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HomeMy WebLinkAbout06/23/1993 TENTATIVE AGENDA ADJ.REG. SESSION SHAKOPEE, MINNESOTA J NE 23 , 1993 AY- Location: Council Chambers, 129 Holmes Street So. Mayor Gary Laurent presiding 1) Roll Call at 7 : 00 p.m. 2] $3 , 200, 000 Multifamily Housing Revenue Refunding Bonds (Riva Ridge Apartments Project) , Series 1993 - Res. No. 3818, tabled 6/15/93 - Letter from Mr. O'Meara will be on table 3] 1993 Aerial Truck Payment Options 4] Resolution No. 3821 - Canvassing Election Returns 5] Other Business 6] Adjourn to Tuesday, June 29, 1993 at 7 : 00 p.m. Dennis R. Kraft City Administrator TENTATIVE AGENDA SHAKOPEE, MINNESOTA COMMITTEE OF THE WHOLE JUNE 23 , 1993 Mayor Gary Laurent presiding 1] Roll Call at 7 : 15 p.m. in community room at City Hall 2] Approval of Minutes of May 11, 1993 and June 2 , 1993 3] 1994 General Fund Budget - bring materials distributed earlier 4] Other Business 5) Adjourn Dennis R. Kraft City Administrator L W OFFICES BRIGGS AND MORGk -N 1-,fcoYE55IoNai a55OCIaTION =Op FIFIs2 NATIONAY BANK BUILDING $A1 T FACIL,2•112.-N2SOT.a. 65101 2"LLEPIIO' B lel:; 6800 1,2.CS1 irLE :612. 22,3-6400 MLNNELPOLIS OPPIG 2400 I D S Cia'I'E$ June 22, 1993 ��» 0IS6,�""r�0T w&IaEss l�sszcr anal n-t�axs�a rELZPB0 !9i_-,324-0400 p'*CSI2CIIS t ::,'334 9050 (612) 223-6420 VIA FACSIMILE Judy Cox Karen Marty City Clerk City Attorney City of Shakopee City of Shakopee 129 South Holmes 129 South Holmes Shakopee, Minnesota 55379 Shakopee, Minnesota 55379 Dennis Kraft Ciro Administrator City of Shakopee 129 South Holmes Shakopee, Minnesota 55379 Re: Proposed Bonds for Riva Ridge Apartment Project Dear Judy, Karen and Dennis: I have spoken to each of you on several occasions relating to our role as special counsel to the City on this proposed issue. Last Friday I gave a number of comments on the first drafts of the documents to Stephanie Galey, the individual at Holmes & Graven who is acting as bond counsel. She in turn prepared a revised set of drafts of these documents,which I have now reviewed. I find that most of the requested changes have been made and I am confident that the few remaining changes will bbe made as soon as I can talk to her. She is apparently out of the office both today and tomorrow. Accordingly, I believe that the documentation for this proposed issue is and will be in appropriate form for consideration by the thCity C unciested Bonds.connection with its decision whether or not to authorize the issuance ofq 8%Z d --_ 8809c8 IS,7? :ci 77 -- -.. _ ' VD'dOW Wvud BRIGGS .Ara MORGA.N Judy Cox Karen Marty Dennis Kraft June 22, 1993 Page 2 It is quite common for the documentation to contain a few "nits" at this stage, and I will continue to monitor all of the documentation tthat aethe meantime,City be signing. Please let me know if there are any questions or comments Yours very truly, es P. O'Meara JO:cmg nnr, )+n iF.i •"1 ten. i 1-�y1 ;79 -E2-?,1 y - EVE d L v 'v9 a _v/ v� .JC Member moved that the following resolution be read and adopted this day of 1993. RESOLUTION of the CITY OF SHAKOPEE RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA (THE "ISSUER") AUTHORIZING THE ISSUANCE, SALE AND DELIVERY OF THE ISSUER'S MULTIFAMILY HOUSING REVENUE REFUNDING BONDS (RIVA RIDGE APARTMENTS PROJECT) , SERIES 1993 (THE "BONDS") , WHICH BONDS AND THE INTEREST AND ANY PREMIUM THEREON SHALL BE PAYABLE SOLELY FROM REVENUES PLEDGED THERETO; APPROVING THE FORM OF AND AUTHORIZING THE EXECUTION AND DELIVERY OF AN INDENTURE PPROV NG THE A LOAN AGREEMENT AND OTHER DOCUMENTS; A FORM OF AND AUTHORIZING THE EXECUTION AND DELIVERY OF THE BONOF THE OWNERS OFOR THE SAID BONDS URITY, RIGHTS AND REMEDIES WHEREAS, the City of Shakopee, Minnesota (the "Issuer") is political subdivision and municipal tcorporation Vulo organized andgezed and existing under the Constitution and laws of the State WHEREAS, pursuant to the Constitution and laws of the State of Minnesota, particularly Minnesota Statutes, Chapter 462C, as amended (the "Act") , the Issuer is authorized to carry out the public purposes described therein and contemplated thereby by issuing its revenue bonds to make or purchase loamultifamily housing to finance the cost of the acquisition, construction, improving and equipping of developments to be located within its corporate boundaries; and WHEREAS, the Issuer has previously issued its $3,500,000 Multifamily Housing Revenue Bonds (Riva Ridge Apartments Project) , Series 1985 (the "Series 1985 Bonds") , in connection with the construction of a multifamily housing project (the "Project") located in the City of Shakopee to be Owner") ; anoriginally by Riva Ridge Apartments Limited Partnership WHEREAS, it has been represented to the Issuer that the Original Owner defaulted in its obligations with respect to the Series 1985 Bonds, and First Trust National Association, as trustee on behalf of the holders of the Series 1985 Bonds, foreclosed to its mortgage lien Limihe tedtParners agreed has , a newly formedrest in the Minnesota Project to Riva Ridge Investors limited partnership (the "Company") which has no commonality of ownership with the Original Owner; and WHEREAS, the Company has requested the Issuer to issue its Multifamily Housing Revenue Refunding Bondsof n Riot to exa ceedge Apartments$3,200,000 P(thec"Bonds")) , s for the 1993 in an aggregate principal amount purpose of reducing debt service costs of the Project; and WHEREAS, pursuant to the terms of a Loan Agreement (the "Loan Agreement") to be entered into between the Issuer and the Company, the Company will be SNG54 42 1 S 155-8 obligated to make payments sufficient to pay all principal of, premium, if any, and interest on the Bonds; and WHEREAS, the Issuer proposes to finance the refunding of the Series 1985 Bonds under the Act by the issuance of the Bonds of the Issuer under this resolution; and WHEREAS, the Bonds will be issued under an Indenture of Trust (the "Indenture") to be entered into between the Issuer and First Trust National Association (the "Trustee") , and said Bonds and the interest on said Bonds shall be payable solely from the revenues pledged therefor and the Bonds shall not constitute a debt of the Issuer within the meaning of any constitutional or statutory limitation or constitute or give rise to a pecuniary liability of the Issuer or a charge against its general credit or taxing powers and shall not constitute a charge, lien, or encumbrance, legal or equitable, upon any property of the Issuer other than the Issuer's interest in the Loan Agreement; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, AS FOLLOWS: es, and eclare that the 1 The e Series 1985 Bonds, the proceedser acknowledges, finds, tof w nh1'ch were used tosconstru t refunding of th the Project, furthers the purposes of the Act. 2. For the purposes set forth above, there is hereby authorized the issuance of the Bonds in a principal amount of not to exceed $3,200,000. The Bonds shall bear interest, shall be numbered, shall be dated, shall mature, shall be subject to redemption prior to maturity, shall be in such form, and shall have such other detailsTh and provisionsarendenture in the form ow on t termsle ofth tethe the Issuer. The Bondsshall bedeliveredinaccordance with the Indenture. 3. The Bonds shall be special obligations of the Issuer payable solely from the revenues provided pursuant to the Loan Agreement and other funds and revenues pledged pursuant to the Indenture. The City Council of the Issuer hereby authorizes the 1as Mayor, the City Administrator andtheCity theirlk of theion may Issuer (together, the "Officials") , at such time, if any, they deem appropriate, to execute and deliver the Indenture by and between the Issuer and the Trustee, andtof the Bonds in accordance with the Indentureeliver to saiTrustee the Indenture, nd hereby authorizes the execution The Indenture shall be substantially in the form on file with the Issuer, with such necessary and appropriate variations, omissions and insertions as the Mayor, in his discretion, shall determine, and the execution thereof by the Mayor shall be conclusive evidence of such determination. 4. The Mayor, the City Administrator and City Clerk, at such time, if any, as they in their discretion may deem appropriate, are hereby authorized and directed to execute and deliver the Loan Agreement. The Loan Agreeenevedt shall be ssubstantially in the form on file with the Issuer which is hereby app h omissions and f he as the Mayor, in his discretion, shall determine, and the excution thereof by the Mayorshall be conclusive evidence of such determination. 5. The Mayor, the City Administrator and City Clerk, at such time, if any, as they in their discretion may deem appropriate, are hereby authorized to execute and deliver the Regulatory Agreement (the "Regulatory Agreement") to be executed SHG54i2 2 SH155-8 by the Issuer, the Trustee and Company. The Regulatory Agreement shall be substantially in the form on file with the Issuer which are hereby approved, with such omissions and insertions as the Mayor, in his discretion, shall determine, and the execution thereof by the Mayor shall be conclusive evidence of such determination. 6. The Officials are hereby authorized, at such time, if any, as they in their discretion may deem appropriate, to execute and deliver, on behalf of the Issuer, such other documents as are necessary or appropriate in connection with the issuance, sale, and delivery of the Bonds, including an arbitrage certificate. 7. All covenants, stipulations, obligations and agreements of the Issuer contained in this resolution and the aforementioned documents shall be deemed to be the covenants, stipulations, obligations and agreements of the Issuer to the full extent authorized or permitted by law, and upontheExall such cept pt , stipulations, otherwise obligations and agreements shall be binding the I provided in this resolution, all rights, powers and privileges conferred and duties and liabilities imposed upon the Issuer by theed provisionsre ormed by suchhinresolutionofficeor aforementioned documents shall be ex body or agency thereof as may be required or authorized by law to exercise such powers and to perform such duties. No covenant, stipulation, obligation or agreement herein contained or contained in the aforementioned documents shall be deemed to be a covenant, stipulation, obligation or agreement of any member of the City Council of the Issuer, or any officer, agent or employee of the Issuer in that person's individual capacity, and neither the City Council of the �heugonds or be nor any subject to anyicer or yn rsonal �ee ���'' the Bonds shall be liable personally or accountability by reason of the issuance thereof. ntioned No provision, covenant or � met contained document related in to the Bonthe rdsme and nodocuments, the Bonds or in any other obligation therein or herein imposed upon the Issuer e or ere b e chy thereof, shall constitute or give rise to any pecuniary liability its general credit or taxing powers. In making the agreements, provisions, covenants and representations set forth in such documents, the Issuer has not obligated itself to pay or remit any ywhich are to ere applier d to the payment han funds and revenues derived from the Loan Agreement of the Bonds, as provided therein and in the Indenture. 8. Except as herein otherwise expressly provided, nothing in this intended or resolution or in the aforementioned documents expressed m or or corp implied, other hr shall be construed to confer upon any Issuer or any owner of the Bonds and by reason o d under provisionsf this resolution or resolution, any right, remedy or claim, legal or any provision hereof, this resotuatino�betihne aforementioned e sole and exclusive of h® of their provisions being intended to beg benefitof Issuer and any owners from time to time of the Bonds issued under the provisions of this resolution. 9. In case any one or more of the provisions of this resolution, or of the aforementioned documents, or of the Bonds oruendv hereunder euny er shallfor reason be held to be illegal or invalid, such illegality her nds, but this this resolution,fo mentioned documentsor of the , andned documents, or of the Bonds eh&11 behconstrkxed and resolution, the { provision had not been contained therein. and endorsed as if such illegal or invalid p 351054142 3 &11155-e 10. In the absence of any official specifically authorized to execute documents hereunder, such documents may be executed by any other lawfully authorized official of the Issuer with the same force and effect. • SNG54 42 4 513155-e TO: Dennis R. Kraft, City Administrator FROM: Gregg Voxland, Finance Director RE: 1993 Aerial Truck Payment Options DATE: June 17, 1993 Introduction Council directed a review of the payment options for the new aerial fire truck. Attached is a schedule of those options. Background The successful bidder for the new aerial fire truck is offering a series of prepayment options in exchange for discounts on the price. One way to look at the discounts is investing the money with the bidder for the term of the construction of the truck. The term of construction is 300 - 360 days. Calculations for comparisons were based on 360 days and any delivery sooner than 360 days would work to the benefit of the City. The discounts are effectively giving the City a yield of 4.4.% for that term. Any investment we could make for that term would be about 1% less than 4.4%. We could invest in a longer term security and earn more interest but this alternative would be subject changing conditions and could not give us the advantage we had anticipated. Also, our portfolio is laddered out heavy on the longer term and therefore a shorter term comparison is probably advisable. Recommendation I feel that the City should take advantage of some early payment discount but not the whole purchase price. This would mean exercising one of options 3, 4, or 5. Option 5 has the least savings and therefore Council should chose either option 3 or 4. Action Move to direct staff to exercise option _ as a payment option when executing the contract for the purchase of the 1993 aerial fire truck. un u> ul 0 0 N t� N 0 0 o. y) . Ci.r-1 0 ON N N .4 r•-• r-r .O r•••• u'1 N M 0 �7 - u1 .7 0 0 0 0 4 u1 uI 0 0 ao y.1 • . O 00 0\ r` a - M 0 N f- �7 N .O N N N- .o M r l N N ul M O 0 0 0 .'t 1/40 4 0 0 r-r J.) • • p.M 03 N u_ 0 O -1 0 N rn M rn O rn o. M O. N ,--1 �7 u1 N 0 0 0 M O 0 0 o0 l_r • Q M M r•l 0 00 03 CO 4 r-r r-r ul • ul N N N 1.11 u1 dP 0M .t .-r OO 0 0 • 0. o. 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O 1 r-1 1-1 rr1 d) U •rl td U ori rn G o a) 1.3 a U 1 H U A H G4 U RESOLUTION NO. 3821 A RESOLUTION CANVASSING RETURNS FOR THE SPECIAL ELECTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that it is hereby found and determined and declared that the special municipal election held in and for said City on June 22, 1993, was in all respects duly and legally held and the returns thereof have been duly canvassed, and the votes cast at said election were as follows : For the Proposition: - Shall the City of Shakopee, Minnesota be authorized to issue its general obligation bonds in an amount not exceeding $8 , 000, 000 . 00 to finance all or a portion of the cost of acquiring, constructing and equipping municipal buildings, including an ice arena, a community center and a fire station? YES NO NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the proposition authorizing the issuance of general obligation bonds receive the majority of votes. Adopted in Adjourned Regular Session of the City Council of the City of Shakopee, Minnesota, held this 23rd day of June, 1993 . Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form. City Attorney REVISED4411) RESOLUTION NO. 3821 A RESOLUTION CANVASSING RETURNS OF SPECIAL ELECTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that it is hereby found, determined and declared that the special election held in and for the City on Tuesday, June 22, 1993, was in all respects duly and legally called and held and the returns thereof have been duly canvassed, and the votes cast at said election for and against the proposition submitted to the electors were as follows : Shall the City of Shakopee, Minnesota be authorized to issue its general obligation bonds in an amount not exceeding $8 , 000, 000 . 00 to finance all or a portion of the cost of acquiring, constructing and equipping municipal buildings, including an ice arena, a community center and a fire station? Votes YES 907 Votes NO 1211 Under/Over Votes 8 Total Vote 2126 As the proposition did not receive the approval of a majority of the votes case thereon, it is hereby declared not to have carried. Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form. City Attorney June 22 , 1993 Special Election Shall the City of Shakopee, Minnesota be authorized to issue its general obligation bonds in an amount not exceeding $8, 000, 000. 00 to finance all or a portion of the cost of acquiring, constructing and equipping municipal buildings, including an ice arena, a community center and a fire station? CUMULATIVE YES NO YES NO Precinct 3 198 241 198 241 Precinct 5 405 450 207 209 Precinct 4 624 731 219 281 Precinct 1 763 1,012 139 281 Precinct 2 907 1,211 144 199 TOTAL 907 1,211 29% of registered voters voted! SPECIAL ELECTION PRECINCT SUMMARY STATEMENT FOR THE SPECIAL CITY ELECTION , JUNE 22, 1993 A. PRECINCT NAME: SHAKOPEE P-3 B. COUNTY: SCOTT ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ C . NUMBER OF BALLOTS RECEIVED FROM CLERK /DO O ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ D. NUMBER OF PERSONS REGISTERED AT 7AM 1 ,825 E . NUMBER OF PERSONS REGISTERING AT THE POLLING PLACE 20 ON ELECTION DAY ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ F . NUMBER OF SIGNATURES ON THE VOTER REGISTRATION C� LIST �� 1 G. NUMBER OF ACCEPTED REGULAR, MILITARY AND OVERSEAS 2 Z ABSENTEE BALLOTS (COUNT # OF ACCEPTED ENVELOPES) H. TOTAL NUMBER OF PERSONS VOTING IN THE PRECINCT �"T I <ADD: F + G = H) 0 I . NUMBER OF COMPLETELY DEFECTIVE BALLOTS °+� ( IDENTIFIABLE MARKS ONLY) J . TOTAL NUMBER OF BALLOTS TO BE COUNTED -1-H let (ADD: H - I = J) ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ K . NUMBER OF COMPLETELY BLANK BALLOTS O L . NUMBER OF REMADE BALLOTS ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ M . NUMBER OF SPOILED BALLOTS v N . NUMBER OF UNUSED BALLOTS RETURNED TO THE CLERK ) 7 ( CALCULATE : C: - F - L - M = N) SCOTT COUNTY. MINNESOTA e L ELECTION JUNE 22. 1993 Total Number Vatino 786 Precincts Reoort ina 2 of 2 100. 00% CITY OF PRIOR LAKE - OBLIGATION BONDS YES 280 81. 39% NO 64 18. 60% CITY OF SHAKOPEE - OBLIGATION BONDS YES 198 45. 10% NO 241 54. 89% SPECIAL ELECTION PREC:INC:T SUMMARY STATEMENT FOR THE SPECIAL CITY ELECTION, JUNE 22, 1993 A . PRECINCT NAME : SHAKOPEE P-5 B . COUNTY: SCOTT ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ C . NUMBER OF BALLOTS RECEIVED FROM CLERK (,O O ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ D . NUMBER OF PERSONS REGISTERED AT 7AM 1 , 263 E . NUMBER OF PERSONS REGISTERING AT THE POLLING PLACE ON ELECTION DAY ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ F . NUMBER OF SIGNATURES ON THE VOTER REGISTRATION LIST 3q4 G . NUMBER OF ACCEPTED REGULAR , MILITARY AND OVERSEAS "�G ABSENTEE BALLOTS (COUNT # OF ACCEPTED ENVELOPES) H . TOTAL NUMBER OF PERSONS VOTING IN THE PRECINCT 4--/� (ADD: F + G = H) I . NUMBER OF COMPLETELY DEFECTIVE BALLOTS C� ( IDENTIFIABLE MARKS ONLY) J . TOTAL NUMBER OF BALLOTS TO BE COUNTED L7 (ADD: H - I = J) ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ K . NUMBER OF COMPLETELY BLANK BALLOTS C L . NUMBER OF REMADE BALLOTS ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ M . NUMBER OF SPOILED BALLOTS / N . NUMBER OF UNUSED BALLOTS RETURNED TO THE CLERK / (i:? (CALCULATE : C: - F - L - M = N) SCOTT COUNTY. MINNESOTA 4 a // £CIAL ELECTION JUNE 22. 1993 �d Total Number Vot i ren 1394 Precincts Resort irJn 2 of 2 100. 00% CITY OF PRIOR LAKE - OBLIGATION BONDS YES NO 428 80. 00% 107 20. 00% CITY OF SHAKOPEE - OBLIGATION BONDS YES NO 405 47. 36% 450 52. 63% • P. SPECIAL ELECTION PRECINCT SUMMARY STATEMENT FOR THE SPECIAL CITY ELECTION, JUNE 22, 1993 A. PRECINCT NAME: SHAKOPEE P-4 B. COUNTY: SCOTT ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ C. NUMBER OF BALLOTS RECEIVED FROM CLERK DUO ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ D. NUMBER OF PERSONS REGISTERED AT 7AM 1 .986 E . NUMBER OF PERSONS REGISTERING AT THE POLLING PLACE o2 9 ON ELECTION DAY ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ F. NUMBER OF SIGNATURES ON THE VOTER REGISTRATION !� LIST '�G'�'L % 72 G. NUMBER OF ACCEPTED REGULAR, MILITARY AND OVERSEAS 3 ABSENTEE BALLOTS (COUNT # OF ACCEPTED ENVELOPES) 6 H. TOTAL NUMBER OF PERSONS VOTING IN THE PRECINCT -f� (ADD: F + G = H) I . NUMBER OF COMPLETELY DEFECTIVE BALLOTS C) ( IDENTIFIABLE MARKS ONLY) J. TOTAL NUMBER OF BALLOTS TO BE COUNTED (ADD: H - I = J) ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ K. NUMBER OF COMPLETELY BLANK BALLOTS L . NUMBER OF REMADE BALLOTS C' ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ M. NUMBER OF SPOILED BALLOTS C% N. NUMBER OF UNUSED BALLOTS RETURNED TO THE CLERK soq e (CALCULATE: C - F - L - M = N) • , tT COUNTY. MINNESOTA ' 1411 SECTION JUNE 22. 1993 '�., Total Number Voting 2106 Precincts Reporting 2 of 2 100. 00% CITY OF PRIOR LAKE - OBLIGATION BONDS YES 596 80. 21% NO 147 19. 78% CITY OF SHAKOPEE - OBLIGATION BONDS YES 624 46. 05% NO 731 53. 94% SPECIAL ELECTION PRECINCT SUMMARY STATEMENT FOR THE SPECIAL CITY ELECTION, JUNE 22, 1993 A. PRECINCT NAME: SHAKOPEE P-1 B. COUNTY: SCOTT ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ C. NUMBER OF BALLOTS RECEIVED FROM CLERK , 0 D ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ D. NUMBER OF PERSONS REGISTERED AT 7AM 1 , 186 E . NUMBER OF PERSONS REGISTERING AT THE POLLING PLACE a 3 ON ELECTION DAY ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ F. NUMBER OF SIGNATURES ON THE VOTER REGISTRATION LIST Jo G. NUMBER OF ACCEPTED REGULAR, MILITARY AND OVERSEAS E 3- ABSENTEE BALLOTS (COUNT # OF ACCEPTED ENVELOPES) H. TOTAL NUMBER OF PERSONS VOTING IN THE PRECINCT ; (ADD: F + G = H) I . NUMBER OF COMPLETELY DEFECTIVE BALLOTS ( IDENTIFIABLE MARKS ONLY) J. TOTAL NUMBER OF BALLOTS TO BE COUNTED / 2 1. (ADD: H - I = J) ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ K. NUMBER OF COMPLETELY BLANK BALLOTS L . NUMBER OF REMADE BALLOTS / ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ M. NUMBER OF SPOILED BALLOTS t) N. NUMBER OF UNUSED BALLOTS RETURNED TO THE CLERK 1g I (CALCULATE: C - F - L - M = N) - d2g/11216 // . SCOTT COUNTY. MINNESOTA .' .A ELECTION JUNE 22. 1993 Total Number Voting 2801 Precincts Reoortino 2 of 2 100. 00% CITY OF PRIOR LAKE - OBLIGATION BONDS YES 805 79. 23% NO 211 20. 76% CITY OF SHAKOPEE - OBLIGATION BONDS YES 763 42. 98% NO1012 57. 01% SPECIAL ELECTION PRECINCT SUMMARY STATEMENT FOR THE SPECIAL CITY ELECTION, JUNE 22, 1993 A . PRECINCT NAME: SHAKOPEE P-2 B. COUNTY: SCOTT ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ C. NUMBER OF BALLOTS RECEIVED FROM CLERK 603 ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ D. NUMBER OF PERSONS REGISTERED AT 7AM 1 ,093 E . NUMBER OF PERSONS REGISTERING AT THE POLLING PLACE ON ELECTION DAY ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ F . NUMBER OF SIGNATURES ON THE VOTER REGISTRATION LIST 33a G. NUMBER OF ACCEPTED REGULAR, MILITARY AND OVERSEAS a ABSENTEE BALLOTS (COUNT # OF ACCEPTED ENVELOPES) H. TOTAL NUMBER OF PERSONS VOTING IN THE PRECINCT 31-4 (ADD: F + G = H) I . NUMBER OF COMPLETELY DEFECTIVE BALLOTS ( IDENTIFIABLE MARKS ONLY) J. TOTAL NUMBER OF BALLOTS TO BE COUNTED 5L4 (ADD: H - I = J) ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ K . NUMBER OF COMPLETELY BLANK BALLOTS r L . NUMBER OF REMADE BALLOTS 7 ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ M . NUMBER OF SPOILED BALLOTS `, 1 N. NUMBER OF UNUSED BALLOTS RETURNED TO THE CLERK (CALCULATE : C: - F - L - M = N) 7;;T SCOTT COUNTY. MINNESOTA A'ECIAL- LLECTION JUNE 22. 1993 0 Total Number Vctino 3145 Precincts Reoortino 2 of 2 100. 00% CITY OF PRIOR LAKE - OBLIGATION BONDS YES 805 79. 23% NO 211 20. 76% CITY OF SHAKOPEE - OBLIGATION BONDS YES 907 42. 82% NO 1211 57. 17% MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Director SUBJECT: T.H. 169 and Minibypass Project DATE: June 23, 1993 INTRODUCTION: Attached is a request from the minibypass contractor, C.S. McCrossan Construction, Inc. for a variance to the City of Shakopee's noise ordinance. BACKGROUND: The City of Shakopee noise ordinance (Sec. 10.60, Subd. 3, Part D) permits construction related activities to occur only between the hours of 7:00 A.M. and 10:00 P.M. The contractor for the minibypass, C.S. McCrossan Construction, Inc. has submitted a request to extend these hours from 6:00 A.M. to 11:00 P.M. There are two reasons for the request. One reason is that due to the rain and other difficulties, the contractor is about 2 weeks behind schedule and would like to work double shifts to ensure the project is completed on schedule (November 12th). The second reason is due to the closing of T.H. 169 due to the flood, the contractor would like to get some of the work done on Holmes Street before traffic is opened again. The type of noise that would occur during the additional hours would be general construction activities (loaders, dump trucks, backhoes, etc.) as opposed to pile driving or rock blasting. The City Council has waived the noise ordinance previously for the T.H. 169 contractor and the Bloomington Ferry Bridge contractor for pile driving purposes. RECOMMENDATION: Staff recommends granting the request, but making the variance for a specific length of time. ACTION REQUESTED: Move to grant a noise variance to C.S. McCrossan Construction, Inc. to allow construction to occur on the Minibypass Project between the hours of 6:00 A.M. to 11:00 P.M. from June 24, 1993 to November 12, 1993. ®ir ®/ L.S llfcErossan Construction Inc. royal Contractors Box 1240,7865 Jefferson Highway,Maple Grove,Minnesota 55311-6240 612/425-4167 Fax:Estimate19512/425-0520•Admints ration 61P/425-1255 June 22, 1993 Mr. Dave Hutton City of Shakopee Re: MnDOT Project S.P. 7005-60 Dear Mr. Hutton: C.S. McCrossan Construction hereby requests a variance in the noise ordinance so that work may begin one hour before and continue one hour beyond the times permitted under the noise ordinance. These measures are necessary to ensure the timely completion of the project. Your cooperation in this matter is greatly appreciated. Please feel free to contact me if you have any questions. Sincerely, Thomas McCrossan Project Manager f 9VT '0N 09990 - NbSSOJOOW SO ZS:ZT 26/EZi90 TO: Dennis R. Kraft, City Administrator FROM: Gregg Voxland, Finance Director RE: Interest Calculation On Green Acre Special Assessments DATE: June 18, 1993 Councilor Vierling requested a copy of the AG opinion to which Mr Hauer's comments concerning interest calculation on grenn acre special assessments were related. Attached is a copy for each Council member. TAX ASSESSMENTS :m GENERAL: SPECIAL: Interest accrues on the full asaount urt of a special (1978)matttheazate peris eyear thatuais nt to Minn. Stat. � 273. 111 set pursuant to Minn. Stat. c. 429 (1978) . May 3n, 1978 408-C Mr. Curtis A. Pearson City Attorney Park City of Brooklyn 1100 First National . Bank Bldg . Minneapolis, Minnesota 55402 • and Mr. Earle T. Anderson , .7r . City Attorney City of Maple Grove 2040 Dain Tower Minneapolis, Minnesota 55402 Dear Messrs. Pearson and Anderson: In your letter to Attorney General Warren Spannaus, you state substantially the following FACTS Minn. Stat. 6 273. 111 (1978) is entitled the "Minnesota Agricultural Property Tax Law. " Under this law owners of qualifying deaagricul- tural real property may apply for of property tax, and special assessments. .The special assess7entldeferral 1, subd. is11 (set 7forth at Minn. Stat. S which provides as follows: • The payment of special local • assessments levied after the date of Extra Session Laws 1967 , Chapter 60, for improvements made to any real property described in subdivi- sion 3 together with the intSrest io. thereon shall, on timely app 7 z'. )4NHA C7C l NW W02i £ :2Z Z66t-SG-83d Mr. Curtis A. Pearson Mr . Earle T. Anderson, Jr . • Page 2 :lay 3:0 , 1078 as provided in subdivision 8 , be deferred as long as such property meets the conditions contained in subdivisions 3 and 6 . When such property is sold or no longer qualifies under subdivisions 3 and 6 , all deferred special assessments plus interest shall be payable le within 90 days . Penalty shall not be levied on any such special assessments if timely paid . I* not paid within such 90 days , the . county auditor shall include such deferred special assesments plus a 10 percent penalty on the tax list for the current year. A dispute has arisen between the cities that you represent and the County of Hennepin regarding the proper method of calculating the interest that accrues on a special assessment during the time that the special assessment is deferred. All of • the parties agree that interest does accrue on the deferred special assessment. However , Hennepin County contends that the interest should be calculated in the same manner as it would be calculated if the property owner made an election to repay this special assessment by making installment payments over the maximum number of years allowed by the municipality that has levied the special assessment. Hennepin. County computes the interest by applying the annual interest rate that was established by the municipality at the time that it levied the special assessment, to the declining principal balance that would - remain unpaid after each yearly installment (even though no installment payments are actually received) . The cities that you represent contend that the interest should be calculated by applying the same annual interest rate to the amount of the special assessment that is deferred, for each year that it remains deferred. Mr . Curtis A. Pearson Mr. Earle T. Anderson, Jr. Page 3 May 30, 1973 The differing results of these two methods are illustrated by an example of a special assessment of $10 , 000 that is deferred for ten years and an interest rate of 8% set by the municipality that levied the assessment. When the interest is calculated in the manner suggested by your municipalities, the interest of 8% accrues against the 810, 000 each year for ten years and totals $8 , 000. When interest is calculated in the manner suggested by Hennepin County, the interest of 8i accrues against a declining balanco each year for ten years and totals 4 , 4 00 . You than point out that in this example the county ' s method of calculat- ing the interest to be collected over the ten year period reduces the effective interest rate from 8% to 4 . 4% . After the ten years have elapsed the County contends that interest stops accruing . Your municipalities contend that interest continues to accrue at a rate of 8% per year on the amount of the deferred special assessment. Finally you ask substantially the following QUESTION What is the required method of calculating the interest that accrues against special assessments that are deferred pursuant to Minn. Stat. 6 273 . 111 , subd. 11 (1978) ? OPINION It is our opinion that interest does accrue against special assessments that are deferred pursuant to Minn. Stat. S 273 .111 , subd . 11 (1978) . This interest must be calculated by applying the interest rate that is established . by the municipality that levied the special assessment to the full amount of the unpaid special assessment each year of the deferral. S tL9StIS 01 0C7 it td SES Sb r u S�:2 tc6omi -amu . Mr. Curtis A. Pearson Mr. Earle T. Anderson, Jr. Page 4 may 30 , 1978 In order to determine the proper rate at which this . interest accrues and the proper method of calculating the accrual we must examine both: (1) the language contained in Minn. Stat. 5 273. 111, subd. 11 (1978) , and (2) the provi- sions of Minn. Stat. 5 429 . 061, subd. 2 (1978) , which govern the rate at which interest accrues on all special assess- ments. These two statutes must be construed together be- cause they relate to the same subject matter. The second sentence of Minn. Stat. 5 273 .111 , subd. 11 (1978) , clearly indicates that some amount of interest ac- crues during the time of the deferral. That sentence pro- vides that when the qualifying property is sold or no longer qualifies under subdivisions 3 and 6 of Minn. Stat. 273 .111 (1978) , then " . . . all deferred special assessments plus interest shall be payable within 90 days . . . " Minn. Stat. 5 273 .111, subd. 11 (1978) (Emphasis supplied) . The language that actually defers the interest on these special assessments is set forth in the: first sentence of Minn. Stat. 5 273.111, subd. 11 (1978) , as follows: The payment of special local assessments . . . together with the interest thereon shall . . . be deferred as long as such property meets the conditions contained in subdivisions 3 and 6. It is the "payment" of special local assessments, together with the payment of "the interest thereon" that is deferred Mr. Curtis A. Pearson Mr. Earle T. Anderson, Jr. Page 5 May 30, 1973 by this provision. No reference is made to any modification of the interest rate. This statute merely defers the time for payment of the interest that accrues against the de- ferred special assessment. The adoption of a special assessment and the determina- tion of the interest that accrues thereon are governed by Minn. Stat. § 429 . 061 , subd. 2 (1978) , which provides in pertinent part as follows : . . . All assessments shall bear interest at such rate as the resolution _determines , not . exceeding eight percent per annum, except that the rate may in any event equal the average annual interest rate on bonds issued to finance the improvement for which the assessments are levied. To the first installment of each assessment shall be added interest on the entire assessment from a date specified in the resolu- tion levying the assessment, not earlier than the date of the resolution, until December 31 of the year in which the first installment is pay- able, and to each subsequent installment shall be added interest for one year on all unpaid installments; or alternatively, any assessment may be made payable in equal annual install- ments including principal and interest, each in the amount annually required to pay the principal over such period with interest at such rate as the resolution determines , not exceeding the maximum period and rate specified , above. In the latter event no prepayment shall be accepted under subdivision 3 without payment of all installments due to and including December 31 of the year of prepayment, together with the original principal amount reduced only by the amounts of principal included in such installments, computed on an annual amortization basis. When payment of an assessment is de- ferred , as authorized in this subdivision , can•_J n1 711•-• V\lu l /�7e' nU ,111 7G!'1. f 7_x7'1 j Mr. Curtis A. Pearson Mr. :'.axle T. Anderson, Jr. Page 6 May 30, 1978 interest thereon for the period of deferment may be made pay�able annually at the same times as the principal installments of the assessment would have been payable if not deferred; or interest for this period may be added to iTe principal amount A the assessment when it becomes payable; or, if so provided in the resolution levying the assessment, interest thereon to December 31 of the year before tie fir nstallment is payable may be forgiven. (Emphasis supplied) The requirement that " (a) ll assessments shall bear interest at such rate as the resolution determines" is clear and free from ambiguity. The resolution adopted by the municipality sets the rate of interest and all assessments must bear interest at that rate. Furthermore the last sentence of this statute provides that the municipality may either (1) defer payment of the interest or (2) forgive that portion of the interest that accrues prior " . . . to December 31 of the year before the first installment is payable . . . " . This is consistent with other statutes that provide deferrals of payments of special assessments. Minn. Stat. 5 435 .194 (1978) deals with the senior citizens hardship special assessment deferral and it provides in pertinent part that: . . . The taxing authority may determine by ordinance or resolution the amount of interest, if any, on the deferred assessment and this rate shall be recorded by the auditor along with and in the same manner as the amount of the assessment. In this statute as in Minn. Stat. 5 429. 061, subd. 2 (1978) the taxing authority that levies the special assessment is L.2'd etL9S17b6 OOG 3LS )1�+l1d SGS O NW WO&.I 9V:2; Es6T-S`-a9- Mr. Curtis A. Pearson Mr. Earle T. Anderson, Jr. Page 7 may 30, 1978 vested with the power to determine the amount of interest that it will receive. Therefore it appears that the legis- lature has consistently endeavored to provide the taxing authorities that levy special assessments with control over the amount of interest that they will receive when payments of special assessments are deferred. There can be no disagreement about the fact that Minn. Stat . § 273 . 111 , subd. 11 (1973) , modifies Minn. Stat. § 429 . 061 (1978) . The question is , did that modification merely defer the payment of the interest or did it also modify the rate at which the interest accrues. As noted above Minn. Stat. § 273. 111 , subd. 11 (1978) , refers only to deferral of the "payment of special local assessments . . together with the interest thereon . There is no language in that statute that indicates that the interest that accrues on the deferred special assessment should accrue as if installment payments were being made. In fact there is no language in Minn. Stat. 5 273 .111 (1978) that indicates that the deferred special assessments should con- tinue to bear interest at any rate other than the rate which is required by Minn. Stat. § 429 . 061 (1978) . It should be noted that this interpretation puts both the municipalities and the green acres landowners in control of their respective financial situations with respect to the 80'd 8SL9SVVS 01 EOG 21S >1edd SCS CH NW L;fl:.r_4 • Mr. Curtis A. Pearson Mr. Earle T. Anderson, Jr. Page 8 May 30, 1973 accrual of interest. The municipalities control the amount of interest that they will receive on deferred special assessments (which is where the legislature has consistently vested that • control, see pp. 6-7, supra) . Meanwhile the "green acres" landowners control whether any interest accrues at all since they can either prepay the special assessment pursuant to Minn. St. S 429. 061, subd. 3 (1978) ,1 or they can have the special assessment deferred pursuant to Minn. St. S 273. 111 (1978) . Based upon the foregoing it is our opinion that interest must accrue against the full amount of unpaid special assessments that are deferred pursuant to Minn. Stat. S 273 .111, subd. 11 (1978) at the annual rate that is determined by the special assess- ment resolution, that is adopted pursuant to Minn. Stat. ch. 429 . Very truly yours, WARREN SPANNAUS Attorney General THOMAS E . SCHMIDT Special Assistant Attorney General WS :TES :jm 1 Minn. Stat. S 429 . 061, subd. 3 (1978) provides in pertinent part as follows: . . . The owner of any property so assessed may, at any t me pr or to certification of Elle assessment or t e first installment thereof to the county auditor, pay the whole of the assessment on such •_overty, with interest accrue• to t e .ate of payment, to t e municipal treasurer, except thatno interest shall be charged if the entare assessment is paithin 3b days from the adoption thereof; . . . (Emphasis supplied) 60'd 8tL9Stt6 al O0! 31S >ietd ;ZS Sti NW 1.10Z+d 8t:2T Z66I-S3-H2d OFFICIAL PROCEEDINGS OF THE CITY COUNCIL COMMITTEE OF THE WHOLE SHAKOPEE, MINNESOTA MAY 11, 1993 Mayor Gary Laurent called the meeting to order at 5 :36 P.M. with Councilmembers Gloria Vierling, Mike Beard, Joan Lynch and Robert Sweeney present . Also present : Dennis R. Kraft, City Administrator; Dave Hutton, Public Works Director; Judith S . Cox, City Clerk; and Greg Voxland, Finance Director. Sweeney/Lynch moved to approve the minutes of April 27, 1993 . Motion carried with Councilor Vierling abstaining. Mayor Laurent announced that the City has received a $10, 000 . 00 contribution from Mr. Dan Hennes, Rahr Malting, for 2nd Avenue being constructed to a heavier load limit so as to accommodate heavier truck traffic . Mr. Kraft reviewed with City Council their discussions with Rahr Malting last fall regarding the need to handle additional waste water flow from Malt House #5 . The river interceptor has insufficient capacity to handle the flow from this new malt house, therefore, a new forcemain is needed. At that time the City agreed to construct a forcemain from Rahr to the southerly interceptor and Rahr agreed to construct and maintain a lift station on their property. Mr. Kraft explained that Rahr Malting has retained the services of Short Elliott Hendrickson (SEH) and that they have come up with another solution to handle the additional sewage flow. He stated that Rahr can use an inverted syphon to drain Malt House #5 . Rahr is requesting the City extend the forcemain across their property to an area near Malt House #5 and that the estimated cost is $77, 500 . Present from Rahr Malting were : John Alsip, Chief Executive Officer; Paul Kramer, Plant Engineer; and Dan Hennes, Plant Manager. Mr. Alsip asked the City for their help in facilitating the construction and operation of their own sewage treatment plant sometime in the future. Mr. Kramer explained that it is Rahr' s long term goal to operate their own sewage treatment plant. The immediate issues are to obtain additional building permits to continue construction of Malt House #5 and determine how to route the pipe to their screen house . He said that they are asking the City for assistance with this cost in recognition of contributions that Rahr has made to the Sanitary Sewer Fund in the past by way of sanitary sewer fees . Mayor Laurent summarized his understanding of the request being made by Rahr. Earlier discussions between the City and Rahr resulted in a verbal agreement that the City would pay for the forcemain and Rahr would build and maintain a lift station on their own property to handle the additional sewage for Malt House #5 . Official Proceedings of the May 11, 1993 Committee of the Whole Page -2- Now Rahr is looking at no lift station and instead using an inverted siphon and asking the City' s help to pay for this process and that they will continue to pay the current sewer rates . Councilor Sweeney explained that tax increment funds could not be used by the city to help pay for the costs identified because construction has already begun. Mr. Kramer explained that Rahr has paid sewer rates to the City since 1982 (approximately $904, 000) , based on information from Metropolitan Waste Control Commission. Rahr is asking that the City reduce sewer rates to them or that the City pay for the pipe extension across Rahr property from the forcemain. Councilors expressed hesitancy on extending services on private property for someone else . This has not been past practice. In terms of cash flow, Councilor Sweeney suggested that the City could build the pipe on Rahr property and assess the cost back. Mr. Kramer commented that this pipe is going to the waste water treatment plant that Rahr desires to eventually build. He asked if the pipe could be considered part of the waste water treatment plant and be a part of a TIF District? The Mayor responded that there would be no increment until the treatment plant is constructed. Sweeney/Vierling moved to direct staff to explore whether or not a TIF District could include a waste water treatment plant on Rahr property. Motion carried unanimously. Sweeney/Vierling moved that staff be directed to explore the possibility of the City building, assessing, and deferring payment for the pipe on Rahr property pending construction of Rahr' s waste water treatment plant . (This is with the understanding that there would be a set time that the deferment would end if the treatment plant doesn' t come on line. ) Motion carried unanimously. Mr. Kramer reiterated that they are asking the City' s assistance in any way possible to get approval from appropriate authorities so they can build their own waste water treatment plant, which will then provide additional capacity at the river interceptor for the City. He offered the City the assistance of their engineer. Mr. Alsip reiterated that Rahr is asking the City to join them in the effort to explore alternatives to their problem of needing additional sewer capacity and desire to construct their own waste water treatment plant . Official Proceedings of the May 11, 1993 Committee of the Whole Page -3 - Mr. Hennes invited the City Council to Rahr for a tour of their facilities and to see where they might build a waste water treatment plat . Councilor Sweeney pointed out that the current zoning ordinance does not allow for modifications and additions for some houses in the older part of town. He identified four options for handling these situations : 1) amend the zoning ordinance to accommodate variations that arise because we have an old existing city, 2) ignore the problem and let the people sweat, 3) over-rule the planning commission on variances because they are going to go by the code, or 4) we give some administrative latitude to the administrator to allow some variations that are realistic within the frame work of what they are working with and count on the administrator' s good sense to not do a lot of peculiar things . Sweeney/Vierling moved to direct staff to simply review as a possibility and see whether it makes any sense to increase administrative latitude in making small adjustments or allowing small variances specifically in the part of town that is impacted by the fact that it was there before the zoning ordinances, platting ordinances and the building codes . Motion carried unanimously. Mayor Laurent adjourned the meeting at 6 : 58 p.m. Judith S. Cox City Clerk Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL COMMITTEE OF THE WHOLE SHAKOPEE, MINNESOTA JUNE 2, 1993 Vice Mayor Joan Lynch called the meeting to order at 5 : 05 p.m. with Councilmembers Gloria Vierling, Mike Beard, and Robert Sweeney present . Mayor Laurent arrived at 5 : 07 p.m. Also present : Dennis R. Kraft, City Administrator; Barry Stock, Ass' t . City Administrator; Lindberg Ekola, City Planner; Gregg Voxland, Finance Director; Tom Steininger, Chief of Police; Jerry Poole, Ass' t . Chief of Police; Karen Marty, City Attorney; Dave Hutton, Public Works Director/City Engineer; Pete Ries, Fire Chief; and Judith S. Cox, City Clerk. Vice Mayor Lynch reported on the operation of Murphy' s Landing. She explained their recent financial setbacks and reported that they would like some financial assistance from the City however the City sees fit . Some alternatives discussed included the City updating the sewer system or other infrastructure items, covering their employees under the City' s health insurance package, covering their buildings under the City' s insurance, refuse collection, snow removal, pay for a staff person, eliminating fees charged by the City, and use of the City' s finance department . Cncl . Sweeney stated that he could not support contributing unincumbered operational funds, but could support infrastructure upgrade. Discussion followed with a consensus that staff pursue and come back to City Council with various options . Discussion ensued on the 1994 budget beginning with levels of service to be provided. Mr. Kraft asked if the current trade-in schedules for capital equipment is reasonable. Mr. Voxland explained that the City' s auditors are recommending that the City establish an internal service fund for capital equipment . This is because there are concerns that the state will look at the fund balances of cities in an effort to reduce the state' s costs. The first place the state will look at is the General Fund and the second place will be the Special Revenue Funds. The fund would function like a business and departments would rent equipment from the fund. Discussion followed. No decision was made . In response to questions from Mr. Kraft, consensus of City Council was : congregate dining would not be moved to the community center, no franchise fees for utilities would be established, City Council would not consider participating in an elderly housing project, the City' s outdoor pool would not be closed if the community center referendum is successful, and City Council will consider going with private custodial services as facilities are added and employee attrition takes place. Mr. Kraft also suggested adding new forms of revenue ie: amphitheater. With respect to special revenue funds, Mr. Stock explained how well the dial-a-ride and van pool programs are going. No changes were suggested for the transit fund. Mr. Voxland asked if City Council wished to raise the levy for the H.R.A. Cncl .Sweeney suggested reducing it if there is no need for additional funds . No action was taken. Official Proceedings of the June 2 , 1993 Committee of the whole Page -2- Discussion ensued on the 5-Year Capital Equipment Fund relating the 1994 proposed purchases. Street Department - $130, 000 grader was deleted. Shop Department - $5, 000 shop sweeper was deleted. Park Department - $10, 000 utility trailer, staff to look at a used one as an option; $32, 000 tractor, City Council desires more information. Storm Drainage Fund - move the $120, 000 street sweeper and the $25, 000 screener for sweepings to 1995 to allow Mr. Hutton time to complete a study on privatizing- the sweeping of streets . Mr. Hutton asked to be excused for another commitment . Community Development - after considerable discussion the $10, 000 for the GIS/CAD station was left in- the 1994 budget, but City Council would like to review again before actual purchase . Police Department - no changes were made to the 1994 proposed purchases . Inspection truck - staff was directed to utilize a recycled squad car. Fire Department - City Council asked for the development of a plan for the purchase and replacement of hazardous material suits . Instead of purchasing a new suburban for the fire chief, staff was directed to explore the possibility of the police department purchasing a new suburban or blazer and recycling their suburban down to the fire department . Discussion ensued on whether or not to make the debt service levy the same as last year or to reduce the amount of the levy. Mr. Sweeney suggested levying only the necessary amount for debt service. Consensus was to make that decision later on in the budgeting process. City Council set Wednesday, June 23, 1993 at 7 : 00 p.m. for the next budget worksession. Mayor Laurent expressed his appreciation to department heads for their input in the budget discussion and the ability for all to be able to sit down and work together. Mayor, a re t adjourned the meeting at 8 : 07 p.m. Ci y Clerk R- ording Secretary TO: Dennis R. Kraft, City Administrator FROM: Gregg Voxland, Finance Director RE: 1994 Budget Materials DATE: June 18, 1993 Attached are materials for the 6/23/93 1994 budget work session. There are schedules for the general fund and departmental memos for supporting data. The information is somewhat preliminary due to the early preparation and possibly subject to change or request for change. Attached is a calendar of important budget dates from the League. Please note that LGA and HACA should be certified to the city by 8/1/93. There is also a requirement for two hearings this year. Pursuant to a new law, the county is able to charge the city for administering special assessments certified after 7/1/93. It is not known if the county will do so or what the cost would be. One of the auditors recommendations was to set up an internal service fund for equipment purchases in order to reduce the fund balances in the general and special revenue fund types that maybe scrutinized by the state. If Council chose to do so, this would impact the 1994 General Fund budget for rents versus equipment purchases. • TRUTH IN TAXATION : Schedule for calendar year 1993 TIMELINE / DEADLINE Revenue certifies 1994 LGA and 1IACA to cities August I Counties notify cities of the dates which have August 20 been selected by school districts, metro special districts, and the county Cities certify proposed property tax levy to September 15 county auditor, and adopt proposed budget, and • * Cities select TWO dates for hearings s. County mails notice of proposed taxes November 10 - 24 Public hearings to consider and then November 29 - December 20 adopt final levy and budget * Final levy must be adopted at a between five and 14 business days subsequent hearing after the first hearing * advertisement for first public hearing: not less than two business days • nor more than six business days • before the hearing (no advertisement is required for the subsequent hearing, must announce time and date at first hearing) * all counties hold their hearing December 14 (second Tuesday in December) - second county hearing permitted (date selection before August 15) Final levy certified to county auditor December 28 (five working days after December 20) *certification of compliance materials sent to Revenue 24 TO: Dennis R. Kraft, City Administrator FROM: Gregg Voxland, Finance Director RE: 1994 Finance Department Budget DATE: April 30, 1993 Included in the departmental request for the 1994 budget is $9,500 in capital equipment. There was no capital equipment in the 1993 budget. The item is a computer bridge which is a communication device between the city and LOGIS. The current device is obsolete and the one we are using is a rebuilt device. The bridge will be new technology, faster, more reliable and will enable LOGIS staff to do some local network assistance from their location. Not included in the request but presented here is $1,000 to make the special assessment software that we are trying to implement a multi user version. Currently, only one person at a time can access the program. The intention is to make property and special assessment data available to the public at a computer kiosk in the lobby. Included in the budget is a step increase for the accountant. MEMORANDUM TO: Gregg Voxland, Director of Finance FROM: Karen Marty, City Attorney DATE: April 30, 1993 RE: 1994 Budget Attached is a draft 1994 budget . This budget uses more funds than the original 1993 budget, due to the addition of a half-time prosecuting attorney. This budget is not more than the 1993 budget plus the amount requested (hopefully to be authorized on May 4th) for the half-time attorney. If you have any questions regarding this, please let me know. Signed V'S " Karen Ma y, it / attorney KEM:bjm [23HIRE2] Attachment MEMO TO: Dennis R.Kraft, City Administrator FROM: Barry A. Stock, Assistant City Administrator/Community Services Director RE: 1994 Budgetary Considerations DATE: May 28, 1993 1994 BUDGETARY CONSIDERATIONS GOVERNMENT BUILDINGS DIVISION 1 . No funding for major equipment failures . 2 . No funding for carpet cleaning (steam cleaning) . 3 . No funding for exterior upgrades at any government buildings. A. Shrub/Rock City Hall . B. Paint - Former City Hall . C. Sealcoating - City Hall . RECREATION DIVISION 1 . No Funding for any new programs in 1994 . A. Puppet Wagon - Retrofit and staffing as recommended by Park & Recreation Advisory Board. 2 . No funding for future park planning needs - comprehensive development plan as recommended by Park & Recreation Advisory Board. 3 . No funding for satellites at ball fields . 4 . No reimbursement to Shakopee Youth Baseball/Softball Association for placing portalets at ball fields in 1993 as recommended by Park & Recreation Advisory Board. 5 . No funding to expand ice and skating rink hours to include Wednesday evening at Lion' s, Scenic' s and Stan' s Park as recommended by Park & Recreation Advisory Board. 6 . No funding for computer (Recreation Supervisor) . 7 . No funding to reclassify Clerk Typist I to Secretary. PLANNING - COMMUNITY DEVELOPMENT COMMISSION PROGRAM 1 . No funding for City newsletter as recommended by the Community Development Commission. TRANSIT DIVISION The Transit Division is totally funded through reimbursements from the Regional Transit Board. It does not make good planning sense to budget this division at a Oo increase if we can expect to receive additional funding from the Regional Transit Board above and beyond 1992 levels and demand exists for increased service . BUILDING DIVISION With the additional position added in 1993 and the subsequent budget amendment, staff believes that the Building Department Division can operate in 1994 without an increase in funding. SHAKOPEE SWIMMING POOL DIVISION Staff believes that the Shakopee Swimming Pool Division can operate at 1993 funding levels in 1994 . Funding has been included in the 1994 budget to continue with the upgrades to the pool including modifications to the restroom areas in accordance with ADA guidelines . SHAKOPEE HOUSING AND REDEVELOPMENT AUTHORITY Staff believes that the Housing and Redevelopment Authority budget can operate at 1993 funding levels. This however does assume that Council wishes to make no changes in terms of policy direction and programming. REFUSE/RECYCLING DIVISION This division is primarily effected by the amount of revenues collected via the City' s contracted refuse service . It is impossible to maintain this budget at 1993 levels given the fact that a large number of new homes have been added to the contract service area. The expenditure side of this division is offset by revenues collected via the refuse program. The 1994 refuse/ recycling budget does not include funding for a Clean-Up Day in 1994 . However, if grant funds are available from Scott County the budget can be amended accordingly in 1994 to include funding for the program. In the past, the clean-up program has been funded with County grant funds and gate fees . MEMORANDUM TO: Dennis R. Kraft, City Administrator FROM: Judith S. Cox, City Clerk Dy SUBJECT: 1994 Budget DATE: April 30, 1993 May 5, 1993 Revised My 1994 budget reflects a 2 .7% increase over 1993 . This increase is a result of: 1] The 3% wage increase given to all department heads in 1993 and 3% for the receptionist (which was not included in specific department budgets) . The 3% for the receptionist is the amount staff was directed to use since the union contract has not yet been settled for 1993 . 2] Additional wages and FICA for election judges since there will be two state elections in 1994 . 3) The 1993 additional city contribution for health and life insurance - $16/mo (which was not included in specific department budgets) . Although my 1994 budget is 2 . 7% over my 1993 budget, I feel that I have met the intent of the City Council's direction to prepare a budget with no increases over last years' . Wages and health and insurance increases were budgeted in 1993 in another area. Costs for elections fluctuates between an even year (two elections) and an odd year (city election) . My 1994 election budget is consistent with that of 1992 . NOT INCLUDED IN 1994 BUDGET: 1] An amount to replace one personal computer at $1, 500. The MIS Coordinator has advised me that both personal computers in my department should be replaced because they have satisfied their life expectancy. Based on his recommendation to replace both computers, I would propose to replace one in 1994 and one in 1995. Because a replacement may provide more state of the art than is required by my department, I would be willing to receive a personal computer from another department needing the state of the art equipment in an effort to coordinate among all departments to provide the most current computer for the employee who needs it most for their type of work. 2 ] An amount to add shelving for records storage in the amount of $1, 500. This includes 5 shelves for administration and finance plus 3 shelves for engineering and planning. [If there is additional money in the city hall fund for this, that will eliminate this request. ) Dennis R. Kraft, City Administrator 1994 Budget Page -2- 3] Although the Council secretary is budgeted in the City Council budget, I would like to request that the 1994 budget include a computer for her, even if it is passed down from another department who receives a new one. She is currently using her own and if she resigns, there will be no computer for her successor. 4] Does not include upgrading the receptionist position classification to more accurately reflect the duties being performed. 047(30 FOOTNOTES 1994 PLANNING DEPARTMENT BUDGET 1 . The 1994 Planning Department Budget division total from the 1993 Budget has not changed ($288 , 740) . 2 . To pay for increases in the costs for Personal Services, the 1993 Planning Budget for Long Range Planning Professional Services has been reduced from $50, 000 to $44 , 630 (Program 175 , Line 4310) . 3 . I reviewed the 1994 Planning Budget with Gregg Voxland. Attached are my worksheets for the various line items for your reference . MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Director SUBJECT: 1994 Engineering Department Budget DATE: June 22, 1993 My 1993 Engineering Department operating budget excluding Capital Equipment is $332,090. My 1994 Engineering Department operating budget request, excluding Capital Equipment, is $332,090. Therefore, I feel I have met the directive for no budget increase for 1994. (Note: My 1994 budget request includes $14,500 in Capital Equipment which brings the total Engineering Department budget to $346,590. My 1993 budget had no Capital Equipment) The following are the major changes from the 1993 budget in order to maintain no budget increase: 1. Reduced the number of summer inspectors from two to one Cost Reduction: $12,000 2. Reduced the Professional Services item by $6,600. This item is normally used for miscellaneous consultants not charged to projects. Due to the increases in staffing it is felt that this reduction will not have an impact on services. DEH/pmp MEMO TO: Dennis Kraft, City Administrator FROM: Dave Hutton, Public Works Director kNSUBJECT: 1994 Public Works Department budget DATE: June 22, 1993 The Public Works Department budget consists of three separate division budgets: Street, Park and Shop. The following summarizes the 1994 budget requests for each division. STREET DIVISION The 1993 operating budget, excluding capital equipment, totaled $552,720. The 1994 request, excluding capital equipment is also for $552,720. The Street Division is not requesting any new capital equipment for 1994. The major differences in the 1994 budget request versus the 1993 budget are as follows: 1. The personnel services total increased from $271,620 to $286,160 due to increases in benefits, insurance, etc. No salary increases were budgeted, but the current bargaining unit contract expires on 12/31/93. 2. The pavement preservation budget was reduced from $95,000 to $80,000. 3. Staff included$25,000 in the proposed budget to initiate a pavement management System. 4. The utilities line item was reduced from $74,000 to $44,000 due to past budget history. PARKS DIVISION The 1993 operating budget excluding Capital Equipment totaled $247,940. The 1994 division request is also $247,940. The main differences between the 1993 and 1994 budgets in order to keep a zero increase are as follow: 1. Reduce the number of seasonal workers from two to one. SHOP DIVISION The 1993 budget, excluding Capital Equipment, totals $103,120. 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NAME Interrocation Rooms First prieg ADDRESS 476 Gorman Street Second Floor office areas , and CITY Shakopee STATE MN 55179 2 airw ys ATTN: Mr. Tom Steininaer DATE July 22 . 1992 - :--.E)CTENT OF SERVICE • • - - • z1 ' ' =- 1 ' - 3x - at =i:' .2" - ate_` a� �`0Regular Services. 4- ife e Q Q Q °�.- 1.GENERAL,PRIVATE OFFICES, .. I p2 , 4'/ 2., 3O. / r7/.. �� y r�o 14/ro LOBBY,LOUNGE • T V 1.Empty Wastebaskets. • 2.Empty and damp dean ash trays. • 3.Dust all furniture including desks,chairs.tables. • 4.Dust all exposed filing cabinets,bookcases and • anelves. 5.Dust all telephones. • 6.Clean and sanitize telephones. • 7. nd sanitize drinking fountains. • 8.Low dust all horizontal surfaces to hand height (70")including sills,lecges.moldings,shelves.pic • - ture frames,ducts.radiators.etc. 9.High dust above hand herht all horizontal sur- . faces,including shelves.moldings.ledges. 10.Spot clean Cesk tops. • 11.Spot clean reception Icc8y, glass including front • door and any other parrson or door glass. 12.Clean entire interior glass in partitions and doors. 12.Dust venetian blinds. 14.Remove dust and cobwecs from ceiling areas. • 15.Dusdhop resilient and lust floors or vacuum car- peted floors in traffic lanes only. 15.Dustmop resilient and rad floors or vacuum car. • peted floors in their entirety. 17.Spot clean spills and ta::s on carpeted and resilient floors. 18.Vacuum furniture. • t9.Spot clean furniture. 1 20. 21. __- 1 22. 23. I . Page 1 ServiceMAsmR. EXTENT OF SERVICE . - . - .:...FREOUENCY.OF.SE RVICE • . . . . Regular Services.7" _. /3x - Q :} • `}r e�� U. W•ASHROOMS �4`` o= �� h�2 - 1 c Qe o r? 4o ;, a- c 1.Clean,saniti0s and polish all vrveoua fixtures • including toilet bowls.urinals,hand basins. 2.Clean all glass and mirrors. • 3.Empty all containers and disposals,insert liners as . required,spot dean and sanitza container. 4.Empty and sarut:ze interior of sanitary container. • • 5.Spot dean all walls,doors and petition. . • I 1 6.Refill all dispensers tc norna.'mns-napkins.soap.tissue, • towel,liners,seat holders,caps.supplies tc be furnished by °Client ZServiumaster =Billed:xtm ZIncluded 7.Low dust all hohzomal surfaces below 36"including e sills,moldings,ledges,shelves,frames,dui, heating outlets. 8.High dust above hand height all horizontal surfaces o including shelves.ledges,moldings. 9.Sweep,damp mop.and sanitize hard floor. 10. 11. 1 12 . ~_ 13. I 1 14. 0 CAFETERIA 0 VENDING Regular Services. . ❑ LUNCHROOM ❑ CAFE'TRIA - III. EATING AREAS 0 DINING ROOM 0 1.Damp clean and sanitize table tops,seats and back of chairs. 2.Damp dean pedestals or less. 3.Clean,polish and refill napkin holders. I f 4.Empty and camp clean ash trays. 5.Empty all containers and disposals.wash and ® sanitize exteror 8 interior of all containers. 6.Clean and sanitize drinking fountain. 7.Spot dean dors.frames.light switches.kick and push plates.handles,walls.and interior glass. 4110 8.Low dust(beiow 36")and high dust(ao re 72-)all ® I 1 hori_on:al surfaces 9.Clean entire interior glass in partitions and doors. 10. 11. 1 I 1 I 1 12. 1 G_r=o ') . . . _ •,-.,- -, ...-EXTENT OF SERVICE- • -.• " . • • ..- - - ".-: FREQUENCY.OFSERVICE .: k.... . ... Floors - • . . 3x .1.'- .s... ... 0 a. • ;"•."... • -..',;•":::-. .- %:-`r,..'=-• - ---i---. ,S) -•'-'• • 41. -c.; -44 - .---.. .c.- ' '''' -- —41 ,..c..., r....¢ •-, _. ,fv.„:1_ 0,3•• . . • .. .1.. ..V' , 44, 'i"- 4o 1•::- Lar.h.-.- ..4417.' A" -...Z•• cfs" .c- • .- . .: RESILIENT AND HARD ,. • ,r / F j .., = ., . < ,= . •.-.::-..,4,... =... •,,- _$. --! .--.c, .. .._,.J-R--- 49 Millil MiNiii111.1111111111 MM11.11 Spot damp mop I I I EIMIMMIIIIIIE -Spray buff open areas including kneeholes of desks. IIIIIIIIIIIIIII I -.Scrub to remove scut!& I I • I heel marks,refinish to maintain protective coat. MIIIEIMIIIIMIIIMIIMMIL ing and gloss. I .Stop.clean,refinish and machine polish. I I I - I I . • 1.. . . - *Wi ndows. . . . .- .. .. . . .. .. Th _ - • - . -.• .- IF THIS SERVICE IS REQUESTED, IT WILL BE PRICED SEPARATELY FROM JANITORIAL PACKAGE.. • OFFICE III 1 .Clean ext.outside PLANT I OFFICE CO 1 I Clean ex:.inside PLANT I 1,.. 1 . - • . .. . - . Plant or Factory Areas. • . (SPECIFY: - • - . . • .Macnine vacuum sweep. 1 1 Broom sweep. Storage area upper levell -i..Damp mop. 1 •..Machine scrub 1 5.Empty trash containers and disposals. 3. Vacuum exercise room 1 • ---.. . a. 3. Pace 3 ServiceMASTER® • EXTENT OF SERVICE•- • FREQUENCY OF SERVICE i','� -•-_,.----r...,_:!:. ...---- . " 3x A. Q• v v •v .��.a- :44r Qr U _r_:.��� :�.` =Gerle• f: '_ _ A. -.v . • /�A. v 4' - .ti -.i • y�T� ,+:_Ar .�••-, OQ�� ':.-._S a "w Ti c.a. 's _ v 40 - i - ! h1= -,2 R_ � f A. 1.Notify buve plumbing, ing,unlocked o any irregularities ws.tihtkilt Lil - . detective plurtlbeg.enloekad Coors.tights kilt on. invent• requirements.restroom supplies.)i1.11 2Tem alt all rights except those to t»lett on,doseIIIIIIIIIIIIIIII windows and lode eJ doors.report evacuation Of � .. .� El - 3.Cusleme sane:*visit. IMIIIIMIll 4.Formal customer review. 5. MMIE , I e. ( 7. 8. Miscellaneous services. 1. . • --ti S 2. 3. I I 1 4. 1 I I 5. I 1 I I 6. I I 7. 1 I 8. I I I I 9. I I I I 10. I I 1 11. 12 I 13. I I 14, l 1 15. I I i l I NOTES: 1.Where frequency of service is"x per week,month.etc."it is to be assumed that this service will be carried out at a regular interval. .i 1887 The Se•viCeklaster Compsnr LP. ,et Eea- Dir . SIiAKC FEE FIRE DEPf=1i 1_`1EN Department Memo To : Dennis Kraft , City =administrator City Council From: Frank Ries , Fire Chief Date : May 5th , 1993 Subject : Hazardous Chemical Suits Background: The hazardous chemical suits that are presently being used, have reached their life expectancy and the materials are kern. With these problems , fou have the chance of chemicals being absorbed into the body , which could be fa zal . The suits that we are presently using were do sated by businesses in the City of Shakopee . Recommendation : The Cit3 Council to appropriate S7')00 . 00 for tha zit:at suits , in the 1994 budget . Respectfully .submitted, Frank atk Ries Shakopee Fire (_ hief S11AH.CDIEP FIRIT DL- PART ENT Department Memo To: Dennis Kraft , City Administrator City Council From: Frank Ries , Fire Chief Date : May 5th , 1993 Subject : Building maintenance , replacement of hcrizc,ntal furnace . Background: Increase the building maintenance fund to 53000 . 00 in order to ensure enough funds for the horizontal furnace for the kitchen and lounge area. The present furnac_e is 17 years old and is beginning to rust out . The present air conditioner is in good condition at this time . . .:co: menddt ian . City council approve the recommendation to increase the funds for a new urr.ace in the 1994 budget . Respectfully submitted. Frank Ries Shakopee Fire Chief 1 SI3Ai CDPFE FIRE DERTMEN'I' Department Nemo To : Dennis Kraft , City Administrator From : Frank Ries , Fire Chief Date : May 5th , 1993 Subject : Explanation of increasing number of Fire Fighters . Introduction: To increase the number of fire fighters needed to support the population projected in the Shakopee Comprehensive Plan. Background: It is recommended to increase the number of fire fighters to insure an adequate response of trained fire fighters to emergencies . The increase of 3 fire fighters per year for the ne*_: four( 4 ) years was recommended in my memo to Dennis Kraft to comply with the Shakopee Comprehensive Plan for growth and comply with the projection of station =2 . The number was determined by comparing our present size i,ith other departments and then with departments of the future __rojEct• size . We are also taking into consideration that our average daytime response has fallen in the last 5 - 8 years due to decreased fire : efh _e. ' f _ ' inour \ Thecostj trainandgear4 empio :-m_��i., cit,' . ,.:, supply ::� fire fighters is 51200 . 00 , per fire fighter. The annual salary and pension is approximately $4200 . 00 per year, per fire fighter. Recummendatit_n : � . Increase the size of the Sha�•.c.;"?C-.' Fire Dept. at three fire fiahers per year over the next four consecutive years . Res 'eot ull: su'Jmittec:, Frank Ries Shak ee - i- - Chief SHAKOPEE FIRE DEP-AR.'rMENT Department Memo To : Dennis Kraft , City Administrator City Council From: Frank Ries , Fire Chief Date : May 5 , 1993 Subject : The following is requesting the replacement of the present Chief' s car . Back,_ound : The present chief car is becoming unsafe to drive and has increasing maintenance problems . We assumed the vehicle with 83 , 000 mile6 airt now it has 86 , 000 miles . This vehic e should be _ et ; Recomm end_:ti ori : Approve the request for a new vehicle lest . price S2800 , .)C : in the 19 if budget . It is recommended this vehicle have four wheel drive ,_ to get through :.he silo , mud and rough terrain. We expect this vehicle should last ct least ten years . 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