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HomeMy WebLinkAbout03/08/1988 MEMO TO: Mayor and City Council FROM: John K. Anderson, City Administrator RE: Non-Agenda Informational Items DATE: March 3, 1988 1. Mr. Coller has not been feeling well recently and did go into the hospital for some tests. He has been told that he needs to rest and should not plan on going back to work for a week. Therefore, he will not be in the office all next week. We will keep you posted -if there is any change. I have advised Department Heads that they can contact Rod Krass' office for any matter that cannot wait until Mr. Coller returns to the office. 2. Attached is a memorandum from Glenn Purdue, Suburban Rate Authority (SRA) Counsel. The underlined portion of the memo indicates the annual savings to Shakopee telephone customers obtained by the SRA in the recent round of NWB telephone rate reductions. 3. Attached is a memo from Gregg Voxland describing an alternative way for handling the bills in March that may allow us to avoid an additional Council meeting. If you are not in favor of this approach please let me know at the March 8th meeting. 4. Attached are two memos from Barry Stock updating Council on upcoming events planned by the CDC and the Downtown Committee. 5. Attached is the Logo Design Contest specifications which we will forward to Bill Manske, Commerical Art Instuctor at the Hennepin Technical Center for distribution to his art students. We will also publish the specifications in the local paper for anyone interested in participating in the contest because we have already received inquiries about the contest. 6. Attached is a copy of a letter from Terry Forbord informing us that he has resigned his position as Vice President of The Scottland Companies. 7. Attached is a copy of the March issue of "Business Update From City Hall. " 8. Attached is a bi-monthly newsletter from Ehlers and Associates. For you new Councilmembers Ehlers is the financial consultant for Shakopee Public Utilities (SPDC) and serves them just as Springsted serves the City. 9. Attached is the Building Activity Report for the month ending February 29, 1988. 10. Attached is the agenda for the March 9, 1988 meeting of the Ad Hoc Downtown Committee. 11. Attached are the minutes of the February 10, 1988 meeting of the Ad Hoc Downtown Committee. 12. Attached is the agenda for the March 10, 1988 meeting of the Energy and Transportation Committee. 13. Attached are the minutes of the February 11, 1988 meeting of the Energy and Transportation Committee. JKA/jms Lefler Kennedv O'Brien& MAR- 21988 Draaz CITY OF SHAKOPFE A Yn1r.Fna1 Awnwnn 2000 Flrst Bank Pica West Mmnaeaolia MEMORANDUM Minnesota 55402 Tae181213ii05C0 a 16121 v,a�c3 TeimTO: SRA Board of Directors and City Managers Wsoppis canon, -L<Feesa FROM: Glenn E. Purdue, SRA Counsel Harbert P.Lefler J.Demi 0'6— JohnE.Dre.M DATE: March 1, 1988 usual J.Kemeny s.I.I E Hsholton John B.Dean SUBJ: Northwestern Bell Telephone Rate Reduction Glenn E.Purdue Richard J.Bchiefler CM1sks L LeFe a Reroen P.Le+ir 111 The newspapers recently reported that the Minnesota James J.Thomson,Jr. Public Utilities Commission approved a settlement reduc- cars.rvoinGeM1 ing Northwestern Bell telephone rates by $29.5 million John G.Kressel per year. The settlement includes a $12 million rate So.S.Bohmlet reduction arising out of the MPUC's reopening of the 1983 James M.BNorthwestern Bell rate case which was tainted by the Jamass, Ronald MH.Batty wlRam P.Jmsan actions of a few Bell officials who had improper contacts wluam R.skellemd with commission members during their deliberation. SRA Rodney o.Andserson Comm D �InwMoparticipated in that redeliberat'on and obtaineda - Deva D.Beaus. restructuring of the "Tier" tele hone rates which was Swath M.resin ne is is to 5 mem e s 1 e remaining12.3 m= Mary Frances Chaetopler J.Her.mithal lion reduction arises out of an action brought by the Tmptlry J.Pewlemy U.S. Government against Northwestern Bell. ROK A.Sloowelm jul L H Da rpn aean Deny A conservative estimate is that telephone customers in iaaha pub C.Roma Tiers II. III, and IV including the SEA cities of Bloom- Ka'enA.CNme'Lk ington, Brooklyn Park, Burnsville, Champlin, Circle Paul D.Bassuchi Pines, Columbia Heights, Deephaven, Eden Prairie, Edina, Fridley, Greenwood, Hopkins, Maplewood, Minnetonka, New Brighton, North St. Paul, Orono, Plymouth, Robbinsdale, Roseville, Savage, St. Louis Park, Shakopee, Shoreview, Spring Park, Wayzata, West St. Paul, and Woodland will save over $1,000,000.00 per year because of this settlement. We participated in the overall settlement by obtaining the greatest leveling of tier rates that could result in the context of this settlement, and that - agreement was reached between Northwestern Bell, the Attorney General's office, and the Commission. The following page lists the location by city of sub- scribers who will experience the savings arising out of the restructuring of the tier ratios. 0060MEO1.B18 3 Memo To: Mayor 5 City Councilmembers From: Gregg Voxland, Finance Director Re: Mid-March bill cycle Date: March 4, 1988 Background It is my understanding that there will not be a Council meeting on the 3rd Tuesday of March. Information Timing of the bill cycle is important to the City and the various vendors due to accounting cycles, billing cut-offs and discount features; therefore, Finance intends to prepare the bills for payment as usual and will send each Councilmember a list on Friday, March 11th for review. If anyone has a question or problem with a bill, please respond by Wednesday, March 16th. If not the checks will be mailed on March 17th. For any bills that are questioned, payment will be held pending Council approval at the next regular meeting. GV:mmr MEMO TO: John K. Anderson, City Administrator FROM: Barry A. Stock, Administrative Assistant RE: Open House - Shakopee 88 (Non Agenda - Informational) DATE: March 3, 1988 INTRODUCTION• Last year the Community Development Commission in cooperation with Canterbury Downs presented "Open HOuse - 871-. This event was held in conjunction with Canterbury Downs Annual Exhibition Day. BACKGROUND: Last year the event fell on Easter weekend. Approximately 16 different governmental organizations attended the event. Following are the five goals that the Committee has set for this activity: 1. To promote an understanding between the various committees and organizations and the general public of the goals of our community. 2. To bring the issues and concerns of the general public into property perspective. 3. To confront those issues and concerns with the public on a face to face basis. 4. To promote a working relationship between the various governmental organizations and the public for the enhancement and growth of the City of Shakopee. 5. To gather data and input from residents which will enable the CDC and the City Council to establish goals and objectives that meet the needs of our residents. Last year's open house was very successful and attracted over 2000 persons. All the organizations that attended stated in a follow-up survey that they would be interested in attending this event again in 1988. 1988 Plan of Action Canterbury Downs is again interested in cooperating with the Community Development Commission to sponsor "Open House - 88" . The date for Canterbury's Annual Exhibition Day has been scheduled for Sunday, April 24, 1988. The event will run from 1 P.M. to 4 P.M. Booths will be set up in the same arrangement and location as they were in 1987. The Community Development Commission (CDC) will be providing a plastic bag sporting the Star City logo to persons attending this years event. In 1988, $500 has been budgeted for promoting this event. Staff is recommending that City Council mark their calendars accordingly and plan on attending this special event. I will be reporting back to City Council when details for this event have been finalized. y MEMO TO: John K. Anderson, City Administrator FROM: Barry A. Stock, Administrative Assistant RE: Downtown Derby Days (Non Agenda - Informational) DATE: March 4, 1988 INTRODUCTION• The Downtown Committee has been working with the Chamber of Commerce Retail Committee and Convention and Visitors Bureau to coordinate a downtown festival this summer. BACKGROUND• The proposed event will be called Derby Days and is tentatively scheduled for June 25th and 26th. The proposed weekend is the same weekend as the St. Paul Derby. The event will be held on Lewis Street between First Avenue and the Second Avenue Parking Lot. It will be necessary for this portion of the street to be blocked off during the day light hours on June 24 and 25th. Staff has been in contact with the Shakopee Chief of Police who has determined that this will not pose a problem. Some of the activities currently being planned for Derby Days include the following: 1. Arts and Crafts Festival with approximately 50 vendors. 2. Red Wolf Dixie-Land Concert 3 . Antique Car Show 4. Renaissance Players 5. Gymnastics, Trampoline and Dancing Exhibitions Funding for this program will come from revenues generated by a $30.00 booth charge for vendors. Plastic Derby's may also be sold which will generate funds. The Chamber of Commerce will also be contributing to the program. The Downtown Retail Committee will also be putting together a value pack of coupons which will generate revenues to support the program. When more of the details have been finalized on the proposed Derby Days celebration, I will be forwarding them to City Council. 5 LOGO DESIGN CONTEST FOR THE CITY OF SHAKOPEE TASK: Design a business logo for the City of Shakopee, Minnesota. SPECIFICATIONS: The contest is open to anyone submitting a design by the deadline. There are no residency, professional or other limiting requirements. The logo will be used for stationery, business cards, programs, brochures, park signs, vehicles, etc. The copy will read: City of Shakopee The deadline for designs: Tuesday, May 31, 1988 - 3 : 30 p.m. , 129 East 1st Avenue, Shakopee, MN 55379 Your final design should be rendered as comprehensively as you can manage, in black and white, black and one other color, and black and two other colors of your choice. Final designs should not exceed 4" in width, rendered on layout paper, and mounted for presentation. SELECTION PROCEDURE: The City of Shakopee is offering a $75.00 cash award for the top design suitable for use. If no designs are accepted for City use, the award will still be given for the top design suitable for use. There is no 2nd or 3rd place prize. QUESTIONS: Call John K. Anderson, City Administrator, 445-3650, 8:00 a.m.- 4:30 p.m. March 3, 1988 Honorable Mayor Delores Lebens, City Council Members and Planning Commissioners City of Shakopee 129 East First Avenue Shakopee, Minnesota 55379 Dear Sirs and Madams: I wish to inform you at this time that I have resigned my position as Vice President of The Scottland Companies. I am accepting a similar position with another real estate development firm located in the Twin Cities metropolitan area. I will maintain my residence within the City of Shakopee and will continue my tenure as a Planning Commissioner as well as my participation on various Committees that I am currently involved with. Sincere Terry M. Forbord Planning Commissioner cc John Anderson 7 BUSINESS UPDATE FROM CITY HALL ' Vol. 2 No. 3 - Dear Chamber Member: _ -- March 1, 1988 ADMINISTRATION We are lobbying heavily on two key piecesoflegislation affecting cities during this legislative session: (1) We are supporting changes in the Fiscal Disparities Law that would reduce Shakopee's tax base shared with other "bedroom communities." Prospects are not good. (2) We are 4posing "Tax Reform" proposals by the Governor and the Coordinating Committee (Minneapolis, St. Paul - and greater Minnesota cities) that shift tax base, local aid or both to greater Minnesota. The outlook is mixed. BUILDING We have received preliminary plans for the scenic-overlook and are reviewing them for permit processing. - CITY CLERK On February 2, 1988 the Council made appointments to various boards and commissions filling expired terms and-racancies. Planning Commission - Eugene Allen, R.Gene Foudray and-tlifford Stafford. Police Civil Service Commission - Virgil Mears - Shakopee Public Utilities - Barry Kirchmeier Energy and Transportation Committee - Melanie Kahleck, Barbara Prudoehl and Robert Ziegler Cable Communications Commission - Larry Moonen r Shakopee Community Recreation Board - Laura Wermerskirchen Housing Advisory and Appeals Board - Gene Juergens and Bob Turek - Building Code Board- of Adjustment and Appeals - Gene Juergens and Bob Turek Community Development Commission - Tim Keane and Donald Koopmann Ad Hoc Downtown Committee = Sheila Carlson c - There are still TWO OPENINGS ON THE ENERGY AND TRANSPORTATION COMMITTEE. Anyone interested is asked to contact the City Clerk for an application. On February 2, 1988, Councilman Joe Zak was appointed Vice Mayor for 1988. On February 16, 1988, Council suspended the On Sale and Off . Sale Intoxicating Liquor Licenses of the Pullman Club for 14 days beginning March 1st because of violations of the State Liquor and Gambling Laws. In addition, the Pullman Club was ordered to reimbu a the-city $2 22389 -f r expenses expended by the City in connection with the violations. COMMUNITY DEVELOPMENT At their meeting of February 16, the City Council approved the updating of the Shakopee Comprehensive Plan. It is anticipated that the planning process will start in April or May of 1988 and will require approximately one year to complete. In January, Shakopee Dial-A-Ride ridership topped the 4,000 mark for the first time everl In February, the Cites Council approved a fare increase for the Dail-A-Ride program. The new .fare schedule is as follows: - - Seniors and Adults Students Children under 6 Less than a 24 hour notice $2.00 $1.50 -$1.00 More than a 24 - hour notice 1.25 1.00 .75 COMMUNITY RECREATION This year's "Shakopee Showcase" is scheduled for Monday,- April 18th from 6:30 to 8:30 p.m. at the Senior High School. Local non-profit- -aad leisure oriented groups are on display with an anticipated 75 exhibitors to be on hand this year. Over 3500 people visited the event last year. There is no charge! ENGINEERING DEPARTMENT - Preliminary plans for the Tahpah Park Football Fields should be complete by _ - -March 4th. Final revisions are being made to the 10th Avenue Overlay Proiect plans and will be sent to the State for their final approval. Easement acquisition is still in process for the Upper Valley Drainage Projea. Final plans for the Downtown Streetscape Project Phase I Part II are expected to be ready by March 15th. --- POLICE DEPARTMENT The Shakopee Crime Prevention Association has Purchased a�bandbook entitled "Attack Crime which focuses on the various criminal .activities confronting the business community. The handbook detailsthe best methods-=for the employee/employer to minimize monetary and material - losses. The.han"ooks are available at no cost and may be obtained at the Chamber of Commerce or Police Department. - - - Z Reminder - Portable Signs Not Permitted In Shakopee The City of Shakopee Sign Ordinance prohibits the use - - of portable signs by local businesses for- advertising or directing traffic. Portable signs are allowed-ice=- the City only for the purpose of directing traffic to public functions when given prior approval by the City _ Council. The City of Shakopee will be strictly enforcin this provision of the Sign Ordinance in 1988. -- Ehlers and Associates,Inc. x NEWSLETTER �� LEADERS IN PUBLIC FINANCE 1 1 OFFICES IN MINNEAPOLIS AND WAUKESHA - 507 Marquette Avenue - Minneapolis, MN 55402-1255 - 612-339 8291 VOLUME 33, NUMBER I FILE: Financial Specialists: Ehlers and Associates, Inc. Please distribute to governing body members March, 1988 The bond market continues to be volatile with full point price movements in a dam. Not long ago that would have been dramatic for a month. (One point in price is $10 per $1,000, or 1%. A point in the interest rate is 1/10 of 1%.) NEGOTIATED BOND ISSUES Some argue that governments ought to privately negotiate their bond issues, especially in volatile markets (which is most of the time). But no one can predict whether the bond market will be higher or lower tomorrow, next week or next month. When an underwriter says, "Privately sell your bonds (to me) now before interest rates go up in this volatile market," is he telling other clients (investors): "Buy now before interest rates go ugp??" Nutty argument. Our own experience and various studies show that competitive sales save up to 3/4 of I% in interest rates, about $110,000 on a $1 million, 20-year issue. The California legislature is proposing that all bond issues go to public sale (except in volatile markets?) because a former State Treasurer prequalified bond underwriters by receiving political contributions Mom commencing negotiations. Investigators found nothing wrong, but some legislators obviously do. FINANCIAL ADVISOR FEES -- HOW MUCH IS TOO LITTLE? Financial consulting has been very competitive, mostly in the areas of service and results, but some firms justify themselves by quoting lower fees. 5� fft Public officials sometimes feel they cannot be "r'ryWGdll o criticized if they always take the lower bid, even for professional services. That can be a big mistake because professional service is 0 only as good as the various people being considered, which is why most states exempt professional service from competitive bidding. - If superior professional service and results are the main objectives, then fees should be the last consideration, not the most important "BemstheIMMlMen" consideration. Hiring on the basis of a cheap fee should not be an excuse to avoid the difficult task of comparing individual Copyright 1988; Reprinted Courtesy of consultants. Bill Hoest and PARADE Magazine One might say, "The consultants are all listed in the Red Book and they all promise the same results, so how can we say one is worth more than another?" Vou don't have to. The low fee firm says it for you. It says, that "we think we are worth less," establishing its own low self esteem. Governing bodies must consider the magnitude and seriousness of a financing to determine whether price or service is the minor, major or controlling factor. Draw on some analogous questions: Would you hire the cheapest surgeon to carry out a complex, serious operation? The cheapest lawyer if you had a serious legal problem? The administrator with the lowest salary expectation? The consequences of a cheap fiscal advisor can be as serious and far-reaching as those involving a physician, a lawyer, or any other professional - where fees are secondary. Most bond issues are large and complex. Small factors can have large effects. For example, on a $10 million, 20-year bond issue, a 5/100 of 1% (.0005) difference in the interest rate adds $75,000 to the total interest cost. Delays in passing a bond issue (because the low fee fiscal advisor was not on hand at a critical time) can add $500,000 to the initial cost and $1 million to the total debt service. It is incorrectly said: "You get what you pay for." Incorrect in that it is possible to not get what you pay for, but it is almost certain that you don't get what you don't pay for. When considering the impact of even small lapses on a large financing, a governing body should seriously consider hiring the financial advisor with the higher fee -- in return for superior results. The advisor whose chief attraction is his cheap fee, obviously doesn't value himself as the best. EHLERS NOTES Carolyn Drude participated in a seminar at the recent NAHRO convention on how Minnesota's property "1 tax revisions will affect tax increment districts. She also spoke to school business officials at Hibbing on the mechanics of tax and aid anticipation financing. Steve Apfelbacher and Mike Grossman developed a revolving loan fund concept which enables small communities to effectively compete for economic development. CONVENTION NEWS It was great seeing many of you at recent conventions, renewing acquaintances, and learning of your needs and concerns. We particularly appreciate the positive feedback about the firm, our staff, and the things we do. See you at upcoming conventions: Minnesota Rural Water Association -- March 1-3. Iowa Association of Municipal Utilities -- March 6-8. Minnesota Municipal Clerks and Finance Officers -- March 23-25. Minnesota Association of School Administrators -- April 7-8. 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E�=vc..aeeeeaaa --- ea yyy s`s` c "- c35voe Ria; 'e egoga ;�zg" axsip 44 p 335 _� I:S:: �`�F�.:wa� ���a_ 82,33W�:9Y46 9 Baa"aid q CITY OF SHAROPEE BUILDING ACTIVITY REPORT PERMITS ISSUED February, 1988 Yr. to Date Previous Year Number Number Valuation Number Valuation Mo. Ytd. Single Fam-Sewered 1 3 242, 800 1 2 140, 500 Single Fam-Septic 1 1 58, 000 - - - Multiple Dwellings - - - 3 4 563, 000 (# Units) (YTD Units) (-) (-) - (9) (13) - Dwelling Additions - - - 1 1 3, 967 Other - - - 1 1 10, 000 Comm New Bldgs - - - 1 1 200, 000 Comm Bldg. Addns - 1 67, 000 - - - Industrial-Sewered - - - - - - Ind-Sewered Addns - - - - - - Industrial-Septic - - - - - Ind-Septic Addns - - - - - Accessory/Garages - - - 1 1 500 Signs & Fences - 5 5, 060 - 5 8,345 Fireplaces/Wood Stove 1 1 3, 800 2 3 7,000 Grading/Foundation - - - - - - Remodeling (Res) 2 4 12, 850 1 4 42,500 Remodeling (Inst) - - - - - - Remodeling (Comm/Ind) - 2 8, 500 4 7 87, 200 TOTAL TAXABLE 5 17 398, 010 15 29 1, 063,012 TOTAL INSTITUTIONAL - - - - - - GRAND TOTAL 5 17 398, 010 15 29 1, 063,012 No. Ytd. No. Ytd. Variances - 1 1 1 Conditional Use 1 3 3 5 Rezoning 1 1 - Moving - - - Electric 18 37 12 23 Plbg & Htg 18 28 14 31 Razing Permits Residential 1 1 - - Commercial - - - - Total dwelling units in City after completion of all construction permitted to date. . . . . . .4, 189 Cora Hullander Bldg. Dept. Secretary CITY OF SHAKOPEE BUILDING PERMITS ISSUED IN FEBRUARY, 1988 7708 Scott Lebens 1261 Limestone Dr. Alt. $ 8,000 7709 Peter Sames 812 Holmes St. Alt. 650 7710 Gardner Brothers 2148Mur by ve. House 61, 400 a7' 7711 Hallmark Homes 7800 Horizon Dr P Fireplace 3, 800 7712 Michael Schmid 2200 Foothill Tr House 58,000 4.1 1 /0 TENTATIVE AGENDA Downtown Ad HOC Committee City Hall Council Chambers March 9, 1988 Chrmn. Laurent Presiding 1. Call to Order at 7:30 A.M. 2 . Approval of Agenda 3. Approval of the Minutes - February 10, 1988 4. Downtown Project Phase I Part II - Atwood Street 5. Informational Items: a. Downtown Derby Days (Verbal) b. Downtown Sign (Verbal) C. Huber Park Trail Update (Verbal) d. Revolving Loan Program (Verbal) e. Business Update from City Hall 6. Other Business a. Next Meeting: April 13, 1988 b. 7. Adjourn Barry A. Stock Administrative Assistant CITY OF SHAKOPEE IF YOU ARE UNABLE TO ATTEND THE MEETING PLEASE CALL BARRY OR TONI AT 445-3650 TO LET THEM KNOW PROCEEDINGS OF THE DOWNTOWN AD HOC COMMITTEE REGULAR SESSION CITY COUNCIL CHAMBERS FEBRUARY 10, 1988 Chairman Laurent called the meeting to order at 7:35 a.m. with Committee member Ruben Ruehle, Melanie Kahleck, Terry Forbord, Gary Laurent, Harry Koehler, Bill Wermerskirchen, Jerry Wampach, Mary Keen, Sheila Carlson and Ex-officio member Tim Keane present. Absent was Joe Topic. Also present was Barry Stock, Administrative Assistant. Chairman Laurent introduced Sheila Carlson as a new member of the Committee. Mr. Stock noted that he would like the following three items placed on the agenda under other business: Downtown celebration Dunnings Hardware Shakopee Valley Mall Forbord/Stillman moved to approved the agenda as amended. Motion carried unanimously. The Chair asked if there were any nominations for the chairperson position. Mr. Wermerskirchen moved to nominate Gary Laurent as chair for the Downtown Committee. There being no further _ nominations commissioner Ruehle/Forbord moved to close -_- nominations. Motion carried unanimously. Stillman/Forbord moved to appoint Gary Laurent as chairman for the Downtown Ad Hoc Committee. Motion carried unanimously. Chairman Laurent then took nominations for the Vice chair position. Commissioner Stillman moved to nominate Terry Forbord. Terry Forbord moved to nominate Bill Wermerskirchen. Commissioner Stillman withdrew the nomination of Terry Forbord for the position of vice chair. There being no further nominations, Stillman/Forbord moved to close nominations. Motion carried unanimously. Forbord/Stillman moved to nominate Bill Wermerskirchen as vice chair for the Downtown Ad Hoc Committee. Motion carried unanimously. Chairman Laurent then took nominations for the Secretary position. Commissioner Wermerskirchen moved to nominate Terry Forbord for the Secretary position. There being no further nominations, Wermerskirchen/Ruehle moved to close nominations. Motion carried unanimously. Ruehle/Wermerskirchen moved to appoint Terry Forbord as Secretary for the Downtown Ad Hoc Committee. Motion carried unanimously. Downtown Ad Hoc Committee February 10, 1988 Page 2 Forbord/Wermerskirchen moved to approve the minutes of the January 13, 1988 meeting as kept. Motion carried unanimously. Mr. Stock reported that on January 28, 1988 as special block meeting was held with the property owners of Atwood Street. Three of the Five persons in attendance at this meeting were residential property owners. Mr. Stock reported that at the beginning of the meeting, the residential property owners were opposed to having Atwood Street included in the Downtown Redevelopment Project Area. However, after staff explained to them that they were not paying for any of the streetscape cost and that at some point in time in the near future the street would have to be reconstructed regardless of what happens in the Downtown area, their opposition to the project decreased. The main concern of the property owners was that they did not think it would be appropriate to improve Atwood Street unless the railroad spurs North of the mainline could be removed. Mr. Stock noted that following the property owner meeting on January 28th, staff met with the owners of Amoco gas station, Q-Superette and Dick Stoks. Both Mr. Sames and the manager of Q-Superette stated that they did not oppose the improvement of Atwood Street at this time. Mr. Stoke stated that he had reservations about proceeding with the project at this time but recognized that the street would have to be improved in the near future. Mr. Stock reported that he has not received a formal response from the railroad regarding the elimination of the two spurs North of the mainline. He reported that Westwood Planning and Engineering was working with the railroad to resolve this problem prior to this summers construction season. Reports from Westwood Engineering are positive and they expect that we will have an answer regarding the removal of the spurs by March 1, 1988. Mr. Stock then reported that at the Atwood block meeting Mayor Lebens presented him with a list of several issues that she would like to have the Downtown Committee discuss in relation to Phase I, Part II of the Downtown Redevelopment Project. Mr. Stock then briefly reviewed each of the discussion items raised by Mayor Lebens. - Discussion ensued on each of the items. Chairman Laurent stated that he appreciated the comments received from Mayor Lebens and that the Committee would be open to any suggestions that either the property owners or residents have in regard to improving the Downtown Redevelopment Project. Mr. Stock reported that the majority of the concerns raised by Mayor Lebens have been addressed in Phase I, Part I or are being addressed in conjunction with the final design for Phase I, Part II. It was the consensus of the Committee that the design elements utilized in Phase I, Part I of the Downtown Redevelopment Project should be continued in Phase I, Part II of the project. Mr. Wermerskirchen stated that in regard to the jl Downtown Ad Hoc Committee February 10, 1988 Page 3 size of the corner nodes, he felt that their current size did not create a problem for Shakopee residents. He admitted that when the project was first completed, there was a time period in which residents had to get used to the new nodes. However, now that they are in a place and people are used to them, they are not presenting any problems. He also noted that in the preliminary planning and final design of the Downtown Streetscape Project the nodes were reduced in size on two separate occasions by the Downtown Committee. It was the consensus of the Committee that to reduce the size of the nodes any further than what is already in place would eliminate the effect that was desired by the Committee in proposing the nodes. Commissioner Forbord noted that the purpose of the nodes was three fold. First, the nodes where designed to provide an area for streetscape amenities. (trees, Benches, planters) Second, the nodes where designed to protect vehicles parked along the street. Finally, the nodes where designed in such as fashion as to allow for pedestrian access and safety in crossing streets at intersection points. Mr. wermerskirchen questioned whether or not the Downtown Committee should take a position on the inclusion or exclusion of Atwood Street from the project area at this time. Commissioner Ruehle questioned whether or not Atwood Street could be constructed except for the area around the railroad spurs and the North side of Second Avenue between Atwood and Fuller Streets. Mr. Stock stated that this was an alternative that could be considered. Mr. Stock also stated that he felt the City was very close in resolving the spur issue and that he recommended that the Committee simply take no action on this issue at this time. It was the consensus of the Committee to defer action on the inclusion or exclusion of Atwood Street from the Downtown Project Area until the Committees next meeting. Mr. Stock questioned the Committee to determine the course of action that they desired in response to Mayor Lebens discussion items. It was the consensus of the Committee to direct staff to prepare a list of responses based on the discussion of the Committee. It was the consensus of the Committee that Mayor Lebens should receive a copy of the responses and that the Committee appreciated her comments and suggestions. Mr. Stock then reviewed the Downtown Redevelopment Survey that was completed in early January. He noted that 13 property owners and/or renters responded to the survey. In summary, the majority of the respondents were pleased with the product and the level of communication between the City and the property owners. The results showed that there was some dissatisfaction with the nodes. Mr. wermerskirchen stated that the level of dissatisfaction with the nodes will likely decrease as more people get used to them. Downtown Ad Hoc Committee February 10, 1988 Page 4 Mr. Stock reported that on February 2, 1988 he presented the revolving loan program to the Shakopee HRA for their approval. He reported that several of the HRA members were concerned about the level of risk that the City would be undertaking in this program. He also reported that several of the HRA members felt that the City has done enough for the Downtown property owners and that there were other residential property owners who were also in need of property improvements. One of the HRA members requested staff to investigate a stricter code enforcement policy that could be utilized to bring downtown property into compliance with City Code. Mr. Stock noted that the primary intent of the revolving loan program was to improve the exteriors of the buildings. In his investigations of stricter Code enforcement policies, he has discovered that while a stricter code enforcement policy would eliminate code violations and perhaps make several properties safer, it would do little to improve the exteriors of the buildings in the downtown area. Mr. Wampach stated that he was concerned about the second position that the City would have to take on the loan. He questioned whether there was any type of insurance that would protect the City in the event of default. Mr. Stock stated that he has investigated Mr. Wampach's request and has found out that there is no type of insurance that would protect the City. Commissioner Forbord stated that there was a great misconception out there that a second position is a bad position to be in. He stated that in the event of a default on a loan, the City would have first right of refusal to acquire the property. If this situation were to occur, the City would probably pay significantly less for the property than what would be the going market rate. It was the consensus of the Committee to direct staff to send them a notice of when this issue would be placed on the next HRA agenda. The Committee also directed staff to contact those persons who are interested in the revolving loan program and request them to appear at the HRA meeting when it is discussed in March. Mr. Stock noted that he is working with Signs of Quality to construct the Downtown sign advertising the Downtown Redevelopment Project. He reported that if the City has any suggestions or a slogan on the sign which encompasses the spirit of the downtown project to contact him. Mr. Stock reported that City Council approved the acquisition of 8 planters to be placed along 1st Avenue in conjunction with Phase I, Part II of the Downtown Redevelopment Project. Staff investigated whether or not trash receptacles would fit along 1st Avenue but discovered that the sidewalks where to narrow for any trash receptacles at this time. r� Downtown Ad Hoc Committee February 10, 1988 Page 5 Mr. Stock stated that he is working with the Chamber of Commerce and the Downtown Retail Committee to stage a Downtown Celebration in conjunction with Cities Week in Early May. Mr. Stock reported that Jim Dunning dropped by his office and he had heard several rumors that the reason for his going out of business was the Downtown Redevelopment Project. He assured Mr. Stock that the Downtown Redevelopment Project did not have any impact on his going out of business. He wanted to let the Downtown Committee and City Council know that he was behind the project 100% and that the assessment for the Downtown Project is more than reasonable. Mr. Stock reported that Chairman Laurent had informed him that several persons were under the impression that the Downtown Committee is opposed to the Shakopee Valley Mall Project. Since this issue has never been discussed by the Downtown Committee, Mr. Stock requested that the Committee either voice their position on this issue or not say anything on behalf of the Committee. Chairman Laurent stated that in his opinion he did not have a problem with the Shakopee Valley Mall proposal. He felt that any new business in the Community would benefit the Downtown. He went on to state that the focus of the Downtown Committee is to improve the Downtown, he did not have any problems with the Shakopee Valley Mall proposal. Commission Wermerskirchen also stated that he felt any development in Shakopee whether it was along County Road 17 or in the Shakopee Valley Mall would be good for the entire community. Commissioner Stillman stated that Commission members should be careful not to speak on behalf of the entire Downtown Committee unless they have been directed by the Committee to speak on their behalf. Kahleck/Stillman moved to adjourn the meeting at 9:10 a.m. Motion carried unanimously. Barry A. Stock Recording Secretary ADH02-10 l � TENTATIVE AGENDA Energy and Transportation Committee Shakopee, Minnesota March 10, 1988 Chrm. Ziegler Presiding: 1. Roll Call at 7:00 P.M. Z. Introduction of New Members: Barbara Prudoehl and Donna Roman 3. Approval of Minutes - February 11, 1988 4. Election of Officers a. Chair b. Vice Chair C. Secretary 5. 1987 Annual Report 6. Dial-A-Ride Contract Amendment - Addition Vehicles of S.W.M.T.C. 7. Expansion of Dial-A-Ride Service to Englehaven Subdivision 8. Discussion Items - a. b. 9. Informational Items a. Dial-A-Ride Monthly Report (January) b. Dial-A-Ride Saturday Service C. Van Pool Monthly Report (January) d. Scott County Solid Waste Facility Options e. Recycling and Solid Waste News Stories f. Business Update from City Hall 10. Other Business a. Next Meeting-Thursday, April 14, 1988 - 7: 00 PM b. 11. Adjournment Barry A. Stock Administrative Assistant CITY OF SHAKOPEE ENERGY AND TRANSPORTATION COMMITTEE REGULAR SESSION SHAKOPEE, MINNESOTA FEBRUARY 11, 1988 Chairman Zeigler called the meeting to order at 7:05 p.m. with Commissioners Spiotta, Kahleck and Zeigler present. Commissioners Schmidt and Prudoehl were absent. Also present were Barry Stock, Administrative Assistant; Mike Williams, Kare Kabs Manager. Since Ms. Kahleck was a new member, Chairman Zeigler passed the gavel to her so that the minutes of the February 11, 1988 meeting could be approved. Spiotta/Zeigler moved to approve the minutes of the January 27, 1988 meeting as kept. Motion carried unanimously. Commissioner Kahleck then passed the gavel back to chairman Zeigler. Spiotta/Kahleck moved to open the public hearing for the Dial-A- Ride fare increase. Zeigler asked if there was anyone in the audience who wished to speak in response to the proposed Dial-A- Ride fare increase. Mr. Stock noted that he had outlined the alternatives that where discussed by the Committee to resolve the ridership demand problem that the City is experiencing on the Dial-A-Ride at this time. Mr. Stock noted that he had listed the advantages and disadvantages of each of the alternatives discussed by the Committee. Mr. Stock then went through the rational that the Committee had discussed at earlier meetings to arrive at their current position. Mr. Stock noted that they had discussed increasing the advance notice catagories to less than a 24 hour notice and more than a 24 hour notice. The Committee also has considered increasing the fares for riders calling in with more than a 24 hour notice 25 cents across the boards. Fares for riders calling in with less than a 24 hour notice are proposed to be increased 50 cents in both the adult and student catagories and 25 cents in the senior citizens and children under 6 category. Mr. Stock reported that the public hearing was advertised in the Shakopee Valley News. Mr. Stock also reported that the newspaper had also done a special story on the proposed Dial-A-Ride increase. Notices of the public hearing were also placed in the Dial-A-Ride vehicles and on the public access channel. Chairman Zeigler questioned if there had been any feedback from the riders regarding the proposed fare increase. Mr. Stock reported that only one person had called to inquire about the fare increase. After explaining the proposed increase to this individual, she was not opposed but requested that the Saturday service hours be extended. Tim Witzig, the Dial-A-Ride dispatcher stated that he had received calls from several of the riders and that the drivers have been questioned regarding the proposed Energy & Transportation Committee February 11, 1988 Page 2 fare increase. He also stated that the riders were encouraged to attend the public hearing to voice their concerns. However, the majority of the riders did not seemed concerned about a 25 cent fare increase. Chairman Zeigler stated that it would appear that fares are reasonable and that the riders are probably more interested in good service than the fare being charged for the service. Commissioner Spiotta stated that she felt the proposed increase would improve the service and provide for the timely pick-up and drop-off of those persons utilizing the service. Chairman Zeigler questioned whether or not the proposed fare increase would significantly deter persons from calling in on the spur of the moment and those riders who may not be transit dependent. Mr. Stock noted that within the next two months we should see a drop-off in the Dial-A-Ride ridership. Later next fall if we see ridership levels increasing dramatically again, we may have adequate funds to provide an additional vehicle. If at that time we are still not meeting the needs of our riders, another fare alternative may have to be considered. Commissioner Spiotta questioned when the rates would become effective. Mr. Stock noted that if this issue is presented before the Council next week, the fares could become effective March 1, 1988. However, if for some reason this issue is tabled until the March 1st City Council meeting, it is likely that the fares would not become effective until March 15, 1988. Commissioner Spiotta questioned if ridership has decreased any in the last month. Mr. Williams stated that in January, over 4 , 000 riders where carried in Shakopee. This was a new record for the Dial-A-Ride program. Chairman Zeigler questioned if the increase ridership was a function of the cold whether. The Dial-A-Ride Dispatcher stated that while the whether does increase ridership, it seems that when ever someone rides the Dial-A-Ride program once they continue to ride it regardless of the weather conditions. Kahleck/Spiotta moved to close the public hearing. Motion carried unanimously. Spiotta/Kahleck moved to recommend to City Council that Dial-A- Ride advance notice categories be increased to less than a 24 hour notice and more than a 24 hour notice and that fares be increased 25 cents across the boards for all calls with more than a 24 hour notice. Additionally, fares should be increased 50 cents for adults and students who call in with less than a 24 l� Energy S Transportation Committee February 11, 1988 Page 3 hour notice and 25 cents for senior and children under 6 with less than a 24 hour notice. Motion carried unanimously. Mr. Stock reported that the Van Pool request for proposal deadline was February 5, 1988. Two proposals were submitted in response to our request for proposal offering. Mr. Stock noted that he has reviewed the two proposals and is recommending the selection of Van Pool Services, Inc. Mr. Stock briefly reviewed the factors that were considered by staff in making the recommendation. In terms of providers experience, Van Pool Services, Inc. has over 50 Van Pools in operation in Minnesota and over 1700 nationwide. Morley Bus Company has a large amount of experience in offering Pari-transit services but little or no experience in providing commuter Van Pool Services. When conditions of the vehicles to be provided was looked at Van Pool Services, Inc. stated that they would maintain the vehicles that they are currently operating and replace them under their normal replacement schedule. Morley Bus Company would provide brand new vehicles. Both of the providers stated that they would meet or exceed the insurance requirements stated in the proposal. In terms of program costs, Van Pool Services, Inc. cost per vehicle per month was approximately $240.00 less than the proposal submitted by Morley Bus Company. Mr. Stock noted that the cost difference between the two proposals was so great that Van Pool Services, Inc. should be considered elected as the provider. Additionally, Mr. Stock noted that Van Pool Services, Inc. has been the operator of our Van Pool Program since it was initiated in the fall of 1984 and we have worked very well together. Chairman Zeigler concurred with staff and stated that the cost difference was so great that he could not justify the selection of Morley Bus Company at this time. The experience factor also weighed heavily in favor of Van Pool Services, Inc. Commissioner Spiotta questioned the quality of Van Pool Services, Inc. Service. Mr. Stock noted that in the beginning we did have some problems with the condition of the vehicles. However, over the past three years we have had all of the older vehicle replaced. Additionally, we have worked out the service maintenance problem that we had in the past. At the present time, all of the vehicles are being recommended to be serviced at the Goodyear Service Center in Shakopee. This has made it much more convenient for staff and the Van Pool drivers. Kahleck/Spiotta moved to recommend to City Council that Van Pool Services, Inc. be selected as the Van Pool provider and that the appropriate City officials be authorized to entire into a two year, third year renewable option agreement with Van Pool Services, Inc. Motion carried unanimously. Energy & Transportation Committee February 11, 1988 Page 4 Commissioner Spiotta questioned whether or not the third year renewable option was stated as a condition in the proposal. Mr. Stock responded in the affirmative. Mr. Stock noted that the next meeting of the Energy and Transportation Committee was scheduled for Thursday March 10, 1988 at 7:00 p.m. in the City Council Chambers. Spiotta/Kahleck moved to adjourn the meeting at 7:30 p.m. Motion carried unanimously. Barry A. Stock Recording Secretary E&T2-11 TENTATIVE AGENDA ADJ.REG.SESSION SHAKOPEE, MINNESOTA MARCH 8, 1988 Mayor Lebens presiding 1] Roll call at 8:00 P.M. 2] Liaison Reports from Councilmembers 31 RECOGNITION BY CITY COUNCIL OF INTERESTED CITIZENS 4] Approval of Consent Business - (All items listed with an asterisk are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Councilmember so requests, in which event the item will be removed from the consent agenda and considered in its normal sequence on the agenda. ) *5] Approval of Minutes of Febuary 2, 1988 6] Communications: 7] Continuation of Public Hearing on Amending the Cable Franchise Ordinance eliminating the Universal Service tier 81 Boards and Commissions: None 9] Reports from Staff: (Council will take a 10 minute break around 9: 00 P.M. ) a] Murphy' s Landing Operation Contract b] Huber Park Trail Project - tabled 3/1 - bring item llb from March 1st agenda c] Assessor' s Position - tabled 3/1 - bring item Ili from March 1st agenda d] Rubberized Crossings for Railroad Tracks at Holmes, Fuller, and Atwood at 2nd Ave.-Approve Plans & Ad for Bids e] Agreements with Railroad Co. for Rubberized Crossings *f] Desktop Publishing Software g] Utility Billing Software and Hardware h] Additional Network Work Station i] Partial Estimate No. 2 for Marschall Road Watermain 87-4 j ] Change Order No. 1 for Marschall Road watermain 1987-4 - 'k] Easement Acquisition for Upper Valley Drainage 1987-5 *11 Summer Information Management Internship Program *m] Publication of Official Proceedings of City Council *n] Appointment to Energy and Transportation Committee 10] Resolutions and Ordinances: None 113 other Business: 12] Adjourn John K. Anderson, City Administrator J OFFICIAL PROCEEDINGS OF THE CITY COUNCIL REGULAR SESSION SHAKOPEE, MINNESOTA FEBRUARY 2, 1988 Mayor Lebens called the meeting to order at 7:02 p.m. with Cncl. Clay, Wampach, Vierling, Zak and Scott present. Also present were John K. Anderson, City Administrator; Dennis Kraft, Comm. Development Director; Judith S. Cox, City Clerk; Barry A. Stock, Administrative Assistant, and Julius A. Collar, City Attorney. Ballots were marked and collected by the City Clerk for various board and commission positions. Clay/Vierling moved to approve Resolution No. 2865 confirming the appointment by Mayor_ Lebens of Gary E. Scott as Commissioner of the Shakopee Housing and Redevelopment Authority. Motion carried unanimously. The City Attorney administered the oath of office to Mr. Scott. Vierling/Clay moved to recess for an HRA meeting. Motion carried unanimously. Meeting recessed at 7:06 p.m. Vierling/Wampach moved to reconvene City Council at 7:50 p.m. Motion carried unanimously. Cncl. Wampach reported he has checked on the possibility of having an outside drop for SPUC bills, but has been informed it is not possible for security reasons. Mayor Lebens asked if there was anyone present who wished to address the Council on any item not on the agenda, and there was no response. Vierling/Clay moved to approve the consent business. Roll Call: Ayes: Unanimous Noes: None Motion carried. Vierling/Clay moved to approve the minutes of January 19, 1988 and January 26, 1988 as presented. (Approved under consent business) . Vierling/Wampach moved to receive and file the letter from the Scott County Attorney dated January 26, 1988. Motion carried unanimously. Wampach/Zak moved to invite the, Scott County Attorney to a City Council meeting as per his suggestion. Motion carried unanimously. The City Administrator asked for volunteers for various legislative committee. Cncl. Vierling volunteered for the Land USe Energy, Environment and Transportation committee. Cncl. City Council February 2, 1988 Page 2 Zak volunteered for Development Strategies, dependent upon his schedule. Cncl. Wampach volunteered for Personnel and Public Safety. Vierling/Clay moved to approve Dial-A-Ride contract amendment #5 adding a second vehicle to the Southwest Metro Transit System. (Approved under consent business) . Vierling/Clay moved to continue the evening Dial-A-Ride service program in its present form through the remainder of the Dial-A- Ride contract term. (Approved under consent business) . Wampach/Vierling moved to remove from the table the issue of storm drainage refunds for cemeteries. Motion carried unanimously. Discussion ensued regarding storm drainage refunds, past policy and fairness. Vierling/Zak moved to direct staff to prepare an amendment to Ordinance No. 175 exempting cemetery property from storm drainage billing due to unique conditions associated with a cemetery, and to refund amounts already paid by cemeteries. Roll Call: Ayes: Unanimous Noes: None Motion carried. Mr. George Muenchow appeared and explained expense anticipated for the planning of a football field at Tahpah Park is regular staff time in the Engineering Dept. Wampach/Clay moved to authorize the Engineering Dept. to develop plans and specifications for the construction of a football field at Tahpah Park with the cost to be absorbed from funds in the Park Reserve Fund and community donations. Motion carried unanimously. The City Administrator clarified some of the terms in a proposed agreement with Robert Sweeney regarding acquisition of trail easements for the construction of DNR Minnesota River Trail. He thinks this represents a reasonable trade-off and balance between the property owner, the City and DNR. Mr. Muenchow spoke on behalf of this trail system, which has been 18-19 years in the making. He thinks the City is coming out a winner with a minimum of investment. Wampach/Zak moved to direct the appropriate City officials to draft necessary agreements and to initiate street vacations where appropriate to implement the acquisition of trail easements City Council February 2, 1988 Page 3 through Mr. Robert Sweeney's property for the construction of the DNR Minnesota River Trail. Motion carried unanimously. vierling/Clay moved to direct staff to develop and send out requests for proposals for bond counsel work. Motion carried unanimously. Vierling/Clay moved to approve the bills in the amount of $1,505,087.97. Roll Call: Ayes: Unanimous Noes: None Motion carried. Vierling/Clay moved to approve the following interfund transfers: From Tax Increment Trust to HRA for admin fees $179,580.00; From Tax Increment Trust to General Fund for admin. fees $364, 000.00; From Tax Increment Trust to Debt Service Fund 32, $280,000.00; From Tax Increment Trust to Debt Service Fund 34, $113, 000.00; From General Fund to Community recreation, annual contribution, $48,150.00; From Sewer Fund to Special Assessment Debt Service, final share of Holmes trunk line project, $15,543.00; From Sewer Operating Fund to Sewer Debt Service, $20,000.00; From General Fund to Capital Improvement Fund, General Fund balance for miscellaneous project funding or for City Hall, $296,000. 00; From capital Equipment Fund to General Fund for equipment, $98,329.59; From Special Assessment Fund 49, 1975 Improvement to Capital Improvement Fund, any remaining assets in order to close fund, $35,024.27. (Approved under consent business) . Vierling/Clay moved to authorize the use of Delloitte, Haskins and Sells to update the IDS Deferred Compensation Plan at an estimated cost of $750.00. (Approved under consent business) . Vierling/Clay moved to authorize the proper City officials to execute a temporary electrical contract with Terry Krominga for a period of six months. (Approved under consent business) . The City Clerk gave the results of the Council balloting for various City boards and commissions: City Council February 2, 1988 Page 4 Planning Commission/Board of Adjustment and Appeals: Eugene Allen: Clay, Lebens, Scott, Vierling, Wampach, Zak Gene Foudray: Clay, Lebens, Scott, Vierling, Wampach, Zak Melanie Kahleck: None Barbara Prudoehl: None Clifford Stafford: Clay, Lebens, Scott, Vierling, Wampach, Zak Police Civil Service Commission: Virgil Mears: Clay, Scott, Vierling, Wampach, Zak Dallas Peterson: Lebens Housing Advisory 6 Appeals Board: Robert Jaspers: Clay, Lebens, Scott Gene Juergens: Lebens, Scott, Vierling, Wampach, Zak Robert Turek: Clay, Vierling, Wampach, Zak Building Code Board of Adjustment and Appeals: Robert Jaspers: Clay, Lebens, Zak Gene Juergens: Clay, Lebens, Scott, Vierling, Wampach, Zak Robert Turek: Scott, Vierling, Wampach Community Development Commission: Shiela Carlson: Scott, Zak Tim Keane: Clay, Lebens, Vierling, Wampach, Zak Donald Koopmann: Clay, Lebens, Scott, Vierling, Wampach There was no balloting necessary for some boards and commissions where there was only one person interested per opening. A second ballot was necessary for a second opening on the Building Code Board of Adjustment and Appeals due to a tie ballot between Mr. Jaspers and Mr. Turek. Robert Jaspers: Clay, Zak Robert Turek: Lebens, Scott, Vierling, Wampach Vierling/Wampach moved to appoint R. Gene Foudray to the Planning Commission/Board of Adjustment and Appeals for an unexpired term beginning February 8, 1988 and expiring January 31, 1991. Motion carried unanimously. Zak/Clay moved to appoint Clifford Stafford to the Planning Commission/Board of Adjustment and Appeals for a four year term beginning February 8, 1988 and expiring January 31, 1992. Motion , carried unanimously. Clay/Wampach moved to appoint Eugene Allen to Planning Commission/Board of Adjustment and Appeals for a four year term Beginning February 8, 1988 and expiring January 31, 1992. Motion carried unanimously. City Council February 2, 1988 Page 5 Clay/Vierling moved to appoint Virgil Mears to the Police Civil Service Commission for a three year term expiring January 31, 1991. Motion carried unanimously. Wampach/Clay moved to appoint Barry Kirchmeier to the Shakopee Public Utilities Commission beginning April 1, 1988 for a three year term expiring April 30, 1991. Motion carried unanimously. Vierling/Wampach moved to appoint Robert Ziegler to the Energy and Transportation Committee for an unexpired term ending January 31, 1990. Motion carried unanimously. Vierling/Wampach moved to appoint Melanie Kahleck and Barbara Prudoehl to the Energy and Transportation Committee for a three year term expiring January 31, 1991. Motion carried unanimously. Wampach/Clay moved to appoint Laura Wermerskirchen to Shakopee Community Recreation Board for a two year term expiring January 31, 1990. Motion carried unanimously. Vierling/Wampach moved to appoint Gene Juergens and Bob Turek to the Housing Advisory and Appeals Board for a three year term expiring January 31, 1991. Motion carried unanimously. Clay/Wampach moved to appoint Gene Juergens and Bob Turek to the Building Code Board of Adjustment and Appeals for a three year term expiring January 31, 1991. Motion carried unanimously. Wampach/Vierling moved to appoint Tim Keane and Donald Koopmann to the Community Development Commission for a three year term expiring January 31, 1991. Motion carried unanimously. Vierling/Wampach moved to appoint Sheila Carlson to the Ad Hoc Downtown Committee. Motion carried unanimously. Clay/Vierling moved for a five minute recess at 8:37 p.m. Motion carried unanimously. Vierling/Zak moved to reconvene at 8:46 p.m. Motion carried unanimously. Wampach/Zak moved to authorize the purchase of one Seagate 80 megabyte hard disk drive and 1 1/2 megabytes of RAM for a total of $2,050.00 from Quannon Computer Products, funds to come from Computer Capital Equipment Fund for 1988. Roll Call: Ayes: Unanimous Noes: None Motion carried. City Council February 2, 1988 Page 6 Wampach/Clay moved to appoint Cncl. Zak as Acting Mayor for 1988. Motion carried unanimously. Vierling/Wampach moved to appoint Cncl. Scott as Shakopee Community Recreation Liaison. Motion carried unanimously. Clay/Vierling moved to appoint Cncl. Wampach as Liaison to SPUC. Motion carried unanimously. Clay/vierling moved to appoint Cncl. Zak as liaison to the Planning Commission. Motion carried unanimously. Wampach/Clay moved to appoint Cncl. Vierling and Zak as liaisons to the Purchasing Committee. Motion carried unanimously. Clay/Vierling moved to appoint Cncl. Wampach as Liaison to the Downtown Committee. Motion carried unanimously. Wampach/Clay moved to appoint Cncl. Clay and Wampach and Scott to the Sewer Backup Claims Committee. Motion carried unanimously. Wampach/Vierling moved to appoint Cncl. Clay as liaison to the Shakopee Valley Convention and Tourism Bureau. Motion carried unanimously. Vierling/Zak moved to appoint Cncl. Scott to be available as an Ad Hoc liaison for the Police and Fire Depts. Motion carried unanimously. The City Administrator gave information regarding the bids he had received for business cards for Councilmembers. He had not received a bid from Clay's Printing. Cncl. Clay said it was his understanding that if the amount was less than $500. 00, and was a competitive bid, there would be no conflict of interest in his company bidding on a job for the City. the City Attorney agreed that if there are competitive bids and the Councilmember doesn't vote on the issue, it is O.K. Cncl. Clay said for $50-$60 he could print 200 cards for each member in black ink, if all done at once. It was agreed that a not-to-fancy card could be ordered now in the interim before a possible change in the City logo. Scott/Zak moved to direct staff to order 200 business cards for each Councilmember with black and red printing. Roll Call: Ayes: Wampach, Lebens, Vierling, Zak, Scott Noes: None Abstain: Clay Motion carried. City Council February 2, 1988 Page 7 The City Administrator reviewed the correspondence from the League of Minnesota Cities regarding a property tax proposal, which is informational at this time. A worksession to review 1987 goals was set for February 22, 1988 at 7:00 p.m. Wampach/Zak moved to accept the low bid of GMC PRO Truck Center of Minneapolis, MN for a new 1986 GMC Model W7HV 2 1/2 ton truck which meets all bidder specifications, for the submitted price of $11,331.00 plus trade-in of a 1980 Ford F800 tanker truck. Roll Call: Ayes: Unanimous Noes: None Motion carried. Cncl. Clay initiated discussion about requiring property owners to remove snow from sidewalks within a certain number of hours. He suggested the time limit could be extended to make it more practical. Wampach/Zak moved to direct staff to come back with some alternatives regarding the requirement of property owners to remove snow from sidewalks. Motion carried unanimously. Cncl. Clay also initiated discussion regarding the no parking ordinance during snow removal season. Several other discussions were made. Cncl. Wampach advised the newer Councilmembers to ride with a snowplow after a large snowfall to really see the problem. The City Administrator said he would bring back the rationale for the snow ordinance and any research on cost effectiveness of various procedures. The City Attorney informed Council regarding negotiations with Malkerson for a City lot surrounded by Malkerson property. The lot has variously been appraised at $30,000 and $23,000 and Malkerson has offered the City $20,000 for it. Scott/Vierling moved to counter Malkerson with an offer to sell the lot for $25,000, with a decision to be made by February 16, 1988. Motion carried unanimously. The City Attorney also reminded Council about a meeting coming up to decide a penalty on the Pullman Club, and informed them of the type of penalties that would be available to the City. Vierling/Wampach moved to adjourn to February 16, 1988 at 7:00 p.m. Motion carried unanimously. Meeting adjourned at 9:50 p.m. Judith S. Cox City Clerk Diane Buech Recording Secretary MEMO TO: John K. Anderson, City Administrator FROM: Barry A. Stock, Administrative Assistant RE: Continued Public Hearing - Request to Eliminate Universal Service DATE: March 3, 1988 INTRODUCTION• On March 1, 1988 the Shakopee City Council moved to continue the public hearing regarding the Cable Company's request to eliminate Universal Service. Continuation of the hearing to the March 8, 1988 meeting has been listed on the Public Access Channel #3 since March 3, 1988 so the affected parties could attend the meeting or call me with their questions. BACKGROUND: At our last meeting City staff explained that at the present time there are approximately 81 subscribers in Shakopee who receive Universal Service. Subscribers to the Universal Service Tier receive channels 2 - 13 free of charge upon payment of a one time $35.00 installation fee. In 1984 the Federal Cable Communications Act was passed. This act basically stripped municipalities of their ability to regulate basic cable service. Attorneys skilled in the cable field have advised the City that we no longer have the authority to make cable companies provide Universal Service. Actions taken by other cities in the metropolitan area in the last yearto eliminate Universal Service seem to support this position. On March 1, 1988 several persons spoke against allowing the cable company to eliminate the Universal Service Tier. Those persons contended that the cable company promised to provide the Universal Service and they should abide by that promise. Those persons also stated that they did not want any additional cable channels. At that time, the cable company offered to provide six months of free basic cable service to existing Universal subscribers and a free remote control device. City Council suggested that staff work with the cable company to develop another compromise that would phase out the Universal Service Tier. On March 3, 1988 I met with Mr. Steve Stolen, United Cable Manager to negotiate a compromise position. We mutually agreed upon the following three alternatives for the Council's consideration: Alternative 41: The cable company would provide six months of free basic cable service and a remote control device to existing Universal subscribers or a $35.00 refund to those persons who did not want the free basic service. (The value of the six month free basic and remote offer is $101.70. ) Alternative #2: The cable company would agree to phase out the Universal service according to the following schedule and the provision of a free remote control device or provide a $35.00 refund to those subscribers who are not interested in the phase out plan. (The value of this alternative is $128.40. ) 0 - 2 months - Free 3 - 4 months - $2.50 5 - 6 months - $5.00 7 - 8 months - $7.50 9 - 10 months - $10.00 11 - 12 months - $12.50 13th month - regular basic rate - $13.95 Alternative $3: The cable company would agree to a one year phase out as shown below and the provision of a free remote control device or a $35.00 refund. (The approximate value of this offer is $131.40. ) 0 - 3 months - Free 4 - 6 months - $4.00 7 - 9 months - $8.00 10 - 12 months - $12.00 13th month - regular basic rate - $13.95 Staff is recommending alternative #3 because it gives existing Universal subscribers 3 months of free basic service and a gradual increase in cable rates. It also gives those persons who do not want access to all the basic channels a $35.00 refund. This option would also provide less paper work in terms of billing for the cable company. The refund amount equals the amount originally paid by the subscriber for the Universal Service. Shown in attachment #1 is Ordinance No. 242 amending the cable franchise ordinance eliminating the Universal Service Tier and the recommended phase out plan (alternative 43) or the $35.00 refund. Should Council concur with staff's recommendation, it would be appropriate to move the approval of Ordinance No. 242. The cable company would then contact each of the Universal subscribers and explain the options available to them. (Phase out plan or $35. 00 refund. ) Staff is recommending that the phase out plan go into effect on April 1, 1988. ALTERNATIVES• 1. Move to approve Ordinance No. 242 amending the Shakopee Cable Franchise Ordinance Eliminating the Universal Tier of Service. 7 2. Do not approve Ordinance No. 242 amending the Cable Franchise Ordinance Eliminating the Universal Service Tier. 3. Move to amend Ordinance No. 242 providing a different phase out plan of the Universal Service Tier. 4. Table action on this issue pending further information from staff. STAFF RECOMMENDATION: Staff recommends alternative #1. ACTION REQUESTED: Move to approve Ordinance No. 242 Amending the Shakopee Cable Franchise Ordinance Eliminating the Universal Tier of Basic Service providing that the cable company agree to phase out the Universal Service Tier over a 12 month period of time and the provision of free remote control device to existing Universal subscribers or a $35.00 refund. Attachment #1 ORDINANCE NO. 242 Fourth Series An Ordinance of the City of Shakopee, Amending Shakopee City Code, Chapter 15, Entitled "cable Communication Franchise Ordinance, as amended" By Repealing Certain Sections thereof and by Enacting New Sections Thereof and by Adopting by Reference Shakopee City Code Chapter 1. THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, ORDAINS: SECTION 1: Real Section 6.01 and Section 6.03 are hereby repealed in their entirety. SECTION II• A new Section 6.01 is hereby adopted. 6.01 Services to be Provided. Grantee shall provide all services and programming, as available and set forth in this section. Grantee shall provide one tier of basic service as set forth in this section. A. Basic Tier. The Basic Tier shall include at a minimum fifty four channel service which includes broadcast channels, designated public, educational, religious, governmental and regional access channels, distant independent stations, religious programming, news services, weather services, sports programming, childrens and cultural programming, variety programming and premium services. The channel allocation of the Basic Tier may be subject to change according to the provision as set forth in the 1984 Federal Cable Communications Act. The initial channel allocation shall be as follows: Cable Channel Designated Programming/Services 2 KTCA - PBS - St. Paul 3 Public Acess/Community Bulletin Board 4 WCCO - CBS - Minneapolis 5 KSTP - ABC - St. Paul 6 Regional Access 7 KITN/UHF 29 8 KTCI - Channel 17 - PBS - St. Paul 9 KMSP - INDEPENDENT - Minneapolis 10 Educational Access 11 WTCN - NBC - Minnepolis 12 Government Access (Designated Emergency Channel) 13 Color Weather Radar 14 FAA Restricted 15 FAA Restrcited 16 FAA Restrcited 17 The Movie Channel (Premium) 18 Cable Value Network 19 Quality Value Convenience 20 Showtime (Premium) 21 Disney (Premium) 22 Future (Premium) 23 Home Box Office (Premium) 24 Cinemax (Premium) 25 USA Cable Network 26 The Learning Channel 27 Lifetime 28 Arts & Entertainment 29 WGN/Chicago 30 Music Television 31 The Nashville Network 32 WOR/New York 33 Financial News Network 34 Christian Broadcast Network 35 Trinity Broadcast Network 36 Eternal World Television Network 37 CNN Headline News 38 The Weather Channel 39 The Discovery Channel 40 C-Span 41 RTMA/UHF 23 42 Reserved for future programming 43 Pay-Per-View (Premium) 44 WCCO II 45 Cable News Network 46 FAA Restricted 47 WTBS/Atlanta 48 Nickelodeon 49 Tempo 50 Entertainment and Sports Programming Network 51 American Movie Classics 52 KXLI/UHF 41 B. Channel Realignment. The Grantee shall be permitted to realign broadcast channels with the exception of the designated public, educational, regional and governmental access channels. Permission to realign the designated public, educational, regional and governmental access channels may be approved by the grantor providing that the grantee adheres to the variance procedure as set forth in the Cable Franchise Ordinance. C. Universal Service Subscibers. The Grantee shall provide all Shakopee residents subscribing to the Universal Service Tier as of March 1, 1988 with one of the following service options: 1. Universal Service Phase Out as follows and a free remote control device for 12 months. 0 - 3 months - Free 4 - 6 months - $4. 00 7 - 9 months - $8.00 10 - 12 months - $12.00 13th. month - Regular Basic Rate or 2. A $35.00 Refund. SECTION III• Penalty Shakopee City Code, Chapter 1, entitled "General Provision and Definitions applicable to the entire City Code, including Penalty Provisions" is hereby adopted in its entirety by reference as though repeated verbatim herein. SECTION IV: When in force and effect After the adoption, signing and attestation of this Ordinance it shall be published once in the official newspaper of the City of Shakopee and shall then be in full force and effect. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of 1988. Mayor of the City of Shakopee ATTEST: Approved as to form this day of 1988, City Clerk City Attorney 9� MEMO TO: John K. Anderson, City Administrator FROM: Dennis R. Kraft, Community Development Director RE: Murphy's Landing Operation Contract DATE: March 3, 1988 INTRODUCTION: The Shakopee City Council is in the process of selecting an operating entity for Murphy's Landing. The City Council appointed a committee of three of it's members to conduct interviews with groups interested in operating the facility. The interviews have been held and the committee has targeted the date of March 8, 1988 as a time as it would like to have the City Council make a decision on this subject. BACKGROUND: In the summer of 1987 the Shakopee City Council exercised it's option to reacquire ownership of the land on which Murphy's Landing is located. The City Council reacquired this 87 acre plat under the provisions of the contract between the City and the Scott County Historical Society. Subsequent to this action the City Council decided to advertise for an entity to operate Murphy's Landing. Subsequent to this period of advertisement two different groups responded and indicated they would like to operate Murphy's Landing. These groups are the Scott County Historical Society (SCHS) and the Minnesota Valley Restoration Project (MVRP) . The committee selected by the City Council to interview each of these organizations was composed of Mayor Dolores Lebens and Council members Gary Scott and Jerry Wampach. In reviewing the backgrounds of the two organizations each has several years experience relating to the operation of Murphy's Landing. SCHS initially operated the facility and it later created the MVRP for the purpose of operating Murphy's Landing. In 1986 problems arose relating to the operation of Murphy's Landing. Also differences of opinion arose between the SCHS and MVRP. Subsequent to that a joint board was created which was composed of members of both groups. In November, 1986 members from the SCHS board withdrew their members from the joint board. On April 22, 1987 the SCHS served a notice upon the MVRP to quit the premises. On May 5, 1987 the Scott County Board of Supervisors recommended that the City of Shakopee take back the 87 acre parcel which had transferred to SCHS. As indicated previously, the Shakopee City Council subsequently took this action. On May 5, 1987 the Scott County Board of Supervisors gave notice to SCHS that all funds appropriated to SCHS for the benefit and use of the MVRP were to be returned to Scott County. Another financial supporter of Murphy's Landing, the Stans Foundation, also indicated that they would not support Murphy's Landing if it were to be decided that it would be operated by SCHs. Both entities have indicated a willingness to operate Murphy's Landing under contract if the City of Shakopee would retain ownership of the land. The question of ownership of the facilities and improvements and what to do with the existing debt for the facility is a subject to be negotiated between the City and the entity chosen to operate Murphy's Landing. SCHS has indicated that they would delegate day-to-day operating responsibilities to an experienced museum professional. The person they would hire has 21 years of museum experience in management and organization. They have further indicated that the hiring of this museum professional would be followed by the hiring of key qualified staff or consultants where technical expertise would be required. Based upon the comments made at the interview it is assumed that MVRP would continue the operation of Murphy's Landing under it's current director and staff and would hire professional consultants as necessary. MVRP would, of course, have the authority to change personnel as they see fit as would SCHS. The specific operating guidelines for either entity would be the subject of contractual negotiations between the City and the organization chosen to operate Murphy's Landing. The organizations physiosophy of operation appear to differ somewhat. SCHS apparently places a greater emphasis upon historical authenticity whereas MVRP, while recognizing historical authenticity apparently places a greater emphasis upon economic self sufficiency. The aforementioned comments are only observations made during the course of the interviews and would not necessarily be agreed upon by all persons who were in attendance during the interviews. Both entities have recognized that there is a need to attempt to operate in a manner that would not require financial contributions from the City of Shakopee. At this time there is an outstanding debt in the approximate amount of $22,000 which was incurred by MVRP for the purpose of servicing debts and paying for legal fees relating to it's operation of Murphys Landing. (This amount was originally $55,000, however $33, 000 has been paid off. ) If MVRP operates Murphy's Landing during 1988, they have indicated that they intend to pay off this debt, if possible. In addition, an additional amount of $6,500 is still owed to the Scott County Housing and Redevelopment Authority. The City Council members on the Murphy's Landing Committee will be available to answer further questions on this subject. A Copy of SCHS submission and excerpts from the lengthier MVRP submission are attached to this memo for additional Council information. ALTERNATIVES: a/ 1. Approve MVRP as the operating entity for Murphy's Landing. 2. Approve SCRS as the operating entity for Murphy's Landing. 3. Approve neither entity and readvertise for another operating entity. 4. Approve neither entity and have the Shakopee City Government assume operating responsibility for Murphy's Landing at this time in conjunction with a contract or contracts with qualified persons or groups to provide necessary professional expertise. 5. Retain MVRP as the operating entity until the court makes a decision on the pending lawsuit. RECOMMENDATION• One member of the Committee favors alternative #5 and two members favor alternative #2. After discussion the City Council should decide on an operating entity for Murphy's Landing. Regardless of which entity is chosen, the City should enter into a contract, which includes clearly stated performance criteria. ACTION REODESTED• Move to tentatively select as the operating entity for Murphy's Landing, subject to the successful negotiation of a contract between and the City of Shakopee. MEMO TO: John K. Anderson, City Administrator FROM: John H. DeLacey, Engineering Tech. III SUBJECT: Rubberized Crossings for Railroad Tracks at Holmes, Fuller, Atwood at 2nd Avenue DATE: March 2 , 1988 INTRODUCTION: Council approval is needed for the preparationofplans and specifications and advertising for bids for three rubberized __- -- crossings the above referenced crossings. BACKGROUND: During Part I of Phase I on the Downtown Streetscape Project, rubberized crossings were placed at the Lewis and Sommerville intersections. Agreement between the Chicago North-Western (CNW) Railroad and the City in which the City purchased the material and C.N.W. installed it with their own work forces at no cost to the City. The City' s consultant for this project, Westwood Planning A Engineering, has been working with C.N.W. railroad to develop a similar agreement for this year' s work at Holmes, Fuller, and Atwood which C. N.W. has agreed to. Staff intends to utilize the same specifications from last year' s rubberized crossings for this year' s project which are on file. At this point no agreement has been reached for the removal of the two spur tracks on Atwood Street . It is staff ' s recommendation that a special provision be added to the specifications that the City of Shakopee reserves the right to delete one rubberized crossing from the contract if it so desires at no additional cost. The estimated cost for the purchase of the three rubberized crossings is $45,000.00. Funding for these crossings has been included in the Downtown Streetscape Project. ALTERNATIVES: 1 . Order preparation of plans & specifications and authorize the advertisement for three rubberized crossings allowing the City to delete one crossing if it so desires. 2. Order preparation of plans & specifications and authorize the advertisement for bids for two rubberized crossings . (Holmes and Fuller only) . 3. Wait and see if an agreement can be made for the removal of the two spur tracks at Atwood Street. Railroad Crossings March 2, 1988 Page 2 RECOMMENDATION: Due to the time frame for bidding, construction and arrival of materials staff recommends Alternative No. 1 . REQUESTED ACTION. - - - - - - 1 . Order plans and specifications for the purchase of three rubberized crossings at the railroad intersections with Holmes, Fuller, and Atwood. 2. Authorize staff to advertise for bids for the purchase delivery for three rubberized crossings at the railroad intersections with Holmes, Fuller, and Atwood. JHD/pmp CROSSINGS MEMO TO: John K. Anderson, City Administrator FROM: Ray Ruuska, Engineering Coordinator , SUBJECT: Downtown Street Revitalization Project, Phase II Agreements for Chicago Northwestern Railroad Crossing Improvements DATE: March 4 , 1988 INTRODUCTION: The City has received two sets of agreements from the Chicago and Northwestern Transportation Company which are on file in the Engineering Department. Attached is correspondence from Westwood Planning & Engineering Company regarding these agreements. BACKGROUND: Similar agreements were made with the railroad for Phase I of this project in 1987• Phase II costs are higher as this phase requires 3 crossings, signal poles and control boxes in addition to light signal systems needing to be moved— ----- REQUESTED ACTION: --- -- A motion by City Council authorizing appropriate City officials to execute agreements with the Chicago and Northwestern Transportation Company for the installation of rubberized crossing materials on 2nd Avenue and Fuller, Holmes and Atwood Streets and for relocation of railroad signal systems in the Phase II area. RR/pmp CROSSINGS \XIammmi WESTWOOD PLANNING &ENGINEERING COMPANY March 2, 1988 Mr. John R. Anderson, City Administrator City of Shakopee 129 E. First Avenue Shakopee, MN 55379 RE: Agreements for CNW Railroad Crossing Improvements Downtown Street Revilalization Project, Phase 2 Dear Mr. Anderson: Attached are two sets of agreements from the Chicago and Northwestern Transportation Company submitted for City approval and execution. The first set of agreements is for installation of rubberized Crossing materials along 2nd Avenue at the Fuller, Holmes, and Atwood Crossings. These agreements are similar to the previous agreements approved by the City at Sommerville and Lewis Streets during Phase 1 construction last year. The CNW installed the rubberized t—rosr'rts rt no charge to the City and the City furnished the ` _ - --mater ais ec :Le :a._ro�c .�� "itv will need to take bids for the materials at the three crossings proposed in Fr:zre-C_. tir years bid for the two crossings awarded to Red Hawk Rubber Company was for $28,68(.00. City staff indicated they would prepare the specifications for bidding materials for Phase 2. The estimated cost for materials for Phase 2 is $45,000.00. The second set of agreements is for relocation of flashing light signals at Holmes and Fuller Street, and relocation of signal system poles and control boxes located mid-block on Second Avenue between Holmes and Fuller and between Fuller and Atwood. The relocation of the signal system and poles along Second Avenue is necessary to accommodate parking needs. The estimated cost for these improvements proposed to be reimbursed to the railroad by the City is $24,244.00. These agreements are again similar to the previous agreements approved by the City for Phase 1 construction last year. Last years agreement was for $13,138.00 which included relocation of flashing light signals at Lewis Street. There was no relocation of signal poles or boxes along Second Avenue such as encountered in Phase 2 construction. Westwood Planning and Engineering Company recommends that the City approve both agreements with the CNW for Phase 2 crossing improvements. Please call if any questions. Sincerely, WESTWOOD PLANNING 5 ENGINEERING COMPANY Reith R. Nelson, P.E. Vice President BUS EpNBBOOK CROSSING,BROOKLYN PARR,MINNESOTA SSW31612)62608621BuaImm OXlce) U15 NAYEATA BOULEVARD,ST.LOUIS PARK,MINNESOTA 5N26 @1215660155 ILHILABD AND NORTH WESTERN TRANSPORTATION COMPA14Y 275 EAST 4th STREET - ST. PAUL, MW. 55101 February 25, 1988 Shakopee, Mn. - City of Shakopee Downtown Revitalization Project Mr. Keith Nelson - V.P. Westwood Planning & Engineering Company 7415 Wayzata Boulevard St. Louis Park, Mn. 55426 Dear Mr. Nelson: In reference to your letter dated January 25, 1968 and recent meeting with Mr. J. J. Hofbauer and staff regarding the downtown revitalization project at .Shakopee. Enclosed in triplicate is proposed agreement covering the relocation of signals at Fuller Street and Holmes Street, the relocation of a communication/signal pole and the installation of conduit and cable to accommodate the above. Also enclosed in triplicate is proposed agreement covering the installation of rubberized grade crossings at Holmes Street, Fuller Street and Atwood Street. If the above meets with the City's approval , please have all three copies of both agreements properly signed and returned to me. When fully a%ecuted , a copy of the agreements will be forwarded to you for the City's file. Very tru ly yours, Tom//t C" T. J. y Manager-Maintenance Operations cc: Mr. J. B. Ragsdale Engineer of Public Works Gol e L2/23/88 mputer Committee None of the packages aze"networkable" i.e.more than one workstation cannot ac- e Hurley, MIS cess the software at one time.However, since it is installed on the network file server we are able to access the two laser sktop Publishing printers on the network and make use of their powerful graphics capability. Cost of the software is $520 from Eg- 8 gbead Discount Software. A mouse (an electronic pointing device) is also needed to use the software and is avail- able from Egghead for$116.50. The City is currently doing a quarterly INTRODUCTION: newsletterbut soonwill start another and A request for purchase of a desktop is also producing a monthly "City Hall publishing software package has been Update".Total savings over a year's time received from the Planning Department. on only a single newsletter would exceed $1500, more than twice the cost of BACKGROUND: software&mouse. Planning has been writing a newsletter For a one-time cost of$636.50 we will haveonlyprin[ingcosttopayonaregular which is being published on a regular basis. basis. The procedure to-date has been to send the newsletter to a local printer to have ALTERNATIVES: it typeset and printed at considerable 1.Do not purchase. cost The last newsletter cost$700, $380 2. Move to approve purchase of Ven- of which was for typesetting. tura Publisher and PC Mouse. Desktop publishing software brings the typesetting capability in-house and al- lows us to be more creative and at a lower RECOMMENDATION: cost The Computer Committee recom- I have evaluated three desktop publish- mends alternative#2. ing packages. Ventura Publisher from ACTION REQUESTED: Xerox Corp, is the only one that would function on the network and it isspecifi- Move to approve purchase of Ventura cally designed for IEM and compatible Publisher and PC Mouse from Egghead computers unlike another package, Software for $63650. Funds to come Aldus Pagemaker which was originally from 1988 MIS Capital Equipment written for Apple and modified for IBM. budget The current budget has a balance Of$10,000. 9 MEMO TO: Computer Committee 9 FROM: Steve Hurley, MIS Coordinator SUBJECT: Utility Billing Software and Hardware DATE: February 28, 1988 INTRODUCTION: Ongoing problems with LOGIS and the storm drainage utility billing package they provide have caused us to look at other packages as an option. BACKGROUND: Our storm drainage utility has been in existence since January 1986. The software, billing material & service we are using is provided by LOGIS at a yearly cost of about $3 ,200.00. The City has experienced many problems over the last two years with not only the software but maintenance of the system as provided by LOGIS. 1 . The software was designed to handle metered type utilities but has been modified, not totally successfully, to handle our storm utility. 2 . Requested modifications by us to LOGIS have met with some resistance. 3 . Certain modifications LOGIS has made in response to our requests have proven to be poor solutions. For example: We needed some way to indicate in the system whether a bill was quarterly or yearly. LOGIS's solution was to change the first digit of the parcel number (the account number) from 2 to 3. This has resulted in numerous calls and does not allow us the flexibility we need since our data base is built for access using the parcel number. 4. Updates on our end to the information stored in the system are complicated and time consuming. 5. A true billing history is not available and so an audit trail cannot be created to the extent desired. STATUS OF SPUC COMPUTER UP—GRADE Shakopee Public Utilities has purchased utility billing software called "Power Manager" along with a single microcomputer. Its plans are to add four or five workstations on a network to handle billing. 1 To date SPUC has been unable to get its software working although according to Lou VanHout SPUC ' s goal is to have the software running in one month's time and billing to begin two months after that. At least superficially there would seem to be a real opportunity for cost savings if SPUC and the City could combine their utility billing efforts. And, in fact, Lou has indicated that SPUC would be willing to print the bills if we give them the name, address, and billing amount for each account. SPUC ALTERNATIVES 1 ADD 2 1 . SPUC would handle storm drainage bills and make collections.- There would be a network in both City Hall and at SPUC . Information could be passed to SPUC along phone lines through a modem or by floppy disk. Each system would be separate , i . e. , SPUC and Shakopee would have their own databases. Advantages: The City would not have to purchase utility billing software or a high speed printer. Cost savings; a one-time cost of $4500 and a yearly cost of $250. Disadvantages: The City would probably pay a yearly fee (estimated at $3500) to SPUC for doing the storm drainage billing. We currently pay SPUC $20 ,000/year for garbage and sewer billing. We- would also still have to maintain bur own database of billable properties and rates etc. and have personnel to handle it. SPUC would be responsible for billing and collections.—When a call comes in about the storm drainage bill the- call would have to be routed to the appropriate entity depending on the nature of the question. There remain the unanswered questions about the viability of SPUC's software and about our ability to transfer data to them in a usable format. 2. SPUC would handle total storm utility billing. Advantages. A centralized system would eliminate duplication of effort and computer hardware. Problems and questions would not have to be routed back and forth. Disadvantages: Reimbursement of SPUC for services. 2 R � The City may still have to provide SPUC with REF , rate and acreage calculations. SPUC would be faced with the necessity of maintaining a separate database of property owners in addition to the occupant database they now bill. CITY ALTERNATIVES 1 AND 2 These options would not involve SPUC. 1 . Maintain the status quo with LOGIS (see "BACKGROUND" on pg. 1 . 2. The City could take total responsibility, eliminating LOGIS. Advantages: There would be no overlap of responsibility. This would seem to be the least cost option. Yearly cost would be a $250 for maintenance and a one-time cost of $6899 for software and hardware. Cost of supplies would be less than $1000/year and labor cost for maintaining the system and doing the billing in excess of what's being spent currently, is estimated to be $3000 per year. The current yearly cost to LOGIS plus the labor on the City' s end would exceed the $4250 plus the overhead labor. Disadvantages:. This option does not provide for a centralized utility billing entity. The public would continue to receive two separate billings and the City and SPUC would pay for two mailings where the systems overlap. Utility Billing Software. We have recently viewed a demonstration of a utility billing software package from Quest Information Systems of Excelsior. Comparisons between LOGIS' s system and Quest' s system was very revealing. Virtually all the problems we are experiencing with LOGIS are handled efficiently with the Quest package. Other utility billing packages have been reviewed and they seem to be built on the same premise the LOGIS software uses -- that they can handle unusual utilities but they have to be modified drastically to handle storm sewer utility systems. The package from Quest is very flexible and needs almost no modification. Software Cost - The utility billing package from Quest is available for $2,700.00 one-time cost plus $250.00 per year. Quest provides updates and does rate changes to the software as necessary. 3 Two other pieces of hardware and one additional software package would be very advantageous for us to purchase at the same time. 1 . High speed dot matrix printer - This is almost a necessity if we are do our own billing. With over 4300 parcels in the City we need a fast way to print bills and reports. The laser printers on the network will not work since the bills must be tractor fed. The cost is $1750 for a C-ITOH, 570 cps dot matrix printer from Quannon Computer Products. A $400 "Long Link" booster for a parallel printer on the network is also necessary. 2. Network terminal - Eileen in Finance would be doing most of the billing input. She needs access to the data without waiting for a terminal to be free and without taking office space in Marilyn's or Gregg's office since the existing workstations are not mobile. Should a person be hired to handle the utility billing they would then have a workstation available. The cost for a dual floppy workstation from Quannon is $1750. The price includes installation. 3 . "Note It Plus" software - This software provides a notation function which can be keyed to individual accounts. It would allow explanatory messages :to pop up on the screen when a particular account was accessed. Types of messages could be a description of the deferred status , reference to an attached parcel or similar. The cost from Egghead Software is $49.00. ALTERNATIVES: 1 . Maintain current billing system. 2. Purchase our own utility billing software and hardware. RECOMMENDATION: The Computer Committee recommends alternative 42. ACTION REQUESTED: Move to purchase utility billing software from Quest Information Systems in the amount of $2 ,700.00 plus $250.00 per year, Acer 710 microcomputer ( installed on the network) high speed dot matrix printer, Quannon computer Products for $ 3900.00 and "Note It Plus" software from Egghead Discount software for $49.00 , funds to come from the 1988 Utility Fund. SH/pmp 4 � h MEMO TO: Computer Committee In addition a network terminal will FROM: Steve Hurley, MIS Coordinator allow access to network printers and Leroy will not have to rely on others to RE: Additional Network Workstation print his plan check reports. Date: 2/26/88 ALTERNATIVES INTRODUCTION: 1. Keep the Stearns stand-alone. This means we cannot get even 25% utiliza- The Building department is requesting tion from our software. an additional workstation on the network 2. purchase a microcomputer at$1750. rather than the current stand-alone We will then gain full utilization of the Stearns. software and the benefits requested by LeRoy above and we'll loan the Stearns BACKGROUND: to Community Recreation. The Building department currently has RECOMMENDATION: one workstation on the network that is used by the department secretary.At the recommendation of the Computer Com- The Computer Committe recommends mittee Leroy Houser has tested the alternative# 2. software using a stand-alone Stearns microcomputer to run a recently ac- ACTION REQUESTED: quired plan check program. He has found that because of a hardware incom- Move to approve purchase of an Acer patibility problem the software program 710 microcomputer for installation on will not complete as necessary. the network from Quannon Computer According to Leroy the ability to do Products, our current supplier, for S plan checking will help reduce City 1750. liability because no steps can be over- Funds to come from MIS Capital looked in the plan check procedure. Equipment budget for 1988.The current budget has $10,000 available. MEMO TO: John K. Anderson, City Administrator FROM: Ray Ruuska, Engineering Coordinator SUBJECT: Marschall Road Watermain Project No. 1987-4 DATE: March 4 , 1988 INTRODUCTION: Attached is Partial Estimate No. 2 and Change Order No. 1 for the above referenced project. BACKGROUND: The Engineering Department has hoped to process these payments earlier, however, due to delay in receiving documentation by the contractor, the Engineering Department was unable to process this payment in a timely manner. Change Order Items Are: 1 . Connection to existing services - $515 .40 2 . Relocate hydrant - $1 ,000.00 3 . Insulation - $61 .44 4 . Replace sign - $43 .55 5. Remove & replace storm sewer - $1050 .00 TOTAL - $2,670.39 These work items were not anticipated when plans were developed for this project. Signed copies of Change Order No. 1 and Partial Estimate No. 2 shall be on the table for the March 8 Council meeting. REQUESTED ACTION: 1 . A motion by City Council to approve Change Order No. 1 for an additional amount of $2 ,670 .39. 2 . A motion by City Council to approve Partial Pay Estimate No.2 with payment of $3 ,884 .36 to G.L. Contracting , Inc . , P . O. Box 340 , Hopkins, Mn. 55343• RR/pmp PAYMENT CHANCE ORDER Chane Order No.: 1 Project Name: Marschall Road Watermain Date. March 1 . 1988 Contract No.: 1981-4 Original Contract Amount S 50.595.26 Change Order(s) No. thru No. $ Total Funds Encumbered Prior to Change Order E 50.595.26 Description of Work to be Added: Connection to Existing Services S 515.40 Replace Sign $ 43.55 Relocate Hydrant $1 ,000.00 Remove h Replace Storm Sewer $1 .050.00 Insulation $ 61 .44 TOTAL $2,670.39 The above described work shall be incorporated in the Contract, referenced above, under the same conditions specified in the original Contract as amended unless otherwise specified herein. Any work not so specified shall be performed in accordance with the Standard Specifications adopted by the City of Shakopee, Minnesota. The amount of the Contract shall be increased by $ 2.670.39 The number of calendar days for completion shall be increased by 0 Original Contract Amount $ 50,595.26 Change Order(s) No. 1 tbru $ 2.670.39 Total Funds Encumbered $ 53,265.65 Completion Date: Some The undersigned Contractor hereby agrees to perform the work specified in this Change Order in accordance with the specifications, conditions and prices specified herein. REVIEWED: Contractor: Shakopee Public Utilities Commission By: Manager Date Date- APPROVED AND RECOMMENDED: City Engineer Date APPROVED: City of Shakopee By: Approved as to form this Mayor Date day of 19 _ City Administrator Date City Attorney City Clerk Date PARTIAL ESTIMATE VOUCHER Contract No. 1987-4 Partial Estimate Voucher No. 2 Period Ending: February 29, 1988 TO: Contractor G.L. Contracting, Inc. Address P.O. Box 340 Hopkins, MN 55343 Project Description Marschall Road Watermain Project 1 . Original Contract Amount $ 50.595.26 2. Change Order No. 1 Thru No. $ 2.670.39 3. Total Funds Encumbered $ 53.265.65 4. Value of Work Completed $ 51 .018.42 Value of York Remaining 5. _5 Percent Retainage $ 2.550.92 $ 2,500.00 6. Previous Payments $ 44,583.14 Percent Complete 7. Deductions or Charges $ -0- 95% 8. Total $ 47,134.06 Payment Due (Line 4 - 8) $ 3,884.36 CERTIFICATE OF PAYMENT (I, We) hereby agree that the quantity and value of work shown herein is a fair estimate of the work completed to date. CONTRACTOR REVIEWED BY SHAKOPEE PUBLIC UTILITIES COMMISSION BY TITLE Manager APPROVED - CITY OF SHAKOPEE Date Project Engineer Date City Administrator Date . . . . . I . z1 g x : Ym747 i t I io . . . . . . . . 22mm mmi . . . . . . . . . . . . . . . . . . . i IA . . . . . . . . .6666L6 . . . . . . . el . . . . . IK . . . . . . . . . . ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . .I ai . . . oj . .. . . . . . . . . "� . . . . . . . . r A i1 u : i $ Al Z i PARTIAL ESTIMATE VOUCHER Contract NO.-1987-4 Partial Estimate Voucher No. 2 Period Ending: February 29 1988 TO: Contractor G.L. Contracting, Inc. Address P.O. Boz 340 Hopkins, MR 55343 Project Description Marschall Road Watermain Proiect 1. Original Contract Amount $ 50.595.26 2. Change Order No. 1 Thru NO. — $ 2.670.39 3. Total Funds Encumbered $ 53.265.65 4. Value of Woric Completed $ 51 .018.42 Value of Work Remaining 5. _5 Percept Retainage Z 2.550.92 6. Previous Payments $ 44.583.14 $ 2.500.00 7. Deductions or Charges $ -O- Percent Complete 8. Total95'r $ 47.134.06 Payment Due (Line 4 - 8) $ 3.884.36 CERTIFICATE OF PAYMENT �5. �4 51 R. 5760- U, 60-(I, We) hereby agree that the quantity and value of work shown herein is a fair estimate of the work completed to date. CORTRACTOR - T ' REVIEWED BY SHAKOPEE PUBLIC TITLE SGP/v,//✓ /��(�' - r 3- B APPROVED - CITY OF OPEE Date o s 3 -7- 9,5 Project Engineer Date City Administrator Date . CHANGE ORDER Change Order No.: 1 Project Name: Marsct Date: March 1 . 1988 Contract No.: 1987– Original Contract Amount $ 50.595.26 Change Order(s) No. = thry No. $ — Total Funds Encumbered Prior to Change Order E 50.595.26 Description of York to be Added: Connection to Existing Services $ 515.40 Replace Sign $ 43.55 Relocate Hydrant $1 ,000.00 Remove A Replace Storm Sever $1 .050.00 Insulation $ 61.44 TOTAL $2,670.39 The above described work shall be incorporated in the Contract, referenced above, under the same conditions specified in the original Contract as amended unless otherwise specified herein. Any work not so specified shall be performed in accordance with the Standard Specifications adopted by the City of Shakopee, Minnesota. The amount of the Contract shall be increased by $ 2.670.39 The number of calendar days for completion shall be increased by 0 Original Contract Amount $ 50.595.26 Change Order(s) No. 1 thru — $ 2.670.39 Total Funds Encumbered $ 53,265.65 Completion Date: Same The undersigned Contractor hereby agrees to perform the work specified in this Change Order in accordance with the specifications, conditions and prices specified herein. REVIEWED: Contractor: �//�p�j, /� Shakopee Public Utilities Commission By: LIZ p ry✓ Manag Date Date: OVID A1ID BECOf4ElIDID: 0. 4, City Engineer Date APPROVED: City of Shakopee By: Approved as to form this _ Mayor Date - day of 19 _ City Administrator Date City Attorney City Clerk Date � J :� . . . _ . . . . - . . . . . .6666666666 . , a . . . . . . . � . . . . . . . . . ►, . . . . . .. . . . . . i y i 'e . 9k MEMO TO: John K. Anderson, City Administrator FROM: Ray Ruuska, Engineering Coordinator SUBJECT: Upper Valley Drainage Project No. 1987-5 DATE: March 4 , 1988 INTRODUCTION: Attached is the complete summary report of easement acquisition costs as prepared by Patchin & Associates for the above referenced project. BACKGROUND: City Council authorized the preparation of appraisals for project easement areas. Those appraisals are on Attachment "A" . City Council also authorized reappraisal of subject 91 of Attachment "A" and appraisal of subjects #16 through $19 as shown on Attachment "B" . Total easement acquisition costs are as shown on Attachment "B". The complete appraisal report is available for review in the Engineering Department. We now need City Council authorization to negotiate for the easements as shown on Attachment "B" . Total easement costs have gone from $186 ,630 .00 to $201 ,951 .00. REQUESTED ACTION: A motion by City Council authorizing easement acquisition negotiations for remaining easements for the Upper Valley Drainage Project No. 1987-5. RR/pmp EASEMENTS Peter ,. ATTACHMENT "A" Patchin & Associates, Inc. Valuation Consultants 14300 Nicollet Court, Suite 240. Burnsville, Minnesota 55337 (612) 435-5999 December 18,1987 City of Shakopee 129 East First Avenue Shakopee, Minnesota 55379-1376 Attention: Mr. Ken Ashfeld Re: Market Value Appraisal of Storm Drainage Easements Shakopee, Minnesota Dear Mr. Ashfeld: At your request we have made an appraisal of proposed storm drainage easements associated with the Upper Valley Drainage project. Based upon our inspection and analysis, contained in this report, and after careful considerationlof the many factors influencing market value, it is our opinion that the value, as of 3 January 1, 1988, for the storm drainage easements and temporary construction easements described in the individual analysis for each subject property is as follows: Value Value Value of Total Before After Indicated Temp. Just l Taking Taking Damages Easement Comt). (Reappraised) Subject #2 $ 414, 000 $ 403,600 $10.,400 -- $10,40OWarner True Value Hdwre Subject 43 $ 998, 000 $ 951,500 $46,500 $ 150 $46,650L. Lenzmeir Subject #4 $ 550, 000 $ 521,600 $28,400 $ 270 $28,670C. Lindstran Subject #5 $ 552,500 $ 530,400 $22,100 $ 190 $22,290 L. Lenzmeir Subject #6 $ 8,500 $ - 8,500 -- $ 40 $ 40 D. Patterson Subject #7 $ 953, 000 $ 891,200 $61,800 $ 710 $62,510 !. Scherber Subject #8 $2,496,000 $2,488,100 $ 7,900 $3,170 $11,070 Valley Indust Develop. Co. 1 Subject #9 $1,240,500 $1,240,500 -- $ 30 $ 30 " " Value Value Value of Total Before After Indicated Temp. Just Taking Taking Damages Easement Comm. Subject #10 $ 648,000 $ 647,800 $ 200 $ 70 $ 270 E. Hauer Subject #11 $ 23,500 $ 23,300 $ 200 $ 80 $ 280 J. Hauer Subject #12 $ 23,500 $ 23,300 $ 200 $ 100 $ 300 E. Swan Subject #13 $ 23,500 $ 23,3D0 $ 200 $ 100 $ 300 G. Poole Subject #14 $ 23,500 $ 23,300 $ 200 $ 100 $ 300 L. Wanger Subject #15 $ 23 ,500 $ 23,500 -- $ 250 $ 250 W.Schlech- go I Pig TATl ter We, the Undersigned, Hereby Certify, that we have inspected the property and investigated all information believed to indicate the value, and that to the best of my knowledge and beliefs, the statements contained in this appraisal, and the opinion expressed forth; also this appraisal has been made in conformity with accepted professional standards. Certified to this 18th day of December, 1987 PETER J. PATCHINN & ASSOCIATES, INC. <96- w\ �. q Jason L. Messner Staff A praiser Peter J. Patchin, MAI, ASA President Peter I Patchin &Associates. Inc. Peter ,. ATTACHMENT "6" Patchin q & Associates, Inc. Valuation Consultants 14300 Nicollet Coun, Suite 240, Burnsville. Minnesota 55337 (612) 435-5999 January 28, 1988 I I City of Shakopee 129 East First Avenue Shakopee, Minnesota 55379-1376 E - Attention: Mr. Ray Ruuska RE: Market Value Appraisal of Storm Drainage Easements Shakopee, Minnesota Dear Mr. Ruuska: At your request we have made an update to the original appraisalof proposed storm drainage easements associated with the Upper Valley Drainage Project. Based upon our inspection and analysis, contained in this report, and after careful consideration of the j many factors influencing market value, it is our opinion that the value, as of January 1, 1988, for the storm drainage easements and temporary construction easements described in the individual analysis for each subject property is as follows: Value Value Value of Total _ Before After Indicated Temp. Just Taking Takina Damaaes Easement Comp. ' Subject 4.1 $ 162,500 $ 161,600 $ 900 $ 1,940 $ 2,840 Hatch Subject 4.16 $ 632,500 $ 619,000 $13,500 $ 40 $13,540 Hauer II_ Subject 4.17 $ 559,500 $ 559,500 -- $ 1 $ 1 Hauer ( _ Subject 4.18 $ 171,200 $ 171,000 _$ 200 $ - 10 $ 210 Kelm !!!= Subject 4.19 $ 147,000 $ 145,000 $ 2,000 -- $ 2,000 AI's Landscaping Total Permanent Easement Cost $194,700.00 Total Temporary Easement Cost 7,251.00 TOTAL EASEMENT COST $201,951.00 We, the Undersigned, Hereby Certify, that we have inspected the property and investigated all information believed to indicate the i value, and that to the best of my knowledge and beliefs, the statements contained in this appraisal, and the opinion expressed forth; also this appraisal has been made in conformity with accepted professional standards. Consider this as an Addenda to the original report, dated December 18, 1987. Certified to this 28th day of January, 1988 PETER J. PATCHIN & ASSOCIATES, INC. Jason L. Messner Staff A praiser Peter J. Patchin, MAI, ASA President ,3 Parr J. Patchin&Associates. Inc. CoN SANT MEMO TO: John K. Anderson, City Administrator FROM: Judith S. Cox, City Clerk RE: Summer Information Management Internship Program DATE: March 3, 1988 Introduction I have been contacted by Dr. Mark Langemo, Professor at University of North Dakota, regarding employing one of their students as a Summer Information Management Intern. Background . The City of Shakopee has barely touched the surface in developing a systematic records management program. We have adopted the general records retention schedule for cities. We _---------have--been- employing a senior citizen through the Scott County Senior Community Services Employment Program for over a year now (at no cost to us) . Hazel has so far gone through and perged the records in the Administration Department both in the upstairs vaults and in the basement vaults. She has also prepared an inventory of these records. When whe returns from vacation she will begin with the Community Development Department records. I did budget money last year (1987) for an intern. I contacted two colleges that have a records management program about obtaining a summer intern in 1987. I was not successful. I have recently been contacted by Dr. Langemo, Professor at the University of North Dakota, regarding our interest in employing an intern for this summer. I did indicate that I was interested in the City of Shakopee being considered as a possible site for one of their interns. They recommend a salary of $3,200 for the 12 week internship and I have budgeted for this. I have been advised by the Personnel Department that this is more than what we have been paying for interns. In line with past practice I have advised Dr. Langemo that we could pay $5.00 per hour. I do not know whether or not this will lesson our chances of getting our intern. Before I proceed further I need to know if Council is agreeable to hiring a Summer Information Management Intern. My goal for the intern would be to work on the preparation of a records management plan, updating our retention schedule, recommending what records should be microfilmed and developing a disaster recovery plan. Two years ago the Police Department utilized an intern from the UND and were very pleased with the work. Alternatives 1. Use a summer information management intern (may need to do so again a second summer) . 2. Hire consultants to work with staff. 3. Hire a temporary full time employee for a year or so. 4. Do nothing - using current staff to work if and when time permits. Recommendation Alternative No. 1, hire a summer intern who is in a records management program. Action Requested Authorize staff to puruse hiring a Summer Information Management Intern at the rate of $5.00 per hour. - JSC/jms c © Ns e, /� -T— MEMO MEMO TO: John K. Anderson, City Aistrator FROM: Judith S. Cox, City Cler RE: Publication Official P72 DATE: March 3, 19888 'sd' ings Of City Council INTRODUCTION: On February 22, 1988, at the annual goals and objectives session, Mayor Lebens questioned whether or not we could condense the minutes published in the Shakopee Valley News thereby reducing expenses. BACKGROUND: condensedversion of uCouncil the official proceedings have been Published in the Shakopee Valley News since April 1, 1986. [See attached memo of January 29, 1986 for additional background information. ] A condensed version consists of motions only, eliminating summaries of discussions. At this point in time we had already eliminated the publishing of resolutions (except those required by law or resolutions of commendation) and had reduced the publishing of ordinances to summaries (which summaries where then permitted by law) . As a result of publishing a condensed version of the minutes, our publication costs have been reduced: 1985 - $13,500; 1986 - $9,500; 1987 - $10,500. For your information, the breakdown of the publication costs for 1987 are as follows: $4,600 - Transit/Recycling Advertisements $3,550 - Minutes $2,350 - Public Hearing, Resolutions, Ordinances, Ad for Bids The transit and recycling costs do not come out of the General Fund, but instead come from: 1) part of the 90% of the transportation mill tax levy which we receive back from the Regional Transit Board and 2) a recycling grant from Scott County. The public hearing notices are for planning/zoning, public improvement hearings, hearings on vacation of public right of way, etc. - required by law. ALTERNATIVES: 11 Continue to publish condensed Council Minutes 21 Discontinue publishing Council Minutes and mail copies to residents upon request 31 Return to publishing Council Minutes in their entirety Publication of Official Proceedings of City Council March 3 , 1988 Page -2- RECOMMENDATION: Alternative 1, continue to publish condensed Council Minutes. RECOMMENDED ACTION: Move to continue to publish a condensed version of the Official Proceedings of the City Council. jc MEMO TO: John K. Anderson, City Administrator ! /� FROM: Judith S. Cox, City Cle_s Cy-i . ^ NY,./ RE: Publication of official Proceedings %I DATE: January 29, 1986 INTRODUCTION: On January 7, 1986 Council asked staff to research the Cost 01- publishing £publishing the council proceedings. BACKGROUND: During 1985, the City published 38 sets of council proceedings for a total cost of $7,000.00 approximately. Other publications include ordinances, some resolutions, public hearings notices, job openings, and financial reports. Total publication and printing for 1985 was approximately $13,500. we have already scaled down our publication by eliminating publishing bills, most resolutions and a summary of lengthy ordinances. _ Current legislation reouires publication of the official council proceedings, or a condensed version including action on motions, resolution° ordinances, and other official proceedings; or the city may mail , at city expense, a copy of the proceedings to any resident upon request. If the city were to publish a condensed version of the minutes, I believe the cost would be under $100.00 for regular meetings and under $25.00 for special meetings. I would roughly estimate an annual cost then of $3, 000.00. The city could dispense with the publishing of minutes altogether. If the cost of copying, postage and time for mailing proceedings upon request were to equal or exceed the estimated cost of publishing a condensed version,. publication could always be resumed. P.LTERNATIV,ES: .. 1. Publish official proceedings in entirety . . . . . +5580/mo 2. Publish condensed version of official proceedings . _5250/mo 3. Eliminate publishing official proceedings and mail copies to- residents upon request . _$. 35/mo RECOY[MENDr.TTON.: Alternative 3 for six months, and see how many requests are made. RECOYMENDED ACTION: Move to dispense with publication of the Official Proceedings of the City Council and direct staff to mail copies to any resident upon request, and report back to Council after six months. C oNS e N T CIN MEMO TO: John R. Anderson, City Administrator FROM: Judith S. Cox, City Clerk RE: Appointment to Energy and Transportation Committee DATE: March 4, 1988 INTRODUCTION: On March 1, 1988 Council nominated Donna Roman to the Energy and Transportation Committee. It is appropriate for Council to make the appointment at the following meeting. RECOMMENDED ACTION: Appoint Donna Roman to the Energy and Transportation Committee for a one year term expiring January 31, 1989. JSC/tiv ROMAN /1 164 MEMO TO: John K. Anderson, City Administrator FROM: Barry A. Stock, Administrative Assistant RE: Systematic Code Enforcement Program DATE: March 8, 1988 INTRODUCTION• At the strategic planning session on March 7, 1988 several City Council members suggested that staff prepare a memo addressing alternatives for the implementation of a systematic code enforcement program. BACKGROUND: Before adopting a systematic code enforcement program, staff believes that City Council should discuss the following four issues: 1. Type of systematic program to be implemented. 2. Minimum Housing Code Guidelines. 3. Financial Assistance Program. 4 . Cost of implementation. Type of Systematic Program to be Implemented In determining what type of systematic code enforcement program the City wishes to pursue, we must first define the scope of the program. That is, will the program focus on a specific geographic area, building occupancy classification and/or both of these issues. There are basically three approaches in proceeding with a code enforcement program. The first involves the area or zonal approach. In this type of program, the City would simply be divide the City into zones. In the first year of the program we would focus on zone 1, the second year of the program zone 2 etc. The second approach that could be utilized by the City would be based upon the occupancy or use of the structure. For example, during the first year of the program we could focus on residential multi-family rental units. The second year of the program we could focus on single family residential, the third year commercial and the fourth year industrial etc. Using this approach, we would probably begin our inspections on one end of the block and systematically inspect each building. The third alternative that should be considered by the Council is a program that combines the zonal concept with the occupancy of the structures. This is the approach being recommended by staff. We could initiate the program with a systematic approach for residential multi-family rental units in the downtown area. Upon completion of the units in this area the City could expand to the residential multi-family rental units West of Holmes Street. Upon completion of the units in this area the City could expand to the residential rental units East of Holmes Street. Staff would then recommend that single family residential homes, commercial properties and industrial properties be inspected on a change of occupancy basis. That is, units falling into the single family residential classification, commercial and industrial classifications would be inspected when a change of occupancy, (ownership) occurs. Staff believes that this approach would provide for the least resistance and would phase in the code enforcement program over a period of time without discriminating against one type of building occupancy or geographic area. Minimum Housing Code Guidelines In reviewing this issue, City Council should determine whether they want to simply proceed with the implementation of this program by adopting the principles set forth by State's Uniform Building Codes. This is the practice most commonly used by Cities who have systematic code enforcement programs. As an alternative, in addition to adopting the State Building Codes by reference as part of the code enforcement program, the City could choose to focus their inspections on issues that may not be covered by these Codes, such as property appearance. Staff would recommend that the City utilize the State's Uniform Building and Housing Codes as the basis for the code enforcement program. Financial Participation In our review of communities that have code enforcement programs, we have discovered that the majority of them offer financial assistance to property owners that have to perform major code improvements. There is basically one issue here for the Council to consider. Do we or don't we want to offer financial assistance to property owners that have significant code improvements to perform? If yes, we should also attempt to define what constitutes a significant improvement in terms of dollars. Cost of Implementation To implement a systematic code enforcement program that is not indiscriminately implemented and one that has a positive affect on eliminating code violations, staff projects that we will need to hire at least one additional inspector. It is also likely that we would need an additional part time secretary. Shown in attachment #1 is a preliminary budget estimate on what it would cost to implement a code enforcement program for the remainder of 1988 and next year. The 1988 estimated cost is approximately $53,850. As an alternative, the City could contract with a private individual or firm to perform the duties as defined in our code enforcement program. However, staff does not believe there would be any cost savings in pursuing this alternative. To offset the cost of the program, City Council should also consider whether or not they want to require multi-family rental property owners to annually apply for a residential rental occupancy license a practice used with most code enforcement programs. The license fees collected could help offset the administrative costs of implementing the program. The cost for the license could be based on a per unit cost, flat fee or graded scale depending on the number of rental units. For buildings that are inspected when a change of occupancy occurs, the City could charge a flat fee at the time of occupancy change. Implementation Issues Staff would like to point out that at this time we are only aware of four communities in the State that have adopted systematic code enforcement programs. Should City Council decide to pursue this issue, we would be paving somewhat new ground. Liability Issues On March 8, 1988 John Anderson spoke with our Assistant City Attorney to determine the level of the City's liability if we do not adopt a code enforcement program immediately. The Assistant City Attorney advised Mr. Anderson that the City's liability is minimal so long as we are following the guidelines as set forth in the State's Uniform Building Code and Council takes the initial steps to begin substantially enforcing the code. Condemnation Issues City Council should be aware that in adopting a code enforcement program, the City maybe faced with the potential for condemnation. If condemnation results from one of the inspections, the City should also be prepared to address how demolition proceedings and costs will be pursued. Cost To Property Owners Issues To give the City Council an idea of what a systematic residential multi-family rental code enforcement program in the downtown involves, we have estimated that there are approximately 60 code deficient buildings in the downtown area that fall into this category. We have also estimated that the costs to bring nearly 2/3 of these buildings up to code could range anywhere from $3,000.00 to $30,000.00 or more. Summary �( Should City Council decide to move ahead with the code enforcement concept, staff would recommend that we proceed with our normal process in developing a code change or addition. That is, proposed program guidelines would be presented to both the Community Development Commission and the Downtown Committee for their review and comment. We would also schedule a public hearing at a future City Council meeting to discuss the final program that is developed. Staff would like to recommend that the City Council discuss each of the issues presented herein and direct staff to proceed accordingly and report back to the City Council at their April 5, 1988 meeting with a draft preliminary program. ALTERNATIVES• 1. Discuss each of the issues presented herein and direct staff to proceed accordingly be prepared to present a draft preliminary plan to City Council at our next meeting. - 2. Do not proceed in investigating the adoption of code enforcement program. STAFF RECOMMENDATION: Staff recommends alternative #1. ACTION REODESTED• Direct staff to proceed in preparing a preliminary code enforcement program based on the direction of Council in regard to the issues presented herein and report back to the City Council at their next meeting. Attachment #1 II Code Enforcement Budget Estimates (8 mos. ) 1. Salaries 1988 1989 2. Fringe Benefits $23,500 $36,050 3. Supplies 6,000 9, 000 4. Motor Fuel and Lubricants 1,000 1,000 1,000 1,500 5. Equipment l Ser 500 500 6. Postageonal Services 5,000 7,500 7. Postage 200 200 S. Telephone 400 400 9. Travel and Subsistence 500 500 10. Printing and Reproduction 4,000 1,500 11. Insurance 500 700 12. Conferences and Schools 1,500 1,000 13. Dues and Subscriptions 250 250 TOTAL SUPPLIES AND SERVICES 44,350 60,100 Capital Equipment 53,850 0 TOTAL CAPITAL 9,500 0 DIVISION TOTAL 53,850 60,100 PROJECTED REVENUES 200 inspections annually and an average fee Of $50.00 would generated $10,000 a year in revenues. Notes: I. One Full time housing inspector and one part time secretary. This assumes that one of our building inspectors will be present at all inspections so two people are present at all times. (This cost is not reflected in the budget estimate. ) 6. $5,000 per year in legal fees and $2,500 per year for contracted electrical inspections. 10. $2,500 in first year for intial printing of inspections forms. Capital Equipment: Vehicle - $5,000 Computer Satation - $2,500 Video equipment - $2,000