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110689 CC SS AgP ~. . "'" .. -. . . CITY OF SHOREWOOD STUDY SESSION MONDAY, NOVEMBER 6, 1989 AGENDA 1. CONVENE 2 . ROLL CALL 3. APPROVAL OF MINUTES A. October 2, 1989 Study Session B. 4. BUDGET WORKSHOP . COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:30 P.M. Stover Gagne Brancel Watt en Mayor Haugen (Att.No.3A-Minutes) A. Trends ~ Al Rolek (Market Value, Population, Households, Budgets, Levies) (Att.No.4A-) B. Reserves 1. Cash Flow 2. Contingency 3. Working Capital a) 1990 Pay Ranges b) Comparable Worth/Police c) Union - Executive Session 4. Equipment Replacement 5. Capital Improvements 6. Water and Sewer Departments C. Major Budget Adjustments (Att.No.4B-l) (Att.No.4B-2) (Att.No.4B-3-Memo) 1. Transfer of State Aids from City to Schools 2. Review line items of concern D. Final Budget Hearing (Nove~ber 20, 1989; November 27, 1989; and December 11, 1989) -1- ,. AGENDA - ST~DY-SEStltN MONDAY, NOVEMBER 6, 1989 PAGE 2 i': .0 5. ADMINISTRATOR'S REPORT A. Public Works 1. City Logos 2. Sign Inventory B. General Policy 1. West Hennepin Human Services (sent to Council in advance) 2. State Survey on Social/Economic Needs (advance copy) 3. Format for Council Hearings 4. Setting the Council Agenda 5. Staff Reports C. Employee Relationship Policy (Att.No.5C-) 1. Job Description - Deputy Clerk (Pages 38 - 39) 2. Organization Chart (Page 29) 3. Funeral Leave (Page 14) 4. Sick Leave (Pages 15, 16, and 26) D. Freeman Park 1. Ballfield Restoration Costs (Att.No.5D-l-) 2. Fencing - George Haun and OSIvl E. 6. COUNCIL REPORTS A. Priorities for 1990 (Att.No.6A-) B. Council Members C. Mayor Haugen 7. ADJOURN TO EXECUTIVE SESSION -2- . . CITY OF SHOREWOOD STUDY SESSION MONDAY, OCTOBER 2, 1989 COUNCIL CHAMBERS 5755 COUTRY CLUB ROAD 7: 41 P. M. MINUTES CALL TO ORDER Mayor Haugen convened the Study Session at 7:41 P.M. ROLL CALL Present: Mayor Haugen, Councilmembers Brancel, Gagne, Stover and Watten. Staff: Administrator Whittaker JOB DESCRIPTION, DEPUTY CITY CLERK Administrator Whittaker reco~~ended the City Council consider es- tablishing the position of Administrative Assistant/Deputy Clerk after the positions of City Clerk and Administrator are combined. He said the position Sandra Kennelly occupied should be commensurate with her current pay. It should include duties she had or could perform well. It should be similar to positions other cities had. Whittaker recommended that a Recording Secretary be hired or those duties should be assigned to Susan Niccum. The time now used by Ms. Kennelly as recording secretary could be used to: administer grants and contracts; take responsibility for building, sorting, retrieving, and indexing all historical files and complying with State Recorq Retention requirements, completing the transfer and microfilming of these archives, and developing the computerized index of the filing system; keeping the City Code up-to-date and codifying it annually; assisting the Public Works Department in establishing and indexing its files; and, keeping the official records of the City. He went through the proposed job description with the Council line by line. (Copy attached with Council additions and corrections.) The Council expressed concern that Ms. Niccum was too busy to be- come the recording secretary and asked that the person being hired to take Planning Commission minutes be asked to take Council minutes as well until the revised positions could be evaluated in January. They discussed streamlining Council packets, assessment searches, and the Newsletter. They said purchasing office supplies should be assigned to the Receptionist and that "public information" and complaints should be screened by that person instead of the Deputy Clerk. The Council agreed with comments by Stover and Haugen that the special assessment process could be improved with clearer require- ments of those seeking searches and less accomodation by the City. The City should not do everyone's homework at the expense of more important tasks. Brancel said the City had not identified a need for an Administrative . . . MINUTES - MONDAY, OCTOBER 2, 1989 - STUDY SESSION PAGE 2 DEPUTY CITY CLERK - Continued Assistant and recommended the position have the title of Deputy Clerk with an addend~~ indicating the salary is at this level because of additional duties assigned to Ms. Kennelly - which may not be so assigned if she leaves. The position is not supervisory. Gagne asked what the object of this reorganization is. He expressed his concern that this would not result in better performance by Ms. Kennelly or better relationships between her and those she supervised. He said the Council agreed the job was not being done and asked how long the City had to put up with it. Haugen responded that the City Attorney advised the Council to clarify Ms. Kennelly's respon- sibilities and goals and reevaluate her performance based on that after three months. Attorney Froberg, she said, believed this would be a more defensible position if the Council decided to terminate Ms. Kennelly. Watten said the job description and the Council had to make it clear that the Administrator supervises all employees including the Deputy Clerk. The City cannot have independent officers or department heads. The Council reviewed a draft Resolution Combining Certain Positions and Offices Within the City of Shorewood, which would combine the offices of City Administrator with City Clerk and Finance Director with City Treasurer. Watter moved, seconded by Brancel, to put this Resolution on the Consent Agenda for the October 9, 1989, City Council meeting. Motion carried 5-0. The Council instructed 'the Administrator to present this decision to Ms. Kennelly and prepare the new JOD Descrpption for Council action. Stover asked what title Ms. Niccum would now have. Whittaker said State Statute permits only one Deputy Clerk but allows any number of Assistant Clerks. Stover said Ms. Niccum's title should not indicate any demotion. Whittaker suggested the title be Assistant Clerk and Administrative Assistant for Parks. The Council agreed. Gagne said the Deputy Clerk and Assistant Clerk should take turns going to conferences so that each remains in touch with a Clerk's duties. Haugen agreed and said she could not see a value in attending the International Clerk's conference. She also said employees should write a report on each conference or seminar they attend. At Watten and Brancel's suggestion, the Council instructed Whittaker to meet at least weekly with Ms. Kennelly to assess progress and report back to the Council in writing so that there will be a record to evaluate in January. . . MINUTES - MONDAY, OCTOBER 2, 1989 - STUDY SESSION PAGE 3 ANIMAL CONTROL Brancel advised the Council that she had been working with Police Chief Rick Young on Will Ranke's dog, which now had three complaints of biting against it. The Council discussed quarantine and euthanizing such animals and Mayor Haugen said she would bring this up at the next SLMPSD Board meeting. Brancel said barking dogs continued to be a problem in her neighbor- hood and that she was working with SLMPSD and the Animal Control Officer to reduce the proble~. OTHER BUSINESS Watten told the Council that he had received a letter from Trivesco's attorney. Stover asked for a copy. ADJOURNMENT Gagne moved, seconded by Stover, to adjourn the meeting at 9:38 P.M. Motion carried 5-0. RESPECTFULLY SUBMITTED, Jan Haugen, Mayor Laurence ~. wbittaker City Administrator . .' Position: Deputy City Clerk Objective and Scope To administer grants and contracts, maintain official records, archives and record retention, special assessments, licenses and perform miscellaneous duties cited under M.S. 412.151 as directed by the City Administrator/Clerk. Relationship Reports to: Direct: City Administrator/Clerk Employees assisting with maintenance of City archives, record retention, elections, and special assessments. Specific Responsibilities 1. Keep the official Minute Book, the official copies of all City Council Resolutions and Ordinances, the City Code, and other official records of the City, including Deeds, easements, leases, contracts and agreements. A. Coordinate and preparation of the City Council agenda; prepare and distributes Council packets to the Council, Staff, all Commissions and others as requested. Keep the oaths of office of each municipal officer. Maintain the archives of the City and the record retention system (including microfilming, indexing and assignment to fire proof files or storage). D. Comply with State Statutes and local Ordinances regarding legal notices placed in newspapers for public notification. 2. Administer elections, including training, hiring judges, organizing polling sites, and maintaining of files. 3. Administer all licenses and general permits, including waste haulers, dogs, docks, false alarms, horses, liquor and beer, and cigarette. Administer Homestead cards, applications, and reports. B. C. 4. 5. 6. Coordinate the annual Spring Clean-up and the recycling program. Administer, prepare and file State and Federal and County grant applications, contracts and reports (e.g. CDBG, Recycling Grants, Solid Waste). Keeps official records of all City Contracts and Grants (e.g. Fire, Police, Water and Sewer, Animal Control). Prepares and certifies all special assessments, equalizations, division splits, and delinquent bill certifications to the County for collection with property taxes (establishes procedure for and prepares assessment searches and certifies pre-payments to the County at least monthly). 7. 8. -38- , . . . 9. Maintains inventory of office equipment, furniture, and fixed assets. 10. Performs miscellaneous duties such as notary public, relief at front desk, scheduling the Council Chambers and such as special projects as assigned. 11. Coordinates the annual Board of Review and Equalizations. -39- ..; . . . . Position: CITY CLERK Objective and Scope To perfor~ administrative duties related to mainten~~ce of official records, processing of contracts, elections, and miscellaneous duties as cited under M.S. 412.151 except those cited under the Administrator's and Finance Director's job descriptior~. Relationship Reports to: City Administrator Supervises: All employees performing duties associated with the front cOQ~ter, central file, records retention, elec- tions, and special assessments. Specific Responsibilities 1. Administers the official record keeping of the City, including the City Council minutes, ordinances, City Ordin~~ce Code, Resolutions, and Adviso~y Commission Minutes. A. Attends City Council meetings and writes minutes in a timely fashion, coordinates agenda, prepares and distrib- utes packets and distributes agenda and winutes to all Commissions and others as requested. B. Responsible for the safe keeping of the oaths and bonds of each municipal officer. C. Overall responsibility for maintenance of central file and records retention system. - D. Complies with State Statutes and local Ordinances regarding legal notices placed in neTtlspape:r-s for public notification. 2. Has primary responsibility for administration of elections, in- cluding training, hiring judges, organizing polling sites, and all mainten~~ce of files. -38- ,; .. \ , # .', . 3. Responsible for the activities associated with the front desk, including the issuances of all licenses and permits, general information, and the handling of complaints. A. Performs Notary ?ublic duties. B. Responsible for all Special Assessment Information. C. Responsible for processing Homestead cards and applications. D. Schedules the use of the City Hall Council Chambers. 4. Responsible for the preparation and filing of state and federal reports e.g. annual Reserve Capacity Report for the Metropolitan Waste Control Commission, assessment searches, homestead credit reports, etc. 5. Prepare and ce-rtify all assessments of new levies, equalization, division splits, and delinquent certification to the County for tax collection. o. P~palati0n c~a c~~pl~tion gf ut~lity 9i~. 7. Maintains inventory and purchases office supplies for City Departments. 8. Responsible for the preparation of the City's quarterly news- let.ter. 9. Performs other duties as required, such as special projects. -l.Q_ ~~8~""'+;:>-;"'C:: ::01' ~t"t"I"\'mt,-;n~, 'b-l11;"'i I=l",ri 'l'"Iilconc:.1':'at.:.uu re,-,-,.l,J~ ~ for the City's u~~~~ty system, including: A. Maintaining the mas er file of utility records including additions, deletio s,~ reconciliations. B. COQrdinates meter reading requirements and codes/batChes all records for .D.P. system. C. . Answers or reso all questions regarding utility bills or billing. D. E. receipts all utility bills. billing parments/receivables with the F. G. Prepares, mai Coordinates accounting r Directs the utility department to ~nstall or replace meters. Prepares l' t of delinquent utility accounts for certifi- cation to he county auditor for inclusion in real estate tax state, ents. H. of new installations. Maintains -39- ., ..~.., "'--", , , (~.' \ .... .... .. - ........, - ,-,... ----..,'-.--- ::;;';i"i":.'"" ", C;:;, i"'M::'~ ,":"it.fiw:.;:; 19'30 ,"""_!'~ERA:'" r- LiND t:UJbt i -..-.,-. n. .. -...':";W .. - ".'W ~ '-''-'' ~'-"-'l i..'i..i';' ..."".... c:C"i, \J''''- ':'i D c' 0 ~,l:' 0 "(';1-\ "7 .' . Q ...,t..".... ~, -- - W, .;..!.,..i i...i, \.ov'.'- ! ; <J; \..:; (.:.".' 510 ":,,i)i) 5~)G lbO 500 1" 5S5 15, 633 8, 000 4, 192 8,000 ..;, ~t:'"' 312 300; 692 150; 000 7'" '370 150,000 ~,J~, ,,,,}, ~ 489 -~. 848 i 500 615 2,000 '-, C:, L, i. ~ 590 1 422 500 842 1,500 L, J., /,'!7 337 500 4fl.3 500 .......: REVENUE~ ; hl.: i,; '.~a.... ,,,,,:-..., i 'Oi T"'!.~~ iM:.t.~: _!.....-. :-'':''.-.fo',: _.. ~:::;..,:Q,!-.' = ' ~i~;~l~bi~p~rities~" Pr'eper~ty Tax Special ac~' ,.,~! ;,,'__"..i ~ '.'.. ; 4?,8~'? r:'l ~"U\ ceO' c.'.1...../ ; c::.al L.:CENSE\PERi~IT ~,...:-~ i ~'-'...i; Bl:: SU~:~~~:= q2t~~=S ~l2G~Jli: BeveraoE: Other-s-Bu~.iness State SurchQ Collections Building Permits Well Pel'mits Don Li!"enc.J'lC O"~ ._,.~::~': -n-~".-. ,~~ ~ . tnel ~ ~!~z Hvt~c, UOCK IOt-3.1 .-.,...."'" -.;.,", ceo: ..1io ..~,~""" :-:.-.' ,-....~,~.:;-"-""., ""', -,.,.-...., ",.,... -",,,~-".":;"<" -- ..--,. '--. ....".I-'C \01....,...;.''''1-.''.'1... '.1...'.....1'.....:-'-. FEDERAL AIDS CDBG Grant 6,&65 STATE A.IDS Local GOy't Aid Homestead Tax Aid Mise; 150, 0:30 1~.-. "'~. Ic,,,,}/l ,-....., ~, !"';\.;..i.:'">:>,,, l'jj,j of I~'~ ~ '"1,1 .-. :.~~.:~~~~:~.: ~~. jj7 19~255 .j..,:,t): >+i)ij 150.033 1 n 150 ""t.' ,I ~~. .j, itU . ~;:~~ ,~~,; J..iUJ _.. '..1_ Ioiw;;-;'i,:ji , -.-.:-- i'jlj':j ~'.. _._ _ _._..J r'j';_,u\_,';);::w . 1:3'30 r".' - , ri~,_:;.,;\:t:;.,; ~ '~~i' ... ~...;.t i ':'0.::' oc::::. ...." '-'-''-~ - "--- 1i EE.-:\ 451 ""!"'> ,...,......-. '-_, ......J_. 17:925 17,125 c.eo;. lll):cUU '30: 01'3 170,700 u lE.3,505 .-.~- , ,'_'\".0.... ""'f rr,l ~~::., C'Cil. -------------------------------------------------------------------------------------------------------- lE3,505 ,....,~;'1;;~-.{ LJuWf"il I nJ.w'~ County ~ecyc!i~g Aid C.ciur-;tj ;P.......... ,....'oR 10; q.i [ -------------------------------------------------------------------------------------------------------- 36~230 8,546 59,920 o Total 18,477 CHARGES FOR SERVICE General Government Space RentiEquip. Sold S2ni tat iCr"! 19,559 1,800 -:' <f "'1...~ Recl'eat ion 1;575 -------------------------------------------------------------------------------------------------------- 700 341,008 ..2,~e~ i::4, . ,.-.. < 27,280 5,046 1,800 3::'80 i 1 -:1";.'.\ 25:~~;.; 8,545 '1 9~(j ~u' 1... ;..;..:.'.Jvv 1" ('\",., J.l-,.._".Jv o -:os c~t:' l-,u-.J,J 10,000 7' C,^;;^: 1: t:.r~(\ Total ....r 104 1(\ c:.::c lb~ 300 I:; 736 1, 600 1\ CO, --- '-'~ .!....J~ I:'H!CC' &: FORFEITS ~ t~.., "'!Q!:: ~. 701:; it, ;'"1(\(., 28~ CI:;C ::Ii) 000 i ~i"_w ..l....,.,,;-; u,.,,; ~.!.= -...iW....; ~.; ~ .......' ~.' '...i~'..i ~._., -------------------------------------------------------------------------------------------------------- Total 103,785 91. ~.QC: 70~ 000 .:.Q ce::c Stl 000 r, .""..'.... L.,'-'1! u....,u,.J '.', MISC~J LANEOUS REVE~UJES 40. 502 ~(, 442 ~r\ 000 20~ 500 ~r: 000 ~." ~I.'f !.J, ~::;t.~l l,t., t:'r'" -------------------------------------------------------------------------------------------------------- c:..-\ ,,,,t\j.', ___ c.' 1 ".'~.:'~' .:,,-; '=t.,t., '-....1~..'._; 752000 TRA.NSFERS Transfer From Other Funds Transfer From Liquor Stores 8.657 18;800 -------------------------------------------------------------------------------------------------------- 23,325 o 20,000 o Total 27,457 ======================================================================================================== 1,830,441 193,159 2,103,795 o o!-, !,,r..:' --".'~-'- 16,000 16,000 TOTAL REVENUES 1,837,056 2,003,403 "7 .,.:r!:' '-'"'f',.Il-.J 20,000 44-1 . REvENU~S - GENERAL FUND TAXES: ihe ~lty taxes its resIdents to oalance ~'-.--. "".-.'.-..-'..,- --,",-.-._-.~;; ".-,..., ;:"......:. :-.".~""".-_... -,.- ~;;~r~~~~~:~~ t~~~ si~~!i~r~~~?;,!:~~e~Sl~:~Y fOt'l s.he:rtfalls iri b!)nds. ~:CE~SE!~ERMIT F~~S~ . . ~ . ~ 1 0 UC( 11 cerr5ES Other Business Lic. - Fees for licenses & permits to business Establishments. State Surcharqe Collections Bui~di~g Permits - based upon valuation or str"1JCtllt"e: Well Pei'mits :"",_;,,: :-: :'=~-:= 2': n~hQ~ Nor-~u=if~SS Pei"~1 i t or L:c. Cpo':: !\;;O::.... LOCAL GOVERNMElT AID * would be $166,781 The Omnibus Tax Law of 1971 established . * - . ~" Local bovEr~ment HId HOMESTEAD AND AGRICULTURE CREDIT AID - A portion of the Tax Levy shown above. FISCH~ DISPARITIES - R~:~ivej w~th ~~xes ab?v~. ~n.1971, the leOislature enacted thiS law to alLOW muniCipalitles to ~hare in, meti'ogolitan COf!h~~l~ci,al.;ir:d~s~i'ial gro\~th., , H percentage or comffiErClaijlnQUS~rlal taxes are poolea a~d di:tributed to communities with little or no commercial/industrial ~ax Dase, COUNTY ROAD A In Road Aid provided by Henf2pin County. e . - . .. -. bEtore aId trauster to scn001S COUNTY RECYD_ING AID - for recycling reimb. ($3,800 x 12 mos. x 70~ for 1990) GENERAL GOVERNMENT The City provides servi~2s to the public for which a charge is collected such as ~ssess~~nt services, m~p sa~es! p~anning T:?e';~ ilquC;j"' -=.tcre DOO1-:.r-:.22plr:Q, e~Ce SPACE RENTAL - No rent due to new SLMPSD building. SANITATION - Dump fees and charges for spring clean-up. FINES & FORFEITS - Fines imposed for traffic & ordinance violations. MISC. REVENUES - Revenue from a variety of sources ,..",....ioo: ~= int21~2st "''''--'_',rlt:} ~.;yme:;ts -...... :-1;:,:lS.2~ ;."_';'-: sQ;.es~ -~- ==.: :..~ LIQUOR STORE TRANSFER - Revenue from liquor stores based on previous year p~)fits. , ___._ _ Hn__ _ 01 . . bud90 CITY OF SHOR-~ryoD 1990 BUDGET: HISTORICAL DATA WORKSHEET LIMITED ll4.ARKET VALUES 1989 (PRELIM) 1988 1987 1986 1985 MARY-ET VALUE $ ~ CHAt.J6E 311,841,300 254,714,800 228,504,900 207,700,700 199,695,400 17.80 15.85 10.02 4,01 S[NERAL OPERATING BUDGETS 1990 1989 1988 1987 1986 1985 BU"uC-fl AMOUNT 2, 086, 671 1,812,516 1,751,046 1,550!323 1, 488, 245 1!3E~,e30 " CHANGE 15.13 3.51 12.95 4.17 9.36 10.90 TAX LEVIES 1990 1989 1988 1987 1986 1985 L~ AMOUNT " CHA!\'SE 1,684,576 29.50 1,300,881 0.56 1,293,689 3.13 1,254,4-20 3.73 1,209,251 3.21 1,171,628 3.30 GENERAL FUND RESERVE BALANCE 1989 1988 1987 1986 1985 1984 BALANCE 12/31 " CHANGE 457,123 (40.76) 771,598 12.47 686,044 36.95 500,915 100.88 249,3-53 223.94 76,978 1989 R-~~ES VS EXPE}IDITURES JAN FEB tfiAR APR MAY JUNE JULY AUS c:=: REV8luES 24,065 31,762 58,380 130,775 192,494 233,598 931,124 955,380 CO_~ ......"." - . EXDem !T'Jpt:t' ~ ".. c~- ~o., 1.00 '."".r' "'~~ ==..... ~~'" _.~. 603,057 S2v,iHS " ~._..- --- i, 25S! :': ~'.'~, --..... -.,-:.,-, -r.....w,;.=.~ ....-, ;~v u~:;,=~;:, .i., Vie:,~,:, 1339 ENS~ FLiND RES~RVE 694,1):26 519,863 4-24,6E9 349,423 294, ~:,O 1%, 12'3 7S2,274 654,425 457, :~ RESERVES METRO COUhtIL PO~LULATION AND HOUSEHOLD ESTIMATES o -'-'" U r--' .,~ s: t11 ill j I nr ~ i Ot I 1 .- 'I' T~i U) s I ~I lL. 81 O~I >-' t- " .... u . .0 r,.., ........... .",..,--............. ........ ............." "'. ...., ........" .......... " .,. "'" "",. I ~~,~,~~,,~~.....~~~~I l ............ ........... '.... "".... ", ......... "".... '........ .'....... ........... ..................... ........................ '.......,.....j I,(} ,""... ............ "",.. ........... ........., "'".. "",. ............ "'''''', "....., .........,. .......,-. ...'........"..,.. ""'" ........J- co r, ....,.. ....,... ......... ...., ......., ", .....,.. "", .,...... '....... 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CITY OF ., SHOREWOOD 1989 REVENUES VS EXPENDITURES 1 .3 1.2 1 .1 / 0.9 0.8 /~ ,/ // / 0.5 0.4 0.3 ",1"'''''''''''- // ~~ ~ --a-----a- .-.,. --'-' rEI3 MAR APR MAY JUNE JULY 0.2 0.1 o JAN [) REVENUES + EXPENDITURES CITY OF SHOREWOOD 1989 GENERAL FUND RESERVES AUG SEPT 100 JAN --, -T.--------r- rEll MAR I' MAY APR JUNE JULY AUG SEPT e e. 1""lun i c i pal it y (~~)_5~~~!"_~~_D..!~______ Date RESIDENTIAL MARKET GROWTH _(?h/~l ~i: elf \jal ue Gt-'ov)th 100 - 95 -; :- 120 - 115 : - 110 " I , IO~.~' 105 ;-100 ~- 95 10/1/88 10/1/89 t"led i an : . <t 7. 7 Mean: ~ <:... <c COD: 12-. ~ Sa 1 es : L{- f-{ e e. NON-BUDGETED EXPENDITURES AUTHORIZED .u~ i13S'3 GENERAL FUND E~ecutive Search - Administrator Long Range Planr.in~ Workshop Addltional LMCD Milfoil Corltt'ib. (incI. above) Christmas Lake Milfoil Test Goose RourId-up Addl. Fire Worker's Como. Addl. Animal Patrol . Appraisals - Wedgewood Road g;;t2~~:d~~11e~d_l~i;~~~:s~~~esc;~~iect Park Consultant j,Ui:Ji:j 4uu 8. '313 1; 286 3,000 2,068 2,345 2,34'3 11.500 I i~"'; .i. ..J'~' 3,390 Total General Fund itO,it01 SHOREWOOD OAKS CONSTR. FUND Strawberry Lane Curb & Gutter 3, 700 PARK CAPITAL IMPROVEMENT Freeman Park GradinOt Warning Track, Parking lot Walkii"11J & Bikir1g Tr,~ll Fence at Freeman Park (incl. Enoineerino) Hockey Rink at Cathcart - - 15,8% 11,800 51,000 5,000 WATER FUND Purchase Waterfi~in from YES Amesbury Pump Repair Water Tower Repair 32,598 4;343 3;100 136,240 it (;;;) ." . . MAYOR Jan Haugen COUNCI L Kristi Stover Rebert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREVvOOD, rv11NNESOT.A. 55331 · (612) 474.3236 MEMO TO: FR: DT: The City Council Larry Whittaker Nov. 1, 1989 RE: VARIOUS RESERVES, 1990 BUDGET Many of the questions raised at the Budget hearing revolved around the various reserves identified in the budget. While I think they were adequately explained, Al and I thought we could be more specific so that the need and use for these commitments is clear. I will address the "Working Capital" fund and the Capital Improvement Fund. Al will give you more detail on the "Contingency Fund" and dis- cuss the current status of the cash flow reserve needed to finance City operations between property tax payments (which was not increased .:,.., t-1-.c 1Qan .,...,_~----~ b,',.:l,.,.p.o-\ ~.1 ,.':11 ~1_~ _.,-,.....~_.:'70 the:> g.,..owth in .L~.i. 1-..1_ ......,.,...." u~vLJ~;:,e~ - uu.:o:._~;. n~ W~.L.J.. a.,~~'...J "::L..W.~ll..ia......,,_ ""4.- ,,-' ...... .-~... market value: p~pulation: h;useholds, . services, expenditures and tax levies so that we have a better definition of the trends we must now deal with. WORKING CAPITAL: Although many ClCles call their cash-flow reserve "working capital", this line item in our budget is the amount set aside for adjustments in employee compensation. It was not itemized in the first budget draft. It was included in each program budget according .4- ........n - "'I ~ -_" T_ 1-- ., j .., At:"9 t"T"!1 /""'!-.. -,""".: 1 ...J "";d-d ~l-.r"l..o- ~ 1-.+- 1..0 I.. e pay pLan aaopLo:::G .;U J J I, J '::16. l.ne l.JuUl1\-J. ue\...L <:: LUaL. n.LgUL that this should not be included in payroll budgets as it had not been approved yet. So, it was separated in the budget presented at the Public Hearing. The "Working Capital" fund includes step increases for four employees who will enter their second year with the City in 1990. It anticipates adjustments in Public Works wages to bring those closer to other cities . ~ 0 ,. ',... 1-' 31,"1 .0- +: 1.: '.:ng ':""creac::- l..... P~v R-....ges In Gr up 0, lL. lnC~Llaes a 2/0 COSL.-Ol.-.LJ.V.L..Ll1 _0::: u a.; ~ ad , and tries to account for adjustments Compo Worth may make necessary. By Monday, I should have the Compo Worth rankings. I also have the initial "proposals" from AFSCME Local 224. And, I will have a draft of the 1990 Pay Ranges. The total increase in compensation - including all step, COLA, Compo Worth, and market adjustments - was estimated at 7~ percent. If you consider that the Step increases are 5%, the bookkeeper should be classified as a Senior Accounting Clerk according to the Compo Worth, A Residential Community on Lake Minnetonka's South Shore L/133 Ie . . MELviO 1990 Budget Reserves Nov. 1, 1989 Page two and the public works employees are still the lowest paid employees in Group 6 of the Stanton Survey, this over-all increase is reasonable. Personally, I would like to settle the Pay Ranges and the Union Contract BEFORE the budget is approved each year. Then we can budget actual figures instead of "working capital". CAPITAL IMPROVEMENT FUND: On August 7, 1989, the Council met to the Public Improvement Policy of the City. You reviewed a list "major" improvements that I had identified in my Augus t 3 Memo. no decision was made on any particular improvement, none of the were striken from the list AND we identified over $4,000,000 in projects the City might need to finance. discuss of Although projects capital The Council, then, agreed with my assessment on July 17, 1989, that we should begin setting aside some additional reserves for these improvements. Given the substantial increase in the market value of the community, we agreed a very modest commitment of $100,000 could be managed by the community. And, while this would result in an increase of about 5% in the property tax levy, new development market value would offset it. My recommendation, at the time, was to develop a draft CIP, hold public hearings on it, and, then, adopt it. The "reservell could then be applied to those improvements identified for the first year of the CIP. This may not be adequate given the tax furor this year. Perhaps, the Council should identify their highest priority projects for 1990 and list them in the budget. You could consider: 1. Irrigation of the Freeman Park Ballfields - to preserve the investments made this year; 2. A permanent shelter in Manor Park ( if the temporary one is in demand this year); 3. The City's share of the Glen Road drainage improvements; 4. The City's share of improvements to Timber Lane; j. New Hockey Boards for Cathcart Park; 6. Land acquisition for the Public Works Department 7. The water main extension under Highway 7 - if an intersection is approved. Some of these commitments require policy decisions you may not be able to consider before December 11. Others depend on "results" we may not know by then. I think the Capital Projects Reserve is defensible as it stands and necessary if we hope to finance known needs without borrowing and debt service costs. But, you have to judge that. As the City develops more fully, it will be very difficult to increase taxes to pay for these improvements. We can be saving for them in 1990 while REAL growth in the tax base supports the development of the reserve. This development makes these facilities necessary. This development can support the property taxes to build them WITHOUT increasing taxes on existing homes. .. . . Ie / "2 '( /.f7 AFSCME LOCAL 224 SHOREWOOD 1990-91 PROPOSALS 1. Cover Page - Change dates January 1990 to December 1991. 2. ARTICLE XIII Work Schedules section 4 ADD The Employer will qive at least seven (7) days advance notice to the employees affected bv the establisfuuent 0:: recnl1ar work week that schedule~ work on Saturdays and/or Sundays. Employees shall be qiven the choice of work weeks based on seniority in the denartment. 3. ARTICLE XV Discipline - section 2 a. Change II in one or more of the following forms: II to proqressive in the followinq form: b. section 3 ADD A copy of any such disciplinary action shall also be furnished to the exclusive representative. c. ADD NEW section 4 If references to disciplinary actions as stated in Section 3 are in the employee personnel file, such references shall be removed after one (1) year if there are no further offenses. 4. ARTICLE XVI - Right of Subcontract ADD: There shall be no lay-off of any e""'nloyee covered bv this Aqreement as a result of subcontractinq. 5. ARTICLE XIX - Funeral Leave - section 1 MODIFY as follows: Regular, full-time employees shall be granted ~ 5 paid days of leave for death or funerals in the immediate family. Immediate familY is defined as ~~==~~d, ~ifcr spouse, child, mother, f~thc~, parents, oicterr brother, siblinas, qrandchild, and spousel.s parents and siblinqs. Three (3) paid days of leave shall be qranted for death or funerals of other familY memberS which are defined as qrandparents, aunts, uncles, nieces, nephews, step-parents and step- siblinas. (~V~) . . MAYOR Jan Haugen COUNCl L Kristi Stoller Rcbert Gagne Barb Brancel Vern Watten CITY OF SHORE\VOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 HELvlO TO: FR: DT: The City Council Larry ~.Jhittaker August 3, 1989 RE: FINANCING PUBLIC IMPROVEMENTS As I discussed "assessment policies" with the Department Heads and Jim. it became more and more clear that, FIRST, we need a public improvement policy. The Staff agreed...that we need to define the magnitude of the issues and the limitations of funding altermatives before we can adopt realistic assessment policies. We need to define the level of street improvement and maintenance - really design standards. We need to reexamine and agree on the extension of the wacer system so that we can assess the alternatives for solving problems inJthe system. We have to decide if there will be a Surface Water Management Plan or remedial improvements to solve drainage problems. We need to approve a CIP for the park system so that we know what resources we have within the General Fund for other capital im~ements. And, we need to look at alternatives before we construct any new public buildings (i.e. saltl sand building or garage). To help us organize this discussionr we developed this list of maior projects, a very ball-park cost, the current funding program and... alternative funding mechanisms. I hope this will generate agreement on an approach to a public improvement policy, a ClF, and a plan to finance it. As you look through it, I think it would be helpful to keep in mind some of these assumptions, funds, and budget considerations: 1. We have budgeted $150,000 for contingencies and capital improvements for 1990; 2. The bond defeasance will free up just over $100,000 per year for four years (if you use the balance of those dollars to keep up the payments on the other sewer bonds); 3. With MSA funds, you will have something over $450,000 per year for street improvements - $200,000 in budget,~250,000 MSA; 4. You have less tnan $50,000 in the Park reserve; 5. The Water fund is running a deficit of over $25,000 per year. A Residential Community on Lake Minnetonka's South Shore . Memo, Financing Public Improvements August 3, 1989 Page two MAJOR PROJECTS PAST / BALL-PARK CURRENT COSTS FUNDING DRAINAGE Glen Road $100,000 Timber Lane no est. Cathcart " Riveria Lane Overflow " STREETS Patch & Seal coating Overlays * Gen. Fund Gen. Fund Rebuilding-Timber Ln. 200,000 Collectors Eureka no est. Smithtown 115,000* Manor Rd. no est. Co. Club/Yellowstone " Covington/Vine HilL1I500, 000l. Hwy, 7 Intersects.' 500,000) - '" " " . FUNDING OPTIONS r Special Taxing District Assessment Gen. Fund G.O. Bonds - Gen. Fund rGen. Fund Assessments MSA MSA Bonds G.O. Bonds (TIF (Tax Increment Fin.) ~MSA lGen. Fund SEWER SYSTEM - maintenance / 5 lift stations 40,000*in Sewer Budget-- User fees are adequate BUILDINGS Salt/sand Garage/land 60,000* Gen. !und1 500,000 J WATER SYSTEM Storage at Amesbury or watermain under 7 or high maintenance 150,000- Gen. 500,000 FUn} _ Iron Removal,SE 500,000 Storage, west area 500,000 -- PARKS CIP 1,800,000 Dedication fees TOTAL LISTED, unfunded 4,750,000 * Already budgeted for - )Gen. Fund (G.O. Bonds fIF User fees Assessments Gen. Fund )User Fees, Gen. Fund (Assessments ~Dedication fees-275,000 Gen. Fund User fees G.O. Bond -Referendum , ' . . Memo, Financing Public Improvements August 3,1989 Page three Current funding levels may support the Street and Sewer maintenance programs. However, it seems clear that new policies will need to be developed to deal with drainage, buildings, water system and parks. After looking at the alternatives, the staff suggest the following: 1. Major drainage projects will probably have to be funded with Special taxing districts - over the subwatershed served. Lot area and frontage assessments are generally not defensable. The General Fund could not support many such improvements without higher levies. 2. The level of street maintenance and improvement will dictate alternatives we have to consider. In other words, we have to decide what our design standards will be to come up with a budget. The MSA plan will come up with costs for MSA streets. The Hwy. 7 im- provements and Vine Hill rearrangement could be financed with TIF. 3. Although we should have enough for a salt/sand building with the $15,000 we put away each year, we will not have enough for land or other buildings you may feel we need. 4. The water system - especially the badger well - is not paying for itself. There is inadequate supply in Amesbury, Badger, and Boulder Bridge for fire demand. The fund is $275,000 in debt. and rates are among the highest in the area. Current policy discourages additional mains, laterals and hook-ups. We have lots of storage in the tower; but, the water has a high iron content and it would not be cost-effective to extend the service across Hwy. 7 under current policy - to serve Amesbury or the homes between it and the tower. Major repair and improvement costs - as well as equipment re- placement-have been financed by the General Fund while only 25% of the residents benefit. 5. The Park program is very underfunded - if the CIP means any- thing. Park ,:dedication fees will dry up as the City becomes fully developed. User fees generally cover maintenance only - if that. A G.O. Bond might be a very hard sell in today's tax en- vironment. The Park Plan(s) need to be reassessed as we approach full development. And, as we discussed at the budget meeting, we have a 'window" of about five years when we will continue to have higher revenues from Building Permits, Park Dedication fees, and the defeased bonds. After that, revenues will probably stabilize at a lower level unless we act to finance and support a higher level of improvement and service soon. In summary, we need more direction to develop a CIP and financing for it. We look forward to your comments and direction. Thanks! d\~~oo- . . . FREEMAN Woodchips on paths Parking lot rock Entrance signs Playground equipment Hockey rink Landscaping Entrances Ballfield fences (3) Other perimeter fence Fitness trail Volleyball courts (2) Multiple use building Lighting, football & hockey Irrigation Picnic grounds Signage (informational) Road improvements Land acquisition Benches Picnic (pavillion) Horseshoes Sandbox Bleachers Electrical and sewer Total SILVERWOOD Playground equipment Building/warming house Picnic pavillion Tennis courts Soil borings, pond work Landscaping Sliding hill Picnic facilities Softball field Irrigation Volleyball Lake access and dock Grading Electrical and sewer Total . $5,000 20,000 1,000 15,000 10,000 20,000 * 4,000 36,000 10,000 7,500 5,000 150,000 * 35,000 * 40,000 * 5,000 5,000 * 50,000 25,000 * 5,000 * 15,000 * 2,000 500 2,500 * $468,500 $15,000 .40,000 * 15,000 * 30,000 8,000 20,000 * 300 2,500 * 10,000 20,000 * 2,500 6,000 40,000 * $209,300 . CATHCART Relocation of ballfield Water Building/warming house Picnic pavillion Parking lot Hockey rink Landscaping Irrigation Electrical and sewer $30,000 * 5,000 40,000 * 15,000 * 10,000 10,000 20,000 * 20,000 * Total $150,000 MANOR Water Landscaping Building/warming house Picnic pavillion Reforestation Irrigation Electrical and sewer $20,000 20,000 * 40,000 * 15,000 * 2,000 20,000 * Total $117,000 BADGER Bleachers Trail Landscaping Picnic Lights Building/warming house Picnic pavillion Irrigation Electrical and sewer $2,500 2,500 20,000 * 2,500 10,000 40,000 * 15,000 * 20,000 * Total $112,500 OTHER Timbers/sand playground equip. Trash containers Southwest trail system Railway corridor Howard Park Point land $10,000 2,000 30,000 30,000 200,000 * Total $272,000 TOTAL ALL PARKS $1,329,300 .< ;/ I IF ALL ~ek. PAek./NG urrs ~ RJJ~ AA\lE TO B~ Bl..Att-ro~p +- H-AAJE ClJl:8e&~ T6-~10R.DINA1\!.CE. IT WILL AbD ofJ. A LA~ '~1J~. / " C.~THC.~RT Fc:::>>7:5FtLl. OJ:: Q"Y"t'" p -R.. FI ELD Relocation of ballfield Wa;:er Building/warming house Picnic pavillion Parking lot Hecke}:' rink $30,000 * 5,000 40,000 * 15,000 * 10,000 10,000 20,000 * 20,000 * Landscaping Irrigation Electrical and sewer Total $150,000 ~.1.;:~ C R Water Landscaping Building/warming house Picnic pavillion Reforestation Irrigation Electrical and sewer $20,000 20,000 * 40,000 * 15,000 * 2,000 20,000 * Total $117,000 BADGER CBleachers Trail Landscaping Picnic Lights Building/warming house Picnic pavillion Irrigation Ele~trica~ and sewer 5"qV'" or:-~V THERC-JPKBl FRfJm $2,500 ~ ern't. ~ 2,500 20,000 * 2,500 f, oN If_vc' t2J1Jt) 10 , 000 \....~ VoJ--., 40,000 * 15,000 * 20,000 * Total $112,500 OTHER Timbers/sand playground equip. Trash containers Southwest trail system Railway corridor Howard Park Point land $10,000 2,000 30,000 30,000 200,000 * Total $272,000 TOTAL ALL PARKS $1,329,300 .. . . MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY'CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 MEHO TO: FR: DT: The City Council Larry Whittaker Nov. 2, 1989 RE: Format for Council Hearings Attorney Froberg and I discussed the various formats we have seen or used and concurred that, since most hearings arouse only negative comments, it is best to give those few supporting a proposal or project an opportunity to be heard before...the die is cast. We also agreed that those opposed to the project or proposal have time set aside to state their case without interruption. And, we agreed that it is up to the City Council to ask the staff to respond AFTER ALL comments are taken - so that the hearing doesn't become a debate. I added the opportunity for the Applicant to respond - because, after all, the applicant - or petitioner - has usually made a substantial investment by this time and should be able to address the concerns raised by the public. Council review, deliberation and comment should be among Council Mem- bersand not a debate with the public or the applicant. The Council should direct staff to answer questions or investigate issues further - not the applicant or the public. The Council may direct questions to the applicant or the public - and may even allow "rebuttal". However, this need never be a "public discussion". We also recommend each person commenting on the plan be limited to 3 minutes initially. Once everyone is heard, the Council may allow additional time for new information, if the Agenda allows. The ap- plicant is responding to many questions and, should, in my opinion, be given time for that. I think we are talking about "fair play" - not equal time. The Council needs the applicant's responses to evaluate any proposal. So, -it seems appropriate to alot sufficient time for that - at least 15 minutes. If there is a genuine concern that some information may have been missed or some issue not revealed, it might be wise to offer 1 minute rebuttals after the applicant speaks and another 5 minutes for the applicant to respond. But, this too must be tightly structured and controlled. While it is difficult to reach back for the overall perspective in the face of controversy, it is essential. Even though some members of the A Residential Community on Lake Minnetonka's South Shore 5 (j~ . . ~ MEMO Format, Council Hearings Nov. 2, 1989 Page two "public"are present and commenting, the Council IS the elected repre- sentative of the "public" as a whole. .In that capacity, the Council is the guardian of the public interest. The Council has come to under- stand and define the public interest at other public hearings on Or- dinances, the Comprehensive Plan, Council meetings, discussions with citizens over time, and public hearings on ALL previous developments. That public interest, as interpreted by the Council, has been set forth in budgets,capital improvement programs, Ordinances, Resolutions, contracts, development agreements, the Comprehensive Plan, and Council actions otherwise recorded in minutes, Resolutions and policies. The Council has a right to a point of view,even if that is not presented by the "public" at a hearing,& in fact, IS the public speaking through its elected representatives. It is the public charged with determining if its constituents want this application or proposal to become part of public policy. Now, considering the above - "Freedom Talk #72" - I recommend the fol- lowing Agenda for your November 13 meeting: DRAFT AGENDA November 13, 1989 City Council Meeting Minnewashta School optional Convene: A. Pledge of Allegiance,.B. Roll Call, C. Agenda Minutes: A. Oct. 23 Council Meeting, B. Nov. 6 Study Session Waterford, Third Phase. A. Public comments in SUPPORT of the Preliminary Plan (3 min.) B. Public comments in OPPOSITION to the Preliminary Plan ( 3 minutes each) C. Additional comments, if time D. Applicant's reponse to public inquiries(15 minutes) E. Rebuttals (1 minute each/ 5 minutes to applicant) 7:.30 P.M. 1. 2. 3. F. Council questions, deliberations and directions to Staff. G. Council Action 9:30 P.M. 4. Public Hearing on the Vacation of part of unimproved Sunset Lane 5. Resolution Certifying the Preliminary Property Tax Levy 6. Rescheduling the Final Budget Hearing for Dec. 11, 1989 7. Reports - if any 8. Adjournment I would appreciate your comments, suggestions and instructions on this matter - especially - as it is as important to appear to be fair as it is to be fair. . .. MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 MEMO TO: FR: DT: The City Council Larry Whittaker Nov. 2, 1989 RE: Employee Relationship Policy These four concerns have come before the Councilor me often in the recent past; so, I thought this workshop would give us a chance to discuss them more fully. The page numbers on the Agenda refer to current pages in the Employee Relationship Policy book. If you do not have the current Policy, please call me and I will have it for you Monday night. 1. JOB DESCRIPTION, DEPUTY CLERK: The draft job description is at- tached to the October 2 Council minutes - along with the old one. This responds to the decision made at that meeting. Please review it so that we might complete it Monday night and put it on the consent Agenda for November 20. 2. ORGANIZATION CHART: The Resolution recommended that night and ap- proved at the next Council meeting "Combined Certain Positions" making the old Organization chart obsolete. Subsequently, the Council also created the positions of Deputy Clerk and Assistant Clerk/Administrative Assistant for Parks and appointed Sandra Kennelly to the former and Sue Niccum to the latter - as well as appointed me to the position of City Administrator/Clerk and Al Rolek to the position of Finance Director/ Treasurer. After ALL that, we ended up with a new "organization" which I think the revised "Organization Chart" summarizes. I added the box on "Contracted Services" and the Dep~rtment headings to give others a better ~dea of how all services are provided and organized. Does it help? Is it clear? If so, this and the Job Description should be made Amendments to the Employee Relationship Policy. 3. FUNERAL LEAVE has come up twice in 2 weeks. An employee asked me to exercise my "discretion" - as provided in the Employee Relationship Policy ~ND the Union contract...AND the Union "proposed" we increase the leave from 3 to 5 days and extend 3 days leave for funerals in the "non-immediate" family. A Residential Community on Lake Minnetonka's South Shore be ,. . e, MEMO Employee Relationship Policy Nov. 2, 1989 Page two I granted a one-day Funeral Leave to the employee for the death of a former foster parent for whom he was to be a pall bearer. I recommend: 1. The maximum funeral leave remain at 3 days; 2. Leave be extended to employee~for other family members as follows: 2 days if out-of-town, 1 day if local; 3. Leave be extended for one day for other funerals; and, if you adopt my recommendations. on Sick Leave, that funeral leave be charged against Sick Leave.~ The attached summary and list of policies from the Stanton Survey of Employee Benefits supports this policy. And, I think .:this really expands the benefits (to other family and friends) but reduces the total liability of the City - for sick leave accumulation. This, too, would have to be an amendment to the Employee Relationship Policy and the Union contract. 4. SICK LEAVE: The Stanton summary and list for group 6 is also at- tached. I think our current policy...WORKS! And, it is similar to those offered by most employees in Group 6. If employees have to use it or lose it, many will...USE IT - and they will simply have another 12 days of leave a year. If they can continue to accumulate it AND are rewarded at TERMINATION (by getting paid for one-half of their accumulated leave over 100 days) for banking it, they will be less likely to abuse it. An employee with 20 years of service would get about 3 months (70 days) severance pay. Actually, few public employees ever serve 20 years in one community; but, even if all did, it would be small compensation for the extra time they stay at work - and the incentive it gives them to use sick leave as it is intended - for insurance against lost income when one it truly unable to work because of illness. Additionally, it will be very difficult to get this out of the Union contract AND we would be penalizing the honest, diligent employee who has not abused sick leave by removing time they have already banked. (Thaes what Don tells me!) I think our sick leave benefit is in line with other cities our size and I prefer it to the alternatives. I encourage you to clarify it further and adopt the corrections to the Employee Relationship Policy at your next regular meeting. Thank you! P.S. Can we change this policy to "Personnel Policy"? 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SHOREWOOD, MINNESOTA 55331 · (6121474-3236 MEMO TO: FR: DT: The City Council Larry Whittaker Nov. 1, 1989 RE: FREEMAN PARK COSTS Don Zdrazil, Sue Niccum, Jim Norton, Phil Tipka, George Haun and I met on October 27 to discuss allocating the costs for the completion of the Freeman Park ballfields. We broke the improvements into three basic areas: Subcutting the infield of the North ballfield and placing a fabric liner and sand under the AgLime to keep that infield dry, re- grading the outfield and cutting a drainage swale around the north oallfield, and bringing the infields up to specification. NORTH FIELD: When subcutting this infield, the crew found an unacceptably high water level and decided a fabric liner over sand needed to be in- stalled to keep the infield dry. The costs for this improvement were: $ 1,799.69 Fabric and sand 2,052.00 Widmer 780.00 George Haun '$ 4,632.19 This condition could not have been anticipated with standard soil testing. Even if the field had been properly subcut last year, correcting the prob- lem would have required a change order and additional costs. Therefore, we can not attribute this cost to T&S, Widmer or OSM. NORTH OUTFIELD AND SWALE: Once the infield was subcut, this field met the letter of the specifications...for grade, turf establishment, etc. However, it was felt the crown in the outfield and the drainage towards home plate and across the infield did not leave a uniform slope or... the kind of field we thought we should have after this investment. Widmer was brought in to make the grade uniform and reseed the outfield. A swale was created to divert water from the parking area away from the infield. These expenses elevated this from a "playable" field to a finished, desirable ballfield. The expenses were: $ 1,300.00 Widmer 650.00 Seed & Seeder 1,967.04 City crew "$3;91 7 . 04 This condition could have been anticipated in the design of the project. Directing the runoff across the infield only added to the high water level and, even without it, would have meant a longer drying period for this field. It was felt that the City wanted fields that met the spirit of the specifications and well as the letter of them. A Residential Community on Lake Minnetonka's South Shore 5" D I . . MEHO Freeman Park Costs Nov. 1, 1989 Page two INFIELDS: Jim Norton's to complece the work on October 17 letter identified a cost of $6,010.00 the infields. That figure does not include: $ 1,156.66 for AgLime to replace contaminated or lost materials 1,920.00 for George Haun to design and inspect the work 2,687.90 for the City crew and equipment $ 5,764.56 and The City would not have had any of these expenses if T&S had prepared the infields properly in the first place. Tighter specifications and field inspection should have assured us of a completed project at no additional expense to the City. The specifications should have provided for temporary, erosion control or the berm along the third-base line of the S.W. field. The infields should have been subcut and the Aglime properly placed. George Haun's services would have been unnecessary. Settling over the water line and repair of haul roads should have been taken care of by T&S under the one-year warranty. The City Council agreed to apply the following resources to complete the project: $ 3,665.65 retained from T&S 2 ,464. 71 allocated from the original pro- - ject cost $ 6,130.36 (\ \, - c- leaving a balance of $ 4,906.30 in out-of-pocket costs and $ 4,654.94 in City crew time and equipment costs. I feel this could be recovered from T&S - at least the out-of-pocket costs could be. But, that could cost us more than the expenses. We could also hold aSM responsible for completion of the project and they could attempt recovery from T&S. After discussing this on Friday, aSM agreed to reimburse us for our out-of-pocket expenses of $4,906.30. They indicated aSM had donated all of their time this summer, which is worth approximately $17,150.00 They did not want the City to be out anything because the project was not acceptable. However, they did not feel they should have to reimburse us for our own crew's time. " .., ./"" '--- I think this is a reasonable offer given the extraordinary time aSM donated to the City this summer to not only meet the specifications - but to meet the spirit of the specifications. We now have three fine ball fields because of the cooperation of Widmer, the exceptional work of our crew, the dedication and commitment of George Haun, and the donation of time and energy of Jim, Phil and the aSM crews. I RECOMMEND the City Council accept aSM's offer and...enjoy the park. P.S. I think Sue Niccum also deserves kudos for dogging this project every step of the way - and giving up some Saturdays & weekends for it! " . Orr Schelen Maveron & Jf ~:n AsSociates, Inc. . October 17, 1989 City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Attn: Mr. Larry Whittaker City Administrator 2021 East Hennepin Avenue Minneapolis, MN' 55413 612-331-8660 FAX 331-3806 Engineers Surveyors Planners Re: Freeman Park OSM Comm. No. 1744.75 and 1744.88 Dear Mr. Whittaker: Last week we had the opportuni ty to go over the recent work done at Freeman Park. You had a rouah breakdown of costs that showed "0ut-of- Pocket" expenses to be $14,437.19 and City Labor Costs of $4,654.94 for a total of $19,092.13. This number far exceeds what I had anticipated for work to be done to lower the ball diamonds and re-grade the ag line. When I worked up a cost estimate, June 9, 1989, to do this work I had a total cost of $6,700. The actual cost is reflected in Widmer's Invoice No. 7689 for $6,010.00 dated July 31, 1989 to the City. This was the 1 eve 1 of cost wh i ch was to be covered by the reta i nage on the T & S contract of $3,665.65 and the remaining funds encumbered on the original contract of $2,464.71 for a total of $6,130.36. Based on these numbers how did the total cost get so high? A significant amount of work, especially at the north ball field, was work done that was not part of the original contract. That work included regrading the infield a second time and installing geo-fabric material and a sand cushion. Also, there has been some regrading done on the outfield. Additional berms have also been installed, however, the establ ishment of a good turf cover prevented erosion from occurring. There was also some restoration work done over the watermain trench where the backfi 11 placed by T & Shad settled somewhat. These items along with the grass seed is the reason the current total cost exceeded what I expected it to be. I've not attempted to identify each item in detail. This can probably best be handled by discussing it at the Council Meeting. However, if you have any questions, please call me. Respectfully, ORR-SCHELEN-MAYERON & ASSOCIATES, INC. d~ f 1~ ames P. Norton, P.E. Project Manager/City Engineer JPN/cmw 10/89-74 cc: Mr. Don Zdrazil, City of Shorewood Mr. Phil Tipka, Resident Inspector Mr. Glenn Froberg, Attorney Mr. George Haun, Consultant . .. MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 MEHO TO: FR: DT: The City Council Larry Whittaker Nov. 2-3, 1989 RE: PRIORITIES FOR 1990 and ~aReeffi encouraging thoughts on an over- booked Study Session After the initial Budget Hearing, .it seemed appropriate to schedule a study session to address the questions brought up. So, we agreed to discuss those November 6. Since then, the crush of meetings and issues and a host of priorities identified by the Council and staff have crowded the calendar and...our heads. So, we packed as many of these discussion items onto this Agenda so that the Council could act efficiently at their Regular meetings and address issues of more general concern to the public at those meetings. I think this will improve future meetings; but, it demands a lot of the Council November 6...BECAUSE...in addition to the listed Agenda items, Council members have given me a LIST of items they want to get priority treatment in 1990 - and it seems everyone wants to assign future Council and staff time to .these items NOW so that we make a lot of progress hereafter. . Despite some persistent issues, we have accomplished much the past six months (as I noted in my personal performance review last month). But, I think we all agree that we';need to set priorities and goals for the future if we are ever going to meet them. So...let's try to SAVE some time Monday night to review the list I have compiled...from your lists. The Mayor would like us to: 1. Establish Assessment Policies; and the Staff believes we need to have policies on the following in order to do that: 2. Water service extensions; 3. Minimum street design standards (trail, local street, collector street); 4. An agreement on assigning benefit and relating the share of costs for public improvements to that. Several Council members want us to: 5. Complete work on the Housing Code; and 6. Develop a plan and project for Senior Housing; and, A Residential Community on Lake Minnetonka's South Shore bA . . MEMO Priorities for 1990 Nov. 2-3, 1989 Page two the Staff believes we can act quickly on the Housing Code if there are no further comments from the Council; and, We can either work through the "new" Hennepin County Housing Authority or local developers to get Senior Housing if we: 7. Amend the Comprehensive Plan and the Zoning Ordinance to provide for high enough densities to make this housing practical. The Staff also believes we need to review: 8. The Systems Statement and 9. The Comprehensive Plan to address the issues and patterns that have arisen since it was adopted. Councilmember Gagne and the Mayor would like us to get busy on: 10. Identifying areas of cooperation with adjacent cities (especially the Public Works area). Bob and I - and the Park Commission would also like to: 11. Complete the Master Plan for Silverwood Park - and update those for other parks, if needed; and, 12. Complete the 5-year and long-range CIP for Parks; and, 13. Complete the CIP for all other public improvements we will need at full development; and, 14. Adopt policies (assessment, fees, budget reserves, etc.) to FINANCE the CIP. Councilmember Watten believes we need: 15. A more comprehensive policy for Lake Access. Councilmember Stover would like action on: 16. The Liquor Store - before the Vine Hill intersection im- provements displace it; and, 17. A review of emergency medical services to include Paramedics. We are going to be forced to look at the following by State Law: 18. Composting of yard wastes; and, 19. A policy on either the number of waste haulers and/or limits on truck size as we will - have waste, yard waste, and recyclables running over our roads in separate trucks. In the recent past, the Council also asked that: 20. We develop a Policy Manual;.! 21. Examine ways to make the Water Department self-sufficient; and, 22. Agree on a method to finance necessary Drainage improvements. We continually work on improving Council/Staff communication and have made great progress in clarifying the roles of the Council and various staff. I think I have caught most of the items suggested over the past six months. Now, I would like to work with you, the Staff, and the Public to clarify, set and implement the policies and programs we need to address them. A final Memo on the Pay Plan, Compo Worth and compensation...may follow. ... . .. ; MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 MEHO TO: FR: DT: The City Council Larry Whittaker Nov. 2-3, 1989 RE: PRIORITIES FOR 1990 and ~aReem encouraging thoughts on an over- booked Study Session After the initial Budget Hearing, it seemed appropriate to schedule a study session to address the questions brought up. So, we agreed to discuss those November 6. Since then, the crush of meetings and issues and a host of priorities identified by the Council and staff have crowded the calendar and...our heads. So, we packed as many of these discussion items onto this Agenda so that the Council could act efficiently at their Regular meetings and address issues of more general concern to the public at those meetings. I think this will improve future meetings; but, it demands a lot of the Council November 6...BECAUSE...in addition to the listed Agenda items, Council members have given me a LIST of items they want to get priority treatment in 1990 - and it seems everyone wants to assign future Council and staff time to .these items NOW so that we make a lot of progress hereafter. Despite some persistent issues, we have accomplished much the past six months (as I noted in my personal performance review last month). But, I think we all agree that we';need to set. priorities and goals for the future if we are ever going to meet them. So...let's try to SAVE some time Monday night to review the list I have compiled...from your lists. The Mayor would like us to: 1. Establish Assessment Policies; and the Staff believes we need to have policies on the following in order to do that: 2. Water service extensions; 3. Minimum street design standards (trail, local street, collector street); 4. An agreement on assigning benefit and relating the share of costs for public improvements to that. Several Council members want us to: 5. Complete work on the Housing Code; and 6. Develop a plan and project for Senior Housing; and, A Residential Community on Lake Minnetonka's South Shore loA . . MEMO Priorities for 1990 N ov . 2 - 3, 1 989 Page two the Staff believes we can act quickly on the Housing Code if there are no further comments from the Council; and, We can either work through the "new" Hennepin County Housing Authority or local developers to get Senior Housing if we: 7. Amend the Comprehensive Plan and the Zoning Ordinance to provide for high enough densities to make this housing practical. The Staff also believes we need to review: 8. The Systems Statement and 9. The Comprehensive Plan to address the issues and patterns that have arisen since it was adopted. Councilmember Gagne and the Mayor would like us to get busy on: 10. Identifying areas of cooperation with adjacent cities (especially the Public Works area). . Bob and I - and the Park Commission would also like to: 11. Complete the Master Plan for Silverwood Park - and update those for other parks, if needed; and, 12. Complete the 5-year and long-range CIP for Parks; and, 13. Complete the CIP for all other public improvements we will need at full development; and, 14. Adopt policies (assessment, fees, budget reserves, etc.) to FINANCE the CIP. Councilmember Watten believes we need: 15. A more comprehensive policy for Lake Access. Councilmember Stover would like action on: 16. The Liquor Store - before the Vine Hill intersection im- provements displace it; and, 17. A review of emergency medical services to include Paramedics. We are going to be forced to look at the following by State Law: 18. Composting of yard wastes; and, 19. A policy on either the number of waste haulers and/or limits on truck size as we will - have waste, yard waste, and recyclables running over our roads in separate trucks. In the recent past, the Council also asked that: 20. We develop a Policy Manual;.! 21. Examine ways to make the Water Department self-sufficient; and, 22. Agree on a method to finance necessary Drainage improvements. We continually work on improving Council/Staff communication and have made great progress in clarifying the roles of the Council and various staff. I think I have caught most of the items suggested over the past six months. Now, I would like to work with you, the Staff, and the Public to clarify, set and implement the policies and programs we need to address them. A final Memo on the Pay Plan, Compo Worth and compensation...may follow.