4. 1989 Budget Worksession r
CITYOF
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900
MEMORANDUM
TO: Mayor and City Council
' FROM: Don Ashworth, City Manager
DATE: August 15 , 1988
SUBJ: Budget Worksession:
A. 1987 Audit Report, Bob Voto
B. Goals and Objectives for 1989
' A. 1987 Audit Report , Bob Voto: Mr. Voto will be present to
briefly go through the 1987 Audit Report . I have asked him
to keep his presentation to approximately one-half hour. I
will have extra copies available in case you are unable to
' find the previous distributions (Management and Audit
Report ) .
1 B. Goals and Objectives for 1989: I would ask that you bring a
copy of your 1988 budget. Again, if you cannot readily find
yours , extra copies will be available. The purpose of
bringing the 1988 budget will be for outline/comparison pur-
poses. I will attempt to walk through each of the operating
departments noting current year activities as well as changes
discussed by staff for 1989. I am also including with this
' item a number of enclosure items regarding 1989 programs/
expenditures. As we get to the appropriate section of the
budget , I will attempt to refer to the proper enclosure,
' highlighting what has been requested.
I am not prepared at this time to make any form of estimate
as to available revenues for 1989. Accordingly, many of the
items that we discuss Monday evening may never come into
fruition. However, if I can gain feedback from the Council
as to the relative importance of each item, I will have an
easier time in preparing a draft proposal for your con-
sideration.
alifj)k)
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lEn CARVER COUNTY LIBRARY SYSTEM
4 City Hall Plaza, Chaska,MN 55318
Phone: (612)448-9395
BRANCH LIBRARIES: Chanhassen, Chaska, Waconia,Watertown, Young America r
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July 14, 1988
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City of Chanhassen
660 Coulter Drive
Chanhassen, MN 55317
Attn: Don Ashworth
City Administrator
The Carver County Library Board reviewed plans for an expansion
to the ground floor of the Chanhassen City Hall/Library building.
The library requests that the City of Chanhassen set aside space
in this area for an expansion of the Chanhassen Library.
The Chanhassen Library has seen an 85% increase in items checked
out and a 98% increase in users in its first 6 years of opera-
tion. The Library Board is requesting additional staff hours
from the County Board in 1989 in order to cope with these in-
creases . However, current space is also no longer adequate for
• Chanhassen' s continuing population growth. Space in the new area
of the City Hall would help alleviate this problem.
The Library Board hopes the City of Chanhassen will grant this
request for additional space.
Sincerely,
Carver County Library Board
IV' '
11.a/
Mary �J. Heiges Director ,
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JUL 15 1988
c.,1 FY OF CHANhASSEN
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CARVER COUNTY LIBRARY SYSTEM
' 4 City Hall Plaza, Chaska,MN 55318
Y
' Phone: (612)448-9395
BRANCH LIBRARIES: Chanhassen, Chaska, Waconia, Watertown, Young America
' August 3, 1988
Mr. Don Ashworth
City Administrator
City of Chanhassen
690 Coulter Dr.
Chanhassen, MN 55317
' Dear Don:
' The Library Board and I would like to invite you to the August
Board meeting being held at the Chanhassen Library, August 18 at
9: 00 a.m.
' The Board would like to hear more about the Chanhassen building
expansion, see any plans and find out how the City Council
received its letter requesting space in the downstairs area.
The Chaska building work has settled down nicely so now it' s time
to "plan for Chan" I hope you can make our meeting. If you
can' t make 9 : 00 a.m. , then anytime thereafter would do as the
' Board usually meets until 11 : 00 a.m.
Sincerely,
lik, " 1 �9
' Mary J. Heiges
Director
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1 AUG9 1988
CITY OF CHANhASSEN
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PANNELL
KERR
FORSTER
Certified Public Accountants '
July 26, 1988 410 Park National Bank Bldg.
5353 Wayzata Boulevard
Minneapolis, MN 55416
Telephone(612)545-0421
Mr. Don Ashworth, City Manager '
City of Chanhassen
690 Coulter Drive
Chanhassen, Minnesota 55317
Dear Don:
Thank you for giving us the opportunity to meet with you and to discuss our '
services in regard to the audit and other needs of the City of Chanhassen.
We view your city as a unique, well planned, quality-minded community. We
also believe this philosophy extends to professional services which should
provide the city with top quality service and expertise. We would like to
familiarize you with our firm and to express our interest in serving your
needs in the future.
Pannell Kerr Forster is a national CPA firm with 40 offices in the United
States and over 200 offices worldwide. We agree with the philosophy of
bigger isn't necessarily better. We also believe our firm provides the
significant resources and strengths of a national firm and also provides
personalized services by our local office partners and staff.
Our Minneapolis office which is located at Highways 12 and 100 is comprised of
approximately 60 people. This office currently provides audit and consulting
services to 15 cities, 17 school districts and many other quasi-governmental
and non-profit organizations within the metro area. Our city clients are very
similar in size and complexity to the City of Chanhassen. This volume of work
together with the differing seasonal requirements has allowed us to develop a
full governmental services department with its concentration on this
specialized work year round.
Our extensive experience in governmental services allows us to perform the
audit in a cost effective and efficient manner. We believe this combination
of experience and efficiency produces maximum benefit to the city for every
dollar expended for these services.
Governmental accounting and auditing is continuing to undergo changes with the
development of statements issued by Governmental Accounting Standards Board
(GASB), the new AICPA Audit Guide, the new "Yellow Book" issued by the federal '
government, new IRS regulations and others. New requirements of CPA firms
performing audits of governmental entities include specific number of hours of
continuing professional education in governmental accounting and auditing for
staff involved in audits, and completion of peer reviews of quality performed
by other independent auditors. Our firm has complied with these quality ""; "1: --)
controls long before their requirement.
JUL 2 9 1988 I
CITY op el-lAnlP[1ccCni
City of Cha nh assen - 2
July 26, 1988
In addition to annual financial and compliance audits we have provided
services such as:
- Arbitrage consulting, monitoring, rebate calculations, etc.
' - Assistance in completing "Comprehensive Annual Financial Reports" (CAFR)
for submission to GFOA's award program (we have several national reviewers
' for this program within our firm including Ken Malloy)
-
EDP needs assessments
- Evaluation and recommendations for main frame, mini, and microcomputers
and software acquisition and implementation
- Presentation of workshops on microcomputers and electronic spreadsheet
uses and applications
- Cash flow projections of Special Assessment Funds to evaluate
deficits/surpluses and coordinate planning and modifications
- Utility rate studies to determine appropriate consumer rates
- Depreciation rate studies
' - Fiscal planning; financial feasibility studies
- Evaluation and revision of accounting and internal control systems
- Irregularities investigations
- Detailed analysis of Enterprise Fund operations - liquor stores, golf
courses, water, sewer, etc.
- Analysis of fund deficits and alternative financing resources
- Assistance in completing and balancing accounting records, bank
reconciliations, investments, etc.
- Analysis and projection of property tax and Green Acres collections
- Development of General Fixed Asset and Enterprise Fund property records
- Design of interim reporting formats to Council
- Assistance in accounting personnel recruitment
' - Market demand studies, demographics, economic research
' - Real estate valuations and appraisals, highest and best use studies, etc.
- Assistance in negotiations
. 1
City of Chanhassen - 3 - July 26, 1988
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We would be pleased to provide further details of our services or to provide
II
references. We believe every addition to our client group is a result of
our existing clientele expressing their satisfaction with our services.
Please let us know if we can be of service to the City of Chanhassen.
II
Sincerely,
PANNELL KERR FORSTER
I
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Kenneth W. Malloy, Partner I
4A-41/1,4 • ,
W. Thomas Brunberg, Partner I
KWM:ca I
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,R Col
Cr
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;; ' CARVER COUNTY COURTHOUSE
ALLEN J. WALLIN 600 EAST 4TH STREET - BOX 9
' Carver County Sheriff l CHASKA, MINNESOTA 55318-2190
e. (612) 448-3435
1NN E S0�
COUNTY Of CAQVE
IAugust 4 , 1988
IDear. Carver County City Administrator or Township Clerk :
Please find enclosed two copies of the 1989 ' Contract for Police
I Services . The contract remains virtually the same as the 1988
contract .
I Attention must be given to Section 7 , where the Municipality in-
dicates the number of contract hours desired for 1989 at an es-
timated hourly rate of $32 . 32 .
I Also , it is requested the appropriate city officials sign the
agreement and return it to me for approval and signature of
county officials by October 15 , 1988 . A fully executed copy of
Ithe contract will then be returned to you.
The final actual cost hourly rate figure is subject primarily to
I an arbritrator's award for a deputy sheriff' s 1988 salary adjust-
ment. Final actual cost will be determined "as soon after the
end of the year 1988 as reasonably practicable . "
'. As in previous years , your community' s most recent Metropolitan
Council ' s population estimate dictates the minimum level of daily
contract patrol hours . These city and township patrol minimums
Iare outlined below:
Minimum City Levels of Contract Services
I1 . Population under 1 , 000 requires 1/2 hour daily patrol
minimum.
I 2 . Population between 1 , 000 and 1 , 500 requires 2 hours daily
patrol minimum.
I 3 . Population between 1 , 501 and 2 , 000 requires 4 hours daily
patrol minimum.
4 . Population between 2 , 001 and 3 ,000 requires 6 hours daily
Ipatrol minimum.
IAffirmative Action/Equal Opportunity Employer AU G a J 1988
CITY OF CHANHASSEN
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5 . Population between 3 , 001 and 4 , 000 requires 9 hours daily
patrol minimum.
6 . Population between 4 , 001 and 5 , 000 requires 12 hours
daily patrol minimum. '
7 . Population between 5 , 001 and 6 , 000 requires 15 hours
daily patrol minimum.
8 . Population between 6 , 001 and 7 , 000 requires 18 hours
daily patrol minimum.
9 . Add 3 minimum patrol hours for each additional 1 , 000
population .
Minimum Township Levels of Contract Service
1 . Population under 1 , 000 requires 1/2 hour daily patrol
minimum.
2 . Population of 1 , 000 or more requires 1 hour daily patrol
minimum.
If you have any questions or desire assistance in determining
your proper level of contract service for 1989 , please don ' t
hesitate to contact me.
Sincerely,
Al Wallin
Sheriff
AW:pr
Enclosure
1
1 .._ CITY OF
t' CHANHASSEN
1 \ i , A
I 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900
IMEMORANDUM
TO: Don Ashworth, City Manager f
IFROM: Gary Warren, City Engineer 66WJ 7(t vz
DATE: July 21 , 1988
ISUBJ: Engineering Department Staffing
File No. PW160
1 Like the weather, the P ress of business continues at a heated
pace. In dealing with the day-to-day crush of work the way we
I are presently staffed, I am frustrated that even working extra
hours , I have been unable to appropriate the administrative time
necessary to direct the Public Works Department as well as to
1 administer the Engineering Department . To continue in this
fashion is unfair to the City , my staff and the public in that
sufficient staff time is not available to deal properly and in a
1 timely fashion with individual requests and reviews. I am afraid
if allowed to continue this is bound to place us in an unaccep-
table compromising position on issues.
1 I am therefore requesting your authorization to proceed imme-
diately with filling the Environmental Officer position (perhaps
a misnomer) which is budgeted in the 1988 budget. As you are
I aware, the Project Engineer position was deleted from the 1988
budget which forced us to utilize consulting engineering staff ,
i .e. Allan Larson and Gary Tousley to provide construction
1 inspection on City and private projects. We have been fortunate
in one respect in that Allan ' s background as previous Assistant
City Engineer has allowed us to also utilize him on other inter-
nal projects such as State Aid, sealcoating , etc. This has
worked satisfactorily , however, we do end up paying a premium for
his services as a result of the consultant markup.
I also want to make you aware that Joe Menning , Engineering
Intern, will be completing his internship by the end of
September. I therefore intend to replace him with a full-time
engineering technician which we will begin advertising for in
early September .
Don Ashworth
July 21 , 1988
Page 2
In addition , you and I have discussed briefly ways to improve the
Engineering Department ' s ability to produce staff reports ,
respond to citizen requests and keep up with the platting and
redevelopment pace. Obviously, staffing as mentioned above, is a
key element of the equation. The assignment of Kim Meuwissen as
the Engineering Secretary has helped tremendously in having
interested clerical support at our disposal. I cannot say enough
good things about how Kim has shown both dedication , interest and
concern to support the Engineering Department and deal with the
mass of material which is generated. I certainly would support a
review of her current salary and work classification to see that
it is in line with the responsibilities that she has enthusiasti-
cally and professionally handled. '
Communication between you and I is also vital to the successful
operation of both the Engineering and Public Works Departments.
I am therefore seeking a management commitment from you to meet
with me on a regular basis to review present and upcoming City
projects and issues. I think this would help to keep both of us
communicating and aware of the activities and projects which we 1
need to interrelate on. This I know would be helpful to me to
keep up with things such as the Downtown Redevelopment property
transfer issues , Lake Ann Park development , City Hall and Fire
Station expansions and other miscellaneous outside consultant
dealings which you have had in which I often learn about via
indirect routes. This communication is necessary to allow me to
better anticipate work load demands and assignments in order that
my departments can be more responsive to deadlines and the word
processing crunch can likewise be better paced.
For my own personal development , I seek to gain more
understanding and knowledge of the financial aspects of city
government including bonding and tax increment and economic de-
velopment
district issues of which your knowledge is expansive.
This I know will allow me to make more informed decisions when
dealing with developers and likewise budgetary issues. I would
further welcome any suggestions or thoughts you may have on
improving our operations and our communication and coordination.
My goal is to provide you with timely response and accountability
on public works and engineering issues. 1
1
June 15, 1988
OLD ST. HUBERT
(FUTURE OPTIONS FOR USAGE AND CARE)
' I. RELIGIOUS MUSEUM
A. Approved by the Archbishop.
' B. Approved by ST. HUBERT CATHOLIC SOCIETY.
C. Encouraged by Carver County Historical Society.
D. Encouraged by Minnesota State Historical Society.
(NO ONE HAS FUNDS FOR PROJECT! !)
' II. USE BY ST. HUBERT COMMUNITY
A. Classroom space (Lower church) .
B. St. Hubert Community Library (Upper Church) .
' C. Office Space (Lower Church) .
D. Meeting Hall (Lower Church) .
III. CHANHASSEN COMMUNITY USE
A. Meetings?? (Rental of lower hall) .
' B. Rentals (Small parties. . .lower hall) .
C. Offices ??
i?e,c
410 I/is,-C
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CITY OF
r
``` of )/ CHANHASSEN I
\kii ,, ,..,
690 COULTER DRIVE •• P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 II(612) 937-1900
MEMORANDUM I
TO: Don Ashworth, City Manager I
FROM: Ron Julkowski , Building Official
DATE: June 20 , 1988
II
SUBJ: St. Hubert - Proposed Basement Classrooms
As per your request, inspection our re uest, an ins ection has been made at St. Hubert II
Church. Because basement occupancies are the most hazardous ,
building code requirements are more restrictive especially for an
II
E occupancy (classrooms) . With the proposed change in occupancy,
the following items would have to be corrected:
1 . All exit stairways must be not less than 44 inches in width. 1
2 . All exit stairway enclosures to be protected with not less II than one hour rated walls and ceilings , with all openings
protected with 20 minute fire rated assemblies.
3 . All storage and janitor closets to be not less than one hour
II
fire resistive construction.
4 . The boiler room to be enclosed by a one hour separation.
II
5 . Smoke detectors in all common areas with the detectors con-
nected to the fire alarm. II 6 . The existing boiler should be inspected and tested for proper
operation and heating capacity.
7 . Handicap access for basement and bathrooms. I
8 . Mechanical ventilation for classrooms .
II
This is not a complete list of items that would be needed for
code compliance. A detailed plan to scale and a more in depth
code review would have to be completed. I also understand that
II
the church is on the historic register. If that is the case, you
would be limited to what could be done to the exterior and
II
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•
II Mr. Don Ashworth
June 20 , 1988
Page 2
interior. Keeping this in mind, no change in occupancy can be
made until all requirements of the building code have been met.
I To meet those requirements, exterior and interior alterations
would have to be made, which would change the historical and
architectural appearance of the building.
I cc: Jim Chaffee
Scott Harr
Steve Madden
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CITY OF
CHANHASSEN
1
"' 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900
MEMORANDUM 1
TO: Don Ashworth, City Manager
FROM: Steve Madden, Fire Inspector/°U
DATE: June 21, 1988 1
SUBJ: St. Hubert' s Proposed Classroom
Upon completin g a site inspection with Ron Julkowski , I recommend
P
the following as required by the Uniform Fire Code and the Life
Safety Code: 1
1 . Emergency lighting be installed in the main classroom and
by the rear stairs (Life Safety Code) . 1
2 . Lighted exit signs be installed at each exit.
3 . All exterior doors shall be 3/4 fire rating with automa- 1
tic door closers (Uniform Fire Code, Table 17-A) .
4 . Panic hardware on each exit shall be installed (Life
Safety Code and Uniform Fire Code, Article 12 , Section
12 .10[c] ) .
5 . A sprinkler system shall be installed in accordance with 1
NFPA 13 , Life Safety Code 11-3 .5 .
This memo is in addition to Ron Julkowski' s memo dated June 20 ,
1988 . The Life Safety Code is very specific on E occupancy in
basements.
This list covers the majority of the life safety issues . Please
contact me if you have any questions .
m.
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CITY 0 F
1 } ,.,
\ CHANHASSEN
1 \ aiNi;IF
. ---‘,,,e- "1 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
I (612) 937-1900
MEMORANDUM
ITO: Don Ashworth, City Manager
IFROM: Jim Chaffee, Public Safety Director
DATE: August 1, 1988
ISUBJ: Estimated 1988 Budget/1989 Budget Requests, By Department
1 CODE ENFORCEMENT, FUND 125
You will note that the 1988 estimated budget for Code Enforcement
I is $35 ,116 .61 ( total expenditures) over the 1988 budget. There
are two explanations for this overage.
First, when Hubert Forcier retired, we were faced with employing
I a plumbing inspector on a contractual basis until we could hire a
combined heating/plumbing inspector. You also may recall that
there were no dollars allocated for a plumbing inspector in 1988 .
I Consequently, we were faced with paying $4 ,880 .20 to a temporary
contractual plumbing inspector out of 125-4300 with zero dollars
budgeted.
I 1987 1988 1988 1988 1989
Actual Budget 5 Mos. Est. Request
I 101-125-4300
Fees for Service $20 ,427.84 . 00 $4880.20 $4880 .20 . 00
I Second, at the March 14, 1988 Council meeting, Consent Agenda
item 1H, Year End Closings , $30 ,000 additional was approved for
101-125-4010 . Added to the budgeted 1988 amount of $104 ,200 , the
revised estimated 1988 budget would be $134, 220 .
I1988 1988
Budget Estimated
I101-125-4010
Salaries and Wages, Regular $104 , 200 $134 ,220
As a consequence, if you add the $4 ,880 . 20 to the $30,000 you get
a total of $34 ,880 .20 . The difference between the 1988 budget
total expenditures, and 1988 estimated total expenditures is
$35 ,116 .61 .
II
Mr. Don Ashworth II August 1, 1988
Page 2
1988 1988
IBudget Estimated
101-125-4999
Total Expenditures $140 ,170 .00 $175 ,286 .61 I
Difference: $35 ,116 .61
In summary, the $30 ,000 budget adjustment approved for I
101-125-4010 by the Council on March 14 , 1988 would justifiably
reduce our overage to just $5 ,116 .61. Then, considering zero
dollars budgeted for the plumbing inspector and a $4 ,880 .20 cre- '
dit to that line item, the actual projected overage will be just
$236 . 41 .
Ancillary Note: Revenue from building permits should be somewhat II
greater than the 1988 budget of $270 ,000 .
101-125 1989 Budget Request
II
Commentary
Function: To provide for the health, safety, and welfare of the II
City through the administration of state laws and local ordinances .
Included in this function is the code enforcement officer, health II officer, building official, building inspector, heating/plumbing
inspector, and fire marhsal. State building and fire codes are
enforced through the City by adoption of these codes on the local
level. This department works closely with police, fire inspec- '
tion, etc.
Expenditures:
II
Personal Services: Personnel included in this function are:
Full-time Equivalent I
Man Hours
1987 1988 1989
I
Building Official 100% 100% 100%
Building Inspector 100% 100% 100%
II
Fire Marshal 100% 100% 100%
Code Enforcement Officer 100% 100% 100%
Plumbing/Heating Inspector 100% 100% 100%
II
Materials and Supplies:
4110 Office supplies for 3 offices and 5 people. II
4120 Equipment supplies for building division, fire marshal,
II
and code enforcement.
II
I Mr. Don Ashworth
August 1 , 1988
Page 3
I4210 Books and periodicals for fire marshal, building inspec-
tions, and code enforcement. (Fire House magazine, Jems
I Bulletin, Fire International, NFPA Manuals, UBC, UFC,
State Laws , Life Safety Handbook, Sprinkler Handbook,
Fire Protection Handbook, Hazardous Materials Handbook,
I Liquified Gas Handbook, Combustible Liquids Handbook,
Fire Service and Law. )
4301 Includes plan review fees ( large commercial) and
Isprinkler plan fees .
4310 Mobile telephone for code enforcement officer.
I4330 Includes at least one mailing of public relations
material related to building and code.
I 4340 Includes printing costs to cover permit forms, brochures ,
and handout literature.
I 4360 Includes ICBO, State Fire Marshal Association, MPPDA,
IACP, CPOAM, and MCPA.
I 4370 Includes ICBO Conferences , college tuition reimbursement
for five personnel .
4703 Includes a computer for code enforcement and building
Iinspections .
In addition, the new public safety wing will necessitate
Ithe following expenditures :
Building Inspections : 1 desk $ 400 . 00
I 3 tables 675 . 00
1 bookshelf 164 . 00
5 desk organizers 648 . 00
1 wall rack 50 .00
I 1 computer desk 400 . 00
shelves 200 .00
1 commercial plan file 200 . 00
I 1 open file 140 . 00
1 drafting table 200 . 00
5 hard hats 65 . 00
5 streamlights 500 . 00
I 1 computer 1500 . 00
$5 ,142 .00
I Fire Marshal 1 desk 400 . 00
1 chair 350 .00
2 chairs (visitor) 400 .00
I 1 drafting table 402 .00
1 fire cabinet 200 . 00
N.
Mr. Don Ashworth
August 1 , 1988
Page 4
general supplies 150 . 00
1 bookshelf 200 . 00
2 bulletin boards 130 .00
$2 ,232 .00
Code Enforcement: 1 bookshelf $ 215 . 00
1 desk/chair 750 .00
2 chairs (visitor) 500 .00
file cabinets 200 . 00
1 computer table 250 .00
1 dictaphone 150 .00
1 computer 1 ,500 . 00
general supplies 150 . 00
portable phone 1 ,200 . 00
$4 ,915 . 00
101-125-4999 Total Expenditures $12 ,289 . 00
FIRE PREVENTION AND ADMINISTRATION - 122 '
The 1988 estimated budget shows total expenditures to be
$2 ,764 .55 greater than the 1988 budget. This appears to be due
entirely to the purchase of a computer not previously budgeted
for.
1988 1988 1988
Budget 6 Months Estimated
101-122-4703
Office Equipment . 00 2 ,772 .50 2 ,772 .50
101-122-4999
Expenditures 117,715 . 00 120 ,479 .55
101-122 1989 Budget Requests
Commentary
Function: To provide the community with fire suppression, fire
education, and fire/medical rescue utilizing a volunteer
membership.
Expenditures:
1988 1989
Personal Services
4010 Wages ( Fire call pay/hour) : all members $6 . 00 $6 . 00
( Training meetings) : all members $7 .00 $7 .00
Relief Assn/man/call $1 . 00 $1 . 00
II Mr. Don Ashworth
August 1, 1988
Page 5
I1988 1989
4020 Officer Reimbursement Per Year
IFire Chief $1500 .00 $1500 .00
I1st Asst. Chief 1300 . 00 1300 .00
2nd Asst. Chief 1300 . 00 1300 .00
ITraining Officer 1000 .00 1000 .00
Rescue Squad Captain 700 . 00 700 .00
ISecretary 700.00 700 .00
I Captains ( 400 .00 each) ,
excluding Training
Officer & Rescue Capt. 1600 . 00 1600 . 00
I Lieutenants & Engineers
( $300 each) 2700 .00 2700 . 00
IClerical 750 . 00 750 .00
4110 Office supplies for additional office space.
I4120 Equipment supplies .
4130 First aid supplies to include CSO and police.
I4140 Miscellaneous supplies .
I4170 Motor fuels and lubricants .
4210 Books and Periodicals: Materials as needed by Training
Officers, Fire Education Committee, and Fire Marshal, such
I
as film rental , training manuals , fire prevention
materials, etc.
I 4240 Replace worn protectional gear, outfit new firemen, and
purchase of bunker pants (CSO uniforms) .
I 4300 Physicals , new members . Medical Director ( $1,000) .
Physicals for members over 40 .
4310 Telephone
I4320 Electricity and heat: Estimated Station #1 and #2 .
I4350 Garbage pick-up, cleaning service.
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Mr. Don Ashworth II August 1 , 1988
Page 6
4360 Subscriptions and Memberships: Some increase in dues to I
some organizations and publications require a small increase
in funds . Inculdes WAFTA.
I
4370 State Fire School, 10 firefighters @ $95 . 950 .00
Fire Safety & Education Center, 4 people I
@ $85 registration, $150 for travel, food
and lodging 490 . 00
ISectional Fire Schools, 12 registrations
@ $50 .00 600 . 00
First Responder, 4 registrations @ $150 .00 600 .00 I
Dive Team Training, 8 people @ $150 1200 .00
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Firefighter I , 4 registrations @ $150 600 .00
International Fire Chief Assn. Conference
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1 person travel, lodging, food, registration 900 .00
Fire Dept. Instructors Conference I
1 person travel, lodging, registration, food 900 .00
Wages paid for attending fire school and
Iconferences, 30 days @ $80/day 2400 . 00
MSFDA Conference at Alexandria, 5 firefighters
lodging, travel, food, registration 2000 . 00
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Fire Chief Conference, 3 Chiefs lodging,
travel, food, registration 1000 .00
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Mileage for attending schools and conferences 1500 .00
TOTAL 13 ,140 .00
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4703 Fire package software for Fire Dept. computer 1 , 000 . 00
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4705 Chief' s Office: Desk/chair 700 . 00
Table 250 . 00
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2 five drawer files 400 .00
2 chairs 400 . 00
2 book shelves 300 . 00
Assistant' s Office: 2 desks/chairs 1,400 . 00 I
2 five drawer files 400 . 00
1 bookshelf 150 .00
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2 bulletin boards 180 . 00
II
Mr. Don Ashworth
August 1 , 1988
Page 7
Secretary/
Relief Office: Desk/chair 700 .00
Typing Stand 75 . 00
2 drawer file 85 .00
5 drawer file 200 . 00
Typewriter 300 .00
Copy Machine 500 . 00
2 bulletin boards 180 .00
Training Office: Desk/chair 700 . 00
5 drawer file 200 .00
2 bookcases 300 . 00
2 bulletin boards 180 . 00
Command Center: Conference Table w/chairs 1 ,200 . 00
2 bulletin boards 180 .00
Projector screen 100 . 00
Dispatch Room: 3 chairs 500 .00
2 bulletin boards 180 .00
General: 5 Two drawer file cabinets 700 . 00
Dive Team Equipment ( 2 sets ) 3 , 000 .00
6 pagers 1 , 800 . 00
7 light weight air tanks 2 , 400 . 00
3 city portable radios 2 , 250 . 00
1 county portable radio 650 .00
1 pos . pressure exhaust
fan, 18" , 10 ,000 CFM 750 . 00
2 automatic nozzles, 1i" 700 . 00
600 ft. 5 in. hose 3 , 700 . 00
A/V Equipment for training 2 , 000 . 00
TOTAL $27 , 710 .00
POLICE - 121
You will note that on the attached copy of the worksheet, there
are 5 footnotes to the 1988 estimated budget. In summary, these
footnotes explain the difference between the 1988 budget and the
estimated 1988 budget.
Of the $20 ,161 . 65 difference, $12,500 is accountable to a 1988
budget amendment by the City Council on March 14 , 1988 (see
attached) . In addition, $4 , 062 . 45 is attributable to differences
in the cost estimates supplied by the Sheriff for the 1987 police
contract.
Although zero dollars were budgeted in fund 121-4530 , an unan-
ticipated repair cost to the civil defense siren was $1,690 .59
and $300 to the county for their maintenance of the siren was paid.
11
Mr. Don Ashworth
August 1 , 1988
Page 8
Finally, line item 121-4370 was hit hard by an opportunity to I
receive federally subsidized training. Four city staff members
attended the Federal Emergency Management Academy near
Washington, DC. Because the training was civil defense related,
all expenditures came from public safety. In addition, an anti-
cipated $600 .00 for classes at Hamline University has been
included. I
101-121 1989 Budget Request:
Commentary I
Function: To provide for the protection of life and property in
the City through enforcement of laws and ordinances .
This function is primarily charged with patrol,
traffic control, civil defense/emergency mangement,
and criminal apprehension and investigation.
Expenditures:
1988 1989
4010 Public Safety Director 100% 100%
4020 Additional support services
4300 Contract with Carver County (monies may be diverted to
4010 depending on total hourly coverage contracted for in
1989 ) .
4310 Includes monthly costs associated with mobile telephone.
4360 Includes membership to the Minnesota Chiefs of Police
Association, International Association of Chiefs of
Police, Metro Fire Officers Association, and numerous
trade periodicals.
4370 Includes IACP Conference, Minnesota Chiefs Conference,
MAPA Program at Hamline, and Rotary.
4703 Computer software, office equipment.
4705 Public Safety Director Office:
Computer Work Station $ 450 . 00 --
Desk 400 . 00
Credenza 250 . 00
2 bulletin boards ( to be moved)
2 chairs ( to be moved)
1 mobile phone 700 . 00
2 bookshelves ( to be moved)
1 file cabinet 400 . 00
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Mr. Don Ashworth
August 1, 1988
Page 9
rPolice Office:
2 desks/chairs 1,200 . 00
Shoe shine machine 90 . 00
Cable ready monitor 400 . 00
Typewriter 350 . 00
2 bulletin boards 180 . 00
Misc. Supplies 250 .00
' TOTAL $4 ,670 .00
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ANIMAL CONTROL 126
You will note two footnotes to the 1988 estimate for the animal
control budget. The first footnote ( #1) addresses the 1988
budget amendment ( 3-14-88 Council action) adding $5 ,000 to
' 126-4020 in support of the CSO Program.
The second footnote, although minor, addresses the $13 .25 for the
tax exempt license plate for the CSO truck. We should not incur
' this cost in the future due to the $6 . 00 purchase of police
plates .
101-126 1989 Budget Request
Commentary
' Function: To provide for the protection of life and property
in the City through the enforcement of ordinances
relating to the control of animals . In addition to
animal control, this division will provide crime
prevention duties .
' Expenditures:
4010 One full-time CSO.
' 4020 Two part-time CSO' s , 30 hours per week each.
4110 Supplies for office files and administrative duties .
4120 Supplies to include live trap, large cage, small cage,
gloves, dog repellent spray, traffic vests, and dog net.
r4130 Crime prevention materials .
4240 Uniforms for CSO and public safety officers .
4300 Veterinarian fees .
4340 Animal control brochures .
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Mr. Don Ashworth
August 1 , 1988
Page 10
4705 CSO Office: 2 desks/chairs 1,500 .00 r
2 chairs 400 .00
1 file cabinet 200 .00
2 storage cabinets 400 . 00
dictaphone 150 .00
typewriter 400.00
typewriter stand 100 . 00
general office 300 . 00
2 bulletin boards 180 .00
TOTAL $3 ,630 .00 ,
FUND 209
Included in this fund for 1989 should be three ( 3 ) vehicles
listed as follows:
1 . Fire Marshal $16 ,000 I
2 . Code Enforcement $14 ,000
3 . Fire Chief $16 ,000
These costs are all inclusive: vehicle, lights , radios, etc.
These vehicles are listed in order of priority, but I would like
to discuss them with you should you have any questions .
Finally, I should point out that the 1989 Public Safety Budget
will see a large increase due to the additions to City Hall and
the Fire Station. Most of the increases have occurred under
capital outlay. Please keep this under consideration when making
any cuts and I welcome the opportunity to go over the 1989 budget
requests with you.
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MEMORANDUM
TO: Don Ashworth, City Manager
FROM: Karen Engelhardt, Office Manager�;.�4V
DATE: July 15 , 1988
' SUBJ: Budget Requests
I have a couple of budget requests for your consideration:
' 1 . New Mailing System: Our current mailing system is 15 years
old and in need of updating. With the amount of mail we are
handling, I would like to see a new system installed. The
' system I would like will fold the letters , insert them in the
envelopes, and put the stamp on. This would be ideal for the
numerous public hearing notices , assessment hearing notices ,
' park and recreation mailings, recycling notices, watering ban
notices , etc. The entire system costs approximately $14,500
which also includes an electronic scale. The maintenance
agreement would run about $1,500 . This price includes a
' trade in on our existing machine . Maybe all departments
could split the cost.
' 2 . Sheet Feeder for Printer: I have priced a sheet feeder for
our Rotary VIII printer. This piece of equipment will feed
either letterhead, second sheets , or envelopes . A new one
' costs $1, 860 which includes the sheet feeder, cables , and
installation. We can buy a used, refurbished one for
$790 . 00 .
I know you are not keen on the idea of a sheet feeder because
the sound hood would not work, so I priced a new sound hood,
too. We can get a table top model ( then we would have to buy
a table) for $469 . 00, but if we buy it at the same time as
the sheet feeder, we get a 20% discount and it would be down
to $375 .20 . A floor standing model would cost $569 . 00 , but
with the 20% discount it would be $455 . 20 .
' Two of these would be nice, maybe Engineering could budget
for one for Kim.
' 3 . Painting City Hall: You asked me to remind you about
painting the interior of City Hall when the new addition is
painted.
11
CITYOF
CHANHASSEN
� 1
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
} (612) 937-1900
MEMORANDUM
TO: Don Ashworth, City Manager
FROM: Lori Sietsema , Park and Recreation Coordinator 1
DATE: August 11 , 1988
SUBJ: 1989 Capital Improvement Program
The Park and Recreation Commission recently discussed the 1989
Capital Improvement Program (CIP) . They identified a number of
possible projects for the next year. Attached please find a pre-
liminary list of park projects for 1989 as well as projects that
they would like to roll over from 1988 . This is a preliminary
list and and in no way should be considered a final recommen-
dation. I merely wanted to give you an idea of the type of pro-
jects
being discussed as you prepare the budget.
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IPRELIMINARY 1989 CAPITAL IMPROVEMENT PROGRAM BUDGET
IPARK RESERVE 4701
Lake Ann Park
I Electric & Water to Park Shelter $ 10 ,000
Totlot Replacement $ 5 ,000
Community Park Shelter ( local share) $ 57,000
I Lake Susan park
Boat Access & Field Development $111 ,000
( local share)
IMeadow Green Park
North Lotus Lake Park
I Mound for Little League $ 500
*Boardwalk
I South Lotus Lake Park
Drainage modification, reseeding $ 10 ,000
Ballfiled grading & installation $ 10 ,000
I Totlot $ 10 , 000
Tennis Courts $ 25 ,000
Greenwood Shores Park
1 Carver Beach Playground
Off-street parking $ 3 ,000
IPark I.D. sign $ 350
Carver Beach (along Lotus Trail)
General Improvement $ 3 ,000
IIChanhassen Pond Park
Wood Duck stands $ 300
IIImplementation of Master Plan $ 2 ,000
Rice Marsh Lake Park
IBandimere Heights Park
Half-court basketball $ 31 ,000
I Bluff Creek Park
Interpretive Signage $ 1 ,000
Access Road $ 10 ,000
IMinnewashta Heights Park
Park shelter/warming house $ 20 ,000
IHerman Field
Access road $ 15 ,000
Totlot/development $ 10 ,000
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II
II
PARK RESERVE 4701 I
tCity Center Park
Hockey Improvements $ 1 ,000
II
Totlot & play surface $ 40 ,000
Warming House $ 2 ,500
Chanhassen Hills Park
I
Curry Farms
Chanhassen Tree Farm $ 3 ,000
Miscellaneous I
(Tables, benches, grills) $ 5 ,000
Trail through water tower site $ 4,000
TOTAL $193 ,000 $168 , 650 I
* Indicates items to be rolled over from 1988. II
1' The Commission would not want any improvements done in 1989 at II City Center Park if the Community Center is approved at that site.
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i\
t \
bituminous pcdcslnan/blcyr le ion • i j ) l% i
I
, •/i///%'rte a( '�.
�.s / //////,:.///1//ir //J'
Oftlll(flll, _
/• / ./r�/i'ii /III II? /
proposed boat rent.dlhshm•Bulk QQ'� ./Ull 111// r
I' ,, /" C• Y,''////I/1111/I (
/. .( ,////11111 t
hike nn �' arrCit(n 'a'' /, /n;iI 1 .
\ ';I \\ 1P15 ` ��j, 1/i(I
BEACH r till
••• ••Illlp'I • it 1_. I1,1 1
Veao, •••• i.j\ 11 t \ ,.......:1 I r I`I );
proposed pedestrian trail ( 1 / /'
„.•••-' , PICNIC ',ar ng //' ----,V1i.•�. /: I I I j(I
1,10111 area � " �_ /j '
E AREA / :----. '/,-/,-/-' OCUS
• steep slopes ` -�.� / // � �/
access difficult\ / —1 HI POINT
i 1 I� I` \ // / su ellent views
/ 111 �ti �� 1 i I ,.. 9a hexing point-exlsong pcdcslnan ird11 / L gested area
•
• / '` - / PARKKKK� f r carrousel bldg.
E I' /-ACTIVITY
i / dlhall ! CENTER -
' \F))t" '�\ LONG
�� I / / \\ VIEWS
1,kp',1n
E �� EXISTING .11,,-1/ / ;i ' ;/ ,
I E PLAY
i I"`
t 1\ ', 'WOODS \ ELD\ l ; ` •
I II
I , , . �E I ., \ . \ —kha1
"rogmsa formed -.' 'NW �,
/' `�
'
-' PLAY -
E with fields,
vegetation, FIELDS
Fi landform ----- S--
\ ^ 1,�1,t, `news"rooms".-- 11,
to;be added o
i (' '�
f '! )7-' ' t fi\ `\ •� baseball - —1 Inal t - e shops , .' �// ,/r/ ll If 1 ''� /f �` /Z Z tree farm ll I - �\oio i---- i �u�Gl \`\,j ; ERNATIVE
I - ACCESS
u'�(� \.\,,- I I J O 11 trrmrs \\�, STEEP ,\'�\n`-' �' ' '� 1,o ved access
\,,,,I \ SLOPES 1 i v , expensive
j strong buffer r Q/
''II IIIIIIttII11IIpp�IIff II i .\ erhvad Llocule Ul,tnhuuon tine
I - t- ,r /1\1121LLI f ,.\� ' '' \
1H 5 ci EXISTING TH 5
LXISIINC SANIIARY'AMLx-__ --. ENTRY
I
strong first impression
QN . `, difficult access to hwy.5
Hoorn SCALE:1'•100' minimal costs to improve
Imo, acceleration/turn lane
d 1a / en �
0 25 50 100 200�'
400
SITE CHARACTERISTICS & POTENTIAL
���Orr ,,......... ,.••. :.+.0
Scbeleu ..-
Mnyeron & LAKE ANN PARK
Associates.Inc. Chanhassen,MN
1 .- .._ sow oo.. . mtt -- -- --- -
mom
.
_ .
_
-4 y _ I
1 /, I
bituminous pedestrian/bicycle ciao 1 r% \ \ \ ,
//. //0 j%./j�/i1////i,/ ,\
/ ////lfi/F/il///17/ c/ -' ,\\ I
/•% / i///Uj%/r��j 1 1/l�I I / / /
/ ///////1/1//1111711411111'`i/1 // //
proposed boat rental/hshing dock %////�/J////111// ///
I
♦ ,,/,,/)));/ ///1(!111/1 1
rC'( r,,,,/ l 11j1i
Lake Ann (' •• fik,A�'' /I I I 1
1(,)///ii 1
__ �.h II "tc fv 181 Iu isI i,� i
••rang, •• -' 1 1 I I I I\ ,�,• I beat``.. ••.uu �- / 1 a I I )\
clot -p:. \�\ / // / I I I //r//,
proposed pedestrian trail Flp picnic \\,...,....„ i _-'.' 1/ l '.� fill/i i
shelter // /11 if ir i�
0 SPACE // '� Il."^"'i Jill
trL I / i \�'
ar ng './-- />°°ICI"/ ,1/I
1 . picnic area •/r / ,/ //
/1/ / /,,viii'
E i J/Picnwithrea.‹,/ce/i/a°a- 'c.ntrolled
7 �/ 7 R urtty I
//Large Sh�lt�r // i r access
1. //Great;Views; t .
E %,-existing pedestrian trap a SPACE Natural i; f 1 'pac0/-- ��\-
j Pe 4- Amphitheater I _
!1 '
GRAVEL �`
E • V SERVICE ROAD
50116.111 \ �-
/ O Softball. �� \i
Litlla League I
�/ Shelter ■ / / \ 1
■ \ l
play lot r-- \ \
......... - - I1 I pace.
E ,e.t7g-C7\_, \\ \\' I
(N 11 a
i a softball S6ltball / V, / e
E \I'—`\ _\ / //'Viewing plea - 'c
EE L/ / ' t // I- Z„ -
•,--„, r si ./ ■ a�\ `- /i,',',-Soccer I.._baseball Softball/ 7'/
field* I L;',/,
// ' -_%11
I
A ,Socper,' •///�1'' '_
r
'i/
/ maint . e shops r / ■ '- ./ I I I lL
EXTEND ` - I I ��—_
l7 r.
in ELECTRICAL SERVICE ,�/ I
! I I' TO SHELTER NEAR LAKE Jipaces I
Zf Z tree larm w 50 `/ —
p. I —T _A spaces i I •,
U'!U i I -- ■ iN) \,� i I it i
�Ea L� 1 temNSt '' -----"-Ii--. 4•Z-1 I ( I I\1 I/1II,
hltmc �u _� I
1 I 0 ` tennis 1 t2, ,\ --)////
E
■Existing Hills-''T ._?X-•
l I , New Buffer& Screen ,tj;
i t verhead Ileum Uutobution Line
Berm Hwy.S=____/ , \
H 5 TOTAL PARKING SPACES 382 TH 5 I
EXISTING SANITARY SEWER--. (SERVE PLAYING FIELDS)
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NORTH SCALE:1"•100'
IN
0 25 60 100 L/0 400
� ttOrr ._ ..,.._•.. .,.., o,.. .— —_-
64ayeron LAKE ANN PARK
Associates,Inc. Chanhassen,MN --' --
coon .. ..r•r..Planners u.m. .o
.•u.•n.••u.•........,e ..4 n4•u•e.fa,.u• - co .. v Oaf—
... ... _ a .S ra.ll __ _
I. -_ _-_ _
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LAKE ANN, CHANHASSEN
PRELIMINARY COST ESTIMATE
AUGUST 8, 1988
IIPark Roads 1370 L.F. x 24 3,653 sq. yd. @ $7.00 sq. yd. $ 25,570
Parking Lots (No curb and gutter 3" on 4" base)
II #1 (50 spaces) 1849 s.y.
#2 (28 spaces) 926 s.y.
#3 (50 spaces) 1849 s.y.
II #4 (74 spaces) 2346 s.y.
TOTAL 6971 s.y. @ $7.00 sq. yd 48,797
II Common Excavation (Does not include ballfields)
38,888 cu. yd. x $1.50 58,333
IISeed - 12 ac (No ballfields) $800/ac 9,600
SUBTOTAL $142,300
II3 Softball Fields/1 Overlay Soccer Field
Includes rough and fine grading, backstop, seed $ 10,900
+ 1100 L.F. galvanized chain link fence 7 ' high 12,988
23,888
x 3 fields
71,664
IISoccer Field
Includes rough and fine grading, goal posts, seed 11,900
IISUBTOTAL $ 83,564
TOTAL ROADS, PARKING, FIELDS $225,864
II Future Entry Road - 710 L.F. x 24' =
1893 S.Y. @ $7.00/S.Y. $ 13,250
IILandscaping (Preliminary) 30,000
CONSTRUCTION COST TOTAL $269,114
IEngineering Fee - 7.0% 18,838
$287,952
IIPlanning Fee 3,500
CONSTRUCTION AND FEES TOTAL $291,452
IIElectrical Service Extension
Collins Electric has provided
. cost estimate for electrical
,_ extension to park shelter
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