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Home My WebLink About1992 06-22 CCP Regular Session CITY COUNCIL AGENDA CITY OF BROOKLYN CENTER JUNE 22, 1992 7 p.m. 1. Call to Order 2. Roll Call 3. Opening Ceremonies 4. Open Forum 5. Council Report 6. Approval of Agenda and Consent Agenda -All items listed with an asterisk are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Councilmember so requests, in which event the item will be removed form the consent agenda and considered in its normal sequence on the agenda. 7. Approval of Minutes: *a. June 8, 1992 - Regular Session 8. Presentation: a. Financial Task Force Report on Prioritization Process 9. Discussion Items: a. Resolution Declaring Commitment to the Brooklyn Center City Charter, Pledging Fair Treatment of Employees, Declaring Against Conflicts of Interest and Misuse of Positions b. Recommendation from Human Rights and Resources Commission Regarding Scheduling of Joint Meeting of City Council and Advisory Commissions C. An Ordinance Amending Chapter 35 of the City Ordinances Relating to Day Care Centers in Commercial Zones d. An Ordinance Establishing a Moratorium on Home Occupations on Brooklyn Boulevard e. Staff Report Regarding Energy Conservation Options at Government Buildings 1. Resolution Approving Concept of a Municipal Service Contract Pursuant to Minnesota Statute 471.345 2. Resolution Establishing Project No. 1992 -16, Energy 0 Conservation Improvements at Community Center, Accepting Proposal and Allocating Funds Therefore CITY COUNCIL AGENDA -2- June 22, 1992 f. Staff Report Regarding Development of a Pavement Management Program 1. Resolution Establishing Project No. 1992 -17, Pavement Management Program and Approving Request for Proposals Therefore g. Brooklyn Boulevard Study Ad Hoc Task Force 1. Resolution Establishing a Brooklyn Center Ad Hoc Brooklyn Boulevard Study Task Force and Defining Duties and Responsibilities 10. Resolutions: *a. Approving Specifications and Authorizing Advertisement for Bids for Delivery of One (1) Copier /Duplicator *b. Accepting Bid and Authorizing the Purchase of a 1991 Ford F800 with Holan Model 819 Aerial Bucket and Nichols Chip Dump Body C. Amending (Addition to) the 1992 Employee Position and Classification Plan *d. Declaring a Public Nuisance and Ordering the Removal of Diseased Trees (Order No. DST 06/22/92) *e. Approving Purchase of Facilities Database Software, Personal Computer and Printer for Public Utilities Department *11. Licenses 12. Adjournment AFTER ADJOURNMENT OF EDA MEETING, CITY COUNCIL WILL CONVENE AN EXECUTIVE SESSION TO REVIEW THE STATUS OF LITIGATION WITH THE CITY ATTORNEY!!!! CITY OF BROOKLYN CENTER council Meeting Date rune 22. 1992 Agenda Item Numbe REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: CITY COUNCIL MINUTES OF JUNE 8, 1992 - REGULAR SESSION DEPT. APPROVAL: po� - Patti A. Page, Deputy City Clerk MANAGER'S REVIEW/RECONMWNDATION: lj� j* %4- - -,#, No comments to supplement this report Comments below /attached SUND IARY EXPLANATION: (supplemental sheets attached ) RECOMMENDED CITY COUNCIL ACTION r" MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF 13ROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA REGULAR SESSION JUNE 8, 1992 CITY fiALL. CALL TO ORDER The Brooklyn Center City Council met in regular session and was called to order by Mayor Todd Paulson at 7 p.m. ROLL,. ALL Mayor Todd Paulson, Councilmembers Celia Scott, Jerry Pedlar, Dave Rosene, and Philip Cohen. Also present were City Manager Gerald Splinter, Director of Public Works Sy Knapp, Finance Director Paul Holmlund, Director of Planning and Inspection Ron Warren, City Attorney Charlie LeFevere, Personnel Coordinator Geralyn Barone, and Council Secretary Nancy Berg, OPENING EREMONIES Dcwi Nyquist offercd the invocation. OPEN FORUM Dan Morrissette, 1500 72nd Avenue North, addressed the City Council stating his concern over the recommendation by the Brooklyn Center Communications Task Force to hire a Part-time Communications Coordinator. Mr. Morrissette stated he believed the elected officials are already paid to do that. Denis Kelly, 7130 Fremont North, addressed the City Council stating his wife served as a chaperon for Jackson Junior High at the swimming pool and slide, and everyone treated the group very well and professionally. The kids had a great time -- they hated to leave. COUNCIL REPORTS Mayor Paulson announced a Property Manager's meeting is scheduled for June 9, 1992, at 10 a.m. Councilmember Philip Cohen introduced a Resolution Declaring Commitment to the Brooklyn Center City Charter, Pledging Fair Treatment of Employees, Declaring Against Conflicts of Interest and Misuse of Positions. Councilmember Cohen stated his reason for bringing this issue to the Council table is the past and present tenor of dialogue regarding the current form of government, Council /staff relations and treatment of City employees. 6/8/92 - 1 - These issues hake not only been raised at the Council tablel but have also beer! the sub}ect — Y_ of questions and ,�onccrns by the residents and the business community. He requested the Council Secretary read the proposed Resolution into the record. Mayor Paulson preferred to allow more time for discussion and citizen input on this matter, and suggested it be placed as a discussion item on a future agenda. Councilmember Pedlar indicated support of the resolution and suggested it be read for the viewing audience followed by Council debate. Councilmember Cohen reiterated his previous comments and agreed Council Reports may not be the proper place; however, he felt an urgency to address this issue. There was motion by Councilmember Cohen and seconded by Councilmember Pedlar for adoption of a Resolution Declaring Commitment to the Brooklyn Center City Charter, PledgLng pair Treatment of Employees, Declaring Against Conflicts of Interest and Misuse of Positions. Mayor Paulson declared a ruling of the chair that the previous motion was out of order. Councilmember Cohen requested a point of order on the ruling of the chair. 3 Councilmember Pedlar seconded the appeal for ruling of the chair. Councilmember Scott suggested the resolution be read into the record to inform residents and the matter be brought back at the next meeting to provide time for public input. Councilmember Rosene concurred. The Council Secretary complied with Mayor Paulson's direction to read the proposed Resolution Declaring Commitment to the Brooklyn Center City Charter, Pledging Fair Treatment of Employees, Declaring Against Conflicts of interest and Misuse of Positions. i In response to Councilmember Pedlar's questions, Mayor Paulson indicated support of portions of the resolution and would like the opportunity to debate the entire issue. Councilmember Rosene also indicated support of the resolution but requested the matter be tabled to allow the opportunity to research references in the City Charter. There was a motion by Councilmember Rosene and seconded by Councilmember Scott to table consideration of a Resolution Declaring Commitment to the Brooklyn Centcr City Charter, Plcdging Fair Treatment of Employees, Declaring Against Conflicts of interest and Misuse of Positions to the June 22, 1992, Council Meeting when it will be considered as the first agenda item to provide adequate time for debate. The motion passed unanimously. App OVAL OF AGENDA AND CONSENT' AGENDA Mayor Paulson inquired if any C;ouncilmembers requested airy items be removed from the consent agenda. Councilmember Cohen requested items 13g,131, and 13m be removed from the Consent Agenda. 6/8/92 - RESOLUTIONS RESOLUTION NO 92 -127 Member Celia Scutt in ruduccd the following resolution and moved its adoption: RESOLUTION AMENDING SUBDIVISION 11 OF RESOLUTION NO, 91 -153 KLUARVINU THE COMMUNICATIONS TASK FORCE TERM The motion for the adoption of the foregoing resolution was duly seconded by member Dave Rosene, and the motion passed unanimously, RESOLUTION TTION No 92-1 Member Celia Scott introduced the following resolution and moved its adoption: RESOLUTION DECLARING A PUBLIC NUISANCE AND ORDERING THE REMOVAL OF DISEASED TREES (ORDER NO. DST 06/08/9 The motion for the adoption of the foregoing resolution was duly seconded by member Dave Rosene, and the motion passed unanimously. RESOLUTION NQ 92 -129 Member Celia Scott introduced the following resolution and moved its adoption: RESOLUTION APPROVING CHANGE ORDER NO. 2 FOR IMPROVEMENT PROJECT NO, 1991 -07, CONTRACT 1991 -N, TRAIL REPLACEMENT AT VAKIOUS LOCATIONS The motion for the adoption of the foregoing resolution was duly seconded by member Dave Rosene, and the motion passed unanimously, RESOLUTION NO 92 -130 Member Celia Scott introduced the following resolution and moved its adoption: RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR PURCHASE OF ONE (1) TRACTOR WITH BACKHOE AND LOADER The motion for the adoption of the foregoing resolution was duly seconded by member Dave Rosene, and the motion passed unanimously. LI EN E.5 There was a motion by Councilmember Scott and seconded by Councilmember Rosene to approve the following list of licenses: 6/8/92 - 3 . AMUSEIVI`ENT DEVICES - VENDOR Carousel Int'l. Corporation P.O. Box 307 Gary Rocchio 2001 Flag Avenue N. ITINERANT FOOD ESTABLISH NT Brooklyn Center Lions Earle Brown Days Parade Brooklyn Center Lions Dudley Softball 'Tournament Brooklyn Center Parks & Rec. Earle Brown Days Parade Minnesota Mini Donuts Earle Brown Days (EBHC) Northland DeLite Earle Brown Days (E13HC) The Weiner Wagon Earle Brown Days (EBHC) MECHANICAL SYSTEMS I arson Mechanical 1509 Coon Rapids Boulevard Wenzel Htg, and A/C 1955 Shawnee Road RENTAL DWELLINGS Renewal; Jay Showalter 6742 -44 France Avenue N. Pat or Hal Gensler 5214 Great View Avenue N. Muchtar Sajady 7205 Perry Court East Gary Olson 3715 69th Avenue N. The motion passed unanimously. A2PRQVAL OF MINUTES MAY 26 19 22-- REGULAR SR S SSIO There was a motion by Councilmember Pedlar and seconded by Councilmember Rosene to approve the minutes of May 26, 1992, regular session as printed. The motion passed unanimously. MAYORAL APPAL MFG: PLANNING CQMMI5SION Mayor Paulson indicated there were four applications for the Council's review. The City Manager added Karen Olson's application has not yet been received. Councilmember Pedlar announced there is also an outstanding application from the West Central District from Jack Kelly. Mayor Paulson moved to appoint Tim Wilson to the Planning Commission and requested Council's consent, Councilmemher Pedlar preferred to delay appointments until the issue of districting was addressed. 6/8/92 -4- Councilmember Rosene briefly reviewed the pending applications complimenting each applicant on their outstanding qualifications, and indicated support of Mr. Wilson's appointment. Councilmember Cohen concurred with Councilmember Pedlar regarding the need to address redistricting prior to making any appointments. A brief discussion followed regarding the need for geographically balanced representation. The Director of Planning and Inspection responded to Council's question by indicating he does not anticipate a problem for the Planning Commission if a vacancy were to remain for a month or two. He informed the Council a compromise has been reached by the Planning Commission because Wallace Bernard at the urging of other commission members, has agreed to chair the Commission through the remainder of the year if the Commissions are authorized to elect their own chair. Council consensus was reached to table further discussion of this matter until the issue of redistricting is addressed later in the meeting. Councilmember Cohen pointed out the nccd to revise the application form to request more background information. Mr. Wilson submitted his resume for Council review. pRESE_NTATI NS BROOKLYN _aNT"ER_ COMMUNICATIONS TASK FORCE RECOMMENDATION TO HIRE A PART -TIME COMMUNICATIONS COORDINATOR Dr. Fred Capshaw, Chairperson of the Brooklyn Center Ad Hoc Communications Task Force, expressed the Force's concern about the negative image being portrayed of Brooklyn Center and is proposing a recommendation that will send a message that Brooklyn Center is a good place to live and work. He stated the Task Force understands the financial constraints under which the City is currently operating. The Task Force recommends favorable approval of the proposed Communications Coordinator position. The Task Force agrees the number one priority for improving the image of Brooklyn Center is to better market the community's amenities (including the park system, shopping areas, schools, housing stock, businesses, etc.). The City has a substantial investment in its housing stock and businesses, and if these deteriorate, so will the tax base and funding available to pay for police, public works, and recreation services. The Task Force prioritized tasks for the proposed position and reduced it to part -time (20 hours/week). The main focus of the Communications Coordinator would be to maAet Brooklyn Center. This would be done in the following areas: coordinate communication with citizens; coordinate communication between staff and the public, coordinate employee communication, and coordinate marketing of the City. He added the EDA has also been involved in addressing these issues. Ob 9 - 6/8/ 2 - S The recommendation is revised from a full -time $40,000 a year position to a net ongoing expense of $14,400. i Councilmember Rosene calculated the $14,400 a year equates to $.SO per year per resident, and is a minimal amount to expend if it keeps up property values and informs residents of surrounding amenities. He indicated support of the position due to the need to develop a positive image of Brooklyn Center. Councilmember Pedlar extended his appreciation to Dr. Capshaw and the Task Force for their work on this item. He recounted an editorial equating St. Paul's crime rate as being similar to Brooklyn Center and the similar impression shared by some residents. While Councilmember Pedlar conceptually supports the need for the position he expressed concern due to financial constraints the City is facing. Councilmember Rosene addressed other City services which are self - supporting and the possibility that this position may also pay for itself. Councilmember Cohen concurred and indicated he supports the position in concept and suggested it be referred to the Financial Task Force with staff researching funding options. Councilmember Scott commented on the trend of negative newspaper coverage and the need to project a positive representation of Brooklyn Center and to correct mis- impressions. She felt staff has insufficient time to promote the City and expressed the need for a Coordinator experienced in print media. Dr. Capshaw emphasized a professional Communications Coordinator will exercise "damage control" by clarifying wrong impressions caused by a negative or misleading article. Whilc he appreciated the City's fiscal restraints, he felt the proposal offered a proactive solution. Dr. Capshaw thanked staff, in particular Personnel Coordinator Geralyn Barone, for their excellent support. Mayor Paulson thanked everyone for their input and commented on his desire to create citizen involvement. 'there was a motion by Councilmember Cohen and seconded by Councilmember Scott to accept in concept the Communications Task Force recommendation to hire a part-time Communications Coordinator and refer the recommendation to the Financial Task Force as part of their prioritization process per Dr. Capshaw's recommendation, to direct staff to look at all other communication functions within Brooklyn Center as part of the EDA, and to address options for funding this position ($14,400). Pat Baran, 701 Dallas Road, addressed the use of contingency funds for recurring expenses. Councilmember Cohen concurred and pointed out his motion directs staff to look at other communication functions the City is already funding. The motion p assed unanimously. 6/8/92 -6- PU> LIC HEARING IN AL APPLI Arr F A PRIVAT KENNEL LI CENSE ALJE NORTH NSE AT 41 FREM NT The City Manager explained Section 1- 105.5b requires the City Manager to approve or deny the kennel license application based on the Public Health Sanitarian's report and written comments within fourteen (14) days after the notice of the City Manager's decision is mailed to area property owners. The City Manager, after considering the report from the sanitarian and concern expressed by the public, denied the request for a private kennel license. Couneilmember Scott questioned the number of incidents. The City Manager clarified the two police reports recorded the same incident - one dog bite, Couneilmember Rosene pointed out a resident's letter also mentions a dog bite. Ms. Wilcox indicated she did not receive copies of the complaints. The p=ity Manager explained while they are not distributed unless requested, they are available as part of the public record. Ms. Wilcox indicated she had nothing to add. Mayor Paulson opened the meeting for the purpose of a public hearing on the initial application for a private kennel license at 5417 Fremont Avenue North at 8.20 p m, He inquired if there was anyone present who wished to address the Council. No one appeared to speak, and he entertained a motion to close the public hearing. There was a motion by Couneilmember Scott and seconded by Couneilmember Pedlar to close the public hearing at 8:20 p.m. The motion passed unanimously. Couneilmember Pedlar pointed out eight neighbors have expressed concern about noise and it appears the problem exists whether the dogs are in the house or outside. Ms. Wilcox stated the dogs are are always attended by her or her husband when they are outside, Mayor Paulson complimented staff on following this new procedure to review and provide due consideration to the applicant. Couneilmember Rosene indicated support of the City Manager's decision and sympathized with the applicant regarding the removal of one dog. He asked if the applicant is provided an opportunity to correct complaint issues prior to denial. The City Manager commented the ordinance provision is designed to phase out kennel licenses. He suggested the Council consider allowing three to six months to remove the third dog. Discussion turned to rationale for limiting the number of animals per household and the option of phasing out the additional animal by allowing a resident to keep a third, older animal until it expires. There was a motion by Couneilmember Pedlar and seconded by Couneilmember Rosene to affirm the City Manager's finding for denial and allowing the applicant six months to dispose of the third dog. The motion passed unanimously. 6/8/92 -7, ORDINANCES The City Manager presented an Ordinance Amending Chapter 15 of the City Ordinances Establishing a Final Plat Fee. He indicated this ordinance amendment was offered for a first reading on May 11, 1992, published in the City's official newspaper on May 20, 1992, and is offered this evening for second reading. Mayor Paulson opened the meeting for the purpose of a public hearing on An Ordinance Amending Chapter 15 of the City Ordinances Establishing a Final Plat Fcc at 8:31 p.m. He- inquired if there was anyone present who wished to address the Council. No one appeared to speak, and he entertained a motion to close the public hearing. There was a motion by Councilmember Scott and seconded by Councilmember Cohen to close the public hearing at 8:32 p.m. The motion passed unanimously. ORDINANCE NO, 92-07 Member Celia Scott introduced the following ordinance and moved its adoption: AN ORDINANCE AMENDING CHAPTER 15 OF THE CITY ORDINANCES ESTABLISHING A FINAL PLAT FEE The motion for the adoption of the foregoing ordinance was duly seconded by member Jerry Pedlar, and the motion passed unanimously. The City Manager presented a Resolution Establishing a Final Plat Fee. 0 RESOLUTION NO. 9.2-131 Member Celia Scott introduced the following resolution and mnved its adoption: RESOLUTION ESTABLISHING A FINAL PLAT FEE The motion for the adoption of the foregoing resolution was duly seconded by member Celia Philip Cohen, and the motion passed unanimously. The City Manager presented an Ordinance Amending Chapter 25 of the City Ordinances Establishing a Fee for Vacating a Street, Alley, or Easement. He indicated this ordinance amendment was offered for a first reading on May 11, 1992, published in the City's official newspaper on May 20, 1992, and is offered this evening for second reading. Mayor Paulson opened the meeting for the purpose of a public hearing on An Ordinance Amending Chapter 25 of the City Ordinances Establishing a Fee for Vacating a Street, Alley, or Easement at 8:34 p.m. 6/8/92 -8- Graydon Boeck, 5601 Indiana North, asked if the City will be required to pay the fee if they initiate the vacation. He felt easements are most often for the public benefit and questioned why a resident should be required to pay the fee. Mr. Boeck also raised the issue of liability. The City Manager responded the City may pay a fee for the vacation of utility easement, however, it is at the Council's discretion. Regarding liability, the City Attorney clarified the City only becomes responsible if negligent, Mr. Boeck raised the issue of a lift station at the corner of 56th and Halifax Avenues. Councilmember Cohen indicated this issue is not addressed by the proposed ordinance and suggested staff look into easement concern expressed by Mr, Boeck and make recommendation for Council action. There was a motion by Councilmember Cohen and seconded by Councilmember Pedlar to close the public hearing at 8:47 p.m. The motion passed unanimously. ORDINANCE NO 92 -08 Member Philip Cohen introduced the following ordinance and moved its adoption: AN ORDINANCE AMENDING CHAPTER 25 OF THE CITY ORDINANCES ESTABLISHING A FEE FOR VACATING A STREET, ALLEY, OR EASEMENT The motion for the adoption of the foregoing ordinance was duly seconded by member Jerry Pedlar, and the motion passed unanimously, The City Manager introduced a Resolution Establishing a Fee for Vacating a Street, Alley, or Easement. RESOLUTION NO 92 -132 Meiilber Celia Scott introduced the following resolution and moved its adoption: RESOLUTION ESTABLISHING A FEE FOR VACATING A STREET, ALLEY, OR EASEMENT The motion for the adoption of the foregoing resolution was duly seconded by member Dave Rosene, and the motion passed unanimously, RECESS The Brooklyn Center City Council recessed at 8:52 .m. and reconvened at 9:0 p 2 p.m. 6/8/92 _9 _ DISCUSSION ITEMS SAFETYC0MMI= ECOMMENIL2ATIQN T NDUCT AIR QUALITY S DY QF C IVI C CENTER AND GITY_ GARAGE The City Manager indicated during the past year the Employee Safety Committer, has reported a number of complaints relating to air quality and air flow in the City Hall, in the Community Center and at the City Garage. He explained staff attempted to do an in -house study of the air quality but found fhey do not have adequate equipment. The Director of Public Works reviewed the staff report outlining the Safety Committee's recommendation to accept Legend's proposal for this service. In response to Mayor Paulson's question, the Director of Public Works stated it is not possible to estimate the cost to correct possible problems prior to completion of the study. Councilmember Pedlar indicated support of the study since complaints and concerns have been expressed, and due to possible liability with OSHA and Workmen's Compensation. Councilmember Scott stated very often the solution is inexpensive for indoor air quality. She was familiar with several companies who have hired Legend and found the cost of the study was paid for in one year due to increased employee productivity and health. The City Manager introduced a Resolution Establishing Project No. 1992 -14, Air Quality Study of Civic Center and City Garage, Accepting Proposal to Conduct Study and Appropriating Funds Therefore, RES LUTION NO, 92 -133 Member Celia Scott introduced the following resolution and moved its adoption' RESOLUTION ESTABLISHING PROJECT NO. 1992 -14, AIR QUALITY STUDY OF CIVIC CENTER AND CITY GARAGE, ACCEPTING PROPOSAL TO CONDUCT STUDY AND APPROPRIATING FUNDS THEREFORE The motion for the adoption of the foregoing resolution was duly seconded by member Jerry Pedlar, and the motion passed unanimously. AN , ORDINANCE AMENDING CHAEMR 35 OF THE CITY ORDINANCES RELATING TO RESIDENTIAL FACILITIES The City Manager presented an Ordinance Amending Chapter 35 of the City Ordinances Relaxing to Rssidential Facilities for (Council's consideration for first reading. The Director of Planning and Inspection reviewed the staff report as well as discussion and action taken by the Planning Commission regarding residential facilities. He explained the proposed ordinance adopts classifications for residential facilities contained in State Statute which include primarily "residential programs" and "nonresidential programs" as defined by Minnesota Statutes. The recommended ordinance deletes references to group residential 6/8/92 - 10 - programs or facilities as special uses in the multiple family residence zoning districts. The Director or Planning and Inspection responded to Council's questions by further explaining allowable uses in various zoning districts. Councilmember Scott pointed out the proposed ordinance simply brings Brooklyn Center into conformance with State Statutes. Also, it educates the public there are certain aspects the Council has no control over since they are regulated by the State through the licensing process. There was a motion by Councilmember Cohen and seconded by Councilmember Scott to approve for first reading An Ordinance Amending Chapter 35 of the City Ordinances Relating to Residential Facilities and setting a public hearing date of July 13, 1992, at 7:15 p.m. The motion passed unanimously. APPOINTMENT OF AD HOC TASK FORCE FOR THE ROOKLYN BOULEVARD PLANNING STUDY The City Manager reviewed the City Council has approved Dahlgren, Shardlow, Uban Lic. to conduct a planning study for Brooklyn Boulevard. This study involves an Advisory Task Force to assist staff and the Consultant in the development of the study and its final recommendations. Included in the Task Force membership list were business community members, property owners along Brooklyn. Boulevard, 9 to 11 residents of the area, members of the Planning Commission and neighborhood advisory committees abutting Brooklyn Boulevard. Staff is recommending Janis Blumentals, chair of the EDC of the Chamber of Commerce and Jack Lescault, Brooklyn Boulevard business owner, for membership on this Task Force, Mayor Paulson asked that a notice of these openings be posted so interested residents could submit an application and resume. He indicated this is the committee for residentN whu wish to promote Brooklyn Center. Councilmember Cohen suggested all advisory committee members also be notified to see if they are interested. Councilmember Rosene agreed and suggested special notice also be given to residents in the northeast and southeast neighborhoods and to newspapers. There was a motion by Councilmember Rosene and seconded by Councilmember Pedlar to approve staff's recommendation and direct them to prepare a resolution creating a Ad Hoc Task Force for the Brooklyn Boulevard Planning Study, post the openings, notify advisory commissions, neighborhood advisory groups, the public and newspapers, and to appoint J anis Blumentals and Jack Uscault to this Ad Hoc Task Force. The motion passed unanimously. 6/8/92 PRESENTATIONS (CONTINUED) FINANCIAL TASK FORCl✓ RECOMMENDATION ON FINANCIAL MANAGEMENT P LI The City Manager introduced Financial Task Force members including Chair Dennis Kelly. The Finance Director provided a detailed review of the proposed Financial Management Policies including the purpose; objectives; financial management policies; capital improvement budget policies; revenue policies; debt policies; reserve policies; investment policies; accounting; auditing and financial reporting policies; risk management policies; operating budget policies; ethics policy role of auditors; and, the adequate general fund balance policy formula. Councilmember Cohen asked whether the City should continue to use certificates of indebtedness for major expenditures or if cash should be used. The Financc Director responded this matter is being reviewed in light of the removal of levy limits, Mayor Paulson emphasized whenever user charges and fees are determined to be appropriate for City services, those charges and fees should generally be established at a level which will recover the full cost of providing the service, including administrative costs. Councilmember Cohen stressed the City should not commit any excess funds to future projects. Regarding municipal fund balances, Councilmember Cohen was concerned the State may look to these funds to cover their budget shortfall. He suggested the formula be clarified so it doesn't appear the City is trying to hide funds. He expressed his support for the policy recommendations and thanked the Task Force for the great deal of time spent on this recommendation. The Finance Director pointed out the proposed policy will prohibit the City from using excess fund balances for next year's budget. Task Force member pat Boran agreed with Councilmember Cohen regarding potential for excess funds and added the Task Force debated this issue at length. He pointed out the proposed policy is considered long -term and not only one year. Because of this, it is important not to totally commit excess funds from future budgets. He felt the policy provides some flexibility to deal with issues that occur between fiscal periods, which is why the 50 percent limit is included, However, the Council can make exceptions. Councilmember Pedlar, Council liaison to the Task Force, complimented the members of the Task Force and staff indicating they did a nice job. Councilmember Rosenc added his compliments and suggested residents should stop them in the street and praise them for a job well done. Mayor Paulson thanked the Finance Director and the Task Force for this work on this recommendation. A motion was made by Councilmember Cohen and seconded by Councilmember Rosene to accept the Financial Task Force recommendation on Financial Management Policies and extend the Council's deep and sincere appreciation to the Task Force. The motion passed unanimously, 0 6/8/92 - 12- i The City Manager felt the changes being recommended will be more vivid once the Council reviews the 1993 budget, especially as it relates to use of general fund balances which will result in a $344,OW shortfall, Councilmember Cohen suggested this policy be send to State Legislatures to advise them of the City's action. ANNUAL FINANCIAL REPORT - AUDITOR'S R Pl✓ ORT The Finance Director presented the annual financial report in accordance with Minnesota Statutes and the City Charter. He explained Barbara Dickman was unable to attend and introduced Tom Smoody and Cliff Hoffman of Deloitte & Touche. He thanked the Mayor and Council members for their support as well as the auditors for their assistance. Cliff Hoffman reviewed details of the annual financial report including operating fund status, general fund balance Components, comparison of number of households to number of City employees, summary of full -time employees, general fund expenditures, selected performance ratios, general fund revenues, general fund revenues/expenditures per household (3.8 to 2.45 for an average household), debt activity, general obligation bond ratings (Al), debt service schedule, management practices to avoid, and where your State dollar goes (Minnesota general fund spending), Tom Smoody continued to review the comprehensive annual financial report, the Certificate of Achievement given to the City of Brooklyn Center (which only one percent of the cities receive) and the auditor's report. Mayor Paulson asked why the cash -flow account is in a non - interest bearing account rather than an interest bearing account. He asked staff review this matter, provide him with the figures and verify that a non - interest bearing account is still appropriate. The Assistant Finance Director explained the bank does provide this information and it consistently indicates the City would pay more with an interest bearing account due to service charges. Tom Smoody reviewed Deloitte's Management Letter to the City and responded to Council's questions. He complimented the Council for following up on prior year recommendations and concluded his remarks by thanking City staff for their assistance. There was a motion by Councilmember Cohen and seconded by Councilmember Scott to accept the Financial Report and Auditor's Report and direct staff to make recommendation on the Management Letter. The motion passed unanimously. RESQDUTI ON The City Manager presented a Resolution Amending Resolution Nos. 87 -87 and 87 -134 Regarding the Brooklyn Center Planning Commission. The Personnel Coordinator reviewed the proposed resolution pointing out it allows election of the chair by commission membership, geographic representation, and posting of vacwicies. 6/8/92 - 0 - Also upon passage, all chair positions will expire and be elected at the commission's next meeting. Thereafter elections will be held at the first meeting of each calendar year. Mayor Paulson requested the term "nominee(s)" be changed to "nominee" in the second paragraph of page 2. The Personnel Coordinator responded the plural term allows the Council to respond to more than one vacancy. Mayor Paulson indicated he wanted to avoid confusion so it is understood Council members will receive copies of all applications; however, he will be presenting only one nominee per vacancy. With regard to effective date, Mayor Paulson felt September 1 or January 1 should be considered for consistency. The Personnel Coordinator reviewed when various commissions will be holding their next meetings. RESOLUTION NO, 92 -134 Member Philip Cohen introduced the following resolution (as amended) and moved its adoption; RESOLUTION AMENDING RESOLUTION NOS. 87 -87 AND 87 -134 REGARDING THE BROOKLYN CENTER PLANNING COMMISSION The motion for the adoption of the foregoing resolution was duly seconded by member Jerry Pedlar, Councilmember Rosene indicated he will not support the motion on the floor because it results in termination of all chair positions upon passage. There was a motion by Mayor Paulson and seconded by Councilmember Rosene to amend the resolution to indicate chair terms will expire September 1, 1992. Vote on the motion to amend: two ayes, three nays. The motion failed. Councilmembers Cohen, Pedlar and Scott voted nay. Vote on the original motion: three ayes, two nays. The motion passed. Councilmember Rosene and Mayor Paulson voted nay. The City Manager presented a Resolution Amending Resolution Nos. 68 -44, 69 -35, 71 -211, 74 -68, and 87 -132 Regarding the Brooklyn Center Human Rights and Resources Commission, RESOLUTION NO, 92 -135 Member Celia Scott introduced the following resolution and moved its adoption: RESOLUTION AMENDING RESOLUTION NOS. 68-44,69-35,71-211,74-68, AND 87- 132 REGARDING THE BROOKLYN CENTER HUMAN RIGHTS AND RESOURCES COMMISSION The motion for the adoption of the foregoing resolution was duly seconded by member Dave Rosene, and the motion passed unanimously. 6/8/92 -14- The City Manager presented a Resolution Amending Resolution Nos. 73 -1401, 75 -97, 77 -22, and 87 -131 Regarding the Brooklyn Center Housing Commission. RESOLUTION NO 92 -136 Member Philip Ovhcn introduced tho following resolution and moved its adoption; RESOLUTION AMENDING RESOLUTION NOS. 73 -140, 75 -97, 77 -22, AND 87 -131 REGARDING THE BROOKLYN CENTER HOUSING COMMISSION The e mot on for the adoption of the foregoing resolution p e on was duly seconded b member Jerry S g Y Y Pedlar, and the motion passed unanimously, The City Manager presented a Resolution Amending Resolution Nos. 73 -25, 77 -52, and 87- 133 regarding the Brooklyn Center Park and Recreation Commission. RESOLUTION NO. 92 -137 Mcmbcr Jerry Pedlar introduced the following resolution and moved its adoption: RESOLUTION AMENDING NOS. 73 -25, 77 -52, AND 87 -133 REGARDING THE BROOKLYN CENTER PARK AND RECREATION COMMISSION The motion for the adoption of the foregoing resolution was duly seconded by member Dave Roscne, and the motion passed unanimously. The City Manager presented a Resolution Amending Resolution No. 90 -121 Regarding the Brooklyn Center Drug Awareness Commission, RESOLUTIQN NO, 92 -138 Member Davc Rosenc introduced the following resolution and moved its adoption: RESOLUTION AMENDING RESOLUTION NO. 90 -121 REGARDING THE BROOKLYN CENTER DRUG AWARENESS COMMISSION The motion for the adoption of the foregoing resolution was duly seconded by member Celia Scott, and the motion passed unanimously. MAYOR APPOINTMENT - PLANNING COMMISS1ON (CONTINUED Councilmember Cohen indicated although the applicants are well qualified, the Planning Commission does not contain representation from the Central or West Central neighborhoods. Councilmember Scott added the importance of the Brooklyn Boulevard Study and the need to have these neighborhoods represented. Mayor Paulson entertained a motion to nominate Tim Wilson to the Planning Commission. 6/8/92 .15 - There was a motion by Councilmember Rosene and seconded by Mayor Paulson to affirm the nomination of Tim Wilson to the Planning Commission. Motion by Councilmember Cohen and seconded by Councilmember Pedlar to table appointment to the Planning Commission until applications are received from the Central or West Central neighborhoods. Mayor Paulson pointed out this matter has been tabled three times, and the Planning Commission will have to elect their chair without full membership. He asked if a decision will be reached at the next meeting. Councilmember Rosene felt Mr. Wilson has exceptional qualifications and it would be a loss to Brooklyn Center if the Planning Commission doesn't take advantage of his expertise. He felt this should take precedence over geographical distribution. Councilmember Pedlar reviewed Jack Kelly's background and expertise, indicating his application is pending, Councilmember Cohen suggest the Mayor review this application for consideration in his nomination. Vote on the motion to table: three ayes, two nays. The motion passed. Councilmember Rosene and Mayor Faulson voted nay. RESOLUTIONS - (CONTIN`JED) The City Manager presented a Resolution Amending the 1992 Gcncral Fund Budget to Provide Funds for Membership in the National League of Cities. Councilmember Cohen supported participation in the National League of Cities if the budget allows. L TI N 92 -1 RESQ U Q NO 9 3 Member Philip C:olien introdturcd the following resolution and moved its adoption: RESOLUTION AMENDING THE 1992 GENERAL FUND BUDGET TO PROVIDE FUNDS FOR MEMBERSHIP IN THE NATIONAL LEAGuh OF CITIES The motion for the adoption of the foregoing resolution was duly seconded by member Celia Scott, and the motion passed unanimously. The City Manager introduced a Resolution Closing the General Obligation Tax Increment Bonds of 1982 Debt Service Fund and "Transferring the Remaining Funds to the General Obligation Tax Increment Bonds of 1985 Debt Service Fund. 6/8/92 - 16 - RESOLUTION NO. 92 -140 Member Cclia Scutt introduccd the following resolution and moved its adoption: RESOLUTION CLOSING THE GENERAL OBLIGATION TAX INCREMENT BONDS OF 1982 DEBT SERVICE FUND AND TRANSFERRING THE REMAINING FUNDS TO THE GENERAL OBLIGATION TAX INCREMENT BONDS OF 1985 DEBT SERVICE FUND The motion for the adoption of the foregoing resolution was duly seconded p g g y Seca d by member Jerry Pedlar, and the motion passed unanimously. The City Manager introduced a Resolution Calling for Public Hearing to Amend Year XVIII of the Hennepin Urban County Community Development Block Grant Program. Councilmember Cohen stated even though the City Attorney has indicated a conflict of interest is not present because of his association with Mr. Strauss, Community Resource; Partnership, he will not participate in the discussion or vote on this item. RESOLUTION NO. 92 -141 Member Celia Scott introduced the following resolution and moved its adoption: RESOLUTION CALLING FOR PUBLIC HEARING TO AMEND YEAR XVIII OF THE HENNEPIN URBAN COUNTY COMMWFNITY DEVELOPMENT BLOCK GRANT PROGRAM The motion for the adoption of the foregoing resolution was duly seconded by member Jerry Pedlar, the motion passed: four ayes, one abstain. Councilmember Cohen abstained from voting. The City Manager introduced a Resolution Approving Specifications for a Request for Proposal and Authorizing Its Publication. It was noted Councilmember Cohen had declared a conflict of interest and would not be participating in the discussion or vote on this item. RESOLTJTION NQ 92 -142 Meittber Davc Roscnc introduced the following resolution and moved its adoption: RESOLUTION APPROVING SPECIFICATIONS FOR A REQUEST FOR PROPOSAL AND AUTHORIZING ITS PUBLICATION The motion for the adoption of the foregoing resolution was duly seconded by member Jerry Pedlar, the motion passed: four arcs, one abstain. Councilmember Cohen abstained from voting. Councilmember Cohen returned to the meeting. 6/8/92 - 17 - The City Manager presented a Resolution Amending the 1992 General Fund Budget and Approving the Purchase of a Micro Computer. RESOLUTION NO, 92 -143 Member Celia Scott introduccd the following resolution and moved its adoption- RESOLUTION APPROVING PURCHASE OF A MICRO COMPUTER The motion for the adoption of the foregoing resolution was duly seconded by member Jerry Pedlar, and the motion passed unanimously. The City Manager presented a Resolution Authorizing Execution of Land Disposition Agreement for 6730 Perry Avenue North. He indicated this is a housekeeping resolution regarding the restriction of the sale of the property for the construction of a single - family home for low and moderate income persons. Mayor Paulson declared a conflict of interest and left the meeting. It was then chaired by Pro tem Pedlar. RESOLUTION NO. 92 -144 Menibcr Philip Cohcn introduced the following resolution and moved its adoption: RESOLUTION AUTHORIZING EXECUTION OF LAND DISPOSITION AGREEMENT FOR 6730 PERRY AVENUE NORTH The motion for the adoption of the foregoing resolution was duly seconded by member Celia ,Scott, the motion passed: four ayes, one abstain. Mayor Paulson abstained from voting,. ADJOURNMENT There was a motion by Councilmcmber Pedlar, and seconded by Councilmember Rosene to adjourn the meeting, The motion passed unanimously. The Brooklyn Center City Council adjourned at 11:58 p.m. Deputy City Clerk Todd Paulson, Mayor Recorded and transcribed by: Nwicy Berg Northern Counties Secretarial Services 6/8/92 - 18 - GENERAL FUND _ BUDGET PRIORITIZATION PROCESS • r' REPORT AND RECOMMENDATIONS OF THE BROOKLYN CENTER FINANCIAL TASK FORCE JUNE 9 1992 TO THE HONORABLE MAYOR AND CITY COUNCIL: The Brooklyn Center City Council established the Brooklyn Center Financial Task Force in the spring of 1991 with a scope of "advising the City Council regarding matters relevant to the City's financial status" and with the following duties and responsibilities: 1. Make recommendations to improve cost effectiveness of City services, programs, and functions. 2. Make recommendations on priorities for reducing or eliminating services should it become necessary. 3. Make recommendations on modifications, additions and /or deletions to short and long term City revenue sources. The Brooklyn Center Financial Task Force held its first meeting on July 29, 1991. Since its first meeting it has met 23 times (62 hours) reviewing all aspects of City finances, department operations and met with the City's Auditor. In January of 1992 the Financial Task Force • recommended, and the City Council adopted, a Financial and Service Prioritization Process whose purpose was to "provide options for the City Council to consider as a means to reduce and /or contain costs in 1992 and subsequent budgets." The Financial Task Force herewith respectfully submits their report and recommendations regarding the Financial and Service Prioritization Process. We wish to personally thank the employees of Brooklyn Center for their enthusiastic cooperation in support of this effort. The City's financial managers seem most willing to make decisions which are needed to maintain our budget within the resources available. The City auditor, Cliff Hoffman of Deloitte Touche, stated the financial operations of the City of Brooklyn Center are well managed and the present financial condition is very good. As a part of our initial review we found a need to recommend to the City Council for their consideration a comprehensive financial management policy for Brooklyn Center. The City Council has received and adopted this policy and they are'to be commended for their fiscal responsibility and foresight in this matter. The Financial and Service Prioritization Process Final Report as attached to this memorandum consists of the following tables: 1. Summary of Revenue Enhancements and Expenditure Reductions as Recommended by the Financial Task Force for the Prioritization Process. This table represents a summary presentation of the priorities by category and priority classification. At the bottom of this table are definitions of priorities one through four. i 2. Revenue Enhancements and Expenditure Reductions as Recommended by the Financial Task Force for the Prioritization Process. This table represents the same basic information contained in the previous summary table but in greater detail. It presents the information on the Prioritization Process by category, item by item and by priority. 3. Summary of Financial Service and Prioritization Items by Category. This table is the most detailed and is presented on yellow pages. It describes each individual priority item submitted to the Financial Task Force for consideration and indicates departmental, City Manager's and Financial Task Force recommendations and priorities. One of the major goals of the Financial and Service Prioritization Process was to "provide a plan which allows systematic and phased cost reductions and /or revenue enhancements which will result in permanent budget impact of approximately $1,000,000 in the general fund budget for 1993. " The Task Force understands it may not be necessary for the City Council to implement all of the proposed priorities suggested in this report. However, should it become necessary because of fiscal pressure or good public policy making, the priorities itemized in this report should give you a blueprint and guideline to follow. We are recommending for your consideration and review, with the aforementioned discussion in mind, priorities totaling $1,723,011 (user fee and revenue enhancements $1,130,055 and expenditure reductions $592,946). Included in the user fee /revenue enhancements and expenditures reduction of $1,723,011 recommended by the Financial Task Force are approximately $47,000 of expenditure reductions already implemented. In addition to the $47,000 of implemented expenditures • reductions, approximately $198,000 in revenue enhancements and expenditures reductions were implemented in 1992 prior to the prioritization process. If the City Council chooses to implement certain of the priorities recommended in this report it will reduce the number of City employees financed through the general fund by seven. If the Council implements these or other staff reductions we strongly recommend the adoption and use of a thorough outplacement program for affected employees. At various times during the last ten months of our deliberations City Council members have made comments to the affect that the Task Force should be made a permanent committee of the City of Brooklyn Center. We have discussed the advisability of making this Task Force a permanent committee and believe there is merit in doing so. Should the Council create this Task Force as a permanent City committee, we believe the next phase of our consideration should - involve the following: 1. Further evaluate the reorganization potential of City service delivery. 2. Examine further options for recommendation to the City Council in dealing with revenue enhancement contained in priority 4 recommendations in the Prioritization Process report. -2- . In addition to the attached prioritized recommendations, the Task Force was asked to make expanded comments and recommendations in a number of areas. First, City Council requested the Task Force to review a request for funding from the Brooklyn Center Hockey Booster program. It is our understanding the City Council wished to have us comment and make recommendations on how they should approach and consider this particular athletic group funding request and all others which may be proposed of a similar nature. We recommend for your consideration the following general rules. The potential for funding requests of this nature will intensify and continue into the future and should be reviewed as one priority among all other priorities considered in the annual general fund budget process. If the City Council chooses to allocate funding for this purpose we believe it should be directed to all athletic programs on an equal basis and should contain an element of participant need. We believe assistance to these programs should be directed to the individual participants, if possible, rather than to the organizing group. The City Council may want to consider working out a program or process in conjunction with school district community education programs and /or non - profit or local foundations such as the Brooklyn Center Foundation. Secondly, the City Council asked this Task Force to "consider the proposed Communications Coordinator's position as a part of the Prioritization Process." The Financial Task Force has reviewed the recommendation of the Communications Task Force for a part time position. The Financial Task Force believes the 1992 Budget is in delicate balance. A portion of fund balance was used ($300,000) to balance the 1992 Budget and the City could be impacted by State shortfalls and the extension of the 6.5 % sales tax to City purchases ($75,000). In addition, the adequate fund balance formula is not fully funded at this time. We believe the part time • Communications Coordinator position is not a high enough priority to warrant approval in 1992 given the "delicate" condition of the 1992 Budget. It is our unanimous recommendation that in 1993 the part time Communications Coordinator position, as recommended by the Communication Task Force, be implemented only if there is an equivalent reduction in other General Fund operating expenses. A Council member, as a part of the Prioritization Process, suggested consideration of a "voluntary reduction of City Council salaries by 5 %. " We reviewed current salaries and those approved for implementation on January 1, 1993. The approved increase for Mayor is from $7,000 to $11,500 plus a potential for $1,200 per year for per diem payment, a 79% increase including fringe benefit costs. For Council members the increase is from $5,000 to $7,500 plus a potential for $700 per diem payment, a 63 % increase including fringe benefit costs. Our review consisted of comparisons to similar salaries in the metropolitan suburban area. The data used was compiled by the Association of Metropolitan Municipalities and consisted of 29 members whose populations exceeded 20,000 residents. The survey was dated April, 1992 and included data for 1990, 1991, and 1992. Population counts were Metro Council figures from the 1990 census. . -3- Based on the data, we found Brooklyn Center's elected official's salaries are slightly below the average in absolute terms, but slightly higher than average when based on cost per resident. Overall, not out of line with similar municipalities. However, when the increases scheduled for January 1 1993, are factored in, it would place them in the highest brackets in the Twin City Metropolitan area. When viewed from the perspective of the cuts being recommended in other City budgets, we find the salary increases to be egregious. The Financial Task Force is unanimous in recommending a roll back on the increase of salaries and the elimination of per diem pay which would result in a savings of approximately $19,946 in the 1993 Budget. This report is respectfully submitted for City Council consideration. The membership of your Task Force sincerely appreciates the opportunity to serve Brooklyn Center and stand ready to discuss with the City Council any and all details of this report at your convenience. Dennis Kelly, Chair Donn Escher Ulyssess Boyd Vi Kanatz • Pat Boran Gregg Peppin Ron Christensen -4- . SUMMARY OF REVENUE ENHANCEMENTS AND EXPENDITURE REDUCTIONS AS RECOMMENDED BY THE FINANCIAL TASK FORCE FOR THE PRIORITIZATION PROCESS ------------------------------------------------------------------------------------------------------------------------------------ (EEEPPRE) PRIORITY 1 PRIORITY 2 PRIORITY 3 PRIORITY 4 TOTAL - ---- - - - -- --- ---- - -- ---- ---- -- ---- - - ---- ----- - - --- CATEGORY A: EXPENDITURE REDUCTIONS WITH MINIMAL SERVICE IMPACTS $ 23,850 $ 2,910 $ 16,150 $ 0 $ 42,910 CATEGORY B: REVENUE ENHANCEMENTS 103,355 8,500 4,000 1,014,200 1,130,055 CATEGORY C: CHARGE TO OTHER DEPARTMENTS /AGENCIES FOR SERVICES 2,000 0 0 0 2,000 CATEGORY D: REASSIGN DUTIES TO OTHER DEPARTMENTS 0 0 0 0 0 CATEGORY E: REDUCTIONS WITH SOME IMPACT ON EMPLOYEES 41,004 3,000 0 1,200 45,204 CATEGORY F: REDUCTIONS WITH SOME IMPACT ON THE PUBLIC 8,730 17,652 2,750 33,750 62,882 CATEGORY G: ITEMS REQUIRING CAPITAL OUTLAY TO REDUCE OPERATING COSTS 8,500 1,200 0 0 9,700 CATEGORY H: STAFFING ISSUES /ALTERNATIVE SERVICE ISSUES 127,660 66,100 40,000 132,633 366,393 CATEGORY I: PERSONNEL MANAGEMENT ISSUES 0 0 0 3,382 3,382 CATEGORY J: OTHER ISSUES 33,000 0 0 27,485 60,485 ---- ------ ----- - ---- - ----- - - -- --- ------- - ---- - ---- TOTAL: $ 348,099 $ 99,362 $ 62,900 $ 1,212,650 $ 1,723,011 ---- - - - - -- ---- - - - - -- ---- - - - - -- ---- - - - - -- ---- - - - - -- ---------- --- - - - - - -- ---- - - - - -- ---- - - - - -- ---- - - - - -- --------------------------------------------------------------------------------------------------------------------------------------------------- PRIORITY 1: First items to be cut. Cuts would have little or no impact on quality of service. PRIORITY 2: Second items to be cut. Cuts would have some effect on level of service. Less willing to give up these items. PRIORITY 3: Lower priority itms to be cut. Cut would have substantial impact on level of service. We would be reluctant to implement these changes. PRIORITY 4: Very last items to be cut. Cuts would have severe impact on level of service. We would hold on to these items as the very last to be considered. (EEEPPRI) REVENUE ENHANCEMENTS AND EXPENDITURE REDUCTIONS AS RECOMMENDED BY THE FINANCIAL TASK FORCE FOR THE PRIORITIZATION PROCESS ------------------------------------------------------------------------------------------------------------------------- Print Set: I23 PRIORITY 1 PRIORITY 2 PRIORITY 3 PRIORITY 4 TOTAL - ----- - - - -- ---------------------- --- -------------------- -- -- -- --- - - - - - -- ---- - - - - -- ---- -- ---- ------ ---- - --- - -- - -- CATEGORY A: EXPENDITURE REDUCTIONS WITH MINIMAL SERVICE IMPACTS CITY COUNCIL* Lump sum reduction of annual planning process expenses $ CM $ 2,500 $ $ $ 2,500 CITY MANAGER Use alternative employment advertising methods 500 500 EMERGENCY PREP Reduce books and pamphlets 400 400 FIRE Discontinue CPR Training 3,120 3,120 POLICE Reassess towing agreement charges 5,000 5,000 DATA PROCESSING Negotiate quantity discounts through LOGIS 2,000 2,000 PLANNING & INSP Send compliance orders through regular mail 500 500 GOVT BUILDINGS Electric savings /power capacitors 1,300 1,300 ENGINEERING Reduce special paper and maps 250 250 ENGINEERING Send weed notice through regular mail 350 350 STREET MAINT Dirt and seed instead of sod 500 500 VEHICLE MAINT Buy non -brand name tools 100 100 VEHICLE MAINT Use ABC extinguishers 500 500 VEHICLE MAINT Don't buy additional rust protection on autos 1,350 1,350 CITYWIDE Use zip code printing software 100 100 PARKS MAINT Amend Diseased Tree program 4,000 4,000 CITY MANAGER* Reduce amount allocated for labor relations service 2,000 CM 2,000 CITY COUNCIL Drop League of Minnesota Cities membership 13,650 13,650 EMERGENCY PREP* Reduce printed forms 200 200 EMERGENCY PREP* Reduce Safety supplies 400 400 EMERGENCY PREP* Reduce dues and subscriptions 210 210 FIRE* Delay furniture replacement 2,000 2,000 ENGINEERING* Reduce supplies 150 150 ENGINEERING* Minimize photo copying 30 30 EMERGENCY PREP Reduce training and conferences 500 500 POLICE* Eliminate uniforms for the dispatchers 1,300 CM 1,300 - --------- - - - - -- ---- - -- - -- -- -- -- - - -- -- --- - - - -- ---- - - ---- ------ -- -- TOTAL CATEGORY A 23,850 2,910 16,150 0 42,910 ------ ---- - - - - -- -- -- - ----- ---- - - - - -- --- - - - - - -- ---- - - - - -- ---- - - - --- Page 1 PRIORITY 1 PRIORITY 2 PRIORITY 3 PRIORITY 4 TOTAL ----- -- - --- -- ---- -------- - ----- -- ----- --- ---- -- - --- ---- - - - --- ---- - - - - -- -- -------- CATEGORY B: REVENUE ENHANCEMENTS CITY MANAGER* Increase /add fees for maps, copies, etc. CM 1,200 1,200 CITY MANAGER Increase license fees for food establishments, etc. 7,000 7,000 ASSESSING Discontinue no cost processing of change orders after Board of Equalization meeting 3,240 3,240 POLICE Increase dog license fees 1,000 1,000 FINANCE Charge full 2% admin and 8% eng fees on all impr projects 15,000 15,000 PLANNING & INSP Establish housing and maintenance reinspection fee 1,500 1,500 PLANNING & INSP Increase Planning Commission fees 3,100 3,100 ENGINEERING Charge non - refundable plan deposit 3,750 3,750 ENGINEERING Double fees for copies 175 175 ENGINEERING Permit charge for private utilities 500 500 ENGINEERING Implement final plat fee 800 800 ENGINEERING Implement easement vacation fee 250 250 ENGINEERING Charge tree registration fee 250 250 STREET MAINT Charge $1 for Christmas tree dropoff 740 740 COMMUNITY CNTR Raise water slide fee by twenty -five cents 18,750 18,750 RECREATION Raise all class fees by ten percent 17,000 17,000 RECREATION Raise non - resident softball player fees $2 3,000 3,000 POLICE* Increase false alarm charges 20,500 CM 20,500 FINANCE* Charge franchise fee for City's public utilities CM-NR 0 PLANNING & INSP* Increase rental license fee CM 16,000 16,000 PLANNING & INSP* Charge 65% plan check fee for residential permits 8,500 8,500 STREET LIGHTING* Implement street light utility CM 144,000 144,000 STREETS MAINT* Special Assess sealcoating 260,000 260,000 DATA PROCESSING Include data processing costs in fee structure 4,000 4,000 FINANCE* Charge franchise fee for electric, gas, cable CM 577,000 577,000 PARKS MAINT* Charge rental for picnic tables 1,800 CM 1,800 PUB UTILITIES* Discontinue senior citizen discount for sewer 16,000 16,000 RECREATION* Add $1 non-resident fee to all classes 5,000 CM 5,000 -- ------ -- - -- - -- --- - - --- -- --- - - - - - -- ---- - - - - -- ---- - -- - -- ---- - -- - -- TOTAL CATEGORY B 103,355 8,500 4,000 1,014,200 1,130,055 ---------- - - ---- -- --- ----- --- - - - - - -- ---- - - - - -- ---- - - - - -- ---- - -- --- Page 2 • PRIORITY 1 PRIORITY 2 PRIORITY 3 PRIORITY 4 TOTAL ----- - - - - -- ---------------------- ----- ---------- -- ---- -- ---- ---- - - - - -- ---- - - - - -- -- -- - - - - -- ---- - - - - -- ---- - - - - -- CATEGORY C: CHARGE TO OTHER DEPARTMENTS /AGENCIES FOR SERVICES ----- - - - - -- ------------------------------------------------- PARKS MAINT Charge full cost for bandwagon 500 500 PARKS MAINT Charge Golf Course for utilities 1,500 1,500 - -- ------- - - - --- - --- --- --- ---- - - - - -- - --- - - -- -- -- -- ---- -- - ----- -- -- TOTAL CATEGORY C 2,000 0 0 0 2,000 -- -------- ------ ---- - - -- -- ---------- --- ----- -- ---------- -- -- --- --- CATEGORY D: REASSIGN DUTIES TO OTHER DEPARTMENTS 0 CATEGORY E: REDUCTIONS WITH SOME IMPACT ON EMPLOYEES - ---------- ---------------------------------------- CITY MANAGER Reduce purchase of books and pamphlets 250 250 UNALLOCATED Limit out -of -state conferences to department heads only 4,000 4,000 ASSESSING Reorganize staffing 12,158 12,158 POLICE Eliminate pickup and drop -off of resident officers 1,000 1,000 DATA PROCESSING Have employee take home data back -up instead of contract 300 300 PARKS MAINT Discontinue utilities to some shelters 3,000 3,000 CITY COUNCIL* Five percent voluntary reduction in City Council salaries 19,946 CM 19,946 CITY COUNCIL Reduction of training and conferences 1,000 1,000 CITY MANAGER* Reduce dues and subscriptions 350 350 UNALLOCATED* Cancel attendance at Municipals banquets 1,200 1,200 UNALLOCATED Limit out -of -state schools to only a select few employees 2,000 2,000 --- ------- - - -- -- - --- ---- -- - --------- ---------- -- --- - - --- - -- ---- --- TOTAL CATEGORY E 41,004 3,000 0 1,200 45,204 - ------- -------- ---- - - - - -- ---- - -- --- ---- --- - -- --- -- ----- -- -- --- --- I � Page 3 PRIORITY 1 PRIORITY 2 PRIORITY 3 PRIORITY 4 TOTAL -- --- ---- -- ---------- ------- --- ---- ----------- - -- - -- - --- - - - - -- ---- -- - --- ---- - -- - -- - --- --- --- ---- ------ CATEGORY F: REDUCTIONS WITH SOME IMPACT ON THE PUBLIC ----- - -- - -- ----------------------------------------- UNALLOCATED Find a replacement for newsletter publisher 4,000 4,000 POLICE Do not accept NSF checks if amount is under $200 2,800 2,800 GOVT BUILDINGS Reduce fertilizing service from 5 to 2 1,930 1,930 PARKS MAINT Reduce fertilizer service contract 4,425 4,425 STREETS MAINT Reduce preform pavement markings 2,750 2,750 SOCIAL SERVICES* Withdraw from Five Cities Senior Transportation Program 10,727 CM 10,727 PARKS MAINT Reduce trail repair to minimum 9,000 9,000 'UNALLOCATED* Eliminate Earle Brown Days security costs 11,500 11,500 RECREATION* Eliminate chiLdrens' Halloween party 750 750 PARKS MAINT* Reduce parks reforestation 2,500 2,500 PARKS MAINT* Eliminate goose control 2,100 2,100 I PARKS MAINT* Reduce plaza plantings 2,400 2,400 PARKS MAINT Eliminate maintenance on tennis courts - - -- - 8,000 - - -- - 8,000 --- -- ----------- --- - -- - - -- ---- - - -- -- ---------- TOTAL CATEGORY F 8,730 17,652 2,750 33,750 62,882 --- ------- ------ --- - - - -- -- ---- - - - - -- - --- ------ - ----- - --- ---- - - - --- ----------- -------------------------------------------------------- CATEGORY G: ITEMS REQUIRING CAPITAL OUTLAY TO REDUCE OPERATING COSTS -- -- --- ---- -------------------------------------------------------- VEHICLE MAINT Establish new vehicle maintenance computer program 8,000 8,000 VEHICLE MAINT Purchase wire feed welder 500 500 PARKS MAINT Accelerate replacement of mowers 1,200 1,200 ---------------- - --- ---- -- -- -- - --- -- - --- - - ---- - ---- ----- -- --- - - --- TOTAL CATEGORY G 8,500 1,200 0 0 9,700 ---------- - - - --- -- -- - - - --- -- -- - - - --- --- ------- ---------- ---- ------ Page 4 PRIORITY 1 PRIORITY 2 PRIORITY 3 PRIORITY 4 TOTAL ----- - - ---- ----------- -- --------- ------ ------ --- - - - -- ---- - - -- -- -- -- - - - - -- ---- - - - - -- - ---- - - - -- - ------ - -- CATEGORY H: STAFFING ISSUES /ALTERNATIVE SERVICE ISSUES ----- -- - - -- ------------------------------------------ COMM DEVELOPMENT Reorganize staff 55,592 55,592 HEALTH Turn all health inspections /licensing over to County 58,930 58,930 ENGINEERING Eliminate seasonal survey technician 5,100 5,100 RECREATION Cut one program supervisor position 30,000 30,000 PARKS MAINT* Reduce parks overtime by 50% 10,000 CM 10,000 ENGINEERING Eliminate two engineering technician positions 40,000 40,000 COMM DEVELOPMENT* Reduce Planning & Inspect secretary position to part-time 13,138 CM 13,138 ANIMAL CONTROL Eliminate all part -time Code Enforcement positions 14,310 14,310 POLICE Eliminate all part -time Code Enforcement positions 9,573 9,573 STREETS MAINT* Reduce street overtime by 50% 10,000 CM 10,000 VEHICLE MAINT* Reduce shop overtime by 50% 1,000 CM 1,000 STREETS MAINT Reduce part -time personnel by 50% 14,750 14,750 POLICE* Reduce scheduled overtime 10,000 10,000 STREETS MAINT* Eliminate one Maintenance II position 35,000 35,000 PARKS MAINT* Eliminate one Maintenance II position 35,000 35,000 PARKS MAINT Reduce part -time personnel by 50% 24,000 24,000 - ------ --- - - ---- ---- - - - - -- -- -- - - - - -- ---- - - - - -- ------ - - -- --- - - ----- TOTAL CATEGORY H 127,660 66,100 40,000 132,633 366,393 ------ ----- -- - -- -- -- - - -- -- -- -- - - - - -- -- -- - --- -- ---- - - ---- ---- - -- - -- ----------- --------------------------- CATEGORY I: PERSONNEL MANAGEMENT ISSUES ----- - - - - -- ---------------- -- ----- - --- CITY MANAGER* Receptionist position to be job shared 3,382 3,382 ----- ----- - - - - -- -- ------ -- ------ -- -- -- -------- ---------- -- -- - - - - -- TOTAL CATEGORY I 0 0 0 3,382 3,382 -- ------- - - - ---- ---- - - - - -- ---- - - - - -- ---- - - - - -- ---- -- -- -- --- - - - - - -- Page 5 PRIORITY 1 PRIORITY 2 PRIORITY 3 PRIORITY 4 TOTAL CATEGORY J: OTHER ISSUES POLICE Eliminate Canine Program 5,000 5,000 POLICE* Restrict parking 2 -6 a.m. 12 months a year NR-CM 0 POLICE Encourage traffic and truck enforcement program 3,000 3,000 POLICE Expand use of home detention devices 25,000 25,000 POLICE Transfer TAP /Senior Citizen call back duties to dispatchers 9,485 9,485 STREETS MAINT Add one year to street sealcoat cycle 18,000 18,000 RECREATION* Have City forgive golf course debt NR-CM 0 ---- ------ - - - - -- -- --- -- --- - --- - -- - -- --- - - - -- -- ---------- ---------- TOTAL CATEGORY J 33,000 0 0 27,485 60,485 --- -- ---- -- - - - -- ---- - - - - -- -- -------- ---------- ---- - - - - -- ---- - - - - -- TOTAL ALL CATEGORIES $ 348,099 $ 99,362 $ 62,900 $ 1,212,650 S 1,723,011 PRIORITY 1: First items to be cut. Cuts would have little or no impact on quality of service. PRIORITY 2: Second items to be cut. Cuts would have some effect on level of service. Less willing to give up these items. PRIORITY 3: Lower priority items to be cut. Cut would have substantial impact on level of service. We would be reluctant to implement these changes. I PRIORITY 4: Very last items to be cut. Cuts would have severe impact on level of service. We would hold on to these items as the very last to be considered. * = City Manager's recommendation changed by Financial Task Force. C = City Manager's recommendation. NR = Not recommended by Financial Task Force. Page 6 0 • TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY_COUNCIL' SAVINGS/ RECOMMEN— RECOMMEN RECOMMEN- _ DIVISION REVE NUES PRIORITY W W` C OMMENT S DATION DA ION DATION ` I CATE GORY A. EXP ENDI TUR E REDUCTION WIT MIN SERVI IMPACTS Priority $ Priority $ 1 COUNCIL PROFESSIONAL SERVICES $2,500 3 1 $2,500 2 $2,500 S1 Lump sum reduction of annual D1 planning process expenses. 2 COUNCIL DUES AND SUBSCRIPTIONS Explore dropping P Pp� 9 LMC S1 Reduce membership fees: membership if it doesn't D1 Assoc. of Metro Municipalities $610 4 affect LMCIT membership NR $0 NR $0 ' North Metro Mayors Assoc. $1,000 4 —Task Force recommends NR $0 NR $0 League of Minnesota Cities $2,048 4 eliminating LMC dues 3 $13,650 3 $13,650 unless insurance is threatened 3 CITY PROFESSIONAL SERVICES $2,000 1 2 $2,000 1 $2,000 S2 MANAGER Reduce amount allocated for D2 labor relations services. 4 CITY EMPLOYMENT ADVERTISING $500 1 1 $500 1 $500 S2 MANAGER Use alternative advertising D2 methods other than major newspapers, which are more expensive, to reach selective audiences, 5 UNALLOCATED OFFICE SUPPLIES $500 3 This may save supply NR $0 NR $0 S3 When doing agenda or copying, costs but increase labor D3 duplex as much as possible to costs. save paper. 6 UNALLOCATED Establish better controls for $500 3 This may save supply NR $0 NR $0 S3 distribution of office supplies, costs but increase labor D3 costs. 7 UNALLOCATED POSTAGE $500 2 This may save postage NR $0 NR $0 S3 Encourage departments to costs but increase labor D3 look at ways of reducing costs. mailings or limiting the size of mailings by duplexing copies as m uch as ossible. C1 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY I ALL DEPARTMENTS SUMMARY COST MANAGER'S '' TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN- RECOMMEN- # DIVIS ITEM REVENUES P RIORIT Y C DATION DATION DATION CATEGORY A: EXPEN R EDUCTIONS WITH MINIMAL SERVICE IMPACTS Priority $ Priority $ 8 UNALLOCATED Reduce Operating Supplies $550 3 Involves items such as NR $0 NR $0' S4 (Acct. # 4220)to a minimum. manuals, reference D4 Defer to 1993 wherever possible. items, and report materials. Can not be entirely eliminated, but lower priority items can be delayed or elminated. 9 EMER. Reduce entire object #4212; $200 2 NR $0 2 $200 S5 PREPARED, printed forms D5 10 EMER. ( Reduce entire object #4220; $1,792 4 NR $0 NR $0 S5 PREPARED. operating supplies D5 11 EMER. Reduce entire object #4227; $400 1 NR $0 1 $400 S5 PREPARED. safety supplies D5 12 EMER. Reduce entire object #4411; $1,000 3 3 $500 3 $500 S5 PREPARED. training and conferences D5 13 EMER. Reduce partial object #4413; $210 2 NR $0 2 $210 S5 PREPARED. dues and subscriptions D5 14 EMER. Reduce entire object #4417; $400 1 1 $400 1 $400 S5 PREPARED. books and phamplets D5 15 FIRE Do Not install enclosed cab on $18,000 A 1 NR $0 NR $0 S6 Engine 2 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN- RECOMMEN F---- FDIVISION ITEM REVENUES' PRI ORITY CO DATION DATION DATION CATEGORY A: EXPENDITURE R WITH MINIMAL SERVICE IMPACTS Priorit $ Pr iority $ 16 FIRE Discontinue CPR Training $3,120 1 1 $3,120 1 $3,120 S6 D6 i 17 FIRE Reduce program of planned $16,000 2 NR $0 NR $0 S6 equipment replacement D6 i 18 FIRE Furniture, delay replacement $2,000 3 NR $0 3 $2,000 S6 D6 19 FIRE Reduce Clothing Replacement $1,000 4 NR $0 NR $0 S6� D6 L 20 FIRE Reduce Supplies $1,000 4 NR $0 NR $0 S6 D7 21 POLICE Reassess towing agreement $5,000 1 It appears two (2) other 1 $5,000 1 $5,000 S7 charges towing com pies use this D8 practice towing impounds for other cities 22 POLICE Eliminate uniforms for the $1,300 4 Dispatchers no longer 4 $1,300 1 $1,300 S7 dispatcher positions greet the public and the D8 majority no longer wear the offical issued uniform 23 POLICE Explore other available bid $1,300 4 Review State of NR $0 NR $0 S7 processes to include front and Minnesota and D8 rear wheel drive vehicles Hennepin County bids at time of purchase for possible savings C3 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL' SAVINGS/ RECOMMEN- RECOMMEN- RECOMMEN- # _ DIV ISION _ITEM _ REVENUES .PRIOR CO ___ _ DATION_ -_ � DATION ( _D A_-TION �f CATEGORY A: EXPENDITURE REDUCTIONS WITH MINIMAL SERVICE IMPA Priority Priority - -. - -- - — - - - -- - - - -- -- -- - -- - - - -- -- - -- - -- - -- - -- - - - - 24 DATA Negotiate quantity discounts when $2,000 1 1 $2,000 1 $2,000 i S8 PROCESSING ordering software and hardware D9 through LOGIS j 25 FINANCE Switch from international to $5,000 2 Seek RFP's every 5 to 7 NR $0 NR $0 S8 regional independent audit firm. years D9 26 P & I Stop sending all Compliance 500 1 1 $500 1 $500 I p g p $ S9 Orders via Registered Mail D10 27 GOV BLDG Electric savings /power capacitors $1,300 1 1 $1,300 1 $1,300 r � I S10 D11 28 ENG Reduce non- MSA traffic counts N/A 1 1 $0 1 $0 S10 D11 29 ENG Reduce special paper & maps $250 1 1 $250 1 $250 S10 D11 30 ENG Reduce supplies $150 1 NR $0 1 $150 S10 D11 31 ENG Minimize photocopying $30 1 NR $0 1 $30 S10 D11 32 ENG Weed notice regular mail $350 1 1 $350 1 $350 S10 D11 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN #_ _ DI- V _ I TEM RE VE NUE S; PRIO C OMMENT S DATION DATION LDA - nON CATEGORY A: EXPENDITURE REDUC WIT MINIMAL SERVICE IMPACTS Priority $ Priority $ 33 STREET Dirt & seed instead of sod $500 1 1 $500 1 $500 S10 D11 i 34 STREET Do not repaint major equipment $1,000 1 NR $0 NR $0 l S10 D12 35 VEHICLES Driver ed to improve car care N/A 1 1 $0 NR $0 S10 D12 36 VEHICLES Non —brand name tools $100 1 1 $100 1 $100 S10 D12 37 VEHICLES Incr service intervals for staff cars N/A 1 NR $0 NR $0 S10 D12 38 VEHICLES Increase oil change intervals $250 1 NR $0 NR $0 S10 D12 39 VEHICLES Use ABC extinguishers $500 1 Could cause computer 1 $500 1 $500 S10 equipment damage D12 40 VEHICLES No addl rust protection on cars $1,350 1 1 $1,350 $1,350' S10, D12 41 PARK Leave bandwagon in Central Park N/A 1 1 $0 1 $0 S10 D13 C5 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY r ALL DEPARTMENTS SUMMARY COST MANAGEA'S TASK FORCE I CITY COUNCIL SAVINGS/ RECOMMEN RECOMMEN— RECOMMEN— - # DIVISION__ _ITEM_ REV_E_ P CO MMEN TS __ _DATION _ I _ DATION _ CATEG A: EXPENDITURE REDUCTIONS WITH MINIMAL SE IMPACTS Priority $ Priority $ ----- - - - -- 42 PARK Adopt —a —Park program N/A 1 1 $0 1 $0 S10 - -- D13 I i I 43 PARK Permanently install picnic tables N/A 1 1 $0 1 $0 S10 D13 44 CITYWIDE Use zip —code printing software $100 1 1 $100 1 $100 S10 j D14 45 CITYWIDE Establish wellness program Unknown 1 Needs further evaluation NR $0 NR $0 S10 D14 I 46 CITYWIDE More recognition for good service N/A 1 1 $0 1 $0 S10 D14 47 PARK Amend Diseased Tree program $4,000 2 1 $4,000 1 $4,000 i S10 D13 I � i — - --- - - - - - -- C ATEGORY A'S UBTOTAL $80,810 $3 9,920 $42 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY I ALL DEPA RTMENTS SUMMARY COST T MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ AECOMMEN— RECOMMEN— RECOMMEN— #_.__ _ _ IT REV ENUES _COMMENTS _ I DA TION DATION 1 C AT EG ORY B: R_EVEW ENHANCEMENTS _ Priority $ Priority $ 1 CITY Increase or add fees for maps, $1,200 1 1 $1,200 4 $1,200 S11 MANAGER copies, and ordinances, D15 especially for Chapters 12, 34, and l 35, as well as the apartment directory. i 2 CITY Increase license fees for food $13,000 1 Implement a portion of 1 $7,000 1 $7,000 S11 MANAGER establishments, refuse vehicles, these increases (not in D15 swimming pools, etc. the food area) 3 LEGAL Recover costs for legal services ? 1 Implement wherever 1 $0 1 $0 S12 COUNSEL by charging or increasing fees possible -- however, no D16 for applicants (street vacation, accurate estimate is variances, special use permits, possible preliminary and final plat approval, etc.). t 4 LEGAL Gain access to sources of ? 1 1 $0 1 $0 S12 COUNSEL revenue outside the tax supported D16 general fund. 5 ASSESSING Discontinue no —cost processing $3,240 1 Would eliminate some 1 $3,240 1 $3,240 S13 of Change Orders after the nuisance changes and D17 meeting of the Board of recover our costs on the Equalization. legitimate ones. We will waive in cases of true hardship and if we made error. Other avenues (abatement or petition) remain available to the taxpayer. C7 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY I ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— # [ DIVISION ITEM R EV E NUES >.PRIORITY COMME DATION DATION DA CATEG B: RE VENU E ENHANCEMENTS Priority $ Priority $ 6 POLICE Cat and dog licensing $2,500 1 Several surrounding 1 $1,000 1 $1,000 S14 (incr. est) departments have D18 (G. Fund) already increased their licensing fees. (Increase dog license only.) 7 POLICE Increase false alarm charges $20,500 1 Original fee system 2 $20,500 1. $20,500 S14 (incr. est) developed in meetings D18 (G. Fund) with the Chamber of Commerce; Increased estimate is based on actual 1991 alarms; Increase may cause better monitoring by businesses resulting in lowering the estimated increase; private homeowners should not be affected. Overtime revenues would fall because of better monitoring. 8 POLICE Research Grants to supplement Unknown 4 4 $0 4 $0 S14 programs D18 9 PUBLIC Discontinue senior citizen $32,000 4 Does not affect General NR $0 4 $16,000 S15 UTILITY sewer discount. Fund. Not 50% Reduction D19 BILLING recommended because reduced rate is based or reduced usage. 10 FINANCE Charge fee for notary services. $200 4 Implementation would NR $0 NR $0 S15 AND OTHER cause more negative D19 DEPARTMENTS P. tha dollars earned i TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY r— COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— DIVISION_ ITE R PRIOR _COM DATION RA TION DATION CATEGORY B REV ENUE ENHA Priority $ Priority $ 11 T LIQUOR Increase bad check fee charge. $700 1 Does not aff ect General 1 $0 1 $0 S15 Fund D19 12 DATA Include data processing costs $4,000 3 3 $4,000 3 $4,000 S15 PROCESSING in fee structure. D19 M 13 FINANCE Charge franchise fee for PU, $600,000 1 Implementation for City 3 $577,000 4 $577,000 S15 electric, gas, and cable TV. utilities ruled illegal (Electric, Gas, Cable) D19 2 $23,000 NR $0 D22 (Water, Sewer, Storm i Sewer) I 14 FINANCE Charge full 2% administration $15,000 1 Savings affected if 1 $15,000 1 $15,0001 j S15 and 8% engineering on all personnel reduction in D19 improvement projects. Engineering occurs 15 P & I Establish Housing Maintenance $1,500 1 $25 per reinspection 1 $1,500 1 $1,500 S16 Reinspection Fee D20 16 P & I Increase Rental License Fee $16,000 1 Double existing fee 2 $16,000 4 $16,000 S16 D20 17 P & I Increase Planning Commission $3,100 1 Double existing fee 1 $3,100 1 $3,100 S16 Fees D20 18 P & I Charge 65% Plan Check Fee for $17,000 2 Based on 1991 permits 2 $17,000 2 $8,500 S16 Residential Permits Implement 1/2 plan D20 checkfee C9 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— # DIV ISION ITEM`` RE PRIORITY C DAT10N DATION DATION CATEGOR B : REVENUE ENHANCEMEN _ Priority $ Priority $ 19 ENG Non— refundable plan deposit $3,750 1 1 $3,750 1 $3,750 S17 D21 20 ENG Double copy fee $175 1 1 $175 1 $175 S17 D21 21 ENG Permit charge for private utilities $500 1 1 $500 1 $500 S17 D21 I 22 ENG Implement final plat fee $800 1 1 $800 1 $800 S17 D21 23 ENG Implement easement vacation fee $250 1 1 $250 1 $250 S17 D21 24 ENG Tree registration fee $250 1 1 $250 1 $250 S17 D21 25 STREET Charge $1 for Xmas tree dropoff $740 1 1 $740 1 $740 S17 D22 26 PARK Charge rental for picnic tables $1,800 1 Charge will reduce use 3 $1,800 1 $1,800 S17 D22 27 VARIOUS Establish special service distr $6,000 2 NR $0 NR $0 S17 D22 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY F ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN- # DIVISION ITEM R EVENUES JPFJIORITY CO MMENTS DATION DATION DATION CAT EGOR Y B: REVENUE ENHANCEMENTS Priority $ Priority $ 28 ST LITE Implement street light utility $144,100 3 2 $144,000 4 $144,000 S17 D22 29 STREET Special assess sealcoating $260,000 4 4 $260,000 4 $260,000 S17 D22 i 30 COM CENTER Raise Water Slide $0.25 $18,750 1 1 $18,750 1 $18,750 ' S18 D23 31 COM CENTER Raise Water Slide $0.50 $37,500 1 NR $0 NR $0 S18 D23 32 ADULT Charge seniors for monthly $500 3 NR $0 NR $0 S18 RECREATION newsletter D23 I 33 ALL REC Raise all class fees 10% $17,000 1 Proposed Financial 1 $17,000 1 $17,000 S18 PROGRAMS Policy requires review of I D23 1993 registration fees 34 ALL REC Add a $1 non — resident fee to all $5,000 4 4 $5,000 1 $5,000 S18 PROGRAMS classes D23 i 35 ADULT Raise non — resident softball player $3,000 1 1 $3,000 1 $3,000 S18 RECREATION fee $2 D23 i CATEGORY` SUBT OTAL' $1,23 — - - -— - -- - - - - -- -- ---------- - - - - -- $1,145 $1,130,0551 C11 I TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY I ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— I # D IVISION ITEM REVENUE PRIORITY C OMMENT S DATION DATION DATION CATE GORY_C: CH_ AR TO OTHER DE PARTMENTS /AG ENCIES FOR SERVICES Priority $_ Priority $ 1 CITY SALARIES, FT EMPLOYEES $15,869 2 This does not really NR $0 NR $0 S19 MANAGER Move the EDA Coordinator's save the City money and D24 position and benefits to the EDA not all of the EDA budget (75% of this item is Coordinator's time is already charged to the EDA). spent on EDA matters. 2 � ENG Charge other depts for supplies N/A 1 NR $0 NR $0 S20' D25 3 ENG Merlin machine to Div 80 N/A 1 NR $0 NR $0 S 20 D25 i 4 VEHICLES Charge back vehicle costs N/A 1 NR $0 NR $0 S20 D25 5 PARK Charge full cost for bandwagon $500 1 1 $500 1 $500 S20 D25 6 PARK Elim or charge for band services N/A 1 NR $0 NR $0 S20 D25 7 PARK Elim or charge for Tues /Park N/A 1 NR $0 NR $0 S20 D25 8 PARK Charge Golf Course for utilities $1,500 1 1 $1,500 1 $1,500 S20 D26 9 PARK Charge for node maintenance $1,400 2 Cost of billing or NR 0 NR 0 S20 assessing may exceed D25 revenue _______ C'SUB TOTAL; $19,269 $ 2,0001 $2,000 S TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY I ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL' SAVINGS/ RECOMMEN- RECOMMEN- RECOMMEN- DIVISI _ _; ITEM _ REVE PRIOR COMME D ATION DATION DAT1 CATEGORY D: REASSI DUTIES TO OTHER D Pri ority $ Priority $ 1 FINANCE Allow liquor stores' manager $0 4 No effect on General 4 $0 4 $0� S22 AND LIQUOR direct inquiry access by Fund D29 STORES personal computer to inventory i management system. 2 FINANCE Liquor stores employees to make $0 4 No effect on General NR $0 NR $0 j I S22 AND LIQUOR all transfers and adjustments Fund ( D29 STORES to the liquor inventory management system. 3 GOV BLDG Liquor store empl maint grounds N/A 1 Implemented 1 $0 1 $0 S23 D30 I i 4 GOV BLDG Elim contract cleaning /Fire Stn $2,285 1 NR $0 NR $0' S23 D30 5 ECON DEVEL Transfer certain inspection/ 1 May improve since 1 $0 1 $0 S24 enforcement activities to the enforcement is often D31 police department, such as junk simultaneous by yards, junk vehicles, signs, and departments and other code violations. uncoordinated. - -- --- - - - - -- - - - - - -- - - - -- - - _ CAT D SUBTOTAL $2,285 $0 $0 C13 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY - - - - -- - - - -- - --- - COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN- RECOMMEN— RECOMMEN— _. # DIVI _ —_ ITEM _RE PRIO COMM ENTS D DATION DATION _a CAT EGORY E: R WITH SOME IMPACT O N EMPLOYEES _ _ Prio y__ $ Priorit y $ 1 COUNCIL SALARIES, PT EMPLOYEES $1,482 2 Suggested by Council 2 $1,482 1 $15,946 S25 a. Five percent voluntary member D33 reduction in city council salaries. b. Per Diem Compensation 1 $4,000 i 2 COUNCIL TRAINING AND CONFERENCES $1,000 2 Suggested by Council 2 $1,000 2 $1,000 S25 Lump sum reduction. member D33 3 CITY DUES AND SUBSCRIPTIONS $350 1 NR $0 1 $350 S26 MANAGER Eliminate subscriptions to D34 various newspapers and newsletters (e.g., WALL STREET JOURNAL, STAR TRIBUNE, Manager's Legal Bulletin, etc.). 4 CITY BOOKS AND PAMPHLETS $250 1 1 $250 1 $250 S26 MANAGER Reduce by purchasing fewer D34 items. 5 CITY Reevaluate the need for the ? 2 This would be time NR $0 NR $0 S26 MANAGER employee newsletter, reduce the saving to free up staff D34 number of issues, and /or reduce to work on other the length of the newsletter. priorities. 6 LEGAL Modify or limit city attorney's ? 3 NR $0 NR $0 S27 COUNSEL attendance at staff meetings. D35 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY I ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN —" RECOMMEN RECOMMEN— # __ DIVISIO REVENUES PRI ORITY ,COMME = D ATION DATION DATION CATE GORY E: REDU W ITH SOM IMPAC O N E MPLOYEES Pr iority $ Priority $ 7 LEGAL Modify or limit the city attorney's ? 1 NR $0 NR $0 1 S27 COUNSEL attendance at city council D35 meetings. This could be accomplished in a number of ways: a. shorten the meeting time b. move certain nonaction items to a "work session" which would not normally be attended by the attorney c. rearrange the agenda to finish the business for which the council wants i the attorney present as early as possible so the attorney can be released. 8 LEGAL Increase risk management ? 1 1 $0 1 $0 S27 COUNSEL activities to reduce the likelihood D35 of litigation. 9 UNALLOCATED OFFICE FURNISHINGS & $28,200 2 The machine will have to NR $0 NR $0 S28 EQUIPMENT be replaced at some D36 Do not replace copy machine point in time. How long this year, can we afford to delay this purchase? i C15 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY ( COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— DIVISION ITEM __ _ „_._ _ _ ITEM ____ „- ,__._, . REVENUES PRIORITY _, _,_ COMMENTS _, ,,__ _RATI - _ _ DATION ( DAT ION_ _ CATEGORY E: RED W IT H SO ME IMP ON EMPLOYEES Priority $ Priority $ 10 UNALLOCATED OBJECT NO. 4411 —TRAINING S28 AND CONFERENCES D36 a. Limit attendance at out —of— $4,000 1 1 $4,000 1 $4,000 i state conferences to depart — ment heads only. b. Limit attendance at out —of— $2,000 2 2 $2,000 2 $2,000 state schools to only a select * few employees. c. Cancel attendance at $1,200 4 NR $0 4 $1,200 i MUNICIPALS banquets. i d. Do not purchase rolls for $100 2 NR $0 NR $0 meetings. e. Limit attendance at local $1,000 1 NR $0 NR $0 workshops and conferences. f. Place a dollar cap amount $500 4 NR $0 NR so, on the tuition reimbursement program. 11 ASSESSING Reorganize Staffing -- rewrite $12,158 1 Approved by Council 1 $12,158 1 $12,158 S29 job description of Assessment Implemented at March 23rd meeting. D37 Technician, replace vacant Asmt. Allows us to use our Technician position with a lower full —time employees cost Assessing Secretay, and more effectively and not eliminate the use of Temporary or hire temporary help to Part —Time employees. supplement our staff. Takes us very close to a point where we can not meet our goals and state mandates. Reduces staffing flexibilty and cross — training options. Hoped to be a short term situation - -no more than two ears before budget Y g constraints loosen or technology presents some options to lessen workload. • TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— # DI VISI ON ITEM` REVENUES PRIORITY COMMENTS DATION DATION DATION CATEGORY E: REDUCTIONS WITH SO ME IM PACT ON EMPLOYEES _ Priority $ Priority $ 12 POLICE Eliminate the pickup and drop —off $1,000 1 Would effect no more 1 $1,000 1 $1,000 S30 of officers who reside within city than 5 -6 officers D38, limits i 13 DATA Employee take home data back —up $300 1 1 $300 1 $300 PROCESSING for data processing as opposed I D39' to contracting for the service. 14 PARK Discontinue utilities to some $3,000 1 1 $3,000 1 $3,000 S31 shelters j D40 15 GOV BLDG Thermostats 76/68 Unknown 2 Investigating 4 $0 1 $0 S31 ! management system D40, I I I I I i I _ CATEGORY E SUBTOTAL! $56,540 $25,190 $45,204 C17 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— # DIVISION ITEM REVENU PRIORITY CO DATION DATION DAT10N CATE F: RED UCTIONS WITH SOME IMPA ON THE P UBLI C _ P_r iorit $ Prio rity $ 1 SOCIAL SENIOR TRANSPORTATION $10,727 4 Joint powers agreement 4 $10,727 2 $10,727 S32 SERVICES PROGRAM may stand in way of Consider alternate D41 Withdraw from Five Cities withdrawing in 1992. program Senior Transportation Program. There's plenty of time to consider withdrawal in 1993. 2 UNALLOCATED POSTAGE $2,200 2 The City might save NR $0 NR $0 S33 Reduce number of City news— even more money by D42 letters from six to four. using the newspapers as j its resource for running 3 UNALLOCATED PRINTING $4,000 2 regular press releases NR $0 NR $0 S33 Reduce number of City news— and completely abolish D42 letters from six to four. the City news— letter as we know it. 4 UNALLOCATED Find a replacement for Walker $4,000 1 (Park and rec could 1 $4,000 1 $4,000 S33 Enterprises to edit the City still publish their D42 I newsletter, brochure with class/ registration information I 1 5 UNALLOCATED SPECIAL EVENTS $11,500 3 NR $0 4 $11,5001 S33 Eliminate the City's donation D42 of security costs for Earle Brown Days activities. 6 CHILDREN'S Eliminate Halloween Party $750 4 NR $0 4 $750 S34 RECREATIO D43 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COSTS MANAGER'S TASK FORCE CITY COUNCIL l SAVINGS/ RECOMMEN- RECOMMEN— RECOMMEN— # DIVISI ON ITEM _ REVEN PRIORITY_ COMMENTS DATION DATION RATI CATE F: REDUCTIO WITH S OME I MPACT ON THE PUBLIC _Priorit $ Priority $ 7 J PLANNING & Modify reinspection procedures unknown 1 Will potentially lower the 1 $0 1 $0 S35 INSPECTIONS and reduce the number of notices Will be accuracy of our data as D44 mailed to property owners. Implemente we will not reinspect the i in 1992 interior of 100% of the work plan. properties, but we must modify in order to meet mandated goals. Will reduce the number of follow —up mailings sent in order to reduce costs and free —up staff. 8 POLICE Discontinue lockout services N/A 1 Currently unable to NR $0 NR $0' S36 I except in emergency situations unlock electric door D45 locks which represent approximately 1/2 of calls received 9 POLICE Do not accept NSF /close account $2,800 1 $2,800 represents the 1 $2,800 1 $2,800 S36 checks if the amount is under estimate prosecution D45 $200 cost; majority of these checks have no leads; merchants still have the ability to utilize Conciliation Court I 10 UTILITY Bill property owners rather $1,400 2 Does not affect General NR $0 Study further S37 BILLING the renters for utilities. Fund D46 11 UTILITY Eliminate annual meter reading. $0 1 Does not affect General NR $0 Study further S37 Fund D46 C19 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY I ALL DEPARTMENTS SUMMARY COST I'' MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN- RECOMMEN— _ # _- _DIVISION._._ — ITEM - _ _ 'RE PR COMMENTS ___ RATION DATION DATION CATEGORY F: RED WITH SOME IMPA ON THE PUBLIC Priority $ Priority $ 12 GOV BLDG Lockbox on Const Hall thermostat 1 NR $0 NR $0 S38 D47 13 GOV BLDG Elim kiln room or charge fee $100 1 NR $0 NR $0 S38 D47 14 STREET Elim hand delivery tree trim notice N/A 1 NR $0 NR $0 S38 D47 15 GOV BLDG Reduce Chemlawn from 5 to twic $1,930 2 1 $1,930 1 $1,930 j S38 D47 I 16 GOV BLDG Reduce pool temp by 1 —2 degr UNKNOWN 2 NR $0 Study further S38 D47 17 STREET Plow low prior sw on regular time N/A 2 2 $0 2 $0 S38 D47 18 STREET Reduce snow plowing OT by 50% N/A 2 NR $0 NR $0 S38 D48 19 STREET Reduce preform pvmnt markings $2,750 2 3 $2,750 3 $2,750 S38 D48 20 PARK Reduce fertilizer, Chemlawn $4,425 2 2 $4,425 2 $4,425 S38 more study - -use D48 natural fertilizer & - - --- - - - - -- less chemical TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY I AL DEPARTMENTS SUMMAR COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN RECOMMEN— 0MMEN— # DIVISION ITEM REVENUES PRI COMMENTS DATION DATION DA710N CATEGORY F: REDUCTIONS WITH SOME IM PACT O N THE PUBLIC Priority $ Priority $ 21 PARK Reschedule broom ball /skating N/A 2 2 $0 2 $0 i S38 D48 i 22 PARK Reduce reforestation in parks $2,500 2 NR $0 2 $2,500 S38 D49 23 STREET Reduce sanding on res streets $1,000 3 Could cause accidents NR $0 NR $0 S38 D47 24 PARK Stop mowing county, state ROW N/A 3 NR $0 NR $0 S38 D48 25 PARK Eliminate goose control $2,100 3 NR $0 4 $2,100 S38 D49 26 PARK Reduce Plaza plantings $2,400 3 NR $0 4 $2,400 S38 D49 27 PARK Lengthen park mowing schedule N/A 3 4 $0 4 $0 S38 D49 28 PARK Reduce trail repair to minimum $9,000 4 4 $9,000 4 $9,000 S38 D48 i 29 PARK Elim maint on tennis courts $8,000 4 4 $8,000 4 $8,000 S38 D48 CATEG F SUBTOTAL I $71,582 $43,632 $62,882 C21 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— # DIVISION ITEM R EV E NUES PRIORITY COM MENT S DATIO DATION DATION CATEGORY G: ITEM REQUIRING CAPITAL OUTLAY TO REDUCE O PERA TIN G CO STS Priority $ Priorit $ 1 CITY Install a drop box for city hall UNKNOWN 2 This would be time 2 $0 2 $0 S39 MANAGER correspondence, water bills, saving to free up staff D50 homestead cards, etc. Reception to work on other ist could "batch" her work rather priorities. Drop box cost than do it "one bill at a time" as $500. residents come in. i 2 GOV BLDG Energy efficient lights throughout developing 1 CO= $developing 1 Developinc 1 Developing S40 D51 3 GOV BLDG Moisure gauges on sprkinlers unknown 1 CO =$600 @ 1 $0 1 $0 S40 D51 4 VEHICLES Vehicle maint computer program $8,000 1 CO= $5,000 1 $8,000 1 $8,000 S40 D51 5 VEHICLES Wire feed welder $500 1 CO= $2,700 1 $500 1 $500 S40 D51 6 PARK Replace bleachers w /aluminum $500 1 CO= $20,000 /yr /3yrs NR $0 NR $0 j S40 D51 7 PARK Energy audits @ shelters developing 1 CO= $developing 1 Developing 1 Developing S40 D51 8 PARK Willow Lane /Evergreen fence N/A 1 CO= $4,000 Implemented 1 $0 Implemented S40 D52 I TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY r COST MANAGER'S TASK FORCE CITY COUNCIL' SAVINGS/ RECOMMEN- RECOMMEN- RECOMMEN- #__ D- I_ VI_ SI REVENUES __PRIORITY, C OMMENTS DATIO DATION DATION CATEGORY G: ITEMS REQUIRING CAPIT OU TLAY TO R OPERATING COSTS Priority $ Priorit $ 9 PARK Trailer for band equipment N/A 1 CO= $2,600 Implemented 1 $0 Implemented S40 D52 10 STREET Increase recycling of sweepings unknown 2 CO= $70,000 NR $0 NR $0 S40 D51 11 PARK Accelerate replacement of mower $1,200 2 CO= $2,800 2 $1,200 2 $1,200 S40 D52 12 PARK Leave areas of parks natural unknown 3 CO= $unknown 3 $0 3 $0 ! S40I D52I I 13 PARK Small storage bldgs in 4 parks N/A 4 CO= $5,000 @ 4 $0 4 $0 S40 D52 I I i i .......... . ._.. - - - _ ._ -.. - - -- -- -- - - - - -- - - -- - - - - -- - - -- - -- — - -- �- CATEG G >SUBTOTAL'' $10,200 $9,700 $9,700 C23 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S ';, TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— # _ _ DIVISI ITE _ REVENUES P 1O IT COMMENTS DATION DATION DA TION CAT H: S ISSUES /AL SER VICE ISSUES Priority $ Priority $ 1 ASSESSING Staff Reorganization — —see Implemented 1 $0 1 $0 i S41 Category E. D55 2 ASSESSING Contract with Hennepin County $8,322 4 See attached memo for NR $0 NR $0 S41 for assessing services. disscussion of the issues. D55 In summary, costs given in initial pricing are felt to be low. If this option is taken, cost control should I be negotiated. Savings are net of adjustments for services provided to other departments. Savings could be eliminated by changes in county charges. 3 ANIMAL Eliminate all part —time code $14,310 2 4 $14,310 4 $14,310 S43 CONTROL enforcement positions D56 4 POLICE Eliminate all part —time code $9,573 2 4 $9,573 4 $9,573 S44 enforcement positions D57 5 POLICE Change Property Room N/A 1 The property room has 1 $0 1 $0 S44 Supervisor's duties to 1/2 time been completly reorganized D57 Property Room; 1/2 time CEO and computerized (ie. bar codes); no longer requires full —time position 6 POLICE Crime Prevention Officer/ Unknown 1 Position would have 1 $0 1 $0 S44 Brookdale Center Sub — Station flexibility of times assessed D57 to the two (2) duties TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— RECOMMEN— #_ -01- VISION ! I TEM REVEN PRIOR COMME DATION DATION DATION ! CATEG H: STAFFING ISSUES /ALTERNATIVE SERVICE ISSUES Prio $ Priority $ 7 POLICE Reduce scheduled overtime Unknown 4 Reduces department 4 $0 2 $10,000 S44 detail assignments when possible flexibility in handling special D58 problems; could require the I use of contingency funds 8 STREET Reduce street OT by 50% $10,000 2 4 $10,000 2 $10,000 S45 D59 9 VEHICLES Reduce shop OT by 50% $1,000 2 4 $1,000 2 $1,000 i S45 D59 10 PARK Reduce park OT by 50% $10,000 2 3 $10,000 2 $10,000 S45 D601 11 ENG Elim two engineering techs $40,000 3 3 $40,000 3 $40,000 S45 D59 12 ENG Elim seasonal survey tech $5,100 3 2 $5,100 2 $5,100 S45 D59 13 STREET Reduce parttime 50% $14,750 3 4 $14,750 4 $14,750 S45 D59 14 PARK Reduce parttime 50% $24,000 3 4 $24,000 4 $24,000 S45i D60 15 STREET Elim one maintenance II's $35,000 4 NR $0 4 $35,000 S45 D59 C25 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN RECOMMEN— RECOMMEN— #_. DIVI ITEM _� _ REyENVU P_R QR TY _ COMMENTS__ _�DATION DATION DATION CATE H: S ISSUES /ALTERNATIVE SER VICE ISS Priority $ Priority $ i 16 PARK Elim one or two maintenance II's $35,000 4 NR $0 4 $35,000 S45 each i D60 t I 17 RECREATION Cut one program supervisor $30,000 3 2 $30,000 2 $30,000 S46 ADMIN to D61 $40,000 18 ECON Eliminate the following positions: $55,592 2 Operations for 1 $55,592 1 $55,592 S47 DEVLOPMENT Director of Planning and community development D62 Inspection, Planner, and EDA would become more Coordinator. New positions would effective and responsive. be: Community Development Director and Zoning Administrator. 19 ECON Reduce Planning & Inspection $13,138 3 3 $13,138 1 $13,138 S47 DEVLOPMENT Secretary postion from full —time D62 to part —time (24 hrs /week). 20 Reorganize joint health $28,930 2 Because of the joint NR $0 NR $0 S47 department with the City of powers agreement, this Crystal and hire one full —time phase of the reorgani— and one seasonal inspector. zation may not be completed until January I OR OR 1994. 21 Turn all health inspections and $58,930 3 We would lose $25,000 1 $58,930 1 $58,930 S47 licensing over to the county. in license fees plus I � I � i CATE H SUBTOTAL $334,715 OR $374, $2 86,393 $366,393 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DE PARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN RECOMMEN- RECOMMEN— _# 1. DIV ISION ___ITEM - _RE VENUES __PRIORITY COMMENTS __ DATION_ DATION DATIO CATEGORY I; PE MANAGEMENT ISSU _ — Priority $ Priorit $ M 1 r CITY SALARIES, FT EMPLOYEES $3,382 4 NR $0 4 $3,382 S48) MANAGER Turn receptionist position into D63 a job —share position with two j people, with one morning position and one afternoon position OR an alternating schedule of M —W —F and Tu —Th; would also eliminate benefits forthis position. i 2 CITYWIDE Use comp time instead of OT N/A NR $0 NR $0 S49 D64 3 CITYWIDE Investigate job sharing N/A NR $0 ( 4 $0 i S49 D64 4 CITYWIDE Investigate benefits to full time PT N/A NR $0 NR $0 S49 D64 5 CITYWIDE Make all employees part time ? 4 NR $0 NR $0 S50 D65 6 CITYWIDE Full time employees should be ? 4 NR $0 4 $0 S50 given option of taking up to 40 D65 hours per year of time off without pay. (voluntary) _CATEGORY ,I SUBT OTAL I; $3,3 $0 $3,382 C27 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY i COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN— RECOMMEN— REGOMMEN— # — DIVISION __ITE-_M, REV PRIO __ _COMMEN TS _ DATIO DATION DATION CATEGORY J: OTHER ISS Priority $ Priority $ 1 CITY FAXING S51 MANAGER a. Do not log faxes. It would save $0 1 These items would be 1 $0 1 $0 D67 about 45 minutes a day. The time saving to free up slips printed by the fax staff to work on other machine should be sufficient for priorities. tracking purposes. b. Move the fax machine closer to $0 1 1 $0 1 $0 the receptionist, and have her serve as backup instead of the i PT secretary, c. Schedule faxing just twice a $0 3 3 $0 3 $0 day. This would reduce the need to constantly watch the fax basket. d. Encourage people to mail info $0 1 1 $0 1 $0 when it is nonessential to fax. 2 POLICE Eliminate Canine Program $5,000 1 Concur with committee 1 $5,000 1 $5,000 S52 recommending to leave D68 as is. Currently no canine program. 3 POLICE Replace Telephone Assurance $9,485 3 Because of employment 4 $9,485 4 $9,485 S52 Program (TAP) and Senior Citizen provided to handicapped D68 Call Back; transfer duties to the and senior citizens would dispatch function really like to see this program retained 4 POLICE Change Parkin g Ordinance; $2,000 1 Estimated increase fine 1 $2,000 NR $0 S52 restrict parking 12 months a year, revenue will probably D68 2 -6 a.m. diminish after the first year I I i TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN RECOMMEN RECOMMEN— # DIVI SION _ ITEM': REVENUES'' PRIORITY COMMENTS DATION DA TI ON i DATION CATEGOR J: OTHER ISSUES _ Priority $ Priority $ 5 POLICE Traffic and Truck Enforcement $3,000 1 Would require judges to 1 $3,000 1 $3,000 S52 Program impose heavier fines; City D69 Attorney indicated he would assist 6 POLICE Explore cost effective training None 1 1 $0 1 $0 i S52 D69 7 POLICE Board of Prisoners cost reduction $25,000 1 Because of overcrowding 1 $25,000 1 $25,0001 I I S52 due to expanded use of home at the work house more D69 detention devices defendants have been released on home arrest and are required to pay the daily rental cost of the electric collar; County plans intense use of the program this year ' 8 STREET Add one year to sealcoat cycle $18,000 2 4 $18,000 4 $18,000 S53 D70 9 STREET Reduce capital outlay by $50,000 $50,000 3 NR $0 NR $0 S53 VEHICLES D70 PARK C29 TABLE 2S SUMMARY OF FINANCIAL AND SERVICE PRIORITIZATION ITEMS BY CATEGORY ALL DEPARTMENTS SUMMARY COST MANAGER'S TASK FORCE CITY COUNCIL SAVINGS/ RECOMMEN- RECOMMEN- RECOMMEN- _# DI VISION _ITEM R P F�IO R ITY CO MMENTS_ _ __ DATION DATION DATION - - -- - CATEGO J: OTHER IS SUES _ _ _ _ Priority $ _ _I 10 REC GOLF Have city forgive golf course debt. $50,000 1 Put some of this money 4 $50,000 NR $0 S54 COURSE & to into the P & R Dept. POLICE DEP $80,000 Budget to help cover the cost of the subsidized programs, such as EIP, Holly Sunday, Skating Rinks, etc. Also give some of this money to the Police Dept. Budget to keep the outreach workers program going, i i I i I I __CATEGORY J SUBTOTAL _$ 162,485 $112,485 $60,485 ALL CATEGORIES TOTAL $1,971,323 $1,664,885 $1,723,011 OR $2.011.323 i_ CITY OF BROOKLYN CENTER Council Meeting Da June zz, I992 Agenda Item Numbcr REQUEST FOR COUNCIL CONSIDERATION II ITEM DESCRIPTION: RESOLUTION DECLARING COMMITMENT TO THE BROOKLYN CENTER CITY CHARTER, PLEDGING FAIR TREATMENT OF EMPLOYEES,. DECLARING AGAINST CONFLICTS OF INTEREST AND MISUSE OF POSITIONS DEPT. APPROVAL: 05�z Gerald G. Splinter, City Manager ******************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** A ' MAN GER S REVIEW/RECOMI�IENDATION. No comments to supplement this report Comments below /attached SUMMARY EXPLANATION: (supplemental sheets attached ) RECOMMENDED CITY COUNCIL ACTION Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION DECLARING COMMITMENT TO THE BROOKLYN CENTER CITY CHARTER, PLEDGING FAIR TREATMENT OF EMPLOYEES, DECLARING AGAINST CONFLICTS OF INTEREST AND MISUSE OF POSITIONS WHEREAS, Brooklyn Center voters in 1966 adopted a City Charter creating a Council /Manager form of government; and WHEREAS, said Charter provides that the City Council shall determine all matters of policy, and the City Manager shall be the head of the administrative branch of the City Government; and WHEREAS, the Charter provides that there be no separate administrative boards or commissions other than advisory boards and commissions; and WHEREAS, numerous advisory commissions have served the City since adoption of the Charter; and WHEREAS, the Charter provides for four Council members and a Mayor, all elected at large, with the Mayor entitled to a single vote as other Council members and who in addition serves as presiding officer of the Council and as official head of the City for ceremonial purposes; and WHEREAS, the Charter provides that the City Manager shall control and direct all departments and divisions of the City and shall have the right to take part in Council discussion and shall recommend such measures as deemed necessary; and WHEREAS, the Charter prohibits Council members from dictating the appointment of any person to office or employment by the City Manager; and WHEREAS, the Charter requires the Council to deal with and control the administrative service solely through the City Manager and prohibits any Council member from giving orders to any subordinate of the City Manager, either publicly or privately; and WHEREAS, the City Manager is charged by the charter to see that the City Charter and the laws and resolutions of the City are enforced; and WHEREAS, the Council as a whole also has an obligation to police its own conduct and to ensure that its business is conducted pursuant to the City Charter and the norms of acceptable and courteous business behavior; and WHEREAS, Council members must depend upon the City Manager and staff to provide them with a great amount of background information, data, and expertise to aid in deliberating issues, developing policy, and administering the Council's responsibilities; and RESOLUTION N0. WHEREAS, the effectiveness of the services provided by the staff is in large part determined by a relationship of trust and mutual respect between the staff and the City Council. NOW, THEREFORE, BE IT RESOLVED by the City Council: 1. To rededicate itself to the spirit and letter of the City Charter, and to call to account any of its members who ignore the spirit and letter of the City Charter. 2. To counsel and, if necessary, challenge members who exceed their authority or the bounds of acceptable behavior in the conduct of City business. 3. To pledge that no employees suffer recriminations, abuse or humiliation for acting in a forthright, proper, honest and candid manner in performing their responsibilities. 4. To discharge its responsibilities as intended and established by federal, state and local laws and the City Charter, and to do so in a fair and impartial manner. Any City officials or employees, elected or appointed, who engage in conflict of interest or who use their positions in a self - serving manner, having the effect of promoting their own financial interest or the financial interest of a friend, associate, business employer, or relative instead of the public interest, shall be subject to censure by the City Council, and also, will be subject to any other prosecution available under the laws. 5. To direct the City Manager to place this resolution for re- adoption on the agenda for the first meeting of the City Council each January hereafter, as information and reminder of Council /Manager responsibilities. Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. TO: The Honorable Xayor Todd Paulson Members of the City Council FROM: Phil Cohen, Councilmember DATE: June 6, 1992 SUBJECT: Resolution Declaring Commitment to the Brooklyn Center City Charter, Pledging Fair Treatment of Employees, Declaring Against Conflicts of Interest and Misuse of Positions. I will offer the attached resolution for the Council's consideration on Monday, June 8th as part of the "Council Report" item on the City Council's agenda. My reason for bringing this issue to council table is the past and present tenor of dialogue regarding our current form of government, council /staff relations and treatment of city employees These issues have not only been raised at the council table, but have also been the subject of questions and concerns by the residents and the business community. I am of the opinion that it is essential that all concerned know where we stand. The City Charter, which is the Brooklyn Center City Constitution, has been a stabilizing force for the past 26 years. The main challenge to the charter that has raised deep and serious concerns revolves around possible changes in our form of government. Further, the fact that we have quality government in Brooklyn Center is directly related to the quality of our the staff that performs the day to day operations of our community. We are at a time when we are presently seeking applicants to fill one top level staff position, and probably in the next year or two, more positions may also have to be filled through retirements. It is my view that we need to provide an athmosphere that will not only attract quality applicants, but will retain the city employees that make this city function. And, most important, the City Council has the obligation to police itself. What I have set forth not only applies to the present City Council but also calls for this resolution to be re- adopted at the first meeting of the City Council each January. In view of the foregoing, I feel very strongly that it is very timely to bring forth this resolution for the council's consideration and adoption. Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION DECLARING COMMITMENT TO THE BROOKLYN CENTER CITY CHARTER PLEDGING MUTUAL FAIR TREATMENT OF EMPLOYEES AND COUNCIL MEMBERS DECLARING AGAINST CONFLICTS OF INTEREST AND MISUSE OF POSITIONS WHEREAS, Brooklyn Center voters in 1966 adopted a City Charter creating a Council /Manager form of government; and WHEREAS, said Charter provides that the City Council shall determine all matters of policy, and the City Manager shall be the head of the administrative branch of the City Government; and WHEREAS, the Charter provides that there be no separate administrative boards or commissions other than advisory boards and commissions; and WHEREAS, numerous advisory commissions have served the City since adoption of the Charter; and WHEREAS, the Charter provides for four Council members and a Mayor, all elected at large, with the Mayor entitled to a single vote as other Council members and who in addition serves as presiding officer of the Council and as official head of the City for ceremonial purposes; and " WHEREAS. the Charter provides that the Mayor shall study the operations of the City government and shall report to the Council any neglect _dereliction of duty. or waste on the part of any officer or department of the City. In time of public danger or emergency the Mayor may with the consent of the Council, take command of the police maintain order and enforce the law.": and WHEREAS, the Charter provides that "the Council and the City Manager, or either of them and any officer or officers formally authorized by them or either of them, shall have power to make investigations into the City's affairs to subpoena witnesses administer oaths and compel the production of books and Papers.": and WHEREAS, the Charter provides that the City Manager shall control and direct all departments and divisions of the City and shall have the right to take part in Council discussion and shall recommend such measures as deemed necessary; and WHEREAS, the Charter prohibits Council members from dictating the appointment of any person to office or employment by the City Manager except as Provided in Chapter 6 of this Charter: and WHEREAS, the Charter requires the Council to deal with and control the administrative service solely through the City Manager and prohibits any Council member from giving orders to any subordinate of the City Manager, either publicly or privately; and RESOLUTION NO. WHEREAS, the Cit y g g y Manager is charged b the charter to see that the City Charter and the laws and resolutions of the City are enforced; and WHEREAS, the City Charter states that "The City Manager shall be removable by the Council at will, provided however, that if removed at any after one year of service the City Manager may, within fifteen (15) days after such removal, demand written charges and a public hearing on the same before the Council: but pending and during such hearing the Council may suspend the City Manager from office with or without pay and WHEREAS, the Council as a whole also has an obligation to police its own conduct and the conduct of the City Manager and City staff and to ensure that City business is conducted pursuant to the City Charter and-- -#-L -e aeeeptable and eeiarteeas business behavier and WHEREAS, Council members must depend upon the City Manager, a*id staff and members of the community to provide them with a great amount of background information, data, and expertise to aid in deliberating issues, developing policy, and administering the Council's responsibilities; and WHEREAS. the City Manager is prohibited from acting_ politically to aid, influence, direct or injure the mayor, council members or any other elected or nonelected official. WHEREAS, the effectiveness of the services provided by the council and the staff is in large part determined by a relationship of trust and mutual respect between the staff and the City Council. NOW, THEREFORE, BE IT RESOLVED by the City Council: 1. To rededicate itself to the spirit and letter of the City Charter, and to eall to aee9unt any of its members whe ig er-e the spirit and- letter of the City b,., 2. To rededicate itself to the checks and balances of the City Charter that keep City government accountable and to reaffirm its commitment to the first amendment rights of the U.S. Constitution. 2. Teeeunsel and, and If eoessa ehallenge members whe emee ^' their- authority or cnp :h6u}3ds of aeeepptable behayier in the ee a.,,,t ,.-f City 1. ............. 3. To pledge that no employees or Council members suffer recriminations, abuse or humiliation for acting in a forthright, proper, honest and candid manner in performing their responsibilities. RESOLUTION N0. 4. To discharge its responsibilities as intended and established by federal, state and local laws and the City Charter, and to do so in a fair and impartial manner. Any City officials or employees, elected or appointed, who engage in conflict of interest or who use their positions in a self - serving manner, having the effect of promoting their own financial interest or the financial interest of a friend, associate, business employer, or relative instead of the public interest, shall be subject to eensure procedures set forth by the City Geilei Charter; and alse, will be Subjeet to aFky ether preseeati _AvaIIable ruder the I, 5. To direct the City Manager to place this resolution for re- adoption on the agenda for the first meeting of the City Council each January hereafter, as information and reminder of Council /Manager responsibilities. Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. CITY OF BROOKLYN CENTER council Meeting Dale 6/22/92 Agenda Item Number REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: DISCUSSION ITEM: RECOMMENDATION FROM HUMAN RIGHTS AND RESOURCES COMMISSION O REGARDING SCHEDULING OF JOINT MEETING OF CITY COUNCILAND ADVISORY COMMISSIONS DEPT. APPROVAL: Geralyn R. Ilarone, Personnel Coordinator MANAGER'S REVIEW/RECONIlVIENDATION: V V No comments to supplement this report Comments below /attached SU1 EMLARY EXPLANATION: (supplemental sheets attached ) At the May 11, 1992, city council meeting, the council approved a recommendation from the human rights and resources commission to hold a joint meeting of the city council and its advisory commissions at least annually. The council agreed to schedule the first such meeting in late August or early September of this year and thereafter in the early months of each year. The human rights and resources commission is suggesting delaying the first meeting until around February of 1993. The main discussion by the commission in reaching this conclusion is that some of the declared candidates for city council are current members of advisory commissions and other candidates are not. There was a great deal of concern that this well- intentioned joint meeting of the council and advisory commissions could cause hard feelings for those candidates who would not be a part of this meeting. There was also concern that the original intent of the meeting, to foster a better working relationship between the council and advisory commissions, would be lost in the heat of the political season. For these reasons, the commission is asking the council to delay the scheduling of the first join meeting until February of next year. RECOMMENDED CITY COUNCIL ACTION Discuss recommendation from human rights and resources commission to postpone the first joint meeting of the city council and advisory commissions to February 1993. CITY OF BROOKLYN CENTER Council Meeting Date 6/22/9 Agenda Item Number REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Discussion Item - An Ordinance Amending Chapter 35 of the City Ordinances Relating to Day Care Centers in Commercial Zones ********************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** DEPT. APPRO Ronald A. Warren, Director of Planning and Inspection ****************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * * ** * ** * * * * * * * * * * * * * * * * * ** MANAGER'S REVIEW /RECOMMENDATION: No comments to supplement this report Comments below /attached ********************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** SUMMARY EXPLANATION: (supplemental sheets attached x ) The City Manager received y g a letter in the latter part of May from Mr. Clem Springer, President of Weis Asset Management, Inc., owners of' the Humboldt Square Shopping Center urging the City to consider amending the Zoning Ordinance to allow day care centers in retail centers. Mr. Springer has had discussions with New Horizons Day Care Centers which would like to lease tenant space at the Humboldt Square in order to relocate a day care facility in that location. Our Zoning Ordinance was amended in 1985 to allow day care centers in the Cl and C2 zoning districts as special uses. Prior to that time day care centers and operations had only been acknowledged in residential zones. As such, they were considered more of a residential use and provisions were then established, which are still in effect today, that prohibited day care centers from being located in retail shopping centers and from being located on the same property as, or adjacent to, any use which is not permitted to abut Rl, R2, or R3 zoned property. These provisions currently prohibit a day care center, other than a drop in child care center, from being located at the Humboldt Square Shopping Center as well as any retail center in Brooklyn Center. • SUMMARY EXPLANATION Page 2 June 22, 1992 The question was first taken up for discussion by the Planning Commission at their study session on May 28, 1992 at which time much discussion was held on Mr. Springer's request and a review of the reasoning and rationale for the adoption of the current Zoning Ordinance standards was undertaken. The matter was again before the Planning Commission on June 11, 1992 at which time Mr. Springer and a representative of New Horizons Day Care Centers addressed the Commission. An ordinance amendment was also presented to the Planning Commission which had the effect of eliminating the prohibition against day care centers in retail shopping centers and also abolished the locational restrictions. The requirements for a special use permit, as well as the standards to be imposed on outside play areas were not altered. Attached are copies of excerpts of the Planning Commission minutes from May 28 and June 11 regarding the matter as well as a staff memo to the Planning Commission, Mr. Springer's letter to the City Manager and minutes and reports relating to the 1985 Zoning Ordinance amendment allowing day care centers to be located in Cl and C2 zones as special uses. The Planning Commission on a vote of three in favor and 1 opposed recommended that the Zoning Ordinance be amended. A copy of the ordinance amendment as recommended by the Planning Commission is also attached for the Council's consideration. This ordinance is being presented in a form that can, if the City • Council desires, be adopted for first reading and set on for publication and public hearing. Recommendation It is recommended that the City Council discuss the recommended ordinance provisions and give direction regarding how they wish to proceed with the Planning Commission recommendation and with the possible ordinance amendment. CITY OF BROOKLYN CENTER Notice is hereby given that a public hearing will be held on the day of , 1992 at p.m. at the City Hall, 6301 Shingle Creek Parkway, to consider an amendment to the Zoning Ordinance relating to day care centers in commercial zones. Auxiliary aids for handicapped persons are available upon request at least 96 hours in advance. Please contact the Personnel Coordinator at 569 -3300 to make arrangements. ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 35 OF THE CITY ORDINANCES RELATING TO DAY CARE CENTERS IN COMMERCIAL ZONES THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER DOES ORDAIN AS FOLLOWS: Section 1. Chapter 35 of the City Ordinances is hereby amended in the following manner: Section 35 -320. C1 SERVICE /OFFICE DISTRICT. 3. Special Uses b. Group day care facilities provided [they are not located on the same property as or adjacent to a use which is not permitted to abut R1, R2, R3 zoned land and provided] that such developments, in each specific case, are demonstrated to be: 1. Compatible with existing adjacent land uses as well as with those uses permitted in the C1 district generally. 2. Complementary to existing adjacent land uses as well as to those uses permitted in the C1 district generally. 3. Of comparable intensity to permitted C1 district land uses with respect to activity levels. 4. Planned and designed to assure that generated traffic will be within the capacity of available public facilities and will not have an adverse impact upon those facilities, the immediate neighborhood, or the community. 5. Traffic generated by other uses on the site will not pose a danger to children served by the day care use. and further provided that the special requirements set forth in Section 35 -411 are adhered to. Section 35 -322. C2 COMMERCE DISTRICT 3. Special Uses q. Group day care facilities provided [they are not located on the same property as or adjacent to any use which is not permitted to abut R1, R2, or R3 zoned property and provided they are not located in a retail shopping center; and further provided] that such developments, in each specific case, are demonstrated to be: 1. Compatible with existing adjacent land uses as well as with those uses permitted in the C2 district generally. 2. Complementary to existing adjacent land uses as well as with those uses permitted in the C2 district generally. 3. Of comparable intensity to permitted C2 district land uses with respect to activity levels. 4. Planned and designed to assure that generated traffic will be within the capacity of available public facilities and will not have an adverse impact upon those facilities, the immediate neighborhood, or the community. 5. Traffic generated by other uses on the site will not pose a danger to children served by the day care use. Furthermore, group day care facilities shall be subject to the special requirements set forth in Section 35 -412. Section 2. This ordinance shall become effective after adoption and upon thirty (30) days following its legal publication. Adopted this day of 1992. Mayor ATTEST: Clerk Date of Publication: Effective Date: (Underline indicates new matter; brackets indicate matter to be deleted.) unlikely that such an eventuality would occur. He stated that a separation requirement could be added, but that day care centers are not offensive uses like adult book stores. The Secretary returned at 9:18 p.m. and Commissioner Holmes left at 9:18 pm. Commissioner Kalligher asked about the operating time. Ms. Cook answered that they were hoping to open by September 1. Commissioner Kalligher asked what hours the center was open. Ms. Cook responded that it would normally be open from 6:30 a.m. to 6:00 p.m. She stated there are sometimes extended hours and that they work around the parents' schedules as much as possible. Commissioner Holmes returned at 9:20 p.m. Chairperson Pro tem Sander noted that by adopting the ordinance amendment, day care centers would be allowed in Brookdale as well. She asked whether there was any way to restrict centers from locating in an enclosed mall. Ms. Cook pointed out that day care centers cannot afford the rents that are charged at an enclosed mall. Commissioner Holmes asked about the center at the Westbrook Mall. The Secretary responded that that is a drop in center and that drop in centers were added to the Zoning Ordinance in the late 80 Mr. Clem Springer stated that day care centers have worked well in neighborhood shopping centers. He stated that they are convenient places for clients to go and take care of more than one thing at a time. He stated that day care centers are compatible with commercial developments with respect to traffic generation. He encouraged the Planning Commission to adopt the changes to the ordinance as proposed. He added that the other concern the Commission may have is regarding the health of Humboldt Square Shopping Center. He stated that New Horizon would be good for Humboldt Square. Mr. Springer added that there is a time crunch in trying to meet requirements to finish the space in time for them to open and stated he would appreciate it if the Planning Commission would expedite its consideration. Commissioner Kalligher asked whether there were other day care centers in shopping centers run by Mr. Springer. Mr. Springer answered that there were none at present, but that he has had day care centers in the past. Commissioner Kalligher asked whether any of these were adjacent to gas stations, especially the play area. Mr. Springer answered that they had not been located right next door to a gas station, but were nearby in a couple of cases. Commissioner Holmes asked whether the state had any controls regarding location of day care centers. The Secretary answered that he was not aware of any, that it is up the local community. The Secretary explained that back in 1985, the requirement was for 6 -11 -92 8 75 sq. ft. of outside play space per child that was outside at one time. He stated that there are regulations for equipment, but most of the regulations related to staff and qualifications as well as interior improvements. The Secretary stated that he was concerned that the state might approve an isolated play area in a parking lot. He stated that the City regulated play areas in order to protect the children from the dangers of commercial parking lots. Commissioner Mann asked what is the state definition of "group day care ". There followed a brief discussion regarding the terms "group day care" and "day care facility ". The Secretary is d tinguished between group day care and group family day care. Commissioner Mann expressed concern that the City would have two day care centers in the same strip mall. She asked whether a spacing requirement would be appropriate. The Secretary answered that he was not sure on what basis the City would adopt such a requirement. He stated that it is like saying you can't have two barber shops in the same shopping center. He added that it was more of a marketing concern than a land use concern. He noted that if there was a second day are center at Humboldt y Square, It would have to meet the same play area requirements. He noted the spacing requirements for group homes and stated that he did not consider group homes to be a residential use, but that the City followed state mandates relating to group homes. He noted that sometime there are churches located right next to each other which are not a problem. Chairperson Pro tem Sander stated that it might be appropriate to have a restriction in the lease, but that this would be a tenant concern, not a City concern. Commissioner Holmes asked whether the ordinance would make day care centers a special use in the C1 zone. The Secretary answered that day care is already a special use in commercial zones. He clarified that under current ordinance, day care centers cannot be considered in shopping centers or adjacent to gas stations. He stated that if the ordinance is changed to do away with these restrictions, then a special use permit application would be in order. ACTION RECOMMENDING ADOPTION OF ORDINANCE AMENDMENT RELATING TO DAY CARE IN COMMERCIAL ZONES Motion by Commissioner Kalligher seconded by Commissioner Holmes to recommend adoption of an ordinance amendment relating to day care centers in commercial zones to do away with the prohibition on locating in a shopping center or adjacent to other certain commercial uses. Voting in favor: Chairperson Pro tem Sander, Commissioners Kalligher and Holmes. Voting against: Commissioner Mann. The motion passed. C. Moratorium on Home Occupations on Brooklyn Boulevard The Secretary apologized to the Commission that he did not have 6 -11 -92 9 there is really nothing to argue about regarding facilities with 16 or fewer clients since they are mandated anyway. Commissioner Bernards asked if it was the case that the City would not consider facilities with over 16 clients under this ordinance. The Secretary responded in the affirmative. He stated that the State mandates certain numbers and that the City would accept those numbers and that's all. Commissioner Mann stated that residential facilities might turn out to be good neighbors. The Secretary agreed stating that he often has received calls of concern when such facilities are first proposed in a neighborhood, but after they are established, there are generally very few complaints. Commissioner Bernards stated that, having been on the Planning Commission when the Bill Kelly House was considered, he agreed that the special use permit process was a problem for the City. He stated that he endorsed the approach in the draft ordinance. The Secretary noted that the City has suffered from lawsuits relating to a couple of group homes. Commissioner Mann asked whether any other communities have taken this route. The Secretary stated that he didn't know of any offhand, but he thought that other communities have dealt with this issue in their ordinances. He stated that there are some properties in town where such facilities might locate and added that they have generally been good neighbors. Commissioners Bernards and Mann both stated that they liked the draft ordinance after further explanation. ACTION RECOMMENDING ADOPTION OF ORDINANCE AMENDMENT REGARDING RESIDENTIAL FACILITIES Motion by Commissioner Mann seconded by Commissioner Holmes to recommend to the City Council the adoption of an ordinance amendment relating to residential facilities. Voting in favor: Chairperson Kalligher, Commissioners Sander, Bernards, Mann and Holmes. Voting against: none. The motion passed. Y b. Day Care Facilities in Retail Shopping Centers The Secretary then referred the Commission's attention to a memo that he had drafted relating to day care facilities in retail shopping centers and to other material relating to the development of the commercial day care ordinance. He also noted a letter that had been submitted by Weis Asset Management, Inc., the owners of Humboldt Square Shopping Center. He reviewed the background of the New Horizon application in 1984 which led to the ordinance amendment regulating day care in commercial zones. He stated that at that time some concern had been expressed regarding the outside play areas and that some detailed regulations regarding these play areas had been included in the ordinance. He noted that later the City allowed drop in centers to be located in shopping centers 5 -28 -92 3 although day care centers were not allowed in shopping centers. He also noted that drop in centers did not require outside play areas. The Secretary went on to explain a proposal for a day care center in the Humboldt Square Shopping Center. He stated that it might be classified as a drop in center which would be allowed without any problems. He stated that if it is a day care center, the ordinance states that it cannot be in a shopping center, nor can it be adjacent to a gas station. He stated that the proposed day care center for Humboldt Square might be able to meet the play area requirements and that the City may want to look at the restrictions in the ordinance on the location of,day care centers. Commissioner Mann asked whether the existing ordinance would allow a day care center for Target employees at Target. The Secretary answered that if it was in a shopping center, it would not be allowed. Commissioner Holmes asked about the possibility of holding classes. The Secretary answered that educational uses are acceptable in shopping centers. He stated that if the proposal can be considered a drop in center or an educational use, then it could be allowed in that location. Commissioner Bernards stated that he might be more open minded about this issue if he visited one of the day care centers located in a shopping center. He stated that as of now he is concerned with this possibility. He asked whether the City might be held liable if some accident occurred in a location like this. The Secretary answered that the City can always get sued when accidents occur in Brooklyn Center. He stated that it is important to look at whether the regulations in the zoning ordinance are really land use and zoning related or whether they should be considered as part of the state regulations for licensing. There followed a discussion regarding Humboldt Square and day care centers generally, what would be good for Humboldt Square and what kinds of zoning concerns there are regarding day care. Commissioner Sander asked whether Humboldt Square could afford 'to lose the parking where the play area would be. The Secretary answered that they have some surplus because of the change in the retail parking formula. Commissioner Mann stated that she was not sure it would be appropriate to have a day care center next to a gas station. The Secretary asked whether the City's regulations are properly zoning regulations or whether they get into licensing criteria. He noted that the City regulates location and the play area. He stated that any regulation has some impact. Commissioner Holmes left at 9:12 p.m. The Secretary went on to say that regulations have to be reasonable and that the City may want to rethink some of the restrictions applying to these day care centers. Commissioner Holmes returned at 9:16 p.m. 5 -28 -92 4 Commissioner Mann suggested that it might be appropriate to have a field trip and stated that she still had concerns regarding day care in shopping centers. Commissioner Holmes stated that it was probably necessary to make some changes to the ordinance, but he was not sure what changes to make yet. Commissioner Sander stated at she liked the existing restrictions on the play area. C. Real Estate Sign Ordinance The Secretary then introduced a brief discussion of the real estate sign ordinance that was adopted by the City Council last year. He stated that the ordinance presently in effect sunsets this summer unless it is readopted. He stated that the City can leave that ordinance as is, go back to the old ordinance, or develop a new ordinance. Commissioner Mann expressed some concern about such signs being temporary rather than continuing indefinitely. The Planner stated that a simple ordinance would be easier to enforce. He stated that an ordinance that required signs ns to b q g e taken down every six months to a year would perhaps need a code enforcement officer to enforce. He stated that it would probably be necessary to have a permit for such signs if the ordinance is more complex. The Secretary stated that the City could certainly have whatever regulations it wants regarding such signs. He stated that a permit would help the staff enforce more complex ordinances. He stated that real estate signs are temporary because at some point they must come down. He also stated that Brooklyn Center has traditionally enforced its sign ordinance more than many communities. The Secretary added that the City Council had also had a concern about such signs being temporary and had debated whether it was more appropriate to have such signs be freestanding or wall signs. d. Moratorium on Home Occupations on Brooklyn Boulevard The Secretary reviewed with.the Planning Commission the action on the home occupation at 6136 Brooklyn Boulevard submitted by Nhia Thao. He stated that the City Council had suggested it might be appropriate to have a moratorium on such home occupations until the Brooklyn Boulevard Study was completed. He stated that the staff can draft an ordinance regarding such a moratorium and bring it back for the next meeting. The Planning Commission by consensus agreed that such an ordinance would be appropriate. Commissioner Bernards stated that he would not be at the June 11 meeting. The Secretary briefly referred the Commission to a letter from the Chamber of Commerce. Commissioner Mann noted that a group home was being looked at for a site south of the Joslyn property. The Secretary pointed out that the group home might be located on vacant land owned by Bruce Plumbing. He stated it was his understanding that they are looking 5 -28 -92 5 MEMORANDUM TO: Planning Commission FROM: Planning Staff DATE: May 27, 1992 SUBJECT: Day Care Facilities in Retail Shopping Centers The City Manager received a letter from Clem D. Springer, President of Weis Asset Management, Inc. involving their concern regarding the prohibition in the City's Zoning Ordinance for day care facilities to be allowed in commercial retail centers. They would like the City to reconsider this limitation and amend the City ordinances so that facilities could be permitted particularly at the Humboldt Square Shopping Center. They note that today, day care centers are frequently found in commercial zones and more specifically in retail centers in many cities. They believe our present ordinance is unnecessarily restrictive and that a good case can be made that day care centers are more appropriately located in commercial areas because of the traffic generated and the opportunity to combine the trip with other errands. They also note that the State of Minnesota very strictly regulates day care centers and the health and safety of the children. We will be prepared on Thursday evening to present and discuss the background leading to the City Council's adoption of an ordinance amendment a number of years ago to allow day care facilities in the C1 and C2 zoning districts. Prior to that time day care facilities had been primarily operated out of homes and in churches and schools in residential zoning districts. The day care use was more associated with a residential, rather than a commercial use of property. As part of an application presented to the City by New Horizons Day Care Centers, an ordinance amendment was adopted establishing group day care facilities as special uses in the C1 and C2 zoning districts provided they were not located on the same property as, or adjacent to, any use which is not permitted to abut R1, R2, or R3 zoned property (such as a gasoline service station, motor vehicle repair, car wash, convenience food restaurant, eating establishments offering live entertainment, motion picture theaters, bowling alleys, sauna establishments, massage establishments, school bus garage facilities and amusement centers). Furthermore, group day care facilities were not to be located in retail shopping centers. Memo Day Care Facilities in Retail Shopping Centers Page 2 May 27, 1992 Also, the ordinance established various special requirements for day care facilities relating to the outside recreational areas requiring them to be appropriately separated from parking and driving areas, that the play facilities not be located in a yard abutting a major thoroughfare unless buffered, the play facility should not have an impervious surface for more than half the playground area, that the playground extend at least 60 feet from the wall of the building to an adjacent property line and not be bounded on more than two sides by parking and driving areas. It should also be noted that the Planning Commission and City Council recently considered, within the past couple of years, a request to house a day care facility in the industrial park zone. The City Council ultimately concluded that a day care facility was not appropriate in an industrial park zone and denied the requested appeal and consideration for an ordinance amendment. We believe the Planning Commission should review the day care provisions thoroughly and discuss whether or not consideration should be given for altering these provisions to allow day care facilities in currently prohibited areas. ati, t 't r< WEIS ASSET MANAGEMENT, INC. 3601 Minnesota Drive Minneapolis, Minnesota 55435 Telephone: 612- 831 -9060 Fax: 612- 831 -3132 May 21, 1992 Mr. Gerald G. Splinter, City Manager City of Brooklyn Center 6301 Shingle Creek Parkway Brooklyn Center, MN 55430 Re: Humboldt Square Dear Mr. Splinter: Thank you for the opportunity to discuss with you and Mr. Brad Hoffman some of the concerns and opportunities that we are currently facing at Humboldt Square. The study completed for the City June 1991 by Lee Maxfield on commercial trends in Brooklyn Center pointed out the need for action in an overbuilt market. The study indicated the center is at a turning point and we need to attract additional tenants. We have had a prospective tenant approach us, about placing a 6,000 square foot daycare center on the north end of the center. The Bumper - to- Bumper store would be relocated within the center. We feel the daycare center would be very beneficial to the financial stability of the center and complement the other tenants by providing a daily flow of people whose other needs can be met at the same time. The lease has been sent to the prospective tenant for their review. The schedule calls for a September 1, 1992 opening which is really close at hand taking into consideration the time required for the build out. The response to my initial inquiry to the planning department was that a daycare center was not permitted in Humboldt Square or any retail shopping center. Further discussion indicated that this.provision in the zoning ordinance was adopted a number of years ago prior to the rapid growth of the daycare industry. Today, daycare centers are frequently found in commercial zones and more specifically in retail centers in many cities. Within the next few days, I will provide a list of cities and examples of daycare centers located in centers for your consideration. I do not see a significant difference in a drop - in child care facility which is permitted from a daycare facility with proper facilities. Our opinion is that your present ordinance is unnecessarily restrictive. In fact a good case can be made that daycare centers are more appropriately located in commercial areas because of the traffic generated and the opportunity to combine the trip with other errands. The State of Minnesota very strictly regulates daycare centers and the COMMERCIAL PROPERTY LEASING AND MANAGEMENT health and safety of the children. We therefore respectfully request that the City review their present zoning restriction to allow daycare centers in retail centers immediately so we can deal with our prospective tenant and meet their schedule. Enclosed is an article from Commercial Property News dated April 1, 1992 that addresses the need to consider non - traditional tenants and uses to overcome the surplus of retail space and help bring centers back to being positive economic operations. You might find this article of interest also because it mentions police substations as a use. I would like to suggest with less urgency, that you review the permitted uses to consider more of the non - traditional uses. The current list of approved uses, although quite broad, is obviously out dated. The owner has also brought to my attention that there is a restriction on limiting the square footage of restaurant space to 15% of the building area. Although we do not have a prospective restaurant tenant currently, we have had discussions in the past which were clouded by this potential limitation. We have excess parking capacity in the lot and feel this restriction should be removed or reevaluated. I look forward to working with your staff, planning commission and the city council to help make Humboldt Square a more viable part of the community. I look forward to an early response. Sincerely, Weis Asset Management, Inc. Clement D. Surinae r President CDS /vs Enclosure Churches, Doctors, Cops Help Garr Cure Ailing Strip Centers By Craig Bloomfield, meet its debt obli- ondary medical in less square footage every year." Associate Editor gations, he said. INVESTMENT & locations, especial Although office and industrial users New York if your strip center has Garr has been AS MANAGEME ly for budget con- can increase space efficiency marginal - strayed from the path of profitability, successful in scions IIMOs. CAT ly, it's nothing compared to what the a growing church tenant may bring attracting a wide, scanners, dialysis retail industry is experiencing, Garr salvation, according to Andrew Garr, if not bizarre, S11 0 PPI 0 machines and contends. "Category killers" and president of retail property manager range of tenants to other space -con- wholesale clubs achieve "enormous Millennium III Real Estate. For that produce cash flow C E N T E ns sunning test equip- sales per square foot" compared to tra- matter, a health maintenance organi- at the troubled nicnt don't always ditional stores, and competition from zation (IIAIO) tenant might keep a strip. On more need to be locatal mail order and home shopping net - . I,t :.��..t, retail project on life support until a than one occasion at the hospital, works has increased dramatically. police substation user can be found to he has dealt with churches, bingo par- where space is at a premium. "Stores w ith poor distribution systems protect and serve the owner's interest. lors and police substations. At one 'I'lie General Services Administra- will he out of business," he said. Finding non- traditional tenants is a point, the center also housed a school tion is another good place to look for It' the only survivors are high -vol- last- ditch effort to save strip centers of cosmetology, an army reserve office, tenants, according to Garr. "The GSA unie retailers, the need for space is that have "failed the test" of competi- an armed forces recruiting center, a is required to take the lowest qualified decreasing, Garr reasoned. But healthy tiveness, Garr said. "If it's a well- locat- motorcycle rental office, a warehouse, a bid, and their specifications often retailers are building free - standing ed center, we go into the tenant - steal - pool hall and a kidney dialysis center. don't preclude retail space," lie said. stores in order to expand, leaving ing business." But even a poor site for At six or seven other centers Ile learned that lesson the hard way, "recycled space" that no one wants. a retail project is usually a good loca around the country, Milleniuni has when an office building lie owned in At the Jackson center, for instance, tion by the standards of other property pursued similar alternative tenants to Vicksburg, bliss., lost a 100,000 square- the developer had built out space for a types, and that opens the door for lease "bastard spaces" in hard -to -reach foot GSA tenant to a retail center. food anchor, but the space was too alternative tenants. locations. "A lot of these tenants pay Although Garr's tactics seem small and no user could be found. "I Millennium III was called in to save rent that's higher than the retail rents extreme today, he believes alternative offered the space to every food store on a 370,000 square foot Jackson, Miss., we had been getting," Garr said. strategies will occur more frequently a one- year -free basis with no strings center that had nearly 300,000 square This alternative tenant strategy isn't because the overbuild in retail will last attached, and no -one would take it," feet vacant. Over the course of a few ideal, Garr noted. Turnover is high, and longer than for other property types. Garr said- "Rent cost is only 2 percent years, Garr said he managed to lease tenants such as pool halls and church "We're at in all -time peak of retail of a food chain's total revenue, so if about 500,000 square feet at the center, groups may clash if ilia nagenient is not square footage per person in this coup they expect to lose d percent on vol- filling some spaces two or three times. on the ball. In addition, "there's no try, but retailers are selling ❑lore goods ume, the :pace ison't work." ■ While the tenants have not been insti- database in existence for these tenants, tutional- grade, the center continues to so it takes street smarts to find them." 'fhe labor intensive leasing process requires a "full -time on -site person who spends most of his time off -site can- vassing," Garr said. "There are hnni- 1 , dreds of little tricks that I think others will learn in the next two or three years to catch up with us." A vast potential exists for leasing sec - r Millienium III Real Estate presi- dent Andrew Garr is not adverse t to filling his strip centers witli ., to some unlikely tenants: Churches, pool halls or even an army recruit ing center. Often "the tenants pi, ,• „ „1 l "llor than the rettii 1:. ; 1 _. ^, ,� e : "' '! i:.: 4 ,.,. IYrN,• r_Kt .'' 4. ., y .. '.. ,4 ht . r:s ::tr - ^y '5 '. �' k �.' z,k ° . . r ' i ti ,+ E. -, r& • `l '5; • 'Eir f Au=w rN �`Su+.t' t•" ' -; n ,�(t , yy,,: i � s t o 5W T;:'� '�`{ -i1. WEIS ASSET MANAGEMENT, INC. I. b 3601 Minnesota Drive Minneapolis, Minnesota 55435 Telephone: 612. 831 -9060 Fax: 612 - 831 -3132 DAYCARE CENTERS IN SHOPPING CENTERS* CITY CENTER NAME DAYCARE NAME 1. Maple Grove Eagle's Nest A -Z Child Care 2. Ramsey Rivers Bend Plaza A -Z Child Care 3. Minneapolis Butler Square Quality Child Care 4. Eden Prairie Lariat Center Just for Kids 5. Bloomington Loehman's Plaza Mother Goose Inn 6. Eagan Town Center Children's World Learning Center 7. Apple Valley Apple Valley East New Horizon Child Care +� 8. Oakdale Bergen Plaza Wee EduPlay (out of business) 9. Eden Prairie Menards New Horizon Child Care 10. Burnsville Southcross New Horizon Child Care 11. Brooklyn Park Creekside Plaza New Horizon Child Care *This is just a small sample based on first hand knowledge. 5/21/92 COMMERCIAL PROPERTY LEASING AND MANAGCMENT APPLICATION N0. 54039 (New Horizon Enterprises) The Secretary then introduced the next item of business, a request for a determination that a day care center is similar in nature to other permitted uses in the C2 zoning district in order that New Horizons may establish a day care center at the Park- Nicollet Ned Center building at 6000 Earle Brown Drive. The Secretary reviewed the contents of the staff report (see Planning Commission Information f Sheet for Application No. 84039 attached) . The Secretary added that he had received a letter from Sally Goldberg, a Licensing Consultant for the State, that New Horizons is considered a school. The Secretary stated that he had also received a copy of Department of Public 'Welfare Rule No. 3 governing day care centers and noted that the State regulations do not cover location. He stated that that it is a City responsibility to regulate the location of day care centers. The Secretary concluded his comments by stating that the staff do not have a big problem with a day care center locating in the Ned Center building, but feel it's more appropriate that day care centers, generally, be considered as a special use in the C2 zoning district, rather than as an educational use and, therefore, a permitted use. Chairman Lucht asked whether child care was presently permitted in the Cl zoning district. The Secretary responded that child care homes, that is 24 hr. a day residences, were permitted in the C1 zoning district. Commissioner Sandstrom asked whether this referred to homes used for day care. The Secretary responded in the negative. He stated that these were special homes where the children would live, not come to for temporary care. -3- Commissioner I :elson asked whether the staff had a problem with day care centers locating in the C2 zoning district. The Secretary stated that he would not recommend day cares be considered a permitted use in the C2 zoning district. He stated that he didn't have any major problems with the Med Center building as an acceptable location, but felt that they should be considered a special use rather than a permitted use. He pointed out that if day care centers were considered a permitted use, they could locate anywhere within the C2 zoning district. Commissioner Bernards asked whether Med Center had been contacted on the use of the building. The Secretary stated that the staff had not talked to Med Center about the day care use of the building, but that there had been negotiation between New Horizons and the tied Center and that a tentative agreement had been worked out. Commissioner Manson asked what the history of "educational uses" was in the C2 zoning district. The Secretary answered that educational uses have basically been considered to be schools. He stated that he did not feel that a day care center was primarily a school. Chairman Lucht then asked the applicant whether she had anything to add. Ms. Sue Dunkley, President of New Horizons Enterprises, Inc., stated that New Horizons had 13 day care facilities, 5 of which are located in commercial zones. She stated that day care started out in residential zones, but that it has adapted to commercial settings. She reviewed the curriculum which the centers use with young children. Ms. Dunkley also explained that New Horizons has many certified teachers who have been nursery and elementary school teachers. She explained, regarding the playground area, that children are taken out to play in groups of 20 and that the State requires 75 sq. ft. of playground area per child that is playing. She stated that this would work out to a playground area of 1,500 sq. ft. for 20 children playing at a time. Ms. Dunkley stated that New Horizons had a problem with timing. She stated that they do not have time to rezone the property. She also stated that a determination that New Horizons was a school would not necesarily open the door to other day care centers because they cannot call themselves schools under the definition of a school used by the Department of Public Welfare. Chairman Lucht explained that the Planning Commission was not considering rezoning the property. He also stated that acting on the basis of time factors has had negative effects in the past. He asked Ms. Dunkley why, if she considered New Horizons to be a school, does she call the organization a r r „ g day care operation and not a school. his. Dunkley stated that day care" is used in the literature but that the Department of Public Welfare has considered them a school for some time. Commissioner Ainas asked whether the personnel were salaried or volunteer staff. Ms. Dunkley answered that most of the staff are salaried, though there are some volunteers r r r oluntee. s w ^r hick the are lad to have. Commissioner Ee. nd. Y g ds stated that it was news to him that the Department of Public Welfare had begun certifying schools. Ms. Dunkley explained that the teachers are certified by the Department of Education. Chairman Lucht stated that he liked the concept of a New Horizons center at the Med Center building, but that he had problems with allowing day care centers as a permitted use in the C2 zoning district. He stated that the City would have to live with the precedent of such a decision. Commissioner Sandstrom stated that he preferred not to rezone the property, but to control the day care use through a special use permit procedure. -4- Sue I,unkley asked whether she could not apply for a special use permit at this time. The Secretary stated that it ,could require an ordinance amendment first, possibly involving some special conditions for day care centers. Chairman Lucht then polled the Commission on their feelings regarding the application. Commissioner Ainas asked "Is. Dunkley how many of the teachers were certified. ' ?s. Dunkley answered that 837 of their staff was certified. Commmissioner t stated that she would like to see the day care center at the Med Center building, but preferred that the use was a special use permit. Commissioner Ainas stated that he felt the City should have some control over the location of day care centers in commercial zoning districts. He stated that he also preferred a special use status for day care centers. Commissioner Sandstrom agreed, stating that he preferred a special use status and that a precedent should not be set with this appication.- Commissioner Nelscn stated that he did not feel that the day care center had to be a school in order to be an educational use. He stated that he felt the day care center was an educational use and was, therefore, a permitted use in the C2 zoning district. He stated that parents can exercise control over the location of the day care center by not taking their children to a center that is in an inappropriate location. He stated that he did not have a problem with the day care center as an educational use. Commissioner Bernards inquired as to the playground area. The Secretary showed a transparency of the site plan that showed a playground to the west of the Med Center building. He noted that the playground shown on the plan was larger than would be required by the State. Ms. Dunkley explained that the State requires 75 sq. ft. of playground area per child that is outside. She added that the State regulates many other details of a day care operation. The Secretary stated that while it was necessary for the State to regulate these aspects of the operation of a day care center, it was necessary for local government to look at surrounding land uses and to make a policy judgment as to what are appropriate locations for day care centers within the City. Commissioner t:alecki stated that a determination is similar to a special use permit. She pointed out that it would be possible to change the ordinance to make day care centers a special use permit. She added, however, that this facility is similar to an educational use and that a finding to that effect could be made. Chairman Lucht asked how the Planning Commission would make a determination as to which day care centers are educational uses. Commissioner Ainas stated that, as the ordinance now reads, educational uses are not defined. Mr. Bill Dunkley, an attorney for both Park Nicollet Medical Center and New Horizons Day Care centers, stated that he agreed that, if the City wanted to regulate child care, it should make day care center's a special use in the C2 zoning district. He stated that the City could still allow New Horizons to operate as an educational use and then change the ordinance. Chairman Lucht asked what was the reason for urgency. Mr. Dunkley stated that winter is the best time to open up a facility and that the cost invested would be about $200,000. There followed a lengthy discussion regarding the procedure and the substance of the application. Commissioner Sandstrom asked why there should be unnecessary delay if the Planning Commission agreed that the proposed day care center was an acceptable use in this location. Commissioner Manson asked whether there was a mechanism to allow the applicant to r;o ahead while the ordinance was being amended. The Secretary stated that the Planning Commission could allow day cares as a -5- permitted use and then amend its ordinance to make them a a special use, but that this would be like closing the barn door after the cows were out. Commissioner Sandstrom stated that he felt the Commission agreed that the center was an educational use. There followed a discussion as to whether the Commission did feel the day care center was to be considered an educational use. The Secretary stated that he did not feel the Planning Commission should feel pressured to act favorably for the applicant's sake because the applicant had known about this problem since August. ACTION TABLING APPLICATION NO. 84039 (New Horizon Enterprises, Inc.) �;otion by Commissioner Ainas seconded by Commmissioner Nalecki to table Application No. 84039 and to direct staff to prepare an ordinance to allow State certified day care centers as a special use in the C1 and C2 zoning districts. While the motion was on the floor, there was a brief discussion regarding the timing of the application and amendment of the Zoning Ordinance to allow for day care centers by special use permit in the C2 zoning district. Voting in favor of the above motion: Chairman Lucht, Commissioners N'.alecki, Manson, Ainas, Sandstrom and Bernards. Voting against: Commissioner Nelson. The motion passed. Commissioner Nelson stated that he felt that the use could be considered similar in nature to an educational use and, therefore, permitted in the C2 zoning district. RECESS The Planning Commission recessed at 9:35 P.M. and resumed at 9:57 P .m. Following the recess, Commissioner Sandstrom stated that he wished to change his vote on the motion to table Application No . 84039 to no . The change in vote had no effect on the outcome of the vote. DISCUSSION ITEMS a. Retail Development /Interim Ordinance The Secretary introduced the first discussion item by explaining that there was concern on the part of the staff as to whether or not there is a need for future retail development within the City. He noted that there is a limited amount of C2 zoned land within the City, most of which is situated in the block bounded by Shingle Creek Parkway on the west, Summit Drive on the north, Earle Brown Drive on the east and John Martin Drive on the south. The next largest area of vacant C2 zoned land was some undeveloped parcels around 66th and West River Road and in the Lynbrook Bowl area. The concern, he stated, was that it appeared that Brookl n Center Y was well served b the existing retail development and that what is located in Brooklyn Center and surrounding communities may well be enough to serve future community needs as well. He added that traffic associated with major retail developments was also somewhat of a concern as to whether existing; facilities can handle this development in the area. He noted that it appears with the last retail development completed that all we are able to attract is more of the same type of retail development that more or less leads to a chifting; of location and subsequent vacant buildings or tenant spaces. More retail development on existing vacant C2 land could possibly lead to an expansion of thetie problems. The 2ecretary noted that the Year 2000 Committee has briefly discussed and is -6- G Panning Commission Information Sheet Application No. 84039 Applicant: New Horizon Day Care Centers Location: 6000 Earle Brown Drive Request: Determination The applicant requests that the City Council determine that day care centers in the C2 zoning district are a permitted use by virtue of being similar in nature to other uses specifically listed as permitted uses in the C2 zoning district (See Section 35 -322 attached). Section 35 -322 Subsection 1j. of the Zoning Ordinance acknowledges as permitted uses: "Other uses similar in nature to the aforementioned uses, as determined by the City Council." Since day care centers are not expressly listed as a permitted use in the C2 zoning district, the applicant requests that a determination be made that it is "similar in nature" to expressly permitted uses. New Horizon wishes to open up a day care facility in a portion of the Park- Nicollet Med- Center building (formerly Toy City) at 6000 Earle Brown Drive. The property in question is zoned C2 and is bounded on the west by Summit Drive, on the north by Earle Brown Drive, on the east by vacant C2 zoned land, and on the south - southeast by Highway 100. The applicant's representative, Mr. William Dunkley, has submitted a letter (attached) in which he argues basically that the day care center is in fact a school and is, therefore, an educational use which is expressly permitted in the C2 zoning district under Section 35 -322 Subsection 1h. In fact, Mr. Dunkley refers to the operation as a school throughout hisletter. He points out on page 2 that Department of Public Welfare Rule 3, page 6(q) states: "The name 'school' may be used only by programs having a minimum of one teacher certified by the Minnesota State Department of Education. One certified nursery school teacher must be present during the major part of the program for every 20 children." Mr. Dunkley explains that the facility at 6000 Earle Brown Drive would consist of approximately 5,600 sq. ft. of building space and an enclosed outdoor play area. It would serve 115 children age 6 months to 12 years. Hours would be 6:30 a.m. to 6:30 p.m.,Monday through Friday, except legal holidays. But; the letter nowhere states that there will be six nursery school teachers present during the "major part" (6 or more hours ?) of the program. Mr. Duhkle� : sG�;nitted saw correspondence with the Cities of Roseville and Mound (attached), but has not submitted a letter from the State regarding the status of New Horizon Enterprises (the company? a location ?) as a school. Staff are, therefore, at a loss to know whether the proposed facility is considered a school by the State or not. We would also point out that the example provided in Mound is for an operation to be located in a former prepschool in a residential district. This is certainly a different situation than the present case in a commercial zoning district. The letter to the Roseville City Manager is for a commercial location; however, Roseville had to amend its Zoning Ordinance to accommodate the "child care facility" in the B2 (General Commerce) district. Mr. Dunkley concludes his letter by discussing three important aspects of the operation: traffic, the playground area, and safety. Regarding traffic, he notes that the clinic is open from 8:30 a.m. to 5:00 p.m. Most day care traffic would occur before or after these hours. Regarding the outdoor play- ground area (a converted area of the parking lot west of the building), Mr. Dunkley states that the existing opique fence on top of the berm adjacent to Earle Brown !;ri: would remain and that the playground would be fenced off from the parking tot with chain link fence with or withoutm_tal slats. (Stafff; that a playground area for young children should have as residential an atmosphere• as possible and would prefer an opaque wood fence around the play area rither than a chain Iink fence.) 12 -6 -84 Application No. 84039 continued Finally, Mr. Dunkley notes that there will be separate entrances and exits for both "sick care" and "well care" and an exit to the outside playground. The fenced playground would have a gate at one end, "away from the structure and away from all parking facilities. Staff are unable to determine where this is. A gate on the north side of the playground would lead to an area between a fence and the building. A gate on the south side of the playground would lead to the parking lot and immediately to an access drive where cars enter and leave the site. Staff are not opposed to the existence of day care facilities in commercial zones, but are frankly skeptical that such uses should be comprehended under the rubric of "educational uses." In this case we feel that the proposed facility is a day care o.r child care facility, not a school, and should be listed as such. The C1 zoning district allows as a permitted use under Section 35 -320 Subsection la: "Nursing care homes, maternity care homes, child care homes, boarding care homes, provided, however, that such institutions shall . be licensed by the appropriate state or municipal authority." (emphasis added) It seems to us that this category may be more appropriate to comprehend day care facilities. However, this category of uses was specifically excluded from the list of Cl uses allowed in the C2 zoning district. The term "day care" is only used in the City's Zoning Ordinance in association with home occupations. New Horizon has two day care centers in Brooklyn Center located in churches in the R1 zone by special use permit. From this history, we feel that day care centers are primarily a residential use which should only be allowed in commercial zoning districts if certain conditions are met; ie. it should be considered a special use in commercial districts if permitted at all. This would require an amendment to the Zoning Ordinance. A further concern, if day care centers were allowed by special use permit, is over appropriate recreational space. It is our opinion that children, especial- ly those over age 3,, have a definite need to be outside and play periodically. They should not be warehoused in an office building, but should have ready access to recreation space that is, in all appearances, residential. The con- version of a parking area to a playground, if done sensitively, might accomplish this. The difficulty is in writing such residential requirements into a commerc- ial classification. This difficulty may be the reason for the absence of child care centers from the list of ermitted or special uses in P p s s the C2 zoning district in the first place. If the Planning Commission feels that day care centers can be comprehended in the C2 zoning district, staff recommend that an ordinance amendment be devel- oped and brought back for eventual adoption. We recommend, in the interim, that the request for a determination that day care centers are similar in nature to permitted C2 uses be denied or tabled pending the drafting of an ordinance amendment. However, if the Commission feels these facilities are truly "similar in nature" to educational uses, such a determination can be recommended. 12 -6 -84 -2- MINUTES OF THE PROCEEDINGS OF THE PLANNING COMMISSION OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA STUDY SESSION DECEMBER 20, 1984 CITY HALL CALL TO ORDER The Planning Commission met in study session and was called to order by Chairman George Lucht at 7 :38 p.m. ROLL CALL Chairman George Lucht, Commissioners Nancy Manson, Lowell Ainas, Carl Sandstrom, Mike Nelson and Wallace Bernards. Also present were Director of Planning and Inspection Ronald Warren, City Engineer James Grube and Planning Assistant Gary Shallcross. Chairman Lucht noted that Commissioner Molly Malecki had stated she would be unable to attend and was excused. APPROVAL OF MINIUTES _ December 6, 1984 Notion by Commissioner Sandstrom seconded by Commissioner Ainas to approve the minutes of the December 6, 1984 Planning Commision meeting as submitted. Voting in favor: Chairman Lucht, Commissioners Manson, Ainas, Sandstrom, Nelson and Bernards. Voting against: none. The motion passed. / APPLICATION NO. 84039 (New Horizon Enterprises, Inc.) Following the Chairman's explanation, the Secretary proceeded with the third business item on the agenda since no other applicants were present. The item of business was a request for a determination that day care centers be considered similar in nature to educational uses so that a center may be located in the Park Nicollet Med Center building at 6000 Earle Brown Drive. The Secretary reviewed the contents of the staff report (see Planning Commission Information sheet for Application No. 84039 attached). The Secretary also reviewed a draft ordinance amendment to allow day care centers by special use permit in the C1 and C2 zoning districts, subject to certain special conditions and requirements (see draft ordinance amendment attached). Commissioner Sandstrom asked what would keep someone from trying to put an educational use in a shopping mall. The Secretary stated that if the City Council determined that a particular day care center were an educational use, then it would be exempt from the ordinance amendment restricting the location and site characteristics of day care centers in commercial zoning districts. The Secretary stated that the staff would consider any center which had to be licensed by the Department of Public Welfare as being a day care center and not a school. Chairman Lucht asked the applicant whether she had anything to add. Ms. Sue Dunkley, representing New Horizon Enterprises, Inc., stated that she had nothing to add to the report or the draft ordinance. Commissioner Sandstrom noted that the playground would be located in the parking lot in the case of the Med Center building. He asked how the installation of the playground would affect the parkin; requirements for the building. The Secretary stated that the parking requirement for the day care center was calculated at one space for every 200 sq. ft. under the "other commercial uses" category and that the 12 -20 -84 _1_ balance of the building was calculated at the medical formula. He stated that both of these formulas were less restrictive than the retail formula which had been provided for on the site. He stated that there was, therefore, a slight surplus of parking. There followed a brief discussion regarding the requirement that half of the surface of the playground be of a pervious material. Commissioner Sandstrom asked whether the ordinance amendment would do much for day care centers in Brooklyn Center. The Secretary stated that it would open up the C1 and C2 zoning districts to day care, subject to certain restrictions and requirements. Ms. Dunkley stated that there are not that many day care centers in commercial locations anyway since day care centers are generally not profitable to locate in commercial areas. Commissiner Manson cited the fact that Brooklyn Center could still control the location of day care centers in commercial districts since none presently existed. ACTION RECCMMENDING DENIAL CF APPLICATION NO. 84039 (New Horizon Enterprises, Inc. Motion by Commissioner Ainas seconded by Commissioner Manson to recommend denial of Application No. 84039 on the basis that day care centers are not considered to be similar in nature to an educational use. Voting in favor: Chairman Lucht, Commissioners Manson, Ainas, Sandstrom, Nelson and Bernards. Voting against: none. The motion passed. ACTION RECC1 ADOPTION OF ORDINANCE AMENDi'.ENT RELATIP:G TO DAY CARE CENTERS Ii; COi;MERCIAL ZONING DISTRICTS — _ Motion by Commissioner Manson seconded by Commissioner Sandstrom to recommend adoption of an ordinance amendment to allow day care centers in the C1 and C2 zoning districts by special use permit and subject to certain special conditions and requirements. Voting in favor: Chairman Lucht, Commissioners Manson, Ainas, Sandstrom, Pelson and Bernards. Voting against: none. The motion passed. APPLICATION NO. 84040 (Normandale Tennis Clubs, Inc.) The Secretary then introduced the next item of business, a request for site and building plan and special use permit approval to add a multiple purpose building for basketball, volleyball, etc. to the racquet and swim club at 4001 Lakebreeze Avenue North. The Secretary reviewed the contents of the staff report (see Planning Commission Information Sheet for Application No. 84040 attached). The Secretary explained briefly that the main building of the complex had somewhat less floor space than originally calculated and that there were more stalls provided on the west side of the site than in the original site plan approval. He stated that the combination of these factors made it possible for the new multiple purpose building to be accommodated on the site without increasing the size of the potential parking ramp that is to serve as proof -of- parking. The Secretary also noted that he had a phone conversation with a Mrs. Jackmann who lives on the west side of Azelia Avenue North across from the site in question. He related her opposition to the basketball court, but noted that she had been somewhat confused as to the nature of the addition and was unable to attend for health reasons. Chairman Lucht noted the use of the word "gymnasium" in the staff report and asked that it be changed to some other description inasmuchas gymnasiums are not permitted to abut R1 , R2, or R3 zoned property. fie stated that tie did not consider this to be the type of gymnasium or the type of use that was comprehended under the term "gymnasium" in the Zoning Ordinance. 12 -20 -84 -2- Planning Commission Information Sheet / Application No. 84039 Applicant: New Horizon Enterprises, Inc. - Location: 6000 Earle Brown Drive Request: Determination This application was reviewed by the Planning ;ommission at its December 6, 1984 meeting. At that time, the Commission tabled the application and directed staff to prepare a draft ordinance amendment making day care centers a special use in the C2 zoning district. This is an alternative means of addressing day care centers than the applicant's request that day care centers be determined to be similar in nature to "educational uses" which is listed as a permitted use in the C2 zoning district. Staff have prepared a draft ordinance that would make day care centers a special use in the Cl and C2 zoning districts. Day care centers would not be permitted to abut certain intense commercial uses such as gas stations or convenience food restaurants which, in turn, are not permitted to abut R1, R2 or R3 zoned property. Special conditions would apply to day care centers in commercial districts similar to the conditions wh ich apply to office uses in the R5 and I -1 zoning districts. Finally, the draft amendment would stipulate certain site requirements on the outside recreational areas at day care centers in the Cl and C2 districts. The requirements are intended to make the play area a substantial component of the site, separated from commercial traffic as much as possible. Staff will be prepared to discuss the draft ordinance in further detail at Thursday's meeting. Minutes of the previous discussion are enclosed. It is recommended that the Planning Commission recommend rejecting the determination sought by the aplicant in favor of an ordinance amendment making day care centers a separate, acknowledged special use in the Cl and C2 zoning districts. 12 -20 -84 CITY OF BROOKLYA CENTER Notice is hereby given that a public hearinc will be held on the 1.L of 1985 a 0:. CC) p.m. at the City H 1 , 6301 Sh i ngl e Creek Parkway to consider an amendment, to the Zoning Ordinance regarding file location of day care centers in commercial Zoning districts. ORD iNANCE NO. AN ORDINANCE AiIENDING CHAPTER 35 OF THE CITY ORDINANCES REGARDI14G THE LO OF G ROUP DAYCARE - FACILI 1 'COMM.ERCIAL ZONING. DISTRICT_S THE CITY COUi'iCIL OF THE CITY OF BROOKLYN' CENTER DOES ORDAIN AS FOLLOWS: Section 1. Section 35 -320 of the City Ordinances of the City of Brcoklyn Center is hereby amended ( 1 � e by the addition of the following: Section 35 -320. C1 SERVICE/OFFICE DISTRICT 3 . S p e c i a l Us b. Grou day rare facilities provid the are not located on the sa ::roc as o adjcc2nt 1 10 a :S 'w is not ;3ert�itt Q t_ ab :t Rl, R2, R3 z one c and and provijed th s uc h cev o :,- mentS i eac: SD2C1 Ca Se a c emons . ra zed t be: I. Comp atible w ith existing adjacent la nr_' uses as t:i t hose ( ;se s berm i ,-ted in the C1 district ' era�v. - - -- 2. Compiementa t 0 e xisting adjacent l uses a weII a t 0 th uses peri l tted 1 n t he C; i C 1 S 1 ct Cennra f t '! 3_ Of comparable inten to perigit C1 distri land u ses i Li nr e s p e c t t oac t7 ii - v i t yee_ e 1 - ' - , . _ - - -- — 4. Planned and des io to a ssure tha t : '- nera traffic will Ue l l to i n Lhe caDac i t' of — a i_a ? 'b� ._ , .�. c f. .ci ities any n ot nav an adver a i - e - + — s,, m,,ac a ^o.. trios racTl�ies. — +t �t,e ir`med_FT nei�i or tF) T e ccr"!r In i ? itI% -- S. Tra is _venerated by other uses on ti)e si w ill nct Dose a d;ngr,r tc, c i 1d r �n served care usr un fur pr'ov lilted t hat t he Spec la I re qu I'('e S2I fort in 32ction 3 I are adher to Section 2. S :c:t ion 35 -322 of the City Ordinances of ZhL( C i tiv of r ; ' ) . 1 `';.. Cen I $ t l r I ;i ''nded i y the ;)dG 1 t I On Gf I'.hr� i O 1 i 0`,J I :•? q: - Sect ion 35 -322. COMNIF ; <CLE OISTRiCT Spec Grouo flay c f ac i l h ie trot; i; �; t om.. lfl^ S:iP' Y_O r - 'q_ u5 — Or _iii,' i (11: tC1 wlilCn •I c ' ' 7t'rf'1 I r! ( ?C t0 :Jl! C i I , (2, t' r' it ?U. '.`G 1_r( n,tr clod "t7l 1 tti r e - - - - - -- - ' - - - - - - -- --- -- t / _- r (. I 1 fIG:'`' 1;!•7 ' � r' and l ;,r r ,rOy lde'] t11F,t: uCh u0`i ;? Ct]S a► Ctea;on, t rd tec! CO G ` _._ _.-- L_ - --- -.•-- - - -- -- ORDINANCE NO' O5-02 I. Compatible ith isti tA Z/ lt t� Z. Commlementary to is i ng. adjac2nt land uses as ,, I! as J. Of comiparable intensi i � 4. Planned and designed t tj w M oe w/ID,n tine capacitv of 3vai l '".3| hl and I the �neight-)orhcod, or - 1 - -he comimunit- Y. 5. Traffic qenerated by th Fur±h2nmore t y c a re facil i i shill re--t:ir::mnnts set fcrt. in Section 35 5ect 3' Section 35-4 of the City Ordinances of the City cf Brook(� anter is �erab,./ amended by the addition of the following: 5ection 35-47�. SPECIAL REQUIREMENTS IN CI AND CIA DISTRICTS G. In the case of grolip day care fa i7i t i and Jr7vi 1� fence - n less than four 1eet in for 10�� more Lhan by - ,ar,l Section 4, 5eCti0n 35-412 Of the City Ordinances of the City of Br�oK|yn Center is hereby amended by �he addition Of th2 fo|7n�in5: Section 35-412L SPECIAL REQUIREMENTS IN CZ D[-STRlCT5 7^ In the case �f d facili reational S ri -7 in any yarc / r / CRDIi A NCE NO. p..5 -p2 `ection 5. Section 35 - 900 of trle City Ordinances of the City of Brooklyn Center is hereby am_ndec: by the addition of the - FO 11OWi Section 35 -9 _00. DEFINITICNS. The languaa2 set forth in the text of th1S _'cuing ordinance sna11 be ins;.,^- . roret2d In accordance witi the following defini- tior,. Words used in, the present tens` sliall include the future; words used in tine si Igular include the olaral and the Plural includes the singular. Grcup day c are facility : A fac i 1 i ty 1 i cens2d 'o, the M i n;n Departmen of P.: i s - o fare care for six or r, ore o i 1_`r� of o'ne tire. Th is term also i oc ude's , b;li: is no t F im i t ed to, fac i , i t i o� : v ore ^fa in s for cioo - c; re T) Kno;rn ao nurser sc DoT, cry nur c o o:;r,� , o r�, ;oaoro;.� Gay care cenr_ers, oopera,,ive ay care cent ,e and He ad STart Prog Sect iGil 5. T =;is ordinance shall become effective after `dootion and upon thirty (30 }days follo:;ir;G its legal publication. Adc ?ted this 1_]_t�. day of Fnhnz - rny 19 �5 r �hayor . .i� ATT`cT. Cieric " Date of Publ ication J�: 24.. 19811 Effective Date - -- F 2 3 1985 (U-rJ2r1 ine indicates new matter. orccCets i ldic t2 matter to C•c: ele'ced�. CITY OF BROOKLYN CENTER Council Meeting Date 6/22/ Agenda Item Number _'?Q� REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Discussion Item - An Ordinance Establishing a moratorium on home occupations on Brooklyn Boulevard ********************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** DEPT. APPROVAL: Ronald A. Warren, Director of Planning and Inspection MANAGER'S REVIEW /RECOMMENDATION: No comments to supplement this report Comments below /attached ********************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** SUMMARY EXPLANATION: (supplemental sheets attached x ) • The City Council on May 26, 1992, following their approval of Planning Commission Application No. 92008 involving a special home occupation for Nhia Yong Thao at 6136 Brooklyn Boulevard, directed the Planning Commission to review the matter of a moratorium on home occupations along Brooklyn Boulevard during the time of the Brooklyn Boulevard Study. This matter was reviewed b the Planning Commission at its May 28 and June 11 Y g Y 1992 meetings. Attached are copies of excerpts from minutes of those meetings involving this matter. The Planning Commission on June 11, 1992 recommended to the City Council the adoption of an interim ordinance establishing a moratorium on the consideration of special use permits involving home occupations within the study area of Brooklyn Boulevard. This area includes properties within 400' either side of Brooklyn Boulevard from Highway 100 to the north corporate limits. The City Attorney has drafted such an ordinance which is entitled Interim Ordinance for the Purpose of Protecting the Planning Process and the Health, Safety and Welfare of the Residents of the Community, and Regulating and Restricting the Development of Special Home Occupations Within the City. (copy attached). The ordinance as being presented is in a form that can, if the City Council desires, be adopted for first reading and set on for publication and public hearing. Recommendation It is recommended that the City Council discuss the recommended ordinance provisions and give direction regarding how they wish to proceed with this ordinance proposal. 51�1 � b4:1000UU JUN 16 ''?E 16:31 HOLhiES & GRA "'Ell P. c CITY OF BROOKLYN CENTER. Notice is hereby given that a public hearing will be held on the day of , 1992 at p.m. at the City Hall, 6301 Shingle Creek Parkway, to consider an Interim Ordinance for the Purpose of Protecting the Planning Process and the Health, Safety, and 'Welfare of the Residents of the Community, and Regulating and Restricting the Development of Special Home Occupations within the City. Auxiliary aids for handicapped persons are available upon request at least 96 hours in advance. Please contact the Personnel Coordinator at 561 -5440 to make arrangements. ORDINANCE NO. INTERIM ORDINANCE FOR THE PURPOSE OF PROTECTING THE PLANNING PROCESS AND THE HEALTH, SAFETY AND WELFARE OF THE RESIDENTS OF THE COMMUNITY, AND REGULATING AND RESTRICTING THE DEVELOPMENT OF SPECIAL HOME OCCUPATIONS WITHIN THE CITY THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER DOES ORDAIN AS FOLLOWS: Section 1. Background 1.01 That part of the City including all properties, any part of which lies within 400 feet of the right of way of Brooklyn Boulevard and between T. H. 100 and the North city limits (hereinafter referred to as the "Subject Area ") is a fully developed area containing a mix of commercial and residential uses. The Subject Area is suffering the effects of deterioration, blight, economic disinvestment and decline in property values because of the agre of structures, inefficient or obsolete layout of lot and structure, the effects of roadway widening, and other factors 1.02 The Subject Area is designated in the City's Comprehensive Plan, 1981 as Mid Density Residential, Service Office an General Commerce and is a mixture of zoning classifications including R- • Y R -2, R -3, R -4, R -5, C -1 and C -2. 1.03 The Council is concerned that one of the factors which may be contributing to decline of the Subject Area is the mix of commercial and residential uses. In recent years a number of single family residential units in the Subject Area have been converted in -pa to a co use bhp is5uajj o f special use permits orspecial home occupations under Se ctions 35 - 406 and 35 -220 of the City Code. Such uses have many of the characteristics of a commercial use including the use of additional structures, the use of equipment not customarily found in the home and the employment of persons who do not reside in the dwelling. CLL36663 bRZ92.16 5441.64400000+0000000 Jul 1t, "32 16: SE HOLMES & GRAVEH P.3 1.04 The Council is concerned that granting such special use permits for special home occupa may be contri to the blighting Influences in the Subject Area and may slow the normal economic process of conversion from non - conforming to permitted uses by making non - conforming uses more viable. 1.05 The City has commissioned a study of the Subject Area in an effort to foster development and redevelopment and enact appropriate zoning ordinances and subdivision regulations so that private sector efforts to revitalize the area are not frustrated and that factors tending to cause blight and deterioration will be reversed. 1.06 To assure that the development of uses during the period the study is being conducted does not adversely affect the ability of the City to enact and enforce appropriate controls; to protect the planning process, and the public health, safety and welfare; and to assure that the City and its citizens retain the benefits of the City's Comprehensive Plan and zoning ordinance , the Council has determined that it is necessary and desirable to adopt this interim ordinance pursuant to the authority granted in Minnesota Statutes, Section 462.355, Sd. 4 (the "Act ") . Section 2. Determination 2.01 During the period this ordinance is in effect, no special use permits for special home occupations shall be considered or issued by the City wi i h i n the st�t��Pr.i area _ 2.02 This ordinance shall remain in effect for a period of six months from its effective date or such earlier date as may be adopted by the City Cou ncil_, provided that, if the study and planning process have not been completed within that six month period this ordinance may be extended for such additional periods as deemed necessary by the City Council not to exceed an additional period of eighteen months as permitted by the Act. Section 3. This ordinance applies to any applications for special home occupations that have not received approval by the City Council before June 22, 1992. Section 4. This ordinance shall become effective after adoption and upon thirty (30) days following its legal publication. Adopted this day of 1992. ATTEST: Mayor Date of Publication Effective Date (Underline indicates new matter, brackets indicate matter to be deleted.) 75 sq. ft. of outside play space per child that was outside at one time. He stated that there are regulations for equipment, but most of the regulations related to staff and qualifications as well as interior improvements. The Secretary stated that he was concerned that the state might approve an isolated play area in a parking lot. He stated that the City regulated play areas in order to protect the children from the dangers of commercial parking lots. Commissioner Mann asked what is the state definition of "group day care ". There followed a brief discussion regarding the terms "group day care" and "day care facility ". The Secretary distinguished between group day care and group family day care. Commissioner Mann expressed concern that the City would have two day care centers in the same strip mall. She asked whether a spacing requirement would be appropriate. The Secretary answered that he was not sure on what basis the City would adopt such a requirement. He stated that it is like saying you can't have two barber shops in the same shopping center. He added that it was more of a marketing concern than a land use concern. He noted that if there was a second day care center at Humboldt Square, it would have to meet the same play area requirements. He noted the spacing requirements for rou homes g p and stated that he did not consider group homes to be a residential use, but that the City followed state mandates relating to group homes. He noted that sometime there are churches located right next to each other which are not a problem. Chairperson Pro tem Sander stated that it might be appropriate to have a restriction in the lease, but that this would be a tenant concern, not a City concern. Commissioner Holmes asked whether the ordinance would make day care centers a special use in the C1 zone. The Secretary answered that day care is already a special use in commercial zones. He clarified that under current ordinance, day care centers cannot be considered in shopping centers or adjacent to gas stations. He stated that if the ordinance is changed to do away with these restrictions then a use pp special p permit application would be in P order. ACTION RECOMMENDING ADOPTION OF ORDINANCE AMENDMENT RELATING TO DAY CARE IN COMMERCIAL ZONES Motion by Commissioner Kalligher seconded by Commissioner Holmes to recommend adoption of an ordinance amendment relating to day care centers in commercial zones to do away with the prohibition on locating in a shopping center or adjacent to other certain commercial uses. Voting in favor: Chairperson Pro tem Sander, Commissioners Kalligher and Holmes. Voting against: Commissioner Mann. The motion passed. C. Moratorium on Home Occupations on Brooklyn Boulevard The Secretary apologized to the Commission that he did not have 6 -11 -92 9 specific ordinance language for them to consider regarding a moratorium on home occupations on Brooklyn Boulevard during the study that is being done. He stated that the ordinance will take 45 days to become effective and would only affect special home occupations within the Brooklyn Boulevard Study area. He stated that the ordinance will be in effect until the end of the year. He asked that the Planning Commission recommend the moratorium in concept. Commissioner Mann asked whether there is a time limit on moratoriums. The Secretary answered that they are limited to 18 months and can be renewed for an additional 12 months. ACTION RECOMMENDING ADOPTION OF AN ORDINANCE AMENDMENT ESTABLISHING A MORATORIUM ON HOME OCCUPATIONS ON BROOKLYN BOULEVARD Motion by Commissioner Mann seconded by Commissioner Kalligher to recommend adoption of an ordinance amendment establishing a moratorium on home occupations on Brooklyn Boulevard during the time of the Brooklyn Boulevard study. Voting in favor: Chairperson Pro tem Sander, Commissioners Kalligher, Holmes and L Mann. Voting against: none. The motion passed. ADJOURNMENT Motion by Commissioner Mann to adjourn the meeting of the Planning Commission. The motion passed unanimously. The Planning Commission adjourned at 9:59 p.m. vhairperson 6 -11 -92 10 Commissioner Mann suggested that it might be appropriate to have a field trip and stated that she still had concerns regarding day care in shopping centers. Commissioner Holmes stated that it was probably necessary to make some changes to the ordinance, but he was not sure what changes to make yet. Commissioner Sander stated that she liked the existing restrictions on the play area. C. Real Estate Sign Ordinance The Secretary then introduced a brief discussion of the real estate sign ordinance that was adopted by the City Council last year. He stated that the ordinance presently in effect sunsets this summer unless it is readopted. He stated that the City can leave that ordinance as is, go back to the old ordinance, or develop a new ordinance. Commissioner Mann expressed some concern about such signs being temporary rather than continuing indefinitely. The Planner stated that a simple ordinance would be easier to enforce. He stated that an ordinance that required signs to be taken down every six months to a year would perhaps need a code enforcement officer to enforce. He stated that it would probably be necessary to have a permit for such signs if the ordinance is more complex. The Secretary stated that the City could certainly have whatever regulations it wants regarding such signs. He stated that a permit would help the staff enforce more complex ordinances. He stated that real estate signs are temporary because at some point they must come down. He also stated that Brooklyn Center has traditionally enforced its sign ordinance more than many communities. The Secretary added that the City Council had also had a concern about such signs being temporary and had debated whether it was more appropriate to have such signs be freestanding or wall signs. Moratorium on Home Occupations on Brooklyn Boulevard The Secretary reviewed with.the Planning Commission the action on the home occupation at 6136 Brooklyn Boulevard submitted by Nhia Thao. He stated that the City Council had suggested it might be appropriate to have a moratorium on such home occupations until the Brooklyn Boulevard Study was completed. He stated that the staff can draft an ordinance regarding such a moratorium and bring it back for the next meeting. The Planning Commission by consensus agreed that such an ordinance would be appropriate. Commissioner Bernards stated that he would not be at the June 11 meeting. The Secretary briefly referred the Commission to a letter from the Chamber of Commerce. Commissioner Mann noted that a group home was being looked at for a site south of the Joslyn property. The Secretary pointed out that the group home might be located on vacant land owned by Bruce Plumbing. He stated it was his understanding that they are looking 5 -28 -92 5 CITY OF BROOKLYN CENTER Council Meetin g l / Date 6 22 92 Agenda Item Number 9E REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: STAFF REPORT REGARDING ENERGY CONSERVATION OPTIONS AT GOVERNMENT BUILDINGS DEPT. APPROVAL: Sy Knapp, DiFector of Public Works MANAGER'S REVIEW /RECOMMENDATION: . No comments to supplement this report Comments below /attached SUMMARY EXPLANATION: su lemental sheets attached Yes C PP � • Attached are two reports covering two independent options relating to energy conservation at City -owned buildings, i.e.: • The first report covers the potential for negotiating a performance based contract with a private vendor for the procurement of energy management systems and service delivery at some or all City -owned buildings, as an alternative to the competitive building process. Consideration of this process is based on a new law adopted by the Minnesota legislature in 1991. • The second report covers the potential for energy conservation by installing new lighting systems in the Community Center, under a rebate program available through NSP. Each report should be considered on its own merits. Staff sees no contradictions in proceeding with both proposals, if that is the Council's wish, i.e.: any cost and energy savings resulting from the NSP- sponsored energy savings program would simply establish a lower "before" cost level against which the potential service contract would be compared to define cost savings under that contract. RECOMMENDED CITY COUNCIL ACTION • ask staff (and Honeywell) to present their reports • review and discussion • consider adoption of one or both resolutions, or request more information. Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION APPROVING CONCEPT OF A MUNICIPAL SERVICE CONTRACT PURSUANT TO MINNESOTA STATUTE 471.345 WHEREAS, the state legislature has recently enacted Minnesota Statute 471.345 to authorize municipalities to develop agreements with private vendors which will guarantee savings in energy and operations costs; and WHEREAS, the statute allows the City of Brooklyn Center to select a vendor based on experience, track record and ability to perform when the energy and operational contract is guaranteed to be self - funding; and WHEREAS, the City Council wishes to investigate the potential benefits of such a contract to the City- Y NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL of the City of Brooklyn Center, Minnesota, that: 1. The concept of negotiating a municipal service contract pursuant to MS 471.345 is hereby approved. 2. The City Manager is hereby authorized to develop and publish a Request for Qualifications wherein any vendor who is interested can submit a statement of their qualifications. 3. Upon receipt of such statements of qualifications, City staff shall review all such submittals and submit a recommendation to the City Council. 4. Upon receipt of the staff recommendation, the City Council will consider adoption of a resolution which would select a vendor to enter into a no -cost decision schedule with the City to provide a means to determine the feasibility, scope, terms and time frame for entering an agreement, provided such agreement represents the best interests of the City and complies with the law. RESOLUTION N0, Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. CITY 6301 SHINGLE CREEK PARKWAY OF B:FROOKLYN BROOKLYN CENTER, MINNESOTA 55430 TELEPHONE: 569 -3300 V ENTER L R FAX: 569 -3494 EMERGENCY - POLICE - FIRE .911 TO: G.G. Splinter, City Manager FROM: Sy Knapp, Director of Public Works DATE: June 18, 1992 SUBJ: Service Contract for Public Buildings In 1991 the Minnesota legislature adopted a law which allows governmental agencies to enter into negotiated performance — based contracts, as an alternative to the competitive bidding process, for the procurement of energy management systems. A copy of that law (MS 471.345) is attached as Exhibit A. Also attached, as Exhibit B, is a "Background Paper" which was prepared in support of that legislation. Recently Tina Gnewuch, a representative from Honeywell, contacted us to request that Brooklyn Center consider negotiating such a contract with them, covering some or all of the City -owned buildings. Copies of two articles developed by Honeywell are attached as Exhibits C and D. It is noted that, if energy and cost savings realized by the implementation of such a program are sufficient to do so, those cost savings can (but do not have to) be used for the purpose of funding capital improvements. Based on very preliminary iscussions with Honeywell representatives, we believe y Yw it would be worthwhile to investigate this concept further. Before doing so, however, staff wishes to discuss this concept with the City Council at the 6/22/92 meeting. A representative from Honeywell will attend that meeting to make a brief presentation and answer questions. If the Council wishes staff to proceed with an investigation of this alternative service delivery concept, we recommend that the Council adopt the attached resolution which would approve the concept and direct staff to proceed on the following basis: Step l : Publish a "Request for Qualifications" (RFQ) whereby any vendors who are interested could submit a statement of their qualifications. Based on a review of all such statements received, staff would then recommend to the City Council whether or not to proceed further, i.e. — to Step 2. 7,YN y L 19NALL**KAC" 9 G. G. Splinter - June 18, 1992 Page two Step 2 : Under Step 2, the City Council would adopt a resolution which would select a vendor, based on the information derived from Step 1, and direct staff "...to enter into a no cost decision schedule with (the selected vendor) to provide a means to determine the feasibility, scope, terms and time frame for entering into an agreement." While this action would not commit the City to enter into any contract with the vendor, it would provide the vendor with the assurance that the City would not utilize the findings of the vendor's detailed studies to then negotiate a contract with a different vendor within the limits of a specified time period. If such resolution is adopted, staff would then work with the selected vendor to define the scope, limits, terms, etc. of a possible contract. If all, or a substantial portion of the City's buildings are included in the proposed contract, the detailed analysis and negotiations could easily take 3 to 6 months (or more), and would require a substantial commitment of staff time to assure that the City's interests would be covered. The results of studies and negotiations would then be reported to the City Council, with a staff recommendation either to proceed with execution of a contract, or to terminate consideration of this process. Step 3 : If, after full consideration of all information developed during Steps 1 and 2, the Council finds that a proposal negotiated between the vendor and City staff represents the best interests of the City and complies to the law, the Council could then adopt a resolution approving the contract. The following information is submitted for the Council's information: • Honeywell representatives report that they have entered into numerous similar contracts with government agencies in other states • Only a very few such contracts are currently in place in Minnesota, with a few more in the early development stage, probably because the law in Minnesota is so new. • Also, because the law is so new, we expect to find very few vendors who would be willing and able and who would qualify to develop such an A to Z service contract. At this time we would expect a limited number of responses to the RFQ — possibly only from Honeywell and from Johnson Controls. G. G. Splinter June 18, 1992 Page three Summary While the concept appears to be "...too good to be true...," staff recommends proceeding in accordance with the process outlined above, because it does carry the promise of cost savings and "...a better way to do things ". However, it must be emphasized that Steps 1 and 2 would include (1) a substantial commitment of staff time; and (2) a substantial commitment of research, study and resources by the vendor. Accordingly, our recommendation is subject to the Council's willingness to follow through with this process if it demonstrates the potential for substantial cost and energy savings. If conversely, the Council is uncomfortable with the process of negotiating a contract without utilizing the conventional bidding process, for any other reason, we then recommend that consideration of the process be terminated. Sy Knapp ' EXHIBIT A CHAPTER?`?,, 549 S.F. No. 2156 AN ACT Noy: 145 �S yt �� Yec SiOZ c � t ent to octal cover -ent; al ?ovi .7 wt:n_ciraiztzes cre to enter into certain cortracis to :educe e.. *.ergy anz 4 ratinl Cysts; 5 H_n-eapolis 1 p said ng for the c_= tnzatiaa o- the 1988, sectic^ 471.245, a:d: ane ^ding H:. *.: escta Stat,J.as 7 1974, c'a L bY adding a suhdi7isian: Laws g Mir.n>:sota �Stat18e3 1988� 1: ;as amenced; ;waling .� �.. :i ..:TnC SY iGy L GVl .. ! b<1. 7: 51O n • lry: Section 1. Minnesota Statutes 1903, section 471.345, is 12 amended adding a Subdivision to read: LCZ ;Cy �n4.r. C I he follcwirc I :, de_ °iritions ac;,ly to t:sis subdivision. is a "Enerc• conservation ctisE a t:ainin or rart facilit•r alteration desicnldf to reduce enerc•, ccnsur, tion or l7 c�eratinq costa and includes: 1? 1 insulation of the buiidinq atructsrft Aral s stems within -9 the buildina- l0 2 stars windows and doors, caulkir or veatherstriopine, 21 rmultiolazed windows and doors , heat abso :hint or heat zetltctive 22 lazed and coated window and door syste s additional lazin 23 reductions in glass area and other window and door s atQa 24 = cdi`icationa that reduc• ener V congU tiOn: 2 - (3)_ automatic energy control s ste^a• 25 (41 heatinqf ventilatin or air coadi_.cn s �� - stem 27 modifications or replacements; CHAPTER -No. S45 S.F. \o. ?156 l �5) replacement or modifications of _ C .IX '- i ncrease the enercv efficiencv of the liehtinc sys,e.m without 3 : ^creasina the overall illumination of a Eac=2i•v'� unless as 4 _ :ease in i llumination is nece ssa.v to cor .;� to the 5 acclicable state or local buildine code for the lichtina system 6 of ter the nr000sed srcdificaticns are made: 7 (6) enercv reccvery systems: E (71 ccaeneraticn systems that produce s - C. .Ora13 Of ene7 such as heat, as well as e l °ct 'Clt'J f ^: use pr Te 1._ar J a buildinc c: ccrnnlex CO buildr ^.cs• (8) enercv ccnservation measures that •:c -terra 12 "' nc cost LeducL_c ^s. ='- (b) "Guaranteed enerav savires e s ont_act wea, *.s a c�rtract for the evaluation and reccrmendatiors _ o_ e.. =_ - av c- rservatica 1: _- asures, and Ec: cne or more a ^erc: cersar ►_- :a._ = sasures. T *.e 16 co ntract must provide that ail ray=• nt-.. eYCa =t c'a' icaticns cn 17 to : =! %atier. of the contract befert its Lb--: _2 - to Ire 12 = =de over time, but r.et to ozc_ , •: ten years f the date c° Insta??at :cn, and the savincs are ` cua. _sue_ *o L exL - t �e.. 2C neCessary to Make oavwents for the systems. (c1 "G�alifled provider" ^tans a each bu°isess 22 e ==-r iencec! in the desicn, i=lamentatian, ar,d Insta o_' 23 enerav conservation measures, A cuali!ieC n;cv_ae to vhcca the 24 contract is Awarded shall aive a sufficient nerd to the . 25 =u• ^•` -ci ,a1ity for Its faithful r4rfor =anca =` "otwithstandine APY law to th4 cantrary a = �1ic1oa11 ty ray 27 enter into a auarantecd 4nargv savi. ^.aa contract vita a cual;fied 23 : c�ic'ez to si ni_ficantly reduce enerav . OL C_ e . 3ti ^c CO_3 29 Eefore enter'" into a contract under t` is su *d : vision, the 3 n ` -ci lily shall provide rubli3hed retice cf the neatita in 31 vnjch it zot>oses to award the contract, the ra_es of the parties to t^e pro std contract, � �, and t_.e ccr.t,ac -�� curppse. 3 ?efo,e in5tal2Atiorl of ecuioment, medi!!catic or 3. cdellna, the cuali lied provider shall L :rt issue a report, = -==•a r izin esticates of all coats of installaticas, 35 'u ! f icseions, or rrmo�'elinc, includina coats cf desie. , CHAPTER tip. 5,,q S.F. No, ,2 156 1 encineerinc, fr.stallalion _ MaInt, enance, repairs, or debt 2 service, and estinatQS o; the mounts by uric 1 ener or czeratinc costs will be reduced. 4 A guaranteed en ezcv sav inns contract that includes a = '� :Itten guarantee that sav _- ncs will meet or exceed the cost of E enercv conservation measures is not subiec- to ccr -eti ' 7 bred_-. - rive c revuirerents o: section. 4 71.345 or ether lay, or city E Charter. The - contract is rc: t sub"ec to secs ?c^ c munici -al tv r „av 123.37. '- enter ir.t a ,i `� Cud: a. acn e�ErCV CC raC` with a cualfci +� rCViCr- ie a.L It f1 -dS ""at -thp �r .c: - a• J :e'J Q� t�'tQ a:.Ol would s -e "� th ' -- -servaticn -easu - c- `'•e a ^ercv c : es r ecc -- erdzd -- exceed the In the - e- is not like t, a^cuz t t ` o be saved in e.. ^.e :cv a -d c.e :a` ?on casts cv2- 14 ten vears f--- t'�• o date o : _nstailation ! _ ►;.. ;�,. : o he �tendaticr == - one rept were followed, and t• coal• `iad vrc� 15 a w- `ten fde- orgy <`, guarantee that the ene- - cv or sa7incs v '^ ° 'e systE- -h - meet or exceed the costs t: -` - e c aranL '• � .eec SnercV savincs contract yav -i CrO� de me, c= t'te, not to exceed ten ears. 20 A municinAlit v na enter into an install -ent -ancient �: c� ^tract for tt;e curchase And installaticn c` energy 22 ccnservation teasu res- The cont;aci 23 c` ;.ot leas than one -tenth of the rice •d � pa meZ�s ce to b e paid within t w t 24 wars from he date of the first operation, and the z. yro e aaf�i o 25 ccsta to be paid monthl not to exceed a ten -,ea 25 care of the first - m f:cr t e operation. 27 Guaranteed enercv savin s contzacts Can ox 23 `_-seal ear in which the become c �. �`� "d be gnd the e-tec.IVe. ...e ::%nf ality 29 sha11 include in ita annual aporavriatfons aet3:re :o; each 30 later fiscal year anY amounts r.A able u ^.de; cua- arteed enercv 3: savincs contracts during the tar. -Failur Failure c. a c: tic* s •, to 32 :-xP t alit, such an aporopriat_on does not aF�ect a •,a__,:t of tLp 3' - = ' '�s :antQAd ane -a sav _- ^cs co ntract or the c':a'_ tv. 34 co : _- cations under the contracts, Sec. 2. LAWS 1974, chaPter 182, sectic: :, is a• - 35 Laws 1984, chapter 499, section 2 - -endQd by s amended to : ead CHAPMR \o. 549 . i l Sectic : 1, (MINNEAPOLIS, CITY OF; CCMP-N S.F.:{o. 213& S,� ;ZON fG� j„3q�,oy Notwithstanding any provzsior, aE the ] c~e z :'_e 3 cha:_er tc the contrary, each trustee el, the librazy bca:d o; the c :7 c. u:n :eapolis tray be compensated as r�t7 - be determined by E the ?'' -5ra: b^ rd7 and acorovec3 by the � ya ^�a nor O Minaea_cl� s 7 Such cc:%ensat;on to be paid as an operat.r,S expense c! P beard, - a S2_. 2 LZR. j Sta ' 988, Sectic. Qi� .�jvS i y ' -- ` and 3 are a -f:ective the cav after ca t effeCt_ve after _s acpreval �v a lE =a- _' a:_ the rye ^bens of the library b eard lE X'_ ^oL"C1z a ccmnlia^ce y 7 t, t�l CHAPTER No. 5,9 S.F. No. 2150 . rr i a enactment of the Senate and House of Representatives is =.perly carolled, � J M. Hughes / '::�ci.0 cj rhr StRarr. R..^,hert Vnnasct Sir_- errx:luN.ortse ojr�rcrrsrnt_tr�rs. ?_tsz the Senate on AN; .1 24, 145Q. vvn J. -rnren of rAr S.nnrr. Mouse of ?.errrxn:a:iv on Ao:.1 23 r 1994. Ea A.CU • C31r(C:r.l, Xe4st cl�2rpni.rnrenrrr. ? to t Covtr;;Cr on ".;Jc— . t ,t4yfn Rrt.txor o!$rnmtrt, ''•rirov"_ti on / l 1990, at �. udoiPh r ;tcn Stu r :L; on • 7 Joan .iaderson Growl `� Srrnu� e/ Srr� 5 - EXHIBIT B GUARANTEED ENERGY SAVINGS PERFORMfANCE -BASED CONTRACTING LEGISLATION FOR MINNESOTA'S MUNICIPAL GOVERNMENTS BACKGROUND PAPER ' ISSUE A bill has been introduced in the Minnesota Legislature that would give public officials the option of entering into a guaranteed energy savings performance- based contract. Under the proposal, performance -based contracting is offered as an alternative to the bid and specification process. Under current Minnesota law, negotiated performance -based contracting for the procurement of energy management systems does not exist for local municipalities. Guaranteed energy savings performance -based contracting, authorized in the legislation, is designed especially for aging buildings. Under these programs vendors can guarantee significant energy savings, arrange financing, and allow a municipality to apply their savings directly to energy management with little financial risk and no expenditure for capital funds. PROPOSAL The legislation amends Minnesota Statutes 1988, section 471.345, by adding a subdivision allowing procurement of performance based energy conservation contracting as an alternative to the traditional bidding process. Under the new proposal, vendors would guarantee energy savings and allow multi -year performance -based contracts. LEGISLATION - MAJOR PROVISIONS The proposed legislation would amend Minnesota Statutes, 471.345 governing municipal procurement. I. Definitions A. Energy Conservation Measure is any training program or facility alteration designed to reduce energy consumption or operating costs and includes: 1. Insulation of the building structure and systems within the building. 2. Storm windows and doors, multi - glazed windows and doors, heat absorbing or heat reflective glazed and coated windows and door systems, additional glazing, reduction in glass area and other window and door system modifications that reduce energy conservation. ;: 3 LEGISLATION - MAJOR PROVISIONS Definitions Con't 3. Automatic energy control systems. " 4. Heating, ventilating, or air conditioning system modifications or replacements. 5. Caulking or weather - stripping. 6. Replacement or modification of lighting fixtures to increase the energy efficiency of the lighting system without increasing the overall illumination of a facility, unless an increase is necessary to conform to building codes. 7. Energy recovery systems 8. Cogeneration systems that produce steam or forms of energy such as heat and electricity for the use within a building or complex of buildings. 9. Any other modification, installation, or remodeling having an energy conservation measure that provide loner term operating cost reductions. B. Guaranteed energy savings is defined as: 1. A contract for the evaluation and recommendation of energy conservation measures, and for one or more energy conservation measures. 2. A contract which provides that payments and the contract term may not exceed ten years from the date of final installation, and which provides that savings are guaranteed to the extent necessary to make payments for the energy management systems. C. Qualified Provider is defined as: 1. A qualified provider is a person or business experienced in the design, implementation, and installation of energy conservation measures. 2. A qualified provider to whom the contract is awarded must give a sufficient bond to the municipality for its faithfulness. II. Enerav Efficiencv Contract A. Notwithstanding any law to the contrary, a municipality may enter into a guaranteed energy savings contract with a qualified provider to significantly reduce its energy and operating costs: B. Before entering into the contract, the municipality must provide published notice of the meeting in which it proposes to award the contract, and the contract's purpose. C. Before installation of equipment; modification, or remodeling, the qualified provider must first issue a report summarizing estimates of all costs of installations, modifications, or remodeling, including costs of design, engineering, installation, maintenance, repairs, or debt service, and estimates of the amounts by which energy or operating costs will be reduced. III. Contract Provision A. Guaranteed energy savings contracts that include a written guarantee that savings will meet or exceed the cost of energy conservation measures are not subject to competitive bidding requirements. B. The contract is not subject to sections 123.37 and 471.345 which refer respectively to public notice for bids and proposals, and uniform municipal contracting law. IV. Municinal Action After review of the report, a municipality may enter into a guaranteed energy savings contract with a qualified provider if. 1. It finds that the amount it would spend on the recommended energy conservation measures is not likely to exceed the amount to be saved in energy and operation costs over ten years from the date of installation; 2. The recommendations in the report were followed; and 3. The qualified provider provides a written guarantee that the energy or operating cost savings will meet or exceed the costs of the system. V. Guaranteed Enerav Contract Term A guaranteed energy savings contract may provide for payments over a period of time, not to exceed ten years. VI. Installation Contracts 1. A municipality may enter into an installment payment contract for the purchase and installation of energy conservation measures. 2. The contract must provide for payments of not less than one -tenth of the price to be paid within two years from the date of the first operation, with the remaining costs paid monthly, not to exceed a ten -year term from the date of the first operation. VII. Contract Continuance 1. Guaranteed energy savings contracts may extend beyond the first fiscal year in which they become effective. 2. If a municipality extends a contract, it must include in its annual appropriations measure for each later fiscal year any amounts payable under guaranteed energy savings contracts during the year. 3. Failure of a municipality to make such an appropriations does not affect the validity of the guaranteed energy savings contract or the municipalities' obligations under the contracts. VIII. ReoeaIer Minnesota Statutes 1988, Section 471.345, subdivision 9, is repealed. This section governs municipality energy efficient service contracts. IX. Effective Date The provisions of this bill are effective the day after final enactment. 1. What is performance based energy management contracting and why is it more aoproonate than the traditional bidding-processZ A performance contract is one which defines the end result and goals of a customer and allows vendors to establish the means to achieve these goals. It also ties the vendor into performance by including written guarantees of the end result. Performance based contracting is appropriate for energy management because of the availability of guaranteed savings contracts provided by the vendors. These contracts provide little or no financial risk for cities or counties. These contracts also encourage vendors to address cross disciplinary building trades such as heating, ventilating, air conditioning, temperature control, electrical, maintenance and energy management. This comprehensive and creative approach of guala te,=,d savings allows consistent onsistent lon term planning in which w . P ID ould not be feasible under the traditional bidding process. 2. What are the long -term benefits for the cities? Cides will now have a mechanism to maintain the integrity of the cities' infrastructure in a simple manner without increasing capital funding or floating bonds to do major overhauls of facilities. • By taking, action now and implementing a long -term plan, the need for unexpected renovation and repairs should be greatly reduced. 3. Why is this Zood for local government and what are the short term and long term benefits to our city? This is good for city and county governments because: • It saves them money. Our experience indicates a 16 to 21% reduction of operating costs. However, some cities' savings may far exceed these percentages. Other cities may currently be well maintained and operating efficiently and not able to save as much. • It allows them to deal with the problems associated with aging buildings and deferred maintenance. b • It provides necessary building improvements without capital expenditures, bond issues or mill rates. 3 • It allows them to refurbish buildings while minimizing their financial risk. • It allows comprehensive long -term planning for facilities utilization. • It provides a better working environment for employees. 4. How will a -guarantee savings-loan repayment pro ram affect the cities' capital fundin -g? Guaranteed savings projects are paid for out of current operating costs and therefore will not affect capital funding. 5. `N-nat is available in the marketplace today that's new from a sup Tier's perspective? There are two major changes in the marketplace which are relatively new. First, vendors will now act as single source of responsibility for air conditioning, maintenance engineering, minor building alterations, temperature control and energy management, that could be termed as multi - disciplinary. In the past, one needed to contmct each service through a separate vendor. Secondly, vendors now offer financial guarantees for cost of operations and energy reductions. These guarantees are offered to reduce the financial risk. 6. How is performance based contracting similar to other procurement radices? The selection of an energy management company is very similar to the request for proposal process utilized in selecting contracting services for areas such as transportation services, data services, professional engineering, as well as other services provided by technical and professional consultants. 7. Is this the same as shared savin -s? Guaranteed savings are not the same as shared savings. Under a shared savings concept, the vendor and the customer usually share in the savings as a particular financial arrangement in which equipment is financed through a percentage of savings. Terms and percentage shared vary by contract. Since traditional shared savings have such complex negotiation terms, they have almost ceased to exist. EXHIBIT C MUNICIPAL SERVICES PROGRAM WITHIN REACH: BETTER COMMUNITY PROGRAM COMPONENTS: CUSTOMIZED FACILITIES AND COMPREHENSIVE For today's city and county managers and adminis- Honeywell will work with you to create a custom - trators, the challenge has never been greater. Local ized solution that meets the unique needs of your government officials must wrestle daily with an agenda community, buildings, systems and staff. Together we of growing complexity and magnitude: from demands will examine all facets of your municipal operations, for improved community programs, to citizen and taking into consideration the variations in operating environmental protection requirements, to the basic schedules and requirements associated with multiple maintenance of aging infrastructures. Yet federal and facilities, as well as the challenge of operating geo- state funding policies grow more restrictive. And graphically dispersed buildings. proposed tax increases are spurned by overburdened This comprehensive approach creates lasting, future - citizens. proof solutions with results that are quantifiable. The Aging government buildings —more than half were benefits are many, including well- integrated systems, built before 1970 —are showing the strains of deferred more efficient operations, and well- trained staffs capa- maintenance. Untrained and limited maintenance staffs ble of maximizing their strength and areas of expertise. have had to concentrate on emer equipment Your comprehensive program may include the fol- repairs at the expense of preventive maintenance. lowing services: Inefficient buildings and obsolete equipment result in frequent comfort complaints, safety problems and Repair and updating of heating, ventilating escalating operating costs. and air conditioning (HVAC) equipment, tem- With Honeywell's Municipal Services Program, better perature controls, mechanical and lighting community facilities are within your reach today. It is systems a unique way for communities to cut costs, streamline • Maintenance and operation of HVAC equipment operations and improve comfort and safety conditions. or staff assistance, as required The Municipal Services Program is a single- source • Computerized energy management and facility solution that addresses the needs of buildings and monitoring systems occupants by providing comprehensive technical and • Fire and life safety systems and services service solutions to multi- faceted operational problems. • Customized staff training Best of all, it is risk -free. IMPROVEMENTS PAY FOR THEMSELVES: A COMPREHENSIVE SOLUTION. NO CAPITAL EXPENDITURES REQUIRED GUARANTEED RESULTS. Your community can take advantage of Honeywell's As one of the nation's leading technology service unique program and substantial benefits without any organizations, Honeywell has dedicated extensive re- up -front capital. The Municipal Services Program is sources and expertise to the creation of comprehensive designed to be self - funding. solutions for local government needs. Improvements are paid for from the savings realized The objectives of the Municipal Services Program by reduced cost of operations and energy savings. The are: cost of operations savings are quantified and guaran- teed on an annual basis over the term of the agreement: • To improve the comfort and safety of commu- typically five years. nity facilities • To reduce or contain costs of operations A BACKGROUND OF SUCCESS • To enable local governments to improve facili- ties and operations without an upfront capital Honeywell's primary business is that of building expenditure. automation and control. Besides engineering, manu- facturin and installing building systems, Honeywell And, for the assurance of trouble -free operation, is also the leading provider of ongoing services which performance results are guaranteed. assist building owners in improving comfort and safety while reducing cost of operations. By utilizing ad- vanced maintenance support systems, remote diagnos- year for 68 buildings. Equipment breakdowns and tics, artificial intelligence, strategic parts distribution, comfort complaints were common. and other techniques learned over fifty years of servic- In 1986, Honeywell was summoned to help the ing complex systems, Honeywell is able to help its county undertake a massive improvement program customers gain maximum benefit from their technical which included the county jail, two courthouses and systems. several office buildings. Improvements began with Honeywell's service capability was built especially renovations of old temperature controls, and pro - to support Honeywell's customers. However, it soon gressed to include installation of a Honeywell comput- became apparent that our customers had integrated erized energy management system. With a glance at his their Honeywell systems with a variety of systems and color CRT screen, Earl H. Banks, Facilities and Con - pieces of equipment manufactured by other vendors. struction Manager, can easily monitor the status of all As systems increased in complexity and interfaced automated equipment in each of these buildings — with a growing number of other vendor systems, some, 30 miles apart. For rapid emergency notifica- Honeywell's customers began to experience difficulty tion, the system relays reports on the county's fire managing the operation and maintenance of their alarm system directly to their emergency center and its building. To meet this need, Honeywell expanded its 911 annunciator board. service capability to include products and components Through guaranteed energy savings, the program from other vendors. paid for itself in less than two years. County electricity Honeywell has the unique ability to assume total bills were reduced by $10,000 a month. And the new responsibility for the technology management process; benefits of occupant comfort, improved safety and from needs analysis, cost justification and engineering, peace of mind have been invaluable. through product sourcing, installation, and mainte- nance. Most important, Honeywell guarantees the A STRATEGY FOR FISCAL HEALTH results. Honeywell's Municipal Services Program is an ef- IN CALIFORNIA: A TOTAL SOLUTION fective way to address the needs of a complex and aging infrastructure. Government administrators now Before enlisting the help of Honeywell's Municipal have the means to make improvements to better serve Services Program, the fertile wine - producing valley of their communities without resorting to tax increases or the County of Monterey, California struggled with a improvement bonds. The answers we build together myriad of problems: all related to rising operating today, will help your community bridge the challenges costs. Electricity bills alone were over 1.5 mill' y $ ion P er of tomorrow. I Honeywell Commercial Buildings Group !Helping You Control Your World Honeywell Plaza Minneapolis, Minnesota SS408 EXHIBIT D 1. What is performance based energy management contracting, and why is it more appropriate than the traditional bidding process? A performance contract is one which defines the end result and goals of a customer and allows vendors to establish the means to achieve these goals. It also ties the vendor into performance by including written guarantees of the end result. Performance based contracting is appropriate for energy management because of the availability of guaranteed savings contracts provided by the vendors. These contracts provide little or no financial risk for cities or counties. These contracts also encourage vendors to address cross disciplinary building trades g P �'Y g such as heating, ventilating, air conditioning, temperature control, electrical, maintenance and energy management. This comprehensive and creative approach of guaranteed savings allows consistent long term planning which would not be feasible under the traditional bidding process. 2. What are the long -term benefits for the cities? • Cities will now have a mechanism to maintain the integrity of the cities' infrastructure in a simple manner without increasing capital funding or floating bonds to do major overhauls of facilities. • By taking action now and implementing a long -term plan, the need for unexpected renovation and repairs should be greatly reduced. 3. Why is this good for local government and what are the short term and long term benefits to our city? This is good for city and county governments because: • It saves them money. Our experience indicates a 16 to 21 % reduction of operating costs. However, some cities' savings may far exceed these percentages. Other cities may currently be well maintained and operating efficiently and not able to save as much. • It allows them to deal with the problems associated with aging buildings and deferred maintenance. • It provides necessary building improvements without capital expenditures, bond issues or mill rates. • It allows them to refurbish buildings while minimizing their financial risk. • It allows comprehensive long -term planning for facilities utilization. • It provides a better working environment for employees. 4. How will a guarantee savings -loan repayment program affect the cities' capital funding? Guaranteed savings projects are paid for out of current operating costs and therefore will not affect capital funding. 5. What is available in the marketplace today that's new from a supplier's perspective? There are two major changes in the marketplace which are relatively new. First, vendors will now act as single source of responsibility for air conditioning, maintenance engineering, minor building alterations, temperature control and energy management, that could be termed as multi - disciplinary. In the past, one needed to contract each service through a separate vendor. Secondly, vendors now offer financial guarantees for cost of operations and energy reductions. These guarantees are offered to reduce the financial risk. 6. How is performance based contracting similar to other procurement practices? The selection of an energy management company is very similar to the request for proposal process utilized in selecting contracting services for areas such as transportation services, data services, professional engineering, as well as other services provided by technical and professional consultants. 7. Is this the same as shared savings? Guaranteed savings are not the same as shared savings. Under a shared savings concept, the vendor and the customer usually share in the savings as a particular financial arrangement in which equipment is financed through a percentage of savings. Terms and percentage shared vary by contract. since traditional shared savings have such complex negotiation terms, they have almost ceased to exist. CITY 6301 SHINGLE CREEK PARKWAY OF BROOKLYN CENTER, MINNESOTA 55430 BROOKLYN TELEPHONE: 569 -3300 C ENTER F AX: 569 -3494 EMERGENCY - POLICE - FIRE 911 MEMORANDUM Date: June 18, 1992 To: Sy Knapp �,i� From: Diane Spectorc'" Subject: Energy Conservation Improvements at the Community Center Earlier this year, NSP conducted an energy audit of the various government buildings. Among the components of this audit was a review of the lighting systems, in the context of NSP's Lighting Efficiency Program. Under this program, NSP provides rebates to its customers who replace non - efficient lighting sources with energy efficient sources. NSP's lighting consultant identified five areas, all at the Community Center, where operating costs could be reduced substantially by replacement of lighting fixtures. The five locations are: the pool deck; the pool underwater lights; the wading pool area; the snack bar eating area; and the game room. If replacement lighting fixtures are ordered by June 30 1992 NSP will provide an additional 15 percent rebate. Since NSP conducted its energy audit, Mike Schlosser and I have been working with NSP's lighting consultant to develop alternatives and specifications for replacement lighting. In most cases, the specified fixtures are metal halide or fluorescent replacements for incandescent fixtures. The new fixtures would consume less energy, have a longer life, needing fewer replacement bulbs, and will provide better lighting. However, NSP's consultant recommends abandoning the pool underwater lights and replacing them with high efficiency metal halide lights mounted on the walls and aimed so as to penetrate the water. The wiring to the existing underwater lights is severely corroded; if we were to simply replace the existing lights with new fixtures, within six months we would be faced with a costly project to replace the wiring to the 22 fixtures. The underwater lights are also very labor intensive to maintain; Building Maintenance staff must change clothes into bathing suits and enter the pool every time a bulb needs replacing. c h 19B6ALLAMEIIICACfIY `' Cost of Replacement We are currently in the process of obtaining bids for supplying the specified fixtures and for installing those fixtures. These bids are due Friday, June 19. The attached table analyzes the cost effectiveness of the proposed lighting improvements. As shown Y P P g g P in the column "Annual Savings," based on today's energy and replacement bulb costs, NSP's consultant estimates we could save almost $9,800 annually. When we receive the bids, I will calculate the cost of obtaining and installing the proposed fixtures. NSP will calculate the rebate it would provide the City for participating in its Lighting Efficiency Program. If we obtain Council approval at the June 22 meeting to purchase and install the lights, we can have them ordered by June 30, and thus qualify for an additional 15 percent rebate. Once the net installation cost is known (the cost of obtaining and installing the fixtures minus the rebate), it can be divided by the estimated annual savings to determine an estimated payback period. Summary A report summarizing the bids received, presenting the completed table analyzing cost effectiveness, and making recommendations will be available for Council consideration at the June 22 meeting. Calculation of Payback Period Installation of Energy Efficient Lights in the Community Center EXISTING FIXTURES PROPOSED> FIXTURES' Annual* Annual* INSTALLATION COST Number of Operating Number of Operating Annuall Payback LOCATION Fixtures Cost /Fixture Fixtures Cost /Fixture Fixtures Installation Rebate Net Cost Savin s ears Pool Deck 45 $114.51 22 $74.15 $3,521.65 0.0 Pool Underwater 22 $201.25 14 $116.05 $2,802.80 0.0 Wading Pool 26 $49.30 26 $8.63 $1,057.42 0.0 Snack Bar 18 $26.66 18 $6.89 $355.86 0.0 Game Room 50 $53.38 50 $12.32 $2,053.00 0.0 TOTAL $0.00 $0.00 $0.00 $0.00 $9,790.73 0.0 *Operating cost per fixture is the annual energy cost plus the pro —rated cost of replacement bulbs. Does not include labor. ' 19— Jun -92 c: \ \misc \nsp AGENDA ITEM 9 -e -2 CITY 6301 SHINGLE CREEK PARKWAY OF BROOKLYN BROOKLYN CENTER, MINNESOTA 55430 TELEPHONE: 569 -3300 C ENTER FAX: 569 -3494 EMERGENCY - POLICE - FIRE 911 June 22, 1992 TO: Sy Knapp FROM: Diane Spectoo o SUBj: Energy Efficient Lights in the Community Center Proposals for supplying and installing energy efficient lights at various locations in the Community Center were received on Friday, June 19. The following proposals for supplying fixtures were received: Energy Parsons Location Saving Collisys Electric Co. Devices Inc. 1, Pool Deck $4,296 $6,039 $5,900 2, Pool Underwater 2,898 3,728 7,100 3, Wading Pool 208 No Proposal No Proposal 4, Snack Bar 882 No Proposal No Proposal if 5, Game Room 1,144 No Proposal No Proposal In all locations, the proposal of Energy Saving Devices, Inc. was lowest. ESD, Inc supplied the fixtures for the Council Chambers lighting improvement, and is a reputable company. I recommend acceptance of its bid. The following proposals for installation of the fixtures in locations 1 and 2 were received: �,1 N Parsons Location Collisys Electric Co. 1 $7,115 $5,700 2 3,656 4,200 _J Parsons Electric Co. submitted the lowest proposal for location 1 (pool deck lights) while Collisys submitted the low proposal for location 2 (underwater lights). While Parsons has not to my knowledge worked for the City, it is a reputable firm. Collisys has satisfactorily completed many jobs for the City. I recommend award of location 1 to Parsons and location 2 to Collisys. Benefits of The Proposed Improvement The proposed improvement would have several benefits. • The primary benefit to the City would be the reduction in the annual costs for energy and replacement bulbs. As the "Annual Savings" column of the attached table shows, the estimated total annual savings is almost $9,800. This savings, along with the rebate the City will receive from NSP, will provide for a 1.4 year payback period for the project. • The total rebate available from NSP for the five locations, assuming we are able to place the order for the lights prior to June 30, 1992, would be $4,748.28. After June 30, 1992, the rebate would be $4,136.40, or $611.88 less. This rebate is based on the reduction in kilowatt hour of energy used. The rebate is calculated as $200 per KWH, or 50 percent of the cost of the fixtures, whichever is less. If the order is placed before June 30, NSP offers a 15 percent "bonus" rebate. NSP calculates the rebate earned by the package of improvements, then increases it by 15 percent. • The estimated savings figure does not include the labor savings realized by the City due to longer bulb life. For example, the existing lights in the snack bar and game room area have a rated life of 1000 or 2000 hours, depending on the bulb. The replacement fixtures will use bulbs with a rated life of 10,000 hours, or five times the rated life The existing underwater lights, which are the most labor - intensive to maintain, have a rated life of 1,000 hours. They would be replaced with lights with a rated life of 24,000 hours. • The proposed new fixtures will provide better lighting. The difference would be especially noticeable in the pool deck area. The existing lights have a rapid luminosity depreciation; in other words, as time goes by they get less and less bright. The difference between a new bulb and an older bulb is very apparent. The proposed lights will have markedly less depreciation, making for brighter, longer lasting, more even illumination. • Aside from the direct energy savings, the more energy efficient lights would help the city reduce its electrical demand load. At certain times during peak electrical usage, NSP requests its largest users to reduce their demand for electricity. Doing so reduces the overall electrical rate the city pays. Cutting down electrical demand from lighting helps us meet our demand goal without having to reduce usage from pumps, chillers, and other mechanical equipment. Recommendation Request the Council to approve acquisition and installation of the energy efficient lights as bid at all five locations. City Council Action Required A resolution is provided for consideration by the City Council. Calculation of Payback Period Installation of Energy Efficient Lights in the Community Center EXISTING FIXTURES PROPOSED FIXTU'RES''. Annual* Annual* INSTALLATION COST Number of Operating Number of Operating Annual Payback LOCATION Fixtures Cost /Fixture Fixtures Cost /Fixture Fixtures Installation Re bate * * Net Cost Sav ings Years Pool Deck 45 $114.51 22 $74.15 $4,296 $5,700 $2,433.40 $7,562.60 $3,521.65 2.1 Pool Underwater 22 $201.25 14 $116.05 $2,898 $3,656 $1,260.40 $5,293.60 $2,802.80 1.9 Wading Pool 26 $49.30 26 $8.63 $208 — $57.20 $150.80 $1,057.42 0.1 Snack Bar 18 $26.66 18 $6.89 $882 — $339.48 $542.52 $355.86 1.5 Game Room 50 $53.38 50 $12.32 $1,144 — $657.80 $486.20 $2,053.00 0.2 TOTAL $9,428 $9,356 $4,748.28 $14,035.72 $9,790.73 1.4 *Operating cost per fixture is the annual energy cost plus the pro— * *Rebate prior to June 30, 1992. After June 30, the rebate would total rated cost of replacement bulbs. Does not include labor. $4,136.28 and the payback for the project would be 1.5 years. 22— Jun -92 c: \ \misc \nsp Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION ESTABLISHING PROJECT NO. 1992 -16, ENERGY CONSERVATION IMPROVEMENTS AT COMMUNITY CENTER, ACCEPTING PROPOSAL AND ALLOCATING FUNDS THEREFORE WHEREAS, Northern States Power Company (NSP) recently conducted an energy audit in City Buildings and recommended the replacement of lights at various locations at the Community Center with energy efficient fixtures; and WHEREAS, it is estimated that the annual operating savings to the City of replacement of the lights with more efficient fixtures as recommended by NSP`s consultant would be almost $9,800; and WHEREAS,NSP would, under its Lighting Efficiency Program, provide the City with a rebate of approximately $4,750 if the City proceeds with the recommended improvements prior to June 30, 1992; and WHEREAS, proposals for furnishing and installing the recommended fixtures have been received and are as follows: FIXTURES: ENERGY SAVING PARSONS LOCATION DEVICES INC COLLISYS ELECTRIC CO Location 1, Pool Deck $4,296 $6,039 $5,900 Location 2, Pool Underwater 2,898 3,278 7,100 Location 3, Wading Pool 208 No proposal No Proposal Location 4, Snack Bar 882 No proposal No Proposal Location 5, Game Room 1,144 No proposal No Proposal INSTALLATION: PARSONS LOCATION COLLISYS ELECTRIC CO Location 1, Pool Deck $7,115 $5,700 Location 2, Pool Underwater 3,656 4,200 WHEREAS, for providing fixtures, Energy Saving Devices, Inc. submitted the lowest proposal at every location; and WHEREAS, for installation, Parsons Electric Co. submitted the lowest proposal for the pool deck and Collisys the lowest proposal for the pool underwater lights; and RESOLUTION NO. WHEREAS, the net cost to the City of proceeding with purchase and installation of fixtures at the lowest proposed cost and obtaining the NSP rebate would result in a 1.4 year payback. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL of the City of Brooklyn Center, Minnesota, that: 1. Project 1992 -16, Energy Conservation Improvements at Community Center, is hereby established. 2. The ro osals of Energy Saving Devices Inc. to supply lighting P P gy g PP y g g fixtures are hereby accepted. The City Manager is hereby authorized and directed to enter into a contract with Energy Saving Devices, Inc in the amount of $9,428. 3. The proposal of Parsons Electric Co. to install the pool deck fixtures is hereby accepted. The City Manager is authorized and directed to enter into a contract with Parsons Electric Co. in the amount of $5,700. 4. The proposal of Collisys to install the lights replacing the pool underwater lights is hereby accepted. The City Manager is authorized and directed to enter into a contract with Collisys in the amount of $3,656. 5. All costs and revenues related to this project shall be charged to the Capital Projects Fund. Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. CITY OF BROOKLYN CENTER Council Meeting Date 06/22/92 Agenda Item Number REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: RESOLUTION ESTABLISHING PROJECT NO. 1992 -17, PAVEMENT MANAGEMENT PROGRAM AND APPROVING REQUEST FOR PROPOSALS THEREFORE DEPT. APPROVAL: Knapp, Irector of Public Works r .,. MANAGER'S REVIEW /RECOMMENDATION: No comments to supplement this report Comments below /attached • SUMMARY EXPLANATION: (supplemental sheets attached Yes The Management Information System (MIS) Strategic Plan (PMP) for the City of Brooklyn Center has established a Pavement Management Program as a tactical goal for the Public Works Department, scheduled for implementation in 1992. The 1992 budget for the Data Processing division of the General Fund includes $26,250 for development of a PMP. This program consists of an inventory of the City's street segments and their condition and computer software which is used to analyze the collected information. The information can then be used to help prioritize street maintenance efforts, up to and including reconstruction where necessary. Many municipalities in the Metro area are currently operating or investigating pavement management programs, in conjunction with their long -term street maintenance and reconstruction programs. Accordingly, we now recommend that the City initiate development of a Pavement Management Program. For that purpose, City Engineer Mark Maloney has prepared the attached draft copy of a "Request for Proposal" (RFP) which we recommend for use in soliciting proposals for the required consulting services. As prepared the RFP includes the following features: • The program will provide an inventory of existing streets under the City's jurisdiction, and include such information as width, pavement type (and thickness), drainage conditions, maintenance history, etc. This inventory will be stored in a database, which will be user addressable for the purpose of providing customized reports, graphics and analysis. • The program will project future performance of the pavement, given different maintenance techniques and traffic levels. • The program will allow staff to evaluate the effectiveness of potential scenarios; i.e. sealcoating overlay, reconstruction, do- nothing, etc. • The program will develop cost /benefits analysis for proposed maintenance techniques. • The program will prepare long -term recommendations, in an effort to optimize our maintenance efforts. The implementation of this program, in staff's opinion, is necessary to ensure that we are spending our street maintenance dollars in the right places, and at the right times. It should be noted that the development of a successful residential street improvement program depends on the timely implementation of a pavement management program. Proposed Process In accordance with the "Policy for Procurement of Professional Services" which was approved by the City Council on August 13, 1991, the following process for selection of a consulting firm for this project is recommended: • process approval by City Council . . . . . . . . . . . . . June 22, 1992 • • City Engineer sends RFP's to selected list of consultants . . . . . . . . . . . . . . . . . . . June 23, 1992 • all proposals submitted to City Engineer . . . . . . . . . July 16, 1992 • selection committee reviews all proposals, then selects 2 or 3 consultants for interviews . . . . . . . . . . . . . . . . July 23, 1992 • selection committee interviews 2 or 3 finalists, then tentatively selects a consultant . . . . . . . . . . . . . . . . . July 30, 31, 1992 • City Engineer and Director of Public Works finalize proposed contract with consultant . . . . . . . . . . . . . . . . . . . . Mid - August, 1992 • proposed contract submitted to City Council for consideration . . . . . . . . . . . . . . . August 24, 1992 Recommended List of Consultants to Receive RFP's This is a specialized type of engineering service which requires expertise in evaluation of existing pavement, conditions, and maintenance techniques. In addition, this service requires the development or adaptation of computer software which will ultimately be used to analyze the street inventory and recommend maintenance strategies. Based on these criteria and our knowledge of the consultants who provide these services to municipalities in this metro area, we recommend that the RFP's be sent to the following consultants: Braun Intertec Pavement, Inc. Carter Associates, Inc. Intrastructure Management Services Harris & Associates Selection Committee It is recommended that the selection committee be composed of 3 members, and accordingly, we nominate the following persons for this committee, each of whom has agreed to serve if approved by the Council: Steve Gatlin: Steve is the Director of Public Works for the City of Roseville. Steve supervises the personnel responsible for the successful development of a pavement management program in Roseville. Steve is also responsible for the implementation of a residential street rehabilitation program which utilizes the output of their pavement management program. Mike Garris: Mike is the Executive Director of LOGIS. As such he has considerable experience and knowledge of Municipal Database Management and the evaluation of computer • software. Sy Knapp: Director of Public Works It is also recommended that City Engineer Mark Maloney serve as the non - voting "executive secretary" to this committee — i.e., to prepare technical documents, to prepare written communications, and generally to coordinate the activities of the committee. RECOMMENDED CITY COUNCIL ACTION A resolution is provided for consideration by the City Council. Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION ESTABLISHING PROJECT NO. 1992 -17, PAVEMENT MANAGEMENT PROGRAM AND APPROVING REQUEST FOR PROPOSALS THEREFORE WHEREAS, the Management Information Systems (MIS) Strategic Plan for the City of Brooklyn Center has established a Pavement Management Program as a tactical goal for the Public Works Department; and WHEREAS, a Pavement Management Program will assist in the inventory of street segments and the development of a long -term street maintenance and reconstruction program; and WHEREAS, the City Engineer has prepared a Request for Proposal which describes the City's needs with regard to pavement management; and WHEREAS, the City Council wishes to proceed in accordance with the "Policy for Procurement of Professional Services" as approved August 13, 1991. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL of the City of Brooklyn Center, Minnesota, that: 1. The Request for Proposal as prepared by the City Engineer is hereby approved. 2. The Request for Proposal be submitted to the following firms: Braun Intertec Pavement, Inc. Carter Associates, Inc. Infrastructure Management Services Harris & Associates 3. The following persons are hereby approved as members of a selection committee to review all proposals and select a recommended consultant: Steve Gatlin, Director of Public Works for Roseville Mike Garris, Executive Director of LOGIS Sy Knapp, Director of Public Works for Brooklyn Center 4. Upon receiving the recommendation of the selection committee, the City Engineer and Director of Public Works shall attempt to negotiate a finalized agreement with the selected firm and submit such agreement to the City Council for its consideration. 5. All costs relating to the development of this program shall be charged to Data Processing Division, Object No. 4551. RESOLUTION N0. Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. REQUEST FOR PROPOSAL FOR PROFESSIONAL ENGINEERING SERVICES COMPREHENSIVE PAVEMENT MANAGEMENT PROGRAM CITY OF BROOKLYN CENTER OVERVIEW The City of Brooklyn Center has approximately 106 miles of paved, bituminous streets under its jurisdiction, with 21.3 miles of these streets designated as Municipal State -Aid routes, varying from 36 to 62 feet wide, with concrete curb and gutter. The ages of these driving surfaces vary from 3 to 35 years. Also, there are 84.5 miles of local, residential streets, typically 30 feet wide and lacking curb and gutter. These residential streets, in most cases, have not been resurfaced and /or regraded since their original construction 40 years ago. These streets, however, have been patched and regularly sealcoated (once every seven or eight years), and have provided good driving surfaces. The bituminous thickness of the streets within the City's jurisdiction varies from 2 to 12 inches, typically overlaying a small amount of aggregate base. The soil subgrade underlying the streets is typically a granular material, however, some areas within the City experience clay soils and high static groundwater elevations. INTRODUCTION The City of Brooklyn Center is seeking to retain the services of a qualified and experienced consultant to evaluate the condition of all streets maintained by the City and based upon that evaluation, develop a pavement management program to identify the needs of the system, establish cost effective priorities for making improvements, and develop a long -range program for implementation. This program will consist of data collection, computer software, training and all else that is necessary to provide the City with a Comprehensive Pavement Management Program, as described herein. The final result of the work shall be a program to assist the City in planning, implementation and coordination of its street reconstruction and maintenance program. At a minimum, this program shall contain the following information: 1. A pavement inventory including street name, length, width, area, test limits, number of lanes, street classification, traffic, and type of pavement. Also, cross - sectional data indicating pavement and base thicknesses for street segments shall be included in the inventory. The software shall also be designed to allow the user to group individual street segments as required by the user. 2. A pavement condition report which identifies the present condition of the pavement and the projected future performance for the next five years. It shall identify the condition of the base and subgrade and identify the causes of pavement failure. Request For Proposal Page 2 3. A pavement improvement report indicating the rehabilitation strategies necessary to achieve the desired level of serviceability. Rehabilitation strategies shall not be limited to overlays. The report shall make provision for simultaneously analyzing the effectiveness of different strategies and shall have the capability of including recycling alternatives, and surface and base reconstruction. 4. A priority listing indicating the pavements in order of best -to -worst pavement condition. In addition, a priority listing combining both pavement condition and traffic to establish user - benefit. 5. An economics report indicating the investment benefit for each maintenance strategy when applied to each street section based on both current maintenance costs and costs estimated to be in effect for each of the next five years. 6. The pavement management program shall make specific yearly recommendations based on a review of the pavement evaluation reports listed in one through five above. The pavement management report shall make recommendations as to the streets, rehabilitation strategies, and cost of rehabilitation that would be included in the yearly rehabilitation programs for each of the next five years. These recommendations shall include the cost necessary to achieve different levels of serviceability as well as the improvements necessary to obtain the greatest benefit from several alternative funding levels. 7. The pavement management software program shall be designed to operate on an IBM or IBM - compatible microcomputer in a Novell Netware environment. The software shall have user - defined report writing capabilities or utilize a dBase addressable database. The uncompiled program code is to be owned by the City with no additional user fees to the consultant or any other party. If the pavement management software utilizes third -party software, the proposed cost of the pavement management system must include the cost of runtime versions or any additional required site licenses. 8. The pavement management program shall be compatible with and capable of processing information gathered through both automated and manual methods. 9. The pavement management program shall have expansion capabilities for interfacing or integrating with other management programs that the City currently utilizes or anticipates in the future such as a facility management system, equipment management system, work management system, geographic information system (GIS) and CAD mapping system. None of these systems are part of services being requested; however, the consultant must demonstrate their ability to interface or integrate with these systems. In addition, the City is part of the consortium LOGIS (Local Government Information Systems), and any proposed pavement management program for the City shall be coordinated with LOGIS goals, policies, etc. . Request For Proposal Page 3 10. The pavement management software program shall be designed to allow the user to compile and store construction related information (including history, original design, and last two overlays or sealcoats) and retrieve this information as selected by the user. It shall also be designed to allow the user to input the actual implementation of maintenance strategies which will update the pavement management program and project the performance prior to retesting. The proposal shall also contain such other information that the consultant feels vital to the development of a comprehensive pavement management program. GENERAL SCOPE OF WORK The following is a general outline of the scope of work to be provided by the consultant. It is intended as a guide only, and the specific scope of work to be provided by the consultant must be included in the proposal. The following descriptions are not intended to exclude any firm from their ability to perform work as outlined. While it is believed the study requirements set forth in this Request for Proposal are in a logical sequence and include all elements essential for comprehensive system evaluation and development plan, those submitting proposals are advised to include any subject or procedure which they believe has been overlooked. They may also note required items which they believe to be excessive or extraneous to the scope of any effective study. The cost of such items to be added or deleted should be separately noted in the proposal. Similarly, any additional costs which must be expended to make the programs fully operational shall be identified and listed separately in the proposal. It should be understood that the City requires a single comprehensive study. The project consists of evaluating 106 miles of streets located throughout the City. The actual investigation should include the following: 1. A proposed schedule of work and the services to be provided by the City. 2. An environmental survey that considers the effects of climatic conditions, site conditions, drainage, and other factors affecting pavement performance. 3. A continuous and objective automated surface condition survey that includes a crack survey, macrotexture survey, rut depth measurement, and roughness survey. Collected data shall be stored in an onboard computer for direct transfer into the pavement management software program. Equipment used shall provide a high degree of repeatability. Documentation of the accuracy and repeatability may be required. 4. The collection of dynamic deflection data using a Dynaflect machine. Deflection data should be analyzed via a multi- sensor approach so as to indicate overall condition as well as the condition of the base course and subgrade individually. Request For Proposal Page 4 5. Analysis of traffic data provided by the City in such a way that the pavement life expectancies can be determined. 6. The development of a fully integrated pavement management software program to operate on the City's microcomputer that includes the following pavement evaluation output. A. Pavement inventory B. Pavement condition C. Pavement improvement strategies D. Cost benefit analysis E. Priority listing The Pavement Management Report should the above data to develop five -year recommendations indicating the rehabilitation strategy, year of implementation, cost, and improved serviceability. 7. The necessary training and user manuals to operate the installed pavement management software program. 8. A presentation of the results of the pavement management program to designated City personnel and /or elected officials. FORMAT OF PROPOSAL In order to facilitate the review and evaluation of the proposals, all proposals shall be organized using the following outline format: A. Statement of Oualifications And Experience Include a brief resume of the firm's background and expertise in the area of pavement evaluation and management programs. The resume shall also include names, special qualifications, and work assignments of your project staff. Include any references to former clients for whom similar work has been performed. Include the address and telephone number of your main office and regional or local offices from which the work is to be directed. Also, list the names, addresses and telephone numbers of any subcontractors you intend to use. State the names and qualifications of all persons to be assigned major project involvement. B. Scope and Services Describe in detail the firm's perception of the work required, including refinements of the description and tasks outlined herein which may be appropriate. Describe how your personnel, equipment and services will be utilized and estimate the time involved in various activities. C. Time Schedule Request For Proposal Page 5 Provide a detailed time schedule for all project activities. Include expected need for City provided services if required. D. Information and Services to be Provided by the City Prepare and submit a detailed listing of all information and services to be provided by the City. If City personnel are expected to participate in any portion of the field or office data collection, the proposal shall contain an estimate of the number of hours of City personnel time that would be required to complete the task. E. Compensation The proposal should include the estimated cost per lane block (or other measurable unit) for the work to be performed and a maximum cost which is anticipated for the entire project. The estimated cost shall be proposed in the format of the following two (2) alternates: Alternate A The assumption that the consultant and his forces shall perform all data collection services in the field Alternate B The assumption that City personnel would be utilized to the maximum possible extent for field data collection. This alternate should include an estimate of the number of hours of City personnel time that would be required to complete the data collection. This alternate should include as an add -on expense a cost per mile (or some other reasonable measure) for the firm's field data collection services should the City not be able to commit to the full number of City personnel hours required. F. Software Demonstration The submission of a proposal shall include a current demonstration diskette of the software utilized in the proposed pavement management program. EVALUATION CRITERIA The Selection Committee will determine and recommend the most qualified firm by applying the following criteria: 1. The ability of the pavement management program to meet or exceed the goals and objectives of the City of Brooklyn Center. 0 2. Project team qualification and professional experience involving pavement management. Request For Proposal Page 6 3. Experience of firm in pavement management. 4. Technical approach to project including suggested work outline and time schedule in meeting the scope of the project. 5. Amount of City personnel time necessary to implement and maintain program. 6. Annualized costs to own and operate program including ongoing data collection costs, site licenses and maintenance costs for a five -year period. SUBMISSION OF PROPOSALS Five (5) copies of the proposal for professional services should be submitted to: Mark J. Maloney, City Engineer City of Brooklyn Center 6301 Shingle Creek Parkway Brooklyn Center, Minnesota 55430 All proposals must be received by 4:00 P.M. on Friday, July 16, 1992. Proposals received after the deadline will be returned unopened. SELECTION PROCESS After the proposals are reviewed, interviews with the selected proposers will be arranged. It is anticipated that interviews will be conducted between the dates of July 27, 1992 and July 31, 1992. The interviews will consist generally of a presentation /software demonstration by the proposer(s), followed by structured questioning by the selection committee. Further information on the interview process will be furnished to the selected consultants prior to the interviews. CITY OF BROOKLYN CENTER Council Meeting Date6 Agenda Item Number 9 Q REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Discussion Item - Brooklyn Boulevard Study Ad Hoc Task Force ********************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** DEPT. APPROVA Ronald A. Warren, Director of Planning and Inspection ******************* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * ** ** * * * * * * * * * * * * * * ** MANAGER'S REVIEW /RECOMMENDATION: No comments to supplement this report Comments below /attached ********************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** SUMMARY EXPLANATION: (supplemental sheets attached x ) • At the June 8, 1992 City Council meeting, the Council directed that a resolution creating an Ad Hoc Task Force for the Brooklyn Boulevard Planning Study be prepared and that potential members be sought. A letter (copy attached) was sent out on June 11 to all advisory commission members, all neighborhood advisory group members and the Chamber of Commerce, requesting interested persons to contact me by June 18, 1992. To date we have received approximately 20 responses from interested persons. Attached is a copy of a list of those responding indicating their address, phone number and what group they are affiliated with. Attached for the Council's consideration is a resolution establishing a Brooklyn Center Ad Hoc Brooklyn Boulevard Study Task Force and defining duties and responsibilities. It should be noted that in Subdivision S of the resolution a blank space has been left to fill in the number of persons to serve on this task force. The City Council has indicated the number should be 9 or 11. Also, the resolution is set up for the Mayor to appoint the Chair with the City Council's consent rather than for the task force to elect its own Chair. The reason for this type of provision is that the task force is for a limited period of time and the membership is coming from different commissions, advisory groups and the Chamber of Commerce and the familiarity of people may not exist. Two members, Janis Blurnentals and Jack Lescault have already been appointed by the City Council. r SUMMARY EXPLANATION Page 2 June 22, 1992 It should be noted that one person on the list, Tony Kuefler, indicated that he has been working out of town lately and might have some difficulty serving on the task force, depending on when the meetings are scheduled. He indicated he would call me to discuss this in more detail. At the time of the writing of this report, we have been unable to discuss this matter further. Recommendation It appears that there are many capable candidates for this task force as indicated by the attached list. It's recommended the City Council adopt the enabling resolution and select 7 or 9 more members to serve on the task force. • Member introduced the following �(�►� resolution and moved its adoption: v RESOLUTION NO. RESOLUTION ESTABLISHING A BROOKLYN CENTER AD HOC BROOKLYN BOULEVARD STUDY TASK FORCE AND DEFINING DUTIES AND RESPONSIBILITIES WHEREAS, the Brooklyn Center City Council has authorized the creation of an ad hoc task force for the express purpose of assisting the City Council in formulating recommendations related to the Brooklyn Boulevard Planning Study. NOW, THEREFORE, BE IT RESOLVED by the Brooklyn Center City Council that there is hereby established within the City of Brooklyn Center an advisory ad hoc Brooklyn Boulevard Study Task Force as follows: Subdivision 1. TITLE: This organization shall be known as the Brooklyn Center ad hoc Brooklyn Boulevard Study Task Force. Subdivision 2. SCOPE: The scope of activity of this Task Force shall consist of advising the City Council regarding matters relevant to the City's Brooklyn Boulevard Study being conducted by the consulting firm of Dahlgren, Shardlow and Uban, Inc. Subdivision 3. PURPOSE: The general purpose of this Task Force shall be to assist the consultant and City staff in the development of the study and its final recommendations. Subdivision 4. DUTIES AND RESPONSIBILITIES: In fulfillment of its purpose, the duties and responsibilities of the Task Force shall be to: 1. Review the City's policies and goals regarding redevelopment of Brooklyn Boulevard. 2. Review a conceptual development plan for Brooklyn Boulevard. 3. Review potential impediments to development along Brooklyn Boulevard. Subdivision S. COMPOSITION: The Task Force shall be composed of a chairperson and members, all of whom shall be appointed and serve as set forth in Subdivision 6. Subdivision 6. MEMBERS METHOD OF SELECTION - TERM OF OFFICE - REMOVAL Chairperson The Chairperson shall be appointed by the Mayor with majority consent of the City Council. The Chairperson may be removed by the Mayor with majority consent of the Council. The Chairperson shall assure fulfillment of the following responsibilities in addition to those otherwise described herein: RESOLUTION NO. 1. Preside over meetings of the Task Force; 2. Appear or appoint a representative to appear, as necessary, before the City Council to present the viewpoint of the Task Force in matters relevant to the City's Brooklyn Boulevard Study efforts as it relates to business under consideration by the City Council; 3. Review all official minutes of the City Council and other advisory commissions for the purpose of informing the Brooklyn Boulevard Study Task Force of matters relevant to City finances. Vice Chairperson A Vice Chairperson shall be appointed by the Mayor with majority consent of the city council from the members of the Task Force. The Vice Chairperson shall perform such duties as may be assigned by the Chairperson and shall assume the responsibilities of the chair in the absence of the Chairperson. Members' Term of Office Members of the Task Force shall be appointed by the Mayor with majority consent of the Council. The terms of office shall be for the life of the Task Force as set forth in Subdivision 11. In the event an appointed member suffers from an extended illness, disability, or other activity preventing proper fulfillment of duties, responsibilities, rules and regulations of the Task Force, the member may be temporarily replaced during the temporary leave by an interim member appointed by the Mayor with majority consent of the City Council. Qualification for Membership Members of the Task Force shall be residents of or work within the City of Brooklyn Center while serving on the Task Force, shall have been residents of or worked within said City for at least one year prior to their appointment, and shall represent an interest in Brooklyn Boulevard. Representation Requirements Due regard shall be given by the Mayor in appointing Task Force members with geographical distribution within the City, and the representative nature of the Task Force in terms of sex, religion, ethnic, racial, age, handicapped, employment and employer groups. RESOLUTION NO. Conflict of Interest Members shall comply with provisions of the City of Brooklyn Center's business ethics policy. Resignations- Removal from Office - Vacancies Members may resign voluntarily or may be removed from office by the Mayor with consent by majority vote of the City Council. Three consecutive absences from duly called Task Force meetings or absences from a majority of duly called Task Force meetings within one calendar year shall constitute automatic resignation from office. The City Manager shall inform the Mayor of such automatic resignations. Vacancies in the Task Force shall be filled by Mayoral appointment with majority consent of the City Council. Compensation Members shall serve without compensation. Subdivision 7. RULES AND PROCEDURES: The Task Force shall adopt such rules and procedures not inconsistent with these provisions as may be necessary for the proper execution and conduct of business. Subdivision 8. MEETINGS: The initial meeting of the Task Force shall be convened at the call of the Chairperson within thirty (30) days after appointment by the Council. Thereafter, regular meetings shall be held with date and time to be determined by the Task Force. Special meetings may be called by the chairperson. Subdivision 9. STAFF: The City Manager shall assign one member of the City's staff to serve as staff to the Task Force. The staff member assigned shall perform such clerical and research duties on behalf of the Task Force as may be assigned by the chairperson. Subdivision 10. EX OFFICIO MEMBERS: The Mayor or his or her Councilperson- appointee shall serve as an ex officio member of the Task Force, privileged to speak on any matter but without a vote, and shall provide a liaison between the Task Force and the City Council. Subdivision 11. TASK FORCE TERM: The provisions of this resolution shall expire upon completion of and acceptance by the City Council of the Brooklyn Boulevard Study unless specifically extended by the City Council. RESOLUTION NO. Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. June 11, 1992 Dear Interested Citizen: The City Council has retained a planning consultant to conduct a study of Brooklyn Boulevard between Highway 100 and the north city limits. This study involves a review of the City's policies and goals with respect to the redevelopment of Brooklyn Boulevard. As part of the study process, the City Council on June 8, 1992 created an AD HOC Task Force to assist the consultant and the City staff in the development of the study and its final recommendations. The Council has directed that notices be sent out to seek potential task force members. As such, your name has been mentioned as an interested citizen who may wish to participate in this process. If you would like to be considered for membership on this task force, you are requested to contact me at City Hall by Thursday, June 18, 1992. I can be reached at 569 -3300. The study is to be completed by December of this year and the group would meet about once a month, but possibly more often in the beginning stages of the study. I believe this will be a worthwhile study and your involvement should prove both worthwhile and rewarding. Again, if you are interested, please contact me. Thank you for your consideration. Sincerely, Ronald A. Warren Director of Planning and Inspection BROOKLYN BOULEVARD STUDY TASK FORCE NAME ADDRESS PHON ULYSSES BOYD 4807 AZELIA AVENUE NORTH 537 -0215 CHARTER COMMISSION MYRNA KRAGNESS 3401 63RD AVENUE NORTH 561 -7442 CHARTER COMMISSION DIANE REEM 6225 CHOWEN AVENUE NORTH 561 -2690 CENTRAL NEIGHBORHOOD GROUP CHARLES RICHART 3408 66TH AVENUE NORTH 561 -7522 PARK AND RECREATION COMMISSION AL ANDERSON 5351 HUMBOLDT AVE N 560 -1727 CHARTER COMMISSION PAGER 591.8504 NEAL NELSON 3519 53RD PLACE NORTH 537 -5228 HOUSING COMMISSION EVERETT LINDH 2107 55TH AVENUE NORTH 560 -0835 CHARTER COMMISSION AND SOUTHEAST NEIGHBORHOOD GROUP KATHLEEN CARMODY 6312 BROOKLYN DRIVE 5663114 CHARTER COMMISSION AND HUMAN RIGHTS COMMISSION RON CHRISTIANSON 6101 JUNE AVENUE NORTH 533 -1930 FINANCIAL TASK FORCE AND CHARTER COMMISSION DON ROSEN - 6850 BROOKLYN BOULEVARD 533 -1930 PILGRIM DRY CLEANERS, INC- EILEEN OSLUND 6000 EWING AVENUE NORTH 537 -2858 CHARTER COMMISSION KRISTEN MANN 5415 EAST TWIN LAKE BLVD 535 -7646 PLANNING COMMISSION DON GILBERT 6021 FREMONT AVENUE NORTH 560 -0529 CHARTER COMMISSION DOLORES HASTINGS 5813 ALDRICH AVENUE NORTH 5613956 HOUSING COMMISSION DENNIS SNOOK 5836 HALIFAX AVENUE NORTH 533 -9100 CHARTER COMMISSION BARB KALLIGHER 5548 GIRARD AVENUE NORTH 5663836 PLANNING COMMISSION MARK HOLMES 7207 GRIMES AVENUE NORTH 5603036 PLANNING COMMISSION ED COMMERS 6206 KYLE AVENUE NORTH 533 -5706 CHARTER COMMISSION TOM SLUPSKE 5918 ABBOTT AVENUE NORTH 560.2997 RESIDENT RANDY RAU 6849 BROOKLYN BOULEVARD 561.7821 HOLIDAY GAS STATION TONY KUEFLER 5943 ABBOTT' AVh - NORTH 361.3231 CHARTER COMMISSION AND CENTRAL NEIGHBORHOOD GROUP BROOKLYN BOULEVARD STUDY . 4 TASK FORCE ADDITIONAL NAMES FOR CONSIDERATION: NAME ADDRESS PHONE SHARON ACHTELIK 3213 Thurber Road 566 -1914 HUMAN RIGHTS AND RESOURCES ROBERT TORRES 4501 'Winchester Lane 537 -0813 HOUSING COMMISSION CITY OF BROOKLYN CENTER Cmmcil Meeting Date June 22. 1992 Agenda Item Number REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: RESOLUTION APPROVING SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR DELIVERY OF ONE (1) COPIER /DUPLICATOR DEPT. APPROVAL: P. 92pg� Patricia A. Page, Deputy City Clerk MANAGER'S REVIEW/RECOMI EENDATION: No comments to supplement this report Comments below /attached SUND IARY EXPLANATION: (supplemental sheets attached • An appropriation was approved in the 1992 Unallocated Departmental Budget for the purchase of a copier /duplicator. The net appropriation after trade -in allowance is $28,200. During the budget planning process for this item it was anticipated we would trade -in the City's current IBM copier and would continue to use the Sharp copier which the City also currently owns. The IBM was purchased in January, 1985 and is considered a mid to high volume copier. It currently is making approximately 65,000 copies per month. The Sharp copier was purchased in December, 1985 and is considered a low volume copier. It currently is making approximately 10,000 copies per month. The specifications attached are for a mid -range volume copier which is capable of producing 75,000 copies per month. The original proposal to trade -in the IBM was made so that we could keep the Sharp and continue to use some of the special features that are not on the IBM (i.e. reduction /enlargement by 1% increments and the ability to copy onto 11" x 17" paper). After looking at copiers now available on the market I found that these features which were optional at the time of our last copier purchase are now pretty much standard throughout the industry. Recently the EDA Coordinator has requested information on the price of low volume copiers since he is interested in one for the Inn on the Farm. The Inn currently does not have a copier and must go across to the Heritage Center whenever there is a need for copies. This need can be planned for when the copies are for internal use but often when there is a small group using the Inn facilities for meeting space they request copies and the meeting must be delayed while the Inn Keeper or Hostess goes to the Heritage Center to make copies. Therefore, I would like to recommend instead of trading in the IBM copier at the time of purchase, the IBM copier be kept as the second (or backup) machine and the Sharp copier be transferred to the Inn on the Farm. Both copiers are currently in relatively good condition but because of the age of the copiers and the high volume which they produce each month the copy quality and service record will begin to decline soon which will mean an increase in maintenance costs and down time. By rotating the IBM copier into the backup position and purchasing a second large machine I believe the volumes for both machines will be approximately 35,000 - 40,000 per month. If the Sharp copier is moved to the Inn on the Farm I believe the volume will decrease to approximately 2,000 per month (or less). I believe my proposal will benefit the City in many ways. If approved there would be two large copiers available for City Hall personnel to use. Because of the speed of both copiers and features which would be available between the two copiers there would be greater efficiency and less time spent at the copy machine or waiting to use a specific copier. Also, if approved, the Inn on the Farm would be able to obtain a copier and the only cost would be the monthly ervice contract versus a large sum at the time of purchase and monthly service contract Y g P Y costs. RECOMMENDED CITY COUNCIL ACTION I recommend the City Council give favorable consideration to my proposal to keep the IBM copier and transfer the Sharp copier to the Inn on the Farm instead of using the IBM as a trade -in at the time of purchase. I also recommend approval of the attached resolution approving the specs and authorizing advertisement for bids. CALL FOR BIDS FOR ONE (1) COPIER /DUPLICATOR Sealed proposals endorsed with the title of the equipment and the bidder's name will be received at the office of the City Clerk of the City of Brooklyn Center, Hennepin County, Minnesota up to 11:00 a.m. on Tuesday, July 21, 1992, at which time bids will be opened and read. The equipment to be furnished consists of the following as called for in the specifications: One(1) Copier /Duplicator Proposed forms of contract documents, including the forms and specifications therefore, are on file in the office of the City Clerk of the City of Brooklyn Center, Minnesota where they may be examined. Specifications and proposal blanks may be had for the contractor's individual use by applying to the City Clerk. No bidder may withdraw his bid within thirty (30) days after scheduled time of opening bids without the consent of the City. Bids must be made on the basis of cash payment for the equipment. No bids will be considered unless sealed and filed with the City Clerk prior to the closing time for receiving bids. The City Council reserves the right to waive any informalities in any bids received and reject without explanation any or all bids received. Mailed bids should be addressed to: City Clerk City of Brooklyn Center 6301 Shingle Creek Parkway Brooklyn Center, MN 55430 By order of the City Council P.A. Page, Deputy Clerk Date: June 23, 1992 (Published in the Brooklyn Center Sun Post July 1, 1992) CITY OF BROOKLYN CENTER 6301 SHINGLE CREEK PARKWAY BROOKLYN CENTER, MINNESOTA 55430 PROVISIONS AND SPECIFICATIONS FOR ONE (1) COPIER /DUPLICATOR 1. GENERAL All bids must be received at the office of the City Clerk on or before 11 a.m., July 21, 1992, and shall be submitted on the enclosed proposal form in a sealed envelope, plainly marked "Bid for Copier /Duplicator." It is also understood that the City Council reserves the right to reject any or all bids, to waive informalities and to award the contract to the best interest of the City. The Copier /Duplicator proposed and delivered to the City of Brooklyn Center shall be complete in every respect and ready for operation in accordance with these specifications. Catalog information showing make, model, and complete specifications of the copier/ duplicator the bidder proposes to furnish shall accompany the vendor's bid. Insufficient descriptive information shall be cause for rejection of the bid. The bidder must give assurance to the City of Brooklyn Center in regard to patent infringements and in case of suits against the City by other parties. He must defray all cost in connection with such suit and save the City harmless in all such actions. 2. GUARANTEE The bidder shall furnish a manufacturer's standard product warranty as a minimum and shall guarantee the equipment as to the specified capacity and satisfactory performance and to be free of defects in design, material, and workmanship. All defective parts, material and labor shall be replaced free of cost to the City of Brooklyn Center. 3. DELIVERY DATE The successful bidder shall schedule delivery to the City of Brooklyn Center for the earliest date possible. 4. AWARD OF CONTRACT Award of contract by the City of Brooklyn Center will be based on, but not necessarily limited to the factors of price, delivery date, parts and service; as well as analysis and comparison of specifications and performance. 5. OBJECTIONS TO SPECIFICATIONS Any objections to the specifications must be submitted to the City Clerk in writing five (5) days prior to the opening of the bids. 6. PROOF OF WORKERS COMPENSATION Each bid shall be accompanied by proof that.the bidder has Workers Compensation Insurance in force. Such proof shall be in the form of a copy of the bidder's current insurance certificate or certificate of exemption from the State Insurance Commission. 7. SPECIFICATIONS It is the intent of the City of Brooklyn Center to purchase one (1) copier /duplicator with the following specifications: a. Configuration: Floor console b. Monthly volume: 75,000 C. Copy process: Plain paper, dry toner d. Copy speed: 60 cpm (letter) e. Duplexing: 1 -2, 2 -2, 2 -1 f. Covers: Front, back or both g. Recirculating document feeder h. Copy size: Must be able to copy documents up to 11 x 17" i. Warm -up time: 6 minutes j. Reduce /Enlarge: 50% to 200% in 1% increments k. Interrupt: Key or ability 1. 20 bin sorter /stapler M. First copy speed: 3 seconds n. Optional features: Bidder to bid all currently available optional features with appropriate bid prices if not previously required. o. Bidder to submit the names of three (3) references within the seven (7) county metropolitan area, one of which must be a municipality. Proposal of Proposed Manufacturer Proposed Model A. DETAILED REQUIREMENTS: (Note: All statements, numbers, etc., must be supported by manufacturer's data /specifications.) MANUFACTURER'S RANGE (DATA/ ITEM REQUIREMENT PART NO. OR YES OR NO Volume Range 40,000 - 75,000 Configuration Floor Console Recirculating Document Feeder 20 -bin Sorter /Stapler Copy Speed 60 cpm First Copy Speed 3 seconds or less Warm -up Time 6 minutes or less Paper Supplies Minimum: 5 1/2" x 8 1/2" Maximum: 11" x 17" Weight: 16 - 22 lbs. Manual Feed Tray: 16 - 32 lbs. Adhesive Labels Transparencies Recycled - content 50% Paper Capacity Primary: 4,000 sheets 1st drawer: 1,000 sheets 2nd drawer: 1,000 sheets Manual tray: 100 sheets Recirculating Document Feeder Original sizes: 8 1/2" x 11" to 11" x 17" Paper weight: 15 - 32 lbs. Number of Originals: 50 Features Duplexing: 1 -2, 2 -2, 2 -1 Covers: front, back or both Edge Delete Image Shift Image Overlay Reduce /Enlarge: 50% to 200% in 1% increments Reduce /Enlarge: preset ratios Auto Reduce /Enlarge Auto Paper Selection Two -page Book Copy Job Interrupt Power Source 115V 15 amp, 60 Hz Dedicated Circuit Non - dedicated Circuit Copy Controls On /Off Switch Copy Start Key Copy Quantity 1 -999 copies Paper Supply Selection Copy Interrupt Exposure OPTIONAL FEATURES Self Diagnostics (explain): Automatic Job Recovery Operator Aids Subfeeder OTHER OPTIONAL FEATURES AVAILABLE FOR PROPOSED MODEL Name or Feature Mfg. No. Bid Price /Unit 1 Power Consumption: Running Standby Warranty Period Maintenance: Bidder to provide a copy of maintenance contract along with a three (3) year cost projection based upon 55,000 copies per month. References: Provide name, address, phone number and contact person. 1. 2. 3. I PROPOSAL ONE (1) COPIER /DUPLICATOR TO: City of Brooklyn Center 6301 Shingle Creek Parkway Brooklyn Center, MN 55430 Gentlemen: We propose to furnish and deliver one (1) copier duplicator according to the specifications at the following bid price: Model to be furnished 1. Bid price per unit $ 2. Bid price - 20 -bin sorter /stapler $ 3. Bid price - subfeeder $ 4. Delivery and /or set up charge $ 5. 6.5% sales tax $ TOTAL NET BID $ Signed Firm Name Address Date Bid Opening: July 21, 1992 - 11 a.m. NOTE: Bidders must provide proof of Workmans Compensation Insurance. Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION APPROVING SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR DELIVERY OF ONE (1) COPIER DUPLICATOR BE IT RESOLVED BY THE CITY COUNCIL of the City of Brooklyn Center that the specifications for the delivery of one (1) copier /duplicator are hereby approved. BE IT FURTHER RESOLVED that the City Clerk is hereby authorized and directed to advertise for and receive bids for the delivery of one (1) copier /duplicator in accordance with said specifications. Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. CITY OF BROOKLYN CENTER Council Meeting Date June 22, 1992 Agenda Item Number /Q REQUEST FOR COUNCIL CONSIDERATION ******************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** ITEM DESCRIPTION: RESOLUTION ACCEPTING BID AND AUTHORIZING THE PURCHASE OF AN AERIAL BUCKET AND CHIPPER BOX DEPT. APPROVAL: paa�� Patricia A. Pa e, Deputy City Clerk a "- MANAGER'S REVIEW/RECOAMENDATION: No comments to supplement this report Comments below /attached SUND ARY EXPLANATION: (supplemental sheets attached ) • At the April 13, 1992, City Council meeting a recommendation was made to purchase a new aerial bucket and chipper box and mount it on a currently owned 1983 Ford 800 truck in order to reduce costs in the budget by approximately $20,000. At this time specs were approved for the aerial bucket and chipper box. It was also noted that if this was done the next dump truck chassis which is scheduled to be replaced will have to used under the oil distributor because it had been the original plan to install the oil distributor on the 1983 Ford 800 truck. The memorandum explained under the current 12 year vehicle replacement schedule, that replacement is scheduled for 1996, but could hopefully be adjusted to 1993 or 1994. Before the Advertisement for Bids could be published, staff learned of the possibility of purchasing a used or demonstration truck with an aerial bucket and chipper box. After consideration of this new alternative, new specs were written which would allow bidders to bid on three options. The options were as follows: 1. New aerial bucket and chipper box installed on our existing vehicle 2. Used or demonstration cab /chassis with aerial bucket and chipper box 3. New cab /chassis with aerial bucket and chipper box Two bids were received on Wednesday, June 3, 1992. Both bidders submitted bids for option 1 and 3. One bidder, ABM Equipment and Supply, also submitted a bid for option 2 (the used or demonstration cab /chassis with aerial bucket and chipper box). Staff has reviewed the bids received for all three options. Street department personnel have also seen the proposed used /demonstration model and is satisfied it will meet the City's needs well. It is staff's recommendation to award the contract to ABM Equipment and Supply under option 2 of the specifications. In doing so this will also eliminate the need to purchase a new vehicle within the next two years for use with the oil distributor. RECOMMENDED CITY COUNCIL ACTION I recommend approval of the attached resolution authorizing the purchase of a 1991 Ford F800 with Holan Model 819 aerial bucket and Nichols Chip Dump Body from ABM Equipment and Supply, in the amount of $58,393.00. • Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION ACCEPTING BID AND AUTHORIZING THE PURCHASE OF A 1991 FORD F800 WITH HOLAN MODEL 819 AERIAL BUCKET AND NICHOLS CHIP DUMP BODY WHEREAS, an appropriation was approved in the 1992 budget for the purchase of a new truck with an aerial bucket and chipper box; and WHEREAS, it was staff's recommendation to purchase the aerial bucket and chipper box for installation on an existing truck to reduce costs to the City; and WHEREAS, specifications were written to allow bidders to submit bids under the following three options: 1. New aerial bucket and chipper box installed on our existing vehicle 2. Used or demonstration cab /chassis with aerial bucket and chipper box 3. New cab /chassis with aerial bucket and chipper box WHEREAS, bids were received from two companies on June 3, 1992; and WHEREAS, bids were received as follows: BI OPTION 1 OPTION 2 OPTION 3 ABM Equipment $42,492.00 $58,383.00 $65,525.00 ABM Equipment $41,204.00 $64,227.00 Asplundh $44,258.00 not available $70,231.00 WHEREAS, after review and consideration of all bids received for all options, it is recommended the bid from ABM Equipment of $58,383.00 for option 2 (a used /demonstration cab /chassis with aerial bucket and chipper box) be accepted. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brooklyn Center that the purchase of one (1) 1991 Ford F800 with Holan Model 819 aerial bucket and Nichols chip dump body from ABM Equipment and Supply, in the amount of $58,383.00 is hereby approved. Resolution No. Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. CITY OF BROOKLYN CENTER Council Meeting Date 4� lg /9z Agenda Item Number O G REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: RESOLUTION AMENDING THE 1992 EMPLOYEE POSITION AND CLASSIFICATION PLAN TO INCLUDE THE CITY'S RETIREMENT PAID HEALTH INSURANCE PROGRAM •* stintasaseararr* ��*: aaaaaasains* ar* s *s *s�srf�rriiaskrs� *ss�yr� *� * *� *syrtr�s��rsri DEPARTME , APPROVAL: W . Signature - title Di ot Finance **#*********** * * * * * * * * * * * * * * # * * * * * * * * * * * *f * *t * ** MANAGER'S REVIEW /RECOMMENDATION: No comments to supplement this report Comments below /attached SUMMARY EXPLANATION: (supplemental sheets attached I have attached a resolution which, if adopted by the City Council, would make the City's Retirement Health Insurance Program (which was approved by the City Council by the adoption of Resolution No. 90 -166) a part of the City's Position and Classification Pay Plan. The City Council approved the Retirement Health Insurance Program in 1990 for qualified employees who would retire on or before December 15, 1995. The program provides single health insurance coverage for retired employees from the date of their retirement until they reach the age of 65 or when they become eligible for Social Security. Employees qualify for the program if they retire with a full retirement annuity under PERA or PERA Police without reduction of benefits because of age and if they have beem employed full -time by the City for the last ten years prior to the effective date of their retirement. The Council adopted the program in 1990 because it provided an incentive for long term employees who have attained maximum salary for the position to retire prior to age 65 and who could be replaced by qualified persons at lesser salaries. Prior to the inception of this program, long -term employees were hesitant to retire before their sixty -fifth birthday, and becoming eligible for Medicare coverage, because of the cost of health insurance premiums. Recent legislation limits the period of time for which a city may obligate itself to pay health insurance retirement benefits. Under state statutes, we have determined that it would be the safest route to have the City Council annually reenact the program. Staff also believes that the program should be made a part. of the City's Pay Plan. We are therefore asking the Council to pass the attached resolution which would incorporate the Health Insurance Retirement Program into the City's Position and Classification Pay Plan and extend the program to employees retiring on or before December 31, 1992 rather than December 15, 1995. The Council would then be given the opportunity annually to extend the program when adopting the City's Pay Plan. (1) REQUEST FOR COUNCIL CONSIDERATION DATED JUNE 4, 1992 CONTINUED When the City Council approved the Retirement Health Insurance Program in 1990, it was its intent to continue the program at least through December 15, 1995. Employees have since then retired under rovisions of the program with confidence that the Program P 9 gram would be continued until they reached age 65. Unfortunately, under current State statutes, the City cannot guarantee the retiree that the Program will continue beyond the current year. To give some assurance to employees who have previously retired under the Program, and to employees who will be retiring under the Program in the future, the following language has been added to the Program provisions: "In the event that the City decides to discontinue the Retirement Paid Health Insurance Program for active employees at the next expiration date, consideration will be given to continue the Program for employees who had previously retired under the provisions of the Program." The program, as presented in the amendment to the City's Position and Classification Pay Plan, is essentially the same as the program currently in existence, with one major difference. The new ro ram will 9 employee allow the retirin em to ee to take a P 9 one -time lump sum cash settlement in lieu of the City paying monthly premiums for the retiree until the retiree reaches age 65. The amount of the lump -sum cash settlement will be determined by multiplying the number of months between the date on which the employee retires and the employee's sixth -fifth birthday times the monthly average single person premium which the City is paying for employees at the time of the employee's retirement. This option will be exercised by retiring employees who feel an uncertainty about the continuation of the program after retirement. • STAFF RECOMMENDATION Staff recommends that the Council adopt the attached resolution making the Retire- ment Paid Health Insurance Program a part of the City's Position and Classification Pay Plan and extending the program to December 31, 1992. SPECIFIC ACTION REQUIRED BY THE CITY COUNCIL -------------------------------------------- Adopt the attached resolution. (2) (AAPC7L) SCHEDULE L CITY OF BROOKLYN CENTER 1992 EMPLOYEE POSITION AND CLASSIFICATION PLAN RETIREMENT RETIREMENT PAID HEALTH INSURANCE PROGRAM PAID HEALTH ---------------------------------- - - - - -- INSURANCE PROGRAM ----------------------------------------------------------------------------------------- Minnesota Statutes 1990, Section 471.61, requires local governments to allow a former employee and the employee's dependents to continue to paraticipate indefinitely in the employer sponsored hospital, medical, and dental insurance group that the employee participated in immediately before retirement, provided that the former employee is receiving a disability benefit or an annuity from a Minnesota public pension plan other then a volunteer firefighter plan, or has met age and service requirements necessary to receive an annuity from such a plan. However, the statutes do not mandate that the City contribute towards the payment of the premium for such insurance. The City Council has determined that it is in the best interest of the City of Brooklyn Center that retiring employees have available to them, at their option, a quality health insurance program and that the City should participate in the cost of that health insurance program for long -time employees until the retiree reaches age sixty -five (65) or becomes eligible for Medicare coverage. On August 13, 1990, the City Council adopted Resolution No. 90 -166 establishing the City's Retirement Health Insurance Program with the intent to provide retirement health insurance coverage for employees retiring after that date and on or before December 15, 1995. However, Minnesota Statutes 179A.20, Subd. 2a, limits the period of time which a City may obligate itself to pay benefits provided by Resolution No. 90 -166. The City • Council has determined that the period shall be one year. The Council has also determined that it is in the best interest of the City to continue such benefits as are provided by Resolution No. 90 -166 and to include the program within the City's Employee Position and Classification Plan. Therefore, the City Council has determined to continue the Retirement Health Insurance Program with the following provisions: 1. Qualified employees shall have the option of retaining membership in the City of Brooklyn Center's employee health insurance plan for which the City will pay the single person premium until such time as the retiree is eligible for Medicare coverage or at age sixty -five (65), whichever is sooner. If the retiree desires to continue the family coverage, and if such coverage is available under the City's policies, the additional cost for family coverage shall be paid monthly by the retiree to the City of Brooklyn Center. In lieu of City payment of the single person premium, the qualified employee may select to receive a lump -sum payment of an amount calculated by multiplying the number of months between the date on which the employee retires and the employee's sixty -fifth birthday times the monthly average single person premium which the City is paying for employees at the time of the employee's retirement. 2. To qualify under this program, an employee, on the day of his /her retirement, must meet eligibility requirements for a full retirement annuity under PERA or PERA Police without reduction of benefits because of age. In addition, to be eligible for this program an employee must have been employed full -time by the City of Brooklyn Center for the last ten (10) consecutive years prior to the effective date of his /her retirement. Employees participate in this program on a voluntary basis. -22- 1992 Retirement Health Insurance Program, Schedule L, Continued --------------------------------------------------------------- 3. Eligible employees, as described in provision two (2) above, who become disqualified from participation under the policies of the City's health insurance carriers because of a move out of the service area of such carriers, may elect to continue participation in this program as follows. The employee may recommend to the City an insurance carrier providing health insurance in the area to which the employee has moved. Upon approval of the carrier by the City, qualification for coverage by the employee and submission of any additional information reasonably required by the City, the City will make monthly payments to the carrier on behalf of the employee for premiums for such policy up to the amount paid by the City for the lowest single person premium of the City's employee health insurance plans at the time of payment. Any additional amount required shall be paid by the eligible employee. Eligible employees electing this option must prove residence in a non - covered geographic area and must submit a written notice of election to the City Manager on a form provided by the City. Once an eligible employee has been removed from coverage under the City's group health insurance plans pursuant to such an election, the employee may not thereafter reenter the group and will not be covered under the City's group policies. 4. The City Manager is authorized to administer the Retirement Health Insurance Program and to fund this program from the City of Brooklyn Center's Employees' Retirement Fund until such funds are depleted, at which time the program will be funded from the General Fund. 5. The obligations imposed on the City by the program are subject to the limitations of law, including Minnesota Statutes 179.20, Subd. 2a, pursuant to which such obligations will expire unless reenacted from time -to -time by the City Council. 6. In accordance with provision five (5) above, the provisions of this program shall apply only to employees retiring on or before December 31, 1992. 7. In the event that the City discontinues providing group health insurance coverage for active employees or in the event that the City discontinues this program anytime after the date specified in provision six (6) above, all benefits provided for in this policy, including benefits to retirees under the program, will also be discontinued. 8. In the event that the City decides to discontinue the Retirement Paid Health Insurance Program for active employees at the next expiration date, consideration will be given to continue the Program for employees who had previously retired under the provisions of the Program. -23- /oc Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION AMENDING THE 1992 EMPLOYEE POSITION AND CLASSIFICATION PLAN ---------------------------------------------------------------------- WHEREAS, City of Brooklyn Center Resolution No. 91 -283 set wages and salaries for calendar year 1992 by the adoption of the 1992 Employee Position and Classification Plan; and WHEREAS, on August 13, 1990, the City Council adopted Resolution No. 90 -166, establishing the City's Retirement Health Insurance Program; and WHEREAS, the Retirement Health Insurance Program did provide health insurance benefits for qualified employees who were to retire on or before December 15, 1995; and WHEREAS, Minnesota Statutes 179A.20, Subd. 2a, limits the period of time for which a City may obligate itself to pay benefits provided by Resolution No. 90 -166; and WHEREAS, the obligations imposed on the City by this resolution are subject to limitations of law, including Minnesota Statutes 179A.20, Aubd. 2a, pursuant to which such obligations will expire unless reenacted from time -to -time by the City Council; and WHEREAS, the City Council has determined that it is in the best interest of the City of Brooklyn Center to continue such benefits as are provided by Resolution No. 90 -166; and WHEREAS, the City Council wishes to reenact such obligations on an annual basis and make the program a part of the City's Employee Position and Classification Plan. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brooklyn Center to reenact the obligations of the City's Retirement Health Insurance Program through December 31, 1992 by amending the 1992 Employee Position and Classification Plan to include Schedule L, Retirement Health Insurance Program, which is attached and made a part of this resolution. Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. HOLMES & GRAVEN CHARTERED r Attorneys at Law JOHN N. Lt: FE%RE. JR. 470 Pillsbury Center. Minneapolis, Minnesota 5 -"02 ROBERT J. 1.6 DAt.1. }'RT A. AI.SOP - ( 612) 337 -9300 LArRA K. SIOLLET ALD H. BATTY DANIF.I. R. VFI soN PHF.N J. BI Bt 1. Facsimile (612) 337 -9310 BARBARA L. PORT%OOD ROBERT C. CART ION JAMES M. STROMMEN JOHN B. DEAN STEVEN M. TALLEN MARY C. DOBBINS JAMES J. THOMSON. JR. ST}:FANIt; N. GALF.Y LARRY M. WERTHEIM CORRINE A. HEINE WRITER'S DIRECT DIAL BONNIE L. Wuxv s JAMES S. HOLMF.S GARY P. WINTER DAVID J. KENNEDY DAVID L.GR.AVEN(1929 -N91) JOHN R. LARSON WELLINGTON H. LAW 337 - 9215 OF C0t - NSEL CHARLES L. LEFF.VERE ROBERT L. DAYtDSON February 18, 1992 Ms. Geraline Barone Personnel Coordinator City of Brooklyn Center 6301 Shingle Creek Parkway Brooklyn Center, MN 55430 Re: Health Insurance Program for Retired Employees Dear Geraline : You have asked me to review Resolution No. 90 -166, to determine whether it is consistent with the provisions of Minnesota Statutes § 179A.20, Subd. 2a. The authority to pay health benefits for retired city employees is found at Minnesota Statutes § 471.61, Subd. 22, which provides: Any . . . municipal corporation . . . may insure or protect its . . . retired employees . . . under a policy . . . or contract . . . of group insurance covering life, health, and accident, medical and surgical benefits, or hospitalization insurance or benefits . . .. Any such governmental unit . . . may pay all or any part of the premiums . . . on such insurance . . . or may require the retired officer or employee to pay all or part of the premiums or charges. . . . The authority of the City to pay such premiums for health insurance, however, are subject to limitations set forth in Minnesota Statutes § 179A.20, Subd. 2a, which provides: A contract may not obligate an employer to fund all or part of the cost of health care benefits for a former employee beyond the duration of the contract . . .. A personnel policy may not obligate an employer to fund all or part of health care benefits for a former employee beyond the duration of the policy. A policy may not extend beyond the termination of the contract of longest duration covering other employees of the employer or, if none, the termination of the budgetary cycle during which the policy is adopted. Because of this limitation, it will be necessary to renew the City's obligation to make such retirement benefit payments from time -to -time by adopting a new resolution. CLL29821 BR291 -4 Ms. Geraline Barone February 18, 1992 Page 2 Furthermore, under the existing resolution (Resolution No. 90 -166) there is no reference to the limitations set forth in Section 179A.20, Subd. 2a. Since future councils are not obligated to continue such benefits, it may be advisable to make reference to this limitation in the resolution so that employees do not have unreasonable expectations about the City's continuing obligation to provide such benefits. Therefore, I would recommend that the Council adopt another resolution which may be identical to Resolution No. 90 -166. However, I would recommend that the following changes be made: 1. Add three new "WHEREAS" clauses, as follows: WHEREAS, on August 13, 1990, the Council adopted Resolution No. 90- 166, establishing the City's Retirement Health Insurance Program; and WHEREAS Minnesota Statutes § 179A.20, Subd. 2a, 1lrruts the period of time for which a City may obligate itself to pay benefits provided by Resolution No. 90 -166; and WHEREAS, the Council has determined that it is in the best interest of the City of Brooklyn Center to continue such benefits as are provided by Resolution No. 90 -166; 2. Substitute the words "continue its" for the words "establish all in the "NOW, THEREFORE," paragraph. 3. Add a new paragraph 7, as follows: 11 7. The obligations imposed on the City by this resolution are subject to the limitations of law, including Minnesota Statutes 3 179A.20, Subd. 2a, pursuant to which such obligations will expire unless reenacted from time -to -time by the City Council." If you have any questions about any of the foregoing, please give me a call. Very truly yours, Charles L. LeFevere CLL: rsr CLL29821 BR291 -6 r Member Celia Scott introduced the following resolution and moved its adoption: RESOLUTION NO. 90 -166 RESOLUTION ESTABLISHING RETIREMENT HEALTH INSURANCE PROGRAM WHEREAS, it is in the best interest of the City of Brooklyn Center that retiring employees have available to them at their. option a quality health insurance program; and WHEREAS, the City's employee health insurance coverage requires the City to contribute at least the amount of single coverage for a retired employee to continue eligibility for coverage under the group plan. NOW, THEREFORE, BE IT RESOLVED by the City Council that the City of Brooklyn Center establish a Retirement Health Insurance Program with the following provisions: 1. Qualified employees shall have the option of retaining membership in the City of Brooklyn Center's employee health insurance plan for which the City will pay the single person premium until such time as the retiree is eligible for Medicare coverage or at age sixty -five (65), whichever is sooner. If the retiree desires to continue family coverage, and if such coverage is available under the City's policies, the additional cost for family coverage shall be paid monthly by the retiree to the City of Brooklyn Center. 2. To qualify under this program, an employee, on the day of his/her retirement, must meet eligibility requirements for a full retirement annuity under PERA or PERA Police without reduction of benefits because of age. In addition, to be eligible for this program an employee must have been employed full -time by the City of Brooklyn Center for the last ten (10) consecutive years prior to the effective date of his/her retirement. Employees participate in this program on a voluntary basis. 3. Eligible employees, as described in Section 2 of this resolution, who become disqualified from participation under the policies of the City's health insurance carriers because of a move out of the service area of such carriers, may elect to continue participation in this program as follows. The employee may recommend to the City an insurance carrier providing health insurance in the area to which the employee has moved. Upon approval of the carrier by the City, qualification for coverage by the employee and submission of any additional information reasonably required by the City, the City will make monthly payments to the carrier on behalf of the employee for premiums for such policy up to the amount paid by the City for the lowest single person premium of the City's employee health insurance plans at the time of payment. Any additional amount required shall be paid by the eligible employee. Eligible employees electing this option must prove residence in a non - covered geographic area and must submit a written notice of election to the City Manager on a form provided by the City. Once an eligible employee has been removed RESOLUTION N0. 90 -166 r from coverage under the City's group health insurance plans pursuant to such an election, the employee may not thereafter reenter the group and will not be covered under the City's group policies. 4. The City Manager is authorized to administer the Retirement Health Insurance Program and to fund this program from the City of Brooklyn Center's Employees' Retirement Fund until such funds are depleted, at which time the program will be funded from the General Fund. 5. The provisions of this resolution shall apply only to employees retiring on or before December 15, 1995. 6. In the event the City discontinues providing group health insurance coverage for active employees, all benefits provided for in this resolution will also be discontinued. A ugust 1 3, 1990 ' Date Ma ATTEST: Clerk The motion for the adoption of the foregoing resolution was duly seconded by member Todd Paulson , and upon vote being taken thereon, the following voted in favor thereof: Dean Nyquist, Celia Scott, Tbdd Paulson, Jerry Pedlar, and Philip Cohen; and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted. 1 Member Celia Scott introduced the following resolution and moved its adoption: RESOLUTION NO. 86 -67 RESOLUTION ESTABLISHING RETIREMENT HEALTH INSURANCE PROGRAM WHEREAS, it is in the best interest of the City of Brooklyn Center that retiring employees have available to them at their option a quality health insurance program; and WHEREAS, the Cityrs employee health insurance coverage requires the City to contribute at least the amount of single coverage for a retired employee to continue eligibility for coverage under the group plan. NOW, THEREFORE, BE IT RESOLVED by the City Council that the City of Brooklyn Center establish a Retirement Health Insurance Program with the following provisions: 1. Qualified employees shall have the option of retaining membership in the City of Brooklyn Center's employee health insurance plan for which the City will pay the single person premium until such time as the retiree is eligible for Medicare coverage or at age sixty -five (65), whichever is sooner. If the retiree desires to continue family coverage, the additional cost for family coverage shall be paid monthly by the retiree to the City of Brooklyn Center. 2. To qualify under this program, an employee, on the day of his /her retirement, must meet eligibility requirements for a full retirement annuity under PERA or PERA Police without reduction of benefits because of age. In addition, to be eligible for this program an employee must have been employed by the City of Brooklyn Center for the last ten (10) consecutive years prior to the effective date of his /her retirement. Employees participate in this program on a voluntary basis. 3. the City Manager is authorized to administer the Retirement Health Insurance Program and to fund this program from the City of Brooklyn Center's Employees' Retirement Fund until such funds are depleted, at which time the program will be funded from the General Fund. 4. The provisions of this resolution shall expire on. December 31, 1990 unless extended by the City Council prior to that date. RESOLUTION N0. 86 =67 April 21, 1986 Date - �- l�>— Maygf� ATTEST: The motion for the adoption'of the foregoing resolution was duly seconded by member , Hawes thereon, the following voted in favor th and f on vote being taken Gene Lhotka, Celia Scott, Bill Hawes, and Rich Theis; Dean Nyquist, and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted. CITY OF BROOKLYN CENTER council Meeting Date 06/22/92 Agenda Item Number /O REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: RESOLUTION DECLARING A PUBLIC NUISANCE AND ORDERING THE REMOVAL OF DISEASED TREES DEPT. APPROVAL: Sy Knapp, ector of Public Works MANAGER'S REVIEW /RECOMMENDATION: No comments to supplement this report Comments below/attMhed SUMMARY EXPLANATION: (supplemental sheets attached • The attached resolution represents the official Council action required to expedite removal of the trees most recently marked by the City tree inspector, in accordance with approved procedures. It is anticipated that this resolution will be submitted for Council consideration each meeting during the summer and fall as new trees are marked. RECOMMENDED CITY COUNCIL ACTION It is recommended the Council adopt the attached resolution. Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION DECLARING A PUBLIC NUISANCE AND ORDERING THE REMOVAL OF DISEASED TREES (ORDER NO. DST 06/22/92 ) WHEREAS, a Notice to Abate Nuisance and Diseased Tree Removal Agreement has been issued to the owners of certain properties in the City of Brooklyn Center giving the owners twenty (20) days to remove diseased trees on the owners' property; and WHEREAS, the City can expedite the removal of these diseased trees by declaring them a public nuisance: NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL of the City of Brooklyn Center, Minnesota that: 1. The diseased trees at the following addresses are hereby declared to be a public nuisance: TREE PROPERTY OWNER PROPERTY ADDRESS NUMBER ---------------------- - - - - -- ----------------------- - - - - -- -- - - - - -- MARCEL GAGNON 4407 71ST AVE N 10 DAVID & TERRY TRUESDALE 6843 DUPONT AVE N 11 CITY OF B.C. 6324 HUMBOLDT AVE N 12 CITY OF B.C. 6324 HUMBOLDT AVE N 13 DEANNA KIMBLE 6440 HUMBOLDT AVE N 14 FRANK & LINDA STROMQUIST 6442 COLFAX AVE N 15 RICHARD /BENITIA PETERSON 4706 65TH AVE N 16 SANDRA NORBY 4618 65TH AVE N 17 ROBERT & MARLENE HUBER 6507 NOBLE AVE N 18 LINUS & KATHRYN EPPLER 6525 BEARD AVE N 19 JEROME & MARLYS JOHNSON 5625 GIRARD AVE N 20 JEROME & MARLYS JOHNSON 5625 GIRARD AVE N 21 RUSSELL & SUSAN SOMERSON 5416 FREMONT AVE N 22 JAMES & AGATHA ECKMAN 5624 HUMBOLDT AVE N 23 ROBERT & BRENDA GULBRANSON 5630 HUMBOLDT AVE N 24 CITY OF B.C. PALMER LAKE BASIN 25 PAULINA LOEHNDORF 6531 BEARD AVE N 26 JAMES & GLORIA CASEY 3113 THURBER RD 9 2. After twenty (20) days from the date of the notice, the property owner(s) will receive a second written notice providing five 5 ( ) P g ( ) business days in which to contest the determination of the City Council by requesting, in writing, a hearing. Said request shall be filed with the City Clerk. 3. After five (5) days, if the property owner fails to request a hearing, the tree(s) shall be removed by the City. All removal costs, including legal, financing, and administrative charges, shall be specially assessed against the property. Date Mayor ATTEST: Deputy City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. CITY OF BROOKLYN CENTER Council Meeting Date 622i9 Agenda Item Number REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: RESOLUTION APPROVING PURCHASE OF FACILITIES DATABASE SOFTWARE, PERSONAL COMPUTER AND PRINTER FOR PUBLIC UTILITIES DEPARTMENT DEPT. APPROVAL: 4 Sy Knapp, Dfrector o Public Works MANAGER'S REVIEW/RECONEMENDATION: No comments to supplement this report Comments below /atta i ed SUMMARY EXPLANATION: (supplemental sheets attached No • The City's Management Information Systems Strategic Plan and the Capital Improvements Program include provision for the purchase of facilities management software and computer hardware for the Public Utilities Department. The department is ready to implement the first component of this management software, the wastewater collection module, which encompasses both sanitary sewers and storm sewers. The department is not yet ready to implement the water module. After extensive study and with the leadership of LOGIS, staff recommended to the City's Data Processing Committee that we purchase the facilities management software developed by Hansen Software, Inc. Hansen is the industry leader, and has installed water, wastewater, plant, and other related modules in among many other cities of various sizes, Atlanta, Chicago, Houston, Los Angeles, Indianapolis, Portland, Salt Lake City, and St. Louis. The City of Bloomington has installed both the water and wastewater modules, and has successfully integrated the system with Ultimap, the same mapping software which Brooklyn Center uses. Other LOGIS cities considering purchase of Hansen modules include Maple Grove, St. Louis Park, Eagan, and Shakopee. While this management software provides for an inventory of facilities, it is used primarily as a management and planning tool. This software would provide the following benefits: • An inventory of all components of the sanitary and storm sewer systems, including mains, services, manholes, catch basins, etc. • Tracking of ongoing maintenance costs and activities, to help identify problem areas and the most cost - effective strategies; • A repair history of all work performed on wastewater (sanitary and storm drainage) facilities, and types of problems encountered; • Better scheduling of preventative maintenance activities; • Ability to incorporate sewer televising data into the condition rating of pipe; • Ability to record and track customer complaints, generate letters and work orders related to those complaints; • Forecasting workload requirements to schedule work to be completed in the most efficient manner possible; • Ability to integrate with mapping software to prepare maps of, for example, all locations where drainage problems have been reported; where televising indicates a need for root sawing; where possible infiltration /inflow (I /I) problems may exist; and where there is a history of many repairs. • Ability to forecast maintenance, repair, and capital costs to provide more accurate budget figures. Proposal The Data Processing Committee has recommended approval of the department's • request to purchase software and hardware. The software is available at LOGIS' price, as follows: Network version of wastewater module $3,000 IQ report writing module 1,250 Site license 1,250 Setup and database preparation 800 $6,300 Also recommended is the purchase of a PC and printer for the Public Utilities Supervisor, at an estimated cost of $2,200. There is an annual maintenance fee on the software of approximately $450. RECOMMENDED CITY COUNCIL ACTION Approve the purchase of the facilities management software and hardware. It is recommended that since this module will benefit both the sanitary and storm drainage utilities, those utilities share in the cost. It is recommended that the software be funded by the Sanitary Sewer Utility and the hardware be funded by the Storm Drainage Utility. A resolution is provided for consideration by the City Council. lD E Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION APPROVING PURCHASE OF FACILITIES DATABASE SOFTWARE, PERSONAL COMPUTER AND PRINTER FOR THE PUBLIC UTILITIES DEPARTMENT WHEREAS, the Director of Public Works has recommended purchase of the wastewater collection module of a facilities management database software package, a personal computer, and a printer for the Public Utilities Department at an estimated total cost of $8,500; and WHEREAS, this software would provide a management tool which would increase the operating efficiency and effectiveness of the sanitary sewer and storm drainage utilities; and WHEREAS, the City's Data Processing Committee recommends the approval of this purchase. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL of the City of Brooklyn Center, Minnesota, that: 1. Purchase of the recommended software and hardware is hereby approved. The City Manager is hereby authorized to enter into a purchase agreement with LOGIS to acquire the software and hardware. 2. All costs of acquiring the software shall be funded from the Sanitary Sewer Utility Fund. All costs of acquiring the hardware shall be funded from the Storm Drainage Utility Fund. Date Todd Paulson, Mayor ATTEST: Deputy Clerk The motion for the adoption of the foregoing resolution was duly seconded by member , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. CITY OF BROOKLYN CENTER Council Meeting Date 6/22/92 Agenda Item Number REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: LICENSES ******************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** DEPT. APPROVAL: 1 �aw� h S aron Knutson, Deputy City Clerk ******************************* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * ** * * * * ** MANAGER'S REVIEW/RECONBIENDATION: No comments to supplement this report Comments below /attached ******************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** SUMMARY EXPLANATION: (supplemental sheets attached ) Attached is the list of licenses to be approved by the city council. RECOMMENDED CITY COUNCIL ACTION Approve licenses. • 1! L icenses to be approved by the City Council on June 22, 1992: AMUSEMENT DEVICE - OPERATOR �} United Artists Theatre Circuit, Inc. 5810 Shingle Crk. Pkwy. t' ief of Police 4k AMUSEMENT DEVICE - VENDOR C.D.L. Co. 1317 N. Highway 169 �. D.V.M. Inc. d /b /a Dahlco 296 North Pascal ief of Police ,Ok ITINERANT FOOD ESTABLISHMENTS Brooklyn Center Country Store 3600 63rd Ave. N. Minnetonka Orchards Earle Brown Days Olive Garden Central Park D Douglas Working Earle Brown Days r • Sanitarian Oak RENTAL DWELLINGS Renewal: Bennie Rozman Brookdale Ten Apartments Redevco Marvin Garden Townhomes Michael J. Adkins 6315 Brooklyn Blvd. Martha Lahti 5316 Knox Ave. N. Martha Lahti 5322 Knox Ave. N. Ivan Nohner 3024 Nash Road Roland Scherber 7212 Newton Ave. N. Reuben and Diane Ristrom, Jr. 6821 Noble Ave. N. Harshad Bhatt 7206 -12 West River Road Dennis J. Bona 5207 Xerxes Ave. N. Richard and Sharon Krawiecki 5209 Xerxes Ave. N. a Lee Marwede 4700 -02 68th Ave. N. • Director of Planning AFL and Inspections GENERAL APPROVAL: P. Page, Dep y Clerk