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HomeMy WebLinkAbout11/04/1998 TENTATIVE AGENDA CITY OF SHAKOPEE REGULAR SESSION SHAKOPEE, MINNESOTA NOVEMBER 4, 1998 -WEDNESDAY- LOCATION: 129 Holmes Street South Mayor Jon Brekke presiding 1] Roll Call at 7:00 p.m. 2] Pledge of Allegiance 3] Approval of Agenda 4] Liaison Reports from Councilmembers 5] Mayor's Report 6] 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.) 7] RECOGNITION BY CITY COUNCIL OF INTERESTED CITIZENS 8] Recess for an Economic Development Authority Meeting 9] Re-convene *10] Approval of Minutes - none *11] Approve Bills in the Amount of$224,278.04 12] Communications: 13] 7:00 p.m. Public Hearing on the proposed assessments for the public improvements to Eastway Avenue and Timothy Court, Project No. 1997-3 -Res. No. 5010 14] Recommendations from Boards and Commissions: None TENTATIVE AGENDA November 4, 1998 Page -2- 15] General Business A] Parks and Recreation B] Community Development C] Public Works and Engineering 1. Dean Lake Bypass Reimbursement Agreement 2. Authorize Preliminary Design for Murphy's Landing Proposed Boat and Ferry Landings and River Outlook *3. Termination of Employment Status of Probationary Employee Tim Adamek-Res. No. 5011 D] Police and Fire 1. Resolution of Appreciation to Bryan Koch - Res. No. 5009 2. COPS More 98 Grant *3. Buy Back of Unused Holiday Time *4. Hovercraft Replacement for Fire Department 5. Bureau of Justice Assistance Local Law Enforcement Block Grant E] General Administration *1. City Hall Holiday Schedule 2. Personnel/Salary Changes -Res. No. 5012 a. Assistant City Engineer - market pay adjustment b. Mike Huber, Engineering Tech II - promotion c. Custodian- position reclassification *3. 1998 Budget Amendments -Res. No. 5008 4. Developer's Agreement -Pheasant Run First Addition 16] Other Business 17] Recess for executive session to discuss labor negotiations 18] Re-convene 19] Adjourn to Tuesday, November 10, 1998, at 6:15 p.m. TENTATIVE AGENDA ECONOMIC DEVELOPMENT AUTHORITY IN AND FOR THE CITY OF SHAKOPEE, MINNESOTA Regular Meeting November 4, 1998 1. Roll Call at 7:00 p.m. 2. Approval of the Agenda 3. Approval of Minutes: iOtW , 1998 4. Financial A.)Approval of Bills 5. Other Business: 6. Adjourn to edagenda.doc CITY OF SHAKOPEE Memorandum TO: President & Commissioners Mark H. McNeill, Executive Director FROM: Gregg Voxland, Finance Director SUBJ: EDA Bill List • DATE: October 29, 1998 Introduction Attached is a listing of bills for the EDA, the Blocks 3&4 project and Seagate for the period 10/16/98 to 10/29/98 . The bill from WSB is for downtown parking/signing study. Action Requested Move to approve bills in the amount of $2, 880 . 30 for the EDA General Fund, $0 . 00 for the Blocks 3&4 Funds and $259 . 10 for Seagate. E'4 I O O O 0 0 0 0 0 0 0 0 0 0 o II H I O O O 0 0 0 0 0 0 0 0 0 0 O II Cs) I 0 0 0 O O O 0 0 0 0 0 0 0 O II a 1 U 1 I 0 0 0 0 0 0 0 0 0 0 0 0 0 0 I I o CO In M M M In Ifl UI w w la r-I d' 1 E 1 • • • • H I O N N 0 0 0 M M M U1 111 Ill 01 01 I ('A I O 1a r-1 00 CO CO 00 00 co N N N Ifl M I W I N VI r-I CO 00 00 1-1 r-I r-I N .--1 I A 1 r-I r-1 N N N M I I E4 ll MI CO II CO• COII 000 0 0 CO rn M 01 r-1 M O M F M V' U) HH • I-177 H r-i V. 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[city letterhead] November_, 1998 Dear Shakopee Resident: As a resident of Shakopee your opinion is important to us. The City of Shakopee recently established a citizen task force to review the need for improvements to existing parks,trails and recreation facilities and to respond to new growth and community needs. The task force is also evaluating how the city should pay for the park improvements, including the possibility of a future bond referendum. You are among a select group of Shakopee residents who have been chosen at random to advise the task force by completing the enclosed questionnaire. The questionnaire will help us to understand what improvements you would like to see, where you would like to see the changes, and whether or not you are willing to help support the improvements through approval of a future bond referendum. The City of Shakopee is dedicated to its residents and dedicated to the idea of providing outstanding parks and recreation facilities. The City is continually working to maintain and improve all their parks and recreation facilities, and is now looking to you for your input. Please complete this questionnaire to the best of your knowledge, fold it with the "business reply mail" label on the outside, and return it to us, postage paid, by November . We will then compile the information from all the questionnaires, and prioritize the planning decisions based on the results. Once again, your input is crucial to this process. If you have any questions concerning this survey or the park and recreation program in general, please call the Parks and Recreation Department at(612)445-8244. Thank you for your continued support. Sincerely, Mayor Jon Brekke J e C /p` Burl Zorn, Chairman �� IJ 0,0c Parks and Recreation Citizens Task Force CITY OF SHAKOPEE COMMUNITY SURVEY Please take a moment to fill out this survey and drop it in the mail. Your input is very important and will help guide park and recreation decisions.Thank you for your time. . 41 /I � 1. How often do members of your household l , visit the parks or public receation facilites in h_ ' . Shakopee? ❑ At least once ❑ 1-3 times ❑ Several times ❑ Never 4. Overall, how would you rate the park and a week a month a year recreation facilities in Shakopee? 2. Which Shakopee park and recreation ❑ Very good ❑ Good ❑ Average ❑ Poor ❑ Very poor facilities do you and your family use? ❑ Neighborhood parks(i.e.Deenriew, ❑ Shakopee Community 5. What type of outdoor park or recreation Hiawatha,Holmes,Killarney, Center(Ice rink,walking& facility do you feel is lacking in Shakopee? Meadows,Prairie Bend,Riverview, running track,gymnasiums, Stans and Timber Trails) and meeting rooms) ❑ Baseball/ ❑ Picnic ❑ Natural ❑ Interpretive/historic softball shelters areas areas ❑ Community parks(Muenchow, ❑ Bike and walk trails fields Loins,Tahpah,O'Dowd,Memorial, Huber,and Scenic Heights)) ❑ Children's ❑ Park ❑ River ❑ Bandshell play landscaping boat ❑ Other: areas dock 3. Which activities within the City of ❑ Soccer ❑ Bicycle/ ❑ Mini-golf ❑ Other(please list) Shakopee have you or members of your fields walking trails household participated in? Please check all that apply. ❑ Playgrounds ❑ Ice ❑ Walking ❑ Organized 6. Which additional activities or facilities skating/ /Hiking outdoor sports within the Shakopee Community Center hockey (i.e.softball, would you and/or members of your family be football,baseball, interested in? Please check all that apply. soccer) ❑ Picnicking ❑ Jogging/ ❑ Golf ❑ Informal sports ❑ Child care ❑ Fitness ❑ A second ❑ Indoor Running (i.e.playing catch, center indoor ice swimming "pick up"sports rink pool games,Frisbee) ❑ Indoor play ❑ Racquetball ❑ Senior ❑ Basketball ❑ Swimming ❑ Bicycling ❑ Inline ❑ Indoor court equipment center skating sports(i.e. basketball, ❑ Volleyball ❑ Auditorium ❑ Indoor ❑ Indoor golf volleyball) tennis practice ❑ Cross ❑ Visit ❑ Tennis ❑ Outdoor court ❑ Art exhibit ❑ Aerobics ❑ Indoor ❑ Teen country nature sports(i.e. soccer center skiing areas basketball, ❑ Other: volleyball) ❑ Birdwatching 0 Other 7. Which of the following improvements/ k additions to the Shakopee park and recreation system would you be willing to 0 0 411 s'av :s support? 10. Based on the map below, in which Great support Marginal No support neighborhood do you reside? support 1 ❑ ❑ ❑ Additions to and extension of ❑ 1 ❑ 2 ❑ 3 ❑ 4 ❑ 5 ❑ 6 bike/walk trails 1 ❑ ❑ ❑ Improvements to existing 11. How many people in these age neighborhood parks categories live in your household? a a ❑ Improvements to existing community parks _0-5 years _6-11 years _12-19 years _20-29 years ❑ ❑ ❑ Acquisition of land for new _30-39 years _40-49 years _50-59 years 60+years community athletcic parks ❑ ❑ ❑ Acquisition of land for new 12. Please list any other park and passive use community parks recreation improvements or additions you and natural areas would like to see In Shakopee or any other a a a Additions to theShakopee comments you would like to make. Community Center*(such as the uses listed in question 6) ❑ ❑ ❑ A senior citizen center ❑ ❑ ❑ A riverfront park(Huber) ❑ ❑ ❑ A lake side park(O'Dowd) *Note: User fees typically cover day-to-day operating costs. 8. If Shakopee develops a plan to improve existing parks and create new park and Thank you for your assistance. Please fold recreation facilities based on this survey, the the questionaire with the postage-paid would you vote for a future bond referendum city return address facing out and mail (a temporary increase in property taxes) to back by November . help pay for the improvements? a Yes a No. ! 1 If no,got to question 10 9. How much would you be willing to see your annual property taxes increase to sup- port the park and recreation improvements? City map showing six numbered areas a $10/yr. a $20/yr. a $30/yr. a $40/yr. i 1 CONSETi CITY OF SHAKOPEE L y .Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director RE: City Bill List DATE: October 30, 1998 Introduction and Background Attached is a print out showing the division budget status for 1998 based on data entered as of 10/30/98 . Also attached is a regular council bill list for invoices processed to date for council approval . Included in the check list but under the control of the EDA are checks for the EDA General Fund (code 0191) , Blocks 3&4 (codes 9439 & 9447) and Seagate (code 9450 including Canterbury Drive) in the amount of $3, 139 .40 . Action Requested Move to approve the bills in the amount of $224, 278 . 04 . CITY OF SHAKOPEE EXPENSES BY DEPARTMENT 10/30/98 CURRENT YEAR ANNUAL MONTH TO PERCENT DEPT DEPT NAME BUDGET ACTUAL DATE EXPENDED 00 N/A 0 0 -0 0 11 MAYOR & COUNCIL 65,330 11,241 49,523 76 12 CITY ADMINISTRATOR 225,000 18,039 139,844 62 1 ,223 76 13 CITY CLERK 182,430 19,13038 15 FINANCE 326,090 27,272 265,577 81 16 LEGAL COUNSEL 253,500 39,671 216,887 86 17 COMMUNITY DEVELOPMENT 492,700 63,190 421,694 86 18 GENERAL GOVERNMENT BUILDINGS 153,890 10,543 86,884 56 31 POLICE 1,814,370 156,425 1,413,902 78 32 FIRE 486,860 34,774 352,863 72 33 INSPECTION-BLDG-PLMBG-HTG 261,400 29,876 200,900 77 41 ENGINEERING 442,010 54,685 338,235 77 42 STREET MAINTENANCE 1,228,580 39,580 793,896 65 44 SHOP 125,890 13,082 88,965 _ 71 46 PARK MAINTENANCE 377,940 53,255 328,331 87 91 UNALLOCATED 526,830 404 368,408 70 TOTAL GENERAL FUND 6,962,820 571,167 5,204,131 75 17 COMMUNITY DEVELOPMENT 485,570 25,281 312,538 64 TOTAL TRANSIT 485,570 25,281 312,538 64 19 EDA 156,600 8,905 56,768 36 TOTAL EDA 156,600 8,905 56,768 36 rl r 0 0 G14 X xxxxxxx x x x x x x X xx x x x X x 0 00000 00 0 0 0 0 0 0 00 00 0 0 0 00 0 a W 0 al1 co O c, z - w a U W H C0 ti:/t0 l0 t0 t0 t0 C- Tr 01 0 co N r-1 LA in O X d'Tr W V'V. 01 01 0 m N 0 N M O H WCs 0 er H N N W riHrlHri MM H H HH V' ri ri OO ri ri H HH 0 t0 t0 t0 t0 10 l0 t0 t0 1". 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Z w E H El .H7 wH a it wC > ao Z a Z a Cl) > U w Z Ga W 0 H z o H Cl) H 0 z Cn H IX r4 0 Z FcC a H to w X El a 0 H Q Z �H A H H H X a w Z Z o CO z wa' Qi a ao.' U an CCW HZ o [[L. U H ai U W CCD A04 Q o1 H El w w z H Cl) Z H W 01 H w H H Cl) CO C4 a H : w H U w x H M d, UI N. Co 01 0 0 0 0 0 0 Ul 0 0 0 0 H H H in V' V' in H M d' in CO M V' UI 0 H H H w d' V' w N N N N. N CO CO CO a H it it 3t *t it it 4:t 4t 3t u 4t 4# 4t it 3t 3t 13 CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney,Public Works Director SUBJECT: Assessment Hearing Eastway Avenue/Timothy Court Improvements Project No. 1997-3 DATE: November 4, 1998 INTRODUCTION: Attached is Resolution No. 5010, a resolution which adopts the assessments for the above referenced project. BACKGROUND: This project has been completed and all project costs identified. The final project costs are $258,628.40, which consists of construction costs and engineering/administration costs. A breakdown of the project costs is as follows: DESCRIPTION AMOUNT FUNDING SOURCE Assessed Costs $258,628.40 Assessments TOTAL PROJECT COSTS $258,628.40 Included in this project are sanitary sewer, watermain, storm sewer and street improvements on Eastway Avenue and Timothy Court, within the plats of Pinewood Estates and Shenandoah Place. Timothy Court, from Eastway Avenue to the end terminus, is totally within the plat of Pinewood Estates. Eastway Avenue abuts both Pinewood Estates and Shenandoah Place. The assessment breakdown for the developments is as follows and is shown on the assessment roll: Description of Property Total Assessment Lots abutting Timothy Avenue within Pinewood Estates $ 33,621.69 Lots abutting Eastway Avenue within Pinewood Estates $112,503.38 Lots abutting Eastway Avenue, within Shenandoah Place $112,503.36 1 The previous estimate for this project was $283,281.62. The assessment roll for this project is attached for Council review and approval. ALTERNATIVES: 1. Adopt Resolution No. 5010. 2. Deny Resolution No. 5010. 3. Table Resolution No. 5010. RECOMMENDATION: Staff recommends Alternative No. 1. ACTION REQUESTED: Offer Resolution No. 5010, A Resolution Adopting Assessment for Eastway Avenue and Timothy Within the Plat of Pinewood Estates and Shenandoah Place, Project No. 1997-3 and move its adoption. 1 g ' truce Loney Public Works I erector BL/pmp MEM5010 RESOLUTION NO. 5010 A Resolution Adopting Assessments For Eastway Avenue And Timothy Court Within The Plat Of Pinewood Estates And Shenandoah Place Project No. 1997-3 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: Eastway Avenue and Timothy Court Improvements, within the plats of Pinewood Estates and Shenanodah Place, by installation of street construction, bituminous paving, curb and gutter, storm sewer, sanitary sewer,watermain and any other appurtenant work. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF 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 benefited 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, 1999, 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 first installment shall be added the interest on the entire assessment from the date of this resolution until December 31, 1999 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 , 1998. Mayor of the City of Shakopee ATTEST: City Clerk O NY O }, O 0 O O O O O r CO 5 r r r - r r r 1- M ti M 0 M M M M M M M M.... C W COO'O E co co co coO00 000 000, Com/) J . - N N 'c- 4 V' 44 4 ¢Y O w.).69.69. CV E9 d) an. 69 69 H9 69 U H N Q N- i N N Cf) d mo E -a 7r- z O -.E. o) Cf) CO O d CO MCO E C+) M O w Cn CNOr Cf) Cf) c0 O d M N N 00 ~ y M r r CU t0 (79.En.69 En. 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CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Dean Lake Bypass Reimbursement Agreement DATE: November 4, 1998 INTRODUCTION: Attached is a Reimbursement Agreement between the City of Shakopee, Lower Minnesota River Watershed District (LMRWD) and Prior Lake - Spring Lake Watershed District (PLSLWD) for the Dean Lake bypass channel improvements for Council consideration for approval. BACKGROUND: During the platting of the Southbridge Plat and subsequent design of improvements for Southbridge Parkway, a Dean Lake division channel was requested by the LMRWD to help protect the lake from water quality impacts resulting from present and future flows. This diversion channel was incorporated into the storm water design of Southbridge Parkway plat at an estimated cost of$200,000.00. Representatives from the two watershed districts, City of Shakopee and developers have been meeting on a regular basis on this project. From these meetings, a funding formula was agreed upon in April of 1998 as follows: ORGANIZATION PERCENT OF TOTAL City of Shakopee 30% Southbridge Development 20% Lower Minnesota River Watershed District 25%up to $50,000 Prior Lake - Spring Lake Watershed District 25%up to $50,000 The attached reimbursement agreement formalizes the previous agreed to amounts by the parties involved. The City Attorney has reviewed this agreement and his comments have been incorporated. This project is necessary to obtain LMRWD approval of the City's Storm Water Management Plan and to meet one of the LMRWD's goals which is to protect Dean Lake. ALTERNATIVES: 1. Authorize the appropriate City officials to execute the"Reimbursement Agreement" between the City of Shakopee, LMRWD and PLSLWD. 2. Do not execute"Reimbursement Agreement". 3. Table for additional information. RECOMMENDATION: The City has constructed many of the Dean Lake bypass improvements already and this agreement formalized the participation levels on each government entity, so staff recommends Alternative No. 1. ACTION REQUESTED: Authorize the appropriate City officials to execute the"Reimbursement Agreement" between the City of Shakopee, Lower Minnesota River Watershed District and Prior Lake- Spring Lake Watershed District. :nice Loney Public Works Director BL/pmp DLAKE OCT 29 '98 03.42PM HUEMOELLER & BATES P.2/4 REIMBURSEMENT AGREEMENT This agreement is made to be effective on October 1, 1998, by the CITY OF SHAKOPEE (the City), and the LOWER MINNESOTA RIVER WATERSHED DISTRICT and the PRIOR LAKE-SPRING LAKE WATERSHED DISTRICT (individually the Lower Minnesota District or the Prior Lake District, respectively; and collectively the Districts). RECITALS A. The City and the Prior Lake District are parties to a Joint Powers Agreement, dated June 2, 1981 (the Joint Powers Agreement) for the use and management of a drainage channel that traverses through the City and Dean Lake to the Minnesota River (the Channel). B. In connection with the development of the East Dean Lake subdivision, the City proposes to construct a system (the Dean Lake Bypass) to divert up to 20 cfs of Channel flow around Dean Lake to help protect the lake from water quality impact resulting from such flow. The estimated cost to construct the Dean Lake Bypass is $200,000.00. C. The Channel is located within the Lower Minnesota District, which has been a proponent of the Dean Lake Bypass and is therefore willing to contribute to the cost of constructing the Bypass. D. The Prior Lake District desires to contribute to the cost of constructing the Dean Lake Bypass in connection with its efforts to increase the allocation of Channel capacity for flow from the Prior Lake Outlet from 50 cfs to 100 cfs, and to modify the Joint Powers Agreement to eliminate the existing restrictions to the release and continued flow of water from the Prior Lake Outlet that are contained in Article IV of the Joint Powers Agreement. AGREEMENT In consideration of the mutual covenants herein, the parties hereto agree as follows: 1. RECITALS. The foregoing recitals are true and correct and incorporated herein by this reference. 2. CONSTRUCTION. The City shall construct and pay the cost of the Dean 102898 1 OCT 29 '98 03:42PM HUEMOELLER & BATES P.3/4 Lake Bypass in connection with the construction of the public improvements required for the development of the East Dean Lake subdivision. The Dean Lake Bypass shall be constructed substantially in conformance with the drawing attached hereto as Exhibit A on the basis of plans and specifications prepared by the City for the East Dean Lake subdivision project. Except as otherwise provided in this agreement, the City shall indemnify, defend and hold the Districts harmless from any liability, claims, damages, loss, cost or expense arising out of the construction of the Dean Lake Bypass. 3. REIMBURSEMENT. (a) The Districts shall reimburse the City for the following portions of the cost to construct the Dean Lake Bypass: District Share of Construction Cost Lower Minnesota River Watershed 25 percent thereof to a maximum reimburse- District ment of$50,000 Prior Lake-Spring Lake Watershed 25 percent thereto to a maximum reimburse- District ment of$50,000 (b) The reimbursement amount shall be payable to the City within 30 days after notice to the Districts that construction of the Dean Lake Bypass has been completed, accompanied by invoices or other documentation verifying the costs incurred by the City to construct the project. 4. OPERATION OF BYPASS. (a) The Dean Lake Bypass shall constitute a part of the Channel under the Joint Powers Agreement. (b) Shakopee shall be responsible for ongoing maintenance of the Dean Lake Bypass. (c) Shakopee shall have authority to construct and operate a diversion structure gate in the Channel to divert up to 20 cfs of Channel flow from Dean Lake into the Dean Lake Bypass. (d) Shakopee shall indemnify, defend and hold the Districts harmless from any liability, claims, damages, loss, cost or expense, resulting from the diversion of Channel flow through the Dean Lake Bypass. 2 OCT 29 '98 03:43PM HUEMOELLER & BATES P.4/4 5. MISCELLANEOUS. (a) This agreement shall bind the parties hereto and their respective heirs, successors and assigns. (b) This agreement shall be governed by the laws of Minnesota. (c) The invalidity or unenforceability of any provision on this agreement shall not in any way affect the validity or enforceability of any other provision, and this agreement shall be construed in all respects as if such invalid or unenforceable provision had never been in the agreement. (d) Any controversy or claim arising out of or related to this agreement or the breach thereof shall be resolved by binding arbitration under the Minnesota Uniform Arbitration Act, The arbitration award may be enforced in any court having jurisdiction thereon. (e) This agreement constitutes the entire contract between the parties concerning the construction, maintenance and operation of the Dean Lake Bypass, and unless otherwise provided in this agreement, any other agreements or understandings, oral or written, or any nature with respect to such matters are hereby superseded and revoked. (f) This agreement shall not be modified or amended except by a writing signed by each party. CITY OF SHAKOPEE LOWER MINNESOTA RIVER WATERSHED DISTRICT BY BY Its Mayor Its President AND AND Its City Administrator Its Secretary AND PRIOR LAKE-SPRING LAKE Its City Clerk WATERSHED DISTRICT BY Its President AND Its Secretary 3 C. CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorize Preliminary Design for Murphy's Landing Proposed Boat and Ferry Landings and River Outlook DATE: November 4, 1998 INTRODUCTION: Attached is an extension agreement, for Council consideration, from WSB & Associates, Inc. to prepare a preliminary design on the proposed Boat and Ferry Landings and River Outlook in Murphy's Landing. BACKGROUND: Murphy's Landing has been actively pursuing the reconstruction of historic Murphy's Inn and several other projects, to enhance the proposed Department of Natural Resources Minnesota Valley Trail through Murphy's Landing. The previous Executive Director, Shirley Olson, and the current Executive Director, Dennis Kelly, have been working with various agencies to obtain funding for the following projects: • Murphy's Inn Restoration • Prairie Restoration and Handicap Accessible Trail • Ferry Research and Construction • Boat Landing,Ferry Landing and Lookout Construction A proposal has been sent to the Legislative Commission on Minnesota Resources (LCMR) and the Prairie Restoration and Handicap Accessible Trail and the Boat Landing, Ferry Landing and Lookout construction have been recommended for approval in the next legislative session. Attached to this memo are the following documents that relate to the projects: 1. Letter from Dennis Kelly, Executive Director of Murphy's Landing, requesting the City's consultant to prepare a preliminary design. Also attached is a concept design of the Boat and Ferry Landings and River Outlook. 2. LCMR 1999 Proposal of Historic Murphy's Inn, Ferry and Landing. 3. Copy of LCMR Work Program Request. The City is being requested to be the contracting agency for these projects, due to the work being done on City property and the City needs to be the fiscal agency in receiving and distributing the funds for the projects particularly ISTEA funds for the DNR trail in Murphy's Landing. The City has earlier agreed to funding commitments of$30,000.00 in kind services and $25,000.00 in cash. Per Mr. Kelly, Murphy's Landing does have enough funds to fund the preliminary design work. The request is for the City to execute an extension agreement with WSB & Associates for this work, with the cost to be reimbursed by Murphy's Landing. If the design and funding proceeds as schedule, the first phase of Murphy Landing Boat and Ferry Landing and River Outlook improvements could begin by the spring of 2000. ALTERNATIVES: 1. Move to authorize the appropriate City officials to execute an extension agreement with WSB & Associates, Inc., for the preliminary design of the Boat and Ferry Landings and River Outlook at a cost not-to-exceed $9,500.00 contingent upon receipt of funds from Murphy's Landing. 2. Deny the request of Murphy's Landing and not execute the agreement with WSB & Associates, Inc. 3. Table for more information. RECOMMENDATION: In order to proceed with the projects proposed for Murphy's Landing, secure more funding from other agencies and to prepare for construction of the facilities, staff recommends Alternative No. 1. ACTION REQUESTED: Move to authorize the appropriate City officials to execute an extension agreement with WSB & Associates, Inc., for the preliminary design of the Boat and Ferry Landings and River Outlook at a cost not-to-exceed $9,500.00 contingent upon receipt of funds from Murphy's Landing. 44/11 ice Loney , Public Works r irector BL/pmp MURPHYS P.E. 350 Westwood Lake Office B.A.Mittelsteadt,Bret A.Weiss,P.E. U($B 8441 Wayzata Boulevard Peter R.Willenbring,P.E. Minneapolis, MN 55426 Donald W.Sterna,P.E. Ronald B.Bray,P.E. 612-541-4800 &Associates,Inc. FAX 541-1700 Memorandum To: Bruce Loney, P.E.,Director of Public Works City of Shakopee ^� From: Pete Willenbring, WSB &Associates,Inc. Date: October 28, 1998 Re: Updated Work Plan Associated with Development of the Murphy's Landing Project WSB Project No. 1014.36 As a follow-up to our meeting on Tuesday, October 27, 1998, outlined below is an updated work plan that has been developed for the Murphy's Landing project. As can be observed from the following work plan description, the public agency/public involvement effort has been cut back significantly from the work plan previously submitted,as requested by representatives of Murphy's Landing and the City of Shakopee. Task 1: Receive Background Information As part of this effort,background information that has been developed for the project by representatives of Murphy's Landing would be supplied to WSB & Associates. This information will be reviewed for incorporation into the development of up to three (3) preliminary plans. Task 2: Develop Preliminary Plans Preliminary plans will be developed based on the ISTEA application concept plan and the information supplied to us by representatives of Murphy's Landing. As part of this effort, the various project components (i.e. trail, shelter, ferry landing, concrete abutments,landscaping,etc.)will be incorporated into the preliminary plans in different ways. Cost estimates for the various project alternatives will be developed. It is anticipated that up to three preliminary plans will be developed,along with estimates of cost for each. Task 3: Present Preliminary Plans to Representatives of Murphy's Landing and City of Shakopee As part of this effort,a meeting will be held,during which time the preliminary plans and associated cost estimates will be reviewed with interested parties. F.9WPWIN11014.361102898-bL wpd Infrastructure Engineers Planners EQUAL OPPORTUNITY EMPLOYER Bruce Loney, P.E. Director of Public Works City of Shakopee October 28, 1998 Page 2 Schedule and Estimated Cost Based on receiving all background information from Murphy's Landing and/or the City of Shakopee by November 1 s`,we would anticipate these preliminary plans and cost estimates could be completed no later than December 4t. We estimate the costs to complete Tasks 1 through 3 to range from $7,300 to $9,500, with these being billed out hourly in accordance with our current standard fee schedule. We hope the work plan outlined herein addresses your needs. If you have any questions,please do not hesitate to contact me at 512-9854. F.•I WPWINI1014.361101898-bL wp d Ul.. I —107-70 U.I. ; 1 , HPI r9UKYHY5. LHNL1Nla 01GYYJG101 r . to 1 3 i ' IIi111 11111 ' 4I1 t II 1, 1 Ltil Y , ' Murphy's Landing 2187 East Highway 101 Shakopee,Minnesota 55379 612/445-6901 612/445-0181 (fax) FAX-4 Pages October 8, 1998 To: Bruce Loney, Public Works Director FAX; 445-6718 City of Shakopee From: Dennis Kelly, Executive Director Murphy's Landing • Re: Scope of the Project: Boat and Ferry Landing, River Overlook As we have discussed,we wish to construct a boat and ferry landing and lookout platform along the Minnesota River at Murphy's Landing. The initial concept drawing is attached. The key aspects of the project include: • A boat landing which would be able to accommodate the varying levels of the Minnesota River. • A ferry landing. • An observation platform from which to view the Minnesota River. • Three trail connections. One at each end of the landing connecting to the DNR Trail and one to connect to the trail leading into the Murphy's Landing site. This project will be immediately adjacent to the DNR Trail and near the interpretive shelter to be built by the DNR. So, coordination and cooperation with the DNR is very important, Murphy's Landing has already engaged in conversations and held preliminary meetings with many of the people and organizations which will be involved in project planning or approval.They are listed in the list of"Collaborators and Consultants"attached. The Minnesota Department of Transportation has indicated that they could work with the Army Corp of Engineers if that would be helpful. Our request is for WSB &Associates to develop a proposal to prepare a preliminary design, including cost estimates,for the key aspects of the project noted in bullets above. If there are alternative ways to design the project which will have significant impacts upon final costs,those alternatives should also be detailed. It is our expectation that some or all aspects of Tasks 1-4 as listed in WSB Proposal No. 039.98,dated April 14, 1998 would be included with the understanding that some of the work listed there,e.g. "Inventory Background Information", is already completed and available. Thank you for all your good work on this project! OCT-09-98 01 : 14 AM MURPHYS. LANDING 6124450181 P. 02 1A1IR i ini ,t I i - --! MI 4� { i . I ef,ii V! • A c ""NI !I`a/' .. I III Iri \ i ., . .4,fly 4,g,k.% ktA 1`/ .� — _ � t ii ,j'1 \*0 � /lt,.� M -.: ii VV a �•, i iii•••,_. w1;1.�r,- . %; \\VWW. lip 1�; ��,�`yt' J 11,W 1 ?.1'114 jre4 �. y , fie; I.�1� 1,,, „ t t..11" • 4--- ',0 11 • .., :... �wt) .. ,_. Ila I,yl y . ,, ,, 1 1•1'' t�„.,,, Z 1/1A4 /L-ot. e ,. • „; • !fir �•. , , ,.ea. 1 �..d/Os , ' val .01;NIL • � tNtr . '�r1'1 ' • `+d't?i ti ;: 1 • it,,/ r� t �, Its.+r j. Ig) 1'�j ; X11 1 f.,..„.... .1N.,,.. Ioil ' e r -'0�.. . I 41 ,.., ,,,•._.... .. t ,,,, 2, ti / — ., i ..... fr.:77)o_ /114 ! ( " 7Q a,=`ri ='� { 411. 'pit._,F,Pr ,i =`Pl j Ilitr:::Ftepi`, k .114.4,0, t).\ f ' PiC 4'4 >`i t� ' I Y OCT-09-98 01 : 14 AM MURPHYS_ LANDING 6114411=g1 VII. COOPERATION (Attachment B) Proiect Collaborators and Consultants Dennis F. Kelly Executive Director Murphys Landing 445-6901 Steve Mueller Board of Trustees Jafvert, Mueller 897-5001 Murphys Landing Architects, Inc. Greg Fontaine Board of Trustees Dorsey &Whitney 340-6729 Murphy's Landing Lawrence Samstad Engineer and Lower Minnesota 445-7993 Administrator • •.....•. :Watershed•©istFict Jules Smith Commissioner Met Council 831-1788 Kevin Roggenbuck Met Council 602-1728 Bill Weir Trail Coordinator DNR 772-7994 Bob Lambert Director of Parks City of Eden Prairie 949-8300 and Recreation Mark McNeil City Administrator City of Shakopee 445-3650 Bruce Loney Public Works Director City of Shakopee 445-3650 Michael Leek Community Development City of Shakopee 445-3650 Director John Gertz City of Eden Prairie 949-8454 Jane Hession Chair, Historical City of Eden Prairie 944-0487 Preservation Commission David Unmacht County Administrator Scott County 496-8100 Lee Smith Executive Director Scott County Historical 445-0378 Society Charlie Nelson Historical Architect Minnesota Historical 296-5475 Society 7 UL I -107-7Lt 01 : 1 HM NUK1'HYb. LHNL1Nh bl"L 445101Fd1 Y. 04 VII. COOPERATION (Attachment B - Page 2) Dennis Gimstead Review and Compliance Minnesota Historical 296-5462 Society Norene Roberts Historical Researcher Historical Research, Inc. 413/ 268-7255 William Bryan Owner Bryan Rock 445-3900 Rick Schultz Manager Minnesota Valley 858-0701 National Wildlife Refuge ' •..1. . ...... Y... a i,.a.W.... .. Peter Willenbring Vice President WSB &Associates 541-4800 Robert Evbayekha Federal Aid Project MN-DOT. 582-1350 Development Engineer Gregory Coughlin Assistant State Aid MN-DOT 582-1373 Engineer 8 LCMR Proposal 1999 Title: Reconstruction of historic Murphy's Inn, ferry and landing Project Manager: Shirley Olson Affiliation: Executive Director, Murphy's Landing Mailing Address: 2187 East Highway 101, Shakopee, Minnesota 55379 Telephone Number: (612)445-6901 Fax: (612)445-0181 Total Biennial Project Budget: $LCMR: $740,000. $Match(cash): $245,000 $Match(in-Kind): $80,000 $Total: $1,065,000 L PROJECT SUMMARY AND RESULTS: This project will enhance the Minnesota Valley Trail by the reconstruction of Murphy's Inn, ferry and boat landing at Historic Murphy's Landing on the Minnesota River. IL OUTLINE OF PROJECT RESULTS: A. Murphy's Inn Restoration Total Costs: $850,000 This portion of the project will rebuild Murphy's Inn on its original foundation. Costs include architectural and archaeological studies to recreate for historical accuracy. Cash Match: $196,000 In-Kind Match: $50,000 LCMR: $604,000 B Prairie Restoration&Handicap Accessible Trail Total Costs: $35,000 This portion of the project will recreate two acres of natural prairie which is indigenous to this site and provide a handicap accessible trail from the Inn to the ferry and boat landing. Cash match: $9,800 LCMR: $ 25,200 C. Ferry Research and Construction Total Costs: $30,000 This portion of the project will conduct historical research and construct an operational ferry for pedestrians and bicycles across the Minnesota River from Eden Prairie to the Minnesota Valley Trail. Cash Match: $7,350 LCMR: $22,650 D. Boat Landing,Ferry Landing and Lookout Construction Total Costs: $ 150,000 This portion of the project will create a three tiered boat landing to accommodate varying levels of the Minnesota River,build a look-out for river observation and build the ferry ramp and operational devices. Cash Match: $ 31,850 In-Kind Match: $ 30,000 LCMR: $88,150 DI. CONTEXT: A. Significance: This project pulls together the resources of multiple groups to create a focal point for historical and environmental education about the Minnesota River. It has been spearheaded by the Minnesota Valley Restoration Project dba Murphy's Landing.Murphy's Landing is a 501 (C)(3)living history museum whose mission is to collect,preserve and interpret the history of the Minnesota River Valley. It provides the public with a dynamic educational setting in which to learn about the rich heritage of our region. The Landing is located on 88 acres along the Minnesota River near Shakopee,Minnesota. Approximately 1/3 of this property is left in its natural state. At this location, in the mid-1800s,Major Richard Murphy who was the Indian Agent for this territory operated a ferry across the Minnesota River and built an inn which was a stagecoach and steamboat stop. This inn was destroyed by fire in the 1960s,but the foundation remains intact and is listed on the National Register of Historic Places.This project will rebuild Murphy's Inn, create a three tiered boat landing for everything from canoes to steamboats and create a working ferry across the Minnesota River for bicycles and pedestrians. This project is a direct extension of plans already in existence for all of the parties involved and protects our valuable resource,the Minnesota River. The ferry will be operated by a joint powers agreement between the cities of Eden Prairie and Shakopee and Murphy's Landing. The meeting and office space created by rebuilding Murphy's Inn will be designated for groups concerned with the cultural and environmental preservation of the Minnesota River. We have consulted with the Director of the Minnesota Valley Wildlife Refuge which is across the river and would connect via the ferry to ensure that this plan fits in with their master plan. The planned boat landing would allow for handicap accessibility to the rest rooms and shelter that are part of the DNR trail plan. It places the boat landing at a location on the river which is environmentally sound and accessible to all persons. This project closely relates to The Minnesota Valley Trail which will run along the Minnesota River through the Murphy's Landing site. The agreement granting the DNR easements to this trail have been signed by the City of Shakopee and Murphy's Landing. The DNR will be responsible for maintenance and operations of the trail. This trail now deadheads in the public park in Shakopee which is adjacent to the Murphy's Landing site. Both the cities of Eden Prairie and Shakopee have existing or planned bike trails which feed into the Minnesota Valley Trail which eventually will run from Fort Snelling to Mankato. B. Strategy:Historic Sites C. Time: July, 1999 -December, 2001 D. Budget History: This is the first project we have submitted for LCMR funding. This project is closely related to the completion of the official Minnesota Valley Trail which is being funded by the DNR and TEP funds. The details of that funding is listed in part 2 below. Part 1 is a list of funding committed for this proposal. Please see attached letters of commitment.The city of Shakopee has agreed to be the fiscal agent in this project. 1. LCMR City of Shakopee(in-kind) $ 30,000 City of Shakopee(cash) $ 25,000 City of Eden Prairie(cash) $ 25,000 Minnesota River Watershed District(cash) $ 75,000 Murphy's Landing $ 170,000 Project coordination&administration(cash) $ 20,000 Exterior stone donation (valued goods) $ 45,000 10%trades donation (in-kind) $ 50,000 Cash $ 55,000 Total Match(cash and in-kind) $325,000 LCMR $740,000 Funding Sources Total $1,065,000 2. NON-LCMR Completion of Minnesota Valley Bike Trail Total Costs $800,975 Elements of this plan include 4.5 miles of paved trail from 169 bridge to existing trail head in Shakopee and the construction of public rest rooms and a shelter with historic graphics at the ferry and boat landing. This has been approved by the TAB Board and will be recommended for funding to the Met Council on 2/12/98. DNR $ 160,195 Transportation Enhancement Program $640,780 3. Total: $1,865,975 IV. COOPERATION: This is a cooperative project between Murphy's Landing, the cities of Eden Prairie and Shakopee,the Minnesota Valley Watershed District and the Minnesota Department of Natural Resources. Also involved in the planning process are Scott County and the Department of U.S.Fish and Wildlife. A complete list of individuals involved is enclosed. Letters of financial commitments and support are also enclosed. V. LOCATION: Cities: Shakopee, Eden Prairie. all other cities adjacent to the Minnesota Valley Trail Counties: Scott, Hennepin,all other counties adjacent to the Minnesota Valley Trail Title:Reconstruction of historic Murphy's Inn, ferry and landing Project Manager: Shirley Olson Affiliation: Executive Director, Murphy's Landing Telephone Number: (612)445-6901 SUSTAINABILITY The master plan for Murphy's Landing which was prepared by Scruggs&Hammond Inc, Landscape Architects, 25 years ago states, "one purpose of the site is to preserve the river front and lowlands as a natural area, a scenic presentation of colonial times,a habitat for wildlife, an ecological study area for student or naturalist."The Board of Trustees of Murphy's Landing is committed to upholding these principles. This is evident in our parking lots which are not paved, non-use of motorized traffic on the site and transportation of our visitors by horse and trolley. We use softscape throughout the site to prevent run-off and erosion. Approximately one-third of the site is in the flood plain and left in its natural state. The buildings on the site including Murphy's Inn are located above the flood plain. Murphy's Landing is rich in history. Within its boundaries are remnants of Native American Burial Mounds which we preserve and maintain in their present day condition. Historical data indicates that the villages of the Mdewakanton Tribes of Chief Shakpay were located on our site. The last battle between the Dakota and the Ojibwe was staged here. The Murphy's Landing ferry was used to transport the warriors and the dead and wounded across the river. The question we asked ourselves for this project is,How do we encourage and allow for public use and appreciation of Murphy's Inn and our property along the Minnesota River while maintaining its history and environment? The Minnesota River is one of the few rivers in a major metropolitan area whose borders are left primarily in a truly natural state. The section through Murphy's Landing has no commercial use on either bank. As we negotiated the easement for the bike trail with the DNR,we took care to use an existing nature trail which runs along the river. This will reduce the amount of disturbance necessary for its installation and upkeep. This path will be paved, however,the width of the trail is kept at a minimum and surrounding vegetation will be left intact to absorb run-off. We have worked with Larry Samsted, the engineer for the Minnesota River Watershed District on the plans for the boat landing and ferry crossing. The site (which coincidentally is most likely the historic location)is on a low bank on a slight curve in the river where river current is minimal. This will be a landing and not a boat launch site. It contains public rest rooms,a shelter and environmental and historical graphics. The proposed landing would also accommodate a paddle wheeler which could carry the public on - excursions. The river channel is currently deep enough for this type of use and would not require further dredging.This will replace an existing landing which is located on a high bank upriver. The current site is not handicap accessible and is prone to destruction by the river. To prepare and maintain the current site for public use would not be a sound choice either environmentally or economically. The ferry will operate off from a simple cable and windlass system. When the cable is not in use,it drops to the bottom of the river to allow for river traffic. Its use will be restricted to pedestrians and bicycles. At Murphy's Landing, access will be from the existing parking lot(non-paved)at the east end of the site. The Murphy's Inn site is on the National Register of historic Places. We will work with the compliance office of the Minnesota State Historical Society to ensure the integrity of this structure and the surrounding grounds. Archaeological surveys,both test plot and non-invasive will be conducted to protect existing historical information. Since the basement is intact, no new excavation will be necessary. The surrounding grounds will be softscaped in keeping with our historic setting. We will restore 2 acres of indigenous prairie leading from the Inn to the river which will replace the non-native vegetation which has crept in. The benefits to the surrounding communities in this project is readily evident. Public access can be achieved in three ways: the Minnesota Valley Trail,the river, and through the Murphy's Landing site. All portions of this project that involve the trail,landing,and ferry will be free and open to the public. Visitors touring the Inn and Murphy's Landing site will be charged normal admittance fees which are$8. for adults,$6. for seniors and students and free for those 5 and under. This includes horse drawn trolley rides and parking. Discounts of$2. per ticket are readily available for those with economic need.Last year,40,000 people toured the Landing. This included 17,000 school children who were give a reduced admission rate of$5. The Landing is located 2 miles from highway 169 which is projected to carry 42,000 ADTs in the year 2020. The Minnesota Valley Trail system and its feeder systems,when completed,will directly accommodate people from St. Paul to Mankato. We have made no attempt to assess the future use of the boat landing,but we can accommodate water craft from canoes to pleasure boats.The planned use for the Inn includes first floor meeting and interpretive space to serve the general public. The second floor will be designated for affordable(at-cost)office space for groups whose purpose is to preserve environmental and cultural conditions of the Minnesota River. Planned development for the city of Shakopee includes revitalization of the downtown area along the river. This includes living space combined with retail space. Completion of this scenic trail and the addition of historic enhancements will contribute to the economic viability of this project. This kind of land use encourages bicycle and pedestrian forms of transportation. It is possible that people who are commuting to jobs across the river may someday choose to connect via the trail system and ferry. Historic Murphy's Landing • 2187 East Highway 101 Shakopee, Minnesota 55379 612/445-6901 612/445-0181 (fax) Memo August 12, 1998 To: Bruce Loney Director of Public Works City of Shakopee - _ From Dennis Kelly Executive Director Re: LCMR Workprogram For your information, Bruce, I am sending you a copy of the request from the LCMR for a workprogram. They have recommended funding for the Murphy's Inn, Ferry and Landing Project in the amount of$110,000 for Results 2 and 4 in the proposal dated February 11, 1998. • Result 2 is the Prairie Restoration and Handicap Accessible Trail which we have budgeted at $35,000 ($25,200 requested from LCMR). • Result 4 is the Boat Landing, Ferry Landing and the Lookout Construction budgeted at $150,000 ($88,150 requested from LCMR). This LCMR funding must be matched by at least $110,000 of non-state money. As you see, the dollars don't exactly work out. I will talk to the staff at the LCMR about that to see how they suggest we handle that. I will get a draft the workprogram document to you for your comments. I may have some questions for you as I get into particular sections. I'll let you know more as I progress. Hope you are well! I'll talk with you soon. LEGISLATIVE COMMISSION ON MINNESOTA RESOURCES 100 CONSTITUTION AVENUE/ROOM 65/SAINT PAUL,MINNESOTA 55155-1201 PHONE:612/296-2406 TDD:612/296-8896 OR 1-800-657-3550 RELAY:612/297-5350 OR 1-800-6273529 FAX: 612/296-1321 EMAIL: Icmr@commissions.Ieg.state.mn.us John Velin,Director Monday, August 10, 1998 TO: Project Managers of LCMR projects being recommended to the 1999 Legislature FROM: John Velin SUBJECT: 1999 WORKPROGRAM Due to LCMR Office on or before September 30, 1998 Now that your project has received preliminary approval by the LCMR, you are requested to prepare a workprogram. Attached is the outline format for your 1999 workprogram and budget detail. We are requesting the workprogram at this time to enable us to work with you to clarify the description of your activities and results and to provide a clear understanding of the project results at the dollar amount recommended. There is NO page limit, however we ask that you be both complete and concise. The following notes are intended to guide you in developing your workprogram. We will be setting up meetings with many of you, particularly if you have been directed to cooperate with a similar project. However, please contact us if you have any questions. We are happy to meet with you and/or your project team and to spend as much time as necessary in person or on the phone to help you to get your workprogram in the best shape possible. E-mail is also a good tool to use to help us quickly answer your questions. • Keep in mind that the projects are recommendations by the LCMR to the 1999 legislature. We will be using the workprograms during the 1999 legislative session to help explain the details of the projects as the recommendations are presented to the various committees. Before the funding can proceed, the recommendations must be passed into law and signed ned bythe Governor. After this is completed m let p ed the LCMR must review and adopt workprograms. After the legislative session you will be asked to review your workprogram once more and to update it if necessary. REPRESENTATIVES:Loren Solberg,CHAIR:Greg Davids;Ron Erhardt;Alice Hausman;Phyllis Kahn;Willard Munger,Tom Osthoff Dennis Ozment;Doug Peterson;Tom Rukavina. SENATORS:Dennis Frederickson;Jerry Janezich;Janet Johnson;Gary Laidig.Bob Lessard;James Metzen; Steven Morse;Leonard Price;Martha Robertson;Jim Vickerman. 1 NUMBER OF COPIES: Submit 5 copies double-sided, single-spaced on 8-1/2 x 11 white paper. If you have Email, please also send us an electronic file. PAGE NUMBERS: Number each page at bottom of page. There is no page limit. ONLY FOR BONDING/LCMR FUNDING COMBINATIONS: You have recently completed a combination Bonding/LCMR funding workprogram for approval of 1998 bonding. Use the same format for which you just received approval and add your 1999 proposed project to it. CONTINUATIONS: If you are submitting a 1999 workprogram and it is a continuation of a 1995, 1996 or 1997 workprogram, explain clearly what the results of your current project will be and what the 1999 project results will be. FUTURE CHANGES TO THE WORKPROGRAM: After submission and approval of workprograms, periodic updates are required. Amendments to workprograms are allowed but must be submitted before the change in activity or budget is implemented. Contact LCMR staff for procedure when you know you need to make a change —do not wait for the periodic reporting period. 3 WORKPROGRAM OUTLINE Date of Report: Put date in upper left-hand corner e.g. September 30, 1998. Date of Next Status Report: Specify date of first status report, according to your project needs. Date of Workprogram Approval: Blank for initial submission. Project Completion Date: This is June 30, 2001, unless the appropriation language indicates otherwise. If your project needs more time than the two years to have final products delivered and all work and reports completed, tell us why and what additional time is required. LCMR Work Program 1999 (No maximum length, single-spaced, at least 12- point font size. This sentence is written in 12 point font size.) I. PROJECT TITLE: This must be the same as in the draft appropriation language enclosed. Project Manager: List team members under cooperators in Section VII. Affiliation: Mailing Address: Telephone Number: E-Mail: Fax: Web Page address: If applicable. Total Biennial Project Budget: $ LCMR: Amount $ Match: if applicable -$ LCMR Amount Will be zero for first -$ Match Amount Will be zero for first Spent: submission Spent: submission =$LCMR Balance: Same as LCMR for first = $Match Balance: Same as match for first submission submission A. Legal Citation: ML 1999, [Chap. j, Seca ], Subd. Chapter, Section, and Subdivision numbers will be determined following the legislative session in Spring `99. See enclosed appropriation language that is in project number order for your project. Insert the title and appropriation paragraph as it appears. Do not include the notes. We may have changed your project title- please begin using the title as it appears on the appropriation language. Appropriation Language: Repeat the language exactly as it appears in the appropriation law, e.g., "This appropriation is from the ..." Use the enclosed draft language for now. 4 VI. CONTEXT A. Significance: Explain the significance of the project with the current state of the issue, other recent work in this subject area, and how your project will enhance the existing knowledge base or situation. B. Time: If the proposed project will exceed two years, explain the additional time and funding requirements. C. Budget Context: Provide project context and budget history. Describe the relationship of this project to other work specific to this project funded currently or in the past by the public or private sector, not just LCMR funding. For the 1999 LCMR project(just LCMR dollars), provide a budget breakdown as follows for the project period only 7/99-6/01 or as specified: 1. BUDGET: Personnel $ specifically, who is getting paid to do what- %for the project. Equipment $ What equipment— a general description and cost Acquisition $how many acres, at what cost Development $ e.g., capital improvements Other $ Break down into sensible subcategories, take extra room if needed, and specify what the "other"categories are. TOTAL $ 2. Submit a budget detail with all the specifics as attached as Attachment A. VII. COOPERATION: If the project has cooperators and/or subcontractors, list the individuals'names and agency or affiliation above in the personnel section. Include LCMR project dollars received by these individuals and% of time to be spent on the project. VIII. LOCATION: List the specific county, city, etc. where the work will take place. Attach a map showing where in the state the activities are taking place and a map showing the local area (e.g., if the project has development or acquisition activities on the ground, trail, park, etc.). Please do not submit a color map, since staff will copy maps in black and white for members'use. IX. Reporting Requirements: The following language must appear in the work program: Periodic workprogram progress reports will be submitted not later than Give us 2-3 dates that you propose to submit a status report during the course of the project(e.g., January 2000, September 2000, and March 2001). A final workprogram report and associated products will be 6 For all of the items below break out each result. Use as many results as necessary. Landscaping to fit in all the columns may be helpful. Attachment A Deliverable Products and Related Budget LCMR Project Biennial Budget Objective/Result Result 1 Result 2 Result 3, etc. Budget Item e.g. Design and e.g.Wetland ROW Engineering Construction TOTAL Wages, salaries&benefits— Be specific on who is paid$ Space rental, maintenance& utilities • Printing&Advertising Communications, telephone, mail, etc. Contracts Professional/technical Other contracts Local automobile mileage paid Other travel expenses in Minnesota Travel outside Minnesota Office Supplies Other Supplies Tools and equipment Office equipment&computers Other Capital equipment Other direct operating costs Land acquisition Land rights acquisition Buildings or other land improvement Legal fees COLUMN TOTAL $ $ $ 8 H19 Reconstruction of Historic Murphy's Inn, Ferry and Landing Dennis Kelly Project Draft Appropriation Language H19 Reconstruction of Historic Murphy's Inn, Ferry and Landing 110, 000 This appropriation is from the ??? fund to the Minnesota Historical Society for an agreement with Murphy's Landing for prairie restoration, and construction of boat and ferry landings and lookout at Historic Murphy's Landing on the Minnesota River. This appropriation must be matched by at least$110,000 of nonstate money. NOTE: Results 2 and 4 Additional Requirements: Subd.xx. Data Availability Requirements (a) During the biennium ending June 30, 2001,the data collected by the projects funded under this section that have common value for natural resource planning and management must conform to information architecture as defined in guidelines and standards adopted by the information policy office and government information access council. These data must be made accessible and free to the public unless made private under the Data Practices Act. (b) As part of their project expenditures, recipients of land acquisition appropriations must provide the information necessary to update public recreation information maps and other appropriate media to the department of natural resources in the specified form. Subd.xx. Project Requirements It is a condition of acceptance of the appropriations in this section that any agency or entity receiving the appropriation must comply with Minnesota Statutes,chapter 116P. Subd.xx. Match Requirements Unless specifically authorized, appropriations in this section that must be matched and for which the match has not been committed by January 1,2000,are canceled,and in-kind contributions may not be counted as match. Subd.xx. Payment Conditions and Capital Equipment Expenditures All agreements, grants, or contracts referred to in this section must be administered on a reimbursement basis. Notwithstanding Minnesota Statutes, section 16A.41, expenditures made on or after July 1, 1999, or the date the work program is approved,whichever is later,are eligible for reimbursement. Payment must be made upon receiving documentation that project-eligible reimbursable amounts have been expended, except that reasonable amounts may be advanced to projects in order to accommodate cash flow needs. The advances must be approved as part of the work program. No expenditures for capital equipment are allowed unless expressly authorized in the project work program. Subd.xx. Purchase of Recycled and Recyclable Materials A political subdivision, public or private corporation, or other entity that receives an appropriation in this section must use the appropriation in compliance with Minnesota Statutes, sections 166.121 to 16B.123, requiring the purchase of recycled,repairable,and durable materials,the purchase of uncoated paper stock,and the use of soy-based ink,the same as if it were a state agency. Subd.xx. Energy Conservation A recipient to whom an appropriation is made in this section for a capital improvement project shall ensure that the project complies with the applicable energy conservation standards contained in law, including Minnesota Statutes, sections 216C.19 to 216C.21, and rules adopted thereunder. The recipient may use the energy planning and intervention and energy technologies units of the commissioner of public service to obtain information and technical assistance on energy conservation and alternative energy development relating to the planning and construction of the capital improvement project. Subd.xx. Year 2000 Compatible A recipient to whom an appropriation is made in this section for computer equipment and software shall ensure that the project expenditures comply with Year 2000 compatible data base and software. CITY OF SHAKOPEE c.` 3 Memorandum CONSENT TO: Mayor& City Council - Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Termination of Employment Status of Probationary Employee Tim Adamek DATE: October 29, 1998 INTRODUCTION: This agenda item is in regard to the probationary employment of Tim Adamek,maintenance worker in the Public Works Department. BACKGROUND: Tim Adamek was hired on July 20, 1998 as a maintenance worker in the Public Works Department to fill a vacancy left by a retirement. Mr. Adamek's work performance during his probationary period has been unsatisfactory and thus, staff recommends termination of the employment status of this probationary employee for the City. Resolution No. 5011 has been prepared for adopting the action requested. ALTERNATIVES: 1. Adopt Resolution No. 5011. 2. Deny Resolution No. 5011. 3. Table for additional information. 4. Authorize staff to utilize Scott County Personnel Department to advertise for a Maintenance Worker for the Public Works Department. 5. Do not authorize staff to fill this position at this time. RECOMMENDATION: Staff recommends Alternatives No. 1 &No. 4. llocument5 ACTION REQUESTED: 1. Offer Resolution No. 5011, A Resolution Terminating the Employment Status of Probationary Employee, Tim Adamek, and move its adoption. 2. Authorize staff to utilize Scott County Personnel Department to advertise for a Maintenance Worker for the Public Works Department. A244(e- Bruce Loney I Public Works Director BL:tw Documents RESOLUTION NO. 5011 A Resolution Terminating The Employment Status Of Probationary Employee, Tim Adamek WHEREAS,Tim Adamek was employed by the City of Shakopee beginning July 20, 1998; and WHEREAS, all non-police employees are placed on a six month probationary status; and • WHEREAS, Tim Adamek has not satisfactorily completed the probationary period of the City of Shakopee. NOW, THEREFORE, BE IT RESOLVED by the Mayor and the City Council of the City of Shakopee that the employment status of Tim Adamek be terminated effective October 29, 1998,with payment for unused vacation. Adopted in session of the City Council of the City of Shakopee, Minnesota,held this day of , 1998. Mayor of the City of Shakopee ATTEST: City Clerk CITY OF SHAKOPEE POLICE DEPARTMENT Memorandum TO: Honorable Mayor and City Council Mark McNeill, City Administrator FROM: Dan Hughes, Chief of Police SUBJECT: Resolution of Appreciation-Officer Bryan Koch DATE: October 21, 1998 INTRODUCTION: Bryan D. Koch, Police Officer, resigned on October 26, 1998. This Resolution of Appreciation is submitted for Council consideration. BACKGROUND: Officer Koch began his employment with the City of Shakopee Police Department on January 14, 1987. A Resolution of Appreciation has been prepared to recognize Bryan Koch's contribution to the City. RECOMMENDATION: Staff recommends adoption of the Resolution of Appreciation to Bryan D. Koch. ACTION REQUESTED: Offer Resolution No. 5009, a Resolution of Appreciation to Bryan D. Koch and move its adoption. RESOLUTION NO. 5009 A RESOLUTION OF APPRECIATION TO BRYAN D. KOCH WHEREAS, Bryan D. Koch was hired January 14, 1987, as a City of Shakopee Police Officer, and WHEREAS, Officer Bryan Koch has served the City and its residents with professional pride in positions which include Field Training Officer, Special Incident Response Team member, Police Academy speaker, and Investigator during a temporary assignment; and WHEREAS, Bryan Koch has contributed many years of dedicated service to this community in a wide variety of situations, including responding to and making quick, decisive decisions during routine and emergency life-saving calls to service; and WHEREAS, Bryan Koch has resigned his Police Officer position with the City of Shakopee Police Department effective October 26, 1998. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Shakopee on behalf of the community and the Shakopee Police Department that it does hereby express its deep appreciation and gratitude and hereby commends Officer Bryan D. Koch for his devotion to duty, his loyalty and his friendship. Adopted in Regular Session of the City Council of the City of Shakopee, Minnesota, held this 4th day of November, 1998. Mayor of the City of Shakopee ATTEST: Judith Cox, City Clerk `` � / mY 'St.p.��/Rr S"J'• •N•t ,fiarr. S t Ye"�_ � t9" \_/ Y.� S \� ..:4 N j�` r•E-- „,r rt,evyk+ ------ •-rK t.,+x 7+,``4i S r1%-- i 1ht r�'•��'`s�'G gS+ +A k yy�.1p -,,'?':,t Vis,'^�'-r .? ',..'G1 9i*' "",'v:+r., 1b ..,, :--,4 fi i ,.. 4. .i. R,iT` ' �",.{ w,.!.; ` ri}•�r, ! y� %410. E :lVt L` Ary'. Q,,'''yam x /'''-')F;; ,41 '.�� + kz Ef; £^, 'a.„w / .> 3ir.MdJrJ ,.�'. ,150,,a ti i i ii.9.4 : r y'1Y.Id0 ' ” 1Ali h"P ,,.,441 ;�� '� ;q� 4-te '} *t;'�r,,:x�r "y .. ,,rvr.A,P'�;„ X11 .ri^l,,,, .Jrp0, 4 &, :�'���teewo,p �v.-mg ' r.4r4414400.4 X14 0 '. I..',, P y tv."-- ' ..''1414,•, - '* » v?. , • t.�'3 'F f� , i--�1, - � ins 3 A ,.11/l// '� v4 y1� , /1::-:.::' '*+� s 1� �z. x-:,- a.'fd rd i ��.r3� � ,ta Yy1 { ._1zr� ! �Y ., x 41:�1 r -'.; !=r1. ' t o 4Pl T I l { ==-7[ RESOLUTION NO. 5009 �k ';:=:,:=i, v r .� h7--. t A RESOLUTION OF APPRECIATION TO BRYAN D. KOCH , ic`' ' s Fr >:, WHEREAS, Bryan D. Koch was hired January14, 1987, as a Cityof -.;ill'.: Shakopee Police Officer, and ,i: ' . , /tif,*s.--32,,..:',:. WHEREAS, Officer Bryan Koch has served the City and its residents • s , of,,,,,,, with professional pride in positions which include Field Training Officer, Special i � ""' Incident Response Team member, Police Academys eaker and Investi ator r �`�..;< ,,� p p g �Fk during a temporary assignment; and has contributed manyyears of dedicated service ,REAS B an Koch a� � �47,.. .1"---- .'',.:, ic,,,, ..„ .,, ,, ,,-•—... .„,,, �: WHE ry .to this communityin a wide variety of situatins, including responding to and �:::;::;%iIjl'':::1 , .�, ' making quick, decisive decisions during routine and emergency life-saving calls to service; and /47 1 �.'" WHEREAS, Bryan Koch has resigned his Police Officer position with the .) \I City of Shakopee Police Department effective October 26, 1998. ; y R� �'' NOW THEREFORE, BE IT RESOLVED by the City Council of the City , , (' . (Is n.,:,,,,:--r:,,i, qti ,.� ,,,,.. '1 of Shakopee on behalf of the community and the Shakopee Police Department , r � that it does hereby express its deep appreciation and gratitude and hereby 4, 7 commends Officer Bryan D. Koch for his devotion to duty, his loyalty and his �`� p.,::',:.1'''''1'\) V• P friendship. fK ` z.,',. \1 S Y ,,,,z.,i,i,,l ,,,:[27..ii..1,t,„,,,!4,4,e\.. '‘'''''k. -14.1":7041,,}•''''''' Adopted in Regular Session of the City Council of the City of Shakopee, »a 1,� ; ,- /,/,',0--q,3k*,',:', Minnesota, held this 4th day of November, 1998. `Fr `4 / �r ' '',V.;);.4,--V,..-.1.:: ' Mayor of the City of Shakopee 1 � ; tZ7s:.:.7,4\ ,,,t-,4*-14,(,[ ``'�_ x , ATTEST: >� • g ,c \t -t�x ,�ti.i,.,','1,',,,. 1 ,,..,-,„ ,,f-1-49 f — Judith Cox, City Clerk 1IRs, , 4 h I. f \ x' .. ." _________,.„..,7,,,,,,I,,,?.�- ... r te` h• ' /° �A "4�,..,,'; '!',41..,„ :xA� £3'��•,,. R„,,,e,,/,..,1::.:„.;,„,,,,%,,„;,,,,,,, i sR( 'of•, zA� ��15 h'g a }f1 ..SR gg � v ,zA7 � f✓ �?S.'r�� � C K.m 3!f } g, 4 , S zt f I : x ` ,v::S� ,'.:4i° k sN.%as ' ..lt � :"&4 U'�fsls°��:v F- eks ,.,M ,�. , cis '. +ikvC ,:cry — o s ,:., A4., 4e. s,�.�szesgt . •• ,1.i .y,.5` x. i n'e a- ,.•.. 3 xsy..:'2sY' :;s. .:„;. '�+e.;,i . :'m/ \&,,,,,, y.+....,4- .%� \,.....-1,!>----” �",xyj,•j ✓-r u���`'r_iii/��_7S1e" / �� r.VA,� D, I V e CITY OF SHAKOPEE Memorandum To: Honorable Mayor, City Council Mark McNeill, City Administrator From: Dan Hughes, Chief of Police Date: October 27, 1998 Subject: COPS MORE 98 Grant Introduction: The Police Department is seeking authorization for the appropriate City staff to enter into a grant agreement with the United States Department of Justice, Office of Community Oriented Policing Services (COPS Office). Background: The Council authorized the Police Department to make application for a COPS MORE 98 grant in June of 1998. Funding of the City's match for the grant was discussed with the City Council at the FY 99 budget review. Because of concerns about ongoing obligations for funding these positions in the inevitable event of the cessation of Federal funding, the Council chose not to fund any CSO positions. However, given the partial funding, the Council should reconsider or affirm it's earlier decision. The City received official notification our grant request was partially funded in early October. The grant application contained two project requests for funding. The first project requested $53,398 to be used to pay two Community Service Officers (CSO) salaries and benefits for one year with the possibility of funding for two additional years dependent upon future congressional appropriations. The second project requested $224,793 to be used to pay for the computer equipment needed to rebuild our computer system and to facilitate our conversion to the Scott County New World Systems law enforcement record keeping system. Our request for the CSO positions was one of the 604 projects the COPS Office selected to fund out of over 3000 requests for funding from jurisdictions across the United States. Civilianization of law enforcement agencies is a key component to the COPS Office's strategy in awarding these grants. We were successful in this grant because we were able to reallocate 1.6 full time equivalent (FTE) sworn positions to community policing activities through the proposed hiring of CSO's. One (1)FTE would be reallocated to the street by transferring an existing Investigator position (3 in the 1998 Budget) back to uniform patrol duties, leaving 2 Investigator positions in 1999. This reassignment will provide an opportunity to assign many of the duties and responsibilities performed by an Investigator to the newly funded CSO positions. The remaining duties will be addressed by patrol supervisors evaluating calls for service which require follow-up investigation and assigning patrol officers case follow-up when possible and appropriate. The Code Enforcement Officer has historically been a temporary seasonal position, implemented primarily during the summer months. The remainder of the year these quality of life issues were addressed by patrol officers on a reactive basis. The assignment of year round code enforcement duties to the CSO position will free up six tenths of an officer's time to address such community growth issues as calls for service to our multi-housing units. The 1.6 officer reallocation will be accomplished and supported by the CSO assuming duties customarily down by licensed police officers. Duties such as the evidence room, delivery of evidence and other court related documents needed for successful prosecution of criminal cases, squad maintenance, equipment maintenance, impounded vehicle releases, animal calls, crime prevention functions, calls for service at Valleyfair not requiring a response from a sworn police officer, and walk-in or telephonic customer service will be assigned to the CSO position. The retention of the CSO positions was addressed in our grant application by making the positions a part of next year's budgetary process. However,pending future congressional appropriations,the grant award may be renewed for up to two additional years after the initial grant period. Applications for renewals will be provided at some time during the initial grant period. We understand the Council's concern regarding an ongoing personnel expense should Federal funding cease. The advertisement for CSO will include will include language that the positions are grant positions which maybe funded on a year to year basis. Budget Impact: The grant requires a 25%local matching funds or$13,350. We recommend the $10,000 allocated to code enforcement be used to cover a majority of the match. The balance would come from authorized, but unfilled personnel positions within the Department. Action Requested: If Council concurs,they should,by motion authorize the appropriate City staff to enter into an agreement with the United States Department of Justice, Office of Community Oriented Policing Service for a$40,048 COPS MORE 98 grant which will be used to fund community service officer positions. Dan Hughes Chief of Police DANGRANT.DCX: \S . O . 3, PEECONS POLICE DEPARTMENT ENT SHAKO Memorandum TO: Honorable Mayor and City Council Mark McNeill, City Administrator FROM: Dan Hughes, Chief of Police SUBJECT: Purchase of Unused Holiday Time DATE: October 27, 1998 INTRODUCTION: In accordance with the terms of the existing union contracts, the officers listed below have requested that the City buy back unused holiday time in the amounts indicated. BACKGROUND: 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 1st of each calendar year any holiday time off earned but not used by the employee by December 31st of any calendar year." The City has, in the past, not bought back more than 40 hours of holiday time from any individual. This request is similar to ones that have been approved by Council in previous years. The following officers have submitted requests for the City to buy back unused holiday time: Gulden 40 Schrot 40 Tucci 40 Carlson 40 Forberg 35.5 Lipinski 40 Dellwo 40 Robson 40 Tate 38 Crocker 30 Conway 10 Scherer 40 Flynn 40 RECOMMENDATION: Staff recommends that the City buy the unused holiday time as requested. ACTION REQUESTED: Authorize the appropriate City officials to buy back the unused holiday hours from the individuals listed. bail—Hughes, Chief of Police [bbh'cc]pm 10/27/98 CITY OF SHAKOPEE / , 0. / • Memorandum CONSENT TO: Mayor and City Council Mark McNeill, City Administrator FROM: Terry Link, Shakopee Fire Chief SUBJECT: Hovercraft Replacement DATE: October 30. 1998 INTRODUCTION: The Council is asked to authorize the taking of bids for a replacement hovercraft. BACKGROUND: A replacement for the Shakopee Fire Department's current hovercraft is a line item in the 1998 internal service equipment fund for the amount of$25,000. The current Hovertronics hovercraft was purchased used in 1990 with public donation funding and has seen use in a wide variety of water rescues. These rescues range from duck hunters stuck in swamps,people and animals broken through ice on lakes to assisting in summertime dive rescue operations. A hovercraftlairboat type of watercraft has become an important part of the fire department's standard water and ice rescue operations. Water rescues and especially ice rescues require very rapid response allowing us to reach the victim before exhaustion or hypothermia take the person under and make surface rescue impossible. The hovercraft/airboat type of apparatus has proven to be the most efficient means to get personnel quickly to a victim in marshy, ice or broken ice situations. It also performs well in open water and provides an excellent work platform. Our current hovercraft is approximately 9 years old and was not designed specifically for rescue use. This unit is of a very early design and uses a 2-cycle snowmobile engine for driving the fan system. We have rebuilt and repaired the engine three times after rescue operations in the last couple years. The hover technology which provides lift for the system is an old design and requires repair and replacement of the "boots"after almost every use on ice or when the unit is set on dry ground. The current unit does not meet our rescue requirements. BUDGET IMPACT: The estimated cost of the hovercraft replacement is $40,000. As this is in excess of$25,000,by State law,we must obtain competitive bids. We recommend that the Council authorize the Fire Department to take competitive bids for the replacement of the hovercraft. HOVER.DOC There is $25,000 budgeted in 1998 equipment fund for the replacement of the current hovercraft. There is also budgeted $40,000 for a mobile breathing air unit. The Fire Department has changed its strategy for the mobile breathing air, and there will be funds available from that allocation. ACTION REQUIRED: Motion authorizing the Shakopee Fire Department to take competitive bids for the replacement of the existing hovercraft unit. Terry Link Fire Chief HOVER.Doc 1sns: CITY OF SHAKOPEE Memorandum To: Honorable Mayor, City Council Mark McNeill, City Administrator From: Dan Hughes, Chief of Police I/ Date: October 29, 1998 Subject: Bureau of Justice Assistance (BJA)Local Law Enforcement Block Grant Introduction: The Police Department is seeking authorization for the appropriate City staff to enter into a grant agreement with the Bureau of Justice Assistance for a Local Law Enforcement Block Grant. Background: The Police Department submitted a grant application to the United States Department of Justice, Bureau of Justice Assistance(BJA) in July of 1998 after receiving approval for the application from Council. The BJA predetermined our funding level to be $10,896. We were notified of the award on October 26, 1998. The grant requires the City to establish an interest bearing trust fund to hold the awarded dollars, provide matching funds, establish or designate an existing advisory board to make non-binding recommendations on how the grant funds should be spent, and hold a public hearing to make the public aware of the program and its proposed spending plan. The City must meet these requirements before any expenditures are made. Budget Impact: The BJA does require local matching dollars of$1211. These funds currently exist in the 1999 Police Department budget. Action Requested: If Council concurs, they should, by motion, authorize the appropriate City staff to enter into a grant agreement with the United States Department of Justice, Bureau of Justice Assistance for a $10,896 Local Law Enforcement Block Grant. CONS NT CITY OF SHAKOPEE �' Memorandum v' 5' l ' TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: City Hall Holiday Schedules DATE: October 22, 1998 INTRODUCTION: The Council is asked to approve the closing of City Hall at noon on December 24th. BACKGROUND: For the past several years, Shakopee City Hall has closed at noon on Christmas Eve Day. There is little business conducted, and most employees will be requesting that afternoon off Employees will be required to take vacation or comp time or unpaid time;it is not paid time off. We are asking Council to approve closure at noon on Thursday,December 24th. RECOMMENDATION: We recommend that Council authorize the closure of City Hall at noon on Thursday, December 24th. ACTION REQUIRED: If the Council concurs,it should,by motion, authorize closure of City Hall at noon, December 24th;for the afternoon. AiLivka fU Mark McNeill, City Administrator MM/tiv )5 E 2 CL . CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Salary Adjustment for Assistant City Engineer DATE: November 4, 1998 INTRODUCTION: At the October 20, 1998 City Council meeting, the City Council adopted a modified pay plan for 1998,and this pay plan is effective on November 1, 1998. This agenda item is to consider a salary adjustment for the Assistant City Engineer position within the pay plan adopted. BACKGROUND: In the modified pay plan, the Council direction was to have the salaries reviewed, per a market survey and the Stanton Group Six average was utilized in the formulation of the modified pay plan. Staff had pointed out in previous budget discussions and memos to the City Administrator that the Assistant City Engineer position was ranked low in comparison to adjacent nearby Cities in developing Communities. The Stanton Group Six survey also verified that the Assistant City Engineer position was the lowest ranked salary position, as compared to the Stanton Survey. The 95% maximum average for the Assistant City Engineer according to the Stanton Survey is $56,500.00. The top step in the previous City of Shakopee Pay Plan was $48,437.00. The Assistant City Engineer position as compared to nearby Cities, such as Savage and Prior Lake, also show that this position is considerably lower than what those Cites are paying for their Assistant City Engineers. Both of those Cities are paying their Assistant City Engineers in the low to mid $50,000 range. These are similar size Cities with similar development pressures and similar responsibilities. Staff recommends that the Assistant City Engineer position grade be upgraded to the unused Grade K level, and is recommending that his salary be adjusted to Step 7 of the adjusted 1998 Pay Plan, which is $53,600.00. This would bring the Assistant City Engineer position within the Stanton Group 6 market base survey and also would be comparable salary to comparable nearby Cities. ALTERNATIVES: 1. Approve Resolution#5012 changing the Assistant City Engineer position to Grade K, and adjusting the current Assistant City Engineer salary to Step 7 of the adjusted 1998 Pay Plan, which would have an effective date of November 1, 1998. His new anniversary date would be November 1, 1998. 2. Do not approve a motion to adjust the Assistant City Engineer position and salary. 3. Table for additional information. RECOMMENDATION: Staff recommends Alternative No. 1. ACTION REQUESTED: 1. Offer Resolution No. 5012, a Resolution amending Resolution No. 5005, which adopted the adjusted 1998 pay schedule for the officers and non-union employees of the city of Shakopee, and move its adoption. 2. Approve a motion to adjust the current Assistant City Engineer salary to Step 7 of Grade K of the amended adjusted 1998 Pay Plan with an effective date of November 1, 1998. Bruce Loney Public Works rector BL/pmp PAYPLAN cc: Marilyn Remer, Payroll/Benefits Coordinator RESOLUTION NO. 5012 A RESOLUTION AMENDING RESOLUTION NO. 5005,WHICH ADOPTED THE ADJUSTED 1998 PAY SCHEDULE FOR THE OFFICERS AND NON- UNION EMPLOYEES OF THE CITY OF SHAKOPEE WHEREAS, on December 2, 1997, the City Council of the City of Shakopee, Minnesota, adopted Resolution No. 4799, approving the 1998 Pay Schedule for the Officers and Non-union Employees of the City of Shakopee; and WHEREAS,on October 20, 1998,the City Council of the City of Shakopee, Minnesota, adopted Resolution 5005, which amended Resolution No. 4799 in order to adopt an Adjusted 1998 Pay Plan splitting grades due to market conditions and other circumstances; and WHEREAS, certain market conditions and circumstances have changed to make it desirous to amend the Adjusted 1998 Pay Schedule for Officers and Non-Union Employees of the City of Shakopee at this time to upgrade the position of Assistant City Engineer to Grade K of the Adjusted 1998 Pay Plan as adopted by Resolution No. 5005. NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA,that the attached schedule of the Adjusted 1998 Pay Plan for Officers and Non-union Employees is hereby amended to include the classification of Assistant City Engineer in Grade K and hereby deleted from Grade J. Adopted in session of the City of Shakopee, Minnesota,held this day of , 1998. Mayor of the City of Shakopee ATTEST: City Clerk CITY OF SHAKOPEE Adjusted 1998 Pay Plan 1 1998 Step Step Step Step _ Step Step Step Market Title Grade 1 2 3 4 5 6 7 8 Adjustment City Administrator Q $65,104 $67,429 $69,754 $72,079 $74,404 $76,729 $79,054 $81,379 Unused grade P $61,153 $63,337 $65,521 $67,705 $69,889 $72,073 $74,257 $76,441 Police Chief 0 $57,202 $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502 PW Dir/Eng. 0 $57,202 $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502 Corn.Dev.Dir. N $53,716 $55,635 $57,553 $59,471 $61,390 $63,308 $65,226 $67,145 Finance Director N $53,717 $55,635 $57,553 $59,472 $61,390 $63,308 $65,227 $67,145 Unused M $50,230 $52,024 $53,818 $55,612 $57,406 $59,199 $60,993 $62,787 City Engineer L $47,186 $48,871 $50,556 $52,242 $53,927 $55,612 $57,297 $58,982 Deputy Chief L $47,186 $48,871 $50,556 $52,241 $53,926 $55,611 $57,296 $58,982 $ 60,600 Park&Rec.Dir. L $47,186 $48,871 $50,556 $52,242 $53,927 $55,612 $57,297 $58,982 $ 49,479 Asst City Eng K $44,141 $45,718 $47,294 $48,870 $50,447 $52,023 $53,600 $55,176 EDA Coordinator J $41,446 $42,926 $44,406 $45,886 $47,367 $48,847 $50,327 $51,807 Building Official I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 PW Supervisor I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Project Coordinator I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Accountant III I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Planner II I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Facility Mgr I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 City Clerk I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Bldg Inspector H $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 Eng Tech IV H $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 Recreation Super II H $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 Payroll Benefits Coord G $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 PlannerI G $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Eng Tech III G $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Unused grade F $31,895 $33,034 $34,173 $35,312 $36,451 $37,590 $38,729 $39,868 Executive Secretary E $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Recreation SuperI E $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Eng Tech II E $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Planning Tech D $27,967 $28,965 $29,964 $30,963 $31,962 $32,960 $33,959 $34,958 Secretary D $27,967 $28,965 $29,964 $30,963 $31,962 $32,960 $33,959 $34,958 Accounting Clerk C $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Clerk Typist II C $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Police Records Tech C $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Office Service Wkr B $24,528 $25,403 $26,279 $27,155 $28,031 $28,907 $29,783 $30,659 Customer Sery Rep A $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 Bldg Maintenance Wkr A $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 10/30/98 CITY OF SHAKOPEE 1998 Pay Plan 1998 Step Step Step Step Step Step Step Step Lump Title Grade 1 2 3 4 5 6 7 City Administrator P $65,104 $67,429 $69,754 $72,079 $74,404 $76,729 $79,054 $81,379 Sum Police Chief 0 $57,202 $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502 PW Dir/Eng. 0 $57,202 $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502 Com.Dev.Dir. N $50,230 $52,024 $53,818 $55,612 $57,406 . $59,199 $60,993 $62,787 Finance Director N $50,230 $52,024 $53,818 $55,612 '$57,406 - $59,199 $60,993 $62,787 $ 1,205 Deputy Chief M $44,141 $45,718 $47,294 $48,870 $50,447 $52,023 $53,600 $55,176 $ 344 Park&Rec.Dir. M $44,141. $45,718 $47,294 $48$70 - $50,447 $52,023 $53,600 $55,176 * Asst.City Eng. L $38,750 $40,134 $41,518 $42,902" $44,285 $45,669 $47,053 $48,437 Facility Manager L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 -$47,053 $48,437 EDA Coordinator L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Planner II L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 City Clerk L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Accountant 3 L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 B Official K $36,380 $37,679 $38,978 $40,277 $44;576 $42,876 $44,175 $45,474 Pro.1ectCoord• K $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 PW Supervisor K $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 Tech III J $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Tech IV .1 $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Inspector J $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 $ 1,072 Rec.Supervisor II 3 $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Payroll/Benefits 3 $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Plannerl J $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Exec Sec I $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Tech II I $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Rec.Supervisor I I $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Planning Tech H $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Secretary . H $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Acct.Clerk H $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 ClerkTypII H $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Clerk Typ I G $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 Clerk TypI G $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 Cust.Sery G $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 Not Used F $20,065 $20,782 $21,498 $22,215 $22,931 $23,648 $24,364 $25,081 Custodian E $17,555 $18,182 $18,809 $19,436 $20,063 $20,690 $21,317 $21,944 $ 146 Not Used D $15,371 $15,920 $16,469 $17,018 $17,567 $18,116 $18,665 $19,214 Not Used C $13,465 $13,946 $14,427 $14,908 $15,388 $15,869 $16,350 $16,831 Not Used B $11,745 $12,164 $12,584 $13,003 $13,423 $13,842 $14,262 $14,681 Not Used A $10,258 $10,624 $10,990 $11,357 $11,723 $12,089 $12,456 $12,822 10/9/98 98PAYPLN.XLS • CITY OF SHAKOPEE Adjusted 1998 Pay Plan • 1998 Step Step Step Step Step Step Step Market Title Grade 1 2 3 4 5 6 7 8 Adjustment City Administrator •Q $65,104 $67,429 $69,754 $72,079 $74,404 $76,729 $79,054 $81,379 Unused grade P $61,153 $63,337 $65,521 $67,705 $69,889 $72,073 $74,257 $76,441 Police Chief 0 $57,202 PW Dir/Eng. 0 � $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502 $57,202 $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502- Com.Dev.Dir. N $53,716 $55,635 $57,553 $59,471 $61,390 $63,308 $65,226 - Finance Director N $53,717 $67,145 Unused � $55,635 $57,553 $59,472 $61,390 $63,308 $65,227 _ $67 145 M $50,230 $52,024 $53,818 $55,612 $57,406 $59,199 $60,993 $62,787 City Engineer L. $47,186 $48,871 $50,556 $52,242 $53,927 $55,612 $57,297 $58,982 • Deputy Chief L $47,186 $48,871 $50,556 $52,241 $53,926 $55,611 $57,296 $58,982 $ 60,600 Park&Rec.Dir. L $47,186 $48,871 $50,556 $52;242 $53,927 $55,612 $57,297 _ $58,982 $ 49,479 Unused grade K $44,141 $45,718 $47,294 $48,870 $50,447 $52,023 $53,600 $55,176 *Asst Eng J $41,446 $42,926 $44,406 $45,886 $47,366 $48;846 $50,326 $51,807 EDA Coordinator J $41,446 $42,926 $44,406 $45,886 $47,367 $48,847 $50,327 $51,807 Building Official I. $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 PW Supervisor I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 • Project Coordinator I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Accountant III I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Planner Il I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Facility Mgr I $38,750 $40,134 -$41,518 $42,902 $44,285 $45,669 $47,053 $48,437 City Clerk I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Bldg Inspector H $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 .$44,175 $45,474 Eng Tech IV H $36,380 $37,679 $38;978 $40,277 $41,576 $42,876 $44,175 $45,474 Recreation Super II H $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 Payroll Benefits Coord G $34,009 $35,224. $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 PlannerI G $34,009 $35,224 $36,438 $37,653 • $38,867 $40,082 $41,296 $42,511 Eng Tech III •G $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Unused grade F $31,895 8 $33,034- $34,173 $35,312 $36,451 $37,590 $38,729 $39,868 Executive Secretary E $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Recreation Super I E $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Eng Tech II E $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Planning Tech D $27,967 $28,965 $29,964 $30,963 $31,962 $32,960 $33,959 $34,958 Secretary D $27,967 $28,965 $29,964 $30,963'. $31,962 $32,960 $33,959 $34,958 Accounting Clerk C $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 ;31,758 $32,692 Clerk Typist ll C $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Police Records Tech C $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Office Service Wkr B $24,528 $25,403 $26,279. $27,155 $28,031 $28,907 $29,783 $30,659 Customer Sery Rep A $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 Bldg Maintenance Wkr A $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 • • • • 10/20/98 98 stanton-2 1998 1998 1998 Adjusted Salary Stanton Stanton Difference Percentage Position Max Job No Max Exempt Step 8 Group 6 Group 6 City Administrator $ 81,400 175 $ 81,800 $ (400) -0.49% PW Director/City Engineer $ 71,502 12 $ 71,100 $ 402 0.56% Police Chief $ 71,502 58 $ 69,700 $ 1,802 2.52% Community Dev Director $ 67,145 164 $ 64,000 $ 3,145 4.68% Finance Director $ 67,145 88 $ 68,800 $ (1,655) -2.46% Deputy Police Chief $ 58,982 57 $ 60,600 $ (1,618) -2.74% Park&Rec Director $ 58,982 124 $ 62,700 $ (3,718) -6.30% City Engineer A/c-r 2.1 se_A. $ 58,982 29 $ 66,100 $ (7,118) -12.07% . Asst City Engineer $ 55,176 28 $ 56,500 $ (1,324) -2.40% Rec Facility Mgr $ 48,437 123 $ 48,200 $ 237 0.49% EDA Coordinator $ 51,807 no match Planner II $ 48,437 161/162 $ 48,400 $ 37 0.08% City Clerk $ 48,437 168 $ 48,156 $ 281 0.58% Non-exempt $ - Building Official $ 48,437 33 Non-supv $ 47,700 $ 737 1.52% Project Coordinator $ 48,437 23 all Sr Tech $ 47,050 $ 1,387 2.86% (Group 5&6) PW Supervisor $ 48,437 10 $ 47,600 $ 837 1.73% Accountant III $ 48,437 85 $ 47,200 $ 1,237 2.55% Bldg Inspector $ 45,474 31 $ 45,427 $ 47 0.10% Eng Tech IV $ 45,474 23 $ 45,115 $ 359 0.79% Planner I $ 42,511 160 $ 41,100 $ 1,411 3.32% Payroll/Benefits Coord $ 42,511 no match Rec Supervisor II $ 45,474 121 $ 45,800 $ (326) -0.72% Eng Tech III $ 42,511 22 $ 41,142 $ 1,369 3.22% Executive Secretary $ 37,224 98 $ 38,501 $ (1,277) -3.43% Recreation Supervisor I ** $ 37,224 120 $ 32,300 $ 4,924 13.23% Eng Tech II $ 37,224 21 $ 36,837 $ 387 1.04% Mechanic $ 37,224 9 $ 37,565 $ (341) -0.92% Leadpersons $ 37,224 no match Maint Worker $ 34,958 3/5/7 $ 35,984 $ (1,026) -2.93% Planning Technician $ 34,958 no match Secretary $ 34,958 97 $ 33,717 $ 1,241 3.55% Accounting Clerk $ 32,692 78 $ 31,803 $ 889 2.72% Police Records Technician $ 32,692 ***96 $ 31,221 $ 1,471 4.50% Office Sery Worker $ 30,659 *91 $ 29,973 $ 686 2.24% Customer Sery Rep $ 28,625 94/91 $ 28,309 $ 316 1.10% Maintenance(Custodian) $ 28,625 1 $ 29,411 $ (786) -2.75% *Office Service Worker more correctly reflect market for former Clerk Typist I **Recreation Supervisor I was slotted at time of hire 6/98-4 city market comparison Note: Per LRA market for Recreation positions is difficult to compare ***Former Clerk Typist II compared to Stanton No 96 to be consistant with assigned Benchmark Sec B 10/30/98 Page 1 /5, 5. .2 . ,b . CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Tech III Reclassification for Michael Huber DATE: November 4, 1998 INTRODUCTION: The Council is asked to approve a promotion from Engineering Technician II to Technician III for Michael Huber. BACKGROUND: In the 1999 Budget for the Engineering Department, it is proposed to promote Michael Huber from an Engineering Tech II position to an Engineering Tech III position. Mr. Huber has been an Engineering Tech II since April 23, 1993 for the City of Shakopee and has 5 1/2 years experience total as a Civil Engineering technician and seven years experience in the construction trade field. Mr. Huber, over the years, has increased his job skills and abilities in many areas and is warranting the promotion. The main areas of increased skills and abilities are as follows: • CADD operator for the City's computer aid drafting and design. • Project designer of public improvement projects. • Calculates assessments for the City of Shakopee. • Lead Inspector on several construction projects. This is a summary of the skills and abilities that I believe that meet the Tech. III position, particularly in the areas of CADD operation, project design, cost estimating, inspection responsibilities and bid proposals for City projects. Mr. Huber has grown in his abilities and has taken on more responsibilities in the field and office and thus, in my opinion, warrants a promotion to Engineering Technician III. The City's Engineering Department currently has a vacant Tech IV position, no Engineering Tech III and three Engineering Tech II employees. The two other Engineering Tech II employees do not have enough experience to qualify for an Engineering Tech III position as yet. Staff believes this promotion is warranted and requests that Council consider this action now due to the high demand of experienced engineering technicians from other cities and consultant firms. BUDGET IMPACT: Due to the departure of John DeLacey who was an Engineering Tech IV, the engineering budget impact will not be impacted by this promotion for 1998. Staff is recommending that Michael Huber be promoted to Engineering Technician III at Step 5 of the adjusted 1998 pay plan effective November 1, 1998 and upon a successful 6 months probationary period, receive an adjustment in pay to Step 6 and his anniversary date would be the date of completing his probation period for Engineering Technician III. RECOMMENDATION: Staff recommends that Michael Huber be promoted to Engineering Technician III and a pay adjustment to Step 5 of the 1998 adjusted pay plan effective November 1, 1998 and to Step 6 after a successful 6 month probationary period. If approved, the date of successful probation period would then be Michael's new anniversary date. ACTION REQUIRED: If the Council concurs, it should,by motion,authorize the promotion of Michael Huber to Engineering Technician III, effective November 1, 1998 at Step 5 of the 1998 adjusted pay plan and to Step 6 after a successful six month probationary period and with a new anniversary date after a successful probation period. Aeg %we• ' Bruce Loney / Public Works Director BL/pmp HUBER ,C ,�C CITY OF SHAKOPEE /v, i` ' 2 • C Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Position Reclassification- Custodian/Building Maintenance Worker DATE: October 29, 1998 INTRODUCTION: The Council is asked to consider the reclassification of the Custodian position to Building Maintenance Worker. BACKGROUND: As part of the investigation of the pay plan recently enacted by the City Council, individual job descriptions were examined for their relevance to the jobs actually being performed by certain employees. One of the positions which appears to be significantly out of date is the"Custodian". This position description was last updated in October, 1983. At that time,the Custodian did actual cleaning, and was also the leadworker responsible for a couple of part time custodians who maintained other City buildings. However, in recent years, all custodial work is done by contracted cleaners, and that full time custodial position has assumed responsibilities significantlydifferent then that of cleaning. The existing incumbent, Charlie Fuller, is responsible for HVAC on all City buildings, repair work to buildings and furnishings, and general oversight and trouble shooting of problems at City Hall, the Police Department, Library, and, when called upon,the Community Center. (Note that the position tentatively budgeted for 1999 as Assistant Facility Manager at the Community Center will somewhat reduce, but not eliminate the assistance that Mr. Fuller has been providing that building- it is still expected that he will be the primary maintenance person two days per week.) ANALYSIS: There are few similar positions to which to compare in the Stanton Survey. Staff looked at the skill level needed, and how that compared relatively with other positions within the City. It is our recommendation that a new`Building Maintenance Worker"position be established on new grade A(which translates to old Grade G on the 1998 Pay Plan). The Custodian's current position- old Grade E, is no longer applicable. CHARLIE.DOC Attached is the new Play Plan, effective November 1st. Under this proposal, Mr. Fuller would go from the previous $21,944 as the top step,plus a$146 lump sum in 1998,to a slotted position in the new plan. Our suggestion is that he be given consideration for market, and started at Step 3, $24,536. Note that as this is a reclassification,the normal method of slotting at the next step above where the employee had been making is not applicable. Again, because of the significant difference in market for this job, we feel that the step 3 is warranted. BUDGET IMPACT: The names needed for changes for both this year, and next year, are available in the proposed budget. RECOMMENDATION: We recommend that the Council approve the following items: 1. New job description for"Building Maintenance Worker". 2. Reclassify Charles Fuller as `Building Maintenance Worker",to be slotted at Step 3 of Pay Grade A, of the Pay Plan to be effective November 1, 1998. November 1st would be his new anniversary date. ACTION REQUIRED: If the Council concurs, it should,by motion, approve the following: 1. Building Maintenance Worker job description. 2. Reclassification of Charles Fuller to Building Maintenance Worker, to be paid at Step 3, Grade A of the recently revised 1998 Pay Plan, effective November 1st. (14 joujitA Mark McNeill City Administrator MM:tw CHARLIE.DOC CITY OF SHAKOPEE 1998 Pay Plan 1998 Step Step Step Step Step Step Step Step Lump Title Grade 1 2 3 4 5 6 7 8 Sum City Administrator P $65,104 $67,429 $69,754 $72,079 $74,404 $76,729 $79,054 $81,379 Police Chief 0 $57,202 $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502 PW Dir/Eng. 0 $57,202 $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502 Corn.Dev.Dir. N $50,230 $52,024 $53,818 $55,612 $57,406 $59,199 $60,993 $62,787 Finance Director N $50,230 $52,024 $53,818 $55,612 $57,406 $59,199 $60,993 $62,787 $ 1,205 Deputy Chief M $44,141 $45,718 $47,294 $48,870 $50,447 $52,023 $53,600 $55,176 $ 344 Park&Rec.Dir. M $44,141 $45,718 $47,294 $470 _ $50,447 $52,023 $53,600 $55,176 Asst.City Eng. L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 FacilityManager L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 EDA Coordinator L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Planner II L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 City Clerk L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Accountant 3 L $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 B Official K $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 ProjectCoord. K $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 PW Supervisor K $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 Tech DI J $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Tech IV J $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Inspector J $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 $ 1,072 Rec.Supervisor II J $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Payroll/Benefits J $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 PlannerI J $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Exec Sec I $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Tech II I $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Rec.Supervisor I I $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Planning Tech H $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Secretary H $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Acct.Clerk H $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Clerk Typ II H $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Clerk TypI G $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 Clerk Typ I G $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 Cust.Sery G $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 Not Used F $20,065 $20,782 $21,498 $22,215 $22,931 $23,648 $24,364 $25,081 Custodian E $17,555 $18,182 $18,809 $19,436 $20,063 $20,690 $21,317 $21,944 $ 146 Not Used D $15,371 $15,920 $16,469 $17,018 $17,567 $18,116 $18,665 $19,214 Not Used C $13,465 $13,946 $14,427 $14,908 $15,388 $15,869 $16,350 $16,831 Not Used B $11,745 $12,164 $12,584 $13,003 $13,423 $13,842 $14,262 $14,681 Not Used A $10,258 $10,624 $10,990 $11,357 $11,723 $12,089 $12,456 $12,822 10/9/98 98PAYPLN.XLS 98 STANTON ACTUAL 1998 1998 1998 Salary Stanton Stanton Differe e Percentage Position Max Job No Max Exempt Step 8 Group 6 Group 6 City Administrator $ 81,379 174 $ 81,800 $ (421) -0.52% PW Director/City Engineer $ 71,502 12 $ 71,100 402 0.56% Police Chief $ 71,502 58 $ 69,700 $ 1,802 2.52% Community Dev Director $ 62,787 164 $ 64,0'• $ (1,213) -1.93% Finance Director $ 62,787 88 $ 68,,00 $ (6,013) -9.58% Deputy Police Chief $. 55,176 57 $ 6',600 $ (5,424) -9.83% Park&Rec Director $ .5,176 124 $ .2,700 $ (7,524) -13.64% Asst City Engineer $ 4',437 28 $ 56,500 $ (8,063) -16.65% Rec Facility Mgr $ 48,,37 123 $ 48,200 $ 237 0.49% EDA Coordinator $ 48,,47 no match Planner II $ 48,4 v 161/162 48,400 $ 37 0.08% City Clerk $ 48,43 168 $ 48,156 $ 281 0.58% Non-exempt $ - Building Official $ 45,474 33 Non-su. $ 47,700 $ (2,226) -4.90% PW Supervisor $ 45,474 10 $ 47,600 $ (2,126) -4.68% Accountant III $ 48,437- 85 $ 47,200 $ 1,237 2.55% Bldg Inspector $ 42,511 31 $ 45,427 $ (2,916) -6.86% Eng Tech IV $ 42,511 23 $ 45,115 $ (2,604) -6.13% Planner I $ 42,511 160 $ 41,100 $ 1,411 3.32% Payroll/Benefits Coord $ 42,511 no atch Rec Supervisor II $ 42,511 21 $ 45,800 $ (3,289) -7.74% Eng Tech III $ 42,511 $ 41,142 $ 1,369 3.22% Executive Secretary $ 37,224 9: $ 38,501 $ (1,277) -3.43% Recreation Supervisor I $ 37,224 120 $ 32,300 $ 4,924 13.23% Eng Tech II $ 37,22, 21 36,837 $ 387 1.04% Planning Technician $ 32,6• no match Secretary $ 32,-92 . Sec A`97 $ 33,717 $ (1,025) -3.13% Accounting Clerk $ 3-,692 78 $ 31,803 $ 889 2.72% Clerk Typist II $ ,692 91 $ 29,973 $ 2,719 8.32% Customer Sery Rep $ 28,625 94/91 $ '8,309 $ 316 1.10% Clerk Typist I $ 28,625 90 $ 2 ,898 $ 3,727 13.02% Custodian $ 21,944 1 $ 29,,11 $ (7,467) -34.03% 10/9/98 Page 1 98 STANTON ACTUAL 1998 1998 1998 Salary Stanton Stanton Difference Percentage Position Max I Job No Max Exempt Step 8 Group 6 Group 6 City Administrator $ 81,379 174 $ 81,800 $ (421) -0.52% PW Director/City Engineer $ 71,502 12 $ 71,100 $ 402 0.56% Police Chief $ 71,502 58 $ 69,700 $ 1,802 2.52% Community Dev Director $ 62,787 164 $ 64,000 $ (1,213) -1.93% Finance Director $ 62,787 88 $ 68,800 $ (6,013) -9.58% Deputy Police Chief $ 55,176 57 $ 60,600 $ (5,424) -9.83% Park&Rec Director $ 55,176 124 $ 62,700 $ (7,524) -13.64% Asst City Engineer $ 48,437 28 $ 56,500 $ (8,063) -16.65% Rec Facility Mgr $ 48,437 123 $ 48,200 $ 237 0.49% EDA Coordinator $ 48,437 no match Planner II $ 48,437 161/162 $ 48,400 $ 37 0.08% City Clerk $ 48,437 168 $ 48,156 $ 281 0.58% Non-exempt $ - Building Official $ 45,474 33 Non-supv $ 47,700 $ (2,226) -4.90% PW Supervisor $ 45,474 10 $ 47,600 $ (2,126) -4.68% Accountant III $ 48,437- 85 $ 47,200 $ 1,237 2.55% Bldg Inspector $ 42,511 31 $ 45,427 $ (2,916) -6.86% Eng Tech IV $ 42,511 23 $ 45,115 $ (2,604) -6.13%, Planner I $ 42,511 160 $ 41,100 ' $ 1,411 3.32% Payroll/Benefits Coord $ 42,511 no match Rec Supervisor II $ 42,511 121 $ 45,800 $ (3,289) -7.74% Eng Tech III $ 42,511 22 $ 41,142 $ 1,369 3.22% Executive Secretary $ 37,22498 $ 38,501 $ (1,277) -3.43% Recreation Supervisor I $ 37,224 � 120 $ 32,300 $ 4,924 13.23% Eng Tech II $ 37,224 21 $ 36,837 $ 387 1.04% Planning Technician $ 32,692 no match Secretary $ 32,692 . . Sec A*97 $ 33,717 $ (1,025) -3.13% Accounting Clerk $ 32,692 78 $ 31,803 $ 889 2.72% Clerk Typist II $ 32,692 91 $ 29,973 $ 2,719 8.32% Customer Sery Rep $ 28,625 , 94/91 $ 28,309 $ 316 1.10% Clerk Typist I $ 28,625 90 $ 24,898 $ 3,727 13.02% Custodian $ 21,944 1 $ 29,411 $ (7,467) -34.03% 10/9/98 Page 1 CITY OF SHAKOPEE Adjusted 1998 Pay Plan 1998 Step Step Step Step Step Step Step Market Title Grade 1 2 3 4 5 6 7 8 Adjustment City Administrator .Q $65,104 $67,429 $69,754 $72,079 $74,404 $76,729 $79,054 $81,379 Unused grade P $61,153 $63,337 $65,521 $67,705 $69,889 $72,073 $74,257 $76,441 Police Chief 0 $57,202 $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502 PW Dir/Eng. 0 $57,202 $59,245 $61,288 $63,331 $65,374 $67,416 $69,459 $71,502 Corn.Dev.Dir. N $53,716 $55,635 $57,553 $59,471 $61,390 $63,308 $65,226 $67,145 Finance Director N $53,717 $55,635 $57,553 $59,472 $61,390 $63,308 $65,227 $67,145 Unused M $50,230 $52,024 $53,818 $55,612 $57,406 $59,199 $60,993 $62,787 City Engineer L. $47,186 $48,871 $50,556 $52,242 $53,927 $55,612 $57,297 $58,982 Deputy Chief L $47,186 $48,871 $50,556 $52,241 $53,926 $55,611 $57,296 $58,982 $ 60,600 Park&Rec.Dir. L $47,186 $48,871 $50,556 $52;242 $53,927 $55,612 $57,297 $58,982 $ 49,479 Unused grade K $44,141 $45,718 $47,294 $48,870 $50,447 $52,023 $53,600 $55,176 Asst Eng .1 $41,446 $42,926 $44,406 $45,886 $47,366 $48;846 $50,326 $51,807 EDA Coordinator J $41,446 $42,926 $44,406 $45,886 $47,367 $48,847 $50,327 $51,807 Building Official I. $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 PW Supervisor I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Project Coordinator I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Accountant III I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Planner II I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Facility Mgr - I $38,750 $40,134 -$41,518 $42,902 $44,285 $45,669 $47,053 $48,437 City Clerk I $38,750 $40,134 $41,518 $42,902 $44,285 $45,669 $47,053 $48,437 Bldg Inspector H $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 EngTechlV H $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 Recreation Super II H $36,380 $37,679 $38,978 $40,277 $41,576 $42,876 $44,175 $45,474 Payroll Benefits Coord G $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 PlannerI G $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Eng Tech III •G $34,009 $35,224 $36,438 $37,653 $38,867 $40,082 $41,296 $42,511 Unused grade F $31,895 $33,034- $34,173 $35,312 $36,451 $37,590 $38,729 $39,868 Executive Secretary E $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Recreation Super I E $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Eng Tech II E $29,780 $30,843 $31,907 $32,970 $34,034 $35,097 $36,161 $37,224 Planning Tech D $27,967 $28,965 $29,964 $30,963 $31,962 $32,960 $33,959 $34,958 Secretary D $27,967 $28,965 $29,964 $30,963 $31,962 $32,960 $33,959 $34,958 Accounting Clerk C $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Clerk Typist II C $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Police Records Tech C $26,154 $27,088 $28,022 $28,956 $29,890 $30,824 $31,758 $32,692 Office Service Wkr B $24,528 $25,403 $26,279 $27,155 $28,031 $28,907 $29,783 $30,659 Customer Sery Rep A $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 Bldg MaintenanceWkr A $22,900 $23,718 $24,536 $25,354 $26,172 $26,989 $27,807 $28,625 10/20/98 98 stanton-2 1998 1998 1998 Adjusted Salary Stanton Stanton Difference Percentage Position Max Job No Max Exempt Step 8 Group 6 Group 6 City Administrator $ 81,400 175 $ 81,800 $ (400) -0.49% PW Director/City Engineer $ 71,502 12 $ 71,100 402 0.56% Police Chief $ 71,502 58 $ 69,700 $ 1,802 2.52% Community Dev Director $ 67,145 164 $ 64,001 $ 3,145 4.68% Finance Director $ 67,145 88 $ 68,8'40 $ (1,655)- -2.46% Deputy Police Chief $. 8,982 57 $ 60 .00 $ (1,618) -2.74% Park& Rec Director $ ' :,982 124 $ .x,700 $ (3,718) -6.30% City Engineer $ 5: 982 29 $ .6,100 $ (7,118) -12.07% Asst City Engineer $ 51,:07 28 $ . 56,500 $ (4,693) -9.06% Rec Facility Mgr $ 48,4 7 123 $ 48,200 $ 237 0.49% EDA Coordinator $ 51,80 no match Planner II $ 48,437 161/162 48,400 $ 37 0.08% City Clerk $ 48,437 16: $ 48,156 $ 281 0.58% Non-exempt $ - Building Official $ 48,437 ,3 Non-su,v $ 47,700 $ 737 . 1.52% PW Supervisor $ 48,437- 10 $ 47,600 $ 837 1.73% Accountant III $ 48,437 85 $ 47,200 $ 1,237 2.55% Bldg Inspector $ 45,474 31 $ 45,427 $ 47 0.10% Eng Tech IV $ 45,474 23 $ 45,115 $ 359 0.79%' Planner I $ 42,511 +60 $ 41,100 $ 1,411 3.32% Payroll/Benefits Coord $ 42,511 no ma, Rec Supervisor II $ 45,474 12 $ 45,800 $ (326) -0.72% Eng Tech III $ 42,511 22 $ 41,142 $ 1,369 3.22% Executive Secretary $ 37,224 98 38,501 $ (1,277) -3.43% Recreation Supervisor I ** $ 37,224 120 $ 32,300 $ 4,924 13.23% OR Recreation Supervisor I? $ 34,958 120 $ 32,300 $ 2,658 7.60% Eng Tech II $ 37,224 21 $ 36,837 $ 387 1.04°/a Planning Technician $ 34,95 no match Secretary $ 34,9 8 Sec A*97 $ 3 717 $ 1,241 3.55% Accounting Clerk $ 32, 92 78 $ 31,;03 $ 889 2.72%' Clerk Typist II (Police Clerk) $ 3 92 *91 $ 29,9.3 $ 2,719 8.32% Office Sery Worker $ 3 ,659 *91 $ 29,9 , $ 686 2.24% Customer Sery Rep $ 8,625 94/91 $ 28,309 $ 316 1.10% Maintenance(Custodian) $ 28,625 1 $ 29,411 (786) -2.75% *Office Service Worker is an option t combine all Clerk Typist I &II to more correc, reflect market **Recreation Supervisor I was slott at time of hire 6/98-4 city market comparison Note: Per LRA market for Recreaf n positions is difficult to compare 10/9/98 Page 1 98 stanton-2 1998 1998 1998 Adjusted Salary Stanton Stanton Difference Percentage Position Max Job No Max Exempt Step 8 Group 6 Group 6 City Administrator $ 81,400 175 $ 81,800 $ (400) -0.49% PW Director/City Engineer $ 71,502 12 $ 71,100 $ 402 0.56% Police Chief $ 71,502 58 $ 69,700 $ 1,802 2.52% Community Dev Director $ 67,145 164 $ 64,000 $ 3,145 4.68% Finance Director $ 67,145 88 $ 68,800 $ (1,655)-- -2.46% Deputy Police Chief $. 58,982 57 $ 60,600 $ (1,618) -2.74% Park& Rec Director $ 58,982 124 $ 62,700 $ (3,718) -6.30% City Engineer $ 58,982 29 $ 66,100 $ (7,118) -12.07/0- Asst 12.07%Asst City Engineer $ 51,807 28 $ . 56,500 $ (4,693) -9.06% Rec Facility Mgr $ 48,437 123 $ 48,200 $ 237 0.49% EDA Coordinator $ 51,807 no match Planner II $ 48,437 161/162 $ 48,400 $ 37 0.08% City Clerk $ 48,437 168 $ 48,156 $ 281 0.58% Non-exempt $ - Building Official $ 48,437 33 Non-supv $ 47,700 $ 737 1.52% PW Supervisor $ 48,437- 10 $ 47,600 $ 837 1.73% Accountant III $ 48,437 85 $ 47,200 $ 1,237 2.55% Bldg Inspector $ 45,474 31 $ 45,427 $ 47 0.10% Eng Tech IV $ 45,474 23 $ 45,115 $ 359 0.79% Planner I $ 42,511 160 $ 41,100 $ 1,411 3.32%_ Payroll/Benefits Coord $ 42,511 no match Rec Supervisor II $ 45,474 121 $ 45,800 $ (326) -0.72% Eng Tech Ill $ 42,511 22 $ 41,142 $ 1,369 3.22% Executive Secretary $ 37,224 98 $ 38,501 $ (1,277) -3.43% Recreation Supervisor I ** $ 37,224 120 $ 32,300 $ 4,924 13.23% OR Recreation Supervisor I? $ 34,958 120 $ 32,300 $ 2,658 7.60% Eng Tech II $ 37,224 21 $ 36,837 $ 387 1.04% Planning Technician $ 34,958 no match Secretary $ 34,958 Sec A*97 $ 33,717 $ 1,241 3.55% Accounting Clerk $ 32,692 78 $ 31,803 $ 889 2.72% Clerk Typist II (Police Clerk) $ 32,692 *91 $ 29,973 $ 2,719 8.32% Office Sery Worker $ 30,659 *91 $ 29,973 $ 686 2.24% Customer Sery Rep $ 28,625 94/91 $ 28,309 $ 316 1.10% Maintenance(Custodian) $ 28,625 1 $ 29,411 $ (786) -2.75% *Office Service Worker is an option to combine all Clerk Typist I &II to more correctly reflect market **Recreation Supervisor I was slotted at time of hire 6/98-4 city market comparison Note: Per LRA market for Recreation positions is difficult to compare 10/9/98 Page 1 Job Description Job Title: BUILDING MAINTENANCE WORKER Job Code: Employee Name: Division: Government Buildings Department: Administration Location: Shift: Reports To: City Administrator. FLSA Status: Nonexempt Prepared By: Mark McNeill Prepared Date: 10/98 Approved By: Approved Date: User-Defined 1: Salary Level: Grade A SUMMARY Keeps municipal buildings in clean and orderly condition and tends furnace,air conditioner,and boiler to provide heat,cool air,and hot water by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Maintains buildings,performing minor and routine painting,plumbing,electrical wiring,and other related maintenance activities. Washes windows and performs major cleaning such as light fixtures,ceiling tiles, etc. Installs ballasts in electrical light fixtures. Makes minor miscellaneous repairs including carpeting and furniture,and assembly of furniture; and occasional mounting of banners,bulletin boards, signage, etc. Fabricates shelving and displays. Performs bi-weekly chemical testing of boiler adding chemicals when appropriate. Regulates flow of fuel into automatic furnace. Replaces air conditioner filters. Notifies management concerning need for major repairs or additions to lighting,heating, and ventilating equipment. Cleans snow and debris from sidewalk. Page 1 Checks security on buildings before leaving. Rekeys locks as needed. Performs miscellaneous purchasing and pick-up for various city departments. Performs other related duties as required. 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 High school diploma or general education degree(GED);one to two years related experience and/or training; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.Ability to write routine reports and correspondence.Ability to speak effectively before groups of customers or employees of organization. REASONING ABILITY Ability to apply commonsense understanding to carry out instructions furnished in written,oral, or diagram form.Ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES,LICENSES,REGISTRATIONS Employee must possess valid Class C Minnesota Boilers License. Employee must possess valid Minnesota Drivers License. OTHER SKILLS AND ABILITIES Ability to work industriously without constant supervision.Ability to work well with fellow employees.Physically capable of performing cleaning required in a reasonable amount of time. 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;use hands to finger,handle,or feel objects,tools,or controls;reach with hands and arms; and talk or hear.The employee frequently is required to climb or balance and stoop,kneel,crouch,or crawl. The employee is occasionally required to sit and taste or smell. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision,distance vision,color vision,peripheral vision,depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this Page 2 I 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 frequently works near moving mechanical parts. The employee occasionally works in outside weather conditions and is occasionally exposed to toxic or caustic chemicals and risk of electrical shock. The noise level in the work environment is usually loud. Page 3 • /5- s CITY OF SHAKOPEE n Memorandum CON,- INT TO: Mayor and City Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJECT: 1998 Budget Amendment Resolution No. DATE: October 29, 1998 Introduction and Background: Several things have occurred during 1998 that warrant a change in the 1998 budget. The changes are 1) Storm cleanup revenue allocation 2) Reallocate funds from Unallocated - Insurance to Mayor - Professional services for Fiscal Impact Study 3) Transfer from the General Fund to the Debt Service Funds for cancelled levies resolution #4992 and Designated General Fund Fund Balance for 1991A Bonds 4) Reallocate Govemement Buildings - Maintenance to Park Maintenance to cover the cost of moving the flag pole in Memorial park 5) Increase budget for Scott Joint Prosecution Legal bills due to increased usage (Offset by Storm Revenue) 6) Reallocation of wages within Public Works Department, due to time actually spent 7) Increase operating supplies and capital equipment expenditures for hiring of Layne Otteson in the Engineering department. (Offset by Storm Revenue) 8) Reallocate Insurance budget to reflect changes in premium calculations. Item Division Account# Amount 1. Storm Cleanup- Rev Street 0431-3310 246,852 2. Fiscal Impact Study Unallocated 0911-4360 (10,000) Fiscal Impact Study Mayor 0111-4310 10,000 3. Debt Service Levies 1990A 9313-3920 135,209 Debt Service Levies 1991A 9314-3920 41,937 Debt Service Levies 1996A 9325-3920 64,861 Debt Service Levies 1997B 9327-3920 16,612 Debt Service Levies Gen Fund 9001-4721 258,619 Designate Fund Bal-GF 1991A 9314-3920 220,000 4. Flag Memorial Park Govt Bldgs 0181-4230 (1,500) Flag Memorial Park Park Maint 0622-4310 1,500 5. Scott Joint Prosecutions Legal 0163-4310 10,000 6. Reallocate PW Wages Street 0411-4101 (25,000) Reallocate PW Wages Street 0411-4121 (1,300) Reallocate PW Wages Street 0411-4122 (1,920) Reallocate PW Wages Park Maint 0621-4101 25,000 Reallocate PW Wages Park Maint 0621-4121 1,300 Reallocate PW Wages Park Maint 0621-4122 1,920 7. Eng New Employee Engineering 0411-4210 2,000 Eng New Employee Engineering 0411-4550 2,000 8. Insurance Allocation Park Maint 0621-4360 8,300 Insurance Allocation Govt Bldg 0181-4360 (4,000) Insurance Allocation Police 0311-4360 (2,000) Insurance Allocation Unallocated 0911-4360 (2,300) Recommendation: Adopt the budget amending resolution as prepared. Action: Offer Resolution No. 5008 a resolution amending Resolution No. 4803 adopting the 1998 Budget and move its adoption. Gregg Voxland Finance Director n:uxudget\98bud2 RESOLUTION No. 5008 A RESOLUTION AMENDING RESOLUTION 4803 ADOPTING THE 1998 BUDGET BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, COUNTY OF SCOTT, MINNESOTA, that the 1998 General Fund budget is amended as follows; Expenditures Division Amount Mayor $ 10,000 Unallocated (12,300) General Fund-Transfers 258,619 Govememnt Buildings (5,500) Park Maintenance 38,020 Legal 10,000 Street (28,220) Engineering 4,000 Police (2,000) Revenue Street- Federal-Storm Drainage 246,852 Debt Service-Transfers 478,619 Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 1998. Mayor of the City of Shakopee ATTEST: City Clerk /57:4". 5/„„ CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk SUBJECT: Developer's Agreement - Pheasant Run First Addition DATE: October 28, 1998 INTRODUCTION: The developer of Pheasant Run is asking that the letter of credit for the construction of Valley View Road not be required until a later phase of the development is final platted. BACKGROUND: The plat of Pheasant Run is a phased development. The first phase of Pheasant Run consists of about 25% of the total plat. The first phase also includes the dedication of 50 feet right of way for Valley View Road. It is customary to include in the developer's agreement the construction of all roads being dedicated. In the case of Valley View Road, it will eventually be constructed by the City and assessed to the benefiting properties. The developer's agreement requires that 75% of the estimate of the cost of improvements be provided to the City by means of a letter of credit or cash. This escrow deposit is to insure the payment of the special assessments as they become due. You may remember that in January of 1998, this amount was raised to the current 75% from the earlier 25% requirement. The developers of Southbridge were required to submit the 75% letter of credit for Southbridge Parkway, which is under construction. The developers of Longmeadow were also required to submit the 75% letter of credit for the future construction of Sarazin Street. They did submit the letter of credit in order to get the plat filed with the County, but because the construction is not contemplated for sometime, they too would like the City Council to consider not requiring the letter of credit at this time and returning the one on file with the City. DISCUSSION: With both Pheasant Run and Longmeadow, the first phase of each development does not abut the streets that will be constructed at some date in the future. The policy question is whether or not to require the 75% guarantee, to insure payment of the assessments when the street is built, to be placed on deposit with the City at this Developer's Agreement Developer's Agreement October 28, 1998 Page -2- time. This has become an issue with these two developments because the construction of the streets involved are not contemplated in the near future. This is compounded by the fact that the City now requires the 75% security as opposed to the 25% security that was accepted until this year, and the elimination of a third security option. The third security option allowed the developer to provide no security up front and in return the assessments were paid at 150% prior to the issuance of a certificate of occupancy for each building until two-thirds of the assessments were paid. The City Attorney advises that other Cities require the deposit at the time the development is platted, but they are not platted in phases so it is the City's only shot to obtain the guarantee. ALTERNATIVES: 1. Continue to require the 75% guarantee with the platting of the first phase when the road is dedicated. 2. Require only a percentage of the security with each phase which percentage reflects the percentage of the phase compared to the whole subdivision. 3 . Delay requiring guarantee until the platting of the last phase. 4. Require less than 75% guarantee. 4. Other RECOMMENDATION: Staff recommends that Council discuss the requests and advise staff of their desired approach. If the guarantee is required at the time of platting, the City is assured of having the guarantee whenever the street is constructed. If the guarantee is required at the time of the last phase, there is the risk that the last phase may not occur by the time the construction of the road is commenced. RECOMMENDED ACTION: Vote for or against the motions: 1. Approve the request of the developer and delay the deposit of the 75% letter of credit to insure the payment of special assessments for the construction of Valley View Road within Pheasant Run First Addition until the platting of the final phase. Developer's Agreement October 28, 1998 Page -3- 2. Approve the request of the developer and delay the deposit of the 75% letter of credit to insure the payment of special assessments for the construction of Sarazin Street within Longmeadow First Addition until the platting of the final phase. 3. Approve one of the other options. 4u Cis C erk ,,, ,/, //,of/./7fr, 00, i.; October 27, 1998 Mr.Mark McNeill City Administrator City of Shakopee 129 Holmes Street South Shakopee,MN 55379-1351 Re: Pheasant Run of Shakopee Valley View Road Improvements Dear Mr.McNeill: As you are aware,we are currently completing grading,roadways and utility installation for the First Addition of the above-referenced housing development project in the City. We have several very reputable builders working with us in our initial marketing and sales efforts and we will have families living in the project by early spring of 1999. Pheasant Run of Shakopee consists of approximately 265 lots. We plan to develop these lots for sale in four separate additions to allow us to recoup our development costs from lot sales by addition rather than having to finance the entire development at one time. There are 61 lots in Pheasant Run First Addition,and access to this addition is only possible through the existing Prairie Village and French Trace developments. The first Addition is located on the northernmost portion of our development. Pheasant Run Second Addition will consist of the next 62 lots to the south of the First Addition,and is bordered on the southern edge by Valley View Road. We anticipate grading, installing utilities and roadway work sometime late in 1999, depending entirely upon lot sales in the First Addition. The Third and Fourth Additions will follow later as lot sales warrant. It has been brought to our attention that the City may consider requesting that Pheasant Run of Shakopee,LLP provide it with a letter of credit for a future improvement project for Valley View Road. The purpose of the letter of credit would be to provide the City with assurance that funds necessary to pay our assessments for the road project would be available when the improvements are actually performed. Pheasant Run of Shakopee LI-P. 2500 West County Road 42 • Suite 11 • Burnsville,MN 55337 • (612)894-2440 • Fax(612)890-9281 http://www.PheasantRunHomes.com Mr.Mark McNeill City of Shakopee October 27, 1998 Page Two It is our understanding that the Valley View Road improvement project is currently part of the City's five-year improvement plan,but that no design engineering has yet been performed, and that no construction start or completion dates have yet been established. Given the phased development status of our project combined with the distant and uncertain schedule for the improvements to Valley View Road, we respectfully request that the City defer its request for financial security of any type for the Valley View Road improvements to a later addition of Pheasant Run of Shakopee. We request that this deferral continue at least until final design and construction plans are complete and a definitive schedule for the Valley View Road project is in place, and until our phased development has progressed to the point where access from Valley View Road is required and would benefit the development. During the deferral period,we will not utilize the Valley View Road access to Pheasant Run of Shakopee for resident or sales access to our development until such time as the City completes the road improvement project. Further,we will, of course,continue to cooperate with the City With regard to utility location and all other development issues and we will provide the required financial security for the Valley View Road improvement project consistent with the terms of this letter when requested by the City during development of the Second,Third or Fourth Additions to Pheasant Run of Shakopee. Thank you for your consideration of our request. We believe that it is a reasonable request given the early stage of our development and the relatively distant status of the road improvement project. Please call me with any questions. Sincerely, Shawn Dahl (. 1 I _ J L_ 8 FRENt.li TRACE AVENUE 8 1 --11 —1 ii 17;c7,7 - /S ...._ 601 -MIN (I) ark I I )..6. I M --... .118 P — 4 ovi # ,/, 6, -.. , 6 zl: •4,, :}-\ • ; q .f. _-5,, c,3 ) ''..P_\ _„(DIf-'%/14Z"--..rr•— 2=-\ ') el 4. .._.„4-., 4'. --N 7 \-;-,,,`-',;i-P,,A•.a i , q --' S/` ‘:c\ • • .."A ' it,:or„ x: qp. ——-- ,' C \'''\. / . $6 • --"" 'S6- 6' 0/ • 4: .% • ' csAz ii , --- ......- 3.90s, •IF , : , --., 13 , , 1,1 --- -''51155., ‘-',; _--SCliTi UNE OF THE SE 1/4 1. -141;2%' °F1/TE: nit../, OF NW t/4.SECTION 17 -- Niu -; 4.! 1 f ••A i '.."-PION1N UNE OF THE E 1/2 > 8 OF SW 1/4,SECTION 17 .,,„ 1,17 .70 ... _ / , /- t--4 :\‘ ‘ \1 V ',„7 ' X A . I vx , ---.1 . 14 t, -....xxk i 1 „I so „ i. ----4 ..1`-' 4,, lei; a -- ii ,a/-• ..,..... 7"........5t,--.--t,:j...„...... ......t. ...., ‘,..0,-' ----..72.;0-V.:4,..---, •,,I- SIWNSWO , I \\ ilit - ,-(.. - ill ' 8 5 \ : ---__...v,— --- 1-i r, •pti ,z -- c) --, __ g :,.4 k i -...,'4, .., * -4,"•''. •-4. . r,. :„, ..,..7. lit'. '', . 'A A 1 4 't' t N •-.. ,- 4 44 A 1. ct '... '' I 4,11,,,N40b I §V ,... I 4 ss. /1 OT 0 N \ 4 1,1 •s>.`..., . e 1 t: 1 i I , % I % ---- — 3— — 1314ThS —--N— 1 Centex Homes 12400 Whitewater Drive „ Suite 120 Minnetonka,MN 55343 August 25 1998 City of Shakopee Attn:Judy Cox 129 Holmes Street South Shakopee, MN 55379 Dear Judy: One of the conditions of plat approval for Longmeadow requires a financial guarantee be submitted for payment of assessments for 17th Avenue and Sarazin Street. As you know, 17th Avenue is being constructed by the City this fall and will provide access to the Longmeadow neighborhood, French Trace subdivision and the new school immediately to the east. 17th Avenue serves as the only access to Centex's site; therefor is clearly an improvement that will provide benefit. On the other hand, Sarazin Street is not being constructed at this time, except for the grading work Centex is completing in conjunction with grading of Longmeadow. The need to build Sarazin will arise when neighboring properties wish to develop. Herein lies the problem. Centex is securing future assessments for a street with a letter of credit that has no definitive timeline when the street improvement may occur. This requires Centex's credit line to be impacted for an indefinite period. Besides the financial concerns and general unknown of when a street will be constructed, there is most likely to be a question that will arise with every closing in Longmeadow. Typically, our customers ask to have the Developers Agreement released to clear up the title commitment. As you know, this is not an uncommon request and is most often accommodated, as long as the developer has performed the required obligations setforth in the developers agreement. In the case of Longmeadow, no lots will be allowed to be released until Sarazin is completed. This further complicates closings for both Centex and the City since you receive the calls from the title companies asking for the release from the developers agreement. In light of these concerns, I would request if the City Council could discuss the policy regarding retaining guarantees for future assessments of improvements that have not been scheduled. Please advise me when this item could be placed on a Council agenda for discussion. In the mean time Centex will be submitting the required guarantees to allow the recording of Longmeadow plat and not delay building construction. Submitting this information will be in protest of the City's policy to secure future assessments and if the Council changes the policy we would request to have the letter of credit reduced accordingly. Thank you for your assistance with these issues and I look forward to hearing back from you about the upcoming Council meeting to discuss the current policy. Sincerely, .-->dt 12 RECEIVED Steve Ach Land Development Manager AUG 261998 CITY OF SHAKOPEE ..- _ — ....... ... ? . .. -. — — MUM !War . , tq: ... . . .11 1 5 II It! ' is if. :I • • . t -I .. I 1 . 1 i 1 • Is. • 0 . i i. 1 .. . • i ..e.L.I.r,.:"-- 3111 ....-- •7•41101 . 13 Ilff • ' 300,.., 0 MI T 11 i .1 IE it c 14 - r 1 ••1 11 ) .1 . •i It; ..., 7.• c."'''40. i • 1,11 1-1 ill 1 - i 1 - t ;4 :i Is \_...:....rj 1...,.....1 . ........ l• • r•i • r • „ . ._..... .. ._......, 0 . ,......j; - - I 4/ • t I 1! , . CITY OF SHAKOPEE Memorandum / TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Pending Labor Negotiations DATE: October 29, 1998 I will be meeting with the Public Works bargaining unit on Monday,November 2nd. If there is anything that comes from that meeting of which you need to aware, I will request that you go into closed session, as authorized by State law. ' (UutioH AkitO Mark McNeill City Administrator MM:tw Documentl.I CITY OF SIIAKOPEE ,, �. -- 4-- Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Valley Haven Update DATE: November 4, 1998 I spoke with new Valley Haven owner Phil Johnson on November 3rd. He had just returned from a trip to Japan. He affirmed my earlier understanding that the meeting that he had had with Valley Haven residents on October 10th was a positive one. However, sometime after that, either some of the residents or APAC started a discussion on needing to meet with the City immediately to resolve the park closing issue. Attorney Mark Lambert had said that he did not have the authority to act on Mr. Johnson's behalf, and so we told APAC that we would get this scheduled as soon as possible upon Mr. Johnson's return. However, there was little reason to meet with only one side. Mr. Johnson told me that he will be calling Althea Rank and Judy Bentz,two of the park residents who have been most active in the park closing ordinance discussion, and meet with to discuss the issues. He would prefer to do that meeting informally, without APAC or the City present. He was going to try to schedule the meeting by the end of this week. Depending upon the results of that meeting, he would let me know about a meeting with APAC and the City. We anticipate this to be held in mid-November. For your information. LkQA1u,L1tM Mark McNeill City Administrator MM:tw VALLEY.DOC 1.,.)C012vt .Pk,40j CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Junior High/Marschall Road Traffic Issues DATE: November 4, 1998 On November 3rd. Councilor Sweeney, Public Works Director Loney, Administrative Services Director Ron Ward of I.S.D. 719, and I met with Brad Larson of the County,prior to the County Board meeting. This was in response to a City letter dated October 29 which was sent to the County Board,requesting various traffic control options adjacent to the Junior High. There is agreement on the following: 1. Brad would immediately call MnDOT to have a speed study done. (He felt that a County Board resolution requesting same was not necessary, as that action had taken place before.) 2. The County gave permission to paint'`School Xing"on the C.R. 17 pavement at two locations. For northbound traffic, this would be in advance of the C.R. 17 crossing south of Prairie Lane; for southbound traffic, it would be in advance of the 1 lth Avenue school crossing. The painting was scheduled to be done today (Nov. 4th). 3. An advance warning sign will be added for northbound traffic, south of Prairie Lane. Direct locational crosswalk signs are in place at 11th Avenue; we will need to add those at Prairie Lane. 4. After some discussion, it was determined that traffic warrants are likely already met for flashing amber lights at the crosswalk advance warning signs. Bruce Loney is investigating the cost of having SPUC trench power to those locations. Bob Sweeney has talked with Lou VanHout at SPUC, and SPUC has stated that they will do whatever they can to get the work done this Fall. It is possible that temporary signs will be able to placed this Fall,but if flashers go in this Fall,they will not be on any sort of a timing device. Ultimately, we would like to be able to control when the flashers are in operation, so as to call attention to the crosswalks at critical times. That could be done either by a"hard wire"into the Junior High Principal's office, or with a computerized controller. Bruce is getting costs on these improvements. Almost all will be City costs. The cost of the flashers shall be $3,000 - $4,000 each(total of$6,000 - $8,000). Funding would come from the Street budget, with a budget amendment if needed. Regarding a request made in the October 29th letter to Chairman Bannerman, one for a change in advisory plate signing on the 30 MPH School signs, Brad Larson will talk to MnDOT. He will forward information on the pros and cons of whether to stay with the "When.Children are Present" sign,vs. a sign which would read"7:00 AM to 4:00 PM", or something similar would be preferable. As an aside, one other major expenditures which the City will have to do in order to complete traffic safety in the area will be to add a sidewalk on the west side of Marschall, from 10th Avenue to Vierling. Bruce Loney has provided a preliminary estimate of$40,000, which will then necessitate formal bids to be taken. For that reason, work can not be done until Spring. For your information. )41111A4A)-1-e-A-L Mark McNeill City Administrator MM:tw STGNS..DOC