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Home My WebLink AboutSP September 29, 1987 CITY of ANDOVER SPECIAL CITY COUNCIL MEETING SEPTEMBER 29, 1987 - AGENDA 7:30 P.M. I. Call to order 2. Approve plat Correction/Lund's Evergreen Estates 3rd Addition 3. Approve Purchase of Telephone System/Copy Machine/postage Meter 4. Budget/1988 Proposed 5. 6. Adjournment ~' 17 '\ CITY of ANDOVER ('. ., , :": 1685 CROSSTOWN BOULEVARD NW. . ANDOVER, MINNESOTA 55304 . (612) 755-5100 . '" .·f ....~'-~>r~...~:~¿;.;';' SPECIAL CITY COUNCIL MEETING - SEPTEMBER 29, 1987 MINUTES A SpecIal MeetIng of the Andove~ CIty Council was called to o~de~ by Mayo~ Jerry Wlndschltl on Septembe~ 29, 1987, 7:35 p.m., at the Andover City Hall, 1685 Crosstown Bouleva~d NW, Andove~. Minnesota. CouncIlmen present: Apel, EllIng, KnIght, Orttel CouncIlmen absent: None Also present: City Administ~ato~/Enginee~, James Schrantz: Treasure~, Shi~ley ClInton; BuIldIng OffIcIal, Dave Almg~en¡ and PublIc Works Supervlso~, F~ank Stone APPROVE PLAT CORRECTION/LUND'S EVERGREEN ESTATES 3RD ADDITION MOTION by O~ttel, Seconded by KnIght, that the CouncIl app~ove a CertifIcate of Co~~ection to the plat of Lund's Everg~een Estates 3~d AddItion as p~esented by the reglste~ed land surveyo~. Motion ca~~led unanimously. APPROVE PURCHASE OF COpy MACHINE The counc II ~eviewed the quotes received fo~ copy machInes. Because of the rapidly changing technology of copying machines, It was generally felt It would be mo~e advantageous to lease a copyIng machIne on a 48-month basIs. It was determined the maintenance costs would be the same whether the machIne was leased or purchased out~ight. There was some question as to what the monthly maIntenance cost would be fo~ the PItney Bowes System II D640 copIer. CouncIl had no problem with leasIng a cople~ but asked that the staff provIde a summary sheet of the lease and maintenance costs on the va~lous copie~s. ThIs Item Is to be dIscussed again at the Octobe~ 6 Regular MeetIng. APPROVE PURCHASE TELEPHONE SYSTEM M~. Almg~en explaIned the telephone wi~ing for the new additIon will need to be done, so they have looked at updating the phone system for the entl~e City Hall complex. AT&T has quoted app~oxlmately $10,000 to Instal I the Me~lln system, plus a monthly lease fee, He asked If that cost could be put Into the cost of the additIon. M~. Sch~antz also felt it Is an approprIate tIme to expand and update the phone system, notIng some of the featu~es of the Me~lln system. ThIs system can also be expanded In the future. --- - Special City Council Meeting September 29, 1987 - Minutes Page 2 (Approve Purchase Telephone System, Continued) Council asked the staff to get a clarifIcation on leasing the system and to determine the length of the warranty period for both leasing and purchasing. Council also felt an intercom/paging system would be desirable in the offices. This item Is to be placed on the October 6 Agenda. APPROVE POSTAGE METER After reviewing the Information provided on postage meters, Council asked the staff to prepare a summary sheet comparing costs for the various postage meters for the October 6 meeting. BUDGET/1988 PROPOSED Mr. Schrantz highlighted the proposed 1988 budget noting the fol lowing corrections: Page 3 of the Budget Summary, Revenues: Maps, Etc., should be $1,000, not $100. Improvement Project Reimb., should be $19,100, not $20,000. Page 2 of the Budget Summary, Expenditures: Snow & Ice Removal should be $103,449. Total Public Works should be $345.201. Parks and Recreation should be $194,498. Total Park & Recreation should be $194,498. Unallocated should be $26,684 (note the proposed budget reflects $11,877 more In revenue than expenditures). Mr. Schrantz also noted an error in the cover letter, in that the overlevy should be $8,000 more. That would mean a proposed mill levy of 14.84 mills for 1988, not 14.58 as shown. He stated It may be possible to cancel some of the overlevies and lower the mill levy somewhat. Mr. Schrantz also pointed out there will be an adjustment to the estimated mill levy because of T.I.F., which could raise the mill levy 0.1 to 0.2 mills. Mayor Wlndschltl was concerned that additional funding for police protection was not provided in the proposed budget. He felt an additional $80,000 to $100,000 will be needed to Increase police coverage. Mr. Schrantz also noted neither the Fire Department issues of a paid Fire Marshal and completing the equipment van nOr capital purchases for the Public Works Department are addressed. Special CI ty Counci 1 Meeting September 29, 1987 - Minutes Page 3 (Budget, 1988 Proposed, Continued) Mayor Wlndschltl asked If the sewer and water budgets are paying their share of salaries. Mr. Schrantz explaIned the al locatIons of tIme spent by employees In each department were derived from previous time sheets, feelIng those allocations are accurate. Counc i I recessed at 9:00; reconvened at 9:15 p.m. Counc II then revIewed the proposed budget on a page-by-page basIs. REVENUES: Licenses & Permits - Business: There was a brIef discussion on the possIbility of Increasing the I I quor II censes. No action was taken. Licenses & Permits - Non-Business: 32210 Building: The Building OffIcial was asked to determine the number of resIdential unIts there were for this year. It was questIoned whether the proposed $130,000 should be increased. No specifIc fIgure was agreed to at this time, asking Mr. Almgren for a recommendation. Total LIcenses & Permits - Non-Business: Should be $176,710. Charges for Services - General: 34104 Plan Check Fees: Mr. Almgren was asked to make a recommendatIon on this Item, as the Counc 1 I thought the proposed amount is low. 34107 Assessment Searches: Counc II asked for further information on thIs item, thInking the proposed amount Is low. 34111 Project AdminIstration: Because of the many new bonds and projects, It was felt the Project AdmInistratIon Fees would be consIderably higher than the proposed $50,000. Mr. Schrantz was asked to research this further to make a more accurate projection. EXPENDITURES: 41910 PlannIng and ZonIng: Counc 11 questIoned why the budget increased so much. Mr. Schrantz explaIned the majority of the increase is due to the hiring of a city planner, and he allocated 100 percent of Mr. Morey's time to the P & Z. There was some discussIon as to what dIrection should be given to that posItIon. Some felt that posItIon was also going to handle zoning problems as we] I. SpecIal City CouncIl Meeting September- 29, 1987 - MInutes Page 4 (Budget, 1988 Pr-oposed, Continued) Mr. Almgr-en pr-esented a pr-oposal fr-om d'Ar-cy Bosell, the pr-esent ZonIng Admlnlstr-ator, to r-eclasslfy to per-manent par-t-tlme and wor-k 30 hours a week. Also, she has been at the same salar-y for two year-so He noted a 3 per-cent Increase to $9.79/hour- for- 30 hour-s a week would amount to $15,272, which Is $5,000 over- the budget. Mr. Schr-antz stated Mr-. Morey's time has been spent on the T.I.F. and promotIng the commer-clal park. The pr-oposed budget allows 1,000 hour-s at $10 an hour for- Ms. Basel I for- 1988, which Is appr-oxlmately 20 hour-s a week. Counc II dIscussed the dutIes and tIme Involved for both posl tions. No action was taken regar-dlng thIs Issue. 41950 Flr-e StatIon: Council had a question about the bleeder-/alr- compressor- for $1,000. It was agr-eed to hold this Item until someone can be present r-epr-esentlng the Flr-e Depar-tment. 41960 PublIc Wor-ks BuildIng: 580 Capital Outlay - Equipment - CouncIl dIscussed the pr-oposed pur-chase of a tIre changer- and hoist wIth Mr-. Stone. No action was taken at this tIme. 42200 Fire Pr-otectlon: Mr-. Schrantz suggested the possIbIlIty of In-house financing, usIng funds fr-om the equIpment fund for the completion of the Flr-e Depar-tment's equipment van. Council had thought the Flr-e Depar-tment was to try to fInd the funds out of this year-'s budget; though for- whatever- amount Is stilI needed, they expr-essed a willingness to fund on an In-house basIs. Counc 1 I asked that they be pr-ovlded with a dollar- amount needed to complete the equipment van for the next budget meeting. CouncIl questIoned the amount for Dues/Reglstr-atlon, but agr-eed to discuss It further- when Depar-tment members ar-e present. 42400 Pr-otectlve Inspection: 585 Capital Outlay - Escrow EquIpment - Mr-. Almgren asked the CouncIl's r-ecommendatlon r-egardlng hIs pr-oposal to escrow funds for- a new vehIcle whIch wIll be needed In 1990. Counc 1 I agr-eed to leave the Item as pr-oposed for- now. 210 Oper-atlng Supplies - Mr. Almgren noted a cor-r-ectlon In the Justification. It should read 1/12 cost for- 4 por-table r-adlos = $267. ThIs Is for- the cIvIl defense pr-ogram. SpecIal CI ty Council Meeting September 29, 1987 - Minutes Page 5 (Budget, 1988 Pr'oposed, ContInued) 43100 Str'eets and HIghways: Mayor' Wlndschltl expressed concer'n that the totals for' the Public Works Department are conslder'ably higher' than 3 percent over last year'. Mr'. Stone and Mr. Schrantz explained much of the cost Is for the addItIonal employees hIred by the CIty this past year. They also noted that the budget does not addr'ess such capItal Improvement Items as a street sweeper, tr'uck with snow, plow, wing, and sander', Or' a tr'actor' wIth a backhoe. Counc I I asked that for' the next budget meeting Mr. Stone prepare a fIve-year capital Impr'ovement pr'ogram for' the PublIc Works Depar'tment. The Counc II also asked for a summary of the Public Works budget to determIne the pr'oposed Incr'ease for' the entIre department. 45200 Park and Recr'eatlon: Counc II questioned why the Item for' salarIes would decrease. Mr'. Schr'antz wI II research that for the next budget meetIng. Counc 1 I then dIscussed the over'all budget and mI II levy for' 1988. MOTION by Knight, Seconded by Orttel, that we meet for one hour on the 8th (of October for a budget meeting). Motion carr' led unanimously. MOTION by Ape I , Seconded by Knight, to set the levy at 14.35 mIlls. MotIon carrIed unanImously. It was agreed Mr'. Schr'antz wI II prepar'e a r'esolutlon for CouncIl action at the October 6 meetIng that would set the mill levy at approxImately 14.35 mIlls, which Is 3 percent over the 1987 levy. Counc 1 I r'ecognlzed the fInal mIll levy may be slIghtly hIgher because of the T.I.F. CROSSTOWN AREA PROJECTS Mayor Wlndschltl reported the concer'ns and fr'ustr'atlons of the r'esldents In the Crosstown, Shady Knoll, Woodrldge ACr'es pr'oJect ar'eas. He suggested one of the CouncIlmen volunteer to be a coor'dlnator between the contractors and the r'esldents. DurIng the discussIon, Mr'. Schrantz Indicated Cr'osstown wIll not be completely finIshed befor'e thIs winter'. He felt one of the major problems was all of Crosstown was tOr'e up at one tIme when I t should have been done In stages as needed. Special City Council Meeting September 29, 1987 - Minutes Page 5 (C~osstown Area P~oJects, ContInued) Some of the Counc 1 I fea~ed Wood~ldge Ac~es would not be done elthe~, noting thel~ I~rltatlon ove~ the slow p~og~ess of those projects, over some of the things done by the cont~actors, and over what appea~s to be a lack of Inspection on these projects by TKDA. Mr. Sch~antz and ML Stone stated the~e are th~ee to fou~ TKDA Inspecto~s in the City every day to take care of the va~Ious projects. M~. Sch~antz stated John DavIdson of TKDA should p~esent a ~epo~t on these projects at the next Council meeting. Mayor Wlndschltl also noted the conce~ns by the ~esldents ove~ what Is felt to be a lack of police p~otection In that a~ea now because of the difficulty of gettIng the~e, citing the hIgh rate of vandalIsm to the cont~actors' equIpment. He suggested additIonal patrol, eIther on foot o~ some moto~Ized vehicle, th~ough there untIl the ~oads are open agaIn. No action was taken on thIs Item at thIs time. MOTION by O~ttel, Seconded by Elling, to adJou~n. Motion ca~~led unanImously. Meeting adJou~ned at 11 :33 p.m. Respectfully submitted, ~ ~~~L Ma ella A. Peach Reco ng Secreta~y