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ADDENDA TO CONSENT AGENDA
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American Education Week, November 11-17, 1990
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No.
CITY OF FALCON HEIGHTS
C O U N C I L R E S O L U T I O N
AMERICAN EDUCATION WEEK
November 11-17, 1990
i•
Date November 13, 1990
WHEREAS, America's public schools serve all of the children
of all of the people; and
WHEREAS, the strength of a community is measured by the
schools it keeps; and
WHEREAS, the schools of the 1990's need broad citizen
support to meet the diverse needs of today's families and to help each
student achieve his or her potential; and
WHEREAS, educational excellence is built on the involvement
of the entire community, including parents, business leaders, elected
officials, public service personnel, and senior citizens.
NOW, THEREFORE, the Falcon Heights City Council does hereby
proclaim American Education Week, November 11-17, 1990. All citizens
are urged to observe this week with appropriate activities and to renew
their commitment to the education of every child.
Moved by
YEAS Nays
BALDWIN
CIERNIA
GEHRZ
WALLIN
JACOBS
in Favor
Against
Approved by
Mayor
Date
Attested by
City Clerk
Date
Adopted by Council
CITY OF FALCON HEIGHTS
CITY COUNCIL MEETING
NOVEMBER 14, 1990
7:00 P.M.
A. CALL TO ORDER: 7:00 P.M.
B. ROLL CALL: CIERNIA GEHRZ WALLIN BALDWIN
JACOBS WIESSNER S. CHENOWETH
ATTORNEY ENGINEER
C. APPROVAL OF MINUTES OF OCTOBER 24, 1990
D. PUBLIC HEARINGS: NONE
E. CONSENT AGENDA
1. Disbursements
a. Disbursements through 11/14/90, $28,754.22
b. Payroll, 10/16/90-10/31/90, $10,768.84
2. Gopher State One-Call Bills
3. Resolution to Initiate MSA variance for Albert and Arona Streets
4. Licenses
ACTION:
F. REPORTS, REQUESTS AND RECOMMENDATIONS:
1. Sewer Backups and Sewer Stub Repairs
ACTION:
2. U of M Schoolhouse - Update
ACTION:
G. ANNOUNCEMENTS AND UPDATES
H. ADJOURNMENT
ACTION:
MINUTES
REGULAR CITY COUNCIL MEETING ~ ,~
OCTOBER 24, 1990 ~> r
Baldwin convened the meeting at 7:00 P.M.
ALL MEMBERS PRESENT
Baldwin, Ciernia, Gehrz, Jacobs and Wallin. Also present were
Gedde, Maurer, Wiessner and Chenoweth.
ADDENDA TO AGENDA
Council agreed to add the following items to the Agenda:
Consent Agenda: Designation of Additional Election Judges and
Planning Commission Minutes of 10/22/90, Policy Agenda: Fundingof1991RecyclingProgram, and Administrator's Compensation.
MINUTES OF 10/10/90 APPROVED
The Minutes of October 10, 1990 were approved by unanimous
consent.
ITEM5 REMOVED FROM CONSENT AGENDA AND PLACED ON POLICY AGENDA
The following items were removed from the Consent Agenda and
placed on the Policy Agenda for discussion: E(2) Variance
Request from David Gorringe, E(7) Cable TV Monitor for City Hall
Lobby, and E(5b) Parks and Recreation Minutes of 10/8/90.
CONSENT AGENDA ITEMS APPROVED
The following Consent Agenda items were approved by unanimous
consent:
1. Disbursements:
a. General Disbursements through 10/24/90, $140,075.20
b. Payroll, 10/1/90-10/15/90, $10,692.96
2. Donations for Community Park Amenities
3. Lions Club Christmas Tree Sales
4. Solid Waste Commission Minutes of 10/4/90
5. Appointment of After School Sports Insructor, Laura Hanson
6. Licenses
7. Appointment of Additional Election Judges
8. Planning Commission Minutes of 10/22/90
ACKNOWLEDGEMENT OF DONATIONS TO NEW COMMUNITY PARK BUILDING
Baldwin acknowledged and thanked the following donors: North
Suburban Youth Association, Falcon Heights/Lauderdale Lions
Club, and Roseville Jaycees.
VARIANCE GRANTED FOR CONSTRUCTION OF A DOUBLE GARAGE, DAVID
GORRINGE, 1457 W. IDAHO
Ciernia briefed Council on the request for a 14 ft. 6 inch
variance from the 15 ft. minimum corner side yard setback to
MINUTES
OCTOBER 26, 2990
PAGE 2
allow Mr. Gorringe to construct a double garage with the garageentranceinthesamelocationastheexistinggarage. He
explained that the Planning Commission at their October 11, 1990
meeting had recommended approval of the variance with the
stipulation that no parking will b~ allowed on the northern half
of the apron to increase visibility from the adjacant alley.
Following a brief discussion, Ciernia moved approval of the
variance with the driveway parking restriction as recommended bythePlanningCommission. Motion carried unanimously.
DISCUSSION OF CODE REQUIREMENT REGARDING SCREENING BETWEEN
RESIDENIAL AND COMMERCIAL AND RELATED COMPLAINT AGAINST
AUTO REPAIR SHOP AT 1565 HAMLINE
Baldwin presented a brief review of past complaints relating to
the appearance of the repair shop at 1565 Hamline and a staff
report addressing a section of the present City Code which
relates to screening between businesses and residential areas.The complainant, Warren Peterson, 1373 W. Hoyt, explained that
he has lived four houses west of the business for 28 years and
had no problem until the business changed from a service
station/garage to a heavy mechanical garage business. He noted
problems such as unlicensed vehicles, junk, old tires, unmowed
grass, unshoveled snow, and the fact that some of the vehicleshadbeenonthelotformonths. Mr. Peterson questioned whysuchproblemsareprohibitedinresidentialareasbutallowed in
a business zone. He also felt that screening would not be a
proper solution as the problem would still remain behind the
screening.
City Planner Susan Hoyt reviewed the present screeningrequirementsandpresentedslidesofvariousbusinesses withintheCitywhichabutresidentialzones. She explained the
complexity of retroactive screening where the building, parkingandaccessdrivesarealreadyonthesitelimitingspaceforcreativescreening. Council held a lengthy discussion regardinginconsistenciesintheCityCode, the possibility of addressingsomeoftheproblemsbycoderevision, and whether or not
requiring screening of every business is feasible or practical.Wallin inquired if elimination of the junked cars would meet Mr.Peterson's immediate concerns to which he replied he would like
the mess cleaned up, including the junked cars and tires and
general maintenance of the business with some concern for
neighbors. Gedde felt that there are enforcable sections of the
present code which would address some of the problems and
recommended that a letter be written to the owner of thebusinessrequestinghimtocleanupthearea (junked cars,tires, etc)., with a time limit for conformance. Council
concurred. Future possible code changes will also be studied.
Following further discussion, Council agreed they were not infavorofenforcingthescreeningrequirementtinallexistingbusinessesanddirectedstafftodraftnewlanguagetoallow
more flexibility, such as requiring screening with change of use
or intensification of the business, and refer the matter back tothePlanningCommission.
MINUTES
OCTOBER 24,1990
PAGE 3
CITY TREE PLANTING GUIDELINES DISCUSSED
Council reviewed the present guidelines for planting boulevard
trees and same additions proposed by the City Forester. Gerhz
expressed concern over the section requiring avoidance of
underground wires and requested more information be obtained onthissubjecttodetermineifitistotallyimpracticalorif
there is some manner in which planting over wiring is possible.
CREATION OF A CITY FLAG PROPOSED
Wiessner explained that the City has been requested to provide a
City Flag for the opening ceremony of the 1991 LMC Conference in
Rochester and asked Council if there was an interest in creationofsuchaflagatanestimatedcostof $600.00 for design and
production of the first flag. A brief discussion ensued afterwhichJacobsmovedthatacityflagbecreatedandthatstaff bedirectedtocomebackwiththecostofreproductionof
additional flags and the cost of flag standards.
SANITARY SEWER BILLING POLICY FOR APARTMENT BUILDINGS TO REMAIN
AS IS
Council considered a request from Bruce and Maureen Misgen,
owners of the apartment building at 1701 Tatum, that the Citychangethesanitarysewerbillingforapartmentstosomemethod
other than the flat rate per unit now being used. Council
concurred that the billing should remain as is based on
information provided by staff regarding the complexity and cost
of reading water meters in each apartment building and the
possibility that the rate might even increase if based on water
consumption.
1991 FIRE PROTECTION CONTRACT WITH CITY OF LAUDERDALE APPROVED
Wallin moved approval of the 1991 fire protection services
contract with the City of Lauderdale which carried unanimously.
CERTIFICATE OF COMPETENCY REQUIREMENT FOR MECHANICAL CONTRACTOR
LICENSE TO REMAIN IN PLACE
Council reviewed a request from Mel Collova, Collova HVAC, thathebeissuedaMechanicalContractor's license even though hedoesnothaveaCertificateofCompetencyasrequiredbyCityCode. After a brief discussion Council unanimously agreed thatthecoderequirementremainasismakingMr. Collova inelligibleforalicense.
HAMLINE AVENUE PROJECT UPDATE
Maurer reported on Ramsey County's proposed time line for theproject, the right-of-way acquisition progress, and the City ofRoseville's request that if MN/DOT reduces the street width
requirement, Hamline be restriped to allow parking on one side.The consensus of opinion was that the restriping would also bedesiredontheFalconHeightsportionofHamlineprovidingthedesignatedparkinglaneisonthewestsideofthestreet.
MINUTES
OCTOBER 24, 1990
PAGE 4
INFORMATIONAL MEETING ON PROPOSED 1991 STREET IMPROVEMENTS
SCHEDULED FOR 12/12/90
Council scheduled an informational meeting for 6:30 P.M. on
December 12, 1990 to provide an opportunity for property ownerstoviewtheproposedplansandbegivenanupdateonthe
project .
ENGINEER TO REQUEST VARIANCE TO MSA GUIDELINES FOR PARKING ONALBERTANDARONASTREETS
Ciernia commented on the fact that residents have expressedconcernregardingthefactthattheresidentsonAlbertandAronawillbelimitedtoparkingononesideonlyduetothe MSAguidelines. Council discussed the matter, after which Maurer
was directed to begin the procedure to apply for a variance toallowparkingonbothsidesofthosestreets.
ADOPTION OF RESOLUTION AUTHORIZING PARTICIPATION IN THE
ENVIRONMENTAL CITIES GROUP
Following a brief discussion and making an amendment to the
second paragraph of the proposed resolution, Jacobs moved
adoption of Resolution R-90-41 which carried unanimously.
RESOLUTION R-90-41
A RESOLUTION AUTHORIZING FALCON HEIGHTS TO JOIN
AN ENVIRONMENTAL CITIES GROUP
CITY TO DIRECT BILL FOR RECYCLING COLLECTION IN 1991
Wiessner explained that Ramsey County had given a deadline ofOctober26, 1990 for the City to notify them whether or notFalconHeightswillberequestingexemptionfromtherecyclingportionofthesolidwasteservicefeewhichpresentlyappearsonthetaxstatement, If the City wishes exemption certain
criteria must be met including provision for long term fundingoftheprogram. Council discussed the following options: (a)direct billing for recycling on a quarterly basis, (b) organizedandintegratedcollectionwiththehaulerbillingthecustomer,c) amending the present code to require all haulers to providerecyclingcollectionasaconditionforlicensing, or (d)continue with the present system leaving the recycling fee onthetaxstatementwiththeCountyhandlingthefundingthrough apossiblegrant. Following a discussion regarding the
uncertainty of the County program for 1991 and the advantages ofbecomingindependentfromRamseyCounty, Council unanimouslyoptedforOption (a), direct billing with the utility charges.Staff will notify the County that the City wishes exemption fromtheCountyfeeforrecyclingasofJanuary1, 1990, and will notapplyforarecyclinggrantin1991..
APPROVAL OF ADMINISTRATOR'S COMPENSATION
Baldwin presented the proposed compensation for the CityAdministratorwhichwouldbeberetroactivetoJune1, 1990,after which Ciernia moved approval. Motion carried unanimously.
INUTES
OCTOBER 24, 1990
PAGE 5
PURCHASE OF CABLE TV MONITOR FOR CITY HALL LOBBY APPROVED
Gehrz explained she had requested this item moved from the
Consent Agenda to the Policy Agenda to obtain additional
information rationale for purchasing the monitor. Wiessner
stated it would be helpful for staff to regularly monitor itemsanddeterminewhenupdatingisnecessary, and would tend toremindresidentsthatCableTVwithacitychannelisavailable.Baldwin commented that it would be very useful during publichearingswhenpersonswishtomovetothelobbytodiscuss
issues, and still have the ability to view the Council meetinginprogress. Ciernia then moved approval of the purchase, whichcarriedunanimously.
FURTHER DISCUSSION TO BE HELD ON HOCKEY PLAYING ON CITY PLEASURE
RINKS
Ciernia stated he had requested the Parks and Recreation MinutesbemovedtothePolicyAgendaashehadsomeconcernregardingtheCommission's decision to prohibit hockey on the Falcon
Heights School rink. The matter will be referred back to theCommissionforfurtherdiscussion.. They will also be asked toaddresstheCommunityParkrinkastherewillonlybeonerink
at that site this winter and a similar problem may occur.
ITEM F(10), SEWER BACKUPS AND SEWER STUB REPAIRS, DEFERRED TO11/14/90
This item was deferred due to lack of time.
ADJOURNMENT
The meeeting was adjourned at 10:30 P.M.
Tom Baldwin, Mayor
ATTEST:
Shirley Chenoweth, City Clerk
Canaant "Benda ILe~: E-1
Policy CITY 0: F1.LCU.~ TIGHTS ?S~atiag Da~tx:11/14/90
QUEST YOR COUNCIL C0275ID~TION
ITS! DESCRIPTION:
DISBURSEMENTS
SUStiITTE~ BY:Tom Kelly
I~'"~ BY =Jan Wiessner
PLANATION/SIJ?~.ARY (attach additional sheets as necessary):
a) General Disbursements through 11/14/90, $ 28,754.22
b) Payroll,10/16/90 - 10/31/90, $10,768.84
ACTION REQTTESTED:
I
Approve Disbursements.
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3Q Oct 199Q Paid NegisterTue1Q:5b i~4 £ity of Falron Heights
Page l
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Pay Pay
ec mployee Employee Pay Sraup Sraup heckNumberNumberNamePeriodNumberDescriiarheckAmountDate Status
018831 0 Q.OQ 3#-Oct-90 VOID018832QQ. 00 3i-Oct-~i VOIDQ#8833 OQQQt>~02 Wiessner, Janet R.20 Ol sewi-:earthly 912.17 3#~kt-90 Outstarr~tingQ#8834 OG60QQQ(1~- Hriegler, £aral J.20 0#seeei-marrthly 4Q7.7# 3#-Oct-9Q Outstar~irgQ18835QQQQOOQI# £herc~r-eth, Shirley S..,2Q Q1 sesi-tnarthly 757. b3 31-Ekt-9Q l3utstarding0#8836 #)f.K-OQQfi20 Iverson,terry D.2Q Q1 seRi-monthly bQ6.b9 3#-Oct~ Outstar~iirgQi8837Q00000027 ~icirgar, Jay E9.2Q Q1 semi-monthly 7Q~,51 31-0ct-9Q OutstandingQ18838OQQQQQQ38i~right, Vircerri D.20 Q1 semi-monthly 772.23 31-Oct-90 OutstandingQ#8839 QOQQQOQ54 Amnann, iAartin T.20 O1 seaNi-marhhly it1Q.52 31-t1ct-9Q Outstanding0#884Q QQQf-QQQ63 Phillips, Patricia A.2Q Q1 semi-monthly 649.69 3i-Oc#-3G Outstanding018841OQOQOQQ65Helly, Thomas R.2Q Q1 seal-r~+nthiy 863.9Q 31-Oct-9Q Outstanding0#8842 OOOQ00075 PI£HA, SEORSE 20 0#semi-marrthly 38Q.25 3#-Oet-90 Outstanding018843Qtk}OQQ079 Hoyt Taff, Susan L.2Q 0#seri--manthly 570,44 31-flct-40 OutstandingC}18844 OQOQQW91 Swenson, DeLaris J.20 Q1 sari-marEthly 538.88 31-Oct-3Q Outstar~#irg018845QQQ0001f0Scattum, Hevin 20 Q1 se~ri-rthly 149.21 31-tact-JO QutstandirgQ#884b OOQQQOQt-1 Baldwin, Thomas #.1Q 03 mcm~thly 2 300.31 31-Oet-9Q Outstanding018847OOOQOQ003Bauman, Nicholas 8.10 03 monthly 2 5Q. 71 3#-Ort-90 Outstar~irg018848QOQOOOQQSBerndt, Bass f0 Q3 marrthly 2 4#.50 31-Oc#-90 Outstanding018849OOOOQQQQBBrawn,, Paymand F.Q Q3 monthly 2 63.00 31-Oct-'30 OutstandingQ#8850 C~Qfi04Q12, £ierria, Paul £.iQ 03 monthly 2 2`.,O.QO 31-Oct-9Q Outstanding018851QOOOQOQ#8 Holmgrer, Jahn M. Sr,1Q 03 monthly 2 i35.Q0 31-flct-9Q OutstandingQOQOQOQ21HurhaJetz, £lemerrt M.IO Q3 monthly 2 53.OQ 3i-Oct-90 Outstanding8853OOQOc10Q24Lindig, Lea 10 03 monthly 2 303.34 31-Oct-9Q Outstanding018854QOOOGQQ33Schauffert, £raig F.Q 03 marcthly 2 135.OQ 31~1ct-90 Outstanding018855OOQQQ0034Smida, Sail 10 03 monthly 2 63.QQ 31-4}et-90 OutstandingQ18856QQQOOQQ37Walli», Serald E.1Q Q3 monthly 2 20Q.Q0 31-Oet-'3Q Outstanding018857QQQOQOQ39Nargar, Jay i0 Q3 monthly 2 41.50 31-Oct~9Q OutstandingQ18858QOQOQQ082Sehrz, Susan L.0 03 monthly 2 213.55 3i-{Ict-90 OutstandingQ18859OOOOOOQ89Jacobs, Sam L.1Q 03 monthly 2 3QQ.00 31-Oct-9Q Outstarxfing
6rard Total 1Q, 758.84
r
Cenaent X
Policy
ITE?~i DESCRIPTION:
SUB?fITTED BY:
REVIEi~r~D BY:
CITY Ox ?ALCU:: E;ICHTS
QU£ST POR COUNCIL COHSID~?IDN
GOPHER STATE ONE-CALL BILLS
Tom Kelly
Jan Wiessner
IICnLANATION/SiJ?~ARY (attach additional sheets as necessary):
Benda Items: E-2
Szrtiag Data; 11/14/90
For the past few months we've been involved in a dispute with Gopher State
One-Call over our bills.
The City is mandated by the State to participate in Gopher State One-Call.
Whenever anyone wants to dig in the City, the contractor or property owner
calls Gopher State. Gopher State then calls all utility service providers
including the City) so they can mark their lines. We are billed for all
calls to the City. However, if the location is in a different City or we
feel there is no danger to our lines we can tell them that a "no locate
is required (NLR). We should not be billed for these.
Over half our bills are for NLR's. Gopher State has billed us for these
and we have deducted them from the bill stating this as the problem. Gopher
State refuses to remove these from our account (see Attachment E). We can
continue to fight these charges. However, Gopher State will take us to
Conciliation Court if they wish to try to collect.
ATTACHMENTS:
A. 7/17/90 Wiessner memo to Don Pauley
B. 7/17/90 Kelly memo to Ron Galezewski, Gopher State
C. 7/20/90 Pauley letter to Ron Galezewski
D. 7/24/90 Galezewski letter to Pauley
E. 10/25/90-Galezewski letter to Kelly
F. 11/7/90 Kelly letter~to Galezewski
ACTION REQUESTED: For your information and support. (Note: This is an example
of another State mandate which requires staff time in
addition to fees).
CITY OF
FALCO HEIN GHTS
2077 W. LARPENTEUR AVENUE FALCON HEIGHTS, MN 55113-5594 PHONE (612) 644.5050 FAX (612) 644-8675
July 17, 1990
TO: Don Pauley, 'ty Moundsview
FROM: Jan Wiessne
RE: Gopher State O e Call
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As I mentioned the other day at the AMM breakfast meeting, theCityofFalconHeightshasexperiencedproblemswithGopherState
One Call. The City receives approximately 50 calls each month.Of those calls, five are actually located in Falcon Heights.Gopher State One Call uses Section maps for locations and Falcon
Heights shares Sections with Lauderdale, Roseville and St. Paul.
Gopher State One Call often telephones us and says "we have a loca-tion request for you in Roseville". They are aware it is not withinFaJ.con Heights before they call but they call anyway.
Finally, even though we tell Gopher State One Call that the addressisnotinFalconHeightsandto "NLR" it (No Locate Request), we
are billed for most of these. Every month we have to substantiallyadjusttheirbill.
I don't know if other cities have experienced similar problems,but it seems to be poorly organized and results in slot of wastedtime. I don't know who we should talk to about these problems.My staff has talked to Gopher State employees to no avail.
Let me know if you have any questions.
PP
CC: Don Slater, LMC
Vern Peterson, AN1M
HOME OF THE MINNESOTA STATE FAIR AND THE U OF M INSTITUTE OF AGRICULTURE
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CITY OF -
FALCO NH EIGHTS
2077 W. LARPENTEUR AVENUE FALCON HEIGHTS, MN 55113-5594 PHONE (612) 644-5050 FAX (612) 644-8675
July 17, 1990
TO: Rob Galezewski
FROM: Tcm Kelly, City Accountant
RE: Account #2077
The City of Falcon Heights feels that we are not responsible forthechargeslistedinyourJuly12letter. We adjust our bill eachmonthtothenumberoflocatesinourCity. Because Gopher StateusesSectionmapsforlocationsandFalconHeightssharessectionswithRoseville, Lauderdale and St. Paul, the system has some realglitches" for us.
Gopher State often calls and states "we have a location requestforyouinRoseville" to which we reply "NLR it". Yet when thebillcomes, these are in our call totals.
Of the locations that are in Falcon Heights, we are only interestedinworkthatrequiresdeepdiggingbyheavyequipment.. So 95~of the calls that are in Falcon Heights are also an "NLR" whichissostatedatthetimeofthecall.
If you have any questions, please call me.
TK:PP
HOME OF THE MINNESOTA STATE FAIR AND THE U OF M INSTITUTE OF AGRICULTURE
n¢ my ~
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s
e
July 20, 1990
Mr. Rob Galezewski
General Manager
Gopher State One-Call
2025 Centre Pointe Blvd.
Suite 310
Mendota Heights, MN 55120
Dear Rob:
1 ~
I 0 0(~f~ S IQ
RAMSEY COUNTY, .MINNESOTA
2401 HIGHWAY 10
MOUNDS VIEW, MINN. 55112
7rl4-3055
FAX: 784-3482
Enclosed please find a letter I recently received from JanWiessner, City Administrator of Falcon Heights, regardingproblemstheyhaveexperiencedwiththeGopherStateOne-CallsystemasitrelatestoNoLocaterequestsandbillingstatements.
I would agree with Ms. Wiessner's evaluation that the problemstheyareexperiencinginFalconHeightswithGopherStateOne-Call are symbolic of a larger problem. First of all, if yourstaffisindeedawareofthefactthatalocationrequestisinacityotherthantheonetheyarecallingortransmittingarequestto, they are wasting both their time and that of theCitytheyarespeakingwith. Also, to then charge a City foraNoLocateRequestunderthesecircumstancessimplyaddsinsulttoinjury.
I would ask that you review your current practices,particularly as they relate to the conditions outlined in Ms.Wiessner's letter and respond to both her and myself as to howyouplantoaddressthesituationandminimizetheproblemstheyareexperiencing. We cannot continue to conduct businessinthiswayifweplantoremaininbusiness. These types ofdifficultiessimplyaddtothemomentumofthosewhowishtohavethelegislatureretractontheirmandateforaone-callsystem.
t~ printed on recyc%d papa
Mr. Galezewski
July 20, 1990
Page Two
Your earliest written response would be greatly appreciated.
Since~y,
CITY~OF M UNDS VIEW
l
Donald F. auley
Clerk-Admi istrator
DFP/BAB
Enclosure
cc: Ms. Jan Wiessner, City Administrator
City of Falcon Heights
J J.
s~ ~
D
2025 Centre Pointe BI • ~
pH ,'~~~5~~
vd. Surte 310 0~ ~, CA~ Mendota Heights, MN 55120
Minnesota Toll Free: 1-800-252-1166 Metro Area: 1-612-454-0002 Administrative: 1-612-454-8388
July 24, 1990
Mr. Don Pauley
City of Mounds View
2401 Highway 10 '
Mounds View, Minnesota 55112
Dear Don:
After reviewing your letter dated July 20, 1990, and Ms. JanWiessner's letter to you dated July 17, 1990, I felt it wasappropriatetoaddresstheseconcernsastheseparateissuestheyare.
First of all, as I believe. you're aware, Gopher State One-Call (G.S.O.C.) determines which operators need to be notified ofaproposedexcavationbasedsolelyuponthetownship, range,section, and quarter-section that a work site is located in.Hence, for the purpose of identifying which operators must benotifiedofapendingexcavation, municipal. and/or countyboundariesaremeaningless.
This may or may not seem "flawed, " but please keep in mindthat:
1. The "grid base" used in the call center (township,.range, section, and quarter-section) was chosen by theBoardofDirectorsastheselectivitybasisunderwhichalloperatorssubmitteda "database" to G.S.O.C.
2. If an operator is scheduled to receive a locate requestbecausetheproposedexcavationsitehasbeenidentifiedasbeingwithintheirdatabasearea,G.S.O.C. must notify them. We simply cannot choosewhetherornottonotifyanoperatorbasedonmunicipaland/or county boundaries.
Executive Roger H. Kiffmeyer, William Barbeau, Adam Kramer Eldon JohnsonCommittee: Chairman State of Minn. Minneapolis Waterworks Dakota Electric Association Conte~ehnke Michael Styba
Minnegasco US WEST Communications
Mr. Don Pauley
Page 2
July 24, 1990
With this in mind, I would suggest that the City of FalconHeights, if they have not already done so, check their databasetoascertainwhetherornottheymayhaveincludedalargerareaofnotificationthanisnecessary.1~'"~ .
Secondl y, with regard to the billing, I concur that if anoperatorissuesa "no location required" response (NLR theshouldreceiveaNLRcredit. However, discrepancies between the•records of an operator and their bill from G.S.O.C, do occur.
Each time the City of Falcon Heights has contacted meregardingabillingdiscrepancyforaparticularmonth, I havesuppliedtheminformationandworkedwiththemtoreconciletheiraccount. Provided they continue to contact me when a discrepancyarises, I see no reason why we should not be able to worktogethertoreconciletheiraccountwithG.S.O.C. As I believethebillingdiscrepanciesmaybearesultofamisunderstandingofthecurrentG.S.O.C. billing structure, I have enclosed a copyforyourreference.
On a related topic, the City of Falcon Heights hasoftentimesreceivedmorethan30messagespermonth. They arerequiredtoinstallautomatedequipmenttoreceiveinformationfromG.S.O.C., i.e., tele rinter.communications software, etc.
P ~ Personal computer with
In addition to saving time and "voice only" fees, operatorswithautomatedequipmentreceiveadailyaudit. This dailyreportdetails, by ticket number, how many messages were sent toandNLR'ed by an operator. Obviously, this is an extremelyvaluabletoolforjustifyingone's monthly G.S.O.C. bills.
I sincerely hope that this writing and the enclosed documentprovideanadequateresponsetotheCityofFalconHeights'concerns regarding G.S.O.C. If I need to provide furtherclarificationoradditionalinformation, please feel .free tocontactme.
S~ elY,
G
Rob Gal ews i
General Manager
cc: Roger Kiffineyer, Chairman of the Board, G.S.O.C.Jan Wiessner, City Administrator, City of Falcon Heights
1
t'OPH %,~S7~AT~2025 Centre Pointe Blvd. • Suite 310 Q~ C~
Minnesota Toll Free: 1-800-252-1166 Metro Area: 1-612-454-0002
October 25, 1990
Mr. Tom Kelly
City of Falcon Heights
2077 West Larpenteur Avenue
Falcon Heights, Minnesota 55113
Dear Mr. Kelly:
Mendota Heights, MN 5512•
Administrative: 1-612-454-8388
As you may recall, we have exchanged some correspondence inthepastregardingamountsthatwerewithheldfromyourpaymenttoGopherStateOne-Call (G.S.O.C.) for various months. My mostrecentcommunicationwithyouindicatedthatIwouldbeforwardingthedocumentationregardingthismattertotheBoardofDirectorsfortheirreview.
The Board, in turn, formed a sub-committee to perform anevaluationandmakearecommendationastowhetherornotthesepastdueamountsshouldbe "written off." After a detailedreviewofallfactspertainingtothisissuewasconducted, thesub-committee formulated and later presented its recommendationtothefullBoard. Therefore, I am now able to inform you of thedecisionthatwasreachedbyG.S.O.C. regarding this matter.
In short, the consensus reached was that the explanationthatyouhadprovidedregardingthediscrepancybetweentheseinvoicesandyourpartialpaymentofthemisnotanacceptablejustificationforG.S.O.C. to "write off" the remaining balances.Therefore, it is requested that you submit payment for thefollowingbalancesassoonaspossible:
INVOICE BALANCE
889167 30.00
989172 50.00
1089176 55.00
1189180 30.75
190183 5.00
290186 10.00
TOTAL $180.75
Executive Roger H. Kiffmeyer, William Barbeau, Adam Kramer Eldon Johnson Jim Moehnke Michael StybaCommittee: Chairman State of Minn. Minneapolis Waterworks Dakota Electric Association Contel US WEST CommunicationsMinnegasco
t
Mr. Tom
Page 2
October
Kelly
25, 1990
If, after submitting payment, you would like this matter tobere-evaluated, you may supply additional information or furtherclarificationinwritingforthatpurpose. Please direct suchcorrespondenceto:
Gopher State One-Call
Attn: Past Due Account Sub-Committee
2025 Centre Pointe Boulevard #310
Mendota Heights, MN 55120
Sincerely,
O ~~~Rob Galezewski
General Manager
jaw
U
CITY OF
FALCON HEIGHTS
2077 W. LARPENTEUR AVENUE FALCON HEIGHTS, MN 55113-5594 PHONE (612) 644-5050 FAX (612) 644.8675
November 7, 1990
Gopher State One Call
ATTN: Rob Galezewski
2025 Centre Pointe Blvd. #310
Mendota Heights, MN 55120
RE: Account #2077
Dear Mr. Galezewski:
This letter is in response to your letter dated October
25, 1990 in which your Gopher State One Call Executive
Board refuses to write off the $180.75 balance.
The City's position is still that we do not owe this
amount because they were NLR's, as stated in our letter
dated July 17, 1990 (see attached). Therefore, we will
not be paying the $180.75.
Sincerely,
f;
Tom Kelly
City Accountant
TK:p
enclosure
HOME OF THE MINNESOTA STATE FAIR AND THE U OF M INSTITUTE OF AGRICULTURE
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COSIainL X
Yclic9
eada Items: E-3
CITY OP ?ALCQN EPIGHTS ?
Szatiag Da•Lx•11/14/90
QUEST YOR COUNCIL COHSID~TII?21
ITz'3 DESCRIPTI02i:
RESOLUTION TO INITIATE MSA VARIANCE FOR
ALBERT AND ARONA STREETS
SUS?iITTETJ By: _ Terry Maurer
REVIE~~D BY: .Jan Wiessner
II~LANATION/SU2~,ARy (attach =dditional sheets as necessary);
The Minnesota Department of Transportation requires a resolution toinitiatethevarianceprocess. Two resolutions are attached for
Council consideration for Arona and Albert Streets.
AC2IOR REQIIESTED: Approve, resolutions initiating variances to MSA standards
for Albert and Arona Streets.
RESOLUTION 90-_
A RESOLUTION FOR THE CITY OF FALCON HEIGHTS
A RESOLUTION REQUESTING A VARIANCE TO THE
MUNICIPAL STATE AID REQUIREMENTS
WHEREAS, the City of Falcon Heights is considering a Municipal State AidimprovementprojectonAlbertStreet (M.S.A.S. 124-102-03) betweenLarpenteurAvenueandGardenAvenue; and
WHEREAS, part of the consideration in the design of the improvement will beon-street parking along Albert Street;
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of FalconHeights, Minnesota:
1. The City of Falcon Heights hereby requests a variance to the MinnesotaDepartmentofTransportationState-Aid Operations requirement 8820.9912UrbanState-Aid Streets, 30 MPH Design Speed.
2. Specifically, the City of Falcon Heights requests a variance to allowparkingonbothsidesofalowdensitycollectorconstructed34feetwide.
PASSED and adopted this 14th day of November, 1990.
ATTEST:
Thomas Baldwin, Mayor
Shirley G. Chenoweth, City Clerk
MOk~'FP. I 9 57 MA I ER ~TE4JART ~ AS'~~C ~ P _ p4
RESOLUTION 90-~,
A RESOLUTION FOR THE CITY OF FALCON HEIGHTS
A RESOLUTION REQUESTING A VARIANCE TO THE
MUNICIPAL STATE AID REQUIREMENTS
WHEREAS, the City of Falcon Heights is considering a Municipal State Aidimprovementpra,~ect on Arona Street {M.S.A.S. I2a-1Q1-Q2) betweenGardenAvenueandRoselawnAvenue; and
WHEREAS. part of the consideration in the design of the improvement will beon-street parking along Arona Street;
NOW THEREFORE. BE IT RESOLVED by the City Council of the City of FalconHeights, Minnesota:
1. The City of Falcon Heights hereby requests a variance to the MinnesotapepartmentofTransportationState-Aid Operations requirement 8$20.9912UrbanState-Aid Streets, 30 MPH Design Speed.
2. Specifically, the City of Falcon Heights requests a variance to allowparkingonbothsidesofalowdensitycollectorconstructed34feetwide.
PASSED and adopted this 14th day of November, 1990.
ATTEST;
Thomas Baldwin, Mayor
Shirley G, Chenoweth, City Clerk
ConaxnL X
Policy CITY OF ?ALCCJ': SIGHTS
QUEST FOR COUNCIL CQHSID~TION
1.genda ILe~: E-4
lS~ating Datt; 11/14/9
ITL'i DESCRIPTIDN:
LICENSES
SUB?iITTETJ BY: _ S . Chenoweth
RE9IESr~D BY:
I.ANATION/SU2~..ARY (attach additional sheets as necessary):
Mechanical
Acclaim Services, Inc. #0612
Ron's Mechanical, Inc. #0611
General Construction
L.W.B.R., Inc. d/b/a Paul Davis Systems of SW Mpls. #0606
Richard Hastings Company #0609
Niles 'Construction #0613
ACTIOR REQIIESTED: Approval
CozsatnZ
Policy X
CITY OF FALCON E;ICHTS
QUEST YOR COUNCIL C02]SID~TION
zada ILe~• F-1
2SzaLiag Ds~Lx: 11/14/90
IT~'! DESCRIPIIO?i:
SEWER BACKUPS AND SEWER STUB REPAIRS
SUS?SZTTETJ BY: _ Tom Kelly and Vince Wright
REpZEk-~D BY: Jan Wiessner
B~LANATIOH/SU2?'.AAY (attach additional sheets as necessary):
NOTE: This item was tabled on 10/24/90 due to lack of time.
The current city code requires property owners to maintain the sewer
service from the main to the structure (see Attachment A). Following
Mr. DeMartino's request for reimbursement of sewer stub repair, some
questions arose regarding possible changes in the code. Staff was
asked to research typical sewer repair costs. Attachment D reports
on costs and recommends that present policy be continued.
ATTACHP~}ENTS
a) Copy of the present code
b) Copy of Minutes of August 23, 1972 explaining the rationale for
adoption of original Ordinance No. 121
c) LMC Loss Control quarterly information
d) Staff recommendation
ACTION REQIIESTED: Discuss City's sewer repair policy.
ATTACHMENT A
SEWER, GAS ~ ELECTRIC 4-1.08 to 4.10/2.01
discharges into the seer system of the City, and such estimate
shall be used in lieu of the metered volume of water from private
sources to determine the sewer rental charges thereon and therefor,
provided further that no appeal may be made from such estimates bytheuserotherthanbyinstallationofameterasprovidedabove.
c. The council shall have the power to increase, decrease change
the amount and basis of the seer rental charges herein established
as the same may be reasonably required; and, with respect to anywasteunusualineithercharacteroramount, in addition to all
applicable charges hereunder, the council shall have the power to
impose such supplemental sewage rate charge as said council shall
determine as reasonable and warranted on the basis of all relevant
fact ors .
1~division 2. Sewer Rental Charge Statements. Statements for sewer
rental charges for the preceding quarterly period shall be mailed to
each customer on the 20th day of December, March, June and September.
Said statements shall be due and payable to the city treasurer on or
before the last day of business of January, April, July and October.
There shall be added to all statements not paid by that time a penalty
charge of 10 percent of any unpaid balance.
Subdivision 3. Collection of Char es. Any amounts due hereunder for
arges may be collected in an action brought for that purpose in
the name of the City; or the clerk may certify to the county auditor the
amounts due for sewer charges, including penalty, together with the
legal description of the premises served and the county auditor shall
thereupon enter such amount with the tax levy on said premises
collectible with the taxes for the next ensuing year.
4-1.09 Maintenance of Individual Connections
It shall be the responsibility of the owner or occupant to maintain the
sewer service from the main sewer into the house or building.
4-1.10 Penalties
Any person guilty of violating any provision of Part 1 of Chapter 4
shall be guilty of a misdemeanor.
PART 2. HOUSE SEWER CONNECTIONS
4-2.01 General
The plumbing inspector shall supervise all house sewer connections made
4
ATTACHMENT B
Sanitary Sewer --
Maintenance Costs:
Sewer Service '
Cost Maintenance -
Ordinance Ido . 121:
Clerk-Administrator Barnes reported that he made a study of~
surrounding communities as to policy of sanitary sewer ~~
ORDIN:~NCE N0. 121
IT SHELLL B~ THE, Rc~SPONS~ILITY OF TIC OjvN~R
OR OCCUPAi~1T TO MAINTAIN THL SELd~iR FROI~1 THE .
rL4~1 SEtaI;R TO THL HOUSE OR BUILDING
1
AYES: I•Iayor Warkentiet~, Councilmen Black, Stone, Ecklund,
Councilwoman Stocker. NAY: None. I4otion carried.
Otticial Publications
ORDIN,4`1CE NO. l21
AY ORDINANCE AMENDING ORDI-
NANCE VO. ~. E\TR'I-ED "AV ORDI-
NANCE REGULATING THE OPERA-
TION OF THE MUNICIPAL SANITARY
SEWER SYSTEM REQUIRING
CONNECTIONS TO BE MADE TO THE
MUNICIPAL SANITARY SEWER SYS-
TEM FSTAHLISHWG REGULATIONS
AS TO TYPES AND KINDS OF WASTES
THAT MAY BE DISPOSED OF BY THE
USE OF THE MUNICDPAL SANITARY
SEWER SYSTEM PROHIBITING THE
DISCHARGE OF ANY TYPE OR KIND
OF SURFACE WATERS INTO THE
MUNICIPAL SANITARY SEWER SYS-
TEM AND PRESCRIBING RATES AND
CHARGES FOR DISPOSAL SERV-
ICES." AS AMENDED BY ORDINANCE
NO. 4g, ORDINANCE N0. Sg, ORDI-
NANCE NO. ~, ORD4YANCE NO. >tZ,
ORDINANCE NO. il0 AND ORD4
NANCE NO. 115.
TM Village Council d the Village of
Falern Heights does ordain as follows:
SECTION I
TM Ordinance No. 46entitled "M Ordi-
nance Regulating the Operation d the
MuniciPl Sanitary Sewer System Requir-
ing Connections to be Made to the Munici-
pal Sanitary Sewer System Establishing
Regulations as to and Kinds d
Wastes That May be Dispmed d Dy tDe
Use d the Municipal Sanitary Sewer Sys-
tem Prohibiting the Discharge d any
Type d Kind d Sur[att Waters into the
Municipal Sanitary Sews System and
Prescribing Rates and Charges for Dis-
posal Strvicn." as Amended Dy Ordi-
tuntt No. Y, Ordiwace No. Sg, Ordi-
nance No. R, Ordinance No. !Q, Ordi-
ttantt No. 110 and Ordituntt No. ll4 is
hereby amended by adding a new Section
9ss toHawr.
Stetiaa !. Msiateaaatt d laiivtda•
al Caaaeetloas. It shall be the respon-
sibility dthe owner or occupant to
maintain the sewer aerritt /ram the
main sewer inW the house ar build-
aed~by renumbering Sections 9 and 10 [o
Sections 10 and Il, re~eetively.
S1:CfiON2
Tltis ar-dinatttt shall De in full lortt and
dfeM Irani and atber its adoption and
publitatbn.
Passed by the Village Counal this ION
day d August.l9R.
wtuls wARKENTIEN
Mayor
Attest:
DEWAN B. BARNES
CIM-Administrator
I Aug. it, 147Zt-R[.EL-20C
t
Motion by Councilman Stone, seconded by Councilman Ecklur_d,
for adoption of Orainance No. 121 to amend Ordinance No. I~6
to read as follows: -
ATTACHMENT C
ns ~j` -.LOSS CONTROL
QUARTERLY League of 1linnesota Cities
Springy 1990 A publication of the League of l~linnesota Cities Insurance Trust j~;p, g
IV~ore on sewer back-ups
by Peter Tritz, LI~ICIT Administrator
The January, 1°90 Loss Control
Quarterly contained an article discuss-
ing the factors that determine whether
or not a city is liable for damages
caused by a sewer back-up. The city is
liable only if the city's negligence
caused the sewer back-up. But many
homeowners' insurance policies don't
cover damages caused by sewer back-
ups. 4~'hen the back-up wasn't a result
of city ne;Iigence, the homeowner
might have to cover the darnage from
his own poc'set. By shopping around
with ~i-crent companies and,'or agents,
the homeowner may be able to find a
aoiicy that :will protec: aSainst this rsr:.
acme cities have considered adopt-
ing a poiic_: of paving for all damages
caused by server back-ups, whether
caused by the city's negligence or not.
The city probably has the legal power
to adopt this Find of policy. You'd do it
by :Waking it part of the contrac*.
be*-weep the city and the sewer user.
That is, you'd specify in the sewer
ordinance that in return for paving the
reimbursements from its own funds.
The LI~ICIT Iiabiiirr coverage cov-
ers onl}- the damages for which the
city is Iiable in tor. It does not
cover payments that the city com-
mits itself by contact to make to
another party. (LICIT does cover
ccntracmally assumed tort liabiuty,
but that's a aiuerent issue. That
coverage protec*_s tlhe cite when the
city assumes another pary's tort
liability to a third party-in an
inderr~cation ciao=_e in a contract,
for e~:a::.pie J
It is a potencaii~• ur~irnited financial
risk to the cit<•. t'vhiie the vin- could
limit the ar^.ount it will reimburse
each homeowner. there's no way to
Iirut the number of hor*meowners
that could be entitled to reimburse-
ment. Imagine an e~:ceptionally
heavy storm that not only floods the
sewers with innitiated stormwater
but also knocks out power to sewer
Lift stations: It's not hard to imagine
a couple of honored homes with
X5,000 or X10,000 of damages
apiece.
3. The city would 'nave to develop a
system for evaluating how much is
owed each prope_*~- otivner. The
city would face the potential for
aisputes about the actual value of
the homeowner's damaged prop-
e_*ty. Wiiue a reimbursement policy
might avoid some conflicts with citi-
zens, it might create some others.
4. Some homeowners' insurance poli-
cies cover setiver back-up damage.
In those cases, the city would have
to reimburse the homeowner's
insurer if the insurer paid the claim.
5. A reimbursement policy would cre-
ate a corulict betzreen the city and
L1~1CIT. L_IICIT would pay sewer
back-up damage if the city was neg-
Iigent, but the city would pay if
something other than city negIi-
gence had caused the back-up.Thus, it would be to the cit~~'s
advantage to have -been negligent.
L:~ICIT might nrd it difticult to eet
the information needed to defend a
See "Seri-e: bac~-ups, "page Zr
G.
t ,
pecified fee, the property owner
would receive tZVO things: sewer ser-
vice and reimbursement for damagesfresultingfromsewerback-ups. The
city couldn't legally make the payments
unl::ss the city had contractually
assumed a duty to do so; to make
payments that are not owed .either
contractually or in tort is to make a gut
of public funds.
While the city probably has the legal
authority to adopt a policy of reimburs-
ing property owners for all sewer back-
up damages, city officials should care-
fully consider the financial implications.
There are several points to keep in
mind before committing the city con-
tractually to pay for sewer back-up
damages.
1. The city would have to pay these
40:1 X990
Special city events
by Patricia Deshler, LICIT
With summer just around the corner,
cities wtll no doubt have many acti~zties
or special events tal~:ng place. When
considering liabdiry coverage for these
occasions, you can refer to Peter Tritz'
article in the June 1989 edition of 1L£in-
nesota Cities entitled, "Special Events:
Does your city have Lability cover-
age?" This article includes what events
are covered, who is covered, and sug-
gestions on what the city can do about
these issues. If you have further
questions, please contact L;VICIT for
information. If you would like copies of
this article, call Patricia Deshler at
6i2-?27-5600.
Have a safe and enjoyable summer.
E',~' b ~.~~t~ SSew ~
Ellen A. Longfellow, I.iI~ICIT Staff Attorney
Someone calls the city and says that
he has sewage in his basement. He
wants the mess cleaned up and thinks
that the city is responsiole. He also
wants the city to do something to
guarantee that it won't happen again.
hat should the city do?
This is a common problem that
oct^:rs in 114innesota cities. The League
of iVSinnesota Cities Insurance Trust
has received numerous claims against
cities for damages from sewer bac:~tups.
Cities can do several things to avoid
the legal liability for such oce:r:ences
and to reduce the chances of sewer
bacl~'ups happening.
After the city receives notice of a
sewer backup, it should mare a record
of the incident noting the time and
problem. Tine city srouid rhea investi-
gate to see u there is an ur~eaia-=
problem in its server lines or s,'stem
t;~at can ~e cor_ec~ed to stop u7e
baca:o. it is impor~.ant to respond as
quic:iy as possible in order to avoid
alter ;~naing that u'~e city was negligent
in not responaing within a reasonable
ti~-ne.
The city must also repot the Bairns
to its insu~ once company or self-insur-
ance pool as .soon as possiole. The
claims investigators need to investigate
claims as close as possiole to the date
of the incident in order to find wit-
nesses and faces. City oi:ficiais and
employees should be careful as to what
they say to the person making tlhe
complaint. anything that an employee
or official of the city says may be used
later against the city. They can e~cpress
sympathy but should avoid admitting
liability of the city or promising that the
city will pay for the damages. Art
adjuster will investigate and make a
dete_Tmination as to whether the city
should be responsible for the c'.aim.
There are various causes of the
sewer backups. The problem may
involve a blockage in the city's line or
in the property owner's line. If it is in
the property owner's line generally,
the city would not be responsiole.
However, this depends on what the
city's ordinance states in regard to
defining the dry and property ow-ner's
responsibilities for maintenance and
repair. If the ary's policy is to only
maintain the city's sewer main. the
city's sewer ordinance should define
what constitutes the city's sewer main.
R%e have recently had a case where the
focus was whether the conr:ec:ion of
the private line to the main was par of
the main.
For blockages or problems in the
city's lines, the city would generally be
responsible for removing the block.
Removing the block does not mean that
the city was necessanly legally negli-
gent in the mouse of the blockage. In
some situations, the blockage may be
the result of something that was put
into the line by other users of the
system. Common occurences, for
e~tample, are grease from restaurants
or ho~~seaoid substances such as air:-
pers. Gene:..ily, cities have or.:inances
proaibi'ung *~':e discaarge of many suca
substances into its sewer systems. If
the city lmows who disc:urged the
substance, there may be a basis to
have that person to pay for the
damages.
Tae geaemi Iegal analysis in iVlinne-
sota to determine who is responsiole
for the sewer backup damages uses a
negligence standard. The claimant must
prove:
1. That there was a defect in the ciry's
sewer line;
2_ That the city had notice, actual or
constructive, of that defect;
3. That the city faded to correct the
defect within a reasonable time alter
receiving notice of it; and
4. That such ~uure was the cause of
the damages.
To avcid being held liable for dam-
ages, the city should develop a regular
inspection and maintenance program
for its sewer system. Ties could
involve re~uIar inspection of manholes,
cleaning lines with a fetter or rodde_ ,
or televising the lines. R~hat methods
the city uses may depend on the avai?-
able financal and personnel resources.
The city should document any suca
lirutntions.
There also is no dea.-ute re:;t:irea:e:,t
as to how often a cry should inspect
and maintain its system. The city
should be able to argue that its mainte-
nance shows "reasonable care." The
city should keep records of all of its
inspection and maintenance acti~~ities.
winch would include dates, names of
the employees involved, location, and
what the employees aid. If employees
y --
ti..~ ~:~
fir ~~r. ~ -.,
T. ~ ,
L' • - :; ~
w~- .. ~~ r~~. , .
A St. Paul Ciry Sewer Maintenance worker makes repairs on an old portion of
storm sewer in downtown St. Pail.
Minnesota Cities
ATTACHMENT D
FALCON HEIGHTS
2077 W. LARPENTEUR AVENUE FALCON HEIGHTS, MN 55113-5594 PHONE (612) 644-5050 FAX (612) 644-8675
MEMORANDUM
DATE: October 9, 1990
TO: Jan Wiessner
FROM: Tom Kelly
Vince Wright
RE: Sewer Backups and Sewer Stub Problems
Vince called some contractors to come up with some costs of sewerstubrepairs. The cost can vary between $800 to $3,000. If justdiggingupdirt, it would cost $800; if digging up tar, it wouldcostbetween $1,000 to $1,500; and for digging up cement, thecostwouldbe $2,700 to $3,000. If the ground is frozen, thereisa $55.00/hour rate, and it would take about 7 to 8 hours todigitup. All the costs are on lines buried 8 to 10 feet deep.
To clean out a sewer line, the average cost is $94.00 ($47.00/hr.for 2 hours) for a line 100 ft. long.
Vince recalls four lines breaking so far this year. Three werebythestub, the other one was by the house. Vince feels that inanaverageyear, the city has three to four line breaks and thatmostbreaksoccuratornearthestub. To build this into theresidentialsewerrate, the cost would be approximately $1.96 perhouse (1,148 homes, 3 breaks/year at $3,000). This does notincludecommercialormulti-unit housing. It also does not leave
any funds for basement cleanup for sewer backup.
Staff recommends no change in our ordinances for sewer repairs.The reasons for not changing are many, but some are:
1. When a break happens, it is hard to determine where it takesplace.
2. The city would need to have someone on the job site whenworkisbeingdonetotrytodeterminewhereitbroke.
HOME OF THE MINNESOTA STATE FAIR AND THE U OF M INSTITUTE OF AGRICULTURE
71~QIYl6~ ~ PRINTED ON RECYCLED PAPER
Colsaeni
Yo11cy
L~
CITY OF YALCON E_TIGHTS
B~QUBST YOR COUNCIL COt1SID~1TI0N
eada Iie~: F-2
2~siiag DaLx:11/14/90
IT~'i DESCRIPTION:
U OF M SCHOOLHOUSE - UPDATE j
SUB?iZTTFJ BY: Jan Wiessner
REVIEir'~D BY:
PLANATION/SiJ2'.~lARY (attach additional sheets as necessary):
After a fire at the old schoolhouse on the corner of Cleveland
and Larpenteur in October, the City was contacted to see if the
Fire Department was interested in burning down the building for
a fire-fighting drill. We questioned whether the building had
been designated as a historic building. The Ramsey County
Historical Society expressed interest in trying to save the
building. The University has indicated a willingness to give
the building to anyone interested in moving it. Carol Kriegler
was going to check into the feasibility of moving it to Grove
Park for use as a shelter if the Historical Society decides not
to acquire it. •
We'll try to have further information available by the Council
Meeting.
AC?IOr REQUEST: Information and discussion.
C
CITY OF FALCON HEIGHTS
WORKSHOP AGENDA
NOVEMBER 14, 1990
1. Continue City Ac~iinistrator's Performance Review Discussion.
2. Discuss City's Complaint Procedures.
FALCON HEIGHTS
2077 W. LARPENTEUR AVENUE FALCON HEIGHTS, MN 55113-5594 PHONE (612) 644-5050 FAX (612) 644-8675
November 9, 1990
TO: Mayor Baldwin and Council Members
FROM: Jan Wiess er
RE: Workshop Discus ion of City's Handling of Complaints:Nov. 14, 1990
To facilitate our discussion about how complaints should be handled,or if problems exist, I thought it might be helpful if each ofyouwouldtakeafewminutestoreflectonyourownexpectations.I prepared a questionaire which is enclosed to direct your thinking.I'd like you to focus on how you think things shoul be handled,then we can talk about changes required. I also pint togetherabriefsummaryofthenumberandtypesofcomplaintsweget andtriedtocategorizethem.
Don't hesitate to call if there's more information you need tohelpdiscussionatworkshop.
JW:p
attachments
HOME OF THE MINNESOTA STATE FAIR AND THE U OF M INSTITUTE OF AGRICULTURE
PRINTED ON RECYCLED PAPER
Please check appropriate
category)
Staff
City Council
FALCON HEIGHTS CUSTOMER SERVICE EXPECTATION QUESTIONNAIRE
Anytime someone in Falcon Heights calls or writes to someone attheCity (staff or elected officials), they have expectationsabouthowtheywouldliketheircommunicationstobehandled.The purpose of this questionnaire is to stimulate discussion abouttheCity's customer service procedures.
What are your expectations about the following situations?
1. Code Violation - Someone calls City Hall and reports a codeviolationsuchasaneighbor's dog is barking, a neighborhasweedsorgrassgrowinglongerthanallowable, a dumpsterisoverflowing, a boat is parked illegally, cars are parkedsomewhereillegally, etc.)
a. How quickly do you expect action to be taken?
b. What action should be taken by whom?
c. Should the caller receive a report of action taken?
d. If so, by phone or in writing?
e. By whom?
2. Service Requests - Someone calls City Hall and complains about
a pot hole, crack in sidewalk, sign knocked over, etc.
a. What action should be taken?
b. How quickly?
c. Should caller be contacted after action is taken?
d. If so, how and by whom?
3. If the above calls were made to a City Council Member, whatactionshouldtheCityCouncilMembertake?
4. Should the staff report to the Council Member and/or thecomplainerafteractionhasbeentaken?
5. When a letter is received at City Hall addressed to a CouncilMember, how should it be handled?
a. Who should get copies of it?
b. Who should decide what action is taken?
c. Should the letter writer receive a response?
d. If so, by phone, by letter, by whom?
e. How soon should they expect a response?
6. When a letter is received by City staff, under what circumstancesshouldCityCouncilreceiveacopyofit?
a. Of response?
b. How soon should letter writer expect a response?
7. When a complaint involves a code violation and staff realizesthereareothersimilarsituationsintheCity, how shoulditbehandled? (ie. lack of screening between business andresidentialarea, a hedge which doesn't conform to set backrequirements, etc.)
8. To what extent should City staff be enforcing City ordinancesthroughformalinspectionprogramsvs. citizen complaints?Please be specific about which ordinances you feel shouldhaveroutineinspectionsconducted).
9. Other thoughts, comments?
SUMMARY OF COMPLAINTS
Aug., Sept., Oct. 1990
of Com-
plaints
I. Code Violations
4 A. Nuisance (garbage, dogs, noise, grass/weeds)3 B. Public Safety (parking, speeding, safety problemslikehedge, sign obstruction)3 C. Zoning (land use issues such as boat storage,conditional use violations, parking problems,screening)
II. Requests for Services
4 A. Public Works
0 B. Parks and Recreation (park maintenance, recreation
programs)1 C. Miscellaneous (newsletter not received)
III. Policy Issues
Requests for changes in current policies or expressopinionstoCouncilsuchasparkingsigns, organizedcollection, sewer repair, street projects, auto repairuse .
IV. Referrals to Other Jurisdictions
3 County, State, Dispute Resolution Center
26 Total
Current Response to Typical Complaints:
I. Code Violations (Nuisance, Zoning, Public Safety)
Violations verified by staff if questionable,letter sent and/or phone call, or police called dependinguponsituation.
II. Requests for Service (Public Works, Park and Rec)
Problems checked out, appropriate action takenie., if catch basins are plugged, they are cleaned,if boulevard needs seed, it's taken care of, pot hole'sneedpatching, they're patched, etc.)
III. Policy Issues
Letters or phone calls expressing opinions are passedontoCouncilwithnofurtheractionbystaff, calls orletterswhichseemtoraiseconcernsaboutexistingpolicy
Page 2
are researched by staff and recommendations for changemadethroughCityCouncilAgendaprocess (ex. request
to change sewer billing system for apartments, requestsforparkingrestrictions, speed limit changes, etc.
IV. Referrals
Phone numbers of appropriate agency are given out.
When it's a complaint re: Ramsey County Public Works
or MNDot, we usually call them directly for the individual
because we know who to contact and people tend to getfrustrateddealingwiththesebureaucracies. (They
often require more than one call).
Disputes between neighbors which do not violate
city ordinances are referred to the Dispute Resolution
Center.
L~
1990 GOALS AND ACTION PLAN
TOM KELLY
1. To improve use of computers by the City.
A) Purchase improved and advanced hardware and software by
the end of March.
B) Train staff on software uses.
C) By mid-year, have City's accounting records on a software
package.
D) By year-end, finish using manual records. (Run parallel
systems for 4th Quarter).
2. Review the City's system for fees and charges and recommend appropriate
changes.
A) Identify which fees and charges are improper by June.
B) Create better cash flows where possible such as direct deposits
on sewer bills by end of September.
C) Attain better knowledge and administer City's invoicing and
permits by August.
D) Develop better special assessment collection system by year end.
a) determine what is still owed
b) improve pre-payment cash flow
3. Improve accounting recordkeeping and documentation.
A) By March, have new vouchers for alpha and numeric filing.
B) Throughout the year, evaluate current recordkeeping system and make
changes as necessary to assure that finances are handled accurately
and timely.
C) If time is available, document alI computer programs; i.e., step-
by-step instructions on how City`s programs are set up and work.
4. Improve City`s purchasing system.
A) By end of April, have better inventory control.
B) By end of February, be in charge of purchasing of supplies and
equipment.
C) Look into purchasing co-operatives with State, Hennepin and Ramsey
Counties during February.
1 -
S. Improve Audit Function.
A. Determine what services the City expects from auditor by June.B. Identify tasks currently done by auditor that could be done in-houseformorecostefficiency.
C. Send out RFP's for 1990 audit.
D. Create recordkeeping system for audit information throughout the
year.
6. Review City's insurance coverage and recommend appropriate changes.
A. Work with insurance agent (Company) to assure sufficient
coverage and attain the best insurance for the money; i.e., self-
insurance versus deductibles by year-end.
7. Improve skills in areas of computers and risk management.
A. Improve self-knowledge of computers by taking a class or classes.B. Attend at least six GFOA meetings.
C. Attend future PRIMA meetings (risk managers).
D. Attend other financial related meetings.
2 -
a
CITY OF FALCON HEIGHTS
EMPLOYEE'S PERFORMANCE REVIEW
C~
Name Tom Kelly
Position Title City Accountant
Supervisor Jan Wiessner
Conference Date Jan. 16, 1990
Summary of Overall Performance X
KEY:
Areas for Meets Exceeds
Growth Requirements Expectations
A. MAJOR AREAS OF RESPONSIBILITY (REFERS TO THOSE SPECIFIED
ON POSITION DESCRIPTIONS):
1. + r~~ Main.tains general ledger, recordkeeping, new Chart of Accounts
System
2. ~ X ~ Maintains City's insurance policies. Tom has recommended
some changes in this area and has identif ied room for improvement
3. (_ f X Maintains payroll and personnel records Tom i h k;ng
into new software.
4. ~ X ~ Purchasing. This is a goal area for 1990.
5. ~ l X Utility Billing - Tom is working on improvements to
system for fees and charges.
6. X Financial Reports
7, ~ ~ ~ Office Automation - This will be a goal area for 1990
8q-1
2-
8. ~ X~ Special Reports -
r~
9. X Misc.
lo. (~ j ~
Note: Those items above not specifically mentioned are assumed to be satisfactory.
B. PROGRESS ON SPECIFIC INDIVIDUAL GOALS
1. ~ X Computerize City`s Accounting Records - changed account codes.
Waiting to get new software implemented in 1990.
2• ~~ X ~ Improve Investment System
3. ~ X Improve recordkeeping and documentation
4• ~ X ~ Improve skills
5• ~ X ~ ( Computerize City Special Assessments Delayed this will
be picked up in 1990.
C. OTHER FACTORS TO BE CONSIDERED which affect the performance of this position:
Tom carries out his job responsibilities well and is supportive to the
other staff members.
D. SIGNIFICANT CHANGES IN PERFORMANCE which have been noted since the last review.
3-
E. WHAT EFFORTS HAVE BEEN MADE TO IMPROVE PERFORMANCE?
F. KEY AREAS WHERE PERFORMANCE CAN BE IMPROVED: A major goal area for 1990 is
to improve the use of office automation. This will have an impact on many of
Tom's responsibilities.
Were these areas discussed during the review?X Yes No
Was a planned approach agreed upon to improve performance?Yes
G. COMMENTS ON DIFFERENCES OF OPINION CONCERNING PERFORMANCE REVIEW:
H. Position description is ~ adequate ~1 needs revision.
This review covers performance for the previous 6 months.
I. REVIEW ACKNOWLEDGED BY:
d
Employee) (Date)
4~~
upervisor) Date)
Conference Date: January 16, 1990
Initials or signature does not necessarily indicate incumbent's agreement or
disagreement.
X No
2-15-87
JRW