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06/17/1997
TENTATIVE AGENDA ECONOMIC DEVELOPMENT AUTHORITY IN AND FOR THE CITY OF SHAKOPEE,MINNESOTA Adjourned Regular Meeting Tuesday,June 17, 1997 1. Roll Call at 7:00 p.m. 2. Approval of the agenda 3. Approval of May 20, 1997 minutes 4. Financial A.)Approval of Bills 1.Additional payment to TKDA for Blocks 3 &4 project 2.Payment to Jaspers,Moriarty&Walburg for professional services rendered 5. Informational Items: A.)Update on staff review of Rehab Grant Program and related Design Guidelines B.)Set tentative meeting time for Work Session on Rehab Grant Program 6. Other Business: 7. Adjourn edagenda.doo i TENTATIVE AGENDA CITY OF SHAKOPEE ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JUNE 17, 1997 LOCATION: 129 Holmes Street South Mayor Jeff Henderson presiding 1] Roll Call at 7:00 PM - followed by a moment of silence in remembrance of Fire Chief Mark Huge 2] Recess for an Economic Development Authority Meeting 3] Re-convene 4] Approval of Agenda 5] Approval of Consent Business - (All items noted by an * are anticipated to be routine. After a discussion by the Mayor, there will be a opportunity for members of the City Council to remove items from the consent agenda for individual discussion. Those items removed will be considered in their normal sequence on the agenda. Those items remaining on the consent agenda will otherwise not be individually discussed and will be enacted in one motion.) 6] Liaison Reports from Councilmembers 7] Mayor's Report 8] RECOGNITION BY CITY COUNCIL OF INTERESTED CITIZENS *9] Approval of Minutes: May 20, 1997, Adj. Reg. Session and May 14, 1997, Work Session *10] Approve Bills in the Amount of$996,042.42 11] Communications A] 1996 Audit Report 12] 7:00 P.M. Public Hearings: A] Proposed Vacation of Quincy Circle North of Vierling Drive - Res. No. 4682 4 B] Currency Exchange License - DRM LLC of Shakopee dba/American Pawnbrokers, Res. No. 4684 13] Recommendations from Boards and Commissions A] Planned Unit Development Amendment No. 2 for Scherer South -Res. No. 4686 B] Zoning Text Amendment Regarding Office Uses in the Industrial Zone - Ord. No. 488 C] Zoning Text Amendment Regarding Landscape Requirements - Ord. No. 487 D] City Code Amendment Regarding Park Dedication - Ord. No. 489 and Res. No. 4678 TENTATIVE AGENDA June 17, 1997 Page -2- 14] General Business A] Police and Fire *1. 1998 Task Force Participation - Res. No. 4691 B] Park and Recreation 1. Prairie Bend Park 2. Meadows 9th Addition Park 3. Timber Trails Park C] Community Development *1. Maple Trails Estates Preliminary Plat Time Extension *2. Set Public Hearing Date for Vacation of Alley in Courthouse Square and Blocks 57 and 58, Original Shakopee Plat - Res. No. 4685 *3. Set Public Hearing Date for Vacation of Easements in Valley Park 12th and in Canterbury Park 3rd - Res. No. 4689 *4. Publish Notice of Shakopee Crossings Planned Unit Development Environmental Assessment Worksheet (EAW) 5. Transit Tax Levy and Budget - Res. No. 4690 D] Engineering 1. Approve Plans for Vierling Drive, CR 69 to Presidential Lane, 1997-1, Res. No. 4687 *2. Approve Plans for 1997 Street Overlay, 1997-2, Res. No. 4688 3. Purchase of Skid Steer Loader for Public Works Department 4. Project Coordinator in the Engineering Department *5. Amendment to City Code Regarding Refuse Service Area- Ord. No. 490 - if ready 6. Scott County Justice Center Utility Costs E] General Administration *1. Temporary Liquor License- Church of St. Mark *2. 1997/1998 Wine License Renewals *3. 1997/1998 3.2 Malt Liquor License Renewals *4. 1997/1998 On Sale Intoxication Liquor License Renewals 5. 1997/1998 Insurance Renewals *6. Arbitrage Services *7. 1998 Employee Group Insurance 8. Managed Care for Work Comp Claims 9. FY 1998 Budget Instructions 10. Performance Aid *1 1. Completion of Probationary Status of the Payroll-Benefits Coordinator 12. Shakopee Library Status 15] Other Business 16] Recess for an executive session to discuss labor negotiations and pending litigation 17] Re-convene 18] Adjourn OFFICIAL PROCEEDINGS OF THE ECONOMIC DEVELOPMENT AUTHORITY SHAKOPEE, MN ADJOURNED REGULAR SESSION MAY 20, 1997 Members Present: DuBois, Zorn, Henderson, Link, and President Sweeney Members Absent: None Staff Present: Mark McNeill, EDA Executive Director; R. Michael Leek, Community Development Director; Paul Snook, Economic Development Coordinator; Bruce Loney, Public Works Director/City Engineer; Judith S. Cox, EDA Secretary; and Jim Thomson, City Attorney 1. Roll Call: President Sweeney called the meeting to order at 7:02 P.M. Roll was taken as noted above. 2. Approval of Agenda: The following item was added to the agenda: 8A) Brambilla Property Taxes and Other Properties Henderson/Zorn moved to approve the agenda as amended. Motion carried unanimously. 3. Approval of April 8 and April 28, 1997 Minutes: Link/Zorn moved to approve the April 8, 1997, minutes. Motion carried with Cncl. DuBois abstaining from discussion and voting. DuBois/Zorn moved to approve the April 28, 1997, minutes. Motion carried unanimously. 4. Recognition of Interested Citizens by the EDA Pat Deering, 904 S. Fuller Street, approached the podium and said there was a sense of vibrancy in other nearby communities, and spoke in favor of a gazebo band stand park in Shakopee (Blocks 3 and 4) to encourage community spirit. Don McNeill, 1101 Naumkeag, approached the podium and suggested taking advantage of what Shakopee has to offer. He noted that if a 3-story building were constructed (on Blocks 3 and 4) you could not see over the building into the city as you enter from the North. F Official Proceedings of the May 20, 1997 Shakopee Economic Development Authority Page -2- 5. Financial: A. Approval of Bills Zorn/DuBois moved to approve bills in the amount of $2,491.51 for the EDA General Fund and $101,418.09 for the Blocks 3 & 4 Fund. Motion carried unanimously. 1. Business Relocation Claims For Blocks 3 & 4 Project Mr. Snook noted additional business relocation claims totaling $206.10 for Shakopee Antiques, The Antiquated Place, and Tin Horse Antiques. Henderson/Link moved to approve the business relocation claims for Shakopee Antiques, The Antiquated Place, and Tin Horse Antiques ($68.70 each). Motion carried unanimously. 2. Payment to Dulas Excavating Henderson/DuBois move to approve the payment of the Dulas contract amount less the 5% retainage, totaling $138,375.10. Motion carried unanimously. 6. New Business: A. Rehab Grant Program 1. Request from Olympic Pools for Payment Mr. Leek reported that JMS Properties has completed work relating to a rehabilitation grant program agreement and has submitted an invoice in the amount of$13,018 ($132 less than the maximum grant amount approved in January of 1997). He said lien waivers have been submitted and the site inspected and recommended approval of the payment. Zorn/Henderson moved to approve the payment of$13,018 to JMS Properties (dba Olympic Pools). Motion carried with Cncl. Link abstaining from discussion and voting. 2. Application - Eagle's Club/Tom Gestach Mr. Leek explained that there was a misunderstanding regarding submission of the actual application and scheduling of the grant request for review, and that removal of the siding had begun. The cost of the proposed improvements is Official Proceedings of the May 20, 1997 Shakopee Economic Development Authority Page -3- $18,130 and the grant request is $4,532. He said that because the proposed improvements constitute a substantial improvement to the property consistent with the intent of the design guidelines, as well as the misunderstanding, staff recommends approval. Zorn/DuBois moved to approve the requested rehabilitation grant application for $4,532 to the Eagles Club, to be paid upon receipt of the appropriate papers. A discussion ensued regarding the confinement of grants to some commercial areas and restriction to historic areas. Motion carried unanimously. DuBois/Zorn moved to direct staff to review the grant program and to place it on the next work shop agenda. Motion carried with Cncl. Zorn opposed. B. Blocks 3 & 4 1. Change Order For Asbestos Abatement Mr. Snook explained that asbestos was found in both buildings (221 and 237 1st Ave. E.) and a change order has been requested in the amount of$10,700 for asbestos abatement work for a portion of the Blocks 3 & 4 project which was not included in the original contract documents. DuBois/Zorn moved to approve the change order for additional asbestos abatement work as presented by Dulas Excavating, Inc. Motion carried unanimously. 2. Set Meeting Time For Work Session Until the Scott County HRA meeting is held there is no need for a work session. 7. Old Business: A. Signature Piece/Clock For Blocks 3 & 4 Redevelopment - Downtown Council Ed Dressen, 126 E 1st Avenue, approached the podium and reported that the Downtown Council is committed to the clock. He said the Downtown Council has proposed to commit up to $7,000 for the piece, and is willing to ask for additional funds from local service organizations. Official Proceedings of the May 20, 1997 Shakopee Economic Development Authority Page -4- Dunbar has estimated the cost at between $15,000 and $20,000. This includes structural work, design, and a clock, assuming the piece is constructed over the archway of the building. Mr. Snook said the additional design fees which the City may be asked to pay for are approximately five percent of the total cost at between $750.00 and $1,000.00. 8. Informational Items: A. Brambilla Property Taxes and Other Properties Mr. McNeill reported that because it was unclear as to whether the property tax bill for the Brambilla building on Block 3 should be paid as it is currently undergoing condemnation, as well as time constraints, Mrs. Brambilla was asked to pay the first half taxes, and then present the city with a bill in order to avoid paying a penalty. The City would then figure their proportionate share, and pay them back for 5/6 of the amount or $6,068.00. In addition, Mr. McNeill explained that there are two other properties owned by Phillip Hill and the Imperial Wok. They owe one month's taxes and the City the remainder. The first one-half property taxes has not been paid and a penalty is accruing and Mr. McNeill recommended paying 5/6ths of the taxes and the proportionate share of the penalty and that that the owners make arrangements with the County to pay the additional month. Mr. McNeill recommended that the EDA pay $1,750 for the Imperial Wok property, and $666.69 for the Hill property which included penalties. Zorn/Henderson moved to approve reimbursing the payment of$6,068.00 or 5/6 of the first half taxes on the Brambilla building on Block 3. Motion carried unanimously. Link/Zorn moved to approve the payment of$1,750 to the Scott County Treasurer for the Imperial Wok property, and $666.69 for the Hill property. Motion carried unanimously. Mr. Zorn suggested that staff approach the County Auditor for an abatement of the City taxes and penalties on these parcels. 9. Recess to discuss matters permitted under attorney-client privilege The meeting was recessed at 7:43 P.M. to a time following the City Council meeting to address an executive session for both the E.D.A. and the City Council. Official Proceedings of the May 20, 1997 Shakopee Economic Development Authority Page -5- 10. Re-convene The meeting was re-convened at 12:33 A.M. There was no action taken during the executive session. 11. ADJOURN Henderson/Link moved to adjourn. Motion carried unanimously. The meeting was adjourned at 12:33 A.M. (,J. duja cf. dith S. Cox E.D.A. Secretary Esther TenEyck Recording Secretary CITY OF SHAKOPEE Memorandum TO: President & Commissioners Mark H. McNeill, Executive Director FROM: Gregg Voxland, Finance Director SUBJ: EDA Bill List DATE: June 12, 1997 Introduction Attached is a listing of bills for the EDA and the Blocks 3&4 project for the period 05/30/97 to 06/12/97. Action Requested Move to approve bills in the amount of $29.11 for the EDA General Fund and $2,562.26 for the Blocks 3&4 Fund. 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El E * al 0 al 4. H H * * Z H H 0 0 * M M M O 0 * * 54 H H E, Et * d' W a' E H * * Li, A . I . CITY OF SHAKOPEE Memorandum TO: EDA FROM: Paul Snook, Economic Development Coordinator SUBJECT: Additional payment to TKDA DATE: June 11, 1997 Introduction and Background: TKDA, the contractor for the Blocks 3 & 4 demolition project, has notified the city that, due to additional work, its fees for this project will exceed the current approved contract maximum of$25,000. The additional work includes multiple trips required to access the properties for the asbestos surveys, preparation of two asbestos reports, and processing of the change order. An invoice for this work is attached for your review. TKDA is requesting that the maximunm fee be increased by $3,000 to $28,000. Budget Impact: An additional $3,000 from the Blocks 3 & 4 fund Action Requested: Offer and pass a motion to increase TKDA's maximum fee by $3,000 to $28,000. Paul Snook Economic Development Coordinator • tkdamo2.doc TKDA. TOLTZ,KING,DUVALL,ANDERSON AND ASSOCIATES,TES,INCORPORATED ENGINEERS•ARCHITECTS•PLANNERS 1500 PIPER JAFFRAY PLAZA 444 CEDAR STREET SAINT PAUL,MINNESOTA 55101-2140 PHONE:612/292-4400 FAX:612/292-0083 June 5, 1997 Mr. Paul Snook City of Shakopee 129 Holmes Street South Shakopee, Minnesota 55379 Re: Demolition of Blocks 3 and 4 Commission No. 11244 Dear Mr. Snook: As we near the end of this Project, we are noting that our fees for the design work on this Project will exceed our current contract maximum of$25,000. We have reviewed our records and determined that the reason for exceeding our original contract amount is primarily associated with the multiple trips required to access the properties for the asbestos surveys, preparation of two asbestos reports and the need to process the change order to incorporate the surveys that were not part of the original bid package. For this additional effort, we are requesting that our maximum fee be increased by $3,000 to $28,000. We appreciate your consideration of this request. If you should have any questions, please feel free to contact us. 'ncerely, \T. Prew, P.E. C Iii, William E. Deitner, P.E. Project Manager DTP:WED:mrk An Equal Opportunity Employer LGEND TECHNICAL SERVICES, INC. // 775 VANDALIA STREET j; c ST. PAUL, MN 55114 PH. 612-642-1150 INVOICE INVOICE NUMBER: 14 0 5 6 INVOICE DATE: 04/30/97 G PREw 0 HARTLEY G i - owtTz ❑HFr;aRICKSON PAGE: 1 G B____R G KiRKWWOLDl_w G SOBIECH G LEy 0(WOKE G MONTGOMERY SOLD TKDA SHIP G `.. "fi M'ri'sUAN TO: Attn: Bill Deitner TO: G EhGLEHORN G AUHVES 0 HALL 0------- 1500 Piper Jaffray Plaza FILE: 0HUMAN RES. 444 Cedar Street Suite 1500 0 MAIN G BUS.DEV. St . Paul MN 55101-2140 ❑CONTRACT G ACCTG ',7"4'..;* a ;a-ltw. ��# , + $" : - A. n a e `,: {{ -„„1....i . ;'* . SSS�, es , : t a1' ., "fir s �,ItS . O x .14k,'.� t -�'E'• -,I='PIT= .," ,. C " �'�x "'+tr # _'. fir ` , ' C U ,,,v- - - , , �� TCp� Nom` 3�` � �<4 -,r_,, „ t�gaog 4--1-..t, � ;, -,,111-"' � , ':d:7S4••�.•�f4 ' _ n,-r —'-'-',.-r"-' Q �N 4 s�?'` =.fir u.: ,'-ice' '..e.'gsM1 ..�' �R ` �� ITEM I.D.iDESC. ORDERED SHIPPED UNIT PRICE NET TX Sale - Professional Services City of Shakopee Asbestos Services (Final Billing) Project Designer 10 . 0 Hours 65 . 00 650 . 00 Asbestos Inspector 25 . 5 14ox,.rS 45 . 00 1147 .50 Word Processor 4 . 5 Hours 40 . 00 180 . 00 Bulk Sampling 96 . 0 Samples 15 . 00 1440 . 00 Mileage 240 . 0 Miles 0 .38 91 .20 , ,. V'-)\ 1, 0\ ACCOUNTS PAYAULE I VOUCHER t, SUBTOTAL: 04 is- .-..#46.6,'";16,2',,' VOUCHER NO ©C'' '�tC� AX: f' THANK YOU PAYMENTS: , , +' WE APPRECIATE YOUR BUSINESS. i_ (�,� TOTAL: r 1 ' 1 <' VENDOR Coo k" ''' )1 A,C2'-V 4 CO24885 ) DELUXE BUSINESS FORMS 1+800.328-0304 CSA `/,A , pZ CITY OF SHAKOPEE Memorandum TO: EDA FROM: Paul Snook, Economic Development Coordinator SUBJECT: Payment to Jaspers, Moriarty& Walburg DATE: June 11, 1997 Introduction: The firm of Jaspers, Moriarty & Walburg has submitted the attached invoice for professional services rendered on the Blocks 3 &4 project. Budget Impact: $3,194.66 to be paid from the Blocks 3 &4 fund. Action Requested: Offer and pass a motion to pay Jaspers, Moriarty & Walburg the invoiced amount of $3,194.66 for professional services rendered on the Blocks 3 &4 project. Iff4, Paul Snook Economic Development Coordinator jasprmmo.doc • JEROME JASPERS(1916-1994) JASPERS DENNIS PATRICK MORIARTY STEPHEN W.WALBURG MORIARTY & LEE VICKERMAN WALBURG, P.A. ANNE HEIMKES TUTTLE MICHELLE L.HEIMKES ATTORNEYS & COUNSELLORS AT LAW 206 SCOTT STREET SHAKOPEE,MN 55379 (612)445-2817 City of Shakopee BILLING DATE 06-09-97 129 South Holmes Street Shakopee, MN 55379 ACC'T NO. 4—DPM00011750-1C AMOUNTPAID Attn: Jane DuBois/Burl Zorn FOR PROFESSIONAL SERVICES: (RETURN TOP PORTION WITH PAYMENT) RE: Shakopee EDA vs. Mahoney, et al. File #11750 PREVIOUS BALANCE $6,274.88 DATE PROFESSIONAL SERVICES RENDERED (SEE ATTACHED LIST) TOTAL FOR THE ABOVE SERVICES $2,775.00 DATE EXPENSES 05-01-97 Certified mail to Janet Reno $2.52 05-01-97 Certified Mail to David Lillehaug $2.52 05-01-97 Postage to all parties—Notice of Filing $7.04 05-13-97 Postage—Notice of Filing (Hill) $7.04 05-13-97 Certified Mail—Reno & Lillehaug (Hill) $5.04 05-13-97 Costs advanced—Filing Fee (Imperial Wok) $122.00 05-13-97 Costs advanced—Filing Fee (Brambilla) $122.00 05-16-97 Costs advanced—Certified Copy $10.00 05-16-97 Costs advanced—Recording Fee $19.50 05-28-97 Costs advanced—Filing Fee (Hill) $122.00 TOTAL FOR THE ABOVE EXPENSES $419.66 TOTAL $9,469.54 PAYMENT RECEIVED 05-14-97 $2,757.00 05-27-97 $3,517.88 THANK YOU FOR TOTAL PAYMENTS $6,274.88 Af�p PAYMENT! AMOUNT DUE $3,194.66 YOUR 8%SERVICE CHARGE ADDED PER ANNUM AFTER 30 DAYS. STATEMENT RENDERED AT END OF EACH MONTH. PLEASE ADDRESS ALL CORRESPONDENCE TO OUR SHAKOPEE OFFICE. •r, • • • 1101 UOY PAGE 2 City of Shakopee BILLING DATE 06-09-97 129 South Holmes Street Shakopee, MN 55379 ACC'T NO. 4—DPM00011750-1C Attn: Jane DuBois/Burl Zorn DATE PROFESSIONAL SERVICES RENDERED 05-01-97 Letter to Commissioner Cade. Transmittal to Attorney Krass, Attorney Frankman, Gene Brown and Richard Lannon. Letter to City Administrator, McNeill. 05-01-97 Preparation of Notice of Filing of Commissioners Report. Letters to all parties informing of filing. 05-05-97 Review of Appeal documents filed by Attorney Krass. 05-05-97 Letter to City Administrator, McNeill. 05-05-97 Review file. Telephone conference with Paul Snook. Letter to City Administrator, McNeill. Fax transmission to City Administrator, McNeill. 05-05-97 Telephone conference with Paul Snook. 05-06-97 Telephone conference with City Attorney regarding Appeal of Brambilla and Imperiol Wok cases. 05-07-97 Telephone conference with City Administrator regarding Condemnation issues. 05-07-97 Telephone conference with Paul Snook. 05-08-97 Telephone conference with Attorney Frankman regarding appeal issues. 05-08-97 Telephone conference with Paul Snook. 05-09-97 Telephone conference with Commissioner Cade regarding filings of decision. 05-09-97 Telephone conference with Paul Snook regarding Hill property. 05-09-97 Telephone conference with Paul Snook. 05-12-97 Preparation of Notice of Cross Appeal—Brambilla. 05-12-97 Preparation of Notice of Appeal—Imperial Wok. 05-12-97 Preparation of Certificate of Condemnation. 05-13-97 Preparation of Notice of Filing of Commissioners Report—Hill. Preparation of Affidavit of Service. PAGE 3 City of Shakopee BILLING DATE 06-09-97 129 South Holmes Street Shakopee, MN 55379 ACC'T NO. 4—DPM00011750-1C Attn: Jane DuBois/Burl Zorn DATE PROFESSIONAL SERVICES RENDERED 05-15-97 Telephone conference with Mark McNeill. 05-15-97 Telephone conference with Paul Snook. 05-15-97 Telephone conference with City Administrator, Mark McNeill regarding appeal and real estate tax issues. 05-16-97 Obtain Judge's signature and filing Appeal Notices with Court Administrator and County Recorder. 05-16-97 Telephone conference with Scott County Treasurer, Muelken regarding tax responsibility on Xian property. Telephone conference with Attorney Frankman. 05-19-97 Telephone conference with Paul Snook. 05-19-97 Case management/Brambilla. 05-20-97 Telephone conference with Paul Snook regarding Hill Property. 05-20-97 Telephone conference with Attorney Frankman. 05-20-97 Letter to City Administrator, McNeill. 05-21-97 Telephone conference with Paul Snook. 05-22-97 Letter to City Administrator, Mark McNeill. 05-22-97 Telephone conference with Attorney Frankman regarding taxes. Telephone conference with Paul Snook regarding tax issues. Telephone conference with Scott County Treasurer. 05-23-97 Telephone conference with Paul Snook. 05-23-97 Letter to City Administrator, McNeill regarding billing statements of Commissioners. 05-27-97 Preparation of Legal Authorities regarding Eminent Domain proceedings. Preparation of preliminary draft of Interrogatories. 05-27-97 Preparation of Certificate of Representation. Letter to Court Administrator—Imperial Wok. PAGE 4 City of Shakopee BILLING DATE 06-09-97 129 South Holmes Street Shakopee, MN 55379 ACC'T NO. 4—DPM00011750-1C Attn: Jane DuBois/Burl Zorn DATE PROFESSIONAL SERVICES RENDERED 05-27-97 Preparation of Certificate of Representation. Letter to Court Administrator—Hill. 05-28-97 Letter to Court Administrator. Transmittal to City Administrator, McNeill. 05-28-97 Preparation of Notice of Appeal. Letter to Scott County Auditor. Letter to Philip Hill. 05-29-97 Letter to Paul Snook. 05-30-97 Telephone conference with Attorney Frankman. 6, A , CITY OF SHAKOPEE Memorandum TO: EDA FROM: Paul Snook,Economic Development Coordinator SUBJECT: Update- staff review of Rehab Grant Program and related Design Guidelines DATE: June 11, 1997 Introduction: At its May 20th meeting, the EDA directed staff to review the effectiveness of Rehab Grant Program with regard to its original intent, and to place it on the agenda for a future EDA Work Session. This is an update of the review: • Attained information on financial incentive programs for building restoration, and related design guidelines from four other communities. Staff expects to receive information from three additional communities. • Currently in contact with three architects to develop proposals for design guidelines for Shakopee. To date, one proposal has been received. The other two are expected within the next few weeks. • For an upcoming work session, staff is assembling an outline of issues and concerns regarding the current rehab grant program, and recommendations for a more effective program for Shakopee. Action Requested: No action requested. This is an informational item. 00 Ir. . i z iffiror Paul Snook Economic Development Coordinator rehbmmo3.doc OFFICIAL PROCEEDINGS OF THE CITY COUNCIL WORK SESSION SHAKOPEE, MINNESOTA MAY 14, 1997 Mayor Henderson called the meeting to order at 5:01 P.M. with Councilmembers DuBois, Zorn, Sweeney and Link present. Also present: Mark McNeill, City Administrator; Judith S. Cox, City Clerk; Bruce Loney, Public Works Director; Tom Steininger, Chief of Police; and Gregg Voxland, Finance Director. Sweeney/Zorn moved to approve the agenda. Motion carried unanimously. DuBois/Link moved to approve the minutes of February 25, 1997, and March 11, 1997. Motion carried unanimously. Chief Steininger reported that he must submit a report by June 2nd for the COPS Universal Hiring supplemental grant. He reviewed the discussion that took place last fall when four new officers were hired replacing officers who had left the police force and the discussion on March 4th when City Council tabled hiring an additional officer. When the four officers were hired last fall it brought the number of officers up to 23, and when Nelson and Bisek retired the number dropped to 21. In order to continue to be eligible for the grant, the number of sworn officers must be increased to 22. Chief Steininger explained his need for a 22nd officer and identified goals that he has for the department. There is money in the 1997 budget to cover the cost that is in addition to the $25,000 grant, which grant is for $25,000 for each of three years. Discussion followed. This item will be placed on the May 6th regular council agenda for council consideration. Mr. Loney reviewed the CIP list for 1997. He then explained the proposed changes that he recommended for 1997 while reviewing the operational needs in the department for the work activities performed. He recommended the purchasing of two single axle dump trucks with equipment, a skid steer loader and a large mower all of which would be within the 1997 budget. After discussion, it was the consensus of Councilmembers that Mr. Loney could purchase the equipment he was recommending which is within the budget. Mr. McNeill reported that the pay plan as of December 31, 1996, was reported to the State in January but that we have not received a response yet on whether or not we are in compliance. After Fox Lawson prepared a pay plan for the future so that we would stay in compliance with comparable worth and a pay plan that was fair and understandable, the Council adopted the 1997 pay plan. Some concerns that employees had regarding the plan have been resolved, but there continues to be some problems that are unresolved. Mr. McNeill explained that the problems with the pay plan that have been stated by the employees fall into two classifications: process and market. He explained the problems identified. He stated that Labor Relations Associates, the City's advisory on pay equity and points issues, could be used to look into the process and might be seen as a more unbiased Official Proceedings of the May 14, 1997 Shakopee City Council (Work Session) Page -2- third party. Since the Fox Lawson plan only addressed internal equity, he asked if Council desired to look into the market factor. After considerable discussion, it was the consensus of Councilmembers to look into the market factor comparing Shakopee with other municipalities of a comparable size, not the private sector. Councilmembers also agreed that any employees who feel that their pay is not fair for their position should talk with the City Administrator as opposed to coming before the City Council. Zorn/Sweeney moved to adjourn. Motion carried unanimously. The meeting was adjourned at 7:00 P.M. APw I ith S. Cox rty Clerk Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ.REG.SESSION SHAKOPEE, MINNESOTA MAY 20, 1997 Mayor Henderson called the meeting to order at 7:01 P.M. with Councilmembers Jane DuBois, Burl Zorn, Robert Sweeney, and Cletus Link present. Also present: Mark McNeill, City Administrator; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer; Jim Thomson, City Attorney; Paul Snook, EDA Coordinator; and Judith S. Cox, City Clerk. A recess was taken at 7:01 P.M. for the Economic Development Authority meeting. The meeting re-convened at 7:43 P.M. The following items were added to the agenda: 15A) Spring Lake Township Incorporation and Pending Litigation under 16. Zorn/Sweeney moved to approve the Consent Agenda with the exception of 14E1. Motion carried unanimously. Zorn/Sweeney moved to approve the Consent Agenda item 14E1) Apportionment of Special Assessments for Samantha Woods. Motion carried with Cncl. DuBois abstaining. Sweeney/Zorn moved to approve the agenda as modified. Motion carried unanimously. Liaison Reports were given by Councilmembers. Mayor Henderson gave the Mayor's report. Mayor Henderson asked if there were any interested citizens present who wished to address the Council on any item not on the agenda. Don McNeil, 1101 Naumkeag, approached the podium and said that the Cable Access Corporation has received $50,000 from the franchise agreement and are looking for creative ways to use this money. He said there is an impression that there may be a problem with the IRS regarding the use of the funds. He also asked what the intent and the goals are as far as how long the pro tem Councilmember is to be involved in the Cable Access Corporation. He added that it is difficult to run the body with two chairs. Mayor Henderson responded that Mr. Sweeney was appointed for one year until February. Mr. Sweeney explained that the $50,000 should not be spent in advance until it is known where the Corporation stands with the IRS and financial liabilities. He added that it is not wise to spend the funds with the exception of general operations at this time. Official Proceedings of the May 20, 1997 Shakopee City Council Page -2- Mr. McNeil inquired as to the change in staff involvement in cable from a high profile to a no profile status. Mr. Henderson explained that in restnicturing the City Administrator's Office, some of the duties of the previous Assistant City Administrator's are under review, as well as those of the new Assistant City Administrator. With Mr. Sweeney on the Cable Access Corporation the City has a representative. Mr. McNeil stated that the Cable Access Corporation is a community educational tool and it should be used more in that realm. In response to the request to eliminate a staff person assigned to the Cable Access Corporation Board, Mr. Mark McNeill stated that the former Administrative Assistant had a high profile in cable television. He said the that position is being analyzed plus consideration is being given to determine whether computer responsibilities should be filled by a joint position with neighboring communities. He said he would be more comfortable in waiting to see what happens in the Legislature relating to budgeting before taking any action on filling the position. Mayor Henderson asked if there was anyone else present in the audience who wished to speak to the Council on a matter not on the agenda. Karen Luedloff, 845 Holmes, approached the podium and addressed street resurfacing on Shakopee Avenue from Holmes Street to Main Street. She said that nine out of 28 homes have concrete driveways, and seven of the nine driveways are cracked. She said her driveway is pitted and gauged due to the contractor's equipment. She said her lawn could not be mowed and attributed this to the quality of the dirt under the sod that was laid. She said she wanted the Council to know she did not want to pay for a project with inferior workmanship and would like the job done correctly. Mr. Link stated he had inspected the driveways involved and that in his opinion the quality of the work is not acceptable. He suggested tighter regulations regarding the quality of work and that this project requires the City's attention. Mr. Loney explained that Mn/DOT specifications were used and that the problem is state wide due to the late fall and winter weather. He said that pop outs do occur and a certain amount of shale is allowed in the concrete mix. He said if a better aggregate is suggested, it will cost more. He said the driveways and pop outs have been looked at to determine what is excessive and who is at fault. He said staff is meeting with the contractor to address these issues. The project is not completed, but is in the punch list stage. He asked for the courtesy to make these issues known to the contractor. He said each case will be reviewed separately. He added that he did not feel that Mrs. Luedloff's driveway was bad enough to warrant replacement. To address the inferior quality of workmanship, he said the concrete work looked tine last fall. Official Proceedings of the May 20, 1997 Shakopee City Council Page -3- Mr. Loney was directed to prepare an evaluation of the problems and what is the contractor's responsibility and to consult with the City Attorney. He was also asked to advise the residents involved of the findings, and to bring this information back to the Council. Mr. Link was also directed to work with Mr. Loney on this. Ralph Lenzmeier, 212 W 5th, approached the podium and stated that he had never seen Shakopee look so inviting coming in from the north. He said he liked Mr. Forbes' idea for a City park. He said he hoped that more consideration would be given to making a green area (of Blocks 3 and 4). He also addressed the traffic on Fuller Street, stating that the traffic volume (identified at earlier meetings) is 100 fold of the observations. Mayor Henderson explained that the next stage in development for Blocks 3 & 4 is a developer's agreement. Once the agreement is presented additional discussion will take place as to where things will go. He said there is a contract agreement with the H.R.A. to move forward. Zorn/Sweeney moved to approve the April 15, and April 28, 1997 minutes. (Motion carried under the Consent Agenda). Zorn/Sweeney moved to approve the bills in the amount of$1,415,999.62 (Motion carried under the Consent Agenda). The Public Hearing on the proposed vacation of utility and drainage easement within Lot 3, Block 1, Canterbury Park 1st Addition was opened. Mr. Leek explained that a utility easement was mistakenly created on Lot 3, Block 1, Canterbury Park First Addition and it would be appropriate to vacate the easement as requested by Midwest Commercial Development. He said the Planning Commission recommends approval of the vacation. Jon Albinson, Valley Green Industrial Park, approached the podium and stated that the required easement has been established and a copy of the filed document will be forwarded to the City Clerk. There being no further comments or discussion, the Public Hearing was closed. Link/Zorn offered Resolution No. 4669, A Resolution of the City of Shakopee Vacating A Drainage And Utility Easement Within Lot 3, Block 1, Canterbury Park 1st Addition, and moved its adoption. Motion carried unanimously. Mr. Leek explained that the Preliminary Plat of Crossroads Center has been the subject of a conditional use permit review by the Board of Appeals as well as an amendment to the CUP. He said the project is a retail center consisting of approximately 110,000 square feet, anchored by a Official Proceedings of the May 20, 1997 Shakopee City Council Page -4- supermarket. Several variance requests were reviewed by the Planning Commission, which recommends approval of the variances as they result from the retail center CUP and internal access which creates lots without technical frontage. There are also issues relating to the potential expansion of the Vierling Drive and Marshall Road intersection. The Planning Commission recommends approval of the both the Preliminary Plat and the requested variances, adding a condition that the developer enter into an agreement regarding participation in the costs of improving Vierling Drive prior to the consideration of the Final Plat. A discussion ensued relating to the pro-rating of park dedication fees on the basis of lot size. Mr. Leek explained that the Code allows the determination of the basis on which fees are paid on a per lot pro-rated basis. He said a request has been made to review minimum lot size. However, the problem with the minimum lot size is that it is too large for a number of retail users. Zorn/Link offered Resolution No. 4670, A Resolution of the City of Shakopee, Minnesota, Approving The Preliminary Plat For Crossroads Center, with the additional requirement that the developer enter into an agreement to share the cost of improvements to Vierling Dr., and moved its adoption. Motion carried with Cncl. DuBois abstaining from discussion and voting. A recess was taken at 8:32 P.M. The meeting was re-convened at 8:43 P.M. Mr. Leek explained that Jon Albinson, Project Manager for Valley Green Business Park, has requested an amendment to the Official Zoning Map for the east portion of a 545.38 acre parcel to be rezoned to Low Density Residential (R-1A) and that the western portion be rezoned to Urban Residential (R-1B). Mr. Leek asked that Council discuss the proposed rezoning and to table any final decision until or unless a negative declaration is issued regarding an EAW. He added that the zoning districts are consistent with the land use plan for single family residential development. Zorn/Link moved to table the rezoning classifications request (for property located south of Highway 169, west of County Road 18, and north of CR-16). Motion carried unanimously. Jon Albinson approached the podium and requested Council's consideration to re-zone the area around the (I-1) owned by MnDOT for residential purposes. Mr. Leek stated that Mr. Albinson's proposal for consideration is consistent with the land use plan and can be handled by the City's initiation of a (zoning) change. Sweeney/Zorn moved to direct staff to initiate appropriate process to consider re-zoning the area around the I-1 area (owned byMnDOT) for residential purposes. Motion carried unanimously. ( ) p rP Y Mr. Leek stated that the request for Preliminary and Final Plat approval for Pinewood Estates 2nd Addition is consistent with the approved PUD for Pinewood Estates. The Planning Commission recommended approval with conditions which are incorporated in Resolution No. 4667. Official Proceedings of the May 20, 1997 Shakopee City Council Page -5- Link/Sweeney offered Resolution No. 4667, A Resolution of the City of Shakopee, Minnesota, Approving the Preliminary/Final Plat for Pinewood Estates 2nd Addition, and moved its adoption. A discussion ensued relating to a sanitary sewer and a private street as they relate to private sewers and easements. Mr. Loney explained that any sewer under a private driveway or private street is considered a private sewer, with the property owner responsible for the service to the main connection. Dale Dahlke, 606 Barrington Dr., approached the podium and explained that the Home Owners Association provides for all buildings, grounds, and private streets. He said the Association maintains this property and sets aside funds for doing so. Utilities are the responsibility of the property owners and an easement is provided. Motion carried unanimously. Mr. Leek explained that notice of an EAW (Park 2000-Southwest) was published and comments were received, indicating no perceived need on the part of the reviewing agencies. Staff proposed findings relative to the EAW review and added clauses stating that the project does not have the potential for significant environmental impacts, and that there is no need for an Environmental Impact Statement. A negative declaration was also made. A discussion ensued relating to Allen Frechette and comments relating to well head protection. Mr. Leek stated that the Metropolitan Council has created a Ground Water Task Force which the City has participated in to reach some resolution regarding ground water issues. He said there are additional planning efforts to address this. Zorn/Sweeney offered Resolution No. 4674, A Resolution Making A Negative Declaration on the Environmental Assessment Worksheet for Park 2000-Southwest, and moved its adoption. Motion carried unanimously. Zorn/DuBois moved to remove discussion of the Park 2000 Southwest Planned Unit Development from the table. Motion carried unanimously. Mr. Leek explained that this is a multiple building project and that First Industrial Realty Trust, Inc. has requested an increase in office area to allow for 35% of office area versus 25%. A text amendment has also been proposed to revise Condition 5 requirements to allow minor subdivisions within an approved PUD. They would also like office showroom uses to be permitted rather than to be permitted by CUP. In response to comments raised in the EAW comments, staff recommends a specific limitation on the square footage of the project to 749,000 square feet with the intent to track this through building permits. Official Proceedings of the May 20, 1997 Shakopee City Council Page -6- A discussion ensued relating to the requested changes. Mr. Dietrich, RLK Associates, said a text amendment has been submitted and will hopefully go through (the Planning Commission) so the project could proceed with a minor subdivision. He said the text amendment is workable from an industrial position. Mr. Leek said the language of the resolution could be revised to state that if consistent with a PUD a minor subdivision is allowed. Mr. Thomson suggested amending Condition 5, adding the phrase "unless the City Code is amended to allow minor subdivision process in PUD's." A discussion ensued regarding Condition 4 relating to office showroom uses being allowed subject to an approved conditional use permit. Mr. Dietrich, First Industrial Realty Trust Inc., approached the podium and explained that he was in agreement with the office showroom description and there is no intent for this area to be a retail showroom. He asked for consideration of the office showroom components to be a permitted use within the PUD. Zorn/Sweeney offered Resolution No. 4668, A Resolution of the City of Shakopee, Minnesota, Approving Planned Unit Development Overlay District #12, Park 2000 Southwest, with the additional language to Condition 5 "unless the City Code is amended to allow minor subdivision process in PUD's", and move its adoption. Chris Wilson, First Industrial, Area Manager, approached the podium and said that the typical concern is more what percentage of the tenant is retail. Typically restraints don't allow retail tenants. He said they are looking for light industrial and specifically light industrial tenants. Motion carried unanimously. Sweeney/Link moved to remove discussion of the vacation of right-of-way for a portion of Apgar Street south of 10th Avenue from the table. Motion carried unanimously. Mr. Leek explained that it does not appear that the proposed lot split desired by Mr. Leroy Menke is affected by the proposed vacation. However, one of the properties to be included is not platted properly which will therefore require a variance from the minor subdivision criteria. With respect to the access issue to Mr. Pumper's garage, there are a few options providing it is determined appropriate to maintain access. Options include creating a through alley from Fuller to Hennes Avenue, or to vacate approximately 240 feet on the north of Parcel B (west part of Apgar south of Hennes Avenue) and retaining an easement over the balance for access to Mr. Pumper's garage. He said there would be some cost in re-configuring the travel area within the retained area as well as on-going city maintenance costs. Official Proceedings of the May 20, 1997 Shakopee City Council Page -7- Mr. Leek explained that another issue is a 12 foot strip on the east side of Apgar. This is owned by Mn/DOT and not related to consideration in the vacation petition but would be the subject of negotiated sale by Mn/DOT. (The City might acquire the property and then sell it to the developer, which would then be incorporated into his Plat). In response to a question relating to the largest amount of Apgar that can be vacated while maintaining some access to Mr. Pumper's garage, Mr. Leek said that maintaining access from Fuller to Mr. Pumper's garage, 240 feet of Parcel B (west side of Apgar south of Hennes Avenue) on the north could be vacated. Mr. Thomson said that if the parcel was created as a dedicated Plat each parcel would have half of the right-of-way. If it is created some other way it could go back to the original property owners. A discussion ensued relating to ownership of the right-of-way. Mr. Menke stated that he dedicated extra width to the right-of-way when he platted his property. Mr. Thomson explained that Parcel D is the boundary of the proposed Plat and is 33 feet wide. Parcel B is 45 feet wide. The developer's position is that once parcel D is vacated it will revert to him, parcel B will revert back to the owners of the abutting property on the west side. Therefore, the developer is not interested in Parcel B. Horst Graser, Gold Nugget Development, said that Parcels C and D contain a gas main and are not usable as a plat. He said that his discussion is only related to the property to the centerline of the road. He said in the event it becomes necessary additional property is needed he would be more than willing to work with the owner to accommodate some kind of access. Mr. Menke agreed to work with Mr. Pumper on an appropriate easement across his property to provide for access to Mr. Pumper's garage, if Apgar is vacated. Sweeney/DuBois offered Resolution No. 4662, A Resolution of the City of Shakopee Vacating A Portion of the Right-Of-Way For Apgar Street South of Tenth Avenue, and moved its adoption. Motion carried unanimously. Zorn/Link offered Resolution No. 4660, A Resolution of the City of Shakopee, Minnesota, Approving The Final Plat For Meadows North Addition, and moved its adoption. Motion carried unanimously. Horst Graser, approached the podium and said the State of Minnesota owns the property adjacent to and directly east of Apgar. He said the State has no need for the 12 feet and it is part of his Plat. He said the State has consented to sign the Plat and will also grant a permit to grade the 12 feet. He said the State also wished to return the 12 feet either to Gold Nugget Development or to the City. The preferred method of doing this is to turn it back to the City of Shakopee. The City Official Proceedings of the May 20, 1997 Shakopee City Council Page -8- would then use the appraisal from 1995 which amounts to .36 acres and approximately $4,500.00. He requested that the City acquire this 12 feet and he would reimburse the City for the cost in order to speed up the process. Sweeney/DuBois moved to direct staff to purchase the 12 feet east of Apgar (within the plat of Meadows North) from the State of Minnesota. Motion carried unanimously. (Staff will prepare an agreement which will provide for the City's reimbursement of the cost of the purchase from Gold Nugget Development.) DuBois/Link to approve the proposed cost sharing arrangement (with Gold Nugget Development) for the improvement of Apgar Street in the amount of$11,137.57. Motion carried unanimously. A recess was taken at 9:58 P.M. The meeting re-convened at 10:11 P.M. Barbara Lerschen, 2771 Southshore Drive, Spring Lake Township, approached the podium and explained that a petition for incorporation of the Spring Lake Township into the City of Spring Lake has been submitted. She said the main impact on Shakopee is that a small portion of the borders are shared. She said she wanted the City of Shakopee to know about this before getting the notice of incorporation request. She said that a group of over 150 Spring Lake Township residents feel that the only way to maintain Spring Lake Township as it is, is through incorporation. She asked that the Council think about this and to see if Shakopee's plans would ever include expansion to the area in question. She also asked that the City submit a letter stating there is no objection to the incorporation of Spring Lake Township. Staff was directed to prepare an impact statement for Council's review and response as necessary. The regular order of the agenda was resumed, beginning with item 14A-5). Zorn/Sweeney offered Resolution No. 4672, A Resolution Setting The Public Hearing Date To Consider The Vacation of Right-Of-Way And Easements (Quincy Circle), and moved its adoption. (Motion carried under the Consent Agenda). Mr. Leek explained that Midwest Commercial Development (MCD) is interested in acquiring excess MnDOT right-of-way at the southwest corner of CSAH 17 and Vierling Drive for grading, screening and landscape purposes in connection with the proposed Crossroads Center. Sweeney/Link moved to direct staff to negotiate a developer's agreement with Midwest Commercial Development for the acquisition of excess MnDOT right-of-way, and to initiate discussions with MnDOT regarding said acquisitions (in the southwest corner of CSAH 17 and Vierling Drive). Motion carried with Cncl. DuBois abstaining from discussion and voting. Official Proceedings of the May 20, 1997 Shakopee City Council Page -9- Zorn/Sweeney moved to terminate Duane Toenyan's probationary status. (Motion carried under the Consent Agenda). Mr. Loney reported that five candidates were interviewed for the Engineering Technician II position and staff recommended hiring Thomas R. Voll starting at Step 1 of the Non-Union 1997 Pay Plan with a step increase after successful completion of the six month probationary period, effective June 9, 1997. Sweeney/Zorn moved to authorize the hiring of Thomas R. Voll for the position of Engineering Technician II starting at Step 1 of the Non-Union 1997 Pay Plan ($29,053.00/Yr.) subject to the successful completion of a pre-employment physical. Motion carried unanimously. Mr. Loney was directed to bring the step increase to City Council after the six month probationary period. Mr. Loney explained that the Engineering Department has determined that the Vierling Drive roadway section from C.R. 69 to Presidential Lane through the commercial district, should be expanded from a four lane undivided roadway to a four lane divided roadway with left and right turn lanes to accommodate future traffic. He said that in order to do this staff is requesting that the Council consider the right-of-way acquisition from MnDOT and to authorize the City Attorney to prepare a special assessment agreement on payment of the assessments through the commercial properties with the Centres Group. Mr. Loney discussed three design alternatives and recommended the design alternative which would include turn lanes and concrete medians from Taylor to C.R. 69. In addition, if the Council feels it would be best to wait until a commercial development is more imminent before purchasing the necessary right-of-way, and does not wish to place special assessments on property until the property is developed, then stopping Vierling Drive at Taylor Street is recommended. A discussion ensued relating to the debt service levy. Mayor Henderson recommended moving forward with the design process and when the time to make a decision comes a discussion regarding the size of the road would take place. The deadline on the current agreement with Centres Group is December 31, 1997. Staff suggested presenting Centres Group with an assessment agreement and if they don't sign it the road will then stop at Taylor Street. DuBois/Sweeney moved to authorize the City Attorney to prepare an agreement with the Centres Group that would allow the City to assess additional improvements to the commercial properties being developed in relation to the MnDOT excess property. Motion carried unanimously. Link/Sweeney moved to authorize staff to purchase the necessary right-of-way from Mn/DOT to construct the Vierling Drive improvements. Motion carried unanimously. Official Proceedings of the May 20, 1997 Shakopee City Council Page -10- Mr. Loney explained that the City could purchase and construct a pond with the Stormwater Trunk Funds and later recoup the costs through the stormwater trunk charges for stormwater conveyance and ponding to commercial development. He said that the developer for the Stone Meadow plat is willing to construct most of the pond in order to complete his development. The cost of the pond to the City is estimated to be $22,000.00. Sweeney/Link moved to direct staff to purchase and construct a pond with the Stormwater Trunk Funds and later recoup these costs through the stormwater trunk charges for stormwater conveyance and ponding upon commercial development (in conjunction with the Vierling Drive improvements from Presidential Lane to CR 69). Motion carried unanimously. Zorn/Sweeney moved to direct staff to proceed with equipment acquisitions for the Public Works Department as outlined in Attachment No. 2 to the May 20, 1997, memo from Bruce Loney. (CC Document No. 252) Motion carried unanimously. Zorn/Sweeney moved to authorize the appropriate City officials to execute the Recycling Program Agreement with Scott County (Spring Cleanup Day). (Motion carried under the Consent Agenda). Sweeney/Link offered to remove discussion on hiring a Police Officer from the table. Motion carried unanimously. Mr. McNeill explained that hiring an additional officer would bring the total number of sworn officers to 22. He said the 1997 budget does include two Cops Fast grant positions and explained that if the 2nd Cops Fast position is to be retained there is a need to hire an officer. Sweeney/DuBois moved to authorize hiring Craig Greenwald as a probationary Shakopee Police Officer at a monthly rate of $2,611.73 subject to the satisfactory completion of pre-employment medical and psychological testing and the customary 12 month probation period. A discussion ensued regarding the need for an additional officer. Chief Steininger explained that the McGruff Houses are still being expanded, and they have not been working on neighborhood groups or work appropriate to organize and address anticipated growth. He said by entering into the Dare Tax Agreement with the school district they are required to dedicate additional resources. He also said that he would like to re-institute a juvenile officer that would work with children and assume part of the investigation functions. A discussion ensued relating to maximum and effective use of officers. Mayor Henderson stated that within the next three years an additional officer will be needed and this gives the City the ability to pay for that officer. He added that it is the primary duty of the City government to provide safety and security. Official Proceedings of the May 20, 1997 Shakopee City Council Page -11- Motion carried 3-2 with Cncls. Link and Zorn opposed. A discussion ensued relating to using Scott County personnel in the hiring process for additional fire fighters versus the Fire Department, and the problems that can arise when professional personnel are not involved in the hiring process. Chief Huge explained that Scott County conducts a very objective screening (with a list of criteria provided by the Shakopee Fire Department). He said there is no subjective process or oral interview with Scott County. He said that handling the hiring process by the Fire Department would eliminate the middle person and would be more efficient. Jim Thomson stated that there are certain risks associated with the proposed change and the City needs to minimize them. He said if there is a flaw in the hiring process it would be the County's problem. Zorn/DuBois moved to discontinue the use of the Scott county Personnel Dept. to advertise and screen Shakopee Fire Fighter applicants, with the recruitment and selection to be done by the Fire Dept. and one representative from City Hall to be determined by the City Administrator. Motion failed 3-2 with Cncls. Sweeney, Link and Henderson opposed. Sweeney/Link moved to accept the loan of two personal water craft vehicles, and to add them to our insurance policy. Motion carried unanimously. Sweeney/DuBois moved to direct staff to send a letter of appreciation to South Metro Motor Sports of Burnsville for having Shakopee in the loan program. Motion carried unanimously. Zorn/Sweeney moved to authorize staff to give tentative approval to change orders in the fire station construction project, with the understanding that the project budget will not be exceeded, and that ultimate approval for change orders still rests with the City Council. (Motion carried under the Consent Agenda). Zorn/Sweeney moved to accept the proposal of McGhie and Betts for special structural testing services for the new fire station in the amount of $5,364. (Motion carried under the Consent Agenda). Zorn/Sweeney offered Resolution No. 4671, A Resolution Apportioning Assessments Among New Parcels Created As A Result of the Platting of Samantha Woods, and moved its adoption. (Motion carried under the Consent Agenda). A recess was taken at 11:54 P.M. The meeting re-convened at 12:04 A.M. 11 . Official Proceedings of the May 20, 1997 Shakopee City Council Page -12- The 1998 Budget Calendar was reviewed and there was a consensus to set a starting time of 4:30 P.M. for budget worksessions. Zorn/DuBois moved to set the CIP joint meeting with the Planning Commission and the Park and Recreation Advisory Board for June 10, 1997. Motion carried unanimously. Mr. McNeill reported that the remodeling of City Hall in 1993 revealed asbestos in the ceiling tiles. He said the results of the tests have not been found and Legend Environmental Services has been contacted to test the Community Room in the basement of City Hall and write up specifications and plans to remove ceiling tiles for approximately $1,000.00. He recommended having the entire downstairs area tested and bring the results back to Council to determine whether to remove the asbestos from the Community Room or the entire downstairs. DuBois/Sweeney moved to authorize the hiring of Legend Environmental Services to do asbestos testing in the basement of City Hall and to draw plans and specifications for the solicitation of quotes for removal. Motion carried with Cncl. Zorn opposed. A recess was taken at 12:12 A.M. for an executive session for the purpose of discussing pending litigation. The meeting re-convened at 12:29 A.M. No action was taken during the executive session. Sweeney/Link moved to adjourn to Friday, May 23, 1997 at 4:00 P.M. for the purpose of holding a closed session. Motion carried unanimously. • tAe.tA, ) 0ith S. Cox g ity Clerk Esther Ten Eyck Recording Secretary CONSENT CITY OF SHAKOPEE 7.1° Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director RE: City Bill List DATE: June 12, 1997 Introduction and Background Attached is a print out showing the division budget status for 1997 based on data entered as of 06/12/97 . Also attached is a regular council bill list for invoices processed to date for council approval . Included in the check list but under the control of the EDA are checks for the EDA General Fund (code 0191-XXX) and Blocks 3&4 (code 9439-xxx) in the amount of $2, 593 . 39 . Action Requested Move to approve the bills in the amount of $996, 042 .42 . CITY OF SHAKOPEE EXPENSES BY DEPARTMENT 06/12/97 CURRENT YEAR ANNUAL MONTH TO PERCENT DEPT DEPT NAME BUDGET ACTUAL DATE EXPENDED 11 MAYOR & COUNCIL 89,410 231 18,801 21 12 CITY ADMINISTRATOR 249,980 5,309 78,726 31 13 CITY CLERK 166,720 6,367 66,463 40 15 FINANCE 322,780 9,892 108,313 34 16 LEGAL COUNSEL 217,320 0 55,473 26 17 COMMUNITY DEVELOPMENT 451,290 12,514 122,655 27 18 GENERAL GOVERNMENT BUILDINGS 146,940 4,426 48,956 33 31 POLICE 1,703,140 61,942 744,684 44 32 FIRE 448,990 7,310 126,098 28 33 INSPECTION-BLDG-PLMBG-HTG 245,070 8,444 101,716 42 41 ENGINEERING 425,780 12,924 134,216 32 42 STREET MAINTENANCE 781,860 17,980 252,473 32 44 SHOP 126,540 7,022 53,063 42 46 PARK MAINTENANCE 350,420 12,694 105,912 30 91 UNALLOCATED 622,630 236 31,552 5 TOTAL GENERAL FUND 6,348,870 167,291 2,049,101 32 17 COMMUNITY DEVELOPMENT 496,770 846 168,829 34 TOTAL TRANSIT 496,770 846 168,829 34 19 EDA 140,580 1,866 44,225 31 TOTAL EDA 140,580 1,866 44,225 31 r-I a1 rn a a 4 X a a a a a as aaaaaaaaaaaaaa a X 2 x x x RC H H H H H HH HHHHHHHHHHHHHH H 00 00 0 0 0 E O4 W 0111 ME 0 z 0 z W S 1` U 01O H d' In 10 N CO WW a1 01 01 01 O1 01 01 01 O1 m a1 a1 O1 01 0 U1 In a1 tD O HI H H H H 00 HHHHHHHHHHHHHH N NN HH tD a) H d' d' d' d' d' a0 a0 d'd'd'd'd+d'd•d'd'd'd'd'd'd' d' 1 1 NN N H N Z in U1 U1 U1 U1 NN m m t!1 m U1 m 111 m m Into Ill U1 U1 U1 d..4. test, N d' d• H 0 0 0 0 0 HH 00000000000000 0 a)a) O 0 0 0 0 O O O O O MM 00000000000000 0 NN 00 in O O II) N 0 N N. 100 H H H H H H H H H H H H tD H 0 00 00 N 0 0 E• N m m m N cam MMMmMMMMMMmmNM H 0101 HH-I d' H d' Z H d' O d' H MS HHHHHHHHHHHHHH N MM NN N d' N 0 W N d' H d' N d'm d'd'd'W d'd'd'd'd•d'd'd'N d' d' VV VV d' d' d' I I 0 W 1 I I l 1 1 1 I 1 UE N 01 O a1 N H0 00000H000000N0 H HH HH a0 d' H 0X H M Ul M H HH NMUlNa0a1HMNd'NInHH H NH NH N N d' <Z a1 d' N d' 01 SS H-I H H H H H M M d'd't0 N a\W t0 H H M M d' '.0 d' 0 01 01 01 O 001 00000000000000 t0 00 00 0 0 O W W zz CO rn HH cn CO zz 4 Z 4 HH .W-1 as 0 U Z H H a Cl) 4 to \� MM E, 4 O U W U M 0M > W 44 WW 4 z H W 0 W 4 WW a H 0000 a s >F H X a U4 WWWWWWWWWWWWWW a UU as Cr)f H O4 0 >C x Ex4 r14 C14 44 rMM XX W 44 U \ FC • W U HHHHHHHHHHHHHH Cl) \\ Ul Ul W m 0 E x E m M 44444444444444 WW M W M Z 2U 0 UU 00 P O 0 9i 4 >i H R'i '.2114,2t W W W�l �l1l �1ls21t PM H WW HH Z MW 3 a 0 a a' Z xxxxxxxxxxxxxx E-' WW EiEi W .] E 01 W }, W W WO PPPHE+PHE,PE-'PPHE-' FC WW 44 X 4 a H a E-' a U WW 44444444444444 W CI.Cz. 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C0 0 1,0 M In N 10 N 0 0 N C` O HI 01 CO O H In N O M N N C1 V' H C 10 In H Cn 111 01 1.0 01 N 10 M M m H c0 N N a' f+1 f") N 14 in M N W 01 H N Ln N N O I. 00 co L} V' H C' Q' a' til In N. M CO CO 01 in O m m N c0 0 m In C` H CO 10 N 0 N i/} r 1 In a' L} d' H t/} 01 CO HI N H H t/1• N LT L)• 01 HI V1. O H r- 01 01 01 H Cl) 0 NI Z U 0 H E. Z 4-1 Z Z h Z Z a H H Z Z X F a X . > > Z fx Cz] Z C4 F Zw wZ w 0 w ZZ a a > A X D Z F x O H Cn H Z Z y, Cx. G] H C*. H . Z a F (c4 D 0 Cl) C13 01 0. 4 >+ 0: Cx, H 4 a F w a w In C) Z F a A F X 4 H 6x 4 H 01 Cl) H cn 4 Cx 4 3 Z pt, cn F F C) x F Z Cl) W 0 Cxl Z H v' H U 10 W H x D x x 0) a a n. 0 01 > 0 01 a ZZ 0 Cc. C) U Z fx A 44 a E T H4 01 H F Cs) w 0 E. Cr) 0.. U CL. 1-1 C) 0:1 H w cn Cl) x fx Cr) U Cxl Z H d, in O H ' N c0 01 o H 0 O o 0 0 C.) O H H N N N m 01 in cr a' H 01 ci. in d' 0 H H st' d' d' cP a' )' d' cr N. N. N C` CO a H 3t 3t it it 3t 3t 3t 3t it it 3t it 3t 3t it it Z A A A A A A A A A A A A A A Cl A Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z O A D A D D D D D D D D D A A D D U Cx. Cz. Cx. Cr.. Cr.. Cr.. Cx. Cx. Cz. Cx. Cs. Cr.. Cx. Cx. Cx. Cs. / 1, CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: 1996 Auditor' s Report DATE: June 11, 1997 Enclosed is a copy of the 1996 Comprehensive Annual Financial Report for the City of Shakopee that is prepared by city staff . There is a great deal of information in the report and some of it is summarized in the letter in the introductory part of the report . The report is laid out so that the summarized data is on pages one through eight with the accompanying notes immediately following. More detailed financial data comes after the notes. Staff normally does not make a presentation to Council at a meeting because the information is in the written report . If council members have questions, please feel free to call or meet with me to review the report . Council has retained the firm of Deloitte & Touche LLP. to audit the city' s financial records and make a report to council . Enclosed is a communication from the auditors. Their opinion on the report is page XIII and their compliance report is page 122 of the report . At the council meeting of June 17, 1997, the auditors will present their report to council . It is expected that Cliff Hoffman - Partner, Barbara Diekmann - Manager and/or Mike Warmka - Audit Senior will make the presentation. is\finance\docs\cafr\audit696 $ r SHAKOPEE May 1, 1997 Mr. Mark McNeill Mayor Jeff M. Henderson Councilmembers City of Shakopee, MN. 55379 Dear Mr. McNeill, Mayor Henderson and Councilmembers: The Comprehensive Annual Financial Report of the City of Shakopee, Minnesota (the City) for the year ended December 31, 1996, is submitted herewith. This report was prepared by the City's Finance Department. The City is responsible for both the accuracy of the data and the completeness and fairness of the presentation, including all disclosures. The Finance Department believes that these statements are accurate in all material aspects and present fairly the financial position and the results of operations of the funds and account groups of the 1 City. The organization, form and contents of this report were prepared in accordance with the standards prescribed by the Government Finance Officer's Association of the United States and Canada, the American Institute of Certified Public Accountants and the State Auditor's Office, State of Minnesota. The format conforms to the audit guide for Audits of State and Local Government Units and Governmental Accounting, Auditing and Financial Reporting Principles. The financial reporting for the various funds of the City is on the modified accrual or accrual basis as appropriate. 1 The Comprehensive Annual Financial Report is composed of four sections. First, the introductory section contains the title page, table of contents, list of City officials, organization chart, Certificate of Achievement for Excellence in Financial Reporting and this letter of transmittal. Second, the financial section has the independent auditors' report, the General Purpose Financial Statements or overview financial statements and the combining and individual fund and account group statements and schedules. Third is the statistical section including various tables reflecting financial, economic and social trends of the City. The fourth section contains the auditors' compliance report. The notes to the financial statements are considered an integral and essential part of adequate disclosure and fair presentation of this report. They give insight and aid in understanding the financial statements and the information presented. LoImesStreetuthShakOPeeM MMUNTFY PRIDE SINCEmil! 57 III ■, - The Reporting Entity The funds and entities related to the City of Shakopee included in the comprehensive annual financial report are those for which the City Council is financially accountable. The City implemented the requirements of Governmental Accounting Standards Board (GASB) Statement No. 14, "The Reporting Entity", to determine the component units to be included with the City as part of its reporting entity. Based on the requirements of GASB Statement No. 14, all funds and accounts groups of the City and the Shakopee Economic Development Authority (EDA) are included in this report. ECONOMIC CONDITION AND OUTLOOK The City of Shakopee is located about 20 miles southwest of Minneapolis. The City is a free standing growth center, however, the second tier of suburbs have grown out to meet Shakopee. Neighboring cities of Savage and Prior Lake have grown faster than Shakopee and are now about the same population as Shakopee. Shakopee has not yet experienced the rapid growth of its neighbors to the north and east due to previously limited access across the Minnesota River which is the City's northern boundary. The growth pattern is changing since the completion of two replacement bridges across the river and the recent completion of the south bypass. Shakopee is in the northern part of Scott County and is the county seat. Shakopee is organized under Plan A, which includes a City Administrator, but the City Council retains most decision making authority. The City Council has four members who serve staggered four year terms plus the Mayor who serves a two year term. All council positions are non-partisan, part-time and members are elected at large. The City provides the normal municipal services such as public safety, public works, parks, recreation, planning and zoning. Also provided are electrical distribution, water and sewer utilities, refuse, storm drainage, and some transit services. Shakopee has a strong and diverse commercial and industrial base beside the advantages of being in a metropolitan setting for economic stability. The top ten employers have about 3,300 employees with the largest having about 500 full time employees. The ten principal taxpayers in the City account for 27% of the tax capacity value with the largest accounting for 6% of the tax capacity value. Commercial/industrial property comprises 32% of the total estimated market value of the City. Y Economic growth is expected to continue at a steadily increasing pace in the coming years. The major factor is the completion of the new Bloomington Ferry Bridge across the Minnesota River in late 1995 and the connecting south bypass which opened in late 1996. Prospects for commercial/industrial projects and housing additions are increasing as a result of improved access to the north side of the river. Taxable tax capacity for payable 1997 property taxes increased about 7.4% over payable 1996 taxes. In an effort to minimize the impact of increasing taxes on residential properties, The City Council kept the tax rate for General Fund purposes to less than the payable 1996 taxes. Transit taxes for payable 1997 were changed from a Metropolitan Council special levy to a city levy with a tax rate of 1.453. For 1998 and 1999, the state legislature has imposed levy limits. The limit is indexed for inflation and household growth and excludes debt service levies. It is not anticipated that the limits will have a significant impact on Shakopee. IV • • '' MAJOR INITIATIVES The City's residential growth continues at a fairly steady pace. There are about 516 new lots in 18 plats which are expected to be available for building in 1997. A contract has been signed with the Metropolitan Council Environmental Services to participate in the cost of construction of the Chaska Interceptor. The Interceptor will provide sewer capacity for future growth to the area south of the bypass. Construction was completed in conjunction with the bypass late in 1996 and will cost the City about $2,125,000. A new comprehensive plan for the City was finalized late in 1996. This planning document guides the growth and development for the next 20 years. Areas covered in the plan include zoning, future utility facilities, transportation issues and parks and trails. Construction is underway for a new fire station following a successful referendum in the fall of 1 1996. The construction contract award was made on April 15, 1997. St. Francis Regional Medical Center has moved into a new campus. Park Nicollet Medical Center has completed a new 22,000 square foot clinic adjacent to the hospital. The hospital building is 84,000 square feet initially with an addition underway for a cancer center. An intermediate term care facility has been opened adjacent to the hospital. ADC Telecommunications began construction of a 280,000 square foot high-tech manufacturing/office facility. FINANCIAL INFORMATION Internal accounting controls are to provide reasonable, but not absolute assurance regarding the physical safeguarding of assets against loss or misuse and maintaining accountability for assets. Reasonable assurance balances the cost of internal control against the benefits likely to be achieved and such balancing is a function of management's judgment. The City believes its internal controls are adequate within this framework. Budgeting control is provided by an annual budget resolution passed by City Council (or EDA as appropriate). Formal control is at the division level and Council action is necessary to change budgeted amounts between divisions and/or funds. Revenues for the General Fund totaled $5,950,161 for 1996, an increase of 5 percent, or $292,732 over 1995. Most of this change results from intergovernmental revenue ($96,943), and development derived revenues such as licenses and permits ($122,086) and charges for service ($140,374). Total revenue was $983,257 or 20% over budget. The amount of revenue derived from various sources and their importance is shown in the table (in thousands) and the graph below: 1 Ii 1i_ It_1997 1996 1995 Budget Actual Actual Revenue Source Amount Percent Amount Percent Amount Percent Taxes $ 2,966 55.0% $ 2,873 48.3% $ 2,951 52.2% IE Licenses& Permits 556 10.3% 711 12.0% 589 10.4% Intergovernmental 928 17.2% 876 14.7% 779 13.8% Charges for Service 693 12.9% 1,076 18.1% 935 16.5% Fines &Forfeits 80 1.5% 96 1.6% 80 1.4% Miscellaneous 166 3.1% 318 5.3% 323 5.7% $ 5,389 100.0% $ 5,950 100.0% $ 5,657 100.0% it $3,000 Y S --- $2,500 - - - --- --- 't $2,000 I-- }.- -- 9 C 1 $1,500 _ - -- $1.000 :;-- -- II- $500 t. ' - ■ ''W. $0 �- -+- 1 Taxes Permits Intergovnt Charges Fines Misc REVENUES LCI 1997 Budget 111996 Actual ®1995 ActualIt irNot included above are the interfund transfers. The transfer from the Shakopee Public Utilities Commission to the General Fund was $789,233 in 1996. Total transfer in 1995 was $759,490. Expenditures in total were $533,888, or 9% under budget. Divisions with significant It expenditures under budget include Planning at $140,645, Street at $84,317, Miscellaneous at $101,001. Shown below is a comparison table and graph for General Fund expenditures (in u._ thousands). 1997 1996 1995 Budget Actual Actual Expenditure Function Amount Percent Amount Percent Amount Percent General Government $ 1,662 27.9% $ 1,402 . 27.4% $ 1,451 27.5% II- Public Safety 2,397 40.3% 2,207 43.2% 2,051 38.9% Public Works 1,317 22.2% 1,199 23.5% 1,123 21.4% Recreation 350 5.9% 283 5.5% 611 11.6% Miscellaneous 219 3.7% 20 0.4% 34 0.6% 11- $ 5,945 100.0% $ 5,111 100.0% $ 5,270 100.0% I VI It rki . $2.500 ill— 1 52.000 • visa) '''..::•h N } El i 1 r 51,000 ,. I !:,,:, ev la .....x a I l ::• •,':Z $soo • 5- ii IGeneral Public Safety Public Works Recreation Miscellaneous Government EXPENDITURES j ] ID IIID 1997 Budget 1996 Actual 1995 Actual ± _ 1A ten year history of general fund revenues and expenditures (excluding transfers) and General Fund tax levy is: ► _ I6,000 r 5.000 i a 4,000 ... --��". c • a 3,000 - c r 1— 2 000 1,000 1987 1988 1989 1990 1991 1992 1993 1994 1995 1996 ,� 1 GENERAL FUND —i—Expenditures —VI--Revenues —6—City Tax Levies 1 The City needs a substantial fund balance in the General Fund in order to provide for cash flow needs and to have a reserve in the event revenues fall short of projections. Several of the - 1 major revenue sources are not available to the City until after approximately six months of the year have passed. City Council has set a target fund balance of 25% to 30% of budgeted expenditures and operating transfers out for the following year. As of December 31, 1996, 1 unreserved and undesignated fund balance was at 56 percent of 1997 expenditures and operating transfers. II The State Legislature enacted a "Fiscal Disparity Law" in 1971, which was implemented for taxes payable 1975. The law provides for the "pooling" of 40 percent of all new commercial and industrial property valuations in the seven-county metropolitan area. In turn, valuations Ifrom this "pool" are redistributed to taxing jurisdictions according to specific criteria. The City 1 VII L of Shakopee continues to experience a net loss of valuation under the law. Data for 1996 and 1995 is shown below. 1995/96 1994/95 Tax Capacity $16,090,325 $15,023,819 Contribution to Pool (3,081,972) (2,747,941) Distribution from Pool 1,181,770 1,050,715 Net Loss of Value (1,900,202) (1,697,226) Net Tax Capacity $14.190.123 $13.326.593 The enterprise funds showed varying changes in net income from 1995. The Electric Fund's net income decreased the Water Fund's net income increased moderately; the Sewer Fund's I. net income was stable, the Storm Drainage Fund's net income was stable and the Refuse Collection Fund had a slight increase in net income. The Recreation Fund had its first full year of operation and had a net loss of $39,283. The transfer for operational support from the General Fund did not include depreciation but for 1997 Council did include depreciation in the calculaction for the transfer amount. The Recreation Fund ended the year about $78,000 ahead of estimates. The City Council adopted a trunk storm drainage fee in 1996 in order to provide a funding source for trunk drainage facilities which will provide future benefit to properties. There are trunk sewer and water fees in place already. Council adopted a 7% sewer flow charge decrease for 1996. 1997 rates include a slight decrease in the base monthly sewer charge and a 10% increase in storm drainage charges. A Recreation Enterprise fund was created in 1995 for the new Civic Center facility. As of January 1, 1996, the functions of recreation programming and the outdoor swimming pool were moved to the new enterprise fund from the General Fund. City employees belong to a mandatory state wide pension system. There are two basic plans that apply to employees. The two are the basic and coordinated plan and the police and fire plan. The police and fire plan currently has a surplus of net assets over pension benefit obligations while the coordinated and basic plan has about 87% of pension benefit obligation available in net assets. Shakopee has "volunteer" (part time) fire fighters who belong to their own local relief association. The ratio of net bonded debt (including G.O. Tax Increment Bonds but excluding revenue bonds) to tax capacity and amount of debt per capita are indicators of the City's debt position and are useful for purposes of comparison to other cities. A ratio of debt to tax capacity of about 1.5 and debt per capita of about $704 for the City could be considered normal. The City continues to be in a favorable position as represented by the below data for 1996 and 1995. 1996 1995 Ratio of direct net debt to tax capacity .628 .640 Debt per capita $676 $699 1 VIII r _ril Below is shown the changes in bonded debt (excluding revenue bonds) for the City of Shakopee. 1996 1995 Gross bonded debt outstanding January 1 $14,540,000 $17,325,000 ,.' A Bonds retired (1,715,000) (5,965,000) Bonds issued 2,555,000 3,180,000 Gross bonded debt outstanding December 31 15,380,000 14,540,000 F Less Sinking Fund Assets December 31 5,269,819 4.921 ,309 Net bonded debt December 31 $10.110.181 $ 9.618.691 The City has $10,655,000 of general obligation property tax and special assessment supported debt and $4,725,000 of general obligation backed tax increment debt outstanding. There is $5,269,819 in Debt Service Funds in support of these bonds. There is the legal debt e; margin or authority under state law to issue an additional $12,850,000 in general obligation L debt. E 1 Several of the improvement bond issues are partially supported by tax levies. These levies are recognized as revenue annually as they are re-certified on the property taxes. The amount of deferred tax levies in support of improvement bonds is $2,305,601. There is another t -I $1,248,207 in deferred tax levies for the G.O. Revenue Bonds if revenues are insufficient for debt service needs. The investment portfolio of the city held several investments whose market value was below the carrying value as of December 31, 1996. The approximate difference between cost and market for the investment portfolio was $261,844. The City did not book a reduction in value because it is expected that the investments will be held to maturity or until the value recovers. As a result of the investment events in Orange County, California, rating agencies and the securities market are more concerned about the types and maturities of investments public 1 bodies are holding. The City does not invest in derivatives and has a comparatively short maturity schedule as follows; I 1 0 to 3 months $ 7,713,033 3 to 12 months 6,265,782 1 to 2 years 7,080,846 1 1 2 to 5 years 6,286,500 5 to 8 years 2,008,331 Ir 1 Following is a list of the investments as of December 31, 1996 for the City of Shakopee. Idle cash is invested in accordance with state law and the City's investment policy. Not listed below are checking account balances, deposits and investments under the deferred compensation plans of the City. 1 A 1 1 Ix 111-1 12/31/96 12/31/96 Maturity Yield Carrying Basis Market r Commercial Paper 5/8/97 5.55 $ 980,942 $ 979,007 2/6/97 5.63 1,989,194 1,987,733 1/31/97 5.57 995,307 991,219II- 1/30/97 5.48 1,493,189 1,479,568 1/22/97 5.59 897,060 894,520 1/21/97 5.60 747,594 747,135. 1 1/8/97 6.07 579,218 579,218 Pool 142,317 142,317 Pool 174,265 174,265 U.S. Governments and Agencies I TINT 2/15/03 5.50 419,985 388,711 FHLMC 9/15/02 6.05 1,588,346 1,558,434 FICO 8/3/01 6.70 1,917,990 1,874,225 FHL 11/14/00 6.30 1,000,000 991,720 USTR 8/15/00 6.15 1,441,003 1,408,731 FHL 8/20/99 5.62 300,000 295,827Ir FHLB 8/19/99 6.46 605,697 610,189 FICO 2/3/99 6.50 1,021,810 1,016,117 FHLM 11/15/98 5.25 1,325,972 1,300,462 TINT 11/15/98 5.00 587,045 574,771 FICO 11/2/98 5.24 252,857 247,693 FNMA 9/28/98 4.92 500,000 492,160IU FNMA 9/28/98 4.92 1,600,162 1,574,912 FNMA 8/22/98 5.89 1,089,147 1,088,753 FNMA 7/15/98 5.50 490,284 493,985II- FDMC 3/11/98 5.71 1,235,379 1,232,475 TVA 11/15/97 5.52 2,062,897 2,054,073 REFCO 10/15/97 6.07 543,569 545,956 SLUG 7/31/97 4.20 840,000 840,000 USTN 7/31/97 5.97 998,405 1,000,470 TVA 5/15/97 6.40 505,975 507,155 TBiII 5/1/97 5.44 333,994 326,102 r UST 2/15/97 5.35 399,705 399,564 Pool 11,100 11,100 Pool 284,084 284,084 ir OTHER INFORMATION • 1 The City of Shakopee insures for significant risk and the only retention is the deductible under the insurance policies. A schedule of insurance coverage is included in the statistical section. I- x 14 . Shakopee has had a long standing policy of having an independent audit of City records as provided for by State law. The audit is conducted by a Certified Public Accountant. The 1 accountants' opinion has been included in this report. The Government Finance Officers Association of the United States and Canada (GFOA) awarded a Certificate of Achievement for Excellence in Financial reporting to the City of Shakopee for its Comprehensive Annual Financial Report for the fiscal year ended December 31, 1995. The Certificate of Achievement is the highest form of recognition for excellence in state and local government financial reporting. 4 In order to be awarded a Certificate of Achievement, a governmental unit must publish an easily readable and efficiently organized Comprehensive Annual Financial Report, whose l 1 contents conform to program standards. Such reports must satisfy both generally accepted accounting principles and applicable legal requirements. A Certificate of Achievement is valid for a period of one year only. The City of Shakopee has J received a Certificate of Achievement for the last twelve consecutive years (fiscal years 1984 - 1995). We believe our current report continues to conform to the Certificate of Achievement s i program requirements, and we are submitting it to GFOA. A copy of the Certificate of j Achievement received for fiscal year 1995 appears in this report. il 1 The preparation of this report on a timely basis could not be accomplished without the efficient • and dedicated services of the Finance Department and entire city staff. This transmittal letter highlights some of the areas of the financial statements. The basic statements, along with notes and supplementary data, present in detail the financial position of the City of Shakopee. Respectfully submitted, 1 izsdi r,_ Oregg 1V1: V land 1 1 Finance Director t 1 _ 1 f 1 1 1 I XI w Exhibit 1 • CITY OF SHAKOPEE,MINNESOTA COMBINED BALANCE SHEET ALL FUND TYPES AND ACCOUNT GROUPS DECEMBER 31,1996 Governmental Fund Types Special Debt Capital IF ASSETS AND OTHER DEBITS General Revenue Service Projects Assets 1 Cash And Cash Equivalents $ 300 $ 23,400 $ $ Investments(Note IC,III A) 3,722,262 414,806 5,249,661 5,451,051 Restricted Cash And Cash Equivalents(Note IC,IIIA) Restricted Investments(Note IC,IIIA) Accrued Interest Receivable 15,436 1,766 20,324 23,433 Accounts Receivable 290,367 68,544 197,083 Taxes Receivable-Delinquent 86,387 2,447 Special Assessments Receivable 166 1,877,660 2,349,850 Due From Other Funds(Note III 0) 935,651 20,917 Due From Other Governments 6,048 Inventory Other Assets Property And Equipment(Note III C) Accumulated Depreciation Amount Available In Debt Service Funds Amount To Be Provided Total Assets And Other Debits $ 5,056,617 $ 510,963 $ 7,147,645 $ 8,042,334 LIABILITIES.FUND EQUITY AND OTHER CREDITS II— Liabilities Accounts,Wages,And Benefits Payable $ 724,179 $ 73,651 $ 166 $ 196,927 Contracts Payable 141,979 Due To Other Funds(Note III D) 819,265 Due To Other Governments 19,000 Deferred Revenue 86,553 2,447 1,877,660 2,349,850 lir— Deposits Payable Accrued Interest Long Term Debt(Note III F) Special Assessment Bonds With Government Commitment(Note III F) Tax Increment Bonds(Note III F) Total Liabilities 810,732 95,098 1,877,826 3,508,021 Fund Equity Investment In General Fixed Assets Contributed Capital(Note III G) IL Retained Earnings(Note III H) Reserved-Emergencies Reserved-Construction Unreserved Fund Balance Note III H) I— • Reserved-Special Purpose 415,865 Reserved-Debt Service 5,269,819 Reserved-Capital Projects 4,875.222 Unreserved-Des.for Equipment 325,000 Unreserved-Des.for Future Year Appr. 564,300 Unreserved,Undesignated 3,356,585 (340.909) Total Fund Equity And Other Credits 4,245,885 415,865 5,269,819 4,534,313 Total Liabilities,Fund Equity And Other Credits $ 5,056,617 $ 510,963 $ 7,147,645 $ 8,042,334 The accompanying notes are an integral part of these financial statements. 11-- 1 11.- Exhibit 1 111-:-A . CITY OF SHAKOPEE,MINNESOTA COMBINED BALANCE SHEET ALL FUND TYPES AND ACCOUNT GROUPS DECEMBER 31,1996 1. 1 . 1^ Proprietary Fiduciary Fund Types Fund Types Account Groups u_iGeneral General Total Internal Fixed Long Term (Memorandum Only) Enterprise Service Agency Assets Debt 1996 1995 $ 5,825,338 $ 547,153 $ $ $ $ 6,396,191 $ 5,198,205 3,397,100 1,618,989 2,749,042 22,602,911 22,175,023 1,297,620 1,297,620 1,870,897 1,970,174 1,970,174 2,082,777 81,669 10,593 153,221 171,426 1,763,021 2,319,015 1,858,101 88,834 62,188 t : 4,227,676 2,509,346 152,918 1,109,486 1,039,391 6,048 I445,435 445,435 304,421 158,607 158,607 165,187 50,267,659 3,414,721 7,773,506 61,455,886 56,417,571 (9,735,451) (1,123,905) (10,859,356) (9,555,256) E , 1 5,269,819 5,269,819 4,921,309 10,110,181 10,110,181 9,618,691 $ 55,624,090 $ 4,467,551 $ 2,749,042 $ 7,773,506 $ 15,380,000 $ 106,751,748 $ 98,839,277 1 I t I $ 1,264,346 $ $ 13,345 $ $ $ 2,272,614 $ 2,883,658 141,979 274,900 290,221 1,109,486 1,039,391 ti19,000 22,667 4,339,177 2,578,534 123,607 2,735,697 2,859,304 3,539,009 112,693 112,693 101,343 x- 6,167,973 6,167,973 6,167,847 I 10,655,000 10,655,000 8,825,000 4,725,000 4,725,000 5,715,000 9_1 ii 7,981,507 2,749,042 15,380,000 32,402,226 31,124,682 A 7,773,506 7,773,506 8,000,669 25,770,324 3,626,251 29,396,575 27,310,477 100,000 100,000 100,000 2,140,781 2,140,781 1,829,482 19,631,478 841,300 20,472,778 18,010,823 t 415,865 350,404 __ 1 __ill 5,269,819 4,921,309 4,875,222 4,217,647 325,000 487,500 • 564,300 129,576 3,015,676 2,356,708 _ _i 47,642,583 4,467,551 7,773,506 74,349,522 67,714,595 $ 55,624,090 $ 4,467,551 $ 2,749,042 $ 7,773,506 $ 15,380,000 $ 106,751,748 $ 98,839,277 1 2 I 1 1 . r!. f t, 4 111- ,. THIS PAGE LEFT BLANK INTENTIONALLY r r I- I: F r- I r • 3 Exhibit 2 CITY OF SHAKOPEE, MINNESOTA VA. • COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES u . ALL GOVERNMENTAL FUND TYPES FOR THE YEAR 31, 1996 ENDED DECEMBER l.--. I Governmental Fund Types Total r - Special Debt Capital (Memorandum Only) General Revenue Service Projects 1996 1995 Revenues [ ' -1 Taxes $ 2,873,265 $ 110,565 $ $ 3,022,690 $ 6,006,520 $ 6,540,945 Special Assessments 662,284 269,471 931,755 1,917,056 Licenses And Permits 711,190 158,616 869,806 704,094 Intergovernmental 876,219 398,445 761,739 2,036,403 1,458,328 Charges For Services 1,075,570 66,999 1,142,569 998,518 Fines And Forfeits 95,865 95,865 80,083 Miscellaneous 318,052 19,668 196,581 334,009 868,310 1,299,763 ITotal Revenues 5,950,161 595,677 858,865 4,546,525 11,951,228 12,998,787 Expenditures Current II General Government 1,401,633 1,401,633 1,531,652 Public Safety 2,207,346 69,483 2,276,829 2,052,153 Public Works 1,198,715 460,733 1,659,448 1,495,002 1 Recreation 282,599 282,599 610,584 Miscellaneous 20,209 20,209 33,780 Capital Outlay 4,860,279 4,860,279 10,609,720 Debt Service i . 1 Principal 1,715,000 1,715,000 5,965,000 Interest And Other Charges(Note III F 2) 628,605 186,749 815,354 1,922,843 Total Expenditures 5,110,502 530,216 2,343,605 5,047,028 13,031,351 24,220,734 1 Excess(Deficiency)Of Revenues Over Expenditures 839,659 65,461 (1,484,740) (500,503) (1,080,123) (11,221,947) I 1 Other Financing Sources(Uses) Operating Transfers In 789,233 1,451,901 218,885 2,460,019 856,461 Operating Transfers Out (663,596) (1,258,530) (1,922,126) (96,971) Proceeds Of Borrowing 13,006 2,529,500 2,542,506 3,158,853 1 11 Sale Of Property 2,462 2,462 1,181,192 Total Other Financing Sources(Uses) 128,099 1,464,907 1,489,855 3,082,861 5,099,535 Excess(Deficiency)Of Revenues&Other Financing Sources Over Expenditures &Other Financing Uses 967,758 65,461 (19,833) 989,352 2,002,738 (6,122,412) Fund Balance January 1 3,278,127 350,404 4,921,309 3,913,304 12,463,144 18,890,321 Residual Equity Transfers 368,343 (368,343) (304,765) Fund Balance December 31 $ 4,245,885 $ 415,865 $ 5,269,819 $ 4,534,313 $ 14,465,882 $ 12,463,144 The accompanying notes are an integral part of these financial statements. . 4 • • Exhibit 3 CITY OF SHAKOPEE, MINNESOTA I COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES • BUDGET AND ACTUAL `- GENERAL AND BUDGETED SPECIAL REVENUE FUND TYPES FOR THE YEAR ENDED DECEMBER 31, 1996 1- General Fund Over(Under) Budget Actual Budget Revenues Taxes $ 2,848,690 $ 2,873,265 $ 24,575 Licenses And Permits 454,100 711,190 257,090 Intergovernmental 860,074 876,219 16,145 Charges For Services 589,040 1,075,570 486,530 Fines And Forfeits 65,000 95,865 30,865 Miscellaneous 150,000 318,052 168,052 Total Revenues 4,966,904 5,950,161 983,257 1 Expenditures Current General Government 1,620,170 1,401,633 (218,537) Public Safety 2,264,920 2,207,346 (57,574) Public Works 1,333,430 1,198,715 (134,715) Recreation 304,660 282,599 (22,061) Miscellaneous 121,210 20,209 (101,001) Total Expenditures 5,644,390 5,110,502 (533,888) Excess(Deficiency)Of Revenues Over Expenditures (677,486) 839,659 1,517,145 Other Financing Sources(Uses) 1-- Operating Transfers In 800,000 789,233 (10,767) Operating Transfers Out (673,689) (663,596) 10,093 Sale Of Property 2,462 2,462 Total Other Financing Sources(Uses) 126,311 128,099 1,788 Excess(Deficiency)Of Revenues And It— Other Financing Sources Over Expenditures And Other Financing Uses (551,175) 967,758 1,518,933 Fund Balance January 1 3,278,127 3,278,127 1— Fund Balance December 31 $ 2,726,952 $ 4,245,885 $ 1,518,933 The accompanying notes are an integral part of these financial statements. • 11-- .1k- 5 Iv A Exhibit 3 CITY OF SHAKOPEE, MINNESOTA I - COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES I • BUDGET AND ACTUAL GENERAL AND BUDGETED SPECIAL REVENUE FUND TYPES 1 ] FOR THE YEAR ENDED DECEMBER 31, 1996 t _il Budgeted Special Revenue Funds Total(Memorandum Only) Over(Under) Over(Under) Budget Actual Budget Budget Actual Budget I $ 102,394 $ 110,565 $ 8,171 $ 2,951,084 $ 2,983,830 $ 32,746 454,100 711,190 257,090 402,186 398,445 (3,741) 1,262,260 1,274,664 12,404 68,400 66,999 (1,401) 657,440 1,142,569 485,129 65,000 95,865 30,865 12,000 19,302 7,302 162,000 337,354 175,354 I 1. j 584,980 595,311 10,331 5,551,884 6,545,472 993,588 I ii 1, 119,080 64,968 (54,112) 1,739,250 1,466,601 (272,649) I 2,264,920 2,207,346 (57,574) 465,900 460,733 (5,167) 1,799,330 1,659,448 (139,882) 304,660 282,599 (22,061) 121,210 20,209 (101,001) l 11 584,980 525,701 (59,279) 6,229,370 5,636,203 (593,167) 69,610 69,610 (677,486) 909,269 1,586,755 1 1 800,000 789,233 (10,767) (673,689) (663,596) 10,093 1 2,462 2,462 126,311 128,099 1,788 r i 69,610 69,610 (551,175) 1,037,368 1,588,543 _i 332,823 332,823 3,610,950 3,610,950 $ 332,823 $ 402,433 $ 69,610 $ 3,059,775 $ 4,648,318 $ 1,588,543 1 i, i1 6 Exhibit 4 I CITY OF SHAKOPEE, MINNESOTA vi COMBINED STATEMENT OF REVENUES, EXPENSES AND CHANGES IN RETAINED EARNINGS ALL PROPRIETARY FUND TYPES FOR THE YEAR ENDED DECEMBER 31, 1996 Total (Memorandum Only) 1— Internal Enterprise Service 1996 1995 Operating Revenues 1_', Sales $ 13,633,969 $ 362,784 $ 13,996,753 $ 13,039,929 Cost Of Sales 6,577,276 6,577,276 6,358,929 Gross Profit 7,056,693 362,784 7,419,477 6,681,000 Operating Expenses Operations And Maintenance 2,912,091 2,912,091 2,136,431 Treatment Charges 1,319,536 1,319,536 1,218,542 . Depreciation And Amortization 1,031,836 203,790 1,235,626 989,418 Total Operating Expenses 5,263,463 203,790 5,467,253 4,344,391 Operating Income 1,793,230 158,994 1,952,224 2,336,609 Add: Non-Operating Income 1__+ Interest Income 695,225 115,763 810,988 735,181 Other Income 188,269 4,812 193,081 218,695 Less: Non-Operating Expense Interest Expense (326,662) (326,662) (304,620) Income Before Operating Transfers 2,350,062 279,569 2,629,631 2,985,865 IF Operating Transfers From Other Funds 251,340 251,340 Operating Transfers To Other Funds (789,233) (789,233) (759,490) Net Income 1,812,169 279,569 2,091,738 2,226,375 Add: Depreciation On Contributed Assets That Reduces Contributed Capital 521,594 159,922 681,516 511,908 Increase In Retained Earnings 2,333,763 439,491 2,773,254 2,738,283 Retained Earnings January 1 19,538,496 401,809 19,940,305 17,202,022 I Retained Earnings December 31 $ 21,872,259 $ 841,300 $ 22,713,559 $ 19,940,305 The accompanying notes are an integral part of these financial statements. IL- IL • It- IT 1V 7 It- V- • CITY OF SHAKOPEE, MINNESOTA Exhibit 5 COMBINED STATEMENT OF CASH FLOWS ALL PROPRIETARY FUND TYPES I_ _ I OR THE YEAR ENDED DECEMBER 31, 1996 Total (Memorandum Only) Internal 1Enterprise Service 1996 1995 Cash Flow From Operating Activities '1 Operating Income $ 1,793,230 $ 158,994 $ 1,952,224 $ 2,336,609 z Adjustments To Reconcile Operating Income To Net Cash Provided By Operating Activities Depreciation And Amortization 1,031,836 203,790 1,235,626 989,418 1 i (Increase)Decrease In Accounts Receivable (122,395) (122,395) (205,405) (Increase)Decrease In Due From Other Funds (118,756) (118,756) 213,781 (Increase)Decrease In Due From Other Governments 25,798 25,798 44,569 (Increase)Decrease In Inventory (141,014) (141,014) (60,452) I (Increase)Decrease In Other Assets (4,557) (4,557) 9,418 Increase(Decrease)In Accounts Payable 54,598 54,598 360,665 Increase(Decrease)In Due To Other Funds (482,843) (482,843) 525,121 r Increase(Decrease)In Other 212,351 212,351 152,396 Increase(Decrease)In Deferred Revenue 15,667 15,667 7,000 Increase(Decrease)In Customer Deposits 1,582 1,582 (4,490) Rents And Miscellaneous Income 36,372 36,372 23,779 r Net Cash Provided By Operating Activities 2,301,869 362,784 2,664,653 4,392,409 Cash Flows From Noncapital Financing Activities Grants From Other Governments 5,784 5,784 157,183 '1_ i Operating Transfers From Other Funds 251,340 Operating Transfers To Other Funds (789,233) (789,233) (759,490) Net Cash Used For Noncapital Financing Activities (532,109) (783,449) (602,307) Cash Flows From Capital And Related Financing Activities Acquisition Of Fixed Assets (2,257,283) (166,377) (2,423,660) (3,721,297) Proceeds From Sale Of Fixed Assets 9,923 4,812 14,735 189,250 11 Contributed Capital 304,765 Principal Payments On Long Term Debt (212,225) (212,225) (222,048) Interest Paid (315,312) (315,312) (314,352) J Bond Proceeds 1,150,000 Trunk Charges 141,458 141,458 34,533 Connection Charges 4,655 4,655 3,200 Net Cash Used For Capital And Related Financing Activities (2,628,784) (161,565) (2,790,349) (2,575,949) Cash Flows From Investing Activities Interest Received 672,642 116,188 788,830 764,091 II Investments.Purchased (872,919) (872,919) (2,997,690) Investments Sold Or Matured 1,140,911 229,746 1,370,657 42,273 I Net Cash Provided By(Used For)Investing Activities 940,634 345,934 1,286,568 (2,191,326) Net Increase(Decrease)In Cash and Cash Equivalents 81,610 547,153 628,763 (977,173) Cash and Cash Equivalents-January 1 7,041,348 7,041,348 8,018,521 Cash and Cash Equivalents-December 31 $ 7,122,958 $ 547,153 $ 7,670,111 $ 7,041,348 1 Non Cash Investing, Capital and Financing Activities Contributions From Other Funds $ 1,438,996 $ $ 1,438,996 $ 8,800,106 Developers 1,500,842 1,500,842 1,118,124 AAcquisition Of Fixed Assets (2,939,838) (2,939,838) 9,918,230 The accompanying notes are an integral part of these financial statements. _ _II 8 r- • Deloitte & Touche LLP 400 One Financial Plaza Telephone:(612)397-4000 120 South Sixth Street Facsimile: (612)397-4450 Minneapolis, Minnesota 55402-1844 • May 1, 1997 Honorable Mayor and Members of the City Council The City of Shakopee,Minnesota To the Honorable Mayor of Shakopee and City Council Members: We have audited the general purpose financial statements of the City of Shakopee,Minnesota(the City) for the year ended December 31, 1996 and have issued our report thereon dated May 1, 1997. We did not audit the financial statements of the Electric and Water Funds included within the enterprise fund type, which represent 41%and 74% of the total assets and revenues of the enterprise fund type,respectively. Those statements were audited by other auditors whose report has been furnished to us,and our opinion on the City's general purpose financial statements,insofar as it relates to the amounts included for the Electric and Water Funds,is based solely on the report of the other auditors. Our professional standards require that we communicate with you concerning certain matters that may be of interest to you in fulfilling your obligation to oversee the financial reporting and disclosure process for which management of the City is responsible. We have prepared the following comments to assist the Mayor and City Council in fulfilling that obligation. Our Responsibility under Generally Accepted Auditing Standards: Our responsibility under generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States,has been described to you in our engagement letter dated July 1, 1996. As described in such letter,those standards require that we plan and perform the audit to obtain reasonable,rather than absolute,assurance about whether the general purpose financial statements are free of material misstatement. Those standards also require that we obtain an understanding of the City's internal control structure sufficient to enable us to properly plan our audit. We have also issued a separate report to you,dated May 1, 1997,containing our comments on the internal control structure. Significant Accounting Policies: The City's significant accounting policies are disclosed in the notes to the general purpose financial statements. There were no significant changes in these policies during 1996. New Accounting Pronouncements: The Governmental Accounting Standards Board has issued Governmental Accounting Standard No. 31, Accounting and Financial Reporting for Certain Investments and for External Investment Pools,which requires that investments be reported at fair value in the balance sheet with changes in the fair value of investments reported in the operating statement. This standard is effective for the City in 1998. DeloitteTouche Tohmatsu International Honorable Mayor and Members of the City Council The City of Shakopee,Minnesota May 1, 1997 Page 2 Management Judgments and Accounting Estimates: Accounting estimates are an integral part of the financial statements prepared by management and are based upon management's current judgments. Those judgments are normally based on knowledge and experience about past and current events and assumptions about future events. All of the significant management judgments and accounting estimates in the 1996 general purpose financial statements were normal and recurring and were determined on a basis consistent with that used in prior years. Other Information in the Annual Report: When audited financial statements are included in documents containing other information, such as the City's Comprehensive Annual Financial Report,generally accepted auditing standards require that we read such other information and consider whether it,or the manner of its presentation,is materially inconsistent with the information,or the manner of its presentation,in the general purpose financial statements audited by us. We have read the other information in the City's Comprehensive Annual Financial Report and have inquired as to the methods of measurement and presentation of such information. If we had noted a material inconsistency,or if we had obtained any knowledge of a material misstatement of fact in the other information,we would have discussed this matter with management and, if appropriate,with the Mayor and City Council. Disagreements with Management: We had no disagreements with management regarding the application of accounting principles,the basis for management's judgments about accounting estimates,the scope of our audit, disclosures to be included in the general purpose financial statements,or the wording of our report on the 1996 general purpose fmancial statements. Consultation with Other Accountants: Management informed us that there were no consultations with other independent public accountants regarding accounting or auditing matters during 1996. Major Issues Discussed with Management Prior to Retention: We discussed no major accounting or auditing issues with management in connection with our engagement as the City's auditors in 1996. Difficulties Encountered in Performing the Audit: We experienced no difficulties in dealing with management relating to the performance of our audit. We received the full cooperation of management and staff. Our audit scope was essentially the same as reviewed with you in our July 1, 1996 engagement letter. We believe that we have direct and unrestricted access to the City's senior management and to the Mayor and City Council. Honorable Mayor and Members of the City Council The City of Shakopee,Minnesota May 1, 1997 Page 3 * * * * * This report is intended solely for the use of the Mayor and City Council and should not be used for any other purpose. This restriction is not intended to limit the distribution of this report,which,upon acceptance by the City,is a matter of public record. We will be pleased to further discuss this report with you at your convenience. Yours truly, Deloitte & Touche LLP /\ 400 One Financial Plaza Telephone:(612)397-4000 120 South Sixth Street Facsimile: (612)397-4450 Minneapolis,Minnesota 55402-1844 May 1, 1997 The Honorable Mayor and Members of the City Council Shakopee,Minnesota To the Honorable Mayor of Shakopee and City Council Members: In planning and performing our audit of the general purpose financial statements of the City of Shakopee, Minnesota(the City)for the year ended December 31, 1996(on which we have issued our report dated May 1, 1997),we considered its internal control structure in order to determine our auditing procedures for the purpose of expressing an opinion on the general purpose financial statements,and not to provide assurance on the internal control structure. In connection therewith,we submit this report containing our comments, observations,and recommendations concerning reportable conditions and administrative and operating matters which resulted from our audit of the City's 1996 general purpose financial statements. Our observations and recommendations are presented under the following main captions: Section I - Independent Auditors'Report on the Internal Control Structure Based on the Audit of the Financial Statements Section II - Current-Year Administrative and Operating Matters Section III- Follow-up on Prior-Year Administrative and Operating Matters This report is intended solely for the information of the Mayor and City Council members,management,and others within the City. This restriction is not intended to limit the distribution of this report,which is a matter of public record. We will be pleased to discuss these recommendations with you and,if desired,to assist you in implementing any of them. Yours truly, DeloitteTouche Tohmatsu International Deloitte & SECTION Touche LLP /\ 400 One Financial Plaza Telephone:(612)397-4000 120 South Sixth Street Facsimile: (612)397-4450 Minneapolis,Minnesota 55402-1844 INDEPENDENT AUDITORS' REPORT ON THE INTERNAL CONTROL STRUCTURE BASED ON THE AUDIT OF THE FINANCIAL STATEMENTS The Honorable Mayor and Members of the City Council Shakopee,Minnesota We have audited the general purpose fmancial statements of the City of Shakopee,Minnesota(the City) as of and for the year ended December 31, 1996 and have issued our report thereon dated May 1, 1997. We did not audit the financial statements of the Electric and Water Funds included within the enterprise fund type,which represent 41%and 74%of the total assets and revenues of the enterprise fund type,respectively. Those statements were audited by other auditors whose report has been furnished to us,and our opinion on the City's general purpose financial statements,insofar as it relates to the amounts included for the Electric and Water Funds,is based solely on the report of the other auditors. We conducted our audit in accordance with generally accepted auditing standards and Government Auditing Standards,issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. The management of the City is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility,estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives of an internal control structure are to provide management with reasonable,but not absolute,assurance that assets are safeguarded against loss from unauthorized use or disposition and that transactions are executed in accordance with management's authorization and recorded properly to permit the preparation of general purpose financial statements in accordance with generally accepted accounting principles. Because of inherent limitations in any internal control structure,errors or irregularities may nevertheless occur and not be detected. Also, projection of any evaluation of the structure to future periods is subject to the risk that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of policies and procedures may deteriorate. In planning and performing our audit of the general purpose financial statements of the City for the year ended December 31, 1996,we obtained an understanding of the internal control structure. With respect to the internal control structure,we obtained an understanding of the design of relevant policies and procedures and whether they have been placed in operation,and we assessed control risk in order to determine our auditing procedures for the purpose of expressing our opinion on the general purpose financial statements and not to provide assurance on the internal control structure. Accordingly,we do not express such an opinion. DeloitteTouche Tohmatsu 2 International Our consideration of the internal control structure would not necessarily disclose all matters in the internal control structure that might be material weaknesses under standards established by the American Institute of Certified Public Accountants. A material weakness is a reportable condition in which the design or operation of one or more of the specific internal control structure elements does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in relation to the general purpose financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control structure and its operation that we consider to be material weaknesses as defined above. This report is intended for the information of the Mayor and City Council members,management,and others within the City,and officials of applicable state agencies. However,this report is a matter of public record and its distribution is not limited. May 1, 1997 3 SECTION II CURRENT-YEAR ADMINISTRATIVE AND OPERATING MATTERS Policies and Procedures Over the Use of Technology: Observation: During our audit,we noted that the City does not have formal policies and procedures over the security,use, and maintenance of its Local Area Network(LAN)and personal computers. Currently,there are no trained personnel designated for the administration of the City's information systems. The City is able to perform some system maintenance and security functions internally,but utilizes an outside service organization for its more complex issues. Recommendation: The City should consider developing formal policies and procedures over its information systems to provide for the following: • system acquisition • system maintenance • system security(including maintenance of a user password and system access listing) The City should also determine whether it continues to be cost effective to use an outside service organization to provide these functions or whether hiring an individual or sharing information systems personnel with other area governments would be more beneficial. As the City continues to grow and utilize information systems,especially considering the rapid advancement of technology and tremendous growth of the internes,it becomes increasingly important for the City to have both a plan and the support necessary to prepare for these changes. Accounts Receivable-Shakopee Public Utilities Commission: Observation: The City bills Shakopee Public Utilities Commission(SPUC)for its share of street and sewer construction projects undertaken by the City(e.g.,water mains)at the end of a project. As construction projects can span over a number of years,the City is often not receiving payment until years after work is completed. Recommendation: It would be advantageous to the City to bill SPUC for its portion of construction costs based on the percentage-of-completion method. By receiving SPUC payments as expenditures are being made,the City can better manage the costs related to the construction project while earning interest on monies received. 4 Accounting and Reporting for Investments: Observation: During March 1997,the Governmental Accounting Standards Board(GASB)issued Statement No. 31, Accounting and Financial Reporting for Certain Investments and for External Investment Pools. This statement establishes accounting and financial reporting standards for all investments held by governmental external investment pools. For governmental entities other than external investment pools,defined benefit pension plans,and Internal Revenue Code Section 457 deferred compensation plans,it also establishes accounting and fmancial reporting standards for investments in interest-earnings investments contracts, external investment pools,open-end mutual funds,debt securities,equity securities(including unit investment funds),option contracts, stock warrants,and stock rights that have readily determinable fair values. The accounting and financial reporting standards established by GASB Statement No. 31 call for the City to report investments at fair value in the balance sheet(or other statement of fmancial position). Fair value is the amount at which an investment could be exchanged in a current transaction between willing parties,other than in a forced or liquidation sale(i.e.,market value). The City may report at amortized cost money market investments and participating interest-earning investment contracts that have a remaining maturity at the time of purchase of one year or less,provided that the fair value of those investments is not significantly affected by the impairment of the credit standing of the issuer or by other factors. All investment income,including changes in the fair value of investments, should be recognized as revenue in the operating statement(or other statement of activities). When identified separately as an element of investment income,the change in the fair value of investments should be captioned net increase(decrease)in fair value of investments. Realized gains and losses should not be displayed separately from the net increase (decrease)in the fair value of investments in the financial statements,except that realized gains and losses may be separately displayed in the separate reports of governmental external investment pools. The provisions of GASB Statement No. 31 are effective for financial statements of periods beginning after June 15, 1997. Earlier application is encouraged. Accounting changes adopted to conform to the provisions of this statement should be applied retroactively,if practical,by restating financial statements of all prior periods presented. If restatement of financial statements for prior periods presented is not practical,the cumulative effect of applying this statement,if any,should be reported as a restatement of beginning fund balance or retained earnings,as appropriate,for the earliest period restated. The current-year effect of GASB Statement No. 31 implementation would have been a decrease of approximately $260,000 in the aggregate value of investments at December 31, 1996. Recommendation: We recommend the City review the provisions of GASB Statement No. 31 and determine the appropriate future accounting and reporting implications. Financial Reporting Model: Observation: During January 1997,the GASB issued a proposed statement,Basic Financial Statement-and Management's Discussion and Analysis for State and Local Governments,in an exposure draft format. This proposed statement establishes accounting and financial reporting standards for general purpose external financial reporting by state and local governments,including the basic financial statements and management's 5 discussion and analysis(MD&A). It also establishes the general outline and minimum content of the comprehensive annual financial report(CAFR). The new components of a CAFR are established as: I. Introductory section II. Financial section A. Management's discussion and analysis B. Basic financial statements(including an entity-wide perspective and a fund perspective) C. Required supplementary information D. Combining and individual fund statements and schedules III. Statistical section The major changes in the current reporting model represent the MD&A section and basic fmancial statements, which include statements prepared from both an entity-wide perspective and a fund perspective. The requirements of the exposure draft are effective for financial statements of periods beginning after June 15, 2000. Recommendation: We recommend the City review the provisions of the exposure draft on state and local governments' basic financial statements and determine the appropriate changes that will need to be made to the City's current financial reporting model when adopted. Single Audit Act Changes: Observation: In 1997,the City is likely to receive federal financial assistance sufficient to require a single audit as outlined by Office of Management and Budget(OMB) Circular A-133. This will create additional compliance and reporting requirements for the City. Additionally,there have been major changes affecting future single audits of cities. Office of Management and Budget(OMB)Circular A-128,Audits of State and Local Governments,has been revised and will be effective for fiscal 1997. The new circular replaces both previous OMB Circulars A-133 and OMB A-128, which were generally applicable to audits of federal financial assistance received by nonprofit organizations and state and local governments,respectively. Some of the changes included in the revised Circular A-133 that will affect the City include the following: • The due date for submission of single audit reports has been shortened to nine months after the end of the period subject to audit from the previous 12-month requirement. • There are additional reporting requirements for the auditee. First,a summary of prior-year audit findings must be completed and submitted by the auditee. In addition,a"Certification of Audit"form and required additional information must be completed by the auditee and submitted with the single audit reports. Single audit reports and the additional information must now be sent to a national clearinghouse location where they will be distributed to other federal departments. 6 • A risk-based method of determining major programs for testing is now in effect. This means that the federal programs previously not audited may be subject to testing on future audits. Recommendation: The City should obtain and review the revised OMB Circular A-133 to determine what the compliance and reporting requirements are and what impact they will have on the City's current policies and procedures. The City should ensure a process is in place to monitor compliance with general and specific grant requirements. 7 SECTION III FOLLOW-UP ON PRIOR-YEAR ADMINISTRATIVE AND OPERATING MATTERS Conflict of Interest: In 1995,we recommended that the City Council and the Economic Development Authority(EDA) Board develop policies and related procedures regarding conflicts of interest,including the adoption of a resolution related to the disclosure of all real estate and business interests of their members which could indicate potential conflicts of interest. During 1996,the EDA Board adopted a resolution requiring its members to disclose all real estate and business interests. The City Council did not adopt such a resolution,however. In 1997,the EDA Board was restructured so that it now consists entirely of City Council members. Accounts Receivable-Shakopee Public Utilities Commission: Comment repeated in current year. Journal Entries: In 1995,we recommended the City implement formal review procedures for general ledger journal entries. During 1996,the City began a more formal review policy which included both a signature of the preparer and the reviewer of each journal entry. We encourage the City to continue adhering to this policy going forward as it enhances control over the accounting system. Disposal of Fixed Assets: In 1995,we recommended the City implement a written procedure for the disposal of fixed assets. During 1996,the City has continued to review property records in an effort to facilitate the identification and tracking of fixed assets and their disposal. This process included eliminating record keeping for fixed assets less than $2,000(which is consistent with the City's capitalization policy)and providing fixed assets summaries to departmental management responsible for those assets. 8 Deloitte & Touche LIP 1 City of Shakopee 1 City Council Presentation June 17, 1997 1 i 1 1 1 1 1 1 1 t 1 1 I Deloitte:ouche Presented by: trig Cliff Hoffman, Partner International I I CITY OF SHAKOPEE Operating Fund Status December 31, 1996 Special General Revenue Enterprise Fund Funds Funds Total Fund balance/retained earnings at December 31, 1996 $ 4,245,885 $ 415,865 $47,642,583 $52,304,333 I Less: Reserved/designated (889,300) (415,865) (2,240,781) (3,545,946) r! Property, net (40,532,208) (40,532,208) ' Liquid fund balance/ retained earnings at December 31, 1996 3,356,585 4,869,594 8,226,179 Fund balance/ retained earnings at December 31, 1995 3,278,127 350,404 43,056,507 46,685,038 Less: Reserved/designated (617,076) (350,404) (1,929,482) (2,896,962) Property, net (36,527,124) (36,527,124) Liquid fund balance/ retained earnings at December 31, 1995 2,661,051 4,599,901 7,260,952 Net increase $ 695,534 $ - $ 269,693 $ 965,227 I 1 I 1 I CITY OF SHAKOPEE Unreserved General Fund Balance Compared to Annual Expenditures Unreserved/ Next Year's Percentage IYear Ending Undesignated Annual of December 31 Fund Balance Expenditures Expenditures 1993 $ 1,566,000 $ 5,370,000 29.2% 1994 1,578,000 5,270,000 29.9 1 1995 2,661,000 5,111,000 52.1 1996 3,357,000 5,945,000(1) 56.5 (1) 1997 Budgeted Expenditures I I I 1 I 1 1 2 I CITY OF SHAKOPEE General Fund Revenues and Expenditures Year Ended December 31, 1996 Actual Over (Under) Budget Actual Budget Revenues $ 4,966,904 $ 5,950,161 $ 983,257 I Expenditures 5,644,390 5,110,502 (533,888) (Deficiency) excess of revenues over expenditures (677,486) 839,659 1,517,145 Other fmancing sources 126,311 128,099 1,788 (Deficiency) excess of revenues and iother fmancing sources over expenditures $ (551,175) $ 967,758 $ 1,518,933 I I I I I I I I3 I I CITY OF SHAKOPEE General Fund Revenues 1 60%-- I II 50%--- — 40 o - /o J-- I 30%-- I 1 20%-- =I 10%-/- -- Q1_- — I , I 0% - -- 1995 1996 1997 (Budget) I ❑Taxes 0 Fines, Forfeits, Licenses, Permits 0 Intergovernmental 0 Miscellaneous 1 0 Charges for Services IRevenues 1 1995 $5,657,000 1996 5,950,000 1997 Budget 5,389,000 I 4 1 I I CITY OF SHAKOPEE General Fund Expenditures I 45%-, 11 40% i 35%_,_ I 30%--- I , , 25%1' - < o 20%1- — 1 15 /0 o — 1- I 10%--- — I = -- — 0% ' I F— i 1995 1996 1997 (Budget) ❑ Public Safety ❑ Recreation 1 0 General Government 0 Public Works and Miscellaneous IExpenditures 1 1995 $5,270,000 1996 5,111 ,000 1 1997 Budget 5,945,000 I 1 5 I CITY OF SHAKOPEE General Fund Revenues/Expenditures ■ Per Household $1 ,400 $1 ,200 --/ $1,129 $1 ,160 $1,121 $1,102 / / $1 ,081 $1 ,000 $963 $800 I $600 $400 $200 -� I $0 " 1994 1995 1996 Number of Households 4,775 4,877 5,307 ID Revenues ❑ Expenditures Note: Graph excludes other financing sources (uses) I 1 6 I CITY OF SHAKOPEE Productivity Measures 1996 1995 1994 111 A. Population 14,952 13,752 13,041 I B. Number of households 5,307(1) 4,877 4,755 C. Number of full-time employees (excluding enterprise funds) 68 71 66 I D. Population per employee 220 194 198 IE. Households per employee 78 69 72 I (1) Estimate from City Planning Department I I I I 1 I I I 7 i CITY OF SHAKOPEE Enterprise Funds' Performance 1996 1995 1994 IOperating income (loss): Electric (SPUC) $ 937,000 $ 1,150,000 $ 1,080,000 Water (SPUC) 534,000 358,000 242,000 Sanitary sewer 530,000 605,000 109,000 Storm drainage 104,000 103,000 5,000 Refuse collection 9,000 0 (13,000) Recreation (321,000) (20,000) N/A Total $ 1,793,000 $ 2,196,000 $ 1,423,000 I I I 1 I I I 1 8 I CITY OF SHAKOPEE December 31, 1996 Cash and Accumulated Surplus Investments Property Depreciation Net (Deficit) (1) (at Cost) (2) Property (1) - (2) IElectric $ 4,244,809 $ 9,779,335 $ 3,044,996 $ 6,734,339 $ 1,199,813 Water utility 2,403,999 10,284,644 2,887,304 7,397,340 (483,305) Sanitary sewer utility 3,845,590 8,719,712 1,254,075 7,465,637 2,591,515 Storm drainage utility 1,894,342 15,594,648 2,266,590 13,328,058 (372,248) Refuse collection 27,134 27,134 Recreation 74,358 5,889,320 282,486 5,606,834 (208,128) Equipment 2,166,142 3,414,721 1,123,905 2,290,816 1,042,237 $ 14,656,374 $ 53,682,380 $ 10,859,356 $ 42,823,024 $ 3,797,018 I (1) Includes restricted cash and investments. I 1 I 1 I I 1 9 I I CITY OF SHAKOPEE Selected Performance Ratios I December 31, 1996 I Shakopee Excluding Overlapping National I Debt Median* I I. DEBT MEDIANS: Net debt per capita $1,441 $811 Net debt per capita - excluding revenue bonds 1,029 - IRatio of net debt to estimated full value 2.5% 1.7% I II. ENTERPRISE MEDIANS - Operating Profit: I Water 67.3 37.0 Sewer 32.8 32.5 Water and sewer 38.0 35.4 I Electric 13.9 13.2 Storm drainage 67.9 N/A I Refuse collection - N/A Recreation (49.5) N/A I Per 1997 Moody's Selected Indicators of Municipal Performance I 1 I I I I 1 10 1 CITY OF SHAKOPEE Performance Definitions I. DEBT MEDIANS: Gross bonded Debt service Net debt per capita = debt - funds on hand Estimated population Ratio of net debt to — Gross bonded - Debt service estimated full value debt funds on hand Estimated market value II. ENTERPRISE MEDIANS - IOperating ratio = 1 - Operating expenses (without depreciation) Operating revenues I I I I I I I I I 1 11 I CITY OF SHAKOPEE Selected Comparative Financial Indicators December 31, 1996 I Debt per Debt Fund Capita Service to Balance to (General Revenues (All Revenues Long-Term Governmental (General Fund) Bonded Debt) Funds) City of Shakopeea 58/o $1,029 52/o IBench Mark Average (1) 20% $234 7% Local Comparison (2) 24 - 52% $0 - $475 8 - 51% (1) 1993 benchmark average per Government Finance Review, December 1996. (2) Local Comparison of Financial Indicators includes the Cities of Blaine, Bloomington, Brooklyn Center, Brooklyn Park, Burnsville, Minnetonka, Plymouth, Richfield, and Winona and are at December 31, 1995. I I I I I I I ' 12 I I CITY OF SHAKOPEE Comparative Financial Indicators Definitions I I Fund Balance to General = Unreserved Fund Balance Revenue (General Fund) Total General Fund Revenues I Debt per Capita (General LT = Direct LT Debt IBonded Debt) Estimated Population I Debt Service to Revenues Debt Service (All Governmental Funds) = Total Revenues I I I I I I I I I I I 1 13 I I CITY OF SHAKOPEE National General Obligation Bond Ratings I I AAA I 3% 1 AA1 j I 3% AA2 I 6% AA3I _J 2A -J I I AA ) 8% Al -) 19% I A2 i i 1 4% (City of Shakopee) I A3-) 3% 1 A 123% I BAA1 -�) 12% I BAA2 1% BAA3 1% I BAA I /o 11° 1 BA1 and below_) i I 4% r r r 1 0% 5% 10% 15% 20% 25% Per report obtained from Moody's Investor Service in 1997 I I I I14 1 ' CITY OF SHAKOPEE Debt Service Schedule (Excluding Revenue Bonds) (Principal and Interest) 3,000,0001 t o 2,500,00010 /-7 �--� I 2,000,0001 — — — — 111 1,500,000-r -� I t1,000,0001 — 500,0001' — — •— — — — 0 / .i - I 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 ❑General Obligation Bonds 0 Tax Increment Bonds I 1 I I15 ' CITY OF SHAKOPEE Management Practices to Avoid • Using reserves to balance the budget • Using short-term borrowings to balance the budget ' • Using internal borrowing (long term) to balance the budget • Selling assets to balance the budget • Using one-time accounting charges to balance the budget • Deferring pension and employee benefit obligations • Not costing out nonsalary employee benefits ' • Ignoring full-life costs of capital assets ' • Deferring maintenance expenditures • Investing in derivatives without extensive research and remembering principal is "principle" I I I I 1 ' 16 I CITY OF SHAKOPEE Competitive Advantages I . Strong bond ratings • Written investment policy • Low number of city employees per household • State and federal revenues are only 17% of the 1997 budget - the 1996 metro average was 18% and nonmetro average was 32% ' • Strong enterprise fund performance - users being ch arged to maintain system 1 • City is growing and has room for significant growth • No postemployment health care benefits ' Challenges • Revenue from state and federal sources was $876,000 in 1996 • City needs to provide the infrastructure for growth I I 1 1 17 1 I CITY OF SHAKOPEE The Next Five Years . . . I • Prepare five-year summaries on the growth of government services based upon head I count and cost as compared to growth in the number of households, property valuation, personal income, etc. There will be a need to prove you are not growing government faster than warranted. I • Establish an organizational plan for department structure five years from now. 1 • Establish a capital expenditure budget for five years. I • Establish an operating fund budget for five years. I • Establish a reinventing government committee with a goal of comprehensive operations improvement. 1 • Challenge old beliefs on accounting controls. Review cost of controls versus benefits. I I I I I I I I I I18 CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Members Mark McNeill, City Administrator FROM: Julie Klima, Planner II SUBJECT: Vacation of Quincy Circle and Easements MEETING DATE: June 17, 1997 SITE INFORMATION Current and Adjacent Zoning: Medium Density Residential (R2) INTRODUCTION AND DISCUSSION The City Council received a request from Mr. Cletus Link to consider the vacation of the right- of-way for Quincy Circle and easements within South Parkview 1st Addition. This request is made in connection with the applicants desire to realign the location of Quincy Circle due to MnDOT taking additional property along County Road 15. Attached is a copy of the portion of the zoning map showing the location of the subject right-of -way. Other agencies and city departments have reviewed this application information, and staff has not received any opposition to the vacation request. A copy of the June 5, 1997, Planning Commission report has been attached for your reference. STAFF RECOMMENDATION Staff recommends approval of the vacation of the subject right-of-way and easements. ALTERNATIVES 1. Approve the vacation of the subject right-of-way and easements. 2. Deny the request to vacate the subject right-of-way and easements. 3. Table the decision to allow staff or the applicant time to provide additional information. PLANNING COMMISSION RECOMMENDATION The Planning Commission reviewed the request on June 5, and recommended approval of the vacation, unanimously. ACTION REQUESTED Offer and approve Resolution No. 4682 vacatin., the subject right-of-way and easements. r • / uie ' a Planner II i:\commdev\cc\1997\cc0617\vacq i ncy.doc RESOLUTION NO. 4682 A RESOLUTION OF THE CITY OF SHAKOPEE VACATING THE RIGHT-OF-WAY FOR QUINCY CIRCLE AND EASEMENTS WITHIN OUTLOT A, SOUTH PARKVIEW 1ST ADDITION,SCOTT COUNTY, MINNESOTA WHEREAS,right-of-way has been dedicated for Quincy Circle and easements have been dedicated in Outlot A, South Parkview 1st Addition, County of Scott, State of Minnesota; and WHEREAS, it has been made to appear to the Shakopee City Council that this right- of-way and easements serves no public use or interest; and WHEREAS,the public hearing to consider the action to vacate was held in the Council Chambers of the City Hall in the City of Shakopee at 7:00 P.M. on the 17th day of June, 1997; and WHEREAS, two weeks published notice has been given in the SHAKOPEE VALLEY NEWS and posted notice has been given by posting such notice on the bulletin board on the main floor of the Scott County Courthouse, the bulletin board at the U.S. Post Office, the bulletin board at the Shakopee Public Library, and the bulletin board in the Shakopee City Hall; and WHEREAS, all persons desiring to be heard on the matter were given an opportunity to be heard at the public hearing in the Council Chambers in the City of Shakopee. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. That it finds and determines that the vacation hereinafter described is in the public interest; and 2. That the following right-of-way and easements in South Parkview 1st Addition, City of Shakopee, County of Scott, State of Minnesota, serves no further public need; 3. That the right-of-way and easements described below is hereby vacated: Quincy Circle and easements within Outlet A, Se//th Parkview 1st Addition. 4. After the adoption of the Resolution, the City Clerk shall file certified copies hereof with the County Auditor and County Recorder of Scott County. Adopted in session of the City Council of the City of Shakopee, Minnesota, held the day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk PREPARED BY: City of Shakopee 129 South Holmes Street Shakopee, MN 55379 10 _ CONSENT CITY OF SHAKOPEE Memorandum TO: Shakopee Planning Commission FROM: Julie Klima, Planner II SUBJECT: Vacation of Quincy Circle and Easements DATE: June 5, 1997 SITE INFORMATION Applicant: Cletus Link Current and Adjacent Zoning: R-2 (Medium Density Residential); See attached zoning map INTRODUCTION The City has received a request from Cletus Link to consider the vacation of Quincy Circle right-of-way and easements(please see Exhibit B). The subject property is located north of Vierling Drive, east of Jefferson Street and west of Adams Street(County Road 15). The City Council will hold a public hearing on June 17, 1997, to consider this vacation request. A recommendation from the Planning Commission is needed for the vacation process. DISCUSSION Attached is a copy of the portion of the zoning map showing the location of the subject right-of -way. The applicant is requesting that this vacation be considered because of the necessary realignment of Quincy Circle slightly to the west. After the right-of-way and easements were dedicated to the city, additional right-of-way was required for County Road 15 by MnDOT. Because of the additional right-of-way required by MnDOT, the applicant is requesting that the vacation be approved and Quincy Circle and the easements would be rededicated with South Parkview 3rd Addition in their realigned locations. Other agencies and city departments have reviewed this application information, and staff has not received any opposition to the vacation request. ALTERNATIVES 1. Recommend to the City Council the approval of the vacation of the subject right-of- way. 2. Recommend to the City Council denial of the request to vacate the subject right-of-ay. 3. Table the decision to allow staff or the applicant time to provide additional information. STAFF RECOMMENDATION Staff recommends the approval of the vacation(Alternative No. 1). ACTION REQUESTED Offer and pass a motion recommending to the City Council the approval of the vacation. Julie Kim Planner II i:\conundev\boaa-pc\1997\jun05\vaclink.doc ' 11‘117. '..iiall 3;1AZ : -.... ___7.i._.-..:. : ..„it:_ it 13-,./1.1./.11161isa'a-. rei awn",-..0 rikairgs.F.....!:":55:.El, to • 8: �� IEXHIIWA iigm-IN aaNI_ :• � • ' ' syn AMA Win Mir,ari `,. �$. Vim.. s •sow l114 via l 0 �8'� aiia- use. so !IA-.:.c :• ; .;? .'g: ' fin" een �� ;� acs s _ x �'� 1,1_1JON__Zara. C rgre 72 rt of ga� --� 47..0�1�� -1 ono ,'Cep s 0 lib ill:Plibiliiiiiiiiiiiirit:".1111111111111.12sTiliglirli 411111:!..Lifor,..11111111111111suir.„....150, :suiliellisit....71119117_16;...,1111111gra,,..1,., ::;141.11.•1:-/,'-:-.• •-.1ciriL.* .:"..i:(IL;:•ti:.. .1:111":-.:.:..... jar_iii.1.C-11-1-;:gtislifts-C1114101.-.. : - . -::'-''.::'.:-.. -all -tee EI -. •Wan illa _! Olin Mi!:lM:MIN.ltd: i�11:M! 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The license is ultimately issued by the State of Minnesota. The applicant has provided the State with the required $10, 000. 00 Currency Exchange Surety Bond. RECOMMENDED ACTION: Offer Resolution No. 4684, A Resolution of the City of Shakopee, Minnesota, Approving the Application of DRM LLC of Shakopee dba American Pawnbrokers, for A Currency Exchange License at 450 West First Avenue, and move its adoption. Ju' 'h S. Cox, •ity Clerk h\judy\licenses\currmem2 RESOLUTION NO. 4684 A RESOLUTION OF THE CITY OF SHAKOPEE,MINNESOTA,APPROVING THE APPLICATION OF DRM LLC OF SHAKOPEE dba AMERICAN PAWNBROKERS FOR A CURRENCY EXCHANGE LICENSE AT 450 WEST FIRST AVENUE WHEREAS, in 1992 Minnesota Statute Section 53A.04 was amended to require a City to approve or disapprove of a proposed currency exchange license;and WHEREAS, DRM LLC of Shakopee DBA American Pawnbrokers applied for a currency exchange license for a location at 450 West First Avenue;and WHEREAS, the City has given published notice of its intention to consider this issue, has solicited testimony from interested persons, and finds that the application should be approved. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, AS FOLLOWS: That the City approves the granting of a currency exchange license to DRM LLC of Shakopee DBA American Pawnbrokers at its location at 450 West First Avenue. Adopted in Session of the City Council of the City of Shakopee, Minnesota, held this day of , 1996. Mayor of the City of Shakopee ATTEST: City Clerk /5- A CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Julie Klima, Planner II SUBJECT: Amendment No. 2 to the Scherer South Planned Unit Development DATE: June 17, 1997 INTRODUCTION Olson General Contractors, Inc. on behalf of Scherer Bros. Lumber Co. and Ochs Brick Co. has submitted an application for an Amendment to the Scherer South Planned Unit Development (PUD). The applicant is requesting an amendment to allow the construction of a 15,000 square foot building addition. This building addition is proposed to house Ochs Brick Company. Proposed uses for this addition include 5,000 square feet for office use; 5,000 square feet for warehouse use; 2,500 square feet for showroom use; and 2,500 square feet for storage use. A copy of the June 5, 1997, Planning Commission staff memo has been attached for your reference. ALTERNATIVES 1. Approve Resolution No. 4683, subject to the conditions stated. 2. Approve the approve Resolution No. 4683, subject to revised conditions. 3. Deny Resolution No. 4683. 4. Table the decision, and request additional information from the applicant and/or staff. PLANNING COMMISSION RECOMMENDATION The Planning Commission has recommended the approval of the Amendment to the Scherer South Planned Unit Development (Alternative No. 1) to allow the construction of an addition to the existing office/showroom building, subject to the following conditions of approval, as well as the original conditions of approval. 1. Office area shall be limited to 16,550 square feet of area in the principal structure. 2. Retail and display areas shall be limited to 15% of the principal structure area. ACTION REQUESTED Offer Resolution No. 4683, and move its adoption. 4uli "AM / ..... e Klima Planner II I:\cornmdev\cc\1997\cc0617\pudscher.doc RESOLUTION NO. 4683 (AMENDMENT NO. 2) A RESOLUTION OF THE CITY OF SlIAKOPEE, MINNESOTA, AMENDING RESOLUTION NO. 4030, A RESOLUTION APPROVING THE PRELIMINARY AND FINAL DEVELOPMENT PLANS FOR THE SCHERER SOUTH PLANNED UNIT DEVELOPMENT (PUD) WHEREAS, the City Council of the City of Shakopee did approve the Preliminary and Final Development Plans for the Scherer South Planned Unit Development on June 21, 1994; and WHEREAS, the City Council of the City of Shakopee did approve Resolution No. 4083 approving Amendment No. I to the Preliminary and Final Development Plans for the Scherer South Planned Unit Development on September 6, 1994; and WHEREAS, Olson General Contractors, Inc. and Scherer Bros. Lumber Co. (applicants) have requested an amendment to the Planned Unit Development to allow construction of a 15,000 square foot addition to be used by Ochs Brick Co. for office, warehouse and showroom use; and WHEREAS, the Planning Commission did hold a public hearing on the request for Amendment No. 2 to the Preliminary and Final Development Plans for the Scherer South Planned Unit Development on June 5, 1997 and has recommended its approval; and WHEREAS, all notices of the public hearing have been duly sent and posted and all person appearing at the hearing have been given an opportunity to be heard thereon. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, as follows: That Amendment No. 2 to the Preliminary and Final Development Plans for the Scherer South Planned Unit Development, described as: Lot 1, Block I, and Oudot A, Scherer South, Shakopee, Scott County, Minnesota is hereby approved subject to the original conditions and following additional conditions (italicized) and this resolution replaces the original resolution of approval in that it contains all conditions of approval: 1. The following variances from the Zoning Ordinance are approved: a) Section 11.03, Subd. 3.C, regarding Lot Provisions, which states, "Except in the case of planned developments as provided for hereinafter, not more than one principal building shall be located on a lot". The approval of this PUD allows the following buildings to be constructed on the subject site: i) Office Building. A one story office structure which includes a 2,230 square foot hardware sales area and a 1,530 square foot display area. ii) Millwork/Warehouse. A single story structure, 64,000 square feet in area, used as a millwork warehouse. iii) Closed Dock. Loading dock and connecting link between office and millwork/warehouse structure, 3,299 square feet in area. iv) Garage. A single story, 4,800 square foot structure, used for light maintenance, washing, and parts storage. v) Warehouse. A single story structure 30,000 square feet in area, used for cold storage for roofing, siding, and related hardware. vi) Covered Storage. 24,80Q square feet of covered storage, open on one side only. The back of this structure will form perimeter screening and fencing for the site. vii) President Homes. A warehouse, 2,400 square feet in size, and 4,800 square feet of open loading docks. To include a small office and restroom facility. b) Section 11.05, Subd. 4.B, regarding Fences, which states, "Fences in excess of the above heights shall require a Conditional Use Permit (or approval through a PUD). The approval of this PUD allows a fence, eight (8) feet in height, to be constructed on the subject site. The fence shall be located within the areas designated on the site plans. Barbed wire fences shall not be permitted on the site. c) Section 11.33, Subd. 3.N, stales that "retail sales and displays are allowed as a Conditional (Ise when they are necessary to a permitted principal use carried on in cr structure located on the premises, but the area so used shall not exceed 15 percent (ON principal structure". The PUD shall comply with the requirements of Section 11.33, Subd. 3.N. The office, dock, and millwork/warehouse building serves as the principal structure on the subject site. The applicant's submittal identifies 3,760 square feet of retail (display and hardware) area within this proposed structure. Retail operations shall be limited to Monday through Friday from 6 am to 6 pm. The calculations as per Section 11.33, Subd. 3.N would be as follows: Office (First Floor/Phase I only) 11,400 sq. Closed Dock (40' x 80') 3,200 sq. Millwork/Warehouse (160' x 240') 36,600 sq. Expansion (PUD Amendment No.2) 15,000 sq. Total Area of Principal Structure 66,200 sq. 6,260' sq. Total Retail Proposed by Applicant 66,200' sq. Total Area of Principal Structure = 9.46% of structure d) Office area shall he limited to 16,550 square feet of area in the principal structure. 2. The following procedural actions must be taken: a) A Development Agreement stating the conditions of approval of the Planned Unit Development must be filed with the Scott County Recorder. b) A major subdivision plat must be approved and recorded for the subject site. 3. The following must be completed prior to the recording of the Development Agreement with the Scott County Recorder's Office: a) Verification of the approval of the Stormwater Management Plan by the Lower Minnesota Watershed District must be submitted to the City prior to the recording of the Final Development Plan for the PUD by the Scott County Recorder's Office. b) The applicant shall submit verification that the Minnesota Pollution Control Agency has approved the NPDES Stormwater Permit for the proposed Planned Unit Development prior to the recording of the Final Development Plan with the Scott County Recorder's Office. c) The applicant shall submit verification that the private sanitary sewer easements between the property owner to the west and Scherer Bros. have been completed and executed. d) The applicant shall submit a revised Final Development Plan which shows the location of the easement for the VIP sewer. 4. Approval of the Preliminary and Final Development Plans are contingent upon the following: a) Approval of the Final Development Plan is contingent upon the approval of the Preliminary Grading and Drainage Plan and the Erosion Control Plan by the City Engineer. b) Approval of the Final Development Plan is contingent upon the approval of the Stormwater Management Plan by the City Engineer. 5. The following must be completed prior to the approval of a Building Permit: a) All proposed signage requires the approval of Sign Permits form the City of Shakopee, and must meet the requirements of Section 4.30, Subd. 4. b) The applicant shall comply with all requirements of Scott County Environmental Health regarding Hazardous Waste licenses. c) The applicant shall agree to construct a concrete reinforced slab (20' x 24' x 18" thick) beneath the railroad spur ballast to protect the existing 27" RCP CL 3 sanitary sewer. d) A total of tow fire hydrants are required to serve the site, and each must flow 1,500 gallons when both are in use. The additional hydrant will be required to be located on the east side of the office building and parking lot. e) The applicant shall pay the existing special assessments against this property prior to the approval of the Building Permit. BE IT FURTHER RESOLVED, that the Mayor and City Clerk are hereby authorized and directed to execute said Development Agreement for the final Development Plan for the Planned Unit Development. Passed in session of the City Council of the City of Shakopee, Minnesota, held this day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk PREPARED BY: City of Shakopee 129 South Holmes Street Shakopee, MN 55379 V0 CITY OF SHAKOPEE Memorandum TO: Shakopee Planning Commission FROM: Julie Klima, Planner II SUBJECT: Amendment No. 2 to the Scherer South Planned Unit Development DATE: June 5, 1997 INTRODUCTION Resolution No. 4030 approving the preliminary and final development plans for the Scherer South Planned Unit Development (PUD) was approved by the City Council on June 21, 1994 and Resolution No. 4083, approving amendment No. 1 to the Scherer South PUD was approved by the City Council on September 6, 1994 (Exhibit A). The applicant is requesting an amendment to the development plans regarding the building addition to the east end of the existing office/showroom of Scherer Brothers Lumber Company located at 3253 East 4th Avenue(Please see Exhibit B). DISCUSSION The applicant is requesting the amendment in order to allow the construction of a 15,000 square foot addition. Proposed uses for this addition include 5,000 square feet for office use; 5,000 square feet for warehouse use; 2,500 square feet for showroom use; and 2,500 square feet for storage use. The addition would be located on Lot 1, Block 1, Scherer South. The applicant is not requesting any variances with this specific proposal. Variances for the original PUD application were reviewed and granted as part of that phase of development. The proposed development plans for the Scherer South PUD are attached as Exhibit C. Because the proposal is to add on to an existing building, access to the site would not be altered. The proposed amendment falls within the square footage requirements approved for the entire PUD with the original development plans. As per the original PUD approval, the site shall be limited to 15% of the principal structure for retail sales and displays. Under that requirement, the applicant is allowed 9,930 square feet of retail area. However, the applicant is only proposing 6,260 square feet of retail area. The applicant is also allowed 25% (16,550 square feet) of the principal structure for office space. The applicant is also meeting that requirement with a proposed amount of office area of 16,400 square feet. The applicant is also proposing additional signage to identify the user of the proposed addition. This signage shall require an approved sign permit. All signage shall be in conformance with Section 11.70 of the City Code. Due to the nature of the PUD overlay district, all design and performance standards not modified as part of the PUD must conform to the requirements outlined in the City Code. Issues such as parking and landscaping will be reviewed for compliance at the time of building permit review. 1 The Engineering Department has commented that sewer and water service locations are not shown on the information that was submitted. If service is desired or required, connection will be reviewed during the building permit review process. ALTERNATIVES 1. Recommend to the City Council the approval of an amendment to the development plans of the Scherer South PUD to allow the construction of an addition to the existing office/showroom building, subject to the current conditions, as well as the original conditions of approval. 2. Recommend to the City Council the approval of an amendment to the development plans of the Scherer South PUD to allow the construction of an addition to the existing office/showroom building, subject to revised conditions, as well as the original conditions of approval. 3. Recommend to the City Council the denial of the an amendment to the development plans of the Scherer South PUD to allow the construction of an addition to the existing office/showroom building, subject to the current conditions, as well as the original conditions of approval 4. Continue the public hearing and request additional information from the applicant and/or staff. STAFF RECOMMENDATION Staff recommends the approval of the request for an amendment to the development plans of the Scherer South PUD to allow the construction of an addition to the existing office/showroom building, (Alternative No. 1), subject to the following conditions of approval, as well as the original conditions of approval. 1. Office area shall be limited to 16,550 square feet of area in the principal structure. 2. Retail and display areas shall be limited to 15% of the principal structure area. ACTION REQUESTED Offer a motion to recommend to the City Council, the approval of an amendment to the development plans of the Scherer South PUD to allow the construction of an addition to the existing office/showroom building (Alternative No. I), subject to the current conditions, as well as the original conditions of approval, and move its approval. l / J`1 ie Klim1 Planner II is cYmimdevVwaa-pc11997yun05puiIztiii S r.doc 2 EXHIBIT A RESOLUTION NO. 4083 (AMENDMENT NO. 1) A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, AMENDING RESOLUTION NO. 4030, A RESOLUTION APPROVING THE PRELIMINARY AND FINAL DEVELOPMENT PLANS FOR THE SCHERER SOUTH PLANNED UNIT DEVELOPMENT (PUD) WHEREAS, the City Council of the City of Shakopee did approve the Preliminary and Final Development Plans for the Scherer South Planned Unit Development on June 21, 1994; and WHEREAS, the City Council of the City of Shakopee did approve Amendment No. 1 to the Preliminary and Final Development Plans for the Scherer South Planned Unit Development on September 6, 1994, which deleted Condition No. 4.D which stated, "4. The following must be completed prior to the recording of the Development Agreement with the Scott County Recorder's Office: D. The existing 1 " water service line in 4th Avenue to Scherer South will be disconnected and plugged at the 12"main. "; and WHEREAS, all notices of the public hearing have been duly sent and posted and all persons appearing at the hearing have been given an opportunity to be heard thereon. NOW, THEREFORE BE IT RESOLVED BY THE CiTY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, as follows: That Amendment No. 1 to the Preliminary and Final Development Plans for the Scherer South Planned Unit Development, described as: That parr of the East half of the Northeast Quarter of Section 5, Township 115, Range 22, Scott County, Minnesota, lying Southerly of the Southerly right-of-way of the Chicago, St. Paul, Minneapolis, and Omaha Railroad Company as the same is now located and established over and across said Section 5, except that part thereof lying Easterly of the following described Line "A": Beginning at a point on the South line of said Northeast Quarter of Section 5, and point being 572.50 feet Westerly from the Southeast corner of said Northeast Quarter of Section 5, as measured along said south line of the Northeast Quarter of Section 5; thence Northerly parallel with the East line of said Section 5 to said Southerly right-of-way line of the Chicago, St. Paul, Minneapolis, and Omaha Railroad and there terminating; and except that part thereof lying Westerly of a line drawn parallel with and 600 feet Westerly of as measured at a right angle to said Line A". is hereby approved subject to the following conditions: 1. The following variances from the Zoning Ordinance are approved: A. Section 11.03, Subd. 3.C, regarding Lot Provisions, which states, "Except in the case of planned developments as provided for hereinafter, not more than one principal building shall be located on a lot". The approval of this PUD allows the following buildings to be constructed on the subject site: a. Office Building. A one story office structure which includes a 2,230 square foot hardware sales area and a 1,530 square foot display area. Miliwork/Warehouse. A single story structure, 64,000 square feet in area, used as a millwork warehouse. Closed Dock. Loading dock and connecting link between office and millwork / warehouse structure, 3,299 square feet in area. b. Garage. A single story, 4,800 square foot structure, used for light maintenance, washing, and parts storage. c. Warehouse. A single story structure 30,000 square feet in area, used for cold storage for roofing, siding, and related hardware. d. Covered Storage. 24,800 square feet of covered storage, open on one side only. The back of this structure will form perimeter screening and fencing for the site. e. President Homes. A warehouse, 2,400 square feet in side, and 4,800 square feet of open loading docks. To include a small office and restroom facility. B. Section 11 .05, Subd. 4.B, regarding Fences, which states, "Fences in excess of the above heights shall require a Conditional Use Permit" (or approval through a PUD). The approval of this PUD allows a fence, eight (8) feet in height, to be constructed on the subject site. The fence shall be located within the areas designated on the site plans. Barbed wire fences shall not be permitted on the site. C. Section 11.33, Subd. 3.N, states that "retail sales and displays are allowed as a Conditional Use when they are necessary to a permitted principal use carried on in a structure located on the premises, but the area so used shall not exceed 15 percent of the principal structure". The PUD shall comply with the requirements of Section 11 .33, Subd. 3.N. The office, dock, and millwork/ warehouse building serves as the principal structure on the subject site. The applicant's submittal identifies 3,760 square feet of retail (display and hardware) area within this proposed structure. Retail operations shall be limited to Monday through Friday from 6 a.m. to 6 p.m. The calculations as per Section 11 .33, Subd. 3.N would be as follows: Office (First Floor / Phase I only) 11,400' sq. Closed Dock (40' x 80') 3,200' sq. Millwork / Warehouse (160' x 240') 36,600' sq. Total Area of Principal Structure 51,200' sq. 3,760' sq. Total Retail Proposed by Applicant 51,200 'sq. Total Area of Principal Structure = 7.35% of Structure 2. The following procedural actions must be taken: A. A Development Agreement stating the conditions of approval of the Planned Unit Development must be filed with the Scott County Recorder. B. A Major Subdivision plat must be approved and recorded for the subject site. 3. The following must be completed prior to the recording of the Development Agreement with the Scott County Recorder's Office: A. Verification of the approval of the Stormwater Management Plan by the Lower Minnesota Watershed District must be submitted to the City prior to the recording of the Final Development Plan for the PUD by the Scott County Recorder's Office. B. The applicant shall submit verification that the Minnesota Pollution Control Agency has approved the NPOES Stormwater Permit for the proposed Planned Unit Development prior to the recording of the Final Development Plan with the Scott County Recorder's Office. C. The applicant shall submit verification that the private sanitary sewer easements between the property owner to the west and Scherer Bros. have been completed and executed. D. The applicant shall submit a revised Final Development Plan which shows the location of the easement for the VIP sewer. 4. Approval of the Preliminary and Final Development Plans are contingent upon the following: A. Approval of the Final Development Plan is contingent upon the approval of the Preliminary Grading and Drainage Plan and the Erosion Control Plan by the City Engineer. B. Approval of the Final Development Plan is contingent upon the approval of the Stormwater Management Plan by the City Engineer. 5. The following must be completed prior to the approval of a Building Permit: A. All proposed signage requires the approval of Sign Permits from the City of Shakopee, and must meet the requirements of Section 4.30, Subd. 4. B. The applicant shall comply with all requirements of Scott County Environmental Health (SCEH) regarding Hazardous Waste licenses. C. The applicant shall agree to construct a concrete reinformed slab (20' x 24' x 18" thick) beneath the railroad spur ballast to protect the existing 27" RCP CL 3 sanitary sewer. D. A total of two fire hydrants are required to serve the site, and each must flow 1 ,500 gallons when both are in use. The additional hydrant will be required to be located on the east side of the office building and parking lot. • E. The applicant shall pay the existing special assessments against this property prior to the approval of the Building Permit. BE IT FURTHER RESOLVED, that the Mayor and City Clerk are hereby authorized and directed to execute said Development Agreement for the Final Development Plan for the Planned Unit Development. Passedin i session of the City Council of the City of Shakopee, Minnesota, held this fa. day o ! , 1994. 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'--•_.F...Fe , - ---___eoe. , .1 . ,"- I ,' , --.7_._ -- _ • 1'2, ----•''--:•,1 i - ______________. 191'.99;69reC ' 7 --1.9 9,,,...1_,.••=,.............. . .0, • 0 -- ....,./ ;._.. ::: .....-...--,-------------- {7 - --------------------:.: ------ 0 l) .•..,,,...... i ,;,-...: ,:.f.,..,,,,...:-.,:,------------paw., z -"7 .•:,:v.-1::-, --- ------------------ 6 4 ..,•• no. -------- -------• • '..- .1.:''''..i. _I • . . . ----.--....-.,.-..... .. . . .. — / 5. a• CITY OF SHAKOPEE Memorandum TO: Honorable Mayor and City Council Mark McNeil, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Zoning Text Amendment Regarding Office Uses in the I-2 (Heavy Industrial) District MEETING DATE: June 17, 1997 INTRODUCTION: Because of it's review of the Park 2000- Southwest PUD, the Planning Commission requested that staff present alternatives for providing additional flexibility for office uses in the I-2 district. At the Commission meeting of June 5, 1997, the Commission was presented with an alternative for amending the zoning text. A copy of the Planning Commission report is attached for the Council's information. DISCUSSION: The proposed amendment would increase the amount of office space permitted from 25% to 35%, and would allow a greater percentage of office with the approval of a conditional use permit. ALTERNATIVES: 1. Approve the proposed amendment (Ordinance No. 488) as presented. 2. Approve the proposed amendment with revisions. 3. Do not approve the proposed amendment. 4. Table the matter for additional information. PLANNING COMMISSION RECOMMENDATION: The Planning Commission unanimously recommended approval of the proposed amendment. ACTION REQUESTED: Offer and pass a motion approving Ordinance No. 488. ORDINANCE NO. 488, FOURTH SERIES AN ORDINANCE OF THE CITY OF SHAKOPEE, MINNESOTA,AMENDING CHAPTER 11, ZONING, REGARDING PERMITTED AND CONDITIONALLY PERMITTED USES IN THE 1-2 (HEAVY INDUSTRY) ZONE THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, ORDAINS: Section 1 - That City Code Chapter 11, Zoning, Sec. 11.46, Heavy Industry Zone (I-2), Subd. 3., Conditional Uses, is amended by adding the following and relettering as appropriate; N. Offices occupying more than 35 percent of the principal structure and directly associated with a permitted use. Section 2 - That City Code Chapter 11, Zoning, Sec. 11.46, Heavy Industry Zone (I-2), Subd. 4., Permitted Accessory Uses, D, is amended to read as follows; D. offices occupying up to 35 percent of the principal structure and directly associated with a permitted use; Section 3 - Effective Date. This ordinance becomes effective from and after its passage and publication. Adopted in session of the City Council of the City of Shakopee, Minnesota, held the day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk Published in the Shakopee Valley News on the day of , 1997. CITY OF SHAKOPEE Memorandum TO: Shakopee Planning Commission FROM: R. Michael Leek, Community Development Director SUBJECT: Text Amendment Regarding Office Uses in the I-2 (Heavy Industrial) District MEETING DATE: June 5, 1997 ITEM NO.: 8 INTRODUCTION: During the Commission discussion of the PUD for Park 2000 - Southwest, concern was expressed about limitations on office and retail use in the I-2 district. While this was not a clear directive from the Commission, staff has brought forth an alternative for the Commission's discussion. DISCUSSION: Retail sales are currently limited in the I-2 district. First, retail sales are only permitted as a conditional use (Code Sec. 11.46, Heavy Industry Zone [I-2], Subd. 3, Conditional Uses, B). As a conditional use, retail sales are subject to specific design standards found at City Code Sec. 11.88 (Conditional Use Permit Standards for Industry Zones), Subd. 2 (Specific Standards for Industry Zones), Y. Specifically, retail sales; 1. shall limit the area devoted to display and sale of the products to no more than 15 percent of the principal structure or 2000 square feet within the principal structure, whichever is less; Staff does not believe at this time that further restriction on retail use is required. If the Commission wishes to further restrict such use, staff will return with a proposal consistent with the Commission's suggestions. Office uses are currently limited to 25% of the principal structure. The Commission could consider amending City Code Sec. 11.46, Heavy Industry Zone (I-2) in the following ways; 1. By amending Subd. 4 Permitted Accessory Uses, D., to allow offices to occupy up to 35% of the principal structure; 2. By adding a new conditional use to Subd. 3 for offices occupying more than 35% of the principal structure. Staff is not proposing any specific, additional design standards for the conditional use. ALTERNATIVES: 1. Recommend the proposed amendment as presented to the City Council. 2. Recommend the proposed amendment, with revisions, to the City Council. 3. Do not recommend any proposed amendment to the City Council. 4. Table the matter for additional information. ACTION REQUESTED: Direction from the Commission, in the form of a motion, regarding a proposed amendment is requested. R. Michael Leek Community Development Director CITY OF SHAKOPEE Memorandum TO: Honorable Mayor and City Council Mark McNeil, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Zoning Text Amendment Regarding Landscape Requirements for Parking Facilities MEETING DATE: June 17, 1997 INTRODUCTION: Because of it's review of ADC Telecommunication's appeal of the staff interpretation of City Code Sec. 11.60, Performance Standards, Subd. 8, Landscaping Requirements, D.1., the Board of Appeals and Adjustments (BOAA) directed staff to explore alternative text amendments that would be more flexible. In the meantime, ADC moved it's appeal on to the City Council, which has tabled the appeal pending the outcome of the review of a text amendment. The Planning Commission (Commission) was presented with alternatives at it's meeting of June 5, 1997. A copy of the Planning Commission report is attached for the Council's information. DISCUSSION: The alternative recommended by the Planning Commission (i.e., requiring 1 landscape island per 2,000 square feet of parking area) has been reviewed again by staff. In further reviewing it, staff has found the following items require additional clarification; • The original calculation was based on one row of parking (as opposed to a full tier of parking) 20 feet x 100 feet. This calculation did not include driving lanes, and the language originally proposed does not make this exclusion clear; • While the current City Code does specify a minimum size for landscape islands, the language originally proposed does not refer to that size, which could result in confusion as landscape islands can vary in size. • The language as proposed does not specify whether entrances and loading area are included. Because of the items listed above, staff has prepared Ordinance No. 487 with additional language intended to address these items. Staff believes that these changes are consistent with the intent of the Planning Commission recommendation to provide the sort of flexibility sought by ADC Telecommunications, whose plan provided more landscaping than required by the City Code. TXTLANDS.DOC/RML 1 ALTERNATIVES: 1. Approve Ordinance No. 487 as presented. 2. Approve Ordinance No. 487 with revisions. 3. Do not approve Ordinance No. 487. 4. Table the matter for additional information. PLANNING COMMISSION RECOMMENDATION: The Planning Commission unanimously recommended approval of an amendment which would have established a ratio of 1 landscape island per 2,000 square feet of parking area. ACTION REQUESTED: Offer and pass a motion approving Ordinance No. 487. .,o / R. Michael Leek Community Development Director TXTLANDS.DOC/RML 2 I ORDINANCE NO. 487, FOURTH SERIES AN ORDINANCE OF THE CITY OF SHAKOPEE, MINNESOTA, AMENDING CHAPTER 11, ZONING, REGARDING LANDSCAPE REQUIREMENTS FOR PARKING FACILITIES THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, ORDAINS: Section 1 - That City Code Chapter I I, Zoning, Sec. 11.60, Performance Standards, Subd. 8., Landscaping Requirements, D.1. shall be replaced with the following; 1. At least one (1) landscape island with a minimum width of nine (9) feet and a minimum area of one hundred (100) square feet shall be constructed for every 4,000 square feet of paved area in a parking facility. Landscape islands with an area of two hundred (200) square feet or more shall be treated as two (2) islands for purposes of this provision. Entrances to a parking facility and loading areas shall not be included in the calculation of paved area in a parking facility. Section 3 - Effective Date. This ordinance becomes effective from and after its passage and publication. Adopted in session of the City Council of the City of Shakopee, Minnesota, held the day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk Published in the Shakopee Valley News on the day of , 1997. TXTLANDS.DOC/RML 3 CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Park Dedication Fees MEETING DATE: June 17, 1997 Introduction: The Council previously directed staff to review park dedication requirements for the City of Shakopee. The Parks and Recreation Director, working with Community Development staff, developed a recommendation which has been reviewed by the Parks and Recreation Advisory Board and the Planning Commission. Discussion: The major changes in the proposed ordinance are as follows; • It proposes a standard of 1 acre of park land for every 75 people in new subdivisions, • It would establish per unit and per acre cash dedication fees, which would be set each year by the Council. Staff has prepared the following for the Council's consideration; Ordinance No. 489, amending the park dedication portion of the subdivision ordinance. Alternatives: 1. Approve Ordinance No. 489 and Resolution No. 4678 as presented. 2. Approve Ordinance No. 489 and Resolution No. 4678 with revisions. 3. Table the matter for additional information. Park and Recreation Advisory Board Recommendation: The Advisory board recommended approval of the proposed ordinance revisions and fees. PARKDED.DOC/RML 1 Planning Commission Recommendation: The Commission unanimously recommended approval with an amendment permitting park dedication fee payment to be deferred until the time of building permit issuance for lots in subdivisions. This amendment is incorporated into the attached Ordinance No. 489. Action Requested: The Council is asked to take the following actions; Offer and approve Ordinance No. 489, An Ordinance of the City of Shakopee, Minnesota, Amending Chapter 12, Subdivision Regulations, Regarding Park Dedication Requirements. Offer and approve Resolution No. 4678 amending the City's 1997 Fee Schedule. '_ PARKDED.DOC/RML 2 ORDINANCE NO. 489, FOURTH SERIES AN ORDINANCE OF THE CITY OF SHAKOPEE, MINNESOTA, AMENDING CHAPTER 12, SUBDIVISION REGULATIONS, REGARDING PARK DEDICATION REQUIREMENTS THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, ORDAINS: Section 1 - That City Code Chapter 12, Subdivision Regulations, Subd. 5., Dedications by replacing (B)-(F), Park Dedications with the following; 1. Purpose. The City Council recognizes it is essential to the health, safety and welfare of the residents of the City of Shakopee that the character and quality of the environment be considered to be of major importance in the planning and development of the City. In this regard, the manner in which land is developed and used is of high priority. The presentation of land for park, playground, public open space purposes and trails as it relates to the use and development of land for residential, commercial and industrial purposes is essential to the maintaining of a healthful and desirable environment for all residents of the City. We must not only provide these amenities for our citizens today, we must be mindful of our future citizens. The City Council should recognize that demand for park, playground, public open space and trails within a municipality is directly related to density and intensity of development permitted and allowed within any given area. Urban type developments mean greater numbers of people and higher demands for park, playground, public open space and trails. To disregard this principle is to inevitably over-tax existing facilities and thus diminish the quality of the environment for all residents. 2. Standards for Accepting Dedication of Land for Public Purposes: It should be the policy of the City of Shakopee that the following standards and guidelines for the dedication of land for park, playground, and open space purposes (or cash contribution in lieu of such dedications) in he subdividing and developing of land within the City shall be directly related to density and intensity of each subdivision and development. a) As a prerequisite to subdivision approval, subdividers shall dedicate land for parks, playgrounds, public open spaces and trails and/or shall make a cash contribution to the City's park fund and trail fund as provided by this section. PARKDED.DOC/RML 4 b) Land to be dedicated shall be reasonably suitable for its intended use and shall be at a location convenient to the people to be served. Factors used in evaluating the adequacy of the proposed park and recreation areas shall include size, shape, topography, geology, hydrology, tree cover, access and location. c) The Parks and Recreation Advisory Board shall recommend to the Planning Commission and City Council the land dedication and cash contribution requirements for proposed subdivisions. d) Changes to the density of plats shall be reviewed by the Parks and Recreation Advisory Board for reconsideration of park dedication and cash contribution requirements. e) When a proposed park, playground, recreational area, school site or other public ground has been indicated in the City's official map or Comprehensive Plan and is located in whole or in part within a proposed plat, it shall be designated as such on the plat and shall be dedicated to the appropriate governmental unit. If the subdivider elects not to dedicate an area in excess of the land required hereunder for such proposed site, the City may consider acquiring the site through purchase or condemnation. f) Land are conveyed or dedicated to the City shall not be used in calculating density requirements of the City zoning ordinance, and shall be in addition to and not in lieu of open space requirements for planned unit developments. g) When private open space for park and recreation purposes is provided in a proposed subdivision, such areas may be used for credit, at the discretion of the City Council, against the requirements of dedication for park purposes, provided the City Council finds it is in the public interest to do so. h) The City, upon consideration of the particular type of development, may require larger or lesser parcels of land to be dedicated if the City determines that present or future residents would require greater or lesser land for park and playground purposes. i) In residential plats, the City of Shakopee shall have a standard of one (1) acre of park land for every seventy-five (75) people. Thus, one acre of land shall be conveyed to the City as an outlot warranty for every seventy-five (75) people the platted land could house based on the following population calculations: Single-family detached dwelling lots3.0 persons per lot Duplex/Twin homes 3.0 persons per dwelling unit Apartments, Townhouses, condominiums, other multiple family dwelling unitsI person per bedroom PARKDED.DOC/RML 5 j) In plats other than residential, the City hereby finds that, as a general rule, it requires that an amount of land equal to 10% of the undeveloped land proposed to be subdivided be dedicated or reserved to the public for public use for parks, playgrounds, trails, wetlands or open space. Should the land to be dedicated have greater fair market value than the average fair market value in the plat, the City shall only be authorized to require dedication of an amount of land equal to 10% of the fair market value of all the property being platted. k) In lieu of park land donation, the City may require an equivalent cash donation based upon average undeveloped land value in the City. The cash dedication requirement shall be established annually by the City Council. 1) In lieu of trail donation, trail construction, or trail easement dedication, the city may require a cash donation for the trail system. The cash dedication requirement shall be established annually by the City Council. Dedication for trails in the form of cash shall apply only to residential plats. m) The City may elect to receive a combination of cash, land and development land for park use. The fair market value of land the City wants and the value of the development of land shall be calculated. That amount shall be subtracted from the cash contribution required by subsection (k) above. The remainder shall be the cash contribution requirement. n) Fair market value shall be determined as of the time of filing the final plat in accordance with the following order of preference: (I) the price the subject land sold for within the past year, (2) based on the average fair market value of undeveloped city residential property by zoning classification, served by major City utilities. (3) an appraisal performed for or on behalf of the City within the past year, (4) an appraisal performed for or on behalf of the subdivider within the past year. The fair market value determination shall exclude any value added to such land within the past year for improvements serving such land. o) Planned unit developments with mixed land uses shall make cash and/or land contributions in accordance with this section based upon the percentage of land devoted to the various uses. p) Park and trail cash contributions are to be calculated at the time of the final plat approval. q) The cash contributions for parks and trails shall be deposited in either the City's park development fund or multi-purpose pedestrian fund and PARKDED.DOC/RML 6 shall be used only for park acquisition or development and trial acquisition and development. r) If a subdivider is unwilling or unable to make a commitment to the City as to the type of building that will be constructed on lots in the proposed plat, the land and cash contribution will be a reasonable amount determined by the City Council. s) Wetland, ponding areas , drainageways accepted by the City shall not be considered in the park land and/or cash contribution to the City. t) When a proposed trail has been indicated in the City's official Comprehensive Plan Map, and it is located in whole or in part within the proposed plat, it should be designated on the plat and should be dedicated to the City. If the subdivider elects not to dedicate and area in excess of the land required for a trail, the City may consider acquiring it through condemnation. u) Required land dedication and/or payment of fees in lieu of land dedication shall be required at the time of final subdivision approval. However, at the request of any party submitting a plat, the Council may, at it's exclusive discretion, determine the amount of the cash payment required to be made by the developer at the time of the final plat approval, and may enter into a contractual agreement with said developer to allow said payment to be deferred until a building permit or permits are issued for the lots in said plat. Any such deferment shall be in accordance with the park dedication fees in effect at the time of final plat approval, and with the provisions of a contract, the form of which shall be approved by the City Attorney, which contract shall designate the amount to be paid in lieu of park dedication for each specific lot in the plat, and which contract shall be filed with the Scott County Recorder as a lien against the property. Section 2 - Effective Date. This ordinance becomes effective from and after its passage and publication. Adopted in session of the City Council of the City of Shakopee, Minnesota, held the day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk Published in the Shakopee Valley News on the day of , 1997. PARKDED.DOC/RML 7 RESOLUTION NO. 4678 A RESOLUTION AMENDING RESOLUTION NO. 4582 ADOPTING THE 1997 FEE SCHEDULE WHEREAS, the City Council has adopted a Fee Schedule for the fiscal year; and WHEREAS, changing conditions and circumstances warrant amending the Fee Schedule. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the 1997 Fee Schedule is hereby amended by adding the following: • Cash in lieu of land park dedication fees - Residential Single-family/Duplex Units $900.00 per unit Multi-Family/Apartment Units $750.00 per unit Commercial/Industrial Property $4,500.00 per acre Trail Dedication Fees for Residential Plats One-third the cost of park dedication fees Adopted in session of the City Council of the City of Shakopee, Minnesota, held the day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk PREPARED BY: City of Shakopee 129 S. Holmes Street Shakopee, MN 55379 PARKDED.DOC/Rh1l. 3 CITY OF SHAKOPEE Memorandum TO: Shakopee Planning Commission FROM: R. Michael Leek, Community Development Director SUBJECT: Park Dedication Text Amendment MEETING DATE: May 8, 1997 ITEM NO.: 9 Introduction: On April 17, 1997, the Commission continued the public hearing on the proposed text amendment in order to allow staff to develop recommendations for cash payment in lieu of land dedication. At it's April 28, 1997, meeting the Park and Recreation Advisory Board was presented with recommendations by Mark McQuillan, Parks and Recreation Director. A copy of the report to the Advisory Board is attached for the Commission's information. Alternatives: 1. Recommend approval of the proposed text amendment as presented. 2. Recommend approval of the proposed text amendment with revisions. 3. Continue the proposed text amendment for additional information. Action Requested: Offer and pass a motion approving the proposed text amendment as presented. R. Michael Leek Community Development Director P.ARKDED.DOC/RRiI. 1 CITY OF SHAKOPEE Memorandum To: Parks and Recreation Advisory Board From: Mark McQuillan,Parks and Recreation Director Subject: Park Dedication Fees Date: April 22, 1997 INTRODUCTION At its April 17, 1997 meeting, the Planning Commission decided to continued the Public Hearing on the revision of the Park Dedication Requirements its the May 8, 1997 Planning Commission Meeting. The Planning Commission would like more information on the fees for cash requirements. Staff has prepared a Fee Schedule for Residential Single Family/Duplex Units and Multi-Family/Apartment Units, Commercial/Industrial Property and Trail Dedication Fees. On Monday night,the Advisory Board should be prepared to make a decision on what those fees should be and to make a recommendation to the Planning Commission. BACKGROUND On February 10, 1997, The Parks and Recreation Advisory Board held a special Workshop Meeting to discuss the revision of the City's Park Dedication Requirements. The Advisory Board review park dedication requirements from the cities of Chanhassen, Eagan, Bloomington, Plymouth and Chaska. After much discussion, the Advisory Board recommended the City's current park dedication requirements be revised so they would be identical to the park dedication requirements used by the City of Chanhassen. The only thing that was not accomplished that evening was the establishment of a fee schedule for cash requirements. See minutes of meeting on Attachment C. Staff would like the Advisory Board to once again,review the two surveys on park dedication fees which were conducted by the cities of Chaska(Attachment A) and Bloomington (Attachment B). In light of the recent court challenges (Eagan's-road impact fees), staff recommends a more conservative approach to the establishment of fees. Staff recommends using the following fee schedule for cash requirements: Residential Single Family/Duplex Units $ 900.00 Multi-Family/Apartment Units $ 750.00 Commercial/Industrial Property $ 4,500.00 Trail Dedication Fees One third the cost of park dedication fees • ALTERNATIVES 1. Recommend that fees for park dedication cash requirements be as follows: Residential Single Family/Duplex Units $ 900.00 Multi-Family/Apartment Units $ 750.00 Commercial/Industrial Property $4,500.00 Trail Dedication Fees One third the cost of park dedication fees 2. Increase the fees stated in alternative one. 3. Lower the fees stated in alternative one. 4. Let the Planning Commission decide the fee rate for cash requirements. RECOMMENDATION Alternative#1 ACTION REQUESTED Move to recommend to the Planning Commission that cash requirements for park dedication, in lieu of land, be $900.00 for Residential Single Family/Duplex Units, $750.00 for Multi-Family/Apartment Units, $4,500 for Commercial/Industrial Property and Trail Dedication Fees be established at one third the cost of park dedication fees. Mark J. McQuillan Parks and Recreation Director ADOPTED AT THE APRIL 28, 1997 PARKS AND RECREATION ADVISORY BOARD MEETING 01/27/97 14: 16 '544 0343 GV PARK & REC Z002 i I f PARK DEDICATION FEES TOTALS EXIfits/T • 1996 TYPE OF UNIT OR DEVELOPMENT CITY Single Family Duplex Townbouse/Quad Multi Family Mobile Home Commercial Industrial per Unit per Unit per Unit per Unit Unit Develop. Develop. (acre) (acre) Plymouth $1,300.00 ! $1,300.00 $1,300.00 S1.300.00 $1,300.00 - $4,050.00 $4,050.00 1 n .112 Eden Prairie 1,200.00 1,200.00 1- 1,200.00 1,200.00 1,200.00 4,500.00 4,500.00 • i. w % Chanhassen 1,100.00 1,100.00 900.00 900.00 1,100.00 4,500.00 4,500.00 ul 4 Woodbury 1,000.00 1,000.00 1,000.00 800.00 350.00 2,000.00 2,000.00 Cottage 1,000.00 750.00 750.00 750.00 1,000.00 4%of Fair 4%of Fair a Grove Market Val. Market Val. I Lakeville 900.00 900.00 900.00 900.00 900.00 5%of Fair 5%of Fair Market Val. Market Val. Maple 845.00 845.00 845.00 845.00 NA 3,600.00 2,775.00 u: Grove - rt Brooklyn 800.00 800.00 600.00 600.00 NA 2,900.00 1,800.00 F� Park + Maplewood 765.00 607.50 607.50 2.7 person x 562.50 9%of Fair 9%of Fair ���� % rate x#units Market Val. Market Val. t / _ New 750.00 650.00 500.00 350.00 500.00 NA NA Brighton Little 625.00 625.00 NA 312.50 NA ( 5%of Fair 5% of Fair 1 1 5t Canada I Market Val. Market Val. Blame 620.00 530.00 460.00 390.00 475.00 1,860.00 1,630.00 3 r 4 ‘,04,1 Oakdale 600.00 500.00 500.00 500.00 NA 1,800.00 1,800.00 ' /SIRoseville 500.00 400.00 400.00 350.00 NA 4%of Fair 4%of Fair Market Val. Market Val. .zij Crystal 400.00 400.00 - 400.00 ` 400.00 400.00 400.00 400.00 3 tj Coon 384.00 326.00 286.00 238.00 291.00 1,152.00 1,152.00 Raoids r ild Mounds 100.00 - 150.00 150.00 NA 3-4 200.00 10%of Fair 10%of Fair View 4-5 250.00 Market Val. Market Val. N I Arden Hills 10%of Fair 10%of Fair SEE FORMULA BELOW Market Val. , Market Val. _ f Shoreview 10%of Fair 10%of Fair �^` SEE FORMULA BELOW Market Val. Market Val. o Lino Lakes 200.-1,000. _ SF of SEE FORMULA BELOW Provosed Building Golden /ST Valley UP TO 10% OF RAW LAND VALUE I FOR ALL CATERGS. 'Rank order based on Single Family Unit rate. SHAKOPEE PARKS AND RECREATION ADVISORY BOARD WORKSHOP SESSION SHAKOPEE,MN FEBRUARY 10, 1997 Chair Steve Johnson called the meeting to order at 7 p.m. at the Shakopee City Hall Council Chambers. Advisory Board members present: Steve Johnson,Jeff Kaley, Paulette Rislund, Dean Shaner and Dolores Lebens. Absent: Ann Seifert and Judy Salchow. Staff members present: Mark McQuillan, Parks and Recreation Director. Rislund/Lebens moved to approve the agenda. Motion carried. After careful review and much discussion,the Parks and Recreation Advisory Board is recommending a change in its park dedication requirements so they are in line with other cities. Copies of park dedication requirements were obtained from the cities of Chanhassen, Eagan, Bloomington, and Plymouth. In each case, except for Bloomington, park dedication fees are based on a per-unit basis. Shakopee base its fees on a per-lot basis. The Park Dedication Ordinance used by the City of Chanhassen was the most appealing to the Board members. By consensus, the Parks and Recreation Advisory Board is recommending to the Planning Commission for their consideration of the revision of the Subdivision Ordinance,the following: 1. Purpose: The City Council recognize it is essential to the health, safety and welfare of the residents of Shakopee that the character and quality of the environment be considered to be of major importance in the planning and development of the City. In this regard, the manner in which land is developed and used is of high priority. The presentation of land for park, playground, public open space purposes and trails as it relates to the use and development of land for residential, commercial and industrial purposes is essential to the maintaining of a healthful and desirable environment for all residents of the City. We must not only provide these amenities for our citizens today, we must be mindful of our future citizens. The City Council should recognize that demand for park, playground, public open space and trails within a municipality is directly related to density and intensity of development permitted and allowed within any given area. Urban type developments mean greater numbers of people and higher demands for park, playground,public open space and trails. To disregard this principle is to inevitably over-tax existing facilities and thus diminish the quality of the environment for all residents. It should be the policy of the City of Shakopee that the following standards and guidelines for the dedication of land for park, playground and open space purposes (or cash contribution in lieu of such dedications) in the subdividing and developing of land within the City shall be directly related to the density and intensity of each subdivision and development. 2. Standards for Accepting Dedication of Land for Public Purposes: a)As a prerequisite to subdivision approval, subdividers shall dedicate land for parks, playgrounds,public open spaces and trails and/or shall make a cash contribution to the City's park fund and trail fund as provided by this section. b) Land to be dedicated shall be reasonably suitable for its intended use and shall be at a location convenient to the people to be served. Factors used in evaluating the adequacy of proposed park and recreation areas shall include size, shape, topography, geology, hydrology,tree cover, access and location. c)The Parks and Recreation Advisory Board shall recommend to the planning commission/city council the land dedication and cash contribution requirements for proposed subdivisions. d) Changes to density of plats shall be reviewed by the Parks and Recreation Advisory Board for reconsideration of park dedication and cash contribution requirements. e) When a proposed park, playground, recreational area,school site or other public ground has been indicated in the City's official map or Comprehensive Plan and is located in whole or in part within a proposed plat, it shall be designated as such on the plat and shall be dedicated to the appropriate governmental unit. If the subdivider elects not to dedicate an area in excess of the land required herunder for such proposed public site, the City may consider acquiring the site through purchase or condemnation. f) Land area conveyed or dedicated to the City shall not be used in calculating density requirements of the city zoning ordinance and shall be in addition to and not in lieu of open space requirements for planned unit developments. g) When private open space for park and recreation purposes is provided in a proposed subdivision, such areas may be used for credit, at the discretion of the City Council, against the requirements of dedication for park and purposes, provided the City Council finds it is in the public interest to do so. h) The City, upon consideration of the particular type of development, may require larger or lesser parcels of land to be dedicated if the city determines that present or future residents would require greater or lesser land for park and playground purposes. i) In residential plats the City of Shakopee shall have a standard of (1) one acre of park land for every seventy-five (75) people. Thus, one acre of land shall be conveyed to the city as an outlot warranty for every seventy-five (75)people the platted land could house based on the following population calculations: Single-family detached dwelling lots 3.0 persons Duplex/Twin homes dwelling lots 6.0 persons Apartments,townhouse, condominiums,& other dwelling units-per bedroom 1.0 persons j) In plats other than residential, the City hereby finds that, as a general rule, it requires that an amount of land equal in value to 10%of the undeveloped land proposed to be subdivided be dedicated or reserved to the public for public use for parks, playgrounds, trails, wetlands or open space. Should the land by the City to be dedicated have greater fair market land value than the average fair market land value in the plat, then the City Shall only be authorized to require dedication of an amount of land equal to 10%of the fair market value of all the property being platted. k) In lieu of park land donation, the City may require an equivalent cash donation based upon average undeveloped land value in the city. The cash dedication requirement shall be established annually by the city council. 1) In lieu of a trail donation, trail construction,or trail easement dedication, the city may require a cash donation for the trail system. The cash dedication requirement shall be established annually by the city council. m) The City may elect to receive a combination of cash, land and development of the land for park use. The fair market value of land the City wants and the value of the development of land shall be calculated. That amount shall be subtracted from the cash contribution required by subsection (k) above. The remainder shall be the cash contribution requirement. n) Fair market value shall be determined as of the time of filing the final plat in accordance of the following order of preference: (1) the price the subject land sold for within the past year, (2) base on the average fair market value of undeveloped city residential property by zoning classification, served by major City utilities, (2) an appraisal performed for or on behalf of the City within the past year, (3) an appraisal performed for or on behalf of the subdivide within the past year. The fair market value determination shall exclude any value added to such land within the past year improvements serving such land. o) Planned developments with mixed land uses shall make cash and/or land contributions in accordance with this section based upon the percentage of land devoted to the various uses. p) Park and trail cash contributions are to be calculated at the time of the final plat approval. JAN-23-97 THU 16 : 20 P . 03 Existing Fees (5 Communities) Chanhassen Residential CommerciaUlndustrial $1,100/Unit for 1 &2 Family Dwelling $4,500/Acre Plus one-third the cost of the park dedication fees for trails. Total Residential Fee=S1,466.30/Unit Total Commercial/Industrial Fee=$5,998.50/Acre Eden Prairie Residential Commercial/Industrial $1,200/Unit for All Housing Types $4,500/Acre Lakeville Residential' Commercialllndustrial 91,125/Unit for Ail Housing Types 5%of Assessed Value 'Residential Fee Includes: $225/Unit for Trails Plymouth Residential CommerciaUlndustrial $1,300/Unit for All Housing Types 54,050/Acre Savage Residential Commercial/Industrial $750/Unit for Single Family Dwelling $2,450/Acre Industrial $555/Unit for Multi-Family Units,Increasing $4,200/Acre,Commercial to approximately$900/Unit Note: Only Cash Dedication is shown. Majority of communities surveyed require 10%for land dedication. Council Action Requested Motion to adopt Resolution No.96-91 approving the Parkland Dedication Fee for Residential and Commercial/Industrial Land. W q) The cash contributions for parks and trails shall be deposited in either the City's park development fund or multi-purpose pedestrian fund and shall be used only for park acquisition or development and trail acquisition and development. r) If a subdivider is unwilling or unable to make a commitment to the City as to the type of building that will be constructed on lots in the proposed plat,the land and cash contribution requirement will be a reasonable amount determined by the City Council. s) Wetland, ponding areas, drainageways accepted by the City shall not be considered in the park land and/or cash contribution to the City. t) When a proposed trail has been indicated in the city's official Comprehensive Trail Map, and it is located in whole or in part within the proposed plat, it should be designated on the plat and should be dedicated to the City. If the subdivider elects not to dedicate an area in excess of the land required for a trail,the city may consider acquiring it through condemnation. u) Required land dedication and/or payment of fees in lieu of land dedication of residential land shall be required at the time of final subdivision approval, except in the case of multiple residential developments where required site plan approval occurs other than at the time of final subdivision approval: in that case,the required land dedication and/or payment of fees-in-lieu of land dedication shall be made at the time the site plan is approved and building permits are issued. Kaley/Shaner moved to adjourn. Motion carried. The meeting adjourned at 9:10 p.m. Respectfully submitted, Mark McQuillan NEW PARK DEDICATION FORMULA • THE NEW PARK DEDICATION REQUIREMENTS PROPOSES TO ESTABLISH A STANDARD OF HAVING 1 ACRE OF LAND FOR EVERY 75 RESIDENTS. • ACCORDING TO METROPOLITAN AREA STATISTICS THERE IS AN AVERAGE OF 3 PERSONS PER SINGLE-FAMILY DETACHED DWELLING LOTS, 6 PERSONS PER DUPLEX/TWIN HOME DWELLING LOT AND 1 PERSON PER APARTMENT, TOWNHOUSE, CONDOMINIUMS AND OTHER DWELLING UNIT-PER BEDROOM. THEREFORE, FOR EVERY 25 NEW SINGLE FAMILY HOMES, THERE ARE 75 NEW RESIDENTS WHO INCREASE THE NEED FOR ACTIVE PARK SPACE BY ONE ACRE. • CURRENT LAND VALUES FOR DEVELOPABLE PROPERTY IN SHAKOPEE ARE AS LOW AS $15,000 PER ACRE TO AS HIGH AS $30,000 PER ACRE. THE AVERAGE OF THESE TWO EXTREMES IS ABOUT $22,500 PER ACRE. IF THE CITY WAS PURCHASE LAND FOR PARK PURPOSES, YOU CAN SURMISE THAT IT WILL PROBABLY PAY ABOUT $22,500 PER ACRE AT TODAY'S AVERAGE LAND COSTS PER ACRE. • USING THE NEW CASH REQUIREMENT RATES FOR PARK DEDICATION: • 25 NEW SINGLE FAMILY HOMES X $900.00 FOR A SINGLE FAMILY UNIT WILL PROVIDE $22,500.00 OF PARK DEDICATION REVENUE, WHICH THEORETICALLY BUYS ONE ACRE OF NEEDED PARKLAND. PARK DEDICATION REQUIREMENTS (DISCUSSION GUIDE) • Shakopee's current ordinance requires an amount of land equal in value to 10% of the undeveloped land to be subdivided. • Courts (Dolan vs City of Tigard, Oregon) require rational relationship, in general, between dedication and land use. A reasonable nexus between the required dedication and the impact of the proposed development. • % of value does not always provide rational relationship. • No precise mathematical calculation is required, but cities must make individual determination that the required dedication is related to the proposed development's impact. • Surveys of metro fees for cash dedication is based on a per-unit basis. Shakopee is based on per-lot basis. • Trail dedications are harder to defend (in court), but many cities have developed a rational for collecting a fee to support the development of trail systems. • Coincide the revision of the Park Dedication Ordinance with the updating of the Subdivision regulations. CITY OF SHAKOPEE Memorandum TO: Shakopee Planning Commission FROM: R. Michael Leek, Community Development Director SUBJECT: Amendment to Chapter 12 of the City Code Regarding Park Dedication. MEETING DATE: April 17, 1997 Introduction: In recent months, the Commission and City Council have expressed concern about the adequacy of the City's park dedication requirements, particularly in connection with residential development projects. Thus, the Parks and Recreation and Community Development staff were directed to study the current park dedication provisions of the city's subdivision ordinance as well as other approaches, and to make a recommendation for revision. Discussion: Park dedication requirements for the cities of Chanhassen, Eagan, Bloomington, and Plymouth were examined. The approach embodied in the city of Chanhassen's ordinance was recommended by the Parks and Recreation Director after consultation with Community Development as well. Attached to this memorandum is a copy of the Parks and Recreation Advisory Board regular meeting of February 10, 1997. The proposed text of the amendment is contained in the minutes. The most significant change in the proposed amendment is to require dedication of 1 acre of land or contribution of equivalent cash for every 75 people expected to inhabit a proposed, residential plat. The draft also establishes a ratio of persons per dwelling unit for purposes of calculating total persons to inhabit a residential plat or project. The proposed amendment would replace City Code Section 12.07 (Design Standards), Subd. 5. (Dedications), and will be re-formatted prior to Council review to City Code format if recommended for approval. Alternatives: 1. Approve the proposed text amendment as presented. 2. Approve the proposed text amendment with revisions. 3. Continue the proposed text amendment for additional information. P.ARKDED.DOC.R\1L Park and Recreation Advisory Board: By consensus, the Park and Recreation Advisory Board recommended approval of the proposed text amendment as presented. Action Requested: Offer and pass a motion approving the proposed text amendment as presented. R. Michael Leek Community Development Director PARKDED.DOC/RML 2 SHAKOPEE PARKS AND RECREATION ADVISORY BOARD REGULAR SESSION SHAKOPEE,MN FEBRUARY 10, 1997 Chair Steve Johnson called the meeting to order at 7 p.m. at the Shakopee City Hall Council Chambers. Advisory Board members present: Steve Johnson,Jeff Kaley, Paulette Rislund, Dean Shaner and Dolores Lebens. Absent: Ann Seifert and Judy Salchow. Staff members present: Mark McQuillan, Parks and Recreation Director. Rislund/Salchow moved to approve the agenda. Motion carried. After careful review and much discussion,the Parks and Recreation Advisory Board is recommending a change in its park dedication requirements so they are in line with other cities. Copies of park dedication requirements were obtained from the cities of Chanhassen, Eagan, Bloomington, and Plymouth. In each case, except for Bloomington, park dedication fees are based on a per-unit basis. Shakopee base its fees on a per-lot basis. The Park Dedication Ordinance used by the City of Chanhassen was the most appealing to the Board members. By consensus, the Parks and Recreation Advisory Board is recommending to the Planning Commission for their consideration of the following revision of the Subdivision Ordinance: 1. Purpose: The City of Shakopee recognizes it is essential to the health, safety and welfare of the residents of Shakopee that the character and quality of the environment be considered to be of major importance in the planning and development of the City. In this regard, the manner in which land is developed and used is of high priority. The presentation of land for park. playground, public open space purposes and trails as it relates to the use and development of land for residential, commercial and industrial purposes is essential to the maintaining of a healthful and desirable environment for all residents of the City. We must not only provide these amenities for our citizens today, we must be mindful of our future citizens. The City of Shakopee recognizes the demand for park,playground, public open space and trails within a municipality is directly related to density and intensity of development permitted and allowed within any given area. Urban type developments mean greater numbers of people and higher demands for park, playground, public open space and trails. To disregard this principle is to inevitably over-tax existing facilities and thus diminish the quality of the environment for all residents. The City of Shakopee establishes the following standards and guidelines for the dedication of land for park, playground and open space purposes (or cash contribution in lieu of such dedications) in the subdividing and developing of land within the City shall be directly related to the density and intensity of each subdivision and development. 2. Standards for AcceptingDedication of Land for Public Purposes: a)As a prerequisite to subdivision approval, subdividers shall dedicate land for parks, playgrounds, public open spaces and trails and/or shall make a cash contribution to the City's park fund and trail fund as provided by this section. b) Land to be dedicated shall be reasonably suitable for its intended use and shall be at a location convenient to the people to be served. Factors used in evaluating the adequacy of proposed park and recreation areas shall include size, shape, topography, geology, hydrology, tree cover, access and location. c) The Parks and Recreation Advisory Board shall recommend to the planning commission/city council the land dedication and cash contribution requirements for proposed subdivisions. d) Changes to density of plats shall be reviewed by the Parks and Recreation Advisory Board for reconsideration of park dedication and cash contribution requirements. e) When a proposed park, playground, recreational area, school site or other public ground has been indicated in the City's official map or Comprehensive Plan and is located in whole or in part within a proposed plat, it shall be designated as such on the plat and shall be dedicated to the appropriate governmental unit. If the subdivider elects not to dedicate an area in excess of the land required herunder for such proposed public site, the City may consider acquiring the site through purchase or condemnation. f) Land area conveyed or dedicated to the City shall not be used in calculating density requirements of the city zoning ordinance and shall be in addition to and not in lieu of open space requirements for planned unit developments. g) When private open space for park and recreation purposes is provided in a proposed subdivision, such areas may be used for credit, at the discretion of the City Council, against the requirements of dedication for park and purposes, provided the City Council finds it is in the public interest to do so. h)The City, upon consideration of the particular type of development, may require larger or lesser parcels of land to be dedicated if the city determines that present or future residents would require greater or lesser land for park and playground purposes. i) In residential plats the City of Shakopee shall have a standard of (1) one acre of park land for every seventy-five (75) people. Thus, one acre of land shall be conveyed to the city as an outlot warranty for every seventy-five (75)people the platted land could house based on the following population calculations: Single-family detached dwelling lots 3.0 persons Duplex/Twin homes dwelling lots 6.0 persons Apartments,townhouse,condominiums, &other dwelling units-per bedroom 1.0 persons j) In plats other than residential, the City hereby finds that, as a general rule, it requires that an amount of land equal in value to 10%of the undeveloped land proposed to be subdivided be dedicated or reserved to the public for public use for parks, playgrounds, trails, wetlands or open space. Should the land by the City to be dedicated have greater fair market land value than the average fair market land value in the plat, then the City Shall only be authorized to require dedication of an amount of land equal to 10% of the fair market value of all the property being platted. k) In lieu of park land donation, the City may require an equivalent cash donation based upon average undeveloped land value in the city. The cash dedication requirement shall be established annually by the city council. 1) In lieu of a trail donation, trail construction, or trail easement dedication, the city may require a cash donation for the trail system. The cash dedication requirement shall be established annually by the city council. m) The City may elect to receive a combination of cash, land and development of the land for park use. Such cash contributions shall be based upon the total fair market value of the land being subdivided. For the purpose purposes of this Subdivision, "fair market value" is defined as the market value of the land within such plat or subdivision as of the date presented to the Council for final approval. Fair market value shall be determined as of the time of filing the final plat in accordance of the following order of preference: (1) the price the subject land sold for within the past year, (2) the average fair market value of undeveloped city residential property by zoning classification, served by major City utilities, (3) an appraisal performed for or on behalf of the City within the past year, (4) an appraisal performed for or on behalf of the subdivider within the past year. The fair market value determination shall exclude any value added to such land within the past year improvements serving such land. o) Planned developments with mixed land uses shall make cash and/or land contributions in accordance with this section based upon the percentage of land devoted to the various uses. p) Park and trail cash contributions are to be calculated at the time of the final plat. q) The cash contributions for parks and trails shall be deposited in either the City's park development fund or multi-purpose pedestrian fund and shall be used only for park acquisition or development and trail acquisition and development. r) If a subdivider is unwilling or unable to make a commitment to the City as to the type of building that will be constructed on lots in the proposed plat,the land and cash contribution requirement will be a reasonable amount determined by the City Council. s) Wetland,ponding areas, drainageways accepted by the City shall not be considered in the park land and/or cash contribution to the City. t) When a proposed trail has been indicated in the city's official Comprehensive Trail Map, and it is located in whole or in part within the proposed plat, it should be designated on the plat and should be dedicated to the City. If the subdivider elects not to dedicate an area in excess of the land required for a trail, the city may consider acquiring it through condemnation. u) Required land dedication and/or payment of fees in lieu of land dedication of residential land shall be required at the time of final subdivision approval, except in the case of multiple residential developments where required site plan approval occurs other than at the time of final subdivision approval: in that case, the required land dedication and/or payment of fees-in-lieu of land dedication shall be made at the time the site plan is approved and building permits are issued. Kaley/Shaner moved to adjourn. Motion carried. The meeting adjourned at 9:10 p.m. Respectfully submitted, Mark McQuillan 01M=111 coNsarr /. SHAKOPEE POLICE DEPARTMENT Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Tom Steininger, Chief of Police SUBJECT: 1998 Resolution for Task Force Participation DATE: June 06, 1997 INTRODUCTION: Each year, the State of Minnesota Office of Drug Policy requires coordinators of regional task forces to submit resolutions indicating intent to participate in task force operations from each member agency. BACKGROUND: For the past several years, the state and federal governments have encouraged local law enforcement agencies to form regional task forces to investigate drug law violations. Significant sums of Federal and State drug enforcement money are distributed to task forces. The Shakopee Police Department has been a member of the Southwest Metro Drug Task Force since its inception and wishes to continue participation in the task force for as long as possible. ALTERNATIVES: 1. Continue participation in the Southwest Metro Drug Task Force. 2. Discontinue participation in the Task Force. RECOMMENDATION: Alternative#1 ACTION REQUESTED: Offer Resolution # 4691 , a resolution to enter a cooperative agreement with the Office of Drug Policy in the Minnesota Department of Public Safety for participation in the Southwest Metro Drug Task Force. f � 7138 RESOLUTION NO. 4691 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, REGARDING PARTICIPATION IN THE SOUTHWEST METRO DRUG TASK FORCE. WHEREAS, for several years the City has participated in the Southwest Metro Task Force; and WHEREAS, the Task Force is managed by the Office of Drug Policy in the Minnesota Department of Public Safety; and WHEREAS, the Task Force has successfully brought about numerous drug convictions; and WHEREAS, each year the City enters into a cooperative agreement in order to continue this relationship. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, AS FOLLOWS: That the appropriate City officials hereby are authorized to enter into a cooperative agreement with the Office of Drug Policy in the Minnesota Department of Public Safety for the project entitled Southwest Metro Drug Task Force for the 1998 calendar year. Passed in session of the City Council of the City of Shakopee, Minnesota, held this day of 1997. Mayor of the City of Shakopee Attest: City Clerk Approved as to form: City Attorney' ti98reso I. CITY OF SHAKOPEE Memorandum To: Mayor and City Council Mark McNeill, City Administrator From: Mark McQuillan, Parks and Recreation Director Subject: Prairie Bend Park Date: June 10, 1997 INTRODUCTION At its May 6, 1997 meeting,the City Council authorized staff to hire Brauer and Associates to develop a master plan for Prairie Bend Park. The City Council delayed its decision to utilize Brauer and Associates to manage the construction phase of the project until it had a chance to review the development costs. BACKGROUND Brauer and Associates held two meetings with the residents of the Prairie Bend neighborhood to discuss improvements for their park. The first meeting was held on May 21 at the park. The consultants presented three different conceptual designs for residents to review. Fifty-one residents attended the meeting. A second meeting was held on June 4 to review the final design plan. At that meeting,the consultants presented a list of facilities the park will include. From that list,the residents were asked to decide which facilities should be given highest priority based on the limitations of the budget. See Exhibit A. Residents of the neighborhood felt the tennis court was a low priority and therefore, it was eliminated from the list. The CIP identifies $120,000 ($80,00 in 1997 and$40,00 in 1998) for the Prairie Bend Project. By using a conservative approach(high end of pricing),the consultant estimates the total cost of the project to be about$192,877. Keep in mind the figures shown in Exhibit B are merely estimations. Actual costs are unknown until bids are received. If the City Council decides to utilize the services of Brauer and Associates for the construction phase of the project, it will receive the services listed under B 1, B 2, and B 3 of the Professional Services Proposal. See Exhibit C. RECOMMENDATION Staff recommends proceeding with the project and utilizing Brauer and Associates to provide the services listed under conditions B. 1, 2 and 3. However, given the scope of project, costs should be limited to $150,000. The current fund balance of the Park Reserve Fund as of 5/31/97 is $408,112.93. Staff also recommends doing the entire project in 1997 rather than over two years. The County Road 79 Trail Project($55,000) can be shifted to 1998 and the $40,000 allocated for the Prairie Bend Project would be used in 1997. Other park projects identified for 1997 include the following: County Road 79 Trail from 10th Avenue to By-Pass.$55,000 (Park Reserve) Tahpah Park Lights for Field#4. $40,000 (Donations) Tahpah Park fencing for football field. $10,000 (no-longer needed) CYB in Lions Park improvements to basement. $10,000 (delayed to 1999) Safety fences for Tahpah Fields $12,000 (Park Reserve) Memorial Park Shelter#2 Elect. $10,000 (Park Reserve) Land Acquisition So. of By-Pass $450,000 (Park Reserve-`98) ALTERNATIVES 1. Contract to use Brauer and Associates to prepare design development documents, construction documents,bidding or negotiation process and post design services. 2. Have City Staff prepare design development documents, construction documents, bidding or negotiation process and post design services. 3. Table for further information. 4. Do nothing ACTION REQUESTED 1. Move to authorize the appropriate City officials to execute an agreement with Brauer and Associates to prepare design development documents, construction documents, bidding or negotiation process and post design services for the Prairie Bend Park Project at a fee of 7.5%of the construction value with funding to be allocated from the Park Reserve Fund. BRAUER & ASSOCIATES TEL No .6128329475 Jun 11 ,97 11 27 No .002 P .02 LAND USF PLANNING AND DESIGN Ern, , ft tAlci,sotlAto., Date: June 4, 1997 To: City of Shakopee Parks and Recreation and Prairie Bend Park Neighborhood from: Brauer&Associates, Ltd. Re: Prairie Bend Park Cost Estimate for Site Development(Schematic Design Level) The following defines the estimated overall cost for site development,relates the estimate to the current budget,and outlines possible priorities. Overall Current Budget for Development:.$120,000 Overall Cost Estimate for Schematic Plan:$180,000 to$193,000 The following provides a list of potential priorities for.park development(in order of consultant's recommendations): • Site grading and general preparation(infrastructural components) • Trail system • Children's play area(complete) • Landscaping(partial) • Basketball court • Backstop • Benches and picnic tables • Sand volleyball • • Horseshoe pit • Picnic.shelter, • Tennis court 7301 Ohms Lane.Suite 504 Minnespolia,MN 55439 '*1(612)832-9475 Fax(612)832-9542 'xAr./- Prairie Bend Park Master Plan Cost Evaluation City of Shakopee Prairie Bend Park Master Plan Cost Evaluation UNITS LEGEND: LS=Lump Sum,SF=Square Feet,SY=Square Yard,FM=Each, LF=Lineal Feet,FF=Face Feet, CY=Cubic Yards Cost Estimate Schedule No. Section 1-Earthwork Estimated Unit Unit Bid Total Bid Description Qty. (In Dollars) (In Dollars) 1 On-site earthwork-complete,including:striping, 1 LS 12,300.00 12,300.00 stockpiling, respreading,and fine grading topsoil and common excavation and place of subsoil materials to subgrade elevations(as required to balance earthwork on- site)-complete 2 Furnish and place sand(Type A)for play areas to 12 inch 210 CY 16.00 3,360.00 minimum settled depth(in-place measure) 3 Furnish and place sand(Type A)for sand volleyball court 50 CY 16.00 800.00 to 9 inch minimum settled depth(in-place measure) Section 1 -Earthwork Total: 16,460.00 No. Section 2-Asphalt&Concrete Estimated Unit Unit Bid Total Bid Description Qty. (In Dollars) (In Dollars) 1 Furnish and place asphalt paving for paths,including 2" 1990 SY 12.00 23,880.00 MnDOT 2341A(Modified)wearing course and 6"Mn DOT 3138 Class 5 aggregate(100%crushed limestone)base- complete 2 Furnish and place asphalt paving for'/:basketball court, 278 SY 12.00 3,336.00 including 1/2"MnDOT 2341A(Modified)wearing course and 6"MnDOT 3138 Class 5 aggregate(100%crushed limestone)base-complete 3 Furnish and install 1/2 basketball court line painting- 1 LS 300.00 300.00 complete 4 Furnish and place asphalt paving for tennis court, 800 SY 12.00 9,600.00 including'/2'MnDOT 2341A(Modified)wearing course and 6"MnDOT 3138 Class 5 aggregate(100%crushed limestone)base-complete 5 Furnish and place 6"x 18"concrete curb for play area 410 LF 21.00 8,610.00 containers 6 Furnish and place 4"concrete paving for play area walks- 0 SF 4.00 0.00 complete 7 Furnish and place 4"concrete paving for horseshoe pit 450 SF 4.00 1,800.00 walks Section 2-Asphalt&Concrete Total: 47,526.00 Brauer&Associates, Ltd. 1 Prairie Bend Park Master Plan Cost Evaluation City of Shakopee e' No. Section 3-Storm Sewer Estimated Unit Unit Bid Total Bid Description Qty. (In Dollars) (In Dollars) 1 Furnish and install play area drainage systems- 1 LS 750.00 750.00 complete,including all connectors and fabric,etc.(Both play area's) 2 Furnish and install drainage systems 1 LS 3,000.00 3,000.00 ............. ........ . .......... ..:................................. ................................... ................................... ................................... .................................... ....................... .......... Section 3-Storm Sewer Total: 3,750,00: No. Section 4-Misc.Improvements Estimated Unit Unit Bid Total Bid Description Qty. (In Dollars) (In Dollars) 1 Furnish and install 6'bench-direct bury w/back 9 EA 600.00 5,400.00 (Timberform#2016-6)-complete 2 Furnish and install 6'standard picnic table-direct bury 6 EA 1,250.00 7,500.00 (Timberform#2162-6)-complete 3 Furnish and install picnic shelter(RCP Hexagon pavilion, 1 EA 7,000.00 7,000.00 JB model-16'dia.w/wood columns)-complete 4 Furnish and install non-adjustable basketball goal outfit 1 LS 1,650.00 1,650.00 (Landscape Structures#100073G)-complete w/concrete footing 5 Furnish and install tennis court net outfit-complete 1 LS 800.00 800.00 6 Furnish and apply color-coat surfacing on tennis court- 800 SY 4.00 3,200.00 complete 7 Furnish and install 4'-0"high chainlink fence around tennis 0 LF 12.00 0.00 court,including 2 gates-complete 8 Furnish and install 10'-0"high chainlink fence around 360 LF 25.00 9,000.00 , tennis court,including gate-complete 9 Furnish and install volleyball posts-complete w/concrete 1 LS 300.00 300.00 footing 10 Furnish and install chainlink fence backstop-complete 1 LS 2,000.00 2,000.00 11 Furnish and install horseshoe pit backboard and pit(all 1 LS 750.00 750.00 items except concrete walks)-complete . ........... ....... . ....... ... ... .............................. ................................... .................................... ................................... Section 4-Misc.Improvements Total: 37,600.00 No. Section 4-Play Area Equipment Estimated Unit Unit Bid Total Bid Description Qty. (In Dollars) (In Dollars) 1 Furnish and install Main Play Structure equipment- 1 LS 24,500.00 24,500.00 (Landscape Structures System)in PLAY AREA- complete. 2 Furnish and install Kompan Sandworks in PLAY AREA(M) 1 LS 7,273.00 7,273.00 -complete. 3 Furnish and install Kompan You&Me in PLAY AREA(M)- 1 LS 900.00 900.00 complete. 4 Furnish and install Kompan Fairy Castle in PLAY AREA 1 LS 4,753.00 4,753.00 (M)-complete. 5 Furnish and install Landscape Structures Swings in PLAY 1 LS 2,000.00 2,000.00 AREA w/modifications -complete. Brauer&Associates,Ltd. 2 e I Prairie Bend Park Master Plan Cost Evaluation City of Shakopee 6 Furnish and install Landscape Structures Super Scoop 1 LS 765.00 765.00 Digger(#100029) 7 Furnish and install safety surfacing in both play areas- 200 SF 16.00 3,200.00 complete ...................................... .................................... ..................................... Section 4-Play Area Equipment Total: 43,39100:: No. Section 5-Sod&Seed Description Estimated Unit Unit Bid Total Bid Qty. (In Dollars) (In Dollars) 1 Furnish and place sod in areas shown on plan-complete. 1 LS 3,000.00 3,000.00 2 Furnish and seed areas shown on plan-complete 1 LS 8,000.00 8,000.00 .................................... .................................... ..................................... .................................... ..................................... .................................... .................................... Section 5-Sod&Seed Total: 11,000.00 No. Section 6-Planting Description Estimated Unit Unit Bid Total Bid Qty. (In Dollars) (In Dollars) 1 2"ca.Overstory Trees 53 EA 350.00 18,550.00 2 1"ca.Ornamental Trees 5 EA 250.00 1,250.00 3 5'B&B Evergreen Trees 37 EA 250.00 . 9,250.00 4 #3 Potted Shrubs 40 EA 40.00 1,600.00 .................................... .................................... ..................................... .................................... ..................................... .................................... .................................... Section 6-Planting Total: 30,650 00 No. Section 7-Site Surveying Estimated Unit Unit Bid Total Bid Description Qty. (In Dollars) (In Dollars) 1 Provide all necessary construction surveying and staking 1 LS 2,500.00 2,500.00 to meet layout and grading requirements for all facets of work-complete. .................................... .................................... .................................... .................................... .................................... .................................... .................................... Section 7-Site Surveying Total: 2,500,00 Grand Total(Contingency and Fees are NOT Included) 192,877.00 Brauer&Associates,Ltd. 3 LAND USE PLANNING AND DESIGN Ex A 13.4 C. BRA.UER April25, 1997 & ASSOCIATES, LTD City of Shakopee 1255 Fuller Street Shakopee, MN.55379 ATTN: Mark McQuillan RE: Professional Services Proposal-Prairie Bend Park B&A#97-1-121 This letter proposal outlines a scope of services,fee schedule,and other elements which, if approved,constitutes an Agreement between the City of Shakopee,MN.,herein referred to as the OWNER,and Brauer and Associates,Ltd., herein referred to as the CONSULTANT. The OWNER hereby retains the CONSULTANT to provide professional services required to complete the design of park improvements,for the proposed Prairie Bend Park,located the Prairie Bend 2nd Addition,Shakopee,Minnesota, hereinafter referred to as the PROJECT. The CONSULTANT'S services and fees shall include normal design and planning services as follows: A. SCOPE OF SERVICES-Basic Services Master Planning 1. Project Focus Meeting This focus meeting with the city staff will concentrate on the issues and needs surrounding the park development. Anticipated Work Tasks: • Meeting staff and others to finalize the scope of the project,discuss the planning process, and establish a final project schedule. • Determine the extent of the information available about the site. • Preliminary assessment of issues surrounding the project. • Establishment of park program. Anticipated Task Product: A brief letter report confirming the scope of the project,the planning process, project schedule, and a preliminary outline of pertinent issues and the park development program. 2. Preparation of Existing Conditions Base Plan Prepare an existing conditions base plan, from information supplied by the Owner,for use as a base for the design process.This base plan shall be prepared in AutoCAD format. City of Shakopee Prairie Bend Park Brauer and Associates, Ltd. Proposal 1 Project#97-1-121 -301 Ohms Lane, Suite 500 Minneapolis. MN 55439 Tel(612) 832-475 Fax (612) 832-9542 Anticipated Work Tasks: • • Collection of data and mapping availible from the Owner and other agencies. • Transfer of information to digital format. • Field inspection of site to visually confirm the information supplied and mapping produced. • Preparation of base drawing to be used though the master p1• ing portion of the project. (Depending upon the source and quality of the information supplied a field survey of the planning area may need to be completed prior to final design of the improvements). Anticipated Task Product: • A base plan illustrating conditions existing within the planning area shall be completed. (This base plan shall be availible to the Owner in digital format). 3. Preparation of Alternate Schematic Concepts Using the adopted program and site information,the Brauer team will prepare alternative schematic concepts for development of the park.The schematics will essentially turn the development program into a variety of physical relationships. Anticipated Work Tasks: • Preparation by the Brauer team of three alternative schematic concepts that explore various design solutions. • Preparation of rough cost estimates for each schematic concept to illustrate range of costs associated with their development. • Presentation of schematic alternative plans to the Park Board and citizens,(one meeting). Resultant from this meeting will be an adopted schematic plan derived from one or a combination of several of the alternative schematics. • Anticipated Task Product: Graphics that describe the alternative schematic concepts and construction cost estimates. 4. Preparation of Preliminary Master Plan Task Overview: Using the adopted schematic concept plan, the Brauer team will prepare a preliminary and final master plan(preferred plan)for the development area.The master plan will represent the design solution that best responds to the needs and desires of the city while remaining within the their ability to fund the project. City of Shakopee Prairie Bend Park Brauer and Associates,Ltd. Proposal 2 Project#97-1-121 ' s LAND USE PLANNING AND DESIGN Ex A ; 11.4 C. BRA.UER April 25, 1997 & ASSOCIATES, LTD City of Shakopee 1255 Fuller Street Shakopee,MN.55379 ATTN: Mark McQuillan RE: Professional Services Proposal-Prairie Bend Park B&A#97-1-121 This letter proposal outlines a scope of services,fee schedule,and other elements which, if approved,constitutes an Agreement between the City of Shakopee,MN.,herein referred to as the OWNER,and Brauer and Associates,Ltd., herein referred to as the CONSULTANT. The OWNER hereby retains the CONSULTANT to provide professional services required to complete the design of park improvements,for the proposed Prairie Bend Park,located the Prairie Bend 2nd Addition,Shakopee,Minnesota, hereinafter referred to as the PROJECT. The CONSULTANTS services and fees shall include normal design and planning services as follows: A. SCOPE OF SERVICES-Basic Services Master Planning 1. Project Focus Meeting This focus meeting with the city staff will concentrate on the issues and needs surrounding the park development. Anticipated Work Tasks: • Meeting staff and others to finalize the scope of the project,discuss the planning process, and establish a final project schedule. • Determine the extent of the information available about the site. • Preliminary assessment of issues surrounding the project. • Establishment of park program. Anticipated Task Product: A brief letter report confirming the scope of the project,the planning process, project schedule, and a preliminary outline of pertinent issues and the park development program. 2. Preparation of Existing Conditions Base Plan Prepare an existing conditions base plan,from information supplied by the Owner,for use as a base for the design process.This base plan shall be prepared in AutoCAD format. City of Shakopee Prairie Bend Park Brauer and Associates, Ltd. Proposal 1 Project#97-1-121 7301 Ohms Lane, Suite 500 Minneapolis. MN 55439 Tel(612)832-9475 Fax(612)832-9542 Anticipated Work Tasks: • Review and analysis of previous findings. • Preparation of a preliminary master plan.This refines the accepted concept plan by clearly illustrating the relationship of each use,activity area,and facilities/site amenities. • Presentation of preliminary master plan to the Park Board and citizens,(one meeting).. • Preparation of a final master plan based upon accepted preliminary master plan making revisions to the preliminary master plan as required. • Preparation of final master plan construction cost estimate. Anticipated Task Product:Master plan graphics,construction cost estimate and supportive text. Product : The final product of this master planning study shall be one rendered and mounted display sized copy of the final master plan and related graphics suitable for display. B. SCOPE OF SERVICES-Additional Services-Design 1. Final Preparation of Documents for Bidding and Construction. • Preparation of Design Development Documents The Design Development for items and areas shall include the preparation of written text, plans and other drawings necessary to describe the design, materials, colors, textures in sufficient detail for the OWNER to grasp the appearance and function of the improvements. A preliminary engineers estimate of the cost of these improvements shall be prepared from these documents.From this estimate the OWNER shall determine which of the improvements shall be included in the final phase of design,(Construction Documents). • Preparation of Construction Documents These documents shall include plans and other drawings as necessary, as well as, specifications in sufficient detail for the OWNER to pursue competitive bids for the construction of the improvements.A final engineer's estimate of the work shall be prepared for the OWNER'S use in comparing the competitive bids received from contractors. 2. Bidding or Negotiation Process • Aid during the Bidding or Negotiation Process shall include answering bidder questions, issuing addenda or other forms of clarification during the process,organizing and attending contractor pre-bid meeting,attending the bid opening and aiding the OWNER in the final selection of a contractor. The CONSULTANT shall also be available to attend the city council meetings for approval to bid and the award of the construction contract, at the OWNER'S discretion. City of Shakopee Prairie Bend Park Brauer and Associates,Ltd. Proposal 3 Project#97-1-121 3. Post Design Services • • Construction Observation Services shall include weekly site meetings held with the contractor and the OWNER to review construction progress.Construction progress reports shall be sent to the OWNER and the contractor following each visit by the consultant.These reports shall indicate progress made in the construction since the last visit and shall describe verbal directions given by the CONSULTANT,deficiencies in construction,etc..Processing of contractor payment requests and development of change orders shall be prepared for the OWNER. Substantial completion and final inspections shall be attended by the CONSULTANT and punch lists developed as required. A one year contractor guarantee inspection shall also be organized and attended by the CONSULTANT and a guarantee punch list developed C. FEES FOR PROFESSIONAL SERVICES 1. For services as listed in paragraph A.1 through A.4 above,Lump Sum Fee of Two Thousand Five Hundred Fifty, Dollars,($2,550.00),including expenses. 2. For services as listed in paragraph B.1 through B.3 above, the fee shall be 7.5 percent of the construction cost of improvements, based upon a construction value of$175,000 or less. All expenses,except those listed in paragraph E.,OWNER'S RESPONSIBILITY,shall be included in this fee. D. PAYMENTS TO THE CONSULTANT 1. Invoices will be submitted to the OWNER on a monthly basis in proportion to the work completed. 2. Payments on account of the CONSULTANTS services are due and payable upon receipt of CONSULTANTS invoice. E. OWNER'S RESPONSIBILITY 1. Full program coordination with Qng individual representing the OWNER'S interests. 2. Legal Counsel, advice, and services available to the CONSULTANT during the term of this Agreement on any or all matters related to the PROJECT such as,but not limited to,title opinions, interpretations of agreements, covenants and laws affecting the PROJECT,advice and assistance in processing applications,review and preparation of PROJECT agreement documents,participation in presentations to public agency staff and boards and general counsel on the legal implications of all substantive or procedural aspects of the PROJECT itself. 3. For Scope of Services B.1.and B.2.the OWNER shall provide the CONSULTANT with an accurate base map illustrating all property lines,property corners,easements,rights of way and other legal issues, existing utilities, vegetation, pavement, curbing, and other surface materials. This survey should also include 1 foot contour elevations and spot grades,as well as a permanent bench mark. This base map shall be provided to the consultant on 3.5"diskette in AutoCAD R13 or compatible City of Shakopee Prairie Bend Park Brauer and Associates,Ltd. Proposal 4 Project#97-1-121 Anticipated Work Tasks: • Review and analysis of previous fmdings. • Preparation of a preliminary master plan.This refines the accepted concept plan by clearly illustrating the relationship of each use,activity area,and facilities/site amenities. • Presentation of preliminary master plan to the Park Board and citizens,(one meeting).. • Preparation of a final master plan based upon accepted preliminary master plan making revisions to the preliminary master plan as required. • Preparation of final master plan construction cost estimate. Anticipated Task Product:Master plan graphics,construction cost estimate and supportive text. Product : The final product of this master planning study shall be one rendered and mounted display sized copy of the final master plan and related graphics suitable for display. B. SCOPE OF SERVICES-Additional Services-Design 1. Final Preparation of Documents for Bidding and Construction. • Preparation of Design Development Documents The Design Development for items and areas shall include the preparation of written text, plans and other drawings necessary to describe the design, materials, colors, textures in sufficient detail for the OWNER to grasp the appearance and function of the improvements. A preliminary engineers estimate of the cost of these improvements shall be prepared from these documents.From this estimate the OWNER shall determine which of the improvements shall be included in the final phase of design,(Construction Documents). • Preparation of Construction Documents These documents shall include plans and other drawings as necessary, as well as, specifications in sufficient detail for the OWNER to pursue competitive bids for the construction of the improvements.A final engineer's estimate of the work shall be prepared for the OWNER'S use in comparing the competitive bids received from contractors. 2. Bidding or Negotiation Process • Aid during the Bidding or Negotiation Process shall include answering bidder questions, issuing addenda or other forms of clarification during the process,organizing and attending contractor pre-bid meeting,attending the bid opening and aiding the OWNER in the final selection of a contractor. The CONSULTANT shall also be available to attend the city council meetings for approval to bid and the award of the construction contract, at the OWNER'S discretion. City of Shakopee Prairie Bend Park Brauer and Associates,Ltd. Proposal 3 Project#97-1-121 format. 4. Providing all soils engineering/borings and engineering geotechnical testing required for the project. 5. All expenses involved in the printing,advertising for bids and distribution of final construction plans and specifications. 6. All expenses involved in federal,state agency or local permitting,plan review,etc.for the project. F. NONDISCRIMINATION The CONSULTANT will not discriminate against any employee or applicant for employment because of race, color,religion,sex,national origin,physical condition or age.The CONSULTANT will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race,color,religion,sex,national origin,physical condition or age. Such action shall include but not be limited to the following: Employment,upgrading,demotion or transfer,recruitment,advertising, layoff or termination,rates of pay or other forms of compensation and selection for training including apprenticeship. G. CONSULTANT'S RECORDS,DOCUMENTS AND INSURANCE 1. The CONSULTANT shall maintain time records for hourly fees,design calculations and research notes in legible form and these will be made available to the OWNER,if requested. 2. The CONSULTANT shall carry insurance to protect him from claims under Workman's Compensation Acts; from claims for damages because of bodily injury including death to his employees and the public,and from claims for property damage. 3. The CONSULTANT reserves the right to secure and maintain statutory copyright in all published books, published or unpublished drawings of a scientific or technical character, and other works related to this PROJECT in which copyright may be claimed. The OWNER shall have full rights to reproduce works under this Agreement either in whole or in part as related to this PROJECT. One copy of each drawing shall be provided in reproducible form for use by the OWNER,but the original drawings will remain the property of the CONSULTANT. H. TERM,TERMINATION,SUCCESSORS AND ASSIGNS 1. The term of the Agreement shall be concurrent with the work authorized. 2. Termination may be accomplished by either party at any time by written notice,and shall be effective upon payment in full for all services performed to the date of receipt of such notice. 3. The OWNER and the CONSULTANT each binds itself, its partners,successors,assigns and legal representatives to the other party of this Agreement,and to the partners,successors,assigns and legal representatives of such other party with respect to all covenants of this Agreement. 4. Neither the OWNER nor the CONSULTANT shall assign, sublet or transfer his interest in this Agreement without the written consent of the other. City of Shakopee Prairie Bend Park Brauer and Associates,Ltd. Proposal 5 Project#97-1-121 L EXTENT OF AGREEMENT AND APPLICABLE LAW This Agreement represents the entire and integrated Agreement between the OWNER and the CONSULTANT and supersedes all prior negotiations,representations,or Agreements,whether written or oral,with respect to the PROJECT. This Agreement may be amended only by written instrument signed by both OWNER and CONSULTANT. IN WITNESS HEREOF the OWNER and the CONSULTANT have made and executed this Agreement,this day of . 1997. . CITY OF SHAKOPEE 1255 Fuller Street Shakopee,MN.55379 BRAUER&ASSOCIATES LTD. 7301 Ohms Lane, • - 500 Minna• soca 55439 • A/%%' iiir C:'.: :USINESS\PROMO\97-I-121.SHA\CONTRACT.WPD City of Shakopee Prairie Bend Park Brauer and Associates,Ltd. Proposal 6 Project#97-1-121 format. 4. Providing all soils engineering/borings and engineering geotechnical testing required for the project. 5. All expenses involved in the printing,advertising for bids and distribution of fmal construction plans and specifications. 6. All expenses involved in federal,state agency or local permitting,plan review,etc.for the project. F. NONDISCRIMINATION The CONSULTANT will not discriminate against any employee or applicant for employment because of race, color,religion,sex,national origin,physical condition or age.The CONSULTANT will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race,color,religion,sex,national origin,physical condition or age. Such action shall include but not be limited to the following: Employment,upgrading,demotion or transfer,recruitment,advertising,layoff or termination,rates of pay or other forms of compensation and selection for training including apprenticeship. G. CONSULTANT'S RECORDS,DOCUMENTS AND INSURANCE 1. The CONSULTANT shall maintain time records for hourly fees,design calculations and research notes in legible form and these will be made available to the OWNER,if requested. 2. The CONSULTANT shall carry insurance to protect him from claims under Workman's Compensation Acts; from claims for damages because of bodily injury including death to his employees and the public,and from claims for property damage. 3. The CONSULTANT reserves the right to secure and maintain statutory copyright in all published books, published or unpublished drawings of a scientific or technical character, and other works related to this PROJECT in which copyright may be claimed. The OWNER shall have full rights to reproduce works under this Agreement either in whole or in part as related to this PROJECT. One copy of each drawing shall be provided in reproducible form for use by the OWNER,but the original drawings will remain the property of the CONSULTANT. H. TERM,TERMINATION,SUCCESSORS AND ASSIGNS 1. The term of the Agreement shall be concurrent with the work authorized. 2. Termination may be accomplished by either party at any time by written notice,and shall be effective upon payment in full for all services performed to the date of receipt of such notice. 3. The OWNER and the CONSULTANT each binds itself,its partners,successors,assigns and legal representatives to the other party of this Agreement,and to the partners,successors,assigns and legal representatives of such other party with respect to all covenants of this Agreement. 4. Neither the OWNER nor the CONSULTANT shall assign, sublet or transfer his interest in this Agreement without the written consent of the other. City of Shakopee Prairie Bend Park Brauer and Associates,Ltd. Proposal 5 Project#97-1-121 I„ .0 .4.4.4i, „ a �8o a t - 1 o a'� 1.- to i,: ,, _ \ } it ti 00 ►, O .rr.111 }{ .k 11.x- Illaill- 11 ,1, lit A rt �7 Y ,tziii as 8 j I '�� . N , .:4: vii :61_ 4, EASTWAY AVENUE ; v ,ib � %,..„:10 c ii.hr.....161A. i 46 a • A 8 p O C0 ffVNAeJ O, a. 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I /Y- CITY OF SHAKOPEE Memorandum To: Mayor and City Council Mark McNeill, City Administrator From: Mark McQuillan,Parks and Recreation Director Subject: Park in Meadows 9th Addition Date: June 9, 1997 INTRODUCTION The 1997 Capital Improvement Program identifies $25,000 in park improvements for the park in the Meadows 9th Addition. The City Council approved the purchase of$18,218 worth playground equipement last November. The equipment was installed this spring. Staff would like to proceed with installation of a half size basketball court, a bitiminous • path to the playground equipment, 9 trees and other miscellneous landscaping. BACKGROUND Staff obtained two quotes for black topping the trail and a half size basketball court. Quotes were received from Plehal Blacktopping,Inc. and Minnesota Roadways Company. Plehal's quote came in at$12,010 and Minnesota Roadway's at$11,905. The miscellaneous landscaping costs(basketball pole/board/rim, a wooden border for playground equipment,resilient surface materials, sod, and trees)will amount to another $3,300. These costs will exceed the total budgeted amount of$25,000 by about$8,600 ($33,528-$25,000=$8,528). STAFF RECOMMENDATION Staff would like the City Council's approval to complete the improvements for the park in the Meadows 9th Addition by increasing the allocation of funding by$8,600. Staff also recommends the approval to use Minnesota Roadway Company to provide black topping for the basketball court and trail. ALTERNATIVES 1. Move to increase funding for the improvements at Meadows Park by$8,600 and to hire Plehal Blacktopping,Inc.to install the basketball court and trail. 2. Do not install the basketball court and trail but proceed with landscaping of trees, border and sodding. 3. Do nothing. ACTION REQUESTED Move to increase funding for improvements at Meadows Park by $8,600 and to hire Minnesota Roadway Company to install the basketball court and trail at a cost not to exceed the quoted amount of$11,905 and the funding be allocated from the Park Reserve Fund. i tv\�- '8�;9A• w *1 ho-.\?J x`433 • ')��/ '/1��� E,11 `. qj !yW+F ,), 6', < 5 leF ` J / ;,) s' ,,6S e. ;`./ 5 � ``&, , /,•\0* ,,. 3 N •<\ 6 16.•. `J, rip i �. .\` 2 \\ / F , s\ O' 4 , , ,,, cb 4D 7 ,�'� ‘4to � ; 1!` - �_ \ air - - -" 86 • ! 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'r-, Ch rs) `+r.ps of , S 89'54'03" Wo, ' •70 I r _ `S875,i'03"W i ,p O, N89'S4'03"E ' 229.80 C ry r\�j i`, 3 , , 51 70 r 84.85 ' w I i o 6ci. (49.65,, 180.15 �,' a�/ ^� • \' .... iW i i3 IN 130.00 Z�`\\ p.24'35'13"a,' ,i/ vry ' o,i- moi of o S 89'54'03" W' , \\ cA•\\\o '�. 9 ,/ O ev ° <yW LiJ, r ,O OOr �u3 rp O O , v a.\ \oo a x' ryh / ',� i �m �M, iuNi n M o'N O 7 r�i5 Ern 0- \\ t�eh$, �q / // / 9 / 2° - ;8 s 1 o at A oo 1\\ 9�" v� / / -� ti c` 87.39 „N 4 130.00 ZO 8 7600 $;/ -�_ 1,*$71. ,e$7 r/y n --J l_63.80 f40.0 30 30 L + ,\'\ /(f a Y ca-'s¢r 4' 47W. 7„/ Ti/E `'� 70.00 I 175.31 th5\. __��� 5, ��\\\yo S /ST ADD/T/pt/ ' 389.23 ---+-- - 50 4\ a s N 89'54'03" E 245.31 ,A R=270. , 70,\\ °\\ `\\ ?F,. c17'r`66.37 j f-- -� r'- ---� r r r r-64701\\\ 6A7 \\\�n v. \\`\`° ,�CSid 66.30 '•57.00 67.00 i 61.00 ,54.31. 1 ,z <7 \ \\J, \\ \ \,-9 ,,. ``9v �,, !%o ^ �1 I,a' cWn oeo ,^' oo io wn ;d ���i i1 1":) a\\30 `r- vb. o.\\,,'�: Z `\\ \ KiSI✓r /%i/: 0 O��T/� ^' 1't ° N I, x,'13`: ' ''`:4 A , \\\ 15 \\\\ \0.9 fq Q cn, i •Q 9 .., 1 0 m 11 1 2 caF.99 r,, c \\\\ 153.09 \\, /y. a . . CITY OF SHAKOPEE Memorandum To: Mayor and City Council Mark McNeill,City Administrator From: Mark McQuillan,Parks and Recreation Director Subject: Timber Trails Park Date: June 9, 1997 INTRODUCTIONBACKGROUND In 1996,the City installed new playground equipment at Timber Trails Park. The equipment was installed just prior to the first snowfall last December. The budgeted amount for the new equipment was$20,000. The actual cost of the equipment, including installation,came to $17,768. The remaining amount will be used for border material and a resilient surface for under the equipment(pea rock). The residents in the neighborhood have requested the City use wood chips as a surface material instead of pea rock. They also requested a half size basketball court(30'x50'). The cost for a wood chip surface is about$3,100 and a half size basketball court will cost about$4,000. These two items will bring the total cost of the Timber Trail Park Project to about$27,000 or additional $7,000. Of course,using pea rock for a playground surface will save the City$3,100. ALTERNATIVES 1.Install a basketball court and use wood chips for the playground surface. 2.Install a basketball court and use pea rock for the playground surface. 3.Install pea rock under the playground equipment and no basketball court. 4. Install wood chips under the playground equipment and no basketball court. 5. Table for further information from staff. RECOMMENDATION Alternative#1 or#2 In 1996,the City installed wood chips at the Lions Park Playground facility. We have already received several positive reports on the wood chips at that site. The Public Works maintenance crew say maintenance(raking the surface)has been very minimal compared to pea rock. ACTION REQUESTED Moved to increase funding for the Timber Trail Park Project from $20,000 to$27,000 to include a half size basketball court and wood chips for the playground equipment with funding to be allocated from the Park Reserve Fund. Or Moved to increase funding for the Timber Trail Park Project from$20,000 to$24,000 to include a half size basketball court with funding to be allocated from the Park Reserve Fund. 1111 I 'irmw-nbi 1( 9 g="4111N441. 41,_ ', it! , '` !,...,v, °`art-- '.l !e! 'g ,A 0:,ge 4 7.p(‹:„..: 1 f -' ,„..40;"L-, --piaki 1 al g --.. ' ri Thr Ci RA AV[ NATURAL =Dime _---- Nein. ,Dmr.001111,0, ,.. :; IZaM lit:11. -- S g AG lAlE .7- Fr N .. I f .,,, lk / AG AG R;; :a VALLEY VIEW ROAD COM IQ 7A I 146: ' I ' uur AG 4 .•i'•MITT1 AVE. 1 i i ''` R R RR AG fc„, y TiM6ERTM/LPi1K -r— WOOD DUCK 7A ev s: I .... ....- .., S Ripi AG "Ill aNa42 O'DOWDCJL 1 AG RR RR „ LAKE LAW RR , RiL te AGS 11/11AG 'Y I- 4 ,„„ ii/i Y 4. 4. j-L.R'73\..,..\\1 eaka va 8 \51” 4. CONSENT CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Julie Klima, Planner II SUBJECT: Request for Extension of the 12 Month Time Period for Approval of the Preliminary Plat of Maple Trails Estates DATE: June 17, 1997 INTRODUCTION The City has received a request from Harland Hohenstein to extend the 12 month period from the date of City Council approval of a Preliminary Plat. The applicant is requesting an extension of an additional 12 months in which to final plat the remaining portion of this development. The City Code states that the Council may extend the time period of preliminary approval upon written application by the developer. Attached as Exhibit A is a letter from Harland Hohenstein. BACKGROUND On July 21, 1992, the City Council approved the Preliminary Plat for Maple Trails Estates, and the Final Plat for the first addition was approved on September 15, 1992. The City Council has previously approved 12 month Preliminary Plat extensions for this subdivision on February 1, 1994; June 20, 1995; and June 4, 1996. City Code Section 12.03, Subd. 3.G states the following: "Approval of the Preliminary Plat by the Council shall give the applicant the following rights for a 12 month period from the date of approval: 1. The general terms and conditions under which the approval was granted will not be changed by the City; and 2. Mat the applicant may submit on or before such expiration date the whole or any part of the approved plat,for final approval; and 3. The Council may extend the time period of preliminaty approval, upon written application by the developer and for good cause shown. Each such extension shall not exceed a 12 month period" In the past, the City has made the determination on the basis of changes that have occurred relating to the plat which may necessitate the City reviewing the plat again. There are no changes being made to the Preliminary Plat itself. In addition, City Staff is not aware of any changes that have occurred in the T 'LA area of the proposed plat that would necessitate a new review and approval of a new Preliminary Plat for Maple Trails Estates by the City at this time. ALTERNATIVES 1. Offer and pass a motion extending the 12 month time period for approval of the Preliminary Plat for Maple Trails Estates by an additional 12 months. 2. Offer and pass a motion extending the 12 month time period for approval of the Preliminary Plat for Maple Trails Estates by a shorter period of time. 3. Offer and pass a motion denying the request to extend the 12 month time period for approval of the Preliminary Plat for Maple Trails Estates, and require the developer to resubmit the Preliminary Plat for approval by the City. STAFF RECOMMENDATION Staff recommends Alternative No. 1. ACTION REQUESTED Offer a motion extending the 12 month time period for approval of the Preliminary Plat for Maple Trails Estates by an additional 12 months, and move its approval. • / . ulie K i a Planner II is\cornrndev\cc\1997\ccO617\exmpltr.doc EXHIBIT A ,;uw 5 1997 June 1, 1947 Me Julie Bauman Planning Department city of RhaknnAA fear Mc. Rai iman; I respectfully request the maximum time extension for the preliminary plqt of Maple Trails Estates, phase 2 &3. Thank you for your consideration. Sincerely, Harland Hohenstein 2693 Marschall Road Shakopee, MN 55379 CONSENT rn' c . i. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Initiating the Vacation of Alley Right-of-Way in Courthouse Square, Block 57 and Block 58, Shakopee City Plat MEETING DATE: June 17, 1997 INTRODUCTION: The attached Resolution No. 4685 sets a public hearing date to consider the vacation of alley right-of- way in the above-mentioned blocks. DISCUSSION: The City has received a petition for the vacation of right-of-way from Scott County. The attached resolution sets a public hearing for July 15, 1997. On that date, comments from staff members and utilities, as well as a recommendation from the Planning Commission, will be presented to the City Council for their consideration. ACTION REQUESTED: Offer Resolution No. 4685, A Resolution Setting the Public Hearing Date to Consider the Vacation Of Right-of-Way, and move its adoption. R. Michael Leek Community Development Director Tt132V103 RESOLUTION NO. 4685 A RESOLUTION SETTING THE PUBLIC HEARING DATE TO CONSIDER THE VACATION OF RIGHT-OF-WAY WHEREAS,it has been made to appear to the Shakopee City Council that the alley right-of- way located in Courthouse Square, Blocks 57 and 58, Shakopee City Plat, City of Shakopee, County of Scott, State of Minnesota, serves no public use or interest; and WHEREAS,a public hearing must be held before an action to vacate can be taken and two weeks published and posted notice thereof must be given. WHEREAS,two weeks published notice will be given in the SHAKOPEE VALLEY NEWS and posted notice will be given by posting such notice on the bulletin board on the main floor of the Scott County Courthouse, the bulletin board at the U.S. Post Office, the bulletin board at the Shakopee Public Library, and the bulletin board in the Shakopee City Hall. NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA,that a hearing be held in the Council Chambers on the 15th day of July, 1997, at 7:00 P.M. or thereafter, on the matter of vacating the above-described rights-of-way. Adopted in session of the City Council of the City of Shakopee, Minnesota, held the day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk PREPARED BY: City of Shakopee 129 S. Holmes Street Shakopee, MN 55379 .,' \- i AG :t 3054 Ea a PARI( ,,,:,ip. . A,jHNeSOT , -.. .0.---Alli' VI 1 --, , v01■►D DMD DMD 11��' til-- D►I�� \\WIZ (IIID IIIA�` 0 :tat I�'11 g ®1' D1D1 D1114 Ih►11 D1 ''"IQ E ;al! �� • ,ID ilt%,.., 0 _ ' S 1114110 �j� ' IIID li��� �, r11►��' i1 ' �•AI!I'�ps�`ie :1111 .�i111 �_ I' DII►° DII � �.�- �t� s ! D1110 DIAD D j;�l !►DI© ► IIID III .11 ocr11 DI:I� i1r,D 1 °1��n ° F shit 1 . - �. X1 : OP °I, ►D DMD •,, D1�iD 1D�'Iy *D�� a1�1_ _ Ill ollp11D11 01� � i1��0 � ._— , �I :IIiiDD1+DD e0111� DMD ���D DIQiD .--� ., �, pl�lp�IiiE14/11-- X111iD '112:1D r D : L �. lO�_- Iii ,/ r�:!l I��aIIID 112:2 012,44 IID :IIID DE , DI+11111' .II-:: � Iii 11111 DI p1�ilD i1'1a ..... w•r�_e � ASE. � Illr DMD D1�,�D IIIIo �� i1° Dlil * 1 ® .,., 01""t \ sin D1D�D 1111D D11�p DlDDO D1 D1.1 .. `.,. ` 10 IIID D1O�p DICDD p11WD It a ; alit I1a WIN D tit sc. 01 ' R 3 r 1� : � :.. 1�aa ►s�°1 � z1D °►11° � D°� �Ia �IaD D e1G�° D °��°D °d .��e /4r- -4t e�°� `�D IG° °IIID O n �.E�D ® :: D° OW lid ill as mai wa ow a. .. .. STATE way ..e ; opo .c 1 :: voi eo m um II . . �I. = .- --8 7 6 5 6 �- -Iw . ..IN gags 4 - R3 sm NI -- _ W _ _ _ 0 ov v a A OKI Lilco d e....- o'� < r. a I I; 11:- SII ] �ll�ii - � ' �' RI MO 00 OS ; oo �- � !' �v Eon NM -it= 10-= 9 1 =~AEE _© • p um, SUEnwmaE . . ellars. 1 ELE"Ii- YEV ®.� e a S1.1 == =�SUmST. —_ aw oAN MN o0 i ©41101110 El O v f' �v 2�' ` t O I I M. 1 SAL ' ��s 6 I 8 H Pm F 7 v ra Q iE R�6S pVt. W 0 *� e 3 , 2 � � n `f�-I AEI • - T— .. r n e n e ni n 000 . .ti" � BUR R , v =imN n T .;- _.1-3".r y . MKS PARK 0 �, , .4.*A. II ( y Z (� aX cn '44": Cfr,,O4 4 f CONSENT /y .c . S_ CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Julie Klima, Planner II SUBJECT: Initiating the Vacation of Easements in Valley Park 12th Addition and Canterbury Park 3rd Addition DATE: June 17, 1997 INTRODUCTION The attached Resolution No. 4689 sets a public hearing date to consider the vacation of easements. The easements proposed for vacation are located within the plats of Valley Park 12th Addition and Canterbury Park 3rd Addition. DISCUSSION The City has received a petition for the vacation of easements from Jon Albinson of Valley Green Business Park. The attached resolution sets a public hearing for July 15, 1997. On that date, comments from staff members and utilities, as well as a recommendation from the Planning Commission,will be presented to the City Council for its consideration. ACTION REQUESTED Offer Resolution No. 4689, A Resolution Setting the Public Hearing Date to Consider the Vacation Of Easements within Valley Park 12th Addition and Canterbury Park 3rd Addition, and move its adoption. Julie Klima Planner II i:\commdev\c61997\cc0617\vacphvgr.doc TVt3214UJ RESOLUTION NO. 4689 A RESOLUTION SETTING THE PUBLIC HEARING DATE TO CONSIDER THE VACATION OF EASEMENTS WITHIN VALLEY PARK 12TH ADDITION AND CANTERBURY PARK 3RD ADDITION WHEREAS, it has been made to appear to the Shakopee City Council that easements within Valley Park 12th Addition and Canterbury Park 3rd Addition, City of Shakopee, County of Scott, State of Minnesota, serves no public use or interest; and WHEREAS, a public hearing must be held before an action to vacate can be taken and two weeks published and posted notice thereof must be given. WHEREAS, two weeks published notice will be given in the SHAKOPEE VALLEY NEWS and posted notice will be given by posting such notice on the bulletin board on the main floor of the Scott County Courthouse, the bulletin board at the U.S. Post Office, the bulletin board at the Shakopee Public Library, and the bulletin board in the Shakopee City Hall. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA,that a hearing be held in the Council Chambers on the 15th day of July, 1997, at 7:00 P.M. or thereafter, on the matter of vacating easements within Valley Park 12th Addition and Canterbury Park 3rd Addition, City of Shakopee, County of Scott, State of Minnesota. Adopted in session of the City Council of the City of Shakopee, Minnesota, held the day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk PREPARED BY: City of Shakopee 129 S. Holmes Street Shakopee, MN 55379 CONSENT /y, c, 5f, CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Shakopee Crossings Planned Unit Development Environmental Assessment Worksheet (EAW) MEETING DATE: June 17, 1997 Introduction: State statute and Minnesota Environmental Quality Board (EQB) rule 4410.4300 Subp. 19 (A)(4) mandates the preparation of an EAW for residential projects of 250 unattached residential units in a city in the 7 county metropolitan area. Once the EAW is prepared the City(as RGU) must publish notice in the"EQB Monitor" and distribute the EAW for review. The subject site is 549 acres in size and is located south of Highway 169, west of County Road 18, and north of County Road 16. The development proposes the construction of approximately 550 single family homes and 300 town homes. A draft EAW has been prepared for the proposed project. If the Council approves distribution of the EAW, notice would be published in the"EQB Monitor," at which time the 30-day comment period commence. At the end of the 30-day review period, Council would review the comments received and make it's actual determination on the EAW. Alternatives: 1. Authorize publication of notice of the EAW and commencement of the review period. 2. Do not authorize publication of the EAW. 3. Table the matter for additional information. EAWEDNLK.DOC/RML 1 Action Requested: Offer and pass a motion to authorize publication of notice in the"EQB Monitor" and distribution of the draft EAW for review and comment. Council is not asked to approve the EAW at this time, as it will be brought back after expiration of the review period. R. Michael Leek Community Development Director EAWEDNLK.DOC/RML 2 y. c. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Transit Levy and Budget MEETING DATE: June 17, 1997 INTRODUCTION: The City is required to certify its intent whether to locally levy a transit tax for taxes payable in the year 1998 to the Minnesota Department of Revenue by June 30, 1997. Once certification of the City's intent is made, it cannot be reversed for taxes payable in 1998. If the City does not opt to levy the tax locally it will be levied by the Metropolitan Council. However, the City may make this decision each year. DISCUSSION: The City's payable 1997 transit tax levy limit was$376,572. According to the Department of Revenue the City's payable 1998 transit tax levy limit is$406,910. The increase in the 1998 levy limit is 8.05%, and is based on the increase in total taxable market value from payable 1996 to payable 1997. This is a larger percentage increase than results from the newly- imposed local government levy limit, the allowable increase of which is based on household growth. For payable 1997, communities were able to list the local transit tax levy separately on property tax statements. This was a one-time occurrence, and henceforth the increased transit tax levy would simply be lumped into the general city taxes. Thus, taxpayers will be unaware that a portion of the city increase is attributable to the increased transit tax levy, which increase is based on different growth factors. Moreover, if levied locally, the increase in the transit tax will "eat into" any increase in the City's spending limits since those limits are based on the price deflator(which last year was about 2.5%) and household growth(which tends to be less than the increase in taxable market value). For the reasons stated above, it appears to make sense for the City to turn the transit tax levy back to the Metropolitan Council for payable 1998, and to so certify to the Department of Revenue. In the past, the opt-out communities have been able to share with the Metropolitan Council on a 50:50 basis the 12% not included in the local transit levy. A disadvantage of turning the levy back to the Metropolitan Council is that the Council will most likely retain all of those funds as the legislature approved only$30 million for capital budget, instead of the $46 million requested by the Metropolitan Council. TRANSIT.DOC/RML, For the Council's information, a draft transit budget worksheet based on the payable 1998 transit tax levy has been prepared and is attached to this report. This draft budget is based on the City receiving 88% of the transit tax levy(i.e., $406,910). It has not been finally determined by the Metropolitan Council that this is the percentage that would be returned to the community;up to 90% could be returned to the community. Unfortunately,Metropolitan Council staff have indicated that the final decision will not be made until after June 30th. One looming factor expected by staff to have an impact on the budget is dial-a-ride. These services are presently being provided by Laidlaw at a cost of about$28.00 per hour. It is staff's understanding that Laidlaw will be pushing for a contract to provide these services at a cost of$35.00 per hour or more. ALTERNATIVES: 1. Offer and approve Resolution No. 4690 certifying the City of Shakopee's decision not to locally levy the transit tax, and to have the Metropolitan Council levy said tax. 2. Offer and approve a revised Resolution No. 4690 certifying the City of Shakopee's decision to locally levy the transit tax. STAFF RECOMMENDATION: Staff recommends Alternative No. 1. ACTION REQUESTED: Offer and approve Resolution No. 4690 certifying the City of Shakopee's decision not to locally levy the transit tax, and to have the Metropolitan Council levy said tax, direct the appropriate persons to communicate the Council's decision to the Minnesota Department of Revenue by June 30, 1997. R. Michael Leek Community Development Director TRANSIT.DOC/RML 2 RESOLUTION NO. 4690 • A RESOLUTION OF THE CITY OF SHAKOPEE OPTING TO HAVE THE METROPOLITAN COUNCIL LEVY THE TRANSIT TAX FOR PAYABLE 1998 WHEREAS,the City of Shakopee is required to notify the Minnesota Department of Revenue of it's intention whether to locally levy the transit tax for payable 1998; and WHEREAS,the City Council has found that it is in the City of Shakopee's best interest that the transit tax for payable 1998 not be levied locally, but rather be levied by the Metropolitan Council for payable 1998: and NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA,that the Minnesota Department of Revenue be notified by June 30, 1997, that the City of Shakopee will not levy the transit tax levy locally for payable 1998. Adopted in session of the City Council of the City of Shakopee, Minnesota, held the day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk PREPARED BY: City of Shakopee 129 S. Holmes Street Shakopee, MN 55379 TRANSIT.DOC/RMI. 3 City of Shakopee Program Budget Worksheet for the Year Ending 12/31/97 PROGRAM PROGRAM PROGRAM 142 143 144 DIAL-A-RIDE VAN POOL CIRCULATOR TOTAL TRANSIT 4101 WAGES $ 2,050 $ 2,050 $ 2,050 $ 6,150 FT REG 4121 PERA 123 123 123 369 4122 FICA 246 246 246 738 TOTAL PERSONNEL SERVICES $ 2,419 $ 2,419 $2,419 $ 7,257 4210 OPERATING 500 500 500 1,500 SUPPLIES 4222 MOTOR FUELS &LUBRICANTS 0 20,000 0 20,000 4310 PROFESSIONAL 36,000 1,000 1,000 38,000 SERVICES 4330 TRAVEL/ SUBSISTENCE 100 0 0 100 4340 ADVERTISING 1,030 1,030 1,030 3,090 4350 PRINTING/ PUBLISHING 600 600 600 1,800 4360 INSURANCE 4380 UTILITY SERVICE 340,763 75,553 37,365 453,681 4410 RENTALS 500 500 500 1,500 4433 DUES 60 60 60 180 TOTAL SUPPLIES &SERVICES 379,553 99,243 41,055 519,851 TOTAL TRANSIT 381,972 101,662 43,474 527,108 TRANSIT.DOC/Rill!, 4 CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Vierling Drive, from C.R. 69 to Presidential Lane Project No. 1997-1 DATE: June 17, 1997 INTRODUCTION: On March 4, 1997 City Council approved Resolution No. 4611, which ordered the preparation of plans and specifications for Vierling Drive, from County Road (C.R.) 69 to Presidential Lane; Taylor Street, from Vierling Drive to the north plat line of Arlington Ridge; and Polk Street, from Vierling Drive to 13th Avenue. This project was ordered by Council, due to the Stone Meadow development west of Presidential Lane and the proposed development agreement between the Centre's Group, for the expansion of the Shakopee Town Square Mall. Plans and specifications for the improvement have been completed and are ready to be sent out for bids. BACKGROUND: Attached to this memo is a letter from Jim Thomson, City Attorney, in regard to an assessment agreement between the Centre's Group and the City for Vierling Drive improvements between Taylor Street and C.R. 69. At this particular time, the Centre's Group does not want to proceed forward due to Cub Food's decision not to locate its store at this site. Various alternatives were discussed with City Council on the Vierling Drive Project at the May 20, 1997 Council meeting. From those discussions, the direction given to staff was to proceed with design of Vierling Drive, from C.R. 69 to Presidential Lane, with the understanding that if no assessment agreement could be reached to stop the project at Taylor Street. Plans have been completed for Vierling Drive, from Taylor Street to Presidential Lane; Taylor Street, from Vierling Drive to the north plat line of Arlington Ridge; and Polk Street, from Vierling Drive to 13th Avenue. The completion of Vierling Drive is essential to Stone Meadow development and Arlington Ridge, since these properties have been final platted and are under construction. The completion of Vierling Drive, from Taylor Street to C.R. 69, would involve the City assessing Mn/DOT surplus property and then this property would be sold by Mn/DOT and the assessments would be carried on that property until a development would occur. It is always best to build the street in an area where a development has been approved and the street design would fit the development. Based on no assessment agreement being reached or prepared with the Centre's Group site, which is also the Mn/DOT right-of-way, staff is recommending completing the plans for Vierling Drive, from Presidential Lane to Taylor Street. ALTERNATIVES: 1. Move to approve Resolution No. 4687, approving the plans and specifications and ordering an advertisement for bids for the improvement of Vierling Drive, from Taylor Street to Presidential Lane, Project No. 1997-1. 2. Do not approve Resolution No. 3. Table for additional inforamtion. RECOMMENDATION: Staff recommends Alternative No. 1, so that Vierling Drive improvements, Taylor Street to Presidential Lane; Taylor Street, from Vierling Drive to the north plat line of Arlington Ridge; and Polk Street, from Vierling Drive to 13th Avenue can be completed this year. ACTION REQUESTED: Offer Resolution No. 4687, A Resolution Approving the Plans and Specifications and Ordering the Advertisement for Bids for Vierling Drive, from Taylor Street to Presidential Lane; Taylor Street, from Vierling Drive to the North Plat of Arlington Ridge 1st Addition; and Polk Street, from Vierling Drive to 13th Avenue, Project No. 1997-1 and move its adoption. Arnce Lone I Public Works Director BL/pmp MEM4687 470 Pillsbury Center Kennedy 200 South Sixth Street ' 8 n D Minneapolis MN 55402 ((r� On (612) 337-9300 telephone �f &Graven (612) 337-9310 fax Ju e-mail:atrvs@kennedy-graven.com N CHARTERED /997 .• %.1F S1741(0 ti .. SON Attome .t Law Direct Dial (612)337-9209 June 6, 1997 Kaare Birkeland Centres Group, Ltd. 119 North Fourth Street Suite 405 Minneapolis, MN 55401 Dear Mr. Birkeland: I am writing this letter to follow-up my phone conversation with you on June 3, 1997 in which I advised you that I had been directed by the City Council to prepare an agreement by which Centres would pay for, by way of special assessments or otherwise, the upgrades to the proposed Vierling Drive improvement project between Taylor Street and County Road 69. Paragraph 5 of the Preliminary Development Agreement contemplates that such an agreement would be entered into between the parties. You indicated during our phone conversation that Centres would not sign such an agreement at the present time, because of Cub Foods' decision not to locate its store at your site. You also stated that you were discussing development possibilities with Carlson Companies, but that no firm agreement had been reached with them. The City Council will be discussing the Vierling Drive improvement project at its meeting on June 17, 1997. Based on Centres' inability to proceed with its development, the City's Public Works Director will recommend to the City Council that the portion of Vierling Drive between Taylor Street and County Road 69 not be constructed at the present time. If Centres wishes to provide any further input on this issue, you are welcome to attend the City Council meeting, which begins at 7:00 p.m. Sincerely, James J. Thomson JJT/cm cc: Mark McNeill Michael Leek Bruce Loney Chelle Nennig James D. MacKinnon Alan J. Kazan Paul Bilotta RESOLUTION NO. 4687 A Resolution Approving Plans And Specifications And Ordering Advertisement For Bids For Vierling Drive, From Taylor Street To Presidential Lane; Taylor Street, From Vierling Drive To The North Plat Line Of Arlington Ridge First Addition; And Polk Street, From Vierling Drive To 13th Avenue Project No. 1997-1 WHEREAS, pursuant to Resolution No. 4611 adopted by City Council on March 4, 1997, Bruce Loney, Public Works Director has prepared plans and specifications for the improvement of Vierling Drive, from Taylor Street to Presidential Lane; Taylor Street, from Vierling Drive to the North Plat Line of Arlington Ridge First Addition; and Polk Street, from Vierling Drive to 13th Avenue by street construction, bituminous paving, curb & gutter, sidewalk and/or bituminous trail, storm sewer, storm water ponding, sanitary sewer, watermain and all other appurtenant work and has presented such plans and specifications to the Council for approval. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE,MINNESOTA: 1. Such plans and specifications, a copy of which is on file and of record in the Office of the City Engineer, are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper and in the Construction Bulletin an advertisement for bids upon the making of such improvement under such approved plans and specifications. The Advertisement for Bids shall be published as required by law. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk CONSENT Or CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: 1997 Street Overlay, Project No. 1997-2 DATE: June 17, 1997 INTRODUCTION: Attached is Resolution No. 4688, a resolution approving the plans and specifications and ordering the advertisement for bids for the 1997 Street Overlay, Project No. 1997-2. BACKGROUND: On June 3, 1997 a public hearing was held for the 1997 Street Overlay Project which consists of five areas within the City of Shakopee. After the public hearing was conducted, the City Council approved Resolution No. 4675, ordering the improvement and preparation of plans and specifications for the 1997 Street Overlay Project. Plans and specifications have been completed and are ready to be sent out for bids. ALTERNATIVES: 1. Adopt Resolution No. 4688, approving the plans and specifications and ordering the advertisement for bids for the 1997 Street Overlay, Project No. 1997-2. 2. Do not adopt Resolution No. 4688. 3. Table for additional information. RECOMMENDATION: Staff recommends Alternative No. 1. Tt43O3 ACTION REQUESTED: Offer Resolution No. 4688, A Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for the 1997 Street Overlay Project, Project No. 1997-2 and move its adoption. Alai_ 1 • % Bruce Loney Public Works Director BL/pmp MEM4688 RESOLUTION NO. 4688 A Resolution Approving Plans And Specifications And Ordering Advertisement For Bids The 1997 Street Overlay Project Project No. 1997-2 WHEREAS, pursuant to Resolution No. 4675 adopted by City Council on June 3, 1997, Bruce Loney,Public Works Director has prepared plans and specifications for the improvement of City streets by bituminous overlay paving, curb & gutter and all other appurtenant work and has presented such plans and specifications to the Council for approval. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE,MINNESOTA: 1. Such plans and specifications, a copy of which is on file and of record in the Office of the City Engineer, are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper and in the Construction Bulletin an advertisement for bids upon the making of such improvement under such approved plans and specifications. The Advertisement for Bids shall be published as required by law. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk CITY OF SHAKOPEE / Y. 0. 3 Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Purchase of Skid Steer Loader Public Works Department DATE: June 17, 1997 INTRODUCTION: This item is to review the quotes received for the purchase of a skid steer loader as previously authorized by Council at the May 20, 1997 Council meeting. BACKGROUND: Staff has met with City Council on its capital equipment purchases for 1997 at the May 14, 1997 Council work session and at the May 20, 1997 City Council meeting. From these meetings, Council did direct staff to proceed with purchases of single axle dump trucks, skid steer loader and large tractor mower for the Public Works Department. This item is for the purchase of a skid steer loader. The quotations received for a skid steer loader from equipment suppliers are as follows: Lano Equipment, Inc. $20,685.00 (Before trade in and sales tax) St. Joseph Equipment, Inc. $21,275.00(Before trade in and sales tax) Per the quotations listed, the low quote received has been from Lano Equipment, Inc. and includes a new snow blower attachment to do snow removal for City sidewalks. An additional provision in the Lano Equipment quotation is a guaranteed trade price contract. This provision has a set dollar amount guaranteed in which the City could trade in the skid steer loader at a fixed price, this amount being $1,687.00, and receive a brand new skid steer loader the following year. Dealers are able to give municipalities these special bid prices, through guaranteed contracts and then buy back the equipment sell these used skid steer loaders to the private sector and at a profit. Based on the cost of$17,000.00 for a skid steel loader, at a ten year life, $2,000.00 salvage value, the annual rental lease costs charged by the Finance Department in the Internal Service Fund is $2,516.00. Comparing the guaranteed trade price contract to the yearly annual rental lease charged from the Finance Department, it is more cost effective for the City to trade in the skid steer loader next year. Another additional advantage by doing this is that the skid steel loader would always be covered by warranty and there should be no maintenance costs associated with this particular piece of equipment on a guaranteed price contract. Based on the quotes received and the based upon the guaranteed trade price, the sum of $1,687.00 being less than the yearly annual lease cost of $2,516.00, staff would recommend that Council approve the purchase of the skid steer loader from Lano Equipment, Inc. using the guaranteed trade price contract. If Council does not wish to purchase the skid steel loader under the guaranteed trade price contract, the price for purchasing the skid steer loader from Lano Equipment, Inc. would be exactly the same. Lano Equipment, Inc. is also accepting the City's existing snow blower at a trade in amount of$1,900.00. After trade in credit and sales tax the final amount for the skid steer loader and blower is $20,006.03. ALTERNATIVES: 1. Accept Lano Equipment, Inc. quotation for the Melroe 763H skid steer loader with attachments for a total cost of$20,006.03. 2. Accept the quotation from St. Joseph Equipment, Inc. 3. Direct staff to obtain additional quotations. 4. Deny the above request. RECOMMENDATION: Based on the quotations received, the Public Works Department recommends Alternative No. 1, using the guaranteed trade price from Lano Equipment, Inc. ACTION REQUESTED: Move to authorize the purchase of one(1)Melroe 763H skid steer loader and attachments from Lano Equipment, Inc. per their quotation of$20,006.03 and with the purchase to be paid out of the Capital Equipment Fund. /1 nice Loney Public Works D epartment BL/pmp PURCHASE . • Lamy 12Q611Pr7ENT. INC. car; .t„<tuauKc„t„t,ttu„,,„u<,,,,, , „„<,u«Ntt<„tnat<Ut<a<d<ccaaa„,„„,„„„, ,„„„t<a<u,nuu<n<tl<aH<as<auc<aaa«<a,„,„„„„„„„„,„,„„,„. .,� mmuttatit,t, ,,,t,, ,,,,,,,..4,H„<„lttim tcl<N,mluo„t,,, 4.41<ttmt„u,,,,e<eq«<a«etas„<ua<u«cu,a<„uu„t,, m<mtaccalmt« ,<uaaf;.r...s` 3021 West 133rd St., Shakopee, MN 55379 (612) 445-6310 6228 Hwy. 10 N.W., Anoka, MN 55303 (612) 323.1720 GUARANTEED TRADE PRICE CONTRACT Subject to terms and conditions of this contract, Lano Equipment, In;. Seller, agrees to trade back from Buyer, (city-county) CAI � j —� (quantity) [ ( o (make) ,V + (model) `7( !, (description) iC'i`i illreAct . For New-(quantity) 41 0 E (rpake) 4A !M 'model) (description) ,,, , ( ;L_� +!I” for the sum of (price)_- , , plus any applicab e tax, one ' ear later, based on 400 hours or less on equipment. TERMS & CONDITIONS: 1. Payments by buyer. Buyer agrees to pay seller full payment 30 days net upon delivery of equipment. 2. Maintenance. Buyer will keep the equipment in good condition and will make all necessary repairs, will assume that all safety devices are at all times installed on the equipment, will keep the equipment free from liens and encumbrances, will permit seller to inspect the equipment at all reasonable times, will use the equipment soley in the conduct of buyer's business and will permit the equipment to be operated only by competent operators. 3. Miscellaneous. Guaranteed trade price is for equipment with 400 hours or less, anything over 400 hours will incur a surcharge of $ OO FIVE per each additional hour, plus any applicable tax. 4. Default. If buyer fails to pay any amount when due, if buyer fails to keep equipment in good condition, normal wear and tear is expected, If buyer fails to sign contract 60 days after bid date, NOTICE TO BUYER: Buyer understands and agrees that the terms and conditions constitute a part of this contract. Buyer, do not sign this contract before you read it, and you are entitled to an exact copy of the contract you sign. Buyer and seller have executed this contract on the contract date. Buyer acknowledges receipt o a true and completely filled in copy of this contract. Buyer k i' . # 11Z Seller \ ! IC ( ype or print buy- s name) BY ._ By IIIP.egl,j 11111 Title . Title . . tES Sales • Service - Parts -Rental - Leasing .: Lano bobcat. Ku.bots I/! , r' r. �� ,��irvc� 4 - J� 13021 W. 133rd St., Shakopee, MN 55379 Tel. 612/445-6310 • Fax 612/496-0263 6228 Hwy. 10 N.W., Anoka, MN 55303 TeL 612/323-1720 • Fax 612/422-3949 •LAND EQUIPMENT f INQUIRY .4 •—, 3021 W. 133rd St. • Shakopee, MN 55379 (6 12) 445-6310 • Fax(612) 496-0263 DATE CO ` 9 -,1-7 TO; C N C4. i 6400U.' TERMS k 14 It 11'14 0). in 4, Ho t i' 1Ot DELIVERY • !C 11'x4 `PHONE#: (49 _ 31-79 J1 I 7 1 1 PRICES QUOTED ARE FAB.:j 1 GCS. WE ARE PLEASED TO QUOTE ON YOUR INQUIRY AS FOLLOWS; l QUANTITY DESCRIPTION PRICE AMOUNT ( n 44 M7 YWgoci -14314 Ethee- t4-740 Aft , ik c952Y1- ftc' &CM a . ow. 1icQ • ViniER Gfii-ss ecich - 1-Iciaht2, \iojca 100625 14. b. --H El '?',t 4c66 N ,, - tQlo't Low PAD 2v10\47/)- WAD o CS0.11. Ct ) amW a/418 )-119 Oci)iE) o" 6ubkata. A/006e1Q, coiNcicd_s .}-6-zz:114 4 asillsi ... . qiEP.r\ 0,11-}1a P&t Xbia6do ( crjcxJ co uw ) Loca*Lss (4 c\siva)iw F,6\ . moyift ( c-treG)Ut) . 18-osco (o.s . _A2122, `- —Fmk B icQ 1 01000b-03i ..i. . , QUOTED BY: t ACCEPTED 0Y:_aL__....Lr. sha tit.a.mucummutuuuuilimut<utannuuwitt<auuuutuuutttuunut<uttt<tt«utuntututini . '')I),,' ".1 wt»»t»»t»»111»qt»»tt»1»t11NimnammenUtmommumilompmmumum HptuNuttutttttttu<ittuttptt<uttaulutttutu<tttuut<IMMOtuuuuuutt«<t<ttauu IMItiO ((MU f* , __',,ers5►»»ipt)11111»»1171»r)1»ron%.11 tt.,v.+.,40,..,.,..... 06/12/97 15:04 ST JOSEPH EQUIPMENT INC 4 4456718 W.053 P002/002 ST. JOSEPH'S EQUIPMENT, INC. 6340 Hwy 101 Shakopee,MN 55379 Tel(612)4455400 Fax(612)4450365 Industrial &Construction Machinery Mike Hullander Public Works Supervisor City of Shakopee 129 Holmes St S Shakopee,Mn 55379 Mr. Hullander As requested,I am pleased to quote the following Case Uniloader for your equiptment needs. 1- 1997 Case 1840 Uniloader with high-flow hydraulics - Case/Cummins 239 cubic inch 54 hp diesel engine - 10.00 X 16.5 Galaxy heavy sidewall tires 8 ply - 63"dirt bucket with bolt on edge - Sims cab with heater - Back up alarm - Standard aux hydraulics- 15 gpm - Hi-flow hydraulics 30 gpm single direction) $17,115.00-your cost • OPTIONAL F-(�UIPtl14ENT - Ether assist cold start kit $75.00 - Block heater $25.00 - Deluxe suspension seat $165.00 - Upgrade to dual system high-flow system S240.00 1- Erskine 2418 snowblower - 63"wide - Wiring harness $4,164.00-your cost Prices do not include sales tax. If you have any questions,feel free to contact me at your convenience. Sincerely, Scott Fahey A. o . Y, CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorization of Project Coordinator in the Engineering Department DATE: June 17, 1997 INTRODUCTION: Staff is requesting City Council authorization to create a Project Coordinator position in the Engineering Department and to authorize the filling of this position by the current Technician IV, Ray Ruuska. BACKGROUND: In the 1997 City budget discussions, staff presented a reorganization structure for the Public Works and the Engineering Department. Included in the Engineering Department's structure, the Project Coordinator position which was intended to be the reclassification of the current Engineering Tech. IV position. Included with this staff memo are the following documents for Council review of this item: • Project Coordinator job description. • Proposed 1997 Public Works and Engineering Department structure. • 1997 Budget wage projections for the Engineering Department. • The City of Shakopee Pay Plan. The City of Shakopee Engineering Department over the years has been designing a number of projects in-house and providing 100% inspection on all improvement projects. The Engineering Tech. IV job duties as previously described as an Engineering Coordinator position, has been responsible for overseeing the public improvement projects for inspection and coordinating these projects with other agencies, utility companies, developers and contractors on behalf of the City. Other Cities have a similar position as a Project Coordinator in which this person is responsible for assisting in the design of public improvement projects and coordinating the construction work to meet City specifications, codes and regulations. In the 1997 Budget discussion, it was proposed to reclassify the Engineering Tech. IV position to a Project Coordinator Position and to raise the points to the same level similar to the Building Official position. In the recent Pay Plan that was adopted by the City Council, the Engineering Tech. III and Engineering Tech. IV were included in the same grade, Level J. These positions being in the same grade, presents a problem due to the fact that these positions have different duties and responsibilities. Duties and responsibilities of this position has grown in recent years due to the increased growth of developments and public improvement projects in the City of Shakopee. This position will serve as coordinator for public improvement projects for other agencies, utilities, contractors, developers and also as a technical advisor and coordinator of public improvement projects with the Public Works Department. It is being proposed that Ray Ruuska, who has the Engineering Tech. IV position and has been with the City for 18 years and has 26 years of experience in municipal engineering, would be appointed to this position. Mr. Ruuska's current pay is at $42,873.00 and if approved by City Council, the Project Coordinator position would be in grade Level K and salary increase would be given accordingly. He would go to Step 7 on the recommended effective date of June 18, 1997. He would advance to the top step June 18, 1998. ALTERNATIVES: 1. Approve the job description for the Project Coordinator position. 2. Do not approve the job description for the Project Coordinator position. 3. Appoint Ray Ruuska to fill the Project Coordinator position in the Engineering Department. 4. Do not authorize staff to fill this position at this time. 5. Table for addition information. RECOMMENDATION: Staff recommends Alternative No. 1 and 3, to create the Project Coordinator position for the Engineering Department and to approve Ray Ruuska to fill this position. This position was included in the 1997 Budget. ACTION REQUESTED: 1. Move to approve the job description for the Project Coordinator position. 2. Move to appoint Ray Ruuska to fill the Project Coordinator position in the Engineering Department. dwit Bruce Loney Public Works Department BL/pmp COORDINATOR City of Shakopee Job Description JOB TITLE: PROJECT COORDINATOR EXEMPT: No JOB CODE: SALARY LEVEL: DIVISION: Engineering SHIFT: DEPARTMENT: Engineering LOCATION: EMPLOYEE: REPORTS TO: Public Works Director PREPARED BY: Bruce Loney DATE: 06/11/97 APPROVED BY: DATE: SUMMARY: This position is responsible for coordinating municipal public works projects, including preliminary and final design, construction and administration of projects, under the direction of the Public Works Director. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Analyzes reports, maps, drawings, blueprints, tests, and aerial photographs on soil composition, terrain, hydrological characteristics, and other topographical and geologic data to plan and design project . Calculates cost and determines feasibility of project based on analysis of collected data. Prepares or directs preparation and modification of reports, specifications, plans, construction schedules, environmental impact studies, and designs for project. Coordinates projects according to schedule and contractual agreements with contractors and other departments . Inspects construction site to monitor progress and ensure conformance to engineering plans, specifications, and construction and safety standards . Coordinates all inspection work by assigning projects, providing direction and resolving conflicts or change orders in the field as the first line supervisor. Directs construction and maintenance activities at project site. - 1 - JOB DESCRIPTION Job Title: PROJECT COORDINATOR Uses computer assisted engineering and design software and equipment to prepare engineering and design documents. Prepares preliminary and final designs for sanitary sewer, storm sewer, roadway and watermain construction under the direction of the Public Works Director. Reviews plans and specifications submitted by developers or consultants for conformance with design criteria. Coordinates all survey work and work performed by outside consultants or city staff . Meets with developers and the public on new projects to ensure design criteria and construction specifications are being met . Reviews all plan submittals and submits comments back to the Public Works Director. Assists in the acquisition of right-of-way for public projects. Conducts all preconstruction conferences along with necessary follow up. Prepares estimates of construction costs and provides input into feasibility studies . Reviews pay estimates and negotiates any change orders . Makes the final inspection on projects and recommends acceptance of work. Approves and monitors all permits to work in Public Right-of-Way. Reviews, investigates and makes recommendations to the Public Works Director on all drainage problems . Works with the Public Works Director on all requests for analysis and input on projects or other assignments from the Public Works Director. Supervises, monitors and controls project improvement inspection activities . Assigns areas of responsibilities to employees and organizes workloads to meet completion schedules . Writes routine correspondence and reports such as memos, - 2 - JOB DESCRIPTION Job Title: PROJECT COORDINATOR inquiries, and activity reports . Obtains and reviews bids or proposals from vendors and consultants, and recommends vendors to provide services . Supervises, monitors and controls vendor activities, acts as a liaison to vendors, and recommends vendors to provide products and services. Coordinates project work activities with the street and park division of the Public Works Department as necessary under the direction of the Public Works Director. Provides engineering technical expertise to the Public Works personnel on maintenance and construction activities under the direction of the Public Works Director. - 3 - City of Shakopee Job Description JOB TITLE: PROJECT COORDINATOR EXEMPT: No JOB CODE: SALARY LEVEL: DIVISION: Engineering SHIFT: DEPARTMENT: Engineering LOCATION: EMPLOYEE: REPORTS TO: Public Works Director PREPARED BY: Bruce Loney DATE: 06/11/97 APPROVED BY: DATE: QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions . EDUCATION and/or EXPERIENCE: Two year technical school graduate in municipal or civil engineering; five years related experience. LANGUAGE SKILLS: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents . Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to communicate effectively with the public, both written and verbal . MATHEMATICAL SKILLS: Ability to work with mathematical concepts, knowledge of algebra, geometry and trigonometry and knowledge of surveying and surveying calculations . REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions . Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables . CERTIFICATES, LICENSES, REGISTRATIONS: - 4 - JOB DESCRIPTION Job Title: PROJECT COORDINATOR Must possess valid Minnesota Drivers License. OTHER SKILLS and ABILITIES: Have a thorough knowledge of municipal construction, including acceptable construction practice, construction equipment and contract administration. Have the ability to supervise and train others. Have a knowledge of surveying including an understanding of descriptions and surveying calculations and the skill to operate surveying instruments . Have the ability to work alone without supervision. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions . While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl . The employee must occasionally lift and/or move up to 10 pounds . Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus . WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions . While performing the duties of this job, the employee occasionally works near moving mechanical parts; in high, precarious places; in outside weather conditions; and with explosives and is occasionally exposed to wet and/or humid conditions, risk of electrical shock, and vibration. The noise level in the work environment is usually moderate. - 5 - PROPOSED 1997 PUBLIC WORKS /ENGINEERING DEPARTMENT STRUCTURE PUBLIC WORKS DIRECTOR/CITY ENGINEER PUBLIC WORKS/ENGINEERING SECRETARY PUBLIC WORKS ASSISTANT SUPERVISOR/FOREMAN CITY ENGINEER STREET PARK MECHANICS PROJECT LEADPERSON LEADPERSON COORDINATOR MAINTENANCE TECHNICIANS WORKERS SEASONAL ENGINEERING EMPLOYEES INTERNS SENTENCE TO SERVE COMMUNITY SERVICE C:\DWG\PWORG Wage Projections 1997 Budget 97 pay with 7.65% 4.48% 1997 1.5% `� Pavalan Title/Description step COL inc. FICA PERA _! Clerical Tech 4 3 $ 39,164 $ 2,996 $ 1,755 Clerical Tech 2 4 35,180 2,691 1,576 1Non-union PW Director 4 61,573 4,710 2,758 i Car Allow 2,400 184 Non-union Assistant City Eng. 7 46,864 3,585 2,100 Clerical Secretary 4 30,183 2,309 1,352 1 ? Construction Coord. 4 ' 44,639 3,415 2,000 Clerical Tech 2 4 35,180 2,691 1,576 Charge out Storm (4,080) (312) (183) Charge out Sewer (3,060) (234) (137) Charge out Street (12,750) (975) (571) Charge out Park (6,630) (507) (297) $ 268,663 $ 20,553 $ 11,929 1-48 5 r 1 1 5 5 1 g g D _. ' 5 3 ,1 1n cc 4 4 s ^ 4 Z nfaz s v � 3 � �act T,. -. 6R I t" -aa fmR so t c, y 4 - = ppeea� `�W2"q�qymg.e�l`e�l1JWeJ`..1' `S``ppS''ppp.. A. ././.."00?w•• N1tV�J'`KJ"�NL�Skw' .p" ``'J$1"-' Pw' pa.1. pGN���p . CO S 4 r to M Y to to M J J J J J t O N u A W W W W cl O W b S n N 4 P O p = J m p O P r !.. P tignm a.biq.'' ♦gpoye}`Vyne`n. nt�'Itnn �p' pr'ncmrJNJN`nvNr EVrrr V aNNrr e N e: N M to`n u S.`. J J O U N P P > 4 4 W W J It. w p b i J N N N N P aO P n p O A S m0000====== == Pq NA r r r r r.3 Z Z O O $ 41 miolommmlommolm vpp - vLWWvSpW Oppt0p888p -1NNNJN3o moWOOo Owwww0wwwww VJNN / VV woe. 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REVISED CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorization of Project Coordinator in the Engineering Department DATE: June 17, 1997 INTRODUCTION: Staff is requesting City Council authorization to create a Project Coordinator position in the Engineering Department and to authorize the filling of this position by the current Technician IV, Ray Ruuska. BACKGROUND: In the 1997 City budget discussions, staff presented a reorganization structure for the Public Works and the Engineering Department. Included in the Engineering Department's structure, the Project Coordinator position which was intended to be the reclassification of the current Engineering Tech. IV position. Included with this staff memo are the following documents for Council review of this item: • Project Coordinator job description. • Proposed 1997 Public Works and Engineering Department structure. • 1997 Budget wage projections for the Engineering Department. • The City of Shakopee Pay Plan. The City of Shakopee Engineering Department over the years has been designing a number of projects in-house and providing 100% inspection on all improvement projects. The Engineering Tech. IV job duties as previously described as an Engineering Coordinator position, has been responsible for overseeing the public improvement projects for inspection and coordinating these projects with other agencies, utility companies, developers and contractors on behalf of the City. Other Cities have a similar position as a Project Coordinator in which this person is responsible for assisting in the design of public improvement projects and coordinating the construction work to meet City specifications, codes and regulations. In the 1997 Budget discussion, it was proposed to reclassify the Engineering Tech. IV position to a Project Coordinator Position and to raise the points to the same level similar to the Building Official position. In the recent Pay Plan that was adopted by the City Council, the Engineering Tech. III and Engineering Tech. IV were included in the same grade, Level J. These positions being in the same grade, presents a problem due to the fact that these positions have different duties and responsibilities. Duties and responsibilities of this position has grown in recent years due to the increased growth of developments and public improvement projects in the City of Shakopee. This position will serve as coordinator for public improvement projects for other agencies, utilities, contractors, developers and also as a technical advisor and coordinator of public improvement projects with the Public Works Department. It is being proposed that Ray Ruuska, who has the Engineering Tech. IV position and has been with the City for 18 years and has 26 years of experience in municipal engineering, would be appointed to this position. Mr. Ruuska's current pay is at $42,873.00 and if approved by City Council, the Project Coordinator position would be in grade Level K and salary increase would be given accordingly. He would go to Step 7 on the recommended effective date of June 18, 1997. He would advance to the top step June 18, 1998. ALTERNATIVES: 1. Approve the job description for the Project Coordinator position. 2. Do not approve the job description for the Project Coordinator position. 3. Appoint Ray Ruuska to fill the Project Coordinator position in the Engineering Department. 4. Do not authorize staff to fill this position at this time. 5. Table for addition information. RECOMMENDATION: Staff recommends Alternative No. 1 and 3, to create the Project Coordinator position for the Engineering Department and to approve Ray Ruuska to fill this position. This position was included in the 1997 Budget. ACTION REQUESTED: 1. Offer Resolution No. 4692, A Resolution Amending Resolution No. 4648, which Adopted the 1997 Pay Schedule for the Officers and Non-Union Employees of the City of Shakopee and move its adoption. 2. Move to appoint Ray Ruuska to fill the Project Coordinator position in the Engineering Department, effective on June 18, 1997 and at Step 7 of Grade K, of the approved 1997 Pay Schedule for the Officers and Non-Union Employees of the City of Shakopee. ', Bruce Loney Public Works Department BL/pmp COORDINATOR RESOLUTION NO. 4692 A Resolution Amending Resolution No. 4368, Which Amends The 1997 Pay Schedule For The Officers And Non-Union Employees Of The City Of Shakopee WHEREAS, on April 15, 1997, the Shakopee City Council adopted Resolution No. 4648 approving the 1997 Pay Schedule for the Officers and Non-Union Employees of the City of Shakopee; and WHEREAS, certain conditions and circumstances have changed to make it desirous to amend the 1997 Pay Schedule for Officers and Non-Union employees of the City of Shakopee at this time. NOW, THEREFORE, BE IT RESOLVED,by the City Council of Shakopee, Minnesota, that the Project Coordinator position classification is hereby added to the Pay Schedule for the Officers and Non-Union Employees of the City of Shakopee at the following pay steps: Grade K Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 $35,493 $36,760 $38,028 $39,295 $40,563 $41,830 $43,098 $44,365 Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk CONSENT J CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Revised Refuse Recycling Service Area Ordinance No. 490 DATE: June 17, 1997 INTRODUCTION: The City has expanded its Municipal Urban Service Area (MUSA) to include the area south of the Shakopee Bypass. Per City Code, Section 3.15, Subd. 1, Paragraph H, "Refuse/Recycling Service Area" is defined as the area north of the proposed 101 Bypass. An ordinance has been prepared for Council consideration to revise the service area to include MUSA south of the Bypass. BACKGROUND: The City has had a refuse collection contract for one hauler in its refuse/recycling service area for the past eight years. This hauler has been Waste Management of Savage, and per the contract, they are to collect from all single family dwellings, duplexes and triplexes that desire collection services and are located in the refuse/recycling service area of the City. The City has recently expanded its MUSA and houses are being built in this area and soon to be occupied. Staff has prepared an ordinance to revise the service area contained in the City Code by Ordinance No. 490, and recommends City Council approve this to be consistent with the intent of the existing ordinance and refuse collection contract. ALTERNATIVES: 1. Adopt Ordinance No. 490, an ordinance revising the refuse/recycling service area definition in the City Code. 2. Do not adopt Ordinance No. 490. 3. Table for additional information. RECOMMENDATION: Staff recommends Alternative No. 1. ACTION REQUESTED: Offer Ordinance No. 490, An Ordinance of the City of Shakopee, Minnesota, Pertaining to the Definition of Refuse/Recycling Service Area and Amending Section 3.15, Subd. 1, Paragraph H of the City Code and move its adoption. kt(Ae-i • Bruce Loney Public Works Director BL/pmp ORD490 ORDINANCE NO. 4 9 0 , FOURTH SERIES AN ORDINANCE OF THE CITY OF SHAKOPEE, MINNESOTA, PERTAINING TO THE DEFINITION OF REFUSE/RECYCLING SERVICE AREA AND AMENDING SECTION 3.15, SUBD. 1, PARAGRAPH H OF THE CITY CODE THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, ORDAINS: Section 1 - Section 3.15, Subd_ 1, paragraph H of the City Code is amended to read as follows: H. "RefuselRecycling Service Ares"means the area in which the City Ghall contract for the collection and disposal of refuse, recyclable materials and yard waste, defined as the area within the City's Metropolitan Urban Service Area. Section 2 - Effective Date. This ordinance becomes effective from and after its passage and publication. Adopted in session of the City Council of the City of Shakopee, Minnesota, held the day of , 1997. Mayor of the City of Shakopee ATTEST: City Clerk PREPARED BY: City of Shakopee 129 South Holmes Street Shakopee MN 55379 Published in the Shakopee Valley News on the day of , 1997. JTJf1243H1 sass-21 () CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Scott County Justice Center Utility Costs DATE: June 13, 1997 INTRODUCTION: At its meeting of June 17th, the City Council will be asked to discuss the cost for utility relocation for Fuller Street, and direct that a three-way agreement for associated items be drafted. This is in reference to the Scott County Justice Center construction project. BACKGROUND: Attached is a copy of Resolution No. 4386, dated February 6, 1996, which resulted from discussions between the City and County on expansion of the Courthouse at its existing site. In order to facilitate the closure and vacation of Fuller Street between Fourth and Fifth Avenues, the City of Shakopee, among other things, agreed to "....fund the relocation of utilities including water, sanitary sewer and storm sewer facilities as necessary for the development of the campus site". SPUC Administrative Assistant Joe Adams has provided the attached estimate and diagram showing costs to place underground the existing overhead electric service. As shown, to do the work outlined in pink on the map, a cost of$53,881 is estimated. That does not include the work (shown in blue on the diagram)which staff interprets as being the responsibility of the County. This estimate arrived late for full analysis; other responses from City staff will be provided to the Council at the June 17th meeting. We feel that it is important,however,to get an understanding and tentative approval from Council for cost participation, so that an agreement maybe drafted by the City Attorney between SPUC,the County, and the City relative to this. There needs to be sufficient time for all parties to consider it,prior to the late July anticipated start of construction. The memo from Mr. Adams to Lou VanHout and the City outlines three items which need to be included in that three way agreement. RECOMMENDATION: Subject to any other information which should be available at the City Council meeting,:1 recommend that the Council agree to cost participation for the utility relocation, and direct that the three way agreement be drafted. ACTION REQUIRED: If the Council concurs, it should agree upon a cost participation for utility relocation, and further direct the City Attorney to draft a three way agreement. This agreement would be considered by the City Council at the next available City Council meeting. Mark McNeill City Administrator MM:tw • r 4 RESOLUTION NO. 4386 A RESOLUTION OF SUPPORT FOR THE DEVELOPMENT OF AN EXPANDED CAMPUS AT THE EXISTING SCOTT COUNTY COURTHOUSE SITE WHEREAS, it is in the best interest of both the City of Shakopee and the County of Scott to provide for the expansion of the Scott County offices/courthouse campus adjacent to the existing Scott County Courthouse; and WHEREAS, the Shakopee City Council previously agreed to take certain actions which will facilitate the construction and expansion of the courthouse campus; and WHEREAS, the Shakopee City Council agrees to do the following in order to promote the intent of this agreement: 1) The City Council endorses the concept of a planned unit development (PUD) for the courthouse campus in order to provide Scott County with assurance that future buildings can be constructed at the expanded courthouse site in a manner consistent with the County's expansion plans. 2) The City will work with the County in an attempt to msu that the City's parking requirements will not impose a hardship on the County. 3)Building heights will be addressed through the PUD process. 4) The City Council agrees to participate in the process of assembling parcels of land for courthouse expansion, including land acquisition and relocation. 5) Reimbursement agreements will be entered into with the County if the City is assigned to act as the lead agency for acquisition and relocation purposes. 6) The City Council will participate in the acquisition and possibly share the cost for other land which maybe used for shared parking for both entities. 7) The City agrees to waive all building permit fees as they relate to this project, provided however that the standard sewer access charge, water access charge, and building permit surcharge fees which are passed through to other jurisdictions will be charged as usual. 8) The City of Shakopee will work with Scott County to develop a transportation plan which will effectively provide access to the complex site and to support the vacation of streets as necessary to implement the transportation plan for the area. 9) The Shakopee City Council will fund the relocation of utilities including water, sanitary sewer and storm sewer facilities as necessary for the development of the campus site. NOW, THEREFORE BE IS RESOLVED BY THE CITY COUNCIL OF THE CITY OF • SHAKOPEE, MINNESOTA, heartily re-endorses the concept of working with the County of Scott on the expansion of the Scott County Courthouse Campus. Adopted ins L/1) session of the City Council of the City of Shakopee, Minnesota, held this 06 «day of 1996. .4f the City of Shakopee ATTEST: iL..4 'A Clerk • pproved as to form. cpbeQ_ /-719 ity Attorney // MEMO TO: Lou VanFIout, Utilities Manager Mark McNeil,City of Shakopee FROM: Joseph D. Adams, SPUC Administrative Assistant ,� � RE: SCOTT COUNTY JUSTICE CENTER DATE: 6/13/97 Below I've listed what I consider to be the action items necessary to effect an agreement to deal with the circuit relocation work for the Scott County Justice Center. 1. SPUC needs assurance that someone is going to reimburse us the cost associated with the relocation work requested of us by Scott County. 2. SPUC will require an easement for the replacement facilities to be located on Scott County's property prior to vacating the easements for the existing facilities. Our standard easement form is attached. 3. SPUC will require our standard Underground Distribution Agreement terms to address the new building's service. This provides for the customer's contribution of 33%of material cost and easement for the new facilities among other things. A copy is attached. All of the above items can be addressed in the same document. This could be a three-way agreement to be adopted by the three parties: SPUC, Scott County Board and City of Shakopee Council. I am available to discuss the information contained herein. MEMO TO: Lou Vanflout,Utilities Manager(5 copies) Mark McNeil,City of Shakopee(7 copies) Gregg Davies, Scott County(7 copies) Steve Skarvan, Wold Architects & Engineers Dave Snyder,Turner Construction FROM: Joseph D. Adams, SPUC Administrative Assistant/14c, RE: SCOTT'COUNTY JUSTICE CENTER DATE: 6/13/97 Below is a cost estimate for the electric utility work necessary to: 1. Relocate the two existing 12.47 kV and 4.16 kV three-phase electric power distribution feeder circuits currently mounted on the 65 foot wood poles along Fuller Street. This work includes installing two new underground circuit ties between north of 4th Avenue to south of 5th Avenue and removing the existing overhead spans. The existing street lights on wood power poles at 4th& Fuller and 5th&Fuller will remain and the tops of those wood poles will be cut off and they will then become street light poles and thus the responsibility of the City. SPUC will require 100%reimbursement of its costs for this item. 2. Restore the existing underground loop feed to the existing Scott County Courthouse transformer. SPUC will require 100%reimbursement of its costs for this item. 3. Provide a new 750 kVA transformer with a three-phase 480Y/277 volt secondary service to the new Justice Center. The feed to this transformer will be incorporated into the loop feed to the existing transformer. SPUC's standard underground distribution agreement terms will apply to this item and Scott County will only be billed for 33%of the material cost. A drawing is attached to illustrate the work being done. Some of the conduits and the duct bank through the site are being installed under the County's construction contract. The remaining work will be done by SPUC crews with the exception of the restoration of curb, sidewalk and bituminous paving to be removed to allow conduit installation. This too should be a part of Scott County's construction contract since they have proposed to open cut 4th Avenue to access sewer and water service and will be doing that type of restoration work. An inspection of the planned underground path revealed some potential conflicts with existing boulevard trees. To follow the path illustrated,some mature trees will be lost. An alternative path, one that is more direct from the riser poles to the site may be possible that would preserve most of the trees. However,this path would require more bituminous removal and patching in Fuller Street north of 4th Avenue and south of 5th Avenue. Some direction is requested on which path is preferred. I had originally made a"ballpark"estimate of$50,000 to install the two existing overhead circuits underground through the site. That was based on an approximation of$12,500 per block per circuit for two circuits running two blocks. The$12,500 per circuit per block figure was based on the downtown alleys undergrounding project adjusted to these site conditions. Since doing that estimate our consulting engineers have advised us to switch our main underground feeder circuits from 500 mcm cable to 750 mcm cable. The cost difference is normally on the order of$0.85 per foot. In this case the cost difference is higher, $1.65 per foot,because we had to take what was available for delivery to meet the project schedule. The increase to the project cost under item#1 is approximately$9,000. I had not previously estimated the cost to restore the loop feed to the existing transformer at the Scott County Courthouse, so this item is listed separately. The costs estimated below are for the work being done by SPUC and do not include the items identified as being done under Scott County's construction contract. ITEM MATERIAL LABOR EQUIPMENT TOTAL 1 $ 34,703 14,168 5,010 $ 53,881 2 21,394 5,236 1,430 28,060 3 3,367 * * 3,367 (11,021x33%) * -absorbed by SPUC I am available to discuss the information contained herein. MEM v/61d-x 7) X 4 igo)1 �� 4 B %moo ►sem n - ,62 iXT� G1-- As NA Si/ C> , • ivtX� , I oS�zvDt r �/ Xfin �SVIGG C667:1:11 vU ,i7 7.. "40-{ £4 G { F)ttl '-')/ 7x7t� 1 . L ®% .. SG 5e.4.4-77Z/G oac4/ ,e_ « -7.-(--/6/77- i /JGIi F/LC f�0 /� li2u�.t CrG!/f!n/G /"/j i Pier �/ �y/f1P(p �� L 0/I/Jt J.. I ,sou /a'') 1.,t,111, 116��x3 GAG L �� -MAA1 MOL E. D" f/ �+-AVENUE i••PATMORE ASII- -t-REDMOND LINDEN -- — — — — — ... . _ - -- --- 1, .1 om/ i& In O . � � /, // 1-REDMOND LINDEN• = r �. � //PVC �Nl�ir AIALLs 1 .-' - '� yx '' !'✓L cr_ 1L4/7- /-..-/...//• i+lt ! 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I - .___..t -- _ 4.. -_ -. ` {h AVENUE ' JC/ t' 4c.,,,-7- W4,4 HoG¢ p 45TZ I41•i-/6/77- ` OGS kLr ?o -1- /(9 OP 2X 6 1Iq/C C ST 4 0( Fisc sD It y \ r 31itv,A4 Ge'- £1 0772/ 1),92.)4/2--cAac `x a PI/6- Co/uou/-r pzi , t4)/ N /\ II ., S Zi� Ies P� \fi fJ�® CP. o / ,4ikc4(012.5 \.,- A .,A0 .7" 0 5,1? > _ -1 - ,► a It Acc- /17/.06i .".,•A___--9 (p Il ,r/14/D1. 217/41k0)(1.‘ / 0 ,/ 0 � pac- V g //k- // PI= ` r moi<- ________ M H DLA i � ), �4 0,_ k‘/4/,‘A(2,62 CQ CR -T . CONSENT 0.E./ MEMORANDUM TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk SUBJECT: Temporary Liquor License - St. Mark's Church DATE: June 9, 1997 INTRODUCTION AND BACKGROUND: St. Mark's Church has made application for a temporary on-sale intoxicating liquor license for July 26 and 27. They desire to be able to provide beer and wine coolers during their Julifest. They have been obtaining a temporary license for this annual event for a number of years. Their application and insurance certificate are in order. RECOMMENDED ACTION: Move to approve the application and grant a temporary on-sale liquor license to the Church of Saint Mark, 350 S. Atwood for July 26 and 27, 1997. Clerk h judy\licenses\stuarks Tv6att;00 CONSENT MEMO TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk RE: Renewal of On Sale Wine License DATE: June 13 , 1997 INTRODUCTION Cedar Fair L.P. has applied for a 1997-98 On Sale Wine License. The application from Cedar Fair L.P. is in order. ACTION REQUESTED Approve the application and grant a On Sale Wine License to Cedar Fair L.P. , One Valleyfair Drive. C. Clerk is\clerk\bev\liquor\memobeer.liq CONSENT e. 3 MEMO TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk RE: 1997\1998 3 .2 Percent Malt Liquor License Renewals DATE: June 13 , 1997 INTRODUCTION The following businesses have applied for a 1997-98 On and/or Off Sale 3 . 2 Percent Malt Liquor License(s) . Staff has checked for delinquent property taxes and utility bills. The Building Inspector has visited premises for the annual inspection, per City Code. Applications and certificates of insurance have been reviewed for compliance with state requirements. Some applications are not in order for one of the reasons identified in the preceding paragraph. Council approval of those licenses will be conditioned upon compliance with all city code requirements. No licenses will be delivered until the licensees are in compliance with all requirements. Some licensees are not renewing their licenses: Oasis Market located on Marschall Road, The Eagles Club, and Murphy's Landing. The Eagles are applying for an On Sale Club Liquor License which will be considered by City Council on July 1st (they will be closed on July 1st because their beer license expires on June 30th) . Murphy's Landing may apply for one or two temporary licenses during the year, if there is an event planned where beer is desired. I have been in contact with Mr. David Goff, Minnesota Department of Health, Public Water Supply Unit, Section of Drinking Water Protection. He has advised that the well at Stonebrook Golf Course has been recently tested and found to be in compliance with maximum contaminant levels set by the state and federal Safe Drinking Water Rules for the contaminants analyzed. It is appropriate, therefore, for City Council to approve waiving the requirement of City Code Section 5. 02 , Subd. 9 which requires connection to City water and sewer. ACTION REQUESTED Approve the application(s) and grant an On Sale and/or Off Sale 3 .2 Percent Liquor License(s) , conditional upon compliance with all City Code requirements, to: Application In Order Applicant On Sale Off Sale Yes Superamerica Group - Division of Ashland Oil, Inc. X 1155 East 1st Avenue .„,7) 3 . ,,,, 1997\1998 3 . 2 Percent Malt Liquor License Renewals June 13 , 1997 Page -2- Application In Order Applicant On Sale Off Sale Yes Cedar Fair L.P. X One Valleyfair Drive No Holiday Stationstores, Inc. X 444 East 1st Avenue No Pizza Huts of the Northwest, Inc. X 257 Marschall Road No Polka Dot Dairy, Inc. X Tom Thumb Food Markets 590 So. Marschall Road Yes Raceway Park Inc. X One Checkered Flag Blvd. No Twin Cities Stores, Inc. X dba Oasis Market 1147 Canterbury Road Yes Stonebrooke of Shakopee, Inc. X 2693 County Road 79 Waive the requirement of City Code Section 5. 02 , Subd. 9 for Stonebrooke of Shakopee, Inc. Ci Clerk ld is\clerk\bev\liquor\memobeer.liq r 6 -17-97 UpciJQ CONSENT II. E. 3 . 1997\1998 3 . 2 Percent Malt Liquor License Renewals June 13 , 1997 Page -2- Application In Order Applicant On Sale Off Sale Yes Cedar Fair L.P. X One Valleyfair Drive No Holiday Stationstores, Inc. X / 444 East 1st Avenue e5 l'"p 6Pizza Huts of the Northwest, Inc. X ' 257 Marschall Road v� e,3 l 6 //7 Polka Dot Dairy, Inc. X Tom Thumb Food Marketsd n yC- 590 So. Marschall Road Yes Raceway Park Inc. X One Checkered Flag Blvd. No Twin Cities Stores, Inc. X dba Oasis Market 1147 Canterbury Road Yes Stonebrooke of Shakopee, Inc. X 2693 County Road 79 Waive the requirement of City Code Section 5 . 02 , Subd. 9 for Stonebrooke of Shakopee, Inc. 9i . - d 6Y CClerk is\clerk\bev\liquor\memobeer.liq CONSENT /y. y MEMO TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk RE: 1997/1998 Intoxicating Liquor License Renewals DATE: June 13 , 1997 Introduction The following businesses have applied for a 1997-98 Liquor License(s) . Staff has checked for delinquent property taxes and utility bills. The Building Inspector has visited premises for the annual inspection, per City Code. Applications and certificates of insurance have been reviewed for compliance with state requirements. Some applications are not in order for one of the reasons identified in the preceding paragraph. Council approval of those licenses will be conditioned upon compliance with all city code requirements. No licenses will be delivered until the licensees are in compliance with all requirements. Mr. John Stich has made application for renewal of his licenses at The Main Event. Upon completion of the customary background investigation, Mr. Stich will be transferring the stock to Cindy Kerkow. There will be no change in the license name. More than five percent of the stock of Turtles Bar and Grill has been transferred to Brian Turtle, which requires a background investigation of Mr. Turtle by the Police Department, per the City Code. Approval of this renewal will be conditioned upon the successful background investigation of the new stockholder. I have been in contact with Mr. David Goff, Minnesota Department of Health, Public Water Supply Unit, Section of Drinking Water Protection. He has advised that the well at Dangerfields and at the KC Hall have been recently tested and found to be in compliance with maximum contaminant levels set by the state and federal Safe Drinking Water Rules for the contaminants analyzed. It is appropriate, therefore, for City Council to approve waiving the requirement of City Code Section 5. 02, Subd. 9 which requires connection to City water and sewer. Recommended Action 1. Approve the application(s) and grant an Off Sale, On Sale, Sunday, and/or Club Intoxicating Liquor License(s) , conditioned upon compliance with all City Code requirements, to: Application In Order Applicant On Sale Sunday Off Sale Club • Yes Bretbecca, Inc. X X X (dba Pullman Club) 3.3 1,„,/ 124 West 1st Avenue 1997/1998 Intoxicating Liquor License Renewals June 13 , 1997 Page -2- Application In Order Applicant On Sale Sunday Off Sale Club Yes Rock Spring Restaurant, Inc.X X X 1561 E. 1st Avenue Yes Babe' s Place X X X 124 South Holmes Yes Canterbury Park Concessions, Inc. X X X 1100 Canterbury Road Yes Dangerfield' s Restaurant X X Inc. 1583 E. 1st Avenue Yes MIN Hotel Corp. X X (dba Best Western Canterbury Inn) 1244 Canterbury Road (includes volleyball court) Yes Turtle's Bar and Grill X X Inc. 132 East First Avenue Yes Corp - Tool, Inc. X X (Arnie's Friendly Folks Club) 122 East First Avenue Yes Shakopee Ballroom and Banquet Center Inc. 2400 4th Avenue X X No The Main Event of Shakopee Inc. 911 East 1st Avenue X X (includes deck) Yes Pablo's Mexican Restaurant X Inc. 230 South Lewis Street 1997/1998 Liquor License Renewals June 13 , 1997 Page -3- On Sale Sunday Off Sale Club No Family Dining Inc. X dba Budget Liquor 6268 Hwy 101 Yes Riverside Liquors, Inc. X 507 E. 1st Avenue Yes Valley Liquor, Inc. X 1104 Minn. Valley Mall Yes MGM Spirits Express, Inc. X dba MGM Liquor Warehouse 471 Marschall Road Yes The American Legion X X Club Post No. 2 1266 East 1st Avenue Yes Knights of Columbus Home X X Assn. , Inc. 1760 East 4th Avenue Yes VFW Post #4046, Inc. X X 1201 East Third Avenue 2 . Waive the requirement of the City Code Section 5. 02 , Subd. 9 for Dangerfield' s Restaurant Inc. and for Knights of Columbus Home Association, Inc. 3 . Approval of the licenses for Turtles Bar and Grill Inc. is conditioned upon a successful background investigation on the new stockholder. a?( ty Cler is\clerk\bev\liquor\memobeer.liq , -7-co 0)0,141;6 CONSENT pi. E. �. 124 West 1st Avenue 1997/1998 Intoxicating Liquor License Renewals June 13, 1997 Page -2- Application In Order Applicant On Sale Sunday Off Sale Club Yes Rock Spring Restaurant, Inc.X X X 1561 E. 1st Avenue Yes Babe ' s Place X X X 124 South Holmes Yes Canterbury Park Concessions, Inc. X X X 1100 Canterbury Road Yes Dangerfield ' s Restaurant X X Inc. 1583 E. 1st Avenue No Y 0/7 MIN Hotel Corp. X X (dba Best Western Canterbury Inn) 1244 Canterbury Road (includes volleyball court) Yes Turtle' s Bar and Grill X X Inc. 132 East First Avenue N O _AS 6117 Corp - Tool, Inc. X X (Arnie 's Friendly Folks Club) 122 East First Avenue Yes Shakopee Ballroom and Banquet Center Inc. 2400 4th Avenue X X No The Main Event of Shakopee Inc. 911 East 1st Avenue X X (includes deck) Yes Pablo ' s Mexican Restaurant X Inc. 230 South Lewis Street V i_„i «• 1997/1998 Liquor License Renewals June 13 , 1997 Page -3- On Sale Sunday Off Sale Club �S N 6/I7 Family Dining Inc. X dba Budget Liquor 6268 Hwy 101 Yes Riverside Liquors, Inc. X 507 E. 1st Avenue Yes Valley Liquor, Inc. X 1104 Minn. Valley Mall Yes MGM Spirits Express, Inc. X dba MGM Liquor Warehouse 471 Marschall Road Yes The American Legion X X Club Post No. 2 1266 East 1st Avenue Yes Knights of Columbus Home X X Assn. , Inc. 1760 East 4th Avenue Yes VFW Post #4046, Inc. X X 1201 East Third Avenue 2 . Waive the requirement of the City Code Section 5 . 02 , Subd. 9 for Dangerfield ' s Restaurant Inc. and for Knights of Columbus Home Association, Inc. - - • • - :. - • - . • - •- .• ' •vesti•ation on the new ty Cler is\clerk\bev\liquor\memobeer.liq CONSENT i y. CITY OF SHAKOPEE Memorandum TO: Judy Cox, City Clerk FROM: Tom Steininger, Chief of Police SUBJECT: Liquor License DATE: June 16, 1997 I conducted a background investigation into the application submitted by Bryan Michael Turtle and found nothing to preclude him from being added to Turtle's liquor license as requested. CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director RE: 1997/98 Insurance Renewals DATE: June 5, 1997 Introduction Attached is a list of property/liability insurance premiums for the renewal of the present coverage with the League of Minnesota Cities insurance Trust (LMCIT) . The policy period is July 1, 1997 to June 30, 1998 . This is a 13 month policy in order to give staff more time to complete the applications and due the delays in the annual financial report being completed. Background Basic Policy The policies proposed are essentially the same as current coverage. The premiums are slightly larger than last year but more items and value are covered. Please see attachment A. The total deposit premium has increased from $175, 990 to $180, 168 covering the City, SPUC and EDA. The primary reasons for the increase are an unfavorable loss experience (partly Ryan and Knutson lawsuits) , Rec Center trampoline coverage, increased ' expenditure basis and rate changes. Attachment B also shows the dividend history and the loss history for recent years. Please note the large loss that incurred in 1987 . Because of our participation in the LMCIT program, this loss has not resulted in a large increase in our cost of insurance or in the cancellation of our coverage. The LMCIT has been an exceptional value to the city over the last 12 years as evidenced by the following figures; Premiums paid into the program $1, 731, 381 less dividends paid to city 452,437 Net premium 1, 278, 944 Claims paid 1, 204, 270 Net program cost 74, 674 Umbrella Policy Council did not budget for an umbrella liability policy nor has there been a recent request for or discussion of getting another umbrella policy. The city has not had an umbrella policy for about ten years. The League reports that about 250 of the cities insured have an umbrella policy. There is some exposure that may not be not covered by immunity, particularly in the area of federal legislation such as civil rights and discrimination. All of the coverages are from the League of Minnesota Cities Insurance Trust . The policies of course are not prepared, but there is more detail available on the proposals for any Council member that desires it . Optional Coverage Quotations were not requested for the following coverages (same as last year) ; glass, signs, computer data, flood, earthquake, off premise power failure, garage keepers, volunteer accident, property belonging to others (this coverage was added for the civic center at a $75, 000 limit) , asbestos removal liability (in excess of basic coverage of $250, 000) , open meeting law defense and petro fund coverage. LMCIT is reviewing the immunity limits increased passed by the Legislature. Limits go from $600, 000 to $750, 000 on 1/1/98 . Coverage will probably be increased on 1/1/98 and there maybe an additional premium charged. The deposit premium for 12 months is $180, 168 . Due to the timing problems with getting the annual financial report completed in order to have the data to use in the insurance application, a 13 month policy is proposed. LMCIT will prorate the premium ($195, 182) . The budget contains $145, 495 for insurance (not counting employee group or work comp. ) and deductibles across all funds, excluding SPUC. SPUC shares in the cost of the insurance but their share for this year has not been calculated yet, last year it was $58, 887. Action Requested Move to accept the property/liability insurance proposals of the League of Minnesota Cities Insurance Trust with a deposit premium of $195, 182 for a 13 month policy. U G egg V xla d Finance Director is\finance\docs\insure\prplia97 4 CITY OF SHAKOPEE COMPANY PREM I U M C O M P A R I S O N SUMMARY : 1996- 1997 1997- 1998* PROPERTY $ 31 , 022 $ 20 , 502 INLAND MARINE $ 3 , 516 $ 3 , 342 CRIME $ 1 , 436 $ 1 , 436 *MUNICIPAL LIABILITY $108 , 248 $ 118 , 738 ERRORS & OMISSIONS INCLUDED INCLUDED AUTOMOBILE $ 28 , 584 $ 33 , 133 BOILER & MACHINERY $ 3, 184 $ 31017 TOTAL PREMUIM $ 175 , 990 $ 180 , 168 *Premiums at Incuptiun of Policy & Does Not Include Interim Endorsements or Updates Prr CITY 1OF ,� , AKOPEE - x4 ,, i1 i i M1 -•�.. ,, 9!ur E. sr`-. L: ISTOPY: '1^-�,� ;f4'r- , :. ' Year # of Total Incurred ii,.,,, , 0. ,,fi #, Claims Loss iF �s= a 6-30-85/86 5 $ 60 , 786 6-30-86/87 12 $797 , 304 mold- +:;', 6-30-87/88 7 $ 6 , 749 :;, 6-30-88/89 10 $ 18 , 734 i . 6-30-89/90 13 $ 39 , 576 6-30-90/91 10 $ 14 , 048 6-30-91/92 21 $ 43 , 552 6-30-92/93 17 $ 28 , 942 6-30-93/94 19 $ 48 , 023 6-30-94/95 6 $ 2 , 318 6-30-95/96 10 $ 85 , 282 6-30-96/97 14 $ 58 , 956 . 2?0 , p'i, 11 1 Dividend HistorI: e7 10 1988 - $ 19 , 772 i „s ,',, x,,,_ . 44. , i. ,. 1989 - $33 , 202 „ =,v H..)-7).' 5 1990 - $38 , 509 / i3) 1991 - $61 , 144 1992 - $48 , 464 1993 - $44 , 342 1994 - $51 , 983 1995 - $56 , 431 _ qqp 1996 $78 , 8�30�. (APProx . ) L _.__________ e of Minnesota Cities Insurance Trust t(ale..1 Property/CasualtyPro ram ukC 1 5 1999 . CAPESIUS AGtNUY IN[.' SHAKOPEE A Premium and Dividend History $250 L i $200 2 471 471 Z7 — / / c $150 L^ i i i k m i • $100 I $50 / T / 1 / �� {y L i ; j i i i ;, 1 / 1 i /71 1 / / so i /H /� /r /- i / '93 '94 93----12 9 '88 '87 _- Premiums $179,849 $196.336----$1-81:879 $179,712 $179,696 $172,755 $169,2.21 $132,415 i $160,508 Dividends $36,431 $51,983---Vi47342 $48,464 $69-,1T4---$387509-$13-,202 $19772 ; $20,300 SHAKOPEE Premiums and Dividends since 1987 $2,000 $1,500 $1,555,391 c $1.000 $500 /T $374,147 soL "_ Premiums Dividends �yE. 6. CITY OF SHAKOPEE Co iy s e41"' Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: Arbitrage Services DATE: June 2, 1997 Introduction Council is requested to authorize the use of a consultant for arbitrage services. Background Back about 1988, Congress changed the laws related to tax exempt debt so that cities have to restrict investment interest earnings or rebate the excess earnings to the US Treasury. Due to the lack of expertise, increasing number of funds/bond issues involved and the changing regulations, Council is requested to authorize the use of an outside firm to perform arbitrage/rebate calculations and monitoring. Two firms have been contacted - Deloitte and Touche, LLP and Springsted, Inc. Springsted quoted a lower cost and already provides this service to the majority of its municipal clients. The fee is $1, 300 per issue per year until the spend down exceptions for the construction money is met (usually 2 maybe 3 years) . After that, it would be an hourly fee (currently $125) for the debt service portion. The cost would be charged to the related debt service and/or capital project fund. The worst case scenario would be to have the tax exempt status removed from a bond issue due to non compliance. Recommendation Retain Springsted for arbitrage and rebate monitoring services . Action Move to authorize the proper city officials to execute an agreement with Springsted, Inc. for arbitrage and rebate monitoring services . /' G) regg ox and Finance Director n:\cash\city\arbitr2.doc CITY OF SHAKOPEE Memorandum c D n s P AcT TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: 1998 Employee Group Insurance DATE: June 2, 1997 Introduction Council has indicated that it wants to get new proposals for employee group insurance for 1998 . Background The city is required to get proposals for employee group insurance every fifth year. Shakopee is at the four year point . Included in the 1997 budget is $3, 800 for having a consultant with the necessary expertise handle the process. The last two times the city used Charles Jelinek and SPUC did also last year. Alternatives 1 . Do not get proposals for 1998 . 2 . Staff handle the process. 3 . Use Charles Jelinek for the process. 4 . Get other proposals from consultants. Recommendation Alternative #3 . Action Requested Move to authorize the use of Charles Jelinek for the 1998 group insurance proposal process. IT.E.2 CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: Managed Care for Work Comp Claims DATE: June 2, 1997 Introduction Council is requested to consider whether it wants to implement managed care for worker' s compensation claims . Background The city has been approached by Comprehensive Managed Care (CMC) to engage them to manage our workers compensation claims . The insurance is from the League, Berkley Risk is the administrator for the league and handles the paperwork. CMC would monitor/coordinate the actual provision of health care to the claimant . The city pays the total cost of the workers compensation insurance. CMC reports that there are about 160 cities and 250 schools participating in their program. They are an affiliate of Blue Cross Blue Shield. Pro: The city would get a 10% reduction on work comp premiums which would be an estimated $8, 800 . Employees currently actively being treated by their physician would not have to change doctors. All non-federal hospitals in Minnesota are covered and many local doctors participate. Con: There is a little more administration required by staff with the program. There is a list of participation health care providers that employees are required to use but there are liberal exceptions to that requirement . Not all providers are participating in the program. The cost is a one time fee of $100 . Recommendation I find a lack of any good reason not to implement the program. Action Discuss and give staff direction. Gregg Voxland Finance Director is\finance\docs\insure\cmc iL/ Edl CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: FY 98 Budget Instructions DATE: June 12, 1997 INTRODUCTION: The Council is asked to discuss, and give direction to staff regarding preparation of the FY 98 operating budget. BACKGROUND: Within the next few days,budget information needs to be distributed to City department heads so that they may proceed with preparation of the FY 98 budget. The major change this year regarding budget preparation is the imposition by the 1997 Legislature of levy limits. 1998 will be the first of two fiscal years that cities over 2,500 population will have these limits. A summary of the important aspects of this is attached. As shown,the limits use 1997 as the base,plus an estimated 2.2%as the implicit price deflator. Also included is a percentage of household growth. This household growth assists, but certainly does not totally compensate for the additional. services needed-residential properties do not pay their own way,until they get into the upper income brackets. In addition,the legislature's shift in property tax class rates will impact Shakopee. Shakopee has a relatively high percentage of its tax base in commercial/industrial; as those C/I Class rates are reduced,portions of that burden will be shifted to residential tax payers. On the other side, Shakopee has paid for certain debt service levies previously from General Fund- fund balance. The City may have some flexibility in dealing with operating costs for FY 98. Also included is a summary provided by the Association of Metropolitan Municipalities on changes to the Truth in Taxation Law. RECOMMENDATION: Council should discuss, and let staff know what priorities it wishes to have- (i.e., more police patrol, fewer dollars for equipment replacement,etc.) ACTION REQUIRED: So that staff may proceed with preparation of the FY 98 budget, Council is asked to discuss and give direction on any items it sees relevant to the preparation of the FY 98 budget. Mark McNeill City Administrator MM:tw (I) OMNIBUS TAX BILL (HF 2163, Laws 1997, Chapter 231) Levy Limits (Article 3) Levy limits are imposed on cities over 2,500 population for two years (taxes payable in 1998 and 1999). The revenue base includes the levy in 1997 plus aids (LGA, HACA, LPA)minus bonded debt. This base is increased by the Implicit Price Deflator(IPD), which is currently estimated at about 2.2 percent and the percentage of household growth. The 1998 adjusted levy is the inflated base minus 1998 aids plus exempted special levies. • Levy Limit Base for 1999. The levy limit base is calculated on the 1998 adjusted levy base not on actual levy plus aids. Thus, a city or county theoretically may under levy for 1998 without reducing the maximum levy for 1999. • Exempted Special Levies. Exempted special levies include bonded debt, 1997 flood cost authorized by the Commissioner of Revenue,unreimbursed abatements due to the 1997 flood, matching requirement for federal and state grant programs and other expenses due to natural disasters with authorization from the commissioner. • Referenda. Referenda to increase levy is authorized and if successful, is levied on tax capacity as an additional special levy. • Consolidation &Annexation. Levy limit adjustments are provided. • Counties. Counties in the metro area may use the average seven-county household growth or their own growth, whichever is greater for levy base adjustment. Aids (Article 2, Section 7) • Local Performance Aid. Appropriation is increased by $1 million for calendar year 1998 ($440,000 for cities). Forms will not be sent until May 25 and cities must affirm that the aid will be spent on programs for which a performance measurement system is in place. Extra weighting will be given to collaborative projects, future cost saving projects and projects which restructure relationships between governments providing services. • Local Government Aid(LGA). No change from current law. The LGA appropriation will increase by inflation at about$8.9 million, which will be distributed based on current law formula. • Homestead&Agricultural Credit Aid(HACA). Basically no changes from current law. 1997 Policy Narrative 1 • Payroll Aid(Omnibus Pension Bill, SF 637, Laws 1997, Chapter 233). The pension uniformity bill increases employer payroll deduction by .7 percent. A new payroll aid equal to .7 percent of the 1997 payroll for general plan PERA members is created to reimburse local units. It will be paid in two equal parts starting December 1997 and July 1998. It does not increase with payroll and terminates June 30, 2020. Property Tax Reform (Article 1) • Property Tax Rebate (Section 16). Homeowners and renters are provided a one-time rebate of 20 percent of property taxes paid in 1997. For renters,this is 20 percent of 18 percent of rent paid in 1997. • Education Homestead Credit(Section 12). Each homestead property qualifies for a credit equal to 32 percent of the properties general "state determined school levy"tax limited to a maximum of$225 per homestead. This provision is permanent. • General Education Levy Reduction (Section 17). Reduces the statewide general education levy by$93 million for taxes payable in 1998 and subsequent years. This is basically a partial buy-down of$124 million education property tax levy increases for 1998 that have already been approved in current(1996) law. • Property Class Rates (Sections 4-11). The tax bill reduces the class rate for all types of property except the first-tier homestead rate of 1.0 percent. The effect is to create a tax shift to homestead property which is then offset by the Education Homestead Credit as described above. All single unit residential homestead and non-homestead property first-tier is increased from$72,000 to $75,000 and commercial/industrial property first-tier is increased from$100,000 to $150,000. (See class rates table on page 3) 2 1997 Policy Narrative Property Type/Tier Current Rate (%) 1998 Rate (%) Residential Homestead <$72,000 1.0% 1.0% $72,000-$75,000 2.0 1.0 >$75,000 2.0 2.0 Residential Non-Homestead <$75,000 2.3 1.9 Single Unit >$75,000 2.3 2.1 2-3 Unit& Undeveloped Land 2.3 2.1 Market Rate Apts. (Regular) 3.4 2.9 Market Rate Apts. (Small Cities) 2.3 2.3 Low Income Apt. (Title II) 2.3 2.0* Low Income Apt. (Farmers Home Adm.) 2.0 1.9* Commercial/Industrial <$100,000 3.0 2.7 $100,000-$150,000 4.6 2.7 >$150,000 4.6 4.0 Seasonal Rec. Commercial Homestead Resort 1.0 1.0 Seasonal Resort 2.3 2.1 Seasonal Rec. Residential <$72,000 1.75 1.4 $72,000-$75,000 2.5 1.4 >$75,000 2.5 2.5 Public Utility 4.6 4.0 Disabled Homestead 0.45 0.45 Agricultural Land& Buildings Homestead<$115,000 0.45 0.4 >$115,000 (<320 acres) 1.0 0.9 >$115,000 (>320 acres) 1.5 • 1.4 Non-Homestead 1.5 1.4 *Payable 1999- new class 4d with class rate of 1.0% • Class Rate Targets (Section 10). Sets target class rates for upper-tier C/I and public utility property at 3.5 percent, market rate apartments at 2.5 percent and non- homestead single unit residential at 1.25 percent on first$75,000 value and 1.85 percent for remaining value. The governor is directed to recommend a class rate schedule at the time of submission of the biennial budget as well as additional funding from the property tax reform account for education homestead credit, property tax refund and education aids to reduce property tax levies. IA 1997 Policy Narrative 3 • Property Tax Reform Account(Article 9, Section 2). Establishes an account to pay for future property tax reform funded by 60 percent of future revenue surpluses over forecast. Uses are to fund targeted class rate change reductions, increase education aids, increase state's share of education funding to 70 percent, increase education homestead credit, or increase the property tax refund. Property Tax Statement(Article 4, Section 10&Article 2, Section 70) • School District Levy. Listed in three parts,the state-determined school tax(education homestead credit will be based on this amount), voter approved school tax and remaining authorized school tax levies. • State Does Not Receive Property Tax. The statement will be modified to clarify that although the state does not receive the revenue, it does set the amount of state- - determined education tax levy. • State Paid HACA. The hypothetical amount currently shown will be replaced by the actual amount paid. (This number will be considerably smaller in most cases.) • Property Tax Refund/Targeting(Article 2, Section 70). The 1995 law provided that the county would automatically calculate homeowner property tax and special targeting refunds on the tax statement. The provision was delayed last year and repealed this year. It was mechanically unworkable. Property tax and targeting refunds will continue to be paid directly to homeowners as currently done. Truth in Taxation(Article 4) • Focus. The focus has changed from a comparison of current and proposed tax to spending. The new emphasis is on comparing proposed tax to the tax that would have been levied if there were no increase in spending. • Form. A new four-column form is provided: • Column 1: Taxes payable in current year. Column 2: Tax change due to spending (actual tax minus constant spending which is the amount needed so that tax levy plus F.D. distribution plus aids (LGA, HACA,LPA) equal current year spending. Column 3: Tax change due to valuation or state aid changes. Column 4: Proposed tax for next year. 4 1997 Policy Narrative The school levy is split in three parts: 1. State determined school levy. 2. Voter approved school levy. 3. Other authorized local school levy. • Newspaper Ad. In addition to time and place of the public hearing, the ad must now contain total budget for current year plus estimate for proposed year and total property taxes for current year plus proposed total property taxes. • Hearings--Joint Hearings. The hearing section has been recodified to clearly define initial, continuation and subsequent hearings. In addition, a city over 10,000 population may conduct a more comprehensive initial public hearing by requesting a county board member, a school board member and a Metropolitan Council member (or designee)to attend and explain their part of the overall proposed property tax. This hearing does not replace county, school, or Met Council hearings, nor are the involved members mandated to attend. Metropolitan Transit Capital Improvement(Article 16, Section 21) Authorizes the Met Council to issue up to $30 million obligations to be used for capital expenditures, most of which will be used as matching ISTEA funds for bus purchases. 800 MHz Sales Tax Exemption (Article 7, Section 26) Provides a sales tax exemption for products and services used to construct, operate, maintain and enhance the backbone system of the regionwide public safety radio communication system effective August 1, 1997 through July 31, 2003. Firefighter Equipment Sales Tax Exemption (Article 7, Section 17) Adds optical and thermal imaging devices to current firefighter protective equipment sales tax exemption for fire department-authorized purchases. Fiscal Notes for Mandates (Article 4, Section 1-6) Any bill introduced after June 30, 1997 that imposes a program or financial mandate on political subdivisions must include an attachment including: 1. Policy goal sought. 2. Achievement performance standards. 3. Reasons for each standard. 4. Additional revenue source. 5. Input from implementing agency on capacity to carry out mandate. 6. Reasons why less intrusive methods would not be better. 7. A description of efforts to involve local units in creation or development of mandate. At 1997 Policy Narrative , 5 J /A/ F10 CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxiand, Finance Director SUBJ: Performance Aid DATE: May 29, 1997 Introduction Last year, the Legislature has passed a new intergovernmental aid for which the city could apply. Shakopee did apply and now has to apply for 1998 . Background The state implemented a new aid for cities and counties starting in 1997 . The new aid is funded partly by reductions in existing aids . Shakopee should receive about $15, 000 in 1997 . The Council has to reapply in June for 1998 funding. The new aid is called Local Performance Aid. To qualify for 1998, the city has to submit an application signed by the Mayor and a Council member which states that the city is developing a performance system. It appears that the goal of the new aid system is to eventually have performance criteria to measure the efficiency of delivering city services . The state still has given no guidance on how to proceed or what type of system is desired. It will probably take several years to gradually define and develop the end system. Staff did some background research on performance measures and waited to see if the 1998 legislature would abandon or modify the law which it discussed but did not change. The notice from the state says that the second year of the "in process" qualification for the aid must be used to move to a higher level of performance measurement such as measuring efficiency and effectiveness . Department heads will be instructed to included performance measures in their 1998 budget submittals. Staff is not sure that the amount of aid received is worth the effort required. I have heard that there a few cities that have turned down the aid. However, if Council thinks that performance measures are worth while to do anyway, or that there will be requirements for measures in the future, then the city should probably bite the bullet and proceed with the aid. Alternatives 1 . Do not participate in the performance aid program. 2 . Participate in the performance aid program. Recommendation Alternative number 2 . Action Move to authorize the Mayor and a Council member to execute the application to participate in the Local Performance Aid system from the State of Minnesota and direct staff to proceed with developing a system of reporting performance measures to be included in the 1998 budget . CONSENT CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Payroll/Benefits Coordinator- Probationary End DATE: June 11, 1997 INTRODUCTION: The Council is asked to take action which would end the probationary period of Payroll/Benefits Coordinator Marilyn Remer. BACKGROUND: On December 18, 1996, Marilyn Remer was appointed to the newly created position of Payroll/Benefits Coordinator. As is customary,her status was classified as probationary for the first six months. While the position is still being defined, she has performed satisfactorily during the past six months. RECOMMENDATION: I recommend that Marilyn Remer be afforded full time regular status. ACTION REQUIRED: If the Council concurs, it should,by motion, remove Marilyn Remer from probationary status, and grant her full time regular status as Payroll/Benefits Coordinator. Mark McNeill City Administrator MM:tw CC: Gregg Voxland, Finance Director T-.1/131/103 CITY OF SHAKOPEE I Y 5. ' Memorandum TO: Mayor and CityCouncil Y FROM: Mark McNeill, City Administrator SUBJECT: Shakopee Library Status DATE: June 12, 1997 INTRODUCTION: The Council is asked to give direction as to whether it wishes to proceed to the next phase of investigation of the former Park Nicollet Clinic building, for acquisition as a library. BACKGROUND: At the June 3rd meeting of the City Council,the Council discussed the prospect of acquiring the former Park Nicollet Clinic building for use as a library. The decision at that time was to have the property looked at with the Scott County Library Board,and then to make a decision based on the County's level of interest as to whether to proceed to the next step. On Friday, June 6th, Councilor DuBois, Mayor Henderson, and I toured the facility with Scott County Library Director Janet Williams and Shakopee Librarian Barb Hegfors. The Scott County Library Board defers to the recommendation of library staff on a situation such as this. The tour was held, and several issues were discussed. Library Director Williams was asked to provide information relating to usage, and how the Shakopee Library faired compared to other libraries in Scott County. Her subsequent response is as attached. As shown, she neither endorses, nor dismisses the concept of moving the existing library operations to the Park Nicollet building. Her response also details the formula to determine the amount of floor space needed for various City populations. Assuming 0.7 sq. ft. per capita in Shakopee's population range,to plan for Shakopee would require a library 14,000 sq. ft. for a population of 20,000 (anticipated the year 2000); 2010 population of 26,000 would require 18,200 sq. ft. Either the existing facility, or the proposed facility is either already too small, or will soon be in need of an addition. DISCUSSION: The Council needs to determine whether this is something which it wishes to investigate further. As recommended in the May 29th memo, if the Council is serious about pursuing this, it is strongly advised that an architectural study be done. The owner's representative did suggest we contact the Carver/Scott Educational Cooperative,who was interested in the building last year. They had had an appraisal done (excerpts from which are attached), and a very basic engineering report. The owner's representative also indicated that, with the exception of some floor tile, he did not believe the building contained asbestos. That needs to be verified. BUDGET IMPACT: The broker said that there had previously been a remodeling estimate of$15.00 per sq. ft. (approximately $150,000 for the main level). Given an asking price of$600,000,plus their estimate of$150,000 for remodeling,the project cost would be $750,000 at a minimum. It is also unknown as to whether a elevator to the basement level (estimated cost- $120,000 to $140,000)would be required in a first phase. If an architectural investigation is to be done,the two architectural firms with whom we have spoken indicated that they could do this on a per hour basis. One had estimated a total investigative cost of between$1,500 and$3,000. The Library Director also gave us the names of two other firms who do library design work. Asbestos testing would be done on a per test basis. The estimate on that(using Legend Environmental Services to verify) should not exceed $1,000. As advised previously,the City does have money in reserves, or otherwise committed inother funds which might be used to do a new library. However, as discussed at the June 10th CIP review, money spent on a new library location means other items would have to be reduced in priority, or eliminated. The information from Janet William also includes the most recent copy of the "Minnesota Library News". As shown there, construction grant availability in the LSCA II Public Library Construction Grants totaled $285,889 for the most recent series of applications,which closed April 17, 1997. Four applications were received for those funds. As evidenced, there is little public grant money available for new construction. It would necessitate either local tax dollars, or private grants to fund acquisition and/or remodeling. RECOMMENDATION: The Council needs to determine whether it wishes to proceed with the next phase in investigation process. If it does, I recommend that staff interview, and then hire an architectural firm to do an analysis,not to exceed $3,000. It should further authorize Legend Environmental Services (who had done the City Hall and Blocks 3 &4 asbestos work)to do an analysis,not to exceed$1,000. ACTION REQUIRED: The Council should first determine whether it wishes to proceed to the next phase of investigation of the Park Nicollet building. If it does, it should direct staff to have an architectural analysis done, at a cost not to exceed $3,000, and an asbestos testing, as needed, at a price not to exceed $1,000. ,,A-& /� ,f Mark McNeill !l�-� City Administrator • i i N /6,a,E..< CITY OF SHAKOPEE //' if Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Mmini.strator SUBJECT: Library Building Offer DATE: May 29, 1997 INTRODUCTION: The Council is asked to consider authorizing staff to negotiate a purchase price for the former Park Nicollet Medical Clinic, located at 10th Avenue and Marschall Road. The purpose of the acquisition would be to house a new library facility. BACKGROUND: Councilor Jane DuBois has made the Council and staff aware of the availability of the former Park Nicollet Clinic for purchase. It has been vacant since Park Nicollet moved to its new clinic building adjacent to St. Francis Regional Medical Center. A summary of facts about the building is attached. On the main level, it provides 8,120 sq. ft. under one roof, with a detached 1,190 sq. ft. attached by covered walkway to the main building. There is also a basement of 3,225 sq. ft.; the lower level i.s not accessible by elevator. The building is located on 2.79 acres of land. The owner is represented by the agent Frauensh.uh Companies. They have an asking price of $600,000, which is less then the 1996 tax market value. DISCUSSION: It is our understanding that there is other interest in acquisition of this building, and, therefore, Councilor DuBois has asked that Council consider this soon, and authorize staff to negotiate a tentative purchase price for the building. Note that this would be tentative, as the Scott County Library Board would have to be in agreement on any change of facilities. My initial contact with the Library Director has indicated a reluctance on their part to move, as they believe the existing facility is more than adequate. If the City did wish to move the library, it is possible that any additional costs that the County Library Board would have in terms of moving expenses, or furnishings might be asked to be the responsibility of the City. If the Library Board did not approve the location of the new building, the City could provide its own library. However, that would be comparatively expense. In addition to the purchase price and possible moving expenses, there is also an unknown amount that will be needed for remodeling. An architectural analysis, and possible asbestos testing would provide good information in terms of remodeling costs. In addition, it is my understanding that for the basement to be useable either by the public, or potentially by even library staff, that either an elevator or a chair lift would need to be installed. BUDGET IMPACT: Funding for this would likely need to come from the Capital Improvements Fund, unless Council chose to sell general obligation bonds. If the bond route is pursued, it would require a successful referendum. With the CIF, there are adequate funds available. However, on June 10th, the Council will have an initial review of capital improvement projects over the next five years. Obviously, whatever is expended on a library will mean that other projects will need to be reduced in priority. Off setting the cost of the purchase price and remodeling would be proceeds from the sale of the existing library building, should that be the decision of the City Council. It is unknown as to what market value that building has, or how long it might take to sell. RECOMMENDATION: If the Council sees the acquisition of a library building as a high priority, I recommend that staff be authorized to proceed with negotiating a purchase price for the Park Nicollet building, with the understanding that it would be a tentative purchase offer, with a move subject to approval by the Scott County Library Board. I would also recommend that prior to finalizing any numbers,that an architectural and asbestos analysis be done of the building. ACTION REQUIRED: If the Council concurs, it should, by motion, direct staff to enter into negotiations for the purchase of the Park Nicollet building for use as a library, and direct the architectural and environmental testing be done. Mark McNeill City Administrator MM:tw bile- _ G.64.1 10th Avenue East SALIENT FACTS PID Number: 27-907-0200 Size of Land Parcel: 121,532 Square Feet or 2.79 Acres Building Size: Main Level 8,120 s.f. Basement 3,225 s.f. Main Level (detached) 1,190 s.f. Total: 12,535 s.f. Year Built: 1973 Parking: 62 Stalls Construction: Masonry exterior walls, face Brick, Steel joists and concrete floor over basement. Roof system contains wood trusses with asphalt shingles. Heating: Entire building is heated and air-conditioned. Furnace and air-conditioning systems are located in the basement. Sale Price: $600,000 Leased Rate: Determined on a case by case basis. Tax Market Value (1996): $622,300 Property Tax (1996): $37,922 Special Assessments: None Zoning: R-3 Multi-Family Residential Owner: Medivest Partnership Prepared by Frauenshuh Companies SCOTT COUNTY LIBRARY SYSTEM . T COURTHOUSE 428 HOLMES STREET SOUTH SHAKOPEE, MN 55379-1395 (612)496-8330 JANET WILLIAMS Fax: (612)496-8583 LIBRARY DIRECTOR Internet: Janet @ Scott.lib.mn.us DATE: June 10, 1997 TO: Mark McNiell, Shakopee City Administrator FROM: Janet Williams, Library Director • RE: Shakopee Library As a follow up to a tour of the vacant Park Nicollet building at the corner of County Road 17 and 10th Avenue, I have been asked to provide information on the need for larger library space within the City of Shakopee. In planning for public libraries in the seven cities of Scott County, we use various guidelines. Attached is a chart based on population for determining minimum space requirements. Also attached is a chart showing the building status of all branches of the Scott County Library System as of 3/97. Currently the Shakopee Library is 6,056 square feet. The 1995 population estimate for Shakopee was 13,752. The estimated population for the year 2020 is 34,000. Using the guidelines, the optimum building size would be determined. Based on county-wide building deficiencies, the Scott County Library System has determined that consideration for improved Shakopee facilities would be in the year 2005. This does not preclude the City of Shakopee from planning for an improved facility. Planning for library services needs to be a cooperative effort between the cities of Scott County and the Scott County Library System. By contract the county provides the furnishings, library material and staff. The city provides the building, maintenance and pays the utilities. As the cities plan for larger facilities, the county needs to plan for providing the best possible service in those facilities for the residents. Faced with zero budget preparations and levy limitations mandated by the legislature, it is becoming a challenge. If more information is needed, please contact me. 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O a; C) cA N CO CO CO p Li" C 7 0) C) C) C) C) CO t C) 03 r- e- r- r- e- e- y e- CO. • 4 N H N Cr N H H Cl) N a co CO N0 0 T cc)•1• C N co M UL) C'f) e- O (I) a c0 N C' CO CD Cn C i 1 m a) N (./) ^ C Y ) 0 V J •N I6 co CO J c 2 I: 12 o (1) m -) Z Z a COn v ,� ( 51997 PLEASE CIRCULATE TO YOUR LIBRARY BOARD. News innesota i raries Volume 28 No. 6 June, 1997 1997 MINNESOTA LEGISLATURE. The Omnibus K-12 Cloud, July 9 in Plum Creek Library System, July 17 in Education Funding Bill passed by both houses, but not the Arrowhead Library System. It is also being offered signed by the Governor, includes the following library at Branch Out on August 7 at the University of St. related items: Thomas and August 8 at the College of St. Catherine and 1) Regional Public Library Basic Grants are funded at at the Minnesota Library Association conference on $7,819,000 for each year of the biennium, no increase October 1, at the Radisson South Hotel in Minneapolis. over the current level. A fact sheet about this new program is enclosed with 2) Multitype Library Cooperation Grants are funded at this newsletter. $865,000 for FY98 and $903,000 for FY99 which is a 63% increase over current levels. ACCESSIBILITY GRANTS. Seven applications for Public 3) Children's Library Services Collaborative Grants are Library accessibility grant funds were received on May 5, funded at $150,000 each year of the biennium. Current 1997. The requests totaled $550,000. Only $223,549 level is $50,000 per year. is available to be granted. The four projects that may be 4) Children's Library Service Outreach Grants, a new recommended for funding are Brainerd, Dakota County, grant program, are funded at $250,000 for each year of Sauk Centre and Sleepy Eye. the biennium for grants to regional public library systems for outreach and direct library services to children and LSCA TITLE II. Four applications for LSCA II Public families. Library Construction grants were received on April 17, 5) Library Site Technology Grants, also a new program, 1997. The requests totaled $489,320. Only $285,889 are funded at $3,500,000 for the biennium. is available to be granted. As of the end of May, 6) Telecommunications Access Grants are funded at proposals were still being reviewed. Determination of $13,000,000 for FY98 and $10,000,000 for FY99. grant awards will be made by early June. 7) Librarians of Color program is funded at $55,000 for each year, and technical amendments are included to ADVISORY COUNCIL. Nominations are now being revise the requirements. sought for two-year appointments to the Advisory 8) The Nashwauk-Keewatin School District received a Council to Library Development and Services (LDS). The $25,000 grant for a pilot project for a joint school/public purpose of the Council is to advise LDS in the planning, library. development and evaluation of effective library services for all Minnesotans. The 15-member Council is Database Licensing for Public Libraries and School Media comprised of librarians, library trustees and library users Centers was not funded. - from around the state. Each Minnesota Congressional district must be represented. Candidates from districts Re-Tooling Instruction for Public Library Services was not 2, 5, 6, 7, and 8 are especially needed. Council funded. members are appointed by the State Board of Education for a two-year term and may be re-appointed twice. A Learning Academy, however, was funded at Nominations will be accepted until August 15, 1997. $2,000,000 per year and there is language confirming Appointments will be made in January 1998 with the that librarians are eligible for educational opportunities terms beginning upon appointment. Quarterly meetings through the Learning Academy. Mandatory Internet are generally held in St. Paul. If you are interested in Filtering for School Districts was not adopted. having your name placed in nomination or know of someone interested in serving on the Advisory Council to The Higher Education Funding bill includes funding LDS, please request an application form from Maureen MnLINK at the $12,000,000 level. No funds were Farrell (Chair 1997 Nominating Committee) Southdale- appropriated for academic library materials. Hennepin Area Library, 7001 York Ave S, Edina, MN 55435-4287, Phone 612/830-4900, Fax 612/830-4976. VOLUNTARY CERTIFICATION OF PUBLIC LIBRARY EMPLOYEES. "What is Library Service, Day 1," the PREVENTION & INTERVENTION FUNDS. The 1997 initial offering in the Minnesota Voluntary Library Prevention & Intervention Funding application packets Certification for Public Library Employees was offered in will be ready mid-June, 1997. While exact amounts of May at five sites. It is scheduled for June 20 in St. funding and categories available are not yet finalized, it's LibraryDevelopment and �� p Services Minnesota Department of Children, Families and Learning 440 Capitol Square Buildiner 550 Cedar Street Saint Paul,MN 55101-2273 612/296-2821 Darlene Arnold, Editor likely that after-school enrichment will be one category. MINNESOTA BOOK AWARDS SPONSORS. The Eligible applicants are public and private non-profit Minnesota Book Awards, a program of the Minnesota agencies. Completed applications will be due August 15, Center for the Book, has begun preparations for its tenth 1997. Information meetings will be held to provide anniversary cycle of awards in 1998. Other assistance in filling out the application on July 9, 9-11 organizations are welcome to participate in the planning am, Earle Browne Center, St. Paul campus, U of MN; and execution of this annual program. Present co- July 11, 9-11 am, Best Western, Marshall; July 16, 9-11 sponsors include the Friends of the Saint Paul Public am, Sawmill Inn, Grand Rapids; July 17, 9-11 am, Library, LDS, Metronet, Minnesota Historical Society, Holiday Inn, Alexandria; July 21, 1-3 pm, Earle Browne Minnesota Literature newsletter, Minneapolis Public Center, St. Paul campus, U of MN. The sessions are Library, Northern Lights, Pogo press, and Spotlight on free and pre-registration is not required. Notification of Books. For information and an outline of opportunities grant awards will be made in November. Funding begins for contributing, contact Roger Sween at LDS. in January, 1998. Access grant application information at http://children.state.mn.us or the P & I Hotline at 1- POSITION OPENINGS. Marshall-Lyon County Public 800-934-7113 or 612/297-1419. Library Board seeks a director to administer a combined city and county public library with two branches serving TELECOMMUNICATIONS DISCOUNTS FOR LIBRARIES a population of 25,000. Starting date: December 10, AND SCHOOLS. On May 7, 1997, the Federal 1997 (Negotiable). Minimum qualifications: Master's Communications Commission voted unanimously on a degree in library science and a minimum of five years rule to implement discounted telecommunications professional library experience with increasingly services to libraries and schools. This ruling provides responsible experience. Salary: $35,900+ discounts of 20-90% for eligible libraries, with deeper commensurate with experience. Competitive benefits. discounts going to libraries in low-income and high-cost For application/information contact Lu Anderson, 301 W. communities. The discounts will provide up to $2.25 Lyon St., Marshall, MN 56256-1391, 507/537-7003. billion per year in support to schools and libraries Fax: 507/537-6745. Preference deadline: August 1, nationwide. The discounts apply to traditional 1997, but applications accepted until decision made. telecommunications, such as telephone and leased lines, EOE. as well as to more advanced services, such as Internet service and inside connections. Barring challenges to Glenwood Public Library seeks a Library Director. this rule, library and school discounts will be available $11.00-$12.57/hour plus benefits. Required: B.A. in beginning January 1, 1998. Time is needed to set up Library Science with library administrative experience. policies and procedures. LDS staff is working with other M.L.S. (ALA) preferred. Complete job description is CFL staff, MN Education Telecommunication Council,the available. Send resume to: Glenwood Public Library Office of Technology, and the Public Utilities Commission Board, Box 247, Glenwood, MN 56334. Deadline: June in order to coordinate state level responsibilities in 20, 1997. EOE. implementation. The full text of the FCC ruling is available at http://www.fcc.gov/ccb/universal_ CHARGING MACHINES AVAILABLE. Nobles County service/fcc97157/. For additional information visit ALA's Library has two Gaylord charging machines available to Office for Information Technology Policy at give to any library, providing they pay for the postage. http://www.ala.org/oitp/univserv.html. Contact Luann Flygare, Nobles County Library, 407 12th Street, Worthington, MN 56187, phone 507/372-2981. MINNESOTA REVIEWS. A New Minnesota Reviews? As a result of an MLA program in Saint Cloud on improving PEOPLE. Park Rapids (Kitchigami) Library Branch communication between librarians and Minnesota's Manager, Gail Gruis, has resigned. The new Branch growing publishing industry, a number of publishers and Manager is Virginia (Jinny) Foldoe, who has been the librarians have been discussing the possibility of reviving librarian at the Bagley Public Library for over 11 years. Minnesota Reviews. The publication would review materials published in Minnesota and be available online A reception was held on Thursday, May 29, to honor and perhaps in print. In order for the venture to succeed, Judith Taylor on her retirement after 26 years with the reviewers and editors will be needed. It is hoped that Rochester Public Library. many of these reviewers and editors will volunteer from Minnesota's library community. Those interested in Arlene Ott has resigned as director of the Glenwood reviewing, editing or working on such a project please Public Library. contact Lynne Bertalmio, Director, Stillwater Public Library, 612/439/1675 ext.18, or Mary Treacy, Director, Metronet, 612/646-0475. APPRAISAL OF OFFICE -MEDICAL CLINIC PROPERTY 1335 10th Avenue Shakopee, MN 55379 Prepared For Jim Hink Carver-Scott Educational Cooperative • EFFECTIVE DATE November 12, 1996 Prepared By Paul W. Wermerskirchen CERTIFIED SENIOR MEMBER#10647 NATIONAL ASSOCIATION OF INDEPENDENT FEE APPRAISERS Minn. State Certified Federal General License 4000086 1 • November 12, 1996 Mr. Jim Hink Carver-Scott Educational Cooperative 401 E. 4th Street Chaska, MN 55318 REFERENCE: Office-Medical Clinic 1335 10th Avenue Shakopee, MN 55379 Dear Mr. Hink, In accordance with your request, I have completed an appraisal report on the above referenced property. A complete description of the subject property, along with the data and detailed analysis of all factors pertinent to the request of an estimate of"fee simple market value"are contained in the following appraisal report. 2 I have personally inspected the office-medical clinic property, located at 1335 10th Avenue, Shakopee, MN 55379, for the purpose of determining the Market Value of the mentioned property. Market Value, as defined by the National Association of Independent Fee Appraisers Principles of Real Estate Appraising, is fully explained in this report. Rights appraised are FEE SIMPLE, except that no determination is made to the ownership or value of any Oil, Gas or other Mineral Rights. The following appraisal report illustrates the findings that were used to arrive at the final conclusion and estimate of Market Value. All data used came from sources considered to be reliable, however, there is no guarantee. Market Value as stated in this Appraisal is based on the entire report and should be accepted only after complete review and study. In conclusion, subject to the limiting conditions herein contained, the estimated Market Value of the above mentioned property is: (Five Hundred Fifty-Seven Thousand) ($557,000) Respectfully submitted, Ag Paul W. Wermerskirchen, IFAS 3 BUILDING RESIDUAL TECHNIQUES VALUATION PROCESS Net operating income $ 73,950 land value $ 15,799 Income attributable to building $ 58,151 $58,151 x PW1//P 7.562 $439,737 Land value $121,532 Estimated value by building residual $561,269 CORRELATION AND FINAL CONCLUSION OF VALUE Cost Approach $556,000 Income Approach $568,600 Sales Comparison $558,000 The final conclusion to value of the subject property as of November 12, 1996 is estimated to be$557,000. 57 SKETCH/AREA TABLE ADDENDUM File No: 96225 1 Borrower/Client EtProperty Address 8> 1335 10th Avenue E City County State Zip Code Shakopee Scott Minnesota 55379 C Lender T; N/A 5(y 54.6' I I 54.6' 1v 14' i. I : Main Floor 14' 4 21 ' P 21 . R V.: 170711v 13 13' 1v .M 2222' 44.6' - 44.6' Covered Entry S< Not Cdctaated E' • 'C H . Main Fl car 34' 35 SCALE:1 inch =25 feet AREA CALCULATIONS SUMMARY LIVING AREA CALCULATIONS A Area Name of Area Size Totals Breakdown Subtotals GLA1 Main Floor 8138.00 9254 50.00 X 64.50 3225.00 Main Floor 1190.00 54.50 X 14.00 763.00 ig A 54.50 X 14.00 763.00 ' : 50.50 X 22.00 1111.00 A 50.50 X 22.00 1111.00 X24 A. 4.00 X 14.00 56.00 11 L'': 4.00 X 14.00 56.00 gi PLE/\SE CIRCULATE TO JUN 0 51997 YOUR LIBRARY BOARD •lnnesotaLibraries N ews Volume 28 No. 6 June, 1997 1997 MINNESOTA LEGISLATURE. The Omnibus K-12 Cloud, July 9 in Plum Creek Library System, July 17 in Education Funding Bill passed by both houses, but not the Arrowhead Library System. It is also being offered signed by the Governor, includes the following library at Branch Out on August 7 at the University of St. related items: Thomas and August 8 at the College of St. Catherine and 1) Regional Public Library Basic Grants are funded at at the Minnesota Library Association conference on $7,819,000 for each year of the biennium, no increase October 1, at the Radisson South Hotel in Minneapolis. over the current level. A fact sheet about this new program is enclosed with 2) Multitype Library Cooperation Grants are funded at this newsletter. $865,000 for FY98 and $903,000 for FY99 which is a 63% increase over current levels. ACCESSIBILITY GRANTS. Seven applications for Public 3) Children's Library Services Collaborative Grants are Library accessibility grant funds were received on May 5, funded at $150,000 each year of the biennium. Current 1997. The requests totaled $550,000. Only $223,549 level is $50,000 per year. is available to be granted. The four projects that may be 4) Children's Library Service Outreach Grants, a new recommended for funding are Brainerd, Dakota County, grant program, are funded at $250,000 for each year of Sauk Centre and Sleepy Eye. the biennium for grants to regional public library systems for outreach and direct library services to children and LSCA TITLE II. Four applications for LSCA II Public families. Library Construction grants were received on April 17, 5) Library Site Technology Grants, also a new program, 1997. The requests totaled $489,320. Only $285,889 are funded at $3,500,000 for the biennium. is available to be granted. As of the end of May, 6) Telecommunications Access Grants are funded at proposals were still being reviewed. Determination of $13,000,000 for FY98 and $10,000,000 for FY99. grant awards will be made by early June. 7) Librarians of Color program is funded at $55,000 for each year, and technical amendments are included to ADVISORY COUNCIL. Nominations are now being revise the requirements. sought for two-year appointments to the Advisory 8) The Nashwauk-Keewatin School District received a Council to Library Development and Services (LDS). The $25,000 grant for a pilot project for a joint school/public purpose of the Council is to advise LDS in the planning, library. development and evaluation of effective library services for all Minnesotans. The 15-member Council is Database Licensing for Public Libraries and School Media comprised of librarians, library trustees and library users Centers was not funded. from around the state. Each Minnesota Congressional district must be represented. Candidates from districts Re-Tooling Instruction for Public Library Services was not 2, 5, 6, 7, and 8 are especially needed. Council funded. members are appointed by the State Board of Education for a two-year term and may be re-appointed twice. A Learning Academy, however, was funded at Nominations will be accepted until August 15, 1997. $2,000,000 per year and there is language confirming Appointments will be made in January 1998 with the that librarians are eligible for educational opportunities terms beginning upon appointment. Quarterly meetings through the Learning Academy. Mandatory Internet are generally held in St. Paul. If you are interested in Filtering for School Districts was not adopted. having your name placed in nomination or know of someone interested in serving on the Advisory Council to The Higher Education Funding bill includes funding LDS, please request an application form from Maureen MnLINK at the $12,000,000 level. No funds were Farrell (Chair 1997 Nominating Committee) Southdale- appropriated for academic library materials. Hennepin Area Library, 7001 York Ave S, Edina, MN 55435-4287, Phone 612/830-4900, Fax 612/830-4976. VOLUNTARY CERTIFICATION OF PUBLIC LIBRARY EMPLOYEES. "What is Library Service, Day 1," the PREVENTION & INTERVENTION FUNDS. The 1997 initial offering in the Minnesota Voluntary Library Prevention & Intervention Funding application packets Certification for Public Library Employees was offered in will be ready mid-June, 1997. While exact amounts of May at five sites. It is scheduled for June 20 in St. funding and categories available are not yet finalized, it's Library Development and Services Minnesota Department of Children, Families and Learning 440 Capitol Square Building, 550 Cedar Street Saint Paul,MN 55101-2273 612/296-2821 Darlene Arnold, Editor likely that after-school enrichment will be one category. MINNESOTA BOOK AWARDS SPONSORS. The Eligible applicants are public and private non-profit Minnesota Book Awards, a program of the Minnesota agencies. Completed applications will be due August 15, Center for the Book, has begun preparations for its tenth 1997. Information meetings will be held to provide anniversary cycle of awards in 1998. Other assistance in filling out the application on July 9, 9-11 organizations are welcome to participate in the planning am, Earle Browne Center, St. Paul campus, U of MN; and execution of this annual program. Present co- July 11, 9-11 am, Best Western, Marshall; July 16, 9-11 sponsors include the Friends of the Saint Paul Public am, Sawmill Inn, Grand Rapids; July 17, 9-11 am, Library, LDS, Metronet, Minnesota Historical Society, Holiday Inn, Alexandria; July 21, 1-3 pm, Earle Browne Minnesota Literature newsletter, Minneapolis Public Center, St. Paul campus, U of MN. The sessions are Library, Northern Lights, Pogo press, and Spotlight on free and pre-registration is not required. Notification of Books. For information and an outline of opportunities grant awards will be made in November. Funding begins for contributing, contact Roger Sween at LDS. in January, 1998. Access grant application information at http://children.state.mn.us or the P & I Hotline at 1- POSITION OPENINGS. Marshall-Lyon County Public 800-934-7113 or 612/297-1419. Library Board seeks a director to administer a combined city and county public library with two branches serving TELECOMMUNICATIONS DISCOUNTS FOR LIBRARIES a population of 25,000. Starting date: December 10, AND SCHOOLS. On May 7, 1997, the Federal 1997 (Negotiable). Minimum qualifications: Master's Communications Commission voted unanimously on a degree in library science and a minimum of five years rule to implement discounted telecommunications professional library experience with increasingly services to libraries and schools. This ruling provides responsible experience. Salary: $35,900+ discounts of 20-90% for eligible libraries, with deeper commensurate with experience. Competitive benefits. discounts going to libraries in low-income and high-cost For application/information contact Lu Anderson, 301 W. communities. The discounts will provide up to $2.25 Lyon St., Marshall, MN 56256-1391, 507/537-7003. billion per year in support to schools and libraries Fax: 507/537-6745. Preference deadline: August 1, nationwide. The discounts apply to traditional 1997, but applications accepted until decision made. telecommunications, such as telephone and leased lines, EOE. as well as to more advanced services, such as Internet service and inside connections. Barring challenges to Glenwood Public Library seeks a Library Director. this rule, library and school discounts will be available $11.00-$12.57/hour plus benefits. Required: B.A. in beginning January 1, 1998. Time is needed to set up Library Science with library administrative experience. policies and procedures. LDS staff is working with other M.L.S. (ALA) preferred. Complete job description is CFL staff, MN Education Telecommunication Council, the available. Send resume to: Glenwood Public Library Office of Technology, and the Public Utilities Commission Board, Box 247, Glenwood, MN 56334. Deadline: June in order to coordinate state level responsibilities in 20, 1997. EOE. implementation. The full text of the FCC ruling is available at http://www.fcc.gov/ccb/universal_ CHARGING MACHINES AVAILABLE. Nobles County service/fcc97157/. For additional information visit ALA's Library has two Gaylord charging machines available to Office for Information Technology Policy at give to any library, providing they pay for the postage. http://www.ala.org/oitp/univserv.html. Contact Luann Flygare, Nobles County Library, 407 12th Street, Worthington, MN 56187, phone 507/372-2981. MINNESOTA REVIEWS. A New Minnesota Reviews? As a result of an MLA program in Saint Cloud on improving PEOPLE. Park Rapids (Kitchigami) Library Branch communication between librarians and Minnesota's Manager, Gail Gruis, has resigned. The new Branch growing publishing industry, a number of publishers and Manager is Virginia (Jinny) Foldoe, who has been the librarians have been discussing the possibility of reviving librarian at the Bagley Public Library for over 11 years. Minnesota Reviews. The publication would review materials published in Minnesota and be available online A reception was held on Thursday, May 29, to honor and perhaps in print. In order for the venture to succeed, Judith Taylor on her retirement after 26 years with the reviewers and editors will be needed. It is hoped that Rochester Public Library. many of these reviewers and editors will volunteer from Minnesota's library community. Those interested in Arlene Ott has resigned as director of the Glenwood reviewing, editing or working on such a project please Public Library. contact Lynne Bertalmio, Director, Stillwater Public Library, 612/439/1675 ext.18, or Mary Treacy, Director, Metronet, 612/646-0475. CITY OF SHAKOPEE / Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Closed Session - June 17th Meeting DATE: June 11, 1997 Following the regular portion of the City Council meeting,the Council will be asked to recess to closed session for the purpose of discussing the status of labor negotiations, and pending litigation. Mark McNeill City Administrator MM:tw