HomeMy WebLinkAbout1996-08-27 CC Packet Special Meeting
AGENDA
CITY OF STILLWATER
CITY COUNCIL MEETING NO. 96-21
August 27, 1996
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SPECIAL MEETING
4:30 P.M
CALL TO ORDER
ROLL CALL
BUDGET WORKSHOP
1. Parks
2. Building Inspection
3. Community Development
4. Fire
5. Library
6. Police
7. Legal, Plant City Hall, Unallocated, etc.
8. Admin., Finance, Council, other discussion
9. Other Business
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ADJOURNMENT
* All items listed under the consent agenda are considered to be routine by the City Council and will be enacted by one
motion. There will be no separate discussion on these items unless a Council Member or citizen so requests, in which
event, the items will be removed from the consent agenda and considered separately.
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MEMORANDUM
TO: Mayor and Council
FR: City Coordinator
RE: Budget workshop schedule
DA: August 23, 1996
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The following is the schedule for Council review of department budget requests on August 27th:
4:30 - 5:30
Parks
5:30 - 6:00
Building Inspection
6:00 - 6:30
Break
6:30 - 7:00
Community Development
7:00 - 7:30
Fire
7:30 - 8:15
Library
8:15 - 9:00
Police
9:00 - 9:30
Legal, Plant City Hall, Un-allocated, Etc.
9:30 - ???
Admin, Finance, Council, Other discussion
It will probably be somewhat difficult to stay with the time schedule. I would suggest that if the
Council gets bogged down on certain items that the item be set aside for further discussion at
another time. Usually this happens if council has not been given adequate information for
discussion.
Just a reminder that the Council needs to adopt the budget by September 15th. I would
recommend that the Council try to determin~ an acceptable budget and tax levy by the meeting of
September 3rd. As you know the City can decrease but not increase the tax levy after this date
(without being penalized).
For your information, I have had Marcy Cordes, Admin. Asst. working with department heads to
develop a 5 yr CIP. I anticipate that we will have a draft of the CIP to Council by the middle of
September. I would like the Council to think about a workshop date to review and discuss the
CIP for possible adoption by November, 1996. I think this should be done prior to the adoption
of the final 1997 budget and I believe the CIP will give the council some valuable information
for dealing with capital improvements each year - and especially for 1997.
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CAPITAL OUTLAY PARKS DEPARTMENT
CAPITAL OUTLAY IMPROVEMENTS
Rebuild wall at Pioneer Park
Put in basketball court at Staples Park
Replace all play equipment at Sunrise Park
Overlay tar area at Ramsey - Grove Park
Put restrooms in at Benson Park
Wind screens for tennis courts
Put in board walk and walking path at McKusick
TOTAL:
CAPITAL OUTLAY MACHINERY
1bree push mowers
Two weed whips
Infield grooming machine
TOTAL:
CAPITAL OUTLAY AUTOMOTIVE
Replace 1987 Ford Pick-up
TOTAL:
ADDITIONAL PERSONNEL
Two full time Labor Maintenance Personnel
1/2 time or part time clerical personnel
TOTAL:
$185,000.00
$ 25,000.00
$ 30,000.00
$ 8,000.00
$ 25,000.00
$ 1,800.00
$ 50.000.00
$324,800.00
$ 1,800.00
$ 400.00
$ 15.000.00
$ 17,200.00
$ 22.000.00
$ 22,000.00
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15""0. .
The Park and Recreation Board asked that the city match the $+;:Og.Q~that was donated for
Pioneer Park
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CAPITAL OUTLAY FOR ARENA - BEACH - BALLFIELD
CAPITAL OUTLAY IMPROVEMENTS .
BALLFIELD - New fence on back stop
BEACH - Put in picnic area and board walk at Lily Lake Beach
BALLFIELD & TENNIS COURTS - Install new lighting system and
timers to ball fields and tennis courts
TOTAL:
CAPITAL OUTLAY MACHINERY ARENA
. WINTER ENCLOSURE - Heater and forks for case skid loader
.
TOTAL:
$ 3,000.00
$65,000.00
$15.000.00
$83,000.00
$ 3.100.00
$ 3,100.00
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TO:
FROM:
DATE:
SUBJECT:
MEMORANDUM
Mayor and City Council
Steve Russell
Community Development Director
August 22, 1996
1997 Work Program and Budget ReStuest for
the Community Development Department
The attached information lists goals and objectives for the department's area of
responsibility. The department has six areas of primary responsibility; Comprehensive Planning,
Land Use Regulation, Historic Preservation, Economic Development and Public Information,
and Participation and Coordination. 1996 accomplishments are then listed. The department has
been busy with comprehensive planning, current project review, parks planning and
implementation and economic development. For 1997, new emphasis will be placed on Housing
Rehabilitation and Assistance. The City commissions and committees staffed by the department
are also listed.
The 1997 work program is listed for the areas of department responsibility.
Implementation of the Comprehensive Plan will occupy more staff time in 1997 as annexation
and development proceeds.
COMMUNITY DEVELOPMENT DEPARTMENT GOALS, OBJECTIVES
AND 1997 WORK PROGRAM
Comprehensive Plan:
Guide the use of land through the preparation of a City Comprehensive Plan consistent
with local development needs, community resource and good planning practices and principles.
OQjectives:
1. Develop and maintain and up-to-date Comprehensive Plan.
2. Prepare more detailed plans as part of the Comprehensive Plan for areas of the City or
subject area needing special attention and policy direction.
Land Use Reeulations:
Administer land use regulations for benefit of overall community.
Objectives:
1.
Develop and maintain Zoning and Subdivision Ordinances.
Historic Preservation:
Recognize and preserve Stillwater's historic resources.
Objectives:
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1. Identify historic resources, building, site and places.
2. Develop Historic Preservation Policy and implement program.
3. Develop information to assist property owners to recognize and rehabilitate historic and
older structures.
4. Educate the public of the importance of the cities historic resources.
5. Implement Work Program.
Economic Development:
Support economic development consistent with City needs.
Objectives:
1. Promote City economic development and provide assistance consistent with City
Economic Development Policy_
Public Information and Participation:
Provide the opportunity for public participation in planning related issues and decisions.
Objectives:
1. Develop and distribute public information on planning permits and building
requirements.
2. Provide maximum opportunity for public involvement in Plan development and
implementation process.
Coordination:
Cooperate with other City departments and other local, regional and state agencies on
projects that benefit the City.
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Obiectives:
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1.
Provide planning staff assistance as needed for activities that are related to planning
activities.
Effectively and clearly represent the City to other local, regional and state governments
and organizations.
2.
Committees and Commissions Staffed:
In carrying out the work program the CommUJ)ity Development Department works
primarily with the City Council, Planning Commisfl.on and Heritage Preservation Commission.
The Planning Commission is responsible for developing and maintaining the City
Comprehensive Plan. City Comprehensive Plan documents include the City-wide
Comprehensive Plan (1996), Brick Pond Area Plan (1987), Downtown Area Plan (1988), West
Stillwater Business Park Plan (1989), Brown's Creek and Middle River Watershed District Plans
(1992) and Lowell Park Renovation Plan (1992).
Besides the City Comprehensive Plan Policy, documents that provide general direction
for the future development, planning regulations provide specific direction for development
projects. The development regulations include the following:
Zoning Ordinance
BlufflandlShoreland Ordinance
West Stillwater Business Park Design
Guidelines
Demolition Permits
Subdivision Ordinance
Downtown Design Guidelines
Building Moving Regulations
Street Vacation Policy
The City Council has adopted a Tax Increment Assistance Policy to provide direction for
the use of Tax Increment Financing (TIF) consistent with the purposes and objectives of the city
Redevelopment Plan. Planning staff coordinates TIF policy with project development and City
staff review.
The Planning Commission reviews subdivision of land, planned unit development,
special use permits, variances, street vacations, zoning ordinance amendments, annexation
requests and comprehensive Plan amendments, building moving and permits. The Planning
Commission receives a staff report regarding the planning permit request including an analysis of
the project as it relates to site conditions, planning policy and regulations and other public utility
impacts. For most cases, notice is sent out to owners of properties within 350 feet of the project.
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For a typical planning project, the Planning Commission holds a public meeting, reviews
the staff report, receives a project presentation from the applicant, hears public comment,
discusses the project and takes action. The Planning Commission's charge is to review the
project as it relates to City planning regulations and approve or deny the project. Appeals on
Planning Commission actions are heard by the City Council.
The Planning Commission is also charged with preparing and maintaining the Compre-
hensive Plan. The Planning Department provides staff assistance and direction for the
development and update of the Comprehensive Plan. For 1997, preparation of Special Area Plans
for the expansion area will be prepared.
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The Heritage Preservation Commission (HPC) reviews the design of projects in the
Downtown Historic Commercial District and the Stillwater West Business Park. Design
guidelines have been established for those areas. The guidelines provide the basis for project
review. The HPC makes recommendation regarding consistency of project design to the
Planning Commission and City Council. The HPC mpkes final decisions regarding store signs in
the downtown if they meet the Sign Ordinance regalations.
The HPC also designates and maintains a list of locally significant historic sites. Once
sites are designated, they require HPC approval for building modifications.
The primary purpose of the HPC is to ensure that new development is consistent with the
historic character of downtown and adopted design standards in the West Stillwater Business
Park.
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1996 SPECIAL PROJECTS COMPLETED
OR IN PROGRESS
Adoption of Comprehensive Plan
Preparation of Design Guidelines for Bluff City Site
Oversee & Coordinate Preparation of Pioneer Park Plan
Prepare Anez Park Plan
Prepare Zoning Amendments Implementing the Comprehensive Plan
Update Subdivision Ordinance
Revise Park & Trailway Dedication Policy ;-
Prepare Livable.communities Plan
Obtain Tax Base Revitalization Account Grant
McKusick Park Plan
Economic Development
Maple Island Plant
UBC Site
Territorial Prison Site
Colonial Craft Site
Stapples Mill Addition
1997 SPECIAL PROJECTS
Annexation Area Special Area Plans; Environmental Review of Expansion Area Development
and Service Expansion
Zoning Ordinance Revision for Comprehensive Plan Consistency
Greeley/Owens Traffic Study
Oversee Construction Design of:
Territorial Prison Site .;-
Maple Island Plant
The Bluffs of Stillwater Projects
Review and Revise Downtown Design Conditions
Prepare Downtown Design Manual
Coordinate Sabins Addition Historic District Survey
Work with Public Works on Public Land, Parks and Ravines Inventory and Management Plan
Downtown Parking District
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IMPLEMENTATION PROJECT/ACTION
(from 1996 Comprehensive Plan)
Listed below are specific work items, projects, or actions required to implement the
--.... Comprehensive Plan. The work items will result in implementation of policies or programs as
indicated in the Comprehensive Plan Implementation Index.
Project/Action Description
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
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View Corridor Study
Special Area Plans
Zoning Ordinance Revision
Subdivision Ordinance
Planned Unit Development Review Process
Street Tree Planting Plan
Directional Sign Plan
Planned Unit Development Design Review
Heritage Tree Ordinance
Greenbelt Plan
Annexation
MUSA Expansion
Annual Plan Review and Update
Park Dedication Requirements Study
Bikeway/Trailways Plan
Project Environmental Review
Capital Improvements Program
Rural Taxing District, Assessment Policy
Neighborhood Planning
Greeley/Owen Street Traffic Study
Deerpath Traffic Study
Downtown Parking Management Plan
Ravine Study
Ongoing
Housing Rehabilitation Program
Historic Preservation Design Review
HotellMotel Room Tax
Downtown Commercial Rehabilitation Program
Kolliner and Aiple Property Park Plan
Neighborhood Park Plans
Neighborhood Historic Building Survey
Demolition Ordinance
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.August 22, 1996
Justification for Capitol Outlay Request
Vacuum Cleaner $250.00
This item is needed since after the remodeling most of the living quarters will be carpeted
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(4) Pump Cans $1800.00
These items are to begin replacing out of service units for wildland fires in our district many
present units are broken and not serviceable
Portable Electric Exhaust Fan $1500.00
This unit is needed to facilitate the removal of poisonous gasses from structures without
introducing exhaust fumes . Our present blower is gasoline powered and creates Carbon Monoxie
which when used to pressurize a structure its fumes are propelled into it. Each year we have
responded to many more Carbon monixde detector calls which have required us to remove these
fumes in households. This type of fan is far more efficient in this type of call and will reduce the
on scene time which will reduce the amount of per hour wages payed out in response.
Computer and software $5000.00
Since the department has now reached its ISO rating of 3 , we have had to expand our computer
system to allow for more diverse record keeping budgeting and reports retention. An additional
computer will enable the Fire Chief and Fire Marshall to access present records but will enable
them to access Codes and Standards References available in software pakages included in this
cost. Also since the present needs require on duty personnel to use existing equipment there is
little time for these two officers to have access to the equipment now in place.
Base Radio $15,000.00
The present base station radio is out moded and has difficulty in our present and will fail in our
future communications needs it has only one channel capability and this fire department operates
on four to six different channels. Repair costs have skyrocketed since this unit is so out of date.
Replacement at this time is essential as communications are required for life safety of our
firefighters
(1) Radio $650.00
This is a replacement for a mobile radio that is in one of the first response apparatus
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216 '1fMd, 'l~ SNee, Stttttua(etr, "He'1t 5S0F2
(612) 439-6120
(612) 439-131F
(612) 439-1313
jtu (612) 439-0456
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Cont'd
Chevy Blazer for Fire Chief _ $35,000.00
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This is to replace the present Chiefs car which in it advancing age has been in need of repairs and
has failed several times to start even in good weather. After reviewing repair records and costs
this car has been more a liability than an asset The blazer has 4wheel drive capability which is
needed for all weather response and has the space for the increased amount of equipment that the
Chief is required to have at his disposal in order to preform his duties effectively. General
Motors now builds a Emergency Response Version of the Blazer which has been proven to fit the
needs of Chief Officers in this part of the country
216 ~ ?7~ Screet, ~teJr, '>>t1t 550F2
(612) 439-6120
(612) 439-131K
(612) 439-1313
jeu:. (612) 439-0456
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DONALD L. BEBERG
_CHIEF OF POLICE
TIMOTHY J. BELL
CAPTAIN
THE BIRTHPLACE OF MINNESOTA
POLICE DEPARTMENT
M E MaR AND U M
DATE:
AUGUS T 2 J. .I (;l'~(;,
TO:
MAYOR KIMblE AND (llY COUNCIL
FROM:
D.L. BEBERG, CHIEF OF POLICE
RE:
1997 BUDGET I\EUUE~:, T~)
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ATTACHED ARE THE BUDGET JUSTIFICATION SHEETS FOR THE~POLICE
DEPARTMENTS PROPOSED 1997 BUDGET. WITH THESE, ARE THE REQPESTS FOR
THE DOWNTOWN PARKING FUND AND THE CITY CIVIL DEFENSE BUDGETS.
WE WILL BE MEETING WITH YOU ON THE 27th TO ANSWER ANY QUESTIONS
AND/OR CONCERNS YOU MAY HAVE IN REFERENCE TO THIS.
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212 North Fourth Street, Stillwater, Minnesota 55082
Business Phone: (612) 439-1314 · 439.1336 · FAX: 439-0456
Police Response I Assistance: 911
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11.00
12.00
17.00
20.00
21.01
21.03
21.10
21.11
21.15
1997 OPERATIONS BUDGET JUSTIFICATION (JULY 1997)
STILLWATER POLICE DEPARTMENT
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Same as 1996.
Same as 1996.
+$375.00 Anticipated price increases.
+$220.00 Anticipated price increases.
Same as 1996.
Sarne as 1996.
+$2,000.00 Anticipated price increase & rnore patrol ~iles.
Sa.me as 1996.
+$300.00 The officers are driving more miles per year and
there will be additional miles with the
annexation.
22.01 Same as 1996.
31.06
23.02
31.01
31.03
31.05
32.00
32.01
32.02
32.03
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One new "M.D.T." was added in 1996.
+$2,750.00
+$213.00
Not enough money in this portion of the budget.
(We are at 158% of the 1996 budget in June)
+$500.00
Due to the increase in our work load and
investigations the amo~nt of calls and the ~se
of the FAX machine keeps getting higher.
+$400.00
Due to the increase in our work load we have
more use for the cellular phones and make more
calls.
+$100.00 Not enough money here. We are at 71% of the
1996 budget in July.
Same as 1996.
+$500.00 Anticipated price increases in specialized
training classes. We also promoted one officer
to investigator and there will be a need for
specialized training for him.
Same as 1996.
+$201.00 Anticipated price increases in housing and
additional out of town classes. We are at 128%
of the 1996 budget in June.
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37.01
37.02
37.07
40.00
40.01
40.04
40.08
40.12
40.99
21.01
11.00
12.00
17.00
21.01
21.10
21, .11
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1997 Operations Budget Justification
'-.A.~.9._Q,y.D..t__N.U qlI;?Ji~.r_4Q2Q._ CQ_D t In!J~.~.U
+$1,000.00 Higher cost of repairs outside the City Garage.
(We are at 119% of the 1996 budget in June)
-$500.00
+$500.00 Known price increases for 1997 plus additional
equipment will be added during 1997.
Same as 1996.
Same a.s 1996.
+$250.00 Anticipated price increases and more animals are
being impounded then before.
+$2,550.00 Of this increase, $400.00 is for an increase in
the budget. The balance is for physical and
psychological exams for hiring one (1) full-time
police officer and four (4) part-time pollee
officers in 1997.
+$100.00 Anticipated 3% increase for',.1997.
.Same as 1996.
D.A.R.E. ACCOUNT
A.~~O.!J.Jlt .Ny.m.t2~.r_4 2Q~.
Same as 1996.
PARKING FUND
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Same as 1996
Same as 1.996.
+$100.00 Anticipated price increases.
Same as 1996.
Same as 1996.
-$100.00
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1997 Operations Budget Justification
CAPITAL OUTLAY .
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53.00
~11~..9.1..11..D..~.r..Y__..9.D..9._....t.;.9Y.J.E?.m.~.1J.!;.:.~..
!._~..J..~_Q.Q..Jl..Q.Q. A new "P. C ." foy" the new investigator. This wi 11
allow him access to the County records system and enable him
to have packaged programs that are not available thru that
system.
~.;?_J_~Q.Q...~-Q-Q. With the expansion of the police department we
have need for 2 additional work stations with access to the
County records system. This price also includes printers.
~l...I..~_9...9_.!!.QQ We need to replace two (2) oxygen ki ts in the
squad cars that are out dated and need updated regulators.
~.;?._J..Q.Q.Q_....Q.Q The depal"tment is in need of two (2) additional
portable radios for the officers. We have several that are
old and are costly to repair and we also would like to start
Totatl ng tlwu thE!l1l to y"eplace the oldey- ones on.a. sorne~Jhat
timely manney-.
~.l_J?_Q.Q._~_QQ. The depar tment has three (3) computer pr inters
that need to be replaced - they are just plain worn out. All
of them are old and Jamb up a lot while using them.
~.9.Q.Q......Q9 We ay"e asl,i ng for 3 new "P.8. T . 's" for the off icel-s
use. We are asking for this amount as we need two (2) for
replacements and one (1) additional for a squad car that
doesn't have one. Our department makes a lot of D.W.I.
arrests and in doing so, we use preliminary breath testers
(commonly called "P.B.T.'s~) for our probable cause to take
the violators in for chemical testing. They are also used by
officers in their dealings with Juveniles to back up the
"zero" alcohol tolerance with them.
~_:tQ...J.OO_Q...!I.OQ. Estimated costs foy" additional and replacement
department furnishings due to the y"emodeling and expansion.
We are also asking to start getting equipment for the
physical fitness/workout room in the new facility.
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53.02
Capital outlay
(Account Number 4060 Continued)
"Automotive"
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~.Q.9.....d?.Q.Q..~.Q.Q. This is for 3 mar ked squad cars to replace 3,
1995 Ford squads that will be retired from our fleet and
includes an extended warranty package with them. Due to more
repairs that have to be made out of the city g~rage, the
extended warranty is a necessity. There is an awful jump in
vehicle prices from last year. This is in part because Ford
does not have any competition due to Chevrolet no longer '
making a police package squad car. Another reason for the
huge jump in the budget in one year is that we bought two (2)
squad cars in 1996 and they were at the holdover 1995 price.
Lastly, the 1996 budget figure does not show the extended
warranty package we purchased with the 2 Chevrolets.
~.9_Q.Q-,,-.Q.Q. Gr aphics for the a.bove 3 mar I<:ed squad cars.
~.~...I.~g.Q..,..Q.Q. t10ney needed to change over the emergency
equipment from the old squad CellOS to the new ones.
There is no specific time du~ing the year when the capital outlay
purchases have to be made (and the money paid. out), except for the
3 squad cars and the items that go with them.' They would arrive
in early to mid summer 1997. If the other purch~ses have to be
made in conjunction with money coming into the City we can/will
do so.
1997 Personnel Budget Justification
Lt:~l.f;.kL UN] F_Q.B.t:1;:.Q.._pOI::.J...CE;......QfEJ q;:B.
One reason for asking for an additional patrol officer is the
upcoming annexation of the area to the West of the current City
boundary. The area will have to be patrolled as construction starts
on businesses and the new grade school near County 12 & 15 gets
started. As this area grows, there will be a higher demand fo~
services. Also, due to the increase in the size of the City we will
have to redo our routine patrol activity which will probably mean
dividing the city up into patrol zones - at least to make sure that
one (1) squad stays on the West area of the City when we have the man
power to do so.
Our call~ for 1996 have increased over 1995. Between January 1,
1995 and July 15, 1995 we handled 6,128 calls. Between the same
period in 1996 we handled 6,756 calls for an increase of 628 calls for
the first 7 1/2 months of 1996. This projects an annual increase of
1,005 calls or 16%. (This annual figure will probably be low as July
and August are our busiest months). Each year we get busier and with
the increased patrol area in 1997, the number of police responses will
again go up, but that amount is unknown.
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Personnel Budget Justification
(Account Number 4060 Continued)
__ We were allowed to hil'e one new patrol officer for 1996 wl'lich was
to replace one uniformed officer going into investigations which will
take effect this September. The officer going into investigations is
currently assigned as the Downtown patrol officer.
lo,
4.....Nf;H..JlN..IEQ.RJ1,!;P.....P,ABI..",..IIJ1,J;:",PQ,k, 1"G f;m.,Qf.FJ,G,I;.R.$
The department is currently down to three (3) part-time officers.
We are allowed to have 8 part-timers, I believe, according to state
regulations. There isn~t too much cost for these officers othel" than
insurance as most of them will be outfitted in used uniforms we have
in storage. Part-time officers supply their own leather and weapons.
Other than the physical and psychological exams (listed in 4060-40.08)
the rest will be absorbed by the budget.
95-31L
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MEMORANDUM
TO: Mayor and City Council ;- ~?
FROM: Diane Deblon, Finance Director
DATE: August 21, 1996
SUBJECT: 1997 Budget
Just a reminder to the City Council, please bring all the 1997
Budget materials that you received for the August 20 meeting to
the August 27 Budget meeting. The City Council is scheduled to
meet with the remaining department heads to review and discuss
their 1997 Budget requests.
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MEMORANDUM
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of"
TO:
FROM:
Mayor and City Council
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Diane Deblon, Finance Director
DATE:
August 21, 1996
SUBJECT:
Finance Department 1997 Budget Request
The primary change in the Finance Department Budget is due to the addition of
a Senior Account Clerk. It is anticipated that this position would be paid
for through the charging of time to various special assessment projects. We ~
currently keep track of approximately 50 ongoing projects and the development
of the annexation area will be adding to that significantly. In addition,
the annexation agreement requires (2) separate rural taxing areas, payment to
township for lost taxes and differing structures of utility billing and
special assessments (i.e. it will be necessary to keep track of each and every
parcel coming into the City, including subsequent subdivisions). A new
computer included in the budget will be utilized primarily for the Washington
County GIS system and will aid with the tracking of properties for projects
and payments. The new position would allow the department to handle the
flexible benefit payments in-house, saving $2,500 per year. We should also be
able to manage the accounts receivable to increase revenue collections.
The bottom line is that there is additional revenue to be gained by the City
with the addition of a Senior Account Clerk in the Finance Department.
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MEMORANDUM
TO: Mayor and Council
FR: City Coordinator
RE: 1997 Admin. Budget
DA: August 23, 1996 ~
The Administration operations budget for 1997 should reflect a minimal increase over the 1996
budget. No additional staff or special projects/programs are requested.
The capital outlay requests for Administration includes $5000 for computer equipment (primarily
for the Admin Asst.) and $18,000 for a LAN to provide "internet" access to City Hall.
I can discuss the budget requests further with you on Tuesday.
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COMMUNITY
e \lOLUNTEER
SERVICE
Of The
51. Croix Valley Area
August 20, 1996
2300 Orleans St. w.
Stillwater, MN 55082
612-439-7434
Mayor Jay Kimble
City Council Members
City of Stillwater
216 N. 4th St.
Stillwater, MN 55082
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Dear Mayor and Council Members:
This is a letter to request continued support from the City of Stillwater for programs of
Community Volunteer Service (CVS). In 1995 the City of Stillwater supported CVS
through a generous donation of$11,685.00. We are requesting a donation of$12,000.00
in 1996 due to an increase in the number of individuals that we are serving. We hope that
you will continue to see CVS as a non-profit agency that provides important services to
your citizens and is worthy of your support.
CVS is a non-profit organization supported by voluntary contributions from individuals,
businesses, municipalities, foundations and The St. Croix Area United Way. CVS has
been providing the services of the Senior Center, Volunteer Center, Transportation
Program and the Holiday Bureau for individuals and agencies since its inception in 1967.
All of these services are provided for no or a nominal feel to the citizens of Stillwater.
The Stillwater Senior Community center, a program ofCVS, is a focal point for
comprehensive, high quality programs of service and activities that enhance the well being
of older adults in the Stillwater area. In 1995 the center made 20,951 senior contacts.
This is an increase of 2,472 senior contacts over 1994. Activities provided include; fitness
programs, 55 Alive Driving Instruction, parties, movies, bingo, educational classes, tax
help, information and referral, blood pressure and foot care clinics, blood mobile drives,
bridge instruction, card games, legal advocacy, and dropping in for friendship, snacks and
coffee.
The Senior Center also sponsors a Senior Dining program. This is a program where a
nutritious noon meal is served to seniors and/or those with disabilities, who live on fixed
incomes. The meals are available on site at the center or through home delivered meals to
those who are homebound.
e
cr, A Vol...._ Cent.,
RECEIVING SUPPORT FROM 1$\
THE ST. CROIX AREA UNITED WAY.
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In 1995, 6,180 meals were served at the Senior Center and 14,400 were delivered from
CVS through the Meals on Wheels Program. Participants may voluntarily donate money
toward their meal which goes toward the cost of the food. CVS is responsible for
overhead costs such as the use of the kitchen and dining area, utilities, supplies, the need
for additional Senior Center staffing to run the program, and volunteer expenses.
The CVS Transportation Program provides a unique service to individuals who are
"transit dependent" and have no other means of getting to important medical
appointments. Volunteers provide rides to people who are medically fragile, disabled, and
who often cannot tolerate riding other forms of trapsportation services due to comfort
issues as well as not being able to tolerate long ~aiting periods after medical appointments
due to their disability and/or illness. Before we recruit a volunteer driver for a client we
help them fully research all of their transportation options. Often, we are their last and
only resource. In 1995 area residents used the CVS Transportation Program for a total of
79,472 miles, 1,558 trips serving 303 individuals.
Residents of your fine city also receive services from CVS through the many non-profit
agencies, over 100, that CVS recruits and refers volunteer to through the CVS Volunteer
Center. These agencies serve citizens in The St. Croix Valley and represent a broad cross
section of human services. In 1995 The CVS Volunteer Center matched the time and
talent of2, 136 volunteers to needs in their community, providing real solutions to serious
social problems. The Volunteer Center also promotes and recognizes volunteerism in the
community through ongoing radio presentations, newspaper features and established
volunteer recognition programs. In 1995, The Volunteer Center also provided volunteer
management training and technical assistance to 359 volunteer managers through
workshops on volunteer management and consultation to 15 volunteer managers to
upgrade their volunteer programs.
Through the Holiday Bureau Program, community donations of food, clothing and toys
are made available to families who are in need of assistance at Christmas. Many families,
businesses and organizations are involved in this program. As with all CVS programs, the
Holiday Bureau is only successful through the help of volunteers. In 1995, 276 volunteers
donated 1,449 hours to serve 444 families (1, 417 individuals).
We would like to ask the City of Stillwater for a contribution toward these necessary
services that we provide to your citizens. We have enclosed a Response Sheet for you to
return to us to let us know how you would like to proceed with this request. Thank you
for your past support and your consideration of this request.
Sincerely,
.
I( dlCff /I/.JJu>o
Kathy Miron
Executive Director
encl: Annual Report & Response Sheet
.. .."
.
COMMUNITY
e \lOLUNTEER
SERVICE
Of The
51. Croix Valley Area
2300 Orleans St. w.
Stillwater, MN 55082
612-439-7434
MUNICIPALITY RESPONSE FORM
Mayor Jay Kimble
City Council Members
City of Stillwater
216 N. 4th St.
Stillwater, MN 55082
;-
Dear Mayor and Council Members:
Please respond by returning this form in the enclosed stamped envelope. Thank You!
Yes, The City of Stillwater will support Community Volunteer Service in the
amount of $
You can expect to receive our donation on the following date.
Please schedule a time to present your request to the City Council.
Suggested date of appearance
Thank you for taking the time to respond to our request.
Sincerely,
r~jl(Aw
Kathy Miron,
Executive Director
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~ A Volun_ Cent.,
RECEIVING SUPPORT FROM 8\
THE ST. CROIX AREA UNITED WAY.
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MEMORANDUM
To: Mayor and City Council
From: Sue Fitzgerald, Planner
Klayton Eckles, City Engineer. ~
Date: August 21, 1996
Re: Downtown Historic Lights
DISCUSSION
After the August 20th Council discussion of downtown lighting, staff discussed the issue
in more detail and reached consensus that we will not get 100% of the downtown
merchants to sign off on an assessment waiver. Also, staff recommends we look at
the lighting plan for the entire downtown district to insure that whatever we do now will
not preclude future improvements. There may be reasons to consider doing more
lighting improvements than was proposed at the Council meeting. Therefore a
feasibility report is recommended to answer these questions and allow for the local
improvement process to commence.
RECOMMENDATION
Staff recommends Council pass a resolution ordering the City Engineer to prepare a
feasibility report on pedestrian lighting in the downtown district.
~
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MEMORANDUM
TO: Mayor and Council
FR: City Coordinator
RE: Change Order # 5, City Hall project
DA: August 27, 1997 ~
Discussion:
Accompanying this memo are the Proposal Requests # 11 & # 12 (along with supporting
documentation) that make up change order No.5. I have also included an update of the
Construction costs to date.
As it stands right now it appears that the project could run over the projected costs. However,
there are some project items that are yet to be determined, especially some of the costs listed
under "Owners Project Costs" which could come under the estimated costs. The Council will be
able to look at these items at a later date.
Recommendation:
Approve change order No.5
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CITY HALL PROJECT
CONSTRUCTION COST UPDATE
August 27,1996
Original Cost Estimate
General Construction
Other
Contingency
~
Total Original Estimate
$ 3,238,512
676,132
161.925
4.076.569
******************************************************************************
Current Estimate
General Construction:
Base bid-
Additions-
Approved change orders-
No.1
No.2 (pR Ithru8)
No.3 (pR 9)
No.4 (pR 10)
Pending change orders-
No. 5-
PR #11 14,538
PR #12 5,620
Fire Station exhaust
Miscellaneous
5,500
22,426
32,120
..2J.ll
* 20,158
** 56,748
** 18.788
Total Additions
Total General Construction
Other:
Owners Construction Items-
Per schedule A
Total Current Estimate
* Recommended for approval this meeting (8/21/96).
** To be determined at a later date.
$ 3.238.512
62,197
95,694
157.891
3,396,403
694.742
~ 4.091~145
State surcharge
SACIWAC
Water hook-up fees
Site survey
Soil tests
Concrete testing
Janitorial clean-up
Builder's Risk insurance
Asbestos removal
Furniture
Audio/visual
Rental and storage
Architectural
Bondinglfmancing
Total
SCHEDULE A
(,
OWNERS CONSTRUCTION ITEMS
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Original Estimate
3,500
3,000
500
(300
1,632
10,000
1,000
4,200
25,000
66,000
90,000
10,000
410,000
50.000
676.lJl
Current Estimate
1,300
3,000
1,300
1,632
10,000
1,000
2,834
29,676
72,000
110,000
5,000
407,000
50.000
6942742
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........
e BW8R ARCHITECTS
PROPOSAL REQUEST
Proposal Request No. 11
. to contract documents for
STILLWATER CITY HALL
Stillwater, MN
BWBR Commission No. 95057.01
~
July 9, 1996
To:
Owner:
Nile Kriesel
City of Stillwater
Architect:
Jay Sleiter
Pete Smith
Dennis Vonasek \?r'
Reuben Swanson
BWBR Architects
BWBR Architects
BWBR Architects
BWBR Architects
Consultant:
Chuck Macy
Jerry Pechacek
Tom Amundson
. Dunham Assoc (M)
Dunham Assoc (E)
ERlJS
Construction Manager: Dick Olsen
Geo. W. Olsen Const.
**************************************************
CONTRACTOR IS REQUESTED TO SUBMIT SEPARATE ITEMIZED QUOTATION FOR
EACH ITEM OF THIS PROPOSAL REQUEST TO THE ARCHITECT, EITHER ADO, DEDUCT
OR NO CHANGE (NC) BY July 23,1996
**************************************************
This Proposal Request may apply to any or all Contracts and subcontracts. It supplements
and modifies the original Contract Documents. Unless otherwise specified herein or shown on
attached Drawings (if any), all Work required by this Proposal Request shall be in complete
accordance with the Contract Documents and subsequent modifications thereto. Reference to
the original Contract Documents are for the Contractor's use only and may not be all inclusive.
This is not an authorization to proceed. Authorization to proceed with the work described
herein will be made by means of an appropriate Change Order after Owner acceptance of
quotation.
tit 400 Sibley Slnlel s.... soo
St. PuoI. MiImo_ 55101
.1: 6\2222-3701
fax 6\2 ~! -896\
BWBRNa. "057.01
9-1al-96
PR 11. Pace \
· , , PR-#./((CCJff5)
11-1. Room 158: Modify room to accommodate a ships ladder and.a root hatch as per \
attached sheet PR11-A 1. Reference Sheet A4. <-~ - ~ tA-Z - u.b...sc..~ )
(Add)_ + $ ~7~
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11-2. Room 306: MOdifv~ed Ceiling PJqnloerattachedshe;t~lt-A2. Reference
4EJ A6. (~1( - a.N;A..<.:t:;.!.c.C ~ ...S( J
(Add)~~ + $ '1-17
11-3. Room 208: On the west wall, provide five (5) shelves 14" wide x 6 ft. long on adjustable
brackets on standards. The shelves should be centered on the wall but not less than
~t~~~~~~~~ c~~d~ blocl(fna in wall... RAf~w~n~~ ~F/A5. -
(Add)~ . + $ ~B~
11-4. Revise ceiling heights:
A. Rooms 205, 207: Reduce ceiling height to 8'-0" from 9'-0".
B. .<..~o,..~~~ .GfJ!.i".gl'ejJ*':,~e 8'-0". Reference 5E1A14.
~~~No Change)
Reference 3EJA 14.
$
AI!e.
.
11-5. Rooms 205, 207 shall have the soffit Rer attached sh~et PR1t.-~vide~-the east
wall. Reference 6E/A5. (~~~ - aAc.MZ ~ ..fa..:: J
(Add)~~ +- $ .3C?O
11-6. Room 304 shall have the s.Qffit p~r attached sheet 6'R1.kA3 provided ~the east wall.
Reference4EJA6. (~c.~- ~c.:[;:~ Sra <or '> J
(Add)~ + $ 4&/
11-7. Provide conduits and power as indicated on the attached drawings PR11-E09AV1,
PR11-E09AV2 and PR11-E10AV1 in the council chamber and audio ~I FQoms, in
lieu of that indicated on the original drawings. t.. ~ t;..P1.:-1 Y
(Add)~ ~ $ 10 C> ~ :L
r[5-(RrL- (171 5'3 ~
Attachments: PR11-A1 thru PR11-A3, PR11-E09AV1, PR11-E09AV2 and PR11-1::10AV1
END PROPOSAL REQUEST 11
400 Sibley S_. SR"" m
SLI'IIll.MiDao_ 33101
.1: 612 %22.3701
lu 612 m ~961
BWBR Na. 9'051.01
9-1111.96
PR 11.P:a", %
--
-___ ~ ~_~_.... ,...~c~......., .:;;.;:.;..~; '.
. .
-..'-....
BWBR ARCHITECTS
PROPOSAL REQUEST
Proposal Request No. 12
to contract documents for
STILLWATER CITY HALL
Stillwater, MN
BWBR Commission No. 95057.01
~
July 11, 1996
To:
Owner:
Nile Kriesel
City of Stillwater
Architect:
Jay Sleiter
Pete Smith
Dennis Vonasek
Reuben Swanson
BWBR Architects
BWBR Architects
BWBR Architects
BWBR Architects
Consultant:
Chuck Macy
Jerry Pechacek
Tom Amundson
Dunham Assoc (M)
Dunham Assoc (E)
ERlJS
Construction Manager: Dick Olsen
Geo. W. Olsen Const.
**************************************************
CONTRACTOR IS REQUESTED TO SUBMIT SEPARATE ITEMIZED QUOTATION FOR
EACH ITEM OF THIS PROPOSAL REQUEST TO THE ARCHITECT, EITHER ADD, DEDUCT
OR NO CHANGE (NC) BY July 23,1996
**************************************************
This Proposal Request may apply to any or all Contracts and subcontracts. It supplements
and modifies the original Contract Documents. Unless otherwise specified herein or shown on
attached Drawings (if any), all Work required by this Proposal Request shall be in complete
accordance with the Contract Documents and subsequent modifications thereto. Reference to
the original Contract Documents are for the Contractor's use only and may not be all inclusive.
This is not an authorization to proceed. Authorization to proceed with the work described
herein will be made by means of an appropriate Change Order after Owner acceptance of
quotation.
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.wo Silllcy S_. SQ.. 500
Sc. PaaI. Miaao_ 55101
..I: 611221.3701
tall 611 m-3961
BWBR )(0. 95051 .01
\1.1vJ.96
PR 12. P>p 1
.
fR"* (~CC<9 it5)
12-1. Paint new vehicular storage area.
(Add)(Deduct)(No Change)
Originated by
$ 4.284.00
Approval
12-2. Paint existing vehicular storage area.
(Add}(Deduct)(No Change)
Originated by
$ 1.336.00
Approval
Attachments: None
" -
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END PROPOSAL REQUEST 12
S(P~O
.ICCl SiI:k, S_t Sa... SQQ
SL PuaI. MiaDo_ 55\01
.1: 61% m.370\
fax 6\% m-896\
BWBR No. 95051.01
\I.IaI.96
PR 12. hp 2
.
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