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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 �i 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 jLA-3 Lwing A— 3 _C M1 Lwimg A— G I LAR L ..n 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 -= - - a� �Iq -vE LA -1 v It— �� I �I Ig -- c: 1 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— ; -. U.-1, Living Area 1 LA-!. Living, Area2 LA:3--ng Area 3 U 4 - o Area a -i LAR, L-rmg Area- Rural ','; P4. Public/Semi-Pubiic'Inslitutional 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. _ _, CO, a�­�d "."J LA-]. Lrvinp Area 1 L" 9 A a LAR R, L ^9 Ar -0. I n i ii t.ar 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 1 LA:3. r\ 3 - CII\of LAR, Li P1 P blir S - P bl;Wl,,s::�l onal 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. 2 • 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. 2