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05/27/1987 - City Council Specialf a AGENDA SPECIAL CITY COUNCIL MEETING Wednesday, May 27, 1987 7:30 P.M. I. REVIEW POLICE DEPARTMENT OPERATIONS II. APPROVE CONTRACT NO.87-1, BID AWARD III. PREVIEW C.I.P. (1988-1992) & 1988 OPERATIONAL BUDGET IV. ADMINISTRATOR'S UPDATE V. OTHER BUSINESS IV. ADJOURNMENT MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: MAY 21, 1987 SUBJECT: SPECIAL CITY COUNCIL MEETING FOR MAY 27, 1987 I. REVIEW POLICE DEPARTMENT OPERATION --The rapid growth experi- enced by our City in the past few years combined with the opening of a new transportation network has changed the types of services required by the Police Department. During 1986, the Police Department experienced in excess of 23,000 calls at the Dispatch Center. The increase in the number of calls, additional miles of streets to patrol, an.inability to maintain a high clearance rate, are having an impact on the quality of service delivered by the Police. The City Administrator and Chief of Police have had several discussions in the past 30-45 days regarding the necessity to meet and discuss the change in Police operations with the City Council. Approximately an hour to an hour and one-half is set aside for a presentation by Chief of Police Berthe and Captain Geagan and feedback by the City Council. Please refer to the enclosed memo, survey and police analysis as background information for the meeting on Wednesday. II. APPROVE CONTRACT NO. 87-1 BID AWARD --On Friday, May 22, at 1:00 p.m., bids were received for the development of several parks including Thomas Lake Park, O'Leary Park, Vienna Woods Park, Northview Park, Carnelian Park, Lakeside Park and Trapp Farm Park. The bids are being analyzed and a bid tabulation sheet will be available for the meeting on Wednesday. The Director of Parks and Recreation and City Administrator are recommending that a bid award be made at the special meeting to allow development to occur as early as possible. The City Council has reviewed in detail all the proposed parkland improvements during the past year; however, the City Administrator will have a copy of the proposed improvements at the meeting on Wednesday to answer any questions Councilmembers might have regarding any of the parkland improvements. ACTION TO BE CONSIDERED ON THIS ITEM: To approve the successful bidder for Contract 87-1, Park Construction Improvements. III. REVIEW C.I.P. (1988-1992) AND 1988 OPERATIONAL BUDGET --The City Administrator is planning to discuss the Capital Improvements budget for 1988-1992. Coordination is occurring with all departments in an effort to update the C.I.P. for the next five (5) year budget cycle. The City Administrator will briefly review the theory of a centralized equipment fund for the purpose of buying City equipment as a part of the C.I.P. discussion. At a staff meeting held on May 22, the City Administrator and Director of Finance distributed the budgetary worksheets to each department for the purpose of preparing the 1988 Operating Budget. The City Administrator will provide some discussion and request some input regarding the preparation and review of next year's operating budget. IV. ADMINISTRATOR'S UPDATE --The City Administrator is planning an administrative update on several items which include the following: 1) Future meeting schedules 2) Transit opt -out legislation, 3) Joint Burnsville/Eagan Cable Commission meeting scheduled for June 18 4) Update on management team discussions regarding development procedures 5) Excellence in Management training involving in-service training 6) Public Works garage completion 7) Other items of pertenance for City Council briefing V. OTHER BUSINESS -=The City Administrator has made reservations for the Mayor and City Councilmembers for the next Forum sponsored by Miller & Schroeder Financial, Inc. The guest speaker is General Alexander Haig and will be held Friday, May 29, 1987, at the Skyway Inn, 5201 Central Avenue (Highway 65 & I- 694) in Fridley. Registration is at 11:00 a.m. with the luncheon at 11:30. Please let Karen know if you will not be attending and she will cancel your reservation. --Zsl Thomas L. Hedges City Administrator TLH/kf sPE MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBER FROM: CITY ADMINISTRATOR HEDGES DATE: MAY 22, 1987 SUBJECT: SPECIAL CITY COUNCIL MEETING SCHEDULED FOR WEDNESDAY, MAY 27, 1987 At recent staff meetings, the management team has discussed the importance of coordinating all development activities to assure tight controls over the rapid community growth that is presently occurring. With the number of subdivisions and preliminary plats that are being processed by City staff, advisory commissions and the City Council, there is a growing concern among the various departments about the ability to maintain a high level/quality of service throughout the community. The City Administrator has recognized the growing number of calls and impact on the type of service rendered by the Police Department and felt it would be appropriate for the City Council to meet with Chief Berthe and Captain Geagan to receive an update on the changing role of the Police Department as it relates to the rapid community growth. Like any public service agency, the delivery of services is labor intensive and as the community grows and the number of calls or police incidents grow accordingly, the City must reevaluate the activities that are provided to determine whether manpower should be allocated appropriately. The Police Department has developed a survey for each City Councilmember to complete which essential- ly ranks all 32 activities that are currently provided by the Police Department. Please rank each activity from Most Important, which is assigned a 1, to Least Important, which is assigned a 32. The City Council should also check the appropriate boxes as to whether the Police Department must, should or would like to do that particular activity and also, in the Council's estimation, which response time is most appropriate for that activity. In other words, if the City Council feels that a crime against person is the most important, the ranking would be 111,11 the response time is too -5,11 and you would check I'must do.11 Enclosed is a copy of the survey for your completion. Once the survey is completed, staff will prepare a priority activity list showing the actual rank and order for each activity rated by the City Council. Also enclosed is a Police Department analysis that was prepared by the Police management team and will provide some helpful background information prior to the City Council's responding to the survey. Please complete the surveys and either drop them off at the City Hall or notify this office or Pat Geagan at the Eagan Police Department, and we will have a CSO pick the survey up so we can tabulate some of the results prior to the meeting on Wednesday. The City Administrator, Chief of Police Berthe and Captain Geagan will lead a brief discussion on present trends for the Police Department. This exchange of information should be helpful as the City attempts to prioritize and plan for the future for its operating budget considerations. -/s/—Thomas_L. Hedges City Administrator TLH/kf