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HomeMy WebLinkAboutCity Council Packet 02-23-1987CITY OF PLYMOUTH A G E N D A SPECIAL COUNCIL MEETING FEBRUARY 23, 1987 CONSENT AGENDA All items listed with an asterisk (*) are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Councilmember or citizen so requests, in which event the item will be removed from the consent agenda and considered in normal sequence on the agenda. 1. CALL TO ORDER 7:30 P.M. 2. INVOCATION 3. ROLL CALL 4. CONSENT AGENDA 5. MINUTES - Approval of Minutes of the Special Council meeting of February 9, 1987 6. PETITIONS, REQUESTS AND COMMUNICATIONS A. Disbursements for period ending 1/30/87 B. Payment #5 and Final for 1986 Street Improvements, Projects 225, 304, 324, 403, 427, 459, 501, 503, 504, 505, 530, 539, and 616 C. Bond reduction: Plymouth Hills 4th Addn. (81073) 7. REPORTS OF OFFICERS, BOARDS AND COMMISSIONS A. Employee Suggestion Committee recommendation B. Public and Capital improvement project status report including status of new C.R. 9 C. Council Chamber sound system task force report D. Discussion of criteria for establishing lowest responsible bidder in public bidding process E. Status of Senior Citizen Housing Market Study F. Review of sewer and water area charqes 7. REPORTS OF OFFICERS, BOARDS AND COMMISSIONS G. City attorney's report on request to abate interest on special assessments H. Whittar Industries, Inc. Authorize Mayor and City Manager to execute documents with respect to transfer of property I. Report on Solid Waste Recycling Issues J. Authorization to proceed with Comparable Worth Consultant Agreement for final study phase K. Concept plan approval for 1987 neighborhood park construction L. Status of Community-based Residential Facilities Project M. Consultant selection for Parkers Lake bath house N. Fee schedule for park facility rental 0. Establish date for Parkers Lake Park dedication 8. ADJOURNMENT S- M I N U T E S SPECIAL COUNCIL MEETING FEBRUARY 9, 1987 A special meeting of the Plymouth City Council was called to order by Mayor Schneider at 7:30 p.m. in the City Council Cham- bers of the City Center at 3400 Plymouth Boulevard on February 9, 1987. PRESENT: Mayor Schneider, Councilmembers Crain, Sisk, Zitur, and Vasiliou, Manager Willis, Assistant Manager Boyles, Public Works Director Moore, Planning Director Tremere, Park Director Blank, Public Safety Director Carlquist, City Attorney Thomson, and City Clerk Brandt ABSENT: None CONSENT AGENDA MOTION was made by Councilmember Sisk, seconded by Councilmember CONSENT AGENDA Zitur, to adopt the consent agenda deleting items 6-A and 6-C. Item 4 Motion carried on a Roll Call vote, five ayes. MINUTES MOTION was made by Councilmember Sisk, seconded by Councilmember MINUTES REGULAR Zitur, to approve the minutes of the February 2 Regular Council MEETING, FEBRUARY meeting as submitted. 2, 1987 Item 5* Motion carried on a Roll Call vote, five ayes. PETITIONS, REQUESTS AND COMMUNICATIONS Councilmember Sisk stated he was concerned that the parking in Phase II would be inadequate and asked that the record should show that the petitioner was advised that the parking provided in Phase I will not apply towards Phase II. Future development of each site must demonstrate that it satisfies the ordinance by providing its own parking. The petitioner acknowledged he un- derstood. MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-94 Crain, to adopt RESOLUTION NO. 87-94 APPROVING SITE PLAN FOR SITE PLAN, BEGIN GREG BEGIN, BEGIN CONTRACTING COMPANY (86124). CONTRACTING (86124) Item 6-A Motion carried on a Roll Call vote, five ayes. Special Council Meeting February 9, 1987 Page 44 Director Tremere stated the Planning Commission considered the LAND USE GUIDE PLAN proposal for amending the PUD for Parkers Lake Development/ AMENDMENT, LUNDGREN Vicksburg West and recommended approval. The amendment would BROTHERS (86130) reduce the number of units by 113 and the proposal is to contin- Item 6-B ue the balance of this development with the housing type already established, single family detached homes. Councilmember Vasiliou asked how this reguiding would be differ- ent from that which was approved at the last Council meeting. Director Tremere answered that this case is an amendment to an approved PUD which was based on the guiding established in this area. The density is being lowered to a point where a change in the plan is required. In that sense it is similar to the other development. He recommended that the Council focus on the mer- its of the PUD plan amendment. Peter Pflaum, Lundgren Brothers, gave a brief history of the site and why the proposal _would be better than the previously approved plan. Their original request for zoning was based on the wishes of the City of Minneapolis who owned the property. The public park land is identical to the original proposal and the private park land is only 7 acres less. However, he be- lieves the use of the park makes more sense because of its cen- tral location and use by all homeonwers. He added that Vicks- burg Lane is a better transition from single family to multi- family than a residential street would be. He pointed out that their research shows there will be a shortage of single family home sites in the City in a couple of years. He has been work- ing with the neighbors and submitted petitions with approximate- ly 400 signatures in favor of the amended plan rather than the previous one. Roger Conhaim, consultant to the petitioner, stated he talked with staff to determine the number of units currently approved and/or under development and any proposal of single family lots which are in the process in developing his report. There are 200 - 250 acres of land available which have sewer and water available within the CUSA which would hold approximately 500 units. He figures, based on the average number of building per- mits issued in the past four years, that this is a 2.2 year sup- ply of single family lots. MOTION was made by Councilmember Zitur, seconded by Councilmem- RESOLUTION NO. 87-95 ber Vasiliou, to adopt RESOLUTION NO. 87-95 APPROVAL OF LAND USE LAND USE GUIDE PLAN GUIDE PLAN AMENDMENT (86130). AMENDMENT, LUNDGREN BROS. CONS. (86130) Councilmember Vasiliou stated that Lundgren Brothers has been Item 6-B involved in the City for many years, has been an asset to the entire community and she supports the amendment. Special Council Meeting February 9, 1987 Page 45 Councilmember Sisk asked if changing guiding plans for residen- tial was easier than that for industrial or commercial property and what is the criteria needed to support change. He added he would prefer to make certain that a degree of integrity be main- tained as to the mix of housing on both sides of Vicksburg Lane. Councilmember Crain stated there is significant difference in changing residential versus industrial but this isn't the issue, it's whether the petitioner has made a compelling case for change. The hard data provided in terms of the lack of build- able lots in Plymouth is compelling and he supports the change because the case has been made. Mayor Schneider stated each amendment should be judged on doesn't believe reguiding on a be on a case-by-case basis. individual land use guide plan its own merits in the future. He City-wide basis is needed; it can Councilmember Vasiliou stated this reguiding makes sense because it involves one developer who can manage the development and who is a known quantity with a good record. MOTION was made by Mayor Schneider, seconded by Councilmember Crain, to amend the resolution by adding finding No. 6 as fol- lows: "The transition from the higher density to the east is better provided by Vicksburg Lane." Motion carried, five ayes. MOTION was made by Mayor Schneider, seconded by Councilmember Crain, to amend the resolution by adding finding No. 7 as fol- lows: "The design of the open space, and the use of that open space, as a transition between living areas, or housing types, would be enhanced by the new plan." Motion carried, five ayes. Councilmember Crain asked that construction traffic have access to the site off of Vicksburg Lane rather than through the areas which have already been developed. Mr. Pflaum stated their goal is to have a temporary access off Vicksburg Lane. Motion as twice amended carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Zitur, seconded by Councilmem- ber Vasiliou, to adopt RESOLUTION NO. 87-96 APPROVAL OF REVISED PLANNED UNIT DEVELOPMENT CONCEPT PLAN, PRELIMINARY PLAN/PLAT AND CONDITIONAL USE PERMIT FOR LUNDGREN BROTHERS CONSTRUCTION COM- PANY FOR PARKERS LAKE DEVELOPMENT/VICKSBURG WEST (86130). Motion carried on a Roll Call vote, five ayes. RESOLUTION NO. 87-96 REVISED PUD CONCEPT PLAN, PRELIMINARY PLAN/ PLAT, & C.U.P., LUNDGREN BROS. CONS. 86130) Item 6-B Special Council Meeting February 9, 1987 Page 46 MOTION was made by Councilmember Crain, seconded by Councilmem- ber Vasiliou, to adopt RESOLUTION NO. 87-97 APPROVING SITE PLAN AND VARIANCE FOR BOEMER BUILDERS FOR ALLIED PLASTICS, INC. 86137). Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-98 APPROVING FINAL PLAT AND DEVELOPMENT CONTRACT FOR KINGS NORTH FOR CRAIG SCHERBER, KINGS NORTH CORPORATION (86068). Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-99 SETTING CONDITIONS TO BE MET PRIOR TO FILING OF AND RELATED TO FINAL PLAT FOR KINGS NORTH FOR CRAIG SCHERBER, KINGS NORTH CORPORATION (86068). Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-100 ADOPTING ASSESSMENTS, PRO- JECT NO. 722, SANITARY SEWER AND WATERMAIN AREA, KINGS NORTH ADDITION in the amount of $42,210. Motion carried on a Roll Call vote, five ayes. Al Hilde, Jr., 220 Northgate, Wayzata, stated that last year he sold a lot which closed in December, 1986. He later found out that, when he paid the assessment on the lot, the interest was computed through 1987 which cost him an additional $600. He would like the Council to consider adopting a new policy to change the interest accrual procedure and he asked to be covered under this new and improved policy. Currently, when an assess- ment is paid after November 15 of a year, the property owner pays the interest until the end of that year and the following year as well. State statute does not direct that the City must charge this, only that "a property owner may, at any time prior to November 15 of a year, prepay the whole assessment with in- terest accrued to December 31 of that year when payment is made." He submitted that, with computer record keeping proce- dures, this additional year's interest need not be added. Therefore, he asked that a new policy be adopted which would eliminate this unfair practice. Attorney Thomson stated that Chapter 429 specifically governs the City's assessment procedures. Mr. Hilde quoted a portion of the law but there is another portion that states that no prepay- ment can be accepted which doesn't include the interest for that entire year. He has some concern that the City cannot unilater- ally change that. RESOLUTION NO. 87-97 SITE PLAN & VARIANCE ALLIED PLASTICS, INC. 86137) Item 6-C RESOLUTION NO. 87-98 FINAL PLAT & DEV. CONT. KINGS NORTH CORP. 86068) Item 6-D* RESOLUTION NO. 87-99 SETTING CONDITIONS FINAL PLAT, KINGS NORTH CORPORATION 86068) Item 6-D* RESOLUTION NO. 87-100 ADOPTING ASSESSMENTS SEWER & WATERMAIN PROSECT 722, KINGS NORTH ADDITION Item 6-D* SPECIAL ASSESSMENT ABATEMENT REQUEST AL HILDE Item 6-E Special Council Meeting February 9, 1987 Page 47 MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, directing the City Attorney to research the matter to determine the City's options and make a recommendation back to the City Council. Motion carried, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-101 AUTHORIZING REDUCTION OF SITE PERFORMANCE GUARANTEE FOR TURCK MULTI PROX, INC. (86012) to 10,000. Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-102 AUTHORIZING RELEASE OF SITE PERFORMANCE GUARANTEE FOR DUNDEE NURSERY FOR BURGER KING 83038). Motion carried on a Roll Call vote, four ayes. Councilmember Sisk abstained. RESOLUTION NO. 87-101 BOND REDUCTION TURCK MULTI PROX INC. 86012) Item 6-F* RESOLUTION NO. 87-102 BOND RELEA E DUNDEE NURSERY FOR BURGER KING (83038) Item 6-G* MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-103 Zitur, to adopt RESOLUTION NO. 87-103 APPROVING RESIDENTIAL RPUD FINAL PLAN PLAT PLANNED UNIT DEVELOPMENT FINAL PLAN/PLAT AND DEVELOPMENT CON- BASS LAKE HEIGHTS 4TH TRACT FOR BASS LAKE HEIGHTS 4TH ADDITION FOR B.L.H. DEVELOPMENT ADDN. 85126) COMPANY 85126) (RPUD 87-1). Item 6-H* Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-104 SETTING CONDITIONS TO BE MET PRIOR TO FILING OF AND RELATED TO FINAL PLAT FOR BASS LAKE HEIGHTS 4TH ADDITION FOR B.L.H. DEVELOPMENT COMPANY (85126) RPUD 87-1). Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-105 ADOPTING ASSESSMENTS, PRO- JECT NO. 723, SANITARY SEWER AND WATERMAIN AREA, BASS LAKE HEIGHTS 4TH ADDITION in the amount of $42,149.70. Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-106 APPROVAL FOR PLAN AMEND- MENT FOR SIGNAGE FOR HAPPY CHEF OF PLYMOUTH (87001). Motion carried on a Roll Call vote, five ayes. RESOLUTION NO. 87-104 SETTING CONDITIONS FINAL PLAT, BASS LAKE HEIGHTS 4TH ADDN. 85126) Item 6-H* RESOLUTION NO. 87-105 ADOPTING SSESSMENTS SEWER & WATERMAIN BASS LAKE HEIGHTS 4TH PROJECT 723 Item 6-H* RESOLUTION NO. 87-106 PLAN AMENDMENT HAPPY CHEF OF PLYMOUTH 87001) Item 6-I* Special Council Meeting February 9, 1987 Page 48 Linda Fisher, attorney representing Trammell Crow Company, stat- TRAMMELL CROW COMPANY ed the request is for a Land Use Guide Plan amendment, rezoning, CARLSON CENTER 7TH preliminary plat, final plat, and site plan for an office facil- ADDN. (86145) ity within Carlson Center 7th Addition. Trammell Crow is now Item 6-3 the developer of the Carlson Center project. The site will be the first in the Carlson Center to be developed. This 12 acre site is currently zoned for industrial use. Trammell Crow is proposing the CL guiding which was the original guiding and which use will better fit the use of the property to the west of I-494. There is no impact on the sewer and the traffic projec- tions submitted earlier. They propose to protect and preserve the existing trees and will be adding more on the north edge of the property. Steve Pellinen, engineer for the project, stated the fire code variances have been approved by the Fire Chief. Mayor Schneider asked that the existing trees which are to be saved be identified so the City knows which is which. Orlyn Miller, landscape architect for the project, pointed out the trees which would be marked for saving. Mayor Schneider suggested that, in the event any of these marked trees were removed, the City would expect them to be replaced. Mr. Miller stated that, if a tree is lost which was intended to be retained, it would be replaced to provide the necessary screening. The trees, at planting, will be 6 to 8 ft. with a mature size of 12 ft. MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-107 Vasiliou, to adopt RESOLUTION NO. 87-107 APPROVAL OF LAND USE LAND USE GUIDE PLAN GUIDE PLAN AMENDMENT FOR TRAMMELL CROW COMPANY (86145). AMENDMENT, TRAMMELL CROW (86145) Motion carried on a Roll Call vote, five ayes. Item 6-3 MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-108 Vasiliou, to adopt RESOLUTION NO. 87-108 APPROVING PRELIMINARY PRELIMINARY PLAT PLAT FOR TRAMMELL CROW COMPANY FOR CARLSON CENTER 7TH ADDITION TRAMMELL CROW, CARLSON 86145). CENTER 7TH (86145) Item 6-3 Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember ORDINANCE NO. 87-06 Vasiliou, to adopt ORDINANCE NO. 87-06 AMENDING THE ZONING ORDI- AMENDING ZONING CODE NANCE TO CLASSIFY CERTAIN LANDS WEST OF CARLSON PARKWAY AND RECLASSIFYING LAND SOUTH OF GLEASON LAKE ROAD TO B-1 (OFFICE LIMITED BUSINESS) DIS- (86145) TRICT (86145). Item 6-3 Motion carried on a Roll Call vote, five ayes. Special Council Meeting February 9, 1987 Page 49 MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-109 Vasiliou, to adopt RESOLUTION NO. 87-109 SETTING CONDITION TO BE SETTING CONDITIONS MET PRIOR TO PUBLICATION OF ORDINANCE REZONING LAND WEST OF AMENDING ZONING CODE CARLSON PARKWAY AND SOUTH OF GLEASON LAKE ROAD (86145). (86145) Item 6-3 Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-110 Vasiliou, to adopt RESOLUTION NO. 87-110 APPROVING FINAL PLAT FINAL PLAT,TRAMMELL FOR TRAMMELL CROW FOR CARLSON CENTER 7TH ADDITION (86145). CROW FOR CARLSON CENTER 7TH ADDN. (86145) Motion carried on a Roll Call vote, five ayes. Item 6-3 MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-111 Vasiliou, to adopt RESOLUTION NO. 87-111 SETTING CONDITIONS TO SETTING CONDITIONS BE MET PRIOR TO FILING OF AND RELATED TO FINAL PLAT FOR CARLSON FINAL PLAT, CARLSON CENTER 7TH ADDITION FOR TRAMMELL CROW COMPANY (86145). CENTER 7TH ADDN. 86145) Motion carried on a Roll Call vote, five ayes. Item 6-3 MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-112 Vasiliou, to adopt RESOLUTION NO. 87-112 APPROVING SITE PLAN FOR SITE PLEXF TRAMMELL CROW COMPANY (86145). TRAMMELL CROW (86145) Item 6-3 MOTION was made by Mayor Schneider, seconded by Councilmember Zitur, to amend the resolution to add condition No. 10 as fol- lows: "Fire code variance is approved per memo from the Fire Chief dated January 23, 1987;" and condition No. 11 as follows: That the developer shall stake and mark those trees which are to be preserved, as diagrammed on the landscape plan to be veri- fied by the City Forester, to be accomplished prior to excava- tion. In the event that a marked tree is destroyed, it shall be replaced with equivalent trees on a two -inch -to -every -inch -lost basis." Motion carried, five ayes. MOTION was made by Mayor Schneider, seconded by Councilmember Sisk to amend the resolution to add condition No. 12 as follows: The landscape plan shall be revised to enhance the transition to the residential properties to the north by the addition of deciduous shrubs (such as Amur Maple, Euonymus and Arrowood) to be dispersed in and around the proposed overstory trees and spruce trees. The minimum size shall be four feet as per City Forester recommendations to accommodate screening of the parking lot and building to the north. In the event the City Forester finds more shrubs are needed, the Council shall be informed." Motion carried, five ayes. Motion as twice amended carried on a Roll Call vote, five ayes. Special Council Meeting February 9, 1987 Page 50 MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-113 APPROVING A CONTRACT WITH BRAUER AND ASSOCIATES. Motion carried on a Roll Call vote, five ayes. Manager Willis stated the City doesn't have a final site plan for the water treatment plant. At the point it does, the City will amend its action to delete that portion of property it doesn't need. Mr. Forster has indicated that he would like to be able to keep anything the City doesn't need. MOTION was made by Councilmember Sisk, seconded by Councilmember Crain, to adopt RESOLUTION NO. 87-114 AUTHORIZING CONDEMNATION PROCEEDINGS, PROJECT 431, ZACHARY LANE WATER TREATMENT PLANT. Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-115 REVISING PREVIOUSLY ADOPT- ED ASSESSMENTS, PROJECT NO. 609, 47TH AVENUE WEST OF TAMMIE MID- DLEMIST ADDITION. Motion carried on a Roll Call vote, five ayes. RESOLUTION NO. 87-113 APROVING CONTRACT BRAUER & ASSOCIATES Item 6-K* RESOLUTION NO. 87-114 AUTHORIZING CONDEMNA- TION PROCEEDINGS PROJECT 431 Item 6-L RESOLUTION NO. 87-115 REVISING RES. 86-277 ADOPTING ASSESSMENTS 47TH AVENUE PROJECT 609 Item 6-M* MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-116 Zitur, to adopt RESOLUTION NO. 87-116 REVISING DEVELOPMENT CON- REVISING DEVELOPMENT TRACT FOR BERG 2ND ADDITION (86093). CONTRACT, BERG 2ND ADDN. (86093) Motion carried on a Roll Call vote, five ayes. Item 6-N* MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-117 Zitur, to adopt RESOLUTION NO. 87-117 APPROVING CHANGE ORDER CHANGE ORDER NO. 1 NO. 1, FERNBROOK LANE STREET IMPROVEMENTS, PROJECT NO. 544, CON- FERNBROK LANE IMP. STRUCTION OF FERNBROOK LANE, WEST ONE HALF, PROJECT NO. 655 by PROJECT 655 adding 70,444.45. Item 6-0* Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-118 ORDERING PUBLIC HEARING ON THE PROPOSED VACATION OF LARCH LANE ADJACENT TO LOT 7, BLOCK 3, LARCH HEIGHTS LAGOON 2ND ADDITION. Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-119 ORDERING PUBLIC HEARING ON THE PROPOSED VACATION OF DRAINAGE EASEMENT, LOT 4, BLOCK 2, SNYDER'S LAKEVIEW ADDITION. Motion carried on a Roll Call vote, five ayes. RESOLUTION NO. 87-118 ORDERING HEARING STREET VACATION LARCH HEIGHTS LAGOON Item 6-P-1* RESOLUTION NO. 87-119 ORDERING HEARING EASEMENT VACATION SNYDER'S LAKEVIEW ADDN. Item 6-P-2* Special Council Meeting February 9, 1987 Page 51 MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-120 Zitur, to adopt RESOLUTION NO. 87-120 DECLARING ADEQUACY OF PE- ORDERING REPORT, STREET TITION AND ORDERING PREPARATION OF REPORT PROPOSED FERNBROOK UTILITY IMPROVEMENTS WOODS ADDITION STREET AND UTILITY IMPROVEMENTS, PROJECT NO. 720. PROJECT 720 by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-123 Item 6-Q* Motion carried on a Roll Call vote, five ayes. DESIGNATING CONSULTANT FOR ORDERING PLANS, TRAIL MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-121 Zitur, to adopt RESOLUTION NO. 87-121 APPROVING PLANS AND SPECI- ORDERING BIDS FICATIONS AND ORDERING ADVERTISEMENT FOR BIDS, CLEANING, REPAIR- PLANT WATER TOWER ING AND PAINTING PLANT WATER TOWER. Item 6-R* Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-122 Zitur, to adopt RESOLUTION NO. 87-122 APPROVING NO PARKING SIGN APPROVING NO PARKING INSTALLATION ON XIMINES LANE AND 36TH PLACE. SIGNS Item 6-S* Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember RESOLUTION NO. 87-123 Zitur, to adopt RESOLUTION NO. 87-123 DESIGNATING CONSULTANT FOR ORDERING PLANS, TRAIL DESIGN AND CONSTRUCTION OF HIGHWAY 101 AND FERNBROOK LANE TRAIL, IMP., FERNBROOK LANE CITY PROJECT NO. 724. Item 6-T* Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Sisk, seconded by Councilmember Zitur, to adopt RESOLUTION NO. 87-124 DENYING TEMPORARY ON -SALE NON -INTOXICATING LIQUOR LICENSE FOR ST. MARY'S OF THE LAKE CHURCH. Motion carried on a Roll Call vote, five ayes. REPORTS OF OFFICERS, BOARDS AND COMMISSIONS Jack Boarman, architect for Fire Station III, stated he had met with the Public Safety Director and they are recommending that: 1) a newsletter be prepared for mailing to each residence; 2) a slide show be prepared; 3) the referendum date be April 28; 4) Fire Department staff should organize community presentations; and 5) "Get out the votes effort" be conducted by phone the week before the election. The Council agreed that an article should be included in the next Plymouth on Parade giving the facts of the proposal. MOTION was made by Councilmember Sisk, seconded by Councilmem- ber Crain, to adopt RESOLUTION NO. 87-125 CALLING SPECIAL ELEC- TION FOR TUESDAY, APRIL 28, 1987. Motion carried on a Roll Call vote, five ayes. RESOLUTION NO. 87-124 DENYING TEMPORARY MALT LIQUOR LICENSE ST. MARY'S CHURCH Item 6-U* FIRE STATION III REPORT Item 7-A RESOLUTION NO. 87-125 CALLING SPErI_AL ELECTION, FIRE STATION III CONSTRUCTION Item 7-A Special Council Meeting February 9, 1987 Page 52 MOTION was made by Councilmember Sisk, seconded by Councilmember Crain, to authorize an expenditure of at least $800 to prepare a five to ten minute video for presentations. MOTION was made by Mayor Schneider, seconded by Councilmember Zitur, to amend by deleting "at least" and replacing it with approximately". Motion to amend carried, five ayes. Motion as once amended carried, five ayes. Director Carlquist showed a compilation of the Council's prior- ity listings of police activities and summarized those that are State mandated. Discussion followed on some of the items which were rated dif- ferently, definitions of various priorities, and why Director Carlquist rated them in the order he did. Director Carlquist reviewed the procedural directive the depart- ment uses when called while in the process of responding to an- other call, the priority activity list, the priorities as they relate to manpower and number of personnel he believes are need- ed to address the 32 items on the priority list, and asked the Council to think about staffing needs versus those priorities. Councilmember Zitur asked for a comparison of the Council's pri- orities versus those from several randomly selected police offi- cers. Director Carlquist pointed out that the sergeants and lieutenant reviewed the original list of priorities and have agreed on them in the order they were presented to the Council. PUBLIC SAFETY PRIORITY LIST Item 7-B Director Blank presented a list of six potential consultants for CONSULTANT SELECTION the Parkers Lake bathhouse project and suggested the Council may PARKERS LAKE BATH HOUSE wish to receive written proposals, including cost estimates, Item 7-C from all six for their review before selecting two or three firms to interview. MOTION was made by Councilmember Sisk, seconded by Councilmember Vasiliou to narrow the list to two or three firms by soliciting written proposals, including cost estimates, from all six firms. Motion carried, five ayes. MOTION was made by Councilmember Crain, seconded by Councilmem- ber Sisk, to reappoint Paul Steigerwald as Chair and Dave Pauba as Vice Chair of the Planning Commission, Larry Marofsky as Chair and Ken Quass as Vice Chair of the Board of Zoning, and Barb Edwards as Chair and Judy LaTour as Vice Chair of the Park and Recreation Advisory Commission for 1987. Motion carried, four ayes. Councilmember Vasiliou abstained. Special Council Meeting February 9, 1987 i Page 53 ti MOTION was made by Councilmember Zitur, seconded by Councilmem- RESOLUTION NO. 87-126 ber Sisk, to adopt RESOLUTION NO. 87-126 REAPPOINTING Michael PLANNING COMMISSI N Stulberg to Planning Commission for term expiring 1/31/90. APPOINTMENT Motion carried on a Roll Call vote, five ayes. Item 7-D MOTION was made by Councilmember Zitur, seconded by Councilmem- RESOLUTION NO. 87-127 ber Sisk, to adopt RESOLUTION NO. 87-127 REAPPOINTING Barbara PRAC APPOINTMENT Edwards to the Park and Recreation Advisory Commission for a Item 7-D term expiring 1/31/90. Motion carried on a Roll Call vote, five ayes. MOTION was made by Councilmember Zitur, seconded by Councilmem- RESOLUTION NO. 87-128 ber Sisk, to adopt RESOLUTION NO. 87-128 REAPPOINTING Kenneth BOZA APPOINTMENT Quass, Jr. to the Board of Zoning Adjustments and Appeals for a Item 7-D term expiring 1/31/89. Motion carried on a Roll Call vote, five ayes. OTHER BUSINESS Attorney Thomson reported on the outcome of the Mendota, Inc. lawsuit. fudge Fitzgerald concluded that the City acted reason- ably and properly in requiring right-of-way and the City could Impose these requirements as part of a subdivision. The meeting adjourned at 11:20 p.m. City Clerk CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: Friday, February 20, 1987 for the City Council meeting February 23, 1987. TO: James G. Willis, City Manager FROM: Dale E. Hahn, Finance Director SUBJECT Disbursements I hereby recommend for payment the attached listing of disbursements for the following funds: The Bank - Wayzata General Fund $ 642,474.78 Construction Fund 2,587.05 Utilities Fund 380,321.61 Special Assessment Fund 82,751.22 Metropolitan Bank - Plymouth Housing & Redevelopment Authority 46,523.19 GRAND TOTAL FOR ALL FUNDS $ 1,154,657.85 Above totals are for the period ending January 31, 1987. r ' I HEREBY APPROVE THE ATTACHED LISTING OF DISBURSEMENTS AND RECOMMEND SAME FOR PAYMENT. am s G. Willis w w w La w ru rL ru rL; rV ru rL CL. M t' k- r F• 1 t+ < UJ rL. L- O CJ a -j v r w rL ru k- O L+' n r L: U U V S r 4 rL N rl1 -j U -%j P' G Ln w V Lr'. C U rL ru f'. V CT V .1 .) u L:• rL rL ti 0' Lr Lr Z O r O to G C C O Lr^ C .1 O Lr Lr U Lr O Lr. u, Lr C O Lr• u Lr G .l N tOCiOOGOOOGOLnCGUGCGOOCGGCC- C C. a Ln Cz H 2 x x L C. E P. 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Willis, City Manager, through Fred G. Moore Director of Public Works FROM: Sherman L. Goldberg, City Engineer SUBJECT: Request for Payment: 1986 Street Improvements Payment No. 5th and Final 225, 304, 324, 403, 427, 459, 501, 609, 503, 530, 539, 504, 505, and 616 Attached is the following requests for payment: Payment No. Date Contractor Project 5 & Final 2-11-87 Alexander Const. Co. 1986 Streets Project No. 427 - Schmidt Gardens 501 - Glenn Echo 2nd 403 - Hadley Woods 324 - 34th Avenue 429 - Isaiah Addition 530 - Tyrell Addition 504 - 47th Avenue 539 - Swan Lake Addition 503 & 616 Scherer Ind. Development 505 - Xenium Lane 304 - 41st Avenue 225 - 45th/46th Avenue The project underran the original contract amount by $48,955.82 or 6.8%. The comparison of bid amounts to final contract costs are shown on the Engineer's letter attached to this memo. The principle reason for the underruns are minor variations in plan quantities as compared to actual constructed quantities. All the final construction costs are less than those costs utilized for the preparation of the assessment roll last fall. The projects have been completed and we recommend the City Council accept the project and make final payment. Sherman L. Goldberg, P.E. SLG:kh Attachment: Request Resolution Letter CITY OF PLYMOUTH Pursuant to due call. and notice thereof, a meeting of the City Council of the City of Plymouth, Minnesota was held on the day of 1987. The following members were present: The following members were absent: introduced the following Resolution and moved its adoption: RESOLUTION NO. 87 - REQUEST FOR PAYMENT NO 5 AND FINAL 1986 STREET IMPROVEMENT PROJECT WHEREAS, the City of Plymouth as owner and Alexander Construction Company, as contractor have entered into an agreement for the 1986 Street Improvements, Project No's 427, 501, 403, 324, 429, 530, 504, 539, 503, 505, 304, 225 and 616, said agreement being dated June 23, 1986; and WHEREAS, the engineer has certified his acceptance of the work and his approval of the final request for payment: NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA: 1. That the original contract amount was $720,880.60 and the value of the work to date is $671,924.78. 2. That the work performed by the contractor for the 1986 Street Improvement Project and certified to the Council by the engineer as acceptable be and the same is hereby released from the contract except as to the conditions of the performance bond, any and all legal rights of the owner, required guarantees and correction of faulty work after final payment. 3. Request for Payment No. 5 and Final in the amount of $43,958.53 to Alexander Construction Company for the 1986 Street Improvement Project is hereby approved and the City Finance Director is hereby authorized and directed to pay the same forthwith. The motion for the adoption of the foregoing Resolution was duly seconded by and upon vote being taken thereon, the following voted in favor thereof: The following voted against or abstained: Whereupon the Resolution was declared duly passed and adopted. REQUEST FOR PAYXENT DATE: January 7, 1987 PLACE: Plymouth, Minnesota PROJECT:1985 Street Impr.-225,304,324,403,427,459,501, PROJECT NO.:503,504,505,530,539,616 FILE NO.: 70225 CONTRACTOR: Alexander Construction Company ADDRESS: 14561 Johnny Cake Ridge Road Apple Valley, Minnesota 55124 REQUEST FOR PAYMENT NO.: 5th & Final SU%MARY : FOR PERIOD: From: Oct. 16, 1986 To Dec. 31, 1986 SPECIFIED CONTRACT COMPLETION DATE: August 1, 1986 1. Original Contract Amount 2. Change Order - ADDITION $ 3. Change Order - DEDUCTION $ 4. Revised Contract Amount 5. Value Completed to Date 6. Material on Mand 7. Amount Earned 8. Less Retainage 0 % 9. Sub -Total 10. Less Amount Paid Previously 11. AMOUNT DUE THIS R -E -QUEST FOR PAYMENT NO.: 5th & Final OWNER APPROVAL: By By Date: 5765d -D-312 720,880.60 S 720,880.60 671,924.78 0.00 671,924.78 0.00 671,92+.78 627,966.25 43,958.53 _ Recommended for Approval by: BONESTROO, ROSENE, ANDERLIK & ASSOCIATES,,INC. l Approved By: Alexander Construction Co. Contractor By: fi Bonestroo, Rosene, Anderlik & Associates, Inc. 2335 W. Trunk Highway 36 St. Paul, MN 55113 612.636.4600 February 10, 1987 City of Plymouth 3400 Plymouth Boulevard Plymouth, MN 55447 Engineers & Architects Attn: Mr. Sherman L. Goldberg City Engineer Re: 1986 Street Improvements Projects 225, 304, 324, 403, 427, 459, 501, 303, 504, 505, 530, 539, 616 Our File No. 70225 Dear Sherm, Ono G. Banesiruu, P.E. Noted W. Rax r, P.E. luseph C. Anderld. Y E. BradJurd A. Lem Der;. P.E R,cnard E. Turner. P L. James C. Ulsun. P.E. Glenn R. Couk, P E. Keuh A Gurdun, P E. IAuma, E. Auyes. P.& Hu had W. Foster, P £. Ruben schunuhl. P E. Ara—n L. sorsalu. P E Donald C. Burgardt, P.E. Jerry A. Buardun, P.E. Mark A. Hanson, P. E Ted K. Feld. P. E. Hobart T Nawmann, P E. H,uAerr R. PJglerte, Y.L. D. ,d o. usLkuta. P.E. Thu,ms W. Peterson. P E. 1.1whael C. Lynch, P.E. Aaren L. Wdlis, P E James R..Nuland, P E. Kenneth P. Anderson, P E. K,,th A. Buchman n, P E. Nark k Roljs, Y.E. Rolxrr C. Rassrk, i 1.4 hornus E. togas. P E 1rut, L. Tnung, P L. Ch—'es A. Ernk—, L.eo Af. Pu webky Nolan %T o6un S—an S/. £Derlm Enclosed please find two (2) signed copies of the 5th and Final R2quest for Payment for the 1935 Street Inproveaent Project. The project underran the original contract amou-at by $48,955.32 or 6.30. Listed below is a comparison Of bid amount to final contract cost. Project Final Con- Under/Over No. Project Bid struction Cost Cost 427 Schmidt Gardens 88,7'2.50 32,505.00 S 6,257.50 501 Glenn Echo 2nd 57,3)9.60 56,713.54 2110.96 403 Hadley ryoods 5,375.00 x,254.75 1,620._5 324 34th :1ve. 6, +15.00 6,359.39 555.6i 429 Isaiah kddn. 3,575.00 2,324.99 1,250.01 530 Tyrell A.idn. 9,,)2.00 3),180.99 473.99 504 47th Ave. 58,1o5.0.3 6,548.54 1,555.45 539 Swan Lake kdin. 118,-:0.00 114,186.79 53.21 503 & 616 Scherer Ind. Dev`-)t. 129,712.00 114,578.38 15,133.42 505 Xenium Lane 131,417.00 1=2,672.26 8,7-4,74 304 41st Ave. 18,584.00 11,144.73 7,4-39.27 225 45th/46th Ave. 42,563.50 40,450.32 21113.18 The principle reason for the undearrun in minor variation in plan quantities as compared to actual constructed quantities. All t: final construction, cos-' are less than those costs estimated for assessments last fall. The project has been completed and we r-aco-mmend t':e City Co.._il ac ?` to project and make final payment. If you have any questions, please contact this office. Yours very truly, BON TR00, ROSENE, ANDERLIK & ASSOCIATES, INC. Ha 4 Harlan M. Olson 30 Year HMO:li CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 Proiect Description The 1986 Street Improvement Projects consisted of the installation of bituminous streets and concrete curb and gutter for Projects that had utility construction the prior year. Generally, the improvements were assessed against the subject properties. Consulting Engineer As the consulting engineer indicated in his letter of February 11, 1987, the several projects underran the total contract amount by 48,955 or about 6.8%. The principle reason for the overrun was the differences in plan quantities as compared to the actual quantities constructed. All the construction costs used in preparation of the assessment rolls prepared last fall were under the final quantities of the projects. rnntrartnr The street contractor was Alexander Construction Company. They are one of the better street contractors in the area and they did an excellent job. The only problem we had was with one of their subs who did the seeding and sodding restoration work. Although the quality of their work was good, we had a hard time getting them on the job and to get their work completed in a timely manner. This is not unusual for this type of contractor, as we have experienced it many times before. Citizens The only complaints we had from any of the residents in the several projects was on the completion of the restoration and cleanup work. As I indicated above, this always seems to be a "bug -a -boo" with construction contrators. We just have to stay on top of them and keep the pressure on until the work is completed. MEMO DATE: February 18, 1987 For Council Meeting of February 23, 1987 TO: James G. Willis, City Manager, through Fred G. Moor Director of Public Works FROM: Sherman L. Goldberg, City Engineer SUBJECT: Final Payment Summary 1986 Street Improvement Projects (Project No's 427, 501, 403, 324, 429, 530, 504 and 616, 539, 503, 505, 304 and 225) Proiect Description The 1986 Street Improvement Projects consisted of the installation of bituminous streets and concrete curb and gutter for Projects that had utility construction the prior year. Generally, the improvements were assessed against the subject properties. Consulting Engineer As the consulting engineer indicated in his letter of February 11, 1987, the several projects underran the total contract amount by 48,955 or about 6.8%. The principle reason for the overrun was the differences in plan quantities as compared to the actual quantities constructed. All the construction costs used in preparation of the assessment rolls prepared last fall were under the final quantities of the projects. rnntrartnr The street contractor was Alexander Construction Company. They are one of the better street contractors in the area and they did an excellent job. The only problem we had was with one of their subs who did the seeding and sodding restoration work. Although the quality of their work was good, we had a hard time getting them on the job and to get their work completed in a timely manner. This is not unusual for this type of contractor, as we have experienced it many times before. Citizens The only complaints we had from any of the residents in the several projects was on the completion of the restoration and cleanup work. As I indicated above, this always seems to be a "bug -a -boo" with construction contrators. We just have to stay on top of them and keep the pressure on until the work is completed. Memo: James G. Willis February 18, 1987 Page Two Summary The projects completed have added several miles of new streets with concrete curb and gutter to the City's growing urban street system. In particular I think two jobs reflect the features of having new streets in 'an area where the streets were originally gravel or low grade bituminous surface. The Schmidt Garden Plat on the West side of town reflects what new streets will do to enhance the appearance of the neighborhood. The utiliziation of sub -surface drainage tile and geotextile fabric in conjunction with the street construction and the normal materials reflect the quality of street construction. Aa Sherman L. Goldberg, P.E. SLG:kh L- ITYO 17C SCALE OF MILES 3/4PLYMOUTR i rugY Mal!=a w3 a ?a €2:? L 9 9V STREET MAP CITY CSF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 19, 1987 for Council Meeting of February 23, 1987 ti TO: James G. Willis, City Manager, through Fred G. Moore, Director of Public Works FROM: Sherman L. Goldberg, City Engineer SUBJECT: Bond Reduction We have received a request from the developer for a bond reduction to reflect completed work in their development. The City has made inspections of the work and I recommend that the attached resolution be adopted. This development is: 1. Plymouth Hills 4th Addition (81073) k—Adk She'rman L. Goldberg, P.E. SLG:kh Attachment: Resolution CITY OF PLYMOUTH Pursuant to due call and notice thereof, a meeting of the City Council of the City of Plymouth, Minnesota was held on the day of , 1987. The following members were present: The following members were absent: introduced the following Resolution and moved its adoption: RESOLUTION NO. 87 - REDUCING DEVELOPMENT BOND PLYMOUTH HILLS 4TH ADDITION (81073) WHEREAS, in accordance with the development contract dated May 3, 1982, Plymouth Hills Company, developer of Plymouth Hills 4th Addition, (81073) has agreed to install certain improvements for said development; and WHEREAS, the developer has completed a portion of the street, utility and site grading as noted below; and WHEREAS, the developer has requested a reduction of the development bond to reflect the completed work; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH that the bonding requirements are reduced as follows: ITEM ORIGINAL AMOUNT NEW AMOUNT Street Construction $ Sanitary Sewer Watermain Storm Sewer Boulevard Sod Pond or Ditch Construction Street Signs Street Sweeping and Storm Sewer Cleaning Park and Trail Improvements Maintenance of Erosion and Sediment Control Plan Site Grading and Drainage Improvements Design, Administration, Inspection, As-Builts TOTAL 0- 0- 0- 0- 0- 0- 0- 0- 1,400 0- 0- 0- 0- 0- 1,000 0- 0- 0- 2,000 0- 71,000 0- 8,928 0- 84,328 $ -0- That the letter of credit required be reduced from $1,000 to $0 (zero) to reflect the completed work. The motion for the adoption of the foregoing Resolution was duly seconded by and upon vote being taken thereon, the following voted in favor thereof: The following voted against or abstained: Whereupon the Resolution was declared duly passed and adopted. 7A CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 20, 1987 TO: James G. Willis, City Manager FROM: Laurie Brandt, Employee Suggestion Committee SUBJECT SUGGESTION REVIEW The Suggestion Committee has completed its review of suggestion No. 87-01 submitted by Eric Blank. The results of our evaluation and recommendations are shown below: Submitted by: Eric Blank Date: 1/9/87 Summary of City sponsor a recognition dinner at local hotel, Suggestion: inviting all volunteers and their spouses who make significant commitment to City during previous year. Committee WE AGREE DISAGREE WITH THE SUPERVISOR'S Discussion and RECOMMENDATION: The Committee felt that, since this Recommendation: suggestion would increase City expenses, it could not make a decision which would be better decided by the Council. Conclusion: Committee is referring the suggestion to the Council with the recomendation that some means of formal recognition be provided. Alternatives for Council consideration include: 1) Conduct a City Center open house for this purpose. 2) Recognize volunteers at a specific Council meeting. 3) Plan an event, i.e. trip to a game, theater, etc. "on the City" as a way of saying thanks. 4) Incorporate "thank you" ceremonies into already scheduled, twice annual, Council/Commission meetings. Employee Suggestion No. 87-01 February 20, 1987 Page Two 5) Annual recognition dinner for Council appointed committees only - Planning Commission, BOZA, PRAC, HRA. The Council should determine if there should be any type of recognition, what form that recognition should take, who is invited, and what fund expenses should be taken from. lb 73 CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 18, 1987 For Council Meeting of February 23, 1987 TO: James G. Willis, City Manager, through Fred G. Moore, Director of Public Works FROM: Sherman L. Goldberg, City Engineer SUBJECT: Project Status Report Attached you will find project status reports for all of our current public improvement projects. Sherman L. Goldberg, P.E. SLG:kh Attachments: Correspondence Payment Schedule PUBLIC IMPROVEMENT PROJECTS APPROVED PAYMENTS From 01-21-87 to 02-09-87 Report No. 27 Payment Date No. Recd Contractor 1 2-3-87 Layne -Western Co, Inc 1 2-2-87 Anderson Bros. Const. Date of Project Approval Amount Deep Well No. 8 2-6-87 $20,293.90 Proj. 625) Fernbrook Lane 2-6-87 45,213.73 Proj. 544) CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 19, 1987 For Council Meeting of February 23, 1987 TO: James G. Willis, City Manager FROM: Fred G. Moore, Director of Public Works SUBJECT: Construction of New County Road 9 City Project No. 642 On February 3, 1987 Hennepin County awarded a contract for the con- struction of New County Road 9 from Nathan Lane to 1-494. The contract was awarded to C.S. McCrossan Company for approximately $4,000,000. The contractor began the removal and clearing of trees the first week of February. Last Monday, February 16th the contractor began the muck excavation in the marsh area adjacent to and East of Larch Lane. The contractor will continue on clearing of trees and muck excavation until weather permits grading to begin on the project. The contractor has 90 working days to complete the construction. Working days do not begin officially until April 15th. After April 15th a working day will depend upon weather conditions. Based upon a normal construction season the project should be completed by mid November, with the exception of seeding and sodding which will probably not occur until the spring of 1988. The road surface should be completed and opened to traffic before the end of the 1987 construction season. Fred G. Moore, P.E. FGM:kh Bonestroo, Rosene, Anderlik & Associates, Inc. 2335 W. Trunk Highway 36 St. Paul, MN 55113 612-636-4600 February 18, 1987 City of Plymouth 3400 Plymouth Boulevard Plymouth, MN 55447 Attn: Sherman L. Goldberg City Engineer Re: Project Status Report Our File No. 70 Dear Sherm: Engineers & Architects Listed below is the project status of current projects: Project 542 - Olive Lane - ACG, Inc. Otto G. Bonestroo, P.E. Robert W. Rosen,, P.L. Joseph C. A nderhk, P.E. Bradford A. Lemberg, P.E. Richard E. Turner, P.E. James C. Olson, P.E. Glenn R. Cook, P.E. Keith A. Gordon, P.E. Thomas E. lvuyes, P.L. Richard W. Foster, P.E. Robert G. Schumchr, P.E. Marvin L. Survida, P.E. Donald C. Burgardt, P.E. Jerry A.Bourdon, P.E. Mark A. Hanson, P.E. Ted K. Field, P.E. Michael T. Ruulmann, P.£, Robert R. PfefJerle, P.E. David O. Luskotn, P.E. Thomas W. Peterson, P.E. Michael C. Lynch, P.£. Karen L. Willis, P.E. James R. Muland, P.E. Kenneth P. Anderson, P.E. Keith A. Bachmann, P.E. Murk R. Rolfs, P.E. Robert C. Russek, A.I.A. Thomas E. Angus, P.E. Scott L. Young, P.L. Charles A. Erickson Leo M. Puwelsky Horton M. Olson Susan M. £berlin Construction completed. Minor restoration items to be completed in the Spring. Final bituminous surfacing to be installed under the 1987 street surfacing project. During development of the shopping center, part of the screening berm and tree plantings were installed within the right-of-way of 14th Avenue requiring the City to adjust the location of the concrete sidewalk. There is some concern by the Developer that some of the trees roots may have been affected by the sidewalk construction. The amount and impact of potential root damage, if any, cannot be determined at this time. A review of this will be made in early June 1987 with the Developer and the City Staff. Proiect 544 - Fernbrook Lane - Anderson Brothers Pre -construction meeting held in January 1987. Contractor started placement of aggregate for surcharge area in January. First stage of surcharge com- pleted. Testing firm anticipates settlement to take place within the next six to nine months. Additional material to be placed on surcharge in April after partial settlement. Change order has been prepared for the extension of Fern - brook Lane along the proposed Kings North Addition. 2116e Page 1. 30 Year Anniversary City of Plymouth February 18, 1987 Plymouth, Minnesota Re: Project Status Report Our File No. 70 Project 431 - Water Treatment Plant The design phase of the Plymouth Water Treatment Plant is proceeding on sche- dule. Most architectural and process design is now complete. The structural, mechanical and electrical design decisions have also been made. The project site application package is complete and will be submitted to the Planning Department this week. The contract drawings have been drafted; details and dimensions are currently being added. The technical sections of the contract specifications are being completed. It appears that the plans and specifica- tions will be completed on schedule by the second week in March. Well No. 8 is being bailed to develop a cavity. The Contractor is starting to drill Well No. 9. If you have any questions, please contact me. Yours very truly, BON T 0, R SENE ;-ANDERLIK & ASSOCIATES, INC. Harlan M. Olson HMO/aes Page 2. 2116e Bonestroo, Rosene, Anderlik & Associates, Inc. 2335 W. Trunk Highway 36 St. Paul, MN 55113 612.636.4600 February 17, 1987 City of Plymouth 3400 Plymouth Boulevard Plymouth, MN 55447 Engineers & Architects Attn: Mr. Fred G. Moore Director of Public Works Re: Wells 8 & 9 Plymouth, MN Project No. 625 Our File No. 70229 & 70231 Dear Fred: Otto G. Boneslroo, P.E. Robert W. Rosene, P.L. Joseph C. Anderlik, P.E. Bradford A. Lemberg, P.E. Richard E. Turner, P.E. James C. Olson, P.E. Glenn R. Cook, P.E. Keith A. Gordon, P.E. Thomas E. Nuyes, P.E. Richard W. Foster, P.E. Robert G. Schunuht, P.E. Marvin L. Survalo, P.E. Donald C. Burgardt, P.E. Jerry A. Bourdon, P.E. Mark A. Hanson, P.E. Ted K. Field, P.E. Michael T. Routmann, P.E. Robert R. Pfefferle, P.L. David O. Loskutu. P.E. Thomas W. Peterson, P.E. Michael C. Lynch, P.E. Karen L. Willis, P.E. James R. Maland. P.E. Kenneth P. Anderson, P.E. Keith A. Bachmann. P.E. Murk R. Rolls, P.E. Robert C. Russek, A.I.A. Thomas E. Angus, P.E. Scan L. Young, P.E. Charles A. Erickson Leo M. Pu welsky Harlan M. Olson Susan M. Eberhn Enclosed is the monthly bar chart schedule for your information. Approxi— mately 150 cu. yds. of sandrock has been removed from Well 8. As sandrock is being easily removed the contractor will use a service truck and compressor at Well 8 for bailing. The drill rig is being move to Well 9 to start drilling at that well. Yours very truly, BONESTR00, ROSENE, ANDERLIK & ASSOCIATES, INC. Richard W. Foster RWF:et 2077e 34 Year Anniversary 0 c CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 19, 1987 For Council Meeting of February 23, 1987 TO: James G. Willis, City Manager FROM: Fred G. Moore, Director of Public Works SUBJECT: Council Chamber Sound System At the January 26th Council Meeting the Council directed that a Task Force be established to address the sound system in the City Council Chambers. Items to be considered are as follows: 1. Audio levels in the home 2. Audio levels in the Council Room 3. People speaking at the podium cannot be heard by the audience. The Council suggested that the Task Force consist of Cable TV representatives, Paul Steigerwald, City Staff and the sound system supplier. I have been unable to schedule a meeting where all members could be present, but have discussed the items which are to be addressed with each Task Force member. On February 4th I met with Terry Fish of Northwest Community Television. Terry is a technician with NCT. Terry viewed approximately fifteen minutes of various 'portions of the video tape of the previous City Council Meeting. Terry's comments were that for a Cable TV production outside of a studio we had excellent quality, sound level and lack of interference. Our sound level is very similar to that on the adjacent major network channels. Mr. Fish also reviewed the equipment for the sound system within the Council Chambers and for broadcasting over Cable TV. His only item of concern was the "paper noise" that he heard on the video tape. His comments were that we could maybe try a different type microphone, but it would probably not be any more effective than our existing microphones. Our existing microphones are able to receive for broadcast all conversations at the City Council table. Although a different microphone mounted at each end of the City Council table might reduce "paper noise", Memo: James G. Willis February 19, 1987 Page Two it may not be effective for the broadcast of Councilmember's comments. Another option would be to have each person at the Council table wear a lapel microphone". This would be the most effective way to ensure that we receive all Councilmember's conversations, but eliminate extraneous noise from the room. This would be effective since the lapel microphone has a fixed distance from each member and does not vary throughout the meetings as members move their chairs. Mr. Fish also looked at the public address system within the Council Chambers. He stated that he was not well versed in the requirements of these type of systems, but he thought a problem might be the acoustics within the room. The room is a very "hard" room and the sound bounces from the walls and ceiling. He suggested we contact a professional audio company to analyze the room and suggested two firms. I have also talked with George Torline, the person on the City's Cable TV Staff that is responsible for the telecast of the City Council meetings. Attached is a memo from George addressing some experimentation he will be doing with the microphones at the February 23rd meeting. George will also be preparing a detailed response in regard to enhancements that he thinks could be performed to improve the tonal quality and the feedback problems which are occasionally experienced. As of this time I have been unable to meet with Paul Steigerwald, but have a meeting established previous to the Planning Commission Meeting on February 25th. I would expect to have all comments and input by members of the Task Force in order that a final report can be made at the March City Council Study Meeting. Fred G. Moore, P.E. FGM:kh Attachment: Memo DATE: February 17, 1987 TO: Fred Moore, Director of Public Works FROM: George Torline, Video Producer SUBJECT: Council Chambers Sound System I will be out of town this week, and shall return Sunday, February 22, 1987 in the evening. I would like to try an experiment with the microphones during the day on Monday, February 23, 1987. The experiments entailed would be to try acoustical insulation barriers to reduce feedback possibilities and to reduce 'paper ruffling' noises by encouraging a directional polar pick-up response from the microphones. I am planning on submitting a detailed response in regards to enhancements that could be performed to enhance tonal quality and the feedback problems occasionally experienced. If you would like the results of my experiments with the microphones and insulation with the report, please let me know upon my return on the 23rd. LCEIN'ere Lefler Iienue(IN Brie» K llr awz a Professional Association February 18, 1987 2000 First Bank Place West Minneapolis Minnesota 55402 Telephone (612) 333-0543 Mr. James G. Willis Telecopier (612) 333-0540 City Manager Clayton L. LeFevere CITY OF PLYMOUTH Herbert P. Lefler 3400 Plymouth Boulevard J. Dennis O'Brien Plymouth, Minnesota 55447 John E. Drawz David J. Kennedy Joseph E. Hamilton RE: Determination of Lowest Responsible Bidder John B. Dean Glenn E. Purdue Richard J. Schieffer Dear Jim: Charles L. LeFevere Herbert P. Lefler III The City Council has asked me to address the legal issuesJamesJ. Thomson, Jr. Thomas R. Galt relating to the determination of the lowest responsible Dayle Nolan bidder. The request stems from the provision under state Brian F. Rice law that, in most situations, requires the City to awardJohnG. Kressel James M.Strommen contracts to the lowest responsible bidder. Ronald H. Batty William P. Jordan I. FACTORS TO BE CONSIDERED IN DETERMINING THE LOWEST Kurt J. Erickson William R. Skallerud RESPONSIBLE BIDDER Rodney D. Anderson Corrine A. Heine A. "Lowest." David D. Beaudoin Paul E. Rasmussen Steven M. Tallen Making the determination of which bid is the Mary F. Skala lowest" is usually not a controversial matter. The Christopher J. Harristhal Timothy J. Pawlenty determination, however, is not based solely on the bid Rolf A. Sponheim price. The quality, suitability, and adaptability of the product for the use for which it is intended can also be considered. In other words, the value of the product is not always determined by price alone. The Minnesota Supreme Court has held that a municipality has discretion to consider factors other than price when the subject of the bid is not capable of precise or exact specifications. Ottertail Power Co. v. Village of Elbow Lake, 49 N.W.2d 197 (Minn. 1951). In making the determination of which bid is the lowest, factors such as energy costs, maintenance costs, and salvage value can be considered. Typically these items are addressed in the specifications so that the bidders are advised in advance of what factors will be considered in determining the lowest bid. Mr. James G. Willis February 18, 1987 Page 2 B. "Responsible." The lowest bidder must be awarded the contract if the bidder is "responsible." The term "responsible" imports not only financial responsibility, but also integrity, skill, ability, and the likelihood that the bidder will do satisfactory work. In determining the responsibility of the bidders, the City should not only ascertain the pecuniary ability of the bidders to perform the contract, but should also ascertain which ones, in point of skill, ability, and integrity, would be likely to do faithful, conscientious work, and fulfill the terms of the contract. Kelling v. Edwards, 134 N.W. 221 (Minn. 1912). Other courts have indicated that moral worth can also be considered. Dairymen's League Cooperative Association, Inc. v. Perrini, 282 N.Y.S.2d 887, 889 (N.Y. S. Ct. 1967). Although courts generally agree on the factors to be taken into consideration in determining whether a bidder is "responsible," there is some disagreement about whether the term "lowest responsible bidder" allows the municipality to consider the relative responsibility of the bidders. The only Minnesota case dealing with responsibility of bidders does not explicitly take a position on whether relative responsibility of the various bidders can be considered. Kelling v. Edwards, 134 N.W. 221, 223 (Minn. 1912). The implication of that case is that the government body should not consider relative responsibility but rather should only consider whether each bidder is in fact responsible. The California Supreme Court has explicitly held that the government body should not consider relative responsibility in determining who is the lowest responsible bidder: Me hold that the contract for public construction project must be awarded to the lowest monetary bidder as commanded by section 25454 unless it is found that the lowest bidder is not responsible, in the sense defined above. There is no basis for the application of relative superiority concept under that section and if petitioners applied such standard in selecting Swinerton rather than Argo as the contract or the award cannot stand. City of Englewood -Los Angeles County Civic Center Authority v. Superior Court of Los Angeles County, 500 P.2d 601, 605 (Cal. 1972). Mr. James G. Willis February 18, 1987 Page 3 At least one court, the North Dakota Supreme Court, has implicitly recognized the propriety of considering relative responsibility. In upholding an award of a contract to a bidder who was not the lowest, the court wrote: There is no showing that (the council) did not exercise their best judgment within the discretion they possessed in selecting the lowest responsible bidder, nor that they acted in bad faith or other than for the best interests of the county. In their judgment the small difference in dollars between the bids offered might be far outweighed by the ability, efficiency, and facilities of the contractor to whom the award was made. It is not shown in the record that either Nietermeyer or Schmidt possessed a responsibility in this sense equal to that of Joyce. Chaffee v. Crowley, 190 N.W. 308, 308-309 (N.D. 1922). In summary, the determination of whether a bidder is responsible" must be made by referring to the contract documents, including those pertaining to the qualifications of bidders. The best practice is probably not to consider the relative responsibility of the bidders, but rather to make an independent determination as to whether a particular bidder is "responsible," i.e. is it likely that the bidder will perform the work satisfactorily? II. PROCEDURAL REQUIREMENTS OF DETERMINING THE "LOWEST RESPONSIBLE BIDDER." Lowest responsible bidder" provisions authorize the awarding agency to investigate and consider the bidder's background before making its award. Dairymen's League Cooperative Association, Inc. v. Perrini, 282 N.Y.S.2d 887, 889 (N.Y.S.C. 1967). If the background investigation leads the awarding agency to believe that the lowest bidder is not "responsible," a question arises as to what procedure is necessary before the awarding agency awards the contract to the second lowest bidder. W]here a bid is rejected as being made by an irresponsible bidder, there must be some fact tending to show that the bid is not that of a responsible bidder." Kelling v. Edwards, 134 N.W. 221, 222 (Minn. 1912)(low bidders were "irresponsible" due to their default on other ditch contracts with the county.). Mr. James G. Willis February 18, 1987 Page 4 Most authorities agree that the lowest bidder is entitled to some sort of hearing before it is denied the contract on the ground of "irresponsibility." City of Inglewood -Los Angeles County Civic Center Authority v. Superior Court of Los Angeles County, 500 P.2d 601 (Cal. 1972); McQuillan, Municipal Corporations §29.73 (1986); Antieau, Municipal Corporation Law, §10.52 (1983). The hearing need not be a full evidentiary hearing with a full panoply of judicial trial procedures, including pleadings, cross-examination of witnesses and formal findings. Nor must the awarding authority "conduct FBI investigations, hold elaborate hearings, adhere to legal rules of evidence, and function as a judicial body." Id. The California Supreme Court has given the most specific direction relating to a hearing requirement: We hold that prior to awarding a public works contract to other than the lowest bidder, a public body must notify the low monetary bidder of any evidence reflecting upon his responsibility received from others or adduced as a result of independent investigation, afford him an opportunity to rebut such adverse evidence, and permit him present evidence that he is qualified to perform the contract. 500 P.2d at 607. III. JUDICIAL REVIEW OF THE DETERMINATION OF THE "LOWEST RESPONSIBLE BIDDER." The Minnesota Supreme Court, in 1911, reached the following conclusion about judicial review of the determination of responsibility of bidders: t]he determination of the responsibility of bidders calls for the exercise of deliberation and discretion of a judicial nature . . . it is also well settled that the exercise of this discretion by such officers or boards will not be interfered with by the courts, except for fraud or abuse. This discretion, however, is not arbitrary or unlimited, but must be exercised in the interest of the public . . . and where a bid is rejected as being made by an irresponsible bidder, there must be some fact tending to show that the bid is not that of a responsible bidder. Kelling v. Edwards, 134 N.W. 221, 222 (Minn. 1912). More recent case law from other jurisdictions is generally consistent with that statement of the Minnesota Supreme Court, although there has been some elaboration on the standard of judicial review. When an awarding agency has Mr. James G. Willis February 18, 1987 Page 5 exercised its discretion in awarding the contract, there is a presumption that such an action is regular and lawful and this presumption can be overcome only by proof that the agency acted without justification. McQuillian, Municipal Corporations, §29.73 (1986). IV. RECOMMENDED PROCEDURE TO BE FOLLOWED IF THE CITY DECIDES NOT TO AWARD A CONTRACT TO THE LOWEST BIDDER ON GROUNDS OF IRRESPONSIBILITY. If the City determines that the lowest bidder is not responsible," it must act with care so that its award to a higher bidder cannot be successfully challenged in the courts. The City should notify the lowest bidder of its intended action a reasonable time before the proceeding at which it will take action. The City should inform the lowest bidder of what facts lead it to conclude that the lowest bidder is not "responsible." The lowest bidder should have adequate time to rebut the facts indicating irresponsibility and to marshal further facts indicating responsibility. The lowest bidder should have the opportunity to present its case at a proceeding before the City Council. If, after the hearing before the City Council, the lowest bidder is deemed not responsible, the City Council should state in its resolution specific facts indicating in what ways the lowest bidder is not responsible. It should refrain from comparing the lowest bidder's level of responsibility with the level of responsibility of the bidder who will be awarded the contract. It is, however, essential, that the bidder who is eventually awarded the contract is in fact the next lowest, responsible bidder. I will be prepared to discuss at the next City Council meeting any questions that the City Council might have regarding this subject. Sincerely, LeFEVERE, LEFLER, KENNEDY, O'BRIEN & DRAWZ N J mes J. Thomson, JA JJT/cmt 0066ME03M34 7C- CITY 7c CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 18, 1987 for City Council Meeting February 23, 1987 TO: dames G. Willis, City Manager FROM: Blair Tremere, Community Development Director SUBJECT STATUS REPORT ON SENIOR CITIZEN HOUSING MARKET STUDY SUMMARY: Stage I has been completed. The agreement with the consultant, Quality Decisions, Inc., provides for the determination by the City whether to proceed. We recommend that the Council direct the work to continue through Stage II, based upon the findings in Stage I. Funding of this project is through the Community Development Block Grant (CDBG) Program. Judy Marshik of Quality Decisions, Inc., is the consultant retained by the City to conduct a Market Study and Analysis of the needs and demands for Senior Citizen Housing in the City. She has completed Stage I of her effort and has been actively meeting with the Sr. Advisory Task Force, as well as reporting to the Housing and Redevelopment Authority (HRA) at their last meeting. The completion of Stage I is significant in that the study was structured so that at the end of each stage, a review could be made by the City as to whether we should proceed to the next stage. The Sr. Advisory Task Force and staff find that there is a basis for proceeding to Stage II. The data generated during Stage I indicates a population base and perceived need which would warrant further study, analysis, and the completion of the detailed mailed questionnaire which Ms. Marshik would be producing. The consultant has been asked to attend the City Council meeting to answer any questions the Council may have. The attached material would provide a good basis for understanding the scope of the work and the progress to date. We will be prepared to address this in further detail, including a report on the findings and recommendation from the HRA meeting scheduled for Thursday, February 19, 1987. AttarhmPnt The City of Plymouth Department of Planning and Development Senior Housinq Market Research Task Force February, 1986 SUMMARY FZT-7 POF-i"1, OF STAGS I In January, 1987. a Task Force of community citizens was formed to provide advice to Quality Decisions, Inc. Quality Decisions was hired by the City to conduct a market analysis of the City of Plymouth, and especially of a selected site within the City, for the need for senior housing. The Task Force has met four times and the first stage of this four stage project is completed. It is the recommendation of the Task Force to proceed with the second stage of the project. Findings produced by an analysis of the city's demographics, an analysis of the housing competition and in-depth interviews with 10 citizens who have knowledge of the needs of seniors have all supported the need for senior housing within the city's boundaries. In order to help the Housing and Redevelopment Authority and the City Council understand the strong support of the Task Force for the continuation of the market research, this report has been prepared to provide a brief summary of the three studies conducted to -date. Detailed findings are available from Milt Dale. Housing Specialist, on city staff and from Duality Decisions. Inc., the consultant. THE DEMOGRAPHIC ANALYSIS Five demographic traits of tables comparing the cities consultant. The cities which Plymouth Orono Medina/Loretto Wayzata Minnetonka each of 10 cities were studied and on these traits were prepared by the were studied were: Maple Grove St. Louis Park Golden Valley Brooklyn Center New Hope The significant findings are listed below: PERTH FEE 7 ^ 1987 CITY, Ur.1_1'lWOUTH COMMUNITY EVELOPV ENT DEPT. 1) Plymouth has had a huge growth in population in the past 15 years and this growth is projected to continue into the next decade. The growth of the population in Plymouth between 1980-1990 is projected to be about 21,521 persons. 2) The number of households is increasing at even a higher rate than the number of persons. This is in part due to a state and national trend toward smaller households. The household growth rate between 1980-90 is projected to be 8,088. Households are significant to study when determining housing needs since each household requires a housing unit. Page 1 Quality Decic5ion,5, Inc. MINNEAPOLIS, MINNESOTA I The City of Plymouth Department of Planning and Development Senior Housing Market Research Task Force February, 1986 3) The growth in the senior population Cover age 6S) is even higher than the rates of growth of the general population and of households. The number of seniors will grow from 1,100 in 1980 to 3,685 in 1990. This is more than a 200% increase. 4) The median income of seniors is on the rise throughout all the cities studied. In 1985, the median income of seniors in Plymouth was estimated to be: Age 65-74 $22,061 Age 75+ 517,101 By 1990, median income is projected to be: Age 65-74 $28,125 Age 75+ $22,101 This broadens the type of housing options that can be offered to seniors, and makes the market rate housing option a more realistic alternative. 5) The median income of Plymouth seniors is higher than income for all of the cities studied except Golden Valley and Maple Grove. THE COMPETITIVE ANALYSIS Questions were asked of all of the 10 key informants and studies were conducted using data from the Metropolitan Council, The Apartment Guide and one-to-one phone calla to selected housing units. The City of Plymouth has no senior housing within its city boundaries. The closest senior housing rings the city on its periphery. The map on the next page is copied from a document published by the Metropolitan Council and shows the placement of senior housing of all types. The closest housing in to the south and east. Housing options include: 1) Subsidized housing: 11) Hillcrest Apartments, Loretto 16) Maple Terrace, Maple Plain 2) Boardwalk, Wayzata 5) Dover Hill, Golden Valley 10) Hamilton House, St. Louis Park 18) North Park Plaza, New Hope 2) Market Rate Rentals 30) Chardon Courts, New Hope 32) North Ridge Congregate Housing 36) St. Therese Residence 3) Owned Housing 37) Calvary Cooperativ(ua]'L T DecislollcS, Inc. 1 l J MINNEAPOLIS. MINNESOTA Page 2 r 1 M1 1 gipan i Darton Ch phn 11 L------------------- rr+-----* I'---------- Ma ose• I i 1 1 " 1DlreO :• ppklyn Pa•k GnenMm 1 Cerco•an 1 . U 1 klyn nt 1- 11i3 1 NE NEPIN 2 1 LorelTo J I a, Ne 1 _ M.P. h 1 1 hon Ina Mena Metl,na i Ply- to 1 a 1 n1 1 1 also, Pit. n , Metli L_SL 1 l'•tl a. M 1 t Lake 1 alle Long Me ---_ -_-- _ r•a \ 1 Orono - 1 L' I Mmnet•nta Y MI ohs Park 1 h M,n Tonka 1j01ien 11 ms 4.. rJ1 t ' C 1 1V lo v • _- 1 j 1 O TgI 1 I l 1 • T Shomeroad w-_-- -L'--_ 460.6 ,cnMld OSUBSIDIZEDRENTAL 3 ` 1 r i 17 1. ARCHER HEIGHTS APARTMENTS ti Minnetonka Eden P•ame 1rh A2. BOARDWALK^ 0 Weytata 3. ROOKS LANDING Brooktyn Park 61 to - 4. CALVARY CENTER APARTMENTS Golden Valley p- S. DOVER HILL Golden Valley, 22. SHINGLE CREEK TOWER 6. DOW TOWERS Brooklyn Ctmter Hopkins 23. SOUTH HAVEN _ 7. EDENDALE RETIREMENT RESIDENCE Edina Eden Prairie 21. SOUTH SHORE COMMUNITIES S. GIDEON POND E glsior Bloonnywon 26. WESTONKA B. G LANDING Mound Minnetonka 26. YORKT0INN CONTINENTAL y OWNED .. - 10. HAMILTON MOUSE Et. Ltwis Park no, 27. CALVMY CENTEII COOPERATIVE it. HILLCRESTAPARTMENT'S S 0 MARKET4IATE RENTAL GallonValIM Loretto .. .: 38. CASTLE RIDGE OONOOMININME t-. -- 12. HILLSIDE TERRACE 1.:Z.+•- :27i BROOKWOOD ESTATES Eden Prairie Lay lake T BrooklynCalner 3:. COVENANTMANOR p.!'' a f•'. s.4titg a& A- 13. L-'THOPKINSVILLAGE -• 7/. BROOKWODD MANOR - Golden Valley 1 Hi pkins _ Brooklyn Cw"e• 40. FRIENDSHIP VILLAGE 0i PLOOMMINSION- 14. INDIAN KNOLL MANOR 2:. CHAPEL VIEW APARTMENTS Sloorein:ton , r._,.-s : s._.••rr.r,' { " i Mound - Hopkins 41. KENZINGTON --' - 15. KNOX LANDING `-f 30. CHARDON COURT - ;_ St. An~v " • . loorniryton Naw Hope 42. LAKE SHORE DRIVE CONDOMINIUMS 16. MAPLE TERRACE 31. - HERITAGE MANOR `- Richfield Meta lain Edina 43. LEE SQUARE COOPERATIVE 17. MENORAH LAZA 32. NORTH RIDGE CONGREGATE HOUSING Robbinadeie St. Lmis Mk Nae Hop 44. WOODLAKE POINT 11. NORTH ARK LAZA - - 33.-REMBRANDT _ S Richfield Hew Ilops Edwa 45. 7500 YORK COOPERATIVE 19. PLEASANT PLACE APARTMENTS 34. RIDGEPOINTE Ed'ne Ropers YiNnesonka 20. RICHFIELOTOWERS 36. ROYSET _ O sHAl1ED 21. Richfield ROSSINS LANDING Niru --. 36. ST. THERESE RESIDENCE 46`,'OGOODNEIGHBOR RESIDENTIAL CARE HOME-EOINA R°°°""'d"e a S Pale 3 : The City of Plymouth Department of Planning and Development Senior Housing Market Research Task Force February, 1986 Subsidized housing is all full and has long waiting lists. The market rate rental housing varies. Horth Ridge and St. Therese have waiting lists and Chardon Courts and Calvary Cooperative have units available. The key respondents interviewed agreed that Plymouth seniors are relocating_ outside the area because housing options are not available within the area. They either relocate or they stay in their single family dwellings because they choose to remain in the area and do not want to move to housing outside the area. THE KEY RESPONDENT INTERVIEWS As a part of Stage I, 10 persons were selected by the Task Force as being persons who had experience with senior housing or had knowledge of senior needs. Face to face interviews were conducted with these individuals who included: 1) Kay Bauman: Plymouth resident and a senior who has shopped for senior housing in the area and is very involved in the senior network. 2) Judith Chmeilewski: Assistant Pastor at St. Mary's of the Lake in Plymouth who works extensively with seniors. 3) Mr. and Mrs. Lloyd Delsart: a senior couple living at Calvary Cooperative. 4) Fidel Eckes: a resident of Hamel who has served on a church committee to study senior housing needs in the Hamel area. 5) LaDonna Hoy: Coordinator of Interfaith Outreach in Wayzata, who works with many seniors. 6) Mr. and Mrs. Roy Johnson: Roy and Phyllis have been very involved in the senior community and have worked with Calvary in the planning of their housing units since the 1970s. 7) Al Illies: former mayor of Minnetonka and a senior. 6) Becky Loegering: an involved senior who rents out housing. 9) Chuck Morris: a Plymouth area builder who does lots of projects for senior homeowners. 10) Marcy Shapiro and Bruce Larson: West Hennepin Human Qu 1i g MINNEAPOLIS, MINNESOTA Page 4 The City of Plymouth Department of Planning and Development Senior Housing Market Research Task Force February, 1986 Interviews with these individuals revealed that there is no housing being planned for the Plymouth area. All of the respondents were in favor of the project and the site, although some commented that it would probably be inadequate for the city-wide needs of seniors for housing options. ?fest of the respondents thought that the housing would be successful, if it were planned with input from the seniors and if it was a quality project. The site was also reviewed by these experts and the most common concerns centered around the lack of shopping in the area and the concern that not enough area transportation would be available for the active senior, who wants to get around, but chooses not to drive. The need was perceived as immediate by 8 of the respondents, who commented that even if building began tomorrow. it would take 2-3 years to complete and by that time the need would be urgent. Others also remarked that there would be a growing future need that would probably not be met by this project alone. SUMMARY_ In light of these findings, all of which support the general need for senior housing, the Task Force would like to proceed to the next stage and gather opinions from the seniors themselves as to their perception of the need and their definition of what type of housing is needed and what is affordable. Should this stage prove fruitful and confirm the findings of the first stage, the Task Force will return to the HRA and the Council to seek permission to complete the final stages of the project. Qalitv Deci,51om, Inc. J MINNEAPOLIS, MINNESOTA Page 5 CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 12, 1987 TO: Housing & Redevelopment Authority Commissioners FROM: Milt Dale, Housing Specialist SUBJECT SENIOR HOUSING SURVEY, PHASE I REPORT AND RECOMMENDATION At this time, the consulting firm of Quality Decisions Inc. has nearly completed Phase I of its senior housing survey. The last meeting of the informal Housing Task Force was held on Wednesday, February 11th and the concensus of the Task Force members present, the consultant and me was to proceed to Phase II. This recommendation was based primarily on the demographics and the responses of the ten key respondents interviewed in Phase I of the surevey. Phase II involves the mail survey of all persons over 65 years old in the Plymouth area. The demographics alone provide a very strong case for the provision of housing for seniors now living in Plymouth and for those seniors who wish to continue living in Plymouth in the future. Projected growth of the over -65 population in Plymouth is anticipated to triple between 1980 and 1990. Other demographic information also makes a strong case for looking more in depth at what the demands may be for senior housing in Plymouth in the next few years. The consultant will have a report at the meeting. Judy Marshik will attend the meeting to explain the report more fully and to answer questions. The HRA should develop a recommendation for the City Council as to whether the study should proceed to Stage II. Attachment: Four Stages of the Plymouth Study Plymouth Market Study Proposal Handout October, 1986 F O U R S T A G E S O F- -F H E F L Y M O U T H S T U D Y STUDY STAGE I STUDY DECISIONS Demographic studies of the area and an analysis of the competition in the area. Community key respondent interviews and interviews of a few selected seniors. Does the market look good enough to proceed to Stage II? Do the interview findings indicate a climate favorable to the service ideas? Are the initial impressions of needed housing similar to what you would like to build? Does the market look good enough to proceed to Stage II? STUDY STAGE II STUDY DECISIONS Conduct a survey of seniors in the service area. Do the findings indicate support for the type of services/housing you want to offer and the financing you would like to use? What are initial impressions about pricing, service packages, amenities and so on? Is there support for Stage III? STUDY STAGE III STUDY DECISIONS Conduct focus groups of seniors in the service area who are prospective service users. How should the services look? What are some initial suggestions for marketing the housing? What types of services will be essential to be attractive to the prospective market? STUDY STAGE IV STUDY DECISIONS Marketing planning for the future. Who is accountable for various aspects of the follow-through steps. What timetable will be followed? At what point will progress be evaluated? duality Ueci,51on,5, Inc. NOTES FROM FEBRUARY 11 MEETI G ` WILL BE INCORPORATED INTO MIN T !!.03/2066 73/ Moommerce Bouiev..d 373/Mound, M:V 55361 FOR MEETINGS ON FEBRUARY 11 AND Ien172-7773 OBSERVATIONS ON THE DEMOGRAPHIC TABLES: TABLE I• 1. Plymouth population percentage changes are greater than any of the surrounding communities except Maple Grove. 2. In 20 years, plymouth will have increased its population about 3S,000 persons. 3. In 1985, Plymouth is estimated to have a larger population than St. Louis Park or Minnetonka. 4. Wayzata is shrinking in total population. S. Golden Valley is shrinking too and both these suburbs are neighbors of Plymouth. TABLE II. 1. Plymouth's household percentage changes is greater than its population change. 2. Wayzata is losing households. 3. Averaqe household size is 2.78. Plymouth is 2.85/household. Maple Grove is 3.15/household. TABLE._III._ 1. Minnetonka has the highest number of people of 5S and over of the suburbs studied and Plymouth is second. 2. Plymouth is in the third place for the number of persons 65-74 years of age. 3. The ratio of females to males increases with the older age groups. 4. Within 10 years, Plymouth's over 65 population will more than triple. 5. Nine of the suburbs have the greatest number in the 25-34 year old age group but Maple Grove has its greatest number in the 35-44 year old age group. TABLE V. 1. The median income for persons over age 65 in Plymouth wil double in the eleven year period between 1979 and 1990. 2. Seniors with incomes under 515,000 is the single largest income category (the mode). 3. Plymouth has a higher percentage of seniors 7S and older who have incomes of S7S,000 or more than does St. Louis Park. 4. In 1990, all persons over S5 distribute more evenly between the listed income categories. SENIOR HOUSING MARKET STUDY TASK FORCE ROSTER 1. 6. Ms. Mable Swanson Ms. Melinda Kohrt, Club Coordinator 2510 Lancaster Lane Senior Community Services Plymouth, MN 55441 1001 Highway 7 T: S4S-7705 Hopkins, MN 55343 S. T: 933-9311 2. Ms. Marion Bauer 7. 11010 County Road 15 Ms. Christina Davenport Plymouth, MN 55441 1814 Yuma Lane T: S4S-6690 Plymouth, MN 55447 T: 473-8653 3. T: 559-2800 Ms. Marty Guritz 8. 73S Windemere Drive Ms. Ethel Snyder Plymouth, MN 55441 17730-D 19th Avenue North T: S41-1761 Plymouth, MN 55447 T: 473-6973 4. Ms. Joyce McCaughey 9. 3905 Lancaster Lane, #103 Mr. Blair Tremere, Dir.of Dev. Plymouth, MN 55441 City of Plymouth T: 544-2656 3400 Plymouth Boulevard Plymouth, MN 55447 S. T: 559-2800 Ms. Kay Bauman 35 Nathan Lane, # 203 10. Plymouth, MN 55441 Mr. Milt Dale, Housing Specialist T: 545-7134 City of Plymouth 3400 Plymouth Boulevard Plymouth, MN S5447 T: 559-2800 i• _ Quality Deasion,5, Inc. MINNEAYOLIS, MINNESOTA 1-1Ly of riymoutn Planninq and Development Senior Housing Market Study Task Force Minutes. January 2-1, 1987 M = ISI U 'T F= . I. Call to Order The Meeting was called to order at 9:30 a.m. Dale. Housinq Specialist. II. Attendance Present Marion Bauer Kay Bauman Milt Dale Christina Davenport Marty Guritz Melinda Kohrt Joyce McCaughey Mable Swanson Absent_ Ethel Snyder Blair Tremere by Milt The Tae.k Force welcomed Christina and Flay who were attendinq their first meetinq. III. Review of Key Respondent Interview Guide Judy Marshik shared copies of the interview guide developed by Quality Decisions and pilot tested on Al Illies. The Task Force reviewed the guide and made several suggestions for changes. Those changes were incorporated into the guide and the final copy of the guide is attached to these minutes. Task Force members were also helpful in providing the telephone numbers for some of the proposed interview candidates. IV. Preliminary Demographic Findings Several demographic tables were distributed to Task Force members. These tables were reviewed by the group as a whole. At the next meeting, the Task Force will discuss these tables further and the implication of the demographic findings to this pro3ect. V. Competitive Analysis Planning The Task Force reviewed a map of the Plymouth area and its surroundinq communities and defined the area in which they wanted competitive information on other senior housing projects. These competitive findings will be available at the next meetinq. QuahLy Decloslom, Inc. MINNEAPOLIS, MINNESOTA Page 1 city of Plymout , planning and DevelopmentSeniorHousingMarketStudy Task Force Minutes, January 21. 1987 V1. Next Meeting Date and Agenda The next meeting of the Task Force will be on February 11 at 9:,o a.m. in the City Council Chambers. At that time. the results of the key respondent interviews will be shared with members of the Task Force and additional data will be made available on demographics and competition. VIZ. Other Project Issues Task Force members agreed that they would like to visit the site at their next meeting. A trip to the site will be planned to follow the meeting. VIII. Adjournment The meeting adjourned at 11:25 a.m. QllahLy Decl,5lOncs, Inc. MINNEAPOLIS, MINNESOTA Page 2 City of Plymouth Planning and Development Senior Housing Market Study Task Force Minutes, January 6, 1987 M = ISI U -r E S I. Call to Order The Meeting was called to order at 10:00 a.m. Dale, Housing Specialist. II. Attendance Present Marion Bauer Milt Dale Marty Guritz Melinda Kohrt Joyce McCaughey Mable Swanson Blair Tremere III. Project Overview Absent Christina Davenport Ethel Snyder by Milt Blair Tremere, the Director of the Department of Planning and Development explained the history of the site which is being studied for possible senior housing. Although the City is interested in seeing if there is a need for senior housing in Plymouth, the City is not interested in developing and owning the housing property. The study is being done both to determine need and, if need exists, to encourage the development of the property by an outside party. At the conclusion of his presentation, Blair asked Task Force members to suggest the names of some Plymouth residents who are either retired architects or builders who could bring that expertise to this Task Force. Several names were suggested and these persona will be asked by City staff to loin the Task Force. IV. Brainstorming the Questions for the Key Respondent Interviews Judy Marshik from Quality Decisions, Inc. explained the process that would be used to gather information during the first stage of the project. She asked that Task Force members write down the questions that they would want to see addressed in order to help them determine if a need for senior housing exists in Plymouth. These questions were then recorded on newsprint so that the entire Task Force could share the results of the independent brainstorming activity. The results of this activity can be seen in Attachment A to these minutes. Quality Decision,5, Inc. MINNEAPOLIS, MINNESOTA Page 1 City of Plymouth Planning and Development Senior Housing Market Study Teak Force Minutes, January 6, 1987 V. Brainstorming Names for the Key Respondent Interviews Next, Task Force members listed the names of persona whose opinions they valued from in and around the Plymouth area. Once these names were listed, priorities were established for the ten interviews. Last, the names of two individuals were selected because they would be good persons to teat the interview on. The results of this brainstorming activity can be seen in Attachment B to these minutes. VI. Discussion of the Target Geographic Area for Demographic Analyses In order to prepare some preliminary demographic data, Judy asked the Task Force to determine the geographic area under study. A map of Plymouth and the surrounding suburbs was produced by Milt Dale. Task Force members agreed that they would like to see some basic demographic data on all the adjacent suburbs. These suburbs include: Corcoran Maple Grove Orono St. Louis Park Medina Golden Valley Wayzata Brooklyn Center Minnetonka New Hope Basic demographic data will be presented at the next meeting. VII. Future Meeting Dates/Agenda The Task Force discussed future meeting times and agreed that meeting during the daytime was preferable to afternoons or evenings. Wednesdays were selected as good days for most of the group. The meeting times will occur in the morning, if possible. Future meeting dates are: January 21, Wednesday. 9:30 a.m. - 11:30 a.m. February 11, Wednesday. 9:30 a.m. - 11:30 a.m. February 25, Wednesday, 9:30 a.m. - 11.30 8 -m - At the next meeting, a draft of the key respondent interview guide will be reviewed and finalized. In addition, basic demographic data will be presented and reviewed. VISI. Adjournment The meeting adjourned at 12 noon. Quality Decisions, Inc. MINNEAPOLIS, MINNESOTA Page 2 7r CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 18, 1987 For Council Meeting of February 23, 1987 TO: James G. Willis, City Manager FROM: Fred G. Moore, Director of Public Works SUBJECT: Revision of Sewer and Water Area Charges SUIDMARY: Based upon the increased cost within the sewer and water con- struction industry during 1986, it is my recommendation that there may be an increase of 4% to the existing sewer and water and connection charges. In July 1980 the City Council adopted revised area and connection charges for the water and sanitary sewer systems of the City. These new charges were based on the updated comprehensive plans prepared for each system. The charges are based on the cost to complete the construction of the trunk systems being paid by the undeveloped land which will be served by the sewer or water systems. In order that the connection and area charges could be kept current the rates were indexed to the American City and County Construction Cost Index, as published in the American City and County magazine. This index reflects the changes in the cost of materials and labor in both the general construction and building construction markets. The Assessment Policy states that the charges shall be reviewed and revised each January commencing in 1986 based upon the change in the construction cost index. The rates were last revised in April, 1985 with an increase of approximately 1%. In February, 1986 the rates were reviewed, but there was no change since the cost index had only risen 0.3% during 1985. The current referenced construction cost index is 365.2. The construction cost index for December, 1986 is 379.2. During 1986 this index rose approximately 3.5% or a total increase since our last rate revision in 1985 of 3.8%. k Memo: James G. Willis February 18, 1987 Page Two Based on the change in the index over the past two years, it is my recommendation that we increase rates approximately 4%. The following is a comparison of the existing area and connection charges and proposed new rates based on the increase in the cost of construction: Connection Charge SANITARY SEWER Proposed 310/unit Existing 300/unit Area Charge Residential Zones $ 375 per 1/2 acre or $ 360 per 1/2 acre or per dwelling unit per dwelling unit All Other Zones $1,020/acre 1075/acre WATER Proposed Existing Connection Charge $ 535/unit $ 515/unit Area Charge Residential Zones $ 670 per 1/2 acre or $ 645 per 1/2 acre or per dwelling unit per dwelling unit All Other Zones $2,015 1940/acre It is recommended that the City Council adopt the attached resolution for the proposed rates. The new rates would go into effect April 1, 1987. sem.--- FGM: kh Attachment: Resolution CITY OF PLYMOUTH Pursuant to due call and notice thereof, a meeting of the City Council of the City of Plymouth, Minnesota was held on the day of 1987. The following members were present: The following members were absent: introduced the following Resolution and moved its adoption: RESOLUTION NO. 87 - SETTING WATER AND SANITARY SEWER AREA AND RESIDENTIAL EQUIVALENT CONNECTION CHARGES WHEREAS, the City has obligated itself financially for the construction of sanitary sewer interceptors, trunks, force mains and lift stations, water trunk mains, supply and storage facilities for the benefit of present and future residents; and WHEREAS, it has been determined by this Council that the most equitable and reasonable way of financing said improvements is through a combination of area charge upon land benefited by such improvements, as well as connection charges for specific uses; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA: That the following water and sanitary sewer area and residential equivalent connections (REC) charges be and the same are adopted by the City of Plymouth for all land deemed to be benefited from water and/or sanitary sewer facilities which have not heretofore been assessed for said benefits by the City effective April 1, 1987: WATER Area Charges: Residential Zones $ 670 per 1/2 acre or per dwelling unit Business and Industrial Zones $2,015 per acre Residential Equivalent Connection Charges: Residential Zones $ 535 per dwelling unit Business and Industrial Zones See NOTE 1 below SANITARY SEWER Area Charges: Residential Zones $ 375 per 1/2 acre or per dwelling unit Business and Industrial Zones $1,020 per acre Residential Equivalent Connection Charges: Residential Zones $ 310 per dwelling unit Business and Industrial Zones See NOTE 1 below Resolution No. 87 - Page Two AND, FURTHER, the area charges shall be reviewed and revised each January, commencing in 1988, based upon the change in the American City and County Construction Cost Index as published in the American City and County, with the base index being 379.2. NOTE 1: Residential Equivalent Connection (REC) charges for business and industrial zones land shall be applied to each specific use in determining that particular uses water and sanitary sewer REC charges based upon the following: The relationship between the estimated annual demand (volume) for water and sanitary sewer service based upon one REC being equivalent to 72,000 gallons of water and 72,000 gallons of sewage flow per year as projected by the City Engineer for said use. The motion for the adoption of the foregoing Resolution was duly seconded by and upon vote being taken thereon, the following voted in favor thereof: The following voted against or abstained: Whereupon the Resolution was declared duly passed and adopted. LeFeN ere Lefler KennedN- 'h O'Brien SJ k. t1'ndr..iun;'I l^3 X i ati iciaiinn ` Eit bs 2000 First Bank Place West February 19, 1987 Minneapolis Minnesota 55402 Telephone (612) 333-0543 Telecopier (612) 333-0540 Mr. James G. Willis Clayton L. LeFevere City Manager Herbert P. Lefler CITY OF PLYMOUTH J. Dennis O'Brien 3400 Plymouth BoulevardJohnE. Drawz David J. Kennedy Plymouth, Minnesota 55447 John B. Dean Glenn E. Purdue RE: Request by Al Hilde, Jr. Regarding SpecialRichardJ. Schieffer Charles L. LeFevere Assessments Herbert P. Lefler III James J. Thomson, Jr. Dear Jim: Thomas R. Galt Dayle Nolan Brian F. Rice In a memorandum dated February 9, 1987 to the Mayor and John G. l S. CluLorraineS. Clugg City Council, requested eCilAlHildeJr. re ted thCity to James M. Strommen consider a policy/administrative improvement dealing with Ronald H. Batty special assessment collections. Mr. Hilde requests that William P. Jordan Kurt J. Erickson the City's "policy" of requiring property owners who William R. Skallerud prepay their special assessments after November 15 to pay Rodney D. Anderson interest for the succeeding year be modified. At the time Corrine A. Heine David D. Beaudoin that this issue was presented to the Council I indicated Paul E. Rasmussen a concern as to whether the City had the authority to Steven M. Taller, change the method of calculated interest on prepaid assessments. I have now had an opportunity to review the law regarding this subject, and it is my opinion that the City does not have the authority to waive either the interest due during the year of prepayment or the interest due in the succeeding year for those assessments that are paid after November 15. The rules governing special assessments are contained in Minnesota Statutes, Chapter 429. Those rules set forth precise procedures and practices that must be followed both by the City and an affected property owner. The rules specify procedures for the adoption, levying, paying, and collecting of special assessments. For example, the state law governs such things as the interest rate that can be charged on assessments, the time period in which the property owner can appeal the City Council's decision to levy a special assessment, and the procedure by which public works contracts can be let pursuant to a special assessment process. Mr. James G. Willis February 19, 1987 Page 2 Section 429.061, Subdivisions 2 and 3 deal with interest and prepayment of special assessments. Subdivision 2, states, in part, that interest on the first installment is calculated from the "date specified in the resolution levying the assessment . . . until December 31 of the year in which the first installment is payable and to each subsequent installment shall be added interest for one year on all unpaid installments." (Emphasis added). Subdivision 3 states in part that "the owner may at any time prior to November 15 of any year prepay to the treasurer of the municipality having levied said assessments, the whole assessment remaining due with interest accrued to December 31 of the year in which the payment is made". (Emphasis added). The above language clearly indicates that any assessment that is paid prior to November 15 of any year must include payment for interest up to December 31 of that year. The City has no authority to modify that legislative mandate. The specific facts of Mr. Hilde's situation involve a payment that was made between November 15, 1986 and December 31, 1986. He contends that in that situation a property owner should not be required to pay interest that accrues during the following year. While Mr. Hilde's request seems to make sense, the City cannot authorize something that is not permitted by the statute. In Anderson v. City of Bemidji, 295 N.W.2d 555 (Minn. 1980) the City Council for the City of Bemidji deferred one-half of an assessment for five years. The Minnesota Supreme Court held that the state law only allowed a city to defer the entire assessment, not merely a portion of it. The court held that, although there would seem to be no reason to allow deferral of an entire assessment but not a portion of one, the plain language of the statute precluded the deferral of only one-half of the assessment. Although not directly on point with the issue raised by Mr. Hilde, the Anderson case indicates that courts will strictly construe the provisions of Chapter 429. Prior to 1969, Section 429.061, Subdivision 3 stated that a property owner "may at any time . . . pay to the county treasurer the entire amount of any assessment remaining unpaid, with interest accrued to December 31 of the year in which such payment is made." Under the pre -1969 language, the Minnesota Attorney General concluded that a property owner who prepaid a special assessment anytime before December 31 was not required to pay any interest for the following year. If the assessment for the following year had already been certified to the county treasurer, the municipality should either decertify the Mr. James G. Willis February 19, 1987 Page 3 following year's installment or notify the county treasurer that the assessment had been paid. 0 . Atty. Gen., 408-C, Dec. 13, 1957. In 1969 the legislature amended Section 429.061, subdivision 3 to add the limitation that prepayment had to be made "prior to November 15." It appears that the purpose of that amendment was to require a property owner to pay an assessment before November 15 in order to avoid paying interest for the following year. It is my opinion that the effect of the 1969 amendment was to require property owners who want to prepay their assessments to do so by November 15 to avoid future interest charges. The City does not have the authority to modify the state law in that regard. Sincerely, LeFEVERE, LEFLER, KENNEDY, O'BRIEN & DRAWZ ames . Thomson, Jr. JJT/kjj Enclosure CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 20, 1987 for City Council Meeting of February 23, 1987 TO: Mayor and City Council FROM: James G. Willis, City Manager SUBJECT WHITTAR INDUSTRIES, INC.: AU 0 IZE MAYOR AND CITY MANAGER TO EXECUTE DOCUMENTS WITH RESPECT TO TRAN ER OF PROPERTY SUMMARY: Whittar Industries, Inc. is located on the corner of CountyRoad61and6thAvenueN. The company is in the business of wholesaling steel throughout the area. In 1976, the City issued Industrial Development Revenue Bonds for the initial construction on this site when the business was known as Whittar Metals. The business subsequently expanded in 1982 and additional bonds were issued. The 1976 bonds have now been retired. The 1982 issues are still outstanding. The present owners of Whittar Industries, Inc., Juster Steel Company, are currently in the process of selling the business and, as part of that transaction, the 1982 bond issues will be paid off. In order to accomplish this sale, it will be necessary for the Mayor and City Manager to execute certain documents which relate to the 1982 IDR financing. The attached resolution has been prepared by the City Attorney's office and has been recommended for approval to facilitate this transaction. JGW:dma attach. RESOLUTION NO. 86 RESOLUTION RELATING TO INDUSTRIAL DEVELOPMENT REVENUE BONDS FOR WHITTAKER CORPORATION AND WHITTAR INDUSTRIES: AUTHORIZING EXECUTION OF DOCUMENTS BE IT RESOLVED By the City Council of the City of Plymouth, Minnesota, as follows: Section 1. The City has heretofore issued and sold its 3,000,000 Industrial Development Bonds (Whittaker Corporation Project) dated June 1, 1976 (1976 Bonds) and its $2,340,000 Industrial Development Revenue Bonds (Whittar Industries, Ltd. Project) dated April 1, 1982 (1982 Bonds) to finance projects on behalf of Juster Steel Company in the City, all pursuant to an Indenture of Trust, dated June 1, 1976 and a Supplemental Indenture of Trust, dated April 1, 1982 (Indenture). Sec. 2. The 1976 Bonds have been paid and retired and Whittar Industries, Ltd. has made arrangements satisfactory to the Indenture Trustee and the City for the sale of Juster Steel Company and the payment and redemption of the 1982 Bonds. Sec. 3. The Project has been leased by City to Whittar Industries, Ltd. as Tenant under a Lease dated June 1, 1976, and Supplemental Lease, dated April 1, 1982 (the Lease). The Lease provides for the transfer of the Project to tenant upon final payment of the 1982 Bonds. Sec. 4. The Mayor and City Manager are authorized and directed to execute and deliver on behalf of the City all docu- ments and other instruments necessary to carry out the provisions of the Indenture and the Lease relating to the sale of the Project to Tenant, the redemption and payment of the 1982 Bonds, and the discharge of the Indenture. Mayor City Manager 0066REO1.F16 7-T CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 17, 1987 for the Council Meeting of February 23, 1987 TO: James G. Willis, City Manager through Fred G. Moore, Director of Public Works FROM: Dick Pouliot, Project Coordinator SUBJECT: Recycling Status Report Solid Waste Collection In calendar year 1986 the total recyclables collected by the City of Plymouth reached 546.8 tons for a nine month average of 60.75 tons per month. The City's monthly goal, established by Hennepin County and the Metropolitan Council for 1986 was 150.6 tons per month. The contract hauler was paid $20,250.00 for the nine month period which equates to 37.03 per ton of recyclables, this figure is very close to that paid by other cities. As the volume increases the cost per ton to pick up will go down. I have attached a graph which shows the January 1987 tons collected of 52.2 tons, which is up somewhat from the previous three months. A meeting of the Recycling Committee made up of Councilmembers David Crain and Bob Zitur, Frank Boyles, Fred Moore and Dick Pouliot, met on Tuesday evening February 10th to discuss plans for the 1987 Recycling Program. The The Committee recommended that we proceed to finalize the 1987 Recycling Contract with Super Cycle, Inc. which would start April 1st for a one year period. The new Contract would increase collections to twice per month, and would also expand service to multifamily apartment buildings on a subscription basis. Additional dropoff centers will also be provided at no additional cost to the City. In order to capture the additional tons of grass clippings and leaves now going to landfills, the Committee recommends that a Compost Curbside Collection Program be initiated in May and continue through October. The County goal for composting material for 1987 is 2% of the total waste stream, or 904.2 tons per year. If this total is collected over a six month period, it equates to 150.7 tons per month. Arrangements to pick up the material and haul it to a County or local composting area would be by an addition to the Recycling Pickup Contract or a separate Contract. In order to satisfy the requirements of the Hennepin County Designation Ordinance and Ordinance 13, new City Ordinances will be required, which: a. Designate that all Plymouth solid waste remaining after separation of recyclables be disposed of at the Greyhound Burn Facility as soon as it is operational. Memo: James G. Willis February 17, 1987 Page Two b. Require all residents and Commercial/Industrial establish- ments to source/separate recyclables from other solid waste. C. Prevent any hauler from collecting or picking up any non -separated or mixed solid waste from any location in the city. d. Prevent any non -authorized person or hauler from scavenging separated or unseparated solid waste in the City. The Committee agreed that the City basically has no choice but to make every attempt to reach the recycling goals set by Hennepin County and the Metropolitan Council, and that in order to reach these goals major changes will be necessary in the future methods of solid waste collection in the City. The 'Outline Guide Toward Implementation of an Organized Refuse Collection in the City of Plymouth" (December 12, 1986 memo, attached) was reviewed. It was agreed or conceded that the City of Plymouth has no Solid Waste Management System at the present time; that in spite of several years of increased emphasis on Solid Waste Disposal Management, we are still merely standing by and "observing what is happening" versus "making things happen". An Organized Refuse Collection System would provide a management tool to determine how much refuse is collected, when it is collected, where it is deposited, etc. It would provide a means to enforce ordinances required by County Ordinance 13 and would be a much more efficient system than the open system now in effect. It was recognized that there is always resistance to change and this may be unpopular with the public at first. Some advantages of organized collection are recognized in the Metropolitan Council Solid Waste Management Development Guide Policy Plan, which was adopted in 1985. (excerpt attached). The following two methods of organized collection were discussed along with some advantages and disadvantages of each: 1. The City buys trucks and hires additional people and performs a collection service in house. 2. The City assumes the collection responsibility and contracts for the service via a bid or negotiated contract. Because of the large capital outlay required for Option 1, as well as ongoing maintenance and management costs, it is not recommended. Option 2 would be the form of organized collection recommended. There would be no large capital outlay and all services would be by contract and either bid or negotiated. To bid the contract would open the door for very competitive bids by the large contract haulers who would then squeeze the smaller contractors out of business. Since this is undesirable and the City has no desire to force the small contractors out of business, a negotiated contract is recommended. A parent company would be formed by the collectors now licensed in the City and each would be reassigned the same number of pickups that he had before, only in a concentrated area of the City. In the event a contract could not be negotiated, or if the service level were to deteriorate, the option to bid a new contract would always be retained and available. Memo: James G. Willis February 17, 1987 Page Three How to pay for the pickup service is a question with some options which would need to be decided. 1. The contractor "parent company", would bill the resident directly for the service. 2. The City would pick up the billing responsibility, bill the residents for service and pay the contractor monthly; similar to water/sewer billing. 3. The City would pay the contractor monthly from the general fund. The City is permitted to levy a tax which is not included with levy limits. Of the above options Number 2 is recommended. It could be performed by the City for little additional cost such as programming the computer and adding it on to the sewer/water bills. It would save the administrative cost to the contractor and these savings would then be passed on to the residents. In addition to the administrative cost saved the hauler's time and gasline costs could be reduced by as much as 50% by having all customers in a concentrated area. Preliminary information shows that pickup costs currently vary from $8 to $11 per month. By negotiating a contract which reflects the cost saving to the hauler mentioned, and by billing the residents no more than the current average charge per service, the entire cost of recycling pickup service should be covered and would no longer require payment from the general fund. In establishing an Organized Collection System, a major question which must be answered is: "What would the standard level of service be"? (i.e. curbside pickup or at garage pickup, etc.) Since recyclables are now picked up at the curb, and eventually it is hoped that both the refuse and recyclables could be picked up the same day and in the same place, I would recommend starting with the curbside level of service. A later study could determine the feasibility and desirability of a higher level of service for both trash and recyclables. The present system of each unit being able to choose the company, or the person who would perform the service at any particular location, is a choice that would be removed by an organized system. All companies now licensed in the City are considered to be doing a fine job and it is expected that this would continue no matter who the individual company or person was doing that collecting. Therefore, this forfeiture is considered minimal. The attached resolution would instruct the staff to proceed with the necessary informational meetings and draft the necessary resolutions which would eventually be brought back to the Council for a public hearing and final decision on the implementation of an organized refuse collective system in the City of Plymouth, along the general guidelines as recommended above. RJP:kh Attachments CITY OF PLYMOUTH Pursuant to due call and notice thereof, a meeting of the City Council of the City of Plymouth, Minnesota was held on the day of 1987. The following members were present: The following members were absent: introduced the following Resolution and moved its adoption: RESOLUTION NO. 87 - DIRECTING STAFF TO PROCEED WITH INFORMATIONAL MEETINGS WITH REFUSE HAULERS AND THE PUBLIC TOWARD EVENTUAL IMPLEMENTATION OF ORGANIZED REFUSE COLLECTION IN THE CITY OF PLYMOUTH WHEREAS, the City of Plymouth currently has an open system of refuse collection; and WHEREAS, the Metropolitan Council Solid Waste Management Development Guide and Policy Plan points out the advantages of an Organized Collection System; and WHEREAS, increasing emphasis by State, Metropolitan Council and County Governments dictate a more active role in the Waste Management area by local governments; and WHEREAS, the City desires to reach the Recycling goals established by Hennepin County; and WHEREAS, an Organized Refuse Collection System would provide a means to achieve those goals. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA That City Staff proceed to hold informational meetings with the licensed refuse haulers in the City of Plymouth, hold public information meetings with Citizen Groups and draft necessary Ordinances with the intent that following a public hearing by the City Council an Organized Solid Waste Collection System will be considered, revised and/or adopted by the City Council. The motion for the adoption of the foregoing Resolution was duly seconded by and upon vote being taken thereon, the following voted in favor thereof: The following voted against or abstained:. Whereupon the Resolution was declared duly passed and adopted. k CL. 1----------•-----•-------------------------------.,_•_-------------------- C __I LLJ EU LD to. I OUTLINE GUIDE TOWARD IMPLEMENTATION OF AN ORGANIZED REFUSE COLLECTION SYSTEM IN THE CITY OF PLYMOUTH I. The Solid Waste Committee, consisting of Councilmembers Crain and Zitur, Frank Boyles, Fred Moore and Dick Pouliot, set date and hold meeting to discuss the following: A. The 1987 Recycling Program and Goals: B. Hennepin County Ordinance 13 Have the City Attorney draft City Ordinance required by Ordinance 13 for Council action. C. The Metropolitan Council Organized Collection Study. D. The need for a Solid Waste Advisory Committee. E. Billing options under an organized collection system. 1. Ad Vlourum Tax and furnish collection as a service. 2. Special Assessment 3. Monthly billing by Finance Department II. Notify all Plymouth licensed refuse haulers of a meeting to discuss organized residential refuse collection for the City of Plymouth. A. Set date. B. Invite Chuck Cutter from MRI. C. Hold the discussion meeting. D. Determine feelings pro and con of haulers, answer questions and discuss concerns of the haulers. E. Suggest additional organizational meetings of haulers and preliminary organizational steps be taken toward forming a corporation with the intent toward a negotiated contract with the City. III. Review City Ordinances for changes needed to implement organized collection. A. Have City Attorney draft new ordinances as necessary. IV. Advertise, set date and hold public information meeting on proposed organized collection system and ordinance changes. A. Determine feelings pro and con of public, answer questions, discuss concerns with the public, and point out the advantages. 7_ — V. Monitor progress of haulers organization A. Obtain estimated date to implement organized collection from hauler's prospective. B. Set proposed future date. VI. Advertise, set date and hold public hearing on implementation of residential organized refuse collection system by the City of Plymouth and proposed ordinances effective on dates set in VB. VII. Begin contract negotiations with newly formed (PRI?) representatives. A. Review the Minneapolis contract with MRI, Inc. B. Sign negotiated contract. VIII. Begin organized residential refuse collection in the City of Plymouth. Single family through multiple apartment complexes. Continue to Review Commercial and Industrial Refuse Collection Toward Evenual Organized Collection City -Wide, all Types IX. Set date, hold public hearing on implementation of organized refuse collection city-wide, all types. Implement Organized Refuse Collection City -Wide, all Types SOLID WASTE MANAGEMENT DEVELOPMENT GUIDE/POLICY PLAN EXCERPT WASTE COLLECTION SERVICES The regional strategy depends on efficient solid waste collection services. Most of the waste is collected in the Metropolitan Area under an "open arrange- ment" where the collector contracts directly with those who generate thewaste. This arrangement, however, has resulted in waste collection servicesthatinmanyareasoftheregionareinefficient. Frequently, for example, there are several waste collectors collecting from homes along the samestreets, perhaps even on the same day. As a result, waste collectors have to 30 travel greater distances between stops, which increases their fuel and laborcosts. For the community, it means more truck traffic, street maintenance, noise and vehicle emissions and safety problems. This open arrangement has also been a hindrance to recycling and resourcerecovery. Under the existing system, the waste collector, not the recycler orresident, benefits from recycling. For each ton of material removed from thewastestream, the waste collector is rewarded by collecting, transporting anddisposingofonelesstonofwaste. If the benefit of recovery, in this caseavoided -costs, is not distributed equitably throughout the system, there is nosignificantfinancialmotivetoexpandexistingrecyclingprograms. Under an organized system, the alternative to the open arrangement, the localgovernmentorresidentialassociationcouldnegotiatewithcollectorsforwastehaulingon. behalf of households,. businesses and other generators of waste. Con- tracts With 'the col'lect'ors can establish efficient routing systems and provideforlocalrecyclingandotherrecoveryservices. An example that works well istheMinneapolisprogram. Working with a consortium of waste collectors, thecityhasbeenabletoprovideefficientcollectionservicesandcurb -siderecyclingcity-wide. Organized collection services could play a major role in implementing theregionalstrategy. Organized collection is particularly adaptable to using sub - regional service areas, and offers savings to the local community and wastecollector. The Council is currently evaluating organized collection, and willcompleteareportinmid -1985. It is im rtant that enough markets, or consum/exiilling to taketheproductsfmsolidwasterecoveryprograms, sy, compost, grass, paper and resualslike ash. W,ithout this derecovery has littlechanceofsucceing.Although markets have afactor in past decis- ions, there hasn er been a concerted effort arket conditions intheregion. Markets can include induybnesinesses governmental units, groups of peo- ple and individuals. Crhe suc ss of the regional strategy is expand- ing existing markets andg ne ones. Priority must be given to havingsuchaprograminplaceMariswillseethisasaseriouscommitmenttochangingwastemanagesandanopportunityforinvestments. Enacting an innovative puire the cooperation of a number of govern- mental agencies and the omnun i Current 1 v- nma inrArf DATE: TO: FROM: SUBJECT ak- 7T CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO February 20, 1987 for City Council Meeting of February 23, 1987 Mayor and City Council James G. Willis, City Manager AUTHORIZATION TO PROCEED WITH COMPARABLE WORTH CONSULTANT AGREEMENT FOR FINAL STUDY PHASE SUMMARY: In 1984, the City of Plymouth together with 130 other Minnesota municipalities, 28 public utilities, and 8 libraries engaged the services of Control Data Corporation Business Advisors to complete the first phase of a comparable worth study mandated under Minnesota Statutes Chapter 471. The City received Time Spent Profiles and a hierarchical ranking of Plymouth positions based upon the job point values yielded through the Control Data Corporation Focus System. Originally, we had hoped to utilize these results to develop a defensible compensation and classification plan ourselves consistant with the comparable worth statute. After evaluatinq the complexity oftheissuesinvolved, "newness" of the subject matter, and the likelihood of litigation, I recommend that the City retain the services of Arthur Young to assist us in the completion of the final phase of our comparable worth program. A resolution is attached which would approve this action and authorize the expenditure of up to 7,000 for this purpose. In January, 1985, the City Council authorized the expenditure of 7,410 for the completion of a comparable worth study by Control DataBusinessAdvisorsundertheauspiciousoftheMetropolitanArea Managers Association. The impetus for the joint study was the belief that a single large-scale comparable worth study for many public jurisdictions would carry greater validity and less exposure to litigation once completed and implemented. Control Data Business Advisors were selected because their comparable worth study method was considered to be more complete analysis than other proposals and the products provided were determined to be superior to those proposed by other vendors. The study process involved the identification of duties, sub -duties, and tasks for every municipal job based upon job class. fob duties were grouped into six separate questionnaires based upon similarity of work families. Each questionnaire contained over 1,000 tasks. Employees completed the questionnaires from which preliminary Time Spent Profiles were derived. The Time Spent Profiles were then AUTHORIZATION TO PROCEED WITH COMPARABLE WORTH CONSULTANT AGREEMENT FOR FINAL STUDY PHASE Page Two _ reviewed and re -reviewed by both the employee and the employee's supervisor to assure accuracy. For Plymouth employees, the Time Spent Profiles were reviewed three times: twice by employees and supervisors and once by supervisors only. Finalized Time Spent Profiles have now been received for each of the 118 City employees who completed the questionnaires. From these Time Spent Profiles, Control Data's computers have generated a hierarchy of City positions based upon the point value of each position. For additional information about the Control Data Corporation Business Advisor Study, I am attaching an August 15, 1986 memorandum which discusses the subject in detail. Following receipt of the final Time Spent Profiles and position hierarchy last month, we began to work with this information to develop a Compensation and Classification Program. After a preliminary analysis of the data, we recognized that we could not adequately complete the job ourselves. We contacted the firm of Personnel Decisions, Inc. who purchased the exclusive license rights to the Control Data Corporation Business Advisor's Focus System. I have attached for Council information, a copy of the proposal received from Personnel Decisions, Inc. The total proposal is for a three phase study. The first phase would be to review the defensibility of the current compensation program based upon comparable worth, identify options, modifications, costs, and recommendations. Phase One costs are quoted at $9,470. Phases Two and Three would be performed under a separate contract once the dimensions of each phase were understood from the results of Phase One. Informal estimates suggest that the total Phase Two and Three costs would be between $13,000 and $18,000. Owing to the costs of this proposal and given the fact that this would be the first comparable worth work performed by Personnel Decisions, Inc., I do not propose to utilize Personnel Decisions, Inc. I also asked Arthur Young to prepare a proposal for this work. Arthur Younq has done considerable comparable worth work for other jurisdictions. Arthur Young staff members have completed some 30 comparable worth studies for Minnesota municipalities and counties. The proposal received from Arthur Young contemplates five tasks. The first task would be to review the point values obtained through the Control Data Focus System and consolidate point values for identical or composite jobs. In the process, Arthur Young would define the various male/female and balanced classes and identify the points and positions associated with each. In Task Two, Arthur Young would utilize their Decision Band method to crosscheck the results of the Focus System. This will verify our hierarchy and enhance the defensibility of our Compensation Program. This task will also provide the basis through which Arthur Young can review existing City AUTHORIZATION TO PROCEED WITH COMPARABLE WORTH CONSULTANT AGREEMENT FOR FINAL STUDY PHASE Page Three salary ranges and points to determine where classes may be out of alignment. Task Three would be to analyze internal pay relationships to job values. This task takes the form of regression analysis utilizing computerized programs. The pay line analysis, while showing inequities, will also indicate the costs of pay equity adjustments that may be needed. As part of the study, the City will be licensed to use Arthur Young Lotus templates in order that we can accomplish this work independently in future years. Task Four would be to obtain labor market salary information from public and private sources in order that this information can be integrated with the results of Task Three. Task Five, and the final step in the study, will be to finalize the salary structure based upon the information generated in the first four tasks. Arthur Young will establish a recommended salary structure consisting of salary ranges and job classes consistent with the job evaluation results. The placement of job classes to ranges will reflect any significant deviations from market rates. The total maximum costs associated with the Arthur Young proposal are $7,000 including all five tasks, copying, mileage, and computer time as well as the cost for pay equity analysis software. The time line for project completion as shown in the attached Arthur Young proposal is April 4, 1987. To expedite the study, reduce costs, and to allow City staff members to become familiar with this process, the study design contemplates a high level of participation on the part of the City. I recommend that the City Council approve a contract with Arthur Young for the completion of the Plymouth Comparable Worth Study in an amount not to exceed $7,000. This will bring the City's total cost associated with comparable worth to date to approximately $14,500. The 1987 Budget provides for funding of the City's comparable worth efforts. It is recommended that the Council adopt the attached resolution in order that we can proceed to complete the remainder of the study by the beginning of the second quarter as originally anticipated. JGW:dma attach. CITY OF PLYMOUTH Pursuant to due call and notice thereof, a meeting of the City Council of the City of Plymouth, Minnesota, was held on the day of 19 The following members were present: — The following members were absent: adoption: introduced the following Resolution and moved its RESOLUTION NO. 87- A RESOLUTION APPROVING AN AGREEMENT WITH ARTHUR YOUNG TO COMPLETE THE FINAL PHASE OF A COMPARABLE WORTH STUDY WHEREAS, in January, 1985, the City Council authorized the conduct of a comparable worth study by Control Data Corporation Business Advisors; and WHEREAS, as a result of that study, Time Spent Profiles and position hierarchies have been completed for all City positions; and WHEREAS, the City Manager in his report dated February 20, 1987 recommends that the firm of Arthur Young be authorized to complete the final phase of the City's Comparable Worth Study in accordance with the company's proposal of February 9, 1987; and WHEREAS, the City Council is desirous of completing the study in a timely fashion and in a manner which is in compliance with the comparable worth statutes: NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that they should and hereby does authorize the City Manager to enter into an agreement with Arthur Young to complete the final phase of the City's Comparable Worth Study in accordance with the Manager's memorandum dated February 20, 1987 and in accordance with the Arthur Young Letter of Agreement dated February 9, 1987; and FURTHER, the City Council does hereby authorize the expenditure of up to $7,000 for this purpose and that such funds be drawn from Account Number 101-189-899.28. The motion for adoption of the foregoing Resolution was duly seconded by following voted in favor thereof: and upon vote being taken thereon, the The following voted against or abstained: Whereupon the Resolution was declared duly passed and adopted. CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: August 15, 1986 TO: Mayor & City Council FROM: James G. Willis, City Mana9er\ SUBJECT COMPARABLE WORTH STUDY v The City of Plymouth, together with some 130 other Minnesota munici- palities, 28 public utilities, and 8 libraries, engaged the services of Control Data Corporation Business Advisors to accomplish a comparable worth study. Minnesota Statutes Chapter 471 mandates that every political subdivision operating in the State of Minnesota shall establish equitable compensation relationships between female - dominated, male -dominated and balanced classes of employees. Further, each political subdivision is to use a Job evaluation system to deter- mine comparable worth value. The employer must share certain aspects of the results of the study with city employees and an appeals procedures must be established to hear employee concerns. Public employers must also report the study results and strategy for imple- mentation to the State Department of Employee Relations. For Council information I am attaching a copy of an narrative provided by Control Data Corporation Business Advisors which outlines the process utilized to complete the comparable worth study. In brief, the study process involved the identification of all duties, sub - duties and tasks involved in every municipal Job based upon Job classes. Job duties were grouped into six separate questionnaires based upon similarity of work families. Each questionnaire contained over 1,000 tasks. Employees and their supervisors were involved in each Job family. Each city employee filled out a questionnaire to show those tasks which comprise their Job. Questionnaire responses were tabulated by Control Data into Time Spent Profiles (T.S.P.), i.e. Job descriptions). The Time Spent Profiles have subsequently received numerous reviews for accuracy. The next phase of the study was to identify the point value of each task. Direction was provided by statute which requires that the comparable worth study consider skill, effort, responsibility, and working conditions to establish comparable work value. Accordingly, Control Data using the input of supervisors and employees, established numerical values for importance (responsibility), complexity (skill), and unfavorability (effort and working conditions)for each of the 1,000 tasks in each questionnaire. The values for each times a factor weighting divided by three, yielded the overall value of each task. The value of each position was obtained by totalling the value of thetoptwo-thirds of the most valuable tasks of each position. The total is the numerical value of the Job. COMPARABLE WORTH STUDY August 15, 1986 Page two The comparable worth law mandates that political subdivisions assure that: 1) compensation for positions in the classified civil service, unclassified civil service and management bear a reasonable relation- ship to one another; 2) compensation for positions bear a reasonable relationship to similar positions outside of that particular political subdivision's employment; and 3) compensation for positions within the employer's work force bear reasonable relationships among related Job classes and among various levels within the same occupational group. Consequently, both the results of the pay equity study and market pay data may be used in establishing pay ranges. The law does not suggest that there is a linear relationship between points and pay. It does provide that incumbents holding similarly valued positions may receive different rates of pay based upon performance and length of service. For the first time, the comparable worth law compares all positions whether represented by an exclusive bargaining unit or not except that, police officers were successful in having the law amended to provide that arbitrators consider (but not necessarily follow) the comparable worth study results in their awards. This is likely to mean that most future police contracts will be negotiated through arbitration. During the week of August 18 we will be sharing the results of the comparable worth study with full time employees. I am attaching a number of materials for Council review: 1) A narrative which provides an overview of the comparable worth study process. 2) A sample page from a task hierarchy showing duties, sub -duties and tasks, and the points each receive for complexity, importance, unfavorability, and overall. 3) A sample page from the City Manager benchmark time spent profile. 4) The point values for 29 benchmark positions and comparisons with similar Plymouth positions. The benchmark positions were established to provide a means of comparing the most similar Jobs between municipalities. They also act as a good point of reference in comparing the points received for similar Plymouth positions. 5) A page from the point value and position hierarchy for Plymouth. 6) Plymouth's appeals procedures to be responsive to employee concerns with their time spent profiles and point values. The results of the comparable worth study have significant impli- cations for the City's pay plans for 1987 and thereafter. From a staff perspective, we have briefly discussed possible strategies which may be used to implement the comparable worth study. If one assumes a COMPARABLE WORTH STUDY August 15, 1986 Page three worst case scenario where points equal pay, the comparable worth study could cost the City as much as $210,000 in 1987, or 4.7% of our pay- roll costs. Under the scenario all female positions with similar point values would have their pay increased to the highest paid ma,e. I anticipate that consideration of market factors and phasing in pay revisions necessitated by the study will mitigate the cost of imple- mentation. I do not have a proposal at this time for City Council consideration as I believe it is essential that we take one step at a time. It is important to first resolve employee concerns relating to their time spent profiles and job points. Only after this step has been finalized and all appeals processed, will it be appropriate to proceed to assemble a classification and compensation plan and comparable worth implementation strategy. I anticipate that the appeals procedures for City employees will be concluded by October 31. Before December, I will provide the Council with my proposed 1987 compensation and classification plan for City employees, and guide- lines for implementation of the comparable worth study results. Councilmembers have previously expressed interest in more thoroughly discussing this subject. I am proposing that this subject be discussed at the Council/staff dinner meeting on August 18. Frank Boyles who has been our primary representative for the comparable worth study, and I will be present at the meeting to review the infor- mation contained in this memorandum and discuss the study's implications. JGW:jm attach JOINT COMPENSATION STUDY PROCESS SUMMARY The methodology and process conducted to complete the analysis and evaluation of twenty-nine benchmark jobs and individual positions of the 134 jurisdictions participating in the Joint Compensation Study are summarized below. The methodology used, HR FOCUS, was developed and implemented by Control Data Business Advisors. The Joint Compensation Study was initiated in December 1984 and completed in May 1986. The first step in the process was to identify groups of jurisdiction representatives to approve, help manage, and provide input at all steps in the process. Various representatives served as members of the Joint Study Management Committee, Personnel Committee, Occupational Advisory Groups, and Linking Committees, or as Jurisdiction Contacts and Subject Matter Experts. Large numbers of employees provided input as participants in questionnaire development workshops, in task valuing sessions, and by describing their own jobs during the job analysis phase of the study. Six Occupational Analysis Questionnaires were developed: Administrative, Office, Public Works, Technical, Police/Fire, and Public Health. Preliminary questionnaires were developed by Business Advisors (BA), Subject Matter Experts, and the Personnel Committee from data provided by participating jurisdictions and BA's existing task information. During workshop sessions, employees from the jurisdictions added duties, subduties, and tasks to each questionnaire. Occupational Analysis Questionnaires were finalized by Occupational Advisory Groups and approved in June 1985. Employees in the participating jurisdictions provided information about their jobs by completing appropriate questionnaire during questionnaire administration during July 1985. To describe their work, employees indicated the tasks they performed and how much time they spend on each task relative to all other` tasks in their jobs. Completed questionnaire data was entered into Business Advisors' computer system. A Time Spent Profile was generated for each employee who completed a questionnaire. Time Spent Profiles listed the duties, subduties, and tasks performed by the employee, together with the percent of time spent. Profiles were reviewed, discussed, and modified by supervisors and employees to assure that work had been accurately 1- scribed. Revised Time Spent Profile data was entered into the system and revised profiles were generated and returned to the jurisdiction. During the job analysis phase of the project, jurisdictions identified employees who matched preliminary benchmark job descriptions drawn from existing survey data. The Time Spent Profiles of employees matching benchmarks were averaged together to develop benchmark duty, subduty, task, and time spent data. Benchmark job descriptions were reviewed, modified, and approved by Occupational Advisory Groups. The first step in job evaluation, task valuing, began after completion and approval of Occupational Analysis Questionnaires. The Joint Study Management committee reviewed and approved the four compensable factors used to measure task value: complexity, Importance/Responsibility, Unfavorability, and Overall. Jurisdiction employees and supervisors provided independent value ratings on one factor for all tasks in a questionnaire with which they were familiar. Using the input from this first round of task valuing, Subject Matter Experts, Occupational Advisory Groups, and Personnel committee members finalized the values of all tasks on each of the four factors for each occupational group. The resulting task value hierarchies were linked, or aligned, onto one scale and finalized by Linking and Personnel committee members. Factor weights were statistically computed from task value data by Business Advisors and approved by the Joint Study Management committee. To compute total job value, Time Spent Profile task time spent data was multiplied by weighted task values and summed. Benchmark job values were similarly computed. The top valued two-thirds of the job was used at the final job value and reported to the jurisdictions. Business Advisors collected and analyzed wage and benefit information from the jurisdictions and from available public and private sector surveys. Market wage and benefit rates for the twenty-nine study benchmarks were summarized and reported by Business Advisors to participating jurisdictions. Throughout the study, Business Advisors provided communication and training to project participants. These included formal training sessions, elected officials communication meetings, project update reports at meetings conducted, written project status reports, written instructions and guidelines, and final results workshops. 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O - I> < c m z <mm -OZ3m N D mN4 01z a O O D N 00- r - 0 3 00- m N - 0 M --fx OM-4Iv -4 0 N z -f< mc -i co z u LAN m< D mDf rm a 0 0 m o N -m z MOT m mzN z -up ; z T --U-0 M-0 a + 0 v0-y zo 1zDm— m + r CD3 oz O 0-1 oZ_u p 00 Ic + M DC n af7 r m : N < N- z C p Ir- rrq- m 0 m m z 3D z D O mM m 3 r 0 m m 3 m O - gym- 0 m + +) N i W W iIAi O f N9END` z O-0 N 1 0 0 t + + rri N mmm a I zIrxm x Os arc aimo0F_ m z m DS Z>O m + I mlcn rD- c m' ITo1) r in z MOM m Ch p i0am a I I 10 D m r z I I I rn I o N IN N i W W iIAi O f O 1 c rr ala o: i N N 1 c rr ala o: i m i G7 I I j +0 m' 0 mNizzmcmn0a I ID I I I rn I JOINT COMPENSATION STUDY BENCHMARK JOB HIERARCHY May 30, 1966 POINTS BENCHMARK JOB TITLE LI V 124 City Manager Z'"• 123 122 121 120 119 lib 117 lab 115 114 113 lag 111 110 IU9 108 s107FinanceDirector 106 Oar 03 ,c 105 104 103 102 101 Police Chief 100 Fire Chief 99 98 97 96 95 94 City Engineer, Public Works Supervisor 2nd Level 93 t 92 91 90 City Assessor 69 68 67 86 b5 84 Line Person r. C,r..+ 63 82 Fire Marshal, Planner, Streets Foreperson 81 Recreation Supervisor 80 41 79 7b Building Inspector, Patrol Sergeant 77 76 75 74 Pubite - " 73 72 71 70 69 6b 67 66 65 Engineering Tech, Patrol Officer z 64 Fire Fighter 63 62 61 60 59 58 -- 7 04paaoee Heavy Equipment Operator 56 Department Secretary Parks and RecreationC! 5- 55 Accounts Payable Clerk 54 l33 Light Equipment Operator 3s 51 Laborer Streets and Roads 50 49 46 47 Clerk Typist (Entry) 46 Switchboard/Receptionist 0872c Ll ci v u vu v v vov v-vv-u-uQQ-u -u-uQ'u-u-u-uQ 0-00-u 1-u 1 ME -n:c T1E EE -n -n EEEE 1:SgWc EE"*rE E-lE-1 -tET1M ME 7C CD CDME1 E-03 (A ZZ" 0>:r -u30M 7CErD EEr C.S 2zr Dmmc ^mmO 3m—@ MZM> QDDr QxmZ zm—D Qm mN M1rM 1Zv7C —rrS Wmzz corp ZQM0 0ZZc S— tA --< ON-1 lzmm 1rArZ NMMW iO-3 Qz-i MZMX Z1 7: E Qm>mmmz =Qmo -<zoo —oz mwom mm3m (A7C Q — Z XMWN Z -<Q ZMQZ ZCA 7 7CrE W;0>z a 0 Q-7 z W -<Z D7C —>020 ZOZ 7 1 zm C r— z m 00 v G) v r 1 (n z r 3 3 c r3 I m 3 3 mo I 1 U-D'U-U- EE n -n mozv- OMCI QSr-M) 30MC D—Q7CC r1zor 1Nmrz CAO (-:c-" 0-100 M c.. 03 D 03M M L. v -v3;u7C30c 1 MT >C--47 3 3D<D c-. v 3m 0 -iom E m T Q :103c 0:X O-UW3 3-mUWO rmaT T0M3 33WT WO0O Droo my r 3r -a -u' am QDmm DDM@ amDC CMM> DDMC mQ-iQ V1DMQ ZD — mmDDC n 3MZ-I —moa OD —O O C)— -- CD E3 3 U1 CD V3 0 A C)D11r OM 37C—m Z7C>J3 Q<Zr r0 zzc>r m3m MQD3 —7c M MO;UM- rD C Qmm1 mC M -<-i— rrm1 -i-ir— mcmc ommc Z 3 a300C MZ Z3m m31Z mC) OM -i— mmmc Z-4--Ico 1Z m3 T zarrr M— —D 7J ZDD— mZ M—D zzm 0— M 3 3— MD >Q—Z32 X0 1—OM:4>—M1 ODE E7 QZ DD7KE 13M M M1 — 1 0 DDC ZrD ZZ-<-< CZQ @ ZD ZZ"lQ E -<D Z Z-< —Z Zz"I 1 1mC7 C)1 —c», —Z 00 -IM D —Q --1 1 Z1 Q r t tnmmm mm CA m7: 7c <CA0 M-<7: -iozm 0 Om r M mZ7.i1 z m 3 0 OT -4m Do Mm1m Q om z D C mD 2 D M 3— mm x m m; DD orl v r N <Z -i c z < Z ry 30 DN < D M O< --z M -U 7 1 —0-< 0 — 1 D1 Z1 3— 1 — ;U-00 -nc M OM -0 m n D0 Q 0 MC) Mm --,,;D M— m 3 Z —M m m 1M 0 W CA m r 1 Z D r M@ @ 1 Q n ry 1Q 1 MQ m m z i M S 0 >-n m -<-n): D ril 1 'nZ -1 C) -1 O Ow JCAV(flNCOT VVVWWJwJVQ JO(DV VVAVOjJWV(D OVOO w(o 0 NNJNO 13 33 13i33 13313333 13'TrT13"133T13't3 13'Tl'133TI t"r133 3't3333= wwwc i wwww(wwww wwwwCwwww wwww 000(n wwwa) 0000 Cnrnc)(na 0-- NNNNNW WWWWtyAAAA AAww 0000 JW(00 No UMC)MQ s o • e d e• p ... 0 6 a c 0 s o o .; c 'e l• o 0 0 .9 • a • ^u o . o C APPEALS PROCEDURE COMPARABLE WORTH STUDY RESULTS I. Definition: An appeal is a written claim or complaint by an employee about the express terms of the Comparable Worth Study results as they relate to the accuracy of that employee's time spent profile. Appeals with respect to study methodology, process, validity, etc., are to be made directly to Control Data Corporation Business Advisors using the forms, timeline and procedure which has been established for this purpose. Contact the City Manager's office for more information. II. Form of Appeal: All appeals shall be presented in writing at each step in the process and contain the following: name of the employee, specific conclusions or recommendations of the study at issue, nature of appeal, date of appeal, and specific relief requested and reasoning therefore. All appeals shall be submitted on the "Plymouth Comparable Worth Appeals Form" (attached). III. Time Limit: Appeals shall be filed within ten (10) working days of official receipt of the Comparable Worth Study result memorandum from the City Manager by submission of the written appeal to the employee's immediate supervisor with a copy to the City Manager. Appeals which are not submitted within this time limit will be considered invalid. IV. First Step: The appeal shall first be presented to the employees' immediate supervisor with a copy directed to the City Manager. Within five (5) working days after receipt of the appeal, the immediate supervisor shall meet with the employee, making his/her decision and communicate same in writing to the appealing employee within five (5) working days of such meeting. V. Second Step: If an employee is not satisfied with the disposition of the appeal by the immediate supervisor, the employee may within five (5) working days after receipt of the immediate supervisor's decision, submit the appeal in writing to his/her department head. Within five (5) working days after receipt of the appeal, the department head shall meet with the employee to resolve the appeal. Within five (5) working days after such meeting, the department head shall make his/her decision and communicate the same in writing to the employee. VI. Third Step: If an employee is not satisfied with the disposition of the appeal by the department head, s/he may within five (5) working days after receipt of the department head's decision, submit the written appeal to the Comparable Worth Appeals Committee consisting of the Assistant City Manager, Finance Director, an employee representative and the applicable department head. The employee representative shall be selected by the other three committee members. The committee shall meet with the employee within five (5) working days and make a final and binding decision on the appeal and communicate the same to the employee in writing within five (5) working days of such meeting. VII. Fourth Step: In the event of a tie vote in step three, the City Manager shall make a final and binding determination. APPEALS PROCEDURE COMPARABLE WORTH STUDY RESULTS 8186 VIII. Waiver: If an appeal is not presented by the employee to the employer within the time limits set forth above, it shall be considered waived. If an appeal is not appealed to the next step within the specified time limit, it shall be considered settled on the basis of the employer's last answer. If the employer does not answer an appeal within the specified time limit, the employee may elect to treat the appeal as denied at that step and immediately appeal to the next step, except in step three which shall be considered final except in the case of tie vote. IX. If the employee's immediate supervisor is a department head, appeal step one as set forth in IV. above may be circumvented and the appeal begun at step two, or V. above. All time limits shall apply. PLYMOUTH COMPARABLE WORTH APPEAL REQUEST Submit this completed form to your immediate supervisor with a copy to the City Manager's office within ten (10) working days of memo notifying you of Comparable Worth results. Failure to do so will automatically waive your right of appeal. DATE: EMPLOYEE NAME: DESCRIBE SPECIFIC NATURE OF THE APPEAL: If appeal concerns Time Spent Profile, indicate inaccurate tasks.) DESCRIBE SPECIFIC REMEDY REQUESTED: If appeal concerns Time Spent Profile, indicate how tasks should be corrected to accurately reflect employee responsibilities.) SUBMITTED TO: Supervisor DISPOSITION: DATE: PROPOSAL SUMMARY Background In 1984, the State of Minnesota established legislation requiring that all compensation plans, for applicable governmental jurisdictions, comply with the principles of comparable worth. As a result, the City of Plymouth wishes to review the legal defensibility and administrative compliance of its current compensation/job evaluation program in relation to the Statutes of the State of Minnesota. Further, the City of Plymouth has already participated in a MAMA sponsored program to re-evaluate its jobs using Control Data's FOCUS Job Evaluation System. PDI, an exclusive licensee of the FOCUS System, is submitting the following proposal to review the City of Plymouth's compensation and job evaluation program based on Minnesota's comparable worth Statutes and the findings of the FOCUS Job Evaluation System. Current Proposal Based on discussions with Frank Boyles, the City of Plymouth seeks a three-phase approach to this project: Phase I Review defensibility of current compensation program based on comparable worth. Identify options, modifications, costs and recommendations. Phase II Development of revised compensation program consistent with Phase I above), and, if requested by the City of Plymouth, assessment of individual employees' pay levels in relation to the Phase I findings above. Phase III Presentation of revised compensation program to city officials and employees. Since Phase I must be completed to determine the nature and scope of possible revisions in the City's compensation program (Phase II), this proposal will only address Phase I. Based on the direction established by the City of Plymouth in response to Phase I, PDI will submit an appropriate proposal for Phases II-III at a later date. The work completed by PDI under this proposal will not subject PDI to legal liability. 0 I i i Ci C i T PROPOSAL STEPS Objective Review the legal defensibility of the City of Plymouth's current compensation and job evaluation program. If modifications are necessary to ensure compliance in relation to Minnesota's Comparable Worth Statutes, these modifications will be specified, including options and respective costs. Phase I: Review of defensibility of current compensation program. Step A: Defensibility Analysis During this step, PDI will conduct a complete review of the City's current compensation program to include these reviews: 1) Determine the degree of non-compliance, if any, of the City 's job evaluation plan. This plan is the most probable target for legal actions since its design and criteria assign the level of a specific job in the City's total job structure. 2) Examine the merit pay program to identify if its procedures or design would create non -defensibility. 3) Assess all other administrative methods regarding compensation utilized by the City for compliance and defensibility. Step B: Identify Modifications During this step, PDI will itemize all revisons that may be required based on Step A above. The outcome will be to identify any modifications necessary to ensure defensibility and compliance. Step C: Report - Options and Costs In this step, all options will be quantified in terms of risk and level of work required. Also, each option will be detailed in terms of costs. A complete report summarizing all options and costs will be prepared. Step D: Presentation to City Officials After Step C is complete, PDI will present all findings to Mr. James Willis and Mr. Frank Boyles during an initial meeting. Then PDI will present all findings to the City of Plymouth to include group discussions with department heads. Step E: Legal Opinion PDI strongly recommends the City of Plymouth obtain a legal opinion regarding the report generated in Step C. PROPOSAL TIMETABLE Phase I: Review City of Plymouth Compensation and Job Evaluation Program January February 26 30 2 6 9 13 16 20 23 27 Step A: Defensibility X X Step B: Modifications X X Step C Report/Options X X and Costs Step D Presentations X T -C) 1 COSTS AND STAFFING Phase I: Review City of Plymouth's Compensation and Job Evaluation Program Consulting Days - Proiect Step A Defensibility B Identify C Report: D Group Presen Consultin Analysis Modification Options tations to Days Total Costs and Costs Dept. Heads Project 1.0 5 1.0 5 3.0 Manarter Roger Putnam 3.0 1400/day 4200 PDI Consultant David grin 3.0 1100 PDI 1.0 5 1.5 0 3.0 Consultant 320 CDC Consultant 1.5 1100 1650 PDI 0 0 1.0 0 1.0 Clerical Control Data Comparable 1.0 0 5 0 1.5 Worth Expert Legal Recommended: Special Quote, if provided S. Opinion by Personnel Decisions Costs and Staffing Title Person Days Daily Rate Total Project Mgr. Roger Putnam 3.0 1400/day 4200 PDI Consultant David grin 3.0 1100 3300 PDI Clerical 1.0 320 320 CDC Consultant 1.5 1100 1650 9470 APPROVALS PDI submits this proposal for approval by the City of Plymouth. Submitted By: Roger Putnam Vice President Personnel Decisions, Inc. Approved By: James C. Willis City Manager City of Plymouth 0 Qr k A MEMBER OF ARTHUR YOUNG INTERNATIONAL Arthur Young Ferruary 9, 1987 Mr. Frank Boyles Assistant City Manager City of Plymouth 3400 Plymouth Boulevard Plymouth, Minnesota 55447 Dear Mr. Boyles: 1000 Pillsbury Center Minneat,ol s. Minnesota 55402 Teleohone: (612) 343-1000 It was good to talk with you and Mr. Willis on Friday, January 30, concerning the status of your pay equity study. In our meeting, we discussed your study's progress to date. You presently have your job hierarchy as determined by the points generated by FOCUS. We also talked about how the City's present pay plan has been administered via a system developed some years ago. While this plan has worked well with some modifications, you are now faced with having to review your plan in light of the FOCUS job points to determine an acceptable plan within the con- text of the Local Government Pay Equity statute. Using this information, you want to develop a system which is reasonable and defensible in light of prevailing salaries in other jurisdictions and the community in general. To this end you have asked us to develop a plan and cost estimate to assist you in developing this new system. In general, this plan would involve reviewing information on your present pay plan and providing recommendations with respect to any changes that should be made. In detail, the following tech- nical approach will lead'to that end: Task 1, Review and Consolidate Current Point Values This task involves a review of the current point values assigned j tis „r nCi ti n71c to hl ish one point va Le for Pte_;^b^ a s- aili-cati.on_. This will involve a review of multiple position jobs to determine an appropriate point value for the classification. Task 2. Review Job Classes to Determine Potential Inequities In this task, we will review the already -developed TSPs of each job class to determine appropriate groups of jobs that are of similar value. on Arthur Young Mr. Frank Boyles February 9, 1987 Page 2 With this completed, we will compare these results to the present salary ranges and points for each job class. These comparisons will allow us to determine the extent to which classes may be out of alignment. This analysis will lead to recommendations of the proper groupings of jobs into salary ranges. Task 3, Analyze Internal Relationships In this task, we will identify the internal relationship of pay to job values. This will take the form of trend line regression) analysis and will be of assistance when reviewing existing salary ranges. Trend line analysis is also helpful when estimating the costs of pay equity adjustments that may be needed. An estimate of costs can be obtained by comparing the values along the trend line to current salaries. To facilitate this analysis, we have developed several Lotus" templates. These templates allow numerous trend line analyses based on user - entered parameters. Printouts of adjustment cost estimates and graphs of the job classes and trend lines are also available through the templates. Task 4, (Optional) Labor Market Salary Analysis Using published labor market data from publi private sector organizations, we will analyze individua labor market rates and the trend of market salaries to determine the extent to which salaries indicated through the internal analysis (step 3) differ. This analysis will provide information to the City for classes where the internal pay levels differ significantly from the labor market and, hence, may need special consideration in determining their appropriate salary range. Task 5, Finalize Salary Structure Using the information gathered in tasks 3, 4, and 5, we will establish a salary structure consisting of salary ranges and allocate job classes to the ranges consistent with the job eval- uation results. The placement of job classes to the ranges must also reflect any significant deviations of market rates from the internal rates calculated in task 3. The specific details of the salary ranges (e.g., range spreads, steps) will be the product of discussions between the City and Arthur Young. In this way, the end result will reflect your specific needs and characteristics. To efficiently conduct the study, a good understanding of City and consultant roles is important. The following lists the responsibilities of each and tentative time of progress reviews assuming a start date of February 23). AL Arthur Young Mr. Frank Boyles February 9, 1987 Page 3 Task 1 - Review and Consolidate Current Point Values Arthur City of Young Plymouth 1. Provide information regarding present point values. X 2. Review all information and determine approximate point value for each job classification. X Task 2 - Determine Potential Inequities 1. Provide information regarding job respon- sibility; clarify TSPS as needed. X 2. Perform cross comparisons between evaluation results. X 3. Summarize to display potential inequities and form job hierarchy recommendations. X 4. Review recommendations with City (March 13). X X 5. Select hierarchy. Task 3 - Analyze Internal Relationships X 1. Provide employee and job class pay informa- tion in computer analysis format. X 2. Determine internal salary inequities. X 3. Estimate cost to adjust inequitable job classes. X 4. Review with City (March 20). X X Task 4 (Optional) Analyze Market Salaries 2. Obtain a copy of City of Minneapolis Market Compensation Study report. X 2. Construct market salary database in computer analysis format. X 3. Select jobs to include in analysis. X X ado Arthur Young Mr. Frank Boyles February 9, 1987 Page 4 4. Analyze market salary trend. Arthur City of Young Plymouth F 5. Compare individual and trend values to values calculated in Task 4. X 6. Review with City (March 27). Task 5 - Finalize Salary Structure X X 1. If market analysis performed, recommend adjustments in allocation of classes to salary grades. X 2. Review with City. X X 3. Determine final allocation of jobs to salary grades. X X 4. Review cost estimates based on final salary structure. X 5. Review with City (April 4). X X Myself, as project manager, and staff consultants Cheryl Kreofsky, Robert Bjorklund, and Mike Keller will be assigned to the project, as needed, for job evaluation and pay analysis. I have enclosed copies of our resumes for your review. Based on our understanding of your needs and the proposed work- plan, we estimate professional fees to be $5,100. Fees for optional task/ are estimated at $900. Expenses such as copying, mileage, computer time, etc., are additional to fees and are estimated at $500-600. It is our policy to bill for actual hours devoted to a project. In the event actual project hours result in lower than estimated fees, the City will be billed for the lesser amount. The cost to purchase the pay equity analysis templates is additional to the professional fees and is $350, which includes two hours of training time. If this proposal is acceptable, please signify your acceptance in the space provided below and return to me. Retain a copy for your files. ado Arthur Young Mr. Frank Boyles February 9, 1987 Page 5 Litigation Assistance: Should litigation be initiated against the City of Plymouth as a result of our involvement in this pay equity study, we will provide litigation assistance at our then - standard hourly rate plus expenses. While we do not offer our services as attorneys, we will perform the following functions: Review of legal challenge Assistance in defense of preparation Expert testimony. I enjoyed speaking to you and Mr. Willis regarding the status of your pay equity study. I appreciate the opportunity to present this proposal to you so you may complete the study. If you have any questions about this proposal, do not hesitate to call on me. Very truly yours, ARTHUR YOUNG & COMPANY Mark S. Christianson Approved for ARTHUR YOUNG & COMPANY: Name: Title:j! Date: Z2 Zz Approved for the CITY OF PLYMOUTH: Name: Title: Date: l[ARB S. CHRISTIANSON Mr. Christianson is a Manager in the Human Resources consulting practice of our Minneapolis office. In this position he is responsible for consulting activities in personnel management compensation, employee attitude surveys, and executive recruit- ing. Mr. Christianson holds a B.S. in Business Administration from the University of Minnesota with emphasis in Industrial Relations. He is a member of the American Compensation Associa- tion where he holds the designation of Certified Compensation Professional, and the Twin Cities Personnel Association. Examples of recent experience include: Coordinating a job analysis and pay equity compensation studies for numerous counties, municipalities, school districts, and other public jurisdictions to assist those organizations to comply with the Minnesota Local Government Pay Equity Act. Coordinating job analysis, job evaluation, and survey data collection to develop a pay equity classification and com- pensation system for the University of Minnesota Hospitals and Clinics. Conducting job evaluation and salary data analysis for a classification and compensation study for the American Medical Association. Lead consultant on a job analysis and compensation study of elected officials, department heads, and nonunion employees for Cass County. Conducting position analysis questionnaire reviews and field audits for 850 job classes in the State of Iowa comparable worth project. Conducting an attitude survey and employee interviews as part of an operations review of a student loan organization. Conducting a personnel department audit for a manufacturing company which resulted in development of a compensation system, including a special industry survey, and development of a personnel policy manual. Developing micro computer applications to analyze salary information, developing salary structures, projecting salary adjustments. Conducting a work flow analysis of position within a pur- chasing department of a manufacturing company Coordinated the installation of quality circle programs from feasibility reviews to team leader training for a retail distribution and a manufacturing organization. Conducting surveys of compensation and personnel policies and practices for manufacturing and nonmanufacturing companies. Preparing employee handbooks and personnel policy manuals. Developing and carrying out preventive labor strategies. Identifying and screening candidates for various executive positions. Conducting employee attitude surveys. Directing and carrying out the review, analysis, and selection of employee benefit programs. Developing programs and seminars to enhance work group effectiveness. Before joining Arthur Young, Mr. Christianson was a personnel manager for a manufacturing company and a representative of a personnel and labor relations association which assisted members in personnel -related problems. CHERYL A. KREOFSgY Ms. Kreofsky is a Senior Consultant in our Human Resource Con- sulting practice. She holds a B.S. degree in Community Education from Mankato State University and has completed coursework pur- suant to an M.B.A. Examples of recent experience include: Participation in approximately 35 comparable worth studies for Minnesota counties, school districts, and cities, including job evaluation, compensation, computer-based pay analysis and reporting. The development of a user manual for an automated pay analysis system. The development of an employee task questionnaire for county jobs. The development of clerical classification specifications for school districts. The development of an internal Human Resource Information System designed to assist in EEO compliance and benefit administration. The development of a special compensation plan to assist in recruitment and high turnover problems. An organizational and classification study for various county departments, i.e., Community Health Service, Recorder and JTP. The initiation and implementation of wage and salary guidelines for all nonorganized employees. A comprehensive analysis of the impact state or local com- missions/agencies have county policies/procedures and control i.e., Department of Human Services, Sheriff Civil Service commission to assist in consideration of the adaption of the County Personnel Act. An analysis of job descriptions to determine bona fide occu- pational qualifications and physical requirements. The development and presentation of an affirmative action/EEO training seminar for county department heads. Prior to joining Arthur Young & Company, Ms. Kreofsky was an Employee Relations Representative for Dakota County in Hastings. She was responsible for the administration of personnel, employee relations, affirmative action, information system development classification/job evaluation, training and development, wage and salary administration and benefits, and the development and implementation of county policies and procedures. She was the County's comparable worth project manager and representative. Ms. Kreofsky has served as a hearing officer for other public employees. She was an EEO Specialist for the Comprehensive Employment and Training Act Program and prior to that she admini- stered a federal block grant to assist minorities and disadvan- taged community groups for the City of Des Moines. ROBERT W. BJORKLUND Mr. Robert Bjorklund is a Consultant in the human resources con- sulting practice of our Minneapolis office. He holds a B.A. in Psychology from Winona State University and has completed all course requirements and electives for his M.A. in Industrial Rela- tions from the University of Minnesota. Examples of recent experience include: Participating in approximately 41 pay equity studies for Minne- sota counties and school districts, including job analysis, job evaluation, computer-based pay analysis, pay structure develop- ment, and reporting. Conducting job analysis informational interviews and preparation of job descriptions for job redesign and job evaluation purposes at a 571 -bed hospital. Conducting position analysis questionnaire reviews, collecting salary information for salary surveys, and preparing job descriptions for a residential treatment center for adolescent offenders. Conducting position analysis questionnaire reviews, interviews, preparation of job descriptions salary survey and pay analysis as part of a comparable worth compensation study for a regional development commission. Project supervisor on several pay equity projects including both school districts and counties in the state of Minnesota. Participation in the development and design of customized salary surveys. Prior to joining Arthur Young & Company, Mr. Bjorklund had exten- sive experience as a Counselor at Metropolitan Medical Center. n MICHAEL T. KELLER Mr. Keller is a consultant in our information technology prac- tice. In this position he is responsible for the major part of our in-house data processing activity and for assisting clients in using and improving their microsoftware. Mr. Keller is com- pleting a B.A. in computer science at Macalester College, St. Paul, after spending a number of years in the data processing field. He has extensive experience in micro -computer applica- tions, including database and spreadsheet design, word/list pro- cessing, and statistical analysis programming. Examples of recent experience include: Design of statistical, data entry, and verification programs for market research and customer surveys for wholesale and retail businesses. He consulted on survey design, implemen- tation, and evaluation and trained data entry operators. Development and delivery of training on LOTUS 1-2-3 for pro- grammers in a data processing organization. Design of spreadsheet and statistical programs for all appli- cations in compensation and pay equity analysis for Arthur Young - Minneapolis and other offices of the firm. Spreadsheet and database design and manipulation using LOTUS 1-2-3, Symphony, and Multiplan and dBase II and Digital's WPS for a number of clients, for the purpose of designing and generating reports. Adaption of software for financial analysis and tracking to client needs in accounting and finance. Manager of several conferences on collective housing, includ- ing planning, supervising, communicating, and arranging pro- grams, publications, registration, and exhibits. Before joining Arthur Young, Mr. Keller was an independent soft- ware consultant. DATE: TO: FROM: SUBJECT CITE OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO February 19, 1987, for February 23 City Council Meeting James G. Willis, City Manager Eric Blank, Director of Parks and Recreation CONCEPT PLAN APPROVAL FOR 1987 NEIGHBORHOOD PARK PROJECTS SUMMARY: Attached for City Council approval are concept plans and cost estimates for three neighborhood parks proposed for construction during 1987. t BACKGROUND: The Park and Recreation Advisory Commission reviewed and approved the concept plans for Rolling Hills and Amhurst neighborhood parks at their February 12, 1987 meeting. The Commission wanted to specifically point out to the City Council that the cost estimates prepared by the consultant, at this time, are recognized by the Commission to be high. It is proposed that as the final plans and specifications are completed and more accurate cost estimates are prepared by the consultant, the Commission will recommend the appropriate adjustments in order to keep the park projects in line with the proposed budget. The concept plan for County Road 61 neighborhood park was approved by the Park and Recreation Advisory Commission at a special meeting on February 18. Each of the concept plans meets the minimum standards for neighborhood parks as recently approved by the Park and Recreation Advisory Commission and City Council. The more active play areas have been separated in an acceptable fashion from existing or proposed residential development. Based on our neighborhood meetings, we believe we have consensus that the plans, as submitted by PRAC to the Council, have strong support from the residents for both Amhurst and Rolling Hills parks. The County Road 61 park had two issues which were more controversial and required the Commission to choose alternatives based on what they believed to be in the best interests for this park and total neighborhood. The first issue is the northerly trail running east/west, connecting to County Road 61. Although residents living immediately adjacent to this 75' corridor opposed the trail through this area, by a two -to -one margin, the residents in attendance at the February 18 meeting supported the inclusion of a trail through this area. As you can see by the proposed plan, the Commission has voted to recommend that a trail be included in this location. I concur with this recommendation. We are in the process of trying to tie down the exact location of this trail connection on the Heritage Ridge plat. We reviewed this concept with staff from Westwood Engineering on Thursday, February 19. They are now attempting to prepare a graphic of the trail location for Monday's Council meeting. On the concept plan we have shown the approximate location of the proposed trail. The second issue had to do with a_request to. extend a trail on the west side of County Road 61 from the park north to County Road 9. Based on the traffic consultant's (Strgar-Roscoe) Concept Plan Approval for Neighborhood Park Projects Page 2 February 19, 1987 for February 23 Council Meeting report to the Commission, which indicates that at this time it is safe to cross County Road 61, the Commission believes that it is premature to proceed with the requested trail. Fred Moore has met with the Park and Recreation Advisory Commission to discuss in detail the issue of crosswalks and trails on County Road 61. Mr. Moore will be available at the Monday Council meeting to answer any questions the Council might have about trail crossings on County Road 61. Larry Decker of Barton-Aschman Associates; Barbara Edwards, PRAC Chair; and I, will be present at the February 23 Council meeting to present the concept plans for these parks and answer any questions the Council may have. The next step in the process is for the City Council to authorize the con- sultant to begin the preparation of plans and specifications for the actual construction of these park sites. Final plans and specifications and final cost estimates will be approved by the City Council. The consultant has indicated that it will take approximately one month to prepare the final plans and specifications. Therefore, we have scheduled this to be back before the City Council on Monday, March 23. Allowing proper time for bidding the project, we expect to open the bids on April 14 and have a recommendation for award of contract on the April 20 City Council agenda. This would allow construction to commence on or about May 1. RECOMMENDATION: I recommend the City Council approve the three master plans as approved by PRAC, and that the consultant be authorized to proceed with preparing final plans and specifications for each park. J r)'6ln f Eric J. Blank, Director Parks and Recreation np Attachments CITY OF PLYMOUTH Pursuant to due call and notice thereof, a meeting of the City Council of the City of Plymouth, Minnesota, was held on t e day of 19 The following members were present: The following members were absent: introduced the following Resolution and moved its adoption: RESOLUTION NO. 87 - APPROVING MASTER PLANS FOR AMHURST, ROLLING HILLS AND COUNTY ROAD 61 NEIGHBORHOOD PARKS WHEREAS, the Park and Recreation Advisory Commission has conducted public meetings to solicit input for the design of three neighborhood parks; and WHEREAS, the Park and Recreation Advisory Commission has approved master plans for Amhurst, Rolling Hills and County Road 61 neighborhood parks; and WHEREAS, the Director of Parks and Recreation recommends approval of the proposed master site plans; and WHEREAS, the City Council has reviewed said park plans and finds them to be in accordance with neighborhood park standards; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that the master plans for Amhurst, Rolling Hills and County Road 61 neighborhood parks, as presented on February 23, are hereby approved and, further, that the consultant is directed to proceed with the preparation of final plans and specifications for each site. The motion for the adoption of the foregoing Resolution was duly seconded by and upon vote being taken thereon, the following voted in Favor t ereo : The following voted against or abstained: Whereupon the Resolution was declared duly passe an a opte m I go 'D N 3 on m i m m Dn0 vv n m S Cl) czi moi 5 i o m m Ei z z m ui O mm m 0S.o a n, Z o 339jF Z, m z5374277 Q: y x wasoac C zm m/ 0 8 z nOI234. 3 t r O m 4' YU F MJ/ 0 r m m r m DiO y ate•, IV N m i O a 33 O r r G a m m m U) 11 11 11 0 N tD M am N D z r COY En U] F- N Ul N caF Ut F rt 7s ~ X07, fD 'rl y r Fl - C2 - o~ i R o rt Fl - W o rt a m rt 0 i o 0 vi 0 0 w o O o O w w N o M 0 0 0 0 3 rt fD OH Uri N oo w q t F N O F M bi [ t Al F F' --4 H Ul o o F -j oF- t D 4A 'U" 4A X Ul Ul O O O O -.7 O .P O O N ON O H 0000 O O Ul O Ul O O O O kD 0000 O O O O O O O O O co v x- hd rt z ( RD 'o F- N U rt o- M N• O N D C rt 0 rn rn O O W O O fD oo Ul a O\0 O i W F- N 01 01 x N N O O O O OO OO b d i - C N oo A 9o2 m`"o ro m O M Q Ln N LnC r x o H C2 g nn O fD N G N Ul N W W N O O O O W m N O O O O O O U1 W N %D O LJ op. UlOOUlO O W W O N O O O F-' N N ko O v m x ixinC) in TI K in 4 go T m0 z 0 Cl) 0 0 m 4 iw; II- t- C-0 Hy N• O Ut N - i- o M Ccrt Ff- rt, t w n Ln Fxj r a i 0 vi 0 0 0 0 o N o m 0 O 0 0 N r 0 N ae v w 0g O O ' f' H W O F-' 0 tq Jill 4.a 1p J N CO p %D Ul 01 N U1 O W N N N O 00 O w O O O (-nN LnF Co O 03 0 00 O co O O O O O O D O O O O O 00 O O O O O O 0:) 11 7L CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 18, 1987 for City Council Meeting February 23, 1987 TO: dames G. Willis, City Manager l , FROM: Blair Tremere, Community Development Director SUBJECT STATUS OF COMMUNITY BASED RESIDENTIAL FACILITIES PROSECT The Special Committee has met twice and has conducted extensive review sessions with the consultant, Mr. Donn Wiski of Resolution, Inc. The consultant is preparing information based on a framework developed partially as the result of those discussions, and the Committee will be reviewing that material in preparation of their next meeting. Extensive literature and reference materials have been produced for the Committee and another charge to the Committee is to review those materials prior to the next meeting. The Committee has established the following dates for the future meetings, with the anticipation that the final report could be developed and ready for Planning Commission review by late spring. The dates are: March 12, 1987, April 9, 1987, and April 23, 1987. The Committee has requested staff to determine if appropriate State officials would be available to meet with the Committee, including Commissioner Gardebring of the Health and Human Services Department. Another possible resource would be the Commissioner of Corrections. We are exploring those possibilities now. i4 CITY OF PLYMOUTH 7/4 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 19, 1987, for February 23 City Council Meeting TO: James G. Willis, City Manager 3FROM: Eric Blank, Director of Parks and Recreation (F SUBJECT: CONSULTANT SELECTION - PARKERS LAKE BATHHOUSE As per the City Council's direction, we sent Requests for Proposal to six consultant firms with regard to this work. We have received proposals back from five firms. These proposals are included for your review. All five firms are highly qualified to complete our project. If the Council does not wish to interview all five consultants, I would suggest interviewing: Schwarz/Weber Carlson/Mjorud Architecture Delano Erickson Architects I would recommend Thursday, February 26 or Saturday, February 28 as possible interview times. This would allow the City Council to make a selection at their March 2 Council meeting. np Architecture interior design research land planning and development r Richard Schwarz/Neil Weber 612/936-9818' 1511 Excelsior Avenue East Hopkins Minnesota 55343 16 February, 1987 Eric Blank Director of Parks and Recreation 3400 Plymouth Boulevard Plymouth, Minn. 55447 Dear Mr. Blank: Enclosed you will find eight copies of our response to your Request for Proposal for the Parkers Lake Bathhouse Facilities. Richard Schwarz/Neil Weber, Inc. have been highly active in the area of recreational facility design. We feel that we will serve you well. Please read the proposals carefully and feel free to give us a call if you have any questions or items that you would like clarified. We look forward to presenting this material to you in person when we can give you further visual explanation of our proposal. Sincerely, ICHARD SCHWAR /NEIL WEBER, INC. Neil Weber, AIA Enclosures i MacDonald and Mack Partnership 305 Grain Exchange Building Telephone Stuart E. MacDonald Minneapolis, Minnesota 55415 612 3414051 Robert C. Mack, AIA February 17, 1987 Mr. Eric Blank Director of Parks and Recreation Plymouth City Hall 3400 Plymouth Boulevard Plymouth, MN 55447 Reference: Proposal for Parkers Lake Bathhouse Dear Mr. Blank: The MacDonald and Mack Partnership is pleased to submit the accompanying proposal for professional services in conjunction with the development at Parkers Lake. We appreciate the confidence placed in our firm by the invitation to be considered for this project. We sincerely hope to have the opportunity to work with you and your staff to bring this development to fruition. Very truly yours, MACDONALD AND MACK PARTNERSHIP Robert C. Mack, AIA Partner Encl: Proposals (8 copies) CITY OF PLYMOUTH 7y -7 -ti 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 18, 1987, for February 23 City Council Meeting TO: James G. Willis, City Manager FROM: Eric Blank, Director of Parks and Recreation SUBJECT: 1987 PARK FACILITY RENTAL POLICIES AND FEE SCHEDULE SUMMARY: The attached resolution approves the 1987 park facility rental policies and fee schedule. BACKGROUND: The Park and Recreation Advisory Commission reviewed the 1987 fee schedule at their February 12 meeting. They recommended approval to the City Council with three changes from the 1986 policy. These changes will be found on page 4 of the document. Item F - Picnic Kits Increased from no charge to a $5 rental fee. Item G - Softball Scoreboards Increased from a $5 fee to $10 per scoreboard per day. Item H - Pitching Machine This is a new item available for use in 1987. I recommend the City Council approve the 1987 Park Facility Rental Policies and Fee Schedule as recommended by the Park and Recreation Advisory Commission. Eric J. Bla`Fik, Director Parks and Recreation np Attachments CITY OF PLYMOUTH Pursuant to due call and notice thereof, a meeting of the City Council of the City of Plymouth, Minnesota, was held on t e day of 19 The following members were present: The following members were absent: introduced the following Resolution and moved its adoption: RESOLUTION NO. 87 - APPROVING THE 1987 PARK FACILITY RENTAL POLICIES AND FEE SCHEDULE WHEREAS, the Director of Parks and Recreation has presented a proposal for the 1987 Park Facility Rental Policies and Fee Schedule; and WHEREAS, the Park and Recreation Advisory Commission has reviewed and recommended approval of said policies; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that the 1987 Park Facility Rental Policies and Fee Schedule are hereby approved. u The motion for the adoption of the foregoing Resolution was duly seconded by , and upon vote being taken thereon, the following voted in favoF thereof: The following voted against or abstained: Whereupon the Resolution was declared duly passed wO adopted. V PARK FACILITY RENTAL POLICIES AND FEE SCHEDULE The City of Plymouth's Park and Recreation facilities are provided for the whole- some leisure -time activities of all City residents. Use of these facilities is governed by policies established by the Plymouth City Council as recommended by the Park and Recreation Advisory Commission. The following procedures and policies have been developed for park facility usage. It is the responsibility of the Park and Recreation Department to administer these policies fairly and equitably. Any group wishing to use Plymouth's park facilities should make a request in writing providing as much lead time as possible. Permit request forms are available through the Park and Recreation Department. Seven days is the minimum request time for any facility usage. Requests will be filled based on availability and facility condition. It -is the City's policy that the long-range care and maintenance of all park facilities takes precedence over any single event. Permits will be denied and/or revoked when and if the City believes damage may occur to park facilities. The decision to grant or revoke a permit is solely up to the discretion of the director of Park and Recreation and/or his appointee. By adopting this policy, the City reinforces its commit- ment to provide clean, safe and fun parks for every resident's enjoyment. A. Permits for park facilities for everyday use will be considered by the following priority list: 1. Youth athletic associations serving Plymouth residents. 2. Plymouth Park and Recreation sponsored programs. 3. Plymouth resident groups (50% of the group must be Plymouth residents). 4. Plymouth non-profit civic organizations, i.e., Civic League, Lions, Jaycees, etc. 5. Registered teams participating in City programs. 6. Private Plymouth companies. 7. Churches located within Plymouth. 8. Outside groups (eligible for tournament and special -event rental only). B. Youth Athletic Association Reservations 1. Youth athletic associations dealing with Plymouth youth, will be given free use of baseball, softball, football, soccer and hockey facilities to conduct their normal day-to-day programs. Free lighting will be provided only after these groups have made maximum use of daylight hours. This will include games and league playoffs. Lights for practice are only provided for hockey. Other groups are expected to make maximum use of daylight hours for practice. a. No inning or quarter may start after 10:00 p.m. Monday through Saturday or after 9:00 p.m. on Sunday. 2. Youth associations wishing to conduct invitational, district or state competitions on Plymouth facilities will be required to meet rental fees as outlined later in this policy. These rental fees will be used to offset the care and maintenance of facilities provided for such special tournaments. Facilities will be provided to youth athletic associations based on the percentage of Plymouth children participating in their program. At the conclusion of each sport season, each association shall compile and Facility Rental Policies Page 2 provide to the Park and Recreation Department a detailed analysis of the number of teams, games played, practices held and youth involved in their association so that a determination can be made as to the percentage of facilities to be allocated the following year. Groups that do not provide registration information won't be given permits. C. Adult Facility Reservations Plymouth adult groups (neighborhoods, companies, churches, etc.) can apply for field use by obtaining a one-time permit through the Park and Recreation office according to the requirements listed below: 1. Permits will only be granted to Plymouth Park and Recreation teams, Plymouth youth athletic associations, Plymouth civic groups, Plymouth sports clubs, Plymouth companies, Plymouth churches and groups of people made up of at least 50% Plymouth residents. 2. Two permits per group per week. 3. You cannot have more than two permits pending at one time. As soon as you use one, you can request another. 4. Permits may be requested up to two weeks in advance. 5. Requests may be phoned in (559-2800 x 266) and permits picked up at our office Monday through Friday, between 8=00 a.m. and 4:30 p.m. 6. No alcoholic beverages (including beer) are allowed on park grounds, in parking areas or on City streets unless a permit has been granted by City. 7. Plymouth Park and Recreation reserves the right to cancel any permit due to unplayable field conditions. D. Tournaments We will begin accepting applications February 1, 1987. 1. Softball tournaments which are sanctioned by the Minnesota Recreation and Parks Association will get a $30 discount on their total rental fee. 2. No game may start before 8:00 a.m. Monday through Saturday or before 10:00 a.m. on Sunday. 3. No inning or quarter may start after 10:00 p.m. Monday through Saturday or after 9:00 p.m. on Sunday. 4. No motorized vehicles or machines are permitted on park property without the written consent of the Park and Recreation Department. 5. Applications for food vending permits and beer permits must be made through the Plymouth City Clerk. 6. In the event of total cancellation of a tournament due to severe weather, all fees will be refunded. The Plymouth Park and Recreation Department will determine the amount of refund on any partially completed events. 7. Concession vehicles must be located in the parking lots only and cannot remain on park property overnight. Facility Rental Policies Page 3 8. There will be no consumption of intoxicating beverages on park property without a City permit. E. Fee Schedule 1. Field Use a) Softball/Baseball 1) Plymouth Athletic Associations, private groups, teams or organizations - 1 game, $10 per field;7..2 games, $20 per field; 3 or more games, $40 per field per day. 2) Outside groups, teams or organizations - 1 game, $20 per field; 2 games, $40 per field; 3 or more games, $60 per field per day. b) Football/Soccer 1) Plymouth Athletic Associations, private groups, teams or organizations - 1 game, $15 per field; 2 games, $30 per field; 3 or more games, $60 per field per day. 2) Outside groups, teams or organizations - 1 game, $20 per field; 2 games, $40 per field; 3 or more games, $80 per field per day. 2. Field attendant will assist with maintenance, open bathrooms and supervise park usage - $6 per hour. Required for all tournaments, except youth tournaments where special arrangements have been made. 3. Lights a) Softball/Baseball/Football/Soccer - $15 per hour, or any portion of an hour. b) Hockey Rinks - $10 per hour. 4. There will be no charge for Hollywood bases, field liner or field dragging. These are included in field rental prices. 5. Chalk is available for $3 per bag to all groups. 6. We have a tent approximately 30' x 40' which we will set up and take down for a rental fee of $150. 7. Damage Deposit a) Plymouth youth athletic associations and Plymouth non-profit civic organizations - not required. (These groups will be held responsible for any damages, however.) b) All other groups are required to pay a $100 damage deposit with their application. If the request is denied, the $100 will be refunded. If the application is accepted, the deposit will be returned after the tournament only if the park is left in acceptable condition. HE DEPOSIT WILL NUT BE REFUNDED IF THE PARK REQUIRES SPECIAL MAINTENANCE DUE TO YOUR USE OF THAT FACILITY. 8. All fees must be paid in full three days before the tournament begins. a) For tournament rental, a copythe tournament draw must be turned into the Park and Recreation office for approval at least three days before the tournament. Facility Rental Policies Page 4 9. Rink permits will only be granted to City groups for skating parties, or activities during hours not normally scheduled for public skating. A fee of $6 per hour for a supervisor, plus the normal fee for rink lights will be charged. 10. All groups are responsible for repaying, in full, any and all damages resulting from theft or vandalism to any equipment or facilities used during their rental period. 11. Attached, on a separate sheet, is a list of our playfields and their facilities. E. Puppet Wagon The Plymouth Puppet Wagon is available for rent for private parties during those hours when it is not normally scheduled for Park and Recreation activities. Fees are set on a show -by -show basis based on time and work involved for each show (minimally $65). F. Picnic Kits Picnic kits are available to the general public for a $5 fee, plus a $25 damage deposit which is refundable if the kit is returned intact and undamaged. G. Softball Scoreboards We have softball scoreboards at Zachary Playfield which can be rented for $10 per scoreboard per day, when you also rent the fields. A field attendant must be on duty. H. Pitching Machine We have a softball pitching machine available at Zachary Playfield for 15 per hour. Use of the batting cage is included in the fee. Field attendant must be on duty. 2 PLAYFIELDS AND THEIR FACILITIES LaCompte Playfield. . . . . . . . . 2 softball/youth baseball fields 10805 County Road 15 N 1 hockey rink (lighted) Plymouth, MN 55441 1 shelter building Oakwood Playfield . . . . . . . . . 2 softball/youth baseball fields (1 lighted) 1700 Highway 101 N 1 90' baseball field (lighted) Plymouth, MN 55447 3 soccer/football fields (2 lighted) 1 hockey rink (lighted) 5 tennis courts (2 lighted) 1 shelter building Plymouth Playfield. . . . . . . . . 3 softball/youth baseball fields (lighted) 9805 36th Avenue N 3 soccer/football fields (lighted) (,fall only) Plymouth, MN 55441 2 hockey rinks (lighted) 4 tennis courts (lighted) 1 shelter building Plymouth Creek Playfield. . . . . . 2 softball/youth baseball fields (lighted) 3625 Fernbrook Lane N 1 90' baseball field (lighted) Plymouth, MN 55441 1 soccer/football field (lighted) 2 hockey rinks (lighted) 1 shelter building Ridgemount Playfield. . . . . . . . 1 softball/youth baseball field 12000 Ridgemount Avenue N 1 90' baseball field Plymouth, MN 55441 2 soccer/football fields 2 hockey rinks (lighted) 3 tennis courts (lighted) 1 shelter building (temporary) Zachary Playfield . . . . . . . . . 4 softball/youth baseball fields (lighted) 4355 Zachary Lane N 1 90' baseball field (lighted) Plymouth, MN 55442 2 soccer/football fields (lighted) 2 hockey rinks (lighted) 4 tennis courts (lighted) 1 shelter building CITY OF PLYMOUTH SPECIAL EVENT/PARK USAGE APPLICATION 1. Organization 2. Person in Charge: Name Address Phone: 3. Dates Desired Home Work 4. Fields Desired 5. Is the tournament sanctioned? By who? 6. Will food be sold? Will beer be sold? 7. Equipment needed: Bases Liners, Lime Drag Building Keys 8. Other 9. Fields: Plymouth Groups Outside Groups Baseball/Softball Baseball/Softball These 1 game-$10/field 1 game-$20/field are 2-$20/field, 3+-$40/field 2-$40/field, 3+-$60/field per day Football/Soccercharges) Football/Soccer 1 game-$15/field 1 game-$20/field 2-$30/field, 3+-$60/field 2-$40/field, 3+-$80/field Field Charges (per day) $ Lights ($15/hr/field, $10/hr/rink $ Chalk ($3/bag) $ Staff ($6/hour) $ Tent ($150) $ Scoreboards ($10/board/day) $ Pitching Machine ($15/hour) $ 100 DEPOSIT DUE AT TIME OF APPLICATION. I, understand that a part or all of the deposit fee will be forfeited if condition of the park requires extra duties for the Park and Recreation Department, and that I and the representative organi- zation are responsible for conduct of participants and any resulting damages. Signature Date Tournament request granted Park and Recreation Director's Signature Date Rejected CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447 TELEPHONE (612) 559-2800 MEMO DATE: February 19, 1987, for February 23 City Council Meeting T0: James G. Willis, City Manager C.i r-) FROM: Eric Blank, Director of Parks and Recreation / SUBJECT: PARK DEDICATION - PARKERS LAKE CITY PARK Plans are being developed at this time for a park dedication ceremony for Parkers Lake City Park. I'd like the Council to give us some direction on a choice of date that would be most convenient for their schedules. We have narrowed our selections down to Sunday afternoon, July 19 or July 26, or Wednesday evening, July 29. We are looking at approximately a two-hour event to include: a short dedication ceremony, ribbon cutting, and some form of music or other program. The sponsor for this event is going to be Merrill Lynch Realty/Burnet. We expect their recognition to be in the form of thank you's on any written material prepared for the event, verbal acknowledgement, perhaps by the Mayor, and perhaps on items such as balloons that may be given away at the event. Merrill Lynch has also indicated that they will have members of their company available to provide volunteer help for any activities taking place at the park that day. This type of sponsorship is in keeping with other various programs for which we have had sponsors. Examples are: the puppet wagon, softball tournaments, triathlons, and other special events. We are also receiving joint cooperation on this program from the Art Center of Minnesota and District 284 Community Education Department. We currently have an on-going cooperative program with these two agencies. In order to properly plan and schedule the activities, we need the City Council, at this time, to give us their preference for which day we should plan this event. np o