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11/13/1984 - City Council SpecialSpecial City Council Packet SPECIAL CITY COUNCIL MEETING TUESDAY, 5:15 P.M., NOVEMBER 13, 1984 YANKEE SQUARE INN EAGAN, MINNESOTA I. ROLL CALL II. CONCEPT PROPOSAL BY FEDERAL LAND COMPANY FOR 170 -ACRE COMMERCIAL DEVELOPMENT EAGAN MUNICIPAL CENTER EAGAN, MINNESOTA III. POSITION EVALUATION UPDATE - ARTHUR YOUNG AND ASSOCIATES IV. CONSIDERATION OF 1985 PUBLIC ENTERPRISE BUDGET VI. M.B.O. UPDATE VII. TAX INCREMENT (INTEREST RATE REDUCTION) AND HOUSING REVENUE BOND CRITERIA VIII. OTHER (IF TIME PERMITS) A. Consideration of Additional Building Code Enforcement B. Employee Right to Know C. Handicapped Study for F.R.S. D. Local Access Programming E. Herb Polzin Memorial Fund F. Union Negotiations G. Other IX. ADJOURNMENT NOTICE THE SPECIAL WORKSHOP SESSION OF THE EAGAN CITY COUNCIL SCHEDULED FOR 5:15 P.M., NOVEMBER 13, 1984, WILL BE HELD TO BEGIN WITH AT THE YANKEE SQUARE INN AT THE CORNER OF YANKEE DOODLE & PILOT KNOB ROADS. THE MEETING WILL MOVE TO THE EAGAN MUNICIPAL CENTER AT 7:00 P.M. THE MEETING IS AN OPEN MEETING. MEMO TO: ALL MEMBERS OF THE ADVISORY PLANNING COMMISSION FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 6, 1984 SUBJECT: DINNER TO CONSIDER CONCEPT FOR FEDERAL LAND COMPANY DEVELOPMENT PROPOSAL Recently the Director of Public Works, City Planner and myself have met with the Colon Brothers to discuss the development of their property which consists of approximately 170 acres of commer- cial land. The property is generally described as a 100 acre site located immediately north of Duckwood Estates or more generally described as south of Yankee Doodle Road and west of Lexington Road and also their recent negotiations and apparent acquisition of the Hillcrest Property and Kraus -Anderson site for the proposed shopping center. The Colon Brothers are planning to construct the large shopping center with some peripheral development such as a Target or K -mart, a large office building and hotel with approx- imately 160 rooms. This commercial development will be the largest development the City of Eagan has seen to date and they are proposing to begin construction on phases of this development in 1985. It is helpful to the City to have one development company planning the overall development of this land area. Local government can better plan streets and utilities to service the entire area and the architecture and development will better serve the community. The Economic Development Commission is promoting the concept of a large shopping center to fulfill the type of services that are not available to residents of the community at this time. This type of development should promote a higher quality of industrial develop- ment which leads to more assessed valuation tax base for the community. With the magnitude of development proposed by Federal Land Company and the impact this development will have on the entire community, it was suggested in our meeting with the Colon's that an informal dinner be held so the City Council and Planning Commission could learn conceptually what is being proposed. Several years ago the City had several meetings with Dunn and Curry regarding the Blackhawk PUD and Lexington South PUD. The City Council is agreeable to selected as Tuesday, November 13, at sponsored by the Colon Brothers at meeting is to last no longer than includes dinner. The City Council City Council meeting for a number after 7:00 back at the City Hall. a dinner and the date was 5:15 p.m. The dinner will be the Yankee Square Inn. The one hour and 45 minutes which will hold a workshop/Special of matters beginning shortly Dinner to Consider Concept for Federal Land Company November 6, 1984 Page 2 As members of the Advisory Planning Commission you are all invited to the dinner which will be attended by the City Council, Chairman of the Economic Development Commission, Director of Public Works, City Planner, Director of Parks 8 Recreation and City istrator. Please notify Holly or myself if you can attend no later than noon Monday, November 12. City Administrator TLH/sl cc: Honorable Mayor City Councilmembers Director of Public Works Colbert City Planner Runkle Director of Parks & Recreation Vraa MEMO TO: HONORABLE MAYOR 8 CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 9, 1984 SUBJECT: POSITION EVALUATION UPDATE The position evaluation for all nonunion positions was completed by the Evaluation Committee on October 22. The Evaluation Committee met all day on October 15, October 17 and October 22 to complete the position evaluation task. Arthur Young and Associates is now preparing those results, along with a comprehensive salary evaluation for all positions evaluated. The Evaluation Committee will be modified to include representation .from the four (4) organized groups and evaluation of collective bargaining positions will begin very soon. It is important for the City Council to be familiar with the process, especially for the evaluation of results. Mark Christianson, of Arthur Young and Associates, is planning to be present and provide a brief update of the position evaluation process. There -is certainly time budgeted for questions that any members of the City Council might have for Mark. City Administrato10 TLH/kf MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 9, 1984 SUBJECT: 1985 PUBLIC ENTERPRISE BUDGET The 1985 Budget for all three (3) Public Enterprise Funds is complete and ready for City Council consideration. The Water Department budget represents the ,largest increase --from $1,606,330 to a proposed budgetary request of $2,603,080. The main reason for such a large increase is the Water Treatment Plant. The bond principal and interest results in a budgetary figure of $595,220 which did not exist in previous budgets. The actual budget for the Sewer Department represents a decrease from 1984. The 1984 budget was $1,393,060 while the 1985 budget is $1,357,580. A significant reason for the decrease is the estimated waste removal for 1985 which is approximately $100,000 less than the amount that was budgeted in 1984. The Street Lighting Budget, which represents the third division of public enterprise funds, is estimating an increase of approximately $4,000. The Water Treatment Plant is expected to be operational in January 1985. As a result, many of the line item accounts in the Water Department required substantial increase to accommodate the operation of this new facility. The Director of Public Works is requesting a foreman for the Treatment Plant operation, stating that a Class A, senior sewer and water utility operator is required to back up the existing Utility Superintendent in the operation and maintenance of this treatment plant. Also with the utility system continuing to expand with the addition of new booster stations, lift stations, wells, reservoirs, pressure reducing stations, etc., the utility system is becoming more complex requiring more detailed administrative review of the division's operations. This foreman position would be a working supervisor and is cited as a must for employment once the new Water Treatment Plant is turned on in 1985. Due to the added miles of water and sewer installation, one additional maintenance person is being requested. The last utility maintenance employee was added in 1981 when the population was approximately ,22,000. With the projected 1985 population being 508 greater, there are continuing maintenance demands being placed with the expansion of the utility system and, therefore, this position is required. Please make reference to the sheets entitled "Additional Personnel," for your review. There are three (3) vehicles being requested under this year's budget. The first one is a replacement for vehicle #201, which was previously requested to be replaced as a part of the 1984 Budget as prepared and requested last year. This vehicle is approximately five (5) years in age but will reach approximately 90,000 miles by the middle of 1985. The City has had a number HONORABLE MAYOR & CITY COUNCILMEMBERS NOVEMBER 9, 1984 PAGE TWO of repairs and is estimating extensive repairs if replacement is not considered. The second vehicle is a small pickup with radio for transportation of the requested new supervisor/foreman to provide the backup for the Water Treatment Plant as well as supervision of several work crews. The last vehicle is a new 3/4 -ton pickup with hoist necesary for transportation of the requested maintenance personnel and servicing the considerable number of new lift stations that have been added recently. Also budgeted is $42,000 for architectural 'services and $50,000 from each Water and Sewer to be allocated toward the construction of a Public Works Garage addition. Attached is a copy of the expenditures and revenues as proposed by the Director of Public Works and City Administrator for the Public Enterprise Funds. Along with those summaries is more detailed information for personnel and capital equipment as it relates to the Public Enterprise funds. The City Administrator will provide more information on the minor capital equipment requests or other changes to the budget at the work session on Tuesday. City Administrator TLH/kf 20 FUBLIC UTILITIES DY 61 WATER 36 • 1984 CITY OF EAGAN 13PT!ON 021 ]!VISION•- BUDGET WORKSHEET -BY OBJECT AS OF 11-07-84 PAGE 36 b 23 PUBLIC UTILITIES DIV 61 WATER S OBJECT DESCRIPTION 1984 1985 1985 1985 1982 1983 1984 Y -T -O EST DEPT MGR COUNCIL ACTUAL ACTUAL APOROP 35-31-84 ACTUAL REOUEST- RECOMMO AOOPTN. 411C . ...........................................---_--.....-----...--------------------.........------------------------.--------......-- SALARIES A WAGES -REGULAR 96366 86713 111540 39962 T 156340 T 156340 1 I O 4111 ...................................................................•-••--_------•---•---......._-_--_--------_---------'--..--.._-.. ACCRUED LEAVE TIME 14470 14117 6963 - T I I 6112 OVERTIME -REGULAR 5642 8576 1??07 1635 I 12000 I 12000 I I --•-----•----------------- ------------ ----------------- ----------- _------------------------------------------------------------- .... 4130 ..............•--•-----_-_•-••--•--••-•-•--•--••----••-_._•----------.._....-------•----•-------------------------..--------_------.. SAL ARES 8 Y4GE5-TEMP 135 290 4000 285 1 6247 1 6240 T I 4140 .....•.-__._ ACCP.JED RETIRE BENEFITS ..................................•-_.........--__._._...........----------••-•- 14101 13340 15940 6124 T 19730 1 --- 19730 -_•---_- I I _ 4150 ACCRUED INSUR EENEFITi 16855 "17523 15707 R59. I 18827 I 18820 ------- -3-3-------------------- I I s---------•---•-------------------------------------•------------------------------------------------------------------------------- ---- --•-------------•-_-•---.-.-....-•------••-•--••-----------.-.-...-.•---•---•-----------------------------------------__----.------ TOTAL PERSONAL SERVICES 147563 140059 159180 63564 1 213133 1 213130 1 I 4210 ------------------------------------------- OFFICE SUPFLIES 1147 639 ----------------------------- 1500 198 . ----------------------------------- 1 1000 I 1000 I 1 4211 PRINTED MATERIAL 439 163 1077 150 S 107` T 600 -...-..-----•--_•-_--- ! I • ...............SU --•__._...........-......-........._...•-•-_--_--•----...-...-.._---_---._......__.._-..............._... 4220 _•---•-..........--.. OPER4 TING SUFP LIE S-SENER .....................................•-•--•---•-•-••-_-••---•...__-------.......-----------------------._._.---- 363 2281 150 212 [ 800 I 800 i I • 4221 ...........-••-------..1 MOTOR FUELS I ................................._...---•-------------._.-.•.--------_------------..-.-._.•.-------_•--_- 5648 5753 5000 2592 1 8000 T 7570 1 I 4222 LUBR:CAhTS AND AUOIT!VES 7 2389 1909 190^. S1R I 1300 I 1300 I I • ................................... ..1 ..49......... ----------- _ ------ --..--.400.-I .----.-..—I ----------------- 4223 ...._--•--...---•__......-_• CLCStl ING SUPPLIES .............•_•-___---•----.---•----..-.-...........-------_..._...-...__.------- 1..32......... 2_•37--__-•_•1_03- I <O]...-I 4224 ..._•_•------ CLOTHING 8 PERSONAL EQUIP .....---••_---........._ 272 266 ------ 440 97 1 1101 I 900 -------- .------ ...... I 1 507 173 1 100 I 100 1 1 e '42•--2•6--_CHE--MI--...CaLS---B--C -N_X--i--C--SL-----PROD------*992242,24------- ------- ----1--3507----I ------------------------ •-3-3-3-3---------- ..----------- ------------------ ........•_--•----.•.--_-•_•--_------..-........__....-_-.-.........--•__.._----- 8-396-------- 1-3-5-0350-0^. 2--777------------ 11503 I I 4229 _......... COMX SYSTEM PARTS .................................................--------__-•-•-•-----•_••__•_-•__--•_----------------•----..._..-_------- VI 1 1 --......._.......... 1 1 ' 4230 REPAIR 8 M4I NT SUPPLIES 15693 9083 12707 5769 T 15000 I tiD 00 I I . .........................................•-------_-.._.--....-..... -------------------- .-------------- ...-.._...--------------..._-. 4231 :._•___-..._::_._.._.. EQU IP MINT P4 RTS ..........................•-------_-----------_•--•_-_-......-•-__..-...-.....-.._._.-------------------......-- 3126 5124 5503 2651 1 5000 I 5000 I I • 4232 .............•._-_._.......................... TIRES 356 431 .-------------------- 400 157 ---------------------------- S 400 1 400 _--_-------------- I I _._..-------------- ' 4233 BUILDI IIG REP4I0.S 3747 559 1707 6 1 1003 1 1000 I I • ..................•__..._...._..------ ..--.......-......--.•_-_---_--_-..._.-..._..__-._................-.. ----------- .._...._...... 4234 ------------------•_--....--.-__---------------_--_-----_-_-•-----•__..............._.._.........-...-._._..__-------- STREET MS INT XSTE R: ALS 557 441 1]07 I 1007 I 1000 i I 4235 _....._.....-_•____..._.....-...--............--.........---_-• LANDSCAPE MATER 8 SUPP 106 350 ...................•---......................__--_------------------- 1 500 1 500 ----------- I 1 4236 STGNS 8 STRIPI!1G M4 TER 218 207 1 250 1 250 T I ............................................................-_..._.._.........._._...__........._.......-..........----------....... -,I 4[4U SMALL TOOLS 430 154 400 24 I 400 1 400 I I 20 FUBLIC UTILITIES DY 61 WATER 36 • 'i 20 PUBLIC UTILITIES OV 61 —WATER 37 0 19E4 CITY OF EACAN [OPTION 021 OIV±S±ON.- RUJG_T 1IJ RM SHEET -BY OBJECT AS OF 11-07-84 29 PUBLIC UTILITIES DIY 61 MATER PAGE 37 - EJECT DESCRIPTION 1992 1983 1994 1986 1985 1985 1985 ACTUAL ACTUAL APPROP Y -T -O 05-31-84 EST ACTUAL DEPT REQUEST MGR --RECCMMO` COUNCIL •••• TCTAL SUPPL•REPATR 6 MAIN 46789 36091 45970 14537 AOOPTN. .•��-:.�_."__....-__. "___" _ 1" 50757 I 46650 T �- 431U PROF SCR VICE S-':EVER AL 618 --""""9-""""--"--- ---" `••"�=��- -- 90u ---•--"--------5-"-"--"""-"-" 7 '+ 1 1400 1 1400 [ 6312 PROF SERVICES-ENSINEcRING 1559 2063 1000 ----------- 6253 I 15600 I 15600 I I 431{ FRCP SCR VICE S-4UGITI NG 5700 500_ 5177 -----��------------------- ------•------•----- :...:.-:......- -- - _ IUOC 1 3000 T 3000 4321 POSTAGE -".-"..-..--.•-_---__--•.-. 2326-_---_•--`---4--------------------".-- 2175 JJ00 1443 I 3270 I 7200 T 4322TE LE°HOVE 702 555 457 .-"..._"-._"-.-..- - -._"_"..•...-.....-.•------------------------ •--- ` _..-......"...--__-_.."...•---•.-------` 391 T 1007 i 1007 I 435u GENERAL PRIAT S BINOPIG - _ ------._-I_".-..."_".-_"..-"... I 470-I 400 I 4.551 PUBLISH INV LEGAL NOTICES 209 "'------"--" ------------•--•- ---"--- .......-._"...."-.•__.-...-"...."-.......". _---"_`•••••_..-__-.•-_.-....""--.--."�-. 1 03 I 200 I 200 I I"...".--..-- ' 436U INSURANCE _."_."-__."__.._ 8466 7439 7813 6369I___.I � _....-__.•----------------------------`------ 8207 i 8200 I 4371 ELECTRIC ITT 4465 4719 5579 1219 --"---- ------------"--------- 5500 I 5500 7 1--------'-----«---- 1. 4375 ELECiR:CITY-YELL/POOS S• 12116] 118002 156700 --"----------""-"�-------"�"-"---"---" ..-..."_..."--".-.._-" ..."_...-"-._..--_-,,.-....-"."--..""..-_..• _------._-•----.-"_•--_"---" 3A 022 I 17500^ I 175000 1 I 4374 GAS SERVICE __"..._"_-"..._"_..-...- 4.297 16820 275]0 -."..."..".-."_.....-...•_"..-..".•..".-I-.--... 10312 -------------• � -_259_•__.."362 •-_---Zoo'---•---59-' i 30007 I 25G00 I {... WASTE REMOVAL "-""_""-"1 _"-•200-1 -_--200-I--_------I----•--•------«.... 1381 AUTOMOTIVE EOU P RE24I9 359 586 790 "-_---"-- ------ ------------- --------------------------------- ........".--.".._......".--.._...-.223.. i 800 I 800 I I--•..---"_.•"_..-.•. 4382 OTHER EOUIPM� o, _NT EP4IP 22908 13323 22700 -••.._-....." 4639 ..............".--...._".1----.".....-..-..-.. -------------------------------------------- I 1800D 1 18000 I BUI LONGS RE FAIR 2466 1210 95907 2595 -•-----------•---"...-__-I"_-", --._"--"___--_. _.."..".".._"---------------"...".....-. "........".....-------•----•-•--------- � I 400] I 4000 ! V 638{ STREETS REPAIR 5303 1009 -._....-_.."-._.:"-.._"...-.----I".."..-.".-"... ----- _-•_-..-._....--___.....".. ....-."..-. I 3000 I 3000 I 43E6C.......TIDY STSs MAINT..... 686 301 607 122 "-----------��"-- ---"------ """"""-------'---"-`- ` _..-"_"._..._"..__".._.._......" --------------------------------------------------------------------- I 600 I 600 ± 4393 MACH:YERY 5 EQUIP REVTAL 325 SBO 750 "-"-"-"----'---"--' ---------"-- 349 7 7001-1""-•-----I- 770 I 700 I 4395 PROTECTION SERVI:E RENT 5.. 784 ""----------"----"-----"- 700 ---"- .....................•-_.---------- 478 I 1800 1 1800 I I 4410 MISC=LLANECUS 857 43 100 .............".10.1 "..""..__--"._".."i__ -••----."-____-"_" ` ".-_.---__"___________________ i4 I 1-- I 1 100 I 4411 CO:IF:RENCES % SCHOOLS 339 736 1509 •••"•_""••--•--•••-_`-•"-__-•------.----".---_.._-."-"- ""-- _•--:--"_--_."...-•_".-"-.•..-.."..".. - _ _________ ._ 135 I 175] I 1750 I I 4- 4412 DUES 8 SUBSCRIFTIJYS 125 �" 189 - _ 100 "--------- ----- •-.•------- ----------- -----------------«.-.. .. .."-.._•-_-_•__`-_...-_... ..--------•."_-_•-`------------------------ 99 I" 4<13 LI[ENSES7FERM±IS /TAXES - "-•""--""•I -_-"300 -""-_---I- 1,- .-...".......-. ---------..•_---------------------- 30'7 257 1"----307 I I _ 4415 REFERENCE MATERIALS -•"---•----"-------------------I-----i -I•----150 ......---- .................. -......_.•-_-.._....--....-__-__-..-.."".. SI I V.--......" ---------------- "-•-------------I-------------------- 'i 20 PUBLIC UTILITIES OV 61 —WATER 37 0 1984 CITY OF LAGAN (OPTION 021 OTVISIDN-- BUDGET WORKSHEET -BY OBJECT AS OF 11.07-84 PAGE 38 20 PUBLIC UTILITIES DIV 61 WATER OBJECT DESCRIPTION 1986 1985 1985 1985 1982 1983 1784 Y -T -O EST OEPT MGR COUNCIL ACTUAL ACTUAL APPROP 05-31.84 ACTUAL REOU17ST RECOMMO ADOPTN. 4417 ................................................'__..-.-.._-_----.-___•________----•-••-•-_-_--_--------------------....-----_--- INTEIEST 499475 1 495220 I 495220 I I 4418 ....... PAYING AGENT FEES ............................... -...................... 165 I 360 I 360 1 1 4425 ....._.._._-••___ BOND PAYMENT ..................---••_---_--........_-••_•---.-...-..--.-..-_..-...-.-.....--------------------------_--.-- .-•---•-•--•_---••----••-•-_•-----___-•------------------------------�_ 1 100000 1 100000 1 1 463:1 OTXEP CONTRACTUAL S_R V:CE 25 52 i _•__......_. .............................•__-__-.........-___------•-•-_---__-___-.....__•-__-_-•_•---------__-I-------------_------ I [ I •••• ................................. TOTAL 7TH ER SERVICES 6 CX 218251 -----_----------_---_---_...-.-----__--_------...-------------------------------.-------------»-... 17552" 331210 572433 I 87068] I 865680 I I 451C _....__... LAND 6 LAND IFFRJVEMENTS -•_•------••--••.............•_----------•-••-•-_-_----_---__-..._-...-_--_-•-_-------__---------------------------------- 1707 1 1 1 1 452U BUILOI NGS -------------------- m--------•---_-------------_--_-__-------------_-------•--•--------------------------------------------- I 50 00] 1 50000 I 1 453U OTHER IMPROVEMENTS I I -------------------------•-•---•-------_-----_-_-----------____----------_-------»-_-------------_-_--------------------_---------- I I 4531 .............................. SPEC A:;SESS ON CITY PROP -------------------------------------------------------------------------------- :j80.'. I 9503 1 9500 ( I 45SU -...w FURN:TUAE 8 FIXTURES ---------------------------------------------------------------------------------------------------------------------------- I I ------------------- -- I I 456U -•---..- OFFICE FURNISHING 8 EQUIP ..............-------...-_-----...-----_•--•-••-_---------------••---------_---------------------------------------------». 220:) I 115.3 1 1150 1 1 457U -..-..-•-•-____-__-...- OTHER EOUIFMENT .................•----•-_..-..---------•--•-------_---....---------_-------------------------.---------------- 120 I 1200 1 1200 I 1 458U ------------------------------------------- MOBILE �QU!FPEbT 1J300 1 19300 1 19300 1 I •..• ............ TOTAL CAPITAL CUTLAY .................. 43420 tool i 81157 -------------------------•---_��_-------- i 81150 ? 461C .......... PROJECT -CONTRACT ----- •__.....-.....__....._.._._.-_....__...._..._.....-_-_...-.......-.-.._..--.....---......-....._.-•-_•_•----__.._._.-._ ------------------------------------------------------------------------------------------------------ 1474923 I I 1 1 4613 - _.------------••-•----------...---•--•----•--•--•----•-•---------_--_---------_••-•-------------- PROJECT -OUTSIDE ENGINEER 224659 I I I 4615-- -..-...----•.--••-----------------------------------------------------------------------••-----------_------------------------ F;-CJECT-SONO-INC CCSTS I ----------------------- »..-_ [ I 4616 ......... PRUJEC T -LEGAL .---------------------------------------------------------------------------------------------------- 20311 I I »•--- I 1 4618 ___......--••----_--•--••----------------------_-_---•--.--------------------------------------------------------------------------- PROJECT -OTHER 10552 1 1 ---------------------- I I •••• .....................•-------------- TOTAL CONSTRUCTION ?ROJEC ...._--_-_•-•---.-...-•_-----_--_•--•----...._....._._....-•-•-•-•--------» 1759544 I 1 I I 4710. ................... PERH:NENT IRAN SF=R ----------------------------------------------------------------------------------------- 89670 128560 136770 56725 I 1<4D0] I 164000 -------------- ------ I i 472U ............ TRANSFER TO 9EaERVES .---------------------------------------------------------------------------------------------------------- 854550 1 1198370 1 1207470 --------------------- I 1 •••• ...............................................................................................------------------------------------.- TOTAL TRANSFERS 8960^ 128560 991553 56725 1 1342370 1 1351470 ------------- 1 I 484U ..............•--___.•--••---.-.-.........----------.-.-..._------••----...-..--------•--..-.--.....-------------------------------- MERCHANDISE FOR RESALE 3SO02 19781 1 450U I 45000 I I •••• TO IAS MERCXAND FOR RESALE 36707 19781 I 45007 I 45000.! i TOTAL AMOUNTS THIS DIVISION `......................................................................-•--------..------------..-.------ 502203 480237 160533^ 2447404 1 I I 2 6030 80 1 2 60 30 80 'n 1 20 PUBLIC UTIL17IES DV 62 SEVER 40 1984 CITY OF EAGAN (OPTION C2) DIVISION-- BUDG_T WORKSHEET -BY OBJECT AS OF 11-07-84 PAGE 40 20 FUBLIC UTILITIES DIV 62 SEVER OBJECT DESCRIPTION 1984 1985 1985 "- 1985 _ 1982 -ACTUAL 1983 1354 Y.T-D EST DEPT MGR COUNCIL ACTUAL APPROP 05-31-84 ACTUAL- REGUEST 'RECOMMC - AOOPTN. 4110 ....................................... SALARIES 6 WAGES -REGULAR 22144 4--..----.-..--------------•894 19472 27890 5085 1 39087 1 39080 T I ♦.. 4111ACCAUE^. ..................................... LEAVE TIME 3517 3281 _.....-.-..............---•---_..------------------------------ 1 1 1 1 4112 -••_•--------------- OVERTI NE-REGUL RR ---------------------------------------------------------------------- 704 336 3.707 177 I 3000 1 3003 + 4130 ..-.•.--•_-------•---.....-..-....-•-•---•---•--•--••-•--------•----•--...---•-------------------•---------------------------------- SALARIES 6 WAGES -TEMP 1153 1189 89 1 6240 .----------------------------------------- T 6240 1 I �- 414U .................................................................................................................................... ACCRUED RETIRE BEN=FTTS - 3359 2899 3860 - 771 I 5467 I 5460 I I 415U ..............•___•__......._.----------. ACCRUED IASUR BENEFITS 4127 1794- 7250 7 7250 I 1 �" •••• ...------------ TOTAL PERSON4L SrRVICES ............................................... .--.-3937--.---4927 35004 31104 '---•_ 39670 -------- 8109 -_I- ------------------------------------------------- 1 61033 1 61030 1 1 4217 ---------------------------------------------------- OFFICE SUPPLIES 38 177 - • 500 -------------------------- ------------------------- 1 •------ 200 I ----- •--- 200 ! - ----- -.........------------- 4211 .......... PRINTED MATERIAL ....._.._.............--- .129168 .------- ------- 30G 77 ......------------------------------------------ i 150 - ------I 150 ------- --------------------- 4220 ---_--• OPER-TING SUPPLIES -SEN: �. ...................................................-.-...-...._--...-...... 1859 972 ------- 10^------- --------------------- 125-------------------------------------------------------------- - 257 - 250 I - ---------------------------- 4221 ----- MOTJR FUELS -------------1546 ------------------ ---.:1d 91---_--390D-----_-938-_--------.I-- .............----........ 2753 I 2500 1--_----- ------------- ------------ . . 1__-- 4222 LUBRICANTS RNC ADDITIVES VES 28 129 250 250 1 1 250 1 1 4225 CLE4N LNG SUPPLIES 36 50 26 I 59 ..-•----------------•.-...--..-..-----------••------_---...._.m----------------------•---------------------------------------------- I 50 I 1 4224 CLOTHING 6 PERS14AL EQUIP 342 284 220 43 I 550 550 ----------------------- 1 1 I 4225 SHOP MATERIALS 79 13 ---------------------------------------------------..------------------- 10.. : 107 100 .......................................•-•--••---------.....-•-----•_•--.-.-...---------..-..-------------------------------------.. 1 I I 42Z6 CHEXIC ALS S CX:H: CAL PROD .. . .-•-. .. -. . 10'. I 107 1 100 1 1 4229 COMM SYSTEM PARTS 47 .. - 1 ..............................................................-_--.......--_........-----.....--_------------------...-------------.. 1 I AM ---------------------------------------------------•---...-•-•------------.-....-----------------------------------------------.-... REPAIR 6 MAINT SUPPLIES 2466 1952 1077 812 1 2007 I 2000 I 7 .. •4231 ...................._.. EQUIPMENT PARTS .................. 4076 ........................•----------------------------------------------------------------- 1396 3707 391 1 3000 1 2600 T I 4233 --------- BUILDING REPAIPS •------ ----_---------------..------------------------------------------------------------------------ 154 20 200 I 207 1 200 I 1 4234 ...-..-.._..-•-•-----•.-.....•------------------------------•..--------_---.......--------------_-----------•---.-......-.....-.-... STREET Hi3NT MITERIALS 171 118 - 500 1500 I 500 I ---------------------- I ' 4236 SIGNS 6 STRIPING MATER 152 200 I 300 I 300 I I �. 4240 SMALL TOOLS ... 435 121 257 1 250 I I I •••• .;-.....--••---------•- TOTAL SUPPL.REPAIR 6 MAIN 11356 7380 0770 2402 1 10657 1 --- 10000 1 1 •. .4.10.PROF ------------------------------------ SERVICES-GENER4L ...._..._.......... .........................------_••-•-•----••--•----•-••-•--•-------------------------------------- ...._•------------------------- [ 5470-I ----------------------------------------- 5400 7 I 'n 1 20 PUBLIC UTIL17IES DV 62 SEVER 40 4-' 2D PUBLIC UTILITIES OV 62 SEWER V 41 '- 1984 CITY OF EAGAN (OPTION 02) DIVISION— BUDGET WORKSHEET -BT OCJECT AS OF 11-07-84 PAGE 41 20 PUBLIC UTILITIES DIV 62 SEWER C8J ECT DE S: RIPTI ON 1984 1945 1985 1985 1992 1987 1984 Y - T - O EST DEPT MGR COU14CIL ACTUAL ACTUAL AOPROP 05-31-84 ACTUAL' REQUEST ` RECOMMO ADOPTN. 4312 -_•------------------- PROF SERVICE3-EN3INEERING ----- -.............. 372 - 1743 .................... 13000 1084 I 14000 I 14100 I I 4314 PROF SERVICES-AUDITTNG SJ00 5000 5170 ------------------ 3000 --------- 1 3000 ------------ ! 3300 ----------- ---------- ------ I ...-...__•--.--..-._..-_• .....................•-__------- T 4321 -....__•__•---•---....-•--------•-----------------•-----------------------_•-•----_--------••---•-------------------------------- POST:GE 277] 2145 ...------- }00] _____--•--•---• 1443 ----- I •_•-- 3200 ----- --••-----------I-------------------- I 3200 I I .. 4322 ...... . TELEPHONE w ------------------------------- 129 •------- 141 ----------------------------- 350 1 357 I 350 1 I 4350 GENERAL PRINT B BINDING •- 200 •---------------- 1 200 w --------------- T 200 ------ w-------------- I 1 --------------------------------------•-----_---_-.....-.----------__--•-•--...-----__--_------------------------------------••---- 6360 INSUdANt- 3776 3361 3580 2597 I 3760 1 3760 I I ---------------------------- 4371 --------------------------------------- -•--_ ELECTRICITY ------------------------- •------------------------------------------------------------------------- T I T I 4374 ELECTRICITY -LIFT STAT ---------------__.--------_---_-__-___---_-___----_------_____------------------------------- 3203 3513 4100 1946 T 4600 1 4600 I I .......-.. .....................................•---.....-.-...--------••-------------•---..--.-...-----------------.-.--------------- 4373 ............................................................ GAS SERVICE 42 1 T I I 4379 ............... WASTE REMOVAL .................................•-•---••__----•------•-----------------..-..----------------------------------------- 707363 766419 ---------_------------------------•-•----:-------_••-------------.-----. 87986-1 419378 I 869400 1 869400 1 4381 _•_••_• AUTOMOTIVE EQUIP REPAIR ...............--.........._-••_•__-_.-._......._._--__________-_.......-__-___-__•--_-•-__••_---'--•__ 103 12 100 120 I 800 1 800 1 I 4382 ..------...-----------------••-•----•__.....-----_---_---•----.....-..-------•_-----.-.-....--_--_--.----.-------.-..--------------- OTHER EQUIPMENT REPAIR 9695 16800 1200^ I 160.70 I 16000 ------------- -.-..--- I I �" 4383 _---------------------------------- BUTLOI•'1GS REPAIR 247 ------------------------------------------------------------------------------------- 750 1 1000 1 1000 1 1 4384 STR:ETS REPAIR 300 1 1000 I 1000 ------ ------ I 1 4386 --•-_-.......-._...__-.-....... CONMU NICATICN SYST MAINT 388 391 407 122 I 407 I 400 1 1 �' 4393 _•-___---_-_• MA CHI NERI 4 EQIIP• REV T0.L ----- .......................•-_-••----••------.........---_---•---..--------------_... 622 d9 600 I 6D0 I 600 _.-.---------------- I I 4395 PROTECTION SERVICE BENT 464 539 700 249 1 850 I 850 1 I ----•--•-•-----------------------------------------...-..---_-----•-•-----••--------------•---•-•-•--------------------------------- 4410 ..............•----_-_....--------•--.....------_----------•----.-...------------•----...-...------•---------...-------------------- MISCELLANEOUS 916 119 I I I I �".' 4411 -_-- CO.I FE RENCES 6 SCHOOLS ----.... -------- ............... 375 ................... 141 1007 190 T 1DJ0 _......_---_-_--. I 1000 I I 4412 DUE'a 8 SUBSCR IFT, ONS 25 .---------------------- 5J -- [ ----- 50 I 50 ------ --------------------- I I ..... .............. ..........................................................•--....--•--------------------------------------------- 4413 LICENSES/PERMITS/TAXES I I I I ... ........... 4415 .............. ...... .... .......................-_••_•--__-••__-___-___--_--___--_-•__-_•_•-•__---_-.-....-•_-_--•_____---_---_...-.. REFERENCE PATEPIALS .....-...... ......................... SC I 150 I 150 T I 441 F INTEREST 17016 .....•------------••-•-•-•------------------------------------------------------- 15055 1 1 1 1 ...................................••---••--_-••----_---•----------_.-.-......-..-...-------•-•---•---...------- 4470 .............•-----•_---------------•----•--_------....-_-_------------------------__---•----_-__----------------------------------- OTHER C09 TRACTLAL SERVICE 132 T i -------- .--------- .. I I �- •••• TOTAL OTHER SE FVI CES 6 CH 751966 815759 921240 430060 1 925761 I 925760 I I 4-' 2D PUBLIC UTILITIES OV 62 SEWER V 41 '- v V —�20 -PUBLIC UTILITIES L_ __ __- OV -62 "SEWER 42 1984 CITY OF EAGAN (OPTION 02) DIVISION-- RUSGET W301(SMEET -BY OBJECT AS OF 11-07-84 PAGE 42 20 PUBLIC UTILITIES DIV 62 SEWED CBJECT DESCRIF71IN 1984 1985 1985 1985 1982 1983 1084 Y -T-7 EST DEPT MGR COUNCIL ACTUAL ACTUAL A'>40? 15-31-84 ACTUAL" 9EGUEST RECOMMO --ADOPTN. 452U ----- BUILDINGS - ----- ------- ----------•-•-•-•----•-------...-..------------------------------------•------------------------------. 1 50000 1 50000 1 1 1531 SPEC ASSESS Otl C: TY PROP 851 I I I ! 45 SU ............................................• FURN!TURE a FI>tI ORES I I 1 i �' 656U __------•.-----------•---•-••--------•---•----•--------------•--•-------------•----------•------------------------------------------ OFF ICS FURt1I SX ING 8 EDU IP -•---_--•._...,U------------..--...... 110.] ------ I --------._..-.------------------------------- 200 I 200 • ! 457U OTFEP EGUIFF.ENI 61 I 290 1 290 1 1 458U ......................................... MOBILE EOUIPL+E NT 607 I 14653 I 14650 1 I �" •••• -.-•---.....-..--•--•----• TOTAL CAPITAL OUTLAY ..............................•---....-----•----•-------------...-....._----------•--•-------------.... ----------•-_-....--- 2610 ------------------------------------------- 1 65147 1 65140 ..--- --------------- ....... I I 671UPEPMANEAT IRAN IFER 44870 6128: 6F.777 2i4 59 I 72000 ! 72000000T I I _-------------------- i 72O ---------------------------- TR AIIi F:R TO RESERVES - -------------------------------------------------------------------------------- 35177] w I 221003 I 227650 ! I ---• TOTAL TRANSFEFS 44800 64283 419770 28450 I 295- f 295650 ...------------- ..._.. I I TOTAL AMOj NTS THIS DIVISION 842126 918523 1393U63 469021 -- 1135758D 11357580 I 1 v V —�20 -PUBLIC UTILITIES L_ __ __- OV -62 "SEWER 42 1984 CITY OF EAGAN (OPTION 021 DIVISION•- BUDGET YODKSHEET -BY OBJECT AS OF 11-07-84 PAGE 43 - 20 PUBLIC UTILITIES DIV 63 STREET LIOHTIN! -- CBJECT DESCRIPTION 1984 1985 1985 1985 . 1982 1983 1984 T -T -D EST DEPT MGR COUNCIL - ACTUAL ACTUAL ADDROP 05-31-84 ACTUAL REQUEST RECOMMO - ADOPTN. 4372 ELECTRICITY -ST LIGHTS -......___•-••.....................................•._--_--_-••-•----....-..----------..-.--...-_.....-....- 10427 10618 15600 6334 I 20009 I 20000 I I •••• TOTAL OTHER SERVICES 8 --------------------------------- CH 11427 10618 15600 6334 I 20007 ---------.-..---- I 20000 I I ICTAL AMOUNTS ISIS DIVISION ...............'-•__. .......... --------• ..................•-•----------------------------------------------------------- '10618 15600 20000 1 2CO00 I - ........._ TOTAL 4MOJNTS THIS FU'10 ...............................................••--••--_••--•---------------••-•----------------------------------------•----------- _---10427_•. 1354755 .------ .._....... 1409371 . -----6334 3014990 -... ____-__--i-- 2962759 I --------- 3980660 ------- --•-•-_-__........__-_..-. ----I- 139E0660 i I ` ----------'--"20PUBLIC '--"2U'-PUBLICUTILITIES OV 63 STREET LIGHTING---'-' - '- --------- -'-- - 43 v 1. V J CITY OF EAGAN PAGE 1 1985 BUDGET WORKSHEET DEPARTMENT REVENUES ACCOUNT STREET WATER SEWER LIGHTING NUMBER DESCRIPTION 1981 ACTUAL 1982 ACTUAL 1"983 ACTUAL 1984 BUDGET 6-30-84 YTD ESTIMATE ESTIMATE ESTIMATE WATER 3711 Water Sales 617,343 774,656 842,031 875,000 364,297 1,207,50 —' 6.796 9,550 7,880 5.297 12 00 3713 Water Connection Permi s 4.380 3,770 6,00-0 3,110 10,00 Water 250 _7,120 410 250 100 25 16 ale of Prop.- SMe 34,225 31,052 52,514 36,000 26,956 80,00 1717 Sale of Prop. - 3718 Sale of Prop.- 141 94Q 326 100 216 inn 3719 Water Turn 3720 Water Bills 3721 Hydrant Fp�q 12n 40 60 20 SEWER— T741 1,174,427 1,275.0 594 55 1 1,235,000 3742 Sewer Penalties 8,123 8,913 14,673 11,480 7,945 12,000 3743 - Sewer __3_,62 7.620 6,000 6,332 10,000 37 Sewer Cust. 584 380 CITY OF EAGAN 1985 BUDGET WORKSHEET DEPARTMENT REVENUES ACCOUNT PAGE STREET WATER SEWER LIGHTING NUMBER DESCRIPTION 1981 1982 6 -JO -84 1985 _ ACTUAL ACTUAL ACTUAL BUDGET YTD ESTIMATE ESTIMATE ESTIMATE STREET LIGHTS 3771 Street Light 161 10,618 15,600 8 091 20,000 FUND TOTALS Interest On 810 Investments 382,605 403,039 259,045 500,000 0 400,000 100,000 Special Assmts. 1811 Principal 29,471 ;0. •7,570 .0 0 i Interest on 3812 Assessments 1,148 3,785 3,811 1,800 3,041 1,500 I Interest on 3R14 MwCC 4-0,5-8-7 3-8-,6-8w5- 37,002 3822 Equipment Rent 100 100 200 200 200 200 Connection Charg 3865 175,289 196,840 367,370 270,000 247,260 295,000 Connection Charg 3866 Sewer 93,895 59,245 0', 0 0 Account Dep. 3867 Not Refunded 3 12i 1 0 <0 3880 Other Revenue- 104 14,758 70 0 51 Other 3920 Reimbursements 1,350 1,409 389 427 Transfer _200 3985 Rrnm RPV SPrPA 595,580 GRAND TOTAL 2,290,98 2,560,795 2,803,062 3,014,990 1,269,983 1985 Estimate Total Water 12,603,080 1985 Estimate Total Sewer 1,357,580 1985 Estimate Tpra7 Sr r.i9ht 20,000 CITY OF EAGAN 1985 REQUEST FOR ADDITIONAL PERSONNEL 1. Hours per Week 2. Departmental Cost 3. Indicate need for position(s) Allocation (X ) New Operation 61 67% (X ) Expanded Services 40 62 33% (X ) Increased Work Load 4. Position Title 5. Number 6. Salary 7. lst Year Cost Required Proposed Working Supervisor /Foreman/ Wates Treatment Plant 1 i 29,000 $ 29,000 S. List below the job duties to be performed in the requested position(s)_ 1. Certified water treatment plant operator responsible for daily operations of new treatment plant and two booster stations. 2. Provide daily/field supervision of utility maintenance crews. 3. Provide supervisory authority/job assignments during.supt. vacations (4 weeks/year). 4. Provide additional maintenance manpower as needed (emergency utility repair, etc.). 9. Specify how the above listed job duties are currently performed. 1. By Supt. of Utilities (#2) 2. By Supt. of Streets (#3) 3. Not at all (#4) 10. Explain the need for this position in detail. 1. New water treatment plant to begin operation in 1984 requiring a licensed operator. 2. Need daily supervisior during Supt. leaves of absence. 3. Need additional assistance with emergency manpower/supervision needs (watermain breaks). 4. Administrative duties of Supt. increasingly limiting ability to provide daily supervision. 11. Additional cost associated with requested position(s) Contractual Services Commodities = 800.00 (Desk, Chair, Uniform) Capital Outlays S 10,500.00 (Vehicle w/radio) Total $ 1[.300 City Administrator's Comments: CITY OF EACAN 1985 REQUEST FOR ADDITIONAL PERSONNEL 1. Hours per Week 2. Departmental Cost 3. Indicate need for position(s) Allocation ( ) New Operation 61 50% ( ) Expanded Services 40 62 50% ( X) Increased Work Load Temp/3 mos. 4. Position Title 5._ Number 6. Salary 7. 1st Year Cost Required Proposed Temporary Utilities Maintenance 4 f 6.00/hr. $ 12.480.00 2080 hr. 8. List below the job duties to be performed inthe requested position(s). 1. Hydrant painting repair. 5. Final meter set & reading:. 2. Clear snow/ice from hydrants. 6. Manhole casting/gate valve/stop box 3. Sewer cleaning. adiustments. 4. Bldg./structure maintenance/painting. 7. Booster stations/well houses/reservoir weed/erass maintenance. 9. Specify how the above listed job duties are currently performed. 1. Current temporary personnel (#1-7) 2. Current maintenance personnel on a limited/time available basis (#1, 2, 4, 6, 7) 3. Not at all (#3, 7) 10. Explain the need for this position in detail. 1. There is a peak seasonal need for building/grounds/hydrant maintenance work that can only be performed during summer construction hours and do not warrant a permanent full-time position. 2. During construction seasonal, regular maintenance personnel busy with Frew con- struction and final inspections limiting their availability for these other necessary duties i 11. Additional cost associated with requested position(s) Contractual Services Commodities Capital Outlays City Administrator's Comments: -0- 10 Total $ -0- CITY OF EACAN 1985 JUSTIFICATION OF CAPITAL OUTLAYS REQUESTS 1. Department I Dept. No. I Account No. Public Works Water - 61 4580-1 2. Cive Description and quantity of item requested. Indicate date desired. (2/3) 3/4 Ton Pickup w/heavy duty hoist and radio. January 1985 3. Describe the necessity for and/or benefits,or savings expected from this item Transportation of new maintenance personnel and ability to remove lift station pumps for inspection and repair. 4. If the item requires an increase in personal services for the activity, state the job title(s) contingent upon the item. NA 5. Indicate any expenses necessary to place this item in operation and whether these expenses are included in your budget request. Fuel accounted for in #4221 Insurance accounted for in #4360 6. List any item which will be replaced by this purchase. State recommendations for disposition of this item. For example, trade-in, salvage, discard, etc. NA 7. Estimated Cost Net cost reflects split: 2/3 - Water (61) and I/3 - Sewer (62) Quantity I Unit Cost ' Total Cost I Trade-in I Net Total Cost 1 $13,500 $9,000 -- $9,000 CITY OF EACAN 1985 JUSTIFICATION OF CAPITAL OUTLAYS REQUESTS I. Department i Dept. No. I Account No. Public Works I Water _ 61 4580-2 2. Give Description and quantity of item requested. Indicate date desired. (2/3) Small pickup with radio January 1985 7. Describe the necessity for and/or benefits :or savings expected from this item. Transportation of new supervisor/foreman 4. If the item requires an increase in personal services for the activity, state the job title(s) contingent upon the item. NA 5. Indicate any expenses necessary to place this item in operation and whether these expenses are included In your budget request. Fuel accounted for in #4221 Insurance accounted for in #4360 6. List any Item which will be replaced by this purchase. State recommendations for disposition of this item. For example, trade-in, salvage, discard, ecc. NA 7. Estimated Cost Net cost reflects split: 2/3 - Water (61) and 1/3 - Sewer (62) Quantity I I Unit Cost I Total Cost I Trade-in I Net Total Cost 1 I $10,500 I I I $7,000 I I __ $7,000 CITY OF EACAN 1985 JUSTIFICATION OF CAPITAL OUTLAYS REQUESTS 1. Department i Dept. No. I Account No. Public Works i Water - 61 4580-3 2. Give Description and quantity of item requested. Indicate date desired. (1/3) 3/4 Ton Pickup Truck July 1985 3. Describe the necessity for and/or benefits,or savings expected from this item. Replacement for Vehicle #201 (1980 3/4 Ton Pickup). Present Mileage 76,000 miles and increasing body rust with greater maintenance repairs being experienced. Will have approximately 90,000 miles by July 1985 at present rate of 22,000 miles per year. NOTE: Previously requested in 1983 but not approved. 4. If the item requires an increase in personal services for the activity, state the job title(s) contingent upon the item. NA 5. Indicate any expenses necessary to place this item in operation and whether these expenses are included in your budget request. NA 6. List any item which will be replaced by this purchase. State recommendations for disposition of this item. For example, trade-in, salvage, discard, etc. Trade in vehicle #201. 1980 Ford F-250, 3/4 Ton Pickup 7. Estimated Cost Net cost reflects split: 1/3 - Water (61) and 2/3 - Sewer (62) Quantity I Unit Cosc I Total Cost I Trade-in Net Total Cost I 1 i $11,500 $3,850 $550 $3,300 MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE:, NOVEMBER 9, 1984 SUBJECT: ORGANIZATIONAL AND INFORMATION CHANGES At the September 18, 1984, City Council meeting, there was a concern expressed by the City Council that the packets were becoming lengthy and, in some cases, memorandums were unclear, repetitious and redundant causing the reader to spend a considerable amount of time to gain the appropriate message on a given agenda item. The City Administrator contacted each member of the City Council and prepared a list of comments that were relative to the delivery of information. These comments were then shared as a collection of comments from the City Council as a whole, to the City staff at a work session. All the Department heads expressed their sen- sitivity to an ongoing effort to deliver the most complete and accurate information for City Council consideration. After better understanding the City Council's role of evaluating all the informa- tion, which is required for legislative decision making, it was obvious to the staff that changes should be made especially in, the preparation of City Council packets. Some changes have been implemented in recent City Council packets and, hopefully, the ability to reference information is more thorough and accurate to the reader. The City Administrator would like to discuss the delivery of information and some other organizational matters with the City Council as a part of the workshop session. To help the City Council recall some of the discussions that we all had individually or collectively, I am enclosing a copy of a memorandum I prepared and submitted to all Department heads dated September 26, 1984. r City Administ ator TLH/jj MEMO TO: ALL DEPARTMENT HEADS FROM: CITY ADMINISTRATOR HEDGES DATE: SEPTEMBER 26, 1984 SUBJECT: CLARIFICATION REGARDING ACTION BY THE CITY COUNCIL AT SEPTEMBER 18, 1984 CITY COUNCIL MEETING It was most unfortunate that a change in the overall delivery of information to the City Council was discussed in my absence. If I would have had any indication that the items outlined in Item #50 of the "Morning After" were a concern to the City Council prior to my conference, I would have responded with a normal administra- tive course of action. I have spent the past several days since returning from my con- ference visiting with the Mayor and each member of the City Council to gain further clarification on the direction that was adopted in a three point motion at the last meeting. Traditionally, a motion is not used for staff direction. However, in my absence, it can only be assumed that the City Council desired to make this matter a part of the formal record. The change being recommended by the City Council for the delivery of information is warranted in my opinion. The packets are getting extremely lengthy for the City Council. The City Council is ex- pected to review the regular City Council packet, Planning Commis- sion packet, Advisory Parks & Recreation Commission packet, Cable Commission packet, special City Council meeting packets, and, at times, the Economic Development Commission packet and Airport Noise Committee packet. If you total all those packets, you are often responsible for the review of approximately 1500 or greater pages of information. It is true 'that the City Council wants as much information as possible to make decisions. However, due to the dialogue effect each of us can experience on our dictaphone and the lack of time to review and reduce the size of memos, oftentimes, it is difficult to pick out the facts and recommendations from lengthy memos. It is my opinion that the.City Council is suggesting qualitative information rather than quantitative. Traditionally, the City Council has asked the staff to avoid speci- fic recommendations regarding City Council action. However, with the increasing number of items for City Council review, the City Council is asking that alternatives be provided when appropriate for City Council consideration. It is frustrating to the City Council to read lengthy reports and attempt to fabricate the various alternatives they assume the staff is suggesting. a 44 TLH MEMO September 26, 1984 Page Two The third point that was discussed by the City Council is a desire to have a more formal staff tracking of Council directives. As an example, a directive may be given to the staff for completion of a particular project, and several weeks or months later, it is learned that the staff gave the specific direction a lower priority and a project was not completed. The City Council is asking that all their directives be formally tracked. If there is any scheduling or change in direction to be considered, as a courtesy, these recommended changes will be shared with the City Council by the City Administrator. As I mentioned, I had the opportunity to visit with the Mayor and all the City Councilmembers during the past several days. It would be lengthy and redundant to share all of the dialogue. However, in outline form, I would like to share some of their comments. The comments are not categorized by the three parts of the motion; however, they are listed at random from my notes. 1. With the number of packets we as City Councilmembers are ex- periencing a paper jungle. 2. With the volume of information, it would be advantageous to restructure the delivery of information as it relates to the development of City Council packets. 3. We're overwhelmed with information. 4. We concur that, with the volume of information we receive, there may not be a specific lack of information; however, to digest the number of pages and reports, it is sometimes diffi- cult to pull the specific information staff is attempting to share with us. 5. We would appreciate more short form reporting. If more detail is required, we will ask for it and then a more detailed report would be appropriate. 6. In order to recognize the workload of all members of the staff and the review process and decision making of the City Council, possibly more continuances will be necessary in order to properly provide the specific information we desire. 7. Concerned about the tracking of thing-,< that aren't done within a zpecific time frame. The comment is not a critism; it is just desirable to have more brief reporting. 8. There is a strong desire to have the City Administrator intro- duce all items to maintain consistency and hopefully recognize the City Council, audience and staff time at a regular City Council meeting. TLH MEMO September 26, 1984 Page Three 9. Decision making is difficult when the City Council is using raw facts that are less concise. 10. Some of the recommendations and conditions outlined in reports are becoming less significant and more redundant. 11. The City staff should be more specific in their recommendations and guidance to the City Council providing alternatives. 12. The City Council should not be problem solving and alternatives would eliminate that problem. 13. If a question is asked of the City staff regarding a different method to accomplish a specific task, don't overwhelm the City Council with pages of response. A simple paragraph outlining some specific reasons why something can or cannot occur is sufficient. If more data is needed, it will be requested and a more detailed report can be prepared. 14. Some member of the staff should combine engineering and plan- ning conditions so the City Council isn't having to interpret whether conditions are repetitive or not. 15. An example was given regarding the Mike Sill Addition where in 1980 there were 11 conditions and in 1984 nothing had changed but there were 18 conditions. Those conditions were scrutinized by the Council and most of the new conditions were repetitive. There were at least two conditions listing land- scape bonds. 16. It is difficult for the City Council with lengthy staff reports to jump around during their review either at home or during a Council meeting. It is more advantageous to combine all the narrative and limit the number of conditions which assist the decision making process. 17. Courtesy toward the decision making process was stressed re- garding the delivery of information. 18. Staff should provide alternatives, developing options that help seek decisions by the City Council. 19. Create a benchmark for decision making which is created by the additional alternatives providing more leadership from the City staff. TLH MEMO September 26, 1989 Page Four 20. When the City Council asks for a specific report, don't use the opportunity to expand the report into areas that the City Council was not necessarily requesting. If the staff feels other avenues should be pursued or additional information should be researched, this should be coordinated with the City Administrator and he will ask the City Council if additional information is desired or an additional course of action. 21. Abbreviate/streamline the background. 22. List facts and recommendations. 23. Specific direction is desired by the City staff. My list of comments are repetitious as I mentioned in the previous paragraph. These comments are taken from my list of notes and I wanted to stress the frequency of centain comments as they were expressed to me by certain members of the City Council. The City of Eagan,with its rapid growth, is experiencing a significant amount of change in an short period of time. The pressure on the City staff and City Council is greater today than it has ever been in previous years. The need to evaluate the delivery of information on a regular basis is extremely important to all of us. Our infor- mation to the City Council and the ease in which they make the deci- sions is the hub of running the operation. We need to take their comments to heart and attempt to restructure our delivery of infor- mation in a way that helps us administratively and the City Council for decision making. Once we change our style, I believe the fol- lowing reductions will occur: typing time, copy time, length of meetings and the ability to interpret our own information regarding decisions of the City Council. I plan to implement changes to the information network for the Octo- ber 16th City Council packet and also develop an additional source of reporting to the City Council called Council update. The Council update memo will track all items that the City Council raise on an individual basis to me or collectively at the end of a City Coun- cil meeting. The informative memo will remain as a concise informa- tional document reporting on a number of issues that don't require formal council action. In summary, and after visiting with each of the City Councilmembers, they have all stressed the importance and significance of not taking this action personally. The City Council is sensitive toward im- proving their decision making role and I fully believe after meeting with each and every one of them they recognize the energy that is being expended by each and every department head. There will be TLH MEMO September 26, 1984 Page Five times that reports will be lengthy. However, if the department head responsible for the report has carefully evaluated the report and feels that the report does not ramble, is not repetitious and is specific with facts that he or she feels are required for the Council to make a decision, this manner of reporting is still necessary. The City Administrator will be more careful at reviewing reports -- and don't feel offended if a report is sent back and asked to be reduced. The City Council is asking for facts. They don't need dialogue and a great deal of narrative. When they are reviewing their packets, either at home or during a City Council meeting, they want to be able to look at facts in a neatly organized fashion as well as recommendations and alternatives so they can better prepare themselves for the required decision. City Administrator Special Note: This is a classic example of a memo being repetitious due to being dictated at the last minute with no time for review or revision. MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 9, 1984 SUBJECT: TAX INCREMENT (INTEREST RATE REDUCTION) AND HOUSING REVENUE BOND CRITERIA A Finance Committee meeting was held at noon on November 8, 1984, at the Eagan City Hall. Those persons present included Mayor Blomquist, City Councilmember Smith, City Attorney Hauge, Director of Finance VanOverbeke and City Administrator Hedges. Also present were Stan Kehl, of Holmes and Graven, and Marsha Cohodes and Tom Naples, of Miller & Schroeder Municipals, Inc. The topics that were discussed at the Finance Committee meeting included equity contribution for multifamily housing and criteria for considering interest rate reduction or tax increment financing for rental housing projects. Regarding the equity contribution for multifamily housing, Mr. Naples presented a number of methods to evaluate a suitable level for determining the equity contribution. He discussed options to provide different structures for equity contribution, all of which are directly affecting the mortgage financing for the appli- cant. Mayor Blomquist and Jim stressed the City's position that developers will not be 1008 financed. It was their opinion that a minimum level of equity contribution must be established for each project similar to industrial revenue financing. It was generally agreed that land cost is approximately 208 of the total project cost and, therefore, the Finance Committee is suggesting to the City.Council that all multifamily housing projects be re- quired to have a 208 equity contribution which more than likely represents land acquisition costs. As an example, a $2,000,000 project would receive consideration for multifamily housing revenue bonds in the amount of $1,600,000. The remaining $400,000 would be an equity contribution, which is equal to the 208 requirement. There were other options discussed by the consultants, however, it was still the recommendation of the Finance Committee that the 208 equity contribution be considered for multifamily housing projects. The next item discussed by the Finance Committee was the further establishment of tax increment criteria as it relates directly to the interest rate reduction program considered for multifamily housing projects. The criteria that was briefly offered by Mayor Blomquist and City Councilmember Egan at the last regular City Council meeting held on October 30, 1984, was discussed by the consultants and committee. Also, a request by the Finance Committee to require an applicant to present a reason for having tax incre- ment, and the consideration for some type of overall community support of a project was to be added for consideration to the tax increment criteria list. The consultants were asked to revise HONORABLE MAYOR AND CITY COUNCILMEMBERS NOVEMBER 9, 1984 PAGE 2 the existing policy by including the comments offered at the last City Council meeting and additional comments that were offered by the Finance Committee and prepare revised criteria for considera- tion by the City Council. This item is included as a part of the work session to allow some informal discussion, however, the actual adoption of tax increment criteria was continued until the November 20 regular City Council meeting. Therefore, formal action should be considered at that meeting. Enclosed is a copy of the letter that was sent to Marsha Cohodes by the City Adminis- trator, a copy of the resolution that was approved by the City Council on August 21 setting the first set of guidelines and, thirdly, a memorandum from the Federal Home Loan Bank Board that addresses loans funded by tax exempt municipal bonds of which the Finance Committee asked to have.included in this packet. City Administrator TLH/jj MARSHA COHODES OCTOBER 31, 1984 PAGE 2 The Finance Committee meeting is scheduled for noon Thursday, November 8, 1984, in the conference rooms at the Eagan Municipal Center. The Finance Committee meeting will include a box lunch, so please contact either Holly or myself and indicate how many people will be attending this work session. Sincerely, I Thomas L. He s City Administrator TLH/j j. OF 3&90 PILOT KNOB ROAD. P.O. BOX 21199 EAGAN, MINNESOTA 55121 PHONE: (612) 454-8100 October 31, 1984 MARSHA COHODES MILLER & SCHROEDER MUNICIPALS INC NORTHWESTERN FINANCIAL CENTER 7900 XERXES AVENUE SOUTH MINNEAPOLIS MN 55431 Re:: Tax Increment Criteria Dear Marsha: BEA BLOMBULST KAO THOMAS EGAN JAMES A SMITH JERRY THOMAS THEODORE WACHTER Couu mwr4a THOMAS HEDGES Ory AC r V EUGENE VAN OVERBEKE an offk It was suggested at the City Council meeting last evening that a .Finance Committee meeting be held to further discuss zero equity or, more specifically, a guideline for equity contribution as it relates to multifamily housing revenue bond issues and, secondly, to further discuss criteria and the development of a policy for tax increment financing (interest rate reduction program) as it relates to multifamily housing projects. Mayor Blomquist and City Councilmember Egan offered some criteria at the City Council meeting which should be reviewed by Stan Keohe and your department for further consideration as an amendment to the resolution establishing criteria that was adopted previously by the City Council. The following is a list of the criteria that Mayor Blomquist and City Councilmember Egan offered: 1. Define equity in the project. 2. Define whether or not the project 3. Define the need for tax increment 4. Need according to location. 5. Define other options relative to 6. Assignability 7. Early redemption. 8. Time frame. has other tax exempt status. according to land use guide. the project. The criteria listed above was presented at the meeting, and I believe Stan Keohe mentioned that he would look at several other criteria developed by communities within the metropolitan area and, specifically, review this criteria, the resolution that was originally prepared by the City and prepare a revised policy and list of criteria for consideration by the Finance Committee. THE LONE OAK TREE... THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY E RESOLUTION NO. Establishing guidelines and criteria for interest rate reduction programs for multifamily housing developments. WHEREAS, Minnesota Statutes, Section 462.445, Subdivisions 10 to 12 (the "Act") allow housing and redevelopment authorities to establish interest rate reduction programs to assist the financing of multifamily housing developments; and WHEREAS, the City of Eagan (the "City") has established the Housing and Redevelopment Authority in and for the City of Eagan (the "Authority"); and WHEREAS, the City is interested in encouraging the construction of adequate numbers of rental units to serve the needs of the City; and WHEREAS, some multifamily housing developments may not be economically feasible without financial assistance from the City; and WHEREAS, the City has received a request from a developer for interest rate reduction assistance under the Act; and WHEREAS, the Act requires the Authority to adopt regulations when establishing an interest rate reduction program; NOW, THEREFORE, BE IT RESOLVED BY THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF EAGAN THAT: 1. Tax increments may be contributed to an interest rate reduction program for a multifamily housing development for a period not to exceed ten years from the first collection of the tax increment from the development. 2. A sale of the multifamily housing development which received interest rate reduction assistance will require review of whether interest rate reduction assistance can, or will be continued. The terms and conditions for continuation of the assistance upon a sale of the property may be established at the time the interest rate reduction assistance is first provided. 3. At the time of sale of the multifamily housing development, or at the end of ten years after the receipt of the first tax increment, or upon the maturity of the bonds issued to finance the multifamily housing project at the option of the Authority the developer shall pay to the Authority repayment of the full amount of interest rate reduction assistance provided to the developer. 4. After payment to the Authority of the amount provided for in paragraph 3 above, to the extent that the appreciated in value of the multifamily housing development is in excess of the amount described in paragraph 3, the developer shall be allowed to receive from the appreciation an amount equal to a specified rate of return on the developer's investment in the multifamily housing development. The rate of return to the developer shall be established prior to the first interest rate reduction payment to the developer. -1- 5. To the extent that appreciation in value of the multifamily housing development exceeds the amounts specified in paragraphs 3 and 4 above, any excess appreciation shall be divided between the developer and the Authority based upon the amount of debt' service paid on the financing for the project by the Authority, and the amount of debt service paid by the developer. 6. The amount of interest rate reduction assistance for a specific development shall not exceed fifty percent (50%) of the tax increment generated by the development. 7. Based upon all information which the Authority may receive about a proposed multifamily development, the Authority shall in its sole discretion determine whether to provide interest rate reduction assistance, and the amount of such assistance to be provided, if any. Interest rate reduction assistance, which is provided, shall be provided in accordance with the provisions of this resolution and of the Act. Adopted by the Board of Commissioners of the Housing and Redevelopment Authority of the City of Eagan, Minnesota, on this 21st day of August , 1984. (\�1 C airman Attest: GLISz.A X. Executive Direc.or The motion for the adoption of the foregoing resolution was introduced by Commissioner nth and seconded by Commissioner Thanas , and upon Vote being taken thereon, the following Voted in favor thereof: Bndth, Thomas, Egan and Blomquist and the following voted against the same: Wachter Whereupon the resolution was declared duly passed and adopted. -2- FEDERAL HOME LOAN BANK BOARD OFFICE. OF EXAMINATIONS AND SUPERVISION M F. M O R A N D U M TO: DES Professional Staff FROM: D. James Croft OR 56 March 31, 1983 Loans Funded By Tax -Exempt Municipal Revenue Bonds SYNOPSIS: LOANS FUNDED BY TAX-EXEMPT MUNICIPAL BONDS MUST STILL MEET NORMAL UNDERWRITING CRITERIA FOR SAFETY AND SOUNDNESS. In recent months, the popularity of various below -market -rate financing . programs funded by the issuance of tax-exempt municipal revenue bonds has grown substantially. Certain multifamily housing developments and other projects that may not be viable given conventional market -rate financing can often be successfully managed when below -market -rate funding is available. In most cases, although the funding is supplied by the municipality from proceeds of the bond sale, a bank or savings and loan association becomes the actual lender to the borrower/developer. Bond proceeds, to fund the loan to the developer, are usually passed to the lender through a trustee in the form of a collateralized loan or as an investment in certificates of deposit established by the trustee on behalf of the bondholders. For the purposes of this memorandum, all programs of the type just described, regardless of their specific structures and fund flows, will be referred to generically as "loans -to -lenders.' The involvement of a traditional mortgage lender, as described briefly in the preceding paragraph, is favored by municipalities primarily for two reasons: to benefit from the lender's expertise and existing staff resources in loan underwriting and management, and to take advantage of certain characteristics of the lending institution (e.g., the lender's collateral securities or FSLIC_ insurance) capable of raising the rating, and lowering the interest rate, on the bond issue. (Note: Although the certificate of deposit approach has proved to be particularly attractive to investors because each bond purchaser may obtain _ a honeficiai interest in the trustee's certificate that is insured up to $100,000 by the FSLIC or FDIC, the Bank Board and other authorities have recently questioned the desirability, as a matter of public policy, of allowing this novel use of federal deposit insurance to continue. As one result, the United States Congress is considering legislation to remove the tax-exempt feature of municipal bonds when proceeds are deposited in insured accounts.] A third important benefit to the municipality, obtained through the direct participation of a traditional mortgage lender, is that any risk of default by the borrower/developer is shifted entirely to the savings and loan or bank. The purpose of this memorandum is to highlight this risk transfer and to x: NR 56 Page Two emphasize the need for insured institutions to protect themselves advquatrly by reducing the probability of default and by minimizing exposure to lune. In the event that difficulties with the project do occur. The risks faced by institutions participating in municipal loans -to -lenders programs need not be greater than in any other type of lending involving multifamily rental or commercial properties. Conversely, the risks are certainly not less, and such programs, if entered into complacently, can expose institutions to substantial losses. In the final analysis, an institu- tion's position in a loans -to -lenders program is only as strong as the collateral securing that investment and the financial condition of the borrower/developer. In view of this, an institution must evaluate its involvement in each potential development project as strictly under its usual multifamily and commercial under- writing criteria as it would any other loan secured by such properties. The institution should be aware that the involvement of the municipality has no beneficial effect other than to provide a below -market -rate source of funding, which in turn will attract development projects that might.not be economically feasible under market rate terms. Below are listed several considerations to which institutions evaluating loans - to -lenders programs should give particular attention; considerations that may receive insufficient study if 'primary attention is directed toward the short- term income possibilities of these programs: 1. Federally chartered institutions must assure that applicable loan -to - value limitations contained in section 545.6 et =. of the Federal Regulations are not exceeded. Special attention to such limitations is required particularly when program requirements state that 100% of bond proceeds must be passed through in the form of one or more development loans Therefore, before entering a loans -to -lenders program, an institution should satisfy itself that participation will not result in noncompliance with Federal loan -to -value limitations. State -chartered institutions should be equally alert to maintaining compliance with applicable state loan -to - value requirements. 2. Institutions must obtain and evaluate adequate information on both the proposed project and the developer: a. A full narrative appraisal report, prepared for the institution and including feasibility and market studies, should be obtained in accordance with the standards set out in Memorandum No. R 41b. b. Depending on the type of bond issue involved, the institution will be liable for periodic payments to the bond trustee to fund either inter- est or interest and principal due to the bondholders. The development loan is normally structured so that the developer's loan payments at least match the institution's payments to the bond trustee. Since project cash flows must be sufficient both to repay the development loan and to maintain the property, the income potential of the proposed project should receive critical attention. The underwriting analysis should include consideration T RR 56 Page Three of the project owner's ability, and its plan, to periodically escalate rents to cover future coat increases due to inflation, wear and tear, etc. Any unreasonably optimistic rental, occupancy, and net income projections should be identified, and more conservative projections should be'substi- tuted for purposes of the institution's loan underwriting analysis. C. The credit history, financial condition, and past development expe-rience of the .leveloper must lip nvalunte.d. Institutions should he Merl lrularly alert to nyndecat lona whrreln the developer In A corl,nratinn .If Iwrtnership witle few or teo tatxillele assuts. In such instances the institution's only security lies in the economic viability of the proposed project unless strong personal guarantees can be obtained from principal officers or general partners of the development company. 3. In most loans -to -lenders programs the project development loan is designed to mature on the final maturity date of the bond issue, usually after 10 to 12 years. However, in.many cases the loan will be set up to amortize over a much longer period. This results in a large balloon payment at maturity and an additional risk to the institution holding the first lien. If the project is less successful than anticipated, it may be difficult for the developer to refinance with another lender or to sell without a loss. The institution may be forced to refinance the project in order to avoid foreclosure. Since the below -market -rate source of funds from the bond issue will no longer be available, the new market rate terms of such a refinancing may place a further burden on the project and only postpone default. Even if the project is successful, the institution must plan for the loss of the remaining bond proceeds at the final maturity of the bond issue, and consider carefully its ability to refinance the loan on conventional terms if that is the preference of the developer. The institution should be aware of the risk facing it at the end of the loan term and take steps during its negotiation of the initial agreements to minimize its exposure. Contin- uous monitoring of the project's financial condition during the term of . the Than is also essential in order to allow remedial action on a timely basis if necessary. 4. A careful review of the various legal agreements involved in a loans -to - lenders program should be made to determine what situations may trigger an early redemption of outstanding bonds and withdrawal of bond proceeds loaned to or deposited with the participating financial institution. Should such an accelerated redemption and withdrawal occur, the lending institution would lose its low-cost source of funds and may be left to its own resources either to continue financing for the project or to initiate foreclosure proceedings. When negotiating the initial agree- ments, the institution should seek as much flexibility as possible to deal with default situations without triggering accelerated bond redemption. NR 56 Page Four . •.� 5. If the proposed project includes construction financing, prudent loan disbursement procedures must be followed to assure that no funds are paid out for uncompleted work and.to preclude intervening liens. Periodic progress inspections and other normal controls used in -construction financing are essential. Institutions should avoid program requirements that restrict or interfere with the exercise of prudent disbursement controls. 6. The Loans -to -one -borrower limitations imposed by Insurance Regulation 563.9-3 apply to loans made through loans -to -lenders programs. Before committing to participate in such a program, institutions should determine that compliance with those limitations is not jeopardized. Institutions should also analyze potential projects in conjunction with other aspects of their existing loan portfolios in order to avoid an undesirable concentration on any other basis. If more than one institution participates in a single project under a loans - to -lenders program, each institution is responsible for its independent under- writing analysis and its conclusion that the loan with which it is involved is sound and within regulatory requirements. when reviewing an institution's underwriting of any loan associated with a municipal loans -to -lenders program, examiners should be guided by the appropriate sections of the Examination Objectives and Procedures Manual: e.g., Apartment Lending, Land Acquisition and Development, Other Improved Real Estate, Construction Lending, and Appraisals. Stated objectives, policies and procedures, includinq possible unsafe and unsound conditions, are fully applicable to these loans. J�ft Director Distribution to state supervisory authorities to be made by District nirectors- Examinations. MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 9, 1984 SUBJECT: OTHER BUSINESS FOR 11-13-84 SPECIAL WORKSHOP/CITY COUNCIL MEETING If time permits there are several other items that should be briefly discussed by the City Council. A. CONSIDERATION OF ADDITIONAL BUILDING CODE ENFORCEMENT - Presently the City's Building Inspection Department is enforcing minimum code as outlined by the Uniform Building Code. Due to the amount of construction that is occurring in the City of Eagan our Building Inspectors cannot spend the additional time on quality construction that might be desired. Each building project has a minimum number of inspections for enforcing the Uniform Building Code. Currently those inspections are performed but with the current level of staff it is not possible to spend additional time with each housing, commercial or industrial project and some building inspectors coordinate in other communities. City Council - member Wachter has expressed concern about the quality of construc- tion and this concern is shared by the City's Building Inspection Department. The question as to whether the City of Eagan should attempt to assume responsibility for quality of construction beyond enforcement of the Uniform Building Code should be further addres- sed by both the City Council and Building Inspection Department. The City Administrator will shed a few thoughts about this subject matter at the meeting on Tuesday. B. EMPLOYEE RIGHT -TO -KNOW - The City Administrator will provide a brief update on the status of the Employee Right -to -Know. C. HANDICAPPED STUDY FOR FEDERAL REVENUE SHARING - The City Administrator will provide a brief update on the Handicap- ped Study. D. LOCAL ACCESS PROGRAMMING - The City Administrator would like to discuss briefly Local Access Programming as it relates to Public Service Programs for cable television. E. HERB POLZIN MEMORIAL FUND - The City Administrator has been acting as the custodian of the Herb Polzin Memorial Fund. There is approximately $460 which is undesignated. In recent conversations with Agnes she would like the City Council to consider a public use for these funds in memory of Herb. Other Business for 11-13-84 November 9, 1984 Page 2 F. UNION NEGOTIATIONS - The City Administrator will demands. G. OTHER - update the City Council on union The City Council has received a letter from Donnis L. Bergman a resident of Apple Valley and that letter is enclosed for your review. The City Administrator has discussed this matter with Chief of Police Berthe and will have a verbal response for the City Council on Tuesday. SUMMARY - In summary, there are a number of things to cover at the workshop session. The City Administrator has attempted to prioritize the items and if time does not permit discussion of all these items they can be carried over to a future workshop session or possibly explained by memorandum in the case of Items B, C and D of Other Business. ll City Administrator Special City Council Packet SPECIAL CITY COUNCIL MEETING TUESDAY, 5:15 P.M., NOVEMBER 13, 1984 YANKEE SQUARE INN EAGAN, MINNESOTA I. ROLL CALL II. CONCEPT PROPOSAL BY FEDERAL LAND COMPANY FOR 170 -ACRE COMMERCIAL DEVELOPMENT EAGAN MUNICIPAL CENTER EAGAN, MINNESOTA III. POSITION EVALUATION UPDATE - ARTHUR YOUNG AND ASSOCIATES IV. CONSIDERATION OF 1985 PUBLIC ENTERPRISE BUDGET VI. M.B.O. UPDATE VII. TAX INCREMENT (INTEREST RATE REDUCTION) AND HOUSING REVENUE BOND CRITERIA VIII. OTHER (IF TIME PERMITS) A. Consideration of Additional Building Code Enforcement B. Employee Right to Know C. Handicapped Study for F.R.S. D. Local Access Programming E. Herb Polzin Memorial Fund F. Union Negotiations G. Other IX. ADJOURNMENT NOTICE THE SPECIAL WORKSHOP SESSION OF THE EAGAN CITY COUNCIL SCHEDULED FOR 5:15 P.M., NOVEMBER 13, 1984, WILL BE HELD TO BEGIN WITH AT THE YANKEE SQUARE INN AT THE CORNER OF YANKEE DOODLE & PILOT KNOB ROADS. THE MEETING WILL MOVE TO THE EAGAN MUNICIPAL CENTER AT 7:00 P.M. THE MEETING IS AN OPEN MEETING. MEMO TO: ALL MEMBERS OF THE ADVISORY PLANNING COMMISSION FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 6, 1984 SUBJECT: DINNER TO CONSIDER CONCEPT FOR FEDERAL LAND COMPANY DEVELOPMENT PROPOSAL Recently the Director of Public Works, City Planner and myself have met with the Colon Brothers to discuss the development of their property which consists of approximately 170 acres of commer- cial land. The property is generally described as a 100 acre site located immediately north of Duckwood Estates or more generally described as south of Yankee Doodle Road and west of Lexington Road and also their recent negotiations and apparent acquisition of the Hillcrest Property and Kraus -Anderson site for the proposed shopping center. The Colon Brothers are planning to construct the large shopping center with some peripheral development such as a Target or K -mart, a large office building and hotel with approx- imately 160 rooms. This commercial development will be the largest development the City of Eagan has seen to date and they are proposing to begin construction on phases of this development in 1985. It is helpful to the City to have one development company planning the overall development of this land area. Local government can better plan streets and utilities to service the entire area and the architecture and development will better serve the community. The Economic Development Commission is promoting the concept of a large shopping center to fulfill the type of services that are not available to residents of the community at this time. This type of development should promote a higher quality of industrial develop- ment which leads to more assessed valuation tax base for the community. With the magnitude of development proposed by Federal Land Company and the impact this development will have on the entire community, it was suggested in our meeting with the Colon's that an informal dinner be held so the City Council and Planning Commission could learn conceptually what is being proposed. Several years ago the City had several meetings with Dunn and Curry regarding the Blackhawk PUD and Lexington South PUD. The City Council is agreeable to selected as Tuesday, November 13, at sponsored by the Colon Brothers at meeting is to last no longer than includes dinner. The City Council City Council meeting for a number after 7:00 back at the City Hall. a dinner and the date was 5:15 p.m. The dinner will be the Yankee Square Inn. The one hour and 45 minutes which will hold a workshop/Special of matters beginning shortly Dinner to Consider Concept for Federal Land Company November 6, 1984 Page 2 As members of the Advisory Planning Commission you are all invited to the dinner which will be attended by the City Council, Chairman of the Economic Development Commission, Director of Public Works, City Planner, Director of Parks 8 Recreation and City istrator. Please notify Holly or myself if you can attend no later than noon Monday, November 12. City Administrator TLH/sl cc: Honorable Mayor City Councilmembers Director of Public Works Colbert City Planner Runkle Director of Parks & Recreation Vraa MEMO TO: HONORABLE MAYOR 8 CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 9, 1984 SUBJECT: POSITION EVALUATION UPDATE The position evaluation for all nonunion positions was completed by the Evaluation Committee on October 22. The Evaluation Committee met all day on October 15, October 17 and October 22 to complete the position evaluation task. Arthur Young and Associates is now preparing those results, along with a comprehensive salary evaluation for all positions evaluated. The Evaluation Committee will be modified to include representation .from the four (4) organized groups and evaluation of collective bargaining positions will begin very soon. It is important for the City Council to be familiar with the process, especially for the evaluation of results. Mark Christianson, of Arthur Young and Associates, is planning to be present and provide a brief update of the position evaluation process. There -is certainly time budgeted for questions that any members of the City Council might have for Mark. City Administrato10 TLH/kf MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 9, 1984 SUBJECT: 1985 PUBLIC ENTERPRISE BUDGET The 1985 Budget for all three (3) Public Enterprise Funds is complete and ready for City Council consideration. The Water Department budget represents the ,largest increase --from $1,606,330 to a proposed budgetary request of $2,603,080. The main reason for such a large increase is the Water Treatment Plant. The bond principal and interest results in a budgetary figure of $595,220 which did not exist in previous budgets. The actual budget for the Sewer Department represents a decrease from 1984. The 1984 budget was $1,393,060 while the 1985 budget is $1,357,580. A significant reason for the decrease is the estimated waste removal for 1985 which is approximately $100,000 less than the amount that was budgeted in 1984. The Street Lighting Budget, which represents the third division of public enterprise funds, is estimating an increase of approximately $4,000. The Water Treatment Plant is expected to be operational in January 1985. As a result, many of the line item accounts in the Water Department required substantial increase to accommodate the operation of this new facility. The Director of Public Works is requesting a foreman for the Treatment Plant operation, stating that a Class A, senior sewer and water utility operator is required to back up the existing Utility Superintendent in the operation and maintenance of this treatment plant. Also with the utility system continuing to expand with the addition of new booster stations, lift stations, wells, reservoirs, pressure reducing stations, etc., the utility system is becoming more complex requiring more detailed administrative review of the division's operations. This foreman position would be a working supervisor and is cited as a must for employment once the new Water Treatment Plant is turned on in 1985. Due to the added miles of water and sewer installation, one additional maintenance person is being requested. The last utility maintenance employee was added in 1981 when the population was approximately ,22,000. With the projected 1985 population being 508 greater, there are continuing maintenance demands being placed with the expansion of the utility system and, therefore, this position is required. Please make reference to the sheets entitled "Additional Personnel," for your review. There are three (3) vehicles being requested under this year's budget. The first one is a replacement for vehicle #201, which was previously requested to be replaced as a part of the 1984 Budget as prepared and requested last year. This vehicle is approximately five (5) years in age but will reach approximately 90,000 miles by the middle of 1985. The City has had a number HONORABLE MAYOR & CITY COUNCILMEMBERS NOVEMBER 9, 1984 PAGE TWO of repairs and is estimating extensive repairs if replacement is not considered. The second vehicle is a small pickup with radio for transportation of the requested new supervisor/foreman to provide the backup for the Water Treatment Plant as well as supervision of several work crews. The last vehicle is a new 3/4 -ton pickup with hoist necesary for transportation of the requested maintenance personnel and servicing the considerable number of new lift stations that have been added recently. Also budgeted is $42,000 for architectural 'services and $50,000 from each Water and Sewer to be allocated toward the construction of a Public Works Garage addition. Attached is a copy of the expenditures and revenues as proposed by the Director of Public Works and City Administrator for the Public Enterprise Funds. Along with those summaries is more detailed information for personnel and capital equipment as it relates to the Public Enterprise funds. The City Administrator will provide more information on the minor capital equipment requests or other changes to the budget at the work session on Tuesday. City Administrator TLH/kf 20 FUBLIC UTILITIES DY 61 WATER 36 • 1984 CITY OF EAGAN 13PT!ON 021 ]!VISION•- BUDGET WORKSHEET -BY OBJECT AS OF 11-07-84 PAGE 36 b 23 PUBLIC UTILITIES DIV 61 WATER S OBJECT DESCRIPTION 1984 1985 1985 1985 1982 1983 1984 Y -T -O EST DEPT MGR COUNCIL ACTUAL ACTUAL APOROP 35-31-84 ACTUAL REOUEST- RECOMMO AOOPTN. 411C . ...........................................---_--.....-----...--------------------.........------------------------.--------......-- SALARIES A WAGES -REGULAR 96366 86713 111540 39962 T 156340 T 156340 1 I O 4111 ...................................................................•-••--_------•---•---......._-_--_--------_---------'--..--.._-.. ACCRUED LEAVE TIME 14470 14117 6963 - T I I 6112 OVERTIME -REGULAR 5642 8576 1??07 1635 I 12000 I 12000 I I --•-----•----------------- ------------ ----------------- ----------- _------------------------------------------------------------- .... 4130 ..............•--•-----_-_•-••--•--••-•-•--•--••----••-_._•----------.._....-------•----•-------------------------..--------_------.. SAL ARES 8 Y4GE5-TEMP 135 290 4000 285 1 6247 1 6240 T I 4140 .....•.-__._ ACCP.JED RETIRE BENEFITS ..................................•-_.........--__._._...........----------••-•- 14101 13340 15940 6124 T 19730 1 --- 19730 -_•---_- I I _ 4150 ACCRUED INSUR EENEFITi 16855 "17523 15707 R59. I 18827 I 18820 ------- -3-3-------------------- I I s---------•---•-------------------------------------•------------------------------------------------------------------------------- ---- --•-------------•-_-•---.-.-....-•------••-•--••-----------.-.-...-.•---•---•-----------------------------------------__----.------ TOTAL PERSONAL SERVICES 147563 140059 159180 63564 1 213133 1 213130 1 I 4210 ------------------------------------------- OFFICE SUPFLIES 1147 639 ----------------------------- 1500 198 . ----------------------------------- 1 1000 I 1000 I 1 4211 PRINTED MATERIAL 439 163 1077 150 S 107` T 600 -...-..-----•--_•-_--- ! I • ...............SU --•__._...........-......-........._...•-•-_--_--•----...-...-.._---_---._......__.._-..............._... 4220 _•---•-..........--.. OPER4 TING SUFP LIE S-SENER .....................................•-•--•---•-•-••-_-••---•...__-------.......-----------------------._._.---- 363 2281 150 212 [ 800 I 800 i I • 4221 ...........-••-------..1 MOTOR FUELS I ................................._...---•-------------._.-.•.--------_------------..-.-._.•.-------_•--_- 5648 5753 5000 2592 1 8000 T 7570 1 I 4222 LUBR:CAhTS AND AUOIT!VES 7 2389 1909 190^. S1R I 1300 I 1300 I I • ................................... ..1 ..49......... ----------- _ ------ --..--.400.-I .----.-..—I ----------------- 4223 ...._--•--...---•__......-_• CLCStl ING SUPPLIES .............•_•-___---•----.---•----..-.-...........-------_..._...-...__.------- 1..32......... 2_•37--__-•_•1_03- I <O]...-I 4224 ..._•_•------ CLOTHING 8 PERSONAL EQUIP .....---••_---........._ 272 266 ------ 440 97 1 1101 I 900 -------- .------ ...... I 1 507 173 1 100 I 100 1 1 e '42•--2•6--_CHE--MI--...CaLS---B--C -N_X--i--C--SL-----PROD------*992242,24------- ------- ----1--3507----I ------------------------ •-3-3-3-3---------- ..----------- ------------------ ........•_--•----.•.--_-•_•--_------..-........__....-_-.-.........--•__.._----- 8-396-------- 1-3-5-0350-0^. 2--777------------ 11503 I I 4229 _......... COMX SYSTEM PARTS .................................................--------__-•-•-•-----•_••__•_-•__--•_----------------•----..._..-_------- VI 1 1 --......._.......... 1 1 ' 4230 REPAIR 8 M4I NT SUPPLIES 15693 9083 12707 5769 T 15000 I tiD 00 I I . .........................................•-------_-.._.--....-..... -------------------- .-------------- ...-.._...--------------..._-. 4231 :._•___-..._::_._.._.. EQU IP MINT P4 RTS ..........................•-------_-----------_•--•_-_-......-•-__..-...-.....-.._._.-------------------......-- 3126 5124 5503 2651 1 5000 I 5000 I I • 4232 .............•._-_._.......................... TIRES 356 431 .-------------------- 400 157 ---------------------------- S 400 1 400 _--_-------------- I I _._..-------------- ' 4233 BUILDI IIG REP4I0.S 3747 559 1707 6 1 1003 1 1000 I I • ..................•__..._...._..------ ..--.......-......--.•_-_---_--_-..._.-..._..__-._................-.. ----------- .._...._...... 4234 ------------------•_--....--.-__---------------_--_-----_-_-•-----•__..............._.._.........-...-._._..__-------- STREET MS INT XSTE R: ALS 557 441 1]07 I 1007 I 1000 i I 4235 _....._.....-_•____..._.....-...--............--.........---_-• LANDSCAPE MATER 8 SUPP 106 350 ...................•---......................__--_------------------- 1 500 1 500 ----------- I 1 4236 STGNS 8 STRIPI!1G M4 TER 218 207 1 250 1 250 T I ............................................................-_..._.._.........._._...__........._.......-..........----------....... -,I 4[4U SMALL TOOLS 430 154 400 24 I 400 1 400 I I 20 FUBLIC UTILITIES DY 61 WATER 36 • 'i 20 PUBLIC UTILITIES OV 61 —WATER 37 0 19E4 CITY OF EACAN [OPTION 021 OIV±S±ON.- RUJG_T 1IJ RM SHEET -BY OBJECT AS OF 11-07-84 29 PUBLIC UTILITIES DIY 61 MATER PAGE 37 - EJECT DESCRIPTION 1992 1983 1994 1986 1985 1985 1985 ACTUAL ACTUAL APPROP Y -T -O 05-31-84 EST ACTUAL DEPT REQUEST MGR --RECCMMO` COUNCIL •••• TCTAL SUPPL•REPATR 6 MAIN 46789 36091 45970 14537 AOOPTN. .•��-:.�_."__....-__. "___" _ 1" 50757 I 46650 T �- 431U PROF SCR VICE S-':EVER AL 618 --""""9-""""--"--- ---" `••"�=��- -- 90u ---•--"--------5-"-"--"""-"-" 7 '+ 1 1400 1 1400 [ 6312 PROF SERVICES-ENSINEcRING 1559 2063 1000 ----------- 6253 I 15600 I 15600 I I 431{ FRCP SCR VICE S-4UGITI NG 5700 500_ 5177 -----��------------------- ------•------•----- :...:.-:......- -- - _ IUOC 1 3000 T 3000 4321 POSTAGE -".-"..-..--.•-_---__--•.-. 2326-_---_•--`---4--------------------".-- 2175 JJ00 1443 I 3270 I 7200 T 4322TE LE°HOVE 702 555 457 .-"..._"-._"-.-..- - -._"_"..•...-.....-.•------------------------ •--- ` _..-......"...--__-_.."...•---•.-------` 391 T 1007 i 1007 I 435u GENERAL PRIAT S BINOPIG - _ ------._-I_".-..."_".-_"..-"... I 470-I 400 I 4.551 PUBLISH INV LEGAL NOTICES 209 "'------"--" ------------•--•- ---"--- .......-._"...."-.•__.-...-"...."-.......". _---"_`•••••_..-__-.•-_.-....""--.--."�-. 1 03 I 200 I 200 I I"...".--..-- ' 436U INSURANCE _."_."-__."__.._ 8466 7439 7813 6369I___.I � _....-__.•----------------------------`------ 8207 i 8200 I 4371 ELECTRIC ITT 4465 4719 5579 1219 --"---- ------------"--------- 5500 I 5500 7 1--------'-----«---- 1. 4375 ELECiR:CITY-YELL/POOS S• 12116] 118002 156700 --"----------""-"�-------"�"-"---"---" ..-..."_..."--".-.._-" ..."_...-"-._..--_-,,.-....-"."--..""..-_..• _------._-•----.-"_•--_"---" 3A 022 I 17500^ I 175000 1 I 4374 GAS SERVICE __"..._"_-"..._"_..-...- 4.297 16820 275]0 -."..."..".-."_.....-...•_"..-..".•..".-I-.--... 10312 -------------• � -_259_•__.."362 •-_---Zoo'---•---59-' i 30007 I 25G00 I {... WASTE REMOVAL "-""_""-"1 _"-•200-1 -_--200-I--_------I----•--•------«.... 1381 AUTOMOTIVE EOU P RE24I9 359 586 790 "-_---"-- ------ ------------- --------------------------------- ........".--.".._......".--.._...-.223.. i 800 I 800 I I--•..---"_.•"_..-.•. 4382 OTHER EOUIPM� o, _NT EP4IP 22908 13323 22700 -••.._-....." 4639 ..............".--...._".1----.".....-..-..-.. -------------------------------------------- I 1800D 1 18000 I BUI LONGS RE FAIR 2466 1210 95907 2595 -•-----------•---"...-__-I"_-", --._"--"___--_. _.."..".".._"---------------"...".....-. "........".....-------•----•-•--------- � I 400] I 4000 ! V 638{ STREETS REPAIR 5303 1009 -._....-_.."-._.:"-.._"...-.----I".."..-.".-"... ----- _-•_-..-._....--___.....".. ....-."..-. I 3000 I 3000 I 43E6C.......TIDY STSs MAINT..... 686 301 607 122 "-----------��"-- ---"------ """"""-------'---"-`- ` _..-"_"._..._"..__".._.._......" --------------------------------------------------------------------- I 600 I 600 ± 4393 MACH:YERY 5 EQUIP REVTAL 325 SBO 750 "-"-"-"----'---"--' ---------"-- 349 7 7001-1""-•-----I- 770 I 700 I 4395 PROTECTION SERVI:E RENT 5.. 784 ""----------"----"-----"- 700 ---"- .....................•-_.---------- 478 I 1800 1 1800 I I 4410 MISC=LLANECUS 857 43 100 .............".10.1 "..""..__--"._".."i__ -••----."-____-"_" ` ".-_.---__"___________________ i4 I 1-- I 1 100 I 4411 CO:IF:RENCES % SCHOOLS 339 736 1509 •••"•_""••--•--•••-_`-•"-__-•------.----".---_.._-."-"- ""-- _•--:--"_--_."...-•_".-"-.•..-.."..".. - _ _________ ._ 135 I 175] I 1750 I I 4- 4412 DUES 8 SUBSCRIFTIJYS 125 �" 189 - _ 100 "--------- ----- •-.•------- ----------- -----------------«.-.. .. .."-.._•-_-_•__`-_...-_... ..--------•."_-_•-`------------------------ 99 I" 4<13 LI[ENSES7FERM±IS /TAXES - "-•""--""•I -_-"300 -""-_---I- 1,- .-...".......-. ---------..•_---------------------- 30'7 257 1"----307 I I _ 4415 REFERENCE MATERIALS -•"---•----"-------------------I-----i -I•----150 ......---- .................. -......_.•-_-.._....--....-__-__-..-.."".. SI I V.--......" ---------------- "-•-------------I-------------------- 'i 20 PUBLIC UTILITIES OV 61 —WATER 37 0 1984 CITY OF LAGAN (OPTION 021 OTVISIDN-- BUDGET WORKSHEET -BY OBJECT AS OF 11.07-84 PAGE 38 20 PUBLIC UTILITIES DIV 61 WATER OBJECT DESCRIPTION 1986 1985 1985 1985 1982 1983 1784 Y -T -O EST OEPT MGR COUNCIL ACTUAL ACTUAL APPROP 05-31.84 ACTUAL REOU17ST RECOMMO ADOPTN. 4417 ................................................'__..-.-.._-_----.-___•________----•-••-•-_-_--_--------------------....-----_--- INTEIEST 499475 1 495220 I 495220 I I 4418 ....... PAYING AGENT FEES ............................... -...................... 165 I 360 I 360 1 1 4425 ....._.._._-••___ BOND PAYMENT ..................---••_---_--........_-••_•---.-...-..--.-..-_..-...-.-.....--------------------------_--.-- .-•---•-•--•_---••----••-•-_•-----___-•------------------------------�_ 1 100000 1 100000 1 1 463:1 OTXEP CONTRACTUAL S_R V:CE 25 52 i _•__......_. .............................•__-__-.........-___------•-•-_---__-___-.....__•-__-_-•_•---------__-I-------------_------ I [ I •••• ................................. TOTAL 7TH ER SERVICES 6 CX 218251 -----_----------_---_---_...-.-----__--_------...-------------------------------.-------------»-... 17552" 331210 572433 I 87068] I 865680 I I 451C _....__... LAND 6 LAND IFFRJVEMENTS -•_•------••--••.............•_----------•-••-•-_-_----_---__-..._-...-_--_-•-_-------__---------------------------------- 1707 1 1 1 1 452U BUILOI NGS -------------------- m--------•---_-------------_--_-__-------------_-------•--•--------------------------------------------- I 50 00] 1 50000 I 1 453U OTHER IMPROVEMENTS I I -------------------------•-•---•-------_-----_-_-----------____----------_-------»-_-------------_-_--------------------_---------- I I 4531 .............................. SPEC A:;SESS ON CITY PROP -------------------------------------------------------------------------------- :j80.'. I 9503 1 9500 ( I 45SU -...w FURN:TUAE 8 FIXTURES ---------------------------------------------------------------------------------------------------------------------------- I I ------------------- -- I I 456U -•---..- OFFICE FURNISHING 8 EQUIP ..............-------...-_-----...-----_•--•-••-_---------------••---------_---------------------------------------------». 220:) I 115.3 1 1150 1 1 457U -..-..-•-•-____-__-...- OTHER EOUIFMENT .................•----•-_..-..---------•--•-------_---....---------_-------------------------.---------------- 120 I 1200 1 1200 I 1 458U ------------------------------------------- MOBILE �QU!FPEbT 1J300 1 19300 1 19300 1 I •..• ............ TOTAL CAPITAL CUTLAY .................. 43420 tool i 81157 -------------------------•---_��_-------- i 81150 ? 461C .......... PROJECT -CONTRACT ----- •__.....-.....__....._.._._.-_....__...._..._.....-_-_...-.......-.-.._..--.....---......-....._.-•-_•_•----__.._._.-._ ------------------------------------------------------------------------------------------------------ 1474923 I I 1 1 4613 - _.------------••-•----------...---•--•----•--•--•----•-•---------_--_---------_••-•-------------- PROJECT -OUTSIDE ENGINEER 224659 I I I 4615-- -..-...----•.--••-----------------------------------------------------------------------••-----------_------------------------ F;-CJECT-SONO-INC CCSTS I ----------------------- »..-_ [ I 4616 ......... PRUJEC T -LEGAL .---------------------------------------------------------------------------------------------------- 20311 I I »•--- I 1 4618 ___......--••----_--•--••----------------------_-_---•--.--------------------------------------------------------------------------- PROJECT -OTHER 10552 1 1 ---------------------- I I •••• .....................•-------------- TOTAL CONSTRUCTION ?ROJEC ...._--_-_•-•---.-...-•_-----_--_•--•----...._....._._....-•-•-•-•--------» 1759544 I 1 I I 4710. ................... PERH:NENT IRAN SF=R ----------------------------------------------------------------------------------------- 89670 128560 136770 56725 I 1<4D0] I 164000 -------------- ------ I i 472U ............ TRANSFER TO 9EaERVES .---------------------------------------------------------------------------------------------------------- 854550 1 1198370 1 1207470 --------------------- I 1 •••• ...............................................................................................------------------------------------.- TOTAL TRANSFERS 8960^ 128560 991553 56725 1 1342370 1 1351470 ------------- 1 I 484U ..............•--___.•--••---.-.-.........----------.-.-..._------••----...-..--------•--..-.--.....-------------------------------- MERCHANDISE FOR RESALE 3SO02 19781 1 450U I 45000 I I •••• TO IAS MERCXAND FOR RESALE 36707 19781 I 45007 I 45000.! i TOTAL AMOUNTS THIS DIVISION `......................................................................-•--------..------------..-.------ 502203 480237 160533^ 2447404 1 I I 2 6030 80 1 2 60 30 80 'n 1 20 PUBLIC UTIL17IES DV 62 SEVER 40 1984 CITY OF EAGAN (OPTION C2) DIVISION-- BUDG_T WORKSHEET -BY OBJECT AS OF 11-07-84 PAGE 40 20 FUBLIC UTILITIES DIV 62 SEVER OBJECT DESCRIPTION 1984 1985 1985 "- 1985 _ 1982 -ACTUAL 1983 1354 Y.T-D EST DEPT MGR COUNCIL ACTUAL APPROP 05-31-84 ACTUAL- REGUEST 'RECOMMC - AOOPTN. 4110 ....................................... SALARIES 6 WAGES -REGULAR 22144 4--..----.-..--------------•894 19472 27890 5085 1 39087 1 39080 T I ♦.. 4111ACCAUE^. ..................................... LEAVE TIME 3517 3281 _.....-.-..............---•---_..------------------------------ 1 1 1 1 4112 -••_•--------------- OVERTI NE-REGUL RR ---------------------------------------------------------------------- 704 336 3.707 177 I 3000 1 3003 + 4130 ..-.•.--•_-------•---.....-..-....-•-•---•---•--•--••-•--------•----•--...---•-------------------•---------------------------------- SALARIES 6 WAGES -TEMP 1153 1189 89 1 6240 .----------------------------------------- T 6240 1 I �- 414U .................................................................................................................................... ACCRUED RETIRE BEN=FTTS - 3359 2899 3860 - 771 I 5467 I 5460 I I 415U ..............•___•__......._.----------. ACCRUED IASUR BENEFITS 4127 1794- 7250 7 7250 I 1 �" •••• ...------------ TOTAL PERSON4L SrRVICES ............................................... .--.-3937--.---4927 35004 31104 '---•_ 39670 -------- 8109 -_I- ------------------------------------------------- 1 61033 1 61030 1 1 4217 ---------------------------------------------------- OFFICE SUPPLIES 38 177 - • 500 -------------------------- ------------------------- 1 •------ 200 I ----- •--- 200 ! - ----- -.........------------- 4211 .......... PRINTED MATERIAL ....._.._.............--- .129168 .------- ------- 30G 77 ......------------------------------------------ i 150 - ------I 150 ------- --------------------- 4220 ---_--• OPER-TING SUPPLIES -SEN: �. ...................................................-.-...-...._--...-...... 1859 972 ------- 10^------- --------------------- 125-------------------------------------------------------------- - 257 - 250 I - ---------------------------- 4221 ----- MOTJR FUELS -------------1546 ------------------ ---.:1d 91---_--390D-----_-938-_--------.I-- .............----........ 2753 I 2500 1--_----- ------------- ------------ . . 1__-- 4222 LUBRICANTS RNC ADDITIVES VES 28 129 250 250 1 1 250 1 1 4225 CLE4N LNG SUPPLIES 36 50 26 I 59 ..-•----------------•.-...--..-..-----------••------_---...._.m----------------------•---------------------------------------------- I 50 I 1 4224 CLOTHING 6 PERS14AL EQUIP 342 284 220 43 I 550 550 ----------------------- 1 1 I 4225 SHOP MATERIALS 79 13 ---------------------------------------------------..------------------- 10.. : 107 100 .......................................•-•--••---------.....-•-----•_•--.-.-...---------..-..-------------------------------------.. 1 I I 42Z6 CHEXIC ALS S CX:H: CAL PROD .. . .-•-. .. -. . 10'. I 107 1 100 1 1 4229 COMM SYSTEM PARTS 47 .. - 1 ..............................................................-_--.......--_........-----.....--_------------------...-------------.. 1 I AM ---------------------------------------------------•---...-•-•------------.-....-----------------------------------------------.-... REPAIR 6 MAINT SUPPLIES 2466 1952 1077 812 1 2007 I 2000 I 7 .. •4231 ...................._.. EQUIPMENT PARTS .................. 4076 ........................•----------------------------------------------------------------- 1396 3707 391 1 3000 1 2600 T I 4233 --------- BUILDING REPAIPS •------ ----_---------------..------------------------------------------------------------------------ 154 20 200 I 207 1 200 I 1 4234 ...-..-.._..-•-•-----•.-.....•------------------------------•..--------_---.......--------------_-----------•---.-......-.....-.-... STREET Hi3NT MITERIALS 171 118 - 500 1500 I 500 I ---------------------- I ' 4236 SIGNS 6 STRIPING MATER 152 200 I 300 I 300 I I �. 4240 SMALL TOOLS ... 435 121 257 1 250 I I I •••• .;-.....--••---------•- TOTAL SUPPL.REPAIR 6 MAIN 11356 7380 0770 2402 1 10657 1 --- 10000 1 1 •. .4.10.PROF ------------------------------------ SERVICES-GENER4L ...._..._.......... .........................------_••-•-•----••--•----•-••-•--•-------------------------------------- ...._•------------------------- [ 5470-I ----------------------------------------- 5400 7 I 'n 1 20 PUBLIC UTIL17IES DV 62 SEVER 40 4-' 2D PUBLIC UTILITIES OV 62 SEWER V 41 '- 1984 CITY OF EAGAN (OPTION 02) DIVISION— BUDGET WORKSHEET -BT OCJECT AS OF 11-07-84 PAGE 41 20 PUBLIC UTILITIES DIV 62 SEWER C8J ECT DE S: RIPTI ON 1984 1945 1985 1985 1992 1987 1984 Y - T - O EST DEPT MGR COU14CIL ACTUAL ACTUAL AOPROP 05-31-84 ACTUAL' REQUEST ` RECOMMO ADOPTN. 4312 -_•------------------- PROF SERVICE3-EN3INEERING ----- -.............. 372 - 1743 .................... 13000 1084 I 14000 I 14100 I I 4314 PROF SERVICES-AUDITTNG SJ00 5000 5170 ------------------ 3000 --------- 1 3000 ------------ ! 3300 ----------- ---------- ------ I ...-...__•--.--..-._..-_• .....................•-__------- T 4321 -....__•__•---•---....-•--------•-----------------•-----------------------_•-•----_--------••---•-------------------------------- POST:GE 277] 2145 ...------- }00] _____--•--•---• 1443 ----- I •_•-- 3200 ----- --••-----------I-------------------- I 3200 I I .. 4322 ...... . TELEPHONE w ------------------------------- 129 •------- 141 ----------------------------- 350 1 357 I 350 1 I 4350 GENERAL PRINT B BINDING •- 200 •---------------- 1 200 w --------------- T 200 ------ w-------------- I 1 --------------------------------------•-----_---_-.....-.----------__--•-•--...-----__--_------------------------------------••---- 6360 INSUdANt- 3776 3361 3580 2597 I 3760 1 3760 I I ---------------------------- 4371 --------------------------------------- -•--_ ELECTRICITY ------------------------- •------------------------------------------------------------------------- T I T I 4374 ELECTRICITY -LIFT STAT ---------------__.--------_---_-__-___---_-___----_------_____------------------------------- 3203 3513 4100 1946 T 4600 1 4600 I I .......-.. .....................................•---.....-.-...--------••-------------•---..--.-...-----------------.-.--------------- 4373 ............................................................ GAS SERVICE 42 1 T I I 4379 ............... WASTE REMOVAL .................................•-•---••__----•------•-----------------..-..----------------------------------------- 707363 766419 ---------_------------------------•-•----:-------_••-------------.-----. 87986-1 419378 I 869400 1 869400 1 4381 _•_••_• AUTOMOTIVE EQUIP REPAIR ...............--.........._-••_•__-_.-._......._._--__________-_.......-__-___-__•--_-•-__••_---'--•__ 103 12 100 120 I 800 1 800 1 I 4382 ..------...-----------------••-•----•__.....-----_---_---•----.....-..-------•_-----.-.-....--_--_--.----.-------.-..--------------- OTHER EQUIPMENT REPAIR 9695 16800 1200^ I 160.70 I 16000 ------------- -.-..--- I I �" 4383 _---------------------------------- BUTLOI•'1GS REPAIR 247 ------------------------------------------------------------------------------------- 750 1 1000 1 1000 1 1 4384 STR:ETS REPAIR 300 1 1000 I 1000 ------ ------ I 1 4386 --•-_-.......-._...__-.-....... CONMU NICATICN SYST MAINT 388 391 407 122 I 407 I 400 1 1 �' 4393 _•-___---_-_• MA CHI NERI 4 EQIIP• REV T0.L ----- .......................•-_-••----••------.........---_---•---..--------------_... 622 d9 600 I 6D0 I 600 _.-.---------------- I I 4395 PROTECTION SERVICE BENT 464 539 700 249 1 850 I 850 1 I ----•--•-•-----------------------------------------...-..---_-----•-•-----••--------------•---•-•-•--------------------------------- 4410 ..............•----_-_....--------•--.....------_----------•----.-...------------•----...-...------•---------...-------------------- MISCELLANEOUS 916 119 I I I I �".' 4411 -_-- CO.I FE RENCES 6 SCHOOLS ----.... -------- ............... 375 ................... 141 1007 190 T 1DJ0 _......_---_-_--. I 1000 I I 4412 DUE'a 8 SUBSCR IFT, ONS 25 .---------------------- 5J -- [ ----- 50 I 50 ------ --------------------- I I ..... .............. ..........................................................•--....--•--------------------------------------------- 4413 LICENSES/PERMITS/TAXES I I I I ... ........... 4415 .............. ...... .... .......................-_••_•--__-••__-___-___--_--___--_-•__-_•_•-•__---_-.-....-•_-_--•_____---_---_...-.. REFERENCE PATEPIALS .....-...... ......................... SC I 150 I 150 T I 441 F INTEREST 17016 .....•------------••-•-•-•------------------------------------------------------- 15055 1 1 1 1 ...................................••---••--_-••----_---•----------_.-.-......-..-...-------•-•---•---...------- 4470 .............•-----•_---------------•----•--_------....-_-_------------------------__---•----_-__----------------------------------- OTHER C09 TRACTLAL SERVICE 132 T i -------- .--------- .. I I �- •••• TOTAL OTHER SE FVI CES 6 CH 751966 815759 921240 430060 1 925761 I 925760 I I 4-' 2D PUBLIC UTILITIES OV 62 SEWER V 41 '- v V —�20 -PUBLIC UTILITIES L_ __ __- OV -62 "SEWER 42 1984 CITY OF EAGAN (OPTION 02) DIVISION-- RUSGET W301(SMEET -BY OBJECT AS OF 11-07-84 PAGE 42 20 PUBLIC UTILITIES DIV 62 SEWED CBJECT DESCRIF71IN 1984 1985 1985 1985 1982 1983 1084 Y -T-7 EST DEPT MGR COUNCIL ACTUAL ACTUAL A'>40? 15-31-84 ACTUAL" 9EGUEST RECOMMO --ADOPTN. 452U ----- BUILDINGS - ----- ------- ----------•-•-•-•----•-------...-..------------------------------------•------------------------------. 1 50000 1 50000 1 1 1531 SPEC ASSESS Otl C: TY PROP 851 I I I ! 45 SU ............................................• FURN!TURE a FI>tI ORES I I 1 i �' 656U __------•.-----------•---•-••--------•---•----•--------------•--•-------------•----------•------------------------------------------ OFF ICS FURt1I SX ING 8 EDU IP -•---_--•._...,U------------..--...... 110.] ------ I --------._..-.------------------------------- 200 I 200 • ! 457U OTFEP EGUIFF.ENI 61 I 290 1 290 1 1 458U ......................................... MOBILE EOUIPL+E NT 607 I 14653 I 14650 1 I �" •••• -.-•---.....-..--•--•----• TOTAL CAPITAL OUTLAY ..............................•---....-----•----•-------------...-....._----------•--•-------------.... ----------•-_-....--- 2610 ------------------------------------------- 1 65147 1 65140 ..--- --------------- ....... I I 671UPEPMANEAT IRAN IFER 44870 6128: 6F.777 2i4 59 I 72000 ! 72000000T I I _-------------------- i 72O ---------------------------- TR AIIi F:R TO RESERVES - -------------------------------------------------------------------------------- 35177] w I 221003 I 227650 ! I ---• TOTAL TRANSFEFS 44800 64283 419770 28450 I 295- f 295650 ...------------- ..._.. I I TOTAL AMOj NTS THIS DIVISION 842126 918523 1393U63 469021 -- 1135758D 11357580 I 1 v V —�20 -PUBLIC UTILITIES L_ __ __- OV -62 "SEWER 42 1984 CITY OF EAGAN (OPTION 021 DIVISION•- BUDGET YODKSHEET -BY OBJECT AS OF 11-07-84 PAGE 43 - 20 PUBLIC UTILITIES DIV 63 STREET LIOHTIN! -- CBJECT DESCRIPTION 1984 1985 1985 1985 . 1982 1983 1984 T -T -D EST DEPT MGR COUNCIL - ACTUAL ACTUAL ADDROP 05-31-84 ACTUAL REQUEST RECOMMO - ADOPTN. 4372 ELECTRICITY -ST LIGHTS -......___•-••.....................................•._--_--_-••-•----....-..----------..-.--...-_.....-....- 10427 10618 15600 6334 I 20009 I 20000 I I •••• TOTAL OTHER SERVICES 8 --------------------------------- CH 11427 10618 15600 6334 I 20007 ---------.-..---- I 20000 I I ICTAL AMOUNTS ISIS DIVISION ...............'-•__. .......... --------• ..................•-•----------------------------------------------------------- '10618 15600 20000 1 2CO00 I - ........._ TOTAL 4MOJNTS THIS FU'10 ...............................................••--••--_••--•---------------••-•----------------------------------------•----------- _---10427_•. 1354755 .------ .._....... 1409371 . -----6334 3014990 -... ____-__--i-- 2962759 I --------- 3980660 ------- --•-•-_-__........__-_..-. ----I- 139E0660 i I ` ----------'--"20PUBLIC '--"2U'-PUBLICUTILITIES OV 63 STREET LIGHTING---'-' - '- --------- -'-- - 43 v 1. V J CITY OF EAGAN PAGE 1 1985 BUDGET WORKSHEET DEPARTMENT REVENUES ACCOUNT STREET WATER SEWER LIGHTING NUMBER DESCRIPTION 1981 ACTUAL 1982 ACTUAL 1"983 ACTUAL 1984 BUDGET 6-30-84 YTD ESTIMATE ESTIMATE ESTIMATE WATER 3711 Water Sales 617,343 774,656 842,031 875,000 364,297 1,207,50 —' 6.796 9,550 7,880 5.297 12 00 3713 Water Connection Permi s 4.380 3,770 6,00-0 3,110 10,00 Water 250 _7,120 410 250 100 25 16 ale of Prop.- SMe 34,225 31,052 52,514 36,000 26,956 80,00 1717 Sale of Prop. - 3718 Sale of Prop.- 141 94Q 326 100 216 inn 3719 Water Turn 3720 Water Bills 3721 Hydrant Fp�q 12n 40 60 20 SEWER— T741 1,174,427 1,275.0 594 55 1 1,235,000 3742 Sewer Penalties 8,123 8,913 14,673 11,480 7,945 12,000 3743 - Sewer __3_,62 7.620 6,000 6,332 10,000 37 Sewer Cust. 584 380 CITY OF EAGAN 1985 BUDGET WORKSHEET DEPARTMENT REVENUES ACCOUNT PAGE STREET WATER SEWER LIGHTING NUMBER DESCRIPTION 1981 1982 6 -JO -84 1985 _ ACTUAL ACTUAL ACTUAL BUDGET YTD ESTIMATE ESTIMATE ESTIMATE STREET LIGHTS 3771 Street Light 161 10,618 15,600 8 091 20,000 FUND TOTALS Interest On 810 Investments 382,605 403,039 259,045 500,000 0 400,000 100,000 Special Assmts. 1811 Principal 29,471 ;0. •7,570 .0 0 i Interest on 3812 Assessments 1,148 3,785 3,811 1,800 3,041 1,500 I Interest on 3R14 MwCC 4-0,5-8-7 3-8-,6-8w5- 37,002 3822 Equipment Rent 100 100 200 200 200 200 Connection Charg 3865 175,289 196,840 367,370 270,000 247,260 295,000 Connection Charg 3866 Sewer 93,895 59,245 0', 0 0 Account Dep. 3867 Not Refunded 3 12i 1 0 <0 3880 Other Revenue- 104 14,758 70 0 51 Other 3920 Reimbursements 1,350 1,409 389 427 Transfer _200 3985 Rrnm RPV SPrPA 595,580 GRAND TOTAL 2,290,98 2,560,795 2,803,062 3,014,990 1,269,983 1985 Estimate Total Water 12,603,080 1985 Estimate Total Sewer 1,357,580 1985 Estimate Tpra7 Sr r.i9ht 20,000 CITY OF EAGAN 1985 REQUEST FOR ADDITIONAL PERSONNEL 1. Hours per Week 2. Departmental Cost 3. Indicate need for position(s) Allocation (X ) New Operation 61 67% (X ) Expanded Services 40 62 33% (X ) Increased Work Load 4. Position Title 5. Number 6. Salary 7. lst Year Cost Required Proposed Working Supervisor /Foreman/ Wates Treatment Plant 1 i 29,000 $ 29,000 S. List below the job duties to be performed in the requested position(s)_ 1. Certified water treatment plant operator responsible for daily operations of new treatment plant and two booster stations. 2. Provide daily/field supervision of utility maintenance crews. 3. Provide supervisory authority/job assignments during.supt. vacations (4 weeks/year). 4. Provide additional maintenance manpower as needed (emergency utility repair, etc.). 9. Specify how the above listed job duties are currently performed. 1. By Supt. of Utilities (#2) 2. By Supt. of Streets (#3) 3. Not at all (#4) 10. Explain the need for this position in detail. 1. New water treatment plant to begin operation in 1984 requiring a licensed operator. 2. Need daily supervisior during Supt. leaves of absence. 3. Need additional assistance with emergency manpower/supervision needs (watermain breaks). 4. Administrative duties of Supt. increasingly limiting ability to provide daily supervision. 11. Additional cost associated with requested position(s) Contractual Services Commodities = 800.00 (Desk, Chair, Uniform) Capital Outlays S 10,500.00 (Vehicle w/radio) Total $ 1[.300 City Administrator's Comments: CITY OF EACAN 1985 REQUEST FOR ADDITIONAL PERSONNEL 1. Hours per Week 2. Departmental Cost 3. Indicate need for position(s) Allocation ( ) New Operation 61 50% ( ) Expanded Services 40 62 50% ( X) Increased Work Load Temp/3 mos. 4. Position Title 5._ Number 6. Salary 7. 1st Year Cost Required Proposed Temporary Utilities Maintenance 4 f 6.00/hr. $ 12.480.00 2080 hr. 8. List below the job duties to be performed inthe requested position(s). 1. Hydrant painting repair. 5. Final meter set & reading:. 2. Clear snow/ice from hydrants. 6. Manhole casting/gate valve/stop box 3. Sewer cleaning. adiustments. 4. Bldg./structure maintenance/painting. 7. Booster stations/well houses/reservoir weed/erass maintenance. 9. Specify how the above listed job duties are currently performed. 1. Current temporary personnel (#1-7) 2. Current maintenance personnel on a limited/time available basis (#1, 2, 4, 6, 7) 3. Not at all (#3, 7) 10. Explain the need for this position in detail. 1. There is a peak seasonal need for building/grounds/hydrant maintenance work that can only be performed during summer construction hours and do not warrant a permanent full-time position. 2. During construction seasonal, regular maintenance personnel busy with Frew con- struction and final inspections limiting their availability for these other necessary duties i 11. Additional cost associated with requested position(s) Contractual Services Commodities Capital Outlays City Administrator's Comments: -0- 10 Total $ -0- CITY OF EACAN 1985 JUSTIFICATION OF CAPITAL OUTLAYS REQUESTS 1. Department I Dept. No. I Account No. Public Works Water - 61 4580-1 2. Cive Description and quantity of item requested. Indicate date desired. (2/3) 3/4 Ton Pickup w/heavy duty hoist and radio. January 1985 3. Describe the necessity for and/or benefits,or savings expected from this item Transportation of new maintenance personnel and ability to remove lift station pumps for inspection and repair. 4. If the item requires an increase in personal services for the activity, state the job title(s) contingent upon the item. NA 5. Indicate any expenses necessary to place this item in operation and whether these expenses are included in your budget request. Fuel accounted for in #4221 Insurance accounted for in #4360 6. List any item which will be replaced by this purchase. State recommendations for disposition of this item. For example, trade-in, salvage, discard, etc. NA 7. Estimated Cost Net cost reflects split: 2/3 - Water (61) and I/3 - Sewer (62) Quantity I Unit Cost ' Total Cost I Trade-in I Net Total Cost 1 $13,500 $9,000 -- $9,000 CITY OF EACAN 1985 JUSTIFICATION OF CAPITAL OUTLAYS REQUESTS I. Department i Dept. No. I Account No. Public Works I Water _ 61 4580-2 2. Give Description and quantity of item requested. Indicate date desired. (2/3) Small pickup with radio January 1985 7. Describe the necessity for and/or benefits :or savings expected from this item. Transportation of new supervisor/foreman 4. If the item requires an increase in personal services for the activity, state the job title(s) contingent upon the item. NA 5. Indicate any expenses necessary to place this item in operation and whether these expenses are included In your budget request. Fuel accounted for in #4221 Insurance accounted for in #4360 6. List any Item which will be replaced by this purchase. State recommendations for disposition of this item. For example, trade-in, salvage, discard, ecc. NA 7. Estimated Cost Net cost reflects split: 2/3 - Water (61) and 1/3 - Sewer (62) Quantity I I Unit Cost I Total Cost I Trade-in I Net Total Cost 1 I $10,500 I I I $7,000 I I __ $7,000 CITY OF EACAN 1985 JUSTIFICATION OF CAPITAL OUTLAYS REQUESTS 1. Department i Dept. No. I Account No. Public Works i Water - 61 4580-3 2. Give Description and quantity of item requested. Indicate date desired. (1/3) 3/4 Ton Pickup Truck July 1985 3. Describe the necessity for and/or benefits,or savings expected from this item. Replacement for Vehicle #201 (1980 3/4 Ton Pickup). Present Mileage 76,000 miles and increasing body rust with greater maintenance repairs being experienced. Will have approximately 90,000 miles by July 1985 at present rate of 22,000 miles per year. NOTE: Previously requested in 1983 but not approved. 4. If the item requires an increase in personal services for the activity, state the job title(s) contingent upon the item. NA 5. Indicate any expenses necessary to place this item in operation and whether these expenses are included in your budget request. NA 6. List any item which will be replaced by this purchase. State recommendations for disposition of this item. For example, trade-in, salvage, discard, etc. Trade in vehicle #201. 1980 Ford F-250, 3/4 Ton Pickup 7. Estimated Cost Net cost reflects split: 1/3 - Water (61) and 2/3 - Sewer (62) Quantity I Unit Cosc I Total Cost I Trade-in Net Total Cost I 1 i $11,500 $3,850 $550 $3,300 MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE:, NOVEMBER 9, 1984 SUBJECT: ORGANIZATIONAL AND INFORMATION CHANGES At the September 18, 1984, City Council meeting, there was a concern expressed by the City Council that the packets were becoming lengthy and, in some cases, memorandums were unclear, repetitious and redundant causing the reader to spend a considerable amount of time to gain the appropriate message on a given agenda item. The City Administrator contacted each member of the City Council and prepared a list of comments that were relative to the delivery of information. These comments were then shared as a collection of comments from the City Council as a whole, to the City staff at a work session. All the Department heads expressed their sen- sitivity to an ongoing effort to deliver the most complete and accurate information for City Council consideration. After better understanding the City Council's role of evaluating all the informa- tion, which is required for legislative decision making, it was obvious to the staff that changes should be made especially in, the preparation of City Council packets. Some changes have been implemented in recent City Council packets and, hopefully, the ability to reference information is more thorough and accurate to the reader. The City Administrator would like to discuss the delivery of information and some other organizational matters with the City Council as a part of the workshop session. To help the City Council recall some of the discussions that we all had individually or collectively, I am enclosing a copy of a memorandum I prepared and submitted to all Department heads dated September 26, 1984. r City Administ ator TLH/jj MEMO TO: ALL DEPARTMENT HEADS FROM: CITY ADMINISTRATOR HEDGES DATE: SEPTEMBER 26, 1984 SUBJECT: CLARIFICATION REGARDING ACTION BY THE CITY COUNCIL AT SEPTEMBER 18, 1984 CITY COUNCIL MEETING It was most unfortunate that a change in the overall delivery of information to the City Council was discussed in my absence. If I would have had any indication that the items outlined in Item #50 of the "Morning After" were a concern to the City Council prior to my conference, I would have responded with a normal administra- tive course of action. I have spent the past several days since returning from my con- ference visiting with the Mayor and each member of the City Council to gain further clarification on the direction that was adopted in a three point motion at the last meeting. Traditionally, a motion is not used for staff direction. However, in my absence, it can only be assumed that the City Council desired to make this matter a part of the formal record. The change being recommended by the City Council for the delivery of information is warranted in my opinion. The packets are getting extremely lengthy for the City Council. The City Council is ex- pected to review the regular City Council packet, Planning Commis- sion packet, Advisory Parks & Recreation Commission packet, Cable Commission packet, special City Council meeting packets, and, at times, the Economic Development Commission packet and Airport Noise Committee packet. If you total all those packets, you are often responsible for the review of approximately 1500 or greater pages of information. It is true 'that the City Council wants as much information as possible to make decisions. However, due to the dialogue effect each of us can experience on our dictaphone and the lack of time to review and reduce the size of memos, oftentimes, it is difficult to pick out the facts and recommendations from lengthy memos. It is my opinion that the.City Council is suggesting qualitative information rather than quantitative. Traditionally, the City Council has asked the staff to avoid speci- fic recommendations regarding City Council action. However, with the increasing number of items for City Council review, the City Council is asking that alternatives be provided when appropriate for City Council consideration. It is frustrating to the City Council to read lengthy reports and attempt to fabricate the various alternatives they assume the staff is suggesting. a 44 TLH MEMO September 26, 1984 Page Two The third point that was discussed by the City Council is a desire to have a more formal staff tracking of Council directives. As an example, a directive may be given to the staff for completion of a particular project, and several weeks or months later, it is learned that the staff gave the specific direction a lower priority and a project was not completed. The City Council is asking that all their directives be formally tracked. If there is any scheduling or change in direction to be considered, as a courtesy, these recommended changes will be shared with the City Council by the City Administrator. As I mentioned, I had the opportunity to visit with the Mayor and all the City Councilmembers during the past several days. It would be lengthy and redundant to share all of the dialogue. However, in outline form, I would like to share some of their comments. The comments are not categorized by the three parts of the motion; however, they are listed at random from my notes. 1. With the number of packets we as City Councilmembers are ex- periencing a paper jungle. 2. With the volume of information, it would be advantageous to restructure the delivery of information as it relates to the development of City Council packets. 3. We're overwhelmed with information. 4. We concur that, with the volume of information we receive, there may not be a specific lack of information; however, to digest the number of pages and reports, it is sometimes diffi- cult to pull the specific information staff is attempting to share with us. 5. We would appreciate more short form reporting. If more detail is required, we will ask for it and then a more detailed report would be appropriate. 6. In order to recognize the workload of all members of the staff and the review process and decision making of the City Council, possibly more continuances will be necessary in order to properly provide the specific information we desire. 7. Concerned about the tracking of thing-,< that aren't done within a zpecific time frame. The comment is not a critism; it is just desirable to have more brief reporting. 8. There is a strong desire to have the City Administrator intro- duce all items to maintain consistency and hopefully recognize the City Council, audience and staff time at a regular City Council meeting. TLH MEMO September 26, 1984 Page Three 9. Decision making is difficult when the City Council is using raw facts that are less concise. 10. Some of the recommendations and conditions outlined in reports are becoming less significant and more redundant. 11. The City staff should be more specific in their recommendations and guidance to the City Council providing alternatives. 12. The City Council should not be problem solving and alternatives would eliminate that problem. 13. If a question is asked of the City staff regarding a different method to accomplish a specific task, don't overwhelm the City Council with pages of response. A simple paragraph outlining some specific reasons why something can or cannot occur is sufficient. If more data is needed, it will be requested and a more detailed report can be prepared. 14. Some member of the staff should combine engineering and plan- ning conditions so the City Council isn't having to interpret whether conditions are repetitive or not. 15. An example was given regarding the Mike Sill Addition where in 1980 there were 11 conditions and in 1984 nothing had changed but there were 18 conditions. Those conditions were scrutinized by the Council and most of the new conditions were repetitive. There were at least two conditions listing land- scape bonds. 16. It is difficult for the City Council with lengthy staff reports to jump around during their review either at home or during a Council meeting. It is more advantageous to combine all the narrative and limit the number of conditions which assist the decision making process. 17. Courtesy toward the decision making process was stressed re- garding the delivery of information. 18. Staff should provide alternatives, developing options that help seek decisions by the City Council. 19. Create a benchmark for decision making which is created by the additional alternatives providing more leadership from the City staff. TLH MEMO September 26, 1989 Page Four 20. When the City Council asks for a specific report, don't use the opportunity to expand the report into areas that the City Council was not necessarily requesting. If the staff feels other avenues should be pursued or additional information should be researched, this should be coordinated with the City Administrator and he will ask the City Council if additional information is desired or an additional course of action. 21. Abbreviate/streamline the background. 22. List facts and recommendations. 23. Specific direction is desired by the City staff. My list of comments are repetitious as I mentioned in the previous paragraph. These comments are taken from my list of notes and I wanted to stress the frequency of centain comments as they were expressed to me by certain members of the City Council. The City of Eagan,with its rapid growth, is experiencing a significant amount of change in an short period of time. The pressure on the City staff and City Council is greater today than it has ever been in previous years. The need to evaluate the delivery of information on a regular basis is extremely important to all of us. Our infor- mation to the City Council and the ease in which they make the deci- sions is the hub of running the operation. We need to take their comments to heart and attempt to restructure our delivery of infor- mation in a way that helps us administratively and the City Council for decision making. Once we change our style, I believe the fol- lowing reductions will occur: typing time, copy time, length of meetings and the ability to interpret our own information regarding decisions of the City Council. I plan to implement changes to the information network for the Octo- ber 16th City Council packet and also develop an additional source of reporting to the City Council called Council update. The Council update memo will track all items that the City Council raise on an individual basis to me or collectively at the end of a City Coun- cil meeting. The informative memo will remain as a concise informa- tional document reporting on a number of issues that don't require formal council action. In summary, and after visiting with each of the City Councilmembers, they have all stressed the importance and significance of not taking this action personally. The City Council is sensitive toward im- proving their decision making role and I fully believe after meeting with each and every one of them they recognize the energy that is being expended by each and every department head. There will be TLH MEMO September 26, 1984 Page Five times that reports will be lengthy. However, if the department head responsible for the report has carefully evaluated the report and feels that the report does not ramble, is not repetitious and is specific with facts that he or she feels are required for the Council to make a decision, this manner of reporting is still necessary. The City Administrator will be more careful at reviewing reports -- and don't feel offended if a report is sent back and asked to be reduced. The City Council is asking for facts. They don't need dialogue and a great deal of narrative. When they are reviewing their packets, either at home or during a City Council meeting, they want to be able to look at facts in a neatly organized fashion as well as recommendations and alternatives so they can better prepare themselves for the required decision. City Administrator Special Note: This is a classic example of a memo being repetitious due to being dictated at the last minute with no time for review or revision. MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 9, 1984 SUBJECT: TAX INCREMENT (INTEREST RATE REDUCTION) AND HOUSING REVENUE BOND CRITERIA A Finance Committee meeting was held at noon on November 8, 1984, at the Eagan City Hall. Those persons present included Mayor Blomquist, City Councilmember Smith, City Attorney Hauge, Director of Finance VanOverbeke and City Administrator Hedges. Also present were Stan Kehl, of Holmes and Graven, and Marsha Cohodes and Tom Naples, of Miller & Schroeder Municipals, Inc. The topics that were discussed at the Finance Committee meeting included equity contribution for multifamily housing and criteria for considering interest rate reduction or tax increment financing for rental housing projects. Regarding the equity contribution for multifamily housing, Mr. Naples presented a number of methods to evaluate a suitable level for determining the equity contribution. He discussed options to provide different structures for equity contribution, all of which are directly affecting the mortgage financing for the appli- cant. Mayor Blomquist and Jim stressed the City's position that developers will not be 1008 financed. It was their opinion that a minimum level of equity contribution must be established for each project similar to industrial revenue financing. It was generally agreed that land cost is approximately 208 of the total project cost and, therefore, the Finance Committee is suggesting to the City.Council that all multifamily housing projects be re- quired to have a 208 equity contribution which more than likely represents land acquisition costs. As an example, a $2,000,000 project would receive consideration for multifamily housing revenue bonds in the amount of $1,600,000. The remaining $400,000 would be an equity contribution, which is equal to the 208 requirement. There were other options discussed by the consultants, however, it was still the recommendation of the Finance Committee that the 208 equity contribution be considered for multifamily housing projects. The next item discussed by the Finance Committee was the further establishment of tax increment criteria as it relates directly to the interest rate reduction program considered for multifamily housing projects. The criteria that was briefly offered by Mayor Blomquist and City Councilmember Egan at the last regular City Council meeting held on October 30, 1984, was discussed by the consultants and committee. Also, a request by the Finance Committee to require an applicant to present a reason for having tax incre- ment, and the consideration for some type of overall community support of a project was to be added for consideration to the tax increment criteria list. The consultants were asked to revise HONORABLE MAYOR AND CITY COUNCILMEMBERS NOVEMBER 9, 1984 PAGE 2 the existing policy by including the comments offered at the last City Council meeting and additional comments that were offered by the Finance Committee and prepare revised criteria for considera- tion by the City Council. This item is included as a part of the work session to allow some informal discussion, however, the actual adoption of tax increment criteria was continued until the November 20 regular City Council meeting. Therefore, formal action should be considered at that meeting. Enclosed is a copy of the letter that was sent to Marsha Cohodes by the City Adminis- trator, a copy of the resolution that was approved by the City Council on August 21 setting the first set of guidelines and, thirdly, a memorandum from the Federal Home Loan Bank Board that addresses loans funded by tax exempt municipal bonds of which the Finance Committee asked to have.included in this packet. City Administrator TLH/jj MARSHA COHODES OCTOBER 31, 1984 PAGE 2 The Finance Committee meeting is scheduled for noon Thursday, November 8, 1984, in the conference rooms at the Eagan Municipal Center. The Finance Committee meeting will include a box lunch, so please contact either Holly or myself and indicate how many people will be attending this work session. Sincerely, I Thomas L. He s City Administrator TLH/j j. OF 3&90 PILOT KNOB ROAD. P.O. BOX 21199 EAGAN, MINNESOTA 55121 PHONE: (612) 454-8100 October 31, 1984 MARSHA COHODES MILLER & SCHROEDER MUNICIPALS INC NORTHWESTERN FINANCIAL CENTER 7900 XERXES AVENUE SOUTH MINNEAPOLIS MN 55431 Re:: Tax Increment Criteria Dear Marsha: BEA BLOMBULST KAO THOMAS EGAN JAMES A SMITH JERRY THOMAS THEODORE WACHTER Couu mwr4a THOMAS HEDGES Ory AC r V EUGENE VAN OVERBEKE an offk It was suggested at the City Council meeting last evening that a .Finance Committee meeting be held to further discuss zero equity or, more specifically, a guideline for equity contribution as it relates to multifamily housing revenue bond issues and, secondly, to further discuss criteria and the development of a policy for tax increment financing (interest rate reduction program) as it relates to multifamily housing projects. Mayor Blomquist and City Councilmember Egan offered some criteria at the City Council meeting which should be reviewed by Stan Keohe and your department for further consideration as an amendment to the resolution establishing criteria that was adopted previously by the City Council. The following is a list of the criteria that Mayor Blomquist and City Councilmember Egan offered: 1. Define equity in the project. 2. Define whether or not the project 3. Define the need for tax increment 4. Need according to location. 5. Define other options relative to 6. Assignability 7. Early redemption. 8. Time frame. has other tax exempt status. according to land use guide. the project. The criteria listed above was presented at the meeting, and I believe Stan Keohe mentioned that he would look at several other criteria developed by communities within the metropolitan area and, specifically, review this criteria, the resolution that was originally prepared by the City and prepare a revised policy and list of criteria for consideration by the Finance Committee. THE LONE OAK TREE... THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY E RESOLUTION NO. Establishing guidelines and criteria for interest rate reduction programs for multifamily housing developments. WHEREAS, Minnesota Statutes, Section 462.445, Subdivisions 10 to 12 (the "Act") allow housing and redevelopment authorities to establish interest rate reduction programs to assist the financing of multifamily housing developments; and WHEREAS, the City of Eagan (the "City") has established the Housing and Redevelopment Authority in and for the City of Eagan (the "Authority"); and WHEREAS, the City is interested in encouraging the construction of adequate numbers of rental units to serve the needs of the City; and WHEREAS, some multifamily housing developments may not be economically feasible without financial assistance from the City; and WHEREAS, the City has received a request from a developer for interest rate reduction assistance under the Act; and WHEREAS, the Act requires the Authority to adopt regulations when establishing an interest rate reduction program; NOW, THEREFORE, BE IT RESOLVED BY THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF EAGAN THAT: 1. Tax increments may be contributed to an interest rate reduction program for a multifamily housing development for a period not to exceed ten years from the first collection of the tax increment from the development. 2. A sale of the multifamily housing development which received interest rate reduction assistance will require review of whether interest rate reduction assistance can, or will be continued. The terms and conditions for continuation of the assistance upon a sale of the property may be established at the time the interest rate reduction assistance is first provided. 3. At the time of sale of the multifamily housing development, or at the end of ten years after the receipt of the first tax increment, or upon the maturity of the bonds issued to finance the multifamily housing project at the option of the Authority the developer shall pay to the Authority repayment of the full amount of interest rate reduction assistance provided to the developer. 4. After payment to the Authority of the amount provided for in paragraph 3 above, to the extent that the appreciated in value of the multifamily housing development is in excess of the amount described in paragraph 3, the developer shall be allowed to receive from the appreciation an amount equal to a specified rate of return on the developer's investment in the multifamily housing development. The rate of return to the developer shall be established prior to the first interest rate reduction payment to the developer. -1- 5. To the extent that appreciation in value of the multifamily housing development exceeds the amounts specified in paragraphs 3 and 4 above, any excess appreciation shall be divided between the developer and the Authority based upon the amount of debt' service paid on the financing for the project by the Authority, and the amount of debt service paid by the developer. 6. The amount of interest rate reduction assistance for a specific development shall not exceed fifty percent (50%) of the tax increment generated by the development. 7. Based upon all information which the Authority may receive about a proposed multifamily development, the Authority shall in its sole discretion determine whether to provide interest rate reduction assistance, and the amount of such assistance to be provided, if any. Interest rate reduction assistance, which is provided, shall be provided in accordance with the provisions of this resolution and of the Act. Adopted by the Board of Commissioners of the Housing and Redevelopment Authority of the City of Eagan, Minnesota, on this 21st day of August , 1984. (\�1 C airman Attest: GLISz.A X. Executive Direc.or The motion for the adoption of the foregoing resolution was introduced by Commissioner nth and seconded by Commissioner Thanas , and upon Vote being taken thereon, the following Voted in favor thereof: Bndth, Thomas, Egan and Blomquist and the following voted against the same: Wachter Whereupon the resolution was declared duly passed and adopted. -2- FEDERAL HOME LOAN BANK BOARD OFFICE. OF EXAMINATIONS AND SUPERVISION M F. M O R A N D U M TO: DES Professional Staff FROM: D. James Croft OR 56 March 31, 1983 Loans Funded By Tax -Exempt Municipal Revenue Bonds SYNOPSIS: LOANS FUNDED BY TAX-EXEMPT MUNICIPAL BONDS MUST STILL MEET NORMAL UNDERWRITING CRITERIA FOR SAFETY AND SOUNDNESS. In recent months, the popularity of various below -market -rate financing . programs funded by the issuance of tax-exempt municipal revenue bonds has grown substantially. Certain multifamily housing developments and other projects that may not be viable given conventional market -rate financing can often be successfully managed when below -market -rate funding is available. In most cases, although the funding is supplied by the municipality from proceeds of the bond sale, a bank or savings and loan association becomes the actual lender to the borrower/developer. Bond proceeds, to fund the loan to the developer, are usually passed to the lender through a trustee in the form of a collateralized loan or as an investment in certificates of deposit established by the trustee on behalf of the bondholders. For the purposes of this memorandum, all programs of the type just described, regardless of their specific structures and fund flows, will be referred to generically as "loans -to -lenders.' The involvement of a traditional mortgage lender, as described briefly in the preceding paragraph, is favored by municipalities primarily for two reasons: to benefit from the lender's expertise and existing staff resources in loan underwriting and management, and to take advantage of certain characteristics of the lending institution (e.g., the lender's collateral securities or FSLIC_ insurance) capable of raising the rating, and lowering the interest rate, on the bond issue. (Note: Although the certificate of deposit approach has proved to be particularly attractive to investors because each bond purchaser may obtain _ a honeficiai interest in the trustee's certificate that is insured up to $100,000 by the FSLIC or FDIC, the Bank Board and other authorities have recently questioned the desirability, as a matter of public policy, of allowing this novel use of federal deposit insurance to continue. As one result, the United States Congress is considering legislation to remove the tax-exempt feature of municipal bonds when proceeds are deposited in insured accounts.] A third important benefit to the municipality, obtained through the direct participation of a traditional mortgage lender, is that any risk of default by the borrower/developer is shifted entirely to the savings and loan or bank. The purpose of this memorandum is to highlight this risk transfer and to x: NR 56 Page Two emphasize the need for insured institutions to protect themselves advquatrly by reducing the probability of default and by minimizing exposure to lune. In the event that difficulties with the project do occur. The risks faced by institutions participating in municipal loans -to -lenders programs need not be greater than in any other type of lending involving multifamily rental or commercial properties. Conversely, the risks are certainly not less, and such programs, if entered into complacently, can expose institutions to substantial losses. In the final analysis, an institu- tion's position in a loans -to -lenders program is only as strong as the collateral securing that investment and the financial condition of the borrower/developer. In view of this, an institution must evaluate its involvement in each potential development project as strictly under its usual multifamily and commercial under- writing criteria as it would any other loan secured by such properties. The institution should be aware that the involvement of the municipality has no beneficial effect other than to provide a below -market -rate source of funding, which in turn will attract development projects that might.not be economically feasible under market rate terms. Below are listed several considerations to which institutions evaluating loans - to -lenders programs should give particular attention; considerations that may receive insufficient study if 'primary attention is directed toward the short- term income possibilities of these programs: 1. Federally chartered institutions must assure that applicable loan -to - value limitations contained in section 545.6 et =. of the Federal Regulations are not exceeded. Special attention to such limitations is required particularly when program requirements state that 100% of bond proceeds must be passed through in the form of one or more development loans Therefore, before entering a loans -to -lenders program, an institution should satisfy itself that participation will not result in noncompliance with Federal loan -to -value limitations. State -chartered institutions should be equally alert to maintaining compliance with applicable state loan -to - value requirements. 2. Institutions must obtain and evaluate adequate information on both the proposed project and the developer: a. A full narrative appraisal report, prepared for the institution and including feasibility and market studies, should be obtained in accordance with the standards set out in Memorandum No. R 41b. b. Depending on the type of bond issue involved, the institution will be liable for periodic payments to the bond trustee to fund either inter- est or interest and principal due to the bondholders. The development loan is normally structured so that the developer's loan payments at least match the institution's payments to the bond trustee. Since project cash flows must be sufficient both to repay the development loan and to maintain the property, the income potential of the proposed project should receive critical attention. The underwriting analysis should include consideration T RR 56 Page Three of the project owner's ability, and its plan, to periodically escalate rents to cover future coat increases due to inflation, wear and tear, etc. Any unreasonably optimistic rental, occupancy, and net income projections should be identified, and more conservative projections should be'substi- tuted for purposes of the institution's loan underwriting analysis. C. The credit history, financial condition, and past development expe-rience of the .leveloper must lip nvalunte.d. Institutions should he Merl lrularly alert to nyndecat lona whrreln the developer In A corl,nratinn .If Iwrtnership witle few or teo tatxillele assuts. In such instances the institution's only security lies in the economic viability of the proposed project unless strong personal guarantees can be obtained from principal officers or general partners of the development company. 3. In most loans -to -lenders programs the project development loan is designed to mature on the final maturity date of the bond issue, usually after 10 to 12 years. However, in.many cases the loan will be set up to amortize over a much longer period. This results in a large balloon payment at maturity and an additional risk to the institution holding the first lien. If the project is less successful than anticipated, it may be difficult for the developer to refinance with another lender or to sell without a loss. The institution may be forced to refinance the project in order to avoid foreclosure. Since the below -market -rate source of funds from the bond issue will no longer be available, the new market rate terms of such a refinancing may place a further burden on the project and only postpone default. Even if the project is successful, the institution must plan for the loss of the remaining bond proceeds at the final maturity of the bond issue, and consider carefully its ability to refinance the loan on conventional terms if that is the preference of the developer. The institution should be aware of the risk facing it at the end of the loan term and take steps during its negotiation of the initial agreements to minimize its exposure. Contin- uous monitoring of the project's financial condition during the term of . the Than is also essential in order to allow remedial action on a timely basis if necessary. 4. A careful review of the various legal agreements involved in a loans -to - lenders program should be made to determine what situations may trigger an early redemption of outstanding bonds and withdrawal of bond proceeds loaned to or deposited with the participating financial institution. Should such an accelerated redemption and withdrawal occur, the lending institution would lose its low-cost source of funds and may be left to its own resources either to continue financing for the project or to initiate foreclosure proceedings. When negotiating the initial agree- ments, the institution should seek as much flexibility as possible to deal with default situations without triggering accelerated bond redemption. NR 56 Page Four . •.� 5. If the proposed project includes construction financing, prudent loan disbursement procedures must be followed to assure that no funds are paid out for uncompleted work and.to preclude intervening liens. Periodic progress inspections and other normal controls used in -construction financing are essential. Institutions should avoid program requirements that restrict or interfere with the exercise of prudent disbursement controls. 6. The Loans -to -one -borrower limitations imposed by Insurance Regulation 563.9-3 apply to loans made through loans -to -lenders programs. Before committing to participate in such a program, institutions should determine that compliance with those limitations is not jeopardized. Institutions should also analyze potential projects in conjunction with other aspects of their existing loan portfolios in order to avoid an undesirable concentration on any other basis. If more than one institution participates in a single project under a loans - to -lenders program, each institution is responsible for its independent under- writing analysis and its conclusion that the loan with which it is involved is sound and within regulatory requirements. when reviewing an institution's underwriting of any loan associated with a municipal loans -to -lenders program, examiners should be guided by the appropriate sections of the Examination Objectives and Procedures Manual: e.g., Apartment Lending, Land Acquisition and Development, Other Improved Real Estate, Construction Lending, and Appraisals. Stated objectives, policies and procedures, includinq possible unsafe and unsound conditions, are fully applicable to these loans. J�ft Director Distribution to state supervisory authorities to be made by District nirectors- Examinations. MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 9, 1984 SUBJECT: OTHER BUSINESS FOR 11-13-84 SPECIAL WORKSHOP/CITY COUNCIL MEETING If time permits there are several other items that should be briefly discussed by the City Council. A. CONSIDERATION OF ADDITIONAL BUILDING CODE ENFORCEMENT - Presently the City's Building Inspection Department is enforcing minimum code as outlined by the Uniform Building Code. Due to the amount of construction that is occurring in the City of Eagan our Building Inspectors cannot spend the additional time on quality construction that might be desired. Each building project has a minimum number of inspections for enforcing the Uniform Building Code. Currently those inspections are performed but with the current level of staff it is not possible to spend additional time with each housing, commercial or industrial project and some building inspectors coordinate in other communities. City Council - member Wachter has expressed concern about the quality of construc- tion and this concern is shared by the City's Building Inspection Department. The question as to whether the City of Eagan should attempt to assume responsibility for quality of construction beyond enforcement of the Uniform Building Code should be further addres- sed by both the City Council and Building Inspection Department. The City Administrator will shed a few thoughts about this subject matter at the meeting on Tuesday. B. EMPLOYEE RIGHT -TO -KNOW - The City Administrator will provide a brief update on the status of the Employee Right -to -Know. C. HANDICAPPED STUDY FOR FEDERAL REVENUE SHARING - The City Administrator will provide a brief update on the Handicap- ped Study. D. LOCAL ACCESS PROGRAMMING - The City Administrator would like to discuss briefly Local Access Programming as it relates to Public Service Programs for cable television. E. HERB POLZIN MEMORIAL FUND - The City Administrator has been acting as the custodian of the Herb Polzin Memorial Fund. There is approximately $460 which is undesignated. In recent conversations with Agnes she would like the City Council to consider a public use for these funds in memory of Herb. Other Business for 11-13-84 November 9, 1984 Page 2 F. UNION NEGOTIATIONS - The City Administrator will demands. G. OTHER - update the City Council on union The City Council has received a letter from Donnis L. Bergman a resident of Apple Valley and that letter is enclosed for your review. The City Administrator has discussed this matter with Chief of Police Berthe and will have a verbal response for the City Council on Tuesday. SUMMARY - In summary, there are a number of things to cover at the workshop session. The City Administrator has attempted to prioritize the items and if time does not permit discussion of all these items they can be carried over to a future workshop session or possibly explained by memorandum in the case of Items B, C and D of Other Business. ll City Administrator