HomeMy WebLinkAbout07/23/1991 TENTATIVE AGENDA
SHAKOPEE CITY COUNCIL
COMMITTEE OF THE WHOLE JULY 23, 1991
Mayor Gary Laurent presiding
1] Roll Call at 7:00 P.M.
2] Hearing on Liquor Violations at Turtle's Bar and Grill, Inc. ,
132 East First Avenue
3] Approval of Minutes of June 3, 1991
4] Presentation by Financial Management Analyst
5] Park & Recreation Programs and Services
6) Other Business
7] Adjourn
Dennis R. Kraft
City Administrator
ftl
MEMORANDUM
TO: Mayor and Members of the City Council
FROM: Karen Marty, City Attorney
DATE: July 18, 1991
RE: Conduct of Hearing Tuesday night
On Tuesday night the City Council , in a committee of the whole
(acting as a hearing board) , is scheduled to conduct a hearing .
This hearing shall follow the administrative rules of evidence , and
be taken down by a court reporter. A detailed chronological
checklist of these procedures is set forth below.
At the conclusion of the hearing , the City Council shall issue
a report, with a copy to all parties . The City Council may direct
staff to prepare the report .
The party who is adversely affected has a minimum 10-day
period to file exceptions and present arguments to the City
Council . After this period ends, the City Council (acting in its
usual capacity) , shall review the report and the exceptions (if any
were filed) and hear arguments. The City Council shall adopt a
resolution containing its decision, based on the record , including
findings of fact , conclusions , and an order . This decision is
provided to each party. Within 30 days the aggrieved party may
appeal to the Court of Appeals.
PROCEDURES FOR HEARING BOARD
1 . PRELIMINARIES. The speaker for the hearing board (probably
the Mayor) opens the meeting by stating essentially the
following :
This is a hearing to consider action against Turtle ' s Bar
& Grill for liquor violations. The hearing will be
conducted in accordance with administrative rules of
evidence . The City shall present its information first ,
then Turtle ' s shall present its information . All speakers
shall be given an oath, and will be requested to step up to
the microphone and state their name and address for the
record . Are the parties ready to proceed? (Wait until both
the City Attorney and the representative from Turtle ' s say
yes . ) Does the City wish to make an opening statement?
2 . OBJECTIONS. At any time during the opening statement ,
questioning of witnesses , or closing argument , either the
representative for Turtle ' s or the City Attorney may make an
"objection" . The hearing board must make a ruling on the
objection . If the objection is not clear , ask the objector
for more explanation . If you wish , you may ask the other
side to respond to the objection . The law provides that you
"may admit and give probative effect to evidence which
possesses probative value commonly accepted by
reasonable prudent persons in the conduct of their
affairs . [You ] shall give effect to the rules of
privilege recognized by law. [You] may exclude
incompetent , irrelevant , immaterial and repetitious
evidence . "
3. OPENING STATEMENT. Ask the City Attorney if she wants to
make an opening statement . When she is done , or if she says
no , ask the representative from Turtle ' s if he or she wishes
to make an opening statement .
4. CITY ' S CASE. After opening statements , say that the City
may call its first witness. (The City Attorney will
identify someone to speak, who comes to the microphone . )
The speaker for the hearing board presents the oath:
Do you swear to tell the truth, the whole truth , and
nothing but the truth , so help you God?
The City Attorney will begin to question the witness.
5 . CROSS-EXAMINATION. When the City Attorney is done
questioning the witness , the representative for Turtle ' s
should be asked if he or she wishes to cross-examine the
witness . If so , then when that is done , the City Attorney
must be asked if she has any "redirect" . If so , when it is
done , the Turtle ' s ' representative should be asked if there
are any further questions . Keeping asking each party in
turn if there are any further questions until each says no.
Remember that the hearing board members have the right to
interrupt at any time to ask questions .
6. The City Attorney calls her second witness . This witness is
given the oath , and questioning proceeds as above. The same
procedure is followed for all her witnesses .
7 . TURTLE' S CASE. When the City Attorney says she is done or
"rests" , it is Turtle ' s ' turn . Each witness is called to
the microphone , given the oath, and questioned by the
representative of Turtle ' s . The City Attorney is given the
opportunity to cross-examine . This follows the procedures
set forth above in paragraphs 4, 5 , and 6 .
8. REBUTTAL. First the City Attorney , and then the
representative of Turtle ' s , shall be given the opportunity
to submit "rebuttal" evidence , which is simply more
testimony to refute something an earlier witness said .
9 . Any questions by the hearing board should have been asked by
now. If any remain , ask them. Keep in mind that no factual
information or evidence may be used in making your
recommendation to the City Council unless it is stated or
presented during this hearing .
10. CLOSING ARGUMENT. The City Attorney is invited to make a
closing argument . When she is done , the representative for
Turtle ' s is invited to make a closing statement.
11 . Now everybody is done except the hearing board . The hearing
board has to issue a report of the facts it heard , and may
make a recommendation as to a penalty. (The hearing board
may want to request staff or the representative of Turtle ' s
to prepare a draft report for it . ) Penalties are limited to
three : suspension of the liquor license for up to 60 days ,
revocation of the license, or imposition of a civil fine of
up to $2000 . When the report is approved by the hearing
board , it will be forwarded to the City Council , with copies
to all parties.
12. At the conclusion of the hearing , the hearing board also may
wish to set time frames for preparation and mailing of the
report , and schedule the time for filing exceptions . This
must be at least a 10-day period . A reasonable timeframe
would have the City Council considering the report ,
exceptions , and arguments at its August 20, 1991 meeting .
OFFICIAL PROCEEDINGS OF THE CITY COUNCIL
SHAKOPEE, MINNESOTA
COMMITTEE OF THE WHOLE JUNE 3 , 1991
Mayor Laurent called the meeting to order at 7 : 00 P.M. with
Councilmembers Zak, Wampach, Sweeney, Vierling and Clay present.
Also present were City Administrator Dennis R. Kraft, Assistant
City Administrator Barry Stock, City Clerk Judith S. Cox, City
Attorney Karen Marty, Public Works Director Dave Hutton, and
Finance Director Gregg Voxland.
Sweeney/Wampach moved to approve the minutes of August 15, 1990,
January 15 , 1991, January 29 , 1991, and February 11, 1991. Motion
carried unanimously.
Mr. Kraft explained that he had received a letter from the Walt
Harbeck Highway Committee and that Mr. Hopps and Mr. Foslid are
present to talk about alternatives for a memorial to Walt Harbeck.
Discussion ensued on possibilities for a memorial and included: a
wayside rest area at the dedicated park in Killarney Hills, a
dedication sign naming the individuals who devoted considerable
time and energy toward the successful culmination of the bridge and
Southerly bypass, a park memorial, and a memorial plaque at the
interchange off of CR-83 . After discussion of the alternatives
mentioned, it appeared that the most appropriate might be a
memorial plaque/sign at the interchange at CR-83 . Mr. Hopps
thanked the Council for their time and suggestions and stated that
he would take the information back to the Committee.
Mr. Voxland, Finance Director, explained that the Tax Increment
Trust Fund has a balance of about five million dollars and that it
was interest bearing. He said that he was feeling uncomfortable
with having that much money in the fund and asked Council to come
to some consensus on how it could be used.
Discussion ensued on how TIF funds could be used. Because of new
laws on the use of TIF funds, there was concern that however the
dollars are spent that it is in conformance with the law.
Mr. Voxland suggested that Council consider defeasing the three
bond issues which are pooled to support Districts 1-6 . This would
allow Districts 2 (Highrise) , 3 (Downtown) , and 6 (Motel) to be
closed. We may not be able to close all three right now, because
the $5, 000, 000 may not be enough. He needs permission to ask
Springsted to do the computer runs to tell us exactly where we are.
Mayor Laurent recessed the meeting at 8 : 26 P.M.
Mayor Laurent re-convened the meeting at 8 : 40 P.M.
Sweeney/Zak moved to refer the defeasing of the three bond issues
to the next Council agenda.
Official Proceedings of the June 3 , 1991
Committee of the Whole Page -2-
Mr. Voxland stated that Tax Increment Districts 1 (K-mart) and 4
(Racetrack) would remain open. He said that it wouldn't take long
to build the fund back so that there would be funds for the Phase
II of the Downtown Project. Dave Hutton stated that we wouldn 't be
doing Phase II until 1994 after the bridge is complete.
Motion carried unanimously.
Mr. Voxland informed Council that one of the parties involved in a
tax increment district has inquired about the possibility of
lowering the assessment agreement value in exchange for a cash
payment or an extended term for the agreement. Consensus of
Council was to not extend the term of the agreement and that staff
research how a cash payment would affect other taxing
jurisdictions.
Sweeney/Vierling directed staff to explore the cash settlement
option for Council consideration. Motion carried unanimously.
Discussion ensued on the use of consultants: 1) in house for a
temporary time, 2) outside when multiple expertise and equipment is
needed, and 3) hiring additional employees when repeated expertise
is needed. Consensus of Council was to consider the use of all
three possibilities as needed. The main goal is to keep costs
down. Staff can present their recommendation and rational for each
situation as it arises.
Mayor Laurent explained that the last time there was discussion on
the recognition of volunteers, he was to look into it further and
bring back additional information. He said that he has not had the
time to do so and suggested that discussion on this matter be
deferred to a future Committee of the Whole meeting.
Councilmembers concurred.
Cncl .Vierling appraised the Council of an Alternative Dispute
Resolution Conference and explained that there is a committee which
will settle disputes for cities. She suggested that this might be
worth considering for the Murphy' s Landing/DNR situation. The
information will be looked into by the Management Analyst.
Mayor Laurent adjourned the meeting at 9 : 24 P.M.
9cut00 . 4K-/-
J‘u�d, ith S. Cox
C` ty Clerk
Recording Secretary
Memo To: City Council
From: Ed Winfield, Management Analyst
Re: Interim Report
Date: July 23 , 1991
Introduction
During the first quarter of 1991, the Council appropriated $5000 to
fund a temporary Management Analyst position. It was determined
that the position would assist the City Administrator in conducting
research and performing analysis on the operation of all city
departments in an attempt to determine whether city services could
be delivered in a more efficient or more economical manner. The
scope of the study would include all aspects of the budget
including the purchase of capital equipment as well as governmental
operations. The study would also evaluate the possibility of
providing services utilizing intergovernmental agreements with
nearby governmental entities. The objective of the study was to
identify temporary and permanent budget cuts to offset the effects
of reduced Local Government Aid from the State.
This is an interim report to show progress to date, and to explain
future direction.
Background
After being hired by the City Administrator, I undertook some
research to acquaint myself with the City of Shakopee, and to
determine if any other cities had conducted similar studies. In
this effort, the League of Minnesota Cities and the Metropolitan
Council were able to provide some material, but a great deal of
information was obtained by contacting other cities and speaking
with various department heads. Additionally, I attended the League
of Minnesota Cities Annual Conference for one afternoon to hear
presentations about enhancing revenues and minimizing expenditures.
Finally, a review of the Cost and Staffing Study done for the City
of Shakopee by Ernst & Whinney in 1986 was very helpful .
Suggestions to Reduce Expenditures
The City Administrator sent a letter to all department heads asking
for their ideas and suggestions on ways to save approximately 5% of
their current budget. Then a committee of the City Administrator,
the Assistant City Administrator and the Management Analyst met
with each department head to discuss their suggestions, review
current budgets line by line, and suggest additional ideas for
reductions. The areas discussed included personnel services,
supplies/services, and capital equipment.
These meetings resulted in identifying approximately $42 , 000 in
savings for 1991, and approximately $48 , 000 in savings for 1992 .
The savings are identified in the attachments to this package. The
total effect of the reduced Local Government Aid, new revenue
sources and budget reductions are shown in the attachment labeled
Attachment 1. These savings would not result in any appreciable
reductions in service levels. Larger amounts would result in
service level reductions, unless additional revenues can be
identified.
Early Retirement Plan
An additional broad category of savings includes personnel actions,
and would be savings in addition to those shown above. The first
suggestion in this area is to establish an Early Retirement Plan,
which would offer an incentive to older workers to retire early.
Eligible employees would have to qualify for retirement under
applicable retirement systems, and would also have to have had a
long tenure with the city, e.g. , 20 to 25 years. These are the
workers who are usually at the top of the pay scale for wages and
benefits. The benefits to the City are improved employee morale as
remaining employees are given the chance to move up in the
organization and possible savings to the City if the retiree is
replaced by a person lower in the pay scale. As an enticement for
potential retirees to accept the program, any of several options
could be offered, including lump sum payments or annuities.
Special Leave Without Pay
Another way to reduce payroll expense without laying off employees
would be to adopt a Special Leave Without Pay program in which
employees can voluntarily take time off without pay. The following
is taken from a story about Hennepin County in the June issue of
Minnesota Cities:
Employees can voluntarily choose to take time off without
pay for up to 160 hours per year. Employees may take as
little as one hour at a time. The time off must be
approved prior to use.
During this special leave, the county continues its
contribution toward health and life insurance premiums
for one month.
Employees accrue vacation and sick leave hours during the
leave as if it had been a paid leave. If a holiday falls
during the leave, they will be paid for the holiday as if
they had been on paid leave during the period. The hours
also count toward seniority.
Salary increases are not affected as the hours count as
normal work hours toward movement in the salary range.
Leave without pay hours not covered by this special
program do not count toward the hours needed to move
within the salary range.
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Reduction of the Size of the City Council
Shakopee is unique in having a six member city council . Virtually
all other statutory A plan cities have 5 member city councils.
This could result in a savings of approximately $6000 per year. If
this change is to be made at this time, prompt action is needed.
Reorganization/Cooperative Ventures with Other Communities
Fire Department Study
An additional part of this study will specifically focus on the
current and interim needs of the Fire Department. Because of the
magnitude of the costs to be potentially incurred by this
department during the next five years ($1-$2 million) , additional
analysis relating to equipment purchasing, financing, building
construction, joint service agreements and operations is being
conducted.
Reorganization
Due to possible election of the Early Retirement Plan by some
employees, and an already reduced work load in some departments,
the Council should consider reorganizing and streamlining some
departments.
The work load in the Building Inspection department is currently
reduced because of fewer housing starts and no planned
commercial/industrial expansion. The current work load could be
adequately handled by a reduced level of staffing. Some of the
inspections/code enforcement activities now handled by other
departments such as Planning or Police could be transferred to the
Inspection Department.
During such a reorganization, the Council should also consider
redefining other positions in order to determine if current
conditions dictate a change of work assignments. Consideration
should be given to sharing these positions on a part time basis
with other communities, if possible.
Suggestions to Increase Revenue
Two departments, Recreation and Planning, submitted suggestions for
increased fees in their departments. Copies of both suggestions
are enclosed.
The suggestions for the 1992 Swimming Pool rates would increase net
revenue by approximately $5, 000. The increased rates and hours
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would make better use of this major asset. Additionally, expansion
of advertising, marketing and merchandising would further increase
revenue.
The Planning Department has also submitted some suggested fee
increases. The "High-Mid-Low" indicator in the left margin shows
the City's relative rank as compared with 15 other similar sized
cities. Current planning time expended greatly exceeds revenue
generated in many categories, and a more thorough review of all
fees and deposits is warranted.
Revenue enhancement in other departments is also being evaluated.
Action Requested
No specific action is requested at the current time, unless the
City Council desires to reduce the council size to five members.
This report is for City Council information only. Council
discussion /direction on this study would be appropriate at this
time, e. g. , (1) should greater emphasis be placed on revenue
enhancement? ; (2) Should current service levels be maintained or
should service level cutbacks be pursued? ; (3) Should temporary use
of the fund balance be used to maintain current levels of service?
-4-
Summary of Budget Reductions
Total 1991 1992
1. Administration $1, 300 $600 $700
2 . Finance 500 300 200
3 . Legal 6, 350 4 , 350 2 , 000
4 . Planning 13 , 550 12 , 000 1, 550
5. Government Buildings 5, 200 200 5, 000
6 . Police 16, 300 5, 800 10, 500
7. Fire 3 , 200 3 , 000 200
8 . Inspections 1, 125 525 600
9 . Engineering 6, 500 3 , 000 3 , 500
10. Streets 20, 000 8 , 100 11, 900
11. Shop 5, 860 300 5, 560
12 . Parks 7 , 650 2 , 000 5, 650
13 . Recreation 2 , 800 1, 800 1, 000
Total $90, 335 $41, 975 $48, 360
-5-
1991 Budget Reduction Details
Administration
1. Supplies - $200.
2 . Equipment Maintenance - $200.
3 . Telephone - $100.
4. Dues and Subscriptions - $100.
Total Savings - $600.
Finance
1. Capital Equipment - $300.
Total Savings - $300.
Legal
1. Motor fuels and lubricants - $100.
2. Professional Services - $4, 000.
3 . Legal Filing Fees - $150.
4. Telephone - $100.
Total Savings - $4350.
Planning
1. Salaries - $12, 000. Assistant City Planner not hired until
May.
Total Savings - $12, 000.
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Government Buildings
1. Professional Services - $200.
Total Savings - $200.
Police
1. Temporary Services - $5,800. Eliminate code enforcement
officer.
Total Savings - $5,800.
Fire
1. Capital Equipment - $3, 000. Do not purchase radio headsets.
Total Savings - $3, 000.
Inspections
1. Professional Services - $200.
2. Travel - $200.
3 . Dues and Subscriptions - $125.
Total Savings - $525.
Engineering
1. Temporary Salaries - $3, 000. Eliminate one summer temporary
employee.
Total Savings - $3 , 000.
Streets
1. Rents - $8, 100. Eliminate snow removal contractor.
Total Savings - $8, 100.
Shop
1. Supplies - $300.
Total Savings - $300.
-7-
Parks
1. Temporary Salaries - $2, 000. Eliminate weed inspector.
Total Savings - $2, 000.
Recreation
1. Supplies - $1, 000.
2. Building Maintenance - $300.
3 . Travel - $400.
4. Dues and Subscriptions - $100.
Total Savings - $1,800.
Total 1991 Budget Reductions - $41,975.
-8-
1992 Budget Reduction Details
Administration
1. Supplies - $200.
2. Professional Services - $500.
Total Savings - $700.
Finance
1. Telephone - $200.
Total Savings - $200.
Legal
1. Professional Services - $2, 000.
Total Savings - $2, 000.
Planning
1. Telephone - $400.
2 . Printing and Publishing - $1, 000.
3 . Dues and Subscriptions - $150.
Total Savings - $1,550.
Government Buildings
1. Utilities - $5,000. Ask County to share in upkeep of
Congregate Dining Hall.
Total Savings - $5, 000.
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Police
1. Temporary Services - $5,800. Eliminate code enforcement
officer.
2. Overtime - $1,700.
3. Supplies - $3 , 000.
Total Savings - $10,500.
Fire
1. Supplies - $200.
Total Savings - $200.
Inspections
1. Conferences & Schools - $600.
Total Savings - $600.
Engineering
1. Temporary Salaries - $3 , 000. Eliminate one summer inspector.
2 . Supplies - $500.
Total Savings - $3, 500.
Streets
1. Supplies - $1, 500.
2 . Seal Coating - $10, 000.
3 . Overtime - $400.
Total Savings - $11,900.
NOTE: 1991 budget reduced from 1989 levels by $44, 000 (6. 6%) .
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Shop
1. Supplies - $500.
2. Building Maintenance - $5, 000. Reduce outside contractors.
3 . Overtime - $60.
Total Savings - $5,560.
Parks
1. Building Maintenance - $3, 000. Reduce outside contractors.
2 . Temporary Salaries - $2, 000. Eliminate one summer employee.
3 . Professional Services - $500.
4. Overtime - $150.
Total Savings - $5, 650.
Recreation
1. Supplies - $1, 000.
Total Savings - $1, 000.
Total 1992 Budget Reductions - $48, 360.
-11-
Attachment 1
Lost Local Government Aid $ (98, 000)
New Revenue Sources
-Bank rent ($5500/month X 6 months) 33 , 000
-Capesius rent ($1200/month X 6 months) 7 , 200
-Sale of City owned lots 30, 000
(27 , 800)
1991 Budget Reductions 41 , 975
Improvement in City position $ 14 , 175
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Additional Ideas for Consideration
1. Contract out congregate dining in 1995.
2 . Require Louisville to change to Jackson style fire contract
(no billing) .
3 . Convert storm drainage bills to system compatible with SPUC
basis and have SPUC do billing.
4 . Council resolution so Public Works department does not have to
maintain sidewalk in winter along south side of 10th Avenue
for entire length from C. R. 17 to Tyler Street (approximately
2 miles) . Estimated cost savings of $5, 000 per year.
5. Charge the City of Chaska under existing Joint Powers
Agreement for Chaska ' s use of sewer T. V. camera, or eliminate
agreement.
6. Charge the school district for maintenance functions done on
school owned facilities for school athletic teams not
associated with the City' s recreation program.
7 . Prepare a comprehensive Equipment Needs Analysis of capital
equipment and inventory to coordinate purchases and use
between all departments.
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RECOMMENDATIONS FOR 1992 SWIMMING POOL
• NAME CHANGE
(Current) Shakopee Municipal Pool (Proposed) Shakopee Aquatic Center
• Eliminate the Waterslide Fee (Unlimited rides $3/ S rides for $1. )
raise Family Season Pass from $40 to 945
raise Individual Season Pass from 923 to 128
raise Youth Gate rate from 61. 50 to $2. 50
raise Adult Gate rate from $2. to $3.
raise Reduced rate Family Passes from $5. to $10.
• Proposed 1992 Increases using 1990 actual figures- ADDITIONAL REVENUE
Season Passes
Family Pass 450 X $5. Waterslide fee= $ 2, 250.00
Individual Pass 80 X 45. Waterslide fee= 400.00
Reduced Pass 30 X $5. 150.00
Gate Receipts
Youth 12, 383 X $1 = $ 12, 382.00
Adult 3, 679 X $1 3,679.00
Total Est. Revenue = S 18,661.00
• Pool Hours
(Current 1991) June 8-16 1-7 PM
June 17 - August 9 1-4:20 PM afternoons 6:30-8:30 PM evenings
1-7 PM weekends
1-7 PM Holiday
August 10-18 1-7 PM
(Proposed 1992) June 8 -16 1-7 PM
June 17 - August 9 12:00-8:00 PM weekdays 12-7100 PM weekends/Holiday
August 10- end 12:00-7:00 PM
Eliminate evening swim lessons. Morning lessons will continue.
• Increase Swimming lesson fees ($3. increase)
Regular 715 X 93 = 5 2, 145.00
Reduced 30 X *3 = 90.00
Total Est. Revenue = 4 2, 235.00
• Expansion of Advertising, Marketing, and Merchandising
(current 1991) Promotion of pool: Spring/Summer Recreation Brochure, Leisure
Ledger and Flyers through Schools.
(proposed 1992) Promotion of pool: Spring Summer Recreation Brochure, Leisure
Ledger, flyers through school (expand to include) a nice glossy
color brochure to be placed at camp grounds, motels, hotels, Tourist
Information Bureau, an ad placed in the Minn. Tourism 'Explorer'.
• Concessions at Pool:
(proposed 1992) Food, refreshments, expand to include: suntan lotioy, ' sunglasses,
mosquito lotion, ear plugs, visors, baseball hats; L rent umbrellas.
* Construct a miniature golf course
• Add a 'Rain Drop'.
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REVENUE GENERATION - FEE SCHEDULE UPDATE
Current proposed,
ZONING ADMINISTRATION
None 1. Appeal of City Administrator's
Decision, Board of Adjustment
and Appeals $ 0 $100
Appeal to City Council $ 0 $100
Mid 2. Conditional Use Permit
Home Occupation $ 85 $100
All Others $185 $200
Amendment $185 $200
Renewal $185 $200
Appeal to City Council $ 85 $100
High 3. Variances
Single Family Residential $ 85 $ 85
All Others - $135 -- $150-
Low 4. Rezoning
All Rezonings $250 $500
None 5. Zoning Verification $ 0 $ 15
Needs 6. Planned Unit Development
• Study Preliminary $200 4. $250 +
$15/acre $15/acre
Final $100 $200
None 7. Comprehensive Plan Amendment $ 0 $500
LAND DIVISION ADMINISTRATION
Current Proposed
Mid 1. Major Subdivisions
Preliminary Plat $245 + $300 +
$5/lot $6/lot
or or
$145 + • $200 4-
$3/acre $4/acre
Final Plat $125 $150
Low 2. Minor Subdivisions
Lot Splits $ 50 $100
Lot Reassemblies $ 50 $100
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Low 3 . Vacations
Streets/Alleys $ 75 $100
Easement $ 50 $100
(?) 4. Park Dedication 10% 10%
None 5. Trailway Dedication 0 Study
None 6. Stormwater Management Dedication 0 Study
N/A 7. Registered Land Survey $ 50 $250
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Summary printout of 1991 and 1992 city aid cuts
The following printout contains base. The total city aid cut will base. Cities can expect that this
the fmal calculations for calen- be $21 million of the total $50 cut will be taken equally from
dar 1991 and 1992 aid cuts. million cut from local govern- their July and December 1992
These represent the aid cuts ments statewide. (This cut was payments. The total city aid cut
passed in the 1990 tax bill, the included in the January 1991 will be $42 million of the $86
January 1991 budget balancing budget balancing bill). million cut from local govern-
bill, and the 1991 omnibus tax ments statewide.
bill. Column three
December 1991 cut, 1.6 percent Townships are exempt from
Aid cuts for both 1991 and 1992 of revenue base: The cut which 1992 cuts. Cities under levy
are based on city's pay 1991 will be made to the December limits are given authority to levy
"revenue base."This is defined aid payments. This is equal to the amount of this cut. (Note:
as the city's total pay 1991 1.60 percent of each city's Cities which have lost or are
certified levy (including special revenue base. The total city aid losing all of their LGA will not
levies) and local government aid cut will be $17 million of the receive expanded levy authority
(LGA). total $35 million cut from local with the aid cut. The aid cut
governments statewide. (This cut will reduce the amount of aid
All of the aid cuts listed will be was included in the 1991 omni- which is "in lieu" of property
subtracted first from LGA, then, bus tax bill). taxes, so taxpayers would see
if necessary, from equalization increased taxes as a result of the
aid, homestead and agricultural Column four aid cuts).
credit aid (HACA), and disparity Final 1991 aid: After the deduc-
reduction aid, in that order. tions for July and December aid Column six
cuts, this amount will be distrib- Final 1992 aid: After the cuts,
Column one uted to the city through ALL of this amount will be distributed to
1991 adjusted revenue base: The the aid formulas (LGA, equali- the city through all of the aid
city's 1991 revenue base (total zation aid, HACA, and disparity formulas (LGA, equalization
levies plus LGA). reduction aid) aid, HACA, and disparity reduc-
tion aid).
Column two Column five
July 1991 cut, 2.01 percent of 1991 aid cut, 4.03 percent of If you have any questions about
revenue base: The cut which will revenue base: The cut which will this printout call John Tomlinson
be made to the July aid pay- be made to the calendar 1992 aid or Sarah Hackett at 612/227-
ments. This is equal to 2.01 payments. This is equal to 4.03 5600.
percent of each city's revenue percent of each city's revenue
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July 12, 1991 P1
AID CUT AMOUNTS FOR CITIES IN 1991 AND 1992 Source: Minnesota House Research 7/8/91
(1) (2) (3) (4) (5) (6)
1991 1991 1991 FINAL 1992 FINAL
REVENUE JULY DECEMBER 1991 AID AID 1992 AID
CITY NAME BASE AID CUT AID CUT PAYMENTS CUT PAYMENTS
ROGERS CITY OF 177,441 3,564 2,835 11,057 7,159 18,879
ROLLINGSTONE CIT 150,310 3,019 2,402 89,799 6,064 92,309
RONNEBY CITY OF 3,758 75 60 1,990 152 2,009
ROOSEVELT CITY 0 4,917 99 79 3,808 198 3,833
ROSCOE CITY OF 16,109 324 257 8,755 650 8,874
ROSE CREEK CITY 88,742 1,782 1,418 75,681 3,580 75,489
ROSEAU CITY OF 727,208 14,607 11,619 344,645 29,338 350,523
ROSEMOUNT CITY 0 2,903,615 58,321 46,394 755,934 117,141 852,584
ROSEVILLE CITY 0 6,889,591 138,383 110,083 1,450,961 277,947 1,674,595
ROTHSAY CITY OF 103,609 2,081 1,655 69,859 4,180 70,011
ROUND LAKE CITY 102,442 2,058 1,637 50,835 4,133 52,103
ROYALTON CITY OF 123,583 2,482 1,975 69,760 4,986 71,751
RUSH CITY CITY 0 394,192 7,918 6,298 242,042 15,903 247,010
RUSHFORD CITY OF 448,229 9,003 7,162 264,073 18,083 267,023
RUSHFORD VILLAGE 144,349 2,899 2,306 63,480 5,823 63,868
RUSHMORE CITY OF 117,073 2,352 1,871 59,531 4,723 59,951
RUSSELL CITY OF 143,776 2,888 2,297 107,068 5,800 106,993
RUTHTON CITY OF 70,689 1,420 1,129 56,819 2,852 56,768
RUTLEDGE CITY OF 8,382 168 134 2,923 338 2,962
SABIN CITY OF 96,833 1,945 1,547 60,918 3,907 65,454
SACRED HEART CIT 242,474 4,870 3,874 177,237 9,782 177,603
SANBORN CITY OF 148,525 2,983 2,373 87,422 5,992 88,279
SANDSTONE CITY 0 374,339 7,519 5,981 271,214 15,102 271,817
SARGEANT CITY OF 10,915 219 174 5,403 440 5,588
SARTELL CITY OF 1,104,770 22,190 17,652 419,949 44,570 466,092
SAUK CENTRE CITY 1,310,618 26,325 20,941 833,347 52,874 836,354
SAUK RAPIDS CITY 1,752,741 35,205 28,006 1,204,509 70,711 1,239,200
SAVAGE CITY OF 2,191,741 44,023 35,020 455,668 88,421 513,240
SCANLON CITY OF 330,473 6,638 5,280 255,002 13,332 254,762
SEAFORTH CITY OF 22,093 444 353 16,484 891 16,497
SEBEKA CITY OF 230,967 4,639 3,690 186,390 9,318 186,240
SEDAN CITY OF 2,825 57 45 1,706 114 1,719
SHAFER CITY OF 50,503 1,014 807 23,195 2,037 25,235
SHAKOPEE CITY OF 2,705,190 54,336 43,224 476,067 109,135 578,397
,
SHELLY CITY OF 67,103 1,348 1,072 49,694 2,707 49,708
SHERBURN CITY OF 485,823 9,758 7,763 319,888 19,600 321,020
SHEVLIN CITY OF 14,169 285 226 9,204 572 9,255
SHOREVIEW CITY 0 4,275,902 85,885 68,321 739,299 172,503 864,553
SHOREWOCO CITY 0 1,856,988 37,299 29,671 138,190 74,916 276,376
SILVER BAY CITY 1,036,313 20,815 16,558 360,366 41,808 363,114
SILVER LAKE CITY 248,789 4,997 3,975 190,480 10,037 193,574
SKYLINE CITY OF 33,585 675 537 18,362 1,355 18,433
SLAYTON CITY OF 799,674 16,062 12,777 641,181 32,261 640,246
SLEEPY EYE CITY 1,131,526 22,728 18,080 882,294 45,649 884,487
SOBIESKI CITY OF 8,613 173 138 5,399 347 5,396
SOLWAY CITY OF 9,487 191 152 5,204 383 5,247
SOUTH HAVEN CITY 32,758 658 523 26,258 1,322 26,222
P16 LMC Cities Bulletin
-18-
Memo to: Dennis Kraft, City Administrator and Members of the City
Council
From: Mark McQuillan, Program Supervisor, Parks and Recreation
Subject: Parks and Recreation Department Analysis
Date: 7/11/91
Introduction
At its July 2, 1991 meeting, the Shakopee City Council was
briefed on the difficulties the Parks and Recreation Program
Supervisor was having in meeting deadlines and expectations. The
enormous number of recreation programs and services that the
department provides is beyond the means of one person.
Several alternatives were presented to solve this problem. They
included hiring an interim person to help with the Fall
activities, cutting programs and services and holding an
informational public hearing on alternative ways leisure services
might be delivered.
The Council chose to take no action until it receives more
background information on cost per activity and programs and
services which might be reduced or cut.
Background
A) On pages 3 & 4 you will find a list of all recreation
programs and activities that staff is directly
administering. The list is divided into five columns which
include information on:
Column #1 Name of activity
Column #2 Number of participants
Column #3 Fees charge to the participant
Column #4 Total fees collected by the Dept.
Column #5 Expenses - Labor and supplies
Column #6 If fees were raised $5. accross the board
(Page 4)
Column #7 If fees were raised 10% accross the board
Column #8 If fees were raised 20% accross the board
Column #9 If fees were raised 25% accross the board
Column #10 If fees were raised 33% accross the board
Column #11 If fees were raised 40% accross the board
The activities mentioned on this list usually involve a
seven step process. That process includes planning,
organizing, budgeting, hiring, promoting, controlling and
evaluating.
B) Page 5 is a list of all Auxiliary Agencies which utilizes
the services of the Parks and Recreation Department. These
services include such things such as providing meeting
space, reserving city and school facilities, developing game
schedules, advertising and promoting their programs, taking
Page 2
registrations, typing and processing information,
purchasing, inspecting and storing equipment, handling
inquiries and complaints and providing technical support.
The amount of service provided to each group varies. The
volunteer leadership of these organizations are expected to
recruit their own volunteers run the activity, raise funds
to operate their programs and, when possible, take
registrations and collect fees.
Each participant in these programs pays an Activity Fee
which is paid directly to the Parks and Recreation
Department. The youth pay an $11. per seasonal activity fee
and the adults pay a $15. per seasonal activity fee. In
most cases, there are additional fees assessed to the
participant by the associations and clubs to cover their
operating expenses.
C) Pages 6 & 7 include other administrative duties involving
the Program Supervisor.
D) On page 8 is a list of part-time positions.
E) Page 9 is a breakdown of Admistrative Functions.
F) Pages 10 - 13 are four different Department Organizational
Charts outlining various responsibilities. They show:
The 1990 Shakopee Community Recreation O. C.
The 1991 Parks and Recreation Department O.C.
Alternative O.C. with an additional employee
Alternative O.C. without additional employee w/cuts
G) Pages 14 - 31 are copies of Park and Recreation
Organizational Charts from other communities.
H) Pages 32 & 33 are a June 24, 1991 memo from staff to the
Parks and Recreation Advisory Board outlining possible
reductions and cuts in programs and services.
I) On pages 34 - 40 you will find the Report for reorganizing
the Parks and Recreation Department presented to the City
Council on February 5, 1991.
Recommendation
That the City Council review the information in this report
and discuss it with staff.
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page 5
SHAKOPEE PARRS AND RECREATION
The following activities are administered by d by the
depend on the Parks and Recreation Staff (in various degrees for administrative,
technical and secretarial services. Each participant pays an Activity Fee
(youth $11, Adults $15) to the City Parks and Recreation Department. The youth
their fee at the time of registration. The ddults pay their fee to their team
manager who, in turn, pays the league treasurer who, in turn, pays the Parks
and Recreation Department. Staff will be recommending that the adult programs
switch to a team fee based on average roster sizes. The budgeting process will
be easier and more accurate. See columns 5 and 6. Non-resident fees will stay
in tack.
Club or #'s Fee Total Add $5 to
Association Individual Collected all fees 10% 20% 25X 33X 40%
Youth
Baseball/Softba
Ages 9-10 BB 133 $11.00 $1,463.00 $665.00 $146.30 $292.60 $365.75 $482.79 $585.20
11-12 BB 112 $11.00 $1,232.00 $560.00 $123.20 $246.40 $308.00 $406.56 $492.80
13-15 BB 84 $11.00 $924.00 $420.00 $92.40 $184.80 $231.00 $304.92 $369.60
16 BB 16 $11.00 $176.00 $80.00 $17.60 $35.20 $44.00 $58.08 $70.40
Ages 9-10 SB 66 $11.00 $726.00 $330.00 $72.60 $145.20 $181.50 $239.58 $290.40
11-12 SB 106 $11.00 $1,166.00 $530.00 $116.60 $233.20 $291.50 $384.78 $466.40
13-15 SB 66 $11.00 $726.00 $330.00 $72.60 $145.20 $181.50 $239.58 $290.40
under 18 SB 9 $11.00 $99.00 $45.00 $9.90 $19.80 $24.75 $32.67 $39.60
Boys Basketball
Gr. 3 & 4 50 $11.00 $550.00 $250.00 $55.00 $110.00 $137.50 $181.50 $220.00
5 & 6 67 $11.00 $737.00 $335.00 $73.70 $147.40 $184.25 $243.21 $294.80
7, 8, & 9 68 $11.00 $748.00 $340.00 $74.80 $149.60 $187.00 $246.84 $299.20
Girls Basektbal
Gr. 3 & 4 32 $11.00 $352.00 $160.00 $35.20 $70.40 $88.00 $116.16 $140.80
5 & 6 80 $11.00 $880.00 $400.00 $88.00 $176.00 $220.00 $290.40 $352.00
7, 8, & 9 48 $11.00 $528.00 $240.00 $52.80 $105.60 $132.00 $174.24 $211.20
Football
Gr. 3 & 4 flag 60 $11.00 $660.00 $300.00 $66.00 $132.00 $165.00 $217.80 $264.00
5 & 6 tackl 91 $11.00 $1,001.00 $455.00 $100.10 $200.20 $250.25 $330.33 $400.40
7 & 8 Tackl 74 $11.00 $814.00 $370.00 $81.40 $162.80 $203.50 $268.62 $325.60
Hockey
Inhouse/traveli 95 $11.00 $1,045.00 $475.00 $104.50 $209.00 $261.25 $344.85 $418.00
Wrestling/Mat C
Gr. 1-6 73 $11.00 $803.00 $365.00 $80.30 $160.60 $200.75 $264.99 $321.20
Ski Club
Gr. 7-9 42 $11.00 $462.00 $210.00 $46.20 $92.40 $115.50 $152.46 $184.80
Totals Youth 1372 $15,092.00 $6,860.00 $1,509.20 $3,018.40 $3,773.00 $4,980.36 $6,036.80
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pall 6
SUMMARY OF OTHER ADMINISTRATIVE FUNCTIONS
•Publication of 3 Recreation Brochures
Fall = 13 pages
Winter = 12 pages
Spring = 18 pages
•52 Weekly Leisure Ledger Columns for Shakopee Valley News
.12 City Hall Updates and Chamber of Commerce Newsletters
•12 Monthly Park and Recreation Advisory Board Meetings
•technical advisor to Board
•conducting and organizing Board business and agenda
items
•Meeting and making presentations to civic groups and
organizations
•Meeting with other government officials and agencies
•County, School District, Department of Natural
Resources
•Meeting with City Council re: Parks and Recreation business
•submitting plans. furnishing data, creating and
recommending policies, department budgets, Parks CIP
•Interview, hire, process and train staff
•summer playground
•winter skating rinks
•coaches, officials, hall monitors
•pool staff (pool manager oversees training)
•Attend Department Head meeting twice monthly
•Conduct Department Staff meetings
•Conduct surveys when appropriate
•Maintain membership and participate in professional
organizations
•attend seminars and training to keep abreast of new
developments in the Parks and Recreation field
•member of National Recreation and Park Association,
Minnesota Recreation and Park Association
•Develop Department's yearly operation budget
•Parks and Recreation Administration
•Municipal Swimming Pool Program
•Make on-site visits to parks and report necessary repairs
to Public Works Department
page 7
•Network with other city departments to reduce duplicate
functions
•Process and approve department bills for City
Administrator's signature/approval
•Develop and maintain a working manual for the Parks and
Recreation Advisory Board
•Develop Yearly Goals and Objectives for the Department
Pa9� 8'
PART-TIME SEASONAL EMPLOYEES
Pool Employees 31
Roller-skating Trip Attendant 1
Family Trip Attendant 1
Dog Obedience Instructor 1
Adult Exercise Instructor 1
Adult Open Gym Attendant 1
Gymnastics Instructors 3
Family Fun Nights 7
Figure Skating Instructors 2
Adult Golf Instructor 1
Youth Golf Instructor 1
Junior Team Tennis Coach 1
Youth/Adult Tennis Instructor 1
Cheerleading Instructor 1
Winter Skating Rink Attendants 7
Summer Recreation Program 6
76
page 9
ALLOCATION OF STAFF FUNCTIONS
The following are percentages of an amount of tasks/functions
associated in each area of administration. There will be some
replication in the kinds of duties performed in each area.
54. 1% Park and Recreation Administration
eg/ Park & Rec Advisory Board
Public Relations - Publicity
CIP - Fundraising - Pool Personnel
Functions: Approximately 570
32. 6% Recreation Programming eg. - Summer
Playground
Trips & Tours
T-Ball - Nearball
Showcase
Functions: Approximately 343
13. 3% Auxiliary Agencies
100% eg. Youth Football Assn.
Jr. High Ski Club
Youth Basketball
Functions: Approximately 140
Note: No particular scientific method was used in determining
these figures.
Pule to
7
1940
F. SHAKOPEE COMMUNITY RECREATION ORGANIZATIONAL CHART
1
ELECTORATE
SCHOOL DISTRICT #720 CITY OF SHAKOPEE
SCHOOL BOARD CITY COUNCIL
SHAKOPEE COMMUNITY RECREATION BOARD
} SHAKOPEE COMMUNITY RECREATION DIRECTOR
tl
PROGRAM SUPERVISOR CLERK/SECRETARIES
YOUTH BASEBALL/SOFT: • LL MEN'S BASKETBALL
ASSOCIATION
MEN'S BROOMBALL
BASKETBALL
• ASSOCIATION MEN'S SOFTBALL
FOOTBALL WOMEN'S SOFTBALL
:ASSOCIATION
CO-REC SOFTBALL
HOCKEY ADULT SPORTS
ASSOCIATION 1 MEN' S VOLLEYBALL
YOUTH SPORTS
MAT CLUB I WOMEN 'S VOLLEYBALL
SPECIAL EVENTS
SKI CLUB f MEN 'S TOUCH FOOTBALL
SWIMMING POOL REGISTRATIONS
YOUTH SPORTS 1 SOFTBALL ASSOCIATION
COALITION PARK & PICNIC SCHEDULING
SHAKOPEE PRAIRIE
*COMMUNITY RECREATION DIRECTOR SQUARES
ALSO SERVES AS PARK DIRECTOR
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Pelt 16
ADMINISTRATION
Director of
Parks and Recreation
Randy Oppelt
Landscape Secretary III
Technician Deb Cobbins
Dave Grommesch Secretary II
Judy Gilson
• Support for • General Clerical
Implementation of Support
Parks Master Plan and • Facility
C.I.P. Reservations
• Preparation of Plans - Athletic Fields
and Specifications - Hockey Rinks
• Park and Landscape - Recreation
Planning Buildings
• General Department - Community Rooms
Support
Superintendent of ' °Superintendent of
Park Services Recreational Serv.
Paul Hokeness Terry Schultz
PRIMARY COMMUNITY
GROUP CONTACTS: • BAC
• BASA
• LAKE ALIMAGNET CENTER FOR THE ARTS
• COMMUNITY EDUCATION
• SIOUX TRAIL SENIOR CENTER
FOCUS FOR 1991: • COMMUNITY CENTER
• PARK BOND REFERENDUM
• MAINTENANCE CENTER
• CITY TRAIL SYSTEM
• EFFICIENCY AND PRODUCTIVITY ENHANCEMENTS
• PARKS MASTER PLAN REVISION AND IMPLEMENTATION
Paso /7
FORESTRY
Superintendent of
Park Services
Paul Hokeness
Parks
Secretary
Barb Georges
(.12 F.T.E.)
City
Forester
Bob Hulett
Parkkeeper
(1 F.T.E.)
Seasonal
Employees
(1.82 F.T.E.)
PROGRAMS: • DISEASE CONTROL & PEST MANAGEMENT
• PROJECT GREEN/ARBOR DAY
• PARK PLANTING & MAINTENANCE
• BOULEVARD PRUNING
• HORTICULTURE
• PUBLIC SERVICE/OUTREACH
PRIMARY COMMUNITY
GROUP CONTACTS: • HOMEOWNERS
• SCHOOL GROUPS
• DEVELOPERS/CONTRACTORS
• BOY & GIRL SCOUTS
FOCUS FOR 1991: • URBAN REFORESTATION
• SEEDLING PLANTINGS
• TREE SURVEY
• NEW PARK LANDSCAPE DESIGN
past If
PARKS MAINTENANCE & DEVELOPMENT
Superintendent of
Park Services
Paul Hokeness
Parks
Secretary
Barb Georges
(.38 F.T.E.) Asst. Park
Supervisor
Gary Erickson
Parkkeepers
I, II, III
(9 F.T.E.)
Seasonal
Twenty Six
(7.16 F.T.E.)
PROGRAMS: • TURF MANAGEMENT
• ATHLETIC FIELDS
• PLAYGROUNDS AND BEACHES
• ICE RINKS AND SKI TRAILS
• PICNIC FACILITIES
• PARK DEVELOPMENT/RENOVATION
PRIMARY COMMUNITY
GROUP CONTACTS:
• BURNSVILLE ATHLETIC CLUB
• CRYSTAL LAKE HOMEOWNER'S ASSOCIATION
• LAC LAVON HOMEOWNER'S ASSOCIATION
• TREE TRUST/COURT SERVICES
• FIRE MUSTER
• SCHOOL DISTRICTS
• TOURNAMENT SPONSORS
FOCUS FOR 1991: • BLACK TOP MANAGEMENT PROGRAM
• MAINTENANCE FACILITY
• MAINTENANCE STANDARDS AND PROCEDURES
• TEAM BUILDING
• PARKS BOND '92
• WATER QUALITY MANAGEMENT
• EURASIAN WATER MILFOIL WATCH FORCE
• YOUTH WORK/TRAINING PROGRAM
pole !?
GOLF COURSE
Superintendent of Superintendent of
Park Services Recreational Serv.
Paul Hokeness
Terry Schultz
Golf Course
Supervisor
Joe Baker
Asst. Supervisor
One
Employee
(.66 F.T.E.)
Clubhouse/Maint.
Workers
Seven Employees
(2.35 F.T.E.)
•
PROGRAMS: • COURSE MAINTENANCE
• CLUBHOUSE OPERATIONS
• LEAGUES
• LESSONS
• MARKETING
• TOURNAMENTS
PRIMARY COMMUNITY
GROUP CONTACTS: • BAC
• 15 LEAGUES
• FIRE MUSTER TOURNAMENT
• BURNSVILLE HIGH SCHOOL
• SIOUX TRAIL SENIOR CENTER
FOCUS FOR 1991: • DEVELOPMENT OF LEAGUES/TOURNAMENTS
• ENHANCING AND DEVELOPING INSTRUCTIONAL PROGRAM
• DEVELOPMENT OF CHEMICAL HANDLING AND OUTSIDE
STORAGE AREA
• IMPROVE QUALITY AND SPEED OF PLAY
174740
ICE CENTER
Superintendent of
Recreational Serv.
Terry Schultz
Ice Center
Manager
Tom Seesz Ice Center
Secretary
Mary Gerhardt
Maintenance
( Supervisor Learn to Skate
........ . John Von Bank
Program Director
Jan Vraa
(.44 F.T.E.)
Maint./Ice Guards
Temporary part time Learn to
22-25 Employees Skate Staff Office
(5.8 F.T.E.) Nine Employees Attendant
(1.0 F.T.E.) Two Employees
PROGRAMS: • ICE CENTER MAINTENANCE (•29 F.T.E.)
• OFFICE OPERATIONS
• LEARN TO SKATE
• PUBLIC SKATING
• SUPPORT AND SCHEDULE PROGRAMS OFFERED BY MAJOR
USER GROUPS
• PRO SHOP
1 • MARKETING AND PROMOTIONS
• ADULT HOCKEY LEAGUE
PRIMARY COMMUNITY
GROUP CONTACTS: • BURNSVILLE HOCKEY CLUB
• BURNSVILLE MINNESOTA VALLEY FIGURE SKATING CLUB
• BURNSVIT,T,F,/EAGAN HIGH SCHOOLS
FOCUS FOR 1991 : • MARKETING UNSOLD ICE
• MAXIMUM PARTICIPATION OF LEARN TO SKATE PROGRAM
• CONTINUE SUPPORT OF OUR MAJOR USER GROUPS
• CONTINUALLY IMPROVING CUSTOMER SERVICE
pale_ ,
RECREATION
Superintendent of
Recreational Serv.
Terry Schultz
� 4
Recreation ; ‘\'
Pr og/Facilities Supv.
Gary Harker
Recreation Recreation
Programmer
Programmer
Julie Dorshak Bob Norman
(.65 F.T.E.) (.17 F.T.E.)
Programs Programs Programs
• Playground Program • Facility Scheduling • Outdoor Skating (34.
(13 employees/1.85 (ballfields, picnic employees/2 .37 FTE)
FTE) areas, rec bldgs) • Outdoor Basketball
• Halloween Trail • Beaches (13 Teen/Adult
• Children's Art employees/2.86 FTE) • Halloween Trail
Festival • Park Service Offcrs
• Sand Volleyball (5 emp/. 69 FTE)
• Ski and Tea • X-Ctry Skiing (5
• Moonlight Ski Club employees/.42 FTE)
• Seniors Ski Club • Brochure Development
• Youth Ski Club • Men's and Co-Rec
• Women's Broomball Broomball
• Adult Soccer • Concession
Operations
• Special Events (4-8
employees/.14 FTE)
• Groundpounder's
• District/State
Softball
PRIMARY COMMUNITY
GROUP CONTACTS: • BAC/VAA/LAA
• FIRE MUSTER
• SCHOOL DISTRICTS
• SOCCER CLUB
• MRPA/MSF
• CONCESSIONAIRES
• LOCAL CIVIC GROUPS
• BEAT (TENNIS)
FOCUS FOR 1991: • RECREATIONAL SERVICES MASTER PLAN
• ADD TWO NEW PLAYGROUND SITES
• TEEN PROGRAM ADDITIONS
far ak
SOFTBALL
Superintendent of
Recreational Serv.
Terry Schultz
Recreation
Programmer
Bob Norman
(.54 F.T.E.)
Softball
Officials
Contracted
Service
PROGRAMS: • LEAGUE DIRECTOR FOR MEN'S LEAGUE:
132 - 160 TEAMS
• SCHEDULING
• OFFICIALS
• PUBLICITY
PRIMARY COMMUNITY
GROUP CONTACTS: • BURNSVILLE MEN'S SOFTBALL ADVISORY COUNCIL
• MN RECREATION AND PARK ASSOCIATION
• MN SPORTS FEDERATION
FOCUS FOR 1991: • CONTINUE LEAGUE'S SELF-SUPPORTING STATUS
• SCHEDULING SOFTWARE
• MAXIMIZE USE OF FACILITIES TO ACCOMMODATE GROWTH
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JOB SEGMENT
ASSISTANT DIRECTOR OF PARKS AND RECREATION
12/90
ASSOCIATIONS AND COMMUNITY GROUPS' LIAISON:
Youth Hockey Community Band
Youth Gymnastics Jazz Band
Youth Football Wildflower Club
Youth Basketball North Suburban Soccer
PICNIC SHELTERS: policy enforcement; coordination through front
office
OUTDOOR FACILITY COORD: Hockey rinks, Baseball fields and assist-
ance in Softball field scheduling
NATURE CENTER: Coordinate thru Naturalist - 3/4 time postiion (pgms)
- Facility responsibility thru Park Superintendent
INTERNSHIPS:
PROGRAM: - Golf lessons thru Clubhouse Supv. and Superintendent
- Rosefest Co-Chair
- 623 Run
SUPERVISION OF DAILY OPERATIONS OF: 1) parks 2) Recreation 3) Ice Arena
4) Golf Course
SUPERVISION OF SPECIAL PROGRAMS (Ex: Clubhouse remodeling, Ice Arena
entrance, etc. )
OTHER: * oversee computer operation
* assessment procedures (ongoing)
* administration detail from Director
- PIP
- Comten building
- planning (5 yr. plan)
- other special meetings
pale 457
JOB SEGMENT
RECREATION SUPERINTENDENT
12/90
ADULT PROGRAMS: Dog Obedience
Ceramics
Basketball Leagues
Volleyball Leagues
Softball League/with Program Supervisor
YOUTH PROGRAMS: Prep, Pool & Play Gymnastics
Open Basketball Kids Korner
Volleyball Clinic Special Population
Halloween Party Jr. Leaders
Easter Egg Hunt Teen Program
Gymnastrada Tap & Ballet
Family Circus Recreation Roundup
C.P. Roundup (All) Ball Skills
Mini Soccer T-Ball/Near Ball
Baton Classes Clown Club
OTHER: Equipment/T-Shirt Ordering
Program Brochures
NYSCA
Working with Program Supervisors (2)/Clerical
Staff
Outdoor Facility Coord: Softball Fields
JOB SEGMENT
PROGRAM SUPERVISOR I
12/90
ADULT PROGRAMS: Broomball
Boot Hockey
Football
Soccer
Karate
Softball with Recreation Superintendent
YOUTH PROGRAMS: After School Sports Tennis
Basketball 1-2, 3-4 Roller Hockey
Gym Hockey Fast Pitch Softball
Ringette Softball
Volleyball
SPECIAL EVENTS: Halloween Party
CP Roundup (All)
Track & Field
Basketball Clinic
OTHER: NYSCA
JOB SEGMENT
PROGRAM SUPERVISOR II
12/90
ADULT PROGRAMS: Senior Program Bandy
Over 50 & Fit One Pitch Softball
Bocce Ball Sandlot Volleyball
Tai Chi Chih X-Country Ski Lessons
YOUTH PROGRAMS: Speedskating
SPECIAL EVENTS: Adult & Youth Trips Coord (incl Fantastic Fridays
Volunteer Coord. and Recognition
Sr. Halloween Party
Summer Entertainment
X-Country Ski Rental
CP Roundup (All)
Ski Trips
Rosefest Co-Chair
Run for Roses
Volksmarch
OTHER: Bird Club
Dingdongers
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JOB DESCRIPTION
111 CITY OF CHANHASSEN
POSITION: Park and Recreation Coordinator
DEPARTMENT: Park and Recreation _ DATE: January, 1991
i
OBJECTIVE AND SCOPE
III
Performs professional work related to park land acquisition q tion and
physical planning and development of parks, open space, and
III trails where a strong understanding of park planning concepts,
principles and, techniques is required. Administers policy and
procedure as outlined in the City Comprehensive Plan and Park and
Recreation Ordinances. Administers and oversees the development
III of leisure time, recreational, sports activities and programs,
and special community events within the City.
ill Provides primary staff support to the Park and Recreation Com-
mission and appropriate Task Force Study groups, including coor-
dinating work with consultants. Provides work direction to the
OilRecreation Supervisor. .
Works closely with the City Public Work's Department to complete
development and coordinate maintenance of facilties; and with the
III Planning and Engineering Departments in reviewing development
plans so as to ensure development is in accordance with objec-
j tives and guidelines established by the City Council.
1:: RELATIONSHIPS
Reports to: City Manager
Supervises : Recreation Supervisor and Seasonal Employees
itCoordinates with local Community Services Directors and neigh-
boring Park and Recreation Directors to provide recreational
programs, park facilities and connecting trail systems.
MSPECIFIC RESPONSIBILITIES
I 1 . Plan and direct the general administration of the Park and
Recreation Department.
ill 2. Provide advise/recommendations, with supportive data, to the
Park and Recreation Commission and special study groups, i.e.
Community Center Task Force, Trails Task Force, etc. , in the
preparation of park plans, ordinances, reports and recommen-
Idations relative to community services objectives and goals.
3. Review land development plans and make recommendations based
I on City park and trail plans, ordinances, and policies in the
form of oral and written reports directed to the City Council
and Park and Recreation Commission.
il
31
pa92 30
Oversee and evaluate the organization and coordination of
programs to achieve objectives, including:
- all city athletic, recreational and leisure programs for
all age groups
- enrichment and educational programs for all ages
- working with community services coordinators of the school
districts as appropriate
- hiring and supervising program instructors or assistants as '
necessary.
5. Oversee the coordination of scheduling and maintenance of
all facilities by working with the public works department. , f
6 . Prepare recommendations for the purchase, utilization ; and
maintenance of necessary equipment, materials, and supplies.
7 . Draft and administer an annual departmental operating budget.
8 . Draft and administer an annual program and capital improve-
ment budget.
9 . Provide direct supervision to the Recreation Supervisor and
act as a liaison to consultants.
10. Keep informed on all aspects of concern in the park and
recreation field, so as to improve methods of administration,
when possible, in Chanhassen.
REQUIREMENTS
EDUCATION: Bachelor ' s degree in recreation or 'physical education.
EXPERIENCE: Minimum 3 years of responsible experience in munici-
pal park and recreation administration.
1
32
Page 30
Oversee and evaluate the organization and coordination of
programs to achieve objectives , including :
- all city athletic, recreational and leisure programs for
all age groups
- enrichment and educational programs for all ages
- working with community services coordinators of the school
districts as appropriate
- hiring and supervising program instructors or assistants as
necessary.
5 . Oversee the coordination of scheduling and maintenance of
all facilities by working with the public works department.
6 . Prepare recommendations for the purchase, utilization ; and
maintenance of necessary equipment, materials , and supplies.
7 . Draft and administer an annual departmental operating budget.
8 . Draft and administer an annual program and capital improve-
ment budget.
9 . Provide direct supervision to the Recreation Supervisor and
act as a liaison to consultants .
10 . Keep informed on all aspects of concern in the park and
recreation field, so as to improve methods of administration,
when possible, in Chanhassen.
REQUIREMENTS
EDUCATION: Bachelor ' s degree in recreation or physical education.
EXPERIENCE: Minimum 3 years of responsible experience in munici-
pal park and recreation administration.
I
I
I
4
32
c/,e,/ /e ,64"
�lJ`� � '/ Sc� "•�T%rim .�,� ,G�'-�� PQ 9 t 3 I
JOB DESCRIPTION
CITY OF CHANHASSEN
POSITION: Recreation Supervisor I
DEPARTMENT: Park and Recreation DATE: January, 1991
OBJECTIVE AND SCOPE
Responsible for:
- planning, development and coordination of leisure time,
recreational, and sports activities and programs for all ages
within the community.
- planning and organizing community events. •
Also responsible for recreational programming in conjunction with
the Park and Recreation Commission, school districts, and other
community groups such as the Chanhassen Athletic Association and
local hockey associations.
Works closely with the City Public Work's Department to coor-
i dinate maintenance of facilities.
RELATIONSHIPS
Reports to: Park and Recreation Coordinator
Coordinates with Districts 112 and 276 Community Services Direc-
tors and neighboring Park and Recreation Directors to provide
recreational programs.
Oversees hiring and supervision of part-time and seasonal
employees as required.
City liaison to community organizations, i .e. CAA and CCHA.
SPECIFIC RESPONSIBILITIES
1. Work with the Park and Recreation Coordinator to develop and
recommend recreational and community service objectives.
- identify community needs and interests;
- coordinate with community services objectives of the
school districts;
- this includes planning for the development of park and
recreational facilities as well as for specific
recreational programs;
1 2. Act as programming advisor and staff representative for the
Park and Recreation Commission in the preparation of reports
and recommendations relative to community services objectives
and goals.
33
priAe 31 ,s
CoN tiN N
3 . Organize and coordinate programs to achieve objectives,
including:
- all city athletic, recreational and leisure programs for
all age groups
- enrichment and educational programs for all ages
- working with community services coordinators of the .school
districts as appropriate
- hiring and supervising program instructors or assistants as
necessary.
4 . Coordinate the scheduling and maintenance of all facilities.
Work with the public works department to ensure that facili-
ties are ready for scheduled activities and that repairs are
made as necessary. Also coordinates with the school
districts concerning the use of school facilities as
appropriate.
5. Evaluate all programs.
- develop feedback from participants
- review costs and attendance
- coordinate with school district personnel, etc. to deter-
mine if programs are meeting objectives.
- prepare recommendations for changes as indicated.
6 . Arrange for publicizing and promotion of programs as
appropriate. Prepare or coordinate the preparation of
announcements, schedules, etc.
7. Prepare recommendations for the purchase, utilization, and I
maintenance of necessary equipment, materials, and supplies.
8. Prepare annual program budget recommendations to the Park and I
Recreation Coordinator.
9. Perform other duties as necessary to achieve the City' s
recreational and community services objectives.
REQUIREMENTS
11 1. Education: Bachelor's degree in recreation orh sical
education. P y
2. Experience: Minimum 1 year of responsible experience in
municipal recreation or similar programs.
3 . Good ability in planning, organizing, and coordinating I
diverse recreational programs.
4. Ability to work effectively with city and school officials I
and employees, and with the general public.
5. Good knowledge and understanding of related community agen-
cies and services. 11
II
34
r
pale 31.
3 . Organize and coordinate programs to achieve objectives,
including :
- all city athletic, recreational and leisure programs for
all age groups
- enrichment and educational programs for all ages
- working with community services coordinators of the .school •
districts as appropriate
- hiring and supervising program instructors or assistants as
necessary.
4 . Coordinate the scheduling and maintenance of all facilities.
Work with the public works department to ensure that facili-
ties are ready for scheduled activities and that repairs are
made as necessary. Also coordinates wi *h the school
districts concerning the use of school facilities as
appropriate.
5. Evaluate all programs.
- develop feedback from participants
- review costs and attendance
- coordinate with school district personnel, etc. to deter-
mine if programs are meeting objectives.
- prepare recommendations for changes as indicated.
6 . Arrange for publicizing and promotion of programs as
appropriate. Prepare or coordinate the preparation of
announcements , schedules, etc.
7. Prepare recommendations for the purchase, utilization, and
maintenance of necessary equipment, materials, and supplies.
8 . Prepare annual program budget recommendations to the Park and I
Recreation Coordinator.
9. Perform other duties as necessary to achieve the City's
recreational and community services objectives.
REQUIREMENTS
11 1. Education: Bachelor's degree in recreation or physical
education.
2 . Experience: Minimum 1 year of responsible experience in
municipal recreation or similar programs.
3 . Good ability in planning, organizing, and coordinating I
diverse recreational programs.
4. Ability to work effectively with city and school officials I
and employees, and with the general public.
5. Good knowledge and understanding of related community agen- I
cies and services.
II
34
r
pQ9e
(9 Cs'
Memo To : Parks and Recreation and Advisory Board
From: Mark McQuillan, Program Supervisor
Subject: Reduction of Programs and Services
Date: 6/19/91
INTRODUCTION
When the City of Shakopee absorbed Community Recreation, it
elected not to fill the vacancy left by the Director, George
Muenchow, who retired on December 31, 1990 . This left the
department with less than 50% of professional staff.
It was not immediately known what effect the cut in staff would
have on services or programs because the winter programs were in
progress and the spring and summer programs were already planned.
Six months later though, programs and services have remained at a
high level , but at the expense of staff working a lot of
overtime. At times, staff found themselves barely making
deadlines and not able follow up on their work as well as they
like.
With the City's financial forecast being less than optimistic,
there may be little chance for bringing the staff size back up to
its previous level . Therefore, staff is recommending cutting back
on some of its programs and services. The Parks and Recreation
Advisory Board should review these proposed cuts and discuss what
effects they may have on the community.
BACKGROUND
Staff has identified a list of programs and services targeted to
be eliminated. No action will be taken on this proposal until
the public has had a chance to respond.
ACTIVITIES IDENTIFIED TO BE ELIMINATED
7th & 8th Grade Volleyball Teams
7th & 8th Grade Wrestling Teams
Kemps Skate Races
Figure Skating/Pre-hockey Instruction
7th & 8th Grade Cross Country Running
Jaycees Gun Safety Registrations
Teen Broomball Tournament
NYSCA Coaches Training
Jr. Team Tennis Team
Dog Obedience
Family Fun Nights at the Jr. High
Adult and Youth Umpire Clinics
Co-sponsorship of District and State Softball Tournaments
Adult Exercise Classes
Youth and Family Trips
Hershey Track and Field Program
Pa-er 3 3
Snowmobile Registrations
4 on 4 Touch Football
Eligibility Checks for Adult Softball
SERVICES TO BE ELIMINATED
Building Reservations for Prairie Squares
Typing for Sr. Citizen Clubs
Purchasing of Athletic Equipment for Associations
Eliminate Ball Field Reservation for Adult Softball
Eliminate the hiring of employees for Auxiliary Agencies
Since some of these activities are held in the fall , staff is
requesting public notification be done immediately and that a
special Parks and Recreation Advisory Board Meeting be held
Monday, July 15 .
OTHER POSSIBILITIES
Eliminate all administrative services to Auxiliaey Agencies. By
eliminating these services , we could further reduce staff size by
one but it will be difficult to justify the collecting the
individual Activity Fee. There would be a loss in fees of about
$45,000 to $50,000.
RECOMMENNDATION/ACTION
That staff send a letter to those groups who will be most
affected by these reductions inviting them to attend a public
hearing on Monday, June 15 , 1991 at 7:00p.m. in the Council
Chambers of City Hall.
39
RECOMMENDATIONS
FOR
REORGANIZATION
OF THE
SHAKOPEE PARKS AND RECREATION DEPARTMENT
SUBMITTED BY:
MARK McQUILLAN
PROGRAM SUPERVISOR
JANUARY 10 , 1991
6e
Pa 9e 3C
RECOMMENDATIONS
FOR REORGANIZION
SHAKOPEE PARKS AND RECREATION STAFF
When the City Council decided it would not fill the position of
retiree George Muenchow, it was very clear that the decision was
based solely on economics, a savings of $30 ,000. Little thought
was given as to what impact this would have on services or staff .
Nevertheless, a repositioning of priorities will be necessary in
order to meet the expectations of the citizens, the City Council ,
the Parks and Recreation Advisory Board and City Administration.
Outlined below is each position's present duties and
responsibilities and suggestions for reorganization.
RECEPTIONIST
The Receptionist, Kathy Lewis, is responsible for answering in-
coming phone calls; handling registrations at the counter; photo-
copying; filing; preparing the Board Packet; ordering office
supplies when needed; sorting mail; posting bills; issuing
permits for picnic shelters, ball fields and picnic kits; billing
delinquent accounts (users) ; checking out keys to park
facilities; inputting computer data; typing letters, memos,
information sheets, reports, and promotional flyers. The bulk of
her time is spent answering phones, taking registrations and
processing registrations and recording minutes at the Community
Recreation Board meetings.
SECRETARY/CLERK
Our Secretary/Clerk, Judy Techam, has responsibilities including
scheduling school facilities for our users; handling
registrations and processing monies for deposit; typing league
schedules, rule sheets, memos, letters, flyers and reports for
the Program Supervisor; developing various reports for the
Program Supervisor and Director; creating posters for activities,
issuing permits for picnic shelters, ball fields and picnic kits;
handling reports for the pool and concessions for ice rinks;
attending training seminars for CEMS software system and services
acting as our computer representative to TIES; and tending to the
day to day needs of our instructors for Dog Obedience, Fitness
Classes, Golf and Tennis lessons and the 7 & 8 Grade Volleyball
and Wrestling Coaches.
Besides her job with the Parks and Recreation Department, Judy
and her husband have administered the youth basketball program
(also known as the Shakopee Basketball Association) in our
community since 1975. This includes grades 3-9 . Judy has
demonstrated that she is capable of supervising programs.
6e. 1
p9' . 3/0
PROGRAM SUPERVISOR
The Program Supervisor is Mark McQuillan. His responsibilities
include planning, organizing, controlling, budgeting and
evaluating a variety of wholesome recreation programs for all
citizens. This includes adult and youth sports, special events,
cultural programs , education activities , and seasonal events .
Specific duties include hiring and supervising (currently) 53
part-time seasonal employees; advising 16 different Auxiliary
Agencies; preparing a quarterly brochure that is mailed to all
residents; preparing memos, reports and occasionally conduct
studies; assisting with the planning of park improvements and
actively participating in professional associations and community
affairs.
POOL MANAGER
This position is currently held by Kim Tieben. She has worked at
the pool for 11 years, the last 4 years as manager. Her
responsibilities include supervising 24 part-time seasonal pool
employees; scheduling all employees work hours, coordinating the
Instruction Program including scheduling of specific classes,
staff training, supervising and reporting in a professional and
proper manner, ensuring the pool is sanitized and all areas are
properly cleaned, back washing and keeping proper water level in
the pool . Daily reports are also a requirement for this
position.
RECOMMENDATIONS
Receptionist
1) Since the Spring and Summer months are the busiest times of
the year for this Department, it is the desire of this staff
to hire a part-time office person to help with some of the
clerical work from April 1st to August 15 . This position
would average approximately 20-25 hours per week. The rate
of pay would be $4 . 50 per hour. This person would spend a
majority of their time processing forms or inputting
computer data.
2) Adding another keyboard and monitor connected to the IBM AT
computer in our office will allow both Kathy Lewis and Judy
Techam to simultaneously use the computer which is not
possible now. Right now, there is a tremendous backlog of
data (registrations) that needs to be entered into the
computer.
3) Once the additional computer equipment is installed Kathy
will allocate more of her time typing reports, memos ,
letters , and processing registrations and to make sure they
are kept current.
6e.2
Pa.cr 37
4) Kathy will no longer be taking minutes of the Parks and
Recreation Advisory Board Meetings. Sharon Storholm,
secretary for the Planning Commissioner's meetings, will
absorb those duties.
Secretary/Clerk
1) The question at this time is whether or not administration
wishes to create another level of supervision. Prior to
Judy coming to Shakopee Community Recreation, the department
had a Program Aide position. This position combined the
duties of Secretary and Program Specialist as well as
arranged classes for adult education and planned field
trips. Even though we no longer handle Community Education
functions, there has been an increase in various recreation
activities since Judy's arrival .
2) Judy does everything that a secretary would do and more.
Adding more responsibilities would involve overseeing or
supervising other staff , mainly part-time personnel .
Pool Manager
This position is currently a seasonal position. The planning
process, which begins in February, has been the function of the
Director. Staff recommends having the Pool Manager assume most
of those responsibilities by starting her employment in February
on a 20 hour per week basis. With these added responsibilities ,
I suggest that her wage be increased to compensate for the
additional tasks she will be performing.
The 1991 Wage and Salary Schedule states that the Pool Manager's
hourly rate will be $7 . 54. Considering that a Lifeguard at the
new Chaska Community Center starts at $8. 00 per hour, our pool
manager is being grossly underpaid. Kim Tieben is one of the few
people in the Scott and Carver County area that is qualified to
train and certify Water Safety Instructors. It would be a major
"blow" to our pool program should we lose her services. Kim has
been approached by Chaska Parks and Recreation and Eden Prairie
Parks and Recreation to come work for them.
OTHER CHANGES
It is staff's intent to have the Summer Recreation Supervisor,
Bonnie Karst, spend approximately 20 hours in early February to
help with the planning of the Spring and Summer Recreation
Activities. She would be on call to help when needed. The
Shakopee Showcase and the Hershey Track and Field Event are
examples in which she could be of assistance.
Our Family Fun Night Coordinator, Pat Pass, is interested in
supervising our field trips. There are about six Family Trips
planned in a given year.
6e.3
ease 38
The Parks and Recreation Department staffs five skating rinks
during the winter months. Previously, the Director was
responsible for weekly visits to each site to be sure they were
adequately supplied with refreshments and to handle any other
necessary matters.
Staff's recommendation is that a person who will report to the
Department Director be hired to act in this capacity.
PROGRAM SUPERVISOR/DIRECTOR
The additional duties of Park Administrator will obviously have
an effect on how the Program Supervisor manages his time. The
City Council is committed to making acquisition and development
of parks and trails high priority in the community.
Therefore, the Program Supervisor will need to prioritize
accordingly:
* Reduce the amount time in meeting with Auxiliary Agencies .
* Not add new programs until staff is brought back to its
former level .
* Utilize part-time staff more efficiently.
* Network with other City Departments to accomplish certain
projects.
PRIORITIES
PUBLICITY: Leisure Ledger Column, Quarterly Recreation
Brochure, Chamber of Commerce Newsletter.
SUPERVISION: 53 part-time staff and two full-time support
staff.
PARK PLANNING: CIP
BUDGET CONTROL: Recreation Administration, Pool , CIP.
RECREATION
PROGRAMMING: Will be reduced, but there are over 150
activities.
POLICIES: Carry out established policies and recommend
new policies whenever appropriate.
MEETINGS: Park & Rec Advisory Board, City Council ,
Professional Association, special event
planning, Scott County Drug Abuse Prevention
Commission, and Auxiliary Agencies when
requested.
6e.4
TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: Five Year Equipment List
DATE: July 23, 1991
Introduction
Attached is the new draft of the Five Year Equipment List. It is on the
table for the July 23 council meeting to allow Council time to review the list.
It is not intended to have a detailed discussion on the list at the July 23
meeting.
Background
The attached list reflects the requests received from the departments.
Included on the list are capital equipment items costing $5,000 or more that are
to be funded by the Capital Equipment Revolving Fund. The list has been reviewed
by the City Administrator , Management Analyst and the Finance Director. As a
result of that review, below are comments that Council may wish to discuss and
give direction to staff regarding specific items on the list.
1. Inspection truck in 1993. Replacement of the older truck in the
department may depend on staffing at that time.
2. Police computer system. Delete from this list because the cost is an
aggregate of items that may add up to $5,000. This is an annual recurring
expenditure for smaller items and therefore would be funded by general
fund resources.
3. Police mobile display terminals. Combine into 1992 to purchase all units
in one year and equip all squads at once.
4. Fire pagers. Combine into 1992 and purchase all new pagers in one year to
provide all fire fighters the same equipment.
5. Fire 2nd squad. Request is to get two old squads being replaced in 1992
for Fire dept. use, one to replace the current Chief's car and one
additional car. The Police Dept. is planning on keeping one of the two
cars being replaced next year. Council should discuss the increase in the
fleet by keeping the current Fire Chief's car and adding a 1992 turn down
from the Police Dept. versus retiring the current Chief's car and no
increase in the fleet.
6. Fire pumper for 2nd station. Consider deleting from this list and funding
as part of the construction of the station paid for by referendum bonds if
that is the funding source to be used.
7. Engineering 1992 truck. Council may want to discuss whether four wheel
drive is necessary on this vehicle. Engineering trucks accumulate miles
at a relatively low rate. It may be better for the city to have a
department that accumulates miles at a higher rate (Inspection) use a
truck for a few years and then cycle down to Engineering. Inspection
trucks run 7,300 to 9,500 miles per year while Engineering trucks run
2,500 to 5,500 miles per year.
8. Engineering 1994 car/truck. As the 1994 budget gets closer, Council may
want to review the purchase of this vehicle and what type to get versus
turn down of an unmarked police vehicle in good condition. The current
Public Works Director's car (1987 Nova) has 43,000 miles on it.
9. Street 1992 dump truck. Proposal is to buy a new truck and not sell an
old one. Council may wish to review the increase in the fleet.
10. Street 1992 loader and 1995 bobcat. The city has two medium size loaders.
Last year a bobcat was purchased. It is proposed to replace a 1975 loader
in 1992 and add another larger bobcat in 1995. Council may wish to review
the needs and the usage for the various loaders versus bobcats and whether
the usage is seasonal and perhaps seasonal rental or contracting should be
considered.
11. Park 1993 truck. Proposal for replacement of the 1983 truck includes
keeping the old truck resulting in an increase in the fleet.
12. Recreation 1992 vehicle. The usage in 1991 for the Recreation Dept. car
is running at an annual rate of 2,000 - 2,500 miles. Council should
review whether assigning a department vehicle is warranted or whether a
second pool vehicle similar to the planning dept. car is warranted.
Council may wish to set a worksession in the very near future to review the
list with staff.
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MEMO TO: Honorable Mayor and Council
FROM: Dennis R. Kraft, City Administrator
RE: Arbitrators Decision and Award on the Teamsters Local 320
(Shakopee Police Officers) Union Arbitration Case
DATE: July 23 , 1991
The arbitrator has made his decision and award for the Police
Officers Union. The arbitration hearing was held on May 13th.
There were ten issues certified as being at impasse. Each issue is
stated and followed by the decision of the arbitrator. If any
Councilmember would like to see the complete arbitration opinion
and the post hearing briefs I will be happy to provide them,
however because of the lengths of these documents I am not
distributing this information to each Councilmember.
Issue #1 Wages
The Union had requested a 5% salary increase and the City' s
position was no salary increase. The arbitrators award was a 2%
across the board salary increase for 1991 .
Issue #2 Insurance, Employers Contribution
The Union' s final position was an employer contribution increase of
$25. 00 per month and the City' s position was no increase. The
arbitrator agreed with the City' s position and allowed no changes
in the level of City contribution for health insurance coverage.
Issue #3 Medical Reimbursement Fund
The Union had requested the establishment of a medical
reimbursement fund and the City's final position was an amount
consistent with that paid for other City employees. The arbitrator
agreed with the City position and did not establish a medical
reimbursement fund.
Issue #4 Uniform Allowance
The Union' s final position was an increase in the uniform allowance
of $25. 00 and the City' s final position was an amount based on the
Stanton five average. The Stanton five average for 1991 is $412 . 00
a year and the City of Shakopee is already paying $450. 00 a year.
The arbitrator directed that the uniform amount remain unchanged
for 1991.
Issues #5 and #10 On Longevity and Incentive Pay
The Union' s final position was to increase longevity by $25. 00 at
each level and the City' s position was to delete longevity pay for
new employees and establish an incentive pay program for existing
employees. The arbitrator' s award resulted in no change in the
dollar amounts of longevity pay. The arbitrator did not allow the
establishment of an incentive program for new employees.
Issue #6 On Number of Holidays
The Union's final position was one additional holiday and the
City's position was to have the number of holidays be equal to
those provided to other City employees. The arbitrator ruled in
favor of the City and directed that the number of holidays remain
at 11.
Issue #7 Holiday Premium Pay
The Union' s final position was for an additional 1/2 time to be
paid for work on New Years Day, Thanksgiving Day and Christmas Day.
The City' s position was no change from the existing contract. The
arbitrator' s award was consistent with the City's position that no
change in the holiday premium pay be made for 1991 .
Issue #8 Vacation
The Union' s final position was one additional day per year up to a
maximum of 25 days vacation and the City's final position was the
vacation amount equal to that of other Shakopee City employees.
The arbitrator awarded one additional day vacation per year up to
a maximum of 25 days (the Union' s position) .
Issue #9 Sick Leave Conversion
The Union' s position was that at the end of each year employees
would have their yearly unused sick leave converted to a two for
one basis for either pay or time off. The City's final position
was no change from the existing labor contract. The arbitrator
supported the City position on sick leave conversion consequently
there is no change in the existing contract. The arbitrator did
indicate that interest arbitrators will disregard internal
comparisons when external market data show that a public employer
is substantially out of line with comparable political
subdivisions. However the Union failed to demonstrate that
Shakopee Police Officers are disadvantaged relative to their
counterparts in other jurisdictions.
MEMO TO : Dennis Kraft, City Administrator
FROM Mark McQuillan, Parks and Recreation
SUBJECT: Park and Recreation Personnel Additions
DATE July 23, 1991
INTRODUCTION
During the first seven months of 1991, the duties of the Parks and
Recreation Director and the Program Supervisor have and are being
carried out by one person. Should the Council choose to, add
another full-time person to the Department, you may wish to hire
that person at an entry level position which is a Program
Supervisor. The salary range for an entry level position would be
between $22, 000 to 25, 000.
The current Program Supervisor, who is already performing the
duties of a Director, could be elevated to the position of Director
at a Step II salary range. The 1991 Pay Plan shows that the
Director 's salary at Step II is 838, 912. This would be an increase
for the current Program Supervisor of about 82, 000 for 1992 if no
cost of living increases are given to employees.
1991 PAY PLAN
Step I Step II Step III Step IV Step V Step VI
Director $36, 480 38, 912 41, 344 43, 776 46, 208 48, 640
Prog. Sup. $27, 566 29, 403 31, 241 33, 079 34, 917 36, 754
Should the Council decide to hire another person to help with the
Fall Programs (Fall : Sept. - Dec. ) , the entry level salary during
that period would range between S5, 500 to $6, 250.