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HomeMy WebLinkAbout02/20/1990 MEMO TO: Honorable Mayor and City Council FROM: Dennis R. Kraft, City Administrator RE: Non-Agenda Informational Items DATE: February 15, 1990 1 . Attached is a copy of a Legislative Alert from the Minnesota Transportation Alliance (formerly Minnesota Good Roads) for your information. 2 . Attached is the Revenue and Expenditure Report as of January 31 , 1990. 3 . Attached are the February 24 , 1989 until January 19 , 1990 minutes of the Youth Building Committee. 4 . Attached are the January 8th and January 17th, 1990 minutes of the Shakopee Public Utilities Commission. 5 . Attached are the January 17 , 1990 minutes of the Community Development Commission. 6. Attached are the January 17 , 1990 minutes of the Energy and Transportation Committee. 7 . Attached is the February 21, 1990 agenda for the Energy and Transportation Committee. 8 . Attached is the February 21, 1990 agenda for the Community Development Commission. # 1 LEGISLATIVE ALERT February 8, 1990 02:00 Woof.) The House Transportation Committee will meet on Februy 14, 1990 in Room 10 of the State Office Building to review a recommendation by Finance Commissioner Peter Hutchinson to eliminate transfer of Motor Vehicle Excise Tax (MVET) revenues to highways for FY 1991, 1992 and 1993 . This action would reduce highway funding to trunk highways, county and municipal state-aid systems by over $66 million in FY 1991 and over $200 million for the three years . Transit would continue to receive MVET funds . This action breaks the traditional MVET formula of 25% to transit and 75% to the Highway Users Distribution Fund and effectively makes transit the recipient of 100% of any MVET transfer. The lack of stable funding for highway construction causes increased planning costs, delayed Environmental Impact Studies, increased local property tax, and fewer construction businesses, resulting in lost employment. It is important that you stay in touch with your legislators on this issue throughout this session and into the 1990 elections . You need to let your legislator know that stable funding for transportation is essential . Ask your legislators for their position on eliminating the use of MVET funds for highways . You also need to call the following legislators today and tell them who you are, where you are from, and that you are opposed to discontinuing the transfer of MVET funds for highways . If the legislator is not in the office, tell the person who answers what you are calling about. Governor Perpich 612/296-2374 Senator Roger Moe, Majority Leader 612/296-2577 Senator Duane Benson, Minority Leader 612/296-3902 Senator Douglas Johnson, Chair - Taxes 612/296-4839 Senator Gene Merriam, Chair - Finance 612/296-4154 Rep. Robert Vanasek, Speaker of the House 612/296-4229 Rep. Bill Schreiber, Minority Leader 612/296-4128 Rep. Paul Ogren, Chair - Taxes 612/296-7808 Rep. Wayne Simoneau, Chair - Appropriations 612/296-4331 Please plan to attend the meeting on February 14th, if at all possible. If we lose the MVET transfer, it may be many years before it is returned - if ever. A recent Minnesota Poll showed 78% of the public were in favor of increased funding for transportation. Your efforts in contacting your legislators will reinforce the poll results and help determine the future of MVET transfers for highways . Please call if we can help you in any way. 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Unofficial members: Ed Dressen MINUTES FROM MEETING OF December 8 , 1989 approved with corrections to treasurer' s report. TREASURER'S REPORT (Combined balances from previous and current months, corrected as noted above. ) Checking Account Balance 11/11/89 $399.30 Add: Prairie Squares Donation 50 .00 Honoraium from Savage Girl Scouts 225.00 Check from Brownies 27.34 $701.64 Cash: Beginning Balance: $ 97. 57 Add: Paper Copier Fund: 3.56 Candy Machine: 4.50 Sub Total: $105.63 Less Expenses: Paper Reimbursement for Copier: (12.69) Fireplace Tools: (10.10 ) 82.84 Total Funds Available as of 1/19/90 $784.48 NEW BUSINESS Secretary Dick Marks and Ed Dressen submitted the following letters for review. A letter from Mr. Dressen submitted to the City of Shakopee, dated December 14, 1990, regarding the replacement of the upper floor furnace damaged by fire in November. A second letter, dated December 15, 1989, from Mr. LeRoy Houser, building inspector, to the Shakopee City Council regarding the same problem with the furnace. Mr. Houser ' s letter was then rewritten as a memo to Dennis Kraft, City Administrator, dated January 10 , 1990, regarding the appointment of the Community Youth Building Committee. In response to this memo, City Clerk, Ms. Judith Cox, wrote a letter to Mr. Johnson, dated January 19, 1990, the day of the committee ' s meeting. In this letter she asked the members of the committee to respond to the following items: 1 . Lack of applications from the community for three openings on the youth building board for two terms which expire on January 31 , 1990. 1 2. Submission of monthly schedules for usage in the building. 3. Discussion of recent fire in furnace area of building which caused an estimated $1 , 500 in damages ($1, 300 estimate by Mr. Houser) . 4. Questioned if the Youth Building Committee would like to continue? Requested the committee to submit names and applications from representatives from local scouting or youth programs who would like to be on the committee. 5. State the advantages of having the committee. Discussion: Item 1 . The committee members discussed various individuals to contact who would be willing to fill the vacancies on the committee. Mr. Dressen noted that he was involved with the Viking Council as a assistant district commissioner, and could apply for a transfer to become a member of the local Pack Committee. Mr. Johnson, cubmaster for Pack 218, said this was a reasonable suggestion, and advised Mr. Dressen to proceed. He also noted that the committee should draft a letter supporting Mr. Dressen being placed on the Youth Building Commission. Motion: The secretary should write a letter to the City Council endorsing Mr. Dressen for approval to the Shakopee Youth Center Committee. Seconded. All members approved. Regarding other applications, the committee members discussed the other organizations using the building. Mr. Giesen said the girl scouts are currently meeting to decide if Mr . Giesen will continue to represent the organization, or if another representative will be selected. Mr. Johnson said the Cub scouts are also currently looking for other members to replace Mr. Marks . An announcement would be made at the next pack meeting on January 24, 1990. Other organizations to be contacted were the Shakopee Jaycees. Mr . Terry Joos , assistant cubmaster and Jaycee, would be contacted. The high-potential students group would also be contacted . Finding new members was not considered to be a serious problem. It will take some time to go through proper channels in each organization to find the volunteers. Item 2 Mr. Dressen noted that a schedule for the next 4 to 5 months for the usage of the building has been provided to the recreation department director. Mr. Johnson noted that during the month he 2 handled the scheduling, after Ms . Bayless ' resignation, he had not submitted the schedule. However, he noted that under Ms. Bayless ' direction of scheduling, to the best of his knowledge, she had submitted a monthly report. Mr. Dressen noted that scheduling in the past may have been a problem, but that the schedule is essentially completed now for the next 4 to 5 months. He added that his phone recorder is available 24 hours a day, if he is not. He said he had recently received requests by two organizations for the use of the building, but had not been able to schedule them due to a lack of available times. The building is essentially filled for the rest of the year until the basement can be partitioned and more rooms added for additional usage. Mr. Dressen also noted that the Youth building was scheduled as a polling place next fall. Item 3 In reference to Mr. Houser ' s memo , the committee members acknowledged that the fire in the building was an accident, and was not due to negligence, as Mr. Houser implied. When the original building was designed, the area where the furnace is now located was meant to be a closet, with only one furnace to be placed in the basement. However, it was at Mr. Houser' s direction, the furnace, a down- flow design, was installed in the upper level. Since Mr. Houser is the City of Shakopee' s building inspector, the individuals working on the building assumed Mr. Houser knew the best design for the building, and acquiesced to his decision. Mr. Houser noted in his letter to the council that the furnace was installed by professionals. This is correct. However, even the professionals questioned why the furnace was put in this location when they were installing it. When the building was under construction, a hanging furnace was put in the basement to heat the entire building. After the upper floor furnace was installed, the basement furnace was taken down. When it was found that the upper floor furnace could not heat the basement, the basement furnace was re-installed. The upper floor furnace was adjusted several times for one main problem: the furnace would periodically expel flames out the lower vents . Mr. Dressen said he thought the problem was under control, after professionals returned several times to adjust the furnace. But when a girl scout troop hastily cleaned up the building and put a mop too close to the furnace, it smoldered and caught fire. Thus, it is obvious that the problem had not been completely solved. 3 When Mr. Houser states that the fire was due to negligence, it must be remembered that there is a history of problems regarding location of the furnace, its design and function. The fire was , most certainly unfortunate . But it has also provided us with information we would not have if the fire had not occurred. First, the limited damage to the building, due to the fireproofing in this room, proved that the building was constructed properly. Second, it pointed out the fact that the upper floor also needs sprinkling, which the VFW members have said they would rectify. Third, due to the upper floor furnace ' s inability to heat the downstairs, and the recent conversations with donators to the building, a proper furnace will eventually be installed, when funds become available, installing a furnace in the basement to heat the entire building. These donators would not provide this kind of assistance if the City of Shakopee managed the building. Item 4 Yes. The building committee would like to continue to manage the Youth Building and continue as a commission of the city. The building was donated to the City of Shakopee as a gift to the children of the city. Those individuals who serve on the committee are parents of these children and volunteers who are willing to commit their time, without pay, for the betterment of their community. How can the city better demonstrate its trust in the community than by placing the responsibility of maintaining the functions of one of the buildings to those organizations which use the building. The children also help in the cleaning of the building, which helps teach them responsibility and develops a sense of volunteerism. Item 5 We stated above briefly the advantages of having a commission. There are several more. First, a commission can respond to the needs of the building on a private level , by soliciting funds as representative organizations , rather than relying on tax dollars for construction and repairs . Second. Members on the committee can respond to the needs of the community 24 hours a day if necessary, rather than wait until normal business hours of city government. 4 Third. Members of the committee are local citizens. We are able to respond to the needs of users of the building on a personal level , rather than having to wade through various levels of bureaucracy to finish simple tasks. Fourth. Volunteers provide countless hours of work for projects which would cost untold sums if performed by city employees . Volunteer labor is extremely cost effective, because often, those individuals doing the work or repairs on the building are the same professionals who would charge city government to do the same work. Fifth. The committee maintains the building on a volunteer level, keeping it clean by those who use it. If the city were to hire a professional cleaner to do the same task, and charge the organizations to use the building, those organizations could not afford to pay those fees . They would have to find other accommodations. Any charges levied against these organizations would result in the organizations not being able to pay. Fees collected by the organizations usually cover only the programs provided, and do not allow for any additional expenses to rent a building. Their budgets are very low in order to provide affordable programs for all children and their families . Further Business It was noted that Shakopee City Clerk Ms. Cox requested that the city council receive a copy of the minutes from each meeting held by the committee. All previous minutes from the committee have been forwarded to her, and she will be included in any future mailings done by the committee. It was noted that Ms. Cox' s letter, dated January 19, 1990, was the first communique the committee had received from the Shakopee City Council since the committee was formed in March, 1989. It appears, that a lack of communication has not been one-sided on the part of the committee. MOTION: That the secretary write a letter to the Shakopee City Council responding to the issues addressed by Ms . Cox letter dated January 19, 1990 . Seconded and approved by all members. It was noted that the committee is to provide an annual report to the City Council . MOTION: That the secretary prepare an annual report of the Building Committee ' s activities and send copies to the members for approval, and to the City Council after approval. 5 Seconded and approved by all members. Mr. Johnson noted that in one of the letters to the city council, an invitation should be extended to council members to attend the committee meetings on the second Friday of each month at 4:30 p.m. It was noted that the building is still in need of clocks. It was suggested that the treasurer be given permission to purchase the clocks. MOTION: That the treasurer be given permission to purchase clocks for the building. Seconded and approved by all members. It was also suggested the treasurer send a copy of the ledger to the City Council showing disbursements and receipts with the annual report. The members agreed with the suggestion, and the treasurer and secretary will confer. Meeting adjourned: 6: 26 p.m. 6 YOUTH ALTIVITY BUILDING COMMITTEE hEETING MINUTES: December 8, 1989 5 :00 p.m. MEMBERS ATTENDING: Gwen Solseth, Ed Dressen, Ed Giesen, LaVern Johnson, Dick Marks MINUTES FROM MEETING OF November 11 , 1989 . Approved with corrections. TREASURER'S REPORT: CHECKING ACCOUNT: Beginning Balance: $616.30 Checks Written: Dick Marks, Services $101.53 Gerold-Floor Sealer 80.00 ( 181 .53) Subtotal $434. 77 Additional Income: Donation from Prairie Squares 50.00 Misc. Cash: 97.57 Check from Savage Girl Scouts for floor damage 225 . 00 Total Cash Available $807.34 Ms. Solseth will deposit $27.34 from Brownie Troop as donation to purchase clocks for the Youth Building. REPORTS: OLD BUSINESS: Mr. Dressen suggested a standard design be drawn up for cabinets to be used for storage in the youth building . The building committee would then supply materials for the cabinets to each group wishing to construct these cabinets . A display cabinet could be 8 ' long, with permanent display above the base cabinet, and enclosed base cabinet below. Two smaller display cabinets , approximately 4 ' X 4 ' with plexiglass fronts could be used on the main floor for awards by each organization using the building. Mr. Marks volunteered to design the cabinets for approval at the next meeting. NEW BUSINESS: Mr. Johnson said the Shakopee Fire Department had donated an artificial tree to the building. Mr. Dressen requested that some garland and lights be added to the building to help decorate it. MOTION: That Mr. Dressen purchase lights and Garland to help decorate the Youth Building for the Holidays . Seconded and approved by all members present. Adjournment: 5 :46 p.m. Next Meeting: Friday, Jan. 19, 1990. 1 . - ' 5 ' . 211..5 ' 3 ' 1 2 ' 6 ' Side Front 4 ' 1 4 ' Base and Display Cabinets For Youth Center The base cabinets will be used for either storage of materials for each organization, display of awards and projects or a combination of both. • The rails and stiles used for the faceframe can be 3" to 4" wide, with door openings 30" wide by 30" high for the base cabinet, and 30" wide by 54" high for the upper cabinet. The width of the upper cabinet is 16" , and the base, 24" , with a countertop across the entire base top of 26" wide by 72" long. Materials for the cabinets can be pine or oak, and doors can be solid wood or glass/plexiglass inserts. The upper doors can be either sliding or pull open. The base cabinet should have a shelf approximately 16" high, constructed of 3/4" plywood. Backs should be masonite for the base cabinet, and plywood for the upper cabinet, with sides, top and bottom constructed of 3/4" plywood. The hanging wall display case should be 12" deep and 48" wide by 48" high with two glass/plexiglass doors for display. Faceframes can again be 3" to 4" wide with doors having 2 1/2" to 3 1/2" stiles and rails . YOUTH AI,TIVITY BUILDING COMMITTEE L'L ETING MINUTES: November 10, 1989 4:38 p.m. MEMBERS ATTENDING: Gwen Solseth, Dick Marks, LaVern Johnson, Ed Giesen MINUTES FROM MEETING OF October 13, 1989 : Approved. TREASURER'S REPORT: As of November 10, 1989: Checking: $580 . 83 Misc. : 35 . 53 Total : $616.36 An additional $16 . 73 was removed from the copier fund and $6. 00 was added for a can of cheese purchased by Ed Giesen. REPORTS: Mr. Johnson supplied all members with the groups scheduled to use the Youth Center from December 1989 through May, 1990. A copy of this schedule is included in the official minutes of the committee. Reimbursement: The committe approved reimbursing Mr. Marks for materials and secretarial fees incurred in the mailing of reguests for donations made during June/July of 1989 in the amount of $101 . 53 . An amount of $6.55 was repaid to Mr. Johnson for paper towel hangers purchased at K-Mart to be used in the building. Presentation to Council: Mr . Marks reported on his discussion with the Shakopee City Council on October 17, 1989 regarding the wording used in Resolution 3121 affecting the groups using the Shakopee Community Youth Center. A copy of an article Mr. Marks wrote explaining the committee ' s concerns , printed in the November 23 , 1989 edition of the Shakopee Valley News , is included with these minutes and will be submitted to all members of the committee. NEW BUSINESS Mr . Giesen noted that the front door to the building was sticking. He also noted that Mr. Phil Hvidsten would help in the maintenance of the building if requested, and rekey locks if necessary. Mr. Johnson added that he had come to the building at different times and had found some doors open, and was concerned for the safety of the building. Mr. Marks noted that a new metal chair rack had been completed for the building, and that a new dumpster was in place . A checkoff list for cleanup of the building for each group using the building had also been prepared by Mr. Ed Dressen. 1 Mr. Giesen recommended that the thermostat in the building be turned down to no lower than 65 degrees when the building was not in use, or a programable thermostat be purchased. He also noted that the copier needed adjusting for copy quality. Mr. Marks currently holds the master key for the building. MOTION: That the committee should prepare a list of groups noting who is using the building and assign one group each month to clean the building. A listing of all the groups on the cleaning roster should be sent to all groups at one time, so each knows when they are responsible for cleaning the building. Seconded and passed unanimously. Further Discussion: Mr. Johnson will coordinate the cub scouts, and Mr. Giesen will coordinate the girl scouts. The second weekend of each month was designated as the clean-up date. The organizations cleaning the building each month were tenatively arranged and a motion was made as follows: MOTION: The cub and girl scout troops will clean the building every second weekend of each month and the individual dens or troops from each will alternate months, with each organization deciding which dens will clean during each period. Each organization will submit a list to the committee noting who will clean the building on which dates. Each organization will be responsible for the following months. November: Girl Scouts March: Girl Scouts December: Cub Scouts April: Cub Scouts January: Girl Scouts May: Girl Scouts February: Cub Scouts June: Cub Scouts Motion seconded and passed unanimously. Mr. Giesen noted that a Cub Scout Den Leader, who is also a girl scout leader, requested that the meeting rooms be rotated periodically so that one group would not always be in the basement or on the upper level for all of their meetings . MOTION: The groups using the building be alternated between the main floor and the basement so neither group will use one floor exclusively. Designations of M and B will be used after each group to distinguish the location for each meeting Seconded and passed unanimously. Schedule Change: Troop 310 will not meet December 4th, 1989 . Committee Adjourned: 5 :48 p.m. 2 • YOUTH ALTIVITY BUILDING COMMITTEE MEETING MINUTES: October 13, 1989 MEMBERS ATTENDING: Dick Marks, Ruth Bayless, LaVern Johnson GUESTS PRESENT: Sandra Frankhauser, Jan and Dan Gerold. Ed Dressen. OPENING OF MEETING: 4:39 p.m. COMMENTARY BY ATTENDING GUEST. Mrs. Frankhauser addressed the board members present and stated that Mrs. Bayless no longer represented the Cannon Valley Girl Scout Council, the Shakopee Girl Scouts, or Service Team, and that she would only represent Brownie Troop 314. Mrs . Frankhauser continued by stating that Mr. Ed Giesen would be the current liason between the Girl Scouts and the Shakopee Youth Building Committee. MINUTES FROM PREVIOUS MEETING: A meeting was held during August by the board. However, the secretary was absent, and the minutes from that meeting had not been delivered to the secretary to be distributed to committee members. Thus, no meeting minutes were available for approval. TREASURER' S REPORT: None. Treasurer Solseth was absent from the meeting, and no report was available for review. REPORTS: Basement Floors/ Sump Cover Mrs. Gerold commented that she and her husband had spent 12 hours putting on the first coat of sealer on the basement floor. She suggested that one or two more coats be put on the floor. Cost for the sealer ranges between $60-$80 for a 5 gallon pail. MOTION: That the committee allow the Gerold' s to purchase a 5 gallon pail of sealer for the basement floor and to reimburse them for the cost of the materials. APPROVED UNANIMOUSLY. Dan Gerold further suggested that a cover be constructed over the sump pump next to the pop machine to provide protection for plumbing fittings. He suggested he could construct such a cover from excess materials available at the building. A combination lock will also be acquired for the box, and a sound deadening box may be constructed in the future around the waste water piping. MOTION: That Dan Gerold be allowed to obtain any additional materials to construct a protective wood cover around the sump pump in the basement. APPROVED UNANIMOUSLY. 1 Outside Lighting The foundation for the new parking lot has been laid and the lighting is to be installed, but no date has been set. Derby Days Determination as to whether thankyou' s to businesses who donated for Derby Days had been sent was unavailable due to the absence of committee member Solseth. Clock Mr. Johnson said he would check into the price of a clock for the building. Paper Towel Dispenser After discussion, the committee agreed to allow Mr. Johnson to purchase 5 , inexpensive paper towel holders at approximately $2 . 29 each, for use in the building. He would then be reimbursed for this expense. Refills for pop and candy machines Members were given the telephone numbers of 445-3693, or 447-6064 after 4 p.m. for Phil Hvidsten regarding candy machine refills. The contact for the pop machine is Trish. Number to be obtained by member Bayless. Furnace and Storage in Basement Mr. Dressen asked the committee if a new furnace should be put into the basement and two walls constructed which would provide additional storage for groups using the building. Mr. Dressen said he would pursue funding for this venture . He suggested removing the upper floor furnace since the type currently in place would not adequately heat both levels of the building. A furnace in the basement would heat both. Dumpster The City Council Member Gary Scott has been contacted about a dumpster for the building, and Mr. Leroy Houser apparently has been instructed to acquire one for the building. Resolution No. 3123 Mr. Leroy Houser sent a memo to Mrs. Bayless, dated October 5, 1989 regarding the use and scheduling for the Shakopee Youth Community Center. The letter noted a change in the original resolution 3019 establishing the center for the youth of Shakopee. A copy of this letter is enclosed with these minutes. 2 The change in the resolution occurred on page 2, paragraph d, lines 4 and 5 where "The Director may schedule other community groups which are of a non-political/non-profit/non-religious nature for times which have not been scheduled by the Committee. " Committe members Bayless and Marks noted that the change in the resolution came after Mr. LeRoy Houser observed a pro-life meeting occurring in the building during the summer. Ms. Bayless explained that this was a committee meeting by the MCCL, consisting of approximately 20 people, and that a pro- choice committee of approximately 8 people had also used the building as a meeting place. She added that the city council had directed the committee to use the building for other groups any time it was not used by youth groups, and that permission be granted wtihout bias. After this resolution had been changed, Mr . Houser and City Administrator Dennis Kraft, on October 12 approved the use of the building by a group which had been meeting at Christ Lutheran Church on election day. Mr. Marks said that he believed the wording used in the resolution was an infringement upon rights guaranteed by the First Ammendment of the United States Constitution. He said that he would address the City Council on this issue at the next City Council meeting on October 17, 1989 . Resignation Ruth Bayless, at the end of the meeting, informed the committee members present that due to the current difficulties she was experiencing with the Cannon Valley Girl Scout Council, that she felt it would be in the best interests of all concerned that she resign her position from the building committee. A copy of her formal letter of resignation, dated October 14, 1989, is included with these minutes. Mr. Johnson will take over the scheduling of the building temporarily, until a new person is appointed. Meeting adjourned at 5:30 p.m. The next meeting of the Shakopee Community Youth Center Committee will be held at 4 : 30 p .m. , Friday, November 10 , 1989 . All committee members remaining are asked to be present. POSTSCRIPT In order to fill the open position remaining on the committee, it has been suggested that the city council be asked to consider Mr. Ed Dressen for Ms. Bayless ' s replacement. This issue will be discussed at the next meeting. 3 Octobe. 14, 1989 To whom it may concern; I , Ruth I . Bayless, do hereby tender my resignation as a member of the Shakopee Youth Building Committee effective immediately. I also wish to make clear at this time that any and all statements and opinions expressed by me concerning Resolution 3123 (copy enclosed)are my own and are in no way representative of anyone other than myself. It has never been my intention or desire to act as spoksperson for Cannon Valley Girl Scout Council or Shakopee Girl Scout Service Team as represented by Ms S. Frankhouser. One other matter that I feel requires clarification at this time is the statement attributed to Mr. Leroy Houser in the September 28 , 1989 issure of the Shakopee valley News (copy enclosed) . At no time has there been any rallies or gatherings , pro-life , pro-choice , political, religous orany other kind held at the Shakopee Community Youth Center. When the Shakopee Youth Building Committee was originally appointed by the Shakopee City Council it was stressed that supervised youth activities should have priority followed by senior citizen activities and that any remain- ing available time to be scheduled in an unbias and non- prejudicial manner. This policy has been strictly adhered to. There have been at various times meetings held at the building by many different committees. These meetings were on a one time only basis and were restricted to the members of that particular committee. Never has the building been used for a profit making enterprise . Sincerely, • Ruth I . Bayless 219'/West Sixth Avenue Shakopee , MN 55379 YOUTH ACTIVITY BUILDING COMMITTEE MEETING MINUTES: July 21, 1989 MEMBERS ATTENDING: Gwen Solseth, Ruth Bayless, Dick Marks MINUTES FROM MEETING OF JULY 14, 1989 : Approved with correction. The previous minutes read a treasurer' s balance of $561 . 95. The correct balance should have been $541 .95. TREASURER' S REPORT: The current balance is $541 . 95 with $506.42 in checking and $35. 53 in petty cash. The account name has been changed to Shakopee Community Youth Center, and new checks have been ordered. REPORTS : Derby Days The official hours of the event will be: Saturday, August 5, 9 a.m. to 12 a.m. Sunday, August 6, 12 p.m. to 6 p.m. Dedication of the youth center will be at 10 a.m. The booths to be used for selling hot dogs and taco chips will require tables. It is recommended that tables from the youth center be used. Currently, 4 volunteers have already signed up for the booth to work on the weekend. Karen Fahler with the cub scouts is mailing letters to the cub scouts, and Gwen Solseth will be the coordinator for the cub and girl scouts. Gwen Solseth has volunteered to purchase the food and materials needed for the booth. Ambassador has stated they will not donate hot dogs, but will allow us to purchase their product at cost. The costs are $1 . 62 per pound for skinless weiners in 10# boxes. Jubas will have hot dogs on sale for $. 69/lb. Ten weiners equal one pound. The First National Bank of Shakopee (Marquette) has donated 2, 000 napkins. Taylor Rental will be contacted by Gwen to check on rate for hot dog cookers. Gwen will also prepare signs and banners for the booth. The banner will read, "Scouting Together for Shakopee Youth Center" . The banner will need to be a minimum of 9 ' 6" long. Ruth Bayless will provide roll of newsprint for banner. Smaller signs will also be made for prices of dogs and chips. Taco Chips: $1 .00 Hot Dogs: $1 .00 Both: $1. 50 Electrical cords are also needed. 1 Floors Dan Gerald is to finish the floors on Sunday, July 23, 1989 . Lions Banquet Ruth Bayless has looked over a list of people contacted and found some names missing . These names will be added to the list . LaVern Johnson, of the cub scouts, will also review list for names omitted. The girl scout organization from Cannon Valley will also be contacted to attend the ceremonies. Meeting adjourned at 5 :04 p.m. Next meeting scheduled for July 28, 4 p.m. at the Youth Center. Dick Marks will be in Ely, Mn. and will not attend that meeting. 2 YOUTH ACTIVITY BUILDING COMMITTEE MEETING MINUTES: July 14, 1989 MEMBERS ATTENDING: Dick Marks, Ed Giesen, Ruth Bayless, LaVern Johnson, Gwen Solseth. The meeting commenced at 4: 15 p.m. GUESTS: Ed Dressen MINUTES FROM JUNE 28, 1989 : Approved TREASURER ' S REPORT : Balance in account is $$561 . 95 . The checking account was opened with $200. Petty cash is $34. 03; Copy machine, $1 . 50; Donations, $325; and pop machine, $1 .42. REPORTS: Locks. The auxiliary is looking into obtaining locks for the flags. Cheese Sauce: The Rock Spring said they will not donate, but will allow the committee to buy the sauce at cost. The plain cheese sauce will be used for the Nacho Chips. The Shakopee House still needed to be contacted regarding the possibility of their donating the cheese sauce. Title of Building: The official title of the building will be: SHAKOPEE COMMUNITY YOUTH CENTER. Use of Building: WEDDINGS Ed Dressen commented that James O'Neil had a son, 28, who would be marrying a girl May 19, 1990. He requested the use of the building for the wedding on that day, and would pay an honoraium ( Donation ) of $500 for the building use . The wedding would include dinner with champaign. Cleaning would be done and the meal would be catered by the KC Caterers. The members, in accordance with the recent policy agreed upon for the buildings use, asked the question: If we allow one party in, and not another, then a petition to the city council regarding fairness and use of the building could be used. If a policy is adhered to, then there can be no charges of discrimination. MOTION: To adhere to the current policy unless under extraordinary conditions are present. Motion passed unanimously. Derby Days: The Jaycees asked the building committee if they would like to combine the nacho chips with the hot dogs, and sell both items at the Derby Days celebration. The jaycees would provide us with a 9 'X9 ' booth under the shelter next to the beer, soda and picanti sauce booths. 1 Members discussed the costs. 10 hot dogs/package were estimtated at $ .49 per package. Tastee buns were estimated at the same cost. The hot dogs could be sold at $1.00 each. The chips for $1.00 each, and both could be purchased together for $1 . 50. It was estimated that 4 catsup and 3 mustard squeeze containers would be needed. Manpower scheduling was estimated at 2 adults and 2 older children be in the boths for 2 hour shifts. A steamer or crock pot could be used for the hot dogs to keep them hot, and change water regularly. The refrigerator in the youth building could be used for storage. Two persons will be needed to close and count money each of the two nights. It was agreed that: Sunday: Gwen and Ruth would close. Saturday: Ed and Dick would close. Co-Chairmen for the city - are Barry Stock and Duane Wermerskirchen. Members agreed that 1500 hot dogs and buns would need to be purchased for the event, along with 3500 napkins. An estimated 1500 cheese boats would also be purchased. Gwen Solseth will coordinate the schedule. Letters are to be mailed and followed up with a phone call . Lions Banquet: Dick Marks, Ed Giesen, Gwen Solseth and Ruth Bayless , with spouses, will attend the banquet on July 26 with their spouses. Post Office Box: Members discussed obtaining a post office box for the youth center. Stationary was also considered. It was noted that Parkside Printing does letterheads for non-profit organizations. Donators Ed Dressen said he would need a list of the people who donated to the building to give to the girl and cub scouts to see if anyone had been omitted. Conklin said they would let us know if they will make a donation to the youth center during the next 4-6 weeks. Next Meeting Friday, July 21, 1989, 4 p.m. LaVern Johnson will not attend. Meeting adjourned circa 5:45 p.m. 2 YOUTH ACTIVITY BUILDING COMMITTEE MEETING to; MINUTES:June 28, 1989 a' MEMBERS ATTENDING: Ruth Bayless, Ed Giesen, LaVern Johnson and Gwen Solseth. Meeting opened at 4: 15 p.m. GUESTS: Ed Dressen MINUTES FROM MAY 16, 1989 : Approved Discussion of flag flying. No lights needed but locks are recommended. Ruth Bayless will contact VFW to see about donation of locks. TREASURER ' S REPORT: $243 . 03 . $200 will be deposited into checking account to be set up for funds. $34.03 will be kept as petty cash. Discussion concerning fireplace:- labor, costs, delay. Dan Gerold will finish floors at the end of the summer. Is it possible to find someone to do the floors using the Sweeney School materials? Gwen Solseth will contact Shakopee House and Rock Spring to see about donating cheese sause for Derby Days. Discussion on groups using building donating supplies on a regular basis ( toliet paper, paper towels, etc. ) Next meeting scheduled for Friday, July 14, 1989 , at 4 p. m. Meeting was adjourned at 5:04 p.m. YOUTH ACTIVITY BUILDING COMMITTEE MEETING MINUTES: June 16, 1989 MEMBERS ATTENDING: LaVern Johnson, Gwen Solseth, Ed Giesen, Dick Marks, Ruth Bayless. Meeting opened at 4: 13 p.m. GUESTS: Ed Dressen MINUTES FROM MAY 24, 1989 : Approved. MOTION: To reimburse Dick Marks for expenses incurred for mailings of letters to professional community when bill is submitted for payment. Passed. TREASURER ' S REPORT : No formal report was submitted to the committee by Ms . Solseth. The treasurer is recording all expenses and income received. The current balance $8. 00 from the copying machine, $200 from donations and $6 . 03 previous for a total of $214. 03 . No expenses- were noted for the treasury to date . A formal statement will be prepared when the checking account is opened at a local bank. REPORTS : Ruth Bayless mentioned that Brownie Troop 312 had planted 2 rose bushes in front of the building. She added that Trio Nursery will give a 10% discount for any shrub or bush purchased for the Shakopee Youth Building. Mr. Dressen told the committee that money for sod for the building had been donated by the City of Shakopee. After some discussion, the committee approved the following policy regarding use of the youth building. MOTION: To accept the following policy for groups and organizations desiring to use the Youth Building for various activities and meetings. The Shakopee Youth Building is available for all non-profit organizations who need a location to hold activities and meetings for the youth of Shakopee. The building is also available for non-profit senior citizen activities and other civic organizations involved with youth activities when the building is available. The building will be restricted from use for: Private weddings, parties, anniversaries, birthdays, banquets or other ceremonies or activities not affiliated with youth or senior citizen organizations. Any other use of the building will be reviewed by the building committee. 1 Any use of alcoholic beverages, tobacco or controlled substances is forbidden in the youth activity building or adjacent grounds by any individual or group during the use of the building. Motion was seconded and approved by all members. Checking Account: Ms. Solseth will check with area banks to see which one will provide free checking and other services for a non-profit organization. She will report her findings at the next meeting. Flag Flying: The committee has been asked to give consideration to flying flags at the building. Ms. Solseth has said she will hoist and take down the flag on Independence day. The group also discussed flying the flag on Labor Day. The flag has not been flown to date because, without lighting, the flag would have to be raised and lowered each day. Currently, there are not enough volunteers available to conduct this procedure. MOTION: To wait for flying the flag at the Youth Building until proper lighting is installed. Passed by all members of the committee. Ms. Bayless made the comment that tenantive plans were being made by the State of Minnesota to tear down the Boy Scout Barn . Eviction, to her knowledge, was August 30, 1989 . No verification of this rumor has been made and this comment is placed in the record of these minutes for consideration by the members. All members agree that space will be provided at the Youth Building for the boy scouts if the boy scout building is demolished. DERBY DAYS: Ms. Bayless said the contract for Derby Days has been signed. The date of the festival is August 5 and 6th. Hours are Saturday, 12 p.m. to 12 a.m. Sunday, 12 p.m. to 9 p.m. People will be needed to set up and take down the booth and to help decorate it. The members of the committee agreed to run the booth with scouts and their parents help only this year, and not to be affiliated with any businesses in Shakopee this year. Ms. Bayless said that free Picanti Sauce would be available. A price of $1 .00 per boat ( serving) would be reasonable for the cost of cheese and chips. Expenses for the booth were discussed. Ms . Bayless said she had a booth available for the festival . Cheese sauce was discussed, and large No. 16 cans were considered to be the best size to purchase, with a quantity of 12 cans. 2 Paper containers (boats ) were discussed. These are available at Paper Warehouse for $2 . 17/250. Napkins are available at $1 . 89 for 400. Disposable laddles were also discussed. The committee considered 3, 000 servings to be a reasonable quantity to purchase for the two day activity, with 3, 500 napkins being purchased. Bueno cheese sauce was thought to be a good brand to purchase. Large, round tortilla chips were also considered Scheduling: The committee agreed that 2 hour shifts, of 2 adults and 2 older children ( 8 and up) , would be reasonable. The scouts attending would receive credit for a service project if they helped out . It was recommended that all scouting parents be notified for working at the event, and three time preferences be given. The idea for scheduling was presented by Ruth Bayless who will forward a copy of a similar plan used by high potential students activities. Ms. Bayless said she would send out a copy of the letter she used to all the members. A name for the Derby Days booth will be discussed at the next meeting. A tenative name, "Scouting Together" , was suggested. Ms. Bayless said a 25 foot heavy duty extension cord would be needed for the both, along with canvass canopy, oscillating fans, and crock pots for melting cheese. Members will discuss more details regarding the Derby Days booth at the next meeting. Meeting was adjourned at 5 : 43 p.m. Next meeting will be held June 28, 1989, Wednesday at 4 p.m. at the youth building. NOTE: The secretary will be at Webelos camp during the next meeting. A substitute secretary is requested to take minutes. The secretary also found price for cheese and tortilla chips, which are listed below. No Bueno Cheese Sauce was found in any of the local food chains searched. Wholesale Club: Medallion Tortilla Chips- 6-one pound bags, $ 4. 99 Cub Foods : Kraft Nacho Cheese Sauce- 1-16 lb. , 3 oz. can $ 7 . 99 Kraft Cheese Whiz- 1-16 lb. , 8 oz. can $10. 86 Mexitos Tortilla Chips- 1-14 oz. bag $ 1 . 69 Tostitos Tortilla Chips- 1-20 oz. bag $ 2 . 79 Cub Deli Chips- 1-14 oz. bag $ 1 . 29 The best buy on chips appears to be the Wholesale Club. A mild sauce, such as cheese whiz, is recommended to be available with any nacho sauce for customers prefering a mild cheese topping. 3 YOUTH ACTIVITY BUILDING COMMITTEE MEETING MINUTES:May 24, 1989 MEMBERS ATTENDING: LaVern Johnson, Gwen Solseth, Ed Giesen, Dick Marks. MINUTES FROM WEEK OF MAY 12, 1989 : Approved with change of Treasurer ' s Report. Amount of $.433 changed to $4.33. TREASURER ' S REPORT: Ms. Solseth said she had received a second package of copy paper from Business Outfitters due to mistake by clerk. An additional $1 . 70 was received from the copier fund. No funds have been received from the pop machine yet. No formal income/expense statement nor checking account were prepared . Checking account still has to be opened. REPORTS : A letter stating the prices of candy bars was prepared and sent to members prior to the meeting. The candy machine has 3 small slots and 8 large slots for candy bars. The committee decided to purchase 2 types of lifesavers and a breath mint, along with the following eight candy bars: M&M' s Plain Snickers Rolos Mars Bar Skittles Peanut Butter Cups Peanuts Salted Nut Roll MOTION To purchase the candy bars in August to be installed in the candy machine after funds are available. Approved by all present. MOTION To sell the candy bars at $ . 50 each in the machine . Approved by all present. DONATION LETTER A copy of a proposed letter to be sent to potential donators for the building fund was included with the minutes of the last meeting. After reading the letter, the members discussed when the letter should be sent out to the professional community. Mr . Marks said that the letters should be sent with self addressed, stamped envelopes to insure a better return of donations . The cost of mailing the donation letters was estimated as follows: Stamps: 110 letters @ $ . 25/letter = $27. 50 110 Return envelopes & Stamps = $27. 50 Address Stamp: = 6 . 50 Envelopes: = 2.00 Cost of lables and computer list prep. = 50. 00 All costs would be discussed at a later date when exact amounts had been calculated and funds dispersed when appropriate. 1 MOTION The mailing of the donation letters will proceed, and expenses will be reimbursed to the secretary when funds are available. The letter of solicitation was approved with changes. (A sample copy of the letter is included with the minutes. ) Lions Meeting The Lions Steak Fry, thanking all the donators to the building, will be held at 6 :30 p.m. on July 26 . Members of the youth building committee and requested to attend to receive formal presentation of the building by the Lions to the committee. POLICY: Use of the Youth Building. Suggested Policy for groups and organizations desiring to use the Youth Building for various activities and meetings. The Shakopee Youth Building is available for all non-profit organizations who need a location to hold activities and meetings for the youth of Shakopee. The building is also available for non-profit senior citizen activities — r the The building will be restricted from use for: Private weddings, parties, anniversaries, birthdays, banquets or other ceremonies or activities not affiliated with youth or senior citizen organization 5, Any other use of the building will be reviewed by the building committee. Any use of alcoholic beverages, tobacco or controlled substances is forbidden in the youth activity building. tby any or group la..-1-so use the building. �c,- +�Al,* ) ^ /(,) This policy will be reviewed and voted upon at the next scheduled meeting of the youth building committee. The above policy will be reviewed by the members, and changes or ammendments made as agreed upon. Screen Doors-Building Ventilation The members of the committe discussed methods of providing ventilation in the building. Wood Screen doors were discussed as a possible solution on the three exit doors. A decision will be made when monies are available for their construction. Mr. Giesen made the comment that the use of the building for tornado protection by the elementary school was simplistic, since normally, only a two minute warning is available . This time period is not adequate to allow the children to reach the youth building before a tornado would strike. The meeting was adjourned at 5: 22 p.m. THe next meeting will be held Friday, June 16 at 4 p.m. 2 ( 4-21-89 .SYB) YOUTH ACTIVITY BUILDING COMMITTEE MEETING MINUTES: APRIL 21, 1989 MEMBERS ATTENDING: Dick Marks, Gwen Solseth, LaVern Johnson. The meeting opened at 4:27 p.m. MINUTES OF MEETING HELD 4-7-89: Approved. TREASURER' S REPORT: No report. No funds. REPORTS: Mr. Johnson reported that H.J. Ring Fire Extinguisher Co. had donated two fire estinguishers to the building. It was suggested that a grand opening for the building be held during September, 1989, when the final work on the building had been completed. The construction of the fireplace has been delayed due to an injury to the mason who will be constucting it. The next meeting was scheduled for May 12, 1989 at 4 p.m. Meeting was adjourned at 4:44 p.m. YOUTH ACTIVITY BUILDING COMMITTEE MEETING MINUTES: April 7, 1989 MEMBERS ATTENDING: Dick Marks, Lavern Johnson, Ed Giesen MINUTES OF MEETING 3/29/89: Approved TREASURER' S REPORT: None REPORTS: The meeting convened at 4: 15 p.m. with Mr. Ed Dressen addressing the committee. Mr. Dressen discussed with the committee members present the items which remained to be completed in and around the building. These items are noted as follows: Rebuilding of wooden steps to the basement Taping of the Basement Bathroom walls Recleaning of the Basement Floor Finishing of the Basement Floor Finishing of tile in foyer and on the ledge to the basement. Finishing of fireplace after outside landscaping is completed. Removing Debris around the perimeter of the building. Driveway to be extended in a U-Shape within 20 feet of the building. Mr. Dressen requested that some of the members be present on Monday, April 10 to clean around the perimeter of the building. He added that a chair should be taken to John Trutnau at Precision Metal, located behind Champion Auto, so chair racks can be made for the loose folding chairs in the building. Mr. Johnson reported that a first aid kit had been received from Marge Bodin at St . Francis Hospital for use in the scout building. The meeting adjourned at 5: 10 p.m. Next meeting is scheduled for Friday, April 21, 1989, at 4 p.m. YOUTH ACTIVITY BUILDING COMMITTEE MEETING 3-21-89. syb MINUTES: MARCH 29, 1989 MEMBERS ATTENDING: Ruth Bayless, Dick Marks, Lavern Johnson, Gwen Solseth, Ed Giesen. The meeting opened at 4: 15 p.m. MINUTES OF MEETING 3/12/89: Approved with correction of name of Phil Hvidsten. TREASURER' S REPORT: None at this time. Checking account has not been opened. REPORTS: Ruth Bayless brought the members of the committee up to date on events and issues affecting the building. A summary of the discussion at the meeting is given below. Senion Citizens will start using the youth activity building around April 25, 1989 . Cleaning: The girl scouts will clean the youth building during the month of April . The cub scouts will be responsible during May. Dan Gerald has volunteered to do the building floor on a weekly basis if necessary. He needs cleaning supplies and wax. He said the school is willing to donate a machine to help the keep the floors waxed. Basement Floor: Ms. Bayless said the Tenant Company will provide the materials to finish the floor at a reduced price. Mr. Gerald has offered to apply these materials. Donations: Letters are being prepared, along with a list of business and professional people, to request donations for the youth activity building. Shakopee Showcase: Will be held Monday, April 17, from 6:30 to 8:30 p.m. at Canterbury Downs Race Track. The girl scouts will have a canister for collecting donations for the building. The Cub scouts will have a poster showing the building, and stating that donations can be offered at the Girl Scout Booth. Dick Marks will develop three posters for the building, if photos are provided. The posters will also show a listing of the current donors. The amount of the donation will not be listed, but what was donated, or how the money was used, will be included. The Webelos will hand write letters in May. Basement Ceiling: The suspended accoustical ceiling, including panels and steel supports, will cost $1 , 982 . 87 . The 30 flourescent fixtures will cost $1, 259 .70. Total cost: $3, 242. 57. 1 Duties of Committee: The building committee is to schedule activities, and maintain the interior. Completion of the building is not under their jurisdiction. Nor is solicitation of funds. However, the scouting and other organizations using the facility may request donations. Derby Days: Will be held August 25 and 26. Location at Lions Park or Downtown Shakopee has not been decided. A snow cone machine appears to have been donated. More information will be forthcoming. Appointment Affirmation: A letter confirming the appointment of the committee members, reasserting the terms of the officers, is to be sent to Judy Cox at the Shakopee City Hall. The initial terms are: Chairman- Lavern Johnson, 2 years Vice Chairman-Ed Giesen, 1 year Secretary-Dick Marks, 1 year Treaurer-Gwen Solseth, 2 years Scheduling and Supplies- Ruth Bayless, 2 years Ms. Bayless informed the members of the committee that reappoint could be automatic to the posts, unless the individual officers requested they not be reappointed. MOTION: To accept the tenative committee positions voted on at the previous meeting, of the committee officers. Seconded and carried unanimously. Pop Machine: Pete Clay of the VFW has offered to supply a pop machine for the building. Mr. Clay said he would stock the machine for two years, and would pay the committee 10% of the gross revenue received. After two years he said he would give the machine to the building. The machine would be a can type only, which could include beverages such as soda pop, fruit juice, etc. Members discussed the safety of the machine. Due to an incident at a local store in Shakopee, the members wanted Mr. Clay to make sure the machine was well secured and could not be pulled over. MOTION: That the building committee accept the can type pop machine from Pete Clay to be placed in the basement of the youth building. The machine is to be installed, secured and maintained for two years by Mr. Clay, who will pay the committee 10% of the gross proceeds for the general building fund. After two years, the machine is to become the property of the building. Motion was seconded and passed unanimously. 2 Schedule of events: 4 The city council has requested that a calendar displaying who is using the building, be installed outside of the building. In light of the recent shootings of children and fears of potential kidnapping, abduction or child abuse, the committee chose to reject this request. A calendar will be developed for the inside of the building. Often, one or two adults are in charge of a number of children, and these children could be at risk if someone knew when they were at the building. Signators: It was agreed that three signatures be available for signing checks for the building committee, but only two signatures were necessary for signing a check. MOTION: To authorize the chairman, treasurer and secretary to sign checks for the building fund account, but requiring only two signatures to validate a check. Motion was seconded and passed. Lighting: Leroy Houser is to be contacted to provide spare lights for the building lighting fixtures and outdoor lights . Mr. Houser is in charge of the building structural components. Adjournment: 5 : 30 p.m. • 3 Shakopee Youth Building Committee Lions Park Shakopee, Mn. 55379 March 28, 1989 Ms. Judy Cox City of Shakopee 129 East First Avenue Shakopee, Mn. 55379 Dear Ms. Cox; Per your request, we are affirming the appointment of the following members to the Shakopee Youth Building Committee, passed by the Shakopee City Council March 21, 1989 . Lavern Johnson (Chairman-2 years) Ed Giesen (Vice Chairman-1 year) Richard Marks ( Secretary-i year) Gwen Solseth (Treasurer-2 years) Ruth Bayless ( Scheduling and Supplies-2 years) The parentheses signify the offices each members has been assigned by agreement of all the members, and their terms. The committee thanks the City Council for their appointment, and the members will do their best to insure fair and equitable scheduling and maintenance for the use of the building. Minutes of the meetings of the committee are available to you upon the request of the city council. If you have any further questions, please contact any of the committee members. Thank you. Yours Truly, Richard G. Marks Secretary Shakopee Youth Building Committee YOUTH ACTIVITY BUILDING COMMITTEE MEETING 3-12-89.syb MINUTES:March 12, 1989 MEMBERS ATTENDING: Ruth Bayless, Ed Giesen, Dick Marks, Gwen Solseth, Lavern Johnson. The meeting opened at 2:30 p.m. at the Youth Building. REPORTS: Ruth Bayless made copies on the (donated copy machine) for all members of the Shakopee Youth Organization's Building Financial Report, dated 2/20/89 . A copy of that report has been added to these minutes. A usage checklist, which outlines the requirements that are to be followed by anyone using the building, was corrected by the members and will be printed at Clay ' s Printing in Shakopee . Anyone using the facility will be given a copy of the checklist and a key. The key and checklist must be returned, with the checklist filled out, within 24 hours of using the building. C If the facilities are not cleanedanyone using the building, a $25 cleaning fee will be assessed to that organization. Ms. Bayless told the committee that she had talked with George Muenchow, the Shakopee Recreation and Parks Director, regarding the scheduling of the building for activities. She was told by Mr. Muenchow that he was perfectly willing to let her schedule all meetings in the building. The bathrooms in the basement are scheduled for finishing the weekend of March 18-19, 1989 . Carpeting for the basement stairways, including padding and installation, has been donated by Lebens Carpet of Shakopee. Several stair treads need to be shortened before skirt boards can be installed. The carpeting can then be installed. The PA system and speakers have been donated by Mortel Co. The unit is currently being repaired and will be installed. No date has been given. Maintenance Schedule The floor is to be waxed a minimum of once a month. A janitor for one of the schools, Dan Gerald, has offered to donate his time if we provide the supplies. The chairs will need to be racked after usage, but the tables can be left in place in a horseshoe. These items are relatively easy to move around. A maintenance schedule for the organizations using the building will be established for routine maintenance twice a month. The tenative dates for the maintenance are the mornings of the first and third Saturdays of each month. Each organization will take one month to clean the facility. Currently, the main organizations are the Girl Scouts and Cub Scouts. Other regular use organizations will be rotated in at a later date. The items to be maintained include: Wiping down walls Washing Glass-Doors, windows, mirrors Mopping Floors Cleaning Kitchen and countertops Cleaning Bathrooms Racking Chairs Organizations already scheduled for use in the building include: Girl Scouts Jaycees WIC c High Potential Students 4-H Brownies Cub Scouts Webelos The Shakopee Senior Citizens group has requested Ms . Bayless talk to their group regarding using the youth building twice a month for their luncheons. They will need an access ramp before they will be able to use the facilities. It is our understanding that these people are meeting currently at the Senior Citizens High Rise. The group, however, is not associated with the high rise, and needs an independent location to meet. The locks on the doors have been changed. The master keys are held by Dick Marks . Ruth Bayless has the other keys . Each member of the committee received a key at the meeting. Candy Machine A candy machine has been donated to the building. Candy will be supplied at $.27/bar, and sold at $.50/bar. Profits will be used for the building fund and supplies. The key for the machine is held by Phil Fiavel-ick and one committee member. Excess candy will be taken by Phil�ud ��s7. Letters of thank you are to be prepared for the donators of the building through the scouting organizations, after a complete list of addresses has been compiled. Solicitation letters for additional donations will be prepared to be sent to the business/professional community. Tenative positions on the committee will include: Chairman: Lavern Johnson Vice Chairman: Ed Giesen Secretary: Dick Marks Treasurer: Gwen Solseth Scheduling and Supplies: Ruth Bayless The members suggested the purchase of a copy of "Roberts Rules of Order" to be held by the secretary. A checking account will be established with three members of the committee being authorized to sign checks. However, only two signatures will be needed to issue checks. The next meetings are to be held on the following dates: 4 p.m. Thursday, March 23, 1989 4 p.m. Friday, April 7, 1989 The phone number for the Youth Building is 496-3283. There is a long distance and collect call block on the line. Meeting adjourned: 3:55 p.m. YOUTH ACTIVITY BUILDING COMMITTEE MEETING MINUTES:FEB. 24, 1989 m2-24-89.syb MEMBERS ATTENDING: Ruth Bayless, Ed Giesen, Dick Marks, The meeting opened at 6:05 p.m. at the Youth Building. Ruth Bayless reported that the Scott County 4-H organization was now booked as a permanent user of the building beginning Thursdays, March 23. She also mentioned that letters of thanks should be sent out to all the businesses and organizations who contributed to the construction of the building. A need for an exit light in the basement and fire extinguishers was discussed. The volunteer Fire Department and Ring fire extinguishers are to be contacted for donations. The Rotary Club is to be contacted this Spring about their consideration of donating a ceiling for the basement of the building. Ed Dressen attended the meeting for several minutes, and suggested that future donations should be designated as to what they were to be used for. A separate checking account could be opened to hold these donations. The telephone is to be installed Thursday. It will be an unlisted number which permits local calls only. A phone block will not allow acceptance of collect calls or long distance calls. Any number with a "1" will be blocked out. The fee will be $20 per month, and the bill would be accepted by Leroy Houser. A tax exempt No. is needed for the phone to avoid taxes. It was also noted that the wall and base cabinets in the kitchen would be installed Monday. A PA system was being donated by Mortel Co. , but the scouts would have to purchase speakers. The American Legion is to be contacted for interior flagpoles for the building. The building code allows for 332 people on the main floor, due to the four exits available. The girl scouts will be putting on a "building shower" , and Ruth Bayless read a list of items which the girls would be donating. A sign is to be made to be hung over the main floor light switches which will read, "Leave light on at all times in lobby, all doors must be unlocked dring occupancy. " The basement bathrooms are unusable at this time. The basement was to be cleaned Sunday at 1 p.m. The meeting adjourned at 7:30 p.m. y MINUTES OF THE SHAKOPEE PUBLIC UTILITIES COMMISSION The Shakopee Public Utilities Commission convened in regular session on January 8, 1990 at 4 : 30 P.M. in the Utilities meeting room. MEMBERS PRESENT : Commissioners Kirchmeier, Cook and Kephart . Also Manager Van Hout and Secretary Menden . Motion by Kephart , seconded by Cook to approve the minutes of the December 4 , 1989 regular meeting as kept . Motion carried. BILLS READ : City of Shakopee 20 , 032 . 00 ABM Equipment 163 . 00 A T & T 18 . 57 Larae K Anderson 450 . 00 American Water Works Association 69 . 00 Auto Central Supply 3 . 09 Bauer Built Tire and Service Center 399 . 65 Bills Toggery, Inc . 233 . 85 Border States Industries , Inc . 116 . 32 Burmeister Electric Co . 562 . 80 Business Outfitters , Inc . 2 , 360 . 38 C & H Carpenter Lumber 9 . 26 C & W Transportation Co . 1 , 260 . 00 Champion Auto Stores 27 . 24 City of Shakopee 950 . 27 City of Shakopee 114 . 18 City cf Shakopee 636 . 24 Julius A Coller Ii 90 . 00 Communications Auditors 102 . 04 Computerland 11 , 739 . 00 Feed Rite Controls , Inc . 429 . 96 Ray Friedges 228 . 00 General Office Products Co . 78 . 65 Glenwood Inglewood 12 . 25 Gopher State One-Call , Inc . 192 . 50 Graybar Electric Supply, Inc . 2 , 173 . 85 H & C Electric Supply 905 . 91 Harmon ' s Hardware Co . 209 . 82 Hennen ' s ICO 8 . 25 KAR Products 259 . 95 Leef Bros . , Inc . 22 . 50 M/A Associates , Inc . 131 . 00 ti } Motion by Cook, seconded by Kephart to adopt the five year plan for the years 1990-1994 from the draft dated 1/6/90 with the changes discussed. Motion carried. A request for a proposal has been drafted by Manager Van Hout and will be sent to various engineering firms . Liaison Wampach gave his report on recent Council action. Manager Van Hout informed the Commission of a new law firm established with the same personnell who had been working on our behalf for the service territory acquisition. Motion by Cook, seconded by Kephart that the Shakopee Public Utilities appoint the law firm of McGrand, Shea , Franzen, Carnival and Lamb as their legal representatives in the service area acquisition. Motion carried. The Minnesota Municipal Utilities Association is asking it ' s members to appoint delegates to represent each member for voting purposes . The Commission President will remain as the voting representative from the Shakopee Public Utilities Commission, with the Utilities Manager being the alternative . Motion by Kephart , seconded by Kirchmeier to offer Resolution #355 a Resolution Designating an Official Means of Publication . Ayes : Commissioners Kephart , Cook and Kirchmeier. Nayes none . Resolution passed. Motion carried. Motion by Cook, seconded by Kephart to offer Resolution #356 A Resolution Designating Official Depositories of the Shakopee Public Utilities Commission Funds . Ayes : Commissioners Cook, Kirchmeier and Kephart . Nayes : none . Resolution passed. Motion carried. Motion by Kirchmeier, seconded by Cook to offer Resolution #357 a Resolution Setting the Amount of the Trunk Water Charge, Approving of Its Collection, and Authorizing Water Service to Certain Property Described as Meadows Second Addition. Ayes : Commissioners Kirchmeier, Cook and Kephart . Nayes : none. Resolution passed. Motion carried. Motion by Kephart , seconded by Kirchmeier to offer Resolution #358 a Resolution Approving Payment for the Pipe Oversizing Cost on the Watermain Project : Marschall Road, South of 11th Ave, Project #87-4 . Ayes : Commissioners Kephart , Cook and Kirchmeier. Nayes : none. Resolution passed. Motion carried. Metro Sales, Inc . 296 . 48 Minnesota Environmental Quality Board 309 . 67 Minnesota Municipal Utilities Association 175 . 00 Minnesota Valley Testing Laboratories , Inc . 32 . 00 Mor-Tel Phone Center 89 18 Motor Parts Service of Shakopee 27 . 51 NAPA Auto Parts of Shakopee 82 . 77 Northern Sanitary Supply Co . , Inc . 150 . 85 Northern States Power Co . 332 . 32 Northern States Power Co . 981 . 27 Northern States Power Co . 66 . 50 Northern States Power Co. 241 , 581 . 46 O ' Connor and Hannan 1 , 146 . 10 Reynolds Welding Supply Co. 7 . 93 Schoell and Madsen, Inc . 7 , 161 . 03 Shakopee Public Utilities Commission 283 . 40 Shakopee Services , Inc . 33 . 00 Southwest Suburban Publishing, Inc . 137 . 80 Starks Cleaning Services Inc . 68 . 00 Simon-Midwest , Inc . 548 . 92 T & R Service 20 . 00 Tension Envelope Corporation 863 . 95 Total Tool 170 . 56 U . S . West Communications 330 . 93 Valley Industrial Propane, Inc . 11 . 53 Warning Lites of Minnesota , Inc . 193 . 75 Water Products Company 350 . 62 Westinghouse Electric Supply Co. 391 . 00 Woodhill Business Products 1 , 012 . 95 WordPerfect Corporation 33 . 00 Yarusso ' s Hardware 99 . 70 City of Chaska 400 . 00 Motion by Cook, seconded by Kephart that the bills be allowed and ordered paid. Motion carried. Jim Dunning was present to give an update as to the progress of the new billing system. A communication from City Clerk, Judy Cox requesting a postponement of the joint meeting with the City Council was acknowledged. A communication from William Bigot regarding the installation of an electric line which would temporarily cross his property was acknowledged . Liaison Wampach arrived and took his seat . The five year plan and cash reserve projections for the calendar years 1990-1994 was presented to the Commission. 1 (t Motion by Cook, seconded by Kirchmeier to offer Resolution *359 a Resolution Approving Payment for the Pipe Oversizing costs on the Watermain Project : Heritage First Addition. Ayes: Commissioners Cook, Kirchmeier and Kephart . Nayes: none. Resolution passed. Motion carried. Motion by Kirchmeier, seconded by Cook to offer Resolution #360 A Resolution Approving of the Pipe Oversizing and Special Cost Sharing on the Watermain Project: Vierling Drive South of Hauer ' s Fourth Addition, City Project 1987-12 . Ayes: Commissioners Kirchmeier, Kephart and Cook. Nayes : none. Resolution passed. Motion carried. Motion by Kephart , seconded by Kirchmeier to offer Resolution #361 A Resolution Approving Payment for the Pipe Oversizing Cost on the Watermain Project: Vierling Drive South of Hauer' s Fourth Addition. Ayes : Commissioners Kephart, Cook and Kirchmeier. Nayes : none. Resolution passed. Motion carried. There were no new plats for December, 1989 . There were three fire calls for a total man hours of four hours and 10 minutes . There were no lost time accidents for December, 1989 . The next regular meeting of the Shakopee Public Utilities Commission will be held on February 5, 1990 at the Shakopee Public Utilities meeting room at 4 : 30 P.M. Motion by Cook, seconded by Kirchmeier that the meeting be adjourned to January 17 , 1990 . Motion carried. \-))6A/66A.A Barbara Menden, Comm. Secretary MINUTES OF THE SHAKOPEE PUBLIC UTILITIES COMMISSION Special Session The Shakopee Public Utilities Commission convened in special session on January 17 , 1990 at 4 : 30 P.M. in the Utilities meeting room. MEMBERS PRESENT: Commissioners Kirchmeier , Kephart and Cook. Also Manager Van Hout and Secretary Menden. Motion by Cook, seconded by Kephart that the Shakopee Public Utilities Commission move to an executive session for the purpose of discussing employee salaries and personnel policies . Motion carried. President Kirchmeier moved to an executive session. Motion by Cook, seconded by Kephart that the meeting be adjourned. Motion carried. ��.- 0 n\` _51,-yG- Barbara Menden, Co mission Secretary 4 MINUTES OF THE COMMUNITY DEVELOPMENT COMMISSION City Council Chambers Shakopee, MN January 17, 1990 Vice-Chair DuBois called the meeting to order at 5: 10 P.M. with the following members present: Commissioners Miller, DuBois and Albinson. Commissioner Brandmire was absent. Chairman Joos arrived at 5:40 P.M. Barry A. Stock, Assistant City Administrator and Janelle Szklarski, Planning Intern were also present. Miller/Albinson moved to approve the minutes of the December 20, 1989 meeting as kept. Motion carried unanimously. Mr. Stock informed the Committee that City Council had approved the Tax Increment Financing plan for the FMG project. Mr. Stock stated that he expected FMG to break ground in February. Mr. St3tk then reviewed the 5th Avenue Project request for proposals that were submitted. He stated the only one developer has submitted a proposal for the project. Mr. Stock stated that the developer is proposing that the City of Shakopee acquire all the property in option area A and B. Upon acquiring the property the developer is proposing to reimburse the City $12, 500 per acre. The developer is also proposing to construct single family homes and a Senior Citizen Cottage concept development. The developer is also proposing to construct the public improvements in the development area. Finally, the developer has agreed to enter into a Developer's Agreement with the City of Shakopee and post a Performance Bond or letter of credit in an amount equal to the estimated land acquisition value. Mr. Stock stated that he would be submitting the proposal to City Council for their review and consideration. Mr. Stock stated that while the City's acquisition may be higher than what will be reimbursed to the City by the developer, it may be in the best interest of the City to pursue this project and place the property on the tax rolls at a higher value than is currently in place. Mr. Stock stated that Pablo's Restaurant was considering relocating in a new structure on Marschall Rd. between the Eagle Creek Plaza and Super 8 Motel. Mr. Stock stated that Northstar Auto Auction will be relocating from their present location to a site in the Industrial Park across the highway from Valleyfair. Mr. Stock noted that the preliminary project value is in excess of $7,000, 000. He also noted that approximately 48 acres of the development site will be paved. Mr. Stock noted that the developer has not requested tax increment financing assistance. Mr. Stock submitted the Community Development Commission's 1989 Annual Report for the Committee's review and consideration. Albinson/Miller moved to approve the 1989 Annual Report and forward it to City Council for their approval. Motion carried unanimously. Minutes of the Page - 2 Community Development Commission January 17, 1990 Mr. Stock reviewed the Rehab Grant Program and Policies. Mr. Stock stated that the proposed program would provide a 25% grant to eligible applicants . Applicants would have to provide 75% owner equity into the project. Mr. Stock noted that funds for the program are proposed to be taken from the HRA reserve fund. Mr. Miller questioned where the funds for the 5th Avenue Project would come from if the City acquires the property. Mr. Stock stated that the HRA reserve fund would be a potential source of funds for the property acquisition for the 5th Avenue Redevelopment Project. Commissioner Miller stated that he was concerned that the Rehab Grant Program not be short circuited for funding if the 5th Avenue Project proceeds as proposed. Mr. Stock noted that a future potential source of funds would be assessments that have been deferred and originally paid for with tax increment financing proceeds. Mr. Stock noted that several deferred assessments are due in 1990 and subsequent years. Commissioner DuBois questioned what type of security applicants would have to provide prior to receiving grant funds. Mr. Stock noted that applicants receiving $2 , 500. 00 or more of grant proceeds shall be required to post a Performance Bond or establish an escrow account with the City in an amount equal to the grant award. Additionally, projects under the $2 , 500. 00 level would have to provide evidence of financing from a local financing institution. Albinson/Miller moved to recommend to City Council that the Rehab Grant Program and Policies be approved. Motion carried unanimously. Mr. Stock stated that the present tax increment financing application fee in the City is $2 , 500. 00 . A new law that went into effect on January 1, 1990 required municipalities to publish in conjunction with the public hearing notice a map identifying the proposed tax increment project area. Mr. Stock noted that this new requirement increased the cost incurred by the City in the amount of approximately $800. 00 . Mr. Stock suggested that the CDC consider increasing the tax increment financing application fee to cover the additional cost. Mr. Stock noted that he is proposing that the tax increment financing application fee be increased to $5, 000 . 00 . If the project is approved, $2 , 500. 00 shall be refunded to the applicant at such time as the tax increment financing assistance is disbursed to the applicant. Mr. Stock noted that if a tax increment project proceeds, the City can charge an administrative fee as a part of the Developer' s Agreement and capture the fee through tax increment proceeds which are collected. Commissioner Albinson questioned how much of a refund an applicant would get if the project did not proceed. Mr. Stock stated that this issue is not addressed in the current or proposed policy and should be. Mr. Albinson suggested that if a project applicant is delaying in proceeding with the project that perhaps at some point in time an additional tJ Minutes of the Page - 3 Community Development Commission January 17, 1990 application fee could be requested. Commissioner Miller stated that he liked the idea of charging the applicant $5, 000. 00 up front and $5, 000.00 when the public hearing is set for the project. He also stated that if the City's current policy is to refund a portion of the money he feels that it would be appropriate. Mr. Miller then questioned if the application fees only applies to industrial tax increment projects. Mr. Stock stated that it would apply to all tax increment projects in Shakopee. Mr. Stock requested that the Commission table action on this issue until he can amend the policy, keeping in the mind comments made by the commissioners at tonight's meeting. Miller/Albinson moved to table action on the tax increment financing application fees until the February meeting. Motion carried unanimously. Mr. Stock stated that the City Council in their discussion of the One Year Work Program added an objective which directed the CDC to explore a Newsletter concept which could be distributed to Shakopee residents informing them of service opportunities, City issues, developments and other City requirements. Mr Stock stated that there were several options available to the Committee and the City Council. He noted that at the present time the CDC has been attempting to produce and distribute a quarterly Newsletter. The Newsletter is distributed through the Shakopee Valley News as an insert. Approximate distribution costs are $180. 00. Printing costs have generally averaged approximately $200. 00 per issue for a one page issue. Mr. Stock stated that he felt quite confident that the City Council 's intent was to have the Newsletter directly distributed to Shakopee residents ' homes. Assuming a 4 , 000 home circulation area and the City obtaining a bulk rate mail permit, the approximate mailing cost for this alternative would be approximately $500. 00 per issue. Mr. Stock noted that there are several companies that do produce Newsletters for cities. In 1988 he did received a cost quotation from a company that would be willing to produce a four page newsletter at a cost of $1, 400. 00. This did not include mailing costs. Mr. Stock noted that he has also contacted a private contractor who is producing the Savage Newsletter. The private contractor has suggested that a fee of $1, 000. 00 per issue would be appropriate. This would also not include mailing costs. Mr. Stock noted that the private contractor would sell ads in the newsletter. Mr. Stock noted that if we go with a private company, their cost would be reduced if they were allowed to sell ad space in the newsletter. Commission questioned the funding source for this project. Mr. Stock stated that there is approximately $2 , 000. 00 budgeted in the CDC budget for a newsletter. Mr. Stock also noted that several of the other City budgets include funds for advertising. He suggested that perhaps the City could advertise the Dial-A-Ride and recycling programs in the newsletter and charge a portion of the cost to Minutes of the Page - 4 Community Development Commission January 17, 1990 those budgets. It was the consensus of the Committee that they would like to pursue a newsletter that did not have display ads. The Committee d4d not have a problem with public service announcements for City programs and services such as Dial-A-Ride and Recycling. Mr. Stock stated that at the present time he does not feel that he has the time to produce a quarterly newsletter. He noted that the City does have the appropriate software to design a newsletter but that he simply does not have the time to write articles and lay out the newsletter so that it is attractive and professional looking. Chairman Joos stated that he felt the City should attempt to produce a newsletter in house. Mr. Stock reminded Mr. Joos of the poor track record in producing the last several CDC newsletters. Commissioner Albinson suggested that staff contact Josey Corning. He noted that she currently produces the Scott County Transportation Coalitions Newsletter. It was the consensus of the Committee to have staff prepare firmer cost estimates on the production and distribution costs of a newsletter. Mr. Stock reported that the Downtown Committee is presently working on a review of the 8-3 section of the Shakopee Zoning Ordinance. They have also recently discussed incorporating building design standards into the B-3 section of the Zoning Ordinance. However, it was the consensus of the Downtown Committee that rather than have the design standards formally included in the City Ordinance, they would simply be suggested standards at this time. Commissioner Albinson stated that the Transportation Coalition met yesterday. He noted that MN DOT has informed the Coalition that they are not proposing to construct any of the bridges on the southerly bypass with the exception of a bridge at County Road 83 . Mr. Albinson stated that MN DOT' s position is that if the county wants bridges at the other intersections, they will have to fund them. Mr. Albinson stated that the Coalition will be attempting to determine how they can insure the construction of the southerly bypass as originally proposed. Mr. Miller stated that the City Council reaffirmed the Park Development Subcommittee of the CDC at their meeting last night. He noted that he is proposing that the Park Development Subcommittee be comprised of two CDC members, two Rec Board members, a Council liaison, one City staff person and one staff person from the Community Rec Department. Mr. Miller stated that he would like to have staff attempt to gather information on the current job duties and responsibilities of the existing staff and Minutes of the Page - 5 Community Development Commission January 17, 1990 also attempt to obtain a budget outlining their activities during the year. Mr. Miller hoped that the Subcommittee could have a recommendation for Council 's review and consideration prior to the 1991 budget work sessions (August) . Commissioner DuBois stated that she held off on organizing the City Hall Siting Committee until City Council confirmed the status of the Subcommittee in their adoption of the One Year Work Plan. She stated that she is attempting to put together a six person committee to investigate City Hall sites. She hoped that the Committee would meet some time in February. Mr. Stock stated that the CDC in cooperation with the Chamber of Commerce is proposing to sponsor a joint Industrial Appreciation Session. The tentative date has be scheduled for Thursday, February 1, 1990 at 5: 00 P.M. The proposed site for the Appreciation reception is the Canterbury Inn. Mr. Stock noted that the tentative plan is to invite the mayor, legislators and a representative from the Transportation Coalition to give brief informational updates on areas of concern. The meeting will also include a half hour presentation on Workmen's Compensation issues. Mr. Stock hoped that over 100 persons would attend the meeting. Mr. Stock noted that invitations would be sent to all the industries in the Industrial Park and Shakopee proper. Mr. Stock informed the Committee that the membership size has been increased from six to seven members. An additional appointment to the Commission will be made by City Council at their meeting on February 6, 1990. DuBois/Miller moved to adjourn the meeting at 6: 50 P.M. Motion carried unanimously. Minutes of the Energy and Transportation Committee Meeting Regular Session Shakopee, Minnesota January 17, 1990 Chairman Ziegler called the meeting to order at 7: 00 p.m. with Commissioners Otto and Drees present. Commissioners Spiotta, Prudoehl, Roman and Amundson were absent. Barry A. Stock, Assistant City Administrator and Janelle Szklarski, Planning Intern were also present. Drees/Otto moved to approve the minutes of the December 20, 1989 as kept. Motion carried unanimously. Ms. Szklarski stated that one of the objectives of the Energy and Transportation Committee's One Year Work Plan for 1990 was to establish a policy regarding the mailing of extra service coupons to residents. Currently residence must purchase coupons at either City Hall or the Scott County License Bureau during regular business hours. Ms. Szklarski explained that these hours are inconvenient for many work and older residents, and that in order to make the coupons accessible to as many residents as possible, a policy which governs the mailing of coupons to residents should be established. In addition an appropriate service charge should be determined. Ms. Szklarski suggested that only full books of coupons be mailed to residents. She also stated that residents would be required to pay for the coupons in advance. She explained that postage for the coupons is 250 for a book of coupons and 450 for two books. She suggested that a fee of 750 for one book and $1. 00 for two books be added to the price of the extra service coupons to cover the postage and administrative expenses. Ms. Szklarski explained that such a service charge structure would encourage residents to order two books at a time. Mr. Stock stated that as issues regarding refuse and recycling surfaced, policies addressing them should be adopted. Doing so would allow these issues to be handled in a consistent manner, regardless of changes in staff or committee members. Chairman Ziegler questioned how the new policy would be made known to residents. Mr. Stock stated that the City currently promotes its recycling and refuse program through flyers and ads in the Shakopee Valley News, and that the new policy would be explained through these means. Otto/Drees moved to recommend to City Council the adoption of Refuse/Recycling Policy #1, which reads as follows: Mailing of extra service coupons to residents and establishment of a service charge. Minutes of the Page - 2 Energy and Transportation Committee January 17 , 1990 Adopted: All residents who wish to have the City of Shkopee mail extra service coupons to their home, shall request either one book of 5 coupons or two books of 5 coupons. The coupons will not be sold individually through the mail . Individual coupons will only be sold at City Hall or the Scott County License Bureau during their regular business hours. Residents shall be required to pay for the coupons in advance of their being mailed. In addition to the cost of the coupons, the City shall require residents to pay a service charge of 75¢ for one book of 5 coupons and $1. 00 for two books of coupons. This fee will be used to cover the postage and administrative expenses associated with this service. Motion carried unanimously. Ms. Szklarski stated that a policy regarding the issuance of credits to residents for refuse service paid for but not received should be established. She stated that staff had recently received a letter from Jim Boegeman requesting a 15 month credit to his utility bill for refuse service paid for but not received. Ms. Szklarski explained that when residents call SPUC to receive electrical service, they are automatically registered to receive refuse service from Waste Management. This charge is added to their utility bill . Mr. Boegeman decided to use a private hauler, but continued to be charged for Waste Management service on his utility bill . This continued for 15 months, and he would now like a credit for the entire amount. Ms. Szklarski explained that staff had already issued a credit for 6 months of service ($59 . 70) but that since there currently is no policy in effect which addresses this situation, the remaining credit of $70. 21 should be issued to Mr. Boegeman. Chairman Ziegler asked if a refuse container was delivered. Mr. Stock explained that 15 months ago the refuse containers were not yet available. Waste Management was not aware that Mr. Boegeman was their customer, therefore they did not deliver him a container. Commissioner Drees asked if SPUC had records of the amount of service that Mr. Boegeman was billed for. Mr. Stock stated that SPUC did have such records. He explained that the remaining credit of $70. 21 was broken down as follows: Minutes of the Page - 3 Energy and Transportation Committee January 17, 1990 2 months at $9.95 2 months at $7.83 5 months at $6.93 Commissioner Drees asked if SPUC explains to residents that they are automatically registered for garbage service with Waste Management. Mr. Stock stated that SPDC does in fact inform residents of this. At the end of each day, SPUC informs Waste Management of any new customers. At the end of every week, SPUC sends a list of new customers to the City. The City, in turn, sends an informational packet about recycling and refuse pick up to the new customers. They are made fully aware of the refuse service within the first week. Therefore, a situation like Mr. Boegeman's should not occur again. Ms. Szklarski stated that in order to avoid further conflict, the Energy and Transportation Committee should establish a policy which limits the amount of credits issued to three months. She stated that this would still give residents ample time to notify the City and/or SPUC of any discrepancy in their utility bill. It would also serve as a consistent method for handling complaints. Drees/Otto moved to recommend to City Council that Jim Boegeman be issued the remaining credit of $70.21 for refuse service paid for but not received. Motion carried unanimously. Otto/Drees moved to recommend to City Council the adoption of refuse/recycling Policy #2 , which reads as follows: Issuing credits to residents for refuse service paid for but not received. Adopted. Residents of Shakopee who decide to obtain service from a refuse hauler, other than the hauler designated by the City, shall notify Shakopee Public Utilities or the City of this decision. At that time, the refuse collection charge shall be removed from the resident's utility bill. In the event that the resident continues be charged for the refuse service on their utility bill, he should notify the City and/or Shakopee Public Utilities of the error. The resident shall then be reimbursed for the amount of service they paid for but did not receive. The amount of this credit shall not exceed three months. Minutes of the Page - 4 Energy and Transportation Committee January 17 , 1990 Motion carried unanimously. Mr. Stock stated that for the past four years the City has sponsored a clean up day. He stated that last year the cost of the program was roughly $8, 000. The previous Shakopee City Council had agreed to conduct another clean up day in 1990 . However, funds were not budgeted for the program. Therefore, funds would have to be allocated from the contingency fund in order to proceed with the project. Mr. Stock went on to state that it would be prudent for the City to hold its annual clean up day prior to Louisville ' s closure on May 15, 1990. He suggested that the 1990 clean up day be scheduled for April 21, 1990 . Mr. Stock stated that he has contacted Waste Management, along with private haulers who assisted in the disposal last year to determine if they would be interested in participating in our clean up program this year. They responded in the affirmative. Chairman Ziegler noted that last year residents had to wait in long lines at the dump site. Mr. Stock explained that this was due to the fact that only two compacting trucks were available, and they were filled simultaneously. Therefore, both trucks had to leave the site at the same time, causing the lines to form. Mr. Stock stated that this year more trucks would be available and they would be staggered in terms of when they were filled up. Mr. Stock noted that attachment #2 showed a proposed budget for the 1990 clean up day. Mr. Stock stated that the cost of the program has gone up simply because disposal costs have increased. He also noted that the program should be conducted Therefore her purposed that the gate fees and the charge to dispose of appliances and tires be increased. Drees/Otto moved to recommend to City Council that the annual community clean up day be held on Saturday, April 21 from 7 : 30 a.m. to 4 : 30 p.m. with the proposed 1990 tipping fee schedule as recommended by staff. Motion carried unanimously. Mr. Stock stated that as part of the 1990 Goals and Objectives the Energy and Transportation Committee had directed staff to look into conducting a hazardous waste dump day. He stated that he has contacted Scott County to determine the feasibility of such a program. They indicated that they would be willing to help with the financing. Mr. Stock stated that the hazardous waste day and Minutes of the Page - 5 Energy and Transportation Committee January 17 , 1990 the community clean up day would need to be held on separate days. He also stated that the hazardous waste day would be most productive if it was held on a county-wise basis. Therefore, he proposed that the hazardous waste day be pursued only if Scott County agreed to fund the project. Mr. Stock stated that each year the committee puts together an Annual Report outlining their activities from the previous year, and submits it to City Council for their review and approval . Otto/Drees moved to recommend to City Council approval of the 1989 Energy and Transportation Committee' s Annual Report as drafted. Motion carried unanimously. Mr. Stock then reviewed the Dial-A-Ride and Vanpool monthly reports. The recycling report and business update from City Hall were also reviewed. The 1990 Goals and Objectives were then discussed. Mr. Stock stated that he would definitely like to see a user survey for both the Dial-A-Ride and Vanpool service. He feels that such a survey would be a good indicator of how satisfied residents are with these services. Discussion then ensued on how Vanpool and Dial-A-Ride ridership could be increased. Drees/Otto moved to adjourn the meeting at 8 : 00 p.m. Motion carried unanimously. # 7 TENTATIVE AGENDA Energy and Transportation Committee Shakopee, Minnesota February 21, 1990 Chrm. Ziegler Presiding: 1. Roll Call at 7 : 00 P.M. 2 . Election of Officers: Chairperson Vice Chairperson 2nd Vice Chairperson 3 . Approval of Minutes - January 17 , 1990 4 . Southwest Metro/Shakopee Dial-A-Ride 5. Vanpool/Dial-A-Ride Survey 6 . Informational Items a. Dial-A-Ride Monthly Report b. Dial-A-Ride Saturday Service Report c. Van Pool Monthly Report d. Business Update from City Hall e. Recycling Report f. 1990 Goals and Objectives g. Residential Refuse Rate Survey h. 1990 City Cleanup Day i. Hazardous Waste Collection Day 7 . Other Business a. Next Meeting - Wed. , March 21, 1990 - 7 : 00 PM b. 8 . Adjournment Barry A. Stock Assistant Administrator CITY OF SHAKOPEE Note Meeting Time: 5:00 P.M. TENTATIVE AGENDA Community Development Commission City Hall Council Chambers Wednesday, February 21, 1990 1. Call to order at 5: 00 P.M. 2 . Approval of the minutes - January 17, 1990 3 . Election of Officers: Chairperson Vice Chairperson 2nd Vice Chairperson 4 . Economic Development Update: (Verbal) a. FMG b. 5th Ave. Project Request for Proposals 5. City Newsletter Alternatives 6. TIF Application Fees 7 . Subcommittee Reports (Verbal) a. Downtown Committee b. Transportation Coalition c. Park Development - (Minutes Attached) d. Business Appreciation e. City Hall Siting - (Minutes Attached) 8 . Discussion Items a. b. 9 . Informational Items: a. Business update from City Hall b. Rehab Grant Program - (Verbal) c. 10. Other Business a. Next Meeting - Wed. , March 21, 1990 - 5: 00 PM City Council Chambers b. 11. Adjournment Please call Barry or Toni at 445-3650 if you cannot make the meeting. TENTATIVE AGENDA ADJ.REG.SESSION SHAKOPEE, MINNESOTA FEBRUARY 20, 1990 Mayor Gary Laurent presiding 1] Roll Call at 7: 00 P.M. 2] Approval of Agenda 3] Resolutions of Appreciation 4] Liaison Reports from Councilmembers 5] Mayor's Report 6] RECOGNITION BY CITY COUNCIL OF INTERESTED CITIZENS 7] 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. ) *8] Approval of Minutes of January 31, and February 6, 1990 9] Communications: *a) Clete Link re: concerns of Concerned Citizens For Fair Taxation b] Dave Heller, Heritage Development, re: reimbursement for sanitary sewer costs *c] Tom L. Johnson, Director, Transportation Study Board, re: Transportation Study Board Interim Report *d] David Lawrence, Northern States Power Co. , re: electric rate increase 10] 7: 30 P.M. Public Hearing on proposed street reconstruction for Valley Industrial Boulevard North between CR-83 and Valley Park Drive - Res. No. 3198 (bring feasibility report, item 14b from 2/6/90 agenda) 11] Boards and Commissions - Planning Commission *a] Planning Commission Annual Report *b] Board of Adjustment & Appeals Annual Report c] Canterbury Industrial Park Registered Land Survey 12] Reports from Staff: a] Purchase of Computer Equipment for Fire Department - tabled 2/6/90 TENTATIVE AGENDA February 20, 1990 Page -2- 12] Reports from Staff continued: *b] State Reimbursement for Computerization DELETE c] Tahpah Park Lights - Res. No. 3202 Awarding Bid d] Community Youth Building Committee e] Bluff Avenue Improvements *f] Approve Purchase of Skid Steer Loader for Public Works g] Scott County Transportation Coalition *h] Approve Developers Agreement for FMG - tabled 2/6/90 *i] Appointments to Boards and Commissions *j ] Nomination to Ad Hoc Downtown Committee k] Approve Bills in Amount of $290, 862 . 03 1] Appointment to SHakopee Public Utility Commission - tabled 2-6-90 13 ] Resolutions and Ordinances: a] Res. No. 3199 , Declaring Cost to be Assessed for Market Street and Alley Improvements, Project No. 1988-6 *b] Res. No. 3197 , Ordering Report for Improvements to 4th Avenue Between Lot 3 and Lot 4 , Furrie ' s 2nd Addition c] Res. No. 3187 , Accepting Report for Upgrading All Gravel Streets in Urban Shakopee - tabled 2/6/90 (bring item 14a from 2/6/90 agenda) *d] Res. No. 3201, Setting Hearing on Vacating Easements in Outlot A and Lot 8 , Block 1, Canterbury Park 1st Add 'n. 14 ] Other Business: a] Joint Tax Study Presentation on March 1st, 1990 b] c] d] 15] Adjourn Dennis R. Kraft City Administrator MEMO TO: Dennis R. Kraft, City Admi 'strator FROM: Judith S. Cox, City Clerk RE: Resolutions of Appreciatio to Individuals Who Have Served on Various Boards and Commissions DATE: February 8, 1990 INTRODUCTION: Attached are six (6) resolutions expressing Council appreciation to individuals who have served on boards and commissions. BACKGROUND: The attached resolutions express Council appreciation to six (6) individuals who have served on boards and commissions and who ' s terms have recently expired. These individuals were not reappointed either because they asked not to be or because Council made other appointments. The individuals have been advised that the resolutions will be on the February 20th Council meeting and they may attend if they do not have a conflict. RECOMMENDED ACTION: 1) Offer Resolution No. 3188, A Resolution of Appreciation to Dave Czaja, and move its adoption. 2) Offer Resolution No. 3189, A Resolution of Appreciation to Lee Davis, and move its adoption. 3) Offer Resolution No. 3190, A Resolution of Appreciation to John Roepke, and move its adoption. 4) Offer Resolution No. 3191, A Resolution of Appreciation to Glenda Spiotta, and move its adoption. 5) Offer Resolution No. 3192 , A Resolution of Appreciation to Dan Steil , and move its adoption. 6) Offer Resolution No. 3193 , A Resolution of Appreciation to Terry Forbord, and move its adoption. JSC/tiv SY OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REG. SESSION SHAKOPEE, MN January 31, 1990 Mayor Laurent called the meeting to order at 5: 00 P.M. with Cncl . Zak, Wampach, Vierling, Clay, Sweeney, and Mayor Laurent present. Also present were Dennis R. Kraft, City Administrator; and Barry A. Stock, Assistant City Administrator. The following items were added to the agenda under Other Business: 1) Police Chief, 2) Community Recreation Board, 3) Update on SPUC Committee Member Appointment. Discussion then ensued on the City Council meeting procedures. It was the consensus of the Council that a better effort needed to be put forward regarding communications with the boards and commissions. It was suggested that if a Council person had a question on a board/commission recommendation that it should be presented in an information mode rather then adversarial mode. It was also the consensus of the Council that the boards and commissions should be reminded that they are purely advisory in nature and that Council has final perogative as to the actions taken. The Council also discussed making a greater effort to attend meetings of the boards and commissions whenever possible. Discussion then ensued on the relationship with the Scott County Board of Commissioners, School District and Township Boards. Mayor Laurent stated that Council has already approved a resolution indicating the City' s willingness to meet and work together on issues in a cooperative manner. Mayor Laurent noted that he has meetings scheduled with the various jurisdictions to present the resolution. Discussion then ensued on staff moral. Council person Vierling suggested that seniority recognition certificates should be given to employees at the work site rather then at the annual employee picnic. Discussion then ensued on the annual community picnic. It was the consensus of the committee to investigate other options for the employee picnic including a change in location. It was the consensus of Council that a greater effort should be put forth on their part recognizing exceptional work performance on the part of staff. Due to a meeting conflict, Council member Sweeney requested to move ahead to item 4a - Hiring of Police Chief. Mr. Kraft stated that he has completed numerous reference checks on Mr. Steininger and they were all positive. Mr. Kraft also stated that with the permission of Mr. Steininger he called on other individuals who Mr. Steininger did not originally list as references. Again, all reports were positive. Mr. Kraft stated that he is recommending that the position be offered to Mr. Steininger at Step 3 of the Pay Plan with advancement to Step 4 of the Pay Plan following the completion of a successful six month probationary period. The date at which Mr. Steininger advances to Step 4 would then become the new anniversary date for purposes of calculating future salary increases. City Council Minutes January 31 , 1990 Page two Sweeney/Zak moved to authorize the City Administrator to offer the job of Police Chief to Mr. Thomas Steininger at a monthly salary of $3 , 718 . 00 per month for a six month period and then upon satisfactory performance Mr. Steininger be advanced to Step 4 of the Pay Plan at the end of this time period. Motion carried unanimously. Sweeney/Zak moved to authorize the City Administrator to offer Mr. Steininger $2 , 000 in moving expenses. Motion carried unanimously. Council member Sweeney inquired what other incidental costs might be incurred as a result of Mr. Steiningers moving. Mr. Kraft stated there may be some other costs such as phone calls. Sweeney/Wampach moved to allow the City Administrator to authorize an additional $100. 00 in incidental costs to Mr. Steininger providing they did not exceed $100. 00. Motion carried unanimously. Mr. Kraft then handed out a copy of the proposed employment agreement for the City Administrator. Mr. Kraft stated that he is requesting an annual performance evaluation as a part of the employment agreement. Mr. Kraft requested that a committee comprised of the Mayor and another Council member set up performance review criteria. Council member Zak volunteered to serve on the committee with Mayor Laurent to establish some performance criteria for the annual performance evaluation. Council member Sweeney asked if there was any thing out of the ordinary in the employment agreement that was not in the current employment agreement. Mr. Kraft stated that he has been serving as a City Administrator without an employment agreement. He also stated that there is a new provision in the agreement regarding the use of the City car. Council member Sweeney asked to have this item tabled to a later date. It was the consensus of the Council to table this item until such time that all Council members could be present to discuss it. Council member Sweeney excused himself from the meeting at 6 : 15 P.M. Mr. Kraft stated that on several occasions he has had the need to obtain professional legal assistance from attorneys who specialize in labor relations. He requested City Council authorization to hire outside professional assistance when a problem arises that needed specialized legal advise. Council member Zak questioned whether or not we could use the Logis network or Westlaw network to answer some of the questions that may require outside professional legal assistance. Mr. Stock stated that often time the issues that require legal consultation are unique in characteristic. Vierling/Wampach moved to authorize the City Administrator to go outside for professional assistance on an initial consultation basis only. Motion carried unanimously. ( City Council Minutes January 31, 1990 Page three Discussion then ensued on a travel policy for Council members. It was the consensus of the Council that Council members should be encouraged to attend training opportunities. It was also the consensus that any training sessions over $100. 00 be preapproved by City Council. Mr. Kraft questioned whether or not the City Council had any desire to change the format of the current staff memos. It was the consensus of the Council to continue with the format presently used for staff reports. Discussion ensued on City Council worksessions. It was the consensus of Council that Council worksessions be scheduled as needed. Discussion ensued on conflicts of interest. Mayor Laurent explained that there were two types of conflicts of interests - contractual and non-contractual. Discussion ensued on emotional conflicts of interest. Council member Vierling stated that the Mayor and Council have an obligation to vote on issues that maybe very difficult emotionally. However, she stated that the only time Council members should be abstaining is when a contractual or non- contractual conflict of interest exists. Mayor Laurent asked if there were any other City Council meeting procedural issues to discuss. Mayor Laurent questioned whether or not any of the Council members wished to change the current seating arrangement. Discussion ensued on whether or not the City Attorney needed to be seated at the table or if legal counsel needed to attend all the meetings. Council member Vierling stated that she felt that the legal counsel should be present at every meeting to advise the City of procedural questions that may arise in the course of a meeting. She went on to state that he should not be called upon to give spur of the moment decisions on issue questions. Mr. Kraft then gave a brief update on the status of the Shakopee Public Utility Commission member appointment. He stated that the City Attorney was working on the issue to determine if a conflict of interest was legitimate for Mr. Kephart. Councilman Clay then gave a brief update on the Recreation Board and the CDC Parks Subcommittee. He noted that the Parks Subcommittee would be comprised of two current Recreation Board members, two CDC members, Council liaison, Mr. Stock and Mr. Muenchow. The Subcommittee will be evaluating and proposing an organizational structure for the Recreation Department when the current joint powers agreement expires at the end of this year. Mayor Laurent adjourned the meeting at 6:45 P.M. Barry Stock Judith S. Cox Recording Secretary City Clerk OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION SHAKOPEE, MN FEBRUARY 6, 1990 Acting Mayor Vierling called the meeting to order at 7: 00 p.m. with Cncl. Zak, Clay, Wampach and Sweeney present. Mayor Laurent was absent. Also present were Dennis Kraft, City Administrator; Barry Stock, Asst. City Administrator; David Hutton, City Engineer; Julius A. Coller II, City Attorney; and Judith S. Cox, City Clerk. Wampach/Sweeney moved to approve the agenda. Motion carried unanimously. Wampach/Clay moved to recess for HRA meeting. Motion carried unanimously. Acting Mayor Vierling reconvened the City Council at 8:40 p.m. Liaison reports were given by councilmembers. Mayor Laurent asked if there was anyone from the audience who wished to address anything not on the agenda. There was no response. Clay/Sweeney moved to approve the consent business with the vote on the minutes of January 8, showing Cncl. Clay abstaining due to absence. Motion carried unanimously. Clay/Sweeney moved to approve the minutes of January 8, 1990. (Motion approved under consent business, with Cncl. Clay abstaining) . Clay/Sweeney moved to approve the minutes of January 16, 1990. (Motion approved under consent business) . Dennis Kraft read the letter from the Metropolitan Waste Control Commission seeking applicants for the General Advisory Committee. Any applicants have to be an elected official and should contact him later this week. Dennis Kraft said he will be attending a special presentation of demographics being put on in Jordan for the Southwest metro Corridor for the 1990 's. Clay/Sweeney moved to receive and file the memo from Lou Van Hout, SPUC Manager, dated 1/19/90 regarding the issues raised by William Bigot. (Motion approved under consent business) . Clay/Sweeney moved to accept the resignation of Terry Forbord from the Ad Hoc Downtown Committee with regrets. (Motion approved under consent business) . Clay/Sweeney moved to acknowledge the declination of an appointment to the Community Development Commission by Terry Forbord. (Motion carried under consent business) . Clay/Sweeney moved to accept the resignation of Jim Stillman from the Ad Hoc Downtown Committee with regrets. (Motion approved under consent business) . Proceedings of the February 6, 1990 Shakopee City Council Page -2- Clay/Sweeney offered Resolution No. 3183 , a Resolution of Appreciation to Jim Stillman and moved its adoption. (Motion approved under consent business) . Clay/Sweeney moved to nominate Robert Ziegler to the Shakopee Community Access Corp. Board of Directors. (Motion approved under consent business) . David Brown, representing the Save O'Dowd Lakes Chain Association, Inc. said that in the past the City Council has given financial assistance for the insurance coverage on the aeration systems in the O'Dowd Lakes and he is asking for the City's assistance for this years insurance premium which is $1500. Discussion followed. Cncl. Sweeney asked if Louisville Township has contributed in the past. Mr. Brown answered that they have not contributed in the past but they have contacted them this year and it sounds like they may be willing to give some financial assistance. Cncl. Clay questioned if the money could come out of the park reserve fund. Mr. Kraft said he would look into that matter. Sweeney/Zak moved to pay $1, 000 of the insurance premium for the Save O'Dowd Lakes Chain Association to come out of the park reserve fund. Motion carried unanimously. Clay/Sweeney offered Resolution No. 3184 , authorizing the appropriate City officials to inform the Department of Trade and Economic Development of the City's desire to participate in the Star City program in 1990. (Motion approved under consent business) . Clay/Sweeney moved to approve the 1989 Community Development Commission Annual report. (Motion approved under consent business) . Clay/Sweeney moved to approve the 1989 Energy and Transportation Committee's Annual Report. (Motion approved under consent business) . Clay/Sweeney moved to approve Shakopee Refuse and Recycling Policy #1 regarding the mailing of extra service refuse coupons to Shakopee residents. (Motion approved under consent business) . Clay/Sweeney offered Resolution No. 3185 Amending Resolution No. 3160 adopting the 1990 fee schedule and moved its adoption. (Motion approved under consent business) . Clay/Sweeney moved to adopt Shakopee Refuse/recycling Policy #2 regarding the issuance of credits to residents for refuse service paid for but not received. (Motion approved under consent business) . Cncl. Vierling asked about the possibility of the City doing a combined project with the County on the hazardous waste disposal. Mr. Stock said he has contacted the County and they indicated they would be willing to pay the majority of cost for a hazardous waste Proceedings of the February 6, 1990 Shakopee City Council Page -3- cleanup project which would be run like the annual clean-up day. He said he will bring back more information to the Council at a later date. Clay/Zak moved to direct the appropriate City officials to proceed in scheduling the Annual Community Cleanup day to be held on Saturday, April 21st from 7:30 a.m. to 4 :30 p.m. and allocate $10, 000 from the contingency fund to offset costs associated with the program. Motion carried unanimously. Charles Ries, Shakopee Fire Chief was present and addressed the council on the issue of the fire department retaining the 1974 grass rig fire truck. He said the men may otherwise have to use their personal vehicles which is not recommended. He said they expect to get at least another 5 - 8 years out of this vehicle. Wampach/Zak moved to reconsider the motion to sell the 1974 fire truck. Motion carried unanimously. Wampach/Clay moved to keep the 1974 Chevrolet fire truck for a period of 5 years. Motion carried unanimously. Discussion ensued on the Fire Department request for Computer Equipment Purchase. Cncl. Zak had a concern on the system they are requesting being much more than they really need to operate efficiently. Clay/Zak moved to table the purchase of computer equipment for the Fire Department until the Fire Department can come back with more documentation for the size of the computer system. Motion carried unanimously. Wampach/Sweeney moved to table the FMG Developers Agreement until the next meeting for further clarification. Motion carried unanimously. Barry Stock reviewed the events of the upcoming 1990 Olympic Torch Run. He said the local Committee is planning an olympic festival with some sort of entertainment to be held at the Lions Park for a few hours in the afternoon of July 1, 1990. The Committee is asking the Council for some financial support for this festival . Wampach/Zak moved to allocate $500. 00 from the Contingency fund to be used to support the 1990 Olympic Torch Run Committee in their efforts to coordinate, plan and promote the 1990 Olympic Torch Run through our community on July 1, 1990. Motion carried with Clay and Sweeney opposed. Clay/Sweeney moved to nominate Jane Ward to the Energy and Transportation Committee. (Motion approved under consent business) . Clay/Sweeney moved to nominate Mike Pennington to the Community Development Commission. (Motion approved under consent business) . Proceedings of the February 6, 1990 Shakopee City Council Page -4- No action was necessary on the public works renovation. The City Clerk reviewed the two alternatives available to the City for updating the City Code. In the past years Municipal Ordinance Codifiers have been updating the City Code and they are familiar with our code and are experts in codification. The City Attorney said he has worked with the Municipal Ordinance Codifiers and would like to stay with them because of their past work and familiarity with our code. Sweeney/Wampach moved to utilize CLEAR for updating of the City Code for 1990 . Motion fails with all opposed except Cncl . Sweeney. Wampach/Zak moved to enter into a contract with Municipal Ordinance Codifiers for annual updating of the City code for 1990. Motion carried unanimously. Clay/Sweeney moved to authorize the refund of $1, 749 . 37 to the developer of Timber Trails, Shakopee Investments, Inc. to close the developers "escrow" account for special assessments. (Motion approved under consent business) . Wampach/Sweeney moved to concur with staff that the portion of C.R. 77 from 10th Avenue South for approximately 1/2 mile will be added to the Municipal State Aid System and that also Vierling Drive between C.R. 17 and C.R. 77 be added to the State Aid System and direct staff to submit this proposal to MN/DOT for preliminary approval. Motion carried unanimously. The City Engineer gave an update on the Shakopee Bypass as related to the Paul Schmitz Property. He said it is not Mn/DOTs policy to buy property because of noise problems. He said he will be sending a letter (pursuant to Council direction) to the PCA opposing the granting of a variance to Mn/DOT which would result in public hearings and somewhat of a delay. Discussion continued on possible recourse actions available to Mr. Schmitz . No further action was taken. Cncl . Sweeney moved the agenda. Motion carried unanimously. The City Engineer reviewed the request from Dave Heller, Heritage Development Inc. for reimbursement for a sanitary sewer crossing on Vierling Drive that was installed as part of the Heritage Place 2nd Addition Project. He said the developer does not feel he should have to pay for the costs associated with jacking the sanitary sewer crossing because it does not benefit his development at all and the sewer extends past the boundaries of the plat. Discussion followed. No action was taken. Cncl . Sweeney moved the agenda. Motion carried unanimously. Sweeney/Wampach moved to authorize initiating the process for hiring a police officer. Motion carried unanimously. Proceedings ofS/ g the February 6, 1990 Shakopee City Council Page -5- The City Engineer reviewed the Letter of Understanding between the City of Shakopee and Mn/DOT regarding the construction, design and maintenance for the Shakopee Bypass and associated drainageways. Sweeney/Clay moved to authorize the appropriate City officials to execute the Letter of Understanding and submit it to Mn/DOT (regarding the construction, design, and maintenance for the Shakopee Bypass and associated drainageways) . Motion carried unanimously. Wampach/Zak moved to authorize the proper City officials to purchase a new Case Model 621 front loader and wing attachment from Case Power and Equipment of Shakopee for a total purchase price of $40, 116. Motion carried unanimously. Wampach/Zak moved to authorize the transfer of $8, 116 from the Capital Equipment Reserve Fund to the 1990 Capital Equipment Fund for this purchase. Motion carried unanimously. Sweeney/Zak moved to approve the bills in the amount of $368, 937.28. Motion carried unanimously. The City Attorney reviewed the offer from Malkerson Motors, Inc. to purchase Lot A and the West 20 feet of Lot B, Block 30, East Shakopee. He suggested that we accept their offer to buy the lot for $18, 000. Sweeney/Zak moved to accept the offer from Malkerson Motors, Inc. to purchase Lot A and the West 20 feet of Lot B, Block 30, East SHakopee, in the amount of not less than $18, 000 contingent upon completion of the registration process. Motion carried unanimously. Sweeney/Clay moved to table the feasibility report on upgrading all gravel streets within urban Shakopee. Motion carried unanimously. Clay/Sweeney offered Resolution No. 3186, A Resolution receiving a Report and Calling a Hearing on Improvements to Valley Industrial Blvd. North, Between County Road 83 and Valley Park Drive, Project No. 1990-8 and moved its adoption. (Motion approved under consent business) . Clay/Sweeney offered Resolution No. 3195, A Resolution Determining the Necessity for and Authorizing the Acquisition of Certain Property by Proceeding in Eminent Domain for Purposes of Constructing a roadway and moved its adoption. (Motion approved under consent business) . The City Engineer reviewed the upgrading of Bluff Avenue as requested by Hardees restaurant. He said he met with all the property owners and 2 of 4 owners are in favor of paying for the upgrading of this street, the other two were not in favor of paying for the upgrading. The upgrading of this road would make the area more safe as it would enable traffic to exit to the north out to Proceedings of the February 6, 1990 Shakopee City Council Page -6- Marshall Road to get to the stop light. Cncl . Wampach had a concern on the rear lot becoming a truck stop for semis. The City Enaineer replied that he did not think that would be a problem. No action was taken. Cncl . Sweeney moved the agenda. Motion carried with Cncl . Clay opposed. Wampach/Zak moved to offer Resolution No. 3181 Amending Resolution No. 3160 adopting the 1990 fee schedule, adding an application fee schedule for participants applying for Rental Rehab Grant Program Assistance and moved its adoption. Motion carried unanimously . Sweeney/Zak offered Resolution No. 3169 , A resolution Apportioning Assessments Among New Parcels Created as a Result of the Platting of Heritage Place 2nd Addition and moved its adoption. Motion carried unanimously. Clay/Sweeney offered Resolution No. 3180, a Resolution Amending Resolution No. 3171 Adopting the 1990 Pay Schedule for the Officers and Non-union Employees of the City of Shakopee, and moved its adoption. (Motion approved under consent business) . Clay/Sweeney offered Ordinance No. 288, An Ordinance of the City of Shakopee, Minnesota, amending City Code Chapter 11 entitled "Land Use regulation (Zoning) by rearranging and clarifying a provision relating to conditional uses; and by adopting b1 reference Shakopee City Code Chapter 1 and Section 11. 99 which, among other things, contain penalty provisions, and moved its adoption. (Motion approved under consent business) . Clay/Sweeney moved to waive the 60 day review period for the Shakopee Senior Graduation Party, Inc. for a raffle to be conducted on March 24 , 1990. (Motion approved under consent business) . Cncl . Wampach had a concern on quality control for pull tabs in the City of Shakopee and asked Mr. Kraft to look into this matter. Zak/Wampach moved to appoint Barry Stock as acting City Clerk for the period of February 16 - 26 , 1990 . Motion carried unanimously. Sweeney/Zak moved to have Mr. Kraft take the Comprehensive Plan Draft and transmit it to the Planning Commission for review and comment back to Council . Motion carried unanimously. Acting Mayor Vierling adjourned the meeting to February 20 , 1990 at 7 : 00 p.m. Meeting adjourned at 10: 57 p.m. kt.tk) Ju ith S. Cox Ci y Clerk Carol Schultz Recording Secretary CONSENT 03 February, 1990 Clete Link 12831 Link Drive Shakopee , Minnesota 55379 Mr . Dennis Kraft City Administrator City Hall Shakopee , Minnesota 55379 Mr . Kraft : The Concerned Citizens For Fair Taxation began voicing its concerns with the city of Shakopee in April of 1989 regarding its past use of TIF, with the ultimate goal of finding some sort of resolution to some very obvious policy and administrative problems. It has been our hope that some policy changes on TIF could be instituted to address these areas of concern . Attached for you is a copy of a public statement we read at the last town hall meeting to the citizens of Shakopee . This statement you will re-call , was reviewed and agreed with by members of the city government prior to it becoming public statement . To date , no measureable action has been taken ._on these concerns and no major review of the city's TIF policy has been conducted. To further emphasize the need for change , we point out the situation we now have with Canterbury Downs. The city elected to have the Fiscal Disparities contribution for this district spread to the rest of the tax payers, rather than have it taken out of the district . Canterbury was late in the payment of their taxes this year , and perhaps may not have been able to do so had a deal on the sale not been in the making, but the taxpayers still contributed the fiscal disparities payment. The city does have the option of making a one time change on this selection , and we urge the city to do so as soon as possible . At the town hall meeting, we left the citizens with a feeling that we were all working together on this and that it was going to move along at a steady pace . It is not moving, and we feel a commitment to the citizens by virtue of our statement to get it moving again . We are looking forward tohear from you soon on this. Clete Link Chairman , CCFT cc : Mayor Laurent City Council Members RECOMMENDED ACTION: Move to receive & file the letter from Clete Link dated 2/2/90 regarding concerns of the Concerned Citizens for Fair Taxation. q Q/ The committee has been researching the administration , policies, and use of Tax Increment Financing in the City of Shakopee since early March of this year . We have taken a low profile approach to this issue , and have refrained from making premature statements, and rash decisions, prior to having a full understanding of the program, and its impact on local taxes. After experiencing some initial reluctance on the part of the city, and after meeting with them on several occassions to discuss what we were finding, they became very cooperative , and were of great assistance to us. One of the major problems with TIF today is that the city is operating with a policy that was put into place in the late 1970's and it now needs changing for todays time and situations. We feel3 that we have been able to convince the city of this, and that they will be making changes soon . One step they already have taken that is a positive move was the change in their TIF policy where it limits the term of any projct to 3 years. Because there have been a number of projects committed to payment with the captured increments from the existing TIF districts, it is going to take some time for the city to clear up these areas. We are working with them to institute a policy that no new projects will be committed to these funds, and that the captured increments will be dedicated to pre—payment of debt , or payment to debt with the excess increments spread to the remaining taxing jurisdictions, whichever in the end works best for the community. It is hoped that this will cause decertification of the districts in total by 1994 rather than the year 2005 as is now projected. With todays market values, this will place an estimated $76 million in assesed value on the tax roles. What that involves in real dollars is that today with the $76 million , they are capturing about $4 million . The distribution of that money with todays rates is 55.80% to the School , 28.94% to the county, 12.03%, to the city, and 3.23% all others. So as to not mislead anyone on this, it does not mean that in the case of the school and the city, that they will see all this as extra funds. As the local tax dollar increase , school and municipal state aid decreases. The exact ratio we have not been able to determine yet , and are working with the city and the state to try to find this out . There are still a number of issues that we are involved in with the city regarding TIF, and we continue to work with them to resolve those issues. Due to the time frame of this town meeting, we want to move on to other areas, but want to stress to you that this entire project with TIF is moving along very well , and with the full cooperation of your city government . We feel this is a real example of a joint effort by the government and the citizen in its effort to bring about change for the taxpayer , and is a good example of working with the citizens and not against them. CITY OF SHAKOPEE 4 `01 _7PP : - INCORPORATED 1870 4 \ 129 EAST FIRST AVENUE, SHAKOPEE, MINNESOTA 55379-1376 (612)445-3650 February 15, 1990 Mr. Clete Link 12831 Link Drive Shakopee, MN 55379 RE: Your Letter of February 3, 1990 Dear Mr. Link: Thank you for your interest in property taxation matters in the City of Shakopee. I would like to make a few comments in response to the statements in your letter. Since the meeting in April, 1989 the City of Shakopee Housing and Redevelopment Authority has adopted a policy relative to the use of tax increment financing for commercial ventures. This policy is much more strict then the latitude allowed by State enabling legislation. Secondly, as a direct response on the part of many citizens concerned about property taxes in the City of Shakopee, a joint tax study was commissioned by the City of Shakopee, Independent School District #720 and the Scott County Board of Commissioners. I anticipate that there will be a public meeting on this study which will be held on or about March 1st. I believe the above mentioned actions would somewhat contradict your statement of no measurable action being taken on the concerns listed in your letter. Furthermore, I believe that it would not be prudent for the City Council to take actions until they have had an opportunity to review the joint study which specifically will evaluate tax problems in and around the City of Shakopee. I strongly suggest that you attend the meeting that will be held to discuss the findings of the joint tax study. Once again thank you for your interest in this matter. Very truly yours, Dennis R. Kraft City Administrator DRK:trw The Heart Of Progress Valley AN EQUAL OPPORTUNITY EMPLOYER MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Directo 4C; SUBJECT: Heritage Development DATE: February 13, 1990 INTRODUCTION AND BACKGROUND: Attached is correspondence received from Heritage Development, Inc. regarding the sanitary sewer reimbursement for Heritage Place 2nd Addition that was discussed at the February 6, 1990 Council meeting. As stated in Mr. Heller's letter, he would like the opportunity to speak on this issue. In addition, he is requesting that the City Council take formal action on the issue. Also attached is the staff memo from the February 6, 1990 Council meeting providing additional background information and outlining alternatives and recommended action. DH/pmp HERITAGE HERITAGE q '6" 11111 DEVELOPMENT OF MINNESOTA , INC . February 7, 1990 :FE309Nap Honorable Mayor and Council Members _ City of Shakopee 129 East First Ave. ' Shakopee, MN 55379 Dear Honorable Mayor and Council Members: At the city council meeting of February 6, 1990, agenda item number 13L was in regards to reimbursement for sanitary sewer costs beyond the scope of property improvements to the Heritage Place Second Addition. At this meeting, city engineer Dave Hutton presented the issue and informed council that the developer was present in the audience. After the presentation, it seemed to me that there was discussion brought about by a council member. Then I recall hearing a motion by a council member only to be interuppted by another member to indicate that a motion was not necessary, just simply move on with the agenda. At this point, I was throughly confused as to what or where the council was going with this item. With that, the council had moved on to the next agenda item and left me thinking that since there was no discussion that it was approved per the staff recommendation. I then approached Dave Hutton for reassurance on the position of council . He thought as well that council had approved the recommendation. On Wednesday afternoon, February 7, Dave Hutton called to inform me that he had misunderstood the action of council and that infact council had denied his recommendation. I am very disturbed with how this was handled at the meeting in that the council simply moved on with the agenda and I was not given a fair opportunity to respond to council . I was infact waiting to be recognized by council to respond but, that did not happen. I request that this issue please be scheduled again to be heard at the next council meeting. Thank you for your time and consideration. Sincerely, alwd David Heller Project Manager 420 East Country Rood D St. Paul, MN 55117 (612)481-0017 MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Director SUBJECT: Heritage Subdivision DATE: February 1, 1990 INTRODUCTION: Attached is correspondence from Heritage Development, Inc. requesting a reimbursement for a sanitary sewer crossing on Vierling Drive that was installed as part of the Heritage Place 2nd Addition project. BACKGROUND: Heritage Place 2nd Addition is a private subdivision. By that, I mean that all public improvements (street, sewer, water, etc. ) were constructed by the developer. The terms of the construction were addressed by a Developer's Agreement with Heritage Development, Inc. As part of the final design for the public improvements, staff required that the sanitary sewer be extended across Vierling Drive to the south for future development (See attached map) . In order to avoid tearing up Vierling Drive, it was required to jack or push the sanitary sewer through under the street. Physically, there was no other way to get the sewer across Vierling Drive and it had to be done prior to constructing Ruby lane. When a sewer is pushed across a street, a casing pipe must first be pushed across at a slightly larger diameter so that the sewer pipe can simply be slid into the larger casing pipe. Otherwise, the sewer pipe would get damaged. Jacking or pushing a pipe across a street is substantially more expensive than cutting the street open to lay the pipe. In this particular case laying the pipe across in an open trench would have cost $875. 00. Jacking the pipe across added $5, 950. 00 to the sewer cost for a total cost to jack the sewer of $6, 825. 00. Similarly, the watermain was required to be jacked across Vierling Drive. The total cost for this portion was $7, 591. 50. The developer will be discussing this issue directly with S.P.U.C. and the City will not be involved in this item. The developer has submitted a request to staff for reimbursement of this sanitary sewer crossing of Vierling Drive. The developer is siting the following reasons for requesting a reimbursement. First, the sanitary sewer crossing does not benefit the Heritage Place 2nd Addition but was required to accommodate future development south of Vierling Drive. Second, the sanitary sewer crossing extends beyond the boundaries of this plat. Normally, a developer is only required to install improvements with the boundaries of their plat. Third, the costs associated with jacking the pipe are substantially higher than by open cutting a trench. During the preparation of the Developer's Agreement, this issue came up. Staff indicated to the developer that if he felt strongly about any reimbursement for additional sewer work, it should be covered in the Developer's Agreement. This has happened in past developments, specifically as it deals with the oversizing of sewers to accommodate future development. The City has reimbursed developers for oversizing the sewer pipe. The mechanism to handle this is to attach a Reimbursement Agreement to the Developer's Agreement. For this particular subdivision, this was not done. Therefore, the developer is now requesting the reimbursement. The Finance Director has indicated that any reimbursement would have to come out of the Sanitary Sewer Enterprise Fund. The City Attorney was contacted to find out if these costs could be assessed to the property south of Vierling Drive at the time it develops as a systems charge or some other method. The Attorney indicated that this would not be possible since the City did not follow the proper statutory requirements for assessing these costs (i.e. public hearing, etc. ) . Since this was a private development there was no need to conduct a public hearing. The City Council should discuss this request and provide staff with the appropriate direction. ALTERNATIVES: 1. Reimburse the developer 100% of the costs associated with jacking the sanitary sewer crossing or $6,825. 00. 2 . Reimburse the developer 100% of the costs for the jacking only, above and beyond the pipe laying, or $5, 950. 00. 3 . Reimburse the developer 50% of his total costs or $3,412 . 00. 4. Do not reimburse the developer anything. RECOMMENDATION: The rationale for reimbursing the developer 50% of the costs would be to cover those costs associated with the south half of the crossing only (from the centerline of Vierling Drive South) . If the City had constructed this crossing as part of an overall 7-)- -- sewer project, both sides of the street would have been assessed their share of the crossing or 50% each. If the sewer was oversized (greater than 8 inch diameter ) only those costs associated with an 8 inch diameter sewer would have been assessed. If the City reimburses the developer 50% of the costs, it is doubtful that we would ever be able to collect that from the south property owner. The main reason for reimbursing the developer 100% of the costs is the correlation with our oversizing reimbursement policy. This sanitary sewer crossing does not benefit the developer in any way but was simply required to accommodate future development south of Vierling Drive. The developer could have just as easily stopped the sanitary sewer installation north of Vierling Drive. Staff is recommending that the developer be reimbursed the full amount or $6, 825. 00. The money would come out of the Sanitary Sewer Enterprise Fund, similar to oversizing reimbursements. ACTION REQUESTED: Direct the appropriate City staff to reimburse Heritage Development, Inc. the total sum of $6, 825. 00 for costs associated with installing a sanitary sewer across Vierling Drive, with the funds coming out of the Sanitary Sewer Fund. DH/pmp HERITAGE CONSENT ',,-, '_.._. ; TRANSPORTATION STUDY BOARD C. °�`` !: Tom L. Johnson, Executive Director(612)296-7932 ' . . Mary Beth Davidson, Administrative Assistant "'"``a"f G-24 State Capitol, St. Paul, MN 55155 Executive Committee Sen. Keith Langseth February1, 1990 Chair, Glyndon Rep. Henry Kalis Vice-Chair, Walters Kerry Van Fleet Secretary, Fridley TO: County and City Engi ers Legislative Members Sen. Clarence Purfeerst FROM: Tom L. Johnson Faribault Sen. Marilyn Lantry Director, Transports ion Study Board St. Paul Sen. Lyle Mehrkens Red Wing SUBJECT: Transportation Study Board Interim Report Rep. Jim Rice p Minneapolis Rep. Bernie Leder Crookston Rep. Sidney Pauly The attached report is being provided you for Eden Prairie informational purposes. It describes the status of the Minnesota transportation system, indentifies issues for further work by the Study Board Sub- Public Members committees and gives guidance to the preparation WFosston arren Affeldt of our final report which is do to the Legislature Paul Bailey and Governor by January 15, 1990 . Minneapolis Fred Corrigan The report should be considered a draft at this point. Prior Lake It was presented to the Study Board Members yesterday Jack Fitzsimmons as an informational item. I will be requesting Board Waseca Bernie Montero adoption during our February meeting currently St. Paul scheduled for the 28th. Gladys Johnson Duluth Please contact me should you have comments Bill Koniarski or questions. Belle Plaine q Sherm Liimatainen Cloquet Thanks Bruce Nawrocki Columbia Heights Abe Rosenthal St. Paul Robert Schiagel Marshall Pheene Zak Little Falls ACTION REQUESTED: Move to receive and file the Transportation Study Board Interim Report dated Jan. 29 , 1990 . Printed on recycled paper s4GW' t • • s'nSi ::. r sportation • . .. •....... .•:.s.„..„.., , • •.. ... .,:„,... ,.... • 4..idy:::•• � } } x X ........... •�r»}ow000au aaa s 1 X -vv ,�0 - B ag" A report: • • .. • -•••••:-. i:,,:ii:-- ,::::L; t r . .: fr.' • s anzi g the _ :: :... • umm n °� ,t status of Minnesota's transportation system osi issues to be a proposing . focused upon by the •-..„.„,::::::,..1:.. \ ... ..... ... Transportation Study Board • giving guidence to the preparation of the a • final reportconcerning Minnesota.s surface " ,.,.. transportation needs looking into the 21st • • • century. "111111111..::::'''''''' • R ... RC 1::':.i.i. 4 • i,:-....„... , . Qt�+&. QkLaS 2 . - 4444':ti:\fCiii ..4. \f:\4'• ••:::::; �C.:: a` 4 -.ix' Y::. 7= } ' ' January 29, 1990 ` ± ` Tom L. Johnson INTERIM REPORT STATUS OF TRANSPORTATION SYSTEMS ISSUES FOR COMMITTEE DISCUSSIONS STUDY OF MINNESOTA'S SURFACE TRANSPORTATION NEEDS JANUARY, 1990 TRANSPORTATION STUDY BOARD TOM JOHNSON EXECUTIVE DIRECTOR TABLE OF CONTENTS PAGE I. EXECUTIVE SUMMARY 1 II. INTRODUCTION/BACKGROUND 2 STUDY PROCESS 3 TRENDS WHICH WILL AFFECT TRANSPORTATION NEEDS4 GOALS AND OBJECTIVES 8 III. EXISTING SURFACE TRANSPORTATION SYSTEMS 11 HIGHWAY SYSTEM 11 TRANSIT SERVICES 18 RAILROADS 18 WATERWAYS 23 IV. TRANSPORTATION PLANNING AND FUNDING 25 STATEWIDE TRANSPORTATION PLANNING 25 REGIONAL DEVELOPMENT COMMISSIONS 25 METROPOLITAN PLANNING ORGANIZATIONS 28 TWIN CITIES METROPOLITAN PLANNING PROCESS 29 PROGRAMMING FOR STATE TRUNK HIGHWAY PROJECTS 29 COUNTY STATE-AID SYSTEM 31 MUNICIPAL STATE-AID STREET SYSTEM 32 TOWNSHIP ROADS 32 PUBLIC TRANSIT ASSISTANCE PROGRAM 32 LIGHT RAIL TRANSIT 33 MINNESOTA RAIL SERVICE IMPROVEMENT PROGRAM 35 WATER TRANSPORTATION 35 V. KEY ISSUES 36 TRANSPORTATION PLANNING 36 PRIORITIES FOR TRUNK HIGHWAY PROJECTS 37 ALLOCATION OF HIGHWAY FUNDS TO LOCAL UNITS OF GOVERNMENT 38 FUNDING FOR TRANSIT SERVICES 41 FUNDING FOR RAILROADS 42 FUNDING FOR WATER TRANSPORTATION 43 FUNDING SOURCES 44 VI. COMMITTEE WORK PLANS 46 POLICY AND DECISION MAKING COMMITTEE 46 FINANCE COMMITTEE 47 INFRASTRUCTURE NEEDS AND PRIORITIES COMMITTEE47 1 TABLE OF CONTENTS FIGURE PAGE 1 TRUNK HIGHWAY SPRING RESTRICTIONS 7 2 CHANGES IN VEHICLE MILES TRAVELLED AND FUEL CONSUMPTION 9 3 HIGHWAY MILEAGE COMPARED TO VEHICLE MILES TRAVELLED 12 4 DEFICIENT BRIDGES BY ROAD SYSTEM 13 5 COUNTIES 15 6 CITIES OVER 5000 POPULATION ELIGIBLE FOR MUNICIPAL STATE-AID 17 7 PUBLIC TRANSPORTATION SYSTEMS IN MINNESOTA 19 8 MAXIMUM 20-YEAR LRT PLAN 20 9 ACTIVE RAILROADS IN MINNESOTA 21 10 COMMODITY SHIPMENTS IN MINNESOTA 22 11 PORTS AND WATERWAYS IN MINNESOTA 24 12 HIGHWAY REVENUES AND EXPENDITURES 26 13 METROPOLITAN PLANNING ORGANIZATIONS (MPOs) AND REGIONAL DEVELOPMENT COMMISSIONS (RDCs) 27 14 MN/DOT DISTRICTS AND MAINTENANCE AREAS 30 15 GREATER MINNESOTA PUBLIC TRANSIT 1987 TOTAL PROGRAM COSTS 34 16 MARKET ARTERY SYSTEM 39 ii I. EXECUTIVE SUMMARY While Minnesota is not in an immediate transportation crisis, there are many conditions that indicate that the state is losing ground in the ongoing battle against an aging infrastructure and ever increasing congestion. Minnesota 's highway system has an excellent safety record today, but will this continue if the issues of congestion and roadway condition are not addressed? The state 's economy is currently experiencing strong growth, but will this continue if we are not able to maintain a competitive environment for goods movement by rail, water and truck? The Twin Cities is experiencing congestion today, which is not as severe as that of metropolitan areas like Los Angeles, but how soon will that change if nothing is done to accommodate the growth of the metropolitan area? Roads are typically designed for a twenty-year life, but 35% of the state's roads are now over 50 years old and the number is growing. By federal criteria, there are over 5, 000 bridges in the state with deficiencies. How long before such roads and bridges are unsafe for public use? Likewise, the rail and water transportation industries suffer from an aging infrastructure. Congestion is increasing rapidly in the Twin Cities metropolitan area and other urbanized areas. Because of changing demographics and make-up of the work force, vehicle miles of travel are increasing more rapidly than population is growing. When will congestion affect the quality of life and ultimately the economic vitality of the metropolitan region and the state? To what extent can increased support of alternative modes of transportation such as buses, vanpools and Light Rail Transit help alleviate commuter based traffic congestion? The ten public hearings and numerous meetings held by the Transportation Study Board over the past year were full of testimony by local officials and citizens expressing concerns about transportation needs which are going unmet in their communities. Most of these needs come from recent changes which may not be well reflected in the current processes and criteria used to determine needs and set priorities. The legislative charge to the Transportation Study Board is to identify the actions and processes that are needed to better reflect today's needs and changes expected in the state over the next twenty years. This interim report describes the existing transportation system and current funding programs and processes for determining need and setting priorities. Key issues identified to date, which need to be addressed by the Transportation Study Board, have been summarized and assignments to three committees have been suggested. 1 II. INTRODUCTION/BACKGROUND The Transportation Study Board was created by the 1988 Legislature to conduct a Study of Minnesota ' s Surface Transportation Needs into the 21st century and recommend a program for making transportation improvements to meet those needs. The Legislature directed the Board to undertake three primary tasks: 1. To consider state policy toward highways, transit and rail service specifically addressing: - State transportation goals and objectives ; • - The present level of transportation service in Minnesota and the feasibility and desirability of alternative levels of service; - How statewide and regional transportation planning is done and investment priorities are determined; and - The extent to which the state should contribute financially to local and regional transportation activities. 2 . To consider methods of providing more cost-effective service specifically addressing: - Increased use of public/private partnerships ; - Present and alternative methods of relating transportation expenditures to benefit; - Potential cost-saving measures in the Department of Transportation including changes in staffing levels and Department procedures for bid letting; and - The establishment of design standards . 3 . To consider whether additional funding is required to accomplish transportation goals and objectives and, if so, desirable and feasible sources of revenue, including non- traditional sources. This interim report provides a preliminary description of the existing surface transportation systems in Minnesota and key issues identified to date which should be addressed in the Study of Minnesota ' s Surface Transportation Needs . The Board must make a final report to the Legislature and the Governor on its findings not later than January 15 , 1991. 2 c C STUDY PROCESS Over the past year, the Board has focused its attention on the identification of issues and collection of data for conducting the Study of Minnesota 's Surface Transportation Needs. These efforts have included a large number of meetings, the preparation of a work program, contracting consultant services, and conducting a survey of state, regional and local transportation needs. Work Program The Board began its work by adopting a work program with four key steps: 1. Identify issues 2 . Establish goals and objectives 3 . Evaluate alternatives and develop conclusions 4 . Recommend policies, programs and funding strategies Public Meetings The Board has held monthly meetings over the past year, receiving testimony from a wide range of organizations and individuals. A sample of the topics which have been discussed include transportation's impact on economic development, public/private partnerships, the role of the railroad industry, the County State-Aid Highway system, the Municipal State-Aid Highway system, the Mn/DOT programming process, Light Rail Transit, rural transit services, weight restrictions on rural roads, tourism and many others. Ten public meetings were held throughout Minnesota between July and November, 1989. Meetings were held in Marshall, Crookston, Mankato, Shakopee, Spring Lake Park, Fergus Falls, Brainerd, Minneapolis, St. Paul and Duluth. In these meetings, people provided testimony regarding their current transportation system and their perceptions regarding future transportation needs. Many presenters provided written comments and documentation which have been (and will continue to be) used extensively by the Board and staff in identifying key transportation issues and concerns. At the close of each meeting, attendees completed a questionnaire regarding transportation issues. The results of these surveys are available for review on request. 3 Surveys The Board mailed survey packets to each township, city and county in Minnesota in December, 1989 . The purpose of these surveys is to obtain local perspectives on present and future transportation needs. Local officials as representatives of the people of Minnesota have been asked to identify highway, rail and transit needs over a twenty year period. This information will be used, along with other data sources, to quantify transportation needs over the next twenty years. The Department of Transportation and the Regional Transit Board have also been asked to provide extensive information regarding long-term highway and transit needs. This information will be entered into a computer data base for use by the Board in determining long range transportation needs. Consultant Services The Board contracted with two professional consultant firms in June to assist the Board and staff in the identification of transportation facility/service needs and potential transportation financing mechanisms. The firm of Strgar-Roscoe- Fausch, Inc. began working with staff in July to develop transportation and facility needs. The firm of Peat, Marwick and Mitchell will begin work in April , 1990 on financial requirements and strategies. TRENDS WHICH WILL AFFECT TRANSPORTATION NEEDS During the next twenty years, many changes are expected to occur in Minnesota which will affect the need for transportation facilities and services. The most important of these are described below. Population Growth The population of the state of Minnesota is expected to grow from 4 . 2 million people to 4 . 8 million people in the next twenty years. Most of this growth will occur in the Twin Cities metropolitan area and other large urban areas in the state. Some areas or communities within the metropolitan area will grow much more rapidly than others and population is expected to decline in some rural and small urban areas. 4 Growth in Personal Travel The number of trips taken per person is expected to continue to increase faster than the growth in population. There were 6 . 7 million person trips in the Twin Cities metropolitan area in 1980. This is expected to increase to 8 . 2 million by the year 2000. This is occurring for several reasons: increased trips by individuals, increased leisure time, increased mobility of the elderly, increased auto ownership, and an increase of women in the work force. - In 1970, 45% of the metropolitan area population had daily jobs. This is projected to climb to 60% by the year 2000. - The number of female workers jumped 82% between 1970 and 1980. The percent of families in which both adults have jobs grew from 44% in 1970 to 59% in 1980 . - The percent of households with two cars has increased from 35% in 1970 to 54% in 1980. As a result, the number of vehicles in the region has grown from 851, 000 in 1970 to 1. 3 million in 1986. It is expected to grow to 1. 5 million in the year 2000. - The proportion of the national population age 65 or above is 11. 6%. This is expected to increase to 13 . 1% in the year 2000. Total Vehicle Miles Total vehicle miles travelled in Minnesota increased 25% between 1979 and 1987 . This is expected to increase to 48 million VMT in the year 2000 . Trip Length Trip lengths will also increase in the future. The average metropolitan work trip length in 1980 was 8 . 1 miles. This will lengthen to 9 . 7 miles by the year 2000 . Congestion The above trends are causing increased congestion on major highways, particularly in the Twin Cities metropolitan area. The Metropolitan Council has estimated that there were 72 miles of severely congested highways in the metropolitan area in 1984 . Congestion was the most frequently cited problem at the Transportation Study Board meetings held in urban and suburban areas of the Twin Cities. 5 Transit Dependents The need for transit, in both Greater Minnesota and the Twin Cities metropolitan area, is increasing, especially among elderly and low income citizens. Statistics show that elderly and physically disabled persons account for over 70% of the transit riders in rural areas, and over 50% of the riders in small urban areas. Thirty percent of workers using transit in small urban areas earn less than $5, 000 per year. Demographic projections reflect a higher growth rate in the aged, minority and disabled groups as compared to the population at large. Alternatives to the Automobile There will be very few opportunities in the most developed areas of the Twin Cities to provide additional highway capacity within the next twenty years. These areas must increasingly rely on transit to meet future demand and alleviate severe congestion. All alternatives need to be considered including regular route bus services, Metro Mobility and other special services for the elderly and disabled, community based transit services, vanpooling, carpooling and travel demand management. Regular route bus service in the Twin Cities has lost riders almost consistently since 1980. While ridership appears to have stabilized in the last year, significant improvements are needed to make transit a viable alternative, particularly for commuters. As a result, the Twin Cities is considering the construction of Light Rail Transit to revitalize the transit system and dramatically improve the quality of transit service in the metropolitan area. Growth in Truck Travel Rural 5-Axle Truck Travel is projected, based upon existing growth of 4% per year, to double by the year 2005 . It is also likely that the size of individual trucks will increase. Seasonal Weight Restrictions Seasonal weight restrictions on highways was one of the concerns expressed frequently at the public meetings held in locations in Greater Minnesota (see Figure 1) . Rural economies dependent on the movement of agricultural , forestry and iron ore products are very dependent on maintaining year around access to transportation systems. Likewise, concerns are expressed about maintaining rail service to these areas so that transportation costs remain competitive. 6 111 • Eo N cn Co N O Cn CV N E CT T • i O i O O O •O v. o • • CO co Co O 11 • N r L') 1 N- N CO 1 Cl) lCC ` O COO N O = LO CO O) O i O /— H e CO CV r i T w _ € c Z E CC iii € a t - - Cn o 0 � E Cv W O I"- I!)) LC) O Q CO CO 1 L) O O •" � OCDO ( X; �Cl) N r • = c O) = d € Y € ZA E0 0 0O I— NLC) C)) i Q) O CO i N t CO CO CO r • 1 E i 1 • 1 Cl)• f Y O E O c. z Z Z E Z v O it E o N, C 0 0 E 0 i. CD r Q a C) 1 a) I O 0 >• cc cc to cc ti 0) Q I F- (/) o ).. Q a o 0 i m .4:c Cr) Cc Aging Infrastructure Preservation and reconstruction of the existing transportation infrastructure (highways, railroads and waterways) will be a major challenge over the next decades. The Metropolitan Council anticipates that most of the 590-mile metropolitan highway system will require major rebuilding by 2010. This is also true of a large portion of the highway system in Greater Minnesota where issues such as weight restrictions on roadways can have a significant impact on local and state economy. Railroads and waterway facilities are also aging. As a result, increased spending for maintenance as well as needs for reconstruction must be considered. Declining Revenues From 1979 to 1987 the total vehicle miles travelled in Minnesota increased by 15%. During the same period the average number of miles per gallon of gasoline consumed by vehicles increased by 35% . While road usage increased by 25%, fuel consumption decreased by slightly more than 9% (see Figure 2) . Gasoline tax revenues declined in direct relation to decreases in fuel consumption. Inflation is also a very present factor. The Department of Transportation estimates that it cost $500 million in 1988 to construct what could be accomplished with $200 million in 1972 . In response, the Legislature has had to look to increased gasoline taxes, increased license fees and use of the Motor Vehicle Excise Tax to meet the growing need for revenue. GOALS AND OBJECTIVES The Transportation Study Board has adopted the following goals and objectives on an interim basis to begin to address these transportation issues and for analysis purposes. They will provide direction for preparation of the Study of Minnesota ' s Surface Transportation Needs: 1. Provide a safe transportation system for all users in all areas. 2 . Maintain a multi-modal transportation system which enhances mobility and economic development. 3 . Provide a reasonable travel time for commuters to or from work or school . 4 . Provide for the economical , efficient and safe movement of goods to and from markets by rail , truck and water. 5. Provide convenient interstate and intrastate access to tourism opportunities in Minnesota. 8 N ::i:aa . :::.::.:r. iiiiiiiiiiii co :.:: ?..Ri:.i:.::::.:.:.i:,. ::<::;:}:<%:i:4ti: ':;:::.,.':,:n: <>:} c}.lJ:{F }..:.:»::::::........:: ii::i:iiiii i>:: :. co t r:: .f ;tt+f{�fS{y%n:Y::+.;ti3:•:'!.}v.%•//::i: 4J ,t,-_,.,,...•r; �S:Y:y'•.Ciir'r .is rii {:}i;,i:,iii:�:i :iiii:::::ii:::if:::+ ••K r Jf/.-.! F,{:n rF r /�J��... .,fir Fti l::{:}:4::.r.iy!::.%S v.}}}•}} :?i i s?.::}i}:?.iYi ,,�{{f .'/.•'Fi::} .Kt, FiC{O.. .- :: i•;/•'J."4 vr.!t :`v: „'iii::i::ii;:iiii:i iii iii :rf'�`r•sT�'•E•:r "::::}:n*.:::::: .: f:4:-iJF+3 Yrs.'•'.`#.r:3:::'-::%n3F.'::Rr!%fS•::.:;r:: • r./i ''3` /� :M ::4:14:;<„ i} ,,• rr% f i?t f ifx.,,,::.F -{}t •:':%... :•.. ;.•:c �:ry i:ii::}i:':}ii}i}}}}$:+' -,ry Y.y;.} %Y}J4$y », ��{yr%' : r: Yii«{▪:i, :�: :;:j::::;:.: i.}S,i:.{;.: : :: :•ii}i:.} �. .ff K.. ..-..,:40,0.4'• ''ri j`i i::� :.' ¢� %/• :;w%"i::i•:Y.;J,..4,.,:x.*:::::::::::: rr�:::::;,}}:':::::i:{:;:•}i:-V:R:-i::;-i::::.::::,ii::i::Ji;. f• r r,Fr..:. ::}:n. ::% 6 . Provide transit services in urban, suburban and rural areas to meet the mobility needs of those communities. 7 . Manage the transportation system to assure the highest level of productivity. 8 . Maintain a transportation system that provides access to all people and businesses in Minnesota. 9 . Establish performance criteria for transportation investments which optimize the benefits received. 10. Establish a funding level which, at a minimum, would assure no further deterioration of the transportation infrastructure. 10 III. EXISTING SURFACE TRANSPORTATION SYSTEMS The existing surface transportation system in Minnesota is made up of highways (Federal, State, County, City and Township) , transit services, railroads and waterways. Each plays an important role in maintaining individual mobility and economic vitality for the State. Each of these systems as it operates today is briefly described below. HIGHWAY SYSTEM There are approximately 133 , 000 miles of streets and highways in Minnesota which accommodate more than 35 billion vehicle miles of travel per year. Minnesota has approximately 3 . 1 million licensed drivers and 3 . 3 million registered vehicles. The State ' s highway system is managed by the state, counties, cities and townships and classified as: Trunk Highways, County State- Aid Highways, County Roads, Municipal State-Aid Streets, City Streets and Township Roads. Each of these systems is described below. Trunk Highway System The State Trunk Highway System serves as the primary linkage between communities within Minnesota and facilitates travel between states. Trunk Highways include primarily Interstates, principal arterials and minor arterials. Traffic volumes are higher and trip distances are longer on the Trunk Highway system than on other highway systems in the state. The Trunk Highway system currently has over 12 , 000 miles of highway, approximately 9% of the total roadway miles in the State. About 58% of total travel in the state is on the Trunk Highway system (see Figure 3) . According to data from the Department of Transportation, the following problems exist on the Trunk Highway system: - 2 , 860 miles or 25% of the Trunk Highway system has weight restrictions of less than 80, 000 pounds (9 tons per axle) . - 5, 700 miles (47%) of the Trunk Highway system have fair or poor surface condition. - 1, 280 miles of the Trunk Highway system are narrow with less than a 24 foot surface. - Approximately 600 bridges on the Trunk Highway system have some type of deficiency based on federal criteria (see Figure 4) . - 1, 070 miles have moderate to severe congestion. 11 d A' ~ U N 0 --• \—. _ W r� - a w I' d I N H Cn W J_ o ee r c W a E. N y � U gi c 0 = P' • ^ 3 O W o O ¢ c a' TIS W (2, 1 . N ' fes`f/ _: .�. Q 2 € / N ��/�i 'IDQ � CV \ V W '5i LLI CD J_ 03 d / >, N Q o N V = ,.... ,,,,,,,,,,.,/,..,,„7„ /7/7 >, (n O Q Cr CZ Cr CD U4 00 G> a ?QCI) CC JIIMINIIMINImimmimmimigimmimilmilir N O 0) N p O CO N C)) � CO al LU O T N. it N N O T Nu7 Z. U W 2 0 d E LL m � w Zcn = W It 0 coco cc Mal V 'LI (� N 0 m O u CC m lii CC a8 a 73 L �p U 10 C Z 113 a 3 >` Q 2 CO� 0 F— cn = E ca w . O 1 CD 3 Cl) aj O • c+ O7 U) cC cc d 'C a) as u, _ �. a s ca 4" 'V .. . N CO U) a) N 2 lo ca c O 'C = C O �+ c . 0 i 0 M 0 0 C ., — 0 ►= cc F- 0 2 U F— M U 2 H ¢ CI t O > Q Q Q O � 2 �- Q frI State funding for the Trunk Highway System is provided by the Highway User Tax Distribution Fund ( fuel tax, vehicle tax, excise tax and general funds) and the State Trunk Highway Fund (driver' s license, federal funds and other revenue) . County State-Aid Highway System The County State-Aid Highway System (C. S .A.H. ) is made up of approximately 30 , 000 miles, representing 23% of the mileage and 22% of the vehicle miles travelled in the state. The C.S .A.H. system is primarily composed of minor arterials and collector roads. These facilities provide connections between and within communities. Counties in Minnesota are shown in Figure 5 . The County State-Aid System accounts for approximately two-thirds of roadways under county jurisdiction. The size of counties ' state-aid highway systems varies from 178 miles (Cook County) to 1, 362 miles (St. Louis County) . The proportion of county highways on the state-aid system varies from 41% (Pennington County) to 100% (Houston and Meeker Counties) . The C. S .A.H. mileage in each county has remained roughly the same since the system was established 30 years ago. More than 8 , 200 miles (27%) of the C. S.A.H. system have gravel surface. Using current design standards and Mn/DOT' s projections of future traffic, approximately 70% of these gravel roads would need to be paved. The Legislature established the C.S.A.H. System and its funding formula in 1957 . State-aid accounts for about half of the revenues of Minnesota ' s county highway departments. In general , state-aid represents a larger proportion of rural counties ' revenue. However, per capita county levies for roads are also higher in rural counties. Fifty percent (50%) of C. S .A.H. funding is currently allocated on the basis of "need" . Need is determined by the cost of construction items required to meet state-aid design standards. Of the remaining 50%, 30% is allocated on mileage, 10% is allocated on vehicle registrations and 10% is shared equally among counties. 14 I KITTSON ROSEAU LAKE 7 OF THE 1 WOODS MARSHALL _ KOOCHICHING PENNINGTON / REO W(Er ` I COCK POLK w BELTRAMI LAKE a i ITASCA ST.LOUIS MAHNOMEN 0 NORMAN I U \ .`_. 0 2c m j CASS CLAY BECKER i CROW WING If t AITKIN CARLTON 3 WILKIN OTTER TAIL MILLS PINE TODD MORRISON LACS W —GRANT DOUGLAS < Y TRAVERSE BENTON , STEVENS POPE STEARNS Q BIG \SNERBURNE ISANTI i STONE �� en ANTI ANOKA `-Z I WRIGHT KANDIYOHI LAC OUI CHIPPEWA MEEKER I MSE! z PARLE HENNEPINRAin MCLEOD CARVER YELLOW MEDICINE RENVIU.E ^-J ^— SIBLEY SCOTT DAKOTA 1 I LINCOLN LYON REDWOOD RENVILLE GOODHUE NICOLLET LE SUEUR WABASHA BROWN 11 MURRAY WATONWAN W� STEEL-IDODGE OLMSTED WINONA r PIPESTONE COTTONWOOD RLUE EARTHI \ : ROCK NOBLES JACKSON MARTW FARIBAULT FREEBORN MOWER FILLMORE HCUSTON I 1 l I 1 I I . TRANSPORTATION STUDY COUNTIES 5 BOARD County Roads County roads are fully funded by counties, primarily through property taxes. There are over 16 , 000 miles of county roads in the State, representing 12% of the total statewide system. County roads carry approximately 3% of the vehicle miles of travel in the State. County roads typically serve both a collector and a local land access function. Municipal State-Aid Street System The 1957 Legislature authorized the establishment of a Municipal State-Aid street system in cities with 5, 000 population or more (see Figure 6) . These streets typically function as minor arterials or collectors within urban areas. The permitted MSAS mileage designation for a city is 20% of the total local city street miles. In 1989 , 2 , 205 miles were designated MSAS . This represents approximately 2% of the statewide street and highway system. These streets carry approximately 7% of total vehicle miles travelled in the state. The apportionment of Municipal State-Aid Street (MSAS) funds is based 50% on population and 50% on needs. The needs apportionment is determined by the MSAS mileage designation with a community and the appropriate construction items required to meet state-aid standards. City Streets City streets are fully funded by cities and represent approximately 10% of the total mileage and 8% of the total travel in the state. In many instances, streets are improved with funding obtained through special assessments on adjacent or nearby property owners whose property receives direct benefit from the improvement. City streets serve primarily a local land access function. City street mileage is increasing at a significantly faster rate than other highway systems. Future traffic patterns will no doubt show a further increase in the percentage of travel on the city street system. Township Roads Township Roads represent 42% of the total mileage of statewide system of streets and highways but only 2% of vehicle miles travelled. Township roads serve primarily a land-access function in agricultural areas. Traffic volumes are typically very low. Township roads in Minnesota are predominantly gravel . Deficient bridges are a primary problem. Road preservation and maintenance represent a high percentage of township budgets. 16 /MUNICIPALITIES METRO-GOLDEN VALLEY ----.—______L____I 7 Andover Anoka Blaine Bloomington • Brooklyn Center International Falls Brooklyn Park Champlin Chanhassen •Thief River Falls Chaska Columbia Heights •East Grand Forks Coon Rapids • I Corcoran Crystal ston CropkBethel Chisholm Virginia •Bemidji • • Eden East BPrairie el et Edina • • Fridley Hibbing Eveleth Golden Valley Ham Lake • Hopkins Grand Rapids Lino Lakes MoorheadDetroit Lakes Hermantown Maple Grove • Minneapolis • Duluth Minnetonka • Mound New Hope Cloquet Orono ij Plymouth Fergus Falls Brahnerd Pnor Lake Ramsey (( Richfield I Little Falls Robbinsdale Alexandria • St.Anthony • St.Louis Park Savage Moms Sauk RapidsShakopee • • I I j Shorewood Swing Lake Park St.Cloud MUNICIPALITIES ----1..../--Elk River ( IN Willmar Litchfield Buffalo• METRO-OAKDALEO PWe Valley • Montevideo • Arden Hills N I • e•toSc. "t METRO Burnsville II 1 Hutchinson L ( Cottage Grove i Eagan Falcon Heights Redwood Falls! I Farmington I(—" 'n-1 ;� Forest Lake • St.Peter • I -ed Wing, L__ Hastings Marshall New Ulm Northfield i Inver Grove Heig-:: Faribault• I Lake Elmo North Mankato _ Lakeville Mankato • I Rochester /---- Little Canada Waseca Owatonna • WinonaI Maplewood I Mendota Heights Worthington FairmontMounds View I •Austin I New Brighton • North St.Paul Albert Lea Oakdale Rosemount Roseville 1 \ 1 , St.Paul Shoreview South St.Paul S6l lwater +Vadnaas Heights West St.Paul White Bear Lake Woodbury TRANSPORTATION CITIES OVER 5000 POPULATION STUDY ELIGIBLE FOR MUNICIPAL STATE-AID 6 BOARD Source: Minnesota Department of Transportation TRANSIT SERVICES Transit plays a vital role in Minnesota ' s transportation system. Eighty three million trips are provided annually by 61 transit systems throughout the state (see Figure 7) . Regular route and para-transit services (dial-a-ride, vanpools, carpools, subscription bus, etc. ) are available in all of the major metropolitan areas including the Twin Cities seven-county metropolitan area, Duluth, Moorhead, Rochester and St. Cloud. Transit services are also available in many of the small urban and rural areas of the state. The annual operating cost for these services in 1987 was $126. 1 million. These services are provided by counties, cities and some private organizations. Funding is provided through fares, advertising (for example, paid advertising on buses) , local funding, and federal and state grants. The Office of Transit, Minnesota Department of Transportation, administers grants, manages contracts and evaluates transit services in Greater Minnesota. These services include transit programs in large urbanized and urbanized areas, special services for the elderly and handicapped, and transit services in small urban and rural areas. The Regional Transit Board (RTB) administers grants, manages contracts and evaluates transit services in the Twin Cities metropolitan area. Mn/DOT has 30 park and ride lots located throughout the State. In addition, the Metropolitan Transit Commission has over 120 park and ride lots in the Twin Cities metropolitan area. The RTB, in coordination with the Regional Railroad Authorities, has recently completed a Regional LRT Development and Financial Plan which sets forth a plan for the implementation and financing of Light Rail Transit in the Twin Cities metropolitan area (see Figure 8) . The plan calls for a $2 billion system to be constructed over the next twenty years. RAILROADS There are 5, 072 miles of railroad track in the state of Minnesota (see Figure 9) . The number of miles of rail line has declined significantly since 1967 when there were nearly 8 , 000 miles of rail line in the state. Approximately 120 million tons of commodity are moved by rail in Minnesota each year (see Figure 10) . Sixty eight percent (68%) of the goods moved by rail today are metallic ores, grain and agricultural products, and coal . 18 COUNTY TRANSIT SYSTEMS KITTSCN ROSEAU �/ LAKE A MUNICIPAL TRANSIT SYSTEMS t—' 7 OF THE WOODS MARSHALL -___. KCOCHICHING PENNINGTCN RED LAKE C;.< POLK Immow- ite - LAKEI ITASCA AS T.LOUIS4 a..NOME NORMAN CASS I CLAY BECKER I - _ f" A A �_ 2 CRO•w WING A AITKIN CARLTCN J \ILKIN 3 OTTER TAIL A \� TODDMILLE �LACS O PING GRANT DOUGLAS MORRSON a _ A I Z a 'TRAVERSE r^ STS POPEini , BIG 111111111 SA'," 'ONE S vAr I :i;A i II wR;GHT Light Rail Transit 1 Ac cul CHK�DIYCHI IPPq MEEKER! TWIN CITIESRegular Route Bus PALE A A I METROPOU_TAN= Metro Mobility t--------1t--------1 MOLE= CARVER _( AREA 1 Community Based Services YE�OW MEDICINE RENV!LLE —� Ridesharing _ SCo" L SBL'eY - I DAKOTA / L I i REDWOOD _ A I RAA GOOCHU^, NICOLLE I-BROWN LE SUEUR I WABASH-A A I r� ' I MURRAY WATONWANI WASECA STEELEiQODGEI STET i WINONA �� PIPESTONE COTTONWOO BLUE EARTH I I j i i ROCK NOBLES JACKSON MARA .7AR�BAUL' F 30RN i MOWER FILL40RE -C,;S-CN TRANSPORTATION PUBLIC TRANSPORTATION SYSTEMS IN MINNESOTA STUDY Source: Minnesota Department of Transportation 7 BOARD t4.____ I "`"' ��• —' _ J v - WASHINGTON -- 4.,-„t7-,- T-- Li_ , , .........___ �v �ANOKA6:1-1';' »,� �' �.... I f • f-- '►.. � 0 , . . o...e ,ea.., w. t . - l( 8 AVE ' " ` Q: ---'° .i1NHIT: BAP i — •.. .-• GRANT' pi 111 I Vilna ,:: : . ...:\ mil ,.: : • K `� ;. c ,. HENNEPIN • 0 j •"" " •'"r"" .,. a Q r- 1 '41.41400, Nava+ : "' _I u- - -- y+ Q ue. '► , ! 0 r.= - I 'AMSEY gy. Nil Q «oma ci.1 1 i one Mli ,...... . . c - . FINN--la.II.7 i laul‘... ?vett vim" i''.:Stir„ iirjmni. =wig' ---L-/' !'-.- a ', 1 lailagria,V i= WIFAIMI 411) I Y I.JA Lara PNifils .• _vIpJM "(A/.,'a-'"°;Aso. � : �` �.. NI ‘,/1 ' IL Mr N 11,4.1‘ii,F -ADI(►• DRI E illill:,a ,' 4_,-. / 32 Age vtan s SL►r. ,t •- — ... 4;...7. -....t _ 6 ,, Air Aiv a , 1 ,.4.• dew Pliimi. ,p4. 1 W .: I • ,4 r ' CSA •f f, C ,� \ �YMM Oi•N N•Y�Y ••R 1 � - z. d 1 IC • © i G "we .) 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''.... •..— .. . . --... ...... --. f 1 - ---,---•.-•-: L.---.--=. --..--_-. , ,:., • ' .Viiiiivi- 7..-.1.: ._ .•...• •,•,. • ...... . _ _ .. •. . ....._._. .,_ . . 1-4- ' ' ....y___,..1.1' .'. • *—.. •-• .L.-.- •n.2- j'-=Z:' ....... - --- V.— . • , ..... • 1 , i —* /Mr' — rt:' —..-2 . s•fp-71 ; •' .. ,....-. — !)- ••••.• ..1-1•-•:::., . ,•—_.. - -1,../•—•„.......r:_. . --••••1:.:._. r. .-.. - .. ...t ;{. . . -----".. •r: ..' --: -- ....— ....,, _'. . • -7.=:- ........_ "'""': • . #:..J.E- . ___. __._ _LI__... ---...;_ _.2-1:. ...i. ._.7.7...,..a....-7.-.77::-....,-._ .- ..... 4"' - , - L.-.. ".• . • • tr... . ...-. ----".Illif— _ • ',., T •• •••••::.,..:... .; c i,• ..... pi ,. .• _- — • ...„ ...._, .. ---::--4. -, ........,....c.t. TRANSPORTATION ACTIVE RAILROADS IN MINNESOTA 9 STUD Y Source: Minnesota Department of Transportation BOARD CD o ch r LL C 14- y F- 8 i d o d i C1 6 0 N Q i o m m Q — II 4ic.; caOUQQ _5ao z ge co 0) ± ■ ::: � U c II ,e (01 II g II e d o . II ac.a U t • H o ;'{t< ;. l' 0 g U __ £:: a ch p Z r Uh. t 0 Q IICC t Q a co Y Z :: •••.: o p Q N. vi Z W o _ J V y — — r LU to F- a g Q — c 2 d Q m i a Q :° O ii Q. o W co m O C. 11? a to2Q 0U = I I— QW V FOim n o- m c O r tq ::: 0 to T- CC v c C c so O J r • s mII it d . :::. fi2.1- 0 - a) (DUC30Qo ° 'a° 2 = II p © 0 - ® S aU o, `> c r ae c° S co a Q o _ c 0 u , 1 II II q a`) o 2 t o -8 II o _ = P a a O i 1. � II co CC Cr P- 0 > 4:C es c a. 0 0 co d 172 2 1- O (7 Q CI) cc I-- WATERWAYS There are 230 miles of navigable waterways and 60 active river terminals in the State of Minnesota which handle 17 million tons of freight annually (see Figure 11) . In addition, there are four major ports on Lake Superior, moving over 50 million tons of freight annually. The primary commodity shipped by river is grain. The primary commodity shipped by seaway is ore and taconite. 23 11111L‘,.,_ Duluth Minnesota 1 St. Paul Wisconsin Minneapolis•2 3 5 5A Winona • LaCrosse N gyp• 'O. Iowa ��. • PORT WATERWAY TRANSPORTATION PORTS AND WATERWAYS IN MINNESOTA STUDY Source: Minnesota Department of Transportation 11 BOARD IV. TRANSPORTATION PLANNING AND FUNDING The state transportation budget is currently about $1 billion per year. Transportation funding programs currently in place are directly related to the transportation facilities and programs described in the previous chapter. The allocation of transportation funds is shown in Figure 12 . This chapter provides information on existing funding levels, allocation formulas, and criteria for setting priorities and determining "needs" . STATEWIDE TRANSPORTATION PLANNING The most recent statewide transportation plan was prepared by the Department of Transportation in 1978. Since 1978, various sections of the plan have been periodically updated through Mn/DOT division planning activities and the District Twenty Year Plans. Each Mn/DOT District is required to prepare a twenty year highway construction plan for submittal to the Central Office. The Central Office provides the districts with estimates of annual revenue for their use in preparing the twenty year plans. The plan is intended to inventory existing conditions and forecast future conditions, identify what needs to be done in the twenty year period, prioritize the needs, identify the assumed funding level, and provide a schedule for addressing the highest priority needs. Each Mn/DOT District receives its planning estimates based upon the number of highway lane miles, the population, and the total number of vehicle miles travelled per year within the district. REGIONAL DEVELOPMENT COMMISSIONS There are currently nine active Regional Development Commissions (RDC) in Minnesota serving multi-county regions (see Figure 13) . In addition, there are three RDCs which are inactive at the present time. Each RDC conducts transportation planning as well as other planning activities. Each RDC has an appointed Transportation Advisory Committee which is comprised of representatives from the counties and local communities in the region. The makeup of these committees varies by region, but commonly includes county commissioners, city and township officials, county and city engineers, and representatives of other important modes of transportation. Mn/DOT generally serves in an ad hoc position on the committees. 25 Quo N p en _> K T.I. wr...., Q 000a w VIER • cm W U> C7• r�pmp W W Qf pQnN o w 0 aN cc Z = 0 D occ Q = ~ NW w r g Z Q to = p a ,a p a. U Z a Qr� Cr) 40, O w EE_ LU Q CC 0 a - o I— a ca ► 0 c r Z o $ W CV W LU q N • 2 it H g ti d_ 03 > W 41=.1 .1p W gr_, >< O p :.-.1 N N 0 E Z co ate = W>. C =LL 3 UJ a) E QE .x <w 2 A o> p 0 �.+ > a r, U Q a h- i N g I-' a0 W t- p n Cir Nom = F � ... = N m = c_ N Cp N J p i-2 '7, z = o W ti 0 CI ¢ Q far` O > Q La u_ lCel I Metropolitan Planning Organization SKITTSON ROSEAU LAKE O Regional om mssionvelopment DT T-,-,E Regional Development wcccs O Commission MARSNALI O (Inactive or Dissolved) r KOCCHICHING PENNINGTON ! REDLAKE� COOK I POLK i ri w BELTaAmt LAKE a 3 © ITASCA ST LOUIS HNOMENI "' NORMAN I U C C C CASS AY 'E c r I i !CROW WIN 3 © I AITKIN CARLTON 1 � ••. - T. i 4. 4 MILL PINE �j� TODD LAOS (-2(610 4:,,AS MCRRISON .J Z feA i Y 1 \ ' , , •S Py �B:G I � / �V !SANT! ti� STONEFr 4 ,___/_______. I T I AANCKA ANOIYOHI LAC O.6 W MEEKE. r v t t` Ir--� MQ•EiN —� PARLE 6E MCLECD CARVERI. Iiirw- YELLOW MEDICINE RE.NVILLE SCOTT OAKC'Oa'SIBLEY L�LINCO LYONREDWOOD LE ,NICOL - � LE SUED �� 8 BROWN , l OA �' I �_ HURRAY N WASECA �.- PIPESTONE COTTONWOOI BLUEEARTHI 011ire.. ..r,+ ROCK NOBLES JACKSON MARTIN FARIBAU_T ..E 7 I II ,, I I \ i i I i I • TRANSPORTATION METROPOLITAN PLANNING ORGANIZATIONS (MPOs) and STUDY 13 BOARD REGIONAL DEVELOPMENT COMMISSIONS (RDCs) An RDC's role is to monitor transportation needs and issues, prioritize projects, make recommendations for funding and perform special transportation studies. While the work programs of RDC's are restricted by limited funding, an RDC will typically be involved in the following transportation planning activities: - Development of decision-making guidelines for highway improvement project priorities - Development of regional twenty year highway improvement programs and review of Mn/DOT's twenty year plans - Intergovernmental review of Mn/DOT and individual transportation projects in the region - Coordination of transit activities - Coordination of transportation aspects of economic development activities - Transportation inventories, studies and special projects METROPOLITAN PLANNING ORGANIZATIONS Urban areas of the state with populations exceeding 50, 000 are served by a Metropolitan Planning Organization (MPO) . There are seven MPOs in Minnesota: Twin Cities, Duluth-Superior, Fargo- Moorhead, St. Cloud, Rochester, Grand Forks-East Grand Forks and LaCrosse-LaCresent. MPOs were originally formed to comply with federal regulations which required comprehensive metropolitan transportation planning in urban areas as a prerequisite to receiving federal transportation funds. An MPO, like an RDC, monitors transportation needs and activities, prioritizes projects, makes recommendations on funding, and conducts special studies. In addition, an MPO conducts long range travel forecasts, conducts traffic studies and develops transit plans. Each MPO is served by a Transportation Advisory Committee composed of technical representatives of all local and state governments served. MPOs are typically involved in the following transportation activities: - Travel forecasting as well as long range population, employment and socio-economic projections - Transportation planning for areas, corridors and sites including transportation system management solutions - Transit planning 28 - Establishing transportation project priorities and coordinating project implementation - Allocates federal grants TWIN CITIES METROPOLITAN PLANNING PROCESS The Metropolitan Council serves as the MPO and provides long range transportation planning (as well as long range planning for many other regional programs) for the seven county Twin Cities metropolitan area. The Regional Transit Board (RTB) short and mid-range transit provides planning. The Metropolitan Council works closely with the Department of Transportation, the RTB, the Metropolitan Transit Commission (MTC) , the seven counties and all of the municipalities throughout the Twin Cities in developing its regional transportation plan. The Council is responsible for developing and implementing regional transportation policies which are documented in the Transportation Development Guide/Policy Plan. The Council reviews local plans and proposed projects to assure that they are consistent with regional transportation policies. In addition, the Council is responsible for the allocation of Federal Aid Urban (FAU) funds and other federal grants for transportation purposes. The Council is advised by the Transportation Advisory Board and the Transportation Advisory Committee. PROGRAMMING FOR STATE TRUNK HIGHWAY PROJECTS State Trunk Highway projects are proposed by the Mn/DOT District Offices (see Figure 14) based on their twenty year plans, requests by regional/local governmental units, and Mn/DOT inspection and surveillance activities (accidents, average daily traffic, pavement conditions, maintenance problems, etc. ) . The Mn/DOT District staff determine the potential social, economic and environmental impacts of the proposed project and develop a strategy for coordination with other agencies and the public. The project is then proposed by the District Office to the Mn/DOT Central Office with a time table for approval and scheduling. Each proposed project is placed in an appropriate category for statewide competition. Some categories are based on "type of work" such as Major Construction and some are based on "type of funding" such as Interstate Completion. Within each category of projects Mn/DOT has evaluation criteria, weighting factors, evaluation measures and a point scale. A technical ranking formula is applied to all candidates in each category of projects. Criteria for resurfacing and reconditioning projects are: condition rating (70%) , cost-effectiveness (20%) , and functional classification (10%) . Criteria for major construction and reconstruction are: sufficiency (35%) , cost-effectiveness 29 j ira ■ B N AB i� • 1 I I CrooKston IVirginia II Bemidji • © 1 .1 10 ' Detroit Lakes Duluth 0 nee A A .J A Brainerd - - --__ 0 nII • ! 1 B , District Boundaries ■m..imm• ‘i • St. : °u _�; Maintenance Areas Morns - B Boundaries imi NE i•R 1•1 us Willmar District Headquarters& r--! Maintenance Area Office ) pell "' Maintenance Area Office • Q .,. Metro District I I j B 1 L------ Mankato Owatonna C A , Windom •• , • CD A Rochester BI « 1 ! I I ! TRANSPORTATION STUDY Mn!DOT DISTRICTS AND MAINTENANCE AREAS 14 BOARD (20%) , goods movement (20%) , peak month traffic (5%) and functional classification (20%) . A number of other factors are also considered including district, regional and local priorities; project readiness; coordination with other modes and projects, system benefits; special funding, etc. Resurfacing projects are selected one to two years in advance and reconditioning projects two to three years in advance. Major Construction and Reconstruction projects are selected six to seven years in advance to allow time for design and property acquisition. Projects are placed into the six year construction program. The first two years of the program are known as the Highway Improvement Program which is an accurate and detailed listing of project commitments. The last four years are known as the Highway Improvement Work Program. This work program is a flexible list of projects where engineering, environmental and right-of-way matters are being resolved. Once a project is in the six year program, its priority is generally determined by construction readiness and available funding. Project status is reviewed quarterly. COUNTY STATE-AID SYSTEM County State-Aid Highways received $222 . 7 million in 1989 . Funds are allocated on the basis of number of C. S .A.H. miles (30%) , the number of registered vehicles (10%) , and "need" in the county (50%) . The remaining 10% is allocated equally among all counties. Need is based on the construction required to bring the highway up to current design standards. Counties were asked to designate highways for the C. S .A.H. system when it was originally established in 1957 . No specific criteria are used to determine if a roadway should be on the C.S .A.H. system. The proportion of county roads on the C.S .A.H. system varies from 41 to 100%. The Department of Transportation receives requests for C. S .A.H. funds from each county. Available funds are distributed proportionately to the counties based on the number of C. S .A.H. miles, number of registered vehicles and the amount of "need" as determined by each county. A Screening Board reviews the counties ' funding requests and makes recommendations to the Commissioner of Transportation. The Screening Board is made up of nine county engineers, one from each Mn/DOT District. 31 MUNICIPAL STATE-AID STREET SYSTEM The State provided over $76. 5 million in state-aid for municipal streets in 1989 . These funds were distributed to 109 cities with 5, 000 population or more on the basis of population (50%) and needs (50%) . Needs are defined as the construction items required to meet state-aid standards for the mileage designated as MSAS within the community. The criteria for designating a municipal state-aid street are: 1. It is projected to carry a relatively heavier traffic volume or is functionally classified as collector or arterial as identified on the urban muncipality ' s functional plan as approved by the urban municipality ' s governing body. 2 . It connects the points of major traffic interest within an urban community. 3 . It provides an integrated street system affording, within practical limits, a state-aid street network consistent with projected traffic demands. The Department of Transportation receives all requests for MSAS funds from all cities over 5, 000 population. Available funds are distributed proportionately to the affected cities based on population and "need" as determined by each city. Funding requests are reviewed by a Screening Committee made up of one city engineer from each Mn/DOT District plus one city engineer from each city of the first class. The Screening Committee makes recommendations on allocations to the Commissioner of Transportation. TOWNSHIP ROADS Counties with town governments may, by resolution, allocate a certain portion of their County State-Aid monies to townships for construction of town roads. All such monies must be used solely for the construction of town roads. Counties may devise a formula for allocation taking into account each town ' s levy for road and bridge purposes, its mileage of town roads, its population outside the corporate limits of cities within the township, and other factors considered important by the county. PUBLIC TRANSIT ASSISTANCE PROGRAM The Public Transit Assistance Program was established by the Legislature in 1977 . The purpose of the program is to provide access to transit for persons who have no alternative mode of transit available; to increase the efficiency and productivity of public transit systems ; to alleviate problems of automobile 32 congestion and energy consumption and promote desirable land use where such activities are cost effective; to maintain a state commitment to public transportation; and to meet the needs of individual transit systems to the extent they are consistent with the above objectives. The Minnesota Public Transit Assistance Program is administered by the Minnesota Department of Transportation Office of Transit in the 80 counties located outside the Twin Cities seven county metropolitan area. The Regional Transit Board (RTB) is responsible for short term planning and funding distribution for transit services in the metropolitan area. The local contribution for transit operations is determined by legislation. Large urban areas (for example, Duluth) contribute 55%, small urban areas contribute 40% and small rural areas contribute 35% . The state pays the balance of operating costs not covered by the local share, farebox revenues, advertising income, and federal grants. The state contribution is determined through contract negotiations. The distribution of state transit funds in Greater Minnesota is shown in Figure 15. In calendar year 1987 , 56 transit projects received funding through 72 contracts administered by Mn/DOT and the Regional Transit Board (RTB) . Mn/DOT currently manages 43 contracts in Greater Minnesota. State funds provide approximately 35% of total operating costs, federal funding covers 18% , and local funds (including farebox recovery) support the remaining 47%. State funding is from the General Fund and the Transit Assistance Fund. In addition to these contracts, both Mn/DOT and RTB provide assistance to rideshare programs including 22 local rideshare projects in Greater Minnesota. Mn/DOT and RTB also provide capital grants for transit facilities and acquisition of equipment. Capital assistance is provided on an 80/20 cost-sharing basis based on technical criteria with an emphasis on helping new start-up systems. LIGHT RAIL TRANSIT The 1988 Legislature provided $4 . 17 million to Mn/DOT to allocate to eligible recipients for Light Rail Transit (LRT) activities. Eligible activities include planning, preliminary engineering, design and construction. The eligible recipients of LRT funds are the metropolitan area regional railroad authorities. The regional railroad authorities (RRA) must match state LRT funds on a dollar for dollar basis. No more than 60% of the available LRT funds may be distributed to a single recipient. 33 U) 1. , 2 N.: 2 ca to 4 E a N 40, m cJ H 2 4 T N E d T 4, O Cv 4 cn H I- D) m >, E E Ci co .. N co a) y U CC E it "' C V CO N Q�` cD E n N CC c 0 11 Cl) 03 co co E ? 0 Cn J W Cr) CC a c 1 0 c m Ill III ® p- r CO ~ m o i H c J cf.) E Z Q a CCo 1- ce ao o 0 Jc m = ^ o • •E a_ •• \ N a I. O cn p 1— Cn • . .----;--*-- N EA. w • r'--•`— II 1 Z • I N •... ;; N LU II . toI- o .c LU CD m 3 (1:.. 4 +. CC c T II C) 02 I I CL .. c = O c co U5 W .. O co) M- d• ra E z Cl) 0 r= Q ►.... C Cr CC O i Q Ca. p O y � 2 1► Q co cc MINNESOTA RAIL SERVICE IMPROVEMENT PROGRAM The Minnesota Rail Service Improvement (MRSI) program, administered by the Department of Transportation, provides state and federal support to railroads for rehabilitation of rail lines, capital improvements and acquisition assistance. The program has been utilized to rehabilitate 690 miles of line, serving 100 communities and 260 shippers and representing 12 . 5 million tons of freight shipped. 1. Capital Improvement Project Loans are used to provide interest-free funding to rail users which will help improve rail service on lines that been the subject of projects previously funded under the MRSI program. Loans must be repaid in 10 years. 2 . Rail Line Rehabilitation Projects are intended to assist railroads in rehabilitating economically viable, but deteriorating rail lines which serve Minnesota. Project funding may include grants, low interest and interest-free loans for up to 70% of project, but not more than 60% of total cost for non-bankrupt railroads and up to 90% of project for bankrupt railroads. 3 . The Rail User Loan Guarantee Program assists rail users in obtaining loans, and guarantees revenue bonds issued by political subdivisions of the State to cover the rail user' s share of the cost of rail line rehabilitation, capital improvements to reduce the impact of rail abandonment, and capital improvements to improve rail service. The Minnesota Department of Transportation also administers the State Rail Bank Program which provides a mechanism for the state to acquire and preserve abandoned rail lines or rail right-of-way corridors for future transportation uses. WATER TRANSPORTATION There is no state funding for water transportation facilities at the present time. 35 V. KEY ISSUES Previous chapters of this report have described the existing surface transportation systems in Minnesota, current transportation planning activities, and current funding programs for transportation facilities and services. The purpose of this chapter is to summarize key issues identified to date which are associated with surface transportation needs and the allocation of funds to meet those needs. These issues will form the basis for future policy discussions by the Transportation Study Board and its committees. TRANSPORTATION PLANNING Transportation planning activities occur at the state level (Mn/DOT and its districts) , regionally (Regional Development Commissions and Metropolitan Planning Organizations) , and locally (counties and cities) . Key planning issues which should be addressed by the Transportation Study Board are: 1. A statewide transportation plan has not been prepared since 1978 . It may be desirable for this plan to be updated on a statewide basis. 2 . Transportation planning is conducted at many levels of government. Mn/DOT plans improvements and sets priorities on the trunk highway system. The Regional Development Commissions, the Metropolitan Planning Organizations and the Metropolitan Council conduct multi-modal planning in their respective regions. Counties and cities also do transportation planning for their respective geographic areas. In some cases, the criteria used to determine needs and set priorities may not be consistent. There is a need to assure better coordination of transportation planning and programming activities among these various jurisdictions. 3 . There has been considerable testimony to the Transportation Study Board regarding the highway needs of suburban areas, freestanding cities and growing rural areas in the Twin Cities metropolitan area. Adequate highway capacity between outlying cities and the fully developed portion of the metropolitan area is lacking, particularly away from the interstate system. Areas are having difficulty providing the transportation capacity needed to accommodate rapid growth. The result is a gap in the transportation system between the trunk highway system outside the metropolitan area and the metropolitan highway system. The unique needs of this area of the state need to be addressed within a regional as well as a statewide context. 36 I C� 4 . Economic development is an important objective of the State of Minnesota, both within the Twin Cities metropolitan area and throughout Greater Minnesota. A number of urbanized areas outside the Twin Cities are growing strongly. The Twin Cities is also rapidly growing, particularly in certain suburban areas. Finally, there are areas of the state where efforts are underway to spur economic growth. No economic growth of consequence can occur without adequate transportation facilities to serve it. Conversely, in areas with high congestion, the need to balance land uses and new development with transportation capacity is a concern. These factors should be considered in the development of transportation policies and the review of programming criteria by the Transportation Study Board. 5 . The Transportation Study Board needs to determine a program of multi-modal planning and facility/service provision which ascertains the relative roles of Light Rail Transit, other transit services, and highways in moving goods and people more efficiently without significant expansions to highways, particularly in the metropolitan area. PRIORITIES FOR TRUNK HIGHWAY PROJECTS Limitations in funding for state trunk highways, as well as for allocations to local units of government, require that Mn/DOT set priorities for the construction of highway projects. Mn/DOT has developed an extensive process for establishing those priorities. The process includes a ranking of projects based on weighted technical criteria as well as the consideration of a number of other factors including local concerns and priorities. In reviewing Mn/DOT ' s project planning process, some key issues have been identified: 1. The legislative directive of the Transportation Study Board is to review the planning and programming process for determining transportation needs and priorities for transportation investment. As part of that process, the criteria and weightings which are used to evaluate and rank trunk highway projects should be reviewed to assure that they reflect current and future needs as well as state transportation goals and objectives. In particular, congestion is becoming an increasingly important issue in the Twin Cities metropolitan area and other urbanized areas in the state. At the present time, congestion has a low weighting in setting priorities for highway construction. A key issue in setting priorities will be how to weigh the concern about congestion against other types of transportation needs. 37 2 . Concern about the structural condition of rural highways was frequently expressed at the public meetings held in Greater Minnesota. Mn/DOT has recently completed a Market Artery System study and recommendations regarding goods movement and weight restrictions on highways (see Figure 16) . The ability to move products efficiently to and through the state is an important economic question. The appropriateness of the Market Artery system and the best means to implement the system are issues which need to be addressed in the transportation needs study. 3 . A number of individuals testifying at the public meetings held by the Transportation Study Board expressed concern about the length of time that passes before a planned project can be constructed. Issues which affect advance planning and design time are environmental review requirements, design of more than one alternative, the number of approvals , permits and reviews required, and availability of funding. Other related issues which are noted in the legislative charge to the Transportation Study Board are the use of professional staff and consultants to maximize productivity and efficiency, and the process used to solicit, review and accept bids. 4 . The cost of making roadway improvements is increasing at a time when both dollars and right-of-way for proposed improvements are becoming less readily available. The need for greater flexibility in design standards in urban areas and on lower volume roadways should be addressed. In addition, the legislative mandate to the Transportation Study Board requires a review of how cost-benefit analyses are done. 5 . Finally, numerous individuals testifying at the public meetings raised concerns about the overall process by which funding is distributed throughout the State. The public appears to have a perspective that funds are distributed on a fair share basis rather than on the basis of need for roadway improvements and capacity problems. In particular, there are concern expressed by individuals from the metropolitan area that congestion-based needs are not receiving adequate weight in the determination of funding allocations. ALLOCATION OF HIGHWAY FUNDS TO LOCAL UNITS OF GOVERNMENT There are currently three programs for providing funds to local units of government for highway improvements. These are the County State-Aid Highway System, the Municipal State-Aid Street System, and a program for township roads. Issues associated with each of these funding mechanisms are discussed below. 38 ..` MARKET ARTERY SYSTEM Trunk Highways Only _ -. 1--------:1.-1-1,:, _ - —Market Artery Routes — ---Commercial Access Routes - • -- ------ ----- ,.. --- • • Significant Centers _ '--"_ --------• — _ • March I.1898 lip r Pr 11,4 _ 7 _ t 7-... 1 -...",. ____ - . . lailill it -._ _ - - i ‘. -_: : -: ---- --- ilit WA ANL: i-,_1 _ - -:.._ viegyraler gitti__%.21_:,..-__....:; .. tiniik4411111 _ _ lay ._ wortu..._ •4414 fit i .. V fridi p I., •.._ E. _ .. 47.. - ,__ _ 1I441 ii Allitig :At, - . 4111141"11L4Mit Vilark-7" --7 . . - :2. t5--r011eVIFLE011:- :: 11.ff4i*Vitilla - .14 ----:i 1 7.___ --...2!"-Eiglill -FAM411111=-: - -ArAttrilitAt .... : ---'114.511101 -116.24444e- . :-. a iMbi cam - -- .. - . _ ::_ airman__.- ---::-. -4-7. -!\ts_......4....__. Amilimita . .i.. .....r..-:, ttsz___z -iffih -_ . _ . ._..... . - _ - - _ _ _ - : - '•7.-"7-'7"." � --• - _-- - -_=- - _F __ . .. _ - - - =A =�1 - : ; - __ _ ` _� i TRANSPORTATION STUDY MARKET ARTERY SYSTEM 16 BOARD Source: Minnesota Department of Transportation County State-Aid Highway System In 1985 and 1987 the Legislative Auditor did an overview of the County State-Aid Highway System. In their report, the Legislative Auditor had several recommendations. 1. The Legislative Auditor recommended that the Legislature initiate a statewide review to determine whether the appropriate roads are eligible for state-aid. Because the size of the C. S .A.H. system is so large, adequate funding for the entire system is not likely to become available. 2 . The Legislative Auditor recommended that there be some means of targeting funds to serve the highest state priorities. The current funding system sets no priorities. Each mile of the C. S .A.H. system is considered to be as "needed" as each other mile. Specific recommendations regarding the allocation of funds included: - Allocate funds on the basis of "lane miles" rather than "miles" . - Allocate funds using some measure of vehicle miles travelled rather than vehicle registrations . - Eliminate provisions that guarantee each county a certain percentage of total state-aid each year. 3 . The Legislative Auditor recommended that changes be made in the way that counties determine "need" on the C. S.A.H. system. Currently need is determined by the construction activity required to bring the facility up to state-aid design standards. The Auditor made some specific recommendations in this regard: - Use existing rather than projected traffic due to difficulties in accurately projecting traffic on many of the roadways on the C.S .A.H. system. - Make design standards less stringent, especially for low traffic roads. - Consider alternatives to "standards-based" funding. - Prohibit counties from reporting construction needs on roads with less than 100 vehicles per day. 4 . The Legislative Auditor recommended that the role, size and make-up of the County State-Aid Screening Board be reviewed. 40 CTG Municipal State-Aid Street System Many of the same issues that the Legislative Auditor raised regarding the C. S .A.H. system should also be considered in a review of the MSAS system. A major difference between the two is the size of the MSAS system (2 , 265 miles) and the restriction on its ultimate size (2 , 500 miles) . The number of miles of city streets is increasing dramatically in many urban areas and the traffic volumes on many city streets are growing rapidly. Therefore, need for this system may accelerate rapidly. Key issues which should be investigated regarding the MSAS system are: 1. Appropriate size of the system. 2 . Criteria for eligibility for MSAS funds. 3 . Means by which "need" is determined (i.e. , priority projects versus cost to improve system to "standards") . 4 . Appropriate design standards for MSAS facilities. 5. Role, size and make-up of the MSAS Screening Committee. Township Roads Currently, counties may, by resolution, distribute a certain share of state-aid to townships for township roads. Issues which should be discussed are: 1. The appropriate role of the state in funding township road improvements. 2 . Criteria for determining need for state funding of township road improvements. FUNDING FOR TRANSIT SERVICES The need for transit services is expected to grow in the future-- both in the Twin Cities metropolitan area and throughout Greater Minnesota. The proportion of people who are typically dependent on public transportation (the elderly, the disabled and the poor) will grow even more rapidly than the population as a whole. This, coupled with increased congestion in urban and suburban areas, will create increased demand for a variety of transit services. Key issues which the Transportation Study Board needs to address are: 1. The role of the state in funding Light Rail Transit in the Twin Cities. The draft Regional LRT Development and Financial Plan proposes a $2 billion investment over the next twenty years with a 30% contribution from the state. 41 2 . The role of the state in funding regular route transit operations in large urbanized areas. 3 . The role of the state in funding specialized transit services for the elderly and the handicapped, particularly in areas throughout Greater Minnesota. 4 . The role of the state in funding para-transit or community based transit services such as vanpooling, carpooling, travel demand management and subscription bus services. 5. The role of the state in funding capital improvements for transit. • FUNDING FOR RAILROADS Since the railroads were initially privately owned transportation facilities and are governed by many laws which have been in effect for decades, the role of the State in the rail industry is limited. However, competitive opportunities for goods movement throughout Minnesota are very important to the economic vitality and competitiveness of the state. Accordingly, there are a number of issues regarding state policy and financial participation in the rail industry which should be addressed by the Transportation Study Board. Key issues are: 1. Grade separations and grade crossing controls are needed to improve safety. The responsibility for these facilities currently rests with the railroads but the railroads argue that the benefits accrue to the highway user rather than the railroad. The added cost of providing and maintaining these facilities decreases the railroad' s ability to compete in the marketplace. 2 . The current trend toward increased activities by shortline and regional railroad companies has had a positive impact on the rail service available in the state. These new operators are proving that they can provide a valuable service when they have local shipper and community support. However, they have significant problems with start up costs, management and growth. The state has assisted in the acquisition of lines and the rehabilitation of the track. This economic support is needed to continue to allow new shortlines to start and flourish. However, more oversight may be needed due to the amount of public and community investment required. 3 . The relationship between modes (rail , truck, air, barge and ship) needs to be considered in the location of, and provision of infrastructure to support, intermodal transfer 42 facilities. If not carefully planned, such facilities can have a serious impact on traffic congestion on nearby highways. 4 . Policies regarding the acquisition of abandoned railroad rights-of-way should be evaluated to assure that these opportunities are not lost to the public. The state currently has a Rail Bank Program to allow the Department of Transportation to buy these lines. However, the law does not provide strong tools for acquiring these rights-of-way and, therefore, it is seldom used. A better process is needed for coordinating decisions on the acquisition and use of abandoned rail rights-of-way. 5. Legislative policies on the study and implementation of high speed rail and commuter rail service should be discussed. FUNDING FOR WATER TRANSPORTATION Goods movement is provided by three different modes in Minnesota: trucks, rail and water. All three are needed and serve somewhat different market segments. Key issues related to water transportation which the Transportation Study Board should address are: 1. The locks and dams system on the inland river system is aging, causing delays and slower operation, which greatly increases transportation costs. While a program of rehabilitation is ongoing, additional funding may be needed. 2 . The Water Resource Development Act of 1986 (WRDA) authorized the construction of a new lock at Sault Sainte Marie, Michigan, to replace aging and failing locks. The bill requires a local cost sharing agreement. Mn/DOT and the State have taken a position supporting full federal funding of the lock' s construction. If the local share is raised through user fees, there is concern that Minnesota ' s iron ore and taconite would no longer be competitive with Eastern Canadian ore. Impacts would be felt in the grain industry as well. 3 . State policies on issues such as safety (particularly related to the mix of recreational and commercial boating activities) , land use competition and environmental concerns should also be discussed. 4 . Mn/DOT supports the establishment of a port assistance program in Minnesota to maintain a safe, economical and efficient water transportation system in the state. Port improvements and maintenance activities are being delayed due to lack of financial resources. Legislative policies regarding state financing of port improvements need to be developed. 43 FUNDING SOURCES Throughout the public hearings and many other meetings held by the Transportation Study Board over the past year, many people have expressed many different concerns about transportation needs. Each part of the state has its own unique problems and desires with regard to transportation. But in one respect, everyone agreed--more resources are needed for transportation. Many people expressed a willingness to look at expansion of existing sources such as the gasoline tax as well as to look at a variety of new and non-traditional revenue sources. Key issues with regard to funding sources which need to be addressed by the Transportation Study Board are: 1. What sources of funds are appropriate for transportation facilities and services? It is likely, given the size and age of the transportation system and the growth expected in Minnesota over the next twenty years, that the needs identified will outstrip our current financial resources. Increases in existing revenue sources or expansion to new funding sources will need to be addressed. 2 . There is a need for long term consistent and stable transportation funding. A package of funding should be considered which has several components. In addition, trigger mechanisms which adhere to economic fluctuations and inflationary factors should be evaluated. The package should include an investigation of non-traditional funding sources. 3 . During the last session, the Legislature directed the Regional Transit Board to prepare a Development and Financial Plan for the implementation of Light Rail Transit in the Twin Cities metropolitan areas. This report will be submitted to the Legislature in February, 1990 . The recommendations of this report should be considered by the Transportation Study Board in the determination of transportation needs and funding requirements to meet those needs. 4 . One of the policy issues associated with transportation financing is the relationship between who pays and who receives funding from state collected revenues. Given the rapidly increasing transportation needs in the metropolitan area, particularly those related to congestion, the current funding allocations may no longer be appropriate or related to need or source of tax revenues. 5. Taxation policies related to both the rail and the trucking industry need to be evaluated to assure that there is a healthy competition in the marketplace for the movement of goods throughout Minnesota. Mn/DOT ' s "cost allocation" study will be addressing these issues with regard to the trucking industry. 44 6 . Toll roads and bridges are one option for generating construction dollars for specific projects. The advantages and disadvantages of this option, as well as the types of projects for which tolls might be appropriate, need to be addressed by the Transportation Study Board as a potential new source of revenues. 7. Finally, there is much interest in the use of public/private partnerships to fund certain transportation facilities and services. The Transportation Study Board needs to identify appropriate facilities and situations in which private financing can assist the state in meeting transportation needs. 45 VI. COMMITTEE WORK PLANS The Transportation Study Board has established three committees to investigate specific types of issues related to the Board' s legislative charge. These committees are: (1) Policy and Decision Making, (2) Finance, and (3) Infrastructure Needs and Priorities. The issues described in the previous chapter are recommended for committee assignment as follows: POLICY AND DECISION MAKING COMMITTEE 1. Transportation Planning - Need for updating the comprehensive statewide transporta- tion plan - Coordination of transportation planning activities among units of government - Relationship of transportation planning to economic development 2 . Trunk Highway System - Planning and programming process - Reviews, approvals and permits required - Bid procedures 3 . C. S.A.H. System - Size and criteria for roadways being on C.S.A.H. system - Allocation formula for C.S .A.H. system - Role, size and makeup of Screening Board 4 . MSAS System - Size and criteria for roadways being on MSAS system - Allocation formula for MSAS system - Role, size and make-up of Screening Committee 5. Railroads - Location of intermodal transfer facilities - Acquisition of abandoned railroads - High speed rail - Commuter rail service 6. Waterways - Local share for new lock at Sault Sainte Marie - Safety, land use competition and environmental concerns 46 G0/ 7 . Transit - Program recommendations for multi-modal transportation planning FINANCE COMMITTEE 1. New and expanded funding sources for transportation 2 . Equity issues related to the allocation of funds 3 . Trigger mechanisms related to economic changes and inflation 4 . LRT funding 5 . Transit funding - Regular route bus operations - Specialized transit services - Para-transit services - Capital improvements for transit 6. Taxation policies related to rail and trucking industries 7 . Establishment of a port assistance program 8 . Use of tolls 9 . Public/private partnerships INFRASTRUCTURE NEEDS AND PRIORITIES COMMITTEE 1. Trunk Highway System - Criteria and weightings for determining needs - Design standards - (Weight restrictions and implementation of Market Artery system 2 . C.S.A.H. System - Criteria for determining needs on C. S .A.H. system - Design standards for C. S.A.H. system 3 . MSAS System - Criteria for determining needs on MSAS system - Design standards for MSAS system 47 4 . Township Roads - Criteria for state funding for township roads - Design standards for township roads 5. Highway needs in outlying parts of the Twin Cities metropolitan area 6. Criteria for determining transit needs and priorities - Regular route bus - Special transit services - Light rail transit 7 . Railroads - Criteria for providing funding assistance to shortline and regional railroad companies - Criteria for providing funding assistance for grade separations and grade crossing controls 8 . Waterways - Rehabilitation program for locks and dams system 48 CONSENT Northern States Power Company Law Department Gary R.Johnson 414 Nicollet Mall g„�tt e.ers vicepresdem—Lawr Minneapolis, Minnesota 55401R. David A.Lawrence Jack F.Sloholm Ralph S.Towler Director—Law Director—law Telephone(612)330-6600 Joseph D.Bizzano,Jr Fax No. (612)330-7558 Writer's Direct Dial Number Stephen C.Lapadat { Harold J.Bagley 330-6648 f-B t 1�9° Jahn M.McGuire r James L.Altman February 9 , 1990 HPKpPE Hollies M.Winston S Donnelida L.Rice Cheri L.Brix Cj�+ Michael J.Hanson TO MUNICIPALITIES AND COUNTIES IN NSP' S ELECTRIC SERVICE TERRITORY: Re: Minnesota Public Utilities Commission Docket No. E-002/GR-89-865 On November 2, 1989 , Northern States Power Company ( "NSP" ) filed for an electric rate increase with the Minnesota Public Utilities Commission ( "PUC" ) . The Commission has referred this filing to the Office of Administrative Hearings for evidentiary and public hearings . In accordance with paragraph 4b of the Commission' s Notice and Order for Hearing dated November 29 , 1989 , attached is the notice of scheduled public and evidentiary hearings to be held in this proceeding. If there are questions , feel free to call the undersigned . DAVID A. LAWRENCE Director - Law Attachment ACTION REQUESTED: Move to receive and file the memo from David Lawrence, NSP, dated 2/9/90 regarding electric rate increase. RATE INCREASE NOTICE: �' d INGS SET ON NSP'S "r.( QUES ' FOR ELECTRIC RATE INCREASE Public hearings are scheduled on Northern States Power Company's request for an electric rate increase.Any NSP electric customer may appear or make a statement at these hearings.You are invited to address concerns such as the adequacy and quality of NSP's electric service,the level of rates or other related matters.You do not need to be represented by an attorney.The hearings will be: Thesday Dilworth Wednesday Minneapolis March 6,1990 Depot Hall March 14,1990 Hennepin Cty Gov Ctr 7:00 p.m. 1-iwy 10&4th St.N.E. 1:30 p.m. Auditorium 300 S.6th St. Wednesday St.Cloud Thesday Winona March 7, 1990 Council Chambers March 20,1990 Council Chambers 7:00 p.m. 400 2nd St.S. 7:00 p.m. 3rd Floor • 207 Lafayette Monday Coon Rapids Wednesday Mankato March 12, 1990 Sr.Center Room March 21,1990 Council Chambers 7:00 p.m. 1323 Coon Rapids Blvd. 7:00 p.m. 202 E.Jackson • Thesday St.Paul March 13,1990 Administration Building 7:00 p.m. 50 Sherburne Ave. • Room 116B • Evidentiary hearings for presentation of formal direct testimony,rebuttal and surrebuttal testimony,and cross-examination of that testimony arc scheduled for Monday,April 9, 1990,and thereafter as needed,9:00 a.m.,Large Hearing Room,7th Floor,American Center Building, 160 E. Kellogg Blvd.,St.Paul,MN 55101. Information about the public and evidentiary hearings may be obtained from Mr.Richard C.Luis,Office of Administrative Hearings,5th floor,Flour Exchange Building,310 Fourth Avenue South,Minneapolis,MN 55415. NSP has asked the Minnesota Public Utilities Commission(PUC)for a 10.2 percent($120.8 million)increase in electric revenue.Part of that total,a 6.91 percent($81,542 million)interim rate increase is now reflected in customers'bills,subject to refund. The public hearings will provide an opportunity for customers and others affected by the proposed increase to present their views to the Administrative Law Judge and the PUC. Average Monthly 11111 Residential Use Present Interim Proposed 250 KWH $16.10 $17.21 $19.26 500 KWH 34.69 37.09 38.02 750 KW11 49.79 53.23 54.78 1000 KWH 64.88 69.36 71.53 Small General Service Use Present Interim Proposed 500 KWh I $ 37 $ 40 $ 41 1000 KWH 67 72 74 2000 KWH 127 136 140 General Service Use/Demand Present Interim Proposed (KWH/KW) 10,000/40 S 562 S 601 $ 621 30,000/75 1,342 1.435 1,478 400,000/1000 17,599 18,815 19,417 NSP REQUESTED THE RATE CIIANGIS DESCRIBED ABOVE.THE MINNESOTA PUBLIC UTILITIES COMMISSION COULD Ern wit GRANT OR DENY THE REQUESTED CHANGES.IN 001101.E OR IN PART,AND MIGHT GRANT A LESSER OR GREATER INCREASE TIIAN THE ONE REQUESTED FOR ANY CLASS OR CLASSES OF SERVICE. If you want more information about this increase,contact the M. esota Public Utilities Commission,7th Floor,American Center Building, 160 East Kellogg Boulevard,St.Paul,MN 55101. The proposed rate schedules and a contpatison of present and proposed rates may be examined by the public during normal business hours at the Department of Public Service,790 American Center Building, 160 East Kellogg Boulevard,St.Paul and at Northern States l'ower Company offices located at 414 Nicollet Mall,Minneapolis;2302 Great Northern Drive,Fargo;417 Wabasha St.,St.Paul;825 Rice St.,St.Paul; 1700 E.County Road E,White Bear Lake;30(1(1 Maxwell Ave.,Newport;2763 First Ave.,N.W.,Faribault;3930 Pepin Ave.,Red Wing;3515 Third Si.N.,St. Cloud;5050 Service Drive,Winona;500 W.Russell St.,Sioux Falls;4501 68th Ave.N.,Brooklyn Center;5309 W.70th Street,Edina;210 Lime St.,Mankato;5505 County Road 19,Shorewood; 1505 Washington Ave.,Montevideo;and 3115 Centre Pointe Drive,Roseville. Northam Crnrne t+....,n. /0 MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Directo(---1-1)°P SUBJECT: Valley Industrial Blvd. North, Project No. 1990-8 DATE: February 13, 1990 INTRODUCTION: Attached is Resolution No. 3198 Ordering an Improvement and the Preparation of Plans and Specifications for Street Improvements to Valley Industrial Blvd. North, Between County Road 83 and Valley Park Drive, Project No. 1990-8. BACKGROUND: On January 2, 1990 the City Council ordered the preparation of a feasibility report for street improvements to Valley Industrial Blvd. North between County Road 83 and Valley Park Drive by Resolution No. 3167. The feasibility report was initiated by a petition submitted by an abutting property owner. The feasibility report has been completed and was submitted to City Council on February 6, 1990. Consequently, a public hearing was scheduled for February 20, 1990 by Resolution No. 3186 to consider the improvements. The proposed improvements consist of complete street reconstruction. Staff will give a presentation on the feasibility report at the public hearing. As stated in the feasibility report, the main issue to be resolved on this project is the special assessment strategies to be used. The two alternatives are to use the new street construction assessment strategy (100% assessed) or the reconstruction street assessment strategy (25% assessed) . Because of the original construction methods and the fact that the design life of the original construction has been exceeded, the feasibility report recommends utilizing the 100% assessment strategy for new street construction. This is exactly the same assessment strategy that was adopted when Valley Industrial Blvd. South was reconstructed in 1982. The other issue regarding special assessments is the benefit area that should be used. On a normal street that is specially assessed, such as Valley Industrial Blvd. South, both sides of the street would pay 50% of the project costs. For Valley Industrial Blvd. North, the railroad tracks abut the entire north side of this street. Therefore, the real question on this project is should the properties on the south side of this street f � pay for 100% of the project costs or should the general taxpayers pick up 50% of the costs on the north side of the road that cannot be assessed to the railroad. The feasibility report recommended that the property owners on the south half of the project be assessed 100% of the project costs because this street only serves the fronted industry located on this street and therefore these industries are the only ones that would benefit from the project. Staff will discuss both of these assessment strategies at the public hearing and will be requesting that Council provide sufficient direction on the special assessments. At the conclusion of the public hearing, if the City Council feels that this project should be constructed, attached is Resolution No. 3198, which orders plans and specifications prepared for the project for Council consideration. ALTERNATIVES: 1. Adopt Resolution No. 3198, which orders plans and specifications prepared for this project. 2. Do not adopt Resolution No. 3198. 3 . Table Resolution No. 3198. RECOMMENDATION: Staff recommends Alternative No. 1, to adopt Resolution No. 3198 which orders plans and specifications prepared for this project. ACTION REQUESTED: 1. Offer Resolution No. 3198, A Resolution Ordering an Improvement and the Preparation of Plans and Specifications for Street Improvements to Valley Industrial Blvd. North Between County Road 83 and Valley Park Drive, Project No. 1990-8 and move its adoption. 2. Move to fund this project by 100% special assessment to the properties abutting along the south frontage of this street. DH/pmp MEM3198 a Jb VFR February 12, 1990 VALLEY INDUSTRIAL REALTY Mr. Dennis Kraft City Administrator FEB 1 4 City of Shakopee 129 First Avenue East Shakopee, MN 55379 G V( OF SHAKOPE�- RE: Reconstruction of Valley Industrial Boulevard North Dear Dennis: As you know, we recently filed the plat of Canterbury Park 1st Addition which is a replat of Lot 2, Block 3 Valley Park 1st Addition. A by-product of that plat is the proposed reconstruction of Valley Industrial Boulevard North. The City Council recently passed a resolution for a public hearing on these roadway improvements. We have received a copy of the feasibility study and wish to bring to your attention some concerns we have. A brief explanation of the background on this issue may be appropriate. Therefore, please consider the following: In 1985, the owners of Lot 2, Block 3 Valley Park 1st Addition made a application for the proposed plat of Canterbury Park 1st Addition. The City Council for the City of Shakopee adopted resolution #2440, a resolution which approved the final plat of Canterbury Park 1st Addition on October 1, 1985. This resolution, in addition to the standard requirements of a plat, included a requirement that "the developer's shall be required to petition for the rehabilition of Valley Industrial Boulevard North" . This plat was undertaken in contemplation of a number of sales that had been tentatively arranged. The sales, prior to the filing of this plat, did not close and the owners determined that a filing of the plat would have been inappropriate at that time without the sales contemplated. Therefore, the plat of Canterbury Park 1st was not filed at that time. In March/April of 1989, we had a number of discussions with Doug Wise, the City Planner and Judy Cox, the City Clerk concerning the possibility of seeking a reapproval of the previous resolution of 1985 for the filing of Canterbury Park 1st Addition. After accommodating the various requests made by Mr. Wise, we submitted the appropriate application to City Council for their review. The interpretation of the City ordinances concerning plat approval and expiration of same determined a reapproval of for this plat would be appropriate if granted by the City Council. • 1244 Canterbury Rd.,P.O. Box 509,Shakopee,MN 55379•Bus.:612-445-3242 February 12 , 1990 Page 2 On May 2 , 1989 , the City Council addressed the request and approved an additional 180 day period in which to formally file the plat of Canterbury Park 1st Addition as provided for in resolution #2440 adopted October 1, 1985. In preparing the documents and redrafting the plat of Canterbury Park 1st Addition in contemplation of this filing, we discussed the documents that would be necessary to file against Canterbury Park 1st Addition with the Judy Cox, Dave Hutton and Doug Wise. Judy Cox generated the necessary documents and forwarded a copy of the petition for roadway improvements to us for authorization in conjunction with the other necessary documents. Prior to executing the petition for roadway improvements, the owners of this property requested that I gain a better understanding of what their financial exposure would be as it would relate to the future assessments of the roadway reconstruction undertaken as a by-product of submitting the petition. We therefore discussed this issue with Dave Hutton concerning what he believed to be the possible assessments for improving Valley Industrial Boulevard North. Dave pointed out the improvements to Valley Industrial Boulevard North should comply with the City's policy on road reconstruction where the benefiting property owners would pay 25% of the cost of the roadway reconstruction project. In an effort to determine the possible cost of this project, I asked Dave what a reconstructed urban roadway would cost per lineal foot. Dave pointed out a good estimate, based on the Third Avenue project, would be $100 per lineal foot. We therefore used this number in analyzing the assessment exposure to the owners based on a 25% reimbursement for this project by the adjoining property owners. Dave did mention that he was not sure how the City Council would handle the North side of Valley Industrial Boulevard North due to the fact that it abutted railroad trackage. Even though he did not know how it would be handled, he did not lead me believe that we would be assessed for it. Based on these discussions with Mr. Hutton, we felt comfortable authorizing a petition that would be waiving our rights to a public hearing prior to council ordering the improvements and also waiving our rights to a public hearing prior to the levying of assessments related to the improvements. In addition, the Petition for Public Improvements Form also required us to waive our rights to appeal the assessments. As you can well imagine, we wanted as much information as possible before we signed that document, knowing that we would be waiving a variety of rights we would normally not be comfortable in waiving. February 12 , 1990 Page 3 On November 21, 1989, we submitted all the documents and the hard shells for the plat of Canterbury Park 1st Addition to the Registrar of Titles Office and they were accepted for recording. The City Council passed resolution #3186 at their meeting of February 6th which established a public hearing for the roadway improvement project for Valley Industrial Boulevard North. The public hearing is scheduled for February 20, 1990 . We have received and reviewed the feasibility report dated January 30, 1990. To say the least, we were quite amazed at the proposed assessment roll for this project inasmuch as the proposed assessments are being assessed to the benefiting property owners on the south side of Valley Industrial Boulevard North in the amount of 100% of the entire roadway improvement project. This is a dramatic difference from what we were earlier lead to believe. We feel this project should be considered a road reconstruction project and assessed according to the City's current policy. We would appreciate this being discussed at greater length prior to a final decision on this project. We feel that a mistake has been made in this instance and the proposed assessment role and the manner in which this project would be assessed is incorrect. We understand the petition for roadway improvements that was previously signed and filed into the title of Canterbury Park 1st Addition waives all our rights as earlier defined, but we feel that waiver may very well be flawed inasmuch as we were relying on earlier representations gained through discussions with Dave Hutton. We appreciate your interest in this matter, and we look forward to your response regarding the above mentioned issues and concerns. If we can be of additional assistance in providing you with information from our files, please do not hesitate to call. Respectfully, VALLEY INDUSTRIAL REALTY Jon R. Albinson Broker/Manager c.c. Dave Hutton - City of Shakopee Dick Peterson - Best & Flanagan Brian Brennan - Allianz Investment Corporation 41/41/44\VII 4011W CITY OF SHAKOPEE INCORPORATED 1870 lit \';:' 129 EAST FIRST AVENUE, SHAKOPEE, MINNESOTA 55379-1376 (612)445-3650 ``KQ{ I February 15, 1990 Mr. Jon Albinson Valley Industrial Realty 1244 Canterbury Road P.O. Box 509 Shakopee, MN 55379 RE: Your Letter of February 12, 1990 on the Reconstruction of Valley Industrial Blvd. North Dear Jon: I have had an opportunity to discuss the above mentioned letter with both the City Clerk and the City Engineer. The City Clerk has indicated that all the statements you made relative to the platting of the property and the various agreements are accurate. Secondly I had an opportunity to discuss your other comments with Mr. Dave Hutton the City Engineer. It is Mr. Hutton's recollection that when he had a conversation with you relating to the City' s assessment policy for the reconstruction of the streets that this was a generic discussion relating to the application of the City' s policy to assess 25% of the cost to adjacent properties and for the City to pick up the remaining 75% of the cost. Mr. Hutton indicated to me that this policy does apply when a street is to be reconstructed once it has been constructed to City standards. Mr. Hutton did indicate that while he did not specifically recall a discussion regarding Valley Industrial Blvd. North, that even if the conversation was specifically related to this street, his responses would not have been any different without first doing a detailed feasibility report and researching the history of the street reconstruction and past funding for this street. As indicated in the feasibility report, based on the original construction methods used on this street, the benefited properties and precedent set by assessing Valley Industrial Blvd. South 100% when it was reconstructed in 1982, the report did recommend that this street be assessed 100% to the benefit properties, namely those along the south frontage of the street. The Heart Of Progress Valley AN EQUAL OPPORTUNITY EMPLOYER If I read your letter correctly the problem appears to be the wording of the actions taken in 1985 as adopted in Resolution No. 2440 which included the requirement that a developer would be required to petition for the rehabilitation of Valley Industrial Blvd. North. I think the question is one of whether the 1985 requirement for the rehabilitation of Valley Industrial Blvd. North is the same as the reconstruction of Valley Industrial Blvd. North. I can certainly appreciate your dilemma. I am taking a copy of your letter and my response to you and attaching it to the City Council memo on the reconstruction of Valley Industrial Blvd. North which is scheduled for City Council action on February 20th. I will be out of town until after the City Council meeting and will not have an opportunity to meet with you on this problem. I would like to strongly suggest that you make your concerns known to the City Council at the meeting of February 20th. Perhaps the City Council may wish to delay action on this project in order to evaluate it further. Very truly yours, Dennis R. Kraft City Administrator DRK:trw C: Dave Hutton, City Engineer RESOLUTION NO. 3198 A Resolution Ordering An Improvement And The Preparation of Plans And Specifications For Valley Industrial Boulevard North Between County Road 83 and Valley Park Drive Project No. 1990-8 WHEREAS, Resolution No. 3186, adopted on February 6, 1990, fixed a date for Council hearing on the proposed improvement of Valley Industrial Boulevard North from County Road 83 to Valley Park Drive by Street Reconstruction; and WHEREAS, ten days published notice of the hearing through two weekly publications of the required notice was given and the hearing was held on the 20th day of February 1990, at which all persons desiring to be heard were given an opportunity to be heard thereon. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. That the improvement is ordered as hereinafter described: Street Reconstruction of Valley Industrial Boulevard North between County Road 83 and Valley Park Drive 2. David E. Hutton, Public Works Director is hereby designated as the engineer for this improvement. He shall prepare plans and specifications for the making of such improvement. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 19 Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form this day of , 19 City Attorney 16 i t, ,,l' _.Arid th i, 1'I_TITt0 OR_Pgn!:1C_IMPVQVP¢]I_:II_S The undersigned hereby petitions the City of Shakopee to install the following improvements where noted and to assess them pursuant to Minnesota Statutes Chapter 429: ValLu: Industr': 1 Bf-:•c!. ;nor'_h from County Fon'1 =:53 to Valle,/ Park Drive by re-constructing the road to a 9 or 10 con road, due to the present deteriorated condition of same. (improvements requested) The undersigned hereby waives their right to a public hearing prior to Council ordering the improvements and also waives their right to a public hearing prior to the levying of the assessments related to said improvements and further waives all rights to appeal said assessments which shall be assessed pursuant to Minnesota Statutes Chapter 429 as a result of the installation of the above improvements. Dated this Q1J- day of GlCTOt 6Q , 19 _, North American Life and Scottland Inc. CasualftyComp y / ,, L j 74 its &ST )f C/ cc's/ I>US{yZ1F 64.,,,,e QFFscEL , By lea,._ ' (11:..C. Its (bd,()EC r ,)/zEs STATE OF MINNESOTA ) (CORPORATE ACKNOWLEDGEMENT) ss COUNTY OF HENUEPIN ) On this " day of CCiboel , 19if , before to a Notary Public within and for said County, personally appeared J. Brooks Hauser and to me personally known, who, being each by me duly sworn, did say that they were respectively the Chief !:.xecutivc Uf:icer and the of Scottlanu inc. , of the corporation named in the foregoing instrument, and that the seal affixed to said instrument was signed in behalf of said corporation and said J. Brooks Hauser and acknowledged said instrument to be the fee act and deed of said corporation. 6 / / NOTARY : e ( HENNEPIN COUNTY My corneaa,,,ep..,3-17-92 S ENT cv ariP I) MEMO TO: Dennis R. Kraft, City Administrator FROM: Janelle Szklarski, Planning Intern RE: 1989 Annual Report - Board of Adjustment and Appeals - Planning Commission DATE: February 9, 1990 INTRODUCTION: At their February 8, 1990 meetings, the Board of Adjustment and Appeals and the Shakopee Planning Commission reviewed their 1989 Annual Reports. BACKGROUND: Each year the City Boards and Commissions are required to submit an Annual Report outlining their activities during the previous year. The Board of Adjustment and Appeals and the Shakopee Planning Commission have reviewed the Annual Reports as drafted by staff and recommend to the Shakopee City Council approval of them. STAFF RECOMMENDATION: Staff recommends the Shakopee City Council to approve the 1989 Board of Adjustment and Appeals' and the Shakopee Planning Commission's Annual Reports as drafted. ACTION REQUESTED: 1. Request the City Council to approve the 1989 Board of Appeals ' 1989 Annual Report. 2 . Request the City Council to approve the 1989 Shakopee Planning Commission 1989 Annual Report. 1989 ANNUAL REPORT BOARD OF ADJUSTMENT AND APPEALS Shakopee, Minnesota VARIANCES DATE ACTION February 9th Variance Resolution No. 554: Request to build an addition 6 ' 9" from side lot line instead of the required 10 ' at 1077 Minnesota St. Public Hearing held. Denied. March 9th Variance Resolution No. 558: Request variance from City Code which requires the paving of access drives within Jellystone recreational vehicle park (1251 E. 1st Ave. ) . Public Hearing held. Denied. August 3rd Variance Resolution No. 567 : Request to build an addition 5 ' from side lot line instead of required 10' at 1174 Monroe St. Public Hearing held. Approved. August 3rd Variance Resolution No. 568: Request to construct accessory building closer to front lot line than the principal building at 812 E. County Road 77 . Public Hearing held. Approved with condition. August 3rd Variance Resolution No. 569 : Request variance regulating existing accessory structure upon property at 1199 Quincy St. Public Hearing held. Denied. Appealed to Council. Approved by City Council with conditions on 9-5-89 . September 14th Variance Resolution No. 573 : Request to have accessory building closer to front lot line than principal building at 3751 Country Road 79 . Public Hearing held. Approved with condition. September 14th Variance Resolution No. 577 : Request a 30 ' variance from the rear yard setback to construct addition to existing K-Mart, store adjacent to Mn. Valley Mall (Shakopee Town Square) . Public Hearing held. Approved with conditions. September 14th Variance Resolution No. 575: Request for 6 ' variance from required 10 ' side yard setback at Pierce St. and 3rd Ave. Public Hearing held. Denied. October 5th Variance Resolution 582: Request to allow 176 Sq. Ft. Pylon sign, 35 ft. in height at 8050 E. Highway 1 1 Planning Development Report Year End Report 1989 Planning Division: Responsible for providing information regarding land use regulations for the public, reviewing land development applications for compliance with City Codes and preparing reports and recommendations for the Planning Commission and City Council. Employees: Position: Name: City Planner Douglas Wise Intern Planner Janelle Szklarski Clerk Typist Aggie Unze Activities: 1985 1986 1987 1988 1989 Variances & Appeals 22 12 22 13 10 Conditional Use Permits 40 31 17 26 24 Plats 17 4 12 9 11 Rezoning 6 4 5 2 1 Code Amendments 4 13 3 8 7 PUD'S 4 1 3 Special Action 38 17 13 16 12 Totals 127 81 76 75 68 If a4.8 101. Public Hearing held. Denied. December 7th Variance Resolution 585: Request for a 2 ' variance from the required 10 ' side yard setback at 1216 Jefferson St. Public Hearing held. Denied. Respectfully submitted, Terry Forbord, Chair Eugene Allen Dave Czaja Gene Foudray Melanie Kahleck Dave Rockne Clifford Stafford 2 Q u a n t i t O O O O 0 O co FTI �1 0 o 00 Q, Hu. 0 In � n N o coc IfCq 1989 ANNUAL REPORT SHAKOPEE PLANNING COMMISSION Shakopee, Minnesota CONDITIONAL USE PERMITS DATE ACTION February 9th Conditional Use Permit Resolution No. 555: To consider a Conditional Use Permit to allow a commercial recreation center including video and pool games at 493 Marschall Rd. (Eagle Creek Plaza) . Public Hearing held. Approved with conditions. February 9th Conditional Use Permit Resolution 556 : To consider a Conditional Use Permit to allow a commercial recreation center at 125 E. 1st Avenue. Public Hearing held. Approved with conditions. March 9th Conditional Use Permit Resolution 557 : To consider a Conditional Use Permit to construct a funeral home in a B-1 Zoning District at 1220 E. 3rd Ave. Public Hearing held. Approved with conditions. April 20 Conditional Use Permit Resolution 559 : To consider a Conditional Use Permit for assembly and outdoor storage of transportation equipment and fencing in excess of 6 ' high upon the property located at 8970 13th Avenue E. Public Hearing held. Approved with conditions. April 20 Conditional Use Permit Resolution No. 560: To consider a Conditional Use Permit to allow for the keeping of horses on Lots 5 and 6 , Kubes Second Addition. Withdrawn. May 4th Conditional Use Permit Resolution No. 562 : To consider a Conditional Use Permit to allow the keeping of horses upon the property at 1976 County Road 89 . Public Hearing held. Approved with conditions. May 4th Conditional Use Permit Resolution No. 563 : To consider a Conditional Use Permit to allow a day care facility at 1142 Canterbury Rd. Public Hearing held. Approved with conditions. 1 June 8th Conditional Use Permit Resolution No. 564 : To consider a Conditional Use Permit to allow for the keeping of horses on Lot 2, Block 1, Kubes Second Addition in an R-1 Zoning District. Public Hearing held. Approved with conditions. June 8th Amend Conditional Use Permit Resolution No. 241: To consider an amendment to a Conditional Use Permit to expand an agricultural research facility at 1788 Marschall Road in an Ag. Zoning District. Public Hearing held. Approved with conditions. July 6th Conditional Use Permit Resolution No. 565: To consider a Conditional Use Permit to construct a fraternal institution (Shakopee VFW) building upon the property located at 3rd Avenue and Marschall Road in a B-1 Zoning District. Public Hearing held. Approved with conditions. July 6th Conditional Use Permit Resolution No. 561: To consider a Conditional Use Permit for a hot mix asphalt plant and structures in excess of 45 ' in height to be located upon the J. L. Shiely property at 6898 E. Highway 101. Public Hearing held. (Continued) . Approved with conditions. August 3rd Conditional Use Permit Resolution No. 566: To consider a Conditional Use Permit to allow a home occupation for auto/truck repair including exterior storage upon the property located at 3475 Marschall RD. in a R-1 Zoning District. Public Hearing held. Denied. August 3rd Conditional Use Permit Resolution No. 570: To consider a Conditional Use Permit to allow for the keeping of horses upon the property located at 8029 E. Martindale Dr. Public Hearing held. Approved with conditions. August 3rd Conditional Use Permit Resolution No. 571: To consider a Conditional Use Permit to allow construction of an 8 ' high privacy fence upon the property located at 1042 Sibley St. Public Hearing held. Approved. August 3rd Conditional Use Permit Resolution No. 572: To consider a Conditional Use Permit to allow the operation of a custom wood cabinet finishing and repair shop upon the property located at 2287 Eagle Creek Blvd. Public Hearing held. Approved with conditions. 2 August 3rd Termination of Condition Use Permit No. 555 : Terminate Conditional Use Permit for Commercial Recreation Center at Eagle Creek Plaza. Resolution 4584 passed. September 14th Conditional Use Permit Resolution No. 574 : To consider a Conditional Use Permit to allow moving a dwelling upon a property at the corner of Pierce St. and 3rd Avenue. Public Hearing held. Withdrawn. September 14th Conditional Use Permit Resolution No. 576 : To consider a Conditional Use Permit to operate a concrete ready mix plant upon the property at 6800 E. Highway 101. Public Hearing held. Approved with conditions. October 5th Conditional Use Permit Resolution No. 578 : To consider Conditional Use Permit to operate wood shop business out of a wood frame accessory building at 8615 Boiling Spring Lane. Public Hearing held. Approved with conditions. October 5th Conditional Use Permit Resolution No. 579 : To consider Conditional Use Permit to operate a theatre for Minor Commercial Recreation at Shakopee Town Square. Public Hearing held. Approved with conditions. October 5th Conditional Use Permit Resolution No. 580 : To consider Conditional Use Permit to allow trailer shuttle lot to be located at 1644 E. Highway 101 . Public Hearing held. Approved with conditions. October 5th Conditional Use Permit Resolution No. 581: To consider Conditional Use Permit to operate a dog grooming business at 627 W. 6th Avenue. (Home Occupation) Public Hearing held. Approved with conditions. November 9th Conditional Use Permit Resolution No. 583 : To consider a Conditional Use Permit to operate a commercial recreation facility at 120 South Holmes St. Public Hearing held. Denied. December 7th Conditional Use Permit Resolution No. 586: To consider Conditional Use Permit to permit temporary medical office space for two part-time physicians and hospital storage upon the property at 414 W. 4th Avenue. Public Hearing held. Approved with conditions. 3 1989 Annual Report PLATS DATE ACTION January 5th Preliminary plat of Kubes 2nd Addition, 7 lots. located in the NE corner of the intersection of County Road 79 and County Road 72. Public Hearing held. Recommended approval with conditions. City Council approved 1-17-89 with conditions. February 9th Preliminary plat of Heritage Place 2nd Addition, 102 lots, upon the property South of Heritage Place Subd. and North of Vierling Dr. Public Hearing held. Recommended approval with conditions. City Council approved 3-21-89 with conditions. March 9th Final Plat Kubes 2nd Addition, 7 lots. Recommended approval with conditions. City Council approved 3- 21-89 with conditions. April 20th Consider Proposed Amendment of Preliminary plat of Meadows Addition to eliminate drainageway crossings. Public Hearing held. Recommended approval with conditions. City Council approved 5-2-89 with conditions. April 20th Preliminary and final plat for Valley Park 8th Addition, 2 lots. Public Hearing held. Recommended approval of Preliminary and Final plat with conditions. City Council approved 5-2-89. May 4th Amend Preliminary and final plat for Stonebrooke to change street location and dedication. Public Hearing held. Recommended approval of amended preliminary and final plat with conditions. City Council approved 5-16-89 . May 4th Preliminary plat for Canterbury Park 3rd Addition, 2 lots. Public Hearing held. Recommended approval with conditions. City Council approved preliminary plat 5-16-89 with conditions. June 8th Final plat approval of The Meadows 2nd Addition, 17 lots. Recommended approval with conditions. City Council approved 6-20-89 with conditions. June 8th Final plat approval of Canterbury 3rd Addition, 2 lots. Recommended approval with conditions. City Council approved 6-20-89 . 4 11046 Sept. 14th Final plat approval of Heritage Place 2nd Addition, 49 lots. Recommended approval with conditions. City Council approved 10-17-89. October 5th Final Plat approval of Meadows 3rd Addition, 6 lots, a Re-plat of Portion of Meadows 2nd Addition, (13 lots) . Recommended approval with conditions. City Council approved 10-17-89. 5 1989 Annual Report REZONING DATE ACTION June 8th Request to consider the rezoning of the property located in the NW 1-4 of Section 11 and part of the SW 1/3 of Section 2 , Township 115, Range 22 (J. L. Shiely Mining Facility) from I-i to I-2 . Public Hearing held. Recommended approval . City Council approved 6-20-89 (Ordinance No. 267) . 6 1989 Annual Report AMENDMENTS DATE ACTION January 5th Amendment to the Shakopee City Code Section 11. 32 , Subd 4 and 11. 33, Subd 4 to allow a 20' rear yard setback when abutting a railroad in the I-1 and I- 2 Zoning District. Recommendation to City Council. City Council approved 3-7-89 (Ordinance No. 262) . April 20th Amendment to the Shakopee City Code Section 11. 24 through 11. 36 to govern the use of land for day care facilities. Recommendation to City Council. City Council approved 5-16-89 (Ordinance No. 264) . April 20th Amendment to the Zoning Section of the Shakopee City Code, Section 11. 60, Subd. 12 entitled Soil Erosion and Sedimentation Control and Section 12 . 20 of the City's Subdivision Ordinance. Recommendation to City Council. City Council approved 5-2-89 (Ordinance No. 272) . July 6th Amendment to Shakopee City Code Section 11. 03, Subd 3 to add the following: F. Lots may be excluded from the width and area requirements if party walls are utilized or if the adjacent buildings are planned to be constructed as an integral structure. Recommendation to City Council. City Council approved 7-18-89 (Ordinance No. 275) . August 3rd Amendment to the Shakopee City Zoning Code to allow animal hospitals and veterinary clinics in the B- 2 district. Recommendation to City Council. City Council approved 9-12-89 (Ordinance No. 275) . November 9th Amendment to City Code 11. 30, Subd. 6D, to allow accessory buildings closer to the front lot line in the rural parts of the City. Recommendation to City Council. City Council approved 12-19-89 (Ordinance No. 282) . December 7th Amendment to City Code 12 . 07 , Subd 5 to increase the required cash contributions in lieu of land dedication for park purposes for new subdivisions approved by the City. Recommendation to City Council. City Council approved 1-16-90 (Ordinance No. 287) . 7 1989 Annual Report PUD January 5th Amend PUD for Shakopee Valley Square Properties, 1251 E. 1st Ave. , to allow for a Western Star Water Ski Show. Approved with conditions. City Council approved 1-17-89 (Resolution No. 3011) . May 4th Consider approval of PUD to allow for construction of four ministorage buildings at 1803 Eagle Creek Blvd. Public hearing held. Recommendation to City Council with conditions. City Council approved 5- 16-89 (Resolution No. 3055) . May 4th Recommend approval of amended final plan and development agreement for Stonebrooke PUD subject to conditions. Approval by City Council on 5-16- 89 (Resolution No. 3056) . 8 P-4- 6 1989 Annual Reports SPECIAL ACTIONS February 9th Vacation of Alley North of Taco John's on Block 12 . Recommendation to City Council for approval. City Council approved 4-18-89 (Resolution No. 3032) . April 6th Vacation of drainage easement Lot 1, Block 2, Valley Rich 1st Addition. Recommendation to City Council to approve. City Council approved 5-2-89 (Resolution No. 3048) . April 20th Vacation of drainage easement Clay's 1st Addition. Recommended approval by City Council. City Council approved 5-2-89 (Resolution No. 3044) . April 20th Determined Modification of Redevelopment Plan for Minnesota River Valley Project #1 proposed by the City HRA is consistent with City's Comprehensive Plan. City Council approved 5-9-89. August 3rd Capital Improvement Projects for 1990-95/1990 C. I. Budget recommended to City Council for approval. City council approved 8-15-89. September 14th Recommended to City Council approval of vacation of the easement for K-Mart expansion project and found that vacation does not conflict with the City' s Comprehensive Plan. Motion carried. City Council action pending. October 5th Air quality in River Valley area may be hazardous. Commission recommended to City Council that the City request the PCA to undertake a study of air quality in the Minnesota River Valley area. City Council action taken 10-17-89 . October 5th State of Minnesota conveyance of 110 ' of right of way to Valleyfair. Commission did not find the conveyance of this property to Valleyfair to be in conflict with the Comprehensive Plan. Motion passed. City Council approved 10-17-89. October 5th Recommend to City Council approval of vacation of part of the Utility Easement for Shakopee Town Square Theatre. Motion carried. City Council approved 11-21-89 (Resolution No. 3145) . 9 November 9th Vacation of 20 ' of drainage easement of upper valley drainage in Meadows 2nd Addition. Recommended the City Council approve vacation since it is no longer a requirement and not in conflict with the City' s Comprehensive plan. Motion carried. City Council approved 11-21-89 (Resolution No. 3131) . November 9th Moved that the proposed modification to the Redevelopment Plan for Minnesota River Valley Housing and Redevelopment Project No. 1 is consistent with the City' s Comprehensive Plan. Motion carried. City Council hearing cancelled. November 9th Recommend to City Council to request Scott County research intersection of County Road 83 and County Road 16 and pursue the possibility of a 4-way stop. Motion carried. Council approved 11-21-89 . Respectfully Submitted, Terry Forbord, Chair Eugene Allen Dave Czaja Gene Foudray Melanie Kahleck Dave Rockne Clifford Stafford 10 it.071-6 Quarit i t.-17- , O O O O O O N i 01 U` n o o , 0a, H. 0 rt H H b o 0 H 00 a H 0 C 11 01 0 00 n b0 0 (t 11 03H H. In it In (t) H. 0 - - i Q u a n t i t y f- N W 111 O O O O O O tD CO U rrnn 0 " ro H rt -;) 010 � o 0 iia4 Quantity F+ N W Lu O O O O O O F-+ lD co u rn Ul 0 H b 00 N 0 — H co 0 co Cf 0 _ — a Q u a n t i t y N w .A L O p p o O 0 h- �D Ln \ U` P 0 V (I) mm (U > H ro tO H 0 00 P i- vi P, H rt 0 14 0 c n c co H. 0 0 H. 0 , Quantity �� � O O O O O O lD u, rn Fns' 0 1--` � m (Vm � ro H ro � GcD 0,— o 10 0 cn o - - a Quant i ty F-, NJ W ,A Ui O O O O O O I-- 1:)D Ut U! CO P 0 I-. 03 Ol 0 PO 0 UL 0 " It H U H > I H 0 hl N rt o "' C n CO H. N. 0 00 MEMO TO: Dennis R. Kraft, City Administrator ikm4 FROM: Janelle Szklarski, Planning Intern RE: Canterbury Industrial Park Registered Land Survey DATE: February 13, 1990 INTRODUCTION: The City has received an application for a Registered Land Survey from Valley Industrial Realty for the portion of the Industrial Park located along 12th Ave. and Valley Park Dr. The Registered Land Survey is being requested by the County Recorders Office in order to facilitate the recording of a title transfer to FMG/Tsumura. The Registered Land Survey will reconfigure six existing parcels into nine new tracts. At their February 8, 1990 meeting, the Shakopee Planning Commission moved to recommend to City Council approval of the Canterbury Industrial Park Registered Land Survey subject to the following conditions: 1. With the exception of Tract A, none of the tracts included within the proposed Registered Land Survey shall be buildable parcels until they are platted. Tract A may be issued a Building Permit in compliance with City Council Resolution #3173. 2. Tract E shall be deeded to the City immediately following recording of the Registered Land Survey. 3 . Existing assessments placed against parcels included within the Registered Land Survey shall be reapportioned to the new tracts by the City Engineer and the developer waives the right to appeal the apportionment. CONSIDERATIONS: 1. The purpose of a Registered Land Survey is to simplify legal descriptions for the property. Once the survey has been recorded all new documents will utilize the tract and Registered Land Survey numbers as the legal description, eliminating the need for inclusion of the previous lengthy description. A Registered Land Survey is not the same as a plat, no land is being dedicated for public purposes, and the reconfiguration of the parcels into tracts does not make the property buildable. The land still must be platted in order for these tracts to become buildable parcels. 2 . The Registered Land Survey is being done at the request of the County Recorders Office. The Recorders Office has indicated that they will not record the FMG title until a Registered Land Survey has been done. The purpose for requiring the Registered Land Survey is to simplify an extraordinarily complex legal description which will minimize the possible occurrence of errors in transferring legal descriptions from one document to another. The existing parcels surrounding the FMG property also are extraordinarily complex and the Registered Land Survey will simplify the process for future platting and recording of these parcels as well. Attachment #1 shows existing parcels to be included in the Registered 1 10' Land Survey. Attachment #2 shows the new configuration of tracts under the Registered Land Survey. 3 . Currently 12th Ave. and Valley Park Dr. run through the middle of existing parcels. The right-of-way for 12th Ave. and Valley Park Dr. within these parcels has been provided to the City through a permanent easement. With the Registered Land Survey the road right-of-way will be a separate tract (Tract E) and will be deeded to the City. Currently an additional 10 feet on each side of the roadway has been granted to the City as easement area for roadway purposes as well . This additional easement area will remain an easement within the new tracts and is shown on the Registered Land Survey enclosed. Because of the intricacies of the property owners involved, this deed will be provided to the City as soon as possible after the recording of the Registered Land Survey. 4 . Existing parcels 27-909012-0, 27-910003-0, and 27-910003-1 have assessments against them in the amount of $489 , 819 . 57 . These assessments will need to be reapportioned against tracts A, B, C, D, F, and G within the new Registered Land Survey. In addition to the Planning Commission' s recommendation, staff is recommending that to this reapportionment be addressed in a separate agreement. 5. As stated above the recording of a Registered Land Survey, rearranging the configuration of the parcels does not make these parcels buildable. The parcels still need to be platted in order to meet the requirements of the City' s subdivision ordinance. Parcel A is an exception to this requirement. At their meeting on January 2 , 1990 the City Council passed a Resolution authorizing FMG/Tsumura to receive a Building Permit prior to final platting of the property (See attached Resolution #3173) . This was done in order to allow FMG to proceed due to a hardship caused by the expiration of their leases on other buildings. This approval was granted in accordance with Section 12 . 16, Subdivision 4 of the City ' s Subdivision Ordinance. In addition to the Planning Commission' s recommendation, staff is recommending that an agreement be recorded against the tracts (excluding Tract A) stating that they are not buildable until they are platted. Such an agreement would put future owners on notice that platting is required prior to the issuance of a building permit. Valley Industrial Realty has indicated that they will be coming to the Planning Commission in the very near future with a Preliminary Plat for Tracts A, B, and C of the Registered Land Survey. 6. Tracts H and I do not abut a public street. Because a Registered Land Survey is not the same as a plat and does not make the tracts buildable, it is not necessary for each tract to abut a public street at this time. These tracts will need to be platted prior to becoming buildable parcels. At that time road right-of-way servicing these parcels must be dedicated as a part of the platting process prior to issuance of any Building Permits. STAFF RECOMMENDATION: Staff recommends approval of the Canterbury Industrial Park Registered Land Survey subject to the following conditions: 1. A recordable agreement stating that none of the tracts included within the Registered Land Survey, with the exception of Tract A, shall be buildable parcels until they are platted. Tract A may be issued a Building Permit in compliance with City Council Resolution #3173 . 2 . Tract E shall be deeded to the City immediately following recording of the Registered Land Survey. 3 . The Developer agrees to the City Engineer' s reapportionment of existing special assessments against the parcels within the Registered Land Survey, and waives the right to appeal the apportionment. ACTION REQUESTED: Offer Resolution No. 3200, A Resolution Approving a Registered Land Survey Encompassing Parcel No. ' s 27-904011-0, 27-909012-0, 27-909012-1, 27-910001-0, 27-910003-0, 27-910003-1, and 27-910007- 0, and move its adoption. ;;'• .. .. • Attachment #1 .,, . .. ; •. -;:..: • :•: .,.,. : . • - • 1.1 e, . . . •, : . .. . •,. , . . . • - . . , . . , .. .. . ,,....,...). , ,., , • , • , . : ...: •• .:-i . , . • • • . • , : . . ,, ._ _._ . . • : ., , crft. (:-.:, . 1 , .... • „,0 i • • , • • . • 0 1 . • • • ci— • i: • I • • .. ;'; : I . 1 . : . . . ' .•••• .i. , • ' • N ' N ; , i "i.'.. I i, . t'''. • • ! i •,, • it. • :r) .• i I _ .• ' • • ' , .‘ Z I! c•J 1 : i + \r% ! . • :, , czz, i •• ___ ..: , I. , ! : :•• • 1 : • I ••• • • gz, 4 : ,.... ! Li I - , I (1) - i(j E VA ! • 0-- ,ri V -:— ; - • I i 1 •. , • . .., i 1.i I i i ! ,k„.... 1._ •.,:. --- , i. : , • , " 1 4 i 1 i 4--z..,, ............t..-.-...:..._.. !I ,., ; , •• . . ,, , . , ,.... ,, i. 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V- Attachment #3 RESOLUTION NO.3173 A Resolution Waiving the Requirement For A Final Plat Prior To Issuance Of A Building Permit To FMG/Tsumura WHEREAS, FMG/Tsumura has entered into an agreement to purchase a 30 acre parcel in Canterbury Business Park; and WHEREAS, said parcel of land is not an existing lot of record or platted according to the requirements contained in Chapter 12 of the Shakopee City Code; and WHEREAS, FMG/Tsumura must begin construction of a building as soon as possible in order to avoid hardships created by the expiration of leases on their existing facility; and WHEREAS, City Code Section 12.16, Subd. 4 grants the City Council the authority to authorize release of a building permit prior to filing of a final plat; and WHEREAS, Valley Industrial Realty on behalf of FMG/Tsumura has requested that the Council authorize release of the building permit in accordance with City Code Section 12. 16, Subd. 4. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shakopee, Minnesota, that the requirement for filing of a final plat prior to the issuance of a building permit for FMG/Tsumura is hereby waived and City staff is authorized to issue said permit subject to the following conditions: 1. The building permit application including plans and specifications for the proposed building shall comply with all other City Code requirements. 2. A final plat including the FMG/Tsumura property shall be approved by the City and filed with Scott County prior to issuance of a final certificate of occupancy for the FMG/Tsumura building. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this .i day of - , 1990. Mayor oh City of Shakopee I C' RESOLUTION NO. 3200 A RESOLUTION APPROVING A REGISTERED LAND SURVEY ENCOMPASSING PARCEL NO. 'S 27-904011-0, 27-909012-0, 27-909012-1, 27-910001-0, 27-910003-0, 27-910003-1, AND 27-910007-0 WHEREAS, the Planning Commission of the City of Shakopee did approve the Registered Land Survey encompassing parcel no. ' s 27- 904011-0, 27-909012-0, 27-909012-1, 27-910001-0, 27-910003-0, 27- 910003-1, and 27-910007-0 on February 8, 1990; and WHEREAS, the City Council has been fully advised in all things. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the Registered Land Survey encompassing parcel no. 's 27-904011-0, 27-909012-0, 27-909012-1, 27-910001-0, 27-910003-0, 27-910003-1, and 27-910007-0, described as follows: ATTACHED EXHIBIT A be and the same hereby is approved and adopted with the requirements that: 1. A recordable agreement stating that none of the tracts included within the Registered Land Survey, with the exception of Tract A, shall be buildable parcels until they are platted. Tract A may be issued a Building Permit in compliance with City Council Resolution #3173 . 2 . Tract E shall be deeded to the City immediately following recording of the Registered Land Survey. 3 . The Developer agrees to the City Engineer' s reapportionment of existing special assessments against the parcels within the Registered Land Survey, and waives the right to appeal the apportionment. CV I I BE IT FURTHER RESOLVED that the mayor and City Clerk be and the same are hereby authorized and directed to execute said approved Registered Land Survey. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of 1990. Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form this day of , 1990. City Attorney Exhibit A i (- That part of the East Half of Section 4, Township 115, Range 22, Scott County, Minnesota, lying Southerly and Easterly of Registered Land Survey No. 66, of said county and state, EXCEPT that part of the following described parcel as contained in the East Half of said Sectio:; 4: That part of the Southeast Quarter of Section 4, Township 115, Range 21, and that part of the Southwest Quarter of Section 3, Township 115, Range 22, described as follows: Commencing at the northeasterly corner of Block 1, Valley Park First Addition, Scott County, Minnesota, thence Southeasterly: along the southerly line of Valley Industrial Boulevard South, a distance of 1194.15 feet to the actual point of beginning of the land to be described; thence Southwesterly at right angles to said southerly line, a distance of 600.00 feet; thence Southeasterly at right angles, a distance of 726.00 feet; thence Northeasterly at right angles, a distance of 600.00 feet to said southerly line; thence Northwesterly at right angles, a distance of 726.00 feet to the point of beginning. EXCEPT the plats of Valley Park Second Addition and Valley Park Fifth Addition. The Northeast Quarter of Section 9, Township 115, Range 22, Scott County, Minnesota, EXCEPT the West 494.00 feet of that part of the Northeast Quarter lying North of the centerline of 12th Avenue as described In Document No. 29522 in the Office of the Registrar of Titles, Scott County, Minnesota. EXCEPTING FROM THE ABOVE TWO PARCELS the plats of Valley Park Third Addition and Valley Park Fourth Addition. The Southeast Quarter of the Northeast Quarter of Section 10, Township 115, Range 22, Scott County, Minnesota. The South Half of the Northwest Quarter and the Southwest Quarter of the Northeast Quarter, Section 10, Township 115, Range 22, Scott County, Minnesota. The North Half of the Northeast Quarter, Section 10, Township 115, Range 22, EXCEPT the North 824 feet, Scott County, Minnesota. The North Half of the Northwest Quarter, Section 10, Township 115, Range 22, Scott County, Minnesota. EXCEPT that part thereof contained in Valley Park First Addition, according to the plat thereof on file and of record in the Office of the Registrar of Titles in and for Scott County, Minnesota. EXCEPT that part of the Northwest Quarter of Section 10, Township 115, Range 22. described as follows: Commencing at the Northeast corner of said Northwest Quarter; thence southerly along the east line of said Northwest Quarter, a distance of 336.00 feet to the Southerly line of Research Blvd. according to the plat of Valley Park First Addition, Scott County, Minnesota, the point of beginning of the land to be described; thence continuing southerly along said east line, a distance of 488.00 feet; thence westerly at right angles to said East line, a distance of 400.21 feet; thence northerly and parallel with said East line, a distance of 488.00 feet to the southerly line of Research Blvd.; thence Easterly along said southerly line , a distance of 400.21 feet to the point of beginning. EXCEPT that part of the following described parcel as contained in the Northwest Quarter of Section 10, Township 115, Range 22; That part of the Southwest Quarter of Section 3 and that part of the Northwest Quarter of Section 10, described as follows: Commencing at the South One Quarter Corner of said Section 3, the same being the North One Quarter Corner of said Section 10; thence South 89 degrees 10 minutes 00 seconds West along the section line between said Section 10 and 3, a distance of 466.21 feet to the west line of Valley Park Drive per the plat of Valley Park First Addition, the point of beginning of the tract to be described; thence South 0 degrees 57 minutes 28 seconds East along said West line, a distance of 99.61 feet; thence North 74 degrees 53 minutes 36 seconds West, a distance of 645.05 feet; thence North 6 degrees 24 minutes 44 seconds East, a distance of 337.38 feet; thence Northerly along a tangenyial curve to the right, having a radius of 942.42 feet, a central angle of 3 degrees 00 minutes 00 seconds, an arc distance of 49.34 feet to its intersection with the southerly line of Valley Industrial Boulevard South of said plat of Valley Park First Addition; thence Southeasterly along said Southerly line to its intersection with said west line of Valley Park Drive; thence Southerly along said West line to the point of beginning. # /19 al . MEMO TO: Dennis Kraft, City Administrator FROM: Steve Hurley, MIS Coordinator SUBJECT: Fire Department Computer Purchase DATE: 2/13/90 INTRODUCTION: The Fire Department is seeking authorization to purchase a computer with increased speed and disk storage capacity. The request was tabled at the past Council meeting (2/6/90) until further information could be provided. This memo is intended to provide that information. BACKGROUND: A total of $8 , 000 has been budgeted for the computer equipment. Of primary concern is the amount of disk storage necessary to provide adequate capacity over the next three years. I have carefully reviewed the current and proposed usage of the computer equipment with the Fire Department representative. It is my conclusion that the requested 150 megabyte hard drive is necessary to provide adequate capacity for the proposed uses. The biggest single application is a graphic database which will provide detailed information on over 280 commercial and industrial buildings. Graphic files are particularly large and slow loading and a hard drive is essential if they are to be used efficiently. Current and proposed storage needs are 97 megabytes immediately. This increases to 130 megabytes over the next three years as the databases for the Fire Reporting system, equipment maintenance, hazardous materials and graphics continue to expand. In addition, ten years of fire history is necessary as well as OSHA required training records. The attached memo from the Fire department lists the current and planned uses and file size. Four of those applications are seen as expanding substantially over three years time. Fire Reporting will increase by 5 megabytes, spread sheet data by 3 Mb, department administration by 5 Mb, and preplan graphics and hazardous materials databases by 20 Mb. A cushion of 20 megabytes is added to the 130 to provide a work area. This space is needed to hold temporary files created during database manipulation, file maintenance, and training exercises. The following quotes have been received for comparable computer systems with 150 megabytes of disk storage. The system would be a 386 25Mhz computer with tape backup unit, 16" VGA monitor, 4Mb RAM, 2400 baud modem and serial and parallel ports. Northgate Computer: $8, 148 . 00 PC Express: $5, 994 . 45 Dell Computer: $6, 560 . 00 Hewlett-Packard: $1, 997 . 35 (printer) RECOMMENDED ACTION: Authorize purchase of the proposed computer system from PC Express and a LaserJet II printer from Hewlett- Packard for a total expenditure of $7, 991. 80. PC Express not only provides the lowest price for the system quoted but is a local company with whom the City has done business in the past. It also provides a five (5) year warranty, unmatched by the other vendors. REQUESTED ACTION: 1. ) Move to remove from table the purchase of computer equipment for the Fire department. 2 . ) Move to approve purchase of a 386 computer from PC Express in the amount of $5, 994 . 45 and a LaserJet II printer from Hewlett- Packard in the amount of $1, 997 . 35 . Funds to come from Capital equipment. S H A IC O P E E F IRE DE P A R T M E N T Department Memo To : Steve Hurley From:Charles E. Ries Fire Chief Shakopee Fire Department Date : February 10 , 1990 Subject : Computer Equipment projected requirements The following are the present and projected hard drive storage space requirements . Word Processing : 3 . 40 meg Data storage & correspondence : 2 . 00 meg Utilities : 1 . 10 meg Dos ,disk tech,Norton utilities etc . Menu System: . 25 meg Communications : 1 . 70 meg Fire Reporting system: 1 . 70 meg Data storage : 1 . 20 meg Spread Sheet : 1 . 90 meg Data storage: 1 . 10 meg Data base system: 2 . 40 meg Drafting and scanning system: 4 . 70 meg * Preplan and Hazmat : 5 . 10 meg Programs and data modeling Cameo system: 25 . 00 meg * New Cameo II system: 3 . 50 meg * Department Administration: 4 . 00 meg Attendance, payroll , personnel , equipment maintenance . and other records . Training system: 8 . 00 meg * Self instruction Projected increase in data storage for maps , buildings drawings and other preplan information : 25 - 30 meg * * = Projected or proposed programs and data. -4- MEMO TO: Dennis Kraft, City Administratorl , FROM: Steve Hurley, MIS Coordinator SUBJECT: Fire Department Computer Equipment DATE: 2/20/90 INTRODUCTION: This memo is offered to provide additional information to agenda item 12a, "Purchase of Computer Equipment for Fire Department" and to replace the "REQUESTED ACTION" of the same item. BACKGROUND: A further review of City Hall hardware availability and Fire department needs has provided a very viable option. This option reduces the monitor size and hard drive capacity and will save approximately $2 , 200 . The Fire department' s need for 150 megabytes can still be met. City Hall will be installing a new file server soon. The replacement of the old file server will free an 80 megabyte hard drive that can be attached to the Fire department computer. If the computer is purchased with an 80 megabyte drive, a total of 160 megabytes will be available. The Fire department does not agree that the above option is the best approach. It wishes to retain it ' s option as stated in the original memo. Therefore, the following alternatives are presented. ALTERNATIVES: 1. ) Purchase 386 computer with 14" monitor and 80Mb drive and LaserJet printer for $5, 679 . 35 . An existing 80Mb drive will be attached to give additional storage. 2 . ) Purchase 386 computer with 16" monitor and 150Mb drive and LaserJet printer for $7, 991. 80 . RECOMMENDED ACTION: City staff recommends alternative #1. Purchase a 386 25hz computer with 80 megabyte hard drive, 14" VGA monitor, 4 MB RAM and tape backup unit and a LaserJet II printer from Hewlett-Packard for a total cost of $5, 679 . 35 . REQUESTED ACTION: 1. ) Move to remove from the table the purchase of computer equipment for the Fire department. 2 . ) Move to approve purchase of 386 computer system from PC Express in the amount of $3 , 682 and a LaserJet II printer from Hewlett- Packard in the amount of $1, 997 . 35 for a total cost of $5, 679 . 35. Funds to come from 1990 capital equipment. CONSENT / 2 1, MEMO TO: Dennis Kraft, City Administrator FROM: Steve Hurley, MIS Coordinator SUBJECT: State Reimbursement for Computerization DATE: 2/12/90 INTRODUCTION: An Agreement form, provided by the State, needs to be signed by either the Mayor or City Administrator and the City Clerk. BACKGROUND: The City, following State requirements for automated reporting to MnDOT, has purchased and taken delivery of a computer system. The City needs to make a formal request to the State of Minnesota, Department of Transportation for reimbursement of 60% of the purchase price. As a part of that request an Agreement form must be signed. ACTION REQUESTED: Move to authorize the signing of the Agreement between the State of Minnesota Department of Transportation and the City for reimbursement of 60% of the cost of State required computer equipment. A copy of the Agreement is attached. MINNESOTA DEPARTMENT OF TRANSPORTATION AGREEMENT Term No. Ace. iv Orq r'. Y . Reg. # vendor # Type source b. Act -Task 5.'cask 689638 79000 0 036835001 Cost, Job or ulient Code Amount 5uff'x Object $ 01 749 SEND TYPE OF TRANSACTION Entered by 1;44 4 Entered by Vendor name SHAKOPEE Address 129 East 1st Avenue Shakopee, MN 55379 THIS AGREEMENT is made by and between the State of Minnesota,acting by and thru the Commissioner of the Minnesota Department of Transportation(hereinafter"Commissioner)and SHAKOPEE(hereinafter"Recipient"). WHEREAS the State is authorized to administer the State Aid Administrative Account. WHEREAS the Recipient has been determined to be eligible to receive said financial assistance. IN consideration of the mutual covenants and agreements as hereinafter set forth,the parties to this agreement do agree as follows: I. The Recipient will purchase computer hardware and software as outlined in the attached letter. II. The following sections of the current agency agreement between SHAKOPEE and the Commissioner of Transportation of the State of Minnesota are made a part of this agreement by reference as though fully set forth herein; Section-1-(h)tiondiscrmination;Section-1-(i)Commissioner to Act; Section-2-(h)Reports and Records;and Section-7-2)Single Audit Act. III. The reports and records referenced in II above shall be made available to the Minnesota Department of Transportation(Mn/DOT), the Legislative Auditor,the State Auditor,or the Federal Administrative Manager for examination of those records and reports and accounting procedures and practices of the Recipient relative to this agreement. IV. The Commissioner agrees to pay the Recipient an amount not to exceed more than 60%of the total costs. Recipient agrees to pay all other costs of the project. V. The Recipient agrees to indemnify and save and hold the State,its agents and employees harmless from any and all claims or causes of action arising from the performance of this agreement by Recipient or Recipient's agents or employees. This clause shall not be construed to bar any legal remedies Recipient or its agent may have for the State's failure to fulfill it's obligation pursuant to this agreement. VI. Any amendments to this agreement shall be in writing and shall be approved by all parties. APPROVED: RECIPIENT: COMMISSIONER OF TRANSPORTATION: BY: BY: MAYOR - CITY MANAGER DATE: DATE: RECIPIENT: BY: CITY CLERK - TREASURER DATE: izd MEMO TO: Dennis R. Kraft, City Admi 'str tor FROM: Judith S. Cox, City Clerk RE: Community Youth Building Co ' ittee DATE: February 14, 1990 INTRODUCTION: On January 16, 1990, City Council considered applications from citizens and made appointments to boards and commissions. At this same meeting, Council moved to take no action regarding the Community Youth Building Committee or appointments to the Committee at this time. Staff recommends that Council now consider nominations and appointments to this committee. BACKGROUND: On January 16th, Council chose to take no action on appointments to the Community Youth Building Committee due to the lack of applicants and because Mr. Leroy Houser, Building Official, suggested that Council may wish to consider abolishing the Committee. Council desired additional information before discussing whether or not to consider abolishing the Committee. On January 19, 1990, I wrote a letter to the chairman of the Committee citing concerns of staff and asking if the Committee wished to continue to oversee the Community Youth Building (Attachment #1) . The Committee met on January 19th and subsequently provided me with the letter (shown as attachment #2) dated February 6, 1990, from Mr. Johnson. In his letter, Mr. Johnson stated that: 1] They are contacting organizations to obtain people to fill the vacancies 2] They recommend that Ed Dressen be considered for appointment 3] A schedule for the usage of the building has been provided to the Community Recreation Director 4] It was indeed unfortunate that there was a fire in the furnace room, and explained the history of problems regarding the location of the furnace, its design and function 5] The Committee desires to continue to manage the building (advantages and disadvantages were cited) Mr. Richard Marks has provided me with copies of Committee minutes since its creation as well as an annual report (which is a requirement contained in the resolution establishing the Committee) . The annual report is shown as attachment #3 . Rather than go into details of the information provided to me, I encourage you to read the letter from Mr. Johnson dated February 6th as well as the annual report. After having read this material, Community Youth Building Committee l ?- February 14, 1990 Page -2- it appears to me that this Committee (without any city staff involvement) has done a good job in setting itself up, keeping minutes, overseeing the building and receiving contributions for additional needs for the building. I feel that it would be in the best interests of the scouting organizations, as well as the City, for this Committee to continue to function, as intended. It has also been noted that there is some discrepancy of where the responsibilities be for maintenance of the building, within the committee. I recommend that a letter be sent to the committee, clarifying that issue. ALTERNATIVES: 1] Continue the Community Youth Committee Pros: a] Puts overseeing use of building in hands of users b] Helps establish a sense of pride and community for users c] Cheaper to operate for the City d] Will continue to encourage donations e] Less responsibility for the City 2] Abolish the Community Youth Committee Pros: a] Puts City directly in charge of cleaning, maintenance, scheduling b] Treats facility like other similar City buildings: ie: swimming pool Unlike the library which City cleans and County operates Unlike Murphy's Landing which City owns and contracts for overseeing of the operation Unlike the Eagle Creek Town Hall which the City leases and the Scott/Carver/Dakota Economic Council oversees Unlike Police/Public Works, Community Recreation, Fire Department and City Hall which are all occupied by City personnel 3] Continue with the status quo and take another look at the operation in another year. ( ) � Community Youth Building Committee February 14, 1990 Page -3- RECOMMENDATION: I recommend alternative number 1. Allow the Committee to continue to operate. This requires no additional action by Council! I recommend nominating Anne Tuttle to the Committee at this time. I am expecting to receive at least one more application. Council has already nominated Ed Dressen. There are three openings on this Committee. I recommend appointments be delayed until additional applications are received. The current members whose terms are expiring shall continue to serve until their successors are appointed and qualified. RECOMMENDED ACTION: 1] Move to accept the 1989 Annual Report of the Community Youth Building Committee 2] Move to nominate Ann Tuttle to the Community Youth Building Committee 3] Direct staff to send a communication to the Committee outlining the City' s expectations of the Committee regarding maintenance. Also attached for background are: ATTACHMENTS #4 Memo from Mr. Houser recommending abolishing the Community Youth Building Committee, dated 1-10-90 #5 Resolution #3123 - Establishing the Committee #6 Letter from Committee endorsing the appointment of Mr. Dressen to the Committee #7 Application from Ann Tuttle Memo To: City Administrator/Council From: LeRoy F. Houser Subject: City Clerks Memo/LaVern Johnson letter Date 2/13/89 Introduction I take personal issue with both the recommendation of the City Clerk and the letter from Mz. LaVern Johnson regarding the Youth Building. Background First of all as Mz. Johnson references, the hanging unit heater in the building was never intended to heat the entire building. It was a temporary fix until we were financially able to pay our part of the furnace installation that was not yet donated. 1. It was designed and installed by professionals in the heating field and was never intended to heat two levels. 2 . An upflow furnace was never part of the design of this building as a matter of fact, the basement for this building was not even a part of the original design. 3 . None of the people who worked on, installed or who have maintained this unit have ever indicated that any design deficiencies exists with this unit or its location. 4. Mr. Dressen took it upon himself to have the hanging unit taken down with some idea of cutting holes in the duct work for the downflow furnace to heat the basement. I told him before he did it, the unit upstairs could not handle both floors, it was not designed for it. He chose to do it any way. 5. Unfortunately, Mz. Cox memo only addresses the pros for having a citizens committee oversee this building. My concerns have already been expressed: (a) accessibility for potential users. (b) We can better monitor the use or, abuse. (c) The committees dificulty in obtaining committee members. (d) Total control of a public owned facility by a citizens committee appears to imply ownership transfer. (especially in this case) 6. This is the first schedule according to Rec. that has been provided them. 7. No other public building in Shakopee or in the surrounding four counties have been turned over to a citizens group to control and I wonder if it could increase our liability exposure or could impact our building insurance if we have any more unfortunate mishaps. Conclusion I am still of the same opinion, for accessibility to the public, user control and consistency with City policy, the building should be turned over to the recreation department to administer. ATTACHEMENT #1 -_ CITY OF SHAKOPEE ti = INCORPORATED 1870 \ - , .,,, t... fi�rr 129 EAST FIRST AVENUE,SHAKOPEE. MINNESOTA 55379-1376 (612)445-3650 +1`�� ' is January 19, 1990 t Mr. Lavern Johnson, Chairman Community Youth Building Committee 311 Shawnee Trail Shakopee, MN 55379 Dear Mr. Johnson: I understand that the Community Youth Building Committee will be meeting on Friday, January 19, 1990 and I would like you to share this letter with the Committee. At their regular meeting on January 16th, the City Council appointed members to various boards and commission for terms expiring January 31, 1990. I have only received one application for the Youth Building Committee and there are three openings. In the past, the schedule for the use of the building has not been provided to the Community Recreation Director on a monthly basis, as required by the resolution establishing the Committee. There has also been some concern raised as to the difficulty in scheduling the building because of a lack of direct access to the scheduling authority. Finally, there was a recent fire in the building caused by users storing oily maps in the furnace room. This caused an estimated $1, 500.00 in damages. These issues have prompted City Council to direct staff to look into whether or not the Community Youth Building Committee should continue in it' s present form. In order evaluate this issue properly, it would be useful for staff to hear from the present Committee in regard to the following issues: Would the Committee • like to continue? If yes, please consider reaffirming your interest in the existence of a Community Youth Building Committee. Please provide me with names and applications from representatives from local scouting programs. You may also wish to state the advantages you see in having a Committee. I recently received copies of minutes of the Committee from Mr. Marks. After reading the minutes, it appears to me that the Committee is doing a good job. An excellent effort has been put forth in receiving contributions and you have developed a fine system for keeping the building clean. Additionally, you have adopted a policy regarding the use of the building which is stricter than that of the City. You also have keep very good minutes. Please continue to provide me with copies of the minutes which will be shared with the Council. Knowing what a Committee is doing often answers questions before they arise. The H ,' art Or. Pr9gre .; s VfL � L `i May I please hear from the Committee, in writing, so that I can share your recommendations with the Council. Someone may also wish to attend the Council meeting when this is put back on the agenda. I will inform you of the appropriate meeting date. Thanks to the Committee for all the work that you have done while serving on the Community Youth Building. Sincerely, - Judith S. Cox City Clerk C: Dennis R. Kraft, City Administrator JSC/tiv ATTACHMENT #2 I Youth Activity Building Committee c/o Mr. LaVern Johnson 311 West 6th Avenue Shakopee, Mn. 55379 Ms. Judith Cox, City Clerk Shakopee City Hall 129 E. First Avenue Shakopee, Mn. 55379 February 6, 1990 Dear Ms. Cox, On January 19, 1990 , you addressed a letter to the committee requesting a response to several questions cited in your letter. The committee would like to formally answer your questions in this letter. In your letter, we found five distinct questions which we believe you and the city council gave the most concern. We will paraphrase the substance of those questions briefly. 1. Lack of applications from the community for three openings on the youth building board for two terms which expire on January 31, 1990. 2. Submission of monthly schedules for usage in the building. 3. Discussion of recent fire in furnace area of building which caused an estimated $1 ,500 in damages ($1,300 estimate by Mr. Houser) . 4. Questioned if the Youth Building Committee would like to continue? Requested the committee to submit names and applications from representatives from local scouting or youth programs who would like to be on the committee. 5. State the advantages of having the committee. We believe our following answers, discussed at our last committee meeting, should address your concerns. Item 1. The committee members have contacted several organizations and individuals in order to obtain people to fill the vacancies on the committee. Mr. Dressen noted that he was involved with the Viking Council as a assistant district commissioner, and could apply for a transfer to become a member of the local Pack Committee. Mr. Johnson, cubmaster for Pack 218, said this was a reasonable suggestion and advised Mr. Dressen to proceed . A separate letter has been submitted to you requesting Mr . Dressen be accepted as a member of the committee. 1 Regarding other applications, the committee members discussed the other organizations using the building. Mr. Giesen said the girl scouts are currently meeting to decide if Mr . Giesen will continue to represent the organization, or if another representative will be selected. Mr. Johnson said the Cub scouts are also currently looking for other members to replace Mr. Marks. An announcement was made at the pack meeting on January 24, 1990, and one person took an application for a position on the committee. Another organization contacted was the Shakopee Jaycees. Mr. Terry Joos, assistant cubmaster and Jaycee, has referred the application to his membership and is awaiting an answer. The high-potential students group will also be contacted. Finding new members is not considered to be a serious problem, but it will take some time to go through proper channels in each organization to find the volunteers. Item 2 Mr. Dressen noted that a schedule for the next 4 to 5 months for the usage of the building has been provided to the recreation department director. Mr. Johnson noted that during the month he handled the scheduling, after Ms. Bayless ' resignation, he had not submitted the schedule. However, he noted that under Ms. Bayless ' direction of scheduling, to the best of his knowledge, she had submitted a monthly report. Mr. Dressen noted that scheduling in the past may have been a problem, but that the schedule is essentially completed now for the next 4 to 5 months. He added that his phone recorder is available 24 hours a day, if he is not. He said he had recently received requests by two organizations for the use of the building, but had not been able to schedule them due to a lack of available times. The building is essentially filled for the rest of the year until the basement can be partitioned and more rooms added for additional usage. Mr. Dressen also noted that the Youth building was scheduled as a polling place next fall . Item 3 In reference to Mr . Houser ' s memo, the committee members acknowledged that the fire caused in the building was an accident and was not due to negligence, as Mr. Houser implied. When the original building was designed, the area where the furnace is now located was meant to be a closet with only one furnace to be placed in the basement. However, it was at Mr. Houser' s direction, that the furnace, a down-flow design, was installed in the upper level. Since Mr. 2 Houser is the City of Shakopee ' s building inspector, the individuals working on the building assumed Mr. Houser knew the best design for the building, and acquiesced to his decision. Mr. Houser noted in his letter to the council that the furnace was installed by professionals. This is correct. However, even the professionals questioned why the furnace was put in this location when they were installing it. When the building was under construction, a hanging furnace was put in the basement to heat the entire building. After the upper floor furnace was installed, the basement furnace was taken down. When it was found that the upper floor furnace could not heat the basement, the basement furnace was re-installed. The upper floor furnace was adjusted several times for one main problem: the furnace would periodically expel flames out the lower vents. Mr. Dressen said he thought the problem was under control, after professionals returned several times to adjust the furnace . But when a girl scout troop hastily cleaned up the building and put a mop too close to the furnace, it smoldered and caught fire. Thus, it is obvious that the problem had not been completely solved. When Mr. Houser states that the fire was due to negligence, it must be remembered that there is a history of problems regarding location of the furnace, its design and function. The fire was, most certainly unfortunate. But it also provided us with information we would not have if the fire had not occurred. First, the limited damage to the building, due to the fireproofing in this room, proved that the building was constructed properly. Secondly, it pointed out the fact that the upper floor also needs sprinkling, which the VFW members have said they would rectify. Third. The upper floor furnace cannot heat the basement. Recent conversations with donators to the building indicate a proper furnace will eventually be installed when funds become available. Thus, installing a furnace in the basement to heat the entire building is likely. Donators would not provide this kind of assistance if the City of Shakopee managed the building providing another reason supporting the use of committee composed of private citizens. Item 4 Yes. The building committee would like to continue to manage the Youth Building and continue as a commission of the city. The building was donated to the City of Shakopee as a gift to the children of the city. Those individuals who serve on the committee are parents of these children and volunteers who are willing to commit their time, without pay, for the betterment of their community. How can the city better demonstrate its trust 3 in the community than by placing the responsibility of maintaining the functions of one of the buildings to those organizations which use the building. The children also help in the cleaning of the building, which helps teach them responsibility and develops a sense of volunteerism. Item 5 We stated above briefly the advantages of having a commission. There are several more. First, a commission can respond to the needs of the building on a private level , by soliciting funds , as representative organizations , rather than relying on tax dollars for construction and repairs. Second. Members on the committee can respond to the needs of the community 24 hours a day if necessary, rather than wait until normal business hours of city government. Third. Members of the committee are local citizens. We are able to respond to the needs of users of the building on a personal level , rather than having to wade through various levels of bureaucracy to finish simple tasks. Fourth. Volunteers provide countless hours of work for projects which would cost untold sums if performed by city employees . Volunteer labor is extremely cost productive, because often, those individuals doing the work or repairs on the building, are the same professionals who would charge city government to do the same work. Fifth. The committee maintains the building on a volunteer level, keeping it clean by those who use it. If the city were to hire a professional cleaner to do the same task and charge the organizations to use the building, those organizations could not afford to pay those fees . They would have to find other accommodations. Any charges levied against these organizations would result in the organizations not being able to pay. Fees collected by the organizations usually cover only the programs provided, and do not allow for any additional expenses to rent a building. Their budgets are very low in order to provide affordable programs for all children and their families. The members of the committee, and myself , hope that we have answered your questions fully. If you or the City Council have any more questions , please contact me, or members of the committee, at your earliest convenience. Thank ou. / , LaVern Jo son Chairman, Community Youth Building Committee 4 fl ATTACHMENT #3 ir` . t e i __..... , ./ �` l - 1 /.� ,.r ,;i4 mpi — 1 I At lt 411jtr : ,- •-• — ••• • •,....• .0,-,......,...- Ni = ••••=-.*'• .:t :'..."-.-4,4 t,t, - ',•7...1•,-,. •• .. 4/,' _ _---4 ill *41W..•? —-. .• i .' ' ♦ • t -Jam ir II .. _.. . _ _ . ____._...„, ....,„,. ,._,-.. .. _ .-:,..„:-.,..,,,,-_---...;„:,-...7 --- 'I R p�'2+.L•IIYe _'�:�^'Y.. •.ver • ,...._ .,,. . ,rile. r`w' rry .,...- ..,,...,. ..„..5,-,-,,,,, �. +y. •• . �s'�•1s. ti's � v y,ti x : N :. . _ ....„. _ ,,.‘___.... , _...: -,-,--.- ,..-. • - . .. ....- . _. ..,s•.. .. '3;.t7,: '.`'i•t5,s '4.AL,.:• /' Ki .:Y.:. "5't .•'3 .......„, - '�s rte' �,_ _ _%� �...._ .. w II I SHAKOPEE COMMUNITY YOUTH CENTER 1 1989 ANNUAL REPORT I I El I1 I e SHAKOPEE COMMUNITY YOUTH CENTER Q, ANNUAL REPORT 1 C/ 1989 To the members of the Shakopee City Council c/o Shakopee City Hall 11 129 E. First Avenue Shakopee, Mn. 55379 February 1, 1990 01 Dear Members of the City Council; 1 Per Resolution No. 3019, which was adopted February 7, 1989, and was later revised by Resolution No . 3121 , the Youth Building Committee is required to submit an annual report of the s Committee ' s activities by the First of February each year. This report, per resolution, is to outline the use of the building during the preceding calendar year, and include the preceding year-end financial statement , as well as the budget for the acurrent year. Since the building was not officially completed until the Summer of 1989, and dedicated during July, the financial statements we have prepared reflect some income and expenses which may or may not recur in subsequent years. UThe financial statements included with this report reflect expenses which have been incurred only by the committee, and any donations received from the community. IISince the Committee is not funded by the city, a budget for the building is difficult to prepare. Second, due to the short time 11 the committee has been in existence, we are unable to make any realistic projections regarding our income and expenses for the coming year. We believe that a budget, of sorts, can be submitted with next year ' s ( 1990 ) financial report, after the building committee is able to identify more typical income and expenses which may be 1 recurring during a normal year of use by the various youth organizations of Shakopee. With these parameters established, we present our annual report Ion the following pages. Sincerely, 21 1989 Members of the Shakopee Community Youth Center Committee LaVern Johnson, Edward Giesen, Gwen-Marie Solseth, Richard Marks 11 (Chairman) (Vice-Chairman) (Treasurer) (Secretary) 1 2 1 1 SHAKOPEE COMMUNITY YOUTH CENTER ANNUAL REPORT: 1989 The Shakopee Community Youth Center started as an idea envisaged _1 by Edward Dressen. Mr. Dressen has been a life time resident of Shakopee who has been active in scouting most of his life. During April, 1988, Mr. Dressen presented his idea of constructing a building to the scouting organizations of Shakopee. The building usage was later expanded to include all youth groups in Shakopee, with a primary emphasis on scouting LII organizations. Mr . Dressen ' s idea was adopted as a project by the Shakopee !1 Lions, and was coordinated by Mr. Dressen, and Lion Member and City of Shakopee Building Inspector, Mr. LeRoy Houser. These men were responsible for converting a dream to a solid 2400 sf log structure which is used as the central meeting place for all scouts in Shakopee. For the next 3-4 months, Mr. Dressen visited various community rk_ businesses and organizations, requesting donations of materials and/or funds to construct the building. On October 6, 1988, a formal ground breaking was held establishing the site and 11 location of the youth center building in Lions Park. At this time, 90% of the donations were already secured Construction of the building started October 16. The building 11 proceeded slowly at first as the basement was dug, the concrete block walls were constructed and the building was capped. By late October the log walls were being set in place. By early fl March, 1989 some organizations, unofficially, were using the building. The total amount of donations, including cash, materials and 11 professional labor, amounted to $128, 613.88 as of February 20, 1989. The volunteer hours spent by all persons working on the project, amounted to over 4, 175 hours. If this labor were paid at a rate of $8/hour, this would be an additional expense of 11 $33, 400 which was contributed by community volunteers. It is impossible to list every individual and organization who 11 contributed materials, time or monies to the project. However, some of the larger donators are briefly listed below: 11 Shakopee Lions, Shakopee Jaycees , Shakopee Eagles , American Legion, Veterans of Foreign Wars, S.M. Hentges and Sons, Pete Ries Heating, Johnson Block Company, C . H . Carpenter, Rahr Malting, Certainteed and many other local companies and individuals. II II 3 1 i From March through July, the final touches were added, including I a fireplace; concrete stairs , patio and ramps ; basement finishing; blacktopping of the driveway; flagpoles; and sod and landscaping. Various groups who have or are using the building include: 8 cub scout dens and 2 Webelos dens from Cub Scout Pack 218; 17 Girl Scout and brownie troops; High Potential students ; baseball , basketball and hockey associations; Senior citizens; WIC; Jaycee gun training; golf league; BSA region conference; GSA conference; Sweeney Elementary School ; Shakopee Recreation Department; Cub Scout Pack 218 and various committee meetings. 2 The building is essentially completely scheduled until the basement can be partitioned, allowing more groups to use the ^1 building by increasing the number of rooms available for use. The utilities and insurance have been graciously donated by the ICity of Shakopee, after the Lions turned the building over to the City of Shakopee in July, 1989. Many events and problems were encountered during the first year. We believe the best way to summarize these activities is to Acapsualize each month' s minutes. Our summary is provided on the following pages. 11 1989 ACTIVITIES-SHAKOPEE YOUTH CENTER ilFEBRUARY: The commission held its first meeting. Donations of fire II extinguishers and fire exit lights were discussed. A telephone line to the building was installed, with no listing of the telephone number, including a block restricting long distance calls. The kitchen cabinets had to be installed, and a PA system 11 was being donated by MortelCo. The girl scouts held a "building shower" for the building seeking cleaning supplies as gifts. MARCH: 1 A copy machine was donated to the building. A copy of a list of donators for the building was reviewed, and method of thanking them was discussed. A maintenance checklist was developed for users of the building and keys were distributed to primary users of the building. 4 Mr. Muenchow of the Shakopee Recreation and Parks Department allowed the committee to schedule the events in the building. 1 The basement bathrooms were still not complete. Carpeting and skirt boards were needed on the stairs. Mr. Dan Gerald offered to donate his time to maintain the floors of the building. Each 1 organization using the building was to be contacted regarding cleaning of the building once a month. M4 1 Chairs and tables were received for the building, and racks were needed for holding the chairs. A steel rack would be supplied later in the year. A candy machine was donated to the building. Solicitation letters for donations to the building were to be prepared to be sent to the business/professional community . These letters would be solicited by the organizations using the building, and not by the building committee. The building committee was officially established, with the first commission members and their terms being appointed as follows: Chairman ( 2 years) LaVern Johnson Vice Chairman (1 year) Edward Giesen Secretary (1 year) Richard Marks Treasurer ( 2 years) Gwen-Marie Solseth Scheduling/Supplies ( 2 years) Ruth Bayless The committee discussed entering the Shakopee Showcase in April to solicit donations through the scouting organizations. Costs for the basement ceiling and lighting were discussed. Initial discussions regarding Derby Days began. This event was considered to be a potential source of donations for the organizations. Profits from this activity would be donated to the building fund. A pop machine was donated by the VFW, with a contingency that it be stocked and a percentage of profits paid to the committee for 2 years. The machine would then be turned over to the committee. 1 A calendar of events for the building, displayed in the foyer of the building was discussed. However, with all the kidnapings and abductions of children occurring, it was considered unwise to advertise when the building was in use. A schedule was developed instead and posted inside the building for those organizations using the building. 1 APRIL This month the committee discussed what still needed to be completed in the building, including: rebuilding of stairs to the basement; taping of basement bathroom walls; cleaning and finishing of the basement floor; finishing of tile in the foyer; completion of the fireplace and landscaping; removing debris from the perimeter of building; and completion of the driveway. A first aid kit was received from St. Francis Hospital, along with two fire extinguishers from Ring Fire Extinguisher Co. The committee prepared exhibits and attended the Shakopee Showcase at Canterbury Downs. No donations were received. I I I5 A list of names of those business professionals who could be contacted for donations was discussed. Concessions to be sold during Derby Days by the Scouting Organizations was planned, along with the potential costs of various candies which could be used to stock the candy machine. The date of the ribbon cutting was set tentatively for August 5. A policy regarding who would use the building was also discussed, with members of the committee agreeing to develop a formal policy identifying which organizations or individuals could use the building when they are not associated with youth organizations. MAY The first treasurer ' s report was discussed with an initial $214 . 03 received from donations along with proceeds from the candy and copy machines. A formal policy governing who, or what organizations, would be allowed to use the building was established. The policy, as adopted, was written as follows: The Shakopee Youth Building is available for all non-profit organizations who need a location to hold activities and meetings F for the youth of Shakopee. The building is also available for non-profit senior citizen activities and other civic organizations involved with youth activities when the building is available. The building will be restricted from use for: Private weddings, parties, anniversaries, birthdays, banquets or other ceremonies or activities not affiliated with youth or senior citizen organizations. Any other use of the building will be reviewed by the building committee. Any use of alcoholic beverages, tobacco or controlled substances is forbidden in the youth activity building or adjacent grounds i by any individual or group during the use of the building. Flag flying the the building was discussed, and was deferred until the appropriate flagpoles and concrete patio were in place. The scouting organizations signed a contract for selling cheese and chips at the Derby Days activity. Costs for the food to be used were discussed. A tentative selling price for the items were also discussed. July The committee opened a checking account and had a total balance of $561 .95, much received from donations and the pop and copy machines. A request for holding a wedding, with an honorarium of $500 to be paid was received and rejected, since it was not in compliance with the policy set by the committee. 6 i IA The Derby Days booth was expanded to include the selling of hot J dogs along with chips and cheese. The final date for a banquet honoring those members of the Lions who helped construct the building was set for July 26, to be held in Lions Park. The ribbon cutting for the building was held the same day. August 4 No official meetings. September No official meetings. I October 4 Due to disagreements within her scouting organization, Ms . Bayless resigned from the building committee. Her intent was to I avoid involving the committee in any personal disagreements with her local governing girl scout council. Mr. Giesen continued as the official representative for the local Girl Scout organization. 4 The committee approved expenditures for sealer to be applied by Dan Gerold to the basement floor of the youth building. The 4 committee also agreed to provide additional materials for Mr. Gerald to construct a protective cover around the sump pump in the basement. 1 Since the treasurer was absent, no treasurer ' s report was available. A new furnace to be installed in the basement was discussed, including an enclosure around it to provide for I additional storage space for the scouting organizations. The furnace on the main level of the building was not sufficient to heat the basement and first level adequately. 1 Resolution No. 3121 was passed by the City Council and discussed by the members . The wording of "non-religious and non-political" groups using the building was discussed, and the reason the 1 resolution was rewritten to include this wording. Mr. Marks said he would address the Council on this wording at an upcoming city council meeting. A dumpster was finally acquired for the building for trash and refuse. November �� The committee noted that the building was not cleaned after a 1 recent brownie troop meeting, and a letter was sent to girl scout service team leader Sandra Frankhauser requesting that more care be used next time the group used the building. 1 I 1 A copy of an editorial submitted to the Shakopee Valley News after the secretary addressed the City Council was included with 1 the minutes of the meeting. A meeting was held with the city manager to discuss the committee' s policy governing use of the building and the City Council ' s rewording of Resolution 3019 to I 3021 . The treasurer reported that the total balance of cash available was $616 . 36, after all donations had been made following the Derby Days events in August. A chair rack for the chairs on the upper level of the building was finally completed and given to the building. A cleaning form and maintenance checklist were I developed by Mr. Dressen and was given to each group using the building. 1 A tentative schedule of monthly maintenance of the building for total cleaning was established and forwarded to each organization. M DECEMBER The treasurer ' s report included donations and expenses which left a balance of approximately $550 in the building fund. Mr. Dressen suggested a standard drawing be prepared for use as a 0 blueprint by organizations when they construct storage cabinets in the building. The drawing design was to be submitted by Mr. Marks at the next meeting. 0 Mr. Dressen said that a Christmas tree had been donated to the building by the Shakopee Fire Department. He requested that some garland and lights be added to the building to help decorate it II for the holidays. The committee agreed. A small fire in the furnace room was discovered, after it had extinguished itself. The furnace, however, had to be repaired 11 at a cost of approximately $1,300. The location of the furnace and its inability to heat the entire building was discussed by the members of the committee. Mr. Dressen addressed the City II Council regarding the fire, and explained what could be done to correct the problem. II Summary of 1989 The Shakopee Community Youth Center was completed and first occupied during 1989 . Many problems had to be addressed, II including completing the basement, raising funds and trying to correct an original design flaw regarding the location of the furnace in the building. Overall, the committee believes that, having no budget or monies funded by the City of Shakopee, it has been able, through private donations, to operate the building and keep it well maintained by ilthe organizations using the building. il 8 1 va- The Shakopee Community Youth Center has proven to be a very badly needed and welcomed meeting place for the non-profit youth- oriented organizations in Shakopee. It is our sincere hope that the basement can be partitioned during the coming year, so more groups can be accommodated and scheduled. The self maintenance Si program utilized by the organizations has kept the building in excellent condition. 11 We have achieved, by working together with city government, a working relationship which will provide for the needs of the future youth of Shakopee. 11 ANNUAL FINANCIAL STATEMENT 6/1/89 TO 12/31/89 •� INCOME: Donations $675.00 Donated Derby Days Profits 168.11 Copy Machine 34.57 Candy Machine 43.55 iRPop Machine 1.42 $922.65 EXPENSES: Sealer (Building Materials) $150.00 Candy 59.50 Check Order 58.20 Paper Towel Holder 6.55 Printing, Mailing 101.53 (375.78) Balance (12/31/89) $546.87 I 11 II 11 1H 11 I I9 ATTACHMENT #4 i Z() Memo To: Dennis R. Kraft, City Administrator From: LeRoy Houser, Building Official Date: January 10, 1990 Subject: Appointment of Community Youth Building Committee Introduction The Community Youth Building Committee was appointed on an experimental basis in 1989 to see if a volunteer concept would work for administering to the operation and scheduling of this city owned facility. January, 1990 is time for the reappointment or disbanding of this committee. Background In summary, the function of this committee was to maintain and clean this facility after it was used by Shakopee youth groups. It was also charged with scheduling the use of this building. They were responsible for scheduling supervised youth activities only and providing this schedule to the Recreation Department one month in advance. Any remaining time that was not scheduled, the recreation department was authorized to schedule. To date, one year later, our Recreation Department indicates that this requirement has not been complied with. There has been many months that they have not received the schedule. In review of the performance of this experiment the following should be considered. 1. This is the only city owned facility thats use is controlled by a committee appointed by the Council. 2 . Shakopee Recreation Department has not had the schedule provided to them as required by the original agreement. 3 . Unauthorized scheduling (pro-life) appears to have taken place which caused considerable concern to the groups who donated money, materials and labor to build this facility. 4 . We have had one fire in the building which caused about $1, 500. 00 in damage. This fire was caused by users storing oily mops in the furnace room. 5. To date we have had one committee member resign, two terms are expiring and we have received one application for appointment to the committee. 6. Some concern has been voiced as to the difficulty in scheduling this facility because of lack of direct access to the scheduling authority. Questions have been raised as to why the Recreation Department doesn't schedule this facility as they schedule all other city owned facilities. 7. Having an independent committee schedule this facility does reduce the work load of the Recreation Department. However, they indicate they can handle the additional work and responsibility but are indifferent at this point in time. ,› Youth Building 1 Page Two Alternatives The following alternatives could possibly improve the scheduling/ accessibility and operation of this facility and make it more consistent with scheduling of our other city owned buildings and recreational facilities. 1. Phase out the committee through attrition and turn the scheduling and operation of this facility over to the Recreation Department. 2 . Contact the primary users of this facility (scout masters, etc. ) and request input from them as to how they would like to see the facility operated and who they feel should be the scheduling authority. 3 . Abolish the committee now and turn operation over to recreation department. If the committee is abolished, the city will have to incur maintenance obligations - as we do with all city owned buildings. I would estimated the cost to be approximately $150. 00 per month. This cost has not been budgeted for 1990. If Council desires the City to absorb the costs, as with other city owned buildings, they would have to come out of the contingency fund for 1990. If Council would like the costs to be borne by the organizations using the facility, staff should be directed to look into the alternatives which might be considered. Recommendation After considering (1) the fact that the schedule has not been provided to the Recreation Department as originally agreed upon, (2) all of our other city buildings are under the control and operation of city departments, and (3) placing the control of the building under the Recreation Department makes the mechanics of registration more accessible to the public, staff recommends alternative No. 3 . We also recommend a letter be sent to the committee members thanking them for their participation to date. Recommended Action Direct staff to prepare the appropriate resolution abolishing the Community Youth Building, direct Shakopee Community Recreation to schedule the use of the building under the guidelines of the governing resolution, and direct staff to send a letter to committee members thanking them for their participation to date. LH/jms ATTACHMENT #5 RESOLUTION NO. 3123 A RESOLUTION ACCEPTING THE SHAKOPEE COMMUNITY YOUTH BUILDING FROM THE SHAKOPEE LIONS AND ESTABLISHING A COMMITTEE TO OVERSEE ITS OPERATION WHEREAS, the Shakopee Lions Club has received donations and constructed a building upon City property in Lions Park to be used as a meeting place for scouting groups, and other structured youth groups, in Shakopee; and WHEREAS, the Shakopee Lions Club has turned the building over to the City of Shakopee to own and maintain; and WHEREAS, the Shakopee Lions Club is recommending that a "Shakopee Youth Building Committee" be established to oversee the scheduling and cleaning of the building; and WHEREAS, members of the Shakopee Lions have spent much time and energy in the construction of a building which can be used by the boy scouts, cub scouts, girl scouts, and other structured youth groups within the City of Shakopee; and WHEREAS, the City of Shakopee can be grateful for and proud of the facility constructed by the Shakopee Lions Club for the community betterment and concern for the youth of Shakopee. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, AS FOLLOWS: 1. The City hereby accepts the community youth building located at Lions Park so generously donated by the Shakopee Lions Club, other persons, firms, organizations and fraternal organizations to the City of Shakopee for community youth activities. 2 . The City shall maintain the physical plant and exterior of the building and the Lions will maintain the interior of the building; and the City will provide any pay for the utilities and insurance costs of the building. 3 . A Shakopee Youth Building Committee is hereby established which shall be responsible only for the scheduling of the use of the community youth building, for scouting groups and other structured youth groups in Shakopee, as well as interior maintenance of the building; the Committee will operate as follows: a. The Committee shall be comprised of (five) members to be appointed by the City Council consisting of representatives from local scouting programs. The aforementioned shall submit names to the Council for their consideration. 1 1/ Resolution No. 3123 Page Two b. The members shall serve staggered terms which shall expire on January 31st as do terms of other City board and commission members. c. The Committee shall establish its own meeting dates, elect its officers, and shall follow Roberts Rules, Newly Revised in conducting its meetings. d. The Committee shall submit a schedule of times and users, at least one month in advance of the scheduled times, to the Shakopee Community Recreation Director. The Director may schedule other community groups which are of a non-political/non-profit/ non-religious nature for times which have not been scheduled by the Committee. e. The Committee shall submit an annual report to the City Council, not later than February 1st of each year, outlining the use of the building during the preceding calendar year. The annual report shall include the preceding year end financial statement as well as the budget for the current year. f. The City Council shall serve as the Appeals Board should there by any matter which needs to go to an appeals board. g. Consistent with a commitment made by the Shakopee Lions, Council has determined that there shall be no charge for the use of the building by any Shakopee youth organization. BE IT FURTHER RESOLVED that Resolution No. 3019 is hereby repealed in its entirety. Adopted in w session of the City Council of t e , ity of Shakopee, Minnesota, held this 3/4' day of ��.i�j4_,11 , 1989 . - /2-7. -•4L--.tc.-- - Mayor of the City of Shakopee ATTEST: lib, F 11 City Clerk Approved as to form this day of 44k , 19 . City Attor fey 44421211144!5C ATTACHMENT #6 Youth Activity Building Committee c/o Mr. LaVern Johnson 311 West 6th Avenue Shakopee, Mn. 55379 Ms. Judith Cox, City Clerk Shakopee City Hall 129 E. First Avenue Shakopee, Mn. 55379 February 6, 1990 Dear Ms. Cox, As chairman of the Shakopee Youth Building Committee, I received a letter from you dated January 19, 1990, which addressed several questions to the committee . I shared that letter with the committee, and a response has been forwarded to you. You also noted that the City Council is concerned about the lack of applications which have been submitted from the two vacancies which took effect on February 1, 1990. I , and the members of the commission, understand that an application has been received for a Mr. Edward Dressen. You have commented you were concerned that Mr. Dressen did not have any children in any of the organizations which use the building, and asked us to respond to that concern. We will be glad to reply. Mr. Dressen is currently a member in good standing with the Boy Scouts of America, Viking Council, and is an assistant district commissioner. He oversees our Pack 218 directly and has been involved with the development and construction of the building itself. If it were not for Mr. Dressen' s volunteer efforts, foresight and determination to succeed under unfavorable circumstances, this building would not exist today. His efforts were a major reason that the scouting and youth organizations of Shakopee now have a place to call home. In addition to the time he spends at his local business in Shakopee, Mr. Dressen has taken on the responsibility, with the approval of the committee, to oversee the maintenance and operation/repairs of the building. He has been instrumental in obtaining funding for many needed projects and components to keep the building functioning properly. Aside from these qualifications, the members of the committee have had the opportunity to know Mr. Dressen, and have admired his dealings with scouting and scout programs over the past year. Although Mr . Dressen does not have any children in the youth programs of Shakopee, we believe his dedication to maintaining the building and his interest in the welfare of the children in 1 these programs provides the greatest recommendation that can be offered for a person to be accepted to a position on this commission. Therefore, I, and the other members, or former members of the commission, do recommend highly that Mr. Edward Dressen ' s application for membership on the committee be considered very seriously. The persons ' undersigned on this letter recommend that Mr. Dressen be accepted by the City Council as a member of the Shakopee Youth Building Committee for one of the vacancies currently available on the committee. Thank you. Sincerely, ' 'fin✓ /j (�Zy/-� • L- (.0L��=2 2 ATTACHMENT #7 APPLICATION FOR COUNCIL ADVISORY BOARDS AND/OR COMMISSIONS City of Shakopee 129 East 1st Avenue Shakopee, MN 55379 We welcome you as a possible applicant for one of our City Boards and/or Commissions. What are the qualifications for serving on these advisory Boards and Commissions? You must be a resident of Shakopee, except where non residency is permitted by Council resolution, and more importantly, you must have an interest in serving your community. The Boards and Commissions meet during the evening and typically have from one to two meetings per month, as follows: Planning Commission/Board of 1st Thursday after 1st Adjustments and Appeals Tuesday at 7 : 30 p.m. Community Development Commission 3rd Wednesday at 5: 00 p.m. Energy & Transportation Committee 3rd Wednesday at 7 : 00 p.m. Ad HOC Downtown Committee 2nd Wednesday of month or as needed at 7 : 45 a.m. Cable Communication Commission Quarterly or as needed on Monday at 7 : 30 p.m. Housing Advisory and Appeal Board As Needed Building Code Board of Adjustment As Needed & Appeals Shakopee Public Utilities Commission 1st Monday at 4 : 30 p.m. Shakopee Community Recreation 3rd Monday at 7 : 00 p.m. Police Civil Service Commission As Needed Shakopee Youth Building Committee As Needed Name: Anne 1-170Li-le Address: 7027 So• ��tcinw4y Phone: (H) (B) 08/7 How long have you been a resident of Shakopee? /Syie Occupation: l.Aa /6,,e-if' Does your work require you to travel? (check one) A great deal Periodically Very little )C Not at all Do you have any special interests or training which you feel a particular board or commission could use? (Use separate sheet if necessary) Board or Commission in which you are interested? 5r, oyiee_ Yot-/-A ,a4e9. eoinm/71--Ae Please state briefly why you are interested in serving on this Board/Commission for which you are submitting an application: /}2y 50n , Q /29evnber o/ 7Lhe 5oz s - ne ,eek u/ ,boI-A 17113 de,' v ihG /9Q& Q1 7L% ea.nrrlui4,7y h/aj . rs t�seil. e �/4( ll/r2 /n7ei-es11eal /;1 17Zs ,- /�-)2,,7 f P/74-fl ee, Conflict of interest is defined as the participation in any activity, recommended action, or decision from which the individual has or could have the potential to receive personal gain, whether it be direct or indirect. In accordance with this definition, do you have any legal or equitable interest in any business, however organized, which could be constructed as a conflict of interest? Yes No X . If yes, please provide the details on a separate sheet of paper. Please list three references (Name, Address and Phone) : 1. A,/e e As�[c�ar //f/ .�e, /1x,n S7L: � '7/S-303 2 . Lj 5-10;07Y-4-4 /4/ /L/ecri 74'e./d e. 3 . Llo JA)' M ,bona ld /1a� l/.�r/,il 1� u/ I hereby certify that the facts within the foregoing application are true and,/correct to the best of my knowledge. itZ-ZZ;6 Signature RETURN APPLICATION AND //02-379. PLEDGE TO: Date City Clerk City of Shakopee 129 East 1st Avenue Shakopee, MN 55379 445-3650 N23 !cqTM DATE RECEIVED: City of Shakopee 129 East 1st Avenue Shakopee, Mn. 55379 Attn: Mr. Dennis Kraft/City Council Dear Mr. Kraft and Council Members: WWe were one of the heating firms which donated both equipment and labor for the heating system in the community youth building. We wish to restate that there is absolutely no design deficiencies with the system. It was an economical installation at the time (and this was important as all of the system was donated) and it is also a system that will function effectively and economically for many years. It appears some individuals have some concern that the system should have been an upflow system located in the basement that would serve both floors. This would have been possible and practice had the location and number of partition walls been identified in the basement. However, their location was unknown then as it is now. As a practice matter, the two furnaces in the building do the job intended. In addition, should one of these units go out, you still have a back-up unit which will keep the building from freezing. The youth committee should keep in mind that the main floor furnace was not sized to heat both floors and, the duct sizing was not designed for both floors. The committee should also remember that this equipment and labor was donated by the local heating contractors and they should be thankful for this and make do with what we feel we could afford to donate. espe tfully, -Paul Sul wold Minnesota Mechanical *4/-- -1 APPLICATION FOR COUNCIL ADVISORY BOARDS AND/OR COMMISSIONS City of Shakopee 129 East 1st Avenue Shakopee, MN 55379 We welcome you as a possible applicant for one of our City Boards and/or Commissions. What are the qualifications for serving on these advisory Boards and Commissions? You must be a resident of Shakopee, except where non residency is permitted by Council resolution, and more importantly, you must have an interest in serving your community. The Boards and Commissions meet during the evening and typically have from one to two meetings per month, as follows: Planning Commission/Board of 1st Thursday after 1st Adjustments and Appeals Tuesday at 7 : 30 p.m. Community Development Commission 3rd Wednesday at 5: 00 p.m. Energy & Transportation Committee 3rd Wednesday at 7 : 00 p.m. Ad HOC Downtown Committee 2nd Wednesday of month or as needed at 7 : 45 a.m. Cable Communication Commission Quarterly or as needed on Monday at 7: 30 p.m. Housing Advisory and Appeal Board As Needed Building Code Board of Adjustment As Needed & Appeals Shakopee Public Utilities Commission 1st Monday at 4 : 30 p.m. Shakopee Community Recreation 3rd Monday at 7 : 00 p.m. Police Civil Service Commission As Needed Shakopee Youth Building Committee As Needed 1 ^ C' l/ -'�� 1 Address: ' � / ',f / Name: /� . . , Phone: (H) (B) How long have you been a resident of Shakopee? .'// �'; U / / Occupation: / Does your work require you to travel? (check one) A great deal Periodically Very little . Not at all Do you have any special interests or training which you feel a particular board or commissi n could use? (Use separate sheet if necessary) De is L e4 ‘ek") L/J e L.e to J Board or Commission in which you are interested? YO V ' �1y �t�� ' Please state briefly why you are interested in serving on this Board/Commission for which you are submitting an application: Conflict of interest is defined as the participation in any activity, recommended action, or decision from which the individual has or could have the potential to receive personal gain, whether it be direct or indirect. In accordance with this definition, do you have any legal or equitable interest in any business, however organized, which could be constructed as a conflict of interest? Yes No - . If yes, please provide the details on a separate sheet of paper. Please list three references (Name, Address and Phone) : 1. • - . 3 . iO j in o4(4' c'v r Q/ act I hereby certify that the facts within the foregoing application are true and correct to the best of my knowledge. Signature • RETURN APPLICATION AND PLEDGE TO: Date City Clerk City of Shakopee 129 East 1st Avenue Shakopee, MN 55379 445-3650 DATE RECEIVED: APPLICATION FOR COUNCIL ADVISORY BOARDS AND/OR COMMISSIONS City of Shakopee 129 East 1st Avenue Shakopee, MN 55379 We welcome you as a possible applicant for one of our City Boards and/or Commissions. What are the qualifications for serving on these advisory Boards and Commissions? You must be a resident of Shakopee, except where non residency is permitted by Council resolution, and more importantly, you must have an interest in serving your community. The Boards and Commissions meet during the evening and typically have from one to two meetings per month, as follows: Planning Commission/Board of 1st Thursday after 1st Adjustments and Appeals Tuesday at 7 : 30 p.m. Community Development Commission 3rd Wednesday at 5: 00 p.m. Energy & Transportation Committee 3rd Wednesday at 7 : 00 p.m. Ad HOC Downtown Committee 2nd Wednesday of month or as needed at 7 :45 a.m. Cable Communication Commission Quarterly or as needed on Monday at 7: 30 p.m. Housing Advisory and Appeal Board As Needed Building Code Board of Adjustment As Needed & Appeals Shakopee Public Utilities Commission 1st Monday at 4 : 30 p.m. Shakopee Community Recreation 3rd Monday at 7 : 00 p.m. Police Civil Service Commission As Needed Shakopee Youth Building Committee As Needed Ave Name: ) U O\1Ce CLSSIny2,r Address: &3 3 U . � liSY�l0.Kcyee Phone: (H) I1 4 7 3 " 5 (.,9.1 (B) - 5--o How long have you been a resident of Shakopee? Occupation: (\alCLI SSI 77\Ck. I't-000s Pa . Slk?e[ vizor Does your work require you to travel? (check one) A great deal Periodically X , Very little Not at all Do you have any special interests or training which you feel a particular board or commission could use? (Use separate sheet if necessary) c( oLii4,A / eo✓ho r.`�er 3< 1\S J � � Board or Commission in which you are interested? if 0 I Please state briefly why you are interested in serving on this Board/Commission for which you are submitting an application: ( �Ll' 6 ✓ 1, (J� �l��L. I J Conflict of interest is defined as the participation in any activity, recommended action, or decision from which the individual has or could have the potential to receive personal gain, whether it be direct or indirect. In accordance with this definition, do you have any legal or equitable interest in any business, however organized, which could be constructed as a conflict of interest? Yes No X . If yes, please provide the details on a separate sheet of paper. Please list three references (Name, Address and Phone) : 1. Ouait: Gc "10 CiGSl - kp y4/ - 3cc,r et. / 2 . ( /1 d(1 1.Lr.4 , (DO to' . ~A tie- ;.)``A.k;pew 0/5- L. 3 . /J/Ie po , `� 73 7 cS• :Spyi1Inc r✓, -kGpc'r S�yb 36 S I hereby certify that the facts within the foregoing application are true and correct to the best of my knowledge. Signature - RETURN APPLICATION AND / ; PLEDGE TO: Date City Clerk City of Shakopee 129 East 1st Avenue Shakopee, MN 55379 445-3650 DATE RECEIVED: 12 k) MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Directo/9"). SUBJECT: Bluff Avenue DATE: February 12, 1990 INTRODUCTION: Staff is seeking clarification on Council action last meeting regarding the Bluff Avenue Project. BACKGROUND: On February 6, 1990 the City Council discussed the issue of whether or not a second public hearing should be held to consider improvements to Bluff Avenue from Marschall Road to Naumkeag Street. At the conclusion of the discussion, the City Council "moved the agenda" . As staff understands the definition of this phrase, the City Council actually did not take any action on the issue but rather moved onto the next item on the agenda. Some of the property owners along this project are unclear as to what the Council direction should be on this project. Therefore, staff is requesting that the City Council take action on the request by either adopting Resolution No. 3194 which sets a new public hearing for this project or denying Resolution No. 3194 which determines that a new public hearing is not desired by Council. Staff has attached the Memo and Resolution from the February 6, 1990 City Council meeting for further background information. ACTION REQUESTED: Offer Resolution No. 3194 which sets a date for a second public hearing on this project. (Council should vote for or against this motion after offered) DH/pmp MEM23194 MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Work Directo appr SUBJECT: Bluff Avenue DATE: February 1, 1990 INTRODUCTION: Per City Council directive, staff has met with all of the property owners that abut Bluff Avenue between Marschall Road and Naumkeag Street to discuss the upgrading of this street. Staff was directed to hold this meeting as a result of a letter submitted to the Council by Mr. J.M. Dimond representing Hardees. (Attachment No. 1) BACKGROUND: The City Council of Shakopee ordered the preparation of a feasibility report to Bluff Avenue between Naumkeag Street and Marschall Road on November 15, 1988 by Resolution No. 2973 . The feasibility report was completed and a public hearing was held on the proposed improvements on September 5, 1989. The feasibility report recommended expanding the project limits to include paving all of the adjacent gravel streets in the area. Attachment No. 2 indicates the location of the existing gravel streets and Attachment No. 3 indicates the proposed improvements listed in the feasibility report. It seemed logical to pave these gravel streets at the same time Bluff Avenue was improved. These additional gravel streets go through residential neighborhoods, as opposed to Bluff Avenue which abuts a commercial zone on the south. At the public hearing, there was considerable opposition to paving these gravel streets and specifically the estimated assessments of the project. The City Council elected not to order the project at that time. At the public hearing, staff had indicated to Council that they could order all or part of the project, but they decided not to order any of it. On January 2, 1990 the City Council discussed a letter received from Mr. Dimond of Hardees, whereby he requested that the City Council reconsider their previous action and proceed with this project. As additional background information for Council, the rear driveway of Super America has been utilized as an exit for trucks for many years to get to the traffic signal at Marschall Road and 1st Avenue. This rear exit did not exit onto any public street but simply vacant land which the trucks traveled over to get to Marschall Road. This vacant land immediately north of Super America is privately owned and not public right-of-way. Last summer, the owner of this property, Mr. Bill Hauer, barricaded the property so that trucks could not drive on his land to get to Marschall Road, even though they had been doing so for many years. As a consequence of this action, trucks now have to turn around on Super America property and exit directly onto 1st Avenue by using the two driveways. This is an extremely dangerous maneuver to attempt to get a semi- truck onto 1st Avenue, especially with the high volumes of traffic on this street (22, 000 ADT) . In addition, left turns out of this gas station are even more dangerous. Besides the safety issue involving semi-trucks out of Super America, automobiles exiting from Hardees, Benjamins, and Super America are also at risk in attempting to get out onto 1st Avenue and to make left turns. Since the rear access to Marschall Road has been barricaded, this portion of 1st Avenue has become increasingly more hazardous and unsafe. At Council's direction, staff met with all four owners abutting Bluff Avenue to reach an agreement on improving this street. Two of the property owners, Hardees and Super America, are all in favor of improving this street and paying their fair share of the assessments. The other two owners, Benjamins and Mr. Bill Hauer see no benefit to themselves for improving Bluff Avenue at the cost projected in the feasibility report. It is quite apparent that the cost of this project is a deterrent to reaching a unanimous agreement amongst all four property owners for upgrading this street. Since 100% of the property owners will not agree to sign a petition requesting this improvement, Council would need to conduct another public hearing in order to consider this project. This public hearing could be held for this portion of Bluff Avenue only and not for the remaining residential gravel streets. Since the feasibility report was recently completed in August, 1989 there would be no need to prepare another feasibility report. The cost estimates in the feasibility report are still good. The total cost estimate for Bluff Avenue in the report is $143,200.00. This includes $79, 200.00 for construction costs (including contingency and engineering fees) and $64 , 000. 00 for right-of-way acquisition. There would be the need to revise some of the assessment calculations to include the Hardees property in any assessments for Bluff Avenue. Since Hardees property does not actually abut on Bluff Avenue, they were not included in the projected assessments in the feasibility report. At the recent meeting held with the property owners, Mr. Dimond of Hardees indicated that they would not object to be included in the assessment area along with all other properties that abut Bluff Avenue. Staff would also like to point out that there was $65, 000. 00 budgeted in TIF District No. 6 (Shakopee Valley Square Properties) specifically for the purpose of constructing Bluff Avenue. This money was not used to construct Bluff Avenue because the project was never completed. Council could utilize this money to reduce the cost of the project if they choose and therefore lower the projected assessments. Staff could prepare a revised assessment roll for this project either with the $65, 000. 00 reduction or without it. In order to reconsider this project, a second public hearing must first be held. Attached is Resolution 3194 which sets the date for a public hearing for March 6, 1990 for 7 :30 P.M. in order to reconsider these improvements. ALTERNATIVES: 1. Adopt Resolution No. 3194 which schedules a second public hearing for this section of Bluff Avenue. 2 . Determine that this project should not proceed and do not adopt Resolution No. 3194. RECOMMENDATION: Staff recommends Alternative No. 1. Staff feels that the construction of this street will improve the transportation network and the overall safety for this entire area and feels that the project should be given further consideration. The original feasibility report recommended constructing the street and staff maintains that recommendation. Staff would like to further point out that at the public hearing, two out of the four property owners will probably be opposed to the project strictly from a cost standpoint. ACTION REQUESTED: Offer Resolution No. 3194, A Resolution Receiving a Report and Calling a Hearing on Improvement to Bluff Avenue, Marschall Road to Naumkeag Street, Project No. 1990-7 and move its adoption. DH/pmp MEM3194 .. ./- RESOLUTION /RESOLUTION NO. 3194 A Resolution Receiving A Report And Calling A Hearing On Improvement To Bluff Avenue, Marschall Road to Naumkeag Street Project No. 1990-7 WHEREAS, pursuant to Resolution No. 2973 of the City Council adopted November 15, 1989, a report has been prepared by David E. Hutton, City Engineer, with reference to the improvements of Bluff Avenue, Marschall Road to Naumkeag Street, and this report was received by the Council on February 6 , 1990 . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. The Council will consider the improvement of Bluff Avenue, Between Marschall Road and Naumkeag Street all by street and storm sewer improvements in accordance with the report and the assessment of abutting and benefitted property for all or a portion of the cost of the improvements pursuant to Minnesota Statutes Chapter 429 at an estimated total cost of the improvement of $143,200. 00. 2 . A public hearing shall be held on such proposed improvements on the 6th day of March, 1990, at 7 : 30 P.M. , or thereafter, in the Council Chambers of City Hall, at 129 East 1st Avenue and the Clerk shall give mailed and published notice of such hearing and improvement as required by law. 3. The work of this project is hereby designated as part of the 1990-7 Public Improvement Program. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 19 . Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form this day of , 19 . City Attorney CONSENT iX -P MEMO TO: DENNIS KRAFT, CITY ADMINISTRATOR FROM: DAVID HUTTON, PUBLIC WORKS DIRECTOR SUBJECT: BOBCAT PURCHASE DATE: FEBRUARY 12 , 1990 INTRODUCTION: The Public Works Department is requesting permission to purchase a bobcat and associated appurtenances based on recent bids received for this equipment. BACKGROUND: A skid steer loader (bobcat) is one of the most versatile pieces of equipment to have in a Public Works Department. It can be used for a multitude of uses including cleaning snow around the downtown nodes, snowblowing sidewalks, planting trees, loading sand, providing assistance with street patching, numerous park jobs such as maintaining ballfields, grading playground areas, hauling mulch, topsoil or sod; digging holes for signs or soil borings and general lifting around the shop and Public Works garage. Because it is smaller and more maneuverable than the front end loader, it can be used for jobs where there is not enough room to work in. Because of its versatility, the Public Works Department requested that this item be included in the Capital Equipment Budget. The 1990 Budget has $28 , 000 budgeted in it for the purchase of a skid steer loader. In January 1990 the City Council of Shakopee authorized staff to advertise for bids for this equipment. On February 7 , 1990 bids were publicly received and opened for the skid steer loader. A total of 7 bids were received, as summarized in the bid tabulation shown on Attachment A. Because there are several attachments that would be needed to utilize the skid steer loader, and staff was not sure if there was enough money budgeted for these attachments, there were numerous options bid. These options included the following items: Trailer Earth Auger Hydraulic Snow Blower Gas Snow Blower Angle Broom Pallet Fork Combo Plane Flotation Tires Obviously, a trailer is essential in order to haul the bobcat from site to site. An earth auger was budgeted as a line item in the parks division budget for use in digging holes for signs, planting trees, installing fence posts, etc. • Bobcat Purchase Memo February 12, 1990 Page -2- The snow blower and angle broom were requested to assist in snow cleaning operations in the downtown area (around nodes) and also for removing snow on sidewalks, parking lots and other city owned property (i.e. parks) . Both a gas powered snow blower and hydraulic powered snow blower were bid because staff was not sure there was adequate funds budgeted for this item. A gas blower is preferable because it runs on a separate gas engine which throws the snow further and saves on the wear and tear on the hydraulics for the bobcat, but is more expensive. The hydraulic blower is cheaper but runs directly off the hydraulics for the bobcat and requires more engine power to throw the snow. The pallet fork is essential in order to lift and place items around the shop and mezzanine areas, unload supplies and other miscellaneous duties. The combo plane is used to smooth out areas that have been graded, like ballfields, etc. Flotation tires are utilized on 95% of all bobcats in the industry and help support the bobcat in wet areas or soft ground. The bid was structured such that the City Council could take the low bidder of each individual item or take the low bidder of all items. In other words the City has the right to split the award. Some of the bidders did not bid on all the items. Staff recommends purchasing all of the attachments from the same vendor as the skid steer loader for the reason that one vendor' s attachments may not fit another vendors machine or additional money may be needed to retrofit it. The low bidder for the skid steer loader and all associated attachments is Lano Equipment of Shakopee for a Melroe 743 Bobcat. This does not include the trailer, but includes the gas powered snow blower. The angle broom that was bid meets the specifications but is for a model that includes gauge wheels and support bars, which will make it very cumbersome for sweeping around corners in the downtown area. For $120.00 additional, the City can purchase the more conventional sweeper to suit our purpose from Lano Equipment. The one item which could be split out as a separate award is the trailer. The low bidder on the trailer was Case Power and Equipment of Shakopee. The second low bidder was Lano Equipment of Shakopee, $272 higher than Case. Staff has inspected both trailers and received the specifications on each. The trailer that was bid by Lano is heavier duty than the one bid by Case. In addition, it would probably be more advantageous Bobcat Purchase Memo February 12, 1990 Page -3- to purchase the entire package from one vendor unless there was a large difference in price. The Public Works Supervisors, Equipment Operators and City Mechanic have reviewed the bids as well as demonstrated several of the skid steer loaders bid. It is the unanimous recommendation that the city purchase the entire package from Lano Equipment for a total bid of $26, 843 . 07 for the Melroe 743 Bobcat. The bid can be summarized as follows: Melroe 743 Bobcat $12 , 916. 97 Trailer 2 , 795. 00 Earth Auger 1, 548 . 64 Gas Powered Snow Blower 4, 938 . 20 Angle Broom 2 , 049 . 76 Pallet Forks 575. 50 Combo Plane 1, 795 . 00 Flotation Tires 224 . 00 Total $26, 843 . 07 + 120. 00 for sweeper broom Total Cost $26, 963 . 07 ALTERNATIVES: 1. Award the total package bid by Lano Equipment for a total cost of $26, 963 . 07 . 2 . Award the total package, excluding the trailer, to Lano Equipment and award the trailer bid to Case Equipment for a total cost of $26, 571. 07 . 3 . Award the bid to the low vendor of each separate item. The total cost to the City would be $25, 849 . 73 but would result in purchasing items from four (4) separate vendors. 4 . Award the total package to the second overall low bidder, Case Power and Equipment for a total cost of $30, 386. 00. 5 . Reject all bids and readvertise. RECOMMENDATION: Staff recommends Alternative #1. ACTION REQUESTED: Award the purchase of a skid steer loader with all optional items to Lano Equipment, Inc. of Shakopee for a Melroe 743 Bobcat at a total cost of $26, 963 . 07 . ATTACHMENT A i 2' -K it 00 O M 00 10 O O\ c O I CO ON N NO .--1 0 in co ON .7 U II al CI" r-1 r- \O .7 •4-4 N rn cn n cn +. II a) 0 4 0 co COC0 ON VI03 1.1II >+ F - .. - 0 .. - .. Z E•+ 01 N r -1 C Z N r-I N * * co 0 0 0 0 0 0 00 a) ca 1s T • b 4-) L r- NO 0 ON •r•1 •.•1 cn in •.-1 0 01 CSI U C/1 0 aL O+ 0 N cA al 7 .7 ca '.O N V) 'Z >+ O c tn 07 En -.1- O - r. - - * 0 - E+ N r1 N 1-1 Z Z N Z O •.d r-1 * N E+ 'b 0 ..o tn t!1 U'1 r1 N NO C al0 cn OOin .7 l '. O\ . 00 O 0 r-4 M r-1 N N n •1-1 N n CT cn cn y U1 r-1 to 4-1 .t 111 r-1 CO Lf 0 03 U n 4-44 al >) 0 a U� rn N. -+ 0 cll 1n '.O Z 0 SA a7 )1 - CV N Z cn r-1 U 1.) 3 .•-i N a) z 0 0 o 0 0 0 0 O 0 0 00 0 0 0 0 0 0 0 0 0 0 00 a) a) 0 � cn 1r, 1r, o r- ON r� 4-4 rl )n CO Cl) Cl) U) .7 Irl N NO M 0 \O 00 0 03 N CO 00 ca a) ca 00 '.O VI ci 03 .7 ON r- VI 4--1 N 00 CO U >+ U r-1 - - - - - - - - .t N r-1 N vo N .--c cn OV O O O O vo O O O r-- o c o vo N N t\ 1r1 O O N cV o O 1 O .O Irl 00 O . 00 O\ ul in .7 cn o M C 1 v) 7-1 cn 1-4 ON .T .-. r1 .7 n O\ N to .-1 ca 1 >y -4 ^ \ Ir ON tl %.orn O O in r--. N .t 00 00 Z N N .--I N .Y N O. OV co ' r-1 N N O O O O 11 O O 'O 'b O• 'd 'd 'b • a! b •ri O\ ON •r41 •r1 .-C •ri •.•1 •rr N ,..1 1.1 cn cc) O+ Ol cc) cq t\ ccl cc) d) r-- ° O a0 Cr. >+ O^ O O ^ O O O O ON C Z N r•i Z Z cn Z Z Z CO O . .a .n a) i. O O O O o O o 0 • ca o 0 0 o O o O 0 E o O a. g co u-, o •.- 1 44 vl tri r, rn I1 -o U) •.-i N H •O • ON N ‘.co .T cel co co � cs l a) •ry. o 03 I-1 Cr> y .. o cn rn r, O O rn 00 N .4 z ..a ca W as .--1 N NZ Z N ,-1 N pel Ca /-1 Ea a) - O U Z.O RS a~ b b o cn P a) cnT , r`-° H x .Q o W 1 /4 r-r a) w a) a) B in O u CO r-r ›N Z a) a) b ... a) 3 3 O ... ca al g 0 L b ! U ... b ca ca 00 O O O L•1 e O •41 44 1 a) al 0 0 /4 O r-1 1-1 /4 0 0 r-+ 0 •)t• /Zj MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Directo SUBJECT: Scott County Transportation Coalition DATE: February 12, 1990 INTRODUCTION: The City of Shakopee's annual contribution to the Scott County Transportation Coalition of $10, 500. 00 is due. BACKGROUND: For the last four or five years the City of Shakopee has contributed $10, 500. 00 to the Scott County Transportation Coalition for lobbying efforts associated with the 3 main transportation projects in Scott County, namely Bloomington Ferry Bridge, the Shakopee Bypass and the Downtown Bridge and Minibypass. This figure was arrived at originally based on the operating expenses of the Scott County Transportation Coalition and associated populations of the major Cities in Scott County. Other contribution amounts such as for townships and corporate sponsors are established also based on their financial position. Individual contributions are also accepted. The 1990 Budget has a line item under the City Council division for this expense. Staff has attached a summary of the 1989 activities of the Scott County Transportation Coalition for Council's benefit. Because these 3 projects are still not 100% funded or under construction, continued lobbying efforts are still necessary. Council must decide if they wish to make this contribution this year since it is already budgeted. Also during the next budget preparation session, City Council must decide if they wish to continue contributing this amount or some other amount. ALTERNATIVES: 1. Direct staff to submit the payment to the Scott County Transportation Coalition of $10, 500. 00 representing the annual contribution of the City of Shakopee. 2 . Direct staff to submit some other amount to the Scott County Transportation Coalition. 3. Do not submit any money to the Coalition. 1 47 RECOMMENDATION: Council must decide if this annual contribution is desirable or a benefit to the City of Shakopee. ACTION REQUESTED: Discuss the issue and direct staff to take the appropriate action. DH/pmp COALITION SCOTT COUNTY TRANSPORTATION COALITION 1989 ACTIVITIES January 26, 1989 - Scott County Transportation Coalition held their Annual Meeting. Main topic was the Bloomington Ferry Bridge. Very good attendance (turn-away crowd) . February 9 , 1989 - Mark Stromwall, Kay Schmudlach and Brad Larson met with other transportation coalitions and MN Good Roads to review 1989 legislative goals . February 15 , 1989 - Burnsville I35W Crisis Council met on upgrading 35W between CSAH 42 and I494 . Bloomington Ferry Bridge to be one of their goals . February 16 , 1989 - Mark Stromwall, Brad Larson and Marilyn Hagerman attended the Burnsville Chamber of Commerce meeting with Senator Boschwitz . Also met with his Washington aide, Gordon Hoff . Senator Boschwitz pledges support for Bloomington Ferry Bridge. March 1-3, 1989 - Good Roads Fly-in went very well . Attended by Brad Larson, John Boland and Mark Stromwall . Had various meetings with Congressional delegation members . March 11, 1989 - Had booth at MN Valley Electric Cooperative Annual Meeting in Jordan. March 20, 1989 - Met with Congressman Sabo' s aides , Mike Erlanson, Washington office and Elaine Kienitz of the Minneapolis office on the Bloomington Ferry Bridge project. March 30, 1989 - Burnsville Capitol for a Day: Group met with Commissioner Levine and Governor Perpich. Concentration on I35W. Bloomington Ferry Bridge noted as relief to I35W. 11 SCOTT COUNTY TRANSPORTATION COALITION 1989 ACTIVITIES March, 1989 - Approved Resolution of Support for the TH 169 project. April 17 , 1989 - An estimated 4, 500 people attended the "Shakopee Showcase" . Coalition had booth illustrating the three major projects-TH 169 Bridge over Minnesota River, Shakopee Bypass and Bloomington Ferry Bridge. April 21 , 1989 - Mark Stromwall presented a certificate of appreciation to members of the work group that have been active. He thanked all concerned for their time and support. April 24 , 1989 - Senator Durenberger was here for a Chamber luncheon at the Shakopee House. May 18, 1989 - Canterbury Downs fund raiser May 19 , 1989 - Brad Larson spoke to Mankato Chamber of Commerce Transportation Committee to update them on projects . July 10, 1989 - Commissioner Levine Meeting: Attended by-Senator Robert Schmitz, Representative Bob Vanasek, Representative Becky Kelso, Representative Don Ostrom; Brad Larson, John Boland, Fred Corrigan and Commissioner Bill Koniarski from Coalition; Bill Crawford and Larry McNamara from Mn/DOT. Discussed Shakopee Bypass schedule and funding. July, 1989 - Bloomington Ferry Bridge was listed as top priority in Met Council ' s Task Force on Major River Crossings draft report. July, 1989 - Norbert Theis appointed to Regional Transit Board. SCOTT COUNTY TRANSPORTATION COALITION 1989 ACTIVITIES July 26 , 1989 - Met Council ' s Major River Crossing Task Force meeting. Brad Larson and Mark Stromwall attended. August 8-9, 1989 - Transportation Study Board held a public hearing in Shakopee . Coalition sponsored dinner and program prior to evening hearing and breakfast/bus tour of projects the next day. August 10, 1989 - LeSueur Meeting: Almost all communities along TH 169 in southwestern Minnesota were represented. An estimated 70 people attended. Meeting with Mn/DOT officials to show support for constructing 4-lane Shakopee Bypass . August 28, 1989 - Commissioner Levine held press conference in Shakopee to announce that the Shakopee Bypass will be built initially to four lanes . September 11 , 1989- Dave Hutton and Brad Larson met with Bill Crawford and Deputy Commissioner Doug Differt of Mn/DOT concerning scheduling/funding of Shakopee Bypass . October 3 , 1989 - Brad Larson spoke to members of the Shakopee Rotary on status of projects. Main emphasis on CSAH 18/Bloomington Ferry Bridge. October 3, 1989 - Brad Larson and Mark Stromwall attended a New Prague Rotary meeting which presented a talk by Richard Braun for Mn/DOT Commissioner. October 5 , 1989 - Minnesota Good Roads (now Minnesota Transportation Alliance) Annual Meeting was attended by four Coalition members . 4/ • SCOTT COUNTY TRANSPORTATION COALITION /?- 1989 ACTIVITIES Fall, 1989 - Coalition named as ex-officio member of the I35W Council . December 13 , 1989 - Bloomington Ferry Bridge public hearing at Hennepin Technical College. Discuss project of CSAH 18 from Shakopee Bypass to I494 . December 18, 1989 - Brad Larson spoke to members of the St . Peter Rotary on status of projects. Main emphasis on Shakopee Bypass . GENERAL ACTIVITIES * Scott County Transportation Coalition Executive Committee/Work Group met officially 19 times during 1989 . * UPDATE, the Scott County Transportation Coalition' s newsletter was published 10 times throughout 1989 with an average circulation of 1,350 . • R90528/TC3 01/29/1990 CONSENT / z )1 MEMO TO: Dennis R. Kraft, City Administrator FROM: Barry A. Stock Assistant City Administrator RE: FMG Developers Agreement DATE: February 9, 1990 INTRODUCTION: The Shakopee Housing and Redevelopment Authority and the Shakopee City Council have approved the documents necessary for the approval of the FMG Tax Increment Project. The only document which remains to be executed is the Development Agreement between FMG/Tsumura and the City of Shakopee. BACKGROUND: On January 6, 1990 the City Council tabled approval of the FMG Developers Agreement pending a language modification to Section 5 . 2 regarding the use of tax increment. The section has been amended to clarify the disbursement of Tax Increment proceeds in the event of contamination. Due to the length of the Development Agreement, I have not included a copy for your review. I have attached the section that was amended. If any of the Council members would like to review a complete copy prior to the meeting or at the meeting, please contact me. If the City Council does not have any other questions regarding the Development Agreement, it would be appropriate at this time to direct the appropriate City officials to enter into the contract for private development by and between the City of Shakopee and FMG/Tsumura International Inc. ALTERNATIVES: 1. Move to authorize the appropriate City officials to execute the contract for private development by and between the City of Shakopee and Tsumura International Inc. 2 . Do not authorize the appropriate City officials to execute the contract for private development by and between the City of Shakopee and Tsumura International Inc. 3 . Table action on this issue pending further information from staff. STAFF RECOMMENDATION: Staff recommends alternative #1. ACTION REQUESTED: 1. Move to take the FMG Developers Agreement off the table. 2 . Move to authorize the appropriate City officials to execute the contract for private development by and between the City of Shakopee and Tsumura International Inc. Attachment #1 ARTICLE V TAX INCREMENT Section 5. 1. Tax Increment Certification and Collection. The City has established Financing District No. 9 within the Redevelopment District, and has requested that the County Auditor certify the Original Gross Tax Capacity of the property in Financing District No. 9 pursuant to Minnesota Statutes, Section 469 . 177 . For each year during the term of Financing District No. 9, the County Auditor is required to compute the Tax Increment derived from Financing District No. 9 . In each of the years 1992 through 1998 the County Auditor will remit the Tax Increment to the City to pay Public Costs of the Redevelopment Project in accordance with Financing Plan No. 9 . Section 5. 2 Use of Tax Increment. Subject to the provisions of Section 5. 3 , the Tax Increment received by the City in the years 1992 through 1998 shall be used by the City as follows: (1) Tax Increment received in the 1992 shall be retained by the City and used, first, to pay administrative costs of Financing District No. 9 and, second, to pay costs of the Public Improvements; (2) Tax Increment received in the years 1993 through 1997 shall be paid to the Developer as reimbursement for payment by the Developer of Public Costs of the Redevelopment Project as defined in Financing Plan No. 9 ; and (3) Tax Increment received in the year 1998 shall be paid to the Developer to the extent necessary to reimburse the Developer for costs incurred by it in excess of $500, 000 for the elimination of any condition heretofore or now existing on or in the Development Property which is required to be removed or eliminated as a condition of construction or occupancy of the Developer Agreements, or for the required elimination of any contamination of the Development Property or other property or ground water resulting from such condition; provided that Tgx 7soxos $ sox xotoxo xO bO $000 XON X XO X$OX PYIXPOO$ 00,TX Y0 APPXXOO 00 0054'5000 16 0,,X000 TXsgs¢Xsg YXMM 140/ 54X if the costs incurred by the Developer to remedy conditions of contamination are not in excess of $500, 000 no reimbursement shall be made to the developer and Financing District #9 shall then terminate on January 1, 1998 . Section 5. 3 . Conditions to Payment. The City shall be required to pay Tax Increment to the Developer pursuant to Section 5. 2 only if: (1) the Developer has furnished to the City satisfactory documentation showing that it has paid Public Costs of the Redevelopment Project in such amount, or has paid environmental correction or cleanup costs in excess of $500, 000 ; (2) the Developer Improvements shall have been constructed in accordance with this agreement; and (3) the Developer shall not be in default under this Agreement. CONSENT iZ I. MEMO TO: Dennis R. Kraft, City Administrator FROM: Judith S. Cox, City Clerl�" RE: Appointment to Boards and C fissions DATE: February 8, 1990 INTRODUCTION & BACKGROUND: On February 6, 1990, City Council nominated Jane Ward to the Energy & Transportation Committee, Mike Pennington to the Community Development Commission, and Robert Zeigler to the Shakopee Access Corporation Board of Directors. Pursuant to the Council rules regarding appointments, it is appropriate that the appointment of these individuals be made at this time. RECOMMENDED ACTION: 1) Move to appoint Jane Ward to the Energy & Transportation Committee for a three year term expiring January 31, 1993 . 2) Move to appoint Mike Pennington to the Community Development Commission to fill the unexpired term of Al Furrie expiring January 31, 1992 . 3) Move to appoint Robert Zeigler to the Shakopee Community Access Corporation Board of Directors for a three year term expiring January 31, 1993 . JSC/tiv CONSENT MEMO TO: Dennis R. Kraft, City Administrator FROM: Judith S. Cox, City Clerk - RE: Nominations to Ad Hoc Downt n Committee DATE: February 8 , 1990 INTRODUCTION & BACKGROUND: The City has received the attached application from Duane Wermerskirchen for consideration of appointment to the Ad Hoc Downtown Committee. The resolution establishing the Ad Hoc Downtown Committee provides for the appointment of 11 to 20 members. There are currently 5 members on this committee. Mr. Stock has spoken with Mr. Wermerskirchen and he recommends Council nominating him to this committee. RECOMMENDED ACTION: Move to nominate Duane Wermerskirchen to the Ad Hoc Downtown Committee. JSC/tiv Iv APPLICATION FOR COUNCIL ADVISORY BOARDS AND/OR COMMISSIONS City of Shakopee 129 East 1st Avenue Shakopee, MN 55379 We welcome you as a possible applicant for one of our City Boards and/or Commissions. What are the qualifications for serving on these advisory Boards and Commissions? You must be a resident of Shakopee, except where non residency is permitted by Council resolution, and more importantly, you must have an interest in serving your community. The Boards and Commissions meet during the evening and typically have from one to two meetings per month, as follows: Planning Commission/Board of 1st Thursday after 1st Adjustments and Appeals Tuesday at 7 : 30 p.m. Community Development Commission 3rd Wednesday at 5: 00 p.m. Energy & Transportation Committee 3rd Wednesday at 7 : 00 p.m. Ad HOC Downtown Committee 2nd Wednesday of month or as needed at 7 : 45 a.m. Cable Communication Commission Quarterly or as needed on Monday at 7: 30 p.m. Housing Advisory and Appeal Board As Needed Building Code Board of Adjustment As Needed & Appeals Shakopee Public Utilities Commission 1st Monday at 4 : 30 p.m. Shakopee Community Recreation 3rd Monday at 7 : 00 p.m. Police Civil Service Commission As Needed Shakopee Youth Building Committee As Needed Name: Duane Wermerskirchen Address: 2621 Hauer Trail Phone: (H) 445-6799 (B) 496-2192 or 496-2000 How long have you been a resident of Shakopee? 10 years Occupation: Dental Technician/Jewelry Store Owner Does your work require you to travel? (check one) A great deal Periodically X Very little Not at all Do you have any special interests or training which you feel a particular board or commission could use? (Use separate sheet if necessary) Board or Commission in which you are interested? Please state briefly why you are interested in serving on this Board/Commission for which you are submitting an application: Conflict of interest is defined as the participation in any activity, recommended action, or decision from which the individual has or could have the potential to receive personal gain, whether it be direct or indirect. In accordance with this definition, do you have any legal or equitable interest in any business, however organized, which could be constructed as a conflict of interest? Yes No t ' . If yes, please provide the details on a separate sheet of paper. Please list three references (Name, Address and Phone) : 1. �! ' ! ��-'�� �y►? 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Cl) r• r• r• r• r• r• r• r• t7 K Iv Z 1yco \AN H O c+ c+ c+ c+ c+ c+ c+ c+ c+ ro I—' w -3 N CN 0 r U) Lii CDD (dD H P rn H H c C • `� m . Cl) v H CD 4- CD H Z 7D '-h '-h '-3 `< R. C) '-3 H'. (D C 0 VD 0 w n a)\ Cr a CD m 'I H. a c+ cn m rg -1F-' wwODO Hi C K IO-' P y [xi 1/4", -avD -3 0 N. O O I-) (KD 0 C • ID � p d < n tsi N w W W W W W r) ~ N H-' H-' H H-' N x W W w W W N N N N N L0 W W W W W • 0 U.) N H 0 \0 OD -3 - 3-1 � UNn 4-4- W N Z 0 K X [rolli td Hi C7 O = - " W co 0 = 3 C7 3 < G] 9 Wcr) CO 3 .a p - (D O W (D �0 a o0 1-1 w .. a ' H. 0 0 '°-+) w O �s H 0:1 0(D x ,_, x c+ w x 3 < c+ Z CD . 13.) O cD P (D P� 0 ~ ID(D D K3 (D (D Cn (D Z O {t} x vet F-' Co 4- W H-' O~\ H-' H•' W H N > I~-' O\ H '0 `n CO � 0 0 ON O\ W cr- Co--4 �n H' 4 0 w O W \0 0 W w p OBD ON\ 0 w OD 0 H 0 H � 0 � CD vii 447Zci MEMO TO: Mayor Laurent and City Councilmembers FROM: Dennis R. Kraft, City Administrator RE: Appointment to Shakopee Public Utilities Commission DATE: February 15, 1990 INTRODUCTION & BACKGROUND: On January 16, 1990, the City Council moved to table the appointment to the Shakopee Public Utilities Commission. You will recall that there was discussion at this meeting relative to whether or not one of the candidates had a conflict of interest. We have been researching this matter further. I did speak with Mr. Rod Krass, Assistant City Attorney, and he recommended that an opinion be sought from the Attorney General 's Office. Mr. Krass asked the Attorney General 's Office for an opinion and he received the attached response. The response indicates that a further clarification of the question is desired before an opinion can be issued. The letter also indicated that a new policy exists which assesses the cost of such an opinion to a municipality in the amount of $23. 00 per hour. The term on the Shakopee Public Utilities Commission currently held by Mr. Jim Kephart does not expire until March 31, 1990. If an appointment is not made by this time, he shall continue to serve until his successor is appointed and qualified. Therefore, staff feels that there is additional time to research this question further if Council desires to do so. January 2, 1990, Council nominated the following person to the Shakopee Public Utilities Commission; James Kephart, Terry O'Toole, and Mike Pennington. ALTERNATIVES: 1] Ignore conflict of interest issue, appoint Jim Kephart, determine that additional research is not needed. 2] Direct staff to pursue a legal opinion from the Attorney General 's Office. 3] Appoint another candidate to the Shakopee Public Utilities Commission. 4] Direct staff to research the issue further without an opinion from the Attorney General 's Office. 5] Other. RECOMMENDED ACTION: 1] Remove the appointment to the Shakopee Public Utilities Commission from the table. 2] Direct staff on desired follow-up utilizing one of the alternatives above. JSC/tiv Bl pmt // ��� STATE OF TA �a" .=-,3 OFFICE OF THE ATTORNEY GENERA'. ST. PAUL 55ISS ADDRESS REPLY TO: HUBERT H. HUMPHREY,III 525 PARK STREET ATTORNEY GENERAL s 200 ST.PAUL,MN 55103 TELEPHONE: February 8, 1990 Medicaid Freud(612)291-1048 Solicitor Generl(6c)271.1050 Mr. Phillip R. Krass Krase & Monroe y ;99 - Marschall Road Business Center "" 327 Marschall Road P.C. Box 216 Shakopee, MAI 55379 Dear Mr. Krass: We have received your request on behalf of the City of Shakopee for an opinion concerning application of .Minn. Stat. § 471.87 to a member of the city utility commission. As you may be aware, the Minnesota Legislature, in 1989, passed an amendment to Minn. Stat. § 8. 15 which requires that our office, commencing July 1, 1989, assess political subdivisions fees to cover the costs of legal services rendered to them. The rate to be assessed is $23 .00 per hour. This amendment was not sought by the Attorney General's Office. In addition, the fees generated will not benefit the Attorney General's budget, which is separately appropriated by the Legislature. All fees assessed are to be paid directly to the state's general fund. I am enclosing a policy paper developed by this office on the interpretation of the new law. If you have any questions, please feel free to contact me. If this billing arrangement is acceptable to the City, please so advise us in writing, together with a statement indicating the office' to which we should direct the statement of assessment. As soon as we have received this material we will begin work on your request. It would also be helpful to have a further explanation of the procedures followed by the city in contracting for utility construction projects . For example, you have indicated that the city council contracts for construction on water projects . However, Minn. Stat. § 412 . 361 Subd. 1 would appear to indicate that such contracts would be within the authority of the utility commission. Since one element of Minn. Stat. § 471 . 87 is the Authority "to take part in any manner in making a . . .contract. . . , " AN EQUAL OPPORTUNITY EMPLOYER .ifsZYP 84$ 003EHd 33dC ibHS :'1 _ ;L:-E. •t _t F• _ I Eth , r, S3 . Mr. Phillip R. Krass Page Two February 8, 1990 it would be helpful to have your analysis of the scope of authority of the commission, and that of the council with respect to the contracts at issue. Very u1y y urs, -- /4 /4/ • / : ENNETH E. R.ASCHKE JR. Assistant Attorney Genea. Telephone: (612 ) 297-1141 KER:lob Enclosure x.210 3riHd 33dC0itiHS _ _ 1Dt, 1_ ! _ ra. 11.4d _ _ ; DE- . 6 333 ATTORNEY GENERAL'S POLICY PAPER ON ASSESSMENT OF FEES TO POLITICAL SUBDIVISIONS The 1989 Legislature enacted a Senate Amendment to Minn. Stat. § 8 . 15, dealing with "Attorney General Costs . " The amendment requires the Attorney General to assess a fee to political subdivisions who request the Attorney General to perform legal services for them. The amendment adds a second paragraph to section 8 . 15 which reads: The attorney general in consultation with the commissioner of finance shall assess political subdivisions fees to cover half the cost of legal services rendered to them. Chapter 335, Article 2, section 56 . The effective date of this amendment is the beginning of the new fiscal year, July 1, 1989 . The Office of the Attorney General neither sought this amendment, nor will it benefit from it in any way. It must be stressed that no part of these fees will go to the budget of the Attorney General . Instead, they are to be paid into the State' s general fund. The operative language in this new statute is the phrase: "legal services rendered to [political subdivisions) . " Thus, if a particular job done by the Attorney General 's Office is not a "legal service rendered to" a county, then there is no requirement to assess a fee. On the other hand, if a job is considered such a legal service, then the fee will have to be assessed for work done after July 1, 1989 . t'1OC1 39' d 32d0•1t+y'= - - , ., _ �_ IC ; CI _S , S ;333 Based upon this interpretation, the following work done by the Attorney General will be CHARGEABLE, at the current half rate of $23 per hour: 1. Trial prosecutions, grand jury presentations and investigations referred to the Attorney General by county attorneys after the effective date of the law (other than those specifically listed as non-chargeable below) . 2 . Requests for Attorney General's opinions ( formal or informal) . 3. Training conducted for any local law enforcement agency, unless otherwise funded by some special grant (e.g. , drug enforcement) . 4 . Consultative/research work for local officials, prosecutors and police that involves more than an hour of time. However, fees will not be assessed for work done by the Attorney General when the work is not "legal services rendered to" political subdivisions. The following work will be NON-CHARGEABLE under the above interpretation of the law: 1 . All criminal appeals in both state and federal court. This work is a direct responsibility of the Attorney General on behalf of the State as a whole under Minn. Stat. § 8 .01, and is not a legal service rendered to political subdivisions . 2 . Opinions, trials, and investigative work for which the Attorney General already accepted responsibility on a non-chargeable basis prior to July 1 , 1989 . 3 . Trials and investigations initiated solely by this office, or over which we have original jurisdiction. -2- 33dO>IdHS CI 3OdNC W-SS , >i Loa zo :c i @b . b ** 95d 1N J :' , , 4 . Drug and Medicaid Fraud prosecutions paid for under a federal grant. 5 . De Minimus ( less than one hour) work for local officials, prosecutors and police ( , short phone calls, meetings , etc . ) If there are any questions concerning this policy, please contact the Criminal Division at (612) 296-7575 or the Opinions Division at (612) 297-1050. -3- 3C11 hd 33=(.) 17iHS - : ' :. _ _ t•' t=ti E azi Ph:!141 R.K185e: • IJASS '"-t^:, ;'.aic?r' Dennis 1,-Monr<l '.u:..! r.B.Muir K_Meyer IVION t jay Goldberg ROCulleenTrende �S 11afA S danc>�x i Orlin i t Te S!ad.• syr;emd n'evor R.Wahteii Pa: Weller Dld(IP%I.Carlson ata i,:4.A:n.rt February 1, 1990 Attorney General Hubert H. Humphrey Office of the Attorney General State Capitol St. Paul, MN 55101 Dear Mr. Humphrey: The City of Shakopee is requesting that you favor us with an opinion relative to the interpretation of Mi nesota Statutes 471.87 dealing with conflicts, or other Minnesota Statutes you feel appropriate, with regard to the following facts and circumstances: The City of Shakopee has established under Minnesota Statutes a separate Public Utilities Commission. This Commission operates the electrical utility owned by the City of Shakopee and furthermore operates the City' s water system. The Public Utilities Commission (PUC) sends out its separate bills for those two utilities. As a Commission, the PUC handles such matters as extension of water lines into new areas, the placement and creation of trunk lines, and the looping of water lines to protect the integrity of the water system. Occasionally, the Commission has the need for public improvement project regarding the utilities it operates and in such a case would request that the City Council of Shakopee proceed under Minnesota law to advertise for a public improvement project for an extension of the Commission's water lines. Only upon the specific request of the Commission would the City Council advertise for such a project and enter into a contract under Minnesota law for the extension of such water utility. One of the members of the Shakopee Public Utilities Commission (there are three, one appointed each year by the City Council for a three-year term) works as an estimator and job foreman for a local contracting firm which often bids on city projects. As a member of the Commission, this individual at times casts a vote on whether to request the City Council to extend the water utility. When the City Council puts such a water utility project out for bid, this individual as an estimator for his employer helps prepare a bid tj submit to the City of Shakopee. > P !•r 1,. ic;'{* hcnc:(.01_' 4i?rnicl:rAX i6l' 445-74:1 ;+ .�F,!sChili Road. �1.Box 10.Shaka �....;:��n;:' ' _ F l =i k?p><;b:1t;1!SChali Road Busn:��::�-n�er.:t�7 Shakopee. �. .. (31%1 ' F•\X(61 2)885-59f) ��.h�i,in:!�',te^.x:ir�t?UQ. ro�1Ll��_ S:�rt•t,�s.:>;,;::air;?,r/�n.'.iir1CIG41ia:t:i-13.'�'cl�'h�; _. _ F3Fi:,•�3-J v0- • 35dd 33d(A Hti 01 30Z-2N 1.4—S:St 1 W_:d t- :3 I OR , I g3 -1 FEB 1 1P: 47 F= P1 i- F. `P-."1Ot..;Gr,iE 7Ci -HHr'.:_iPEE PNGE . 003 ntm: d �gZ aE Aausoaa5 ssail 'g dTttTud 3011NOA 3 SSM sano6 STr1a fart, •ao ;.auoo oT gnd s u: asaarau'T s,x13iozf;c oitgnd 8 2ulaTgT:io�.d Nut r-. 4• •noel �{u..qy T � c o�:o a � zou ao aac�aa�A oz sr sn s ;slosauuTH ;e ��oT rToTA E ca as T m aa_S sa_^easwn �'.T sp. sao o aur �apai^ asTnpE astaTd nob pTnoM `anogE I;aao3 ars sa..ueasum...•,o F Lf 0561 'T 6leniga3 J3q , MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Director SUBJECT: Market Street and Various Alleys, Project No. 1988-6 DATE: February 13, 1990 INTRODUCTION: The City Council needs to set a date for the public hearing on the proposed assessments for the Market Street and Various Alleys, Project No. 1988-6. BACKGROUND: Market Street and the various alleys project has been completed and final payment has been made to the contractor. This project consisted of constructing Market Street between 1st Avenue and Bluff Avenue and also paving four separate alleys. In order to levy special assessments for the project, a public hearing must be held. This project was actually five separate projects lumped into one bid, but the cost for each project was kept separate. It has been determined by staff that one public hearing can be held for this project and that at the public hearing there will be the need to have 5 separate discussions, one for each project. The City Council must decide if they wish to hold the public hearing on all five projects at a regular scheduled City Council meeting or at a special meeting. There are a total of 34 property owners involved in the five projects. The following summarizes the assessment costs for each project: Market Street The total construction cost for this project was $48, 300. 89. The total engineering and administrative costs were $10, 604 . 17 or about 22% of the construction costs. The total project costs were $58, 905. 06. Of this amount, only $51,277. 62 of the total costs are assessable. As per the feasibility report, all items on this project were 100% assessable except some extra pavement removal which was added to the project. The total frontage on this street was 584 feet. The associated assessment rate would then be $87.80 per front foot. The feasibility report had estimated the total project costs to be $30, 000. 00. This was later revised to $44 , 000. 00 during the final design due to the discovery of inferior subsoils which had to be removed. These inferior subsoils were discovered as a result of taking soil borings on the street. Alley in Block 81 The total construction cost for this project was $13, 055. 36. The total engineering and administrative costs were $2,866.22 (22%) for a total project cost of $15,921. 58. Of this amount only $6,477.63 is assessable. The remainder of the project costs was for storm sewers that were added to the project by City Council to be funded out of the storm sewer utility (Holmes Street Basin Project) . The total frontage on this alley is 600 feet. The corresponding assessment rate is $10.80 per front foot. The feasibility report estimated the assessment rate to be approximately $10. 00 per foot. Alley in Block 55 The total construction cost was $4,811.83 . The total engineering and administrative fees were $1, 056.24 (22%) for a total project cost of $5, 868.24 . The total frontage was 600 feet and the corresponding assessment rate is $9.78 per front foot. The feasibility report estimated the assessment rate to be approximately $6.83 per front foot. The estimated costs for this project were erroneously low due to the omission of several bid items. Alley in Block 102 The total construction costs were $5, 051.70. The total engineering and administrative costs were $1, 109. 07 (22%) for a total cost of $6, 160.74. The total frontage was 600 feet and the corresponding assessment rate is $10. 27 per front foot. The feasibility report had estimated the assessment rate at $9 .82 per front foot. Alley in Block 7 The total construction costs were $8, 509.71. The engineering and administrative costs were $1,868.25 (22%) for a total project cost of $10, 377.96. The total front footage is 1, 125. 1 feet for a corresponding assessment rate of $9. 22 per front foot. 15' The feasibility report had estimated the assessment rate at $9.24 per front foot. Attached is Resolution No. 3199 which declares the cost to be assessed for this project and sets the date for the public hearing. Because of the legal notification required for the public hearing, the earliest date that the hearing could be held at a Council meeting is March 20, 1990. Staff has set the date for the public hearing on March 20th in this resolution. If Council wishes to hold the public hearing at a special meeting, the resolution should be revised accordingly. ALTERNATIVES: 1. Adopt Resolution No. 3199. 2 . Deny Resolution No. 3199. RECOMMENDATION: Staff recommends Alternative No. 1. ACTION REQUESTED: Offer Resolution No. 3199, A Resolution Declaring the Cost to be Assessed and Ordering the Preparation of Proposed Assessments for Market Street, 1st Avenue to Bluff Avenue; Alley in Block 55; Alley in Block 81; Alley in Block 102 ; Alley in Block 7, Project No. 1988-6 and move its adoption. DH/pmp MEM3199 Jia' 4 RESOLUTION NO. 3199 A Resolution Declaring The Cost To Be Assessed And Ordering The Preparation Of Proposed Assessments For Market Street, 1st Avenue to Bluff Avenue; Alley in Block 55; Alley in Block 81; Alley in Block 102 ; Alley in Block 7 Project No. 1988-6 WHEREAS, a contract has been let for the improvement of: Market Street from 1st Avenue to Bluff Avenue by pavement, curb & gutter, and storm sewers and the contract price for such improvements is $48 , 300. 89, the construction contingency amounts to $ -0- and the expenses incurred or to be incurred in the making of such improvements amounts to $10, 604 . 17 so that the total cost of the improvements will be $58, 905.06 and of this cost the City will pay $7 , 677 . 44 as its share of the cost; and Alley in Block 81 by pavement and the contract price for such improvements is $13 , 055. 36, the construction contingency amounts to $ -0- and the expenses incurred or to be incurred in the making of such improvements amounts to $2 , 866.22 so that the total cost of the improvements will be $15, 921. 58 and of this cost the City will pay $9, 443 .97 as its share of the cost; and Alley in Block 55 by pavement and the contract price for such improvements is $4 , 811. 83 , the construction contingency amounts to $ -0- and the expenses incurred or to be incurred in the making of such improvements amounts to $1, 056.24 so that the total cost of the improvements will be $5, 868 . 24 and of this cost the City will pay $ -0- as its share of the cost; and Alley in Block 102 by pavement and the contract price for such improvements is $5, 051 . 67 , the construction contingency amounts to $ -0- and the expenses incurred or to be incurred in the making of such improvements amounts to $1, 109 . 07 so that the total cost of the improvements will be $6, 160 . 74 and of this cost the City will pay $ -0- as its share of the cost; and Alley in Block 7 by pavement and the contract price for such improvements is $8 , 509 . 71, the construction contingency amounts to $ -0- and the expenses incurred or to be incurred in the making of such improvements amounts to $1, 868 . 25 so that the total cost of the improvements will be $10, 377 .96 and of this cost the City will pay $ -0- as its share of the cost. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. The cost of such improvement to be specially assessed is hereby declared to be $ 51, 277. 62 for Market Street; $6,477 . 63 for Alley in Block 81 ; $5, 868 . 24 for Alley in Block 55 ; $6, 160 . 74 for Alley in Block 102 ; and $10, 377 .96 for Alley in Block 7 . 2. The City Clerk, with the assistance of the City Engineer shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and he shall file a copy of such proposed assessment in his office for public inspection. 3. That the City Clerk shall, upon the completion of such proposed assessment, notify the City Council thereof. BE IT FURTHER RESOLVED: 1. That a hearing shall be held on the 20th day of March, 1990, in the Council Chambers of City Hall at 7 : 30 P.M. to pass upon such proposed assessments and at such time and place all persons owning property affected by such improvements and proposed assessments will be given an opportunity to be heard with reference to such assessment. 2 . That the City Clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper of the City of Shakopee at least two weeks prior to the hearing and he shall state in the notice the total cost of the improvements. He shall also cause mailed notice of such hearing to be given the owner of each parcel described in the assessment roll not less than two weeks prior to the hearing. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 19 . Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form this day of , 19 . City Attorney CONSENT lab MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Directo SUBJECT: Fourth Avenue Sanitary Sewer DATE: February 12, 1990 INTRODUCTION: Attached is Resolution No. 3197 Declaring the Adequacy of Petition and Ordering a Feasibility Report Prepared for Improvements to Fourth Avenue between Lot 4, Blk. 2 of Furrie's 2nd Addition and Lot 3 , Blk. 2 of Furrie's 2nd Addition. BACKGROUND: A petition has been received and approved by the City Attorney requesting improvements to Fourth Avenue between Lot 4 and Lot 3 in Block 2 of Furrie's 2nd Addition. The requested improvements consist of extending the sanitary sewer in order to serve Lot 3 . The sanitary sewer in Fourth Avenue west of Marschall Road was installed in 1968. At that time the entire land between Fourth Avenue and Third Avenue was one large parcel. The sanitary sewer was extended roughly to the center of the parcel on Fourth Avenue to provide sanitary sewer service. The entire parcel was assessed for this work. In 1979 Furrie's 2nd Addition was platted. By the platting of this large parcel into five separate lots, the developer created one lot that could not be served by sanitary sewer on Fourth Avenue. As shown on the attached map, Lot 3 of this subdivision cannot be served by the sanitary sewer in Fourth Avenue without crossing Lot 4 . At the time this parcel was platted, the City of Shakopee required that the sewer be installed on Third Avenue in order to serve Lots 1 and 2 of Block 2, but no requirements were made to extend the sewer on Fourth Avenue. The owner of this parcel is now requesting that a sanitary sewer service line be extended to the lot in order to develop this lot. Staff has indicated that this cannot be done without the sewer first being extended on Fourth Avenue from its present location west to approximately the center of Lot 3 . Since there is a question of whether or not the properties on the south side of Fourth Avenue would also benefit from this sewer extension, the owner has petitioned the City to make the sewer extension in order to assess all benefited properties. If no other properties benefit by the sewer extension, it would be just as easy for the owner of Lot 3 to extend the sewer at his own expense. I3 These issues will be analyzed in greater detail in the feasibility report and discussed at the public hearing stage of this project. Attached is Resolution No. 3197 which declares the adequacy of a petition and orders the feasibility report prepared for this improvement for Council consideration. ALTERNATIVES: 1. Approve Resolution No. 3197 and order a feasibility report prepared on the improvements. 2 . Deny the Resolution. RECOMMENDATION: Staff recommends Alternative No. 1, to adopt Resolution No. 3197 and order a feasibility report for these improvements. ACTION REQUESTED: Offer Resolution No. 3197, A Resolution Declaring the Adequacy of Petition and Ordering the Preparation of a Report for Improvements to Fourth Avenue, Between Lot 4 and Lot 3 of Blk. 2 in Furrie's 2nd Addition and move its adoption. DH/pmp MEM3197 _ ..___�. _._- a •–• -- '•tea _ -- Mr - i • , 31. , ,4 • r c I3 c -�Il T • r"'—, fir- . � �-'•. .� •a t, t _ `AAs 1 ..:--- .�� . . \ ,---00 , 3 '^' —•-E raj R ✓. 9,�. •r -. , .--{ `',t� c--7.,,._~^ ,:.,_-24.___A 1-p..0......_, `~_ _` :�": < .. i t ... Q k0../. a., Ta •.• 8 z,,.. u._ Jza: .. f -......, .- -- -- t - ..N-- ` - 1 ,—t t-eJ.Y' Y.J: • ?••• -yr -L- "'at- C11 ', • -• ^ f c 326 lYlM; - \ .' --�� i__-, 1 • ti /o. Y�I . /; • O .:.. ,Dig .. { • 0 1 . — • ,. ' ..: • ' i.'...' .0-. n _ . __. , :. .,... q . 1 . • .•. • . /.........,,_\. .4 . . i.. , • it ----- ne r -„'+ i_� t ... - - --- - .— ._ _ ... 0 • 0 .•, 1 ):II :. -I. ... R . ' 0 ` 2♦. . law offices 13.& p R.1� Phillip Robert d Waltert Dennis L.Monroe RAS lS S Lachlan B.Muir Barry K.Meyer James B.Croft Jay D Goldberg MON ROE Colleen M.Trende Mark d Moxness x Orlin D.Te Slaa+ Trevor R.Walsten chartered Patricia A.Weller Diane M.Carlson 'Certified Civil'Bial Specialist and January 29, 1990 iAlso Admitted inWisconsin x.Also Admitted in California tCertified Real Property Law Specialist +Also Admiued in South Dakota Mr. Julius A. Coller 211 West First Avenue Shakopee, MN 55379 RE: Patrick Adams/Sanitary Sewer Extension Our File No. 1-1321-24 Dear Jack: Enclosed is the Petition which we have revised as to the location of the extension, which will come from the east of the property. The sewer line now ends in front of Lot 4, Block 2, Furrie' s Second Addition, and we will need to extend it from Lot 4 to Lot 3. Please let me know if you have any questions. Very t/& 1'y you , KRASSS//& M CHARTERED h' lip R. Krass Attorney at Law PRK/bmp Enclosure Reply to: Marschall Road Business Center.327 Marschall Road.P.O.Box 216.Shakopee.Minnesota 55379 Telephone:(612)445-5080 FAX(612)445-7640 Southpoint Center.Suite 1100. 1650 West 82nd Street.Bloomington.Minnesota 55431 Telephone:(612)885-5999 FAX(612)::5.5969 RESOLUTION NO. 3197 A Resolution Declaring Adequacy Of Petition And Ordering Preparation Of Report For Improvements to Fourth Avenue Between Lot 3 and Lot 4, Furrie's 2nd Addition BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. A certain petition requesting the improvement of Fourth Avenue between Lot 3 and Lot 4, Furrie's 2nd Addition by sanitary sewer, filed with the Council on February 20, 1990, is hereby declared to be signed by the required percentage of owners of property affected thereby. The declaration is made in conformity to Minnesota Statutes, Section 429. 035. 2 . The petition is hereby referred to David E. Hutton, Public Works Director and he is instructed to report to the Council with convenient speed advising the Council in a preliminary way as to whether the proposed improvement is feasible and as to whether it should best be made as proposed or in connection with some other improvement, and estimated cost of the improvement as recommended. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 19 Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form this day of , 19 . City Attorney Date // _)// We, the undersigned, owners of the following described real property, abutting on the proposed improvement and benefitted thereby, hereby petition the City Council of the City of Shakopee, for the following public improvements: C5-441,/, SkJAe ./ //f/O'`- Lot y �•__ s\x,� on � Stree Aven �, between Q/„y2 , ,c Street-there e and ,,,. ,,.., ,;.a Edi.;- ct A en - and request that the same be made during the year /gyp In making this petition the undersigned understands that the City of Shakopee, its agents or employee cannot guarantee the amount of an assessment until a feasibility study of the improve- ments has been prepared and accepted by City Council in accordance with MSA Chapter 429. PETITIONER LOT BLOCK S z k/art'K S (t0 l i 4S 3 2 s2.•3 S. hkt4 Si. I, herebv, verify that I circulated the above petition and that the above signatures of the property owners and petitioners were affixed in my presence. • e .(1�� 1 . rculator,/ individually;and as President pp .3� day of of Aesculapi avert ies Approved this City 'Attorney & eUe5 I • This instrument prepared & drafted by: H. R. Spurrier City Engineer 129 East 1st Avenue Shakopee, MN 55379 / 3 Q. TABLED FROM FEB . 6 , 1990 MEETING. BRING REPORT FROM LAST WEEK ' S MEETING. MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Directoc\-0Pjt/ SUBJECT: Gravel Streets DATE: January 30, 1990 INTRODUCTION: Attached is Resolution No. 3187, which accepts the feasibility report for upgrading all gravel streets in urban Shakopee and adopts this report as a policy for staff to follow in future capital improvement plans. BACKGROUND: The City Council has on numerous occasions expressed a desire to upgrade all gravel streets within urban Shakopee by adding pavement and curb & gutter. In September, 1988 the City Council ordered staff to evaluate all gravel streets and to prepare a feasibility report on upgrading them. Attached is the completed report for Council review and consideration. Staff will discuss the major points of the report at the February 6, 1990 Council meeting. Basically, the report analyzed all gravel streets and unimproved right-of-ways within urban Shakopee. It did not address rural, gravel streets. The report further recommends which streets should be upgraded by adding pavement and curb & gutter and developed a 5-year plan for accomplishing this task. If Council concurs with the recommendations in this report, attached is Resolution No. 3187, which accepts the report and adopts it as 5-year Capital Improvement Plan. It should be pointed out that the report recommends holding a public hearing separately on each project prior to actually ordering it. At the public hearing, any proposed assessments would be discussed. Therefore, by adopting this report as policy Council is not actually ordering any construction projects, but simply providing staff with a 5-year planning guide that can be used on an annual basis to request projects. ALTERNATIVES: 1. Adopt Resolution No. 3187. 2 . Deny Resolution No. 3187. 13 � 3 . Table Resolution No. 3187 to request additional information or to direct staff to make revisions to the report. 4. Adopt Resolution No. 3187 with revisions to the report. RECOMMENDATION: Staff recommends Alternative No. 1, to adopt Resolution No. 3187 which adopts the report on gravel streets and provides staff with long range plans for upgrading the recommended streets. Staff feels that these urban, gravel streets are an eyesore and a disgrace to Shakopee. They are extremely high maintenance streets and a constant source of citizen complaint regarding dust, unsightliness, rocks being thrown, etc. All other streets in Shakopee have been improved to the current City Standards at that time and the neighborhoods abutting those gravel streets should be able to enjoy the benefits of a paved streets, such as safety, better drainage, dust control, etc. as the rest of Shakopee. Since the report recommends conducting a public hearing on each project separately and analyzing the assessment strategies at that time, adopting this report will provide staff with a long range planning guide for requesting projects. ACTION REQUESTED: Offer Resolution 3187, A Resolution Accepting the Feasibility Report for Upgrading all Gravel Streets in Urban Shakopee and adopts this report as a policy for staff to follow in future Capital Improvement Plans and move its adoption. DH/pmp MEM3187 0 (" / RESOLUTION NO. 3187 A Resolution Accepting a Report For Upgrading All Gravel Streets Within Urban Shakopee WHEREAS, the City Council of Shakopee desires to upgrade all gravel streets located within urban Shakopee by adding pavement and curb & gutter, and WHEREAS, the City Council directed the City Engineer, Dave Hutton, to prepare a feasibility report on upgrading all urban, gravel streets, and WHEREAS, the report has been prepared by Dave Hutton, City Engineer, with reference to upgrading all urban, gravel streets by adding pavement and curb & gutter and this report was received by the City Council on February 6, 1990, and WHEREAS, the report develops a 5-year plan for upgrading the recommended streets and also recommends preparing a separate report and holding a public hearing for each project, prior to considering the improvements. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE 1. That the City Council adopts this report as a policy/plan for staff to use in requesting projects on an annual basis. 2 . Staff should use this report in preparing the annual capital improvements projects list for Council consideration. 3 . The City Council will attempt to follow this 5-year plan without relinquishing the right to consider the improvements at a public hearing. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 19 . Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form this day of , 19 . City Attorney /72A MEMO TO: Dennis R. Kraft, City Administrator FROM: Judith S. Cox, City Clerk RE: Request for Vacation of Easements DATE: February 14, 1990 INTRODUCTION: The attached resolution sets a public hearing for March 20, 1990, at 7: 00 p.m. to consider the vacation of utility and drainage easements lying along the property lines of Outlot A and Lot 8 , Block 1, Canterbury Park 1st Addition. BACKGROUND: The City has received the attached letter from Jon Albinson, Valley Industrial Realty, requesting the City to vacate the utility and drainage easements along the property lines of Outlot A and Lot 8, Block 1, Canterbury Park 1st Addition. The reason for the request is because these two parcels are being replatted and combined into one single lot. Through this platting process, utility and drainage easements will be dedicated around the lot line of the new parcel. Mr. Albinson has submitted the preliminary plat of Valley Park 8th Addition which will proceed through the formal platting process simultaneously with the vacation process. RECOMMENDED ACTION: Offer Resolution No. 3201, A Resolution Initiating the Vacation of Utility and Drainage Easements in Outlot A and Lot 8 , Block 1, Canterbury Park 1st Addition, Scott County, Minnesota, and move its adoption. JSC/tiv c/cDO MR I VALLEY INDUSTRIAL REALTY February 9, 1990 City of Shakopee 129 First Avenue East Shakopee, MN 55379 Attention: Janelle Szlklarski Planning Department RE: Utility and Drainage Easement Vacation Request Dear Janelle: We are currently in the process of replatting Outlot A and Lot 8, Block 1 Canterbury Park 1st Addition into a single lot. We understand that we must go through a utility and drainage easement vacation process to eliminate the existing drainage and utility easements. Doug Wise pointed out that a formal application for this process does not currently exist. Therefore, please accept this letter as our formal request to vacate all of the drainage and utility easements that are currently within Outlot A and Lot 8, Block 1 Canterbury Park 1st Addition. This request is made in conjunction with the replat proposal of these lots. We will expect the City will make this vacation subject to the final replat. Please process this request accordingly. Enclosed is a check in the amount of $50 to cover the application fee for this utility and drainage easement vacation process. If you have any questions, please call. Respectfully, Jon R. Albinson Broker/Manager Enclosure 1244 Canterbury Rd.. P.O. Box 509,Shakopee, MN 55379•Bus. 612-445-3242 PROPOSED VALLEY PARK 8TH ADDITION ` '-~ ` - - — —I 1 North line of CANTERBURY PARK 1ST ADDITION -- -- - -- 1 in , 1 -7`/ r(\ 11 `r .' .-1 r- ,1 ; ( o t n rrl'--�'',�tl 11 1• _+ /i, -• 1 AI: 1 -1 1_1 tJ r-11.._t.._L._ I ,, •1,. i. '. ' i i \;,-it__S74 5302E L�\_�1Jt__L._ �J/-1,-'. L•J r `Jli l 1 1 1 _ -- ---731.00 - .....--------- — I 1 120—- -- 1 't \ i 1 I 1 I ., Ct G03 O ' W I- "t `- , a - U filE3 ‘10.1° , , 3 Z 1 1- (V `=O (Cs .7o t0 oa o Z1-5 (n `Y ri . I ¢ t.• L Ao 22\0 was • 0 c��° oOoaig� E\• toc AA N 3 I D',2\h r 1 I .1-.. s 120 CITATION t / N '..-- i' DRIVE�:/� • 1 a ' --109 4 - S15°46p3„�- ` �•o_ - - - - ...- _ '' . 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S74°53 36 E I Ai !If .,, �.1iltEhHUHY PARK 1ST ADDITION) •• RESOLUTION NO. 3201 A RESOLUTION INITIATING THE VACATION OF UTILITY AND DRAINAGE EASEMENTS WITHIN OUTLOT A AND LOT 8 , BLOCK 1 CANTERBURY PARK 1ST ADDITION, SCOTT COUNTY, MINNESOTA WHEREAS, A letter has been received from the developer of Outlot A and Lot 8 , Block 1, Canterbury Park 1st Addition, requesting the vacation of utility and drainage easements along the property lot lines of said lots; and WHEREAS, The developer proposes to replat these two lots combining them into one lot; and WHEREAS, The developer would like the existing easements vacated and proposes to dedicate necessary utility and drainage easements along the property lot lines of the new proposed plat; and WHEREAS, If a replat of Outlot A and Lot 8, Block 1, Canterbury Park 1st Addition contains the necessary utility and drainage easements required by the City, it would appear to the Shakopee City Council that the existing utility and drainage easements serve no public use or interest; and WHEREAS, A public hearing must be held before such action can be taken and two weeks published and posted notice thereof must be given. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, That a hearing be held in the Council Chambers on the 20th day of March, 1990 at 7 : 00 p.m. , or thereafter, on the matter of vacating utility and drainage easements within Outlot A and Lot 8, Block 1, Canterbury Park 1st Addition, Scott County, Minnesota. BE IT FURTHER RESOLVED, That two weeks published notice be given by publication in the Shakopee Valley News and posted notice be given by posting a copy of such notice on the bulletin board on the main floor of the Scott County Courthouse and the bulletin board in the Shakopee City Hall . Adopted in Adj . Regular Session of the City Council of the City of Shakopee, Minnesota, held this 20th day of February, 1990 . Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form this day of , 1990. City Attorney