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Home My WebLink AboutAgenda Packets - 1985/01/02ANNUAL CITY COUNCIL MEETING CITY OF MOUNDS VIEW January 2, 1985 7:30 p.m. C A G E N D A 1. Call to Order by Temporary Chairperson Sue Hankner 2. Pledge of Allegiance 3. Roll Call - Links, Blanchard, Hankner 4. Councilmember Links submits letter of resignation to Clerk -Administrator Pauley who accepts on behalf of the City 5. Clerk -Administrator Pauley issues Oath of Office. -- Mayor Links assumes Chair of Meeting. -- 6. Consideration of Resolution No. 1840 Declaring Vacancy and Setting Special Election 7. Consideration of Resolution No. 1846 Appointing Official Newspaper, Acting Mayor and official Depository for 1985. 8. Consideration of Resolution No. 1845 Appointing City Councilaembers As Representatives for City Commissions and Other Organizations for 1985. 9. Approve Resolution No. 1852 Apptoving Just and Correct Claims Against City Funds 10. Adjournment RESOLUTION NO. 1840 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION DECLARING VACANCY ON CITY COUNCIL AND SETTING DATE FOR SPECIAL ELECTION WHEREAS, Jerry Links was elected to the City Council at the 1982 General Election for a four year term commencing on January 1, 1983; and WHEREAS, at the 1984 General Election Jerry Links was elected Mayor for a two year term commencing on January 1, 1985; and WHEREAS, in order to assume the office of Mayor Jerry Links has submitted his resignation from the City Council. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View declares a vacancy exists for the r.., unexpired term of Jerry Links. BE IT FURTHER RESOLVED that a Special Election shall be held on March 12, 1985 to fill the remaining term of the City Council position vacated by Jerry Linke expiring on December 31, 1986. i Adopted this 2nd day of January, 1985. (SEAL) Mayor ATTESTS C erk-Adm n strator RESOLUTION NO. 1846 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPOINTING OFFICIAL NEWSPAPER, ACTING MAYOR AND OFFICIAL DEPOSITORY FOR 1985 WHEREAS, it is the policy of the City of Mounds View to appoint the official newspaper, acting Mayor and official depository at its first annual meeting of each yearl and WHEREAS, it is the desire of the Mounds View City Council to confirm these appointments for 1985; NOW, THEREFORE, BF, IT RESOLVED that the fnllow ng appointments are made for the year 1985: Official Newspaper - New Brighton Bulletin• Acting Mayor - Official Depositories: - Primary depository for checking accounts, savings accounts, and investments= First State Bank of New Brighton - Secondary depositories for investments: First National Bank of Minneapolis First National Bank of St. Paul Northwestern National Bank of Minneapolis Northwestern National Bank of St. Paul American National Bank Marquette National Bank of Minneapolis F 6 M Savings Book National.Bank Offerman and Company, Inc Merrill, Lynch, Fenner and Smith, Inc. Bank of America Dain, Bosworth, Inc. Citicorp/City Bank Dean Witter Reynolds, Inc. Minnesota Federal Savings and Loan Twin City Federal Savings and Loan Adopted this day of , 1985. ATTEST: Mayor (SEAL) Clerk -Administrator 8 RESOLUTION NO. 1845 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPOINTING CITY COUNCILMEMBERS AS REPRESENTATIVES FOR CITY COMMISSIONS AND FOR OTHER ORGANIZATIONS WHEREAS, members of the City Council act as repre- sentatives to City Commissions and to other organizational and WHEREAS, the following members of the City Council been named to act as representatives to the following City Commissions for the year 1985: Planning Commission - Parks and Recreation Commission - i Lakeside Park Commission - Festivities Commission - WHEREAS, the following members of the City Council have been named to act as representatives to the following organizations for the year 1985: Municipal Legislative Commission j Northwest Suburban Youth Service Bureau ' Ramsey County League of Local Governments r Association of Metropolitan Municipalities Spring Lake Park/Blaine/Mounds View Firemen's Relief Ansnr_iation RESOLUTION No. 1845 PAGE TWO NOW, THEREFORE, BE IT RESOLVED by the City Council of City of Hounds View that the aforementioned appointments are hereby approved. ATTESTt (SEAL) Adopted this day of , 1985. ayor Clerk -Administrator M •. IUMLVTION NO, 1852 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF 14NNESOTA APPROVING JUST AND CORRECT CLAIMS AGAINST CITY FUNDS C WHEREAS, the City Council of Mounds View, pursuant to Minnesota Statutes 412.241, has full authority over the financial affairs of the City and; WHEREAS, The City Council has reviewed the claims numbers: t6949 trough 17007 in the amount of $ 117,245,65 15060 through 15126 in the amount of $ 21,959.43 through in the amount of $ through in the amount of $ TOTAL AMOUNT OF CLAIMS PRESENTED $ 139,205.08 and has found said claims to be just and correct; �1 I •��_ (list of eny exception) NOW THEREFORE, be it resolved thzt the City Council of Mounds View hereby approved the attached lists of claims dated by the vote ayes nayes ATTEST: for (SEAL) Clerk -Administrator ® !CITY OF MOUNDS VIEW A C C C U N 7 S P A Y A B L E 01-03-85 PAGE 1 _. CHECK N A M O U N T C L A I MAN T P U R P O S E 016949 479.00 JIMS BUILDING PAINT 0, AND -JANITOR SSERVICE *GRNDS 0 }I 01695C 30C.00 U S POSTMASTER POSIACE - eI'- 016965 38.80 MERMAID R E F U N D 016966 2r431.20 STATE TREAS - P E R A PENSIONS 016967 1►368.24 STATE TREASURER PENSIONS -01E96B 33►644.1I FIB57 37ATE BANK OF SALARIESP REGULAR ANC-SALARIESiTEMP+PART TIME ® ` AND-OVERTINEr.. _REGULAR 016969 40.00 PCDONAL05 SUPPLIES►OPERATING -- le .016970 15s0 'TIMOTHY PITTMAN SUPPLIES BLD65�GRNDS �2' 016971 50.00 JOHN CARL HANCOCK :PROGRAN_INSTRUCTORS ®I}'r 016972 500.00 U S POSTMASTER POSTAGE ___ -- - - --------- - - }, 01$973 127.30 SANDRA BEARDSLEY PROGRAM INSTRUCTORS 016974 55.00 SUSAN-BERNHAGAN PROGRAM INSTRUCTORS ® ni 016975 264.00 BODY EVOLUTION i INC PROGRAM INSTRUCTORS - u 016976 111.25 DOU6 BLOOM32 PROGRAM INSTRUCTORS 016977 30.00 KATHY BRAGEP,_ PROGRAM INSTRUCTORS _ - }, 016978 147.75 JUDY DENHAM PROGRAM INSTRUCTORS }} 016979 40 00 JOSEPN GIBSON REFUNDS 016980EBRA_DEE_HAGEDORN . _PR----OGRAMIN------ TORS 016981 152.50 JEANNE LANI PROGRAM INSTRUCTORS - 026982 25.00 GARY A MANSERGH PROGRAM INSTRUCTORS ® ..i � 016983 5i4b9.75.___ NETRO_NASTE CONTROL COMM -. R_. E - F. . U-N_ O 016984 228.00 DEANNA MCRTENSON PROGRAM INSTRUCTORS - lo� 016985 8►756.28 NORTHERN STATES POWER CO ELECTRICITY AND -NATURAL 'GAS AND -STREET LIGHTS____ - AND -TRAFFIC SIGNALS - ELECT 016986 4099.30 NORTHERN STATES POWER ELECTRICITY, _ _—.—..- AND-NATURAL GAS AND -STREET Lipw9TS r• ® CITY OF MOUNDS VIEW A C C 0 L N T S P A Y A 8 L E 01-03-85 PAGE 2 ® CFECK M A M O U N T C L A I M A N T P U R P C S E 014987 4►253.66 NORTHERN STATES POWER ELECTRICITY h 016988 60.00 BRETT OHNSTAD PROGRAM INSTRUCTORS • 016985 56.00 SANDRA PALMER PROGRAM INSTRUCTORS 016990 285.25 MAUREEN REILLY PROGRAM INSTRUCTORS 016991 11.50 MAUREEN THIELEN SUPPLIESPOPFRATING 016992 49.32 VETERANIS_A -MIN• __ R E F U N 0 �f 05 016993 50553450 AL WHITEFORD PAINTING REP.T SLOGS + GROUNDS 016994 608.92 KEN LELM PROGRAM INSTRUCTORS ® 016995 210.00 GCV'T FIN._OFF. ASSOC* .__CONFERENCES_____ 016996 61.41 STEVEN AROSE R E F:U N D AND -CONFERENCES 016997 1P336.67 STATE TREASURER PENSIONS 016998 5i006:44 STATE'TAEAS'= PER A PENSIONS ~ 016999 114.96 _ __,., CHA wruCTOYt rcnr. - 017000 35401.23 FIRST STATE BANK OF AND-SALARIESPTEMP+FART SALARIESP REGULAR TIME 017001 188.77 ISAACSONIS R E F.U.N D 017002 48.00 MAUREEN THIELEN PROGRAM INSTRUCTORS 017003 - 28.00 - -- - "-aPHER OIL - C-O_ AND -INVENTORY .__LU_BWANTS MOTOR FUELS _ 017004 _ 8_7.00 F_IDELITY+_GUARANTY_LIFE --GROUP .INSURANCE e 017005 300.95 CITY OF FRIDLEY COLLECTIONS -OTHER AGCYS 017006 203.22 LMCIT HEALTH PROT PLAN GROUP INSURANCE d 017C07 3p644.90_ _ GROUP HEALTH PLANS INC GROUP INSURANCE ?_ _ 45 117o245.65 NECESSARY EXPENDITURES SINCE LAST COUNCIL MEETING ..n 'u CITY OF HOUNDS VIEW ® CFECK p A M O U N T • Ic A C C D U N T S P A Y A B L E 01-03-85 PAGE 3 CLAIMANT PURPOSE ATCT COP PUN IC AT IONS -TELEPHONE 015060 310.15 015061 41.12 ALBINSCN SUPPLIESiOPERATING e', 015062 7.50 AMERICAN LINEN SUPPLY CO CLEANING -TOWELS + RAGS 96.12 AMERICAN OFFICE PROD. MISC OFFICE SUPPLIES �. 015063 015GE4 221.70 BRIGHTCN VETERINARY HOSP OTHER PROFESSIONAL SERV 015065 76.55_ CAPITAL -ELECTRONICS REPAIRS► EQUIPMENT 340049 COPY DUPLICATING PROD RENTAL# EQUIPMENT 015066 " e� 015067 98.97 COTTENS INC SUPPLIESPOPERATING AND -MOTOR FUELS + LUBRICANTS r 015068 l.9T .. DATA DISPATCH INC OTHER PROFESSIONAL SERV +� 015069 51.0D DATA OPERA71ONSP INC.' OTHER PROFESSIONAL SERV .�' 015070 27.12 RITA ACCKEN MILEAGE --- 015071 1�23G.00 EL MARKETING PRINTING 015072 360,00 FEED -RITE CONTROLS_ EQUIPMENT__ �o 1015073 990.00 H E S ASPHALT CO. CONTINGENCY 015074 1i369�i8 INDEPENDENT'SCHL DIS 621 GMAkTS + SUBSIDIES »� 015075 132..37 J_C_AUTO SUPPLY SUPPLIESsAND-SVPPLIF.SsOVEHICLEG IA Ix 18.44___ LILLIE SUBURBAN _NEWS _ LEGAL NOTICES-- . 015076 I'f ICI 015077 100.00 MRPA MEMBERSHIPS 015078 6►355.4C -- RICNARO NEYERS GENERAL LEGAL SERVICES AND -PROSECUTING ATTY SERVICE 015079 31.99 MIDLAND PMODUCTS FESTIVITIES CDMMISSION AND -REFUND 40.00 -- . - MN DEPT OF PUBLIC SAFETY COMMUNICATIONS -TELEPHONE wj 01508C *� 015081 100.00 MCUNDS VIEW OTHER SERV _--CITY-OF_ AND -REFUNDS 015082 90.55 MOUNDS VIEM PRINTING SUPPLIESPOPERATING 015083 800.58 N W BELL TELEPHOKE CO COMMUNICATIONS -TELEPHONE 91 r4 )o CITY CF MOUNDS VIEW A C C O U N T S P A Y A B L E 01-03-65 PAGE 4 CFECK A A M C U N T C L A I ANT P U R POSE t 015084 97.05 NEW BRIGHTON HDWE SUPPRATING AND-MISCLOFFICEE SUPPLIES AND -SUPPLIES# BLDGS+GRNDS AND -SUPPLIES# UTILITIES 015085 12.40 PEPSI COLA BOTTLING CO R E FUN D 015086 39.25 PITNEY BOWES IIIC POSTAGE 015087 9.62 PROEM PHOTO SYSTEM SUPPLIES#OPERATING 015086 96.00 PROFESSIONAL PROCESSING OTHER PROFESSIONAL SERV 015089 1060.17 RAMSEY COUNTY TREASUREANO-TRAFFIC SIGNANG-SANDINLECT SNCW 015090 5C.05 RCAO RUNNER PARCEL SER OTHER PROFESSIONAL SERV 015091 64.00 PAMELA S ROSE SALARIES#TEMP+PART TIME 015092 130.00 51 PAUL ANO SUBURBAN RENTAL# EQUIPMENT 015093 626.20 SMITH LUMBER CO SUPPLIES# EQUIPMENT_ -- -- AND -SUPPLIES# BLDGS+GRNDS 015094 12140 SNYDERS DRUG STORES SUPPLIES410PERATING - 015095 17.90 ST PAUL STAMP WORKS MISC OFFICE SUPPLIES - 015096 1202.01 -STATETREASURER SUPPLIES# BLDGS+GRNDS _ 015097 68*50 SWANK MOT10 PICTURES. ___SUPP.LIESIOPERATING 015098 60.00 T + S TROPHIES SUPPLIES#OPERATING 015099 18.00 'TWIN CITY"TESTING SUPPLIESP UTILITIES 025100 14045 VENBUR6'14RE CO SUPPLIESa_EOUIPME!!T_ 015101 1#902.50 VOTO REARDON TAUTGES CO OTHER PROFESSIONAL SERV 015102 1#726*05 SERCO LABORATORIES EQUIPMENT 015103 20.67 TKDA REPAIRS#UTILITIES 015104 210.00 GESTETNER CORPORATION MIMEO SUPPLIES 025105 10.OB PAHNO REPROGRAPHICS SUPPLIES#OPERATINB 01510E. 39.26 WILLIAM V MACGILLS CO. SUPPLIES#OPERATING n19107 71.99 BRIGHTON PAINT/WALLCOVER SUPPLIES#OPERATING VI� ME i CITY OP MOUNDS VIE'a A C C C U N T S P A Y A 0 L F 01-03-85 PAGE 5 ®'• CHECKAMOUNT C L A I P A N T PURPCSE i 015108 32.40 CATERING KITCHEN GRANTS + SUBSIDIES 015109 399.00 TURNER COMP• SERVICES SUPPLIESPOPERATING 015110 8447 SANDRA PALPER SUPPLIESPOPERATING e 015111 8.97 3031 K-MART SUPPLIESeOPERATING 015112 35.00 LLOYD SCOTT DEPOSITS- BUILDING USAGE n .. i. 075113 3.00 MATTHEV KRIC R E F:U-N0_-______ E� 015114 390.00 MARK SVENSON VEHICLES ' 015115 150.00 JAMES SEVERSON OTHER PROFESSIONAL SERV 015116 230.00 DAVE MOUNTAIN OTHER PROFESSIONAL SERV 015117 -150.00 MICHAEL MCALISTER OTHER PROFESSIONAL SERV ri r 015118 75.00 BRUCE BEE6LE OTHER PROFESSIONAL SERV 015119 250.00 MIKE BEBERG OTHER PROFESSIONAL SERV 01512C 150.00 GARY ANDERSON OTHER PROFESSIONAL SERV 015121 6C.00 TIM NOLAN SERV OTHER PROfE55I0NAl i 015122 30.00 ALPHONSE ROY REFUNDS i 1:1 015123 30.00 THEO MIDTHUN REFUNDS 015124 63a94 NS Nw TRAPORT SERVICEpINC SUPPLIESrOPERATING 015125 6.00 KATHLEEN NELSON R E F U N P.I. »r- 015126 103680 PLAQUES PLUS INC SUPPLIESs BLDGS+GRNDS 67 21r'959.43 CHECKS MRITTEH' i TOTAL OF 112 CHECKS TOTAL 139r205.08 B13 [m e CITY OF MOUNDS VIEW v CITY COUNCIL AGENDA SESSION January 7, 1985 7:00 p.m. 1. Consideration of resignation and resolution of appreciation to Peter Sargent. 2. Consideration of Staff memorandum regarding Snow Removal from Sidewalks. 3. Consideration of Staff Memorandum regarding MSA Street Project Informational Meeting. 4. Consideration of Department Liason Rotation Schedule. 5. Consideration of Staff Attendance at League of Minnesota Cities Conference for Newly Elected Officials. 6. Consideration of Staff memorandum regarding Liquor Sales Ban During State Wide Elections. 7. Discussion of attendance at 1985 LMC/AMM Legislative Action Conference and Policies. 8. Consideration of Staff memorandum regarding Purchase of Personal Computer. 9. Review of Greenfield Park Master Plan and Preliminary Cost Estimates. Staff report to follow Thursday, January 3, 1985 Park Commission Meeting. 10. Consideration of Staff memorandum regarding On Street Parking Study. 11. Consideration of Joint Powers Agreement Between the Cities of Blaine and Mounds View regarding the Energy Coordinator Position. 12. Consideration of Staff memorandum regarding Microfilming of City Records. RESOLUTION NO. 1854 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION OF APPRECIATION TO PETER SARGENT WHEREAS, Peter Sargent has resigned his position on the Mounds View Planning Commission after 9 months of service; and WHEREAS, Peter Sargent has shown a sincere interest in the welfare of the citizens of Mounds View during his tenure on the Mounds View Planning Commission; and WHEREAS, Peter Sargent has won the respect and gratitude of those who have had the privilege of working with him on the Planning Commission; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View, on behalf of the residents of the City of. Mounds View, expresses its appreciation to Peter Sargent for his dedicated and devoted service on the Mounds View Planning Commission. Adopted this 14th day of January, 1985. ATTEST: Mayor Jerry Linke Councilmember Blanchard Councilmember Hankner Councilmember Doty Councilmember Quick Cierx-Administrator Pauley Aa, ,,,..,,�. -rigm RECEIVED CITY OF MOUMS VIEW 14kM7", MEMO TO: Clerk -Administrator and City Council ;6" FROM: Director of Public Works/Community Development DATE: December 10, 1gB4 SUBJECT: SNOW REMOVAL FROM SIDEWALKS As you may know, the City plows sidewalks in the following areas: 1) Silver Lake Road from County Road H-2 to Bronson Drive 2) Quincy street from County Road I to Hillview Road 3) Edgewood Drive from Woodale Drive to the Community Center 4) Edgewood Drive from County Road H to the Community Center 5) County Road I from Silver Lake Road to Highway 10 was installed this year and has not been plowed. Next year the City is planning to install a sidewalk on the east side of Quincy Street from County Road H-2 to County Road I. Staff would like to make sure that this snow removal work is what you want and that we do not set an unwanted precedent. First of all, I would like to say that the City has the manpower and equipment to plow all the above sidewalks including the sidewalk planned for next year. The question then becomes, should the City plow sidewalks in front of private property or school property? The next question is, should the City plow sidewalks along the sideyard of a house like we have on Quincy Street between County Road I and Hillview Road? Another question is should the City plow sidewalks along the backyard in areas that are developing such as Silver Lake Road from County Road fi-2 to Bronson Drive? SUGGESTION: I will stick my neck out and make a suggestion which is not a recommendation. I suggest that we continue to plow the existing sidewalks that are by City or school property. I suggest that we continue to plow the sidewalk on the east side of Silver Lake Road from County Road H-2 to Bronson Drive because we have had complaints from citizens and there are no property owners adjacent to the sidewalk. I also suggest that we plow the sidewalk on the east side of Quincy between County Road I and Oakwood Drive because it is very easy for the County snowplows to remove the snow because the sidewalk is right next to the road. I also suggest that the proposed sidewalk on the east side of Quincy from Bronson Drive to County Road I be plowed by the City because it will be right next to the street. I also suggest that the proposed sidewalk on the east side of Quincy Street from County Road H-2 to Bronson Drive be plowed by the existing residents because the houses face Quincy Street and because the southeast side of the street there are some tress close to Lund that will be between the street and the sidewalk when the construction is completed. SWT/bc MEMO TO: Clerk -Administrator and City Council FROM: Director of Public Works/Community Develop;? ` /1 DATE: January 3, 1985 SUBJECT: M.S.A. STREETS - INFORMATIONAL MEETING I believe the subject project should have an informational meeting to inform the residents. This meeting, although not required by state law, will make the county and state approval process smoother. RECOMMENDATION: I recommend that the attached notice of informational meeting on Public Improvement Project 85-1, "M.S.A. Street Project 1985" be published in the New Brighton Bulletin for a minimum of two weeks. I also recommend that the Council direct City staff to mail a copy of the attached notice to all property owners that are adjacent to the project. SWT/bc GATEWAY Df Of vovnjg iew RAMSEY COUNTY, MINNESOTA 2401 HIGHWAY 10 MOUNDS VIEW, MINN. 55112 784.3055 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA NOTICE OF INFORMATIONAL MEETING M.S.A. STREET PROJECT 1985 CITY PROJECT 85-1 NOTICE IS HEREBY GIVEN that the City Council of the City of Mounds View, Minnesota, will meet in the City Hall, 2401 Highway 10, Mounds View, Minnesota, 55112, at 7:40 p.m. on Monday, January 28, 1985 to review the proposed reconstruction of Quincy Street from County Road H-2 to County Road I. No assessment is proposed for such improvement. The estimated total cost of such improvement is $230,000.00. Anyone desiring to he heard with reference to this matter, may be heard at this meeting. Donald F. Pauley Clerk -Administrator (Bulletin: January 9 and 16, 1985) +•, CITY OF MOUNDS VIEW I DEPARTMENT LIASON ROTATION SCHEDULE 1984 JANUARY - MARCH Finance Community Development Public Works Parks and Recreation Police APRIL - JUNE Finance Commmunity Development Public Works Parks and Recreation Police JULY- AUGUST Finance Community Development Public Works Parks and Recreation Police OCTOBER - DECEMBER Finance Cuiiuiiuiii%y Development Public Works Parks and Recreation Police League of Minnesota Cities Conference for Elected Officials Saturdays February 99 1985 gam-4pm Holiday Inn International Bloomington Topics Savivai Tactics for the Newly Elected Official Councils —What They Can and Cannot Do Open Meeting Low & Data Practices Act Personal Liability, Conflict of Interest Economic Development Governing Your City—Geffing a Good Start sbudgeting & finance ,*planning & zoning spersonnel & labor relations Preconference seminars Two special kickoff programs are being presented on Friday, February 8, especially for mayors and counci; members. The Government Training Service and Women in City Government are currently developing Friday day and evening programs to be presented in conjunction with this conference. Registration The registration fee for the Newly Elected Conference is $40 Including lunch. Preconference seminars are extra. Hotel rooms are $42 single or double. Complete registration brochures will be available from your city clerk In mid -December or call the Government Training Service, 202 Minnesota Building, 46 East Fourth Street, St. Paul, MN 55101, 612/222.7409 or toll free 800/652.9719 for a personal mailing. 4 I MEMO TO: MAYOR AND CITY COUNC L FROM: CLERK-ADMINISTRATO DATE: DECEMBER 7, 1984 SUBJECT: LIQUOR SALES BAN DURING STATE WIDE ELECTIONS Mayor McCarty was recently contacted by Simon Simon, owner of Simon Liquors regarding the provisions of Municipal Code Chapter 100.09, Subdivision 1 which in part prohibits the sale of intoxicating liquor between the hours of 1:00 a.m. and 8:00 p.m. on the day of any state wide election. The 1984 Legislature repealed provisions in State Statutes which contained the same prohibition. Many cities in the Metropolitan area in response to the repeal of the statutory prohibition also removed similar prohibitions from their ordinances, however, we did not do so in the City of Mounds View. Mr. Simon has requested that the City consider repealing this section as it is causing him lost revenue on these days. I would, as the staff member responsible for the conduct of City elections, take a very strong position opposing the repeal of this provision on the basis of our experience at the most recent national elections in November of 1984. At that time both myself and several City election judges were forced to deal with intoxicated residents wishing to cast ballots. Fortunately, in all cases these individuals were not inebriated beyond the point of being coherent and were in no way violent, however, the level of their intoxication placed in our minds questions regarding their ability to cast a valid ballot and what would have happened if their level of intoxication had been greater than that we experienced on that evening. I feel that the significance of the occasion, namely a national and state wide election choosing individuals who will have signficant impact upon our lives over the next two to four years justifies any reasonable effort to discourage the use of any legally provided intoxicant and, therefore, would strongly encourage the City Council to retain the provisions of this section of our City Code. DFP/mjs league of minnesotca cities MEMORANDUM December 21, 1984 TO: Mayors, Managers, Clerks, Legislative Contacts``"� FROM: Donald Slater, Executive Director SUBJECT: 1985 LMC/AMM LEGISLATIVE ACTION CONFERENCE The 1985 LMC/AMM Legislative Action Conference will be held at the St, Paul Radisson Hotel on Kellogg Boulevard on Tuesday, January 29 — Wednesday, January 30. At this conference, LHC member cities will review and adopt 1985 LMC City Policies, The proposed policies recommended by the LMC Legislative Coamirree have been mailed to member cities for distribu— tion. It is suggested that you use the January city council meeting as an opportunity to review those policies and to determine your . participation in the conference, Discussion of the proposed state tax reforms and direction of future state —local fiscal relations will be among the topics highlighted during the conference, Please check the December and January issues of Minnesota Cities or the form attached here and complete registration information. Return your form as soon as possible to be sure of taking advantage of advance registration fees and to assure hotel accommodations, Legislators will be sent invitations to the LMC/AMM Reception, scheduled from 5:30-7:30 p.m., Tuesday, January 29, following the close of the LMC Policy Adoption portion of the conference, If you The conference agenda is printed here and in the January issue of the League magazine, Ilia i ii uvri •;;,1 y llvi:•nufd P1l1.",! 11 I, .. a•s_d �t, I,i 'i. ..'!-51i171.) 1985 LMC/AMM LEGISLATIVE ACTION CONFERENCE PROGRAM ST. PAUL RADISSON HOTEL uesday, January 29 10:00 a.m. Registration (lower lobby at foot of escalator) 11:00 a.m. Pre -Conference Program Development Tools for Cities: The Future Course of State Legislative Policy Panelists: Senator Larry Pogemiller, Minneapolis Representative William Schreiber, Brooklyn Park 12 Noon Luncheon • Opening Session Finance and Tax Issues in the'85 Session Speakers: Representative David Jennings, Speaker, Minnesota House of Representatives Senator Roger Moe, Majority Leader, Minnesota State Senate 1:45 p.m. LMC Legislative Policy Adoption 5:00 P.M. Ask the Lobbyists • Question & Answer Period LMC/AMM Legislative Issues for '85 Session 5:30 p.m. Reception for City Officials and State Legislators Wednesday, January 30 8:30a.m. Continental Breakfast The Future of the Public Employees Retirement Association Issues: Merger Proposals; Supplemental Defined Contributions; Health Benefits to Pension Retirees Speaker: Senator Donald Moe, St, Pau; Member, Legislative Commission on Pensions and Retirement 9:30 a.m. The Future of State•Local Fiscal Relations Panelists: Robert Ebel, Executive Director Minnesota Tax Study Commission (or staff) Jay Kiedrowski, Deputy Commissioner of Finance Representative William Schreiber, Chair, House Tax Committee Senator Doug Johnson, Chair, Senate Tax Committee 11:15 a.m. LMC Legislative Briefing • LMC Legislative Priorities for 1985 State Legislature 11:45 a.m, LMC Day on the Hill • LMC Member City Officials Lobby through Local Lawmakers on City Policies afternoon Plan now to attend 1! 0 r A el �r1�' City League of Minnesota Cities Association of Metropolitan Municipalities 1985 Legislative Action Conference Tuesday and Wednesday, January 29.30,1985 Radisson St. Paul Hotel (Please print or type) Name Title Name Title Name Title Name Title Name Title Registration fee: $50.00 advance ' $55.00on•site Check enclosed in the amount of Fee includes conference registration, Tuesday luncheon, Tuesday reception, and Wednesday continental breakfast. Mail to: Gayle Bradt, League of Minnesota Cities, 183 University Ave. E„ St. Paul, MN 55101 ------------------------------------------ 170 Radfsson' Hotel St Paul DON'T FORGET — MAKE CHECK OR MONEY ORDER PAYABLE TO RADISSON HOTEL ST PAUL ORGANIZATION LEAGUE OF MIDIIMA CITIES DO NOT SEND CURRENCY. FUNCTION 1985 LEGISLATIVE 0307TIENCE DATES JANLM 29 — 30. 1985 ALL REQUESTS FOR THE ABOVE GROUP MUST DE RECEIVED BY January 14. 1985 for NAME COMPANY LAST FIRST ADDRESS CITY SHARING ROOM 119TF. or STATE ZIP CODE — NO.OF PERSONS CHECKINTIME 3:00 PM CHECKOUTTIME 1:00 PM ARRIVAL DATE DEPARTURE DATE Accommodations will not be guaranteed without a check for the tat night's deposit, or your major credit card number as requested below. Should you prefer not to guarantee your reservation, your room will be held only until 5:00 p m. of your arrival day. You will be charged for the tat night it reservations are not cancelled IB hours prior to arrival. CREDITCARD e — O AMEX ❑ DINERS CLUB ❑ VISA ❑ MASTERCARD EXPIRATION DATE IPLEASE CHECK ONEI SMIAL RED= RATES $50. SME $58. DODU OMPAXT Mail to: Reservation Offica, Radisson St. Paul Hotel,11 East Kellogg Blvd., St. Paul, MN S5101 IF RATE REOUESTED IS NOT AVAILABLE, NEAREST AVAILABLE RATE WILL BE ASSIGNED, THERE IS AN ADDITIONAL 1 000 CHARGE FOR THE THIRD OR FOURTH OCCUPANT IN EACH ROOM. RATES ARE SUBJECT TO APPLICABLE TAXES NO CHARGE FOR CHILDREN UNDER 18 OCCUPYING THE SAME ROOM AS PARENTS December ION 1985 Proposed City Policies and Priorities For distribution to all member officials All city clerks and administrators receive a copy of the proposed policies for distribution to all officials. Each mayor will also receive a copy. Additional copies are available from the League office. LMC Legislative Study Committees have developed these policies and the LMC Legislative Committee is recommending them to the membership. Each policy has an A, B, or C priority. An explanation of each level is in the Forward. Please review these proposed policies before the 1985 Legislative Conference. City officials will adopt legislative pcliciee at the Legislative Conference on Tuesday, January 29 at the St. Paul Radisson Hotel, 11 E. Kellogg Blvd. Please feel free to contact League staff with questions or concerns. LEAGUE OF MINNESOTA CITIES 183 University Avenue East St. Paul, Minnesota 55101 TABLE OF CONTENTS Magee Government Structure and General Legislation ....................... 1 - 10 Personnel and Public Safety ............ ... ......................... 11 Lead Use, Energy, Environment, and Transportation ................. 23 - 31 Development Strategies ...... ...........I .......................... 33 — 38 Revenue Sources .................................... ............... 39 — 47 Federal Legislation ......................................... ...... 49 — 53 one of the most important purposes of the League is to serve as a vehicle through which municipal officials throughout the state can define their mutual problems and develop positive policies and proposals for their solution. To accomplish this purpose a three -step consultative process has been established providing for the study of issues by committees of municipal officials, the review of the resulting recommendations by the Legislative Committee composed of the Beard of Directors and the study committee chairpersons, and final adoption at an annual legislative conference attended by representatives of all member cities. The policy statements and legislative proposals contained herein are the result of thin process and are intended to be adopted for the biennial legislative session but subject to review and amendment between the first and second year. Thus, they will provide the League Board of Directors and the staff with a continuing source of guidance when testifying before legislative committees and taking other actions which have legislative or policy implications. Priority designation. The priority designation is indicated next to the title of each proposed policy. These priorities were developed by the study committees and reviewed and, in some cases, modified by the Legislative Committee. The priorities are intended to give additional guidance to the League Board and staff in implementing the League's legislative program. "A" priority indicates amajor issue, on where the League would introduce legislation or would work actively with other groups to seek new laws and regulations. "B" priority indicated items that are important to cities but where the League would probably spend substantially less time unless the legislature or other groups mounted a major effort to which LMC had to respond. While the League might initiate legislation on a "B" priority item, these would be relatively non -controversial items, or thos:: where most of the research has already been completed. "C" priority indicates items where the League would respond only when the issue is raised by other groups. December 17, 1984 TO: LMC Member Cities FROM: Joel Jamnik, Legislative Counsel 6 Helen Schendel, Associate Director RE: Government Structure and General Legislation Proposed Policies The attached policies have been adopted by the Legislative Committee and are prioritized below. These policies as adopted will be brought to the general membership at the Legislative Conference on January 29, 1985. Number Policy Title Priority GSGL-1 Open Meetings A A GSGL-2 Absentee Balloting B GSGL-3 Purchasing Authority of Plan B Managers B GSGL-4 Towing of Abandoned Vehicles B GSGL-5 Precinct Boundary Changes B GSGL-6 Mandates B GSGL-7 Tort Liability B GSGL-8 State Licensing of Contractors B GSGL-9 GSGL-10 Cable Television State Audics and City Financinl Reporting Requirements GSGL-11 6 Collateral for Depositories B GSGL-12 Government Training Services Funding B GSGL-13 Uniform Local Government Election Day B GSGL-14 Campaign Financing and Disclosure B GSGL-15 Voting Equipment C GSGL-16 Creation of State ACIR C GSGL-17 Data Practices C GSGL-18 Optional Poll Hours C GSGL-19 City Election Campaigns C GSGL-20 Election Day Registration C GSGL-21 Absentee Voting -1- GGY coin'...yr o.ESTRUCTUaS AND GENERAL LEGISLATION PROPOSED POLICIES . • - GSGL-1. OPEN MEETINGS (A) to City officials strongly support the basic premise of the open meeting law --to assure the public's right to be informed about the conduct of public business. Experience with this law since 1974, however, indicates clearly that there are areas where the legislation should be amended in the public interest. The League believes that there are certain specific instances where the public interest would be better served by permitting a local governing body to meet in executive or closed session. These instances include certain discussions relating to employees such as "hiring" interviews, discussions regarding the purchase or sale of land for a public purpose, and discussions of information protected under the Data Practices Act. These latter situations are parti- cularly troublesome since it is often necessary for the council to choose between violating either the open meeting law or the data practices act. Additionally, the League opposes any legislative attnmpt to alter the recent court ruling that the open meeting law applies only to meetings where a quorum of the governing body or its established committees is present. 'rhe ruling clarified the law which was often viewed as applying to any meeting between two office holders. Limiting the application of the law to gatherings of a quorum or more is a common sense approach to implementing the statute and should not be altered. GSGL-2. ABSENTEE BALLOTING (A) the use of punch card voting devices for Currently, the law allows the use of punch card devices for absentee balloting when a voter applies in person to the municipal clerk for an absentee ballot. The League recommends that the law be expanded to include use of punch card devices for all absentee balloting, including mailed ballots and absentee balloting in health care facilities. GSGL-3. PURCHASING AUTHORITY OF PLAN B MANAGERS (B) Currently the law allows Plan B city managers to make purchases under $1,000 without council approval. This provision has not been changed for many years and inflation has seriously eroded the utility of the provision. The law should be amended to increase the figure to the dollar amounts in the uniform municipal contracting law which allows purchases under $10,000 to be made relatively easily. -3- GSGL-4. TOWING OF ABANDONED VEHICLES (B) toclalatian clarifying the authority of cities to Recently, the legislature passed Minnesota Statute 465.75 which prohibits a private vehicle tower from removing a motor vehicle from private property unless he has the permission of the owner of the vehicle or of the owner of the property. While the intent of this statute to prohibit hawkish towing companies from improper towing practices is laudable, the ramifications of the law go too far. Cities are authorized to impound abandoned motor vehicles and Minnesota Statutes 168B.04 provide a detailed process to accomplish the removal of health hazards and eye sores. Unfortunately, the recent legislative act could be construed to prohibit cities from utilizing private towers to remove and impound abandoned or junked automobiles. Cities could be forced to use its own employees and equipment because it is not "in the business of towing." The law should be amended by adding an exclusion for private towers who act at the direction of a city following the procedures prescribed in Minnesota law. GSGL-5. PRECINCT BOUNDARY CHANGES (B) is legislation to provide a more orderly waY in which to a after a legislative reapportionment plan is filed. Current law requires counties to redistrict county commissioner districts within 180 days after receiving final census figures. Cities are not permitted to change precinct boundaries during a five year period ending January 1 in a year ending in two. Therefore, counties following city ward and precinct lines use old boundaries, which to many cases will need to be changed before the 1992 elections. GSGL-6. MANDATES (B) One of the most serious problems facing cities is the growth in the number and cost of federal and state -mandated programs which substitute the judgments of Congress and the State Legislature for local budget priorities. Recent examples of costly mandated programs include comparable worth, employee right to know, legal compliance audits, newspaper publications, among many others. Special bills to address this problem on an ad hoc basis will not provide a permanent or statewide solution to these problems. The League therefore asks the legislature to consider legislation which requires the state to adopt a policy of deliberate restraint on its mandated programs, including a mandatory fiscal note identifying local government costs on any new mandated programs when i -4- GSGL-6. MANDATES (B) (cont'd) they are introduced in the legislature and a statement of compelling statewide interest to accompany all state mandates. Revenues or alternative revenue producing mechanisms other than the general property tax subject to levy limits, must accompany new mandates. Also, the legislature should repeal obsolete, unnecessary, and unduly restrictive mandatory laws and rules. GSGL-7. TORT AND DRAM SHOP LIABILITY (B) 1) The Municipal Tort Liability Act was enacted to protect the public treasury while giving the citizen relief from the arbitrary, confusing, and administratively expensive prior doctrine of sovereign immunity with its inconsistent and irrational distinctions between governmental and proprietary activities. The act has served that purpose well in the past, however, courts frequently forget or ignore the positive benefits secured to citizens damaged by public servants as a result of enactment of the comprehensive act which includes some limitations on liability and some qualifications of normal tort claims procedure. The special vulnerability of far-flung government operations to debilitating tort suits continues to require the existence of a tort claims act applicable to local governments or local governments and the state. Recent changes to increase the dollar amounts recoverable by plaintiffs were League supported and should be adequate to satisfy any reasonable claim. 2) Recently, the market for dram shop insurance has deteriorated dramatically. Many cities are having trouble getting renewal quotes on their dram shop coverage, and those which have gotten quotes have seen extremely large increases in the premium (in several instances more than ten times last year's premium). The problem is especially severe for cities with on -sale establishments or those which have had any claims in the recent past. Existing legislation directs the state insurance department to establish an assigned risk plan "if necessary". The League recommends that the legislature hold hearings on the availability and coet of dram shop insurance as wall as on the underlying statute creating dram shop insurance liability to determine the cause of recent problems, and to act to ensure that insurance is available at a reasonable cost to cities and others operating liquor stores. GSGL-8. STATE LICENSING OF CONTRACTORS (B) The League opposes the state's takeover of trade contractor licensing Licensing of general trade contractors and various other activities has long been a local prerogative, and the mechanism for license review, issuance, and enforcement is already in place. The primary reason that local licensing has been successful and therefore maintained at the local level is that 5- GSGL-8. STATE LICENSING OF CONTRACTORS (B) 1 inspection and enforcement personnel reside at the local level, know the area and activities, and are familiar with local ordinance and restrictions, thus providing better and faster enforcement. Suggestions have been made to form a statewide licensing authority and split the revenue among the licensing agency and various municipalities with the cities maintaining enforcement tasks. It is questionable under this arrangement if either the agency or municipalities would have enough funds to accomplish the respective tasks. The current proposals seem to overly complicate the existing system which is effectively regulating the contractors and may result in a reduction of small contractors who cperste in only a limited number of communities. GSGL-9. CABLE TELEVISION (B) The its role as a state cable law State tl"V" ManyMinnesotacities receive cable TV service, and under present state and federal law, cities are responsible for setting rates, establishing a franchise, and imposing franchise fees. The League believes this law has allowed local communities to provide input into an important community service and that it should not be modified to diminish local control. The cable board had provided valuable aid and expertise to cities in establishing and regulating cable TV, including insulating cities from anti-trust lawsuits and therefore should be continued in its current form. GSGL-10. STATE AUDITS AND CITY FINANCIAL REPORTING REQUIREMENTS (B) . _ nF 16n oVictinu auditin¢ and f Minnesota has one of the most modern and rigorous systems of oversight of municipal finances in the nation. The state auditor currently reviews annual financial reports of cities. Cities over 2,500 must have annual audits and the state auditor has the authority to audit a city upon receipt of a petition. The state auditor should not be given the power or responsibility to audit local governments on a regular basis. The private sector is fully competent to conduct governmental audits and may be more economical and practical than a state agency. 4 GSGL-ll. COLLATERAL FOR DEPOSITORIES (B) in the amount of collateral which of Depositories now are required to collateralize the deposits of local government in the amount of 110 percent. This law is necessary to protect local public treasuries from the dangers of financial institution. closures. The legislature should recognize, however, insurance provided by the National Credit Union Association to the same extent it recognizes insurance provided by the Federal Depository Insurance Corporation (FDIC) and the Federal Savings and Loan Insurance Corporation (FSLIC). GSGL-12. GOVERNMENT TRAINING SERVICE FUNDING (B) The The Government Training Service (GTS) has been invaluable in maximizing training opportunities while minimizing training costs for local government officials and staff over the past six years. Both the need and the demand for services are greater than ever during these times of tight budgets. GTS continues to respond on behalf of all local jurisdictions in Minnesota by developing innovative, low-cost alternatives and exploring cost-effective delivery systems. The legislature should continue state financial support for GTS. GSGL-13 UNIFORM LOCAL GOVERNMENT ELECTION DAY (B) The League opposes the designation of a uniform local government election day. Home rule charter cities currently have the authority through their charters to designate when they want to hold their local elections. Statutory cities may establish either an otd or even year November election date. Decisions affecting only local units of government should be made at the local level unless an overriding state interest can be demonstrated. The League believes that there is no statewide necessity to provide for a uniform local government election day. However, if the legislature enacts a uniform local government election day, the following features must be included: Home rule charter cities should retain the option of setting their own election date. 2. Municipal primary elections should continue to be optional. 3. All direct costs of state -mandated changes and additions to present city election duties should be paid by the state. W1 GSGL-14. CAMPAIGN AND FINANCE DISCLOSURE (B) The League supports legislation which would simplify the election process so that it would anrn h 1. Eliminating any distinction between types of campaign committees and reporting requirements. 2. Providing the option of any size city to adopt an ordinance to require campaign and finance disclosure. 3. Opposes any state -mandated requirement of candidates for city office to file statements of economic interest. 4. Opposes campaign contribution limits or reporting requirements in cities less than 20,000 population. GSGL-15. VOTING EQUIPMENT (C) GSGL-16. CREATION OF STATE ACIR (C) a t Recently, the State Planning Agency has advocated the creation of a state version of the federal advisory commission on intergovernmental relations which would advise the executive and legislative branches of state government on important issues affecting state -local relations. Representatives of both state and local governments would be appointed to serve. Local government members would be appointed by their respective statewide associations. GSGL-17. DATA PRACTICES (B) of the data practices act The current data practices act limits the definition of individuals covered by the act to include only the living. The definition results in government being forced to disseminate information about a deceased individual which may be damaging to the individuals survivors. Sound public policy would dictate continuing the classification of data on a deceased individual for a reasonable period of time. GSGL-18. OPTIONAL POLL HOURS (C) that mandates to have their polls open 7:00 am to 8:00 pm for state elections. Prior to 1983, cities under 1,000 population, located outside the metropolitan area could by resolution fix the poll hours no later than 9:00 am for a state general election and no later than 5:00 pm for a state primary. This flexibility would reduce costs to very small cities. The League also supports legislation for municipalities to set their polling hours by referendum. GSGL-19. CITY ELECTION CAMPAIGNS (C) The League supports extending income tax credits for contributions to city election campaigns. Candidates should be encouraged to seek broader backing from among constituents by extending state income tax credits to cover contributions to city elect`_on campaigns. GSGL-20. ELECTION DAY REGISTRATION (C) ter registration prior to election day and current system of voter reeistration. The following steps would improve the current system: 1. Election day registration and voting should be permitted, but not mandated, to take place in adjacent rooms. 2. Certain penalties for election day infractions are so severe that they constitute a barrier to effective enforcement of the law. The L^ague recommends that the laws be reviewed and modified where necessary so that the laws can be effectively enforced. 3. Any state mandated registration programs should be accompanied by sufficient otate funds to pay local costs on a continuing basis. 4. A person other than an election official vouching for others should be limited to five other persons other than immediate family. 5. The League encourages the promotion of pre -election day registration through the media and all other available means. 6. The League supports legislation allowing the removal of a registration card after the city twice receives official postal notification that the notice of registration is undeliverable at the individuals last known address. 10 GSGL-21, ABSENTEE VOTING (0 Current law for absentee voting is complicated, The counting of the absentee ballots have caused unnscsssery delays in reporting ballot returns and conflicts have resulted between state and federal government regarding prccodures in delivery of absentee ballots, hi he filingi Of municiAI orderTto have additional timeue suorts an a forer date for preparationtof ballots and dsliviringfofcee in absentee ballots. • 0 December 17, 1984 TO: LMC Member Cities FROM: Joel Jamnik, Legislative Counsel and Stan Peskar, General Counsel RE: Personnel and Public Safety Committee Proposed Policies The attached policies have been adopted by the Legislative Committee and are prioritized below. These policies as adopted by the will be brought to the general membership at the Legislative Conference on January 29, 1985. Number Policy Title Priorit PPS-1 PERA Benefits, Financing, and Administration PPS-2 Residency Requirements PPS-3 Volunteer Ambulance Retirement PPS-4 Retiree Health Benefits by Cities PPS-5 Veterans Preference and Military Leaves PPS-6 Minnesota Public Employees Labor Relations Act PPS-7 Law Enforcement Personnel PPS-8 Fire Personnel Standards PPS-9 Modifications to the State Fire Code PPS-10 Modifications to the State Building Code PPS-11 Emergency Medical Services PPS-12 Workers Compensation PPS-13 Relief Assuciation Member Lobbying PPS-14 Disability Retirement PPS-15 Comparable Worth PPS-16 Unemployment Compensation PPS-17 One Class of Beer 91C PERSONNEL. AND PUBLIC SAFETY WMITTEE PROPOSED POLICIES PPS - I. PERA BENEFITS, FINANCING, AND ADMINISTRATION (A) PERA 1. The League of Minnesota Cities opposes modification of the "high five" formula. The adoption in 1973 of the "high five year" benefit formula for PERA has provided very adequate pension benefits for career municipal employees. Further shortening of the averaging period would create windfalls for some PERA members and multiply opportunities for manipulation of service and salaries to maximize pension benefits without proportional contributions to the fund. 2. Any increases in PERA benefits should be granted only to the extent proposed contributions and current reserves are sufficient to fully fund increases in the opinion of one or more recognized pension actuaries who are pendent of the PERA organization. Any benefit increase or contribution ctions permitted by excess reserves or excessije current contributions or inations of the two should be of such amounts as to benefit the employer and ovee eaually as a oercentaae of overall employee salary. roblems similar to those the Among all the proposals for benefit increases, the one that most threatens the financial soundness of PERA and other Minnesota public pension funds, is the proposal to provide health insurance to retirees paid from the pension fund. Full payment would commit the taxpayers to an open ended promise to pay a cost that is escalating at the rate of 15% to 20% per year even in low inflation years. Partial payment would provide a foot -in -the -door for partial payment. Either would hamper efforts to control health care costs by making the recipient responsible for a significant portion of charges to encourage thrifty use. 5. The LMC sup investment fund as a benefits of retirees enacted for PERA reciree und. but rather should b ion of the ation of pension fund administratio the LMC opposes any move to combine POST Retirement -13- 111'S-1. PERA BENEFITS, FINANCINC, AND ADMINISTRATION (A) (cont'd) J has now essentially achieved lull funding, em loyer' and employees' contributions should he reduced to an amount sul'firient to pay normal costs. The PERA police and fire fund is now essentially fully funded. Furthermore, the employer (taxpayers) through payment of more than 50 percent of contributions to this fund is creating a surplus not needed for pension purposes. 8 The LMC requests the legislature to defer state rnnrrihu[innn until benefits are received and to ex Recently, the Internal Revenue Service ruled that employee contributions to PERA and similar public pension systems are not subject to federal income tax contribution during the year in which they are contributed to the system, but rather are taxable in the year in which the employee actually receives the benefit. This ruling is consistent with the manner in which municipal employer contributions are taxed. Since the employee does not have use of the contribution in the year it is made and the Federal government has deferred taxation until the benefits are received. The selection process for the PERA Board should be a single weir ilnanceu d include appointment of additional Board members by employers to mployers heavy contribution to financing. Selectinn of a successor ive Director should occur only after an open selection process to 10 Local police and fire associations should be merged into the PERA police and fire Eunds only if: 1) savings will accrue to the city, in the opinion of the Mate actuary as well as in the opinion of the affected municipality and 2) all actual funding liabilities as calculated by a state actuary which are transferred to or assumed by PF.RA are immediately reimbursed to PERA by the transferring city. PPS-2. RESIDENCY REQUIREMENTS (A) The PPS-3. VOLUNTEER AMBULANCE RETIREMENT (B) to H.S. 356.24 should be amended to permit cities to contribute to defined contribution or deferred compensation plans for city volunteers and employees so long as no public or non-profit administrative apparatus separate from the cities themselves are created. The authority should permit vesting periods not to exceed five years and special levies should he available to finance ambulance retirement programs. -, PPS-7. VOLUNTEER AMBULANCE. RETIREMENT (B) (cont'd) Proposals to integrate ambulance and rescue volunteers not part of local volunteer fire departments into the program for retirement for volunteer firefighters have met rejection from organizations of volunteer firefighters. Creation of another system of local relief is not in the best interest of the state, its political subdivisions, or its taxpayers, especially in view of recent federal tax legislation which now provides an efficient, simple, and inexpensive means of providing retirement benefits to ambulance and other volunteers. However, cities need the power to encourage long-term employment and volunteers by simple retirement mechanisms which are not subject to deficit financing. PPS-4. RETIREE HEALTH BENEFITS BY CITIES (B) In order to prevent the creation of large unfunded deficits for promised health care for retired public employees, in the same way that unfunded actuarial deficits were created by promised pension benefits prior to statutory requirements for funding, the League of Minnesota Cities urges the legislature to impose the foregoing restrictions. PPS-5. VETERANS PREFERENCE AND MILITARY LEAVES (B) Current statutes entitle a veteran to at least two different hearing procedures to challenge any disciplinary action. This is not only grossly inefficient but may also be unworkable since the standards for court review of the decisions of veterans preference boards and grievance arbitrators vary significantly. lice Minnesota Supreme Court in a recent decision also has indicated to the legislature that these statutes need to be amended. -15- PPS-5. VETERANS PREFERENCE AND MILITARY LEAVES (B) (cont'd) ' The law should provide for a selection of a single hearing procedure and eliminate any requirement for salary payment pending the hearing when the veteran does not request a hearing within tan days or when an impartial hearing body determines that the dismissal was for just cause. This pay differential should apply for a period of 30 caienaar uoys- an employee is ordered to report for duty for a period longer then 30 calendar days per year, no additional seniority status, efficiency rating, vacation, nick leave, or other benefits shall accrue during the period of active duty. Unless there exists, at the time of an order to report for duty, a war or declared entitlednot be terminated. without pay emergency, theemployee's public shall employment shall considered terminated and the PPS-6. MINNESOTA PUBLIC EMPLOYMENT LABOR RELATIONS ACT (B) 1. The Lea ue recommends that the existin classification of essential o nd all em to ees organized under ELRA i iht td to strike. The history of bargaining in the public sector has indicated that if properly prepared for, even strikes by "essential employees" do not tun uly right to threaten public health and safety. In contrast, the p strike has forced undue reliance on arbitration, which usually has resulted in large compensation awards to essential employees. For these reasons the League recommends that legislation be enacted that gives public employers the option of either requesting arbitration within a specific time or allowing essential employees to legally strike. The 1983 legislature reduced the period of time part-time empioyeen ...=. be emploved before they are considered employees covered by PELRA. This has resulted in higher wages for some part-time employees but, more significantly, has resulted in cities hiring fewer part-time employees. Additionally, many employees who view their work as temporary or transitory in nature, have been asked to pay their fair share of union dues, even though they receive no benefit from union membership. Experience with the law over the last two years has indicated general dissatisfactionarily with the law by lnyees,every affected party except unions • PPS-6. MINNESOTA PUBLIC EMPLOYEE LABOR RELATIONS ACT (B) (cont'd) Supervisors of public employees should have their management role acknowledged and have their status limited to meet and confer. In no event should supervisory or confidential employees he represented by an employee organization which represents the employees they supervise. Further limitation of the definition of supervisory personnel would mean that in all but city manager cities, no employees could be considered to be supervisory employees for purposes of PELRA. slation be passed which to review disciplinary action. Employees presently have a variety of grievance procedures available to them, including civil service systems, veterans' preference, and procedures agreed to under collective bargaining. It makes little sense for an employee to have two bites of the apple in challenging disciplinary action, particularly when the standards for review of the different grievance hearings are as varied as they are. The result under the current statutory system literally precludes effective discipline of public employees. Requests for reform have been made from many sources, most recently by the Minnesota Supreme Court. Board be The reduced case load of the PERB and its. recent actions in arbitrarily changing the method of selecting qualified arbitrators have indicated that there is no longer a need for the PERB. PPS-7. LAW ENFORCEMENT PERSONNEL (B) s anv increase in s The current uniform state licensing system establishes adequate minimum standards for law enforcement personnel. The League supports the continued flexibility provided in the system to employ a class of peace officers who meet specified requirements which are less than those for full-time officers and allows upgrading of part-time officers to fully licensed status, as well as allowing the POST Board to grant variances for political subdivision having particular difficulties in complying with licensing standards to permit phased compliance. Cities should retain responsibility for personnel matters and the state should not unnecessarily complicate local personnel practices which have worked well in the past. -17- PPS-8. FIRE PERSONNEL. STANDARDS (8) Fire suppression has traditionally been a uniquely local function in Minnesota. Not only are firefighting problems vastly different from one community to another, but well over ninety percent of Minnesota co®nunities rely primarily on volunteer firefighters for fire suppression services. The League believes that local governing bodies are beat equipped to determine the nature of local fire risks, the level of local fire prevention efforts, and the practical availability of firefighting personnel. Efforts by the state to improve firefighting capabilities should be undertaken through increased financial assistance to provide improved programs or by direct employment of specialized personnel at the state level with such personnel made available to assist local units of government. PPS-4. MODIFICATIONS TO THE STATE FIRE CODE (B) • The League supports legislation which would clarify that it is the responsibility of the state to inspect facilities open to the public such as schools, hotels, lodging houses, hospitals, nursing homes, dry cleaners, and motion picture theaters, whether or not it contracts with local units of government to perform the actual inspection. 0 The League also supports legislation allowing cities which do not have the building code to require the installment of masonry fire walls between buildings in the downtown business district or other high risk areas as an alternative to adopting the more stringent fire code in the state building code. All foam insulation sold in Minnesota should be required to clearly state on its packaging that state law requires the foam to be covered by fire resistant material. PPS-I0. MODIFICATIONS TO THE STATE. BUILDING CODE (B) should be made to the dine aivine cities th The League supports the current ability of non -metropolitan cities, counties, and towns to opt -out of the inspection and enforcement responsibilities mandated by the State Building Code. All architects and engineers whc design any structure should continue to be required to certify that the structure as designed complies with the state building code, particularly the building access for the handicapped provisions. The legislature should authorize the Commissioner of Administration to certify inspectors for the building access provisions who are not fully certified as building code inspectors. State fee inspectors should continue to be available from the state for inspection, in areas outside of communities with local enforcement. 0 PPS-ll. EMERGENCY MEDICAL SERVICES (B) sources. Cities as a group are the single largest provider of ambulance services in the state and form a vital part of the network of emergency services. To maintain and improve the emergency services network for all residents of the state the legislature must provide funding for training and equipping emergency medical personnel. State grants and aids should be available to enable all cities to have access to adequate emergency medical service. Additionally, with the increasing interest in paramedic services, the legislature should assist in providing easily accessible training on a statewide basis at minimum coat in order to meet appropriate qualifications. PPS-12. WORKERS' COMPENSATION (B) eliminate the presumption Existing workers' compensation statutes create a presumption that heart and lung ailments of police and fire personnel arise from employment. Improved equipment and methods of fire fighting and law enforcement and increased statistical data as to personal risk factors affirm that presumption no longer reflects reality or serves a public purpose. PPS-13. RELIEF ASSOCIATION MEMBER LOBBYING (B) Recent legislation grants local relief associations unlimited powers to send ions to lobbypendotherwise ce and srepresent the interestmembers officers who are local of theeeeociation Atscity texpense and at times determined by the association. These powers interfere with traditional functions of governing bodies and department heads and managers to schedule duty, determine manning levels, and set budgets. PPS-14. DISABILITY RETIREMENT (B) -19- PPS-14. DISABILITY RETIREMENT (It) (cont'd) 2. Transfers. Needs to ha in unfilled positions should not or wnlcn rnev are 4. 100% Disability Retirement. Public pension plans in which city to use a ny Supstanrlal gainrui le service limits tests to have more than five uisaaltity penetits trom al; other sources other than privately financed disability insurance, as well as a portion of employment earnings, should be an offset against city disability pension payments to the extent that these combined payments approach after-tax salary for the former position. Rising costs of disability retirements pose a threat to the financial soundness of most Minnesota public pension plans. The foregoing changes are needed to minimize the financial impact of legitimate disabilities. Furthermore, abuses of disability retirement provisions in public pension plans have, in the past, caused serious waste of human resources and scarce public funds. In view of the current laws forbidding discrimination against handicapped persons who are not disabled from gainful employment, the League recommends legislation to implement the above listed policy. PPS-15. COMPARABLE. WORTH (C) the full impact of the 1 rtment no is] PPS-16. UNEMPLOYMENT COMPENSATION (C) The League recommends that the legislature amend the unemployment compensation law to lengthen the requalification period, to limit eligibility for temporary employment under one year in duration, and to relieve part-time employers who continue employment of an individual from any responsibility to contribute to compensation due to termination from other employment. I K02 PPS-16. UNEMPLOYMENT COMPENSATION (C) (cont'd) addition, the League believes that individuals who knowingly accept temporary employment of specific limited durations not exceeding one year and whose employment is thus ended, should be deemed to have voluntarily ended their employment and thus should be disqualified for certain benefits. The employers' involved should not be saddled with unemployment compensation costs for individuals who accept and perhaps even plan for the termination of such employment. Alao, students temporarily employed as interns should be ineligible for unemployment compensation since the position is primarily an educational experience which by its very nature is not expected to be of indefinite duration. Finally, isonnel whichunfairly requiredtreats tocities contribute tog unemployment part police, fire or parkkpe compensation due to termination from other employment even though the part-time employment is continued. PPS-17. ONE CLASS OF BEER (C) l The establishment of one class of beer in Minnesota would ause sstores,+a problems iu controlling the sale of beer in filling stations, grocery drug stores, and elsewhere where 3.2 beer is presently sold. Also, 3.2 on -sale establishments would be selling strong beer in competition with on -sale liquor establishments and municipal liquor stores. -21- December 17, 1984 TO: LMC Member Cities FROM: Joel Jamnik, Legislative Counsel RE: Land Use, Energy, Environment, and Transportation Proposed Policies The attached policies have been adopted by the Legislative Committee and are prioritized below. These policies as adopted by the Legislative Committee will be brought to the general membership at the Legislative Conference on January 29, 1985. Number Policy Title Priority LUEET-1 Wastewater Treatment Projects A LUEET-2 Ground and Surface Water Management A LUEFT-3 Solid and Hazardous Waste Management 8 LUEET-4 Transportation E LUEET-5 Annexation E LUEET-6 Eminent Domain Law 8 LUEET-7 Adverse Possession E LUEET-3 Planning and Zoning Law Changes E LUEET-9 Energy Conservation and Production C -23- LAND USE, ENERGY, ENVIRONMENT, AND TRANSPORTATION PROPOSED POLICIES LUEET-1. WASTEWATER TREATMENT PROJECTS (A) Clean water is vitally important to the citizens of this country and particularly to residents and visitors of Minnesota. Minnesota's cities remain committed to improving water quality. Unfortunately, the costs involved in providing cleaner water are staggering. Because of the incredible cost, it must be recognized that it is economically impractical to immediately eliminate pollution. Therefore, all levels of government must take a reasonably balanced approach to solving the pollution problem. The ability of cities to comply with any clean water program must be recognized as contingent upon the availability of adequate funds for building treatment facilities. Since 1978, federal funding for the wastewater treatment construction grant program has been cut in half. Additionally, the federal share of construction grants will drop from 75 to 55 percent beginning in fiscal year 1985. The budget constraints facing the federal government are undeniable, but those same constraints exist at the state and local level as well. It is unfair to those city residents who in the past have contributed their federal tax dollars to projects in other locations to be faced with a tripling of the local share for a project in their city. For this reason, if the federal government does not return the federal share for rehabilitation, repair, upgrading, and new construction of treatment facilities to 75 percent, the state should be the level of government to bear the increased burden. The League commends the legislature for the enactment in 1984 of a separate state grants program which increases overall state financing assistance. Increased revenues are needed for this program and the legislature should increase the percentage of financing which is available for particular projects. Several communities still have a significant amount of combined waste and storm water sewers which create overflows of untreated waste water during heavy rains and storm water runoff periods. The Federal and state governments are pressing the issue of meeting water quality standards which cannot be accomplished until separation is completed. An accelerated separation program cannot be funded only through local taxes. if the state pursues an accelerated separation program, state financial assistance should be provided to cover the additional coats due to the acceleration of the ucparation program, but not at the expense of the overall construction grants program. LUEET-2. GROUND AND SURFACE WATER MANAGEMENT (A) The League supports legislation establishing a framework and Minnesota's ground and surface waters. in order to safeguard the public health and the environment it is necessary to plan and manage our water resources wisely. Many watershed districts, counties, cities, and towns have done a good job of dealing with surface and ground water management issues and have the authority and ability to continue to do so in a cost effective manner. These existing mechanisms should continue to be used to the greatest extent possible to address surface and ground water management problems instead of establishing a new system or creating new organizations. -24- LUEET-2. GROUND AND SURFACE WATER MANAGEMENT (A) (cont'd) 11 Local units of government should retain the basic responsibility for the surface water management as they are the level of government closest to in the metropolitan area to problem. 1982 legislation required local governments the es have tinethe and usteps nneed Ctoibe surface watr nthis law, and similar -off controls adopn taken leadtin complyingewith non -metropolitan area of the state. Non metropolitan counties should be required to adopt comprehensive water based upon the sound quality and land use plans identifying water problems environmental protection, and hydrologic management of water, effective The legislation should require the county to seek input efficient management. and to allow counties to contract with cities for planning from affected cities services. State funds should be made available to cities that are required to make are employed to substantial amendments to local plans and controls, or that the comprehensive water plan. Special assist the county in preparation of be to fund water management projects. levies should available The League supports the concept of jurisdictional reassignment of roads corresponding source or based on functional classification provided that a mechanism of funding made available for these roads. LUEET-3. SOLID AND HAZARDOUS WASTE MANAGEMENT (B) The problem of regulating, controlling, and disposing of solid and hazardous waste will be one of the major environmental issues of the next decade, both nationally and locally. Major state legislation addressing this issue has been enacted annually since 1980. These acts responded to the concerns and issues raised by the League and local government and we commend the legislature for its actions. The existing waste management and control system for the handling and disosal of ls es butprequires hthercooperation azadous eand csupport zof all levelslofygovernment. at the The vel system established for solid waste is more diffuse, relying on cities to control and regulate collection, counties to regulate or operate existing landfills, and the state to coordinate responsibilities and plan for future disposal needs. Both systems have been designed to foster and encourage or as much of as possibletandethen ito assures environmentally fsound disposal efor he waste the remaining waste. The system has not been entirely implemented as yet. The League does not perceive a need for major changes to existing legislation at the present time, but any future legislation that may be considered should enhance and not diminish the emphasis on these concerns: -25- LUEET-3. SOLID AND HAZARDOUS WASTE MANAGEMENT (B) (cont'd) 1. Effective Planning. To the greatest extent possible, all levels and unite of government and the private sectuf should be involved in all phases of planning and managing the solid and hazardous waste streams to assure a cost efficient and environmentally sound solid waste and hazardous waste disposal system. 2. Alternatives to Landfills. The League strongly endorses abatement, recycling and resource recovery activities and programs to reduce the need for the land disposal of waste. The goal should be to eliminate the land disposal of unprocessed solid waste, and to totally avoid the land disposal of hazardous waste. The League would support the prohibition of disposal of unprocessed solid waste in landfills provided that cost efficient alternatives are developed and funding is provided to cities to implement their responsibilities in a revised solid waste management system. A tax on solid waste deposited in landfills would be supported by the League if the funds derived from the tax would be used to establish a fund to pay for post closure costs of landfills and to finance recycling and abatement programs in the particular county where the tax is derived. In order to make local waste programs viable, a process for regulating the flow of solid waste must be available to provide a sufficient source of waste for any recovery program or facility. The League also supports the concept that producers of solid waste should pay the true and full costs of solid waste disposal and commends the legislature for its forward looking initiatives during the 1984 session in which a three tiered system of fees on land disposed solid waste was established with the intent of establishing a fee structure based on the type of waste disposed of in landfills. 3. Compensation and incentives for communities. Waste disposal facilities have many undesirable impacts on "host" communities and compensation for all direct and indirect costs incurred by the community should be provided. Direct costs include such things as fire protection, water and sewer services, buffer zone design and amenities, litter clean-up, while indirect costs include such items as road maintenance, monitoring costs, end use planning and city administrative costs associated with the facility. The current authority fol landfill host communities to impose a fee on waste deposited in the landfill should not be reduced. 4. Funding for Environmental, Personal and Property Damages. Recent studies have indicated that most, if not all, landfills eventually cause ground water contamination problems. It is largely undetermined at this point what the eventual impacts will be and in contemplation of this the League supports a surtax on solid waste going into landfills which will go into a fund dedicated to compensate persons or communities injured or damaged by adverse environmental incidents caused by landfill contamination, including real or personal property damage, personal injuries, clean-up activities, and alternative water supplies. 5. Clean-up of hazardous substance locations. The clean-up and decontamination of existing hazardcus waste sites should be expedited to prevent further damage to public health, water supplies, and environment. If a responsible party can be identified, that party should be liable for clean-up costs, costs for remedial action, and personal injury damages as defined in law. -26- t UEcT_3. SOLIQ t,.%D QP.Z ARCODS 6'ASTC "A1.ACC"C1:T (C) (ccr,t'd) If a responsible party cannot be identified, or responsibility is contested by the responsible party, then the clean-up should be financed by the state superfund and the legislature should- consider the creation of a victims compensation fund to pay for the personal injury damages suffered by individuals. LUEET-4. TRANSPORTATION (B) An efficient transportation system is a vital element in planning for the fiscal, economic and social development at state, regional, and local levels. Since the agricultural and recreational economy of the state and its cities are dependent upon highway transportation, it is necessary to determine the long-range highway needs to assure the vitality of the state's economy. Furthermore, environmental concerns and the need to conserve energy require that alternate modes of transportation be utilized in meeting the diverse needs which exist invarfous communities and regions of the state. In order to provide a more adequate state governmental structure and funding mechanism for transportation system planning and development, the League recommends that the following changes be made: 1. Turnbacks. The State Highway Study Commission has been studying the possibility of reclassifying many roadways in the state as to appropriate use classifications and jurisdiction. The increased cost for cities to assume responsibility for general maintenance and life cycle treatment far exceeds the current financial capacities of cities. For this reason, no wholesale program of highway turnbacks should be instituted at this time. Instead, existing mechanisms for the orderly turnback of roads should be fine tuned, including increasing the level of funding in the municipal turnback account, and prohibiting unilateral revocations or turnbacks by road authorities unless a hearing is held and the road is brought up to normal standards acceptable to the receiving jurisdiction before the revocation is effective. Other changes needed to facilitate turnbacks include: a) State aid rules should be changed to allow counties to upgrade county state aid highways using c.s.a.h. funds prior to turnback with city concurrence and without penalty as currently imposed by the rules; b) The League supports use of a portion of the highway motor vehicle excise tax to provide an adequate source for turnback funds, and; c) allowing cities to determine if a turnback road will be designated as a state aid road or local street and if the city chooses to designate the road as a state -aid road this designation should not affect the standard designation process so that developing cities will be able to continue to designate a percentage of new road growth as part of the state aid system. 0 -21- LUEET-4. TRANSPORTATION (B) (cont'd) 2. An adequate level of highway user funds should be ralntalned su GiaL highway maintenance and reconstruction may be continued, and adequate funds be available for the state -aid street program. The Legislature has recently taken appropriate steps in this direction by increasing license fees and the gasoline tax to maintain this fund. Efforts should be made to eliminate any inequities in the motor vehicle license fee schedules and other vehicle taxes. The League does not support establishing a system of direct appropriations to cities under 5,000. 3. The special state bonding program should be continued to provide funds for counties, towns and municipalities for the replacement or repair of bridges. 4. Funding for at least the existing level of operation for mass transit should be maintained by the state. Available funds should be used at the city's option for capital or operating expenses. 5. The legislature should continue the Minnesota Department of Transportation as the rideshare program coordinating agency and to provide adequate funding for its continuation. 6. The League supports the continued dedication of the sales tax on motor vehicle sales for transportation purposes, and advocates the prompt transfer of the motor vehicle excise tax into the highway user an transit assistance fund. 7. The possibility and feasibility of utilizing existing railroad trackage as oart of a fixed guide way and/or light rail mass transit system should be addressed. If existing railroad trackage/right-of-ways are petitioned for abandonment, these or portions thereof should be preserved by appropriate government agencies through alternate public use until rail systems once again become economically feasible or needed because of energy considerations. B. The legislature should restore the bikeway grants program in order to promote safety in a growing recreational activity. LUEET-5. ANNEXATION (B) The League supports legislation making it easier for cities to Public policies which encourage substantial development in non -urban areas and which extend public services beyond existing jurisdictions and service areas are wasteful and counter -productive. Cities offer a variety of lifestyles that conserve energy, and they are already centers of substantial public and private investment. Additionally, prime agricultural land is a major natural and economic resource and any state land use strategy must include as a major objective the preservation of prime agricultural land. The state should establish a policy encouraging the preservation of prime agricultural land which discourages the development of such land outside designated growth areas to be -28- LUEET-5. ANNEXATION (B) (cont'd) served by a city and encourages local governments to adopt aplcuiti,.al preservation policies and ordinances. Even if these steps are taken, a great deal of development will still occur in the fringe areas surrounding cities. The state statutes regulating annexation must be changed to make it easier for cities to annex this developed or developing land, in order to insure the integrity of our governmental systems. It is unfair to city residents to have individuals avoid paying their fair share for municipal services by living in the fringe area around a city. The League recommends amending the annexation and planning laws to provide for urban expansion districts which would be designated as exclusive urban growth zones. No urban development would be allowed outside these areas or outside existing cities. Upon development or the extension or urban services to these areas, annexation would occur upon passage of an ordinance of the city council. This method would provide a new, simple, and strdight-forward procedure for cities to plan and grow by annexation consistent with sound land use management goals and maintain the integrity of our governmental system which provides that urban areas should be governed by the city form of government and rural areas should be governed by the township form of government. LUEET-6. EMINENT DOMAIN LAN (B) that The League believes the entire eminent domain process should be critically reviewed and streamlined. This examination should include a reevaluation of the advisability of an alternative system of review, for example a professional referee, a hearing examiner, etc., using a professional referee in lieu of three commissioners to establish the value of the land; the public purposes for which the law may be used, including its use to encourage economic development; and the legality and feasibility of collecting property taxes on property for several years in instances where the award is substantially in excess of the market value of the property for tax purposes. LUEET-7. ADVERSE POSSESSION (B) it clear that no be • LUEET-8. PLANNING AND ZONING LAW CHANGES (B) The League supports legislation conforming the s use Dian with the statutory procedures for a Existing state law requires a simple majority vote of a city council to adopt or amend a comprehensive land use plan, but requires a supermajority (2/3) vote to amend a zoning ordinance. The differing voting requirements cause a problem because the law also requires the plan and implementing ordinances to be consistent with each other. Situations have arisen where a majority of the council votes to amend the city's comprehensive plan but there is not enough support to effectuate a zoning change. In order to facilitate the process and avoid possible legal challenges, the League proposes to amend the law to require a supermajority vote to amend a city's comprehensive plan. The preceding problem is one of many problem areas in our planning and zoning laws. Recent piecemeal amendments have compounded, not helped, the problem. Therefore, the League recommends that the Legislature create a task force to reform the state planning and zoning laws. The task force should be composed of representatives from cities and other local units of government. LUEET-9. ENERGY CONSERVATION AND PRODUCTION (C) The League supports legislation providing incentives for Overall energy conservation strategies involving the public, private, commercial, and industrial sectors are being developed by cities based on the rationale that conservation efforts achieve the greatest energy savings at the lowest cost. The League believes that a city's individual energy conservation strategy can be accomplished if the legislature permits or establishes some of the following measures: 1. Retrofit of Local Government Buildings. Local governments and school districts operate nearly 8,000 buildings in Minnesota. Possible energy savings in this sector range from 16-67 percent of current energy consumption by implementing operation maintenance changes and capital improvements programs. The League recommends support of the use of special levies to local governments for implementation of energy conservation measures, including building energy audits. This special levy could be designed to complement 1983 legislation authorizing 10-year installment payment contracts for capital equipment or services intended to improve the energy efficiency of municipally owned buildings. It would also supplement the existing special purpose capital expenditure levy law available now only to school districts. 2. District Heating. To promote statewide applications of district heating technology and to allow communities to make most efficient use of the State District Heating Bond Program, the League recommends the following; -30- LUE,ET-q. ENERGY CONSERVATION AND PRODUCTION (C) (cont'd) ' a. The legislature should provide additinoal funds or the ability to special levy for conducting district heating feasibility studies at the community level; b. The legislature should strongly encourage consideration of district heating potential in the power plant siting process. C. The legislature should continue to allow use of State District Heating Bond Program for renovation of existing district heating systems. d. Repayment of state bond issues would follow repayment of local obligations. 3. Low and Moderate Income Energy Assistance. Rising energy costs will continue to place a burden on the economic vitality of communities in Minnesota. The League recommends: a) continuation of the fuel assistance program for low-income house holds, with expanded services to train recipients in energy conservation practices and with a requirement of recipient participation in weatherization programs if the recipient is the owner; b) support for weatherization programs operated through cities, counties / and CAP agencies, and; c) continued support for the MHFA loan and grant program for home weatherization. 4. Conservation and Renewable Energy Financing. Declining federal support for implementing conservation and renewable resource projects will place a significant burden on local government attempts to maintain vital services to their residents and promote community development. The League recommends that cities be allowed to bond and to make a spacial levy for energy conservation and renewable resource projects. The legislature should also continue to encourage private sector conservation through tax credits and other incentives and should explore the possibility of expapdi.ng incentives for earth sheltered and underground development. 5. Local Regulatory Authority. Local governments are in the best position to assess local needs and regulate energy consumption within their communities. The League recommends giving any municipality the option to adopt and enforce an energy code that may be more stringent than the state building code for purposes of energy conservation. -31- u December 17, 1984 T0: LMC Member Cities FROM: Donald A. Slater, Executive Director RE: Development Strategies Proposed Policies The attached policies which have been adopted by Legislative Committee and are prioritized below. These policies as adopted will be brought to the general membership at the Legislative Conference on January 29, 1985. Number Policy Title Priority DS-1 Industrial Development Bonds A DS-2 Housing B DS-3 Municipal Service Districts B DS-4 Tax Increment Financing B DS-5 Port Authority B DS-6 Community Development Principles C DS-7 Tax -Exempt Status of Land Held by Cities for C Development DS-J Small Cities Community Block Grant Program C -33. DEVELOPMENT STRATEGIES PROPOSED POLICIES DS-1. INDUSTRIAL DEVELOPMENT BONDS (A) 1) A maximum of 2) The maintenance of local discretion and flexibility in IDB decisions. 3) The minimization of state control of local IDB decisions. IDBs allow cities to undertake a diverse range of activities to prevent economic deterioration, to attract new businesses and jobs, to retain existing businesses and jobs, and to maintain and strengthen the local tax base. The League strongly recommends that the IDB allocation system maintain separate allocations for entitlement and non -entitlement users. The League emphasizes that the critical function of any allocation system is the efficient and full utilization of Minnesota's IDB allocation. DS-2. HOUSING (B) Y•�'F•u.i.e• HRFA program funds should be targeted to cities in a manner consistent with local plans and programs. The HHFA should continue to improve its procedure whereby representatives of a diverse group of cities, chosen in consultation with the League, can participate in decision making as to MHFA priorities in targeting funds to cities. Cities recognize that incentives for the construction and rehabilitation of housing form a vital part of city redevelopment efforts and serve the housing needs of its citizens, especially those of low- and moderate -incomes. Because of the Federal Mortgage Subsidy Bond Tax Act of 1980, the ability of cities to conduct housing programs has been severely limited. Federal law placed an annual cap on the dollar volume of the single-family mortgage revenue bonds that may be used in Minnesota. -3A- DS-2. HOUSING (B) In 1981, 1982, 1983, and 1984 the legislature enacted several allocation plans which divide bonding authority between cities in the state. Because of 10 increased needs and abilities of cities to conduct local housing bond programs, the current allocation to cities in inadequate. In addition, the Leageu recommends that the competitive system administered by MHFA be changed as follows: 1) The procedures and deadlines for receiving an allocation should be better publicized to cities by publishing notice in the state register and other means. 2) 100 percent of the loans should be reserved for the first six months for families and individuals with incomes below 80 percent of the maximum family income. 3) Only projects which will receive municipal sewer and water services should be eligible for financing. 4) Cities which have not received an allocation in the past two years (with the exception of Minneapolis, St. Paul, and Duluth) or cities which have joint programs should receive preference. 5) If all factors are equal, and there are more programs than there are funds available, programs should be selected by lot. 6) The non -bond proceeds criteria should be eliminated because it encourages inappropriate "bidding wars" among cities and because it tends to favor new construction projects over existing housing and rehab projects. 7) The state law regarding the review of housing plans by RDCs or Metropolitan Council should be clarified to expedite the review process. 8) Tl:e League supports the continuation of state income tax exemption of interest or, mortgage revenue bonds. 9) MHFA should be required to reserve 100 percent of its bond program for six months for applicants below the 80 percent of the program income limits, and comply with other limits imposed on local programs. 10) MHFA should be required to submit its multi -family bonds issue to the city in which the development is located for review and approval. The MHFA project should be consistent with the city's multi -family bond policy and the project should be reviewed by the Metropolitan Council or by the city's regional development commission. DS-3. MUNICIPAL SERVICE DISTRICTS (B) The League supports legislation which would allow cities to create ipal service districts. Cities should be allowed to finance the types of vements listed in M.S. 429.021 (relating to the construction, replacement, aintenance of such thines as streets, sidewalks, cutters. storm and -35- DS-3. MUNICIPAL. SERVICE DISTRICTS (B) Recent court decisions concerning special assessments have made it more difficult for cities to use special assessments to finance public services and improvements. The Minnesota Supreme Court has interpreted the State Constitution to require not only that a special assessment project "specially benefit" affected parcels of property, but also that the city be able to prove that the market value of a property will increase in direct relation to the amount of the special assessment applied to that property. This interpretation has created particular problems for several important city functions. First, it is more difficult assess all (or even part) of a capital improvement project to repair or replace, as opposed to newly built improvements. This result hinders cities from meeting the widely recognized need for maintenance of the existing public infrastructure. Second, cities' ability to finance annual operating and maintenance costs of some services to property through the use of special service charges is either unclear or nonexistent under current law. The only current financing alternative to special assessments or service charges is the general property tax. But it may not be desirable to use the general property tax to finance some capital or operating expenses. For example, if a road is used aimost exclusively by people living in one corner of a city, it may be bad public policy to require the cost of replacing that road This city pto ber pertytrue rne in theall resthofprty theecityihashalready been assessedcforlsimilarif the improvements. Or, if the central business district or mall of a city benefits from more frequent snowplowing or street cleaning, better lighting, etc. it may not be good policy to have all the city taxpayers share in those expenses. DS-4. TAX INCREMENT FINANCING (B) a Tax increment financing has permitted many cities in various parts of the state to define and carry out rehabilitation, redevelopment, housing, and economic development projects on their own initiative. It represents the most feasible and effective legal strategy andwhich conomiccurrently nmentavailable to cities to preserve and improve their physical DS-5. PORT AUTHORITIES (B) The legislature should adopt A number of cities have benefitted from special acts of the legislature allowing them individually to create port authorities. These cities have benefitted from additional flexibility in the economic development field. These opportunities should be available to all cities rather than requiring individual acts of the legislature. -i6- DS-6. COMMUNITY DEVELOPMENT PRINCIPLES (C) The League supports legislation which continues state assistance to cities ok for community and economic development. The League encourages the legislature to appropriate funds for direct assistance to business for economic development. Ae a matter of principle, the state should not encourage the use of such direct assistance for the sole purpose of moving businesses from one Minnesota city to another. Technical assistance should be furnished by the appropriate state agencies to aid cities in promoting local development activities. Minnesota cities have traditionally been responsible for their own economic growth. During the 60's and 70's, cities promoted development through the use of industrial revenue bonds, tax increment financing, and housing (or mortgage revenue) bonds. Substantial federal grant programs supplemented local resources. The economic realities of the 1980's require even greeter efforts by cities in community and economic development. As federal assistance disappears, cities are forced to become more creative in the use and leveraging of available resources. In recent years, the state has assisted cities' development efforts through legislation and agency -administered programs, including Minnesota Main Street, Star Citles, Minnesota !lousing Finance Agency loan programs, and small business rehabilitation loan programs. State legislation must continue to provide maximum flexibility for cities to carry out community development activities. Additionally, the state must actively promote economic development through direct assistance to businesses and more extensive technical assistance to maximize cities' ability to leverage local, state, and federal resources. Any proposed community and economic development legislation should respond to the following concerns: 1) Protection of cities' ability to finance capital improvements. 2) Management of economic growth to maximize cities' existing capital. investment. 3) Revitalization of cities reversing the trend of dispersion of population and economic activity. 4) Recognition and allowance for the great differences between cities ri.garding their atages of growth and development, demographics, and types of economic activity within and adjacent to their borders. 5) The legislature should enable the Small Business Finance Agency to package projects which are approved by local city councils into larger industrial revenue bonds. DS-7. TAX-EXEMPT STATUS OF LAND HELD BY CITIES FOR DEVELOPMENT (C) Up until recently, almost all property owned by political subdivisions was granted tax-exempt statue. In 1979, the legislature changed the law to provide that op rt held by a olitical uhdivisi�� of the efle for later Sesgle for econollc sev9lopment put oses woul� be cone eyed ore -37- DS-7. TAX-EXEMPT STATUS OF LAND HELD BY CITIES FOR DEVELOPMENT (C) (cont'd) tax-exempt fur a maximum period of three yearn. In 1984, the legislature revised the statute, providing tax-exempt status ful a period of eight years in most situations and granting an exemption for an unlimited period of years if the property is held for housing programs or is classified as "blighted land" under state law. The 1984 law provides, however, that if the property is acquired for economic development purposes and building or other improvements are constructed after acquisition of the property, and if more than one-half of the floor space of the buildings or improvements which is available for lease to or use by a private individual, corporation, or other entity is leased to otherwise used by a private individual, corporation, or other entity the property will be considered taxable. The overall intent of the statute is designed to create an incentive for political subdivisions to engage in economic development activities as well as to promote moving the property back onto the tax rolls. Unfortunately, it does not fully recognize that the process of developing industrial and economic growth, rehabilitating, or building housing may extend over a long period of time. The unce•rtaincy caused by the vague provision on improvements and leasing of one-half of the property discourages cities from being active in establishing and maintaining local development corporations, from retaining as much control as possible over their economic development and planning process, and from being selective as to the type of development which may occur in the city. Cities have every incentive to get property back on the tax rolls as soon as possible. Therefore, the League recommends that the provision concerning one-half installation of improvements be deleted or at the very least clarified, and that the eight year limit on tax-exempt status be removed. DS-8. SMALL CITIES COMMUNITY BLACK GRANT PROGRAM (C) The Small Cities CDEC program should continue as a source of funding which encournges cities to "develop viable communities by providing decent housing and suitable living environment and expanding economic opportunities, principally for purposes of low- and moderate -income," in compliance with congressional intent. The state should maintain the CDBG program balance between cities' economic development needs and the needs of low- and moderate -income people. Cities should retain maximum flexibility in determining how to carry out CDBG program objectives. -38- December 11, 1984 T0: Legislative Committee FROM: Diane Loeffler, Legislative Representative RE: Adoption of Revenues Sources Proposed Policies The attached policies have been adopted by the Revenue Sources Committee and are prioritized below. These policies as adopted by the Legislative Committee will be brought to the general membership at the Legislative Conference on January 29, 1985. Number Policy Title Priority RS-1 Local Government Aid A RS-2 Property Tax Reform A RS-3 Levy Limits A RS-4 Municipal Bonds B RS-5 License Fees B RS-6 Special Assessments Financing B RS-7 Equipment Financing B RS-8 Malting Plants B RS-9 Railroad Taxation C RS-10 Tax -Exempt Property C RS-11 Assessment Equalization C RS-12 Local Option Taxing C -39- REVENUE SOURCES PROPOSED POLICIES RS-2. PROPERTY TAX REFORM (A) a statewlae 1 communities. of the Minnesota property tax the proposal has be F7il be phased in so that cities can 71 Cimntification and accountability are desirable goals that should be Many significant changes to the overall property tax eyatem are currently being considered. Because no upecific proposals had been put forward during the development of these policies the League has developed some general criteria to consider in evaluating any tax reform proposal. It is very important that any proposal be evaluated on the basis of its impact on individual communities. A proposal that appears balanced on a statewide basis can have a very diverse impact on individual cities. The disparity or difference in property tax burdens among taxpayers in neighboring tax jurisdictions should be kept within acceptable limits. Any imposed disparities could have a significant impact on the ability of cities to compete on a fair basis with each other for residents or economic development. Tax increment districts are dependent on the mill rate and assessment ratios of the current property tax system. The financial viability of those projects -41- RS-2. PROPERTY TAX REFORM (A) (cont'd) should not be jeopardized by state imposed changes in the tax structure. ' Likewise, enterprise zone businesses have been recruited based on a commitment that they would receive a preferential classification ratio in the calculation of their property tax obligations. These development districts should be protected from any negative consequences of tax reform. The tax increment financing plan in effect at the time that legislation is passed should be the basis for determining remedies. Any reduction or elimination of the state homestead credit program should not be implemented unless the freed state dollars are dedicated to property tax relief. Consideration is being given to reducing or removing the homestead credit in favor of greeter reliance on the circuit breaker. Implementation of such a system might jeopardize the ability of some homeowners to make their May property tax obligations or be able to afford higher escrow account payments on their mortgages. It is recommended that if such a system is implemented that homeowners apply for it early in the year and have it credited against their tax bill in both the May and October payments. Perhaps the application for circuit breaker could be sent out with the property tax statements. RS-3. ELIMINATION OF LEVY LIMITS (A) The League of Minnesota Cities recommends that the Minnesota Legislature10 re eal the lev limit lawa in M.S. 2,5.51, M.S. 275.11, M.S. 426.04, and M.S. 412.251. Cities in Minnesota must comply with multiple limits on their ability to levy taxes. These limits are confusing and complex to administer. All cities are subject to a per capita limit outlined in M.S. 275.11. Certain levies are allowed outside this levy limit but these special levies differ from those contained in the other limits. Statutory cities are further constrained by a millage limit on their general purposes levy found in M.S. 412.251. Special purpose levies are allowed outside of this levy limit. Home rule cities may have levy limits in their carter. Their charter limit may be affected by M.S. 426.04 if it is less than 13 1/3 mills. Iron Range home rule cities in which more than 25 percent of the assessed value consists of iron ore have special provisions in statute. The percentage limit in M.S. 275.51 is the one the majority of cities are most constrained by and the one most policy makers are familiar with. The 1983 legislature exempted all cities with less than 5,000 residents from this limitation. This was a positive step, since this levy limit law, with all its special levies and frequent changes and exemptions, required cities with relatively simple budgets and small staffs to engage in time-consuming, costly, and complex efforts to operate within the complexities of the law. The League feels that all cities should be trusted to responsibly use their taxing authority. The League continues to oppose levy limits because they apply is uniform state-wide restrictions to cities and are too inflexible. The current -42- RS-3. ELIMINATION OF LEVY LIMITS (A) (cont'd) laws do not recognize changing local conditions with respect to expenditure needs or revenue sources. For example, no allowance is made for cutbacks in federal revenue sharing or for chaugea L7 Lire method of financing some activities. The law does not make adequate allowance for the additional cost of municipal services due to an annexation or consolidation or for shifts of service or costs of services between governmental units. Given uncertainties in state and federal financial aids and the diverse problems and circumstances faced by cities throughout the state, uniform limits are impractical. Such laws are inconsistent with the principles of local self-government and accountability. RS-4. MUNICIPAL BONDS (B) Cities recommends that the erest rate limitations on The traditional way of financing most local public improvements and facilities has been and will likely continue to be through the issuance of bonds. If the needs for replacement, repair, or expansion of local capital improvements are to be met at a reasonable cost, a broad market for municipal bonds must be maintained at the most favorable interest rates possible. It is the League's position that artificial statutory bond interest ceilings do not have the effect of holding down interest rates, and may in fact add somewhat to the costs of bond issuance by the creation of additional legal and procedural requirements. Because interest rates in the bond market fluctuate in response to a combination of many economic forces, it is inappropriate to impose an interest ceiling upon local governments. Local officials must operate within the realities of the market and whether there is a statutory ceiling or not they have every incentive to keep issuance costs as low as possible. RS-5. LICENSE FEES (B) maximum fee With few exceptions, the statutes granting authority to issue licenses or permits do not specify maximum fees. Cities have the discretion to set fees, based on their own costs, needs, and standards. Case law provides ample limitations on cities' power to set license fees in that revenues produced must be related to the cost of issuing the license and regulating the licensed business. It is inappropriate for the Legislature to set maximum fees for off -sale liquor, on -sale wine, bottle club and Sunday liquor licenses. Cities have acted responsibly in using their discretion to set on -sale liquor license fees. It -43- RS-5. LICENSE FEES (R) makes no sense to grant that power and then to deny them the power to set off -sale liquor and on -sale wine license fees as well as Sunday liquor and bottle club fees. There is no evidence to show that litting the statutory cap would lead to unjustified fee increases. Some sort of reasonable increases in off -sale license fees could he expected in light of the fact that the statutory maximum fee hasn't been increased for over 30 years, RS-6. SPECIAL ASSESSMENT FINANCING (8) t charges on special assessments an interest rate that more full SS2ecial assessments financed by bonds. In 1982 the legislature changed the law governing the statutory interest ceiling for municipal bonds. The new law, which provides for a floating monthly maximum interest rate, creates a problem concerning the interest rate which a municipality may charge on special assessments. The interest rate which may be charged is determined according to the maximum rate allowed to be paid on municipal bonds for the month in which the resolution authorizing the special assessment is adopted. If a city sells the assessment bonds in a later month, the interest rate payable on the bonds may be greater than that allowed to be charged for the special assessment. The city is left having to absorb extra costs. The League recommends that the law be changed to ensure that a city may charge an interest rate on special assessments at least one percentage point higher than the rate payable on the bonds which finance the assessment. Special assessments financed internally by a city.. M.S. 429.061, subd. 2, restricts to I. percent the interest rate a city may charge on internally financed special assessments. The League recommends that the allowable interest rate be increased to more accurately reflect the cost to the city of internally financing assessments. M.S. 412.32 should be amended so that all Minnesota cities are issue .five-year equipment certificates' in an amount not to exceed of the cit s assessed valuation in anv eiveu veer. No reverse ref Statutory cities in Minnesota have the power to issue certificates of indebtedness, payable in not more than five years, to purchase fire, police, ambulance, street construction, or maintenance equipment. (M.S. 412.301.) If the amount of the certificates exceeds one percent of the city's assessed valuation, a reverse referendum provision applies. In 1983, the Legislature granted similar financing powers to Minnesota's home rule charter cities (M.S. 412.32), without any reverse referendum provision. However, the total principal amount of the certificates (or "capital notes") issued in a fiscal year is limited to no more than one -tenth of one percent of the city's assessed value that year. In many cities, this limit is prohibitively low, and effectively prevents the city from making use of the authority granted in this statute. -44- RS-8. MALTING STRUCTURES (8) The Leaeue recommends that the as as real property subject to Recently a Minnnesota Tax Court decision declared that portions of the structures used in the process of converting grain into malt were attached machinery and therefore exempt from reel property taxation. The impact of this decision on property taxes in certain areas with a concentration of malting operations is significant. There is concern that based on this precedent, the courts could extend the exemption to any structure specifically designed for warehousing certain goods or commodities such as grain elevators. The legislature has specifically designated electric generating plants and equipment as real property subject to property taxes so there is precedent for this type of designation. RS-9. RAILROAD TAXATION (C) A new formula should be The existing system for taxation of railroad operating property is not consistent with the taxation of other commercial and industrial properties. The present formula values railroad operating property at about 20% of the value which would be determined by a local assessor using generally accepted assessing principles, The League recommends that a new system of property taxation be established which enable railroads operating in Minnesota to be taxed consistent with the taxation of other commercial and industrial properties. This system should contain the following features: A new formula should be developed for the valuation of railroad operating property for property cax purposes. The new formula should contain two equal factors. One of these factors should be 50 percent of an amount based upon: the average value of all of the taxable land in the city or county times the area of the railroad operating land plus the value of railroad operating structures as determined by the local assessor. The other factor would be an amount based on either the stock and debt of the railroad or the capitalization of earnings approach. "Operating land" is defined to mean any land which underlies the operating structures defined below and rights -of -ways adjacent thereto and which is necessary to the integral performance of railroad transportation services. "Operating structures" is defined to mean all structures owned or used by a railroad company in the performance of railroad transportation services including without limitation, franchises, bridges, trestles, tracks, shops, docks, wharves, buildings, and other related structures. All operating structures except railroad bridges, trestles, tracks, docks and wharves, should be taxable. The present system for valuing and taxing non -operating property should not be changed. -45- RS-10. TAX-EXEMPT PROPERTY (C) One of the glaring inequities in the Minnesota tax system involves local services that are provided free to tax-exempt property owned or used by the state, counties, school districts, regional governmental bodies, and by certain non -governmental organizations. It is widely acknowledged that such property benefits directly from governmental services such as police and fire protection and street services provided by cities. Since there is no legal basis, however, for claiming reimbursement for the costs of such service, they are borne by the local taxpayers. Furthermore, such property is concentrated in certain cities, resulting in a heavy cost burden upon those cities. RS-I1. ASSESSMENT EQUALIZATION (C) The League favors improved property assessment practices for numerous reasons. First, county, school and special district levies overlap various city taxing jurisdictions. if the sales ratio of one city is lower than that of another city in the same county, the residents of the high -sales ratio city bear an unfair additional tax burden. Second, various state formulas consider property tax base valuation in distributing aid. Although sales ratios are used as an equalizing factor, sales ratios themselves are often flawed or inaccurate because of the difficulty of computing ratios. The recently adopted adjustments to reflect the effect of seller financing were a significant improvement but problems still remain. There may not be enough sales in a given class of property in an area to accurately determine a sales ratio. Also cities with diverse or unique properties have a much more difficult time assigning market values than more homogenous communities. :t is important to recognize that statistics such as sales ratios and coefficients of dispersion kwhich are caiculated from sales ratios) are at best general indicators. They are tools for helping, assessors and for insuring as equitable as possible distribution of state aids. However, they should not be used as precise measurements for additional penalties or bonuses of state aid funds once the distribution has been calculated. Coefficient of Dispersion Penalty For the past several years the deadline for the effective date of the statutory coefficient of dispersion penalty has been extended due to major problems in administering the law fairly. If the Legislature determines a need exists, the Commissioner of Revenue should be required to order a 1 reassessment of an area by an independent appraiser if indicators fall significantly below acceptable national standards. The costs of such reassessment should be borne by the responsible assessing jurisdiction. -46- RS-11. ASSESSMENT EQUALIZATION (C) ^, Sales Ratio Equalization The Legislature should require that all cities have at least a 90% sales ratio. The soles ratio somple should be conducted or audited by the stetc Department of Revenue, the Commissioner of which would be required to make aggregate increases in those cities below 90%. All costa incurred by the Commissioner shall be paid by the assessing jurisdiction. The sales ratio sample should be for a 12-month period, beginning no more than 1E months before the assessment date. RS-12. LOCAL OPTION TAXES (C) Local option taxes such as city or region imposed sales or income taxes should be considered only to replace any loes in state shared revenues. They should not replace the traditional revenues of cities. Sales and income taxes are much more volatile in that they more directly reflect national economic trends. Few cities have the capacity to accurately predict changes in their economy and thus financial planning for these revenues would be difficult. -41- December 17, 1984 TOs LMC Member Cities a FROM: Ann Higgins, Staff Associate RR: Federal Legislation Proposed Policies The attached policies have been adopted by the Legislative Committee and are listed below. These policies as adopted will be brought to the general membership at the Legislative Conference on January 29, 1985. Number Policy Title F1: 1 General Revenue Sharing FL-2 Municipal Bonds FL-3 Industrial Development Bonds FL-4 Wastewater Treatment FL-5 Lead -Contaminated Soil FL-6 Job Training Partnership Act FL-7 Infrastructure -49- r- FEDERAL LEGISLATION PROPOSED POLICIES FL -I, GENERAL REVENUE SHARING Congress and the administration should resist the temptation to use GRS as a lever to obtain other governmental reforms at the local level. Revenue sharing should be a flexible, decentralized program free of bureaucratic entanglements. The League is not encouraged by the direction thus far of the U.S. Treasury's study of the program, which, to date, has focused on the cost to the Treasury of deductibility of state and local taxes.The League opposes any effort to further restrict or eliminate tax- exempt bonding authority for cities or the removal of deductibility of state and local taxes on federal income tax returns in order to obtain continued adequate levels of funding for General Revenue Sharing for cities. Neither does the League favor the creation of a Taxable Bond Option as a substitute for the continued authority of cities to use tax-exempt municipal bonds. The League understands that the federal government is considering budget revisions that cut programs of interest to cities. The League is quite clear, however, that the General Revenue Sharing Program is of vital importance to all Minnesota cities. These cities utilize GRS to account for a significant portion of their budgets. Since, in most instances, those funds are a part of the city's operating budget, reductions in GRS leave cities no choice but to raise taxes or reduce city services and personnel. Neither alternative is an acceptable method of dealing with the increasing needs of city residents for those services given the loss of other urban assistance programs. FL-2. MUNICIPAL BONDS The exemption from federal income taxes of the interest on municipal bonds has been and continues to be the key factor in maintaining a healthy market for municipal bonds. This tax-exempt status of state and local issues not only maintains a separate market for them but also recognizes the right of state and local government to independently manage their fiscal affairs. In recent years, however, some have become concerned that the traditional market for state and local bonds will not be able to satisfy the rapidly growing need for capital for public purposes. Concerns have also been raised about existing methods of tax -50- FL-2. MUNICIPAL BONDS I avoidance, including tax-exempt interest on state and local bonds. These two concerns have resulted in several bills in Congress to make interest on state and local bonds taxable. A convincing case has not been made for such a radical change which could damage the independence and viability of state and local government. FL-3. INDUSTRIAL DEVELOPMENT BONDS The League continues to oppose federal efforts restricting local authority to issue IDBs through the imposition of state -by -state per capita volume limits. The League also urges Congress to remove the December 31, 1986 sunset on the current authority of cities to issue small issue IDBs. Industrial development bonds are useful tools which allow cities to take an active role in fostering a diverse range of economic development or redevelopment projects. They are also the primary means by which cities can provide employment opportunities within the city. Due to federal program cutbacks, the need for locally controlled development tools is greater than ever before. The League does not find evidence sufficient to conclude that the volume of tax-exempt debt is a significant factor in determining interest rates on general obligation bonds. Many factors may reduce the demand for bonds and force interest rates to rise. To attribute high municipal bond rates to the availability of small issue industrial development bonds ignores the complexity and volatility of the present economy. Furthermore, large isane IDBs take up a much larger percentage of the tax-exempt market than do small issues. The League recommends, however, that any issuer be required to adopt and follow local guidelines ensuring that the projects be part of an overall economic and physical development plan for the city. FL-4. Wastewater Treatment (A) Funding for the program should be substantially increased to ensure that cities will be able to continue their pollution abatement efforts on an uninterrupted basis. The League opposes any reduction in federal funding of these programs. -51- FL-4. WASTEWATER TREATMENT (cunt'd) The League supports the creation of a federal loan program to assist in the financing of wastewater treatment projects, but only as a supplement to the existing grant program and not as a replacement program. Federal grants should be made to the states through water quality block grants, with the focus on achieving significant improvement of water quality. Oversight by EPA should be restricted to general oversight of grant administration by the State agencies responsible, such as the Minnesota Pollution Control Agency. A great deal of the costs of construction is directly attributable to delays in processing the grants and reviewing the projects. There is little doubt that the administrative costs could be reduced significantly by employing block grant deliveries to the states. Clean water is important to the economic and social well-being of not only the State of Minnesota, but the nation as a whole. The League supports the federal government's recognition of water quality as a national problem and feels the establishment of national water quality standards is appropriate, providing that the federal government assists in funding necessary programs. Assistance from the federal government is necessary if there is to be any hope of meeting the 1988 target date for effluent standards. If federal funds are not available to support the requirements and objective of the Act, timetables for meeting these requirements should be postponed or the requirements reduced. The League suggests that the Environmental Protection Agency's compliance policy should be modified so that municipal wastewater treatment compliance plans can be structured to achieve the level of compliance that is consistent with federal financial assistance. Additionally, the League recommends that wastewater treatment programs be modified to provide financing to upgrade alternative environmentally sound systems of on -site or community disposal of domestic and commercial waste in cities. The existing system has tended to rely too heavily on single solution approaches which may not be rppropriate or economically feasible in small communities. As a result, small cities have been required to install very costly central collection and treatment systems without regard to cost/benefit considerations or their ability to finance the continuing operation of such systems. Similarly, larger cities have been discouraged from using alternative strategies where they might be appropriate. FL-5. LEAD -CONTAMINATED SOIL The League of Minnesota Cities urges Congress to take action to as weir as Seat Cities are pre-empted by the federal government from taking action to protect residents from automotive lead emissions since regulation of air quality -52- FL-5. LEAD -CONTAMINATED SOIL (cont'd) standards is a matter of federal Jurisdiction. It is necessary for Congress and regula public health created by the continued presence of federal agencies and departments directly involved with air quality presence on to recognize the threat to I ination in inner city soil, resulting in large measure high levels of lead contam from combustion of leaded gasoline. Le pain[Whilethereeare standards for permissabthe int ofvlead consideredels of lead in asafewwhenp and , none now for nated to now on odegree that i[Much wouldfconstituteia hazardous wastes ifsfound cintanisuch the soil industrial a oft leadedngasoline, it isombustion nincumbent onctheffederalagovernment to takeure is the cimmediate action to end the addition of new lead contamination in our cities. m__, a Partnership Act Improvements are also needed inboth cpublic esnwerelmade tax deductible when programs. If training costs for private made available to disadvantaged youth who lack work experii0c�amsdcouldbasic be educational skills, private sector participation in suchprograms as supplementary expanded and sustained. The League supports ssuchia Program. to the continuation of the Job Training FL•-7. Infrastructure ( ) s to the � p public The federal government should recnity ognize the importance ortance of local facilities and ilfassistancePisoinadequateeconomic ato meetuexistingeandmfuturoCurrent infrastructure needs. Funding for existing infrastructure -related grant programs, such as the federal aid highway, transit, and wastewater treatment programs, should be increased, and a multi -year loan program should be created to supplement federal grants. Making both grants and loans available would provide cities more flexibility in structuring their local construction financing programs. TO: Mayor 6 City Council FROM: Finance Director -Treasurer Brayer DATE: December 20, 1984 RE: PURCHASE OF PERSONAL COMPUTER The 1985 Budget contains an appropriation of $20,000 for a Finance Department computer system and software. Originally this appropriation was proposed to fund the purchase of a computer system which would handle accounting and financial reporting, utility billing, and payroll. During the budget process it was determined that other departments could benefit from computerization and that some of the monies budgeted should be used to hire a consultant to assist in determining the City's needs relative to computerization and also to assist' in finding a computer system that would meet those needs. I believe that that approach will best serve the City's interests in the long run and ultimately result in a more efficient operation. The Finance Department, however, has data processing needs which should be met now. I propose that a personal computer be purchased for the Finance Department. The City has contracted with a privately owned computer service bureau for processing of City payroll for the past six years. City Accountant, Mary Tatarek, and I were satisfied with this service until about a year ago. The firm we originally contracted with has been purchased and sold three times in the last two years. The latest owner scrapped the payroll program we were on and has forced us to use another program. That payroll program is lousy. It was not specifically designed for cities as the previous one was and does not meet our needs. Additionally in the past six months we have not had a payroll that did not contain processing errors. If we had a personal computer, payroll could be done in house on a system which has been designed specifically for cities. Presently the Phillips Micom Word Processor is used extensively by City staff. Finance Department personnel use it for data entry and transmission of data to the Ramsey County computer for production of utility billings and payments, accounts payable checks and financial reporting. The secretaries use it for the Council packets, memoranda, and correspondence. As a consequence of this extensive use the Finance Department has had a limited opportunity to use it for budget preparation and electronic spreadsheet applications. Purchase of a personal computer along with electronic spread software would allow the department to become more efficient in budget preparation as well as in the preparation of audit workpapers and schedules. December 7, 1984 Page 2 A possible future use of a personal computer would be its use as a terminal for data entry to the Ramsey County computer or to an in-house computer system should the City acquire one in future years. I have discussed the possibility of the use of a personal computer as a terminal for data entry to the Ramsey County computer with Ramsey County Department of Data Processing personnel. I have been advised that such a use is feasible and practical at this time. A modem and a terminal software package would have to be acquired at an estimated cost of $500.00 in order to communicate with the County's computer. Use of a personal computer for this purpose would allow clerical staff greater access to the present word processors. Should an in-house computer system be purchased in the future a personal computer could serve as a terminal for the majority of computer systems presently on the market today. Many cities that have recently acquired in-house systems have had several personal computers as part of their total system. Another future use of a personal computer would be use in elections counting center operations. Staff has been approached by a vendor who is marketing a system that utilizes a high speed card reader attached to a personal computer (IBM XT) to count and tabulate the ballot cards we presently use with our equipment. Staff is in the process of obtaining a proposal from the vendor. Preliminary indications are that the card reader and software for such a system would cost approximately $4,000.00. The City will be receiving a demonstration of this equipment in March. I have obtained proposals from Computoservice, Inc. and Teleterminals, Inc. for an IBM XT Personal Computer. The proposal from Computo Service is $5,879.00 and the proposal from Teleterminal's is $4,390.75. Teleterminal's price is lower because they were awarded a contract by the State of Minnesota to provide IBM equipment to State departments and agencies. The City is eligible to buy equipment under that contract under terms of a cooperative purchasing agreement with the State. I have received quotations for a payroll system of $1,500 from Computo Service and $1,550 from Teleterminals. I have been given a demonstration of the Computo Service system and believe it well suited to our needs. I have not seen the system offered by Teleterminals, however, I understand it is presently being used successfully in several Minnesota cities. 0 An Electronic spread sheet software program should be purchased for use in preparing budgets and audit worksheets. Lotus 1,20 is the best spreadsheet program currently on the market. It sells for $375.00. 0 I December 7, 1984 Page 3 A desk and printer stand similar to the one used for the Micom should be purchased. That will enable the computer to be set up as a work station so it may be used by all Finance Depart- ment personnel. The cost of the desk and printer stand is approximately $500.00. I am proposing a personal computer be purchased for the Finance Department for several reasons: 1) to be used for payroll preparation 2) to be used in budget preparation 3) to be used in preparing audit workpapers 4) to allow the secretaries more time on the word processor 5) a possible future use would be data entry and com- munication with the Ramsey County computer or an in-house computer. Costs of a personal computer system are as follows: IBM XT Personal Computer $4,391 Payroll Program 1,550 Lotus 1, 2, 3 (electronic spreadsheet) 550 Work Station 375 500 $6,8 66 The purchase could be financed from the following accounts: 100-150-4703 Finance, Equipment $3,000 100-140-4703 Elections, Equipment 1,000 700-120-4703 Water Fund, Equipment �633 730-120-4703 Sewer Fund, Equipment 633 100-150-4303 Finance, Professional Services 1,550 The costs of the payroll software ($1,550) could be charged to the professional services account of the Finance Department without affecting the budget. Costs of payroll preparation by our serice bureau amount to approximately $1,500 on an annual basis and would not be expended if the City had its own payroll system. A balance of $5,266 remains to be financed. Those costs could be divided between Finance, Water, Sewer and Elections as all Of those departments would utilize this equipment. Finance would use it for payroll, budget preparation, a terminal for data entry, audit worksheets, and then financial analysis. December 7, 1984 Page 4 The Water and Sewer Funds would utilize the equipment in the same manner as the Finance Department. As mentioned previously with the addition of a high speed card reader and softward the equipment could be utilized to count ballots at elections. Should purchase of this equipment be financed in the manner outlined above a balance of $17,000 would be available for the hiring of a consultant to assist the City in analyzing its data processing needs and finding a system that will meet those needs. Public Works Director Thatcher and I have been interviewing consultants and we believe that the City will be able to contract with a consultant and remain within budget. RECOMMENDATION: Authorize the purchase of a personal computer and software at a cost of $6,816 from the 1985 Finance, Water, Sewer and Elections Budgets. DB/ds 7cIL-Tr,.,.,; gals Don Brager November 28, 1964 Pap Two CITI Of M"IDS TIN IBM IT j29642.50 Memory Upansion to 256 140.00 Memory Upanaion to 512 350.00 IBM Now Display 192.50 IBM Monitor adapter 175.00 Oki -Micro 93 630.00 Printer Cable 30.00 DOS 2.1 45.50 gypping and Installation 185.25 apayroll 1,550.00 SISUN TOTIL $59940.T5 Payroll includes one 8-hour day of on -site operator training. u J Tp�oJ� 5194O,7J 1 , 550, emu �t,390,15 -r��lo✓t,�� I(T) �undfm5alctnce- P.O. Box 1987 • Ann Arbor, MI 48106 • (313) 662.1303 FundBalance Payroll/Personnel offers a comprehensive and flexible automated system. FundBalance Payroll meets all standard stale and federal requirements. In addition, per- sonnel files are maintained for your record -keeping. Fund - Balance Payroll automatically creates the payroll dislribu- lion journal entries to the General Ledger to provide full integration with the FundBalance Financiai Accounting System. PAYROLL CYCLE Offers choice of weekly, biweekly, sembmonlhly, monthly, and quarterly pay periods. Several types may by used simultaneously and checks issued separately or at the same time. a Designed for timesaving Payroll by Exception. Time or pay can be set for standard distribution to one or more accounts. Only exceptions need be entered. o Distributes labor automatically per account number * Produces time sheets, payroll register, paychecks, fund transfer report INCOME TAXES e Permits qualified employees to lake Earned Income Credits s Gives the user control over income tax withholding rates, withholding allowance per dependent + Offers the user ability to indicate extra tax withholding amounts • Allows different number of exemptions for state and federal taxes • Handles city income tax withholding SPECIAL FEATURES • Permits up to two deferred compensation plans • Bases retirement deductions on gross earnings 9 Calculates state and federal taxes on gross pay less the deterred compensation amount *Earmarks retirement withheld as exempt from federal taxes, if desired PayrglllPereonnel • Accommodates more than one retirement plan 9 Issues separate checks for special pays such as longevity pay, holiday pay, and cost of living, if desired. Tax exempt amounts (such as travel expenses) can be added to net pay. a Maintains year-to-date retirement information concern- ing withholding and employer's contribution PERSONNEL PROCESSING a Accrues leave hours automatically Produces many reports such as employee list by ID number, alphabetical employee listing, complete employee information, etc. Collects benefits information, such as retirement contribu- tions and percentages paid by employer and employee MAJOR PAYROLL REPORTS Employee master file Trial Balance report Precalculated time sheets Employer's cost report Payroll register Deduction Reports: Paychecks Union dues Check register Credit union Annual FICA report United fund W-2's, 941's, 1099's Deferred compensation O-T-D Report Savings bond IBM SYSTEM CONFIGURATION ALTERNATIVES (Monochrome Monitors) ALTERNATIVE /1 - IEM XT 10 MB DISK 1 IBM PC XT with 256K $4,395.00 XT with 256K of RAM on board 10 mg hard disk and 360K floppy 8 expansion slots with serial card 83 key keyboard Available in mid -July IBM Monochrome Display 275.00 80 x 25 green screen Very high resolution character set No graphics Original IBM equipment IEM Mono Display/Printer Adapter 250.00 Printer port included on board No graphics Attaches monochrome monitor to PC Original IBM equipment 1 IBM Parallel Printer (able 45.00 Interfaces printer port in your computer to your printer 6 feet long Original IPM equipment EPSON FX-100 Printer 849.00 100 CPS printer Attaches to standard printer port 132 character carriage Tractor and friction feed 1 year warranty IHi PC DOS 2.10 65.00 IBM's implementation of Microsoft's standard disk operating system Includes the DOS, Linker, Debug, Line Editor, Basic 6 Basics for graphics. Autoboot L batch files PACKAGE PRICE $5079.00 MEMO TO: MAYOR AND CITY COUNC L FROM: CLERK-ADMTNTSTRATO DATE: JANUARY 31 1985 ` SUBJECT: ON STREET PARKING STUDY Pursuant to a recent request of City Councilmember Blanchard, Staff is undertaking an evaluation of the on street parking problems currently being experienced within the City of Mounds view. Police Chief Ramacher, Director of Public Works/Community Development Thatcher and myself are overseeing the study with the Police Department providing an evaluation of where current problems exist which will evaluate all aspects of on street parking including signage and other factors. The Public Works Department will be contacting the County to determine what types of snowplowing problems they are experiencing which are caused by on street parking and jointly the two departments will be evaluating the success of our intensified snowbird enforcement. _ As part of our discussions regarding on street parking problems we attempted to identify where current problems exist and define what are on street parking problems for the City of Mounds View, In that vein, we have determined that the following problems exist: 1) Snowbirds 2) Traffic obstructions which normally occur on narrow streets and at isolated times. 3) The provision of inadequate off street parking facilities at older multi -family apartment buildings. 4) The Edgewood Community Center, particularly during special events which we feel is not necessarily due to the lack of off street parking but more to the location of she lots and the inadequate identification of the parking lots. We also felt that it would be helpful to the City in under- taking this evaluation to receive some public input into the problem. Therefore, we would suggest that the Council hold an informational meeting to receive public input on parking problems which will hopefully assist us in developing a solution to the identified problems. We would suggest that such hearing be held at the earliest possible date in order to avoid any delays in the finalization of our study and to take advantage of the fact that people seem to experience more problems with on street parking during the winter than during the summer months. MAYOR AND COUNCIL JANUARY ?, 1985 PAGE TWO 1W should you feel that an informational meeting is appropriate, Staff would feel that such a meeting could be scheduled for the first Council Meeting in February, February 11, 1985. DFP/mjs 10 10 1111'1 t I MEMO TO: MAYOR AND CITY COUNCIL FROM: CLERK-ADMINISTRATO DATE: DECEMBER 4, 1984 SUBJECT: JOINT POWERS AGREEMENT BETWEEN THE CITIES OF MOUNDS VIEW Attached is a copy of the Joint Powers Agreement between the Cities of Mounds View and Blaine for the joint employment of an Energy Coordinator.. This agreement has been approved and entered into by the City of Blaine and requires the approval of the Mounds View City Council. RECOMMENDATION: Staff recommends Council approve the Joint Powers Agreement between the Cities of Mounds View and Blaine and authorize the Mayor and Clerk -Administrator to enter into said agreement. DFP/mjs Attachment: 9150 CENTRAL AVENUE NE . 6LAINE. MiNNES0I A C5434.16121 764 670011 November 27, 1984 Mr. Donald F. Pauley Clerk -Administrator City of Mounds View 2401 Hwy. 10 Mounds View, MN 55112 Dear Don: Enclosed are the signed copies of the Joint Powers Agreement between the Cities of Mounds View and Blaine relating to the joint employment of an Energy Coordinator. After you have completed execution of the agreements, please return one copy to me. Thank you for having these prepared. If you have any questions, please call me. Sincerely, ',1 Richard P. Johnson City Manager RPJ:gh Encls. J JOINT POWERS AGREEMENT BETWEEN THE CITIES ! '•. OF MOUNDS VIEW AND BLAINE PURPOSE WHEREAS, the Cities of Mounds View and Blaine are individually participating in the State of Minnesota's Energy Awareness and Conservation Program; and WHEREAS, during the past six months the Cities of Mounds View and Blaine have jointly employed an Energy Coordinator through the MEED Program; and WHEREAS, the Cities of Mounds View and Blaine have individually been awarded community energy council grants from the State of Minnesota which provide for the continued joint employment of an Energy Coordinator. NOW, THEREFORE, it is agreed between the Cities as follows: 1. Employing Municipality The City of Mounds View hereby agrees to be the ( employing municipality for the Energy Coordinator. The City of Mounds View should be accountable for the receipt of 50% of the Energy Coordinator's labor costs paid by the City of Blaine. No property shall be acquired as a result of this agreement. 2. Energy Coordinator Duties And Accountability The exact duties of the Energy Coordinator are fully defined in a separate job description attached to and made a part hereof. The Energy Coordinator shall be responsible to and work under the direction of the Clerk -Administrator of Mounds View and City Manager of Blaine. 3. Time Allocati The Energy Coordinator's tima will be allocated at the rate of 50% in Mounds View and 50% in Blaine. 4. Allocation of Costs The City of Mounds View shall invoice the City of Blaine quarterly for the amount due and payable by the City of Blaine for services rendered by the Energy Coordinator during the billing period. Said invoices shall reflect 50% of the Energy Coordinator's salary and benefits for that given time period. City of Mounds View shall consult with the City of Blaine at least 60 days in advance of any proposed annual salary or benefit change. Benefits shall be the same as those normally accorded to a Mounds View City employee. 5. Administration and Clerical Support Each city shall be responsible for its own clerical and administrative work relating to its respective energy conservation program. This includes the filing of any reports with the Minnesota Department of Energy and Economic Developments and grant forms. 6. Miscellaneous Expenses, Licensinc,and Certification All licensing# certifications, and related miscellaneous expenses having common need or interest between the two cities shall be paid by each city at the aforementioned rate of 501, for each city. 7. Indemnification The City of Mounds View hereby agrees to indemnify and hold harmless and defend the City of Blaine, its agents and employees, against any and all claims for damages, of whatever nature, arising from or in consequence of the duties it has assumed hereunder, except for vehicles owned by the City of Blaine. 8. Annual Review This agreement shall be reviewed and evaluated ' annually. 9. Authority Each party executes this agreement pursuant to the authority of their respective governing bodies. 10. Duration and Term This agreement shall remain in effect through the year 1985 and thereafter unless terminated by either party subject to 90 days o;ritten notice. 4ntered into this day of , 1.984. CITY OF MOUNDS VIEW Mayor Clerk -Administrator Qh-1, / ? MEMO TO: MAYOR AND CITY COUNCI A_ FROM: CLERK-ADMINISTRATO DATES DECEMBER 17, 1984 SUBJECT: MICROFILMING OF CITY RECORDS Attached please find a copy of the formal proposals we have received from the State of Minnesota, Department of Administration Micrographics Services Unit regarding the microfilming of City records. As you may recall, this project is a three year program which was approved by the City Council and funded for the first year in the 1985 budget. The records included in these proposals are those which were determined to be of the highest priority for filming due to a current condition of the records, the amount of handling occuring due to the need for constant reference to the records, and/or the need for their permanent retention. The formal proposals from the State are within the dollar amounts previously estimated to us therefore, Staff would recommend Council approval of these proposals. RECOMMENDATION: Authorize Clerk -Administrator Pauley to enter into the proposals for the microfilming of City records from the State of Minnesota dated November 30, 1984. DFP/mjs Attachment: VOW STATE OF MINNESOTA DEPARTMENT OF ADMINISTRATION SAINT PAUL eivuiwi or .aono. Y.xA4[wMT 296-9708 November 30, 1984 Mr. Donald Pauley Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, Minnesota 55112 Dear Mr. Pauley: Enclosed are the proposals for the eight microfilm projects we have been discussing. These projects include the City Council Minutes, Ordinances, Resolutions, Public Agenda Books, Closed Development Agreements, Zoning/Planning Files, As -Built Engineering Plans, and the Location Book of Hydrants. For all of the projects, at least one copy of the microfilm has been included in the cost estimates. This copy would be the City, of Mounds view's working copy. The original microfilm would remain at the Records Management Division as the security copy. This pro- cedure will help protect your City from the loss of this informa- tion due to some possible disaster. Computer Assisted Retrieval (CAR) could be cost effective if all microfilming is done. In order for the Car System to work well, coordination between our offices is essential during the filming process. Especially important is our knowledge of your retrieval method and how you are going to index the files. This is to assure we place the proper size blips next to the images so that your re- trieval device will properly go to the document you are interested in. Each of the cost estimates is based on the City of Mounds View pro- viding the delivery and pick-up of the projects. If this is not acceptable, please contact me and other arrangements can be made. I look forward to working with you to save the City of Mounds View space and time with your records. Sincerely, .lam'" )(Nnwv/ Dan Sunder, Operations supervisor Micrographic services Unit Enclosures 1A IF 0 AN EQUAL OPPORTUNITY EMPLOYER O® MICROGRAPHIC SERVICES UNIT RECORDS MANAGEMENT DIVISION DEPARTMENT OF ADMINISTRATION City of Mounds View Administration Minutes Microfilm Proposal PROPOSAL NOVEMBER 30, 1984 JOB #130 This proposal is to microfilm the City of Mounds View, Administra- tive Division's minutes for the Council, special boards, committees, and commissioners. The minutes are permanent records and are main- tained in 3-ring binders, for a total of 5 boxes or about 12,500 two-sided documents, or 25,000 images. The documents are in comparatively good condition. However, some documents may be of poor quality. OUTPUT Documents will be microfilmed on a planetary camera at a reduction of 29x. Approximately 2,500 images per roll of film will be filmed. The resulting rolls of film will have series of blips recorded under the images which allow the use of a computer -assisted retrieval (CAR) system or a less costly roll film viewer, if desired. The City of Mounds View must let Micrographics know how the files will be re- trieved and how the index will be set up so that the proper size blip is placed next to the appropriate doc,iment. DOCUMENT PREPARATION The agency is responsible for all document preparation. When the documents are delivered to Micrographics, they should be "camera ready." This means that the documents must be in the order that they are to be filmed, that all unnecessary rubber bands, paper clips and staples are removed, that all documents are in a flat and unfolded condition as much as possible, and all documents are removed from 3-ring binders and placed in front of binders. All pickups and deliveries will be provided by 'User unless other arrangements are made. EQUIPMENT REQUIREMENTS The agency needs a roll film viewer, preferably one that reads both small blips and a combination of small and medium blips. Micro- graphics will assist the agency in selection of this equipment if requested. Computer -assisted retrieval could be cost effective if all eleven record series that would be filmied on roll microfilm are completed. Equipment selection will partially determine how each job is to be filmed or blipped. DOCUMENT DISPOSAL The agency is responsible for destruction of the original documents in accordance with state law. Authority for disposal must be on either an approved Minnesota Records Retention Schedule (RM-00058) or an Application for Authority to Dispose of Records (PR-1). RETENTION SCHEDULE Before microfilming can begin, the agency must submit an up-to- date retention schedule which includes the documents to be filmed as a separate line item. In addition, the retention schedule should indicate the disposition of -paper documents after filming. COST ESTIMATE Filming 25,000* images at 700/hr. _ 35.7 hrs. at $30.30/hr. _ $1,081.71 Film 10 rolls at $5.48/roll = 54.80 Processing 10 rolls at $5.75/roll = 57.50 Titling 10 rolls at 50/hr. = .2 hrs. at $30.30/hr. = 6.06 Duplicating 10 rolls at $4.50/roll = 45.00 Archive Test .2 hrs. at $30.30/hr. = 6.06 Transf/Storage .2 hrs. at $30.30/hr. = 6.06 I/O Handling .2 hrs, at $30.30/hr. = 6.06 TOTAL ESTIMATED COST = $1,263.25** Estimated Cost Per Image = .05 Please cote that this cost is an estimate only, based upon an esti- mate of the number of documents (images) provided by the agency, and the estimated complexity, if any, of filming these documents. we are not responsible for extra costa due to special handling or (continued) *The number of images provided by the City of mounds view. **Add $4.76 per roll if retrieval equipment uses microfilm car- tridges. filming procedures required or incurred due cedures or in output made by the user. As a graphics must pass on to the user agency the costs, with proper notification as required. APPROVALS CITYOFMOUNDS VI,EWW,, ADM1N,I,5 5TXATION CO S MANAGEMENT DIVISION DIRECTOR V c � �cv� MICROGRAPHIC SERVICES UNIT MANAGER CONTACT Donald Pauley Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 to changes in pro- state agency, Micro - additional filming DATE DATE `a 11 ''4 DATE original: Micrographics Accounting Technician Supervisor Copy : City of Mounds View MICROGRAPHIC SERVICES UNIT RECORDS MANAGEMENT DIVISION DEPARTMENT OF ADMINISTRATION NOVEMBER 301 1984 JOB 1130 is Procedures for Document Preparation and Microfilming Responsible Party Step Action Mounds View 1. Prepare documents for filming. Maximum size is 12" x 14". Documents must be flat, un- folded, and free of staples, paper clips, rubber bands and any other such fasteners. Documents larger than 12" x 14" must be cut. Remove documents from folders and place in front of file folders. During this prepara- tion process, make a list of poor quality documents to use later in reviewing the micro- film quality when filming is completed. Place e:!e-readable targets (characters of at least 2 inches high) in files as so desired. Determine blip placement and size and notify Micrographics. Mounds View 2. Notify Micrographics when first batch of docu- ments are ready to be microfilmed. Micrographics 3. Schedule planetary camera at 29x. Micrographics 4. Filming will start with oldest records and work forward. Film all documents right - reading. Sequentially number rolls starting with one for the oldest records and going forward to the most recent. At start of roll, film a Certificate of Authenticity, Target "T3", then film a resolution target. Start each file* with a medium blip, and all succes- sive documents in the file will have a small blip. Each file will be numbered starting over at 1 for each new roll. At end of roll, film Certificate of Authenticity only. Micrographics 5. Label rolls as follows: Roll No: Year: Sequentially numbered. Micrographics 6. The Processing Specialist will process and inspect film. *As determined by the City of Mounds View. Responsible Party Step Action Micrographics 7. Send sample film to Minnesota Historical Society for testing. Hist. Society B. Test and return film with test report to Micrographics. Micrographics 9. Log in film and notify supervisor if report is negative. Micrographics 10. If test report is positive, Processing Specialist duplicates each original roll set that has passed the Minnesota Historical Society test one time on roll -to -roil dupli- cator. Micrographics 11. Forward duplicate rolls to Mounds View with the documents. Mounds View 12. Within six weeks of filming, proofs microfilm using list of poor quality documents prepared during preparation, and prepares index; in- dexing shall be done by taking roll number and sequential number off of first document per file and writing that number in current log book used by Mounds View. Mounds View 13. Dispose of records after proofing in accordance with Records Retention Schedule. Micrographics 14. Send Quality Assurance form to Mounds View. Mounds View 15. Complete and return Quality Assurance Form to Micrographic Services Unit, Suite 767, 333 Sibley Street, St. Paul, Minnesota, 55101. CONTACT Donald Pauley City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 MICROGRAPHIC SERVICES UNIT DECEMBER 3, 1954 '`•. RECORDS MANAGEMENT DIVISION JOB #130 DEPARTMENT OF ADMINISTRATION City of Mounds View Ordinances Microfilm Proposal PROPOSAL This proposal is to microfilm the City of Mounds View, Administra- tion Division's ordinances. The ordinances are permanent records and are in 3-ring binders for a total of 1.5 boxes or about 3,750 documents. The documents are printed on one side and are in comparatively good condition. However, some documents may be of poor quality. OUTPUT Documents will be microfilmed on a planetary camera at a reduction of 29x. Approximately 21500 documents per roll of film will be filmed. The resulting rolls of film will have series of blips recorded under the images which allow the use of a computer -assisted retrieval (CAR) system or a less costly roll film viewer, if de- sired. The City of Mounds View must let Micrographics know how the files will be retrieved, and how the index will be set up, so that the proper size blip is placed next to the appropriate docu- ment. DOCUMENT PREPARATION The agency is responsible for all document preparation. When the documents are delivered to Micrographics, they should be "camera ready." This means that the documents must be in the order that they are to be filmed, that all unnecessary rubber bands, paper clips and staples are removed, that all documents are in a flat and unfolded condition as much as possible, and that all documents are removed from 3-ring binders and placed in front of binders. EQUIPMENT REQUIREMENTS The agency needs a roll film viewer, preferably one that reads both small blips and a combination of small and medium blips. Micrographics will assist the agency in selection of this equip- ment if requested. DOCUMENT DISPOSAL The agency is responsible for destruction of the original documents in accordance with state law. Authority for disposal must be on either an approved Minnesota Records Retention Schedule (RM-00058) or an Application for Authority to Dispose of Records (PR-1). TIMETABLE Microfilming will begin as soon as possible after January 11 1985. RETENTION SCHEDULE Before microfilming can begin, the agency must submit an up-to-date retention schedule which includes the documents to be filmed as a separate line item. In addition, the retention schedule should indicate the disposition of paper documents after filming. COST ESTIMATE Filming 3,750 images* at 700/hr. _ 5.4 hrs. at $30.30/hr. _ $163.62 Film 2 rolls at $5.48 each = 10.96 Processing 2 rolls at $5.75 each = 11.50 Titling 2 rolls at 50/hr. = 9 .1 hrs. at - $30.30/hr. - 3.03 Duplicating 2 rolls at $4.50 each = 9.00 Archive Test 2 hrs. at $30.30/hr. = 6.06 Trans/Storage .2 hrs, at $30.30/hr. = 6.06 I/O Handling .2 hrs. at $30.30/hr. = 6.06 TOTAL ESTIMATED COST = $216.29** Estimated Cost Per Image = .057 Please note that this cost is an estimate only, based upon an esti- mate of the number of documents (images) provided by the agency, and the estimated complexity, if any, of filming these documents. We are not responsible for extra costs due to special handling or (continued) *The number of images provided by the City of Mounds View. **Add $4.76 per roll if retrieval equipment uses microfilm cartridges r . i filming procedures required or incurred due to changes in procedures or in output made by the user. As a state agency, Micrographics must pass on to the user agency the additional filming costs, with } proper notification as required. APPROVALS CITY OF MOUNNDSVIEW DATE / C RDS MANAGEMENT DIVISION DIRECTOR DATE r MICROGRAPHIC SERVICES UNIT MANAGER DATE CONTACT Donald Pauley Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 Original: Micrographics Accounting Technician Supervisor Copy : City of Mounds View DECEMBER 3, 1984 MICROGRAPHIC SERVICES UNIT JOB 1130 RECORDS MANAGEMENT DIVISION DEPARTMENT OF ADMINISTRATION City of Mounds View Ordinances Filming Procedures Responsible Action Part_ documents for filming. Maximum size mounds View 1. Prepare un- is 12" x 14". Documents must be folded and free of st/ paper such fasteners. rubber bands and any other than 12" x 14" must be cut. Documents larger documents from folders and place in Remove s re front of file folders. During tion process, make a list of p otTlqualityra- in reviewing the micro- documents to use later when filming is completed. film quality when first batch of docu- Notify Mounds View 2' mentsismicrofilmedcs 3• Schedule planetary camera at 29x. Micrographics start with oldest records and Micrographics 4. Filming will work forward. Film all documents right -read- ing. Sequentially number rolls, starting records and going with one for the oldest forward to the most recent. At start of roll, Target film a Certificate of Authenticity, target. Ssucces- 113", then film a resolution file* with a medium blip, a small each sive documents in the file will have a be numbered starting blip. Each file will 1 for each new roll. At ead of roll, over at film Certificate of Authenticity only. Micrographics 5. Label rolls as follows: Roll No: Year: Sequentially numbered. 6. The Processing Specialist will process and Micrographics inspect film. 7. Send sample film to Minnesota Historical Micrographics Society for testing. *As determined by the City of Mounds View. Responsible Party Step Action Hist. Society 8. Test and return film with test report to Micrographics. Micrographics 9. Log in film and notify supervisor if report is negative. Micrographics 10. If test report is positive, Processing Specialist duplicates each original roll set that has passed the Minnesota Historical Society test one time on roll -to -roll dup- licator. Micrographics 11. Forward duplicate rolls to Mounds view with the documents. Mounds View 12. Within six weeks of filming, proofs micro- film using list of poor quality documents prepared during preparation, and prepares index; indexing shall be done by taking roll number and sequential number off of first document per file and writing that number in current log book used by Mounds View. Mounds View 13. Dispose of records after proofing in accordance with Records Retention Schedule. Micrographics 14. Send Quality Assurance form to Mounds View. Mounds View 15. Complete and return Quality Assurance form to Micrographic Services Unit, Suite 767, 333 on Sibley, St. Paul, Minnesota, 55101. CONTACT Da;ald Pauley Clerk - Administrator City of Mounds View 2•101 Highway 10 Mounds View, MN 55112 Telephone: 704-3055 MICROGRAPHIC SERVICES UNIT DECEMBER 41 1984 �awy RECORDS MANAGEMENT DIVISION JOB #130 j DEPARTMENT OF ADMINISTRATION City of Mounds View Resolutions Microfilm Proposal PROPOSAL This proposal is to microfilm the City of Mounds View, Administra- tion Division's resolutions. The resolutions are permanent records and are maintained in 3-ring binders for a total of 5 boxes or about 12,500 documents, which are printed only on one side. The documents are in comparatively good condition. However, some documents may be of poor quality. OUTPUT Documents will be microfilmed on a planetary camera at a reduction of 29x. Approximately 2,500 documents per roll of film will be filmed. The resulting rolls of film will have series of blips re- corded under the images which allow the use of a computer -assisted retrieval (CAR) system or a less costly roll film viewer, if desired. The City of Mounds View must let Micrographics know how the files will be retrieved and how the index will be set up so that the proper size blip is used for each document. DOCUMENT PREPARATION The agency is responsible for all document preparation. When the documents are delivered to Micrographics, they should be "camera ready." This means that the documents must be in the order that they are to be filmed, that all unnecessary rubber bands, paper clips and staples are removed, that all documents are in a flat and unfolded condition as much as possible, and that all documents are removed from 3-ring binders and placed in front of binders. EQUIPMENT REQUIREMENTS The agency needs a roll film viewer; preferably one that reads both small blips and a combination of small and medium blips. Micro- graphics will assist the agency in selection of this equipment if requested. DOCUMENT DISPOSAL The agency is responsible for destruction of the original documents in accordance with state law. Authority for disposal must be on Schedue ortanrApplicationdfornAuthority todDisposetofnRecordsl(PRRil)00058) I TIMETABLE Microfilming will begin as soon as possible after January 1, 1985. RETENTION SCHEDULE Before microfilming can begin, the agency must submit an up-to-date retention schedule which includes the documents to be filmed as a separate line item. In addition, the retention schedule should indicate the disposition of paper documents after filming. COST ESTIMATE Filming 12,500 images* at 700/hr. _ _ $542.37 17.9 hrs. at $30.30/hr. Film , 5 rolls at $5.48 each = 27.40 Processing 5 rolls at $5.75 each 28.75 Titling 5 rolls .1 hrs. at at 50/hr. _ = $30.30/hr. 3.03 Duplicating 5 rolls at $4.50 each = 22.50 Archive Test .2 hrs. at = $30.30/hr. 6.06 Trans/Storage .2 hrs. at = $30.30/hr. 6.06 I/O Handling 2 hrs. at $30.30/hr. = 6_06 TOTAL ESTIMATED COST = $642.23** Estimated Cost Per Image = .05 Please note that this cost is an estimate only, based upon an esti- mate of the number of documents (images) provided by the agency, and the estimated complexity, if any, of filming these cocuments. We are not responsible for extra costs due to special handling or (continued) *The number of images provided by the City of Mounds View. 0 **Add $4.76 per roll if retrieval equipment user microfilm cartridges. /ny filming procedures required or incurred due to changes in procedures or in output made by the user. As a state agency, Micrographics must pass on to the user agency the additional filming costs, with proper notification as required. APPROVALS CITY OF MOUNDS VIEW DATE \ WRR S MANAGEMENT DIVISION DIRECTOR DATE MICROGRAPHIC SERVICES UNIT MANAGER DATE CONTACT Donald Pauley Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 Original: Micrographics Accounting Technician Supervisor Copy : City of Mounds View m MICROGRAPHIC SERVICES UNIT RECORDS MANAGEMENT DIVISION DEPARTMENT OF ADMINISTRATION DECEMBER 4, 1984 JOB i130 City of Mounds View - Resolutions Procedures for Document Preparation and Microfilming Responsible Party SteE Action Mounds View 1. Prepare documents for filming. Maximum size is 12" x 14". Documents must be flat, un- folded and free of staples, paper clips, rubber bands and any other such fasteners. Documents larger than 12" x 14" must be cut. Remove documents from folders and place in front of file folders. During this prepara- tion process, make a list of poor quality documents to use later in reviewing the micro- film quality when filming is completed. Mounds View 2. Notify Micrographics when first batch of docu- ments is ready to be microfilmed. Micrographics 3. Schedule planetary camera at 29x. Micrographics 4. Filming will start with oldest records and work forward. Film all documents right -read- ing. Sequentially number rolls starting with one for the oldest records and going forward to the most recent. At start of roll, film a Certificate of Authenticity, Target "T3", then film a resolution target. Start each file* with a medium blip, and all successive docu- ments in the file will have a small blip. Each file will be numbered starting over at i for each new roll. At end of roll, film Cer- tificate of Authenticity only. Micrographics 5. Label rolls as follows: Roll No: Year: Sequentially numbered. Micrographics 6. The Processing Specialist will process and inspect film. Micrographics 7. Send sample film to Minnesota Historical Society for testing. *As determined by the City of Mounds View. 1 11 Responsible Party Stems Action Hist. society 8. Test and return film with test report to Micrographics. Micrographics 9. Log in film and notify supervisor if report is negative. Micrographics 10. If test report is positive, Processing Special- ist duplicates each original roll set that has passed the Minnesota Historical Society test one time on roll -to -roll duplicator. Micrographics 11. Forward duplicate rolls to Mounds View with the documents. Mounds View 12. Within six weeks of filming, proofs microfilm using list of poor quality documents prepared during preparation, and prepares indext in- dexing shall be done be taking roll number and sequential number off of first document per file and writing that number in current log book used by Mounds View. Mounds View 13. Dispose of records after proofing in accordance with Records Retention Schedule. Micrographics 14. Send Quality Assurance form to Mounds View. Mounds View 15. Complete and return Quality Assurance form to Micrographic Services Unit, Suite 767, 333 on Sibley, St. Paul, Minnesota, 55101. CONTACT Donald Pauley Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 MICROGRAPHIC SERVICES UNIT DECEMBER 41 1984 RECORDS MANAGEMENT DIVISION JOB #130 DEPARTMENT OF ADMINISTRATION City of Mounds View Public Agenda Books Microfilm Proposal PROPOSAL This proposal is to microfilm the City of Mounds View's Public Agenda books. The City of Mounds View estimates that 1,000 docu- ments (which are printed on only one side) exist for this record series. One roll of microfilm will be produced as the security copy, with one duplicate made to act as the working copy. The film will be blip -encoded allowing for automated retrieval methods to be used. OUTPUT Documents will be microfilmed on a planetary camera at a reduction of 29x. Approximately 2,500 documents per roll will be filmed. The resulting rolls of film will hay:: series of blips recorded under the images which allow the use of a computer -assisted re- trieval (CAR) system or a less costly roll film viewer, if desired. The City of Mounds View must let Micrographics know how the files will be retrieved and how the index will be set up so the appropri- ate size blip is used on each document. DOCUMENT PREPARATION The agency is responsible for all document preparation. When the documents are delivered to Micrographics, they should be "camera ready." This means that the documents should be in the order that they are to be filmed, that all unnecessary rubber bands, paper clips, bindery and staples are removed, and that all documents are in a flat and unfolded condition as much as possible. EQUIPMENT REQUIREMENTS T-he agency needs a roll film v'ewer, preferably one that reads both small blips and a combination of small. and medium blips. Micro- graphics will assist the agency in selection of this equipment if requested. DOCUMENT DISPOSAL The agency is responsible for destruction of the original documents in accordance with state law. Authority for disposal must be on either an approved Minnesota Records Retention Schedule (RM-00058) or an Application for Authority to Dispose of Records (PR-1). TIMETABLE Microfilming will begin as soon as possible after January 11 1985. RETENTION SCHEDULE Before microfilming can begin, the agency must submit an up-to-date retention schedule which includes the documents to be filmed as a separate line item. In addition, the retention schedule should indicate the disposition of paper documents after filming. COST ESTIMATE Filming 11000* images at 700/hr. 1.4 hrs. at $30.30/hr. _ $42.42 Film 1 roll at $5.48 each = 5.48 Processing 1 roll at $5.75 each = 5.75 Titling 1 roll at 50/hr. _ .1 hrs. at $30.30/hr. - - 3.03 Duplicating 1 roll at $4.50 each = 4.50 Archive Test .2 hrs. at $30.30/hr. = 6.06 Transf/Storage .2 hrs. at $30.30/hr. = 6.06 I/O Handling .2 hrs. at $30.30/hr. = 6.06 TOTAL ESTIMATED COST = $79.36** Estimated Cost Per Image = .079 Please note that this cost is an estimate only, based upon an esti- mate of the number of documents (images) provided by the agency, and the estimated complexity, if any, of filming these documents. We are not responsible for extra costs due to special handling or (continued) *The number of images were provided by the City of Mounds View. I **Add $4.76 per roll if retrieval equipment uses microfilm cartridges. filming procedures required or incurred due to changes in procedures or in output made by the user. As a state agency, Micrographics must pass on to the user agency the additional filming costs, with proper notification as required. APPROVALS CITY OF MOUNDS VIEW PMCORDS MANAGEMENT DIVISION DIRECTOR MICROGRAPHIC SERVICES UNIT MANAGER CONTACT Donald Pauley Clerk - Administrator• City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 DATE -Ilvl DATE DATE Original: Micrographics Accounting Technician Supervisor Copy : City of Mounds View MICROGRAPHIC SERVICES UNIT DECEMBER 4, 1984 RECORDS MANAGEMENT DIVISION JOB #130 It DEPARTMENT OF ADMINISTRATION City of Mounds View - Public Agenda Books Procedures for Document Preparation and Microfilming Responsible Party Step Action Mounds View 1. Prepare documents for filming. Maximum size is 12" x 14". Documents must be flat, un- folded and free of staples, paper clips, rubber bands and any other such fasteners. Documents larger than 12" x 14" must be cut. Remove documents from folders and place in front of file folders. During this prepara- tion process, make a list of poor quality documents to use later in reviewing the micro- film quality when filming is completed. Mounds View 2. Notify Micrographics when first batch of docu- ments are ready to be microfilmed. Micrographics 3. Schedule planetary camera at 29x. 14 Micrographics 4. Filming will start with oldest records and work forward. Film all documents right -reading. Sequentially number rolls starting with one for the oldest records and going forward to the most recent. At start of roll, film a Certificate of Authenticity, Target "T3", then film a resolution target. Start each file* with a medium blip, and all successive docu- ments in the file will have a small blip. Each file will be numbered starting over at 1 for each new roll. At end of roll, film Certificate of Authenticity only. Micrographics 5. Label rolls as follows: Roll No: Year: Sequentially numbered. Micrographics 6. The Processing Specialist will process and inspect film. Micrographics 7. Send sample film to Minnesota Historical Society for testing. *As determined by the City of Mounds View. n Responsible Party Step Action Hist. Society 8. Test and return film with test report to Micrographics. Micrographics 9. Log in film and notify supervisor if report is negative. Micrographics 10. If test report is positive, Processing Specialist duplicates each original roll set that has passed the Minnesota Historical Society one time on roll -to -roll duplicator. Micrographics 11. Forward duplicate rolls to Mounds View with the documents. Mounds View 12. Within six weeks of filming, proofs micro- film using list of poor quality documents prepared during preparation, and prepares index; indexing shall be done by taking roll number and sequential number off of first document per file and writing that number in current log book used by Mounds View. Mounds View 13. Dispose of records after proofing in accordance with Records Retention Schedule. Micrographics 14. Send Quality Assurance form to Mounds View. Mounds View 15. Complete and return Quality Assurance form to Micrographic Services Unit, Suite 767, 333 on Sibley, St. Paul, Minnesota, 55101. CONTACT Donald Paulev Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 785-3055 MICROGRAPHIC SERVICES UNIT DECEMBER 41 1984 RECORDS MANAGEMENT DIVISION JOB #130 DEPARTMENT OF ADMINISTRATION City of Mounds View Closed Development Agreements Microfilm Proposal PROPOSAL This proposal is to microfilm the City of Mounds View Closed De- velopment Agreements. These agreements are maintained in 1 file drawer for an approximate total of 2,500 documents. Approximately 50% of the documents have text on both sides of the documents, therefore, approximately 31750 images will be filmed. The docu- ments are 8h," x 11" or 8'" x 14". The Agreements are in comparatively good condition. However, some documents may be of poor quality. OUTPUT Documents will be microfilmed on a planetary camera at a reduction of 29x. Approximately 2,500 documents per roll will be filmed. The resulting rolls of film will have series of blips recorded under the images which allow the use of a computer -assisted re- trieval (CAR) system or a less costly roll film viewer, if desired. The City of Mounds View must let Micrographics know how the files will be retrieved and how the index will be set up so that Micro- graphics can blip the film correctly. DOCUMENT PREPARATION The agency is responsible for all document preparation. When the documents are delivered to Micrographics, they should be "camera ready." This means that the documents should be in the order that they are to be filmed, that all unnecessary rubber bands, paper clips and staples are removed, and that all documents are in a flat and unfolded condition as much as possible. All pickups and deliveries will be provided by User. EQUIPMENT REQUIREMENTS The agency needs a roll film viewer, preferably one that reads both small blips and a combination of small and medium blips. Micro- graphics will assist the agency in selection of this equipment if requested. DOCUMENT DISPOSAL The agency is responsible for destruction of the original documents in accordance with state law. Authority for disposal must be on either an approved Minnesota Records Retention Schedule (RM-00058) or an Application for Authority to Dispose of Records (PR-1). TIMETABLE Microfilming will begin as soon as possible after January 11 1985. RETENTION SCHEDULE Before microfilming can begin, the agency must submit an up-to-date retention schedule shich includes the documents to be filmed as a separate line item. In addition, the retention schedule should indicate the disposition of paper documents after filming. COST ESTIMATE Filming Film Processing Titling Duplicating Archive Test Trans/Storage I/O Handling 3,750 images* at 700/hr. _ 5.4 hrs. at $30.30/hr. _ $163.62 2 rolls at $5.48 each = 10.96 2 rolls at $5.75 each = 11.50 2 rolls at 50/hr. = .1 hrs. at $30.30/hr. = 3.03 2 rolls at $4.50 each = 9.00 .2 hrs. at $30.30/hr. - 6.06 .2 hrs. at $30.30/hr. .2 hrs, at $30.30/hr. TOTAL ESTIMATED COST Estimated Cost Per Image = .057 = 6.06 6.06 $216.29** Please note that this cost is an estimate only, based upon an esti- mate of the number of documents (images) provided by the agency, and the estimated complexity, if any, of filming these documents. We are not responsible for extra costs due to special handling (continued) *The number of images were provided by the City of Mounds View. **Add $4.76 per roll if retrieval equipment uses microfilm cartridges. �. or filming procedures required or incurred due to changes in pro- cedures or in output made by the user. As a state agency, Micro- graphics must pass on to the user agency the additional filming costs, with proper notification as required. APPROVALS CITY OF -MOUNDS VIEW JffC_6RDS MA14AGLMENT DIVISION DIRECTOR MICROGRAPHIC SERVICES UNIT MANAGER CONTACT Donald Pauley Clerk - Administrator City of Mounds View r 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 DATE DATE DATE Original: Micrographics Accounting Technician Supervisor Copy : City of Mounds View Responsible Step Action Party Hist. Society 8. Test and return film with test report to Micrographics. Micrographics 9. Log in film and notify supervisor if report is negative. Micrographics 10. If test report is positive, Processing Special- ist duplicates each original roll set that has passed the Minnesota Historical Society test one time on roll -to -roll duplicator. Micrographics 11. Forward duplicate rolls to Mounds View with the documents. Mounds View 12. Within six weeks of filming, proofs microfilm using list of poor quality documents prepared during preparation, and prepares index; index- ing shall be done by taking roll number and sequential number off of first document per file and writing that number in current log book used by Mounds View. Mounds View 13. Dispose of records after proofing in accordance with Records Retention Schedule. Micrographics 14. Send Quality Assurance form to Mounds View. Mounds View 15. Complete and return Quality Assurance Form to Micrographic Services Unit, Suite 767, 333 on Sibley, St. Paul, Minnesota, 55101. Contact Donald Pauley Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 0 MICROGRAPHIC SERVICES UNIT RECORDS MANAGEMENT DIVISION r DEPARTMENT OF ADMINISTRATION DECEMBER 6, 1984 JOB # 130 City of Mounds View Closed Development Agreements Procedures for Document Preparation and Microfilming Responsible Party Step? Action Mounds View 1. Prepare documents for filming. Maximum size is 12" x 14". Documents must be flat, un- folded and free of staples, paper clips, rubber bands and any other such fasteners. Documents larger than 12" x 14" must be cut. Remove documents from folders and place in front of file folders. During this prepara- tion process, make a list of poor quality documents to use later in reviewing the micro- film quality when filming is completed. De- termine blip procedure and notify Micrographics. Mounds View 2. Notify Micrographics when first batch of docu- ments is ready to be microfilmed. Micrographics 3. Schedule planetary camera at 29x. Micrographics 4. Filming will start with oldest records and work forward. Film all documents right -reading. Sequentially number rolls starting with one for the oldest records and going forward to the most recent. At start of roll, film a Certifi- cate of Authenticity, Target "T3", then film a resolution target. Start each file* with a medium blip, and all successive documents in the file will have a small ::lip. Each file will be numbered starting over at 1 for each new roll. At end of roll, film Certificate of Authenticity only. Micrographics 5. Label rolls as follows: Roll No: Year: Sequentially numbered. Micrographics 6. The Processing Specialist will process and inspect film. Micrographics 7. Send sample film to Minnesota Historical Society for testing. *As determined by City of Mounds View. MICROGRAPHIC SERVICES UNIT ^ RECORDS MANAGEMENT DIVISION DEfEMBER 7, 1984 f DEPARTMENT OF ADMINISTRATION JOB 8130 City of Mounds View Zoning/Planning Files Microfilm Proposal PROPOSAL This proposal is to microfilm the City of Mounds View, Planning and Zoning Division's zoning and planning files. These files are per- manent records and are maintained in 1 file drawer for an approx- imate total of 3,000 one-sided documents. The majority of the docu- ments are -8 x 11. The documents are in comparatively good condition. However, some documents may be of poor quality. OUTPUT Documents will be microfilmed on a planetary camera at a reduction of 29x. Approximately 21500 documents per roll of film will be filmed. The resulting rolls of film will have series of blips re- corded under the images which allow the use of a computer -assisted retrieval (CAR) system or a less costly roll film viewer, if de- sired. The City of Mounds View must let Micrographics know how the file will be retrieved and how the index will be set up so that Micrographics can blip the film correctly. DOCUMENT PREPARATION The agency is responsible for all document preparation. When the documents are delivered to Micrographics, they should be "camera ready." This means that the documents should be in the order that they are to be filmed, that all unnecessary rubber bands, paper clips and staples are removed, and that all documents are in a flat and unfolded condition as much as possible. EQUIPMENT REQUIREMENTS The agency needs a roll film viewer, preferably one that reads both small blips and a combination of small and medium blips. Micro- graphics will assist the agency in selection of this equipment if requested. L DOCUMENT DISPOSAL The agency is responsible for destruction of the original documents in accordance with state law. Authority for disposal must 'Ce on either an approved Minnesota Records Retention Schedule (RM-00058) or an application for Authority to Dispose of Records (PP.-1). TIMETABLE Microfilming will begin as soon as possible after January 11 1985. RETENTION SCHEDULE Before microfilming can begin, the agency must submit an up-to-date retention schedule which includes the documents to be filmed as a separate line item. In addition, the retention schedule should indicate the disposition of paper documents after filming. COST ESTIMATE Filming 3,000 images* at 700/hr. _ 4.3 hrs. at $30.30/hr. _ $130.29 Film 2 rolls at $5.48 each = 10.96 Processing 2 rolls at $5.75 each = 11.50 Titling 2 rolls at 50/hr. = _ 3.03 .1 hrs. at $30.30/hr. - Duplicating 2 rolls at $4.50 each = 9.00 Trans/Storage .2 hrs. at $30.30/hr. = 6.06 I/O Handling .2 hrs. at $30.30/hr. = 6.06 TOTAL ESTIMATED COST = $176.90** Total Estimated Cost Per Image = .059 Please note that this cost is an estimate only, based upon an esti- mate of the number of documents (images) provided by the agency, and the estimated complexity, if any, of filming these documents. We are not responsible for extra costs due to special handling or (continued) *The number of images was provided by the City of Mounds View. **Add $4.76 per roll if retrieval equipment uses microfilm cartridges. �q filming procedures required or incurred due to changes in procedures or in output made by the user. As a state agency, Micrographics must pass on to the user agency the additional filming costs, with proper notification as required. APPROVALS CITY OF MOUNDS VIEW &4 - Rom°-C-C 0 S MANAGEMENT DIVISION DIRECTOR MICROGRAPHIC SERVICES UNIT MANAGER CONTACT Donald Pauley Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 DATE / '�-//-i/ DATE DATE Original: Micrographics Accounting Technician Supervisor Copy : City of Mounds View MICROGRAPHIC SERVICES UNIT RECORDS MANAGEMENT DIVISION DEPARTMENT OF ADMINISTRATION DECEMBER 7, 1984 JOB #130 4 City of Mounds View Zoning/Planning Files Procedures for Document Preparation and Microfilming Responsible Party Step Action Mounds View 1. Prepare documents for filming. Maximum size is 12" x 14." Documents must be flat, un- folded and free of staples, paper clips, rubber bands and any other such fasteners. Documents larger than 12" x 14" must be cut. Remove documents from folders and place in front of file folders. During this prepara- tion process, make a list of poor quality documents to use later in reviewing the micro- film quality when filming is completed. Mounds View 2. Nofity Micrographics when first batch of docu- ments is ready to be microfilmed, Micrographics 3. Schedule planetary camera at 29x. Micrographics 4. Filming will start with oldest records and work forward. Film all documents right -read- ing. Sequentially number rolls starting with one for the oldest records and going forward to the most recent. At start of roll, film a Certificate of Authenticity, Target "T3"r then film a reLolution target. Start each file" with a medium blip, and all successive docu- ments in the file will have a small blip. Each file will be numbered starting over at 1 for each new roll. At end of roll, film Certifi- cate of Authenticity only. Micrographics 5. Label rolls as follows: Roll No. Year; Sequentially numbered. Micrographics 6. The Processing Specialist will process and inspect film. Micrographics 7. Processing Specialist duplicates each original roll set one time on roll -to -roll duplicator, v *As determined by the City of Mounds View, /"1 Responsible Party Stye Action Micrographics B. Forward duplicate rolls to Mounds View with the documents. Mounds View 9. Within six weeks of filming, proofs microfilm documents using list of poor quality prepared during preparation, and prepares index, indexing shall be done by taking roll number and sequential number off of first document per file and writing that number in current log book used by Mounds View. Mounds View 10. of ein accordance wDispose itRecordsRetention Scheduleng ith Micrographics 11. Send Quality Assurance Form to Mounds View. Mounds View 12. Complete and return Quality Assurance Form to Micrographic Services Unit, Suite 767, 333 on Sibley, St. Paul, Minnesota, 55101. CONTACT Donald Pauley Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, M17 55112 Telephone: 784-3055 MICROGRAPHIC SERVICES UNIT DECEMBER 7, 1984 RECORDS MANAGEMENT DIVISION JOB #130 DEPARTMENT OF ADMINISTRATION City of Mounds View As -Built Engineering Plans Microfilm Proposal PROPOSAL This proposal is to microfilm the City of Mounds View, Public Works and Engineering Division's as -built engineering plans. There are approximately 1,603 pages of plans which are permanent records. The microfilm output for this file series will be 35mm film in microfilm jackets capable of holding up to 6 plans each. The plans are in comparatively good condition. However, some docu- ments may be of poor quality. OUTPUT Documents will be microfilmed on the MRG camera at a reduction of 36x. Approximately 500 documents per roll will be filmed. The resulting rolls of film will be loaded into approximately 320 jackets. DOCUMENT PREPARATION The agency is responsible for all document preparation. When the documents are delivered to Micrographics, they should be "camera ready." This means that the documents should be in the order that they are to be filmed, that all unnecessary rubber bands, paper clips and staples are removed, and that all documents are in a flat and unfolded condition as much as possible. All pickups and deliveries will be provided by User. EQUIPMENT REQUIREMENTS The City of Mounds View will need a microfiche viewer with the appropriate lens. DOCUMENT DISPOSAL The agency is responsible for destruction of the original documents in accordance with state law. Authority for disposal must be on either an approved Minnesota Records Retention Schedule (RM-00058) or an Application for Authority to Dispose of Records (PR-1). TIMETABLE Microfilming will begin as soon as possible after January 1, 1985. RETENTION SCHEDULE Before microfilming can begin, the agency must submit an up-to-date retention schedule which includes the documents to be filmed as a separate line item. In addition, the retention schedule should indicate the disposition of paper documents after filming. COST ESTIMATE Filming 1,603 images at 125/hr. _ 12.8 hrs, at $30.30/hr. _ $ 387.84 Film 4 rolls at $9.77 each = 39.08 Processing 4 rolls at $6.00 each = 24.00 Titling 320 jackets* at 50/hr. _ 6.4 hrs. at $30.30/hr. = 193.92 Jackets 320 at .126 each = 40.32 Jacket Loading 320 jackets at 35/hr. _ 9.2 hrs. at $30.30/hr. = 278.76 Duplicating 320 jackets** at .20 each = 64.00 Transf/Storage .2 hrs. at $30.30/hr. = 6.06 I/O Handling .2 hrs. at $30.30/hr. = 6.06 TOTAL ESTIMATED COST = $1,040,04 Estimated Cost Per Image - .65 Please note that this cost is an estimate only, based upon an esti- mate of the number of documents (images) provided by the agency, and the estimated complexity, if any, of filming these documents. We (continued) *Assumes an average of 5 plans per jacket. Actual average per jacket will depend on filing system. 4 b **Provides for 1 duplicate set of original jackets. are not responsible for extra costs due to special handling or %� filming procedures required or incurred due to changes in procedures or in output made by the user. As a state agency, Micrographics must pass on to the user agency the additional filming costs, with proper notification as required. APPROVALS CITY OF MOUNDS VIEW DATE REC MANAGEMENT DIVISION DIRECTOR DATE MICROGRAPHIC SERVICES UNIT 14ANAGER DATE CONTACT Donald Pauley Clerk - Administrator City of Mounds View 2401 Highway 10 Mounds View, 101 55112 Telephone: 784-3055 Original: Micrographics Accounting Technician Supervisor Copy : City of Mounds View MICROGRAPHIC SERVICES UNIT DECEMBER 71 1984 RECORDS MANAGEMENT DIVISION JOB #130 _ DEPARTMENT OF ADMINISTRATION City of Mounds View As -Built Engineering Plans Filming Procedures Responsible Party Step Action Mounds View 1. Prepare and submit a Records Retention Schedule (RM-00058) to the Chief Records Coordinator, Room 700, 333 on Sibley, St. Paul, MN, 55101. Mounds View 2. Prepare documents for filming by removing all unnecessary rubber bands, paper clips and staples, placing them flat and unfolded in the order that they are to be filmed. All torn documents are to be mended with transparent tape. Be sure all plans are identified and well marked. Provide Micrographics with a list of jacket titles. Mounds View 3. Nofity Micrographic Operations Supervisor (296-9708) that documents are ready. Mounds View 4. Deliver documents to Micrographics Unit as agreed. Micrographics 5. Film documents on MRG-I 35mm camera at 36x. Place an "X" on the bottom of each frame which starts a new jacket. Micrographics 6. Process and inspect film. Micrographics 7. Title a jacket for each file from the listing provided by the City of Mounds View. Micrographics 8. Load film into pretitled jackets. Micrographics 9. Type 2nd jackets as necessary. Micrographics 10. Produce one 7/8" white stripe duplicate of each original jacket. Micrographics 11. Call Mounds View for pick-up of duplicates and original documents. Mounds View 12. Within one month inspect film. Notify Micro- graphics of any error immediately. Mounds View 13. Destroy original documents in accordance with state law. Contact: Donald Pauley, 2401 Highway 10 Mounds View, MN 55112 (784-3055) C MICROGRAPHIC SERVICES UNIT RECORDS MANAGEMENT DIVISION DEPARTMENT OF ADMINISTRATION City of Mounds View Location Books for Hydrants Microfilm Proposal DECEMBER 71 1984 JOB #130 PROPOSAL This proposal is to microfilm the City of Mounds View location books for hydrants, water, shut offs, etc. There is one box of these records totalling approximately 141 pages. The documents are in comparatively good condition. However, some documents flay be of poor quality. OUTPUT Documents will be microfilmed on the TDC Step & Repeat camera at a reduction of 42x. One fiche will be produced to serve as the secur- ity copy with duplicate serving as the working copy. DOCUMENT PREPARATION The agency is responsible for all document preparation. When the documents are delivered to Micrographics, they should be "camera ready." This means that the documents should be in the order that they are to be filmed, that all unnecessary rubber bands, paper clips and staples are removed, and that all documents are in a flat and unfolded condition as much as possible. EQUIPMENT REQUIREMENTS The City of Mounds View will need a microfiche viewer with the appropriate lens. DOCUMENT DISPOSAL The agency is responsible for destruction of the original documents in accordance with state law. Authority for disposal must be on either an approved Minnesota Records Retention Schedule (RM-00058) or an Application for Authority to Dispose of Records (PR-1). MICROGRAPHIC SERVICES UNIT DECEMBER 71 1984 RECORDS MANAGEMENT DIVISION JOB #130 DEPARTMENT OF ADMINISTRATION City of Mounds View Location Books for Hydrants Filming Procedures Responsible Party Step Action Mounds View 1. Prepare and submit a Records Retention Schedule (RM-00058) to the Chief Records Coordinator, Room 700, 333 on Sibley, St. Paul, Minnesota, 55101. Mounds View 2. Prepare documents for filming by removing all unnecessary rubber bands, paper clips, and staples, placing them flat and unfolded in the order that they are to be filmed. Provide title information on microfilm titling information form that is provided by Micrographics. Mounds View 3. Nofity Micrographic Operations Supervisor (296-9708) that documents are ready. Mounds View 4. Deliver documents to Micrographics as agreed Micrographics 5. Title fiche per Micrographics title control sheet. Micrographics 6. Film documents on TDC camera at 42x. Use disk 105-13-OT2. Use settings of 22-45-22- 25. Film resolution target and Certificate of Authenticity at end of fiche. Micrographics 7. Process and inspect film. Micrographics B. Produce seven (7) 3/8" blue striped duplicates of each original. Micrographcis 9. Call Mounds View for pick up of original docu- ments and duplicate microfilm. Mounds View 10. Within two weeks, inspect film. Notify Micro- graphics of any error immediately. Mounds View 1.1. Destroy original documents in accordance with state law. CONTACT: Donald Pauley, Clerk -Administrator City of Mounds View 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 TIMETABLE Microfilming will begin as soon as possible after January 1, 1985. RETENTION SCHEDULE Before microfilming can begin, the agency must submit an up-to-date retention schedule which includes the documents to be filmed as a separate line item. In addition, the retention schedule should indicate the disposition of paper documents after filming. COST ESTIMATE Filming 141 images at 800/hr. _ .2 hrs, at $51.00/hr. _ $10.20 Film 1 fiche at .15 each = .15 Processing 1 fiche at $1.50 each = 1.50 Titling 1 fiche at 50/hr. = .1 hrs. at $30.30/hk. = 3.03 Duplicating 7 fiche at .20 each = 1.40 Trans/Storage .2 hrs. at $30.30/hr. = 6.06 I/O Handling .2 hrs. at $30.30/hr. = 6.06 TOTAL ESTIMATED COST = 28.40 Estimated Cost Per Image = .20 Please note that this cost is an estimate only, based upon an esti- mate of the number of documents (images) provided by the agency, and the estimated complexity, if any, of filming these documents. We are not responsible for extra costs due to special handling or film- ing procedures required or incurred due to changes in procedures or in output made by the user. As a state agency, Micrographics must pass on to the user agency the additional filming costs, with proper notification as required. APPROVALS CITY 0F MOUI��VI 11q,� RECORDS MANAGEMENT DIVISION DIRECTOR MICROGRAPHIC SERVICES UNIT MANAGER CONTACT Donald Pauley, Clerk -Administrator City of Mounds View, 2401 Highway 10 Mounds View, MN 55112 Telephone: 784-3055 DATE /a - // ey DATE / a- //- $7 — DATET Original: Micrographics Accounting Technician Supervisor Copy : City of Mounds View i PROCEEDINGS OF THE CITY COUNCIL CITY OF MOUNDS VIEW RAMSEY COUNTY, MINNESOTA Special Meeting December 17, 1984 Mounds View City Hall 2401 Hwy. 10, Mounds View, MN 55112 ------------------------------------------------------------ Mayor McCarty called the meeting to 1. Call to Order order at 7:00 p.m. on December 17, 1984. A Pledge of Allegiance was said. Members present: Councilmembers Linke, 2. Roll Call Blanchard, Doty, Hankner and Mayor McCarty. Others present: Clerk-Adminstrator Pauley and Finance Director Brager. Motion/Second: Linke/Bl?nchard to cancel the December 26, 1984 regularly scheduled meeting. 5 ayes 0 nays 3. Motion Carried Motion/Second: Linke/Blanchard to 4. Motion Carried authorize the Police Department to purchase two radar units from MPI Industries in the amount of $2700 with one unit being delivered in December of 1984 and purchased from 1984 budget surplusses and the second to deliver in 1985 and purchased per the 1985 capital equipment program. 5 ayes 0 nays Brian Collway of Corporate Risk Managers, Inc, reviewed with the City Council the services provided by the Corporate Risk Managers to the City during the past year and discussed the future outlook for the cost and quality of Municipal Insurance coverage. Members of the Council discussed with Mr. Collway a variety of issues regarding the current coverage provided by the City's insurance carrier and what the future would hold for the City of Mounds View in particular. Motion/Second: McCarty/Linke to 5. Notion Carried authorize renewal of the insurance and risk management consultant contract with Corporate Risk Managers for the period of November 1, 1984 to October 31, 1985 at a cost not to exceed $3,325. 5 ayes 0 nays Mounds View City Council Special Meeting December 17, 1984 Page Two Finance Director then presented to the Council Resolution No. 1849 Approving Securities furnished by the First State Bank of New Brighton. Finance Director Brager explained that this resolution was necessary due to the fact that one of the securities provided by the First State Bank of New Brighton would be maturing on December 26 and it was necessary for them to provide a security to replace this at the time of its expiration. Motion/Second: Linke/Hankner to approve 6. Motion Resolution No. 1849 and waive the reading. 5 ayes 0 nays Motion/Second: Hankner/Blanchard to 7. Motion approve Resolution No. Carried 1847 Repealing Resolution No. ' 1125 and Setting Guidelines for the Issuance of Tax Exempt Industrial Development Bonds or Loans by the City. 5 ayes 0 nays Mr. Bill Frits raised several questions with the City Council regarding the intent of this resolution. After a lengthy discussion Staff was directed by the Council to forward to Mr. Frits copies of Resolutions Nos. 1847 and 1848. Motion/Second: McCarty/Linke to adopt 8. Motion Resolution No. 1848 Carried Repealing Resolution No. 1434 and Establishing Policy Guidelines for Tax Increment Financing and wiave the reading.,. 5 ayes 0 nays Motion/Second: Doty/Hankner to 9. Motion approve the licenses for Carried amusement devices, gasoline, stations and non -intoxicating malt liquor off -sale as listed on the agenda. 5 ayes 0 nays Motion/Second: Doty/Hankner to adopt 10. Motion Resolution No. 1859 Carried Approving Just and Correct Claims Against City Funds and waive the reading. r. 5 ayes 0 nays i LJI Mounds view City Council December 17, 1984 Special Meeting Page Three Mrs. Alice Frits requested that the City undertake whatever actions might be necessary and appropriate to accomplish the cleaning up of debris at the Preciado house located on Long Lake Road which resulted from the fire which destroyed the garage at that home. Staff was directed by the City Council to look into the problem and resolve it at the earliest possible date. Motion/Second: Linke/Doty to adjourn 11. Motion Carried meeting at 8:07 p.m. 5 ayes 0 nays Respectfully submitted, Donald F. Pauley, Clerk -Administrator AFT; tl PROCEEDINGS OF THE CITY COUNCIL CITY OF MOUNDS VIEW RAMSEY COUNTY, MINNESOTA Regular Meetingg December 10, 1984 Mounds View City Hall 2401 Hwy. 10, Mounds View, MN 55112 ----------------------------------------------------------------------- The Mounds View City Council was called to order by 1. Call to Order Mayor McCarty at 7:30 PM on December 10, 1984. The Pledge of Allegiance was said. 2. Pledge of Allegiance MEMBERS PRESENT: Councilmembers Doty, Linke, 3. Roll Call Hankner, BlancEard and Mayor McCarty. ALSO PRESENT: City Attorney Meyers, Clerk/Admini- strator Pauley and Public Works/Community Development Director Thatcher. Motion/Second: Blanchard/Doty to approve the 4. Approval of oFemt�er M,984 minutes as presented. Minutes: November 26, 1 5 ayes 0 nays Motion Carried There were no residents requests or comments from 5. Residents the floor. Requests and Comments from the Floor Motion/Second: Doty/Linke to approve the consent 6. Approval of agen a, m nus Item D, and waive the reading of the Consent Agenda resolutions. 5 ayes 0 nays Motion Carried Councilmember Doty stated that on Item D, he felt there is one employee who has been held back in pay increases in order to allow others to catch up in salary, and he felt she deserved a larger increase. Motion Second: Doty/McCarty that the Utility ccount ng Clerk, Dorothy Sandgren, have a higher increase than what is proposed, up to six percent. 2 ayes 3 nays Motion Failed Mounds View City Council Regular Meeting Councilmembers Links, Blanchard and Hankner voted against the motion. There was considerable discussion before the vote was taken on the motion. Councilmember Doty stated he favored a four percent increase, with an additional two percent in recognition of longevity and lack of supervision. Councilmember Linke stated he a reed with the feelings on Mrs. Sandgren's performance, and pointed out that he brought up the same point during the budget process, but at that time he could not get enough of the Council to concur. He pointed out that salaries were to be determined during the budgeting process, and since additional funds for this person were not set aside, he could not support the motion at this time. He also pointed out Mrs. Sandgren's present salary is above the median, and he does not feel she has been held back. He pointed out the individual suggested salaries were available during the budget process. Mayor McCarty stated the Council had begun a compensation study of salaries in 1979, in an attempt to be comptetive with other cities, and in the process of getting salaries in line, Mrs. Sandgren's salary had been held back, since she had started in 1967. He added that they are now in a position where everyones salary is in line, and it is not fair to hold Mrs. Sandgren back. He also added that the recommendations on salary increases did not come until after the budget was adopted. Councilmember Hankner stated she had plenty of information available during the budget process, and Council made policy statements to Staff, to follow the past practice of bringing all --mployees up to their salary range, and as of the 1985 budget year, most employees will have been brought up to their median range. She added that the policy was not established based on tenure. She added that if this particular salary increase is approved, they should go back and review everyone else, and be ready to deviate on everyone elses salary, December 10, 1984 Page Two Motion/Second; Linke/Hankner to approve Item D at the consent agenda, as presented, and waive the reading. 3 ayes 2 nays Motion Carr ed Mayor McCarty and Councilmember Doty voted against the motion, Mounds View City Council Regular Meeting ------------------------------------ December 10, 1984 Page Three ------------------- Clerk/Administrator Pauley reviewed Finance Director Brager's memo of December 5, 1984 regard- ing microfiche readers. Motion/Second: Doty/Linke to approve the request to micro m the finance department records and purchase two microfiche readers at a cost not to exceed $500, and have the Finance Director identify the funds source. 5 ayes 0 nays Park and Recreation Director Anderson reviewed the request to purchase two cash registers. Motion/Second: McCarty/Doty to authorize Staff to or er t e two cash registers referenced in Park and Recreation Director Anderson and Finance Director Bragers memo of December 4, 1984, with the cost overrun of $170 to be taken from the contingency. 5 ayes 0 nays 7. Consideration of Staff Memo Regarding Purchase of Microfiche Readers Motion Carried 8, Purchase oR Cash Registers Motion Carried Mr. Anderson reviewed the bids received for the 9. Purchase of purchase and installation of carpeting for the Carpeting for lower level of City Hall. He also reviewed the Lower Level changes they are proposing, and to have the overrun come from the City Hall roofing account, which came in $2,000 under budget. He also reported the low contractor has given a two week period for completion, once the contract is awarded. Notion/Second: McCarty/Linke to authorize the expenditure of $5,547.86 for the recarpeting of the City Hall basement, and the cost overrun to be funded from the excess money in the 1984. roofaccount. 5 ayes 0 nays Motion Carried Park Director Anderson advised the Council the Park Commission had mat on December 6 to interview } three consulting firms for the Oretnfield Park construction project for 1985, with them recom- mending the project to Barton/Ashford with the iut.ding to come from the Loncon grant from j the State. Director Thatcher reported Planning Comsissioners 10. Warren and Miller had attended the government training service seminar on Planning in Minnesota Mounds View City Council December 10, 1984 Regular Meeting Page Four ----------------------------------------------------------------- and they wanted to thank the Council for being able to attend. Attorney Meyers had no report. Councilmember Doty reported he had attended the Park and Rec special meeting on December 6. Motion/Second: Doty/Blanchard to approve hiring EaUFFon/Ashford Associates to do the development and work with the Park Commission and City Council on Greenfield Park, not to exceed $15,030, and the funding to come from• the LAWCON/LCMR. been received. 5 ayes 0 nays Councilmember Linke had no report. Councilmember Hankner had no report. Councilmember Blanchard asked Attorney Meyers if he had any further information on the tax forfeited land. Attorney Meyers replied he had given the informa- tion to Director Thatcher. Director Thatcher reviewed the information he had available, and the Council directed Staff to pre- pare the options for their review. Councilmember Blanchard asked if the City does any advertising for the park and ride program. Clerk/Administrator replied an article will be in the next newsletter. Mayor McCarty noted that in the action the Council had taken so far this evening, they had denied approximately $333 in additional compensation to an employee, yet approved approximately $670 in cost overruns on two projects. 11. Report of Attorney 12, Reports of Councilmembers Motion Carried 1.1 Clerk/Administrator Pauley reviewed the changes 13. Report of in Resolution No. 1833, amending Resolution Clerk/Admit No. 1710. strator a a Mounds View City Council Regular Meeting -------------------------------------------------- Motion/Second: Linke/Blanchard to approve Resolu- t on N5. g3'3 and waive the reading. 5 ayes 0 nays Motion/Second: Doty/Linke to adjourn the meeting at PM. 5 ayes 0 nays Respectfully submitted, Dona �. Pauley Clerk/Administrator December 10, 1984 Page Five ------------------- Motion Carried 14. Adjournment Motion Carried