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