HomeMy WebLinkAbout09/12/1988 TENTATIVE AGENDA
ADJ.REG.SESSION SHAKOPEE, MINNESOTA SEPTEMBER 12,
, _1988
-- MONDAYMayor Dolores Lebens presiding
1] Roll Call at 7 :00 P.M.
2] Review of Russell Lawrence position - verbal by Tom Brownell
3] 1989 Proposed Budget (bring budget received September 6th)
a] Attached are the remaining budget study reports Council
requested
4] Other Business:
a] Appoint Judith Cox Acting City Administrator September
13th thru September 18th
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5] Adjourn to 44eaftesttfty, September 13, 1988 at 8:00 P.M.
John K. Anderson
City Administrator
MEMO TO: Mayor and City Council
FROM: John K. Anderson, City Administrator
RE: Budget Review of City Hall Staffing
DATE: September 9, 1988
Introduction
The Shakopee City Council, at its August 16, 1988 meeting,
requested that several special in-depth reports be provided
Council at the budget worksession. The four reports included:
(1) a review of the Downtown Committee, (2) a review of
contractual attorney costs, (3) an analysis of the the cost of
taking over fully the Community Recreation operation, and (4) a
review of City Hall staffing. The latter report is the substance
of this memo.
Background
The Council requested that we assist them is reviewing current
staffing levels at City Hall. The information attached includes
the items specifically requested by Council: (1) an
organizational chart with the number of permanent employees per
department, (2) a copy of the staffing guide sections of the
February 1976 Ernst and Whinney Study (note the study was based
on 1985 data and is available if anyone wishes to review a copy) ,
and (3) the position or job descriptions of the permanent
employees at City Hall.
Included in the study are permanent employees some of whom are
part time permanent. Therefore, the number of employees assigned
to each department as indicated on the organizational chart is
listed in Full Time Equivalents (FTE) . Not included in this
study are temporary seasonal . employees including: (1) Hazel
Ecklund who works less than 15 hours per week at no charge to the
City under the Senior Community Service Employment Program
sponsored by Scott County, (2) Dave Benson and Mike Hammer who
work as seasonal construction inspectors for the Engineering
Department and are paid by fees charged to construction projects,
and (3) Rick Paulseth, our seasonal code enforcement officer
who's position terminates October 31st.
I believe the most useful approach for Council to review all this
material would be to skim the organizational chart and pages 33
through 40 which are Section II the Staffing Guide Section from
the Ernst and Whinney Study. Council will then find pages 41
through 47 of the Ernst and Whinney Study, which list specific
work schedules for individual positions, more useful. I believe
looking at the left hand column of pages 41-47 will better
describe the activities, and sub-activities of individual
employees than the information listed on the position
descriptions which are also attached as Council requested. If
Councilmembers do not have enough time to pour over all of this
material I recommend skipping the position descriptions unless
You are interested in reading the duties of one or two specific
job classifications.
Marilyn Ramer, our Personnel Coordinator/sr. Accounting Clerk,
noted in collecting the position descriptions that the City
currently carries a temporary 12 month Planning Intern, a
temporary part-time five month Code Enforcement Officer and a
temporary part-time five month Zoning Compliance Inspector which
might be combined into one professional position with proper
training and experience.
Alternatives
1. The Ernst and Whinney Study required that the firm put the
study methodology and data on a floppy disk so that it could
be updated. The Council can instruct staff to update the
1986 Ernst and Whinney study using current data. This can
be done with extra hours by the Finance Department or by
contracting with Ernst and Whinney for the update. I have
not obtained a cost estimate for such an update.
2 . Council can review the specific programs and activities
currently supported by City staff to determine if any of the
programs could be modified or dropped thus reducing staffing
requirements. Any such review should be done in the context
of the overall 1989 Budget "expenditure needs" and "revenues
available" .
3 . Council could combine alternatives 1 and 2 to better review
staffing needs at City Hall.
Summary
I am not providing any recommendation in this separate report.
The recommendations that I would make for 1989 are already listed
in the Administrator's message in the draft 1989 Budget.
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Ernst &o- L,
Wh
inney 1400 pillsbun-Censer
Minneapolis. Minnesota 55402
1 61:/339-0771
February 28, 1986
I
Mr. John Anderson
City Administrator
Cit♦ of Shakooee
129 East First Avenue
JShakopee, Minnesota 55379
Dear Mr. Anderson:
We are pleased to submit our final report of the Costing and Staffing
Study for the City of Shakopee. This report represents a two month effort
for both the Ernst h Whinney team and the department managers and their
staff. Your staff has been most helpful and cooperative in developing
both the schedules of costs and the staffing guides. Please thank them
for their hospitality and their input.
We would be pleased to present the results of this study to you and the
City Council at your convenience. In the meantime, if you have any
ones—
tions or clarifications, please do not hesitate tocontact Larry Dilehay lehav
-
at 339-0771.
Very truly Yours,
Ernst & vY `llnney 1400 Pillsbury Center
J Minneapolis. Minnesota 55402
612/339-0771
March 12, 1986
Mr. John Anderson
City Administrator
City of Shakopee
129 East First Avenue
Shakopee, Minnesota 55379
Dear Mr. Anderson:
As you requested, please find 20 copies of our final report for the Cost
and Staffing Study. Please let me know if you require additional copies.
You noted that the review section did not include comments for the City
Administrator. We did review this department, but because the effective-
ness of this department is best reflected in the operation of the City as
a whole, we reported our findings and comments under the Introduction and
General headings of this section.. I apologize for that confusion.
I look forward to presenting and discussing the results of the report at
the City Council meeting on April 1st. See you then.
Very truly yours,
�
Larry Dillehay
Senior Manager
LBD:aeb
SECTION II: STAFFING GUIDE SECTION
INTRODUCTION
Staffing guides were developed for each department studied. As with the
J costing analysis, the basis for these guides were interviews, financial
reports, personal observations, and labor reports. Staffing factors were
developed for each labor category for each department on a quarter!,
basis. With the exception of utility payment processing in the Finance
Department, the staffing guides were based upon activities performed
+ during 1985. The guides do not include anticipated activities or new
services although they have been constructed so the City can incorporate
7 new services and delete outdated ones as required.
JI Department activities were determined to be either fixed or variable.
Time estimates for each labor category were determined in total for the
fixed activities. Staffing basis (units of measure) were determined for
the variable activities, and unit time estimates were estimated (time per
unit) for each labor class. A criteria for selecting a staffing basis was
that the Quantity, or volume, could be easily determined. For the most
Part, these Quantities can be obtained from source documents used to pre-
pare department annual reports.
Time estimates for each labor category were determined by talking with
department managers and verifying these estimates with the program reports
and, whenever possible, with industry data. The only situation where
industry data was available on a unit basis was in the Accounting area.
Although we are confident that the time estimates fairly represent work-
load, they must continue to be refined and evaluated. This is Darticu-
lariy necessary for the fixed activities and for variable activities when
a there are substantial changes in effort to provide the activirv. Special
attention should be given to labor categoryprocess changes P es and [nese time
estimates adjusted accordingly.
Total activity effort was converted to Quarterly FTE (full-time eouiva-
lents). It was assumed that one FTE was 2,000 hours ; thus a Quarterly FTE
j equates to 500 hours of effort. The FTE equivalents were totaled by labor
1 category to arrive at departmental staffing requirements. Table XIV con-
tains a Quarterly department summary for 1985 and compares each
depart-ment's staffing levels at the time of the study.
j The racetrack resulted in additional workloads for most of the City's
departments in 1985. It will continue to impact work effort in 1986,
I especially for Community Development; Buildings and Inspections; and the
1 Police Department. The Community Development Department will continue to
be involved in project and planning efforts relating to commercial
developments on and around the racetrack. The Buildings and Inspections
Department will be impacted as a result of more commercial and industrial
permit reviews and inspections. It should be noted that this category of
Permit review and inspections is generally more time consuming than resi-
dential permits. The Police Department will be faced with more frecuent
traffic situations and accidents; lesser crime support activities associ-
ated with the hotvalkers and groomers population, and the enforcement
Jactivities associated with transition periods between racing seasons.
1 -33
J With few exceptions there was a significant increase in departmental
staffing requirements during the second and third quarter. This was even
observed for the fixed time services. In many cases , this increase in
workload has been handled with interns and temporary help. This practice
was in effect, and we recommend that it continue. In some cases , such as
the Police Department, it is not advisable to hire temporary personnel to
manage the additional workload. Instead, it might be necessary to provide
additional services with increased staffing. It has been our experience
that a reasonable workload for one individual ranges from .8 to 1.25 FTEs.
The remainder of this section describes the staffing methodology and
staffing guides for each department. Each department's staffing guide
contains the following items:
Primary activity
Sub-activities
Unit of measure
Frequency or amount
Quarterly percentage distribution
Time estimates per labor category
Quarterly staffing requirements by labor categories in FTEs
FINANCE DEPARTMENT
Mary of the Director of Finance' s activities were observed to be fixed
rather than dependent upon variable parameters. About two-thirds of his
effort was expended in the activities of composing material, assisting in
special projects, and preparing and monitoring budget material.
Except for supporting the fixed activities of the Director, the activities
of the Personnel Manager and Accounting Clerk were more dependent upon
measured variables. The Personnel Manager's major activities were payroll
processing, accounting support, assessment searches, and personnel record-
keeping. Almost all of the Accounting Clerk' s time was spent in account-
ing support activities including data entry and filing.
Although utility payment processing was not observed nor scheduled until
April, we included it in the analvsis because time estimates were easily
determined and their inclusion has a material impact on the Accounting
Clerk's workload. The Finance Department Staffing Guide contained in
Table XV on page 41, contains two totals: one without utility payments ,
7�[ the other with utility payments included.
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CIT`.' CLERK DEPARTMENT
This department includes one full-time Citv Clerk and a part-time secre-
tarythat is shared with the City Administrator. The secretary works
part-time but the position is covered on a full-time basis with assistance
from the Chamber of Commerce secretary. This shared arrangement appeared
to work well as the City Clerk and Administrator work closely together.
Much of the City Cleric's workload is dependent upon the actions of City
Council and other city departments. The major activities in support of
Council include agenda preparation; preparing and distributing minutes;
and follow-up to ensure project completion. Although not frequent occur-
rences, the effort to support Industrial Revenue bonds and Developer's
agreements is fairly unstruccured and time consuming.
The City Clerk Staffing Guide is contained in Table XVI on page 42.
J
BUILDING/INSPECTIONS
The Building/Inspections Department includes a working manager, a part-
time inspector, a secretary, and three part-time cleaning people. Elec-
trical inspections are contracted, and the City receives 15% of the
revenue.
The majority of workload of this department is dependent upon the number
and type (commercial vs. residential) permits. Permits, in turn, require
about 7 inspections on the average. The cleaning workload is fixed and
was measured in area cleaned per week.
The Staffing Guide for this department is contained in Table XVII on
page 43. It contains two totals. The first total includes no manpower
requirements for electrical inspections; the second total assumes that the
( electrical inspection, skills are in-house and not contracted.
CC.1-TiNlrmv DEVELOPMENT
1.i This department was certainly the most difficult to determine staffing
requirements because of the non-structured and project environment under
7� which they operate. The source of a significant portion of the depart-
ment's workload is from Council, Planning Committee, and the Industrial
Commercial Commission. The type of work is generally staff and investi-
gative effort to assist the Council and various commissions in the deci-
sion making process.
The study evaluated the activities that were observed and accomplished
during 1985. During a discussion with the Department ?tanager it was noted
that additional work has been requested of the department but , because of
insufficient resources, these activities were not completed. A partial
tt list includes:
f�! 1. Systematic Updating to the Comprehensive Plan (estimate 120 hours/
year to update one chapter each year--7 major chapters).
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2. Systematic Updating of Planning and Subdivision Ordinances of the
City Code--120 hours/year.
3. Drafting of development policies for special issues which need to be
addressed systematically in the platting process. An example of
this would be a sidewalk policy. Estimated time is 80 hours/year.
4. Special Planning Projects such as inventory of vacant land, special
downtown planning district regulation=_ , adoption of animal ordinance ,
and race track land-use study. Some of these are underway, but
others have been waiting for one to two years to be implemented due
to lack of staff time.
5. Downtown rehabilitation loans. There needs to be a detailed inven-
tory of the condition of downtown buildings , development of detailed
files on these buildings and operation of a comprehensive rehabili-
tation loan program. This could easily be a half-time position.
6. Marketing of city to developers. The Industrial Commercial Commis-
sion has requested the City Council to hire a full-time economic
development specialist. This person would try to attract industrial
development and large developers for the downtown. They would have
expertise in putting together financing packages to encourage
development.
The study results indicate that , except for some of the minor projects,
the current staffing levels could not support the additional reauirements.
The Council and various commissions must determine if the benefit of
accomplishing these additional tasks justifies the cost of additional
staff needed to accomplish them.
This department has and can continue to benefit from temporary intern
assistance during the summer months. Many of the discrete projects can be
completed in this manner. However, more than likely, the marketing func-
tion requires a skill that must be hired on a full-time basis.
The staffing guide for this department is presented in Table XVIII on
TI page 44.
(' ADMINISTRATION
The Administration Department includes a City Administrator and a part-
time secretary that is shared with the City Clerk. Most of the City
Administrator' s activities were fixed rather than dependent upon other
f workload measures. This was observed to be the case for many of the in-
L direct management activities in other departments as well. The part-time
secretary's workload was dependent upon the Administrator's composition
F and drafting workload.
L The staffing guide for this department is contained in Table XIX on
page 45.
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E➢GISEERI6C DEPAR7M:NT
Personnel within the Engineering Department include a City Engineer, an
Engineering Coordinator, an Engineering Inspector, an Engineering Techni-
cian, and a part-time secretary. The department's workload can be divided
into two categories: routine activities and special project activities.
Routine department activities are generally ongoing and repetitive. They
1 include maintaining City records, managing the City's sewer systems, up-
dating City maps , performing inspections, reviewing plats, etc. Special
project activities include necessary engineering work resulting from proj-
ects that were in progress or in the planning stages. Examples include
City managed private projects, street widening projects , drainage projects ,
sidewalk construction, timber trail construction, etc. The department's
workload is split fairly evenly between these routine and special project
activities.
Because at least half of the department's workload is determined by special
? projects that vary greatly in scope and the amount of work involved, it is
-.� very difficult to develop staffing standards for the engineering department
that can be meaningfully applied from one year to the next. However, with
M the possible exception of the inspections function, the present staffing
T levels should be adequate for the foreseeable future, provided that there
is not a dramatic increase in the number or size of special projects within
the City. The staffing analysis does indicate that the need for inspec-
tions personnel is greatest during the second and third quarters of the
year. In the past, these additional needs have been met through the use of
part-time summer interns from area colleges and universities. We recommend
that this practice be continued.
The staffing guide for this department is presented in Table XX on page 46.
1i POLICE
The following personnel are employed within the police department: a
Chief of Police, a Deputy Chief, three Sergeants, eight Patrol Officers, a
Detective, a Juvenile Officer, a Secretary, and two Clerk Typists.
The Chief has primary responsibility for overall police department func-
tions, in addition to managing the City' s civil defense and animal control
programs. The Deputy Chief assists with the administration and management
of the department. The Cnief and the Deputy Chief also assist in special
investigation and situations when needed. The Sergeants coordinate the
activities of the patrol officers, perform patrol activities, and conduct
special department functions such as developing work schedules. Patrol
officers spend most of their time patroling City streets, enforcing
traffic laws, and conducting other routine police activities. The Police
Detective is responsible for follow-up investigation activities resulting
from felonies committed. The Juvenile Officer is responsible for follow
y up on juvenile arrests , juvenile investigations and child protection
cases. He also acts as the school liaison officer. Typing, receptionist ,
Tfiling and other clerical activities are perr'ormed by the secretary and
T clerk typists.
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February, 1988
POSITION DESCRIPTION _
POSITION CLASSIFICATION TITLE: Zoning Administrator
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DEPARTMENT: Community Development
ACCOUNTABLE T0: City Planner CMS U`
PRIMARY NATURE OF WORK:
Under general direction of the City Planner, performs professional,
technical, and program management work of considerable and unusual
difficulty.
SPECIFIC RESPONSIBILITIES:
1. Interprets and facilitates compliance of the Zooming Ordinance.
a) Monitor community to detect and enforce zoning code violations.
b) Notify property owners of zoning code violations.
2. Performs site inspections to ensure compliance with approved plan and
permits. These plans and permits include the following:
a) Site Plans,
b) Landscape Plans,
c) Conditional Use Permits,
d) Sign Permits,
e) Rezoning Applications, and
f) Planned Unit Developments
3. Responds to complaints and reauests for information.
4. Maintains and updates the Zoning Ordinance and official zoning map.
5. Manages the on-going effectiveness of the zoning code compliance
program.
6. Develops and manages work programs for zoning code compliance, serves
as primary recipient of citizen complaints, and prepares staff reports
relative to potential code violations, investigates and responds to
identified zoning code violations, and maintains necessary data to
support the code compliance process.
Job Description
February, 1988
Page 2
SPECIFIC RESPONSIBILITIES (Cont. ):
7. Develop community programs to increase public awareness and education
with respect to City zoning code violations and as appropriate involve
citizens on the development of code compliance programs.
8. Establish and monitor positive and professional relations with the
business community.
9. Develop and maintain a comprehensive record keeping system of cases or
incidents.
10. Administration of the Sign Ordinance and permitting process.
11 . Preparation of reports on sign proposals to be presented to the
Planning Commission.
12 . Participate in development review process as a member of the
Development Review Team.
13. Work with other City departments to obtain City objectives.
14. � Assist in preparation of ordinances and procedures.
15. Other work as assigned by Department supervisors.
16. In order to insure ongoing compliance it is necessary to devote 6 - 8
hours per month during evening and weekend hours.
DESIRABLE TRAINING AND EXPERIENCE:
1 . Must maintain a responsible attitude at all times and attempt to
create a harmonious, productive atmosphere when confronted with
difficult situations.
2. The ability to communicate ideas, explanations, and recommendations
clearly both orally and in writing.
3. The ability to work independently with minimal supervision.
4. A Bachelor's degree in Planning or a related field; or an equivalent
combination of education and experience.
5. Sound working knowledge of general legal concepts and City code
provisions applicable to code enforcement and the ability to
effectively apply this knowledge to identified code violations.
6. Ability to define and effectively implement work programs to achieve
code compliance in an efficient and effective manner.
Job Description
February, 1988
Page 3
DESIRABLE TRAINING AND EXPERIENCE (Cont.) :
7. Ability to exercise sound judgement and discretion in addressing and
resolving code compliance issues and to effectively interact with the
general public in receiving and responding to complaints under
sometime stressful and adverse conditions or situations.
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POSITION DESCRIPTION
CITY OF SHAKOPEE
POSITION: City Administrator
OBJECTIVE AND SCOPE
Plan and direct the administration of city functions as delegated by
the City Council to ensure efficient municipal services and develop-
ment in line with Council objectives.
Supervises the municipal office, administration of all departments
placed within his jurisdiction which includes police chief , recre-
ation director, city engineer, street superintendent, city treasurer-
assistant administrator, fire department and planning consultant.
Operates with considerable discretion in normal administrative func-
tions and in implementing policies of the Council. Responsible for
effective recommendation in areas of policies , staffing, expendi-
tures, etc. where Council action is required.
RELATIONSHIPS
Reports to: City Council
Supervises: Police Chief
City Treasurer-Assistant Administrator
Street Superintendent
Recreation Director
City Engineer
Planning Consultant
Fire Chief - Volunteer
Through these subordinates, he indirectly controls
additional city employees.
MAJOR DUTIES AND RESPONSIBILITIES
1. The City Administrator includes the statutory position of City
Clerk, and shall be vested with all authority and responsibility
prescribed by state law for city clerks and in addition shall be a
the chief administrative officer of the city. He shall be respon-
sible to the City Council for the proper administration ofall
affairs of the City.
2. Supervise the administration of all departments, offices and di-
visions of the City except. as otherwise provided by law and carry
out any other responsibilities placed under his jurisdiction by
ordinance or by subsequent Council action.
3. Interview and screen all prospective city employees as permitted
by law and shall make recommendations to the Council before the
Council makes any appointment; he shall also make recommendations
for terminating and suspending employees and may suspend any em-
ployee until the next Council meeting when the Council shall affirm,
modify or rescind the suspension.
4 . Develop and issue all administrative rules, regulations and Pro-
cedures necessary to ensure the proper functioning of all depart-
ments and offices under his jurisdiction as permitted by law and
Council approval.
5. Prepare and submit an annual budget to the City Council prior to
October 1, and keep the City Council advised of the financial con-
dition of the City and make such recommendations as he ma_v from
time to time determine desirable and necessarv.
6. Attend and participate in discussions at all meetings of the City
Council and other official bodies namely, Metropolitan Council
and State Legislature as directed by the Council. The City Ad-
ministrator shall also represent the City at all official or
semi-official functions as may be directed by the Council and not
in conflict with the prerogatives of the Mayor. Will coordinate
meetings and represent the Council as directed with the State
League of Municipalities and the Association of Metropolitan
Municipalities. He shall be entitled to notice of all regular
and special meetings of the Council.
7. Work closely with the Council. Includes setting up meeting
agendas, research on agenda items and other Council requests,
attending meetings to report on City affairs and problems, Pre-
senting recommendations concerning policies and objectives as well
as specific actions, participating in discussions as appropriate ,
and imPleMe-_zna C_cncil decisions . Responsible for keeping e
Council f-ld__ =3vised of all significant matters and effectively
presenting a_1 items which require Council action or approval.
S. Responsible to see that all laws and ordinances are duly enforced.
9 . Authorized to purchase or enter into contracts for previously
budgeted items when the amount thereof does not exceed $1, 000 and
he shall receive estimates, quotations, sealed bids , purchases
and contracts in excess of $1, 000 and Present them to the Citv
Council for official action.
10. Recommend from time to time the adoption of such measures as he
may deem necessary or expedient for the health, safety and wel-
fare of the community or for the improvement of the administration.
11. Ensure effective management and utilization of City assets. In-
cludes directing efficient use of present equipment and physical
assets and recommending additions or changes to the Council.
12. Ensure effective management of financial assets. Works with the
City Treasurer to ensure Proper investment of available funds ,
and effective accounting practices to control financial assets
and provide proper information for effective financial planning. I
13. Keeps informed of the provisions of city resolutions, court de-
cisions affecting local government, department and agency oper-
ating procedures , provisions and requirements of county ordi-
nances, state and federal laws and other administrative rules.
14 . Work with city commissions coordinating their activities with
elected City Officials and presenting commission recommenda-
tions to the City Council.
15. Work with the Utility commission and Manager of Utilities in
coordinating Utility and City operations.
16. Stay abreast of developments in the public administrative field
and cooperate with other governmental units and municipalities
on matters of mutual interest. Directs City planning and de-
velopment activities and performs other functions as directed
by the Council.
17. Keep the Council advised as to the future needs of the City and
make recommendations on long range programs and capitol improve-
ments.
18. Perform such other duties as may be required by the City Council
and consistent with the Minnesota Statutes and City Ordinances .
SPECIFICATIONS
THE POSITION City Administrator reporting to the City
Council and will be responsible for coor-
dinating and the administration of municipal
government as assigned or delegated by the City Council,
QUALIFICATIONS
Education : A college graduate preferred or with equiv-
alent experience. Master of Public Adminis-
tration desirable but not essential.
i
Personal: Required is an individual who is analytical,
possesses mature judgment, good administrator,
i
and socially adaptable and able to exercise
initiative.
APPROPRIATE The preferred specific experience is a mimimum
PREVIOUS
EXPERIENCE of 5-10 years experience in City Administration
as an Administrator or as an Assistant Manager
Of a larger community. The individual should have a favorable
work record of sound management practices and supervisory experience.
The individual should possess a comprehensive knowledge of all
phases of city administration, as they relate to sound manaa_ement
and supervise-_ _-s__ices.
COMPENSATION The salary for the position is open and commensu-
rate with the candidate ' s qualifications and ex-
perience. As a direct financial supplement to
base salary are excellent fringe benefit plans .
Position Description
Position: City Clerk
Department : Administration
Accountable To : City Administrator
Primary Obiective of Position
To function as City Clerk in matters relating to official City
records, licenses , permits , publications , elections
and other areas for the effective administration of City affairs .
To relieve the City Administrator of Administrative detail in
the conduct of City affairs .
Example of Work
Participates with the City Administrator in establishing goals,
budgets , plans and activities to ensure that the desired level
of service is being provided in administration of City affairs .
Supervises and participates in the maintenance and retention of
all City records to ensure timely availability of accurate in-
formation.
Supervises and participates in preparation and distribution of
agendas and other material for City Council - (and other meet-
ings when -reouired) .
Maintains adequate and readily available records to ensure in-
formation is made available for Council and staff.
Supervises and participates in preparation of documents for
publication as required by law.
Coordination of secretarial personnel when necessary.
Assumes personnel responsibilities as directed by the City
Administrator.
Responds to the needs and concerns of the public when possible.
Assists the City Administrator in a variety of areas .
Knowledee. Skills and Abilities
Thorough knowledge of City operations and service provided.
Considerable knowledge of the principles and practices of public
administration.
Knowledge of -City Code and other legal requirements governing
municipal operations .
Knowledge of statutes governing elections.
Ability to maintain a large variety of records of considerable
complexity.
-csi :icn Description
C_ty Cleric
:age Two
E>'Dcrience and Train;,,
Preferably Bachelors Degree in Business Administration, Public
Administration with experience in local govc7n.ment.
Minimum. high school graduate with 5 years responsible experi-
ence in a municipal position.
Administration - Level I
SKILL LEVEL I - Duties
-eo ahegenerally a dminis Clerical ca' nature bu_Sc Clerk
survey. Becauseloh ice reported ne nsewhore cial Binet zisai
rates Cf pay, are r s lack job com
a re fo_ in Payability,
_ only and no averages are shown. ^ --
_ tioaal purposes
n..--pA' - Personal,y pe- ms-ms or sumer',.= _
du=les associate -
arranaements , d "--n voter rs�istne pe -er'nance o'
minutes e� 'a-icn, election
Some Clerks ,o. 1Oial records , licenses , etc.il m25t eeS, eche law.
llvm is for nosectend4ng wounc+o pz`t-time, receive
Pa3'ments
a<s;_grmo,�ts . n c 1 meetn s or add,-'—
special ` g for Performing
POSITION DESCRIPTION
POSITION: Administrative Secretary
DEPARTMENT: Administration
ACCOUNTABLE TO: City Administrator/City Clerk
Primary Obiective of Position
Performs secretarial duties for the City Administrator and the City Clerk.
Examples of Work
- Maintains official minute records on City boards and commissions, the
official document book, the policy book and publishes legal notices.
- Process applications for pool table, cigarette, peddlers and dog
licenses.
- Assists the City Clerk in conducting elections.
- Types from copy, general instructions, oral or machine dictation, a
variety of reports, resolutions, ordinances, letters and other documents.
- Assists in coordination of Council agenda and prepares Council agenda
packet for meetings.
- Serves as occasional back-up in the absence of the Receptionist and/or
Building Department Secretary.
- Performs computer/data processing activities.
- Provides information, explanation, and assistance to the public and other
employees.
Knowledge. Skills and Abilities
- Through knowledge of modern office practices, procedures and systems.
- Ability to prepare standard documents and correspondence from general
instruction.
- Thorough knowledge of computer operations and other office machines.
- Accurate typing skills with knowledge if english, spelling and
punctuation. Dictaphone and wordprocessing skills.
- Ability to effectively interpret and communicate general knowledge of
City operations and policies.
Desirable Experience and Trainine
High school graduate with two years of clerical and secretarial experience.
Vocational or business school training is desirable.
JOB TITLE: Receptionist/Typist
DEPARTMENT: Administration
ACCOUNTABLE TO: City Clerk
Position Summarv:
This is an entry level position consisting of receptionist, cashiering, light
typing and clerical skills. It involves operating the City Rall multi-line
phone system, greeting the public at the reception desk and answering general
questions from the public. It requires the ability to meet and communicate
well with the public. It involves processing cash payments and in some cases,
issuing receipts, maintaining various files and light typing.
Duties and Responsibilities
A. Answers all incoming telephone calls at City Rall and answer general
questions, give directions, transfer and route calls to appropriate
person or department and take and relay messages.
B. Greets the public at the reception desk and answers general ouestions,
distributes information, announces visitors and takes and relays
messages.
C. Responsible for receiving cash payments for utility bills, maps, copies,
etc.
D. Maintains various files and information to insure they are current and
accurate. -
E. Sorts and distributes all incoming mail, and delivers city mail to the
post o`-:ice at the end of the day. Responsible for keeping the postage
meter currently dated.
F. Performs light typing including letters, memos, and some reports, as may
be required and operates any other office machines, such as postage
machine, copy machine, cash register, etc. as necessary.
G. Performs other related work as required.
KNOWLEDGE SKILLS AND IBIL171ES REQUIRED:
Knowledge c`_ English, spelling, vocabulary, and punctuation.
2. Knowledge of modern office procedures and equipment.
3 . Skill at operating multi-line telephones and typing.
4. Ability to meet the public, interpret questions, and requests and
communicate information accurately and effectively.
5. Ability to make decisions based on established rules and procedures and
follow oral and written instructions.
6. Ability to maintain files and records and make accurate arithmetic
Computations.
7. Ability to develop and maintain working relationships with cc—workers and
the general public.
TRAINING AND EXPERIENCE:
A combination of training and experience substantially equivalent to high
school graduation. Some experience in reception st or other clerical work
POSITION DESCRIPTION
POSITION: Management Information System (MIS) Coordinator
DEPARTMENT: Administration
RESPONSIBLE TO: City Administrator
PRIMARY OBJECTIVES OF POSITION:
1. Evaluate, implement, and interconnect microcomputers, word
processing, and office teleprocessing products, to allow various
levels of access to data base management systems, electronic
mail , query facilities, spread sheets and decision support
systems.
2. Establish methods and criteria for evaluation of office
automation hardware and software. Determine best uses of Local
Area Networks (LAN's) to link microcomputers to each other and to
larger computers.
7,. Provide user training and support. Plan, evaluate, recommend,
purchase, train, and coordinate maintenance of all office
automation equipment such as copy machines, micrographic systems,
telephone systems, dictation/transcription equipment and type-
writers.
EXAMPLES OF WORK:
.. Evaluate and recommend appropriate computer hardware and
software on a continuous basis.
2. Provide or broker training for employees to facilitate
effective use of the computer.
_. Coordinate efforts among departments to assure a total
information system.
Develop and implement procedures and controls to provide
accuracy, security, product quality, standardization end
operational efficiency.
4. Act as an in-house consultant providing technical assitance
as needed.
a Assist departments in tailoring software to meet specific
department needs.
+ Act as a technical "trouble shooter"
5. Provide both short and long range computer information
systems planning.
6. Coordinate activities with LOGIS and other external resources
and agencies.
• Facilitate effective use of LOGIS.
* Be contact person for vendors and consultants.
7. Function as staff person for City Computer Committee.
Periodically report to Committee on significant develop
ments and ongoing activities.
* Seek policy direction from Committee as appropriate.
8. Assist in coordination of City telecommunications systems,
including cable television and City telephone system, with the
City's information system.
9. Administer City's computer activity budget.
14. Establish and oversee backup procedures for archiving records
off the system.
11. Coordinate hardware and software maintenance.
12. Establish and maintain consistent level of system supplies.
13. Perform related work as required.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Solid Understanding of M;anagemer.: Information Systems.
_. Familiarity with current computer market.
3. Broad understanding and appreciation of the role, functions
and responsibilities of municipal government.
4. Ability to do research and prepare reports on a variety of
subjects.
Excellent communication skills both verbal and written.
6. Ability to work effectively with a variety of people and
departments.
Demonstrated strong organization skills.
DESIRED EXPERIENCE AND TRAINING:
Degree in Management information Systems or related field.
_. Two to three years experience in computer applications.
Position Description
Position: Finance Director
Department: Finance
Accountable To: City Administrator
Primary Objective of Position
To provide financial data and services in order to facilitate
sound administration of financial policy including the areas
of operations, planning, analysis, and control.
Examples of Work
General supervision of financial and accounting procedures.
Maintain official financial records in compliance with generally
accepted accounting principles.
Budget preparation
Maintain investment portfolio
Debt management
Prepares necessary periodic and special financial reports
Monitor garbage and sewer utility billings
Monitor City insurance coverage
Desirable Knowledge, Skills and Ability
Bachelors Degree in accounting
Considerable knowledge of the laws and recommended accounting
procedures for municipalities. Three years experience in govern-
mental accounting.
Knowledge of modern office procedures, practices and equipment.
Ability to maintain an effective accounting system that will satisfy
legal and managerial requirements.
Ability to effectively supervise subordinates.
(6/03/82)
Position : Senior Accounting Clerk/Personnel Coordinator
Department: Finance
Accountable to: Finance Director
Primary Objective of Position
The development and monitoring of personnel policies and procedures,
implementation of approved policies and programs and monitoring of the
employment process of the City to ensure equitable personnel administration
in accordance with applicable regulations. Also to assist the Finance
Director and perform moderately complex accounting functions of the City
including payroll.
Examples of Work
- Administration/Maintenance of Personnel Policies and Regulations
- Payroll Administration - Pay step increases, vacation increases,
insurance and other payroll deductions. Perform complete payroll function
including collecting and verifying time sheets, data input, reconciling
and filing reports and tax information.
- Fringe benefits accounting - vacation, holidays, sick leave, insurance,
etc.
- Monitor and update Police and Public Works Union Contracts.
- Monitor probationary period dates & anniversary dates.
- Retirements - Terminations - Severance Pay.
- Administer Comparable Worth.
- Verification of Employment/Insurance
- Administer the employment process, including posting job notices, placing
ads, review, screen and test applicants, check references, schedule &
assist with interviews, and notify all applicants as to the filling of
the position.
- Affirmative Action Coordinator.
- Provide information on Personnel matters to employees and the public
- New Employee Orientation.
- Maintenance of Sob Descriptions/Sob Evaluations.
- Maintain Personnel Files.
- Maintains special assessment files, performs assessments searches, issues
special assessment levied notices, notify County Auditor of prepayments,
assists with yearly certification and provides information to public &
employees on special assessments.
- Assist with month-end reconciliation, including preparation of misc.
journal entries, receipt book coding and computer input.
- Miscellaneous typing and computer input.
- Performance of any other related duties as assigned or apparent.
Knowledge. Skills and Ability
Comprehensive knowledge of government procedures, laws, practices and
policies.
Knowledge of municipal accounting, financing and record keeping procedures
and practices.
Thorough knowledge of the payroll, accounts receivable and accounts payable
functions.
Ability to efficiently operate office machines and computers.
Ability to establish and maintain effective working relationships with
employees, management and the general public.
Ability to make independent decisions based on established regulations and
procedures.
Desirable Training and Experience
High school graduate with post high school courses in bookkeeping,
accounting, human relations and general office functions. Preferably degree
from an accredited trade or business school.
Memo To: John K. Anderson, City Administrator
Finn: Marilyn M. Reiner, Personnel Coordinator
Re: Responsibilities of Personnel Dept. (Informational)
Date: November 17, 1986
Introduction
Early in 1984 it was decided that many of the Personnel functions that had
been previously handled by many various departments should be centralized to
be more effectively and consistently acbninistered. As any of the functions
went haul in hand with the Payroll functions, it seemed quite logical for
the Sr. Accounting Clerk to assume these duties.
Present Personnel Coordinator Duties
1. Policy Administration
The primary function of the Personnel Coordinator is to provide
information, assistance and explanations on Personnel matters to the
employees and the public. It entails the daily supervision and
monitorirg of all City of Shakopee Personnel Policies for adherence., in
addition to drafting policies, resolutions and mems to adnunister and
maintain those policies. Several new policies drafted include:
Sexual Harassment
Tuition Policy
Cone Worth Appeal Process
Telephone/reference policies for hiring new engloyees
Pay of City P]TPloyees serving as Volunteer Fireman
2. Hiring Administration
The Personnel Coordinator also assists the City Adm;nist,ator in the
hiring process by posting job notices, placing ads, reviewing
applications, screening applicants (testing where necessary) and
notifying all applicants as to the filling of the position. Proper
Procedures have been established for the entire hiring process including
a policy on references. The importance of adhering to Equal Eployment
Cpportrmdty and Affirmative Action guidelines are very inportant in
order to diminish the potential threat of lawsuits that are becoming so
Prevalent in today's job market.
3. Rewrds Administration
Mai ma;nim and updating employee personnel files
Updating and monitoring Police & Public Works Union Contracts
Monitor Pnpleyee Contracts - including re=-w ndiM proper wording
Maintain conpliance with FLEA and other tax laws
Liaison between City and insurance carriers, FAP, etc. , including
workers omp.
Monitor anniversary dates for probationary periods, raises,
vacation and sick accrual ,etc.
A&Unnister Pay Plan
New Enployee orientation
Provide appropriate informational items to keep employees informed of
changes/ ocanances that may affect them
Verify employment
4. Convarable Worth
Active participant in the Conparable Worth Program with Control Data.
Responsible for the City's participation - administration of the
TSP's (Questionnaires and Revisions) Participated in numerous
meetirgs with Control Data as member of OAG (Occupational Advisory
Group) thru entire process. Attended implementation strategy
meetings/seminars.
5. Various Trainira. Courses, and Seminars Attended
Htmian Relations (Evening College Course)
Hiring & Firing Seminar
Office Procedure for Secretaries
Personnel Update
Dealing with Stress
People Skills
Coupens tion & Performance Management: Strategies & Tactics for
Cities ( A seminar for participants in the Control Data Joint
Coup Study)
Affirmative Action Update
Supervisory Training sessions
Represent City at various Workshops/testings such as Health Care
Programs presented by St. Francis, MPE[RA, etc.
Member of Twin Cities Personnel Association
Future Concerns/Issues of the 80's
Many Work places will have to deal with AIDS in the workplace (treated as a
handicapped condition) , drags & alcohol in the workplace, smoking policies,
tardiness & absenteeism, discharged workers (potential slarder suits) ,
harassment, etc. These subjects will be the responsibility of the
Coordantator as they become issues the City must deal with.
PERSONNEL RESPONSIBILrrIES
City of Shakopee
Adm. Policy #18
Revised April 27, 1988
City Administrator
- Pay Plan
- Union Contracts (negotiations and monitoring)
- Participate in Department Head Job Hiring P rocess
- Conduct Eaployee Exit Interviews
- Annual Job Evaluations of Dep rznent Heads/Supervisors
- Position Classification - Initial and Annual Updating
- Grievance Appeals
- Authorization Of all EPloyee Payroll Authorizations
- Review with Employees Charges to City's Plan for Benefits
Personnel Coordinator
""astratnon/Marntenance of Personnel Policies & Regulations
- Payroll Administration - Pay Step Increases, Vacation Increases,
Insurance and other payroll deductions
- Fringe Benefits Accounting - Vacation, Holidays, Sick leave, Insurance,
etc.
- Monitor Probationary Period Pates
- Monitor Anniversary Pates
- Ret - Severance Pay
- Adm; ante C=�par-able Worth
- Verification of Employment/Insurance
- Maintenance of Job Descriptions/Job Evaluations
- Advertising to Fill Vacant Positions
- Screening Applicants, Reference Checks, Set-up Interviews
- Administer Damunations Prior to Eployaent
- Physicals Required (Fireman, Depa bt ent Heads, Pte Erployment, Police
- New Enplcyee Orientation )
- EEO/Affirmative Action plan
- Maintain Personnel Files
Deparhro r Heads
- Enforcm- t of Personnel Rules & Regulations
- New Pnplcyee Interviews
- Annual Job Evaluations
- Training
Police Chief
- Staff Police Civil Service COMussion and administer Civil Service Rules
& Regulations
AUIHCRIZED BY
city Administrator
POSITION DESCRIPTION
POSITION: Accounting Clerk
DEPARTMENT: Finance
ACCOUNTABLE TO: Finance Director
Primary Objective of Position
- Processing accounts receivable and payable including computer input.
- Maintain Storm Drainage Utility billing system.
- Perform the purchasing function at a staff level, is not the purchasing
agent.
- Assist with monthly reconciliation
- Maintenance of the computerized fixed asset system.
- Maintain files and distribute computer reports.
- Miscellaneous typing, copying, filing and reports in support of the
department and other duties as assigned or apparent.
- Monitors inventory of office supplies and initiates reorder when needed.
- Provides information, explanation and assistance to the public and other
employees.
Knowledee Skills and Ability
- Knowledge of office practices and procedures.
- Knowledge of accounts receivable and payable functions.
- Ability to operate office machines including typewriters, calculators,
photocopier and computer terminal.
- Numerical aptitude and detailed accuracy necessary.
Desirable Training k Experience
- High school graduate with courses in typing, business/office practice and
bookkeeping.
- Desirable to have 2 years related experience.
POSITION DESCRIPTION
Position : City Engineer
Department: Engineering
Responsible To: City Administrator
Primary Objective of Position :
Direct personnel and- the activities of the Engineering Department, perform
such duties as are required of the City Engineer or referred to the City
Engineer by City Council.
Example of Work:
Formulate and recommend Council adoption of revisions to the Technical Design
Criteria and the Standard Specifications for the Design and Construction of
Roadways, Sanitary Sewer and Storm Sewer.
Review the design, the plans and the specifications of proposed roadway, sanitary
sewer and storm sewer construction.
Inspect and approve all roadway, sanitary sewer and storm sewer construction.
Issue permits to work in public right-of-way and inspect and approve all
restoration.
Administer the proceedings of special improvement districts, including the review
of the petitions; thepreparation or review of a report on the improvement; the
preparation of a list of benefitted property; the preparation and distribution of
public and mailed notices for all hearings and the preparation or review of the
plans and specifications for the projects ordered; administer the contract for the
improvements; and formulate or administer existing policy and prepare or review
the assessmentsandthe assessment roll, together with necessary notices.
Update City records, maps, files and record drawings.
Prepare necessary reports for the Minnesota Department of Transportation and
the State Aid Office.
Provide technical advice and assistance to other City departments.
Plan and supervise the activities of the Engineering Department, including the
preparation of the annual department budget and the estimated workload resulting
from the Capital Improvement Program.
Prepare plans, specifications and reports for Engineering work of unusual
difficulty.
Position Description: City Engineer Page -2-
Example of Work (cont. ) :
Attend meetings and hearings as required.
Desirable Knowledqe, Skills and Abilities:
Ability to plan, assign and supervise the work of professional, technical and
clerical personnel.
Ability to communicate effectively with professionals, contractors, other City
departments and the general public.
Thorough knowledge of municipal engineering, with ability to plan and undertake
engineering work of unusual difficulty.
Thorough knowledge of Public Works maintenance.
General knowledge of land surveying.
Desirable Experience and Training:
Bachelor of Science in Civil Engineering or related municipal engineering field.
A minimum of six years in responsible charge of engineering projects and a
minimum of three years experience in municipal engineering.
Registration as a Professional Engineer in the State of Minnesota or capable of
registration within six months.
POSITION DESCRIPTION
POSITION : Engineering Coordinator
DEPARTMENT : Engineering
RESPONSIBLE TO : City Engineer
Primary Objective of Position:
This position is responsible for preliminary design, design and construction
administration of municipal public works projects, under the direction of the
City Engineer.
Examples of Work :
Prepares preliminary and final designs for sanitary sewer, storm sewer,
roadway and watermain construction under the direction of the City Engineer.
Assists in the acquisition of right-of-way for public projects.
Reviews plans and specifications submitted by developers or consultants for
conformance with design criteria.
Supervises design and construction survey work.
Prepares estimates of construction cost.
Conducts preconstruction conference along with necessary follow-up.
Coordinates all inspection work by scheduling inspectors and monitoring the
progress of projects under the direction of the City Engineer.
Reviews pay estimates and negotiates any work or price changes for approval.
6lakes final inspection and recommends final acceptance.
Approves and monitors Permits to Work in Public Right-Of-Way.
Assumes certain responsibilities of the City Engineer in the absence of the
City Engineer.
Knowledge, Skills and Abilities :
Have a thorough knowledge of municipal construction, including acceptable
construction practice, construction equipment and contract administration.
Position: Engineering Coordinatori Assistant City Engineer Page -2-
Have the ability to supervise and train others.
Have a knowledge of surveying including an understanding of descriptions
and surveying calculations and the skill to operate surveying instruments.
Have algebra and communication skills with the ability to deal with the public.
Have the ability to work alone without supervision.
Desirable Experience and Training :
Two-year Technical school graduate and six years of practical experience in
municipal engineering and/or surveying or a Bachelor of Science in Civil
Engineering or related municipal engineering field.
POSITION DESCRIPTION /I
12
a�
POSITION : Engineering Inspector t
DEPARTMENT : Engineering
RESPONSIBLE TO : Engineering Coordinator
Primary Objective of Position :
This position is responsible for drafting, public works inspection, contract
administration, data gathering activities related to municipal engineering
and routine design work.related to municipal engineering under the
direction of the City Engineer and the Engineering Coordinator.
Examples of Work:
Prepares preliminary and final design for sanitary sewer, roadway and
watermain under the direction of the City Engineer and the Engineering
Coordinator.
Reviews plans and specifications submitted by developers or consultants for
conformance with design criteria and for identifying any utility conflicts.
Conducts blasting surveys for structures in the vicinity of proposed rock
excavation.
Coordinates the activities of staking crews, the utility companies and the
contractor.
Determines whether construction conforms to the plans and specifications.
Compiles as-built notes and field sketches to incorporate in record plans.
Conducts final inspection and warrantee inspections and prepares list of
deficient work.
Undertakes engineering studies under the direction of the City Engineer.
Performs design and construction surveys.
Knowledge, Skills and Abilities:,
Have a knowledge of municipal construction including acceptable construction
practice, construction equipment and contract administration.
Have a knowledge of surveying including an understanding of descriptions
and surveying calculations and the skills to operate surveying instruments.
Position : Engineering Inspector Page -2-
Have algebra and communication skills with the ability to deal with the
public.
Have the ability to work alone without supervision.
Desired Experience and Training :
Two-year Technical School graduate and four years of practical experience
in municipal engineering and/or surveying. A minimum two years of municipal
engineering experience is required.
POSITION DESCRIPTION
POSITION : Engineering Technician
DEPARTMENT : Engineering
RESPONSIBLE TO : City Engineer
Primary Objective of Position :
This position is responsible for drafting, graphic illustrations, assessment
computations, public works inspection, Building Permit review, report preparation,
data gathering activities related to municipal engineering and routine design
work related to municipal engineering under the direction of the City Engineer
and the Engineering Coordinator.
Examples of Work:
Prepares preliminary and final design for sanitary sewer, roadway and watermain
under the direction of the City Engineer and the Engineering Coordinator.
Prepares graphic illustrations for all City Departments and Commissions.
Handles all tasks related to preparation of assessment rolls including apportion-
ment of assessment upon subdivided land.
Performs Municipal State Aid reporting tasks including map updates, traffic
counting and other tasks.
Assigns and reassigns addresses within the City.
Maintains all of the official maps and approved plans filed by the City.
Undertakes engineering studies under the direction of the City Engineer.
Makes inspections of public works projects under the direction of the City
Engineer and the Engineering Coordinator.
Knowledqe, Skills and Abilities:
Have a knowledge of principles and practices related to drafting municipal
engineering projects.
Have a knowledge of surveying including an understanding of descriptions and
surveying calculations and the skills to operate surveying instruments.
Have algebra and communication skills with the ability to deal with the public.
Position: Engineering Technician Page -2-
Have the ability to work alone without supervision.
Have a knowledge of the materials and equipment required to prepare graphic
illustrations and the skill to utilize the material and equipment.
Desired Experience and Trainino :
Two-year Technical School graduate and four years of practical experience
in municipal engineering and/or surveying. A minimum two years of municipal
engineering experience is required.
POSITION DESCRIPTION
POSITION: Engineering Secretary
DEPARTMENT: Engineering
RESPONSIBLE TO: City Engineer
Primary Objective If W rk
This position is responsible for performing the Secretarial and Clerical
casks required by the City Engineer and engineering staff.
Examples of Work
- Manages the routine elements of Minnesota Statutes Chapter 429 Special
Improvement Districts by preparing schedules, notices, documents,
mailings, assembles specifications for bidding process and then monitors
the progress of the individual districts. Assists in preparation of
feasibility reports.
- Maintains the ledger of Engineering Department accounts receivable and
other accounts. Process change orders/partial or final payment vouchers.
- Maintains all Engineering Department letter files, project files and
special files.
- Performs Computer/Data processing activities including setting up new
files, preparing data for input, typing text, numeric tables, legal
descriptions and other documents from copy, general instruction or
machine dictation.
- Provides information, explanation and assistance to the public and other
employees.
Knowledge Skills and Abilities
- Thorough knowledge of modern office practices, procedures and systems of
the department and city government.
- Ability to maintain accurate alphameric, numeric and statistical records
and to prepare reports from such records.
- Ability to prepare standard documents and correspondence from general
instructions.
- Thorough knowledge of computer operation and other office machines.
- Accurate typing skills with knowledge of english, spelling and
punctuation.
Desirable Experience and Training
High school graduate with two years of Clerical and Secretarial experience.
Vocational or business school training is desirable.
POSITION DESCRIPTION
Position Title Director Planning & Community Development
Denartment Community Development
Accountable To City Administrator
Primary Objective of Position
To plan, direct and provide leadership for planning, economic
development and HRA activities in a manner that will assure
the effective administration and delivery of services; and to
propose, monitor and maintain sound community development plans
and regulations which are current and consistent with Council
policies, directives , codes and ordinances.
Major Areas of Accountability
Directs and administers planning programs to encourage orderly
community development in accordance with applicable comprehensive
Plans and ordinances by providing professionally sound advice
and recommendations for Planning Commission, City Council and
HRA consideration.
-- Establishes administrative procedures which encourage the
thorough, consistent and timely review of development proposals.
-- Determines compatability and consistency of development
proposals with City development goals/plans.
-- Recommends specific City positions on development proposals
upon applicable ordinance provisions and professional judgement.
Formulates and recommends plans for community development programs,
and oversees economic development activities and implementation
of comprehensive City plans in a manner that will assure their
achievement.
-- Prepares Industrial Commercial Commission (ICC) agendas,
staffs ICC meetings and follows up on all ICC directives.
-- Assists ICC in establishing and implementing economic development
goals including the Star Cities program.
-- Initiates and promotes public/private sector cooperation
in securing economic development in the community.
-- Reviews and evaluates new concepts, developments and approaches,
and determines applicability to community development functions.
-- Recommends revisions to city land use regulations , plans,
policies and procedures to adequately respond to the current
development environment, and to effectively meet needs and
goals of the City, e.g. promotion of residential development.
Provides positive leadership for all community development department
programs and determines program priorities.
-- Promotes and maintains cooperative work efforts among divisions
of department to assure the effective department operation.
Administers and coordinates approved HRA programs to assure
compliance with contractural agreements, adopted budgets, regulations
and policies.
-- Prepares HRA agendas, staffs HRA meetings and follows up
on all HRA directives.
-- Coordinates programs as necessary with appropriate Federal,
State and County agencies.
I
-- Monitors financial and contractural status of programs and
accurately maintains required records.
-- Formulate, sell to downtown commercial business and operate
an effective commercial rehab grant/loan program.
Monitors and evaluates all community development department
functions and evaluates final results.
-- Assures that work of all divisions is complete and sound,
and that programs and staff output are consistent with City
policies, goals and codes.
Renresents the Department with other City officials, other govern-
mental agencies, and the general public, in a manner tc_-t will
assure continuing effectiveness in the achievement of Cityobjective.
Prepares and administers departmental budget, including portions
of the Capital Improvement Program with appropriate documentation
for submission to the City Administrator.
-- Assures that expenditures are consistent with the approved
budget.
Keeps City Administrator promptly informed of significant matters
to permit effective performance of community development programs.
Performs other duties as apparent or assigned.
Examples of Performance Criteria
Ability to creatively package and bring together the necessary
Public/private sector elements for successful economic development
Programs and projects will be assessed by the number of such
Programs and projects successfully undertaken.
Ability to formulate and implement long range community development
pians will be assessed by timeliness of plans and consistency
of recommendations for development with overall plan.
Ability to provide adequate information and recommendations
to City Council, City Administrator, and Planning Commission
will be determined by consistency, thoroughness and timeliness ,
efficiency and economy of operating the department.
Capacity to work with builders and developers in City will be
determined by ability to represent and communicate City positions
on specific economic development proposals and general planning
issues such that they are understood by the parties involved.
Supervision of Others
Direct supervision over Planner II , Planner I, Economic Development
Specialist and Secretary.
Qualifications
Training or experience equivalent to Master ' s degree in public
administration, planning or related fields.
Should have at least five years experience in government adminis-
tration, with increasing responsibility.
Should have hands on experience with selling successful downtown
commercial redevelopment grant/loan programs through Port Authority,
HRA or other financing agencies.
Must have a thorough knowledge of state, federal and municipal
poi±cies and codes affecting department operations.
Must have demonstrated ability to motivate, train, direct and
supervise others.
Must be able to develop and maintain Dositive and effective
working relationships with employees, elected and appointed
officials, architects, contractors , developers and the general
Dublic.
Must be a creative and innovative thinker.
Must be able to communicate effectively orally, graphically
and in writing.
Desire experience in effectively stimulating residential development
of a wide variety.
Position Description
Position: Planner II
Department: Community Development
Accountable to: Community Development Director
Primary Obiective of Position
Responsible for development and administration of the comprehensive plan,
current and long range planning projects, land use application, and
enforcement of zoning and subdivisions ordinances. Directs planning
activities for the City.
Example of Work
Enforces City development and planning codes (zoning ordinance, sign
ordinance, subdivision regulations, etc. )
Prepares and reviews proposed amendments in zoning and other related codes
to assure that they effectively meet the needs of the City.
Reviews plans and proposals of developers to determine conformance with
comprehensive plan and existing ordinances, and recommends changes to bring
proposed plans into conformance.
Prepares general critique of proposals submitted by developers.
Acts as a technical advisor, prepares agendas and provides reports on
planning matters to the Planning Commission and City Council.
Acts as a liaison for planning and community development functions.
Makes occassional on-site inspections.
Conducts special studies involving community development.
Performs other duties and assumes other responsibilities as necessary or
assigned.
Conducts long-range and current planning studies.
Participates in discussions of redevelopment projects.
Knowledee. Skills and Abilities
Considerable knowledge of planning and zoning terminology, methodology,
techniques, principles and practices.
Good knowledge of state statutes, ordinances, codes, laws, and regulations
pertaining to municipal planning and zoning.
Ability to perform planning and zoning studies of considerable difficulty
and to prepare highly complex, professional-quality technical reports.
Ability to interpret and effectively communicate planning and zoning laws
and administrative rules to other governmental officials and the public.
Position Description
City Planner
Page Two
A familiarity with governmental agencies involved in City Planning and
community development.
Experience and Traininz
Minimum Bachelors Degree in City Planning or related field with a Masters
Degree preferred, with a minimum of 3 years of responsible experience in the
planning field.
POSITION DESCRIPTION
Position: Community Development Secretary
Department: Community Development
Accountable To: Director, Community Development
Primary Objective of Position
Performs secretarial duties for the Community Development
Director/HRA Director, City Planner and Administrative Assistant.
Performs more advanced typing and word processing, maintains
files and word processing files, keeps records and performs other
relative clerical tasks with a minimal amount of direct
supervision and contributes to a cooperative spirit in meeting
needs of the public in coordination with other City departments
and personnel.
Example of work
Accurately provides basic Community Development information to
the public. Answers inquiries or refers inquiry to appropriate
person.
Types from copy, dictation, general instructions on typewriter or
wordprocessor a variety of reports, contracts, letters, memos,
resolution and other documents. Processes and mails letters.
Prenares drafts of resolutions, ordinances, etc. , which require
Planning Commission and/or City Council action.
Administers Planning Commission, HRA, Energy and Transportation,
Downtown Ad Hoc, Community Development Commission and Cable
Commission Agendas. Prepares public hearing drafts, sends
notices to the public, assists in . setting agendas, copying,
distribution, filing, and meeting follow-up.
Updates zoning application forms and maps to reflect changes
deemed necessary and/or desirable.
Routinely files all memos, letters, minutes, agendas, etc. as
prepared into chronological correspondence and project files.
Sets up new files and files all materials set aside by department
members, seeking direction as necessary to assure ability of all
department members to retrieve data as necessary. Annually
review file system to dispose of information no longer needed and
relocate files to the basement or central files as appropriate.
Participate in efforts to microfilm City documents as such a
system is developed.
Helps with the duties of back-up Building Inspection Department
Secretary and Receptionist when needed.
Completes special projects as designed and requested by
supervisor. Demonstrates initiative in setting up information
and format which is neat, clear and easily understood.
Demonstrates knowledge of City and specific data sources such as
central property data files, alpha files, etc. Suggests project
improvements based on knowledge of objectives and sources of
information.
Knowledge Skills and Abilities
Basic skills through knowledge of English, spelling and
punctuation. Through knowledge of office practices, procedures,
systems and equipment. Dictaphone and wordprocessing skills.
Ability to effectively interpret and communicate general
knowledge of City operations and policies.
POSITION DESCRIPTION
Position: Administrative Assistant
Department: Community Development
Accountable To: Community Development Director
Job Description
An entry level professional position which assists higher level
administrators in operational or general government functions.
The position oftentimes involves research or directed
implementation of jurisdiction policies. The work of this
position is subject to review and final authority for decisions
rest with a higher level of management.
Primary Objective of Position
Assists and recommends the development and research of policies
and projects for the City; Energy and Transportation Committee,
Cable Communications Advisory Commission, Industrial Commercial
Commission, Downtown Advisory Commission and City Council;
interpretation of City planning and zoning laws, policies and
requirements to interested citizens and developers and other
governmental bodies; conducts research studies as directed.
Examples of Work
1. Prepares and research transit proposals and develops transit
plans and policies.
2. Prepares, researches and facilitates the development of
waste abatement activities within the City.
3. Defines and administers proposals, policies, agreements and
contracts in connection with various committees as directed.
S. Plans , directs and administers the activities of the
various committees including the administration and
implementation of policies and programs relating to these
committees.
5. Undertakes studies related to population, housing and
development and their geographic distribution.
6 . Prepares and/or assists in the preparation of budgets
relating to the various committees.
7 . Coordinate activities of the various committees with the
City Council.
8. Attends meetings (includes occasional evening meetings) and
provides information to other departments, the public and
developers.
9 . Performs other related duties as assigned.
Knowledge, Skills and Abilities
1. Demonstrates knowledge of Municipal Government, City
operations and services.
2. Ability to effectively interpret and communicate policies,
etc. to other governmental officials and the public.
3. Ability to perform studies of considerable difficulty and to
prepare highly complex; technical reports.
4. A familiarity with governmental agencies involved with the
City.
Experience and Training
Minimum Bachelors Degree in Business Administration, Public
Administration or equivalent. One year of municipal experience
desirable.
POSITION DESCRIPTION
POSITION: Zoning C=pliance Inspector
DEPARn NT: Cmmmmity Development
ACCOUNTABLE TO: Director of Conmumity Development
Primry Obiective of work:
This position is responsible for performing code enforcement activities.
Tne Zoning Cmpliance Inspector shall work cooperatively with both
�ical and residential property a Te to achieve compliance with the
ZOn1M Ord,,,,,, and adherence to the objectives of the Cotprehensive Plan
under the direction of the Ccnmunity Development Director and the City
Planner.
Duties & Resoonsiblities:
Perform Cole Enforcement Activities
Receive and investigate aouplaints and reports of nonccuPliance of
the Zonirg Ordinance.
Prepare and send code violation notices.
Foll,,-up on code violations raintaining files and keeping records
of all cases or incidents.
Issue written citations requiring court appeararu:es when voluntary
ooraliance is not achieved or violations require '=Edlate remedy.
Insure that all land use are in oarolian:e with the codes.
Be familiar with the City's Sign. rnT3' m and Permitting Process
and monitor compliance.
Patrol the cohmmriity twice a year to spot check for nonccupliance.
Performs other duties as assigned by Depar=ent supervisors.
Rnaaledce Skills and Abilities:
Ability to work ctOperatively and communicate effectively with the
public, city personnel and related outside agencies to achieve code
enforcement ccupliance.
Understanding of ordinance and legal orocedu es.
Reauiserents:
High School Dipollra
Previous zoning experience desirable.
Position Status:
Part-time Seasonal/Tenporary position of six-months duration (April
- October) 20 hours per week.
Note: This is a newly created position which will be reviewed by
the City Council in July, 1988 to evaluate the effectiveness of the
program and determine whether to continue until October, 1988.
CITY OF SHAKOPEE
Code Enforcement Officer
Job Description
The Code Enforcement Officer is responsible to the Chief of
Police and has the responsibility of ensuring compliance of
City Code violations , which generally include inoperable
vehicles , animals , debris , use of structures , building permit
violations and signing violations . The position does not have
Peace Office authority as defined by the State of Minnesota ,
Peace Officer Standards and Training Board .
Responsibilities and Skills
Develop thorough knowledge of the City Code in the appropriate
areas of the positions responsibility and the procedures
- required to ensure compliance.
Receive complaints and record all necessary information.
inspect location of the alleged violation to verify a viola-
tion of the City Code. _
Document all elements of the violation which may include the
use of photography .
Notify the appropriate person( s ) violating the Cite Code and
issue a written compliance request when appropriate .
issue a written citation requiring a court appearance when
vcluntary compliance is not achieved cr the violation requires
immediate remedy .
Confer with City Attorney when necessary to clarify a legal
position or when requested for a pre-trial conference.
Accurately and truthfully testify in court as to the facts of
the violation.
Regularly meet with Chief of Police , City Planner and Building
Official to discuss and review area=_ of mutual concern.
Maintain accurate time sheets and expense records .
Maintain a cooperative attitude with City staff and the general
public.
POSITION DESCRIPTION
Position: Building Inspector
Department: Building
Accountable To: City Administrator
Primary Obie ti a of Position
Enforcing all building codes and rules for both State and City for safety
and code compliance of Uniform Building Code.
Example of Work
Checks and reviews plans for conformance to codes. (Building, Plumbing,
Mechanical, Occupancy)
Conducts and supervises all required inspections, including plumbing &
heating inspections.
Receives, processes and issues applications for Building permits.
Prepares and maintains necessary reports and records.
Confers with contractors, architects, engineers, property owners and other
interested parties to explain and interpret building codes and regulations.
Responsible for City owned buildings and building equipment maintenance
and maintenance contracts.
Responsible for congregate dining equipment maintenance and repair.
Desirable Knowledge. Skills and Abilities
Thorough knowledge of all types of building construction materials and
methods, and stages of construction when possible violations and defects
may be most easily observed and corrected.
Considerable knowledge of state and local building codes, rules, regulations
and relevant law.
Ability to enforce ordinances and regulations f irmly, tactfully and impartially.
Ability to do building construction inspection of considerable difficulty
and read and interpret complex plans, specifications and blueprints.
Experience & Trainine
A combination of training and experience substantially equivalent to high
school graduation with post secondary training in the building trades and
considerable experience involving a variety of skilled commerical and resi-
dential construction.
Certified Minnesota Building Inspector
POSITION DESCRIPTION
Position: Assistant Building Inspector
Department: Inspection
Accountable To: City Inspector
Primary Objective of Position
Assist Building Inspector with inspectional work involving the enforcing
of laws and regulations concerning structural, electrical, plumbing and
heating and other codes. Inspections may include footings,
substructures, framing, heating & ventilating and water & sewer systems.
Example of Work
Checks and reviews permits, plans and materials to determine conformance
with codes and standards.
Determines value of proposed building and calculate permit fees and other
surcharges.
Conducts required building inspections, including inspecting forms before
concrete is poured, rough and final residential, commerical and
industrial construction, heating and air conditioning installations,
rough & final plumbing, well, sewer and on site septic systems, fire
suppression sprinkler systems and other miscellaneous inspections
including erosion control, grading, etc. .
Receives, processes and issues applications for Building permits.
Assists and confers with homeowners and contractors in the interpretation
of various building codes.
Gathers field data such as area/size of building/structures, type/style
and quality of construction and age and condition of buildings. Prepares
and maintains necessary reports and records.
Performs and accepts such other duties and responsibilities as assigned
by the Building Inspector.
Desirable Knowledge Skills and Abilities
Thorough knowledge of all types of building construction materials and
methods, and stages of construction when possible violations and defects
may be most easily be observed and corrected.
Knowledge of state and local building codes, rules, regulations and
relevant rules.
Ability to enforce ordinances and regulations firmly, tactfully and
impartially.
Ability to do building construction inspection, and read and interpret
plans, specifications and blueprints.
Experience & Training
A combination of training and experience substantially equivalent to high
school graduation with post secondary training in the building trades and
experience involving a variety of skilled commerical and residential
construction.
Certified Minnesota Building Inspector
POSITION DESCRIPTION
POSITION: Housing Inspector
DEPARTMENT: Building Inspection
ACCOUNTABLE TO: Building Official
Primary Objective of Work
This position is responsible for performing housing
inspections on a systematic basis and respond to tenant
complaints regarding housing code violations. The housing
inspector shall work cooperatively with all property owners
and tenants to achieve compliance with the Uniform Housing
Code under the direction of the Building Official .
Duties and Responsibilities
Perform Housing Inspection and Enforcement Activities
Systematically inspects existing rental units in the
downtown Shakopee Central Business District, investigate
complaints of noncompliance within the defined area and
other areas in the City of Shakopee.
Systematically inspects all multi-rental unit complexes in
the City of Shakopee.
Prepare and sends housing code violation notices. Follows up
on abatement of housing code violations.
Obtains `gab charge citations £ r violators or prepares and
signs written complaints against violators when voluntary
compliance is not achieved or violations require immediate
remedy.
Prepares written reports, issues notices to correct housing
code violations, issues " vacation orders" posts units or
building as "Unsafe -for Human Habitation" , tesi`ies in
court regarding housing code violations.
Performs various office duties and other assigned duties.
Knowledge, Skills and Abilities
Ability to work cooperatively and communicate effectively
with the public, city personnel and other outside related
agencies to achieve housing code compliance.
Ability to independently recognize, evaluate and properly
resolve unique problems or situations requiring the exercise
of good judgement.
Must physically be capable of moving about residences,
building and other structures that may require climbing
ladders.
Ability to maintain records and prepare written reports.
Skill in the safe operation of a motor vehicle.
Ability to read and objectively interpret housing code
requirements in a knowledgeable manner, along with other
written laws and. ordinances pertaining to housing code and
ordinances.
Ability to tactfully communicate, orally or in writing, with
the general Dublic while maintaining effective relations.
EmDlovment Standards
CED test or graduation from high school, and at leas- one
vear o= resncns'ble experienc ,- any c` =_trade _-
rofess_ons �_-__tiv asscc___en wi`
and/or housing cons-ruction.
Ream ed to a-_end continuing education classes regarding
housing inspecticns.
Position states
Full time for a Deriod of approximately two years, 40 hours
per week.
NOTE, -,is is a newly created Dosition w'nich c.�� il be
reviewed by the City Council the 15th of January, 19 l be
evaluate the to
effectiveness of the program and determine
whether to continue until July 15, 1990 .
Position Description
Position: Secretary to Building Official
Department: Building
Accountable To : Building Official
Primary Objective of Position
Performs secretarial duties for the City Building Official ,
City Administrator, and City Clerk. Sets up and maintains
confidential file records and work programs and performs
other clerical duties with a high degree of speed and accu-
racy. Greets the public with a desire to serve and to
create a favorable impression of the representative of
City Hall , cheerfully helps them or directs them to the
appropriate individual who can answer their inquiries
Examples of Work
Types from copy, general instructions , oral or machine
dictation, a variety of reports , contracts letters , or-
dinances and other documents . Processes and mails letters
under the supervision of department head, processes charts ,
graphs and reports , and assists in preparation of Council
agenda, when needed.
Maintains general records and files for Building Official .
Prepares forms and other material for further processing.
Responsible for receipting all monies for the City, handling
cash register and preparing a bank deposit for the finance
depart hent.
Management of central property data files .
Assists public in completing forms , searching ^les -for
information and direction to other city personnel .
Serves as backup in absence of receptionist and helps in
answering phones .
Performs other related duties as required. - a
Knowledge. Skills and Ability
Thorough knowledge of modern office practices, procedures ,
and systems .
Ability to maintain alphabetical , numerical , and statistical
records .
Ability to compose effective correspondence from general in-
structions. -
Ability to initiate and follow-up work projects to their
completion under the supervision of superior.
Sec-etary to Blde. C` -ficial - cont 'd
Ability to establish and maintain working relationship with
employees and public and to follow written and oral instruc-
tions .
Ability to type 55 w. p.m. with knowledge of english, spelling
and punctuation.
Desirable Experience and Training
High school graduate with training and experience sufficient
to provide knowledge , skills and abilities listed above.
Vocational or business school desirable. Minimum of 2 to 3
years secretarial and office experience .
Position Description
Position: Custodian
Department : Administration
Accountable To: City Clerk
Primary objective of Position
To clean municipal buildings according to a schedule established
by the City Administrator.
Examples of Work
Vacuums , sweeps , mops and waxes floors and stairs , wash windows ,
makes minor repairs on furniture , carpeting and building fixtures ,
dusts , clean lavatories and kitchens , collects and disposes of
waste paper.
Checks security on buildings before leaving.
Performs other related duties as required.
Desirable Knowledge Skills and Abilities
Ability to work industriously without constant supervision.
Ability to work well with fellow employees .
Physically capable of performing cleaning required in a reason-
able amount of time.
Experience and Training
Prior experience or training not required .
�j
� � 'b
. �. =csiticn Desc^Pion
/ Position: Community Services Director
Department : Community Services
Accountable To: City Administrator
Primary Obiective Of Position
This is highly responsible administrative work directing the
activities of the community services program.
The work involves planning, coordination, developing, promoting,
publicizing, recruiting, and assessing and evaluating community
recreational needs . -
Work shall be performed in .accordance with the City Administrator
and administration in the development of programs and services ,
also with the community education office and the school .
Examples of Work
Plans and directs the recreation in carrying out educational
and recreational programs and schedules .
Directs maintenance of parks , grounds, areas and equipment.
Performs public relations work to enlist civic and individual
support and participation in various programs.
Visits recreational and educational centers to evaluate acti—
vities and the effectiveness of various programs.
Assists in the planning and development of parks and performs
other functions as required.
Plans and executes park acquisition and development programs .
Rnowledae. Skills and Abilities
Some knowledge of state and federal grant programs , policies ,
and procedures.
Considerable knowledge of the principles, practices , or state
and federal grant programs, policies and procedures.
Good knowledge of the principles and practices of supervision
and training.
Ability to plan, direct, supervise and administer assigned
programsin park and recreation activities .
Ability to establish and maintain e_`fective working relations
with others .'
Experience and Tra--ring
Bachelors degree in Parks and Recreation Administration.
Fe r-eati cn - Level ISL Typical Title: Direc-cr of
Parks and
Recreaticn
SKILL LGVLL 111 - Jobs involving overall responsibility for recrea-
tion activities in the unit of government.
DESCRIPTION - Has overall responsibility for organizing, promoting
and directing various governmental recreational pro-
grams . may also have the responsibility for planning
and supervising park development and maintenance ,
especially in the smaller units of government .
OBSERVATION - Mean in parentheses O at bottom of page is not con-
sidered meaningful due to wide variation in size of
government units and 'hence in the duties of positions
reported .
Memo To: John K. Anderson, City Administrator
From: Gregg Voxland, Finance Director
Re: Legal Services
Date: Sept. 9, 1988
Introduction
Council requested information on attorney services and bidding Assistant
Attorney services.
Background
1. In-house Attorney information:
Three of the Stanton Group 5 cities (suburbs 10,000-100,000 pop.)
have staff attorneys.
A. Bloomington, pop. 84,480, City Attorney and staff of 8. 1988
General fund legal budget of $445,743. Attorney at $63,700/yr.
B. Coon Rapids, pop. 44,600, City Attorney and staff of 3. Attorney
at $49,600/yr.
C. Minnetonka, pop. 43,025, City attorney and staff of 4. General
Fund budget of $251,800. Attorney at $59,000/yr.
The location of a staff attorney for Shakopee would be one of three
choices; 1.) rent space, 2.) 2nd floor of Police Station or 3.) rear
space of 2nd floor, City Hall, by Finance and lose two conference
rooms.
The cost of an in-house attorney and one staff person would probably
run $80,000 for wages and benefits not counting supplies, utilities,
etc.
2. Cost of legal services
Legal costs for the last three years are:
J.Coller Kress & Kress & Kress & Kress &
Monroe Monroe Monroe Monroe
General Prosec. Lawsuits Projects Total
1985 $24,009 $37,449 Inc. Inc. $14,045 $75,503
1986 26,290 13,858 $16,710 $17,674 18,881 93,413
1987 27,079 28,356 20,378 658 5,671 82,142
3. Request for Proposals (RFP) for legal services.
Attached is draft of a RFP for legal services (Assistant City
Attorney - not total legal services as per City Administrator memo) .
Council can review and modify it as desired. The RFP draft is based
upon the recent RFP's used by the Cities of Savage and Richfield.
REQUEST FOR PROPOSALS
The City of Shakopee is currently soliciting proposals from qualified
law firms, to represent the City in certain facets of its legal work.
The City has a "City Attorney" , this RFP is for an "Assistant City
Attorney" role. The attorney (s) requesting consideration should be
aware that experience in the area of municipal law is preferred. The
applicant shall have sufficient resources to ensure that all of the
demands for the City's legal needs will be met on a timely basis.
This would be on a consulting or contractual basis, as compared to a
staff position to be employed by the City.
We would request that you submit a written proposal covering the
following areas:
A. Firm Background
1. Brief history
a. Municipal litigation - What background do you have?
Approximately how many cases have been tried to conclusion?
How many have been tried before a jury?
b. Knowledge of the following:
1. Zoning Laws
2. Platting, Land Development
3. Condemnation Law
4. MSA 429 Projects (procedures and appeals)
c. Employment law - Experience dealing with unions, and public
sector employment practices is desired.
d. Describe ann: experience that you have working with tax
increment financing, and municipal financing.
e. Working knowledge of prosecution procedures - Have you done
prosecution before? Provide references of at least three
law enforcement-related individuals, if Possible, regarding
prosecution performance.
The City will consider proposals from firms who would deal with all of
the above; however, it will also consider separate proposals from
those wishing to deal with just prosecution (misdemeanors) . All of
the prosecution work is done at the Scott County Courthouse in
Shakopee.
2. Number of attorney/specialties
3. Number of paralegal/specialties
4. Support personnel
5. Office organization
B. Attorney Qualifications
1. Identify each attorney and support personnel who will be
supplying services for which the City will be billed.
2. For each person identified, please state:
(a) their relevant academic training and degrees
(b) a description of their prior experience in the areas
covered by your proposal and an estimate of the hours or
percentage of their work in those areas during the past
four years.
(c) other background or experience which may be helpful in
evaluating your proposal. Background or experience in
the areas of municipal law, zoning, general and public
contracting, eminent domain, real estate, labor and
municipally related litigation will be of special
interest in evaluating proposals.
3. A description of the proposed allocation of work between the
attorney(s) and support personnel identified (i.e. , who will
be the lead attorney and what work will be handled by junior
partners, associates or paralegal) .
4. Current principal responsibilities for individual designated
as lead attorney including a statement indicating future
availability.
C. Firm Qualifications
1. The names and telephone numbers of three client references,
whom the City may contact. If your firm has represented any
municipalities or governmental agencies during the last four
years, state the name of that agency, and the name, title and
telephone number of a reference at that agency whom the City
may contact. If your firm has represented such an entity, but
does not wish the City to contact that entity, list the name
of the municipality or agency, and state your reasons why no
contact is requested.
2. Statement of total 1987 billings related to municipal work and
percentage of municipal work to total billings.
D. Fees
1. Your proposal for the dollar amount of fixed and/or hourly
fees and costs your firm will charge for providing the legal
services to the City of Shakopee covered by your proposal.
For the hourly fees portion of your proposal, please identify
the hourly rate of each attorney and support personnel. Also
state separately the rate for any firm cost items to be billed
(i.e. , photocopying, Westlaw or Lexis fees, etc.)
2. The City of Shakopee requests monthly billing statements
which:
(a) itemize the date of services
(b) identifies the attorney and/or support personnel
providing the services
(c) lists time spent
(d) provides a detailed description of the services preformed
(e) states the fees for those services
(f) organize billing for prosecution on the basis of case
number
If another billing format will be proposed, please describe
that format and provide a sample.
3. The rate for meeting attendance, whether hourly or otherwise.
(The Assistant City Attorney typically attends City Council
and special meetings only as needed. The meetings are usually
are between three and four hours in duration. )
E. Services
The services required may include, but are not limited to the
following:
1. Attendance at City Council meetings and other City or
committee meetings as requested.
2. Meeting with and advising Mayor, Council Members, City
Administrator, Department Heads, and designated individuals on
general legal matters.
3. Representation of the City in the acquisition of properties
for public improvements, easements, parks, etc.
4. Representation of the City in condemnation proceedings for
public improvements, redevelopment projects, etc.
5. Research and submission of legal opinions on municipal or
other legal matters.
6. Providing on a periodic basis written updates on new state or
federal legislation or judicial holding impacting upon the
City, and suggested actions or changes g in operations or
procedures to assure compliance.
7. Defend the City in all litigation, except in those cases where
insurance companies are required to provide defense, including
but not limited to: (1) Human Rights Claims;
permits, administrative actions; g (2) Zoning,
(3) labor matters.
8. Represent City in workers' compensation matters.
9. Review bonds and insurance requirements required by or for
City contracts or activities.
10. Attend commission meetings as requested by City Administrator.
11. Prosecution of gross misdemeanor, misdemeanor and petty
misdemeanor cases, including traffic violations, DWI cases,
theft and code violations.
12. Drafting complaints representing the City at Court
appearances, including omnibus hearings, pretrial conferences,
court and jury trials, and post-conviction hearings.
13. Prepare and litigate lessor civil cases including hazardous
building actions and conciliation court matters.
F. Proposal Evaluation 5 Contract Award
1. The City intends to award a contract to the proposer (s)
evaluated to be best qualified to perform the work for the
City, cost and other factors considered.
2. Based upon the evaluation, the City Administrator will
recommend to the City Council the selection of firm(s) judged
to be the most responsive and responsible proposer for each
position. The actual selection of the firm(s) and contract
awards will be made by the City Council.
3. The City shall not be liable for any expenses incurred by the
proposer including, but not limited to, expenses associated
with the preparation of the proposal, attendance at
interviews, preparation of a cost proposal or final contract
negotiations.
4. The City of Shakopee reserves the right to reject any and all
proposals or to request additional information from all
proposers.
G. Contract Negotiations
Notwithstanding a contract award, the City reserves the right to
negotiate the final terms and conditions of the contract to be
executed. Should the City and the proposer(s) to whom the
contract(s) is recommended to be awarded be unable to mutually
agree upon the entire contract, the City reserves the right to
discontinue negotiations, select another proposer or reject all
the proposals. Upon completion of negotiations agreeable to the
City and the proposer, a contract shall be executed.
H. Contract Ethics
1. No elected official or employee of the City who exercises any
responsibilities in the review, approval or implementation of
the proposal or contract shall participate in any decisions
which affects his or her direct or indirect personal or
financial interest.
2. It is a breach of ethical standards for any person to offer,
give or agree to give any City employee or Council Member, or
for any City employee or Council Member to solicit, demand,
accept, or agree to accept from another person or firm, a
gratuity or an offer of employment whenever a reasonable
prudent person would conclude that such consideration was
motivated by an individual, group or corporate desire to
obtain special, preferential, or more favorable treatment than
is normally accorded to the general public.
3. The firm(s) shall not assign any interest in this contract and
shall not transfer any interest in the same without the prior
written consent of the City.
4. The firm shall not accept any client or project which places
it in a conflict of interest with its representation of the
City of Shakopee. If such a conflict of interest is
subsequently discovered, the members shall at all time comport
their representation of the City with the Code of Professional
Responsibility.
5. The firm shall not approach Council Members or staff on an
individual regarding this proposal. Any contact shall be
oflficially mdae through the City Administrator who will in
turn make all information available to all Council Members for
their final selection session.
6. The City requires affirmative action, and therefore, the
firm(s) selected shall not discriminate under the contract
against any person in accordance with federal, state or local
regulation.
Based on the information submitted,
oral interviews with those
individuals who would be working on a day to day basis with the City
of Shakopee will be held during the month of November. Please return
the above information by 4:30 P.M.
any questions about this, or on the rocedure, If there are
to contact me. p please do not hesitate
Sincerely,
John K. Anderson
JKA:mmr
City Administrator
LAW OMCES
KRASS & MONROE
CHARTERED
Phillip R. Krass Marschall Road Business Center
Dennis L. Monroe 327 Marschall Road
Barry K.Meyer
Trevor R.Walaten P.O.ern:216
Jay D. Goldberg Shakopee. Mor eaolz 55379
Dunne M.Carlson Telephone(612)4455080
Robert J. Walter FAX(612)4457640
Lachlan B.Muir
Jarrces B. Croft
Colleen M.Trende
Kent A. Carlson,CPA
September 1, 1988
The Honorable Mayor and R-
City Council
City of Shakopee SEP-
129 East First Avenue 1988
Shakopee, HN 55379
CITY GF Srsk,KCPc'E
Re: Erroneous Information About Legal Fees
Dear Mayor and Council Members:
I am once more in the unenviable position of having to respond to public
statements made by a council member about legal fees paid to our firm. It is
most disconcerting to pick up the newspaper and read that the City will pay to
me (the inference being I received the amount personally) the sum of $150,000.00
during 1988.
I asked my staff to determine for me all of the fees we have charged the
City for the first seven months of 1988, and break those fees down by file. Lori
Lambrecht's report to me is enclosed.
As you can see, the total fees for the first seven months were $48,831.03,
which would average out on an annual basis to approximately $83,700.00 annually.
As you can also see, two-thirds of all of the billings are for prosecutions.
I believe you were previously provided with Lachlan Muir's June 1 letter to Chief
Judge George Hoey complaining about the new system that the district judges put
in place last spring for prosecution matters. This new system requires us to
attend Monday pre-trials and if cases are not plead to on Mondays, they are
assigned immediately for trial that week, requiring significant additional time
and effort preparing our cases and contacting police officers. As you can see,
about $20,000.00 of the $32,000.00 prosecution cost is just in the last three
months. During times in which Mr. Collar is on vacation or ill, our office would
handle all of the prosecutions thereby increasing prosecution costs.
You will also see from Lori's memo that a total of 14 timekeepers worked
on various Shakopee files during these seven months. A timekeeper is an
individual whose time is actually billed to the file for work done, to
differentiate timekeepers from staff people such as secretaries and support staff
who may work on Shakopee files but whose time is not billed. Those 14 people
worked a total of 751.5 hours for the City during these seven months, an average
of slightly more than 100 hours a month.
The Honorable Mayor and
City Council
Page Two
September 1, 1988
While the total bills for services through the first seven months is more
than $48,000.00, some of that amount represents out-of-pocket expenses such as
filing fees, sheriffs' fees, depositions and documents and does not represent
actual time billed. Moreover, some of the files are reimbursed out of projects
or are paid for by developers as opposed to being paid out of the general fund.
Moreover, the amounts the City receives from the county as a result of fines paid
for prosecutions would be an offset to those legal fees.
Please understand I consider these legal fees to be quite substantial and
recognize the burden these fees place on the City. But you must understand we
work for you by the hour. We do not create this work and we do what you assign
to us. Two-thirds of your fees from our office are for prosecutions and we
literally have no control over the volume of tickets that are written within the
community that end up in court. I suspect a large portion of the prosecution
costs involve DVI cases. Our policy is to prosecute DVI cases and, except in
very unusual circumstances, not to plea bargain those cases down to careless
driving or some similar lesser crime. If the council wishes to change that
policy, simply give us direction to do so. If you tell us to plea bargain every
DVI case with a blood alcohol level of .15 or less, or some similar cut-off, we
will of course follow those instructions. Absent instructions to the contrary,
we assume you intend to have drunk drivers prosecuted in the City of Shakopee.
If you do that, it is going to take our time and therefore public money.
I believe the suggestion to take bids for this legal work is most
appropriate. If the council in its discretion chooses another lav firm it
believes to be better equipped to handle the City's legal needs, that decision
is within the authority of the city council and would be most appropriate. What
is not appropriate in my view is for a city council member to publicly make
seriously inaccurate statements about the work we are doing, or to give the
inference that somehow the legal fees you pay our firm come to me personally.
I believe public officials have a serious responsibility to know and understand
the facts before making statements such as those I read in the Valley News
several weeks ago on this issue. Our firm has been doing legal work for this
City for 15 years and, in my opinion, we have done a good job for Shakopee. I
think we deserve better than to be the recipients of these kind of inaccurate
comments.
I appreciate your taking the time to consider my comments.
olip
,
ORHARTERED
PRR:mlw
Enclosure
LAW OFFICES
KRASS & MONROE
CHARTERED
Phillip R. ttr Marschall Road Business Center
Dennis L.Moonn roe
Bang K. Meyer 327 Marschall Road
Trevor R. Walsten P.O. Box 216
Jay D.Goldberg Shakopee.Minnesota 55379
Elvnbeth B. Mclaughlin
Susan L. Estill Telephone 4455080
Dlay M.Carlson FAX 445-7640
Lachlan B.Muir
Robert J. Walter
Kent A.Carlson,CPA
June 1 , 1988
Chief Judge George Hoey
Government Center
1560 Highway 55
Hastings, MN 55033
RE: Criminal Calendars
Dear Judge Hoey:
The new method of setting criminal matters on for pretrials on Monday,
and having all matters not resolved on that day set for trial on the following
day, causes me to write you with my comments and suggestions as a prosecuting
attorney for the communities of Shakopee, Savage, Belle Plaine, and Elko.
The new system for setting jury trial dates immediately after the
pretrial has created substantial difficulties for several participants in the
criminal process, most of them involving a substantial increase in cost to
the jurisdictions involved. As you know, the majority of the witnesses for
these criminal matters are the police officers for each of these communities.
Under the new system, all officers are notified that they must be "on call" for
testimony for Tuesday, Wednesday, or Thursday of each week on which a case of
theirs is scheduled for pretrial on that Monday. They cannot be given a
definite date until late Monday, after the pretrials are held. These officers
are put in a very difficult situation due to what in many cases is less than24
hours notice. This will add substantial cost to each municipality as a result
of increases in overtime pay. It is also occupying the time of these officers
in ways which prevent them from being out on patrol. The delay in time between
the pretrial date and the trial date, with a definite time set for jury trials,
would alleviate the problem.
The problem of witness availability also occurs with non-police
witnesses. Subpoenas must be served in advance of the pretrial date to ensure
attendance of many witnesses , many of whom are difficult to locate. Since the
Chief Judge George Hoey
Page -2-
June 1 , 1988
majority of cases are resolved without a trial, many people must now be served
needlessly and a great expense to the municipalities. The delay between the
pretrial date and the trial date would make it possible to serve only those
witnesses whose attendance is sure to be needed. It would save substantial
expense to the jurisdictions involved. To wait until Monday evening to serve
subpoenas for trial on Tuesday morning would unreasonably burden the law
enforcement personnel responsible for locating these witnesses and serving these
subpoenas. Such short notice will result in the non-appearance of many
essential witnesses.
It is also necessary that the State make significant trial preparation
on all matters before it has been determined at the pretrial hearing whether
that trial preparation is necessary. This is another factor adding greatly to
the financial burden to the affected jurisdictions.
Our office has attempted unsuccessfully to mitigate these financial
burdens in the month of May. Communication was made to defendants scheduled for
pretrials, but few matters were resolved before the day of the pretrial
hearings. If they do resolve in advance, it does allow us to give advance
notice to all witnesses, including police officers, and it reduces the trial
preparation time accordingly. This lack of success in May is clearly
demonstrated by the May 23, 1988, calendar. Only about five matters out of more
than 50 were resolved prior to the pretrial date. For the remainder of the
cases scheduled that day, none of the witnesses could be advised whether they
needed to appear the following day until lace Monday afternoon. In some cases,
it was not possible to reach those witnesses until Tuesday morning, the day
scheduled for the first trials to begin.
Most of these financial burdens could be eliminated if a period of 30
days was placed between the time of the pretrial hearings and the date on which
the jury trial would be held. This would enable both the defendant and the
prosecution to adequately prepare for only those cases which will be set for
jury trial. It will also eliminate the need to serve unnecessary subpoenas, and
will substantially eliminate the overtime pay for the police officers which, at
the present time, constitutes a very substantial financial burden.
If the Court believes that there are certain inefficiencies in having a
delay between the time of the pretrial and the time of the jury trial, I would
be interested to know exactly what those inefficiencies were. I would be most
happy to spend a considerable amount of time to work out an alternative solution
to those inefficiencies.
II
i
Chief Judge George Hoey
Page -3-
June 1, 1988
I encourage the Court to give serious consideration to my comments, and
respectfully request that the Court change the schedule to allow for at least a
30 day period between the date of the pretrial hearings and the date of the
jury trials.
Very truly yours ,
KRASS S MONROE CHARTERED
Lachlan B. Muir
LBM:jl
cc: Assistant Chief Judge Atkins
Chief of Police Gordon Vlasak
Chief of Police Steve Rost
Chief of Police Thomas Brownell
Chief of Police Dan Churchill
City Administrator Cynthia Dressen
City Administrator Hark McNeill
City Administrator John Anderson
City Administrator Mary Ellen Flicek
Court Administrator Gregory Ess
MEMO
TO: RCD
FROM: LORI
RE: CITY OF SHAY.OFEE BILLS
DATE: AUGUST 31, 1968
Pursuant to your request, the following is a breakdown on each of
the Shakopee files from January to July 31, 1988.
PREVIOUS SERVICES AND CURRENT NUMBER
MONTH BALANCE EXPENSES FOR MONTH PAYMENTS BALANCE OF HOURS
#1-1373-2 (GENERAL)
January $374.50 $145.96 _0_
February $520.46 $2671.44 $520.46 2.08
$374.50 $409.40 4.58
March $409.40 $837.00 $145.96 $1,100.44 12.25
April $1,100.44 $162.74 $263.44 $999.74 1.08
May $999.74 $13.00 -0- $1,012.74 .25
June $1,012.74 $805.00 $162.74 $1,655.00 12.25
July $1,655.00 $442.00 $13.CO $2,084.00 6.50
TOTAL SERVICES: 2 660-A TOTAL NO. OF HOURS: 38.99
#1-1373-117 (PRIOR LAKE SPRING LANE WATERSHED)
January $252.50 $899.50 -O-
February $1,152.00 $324.00 k $1,152.00 14.75
3.50 $132.00 $899.50 $1,223.50 5.00
March $1,22
$45600 $3000 $30 $456.00 2.00
. .
April $324.024.00 $162.00 .50
May $162.00 _0_
i
June $162.00 $- _0_ $162.00 .257.00 $30.00 $149.00 .25
July $149.00 $349.°1 -0- $498.61 6.00
TOTAL SERVICES: 1 2 1 TOTAL NO. OF HOURS: 28.50
#5-1373-144 (CHARD)
March -0- $39.00 -0- $39.00 .75
April $39.00 -0- ADJ$39.00 -0- -C-
TOTAL SERVICES: +34.00 TOTAL NO. OF HOURS: ,79
PREVIOUS SERVICES ANL CURRENT NUMBER
h::ONTH BALANCE EXPENSES FOR MONTH FAYMENTS EALANCE OF HOURS
4'1-1373-156 (RACETRACK BOND ISSUE)
March -0- $270.00 -0- $270.00 2.25
April $270.00 -0- -0- $270.00 -0-
May $270.00 -0- -0- $270.00 -0-
June $270.00 -0- -0- $270.00 -0-
July $270.00 0- -0- $270.00 -0-
TOTAL SERVICES: $270.00 TOTAL NO. OF HOURS: 2.25
#1-1373-177 (MINING CUP)
May -0- $10.88 -0- $10.86 .16
June $10.66 -0- -0- $10.88 -0-
July $10.86 -0- $10.88 -0- -0-
TOTAL SERVICES: b-086 TOTAL NO. OF HOURS: .16
h1-1373-177A (SCOTT COUNTY LUMBER)
i
January -0- $77.50 -0- $77.50 1.25
February $77.50 $598.00 $77.50 $596.00 11.50
March $598.00 -0- $77.50 $520.50 -0-
April $520.50 -0- $598.00 $77.50013) =0-
TOTAL SERVICES $675.50 TOTAL NO. OF HOURS: 12.75
#1-1373-177B (SHAKOPEE LUMBER CO. APPEAL)
January -0- $68.50 -0- $68.50 1.25
February $66.50 $725.00 -0- $793.50 21.25
March $793.50 -0- $6e.50 $725.00 -C-
April $725.00 $130.44 $725.00 $130.44 2.33
May $130.44 -0- $77.50 $52.94 -0-
June $52.94 0- $130.44 $77.50CR _0-
TOTAL SERVICES: e„S2?-.9d TOTAL NO. OF YOURS: 14.63
41-1373-184 (CONDEMN FOR RD TO PH ADDN)
January $40.25 -0- -0- $40.25 -0-
February $40.25 �-0- $40.25 -0- -0-
TOTAL SERVICES -0- TOTAL 140. OF HOURS: -0-
#1-1373-199 (CITY HALL BOND ISSUE)
January $15.50 -0- -0- $15.50 -0-
February $15.50 -0- $15.50 -O- -0-
TOTAL SERVICES: -0- TOTAL NO. OF HOURS: -0-
PREVIOUS SERVICES AND CURRENT NUMBER
MONTH BALANCE EXPENSES FOR MONTH PAYMENTS BALANCE OF HOURS
#1-1373-200 (EKINENT DOMAIN-PERRY-PILL PROJECT)
January $39.17 -0- -0- $39.17 -0-
February $39.17 -0- $39.17 -0- -0-
March -0- $1.67 -0- $1.67 -0-
April $1.67 $51.00 -C- $52.67 .75
May $52.67 -O- -0- $52.67 -0-
June $52.67 -0- $51.00 $1.67 DELETE -0-
TOTAL SERVICES $52.67 TOTAL NO. OF HOURS: .75
#1-1373-201 (MINNESOTA VALLEY RESTORATION PROJECT)
February -0- $73.60 -C- $73.60 1.20
March $73.60 $841.00 -0- $914.60 13.25
April $914.60 $47.00 $73.60 $888.00 .75
May $888.00 $17.00 -0- $905.00 .25
June $905.00 $136.00 $47.00 $996.00 2.50
July $996.00 $39.00 $17.00 $1,018.00 .75
TOTAL SERVICES: 11�° 60 TOTAL NO. OF HOURS: 18.70
#1-1373-202 (BRAMBILLA PURCHASE)
July -0- $141.44 -0- $141.44 2.08
TOTAL SERVICES: ;`141.44 TOTAL NO. OF HOURS: 2.08
i1-1373-205 (L & D TRUCKING)
July -0- $22.44 -0- $22.44 .33
TOTAL SERVICES: $ LU TOTAL NO. OF HOURS: .33
='-1373-206 (FERGUSON TUREENS)
July -0- $68.00 -0- $68.00 1.00
TOTAL SERVICES: $68.00 TOTAL NO. OF HOURS: 1.00
#;1-1373-209 (STONEBROOK)
January $1,625.00 ADJ$123.75 -0- $1,748.75 -C-
February $1,748.75 ADJ.$47.30 $1,625.00 $171.05 -0-
March $171.05 -O- $123.75 $47.30 -0-
April $47.30 -0- $47.30 -O- -0-
TOTAL SERVICES: -0- TOTAL NC. OF HOURS: -0-
i
PREVICUS SERVICES AND CUEEENT NUMBER
MONTH EALANCE EXPENSES FOR MONTH IYYW!.'O BALANCE IF HCUP.S
k1-1373-210 (STORM, DRAINAGE EASEMENTS)
February -0- $8,.00 -0- $85.00 1.25
March 85.00 $945.70 0- $1,030.70 14.75
April 1,030.70 $1,370.93 $96.73 $2,304.90 12.50
May 2,304.90 808.42 -0- $3,113.3-' 9.41
June 3,113.32 $301.66 $1,370.93 $2,044.05 4.50
July $2,044.05 $716.37 $808.42 $1,952.00 11.50
TOTAL SERVICES: 228 06 TOTAL NO. OF HOURS: 53.91
#1-1373-210A (SCHERBER STORM DRAINAGE EASEMENTS - BILL PROJECT)
March -0- $120.00 -0- $120.00 1.00
April $120.00 $566.00 -0- $686.00 5.00
May $686.00 $751.60 -0- $1,437.60 6.25
June $1,437.60 $9.12 $566.00 $880.72 -0-
July $880.72 $431.59 $751.60 $560.71 4.00
TOTAL SERVICES: 1 8 8. 1 TOTAL NC. OF HOURS: 16.25
, 1-1373-210B (UPPER VALLEY DRAINAGE PROJECT)
July -0- $227.40 -0- $227.40 2.50
TOTAL SERVICES: t227.40 TOTAL NO. OF HOURS: 2.50
#1-1373-210C (OUTLET PERMIT PROBLEM)
July -0- $85.00 -0- $85.00 1.25
TOTAL SERVICES: k5.00 1.25
#1-1373-211 (DNR SWEENY CONTRACT)
March -0- $192.44 -C- X192.44 2.83
April $192.44 $51.00 -0- $243.44 .75
May $243.344 -C- -0- $243.44 -0-
June $243.44 -0- $51.00 $192.44 -0-
July $192.44 -0- -O- $192.44 -0-
TOTAL SERVICES: $2d3.a4 TOTAL NO. OF HOURS: 3.58
ffl-1373-212 (VIERLING DANGEROUS HOUSE)
April -0- $30.00 -0- $30.00 .25
May $30.00 $119.00 -0- $149.00 1.75
Surae $149.00 $46.40 $30.00 165.40 .75
July $165.40 $1.58 $119.00 47.98 -0-
TOTAL SERVICES: 1 6. TOTAL NO. OF HOURS: 2.75
PREVIOUS SERVICES AND CURRENT NUMBER
MONTH BALANCE EXPENSES FOR MONTH PAYMENTS BALANCE OF HOURS
#5-1373-213 (GENERAL MATTERS)
May -0- $147.00 -0-
June $147.00 -0_ $147.00 2.75
-0- $147.00
July $147.00
$18.96 .25$147.00 $18.96 .25
TOTAL SERVICES: J16 . 6 TOTAL NC. OF HOURS: 3.00
k5-1373-214 (HRA CORRECTIONAL INSTITUTE)
June -0- $34.00
July $34.00 -0- -0_ $34.00 .50
$34.00 -0-
TOTAL SERVICES: 4.00
TOTAL N0, OF HOURS: .50
}'1-1373-215 (BETHEL COLLEGE PLAT)
June -0- $188.00
July $.188.00 $221.00 _a_ $409.00 3.GG
$409.00 4.25
TOTAL SERVICES: 0 .00 TOTAL NO. OF HOURS:
7.25
#2-1373-216 (WESTWOOD PLANNING CONTRACT)
June -G $34.00
-0- $34.00 .50
July $34.00
$68.00 -C- $102.00 1.00
TOTAL SERVICES: 1102.00 TOTAL N0. OF HOURS:
1.50
r1-1373-217 (VIFF.LING DRIVE WE" CON,^.-E••ffATION)
July -0- $383.60
-0- $383.60 4.75
TOTAL SERVICES: l 8 .60
TOTAL NO. OF HOURS: 4.75
$1-1373-218 (OFFICIAL YAPPING PROCEDURE)
July -0- 134.00 -0- $34.00
TOTAL SERVICES; •50
.00 TOTAL N0. OF HOURS: .50
Al-1373-219 (DON s LORRAINE PARROTT)
July -0- $229.00 -0- $229.00 3.25
TOTAL SERVICES: $220.00 TOTAL NO. OF HOURS:
3.25
i
PREVIOUS SEEVICES AND CUF.EENT NUKEEE
HONTH EALANCE EXPENSES FOR MONTH PAYKENTS BALANCE OF HOURS
¢11-1373-11 (PROSECUTIONS)
January $513.50 $1,796.00 -0- $2,309-.50 31.00
February $2,309.50 $4,238.00 $513.50 $6,034.00 66.50
Parch $6,034.00 $5,178.40 $1,796.00 $9,416.40 80.50
April $9,416.40 $1,668.12 $4,238.00 $6,846.52 26.50
Kay $6,846.52 $6,315.40 -0- $13,165.92 107.45
June $13,165.52 $9,548.62 $1,668.12 $21,046.42 151.25
July $21,114.42 $4,085.00 $6,319.40 $16,880.02 66.25
TOTAL SERVICES: 2 8 TOTAL NO. OF HOURS: 529.45
SERVICES (1-88 - 7-88) $48.8'X.03 HOURS (1-68 - 7-88) 751.53
I calculated these amounts from statements sent out from January
through July 31, 1988. It should be noted that any previous balance before
January 1st was not added to the total services, just services performed so
far in 198E. In the services and expenses column, this is a total amount for
services, plus any out-of-pocket expenses incurred by us. Also, on some files
the City of Shakopee may not be responsible for paying but someone else so the
total services may not be correct as far as what the City of Shakopee has
incurred so far this year. I noted which bills were marked to bill the
project. I added up the total amount of payments so far and they total
$24,786.23. However, some of these payments may have been paid by people
other than the City of Shakopee and billed at your regular hourly rate, rather
than the reduced city rate. The City Council should also be made aware that
we handle the majority of the prosecutions, especially beginning in May
because of the change in the court system and we handle prosecutions for
Julius when he goes on vacation.
Pursuant to your request, the following are a.l timekeepers involved
in any of the above accounts: Rod, Bar-y, Trevor, Bob, Susan Estill, Lachy,
Colleen, LD- , Barb, Julie, Shelly, Sue, Dave (old law clerk) and Steve.
Therefore, there were 14 people working on Shakopee files from January through
July, 1988. If you need anything further on this, Please let me know. I hope
this is helpful to you.
Memo To: John K. Anderson, City Administrator
From: Gregg Voxland, Finance Director
Re: Community Recreation Funding (Informational)
Date: August 31, 1988
Introduction
Council has requested a report on the cost of the City picking up
Community Recreation.
Background
The following information is submitted on the Community Recreation
program.
1. There is a formal written agreement between the School District and
the City.
2. One year advance notice is required and termination date would be
December 31 of the following year.
3. All supplies, equipment and funds on hand would be split equally
between the two sponsors (City and School) . One half of the value
of the equipment may be in the range of $10,000 that would need
funding. The City's share of the probable cash on hand would be
$10,000 to $15,000.
4. The City would have to absorb the School District's contribution of
$50,000 per year (currently) . Past contributions have been:
1988 $48,150
'87 48,150
'86 42,300
'85 40,855
'84 37,465
5. Community Recreation currently makes use of r-bp schr�sl,s Qom;`b�i�.,ay
lvn'.a mriling permit. The City does have a W—t-
"- "not-the same rate as the educational bulk permit, therefore if that
Permit could not be utilized, costs would increase by $2,000-
$4,000.
6. Usage of school facilities at no cost is the present arrangement for
Community Recreation. Hopefully that arrangement would continue.
Community Recreation programs in other cities do not have that type
of arrangement.