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HomeMy WebLinkAboutJanuary 9, 1979 TENTATIVE AGENDA ADJ.REG. SESSION SHAKOPEE) MINNESOTA JANUARY 9, 1979 Mayor Harbeck presiding 11 Roll Call at 7 : 30 P.M. 21 Communications : 31 RECOGNITION BY THE CITY COUNCIL OF ANYONE PRESENT IN THE AUDIENCE WHO DESIRES TO SPEAK ON ANY ITEM NOT ON THE AGENDA ! 41 Old Business (from January 2nd Agenda) : a] City Engineer ' s status report on public improvement projects b] Authorizing hiring of surveyor for Holmes St. Project c] Discussion on voting machines d] 1979 Liaison Appointments e ] Discussion on Legislative Liaison f] Election of Vice (Acting) Mayor g] Discussion on upcoming vacancies on Police Civil Service Commission and Planning Commission h] Applications from VFW and American Legion for a 1979 Bingo License and Gambling License 5 ] New Business : a] Res . No. 1358 - Amending 1979 Pay Resolution b] Approval of application by The Jabberwocky Tavern for a set-up license c ] Traffic survey for alley North of City Hall d] Authorize entering into contract for the cleaning of city bldgs . e ] Authorize payment of Delinquent taxes on City Parking L,ot . 61 Othur Basine s : 71 8: 30 P.M. - Joint Meeting with Shakopee Public Utilities Commission 81 Adjourn to Tuesday, January 16th at 7 : 30 P.M. Douglas S . Reemer City Administrator af,,acv aAw -� t0000 Aif MEMO TO: Mayor & City Council FROM: Douglas S. Reeder, City Administrator RE: Selection of Police Chief DATE: January 8, 1979 It is my recommendation that the Mayor, as liaison to the Police Civil Service Commission, work with the Civil Service Commission to establish the following: A. Minimum qualifications for Police Chief B. Criteria for selection (experience , training) C. Procedure for selection D. Proposed timetable for selection The remainder of this memo is for the benefit of the Mayor and Commission in establishing the selection process . The Commission should take the policy role and the staff should perform the administrative duties . A. Minimum Qualifications The current minimum qualifications for the Police Chief according to the Civil Service Rules are as follows : 1. Education equivalent to that of high school. graduation 2. ' 30 years of age 3. 6 years police experience 4. 3 years in position ranking above patrolman It is recommended that these minimum qualifications be changed to the following: 1 . Education equivalent to high school graduation and Certified Police Officer by State of Minnesota 2. 35 years of age 3. 10 years experience as sworn police officer 4. 6 years significant supervisory experience above the rank of patrolman These changed minimum requirements , I am sure , will not eliminate anyone to whom we would have given serious consideration, but they will help eliminate excessive applications from unqualified applicants . B. Selection Criteria I do not have a complete list of criteria that should be used in selecting the next chief but I believe this is that area in which the Civil Service Commission assisted by staff , should spend a great deal of time . The factors which must be considered in ranking the '. .._ .n.*_s .rP .�= fol'lowi n.- Selection of Police Chief January 8, 1979 Page -2- 1 . Previous supervisory experience. It is relevant for our job. (Number of people directly supervised) 2 . Type of community and law enforcement unit employed in 3. Management and police training completed 4. Educational degrees or training certifications received 5. General appearance and presentation C. Procedure for Selection 1 . Advertisement - The minimum qualifications and a starting salary range of 23,000 to 25,000 should be advertised for at least three weeks in the following publications : A. Minneapolis Sunday Area Wide Newspaper B. Shakopee Valley News C. State Employment Office D. League of Minnesota Cities Magazine E. Chief of Police Publications F. Posted in the Police Department and County Courthouse 2 . Applications - A rather detailed application should be required and a full resume attached. The deadline date for applications should be 30 days after the first advertisement , but at least 10 days after the last publication. 3. • Written Test - The sane written test used last time should be given as soon as possible to all persons who file a complete applica- tion and meet the minimum qualifications . A minimum passing score should be established before the test and depending on the number of applicants , should be set relatively high to limit the successful applicants who require further screening. 4. Selective Criteria Use - Rank those applicants who pass the written score by using the written score test and the predetermined criteria weighted by the Civil Service Commission. 5. Oral Interview - Conduct oral interviews of a predetermined number of applicants 5 or 10) who rank the highest . Use area Police Chiefs as the experts on the interview panel . Use relevant predetermined questions agreed on by the experts and the Commission. Following interviews rank these applicants considering the previously used selection criteria, the written test and the oral interview and recommend three applicants to the City Council . 6. Administrator and City Council Interviews - The three top candidates should meet with the City Administrator individually to discuss salary requirements , working relationships and other conditions of employment as needed. The top three candidates should be available at City Hall. for interview by the City Council if desired before Council action. A physical examination of the top three applicants should be considered at this time . 4f Selection of Police Chief January 8, 1979 Page -3- 7 . Council Appointment - Should be made as swiftly as possible. D. Proposed Timetable for Selection Jan. 8th - 13th - Civil Service Commission meets to: A. Change minimum qualifications B. Determine how to advertise C. Order advertisements Jan 14th - Feb. 3rd - Advertisements placed and applications received Feb. 12th - Application Deadline Feb. 17th - Written Test Given Feb. 12th - 30th - Selection Criteria Applied and Applicants Ranked March 5th - 10th - Oral interviews conducted March 12th Top three candidates recommended to City Council March 12th - 16th - Administrator and Council review and interview April 23rd New Chief Starts (or as soon as possible) DSR/ jsc PROPOSED ADVERTISEMENT The City of Shakopee , Minnesota (population 10, 260) is seeking a Police Chief to be the Department Head of a man police force with a total of employees . Shakopee is a growing independent City within the Minneapolis St . Paul Metropolitan area located in Scott County. Minimum requirements for the position as established by the Shakopee Civil Service Commission, are as follows : 1 . High School Diploma or GED and Certified Police Officer by State of Minnesota 2 . 35 years of age 3. 10 years experience as sworn police officer 4. 6 years significant supervisory experience above the rank of patrolman The starting salary for the new chief will be from $23,000 to $25,000 plus an excellent fringe benefit package . Applicants should request an application blank from the City Administrator, Shakopee City Hall , 129 East First Avenue , Shakopee , Minnesota, 55379. Phone 612-445-3650. Completed applications and required supporting documentation must be received by February 12 , 1979. CITY OF SHAKOPEE G sit 129 East First Avenue, Shakopee Minnesota 55379 �� ��•�. MEMO To: — Mayor and Council FROM: Dou las S . Reeder City Administrator SUSJECT: Salary Resolution Amendmer DATE: January 5 , 1979 Resolution #1358 is required to correct an error in a previously agreed on salary . The change is as follow Police Clerk I $9 ,193 to $9 ,600. DSR:nae CITY OF SHAKOPEE 129 East First Avenue, Shakopee, Minnesota 55379 ry . 1_'z MEMO TO: Mayor and Council FROM:_Iluuo__G__� City Administrator _R _ SUBJECT: Cleaning Contract for 1979 DATE: Tan u a v 5 , 1979 It is recommended that the City enter into an agreement with BERNICE LEBENS and DORIS CHEEVER for the cleaning of the various City buildings. The agreement will call for a cost of $1 , 120 per month (From $1042 . 34 per month) which represents an increase of slightly more than 7%. In addition, the agreement will provide that if a City holiday falls on a day on which cleaning services are normally provided, that the services will not be required on that day. In previous years there have been informal agreements which allowed recognition of holidays but this agreement will probably increase the number of non-cleaning days . However, I believe the service we get is excellent and that this is not an unreasonable agreement . This contract will have to be again increased when the new library is completed . DSR:nae CITY OF SHAKOPEE } 129 East First Avenue, Shakopee, Minnesota 55379 MEMO TO: Mayor and Council FROM: Douglas S . Reeder, City Administrator SUBJECT: Payment of Delinquent Taxes on City Parking Lot DATE: Ja ntry 5 , 1979 The City Attorney has previously discussed the title problems with the municipal_ parking lot on Fuller Street . In order to perfect the title to the City it is now necessary that we pay the delinquent taxes in the amount of $553 . 80. DSR: nae CITY OF SHAKOPEE 129 East First Avenue, Shakopee, Minnesota 55379 MEMO TO: Leroy--Houser, -Building official FROM:--Douv-l-a-s--S_.__Reeder, - City Administrator SUBJECT- Building Permits January 5 , 1979 DATE: Effective immediately the following procedures will be implemented : 1 . All plumbing permits which allow a co'nnection to the water system will have comFlete copies sent to the Utility commission as soon as application is made . 2 . For all Industrial and Commercial building permits , a complete set of plans will be sent to the Utility Commission when application is made . This means you will have to get three (3) complete sets of plans instead of two (2) . 3 . For all major building permits for residential multiple family units , six (6) units or more units , complete building plans will also be sent to the Utility commission. This means you will need three (3) COMPIEte sets of plans instead of two (2) . DSR:nae CITY OF SHAKOPEE '. \07' 1 i 129 East First Avenue, Shako , pee, Minnesota 55379 MEMO TO: Mayor and Council FROM: Douglas S . Reeder, City Administrator SUBJECT: Joint Meeting with Shakopee Public Utility Commission DATE: January 5, 1979 Enclosed is a proposed agenda for the joint meeting. In addition, I. have enclosed a flow chart for the implementation of public improvement projects . This chart was prepared by Lou and myself and I believe set up a reasonable flow of responsibility to insure that a. project is properly carried out . In order to implement this system the following will be necessary. ' 1 . It is my recommendation that the City Engineer attend all Utility Commission meetings at which public improvements are discussed . The Commission will give the City a copy of the agenda in advance and the City Engineer will attend the meeting for those discussions . I believe this will serve as the most important communication link between the two bodies and the Commission will be better able to handle public improvement projects . With the two engineers on staff, I believe this staff committment is now possible . It will probably mean that the Assistant City Engineer will attend the Planning Commission meetings . 2 . The flow chart calls for joint meetings with the Utility Commission when needed . These meetings may be essential in some projects . It is my recommendation that a regular joint meeting be established at 7 :00 P.M. on the third Tuesday of the month. This will set a normal time for joint meetings with the potential for more meetings if needed or the cancellation if there are no current matters of joint concern. 3 . As indicated on the attached memo, I have also diverted that some building permit applications be immediately given to the Utility Commission so that their staff may review the needs of water and electricity before the permits are issued . DSR:nae UTILITY GOfviMISSR N CITIZEN 0 '� �L, PROJECT INITIATION RE VEST UTILITY COMMISSION COUNCIL CONSIDER CONSIDER JOINT MEETING IF NEEDED [N-c-rNEE 2 bEl5ARTMENT PREPARE REPORT SETTING FORTH SCOPE OF FEASIBILITY STUDY UTILITY COMMISSION CONSIDER ENGINEER REPORT ' JOINT MEETING _ IF NEEDED COUNCIL CONSIDER ENGINEER REPO COUNCIL ORDER STUDY FEASIBILITY STUDY PREPARED UTILITY COMMISSION CONSIDER FEASIBILITY STUDY JOINT MEETING IF NEEDED COUNCIL CONSIDER , FEASIBILITY STUDY PUBLIC hEARING IF NEEDED COUNCIL ACCEPT FEASIBILITY STUDY AND ORDER PLANS AND SPECS PLANS AND SPECS PRESENTED __-__TO UTILITY COMMISSION JOINT M!ED:TING _ i COUNCIL CONSIDER PLANS AND SPECS PLANS AND SPEC APPROVED AND ? PROJECT ORDERED AND AWARD BID (COUNCIL OR COMMISSION) INSPECTION AND FIELD CHANGES N GE 5RDER I R _ TILITY COMMISSION _ JOINT MEETING IF NEEDED CHANGE ORDER APPROVED BY COUNCIL FINAL PAYMENT AND APPROVAL BY UTILITY COMMISSION FINAL PAYMENT AND APPROVAL' BY COUNCIL JOINT MEETING SHAKOPEE CITY COUNCIL SHAKOPEE PUBLIC UTILITIES COMMISSION 1 . Discuss Coordination of Public Improvement Projects . 2 . Discussion on K-Mart project . 3 . Discussion on status of acquisition of Minnesota Valley Power Company. 4 . Discussion on status of 2nd point of entry. 5 . Other matters of concern. COORDINATION OF PUBLIC IMPROVEMENT PROJECTS Project Initiative 1. By Utility Commission 2. By citizen/property owner request or petition 3. By City Council A. If project is proposed to either body that body will consider project and 1. Reject project and notify other body 2. Agree with project and request concurrance from other body NOTE: If project rejected by one body, the other body may pursue the project at the next joint meeting B. If project is agreeable to both bodies then the engineering department will prepare a report setting forth the scope of the feasibility study that will be requested and a recommendation of who should do the feasibility study and submit this report to the Utility Commission at least five days before their meeting. C. Utility Commission will review this engineering department report and recommend agreement or appropriate changes. -2- D. City Council will consider engineering department report and of Utility Commission comments and either order feasibility study if both bodies in agreement defer to next joint meeting of Utility Commission and Council. E. The feasibility report when received will be first presented to the Utility Commission for their review and recommendation and then to the City Council with the comments of the Utility Commission. F. If the City Council does not agree with the comments of the Utility Commission then this project would be brought up at the next joint meeting of the Utility Commission and the City Council. G. Feasibility study is approved and the project ordered the completed plans and specifications will be sent to the Utility Commission for review and approval and then to the City Council with the recommendation of the Utility Commission. H. After approval of the plans and specifications the project will be bid and let by the appropriate body. I. During construction of the project inspection and "field changes" will be coordinated with the staff of both bodies. -3- J. Change orders will be approved by the Utility Commission first and then presented to the City Council. K. Final payment and project approval will be approved by the Utility Commission first and then the City Council. L As built drawings will be secured and distributed to both bodies for filing. 1/4/79 , T COUNTY COURT HOUSE- RM. 102 - SHAKOPEE, MN. 55379 (612) 445-7750 EXT. 160 January 3 , 1979 City of Shakopee 129 East lst Ave . Shakopee , Minnesota 55375 27 915 5240 030 00 Your application for Abatement of Payable 1978 Real Estate Taxes was presented to the Board of Commissioners on January 2, 1979• The action taken by the Board was to deny the application. Therefore, the amount due this office is 231.58 + penalty of 32 .42 . Sincerely, Thomas L. Hennen Scott County Auditor Deputy Encl. TLH/AJ S/mkk Cl . OE OFFICE OF COUNTY AUDITOR DEPARTMENTS OF THOMAS L. HENNEN. AUDITOR FINANCE,TAXATION. ELECTIONS,MOTOR VEHICLES THOMAS J. LANNON,CHIEF DEPUTY AUO` TCR GAN"E 3 FISH ANU DRIVER LICENSES .r. ,.ne.. . P,.. _... -, Car....... .,..:e.. _..... ........ Fonn 1273 - poucber, Mph- Commissioner of Revenue Abstemen •�t Form 7 (Rev. 3/74) APPLICATION FOR ABATEMENT - GENERAL FORM 5 For Taxes Assessed in Year_ZZ- V Q o .� y Complete in triplicate if tax reduction and Payable in Year _Z8 Ep � exceeds 83oo;otherwise complete in u Z 0 Z U duplicate.Please print or type•- • School District No. Date of APP1�cati� Applicant's Nams r _ _ .... �,�. .- 720 Y2/27/78 zip code CITY OF SHdKdPE city or Township 55379 ,true,Addrea .. _ .- -Shakopee, Minn. fi29 East- ist Aver APPLICANT'S STATEMENT OF FACTS: This parcel was transfered from Con—Steel to the City of Shakopee of 10-28-77, just a few days after the cut-off, and applicatio>± for Exemption was,- mi.st~�kingly never filed for. Parcel in question is: 27 915 5240 030 00 Ex 5A N of CR #16. Ex 15.48A, Ex 4.9A, Tract in Lots 4 & 5 lying115, Range 22. Ex 1 .84A in Sec 15, Tnsp APPLICANT'S REQUEST. ' d abate the delinquent taxes due Please exempt this property an on thi's paredl Da te s lJ ✓✓ __- --• -- - - APPlica Signat e -- - require or authorized by law to be mac material matter which he knows is false rr NOTE' Minnesota Statutes 1971, Section 609.41 •'Whoever in making any statement, oral or written, which is req meat of a tine of not more than 51,000,or both. basis of imposing, reducing oabating by lam to impr sonn-erent for'not nmo more than one year orttoepaym as to an sentenced,unless otherwise provided REPORT OF INVESTIGATION (by County Assessor or City Assessor in certain-litcat on and find the facts to be as follows: I,hereby report that I have investigated the statements made in the foregoing ap��� :ERTIFICATE AND RECOMMENDATION BY COUNTY BOARD AND COUNTY AUDITOR .. a I, the undersigned, County Auditor of the within named counzy, do hereby certify that a car-`ul examination into the allegations and statements set forth in the within application has been made by the County Board of said county and by myself and that from said examination we are convinced and believe that said allegations and statements are true. further certify that, at a meeting held 1/2 1 , 19'75 , said County Board, by official a*ction upon motion duly adopted and entered upon the minutes of its proceedings as a public record, showing the names _ of the taxpayers and other persons concerned and the amounts involved, made the following recommendation, wherein 1 hereby concur, upon said application: That the assessed value of said property he reduce-4 to and-fixed at 0 _ hereby certify the result of the adoption of said recommendation will be as follows: ' Amount of reduction of assessed value S 1$4% Amount of reduction of taxes $ 231- .5$ Amount of penalty waivered 32.42 Signature of County Auditor bate ORDER OF THE DEPARTMENT OF REVENUE — STATE OF MINNESOTA , 19 REJECTION ACCEPTANCE Upon due consideration of the w.thin application it is Upon due consideration of the within application it is udered that the same be and it s hereby rejected. ordered that: ❑ the recommendation of the County Board and County commissioner of Revenue Auditor be granted. By Reason for Rejection:. * _ .. . The auditor and treasurer of said county are hereby authorized and directed to make such changes in the re- cords and books of their respective offices as may be necessary to carry out this order. commissioner of Revenue AA CONFERENCE FOR NEWLY ELECTED OFFICIALS SATURDAY, JANUARY 27, 1979 L'hotel de France, Bloomington Itt see HALL ■ SEMINARS FOR ALL ELECTED OFFICIALS: Elected Officials' Role in Financial Planning and Control and Me Make Policy? FRIDAY, JANUARY 267 1979 L'hotel de France, Bloomington LOCATION AND ACCOMMODATIONS & ABOUT THE GOVERNMENT TRAINING SERVICE The location for all three programs is L'hotel de France(5601 West 78th Street, Bloomington, MN 55435, 612/835-1900). A block of The Government Training Service is a public, joint powers organi- sleeping rooms has been reserved for Friday, January 26. Those zation providing training and consulting services to public officials, requiring accommodations are asked to contact the hotel directly(at employees,and employers in the State of Minnesota. Its members least two weeks prior to the program)and mention the Conference for include the League of Minnesota Cities,the Association of Minnesota Newly Elected Officials. Counties, the University of Minnesota, the.State Planning Agency, and the State Department of Personnel. REGISTRATION UPCOMING SERIES FOR ELECTED OFFICIALS Register in advance by mailing the attached form. Multiple regis- trations can be made by duplicating the form. Registrations should Municipal Law be received by-Friday,January 19, 1979. Evaluating Your Top Administrator Parliamentary Procedure Land Use Planning CANCELLATION How to Hold Public Hearings Fees will be fully refunded if the registration is cancelled in writing If you would like to have your name placed on the mailing list for any prior to the Conference,or if the Conference is not held. Alternates of these programs,please contact either Joe Kroll or Carol Schoeneck. will be accepted at any time. FOR INFORMATION Contact: The co-sponsors are committed to the policy that all persons shall have equal access to their programs, Joe Kroll facilities and employment without regard to race,creed Department of Conferences color,sex national origin or handicap. University of Minnesota 612/373-3685 or Carol Schoeneck Government Training Service 612/222-7409 REGISTRATION FORM CONFERENCE FOR NEWLY ELECTED OFFICIALS / JK 39-14 SEMINARS FOR ALL ELECTED OFFICIALS L'hotel de France January 26-27, 1979 Name Position Jurisdiction -_-- _ _ Phone Address (home) (office) (street) (city) -- (zip) .- Please register me for: Friday Seminar: Elected Officials' Role in Financial Planning and Control ($50.00) - Friday Evening Program: Me Make Policy? ($7.50) — — Saturday Conference: Conference for Newly Elected Officials($30.00) ❑ Registration fee in the amount of$ __ enclosed. (Make check or money order payable to the University of Minnesota). ❑ My fee(s)will be paid by my city. Enclosed is a letter of authorization to bill and/or a purchase order number. Date Signature_ Mail to: Registrar, Department of Conferences, University of Minnesota, P.O. Box 14084, Minneapolis, Minnesota 55414