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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: fi 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