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CITY OF
PLYMOUTR
CITY COUNCIL INFORMATIONAL MEMORANDUM
September 16, 1988
RECYCLING CASH DRAWING
September 15: No Winner
(17 600 block of 13th Avenue)
Next Week: $400 Cash Award
UPCOMING MEETINGS AND EVENTS.....
1. BUDGET STUDY SESSION -- Monday, September 19, 7:00 p.m. Budget
Study Session II in City Council conference room.
2. BOARD OF ZONING -- Tuesday, September 20, 7:30 p.m. The Board of
Zoning Adjustments and Appeals will meet in the City Council
chambers. Agenda attached. (M-2)
3. CALENDARS -- Meeting calendars for September and October are
attached. (M-3)
FOR YOUR INFORMATION....
1. RECYCLING REPORT -- Attached is the monthly report on the recycling
F curbside pickup program. In August, a total of 280.8 tons were
picked up, as compared to 248.45 tons in duly. Our residential goal
is 151 tons per month. (I-1)
2. MINUTES:
a. Plymouth Advisory Commission on Transit, August 24, 1988 (I-2)
3. DEVELOPMENT SIGNAGE -- On Friday, September 16, a development sign
will be placed at 12855 State Highway 55. CAD/CAM Development is
requesting approval of a lot division, site plan, conditional use
permit and variance. The site plan and conditional use permit is
for the construction of a new office/warehouse building with outside
storage located to the rear of the building. The variance is from
the fire lane requirements. (88-106). This request will be heard
by the Planning Commission at the September 28 meeting.
3400 PLYMOUTH BOULEVARD, PLYMOUTH, MINNESOTA 55447, TELEPHONE (612) 559-2800
CITY COUNCIL INFORMATIONAL MEMORANDUM
September 16, 1988
Page 2
4. LIEUTENANT PROMOTION -- Sergeant Tom Saba was promoted to Lieutenant
on September 10. Tom will be responsible for the Technical Services
Division of the Department which includes the Investigations and
Support Services. In addition, Tom has received training in
emergency preparedness. He will be designated as the Emergency
Preparedness Coordinator for the City.
5. MAPLE GROVE LAKE QUALITY COMMISSION -- Attached is an article from
the City of Maple Grove newsletter on its Lake Quality Commission
and recommendations adopted by the City concerning lake quality and
safety. (I-5)
6. PLYMOUTH HISTORICAL SOCIETY -- A copy of the September newsletter
from the Plymouth Historical Society is attached. The Historical
Society will have an Open House on Wednesday, September 28 at its
facility. An announcement on the open house is also included.
(I-6)
7. PRIMARY ELECTION RESULTS -- Attached are the election results by
precinct. Turnout at 2,722 ballots cast is 9.5 percent of the
registered voters. For comparison purposes, the last state primary
in 1986 had a turnout of 5,306 or 21 percent of the registered
voters. From comments made by the election judges, only minor
problems were encountered with the Optical Scan equipment. Ballots
occasionally became stuck in the counter because of the type of
secrecy folder we were using around the ballot. For the November
general election, we will change to another type of secrecy sleeve
which should eliminate this problem. (I-7)
8. CORRESPONDENCE:
a. Letter from William Pritchard, Thompson Land Development, to
Mayor and City Council, endorsing the City's Capital Improvement
Program for 1989-83. (I -8a)
b. Letter to Steven Huberty, 3930 Lancaster Lane, from Public
Safety Director, recognizing Mr. Huberty's assistance at the
scene of a personal injury accident. (I -8b)
c. Letter to Alan Wendler, 17205 - 23rd Avenue No., from Dick
Pouliot, responding to Mr. Wendler's suggestion regarding the
City's recycling cash drawing. Mr. Wendler's suggestion was
received over the Citizen Comment Line. (I -8c)
d. Letter from Shelly Stuart, Animal Humane Society, to Mayor and
Council on the Society's request for City funding assistance.
(I -8d)
e. Memo from Laurie Rrauenhorst advising of her conversation with
Bob Ford on possible amendments to the snowmobile ordinance.
(I -8e)
/'
BOARD OF ZONING ADJUSTMENTS AND APPEALS
MEETING AGENDA
TUESDAY, September 20, 1988
1. CALL TO ORDER
2. ROLL CALL
3. APPROVAL OF MINUTES
4. NEW BUSINESS
7:30 P.M.
August 9, 1988
WHERE: Plymouth City Center
Council Chambers
3400 Plymouth Blvd.
Plymouth, MN
)A_C.,
A. Mark and Carolyn Hamlin. Variance for 4 ft. to allow a 31 -ft. front yard
setback versus the Ordinance required 35 ft., in order to construct a room
addition to the residence at 18420 31st Avenue North (09-01-88)
B. Jim Sandberg. Variance for 4 ft. to allow an 11 ft. side yard setback versus
the Ordinance required 15 ft., in order to construct a 2 -car garage onto the
residence at 18130 8th Avenue North (09-02-88)
5. OLD BUSINESS
None
6. ADJOURNMENT
9:00 P.M.
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MINUTES
PLYMOUTH ADVISORY COMMITTEE ON TRANSIT
AUGUST 24, 1988
PRESENT: Peggy Galarneault, Dennis Jacobson, Nancy Holter, Bob Roberts,
Paul Buharin, Frank Boyles
I. APPROVAL OF JULY 27. 1988 MINUTES
The Committee approved the July 27, 1988 meeting minutes with one
correction on the third page revising the driver's name to John, not
Jim.
II. REVIEW OF JULY RIDERSHIP STATISTICS
The July statistics for the commuter/reverse commuter were 3621
substantially less than the 409 ridership for June. The internal
circulator, on the other hand, was an average of 42 against the June
average of 41. The total system average was 429. On a year-to-date
basis, the commuter is exceeding its target by 3.5%, the internal
circulator is below target by 15.8% and the total system exceeds the
target by 2.5%.
III. FOLLOW UP ITEMS FROM PREVIOUS MEETINGS
A. Internal Circulator Schedule on Weekends. Paul Buharin stated that
he found that the MTC route 51 on Sundays is different. Therefore,
the linkages between the internal circulator and MTC route are 1/2
hour off throughout the day. The schedule board at Ridgedale has
been changed now to reflect Sunday service. He found that there are
a few regular riders, but mostly discretionary rides use the
service. This is a year -around trend. Paul believes that service
should be cut back on Sunday mornings. There should be no Saturday
changes. This change will be initiated after speaking with Sunday
riders who may be effected by the change and after reviewing the
proposal of Jim Johnson.
B. The late 5:45 bus has become more timely as drivers have changed.
C. The 4:45 p.m. experiment was not conducted given the hot summer
temperatures. During the next month the test will be accomplished
using the same procedures as set forth in the July 27 minutes,
including placing a sign in each vehicle advising riders of the
service change and providing riders and drivers with a brief written
summary of the objectives that the change is intended to accomplish.
PLYMOUTH ADVISORY COMMITTEE ON TRANSIT
August 24, 1988
Page 2
IV. IDENTIFICATION OF NEW AREAS OF CONCERN AND RECOMMENDATION
The two 5:08 outbound buses sometimes do not run together. In some
cases, people have been left downtown for lack of a second bus. An
incident occurred where a mini broke down and a van had to be
substituted. The dispatcher was less than proactive in his dealings
with the customer. Riders said that the morning timing has been
excellent. Drivers are not aware that there are two different schedules
and in many cases there are no schedules on the bus. Paul will check
into this for the next meeting.
Paul stated that he had received a letter from reverse commuter riders
wanting their old driver back. Paul said they are looking for another
driver who has similar personality attributes. They will try to reduce
the number of substitute drivers as well.
V. PROMOTIONAL PLANS
Frank Boyles stated that he felt it would be most beneficial to conduct
another champagne flight on Wednesday, September 'list In conjunction
with this promotion, a handout will be provided promoting fare card
usage by providing riders with a free ride for each fare card purchased.
Paul was asked whether he was distributing schedules to new apartments.
He will continue this effort.
The committee adjourned at 8:05 p.m.
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PLYMOUTH _H I STOR I CAL SOCIETY
OPEN HOUSE
SEPT. 28,1988
7:3 0 P M
GUEST SPEAKER
DRREL LE I POLD
"HISTORY of the RMER I CAN RUTOMOB 1 LE"
LOCRTI ON: PLYMOUTH H I STOR I CAL BU I LD I I NG
3605 FERNBROOK LANE
PLYMOUTH , MN
MUSEUM OPEN - REFRESHMENTS SERUED
Darel Lelpold and his wife own Leipold's Gift Shop in EHcelsior, MN.
Darel is a former high school teacher who owns several vintage
automobiles and has a collection of literature and artifacts. He will
provide an informative history of the formative years of the automobile
industry and bring along part of his collection for all of us to look at
7Z�` (L1
SEPTEMBER 1988 VOLUME V NUMBER 2_
SEPTEMBER OPEN HOUSE
On Wednesday September 28th at 7:30 p.m. Plymouth Historical Society
will have an OPEN HOUSE. The guest speaker will be Darel Leipold
speaking an the "History of the American Automobile". It should be
a very interesting evening as Darel is a collector of vintage automobiles
and collectibles. He will bring along literature and artifacts from the
early beginnings of the automobile industry.
See the attached flyer and bring your, friends and neighbors.
THE CARRIAGE HOUSE
The Carriage House is just about completed and will be put to good
use for storing and displaying additional items collected by the Plymouth
Hi-storical Society. The next step is to add a cupola with weather vane,
put in electric lighting and paint the Carriage House.
Donations to help defray additional costs of the building are
welcome. You may send tax deductible contributions to Harvey Schiebe
c/o the Plymouth Historical Society, 3400 Plymouth Blvd., Plymouth, MN
55447.
OLD FASHIONED CHRISTMAS IN PLYMOUTH
It's not to early to plan ahead and mark your. calendar for the
the 2nd Annual "Old Fashioned Christmas In Plymouth" Sunday December 11th
co-sponsored by the Plymouth Historical Society and Plymouth Park &
Recreation Dept. It will be bigger and better than last year so watch
for future announcements
MAILING AND MEMBERSHIP LIST
All of the people who have previously signed our guest book have
been added to the mail list. You will have to pardon us if we didn't
get the name or address exactly correct. If you have any additions or
corrections please give me a call Gary Schiebe 473-4885.
If any one would like to become a member of the Plymouth Historical
Society please feel free to call Jack or Mary Malmstedt at 473-4453.
The 'annual dues are Individual $5.00, Family $7.50 and Lifetime $100.00.
or
-LL
SEPTEMBER 1988 VOLUME V NUMBER 2_
SEPTEMBER OPEN HOUSE
On Wednesday September 28th at 7:30 p.m. Plymouth Historical Society
will have an OPEN HOUSE. The guest speaker will be Darel Leipold
speaking an the "History of the American Automobile". It should be
a very interesting evening as Darel is a collector of vintage automobiles
and collectibles. He will bring along literature and artifacts from the
early beginnings of the automobile industry.
See the attached flyer and bring your, friends and neighbors.
THE CARRIAGE HOUSE
The Carriage House is just about completed and will be put to good
use for storing and displaying additional items collected by the Plymouth
Hi-storical Society. The next step is to add a cupola with weather vane,
put in electric lighting and paint the Carriage House.
Donations to help defray additional costs of the building are
welcome. You may send tax deductible contributions to Harvey Schiebe
c/o the Plymouth Historical Society, 3400 Plymouth Blvd., Plymouth, MN
55447.
OLD FASHIONED CHRISTMAS IN PLYMOUTH
It's not to early to plan ahead and mark your. calendar for the
the 2nd Annual "Old Fashioned Christmas In Plymouth" Sunday December 11th
co-sponsored by the Plymouth Historical Society and Plymouth Park &
Recreation Dept. It will be bigger and better than last year so watch
for future announcements
MAILING AND MEMBERSHIP LIST
All of the people who have previously signed our guest book have
been added to the mail list. You will have to pardon us if we didn't
get the name or address exactly correct. If you have any additions or
corrections please give me a call Gary Schiebe 473-4885.
If any one would like to become a member of the Plymouth Historical
Society please feel free to call Jack or Mary Malmstedt at 473-4453.
The 'annual dues are Individual $5.00, Family $7.50 and Lifetime $100.00.
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1,038
1,391
28,553
/ of r
No
Fiegtstrdtiorr,
28
16
7
4
12
9
7
4
0
2
B
15
3
2
8
7
132
TOTAL 10. OF
FEG1STUED
wTERS,
3,312
2,469
1,814
1,992
1,335
1,842
1,369
1,419
1,382
2,078
2,325
2,650
1,147
1,108
1,046
1,398
28,685
TOTAL FO. CF
fwWTS CAST
257
302
215
199
152
234
156
148
84
130
265
260
77
45
61
117
2,722
PFiii?RA(E
wfllC
8%
12%
IN
1(Jb
119
1z%
lit
10b
6X
6S
11>
106
77
4%
7i;
6°"
9.591 '
ORRIN THOMPSON
HOMES
A Division of U.S. Home Corporation -
September 12, 1988
Mayor Virgil Schneider
Members of the City Council
City of Plymouth
3400 Plymouth Boulevard
Plymouth, MN 55447
Dear Mr. Schneider and City Council Members:
Orrin Thompson Homes, a Division of U.S. Home Corporation, would
like to express our endorsement of the City of Plymouth's 1989-93
Capital Improvement Program, especially as it relates to a parcel
of land we have recently purchased that indicates extension of sanitary
sewer in 1990. The parcel of land Orrin Thompson Homes has purchased is
south of Highway 55, located along Medina Road. We fully support
the City's desire to extend services to this area.
Orrin Thompson Homes has been an active participant in the development
of building quality neighborhoods through various communities in the
Twin City area for the past fourty (40) years and we look forward to
the opportunity of working with the City of Plymouth on this development.
Therefore, please accept this letter as our endoresement of the
City of Plymouth's Capital Improvement Program for 1989-93 and extend
to you our willingness to cooperate with the City in order to accomplish
these objectives.
Since ely Yours,
William D. Pritchard
Senior Vice President/Project Manager
Thompson Land Development, a Division
of U.S. Home Corporation
WDP/ldk
300 South County Road 18 • Suite 870 • St. Louis Park, MN 55426 • 544-7333
=- a \z 11
September 9. 1988
Mr. Steven Hubertv
3930 Lancaster Lane, 4323
Plymouth, Minnesota 55441
t
1,
.C:
CITY OF
PUMOu i I t
SUBJECT: LETTER OF RECOGNITION
Dear Steve:
It has come to my attention that you assisted Plvmouth Police Officers at the
scene of a personal injury accident on September 8th. Sergeant John Ward told me
that you responded to first aid and traffic direction at this accident which
occurred on Fernbrook Lane and County Road 9.
Your assistance was greatly appreciated. At the time of this particular acci-
dent, our patrol force was backloaaed on service calls and responding to only the
highest priority demands. It is reassuring for us to have persons such as you on
our Fire Department. Your fulltime police officer skills and your recently
acquired firefighting proficiencies make you an"invaluable addition and resource
to our Public Safety team.
Thanks for a job well done -- keep up the good work!
Sincerely.
Ric and J. Carlquist
Public Safety Director
RJC••gs
cc: James G. Willis - City Manager
Lyle Robinson - Fire Chief
3400 PLYMOUTH BOULEVARD. PLYMOUTH, MINNESOTA 55447, TELEPHONE (612) 559-2800
U
�i1y moi=
September 13, 1988 ` IL M UTH
Mr. Alan Wendler
17205 23rd Avenue North
Plymouth, M": 55447
SUBJECT: CITIZEN COMMENT LINE
Dear Mr. Wendler:
Thank you for your suggestion regarding the City's Recycling cash
drawing. As you are probably aware, there are many ways in which this
incentive program can be conducted. Several variations were considered
prior to the implementation of the current program.
I will present your suggestion to the Recycling Advisory Task Force at
it's next meeting where all the pros and cons of this modification to
the program could be discussed.
Some factors, or comparisons, of this modification with the current
program are as follows:
1. Publicity and advertising of the Recycling Program through the
cash drawing was one of the main objectives of the program.
The cash buildup would seem to generate more publicity for the
program than would an increase chance to win $100.00.
2. Ease of administration was another factor in that the entire
Recycling Program is managed by one person on a part time
basis. If three, four or five homes would have to be checked
each recycling day, and select new addresses each week, this
would increase the work load involved.
3. Credibility and equitably are guaranteed by the current program
with the City Council drawing the page and line numbers which
ultimately determine the winner. Since the City Council does
not meet every week, this would have to be done by the staff
and although credibility and equality is in fact equal, the
guaranteed appearance of any impropriety is not as readily
apparent to the citizens. The increased publicity resulting
from the cable cast City Council Meetings would also be lost.
3400 PLYMOUTH BOULEVARD. PLY /'_l.,'TF MINNESDTA TELEPHO(:: (612 559-2800
= - gc-' -
Mr. Alan Wendler
September 13, 1988
Page Two
These, and other factors, will be considered by the Recycling Advisor}'
Task Force as mentioned above and if this group recommends a change then
it will be formally presented to the City Council for approval.
Again, thank you very much for your call and suggestion; please feel
free to offer any other suggestions fcr improvement of our Recycling
Program.
Thank vou.
Sincerely,
Ric an4J. iot
Project Coordinator
RJP:kh
enclosure
cc: Fred G. Moore, Director of Public Works
Frank Boyles, Asst. Cit}. Manager
Helen LaFave, Communications Coordinator
=- 9 C'
MEMO
DATE: September 12, 1988
TO: Fred Moore, Public Works Director
FROM: Helen LaFave, Communications Coordinator\v
SUBJECT: CUSTOMER COMMENT CALL RELATED TO YOUR DEPARTMENT
For your information, the following call related to your
department was received on the Citizen Comment Line.
The City Council directed that I publicize the Customer Comment
Line in the September/October Plymouth on Parade as well as cable
television. This is an experimental program to allow residents
to voice concerns after hours and/or anonymously by leaving a
message on an answering machine.
Within the coming months 1 will be reporting to the City Manager
the response to the Citizen Comment Line as well as providing
him with a log of all calls received.
cc:
Frank Boyles
Dick Pouliot
40
M:c
9/12/88 CALL: Alan Wendler, 17205 - 23rd Ave., (476-
6541), called with a suggestion regarding c
the recycling cash drawing. Mr. Wendler
suggests that when there is no winner that
rather than awarding a larger lump sum the
next week that, instead, the City pick
more addresses for the next week, thereby
increasing residents' chance of winning.
For instance, if the amount accumulated was
$300, Mr. Wendler advocates choosing three
addresses and checking all three. Those
with recyclables out would win $100. For
those households that did not have
recyclables out, "their" $100 would be
carried over to the next week. Then the
next week the city would choose as many
addresses as $100 awards were available.
He said residents would perceive this as a
better chance to win. He added that the
prospect of winning $100 may motivate some
people to recycle.
RESPONSE: Helen LaFave called Mr. Wendler to clarify
his suggestion and passed the suggestion on
to Fred Moore and Dick Pouliot for
consideration.
Animal
Humane
Society
Be A Voice For Those Who Cannot Speak
845 Meadow Lane N.
Minneapolis, MN 55422
Telephone 612-522-4325
Honorable Mayor Virgil
City of Plymouth
3400 Plymouth Boulevard
Plymouth, Mn 55447
Dear Mayor Schneider:
A. Schneider
September 14, 1988
On behalf of everyone at the Animal Humane Society, I would like
to thank you and the Plymouth City Council for the opportunity
to make a presentation and request for funding from the City of
Plymouth.
As I told you, your invitation to apply for a grant represents a
unique funding opportunity for the Animal Humane Society, which
does not generally qualify for foundation grants, corporate grants,
or United Way funding. Our services are supported primarily by
animal adoption fees and private contributions.
We hope that you will remember, when you deliberate, that the Animal
Humane Society's services benefit everyone in Plymouth. Its services
have saved the tax -payers more than $100,000 over the past 5 years.
If you need additional information, please do
me at 522-0611. Thank you again. I hope that
thanks to all the members of the City Council.
your decision.
Sincerely,
Shelly uart
Director of Development
/ss
not hesitate to call
you will extend our
We look forward to
A NON-PROFIT CORPORATION DEDICATED TO THE WELFARE OF ANIMALS . ' ' -._-
=-%.e-
GIT' OrF PLYMOU-71-'r-"l
3400 PLYMOUTH BLVD.. PLYMOUTH, MINNESOTA 55447
TELEPHONE (612) 559-2800
MEMO
DATE: September 15, 1988
TO: Frank Boyles, Assistant City Manager
FROM: Laurie Rauenhorst, City Clerk:fr(.
SUBJECT SNOWMOBILING ORDINANCE
Today I spoke with Bob Ford (292-2040). He questioned whether there
have been any recent ordinances considered or adopted regarding
snowmobiles. He has been in contact with Dick Carlquist and will
be meeting with Denny Paulson to discuss possible amendments to
the current ordinance.
He stated that he is representing a group that is working on an
ordinance proposal to be presented to the City Council.
N
uITY OF PLY1\40'u��-�
3400 PLYMOUTH BLVD, PLYMOUTH. NIIINNESOTA 55-4-1-
TELEPHONE
54TELEPHONE X612; 559-2K"'
MEMO
DATE: September 16, 1988
TO. Mayor & City Council
FROM. James G. Willis, City Manager
SUBJECT FOLLOW-UP ITEMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT
SEPEMBLR 19 BUDGET STUDY SESSION II
Provided in this memorandum is information requested by the City Council at
Budget Study Session I. The Council will recall that most of this
information relates to Table 4 on page M-11 of my, budget memorandum. This
table sets forth the major increases contained in the proposed 1989
budgets. I have asked the respective department and division manaqers to be
present at the September 19 Budget Study Session to elaborate upon the
information contained herein.
I. STREETS
1. When was the last Street Department maintenance employee hired?
1985.
2. What does it cost to add a new Street Department person?
Annual wages for a maintenance person amount to $26,146 annually.
In addition, the fringe benefit costs amount to $6,536, for a
total cost of $32,682.
3. How many plowing hours and miles will be added by converting an
existing contract route to maintenance employee route?
The City Council received a map showing City and contractor
plowing routes, together with the 1989 budget. The plowing route
which would be converted to city crews in 1989 consists of
approximately ten city street miles. Each plowing route is
designed to require eight to ten hours to complete during an
average snow fall. Assuming nine snow falls per year, the route
requires 72 to 90 hours to plow each year. Sanding and other
annual street work activities are not included in this total.
FOLLOWUP ITEMS FROM BUDGLT STUDY SESSION I FOR DISCUSSION AT SEPEMBER 19
BUDGLT STUDY SESSION II
September 16, 1988
Page 2
4. How many street miles have been added since the last street
maintenance employee was hired? What are his or her other
responsibilities?
The table below shows the number of local street miles which have
been added each year since 1980.
Street Maintenance
Attached as Exhibit 1 is a memo from Fred Moore deseribinq_ in
detail the responsibilities of this proposed position.
II. BUILDING PERMIT FEES AND CURRENT SERVICE FEES
1. Building permit fees and current service fees appear too hiqh for
1989. Provide more conservative projections.
Based upon the Council's discussion, the Finance Director and I
have reduced the 1989 building permit fees by $38,000 to
$625,000. We have also reduced the plan checking fees for 1989 by
$10,000 to $360,000.
Since platting fees and engineering services are also dependent
upon building activity, we have reduced these by $7,000 in total
to $30,000 and $90,000 respectively. Based upon our building
permit activity expectations for 1988 we expect to meet this
year's projections as submitted to the Council. These projections
are $10,000 less than originally budgeted.
Miles
Miles of
New Street
Street Maintenance
of Streets
Year
City Streets
Mileage
Employees
Per Employee
1980
167.4
8
20.9
1981
173.6
6.2
9
19.3
1982
175.4
1.8
9
19.5
1983
179.4
4.0
9
19.9
1984
183.0
3.6
9
2.0.3
1985
187.8
4.8
10
18.8
1986
191.5
3.7
10
19.2
1987
197.7
6.2
10
19.8
1988
206.7
9.0
10
20.7
1989
213.7
7.0
11
19.4
Attached as Exhibit 1 is a memo from Fred Moore deseribinq_ in
detail the responsibilities of this proposed position.
II. BUILDING PERMIT FEES AND CURRENT SERVICE FEES
1. Building permit fees and current service fees appear too hiqh for
1989. Provide more conservative projections.
Based upon the Council's discussion, the Finance Director and I
have reduced the 1989 building permit fees by $38,000 to
$625,000. We have also reduced the plan checking fees for 1989 by
$10,000 to $360,000.
Since platting fees and engineering services are also dependent
upon building activity, we have reduced these by $7,000 in total
to $30,000 and $90,000 respectively. Based upon our building
permit activity expectations for 1988 we expect to meet this
year's projections as submitted to the Council. These projections
are $10,000 less than originally budgeted.
FOLLOWUP ITEMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT SEPEMBER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 3
111. PARK MAINTENANCE SUPERVISOR
1. What specific goal is to be achieved by adding a Park Maintenance
Supervisor?
The Park Maintenance Supervisor is intended to be the first-line
supervisor of all full-time and temporary Park Maintenance
employees. Our Lead Persons are members of the union and are not
truely supervisory. They provide direction to city work crews
only, but cannot be expected to discipline or evaluate employee
performance. The lead person is assigned to specific crews to
complete more complex projects. This reduces the number of
projects which the Park Maintenance Supervisor is responsible for
personally overseeing. During the summer months the supervisor
will rely on the lead person to assist in monitoring the work of
temporary and full-time employees.
During the winter, the Park Maintenance Supervisor is the primary
supervisor. Key winter activities are planning for sprina, summer
and fall workload to ensure that materials, equipment and
personnel are available and scheduled to efficiently accomplish
division responsibilities. Following job completion the
supervisor is to ensure high quality work.
2. What are the tangible benefits expected?
a. Greater productivity of work crews through scheduling and
preplanning.
b. More regularized inspection and correction of park facility
damage.
3. Is this intended to be a working supervisor?
No, the emphasis is on supervision, performance evaluations of
seasonal and full-time crews and monitoring of the park system
daily. The position is to accomplish the daily scheduling of
equipment and manpower to achieve short and long term maintenance
goals. The organizational diagram for street maintenance, sewer
and water and proposed park maintenance is shown on Exhibit 2.
FOLLOWUP ITEMS FROM BUDGLT STUDY SESSION I FOR DISCUSSION AT SEPEMBER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 4
1V. RISK COORDINATOR
Define the duties and responsibilities of the Risk Coordinator.
The primary responsibilities of the Risk Coordinator include:
1. Prepare insurance specifications for annual quotations.
2. Serve as coordinator of the City's Safety Program.
3. Assist in loss control and risk management training and education
of City, employees.
4. Review claims and make recommendations for settlement.
5. Perform follow-up investigations of claims for future claims
prevention.
6. Inspect City, facilities regularly, for safety hazards including
parks, buildings and city rolling stock.
7. Assist with implementation and coordination of the Police
Accreditation Program.
8. Coordinate claims between City Attorney and insurance carrier.
9. Develop insurance policies and guidelines.
V. POLICE PERSONNEL
1. What do the Police Reserves accomplish?
The attached Exhibit 3 shows that between May and August the
Reservists were involved primarily with community services,
traffic control and training. I expect that as the Reserve
members become more seasoned, the number of training hours will be
reduced in favor of direct services to community residents. This
fall we will bring on two more Reserves for a total of six. A job
description is attached for information as Exhibit 4.
2. What is the average response time to life-threatening conditions?
In 1986 the Council prioritized 33 police activities. As part of
the ranking, the Council identified response time priorities.
There are nine activities which the City Council said should
receive a response in 5 minutes or less. These activities are
identified below:
FOLLOWUP ITEMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT SEPEMBER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 5
COUNCIL EXPECTATION 0-5 MINUTES
ACTIVITY
NUMBER OF
REPORTED AVERAGE
INCIDENTS* RESPONSE TIME*
Crimes Against Person
249
6.2
Motor Vehicle Injury
189
3.9
Crisis Intervention
21
3.0
Medical Emergency
859
6.0
Bomb/Bomb Threats
6
12.7
Fire
335
4.6
Alarms
1443
5.0
Prowlers
55
5.0
Domestics
280
7.0
The following five activities were to receive response in 15
minutes or less:
NUMBER OF
REPORTED AVERAGE
ACTIVITY INCIDENTS* RESPONSE TIME*
Crimes Against Property
Lost Children
Property Damage Accidents
Suspicious Persons
Traffic Hazards
1133
9.4
66
6.0
701
7.0
1536
9.0
2073
8.0
*Based upon actual responses during the period August 1, 1987
through duly 31, 1988.
3. Show what the calls for service have been by apartment and
single-family dwellings.
Our current computer does not readily summarize data within police
grids. The Chief has run a comparison between the Alpinetree
Apartments located at 3301 County Road 18, and compared it with
Grid 9, which is located between 45th Avenue North and 54th Avenue
North, and Fernbrook and and Vicksburg Lane. There are 210
apartment units located in the Alpinetree Apartments. There were
102 calls for service between January 1, 1988 and August 31, 1988
at the Alpinetree Apartments. In Grid 9, there were 120 incidents
reported. This comparison is inconclusive.
FOLLOWUP ITEMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT SEPEMBER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 6
The Police Department expects to exceed 20,000 calls for service
this year. Many persons never use our service even once during
the year; while others call upon us several times. Police studies
have shown a strong correlation between density and socioeconomic
conditions which suggests that apartment buildings, particularly
those with less expensive rents, would show higher demand for
Public Safety Services.
4. What percentage has the Police Department budget increased in the
Past five years?
Since 1983, the department budget has grown by 63'x.
5. Show what the population is per 1,000 sworn officers in the past
five years?
Shown below is the City's population, the number of sworn officers
and the number of officers per 1,000 population for each year
since 1984:
PLYMOUTH SWORN OFFICERS PER POPULATION
1984 - 1988
YEAR
POPULATION
SWORN OFFICERS
RATIO
1988
471800
35
1/1336
1987
43,854
33
1/1328
1986
41,207
31
1/1329
1985
38,940
31
1/1256
1984
37,050
30
1/1235
Attached as Exhibit 5 is a graphic showing various Minnesota Cities,
the population of each, number of sworn personnel per department and
ratio of sworn personnel to 1,000 population. Of the cities shown,
Plymouth has the least number of officers per 1,000 population at one
officer per 1,336 population.
FOLLOWUP ITEMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT SEPEMBER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 7
VI. COST OF COMPREHENSIVE PLAN BOOK
1. What was the cost of the comprehensive plan book when it was
printed in 1984?
According to our records, the 1984 cost per booklet for 17,000 units
was 62¢ each. In 1986 we had an additional 5,000 run for 83¢ per
unit. Recently we obtained an estimate from the printer who did the
original work for 25,000 units, identical to the current booklet.
That quote was $13,000 or 52¢ per unit. The total number of booklets
at 25,000 assumes 18,000 for mail out and 7,000 for distribution over
the two years the book will be used. It appears that regardless of
the number of colors, our greatest savings can be achieved by changing
paper stock. The estimated savings has been quoted as high as
$3,000. This does not consider paper stock cost increases during
1989. The total cost budgeted in also intended to cover the printing
costs for 1,000 each, 11 x 17 size, stage development, thoroughfare
guide, existing land use, and Land Use Guide Plan maps. We will bid
various options to achieve the best cost for reproduction of this
booklet in late 1989.
VII. LEGAL SERVICES
1. Break out legal services by category and dollars for the last two
years?
Shown below is a graphic which displays by service area, the
dollars expended in 1987 and projected for 1988.
General Other Civil Criminal Expenses Total
1987 $72,000 $1021092 $137,919 $18,613 S330,624
1988 Est. $72,000 $ 55,268 $146,997 $14,213 $288,478
2. Who is doing the prosecuting for the City and what is the current
rate?
Steve Tallen has been the prosecutor for the City for the last two
years. The 1989 hourly rate is calculated at $65 per hour as has
been the case for the last two years.
3. Get a proposal from Skip Lefler from prosecution.
One has been requested, although he said it may be several weeks
before it will be submitted.
FOLLOWUP ITEMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT SEPEMRER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 8
VIII. COMPLETION OF THE GUIDE PLAN REVISIONS
1. Prepare a time schedule for the completion of the guide plan
revisions and consider spreading the updating over calendar years
1989 and 1990.
Blair Tremere has provided a memorandum (Exhibit 6) which provides
a timeline for completion of this project.
IX. COST BREAKDOWN FOR THL $14,400 BUILDING INSPECTION VEHICLE
1. What is the cost breakdown for the $14,400 Building Inspection
vehicle?
The cost breakdown below is based upon our experience with the 1986
Bronco which was purchased.
1986 Purchase Price $11,244
3 Years Inflation @ 4% per year 1,349
Sales Tax 756
Radio 1,000
14,349
We have also received a quotation from Superior Ford indicating a 1988
model price of $13,382. This does not include radio or sales tax.
X. SNOWPLOWING OF SIDEWALKS AND TRAILS
1. What would be the cost reduction for eliminating Highway 101 from
the plow route?
We estimate that $3,200 can be saved by elimination of the Hiqhway
101 sidewalks.
2. What would the cost be to have Wayzata clear Highway 101 sidewalks
on a contractual basis?
Wayzata has advised Mark Peterson that they do not have the
equipment to clear Highway 101 sidewalks within Plymouth.
3. Did the costs contained in the budget memorandum assume both sides
of Highway 101?
Yes
FOLLOWUP ITEMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT SEPEMBER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 9
4. Do we have records of residents requesting that trails be plowed?
During the winter months various departments received calls from
residents asking why trails are not plowed. Comments have also
been received at town meetings and occasionally from City Council
members who received resident complaints during the winter.
5. Does the sidewalk machine proposed move around in a trailer? What
type of equipment do other communities use?
The sidewalk machine can either be trailered, or can be run on the
street. Its maximum speed is 20 miles per hour as is the case
with our larger production mowers. The equipment we have proposed
is similar to that used by other communities for similar
purposes. Twenty-two Minnesota cities use this type of equipment.
This equipment purchase would be bid under State law.
6. How many hours will it take to plow trails?
Our best estimate suggests that for a snow fall of up to 6", the
high priority trails will require 15.5 person hours, excluding
Highway 101 which if completed by City crews would require 12
person hours and the low priority trails 28 person hours.
XI. POLICE ACCREDITATION
1. Does the Police Accreditation Program come from IACP?
No.
2. Are there other organizations which provide accreditation?
No.
3. What would the accrediting organization do?
Attached is a pamphlet (Exhibit 7) which summarizes the steps
which the accreditation agency takes.
XII. NEW SQUAD CAR
If we add one police officer do we add a new squad car? Now many
officers can we add before needing additional cars?
With the addition of the third police officer, an additional squad car
will be required.
FOLLOWUP 1TLMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT SEPEMRER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 10
XIII. JOINT POWERS AGREEMENT WITH MEDICINE LAKE
What does the Joint Powers Agreement with Medicine Lake do with
respect to drownings, etc.
In order to provide water or ice rescue, which requires special
equipment, the Plymouth Fire Department has to request mutual aid
assistance from Medicine Lake Fire Department.
If the rescue were during the summertime, Medicine Lake Fire
Department would arrive with a boat and motor and attempt the rescue.
If they were too late and body recovery is necessary, the Hennepin
County Sheriff Department would be requested to send their divinq team
to the scene.
The Hennepin County Sheriff Water Patrol that is based on Lake
Minnetonka is mostly a volunteer force, as is the Medicine Lake Fire
Department. There would be a much longer response time for the water
patrol to respond than with Medicine Lake.
XIV. WHICH CITIES BELONG TO THE MUNICIPAL LEGISLATIVE COMMISSION IN 1988
VERSUS 1987
Provide an update on which cities belong to the Municipal Legislative
Commision in 1988 versus 1987.
The following fifteen cities are members of the MLC: Bloomington,
Brooklyn Park, Burnsville, Eagan, Eden Prairie, Edina, Inver Grove
Heights, Maple Grove, Maplewood, Minnetonka, Plymouth, Roseville,
Shoreview, White Bear Lake and Woodbury.
Inver Grove Heights is the newest member of the Commission, having
joined in 1986/87. The cities of Blaine and Moundsview were members
but elected not to participate in 1984/85.
XV. RECRLATION
1. What is the maintenance cost for various recreational fields?
In 1987 we analyzed the estimated cost each year to maintain
various types of play fields. Attached as Exhibit 8 is an excerpt
of that report. Our findings were that maintenance costs for
softball fields are approximately $4,727; soccer fields $8,528 and
skating rinks $6,553. These figures would have to be increased
for 1989. These costs include intensified maintenance caused by
heavy field usage.
FOLLOWUP ITEMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT SEPEMBER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 11
2. Do we get enough for tennis lights versus cost of electricity?
No. Metered 20 minute lighting is provided for 25� for two tennis
courts at Oakwood and two courts at Ridgemount. Four courts each
at Plymouth Junior High and Zachary are non -metered, providing for
20 minutes of free lighting on a push button basis.
XVI. FORESTRY
1. Are we utilizing the trees in our tree farm?
Yes we are. The trees are transplanted yearly into City parks and
along City trails.
2. Should we increase the size of the tree farm and if so, where
should the site be?
We have modestly increased the tree farm using the Eagan Park
site. While there is a modest savings per tree between the tree
farm and commercial acquisition, there are also additional respon-
sibilities including fertilization, trimming, watering, etc. With
a larger farm we would have experienced greater loss during this
last year as it would have become a question of caring for our
park trees or watering the tree farm trees. The current tree farm
size is appropriate to the City's needs.
3. How much do we currently have planted at the tree farm?
Two -hundred fifty trees are presently in the nursery. Fifty to
one -hundred trees will be harvested and replaced in 1989.
XVII. CENTRAL EQUIPMENT
1. The Council would like to see a list of the make, year and model
of the equipment which is scheduled to be replaced in the 1989
budget.
The table below shows the make, model, year, and mileage of each
replacement piece of equipment:
FOLLOWUP ITEMS FROM BUDGET STUDY SESSION I FOR DISCUSSION AT SEPEMPER 19
BUDGET STUDY SESSION II
September 16, 1988
Page 12
Unit
No.
Year
Make
Model
Description
Mileage**
Dept.
1987
Chev
Caprice
Police Units
Note 1
Police
249
1980
Chev
6 YD
Dump Truck
46,901
Street
700
1979
Chev
1/2 Ton
Pickup
63,405
Street
533
1980
Chev
1/2 Ton
Pickup
65,656
Parks
320
1983
Chev
1/2 Ton
Pickup
549914
Sewer/Water
536
1983
Chev
1/2 Ton
Pickup
47,377
Parks
006
1969
Chev
3/4 Ton
Pickup
20,956
Fire
430
1980
Ply
Horizon
Staff
31,115
Pool
196
1983
Chev
Celeb
Staff
559656
Police
435
1980
Ply
Horizon
Staff
48,214
Pool
195
1982
Pontiac
Staff
63,979
Investigator
197
1983
Olds
Staff
65,380
Investigator
199
1983
Olds
Staff
71,680
Investigator
532
1977
Jacobsen Mower
2,603 *
Parks
656
1981
Fertl. Spreader
---
Parks
---
1987
Weed Whips
---
Parks
---
1987
21" Mowers
---
Parks
1981
Cutting
Torch
Hobart Torch
---
Shop
455
1987
Chrysler
New Yorker
Manager Auto
36,210
Admin.
239
1974
Ford
Loader
Tractor
2,098 *
Street
1981
McKee
Blower
Tractor Blower
---Street
248
1974
Int'1
Vac
Sweeper
92,237
Street
1968
Ford
Flail Mower
---
Street
* Hours
** Mileage as of duly 1988
Note 1: These vehicles are going into use in August/September 1988. Will
be replaced after 15-18 months with about 90,000 miles.
XVIII. ENGINEERING
Attached as Exhibit 9 is a memo from Fred Moore discussing the duties
and responsibilities of the Engineering Technician position contained
in the 1988 budget an continued in 1989.
If any Councilmember has other questions with respect to the proposed
budgets which may require some response, please call Dale or me and we will
seek to respond promptly.
OW:kec
EXHIBIT 1
MEMO
CITY OF PLYMOUTH
3400 PLYMOUTH BOULEVARD, PLYMOUTH, MINNESOTA 55447
DATE: September 14, 1988
TO: James G. Willis,_City Manager
FROM: Fred G. Moore, Director of Public Works
SUBJECT: JUSTIFICATION FOR AN ADDITIONAL EMPLOYEE FOR THE STREET DIVISION
The Street Division is requesting an additional employee to be hired
starting November, 1989 to handle a snow plow route which is currently done
by contract and to perform other maintenance activities.
For the last three years we have been taking on an additional route, one
each year, that was previously plowed by contract. In addition to the ten
street employees we currently have, we utilize one employee from the Parks
Department, and four from the Sewer and Water Department for snow plowing.
If this employee is not hired we will have one of two choices:
1. Utilize an additional employee from the Parks Department or
Sewer and Water Department. This of course would hamper
their operations by way of one less employee to clean ice
rinks and perform ice maintenance, or hamper the required
maintenance in the Utility Department.
2. Continue to contract the new proposed area as in the past.
In addition to the snow plowing and ice control that the new employee would
do, there are many other maintenance items which the new employee would
assist with. I am estimating that our miles of city streets will be 214 by
the end of 1989. With the additional employee we would have just under 20
miles per street employee. The Tischler and Associates, Inc., report from
May, 1986 suggested that we have 17 miles per street employee. Since adding
our last employee in 1985, we have added approximately 23 miles of street.
Not using the miles of street per employee ratio, and basing it on
population, the need is also there. As the City continues to grow, requests
for maintenance services to be performed are increasing every year. Many of
these requests are small projects that can be taken care of quickly, but
still add up time wise that keep us from performing our normal scheduled
maintenance work.
A breakdown of winter, spring, summer, and fall and other work will be
listed to give an idea of types of maintenance activities we accomplish.
EXHIBIT 1
SUBJECT: JUSTIFICATION FOR AN ADDITIONAL EMPLOYEE
September 15, 1988
Page Two
Winter:
o Snow plowing and ice control
o Moving snow to prevent vision problems
o Wing snow to make room for additional snow
o Maintenance on the plows, trucks, and sanding units
o Building barricades
o Going through and checking all our small motorized
equipment
o Traffic sign work
o Hauling and mixing sand and salt
o Roadside garbage pickup, (if not much snow)
o Catch basin inspection
o Drainage system inspection, by walking ditches
o Assisting other departments. primarily Sewer and Water on
water breaks.
o Thawing frozen culverts, and catch basins to assist in the
spring runoff
Serine
o
Take snow removal and ice control
equipment off our
equipment
o
Four men devoted to spring
sweep for six weeks
o
Repair streets that have
been dug up
for watermain break
repairs, (average 12)
o
Repair frost boils
o
Hand patch the entire City
to free us from
any potholes
o
Sod repairs done from snow
plowing
o
Start crack sealing
o
Monitor gravel roads by way
of adding
material or grading
until the frost is out
SUBJECT: JUSTIFICATION FOR AN ADDITIONAL EMPLOYEE
September 15, 1988
Page Three
Summer:
o Paving and preparing streets for the upcoming seal coating
area (eight employees needed)
o Catch basin repairs
o Mowing (vision problems) and City property
o Installation of street name signs in new developments
o Continue with year around hand patching crew
o Grade gravel roads as needed
o Lift or replace damaged curbs
W-1
o Haul sand, salt, and mix
o Catch basin repair
o Gravel on all existing gravel roads
o Mount snow plows and sanders
o Clean ditches (backhoe work)
o Check the whole city for high manholes and gate valves so
that the snow plows will not hit them
o Repair streets that need repair and are not in the next
seal coat area
o Street sweeping
EXHIBIT 1
Other
There are many other tasks that the Street Division gets involved with:
o
Putting
up and taking down development signs
o
Pickup
and maintain area
around Recycling Dropoff Center
o
Dig and
fill cemetery graves
o
Put up
and remove voting
equipment
o
change
bulbs on traffic
signals and cross walks
0
Install
new and replace
damaged traffic signs
EXHIBIT 1
SUBJECT: JUSTIFICATION FOR AN ADDITIONAL EMPLOYEE
September 15, 1988
Page Four
If the Street Department is to continue putting out the quantity of work
they have in the past, and the quality of work as in the past, we must add
additional employees as we continue tD grow.
FGM:kh
Street Supervisor
Tom Vetsch
I
1 Lead Person
9 Street Maintenance
6 Temporary
ORGANIZATIONAL DIAGRAMS
PUBLIC WORKS V.S. PARK MAINTENANCE
PUBLIC WORKS
Superintendent
(Jim Kolstad)
Equipment Maintenance
1 Lead Person
2 Mechanics
1 Temporary
PARK MAINTENANCE
Superintendent
(Mark Peterson)
Park Maintenance Supervisor
1 Lead Person
8 Park Maintenance
4 - 20 Temporary Employees
EXHIBIT 2
Sewer & Water Supervisor
(Bob Fasching
I
1 Lead Person
1 Utility Operator
8 Sewer & Water Maintenance
4 Temporary
Forester
1 Forestry Aid - Temporary
1 Weed Inspector - Temporary
1 Tree Inspector - Temporary
2 Laborors
,/
EXHIBIT 3
PLYMOUTH POLICE RESERVE'S WORK STATISTICS
MAY - AUGUST 1988
TASK MONTH
MAY JUNE JULY AUGUST
COMMUNITY SERVICE
23.10
5.34
14.00
-
PARK PATROL
2.48
6.20
8.38
8.30
CALLS FOR SERVICE
Motorist Assist
Vehicle Lock Out
Animal Detail
Water Violations
Assist Fire Dept.
Afiscellaneous
,28
-
1.56
.42
-
-
-
.50
.02
.34
-
.40
-
-
-
-
1.05
-
-
-
08
ASSIST OFFICER
TRANSPORTS
Henn. Co. Jail
Crystal Jail
Henn. Co. Detox.
ASission Detox.
Other
Vehicle Impound
Booking
Trof jic Control
A,iscellaneous
,46
-
1.20
-
-
.32
-
-
-
16
1.
-
-
1.01
-
-
-
2,28
-
-
-
-
-
.50
-1:1.55
3.48
AGENDA DELIVERY
-
1.44
-
3.30
TRAINING
6.30
7.20
7.45
4.30
TOTALS MAY JUNE JULY AUGUST
HOUP.S WORKED: 36.15 43,12 29.28 27.32
A'? -ES DP.IVEN: 146 453,3 237.5 364
]�,A� -U�4 GUST: TOTAL HOUR -.136.27 MILES - 2� 00.8
POSITION WRITE-UP
IPosition Title: Police Reservist
Department: Public Safety
4ccountable To: Reserve Coordinator
Primary Objective of Position
EXHIBIT 4
Date: Auqust 1987
Division: Police
Section: Patrol
To assist the Public Safety Department on a voluntary basis by participating in tasks
associated with crime prevention, community relations, and ancillary police services.
Major Areas of Accountability
IMonitors public and private properties including residences, businesses, schools,
parks, streets and trails to identify and report conditions.
tI--- Acts as a visual monitor of designated locations together with at least
-- one other reservist.
- Observes conditions at site in accordance with instructions.
--- Records and reports observations via photo, video tape, survey or written
r means in accordance with supervisor's instructions.
--- Initiates reports concerning actual or potential problems, i.e., public
nuisances, ordinance violations, etc...
Participates in crime prevention activities by assisting Community Relations Officer.
I--- Attends neighborhood crime prevention meetings.
--- Conducts home security surveys.
--- Distributes materials to residences and businesses.
I--- Assists neighborhood watch groups.
Provides crowd and traffic control during special events.
--- Supplements the regular force while under the direction of a sworn officer.
--- Assists regular force at assignments such as, City sponsored events, School
activities, (graduation, athletics, contests, etc.) and community based
organization celebrations.
Performs Community -Relations assignments.
--- Conducts tours of Public Safety Department.
--- Informs general public at displays during Law Enforcement Week.
--- Oversees bicycle safety rodeos.
1
2
3
4
EXHIBIT 4
+ Major Areas of Accountability:
--- Represents reserves at public speakinq requests, i.e. schools and community
based organizations.
Provides back-up to sworn officer(s) on a demand basis. 5
---Assists transport of persons under the direction of a sworn officer.
--- Responds to assists to motorists and hazardous road conditions as assigned.
--- Assists City Departments by making deliveries such as mail, agendas, etc.
�I at the direction of the shift supervisor.
--
- Provides appropriate report forms to public.
--- Provides ordinance and statute copies upon request without offering
interpretation.
--
Refers the public to appropriate Department or City Official.
--- Checks warning tag violations for conformance.
--- Removes traffic hazards from road (towing of vehicles must be under
direction of sworn officer).
--- Stand by at towing location.
--- Performs basic computer entry and retrieval from department's data base.
I Provides security for police vehicles as necessary.
Assists in search for lost children/others.
--- Recovers property and transports to appropriate facility.
Assists Community Service Officer as directed. 6
--- Participates in inoculation clinics.
--- Distributes animal control materials.
! °erforms a variety of related work as assigned by the reserve coordinator or shift 7
1 supervisor.
Performance Criteria:
--- Knowledge of all position responsibilities as displayed by previous
performance in areas of accountability.
j --- Capacity to exercise independent Judgement in carrying out assignments
consistent with instructions.
--
- Consistently demonstrates ability to establish and maintain effective
relationship with peers, full-time staff and general public.
--- Exhibits a high level of personal integrity and ethical conduct.
--- Consistently abides by bylaws specifically covering rules of conduct of
{ police reservists.
s --- Complies with all employee safety requirements.
Qualifications:
--- Minimum eighteen years old.
--- Ability to pass pre-employment physical and periodic checks.
--- Successful passing of written psychological assessment.
--- Compliance with immigration employment laws.
--- Must possess/maintain valid Minnesota drivers license without significant
violations.
EXHIBIT 9
Keeps currently informed on all specifications, regulations, codes, construction practices
and general accepted engineering standards.
Keeps supervisor promptly informed of significant developments in areas of accountability
so that the individual will be able to function effectively.
Survey City projects as required for construction.
Performs related work as apparent or assigned.
Performance Criteria
Completeness, accuracy and timeliness in plan review, written reports supporting data and
construction monitoring.
Degree of knowledge about engineering standards, construction techniques and municipal
development procedures and practices.
Ability to work independently, making decisions based upon established City policy,
standards or requirements.
Degree and nature of feedback from residents, developers and contractor regarding ability
to deal with others.
Qualifications
Completion of a four year engineering curriculum with a BS degree in engineering and/or
vocational/technical school training courses in mathematics, drafting, surveying and
related skills or equivalent education and training. Minimum of four years experience in
municipal engineering and/or surveying, if the individual does not have a four year BS
degree in engineering.
A working knowledge of maps, assessment methods and construction procedures, materials and
equipment and surveying.
Must be able to communicate effectively graphically, orally and in writing.
Must be able to develop and maintain positiNe and effective working relationship with
consultants, engineers, developers, contractors and other employees, and the general
public.
EXHIBIT 9
POSITION WRITE-UP
Position Title Senior Engineering Technician Date Nov. 1989
Department Public Works Division Engineering
Accountable To City Engineer
Primary Objective of Position
To ensure correct implementation and maintenance of erosion control measures, vegetation
protection in new development, investigate drainage problems and ordinance compliance as
specified by the City. Coordinate activities involving inflow/infiltration program for
the sanitary sewer, direct staff members needed to meet the demands of these defined
responsibilities. Investigate citizen's requests, make recommendations, and take
necessary action; perform other Engineering duties as assigned.
Major Areas of Accountability
Initiate the Capital Improvement Projects and review public and private project plans,
drawings and specifications submitted by consultants as they relate to erosion control,
vegetation protection in new development, drainage plans, ordinance and policy
requirements.
--- Provide written recommendations to Engineer and City Council to achieve
conformance.
--- Conduct or assist at informational meetings along with required necessary follow-
up to those meetings.
--- Review pay estimates for public and private contracts as they relate to these
responsibilities.
Investigates citizen's requests (nondevelopment related) concerning drainage problems ,
traffic signs, and recommend necessary action.
--- Survey lots to check grades for drainage.
--- Ensure that these requests are handled properly and promptly.
--- Investigate need for traffic signs.
Monitors construction project status to ensure proper implementation of erosion control
control, site vegetation protection and general ordinance compliance.
--- Reports problems and recommendations for corrective action to city Engineer.
--- Maintains calendar for completion of such items.
Communicates City's requirements to consultants, engineers and developers as they relate
to erosion control, protection of site vegetation during construction, revegetation of the
site upon completion of construction and general compliance with City guidelines, policies
and ordinances.
--- Represents City preconstruction meetings for this purpose.
EXHIBIT 9
SUBJECT : 1989 BUDGET QUESTIONS
September 15, 1988
Page Two
Senior EnQineerinQ Technicians (2
1. One of these positions has the responsibility for
coordinating and reviewing all development proposals,
including Lot Divisions, Preliminary Plats, Final Plats, Site
Plans, Conditional Use Permits, and Land Use changes. This
includes all constructions plans associated for the public
and private improvements.
2. The other person's responsibility is associated with the
public improvement projects undertaken by the City. This
person reviews and coordinates all of the work with our
consulting engineers and contractors on the projects. It
also includes the necessary work for the public improvement
hearings and the special assessments for the projects.
Engineering Aide/Inspection and Survey:
This person is outside a majority of the time reviewing and
inspecting the construction projects. This person, during the
winter months, reviews the "ss constructed plans" which are
submitted by the consulting engineers to ensure their accuracy on
the work which has been completed.
As the City has grown, it is requiring more and more involvement with
citizens to resolve issues not associated with a current construction
projects or development. Each year there are numerous drainage problems
which arise. These require considerable time to resolve between the
homeowners, builders, and developers. In most cases, these receive a low
priority response from us because of the workload associated with new
-construction. Working with citizens and homeowners to resolve problems
would be a major responsibility of the requested engineering/ technician
position.
This position would also be responsible for erosion control enforcement
measures during the time which we do not have a part-time employee. Other
responsibilities would involve the Infiltration/Inflow Program which we
have underway on our sanitary sewer system. As we begin our Pavement
Maintenance/Reconstruction Program next year, this position would have
responsibility coordinating some of the activities.
Attached is a preliminary "Position Writeup" description for the requested
position.
FGM:kh
attachments
EXHIBIT 9
MEMO
CITY OF PLYMOUTH
3400 PLYMOUTH BOULEVARD, PLYMOUTH, MINNESOTA 55447
DATE: September 15, 1988
TO: Frank Boyles, Assistant City Manager
FROM: Fred G. Moore, Director of Public Works
SUBJECT: 1989 BUDGET QUESTIONS
ENGINEERING TECHNICIAN POSITION
Currently there are five engineering aides/ technicians in the Engineering
Division. Their general duties and responsibilities are as follows:
Engineering Aides (2) These two people spend almost all of their
time in the office on the following.
1. Drafting work on keeping the numerous city maps up to date.
This includes all of our drawings of street and utility
systems in order that we can maintain accurate plans.
2. Dividing special assessments as all of the new lots and
parcels are created within the city.
3. Prepare and record easements and make reference maps of all
of the easement documents which the City receives.
4. Probably about 40 percent of their time is spent with
citizens, contractors, realtors, and other people providing
information and answering questions which relate to
development and Engineering Department responsibilities.
These inquiries are both by telephone and in-person at the
City Center building.
Electricit}, 8 12E. 4:
Garbage 22 11C, 55
Miscellaneous 16 OC.) 256 8C,
1890 22 $3,134 $2,436
Materials and Equipment
Light Bulbs
375
Irrigation Equip.
400
Fertilizer
300
Chemicals
80
Paint
353
Sod
500
Seed
400
Top Dress Mix
250
Electrical (Cont.)
3000
116
$2,958
Grand Total S6,528
SKATIW� RIIN&: ODSTS
Brooming
45.75
732
457.50
Shoveling
122.75
1,964
660
Blowing
15
240
30
Flooding
69.25
1,108
690
Board Repair
7.25
116
35
Line Paintinca
r
8
128
20
Garbage
5
80
25
Berms
8
128
40
$4,496
$1,957.50
Ecruipment and Materials
Light Bulbs
Grand Total
EXHIBIT 8
In our estimation, one of the best things we have going for us with regard to
our park maintenance is the fact that we have very few soccer/football fields
laid over softball/baseball fields. We currently maintain 18
softball/baseball fields and 11 soccer fields. Of this amount, only three
sites have a soccer/football laying over the top of the softball/baseball
field. We are also fortunate in most cases we do not have pleasure skating
rinks laid out on top of any of our athletic surfaces. Whenever you try and
maintain ice rinks on top of grass surfaces, you end up with weeds. This
would necessitate a total renovation and reseeding project every spring in
those areas. Klaprich Field in Wayzata is a classic example of this. Because
their entire surface is flooded in the winter time, during the summer months
they do not have an adequate turf surface to play field games on. As we build
other facilities in the future, these are items we will keep in mind, so we
r PARK USAGE AND MAII JIMCE: LEVELS
21, 1987
i, the City was being criticized
es. At the time of my hire, it
bility was to make improvements
.he perception of the community of
:n able to meet this goal.
EXHIBIT 8
for poor maintenance on many of its
was made clear to me that part of mry
in this area in an effort to turn
our poor maintenance. Hopefully, we
Just as not all parks are created equal, not all athletic fields are created
equal. Some programs by their very nature require more sophistication and
more maintenance than other programs. Outlined below are our best estimates
of the annual cost for the maintenance on one hockey rink, one softball field,
and one soccer/football field. Because our recording system is based on hours
worked on projects by site, Mark has had to estimate as best he can some of
the hours associated with each of these cost estimates by facility.
ipment and Materials
Hours
Full -Time
Hours
Part -Time
Wages
Equipment
Mowing
26
80
411
160
260
100
Painting
10
Electrical
208
65
Irrigation
13
$1,825
80
100
Turf Renovation
5
128
56
Spray & Fert.
8
128
40
Electricity
8
22
110
55
Garbage
16
256
80
Miscellaneous
10
50
50
Trimming
Infield Maint.
20
48
320
240
106
80
$1,856
$1,046
ipment and Materials
Grand Total $4,727.
$375
Light Bulbs
400
Irrigation Equip.
300
Fertilizer
80
Chemicals
20
Paint
300
Electrical
100
AgLime
250
Lime
$1,825
Grand Total $4,727.
/�prr3ALL FIELD OOSTS
Mowing
26
416
768
260
480
Painting
48
208
65
Irrigation
13
1,120
1,400
Turf Renovation
70
128
56
Spray & Fert.
6
EXHIBIT 6
Page three
September 15, 1988
Memorandum to City Manager
3. I am hesitant to recommend deferring or delaying the update of the Comprehen-
sive Plan Element beyond mid-1990 mainly because of the expectations of land
owners and developers in the City who have been waiting for the end of the
Staged Growth constraints and the expansion of the serviced area (per the
pending Capital Improvements Program (CIP) ). I am less concerned about
meeting some arbitrary deadline by the Metropolitan Council, although the
State law is clear that the City should have a current plan applicable for the
growth of the City for each ten-year period, which in our case means
1990-2000.
If updating the Comprehensive Plan is deferred and thus, there are lingering
questions as to the guiding of land, the ability of utilities to support pro-
posed development, and the appropriateness of the Parks and Transportation
Elements given actual and anticipated growth, we could be faced with numerous
practical and political problems since it is doubtful that development demand
and related pressures will cease.
4. The updating of the Plan does not necessarily mean it is going to be over-
hauled or totally rewritten. The dollar amounts cited and proposed reflect
our best judgment as to the consultant support costs for evaluating the cur-
rent plan and recommending feasible changes to meet the demands of the City
for the next decade. If certain work is deferred because of lack of funding,
it is likely the costs will be higher later due to inflation and due to the
need for "getting up to speed", if the update effort is done in increments and
not coordinated at the same time.
5. It would be advantageous to update the Plan and submit it to the Metropolitan
Council sooner rather than later. This would be proactive and would avoid the
probable "rush" as other municipalities submit their plans for review.
RECOMMENDATIONS AND CONCLUSION:
I recommend that the decision be reached as to the applicability of the deadline you
have established for completing the Comprehensive Plan update. If the date is to be
extended so that the funding can be spread over another year, then I can meet with the
other Department Heads and revise the schedule set forth above.
If the date is to be the same, at least as a reasonable goal, I am not prepared to
recommend any particular financing scheme which would allow a spreading of the cost
into another funding year. The difficulty in trying to allocate costs in that manner
is how we would then pay the bills, as they came due, if the work proceeded on
schedule. It is possible, though doubtful, that some consultants might agree to a lump
sum payment at the end of the work effort, and thus, the payment could be made after
January 1, 1990. I do not know if that is feasible for any particular consultant.
My conclusion at this time is that we should proceed as scheduled and the recommended
budgets should stand with respect to this Comprehensive Plan update work.
EXHIBIT 6
Page two
September 15, 1988
Memorandum to City Manager
ISSUES AND ANALYSIS:
1. The tentative time line I had established for achieving the updating of the
Comprehensive Plan Element is as follows:
October - November, 1988 - Complete specifications on work needed to update
Inventory and Land Use Guide Plan Elements;
identify work requiring consultant assistance
and select consultant upon receipt of Request
for Proposal.
December, 1988 - Consultant and City staff work underway to up-
date Inventory and Land Use Guide Plan Elements
and to prepare information for Planning Commis-
sion and City Council to consider relative to
possible changes to the Land Use Guide Plan and
map.
January - February, 1989 - Review data with Planning Commission and Council
regarding Land Use Guide Plan and map; reach
consensus regarding City -initiated changes; pre-
pare specifications and Request for Proposal for
consultant assistance to update other Elements.
March, 1989 - Execute Contract with appropriate consultants
for the updating of other Elements.
April - August, 1989 - Consultant work underway; preliminary results
reviewed and evaluated by staff; reports pre-
pared for Planning Commission review.
September, 1989 - Planning Commission review of and response to
preliminary findings; schedule required Public
Hearing(s) to review changes/updates.
October - November, 1989 - Conduct and complete hearing of proposed amend-
ments by Planning Commission.
December, 1989 - Review Planning Commission action and final
action by City Council
2. The normal procedure with consultants is that payment is made during the
course of the work as stages are completed and as the work is finished (with
the retention of a certain amount pending final approval of the work). It
seems to me that if the financing is stretched into 1989, there may be
problems unless the deadline for completion of the work is also extended. I
am aware only of interfund (internal) borrowing whereby City funding sources
could be tapped to pay the bills that eventually will be refunded by ad
valorem tax levies. I do not know if that is feasible or desirable.
DATE:
TO:
FROM:
SUBJECT
CITY OF PLYMOUTH
3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447
TELEPHONE (612) 559-2800
MEMO
September 15, 1988
City Manager James Willis
Community Development Director Blair Tremere:/ —
1989 - 1990 BUDGET INFORMATION
EXHIBIT 6
SUMMARY: You requested that I consider the allocation of costs for updating the
Comprehensive Plan between the 1989 and 1990 Budget Years. You have asked
for a time schedule for re-evaluating and updating the Land Use Guide Plan.
BACKGROUND:
You established a performance goal for me earlier this year to coordinate the review
and updating, where necessary, of all Comprehensive Plan Elements with the goal in mind
of such amendments being reviewed and presented to the Planning Commission for Public
Hearing prior to the end of 1989. It is your intent that the various amendments and
related actions could be considered by the City Council by January 1, 1990. I have
been proceeding on that basis and the schedule included with this memorandum reflects
that.
The 1989 proposed budget also reflects that goal. The Water Fund Budget, the Sewer
Fund Budget, and the Storm Water Fund each contemplate $25,000.00 for the updating of
the respective plans (the Water System Element, the Sanitary Sewer System Element, and
the Storm Water Drainage Element). The General Fund Budget, in the Planning Division
account, contemplates $35,000.00 for 1989 for updating three other Elements, the Parks
and Open Space Element ($10,000.00), the Transportation Element ($15,000.00), and the
Land Use Guide Plan ($10,000.00).
I have indicated to you that some work with regard to the Inventory Element and the
Land Use Guide Plan Element (which go together) would be absorbed "in-house" and thus
there are costs that would be realized through the amounts budgeted for existing
staff. It is my understanding that that same consideration has been made relative to
review and updating the Parks and Open Space Element.
The amounts proposed for 1989 reflect, for the most part, consultant fees; costs
associated with ultimately reflecting the revised plans graphically on maps and in the
publication of the official Comprehensive Plan, are included.
These amounts were based upon cost estimates from the Public Works Department, the
Parks and Recreation Department, and from my Department; we obtained these estimates by
informally contacting consultants and by referring to costs realized when the plan was
updated 10 years ago.
EXHIBIT 5
CLASS 2 CITIES BY POPULATION
NUMBER Of SWORN PERSONNEL 8 RATIO
(1988 STATISTICS)
CITY
POPULATION
SWORN PERSONNEL
RATIO
Bloominaton
85.299
99
1/861
Rochester
62.782*
97
1/647
Brooklyn Park
53.842
49
1/1099
Plymouth
47.800
35
1/1366
Edina
46.095
46
1/1002
St. Cloud
43.953*
63
1/698
Coon Rapids
42.845*
47
1/912
Minnetonka
43.742
44
1/994
St. Louis Park
43.700
49
1/892
Burnsville
42.583*
51.5
1/827
Richfield
36.760
43
1/855
Eaaan
35.311*
37
1/954
Roseville
35.178*
38
1/926
Blaine
34.405*
30
1/1147
Maple Grove
35.882
27
1/1328
Moorhead
30.285*
36
1/841
Brooklyn Center
29.420
34
1/865
Mankato
29.484*
34
1/867
Fridley
29,423*
33
1/892
Maplewood
28.775*
40
1/719
Apple Valley
28.538*
30
1/951
Eden Prairie
34.906
38
1/919
Winona
24,675
35
1/705
Crystal
24.900
30
1/830
New Briahton
23.310*
20
1/1166
White Bear Lake
22.992*
27
1/852
New Hope
22.944
24
1/956
Austin
22,374*
24
1/699
Golden Valley
21.318
29
1/735
Cottage Grove
20.753*
20
1/1038
South St. Paul
20.489*
25
1/820
Plymouth has the lowest number of police officers per population of all the
Class 2 Cities in Minnesota. Based on averages of all the Class 2 Cities.
there is a ratio of one sworn officer for each 889 residents. if this
number were equated to Plymouth's current population, we would have 53
officers -- 18 more than authorized.
*1986 Population