HomeMy WebLinkAbout04/11/1995 TENTATIVE AGENDA
SHAKOPEE, MINNESOTA
COMMITTEE OF THE WHOLE APRIL 11, 1995
LOCATION: City Hall, 129 Holmes Street South
Mayor Gary Laurent presiding
1] Roll Call at 7 : 00 P.M.
2] Approval of Minutes of March 14 , 1995
3 ) Civic Center - Informational Presentation
4] Other Business
5] Adjourn
Dennis R. Kraft
City Administrator
NOTE: 5:30 P.M. Committee of the Whole Meeting is cancelled!
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OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL
COMMITTEE OF THE WHOLE SHAKOPEE, MINNESOTA MARCH 14, 1995
Mayor Laurent called the meeting to order at 5: 30 P.M. with
Councilmembers Brekke, Beard, Sweeney, and Lynch present. Also
present: Dennis R. Kraft, City Administrator; Karen Marty, City
Attorney; Judith S. Cox, City Clerk; and Bruce Loney, Public Works
Director/City Engineer.
Brekke/Beard moved to approve the Minutes of February 28, 1995.
Motion carried unanimously.
Mr. Kraft stated that the draft personnel handbook is a composite
of the personnel policy and other practices put into one document.
It applies in whole or in part to all employees. When there are
contracts that are stronger than the personnel policy, they
prevail. He explained that it will apply to all non-union
employees and it will not apply to union employees until new
contracts are negotiated.
Ms. Marty stated that staff has been working on the personnel
handbook for close to three years. She stated that it needed to be
done because what we have is unworkable and out of date and in some
cases not consistent with the law. In her memo to Council she
pointed out major language, philosophical, or policy changes to the
current policy and she stated that they are in the order as they
appear in the policy, not in any order of importance.
Discussion ensued on the draft personnel handbook starting at the
beginning of the draft.
Page 3 , II. Definitions, B. Exempt Employees - it was suggested
that the Economic Development Coordinator be added and that some
umbrella language be added so that the policy didn't have to be
amended every time there was a need for a change. Council also
questioned some positions on the list.
Page 8, IV. Benefits, C. l.b. Continuing Education, Meals - there
was discussion on waiving the requirement of a receipt. It was
noted that when there is no receipt that the reimbursement becomes
taxable income. No change were made to the draft.
Page 9, IV. Benefits, C. l.e. Continuing Education, Time Off -
consensus to incorporate language from IV. C. l.a. so they are
compatible by including language that employees will be allowed to
take time off for a conference or seminar when "of value to the
City" .
Page 11, V. Holidays and Leaves, C. 2 . Vacation Leave, Measurement -
consensus to insert flexibility versus a blanket policy to give
City Council the option of granting a new employee credit for sick
leave or vacation, based on one-half the employees accrued leave at
a prior employer, up to a maximum of 40 hours of credit.
w
Official Proceedings of the March 14, 1995
Shakopee City Council (COW) Page -2-
Page 11, V. Holidays and Leaves, C. 5. Vacation Leave, Exempt
Employees - staff was directed to name the positions or add
language stating that those exempt employees whose normal
attendance is required at council meetings, planning commission
meetings, etc. shall accrue on a bi-weekly basis forty extra hours
of leave per year.
Discussion followed beginning with the changes to the current
policy as outlined in the memo from Ms. Marty dated February 24,
1995.
Paragraph 1. Ms. Marty explained that most employees are not at
will. She stated that the draft Handbook makes the exempt,
temporary, and probationary employees dischargeable at will, and
makes other employees dischargeable only for "just cause" .
Discussion followed.
Consensus that "at will" be removed for all employees except
temporary and probationary employees.
Paragraph 2. The draft Handbook now covers volunteer firefighters
and temporary employees. No changes were made to the draft.
Paragraph 3 . The draft Handbook describes the current policies
relative to overtime compensation. No changes were made to the
draft.
Paragraph 4 . The draft Handbook switches employees from a one-week
pay period to a two-week pay period. No changes were made to the
draft.
Paragraph 5. The draft Handbook eliminated references to the
employee assistance programs. The two facilities which had
provided these services no longer do so and much of the same
assistance is available through health insurance now. No changes
were made to the draft.
Paragraph 6. The draft Handbook converted Good Friday from a named
holiday to a "floating" holiday. Discussion followed. Consensus
to convert Good Friday to a "floating" holiday to be chosen by the
employees. This will not become effective until January 1996 or
January 1997 .
Paragraph 7 . Family leave provisions were inserted to comply with
state and federal law.
Paragraph 8 . Provisions to convert excess (over 160 hours) sick
leave to vacation were inserted. No changes were made to the
draft. There was discussion on increasing the accrued sick leave
severance from 33% to 45% of the unused sick leave. Consensus of
City Council was to continue with the 33%.
Official Proceedings of the March 14, 1995
Shakopee City Council (COW) Page -3-
Paragraph 9 . Bereavement leave of three days per occurrence was
added as a separate leave. Discussion followed. Consensus to
provide that the three days per occurrence for bereavement leave
come out of the accumulated sick leave.
Paragraph 10. Department heads are given the authority to allow an
employee to take up to five hours per week without pay. No changes
were made to this draft.
Paragraph 11. A new section on employee conduct was created.
Discussion followed. Page 17, VI, Employee Conduct, A.3 . ,
Appropriate Conduct - language relating to dress and behavior to be
amended to refer to "appropriate" as an employee of the City. Page
20, VI, Employee Conduct, A.7 . , Drug and Alcohol Policy, c. iii. ,
Reasonable Suspicion Testing - under (b) the statement will be
changed to the present tense (any employee may be required to
undergo testing if they are in violation of this drug and alcohol
policy) .
Page 22, VI, Employee Conduct, A.8. Lawsuits Against the City - to
be rewritten to state that employee must notify their supervisor in
the case of incidents if it is "reasonable to suspect" that there
may be a lawsuit.
Page 24 , VI, Employee Conduct, D, Use of City Property, 5, Employee
Identification Cards - the word "unauthorized" is to be eliminated
so that the sentence reads: Inappropriate use of the employee
identification card is prohibited.
Page 24 , VI, Employee Conduct, E, Personal Activities, 2, Outside
Employment, to be rewritten to indicate that the time an employee,
who is also on the fire department, spends on fire calls shall not
be deducted from the time spent on the regular job.
Page 26, VI . Employee Conduct, G. Protected Information, 3 .
Personnel Files - discussion ensued. Consensus to put a log in the
personnel files for each employee and that it be noted whenever
something is added to the file.
Page 28, VII. Grievances and Discipline - time lines for the
grievance process will be added.
Paragraph 12 . Employees who receive traffic tickets and who
regularly drive a City vehicle will be required to report the
traffic ticket to their supervisor. No changes were made to the
draft.
Paragraph 13 . Promotional positions were clarified to allow the
promotion of an employee within a department without formal posting
and testing. No changes were made to the draft.
Official Proceedings of the March 14, 1995
Shakopee City Council (COW) Page -4-
Paragraph 14 . Language was added to give City Council the option
of granting a new employee credit for sick leave or vacation, based
on one-half the employees accrued leave at a prior employer, up to
a maximum of 40 hours of credit. This will be revised as discussed
earlier in the meeting.
Paragraph 15. The amount of notice required of resigning
department heads was shortened from four weeks to two weeks, to be
the same as all other employees. No changes were made to this
draft.
Paragraph 16. Accrued sick leave paid out upon severance was
discussed earlier. It will remain at 33% of the unused sick leave.
Cncl.Brekke questioned repealing all previously adopted personnel
issues and how that impacts those employees who will not be
governed by the new policy. Ms. Marty responded that many of the
current policies are ineffective at this point anyway but that she
will go through them and make sure that we don't need to delay the
effective date of the repeal of the others.
Sweeney/Lynch moved to adjourn. Motion carried unanimously. The
meeting was adjourned at 9:50 P.M.
• ith S. Cox
y Clerk
Recording Secretary
3
MEMO TO: Dennis R. Kraft, City Administrator
FROM: Barry A. Stock, Ass't. City Administrator
RE: Civic Center- Informational Presentation
DATE: April 7, 1995
INTRODUCTION:
An informational meeting has been scheduled for the Committee of the Whole meeting
on April 11, 1995. The purpose of the meeting is to discuss and finalize the plans for the
proposed Civic Center Project.
BACKGROUND:
Over the past 30 days the City's design review team has been meeting with our
construction manager to develop a building plan for the proposed Civic Center Project.
During that same time,the City also distributed a survey to each household in Shakopee
via an insert in the Shakopee Mint. The results of the survey are shown in attachment#1.
Information generated from the survey as well as comments received through various
meetings with community user groups has been used in developing the plan that will be
presented to City Council. Shown in attachment#2 is a preliminary budget. Note that
some of the estimates are undergoing further review and an updated budget will be
handed out at our meeting. The construction manager has broken out the cost of each of
the project components. Several optional building enhancements have also been added to
assist Council in determining whether or not the scope of the project should be enlarged.
City Council is being requested to decide which project components should be included
in the final project design.
Council has allocated$4.5 million from the tax increment fund balance to this project.
The City's Finance Director will be present at the meeting to discuss the status of the TIF
fund balance.
The current construction time schedule provides for the completion of this project during
the first part of November. In order to maintain that time schedule, it is critical for City
Council to provide direction in terms of the facility components to delete from the project
or add to the project.
ALTERNATIVES:
Direct the City's construction manager to add or delete project components as deemed
appropriate by City Council.
ATTACHMENT #1
Civic Center Survey Results
Summary
Through April 6, 1995
Total Survey Responses: 349 4.8%
1. Facility Components
Add a walking track: 82
Put Public Access Studio in Sr. High
Add long jump pit and pole vault box in Ice Arena on one end.
Make sure there is adequate parking: 6
Raquetball Courts: 14
Indoor Pool: 32
Sr. Citizens Room: 5
Olympic Ice 3
Exercise Machine(Aerobics) Area/Weight Training: 32
Youth Room (Ping Pong, Pool Tables, air hockey, video etc. ) 6
Soccer Fields
More meeting rooms with sink and counters
Lounge Area
Theatre
Dance Studio
Stage in the gym
Display Cases - Trophies etc.
Rifle Range
Shuffle Board
Child Care Area
Sauna/Whirlpool/Steam Room
Police Office/Report Writing Room
Foam Pit in Gymnastics Room
P1ayworks
Snack Bar
2 . Ranking Services - Average Ranking
5 - Most Important 1 - Least Important
a. Pay Telephones - 5
b. Skate Sharpening - 3
c. Skate Rental - 3
d. Towel Service - 1
e. Lock Rental - 3
f. Spectator Seating - Arena - 5
g. Spectator Seating - Gym - 2
h. Locker Rental - 3
3 . Facility Site
Use site for Fire Station/Police
Build an outdoor stage
Tie facility to Sr High
Outdoor flower gardens upkept by comm. youth groups or Seniors
Tennis Courts
Soccer Fields
4. Facility Operating Hours
6 a.m. - Midnight Year Round
10 a.m. - 10 p.m. Daily
6 a.m. - 10 p.m. Daily
7 a.m. - 8 p.m. Daily
Arena 6 a.m. - Midnight Other 7 a.m.- 11 p.m Daily
To many options to list.
5. Suggestions for use of space:
Figure Skating Program
Polling Place
Senior Programs
Roller Blading: 14
Batting cage for golf and baseball
Comm. Ed. Classes
Recycling Drop Off
Craft Shows
Auto Shows
Sports Card Shows
Exercise Programs for Srs.
Art and clay sculptor classes
Comm. Art and Theatre area
Rec. Offices
Comm. Sponsored Dance Program
Yoga
Weddings/Receptions
Woodshop
Pool Tables and Game Room
Expanded Gymnastics Program
Small Bowling Alley
Broomball
Co-Ed Volleyball
Dirt Bike Track
6. Interior/Exterior Treatments
Match Downtown Streetscape
Spend more on inside
Display cases in entryway
Brick Exterior to match school
Low Maintenance (Brick) Maintenance Free: 25
A lot of windows
Good lighting important
High Ceilings
Bike Racks in a safe area
Make it easy to add on to.
7. Program activity suggestions
H.S. Intern program
Community Band
Sports Facility Mgmt Course - U of M
Open Skating and Gym at least twice a week
Head Start Programs
Aerobics (exercise programs) : 28
Skating Lessons: 10
Family Education Classes
Weight Loss
Health/Nutrition Programs
Fitness Trainers
Shakopee needs a soccer program
Programs for parents with small kids.
Youth Volleyball Program
Family Skate - Sunday Afternoons
Summer Camps for Kids
Family Nights
Broomball
Tennis Courts
Banquets and Wedding Receptions
8. Other comments:
Facility should have something for everyone.
Bldg. should be impressive from the outside as it will be focus
point for Shakopee
Connect to sidewalk system
Need things in facility for parents while kids are using
facility.
Operating costs should be covered entirely through fees and
rental.
Excellent Addition to community/timely - Thank you. 20
Facility should have something for everyone. 25
Make sure Meeting rooms are near elevators for Seniors.
Make facility available for Weddings/Receptions
Need space for Seniors.
Kitchen Facilites needed (like Chaska's)
Don't charge for walking Track
Make sure you have bike racks and they are in a safe area.
Make sure you can expand in future.
Zamboni room should be on opposite end of Arena from Locker
Rooms.
Use Cable Studio in the School
Quit Laboring the point and get on with it.
Make sure facility has a good PA system.
Make sure facility is designed for general public not just
schools use.
Need something for Older adults.
Need more for younger children.
ATTACHMENT #2
lu.Kr,it a lune,
CONSTRUCTION COMPANY
SHAKOPEE CIVIC CENTER
PRELIMINARY BUDGETS
4-7-95
$j te, Develooment:
Grubbing. Striping. Excavation for
-Buildings, Parking, Pond $ 191 ,800.00
-8allfields $ 54,800.00
Site Utilities $ 166.600.00
Parking Lot & Access Roads $ 276.300.00
(Aggregate base. paving, curbs
and lighting)
Landscaping $ 49,500.00
Three Youth Ballparks (Seeding,
Ag-lime. back stops) $ 44.000.00
•
Total Site Development $ 783.000.00
Byjldino Construction:
Ice Arena w/Mezzanine $2.032,253.00
Multi-Purpose Room $ 298.647.00
(Gymnastics, aerobics, dance)
Gymnasium $ 869,200.00
Commons (Lobby. Meeting Room. Office, $ 728.000.00
Cable Access)
Locker Rooms $ 260.000.00
Total Building $4,188,100.00
Building Options:
Walking Track $ 190.000.00
Olympic Ice Sheet $ 150,000.00
Furniture. Fixtures. Equipment:
Rink Equipment $ 61 ,000.00
Wrestling Equipment $ 30.000.00
Gymnastics Equipment $ 30,000.00
Gymnasium Equipment $ 25,000.00
Office Furniture $ 30,000.00
•
.111
1221 East Fourth Avenue.Suite 110 Equal Opportunity Telephone:612-496-2227
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Shakopee Minnesota 55379 Em er/Contractor Fax :612-445-4191
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MEMO TO: Dennis R. Kraft, City Administrator
FROM: Lindberg S. Ekola, Planning Director
RE: Employment Resignation
DATE: April 11, 1995
Please accept this memo as notice of my resignation from employment with the City of Shakopee
as Planning Director. I have accepted employment in the State of Wisconsin.
As stated in the current Personnel Policy, a 30 day notice is required. I would like to request
approval to leave the City of Shakopee as of Friday, April 28, 1995, and still receive full
severance pay in order to make the necessary moving arrangements and to start my new
employment by May 15. If this is unacceptable, I will terminate employment on May 12, 1995,
which meets the 30 day notice. Thank you for this consideration.
I sincerely appreciate the opportunity to serve with the City of Shakopee. I have benefitted
tremendously from my experiences here in working with members of the community, the
Planning Commission, the City Council and the staff. Thank you to all, especially the City staff
(who had to work with me everyday!). Best wishes always.
'1U
SHAKOPEE CIVIC CENTER
PRELIMINARY BUDGETS
4- 7-95
Revised 4-11-95
Site Development :
Grubbing, Striping, Excavation for
-Buildings , Parking , Pond (Portion
of pond construction has been
assessed to adjacent property. ) $ 171 ,800 . 00
-Bel 1fields $ 54,800 . 00
Site Utilities $ 146 ,600 . 00
Parking Lot & Access Roads $ 260 ,000 . 00
(Aggregate base , paving, curbs
and I i ghti ng)
Landscaping $ 49,500 . 00
Three Youth Ballparks (Seeding,
Ag-lime , back stops) $ 44 , 000 . 00
•
Total Site Development $ 726,700 .00.
Building Construction :
Ice Arena w/Mezzanine $2 ,032 ,253 . 00
Multi-Purpose Room $ 298 ,647.00
(Gymnastics , aerobics , dance)
Gymnasium $ 869,200 . 00
Commons (Lobby, Meeting Room, Office , $ 728 ,000 . 00
Cable Access)
Locker Rooms $ 260 .000 . 00
Total Building $4 , 188 , 100 .00
Building Options :
•
Walking Track (3 lanes) $ 190 ,000 . 00
Olympic Ice Sheet $ 150 ,000 .00
Furniture . Fixtures . Equipment:
Rink Equipment $ 61 ,000 . 00
Wrestling Equipment $ 30 , 000 . 00
Gymnastics Equipment $ 30 ,000 .00
Gymnasium Equipment $ 25 ,000 .00
Office Furniture $ 30 ,000 .00
Gymnasium seating (6 rows @ 100 ' long) $ 24, 000 .00
JHt T I fun r.,
CONSTRUCTION COMPANY
SHAKOPEE CIVIC CENTER
RESULTS OF QUEST QUESTIONNAIRE
3-23-95
Youth Wrestlina and High School Wrestlina:
1 . Ideal size 42 ' X 84 ' mat area w/some room outside mat
area for pedestrian traffic.
2. 13 ' -0" clear height @ ceiling .
3 . When mats are stored they will be rolled up . Should be
in an isolated room.
4 . Would like a room to lock up scale , TV/VCR, throwing
dummies , first aid equipment . (12 ' X 12 ' ) .
5 . HVAC control for wrestling room in wrestling room.
6. Phone jack in wrestling room.
7. Equipment requirements :
- Climbing ropes
- Pull up bars
- Brackets to support TV/VCR
- Possibly mat storage racks
- Wall matts
8 . Wrestling room floor should have some cushion (carpet
or raised floor) .
9. Locker rooms and showers . Ideally, separate area for
wrestling team to lock up equipment .
10 . Gymnastic equipment should not be placed on wrestling
mats.
11 . Large doors for moving mats in and out of building.
12 . Drinking fountain and spitting fountain .
13 . Suspended bungy cords for dummies .
14. Overhead screen .
15 . Bulletin boards .
16. Clear span (no columns) .
1221 East Fourth Avenue, Suite 110 Equal Opportunity Telephone: 612-496-2227
Shakopee Minnesota 55379 Employer/Contractor Fax : 612-445-4191
Gymnastics (Community Rec . ) :
1 . Minimum floor space 100 ' X 40 ' .
2 . Minimum ceiling height 20 '-0" .
3 . Equipment :
- Floor plates for uneven bars
- Cush mats
- Floor exercise mat
- Protective mats
- Acrobatic spotting hangers
4. Layout submitted.
Gymnasium (Community Rec. ) :
1 . Two full size basketball courts
2 . 12 basketball hoops
3. 3, 000 SF storage
4 . Drinking fountains
5 . Restrooms with dressing cubicals - 2 cubical showers
6. Plates for gymnastics meets
7. Smooth wall for games
8. Divider for gymnasium
9 . Portable seating
10. Scoreboards
Youth Hockey Association :
1 . Youth locker rooms - four each at 12 ' X 30 '
2 . High school hockey locker rooms - Two each at 15 ' X 30 '
3. 8 ' X 10 ' referee room
4 . 10 ' X 30 ' high school equipment storage room
5. 20 ' X 20 ' youth storage room
6. 20 ' X 30 ' concession stand (sketch submitted)
Hi ah School Hockey:
1 . Two penalty boxes
2 . Player boxes and benches (Dakota is ideal )
3. Two entrances to rink
4 . Rink glass could be a combination of plexi glass and
tempered glass
5 . Equipment storage required
6. Ticket area required
7. Concession area required
8. Player box doors behind blue lines
9 . Space for cheerleaders between stands and boards
-2-
10 . Locker rooms
- Ideal would be lockers and benches
- Minimum of benches and drying rooms
- Showers
- Ventilation ! ! !
- White board on walls
11 . First aid room and training room (Whirlpool )
12 . Protective flooring
13 . Platforms for filming games
High School Administration Suggestions :
1 . Display area in lobby
2. Plates for volleyball
3. Indoor tennis facility
4 . Outdoor tennis courts (Now or plan for future)
5 . Curtain or nets between courts
6. Floor pit and mats for indoor pole vault
7. Rollerblading
-3-
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