Goal session d
CITY OF
01121311113SEN
' 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900 • FAX (612) 937-5739
MEMORANDUM
TO: Mayor and City Council
FROM: Don Ashworth, City Manager
DATE: April 4, 1991
SUBJ: Goal Session, Saturday, April 6, 1991
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This past week, I sent out the proposed agenda for Saturday
morning. The Mayor had temporarily borrowed my departmental
review/goal files and the following enclosures were not able to be
put into that packet. I apologize for the short review time that
the Council will have. Fortunately, most of the departments will
' be walking down through these as a part of their individual
presentations. The Mayor had asked that each department rank their
goals showing what each department considered to be their most
' important goals. The first sheet in the attachment represents that
combined list. Behind that summary is the complete list as
originally submitted by each department. It is important to note
that these are tentative goals as seen by each department. The
purpose of this meeting is to ensure that these goals coincide with
the goals of the City Council.
See you Saturday.
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AGENDA
CITY COUNCIL GOAL SESSION .
SATURDAY, APRIL 6, 1991, 7:30 A.M.
i CHANHASSEN FIRE STATION, 7610 LAREDO DRIVE
(USE REAR ENTRY)
1 7:30 a.m. Wake-up Breakfast/Coffee (Optional)
8:00 a.m. Mayor's\Manager's Overview:
- Objective of Goals Worksession
- Timetable
- Process
- Ranking
* When
' * Where
8: 15 •- 10:30 a.m. Presentation of Preliminary Department
Goals (Parks/Engineering/Etc. ) .
10: 30 a.m. Break
10:30 - 12:00 p.m. Long Range Goals, Ranking & Future Agendas
12: 00 p.m. Lunch (optional)
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1991 PRIORITY GOALS BY DEPARTMENT
MARCH, 1991
' ENGINEERING
Ii. Surface Water Utility: Proceed with consultant selection and
implementation of the water quality and Chapter 509 Surface
Water Management Plan elements of the utility district.
Support Finance in calculation of fees for inclusion in the
quarterly bills and review any appeals.
2 . Pavement Management: Complete processing the results of the
pavement inventory which was completed in 1990 and prepare for
Council approval of a funding scenario and rehabilitation
strategy for all city owned pavements.
3 . Uniform Traffic Control Installation: Institute and promote
a policy of uniform traffic control installation including
signage and pavement markings as governed by the MMUTCD.
' Complete a city-wide sign inventory and make necessary changes
to comply with the MMUTCD.
4 . Platting/Development Support: Work with the Manager's office
and Planning Department to provide engineering input on
preliminary plat and site development proposals in a timely
' fashion. Revamp the policy for the use of consultants on
private developments, i.e. go to a pool concept wherein the
City Engineer's office determines a list of acceptable
' consultants for developers to use. Any consultant not on this
list would not be allowed to do work in the City (public or
private) .
' 5. Downtown Traffic: Complete and implement the approved
recommendations for resolving the downtown traffic issues,
i.e. signals at Great Plains Boulevard and Laredo Drive.
t6. Public Works Public Relations: Continue the public awareness
program to promote citizen awareness of public works
activities and services, perhaps by holding a public works
rodeo in concert with the state and/or other local event in
concert with National Public Works Week.
' PARK AND RECREATION DEPARTMENT
1. Coordinate the design and construction of the Lake Ann Park
Picnic/Recreation Shelter.
2. Completion of the Lake Susan Park improvement program.
3 . Coordinate the first phase of construction at Herman Field
Park.
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4 . Coordinate the initial phase of park construction at Outlot G, 11
Lake Susan Hills. Plan for the timely development of the
remaining Outlots E, F and G.
5. Pursue outdoor recreational grant programs and other available
sources of matching funds to augment the park acquisition and
development fund. '
PUBLIC SAFETY
1. Continue developing effective delivery of animal control 1
services to the neighboring cities pursuant to the animal
control contract.
2 . Provide community education in such areas as crime prevention,
drug prevention, traffic safety and fire safety.
3 . Develop my commitment to effective communication with the City I
Manager, Mayor and City Council, Public Safety Commission and
City Staff. ,
4 . Provide opportunities for Public Safety staff to continue to
develop in the areas of professional growth, including
addressing the issues of enforcement style, knowledge of
applicable law, and abilities to work with City personnel and
citizens.
PLANNING DEPARTMENT '
1. Complete the Comprehensive Plan approval process by gaining 11 its adoption by the Chanhassen City Council and by the
Metropolitan Council. Begin plan implementation.
2 . Initiate work related to the Surface Water Management Program. '
3 . Establish the Chanhassen Senior Commission and begin work on
senior issues. i
4 . Improve code enforcement on zoning related issues.
5. Initiate Highway 5 Corridor Study as required by City Council ,
condition to Comprehensive Plan approval.
FINANCE DEPARTMENT '
1. Obtain and install a new payroll system that will be more
suitable to our needs.
2 . Finalize systematizing of network system and complete
connection for all working departments.
3 . Complete installation of property information management
system.
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4 . Investigate processing alternatives for the financial
accounting and utility billing systems in an effort to reduce
the current vulnerability levels.
5. Establish tighter collection procedures for delinquent utility
bills to protect the city from further losses to bankruptcies,
' etc.
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rY -' 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
:= 4 (612) 937-1900 • FAX (612) 937-5739
MEMORANDUM
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TO: Don Ashworth, City Manager
IFROM: Gary Warren, Public Works Director (,2J
DATE: December 19, 1990
IISUBJ: 1991 Goals and Objectives
File No. PW-227
IThe following list highlights the goals and objectives for the
Public Works Department for 1991:
1 . Surface Water Utility - Proceed with consultant selection and
implementation of the water quality and Chapter 509 surface
I water management plan elements of the utility district.
Support Finance in calculation of fees for inclusion in the
quarterly bills .
I 2 . Pavement Management - Complete processing the results of the
pavement inventory which was completed in 1990 and prepare
for Council approval a funding scenario and rehabilitation
Istrategy for all City-owned pavements .
- 3 . Comprehensive Planning - Support the Planning Department with
Ithe completion of the Comprehensive Plan update.
4 . Computerization - Assist with bringing on line and debugging
the City' s new SCADA system for the Utility Department.
I Continue to press for the computerization of the Engineering
and Public Works Departments, especially as it relates to
infrastructure mapping (G.I .S. ) and data recording/retrieval .
II5 . State-Aid Mileage/Reimbursements - Work with MnDOT to
allocate unused State-Aid mileage to the City's M.S.A.
I system. Further, see to it that all State-Aid reimbursements
are maximized and received from the State in a timely
fashion.
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Don Ashworth
December 19, 1990
Page 2
6 . Platting/Development Support - Work with the Manager 's office
and Planning Department to provide engineering input on
preliminary plat and site development proposals in a timely
fashion . Update the City' s standard specifications and
detail plates . Revamp the policy for the use of consultants
on private developments , i .e. go to a pool concept wherein I
the City Engineer 's office determines a list of acceptable
consultants for developers to use. Any consultant not on
this list would not be allowed to do work in the City (public
or private) .
7 . Staffing/Space Allocation - Prepare five-year space
utilization plan for the Engineering Department. Provide
transition support in the interim until a new City Engineer
is hired.
8 . Infiltration/Inflow Program - Implement the third year of the
City' s annual infiltration/inflow removal program. Test the
waters concerning the ultimate elimination of clear water
sources (sump pumps and foundation drains ) from the City's
sanitary sewer system per Ordinance No. 19-130 and the MWCC' s
waste water treatment and handling implementation plan (1990
- 2010 ) . Continue to provide input to the MWCC 's
incentive/disincentive I/I policy. Proceed with sewer
televising of the City ' s trunk sanitary sewers lying in close
proximity to the lake areas and other suspect
infiltration/inflow areas.
9 . Interdepartment Communication/Cooperation - Foster an
atmosphere of support and cooperation with the various City
departments. Encourage the "TEAM" concept.
10 . Trunk Highway 5 Improvements - Review and arrange for City
approval of Trunk Highway 5 improvements from Hennepin County
line to County Road 17 . Also, arrange for City approval of
the staff-approved layout for Trunk Highway 5 improvements
from County Road 17 to Trunk Highway 41. Obtain the
remaining right-of-entry forms in time such that the next
phase of Trunk Highway 5 can be "let" on March 22, 1991.
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11 . Crack Sealing Program Acquire equipment and initiate an
annual crack sealing program for the City's streets.
12 . Water Utility - Design and construct Well No. 6 and place in
service by the fall of 1991 .
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Don Ashworth
December 19, 1990
Page 3
13 . Roadway Signage - Initiate an inventory system stem for
documenting all City-owned roadway signage. Work with Public
' Safety to sponsor a roadway signage workshop including the
City Attorney 's office to educate the Public Safety
Commission and the City Council to achieve a uniform road
signing policy in the City.
14 . Downtown Traffic - Complete and implement the approved
recommendations for resolving the downtown traffic issues,
i .e. signals at Great Plains Boulevard and Laredo Drive.
15 . Project Management - Specific projects which will be
' administered from this office which are known at this time
are as follows:
A. MnDOT 's Trunk Highway 5 improvements, Hennepin County
line to County Road 17 and County Road 17 to Trunk
Highway 41. Negotiate details of the cooperative
' agreements for the respective projects with MnDOT to
maximize State participation.
B. Entrance monumentation and organization of the Trunk
Highway 5 improvements between Great Plains Boulevard and
County Road 17 .
' C. Trunk Highway 101 Realignment, Phase II (North Leg ) -
Design/property acquisition.
D. Lake Drive East from Dakota Avenue to Dell Road - Final
' project closeout and assessment.
E. West 78th Street Detachment Project - construction.
' F. Minnewashta Parkway feasibility, design and construction.
G. Property acquisition and design for 200, 000 elevated
storage tank located on Forest Ridge Circle.
H. Various private development subdivision projects .
' 16 . Accounts Payable - Process accounts payable in a timely
fashion within 30 days of receipt. Review all invoices for
accuracy and appropriateness .
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Don Ashworth
December 19, 1990
Page 4
17 . Project Assessments - Arrange for the adoption of assessment
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rolls for the following projects in time for the October 15,
1991 levy: '
A. Audubon Road South Project No. 89-18
B. Frontier Trail Project No. 89-10
C. Country Hospitality Suites Project No. 89-25
D. Lake Drive East Project No. 89-6
18 . Public Works Public Relations - Continue the public awareness
program to promote citizen awareness of public works
activities and services, perhaps by holding a public works
rodeo in concert with the State and/or other local event in '
concert with National Public Works Week.
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c: Charles Foich, Assistant City Engineer
Dave Hempel, Sr . Engineering Technician
Kim Meuwissen, Engineering Secretary
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Park and Recreation Coordinator
1991 Goals
January, 1991
1. Coordinate the design and construction of the Lake Ann Park
Picnic/Recreation Shelter.
2 . Completion of the Lake Susan Park improvement program.
3 . Coordinate the first phase of construction at Herman Field
Park.
4 . Facilitate the adoption of a master park plan for the Pheasant
Hills area park.
5. Coordinate the initial phase of park construction at Outlot G,
Lake Susan Hills. Plan for the timely development of the
remaining Outlots E, F and G.
' 6. Coordinate the completion of the revitalization of Carver
Beach linear park.
7. Finalize the design and implement construction of a pedestrian
trail through the wooded region of Lake Ann Park.
8 . Identify land parcels west of Lake Minnewashta which would be
suitable for neighborhood park purposes.
' 9. Pursue outdoor recreation grant programs and other available
sources of matching funds to augment the park acquisition and
development fund.
10. Create an "adopt a park" program which mutually benefits the
City and the organization adopting a park.
11. Work with School District 112 in designing a master park plan
for City Center Park and coordinate the improvement program
approved for this park as part of the 1991 budget.
' 12. Facilitate a comprehensive study of all park facilities and
coordinate the repair, removal or replacement of items found
' to be unacceptable.
13 . Establish a play equipment inspection system for all play
areas owned and/or operated by the city.
14 . Develop and implement a dedication ceremony for Lake Susan
Community Park.
' 15. Assume a leading role in the preservation of the city's water
resources.
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16. Nurture long range plans for the development of a middle 11
school campus in Chanhassen.
17 . Increase involvement by civic organizations in special events 1
coordinated by the department.
18. Realize professional growth in the areas of providing guidance '
to the Park and Recreation Commission, presenting park and
recreation items to the City Council and addressing the needs
and desires of residents. '
19 . Cultivate departmental relationships to ensure the accurate
and timely delivery of agenda items.
20. Provide the Recreation Supervisor and seasonal staff with
leadership, direction and support.
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RECREATION SUPERVISOR
1991 GOALS
1 . Increase NYSCA Clinics - more certified.
2 . Continue to put out quality brochures by contacting the
necessary departments, civic groups and athletic associations
in enough time to submit their information for publication.
3 . Provide umpires with more information on handling an eligi-
bility protest at the field.
4 . Work with Don Schwartz in developing and implementing the
Umpire Coordination position for the 1991 softball season.
5 . Develop a better understanding with the Industrial League
regarding the eligibility of players and the eligibility of
laid-off workers .
6 . Develop a new rule making it mandatory for the umpire in a
Co-Rec softball game to hold onto the "other" softball when
it is not in play.
7 . Create new features for the 4th of July celebration .
8 . New social programs for pre-school and teenagers .
9 . Increase activities for elementary age children on their days
off .
10 . Design new activities for Discovery Playground.
11 . Improve Milfoil Education Program for gate attendants through
educational handouts and seminars .
12 . Develop open gyms for junior high aged kids .
13 . Increase involvement with MRPA by reading "Keeping Up" and
volunteering for some special event.
14 . Implement "Rookie League " Baseball Clinic .
15 . Implement after hours phone line for reference about scheduled
activities; softball games , etc .
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, , ; t;" ;_� 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN MINNESOTA
is': 55317
(612) 937-1900 • FAX (612) 937-5739
IMEMORANDUM
ITO: Don Ashworth , City Manager
FROM : Scott Harr , Public Safety Director
IDATE: November 30 , 1990
- SUBJ : Goals & Objectives
IThis memo is to follow up on our discussion
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objectives . I am pleased to report that 1990egoas h vea been
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• I successfully met and I am very enthused to embark kon1991
goal ,. .
1990 GOALS
1 Attached please find a copy of my 1990 goals . Following are
brief comments on each individual item:
1 1 . Our code complaint & response
better than ever . procedures are running
The new forms , record keeping, work-
ing with the City Attorney , and computerization to the
extent possible -makes this system work consistently
well .
2 . Mark Littfin has more than met the criteria to make the
transition to the position of Fire Marshal . Mark con-
tinues to develop his knowledge and confidence, which
combine to provide the City with a most professional
I Fire Inspection/Prevention program.
3 . Even with a personnel change within the Building Inspec-
I tion Department , we have met our goals of continuing
provide quality inspection servicesto the community.
Each of the inspectors has grown professionally, and
this has evidenced itself by the quality and quantity
of work being accomplished by them.
4 . Personnel issues continue to 'be addressed with all
Public Safety personnel . Departmental meetings , educa-
tional seminars , and in-house training opportunities are
being used to improve the professionalism of the depart-
ment .
Don Ashworth
November 30, 1990 �.
Page 4
2 . Continue consolidation of the Assistant Director/Director I
responsibilities . ' This will include relying on staff
to a greater degree in order to meet such goals as
those surrounding code enforcement programming. '
3 . I plan to be building a relationship with the Fire
Department that has not been accomplished to the point
that I think it should be. I will be developing a
working involvement with the Fire Department , as well
as providing more availablility to City Hall for them,
while developing increased communication with them.
Attendance at departmental meetings , frequent meetings
with the Fire Chief, and involvement with the depart-
ment are critical aspects of this goal .
* 4 . Continue developing effective delivery of animal control
services to the neighboring cities pursuant to the animal
control contract .
5. Provide in-house training to staff in such areas as
first aid and providing information to staff on how to
provide information to the authorities in the event
they witness an accident or see something suspicious .
6 . Schedule meetings with the various agencies that provide
public safety services to Chanhassen in order to develop
communication, clarify needs and expectations , and help
individuals become better acquainted between agencies .
* 7 . Provide community education in such areas as crime pre-
vention, drug prevention, traffic safety and fire
safety.
* 8 . Develop my commitment to effective communication with
the City Manager , Mayor & Council and Public Safety
Commission and City Staff .
* 9 . Provide opportunities for Public Safety Staff to con-
tinue to develop in the areas of professional growth,
including addressing the issues of enforcement style,
knowledge of applicable law, and abilities to work with
city personnel and citizens .
• 10. Assist in increasing the awareness of the public
regarding public safety resources in their community
through the Public Safety Open House, Fire Department
Open House and Metro Public Safety Day.
11 . Continue to respond to the public safety needs of this
growing community, as well as to respond to the direc-
tives of the City Manager .
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* These are items that I think would be particularly appropriate to
address at a council/staff workshop.
a
CITYOF
A CHANHASSEN
F % ' • 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
' r (612) 937-1900 • FAX (612) 937-5739
' MEMORANDUM
TO: Don Ashworth, City Manager
FROM: Paul Krauss, Planning Director 9
' DATE: December 17, 1990
SUBJ: 1991 Goals for the Planning Department
In formulating the Planning Department's goals for 1991, I first
conducted a review of goals that we had established in 1990. The
following constitutes a review of these goals.
' 1. Complete the Comprehensive Plan, hearing process and submittal
to the Metropolitan Council for review.
' Work on the Comprehensive Plan involved an extraordinary
amount of time on the part of staff and the Planning
Commission. The time was spent not only in drafting of the
plan, but in an extensive round of meetings with individuals,
developers and neighborhood groups that culminated in the
final public hearing that was held in early November, 1990.
As you are aware, the plan is going to be presented to the
' City Council on January 7, 1991 and it is our expectation that
it would be forwarded to the Metropolitan Council shortly
thereafter. Work on the plan took somewhat longer than we had.
anticipated, largely due to the time required to obtain public
input. However, I believe that the document is a good one
and, perhaps more importantly, it appears to have been
accepted by the many individuals who have been involved in the
planning process.
2. Embark on a coordinated wetlands protection program.
Staff set this goal in 1990 recognizing the need to improve
our wetlands protection efforts. During the course of the
' year, two significant factors occurred. The first was that it
became clear that water quality is a growing issue for our
community. Not only do we want to maintain water quality for
our residents, but it has become a primary issue for the
' Metropolitan Council and other state agencies. The second was
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Mr. Don Ashworth I
December 17, 1990
Page 2 I
that there would be benefits accruing if the storm water
management elements being considered by the Engineering
Department could be coordinated with the wetlands and water
quality programs that were being discussed by the Planning
Department. Throughout the course of 1990, Planning and
Engineering Department staff worked together to formulate an II
approach to these issues. This approach culminated in the
proposal and adoption of the surface water utility district.
We believe that this district represents a highly innovative
and cost effective means of approaching this issue that will
put Chanhassen in the forefront of environmental and water
quality protection. I have also interacted extensively with
the Metropolitan Council, the DNR, PCA and other agencies
relative to water quality issues stemming from problems with
the Minnesota River. This has culminated in my being
appointed to a Metropolitan Council Task Force designed to
investigate water quality issues in the Minnesota River
watershed and develop a comprehensive plan for improving the
aquatic environment. I believe that this work has set the
stage for some complex, but nevertheless exciting and
warranted work in 1991 and 1992.
3 . Continue to respond to needs to upgrade, revise and improve I
the Zoning Ordinance.
During 1990, staff developed a number of new ordinances that
have been reviewed by the Planning Commission, Board of
Adjustments and Appeals and City Council, most of which have
been refined and adopted and are currently in effect. Among
the more significant ordinance amendments include: a
-comprehensive redraft of the city's parking requirements, a
comprehensive redraft of the city's site plan review with an
emphasis on improved quality of development, a new grading and
mining ordinance drafted in conjunction with the City
Attorney, the interim use permit ordinance designed to deal
with uses of a temporary nature, an ordinance amendment
dealing with provision of access to lots by private driveways,
and a new approach to reviewing variances that is based upon
neighborhood standards. In fact, over the course of 1990,
much of the city's approach towards variance procedures has
been revised with the result that the Planning Commission and
City Council now review and approve variances connected to
development proposals and the Board of Adjustments and Appeals
considers variances dealing primarily with single family
homes. We have also improved internal procedures for the
review and tracking of development proposals.
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4. Complete the changeover to hauler sponsored curbside
recycling.
The changeover was completed in April of 1990 and has proven
to be highly successful. Most of the credit for the strong
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Mr. Don Ashworth
December 17, 1990
I Page 3
staff support the Recycling Commission has given should go to
Jo Ann Olsen and .Sharmin Al-Jaff. Participation in recycling
continues to improve while direct city costs for sponsoring
recycling have significantly decreased as a result of the use
of hauler based recycling collection.
5. Continue to reorganize programs and procedures to improve
coordination with Public Safety, Engineering and Park and
Recreation.
Staff has spent considerable time undertaking tasks relating
to this goal. I believe we have established an excellent
working relationship with staff of both departments. One area
this is made evident is the strong coordination between the
Engineering and Planning Departments in enforcing the new
grading and mining ordinance.
6. Continue to be responsive to the needs of the City Council,
Planning Commission, Housing and Redevelopment Authority and
Board of Adjustments and Appeals.
I believe that this goal has been reached and will continue to
I strive to do so. A number of new initiatives have been
originated by these bodies and have been followed up by our
staff and I hope that there is a high level of satisfaction
that staff has been responsive to these concerns.
7 . Initiate computerization of departmental functions on an
incremental basis.
-Although we have received hardware in 1990, the need to
coordinate acquisition of software and networking capabilities
required to implement this goal have lagged. We are looking
forward to working with the Data Processing Coordinator during
1991 to undertake this important work and improve utilization
Iof staff and equipment.
8 . Adopt amendments to shoreland and floodplain ordinances in
response to new DNR regulations.
Staff has prepared a revised floodplain ordinance and has
recently discussed it with the Planning Commission. We expect
to bring it to the Planning Commission and City Council for
formal adoption in January, 1991. The DNR shoreland
regulations have proven somewhat more involved than originally
anticipated. The DNR has not yet set a date for Chanhassen to
complete their updates, although we believe this procedure is
imminent. The shoreland ordinance is somewhat more involved
I and affects a number of properties in our community. We would
like to work with DNR to obtain substantial changes in the
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Mr. Don Ashworth
December 17, 1990
Page 4 '
existing ordinance that reflect Chanhassen's development
pattern. ,
The following are the 1991 goals for the Planning Department.
1. Complete the Comprehensive Plan approval process by gaining '
it's adoption by the Chanhassen City Council and by the
Metropolitan Council. Begin plan implementation.
Work on the plan is now drawing to a close and it is expected '
that the City Council will authorize sending it to the
Metropolitan Council in January. We have always maintained
that the Metropolitan Council approval process could
conceivably be as difficult as the plan development was
internally since there are a number of technical and political
variables that may crop up. I have spent an vast amount of
time over the last 11/2 years working extensively with
Metropolitan Council staff to uncover any problems beforehand
and hopefully work them out, but it is difficult to say with
any certainty that this is in fact the case.
As a follow-up work effort, the Planning Commission has
committed to undertaking an analysis of the two "study areas"
designated by the plan. These studies will essentially be
mini comprehensive planning efforts. We are not certain if
time will allow starting this program in 1991, but the work
will need to be initiated in 1992 at the latest.
2 . Initiate work related to the Surface Water Management Program. ,
.Staff has been very active in developing the city' s surface
water utility ordinance and program. Now that we have gotten
over that hurdle, RFPs need to be developed and consultants
retained so that we may undertake the planning portion of this
work. It is envisioned that an RFP will be developed and a
consultant selected during the first quarter of 1991.
Although further discussion is required, it is likely that
subcommittees or task forces may need to be assembled
comprised of City Council, Planning Commission and resident
representatives to undertake and complete these studies. This
is viewed as an extensive work effort that will encompass at
least the next two years, with implementation beginning in the
second year and following years. Staff has committed to
giving the City Council annual reports on progress and
opportunities to review annual work programs to solicit their
input. '
3. Establish the Chanhassen Senior Commission and begin work on
senior issues. i
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Mr. Don Ashworth
December 17, 1990
' Page 5
In 1990, staff contracted and completed work on the CDBG
funded senior needs study. As a result of this study, the
City Council created the Chanhassen Senior Commission in
November, 1990. During 1991, it is staff's goal to establish
this commission as a functioning entity, develop an agenda and
undertake work related to senior needs in our community.
Exactly what focus this will take is uncertain at this point
in time.
4 . Improve code enforcement on zoning related issues.
In the past, code enforcement relative to zoning code related
' issues has been difficult to undertake due to excessive work
loads, prior staff commitments and the fact that there were
simply too many other brush fires to put out. Public Safety
staff has attempted to fill this void in part with mixed
results. The process whereby Planning staff often working
with Engineering staff spends months working on an issue only
' to then transfer it to another department for enforcement has
proven to be unwieldy and difficult to undertake. We find
that the process and not the individuals involved has
occasionally resulted in "the ball being dropped" or erratic
enforcement procedures. Therefore, I have discussed this
matter with the Public Safety Director and the City Manager
and would anticipate setting up a procedure whereby the public
safety system of monitoring complaints is adhered to for
administrative purposes, but that Planning staff becomes
directly responsible in all stages of code enforcement
relative to issues pertaining to our department.
5 . -.Computerize Planning Department functions.
Staff continues to have a goal of computerizing staff
department functions to promote efficiency and better use of
resources. Our ability to do this is somewhat hampered by the
need to coordinate these programs effectively with other
departments and with the city's Data Processing Coordinator.
There is also a cost involved that may be significant,
however, this is not clear at this point since much of the
hardware already exists. Staff will continue to push for
computerization of property records and other elements of use
to departmental functions.
6. Continue to respond to needs to upgrade, revise and improve
the Zoning Ordinance. .
' This is an on-going goal that I am sure will not be eliminated
in the near future. The Planning Commission has established
' an on-going issues list that I have attached as back up to
this memo. Items that they have asked us to undertake in 1990
I
Mr. Don Ashworth I
December 17, 1990
Page 6 '
include: 1) researching rural area zoning standards including
possibly lowering lot sizes to one acre; 2) wetlands ordinance
redrafting in conjunction with the surface water utility; 3) '
shoreland ordinance; 4) review legislation and possible
ordinance amendments pertaining to group homes; 5) review
ordinances pertaining to the BF district which occurs on
Highway 169 near the Minnesota River. The Planning Commission
is considering revising or eliminating this district to
protect the sensitive environmental features of this area.
Work on this program was initiated under the comprehensive
plan review program.
Staff would like to initiate a comprehensive redraft of the
city's PUD ordinance. We believe that the current PUD
ordinance provides frankly too much latitude for developers
and not enough standards or guarantees for the community. '
7 . Continue the city's active involvement in transportation •
issues.
•
The Planning Department provides staff support for Southwest
Metro Transit. We expect to continue to do this in 1991, but
do not envision any significant additional workloads in this
area. We would like to work with Southwest Metro to improve
park and ride facilities in our community.
Planning and Engineering staff have been working with a
consultant to undertake a review of downtown transportation
issues. We expect to complete this report in 1991 and
undertake an implementation program that is phased in
-accordance with its recommendations.
Staff worked with Carver County and other communities on the
Eastern Carver County Transportation Study. This work has
been completed in 1990; however, there is a need to continue
the transportation focus and respond to issues that became
known and understood during the study. Staff will be working
with the County Engineer and other neighboring communities on
these matters in 1991.
8. Continue to refine and improve our city recycling program.
The Recycling Commission has reached a point where they are in
need of renewal and focus. During 1990, the committee
undertook substantial work and accomplished a lot with the
switch over to hauler based recycling. In 1991, there is a
need to focus on the recycling of additional materials
including plastics and spreading the benefits of recycling to
multi-family housing and commercial properties.
I
Mr. Don Ashworth
December 17, 1990
' Page 7
9 . Continue to refine and improve city procedures relative to
development. Strive to maintain and improve Chanhassen's
' image as a progressive community that sets high standards for
development. Maintain good working relationships with
developers and brokers and ensure that resident's concerns are
' heard in the review process.
In 1990, staff proposed and had approved an ordinance
requiring the posting of notification signs on sites
undergoing review for development. This was done to improve
communication with area residents as to what the city was
reviewing. Staff is on the verge of acquiring these signs and
' will undertake the establishment of a program for their use by
developers in 1991.
' The City Council has asked staff to undertake an analysis of
the potential of charging developers for staff time undertaken
in review of their development application. I have developed
a questionnaire which has been mailed to a number of area
communities to find out their policies in this area. I expect
to be able to come before the City Council with a
recommendation to investigate the adoption of these fees in
' 1991. In a related matter, it is also necessary that the city
review and update the fee structure for all planning related
activities.
I have noted a problem in the filing of plats, conditions of
approval, variances, wetland alteration permits and related
matters at Carver County. Our procedures to this point
generally place full reliance on filing of the appropriate
-_documentation by the applicant. This has resulted in lack of
city control of many of these aspects and a lack of
' coordination where easements and other requirements that were
intended to be filed against the property ultimately were not.
Most communities assume responsibilities for filing of these
documents to ensure complete control over this aspect of the
review procedure. Staff has spoken to the City Council
regarding this issue in the past and in 1991 expects to
establish a procedure whereby the City Attorney's office will
' be held responsible for these activities. The City Attorney's
time to undertake these procedures will be billed back to the
applicants in the form of a revised fee structure.
I
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1 II
REVISED DECEMBER 5, 1990 11
ONGOING ISSUES STATUS I
Comprehensive Plan Issues
1. Comprehensive Plan Update Recommended for approval by PC
II
on 10/24/90 - Adoption by CC
12/90 - Full implementation
Spring, 1991 I
2. Amendments to MUSA Boundary Adoption 12/90
3. Future Use for Areas 1995 Study Areas - Work effort 1
Outside the MUSA Boundary to begin after adoption of new
Comp Plan
IIZoning Code Amendments
1. Blending Ordinance Staff directed to develop
II
scenarios - low priority
2. Rezoning BF Dist. to A2 Scheduled Discussion/Staff II directed to draft a potential
new zoning district ordinance -
winter, 1991
3 . Sign Ordinance Inactive II
•
(low priority)
4 . Tree Ordinance - Mapping of Inactive I
significant vegetative
areas
5. -Rezoning 2k Acre Lots to RR Schedule future agenda - II
District Winter, 1991
Other Items II
1. Computerize land use files, Ongoing - CUP's completed
II
permits, conditions and
expiration dates on a
parcel by parcel basis
II2. Reappraisal on wetland Staff processing a position
issues, ordinance and paper to review wetland
mapping in conjunction ordinance and enforcement -
II
with storm water management Budgeted money for update 2
and water quality plan year timeframe or storm water
utility fund I
3. Definition of structures Winter, 1991
4. Shoreland Ordinance Spring, 1991 1
II
i
li ,,
CITYOF
,.,
,_.,i ::,
r t
cHANBAssEN
I '. '''. ,,A, _ . . .
7 °ter 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
I -4;-
` (612) 937-1900 • FAX (612) 937-5739
Ill ' -
MEMORANDUM /// /q/
IIDATE: February 6 , 1991 �eJ;F� ..,
TO: Don Ashworth, City Manager
II
'
FROM: Jean Meuwissen , Treasurer l
rt,4, y , ,
Tom Chaffee , Data Processing' Coordinator C; -
ISUBJECT: 1990/1991 Goals and Objectives
Reviewing the immediate past year always provides enlightenment and
sometimes even a little humor . 1990 has provided us quite a bit of
the former but as usual , not a lot of the latter . As we expected,
the legislature continued to play games with our taxing ability but
I most importantly made nearly unreasonable schedule demands on us
regarding the budget process and truth in taxation. Continued per-
sonal medical problems added to our problems in 1990 but also
II enlightened us of the importance of having and maintaining good
records and procedures as well as sharing responsibilities . Over
all , 1990 was fairly successful but still leaves room for improve-
ment . Referring to our 1990 goals and objectives , we offer the S
Ifollowing .status update: nD��,
9PkI 104.
- 1 . We have established and are maintaining an excellent Sc-1
II working relationship and rapport with the new auditors
and financial advisors .
2 . We held several meetings with our auditors and an outside
Iconsulting firm regarding a fixed asset management system
but re-prioritized the item because of time demands relating
to more urgent projects .
I3 . We have done little more than talk about the possibility
of implementing a central services fund. At this time we
' have more items of higher priority than this and have tem-
porarily tabled further action.
I
I
II
Don Ashworth, City Manager
February 6, 1991
Page 2
4 . As interest rates began to fall after the Middle East '
problems started in August , we decided to diversify
our investments and try to extend some better yields
for a hedge against possible recession and lower short-
11
term yields . Using some valuable advice and guidance
from our local bank, several brokerage houses and
numerous associates in the financial world, as well as
our City Auditors , we have expanded our investment
portfolio and diversified our instruments . The end
result should return us close to 9% earnings on our
investments in 1991 when, at this writing, the short-
term Treasury Bill is producing a net yield of less
than 6% .
5 . The GFOA Distinguished Budget Award still is a desirable
goal , however, not a high priority item.
6. We have gathered some information regarding record I
management/retention but have yet to activate procedures .
7 . We managed to ignore the rumblings about a Cafeteria Plan ,
but , when the time came to act , we implemented the current
plan effective January 1 , 1991 , using our existing payroll
system. i
8 . The Office Automation System is in place at this writing
although not operational . Late in 1990 we were able to
crack the nut related to file sharing with Carver County
and subsequently converted valuable property tax and
valuation data files into usable machine-readable formats .
Subsequently , we have established a link with our city uti-
lity billing file and have been using the combined data to
build our files for billing related to the newly created Sur-
face Water Management District . Efforts are continuing in
this area with the ultimate objective of creating down-
loadable files for use on our PC network by all department .
9 . The level of sanity we have maintained is questionable. The
on-going blue smoke and mirrors game that the legislature
continues to play with property taxes and local government
aids is about to come to an abrupt and locally devastating
end. Facing a potential deficit of in excess of $1 billion
at the state level is naturally going to place more demands
on us at the local level to reduce costs or increase taxes .
We intend to continue to monitor legislative activities in
this area and even become more vocal , if possible, about
financing at the state level that creates a potential threat
to us and our citizenry. '
1
11 Don Ashworth, City Manager
February 6 , 1991
Page 3
1991. GOALS AND OBJECTIVES
1 . Obtain and install a new payroll system. that will be
more suitable to our needs .
2 . Train and establish solid working relationship with
' yet another new auditor. (The city audit firm remains
the same however, we have personnel changes to deal
with. )
3 . Finalize systematizing of network system and complete
connection for all working departments .
' 4 . Complete installation of property information management
system.
' 5 . Establish arbitrage rebate/reporting system.
6 . Improve annual budget process to provide more timely,
' accurate projections of current year as well as future
years .
7 . Investigate processing alternatives for the financial
' accounting and utility billing systems in an effort to reduce
the current vulnerability levels .
8 . Establish and maintain more timely budgetary controls for
all city departments .
9 . Continue to monitor legislative actions regarding local
government financing issues .
10 . Establish tighter collection procedures for delinquent
utility bills to protect the city from further losses to
bankruptcys , etc .
1
1
1
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1991 ADMINISTRATION GOALS
( COORDINATED WITH OTHER DEPARTMENTS)
1 . Hwy. 101 - Relocation
- Reach property owner agreements on acquisitions
- Complete modification to Comprehensive Plan/Zoning
- Establish Highway Beautification Project (Hwys. 5, 101, and
Lake Drive)
- Develop park plans - South Lotus Park with grading of Hwy.
101
2 . West 79th Street Construction
- "Review Plans and Specifications for Market and Great Plains
Entrances •
- Crossroads National Bank - request for extension of
purchase agreement
- Hanus/Red-E-Mix/Redevelopment Considerations
3 . Downtown Objectives
- Start construction of grocery/retail mall
- Bus shelter location and drive lane expansions
- Demolition of Chanhassen Lawn & Sports
- Review overall transportation study for the downtown
- Examine redevelopment efforts on West Village Heights
property, Burdick Park, Ward parcel, West 79th Street
east of Hwy. 101, and the Pauly/Pony/Pryzmus area
- Redeveloping the south side of the Dinner Theatre
4 . Finalize 1990 Goals ( see attached accomplishments) .
5 . Examine the idea of a central park.
6 . Examine banner designs, Christmas lights, etc. for downtown,
City Hall, major entrances, etc.
7 . Consider construction of a new library/acquisition of middle
school site.
8 . Make application for the NAHRO Agency Award of Merit in
housing and community development.
- Highway 5 Construction (184th to Dakota; Dakota to 17 ; 17 to 41)
• On schedule —
• • 16 prop. right-of-entry
• • Red-E-Mix, apartment, Taco Shop acquisition on schedule
- Highway 212
• On schedule
•
- Utility Department •
• Telemetry system nearing completion
• Well No. 5 in operation
• I & I
• • 1990 contracted work complete
• • In-house corrections complete
• Few "Water Ban" complaints
- Other Agencies
• Sheriff's Department - Honeymoon Time! ! With Chaffee one
even the police dog grins g
• Minnetonka Community Schools - Approximately 100 programs
completed without problems (beach and soccer to be monitored
more carefully in 1991)
• Fire De par t ment - See "Sheriff's Department" . Retirement
benefit increase in 1991 needs significant attention. ')
• City Attorney No complaints. Strong dedicated staff with
approximately 6 professional attorneys doing the work behind
Roger. (Property acquisition/Abstract - Jim; Trial Law - �I
Elliott, Gary, Campbell, Tom [each having their own
expertise] ) . This arena can best be liken to medical
professionals-hire a neuro-surgeon when you need one, but don't
put him on your staff. it
• Chaska Community Schools Major work effort required to provide equal access I-
. .
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CITY OF
v cHANHAssEN
1
,,,,,, 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
I (612) 937-1900 • FAX (612) 937-5739
IMEMORANDUM
Mayor and City Council
ITO:
FROM: Don Ashworth, City Manager
IDATE: April 4, 1991
SUBJ: Other Items for Discussion on Saturday, April 6, 1991
I
The following items are anticipated to be discussed at Saturday
Imorning's goal session. The enclosures show the same number as
listed below:
Il. Eckankar
2 . Apple Valley Red-E-Mix
3 . Water Service, Expanded MUSA Area
I4 . 1991 Budget Cuts
s.----,; ,.y_\ Ctz_,(14,,,- -41 L
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I APPLE VALLEY RED-E-MIX
I 1. NEED DIRECTION FROM COUNCIL
1 2. HGI CHARGE - WORK WITH AVR - WILL WANT TO REMAIN
3. LOOKED AT 5 SITES/BURNSVILLE PLANT
I
4. PRELIMINARY CONCLUSION - PROBLEMS
I •RESIDENT OPPOSITION
•ACCESS
I 5. ALTERNATIVES CONSIDERED
(ADVANTAGES & DISADVANTAGES)
1 6. IF "DO NOTHING" - ACCESS SOLUTIONS
I 7. CONTINUE STUDY TO RELOCATE?
I
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HOISINGTON GROUP INC.
I
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- - MI MI = • • r ■ICI - MI • • MI E N NM MN •
APPROACH TO ACQUISITION
ALTERNATIVE ADVANTAGES DISADVANTAGES
1. ASSIST WITH RELOCATION MINIMAL FINANCIAL POSSIBLE RESIDENT OPPOSITION
EXPOSURE (X)
2. CONDEMNATION/ NO RESIDENT OPPOSITION MAXIMUM FINANCIAL EXPOSURE (>2X)
NO RELOCATION
3. DO NOTHING NO IMMEDIATE COST CONTINUING VISUAL BLIGHT
FOR ACQUISITION ACCESS CONFLICTS AT TH 101
•U TURNS
'SAFETY
-OR-
POSSIBLE COSTLY
ACCESS SOLUTIONS (.5X)
HOISINGTON GROUP INC.
I CAMPBELL, KNUTSON, SCOTT & FUCHS, P.A. 3
IIAttorneys at Law
Thomas J. Campbell
Roger N. Knutson
I Thomas M. Scott (612)456-9542
Gary G. Fuchs Fax(612)456-9542
James R. Walston
Elliott B. Knetsch . Dj)4 Bios '
Gregory D. Lewis �'' � �",�,�- ia� ,�
I Dennis]. Unger November 1, 1990 Novi rr'�• .� g�<<`:Wan
noio°Lors ALK gut
s
Mr.. Gary Warren K-• p w1
II Chanhassen City Hall
�,�► j, . � 0
690 Coulter Drive, Box 147 vbilk - ,�.
Chanhassen, Minnesota 55317 CA" ,.A CUB" 1) k°
RE: Peterjohn Declaration of Covenants, P�� �t* TA 0 2.
Conditions, and Restrictions IF � , 1c�
1 Dear Gary: I$°,10 5141A
You asked me to review the above covenants to determine if
the City could construct a water storage tank on property
governed by the covenants. Article Vi of the covenants precludes
your proposed use of the property. The City has three
{ alternatives:
I nore the cov
and proceed knowing the risks.
II 2. Pursuant to Article XII of the covenants, seek to have
them amended to allow the use. This would require
approval of 90% of the lot owners.
:1 3. Use the City's eminent domain powers to eliminate the
covenants.
li-
ill
II Ve ours,
II CAMP ELL, SON, SCOTT
& CH .A.
;I ��—
gy
oger N. Knutson
RNK:srn
:, CITY OF CHANHASSEN
11 NOV 0 w 1990
ENGINEERING DEPT.
1 Yankee Square Office III • Suite 202 • 3460 Washington Drive • Eagan, MN 55122
;F'
1
CITYOF 4 I
04 CHANHASSEN 1
togr
`_a 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900 • FAX (612) 937-5739 1
MEMORANDUM 1
TO: Mayor and City Council
FROM: Don Ashworth, City Manager 1
DATE: April 4, 1991 1
SUBJ: 1991 Budget Cuts
1
The first reduction in our city's state aids/homestead credit
totalled $56, 000. The best guess is that a secondary cut will
I
occur before year end of approximately the same amount.
Departments have tentatively identified approximately $115, 000 in
budgetary cuts. Each department's presentation of 1991 goals will 1
include anticipated reductions within their individual operating
area.
(cLtLJL
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11 i
CITY OF
„,v CHANHASSEN
I '> 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900 • FAX (612) 937-5739
II MEMORANDUM
ITO: Don Ashworth, City Manager
FROM: Charles Folch, Assistant City Engineer
IIDATE: February 11, 1991
SUBJ: 1991 Budget Cuts
IIAs requested in your memo dated January 25, 1991, I offer the following recom-
mended budget cuts. (Please note only the adjusted accounts will be listed.)
Fund: General
Department: Public Works
Function: 131 - Engineering
II1991 Net 1991
Account Description Budget Change Re-Estimate
I4170 Motor Fuels & Lubricants 2,500 -1,500 1,000
4310 Telephone 1,500 -1,000 500
4370 Travel & Training 4,200 -2,200 2,000
I 4530 Repair & Maintenance, Equip. 800 - 300 500
4703 Office Equipment 2,000 -1,500 500
4705 Other Equipment 2,000 -1,215 785
1 Total Engineering $123,440
Total Net Change -7,715
II Manager's Required Cut -6,172 .
Manager's Preferred Cut -7,715
Total Engineering $115,725
I Fund: General
Department: Public Works
Function: 132 - Street Maintenance
IIAssistant Engineer's Comments: This was a challenging account to try and make
the 5% cuts, primarily because a large share of the monies allocated for this
function are involved in providing city services and maintenance respon-
II sibilities which city residents, the Mayor and Council members expect to be
performed. Secondly, a number of the accounts have been budgeted to operate at
amounts less than what was expended in 1990. I have discussed this matter in
II great detail with Street Superintendent Jerry Schlenk. After extensive con-
sideration, we have formulated a proposal to meet the required 5% cut. The pri-
mary source for the funding cut involves eliminating the proposed new hiring in
II
Mr. Don Ashworth
February 11, 1991 1
Page 2
the Street Department for the year 1991. Funds allocated for the salary and I
benefits for this position totalled $32,172. You will note that this is
approximately $7,500 more than that is required to be cut from the budget. II Therefore, some monies have been added back in two important accounts in order
to primarily provide for the dust coating service which was not performed during
the year 1990.
1991 Net 1991 II
Account Description Budget Change Re-Estimate
4110 Salaries & Wages, Regular 185,500 -22,439 163,061 I
4030 Contributions, Retirement 22,900 - 2,722 20,178
4040 Contributions, Insurance 24,000 - 3,921 20,079
4050 Workmen's Comp. 25,600 - 3,090 22,510
II
4150 Maintenance Materials 30,000 + 5,000 35,000
4300 Fees, Service 6,000 + 2,547 8,547
Total Street Maintenance 492,500 I
Total Net Change -24,625 -
Manager's Required Cut -24,625
Total Street Maintenance $467,875
II
Fund: General
Department: Public Works
Function: 135 - Street Lighting and Signals
11
1991 Net 1991
Account Description Budget Change Re-Estimate II-
4120 Supplies, Equipment 8,000 4,000 4,000
4300 Fees, Service 4,000 - 1,000 3,000
4550 Repair & Maint., Utility 1,500 - 500 1,000
II
4560 Signs & Signals 800 - 315 485
Total Street Lighting & Signals $116,300
Total Net Change -$5,815
Manager's Required Cut -$5,815
Total Street Lighting & Signals $110,485
II
Fund: General
Department: Public Works
II
Function: 137 - City Garage
1991 Net 1991 II Account Description Budget Change Re-Estimate
4120 Supplies, Equipment 2,000 - 500 1,500
4260 Small Tools & Equipment 2,500 - 500 2,000 1
II
II
Mr. Don Ashworth
IIFebruary 11, 1991
Page 3
IIFunction 137 - City Garage, Continued
II
1991 Net 1991
Account Description
Budget Change Re-Estimate
4320 Utilities 12,000 - 2,000 10,000
II 4350 Cleaning & Waste Removal 5,700 - 1,500 4,200
4510 Repair, Maint., Bldg & Gnd. 1,500 500 1,000
4530 Repair & Maint. Equipment 2,200 - 1,000 1,200
II4705 Other Equipment 7,000 - 1,000 6,000
Total City Garage $138,800
II Total Net Change -$7,000
Manager's Required Cut -$6,940
Total City Garage $131,800
IFund: General
Department: Public Works
1 Function 138 - Park Maintenance
Assistant City Engineer's Comments: This again was another very difficult area
to determine which accounts to decrease to meet the required 5% cuts. One of _
li the problems with this budget is that nearly 80% of the total budget is allo-
cated for employee salaries and benefits. Assuming that there will be no per-
sonnel changes in this department, we realistically have only 20% of the actual
I budget in which to make the necessary cuts. A 5% cut amounts to approximately
one-fourth of the actual working budget area. The impact to this fund is in a
sense a 25% cut. Nevertheless, an effort was made to try and accomplish these
II cuts within the working 20%. This was found to be a nearly impossible task
since many of the accounts have a 1991 budget less than that was actually spent
in 1990. At this point, I would like to present a proposal to meet the 5%
budget cut, which amounts to approximately $9,250, by shifting 20% of Dale
II Gregory's salary and benefits to the Park Development Fund 410. This appears to
be at least a plausible approach since Dale does spend an accountable amount of
time working in the park development area. However, I am certainly not in the
II position to determine the financial status of the Fund 410. Therefore, if this
is not an appropriate proposal, I would certainly be interested in entertaining
your thoughts on other ways to meet the required cuts for this budget item.
IIAdditional Revenue: City Engineer's Salary (approximately 6 months) - $30,000
II cc: Jean Meuwissen, Treasurer
Jerry Schlenk, Street Superintendent
Dale Gregory, Park Foreman
I
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11114:!! CITYOF SS
N
t
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 '
(612) 937-1900 • FAX (612) 937-5739
MEMORANDUM II
TO: Don Ashworth, City Manager I
FROM: Paul Krauss, Planning Director
DATE: February 19, 1991 I
SUBJ: Response to 1991 Budget Cut Memo
II
The Planning Department covers functions in the areas of Community
Development, Recycling, Senior Commission, Storm Water Utility
II
Program and Housing and Redevelopment Authority. Unlike many other
departments, we have little or no expenditure on equipment or
materials. Virtually our entire budget is relative to people, with
II
a minor amount of funding allocated to support of these people.
Therefore, making cuts in a budget such as this is a fairly
difficult process. It is made more difficult by the fact that my I
1990 budget was inadequate to meet the needs of the department. I
did not have an opportunity to provide significant input into the
1990 budget and it was based on a two person department with the
result that in many categories our 1990 budget was over spent. We II note that simple things like office supplies and salaries were not
fully allocated during 1990. •
It is difficult to gain a comprehensive overview of the Planning I
budget. We are attributable to a number of programs including the
HRA, Surface Water Utility District and Recycling funding. I only
receive computer print-outs of direct expenditures under Planning
II
categories and thus am not able to actively participate under the
other headings.
The Planning Department often takes on new functions without II
noticeable increases in staffing or expenditures. In the case of
the creation of the Senior Commission, my original budget request
to the Council included a $3,000 annual allocation to support the II
Senior Commission. This would be used to obtain periodicals and
memberships as appropriate in addition to paying for things like
the creation of meeting minutes, mailings, etc. The City Council
II
appeared to be receptive to providing the requested $3, 000 minimum
expenditure with the Mayor noting that this was consistent with
expenses for running other commissions. However, my final budget I
1
I
Mr. Don Ashworth
February 19, 1991
Page 2
included no designation for the Senior Commission and I am unsure
as to where to place expenditures.
This information is being reiterated to indicate that although I
fully understand the need to cut expenses in light of the current
' budgetary situation, that I do not have a lot of opportunity to do
it if we are to continue to assume the responsibilities that we
have.
Revenue Opportunities
' During the early part of this year, staff has undertaken two
significant initiatives that are designed to generate new revenues
for the city. The first is that the Surface Water Utility District
is now up and running and generating funds. In addition to
accomplishing the goals established for the district, the district
is going to absorb a percentage of staff time that would otherwise
have been listed as general expenditures. True, this means that
I staff will be undertaking additional work assignments, but to date
we have not tried to expand the department staffing; so at this
point it qualifies as new income.
As you are aware, I just got City Council authorization to
significantly increase our permit fees for all sorts of development
review. Although actual development activity is low at this point,
' the increase in fees will assure that we will obtain a reasonable
amount of new funds that would otherwise have been lost and which
are directly attributable to projects.
Proposed Budget Cuts
Fund 151 - Planning Commission: Virtually the entire Planning
Commission budget is used for paying Nann's salary and for
expenditures related to official publication and mailing of
materials related to development reviews. A budget reduction
request of $385 has been made as follows:
1991 Proposed Rwi9ed
' Fund Budget Reduction Budget
4300, Service Fees $ 200 $ 100 $ 100
4340, Printing & Publishing 2,200 285 1,915
Total Reduction $ 385
' This reduction assumes that development review requests remain low.
Should activity pick up later this year, a funding shortfall may
exist.
1
I
Mr. Don Ashworth
February 19, 1991
Page 3 1
Fund 152 - Planning Administration: Again, this is a category
where approximately 84% of the total expenditure is for fixed
salary and benefit expenses. I do not wish to cut out my travel
and training budget entirely, since I believe it is imperative that
my staff and I stay informed as to current programs and techniques °
affecting our department. In addition, my travel and training
budget is not large. The $4,500 which has been allocated in the
1991 budget equals approximately 4% of my overall budget in this
category. I am therefore proposing the following cuts: 1
1991 Proposed Rwiad
Fund Budget Reduction Budget
4130, Program Supplies $4,000 $3, 000 $1,000
4370, Travel & Training 4,500 750 3,750
4703, Office Equipment 1, 000 500 500
Total Reduction $4,250
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CITY OF
1
i CHANHASSEN
,,.: 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
I (612) 937-1900 • FAX (612) 937-5739
1
MEMORANDUM
ITO: Don Ashworth, City Manager
FROM: Todd Gerhardt, Assistant City Manager
IDATE: February 25, 1991
ISUBJ: 1991 Budget Cuts
Listed below are the proposed 1991 Budget cuts for Administration:
II112 - Administration Proposed Cuts
1 4010-4050 Salaries & Benefits $5,003
4370 Travel & Training $1, 000
1 113 - Finance
4300 Fees for Service $2, 000
II 114 - Legal
4302 Fees, Legal $16, 000
1 117 - City Hall
II 4310 Telephone $1, 000
4350 Waste Removal $1, 000
4483 Insurance, Genl. Liability $ 500
4510 Repair & Maint. , Bldg & Grnds $ 500
I 4530 Repair & Maint. , Equipment $ 600
4531 Repair & Maint. , Radios $ 400
1 Added Revenue from Liquor
Licenses + $2 , 500
ITotal Proposed Cuts $30,503
1
I
I
CITY OF
III.,,
0 CHANHASSEN. , , _ -
, , _, , ...
F'�
1
`' ` s€ :: ;,: 690 COULTERDRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
• (612) 937-1900 • FAX(612) 937-5739 I
MEMORANDUM I
TO: Don Ashworth, City Manager
FROM: Scott Harr , Public Safety Director 1
DATE: February 5 , 1991
SUBJ : 1991. Budget Cuts II
Following please find my 1991 budget cut recommendations : I
126 - ANIMAL CONTROL/C. S .O. -
Required cut: $ 3 , 597 • I
4011 OVERTIME, REGULAR - 997
4110 SUPPLIES , OFFICE - 200 II
4120 SUPPLIES , EQUIPMENT - 50 .
4140 SUPPLIES , VEHICLES - 150
4150 MAINTENANCE MATERIALS - 25
4210 BOOKS & PERIODICALS - 100
4240 UNIFORMS & CLOTHING - 250
4300 FEES , SERVICE - 1 ,000 II
4310 TELEPHONE - 50
4330 POSTAGE 25
4340 PRINTING AND PUBLISHING - 200
4360 SUBSCRIPT. & MEMBERSHIPS - 100
4370 TRAVEL & TRAINING - 200
4440 LICENSE & REGISTRATION - 100
4520 REP. & MAINT. , VEHICLES - 100
4531 REP. & MAINT. , RADIOS - 50
$ 3 , 597 I
123 - PUBLIC SAFETY COMMISSION
Required cut : $ 55 I
4110 SUPPLIES , OFFICE - 100
II4370 TRAVEL & TRAINING 100
$ 200 *
* The additional $145 cut from 123 - Public Safety Commission will II
be applied to 121 - Police Administration.
II
I Page 2
II121 - POLICE ADMINISTRATION
Required cut : $ 22, 477
The obvious difficulty with reducing 126 - Police Administration
by 5% is that $358 , 600 of this budget represents the contract
I fees we are required to pay to the Carver County Sheriff ' s
Department and the Southwest Metro Drug Task Force. Therefore, I
have reduced the remaining portion of 121 - Police Administration
by the required 5%.
IAdjusted cut : $ 4 , 548
II 4140 SUPPLIES , VEHICLES - 100
4150 MAINTENANCE MATERIALS 500
4210 BOOKS & PERIODICALS - 100
I 4300 FEES, SERVICE - 1 , 255
4340 PRINTING AND PUBLISHING 300
4370 TRAVEL & TRAINING - 1 ,400
1 4530 REP. & MAINT. , EQUIPMENT - 100
4531 REP. & MAINT. , RADIOS 48
4560 SIGNS AND SIGNALS - 100
I4703 OFFICE EQUIPMENT - 500
Carry over from Public Safety
Commission' s deductions - 145
II $ 4 , 548
I125 - CODE ENFORCEMENT
This budget code section is difficult to meet the total 5% cut
II because of the $299, 700 personal services section (salaries ,
retirement , insurance, workers comp, etc. ) . I have, however , cut
10% as opposed to the required 5% from all of the remaining line
items in 125 - Code Enforcement .
II4110 SUPPLIES , OFFICE - 100
4120 SUPPLIES , EQUIPMENT - 100
I 4130 SUPPLIES , PROGRAM - 100
4140 SUPPLIES , VEHICLES 100
4210 BOOKS & PERIODICALS - 100
4240 UNIFORMS & CLOTHING - 100
I4300 FEES, SERVICE - 1 ,000
4340 PRINTING AND PUBLISHING - 66
I 4370 TRAVEL & TRAINING 1 .000
$ 2 , 666
I
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CITY OF CHANHASSEN 1991 BUDGET 11
1 FUND : GENERAL
DEPARTMENT : PARKS & RECREATION
II
I FUNCTION' : 145 - RECREATION PROGRAMS
•
1990 1990 1991 1
1 ACCOUNT DESCRIPTION BUDGET RE-ESTIMATE BUDGET
4010 SALARIES + WAGES, REG II.
4011 OVERTIME, REGULAR 0 0 21 ,050 1,000 750 1 ,000 il
4020 SALARIES + WAGES, TEMP. 33,500 33,500 25,000
1 4030 CONTRIB. , RETIRE. 1,800 1,800 2,700
4040 CONTRIB . , INS. 0 0 3,200
4050 WORKMENS COMP. 0 0 1,550 I
I * TOTAL PERSONAL SERVICES 36,300 36,050 54,500
4120 SUPPLIES, EQUIPMENT 1,500 1,500 1,500 II
1 4130 SUPPLIES, PROGRAM 6,500 6,500 6,500
4240 UNIFORMS + CLOTHING 400 400 400 II
* TOTAL MATERIALS + SUPPLIES 8, 400 8,400 8,400
4300 FEES, SERVICE
12,000 12 ,000 12 ,000
II
4310 TELEPHONE 700 650 750
1 4320 UTILITIES 500 1 ,300 0
4330 POSTAGE 800 1,875 2,000
4340 PRINTING AND PUBLISHING 8,000 11, 750 13,00 II
1 4370 TRAVEL + TRAINING 250 0 250
4380 MILEAGE 400 0 250
* TOTAL CONTRACTUAL SERVICES 22 ,650 27 ,575 28,250
** TOTAL RECREATION PROGRAMS 67 ,350 72,025 91,150
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