HomeMy WebLinkAboutCouncil Information Memorandum 10-20-2000Dummy
OCTOBER 20, 2000
1. COUNCIL MEETING SCHEDULE.
NOTE: Ward 1 Councilmember Tim Bildsoe is available to meet with residents and
receive their comments in the Council Conference Room, beginning at 6:00 PM
prior to Regular Council meetings
TUESDAY, OCTOBER 24, 7: 00 PM
TUESDAY, NOVEMBER 14, 7: 00 PM
2. WEDNESDAY, OCTOBER 25, 7: 00 PM
REGULAR CITY COUNCIL MEETING,
Council Chambers
REGULAR CITY COUNCIL MEETING,
Council Chambers
PLYMOUTHADVISOR YCOMMITTEE ON
TRANSIT (PACT),
Bass Lake Room
3. THURSDAY, OCTOBER 26, 7: 00 PM CARDINAL RIDGE NEIGHBORHOOD
MEETING, U. S. Food Service Location
A memo from Chief Gerdes regarding the
meeting is attached. (M-3)
4. MONDAY, OCTOBER 30, 7: 00 PM
S. WEDNESDAY, NOVEMBER], 7: 00 PM
YOUTH ADVISORY COUNCIL,
Medicine Lake Room
ENVIRONMENTAL QUALITY COMMITTEE,
Medicine Lake Room
6. WEDNESDAY, NOVEMBER 1, 7: 00 PM LEGISLATIVE HEARING ON THE
METROPOLITAN COUNCIL,
Council Chambers
7. WEDNESDAY, NOVEMBER], 7:00 PM PLANNING COMMISSION,
Council Chambers
CITY COUNCIL INFORMATION MEMO
October 20, 2000
Page 2
8. THURSDAY, NOVEMBER 2, VOLUNTEER RECOGNITION EVENT,
7:00-8:30 PM Plymouth Creek Center
9. A List of future Regular Council Meeting agenda items is attached. (M-9)
10. October and November Calendars are attached. (M-10)
1. NEWS ARTICLES, RELEASES, PUBLICATIONS, ETC.
a) Notice from TwinWest Chamber of Commerce of the appointment of Bob
Gustafson as the new President of TwinWest effective mid—November.
b) Letters from Planning Manager Barb Senness to residents regarding items on the
November 1 Planning Commission agenda.
1) Request for a shoreland variance for property located at 1244 Black Oaks
Lane. (20154) (I-1 b.1)
2) Request for site plan amendment for work at Zachary Lane Elementary
School, 4350 Zachary Lane (20157) (I -1b.2)
3) Request for variance for work at 505 Harbor Lane N. (20158) (I -1b.3)
4) Request for variance to construct a new single-family home at 2430
Magnolia Lane. (20160) (1--1 b. 4)
5) Request for a shoreland variance for property located at 1230 Black Oaks
Lane. (20153) (1-1 b.5)
c) Invitation to an open house Tuesday, October 24, 3:30-6:00 PM at Optical
Solutions, Inc., 16305 36`h Avenue N., Suite 300. (I -1c)
d) Notice of a noon Prevention Forum Tuesday, October 24, at The Depot
Coffeehouse, 9451 Excelsior Blvd. The panel will discuss the efforts of the
coffeehouse to prevent tobacco and alcohol use among young people. (I -1d)
e) Invitation to participate in a Metropolitan Council Rural Issues Work Group.
(I--1 e)
J) Notice of a new developmental disabilities residential site in Plymouth. (I --1j)
2. LEGISLATIVE ISSUES
a) Association of Metropolitan Municipalities AMM FAX News. (I -2a)
M�3
MEMO
CITY OF PLYMOUTH
3400 PLYMOUTH BOULEVARD, PLYMOUTH, MN 55447
DATE: October 19, 2000
TO: Dwight D. Johnson, City Manager
FROM: /4 Craig C. Gerdes, Director of Public Safety
SUBJECT: MEETING INFORMATION
We have been working on a continuing issue regarding the Cardinal Ridge area,
specifically the truck issues on Nathan Lane between 56th and 541h Avenues. At the last
Council update on this issue, from June 27th, one of the recommendations was to hold a
meeting of interested parties from the neighborhood to discuss the problems and potential
impacts of the more radical changes before any additional recommendations are made to
the City Council.
We have proceeded working with the neighborhood to set this up. The Cardinal Ridge
Homeowners Association is holding their annual meeting next Thursday, October 26t", at
7:00 p.m. at the U.S. Food Service location. We are on the agenda for that meeting to
hold this discussion. At the last update, both Mayor Joy Tierney and Council Member
Ginny Black expressed an interest in attending this meeting.
�-9
Tentative Schedule for
City Council Non -Consent Agenda Items
November 14
• The Reserve - Rezoning, PUD, Preliminary Plat
• Plymouth Blvd. Street Lighting
• Public hearing on Bridgit Glen Street Lighting
• Vacation of drainage and utility easements along the common lot line of Lots 2 and 3,
Block 1 of Keyway First Addition
• Hilde Performance Center Agreement
• Ferndale Open Space
November 28
• Street Lighting Policy
December 12
• Study Area E
• Liquor Compliance Violation Hearings
December 26
i,
OFFICIAL CITY MEETINGS
October 2000
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
1
2
3
4
5
6
7
6:30 PM EQC,
Medicine Lake
Room
7:00 PM
1:00 PM -5:00
PM
PLYMOUTH ON
PARADE
7:00 PM
HUMAN
RIGHTS
COMMISSION -
Medicine Lake
7:00 PM TASTE
PLANNING
COMMISSION,
Council
Chambers
OF
CHOCOLATE,
Plymouth Creek
Center
8
9
10
11
12
13
14
Yom Kippur
ins at sunset
begins
COLUMBUS
DAY
(OBSERVED),
Public Works
Division closed
5:30 PM SPECIAL
COUNCIL
MEETING: CITY
MANAGER
EVALUATION,
Bass Lake Room
7:00 PM REGULAR
COUNCIL
MEETING, Council
Chambers
15
16
17
18
19
20
21
7:00 PM
YOUTH
ADVISORY
COUNCIL,
7:00 PM
PLANNINGCouncil
MISSION
COM,
Council
7:00 PM PRAC,
Chambers
7:00 PM PUBLIC
7:00 PM -9:00
PM LEAGUE
OF WOMEN
VOTERS
Medicine Lake
Room
CANDIDATE
FORUM,
Council
Chambers
Chambers
SAFETY
ADVISORY
BOARD, Public
Safety Library
22
23
24
25
26
27
28
7:30 AM LOCAL
7:00 PM PACT -
BUSINESS
COUNCIL,
Radisson Hotel
Bass Lake
Room
7:00 PM
REGULAR
COUNCIL
MEETING,
Council
Chambers
29
DAYLIGHT
SAVINGS
ENDS - set
clocks back 1
30
7:00 PM
YOUTH
ADVISORY
COUNCIL,
31
Nov 2000
S M T W T F S
1 2 3 4
5 6 7 8 9 10 11
Sep 2000
S M T W T F S
1 2
3 4 5 6 7 8 9
hour
Plymouth Creek
Center
10 11 12 13 14 15 16
17 18 19 20 21 22 23
12 13 14 15 16 17 18
19 20 21 22 23 24 25
24 25 26 27 28 29 30
26 27 28 29 30
modified on 10/20/2000
OFFICIAL CITY MEETINGS
November 2000
Sunday Monday Tuesday
Wednesday
Thursday
Friday
Saturday
1
2
3
4
00 2000
S NI T W T F S
Dec 2000
S A4 T WT F S
3o PM EQC,
IMedicine Lake Room
7.00 PM
LEGISLATIVE
HEARING ON MET
COUNCIL, Plymouth
Creek Center
7:00 PM - 8:30
PM,
VOLUNTEER
RECOGNITION
EVENT,
Plymouth Creek
Center
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
1 2
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
29 30 31
24 25 26 27 28 29 30
31
7:00 PM PLANNING
COMMISSION,
Council Chambers
5
6
7
8
9
10
11
7:00 PM
YOUTH
ADVISORY
COUNCIL,
Medicine Lake
GENERAL
ELECTION -
Polls open 7 AM
- close 8 PM
7:00 PM
HUMAN
RIGHTS
COMMISSION
Medicine Lake
VETERANS
DAY
(OBSERVED),
Cit Offices
Closed
Room
7:00 PM PRAC,
Council
Chambers
12
13
14
15
16
17
18
7:00 PM
REGULAR
7:00 PM
PLANNING
5:30 PM HRA TOUR
RESIDENCES
COUNCIL
COMMISSION,
MEETING,
Council
Council
Chambers
7:00 PM HRA -
Medicine Lake Room
Chambers
7:00 PM PUBLIC
SAFETY ADVISORY
BOARD, Public Safety
Library
19
20
21
22
23
24
25
7:00 PM
7:00 PM PACT -
THANKSGIVING
THANKSGIVING
YOUTH
Bass Lake
HOLIDAY - City
HOLIDAY - City
ADVISORY
Room
Center Offices
Center Offices
COUNCIL,
Closed
Closed
Medicine Lake
Room
26
27
28
29
30
7:30 AM LOCAL
BUSINESS
COUNCIL,
Radisson Hotel
7:00 PM
REGULAR
COUNCIL
MEETING,
Council
Chambers
modified on 10/20/2000
OFFICIAL CITY MEETINGS
December 2000
Sunday Monday Tuesday Wednesday Thursday
Friday
Saturday
Jan 2001
1
2
Nov 2000
S M T W T F S
S M T W T F S
1 2 3 4
1 2 3 4 5 6
5 6 7 8 9 10 11
7 8 9 10 11 12 13
12 13 14 15 16 17 18
14 15 16 17 18 19 20
19 20 21 22 23 24 25
21 22 23 24 25 26 27
26 27 28 29 30
28 29 30 31
3
4
5
6
7
8
9
7:00 PM TRUTH
IN TAXATION
HEARING,
Council
Chambers
7:00 PM
CHARTER
COMMISSION,
Bass Lake
Room
6:30 PM EQC,
Medicine Lake
Room
7:00 PM
PLANNING
COMMISSION,
Council
Chambers
7:00 PM
HUMAN
RIGHTS
COMMISSION -
Medicine Lake
Room
10
11
12
13
14
15
16
7,00 PM TRUTH IN
TAXATION HEARING
(RECONVENED IF
NEEDED), Council
Chambers
7:00 PM YOUTH
ADVISORY
Oke omMedicine
LaRoom
7:00 PM
REGULAR
COUNCIL
MEETING,
Council
Chambers
7:00 PM PRAC,
COUIICII
Chambers
7:00 PM PUBLIC
SAFETY
ADVISORY
BOARD, Public
Safety Library
17
18
19
20
21
22
23
7:00 PM
7:00 PM HRA -
PLANNING
Medicine Lake
COMMISSION,
Room
Council
Hanukkah
Chambers
begins at sunset
24
25
26
27
28
29
30
CHRISTMAS
HOLIDAY - Ci
City
Offices closed
7:30 AM LOCAL
BUSINESS
COUNCIL
Radisson Hotel
7:00 PM PACT -
Bass Lake
Room
7:00 PM REGULAR
COUNCIL
MEETING, Council
Chambers
31
modified on 10/20/2000
10/13/00 17:13 To:Laurie Ahrens From:Brent Cory Page 1/1
C 1 jV
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T W I" t/\/ Q S T
CHAMBER OF COM M E R C E
October 13, 2000
TO: TwinWest Chamber of Commerce Members
FROM: Search Committee — New TwinWest President
- Arlys Stadum and Phil Kronlage, Co -Chairs
- Jim Rhodes - Lori Gerval
- John Edson - Jeff Starbird
- David Lenzen - Steve McCulloch
- Russ Hagen
RE: New President Named at TwinWest
We are pleased to arinounce that Bob Gustafson has accepted the role of President of the
TwinWest Chamber of Commerce, effective mid-November.
Bob joins TwinWest with nearly two decades of chamber experience, most recently as
President of the Grand Forks, ND Chamber of Commerce. In Grand Forks, Bob was a
part of their significant membership growth (curiTently at 935 members). He also played
an active role in helping to rebuild Grand Forks following the major flood of 1997.
Bob's track record of accomplishments in the industry coupled with small business
advocacy and hands on political experience will greatly benefit TwinWest communities.
Bob is a board member of the American Chamber of Commerce Executives (ACCE), a
respected national chamber organization. He is also accredited as a CCE, certified
chamber executive. Bob and his family are in the process of relocating to the TwinWest
area. Plans for a reception to meet Bob are currently being made.
If you have any questions, please feel free to contact TwinWest Chair Jim Rhodes or any
member of the Search Committee.
Please join us in welcoming Bob to the TwinWest Chamber of Commerce!
October 20, 2000
SUBJECT: VARIANCE FOR SKYLINE DESIGN, INC. (20154)
Dear Property Owner:
This letter is written to inform you that Skyline Design, Inc., under File No. 20153, submitted
a planning application requesting approval for a shoreland variance to increase the impervious
coverage from 47% to 52% for a three season room addition for property located at 1244
Black Oaks Lane.
Hennepin County records indicate your property is within 200 feet of the site of this proposal.
You are hereby notified of and cordially invited to attend a meeting to be held by the Plymouth
Planning Commission at 7:00 p.m., Wednesday, November 1, 2000, in the Council Chambers
at the Plymouth City Center, 3400 Plymouth Boulevard. While a formal Public Hearing is not
required, it is the City's policy to inform adjacent property owners/occupants of such
applications.
INFORMATION relating to this request may be examined at the Community Development
Information Counter, at Plymouth City Center on Mondays and Wednesday through Friday
from 8:00 a.m. to 4:30 p.m. and Tuesdays from 8:00 a.m. to 6:00 p.m., except holidays. If
you have any questions about the specifics of this proposal, please contact the Community
Development Department at 509-5400.
Sincerely,
Barbara G. Senness, AICP
Planning Manager
20154propnotice
Location !..lac (20154)
Ron S;le'Srt,line Design
1244 B1 -k Oaks Lane
Request for a Va. iance
i
City of
rlvnxnch, Minnesota
Lan[ Use Guide Plan
M C. Commercial
" CC, City Center
CO, Commercial OH.ce
IP, Planned lndustrial
1-A-1, Living Area 1
LA -2, Living Area 2
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Living - Pural
P -I, Public/Se,n�-Put.:;c/Ir,^tdutiona:
i
October 20, 2000
SUBJECT: SITE PLAN AMENDMENT FOR WOLD ARCHITECTS & ENGINEERS
(20157)
Dear Property Owner:
This letter is written to inform you that Wold Architects & Engineers, under File No. 20157,
submitted a planning application requesting approval for a site plan amendment for a classroom
addition and a mechanical room addition totaling 6,931 square feet and additional storm
drainage structure for Zachary Lane Elementary School located at 4350 Zachary Lane North.
Hennepin County records indicate your property is within 200 feet of the site of this proposal.
You are hereby notified of and cordially invited to attend a meeting to be held by the Plymouth
Planning Commission at 7:00 p.m., Wednesday, November 1, 2000, in the Council Chambers
at the Plymouth City Center, 3400 Plymouth Boulevard. While a formal Public Hearing is not
required, it is the City's policy to inform adjacent property owners/occupants of such
applications.
INFORMATION relating to this request may be examined at the Community Development
Information Counter, at Plymouth City Center on Mondays and Wednesday through Friday
from 8:00 a.m. to 4:30 p.m. and Tuesdays from 8:00 a.m. to 6:00 p.m., except holidays. If
you have any questions about the specifics of this proposal, please contact the Community
Development Department at 509-5400.
1 .1—• iSTHA � ALM 17i -"1� �� J ��I_
Sincerely,
Barbara G. Senness, AICP
Planning Manager
20157propnotice
P-1 P-1 7
- K
ORD R` p •`• , � ;.
ROCKFORD RD
r Lcca(iun i✓ap - 20151 -----------�
Glen Heino/Zachary Lane
Elementary School.
Request for a (SPA.)
i
,
October 20, 2000
SUBJECT: VARIANCE FOR TANYA AND PATRICK MUELLER (20158)
Dear Property Owner:
This letter is written to inform you that Tanya and Patrick Mueller, under File No. 20158,
submitted a planning application requesting approval for a variance to encroach approximately
four feet into a 15 -foot side yard setback for a third stall garage addition for property located at
505 Harbor Lane North.
Hennepin County records indicate your property is within 200 feet of the site of this proposal.
You are hereby notified of and cordially invited to attend a meeting to be held by the Plymouth
Planning Commission at 7:00 p.m., Wednesday, November 1, 2000, in the Council Chambers
at the Plymouth City Center, 3400 Plymouth Boulevard. While a formal Public Hearing is not
required, it is the City's policy to inform adjacent property owners/occupants of such
applications.
INFORMATION relating to this request may be examined at the Community Development
Information Counter, at Plymouth City Center on Mondays and Wednesday through Friday
from 8:00 a.m. to 4:30 p.m. and Tuesdays from 8:00 a.m. to 6:00 p.m., except holidays. If
you have any questions about the specifics of this proposal, please contact the Community
Development Department at 509-5400.
Sincerely,
Barbara G. Senness, AICP
Planning Manager
20158propnotice
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Location 1.lap (20158)
Tanya an: Patrick Mueller
505 Harz- r
a -r Lane Ido'.h
Request `^_r a Variance
f7r✓
`City Of
Plymouth. %linnesota
Lana use Guide Plan
C. Commercial
Cl— Gq Center
CO, Commercial Off—
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U.-1, Living Area 1
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October 20, 2000
SUBJECT: VARIANCE REQUEST BY BRYAN KIHLE (20160)
Dear Property Owner:
This letter is written to inform you that Bryan Kihle, under File No. 20160, submitted a
planning application requesting approval of two variances to allow construction of a new
single-family home at 2430 Magnolia Lane North. The variances would allow: 1)
redevelopment of an undersized lot which contains 11,185 square feet where 18,500 square
feet is the minimum lot area requirement; and 2) a side yard setback of 13.28 feet between the
north wall of the home and the north lot line where 15 feet is the minimum setback
requirement.
Hennepin County records indicate your property is within 200 feet of the site of this proposal.
You are hereby notified of and cordially invited to attend a meeting to be held by the Plymouth
Planning Commission at 7:00 p.m., Wednesday, November 1, 2000, in the Council Chambers
at the Plymouth City Center, 3400 Plymouth Boulevard. While a formal Public Hearing is not
required, it is the City's policy to inform adjacent property owners/occupants of such
applications.
INFORMATION relating to this request may be examined at the Community Development
Information Counter, at Plymouth City Center on Mondays and Wednesday through Friday
from 8:00 a.m. to 4:30 p.m. and Tuesdays from 8:00 a.m. to 6:00 p.m., except holidays. If
you have any questions about the specifics of this proposal, please contact the Community
Development Department at 509-5400. L
VALLEY
Sincerely,
Barbara G. Senness, AICP
Planning Manager
T�
Location Map - 20160
Kible Construction, Inc. /
•- u�c cemr rl:.�,.
C . C---.,2430
Magnolia La N.
cc, wy G_W,
Request for a Variance.
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October 20, 2000
SUBJECT: VARIANCE FOR SKYLINE DESIGN, INC. (20153)
Dear Property Owner:
This letter is written to inform you that Skyline Design, Inc., under File No. 20153, submitted
a planning application requesting approval for a shoreland variance to increase the impervious
coverage from 41 % to 45 % for a three season room addition for property located at 1230
Black Oaks Lane.
Hennepin County records indicate your property is within 200 feet of the site of this proposal.
You are hereby notified of and cordially invited to attend a meeting to be held by the Plymouth
Planning Commission at 7:00 p.m., Wednesday, November 1, 2000, in the Council Chambers
at the Plymouth City Center, 3400 Plymouth Boulevard. While a formal Public Hearing is not
required, it is the City's policy to inform adjacent property owners/occupants of such
applications.
INFORMATION relating to this request may be examined at the Community Development
Information Counter, at Plymouth City Center on Mondays and Wednesday through Friday
from 8:00 a.m. to 4:30 p.m. and Tuesdays from 8:00 a.m. to 6:00 p.m., except holidays. If
you have any questions about the specifics of this proposal, please contact the Community
Development Department at 509-5400.
Sincerely,
r.
Barbara G. Senness, AICP
Planning Manager
20153propnotice
Pl..mouth, Minnesota
Loca!lon Map (20153)
Land Use Guide Plan
Ron S;!etUSkyline Design
= C, Commercial
1230 6iack Oaks Lane
E,rr",, CC, Cary Cerner
Regeesi for a Variance
[111111 Co. Con,merdzl orate
V� IP, Planned Industrial
F.-] LA -1, Living Area 1
j3 LA2 L ir9A 2
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Pl..mouth, Minnesota
U-4wriewsalffaaffs
Fiber -To -The -Home
OPEN HOUSE
Date: Tuesday, October 24, 2000
Time: 3:30 PM — 6:00 PM
Place: Optical Solutions, Inc.
1630536 th Ave. N Suite 300
Minneapolis, MN 55446-2698
Come meet Darryl Ponder, Chairman and CEO
3:30 PM Tour and Product Demonstration
4:00 PM Presentation and Q&A
RSVP to Deb Smith By Wednesday, October 18, 2000
763.268.3402
dsmith 0optica/solutions, com
We're looking forward to seeing you there!
www.opticalsolutions.com
Metropolitan Council
Working for the Region, Planning for the Future
October 13, 2000
Joy Tierney
Mayor
City Of Plymouth
3400 Plymouth Blvd
Plymouth, MN 55447-1482
Dear Mayor Tierney:
I am writing to invite your participation in the Metropolitan Council's review of its policies for
the region's Rural Area. As the Metropolitan Council continues its efforts to align its tools and
policies to be the region's leader in smart growth, we want to ensure that the preservation of
agricultural land, open spaces and significant natural resources receives careful attention.
Council Chair Ted Mondale has established a Rural Issues Work Group to focus on Rural Area
policies and issues. Members of the work group are the eight Metropolitan Council members
whose districts include the region's rural areas. I chair the work group and the other work group
members are John Conzemius, James Nelson, Todd Paulson, Julius Smith, Saundra Spigner,
Natalie Steffen, and Roger Williams.
The work group began meeting in June to frame issues and develop a work plan to address
policies related to the region's Permanent Agricultural Area, Permanent Rural Area and Rural
Growth Centers. Work group members were also asked to consider the Council's role in the
protection and management of the region's aggregate resources ---a topic that has filled work
group agendas through the month of October.
In November, the work group will review Rural Area policies, with a series of meetings focused
on each of the Rural Area land use types: Permanent Rural; Rural Growth Centers; and
Permanent Agriculture. The work group's study of these topics is expected to continue into the
first quarter of 2002 and will include many opportunities for members to hear from local
governments, environmental and advocacy organizations, state agencies and others with interests
and ideas about these topics. Work group conclusions and recommendations will then be
incorporated into future revisions of the Council's Regional Blueprint.
Work group meetings are scheduled for the first and third Wednesdays of each month from 1:00 —
3:00 p.m. at the Council's Mears Park offices in St. Paul. The latest information about upcoming
work group meeting dates and agendas is posted on the Council's website.
On behalf of the Council's Rural Issues Work Group I encourage you to attend work group
meetings, track progress through the agendas posted on the Council's website, and contact your
Council member to share your comments and concerns. If you would like to be included on the
mailing list for the Rural Issues Work Group, please contact Jan Gustafson, Council staff, at (65 1)
602-1384. Council members look forward to working with you on this important policy study.
Sincerely,
Marc Hugunin
Rural Issues Work Group Chair
230 East Fifth Street St. Paul, Minnesota 55101-1626 (651) 602-1000 Fax 602-1550 TDI)/TTY 291-0904 Metro Info Line 602-1888
An Equal Opportunity Employer
October 19, 2000
To: City Council Staff, City of Plymouth
f�
Re: Development of Developmental Disabilities residential sites in Your City
Enclosed is a notice which indicates the address of a new Developmental Disabilities residential site which
is being developed in your City. These are homes in which our Adult Services clients choose to live, where
they receive support and supervision from a service provider under contract with Hennepin County.
Persons with developmental disabilities have chosen to live and work in these neighborhoods, and to utilize
their financial resources to lease the home from the service provider. To ensure a seamless entry into the
community, service providers may have already contacted neighbors to introduce themselves, and to
minimize any concerns that the neighborhood will experience any sense of change from the inclusion of its
new neighbors.
Should you have any questions about this, please call the contact person at the service agency, who will be
able to give you a full update regarding the status of the new development. Thanks for your consideration
Sincerely,
. �-C' t- 6
Wallace Swan, Senior Planning Analyst, DD Division, Adult Services Department
Memo
DATE: 9/29/2000
TO: Bernard Grisez
FROM: Ed Sootsman
SUBJECT: Notice of SLS Development
Provider: Life by Design, Inc.
Corporate Address: 11402 Dogwood St. NW
Coon Rapids, MN 55448
Contact Person: Beth Hawkins
Phone: ( 763 ) 757-3263
Site will be: Owned ❑ Leased
Licensed Capacity: One
Site Address: North Oaks Apartments
3631 Landcaster Lane N.
Plymouth, MN 55441
Time Factors Affecting Placement: They would like this site to open November 1,
2000 if possible as this is the date that the apartment becomes available. Shirley
Lilliencrantz, the case manager has alerted Peggy Huss about the short timeline.
Resident's Name DOB Adult / Child Social Worker
6/6/1978 ® ❑ Shirley Lilliencrantz
❑ ❑
CC: POS Contract Manager,
Wally Swan
Oct 10 ZBBB 14:Z3:3Z Via Fax -> 61Z+589+5868 Laurie Ahrens Page 001 Of 001
AMM FAX
association of
NEWS Metropolitan
Municipalities
October 16-20, 2000
State looks at takeover of education levy
In preparation for the 2001 Legislative
Session, Revenue Commissioner
Matt Smith has conducted a series of
public meetings to discuss tax reform
measures
While no detailed proposal has been
developed, the commissioner and staff
are conducting extensive research on
the state takeover of a larger portion of
the education levy
The commissioner indicated that the
Department of Revenue is researching
ways to finance the takeover Among
the research items on the table are the
Homestead Agricultural Credit Aid
(HACA), a state levied property tax on
business and modifications to the
sales tax. The use of any available
surplus to finance takeover was not
discussed.
The use of any of the revenue
sources will have an impact on local
governments. HACA would reduce
non -property tax revenue available to
most cities. Its (HACA) loss would not
reduce the total levy but would change
a local government's reliance on the
property tax as a revenue source.
For example, the school district levy
would decrease but the county and
city levy would offset part of the loss
The state property tax on business
property would decrease the total local
levy while the sales tax base broadening
could reduce the tax rate The impact of
the sales tax on cities is dependent
upon the specifics of the proposal.
The governor will probably not
release his tax proposal until December
(at the earliest) It is expected that most
of the "Big Plan" initiatives will be
announced prior to the start of the 2001
Session on Jan 3, 2001.
General permits possible for Phase I I stormwater process
/� s part of federal environmental
/'-legislation, most public entities will
need a storm water permit issued by
its state environmental protection
agency.
Being aware that most AMM cites
are Phase II cities, AMM staff has
asked the PCA if it will develop
individual permits for each city or be
able to develop a general permit
applicable to all Phase 11 cities. PCA
has replied that it is interested in a
general permit process and is willing to
further explore the possibility.
If you are interested in the Phase II
process and would like to be involved in
any meetings related to the permit,
please call Laurie Jennings at the AMM
(651-215-4000) to be put on the meet-
ing mailing list
The rules governing stormwater
permits were promulgated in 1999 and
require cities having a population
between 10,000 and 100,000 to have a
Council to hold forum on utility, infrastructure
eing aware of changing policies
related to public utilities and the
projected regional growth, the Metropoli-
tan Council is sponsoring a series of
forums regarding utilities and infrastruc-
ture planning
The initial forum is set for Friday,
Oct 27, 2000 at the Sheraton Midway
Hotel The forum will include a presenta-
tion by Tim Sheesley, coordinator of
Colorado 2000 and an executive with
,orgy C. —. ddo 20�8 iS a joint
utility planning effort between industry
and Colorado governments. A panel of
local government officials, utility and
business representatives will react to
the presentation and discuss local
efforts regarding utility and infrastruc-
ture planning.
If you are interested in attending,
please call the Metropolitan Council at
651-602-1000 by Thursday, Oct. 26
for a reservation and further informa-
iion The cost t„ a+tano the forun, ,s
$20
permit by 2003. In Minnesota, the
Pollution Control Agency (PCA) is
responsible for issuing the permits.
The PCA is in the process of com-
pleting the permitting of Phase I cities
(100,000 populations or more) and met
jointlywith Minneapolis and St. Paul to
develop a permit forthe cities The
proposed permit for each city is gener-
ally the same except for the identifica-
tion of specific locations.
AMM seeks street
sweeping information
The AMM is seeking street sweeping
information on behalf of a member.
The city would like to know how other
cities dispose of street sweeping debris
and if the debris is deposited at a city
owned facility, leased facility, privately
owned location or facility used by more
than one city. Also, is street sweeping
completed by the city or private con-
,,,,, P;Wa-�� Idll Gene at tha AMM
(651-215-4001) with any information
DATE: October 20, 2000
TO: Mayor and City Council
FROM: Laurie Ahrens, Assistant City Manager "
SUBJECT: Customer Service Committee Report
This is an update on the recent work of the Customer Service Committee and their
recommendations for enhancing customer service in the City.
A Customer Service Committee was established by the City Manager in November 1999.
City Clerk Sandy Paulson was asked to assemble a committee and direct its work to
identify customer service needs in the organization. The Committee has representatives
from all City departments. Its current members are --
Sandy Paulson, Administration; Chairperson
Nancy Anderson, Park and Recreation
Sheri Moonen, Parks - Plymouth Creek Center
Barb Ackerson, Parks - Ice Center
Jan Olsson, Finance
Joyce Kirkham, Finance
Sheila Langer, Administration
Patty Hillstrom, Public Works
Ranelle Gifford, Community Development
Mary Castonguay, Public Safety
The Customer Service Committee has been very active over the past 10 months. They
reviewed the citizen survey results and the initiatives of the previous Customer Service
Committee, analyzed current customer service efforts in the City, solicited ideas and
feedback from all employees, and formed subcommittees to refine their
recommendations. A status report on their work was presented to all City employees in
late April, and the Committee periodically met with the City Manager to discuss their
proposals. The Customer Service Committee presented its final report to department
directors at a meeting last week. The City Manager has authorized implementation of
nearly all of the recommendations, with a couple of items still being researched.
The Customer Service Committee considered both internal and external customer service
issues in the organization. The recommendations that are readily visible are:
1. Based on concerns about building security and personal safety, keypad entry has
been added on interior doors within the City Hall building.
2. Music on hold has been added through a contract with Muzak to replace the
previous radio station on hold. Channel selections and volume adjustments have
also been made.
A new style of employee name tags will be implemented which can be worn with
a clip or by cord. The employee's name and department will be on the tag.
Employees who deal with the public outside of City Hall should have identifiable
clothing.
4. Customer Service Standards have been updated to include telephone, voice mail,
e-mail, and service counters. These standards will be distributed to all employees
and will be part of new employee orientation sessions.
5. Interior signage at City Hall is being reviewed for restrooms, telephone
instructions, and water fountain. A directory of offices and meeting rooms will be
displayed near the information counter. Also, illuminated light switches have
been installed in the restrooms.
6. Mechanized window gates have been installed at all information counters to
alleviate a situation that was potentially dangerous to customers and to staff.
7. The installation of additional handicap accessible doors to City Hall rear door and
Public Safety building is being considered, with study underway.
The Customer Service Committee made additional recommendations to enhance inter- or
intra -department operations and employee knowledge about City services, which will
indirectly improve customer service:
• Conduct "chat sessions" twice per year to update employees on issues and
projects in the City.
• Encourage supervisors to conduct regular department meetings and to rotate
staff so that all employees can attend.
• Conduct an annual tour for City employees.
• Provide on-going training for employees on computer software.
• Prepare and post monthly or weekly calendars within departments. City-wide
official calendar should also be posted in departments or made available
through the intranet.
• Conduct a presentation to employees on the duties handled by each
department.
• Update the City Hall display case on a regular basis for better public
information.
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• Update and distribute employee duty lists on a regular basis to all staff.
• Include Ice Arena, Public Works, Public Safety, and Plymouth Creek Center
employees in all City Hall events.
• Communicate procedures and policies to employees on a routine and ongoing
basis.
• Provide information and/or offer training for employees on the following --
• Instructions on how to use City vehicle radios
• Personal safety class for women
• Severe weather drills
• First Responder class
• Updated Emergency Handbooks
• Periodically update emergency contact information for employees
• Include safety and emergency response articles in The Rock
• Send e-mail to all staff when a new employee joins the City
• Provide press releases that directly affect City services to employees at the
same time they are provided to the media
• Remind all departments to turn on their main department phones at 8 a.m.
• Notify the switchboard of scheduled activities where citizens may have
questions, i.e. bid openings, special events
• Include articles or tips on Customer Service in The Rock
• Include "kudos" in The Rock when compliments are received by the
public and City Council
The recent citizen survey rated the City's customer service efforts very high, and we try
to make customer service our business every day. The Customer Service Committee is
continuing to meet to implement the recommendations in this report. Once that work is
done, the Committee intends to meet quarterly to monitor customer service, consider new
issues that have come forward, and make additional recommendations to enhance the
service we provide to residents.
City of Plymouth
Customer Service Standards
(10/20/00)
Phone Standards
Answering the Phone:
• All employees will answer the phone by stating their first name. Department personnel who are responsible for
answering department main lines (except the main switchboard) will answer by stating the name of the department
and their own first name, in a courteous professional manner.
• Under normal conditions all phone calls during office hours will be answered within three rings.
Returning Phone Calls:
• A telephone call received in the morning should be returned by the end of the afternoon and a call received in the
afternoon should be returned by the end of the next morning.
• Timely responses should be made even if you do not yet have the answer to the question or need more time to
provide the information. It is acceptable to say you need more time to give a full answer, but it is not acceptable to
not respond at all.
Putting Callers on Hold:
• Do not leave receiver laying on desk without pressing the "hold" button.
• Currently the phone system will not allow a caller to be kept on hold for more than five minutes. At the end of
five minutes the line on which the caller is holding will begin ringing, at which time the caller should be updated.
• Callers should be encouraged to leave a message on the appropriate person's voice mail. If they are not
comfortable with voice mail, a written message should be taken. Or, the caller can be given the number of the
person they are trying to call, so that they can try a direct call later.
Voice Mail
Message Retrieval:
• Answer your phone whenever possible so that when your callers are transferred to voice mail, they can feel
confident that leaving a message is really the best option.
• A message received in the morning should be returned by the end of the afternoon and a message received in the
afternoon should be returned by the end of the next morning.
Leaving Voice Mail Messages:
• When you leave a message for someone, briefly specify the purpose of the call.
• When forwarding messages, add brief comments so the recipients know why they are receiving the forwarded
messages.
Your Personal Greeting:
• Keep your outgoing message current and brief. If you are going to be out of the office, your message should say
so. When you go away, state the date you will be back and whether or not you will be calling in for messages, or
whom to contact in your absence. Remember to reset your message when you return.
• Your personal greeting should contain:
• Your name.
• The name of your department.
• Instructions to press "0" for immediate assistance.
• The name and number of someone who can provide specific assistance if you are unavailable.
E-Mail
Message Retrieval:
• An e-mail that was received in the morning should be returned by the end of the afternoon and an e-mail received
in the afternoon should be returned by the end of the next morning.
Leaving E -Mail Messages:
• Use appropriate language. You are using a publicly accessible system.
• Be concise and to the point. Reread your e-mail message to ensure that what you are saying is easy to understand.
• Use accurate and descriptive titles for subject lines telling people what it is about before they read it.
Out of Office:
• If you are going to be out of the office for one full day or more, use the Out of Office Assistant in Outlook. State
the date you will be back and whom to contact in your absence. (To use the Out of Office Assistant open the
Outlook program. Click on Tools and then Out of Office Assistant. Click on I Am Currently Out of the Office
and enter the desired text. Click OK.) Remember to reset this when you return.
Counter Response:
• The receptionist shall verbally acknowledge all customers at the counter within fifteen seconds, (for example,
by saying, "I will be right with you."). If on the phone, make eye contact and motion to acknowledge them.
• All departmental persons asked to respond to the counter shall do so in no longer than two minutes unless they
have advised the customer either directly or through the receptionist that a longer period will be required.
Under normal conditions, a customer shall not be left waiting for more than five minutes. If five minutes does
elapse, check on staff person and update customer. Upon arrival at the counter, staff member shall greet the
customer and inquire about the issue.
• If the person making the inquiry does not have an appointment and the staff member is unavailable, find an
alternate staff member who may be able to answer questions for the customer. If an alternate staff member is
unavailable or unable to provide the needed information obtain contact information (name, phone, e-mail, and
inquiry) from the customer and give him/her the appropriate staff member's business card.
• Under normal conditions, staff will not be interrupted in staff meetings or the lunchroom for counter calls.
Dealing With Abusive Callers:
• Abusive callers should be transferred to a supervisor. The supervisor should be warned that an abusive caller
is being transferred to them. If caller will not allow the employee to transfer him/her then the caller should be
politely told that the employee cannot help him and the employee should then hang up.
• The employee will notify his/her supervisor within the same business day of any hostile public contact that
occurs in person or over the phone, including the name and telephone of the individual, and the nature of the
conflict. When appropriate, the supervisor is to call back the party in an attempt to resolve the matter.
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