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Agenda Packets - 1993/08/02
AGENDA:: : > ` <; 11111•11111111.1111AUOV$1121111199qiiiiimpi COUNCIL1111111111111111111COUNCILIWORKI$ESSJON11111111111111 1 . Discussion of Potential Extension of Greenwood Drive (Paul Harrington, City Planner) 2. Discussion of Variance Request, Si Simon, 2840 Highway 10 (Paul Harrington, City Planner) • 3. Discussion of Proposed Purchase of Computer (Paul Harrington, City Planner) AGENDA PAGE TWO AUGUST 2, 1993 4. Update on City Hall Expansion (Tim Cruikshank, Assistant to the City Administrator) 5. Discussion of General Prosecutorial Services (per Councilmember Quick's Request) 6. Discussion Regarding Resident Request for Treating Growth in Silver View Park Pond (Mary Saarion, Director of Parks, Recreation & Forestry) AGENDA PAGE THREE AUGUST 2, 1993 7. Continued Discussion of Golf Course Financing (Don Brager, Finance Director-Treasurer) 8. Update on FOCUS 2000 (Samantha Orduno, City Administrator) . Key Issues . Timetable (Information to be provided Monday evening.) 9. *1993 Long Term Financial Plan 10. * 1994 Budget II AGENDA PAGE FOUR AUGUST 2, 1993 11 . Quarterly Reports (2nd Qtr.) REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 1. STAFF REPORT Report Number: 93-568WS AGENDA SESSION DATE August 2, 1993 Report Date: 7-29-93 _ DISPOSITION Item Description: Discussion of Potential Extension of Greenwood Drive Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY; In mid-May of this year, the attached letter was sent to property owners fronting City-owned right-of-way along Greenwood Drive north of Sherwood Road(please see attached map) . The purpose of this letter was to give residents in that area of the City who were interested in the possibility of extending Greenwood Drive an outline of the procedures necessary for a citizen initiated improvement project. Staff has recently been working with one of the residents included on the original mailing regarding this issue. A petition has been circulated to all property owners by this resident asking for their position on the possible extension of the road - this petition is attached for your review. The attached map provides a graphic display of the affected property owners feelings on the issue. A past City Council established, by resolution, a policy which would require any citizen initiated improvement project petition to include the affirmative signatures of 100% of the potential affected property owners of the project. As you can see from the attached petition and map, this policy has not been met. The City Charter, Chapter 8, Section 8. 04 states that "All improvements to be paid for by special assessments" . . . shall be instituted by either the aforementioned petition method or a resolution adopted by a four-fifths affirmative vote of all the Council. At the request of the petitioner, Staff is bringing this item to the Council for input and direction. A decision on the need for additional signatures or, whether the Council is receptive to the idea of initiating the project by a four-fifths vote is requested. haul Harrington, City/Planner RECOMMENDATION; May 12, 1993 1- RE: Potential extension of Greenwood Drive Dear Owner: In response to recent citizen inquiries into the potential for extending Greenwood Drive north of Sherwood Road, the City is providing this letter to those property owners who would be directly affected in the event this extension took place. Currently, the City has no plans to extend Greenwood Drive; However, because of the aforementioned inquiries, the City would like to take this opportunity to explain what steps would be necessary in order for the extension to proceed. Because the City does not have plans to extend Greenwood Drive at this time, the project would need to be citizen initiated. A petition requesting the establishment of a Special Assessment District (S.A.D. ) for the purposes of constructing the roadway would need to be circulated to all property owners who would be affected by the project. This petition would then be forwarded to the City Council which, based on the results of the petition (those for vs. those against) , would decide if the establishment of the S.A.D. was warranted. The S.A.D. would allow the City to collect the costs associated with the project from those properties directly benefitting from the project. The cost to each property owner would vary, however, the approximate cost to each individual property would be $100 per linear foot of lot frontage. I have included a map and list of property owners showing those properties City Staff feels may be included should the project take place. The exact properties included would depend on the length and configuration of the roadway. Please note that the City already has a portion of the right-of-way necessary for the potential construction of Greenwood Drive (shown on the map as unimproved road) . For the project to take place, a few of the properties in the area would have to provide the City May 12, 1993 Page two with right-of-way for the remainder of the roadway. Again, at this time, the City has no plans for the extension of Greenwood Drive north of Sherwood Road. This letter is provided to you - as residents of this area of the City - for informational purposes only. If you are interested in pursuing the extension of Greenwood Drive or have any questions regarding this letter, please feel free to give me a call at 784-3055. I would be more than happy to answer your questions or meet with you regarding this issue. Sincerely, CITY OF MOUNDS VIEW Paul Harrington City Planner co co co op co . 2640 2641 EASTW 0 0 D • •R OAD co 00 c-1 - - oo.—•-•-, co-.1..•.I IS.,.) z oN.) C 'N . . 263l, _1_ • • • • • . • • 7) Fri . • • • • • • • • • • • 4 4 4. 4 4. • • • • • • • • 2624 N • • • • • • • • .. .. 4 • + 4 4 • • • • • • • 1. • • • • • • • ' > 2616 g `2617 . .. . . • - . • • • • • P. • • • ' 4. 4 • 4. 4 • • • =2619 0 • • • • • • • I- * * * * ' * * * - 2616 • • 4 • 4 • • • • • • 4. • • • • • • • • ' • • • 1 2600 2609 \ - . • • i • • • * + + ' . f + f 2608 oa N3 . . 4 • • 4 + + • 4 • • 4 4 . • • • 4. • • • • • • • • • a. • \2601 . • • • • • e, • • .. . . . . . . . . . : . : .GREEN COIJ - . • . - . • : • . • . • ,. ..-+. .--+...-.. co co it-07- ui 2573 2572 <> 2577 8 2564 2564 256: 2556 // \ Lj 2557 2556 coco N /co// co co oo 0000 00 0 CO `-' /\\ '/ z -+ CO N.) C -0 0> ND LO \ G _A< E ROAD ooco 000 _co co • . • co co 00 co co co . : . N.) N.) ND N) N) N.) CO 0 ND : • : 0 N) C -P --,I C51 CY1 : • : Cj1 -•-.1 C.71 CO ---..1 . . •:•:-: / :•:-:- H:i •:-..-: • ...•. . .. 4. M ; : : •.•.•' \\‘'\\\: n . . . • • • . • . .. \ 0 71 "C) X M Z > M M 1 (7 -i -I 73 2 z m u) 0 c-.) M 1:7 C 0 • Z Z -< K m M 0 < m . CD DEAR FELLOW PROPERTY OWNER , YOU SHOULD HAVE RECEIVED A MAILING FROM THE CITY BACK IN MAY ABOUT THE POSSIBLE GREENWOOD DRIVE EXTENSION . IN THEIR LETTER THEY EXPLAIN THAT BEFORE T.1EY ' LL GIVE FURTHER CONSIDERATION TO THIS PROJECT, THEY WANT INPUT FROM THE AFFECTED PROPERTY OWNERS AS TO WHETHER OR NOT THEY ARE IN FAVOR OF SUCH A PROJECT. FOR THOSE OF US WHO WOULD BE DIRECTLY AFFECTED , IT DOES NOT NECESSARILY MEAN WE HAVE TO SUB-DIVIDE OUR LOTS AT THIS TIME . AT THAT POINT IT WOULD MERELY GIVE US THAT OPTION , WHICH IN TURN LEAVES US THE OPPORTUNITY FOR TAKING ADVANTAGE OF AN ADDIT- IONAL $30-$40 ,000 .00 ©F OUR PROPERTIES VALUE . THE CITY ASKS THAT IF WE DO WANT THEM TO LOOK INTO THIS PROJECT • FURTHER , THAT WE MAKE OUR REQUEST TO THEM IN PETITION FORM . I HAVE ENCLOSED A SAMPLE PETITION FOR YOU TO LOOK OVER. I WOULD ASK THAT SOMETIME IN THE NEXT SEVERAL DAYS YOU CONTACT ME BY PHONE OR -MAIL IF YOU WANT TO PUT YOUR. NAME ON THE PETITION AS EITHER A , "FOR" , "AGAINST" , OR "ABSTAIN" . VOTE. HOPEFULLY ENOUGH OF THE AFFECTED PROPERTY OWNERS WILL BE IN FAVOR 8F' THE PROJECT TO PROMPT THE CITY TO PROCEED . ' THANKS FOR YOUR TIME, I HOPE TO BE HEARING FROM YOU SOON . YOU CAN CONTACT ME AT THE FOLLOWING ADDRESS AND PHONE NUMBER: TIM BRENNAN 2312 LAPORT DRIVE MOUNDS VIEW , MN 55112 PH#780-2767 * I OWN RIGHTS TO THE BACK . PORTION OF THE IAND• AT 2617 SHERWOOD ROAD , AND WOULD BE BUILDING A HOUSE ON THE GREENWOOD DRIVE EXTENSION IF THE ROAD WERE TO GO THROUGH . �YrVo' l WE THE UNDERSIGNED HAVE BEEN INFORMED THAT THE CITY. OF MOUNDS VIEW IS CONSIDERING EXTENDING GREENWOOD DRIVE NORTH OF SHERWOOD ROAD . IT .IS OUR UNDERSTANDING THAT THE PROJECT MUST BE CITIZEN INITIATED IN ORDER TO GET THE CITY TO PROCEED FORWARD . IT IS ALSO OUR UNDERSTANDING THAT FOR THE CITY TO PROCEED THEY WOULD FIRST LIKE TO HAVE INPUT FROM THE AFFECTED PROPERTY OWNERS : WE THE FOLLOWING PROPERTY OWNERS WOULD BE EITHER DIRECTLY OR INDIRECTLY AFFECTED BY THE EXTENSION OF GREENWOOD DRIVE . THROUGH THIS PETITION WE ARE STATING OUR POSITIONASATOOTE WHETHER WE ARE FOR , AGAINST , OR ABSTAIN FROM MAKING REQUESTING THAT THE CITY OF MOUNDS VIEW PROCEED FORWARD IN THEIR CONSIDERATION OF THE GREENWOOD ASDRIVE FACTSEXTENSION . IF THE CITY DOES PROCEED , WE ASK THAT TO COSTS , PLANNING , DEADLINES ETC .AREFRESEARCHED DEVELOPMENTS . CONSIDERED; !THAT WE BE KEPT INFORMED O WE ALSO ASK THAT WHENEVER POSSIBLE WE BE CONTACTED FOR OUR INPUT IN THIS MATTER. • PROPERTY OWNERS NAME, ADDRESS VOTE FOR AGAINST ABSTAIN OR NO RESPONSE AND SIGNATURE: a1 4( 0 - --� ROnGLD� `1" D; • n^ C �rnGzu► st PETITION RELATING TO THE EXTENSION OF GREENWOOD DRIVE WE THE UNDERSIGNED HAVE BEEN INFORMED THAT THE CITY OF MOUNDS VIEW MAY CONSIDER EXTENDING GREENWOOD DRIVE NORTH OF SHERWOOD ROAD . IT IS OUR UNDERSTANDING THAT THE PROJECT MUST BE CITIZEN INITIATED IN ORDER TO GET THE CITY TO PROCEED FORWARD . IT IS ALSO OUR UNDERSTAND- ING THAT FOR THE CITY TO PROCEED THEY WOULD FIRST LIKE TO HAVE INPUT FROM THE AFFECTED PROPERTY OWNERS . WE THE FOLLOWING PROPERTY OWNERS WOULD BE EITHER DIRECTLY OR INDIRECTLY AFFECTED BY THE EXTENSION OF GREENWOOD DRIVE . THROUGH THIS PETITION WE ARE STATING OUR POSITION AS TO WHETHER WE ARE FOR , AGAINST , OR ABSTAIN FROM MAKING A VOTE REQUESTING THAT THE CITY OF MOUNDS VIEW PROCEED FORWARD IN THEIR CONSIDERATION OF THE GREENWOOD DRIVE EXTENSION. IF THE CITY DOES PROCEED , WE ASK THAT AS FACTS RELATING TO COSTS , PLANNING , DEADLINES ETC . ARE RESEARCHED AND CONSIDERED ; THAT WE BE KEPT INFORMED OF THESE DEVELOPMENTS . WE ALSO ASK THAT WHENEVER POSSIBLE WE BE CONTACTED FOR OUR INPUT IN THIS MATTER . SIGNATURE SHEET FOR PETITION ON GREENWOOD DRIVE AB= OR PROPERTY'OWNERS NAME, ADDRESS AND SIGNATURE VOTE FOR AGAINST NO RESFONSE KENNEIH & DIANE LARSON 2581 SHEMOD ROAD WAYNE & BARB DEPEW 2601 SHE OD ROAD 1 .,r/ - gi% ) 0 TIM & LYNNE BRENNAN 2617 SHERWOOD ROAD(' ) \/ k'N� (LSvw ,r. TINDIHY & SUSAN RIFE 2580 ARDAN AVE. MARY E. IANGAN 2600 ARDAN AVE. LEO & PAT BEfZGIILEEN 8132 LONG TAKE RD. 6 4 ' /(- " . /'' /1""-) X � ,, X r RONALD & DIANA EU{ JIST 8140 LONG LK. RD. NUWAY DEVELOPMENT INC. OUTLOT A (9_,44, 11/6/ ' ge.4.4#4.Z A/4,A}‘,1 ,601-4 "°Z1L-' X MARK & GAIL BERGE 8165 EASITOD ROAD (704 � ..------- >< 26:Li- 1 6Cit.ef X- - NELLIE M. DOMEIEt 8171 EAS1 COD ROAD C. A.,„,,,,, , HAZEL JEVNINGS 8185 EASIWCOD ROAD VERDA L. IAUIERBACK 8193 EASIWOOD ROAD RESOLUTION NO. 2574 CITY OF MOUNDS VIEW COUNTY OF RAMSEY • STATE OF MINNESOTA RESOLUTION ESTABLISHING CITY OF MOUNDS VIEW POLICY REGARDING PETITIONS FOR PUBLIC IMPROVEMENTS • WHEREAS , the Mounds View City Council anticipates receiving petitions for public improvements in the City; and WHEREAS , the Mounds View City Council hereby sets policy • regarding the acceptance of petitions ; and WHEREAS, the Mounds View City Council states that the petitioner shall submit all applicable information including, but not limited to, the demonstrated need for the improvements, the proposed location and lay out (sketch plans ) of the improvements in accordance with applicable City ordinances , and the signatures ' of one hundred percent (100% ) of the directly affected and benefitting properties relating to the public improvements at the same time the petition is submitted. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View hereby sets policy regarding acceptance of petitions for public improvements pursuant to direction found above. Adopted this 11th day of December , 1989._ ATTEST: Mayor (SEAL) Clerk- dministrat.r REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 2. 111706 STAFF REPORT Report Number: 93-5h9WS AGENDA SESSION DATE August 2. 1993 Report Date: 7-29-93 DISPOSITION Item Description: Discussion of Variance Request, Si Simon, 2840 Highway 10 Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY; At the January 6, 1993, Planning Commission meeting, the Planning Commission denied the request for variance of Simon T. Simon for a reduction in the required number of off-street parking spaces on his property at 2840 Highway 10. Mr. Simon appealed this decision to the City Council as allowed per City Code. The Mounds View City Council, in their review of the request, asked the applicant if any effort had been made to acquire additional space on his property via an easement from the Minnesota Department of Transportation (MnDOT) . The applicant stated that he was in the process of negotiating an easement. At that point, the Council tabled the item pending the outcome of the negotiations for easement. Mr. Simon has now acquired an easement from MnDOT. Because the Council felt that the additional area now available to the applicant changes the original request somewhat, this item was referred back to the Planning Commission for review. The Planning Commission, after review of the easement and alterative site plan, has reiterated their position on the granting of the variance. Specifically, Planning Commission Resolution No. 362-92 (adopted at the June 16, 1993 meeting) notes that the available parking on-site would still be far less than that required by the Municipal Code and, the easement obtained by the applicant from MnDOT is cancelable by either party with 60 days written notice. The Planning Commission was very uncomfortable with this provision of the easement agreement. So once again the applicant has appealed the decision of the Planning Commission to the Council level. I have included a drawing provided by the applicant for your review. Additionally, I have put together a drawing on AutoCAD which further illustrates the easement area. All items originally received as part of this application or referenced in this memorandum are included f r review. RECOMMENDATION: - J Patio Harrington,7ty Planner Staff is seeking Council direction in regard to this item. CITY OF MOUNDS VIEW PLANNING APPLICATION 75-54- ss`i i APPLICANT: SI rno 7- Sim AJ Phone 7& - � ADDRESS: Wr) /?,ou,vOS V/ 4/1 I.✓ S"SJI2- Street Address, City, State, and Zip Code Interest in Property (check appropriate box): ®" Owner of Property ❑ Contract for Deed Owner ❑ Lessee, Operator, Manager ❑ Agreement to Purchase ❑ Other (explain) Documentary evidence of applicant's interest in the property may be required before final City action of this request. PROPERTY INVOLVED: Address/General Location 018-' Owl to /Y1ouNOS v,E.4J s'S1iz Legal Description or Property Identification Number e6 - 3 o —2 3 3 54- 006 a-'7 Legal Owner: Name/Address rr a Y 'DEI—d21S 0 S i m vA) 6 &o v L-A-A49 o a & 'OS V)c-r. ) SS117._ Present Use (check appropriate box): ❑ UndevelopedNacant ❑ Single Family Dwelling • ❑ Duplex/Two Family Dwelling ❑ Multi-Family (No. of Units ) Q/ Business/Commercial Establishment ❑ Industrial Establishment ❑ . Other (explain) Property Classification: ❑ Abstract D rrens REQUEST: ,R 0-4N-RK) Ay6 E • *Please note: Applicant may be responsible for additional fees associated with the review of this request. I HEREBY DECLARE THAT THE ABOVE STATEMENT ARE TRUE. Signature $200/acre,minimum$200,maximum$1,000 Park Fund Dedication Fee R-1 to R-2-$75,all others$200 Date Paid Conditional Use Permit R-1 to R-2-$75,all others$200 Receipt Number Code Appeal $75 Develop./Site Plan Review $100/acre,minimum 100,maximum $500 Total Fees Paid 42D o•Do • Minor Subdivision $150 Date Paid –9a Major Subdivision $250 plus$250 deposit Receipt Number .13 eO Comp. Plan Amendment $200 Wetland Alteration Permit $50 plus deposit determined by Staff Additional Fee Paid Wetland Buffer Permit $10 Date Paid Planning Sign $50 Receipt Number PUD $350 PUD Amendment $150 Date of final action APPROVED 0 DENIED p TABLED 0 Date Pi O Planning Case No. 3 51- q a-- Admin.Account No. n/-421' Simon m. Simon 2840 twv 10 (07345638� Mounds View, �N 55112 • ,N Dec. 2, 1992 Ol City of Mounds View N See 2401 Hwy 10 c`�- 414111 411 ��oj Mounds View, MN 55112 ATTN:• Paul Harrington, ZZLZOVP- Sir: The reason for this request for a parking variance was initiated by the restrictions imposed by the current ordinance relating to new building parking requirements. The age of my building (30 to 45 years) creates a hardship on my ability to comply with the requirements set forth by it. I was informed that the grandfather clause no longer applies because of the lenght of vacancy - therefore, the need for a variance. J'Ul/�t� Simon T. Simon PLANNING COMMISSION RESOLUTION NO. 362-93 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION REITERATING THE STANCE OF THE MOUNDS VIEW PLANNING COMMISSION REGARDING THE REQUEST FOR VARIANCE OF SIMON T. SIMON, 2840 HIGHWAY 10, PLANNING CASE NO. 358-92 WHEREAS, Mr. Simon T. Simon made application for a variance to allow a reduction in the required number of off- street parking spaces at 2840 Highway 10 ; and WHEREAS, the Mounds View Planning Commission reviewed the request and failed to approve it by the required two-thirds affirmative vote thereby rendering a decision of denial ; and WHEREAS, Mr. Simon, as allowed by the Municipal Code, appealed the decision of the Planning Commission to the City Council; and WHEREAS, the Mounds View City Council reviewed the applicant's request and suggested that an attempt be made to secure an easement from the Minnesota Department of Transportation (MnDOT) for the purposes of providing additional off-street parking on the site; and WHEREAS, the applicant secured the requested easement from MnDOT; and WHEREAS, based upon the securing of the easement, the Mounds View City Council referred the request back to the Planning Commission for reconsideration; and WHEREAS, the Mounds View Planning Commission has reconsidered the request as directed by the City Council ; and WHEREAS, the Mounds View Planning Commission finds that the request is not significantly different from the original request for the following reason: The new request can provide for a maximum of 21 parking spaces versus 17 under the original request which is significantly less than the required 34 spaces; and WHEREAS, the Planning Commission has reviewed the easement agreement secured by the applicant and has determined that it is not viable as it allows for the cancellation of the agreement by either party with 60 days written notice. NOW, THEREFORE, BE IT RESOLVED that based upon the findings listed above, the Mounds View Planning Commission denies Resolution No. 362-93 Page Two the request for variance of Simon T. Simon for a reduction in the required number of off-street parking spaces at 2840 Highway 10. BE IT FINALLY RESOLVED that the Mounds View Planning Commission directs staff to forward this resolution to the City Council prior to approval of the minutes. Adopted this 7th day of July, 1993 . ATTEST: h firman% (SEAL) City Planner O yeDA,C --V%--\4/: -1 / . ‘4C-- :(s 1 / \13� / O yl" ill 4 ti i � ' N � ' O / \*.‘ / , n�/ a Vvil N,:r, 1 )/ C • 2..91e / 501—1 2 316.' 6' iv 23 di fkil\ v 191 la O gym, N N I S. 41 V -"Z"61.8t ll-a- 6 • oti co ON (]->)D fTl > > it fU CD REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 3. ONJf�D� STAFF REPORT Report Number: 93-'570WS OEC Report Date: 7-29-93 AGENDA SESSION DATE August 2, 1993 DISPOSITION Item Description: Discussion Of Proposed Purchase of Computer Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) ,SUMMARY; Due to the increased number of software programs required on the City Planner's computer, including AutoCAD, GIS and DBase, staff is requesting the reallocation of funds for the purchase of a new, higher capability computer. The 1993 Capital Equipment Fund for Planning and Engineering included $3200. 00 for the purchase of a new blueline machine to replace the existing equipment. However, Staff has recently had a service technician check the equipment and found that with proper maintenance the existing blueline machine should not need to be replaced for 5 - 7 years. Because there no longer appears to be a demonstrated need for the blueline machine, Staff is requesting that the funds available for that purchase be utilized instead for the purchase of the much needed computer system. Staff has obtained two (2) bids from computer dealers. They are as follows: Zeos $2690. 00 AmeriData $3175. 00 / 'Paul Harrington, Ci Planner RECOMMENDATION; Authorize the purchase of a new computer ($2690. 00) and 6.5% sales tax ($174 . 85) for a total of $2864 . 85, to be funded out of Account No. 100- 4180-703 . REQUEST FOR COUNCIL CONSIDERATION Agenda Section: _4 _ OUNDS STAFF REPORT Report Number: 93-571WS �E'V° Re ort Date: 7-29-93 AGENDA SESSION DATE August 2 , 1993 p DISPOSITION Item Description: Update on City Hall Expansion Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY: Staff met with the representatives from Bonestroo and Associates, the architects for the proposed City Hall expansion, on Thursday 7/29 to discuss the next steps in the process. The following is a tentative schedule of events to take place from the beginning to the end of this project: DESIGN AND DEVELOPMENT PHASE 8/5/93 Client Review: - Survey of property, Soil Borings, Wall Sections, Roof Details, Room Finish Schedule, Door Details, Window Details, Catalog Cut Review, Interior Details and General Specifications. 8/12/93 Client Review: - Background Floor Plans, Equipment Plan, Structural Design, Roof Plan, Site Plan, Mechanical Plan, Electrical Plan and Updated Cost Estimate. CONSTRUCTION DOCUMENT PHASE 8/20/93 Client Review: - Building Cross-Sections, Interior Elevations, Structural Drawings and Exterior Elevations. 1 04/4 Tim Cruikshank, Asst. to City Admin. ,RECOMMENDATION: 9/7/93 Client Review: - Door Schedule, Window Schedule, Complete Floor Plans and Final Cost Estimate. 9/13/93 Consideration of approval of contract documents by City Council BIDDING PHASE 9/16/93 Addendum 9/28/93 Bid Letting 10/11/93 Consideration by City Council of approval of bids CONSTRUCTION PHASE 10/18/93 Pre-Construction Conference and Construction begins 12/1/93 New Construction Area Enclosed 2/15/94 Substantial Completion 2/28/94 Punch List - Start Moving Staff This proposed schedule is provided for your information. REQUEST FOR COUNCIL CONSIDERATIONIIIAgenda Section: 6 0U�DS STAFF REPORT Report Number: 93-572WS Mt August 2, 1993 Report Date: 7-29-93 AGENDA SESSION DATE DISPOSITION Item Description: Discussion Regarding Resident Request for Treating Growth in Silver View Park Pond Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY; Two requests have been made to me regarding treating Silver View Park pond for weed growth. If you will recall, two years ago the pond was treated. Permits were received from the DNR for chemical treatment of certain areas of the pond. The permit did not include lily pads, but instead was approved for the green fuzzy algae that sits on top of the water. In essence, what the chemicals do is kill the growth. The growth then sinks to the bottom of the pond. The result is that the water looks clear once again. The algae does present an odor, looks wretched and does impede use by canoes. The requests were received by both Laurie and Edd Trettel and Clifford Ash, representative of the Silver Lake Woods Homeowners Association. The cost of the treatment two years ago was $2, 000 plus permitting fees. This item was one of the cuts made in 1992 and was not requested for the 1993 budget. At the time of the 1992 cuts it was expressed by the Council that the homeowners living around the pond could perhaps fund the cost of the treatment since it most directly affects them. Staff is requesting direction from the Council regarding this issue. It is my understanding that a letter or petition of names is being prepared and that a formal request will be submitted to the City Council for consideration of funding the pond treatment. P ili2ke rDirector of Parks, Recreation and Forestry RECOMMENDATION; dYla i73 ) • Petition July 27,1993 Whereas,the City of Mounds View has been blessed with a natural treasure in the form of Silver View Park Pon and Whereas,the City of Mounds View has actively enhanced the usefulness and beauty of Silver View Park pond over the course of many years,and Whereas,the residents of Mounds View and visitors to our fair city enjoy the beauty of Silver View Park pond as an integral part of our system of parks and open spaces,and Whereas,it is in the best long tem interests of the City of Mounds View to maintain this natural resource for present and future generations,and Whereas,the undersigned citizens of Mounds View feel that they would lie theirtax dollars spent on • main Silver View Park pond,and Whereas,the undersigned citizens of Mounds View feel that they should not be compelled to undertake any private fundraising activity to support Silver View Park pond maintenance in view of the fad that they pay their fair share of city taxes, We the undersigned citizens of Mounds View hereby Petition the city council members of the City of Mounds View to: 1) Establish an action plan to provide for the eradication of the excessive water weed (macrophyte)growth in Silver View Park pond. 2) Allocate funds for this purpose as pad of the budgeting process,se Ci ,: aside mons to address this maintenance issue upon whatever regularity that experience shall show sufficient to control the water weed growth in Silver View Park pond. Petition drafted and circulated by: Laurie J.Tretiel • 7401 Park View Drive Mounds View MN 55112 . -----------. ..) --.., t v° ‘44 :), Ld 0 r � � - -/r_ 'S ,,k r 1g { d 4, j v) V 1 .N: r&clitt, D (1)--- f libl' r t ‘. In jt -- .417- i Nf) � y o 1).\ ..7s) 1 t s d v 3 r IA Q G 5.-. {s' rn . 'A (z? cl / P— .... -4' r. : '!. \A V 3 'n 3 1 N. 1 0 • ' .i " C it t= t j) :-i- 40 7 1 c' -• ro) _± 9 1 g..-_ 10 0 6..., .;k) .?6 rt, 1 TO . ) NO 5 ' \J t S ' ' L 71N— k , g cL?t, Z 2_ tl -- -- -- . L. tel ' F .� j J v --1' v ,� J \J • 0.4 r ` Qp C 04 w 1 0 t' , c -G 9 C? P ' 1 t ) ct O 1 w c6a "-C ,,.e.a%C) 4 a,, , 0 (61 3 .„ s3 f \I°. -,Z NI ti W V" \ NJ 4w 0 • ;8 P hA P_ i 1 ` ., Z -'-\ V,0 P ° 't. 5 s Z Q �� ei EA a G ..t, rn 'C ? i r LT .5'..,z ,_, 5, \.}. Q .ki) v LA M (� co - 1" 1-- 0\ O b D m 1 00 I A \ j 0 `1 -44 o GN co VI NE IN I (\i REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 7 STAFF REPORT Report Number: 93-573WS 1111706 August 2, 1993Report Date: 7-29-93 AGENDA SESSION DATE DISPOSITION Item Description: Continued Discussion of Golf Course Financing Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY; The City Hall expansion/remodeling project is in need of approximately $125, 000 in addition to the amount presently in the City Hall Project Fund. Our financial consultants have stated that in order to make the Golf Course Project financially sound $250, 000 is needed up front to assist with operations in the early years. Those monies would subsequently be repaid, with interest, over a period of 20 years. The Clerk-Administrator has requested that I look at the financial feasibility of obtaining the monies for both of these projects from the Water and Sewer Utility Funds. A suggested alternative source of funding for the City Hall Expansion/Remodeling Project is the Special Projects Fund. While analyzing the Water and Sewer Funds I considered the following factors: • The cash flow reserve requirements of the fund. Does the fund have sufficient cash on hand during the year to pay operating expenses? Expenses are incurred on a monthly basis while revenues are received on a quarterly basis. • Are there any required reserves which would place restrictions on the fund's cash? • The effect a reduction of cash balance would have upon the funds operations. A permanent transfer of funds reduces the cash balance of the fund. The Water Fund has a cash flow requirement of approximately $200, 000. There is sufficient cash on hand to meet this requirement. Two reserves have been established in the Water Fund: Reserve for Water Main Breaks ($140,594) and Reserve for Future Maintenance($237,297) . The Reserve for Water Main Breaks is a reserve for emergencies and a small increase for this reserve is budgeted for each year. The Reserve for biL/-'°"-)Lel\ RECOMMENDATIONt Don Brager, Fina a- Director-Treasurer STAFF REPORT PAGE TWO AUGUST 2 , 1993 Future Maintenance is a device to spread the costs of large cost maintenance projects over several budget periods. Cash should be kept on hand for these reserves. The Water Fund has sufficient cash on hand for these reserves. The Water Fund uses interest earnings to offset the costs of operations. Those interest earnings have the effect of lowering Water Utility rates. A permanent reduction of the Water Fund's cash, as a result of a transfer of funds, will lower interest earnings and could effect utility rates. In the case of a permanent of funds for the City Hall Expansion/Remodeling Project the effect on interest earnings would be minimal. Using the assumption that each fund would contribute half the amount needed($62,500) and an interest rate of 4% the loss of interest would be approximately $2,500. The Water Fund could transfer that amount to the City Hall Expansion/Remodeling Project with a minimal impact upon the funds operations or rates. A interest bearing loan of $250,000 to the golf course fund from the Water Utility would have no impact upon interest earnings of the fund because any loss of interest earnings from investments would be offset from the interest paid on the loan. The loan could be considered a long term investment of the Water Utility Fund. The fund has sufficient cash balances to make this loan. The Sewer Fund is not as financially strong as the Water Fund. The Sewer Fund has a cash flow requirement of approximately $80, 000. There is sufficient cash on hand to meet this requirement. Two reserves have been established in the Sewer Fund: Reserve for Sewer Main Breaks($118, 184) and Reserve for Future Maintenance($332,462) . The Reserve for Sewer Main Breaks is a reserve for emergencies and a small increase for this reserve is budgeted for each year. The Reserve for Future Maintenance is a device to spread the costs of large cost maintenance projects over several budget periods. Cash should be kept on hand for these reserves. The Sewer Fund has sufficient cash on hand for these reserves. The Sewer Fund has sufficient cash on hand for only the cash flow requirements and the reserves mentioned above. The Sewer Fund does not have sufficient cash to allow a permanent transfer of funds. The Sewer Fund also uses interest earnings to offset the costs of operations. Those interest earnings have the effect of lowering Water Utility rates. A permanent reduction of the Water Fund's cash, as a result of a transfer of funds, will lower interest earnings and could effect utility rates. The Special Projects Fund was established to provide a permanent and ongoing non property tax source of financing for purchases of equipment. The Fund uses interest earnings only for capital items. By doing so the City has established a permanent STAFF REPORT PAGE THREE AUGUST 2 , 1993 source of financing for capital items and is helping to keep property taxes down. Because interest earnings only are used the amount available for capital items varies with the level of interest rates. We are now in a period of very low interest rates. Our estimate for interest earnings for 1994 is $44,900. If interest earnings were used for the City Hall Expansion /Remodeling Project no funds would be available for other capital items for approximately three years. I would not recommend the use of Special Projects Fund as a financing source for the project. RECOMMENDATIONS: • Set up an interest bearing interfund loan from the Water Fund to the Golf Course fund in the amount of $250, 000 for the Golf Course Project. • Consider making permanent transfers from the Water and the General Fund to the City Hall Expansion /Remodeling Project Fund in both 1993 and 1994 to minimize the impact of the transfers. • Consider making permanent transfers from the Sewer Fund to the City Hall Expansion /Remodeling Project Fund in both 1993 and 1994 if the Fund has sufficient net income. Should you have any questions please do not hesitate to contact me. MAgenda Section: 9 A --:1,. ,r.:,-1 REQUEST FOR COUNCIL CONSIDERATION STAFF REPORT Report Number: 9 3-574WS AGENDA SESSION DATE August 2, 1993 Report Date: 7-29-93 • DISPOSITION Item Description: 1993 Long Term Financial Plan Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY; Attached for your consideration is an amended draft of the 1993 proposed Long Term Financial Plan. The amendments are a result of the July 19 , 1993 Special Budget Work Session. Items eliminated include the following: Housing Inspector $36, 636 Capital Expenditures -Central Services III Direct Inward Dial $2 , 300 Paper Shredder $1, 000 -Finance Laser Printer $1, 500 -Parks and Recreation Boulevard Easements reduced by $5, 000 -Community Development Vertical Files $2 , 000 Office Furniture $2, 000 Laser Printer $1, 500 -Streets Pick-up truck $6, 600 -Garage Radial Arm $1, 000 Stanton Adjustments $27, 000 TOTAL ELIMINATIONS $86 , 536 The Public Hearing for the introductory reading of the 1993 LTFP is scheduled for the August 9, 1993 regular Council Meeting. 4O illTim Cruikshank, Asst. to City Admin. RECOMMENDATION: • O O 6.1 '�'+ O H O O O O O O O O O O O O 8 01.T4 4 Z O N N O cN H » VOi O b m F dr c. w, of Om a ts� d0O . 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H 0 U w a a w x H cn < O W cn 0 E- w cn H - a 0 a. 0 DATE -7 ---aq- q3 Underlined = additions since first draft Strike-outs = deletions since first draft ** These items have been eliminated from the proposed 1994 budget at the July 19, 1993 Budget Work Session. 1993 LONG TERM FINANCIAL PLAN The 1993 Long Term Financial Plan, prepared in compliance with Section 7.05 of the Home Rule Charter for the City of Mounds View is designed to provide a 5 year plan to meet the service level and capital improvement needs of the City. The plan is comprised of four elements evaluating the public service, capital improvement and long term revenue needs of the community and a capital budget summarizing the capital requirements for the City over the 5 year period. I. CAPITAL IMPROVEMENT PLAN The Capital Improvement Plans for each department are detailed in each department's Public Service Program. The itemized breakdown of capital expenditures per department are attached in Appendix A. I. PUBLIC SERVICE PROGRAM The Public Service Program, as outlined in Section 7.05, Subdivision 2 of the Home Rule Charter, is to be: "...a continuing five-year plan for all public services estimating future needs for the public health, safety and welfare of the City. It shall measure the needs and objectives for each City Department, the standard of services described, and the impact of such service on the annual operating budget." 1 Included in the 1993 Public Service Program are organizational charts (some included in this 2nd draft, others to follow) showing the present and, where appropriate, future organization and staffing of each of the City's departments. Also attached is Appendix B showing the present organization of the City down to the department level service programs (to follow in future draft). Appendix C indicates the 5 year staffing level projections. The projections serve as an indicator of "proposed" program/service needs and the staffing level necessary to meet proposed needs or service/program activities. The following is a review of each individual department, an outline of its basic objectives, 5 year goals and a determination of what effect the needs of each individual department will have on the City's annual budget. A. ADMINISTRATION As per City Charter the ultimate authority for the administrative operations of the City is the responsibility of the City Council. The City Council and all Advisory Commissions are a division of the overall Administration Department and their operational and capital expenditure plans are included herein. The Clerk-Administrator is responsible for the day-to-day administrative operations of the City. The areas of responsibility include administration of all City departments as well as direct responsibility for the divisions of Fire, Legal, Elections, General Administration and Central Services. 1 . City Council - The City Council is comprised of five elected officials, the Mayor and four Councilmembers, serving non-con- secutive terms who, as a body, are responsible for the adminis- tration of the City. Basically, the objectives of the City Council are identical to those of the City's Departments, as the Council sets the goals and policies which determine each department's 2 objectives. It is anticipated that the level of service provided by the City Council, as it relates to being a division of the Admin- istration section of this report, will not be changed and any increased impact on the City's budget will only result from infla- tionary factors, compensation increases, or increases in fees, dues, or other expenses contained within the City Council budget. In March of 1993, the City Council and Staff conducted a Strategic Planning Session. The 1991 Goals and Objectives which were created developed at the 1991 Goalsetting Session were re-evaluated and updated. The result is the following revised 5 year goal program for the City of Mounds View (included herein as Attachment A.) The City's 1993/94 FOCUS 2000 project will be completed in 1994 and it is anticipated that the Council will develop an implementation Program that will reflect the results of the FOCUS 2000 recommendations and form the basis for the City's future programs, services plans, goals and objectives. 2. ADVISORY COMMISSIONS -The City's active advisory commis sions include the Planning Commission, the Civil Service Commission, the Environmental Quality Commission, the the Cable Committee and the Parks and Recreation Commission. In addition, the City has two active Task Forces, the Golf Course Task Force and the Senior Center Task Force. The Commissions and Task Forces serve as advisory bodies to the City Council and, when fun^ the current City Charter to update the Charter to meet the 3 Council Ia}r, in 1 003 The Golf Course Task Force has been working toward the realization of a golf course in the City of Mounds View. They have been meeting regularly and if all goes well, have slated the Spring of 1995 as the completion date for this project. The Senior Center Task Force has also been working on a joint effort with three other cities in the area to provide a senior center and services to the seniors of our communities. The cities involved include Mounds View, Spring Lake Park, Fridley and New Brighton. It is not anticipated that the activities of the City's Commissions will significantly impact the annual budget. Any budgetary increases are expected to result from increases in general operating expenses. The Mounds View Charter Commission is not an advisory commission to the City Council, but a separate entity charged with policy decision-making authority which does impact the City. Over the past years, the Commission has been discussing proposing changes to the City Charter that may directly impact City programs, services and operations. The Charter Commission is expected to finalize preliminary Charter changes in mid-1993 with more activity planned for 1994. While the Charter Commission activities impact the City's budget only minimally, the 1994 budget will reflect an increase in expenditures due to the increased activities of the Charter Commission, the Golf Course Task Force, the Senior Center Task Force and the Environmental Quality Task Force awe S nnieTT<QrCenCer Task FoTc 4 3. ELECTIONS - The election activities of the City include the maintenance of Voter Registration records, provision and maintenance of voting.and ballot counting equipment, supplies and administrative services, including election judges, necessary for the legal and efficient conduct of elections. It is anticipated that basic election services will change over the next five years with the addition of the Presidential Primary which began in 1992. Increased expenditures may be required when special elections are held which cannot be anticipated, or the State or Federal governments modify the rules and regula- tions for the conduct of elections. A - - - - - - -- -, - - = 4. CENTRAL SERVICES . - The Central Services Division of the Administration Department provides for the management, main- tenance and operation of the City Hall building, office equipment, personnel services, information systems such as computer hardware and software applications and efficient pro- cessing of information. This portion of the budget is also responsible for half the printing costs of the City Newsletter, costs of the Receptionist and part-time clerical staff, half the costs of the Assistant to the City Administrator, the costs of the Custodian, the purchasing and stocking of office equipment and supplies, custodial equipment and supplies, postage costs, maintenance agreement costs, liability costs and automobile insurance premiums. 1994 - 1998 GOALS Continued maintenance and upgrade of the Network System which is now fully implemented and operational. Staff have been trained on the system and continue to take advantage of 5 its benefits by utilizing the system on a daily basis to meet the City's growing communication and informational needs. To continue to utilize the system efficiently, keeping the software and equipment current is essential. Because of the rapid change in technology and the constant updates to computer software, much of the required link-up equipment will require upgrades over the next five years. It is important to note that one of the on-going priorities of the next five years and beyond is to maintain the City's commitment to remain on the cutting edge of technology. Maintaining the City's ability to quickly, accurately and effectively process, record and communicate information as well as provide timely, safe and efficient service in the day-to-day municipal operations is vital to the safety and well-being of all the residents of Mounds View. Central Services Capital. Expenditures 1994-1998 Computer System Upgrades $1Q030 During the year, many unforeseen technical idiosyncracies can surface which require system upgrades - either software or hardware related. Some of the software programs that might be useful include complaint tracking software, ordinance, resolution, code and minutes accessibility software and records retention software. Providing funding for such technical needs is sound practice to keep the organization functioning well and to provide better service to the community. Network System Replacement and Upgrades 1994 Tape Back-up system $3,500 A good data back-up system is one of the most important features of a computer system. This feature prevents valuable information from being lost or accidentally destroyed. The tape back-up system the City currently uses is inefficient and 6 incomplete. It requires someone to walk around to each computer, attach a remote back-up unit and occupy that computer work station during the lengthy back-up process. This system can only be used on a select few computers that have this capability. With the new system, all information would be saved directly to a tape through the file server while the user is still using the computer. A work station could be backed-up by any user at any time. 1996 File Server $4,000 Necessary hardware for network. By 1996, the original file server will have outlived its life and should be upgraded to a computer with more hard disk space and the ability to process information more quickly. City Hall Replacement of City Hall equipment and furniture is an on-going process due to the frequency of uses both by the public and City Hall staff. Much of the current City Hall furniture is old and in need of repair or replacement. In addition, with the proposal of the City Hall expansion, other furniture items will be needed as well. Approximately $4,785 has been budgeted in 1994 for miscellaneous "soft costs" attributed to the expansion project. Capital Expenditures 1994 Conference tables and chairs for old $3,500 Planning and Engineering Area 1994 Paper Shredder $1 ,000** 1994 Refrigerator for employee lounge $ 750 1994 Telephone system - Direct Inward Dial $2,300** 1995 Miscellaneous equipment $1 ,000 7 1995 Replacement of microfilm machine $10,000 1995 Replacement of postage machine $12,000 1996 Replacement of fax machine $2,500 1997 Replacement of copier $25,000 On-going maintenance of the Records Retention Program and Central File System created in 1992. The purpose of the pro- gram is to better facilitate the information and service needs of the Council, staff and community. The system will provide the mechanism to safely and accurately catalogue, store and re- trieve information in a timely manner. Expenditures in the ensuing years will include necessary file storage units and on-going records retention training for staff. 1994 Lateral Files $ 2,000 1995 Lateral Files $ 2,000 5. LEGAL - Due to the growing complexity of legal issues facing the City now and in the future, the City Council and staff determined that the City could be best served by the services of a larger, more service diverse law firm. In 1992, a new City Attorney was selected by Council. Jim Thompson, from the law firm of Holmes and Graven, was selected to represent the City in all matters relating to litigation and general legal issues. Prosecution will continue to be handled by Mark Karney. While the annual expenditures for legal service may increase in 8 1993 and beyond, the ability of the City to effectively and efficiently meet legal obligations, anticipate and resolve po- tentially expensive costs is significantly enhanced by utilizing the services of a law firm specializing in municipal law. It must also be noted that unforeseen events, federal or state actions or mandates, make it difficult to accurately determine the costs for this service. 1993 is the first complete year with the new legal firm and the increased legal expenditures. The City's policy has always been to conduct itself in a manner that avoids litigation, therefore, pending any unforseen litigation activities, the City does not anticipate a significant increase in expenditures for legal services in the next 5 years other than possible rate increases. Prosecution services remain the responsibility of Mark Karney. Again, the expenditure amount for this is not easily estimated, but the City does not anticipate significant increases in the annual budgetary numbers during the next 5 years. 6. FIRE r The City is part of a Tri-City Joint Powers Agreement with the cities of Blaine and Spring Lake Park to provide fire prevention and protection services. The three cities jointly own all of the property, buildings (five stations) and equipment of the Blaine/Spring Lake Park/Mounds View Fire Department. The transfer of ownership occurred after the 1990 referendum which provided the necessary funding for the three cities to purchase the assets of the previously private service provider. The anticipated increases for fire services for the 1994 - 1998 budgets will be incremented as staff costs increase, debt services decrease and equipment may need to be replaced. 7) GENERAL ADMINISTRATION General Administration, headed by the Clerk-Administrator, involves the following responsibilities and activities: 9 * Personnel Administration * Official Records Retention Program * Coordination of Information Services (MIS) * Economic De/Redevelopment Activities * Intergovernmental Relations * Public Relations * Council/Commission Liaison * Business Liaison Activities * Business Licensing * Enterprise Development * Inter and Intra Communications * Employee Training and Professional Development. * Special Research and Projects 5 YEAR GOALS 1994 * Coordinate the development of the City's municipal golf course * Complete the 1993/94 FOCUS 2000 project * Complete the City Hall expansion project * Hire the Economic Development Coordinator and initiate an expanded economic re/development program * Commence the Process for Highway 10 Redevelopment Program * Coordinate the financial and intergovernmental activities of the proposed Regional Senior Center * Development of an implementation plan for the final FOCUS 2000 recommendations and subsequent Council actions * Expand the inter-office network capabilities and program activities 10 * Implement a "Counter" Information System for the public to access meeting minutes, resolutions, ordinances via computer terminal on the front counter 1995 * Implement a Council-modem communication link-up to City Hall * Complete the Regional Senior Center project * Coordinate the final development phase of the municipal golf course and subsequent marketing program * Complete Mounds View Business Park East or West Project * Secure a Senior Housing Project 1996 * Initiate Phase I (as defined by Council action) of the Highway 10 redevelopment program * Begin Mounds View Business Park East or West project * Creation of an Economic Development Director (may be an reclassification of Economic Development Coordinator position) 1997 * Complete Phase I of the highway 10 Redevelopment Program * Complete Mounds View Business Park East or West 1998 * Initiate Phase II of the Highway 10 Redevelopment Program * Development of the O'Neal property 11 * Complete all Business Park Development The goals for 1995 - 1998 will be re-examined after the FOCUS 2000 recommendations. 8) GENERAL ADMINISTRATION STAFF LEVEL PROJECTIONS 1994 Over the past several years, the City's program for economic redevelopment has slowed due to the many administrative demands placed on the Department. At the 1993 Council/Staff Strategic Planning Session and subsequent follow-up meeting in April, the Council identified as a top priority the creation of an Economic Development Authority and the possible creation of a full-time, regular position of Economic Development Coordinator to activate an aggressive and sustained economic redevelopment program. The vacancy of the Public Works Director/City Engineer position now affords an opportunity to direct funds and staff increases into areas which have, to date, seen limited activity. It is anticipated that the position will assume responsibility for the following activities: * Coordination of all of the City's Tax Increment District operations * Coordinate Economic Development Authority activities * Package re/development programs * Expand Business Retention Program * Coordinate land acquisition and site preparation programs for pending or proposed projects * Actively and aggressively attract business development along Highway 10, consistent with identified City goals and objectives * Actively and aggressively pursue senior housing development * Coordinate Code revisions regarding nuisance ordinances and relevant planning and zoning ordinances 12 * Monitor 610 Corridor development * Monitor any activity regarding airport expansion Requirements for the position will be a Masters Degree in Urban Planning, Public Administration or related field and at least 3 years of experience in municipal economic development. Salary will be based on a Stanton comparison and a 5 step progression pattern, consistent with City policy. It is anticipated that the Step 5 and benefits will be an expenditure of $45,000 - $50,000 (Step 5 will be realized in 1996 or '97, depending on the individual's experience and qualifications at the time of employment). It is anticipated that approximately $16,000 of the funding for this proposed position will be received from administrative funds generated by tax increment activities. ADMINISTRATION 5 YEAR PROJECTED CAPITAL EXPENDITURES 1994 * Office Furniture: The addition of a new F-T position will create the need for office equipment that will be reflected in the 1994 expenditures. * Partitions: Money has been allotted for four partitions to "section off" office space within an open area in the Administration Addition. Since all new office furniture is cost prohibited, the partitions will make it possible to camouflage the older furniture and allow to office to remain functional and welcoming. * P.C. and Laser Printer: A new 486 P.C. and small, personal laser printer is anticipated for the Economic Development Coordinator 13 * Conference Chairs: A small conference room is planned for the Administration Department expansion. The conference table will be purchased in 1993 and the chairs in 1994. 1995 * Office Furniture: The only expenditure anticipated is replacement/purchase of miscellaneous office equipment. * P.C.: Replacement update of receptionists' 286 to a 486 P.C. 1996 P.C. and Printer Replacements: The Administrator's and Administrative Secretary's 386 P.C.'s and laser printers will be upgraded to current technology for more efficient operations. 1997 P. C. Replacements: The Assistant to the City Administrator and Administration Clerk's 386 P.C.'s and laser printers will be upgraded to current technology for more efficient operations. 1998 Miscellaneous Office Equipment: Replace outdated non- functional office equipment. B. FINANCE The Finance Department, headed by the Finance Director, who also serves as Treasurer, coordinates the financial activities of the City. Currently, department activities include the following: 1 . Oversee the financial planning activities of the City. a. Coordinate the preparation of the Long-Term Financial Plan. 14 b. Direct and coordinate preparation of the annual budget with close involvement and input from the Department Heads and Clerk-Administrator. 2. Perform all City accounting and financial reporting activities. a) Prepare and control accounts payable. b) Receive and manage all municipal revenues. c) Prepare and control payroll. d) Utility billing preparation and collection. 3. Prepare monthly financial reports, the annual financial statements, and assist auditors in the conduct of their annual audit of City financial records. 4. Invest temporarily idle City funds to maximize return on available resources. 5. Manage the City's insurance programs and evaluate and recommend modifications to ensure maximum protection at minimum cost. 6. Oversee the debt management program of the City. 7. Oversee the City's general purchasing program. In recent years external factors have caused a repriortization of the duties and responsibilities of the Finance Department. Economic considerations, i.e., the economy and State's "fiscal crisis", have brought about an increasing emphasis upon financial reporting. New, generally-accepted accounting standards and reporting requirements mandated by the State of Minnesota, have and will continue to promote greater disclosure and understanding of City finances by bond rating services, State and Federal agencies, the general public, and other readers of City financial statements. Economic conditions have precipitated reductions in the amounts of Federal and State Aids to cities. Those reductions have challenged 15 cities to maintain levels of service to their citizens with reduced revenues. The City has met this challenge through improved financial planning. The annual budget has been substantially improved in recent years as a result of greater involvement and participation by staff and Council. In 1988, 1989, 1991 , and 1992 the Government Finance Officer's Association of the United States and Canada (GFOA) awarded it's Distinguished Budget Presentation Award to the City for its budget document. As a consequence, the City has been able to continue to provide needed public services to its residents with only modest increases in property tax rates and has developed cash flow and contingency reserves needed to maintain its financial integrity. 1994 - 1998 GOALS In order to maintain its ability to provide needed public service to its residents, the City needs to maintain the present level of financial planning and to expand long range planning efforts begun with the 1983 Water and Sewer System Maintenance and Capital Improvement Program. That type of planning should be undertaken for acquisition/replacement and maintenance of all land, buildings and equipment. Staff has prepared a replacement schedule for all City vehicles and equipment. The City has established a fund into which monies will be placed annually for replacement of vehicles and equipment. The purpose of this fund is to ensure that necessary funds be on hand for timely replacement of vehicles and equipment and to avoid large unplanned expenditures or "budget busters" which would place a strain on the City's finances. • One of the goals of the Department the past few years has been to maintain/or improve the City's bond rating; that goal has been accomplished. In April of 1991 and again in May 1993, the City received a rating of A from Moodys Investors Service for various bond issues. The City's financial advisors stated that this was the best rating that could be obtained by a City of our size. The rating committee of Moodys felt that the City had sound financial management. They were impressed 16 with the City's financial planning and the fact that designations for cash flow and emergencies had been established. The Finance Department has had the goal of substantially improving the City's Comprehensive Annual Financial Report. To achieve this goal several objectives were established. These objectives are outlined in the following paragraphs. • The first objective was the implementation of a Fixed Asset Accounting System. Such a system enables the city to properly inventory and account for its investment in equipment, vehicles, and buildings and structures. In 1988 Staff inventoried existing items. After the inventory was completed it was entered onto the fixed asset accounting system. • A second objective was to obtain a Certificate of Achievement for Excellence in Financial Reporting for the City from the Government Finance Officers Association of the United States and Canada (GFOA). This Certificate is given to those government units whose financial reports are prepared in accordance with generally accepted accounting principles as promulgated by the Governmental Accounting Standards Board. In order to receive this Certificate the fixed asset accounting system described in the preceding paragraph was implemented and various practical tables, listing ten years of data, have been prepared. The City's comprehensive annual financial reports for the years ended December 31 , 1988, 1989, 1990 and 1991 were submitted to the GFOA and the City was awarded a Certificate of Achievement for Excellence in Financial Reporting. During 1992 1 ,921 Certificates were awarded to governmental units throughout the United States. Of these, 86 were awarded to governmental units in Minnesota. The Certificate is valid for one year only. Staff has submitted the 1992 Comprehensive Annual Financial Report to GFOA for consideration for a Certificate in 1993. 17 Staffing No new staffing position is projected for the next five years. 1994 **• A laser printer is proposed for the Finance Director for 1994 to improve the quality of reports and graphics presentations. • The present check protector/signer is in excess of ten years old. Its replacement is proposed for 1994. • Advances in computer technology and the development of new software, which utilizes that advanced technology, causes existing equipment to quickly become obsolete. • Significant modifications in the word processing and presentation graphics software the department uses seem to be released by software vendors with increasing frequency. The new versions of software enable the department to work more efficiently and also produce higher quality reports and presentation graphics. Upgrades for software are proposed for 1994 through 1998. • The present fixed asset accounting software does not provide the reports needed for the City's Comprehensive Annual Financial Report. Department personnel have to manually sort date to produce the required reports. The purchase of new fixed asset accounting software is proposed for 1994. 1995 • A new personal computer is proposed for the Payroll Clerk in 1995 and for the Accountant and Finance Director in 1996. • The average life of a computer system is three to five years. Therefore, staff proposes the purchase of a new computer system in 1995. The estimated cost is $35,000. 18 1997 • Replacement of an existing high speed printer, used for production of accounts payable checks and financial reports is proposed for 1997. C. POLICE The objective of the Police Department is to provide basic Police Service, preserve the peace, and protect the public by enforcing State , and Local laws. In doing so, the Department's role is to enforce the law in a fair and impartial manner, recognizing both the statutory and judicial limitations of Police authority and the constitutional rights of all persons. Basic services provided by the Police Department include: a. Prevention of Crime Involving the community in programs such as Operation Identification and Block Watch. Instilling in the community a sense of concern for crime problems and law enforcement needs to help combat the problems. b. Deterrence of Crime Routine patrolling of the City streets, parks, and business areas reduces crime because criminals feel immediate apprehension would be imminent. In the course of routine patrol officers investigate behavior which reasonably appears to be criminally directed. 19 c. Apprehension of Offenders Once a crime has been committed, it is the duty of the Department to initiate the Criminal Justice process by identifying and arresting the perpetrator, to obtain the necessary evidence, and to cooperate with other law enforcement agencies and the courts in the prosecution of the case. d. Recovery and Return of Property The Department makes every reasonable effort to recover lost or stolen property, to identify the owner(s), and to ensure its prompt return. e. Traffic Control To facilitate the safe and expeditious movement of vehicular and pedestrian traffic, the Department enforces traffic laws, investigates traffic accidents, and directs traffic. f. Public Service The public relies on the Police Department for assistance and advice in many routine and emergency situations which occur in the community. Although many of these calls are not police regulated, we respond to those requests and render such aid and/or advice as indicated by the situation. g. Animal Control/Nuisance Abatement The Community Service Officer and Officers of the Department enforce the animal control and nuisance ordinances. The Department impounds dogs and other animals and interacts with residents to maintain the health and safety of the community. 20 h. School Liaison/Youth Counseling The Department's Investigators and other officers of the Department work closely with school officials, probation officers, human services and other agencies to aid in the health, safety and welfare of the community's youth. i. Emergency Services The Department assists in coordinating and planning with other agencies procedures used in the event of a major disaster or hazardous materials incident. Rendering aid to the injured, providing security and coordinating support groups is a responsibility and a duty that the Department is prepared for. The Police Department provides police services to the community year around, twenty-four hours per day. At the present time, the Department employs: Chief, Lieutenant, two Sergeants, two Investigators and nine Patrol Officers. The Department also employs a Community Service Officer, one full time Secretary and one part time Secretary. Support services are provided by the Ramsey County Sheriff's Department, the Bureau of Criminal Apprehension and other agencies. To help supplement the manpower shortage, the Department created a Reserve Unit in 1986. The Reserve Unit presently consists of seven members who regularly patrol with sworn officers. Reserve Officers and/or part-time officers should not be considered as a replacement for a regular full-time officer. Their authority, duties, and responsibilities are very limited. The current ratio of one officer per 1 ,000 inhabitants is below the State average of 1 .2 officers per 1 ,000 inhabitants for Class V cities. In response to national and local concern about drug abuse, the Police Department will attack the problem in two ways. On the prevention side, we will be working with school officials on a drug education program at Pinewood School. Project D.A.R.E. (Drug Abuse Resistance Education) is a substance use prevention program 21 designed to equip elementary school children with skills for resisting pressure to experiment with tobacco, drugs and alcohol. This Fall we will have an officer teaching five fifth grade classes for a period of seventeen consecutive weeks. The D.A.R.E. Officer will spend a minimum of two days a week at Pinewood School during this seventeen week period. On the enforcement side, the Police Department will try to assign an officer to the Ramsey County Drug Task Force. This assignment will be for a minimum period of three months. An assignment for a longer period would be of a great benefit for Mounds View, but without hiring additional staff, both the Drug Task Force and Project D.A.R.E. would be in jeopardy. In 1994, all squads should be equipped and utilizing mobile data terminals. Increased costs will be realized with the use of this equipment. Our current computer system has been in place since 1986. Updates to hardware and software portions of this system should be anticipated. With an increase in population and a commercial and business district rapidly growing, police activity is increasing. Cutbacks in police services may be realized if revenues remain constant. Services such as unlocking car doors, property damage accidents, and vacation house checks may be in jeopardy_ unless additional resources are found. It will be the Police Department's goal to maintain police services within the resources available. 1994 GOALS INCLUDE: • Assignment of an officer to the Ramsey County Drug Task Force. • Installation and utilization of the Mobile Digital Terminal System. • Begin the selection process for a new DARE officer and possible assignment of a new investigator. 2s • Computerization of officer's activities and time sheets. STAFFING LEVEL PROJECTIONS • In recent years, the Police Department has realized a significant increase in "calls for service". Officers are spending more time in responding to calls. Consequently, less time is being spent in the enforcement and prevention area of police work. • The Department will request an additional officer for 1994. With a population of 13,000 and an additional officer, the ratio of Police Officer per 1 ,000 residents will be 1 .2. The state annual average for Class V cities is 1 .2. Because of increased clerical demands, the Department will be requesting five additional hour per week for the part-time secretary. • Police Departments in Ramsey County are and will continue to discuss and study the possibilities of consolidation of services. Discussions will continue with the school district and New Brighton Police Department about a liaison officer at the high school level. The current proposed plan call for an equal sharing of cost between the three entities. 23 POLICE ORGANIZATIONAL CHART BELONGS HERE 24 D. PLANNING AND ENGINEERING In 1994 and beyond, it is anticipated that the Public Works Department will have a distinctly different lock. The recent elimination of the Public Works Director/City Engineer position has resulted in a reorganization of the duties and responsibilities of the entire department. Specifically, the Department has now gone to a "Divisional" type arrangement with the administrative duties being handled by the Planning and Engineering Division and, the Maintenance responsibilities dealt with by the Public Works Division. The Planning and Engineering Division, currently consisting of the City Planner, Engineering Aide, Building Inspector, Recycling Coordinator/Code Enforcement Officer and Department Secretary, has as its focus the administrative application of land use and building regulations as adopted by the Municipal Code. The main goal of the Division is to ensure that development within the City is accomplished in accordance with the requirements spelled out in various City Codes as well as providing for a conducive living and working habitat for Mounds View's resident population. Services provided by the Division include: a. Planning and Zoning Review, zoning code enforcement, development review, planning and zoning code review. b. Building inspection, fire inspection, housing inspection and plan review. c. Recycling coordination and reporting, educational activities to reduce solid waste disposal problems and incentives for recycling. d. Implementation of zoning and sign code regulations including issuance of permits and enforcement of violations: also including enforcement of public nuisance codes related to land use. 25 1994 - 1998 GOALS 1994 * Finalize updates to Zoning and Sign chapters of the Mounds View Municipal Code. * Begin a comprehensive housing inventory and analysis including review of possible housing rehabilitation programs and possible funding sources. * Enhance the rental housing inspection program by increasing the number of inspections provided based on available funding resources. * Work on development of program for the amortization of non- conforming land uses. * Continue to provide timely, quality customer service. 1995 * Complete housing inventory and analysis and begin program for the rehabilitation of inadequate housing stock. * Increase the number of rental housing inspections to include all units within the City. * Conduct inventory of all non-conforming land uses along the Highway 10 Corridor for potential amortization. * Begin input of all relevant land use data on Geographic Information System. 1996 * Develop timeframe for the total amortization of all non- conforming land uses along Highway 10 Corridor. 26 * Finalize input on Geographic Information System including all land use within City. 1997 * Explore possibilities of subdivision of remaining oversized residential properties within City. * Begin review of Zoning and Sign chapters of the Municipal Code to ensure they are meeting the needs of the City as a whole. 1998 * Complete review of Zoning and Sign chapters of the Municipal Code. Staffing Projections A number of issues affect the staffing level projection for the Planning and Engineering Division. These include the Council's desire to provide more thorough and inclusive levels of rental housing inspection, zoning and sign code enforcement along with nuisance code issues, the increasing vacation accrual among a "senior" maintenance crew, and the level of project construction identified by the City Council. Some of these issues are in 'flux' at the time of these projections and, therefore, the final staffing needs may be adjusted after decisions in these areas are made. In the Engineering and Planning Division, the positions of City Planner, Building Inspector, and Engineering Aide would be continued as the workload in these areas continues to expand. It is also projected to continue the Recycling Coordinator/Code Enforcement position and add a new position of Housing Inspector. The major issue at this time is the Council's stated desire to increase the rental housing inspection program to include nearly complete coverage of the rental stock in the City. This may also include enhanced review and inspections of operations in the City's 3 manufactured housing parks. 27 **A full time housing inspector is projected to meet the needs of a vastly increased program of housing inspection. Currently, approximately 10% of the rental units in the City are inspected annually. This includes one visit to each building and one or more unit inspections in each building. Therefore, 4-plexes are completely inspected on a 4 year cycle, 6-plexes on a 6 year cycle, etc. To achieve more complete review of each unit in the City will require a nearly 9-fold increase in the number of inspections required. Fortunately, this will not require a 9-fold increase in time as it will be more efficient (timewise) to inspect additional units on each floor of a building. Further discussion with Council will determine the level of expertise needed for this position. It is expected that a recent graduate of North Hennepin's Building Inspection Technology program or a similar background will be an appropriate candidate for this position. The experience of the building inspector is a necessity to provide supervision and interpretation of the codes applicable to rental unit inspection. E. PUBLIC WORKS/MAINTENANCE The Public Works Department is responsible for the planning, construction, operation, and maintenance of the City's infrastructure. For budget purposes, the department is split into 7 budgetary areas. These are Engineering and Planning, City Shop, Street Maintenance, Water Operations, Sewer Operations, Surface Water Management, and Recycling. The major areas of services provided by the department are as follows: a. Maintenance of 52 city vehicles and other city equipment. b. Maintenance of City Hall and City Shop facilities including parking lots and equipment. c. Snowplowing, patching and sweeping of over 42 miles of streets under the City's jurisdiction. d. Installation and maintenance of traffic signs under City jurisdiction; currently there are over 1 ,400 traffic signs. 28 e. Operation and maintenance of 6 municipal wells; including chlorination and fluoridation of water for disinfection and health benefits. f. Operation and maintenance of three filtration plants for removal or iron and manganese. g. Maintenance of approximately 250,000 feet of watermains, over 1000 valves, and 400 hydrants in the water distribution system. h. Operation and maintenance of the sanitary sewer collection system, consisting of 2 lift stations, approximately 235,000 feet of sewer mains and over 900 manholes. 1994 - 1998 PUBLIC WORKS GOALS The current goals of the department are improving the efficient delivery of services through more productive equipment, improved work scheduling, preventive maintenance programs and appropriate response to maintenance needs. Specific objectives for 1994 are as follows: * Continue review of highway and County Road turnback proposals with special emphasis on existing Highway 10 turnback and redevelopment potential as a community oriented corridor. * Work with Ramsey County on the reconstruction of Old Highway 8/County Road H connection to Highway 10 and the intersection of County Road H-2 and Highway 10. * Enhance employee knowledge and productivity through training in computer technology and provision of efficient equipment and tools. * Begin a street reconstruction program which will bring existing streets up to city standards and provide off street trails as appropriate. 29 * Construction of"minor maintenance" surface water management projects such as outlet wiers, skimmer installations, and catch basin repairs. * Continue preventive maintenance projects in municipal drinking water and sanitary sewer collection systems. A number of issues or policies affect the staffing level projection for the Public Works Department. These include Council's desire to consider street reconstruction and improve existing pavement management practices, re-establishing preventative maintenance and inspection of sanitary sewer, and involvement in special projects throughout the department. Many of these goals or programs have not been met to staff's satisfaction for numerous reasons. The level of seniority among the members of the maintenance employees permits the majority of these employees to accrue four weeks of vacation per year. The number of employees restricts the ability for these people to utilize their vacation over the winter months due to their workload and weather. This leaves these people needing to take at least 2-3 weeks of vacation, (at least 5 consecutive days) during the spring thru fall months. Some of the workload is then managed through theaddition of seasonal employees. Staff has prepared a short analysis of the available work hours in a pay period compared to the actual hours received. This report does not include any sick time or training hours. Many public works programs require staffing levels of four to six employees to perform effectively and at the highest efficiency levels, i.e., patching, cracksealing, watermain flushing, snow and ice control, sanitary sewer maintenance and inspection. To perform any one of these programs at one time requires additional staff from another division. Consequently, the short-handed division's activities must be put on hold pending the completion of the other's task. In most cases, this practice is less than desirable. Listed below are a few programs that need attention, that which staff has not been able to reach desired and established goals. 30 A. Sanitary sewer maintenance and inspection een - - _ ' - - - - - - - = - - - - - - - -• _ . _ - - . the goal to perform preventative maintenance, (cleaning) on every line, every three years, has been established based on the age and history of the sytem. If regular maintenance is not performed on the system, the City could possible face increased blockages, possibly resulting in legal action. B. Pavement management - a cracksealing program has been added to prevent further pavement deterioration on streets that are relatively new or warrant this procedure. This, along with sealcoating, will stabilize the life cycle curve of these surfaces. The remainder of the City's streets are deteriorating more rapidly than staff can repair them. A street reconstruction program accompanied by a policy or philosophy of repair/ maintenance of the rest of the streets in accordance with the pavement management program must be addressed. should be considered. An effective pavement management program will prescribe proper maintenance activities on specific pavements at appropriate time intervals to extend the pavement life. Staff seeks Council's direction in this matter. C. Water system - the installation of approximately 40 to 50 valves need to be installed throughout the system to provide more effective isolation during construction and emergency situations., i.e., water main breaks. Another issue is the repair and replacement of residential water meters which continue to age and fail. Many inaccurate meters can affect water revenues. A testing program needs to be instituted,. and these meters need to be replaced in a more timely manner. The Gopher State One Call system has burdened our small staff even more. Since its origin, the City has averaged 1 to 1 .5 hours per day during the winter months to 3 to 4 hours per day during the summer months, excluding construction projects, i.e., Long Lake Road. D. Maintenance and repair of vehicles and equipment - because of increased numbers of equipment and essentially one mechanic, operators are required to perform preventative maintenance and minor repairs themselves. Although this 31 practice is acceptable in most cases, it is not always achievable for technical repairs. In these instances, priority must be determined -- jobs or projects delayed, rescheduled or postponed. During the last couple of years staff has completed a few questionnaires regarding staffing levels in the Public Works areas throughout the Stanton 5 cities. Levels inquired were in water, sewer, streets and shop. In all accountable areas, Mounds View's staffing levels to maintain and incroasc dcsircd maintcnancc Icvcls bo '- - - - '- - - - - '- - - - '- • are relatively to considerably lower than the other municipalities polled. Staff is recommending that the staffing levels to maintain and increase desired maintenance levels be increased in the following scenario: 1994 - I full time public works position Funded 1/3 4 G/W/S/SWM 1995 -.I seasonal streets ' 1996 - 1 full time public works position, eliminate seasenalAn-stieets7 Funded 1/3 G/W/S/SWM, eliminate seasonal streets 1997 - 1 seasonal streets 1998 - 1 full time public works position, Funded 1/3 4 G/W/S;SWM, eliminate seasonal-in-streets:- Seasonal easonal-in-streets-Seasonal employees currently budgeted in the water and sewer departments would remain constant (4). Should this staffing level be unachievable, some consideration to private contracting could be an option. 32 F. PARKS, RECREATION AND FORESTRY The goal of the Department is to enhance the good quality of life in the City of Mounds View with the provision of opportunities for leisure recreation activities, social activities, health and wellness programs and to provide the community with a variety of park facilities, aesthetic open spaces and greenways, and multi-use trails. Major areas of service provided by the Department includes: 1 . Recreation Programs The objective of recreation programming is to enhance the good quality of life through leisure recreation activities offering all city residents the opportunity for participation, enjoyment, socialization and physical activity regardless of economic status, race, religion or ability. 2. Park Improvements The objective of park improvements is to develop a facility replacement schedule to promote safe and functional recreational facilities in the parks and to promote additional park recreational facilities through the development of a park improvement plan as recommended by the Parks and Recreation Commission. 3. Park Maintenance The objective of park maintenance is to care for the community's infrastructure investment of parks and natural settings, greenspaces, open spaces and trailways and to prepare park facilities for safe and functional use by the community. 4. Park Planning The objective of park planning is to provide facilities for the 33 many diverse interests of the community in an effort to provide the entire community with options for participation in leisure recreational activities through comprehensive planning of parks and facilities. 5. Forestry The objective of the forestry program is to preserve and supplement the existing green canopy through reforestation and tree disease programs and provide additional support services relative to plants, shrubbery and shade trees for the enjoyment of city residents today and in the future. 6. Cable TV The objective of Cable TV programming is to provide the residents of Mounds View with programs on Cable TV Channel 16, Government Access, to enhance the residents' awareness of community activities and information. CAPITAL EXPENDITURES FOR 1994 RECREATION GOLF COURSE: One specific recreation goal includes the construction and successful operation of a nine hole golf course and driving range. The golf course is expected to be an enterprise program which means that costs of the operation will be funded with revenues. A Golf Course Superintendent will be hired during the time of construction to assist in the overseeing of the irrigation, turf establishment and grow-in stages. The Golf Course Superintendent will also begin to choose appropriate equipment and materials for the operation of a golf course and driving range. Additional seasonal golf course personnel will be added when the course opens. The initial cost of the Golf Course Superintendent will need to be absorbed by the City until such time that the golf course opens and revenues are collected. The estimated salary of the Golf Course Superintendent is $40,000 plus benefits. • 34 REGIONAL SENIOR CITIZEN CENTER: A second recreation goal for the next year and perhaps beyond includes current and future service strategies for senior citizens relating to either joint sponsorship of a regional senior citizen center or continued programming using whatever facilities and resources that can be coordinated through the Department. Participation in the joint powers agreement for the construction of a regional senior citizen center and the annual operation costs would total approximately $100,000 yearly contribution. YOUTH-AT-RISK AND ADAPTIVE PROGRAMMING: Another goal for recreation is an escalated joint effort with the school district and other agencies for after and before school activities for children 1st - 8th grades and continued coordination with the school district and neighboring communities regarding programming for students with disabilities. STAYING CURRENT WITH TRENDS AND STANDARD PROGRAMS: A final recreation goal for the next five years is the continued pursuit of new and different varieties of programs which either become of interest or are vogue with the times such as disc golf, line dancing, first aid classes, trips and others along with standard programs including sports and swimming instruction. The forever popular game of softball and baseball continues to be a high demand activity. In order to lessen risk injury from players going over a five foot outfield fence, most new field developments are installing 10-12 foot high outfield fences. The potential for lawsuits for injuries to players who are chasing a fly ball to the fence, or attempting to snag the ball going over the fence and in the process injuring a back is risky. Over the past years the hitting abilities of even the Class C and D teams have grown where now the adult fields are becoming too short. Too many homeruns are being hit over the fences. While rules are being modified to encourage less homerun hitting, it remains a fun part of the game. Heightening the fences at City Hall and Silver View outfields will also help alleviate the problems associated with balls going onto Highway 10 at City Hall Park, into Silver Lake Woods homeowners property at Silver View Park and into the storm water ditch at Greenfield Park. The estimated cost of heightening all of the fences is $17,000. ADMINISTRATIVE EQUIPMENT: With the large output of printed materials that the Department produces and prepares, it is necessary to purchase and install a Super VGA Card and more memory for the computer system for the of—the— Administrative Assistant to the Department. at a cost of approximately $ to be funded out of Computer Systems upgrade. 35 In addition it is necessary to purchase a display case type of information kiosk to be located at City Hall, near the Parks, Recreation & Forestry Department to publicize the many resources, programs and activities that the Department offers the community. The estimated cost is $2,000. The department mimeo machine is beyond its longevity and plans must be made for replacement in 1995 with an upgraded digital copy mimeo machine. CITY HALL VOLLEYBALL COURT LIGHTING: Another long-term goal is to provide lighting for City Hall volleyball courts. The courts are used extensively by players during daylight. The use of lights would extend the hours available for volleyball play. The City will look into new lighting as well as make-shift - lighting using remnants from other park lighted areas. PARKS PARKS MAINTENANCE EQUIPMENT: A double axle trailer is needed for the transportation of the mowers and skid loader (when it has the tracks on). The use of the trailer would provide time saving benefits when doing park projects, while saving the machines from wear and tear of traveling to and from project sites. Use of a truck and trailer would also enable seasonal parks employees to have other necessary equipment such as weed trimmers, rakes and shovels to do immediate maintenance of parks as detected. The cost of a trailer is approximately $3,600. Finally, the Department will share the cost of a tractor mounted concrete mixer (1/3 shared cost or $1,500) which will save money in time and cost of the many concrete projects associated with park facility installation. Also, the Department will share the cost of a drill press with a contribution of $1,100 to the total cost. During the next couple of years a number of park equipment and vehicles will need to be replaced as per the vehicle and equipment replacement plan. The mowers, cushman and trucks are all up for replacement within the next five years. . - '• . Upkeep of the present infrastructure of parks is planned such as re-surfacing Groveland Park tennis courts (at a cost of approximately $3,800) plus the addition of new improvements including trailway development (with $20,000 budgeted as a matching grant contribution), •; . . . • . . . . . . . . . . . . . . • ' • ; - Park and rollerblading rink at Hillview Park (estimated cost of , and heightening of ballfield fences at City Hall, Silver View and Greenfield Parks_iestimated cost of ). The Department is in dire need of up-to-date park maps, professionally drawn for reference and grant applications_ (estimated cost of ). 36 The planned use for Park Dedication monies will be to enhance or develop trailways including a bridge at Silver View Park storm water ditch or other trailway grant matches. Other Park Dedication Funds are planned for paving Woodcrest Parking lot, replacement of playground equipment, and construction of a small youth athletic field at Woodcrest Park. **The cost for contracting services to pave the entire width of all pedestrian easements has been included in the budget. This project may be eligible for a trailways improvement grant. GREENFILED PARK CULVERT PROJECT ALONG RICE CREEK: Another long term park project is the modification of the judicial ditches which run through Greenfield Park. The idea is to provide a way in which the trailway can loop back through the park along the south border of the nature area. This would require culverting the ditch in the area of the baseball field right field area would provide for a greater distance for right field. The judicial ditches are under the jurisdiction of Rice Creek Watershed and would require permitting. Also, the costs of culverts and contractual services would be necessary. FORESTRY: The specific goal for the Forestry program is to continue to remain a Tree City USA distinction which is required for future grants and funding. One of the criteria for qualifying for Tree City USA status is a yearly operating budget of no less than two dollars per capita. The Department will continue to work within the one day per week service allotment of the joint powers agreement which allows for one day per week for tree disease inspections and administrative work regarding the removal of diseased trees and one day per week for the maintenance of park trees. One significant project involving the City Forester is the replanting of trees and bushes involving the Long Lake Road improvement project. The large tree planting project will be continued as long as funding is available. Parks included in this planting project include Greenfield and City Hall in 1994, Oakwood in 1995 and Silver View in 1996. This plan is dependant upon a $2,000 annual line item in the Forestry operating budget. There is a need for additional labor hours if the City of Mounds View wishes to maintain the numbers of trees which are currently in the parks. Trimming, mulching, watering in 37 times of drought, and upkeep of landscaping in the parks all takes hours of maintenance labor. This increase in trees and landscaping requires an additional need for seasonal employee dedication exclusively to the upkeep of park trees and landscaping. If this is the desire of the City, it is recommended that an additional 60 day summer seasonal employee be hired to assist in the upkeep of trees and bushes and landscaping in the parks. CABLE TV: The specific five year goal of the Cable TV program is to provide 24 hours of programming on the Channel 16 Government Access. This objective requires more than the half time Cable Technician position, and therefore another goal would be to escalate the number of Cable TV subscribers for a higher reimbursement of programming monies from the Cable - TV Franchise to employ a full time Cable Technician. RECREATION REVENUE RESOURCE: It is also the specific goal of the Parks and Recreation Commission to pursue the investigation of a possible revenue producing recreation facility for the City of Mounds View - - to provide an alternate funding source for now and in the future for recreation and parks operations in the City of Mounds View. PROVIDE RESOURCE INFORMATION AND COORDINATION OF SOCIAL SERVICES: The Department has experienced increased demand and requests for social services including senior citizen programming, at-risk youth programming, developmental programming for preschoolers, community service activities for high school students, restitution activities for youth, adaptive programs for those with disabilities, funding assistance for those in need, etc. It is the goal of the Department to assist in the facilitation or coordination of resources to provide assistance for the above causes. However, the staff time and funding for accomplishment of these social demands will impact the success of this goal. FIVE YEAR GOALS - LOOKING TO THE NEAR FUTURE AND BEYOND: This is a short synopsis of goals for the next few years and perhaps beyond. External factors may alter the goals, but in 1994 these goals appear to be logical and worthy of funding for the benefit of the community. 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N F' �Mp+ ]7.;,1la0o In �0 >C O O O - V : R9 - VAS O O ::0 0 0 00 0 0 0 til 9 0 CZ 0 CA CZ til rri z z en %h z 41tri tll til 7J1 ; 7:10 y .3 .cii Di > a a ./1 0 aw Oxz � z yy0 y N z ' � Frn '{� N0 O 0 H 0 O 0 0 O vNi 0 O 0 0 r REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 19 OUND� STAFF REPORT Report Number: 93-575WS �FEIJ August 2, 1993 Report Date: 7-29-93 AGENDA SESSION DATE DISPOSITION Item Description: 1994 Budget Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) $UMMARYz EXPENDITURES At the July 19, 1993 Budget Work Session the following items were eliminated from the Proposed 1994 General Fund Budget: Housing Inspector position $36, 636 Printing, mileage re above 425 Capital Expenditures: Central Services: Direct Inward Dial 2,300 Paper Shredder 1, 000 Finance: Laser Printer 1, 500 Parks & Recreation: Boulevard Easements 5, 000 Community Development: Vertical Files 2,000 Office Furniture 2, 000 Laser Printer 1,500 Streets: Pick-up Truck 6, 600 Garage: Radial Arm Saw 1, 000 Stanton Salary Adjustments 27, 000 TOTAL EXPENDITURE ADJUSTMENTS $86,961 Total Proposed General Fund Expenditures after the above adjustments are $3, 162 , 156; an increase of 6. 19% compared to 1993 Budgeted Expenditures. These expenditure adjustments represent considerable progress toward achieving a balanced budget; the second draft was 9. 11% greater than 1993 Budgeted Expenditures. RECOMMENDATIONSDon Brager, Fiance Director-Treasurer STAFF REPORT PAGE TWO JULY 29, 1993 REVENUES The City has received notification from the Minnesota Department of Revenue that 1994 Local Government Aid(LGA) for the City will be $596, 874; an increase of $19, 010 compared to 1993 LGA. The initial estimate of LGA used in the 1994 Revenue Estimates, obtained from Minnesota House of Representatives Research, was $1, 392 higher than the amount in our aid notice from the State. Our Revenue Estimates have been adjusted accordingly. Estimated 1994 General Fund Revenues of $2,993, 119 are $1, 392 less than previous estimates as a consequence of LGA certification discussed above. This is a 0.52% increase over 1993 Estimated General Fund Revenues. EXPENDITURES VS REVENUES Proposed Third Draft 1994 General Fund Expenditures of $3, 162, 156 are $169, 037 greater than Estimated 1994 Estimated Revenues of $2, 993, 119. The gap between revenues and expenditures was reduced $85, 569 between the second and third drafts of the budget. POSSIBLE SOLUTIONS The following options were identified as possible solutions at the July 19, 1993 Budget Work Session and further analysis of these options were requested of Staff. • Possibly use more of the Franchise Fees to balance the 1994 Budget • Consideration of increasing the property tax levy (maximum of 10%) to balance the 1994 budget • Further expenditure adjustments Attached is a worksheet showing several combinations of the use of franchise fees, property taxes, and revenue enhancements/expenditure adjustments which could be used to achieve a balanced budget. This worksheet is based upon the following assumptions: • The present 1994 General Fund Revenue Estimate includes a 5% increase in the property tax levy. Any increase STAFF REPORT PAGE THREE JULY 29, 1993 in property taxes presented in the worksheet is in addition to that 5% increase. • The present 1994 General Fund Revenue Estimate includes $50, 312 of franchise fees to finance the golf course superintendent position. Any increase in franchise fees presented in the worksheet is in addition to that amount. The first option uses $100,000 of additional franchise fees and $69, 037 (3 . 9%) of additional property taxes to balance the Budget. Under this option the total property tax levy would increase by 8.9%. The estimated 1994 property tax rate would be 25.575%. That rate is 4.5180% greater than the 1994 rate of 21.057%. The City's portion of 1994 property taxes on the average home($84, 000) would increase by $53.25. The estimated taxes on homes of other values are contained in the attachment entitled " Tax Comparison on Selected Residential Homestead Properties". The second option uses $75, 000 of additional franchise fees, $87, 683 (5. 0%) of additional property taxes, and $6,354 of Revenue Enhancements/Expenditure Adjustments to balance the Budget. Under this option the total property tax levy would increase by 10. 0%. The estimated 1994 property tax rate would be 26. 014%. That rate is 4.957% greater than the 1994 rate of 21. 057%. The City's portion of 1994 property taxes on the average home($84,000) would increase by $57. 64. The estimated taxes on homes of other values are contained in the attachment entitled " Tax Comparison on Selected Residential Homestead Properties". The third option uses $50, 000 of additional franchise fees, $87, 683 (5. 0%) of additional property taxes (maximum overall levy increase of 10% reached in previous option) , and $31,534 of Revenue Enhancements/Expenditure Adjustments to balance the Budget. Under this option the total property tax levy would increase by 10. 0%. The estimated 1994 property tax rate would be 26. 014%. That rate is 4.957% greater than the 1994 rate of 21. 057%. The City's portion of 1994 property taxes on the average home($84, 000) would increase by $57. 64. The estimated taxes on homes of other values are contained in the attachment entitled " Tax Comparison on Selected Residential Homestead Properties" . There are numerous other combinations which could be used to balance the budget. The above options do, however, present an overview of the impact of using varying levels of franchise fees, property taxes, and revenue enhancements/expenditure adjustments to balance the Budget. Staff will be present at the August 2, 1993 Budget Work Session to discuss these and other options. CITY OF MOUNDS VIEW 1994 BUDGETED REVENUES 07/28/93 100 GENERAL FUND 1990 1991 1992 1993 1994 % '94 Budget Percent of ITEM DESCRIPTION ACTUAL ACTUAL ACTUAL ESTIMATED PROPOSED To '93 Budget Total GENERAL PROPERTY TAXES 3010 CURRENT AD VALOREM $950,594 $964,786 $1,087,709 $1,196,003 $1,384,677 15.78% 3015 DELINQUENT AD VALOREM $6,777 $4,733 $3,641 $5,171 $3,639 -29.63% 3025 MOBILE HOME TAX - CURRENT $8,470 $6,472 $11,275 $0 $0 0.00% 3028 MOBILE HOME TAX - DEL. $1,929 $1,445 $2,304 $0 $0 0.00% 3030_SPL ASSESSMENTS - CURRENT $0 $0 $1,212 $0 $0 0.00% 3070 PENALTIES & INTEREST $4 $0 $0 $1,978 - $0 -100.00%3072 MOBILE ALTY - 3080 FORFEITEDME TAXESALES & INT. $6811 $3,732 $425 $2,892 $2,702 6.577% TOTAL GENERAL PROPERTY TAXES $968,455 $981,168 $1,106,566 $1,206,044 $1,391,018 15.34% 46.47% LICENSES & PERMITS 3300 LICENSES $53,064 $52,834 $59,778 $52,111 $57,251 9.86% 3200 PERMITS $58,327 $45,884 $51,915 $47,667 $48,073 0.85% TOTAL LICENSES & PERMITS $111,391 $98,718 $111,693 $99,778 $105,324 5.56% 3.52% FINES & FORFEITS 3710 RAMSEY CTY. MUN. CT. $40,965 $27,829 $28,897 $36,476 $28,363 -22.24% 3720 MINNESOTA HIGHWAY PATROL $990 $994 $592 $1,080 $858 -20.56% 3730 ADMIN. OFFENSES $8,357 $12,011 $16,352 $11,295 $11,928 5.60% TOTAL FINES & FORFEITS $50,312 $40,834 $45,841 $48,851 $41,149 -15.77% 1.37% INTERGOVERNMENTAL REVENUE 3615 HOMESTEAD CREDIT $279,929 $310,432 $318,183 $357,039 $357,039 0.00% 3616 MOBILE HOME HOMESTD. $8,743 $8,672 $9,801 $0 $0 0.00% 3621 LOCAL GOVERNMENT AID $614,165 $539,924 $576,455 $422,202 $596,874 41.37% 3622 POLICE AID $61,666 $66,957 $69,521 $66,957 $42,952 -35.85% 3623 CIVIL DEFENSE ' $6,733 $4,604 $7,196 $4,604 $7,196 56.30% 3671 STREET AID $74,799 $61,790 $55,774 $68,071 $60,841 -10.62% 3690 OTHER GRANTS IN AID $8,143 $7,326 $15,659 $15,474 $7,735 -50.01% TOTAL INTERGOVERNMENTAL REVENUE $1,054,178 $999,705 $1,052,589 $934,347 $1,072,637 14.80% 35.84% CITY OF MOUNDS VIEW 1994 BUDGETED REVENUES 07/28/93 07/28/93 100 GENERAL FUND 1990 1991 1992 1993 1994 % '94 Budget Percent of ITEM DESCRIPTION ACTUAL ACTUAL ACTUAL ESTIMATED PROPOSED To '93 Budget Total CURRENT SERVICES 3401 SUBDIVISION $300 $225 $425 $450 $450 0.00% 3402 VARIANCE $350 $225 $875 $225 $375 66.67% 3403 REZONING $50 $50 $200 $200 $200 0.00% 3410 ADMINISTRATIVE CHARGE $0 $0 $0 $0 $0 0.00% 3415 ADMIN. CHGE. - NON REFUND. $150 $540 $270 $325 $300 100.00% 3420 ASSESSMENT SEARCH $365 $610 $1,080 $575 $600 4.35% 3421 POLICE REPORTS $272 $652 $534 $385 $594 54.29% 3422 DOCUMENTS/COPIES $620 $395 $104 $427 $372 -12.88% 3423 CUSTOMER SERVICE $356 $571 $411 $414 $475 14.73% 3424 DOG IMPOUNDING FEES $0 $0 $0 $0 $0 0.00% 3490 TREE REMOVAL $0 $0 $0 $14,000 $14,000 0.00% 3475 METER SALES $0 $0 $0 $0 $0 0.00% TOTAL CURRENT SERVICES $2,463 $3,268 $3,899 $17,001 $17,366 2.15% 0.58% OTHER REVENUES 3901 INVESTMENT INTEREST $83,390 $75,167 $42,179 $38,263 $34,498 -9.84% 3911 SALE OF ASSETS $0 $3,953 $1,700 $0 $0 0.00% 3912 RESALE OF MATERIALS ($24) $707 $161 $0 $0 0.00% 3921 FESTIVAL COMMISSION $3,930 $6,755 $0 $0 $0 0.00% 3931 DONATIONS $0 $2,100 $4,000 $0 $0 0.00% 3951 INSURANCE REIMBURSEMENTS $1,873 $55,711 $21,413 $0 $0 0.00% 3961 TRANSFERS $257,354 $318,787 $268,429 $338,453 $261,637 -22.70% 3971 FRANCHISE FEES $0 $0 $0 $150,886 $50,312 100.00% 3991 OTHER REVENUE $30,571 $6,395 $5,151 $6,395 $5,773 -9.73% 3992 LOAN PROCEEDS $0 $0 $93,477 $93,477 $0 -100.00% TOTAL OTHER REVENUES $377,094 $469,575 $436,510 $627,474 $352,220 -43.87% 11.77% NON - REVENUE 3820 SURCHARGE $1,241 $0 $81 $0 $0 0.00% 3850 APPROPRIATION - FUND BALANCE $0 $0 $0 $44,255 $13,405 -69.71% 3890 OTHER NON-REVENUE $3,370 $0 $8,080 $0 $0 0.00% TOTAL NON - REVENUE $4,611 $0 $8,161 $44,255 $13,405 -69.71% 0.45% GRAND TOTAL GENERAL FUND $2,568,504 $2,593,268 $2,765,259 $2,977,750 $2,993,119 0.52% 100.00% PROPOSED 1994 GENERAL FUND BUDGET 07/28/93 ACTUAL BUDGET 1993 1994 DEPT 1994 TEAM COUNCIL % '94 BUDGET 1992 1993 ESTIMATED PROPOSED PROPOSED APPROVES TO '93 BUDGET GENERAL GOVERNMENT CITY COUNCIL $21,842 $33,760 $33,760 $38,452 $37,551 0 11.23% ADVISORY COMMISSIONS $179 $1,175 $1,175 $1,342 $1,047 0 -10.89% ADMINISTRATION $160,717 $150,920 $150,920 $199,990 $212,127 0 40.56% ELECTIONS $12,689 $6,072 $6,072 $17,540 $10,847 0 78.64% FINANCE $148,120 $149,730 $149,730 $161,925 $157,7550 5.36% LEGAL $84,459 $90,530 $90,530 $90,500 $90,500 0 -0.03% PUBLIC $140,356 $3 , 6 $3 , $198,563 $163,310 -10.14% CENTRALSRVICES $292,451 3221 32216 $319,851 $323,253 0 -2.70% TOTAL GENERAL GOVERNMENT $860,813 $946,151 $946,151 $1,028,163 $996,390 $0 5.31% PUBLIC SAFETY- - - POLICE $913,730 $1,014,863 $1,014,863 $1,105,735 $1 052,341 1'5' 3.69% FIRE 162,223 $159,330 $159,330 $167,800 $167,800 5.32% E356 4.62% CMERGENCY SERVICES OMMUNITY SERVICES $12,397 490 $16,275 546 $16,275 546 $17,153 297 $17,153 5.39% TOTAL PUBLIC SAFETY $1,106,840 $1,208,014 $1,208,014 $1,308,985 $1,255,650 $0 3.94% STREETS AND HIGHWAYS MAINTENANCE GARAGE $148,223 $100,963 $100,963 $124,108 $ 12.82% STREETS00959 $264,062 $264,062 $287,922 270,866 0 2.58% TOTAL STREETS AND HIGHWAYS $349,182 $365,025 $365,025 $412,030 $384,770 $0 5.41% PARKS AND RECREATION RECREATION 135,801 168,558 168,558 177,131 175,771 0 4.28% PARKS $211,298 $161,872 $161,872 $222,547 $189,976 0 17.36% FORESTRY 25 333 $35,828 $35,828 $40,363 $38,225 0 6.69% GOLF COURSE r $0 l $0 $0 $50,312 $50,312 0 100.00% TOTAL PARKS AND RECREATION $372,432 $366,258 $366,258 $490,353 $454,284 $0 24.03% OTHER INCREASES (DECREASES) CONTINGENCY $0 $50,000 $50,000 $50,000 $50,000 0 0.00% SALARY ADJ - COLA $0 $0 $0 $0 $0 0 0.00% SALARY ADJ - COMP WORTH 0 $27,000 $27,000 $27,000 $0 0 -100.00% TRANSFERS TO OTHER FUNDS $32,523 15,302 1302 1530 $15,302 0 0.00% REPAIRAND FITNESS PROGRRAEIT[TERMENTS $0 $0 $0 $12,00 00 $5 ,70 60 0 0.00% 0 0 0.00% TOTAL GENERAL FUND $2,721,790 $2,977,750 $2,977,750 $3,343,833 $3,162,156 $0 6.19% 07/28/93 POSSIBLE SOLUTIONS TO BALANCE THE 1994 GENERAL FUND BUDGET Revenue Additional Enhancements/ Budget Additional Property Expenditure Option Imbalance Franchise Fees Taxes Adjustments One $169,037 $100,000 $69,037 $0 Two $169,037 $75,000 $87,683 $6,354 Three $169,037 $50,000 $87,683 $31,534 Tax comparison on five selected residential homestead properties 07/28/93 located within the City of Mounds View. 1993 Levy + 8.9%($156,656) Average increase Payable 1993 Payable 1994 Change in in Estimated Tax Capacity Rate Tax Capacity Rate Tax Rate Market Values 21.057% 25.575% 21.46% 2.30% 1993 1994 Estimated 1993 1993 Estimated 1994 1994 Percent Market Tax Net Market Tax Net Increase Increase Value Capacity Tax Value Capacity Tax (Decrease) (Decrease) $50,000.00 $500.00 $105.29 $51,150.00 $511.50 $130.82 $25.53 24.25% $72,000.00 $720.00 $151.61 $73,656.00 $753.12 $192.61 $41.00 27.04% $75,000.00 $780.00 $164.24 $76,725.00 $814.50 $208.31 $44.06 26.83% $84,000.00 $960.00 $202.15 $85,932.00 $998.64 $255.40 $53.25 26.34% $95,000.00 $1,180.00 $248.47 $97,185.00 $1,223.70 $312.96 $64.49 25.95% $100,000.00 $1,280.00 $269.53 $102,300.00 $1,326.00 $339.12 $69.59 25.82% $110,000.00 $1,480.00 $311.64 $112,530.00 $1,530.60 $391.45 $79.80 25.61% $125,000.00 $1,830.00 $385.34 $127,875.00 $1,837.50 $469.94 $84.59 21.95% Tax comparison on five selected residential homestead properties 07/28/93 located within the City of Mounds View. 1993 Levy + 10.0%($175,402) Average increase Payable 1993 Payable 1994 Change in in Estimated Tax Capacity Rate Tax Capacity Rate Tax Rate Market Values 21.057% 26.014% 23.54% 2.30% 1993 1994 Estimated 1993 1993 Estimated 1994 1994 Percent Market Tax Net Market Tax Net Increase Increase Value Capacity Tax Value Capacity Tax (Decrease) (Decrease) $50,000.00 $500.00 $105.29 $51,150.00 $511.50 $133.06 $27.78 26.38% $72,000.00 $720.00 $151.61 $73,656.00 $753.12 $195.92 $44.31 29.22% $75,000.00 $780.00 $164.24 $76,725.00 $814.50 $211.88 $47.64 29.01% $84,000.00 $960.00 $202.15 $85,932.00 $998.64 $259.79 $57.64 28.51% $95,000.00 $1,180.00 $248.47 $97,185.00 $1,223.70 $318.33 $69.86 28.12% $100,000.00 $1,280.00 $269.53 $102,300.00 $1,326.00 $344.95 $75.42 27.98% $110,000.00 $1,480.00 $311.64 $112,530.00 $1,530.60 $398.17 $86.53 27.76% $125,000.00 $1,830.00 $385.34 $127,875.00 $1,837.50 $478.01 $92.66 24.05% REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 9. ��N�D�� Report Number: 93-574WS STAFF REPORT AGENDA SESSION DATE lir!" ° August 2, 1993 Report Date: 7-29-93 DISPOSITION Item Description: 1993 Long Term Financial Plan Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY; Attached for your consideration is an amended draft of the 1993 proposed Long Term Financial Plan. The amendments are a result of the July 19, 1993 Special Budget Work Session. Items eliminated include the following: Housing Inspector $36, 636 Capital Expenditures -Central Services Direct Inward Dial $2, 300 Paper Shredder $1, 000 -Finance Laser Printer $1,500 -Parks and Recreation Boulevard Easements reduced by $5, 000 -Community Development Vertical Files $2 , 000 Office Furniture $2 , 000 Laser Printer $1, 500 -Streets Pick-up truck $6, 600 -Garage Radial Arm $1, 000 Stanton Adjustments $27, 000 TOTAL ELIMINATIONS $86,536 The Public Hearing for the introductory reading of the 1993 LTFP is scheduled for the August 9, 1993 regular Council Meeting. AAJ11tJ Tim Cruikshank, Asst. to City Admin. RECOMMENDATION; REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 11. STAFF REPORT Report Number: 9 3-576WS OUNDS Illf ° AGENDA SESSION DATE AUGUST 2, 1993 Report Date: 7/28/93 DISPOSITION Item Description: SECOND QUARTER QUARTERLY PEPORT Administrator's Review/Recommendation: ,V- 1 - No comments to supplement this report v - Comments attached. Explanation/Summary (attach supplement sheets s nece ry.) SUMMARY; • The Auditors have completed their field work and Finance Staff prepared the City's Comprehensive Annual Financial Report. A formal presentation of the auditor's Management Report, the legal compliance audit, and the Comprehensive Annual Financial Report was presented May 24, 1993 . • Applications for renewal of the City's insurance policies were prepared and submitted to underwriters for quotations. I met with the City's insurance agent to review quotations and to develop a recommendation for renewal. A presentation was made at the April 24, 1993 Council meeting. • Staff had the Adopted 1993 Budget Books photocopied instead of typeset. This resulted in a savings of approximately $400. • The City's dental insurance plan renewed May 1, 1993 . Rates increased by 7%. • I have been working with Springsted on the possibility of advance refunding several of the City's outstanding bond issues. A refunding bond could be issued at a lower interest rate than the outstanding bonds. The new issue would be used to pay off the old issue. This could result in a substantial savings to the City in reduced interest costs. • Jerry Skelly,Jr. and I have been working on an audiovisual system for the Council Chambers that was included in the 1993 Budget. The budgeted amount was not enough for the complete system so we have submitted a grant to the North Suburban Cable Commission for the balance needed. The Commission will be considering grant applications in during the month of August. • Dorothy Peterson & Kitty Hickok converted utility billing files to a new utility billing system from Computoservice, Inc. RECOMMENDATION; e Don Brager, Financ irector-Treasurer REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 11. 'VS STAFF REPORT Report Number: 93-576WS J AGENDA SESSION DATE August 2, 1993 Report Date: 7/29/93 DISPOSITION Item Description: Second Quarter Quarterly Report Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY; * Tom Baumgart began his employment with the City in early May. He was assigned two Field Training Officers (Kampa & Nelson) . His training is almost complete. Tom will be filling in for vacations and then will be assigned a regular shift. * Joseph Wilson was arrested for criminal sexual conduct earlier this year. You may remember this case caused a great deal of concern, particularly in the south half of the city. He was convicted of the offenses and sentenced to 250 months in prison. * Mary Rice, our attorney in the Agunbiade case, has been replaced by Pete Regnier. Mr. Regnier has submitted a written argument to the Supreme Court. As of this date, the case has not been scheduled for oral arguments. * Officer Tim Brennan was married in April. Tim and his wife, Lynette, are residing in Mounds View. * The following are reported cases for the months of April, May and June: Robbery 0 Serious Assualts 27 Arson 3 Homicides 0 Thefts 79 Burglaries 13 M.V. Thefts 8 C.S.C. 6 * In April, all Officers qualified with their service firearm and also with their off-duty firearm. The shoot was held at the Spring Lake range. i im R. . -r, Police Chief RECOMMENDATION; 'v` Agenda Section: 11. REQUEST FOR COUNCIL CONSIDERATION ni MHOS ST• F REPORT Report Number: 93-576WS t � AGENDA SESSION DATE August 2, 1993 Report Date: 7/29/93 DISPOSITION Item Description: Second Quarter Quarterly Report Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY; During the 2nd Quarter of 1993, the recently created Community Development Department maintained existing services while identifying those areas of responsibility which came under the Departments' control following the elimination of the former Public Works/Planning & Engineering Department. Activities included the following: Building Inspections * A total of 167 building, heating and plumbing permits were issued during the Quarter. Additionally, yearly inspections of rental properties were completed and certificate of occupancies issued. * The Building Inspector attended a two-day seminar hosted by the State of Minnesota Department of Administration which focused on providing HRA inspections and general building code regulation and enforcement. Engineering * Completed mandatory City hook-up of all properties to City water service. Continued negotiations with property owners for mandatory sanitary sewer hook-up. * Continued to serve as City coordinator on Long Lake Road reconstruction providing necessary utility and other requested information. * Assisted in provision of water service for MnDOT Drivers Exam Station - Ardan Hills. * Provided research for City residents on Storm Water system within City (requested during heavy rainfall periods) . 17 --.°-.1---? ___. RECOMATION: Paul MENDHarrington, CilC4 Planner QUARTERLY REPORT PAGE TWO JULY 29, 1993 Planning * Continued with review of construction progress on Greenfield Ponds development. Worked with Public Works Supervisor to establish methods of inspection to ensure compliance of work with approved plans. * Processed Planning Commission Cases as necessary. * Worked with Metropolitan Waste Control Commission on location of Blaine interceptor project. * Attended two-day AutoCAD training course offered by the St. Paul Technical College. Recycling * Reported in excess of 173 tons of recycled materials for the quarter. This number represents an increase in curbside recycling tonnage of over 23% from the 2nd quarter of 1992 and, an increase in the estimated participation level from 38. 5% in 1992 to 50.8% in 1993 during the same period. * Continued promotion of recycling activities with flyers and awards for participation. REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 11. OM�1D� ST• F REPORT Report Number: 93-576WS AGENDA SESSION DATE August 2, 1993 Report Date: 7-29-93 DISPOSITION Item Description: Second Quarter Quarterly Report Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) ,SUMMARY; Sewer Department: Cleaned 9-10,000 feet of sanitary sewer main Televised 9-10, 000 feet of sanitary sewer main Assisted in pumping out resident's yards Cleaned storm sewer catch basins and structures Water Department: Flushed hydrants Attended annual water operators certification classes Continued working on tretment plants 1 and 2 (revisions) Continued assisting on Long Lake Road project Continued assisting with Greenfield Ponds Development Repair streets and boulevards related to water main breaks Street Department: Contracted Ramsey County to stripe roads Contracted for crosswalk markings Lay permanent crosswalk markings Minor patching Completed boulevard repairs from plowing Swept streets Shop Department: Completed setup for new squad car Conducted annual truck inspections Mechanic attended annual truck inspection certification school 2 employees to GM training ��,eit) ike Ulrich, Public or Supervisor RECOMMENDATION: REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 11 DS ST' F REPORT Report Number: 93-576WS iE AGENDA SESSION DATE August 2, 1993 Report Date: 7-79-93 DISPOSITION Item Description: Second Quarter Quarterly Report Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY; OUARTERLY REPORT PARKS, RECREATION & FORESTRY APRIL, MAY, JUNE, 1993 The months of April, May and June are perhaps the busiest time of the year for all the divisions of the Department. Here is a synopsis of activities which has been undertaken during this quarter. PARKS: 1. Summer seasonal positions were recruited and final hires were made. 2 . Disc Golf course plans and installations began with the help of the Frizbee Golf Association. 3 . Work began on the amphitheater - provision of fill. 4 . Work continued as weather permitted on Greenfield Park culvert project. This project has been very long and drawn out because of weather conditions. The weather has not allowed the soils to dry out enough to allow heavy machinery necessary for the project. 5. Park Spring Clean Up - assisted with debris removal, provision of trash bags, final clean-up. 6. Preparation of ball fields, grading infields, securing homeplates, pitching plates and inspecting fields for necessary repairs. Also, filled in infields with ag-lime, cut and painted foul and dead ball lines, and performed other tasks in preparation of the summer leagues. RECOMMENDATION; Mar Sa on, Dir. of Parks, Recreation & Forestry QUARTERLY REPORT PAGE TWO AUGUST 2, 1993 7 . Held turf sweeper demonstrations prior to final purchase. 8 . Cleared the left-over debris from the water tower project at City Hall. 9 . Completed work on the disc golf course in time for the May tournament event and Star of the North Games. 10. Mowing, mowing, and more mowing. This Spring and Summer continue to be excellent for turf growth - plenty of rain. The grass growth hasn't let up during this time - meaning continual mowing. 11. Equipment repairs. The mowers are getting lots of daily use and needless to say they have broken down a few times - - some times requiring outside repairs to be done, and sometimes our crew have been able to do the necessary repairs. Unfortunately, the grass doesn't stop growing when the mowers are down. 12 . Arrangements were made for the specifications and financial end of purchasing a big trailer for hauling the mowers and other equipment. 13 . Two Eagle Scout projects were supervised, one for the improvements to City Hall VB Courts and one concluding the park building interior painting. 14. Field grooming is a daily task, often grooming 10 - 13 fields each day in preparation of evening games and activities. 15. Trimming of weeds with machine and later through chemical application. 16. Turf work was unfortunately delayed longer than we had hoped because of the weather. Chemical applications require dry, calm circumstances and the weather simply did not cooperate. Rather than waste money on possible washed out applications during insufficient conditions and rather than risking the chance of damage due to spillage from windy conditions, we chose to wait for the appropriate conditions. 17. Again, the fields were so soft due to unusual amounts of rain work. Work at Edgewood School baseball field improvements and other park turf work including aeration, chemical applications and fertilizing has been delayed for fears of ripping up the existing turf with the machinery. QUARTERLY REPORT PAGE THREE AUGUST 2, 1993 18. Other projects such as building repairs, trash and debris removal, playground inspections and repairs, improvements to existing facilities and pathwork has all been going on as time and weather permits. 19. Random Park parking lot was paved. I wish to commend the outstanding work of the Parks crew and seasonals. All of the seasonals are new hires this summer, all beginning in June. Both regular parks employees Steve and Jeff have providedonthe job training for the parkseasonalemployees -- -- - versing them on equipment and procedures, and helping out in times of equipment failure and problems. This direction, training and experience takes extra time, patience and effort. It is hoped that all our park seasonals will return next summer and summers to follow so that the time and efforts spent this summer in training and experience will continue to benefit our park maintenance operations during future summers. Also, Steve Dazenski must be commended for his work in directing daily tasks to the crew. Steve has provided the leadership role on the Parks crew. In addition, Steve has provided daily facilitation and direction to the JPTA crew. A final note of praise for the entire parks crew. The quick response to park problems and situations has been excellent. It has been our goal to put first priority on daily park needs whenever reported by residents, coaches, instructors, leaders or detected on daily park inspections. We have strived to be as responsive as possible to the needs of park users. The crew has been complimented by Silver View Woods Homeowners Association in regards to the "fine mowing" of Silver View Park this summer. RECREATION: 1. MVCT production of "A Seed of Peace" was held in April as a fund raiser for MVCT. 2 . Spring programs began in April, running through the first part of June. 3 . Summer adult athletic leagues began in April. Youth athletic associations began tryouts and practices in late April and May. 4. The Summer Newsletter was prepared in April and May along with planning and organization of Summer programs and activities. QUARTERLY REPORT PAGE FOUR AUGUST 2 , 1993 5. Recruitment and hiring practices of summer recreation staff was held in the second quarter. Over 100 people were trained and supervised for the leadership of various recreation programs and activities. Personnel files and forms as well as time sheets, schedules of activities and duties, training sessions and staff meetings are completed on a daily basis in the maintenance of recreation personnel. 6. Mary attended the Aquatics Conference for new Red Cross standards and certification information. - - - 7. Mary held managers meetings for all adult softball teams as well as an umpires meeting to coordinate rules and regulations. 8. The Disc Golf Course was completed and activities coordinated for use by tournaments, the association, residents and others. A kickoff Saturday of play was held in May, introducing the course and rules of the game. 9. RSCC Task Force continued to meet every two weeks with additional meetings attended at the Met Council and Open Space Commission. 10. Senior Citizen club meetings and activities including picnics, trips, restaurant visits and other events continued to be offered. 11. The Festival Committee worked feverishly during these months to commit groups to participate in the Festival and to secure arrangements for activities and events, entertainment and showmobile, etc. 12 . Another ISTEA Grant was prepared and submitted for funding for the bridge to span the surface water ditch at Silver View Park path. 13 . The Park Spring Clean-Up was publicized and organized for groups participating. Those participating were provided with volunteer shirts and mugs along with a letter of thanks. 14 . Final work was completed on the Lambert Park playground project which was a CDBG grant project. 15. Four Eagle Scout candidates were supported with letters, recommendations, and direction regarding projects. Each scout met with Mary Saarion to define a project, estimate the amount of materials and cost of the project. Final QUARTERLY REPORT PAGE FIVE AUGUST 2 , 1993 conclusion letters were sent to the Scout Masters upon completion of two of the four during this second quarter. 16. Forms and more forms were completed in compliance to the LAWCON grant project at Silver View Park. Final O.K. to begin the project was received mid-June. 17. BUDGET PREPARATION - budget preparation, changes, etc. is very time consuming. Much of May and June is devoted to budget preparation. Our department prepares 8 budgets along with the Long Term Financial Plan. Everyone helps out by contributing to the budget that he or she works with. Together we review and prepare the budgets which are submitted for department and council review. 18. Golf Course Task Force meetings continued to be held during this timespan. Arrangements were made for a tour of golf courses to get a feel for facility amenities. 19. The Turf Sweeper and Trailer were purchased with Parks Capital Equipment funding. 20. In-service staff meetings were held for both regular parks seasonals, beach and pool staffs, and summer playground leaders. 21. Basic program and activities administration and implementation details and tasks were performed on a daily basis including registrations, telephone calls, information dissemination, publicity and marketing, recruitment and personnel services of part time staff, supervision of staff and activities and programs, arranging facilities and materials for various programs, etc. 22 . Sharie prepared the July City Newsletter, offering camera ready copy for cost savings to the City of Mounds View. 23. Monthly MVCT Board meetings were held on a monthly basis or more often as necessary. Final budget was set, theater positions filled and workplan organized with beginning implementation with auditions in June. 24. The Garden Club met monthly and also went on three tours of gardens. The Club ordered and planted the gardens at City Hall. 25. Lakeside Park beach operations were finalized, staff recruited and orientated and beach opened mid-June. QUARTERLY REPORT PAGE SIX AUGUST 2, 1993 26. The Parks and Recreation Commission met monthly and went on a tour of Richfield pool and waterslide and Adventure Golf Course. I also wish to compliment Sharie on her excellent work with the Senior Citizens, Garden Club, MVCT Board of Directors and Festival Committee. Sharie has put a lot of time and effort into facilitating these groups and she is to be commended on the participation of all these special community groups. Mary too has done an excellent job with the difficult expectations of athletic associations, adult leagues and in-house volunteer coaches. These groups traditionally have been difficult to work with because of the limited athletic facilities and the high demand for use. Never are the fields good enough, there is always the request for better fencing, more distance, more fields, longer daylight, etc. Of course everyone is demanding time and facilities that have a finite amount of time and space. To provide equitable and fair opportunity for all is a job that must be done - he is the lucky one - and he has done it admirably. CABLE TV: 1. The Cable Committee met monthly to plan monthly programming. During two of the meetings, members of New Brighton Cable Committee attended to gain insight into the workings of our Cable TV Committee - - a working membership. 2 . The Cable Committee the monthly edition of "A View From the Mound" and the Mayor's Report. 3 . Regular Council meetings were cable cast. 4 . Special programming included the meeting on the Storm Water Management Plan and youth summer athletic games. 5. Jerry also worked on estimates and proposals for a better system for the Council Chambers for displayed information. FORESTRY: 1. Most of Rick's messages have been forwarded to his New Brighton office - where he returns most calls. Although Rick comes in for messages once or more a week, he is basically in and out. Problems and work coordination is most often done over the phone. QUARTERLY REPORT PAGE SEVEN AUGUST 2 , 1993 2 . The NB Forestry work crew is out in Mounds View every Thursday. Much of their work during these months has been tree trimming, bush trimming, landscape trimming, mulching, an boulevard trimming. Each park is systematically covered throughout these months. The bulk of the work is at Silver View Park where there are so many trees that the crew could probably spend a whole summer there alone. 3 . Tree have been planted at Lambert Park and Silver View Park. 4 . Rick continues to submit grants whenever there comes opportunities for funding of trees. AUGUST 2, 1993 COUNCIL WORK SESSION 1994 BUDGET DRAFT NO. 3 1994 1994 GENERAL FUND GENERAL FUND REVENUES EXPENDITURES DIFFERENCE $2,993,119 $3,162,156 $ 169,037 ASSUMPTIONS FOR SCENARIOS: 1. Revenues include a 5% tax increase. 2. $50,000 of Franchise Fee will fund Golf Course superintendent position. SCENARIO NO. 1: $ 169,037 -100,000 (use of additional Franchise Fee Revenue) 69,037 - 69,037 (an additional 3.9% increase in taxes) - 0 - RESULTS: * Balanced budget * Tax Increase of 8.9% • $53.25/year more on average home • $84.59/year more on 125,000 home * Approximately $50,000 remaining in Franchise Fee revenues for special projects * Service and program levels remain at 1993 levels * General Fund staffing levels increased by 1 FI'h - Economic Development Coordinator SCENARIO NO. 2: $ 169,037 - 75,000 (use of additional Franchise Fee Revenue) 94,037 - 87,683 (an additional 5% increase in taxes) 6,354 - 6,354 (use of Fund Balance or additional budget reductions) - 0 - RESULTS: * Balanced budget * Tax Increase of 10% • $57.64/year more on average home • $92.66/year more on $125,000 home * Approximately $75,000 remaining Franchise Fee available for special projects * Service and program levels remain at 1993 levels * General Fund staffing levels increase by 1 F rE - Economic Development Coordinator * $6,354 in additional cuts necessary SCENARIO NO. 3: $ 169,037 - 50,000 (use of additional Franchise Fee Revenue) 119,037 - 87,683 (an additional 5% increase in taxes) 31,534 -31,534 (use of Fund Balance or additional budget reductions) - 0 - RESULTS: * Balanced budget * Tax Increase of 10% • $57.64/year more on average home • $92.66/year more on $125,000 home * Approximately $100,000 remaining Franchise Fee available for special projects * Service and program levels remain at 1993 levels * General Fund staffing levels increase by 1 - Economic Development Coordinator * $31,534 needed in additional cuts POSSIBLE ADDITIONAL BUDGET REDUCTIONS * Tape Back-Up System $ 3,500 * Boulevard Easements $ 5,000 * Economic Development Coordinator $ 43,902 * Subsidy for Recycling Coordinator $ 9,000 * General Fund Subsidy for Athletic Supervisor $ 3,000 * Subsidy for Fitness Program $ 6,000 * Elimination of Subsidy for Lakeside Park $ 7,500 * Computer and Equipment for Economic Development Position $ 4,500