HomeMy WebLinkAbout09/08/1992 TENTATIVE AGENDA
ADJ.REG.SESSION SHAKOPEE, MINNESOTA SEPTEMBER 8, 1992
Mayor Gary Laurent presiding
1] Roll Call at 7: 00 P.M.
2] Police Sergeants Litigation and Promotion
3] Recess to the Committee of the Whole
4] Convene as Committee of the Whole
a] 200 Levee Drive Custodial Services Funding
b] Continue Discussion on the 1993 Budget - Bring
information distributed previously
c] Acquisition of Land South of the High School
5] Re-convene City Council
6] Set A Public Hearing Date for the 1993 Budget
7] Set A Budget Number
8] Res. No. 3661, Setting Proposed Maximum 1992 Tax Levy,
Collectable in 1993
9] Authorize Advertisement for Bids for City Council Audio
Visual System - memo on table
10] Other Business:
a]
b]
11] Adjourn to Tuesday, September 15, 1992 at 8:00 P.M.
Dennis R. Kraft
City Administrator
2
TO: Mayor Laurent
Counc_lmembers
Dennis R. Kraft, City Administrator
FROM: Tom Steininger, Chief of Police
SUBJECT- Vacant Police Sergeancy
DATE: 01 13 92
INTRODUCTION:
Sgt. Gerald Poole was assigned the duties of Acting Deputy Chief of
the Shakopee Police Department which left a Patrol Sergeancy
vacant.
BACKGROUND:
State law requires the Police Civil Service Commission to establish
"eligible registers" and to certify the three names standing
highest on the appropriate list to fill any vacancy. These lists
must be the result of competitive testing.
On 10 15 90 , the appropriate notices were posted inviting officers
who wished to establish themselves as candidates for the rank of
Sergeant to notify the Commission of their intentions. On
11 02 90 , the Coe ission invited eight officers who identified
themselves as candidates to participate in written testing which
was administered on 11 20 90 . The officers who passed the written
test were interviewed on 12 O8 90 .
After the interviews, the Commission recessed until 12 10 90 when
they reconvened and established an eligibility list for the
position of Sergeant. At the same meeting, the Commission
certified the three candidates listed below as standing highest on
the list. Any of the three candidates were eligible to be
appointed .
1 . Ronald Carlson 80 . 49
2 . Raymond Erlandsen 79 . 29
3 . Brian Clark 78 . 45
On 12-19-90, Raymond Erlandsen was promoted to Sergeant which
removed his name from the eligibility list. The list, however is
good for two years from the date it was established. The top three
names on the list are now:
I . Ronald Carlson 80 . 4,
2 . Brian Clark 78 . 45
3 . Bryan Koch 70 . 96
Sufficient funds exist in the 1992 Police Budget to pay a sergeant
should the council promote one.
ALTERNATIVES :
1 . Promote Officer Carlson to Sergeant.
2 . Promote Officer Clark to Sergeant.
3 . Promote Officer Koch to Sergeant.
4 . Do not fill the vacant sergeancy.
RECOMMENDATION:
Alternative 42 .
All candidates represented themselves very well during testing and
selection of finalists must have been difficult. The point spread
between the top two candidates is only 2 . 044 indicating that they
are both very knowledgeable.
Promoting Officer Clark would provide the best fit on the
management team with which I wish to accomplish the goals I have
shared with you and tc implement additional concepts which we have
agreed would make the police department more responsive to our
community.
..ACTION REQUESTED: -
Appoint Officer Clark to the position of Police Sergeant, effective
immediately, at the 1992 rate of $3174 . 85 per month with subsequent
adjustments as provided for by the Police Sergeant' s Union
Contract.
ALTERNAT i•:ES :
1 . Promote Officer Carlson to Sergeant.
2 . Promote Officer Clark to Sergeant.
3 . Promote Officer Koch to Sergeant.
4 . Do not fill the vacant sergeancy.
RECOMMENDATION:
Alternative 32 .
All candidates represented themselves very well during testing and
selection of finalists must have been difficult. The point spread
between the top two candidates is only 2 . 04s indicating that they
are both very knowledgeable.
Promoting Officer Clark would provide the best fit on the
management team with which I wish to accomplish the goals I have
shared with you and to implement additional concepts which we have
agreed would make the police department more responsive to our
community.
- ACTION REQUESTED:
Appoint officer Clark to the position of Police Sergeant, effective
immediately, at the 1992 rate of $3174 . 85 per month with subsequent
adjustments as provided for by the Police Sergeant ' s Unice
Contract.
,. .. TO: Tom Steininger, Chief of Police
FROM: Shakopee Police Civil Service Commission
SUBJECT: Eligibility Register
DATE: January 13, 1992
In accordance with provisions of M.S.A. 419, the following
individuals are hereby certified as being the top three
candidates on the current eligible list for promotion to
the position of Sergeant.
1: Ronald Carlson
2. Brian Clark
3 . Bryan Koch
I 1
i „�- LS,%
Marcia Spagnolo,l Chair
Shakopee Police Civit Service Commission
MEMO TO: Honorable Mayor and Council
FROM: Dennis R. Kraft, City Administrator
RE: Budget Discussion
DATE: September 4, 1992
At a Committee of the Whole meeting last month a Councilmember
questioned the need for the City to pay for custodial services for
the elderly high rise located at 200 Levee Drive. In response to
that concern, Mr. Judson Kenyon of the Scott Carver Dakota CAP
Agency will be in attendance. The CAP Agency provides a nutrition
program at the 200 Levee Drive site. The objective of this
discussion will be to determine whether the 1993 Budget should
contain funding for custodial services at 200 Levee Drive or
whether this will be provided from some other source. Attached
please find a letter from Judson Kenyon which will provide
additional background information on this subject.
The City Council also earlier directed that the acquisition of land
south of the High School be included as a part of this budget
discussion. I would like to remind the City Council that the
community survey which is currently being completed will provide
assistance to the Council relative to needs perceived by community
residents. Council may which to initiate discussion on this
subject, however I would urge that no final decision be made until
the results of the survey have been received and analyzed by the
City Council.
Agenda Item #6 addresses the need to set a public hearing date for
the 1993 Budget. According to the provisions of State Law
initially the School Districts within the City and Scott County are
allowed to choose dates for their public hearings. The City then
will be allowed to select hearing dates. The specific
possibilities are mentioned in a memo from the Finance Director
(Item 4B and found on page 2 paragraph 7) . It is specifically
recommended that the City Council schedule the hearing for either
December 7th or 9th so that if a second meeting is necessary it can
be held on either December 10th or 16th.
1117. 7
Dennis Kraft-City Administrator
City of Shakopee
129 East First Avenue
Shakopee, MN 55379
Dear Mr. Kraft,
It would be appreciated if you would pass this letter on to the
Shakopee City Council, for it is intended to serve as a request
for their continued support of the Senior Dining Program and
Senior Center at 200 Leevee Drive.
In the past, the City of Shakopee has provided funds for
utilities, refuse removal, professional cleaning of kitchen,
equipment maintenance, general dining and restroom cleaning,
insurance, supplies, staff cost and the lease amount, which is
$1.00 per year. As recent as 1991, this amounted to $11,001.97.
Realizing that all funding/revenues for all levels of government
and including the Title III program that provides funds for the
Senior Dining program have been reduced, we have looked for ways
to reduce requests to all concerned. With respect to that, we
are requesting that the City Council consider the following 1993
funding request for Senior Programming at 200 Leevee Drive.
General Cleaning $2,400
Utilities 1,000
Total $3,400
Both the Senior Dining Program and Senior Center at 200 Leevee
Drive provide area citizens with many hours of recreational
enjoyment, plus balanced hot nutritional meals which have greatly
enhanced senior living in the City of Shakopee.
I would be available at the Councils request to further expand on
the Senior programming at 200 Leevee Drive. Thank you for your
past support and I look forward to continued cooperation for
providing senior services in Shakopee.
Sincerely,
Judson Kenyon\.)
Program Manager
JK:ajr
9/8/92
SHAKOPEE SENIOR DINING PROGRAM
HISTORY:
Program started in 1974 at Shakopee House. St. Mary's School was the location prior to
moving to 200 Levee Drive in March of 1981. Scott-Carver-Dakota CAP worked with the
Shakopee HRA to receive a grant from the Metropolitan Council for approximately $11,000
for equipment.
Prior to moving in 1981, the City of Shakopee entered into a contract agreement with Bergstad
Companies (owner of 200 Leevee Drive) to insure that the Seniors in the Shakopee community
have access to a Senior Center and Dining Site. The current lease agreement expires in
December of 1994. Currently the lease is $1.00.a year.
In 1995 there is the possibility of Bergstad Companies increasing the rent to 70% of market
value. Estimated to be $7,000 to $8,000 annually. Our current position on that issue would
be for Bergstad Companies to continue to provide the space for $1 because it provides a
valuable asset to keeping his building at 100% occupancy.
Now with regard to the current request:
1993 Request General Cleaning 2,400
Utilities 1.000
3,400
In previous years the City of Shakopee has allocated amounts significantly higher than $3,400.
The amount allocated in 1991 was $11,000 which included $5,400 for cleaning and $1,500 for
utilities.
All levels of funding have budget restrictions. The funding by the Older Americans Act for
Senior Dining Programs has not changed in several years. When you consider increases in the
cost of living, this equates to a funding cut. Recognizing this, we feel a local reduction in
program support is also warranted, thus the request only for$3,400.
There are nine communities that have senior dining programs. All communities currently are
making financial contributions to the program in the forms of cash contributions, cleaning and
utility cost, equipment maintenance and repair and donated spaces. No Title 3 funds are
allotted to any community for these services.
A major component of the Minnesota Board on Aging Title 3 funding is a requirement of local
support.
What the $3,400 will assist in providing:
* 11,500 Meals served annually (.29 per meal).
* 270 Area seniors served (unduplicated).
* Average of 45 meals served daily.
Page 2
9/8/92
What are the Seniors providing:
* 1,955 Volunteer hours (setting up dining area, assisting in serving, clean up,
kitchen assistance)
* $17,961 in cash contributions toward the cost of the meal -"
What other local services have provided recently:
2 Oven, 8 Burner Range $2,100
Commercial Sanitizer $2,600
Commercial Meat Slicer 600
$5,300
Additionally, approximately $750 has been expended by Scott-Carver-Dakota CAP for
equipment repair m the past year.
As you can see, there are many funding components that need to all happen to make the Senior
Dining program in Shakopee a successful operation. We thank you for your support in the
past and hope you look favorably on the 1993 funding request.
Judson Kenyon
Program Manager
JK:ajr
yb
T0: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: Tax Impact On Various Property Values
DATE: August 27, 1992
Attached are schedules showing:
1) The formulas to convert the assessors estimated market value to tax capacity.
2) The gross tax on selected residential parcels over the past six years.
3) The gross tax on selected commercial parcels over the past six years.
4) The estimated gross tax on selected residential parcels with the pay 1992
city tax rate increased by various factors.
5) The estimated gross tax on selected commercial parcels with the pay 1992 city
tax rate increased by various factors.
Note that there is no adjustment for growth in value in the city. The
estimated market value has grown about 1 1/2% for pay 1993. The tax capacity
values are not available yet. There is no adjustment for the shift from higher
value houses and commercial/industrial property to lower value residential
property. There is no adjustment for any change in fiscal disparities or
homestead credit factors.
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TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: 1993 Budget Items
DATE: September 3, 1992
Introduction
There are basically three things that Council needs to accomplish on September
8th and, if continued, September 10th.
A) Council must set the public hearing dates.
B) Set a budget number.
C) Set the proposed maximum tax levy for 1992/93.
These three items must be certified to the County Auditor no later than September
15th.
Background
Some information as follow up from previous budget meetings and items to be
resolved;
1) The beginning General Fund - Fund Balance was $1,857,719 which is 36.7% of
the 1992 General Fund Budget. The target set by Council is 25% which is
$1,265,302. The difference is $592,417 (11.7%) over the target fund
balance.
2) Race track fiscal disparities option. The 'city as a whole' is
contributing the fiscal disparities tax capacity to the pool instead of
the track TIF district. This maximizes the city's collection of tax
increment but raises the taxes of the property owners in the taxing
jurisdictions. The dollar amount of fiscal disparities on the tax
statements of the properties in the track TIF district is $285,587 for
1992.
If the track does not pay the 1992 taxes, the 'city as a whole' will still
make the tax capacity value contribution to the pool. The effect is about
2% of a city residential tax bill or $25+/-. About 21% of the impact will
be on areas outside the city (rest of ISD 720 and county) .
The option to change to the TIP district can be exercised up to December
and be effective for pay 1993, however, the truth in taxation notices will
be based on the status quo unless action is taken quickly.
3) The staff of ISD 720 was contacted is see what the impact of the potential
loss TIF revenue would be on the referendum levy. That issue is being
explored but information was not available at the time. The possible tax
levy for 93 is probably in the range of 3% less than 92 without factoring
in the change due to the track. That factor may yield a no change for 93.
4) Council PERA. Once an employee makes sufficient income to join PERA, they
stay in even if their income drops. The program for elected officials has
no income minimum. Elected officials with income above the minimum have
the choice to join the coordinated program or the elected official
program.
5) One item discussed was canceling the debt service tax levy and levying it
as a general fund levy in order to possibly be in a better position for
future imposition of levy limits by having a higher General Fund levy.
There are two bond issues for which Council could cancel the levy for
1993. The 1985A and the 1988A Improvement Debt Service Funds have
sufficient monies on hand to retire the related bonds and therefore do not
need to levy any taxes ($21,159) to support the debt.
The remaining debt service tax levies for pay 1993 could be canceled if
Council would make an irrevocable transfer by resolution to take money
from another source (General Fund - fund balance over the target) and
transfer it into the debt service funds in place of the 1993 levy.
Council could either not replace the money in the source fund or levy
taxes as a General Fund levy ($202,676) to replace it.
6) The County appears to intend to hold to the 6-10-6 plan with a tax
increase of 6%. The Council liaison may have an update with the most
current information from the County Board meetings.
7) Council need to set the public hearing dates for the budget/tax levy
hearing. If weekends, Fridays and regular Council meeting dates are
excluded, the remaining dates available to Council are:
Monday November 30
Wednesday December 2
Monday December 7
Wednesday December 9
Thursday December 10
Wednesday December 16
Council should set a date and a follow-up date in the event the hearing is
continued.
8) There some 'projects' listed in the proposed Capital Improvement Plan that
was on the Council agenda for 9/1/92 that show funding from the General
Fund in 1993 but are not in the proposed General Fund budget that Council
has been discussing. The projects include:
A) #82 Annual trail construction @ $25,000, General Fund @ 40% =
$10,000.
B) tEl Stans Park Land Acquisition @ $300,000, General Fund and
land dedication.
C) #F1 & #F2 Salt Storage Building ($100,000) and Public Works
Parking lot overlay and extension of paved area ($100,000) . No
funding is shown for these projects. General Fund could be a source
of funds. The overlay of the existing parking lot seems to me to be
analogous to a street overlay as opposed to a reconstruction and
therefore a maintenance item which should be paid for out of the
General Fund.
9) Council discussed paying for office equipment for City Hall departments
that was included in the proposed General Fund budget out of the CIF Fund
- City Hall remodel project. The items and budget amounts are:
Administration computer $2,400
portable computer 2,000
net work software upgrade 4,000
Finance typewriter replacement 900
file cabinet 700
Legal printer 1,750
file cabinet 700
Planning computer 3,000
Inspection file cabinet 600
Engineering autocadd station 10,000
Recreation printer 1.800
Total 27,850
Note: Paying for the autocadd station out of the Capital
Improvement Fund would reduce the transfer in from the Capital
Equipment Fund that was previously proposed, unless Council wants to
make the transfer in a flat amount rather than tied to specific
purchases as has been done in the past.
10) An item 'on the table' is whether Council wants to continue to put the
SPUC contribution over the minimum in the Capital Equipment Fund or change
practice and put it into the General Fund. The Capital Equipment Fund
received $233,188 in 1991.
11) Does Council wish to 'do' anything with the General Fund - fund balance
over the target? Possible dispositions include transfer to Capital
Equipment Fund, use to support 1993 General Fund budget, use to cancel
1992/93 debt service tax levies, use for projects listed in #8 above. The
proceeds from the sale of land to the state for the mini bypass is
included in the fund balance over target. That amount is $260,000.
12) The 'budget' amount that has been certified to the County Auditor in the
past has been the General Fund expenditure appropriations amount. I am
not aware of any impact of this certification to the County Auditor other
than to comply with the truth in taxation law.
13) The proposed maximum tax levy amount certified on the 15th of September
will be used to calculate the estimated property tax statements that will
be mailed by the County Auditor to each tax payer. The newspaper that has
to be published for the public hearing will not show the levy amount or
change from prior year, just when and where the hearing is held.
14) How much of an increase in engineering fees should be budgeted (if any)
due to possible change to a percentage basis for charging projects? The
fees have been increased by $30,000 based on the Public Works Director's
advice.
Action
Several of the above items could have an impact on the proposed tax levy that
must be certified to the County Auditor by September 15, 1992. Council should
discuss the various items in preparing to decide how much to levy for payable
1993 taxes.
--- - --- -- - - - ----
2/1
TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: 1993 General Fund Budget Data
DATE: September 3, 1992
1) Attached are pages 1 & 2 showing the General Fund budget summary. Please
note that revenue estimates are about the same as 1992 while the
expenditure amounts increase.
2) Attached are pages 3 through 12 showing the General Fund revenue detail.
3) Attached is page 13 showing the current status of the individual divisions
within the General Fund incorporating some of the things discussed by
Council and other refinements from staff as the budget process has
continued.
4) Page 14 shows the percentage change from the listed 1992 division budget
amounts to the current 1993 estimates. For those divisions with changes
over 10%, the following listing shows the major items to explain the
larger increases;
Administration - professional services increases due to cable and
labor relations activities.
Legal - additional part time staff and professional services for
code update.
Planning - professional services for planning studies.
Fire - wages increase, moving ambulance into this division, capital
equipment.
Engineering - 2 1/4 additional employees.
Shop - additional employee and capital equipment.
Pool - physical modifications to facilities.
Park - capital equipment, staff allocations
Unallocated - provision for General Fund COLA and comp worth
adjustments.
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TO: Dennis Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: 1993 Proposed Budget Resolution
DATE: September 3, 1992
Introduction
Attached is Resolution Number 3661 which sets the maximum proposed 1992/93
tax levy.
Background
Time frames
The existing law requires that Shakopee certify a proposed budget, budget
hearing date and proposed maximum tax levy to the county by September 15. The City
has to publish notice and hold a hearing, adopt the final tax levy and adopt the
budget at the hearing, and then certify the final levy to the county by December
28. 1992.
Tax Levy
The proposed maximum tax levy for 1992/93 has yet to be determined by Council.
The General Fund levy for pay 1992 was $2,430,838 and the debt service levy was
$184,175 for a total certified levy of $2,615,013.
General Fund Budget
The Council is supposed to certify a proposed budget to the County Auditor by
September 15th. Council may change the amount up or down for the final budget.
The resolution includes a blank to be filled in for the expenditure amount.
Action
Discuss the preliminary maximum tax levy and possible amendments to the
proposed resolution. Offer Resolution Number 3661, A Resolution Setting Proposed
Maximum 1992 Tax Levy, Collectable In 1993, and move its adoption.
RESOLUTION NO. 3661
A RESOLUTION SETTING PROPOSED MAXIMUM 1992 TAX LEVY, COLLECTIBLE IN 1993
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAXOPEE, COUNTY OF SCOTT,
MINNESOTA, that the following sums of money be levied as the proposed maximum tax
levy in accordance with existing law for the current year upon the taxable property
in the City of Shakopee, for the following purposes:
GENERAL FUND LEVY $
DEBT SERVICE SPECIAL LEVY
1985A Improvement Bonds $ 5,239
1986A Improvement Bonds 32,646
19868 Improvement Bonds 29,877
1987A Improvement Bonds 5,281
1988A Improvement Bonds 15,920
1990A Improvement Bonds 134,872
1991A Improvement Bonds -0-
223,835
TOTAL LEVY _ S
BE IT FURTHER RESOLVED, that the proposed appropriations for the General Fund
Budget for 1993 is $
BE IT FURTHER RESOLVED, that the City Clerk is hereby instructed to transmit
a certified copy to this resolution to the County Auditor of Scott County,
Minnesota.
Adopted in session of the City Council of the City of Shakopee,
Minnesota, held this day of , 1992.
Mayor of the City of Shakopee
ATTEST: City Clerk
Approved as to form City Attorney
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MEMO TO: Dennis R. Kraft, City Administrator
FROM: Barry A. Stock, Assistant City Administrator
RE: Authorization to Bid - Council Chambers
Audio/Video System
DATE: September 8, 1992
INTRODUCTION:
On September 1, 1992 Council authorized the appropriate City
officials to enter into an agreement with Southwest Audio Visual to
complete design plans and specifications for the audio/video system
in the new council chambers. Staff would like to request Council
authorization to advertise for bids for said project.
BACKGROUND:
The most recent City Hall renovation budget includes $48,000 for a
council audio/video system. The consultant has completed the
design specifications for the audio/video system for the new
council chambers. The plans prepared by our consultant are
basically consistent with what was presented by the Cable
Commission this past Spring. Even though the original proposal
submitted by the Cable Commission for a video system in the council
chambers did not include audio, our consultant is optimistic that
the complete audio/video system will be within the budgeted amount.
The bid specifications have been drafted in such a fashion so that
contractors have the option of bidding the audio and video system
separately or as one joint project. Our consultant feels that this
will give us the best possible prices.
Our contract manager has requested that we get the audio/video
contractor on board in a timely manner so that all construction can
be coordinated in an efficient manner. Therefore, staff would like
Council authorization to advertise for bids for the council
chambers audio/video system at this time.
ALTERNATIVES:
1. Authorize the appropriate City officials to advertise bids for
the council chambers audio/video system.
2 . Do not authorize advertising for bids for the council chambers
audio/video system at this time.
3 . Table action pending further information from staff.
STAFF RECOMMENDATION:
Staff recommends alternative #1.
ACTION REQUESTED:
Move to authorize the appropriate City officials to advertise bids
for the council chambers audio/video system.