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HomeMy WebLinkAboutNovember 20, 2001 Isis Ila III am lAr s� m �® RE SUME ON A 1!y ��.. d II11I'll �® •'� ®®" �® FAIN i11 milli �l1l Ills �� •��'�® ®� � �, ®� �® „�;, � ® � � c:+■ �° v �e �► ®� . w nvE .wry III OIIIIA /1111119 all FAR M o- grim WERE 1C° 'u•' �ed�Ef►�� � � A� p,® Qom; �� e�11 64 IIIIIIII�07q ���� 0111111. a��� I��IIIII sa ® OR 110 Ila mm Wit© ENE -ml mommullm I CITY OF SHAKOPEE Memorandum CASE NO.: 01 -119 TO: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Request by Canterbury Park Holding Corporation for an Amendment to PUD Overlay No. 3 in the Major Recreation Zone to Allow Temporary Housing in the Form MEETING DATE: November 20, 2001 APPLICATION DATE: July 26, 2001 FW 1 1 1 Canterbury Park Holding Company (Canterbury Park) has submitted a request to amend PUD No. 3 to allow the establishment of an RV parking area on their property adjacent to 12 Avenue to serve as sites for temporary housing for horsemen, seasonal employees of Canterbury Park, and exhibitors at Canterbury Park. The original application included a "Phase 2" area along e Avenue, but during the review, the applicant withdrew that request. Copies of the reports that went to the Planning Commission for its September 20 and October 4"' meetings. The conditions as recommended by the Planning Commission limit use of the RV parking area to the period from April 1 to September 30 of each year. The applicant's original request was to allow its use to continue through November, and the applicant will wish to address the Council regarding this condition ALTERNATIVES: 1. Approve Resolution No. 5602 as presented. 2. Approve Resolution No. 5602 with revisions. a. Use of the RV areas shall be limited to use by RVs with bath facilities, and shall not be used for tents or manufactured housing. b. The project shall comply with the requirements of the "Shakopee Fire Prevention Bureau" as outlined in the attached comments from the City's Fire Inspector. c. Use of the RV sites shall not be year round. 3. Do not approve the requested amendment to PUD Overlay Zone No. 3. 4. Table the request for additional information. i i I k i i Ike I The Planning Commission recommended approval with conditions as set forth in the attached draft resolution. KYWIT ' 1 1 Offer a motion approving Resolution No. 5602, a resolution approving an amendment to PUD Overlay Zone No. 3, as presented or with revisions. R. Michael Leek Community Development Director ,,: \Cc\2001 \ 1120 \pudcanterbury. doc 2 • i / I R 4 . / , sot , ; .:... / , I MCI m4a-6XV4WAI 1 / /... , ' ,...,. •, F-11 IMAHMIL 1811210 KIM 1 I 1 I I; WHEREAS, Canterbury Park Holding Corp., applicant and owner of said property; has made application for an amendment to Planned Unit Development #3 for Canterbury Park Racetrack, and WHEREAS, the underlying property upon which the request is being made is legally described as found on Exhibit A; and WHEREAS, the Planning Commission of the City of Shakopee did review the amendment to the Planned Unit Development on September 2e and October 4, 2001; and WHEREAS, all required public notices regarding the public hearing for the Planned Unit Development Amendment were duly sent and posted and all persons appearing at the hearing have been given an opportunity to be heard thereon; and WHEREAS, the City Council of the City of Shakopee did review the requested amendment to the Planned Unit Development on November 20, 2001. NOW, THEREFORE, BE IT RESOLVED Y THE CITY COUNCIL F TIRE CITY OF SHAKOPEE, STA, AS FOLLOWS: That the Planned Unit Development for Canterbury Park Racetrack (i.e. PUD No. 3) is hereby amended subject to allow forty -seven (47) recreational vehicle (RV) parking spaces subject to the following conditions: 1. The spaces shall be located and developed consistent with Sheet C602 submitted with the application. 2. Use of the RV parking shall be limited to employees of Canterbury Park and exhibitors at events such as the racing meet and craft fair. 3. mited to the period from April 1 st through and including Use of the RV parking shall be li September 30 of each year. 4. The RV parking facility, and RVs parked in the facility shall comply with any applicable health regulations of the State of Minnesota Department of Health. 5. The requirements of the overall PUD shall be satisfied (PUD Overlay Zone No. 3, enacted by Ordinance No. 417, Fourth Series) Adopted in session of the City Council of the City of Shakopee, Minnesota, held ton the day of , 2001. John Brekke Mayor of the City of Shakopee ATTEST: Judith S. Cox, City Clerk 0 I, Judith S. Cox, City Clerk of the City of Shakopee, Minnesota, do hereby certify that the attached is a true and correct copy of Resolution No. 5602, presented to and adopted by the City Council of the City of Shakopee at a duly authorized meeting thereof held on the 16th day of October, 2001, as shown by the minutes of the meeting in my possession. Dated this day of 1 2001. Judith S. Cox, City Clerk CITY OF SHAKOPEE Memorandum CASE N.: 01119 TO: Shakopee Planning Commission FROM: R. Michael Leek, Community Development Director SUBJECT: Request by Canterbury Park Holding Corporation for an Amendment to PUD Overlay No. 3 in the Major Recreation Zone to Allow Temporary Housing in the Form EING DATE: October 4, 2001 APPLICATION A July 26, 2001 On September 20 the Commission continued this item with 2 sets of directions; 1) determine whether an EAW would be required, and 2) that the applicant should hold a neighborhood meeting before the neat meeting of the Commission. Staff has been in further contact with Gregg Downing of the Environmental Quality Board (EQB). After considering the additional information provided by staff Mr. Downing concluded that the proposed RV facility would not require an EAW because it did not constitute the kind of recreational facility contemplated by the rules. Even if that were not the case, Canterbury Park has withdrawn its request for the "second phase" area, which would have dropped the proposed project below the threshold for a mandatory EAW. The applicant held a neighborhood meeting on Monday, October 1, 2001 from 5 — 7 p.m. I attended the meeting from 6 — 7 p.m. It appeared that about 15 — 20 people in all turned out for the meeting to discuss the proposal with representatives of Canterbury Park. A copy of the information provided to people attending the meeting is attached to this report for the Commission's information. One of the principle concerns voiced was that 1) the children of families using the RV facility would put a drain on local schools, and 2) those same children would be taken out of the schools after only a couple of months. Canterbury Park's response is that the "horsemen" and their families using the RV facility would be gone before the start of school, and so would not attend school in Shakopee and would not be a drain on the schools. Also they respond that other possible users (e.g. crafters) would use the facility only for a very brief event. The Board may recommend to the City Council the approval of the requested amendment to PUD Overlay No. 3 with conditions recommended by staff, • The RV parking sites shall be developed in accordance with the plans submitted with the July 26, 2001 application. • Use of the RV areas shall be limited to use by RVs with bath facilities, and shall not be used for tents or manufactured housing. • The project shall comply with the requirements of the "Shakopee Fire Prevention Bureau" as outlined in the attached comments from the City's Fire Inspector.. • Use of the RV sites shall not be year round. 2. The Commission may recommend to the City Council the approval of the requested amendment to PUD Overlay No. 3 with revised conditions. 3. The Commission may recommend denial of the request. 4. The Commission may continue the public hearing for additional information. 5. The Board may close the public hearing, but table the request for additional information. M Staff recommends that the Commission make a recommendation consistent with either alternative 1, 2, or 3 to the City Council. •► #;1_ 04 Offer a motion consistent with alternative no. 1, 2, or 3. R. Michael Leek Community Development Director CITY OF SHAKOPEE Memorandum CASE NO.: 01119 TO: Shakopee Planning Commission FROM: R. Michael Leek, Community Development Director SUIBJECT: Request by Canterbury Park Holding Corporation for an Amendment to PUD Overlay No. 3 in the Major Recreation Zone to Allow Temporary Housing in the Form MEETING DATE: September 20, 2001 APPLICATION DATE: July 26, 2001 Site Information Applicant and Owner: Canterbury Park Holding Corporation Site Location: P.O. Box 508, Canterbury Road, Shakopee, MN 55379 Current Zoning: Major Recreation (MR) Zone Adjacent Zoning: North: Light Industry (1-1) Zone South: Major Recreation (MR) Zone, PUD 49 East: Highway Business (B - Zone Urban Residential (RI-B) Zone West: Light Industry (1-1) Zone Major Recreation (MR) Zone Heavy Industry (1-2) Zone Highway Business (B-1) Zone 1995 Comprehensive Plan: The property is located within the MUSA boundaries Exhibit A: Location/Zoning Map Exhibit B: Drawings C100, C200, C300, C400, F 100, C500 Exhibit C Sheet C601, Landscaping and Lighting Plan Exhibit D: Applicant's Statement of Reasons for the Request Exhibit E: City Code Sec. 1 1.42, Major Recreation (MR) Zone regulations Exhibit F: Ordinance No. 417, Ordinance Creating PUD NO. 3 IN" rizn�� � Entertainment Canterbury Park Holding Company (Canterbury Park) has requested an amendment to PUD No. 3 to allow the establishment of 2 RV parking areas on their property to serve as sites of temporary housing for "horsemen" and seasonal employees of Canterbury Park. The Canterbury Park property, as pointed out in the applicant's statement, currently contains seasonal housing in the stable area for about 400 people. However, about 850 horsemen and seasonal workers work in the stable area. In the past, the excess horsemen and seasonal workers have relied upon short -term, off -site rental housing. For several years, finding such housing has apparently become increasingly difficult. As a result, Canterbury Park is requesting an amendment to the PUD that would allow the establishment of RV parking areas in 2 phases. Phase 1 would consist of 47 spaces located on about 3.8 acres adjacent to the stable area on the southwest side of the current stable area. Phase 2 would consist of up to 100 spaces located on the south side of e Avenue, and adjacent to the site of Choice Electric. Neither of the proposed phases are immediately adjacent to residential areas, however, the applicant has submitted a landscape plan for the Phase 2 site, a copy of which accompanies this report. Staff has received a number of calls from residents of the nearby residential neighborhoods expressing either concern or opposition to the proposed amendment. Staff expects that the Commission may receive a significant amount of public testimony from residents of those areas. 6. The Commission may recommend to the City Council the approval of the requested amendment to PUD Overlay No. 3 with conditions recommended by staff, • The RV parking sites shall be developed in accordance with the plans submitted with the July 26, 2001 application. • Use of the RV areas shall be limited to use by RVs with bath facilities, and shall not be used for tents or manufactured housing. • The project shall comply with the requirements of the "Shakopee Fire Prevention Bureau" as outlined in the attached comments from the City's Fire Inspector. • Use of the RV sites shall not be year round. 7. The Commission may recommend to the City Council the approval of the requested amendment to PUD Overlay No. 3 with revised conditions. 8. The Commission may recommend denial of the request. 9. The Commission may continue the public hearing for additional information. 10. The Commission may close the public hearing, but table the request for additional information. Offer a motion consistent with the Commission's wishes. R. Michael Leek Community Development Director rd September 26, 2001 Mr. Michael Leek Community Development Director City of Shakopee 129 South Holmes Street Shakopee, MN 55379 82 00, Re: Request by Canterbury Park Holding Corporation for Amendment to Plan Unit Development Overlay Zone Number 3 for Canterbury Park Dear Mr. Leek: Canterbury Park Holding Corporation submitted an Application to the City of Shakopee to amend its Plan Unit Development Overlay Zone Number 3 for Canterbury Park. The purpose of the Application for the amendment was to allow for temporary housing for the jockeys via RV parks, which were proposed to be located in two different locations at Canterbury Park. The first phase was proposed to be located on a triangular shaped parcel of real estate consisting of approximately 3.8 acres, located southwesterly of the Canterbury Park barns. The second phase proposed was additional RV parking located on 2 acres on the north side of Canterbury Park adjacent to Fourth Avenue, next to Choice Electric and across from Scherer Bros. Lumber Yard. Please accept this letter as Canterbury Park Holding Corporation's formal request to withdraw its request for amendment of Planned Unit Development Overlay Zone Number 3 relating to the second phase being proposed for additional RV parking. Canterbury Park would like to proceed with its Application as to phase one and have a determination made by Shakopee Planning Commission. If you have any questions with respect to this withdrawal, please feel free to contact me at 952- 496 -6429. I have enclosed a copy of the letter sent to our neighbors inviting them to an informational meeting at Canterbury Park on October 1, 2001. Please feel free to attend if you are available and pass on the invitation to the Mayor, City Council, Planning Commission members and any city staff that may be interested. ncerel , andall pson President and General Manager RDS /jh Enclosure CANTERBURY PARK HOLDING CORPORATION 1100 CANTERBURY ROAD P.O. BOX 508 SHAKOPEE. MINNESOTA 55379 TELEPHONE 952 -445 -7223 FAX 952 - 496-6400 WWW. CANTER BURYPARK.COM r x September 25, 2001 Dear Canterbury Park Neighbor, As you may be aware, Canterbury Park has submitted an application to the Shakopee Planning Commission to amend our Planned Unit Development Zoning. The purpose of this application for amendment is to allow for the development of a recreational vehicle parking area with electric, sewer and water hook -ups to provide for additional on -site temporary housing. This area would be used in the summer for jockeys and horsemen who are currently having a difficult time finding short-term housing in the area. The facility would also be used in the spring and fall to provide overnight accommodations for vendors of the various events we are conducting such as our craft shows. It is our intent to create a well -run, safe, clean and responsible operation. Our initial request included two locations. Phase I, which we hope to have available for the 2002 live racing season, would include spaces for 47 recreational vehicles and would be located adjacent to our barn area. As part of this development plan, we have proposed a plan to the City of Shakopee stating that we would include appropriate screening from 12th Avenue through the use of berms, trees and other landscaping. Phase H was to have allowed for an additional 100 parking spaces north of our parking lot, which we anticipated could be added at some point in the future if the demand and economics warranted the expansion. For a number of reasons, including the concerns of some of our residential neighbors, we have amended our application to eliminate any plans for a Phase II development in the future. Although a public hearing at the Shakopee City Council is slated for the evening of October 4, we would like to extend this invitation to join us on Monday, October 1, from 5:00 PM to 7:00 PM, to meet with my staff and me on a one -to -one basis. We will be doing an informal explanation and a question and answer session around 6:00 PM. This get - together will allow us an opportunity to share our plans and answer your questions regarding our proposal. If you have any questions regarding the application for amendment, we hope you will join us for the session. If you are unable to attend the meeting but would like more information, please contact Mark Erickson, our Vice President of Facilities, at (952) 496 -6434. Mark would be happy to send you additional information and answer any questions you may have. Thank you, i Randall on President and General Manager CANTERBURY PARK HOLDING CORPORATION 1 100 CANTERBURY ROAD P.O. BOX 508 SHAKOPEE, MINNESOTA 55379 TELEPHONE 952- 445 -7223 FAX 952 - 496 -6400 WWW. CANTER BURYPARK -COM Canterbury Park is requesting a change to our PUD to allow the establishment of 47 RV parking spaces in our Stable area (see attached site map). There is a strong need for additional temporary housing for race track professionals. The property currently contains seasonal housing in dormitories in the stable (backside) area for about 400 people. However we have approximately 850 racing professionals who compete for housing. For the past several years it has become very difficult if not impossible to find short term housing, five months or less, in the Twin Cities and suburbs. Many of our professional horsemen, jockey's and racing officials reserve housing a year in advance. With Canterbury's increased purse structure due to the success of the Card Club we have many new horsemen coming to our facility. Although 47 spots will not take care of everyone it will help dramatically with recruitment of horses, owners, jockey's and racing officials. In addition the site would be used during some special events such as the Spring & Fall Craft Show, which are weekend shows. • Number of Units: 47 • Site: Southwest of the Canterbury Stable area, consisting of 3.8 acres Improvements: Berms, Trees, Fencing, Shrubs as detailed on site plan • Dates of Operation: Mid--March to - November / Primarily Summer • ' Sewer, Water & Electric to be provided to each site • Security to be provided by Canterbury Park Security Department • Entrance to site from 12' Ave. Due to the fact that this RV park would not be operational during the school year there would not be a demand on the school systems. We do not believe that an additional burden would be put on the Police or Fire Departments. We have adequate roads and parking for the addition of this area. We feel this seasonal RV park would enhance our facility for our racing department and does not pose a problem for any of our neighbors. CANTERBURY PARK HOLDING CORPORATION 1 100 CANTERBURY ROAD P.O. BON 508 SHAKOPEE, MINNESOTA 55379 TELEPHONE 952 -445 -7223 FAX 952-496 -6400 WWW_C.ANTEP.BURYPARK.COM Mark Erickson Oct 1, 2001 General rules Sites must be kept neat. 10 mph speed limit No tents or tent campers, all units must have bathroom facilities. All pets must be leashed at all times_ All pets must be kept inside the RV at night. All units must be licensed RV's and be road worthy. RV's cannot be left in the RV Park after the season. All garbage must be in garbage cans. All garbage cans must be dumped weekly All propane tanks must be secured All waterlines must be NSF No open fires. No freestanding clothes lines 2 cars per Children must be supervised Quite hours l 1pm to lam All guests must sign in with Attendant. September 25, 2001 Dear Canterbury Park Neighbor, As you may be aware, Canterbury Park has submitted an application to the Shakopee Planning Commission to amend our Planned Unit Development Zoning. The purpose of this application for amendment is to allow for the development of a recreational vehicle parking area with electric, sewer and water hook -ups to provide for additional on -site temporary housing. This area would be used in the summer for jockeys and horsemen who are currently having a difficult time finding short-term housing in the area. The facility would also be used in the spring and fall to provide overnight accommodations for vendors of the various events we are conducting such as our craft shows. It is our intent to create a well-run, safe, clean and responsible operation. Our initial request included two locations. Phase I, which we hope to have available for the 2002 live racing season, would include spaces for 47 recreational vehicles and would be located adj4cent to our bam area. As part of this development plan, we have proposed a plan to the City of Shakopee stating that we would include appropriate screening from 12th Avenue through the use of berms, trees and other landscaping. Phase II was to have allowed for an additional 100 parking spaces north of our parking lot, which we anticipated could be added at some point in the future if the demand and economics warranted the expansion. For a number of reasons, including the concerns of some of our residential neighbors, we have amended our application to eliminate any plans for a Phase II development in the future. Although a public hearing at the Shakopee City Council is slated for the evening of October 4, we would like to extend this invitation to join us on Monday, October 1, from 5:00 PM to 7:00 PM, to meet with my staff and me on a one -to -one basis. We will be doing an informal explanation and a question and answer session around 6:00 PM. This get - together will allow us an opportunity to share our plans and answer your questions regarding our proposal. If you have any questions regarding the application for amendment, we hope you will join us for the session. If you are unable to attend the meeting but would like more information, please contact Mark Erickson, our Vice President of Facilities, at (952) 496 -6434. Mark would be happy to send you additional information and answer any questions you may have. Thank you, r Randall 7on President and General Manager CANTERBURY PARK HOLDING CORPORATION 1 100 CANTERBURY ROAD P.O. BOX 508 SHAKOPEE. MINNESOTA 55379 TELEPHONE 952-445 -7223 FAX 952-496 -6400 WWW.CANTERBURYPARK.COM September 26, 2001 Mr. Michael Leek Community Development Director City of Shakopee 129 South Holmes Street Shakopee, MN 55379 Re: Request by Canterbury Park Holding Corporation for Amendment to Plan Unit Development Overlay Zone Number 3 for Canterbury Park Dear Mr. Leek: Canterbury Park Holding Corporation submitted an Application to the City of Shakopee to amend its Plan Unit Development Overlay Zone Number 3 for Canterbury Park. The purpose of the Application for the amendment was to allow for temporary housing for the jockeys via RV parks, which were proposed to be located in two different locations at Canterbury Park. The first phase was proposed to be located on a triangular shaped parcel of real estate consisting of approximately 3.8 acres, located southwesterly of the Canterbury Park barns. The second phase proposed was additional RV parking located on 2 acres on the north side of Canterbury Park adjacent to Fourth Avenue, next to Choice Electric and across from Scherer Bros. Lumber Yard. Please accept this letter as Canterbury Park Holding Corporation's formal request to withdraw its request for of Planned Unit Development Overlay Zone Number 3 relating to the second phase being proposed for additional RV parking. Canterbury Park would like to proceed with its Application as to phase one and have a determination made by Shakopee Planning Commission. If you have any questions with respect to this withdrawal, please feel free to contact me at 952- 496 -6429. I have enclosed a copy of the letter sent to our neighbors inviting them to an informational meeting at Canterbury Park on October 1, 2001. Please feel free to attend if you are available and pass on the invitation to the Mayor, City Council, Planning Commission members and any city staff that may be interested. cerely, L andall pson President andGeneral Manager RDS /jh Enclosure CANTERBURY PARK HOLDING CORPORATION 1 100 CANTERBURY ROAD P.O. BOX 508 SHA.KOPEE, MINNESOTA 55379 TELEPHONE 952-445 -7223 FAX 952-496 -6 , 100 WWW.CANTERBURYPARK.COM §11.42 SEC. 11.42. MAJOR RECREATION ZONE (R). Subd. 1, Purpose. The purpose of the major recreation zone is to create a high quality environment for large amusement and recreation attractions with a regional draw, with a high degree of land use compatibility and street efficiency. It is further the intent of the zone to protect existing landscape features, to preserve open space, to sensitively integrate development with the natural Landscape, and to require the planning of entire land ownerships as a unit rather than permit piecemeal or scattered small developments. Subd. 2, Permitted Uses, Within the major recreation zone, no structure or land shall be used except for one (1) or more of the following uses: A. - public recreation; B. restaurants, class l; C. public buildings; D_ utility services; or E. single and mixed use developments which comply with Section 11.50, and have received approval from the City Council (Ord. 563, November 25, 1999) ' Subd. 3. Conditional or Planned Unit Development Uses. Within the major recreation zone, no -structure or land shall be used for the following uses except by conditional use permit or planned unit development: A. commercial recreation, major or minor. B. restaurants, class 11; C. hotels, motels and conference centers; D. horse care uses including boarding, training, showing, grooming and veterinary clinic facilities; E. retail uses and entertainment facilities; F. administrative, executive, and professional offices; G. health and athletic facilities; H. private lodges and clubs; 1. uses having a drive -up or drive - through window - J. utility service structures; K. day care facilities; page reused in 1999 1195 ff;� l E- THIS PAGE REPLACES PAGES 14,15, AND 16 OF THE PLANS IN THE INFORINIATIONAL APPLICANT SUBMITTED BY THE DATED APRIL 25,1995 AND ALL EXHIBITS AND 1. Class A licensed horse racetrack which includes -customary accessory uses, activities and facilities. 2. Class B licensed horse racetrack which includes customary accessory uses, activities and facilities. 3. Simulcast racing, which includes customary accessory uses, activities and facilities. 4. Commercial recreation which is defined as structures and open space designed, constructed and operated by private enterprise for recreation purposes and open tot he general public. 5. Employee housing and dormitories presently existing in the backside. 6. Retail sales. 7. Theater, dance, and other entertainment. 8. Convention center, shows, conference center. 9. Circuses.'camivais. 10_ Firewocks- 11. Temporary teats and structures. 12. Motorized vehicle events_ 13. Class II restaurants including sale of alcoholic beverages with appropriate City liquor license. 14. Health and athletic facilities_ 15. Horse care uses including boarding, training, showin, grooming and veterinary clinic facilities. 16. Interior and exterior commercial storage of boats and recreational vehicles. 17. Existing, structures and physical improvements. 18. Off street parking as presently located to be used as needed for all of above uses. 19. Uses similar in nature to the above. 20. Administrative, executive and professional ofrtces related to the above uses. ZI. Multiple builtiin._s per lot. 22. Except as provided herein, all uses of the site shall be in compliance with all federal, state and city regulations including, but not limited to health and environmental code requirements. 23. Concerts and live music only if incidental to items 1, 2, 3, 4 or 8 of the permitted uses. 24. Outdoor events (concern and live music) not incidental to items 1, 2, 3, 4 or 8 with actual attendance over 10,000 shall be limited to five (5) per year. Additional events shall be allowed or denied by the City Council bases on the following criteria: I _ Substantiated noise complaints from previous events, or 2. Nuisance concerns, or 3. An adverse recommendation by the Police Chief, or 4. Health, safety or welfare concerns. (i_`planning adnun 14 1316-duc) April 25, 1995 Page 17 We specifically understand that we could not build an amphitheater (as was proposed by our predecessors in title) without prior zoning approval from the City. 2. Indoor and Outdoor Storage of Equipment. Like any larger entertainment complex, we use some trucks, periodically a payloader, tractors, etc. to maintain the grounds. We also have track grooming equipment and the starting gate used for the horses in each race. These pieces of equipment are stored outside, at or near the racetrack surface, or maintenance building. Our trainers also use horse trailers, sometimes on a daily basis, and they are parked in the parking lots and between the stables in the backside. 3. Commercial storage of boats and recreational vehicles. interior and exterior. This use was previously approved by the City for the subject property. The boats and vehicles would be stored in the harness paddock building, stable buildings, and 'between the stable buildings on the backside. 4. Banners and signs on the exterior of the grandstand. We believe the intent of the City's Sign Ordinance is to require permits for signs and banners which can be readily - seen from off of a site. We understand that decoration banners on the side of the grandstand and direction and informational signs on the grandstand and other buildings do not require sign permits. In the past, no permits were required. 5, uses similar in nature to above. At the Planning Commission meeting, a question was raised as to what was meant as to the above. In zoning law, there is a general zoning principle that since not all uses can be specified under a general use listed as a permitted or conditional use because then the zoning code would be prohibitively long, zoning codes are therefore drafted to use general use descriptions. Those general use descriptions are deemed to include related similar uses which people of common sense would include thereunder by implication. For example, health and athletic facilities are listed under Section E of Section 11.42, Subd. 3 of the zoning ordinance. If such a use is approved in this case for the use of the employees who live and work on site, we believe `that included in such use as "uses similar in nature" would be baseball, touch football, frisbee throwing, basketball hoops, etc. However, we could not have the Vikings or Twins operate there in lieu of at the Metrodome without first obtaining the appropriate amendment to the PUD. We believe the Planning Commission agreed with this concept and in fact did not want to try and list every possible sub use for each general category of use requested for approval. The Planning Commission and staff noted that if these similar uses meet the performance standards for the use district (e.g. noise, glare, etc.) then those similar uses should be deemed to be included in the above general categories of uses. We agree that not only is that good policy but it is also how other cities interpret such use categories. In discussions with City staff, we suggested that we would each year provide a list of any such similar uses which we proposed to conduct which were not clearly stated as otsn__o7934s lr�As N April 25, 1995 Page 19 1. changes in building location or size which do not affect more than 10% of the site and/or floor space, not to exceed 10,000 square feet; 2. changes in landscaping, streets, parking, driveways, or site improvements which do not affect more than 10% of the site area, not to exceed 10,000 square feet; or 3. changes in dwelling units which do not result in the number of housing units changing by more than 10%. VI. Benefits to the City Although not part of the analysis under the City's ordinances, we thought it may be beneficial to highlight some of the past and future benefits to the City of a successful Canterbury Park: a) Real Estate Taxes b) Admission tax to City C) Admission tax to County d) Employment e) Purchase of goods and services in the City by Canterbury Park. f) Purchase of goods and services in the City by patrons and employees of Canterbury Park- a) Support of tourist industry. h) Public service for local groups and charities. VII. Summary We look forward to meeting with you to discuss any additional questions you may have. We ask that you approve the uses as listed in Section V above (which are described in some cases in more_ detail - where.. relevant in Section IV above). In the interim, if you have any questions, please call me or Bruce Maikerson at 334 -2695. cc: Bruce Malkerson, Attorney for Canterbury Park Holding Corporation ,takopee Prevention Bureau ,View roject Manager. R_ Michael Leek From: Tom Pitschneider Date: 08/09/2001 Request: CUP Amendment for RV Parks at Canterbury Park Comments and Conditions 1. Comply with Shakopee Fire Prevention Bureau Policies and NFPA 1194 Standard for Recreational Vehicle Parks and Campgrounds 2. Water main placement shall be based on Shakopee Public Utilities requirements. 3. Fire apparatus access roads shall be provided in accordance with Minnesota Uniform Fire Code Section 902. 4. Provide emergency vehicle access to site during construction. Access to be approved by the Shakopee Fire Inspector. 5. Street signage shall be approved by the Shakopee Fire Prevention Bureau. 6. Property address series signs shall be posted at driveway and/or access road entrances. (ie: 1542 —1665 or 1492 —1544 even) 7. Each recreational vehicle parked at the site shall be equipped with a minimum 1A 56C fire extinguisher. 8. Each recreational vehicle parked at the site shall be equipped with a working smoke detector. 9. Additional fire extinguishers with a minimum rating of 2A 20BC shall be located as approved by the Shakopee Fire Inspector. 10. All recreational park staff shall be trained in the use of afire extinguishers and shall be aware of their duties should there be an emergency situation. 11. A written evacuation plan shall be provided to the Shakopee Fire Prevention Bureau. 12. Recreational fires will not be permitted. 13. Gas, charcoal and electric grills shall not be used within ten (10) feet of any recreational vehicle or structure. 14. Emergency information shall be posted. This shall include, but not be limited to: a. Fire Department emergency and business phone number. b. Police Department emergency and business phone number. c. Campground emergency and business_ phone number. d. Location of nearest public telephone. ' • &I og le I � � � o I'' �� �� � � � ..- a� a-+ l9 C7 U r4 N (n N N N C7 C7 C7 a) C O C ' C G LCLi l0 2 O hb RJ C f/J GJ 'j Y L e. U a i2 co r �. �. N ? cp m +b ca v * L` to L •N C '— t9 C7 CL to h L- 2 C'1 t7 t� F° i= S CL N . R Fj m (m) avow manami.ays 1p T oil HvoaNYN3HS F NOV. 19. 2001 4:42FM r.ANTERcuRY PARK W. !87 P. November 19, 2001 R Michael Leek Shakopee City Planner 129 Holmes Street Shakopee, NLN 55379 Dear Michael, The purpose of this letter is to withdraw the request for an amendment to our Planned Unit Development to allow for temporary housing via an RV Park on Canterbury Park property. After further study and review of the issue, we have come to the conclusion that the project would not be economically viable with the restrictions reeonunended by the Shakopee Planning Commission at its October meeting. In addition, with the time that has lapsed in Pursuing City Council approval due to our being unavailable for the last two meetings, the project could not be completed for the 2002 live racing season. Thus, we respectfully request that the item be removed from the City Council's November 20, 2002 agenda. We may resubmit a similar Planned Unit Devclop=nt amendment at some future date, but do not currently have a timetable to revisit this issue. I apologise for any inconvenience the late notice of this withdrawal =Y cause. Thank you for your assistance in this matter and I look forward to working with the City Council and staff on this and other matters related to Canterbury Park in the future. cerely, Randa Wazer Gencr Presid RDS /mg CANTE3R13URY PARK HOLDING CORPORATION 1 100 CANTERBURY ROAD P_d. BOX SOB SHAKOPEE, MINNESOTA 55379 TSLEPHONE 952-445 - 72 23 FAX 95a-496 -S400 WWW.CANTERSUPYPARK.COM CITY OF SHAKOPEE Memorandum C TO: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Request to Authorize Distribution of Request for Proposal for Transit Services for the City of Shakopee MEETING DATE: November 20, 2001 Because it has been several years since the City has sought requests for proposal for transit services, staff is suggesting that the City seek proposals for 3 services; • Dial A Ride • Express Service • Dial A Ride focused on serving schools and day care. Staff proposes to send the RFP to other public transit providers (e.g. MVTA, Scott County Transit, Southwest Metro Transit) as well as private providers (e.g. Laidlaw, Schmitty's, A.C. Transportation). Once proposals are received and evaluated, they will be reviewed with the Transit Commission and City Council. 1. Authorize the appropriate city officials to distribute a request for proposal for transit services. 2. Do not authorize distribution of the request for proposal for transit services. 3 _ Table the request for additional information. '• 1 1 1 1 / 1 1 1• 1 At its meeting of September 25, 2001 the Transit Commission recommended to the City Council that it authorize distribution of a request for proposal for transit services. F_Tsffl 1 ► 1 X0111 Authorize the appropriate city officials to distribute a request for proposal for transit services. R. Michael Leek Community Development Director g: \Cc\2001 \1120\rfptransitsvcs. doc ' ' Released: November 23, 2001 Pre - Proposal Conference: December 12, 2001 Proposal Due Date: December 21, 2001 With questions or comments, please contact: R. Michael Leek Community Development Director City of Shakopee 129 S. Holmes Street. Shakopee, MN 55379 Office 952.233 -3800 Fax 952.233 -3801 E -mail. mleek@ci. shakopee. mn. us 1 yNNT The City of Shakopee, Minnesota is seeking proposals from qualified proposers to operate a transit service serving residents of the City. Specifically, this service would consist of the following; • Demand Responsive Bus Service within the Shakopee City Limits (i.e. Dial -A- Ride); • Express or commuter bus service connecting the city's park and ride site at the intersection of STH 169 and CSAH 83 with one or more of the southwest Metropolitan Area transit hubs (eg. Burnsville Transit Hub, Southwest Station, etc.) • Demand Responsive or fixed route service to provide transportation to and from pre - school programs within the City. The City of Shakopee will seek to contract with the most responsive proposer(s) to operate the service. Oversight of the contractor(s) and monitoring performance of same with be the responsibility of the City of Shakopee. City staff will have the lead responsibility for service planning, contractor performance monitoring, and marketing. 1.3 EXCLUSIVE VEHICLE USE: The vehicles for this service are to be dedicated for this contracted service only_ The Contractor(s) will be prohibited from using the vehicles in contracts with other public or private services including one time only charter services, without the express written permission of the assigned project administrator from the City of Shakopee. The following is a general outline of the responsibilities of the Contractor(s) for the provision of service for the City of Shakopee: 1. Provide off - street storage for vehicles. 2. Provide a vehicle maintenance plan for the fleet, stipulating in -house maintenance facility or sub - contract vehicle maintenance facility (ies)_ 3- Hire, train, and supervise all necessary personnel including, but not limited to drivers, mechanics, schedulers, dispatchers, office staff, and project manager to provide the prescribed service levels. 4. Operate and schedule vehicles and personnel. 5. Maintain equipment and vehicles. 6. Receive and respond to all customer complaints related to the operation of the service. 2 7. Develop methods to maximize service effectiveness and efficiency. 8. Distribute marketing materials provided by the City to designated sites with the contracted service area. 9. Prepare and provide to the City monthly operational and financial reports. Prepare and provide related performance reports upon request by the City. SECTION U PROPOSAL PREPARATION: EXAMINATION PROPOSAL DOCUMENT] By submitting a proposal, the proposer(s) represents that it has thoroughly examined and become familiar with the work required under this RFP, and that it is capable of performing quality work to achieve the City of Shakopee's objectives. 14 i 11341 we G Questions or requests for clarification regarding this RFP must be put into writing, and be received by the City of Shakopee no later that 5:00 p.m. CST, December 21, 2001. Inquiries received after this time and date will not be accepted by the City. Written correspondence should be addressed to R. Michael Leek at the address on the cover page of this document. Any changes to this RFP will be made by written addendum only, and will be distributed to all recipients of the original RFP document. Providers must include the following in proposals to be submitted to the City; 1. Statement of ability to comply with federal drug policy and NTD reporting requirements, and to provide the City with monthly reports related to the above that comply with formats used by the Metropolitan Council for said reporting. 2. Statement of assurance of the proposer's ability to have the City included as a named - insured for purposes of liability coverage. 3. Description of the proposer's current dispatch capabilities and /or capabilities that would have to be developed to provide the service(s) offered by the proposer. 4. Description of the proposer's complaint handling and resolution procedures. 1 1 I' 1 The City's dial -a -ride is a demand responsive service that operates Monday -Friday from about 6:30 a.m. until 6:00 p.m. Service is not currently offered on Saturday, but the ability to operate on Saturday would be desirable. The City's service currently uses three (3) buses owned by the City of Shakopee which were purchased with Metropolitan Council funds, and which are a part of the regional fleet. The current number of buses is insufficient to meet any increased demand, and proposers may have to have the ability to lease their own vehicles to the City for expanded service until such time as funds are secured to acquire additional buses. The site of the City's first park and ride was chosen to develop the capacity to schedule two (2) commuter /express shuttle runs in the morning and afternoon for residents wishing to commute to work and connect to other transit providers and their hubs. The City does not currently have buses to devote to this service, and the proposer will need to have the ability to dedicate its own buses to the service pending the acquisition of regional funds for additional buses. Historically, the City has had a relatively large number of riders who are pre- school age. While this has been a service valued by a number of residents, it has resulted in other residents being denied rides. In addition, these young riders pose special safety and supervision concerns. The City hopes to work with a provider, the pre - school and daycare communities to develop a service that would fill the same needs, but more adequately address these concerns. as - IRARKO " November 23, 2001 - Disseminate RFP. December 21, 2001 - Deadline for submitting proposal(s). First week of January 2001- Interviews with proposers. First Council Meeting in February - Recommendation to City Council. Proposals will be evaluated by a review committee. The review committee will interview and select the best candidate(s) for the requested services. The review committee will be provided with copies of all proposals received and will individually review and rank each proposal according to criteria mentioned above. The City reserves the right to reject any and all proposals and to waive minor irregularities. The rd 117:7:1 M I City further reserves the right to seek new proposals when such a procedure is reasonably in the best interest of the City to do so. • I ! ! 11 1 00 110 1 R 53 1 No oral interpretations will be made to any proposer as to the meaning of this solicitation document. Any oral communication or interpretation made to a proposer is not binding on the City of Shakopee. Whenever the City may change, revise, increase, or otherwise modify the requirements of the RFP, the City shall issue a written addendum to the RFP. In determining which firms /entities to notify, the City shall consider the stage in the procurement process at which the change occurs as follows: A. Addenda will be sent to all firms /entities that have received the REP. B. If the deadline for receipt of proposals has passed, but proposals have not yet been evaluated, addenda will be sent only to proposers responding to the RFP. C. If proposals have been evaluated and rated, only those proposals rated as competitive will be sent addenda. D_ If a change is so substantial as to warrant substantial revision of the RFP, the City may cancel the original RFP, and issue a new one. The new RFP will be issued to all firms originally solicited, and to any firms added to the original list. The City will destroy original proposals- I I b 11 1, 11, The City of Shakopee will not be responsible for any errors in a proposal. Proposers will not be allowed to alter proposals after submission, except as specifically permitted herein. Proposers are liable for all errors or omissions contained in their proposals. Unless specifically noted as an "exception," deviations from the Scope of Work will not be accepted, and the requirements of the RFP will prevail. The City will consider all the material submitted by Proposers and other evidence the City may obtain to determine whether the proposer is capable and has a history of successfully completing comtracts of the type that would result from this RFP. The following evaluation criteria is designed to allow the proposer to understand the Primary areas to be considered in the evaluation, and to demonstrate the proposer's ability, capacity and skills to perform the contract within the time specified. I. Start -up Plan (10 %) A. Hiring time lines, specific functions of staff hired. B_ Estimated completion dates of important tasks. C. Identification of materials and equipment to be purchased. IL Facilities and Equipment (S%) A. Location of the facility; suitability to meet the requirements of contracted operations. B. Capacity of facility to store and maintain equipment. III. Vehicle and Fleet Management (10%) A. Vehicle procurement: 1. adherence to format, conditions, and requirements of the vehicle specifications. B. Vehicle Maintenance 1. Written maintenance procedures and ability to ensure compliance with procedures. 2. Ability to provide vehicle maintenance and record keeping. 3. Ability to provide timely and cost - effective repairs. 4. Plan to keep vehicles clean inside and outside on a daily basis. IV. Project Management, Operations, and Administration (30 9 1 o) A. Proposed organizational and operational structure for this project, including any subcontractors B. Description of staff responsibilities C. Established personnel practices and employee relations. 1. Turnover Ratio. 2. Affirmative Action policies and practices 3. Full- time /part-time driver ratio. 4. Hiring practices, procedures, and pre - screening. D. Demonstrated understanding of the required work and services. E. Commitment to meet service quality and productivity standards designated for the service. F. Licensing, or the ability to obtain licensing to provide transportation services. G. Adequate insurance coverage, or the documented ability to secure such coverage. H. Established and effective record keeping and accounting practices. I. Complaint resolution process, and complaint resolution tracking and reporting. J. Proposed procedures for collecting and accounting of fares. K. Risk management practices. L. Accident and safety record. M. Behind the wheel training curriculum, and experience in training drivers and other transportation staff. V. Qualifications (1 S %) A. Experience and qualifications of key personnel B. List of contracts, and scope of contracts held. C. References from communities /entities served by the proposer(s). D. Experience in the passenger transportation industry. E. Defaults on previous contracts. F. Quality of service under previous contracts (e.g. on -time performance, responsiveness to user complaints /needs) G. Financial resources and stability. VI. Cost of Performing the Required Work (30 %) A. Whether the proposal is cost effective in relation to quantity and quality of the service provided. B. Whether the cost elements are realistice relative to start-up and on -going costs. Proposers shall furnish acceptable evidence of its ability to perform, such as firm commitments by subcontractors and suppliers, and the ability to obtain the necessary personnel when requested by the City. Refusal to provide requested information may cause the proposal to be deemed non - responsive. Candidates will be given the opportunity to discuss in more detail their qualifications, past experience with similar services, billing rates /procedures, reporting procedures.. 1 L' 1. Cover letter: project approach and commitment to work. 2. History of firm and references. 3. List of key personnel expected to work be responsible for the overseeing services provided to the City, including resumes. 4. List and /or description of comparable services the proposer has provided. December 21, 2001 4:30 p.m. Interviews will be arranged immediately following the deadline. Send information to: R. Michael Leek Community Development Director City of Shakopee 129 S. Holmes Street Shakopee, MN 55379 952.233.3800 7 CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorize Feasibility Report for Vierling Drive Trail, from C.R. 79 to Sage Lane DATE: November 20, 2001 INTRODUCTION: Attached is Resolution No. 5616, a resolution ordering a feasibility report to be prepared for the construction of a bituminous trail along Vierling Drive, from C.R. 79 to Sage Lane for Council consideration. BACKGROUND: Included in the draft 2002 Capital Improvement Program (CIP), is a bituminous trail connection along Vierling Drive, from C.R. 79 to Sage Lane. A bituminous trail does exist on the south side of Vierling Drive, from Orchard Park West to Miller Street except for the segment from C.R. 79 to Sage Lane. A feasibility report is proposed to be prepared to study the location of the trail and identify the issues in constructing this trail. Staff believes a survey of the existing right - of -way is necessary in determining the cost and location of the trail. Along this corridor exists several trees, shrubs and fences which may be in the City's right -of -way. Attached to this memo is the CIP project sheet showing the location of the trail and the estimated cost of $70,000.00 to be funded with CIF funds. ALTERNATIVES: 1. Move to approve Resolution No. 5616, a resolution ordering the preparation of a feasibility report for a bituminous trail along Vierling Drive, from C.R. 79 to Sage Lane. 2. Do not approve Resolution No. 5616. 3. Authorize the appropriate City officials to execute an extension agreement with a City consultant to provide consultant services such as surveying for the preparation of the feasibility report for the construction of a bituminous trail along Vierling Drive, from C.R. 79 to Sage Lane. 4. Table for additional information. Staff recommends Alternative No. 1 and No. 3, so that a feasibility report can be prepared on the construction of a bituminous trail along Vierling Drive, fr om C.R. 79 to Sage Lane. ACTION REQUESTED: 1. Offer Resolution No. 5616, A Resolution Ordering the Preparation of a Report on a Bituminous Trail along Vierling Drive, from County Road 79 to Sage Lane and move its adoption. 2. Authorize the appropriate City officials to execute an extension agreement with a City consultant in providing consultant services such as surveying for the preparation of this feasibility report. h I � Bruce Loney Public Works Director Bllpmp MEM5616 i, V O n CPf N O O N N O 0 4 - itncncncnw>M0aM- -400TH m — fir' 0 m`m' 7 j_ r -p- n. n D �' 7cc m � m 3 3 m y D N n d y o m < SN m m m ,-1 O Cn ® TI mm •CDmC CD D� �'m�3��tn n o w r N ° ® ��80� � mm � n�i in , o n co m m m < c Din — - - - - - m m nom mTC c c -• > j m a m 3 - !I - _ -� a 0 7 n' CL N mD.II.aD. -n c " '•S - - _ N O 0 O CJI O cn cn N N -0 C m 9 - v O O Op - - O O O 0 0 O p r s ° N O � _ Q _ O. 7 O c— cnnv v- N• O N tII N O Lo m a) m v m v, o � p T j m �• 0 m � ._ ^. CD '� O CD m o O -4 N L v U _ m m 3 , p cn -a m� m mad 3 3 CD = N r' m (D n _= N Z) O m w 3 m 0 m m o sv 0 =3 < tv co CD __ < CD cD 3 o CD cn � c 0 0 CD N 3 n c= m o O CD O a + N _ ? 3 7 d b O m C ty C N —I CD O .1 Vi -4 O 0 O O B a O i, V O n CPf N O O N N O 0 4 Resolution Ordering The Preparation Of A Report O1 A Bituminous Along 1 g Drive, From County Road 1 1 Sage Lane WHEREAS, it is proposed to improve Vierling Drive, from County Road 79 to Sage Lane by construction of a bituminous trail. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the proposed improvement be referred to Bruce Loney, Public Works Director, for study and that he is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 2001. I Mayor of the City of Shakopee City Clerk SHAKOPEE POLICE DEPARTMENT Memorandum TO: Honorable Mayor and City Council Mark McNeill, City Administrator FROM: Dan Hughes, Chief of Police f SUBJECT: Purchase of Unused Holiday Time DATE: November 9, 2001 e s / 0 C I 0144SENT In accordance with the terms of the existing union contracts, the officers listed on the attached sheet requested that the City buy back - unused holiday time in the amounts indicated. The police officer and sergeants union contracts contain the following provision: "The Employer may, at his\her option, buy back from any employee so requesting in writing by November 1 st of each calendar year any holiday time off earned but not used by the employee by December 31 st of any calendar year." The City has, in the past, not bought back more than 40 hours of holiday time from any individual. This 2001 holiday buy back request is similar to ones that have been approved by Council in previous years. Attached is a list of officers that have submitted requests for the City to buy back unused holiday time. 1 , 0 11 M N ro Staff recommends that the City buy the unused holiday time as requested. Authorize the appropriate City officials to buy back the unused holiday hours from the individuals listed. Name No of USED Hours listed on 10/21/01 Leave Accrual Report. BALANCE No. of Holiday hours you are requesting the City to buy back ARRAS, Jason 48 40 40 BALFANZ, Erron 70 18 18 BISEK, Brad 0 32 32 CONWAY, Matt J. 40 48 40 DELLWO, Chris L. Accured 92 Used 33 59 40 DIAZ- CALLE, Luis E. 56 32 32 GULDEN, Kevin 48 40 40 HORNER, Cody 48 40 40 HUGHES, Dan Carried 12.0 Accrued 92 Used 60 44 40 JOHNSON, Clay 40 48 40 KEGLEY, Jon *Accured 64 Used 10 54 40 LIPINSKI, Lynn 28 60 40 POOLE, Jerry Accured 92 Used 39 53 40 RADDE, Fred *Accured 64 Used 30 34 24 RETTKE, Bridget Carried 8.0 58.50 37.5 37.5 ROBSON, Craig Accrued 92 Used 48 44 40 SCHROT, Molly 38 50 40 TATE, Jeff Accrued 92 Used 58 34 34 TRUTNAU, Angela 30 58 40 TUCCI, Greg 48 40 32 ZAUHAR, Sean *Accured 64 Used 6 hours 58 40 TOTAL 769.5 . CITY OF SHAKOPEE Police Department Memorandum Mayor and City Council Mark McNeill, City Administrator Dan Hughes, Chief of Police bN�l School District Donation November 8, 2001 Council is asked to authorize the Police Department to accept a donation of weight room equipment from the Shakopee Sr. High School :: �ll�.T�111►`I1 The Shakopee Sr. High School has begun to upgrade their equipment in the school's weight room. By doing so they have identified several pieces of equipment that they no longer wish to keep. This equipment is in good condition and would replace some very old equipment that is currently in the Police Departments weight room. The Police Department has identified approximately eight pieces of equipment that it wishes to place in its weight room. Accepting the donation from the Shakopee Sr. High School does not require the expenditure of any funds. ' t 1 The City Council, if they concur, should approve appropriate city officials to accept the donation from the Shakopee Sr. High School. 1 CITY OF SHAKOPEE MEMORANDUM CONSENT To: Mayor and City Council Mark McNeill, City Administrator From: Mark Themig, Facilities and Recreation Director Subject: Hiring of Recreation Supervisor Date: November 15, 2001 INTRODUCTION: The recruitment, interview, and selection process has been completed for the Recreation Supervisor who will coordinate the aquatics program, oversee the operation of the Aquatic Park, and assist with other recreation programs. City Council is asked to authorize the appointment of Travis Karlen to fill this position. BACKGROUND: The Recreation Supervisor position, which is primarily responsible for the aquatics program, became vacant in September. City Council authorized advertising and recruitment for the position at their October 2 meeting. 26 individuals applied for the position, and staff utilized the Scott County Personnel Department to produce a certification list of 12 candidates. Tracy Coenen (Management Assistant), Kristi Organ (Parks and Recreation Director for the City of Waconia), and I interviewed eight candidates from this list. Three candidates were brought back for final interviews. RECOMMENDATION: I am recommending that Travis Karlen be appointed to the position. Mr. Karlen is a graduate of University of Wisonsin- Stevens Point. He has experience coordinating an aquatics program at the Stevens Point YMCA, and is currently the Aquatics Director for the YMCA of Greater St. Paul- Southwest Branch in Eagan. If approved, his starting salary would be Step 1, Grade G of the 2001 Pay Plan ($37,163), with a tentative start date of December 10 2001, pending successfully completion of the required pre - employment physical and background check. As with all new hires, he would be subject to a 12 -month probationary period. ACTION REQUESTED: Move to authorize the appointment of Travis Karlen as Recreation Supervisor, contingent upon successful completion of the pre - employment physical and background check, at a starting salary of $37,163 (Grade G, Step 1) of the 2001 Pay Plan. p ` P CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Approval of Graduate Engineer I's Position DATE: November 20, 2001 INTRODUCTION: Staff is recommending that a Graduate Engineer I position be approved and included in the City's Pay Plan. 1 viol The Engineering Department currently has three staff positions that are unfilled due to staff turnover. Staff has reviewed the job descriptions and positions within the department and would like to have Council consideration for the following: 1. Approve a revised job description for the Assistant City Engineer position. The Assistant City Engineer job description is updated from 1997 and defines the job duties more accurately and clearly. 2. Approve a Graduate Engineer I job description. The Graduate Engineer I position will allow the City to be more attractive to recent engineering graduates. 3. Amend the 2002 Pay Plan to include the Graduate Engineer I position. See attached memo and Resolution from the Payroll/Benefits Coordinator ALTERNATIVES: 1. Approve a motion approving the job descriptions of Assistant City Engineer and Graduate Engineer I. 2. Table action pending further information from staff. 3. Approve a resolution amending the 2002 Non -Union Pay Plan. Staff recommends Alternative No. 1 and No. 3. 1. Approve a motion approving the job descriptions of Assistant City Engineer and Graduate Engineer I. 2. Offer Resolution No. 5618, A Resolution Amending Resolution No. 5600, which adopted the 2002 Pay Schedule for the Officers and Non -Union Employees of the City of Shakopee and move its adoption. Bruce Lone , � k Public Works Director BlJpmp MEM5618 1 City of- Shakopee, Minneso 2002; CLASSIFICATION GRADE LEVELS AND PAY MAXIMUMS (Listed Alphabetically] Classification Titles Grade Levels 2 002 Pay Maximums City Administrator 13 $96 r.4oalw^..�1� F�r%� arcvuG�+. ...s� w...a:...G..�v�..x.%..t.. b� ! % �- �'�`aal .�osv,5...�b� ��;�e.'e.6 ,.,"..irf a. '.�- .le.vm....e..✓vu .zsr .,��a....,.... ,ww�.e n _...uevsw.:... .., Chief of Police 11 $80,900 Community Development Dir. 11 $80,900 Finance Director 11 $80,900 PW Director / Engineer 11 $80,900 Deputy Chief of Police 10 $72,300 Facility / Recreation Director 10 $72 ,300 j z i Assistant City Engineer 9 $65,700 Natural Resources Director 9 $65,700 Assistant Finance Director 8 $59,700 Building Official 8 $59,700 City Clerk 8 $59,700 EDA Coordinator 8 $59,700 MIS Coordinator 8 $59,700 Planner 2 8 $59,700 Police Sergeant 8 # Project Coordinator 8 $59,700 Project Engineer 8 $59,700 Public Works Supervisor 8 $59,700 Asst. to the City Administrator * 7 $54,300 Building Inspector 7 $54,300 7 $54,300 Fire Inspector Payroll / Benefits Coordinator 7 $54,300 Police Officer 7 # Recreation Supervisor 7 $54,300 Technician 4 7 $54,300 / ..wxri,F.v:� RILEY, DETTMANN & KELSEY LLC 1 Classification Title Proposed Grade Level Proposed Pay Maximum Planner 1 6 $49,400 Planner 1 - GIS /CADD 6 $49,400 Technician 3 6 $49,400 Deputy City Clerk * 5 $44,900 Executive Secretary 5 $44,900 Graduate Engineer 1 5 $44,900 Mechanic 5 # City Clerk Secretary 4 $40,800 Engineering Secretary 4 $40,800 Ice Arena Maint. Operator 4 $40,800 Park Lead Worker 4 # Planning Secretary 4 $40,800 Police Records Specialist * 4 $40,800 Police Secretary 4 $40,800 Secretary - Bldg. Inspection 4 $40,800 Secretary - Park / Recreation * 4 $40,800 Senior Accounting Clerk * 4 $40,800 Street Lead Worker 4 # Technician 2 4 $40,800 Accounting Clerk 3 $37,100 Maintenance Worker ` 3 # Office Service Worker 3 $37,100 Records Technician 3 $37,1 Bldg. Maint. Worker - City Hall 2 $33,700 CSO 2 $33,700 Customer Svc. Representative 2 $33,700 Facilities Maintenance Worker 2 $33,700 Building Supervisor 1 $PT Pay Scale Ice Arena Supervisor 1 $PT Pay Scale Receptionist 1 $30,600 * New or reclassified positions ' Classification will be vacated Job content in process of verification. # Union positions are classified but paid at negotiated contract rates. November 2001 RILEY_ DETTMANN & KELSEY LLC 2 Job Description Job Title: Department: Location: Reports To: Accountable To: FLSA Status: Prepared By: Prepared Date: Salary Level: Starting Salary: Graduate Engineer I Engineering City Hall Assistant City Engineer Public Works Director /City Engineer Nonexempt 11/01 Grade 5, $35,900- $44,900/yr $35,900 - $43,100 /yr SUMMARY The Graduate Engineer I responsibilities include performing planning, technical and administrative duties to ensure that public improvements and private developments (residential, commercial, industrial) conform with applicable engineering standards, ordinance requirements, and policy guidelines. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Review preliminary plats, preliminary utility plans, grading plans, final plats, construction plans, drawings, and specifications submitted by consultants, engineers, and developers to determine whether they conform to City comprehensive plans, guidelines, policies, ordinances and engineering standards as assigned. Assist in the monitoring and control of the planning and coordination of public improvement projects. Assist in development of standards and policies for the design/maintenance of the City's public improvements. Remain up -to -date on all specifications, regulations, codes, construction practices and generally accepted engineering standards. Assist in the preparation of preliminary and final engineering plans as directed for various municipal projects with computer -aided design software and drafting techniques. Involves researching field notes, developing survey and legal description information, making layouts, drawing preliminary plans, calculating quantities and estimated costs, and preparing final construction drawings. Perform proj ect inspections to insure compliance with plans and specification. Coordinate with contractors including the preparation of layout and drawings, staking projects, interpreting plans or drawings as necessary, and making notes on the process of the work and materials used. Assist in the development and recommend procedures, policies and ordinances to accomplish objectives of the Engineering Division. Review work of consultants assisting in planning, design and construction activities, right -of -way acquisition, and legal activities and infrastructure management activities. Help ensure engineering information is adequately managed through files, microfilm, record plans and computer systems. Help address and resolve residents, developers and property owners concerns. Assist in the preparation of annual operating budget and five -year capital improvement budget for Engineering and Public Works divisions. Assist in the preparation of assessment rolls and the administration of the assessment process. Assist in implementing engineering activities conducted by the Public Works Division. Perform other duties and responsibilities as apparent or assigned. QUALIFICATIONS 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 A Bachelor of Science degree in Civil Engineering. Proficiency in word processing, spreadsheet, and database softwares is required. Previous experience as a Graduate Engineer and/or construction and surveying experience is desirable. CERTIFICATES, LICENSES, REGISTRATIONS Must possess valid drivers license. Registration as an Engineer in Training (EIT). DESIRABLE SKILLS AND ABILITIES Knowledge of engineering standards, construction techniques, and municipal development procedures and practices. Proficiency in computer -aided design software, pavement management system, Microsoft Power - Point, and a Geographic Information System. Ability to demonstrate completeness, accuracy, and timeliness in plan review, written reports and supporting data. Ability to work independently, making decisions based upon established City policy, standards or requirements. Ability to coordinate with the work of others and to receive direction from supervisor. Ability to communicate clearly and effectively, both orally and in writing. Ability to establish and maintain effective communications with citizens, property owners, developers, consultants, contractors, members of boards, commissioners and task forces, representative of other public agencies, City employees and officials. Ability to manage numerous projects performed by several consultants in coordination with other review /regulatory agencies. 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 stand; walk; sit; use hands to handle objects, tools, or controls; reach with hands and arms; and talk and hear. The employee is occasionally required to lift, climb or balance; stoop, kneel, crouch, or crawl. 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 CONTACTS Frequent contact with contractors, developers, outside agencies, City departments, employees and the general public. Contacts require tact and diplomacy. 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. Work locations(s) may be in controlled environment, but also inclement weather and construction sites, and requires driving. Employee may be required to climb or lift objects at construction site visits. COMMENTS The regular work week as defined by the Personnel Handbook is five eight -hour working days, from 8:00 a.m. to 4:30 p.m., except as otherwise established by the department head in accordance with the custom and needs of the department, such as seasonal development and construction demands. Job Description Job Title: Division: Department: Location: Reports To: FLSA Status: Prepared By: Prepared Date: Salary Level: Starting Salary: Assistant City Engineer Engineering Engineering City Hall Public Works Director /City Engineer Exempt Bruce Loney 10/01 Grade 9, $52,600- $65,700/yr. $52,600 - $63,100 /yr. SUMMARY Performs skilled civil engineering work of moderate to considerable difficulty in the supervision and coordination of all phases of public improvement projects. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Direct the planning, development and implementation of engineering projects including feasibility reports, design, construction, pavement management program, financing and contract administration; serve as project manager on public improvement projects. Assist in supervision of the Engineering Division staff, evaluation assigned personnel, establish and monitor performance reviews; provide staff training; work with assigned employees to correct deficiencies; implement appropriate division procedures. Coordinate and supervise the work of assigned technical staff in the design and construction of engineering projects; ensure field staff is adequately enforcing the City's construction specifications through on -site field inspections and review of inspection reports. Review development plans and proposals, including but not limited to grading and erosion control plans, storm water management plans, construction plans, etc.; provide input and make recommendation to the Public Works Director for approval. Assist in the selection and administration of private consultants' contracts; monitor the utilization of consultants to supplement in -house design work. Prepare or direct the preliminary and final design for public works projects, including sanitary sewers, water main, storm sewer, street and all related facilities or structures; prepare or direct the preparation of plans, specifications, advertisement for bids, contracts, deed, easements and any other contract administration work. Investigate field construction problems and provide direction to the field inspection staff on corrective actions; provide recommendations to the Public Work Director on solutions; resolve conflicts between contractors and field staff. Assist in the preparation of special assessment rolls and other financial data. Manage and implement the City's Pavement Management Program; administer the Municipal State Aid Program and administer the Wetland Conservation Act for the city; develop and recommend program strategies. Manage department computer needs including CAD system while providing computer support to the department. Assist in the preparation of various reports including the five -year capital improvement program, annual budget, departmental reports, and technical reports such as feasibility studies, and state and federal applications and grants. Respond to citizen inquiries and requests regarding engineering projects; research complaints and inquiries regarding problems and the availability of services; determine solutions after consultation with the Public Work Director. Prepare correspondence and reports regarding engineering projects; maintain files and records. Review and revise policies, ordinances, and requirements in order to keep current with industry standards. Make presentations, attend meeting and participate on committees. Provide technical advice and assistance to City department; coordinate activities with other City staff and departments. Keep current on requirements, industry standards and City policies and practices. Performs related duties as required or assigned. SUPERVISORY RESPONSIBILITIES Supervision is exercised over a subordinate technical staff. QUALIFICATIONS 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 Bachelor's Degree from an accredited college or university in civil engineering or related field, and four years progressively responsible skilled civil engineering experience, or any equivalent combination of experience and training which provides the knowledge, skills and abilities to perform the work. CERTIFICATES, LICENSES, REGISTRATIONS Must possess valid Drivers License. The ability to obtain registration as a professional Engineer (PE) in the State of Minnesota with six (6) months after hire is highly desirable. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES Knowledge of the modern principles, practices, methods and techniques of civil engineering as applied development, construction, maintenance of municipal engineering projects and public works facilities, of the laws, ordinances and regulations applicable to municipal engineering; of asphalt pavement maintenance methods, techniques and practices; of pavement management software; of land and engineering survey systems, methods, techniques. Skill in the use of a microcomputer and related software. The ability to perform the following work activities with or without reasonable accommodations: • Perform skilled civil engineering work. • Make complex engineering computations. • Use or direct the use of survey equipment and other equipment common to work performed. • Plan, coordinate, supervise engineering programs and projects. • Plan, organize, supervise, and coordinate the work of assigned staff. • Ensure conformance to construction plans, specifications, codes, and regulations. • Prepare technical reports and related correspondence. • Use a computer and word processing, spreadsheet, & related engineering software. • Commit to professional development opportunities. • Communicate clearly and concisely, verbally and in writing. • Establish and maintain effective working relationships with staff, Council, public & others. • Maintain regular attendance. 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 stand; walk; sit; use hands to handle objects, tools, or controls; reach with hands and arms; and talk and hear. The employee is occasionally required to lift, climb or balance; stoop, kneel, crouch, or crawl. 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 CONTACTS Frequent contact with contractors, developers, outside agencies, City departments, employees and the general public. Contacts require tact and diplomacy. 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. Work locations(s) may be in controlled environment, but also inclement weather and construction sites, and requires driving. Employee may be required to climb or lift objects at construction site visits. Stress level varies from low to very high. • � � � 1 11 '' � � � �1I C1 : 1 �' 1` :1 1 1' .I, . • ' WHEREAS, on October 16, 2001, the City Council of the City of Shakopee, Minnesota, adopted Resolution No. 5600, approving the 2002 Pay Schedule for the officers and non -union employees of the City of Shakopee; and WHEREAS, certain conditions and circumstances have changed within the engineering department, therefore it is necessary to amend the pay plan by adding the Graduate Engineer I classification to Grade Level 5 of the 2002 Classification Grade Levels and Pay Maximums. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the attached Classification Grade Level schedule of the 2002 Pay Plan is hereby amended to include the classification of Graduate Engineer I, Grade 5. Adopted in session of the City of Shakopee, Minnesota, held this: day of 1 2001. Mayor of the City of Shakopee ATTEST: City Clerk ) 5' , cr::� , c �)� CITY OF SHAKOPEE Memorandum T®: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Approval of Graduate Engineer I's Position DATE: November 20, 2001 . M 1g Staff is recommending that a Graduate Engineer I position be approved and included in the City's Pay Plan. The Engineering Department currently has three staff positions that are unfilled due to staff turnover. Staff has reviewed the job descriptions and positions within the department and would like to have Council consideration for the following: 1. Approve a revised job description for the Assistant City Engineer position. The Assistant City Engineer job description is updated from 1997 and defines the job duties more accurately and clearly. 2. Approve a Graduate Engineer I job description. The Graduate Engineer I position will allow the City to be more attractive to recent engineering graduates. 3. Amend the 2002 Pay Plan to include the Graduate Engineer I position. See attached memo and Resolution from the Payroll/Benefits Coordinator 1. Approve a motion approving the job descriptions of Assistant City Engineer and Graduate Engineer I. 2. Table action pending further information from staff. 3. Approve a resolution amending the 2002 Non -Union Pay Plan. Staff recommends Alternative No. 1 and No. 3. 1. Approve a motion approving the job descriptions of Assistant City Engineer and Graduate Engineer I. 2. Offer Resolution No. 5618, A Resolution Amending Resolution No. 5600, which adopted the 2002 Pay Schedule for the Officers and Non -Union Employees of the City of Shakopee and move its adoption. d race Lone Public Works Director BL/pmp MEM5618 • RESOLUTION AMENDING RESOLUTION NO. 5600 WHICH ADOPTED THE 11 SCHEDULE :1 AND ENTLOYEES OF THE p. OP WHEREAS, on October 16, 2001, the City Council of the City of Shakopee, Minnesota, adopted Resolution No. 5600, approving the 2002 Pay Schedule for the officers and non -union employees of the City of Shakopee; and WHEREAS, certain conditions and circumstances have changed within the engineering department, therefore it is necessary to amend the pay plan by adding the Graduate Engineer I classification to Grade Level 5 of the 2002 Classification Grade Levels and Pay Maximums. BE IT RESOLVED BY TBE CITY COUNCIL OF TIE CITY OF SHAKOPEE, MINNESOTA, that the attached Classification Grade Level schedule of the 2002 Pay Plan is hereby amended to include the classification of Graduate Engineer I, Grade 5. Adopted in session of the City of Shakopee, Minnesota, held this day of , 2001. Mayor of the City of Shakopee ATTEST: City Clerk E City of Shakopee, Minnesota 2002 CLASSIFICATCON GRADE LEVELS AND PAY MAXIMUMS rListe' l Alphabetically] Classification Titles Grade Levels 2002 Pay Maximums City Administrator 13 $96,300 Chief of Police 11 $80,900 Community Development Dir. 11 $80,900 Finance Director 11 $80,900 PW Director / Engineer 1 1 $80 � Deputy Chief of Police 10 $72,300 Facility / Recreation Director 10 $72 3�_ Assistant City Engineer 9 $65,700 Natural Resources Director 9 $65,700 Assistant Finance Director 8 $59,700 Building Official 8 $59,700 City Clerk 8 $59,700 EDA Coordinator 8 $59,700 MIS Coordinator 8 $59,700 Planner 2 8 $59,700 Police Sergeant 8 # Project Coordinator 8 $59,700 Project Engineer 8 $59,700 Public Works Supervisor 8 $59,700 Asst. to the City Administrator * 7 $54,300 Building Inspector 7 $54,300 Fire Inspector 7 $54,300 Payroll / Benefits Coordinator 7 $54,300 Police Officer 7 # Recreation Supervisor 7 $54,300 Technician 4 7 $54 RIL EY, ®• EY, DET 1C171.nNN & KELSEY LLC E Classification Title Proposed Grade Level Proposed Pay Maximum Planner 1 6 $49,400 Planner 1 - GIS /CADD 6 $49,400 Technician 3 6 $49,400 "�� ""` "' nom' ":,:' ` Bldg. Maint. Worker - City Hall 2 Deputy City Clerk " 5 $44,900 Executive Secretary 5 $44,900 Graduate Engineer 1 5 $44,900 Mechanic 5 # $33,700 � - r 4i /1.r.'. � �1�� ^` �53 "/f � �a Z �n u ,4 � � °2` i�jr �; %� x, __ �G,.;. - �t �r`v �'�5`:��. � � "''. ��y '� ttx�.a. � � � ., City Clerk Secretary ** 4 $40,800 Engineering Secretary 4 $40,800 Ice Arena Maint. Operator 4 $40,800 Park Lead Worker 4 # Planning Secretary 4 $40,800 Police Records Specialist * 4 $40,800 Police Secretary 4 $40,800 Secretary - Bldg. Inspection 4 $40,800 Secretary - Park / Recreation * 4 $40,800 Senior Accounting Clerk 4 $40,800 Street Lead Worker 4 # Technician 2 4 $40,800 Accounting Clerk 3 $37,100 Maintenance Worker *** 3 # Office Service Worker 3 $37,100 Records Technician 3 $37,100 "�� ""` "' nom' ":,:' ` Bldg. Maint. Worker - City Hall 2 $33,700 CSO 2 $33,700 Customer Svc. Representative 2 $33,700 Facilities Maintenance Worker 2 $33,700 Records Clerk (Office of the City Clk.) * 2 $33,700 � - r 4i /1.r.'. � �1�� ^` �53 "/f � �a Z �n u ,4 � � °2` i�jr �; %� x, __ �G,.;. - �t �r`v �'�5`:��. � � "''. ��y '� ttx�.a. � � � ., . � �s` .a Y. . *i4 Building Supervisor 1 $PT Pay Scale Ice Arena Supervisor 1 $PT Pay Scale Receptionist 1 $30,600 * New or reclassified positions ** Classification will be vacated *** Job content in process of verification. # Union positions are classified but paid at negotiated contract rates. November 2001 RILEY. DETTMANN & KELSEY LLC 2 Job Description Job Title: Graduate Engineer I Department: Engineering Location: City Hall Reports To: Assistant City Engineer Accountable To: Public Works Director /City Engineer FLSA Status: Nonexempt Prepared By: Prepared Date: 11 /01 Salary Level: Grade 5, $35,900- $44,900/yr Starting Salary: $35,900 - $43,100 /yr S Y The Graduate Engineer I responsibilities include performing planning, technical and administrative duties to ensure that public improvements and private developments (residential, commercial, industrial) conform with applicable engineering standards, ordinance requirements, and policy guidelines. ESSENTL4,L DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Review preliminary plats, preliminary utility plans, grading plans, final plats, construction plans, drawings, and specifications submitted by consultants, engineers, and developers to determine whether they conform to City comprehensive plans, guidelines, policies, ordinances and engineering standards as assigned. Assist in the monitoring and control of the planning and coordination of public improvement projects. Assist in development of standards and policies for the design/maintenance of the City's public improvements. Remain up -to -date on all specifications, regulations, codes, construction practices and generally accepted engineering standards. Assist in the preparation of preliminary and final engineering plans as directed for various municipal projects with computer -aided design software and drafting techniques. Involves researching field notes, developing survey and legal description information, making layouts, drawing preliminary plans, calculating quantities and estimated costs, and preparing final construction drawings. Perform project inspections to insure compliance with plans and specification. Coordinate with contractors including the preparation of layout and drawings, staking projects, interpreting plans or drawings as necessary, and making notes on the process of the work and materials used. Assist in the development and recommend procedures, policies and ordinances to accomplish objectives of the Engineering Division. Review work of consultants assisting in planning, design and construction activities, right -of -way acquisition, and legal activities and infrastructure management activities. Help ensure engineering information is adequately managed through files, microfilm, record plans and computer systems. Help address and resolve residents, developers and property owners concerns. Assist in the preparation of annual operating budget and five -year capital improvement budget for Engineering and Public Works divisions. Assist in the preparation of assessment rolls and the administration of the assessment process. Assist in implementing engineering activities conducted by the Public Works Division. Perform other duties and responsibilities as apparent or assigned. QUALIFICATIONS 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 A Bachelor of Science degree in Civil Engineering. Proficiency in word processing, spreadsheet, and database softwares is required. Previous experience as a Graduate Engineer and/or construction and surveying experience is desirable. CERTIFICATES, LICENSES, REGISTRATIONS Must possess valid drivers license. Registration as an Engineer in Training (EIT). DESIRABLE SKILLS AND ABILITIES Knowledge of engineering standards, construction techniques, and municipal development procedures and practices. Proficiency in computer -aided design software, pavement management system, Microsoft Power - Point, and a Geographic Information System. Ability to demonstrate completeness, accuracy, and timeliness in plan review, written reports and supporting data. Ability to work independently, making decisions based upon established City policy, standards or requirements. Ability to coordinate with the work of others and to receive direction from supervisor. Ability to communicate clearly and effectively, both orally and in writing. Ability to establish and maintain effective communications with citizens, property owners, developers, consultants, contractors, members of boards, commissioners and task forces, representative of other public agencies, City employees and officials. Ability to manage numerous projects performed by several consultants in coordination with other review /regulatory agencies. PHYSICAL DENIANDS 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 stand; walk; sit; use hands to handle objects, tools, or controls; reach with hands and arms; and talk and hear. The employee is occasionally required to lift, climb or balance; stoop, kneel, crouch, or crawl. 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 CONTACTS Frequent contact with contractors, developers, outside agencies, City departments, employees and the general public. Contacts require tact and diplomacy. 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. Work locations(s) may be in controlled environment, but also inclement weather and construction sites, and requires driving. Employee may be required to climb or lift objects at construction site visits. COMMENTS The regular work week as defined by the Personnel Handbook is five eight -hour working days, from 8:00 a.m. to 4:30 p.m., except as otherwise established by the department head in accordance with the custom and needs of the department, such as seasonal development and construction demands. Job Description Job Title: Division: Department: Location: Reports To: FLEA Status: Prepared By: Prepared Date: Salary Level: Starting Salary: Assistant City Engineer Engineering Engineering City Hall Public Works Director /City Engineer Exempt Bruce Loney 10 /01 Grade 9, $52,600- $65,700 /yr. $52,600 - $63,100 /yr. SUNEVLARY Performs skilled civil engineering work of moderate to considerable difficulty in the supervision and coordination of all phases of public improvement projects. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Direct the planning, development and implementation of engineering projects including feasibility reports, design, construction, pavement management program, financing and contract administration; serve as project manager on public improvement projects. Assist in supervision of the Engineering Division staff, evaluation assigned personnel, establish and monitor performance reviews; provide staff training; work with assigned employees to correct deficiencies; implement appropriate division procedures. Coordinate and supervise the work of assigned technical staff in the design and construction of engineering projects; ensure field staff is adequately enforcing the City's construction specifications through on -site field inspections and review of inspection reports. Review development plans and proposals, including but not limited to grading and erosion control plans, storm water management plans, construction plans, etc.; provide input and make recommendation to the Public Works Director for approval. Assist in the selection and administration of private consultants' contracts; monitor the utilization of consultants to supplement in -house design work. Prepare or direct the preliminary and final design for public works projects, including sanitary sewers, water main, storm sewer, street and all related facilities or structures; prepare or direct the preparation of plans, specifications, advertisement for bids, contracts, deed, easements and any other contract administration work. Investigate field construction problems and provide direction to the field inspection staff on corrective actions; provide recommendations to the Public Work Director on solutions; resolve conflicts between contractors and field staff Assist in the preparation of special assessment rolls and other financial data. Manage and implement the City's Pavement Management Program; administer the Municipal State Aid Program and administer the Wetland Conservation Act for the city; develop and recommend program strategies. Manage department computer needs including CAD system while providing computer support to the department. Assist in the preparation of various reports including the five -year capital improvement program, annual budget, departmental reports, and technical reports such as feasibility studies, and state and federal applications and grants. Respond to citizen inquiries and requests regarding engineering projects; research complaints and inquiries regarding problems and the availability of services; determine solutions after consultation with the Public Work Director. Prepare correspondence and reports regarding engineering projects; maintain files and records. Review and revise policies, ordinances, and requirements in order to keep current with industry standards. Make presentations, attend meeting and participate on committees. Provide technical advice and assistance to City department; coordinate activities with other City staff and departments. Keep current on requirements, industry standards and City policies and practices. Performs related duties as required or assigned. SUPERVISORY RESPONSIBILITIES Supervision is exercised over a subordinate technical staff. QUALIFICATIONS 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 Bachelor's Degree from an accredited college or university in civil engineering or related field, and four years progressively responsible skilled civil engineering experience, or any equivalent combination of experience and training which provides the knowledge, skills and abilities to perform the work. CERTIFICATES, LICENSES, REGISTRATIONS Must possess valid Drivers License. The ability to obtain registration as a professional Engineer (PE) in the State of Minnesota with six (6) months after hire is highly desirable. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES Knowledge of the modem principles, practices, methods and techniques of civil engineering as applied development, construction, maintenance of municipal engineering projects and public works facilities, of the laws, ordinances and regulations applicable to municipal engineering; of asphalt pavement maintenance methods, techniques and practices; of pavement management software; of land and engineering survey systems, methods, techniques. Skill in the use of a microcomputer and related software. The ability to perform the following work activities with or without reasonable accommodations: • Perform skilled civil engineering work. • Make complex engineering computations. • Use or direct the use of survey equipment and other equipment common to work performed. • Plan, coordinate, supervise engineering programs and projects. • Plan, organize, supervise, and coordinate the work of assigned staff. • Ensure conformance to construction plans, specifications, codes, and regulations. • Prepare technical reports and related correspondence. • Use a computer and word processing, spreadsheet, & related engineering software. • Commit to professional development opportunities. • Communicate clearly and concisely, verbally and in writing. • Establish and maintain effective working relationships with staff, Council, public & others. • Maintain regular attendance. PHYSICAL DENLANDS 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 stand; walk; sit; use hands to handle objects, tools, or controls; reach with hands and arms; and talk and hear. The employee is occasionally required to lift, climb or balance; stoop, kneel, crouch, or crawl. 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 CONTACTS Frequent contact with contractors, developers, outside agencies, City departments, employees and the general public. Contacts require tact and diplomacy. WORK ENVIRONMIENT 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. Work locations(s) may be in controlled environment, but also inclement weather and construction sites, and requires driving. Employee may be required to climb or lift objects at construction site visits. Stress level varies from low to very high. ® i Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk SUBJECT: Resignations from Planning Commission DATE: November 14, 2001 1 '•• •, Council is asked to accept resignations from Planning Commission members, direct staff to advertise to fill vacancies, and authorize Mayor Brekke to appoint an interview committee. MUNKOXI ISANI i The City has received resignations from three members on the Planning Commission: Bill Mars, Terry Joos, and Lori Gillick. I have been advised by Mayor -Elect Mars that he would like to have these positions filled in order that the new members can be seated for the January 3, 2002 Planning Commission meeting. Ads will appear in the Shakopee Valley News on November 15 and 22 asking that applications for appointment to the Planning Commission be submitted by December 6 This will allow for interviews the week of December 10 followed by appointment by the Council on December 18"'. It is recommended that the Mayor be authorized to appoint two individuals to the interview committee along with the City Administrator. RECOMMENDATION: 1. Accept the resignations from Bill Mars and Terry Joos effective December 30, 2001, and from Lori Gillick from the Planning Commission. 2. Authorize staff to advertise to fill the vacancies on the Planning Commission. 3. Authorize the Mayor to make appointments to the interview committee for candidates to fill the three vacancies on the Planning Commission. IAderk\judyVesignations from PC September 7, 2001 Mayor and City Council City of Shakopee 129 South Holmes Street Shakopee, MN 55379 Dear Mayor and Council; L7 p SEp ' J 20 0s It is with regret that I submit my resignation from the Planning Commission/Board of Adjustments and Appeals. While I have enjoyed my time on this board, the current demands of my new business venture have made it difficult to devote the necessary time to the board. I thank you for the opportunity to serve on the board, and look forward to future involvement with the City. 1 ery truly yours, y l on 0 ick November 8, 2001 Mayor ion Brekke City of Shakopee 129 Holmes Street Shakopee, MN 55379 Dear Mayor Brekke: Due to the recent election, I respectfully regret informing you of my resignation from my post on the City of Shakopee Planning Commission, to be effective December 30, 2001. I have appreciated the opportunity to serve on this Commission and Board. it has also been my pleasure to serve the City of Shakopee and its citizens. cc: Mr. Michael Leek, Community Development Director and Fellow Commissioners November 8, 2001 Mayor Jon Brekke City of Shakopee 129 Holmes Street Shakopee, MN 55379 Dear Mayor Brekke: Due to the recent election, I respectfully regret informing you of my resignation from my post on the City of Shakopee Planning Commission, to be effective December 30, 2001. I have appreciated the opportunity to serve on this Commission and Board. It has also been my pleasure to serve the City of Shakopee and its citizens. Best Regards, Terry J2 t? 886 Carriage Circle Shakopee, MN 55379 952-445-2011 cc: Mr. Michael Leek, Community Development Director and Fellow Commissioners N NAWN."M TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: 2002 Employee Health Insurance DATE: November 15, 2001 At its meeting of November 20 the Council will be asked to take action establishing City contribution rates for health insurance for 2002. I_: 1 At the City Council meeting of November 7 I reviewed with the Council quotes that had been received for the renewal of the City's Blue Cross/Blue Shield health plan, and an alternate quote that had been received from Medica. The Council discussed the options, and was told a decision or City funding would need to be made at the November 20 meeting. One option which the City Council discussed was whether a "catastrophic only" plan in which the employee would have to cover 20% of all health costs, was possible. After consulting with the City's insurance agent, it was determined that this would not be a feasible alternative, due to State - imposed restrictions. On November 14 a meeting was held in which employees were invited to attend. Those who could not attend received the attached information the following day that summarized the meeting. As shown, staff identified two Medica plans which compare favorably to the two Blue Cross plans. Without exception, the premiums to be paid for those Medica plans are less costly. Although there are some variations between the plans, we feel that it is comparable coverage. DISCUSSION: It has been the City's history to provide full premium payment for single coverage employees. It appears that Medica is less cost overall, both for the City, and when considering employee contributions. As a further incentive to employees to switch to Medica, the Council could use part of the premium savings to begin to fund a "Post Employment Health Plan" (PEHP), which is a relatively new plan gaining popularity nationwide. It is similar to a deferred compensation plan (employer - funded in this case) which allows employees a source of funding with which to pay health insurance premiums following employment with the City — while it is thought of mostly for retirement, it is also available when employees are between jobs. Overall, as the coverages are comparable, I recommend that the City Council adopt the Medica plans as the base upon which the City would make its insurance contributions. In the previous two years the City provided 100% of single coverage, 88% of two party, and 72.5% of family coverage costs. My discussion with the employees at the informational meeting was that if there are employees that feel the BCBS plans are superior, and that if the majority of the employees wanted to stay with the BCBS plan, they could do so, but the participating employee should need to pay the difference between the Medica premium and the higher BCBS premium. On Thursday, November 15 "Insurance Preference Response" forms were distributed to employees, with the instructions to review the attached written information (for those employees who were not in attendance at the informational meeting), and to note their preference on a ballot -type of form. It is noted that this is merely a "straw poll" and not binding; it is ultimately up to the City Council to make a decision as to the level of insurance funding. �• The results of the "straw poll" will be available at the City Council meeting of November 20 However, unless there is an overwhelming response from the employees to stay with the Blue Cross/Blue Shield plan (and that the employees are then willing to fund the difference out of pocket), the Council will be asked to adopt a resolution which would establish City contribution at the Medica rates. FEIYQMITLI ; 1 The Council should review the information that will be available at the November 20 meeting. It will then be asked to adopt a resolution establishing the City's contribution rates for 2002 employee health insurance. ! r T Mark McNeill City Administrator MM:th Partial Listing of CowEred Services PRESCRIPTION MEDICATIONS RECEIVED AT A PHARMACY MENTAL HEALTH CARE • Outpatient services is Inpatient services SUBSTANCE ABUSE CARE is Outpatient services • Inpatient services DURABLE MEDICAL EQU IPMENT CHIROPRACTIC CARE 70 %.* 70 %. *Limited to 15 visits per member. Der calendar vear. * Coverage is limited to the non - network provider reimbursement amount (as defined in your Certificate of Coverage) after deductible is met. ** If you decide to utilize your Out -of- Network Benefits, you may pay more than you would for In- Network Benefits. The amount you pay could include a percentage coinsurance, a fixed dollar copayment andlor deductible amounts. In addition, if the amount that your non - network provider bills you is more than the non - network provider reimbursement amount (as defined in your Certificate of Coverage), you are responsible for paying the difference, and such difference will not be applied toward the Out -of- Pocket Maximum. NOTE. THIS HEALTHCARE PLAN MAY NOT COVERALL YOUR HEALTHCARE EXPENSES; READ YOUR CONTRACT CAREFULLY TO DETERMINE WHICH EXPENSES ARE COVERED. This is a benefit summary only, and does not outline all of your benefits. When you enroll with Modica Health Plans, you will receive a Certificate of Coverage. If there Is a diserepancybetween information in this summary and your Certificate of Coverage, the Certificate of coverage will take precedents in determining your benefits. Contact Customer Service at 19 521 945-HOBO (MpIsJSL Paul metro area), (952) 992.3190 ( MpIsJSt. Paul metro area members with hearing Impairments), BDo- 952.3455 (outside of MPIsJSt. Paul Matra area), or 900 - 1141.5753 (outside of MpIsJSL Paul metro area members with hearing impairments) for mare Information or answers to specific questions. ut- ot- Networmc uenetmts° These benefits apply when services are provided by non- network providers. When you receive covered services after deductible has been satisfied, Medica Insurance Company PAYS: Up to a 31- daysupply far medications received at a non - network pharmacy. 60 %'Member pays the greater of 40% or a $26 copayment. 70 %.* 70%. *L"nnited to 120 days per member, per calendar year for all inpatient services combined. 70 %.* 70 %'limited to 120 days per member, per calendar year for all inpatient services combined. CAULUOru1eJ nrev LIMITATIONS TO COVERAGE The following is a list of some of the services and supplies that are excluded from coverage. When you enroll, the Certificate of Coverage you receive will provide a more detailed list r exclusions. Please refer to your Certificate of Coverage for specific information about excluded services or supplies. • Cosmetic services. • Reversal of voluntary sterilization, in vitro fertilization, sperm banking, and adoption. • Exams for employment, insurance, administrative proceedings, research or licensure. • Personal convenience items, some non - durable supplies, eyeglasses, contact lenses, hearing aids and. ... related fittings. • A drug, device or medical treatment or procedure that is investigative. • Health services that are not medically necessary. • Custodial supportive care and self -care or self -help training. • Educational classes, programs or seminars. • Services for mental disorders not listed in the most current edition of the Diagnostic and Statistical Manual of Mental Disorders. • Services by persons who are family or of the same legal residence. • Dental procedures, except acr'' related dental. • Services prohibited by law or regulation. • Autopsies. • Injuries that occur while on military duty. • Enteral feedings except to treat PKU. • Services that are the primary responsibility of a different carrier (including but not limited to workers' compensation, auto insurance and employer's liability insurance) shall be subject to coordination of benefits. Travel, transportation or living expenses. • Recreational therapy. • Vocational and job rehabilitation. i 11/09/2001 FRI 14:34 FAX 6129416776 1N r. JA11 tsurix".a 11:45PM FROM CITY OF SHAKOPEE 8522333802 P. 3 i �lP(e &d(.,D �p Z 1 ;i ;rnergerncy CsrM 100% after a $40 copay charge (copay waived if adxairtcd within 24 ho urs). .mbulance 8094 festa $csIth Aced ChemZm rnpaticnt -10090 - 8096 No covarage, oxcept in tbo case of a 1epcodeney Carty Outpatient' -1004 -80% life- tbseatoning eOl aP enry. ProPessioasl -10096 aflec a - 80% 615.00 copay, 1009,', for other authorized services. iepettdetxt Child doge Limit To age 19 full d me stud to agt: 25; tbzougb, the ealeadW=onth of the birthday. re scriptlon Drugs (Gold Net Plan 3) 1009 after a 310,00 copay for drags 4 Day Limit included on the formulary list. 140% 10044 after a510.00 copay after a 515.00 copay for drugs not ou for drugs Included on the the list You pay the bill and file your formulary Est. 100% after a own elai= 5 15,0 0 copay for drugs not au the list. -- � 75 Ie d l cal Supplies sa9n 809 ifetlme Mwdmuttn Per Person Unlimited $2 Million. This is a combined • total For the Fxtea Network and nonparticipating providers_ * Prior authori=rioa is recommended after teen hours for Outpatient Mental Health and after two hours for Outpatient Chemical Dependency. We feature a Iarge network of health care providers Each provider Is an independept eottractor and is not our agent. U there is a discre=pancy between this 5umutary and the Contract, the Contract is considered eorrecr- Customized Benefit Description 01064 Alirraarn Bvratit System 1.5 L0105/99 Blue Crossand'Blue Shield ofbl=" esota Page: 2 e i Choice am lih • Summary of Benefits 11 11 •11 n 0� '� L M t MEWS B "enef Out-of-Network Benefits Partial Listing These benefits a provided apply when services are �Theseliene , s p�anrhe er�cea[ey °;' Covered $ @rVICE S � " M � b non network p rort�p _beorp._RY�_der,Q)or� y providers. Lifetime Maximum Benefit I E AI!Re ._ -+r ,: ;, 1 $1,000,000. Out -of- Pocket Maximum Deductible Member RA„ tend :ea $3,000 per calendar year. Family ��00f) pe'jFaie1� _ r Member Family �5601}pe Ca et�dkacy`ear1},a, , 5AREM.� Does not apply. $500 per calendar year. $1,000 per calendar year. g. l se� '4ti reset core Ke ci a�M� ' R . YS ". . °�_ xc When you receive covered services after deductible has been satisfied, Medica Insurance Comaanv PAYS: PREVENTIVE CARE RECEIVED IN THE PHYSICIAN'S OFFICE OR HOSPITAL • Routine physical exams `1� e etr pp�y�x No coverage. • Immunizations IOq e ctrbt�do@s o ajC� r 70 %.* • X00 °cflo 1 Well child care 70 %.* � . , �ae.` �„ .��� �,.�;�,° �,,, .� • Mammograms �� sq o ~? p 70%.* • Pa smears de�uctd ono` ppl 70 %. P ,.»fir • Routine eye exams Ohe ON t� o o No coverage. shots , d e�oenotTily 70%.* • Allergy SERVICES RECEIVED IN THE PHYSICIAN'S OFFICE ° •Office visits for illness or injury $j� y .�,,� 70% • Lab and x- ray ?b0 a e o Ao', fi 70 %.* • Surgical services "> 70 %. SERVICES RECEIVED IN A HOSPITAL OR SURGICENTER �t • Inpatient hospital „ " ;,r Facility y$A 70 %. * Limited to 120 days per member, per calendar year for all inpatient services combined. s' Physician "� ; ' � : ,,.� ' 70 • Outpatient hospital Facility Physician surgical • Lab & x -ray Facility 70 %.* 70 %. 70 %. 70 %.* $O �� See below. rr . .: See below, ;n See belo 80% after In- Network deductible has been satisfied 70%.* `+001f "�educiib(''does�rrot apply3� 70 Physician , � N - Hospital A * rx at 70 %. * Limited to 120days per member, per p ' r calendar year for all inpatient services t k A � combined. •Postnatal services a; pD�,edediFedoesn ap'r 70 %. *Coverage is limited to the non - network provider reimbursement amount (as defined in your Certificate of Coverage) after deductible is met. URGENT OR EMERGENCY CARE • Urgent care center • Hospital emergency room • Emergency ambulance EMERGENCY SERVICES FROM NON - NETWORK PROVIDERS MATERNITY CARE RECEIVED IN THE PHYSICIAN'S OFFICE OR HOSPITAL • Prenatal services • Delivery services * *If you decide to utilize your Out -of- Network Benefits, you may pay more than you would for In- Network Benefits. The amount you pay could include a percentage coinsurance, a fixed dollar copayment and/or deductible amounts. In addition, if the amount that your non - network provider bills you is more than the non - network provider reimbursement amount (as defined in your Certificate of Coverage), you are responsible for paying the difference, and such difference will not be applied toward the Out -of- Pocket Maximum. t 11/09/2001 FRI 14:34 FAX 6129416776 _ _ _ NESBIT AGENCY 121003 CorerzdSer+rices FRIMAR'YNMWORK EXTENDED NETWORK N0NPA=CJPAM6G1 Aszttual Deductibles None 5200 for each person; 5600 $200 far each person, 5600 family familyma Applies to maXiMtU A. Applies to the nKtc,%,4 tbtc P— , tzmdcd Notwark arzd Network aad teonpamcipating providers nonparticipsCag prorulers. combined - combined. Annual Out -or- pocket Mcdir -4 - S500 for each 52500 fer each person; 55000 Maximum person, 51000 family family maximum each year_ maximum cash yc= 'T$oSe ate combined rotals for (Iaeludcs: deducdble, eopay, the Extended Nctw=k and and eoinsuraneo charges_) nonp providers. (Includes: deductible, copay. zed =insurance charges.) Benefit Payment L&Yels The highest 1cvcl of benefits A reduced 1cvc1 of bcmcfkm will You pay ttte deductible and 259'0 of the will be paid in the Primtsy be paid in the F -V=dgd allowed amount up to the cut-of-Pocket Network. Services must be PaovidcrNetwark You pay the maximum per calendar year for most provided or authorized by deductible turd 20% of alloyed services. Thca payment is 100%. you youx primary care clinic, amount up to as out -of- pocket am rtsponsiblo for the dlfferonco Most payments are based on maximum per calendar yom between tho billed charges accl the allo4+cd amount Tbcn payment is 100 %. Most allowcZ amount. Most payments arc payments sro based on allowed based on allowed zmcunt. i � asaount. Preventive Care 100% 809m 75% 1 Office visits 100 after a $15.00 eopay 8095 7590 Other Physlci n Services 10091 8096 759'® Chiropractic Czre 100% after a S15.00 eopay s0 9v 75% (15 service limit) for office visits; 80% for other authorized aerviras. Bone Health C-tre 809., 80�y1 75% I Tripstitrrt Hospilal 1009'0 BO% 7590 Su6jecz to asoduction of an additionul 25% of allowed amount if the admission is aotprcauthorizod, Outpatient $ospital 1005'1 80% 7$% Diagnostic tab oL'at ory And 100' 805 759'1 X -ray Occupational, Physical, And 100 aRcr a 515.00 eopay 5090 7590 Speech Therapy for offt v isits; 80 `ro for other authorized services. Customized B enef t Description CM64 AltcrnataBonofitsystem 1-5 10105/99 Blue Cross,sad BIue Shield of Minnesota JP2 ge: X 1Vi'iJDll nuaJa.va ;1 /09/2001 FR I 4 FAX 61 Z 9 4 7 7 6 u, .�i.,r.nur cc D066JJJO r. z; YENS IS ONLY A SUMMARY AND IS SUBJECT To THM 'IC)ERl4S OF T'M CONTPA CT Outpetienl:Hospital services - Diagnostic Testa, Preadmission Tests and = Subject t® deductible and 80% eainsurence, 100 ° Jo thereafter (no ea�+erage F,xams, Lab and X -ray. for preyendve services). - Chemotherapy and Radiation Therapy; - Subject to deductible and SO °/n coinsurance, 100% thereafter. Physical, C:)ccupational, and Speech Therapy; Kidney Dialysis, Scheduled Outpatient Surgery. - Subject to deductible and 80% coinsurance, 1 001 / 6 thereafter. - Nonemertnncy, Illness Related Visits. Rrrleryertey Care - Emergency Room Subjtet to deductible and 80 °I® coinsurance, 100% thereafter. (Deductible - Physician Services and Coinsuran weaved an aoeidenca.) Ambulance Medically Necessary Transport to Nearest Subject to deductible and 80% coinsurance, 100% thereafter - Facility. . Mental 11rx1th And Chemical Dependency Car;[ - Inpatient _are Subject to deductible and 80% coinsurance, 100% th- crcaftcr. - Outpatient Care" - Prcfessional Care Depcndcnt Child Age Limit To age 19, full time student to age 25; through the calendar month of the birthday. Prescription Drags 34 Day or 100 Unit Supply. 100% slier a $8 .00 copay for drugs included on the formulary list_ 100 after a 512.00 copay for drugs not on the list Medical Supplies Subject to deductible and SO %coinsurance, 100%. thereafter. Lifetime Msiximurn Per Person $2 Million Prior authorization is recommended after ten hours for Outpatient Mtntal Health and after two hours for Outpatient Chemical Dependency. If there is a discrepancy between this. Summary and this Contract, the Contract is considered correct. Customized Benefit Description 0519 Alternate Benefit System 1.4 08/05/96 Blue Cross and Blue Shield of Minnesotvk Page; 2 11/09/2001 FRI 14:38 FAX 6129416776 NESBIT AGENCY 2009 . . .- _L , , Vr 1>ntat1urr c. . P. CM519 Customized $enefit Description Attematt BcneFt System 1.4 IV!4/96 Blue gross and Blue Shiold of Mhnesota Page: I CITY C /'� �� C - S E JOB ICAL T R[S IS ONLY A SUMMARY AND IS STIRJEcT TO TUX TERMS O1F THE CONTRACT Covered Serv4ces Comprehensive Major Medical Annual Deductibles $100 per person; $300 per famlly, Annual Colnsmmnce 80 (usually) of allowed amount to an out-of-pocket rnaxitnurn of $Soo per person; $1000 per•farnily (includes deductible). Benefi Payment Levels Payment for Participating Network providers as described. If nonparticipating provider scrAccs are covered, you are responsible for the dlfference between the billed clbarges and allowed amount_ Most payments are based on allowed amount. Preventive Care - Routine physicals and office visits; - Meatbers under age 6 and prenatal care: 10096, no deductlblo or - Well -child care, Prenatal care. coinsurance. - Routine physical and exam - Members * age 6 and over arc eligible for one routine physical exam per - Immunlzatio:ta and vaccinations; calendar year at 100%, and includes all related lab and z -ray services, - Routine lab and x -ray services. (There is no dollar limit, deductible and coinsurance arc waived). Physician Services _ - Lab and X ray, in hospital medical visits. Subject to deductible and 80% coinsurance, 100% thescafler. surgery. and ariesthesta; - Office calls for illness and injury - Cageer screening - Other ProfesslonaI Services - Chiropractic rare - Subject to deductible and 80% coinsurance, 100% thereafter (15 serrico 1'ttait for honpartieipattng providers). - Horne Health Care - Subject to deductible and 8096 coinsurance, 100% thereafter. 180 visits per calendar year (4 hours equal I visit). Inpatient FlospEw Services 365 bay,* of Medically Necessary Care in an Subject to deductible and 80% coinsurance, 100% thereafter. (Deductible Average Semiprivate R oom. and Coinsurance waived on accidents.) CM519 Customized $enefit Description Attematt BcneFt System 1.4 IV!4/96 Blue gross and Blue Shiold of Mhnesota Page: I . e• N O O N O O N �i Ri N N v Lu"':'It , C", M LllC7)� , -j 00 -jr'T le •� CD cf} m a0 00 N E9 ZNN ZNN ® d3 lA 6., d3 EA 64 N N co CR O R >' O N N } CR �— 00 p�hN LLOM U J O N� 117 U Cn o U U, m o m N J J Cr J N N d O� 00 tD N 10 �t N Cn T t1; 1 M CD p h LO N N 00 CD C h C,6 ti O d' 00 O 1 r- � QOCD W T LL d3 W- 6 < V). ER 69- LL d co co O U Z c� O Z O t" 6-a 0 O U O LL m m 2 a 4 CL CD Lo W mUw �rC �O rQ m_�w W mUw mUw CV 6., 49. Eft CV U!3, d3 ff} O N tft C{3 fy} ft} CV va, of N3 VI EJO ui rnC;� Q �i Ri N N v Lu"':'It , C", M LllC7)� , -j 00 -jr'T le •� CD cf} m a0 00 N E9 ZNN ZNN ® d3 lA 6., d3 EA 64 N N T N �— 00 p�hN LLOM rP 1 U } -j < co M NM co CO 69 le •� CD cf} m a0 00 N E9 U O �- JCALa rP- �t aD EH O co ER COTM %,N— M N cD O Co N O - CO hO > co - c - _1 mC N m CD N O 1 co Cf} n C) LLOM U J O N� 117 U Cn o U U, m o m N J J Cr J N N d O� 00 tD N 10 �t N Cn T t1; 1 M CD lY h C,6 ti O d' 00 O 1 r- � QOCD W T m IY� O O N CO 00 ti r dCOIt'N d O Ln M CO co co O U Z c� O Z O t" 6-a 0 O U O LL m m 2 a 4 CL CD Lo W mUw m_�w W mUw mUw CV 6., 49. Eft CV U!3, d3 ff} K} tft C{3 fy} ft} CV va, of N3 VI EJO ui rnC;� M W r- r , W N N , w w NN U' NN _! J C7 C"? CD r T 4f3 09- e. 4!3 V. CO CO C�} 4A 4f} � d3 d3 Cf3 ZNN ZMC9 U Cl o 6z 0 Z p �- }- o F- O ~_ O d 69 m U m U to N co G: J Z � iE J U Z d U F=- O Z O U O U n o U OZ U in W U w n U W a rP 1 U } -j < co M NM co CO 69 le •� CD cf} m a0 00 N E9 U O �- JCALa rP- �t aD EH O co ER COTM %,N— M N cD O Co N O - CO hO > co - c - _1 mC N m CD N O 1 co Cf} n C) U J O N� 117 U Cn o U U, m o m N J J Cr J N N d O� 00 tD N 10 �t N Cn T t1; 1 M CD lY O d' 00 O 1 r- � QOCD W T m IY� O O N CO 00 ti r dCOIt'N d O Ln M CO co co O U Z c� O Z O t" 6-a 0 O U O LL m m 2 W mUw m_�w W mUw mUw K} tft C{3 fy} ft} CV va, of N3 VI EJO ui rnC;� rnof w w NN U' NN U NN N (�c I 4f3 09- e. 4!3 V. CO CO C�} 4A 4f} � d3 d3 Cf3 rP 1 m rn ca a X vi U O H h p U O O I- E- W 0 O p .f U= 0 0 0 n C) U J C7 J M Cp U Cn o U U, m o m N J J Cr J O i �h= lY -- C� 1-= a zz r O Z ILL ° cfl O U Z p 2 co co O U Z c� O Z O t" 6-a 0 O U O LL m m 2 W mUw m_�w W mUw mUw m rn ca a X vi I realize that this is a lot of information to digest from a written memo. If Marilyn Remer or I can be of further assistance, please do not hesitate to contact us. Mark McNeill City Administrator 1 However, for those who would feel that Blue Cross is their personal preference, and the Council chooses to provide the Medica contribution rate only, the individual employee may have to make up the difference as an out of pocket expense. That would range from $24.16 for the single coverage, to as much as $310.07 for family Triple Gold. (See figures in box B). Note, however, that the City is not large enough to offer both the Medica and Triple Gold Plans. A decision between the two will have to be made. Post Employment Health Plan - With part of the overall savings to the City, I am recommending to the City Council that the City begin funding a "Post Employment Health Plan" (PEHP), in the amount of $25 per employee per month. Those of you who attended an informational meeting at City Hall several weeks ago may be familiar with PEHP. It is a relatively new option approved by Congress, which allows contributions to be made and placed into portable individual accounts for employees to use for health insurance costs after retirement, or if they are between jobs and need to fund health insurance. PEST plans are growing in popularity, owing to the expense of insurance plans when not covered by employers. (Shakopee has 12 "continuing coverage" former employees or spouses of former employees, who must fund health insurance premiums entirely themselves. This is another reason that it is important to find lower cost premium options). If approved by the City Council, all employees would be enrolled in this plan. More information would be forthcoming prior to it being implemented. As noted at the November 14 meeting, the net savings to the City would be $66,000 by going with the Medica Plan, vs. BCBS. If the City Council agrees with the concept of contributing $25.00 for each employee to the PEHP, it would allow the City to stay within budget for increases in personnel costs (factoring in the approximately $30,000 overage that the new pay plan is anticipated to cost, and also the increase in dental insurance premiums of which the City was notified of on November 13 th ) As I make a recommendation to the City Council, I would like the Council to be aware of provider preferences of employees. For that reason, I would ask that you respond to the "Insurance Preference Response" on the attached page, and return it to the Receptionist at City Hall no later than 9:00 AM Tuesday, November 20 Note that this is not binding, and it is ultimately the City Council's decision as to insurance plan funding. However, they will be made aware of the employee's the preference in this straw poll. Also, for your information, we have attached plan summaries of the BCBS 300 /600, and Triple Gold Plans, and the Medica MCS 300/600, and MCS 7 Plans. Mayo Coverage — I know that one of the concerns expressed previously is the flexibility allowed by BCBS for employees to go to the Mayo Clinic. Does Medica also allow employees to go to Mayo? For some things- yes — however, there would have to be a referral from a physician; Medica will not allow such things as routine physicals to be covered under its plan for Mayo. Is that a problem? The Mayo Clinic is world - renowned; however, it is also more expensive —there is little negotiation with rates by health insurers. If employees are able to go to Mayo for any situation, and all items are covered by the health plan, the premium rates will be higher to reflect that. For employees who feel that it is important to go to Mayo for any reason, they would still able to do that with a Medica Plan; however, it means that these costs will be "out of network"for Medica, and the employee will therefore have to pay 30% of the cost, vs. 20% under the Blue Cross 100CMM plan. However, there is a cap of $3,000 for the Medica Plan — overall, it may cost the employee up to $2,000 annually if they utilize Mayo on a regular basis under the Medica Plan, vs. BCBS. However, for the majority of employees who do not need to use the services of a clinic like Mayo, I find it difficult to justify an extra expenditure of tens of thousands of dollars in premiums in order to cover that. City Consideration — Overall, there is a significant increase in savings through Medica for the City (which covers the majority of health insurance premiums) and for those employees who have out of pocket premium expenses — two party and family. One of the policy issues for which the City Council will need to make a decision is " Should the City continue to provide 100% of the premium for single coverage employees, regardless of the benefits or costs of the plan'. As it was reviewed with the employees in attendance at the November 14 meeting, there is a significant savings with the Medica Plan — nearly $66,000 to the City alone, in addition to a reduced amount of out of pocket expenses for two party and family coverage employees. Therefore, a recommendation to the City Council will be to adopt Medica as the standard plans for which the City would make a contribution. As shown on the attached page (marked "Page 1 "), if the City's contribution is $267.13 for the "Medica Expanded Network" which covers 93% of Twin City doctors/hospitals, there is no monthly cost to the employee (Plans MCS 300 /600, or MCS7). For an employee who has been taking Triple Gold single coverage, the comparable Medica MCS7 contribution would be $313.26; also recommended at no cost to the employee. See also the two party and family contributions shown as `BOLD" figures in Box C on Page 1. The employee's monthly cost of a medical plan is also shown for each of the plans. Compare those costs to the existing BCBS 100/300 CMM for 2001. As shown, there is a slight increase for Family out of pocket, and actually a decrease for Two Party under the expanded network, compared to 2001. Under the restricted network of Medica ME (shown in Box D), there is a further savings in the out of pocket costs for all two party or family coverage employees. CITY OF SHAKOPEE Memorandum TO: City of Shakopee Employees (Not attending 11/14 Insurance Meeting) FROM: Mark McNeill, City Administrator SUBJECT: 2002 Health Insurance Information DATE: November 15, 2001 On relatively short notice, 37 employees were able to attend a meeting held November 14 at which time information was presented about employee health insurance options for 2002. This was a followup meeting to two meetings that had been held the week before. For some background, an employee study committee that looked at the City's health insurance options in 2000 had two recommendations at that time: • That the City obtain quotes from more than just the existing carrier (Blue Cross/Blue Shield). • That an independent consultant be obtained to assist with insurance questions. John Korby of the Nesbit Agencies of Eden Prairie was hired this year. In September, the City received notice from the Southwest Insurance Pool (of which the City is a member) that the Blue Cross rates were going to raise 15% across the board for 2002. This was on top of rates that, by our survey, are the highest municipal insurance premiums in the Twin Cities Metropolitan area. Medica vs. Blue Cross - Mr. Korby was subsequently able to obtain an additional quote from Medica; given the difficulty in getting participants to return applications to Medica for the additional quote, other vendors were not pursued. Medica did respond with a variety of plans. The ones closest to mirroring the existing Blue Cross plans were discussed at the employee meetings on November 7 th and November 14 th . ( Note that there was not a close alternative to the Blue Cross 100 CMM plan ($100 deductible), as no one else is able to bid this.) What is evident is that Medica MCS 300/600 Plan (with a $300 deductible for single, and $600 per family), and the Medica MCS7 plan (closely comparing to the BCBS Triple Gold Plan), are less expensive in every case. At the November 14 meeting, there was a review of the two carriers, and their plans. The plans are comparable; however, as Mr. Korby noted, each carrier provides something different from others. There are items Medica covers that Blue Cross does not, and conversely, there are costs that are covered by Blue Cross that Medica will not accept. Covered Services PRESCRIPTION MEDICATIONS RECEIVED AT A PHARMACY MENTAL HEALTH CARE p • Outpatient services d • inpatient services SUBSTANCE ABUSE CARE k • Outpatient services s r • inpatient services REHABILITATIVE THERAPY RECEIVED t E IN THE PROVIDER'S OFFICE OR HOSPITAL j • Physical therapy i • Occupational therapy • Speech therapy i DURABLE MEDICAL EQUIPMENT AND PROSTHETICS CHIROPRACTIC CARE These benefits apply when services are provided by non - network providers. When you receive covered services after deductible has been satisfied, Medica insurance Company PAYS: Up to a 31- daysupply formedications received at a non - network pharmacy. 60 %a. *Member pays the greater of 40% or a $26 copayment. 80 %.* 80 %a. *Limited to 120 days per member, per calendar year for all inpatient services combined. 80 %.* 80 %. *Limited to 120 days per member, per calendar year for all inpatient services combined. 80 %.* 80 %.* 80 %s. 80 %. 80 %. *Limited to 15 visits per member, per calendar ye Coverage is limited to the non - network provider reimbursement amount (as defined in your Certificate of Coverage) after deductible is met. ** if you decide to utilize your Out -of- Network Benefits, you may pay more than you would for in- Network Benefits. The amount you pay could include a percentage coinsurance, a fixed dollar copayment andlor deductible amounts. In addition, if the amount that your non- network provider bills ou is more than the non - network provider reimbursement amount (as defined in your Certificate of Coverage), you are responsible for paying the difference, and such difference will not be applied toward the Out -of- Pocket Maximum. NOTE THIS HEALTHCARE PLAN MAY NOT COVER ALL YOUR HEALTH CARE EXPENSES; READ YOUR CONTRACT CAREFULLY TO DETERMINE WHICH EXPENSES ARE COVERED. This is a baneflt summary only, and does not outline all of your benefits. When you enroll with Modica, you will receive a Certificate of Coverage. If there is a discrepancy betwaan information in this summary and your Certificate of Coverage, the Certificate of Coverage will take precedence In determining your benefits. Contact Customer Service at (952) 945.8000 (Mpls.lSt Paul metro area), (952) 9923190 (Mpls.(St Paul metro area mambars with hearing impairments), 800. 952.3455 (outside of Mpis.ISt Paul metro area), or 8011. 841.8753 (outside of Mpls4St Paul metro area members with hearing impairments) for more information or answers to specific questions. ® 2000 Allina Health System. ® Modica and the Allina logo are registered trademarks of Allina Health System. "Modica" refers to the family of health plan business operating as subsidiaries of Allina Health System, and includes Modica Health Plans, Medica Health Plans of Wisconsin, Modica Insurance Company, Modica Self- insured and SelectCare. 714985 (2.00) LIMITATIONS TO COVERAGE The following is a list of some of the services and supplies that are excluded from coverage. When you enroll, the Certificate of Coverage you receive will provide a more detailed list of exclusions. Please refer to your Certificate of Coverage for specific information about excluded services or supplies. • Cosmetic services. • Reversal of voluntary sterilization, in vitro fertilization, sperm banking, and adoption. • Exams for employment, insurance, administrative proceedings, research or licensure. • Personal convenience items, some non - durable supplies, eyeglasses, contact lenses, hearing aids and related fittings. • A drug, device or medical treatment o procedure that is investigative. • Health services that are not medically necessary. • Custodial supportive care and self -car or self -help training. • Educational classes, programs or seminars. • Services for mental disorders not listed in the most current edition of the Diagnostic and Statistical Manual of Mental Disorders. • Services by persons who are family o of the same legal residence. • Dental procedures, except accident - related dental. • Services prohibited by law or regulation. • Autopsies. • Injuries that occur while on military duty. • Enteral feedings except to treat PKU. • Services that are the primary responsibility of a different carrier (including but not limited to workers' compensation, auto insurance and employer's liability insurance) shall be subject to coordination of benefits. • Travel, transportation or living expenses. • Recreational therapy. • Vocational and job rehabilitation. I MON �/ l� • 1 1 R [Wo W0 9 1 4010y I UIL 1 rid MW i BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the City's maximum contribution towards health insurance for the year 2002 shall not exceed the following: Single Coverage 2 -Party Coverage Family Coverage $313.26 /month $551.34 /month $724.25 /month; and the City's contribution towards dental insurance for the year 2002 shall be $25 /month, equivalent to the cost of single preventative dental; and the City shall adopt a Post Employment Health Plan (PEHP) for the year 2002 and contribute $25 /month for eligible employees. BE IT FURTHER RESOLVED, that all Resolutions in conflict with this resolution are hereby repealed and terminated effective January 1, 2002. Adopted in _ day of 5 2001. Mayor of the City of Shakopee ATTEST: session of the City of Shakopee, Minnesota, held this City Clerk Is: F 3 CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: 2002 Fee Schedule DATE: November 13, 2001 Proposed for inclusion in the 2002 Fee Schedule are rate adjustments for the Storm fund and the Sewer Fund. The city's operational budget for the two funds is similar to 2001. The capital expenditures for the funds were reviewed with the Capital Improvement Plan. Council is also requested to close the Refuse Fund. Sewer It is recommended to decrease the flow charge for sewer. The 2001 flow charge is $1.70 per thousand gallons, 1998 and 1999 were at $1.74. The recommendation is to reduce the fee to $1.66 per thousand. Forecasting is difficult due to Rahr pulling off the system and the effects of infiltration, inflow and growth. It is proposed that the base fee of $6.50 per month be reduced to $6.00 due to increasing cash balance. Metropolitan Council is raising the treatment charge from $1,180 per million gallons to $1,123 per million gallons for an increase of 4.8 %. This follows several years of decreasing rates. The difference in their rate and our rate is to provide funding for the collection system and because the flow the city bills out is always smaller than the flow that Met. Council bills the city due to inflow /infiltration and unknown /unauthorized use of the sanitary sewer system. A change of $.50 in the base rate is about $50,000 or 7.70 out of base revenues of $650,000. A change of $.04 in the flow fee is about $25,000 or 2.40 out of $1,038,000 in revenue. Storm The situation for storm drainage is the much same as last year. The fund is below the minimum desired cash level which is to have at least as much cash as accumulated depreciation plus a cash flow drainage could use a loo incri cash, however, like last year recommended, particularly due conditions. Growth in number increase the cash balance. balance. The rate for storm :ase to build up the balance in a smaller increase of 4% is to current economic of accounts is helping to A change of 4% yields about $35,000 out of $900,000 in revenue. The Refuse Fund should be closed because the only revenue left in the fund is cleanup day, which is a very small dollar amount. It no longer qualifies as an Enterprise fund. The recommendation is to transfer the balance of approximately $85,000 from the Refuse Fund to the General Fund. Alternatives 1. Adopt rates as per above 2. Adopt different rates 3. No change in rates A. Close refuse Fund to General Fund B. Close Refuse Fund to Building Fund Recommendation One of the goals in setting rates is to a in rates and be consistent year to year. rates should achieve this by making small year instead of large changes in one year possibility of reversal or a large change year. Recommend is Alternative 1. soid large changes The recommended changes year by with the the following Alternative A is recommended since future cleanup days will be recorded in the General Fund. Action requested Move to direct staff to include in the 2002 Fee Schedule: A rate of $6.00 for the Sewer base rate and a sewer flow fee of $1.66 per 1,000 gallons of water use /flow. For the Storm Fund set a rate of $24.56 per residential equivalent factor per acre per quarter. Move to close the Refuse Fund and to transfer the balance to the General Fund. Gregg Voxland Finance Director M CITY OF SHAKOPEE, MINNESOTA SANITARY SEWER FUND Cash Budget For the Year Ending December 31, 2002 1999 2000 2001 2002 Actual Actual Est. Est. Receipts Service Charges $ 2,279,695 $ 1,425,730 $ 1,737,300 $ 1,688,630 Trunk Charges 145,000 384,860 149,350 300,000 SAC Charges 200,000 225,082 300,000 228,000 Interest Income 229,908 642,209 385,630 476,490 Other Income 5,073 Contributions 679,874 A/R & A/P Change (17,426) 2,842,250 3,357,755 2,572,280 2,693,120 Expenditures 4101 FT Salaries 21,051 20,323 25,000 25,000 4102 FT Overtime 407 631 800 800 4110 PT Salaries 3,310 (3,173) 500 500 4121 PERA 1,112 1,085 1,340 1,430 4122 FICA 1,394 1,313 2,010 2,010 Health 8,000 4151 Workcomp 692 786 1,150 1,180 Personnel Services 27,966 20,965 30,800 38,920 4210 Supplies 6,467 551 1,000 1,000 4215 Materials 16,500 16,500 4222 Motor Fuels & Lub. 437 1,022 1,000 1,200 4240 Equip. Maint. 3,314 2,556 4,000 4,000 4245 Utility Sys. Maint. 600 224 15,000 4310 Professional Serv. 51,264 40,324 45,000 45,000 4330 Travel /Subsistence 244 4350 Printing & Repro 613 150 150 4360 Insurance 9,930 9,024 8,000 10,000 4385 MCES 1,461,038 1,002,960 1,046,500 1,060,000 4390 Conferences 780 1,612 1,000 1,000 4410 Rents 20,916 22,692 25,000 25,000 4610 Debt Service Interest 133,936 41,217 61,500 4800 Expense Charged Back 12,000 12,000 12,000 12,000 A/P changes (242,754) (475) Supplies & Services 1,458,785 1,133,707 1,221,650 1,190,850 4610 Debt Service Principal 133,936 868,570 112,500 4550 Capital Equip 8,026 10,000 10,000 1630 Imprvmnts /1552 Intangible Assets 111,854 Chaska Interceptor 146,205 Street Reconstruction 80,683 75,000 75,000 Gorman Street Recon River District Sewer Rehabilitation 700,000 Southbridge Parkway 149,500 Sewer easements west of 79 110,000 CR 83/16 360,000 Area SS -K Trunk Sewer 200,000 100,000 Area SS -F Trunk Sewer 250,000 Total 376,388 988,450 647,500 1,355,000 Total Disbursements 1,863,139 2,143,122 1,899,950 2,584,770 Net Cash Flow $979,111 $1,214,633 $672,330 $108,350 Cash Balance $6,980,083 $8,194,716 $8,867,046 $8,975,396 CITY OF SHAKOPEE, MINNESOTA PROFORMA OPERATING STATEMENT - SANITARY SEWER For the Year Ending December 31, 2002 Operating Revenue Service Charges Other Total Operating Expense 4100 FT Salaries 4102 FT Overtime 4110 PT Salaries 4121 PERA 4122 FICA Health 4151 Workcomp Personnel Services 4210 Supplies 4215 Materials 4222 Motor Fuels & Lub. 4240 Equip. Maint. 4245 Utility Sys. Maint. 4310 Professional Serv. 4330 Travel 4350 Printing & Repro 4360 Insurance 4385 MCES 4390 Conferences 4410 Rents 4420 Depreciation 4800 Expense Charged Back Total Supplies /Services Operating Income Interest Income Metro SAC Charges Trunk Charges Other Income Interest Expense /Fees Net Income 1999 2000 2001 2002 Actual Actual Est. Est. $ 2,279,695 $ 1,425,730 $ 1,737,300 $ 1,688,630 145,000 384,860 149,350 300,000 2,424,695 1,810,590 1,886,650 1,988,630 21,051 20,323 25,000 25,000 407 631 800 800 3,310 (3,173) 500 500 1,112 1,085 1,340 1,430 1,394 1,313 2,010 2,010 8,000 692 786 1,150 1,180 27,966 20,965 30,800 38,920 6,467 551 1,000 1,000 16,500 1,500 437 1,022 1,000 1,200 3,314 2,556 4,000 4,000 600 224 15,000 51,264 40,324 45,000 45,000 244 613 150 150 9,930 9,024 8,000 10,000 1,487,852 1,002,960 1,046,500 1,060,000 780 1,612 1,000 1,000 20,916 22,692 25,000 25,000 293,367 346,437 215,000 215,000 12,000 12,000 12,000 12,000 1,887,784 1,439,402 1,375,150 1,390,850 508,945 371,188 511,500 597,780 261,210 663,467 385,630 476,490 10,090 200,000 214,992 300,000 228,000 (60,477) (41,217) (61,500) $ 954,252 $ 1,218,520 $ 1,135,630 $ 1,302,270 V O O O O N O N r r- O N M Ln 00 00 O M N N Ch 00 O M N m N M `' (f} T O O I• O O I O N 00 N C[)) O (O N (fl O I� N N N CD N M Ef} O I` O (D O -Z� O O_ O N 00 d CO O N C)) O) d N N T N �� r Ef3 m d' N U) dt CO O (O O q M ti r O) M N r CD M d' M It N co r O O r r O O 00 M O I` N M CO N N m M co C7 r r d O m LO N ti M Ef} 7IMP, N O M I-- ti N I- co d m K3 M M LO It O EA M co m M I` O O O I IT N 00 00 O O O O M O O N O (O ID It (fl cl: ('7 O LO 00 m CO M Zt Ml r d� N N I� r ca O N N O O O O C' T N N m � O co M It O (D M O L a N V) CO O O I- O O O r co c O E I` O O C M (D O O C J N w m N (D c L c Cl O O N O d O M 00 LO It EL N T ` O E d N y IZ =- Q y d R 0 CU p Q w- y d R �' O N Ca C LL s= l4 CZ .0 Q V) OOOOO r O O O O 66 O U O 1� - 00 V) U L a + O I` O d' (D to A ® rlr ti O ti I d' , N CO r 0 O CO O U CD N C4 CO O N B O M co O N CO N (O d' O O O (fl O 6,- d O LO N NOOtiOd'I- 1- N M O O M CO I- T Cl — CO (D co tl ti O � Cli O r- r O CO M LD d O N O O R O A M 00 Cl O m O N T ch M r Old N co m O CD v v CO W Q N N r T O Ef3 m d' N U) dt CO O (O O q M ti r O) M N r CD M d' M It N co r O O r r O O 00 M O I` N M CO N N m M co C7 r r d O m LO N ti M Ef} 7IMP, N O M I-- ti N I- co d m K3 M M LO It O N O M co m T O I IT N 00 - O O M O O ID It (fl cl: ('7 LLi O CO M Zt CD I� r O (D M 00 N O O O N_ N m O m m O co M It CO (D M O � (D N V) CO O N I- r 1� O LO O M r Ch 7I VIA O N I- O N O 00 w T W co M O N CO O O O CD M CO O N O O O I� O O T- M O CA ti N 'w CO O O N d' M I n W M ' T N M O O C M to to M O M co O_ O ti CD O N I- vI d' T O O O co co O pt ct LO O O O N � � O O 1 1 4 t T- O O cc Cp N O T O O7 CO Cs (fl I- M O N co 00 00 It O I.- N N m O m m O co M It CO (D M (O 1- CD LO N N 1- dw O�t x 0 0 0 r CC O LO ti N r M O N I- O N O 00 w T W co M O N CO O O O CD M CO O N O O O I� O O T- M O CA ti N 'w CO O O N d' M I n W M ' T N M O O C M to to M O M co O_ O ti CD O N I- vI d' T O O O d' Cp r ct LO O O O O N O O � � ( 00 O co co O 0` in Cfl N_ N ti co O O O co dr C ti N CO v O O T ( ) V9 I ER IICS3 co Lo O- LL) O O r- LO N LO O O00 ti ti000O 00 O O ti 00 00 O ti 00 r N CA (D d' - 000 co O 10 CA O O O N & ry co O O O co d' O O O O O d' cn d' CO O O O to O (fl W ti O 00 00 O O N O O O N O m It � O CO to M co x 0 0 0 r r I-- (D O LO CA O O N_ O co O O O m >` r- I` T N h 7 !Z a 3 CO "t r � 00 LO It v O O I� d N y IZ =- Q y d R tC� CU p Q w- y d R O 00 N Q C LL s= l4 CZ .0 Q 0 t4 Q R Q3- CV O 0 0 00 d' O O O O O d' to -,t co LO O O CO N O M LO O CO O 'ct O M co O CO N CO N (O d' O M O O (fl O m O 6,- d O LO d U) ts r 1- N O 'd' LO Cl — CO (D co LO I` r O CO CD N T ch M r 't CO v CO W O T O Ldj Ln O N Q O N N N m N O O O O O d' CO It O O 6) 00 r M 0 0 d' O O N r O M O O) M r O N O 00 O O CO 1� (fl N O N O O O N d' d' N 00 r O) d' O d' T M d' M M M N N N O d' co I- �- r r T N W U C70 N & ry W W r N T W r i N W T fn C= N W r i 0 ) U) C= U- i • 5 W r 0 w c` M y U r Cq 7 U) V r = LL E CA y V r C p 0 7 !Z a 3 Q p 0 CC M C p M M C��� p V M Q Q- c6 '� N d N y IZ =- Q y d R CU p Q w- y d R CU O r C t►. x > Q C LL s= l4 CZ .0 Q 0 t4 Q R .� U) ; C: :5 Q Q 0) R (D x CO W C 0) y V C4 a) y y "6 y M O N 3� N p w y 0 Cl - 0 y CU 0 ❑ 't3 m 7 Q m N 0 0)"6 y 0 U m= V N N V CO a) a) ;,- 0 Oi " N CU t W❑ R N Co U �- m j L f=4 N X j N a) V Q- X c3 CC 5 0 C 0 0 — (� 1 C6 W m z m L C4 0 (If W m m W U of Of O W Z 0 W m m � U) t4 +. :3 O O m F Q CITY OF SHAKOPEE, MINNESOTA STORM DRAINAGE FUND Cash Budget For the Year Ending December 31, 2002 �11�1 I 1999 2000 2001 2002 Actual Actual Est. Est. Receipts User Fee $ 722,252 $ 824,653 $ 902,790 $ 996,840 Trunk Charges 863,069 637,829 600,000 600,000 Interest Income 105,878 323,360 125,000 125,000 Contributions (990) 434,876 - Total Receipts 1,690,209 2,220,718 1,627,790 1,721,840 Expenditures 6002 FT Salaries 58,777 54,948 60,000 70,900 6005 FT Overtime 2,541 866 1,100 6,000 6015 PT Salaries 1,141 1,100 6122 PERA 3,176 2,891 3,160 4,000 6124 FICA 3,995 3,545 4,670 5,500 Health Insurance 16,000 6170 Workcomp 1,046 1,216 1,020 2,000 Personnel 70,676 63,466 71,050 104,400 6202 Operating Supplies 1,886 725 4,000 1,000 06215 Materials 2,000 6222 Motor Fuels & Lub_ 1,164 1,580 1,790 2,000 6240 Equip. Maint. 10,503 21,774 15,000 20,000 6245 Utility Sys. Maint. 97 24,989 25,000 30,000 6310 Professional Serv. -Atty 35,162 64,205 50,000 10,000 6312 Engineering consultant 30,000 6327 Contractor 30,000 6334 Telephone 5 6336 Printing & Repro 123 200 6350 Insurance 4,683 3,117 6,500 7,000 6410 Rents -Logis 6420 Equipment rent 33,753 25,801 35,000 13,000 6425 Equipment rent - IS Fund 22,340 6435 Other rents Training 153 Awards /Damages (5,699) 6620 Property Tax/Special Assess 1,402 667 2,300 3,000 6740 Capital Equip 6849 Debt Service Interest 41,438 38,062 39,000 39,000 Charge Back 12,000 12,000 12,000 12,000 Supplies /Services 142,216 187,374 190,790 221,340 Operating income 1,477,317 1,969,878 1,365,950 1,396,100 Debt Service Principal 105,000 105,000 105,000 115,000 6740 Capital Equip 3,500 Accounts Payable /Rec_ Change 163,225 1760 Improvements 220,660 Bypass Payment 400,000 400,000 17TH Ave East of CR17 75,000 Dean's Lake Outlet 170,000 170,000 Blue Lake Drainage Imprvmnt 270,000 270,000 Valley View / Sarazin 16,000 VIP 6th Addn 300,000 Thunderhawk Outlet 150,000 150,000 Annual Storm Water 100,000 100,000 CR 16/83 1,190,000 2000 Reconsrtuction 75,000 4th Ave 17- Sarazin 50,000 Fuller 37,500 37,500 Vierling 15 - W Orchard Park 168,000 17th Ave. Extension 75,000 Fourth Ave 17 to Sarazin 50,000 Northern Shakopee Outlet Total Other 108,500 488,885 1,600,500 2,873,500 Net Cash Flow $ 1,368,817 $ 1,480,993 $ (234,550) $ (1,477,400) Cash Balance $ 3,532,855 $ 5,013,848 $ 4,779,298 $ 3,301,898 f CITY OF SHAKOPEE, MINNESOTA PROFORMA OPERATING STATEMENT - STORM DRAINAGE For the Year Ending December 31, 2002 1999 2000 2001 2002 Actual Actual Est. Est. Operating Revenue User Fees Trunk Charges Total Operating Expense 6002 FT Salaries 6005 FT Overtime 6015 PT Salaries 6122 PERA 6124 FICA Health insurance 6170 Workcomp Personnel 6202 Operating Supplies 6215 Materials 6222 Motor Fuels & Lub. 6240 Equip.Maint. 6245 Utility Sys. Maint. 6310 Professional Serv. -Atty 6312 Engineering consultant 6327 Contractor 6334 Telephone 6336 Printing & Repro 6350 Insurance 6410 Rents 6420 Equipment rent 6425 Equipment rent - IS Fund 6435 Other rents 6472 Training 6502 Depreciation Awards /Damages 6620 Property Tax/Special Assess 6498 Expenses Charged Back Supplies & Services Operating Income Contributions Interest Income Debt Service Interest Net Income $ 722,252 $ 824,653 $ 902,790 863,069 637,829 600,000 1,585,321 1,462,482 1,502,790 58,777 2,541 1,141 3,176 3,995 1,046 70,676 1,896 1,164 10,503 97 35,163 5 123 4,683 33,753 $ 996,840 600,000 1,596,840 54,948 60,000 70,900 866 1,100 6,000 305,000 1,100 2,891 3,160 4,000 3,545 4,670 5,500 3,000 12,000 16,000 1,216 1,020 2,000 63,466 71,050 104,400 725 4,000 1,000 876,117 974,950 2,000 1,580 1,790 2,000 21,774 15,000 20,000 24,989 25,000 30,000 64,205 50,000 10,000 $ 3,532,855 $ 1,613,851 $ 30,000 946,100 30,000 200 3,117 6,500 7,000 25,801 35,000 13,000 22,340 153 337,478 373,587 305,000 450,000 (5,699) 1,402 667 2,300 3,000 12,000 12,000 12,000 12,000 438,267 522,899 456,790 632,340 1,076,378 876,117 974,950 860,100 (990) 434,876 105,878 339,039 125,000 125,000 (41,438) (36,181) (44,000) (39,000) $ 3,532,855 $ 1,613,851 $ 1,055,950 $ 946,100 L 0 L a = > E LL J > �� U E QL L 0 ® (D_ E V N �® + o CD d� O U N N O O N CO000CO O O rnT Orn o0 LO 0 0 O Ln CO N O co O O LO O O Co LO r T I co m O O OI d O O O :F CA I- Cn LO L() I- CD N O It LO d O T M O LC) N w (D N_ w d_ N co O N O 00 V) T LO d' N . 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Ln000Ln N 1- 0 0 co 0L000W)I- rl CO O co M M I'- N U) LC) - LO N LO O r Ln O 1` O ti h 0 M O N N co O N N O CO 1- O to CD CD — LC) It m `- N v v It r N N r r M c M a = U) V ` M M CO = D= Ln CQ � ao Il0 �SI� CSI C) ►iIG! c O C r o r r 0 r �- M r CO 9+ N R t o cII I N —+ N r N r C O fn u r U Q fn >+ (� .!✓ m L , d .� R IL y U) L L d 'L . � C � CL a) N C� CQ R 1 i 1 > //O� �� Q L �+ ++ D- Q c M a = U) V M CO = D= Ln CQ � M a) m y m m a) a) a) " 0 a) a) m ca m m N > C2 X -a R CV X W N m > > > a) a) N a) CL Q o iZ X - a_ a) X X >, W 75 `10 Of W m 0 ll�ry 12�000W W Ib m m E Z W m F- Q .s F. Y. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Report on Building Fund DATE: November 15, 2001 IW #111 11 - 9039F At its meeting of November 20 the Council will be asked to discuss the Building Fund, and its impact on the Library and Police Station, currently under design. As part of a previous CIP discussion, the City Council adopted an aggressive facilities replacement plan, which would replace the Library, Police Station, and City Hall, and provide for a substantial addition to the Public Works building. All of this was to be done over the next six years, and would not go to referendum, but would instead rely upon excess funds generated from development activities, to be transferred annually into the `Building Fund ". Currently, the Building Fund balance stands at $6.49 million. It is not only the identified source of funding for the four above mentioned buildings, but also is to be used for major renovation, such as the current reroofing contracts for Public Services and City Hall. It is also listed in the five year capital improvements to provide remodeling of the existing Police Station for use by Public Works; a new bathhouse at the aquatics center, and related improvements. Projections earlier this year indicated that the Building Fund would not be able to concurrently provide for construction of the Library and Police building without going into a deficit. An interfund loan was anticipated from the Sanitary Sewer Fund, and repaid over time (with interest) from development fees. Receipt of revenues have started to decline, however. 2001 anticipated a $1 million excess at the end of the fiscal year which would be transferred into the Building Fund, and $700,000 annually for the next few years. However, due to a reduction in revenues there will not be an excess to transfer into the Building Fund this year. In fact, there will be a slight deficit when comparing revenues vs. expenditures. This reduction in revenues is as a result of franchise fees not being collected on utilities sold within the City of Shakopee (as budgeted in the Fall of 2000, although transfers from Shakopee Public Utilities have made up part of the budgeted amount), and because building and development fees will merely be "on target ", rather than in excess of budgeted amounts as has been seen in previous years (for example, 2000 saw building permits come in at 142% of budgeted amounts). Therefore, an interfund loan to come from the Sanitary Sewer Fund would not be able to be repaid as quickly as had been anticipated. In fact, there may only be revenues from "rental income" (depreciation on existing buildings) to apply to that. The rental fees will pay interest, but will not quickly reduce the principle amount of the loan. N 1- ' . The project budgets for both the Library and Police Stations are shown on the attached pages. As shown, the Library is $5.4 million; the Police Station (which includes an additional 1 acre of land which is currently being purchased in the amount of $142,400 as a result of the co- location of a future City Hall at that site), is approximately $6.25 million. The Police Budget includes $123,000 in assessments, which can be repaid over time. Note that there are areas in which each of these projects could be reduced as the project becomes more defined; however, the costs are dictated in large part by the size of the buildings, and certain design features. Note that new information became available on November 16 regarding the acquisition of the larger parcel that is scheduled for condemnation hearings later this month. At the November 20 meeting, the Council may be asked to give direction on a possible settlement. On November 13 Finance Director Voxland, Councilor Sweeney, and I met to review this situation. As stated before, there is approximately $6.5 million existing in the Building Fund. If the Library is reduced to a $5 million project, and the Police building to $5.5 million, there will exist approximately $4 million as a deficit which would need to be made up by an interfund loan, should the Council chose to build both structures at the same time. Note that the reduction to $5.5 million for the Police Building would need to involve a fairly substantial reduction in size, as the budget for the building itself is at just over $3.8 million now; the $6.25 million includes land acquisition costs, and all other related development fees. Obviously, if the Council chooses to proceed with construction of both buildings concurrently, it would be spending beyond currently available funds. By doing this, it will also mean that other currently unanticipated building expenditures would not have a source of funding. Again, until development fees pick up (and also keeping in mind that the Legislature may place restrictions upon what development fees may be charged by cities in excess of what they perceive to be "justified" amounts), there is no source of funding identified for quick repayment of loans, or for the addition to the Public Works building and a new City Hall in years to come. 1. To build both the Library and Police building concurrently, it would mean a $4 million (approximately) loan from the Sanitary Sewer Fund; partial repayment of that would be by rental income, and with other revenues as they become available annually. 2. Proceed with constructing only one of the two buildings, until other sources of funding become available. 3. Build neither. 4. Determine other sources of funding. At the request of Councilor Sweeney, the City Attorney is researching methods of requiring future Councils to repay an interfund loan from other sources, should development fees be insufficient. The Council should reaffirm its desire to proceed with both the Library and the Police Station at the same time, and, if so, give direction on funding preference. If not, it should give direction as to which project should proceed first. UJOUCRUKI '] 04 1 Council should discuss and give direction to staff. Mark McNeill City Administrator MM:th Shakopee Public Library • P. R. OJEC. TBUDCETANUCOST: ES- TIMATE::::::::::::::."*. * . "'. *:PE•elirttirtaryBitdgef ::::::: :: :S.D:Estimafe ................... ............................. .. uhL- 4:200 ......,............ � •. :.- .•.•.•.:.-- ::-.•:::•.•.•::.; Ndv.�rxl6er 200 ?. ...... ............................... ... .................. ............... ......................•.•.•.... PROPERTY COST Land Cost 0 City Owned City Owned Soils Correction allowance $50,000 $50,000 Survey allowance $4,000 $4,000 Preliminary Soils Testing $3,500 $3,500 Financing costs verify Unknown Unknown Legal fees verify $10,000 $10,000 Other fees verify $5,000 $5,000 SUBTOTAL $72,500 $72,500 CONSTRUCTION COST Building Cost Budget @ $175 per s.f. Size 24,000 s.f. $4,200,000 $4,137,000 Site Development Costs $185,000 $163,000 (including building demolition) Design Contingency $0 S85,000 SUBTOTAL $4,385,000 $4,385,000 OTHER PROJECT EXPENSES Professional Fees $395,000 $395,000 Needs Assessment Fee $0 $0 Furniture & Equipment Allowance Furniture County Expense $0 Signage County Expense $0 Audio Visual County Expense $0 Telephones County Expense $0 Equipment $0 $0 Water Availability Charge allowance $4,000 S4,000 MCES Sewer Charges allowance $6,000 S6,000 City Sewer Charge allowance $3,000 S3,000 Reimbursables, printing, travel etc. allowance $18,000 S18,000 Special Testing costs allowance $10,000 S10,000 Subtotal $436,000 $436,000 Subtotal Project Costs $4,893,500 $4,893,500 Owner's Contingency' 10.00% $489,350 $489,350 COST ESTIMATE $5,382,850 $5,382,850 "Owner's contingency should include hazardous material abatement costs for existing building demolition and miscellaneous costs not listed above. Project Budget and Cost Estimate - 1 SDcost- budget.xls a .i 6123396212 HKPU & ASSOCIATES Shakopee Police Station F.R L'1N1IN;4RY7?ROJE�TQUQ Land Cost allowance Soils Correction allowance Survey allowance Preliminary Soils Testing allowance Financing costs verify Appraisal fee verify Legal fees verify Other fees verify SUBTOTAL CONSTRUCTION COST Building Cost Budget @ $160 per s.f. Size 24,000S, Site Development Costs SUBTOTAL allowance OTHER PROJECT EXPL =LASES allowance Professional Fees allowance Needs Assessment Fee allowance Furniture & Equipment Allowance allowance Special Testing costs Furniture Subtotal Slgnage Subtotal Project Costs Audio Visual Contingency Telephones COST ESTIMATE Equipment 633 P02 NOV 13 '01 13 :47 Q: PROJ11536.02 \BUS1C OST -STU DYb.XLS Water Availability Charge allowance MCES Sewer Charges allowance Soils Testing- detailed allowance City Sewer Charge allowance Reimbursables, printing, travel etc, allowance Special Testing costs allowance Subtotal Subtotal Project Costs Contingency 10.00% COST ESTIMATE Project Budget � EID �A W�dJ j $100,000 ,$5,000 $1,500 $30,000 $3,000 $10,000 $5,00a $154,500 IqT7 $3,84.000 5250,000 $4,090,000 $327,000 $300,000 $10,000 $30,000 $15.000 SO S4,000 S6,000 S4,000 S3,000 $13,000 $10.000 $727,000 _ $4,971,500 5497,000 $5,466,500 - Z'5 ' C E Page 1 ffl W W 1 1 W N cn W O O co O co O 1 O CC) X O .� O m CS'1 1 _U7 O Cn _CD O O N) co 'o 0 O < O W W - <m ammozzz?�? mmE:z Cn U�� Z N W m m m x --1 O O O c0 `� m m m C `<�g�mmmm zs W -� o m��m M CD �3c - 1 su m °r Err X D m =-o�n�cn cn w _� v m �,°•� Cn 3 coo tmn 1 O 1 O C CA m � v 3 a �' o 0 T v v= C3) �� � Q Sll m � O O O _ X N O S11 =r :3 0 0 n n p 0 0 0 - CCDD CD CD Z 7 CA CD < N O Q 7 O N 3 V N O 1 CO O V W -A O O CAD � C 0 A CD :3 3= O O 0( 1 W 1 O O O O O O CA O O O CD Cll CL CD 0- 0 0 0 0 0 0 0 0 0 0 0 d 74 Cn CD N CA 1 CD :-i = CD N co CD 7 O a '+ CD CD •II U3 ID C_ = O O 0 0 O 0 CD O C M sll : cn i N cn 0' cn 3 0 CD 7 — cn Cn 459 t� N 1 1 1 O V P W GW N N V 1 V N O 1 W c0 cn Cl) V V co O co O 1 V O N 1 N 1 1 CO W O pp W O N N O Cn Cn N O Cn Cn O O 0 0 O O Cn CT O 0 CD 0 0 C) (� O V (A O 3 V Cn O O O O O O O O O O O O V al V O Cn O O O 01 p M + fA O C l ) V w CD C.n Cn cn N W O' - 0 Cn -.4 N CO O N 1 Cn m N Cl) CD -- W CO cn 1 1 O O O CO Cn co 0) T. Sv C2 W -- N Cn O CA? Cn 0 O _V CO Cn _O _O cn O O O 0 0 0 O O O Cn Cn _CO Cn Cn O O C -0 CD .Yt W O V O � O O OOOO O ? ON CD •O 4 << Q- C= r— :3 CD CD Q � 3 CD 0) P. cn W -� V co W (n 1 1 O (a O rn m N rn N CD CD Cn :3 M Cn W (b W O Cn O p O CD O 0 O 0 O Cl) 0) O CA W O O A O O O O O CA COn CA O W 0 (Q 6s -a -a W 6 W W In V P CA Cn Cn O O O 1 p O O O 1 00 O Cp w O cn O Cn O O Cn N O Cb i (O O O O• O N N tV N O N . nll o o O O Q ffl W W 1 1 W N cn W O O co O co O 1 O CC) ? O .� O O CS'1 1 _U7 O Cn _CD O O N) co 0 O O O Cn W N W 1 _N 0) cn M - 1 Oo N -P O - A O i Cn ul 1 O 1 O N co O O O O C3) 1 O O O O W O) Cn 1 O V N O 1 CO O V W -A O O 0 0 0 0 O O Cn W O O A O O O O O O V O 0 0 O O O O O O O CA O O O O 0 0 0 0 0 0 0 0 0 0 0 1 _ W 1 W O O co O co 1 O co N CD O O O O D ffl -� CO O N � cn cD "A N Q 0 0 N W O 0 12/31/00 Fund Balance - General fund Target range = 25 to 35% 12/31/00 Fund Balance 2001 Budget 2001 budget expenditures 2001 transfers out 4,873,116 Original 9,131,000 475,040 9,606,040 Fund balance percent Transfer to building fund Fund balance percent 50.7% 2,400,000 25.7% 4,873,116 Amended 9,105,400 538,040 9,643,440 50.5% 2,400,000 25.6% i',i v� 'Yz� 2� o r Xr General Fund Revenue and transfers in Budget 9,823,555 revenues through 11/19/01 7,071,026 2nd half taxes 1,728,928 2nd half aids 312,394 1/1/01 interest reversal 378,408 SPUC transfers 164,000 9,654,756 General Fund expenditures and transfers out Budget 9,643,440 expenditures through 11/20/01 7,301,744 Remaining Recreation transfer 63,000 3 payrolls 540,000 2 months of bills 1,366,000 9,270,744 72 % 980 76% 96% 384,012 fiSSOr D� /fi cfe - rrJ 'yvOz- 6—C e7r /Y =Si^v e. 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They are: 1. Addition of overtime to police, shop and community development $94,510. 2. Reduction of temporary wages $11,470. 3. Reduction of PERA $4,790. 4. Increase in FICA $41,820. 5. Increase in health insurance $29,660. G. Increase in life insurance $5,330. 7. Increase in dental insurance $5,150. 8. Decrease in workers compensation $300. 9. Increase in rental expenditure $10,000. 10. Contingency decrease $515,000. 11. Revenue - police services increase $60,000. 12. Revenue - fines increase $20,000. 13. Revenue - SPUC transfer in $308,000. 14. Revenue - taxes decrease $308,000. 15. Transit planner position has been split between the General Fund and the Transit Fund. 16. Recreation transfer for health insurance cost $4,000. 17. Increase in wages (new positions /new pay plan) $376,260. 18. Increase for demo of old Recreation office building $30,000. 19. Increase for retirement account in conjunction with Health plan $30,000. 20. Potential decrease in Health insurance $70,000. 21. Transfer to Recreation for wage /PERA /FICA increase $41,060. 22. Charge back to street (expense reduction) for sharing health cost to Sewer and Storm funds $24,000. There are still some items that are not finalized. The current overall General Fund budget status is attached. Note that there is carry over of $20,000 for an imaging system and $25,000 carry over for a dictation system. With this included, a balanced budget would show a deficit of $45,000. The attachment shows a deficit of $56,810. Attached are budget printouts for the General and Recreation Funds. 00 M r a W w w W N d j F U) 0 C0 ? ~ Z a) Z Z c ca r d Q o 6 6 6 6 6 6 o O o o O O o o O O o 0 p LO N O M O tc O "i O O O O co O) O M co ll N M O LO V O? co LT O O O O Cl) o M O I� r 0 CO Z ri o r co o r o M o r- r) v ri ri r) LD LO t- o W N N C M Q M O N M tO V N N V D) (D M CD O O V N M O M O V co V O OO LO .0 �:, O LL O co m O O O ' O ll_ N m Q O Q Q W 8 0 W O W W W Q U Q - W Z g U' Z Z I Z I Z g W lL O O J (O W !n 0 Q 0 W H $S ( n O O O O p O O O O O O O O O O O O O O (n of Lo N M O (p O I O O O O co D) O M co I� co M O LO CA co O O O O M N m CO I� r O (D co O r O O O co O r M co N M tO ^ O > M I� (D (D N V LO N V co (D LA V M co V V O O N O O N m M O LLD — c) CO r N M O N co OA M M O O N O O O co (n Q U? (n F r F F- m m d O O O O O p O O O O O O O O O O O O O O M 00 O M LO O O O O V N co N O O O O O OO V n r— M (D O co "O N O L` M O (D n (l O O O O r V O O M N L O CO N O V (O O O O LO I� co r O � n V N N O 1� n tO (D M LO tO O N V M O O O O O N co O r c (D (O N r N r M O co co m O Q j co r r O LO M O N N m Ln O O O O O LO O O O O O t0 O O O Cl O LO V D) N oD w N LLD V O O O O LO LO LO O N W M V O O O t tO r O O O O V O V O V O r M co (D O Ln M M Lb r O W O O O N co co O p A m . O O r LO O O LO M r co O L(J M N O LO N r O r V V N N M lO M tO 6) N O O C M N r r O O M O N IL m Ln 07 N M co N O co M 6 O O O O M L (p ( O V t` N CO V M LO O O O O V V (D N r0 LO O N r r cc V D) co oo O CO N V O co r O O (O <{ r LO 0 O O (O O O O O O O) O m C O <- up 0 O O cq L O M O? 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U t w Z w a W LL ¢ O w z z O_ Q Z aWp Z w Q z C7 z W O O in H w W O w J W ~ w U -~ w Q K W W C) w w d d w Q O U w Q CCU d d F w F F °— U O U W 0 0 0 O O of W Z Of W v m 0) d O p p 0 O 00 O O p O O 0 o O 0 00 o O to 0 to O O O O O O o O O O d. p M M O N tO (O r- O O O O U) ca 0 j 1, O 7 7 R C C CD CO CO CO CO O O 0 M W 00 co � LL 0 0 . CITY OF SHAKOPEE Memorandum CONSENT TO: Mayor and City Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJECT: 2001 Budget Amendment Resolution No. 5615 DATE: November 14, 2001 Introduction and Background: Three items warrant Council consideration for a change in the 2001 budget. The changes are: 1. Reduction in revenue for the franchise fee that was not adopted. 2. Increase for transfers in from SPUC. 3. Increase supplies budget for the Fire Department due to an amount that "fell through the crack" in preparation of 2001 budget. Item Division Account # Amount 1. Franchise fee 1000 -6327 ($850,000) 2. Transfer in 1000 -8011 736,800 3. Supplies Fire 0312 -6202 13,000 Net effect 126,200 Funding Source 1. Fund Balance (126,200) In the budget process, a couple of items were moved from the General Fund Fire Department budget request - capital equipment to the supply category. The first part was done but the second part of increasing the supplies amount "fell through the crack" and was not included. Alternatives: 1. Status Quo. 2. Amend budget as per above. 3. Amend budget in some other combination of #1 and #2. Recommendation: Alternative 2. Action Requested: Offer Resolution No. 5615 a resolution amending Resolution No. 5458 adopting the 2001 Budget and move its adoption. Gregg Voxland Finance Director g: \budget01 \01 budamend3 RESOLUTION No. 5615 A RESOLUTION AMENDING RESOLUTION No. 5458 ADOPTING THE 2001 BUDGET BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, COUNTY OF SCOTT, MINNESOTA, that the 2001 General Fund budget is amended and increased or decreased as follows: Division Amount Revenue — Franchise fee ($850,000) Revenue — Transfer in 736,200 Fire Department 13,000 Adopted in session of the City Council of the City of Shakopee, Minnesota held this day of , 2001. Mayor of the City of Shakopee ATTEST: City Clerk CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Public Services Building Roofing Contract — C. O. #1 DATE: November 15, 2001 No The Council is asked to approve Change Order #1 in favor of Schwickert Company, in the amount of $18,800, for modifications to the contract for the Public Services building roof. In August, a contract was awarded to Schwickert Company of Mankato to replace the roof at the Public Services (Police and Public Works) building, and City Hall. The original amount of the contract was $443,790. Work has progressed on the Public Services building. As the old roof was being removed, it was discovered that the existing wood "blocking" on the perimeter of the roof had rotted. Therefore, in order to provide a solid base to which to affix the new roof, the deteriorated blocking would need to be removed, and a new treated wood block would need to be installed in its place. The total amount of wood blocking to be removed and replaced is 850 lineal feet. In addition, after the contract was let it was requested by the Public Works Division that a drain spout be relocated from its old location to a place away from an overhead door (so as to reduce the amount of ice build up during the winter). �. The Contractor has proposed $18,000 ($23.50 per lineal foot) to remove and replace the wood blocking, and dispose of the old material. They further have proposed an $800 fee to relocate the drainpipe. JEA Architects, architect for the project has reviewed this with staff, and recommends acceptance of the Change Order. The wood blocking issue was also reviewed with Councilor Link. 1 =9 M 101121 MEN 0 • 12 I recommend that Change Order #1 be authorized, in the amount of $18,800. t 1 If the Council concurs, it should, by motion, authorize approval of Change Order #1 dated November 6, 2001, in the amount of $18,800 to Schwickert Company. r, V . .'. Mark McNeill City Administrator MMAh CHANGE OWNER ARCHITECT ORDER CONTRACTOR FIELD AIA DOCUMENT 6701 OTHER PROJECT: Shakopee Public Services Building (name, address) Reroofing and Remodeling and Shakopee City Hall Reroofing TO CONTRACTOR: (name, address) Schwickert Company 330 Poplar Street Mankato, MN 56001 The Contract is changed as follows: Refer to Attachment 1 hereto. ■ ■ CHANGE ORDER NUMBER: 1 DATE: November 6, 2001 ARCHITECT'S PROJECT NO: 1069A and 1072E "CONTRACT DATE: August 8, 2001 CONTRACT FOR: General Construction signed Not valid until by the Owner,- Architect i The original (Contract Sum) was ........................ S 443_ , 79 0.00 Net change by previously authorized Change Orders ......... . .......... . .........S 0 The (Contract Sum) prior to this Change Order was .......... S 443,790.00 The (Contract Sum) will be ( by this Change Order in the amount of ............................ S 18,800.00 The new (Contract Sum) including this Change Order will be .. S 4 6 2, 59 0.00 The Contract Time will be ' (unchange d)*X The date of Substantial Completion as of the date of this Change Order therefore is the same. NOTE: This summary does not reflect changes in the Contras[ Sum, Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive. JEA ARCHITECTS SCHW C OMPANY CONTRACTOR 330 Poplar Stree Address Mankato, MN 56001 BY DATE —® CITY OF SHAKOPEE OWNER 129 Holmes Street South Address Shakopee, MN 55379 BY DATE AIA DOCUMENT GM • CHANGE ORDER e , 1987 EDITION • AIA® a ©1987 ® THE AMERICAN INSTITUTE OF ARCHITECTS. 1735 NEW YORK AVE., N.W., WASHINGTON, D-C. 20006 WARNING: UMIcensed 0 W W c0 p y j j V vWal- U.S coWght Tars and Is . 1. At the Shakopee Public Services Building: ADD $ 800.00 Provide and install approximately 25' of additional 6" cast iron piping to relocate the downspout nozzle to the corner of the mechanic's shop. Refer to Exhibit A (1 page) for additional support information. 2. At the Shakopee Public Services Building: ADD $ 18,000.00 Remove existing wood blocking at perimeter of roof. Install new treated wood blocking as per Drawing Attachments C.O. 1-1, C.O. 1 -2, C.O. 1 -3 and C.O. S -1. Remove debris and transport to a certified landfill. Refer to Exhibit B (1 page) for additional support information. CITY OF SHAKOPEE Memorandum INSEI TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: Certifying Delinquent Utility Bills DATE: November 14, 2001 Introduction & Background The City routinely certifies past due storm drainage utility bills for collection with the property taxes. Resolution No. 5617 certifies two bills for delinquent storm drainage fees, including a $10.00 certification fee, for collection with the 2002 taxes. The property owners have been notified of this process. Action Offer Resolution No. 5617, A Resolution Certifying Delinquent Storm Drainage Utility Bills For Collection On The Tax Rolls Payable 2002, and move its adoption. f � � _f Gregg Voxland Finance Director C \gregg \memo \cert97 RESOLUTION NO. 5617 A RESOLUTION CERTIFYING DELINQUENT STORM DRAINAGE UTILITY BILLS FOR COLLECTION ON THE TAX ROLLS PAYABLE 2002 WHEREAS, the Shakopee City Council did create a storm drainage utility pursuant to Ordinance Number 176; and WHEREAS, the storm drainage utility is supported by user fees collected by utility bills; and WHEREAS, a bill is delinquent. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the cost of delinquent storm drainage utility bill for the following listed parcel is hereby certified to the Scott County Auditor for collection with the 2002 property taxes. 27- 001290 -0 47.91 27- 914001 -2 $1,168.26 Adopted in adjourned regular _ session of the City Council of the City of the Shakopee, Minnesota, held this 20th day of November, 2001. Mayor of the City of Shakopee ATTEST: City Clerk 2] Pledge of Allegiance 3] Approval of Agenda 4] Mayor's Report 5] Approval of Consent Business'- (All items noted by an * are anticipated to be routine. After a discussion by the Mayor, there will be an 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] RECOGNITION BY CITY COUNCIL OF INTERESTED` CITIZENS (Limited to five minutes per person/subject. Longer presentations must be scheduled through the City Clerk. As this meeting is cablecast, speakers must approach the microphone at the podium for the benefit of viewers and other attendees.) *7] Approval of Minutes: September 10 and 18, 2001 *8] Approval of Bills in the Amount of $729,559.41 plus $240,184.91 for refunds, returns and pass through for a total of $969,744.32 9] Public Hearings: A] Proposed assessments for delinquent garbage bills - Res. No_ 5614 B] Proposed assessments for 2000 Reconstruction, Project No. 2000 -4 —'Res. No.5612 C] Proposed assessments for Trunk Watermain Extension from Southbridge Parkway to Stagecoach Road, Project No. 2000 -5 - Res. No. 5613 D] Currency Exchange License Renewals — Res. Nos. 5608, 5609,' 5610, 5611 10] Discussion of Parking Vehicle Restrictions During Snow Removal Periods 11] Liaison Reports from Council Members 12] Recess for Economic Development Authority Meeting: None 13] Re- convene TENTATIVE AGENDA November 20, 2001 Page —2- 14] Recommendations from Boards and Commissions: A] Amendment to Canterbury Park PUD for Temporary Housing — Res. No. 5602 *B] Distribution of Request for Proposal for Transit Services (Dial A Ride, Express Service and Dial A Ride serving schoo18 and day care) 15] General Business A] Community Development B] Public Works and Engineering * 1. Ordering Feasibility Report for Vierling Drive Trail from CR 79 to Sage Lane — Res. No. 5616 C] Police and Fire * 1. Purchase of Unused Holiday Time *2. School District Donation D] Parks and Recreation E] Personnel * 1. Authorize Hiring of Recreation Supervisor 2. Approve Job Description for Graduate Engineer, Amend Pay Plan, and Authorize Advertising to Fill the Position — memo on table F] General Administration 1. Resignations from Planning Commission 2. 2002 Employee Health Insurance 3. Setting Sanitary Sewer and Storm Sewer Fees 4. Report on Building Fund 5. 2002 Budget Update *6. 2001 Budget Amendment — Res. No. 5615 *7. Public Services Building Roofing Contract — Change Order No. 1 *8. Certifying Delinquent Drainage Utility Bills — Res. No. 5617 16] Council Concerns 17] Other Business 18] Adjourn OFFICIAL PROCEEDINGS OF THE CITY COUNCIL. J. REGULAR SESSION SHAKOPEE, MINNESOTA SEPTEMBER 10, 2001 Mayor Brekke called the meeting to order at 5:00 p.m. with Council Members Link, Morke, Sweeney and Amundson present. Also present: Mark McNeill, City Administrator; Judith S. Cox, City Clerk (5:25); and R. Michael Leek, Community Development Director. The Agenda is approved as presented. Mr. McNeill, City Administrator, reported on the dial -a -ride issue. There was a memo on the table from Michael Leek, Community Development Director, regarding this dial -a -ride issue. Mr. Leek updated the Council on what has happening with the dial -a -ride issue. As indicated by Mr. McNeill the City was made aware of some information from the State of Minnesota last week regarding the transport of some children. This information suggested that the City's transporting practice's regarding preschool age children and some school age children might be in violation of some state regulations. The City Attorney has been asked to look into state and federal regulations that may apply because federal money is received for transit. Daycare providers and preschool providers were concerned as to what they were going to do because parents did not apply for exemptions for their children at daycare to wait for the bus without the child being attended. It has been suggested in the memo on the table, there are still some issues that need to be further looked at. Mr. Leek thought it would be appropriate to reconvene /convene a committee representing daycares, preschools, Laidlaw Transit, and the City to figure out how these concerns can best be addressed. Mr. Leek is recommending continuing to provide the service for 30 days. This would give the City time to make some preliminary alternatives available to the Transit Advisory Commission on September 25 h and for the City Attorney to look into the State and Federal regulations pertaining to transporting these children. Hopefully, there will be some information from the Transit Advisory Commission to bring back to the Council on October 2" d . Mr. Leek felt because the City in now doing something specific and tangible this would offset some of the potential risk at this time in continuing this service. Mr. Troy Beam, representing Scott County Transit, approached the podium and answered some questions from the Council. Cncl. Morke wanted to know why the City was providing a service of this type for "for profit organizations ". Cncl. Sweeney was concerned about the insurance liability. Cncl. Sweeney would like City staff to contact the League of Minnesota Cities Insurance Trust and find out what the City needed to do to cover their liability and what this liability insurance would cost. Cncl. Sweeney stated that if the City could not cover the liability then the fiduciary responsibility of the Council was to terminate the service. Secondly, Cncl. Sweeney thought if this service was going to be continued for any period of time perhaps the daycare providers who use this service should be asked to give the City a legally binding waiver of liability from the time the child leaves for the bus to the time the child reaches the daycare provider at the end of their school day. Mr. McNeill felt the parents should be the one to Official Proceedings of the September 10, 2001 Shakopee City Council Page —2- give the City the waiver. Cncl. Sweeney wanted the City to apply for a 30 -day exemption from the state and federal regulations based on the fact that service is being provided in good faith and the City is attempting to find solutions for this type transit. Mayor Brekke said if the Council found out they did not have the insurance for this service, the Council needed authority to stop this service immediately. Mr. McNeill stated that Laidlaw transit is not picking up any children from a licensed daycare because there have been no exceptions granted. Mayor Brekke stated there were two issues of liability that needed to be checked out. These issues are liability when the child is on the bus and the liability when the child is waiting for the bus or has just been dropped off by the bus. Mr. Troy Beam said there are several state and federal regulations, and each exemption needed to be applied for individually. Mr. Beam was of the opinion that with a dial -a -ride service, lake he provides, it was not legal to transport some children without a car seat. Mayor Brekke felt it was in the City's best interest to try and find a way to phase this service for the young child out. Sweeney/Morke moved to direct staff to contact the League of Minnesota Cities Insurance Trust and determine if the City has coverage for the potential liability that may arise from the City transporting these children to school and if there is no liability coverage the service is to be terminated immediately. Mr. McNeill noted the City of Shakopee attempted to notify daycares of this problem but the City does not have a comprehensive list of all children in daycare. Motion carried unanimously. Morke /Sweeney moved to direct staff to file a request for a 30 -day exemption from the rules and regulations with the State and Federal regulatory bodies directing transit for young children. Motion carried unanimously. There was discussion on car seats and seat belting these children in. Mr. Mathews stated approximately ' / of the rider ship is children under 10 years of age. Mr. Mathews stated in some of the dial -a -ride businesses around this area, it has been made the parent's responsibility to provide a car seat and the responsibility of the parent or guardian to buckle the child in the car set and vehicle. This is a public dial -a -ride service that is being provided. Mr. Leek gave statistics of the ridership during the school year. Ms. Cox arrived at 5:25 p.m. Official Proceedings of the September 10, 2001 Shakopee City Council Page —3- Mr. McNeill acknowledged Rod Kelsey of Riley, Dettmann and Kelsey, who had originally presented a draft of some pay plan changes for employees of the City of Shakopee. After further contact with employees, some changes are needed to the pay plan and Mr. Kelsey would like to review these changes. Mr. McNeill stated that job descriptions would need to be implemented and adopted by the Council before the new pay plan went into effect. Rod Kelsey, Riley, Dettmann and Kelsey, approached the podium and addressed four items tonight. The items were: 1) a revised projected investment sheet, 2) highlighting future jobs and job descriptions, 3) discussion on variable pay, and 4) presenting a final recommendation presentation at the October 2nd meeting. Mr. Kelsey recommended having as few job descriptions as possible, as long as these job descriptions are not to generic so a good identification could be made. Mr. Rod Kelsey addressed the revised projected investment sheet. Since the original presentation Mr. Kelsey and Mr. McNeill have met with Departments Heads individually and have met with the Employee Advisory Committee to go over the pay plan again. There were questions on how the pay plan was to be implemented and recommendations were discussed. Recognition of long -term employees was received with a mixed review. The base payroll would remain the same. The initial 3.5% adjustment and the approval of step placements effective 1 -1 -02 is basically unchanged. The third step of the projected investment sheet is what is different. This involves approving additional step movements in 2002 on the anniversary date. Tthere is a net difference in the projected investment sheet of $20,000 for this change. This change was recognized by Marilyn Remer of the Payroll/Benefits department. There are no further investments in 2003 as projected originally. The projected investment sheet was discussed with recognition of fairness and placement. Mr. Kelsey felt this figure for employee investments was reasonable and should be looked at by Council. The Council still had some concerns regarding this new pay plan. There was a consensus from Council to see employees be rewarded for performance not just attendance. When a step movement was being considered the Council wanted competency /merit also to be a consideration in a step placement. There was discussion on the job titles given to City employees. Cncls. Sweeney and Morke would like to see an objective person (along with staff) be in on the decision making with performance reviews. Employees felt variable pay would only be successful if there was spot recognition or some sort of recognition piece that can be passed around so every one has a chance. Mr. Rod Kelsey felt it was dangerous to introduce outside performance evaluators. Sweeney/Link moved to direct staff that performance /merit should be part of the consideration not just longevity in deciding a step placement and the management team should review the step placements and make a recommendation to the Council. Motion carried unanimously. Official Proceedings of the Shakopee City Council September 10, 2001 Page —4- Sweeney/Morke move to accept the revised projected investments to fund the proposed 2002 non- union pay plan. Motion carried unanimously. Sweeney /Amundson moved to approve the propdsed future additions and revision in the City's classifications roster pending the preparation of job descriptions. Motion carried unanimously. Cncl. Link reported that Terry O'Toole, with Voyager Bank, would like to meet with the City on the site plan for the Police Department/City Hall with a pass through from Gorman Street to Marschall Road being the end result for a benefit to the City and Bank. Mr. McNeill will coordinate the site plan discussions with Mr. O'Toole. Cncl. Link was given a copy of the proposed layout of the new Library by Mrs. Hullander; Cncl. Link requested that he work closer with the layout and the architects. Sweeney /Amundson moved to authorize and direct staff to allow Cncl. Link to work closely with the architects on the new library. Motion carried unanimously. Cncl. Morke noted he had not heard anything on the phasing of the lights on 4 Street and C.R. 17 and 10 Street and C.R. 17. Mayor Brekke declared the meeting adjourned to September 18, 2001 at 7:00 p.m. Meeting adjourned at 6:14 p.m. udith S. Cox City Clerk Carole Hedlund Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL J. REGULAR SESSION SHAKOPEE, MINNESOTA SEPTEM13ER 18, 2001 Mayor Brekke called the meeting to order at 7:00 p.m. with Council members Link, Amundson, Sweeney and Morke present. Also present: Mary McNeill, City Administrator, R. Michael Leek, Community Development Director; Bruce Loney Public Works Director, Tim Thomson, City Attorney; Dan Hughes, Chief of Police; Gregg Voxland, Finance Director; and Tracy Coenen, Management Assistant; Mark Themig, Facilities and Recreation Director and Mark McQuillan, Natural Resources Director Mayor Brekke commented on the attack of the Pentagon in Washington, D-C. and World Trade Towers in New York City. Mayor Brekke remembered all of the victims of this brutal attack_ Mayor Brekke stated we can all stand together. There are many great challenges that He in front of us Americans. A moment of silence was held to remember the victims. "God Bless America" was sung. The following item was added to the Agenda. 15. B. l Mobile Data Computer Grant. Sweeney/Link moved to approve the Agenda as amended. Motion carried unanimously. The following items were added to the Consent Agenda. 15.B.1 Mobile Data Computer Grant for the Police Department and 15.A.2 request from Laurent Builders, Inc. for a Street Cut. Amundson/Link moved to approve the Consent Agenda as modified. Motion carried unanimously. Mayor Brekke asked if there were any citizens present in the audience who wished to address any item not on the agenda. There was no response. Amundson/Link moved to approve the meeting minutes for August 7, 2001. (Motion carried under the Consent Agenda). Amundson/Link moved to approve the bills in the amount of $422,662.93 plus $74,550.15 for refunds, returns and pass through for a total of $497,213.08. (Motion carried under the Consent Agenda). [The list of bills is posted on the bulletin board at City Hall for one month following approval]. Cncl. Sweeney reported on the Shakopee Public Utilities Commission meeting. SPUC staff was authorized to get RFP's for a study of future purchase of electricity. The current contract runs out in 2005. There is the possibility that SPUC may build their own generator. Official Proceedings of the September 18, 2001 Shakopee City Council Page —2- Amundson/Link offered Ordinance No 611, Fourth Series, An Ordinance of the City of Shakopee, Minnesota, Amending the Zoning Map Adopted in City Code Sec. 11.03 by Rezoning Land Generally Located North of 17 Avenue Extended and East of Dublin Square and Sunpath Elementary From Agricultural Preservation (AG) Zone to Urban Residential (R -1B) Zone, and moved its adoption. (Motion carried under the Consent Agenda). Mr. Leek, Community Development Director, gave the staff report on the request from Ryland Homes and Shakopee Crossings for an Amendment to the Comprehensive Plan for Property located east of CR 18 and south of Hwyl69. This is actually a request for a Comprehensive Plan Amendment and also a rezoning. This request has been before the Planning Commission for a public hearing and the Planning Commission's action was to recommend approval of the reguiding to Medium Density Residential from the current guiding of Commercial. A recommendation was not made on the rezoning request because the Planning Commission was waiting to see the outcome of the land use change before the City Council. Mr. Leek oriented the site of the proposed change on the overhead. Both the current adopted Comprehensive Plan and the draft update Comprehensive Plan indicates this area is guided for Commercial_ The residential homes Ryland Homes is proposing are of two types. There is a smaller lot, detached single - family product in the site being considered tonight and also the site adjacent to CR 18. In between these two sites there will be a town home type product. A specific consideration in this area has been traffic. This issue has been discussed with the Scott County engineering staff because Scott County had a concern if the rezoning from I -1 to R -2 would result in more traffic. This area was zoned commercial and it was agreed that the traffic level, if this piece were rezoned to residential, would be less than commercial. There would be no negative impact on the traffic study that was done. There will be a variety of commercial uses on the land that is now being intended to be used for commercial. Mayor Brekke stated this was not a formal public hearing but public testimony will be taken tonight. Mr. Soltau, Shakopee Crossings, approached the podium and oriented the site and showed the roads. He stated that earlier in the year a concept plan of this area was presented to the Planning Commission. Mr. Soltau felt the area of the southern boundary was correct in a commercial zoning because of the proximity to CR 18 but on the other side there was a transition to unsewered single family, therefore, this request to rezone to residential was appropriate in his opinion. Mr. Soltau was of the opinion that this rezoning was really a swap of commercial land use and multi - family residential land use. Goods and services for the Southbridge residents were discussed along with some of the Outlots and the road system. Official Proceedings of the Shakopee City Council September 18, 2001 Page —3- Cncl. Morke had a concern regarding the police and fire protection in this area if the area was rezoned to medium density residential. Cncl. Link was not so sure this commercial property should be made residential because this increase of residential would contribute to overloading the schools. There was discussion as to why the whole site was not before the Council tonight for a complete rezoning. Mr. Leek stated there was not MUSA for the entire area at this time and Mr. Leek did not feel it was appropriate to move ahead in the areas where MUSA was not available. Chris Enger, representing Ryland Homes as their Land Resources Manager, approached the podium. Ryland Homes understood that they were before the Council tonight for the reguiding of the Comprehensive Plan on just the northern piece. Mayor Brekke asked for more audience participation. There was no response. Amundson/Morke moved to approve the reguiding of the subject parcel from commercial to medium density residential, and directed staff to include the proposed change in the Comprehensive Plan Update currently under review by the Metropolitan Council. Cncl. Morke seconded for discussion. Mr. Leek approached the podium and spoke to the zoning and streets of the area. As part of the AUAR the traffic impacts were analyzed for the area. Mr. Leek stated with the proposed rezoning the traffic impacts are within the AUAR. Cncl. Morke was concerned about the noise generated by the industrial businesses across the road from the multi - family residential. Motion failed 3 -2 with Cncls. Sweeney, Morke, and Link voting in the negative. Cncl. Sweeney stated the commercial/industrial zoning districts benefit the City whereas residential could be costing the City. Mr. Bruce Loney, Public Works Director /City Engineer, gave a staff report on the parking restrictions for snow emergency. Mr. Loney stated that the Public Works Department and the Police Department have worked cooperatively to bring this issue forward. Mr. Loney pointed out to the Council that the ordinance now in effect is a calendar parking ordinance and can be somewhat confusing to the residents of Shakopee. This confusion contributes to the non- compliance and the growth is not developing in a north/south and east/west grid system. Also the times stated in the ordinance for parking on the streets is hampering the efforts of the Public Official Proceedings of the September 18, 2001 Shakopee City Council Page —4- Works Department in snow removal. Mr. Loney believes the ordinance as it now stands needs some clarification. The towing provisions in the current ordinance were also looked at. Mr. Loney provided six (6) alternatives in the Council members packets. Alternative #1 is thought to be the best alternative by providing the least confusion and the best enforcement and does the best job of getting cars off the street so the Public Works Department can plow safely. It would apply year round. Getting cars off the street will facilitate the snow removal of the Public Works Department and will make it much safer for the snowplow operator. The Police Department is looking at the enforcement issues of the snow emergency ordinance and prefers alternative #1. In alternative #2 only the months are different from the current ordinance. Alternative #3 allows for no parking on either side of the street. Alternative #4 is changing the calendar parking to an odd/even parking system (similar to Chaska) with a change in the no parking times to 12:00 a.m. to 8:00 a.m. Alternative 95 is a composite of the current ordinance along with components of alternative # 1 and would be tough to enforce. Alternative #6 was leave the current ordinance as is. Police Chief Hughes stated that in alternative #1, after a warning if a car is not moved a citation could be issued. If this car impedes snow_ removal a warning can be given and a citation can be written and the Police can return later and have the car towed. Sweeney/Morke moved to direct staff and Mr. Loney to come back with a draft ordinance with a combination of alternative #2 and alternative # 5 making the ordinance for wintertime rules (November 1 to April 1). The snow emergency language from alternative #2 does not apply in this motion. Motion carried unanimously. Amundson/Link moved to authorize staff to execute the street cut permit for Laurent Builder, Inc. along Vierling Drive, at Fireside Court. (Motion carried under the Consent Agenda). Amundson/Link moved to authorize the continued use of the buy -back agreements and to purchase one new cab and broom attachment from Siemon Implement Inc. for the price of $9,300 and also to authorize staff to purchase one new cab with the buy -back agreement that comes due on August 2, 2002. The cost of these purchases to be funded from the Capital Equipment Fund. (Motion carried under the Consent Agenda). Mr. Loney gave the staff report on the grading permit for Shakopee Dump #2 site in Southbridge Crossings. Shakopee Crossings Limited Partnership, the developer of Southbridge Crossings, has a couple of capped landfills on land that is owned by them. Mr. Steve Soltau, Shakopee Crossing Limited Partnership, has been working the Minnesota Pollution Control Agency (MPCA) to get the approvals that are needed to go ahead and remove landfill material that is on their land. Shakopee Crossing Limited Partnership is doing this work on a voluntary basis and has asked the City what permits the City would require. The City of Shakopee is of the opinion that Shakopee Crossings Limited Partnership would only need a grading permit from the City of Shakopee. Shakopee Crossings Limited Partnership in cleaning up this Iandfill area in conjunction with their Official Proceedings of the September 18, 2001 Shakopee City Council Page —S- own independent testing agency and may well decrease the liability in this area. Mr. Loney is asking direction if the fee for the grading permit should be waived or not. The developer feels the cleaning up of this landfill is a benefit to the City. Mr. Loney stated that in the future there would be grading on this site in anticipation of development and a fee will be collected for that grading permit at that time. At this time the developer is not present at the meeting. Cncl. Morke felt the removal of the capped landfill was to the developers benefit not the City's Jim Thomson, City Attorney, addressed the liability issue. The developer is now in attendance at the meeting. Mr. Soltau, Shakopee Crossing Limited Partnership Developer, approached the podium and stated the landfill testing by the MPCA shows the landfills are primarily glass and metal and are fairly shallow; however, there is always the unknown factor. Most of this land has already been gone over once with the construction of CR 18. However, Mr. Soltau thought there was a benefit having a clean bill of health. Mr. Soltau saw the benefit to the City as a policy of an active approach to encourage developers to clean up landfills before there is a need to react. Jim Thomson addressed the grading permit fee with an alternative suggestion to the waiving of the fee. Cncl. Sweeney did see a benefit to the City. These landfills will go away with the clean-up effort and they will not need to be dealt with at a later time. Sweeney /Amundson moved to follow the City Attorney's suggestion to charge Southbridge Crossings Limited Partnership the grading permit fee now for Shakopee Dump No. 2 but issue a credit for a grading permit fee on future grading for this site. Motion carried unanimously. Cncl. Link did not participate in the discussion or the voting on the additional costs for the 2000 Street Reconstruction Project because he owns property in the area of the project. Mr. Bruce Loney gave the staff report on the additional costs for the 2000 Street Reconstruction Project No. 2000 -4. There were some costs overruns on this project. Some of the overruns had been previously approved by Council. There was some extra rock excavation, some extra sanitary sewer and water main work. During the project Shakopee Public Utilities (SPUC) needed to add extra watermain reconstruction work at a cost of approximately $40,000 in order to make their Official Proceedings of the September 18, 2001 Shakopee City Council Page —6- system work properly (this type work is paid by SPUC). A sanitary sewer service needed to be repaired that was a large cost. There were some miscalculations in amount needed for driveways for the project, some storm sewer catch basins were needed to provide proper drainage and the relocation of manholes were needed. Cncl. Sweeney said the watermain cost was a SPUC cost, the sanitary sewer repair comes from the Sanitary Sewer Fund, the catch basins are Storm Sewer funded; therefore, what is the general levy dollar cost. Mr. Loney thought the general levy cost would be approximately $110,000. This is an increase of 10% over the feasibility report. The indirect costs with the Engineering Department are under the costs stated in the feasibility report. Mr. Loney stated the contractor has done much of the work and the City needs to pay the contractor. Mr. Loney would like direction to encumber the funds so the contractor can be paid and then the figures will be reworked on the assessment roll. Morke /Sweeney moved to approve a 25% contingency above the original contract amount for the 2000 Street Reconstruction Project No. 2000 -4. Motion carried 4 -0 with Cncl. Link abstaining. Mr. Loney gave the staff report on the 2001 traffic study regarding the intersection at Pheasant Run and Ponds Way. The report for the intersections done in the 2001 study, except for Pheasant Run and Ponds Way, was given at the September 4, 2001 City Council meeting; however, residents from Pheasant Run and Ponds Way were unable to attend that meeting and wanted to be heard so that part of the report was delayed until tonight. Mr. Loney stated the intersection of Pheasant Run Street and Ponds Way met the stop sign criteria for side streets (Ponds Way). The residents would also like to address a sidewalk along Pheasant Run Street and a sign to alert motorists of handicapped children in that neighborhood. Mr. Loney stated that the stop sign on Ponds Way was already in place. DeAnn Curtis, 1999 Pheasant Run Street, approached the podium and stated she was representing the neighbors and is requesting a 4 -way stop at Pheasant Run Street and Ponds Way. She had a handout that she gave to the Council showing the statistics of this neighborhood. The residents did have safety concerns for themselves and their children because there are no sidewalks on Pheasant Run Street. The residents felt the demographics supported a 4 -way stop on Pheasant Run Street and Ponds Way. The residents also felt it was a major safety concern for the families that use Pheasant Run Street and Ponds Way. Ken Kewan, 1966 Pheasant Run Street, approached the podium and stated that he would appreciate a 4 -way stop at Pheasant Run Street and Ponds Way. He does have a handicapped daughter in a wheelchair and the traffic does move quickly on Pheasant Run Street and there is limited space available in the wintertime to maneuver around. Mr. Kewan did not think there was 50% support from the residents for a sidewalk along Pheasant Run Street. Official Proceedings of the Shakopee City Council September 18, 2001 Page —7- Mr. Loney addressed the issue of why there is not a sidewalk along Pheasant Run Street at this time. It was not anticipated that Pheasant Run Street would be used as a collector street, but is approaching that use. Cathy Odenthal, 1996 Pheasant Run Street, approached the podium and stated she lived on the corner of Pheasant Run Street and Ponds Way and she is a licensed day care provider. There is a lot of activity going on in her yard and at that intersection depending on the time of day. Safety is a big concern of hers. Julie Keelee, 2002 Pheasant Run Street, approached the podium and stated that when the traffic study was done, Ponds Way did not go all the way through. Ponds Way will be paved now and more houses will be added and the traffic will increase on Pheasant Run Street. She wanted to know what the residents needed to do to see about a sidewalk. Sweeney/Link moved to direct staff to put the cost of a sidewalk for Pheasant Run Street into the CIP Plan for 2003 and deem Pheasant Run Street a collector street because it is functioning now as a collector street. Mr. Loney stated that if a sidewalk is put in along a collector street the City picks up 100% of the cost of the sidewalk. Perhaps Pheasant Run Street needs to be relooked at and possibly it can be deemed a collector street at this time. Motion carried unanimously. Cncls. Morke and Amundson would like to see how the recently installed stop signs will work and if the residents feel a stop sign is still needed after these signs have been given a chance to work the issue can be revisited. Staff will put this item on a future agenda. There was discussion on the school bus stop located at the intersection of Pheasant Run Street and Ponds Way. Staff will work on the handicapped child sign. Amundson/Link moved to approve the expenditure of $12,100 in grant monies from the State of Minnesota for the Mobile Data Computer project. (Motion carried under the Consent Agenda). Mr. Mark McQuillan, Natural Resource Director, gave the staff report on the proposed purchase of parkland by Lake O'Dowd. Mr. McQuillan gave a history of the City's actions on 43.33 acres of proposed parkland up until tonight. A limited summary appraisal has been done on the property and is in the Council members packets. Engineering was to perform a Shoreland analysis, this too is in the Council members packets, and the Park and Recreation Advisory Board Official Proceedings of the September 18, 2001 Shakopee City Council Page —8- was to review the proposal for possible purchase and this has been done. Residents of Weinandt Acres were notified and did attend some of the meetings. According to the Patchin, Messner & Dodd the appraisal of fair market value for this piece of property comes in at $1,460,000. Possible improvements to the proposed 43.33 - acre _park have been looked at and that cost estimate is $1.3 million and this does not include the improvements for a beach area. Access to the park area is a concern. Access is preferred off of a major artery and this could be problematic. The Park and Recreation Advisory Board (PRAB) did recommend that the City acquire the 43.33 acres owned by Justin Phillips for a future community park that passed on a 4 -1 vote with one member missing. The Board also recommended that the City acquire additional land, approximately 12 acres, adjacent to the property line on the south when this parcel comes up for future development. The Board chose for the funding to come from City funds initially and the PRAB will repay these funds to the City through park dedication fees in the amount of $250,000 each year for the next six years. The City Council tonight needed to decide if the parkland was to be acquired and the funding for the acquisition if it was decided to acquire the parkland. Cncl. Morke wanted it stated for the record that he disagreed a limited summary appraisal had been directed by the Council, he stated specifically that a full appraisal was to be done. The Council thought that this full appraisal was for the police station and that this limited summary for the proposed parkland appraisal slipped by the Council. Mr. Kaley, chair of the PRAB had no comments at this time. Mr. Harry Weinandt, 1259 Maxine Circle, developer of Weinandt Acres, approached the podium and stated that Weinandt acres had been developed with a road off of CR 42 that comes back out to CR 17. He was required to provide access to this 40 -acre parcel. His largest concern at this time is that there is only access off of Lil's Way in the Weinandt Acres residential development to the possible parkland. The residents in Weinandt Acres do not want the public using Lil's Way for an access point. Dave Engels, 1127 Vista Ridge Lane, approached the podium and discussed access into the proposed park area. Mr. Engels is concerned about his privacy because many people use his land for access into the proposed park area on Lake O'Dowd. The grade elevations need to be considered when possible access points are being looked at. Michele Finley, 3834 Marcia Lane, approached the podium and stated her property adjoins Lil's Way. She is in favor of a passive park on the subject site as long as Lil's Way is not used as an access. The neighbors agree with this statement. Mayor Brekke asked Mr. Loney about the engineering analysis. The grade on CR 14 south is excessive and Mayor Brekke wondered if this had been included in the engineering evaluation or if further time was needed to look into the elevation issues at this location and other possible Official Proceedings of the September 18, 2001 Shakopee City Council Page —9- access locations. The Engineering Department has not looked into access points at this time. According to Mr. Loney, Scott County is the critical component in the access issue and will need to be included in the access discussions. Mayor Brekke stated that because not all of the information is available for the Council tonight, the Council is not prepared to make a decision tonight on the proposed parkland acquisition. Cncl. Morke pointed out two conditions in the Patchin, Messner & Dodd limited analysis that he questioned. Cncl. Morke wanted to table this issue until the new Council took over. Mayor Brekke questioned the highest and best use of the proposed parkland property. The City Attorney addressed the highest and best use. The zoning of the proposed parkland was discussed with residential development in mind. Cncl_ Sweeney was unwilling to vote and spend this amount of money on this piece of property with all the problems and questions but he was willing to investigate further the cost of the property. Cncl. Sweeney suggested having a knowledgeable Council member familiar with development to sit in on the negotiations of this piece of property. Sweeney/Morke moved to direct Mayor Brekke to appoint a knowledgeable Council member to negotiate the price of the parcel of Justin Phillips on O'Dowd Lake and to see what the price may really be. Mayor Brekke appointed Cncl. Cletus Link to negotiate on the Justin Phillips parcel for use as a parkland. Motion carried unanimously. Mayor Brekke discussed the access issue regarding the engineering analysis and felt the residents should be involved with this decision also. Morke /Amundson moved to direct staff to perform an engineering analysis regarding access issues to the 40 -acre parcel on O'Dowd Lake. Motion carried unanimously. Cncl. Sweeney pointed out that the public could use a public street within a residential development if that was the public's choice. Mr. Mark McQuillan, Natural Resource Director, gave the staff report on the Huber Park Revised Parks Master Plan. Mr. McQuillan gave a short history on the Huber Parks Revised Master Plan. During the last five months there has been a design team committee made up of the Vision Official Proceedings of the Shakopee City Council September 18, 2001 Page —10- Shakopee Committee, the Rotary Club and City staff to work with Brauer and Associates to develop a new plan for Huber Park. The direction of this new plan is a much simpler design that is affordable with a centerpiece that will attract residents to the riverfront and can be implemented as soon as possible. Shakopee Public Utilities _(SPUC) has agreed to include in their CIP the funding for burying of the utility lines aived The Park and Recreation Advisory Board andPheC has asked that the right -of -way fee be Economic Development Advisory committee have approved this new master plan. Everyone understands that this is a long -range project. The cost to the City will be $1.8 million and the funding is yet to be determined. Grants will be followed up on for this project. Cncl. Sweeney did not believe this was a good project because of the cost as well as the proximity to the river and the flooding possibilities. Cncl. Sweeney did not like the plans for future acquisition along the riverfront identified by Brauer & Associates. George Watson, representing Brauer & Associates approached the podium and stated that he worked closely with the design committee and came up with four key elements. What he meant regarding the acquisition of riverfront property was if that property ever came up for sale would be to the City's benefit to purchase that property at that time. This part of the town would strengthen the ties to the downtown and Huber Park. Mr. Watson stated the land in question when purchased will open the up the public's vision of Huber Park. That is why the suggestion_ Mr. Watson stated the flooding issue is one of the reasons that the plan is simple. There are things that can be done to reduce the negative effect of flooding. The objective here, according to Mr. Watson, is to return to a river town. Cncl. Sweeney did not feel this was a wise use of this particular piece of property. Cncl. Link felt something should be done with this area. This Huber Park area could be an asset to the downtown area. Cncl. Amundson wanted to take small steps and do something with this space. Mayor Brekke wanted to see the plan modified by taking out the future acquisition of River Front property. Amundson/Link moved to approve the Huber Park revised Parks Master Plan with the modification that the future land acquisition along the north side of 1' Avenue be deleted. Motion carried 3 -2 with Cncls. Sweeney and Morke dissenting. Mr. Leek stated that Jeff Schoenbauer, with Brauer & Associates, would be giving a power point presentation on the Ryan Companies request for consolidated review of the Valley Green Corporate Center site. Mr. Schoenbauer has been working with the City through this process. There are two issues that need to be addressed. They are: 1) to provide a general reaction to the concepts that will be shown via power point and the second request is 2) to allow a consolidated review on applications that may be forth coming from RLK Kuuisto, LTD and Ryan Companies. Mr. Schoenbauer gave the power point presentation. Essentially Brauer and Associates was Official Proceedings of the September 18, 2001 Shakopee City Council Page —11- trying to maximize the public value associated with the West Dean Lake area. There is a preliminary plat approved for the area that shows a business park. Mr. Schoenbauer is using a conservation approach to the development that has three components to it (economic, cultural and ecological). The result that is being strived for here is a finished product that has a minimum of future burdens on the community. In the Albirison plan the site is m aximiz ed for business and commercial use. Not much has been gained with respect to gain of public values for the development. The preferred plan is a combination of residential and commercial. There is much maximizing of the public value with this concept. There are many wonderful amenities with this concept also. A storm water management system that is ecological based is being strived for. This would allow for much less water leaving the site. The developer will be worked with further to see if there are some techniques that can be used within the commercial area to maximize some public value there. This is a very interesting and compelling development. There is a different feel with the commercial/residential vs. a business /commercial or a full commercial development_ Mr. Schoenbauer wanted to know if this was a sensible direction to be headed. If the residential/commercial concept was accepted, Mr. Schoenbauer wanted to know if it would be possible to consolidate the approval processes. Cncl. Link had some questions. He wanted to know what type zoning would be requested for the residential. Mr. Leek stated that townhomes are being looked at with a density of approximately 9 units per acre. This is within the R -2 zoning requirements. It was stated earlier that the highest and best use for this piece of property was to be commercial. Cncl. Link was concerned about all the schools that would be needed if this became residential property. Cncl. Morke was concerned about the AUAR and the traffic impact. The City Attorney stated that the AUAR would need to be revisited only if more intense use is planned than when the AUAR was done. Mr. Schoenbauer stated the townhomes would be of a high quality because of the amenities in the area. Mr. Schoenbauer felt the mixture of the residential and commercial would reduce the traffic impacts at peak volume times. Kent Carlson, representing Ryan Companies, approached the podium and stated he was here to listen and get a sense of direction from the Council. He wanted to come up with a plan that made sense for everyone. Mayor Brekke asked for audience participation. Gary Sorenson, Eagle Creek Boulevard, approached the podium and stated that what was being proposed was not the high level offices as promised when the land was rezoned to business park. He also had an issue with the consolidating of the approval processes of this very large development. Mr. Sorenson wanted to see that things were done correctly. Dave Czaja, 5262 Eagle Creek Boulevard, approached the podium and stated what Mr. Schoenbauer is trying to do is what the residents have been seeking. Mr. Czaja really liked Mr. Official Proceedings of the Shakopee City Council September 18, 2001 Page —12- Schoenbauer's direction. This is an unique area. Mr. Czaja too was concerned about putting all the approval processes together.. Kathy Gerlach, resident of Dean Lake, approached the podium and stated that time needed to be taken to see what the City was actually getting. She was also concerned about what the residential make up would be. Mayor Brekke supported the commercial/residential land use but he was uncertain about how much consolidation of the approval processes there should be. He thought perhaps this should be a PUD and then everyone could be involved in the process. Mr. Leek stated direction from the Council tonight was needed if they supported in general changing the land use from business park to residential as part of this development, then if the Council is in favor of that land use change then direction is needed if the Council is in favor of any consolidation review of the approval processes. Mayor Brekke did state that sometimes it made sense to combine the preliminary plat and the final plat; however, he was not interested in looking at a Comprehensive Plan change and a rezoning in the same meeting. The Planning Commission needs to make their recommendation on a Comprehensive Plan change and the rezoning decision needs to be made on the basis of the Comprehensive Plan. Staff needs to come back with an approach they can make work regarding consolidation of approval processes. Amundson/Morke moved to concur with the residential component in the Valley Green Corporate Center site. Cncl. Morke seconded for discussion. Cncl. Morke had some concerns as to what the residential component would be and also the roads in the area. In general the residential component was accepted. Cncl. Link did not want to give up the commercial area. Cncl. Sweeney agreed with Mr. Sorenson that this plan for the business park did not look like the first plan submitted. Kent Carlson explained the mixed use Business Park. Motion carried 3 -2 with Cncl. Link and Sweeney dissenting. Mayor Brekke stated the concurrent review process would be dealt with at a future date when more information is available to the Council. It may make sense to combine some steps in the review process. Mr. Leek recapped the revised/final AUAR for Shenandoah Business Park. This AUAR was done at the request of staff because with this development going in along e Avenue it was felt that a broader look of the impacts should be looked at. Official Proceedings of the September 18, 2001 Shakopee City Council Page —13- Staff did receive comments back on the AUAR when it was sent out for comments the first time; these comments have been responded to in the revised AUAR. Staff received no objections when the AUAR went out for review the second time. Staff did however, receive two comment letters. One letter was from the Minnesota Historical Society /State Historic Preservation Office (SHPO) {this was a miscommunication) and also communication was received from Gene and Nancy Goemer, 2525 4 Avenue East. Mr. Leek responded to these letters. Mr. Leek did respond to the noise question on e Avenue. Mr. Leek stated if there is no objection received that EQB rules require the Council to adopt the AUAR. Staff has not recommended any revisions. Walter Rockenstein, Attorney with Faegre and Benson, representing Opus Northwest and United Properties, approached the podium to answer any questions. Mayor Brekke asked Mr. Rockenstein to speak to the comments raised by Gene and Nancy Goemers. Mr. Rockenstein gave what he felt Mr. Burkards thoughts were of the raw land value. Nancy Goemer, 2525 East 4` Avenue, approached the podium and stated that she was only aware of what was about to develop around her by the notices in the paper from the City of Shakopee. She stated that there had been a meeting with Mr. Burkards and she and her husband. This meeting was very intimidating to them. She wanted United Properties to remember that they lived there and to be sensitive to the residents when developing. Cncl. Morke wanted to make the City Council, Planning Commission, and the City planners aware of the Goemer's situation. Gene Goemer, 2525 East 4 th Avenue, approached the podium and stated he just wanted United Properties to go by all the City ordinances and City Codes. He would like berms, trees, and protection to his property. Morke/Link offered Resolution No. 5580, A Resolution of the City of Shakopee, Minnesota Adopting the Revised/Final Alternative Urban Areawide Review (AUAR) For Shenandoah Business Park and Minnesota Valley West, and moved its adoption. Motion carried unanimously. Amundson/Link offered Resolution No. 5582, A Resolution Setting the Public Hearing Date to Consider the Vacation of a Portion of Naumkeag Street North of Bluff Avenue, and moved its adoption. (Motion carried under the Consent Agenda). Amundson/Link offered Resolution No. 5581, A Resolution Setting The Public Hearing Date To Consider the Vacation of 6.44 Feet of Dublin Lane Street Right -of -Way, and moved its adoption. (Motion carried under the Consent Agenda). Mr. Leek gave the staff report on dial -a -ride daycare issues. Some potential violations of federal rules, potentially State Statutes and some potential licensing rule violations of daycare providers Official Proceedings of the Shakopee City Council September 18, 2001 Page —14- came to light very recently. There were many letters, since this issue was discovered, that have gone out to daycare providers. The City's insurance was contacted (LMCIT) to see if the City had coverage if lawsuits should occur during the 30 -day period. Letters requesting exemptions from the applicable Federal or State Laws and Regulations were prepared and sent. The acting City Attorney did begin reviewing the Statutory and Regulatory framework and this review is not complete at this time. On Wednesday, September 12, Mr. Leek based on direction received from LMCIT did have Dial -A Ride service discontinued immediately for all riders 10 years and younger unless accompanied by an adult. Mr. Leek wanted to know if the direction indicated September 12 should be continued. The City Attorney will focus on issues tomorrow that need to be looked at. Mr. Leek reviewed the issues that needed to be looked at: 1) approved child proof seats, 2) Federal Transit Rules for school buses, 3) aides on the vehicles providing supervision of children. Mrs. Judd spoke to the issue of having an aide on the Dial -A- Ride -bus. She said that parents set up transportation with Dial -A -Ride so the daycare providers are out of the loop. Mr. Leek explained that the daycare providers ask the City for the waiver, the children wait outside, and he is not sure if parents are aware of this. Mrs. Blatzheim asked if the parents had been notified of the issues on Dial -A -Ride. Staff will check into the notification process. There was some discussion as whether the City should provide the service of driving children under the age of 10. No further direction was given by City Council. Amundson/Link moved to removed from the table the application from Great Lakes, Inc. for an on -sale liquor license. (Motion carried under the Consent Agenda). Amundson/Link moved to table the on -sale intoxicating liquor license application for Great Lakes, Inc. until October 2, 2001. (Motion carried under the Consent Agenda). Amundson/Link moved to approve Touch at 205 South Lewi Street upon compliance with Abbey Rademacher dba/Abbey Angelic he requirements of the City Code. (Motion carried under the Consent Agenda). Amundson/Link offered Resolution No. 5573, A Resolution Endorsing an Increase in Number of Commissioners for Shakopee Public Utilities, and moved its adoption. (Motion carried under the Consent Agenda). Official Proceedings of the September 18, 2001 Shakopee City Council Page —15- Mr. McNeill addressed the 911 signs. Scott County wanted to know if the City of Shakopee would be interested in participating in the 911 signs for rural addresses within the City. The Fire Department discussed the possibility of signs and determined that it was a good idea. Mr. McNeill wanted to know if the City was interested in participating in this program with the signs costing $35.00 per sign and with the City of Shakopee needing somewhere between 100 and 700 signs. The funding was discussed. Sweeney/Link moved to authorize staff to notify all residents in the unsewered area of the City of Shakopee of the opportunity to purchase a sign that would denote their location for emergency vehicles at a cost of $35.00 per sign. Motion failed 3 -2 with Cncls. Amundson, Morke and Mayor Brekke dissenting. Amundson/Morke moved to implement the 911 Address Sign Program with Scott County and have this program applied uniformally to all the unsewered areas within the City of Shakopee and have the cost of the signs and the 15% administrative fee assessed back to the affected parties. Motion carried 4 -1 with Cncl. Link dissenting. Mr. Leek addressed where the Metropolitan Council was in respect to the City of Shakopee's Comprehensive Plan. Mayor Brekke adjourned the meeting at 11.35 p.m. J � - 32( �� udith S. Cox City Clerk Carole Hedlund Recording Secretary CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance director RE: City Bill List DATE: November 15, 2001 Introduction and Background Attached is a print out showing the division budget status for 2001 based on data entered as of 11/15/2001. Attached is a regular council bill list for invoices processed to date for council approval. Also included in the checklist are various refunds, returns, pass through, etc. totaling $240,184.91. The actual net expense amount is $729,559.41. Action Requested Move to approve the bills in the amount of $969,744.32. N O r N O Q . 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DATE: November 20, 2000 INTRODUCTION: The Council is asked to consider a resolution that would assess property owners on taxes payable 2002 for unpaid refuse and recycling services from the City's designated garbage hauler, Dick's /Lakeville Sanitation, Inc. BACKGROUND: In previous action, the City Council has authorized City participation in the collection of delinquent garbage accounts in the City's designated "organized" collection area. By doing this, it eliminated the need to stop service to the accounts, which could lead to a higher incidence of illegal dumping. Ordinance 583 was passed on October 17, 2000 which amended section 3.15, subdivision 7 of the City Code and obligated the property owners to pay the charges and costs for the collection and disposal of refuse and recyclable materials. Dick's /Lakeville Sanitation, Inc. has provided the City with a list of delinquent accounts, of which there were approximately 142. Several accounts are those of landlords of rental properties, who had not been notified that their tenants were behind in their payments. However, for the City to be involved in collection activities, there is no alternative but to assess the property. Landlords have been told that they must make arrangements for payment with Dick's/Lakeville Sanitation, and subsequently make private arrangements for collection from their tenants. Dick's Sanitation has made numerous payment arrangements or waived payment for elderly residents or residents that have incurred a recent hardship such as loss of employment. DISCUSSION: Since the City has become involved in the process, Dick's Sanitation has recovered $7,304.22 of the $21,227.24. Residents have until December 21, 2000 to pay their Dick's /Lakeville Sanitation, Inc. bill without receiving an assessment from the County on their property tax bill. The final listing of residents will be on the table Tuesday evening; this is to allow residents to make final payments until Tuesday November 20. The listing will consist of Shakopee residents who have either 1) not paid or 2) not paid in full their delinquent garbage bill to Dick's/Lakeville Sanitation. RECOMMENDATION: Staff recommends that the City adopt the attached resolution, assessing the delinquent costs for refuse and recycling collection based on the details listed above. ACTION REQUIRED: Offer Resolution No. 5614, a Resolution Adopting Assessments for Delinquent Garbage Bills, and move its adoption. A Resolution Adopting Assessments For Delinquent Garbage Bills WHEREAS, pursuant to proper notice duly given as required by law, the City Council of the City of Shakopee met and heard and passes upon all objections to the proposed assessments of Delinquent Garbage Bills NOW, O.; BE IT RESOLVED BY THE CITY COUNCIL SHAKOPEE, MINNESOTA: 1. That such proposed assessment together with any amendments thereof, a copy of which is attached hereto and made a part hereof, is hereby accepted and shall constitute the special assessment against the lands named herein and each tract therein included is hereby found to be delinquent. 2. That there will be added to the past due amount a $25.00 fee, for non - payment if the amount is not paid within 30 days from the date adopted. This penalty will not be charged if the delinquent amount is paid to Dick's/Lakeville Sanitation, Inc. on or before December 21, 2001. 3. Such assessments and penalty shall be payable in one installment, payable on or before the first Monday in January 2002, and shall bear interest at the rate of 6.00 percent per annum from the date of the adoption of this assessment resolution. To the one installment shall be added the interest on the entire assessment from the date of this resolution until December 31, 2002. 4. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no penalty shall be charged if the entire assessment is paid by December 21, 2001; the owner may thereafter pay to the County Treasurer the installment and penalty in process of collection on the current tax list. 5. The Clerk shall file the assessment rolls pertaining to this assessment in her office and shall certify to the County Auditor the total amount of the installment and penalty on assessments on each parcel of land which are to become due next year. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 2001. 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So t c.e-s n* Sf t JQC-�- - T - 0 NU--NK) V, PASTWbS X7-1 1y7 -C N�011&)-F o, 2 - f?-419b ; :SF--12vic NNpP-P- 1 mi u., &2 S(, ' ,OP TPt Q F?? t4s Q,t,'r's 6b <T P &wE K)o L �l ) Oct M CQoras d L© ckt- Q �A f+P-r l s OW9 N su) ,S?Ake oV MA C�AZ L Q F-,,S : -T <- aP�PF�AUE k)M ITT Fop- 9� NOTICE OF HEARING ON DELINQUENT GARBAGE BILLS FROM DICK'S/LAKEVILLE SANITATION, INC. TO WHOM IT MAY CONCERN: Notice is herby given that the City Council of the City of Shakopee will meet at 7:00 p.m. or thereafter, on Tuesday November 20, 2001, in the City Council Chambers of the City Hall, 129 Holmes Street South, Shakopee, Minnesota to consider certifying delinquent garbage bills for services provided by Dick's/Lakeville Sanitation, Inc. for collection for payment with property taxed for taxes payable in 2002. The proposed list of delinquencies is on file for public inspection at the Office of the City Clerk in City Hall, 129 Holmes Street South. Written or oral objections by any and all persons desiring to be heard will be considered at the hearing by the City Council. The total amount to be certified for all delinquent accounts is: $21, 227.24 The total cost proposed to your parcel number. Property Owner: ALLAN R HASTINGS Parcel Number: 27- 177017 -0 Account Number: 2724198 Service Address: 1295 MILLER ST Assessment: $152.88 Any property owner wishing to appeal a delinquent amount must file a written objection, signed by the affected property owner, with the City Clerk, prior to the assessment hearing on November 20, 2001, or present a signed written objection to the presiding officer at the public hearing.on November 20, 2001. Any property owner may appeal a delinquent amount to District Court pursuant to Section 429.081 by serving notice of the appeal upon the Mayor or City Clerk of the City of Shakopee within 30 days after the adoption of the assessment and filing such notice with the District Court within ten (10) days after- service upon the Mayor or City Clerk. Property owners should be aware that both of the procedures described in the former two paragraphs must be followed in order for an appeal to be valid. Dated this 29"' day of October 2001. Judith S. Cox City Clerk CITY OF SHAKOPEE Published on: Shakopee Valley News, November 1, 2001. M, CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Assessment Hearing for 2000 Street Reconstruction, Project No. 2000 -4 DATE: November 20, 2001 INTRODUCTION: Attached is Resolution No. 5612, a resolution which adopts the assessments for the above referenced project. BACKGROUND: This project has been essentially completed and all project costs identified. The final costs are $1,579,665.99, which consists of construction costs, trunk water charges and engineering/administration costs. A breakdown of the project costs is as follows: DESCRIPTION AMOUNT FUNDING SOURCE Assessed Costs $ 535,485.66 Assessments City Street Costs $ 639,611.21 Tax Levy Sanitary Sewer Replacement $ 74.698.55 Sanitary Sewer Fund Watermain Replacement $ 118,394.00 SPUC Storm Sewer $ 211,476.57 Storm Drainage TOTAL PROJECT COSTS $1,579,665.99 The assessments include 25% of street reconstruction costs, 100% sanitary sewer service replacement, 100% of new concrete curb & gutter, 100% of new sanitary sewer and watermam. Included in this project were the street reconstruction improvements to the following: • 3 Avenue, from C.R. 69 to Shumway Street • Shumway Street, from 3 Avenue to 2nd Avenue • Harrison Street, from 6 Avenue to 3 Avenue The assessment roll for this project is attached for Council review and approval and is based on the feasibility report and Council direction on October 16, 2001. Each street segment assessment rate was calculated based upon the costs associated on each street. On this project, the assessments for each property is essentially the same as the feasibility report except for extra work for Friendship Manor and those properties where sanitary sewer services were replaced as part of the project. The assessment roll also includes assessments for sewer main extensions, watermain extension, water services, sewer services and extra depth for 3 Avenue to be a 9 -ton roadway for truck traffic for commercial properties. A presentation of the final project costs and assessments will be made at the Council meeting. ALTERNATIVES: 1. Adopt Resolution No. 5612. 2. Deny Resolution No. 5612. 3. Table Resolution No. 5612. RECONEMENDATION: Staff recommends Alternative No. 1. ACTION REQUESTED: Offer Resolution No. 5612 , A Resolution Adopting Assessments for the 2000 Reconstruction, Project No. 2000 -4 and move its adoption. r� i ru � I ce - Lon Public Wor s Director BL/pmp MEM5612 A Resolution Adopting Assessments For The 2000 Reconstruction Project I 11:1 WHEREAS, pursuant to proper notice duly given as required by law, the City Council of the City of Shakopee met and heard and passed upon all objections to the proposed assessments of 3r Avenue, from County Road 69 to Shumway Street; Shumway Street, from 3 rd Avenue to 2 nd Avenue; and Harrison Street, from 6 th Avenue to 3 rd Avenue by installation of sanitary sewer, watermain, storm sewer, concrete curb & gutter, street reconstruction, street lighting and all appurtenant work. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, NIINNESOTA: 1. That such proposed assessment together with any amendments thereof, a copy of which is attached hereto and made a part hereof, is hereby accepted and shall constitute the special assessment against the lands named herein and each tract therein included is hereby found to be benefitted by the proposed improvements in the amount of the assessments levied against it. 2. Such assessments shall be payable in equal annual installments extending over a period of ten years, the first installment to be payable on or before the first Monday in January, 2002, and shall bear interest at the rate of 5.00 percent per annum from the date of the adoption of this assessment resolution. To the first installment shall be added the interest on the entire assessment from the date of this resolution until December 31, 2002 and to each subsequent installment when due shall be added the interest for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid within thirty (30) days from the adoption of this resolution; the owner may thereafter pay to the County Treasurer the installment and interest in process of collection on the current tax list, and may pay the remaining principal balance of the assessment to the City Treasurer. 4. The Clerk shall file the assessment rolls pertaining to this assessment in her office and shall certify annually to the County Auditor on or before November 30th of each year the total amount of installments and interest on assessments on each parcel of land which are to become due in the following year. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 2001. Mayor of the City of Shakopee /_ri City Clerk / I III I I I I mr • 1 1 1 1 I I III il / Ir I w � 2000 R ECO N\ FEAS_CO ST. xi s Total PID # Owner Legal Description Assessment 3RD AVENUE WEST TO EAST - -1 27- 112 -0 MICHAEL & EVELYN GILBERTSEN LOT 0 -L BLK A $80 ,437.04 15526 OLD BRICK YARD RD LONG VIEW ESTATES 1ST ADDN SHAKOPEE MN 55379 27- 911018 -1 CLETUS J & HELEN C LINK SECT -11 TWP -115 RNG -023 1.17A $11,018.44 1216 JEFFERSON ST S P/0 W1/2 NE1/4 BEG NE COR; NW 565.26' SHAKOPEE MN 55379 TO S ROW SE 594.6', N 179.09' TO BEG 27. 015014 -0 -' CLETUS J & HELEN C LINK LOT O -L BLK C HUSMAN ADDN $63,269.55 1216 JEFFERSON ST S P/O LYING S OF LINE PARALLEL WITH N LINE SHAKOPEE MN 55379 NE 1/4 11. 115 -23 320'N OF LINE AT RT. ANGLES 27- 015015.0 PAUL A SULLWOLD LOT 0 -L BLK C $35,255.50 1420 3RD AVE W HUSMAN ADDN SHAKOPEE MN 55379 P/0 0 -L'S B & C 27- 015013.0 CSR PROPERTIES LLC LOT 0 -L BLK B $22 ,306.95 1406 3 AV W HUSMAN ADDN P/0 SHAKOPEE MN 55379 27. 015012 -0 QUALITY LIFE STYLES, INC. LOT 0 -L BLK B HUSMAN ADDN $57,070.28 1340 3 AVE W LYING N OF LINE 644.4' N OF SHAKOPEE MN 55379 N LINE NE 1/4 11- 115 -23 27. 902027 -0 SRT INVESTMENT SECT -02 TWP -115 RNG -023 P/0 JEFFERSON ST $17,208.74 1301 3 AV W & P/0 SE 1/4 SE 1/4 COM SW CDR BLK 10 SHAKOPEE MN 55379 KOEPER'S ADDN, W 528', N 264', E TO NW COR BLK 10 S TO POB EX 1 -6A HWY (MAP SHOWS AS BLK 14 KOEPER'S ADDN) 27- 015009 -0 TERRY A RIFFE LOT 0 -L BLK A HUSMAN ADDN $5 ,890.29 14611 BRENNER LANE & N 1/2 JEFFERSON ST LYING E OF SHAKOPEE MN 55379 O -L A EX S 105' OF 0 -L A 27- 003019 -0 MICHAEL R & MARSHA E FLOM LOT 11 BLK 9 $3,192.16 1234 3 AVE W KOEPER'S ADDN SHAKOPEE MN 55379 & LOT 12 27. 003020 -0 INVESTMENT LOT 1 BLK 10 $5.142.81 I SRT 1301 3 AV W KOEPER'S ADDN SHAKOPEE MN 55379 & LOTS 2 -12 EX LOTS 4,5 & 6 27- 003018 -0 DONALD D HAUFF LOT 10 BLK 9 $3 ,000.63 BOX 16351 KOEPER'S ADDN ST LOUIS PARK MN 55416 & LOT 9 EX E 6'& N1/2 VAC ALLEY 27. 003021 -0 - RAHR MALTING CO LOT 4 BLK 10 $6,171.37 567 GRAIN EXCHANGE BLDG KOEPER'S ADDN MPLS MN 55415 & LOTS 5 & 6 27- 003017 -0 DONALD D HAUFF LOT 7 BLK 9 $3 ,383.69 BOX 16351 KOEPER'S ADDN ST LOUIS PARK MN 55416 & 8 & E 6' OF LOT 9 & N1 /2 VAC ALLEY 27. 003005 -0 RAHR MALTING CO LOT 1 BLK 3 $9 ,599.91 567 GRAIN EXCHANGE BLDG KOEPER'S ADDN MPLS MN 55415 & LOTS 2 -5 27- 003009 -0 LAWRENCE A & DONNA FARRELL LOT 11 BLK 4 $3,192.16 2093 AUSTIN CIRCLE KOEPER'S ADDN SHAKOPEE MN 55379 & LOT 12 27- 094001 -0 EWERT FAMILY L P LOT 1 BLK 1 $2 ,553.73 1511 SHAKOPEE AVE E WIGGINS 1ST ADDN SHAKOPEE MN 55379 27- 094002 -0 JOHN B & JOAN T MAHONEY LOT 2 BLK 1 WIGGINS 1ST ADDN $1,276.86 17276 MURPHY LAKE BLV LYING W OF LINE COM PT ON N LINE 38' W PRIOR LAKE MN 55372 OF NE CDR, S TO S LINE & THERE TERMINATING 27- 094002 -1 JOHN B & JOAN T MAHONEY LOT 2 BLK 1 WIGGINS 1ST ADDN $1,276.86 17276 MURPHY LAKE BLV LYING E OF LINE COM PT ON N LINE 38'W PRIOR LAKE MN 55372 O NE COR, S TO S LINE & THERE TERMINATING 27. 901010 -0 RAHR MALTING CO SECT -01 TWP -115 RNG -023 $3,771.39 567 GRAIN EXCHANGE BLDG P/0 SW 1/4 LYING W OF BLK 175, N OF CL ALLEY BLK & MPLS MN 55415 S OF 2ND AVE EX RR & S 1/2 VAC 2ND AVE LYING ADJ TO LOT 27- 901012.0 DAVID A & THERESA M HRUBY SECT -01 TWP -115 RNG -023 $3,192.16 1108 3 AVE W 1. 115 -23 .33 P/0 SW 1/4 SW 1/4 BEG NW COR BLK 174 SHAKOPEE MN 55379 S 142, W 100 N 142, E 100 TO BEG 27- 001863 -0 KEIRAN W O'BRIEN & ASSOCIATES LOT I BLK-174 $11,588.46 PO BOX 177 CITY OF SHAKOPEE SHAKOPEE MN 55379 & LOTS 2 -10 27- 001864 -0 RAHR MALTING CO LOT 1 BLK 175 $10,285.62 567 GRAIN EXCHANGE BLDG CITY OF SHAKOPEE MPLS MN 55415 & LOTS 2-10 VAC ALLEY PID # Owner Legal Description RD AVENUE WEST TO EAST -- 27- 001294.0 RAHR MALTING CO LOT 1 BLK 39 $14,399.87 567 GRAIN EXCHANGE BLDG CITY OF SHAKOPEE MPLS MN 55415 & LOTS 2 -10 & P/O VAC WEBSTER STREET 27- 001295.0 SHAKOPEE SERVICES LOT 1 BLK 40 CITY OF SHAKOPEE $13,028.45 730 3 AV W & LOTS 2 -10 & VAC ALLEY & W 1/2 VAC SHAKOPEE MN 55379 CASS ST ADJ TO LOTS 5 & 6 27. 001293 -0 RAHR MALTING CO LOT 1 BLK 38 $11,657.03 567 GRAIN EXCHANGE BLDG CITY OF SHAKOPEE MPLS MN 55415 & LOTS 2 -10 27.001297.0 NORBERT & GRACE SCHMITT LOT 6 BLK 41 $11,657.03 963 ATWOOD STR CITY OF SHAKOPEE SHAKOPEE MN 55379 & LOTS 7 -10 & N 1/2 OF E 1/2 VAC CASS ST 27. 001304.0 SHAKOPEE SERVICES LOT 10 BLK 42 $23,651.69 730 3 AV W CITY OF SHAKOPEE SHAKOPEE MN 55379 & N1 /2 ALLEY ADJ & N 150' OF VAC CLAY ST 27- 001291.0 RAHR MALTING CO LOT 1 BLK 37 CITY OF SHAKOPEE $13,028.45 567 GRAIN EXCHANGE BLDG & LOTS 2 -5 & S 6.8' OF LOTS 6 -10 MPLS MN 55415 & P/0 VAC STREET & ALLEYS 27- 001303.0 PATRICK W BLOOD LOT 6 BLK 42 $24,366.41 718 W 3RD AVE CITY OF SHAKOPEE SHAKOPEE MN 55379 & LOTS 7 -9 & NI/2 OF VAC ALLEY 27- 001312.0 ORALIA & JESUS GOMEZ LOT 10 BLK 43 $1,979.14 634 3 AVE W CITY OF SHAKOPEE SHAKOPEE MN 55379 W 30' OF & 32' OF ADJ VAC PIERCE ST 27. 001287 -0 VALLE- DYNAMO LP LOT 1 BLK 36 $17,491.76 240 SHUMWAY ST S CITY OF SHAKOPEE SHAKOPEE MN 55379 & LOTS 2 -9 & ADJ VACATED ALLEY 27- 001312 -1 JOHN G & DAWN C INDREHUS LOT 9 BLK 43 $2,872.94 626 3 AVE W CITY OF SHAKOPEE SHAKOPEE MN 55379 & LOT 10 (EX W 30') 27- 001311.0 COLIN F BREIMHORST LOT 8 BLK 43 $3,102.59 622 3 AVE W CITY OF SHAKOPEE SHAKOPEE MN 55379 27- 001310 -0 ROGER 0 & EUNICE M DEDEKER LOT 6 BLK 43 $5,526.72 610 WEST 3RD CITY OF SHAKOPEE SHAKOPEE MN 55379 & LOT 7 SH,UMWAY ST SOUTH TO NORTH 27- 001277 -0 HAROLD R & WILMA L BINDEWALD LOT 1 BLK 35 CITY OF SHAKOPEE $1,441.23 535 W 3RD AVE WEST & LOT 2 EX N 55 -5' OF LOT 1 & SHAKOPEE MN 55379 EX N 55.5' OF W 5' OF LOT 2 27- 001278 -0 MICHAEL & GAIL BINDEWALD LOT 2 BLK 35 $1,441.23 223 SHUMWAY ST S CITY OF SHAKOPEE SHAKOPEE MN 55379 N 55.5' OF 1 & N 55.5' OF W 5' OF LOT 2 27- 001279 -0 SCOT J PAULY LOT 3 BLK 35 $720.61 523 3 AVE W CITY OF SHAKOPEE SHAKOPEE MN 55379 27- 001285 4 0 EUGENE L &MARY ANN KURVERS LOT 9 BLK 35 $1,441.23 211 SHUMWA 'ST S CITY OF SHAKOPEE SHAKOPEE MN 55379 & LOT 10 27- 001284.0 SCOT J PAULY LOT 8 BLK 35 $720.61 523 3 AVE W CITY OF SHAKOPEE SHAKOPEE MN 55379 HARRI$ON:$T: oUTifi �QRTH ._ =F 27- 015008 -0 JOSEPH R & NORMA M NOTERMANN LOT 9 BLK. $9,501.94 2043 LAKESIDE LN HUSMAN ADDN MOUND MN 55364 27- 015018 -0 CITY OF SHAKOPEE PARK $5 ,398.83 129 HOLMES ST S HUSMAN ADDN SHAKOPEE MN 55379 27- 015010 -0 L R MINNETONKA TWO LOT O -L BLKA HUSMAN ADDN $11 ,973.30 3080 NORTH SHORE DRIVE S 105' OF WAYZATA MN 55391 �wae• r _ _ �CfC AOG CG SHAKOPEE SERVICES, INC. EsTABLisHED in 1962 November 20, 2001 �• • We wish to appeal the assessment that is being proposed to the following parcel: Property Owner: Shakopee Services, Inc. Parcel Number: 27- 001304 Amount: $23,651.69 Michael Sperr F30 West ThirdAvenue Shak Minn esota 55379 CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Assessment Hearing for Trunk Watermain Extension, Project No. 2000 -5 DATE: November 20, 2001 INTRODUCTION: Attached is Resolution No. 5613, a resolution which adopts the assessments for the above referenced project. BACKGROUND: This project has been essentially completed and all project costs identified. The final costs are $410,531.21, which consists of construction costs and engineering/administration costs. A breakdown of the project costs is as follows: DESCRIPTION AMOUNT FUNDING SOURCE Assessed Costs $348,927.13 Assessments Shakopee Public Utilities $ 61,604.08 Trunk Water Funds TOTAL PROJECT COSTS $410,531.21 This project is essentially a water main project done for Shakopee Public Utilities Commission (SPUC) in order to assess property for the improvements. SPUC has agreed to the cost split as mentioned previously. The cost of this project is less than the feasibility report due to good bids and a reduced scope of work by SPUC. Attached is an assessment roll for Council review and approval. Staff will make a presentation on the project costs and assessments at the public hearing ALTERNATIVES: 1. Adopt Resolution No. 5613. 2. Deny Resolution No. 5613. 3. Table Resolution No. 5613. RECOMMENDATION: Staff recommends Alternative No. 1. ACTION REQUESTED: Offer Resolution No. 5613 , A Resolution Adopting Assessments for the Trunk Watermain Extension, from Southbridge Parkway to Stagecoach Road, Project No. 2000- 5 and move its adoption. B ruce Loney Public Works Director BI/prnp MEM5613 A Resolution Adopting Assessments For i ii. r Extension, Project No. 2000-5 WHEREAS, pursuant to proper notice duly given as required by law, the City Council of the City of Shakopee met and heard and passed upon all objections to the proposed assessments of Trunk Watermain Extension, from Southbridge Parkway to Stagecoach Road and any appurtenant work. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, SOTA: 1. That such proposed assessment together with any amendments thereof, a copy of which is attached hereto and made a part hereof, is hereby accepted and shall constitute the special assessment against the lands named herein and each tract therein included is hereby found to be benefitted by the proposed improvements in the amount of the assessments levied against it. 2. Such assessments shall be payable in equal annual installments extending over a period of ten years, the first installment to be payable on or before the first Monday in January, 2002, and shall bear interest at the rate of 8.00 percent per annum from the date of the adoption of this assessment resolution. To the first installment shall be added the interest on the entire assessment from the date of this resolution until December 31, 2002 and to each subsequent installment when due shall be added the interest for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid within thirty (30) days from the adoption of this resolution; the owner may thereafter pay to the County Treasurer the installment and interest in process of collection on the current tax list, and may pay the remaining principal balance of the assessment to the City Treasurer. 4. The Clerk shall file the assessment rolls pertaining to this assessment in her office and shall certify annually to the County Auditor on or before November 30th of each year the total amount of installments and interest on assessments on each parcel of land which are to become due in the following year. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 2001. 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Cox, City Clerk SUBJECT: 2002 Currency Exchange Licenses DATE: November 15, 2001 INTRODUCTION AND BACKGROUND The City Council is asked to consider applications for renewal of a currency exchange license for: Madison Financial Companies dba/Money Xchange; DRM LLC of Shakopee dba/Excel Pawn; Chex Services, Inc. dba/Fastfunds; and Checks Cashed of America, LLC dba/Money Xchange. You may remember that the City has previously approved licenses for these applicants. The licenses are ultimately issued by the State of Minnesota. Current law requires that the local municipality approve or deny the issuance of a license, after published notice and a public hearing. The applicants have provided the State with the required $10,000 Currency Exchange Surety Bond. The Chief of Police has advised me that he is unaware of any reason for the City of Shakopee to object to the granting of a currency exchange license to these applicants. RECOMMENDED ACTION 1. Offer Resolution No. 5608, A Resolution Approving the Application of Madison Financial Companies dba/Money Xchange for a Currency Exchange License at 1147 Canterbury Road, and move its adoption. 2. Offer Resolution No. 5609, A Resolution Approving the Application of DRM LLC of Shakopee dba/Excel Pawn for a Currency Exchange License at 450 West First Avenue, and move its adoption. 3. Offer Resolution No. 5610, A Resolution Approving the Application of Chex Services, Inc. dba/Fastfunds for a Currency Exchange License at 1100 Canterbury Road, and move its adoption. 4. Offer Resolution No. 5611, A Resolution Approving the Application of Checks Cashed of America, LLC dba/Money Xchange for a Currency Exchange License at 1108 Vierling Drive East, and move its adoption. JSC /js is jeanette/licenses /currency.res RESOLUTION NO. 5608 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, APPROVING THE APPLICATION OF MADISON FINANCIAL COMPANIES dba/MONEY XCHANGE FOR A CURRENCY EXCHANGE LICENSE AT 1147 CANTERBURY ROAD WHEREAS, in 1992 Minnesota Statute Section 53A.04 was amended to require a City to approve or disapprove a proposed currency exchange license; and WHEREAS, Madison Financial Companies dba/Money Xchange applied for a currency exchange license for a location at 1147 Canterbury Road; 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 Madison Financial Companies dba/Money Xchange at its location at 1147 Canterbury Road. Adopted in Adj. Regular Session of the City Council of the City of Shakopee, Minnesota, held this 20th day of November, 2001. Mayor of the City of Shakopee ATTEST: City Clerk RESOLUTION NO. 5609 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, APPROVING THE APPLICATION OF DRM LLC OF SHAKOPEE dba/EXCEL PAWN 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 a proposed currency exchange license; and WHEREAS, DRM LLC of Shakopee dba/Excel Pawn 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/Excel Pawn at its location at 450 West First Avenue. Adopted in Adj. Regular Session of the City Council of the City of Shakopee, Minnesota, held this 20th day of November, 2001. Mayor of the City of Shakopee ATTEST: City Clerk RESOLUTION NO. 5610 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, APPROVING THE APPLICATION OF CHEX SERVICES, INC. dba/FASTFUNDS FOR A CURRENCY EXCHANGE LICENSE AT 1100 CANTERBURY ROAD WHEREAS, in 1992 Minnesota Statute Section 53A.04 was amended to require a City to approve or disapprove a proposed currency exchange license; and WHEREAS, Chex Services, Inc. dba/Fastfunds applied for a currency exchange license for a location at 1100 Canterbury Road; 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 Chex Services, Inc. dba/Fastfunds at its location at 1100 Canterbury Road. Adopted in Adj. Regular Session of the City Council of the City of Shakopee, Minnesota, held this 20th day of November, 2001. Mayor of the City of Shakopee ATTEST: City Clerk RESOLUTION NO. 5611 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, APPROVING THE APPLICATION OF CHECKS CASHED OF AMERICA, LLC dba/MONEY XCHANGE FOR A CURRENCY EXCHANGE LICENSE AT 1108 VIERLING DRIVE EAST _-1 WHEREAS, in 1992 Minnesota Statute Section 53A.04 was amended to require a City to approve or disapprove a proposed currency exchange license; and WHEREAS, Checks Cashed of America, LLC dba/Money Xchange applied for a currency exchange license for a location at 1108 Vierling Drive East; 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 Checks Cashed of America, LLC dba/Money Xchange at its location at 1108 Vierling Drive East. Adopted in Adj. Regular Session of the City Council of the City of Shakopee, Minnesota, held this 20th day of November, 2001. Mayor of the City of Shakopee ATTEST: City Clerk WI CITY OF SHAKOI EE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Discussion of Parking Vehicle Restrictions DATE: November 15, 2001 At its meeting of November 20 the City Council will be asked to hear concerns of Shakopee residents regarding recently enacted changes to the City Code on parking restrictions. At the September 18 City Council meeting, the Council first heard proposals from staff to restrict on- street parking during snow removal periods in the City. The reasons for the recommended changes were to facilitate snow removal and street maintenance operations, and to facilitate enforcement of other on- street parking restrictions. A summary of changes is as follows: • "Old Shakopee" (area north of 10 Avenue, and west of Marschall Road) – calendar parking November 1 St –March 31 St . • Remainder of Shakopee (south of 10 Avenue and east of Marschall Road) – no parking 2:00 AM – 6:00 AM, November 1 St —March 31 • No parking on any street after 2" snowfalls, until after snow has been plowed curb to curb. • Downtown area, and area of 2 nd Avenue between Sommerville and Naumkeag Streets would retain previously existing parking restrictions. A copy of a memo from Public Works Director Bruce Loney dated October 2 nd is attached, which gives more detail. Enactment of these changes was delayed twice, so as to allow sufficient time to publish a story in the local newspaper, and give residents an opportunity to comment before enactment. However, publication did not take place, and in order for the ordinance changes to be enacted in time to provide a transitional "warning" period before the th normal first snowfall, the Council did enact this on October 17 Beginning November 1 the Police Department began issuing "warning" notices to vehicles that were parked in violation of this ordinance. Judging from the number of warning tickets issued, there was still a sizeable portion of the community that had not been aware of the changes, which ultimately were described in a newspaper story published after enactment. Note that advisory signing has been delivered, and installed in most locations. Since the warning tickets have been issued, City staff, especially the Police Department, and some Council members have received calls from residents who are upset with the changes. Several have noted an inability to comply, owing to the lack of available off street parking options at their particular residences. Several have requested an opportunity to speak before the City Council about these changes. For this reason, an agenda item has been placed on the November 20 City Council meeting to allow for an opportunity to discuss. l ' @ 1 The Council should hear concerns of the affected residents, and give direction to staff as to what, if any, changes it wishes to make to Section 9.5 of the City Code. Mark McNeill City Administrator MM:th s 0 - 2 ---' - CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Consider Ordinance No. 614 An Ordinance Pertaining to Vehicle Parking Restrictions And Amending Section 9.50 of the City Code DATE: October 2, 2001 Attached is Ordinance No. 614, an ordinance pertaining to vehicle parking restrictions and amending Section 9.50 of the City Code, after direction from the City Council at the September 18, 2001 City Council meeting. At the September 18, 2001 City Council meeting, the City Council considered several alternatives in revising the ordinance that regulates parking during snow removal periods in the City of Shakopee. After much discussion, the City Council directed staff to utilize Alternative No. 5, with a combination of Alternative No. 2, so that there would be two areas within the City of Shakopee one having calendar parking restrictions and the other having no parking restrictions during the winter period of November 1 through March 31. City staff and the City Attorney have worked together to revise Ordinance 9.50, which accomplishes the Council direction. In this ordinance, the area defined that would allow calendar parking is described as the area west of Marschall Road, north of 10 Avenue and east of C.R. 69 to the Minnesota River. This area would be allowed to have calendar parking based on an odd and even address and odd and even calendar days. This ordinance provision means that on one side of the street during the winter months, in this area, parking is allowed on one side of the street. Two exceptions in this area that currently exists in the current ordinance is in the Central Business District and along 2nd Avenue, from Sommerville Street and Naumkeag Street. Staff is recommending no change in these regulations at this time. In the other areas of City, outside of the area described previously, parking restrictions between the period of November 1 and March 31 would be that no parking would be allowed on City streets between 2:00 A.M. and 6:00 A.M. In addition to these parking restrictions, during November 1 to March 31, a snow emergency which is defined as a snowfall of 2" or more, the parking restrictions described in this revised ordinance would still be in effect until the street or alley has been plowed. It should be pointed out to City Council that this revised parking restriction has not been publicized in the local newspaper, thus these changes that City Council has been considering may not be widely known to the public. The Council can consider adopting this ordinance at the October 2, 2001 meeting or delay this adoption until October 16, 2001 after a news article has be published on the proposed changes. Adopt Ordinance No. 614, an ordinance pertaining to vehicle parking restrictions and amending Section 9.50 of the City Code. 2. Delay the adoption of this ordinance to the October 16, 2001 Council meeting until the public has had a chance to respond. 3. Table for additional information. • I I 117mare Staff recommends Alternative No. 1, to adopt Ordinance No. 614 and publish this ordinance so that the public can be informed of the new restrictions to this coming snow season. Offer Ordinance No. 614, An Ordinance Pertaining to Vehicle Parking Restrictions and Amending Section 9.50 of the City Code and move its adoption. If R Bruce Lone47K Public Works Dor BL/pmp ORDINANCE ORDINANCE NO. 614 AN ORDINANCE PERTAINING TO VEHICLE PARKING RESTRICTIONS AND AMENDING SECTION 9.50 OF THE CITY CODE The City of Shakopee Ordains: Section 1. Section 9.50, Subdivision 2 of the Shakopee City Code is amended to read as follows: / t II laaw•�caaaula ' � � : • � �, 1 11 \ � 11 1 ' � 1 � d ►I � C. T hu " 1 .1 •t • \1 • 1A descr n to . t •1 v vy be 11 e • • e n fbiucd ^1 • • itmue 11 - e f - L b uct tmfil t he ant - _ _ t ' .n• •. t •- • t .. • - 1t • ••• • tIt• "• 1 •. • Mu• •r.• • nn t • • - - • - • - • . - • . . . "at • • t -- • t •t • .1019MINN tt • 1 - - - ntt •" i i • • - "a •.• • • // \ • - IM• •t" •r. • 1115 . •• " • - / - t • • t .t • . s -- . - • -�. - -/ t /• • 11 t1 .•• • 11 . /1 •t .• •. - 1 • • • • -- .1s Mt - • -• t / - /• •/ •s• / 1/ •- - 1 WMARRIMENUFM - el C. T hu " 1 .1 •t • \1 • 1A descr n to . t •1 v vy be 11 e • • e n fbiucd ^1 • • itmue 11 - e f - L b uct tmfil t he ant - _ _ t ' • - • - - t 1 - t - - - 1 • 1 n - - _ _ •11 • . tIt 1" 1 • 11 • • - - . / • / • . - 1 - • / . / t • • - - • - • - • . - • . u 11 • G - • -- 1 11 1/ ./• . 1/ // - -• /. •1 - -/ / 1/• - 1 • • • • -- .1s Mt - • -• t / - /• •/ •s• / 1/ •- - 1 .•• C. T hu " 1 .1 •t • \1 • 1A descr n to . t •1 v vy be 11 e • • e n fbiucd ^1 • • itmue 11 - e f - L b uct tmfil t he ant •• a •tQ t•1A •1 .n • • d t.1 Fr om may park Novemb - V I of t f olloyv i ng ; 4ear , no person or leave a vehide an either side of Seco Avenue between -standing Sec. 2. Section 9.50, Subdivision 3 of the Shakopee City Code is amended to read as follows: Subd, 3. Parking Hours in the Central Business District- Notwiffistandi any oth � . . i n fl iis Se Y t - _ .p be no pmizingno person •/ . Dark or - stand 2 veh • • the following streets in the Central Business District between 2:00 A.M. and 6:00 A.M. on any clay of the year to -wit: Second Avenue, First Avenue and Levee Drive between Sommerville and Fuller Streets, and Lewis Street, Holmes Street and Fuller Street between Second Avenue and Levee Drive. Sec. 3. Section 9.50, Subdivision 7 of the Shakopee City Code is amended to read as follows: 6*M ITS MM ITMV�. - M- - =-- - I IV �Gfi own expense. in � not dc . snow emargernyroates, persons in violation shaff initiaffy Sec. 4. Section 9.50, Subdivision 8 of the Shakopee City Code is amended to read as follows: i /• . • �. • 1 •- • //• - • ••/ /- •- •/ a /• . B. The following streets shaff be are designated as snow emergency routes: Fourth Ave. from Fuller St. to County Road 83 Harrison St. from Third Ave. to Sixth Ave. Fuller St. from First Ave. to Fourth Ave. and Sixth Ave. to Trunk Highway 169 Market St. from First Ave. to Tenth Ave. Scott St. from First Ave. to Sixth Ave. Shakopee Ave. from Tenth Ave. to Eleventh Ave. Sixth Ave. from Holmes St. to Tenth Ave. Spencer St. from First Ave. to Tenth Ave. Tenth Ave. from County Road 69 to Shakopee Ave. Third Ave. from Harrison St. to Fuller St. Twelfth Ave. from Adams St. to Taylor St. Vierling Drive from 12th Avenue to Fuller Street Vierling Drive from County Road 15 to Taylor St. Preserve Trail, from C.R. 18 to Stagecoach Road Stagecoach Road, from Preserve Trail to C.R. 101 Southbridge Parkway, from C.R. 18 to Windsor Lane 17th Avenue, from Weston Lane to 1 /z Mile East of Sarazin Street Taylor St. from Vierling Drive to 12th Ave. JJT 203441v1 2 SH155 -23 Holmes St. from 4th Ave. to 6th Ave. 12th Ave. from Vierling Drive to Valley Park Drive Valley Park Drive from County Road 101 to 12th Ave. Sarazin St. from County Rd. 16 to Fourth Ave. St. Francis Ave. from Marschall Rd. to Sarazin St. Gon Street from Fourth Avenue to NTarschall Read Sec. 5. 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 , 2001. Mayor of the City of Shakopee ATTEST: City Clerk JJT- 203441v1 3 SH155 -23