HomeMy WebLinkAboutCity Council Packet 06-10-1998 SpecialPLYMOUTH CITY COUNCIL
SPECIAL MEETING WITH HENNEPIN
COUNTY COMMISSIONERS
JUNE 109 1998
7:00 PM
PUBLIC SAFETY TRAINING ROOM
1. Meeting with Hennepin County Commissioners
1.1. County Road 101 Project
1.2. Mowing along County Roads
1.3. Overcrowding at Adult Detention Center
2. Other Issues
2.1. Traffic Enforcement Issues
2.2. Disaster Preparedness
2.3. Showmobile Rental Fees
DATE: June 5, 1998
TO: Mayor and City Council
FROM: Dwight D. Johnson, City Manager
SUBJECT: Summary of Agenda Items for Special Meeting on June 10th
Meeting with County Commissioners. Three topics have been identified:
1. County Road 101. At Council member Bildsoe's suggestion, City and County
staff members have been discussing how the project could be moved up. It is
currently slated for the years 2001 and 2002 for construction. However, if we are
willing to finance the design costs upfront, the project may be able to start in 2000.
The County's funding is stretched thin, but they may still make this arrangement.
2. Mowing along County Roads. Complaints have been received from
residents along County Road 9 about the County practice of mowing only one strip
along the curb, leaving 20' or more behind the curb unmowed. The Council sent a
resolution to the County asking for a review of this policy. The Commissioners
may be able to tell us whether or not any change can be made.
3. Overcrowding at Adult Detention Center. At an open house at the facility some
weeks ago, several council members observed beds in the hallways and the gym
area. The City has a Conditional Use Permit in place limiting the number of beds
to 601. A letter of inquiry was sent to the County by Community Development and
also advising them of the limitation. We do not have a written response yet, but we
have heard that the center may have been over the limit on some weekends.
County staff have been trying to identify ways to assure that the Center stays in
compliance with the CUP and we hope to get an report on this at the meeting.
Other Agenda Items following the meeting with the County Commissioners:
1. Traffic enforcement issues. This discussion item was requested some weeks ago
by Council member Tim Bildsoe.
2. Disaster Preparedness. Mayor Tierney suggested this item recently. We plan to
highlight the City's existing written preparedness plans, highlighting the Council's
role in particular.
3. Showmobile Rental Fees. This item was tabled from the June 3`d meeting. Eric
Blank will provide additional information on rates charged by other private and
public agencies.
NAAdministration Department\Smff\DWIGHnMEMO\agdsm610.dm
DATE:
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GL'1
June 2, 1998
TO: Board of Commissioners
FROM: Jim Grube, Director, Transportation Departme t
SUBJECT: Mowing Practices Along County Roads
Attached is a copy of a Plymouth City Council Resolution requesting that the County increase the
extent and frequency of mowing along County roads. The resolution states that County policy is to
mow one strip (or pass) along the roadway at a frequency of no more than twice per year. Although
there are locations along County roads which are mowed more frequently, e.g., intersections where
site is a concern, the majority of roadsides mowed by the County receive two mowings per year.
The County's practice of mowing along roadsides twice per year has been in effect for many years,
and it has been the subject of ongoing conversation among municipal and County counterparts. As
areas of the County urbanized during the 1980's and 1990's, municipalities (in this case Plymouth)
have restricted access to certain County roads, thus causing the developed properties to back against
the road (for example, County Road 9 throughout most of Plymouth). Frequently, the developments
include fences to separate the County road from the properties, and the property owners fail to mow
the roadside. County staff has begun to seek municipal assistance in alerting property owners of the
need to mow the County road boulevard, just as they are expected to mow the city street boulevard
against which the property fronts. If County and municipal staff can gain the cooperation of the
abutting property owners, much frustration will be reduced.
A second area of concern is the condition of turfed median islands and roadsides within populated
areas where development does not abut the County road. In this case, the County continues to mow
the grass. Frequently, we receive calls from municipal weed inspectors who advise us that the grass
height in those areas exceeds the maximum allowable by ordinance (8 inches in the case of
Plymouth). Upon receipt of the weed inspector's call, a mower is dispatched to the site and the grass
is cut. It is the intent of the Transportation Department staff to maintain this relationship with the
cities' weed inspectors.
If the Transportation Department were to increase its mowing frequency from twice a year to four
times per year (in addition to special attention for sight problems) it would double mowing costs from
55,000 to $110,00, all of which is funded by property tax dollars. It would also mean an increase in
personnel from .6 FTE to 1.2 FTE.
Mowing Practices
June 2, 1998
Page 2
It is our intention to keep in closer contact with the municipalities to be more responsive to the cities'
calls for service and comply with their respective grass height ordinances to the greatest extent
possible. I hope this type of partnership with municipalities will prove successful.
Attachment
c: Jeff Spartz, County Administrator
Vern Genzlinger
61i%,?
Hennepin CountyS
An Equal Opportunity Employer
June 4, 1998
Anne W. Hurlburt, AICP
Director of Community Development
City of Plymouth
3400 Plymouth Blvd.
Plymouth, MN 55447-1482
Dear Ms. Hurlburt:
Thank you for meeting with Superintendent John Skavnak and me on April 28"' to discuss
matters of mutual interest regarding the population of the Hennepin County Adult Corrections
Facility (HCACF). As we discussed at that meeting and in subsequent conversations, the
HCACF has in fact exceeded the number of beds established at 601 by City Council Resolution
95-336. This has occurred in large part because of a substantial increase in the population
sentenced to the facility.
While I do not have any control over the offenders who are sentenced to the HCACF by the
court, I did enter into an agreement with the Hennepin County Sheriff earlier this year to house
up to 120 adult detainees since the jail in downtown Minneapolis was and is severely
overcrowded. I have recently informed the Sheriff's Department that I will no longer be able
to provide his department with 120 beds. I agreed to accomodate 70 pre-trial detainees which
should put the HCACF population well below 601. I have given the Sheriff's Department until
June 30th to find other locations to house prisoners.
Hennepin County Community Corrections
Investigation Division
C2353 Government Center
Minneapolis, Minnesota 55487-0533
Phone: 612-348-6180 Fax: 612-348-6488
Page 2
This should resolve our problem. We will closely monitor our population to determine if any
further reduction to the Sheriffs' population is needed due to an increase in sentenced
offenders.
Sigmund L. Fine
Correctional Institutions Administrator
cc: Jan Smaby
John Skavnak
Inspector William R. Wilen
HENNEPIN COUNTY
An Equal Opportunity Employer
A
April 9, 1998
John Skavank, Superintendent
CITY OF
PLYMOUTI+
Hennepin County Adult Correctional Facility
1145 Shenandoah Lane
Plymouth, MN 55447
Dear Mr. Skavank:
Recently, some Plymouth City Council members had an opportunity to tour the Hennepin
County Adult Correctional Facility (HCACF). They were very appreciative of the tour,
and were very happy to learn more about this significant public facility within our
community.
After taking the tour, the Council members raised some concerns to me about the
occupancy of the HCACF which I need to discuss with you. Specifically, it was
mentioned during the tour that beds or cots are placed in a gymnasium during crowded
weekends, and there may be beds located in hallway areas.
As you are probably aware, the HCACF has a conditional use permit from the City of
Plymouth that specifies that a total of 601 beds or a maximum of 601 inmates are
allowed. I'm enclosing a copy of City Council Resolution 95-336 for your information.
If the total number of beds are exceeded there could be a violation of the conditional use
permit. And, if there are beds outside of normal sleeping areas, there may be building or
fire code issues. We are concerned about the safety of the staff and inmates, as I am sure
you are.
I would appreciate a response from you concerning these questions so that the City may
be assured that all code requirements are being met. Please feel free to call me at 509-
5401 to discuss this matter.
Sincerely,
Anne W. Hurlburt, AICP
Community Development Director
cc: Dwight Johnson, City Manager
File 95024
PLYMOUTH A BeautijufPface To Live
3400 PLYMOUTH BOULEVARD • PLYMOUTH, MINNESOTA 55447-1482 • TELEPHONE (612) 509-5000
www.d.plymouth.mn.us
MEMO
CITY OF PLYMOUTH
3400 PLYMOUTH BOULEVARD, PLYMOUTH, MN 55447
DATE: June 8, 1998
TO: Dwight Johnson, City Manager
FROM: Eric J. Blank, Director, Parks and Recreation
SUBJECT: PORTABLE STAGE
At the June 3 Council meeting, a number of questions arose regarding the rental of the portable
stage. Outlined below are the answers to those questions.
1. For clarification, the central equipment fund financed the first purchase of the stage. Park
dedication funds are being used for the next five years to pay back the central equipment
fund with interest for the total purchase price of the mobile stage. Thus, park dedication
is the true source of funding for this acquisition.
2. As outlined in a memo to the Council, in meeting with the Finance Director, it was
determined that because the stage was being purchased as a long term capital item using
park dedication funds, the replacement for the piece should be funded from the park
replacement fund. The stage has an estimated life of 30 years, which is twice the
estimated life of a playground. Both a playground and the stage cost approximately
80,000. It was our recommendation that the rental fees from the stage be placed in the
park replacement fund to pay for any major repairs and/or replacement of the item if
necessary. The hourly maintenance fee of $25 per hour would be returned to the general
fund to pay the wages of the employees that are doing the transporting, setting up and
taking down of the stage.
3. The third item had to do with clarification over City -sponsored events. City sponsored
events are those programs where the primary sponsor is the City, or one of our
departments. These events normally take place in a City park and are advertised as part
of the recreation brochure or City newsletter. Examples of City sponsored events are:
Old Fashioned Christmas, History Fest, Fire and Ice Festival, weekly band concerts, Arts
Festival, etc. Non-profit and governmental agencies would be the Boy Scouts, Girl
Scouts, Plymouth Civic League, youth athletic associations, school districts, churches,
Hennepin Parks, etc. Private rentals would be citizens, or businesses like Honeywell,
Prudential Insurance, etc.
4. Listed on the attached sheets are the rental policies for Robbinsdale, Ramsey County,
Brooklyn Center, Rochester, Fridley, Bloomington, and the one private agency, Skyway
Tent Rental.
EB/np
Showmobile Rental Survey
Robbinsdale
City use
Northwest communities
Non-profit
All others
Ramsey County
County use
Showmobile without stage extensions
Showmobile with stage extensions
Brooklyn Center
City use
City non-profit
Robbinsdale & Brooklyn Park
Other renters
Rochester
City use
Non-profit
All others
Steel Co. Park & Rec (Owatonna)
County use
Non-profit
All others
Fridley Park & Rec
Bloomington
All renters
Skyway Tent Rental
All renters
No charge
200 plus maintenance fee
200 plus maintenance fee
700 plus maintenance fee
No charge
281.50
559.75
No charge
No charge
Trade use/no fee
800
No charge
Negotiate fee
500 plus maintenance fee
No charge
100 per day
300 per day
750 per day
1,500 per day
CITY OF PLYMOUTH
SHOWMOBILE USE AND RENTAL POLICY
PURPOSE: To provide a portable stage facility to enhance recreation programming in the
City of Plymouth.
All requests for use of the showmobile shall be made on the Showmobile Application
Form.
Hours are based on portal to portal. Use beyond the hours stated on the application will
result in additional charges. The unit will be transported, operated and set-up by qualified
Plymouth parks and recreation employees, and/or experienced personnel from other
organizations and jurisdictions.
FEES:
A. NO FEE
1. Plymouth Parks and Recreation Department sponsored events.
2. City of Plymouth or co-sponsored programs and events.
B. MINIMUM RENTAL FEE
1. Neighboring communities in the northwest Hennepin County area - $200 per
day, plus maintenance fee.
2. Plymouth non-profit organizations and churches - $200 per day, plus
maintenance fee.
C. REGULAR RENTAL FEE
1. All other organizations and groups NOT listed above - $500 per day, plus
maintenance fee.
D. MAINTENANCE FEE (maintenance personnel)
1. $25 per person per hour.
A $200 damage deposit is required from all renters, which will be returned upon the non -
damaged return of the mobile stage. Renters will be liable for all damage regardless of
cost.
Insurance. Each renter shall provide the City of Plymouth with a certificate of insurance
showing limits of liability at least equal to the Municipal Tort Liability Statute, agreeing to
provide insurance covering the replacement cost of the Mobile Performance Stage, and
naming the City of Plymouth, its agents, officials, employees and volunteers as additional
insureds.
Bodily Injury/Property Damage $300,000 person
750,000 per occurrence
PLY_N \ntdiskl\Parks\POLICIES\ShowmobileRentalPolicy.doc
A 25% non-refundable down payment, based on the number of hours requested, is due
at the time of application. Final payment is due prior to the rental date.
The Plymouth Parks and Recreation Department reserves the right to refuse rental of the
Showmobile for any event that is deemed to be a potential hazard to the Showmobile, or its
operators, or any event deemed not in the best interest of the City of Plymouth, or the
general public. In the best interest of the Parks and Recreation Department, the Director of
Parks and Recreation may make exceptions to the policy based on extenuating
circumstances.
PLY NT\ntdiskl\Parks\POLICIES\ShowmobileRentalPolicy.doc
CITY OF PLYMOUTH
SHOWMOBILE RENTAL APPLICATION
Title of Event
Name of Organizatio
Contact Person and Ph. No.
Date and Time of Event
Contact(s) Day of Event and Ph. No._
Location & Access
maps and/or directions, if necessary)
Location of Stage and/or Source of Electricity
Sound Needs
Stage Set Up By (Time)_
Stage Take Down Time_
Billing Name and Address
Staff Assigned
Total Costs: $
Deposit Date:
63•i "1,01TL=:i
For Plymouth Parks and Recreation Use Only -------------------------
Deposit Check Received
Number in Attendance
Deposit: $
Total Hours of Use (including travel time)
Staff Starting Time
Comments
Final Payment: $
Final Payment Date:
PLY_Ni\ntdiskl\Parks\POLICIES\ShowmobileRentalPolicy. doc
Quitting Time
JUN -06-1998 09:24 RPrSEY COUNTY PARKS & REC 612 746 2508 P.02i02
SHOWMOBILE
Showmobile can be rented without the extension stage (32'x 8') or with the extension stage (32' x 16)
to either governmental or non-profit agencies only.
0
8
32'
The rental fees for the showmobile are as follows.
Showmobile without stage (32'x a'):
set up, delivery, and takedown $150.00
daily rental fee ($100.00 plus $6.50 tax) $106.50
key deposit $25.00
Showmobile with stage (32' x 16'):
set up, delivery, and takedown $375.00
daily rental fee ($150.00 plus $9.75 tax) $159.75
key deposit $25.00
The prearranged delivery area must be level ground with preferably a directional map showing which
direction the showmobile is to face. The delivery area should have easy access and egress for delivery
set up and,removal.
To rent the showmobile you are required to obtain a certificate of insurance for comprehensive general
liability insurance In the minimum amount of $750,000 per occurrence. The required insurance certificate
must name Ramsey County, its officials, agents, employees and volunteers as additional Insureds.
A copy of the certificate must be submitted to the Ramsey County Parks & Recreations Department
administrative office TEN (10) DAYS PRIOR TO THE SCHEDULED EVENT.
The key deposit is refundable upon return of the keys. The keys can be left in the lock box on the
Showmobile, given to one of our staff members, or delivered to our office at 2015 N. Van Dyke St. in
Maplewood. Your deposit check will not be cashed unless the keys are not returned.
To reserve the Showmobile please contact:
Ramsey County Parks & Recreation Department
2015 N. Van Dyke St
Maplewood, MN 55109-3796
612) 746-2500 ext. 304
TOTAL P.02
JUN -08-1998 09:03 RAMSEY COUNTY PARKS & REC
SNOWMOBILE EVENT FORM
Date of Event
Name of Event
Name of Grou
Contact Person
Phone Number. W H
Governmental Agency
Explain the nature of your non-profit status.
Non -Profit Agency
On site coordinator to meet crew setting up Showmobile
Name
Phone Number: W H
Set Up Time
Removal Time
Can Showmobile be left overnight and picked up the next day? YES NO
Check One
Showmobile (32'X 81
150.00 for delivery, set up and pick up plus
106.50 per day rental fee ($100.00 daily fee plus $6.50 sales tax)
25.00 key deposit
showmoblle with Stage (32'x 16')
375.00 for delivery, set up and pick up plus
159.75 per day rental fee ($150.00 daily fee plus $9.75 sales tax)
25.00 key deposit
The Showmobile includes the following items:
1 Microphone 1 1 Soft 110 Volt Pwer Coni
1 Microphone Stand 1 Public Address Amplifier
2 Speakers (Attached)
612 748 2508 P.03iO3
PLEASE NOTE: Choose a site that is as level as possible and has easy access and egress for
delivery, set up and removal. Please draw a sketch of the site on the back side of this sheet
Other Special Needs:
TOTAL P.03
SHOWMOBILE USE AND RENTAL POLICY
PURPOSE: To provide a portable stage facility to enhance recrea-
tion programming in the Robbinsdale Community.
All requests for use of the showmobile shall be made on the
Showmobile Application Form.
Hours are based on portal to portal. Use beyond the hours stated
on the application will result in additional charges. The unit
will be transported, operated and set-up by qualified Robbinsdale
Parks and Recreation employees, and/or experienced personnel from
other organizations and jurisdictions.
PRIORITIES:
NO FEE
1. Robbinsdale Parks, Recreation and Forestry Department spon-
sored events.
2. City of Robbinsdale sponsored programs and events.
3. Neighboring Communities with reciprocal equipment use poli-
cies.
MAINTENANCE FEE.(Maintenance personnel)
25.00 per per s9A,._per. hour - -
MINIMUM RENTAL FEE
1. Neighboring communities in the Northwest Hennepin County area
200.00' -per day, plus inaintenance_ fee
2. Robbinsdale z on-profit organizations and churirhes.
200.00 pe- day, plus: maintenance fee - -L -
RENTAL ' FEE
1. All other organizations and groups not listed above.
700.00 per day, plus maintenance fee
The Robbinsdale Parks, Recreation and Forestry Department re-
serves the right to refuse rental of the Showmobile for any event
that is deemed to be a potential hazard to the Showmobile.or its
operators, or any event deemed not in.the best interest cf the
City of Robbinsdale or the general public. In the best inter -est
of the Parks and Recreation program, the Director of- Parks,
Recreation and Forestry may make exceptions to the policy based
on extenuating circumstances.
Renters are required to carry comprehensive liability insurance
in the minimum amount of $200,000 for each injury and $MJM ,000
total for each accident and property damage insurance in the
amount of $100,000 for each accident, or $600,000 CSL. The City
1
i
Showmobile Use and Rental Policy
of Robbinsdale, its agents, officials, employees and volunteers
must be named as additional insured. A copy of certificate of
insurance showing the policy is in full force throughout the term
of the rental must be filed with the Parks and Recreation Depart-
ment at least two weeks prior to the scheduled event.
A 25% non-refundable down payment, based on number of hours
requested at the time of application. Final payment is due prior
to the rental date.
2