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HomeMy WebLinkAbout1996-11-06 - Special Council Meeting Packet ANNOTATED AGENDA Special Council Meeting November 6, 1996 5:00 P.M. Call to Order 1) Canvassing of Election Returns - Tom, Mary Jo and Teresa please bring your completed campaign financial reports to the meeting. Extra copies are available at City Hall. 2) Willow Glen - Representatives from Park Grove Development will be present at this meeting. There are some minor discrepancies with the proposed project and the underlying requirements with the zoning regulations in an R -2 district. Greg Hellings will be present to discuss how these deviations are addressed in a planned unit development agreement. This meeting is necessary to address these issues before issuing building permits. 3) Stream Bed and Bank Stabilization Project - Attached is a memo that details my discussions with Kate Drewry of the Rice Creek Watershed District. Any questions can be addressed at this meeting. 4) Receptionist Position /Building Inspection Plans - Attached is a sample job description and ad that could be placed to fill the needed position of receptionist. Also attached is some courses that Paul and Ken will need to execute my plan of keeping the inspections done in house and to maintain the building permit revenue stream within the City. 5) Purchase of Sweeper and Blower for the John Deere - Attached is a memo from Paul Palzer discussing the justification for these purchases. Also attached are the specifications for the individual attachments. 6) Union Negotiations - Attached is my recommendations for an offer to the collective bargaining unit. The union agent has indicated that he will file for mediation, if we do not make an attempt to bargain in good faith. 7 ) Other Adjourn See you Wednesday! JM C teryiCfe 1880 Main Street 0 Centerville, MN 55038 Estaffished 1857 (612) 429 -3232 • jax (612) 429 -8629 MEMO DATE October 29, 1996 TO Honorable Mayor and Council FROM Jim Marc�L RE Stream Bed and Bank Stabilization Program I spoke to Kate Drewry at the Rice Creek Watershed District in regards to the above mentioned cost share program. She mentioned that currently they have sufficient funds to cover the costs of one -third of eligible projects. The program has so far been under utilized. I mentioned that we had discussed the program at a council meeting and had received interest from some citizens. She indicated that the Rice Creek Watershed budget is going to have sufficient funds to cover 500 of the costs of eligible projects beginning probably in April of 1997. If this is going to be the case, (as Kate said it probably will be), I mentioned that the City of Centerville may wish to hold off on publicizing the program to residents along Clearwater Creek until the spring of 1997. Kate thought that this may be a good idea, so that those who choose to participate now are not upset when they find out that in a few months they could have received an additional 15% reimbursement. I feel that if the watershed district has funds to cover 50% of the costs of eligible projects, we may not need to get the City of Centerville involved financially. Please let me know your reactions and we can place this item back on the agenda in the spring. Recruired Inspections for a Residential Unit Approx. Time Plan Review - .25 - 1 hr. Inspections 1. Footing .25 - .5 hr. 2. Sewer /Water .25 - 2 hr. 3. Gas Line .25 hr. 4. Rough Heating /Mechanical .5 - 1 hr. 5. Rough Plumbing .5 - 1 hr. Rough Electrical - - - 6. Rough Framing .5 - 1.5 hr. 7. Insulation .25 - .5 hr. 8. Sheetrock .25 hr. 9. Final Electrical _ _ _ 10. Final Mechanical .25 - .5 hr. 11. Final Plumbing .25 - .5 hr. 12. House Final .5 - 1.5 hr. 13. Fire Place .25 - .5 hr. * Additional time is required for re- inspections due to the number of required corrections. Besides the inspections, time also has to be allocated for filing and completing applications, telephone and written correspondence, meetings, trainings and conferences. The above is for informational purposes only. Costs of Contracting for Building Inspections vs. Hiring a Receptionist and Training Ken Cook ++++++++++++++++++++++++++++++++++ + + + + + + + + + + + + + + + + + + + + + + + + + + + + + ++ Before a cost /benefits analysis can be completed on the above issue, it is imperative that everyone agree on some basic assumptions. If we use the figure of 140 new residential units that we have agreed at previous meetings is a realistic estimate of probable units to be built in 1997, then we can base the number of building inspections on that figure. We also need to add to that figure the number of additional inspections for decks, additions, etc. on the existing housing stock. From these figures we can estimate the amount of time needed to complete the inspections for work scheduling and we can estimate the revenues compared to the expenditures for each of the above scenarios. Assuming 140 new units next year @ $1800 building permit revenue /unit = $252,000 and Assuming a total of 160 other building permits (school expansion, decks, additions, commercial, industrial... etc. 160 x $90 /permit = $14,400 Estimated 1997 Building Permit Revenue = $266,400 Contracting Scenario Assuming Paul could conduct 50% of the building inspections by himself then : 50% x $266,400 = $133,200 is the amount of money the City would retain plus 20t of the remainder of the building permit revenue $133,200 x 800 = $106,560 lost to contractor $133,200 x 20 °s = $ 26,640 retained by the City Training Ken & Hiring Receptionist Scenario First we need to look at the expenses related to this scenario Wages for Receptionist Figuring a work schedule of 6 hours /day at $12 (wages and benefits) 1560 x 12 = $18,720 Increased compensation for Ken $11 hr /Jan 1, .50 hr increase after each quarter of successfully passing required coursework 97 wage Expenses for Ken 1040 hours at $11.00 520 hours at $11.50 520 hours at $12.00 Difference between current pay and above plan $5252 Tuition & Books 12 credit hours @ 45 /Credit = $540 Books = $200 Mileage = $500 TOTAL EXPENSES $25,212 $133,200 - $25212 = $107,988 Retained by City Advantages to having own staff do inspections * More cost effective * Allows us to hire a needed receptionist * Two people needed to survey lots, would not have to contract * Maintain our turn around time on permits * City would maintain oversight on all construction * No liability concerns over who inspected what * All records would stay with the City Reau9red Inspections for a Residential Unit Approx. Time Plan Review - .25 - 1 hr. Inspections 1. Footing .25 - .5 hr. 2. Sewer /Water .25 - 2 hr. 3. Gas Line .25 hr. 4. Rough Heating /Mechanical .5 - 1 hr. 5. Rough Plumbing .5 - 1 hr. Rough Electrical - - - 6. Rough Framing .5 - 1.5 hr. 7. Insulation .25 - .5 hr. 8. Sheetrock .25 hr. 9. Final Electrical _ _ _ 10. Final Mechanical .25 - .5 hr. 11. Final Plumbing .25 - .5 hr. 12. House Final .5 - 1.5 hr. 13. Fire Place .25 - .5 hr. * Additional time is required for re- inspections due to the number of required corrections. Besides the inspections, time also has to be allocated for filing and completing applications, telephone and written correspondence, meetings, trainings and conferences. The above is for informational purposes only. MEMO DATE October 30, 1996 TO Honorable Mayor and Council FROM Jim March RE Building Inspections for 1997 Receptionist position In preparing for the building that will occur next year, I want to make sure that we are prepared to meet the workload demands and that we are only allowing structures to be built that meet the strict requirements of the uniform building code. To accomplish this I offer the following plan. Paul Palzer is extremely effective in administering the provisions contained within the building code. Paul has been providing on the job training to Ken Cook for the past several months. Ken has conducted numerous inspections under the supervision of Paul. Ken is capable of completing footing, sewer /water, gas line, rough mechanical, insulation and sheet rock inspections. The building that will occur next year will require Paul to spend at least 800 of his time on the more difficult plan reviews and inspections and Ken could be spending more and more time (probably up to full -time) going alone on the routine inspections. If this is the route we wish to take, I will need to know on Wednesday evening or I will have to look at other options or look at contracting for inspection services. My plan would incorporate hiring a part -time receptionist, who would start around the first of the year. I£ so desired, Ken would need to begin taking inspection classes during winter quarter. I would expect the City to cover the cost of tuition and books and the employees to take the courses on their own time during the evenings. If the interest rates would rise or the building would not occur at the rates that we had predicted, then Ken would continue to work both on inspections and in the office and the receptionist would continue at a part -time status. If the building starts would occur at a level as predicted or higher than anticipated then the receptionist could be made full -time and Paul and Ken would devote their efforts to building inspections. If the workload would become overwhelming, we have the option to contract out some of the inspections. I would not like to see this occur and would rather make plans now to be able to keep the permit revenue in house. If we choose to contract out for services we lose approximately 88% of the building permit revenue. If we keep inspections done by staff, we capture a minimum of 75% of all building permit revenue after expenses. Attached is the winter and spring course work schedules from the North Hennepin Community College bulletin. Paul wishes to complete a course on advanced plan review structures in the spring. Ken would be required to take courses on field inspection, energy conservation and the plumbing code during the winter quarter and plan review, soils engineer and concrete structures in the spring. I will discuss the above in more detail at the meeting. As discussed at a previous council meeting, the City is in dire need of a receptionist and another incoming phone line. We have three lines that we can call out on, but only two incoming lines. I estimate that the voice mail is forced to pick up about 7 - 10 calls /day. Of these calls, approximately 3 to 4 calls are hang - ups. This is creating a low level of service to the public. Today alone at 11:00 this morning, I spoke with Dave Nyberg and he mentioned that two of his calls had already rolled over to voicemail. I have heard this complaint from several different sources. With council approval, I will implement this plan Thursday morning and we will begin the efforts to prepare for the 97 building season. rr Z 7 i F / � F j !9 \ 4 � t I l E SNOW BLOWERS FOR COMPACT UTILITY TRACTORS FEATURES SPECIFI pIS Blower 47 in. 1.2 m or 59 in. 1.5 m (Specifca' antl tlesign su je 0 Mi ge with Mee) Shear- bolt - protected auger for added durability 47- a d 59 -inch Snow Blowers 23 in. 584 mm Telescoping, U - jointed driveshaft for easier Cutting ( ) 1 s in. 406 mm i hookup and removal Overall cutting height...... ( ) j Hydraulic spout rotation of 200 degrees Auger diameter .................................... ( ) Two -stage design, with 16- inch - diameter auger Rotor fan diameter ...................................................... .............................16 in. (406 mm) Chute rotation ............................_................. ............................... ......................Hydraulic and impeller Drive .......... _ .........................Front PTO for 59 -inch model mounted on 670, 770 Tractor; Worm -gear drive with durable cast -iron housing mid -PTO for both sizes in all other applications Weight (approx.) .............................. ............................450 lb. (204 kg) for 59 -inch model, Three - position skid shoes 400 lb. (181 kg) for 47 -inch model Adjustable snow - deflector spout Two drift knives 59 -inch model can be mounted on front of 670 and 770 Tractors equipped with optional PTO, also operates off mid -PTO of 855 a 955 ' Tractors. 47 -inch model operates off mid- ` of 755 and 855 Tractors - f I 4 i 35 � _ - - - 2 FRONT BLADE, SNOW BLOWER, AND ROTARY BROOM , ( FRONT MOWERS FEATURES ... 1) 54 -inch Front Blade ` 2) cR 2- stakB Blower ( 3) 246 R otary Broom Heavy -gauge steel construction; concave Two -stage design wAWOw -speed auger Wide 60 -inch working width, 24 -inch surface for good rolling action and efficient and high -speed discharge blower for more diameter for good cleaning and long life use of tractor horsepower efficient snow removal 32 alternating wafers of polypropylene and Reinforcing angle, welded to rear of blade, Shear- bolt - protected auger and drive steel bristles provide "flicking" action for provides added strength system more thorough cleaning Two large coil springs help protect blade 16 -inch diameter auger with sealed ball Mechanical drive; 5 -way angling, straight against damage — bottom edge tips back bearings ahead to 15 to 30 degrees left or right. on contact with solid obstructions Worm -gear drive with durable cast -iron Hydraulic angling kit available Hydraulically angles 0 to 30 degrees, housing Hinge and spring on gearbox hoodshield left or right Snowblower "rides" on a hydraulically con- for protection and easy access to PTO Adjustable skid shoes help prevent trolled transport wheel for easy movement; shafts gouging, let you select correct blading retracts automatically when unit is lowered Side shield for the sprocket and chain drive height for conditions to the ground holds front Quik -Tatch stand (an exclusive Fits all John Deere F900 Series Front Reversible, replaceable cutting edge John Deere feature) Mowers Hydraulic angling of chute (up to 20 Hood debris deflector (a John Deere exclu- degrees) with hydraulic kit sive) helps keep debris ahead of broom and deflect thrown objects to the ground Telescoping U- jointed driveshaft for Fits all John Deere F900 Series Front easier hook -up Mowers and F1145 Front Mower Three - position skid shoes Drift knife Adjustable discharge chute Fits all John Deere F900 Series Front Mowers and F1145 Front Mower I { 48 Li . r JOHN DEERE FRONT BLADE, BLOWER AND ROTARY BROOM SPECIFICATIONS taped,cadom and design subiect to change without notice) 544nch Front Blade j Cutting width Bl ade straight ..... ........ ........... ............ ....................... ...54 in. (1.37 m) Skid shoes .................................................. .... 8- Position, adjustable r Blade angled 15 degrees . ..................................... 52 - /.e in. (1.33 m) Blade trip ........................... ............................................... Coil spring I ' Blade angled 30 degrees ..... ............................... 46 " /1e in. (1.19 m) Cutting depth.. ................ ...... ..... . . ............................ 3' / in. (89 mm) Blade he! ht ............................. ............................... 18 in. (457 mm) Net weight (approx.) ..................... ............................165 lb. (75 kg) Blade angling .. .....................Hydraulic, 0 to 30 degrees, left or right Accessories ............. ........... Rubber squeegee; hydraulic angling kit Lift height ........................F925, F932 and F935 — 14 in. (356 mm) ' 47 -inch 2 -Stage Snow Blower 1 Cutting width ................................ .............................47 in. (1.19 m) Drive system ......... ....................Telescoping U- jointed driveshaft to 1, overall cutting heigh ................. .............................23 in. (584 mm) heavy -duty, cast -iron gearcase ! Auger and rotor fan diameter . ............................... 16 in. (406 mm) Cutting blade ............................................... Reversible, replaceable Chute rotation .................. ............................200 degrees, hydraulic Skid shoes ........... ........................................... 3- position, adjustable Lift system ............................ .......................Traction unit hydraulics Net weight ( approx.) ............... ............................... 460 lb. (209 kg) �Impeller speed .......... ............................... ............................881 rpm Rotary Broom Con : structlon ............. ..................... Steel with hood debris deflector; Angling .....................5 -way; straight, 15 or 30 degrees, left or right, hinge and spring on gearbox hoodshieid for - mechanically or hydraulically with hydraulic kit - easy access to PTO shaft Sweeping width at 30 degrees .... .............................51 m. 129 m) Working width .................................. ..............................5 ft. (1.5 m) Shipping weight (approx.)........... ............................400 lb. (182 kg) Brush ...... ..............................2 ft. (588 mm) diameter, 32 alternating Accessories ..... ........... Replacement wafers, steel or polypropylene wafers of polypropylene and steel Drive system ..............Mechanical; front PTO, through 31 gearbox, to chain and sprocket final drive I: ' 1 1p I'P I 1 i 49 1 MEMO November 1, 1996 To: Jim March From: Paul Palzer Re: Sweeper and Snow blower for John Deere I have been in contact with the park and recreation board and it has been decided that with the past problems with the rink attendants and snow removal, that the public works department will be performing all the rink maintenance work this winter. In order to perform this work in a safe and expedient manner I propose the purchase of a snow blower and sweeper for the John Deere tractor. These items will cost around $6,000.00. Besides utilizing this equipment on the rink, we will also be able to clear the sidewalk for the school children in a safer manner, haul away the excess snow and clear future trail ways. In the spring will we be able to sweep the boulevards before the streets are swept, eliminating the complaint of sand and gravel on the grass. As the city grows we will be able to sweep the parking lot at city hall for the annual street dance and problem areas with the new building construction. I would like to obtain this equipment as soon as possible with the fast approach of winter. The public works budget has $20,000.00 available for this expenditure and the possible acquisition of a loader/backhoe plus some smaller hand tools.