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4.11. SR 12-21-1995ITEM 4.11. ty of Elk RiverTO: • FROM: MEMORANDUM Mayor and City Council Lori Johnson, Finance Direct DATE: December 21, 1995 SUBJECT: Budget Amendments At the Thursday Council meeting, the City Council will be asked to act on 1995 Budget Amendments. During the course of the year the City Council approves expenditures which were not included as part of the original budget. At the end of the year, budget amendments are approved in order to incorporate the previously approved expenditures into the budget. Also, significant revenue and expenditure changes will be included in the 1995 budget amendments. In addition, budget amendments allow the Council to increase expenditures if revenues exceed budgeted projections as is the case in 1995. The City Administrator has attached a memo with several expenditure requests. If approved, those will become part of the 1995 budget • amendments. Prior to authorizing additional expenditures, it is important to review the General Fund cash flow reserve. Each year the importance of maintaining an adequate fund balance is stressed. Maintaining a sufficient fund balance is important for numerous reasons. First, the majority of the city's revenues are received in the second half of the fiscal year which means that adequate cash is needed to fund expenditures for the first half of the year. Also, the fund balance becomes an important factor in determining the city's bond rating. The rating agencies consider a city's fund balance to be a very important factor in the over -all economic condition of the city. Finally, revenue short -falls and/or expenditure over -runs in an upcoming budget year due to loss of state aids or some unanticipated expenditures require that sufficient reserves be available. In 1994, the city's fund balance was 26.33 % of the 1995 budget. That was down from 27.79 % in 1993. In order to maintain the 1994 level, the city's fund balance needs to increase approximately $100,000 in 1995. It would be preferable to have the fund balance increase in excess of $100,000 to show an increase in the fund balance percentage. In addition to approving budget amendments, there are several encumbrances which will be made in 1995. Since these expenditures were already included in the original 1995 budget, they are not included in the 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441 -7420 • Fax: (612) 441 -7425 budget amendments to be approved. The encumbrances to be made are as follows: DEPARTMENT ITEM AMOUNT Fire Relief Association - $17,500.00 Retirement Contribution Fire Relief Association - Consultant Services for Pension Plan Change 3,000.00' Planning Comp Plan - Consultant/ Printing 5,000.00 Data Processing/Professional Services 2,000.00 These are estimates only. The actual amount unspent will be encumbered for 1996. Budget amendment detail will be presented to the City Council on Thursday. • Revenues have exceeded projections due to the building activity which the city experienced in 1995. Expenditures for most departments are very close to the budgeted amounts with exception of the Council contingency which is under budget due mainly to delaying the hiring of new personnel. ACTION REQUESTED: The City Council is asked to approve the 1995 budget amendments and authorize the encumbrances as noted above. s:council/budgamen yl2i �a� 1995 BUDGET AMENDMENT SUMMARY • 12/21 /95;BGTAMEND.XLS Page 1 1995 1995 REVENUES ADOPTED AMENDED GENERAL PROPERTY TAX $1,791,100 $0 $1,791,100 INTERGOVERNMENTAL REVENUES 902,550 24,300 926,850 CHARGES FOR SERVICES 386,300 30,000 416,300 FINES & FORFEITS 80,000 (6,000) 74,000 LICENSES & PERMITS 197,950 70,000 267,950 OTHER REVENUES 106,700 0 106,700 TRANSFERS 267,650 0 267,650 TOTAL $3,732,250 $118,300 $3,850,550 • 12/21 /95;BGTAMEND.XLS Page 1 1995 1995 EXPENDITURES ADOPTED AMENDED MAYOR & COUNCIL $63,250 $0 $63,250 ADMINISTRATION & FINANCE 416,100 18,750 434,850 ECONOMIC DEVELOPMENT 34,350 0 34,350 ELECTIONS 7,500 0 7,500 LEGAL 40,000 0 40,000 •BUILDING & ZONING DATA PROCESSING 242,500 21,650 7,550 0 250,050 21,650 PLANNING COMMISSION 6,450 0 6,450 PLANNING 127,300 350 127,650 ENGINEERING 30,000 0 30,000 GOVERNMENT BUILDINGS 94,200 750 94,950 POLICE 1,318,600 56,750 1,375,350 FIRE 242,500 5,200 247,700 POLICE RESERVES 25,000 5,000 30,000 EMERGENCY PREPAREDNESS 7,450 0 7,450 STREETS 430,550 10,000 440,550 EQUIPMENT REPAIR & MAINT. 66,100 0 66,100 SNOW REMOVAL 90,150 0 90,150 STREET LIGHTING 1,500 0 1,500 SHADE TREE 9,550 0 9,550 PARKS 88,800 0 88,800 RECREATION 152,650 0 152,650 SR. CITIZEN PROGRAMS 32,600 0 32,600 CONTINGENCY 183,500 (103,000) 80,500 TOTAL $3,732,250 $1,350 $3,733,600 • 12/21 /95;BGTAMEND.XLS Page 1 1 7-� • 1995 BUDGET AMENDMENT DETAIL REVENUES Dept. Detail Total General Property Tax 0 0 Intergovernmental Revenues Police Aid 8,000 Cops Fast 16,300 24,300 Charges for Services Plan Check Fees 30,000 30,000 Fines and Forfeits Court Fines (6,000) (6,000) Licenses & Permits Building Permits 50,000 Plumbing & Heating Permits 20,000 70,000 Other Revenues 0 0 Transfers In 0 0 TOTAL AEVNUE AINENOMENTS;? .. 118;300':;: EXPENDITURES Administration & Finance Personal Service 17,000 Uniform Allowance As approved by Council 1,750 18,750 Building & Zoning Personal Services 5,000 Uniform Allowance As approved by Council 350 Capital Outlay Computer Equipment•• 2,200 7,550 Planning Uniform Allowance As approved by Council 350 350 City Heil /Government Buildings Capital Outlay Snow Blower• • 750 750 Police Personal Service Caps Fast 21,750 30,000 Capital Outlay Computer Equipment • 5,000 56,750 Police Reserve Personal Service (2,000) Operating Supplies (2,500) Travel Conferences & Schools (1,500) Capital Outlay Two ATVs • 11,000 5,000 Fire Department Personal Service 2,000 Cleaning Contract 600 Capital Outlay Computer Equipment •• 2,600 5,200 Streets Personal Service 10,000 10,000 Contingency Various Arts Council• 1$950) Training• ($12,500) Cops Fast (21,750) Computer Equipment • • (9,800) ATVs 15,000) Uniform Allowance (2,450) Personal Service (64,000) (103,000) TOTAL EXPEND.LTi1tiE AMENDMENTS 1,350 *Requires Council Approval; see December 21 City Administrator memo. •'Denotes items already purchased. Personal Service amendments are to transfer COLA and new positions from Contintency to Department budgets. 12 /21 /95;BGTAMEND.XLS Page 1 City of lk River MEMORANDUM TO: Mayor and City Council FROM: Steven B. Ach, City Planner,444 DATE: December 21, 1995 SUBJECT: Ordinance Amendment Request by the City of Elk River, Public Hearing Case No. OA 95 -16 Issue The City Council is asked to consider Ordinance No. 95- , amending Section 900.20(6), increasing the allowable square footage for accessory structures in the A -1 (Agricultural Conservation District) and the Rla (Single Family Residential District). • Planning Commission Recommendation • At the request of the City Council, the Planning Commission discussed this proposed ordinance at their meeting on December 19, 1995. The Planning Commission's discussion concluded with the same recommendation as previously submitted to the City Council to adopt the ordinance as presented. The attached ordinance is the ordinance the Planning Commission has recommended for the City Council's consideration. Overview Current Ordinance Zoning District Accessory Structure Area Rla 2,000 square feet, attached and detached A -1 3,000 square feet, attached and detached 13065 Orono Parkway - P.O. Box 490 - Elk River, MN 55330 - (612) 441 -7420 - Fax: (612) 441 -7425 Ordinance Amendment Case No. OA 95 -16 Accessory Structure Area December 21, 1995 • Proposed Parcel Size Less than 1 acre >1 acre to 2.5 acres >2.5 acres to 5.0 acres >5.0 acres to 10 acres >10 acres to 20 acres >20 acres to 40 acres >40 acres Recommendation Page 2 Maximum Accessory Structure Area 2,000 sq. ft. attached and detached 2,500 sq. ft. attached and detached 3,000 sq. ft. attached and detached 3,500 sq. ft. attached and detached 4,500 sq. ft. attached and detached 6,000 sq. ft. attached and detached Unlimited It is recommended the City Council adopt Ordinance No. 95-----, as presented on the attached ordinance. s:counci1:oa95 -16x • • • Planning Commission Minutes December 19, 1995 • Excerpt of Minutes Page 3 Staff report by Steve Ach. This ordinance amendment is proposed to increase the maximum square footage for accessory structures in the R I a (Single Family Residential) and A 1 (Agricultural Conservation) zoning districts. On October 24, 1995, the Planning Commission recommended approval of the ordinance amendment. The City Council discussed the amendment at their November 6th meeting, and moved to send the item back to the Planning Commission for further consideration. Commissioner Kreger questioned why Mr. Kramer's parcels can not be considered as total acreage when applying this ordinance, since the parcels are located adjacent to one another. Steve Ach explained the parcels are listed as separate parcels of record with Sherburne County. The City must consider the parcels separately when applying various aspects of the zoning ordinance such as minimum lot size, setbacks, etc. It was suggested that Mr. Kramer combine the two parcels to allow him to construct a larger building. Commissioner Kreger stated Mr. Kramer was not in favor of this concept, since it would be costly for him if he should decide to split off a parcel for one of his children in the future, due to park dedication and surface water impact fees. Steve Ach explained the procedure for combining parcels of property can be done at the Sherburne County Assessor's office at no charge. Discussion followed regarding how the City applies the zoning ordinance to adjoining parcels of property that are separate parcels or lots of record. Chair Kuester opened the public hearing. Dennis Kramer, 20089 Meadowvale Road, requested that the Planning Commission recommend increasing the amount of square footage allowed for accessory structures. Mr. Krame stated that he has requested a variance from the City to allow a total of 5,878 square feet of accessory structures on his 12+ acre parcel. As an option, he asked that the Planning Commission to consider his total acreage (2 parcels) when applying the ordinance. There being no other comments from the public, Chair Kuester closed the public hearing. Other options for the scale of maximum square footage allowed were discussed. Discussion also followed regarding possible monitoring of requests that come through the building and zoning department for one year for increased 10 accessory area. Planning Commission Minutes December 19, 1995 Page 4 Commission Dillon felt there will always be requests for variances, regardless of • how much the allowable square footage is increased. He stated there should be some permanence to the ordinance, and questioned if continguous parcels should be used in order to construct a larger building, if the intent is to split or sell off a parcel in the future. Steve Ach explained that staff could monitor the requests that come in during the spring of 1996 to estimate how many residents would exceed the maximum allowed in this proposed ordinance. COMMISSIONER KREGER MOVED THE PLANNING COMMISSION RE- AFFIRM THEIR RECOMMENDATION FOR APPROVAL OF ORDINANCE NO. 95 -_, PUBLIC HEARING CASE NO. OA 95 -16, WITH AN ADDITIONAL RECOMMENDATION THAT STAFF MONITOR REQUESTS FOR BUILDING ACCESSORY STRUCTURES WHICH WOULD EXCEED THE MAXIMUM ALLOWED IN THIS PROPOSED ORDINANCE. COMMISSIONER SULLIVAN SECONDED THE MOTION. THE MOTION CARRIED 6 -0. • T y o MEMORANDUM Ikk' TO: Mayor & City Council River FROM: Pat Klaers, City A i i trator DATE: December 21, 1995 SUBJECT: Budget Amendments Assistant City Administrator Lori Johnson is putting together a budget amendment memo for the City Council. The details will be handed out on Thursday. Overall, 1995 will turn out to be a positive year in terms of being able to add monies to our cash flow reserve. Adding to the cash flow reserve is a long standing goal of the city, and while we did add cash to this fund in 1994, the percentage of cash in relationship to the total expenditures decreased in 1994. We expect that this percentage will increase in 1995, but still will not reach the level we were at in 1993. In addition to the expenditures noted below, it is anticipated that the city • will add in excess of $100,000 to the general fund cash flow fund balance. This increase is possible due to a combination of the City Council not spending all of its contingency fund in the additional personnel area and the growth related revenues exceeding the budget projection. In reviewing budget amendments, it is recommended that the City Council approve the following expenditures: Please see the attached letter from the Arts Council. The Arts Council is requesting a $932 donation to help finance the Youth Chamber Orchestra program that was started this past summer. 2. Please see the attached original and revised staff training proposals from Training Networks. Staff recommends that the City Council approve the $12,500 training program. Initially the City Council reviewed a $24,000 training program that was rejected. This $12,500 did not pass on a 2 -2 -1 vote. A more economical $8,900 training program was reviewed by staff and was determined to be inadequate to meet our needs. Funding was a major issue with this proposal and now that year end funds are available, staff recommends approval of the $12,500 . training program. 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441 -7420 • Fax: (612) 441 -7425 • 3. Funds are available for two all terrain vehicles (ATV) for the police reserves department. This $11,000 expenditure was discussed by the City Council last September during the budget discussions. These vehicles are needed to provide requested new services and better existing services. 4. Staff recommends the purchase of two additional PC's for the police investigation department. Lori and Tom will work out the details for this equipment improvement. The training proposal deserves a few more comments. The proposal was a result of a task force that was set up to analyze a "customer service" concern. It is anticipated that the training proposal will help the staff put forward a positive image for the city. The city is in a service industry and I believe that any perceived problem was more one of customer expectation than anything else. In this regard, better communication is necessary from the staff to the consumer or customer. This customer service situation has created some frustrations for both the citizen /applicant and the city staff. It seemed that even when the city was doing its job, we were still getting negative feedback. For example, if we • gave out a city revolving loan, we would then be criticized for having too long or complex of an application process. If the city was going out and putting in extra hours to keep the streets clear of snow and ice, we would then be criticized for not having the sidewalks plowed by a certain time or the newly created cross country ski trails groomed. If the city would hold a special Council meeting for an applicant, we would then be criticized for not recommending approval of the applicants request. These illustrations are offered as examples of the type of frustrations that the staff and customers have experienced. The best public relations tool that the city has available is our employees. In my ten years with the city we have not had any city wide staff training programs held. Such a program is overdue and this proposal, requested by the city from Training Networks, is the first opportunity that we will have to get all city staff members involved in a comprehensive training exercise. We need to let all city employees know that they are important partners in providing services to our citizens and how improvements can be made in this regard. My personal support for this Training Networks program was not as strong during the summer as it is today due to funding concerns. Now that I am comfortable that end of the year funds are available, I recommend that the • Council approve the modified $12,500 training program offered by Training Networks. Hank Duitsman, Mayor City of Elk River 13065 Orono Parkway P.O. Box 490 Elk River, MN 55330 November 14, 1995 Dear Mayor Duitsman, Elk Fri` er flrea firts Groa"Cil 400 Jackson pvenue Elk Diver, MN 55330 (612) A41 -4725 This year, the Elk River Area Arts Council applied for funding to start a Youth Chamber Orchestra. These funds were not allocated. Our Board of Directors felt that the need for the program was important enough at this time that it could not be delayed any longer. It was decided to begin the program while continuing to look for funds. Students from both our own Strings for Youth Program and another program form the nucleus of this group. The thought that there is a program that they can eventually participate in has had a positive effect on other strings students. It is expected that some of them will audition for the Chamber Orchestra when the next session starts in January. At this point in time, the fees being paid by the students do not cover the costs of the program. It is estimated that an additional $932 is needed beyond monies already raised. If the City of Elk River has unallocated year end funds available and could help finance this program, it would be greatly appreciated. We would also like to express our appreciation for the $5000 which has been budgeted for us next year. We feel that because of your support, we will be able to continue to provide an exciting arts program that all of us can be proud of. Very truly yours, David V. Beauvais is Coordinator cc: Pat Klaers News letter of the Elk River Area Arts Council Edition Number 15 ERAA C ELECT IONS The recent elections for members of the Arts Council Board of Directors saw the return of an incumbent member and the election of two new Board members. Lisa Houlton was appointed to the Board last spring to fill a vacancy and was elected to a three year term in the recent lection. Also elected to the and were Nancy Gongoll and oug Stillwell, both of Elk River. Lisa is a singer. She appeared last summer with Perry Stanley in our Arts in the Park Concert Series. When not busy on Arts Council activities, she spends her spare time ( ? ? ?) raising three small children. Nancy Gongoll is an oil painter who studies with Harvey Schroeder in Elk River. She has been involved in community activities for several years. Currently she is a member of the Elk River Citizens League. The League is undertaking a study of the arts this year. Doug Stillwell in known to many who grew up in Elk River. He is a retired Junior High School Counsellor and is now active as a r ootographer and oil painter. ur of his photographs were selected to be used in the calendar that was published by the Arts Council Thanks to those who ran for the Board of Directors and congratulations to the three who were elected. We know they will bring outstanding ideas to the Arts Council. Elections were held by ballots that were mailed to all paid members during the month of October. If you receive the Newsletter but did not receive a ballot, your dues may not be up to date. Call the Arts Council Office if you have any questions. Strings for Youth News The Fall 1995 Strings for Youth session has brought in many newcomers. The list of beginners includes seven violin, two viola and two cello players. The newly organized Chamber String Orchestra consists of four violin players and one viola player. RECITAL The recital for the Fall session will be held on Monday, January 29th. at the Union Congregational Church in Elk River starting at 7:00 pm. The Church is located at 1118 4th. Street N.W. The recital will consist of solos and duets. This recital will also feature the "Premier Performance" of the Chamber String Orchestra. The December, 1995 - January, 1996 recital is free and open to the public. Attendance at this recital will also be an excellent opportunity to find out more about the Strings for Youth program. SECOND SESSION The second session of Strings for Youth and the Chamber Strings begins the week of February 5, 1996. These programs are open to children ages 6 - 17. Small group lessons are held weekly on Monday or Tuesday evenings. The perfect time for most children to start learning to play a string instrument is when they are in the third or fourth grades. The instruments taught are violin, viola, and cello. The Chamber String Orchestra rehearses on Tuesday evenings from 7:00 pm. to 8:00 pm. It is open to children with advanced note - reading skills and general knowledge of music and reading key- signatures. Auditions for the orchestra will be held in late January before the start of the new session. If you are interested in participating in the Winter /Spring session of lessons or in the orchestra, please contact Strings for Youth Director Rhonda Johnson at the Arts Council office 441 -4725 for registration information. The deadline for signing up is January 20, 1996. Page 2 ARTS IN HARMONY OPENING RECEPTION January 22 The opening reception for the "Arts in Harmony '96" National Juried Art Show will be held at 7:00 pm, on Monday January 22, 1996 in the Sherburne County Government Center. This show is expected to be the second largest juried art show to be held in Minnesota this year, and it will be the only national juried show held here. The show prospectus was mailed to over 1,200 artists in 25 states. The number of entries is expected to be high because of the show promotion that has taken place and because of the Purchase Award being offered by the United Power Association. Many of the artists will be on hand for the opening. You are invited to meet them and to see the exhibit which will run through March 1 st. The exhibit can be seen during the regular Government Center hours. It will probable take more than one visit to fully appreciate all of the works in the show. Minnesota Association of Community Theatres The Minnesota Association of Community Theatres (MACT) is for theater lovers who want to share information and resources. A bimonthly newsletter, MACT Facts, lists plays scheduled to show throughout the state. There are periodic workshops; a recent Saturday featured director Michael Brindisi on the actor/ director relationship, actress Shirley Venard on creating a role, and designer Amelia Breuer on low- budget costumes. The MACT hotline provides audition information. There is also a biennial play festival and plenty of chances to network. Membership for individuals is $15. For further information call 644 -1187 or write MACT, 245 Cedar Ave., Minneapolis, MN 55454. MADE AN ONIPORI SSWOM 0 All those attending the Annual Celebration on November 9th. made an impression by helping paint wall designs depicting a river scene, a town street, and wall graffiti. They then impressed each other by becoming after - dinner musicians playing state -of- the -art pipe chimes. But, by far the most lasting impression of the evening was made by Elk River High School Senior Shanti Goth. She spoke about how art inspired her. Her speach is published in the "Writers Corner" this month so that it can be shared with those who were not there in person to hear her speak. SENIORS CLASS Do you need a new mug for your morning coffee? Would you like to make gifts for your grandchildren? Or have you just always wanted to try working with clay? Take this new class for seniors only at Northern Clay Center (NCC). Learn basic handbuilding, glaze techniques, and develop your own ideas. The class meets for four weeks on Mondays from 9:30 am. to 11:30 am. starting January 8th. The course fee is $50. Northern Clay Center is located at 2375 University Avenue W., St. Paul. To register, either visit NCC, or call 642 -1735. The Northern Clay Center is 0 regional organization whose purpose is the advancement of the ceramic arts. Its mission is to promote excellence in the work of clay artists, to provide educational opportunities for artists and the community, and to encourage the public's appreciation and understanding of the ceramic arts. ART FOR SALE Oil paintings, watercolors, sculpture, pastels, drawings, and other forms of visual art for sale. "Arts in Harmony '96" National Juried Art Show at the Sherburne County Government Center through March 1, 1996. All sales handled by Elk River Area Arts Council. Ca-0 441 -4725. ERAAC receives a portion of all sales. eddy.... A current that runs contrary to the main current or tradition, as of life, art or philosophy; a byway. " The American Heritage Dictionary of the English Language The Eddy is the newsletter of the Elk River Area Arts Council. Robert Meyer, Editor Britt Aamodt, Staff Writer David Beauvais, Coordinator Rhonda Johnson, Strings Director All articles related to the Arts in the Elk River and surrounding Area are welcome, space allowing; as are dates of local arts events, letters to the editor, cartoons, etc. Please include your name, address, and telephone number on all correspondence. Send to: Elk River Area Arts Council 400 Jackson Avenue, Suite 205 Elk River, Minnesota 55330 (612/441 -4725 NING ;Z'WfJRIS 08072 Cleveland Street Elk River, MN 55330 (612) 441 - 4330 April 14, 1995 Dear City Council Members: Thank you for the opportunity to present a comprehensive proposal to you addressing the needs of our growing community:. It has been a pleasure playing an active part in the needs assessment, report of,the findings, and, ultimately, this proposal. Implementation of this proposal, in whole or in part, wild enable our City employees to participate and acquire skills that will promote a positive image of our governing body`in Elk River. Each component of this, proposal is addressed separately and is prioritized according to need. This will enable you 'to review each project and how it relates to the overall plan. It is meant to be implemented over time: It is our goal to maximize • effectiveness, however, recognizing your budgetary constraints. We feel that it is in your best interest to have city employees participate in the described issues as stakeholders in the overall process and to take credit for the outcomes. This enables all city staff ,to be innovative as problem solvers and be effective team members. Please view this process as an "investment" in your human resources and for the overall effectiveness of our city government for now and in the future. It is Lee Colby's and my pleasure to present this proposal to you in person April 17 to answer your questions.' As a result, you can begin implementing a program that will build on your strengths in responding to increasing demands as. a city of growth and opportunity. Sincerely, TRAINING NETWORKS Sandra Bower Enclosure i OVERVIEW As the City of Elk River becomes an outer ring suburb of the Twin Cities metropolitan area, it faces the normal challenges of any rapidly growing organization — initiating, implementing and adjusting to changes. For cities this often means responding to increasing demands for service without raising taxes. Elk River intends to encourage commercial and industrial growth while maintaining its attractive "small town" quality. Municipal services are key to achieving the desired kind of growth. Responding to recent informal feedback from individual developers and the Elk River Chamber of Commerce, the City has undertaken an examination of the internal processes that impact the economic development of the city. As a result of this assessment the Elk River City Council has agreed to allocate resources to address the issues raised. The following three proposals will specify ; the contents and needed resources for this:,. 1. Facilitated. Planning II. Employee Training . A Disc Personal Profile System B.` Communication Skills for Conflict Management - : C. Customer Service Skills D. Teamwork Skills' E. Effective Meeting Management I I L Internal Information flow and Teamwork A Problem Solving Task Forces B. Short Term Team Building Strategies J ' 10 :F page 2 Delivery Participants in these facilitated discussions should include anyone directly involved in the Review and Permitting process, including the City Administrator and y the appropriate administrative staff. Facilitator. Lee Colby, Principle, Lee Colby and Associates 1 Investment Training (3 groups) r $3600 (6 session @ $600) DISC Personal Profiles $720 ($12 pp x 60 oarticipants) Latent markers (20 reusable) $20 + tax Total investment $4388 1 page 5 _ - . j � B. COMMUNICATION SKILLS FOR CONFLICT I MANAGEMENT _. Rationale Disagreements and differences of opinion area normal, even essential dynamic in any group. Some groups, however, avoid open disagreements and engage in behind- the - scenes opposition. Some groups engage in open conflict, but in the form of win -lose arguments. Both methods waste energy and obstruct good customer service. This workshop shows participants how to .' explore differences constructively so as to solve problems for internal and external customers. ` The training seminar includes - Action Planning for skills practice on the job. Workshop. 1. Self assessment of conflict style Content " 2. Identify typical reasons for conflict 3. Interest -based vs. position -based negotiating 4. Communication skills for effective interest -based solutions: : feedback, listening, paraphrasing, f statements Delivery The workshop is interactive., An assessment. instrument,-'group brainstorming, instruction and skills practice `make up the format. The 1/2 day workshop is intended for all employees to promote consistency and teamwork. Optimum number of participants: 20 Facilitator James Amott, Sr. Consultant, Leadership of the Twin Cities Investment TRAINING (60 participants) $1804 (3 session @ $600) " :. ` page 6 �` M D. TEAMWORK SKILLS r E. EFFECTIVE MEETING MANAGEMENT j III. INTERNAL INFORMATION FLOW AND TEAMWORK - A. Problem Solving Task Forces Rationale In order to provide the high quality of customer service desired by the City, work flow problems need to be resolved by the people directed involved. Content The following three communication issues should be addressed by employee task forces empowered to make recommendations to the appropriate decision- making I B. Short term Team Building Strategies 9 9 Rationale To support organizational team building, a few short term measures for specific issues are recommended. Content The Needs Assessment interviews found a need for brief interdepartmental training sessions on City forms and language. Confidential coaching with individuals can reduce . communication barriers and increase personal effectiveness. Coaching for effective staff meetings helps managers and employees participate more openly with ideas for - continuous improvement. = Delivery Each strategy should be available to employees as they'- request it. The amount of time needed depends on the issue. Estimated 2 days Facilitator Lee Colby, Principle, Lee Colby and Associates Investment Estimated $2400 1 _ page 13 CLIENT INVESTMENT SUMMARY Note: Based on 60 participants FACILITATED PLANNING SESSIONS* $3000 DiSC PERSONAL PROFILE SYSTEM . $4388 f - ' COMMUNICATION SKILLS FOR CONFLICT MANAGEMENT $1800 CUSTOMER SERVICE AS A PERFORMING ART $1800 TEAMWORK SKILLS $3600 EFFECTIVE MEETING MANAGEMENT $1200 PROBLEM SOLVING TASK FORCES* $3000 SHORTTERM TEAM BUILDING STRATEGIES* " . $2400= - PROJECT DEVELOPMENT $3600 (workshop design and preparation; meetings, administration) Total " estimated investment: $24,788 , I Coaching and miscellaneous meetings would be logged and submitted with the monthly invoice. Handouts and mileage difficult to estimate at this time. `_ Example: DISC Handouts with binding: $3.20 per person. Each .workshop will vary on handouts required. Client may, use own facilities to reproduce handouts, or materials can be provided and billed by TRAINING NETWORKS. page 14 . CITY OF ELK RIVER SUMMARY OF PROPOSAL ALTERNATIVES Considering the budgetary constraints of the City of Elk River, Lee Colby and I have condensed the comprehensive proposal into what we feel would be a "start" at addressing some of the issues brought out in the Needs Assessment. There would be certain topics that would not be addressed or at least very little. The following is our proposal at the onset (prioritized): I. DISC workshops where all City personnel would attend two half day sessions,. This would be scheduled three times. This training would help staff understand different behavior styles, diffuse conflict, and open lines of communication with external and internal customers. 11. Facilitated Planning sessions comprised of a cross sectional group scheduled for 2 1/2 hours five times. These are important because specific issues from the Needs Assessment would begin to be addressed and dealt with as a group (same as original proposal only less time allotted). (total 12.5 hrs) • Ill. Task Forces made up of volunteers and appointees would be established to work on work flow, procedures, and matetial evaluations (same as in original proposal only less time allotted). Would schedule three task forces to meet twice each for 1 1/2 hours. (total 9 hrs) IV. Short-Term Strategies would be utilized for one- on-one coaching, observing staff meetings, and miscellaneous meetings as needed. (total 6 hrs) V. Customer Service sessions for all City staff. Scheduled in three half -day sessions. The following was omitted from the original proposal: 1. Decreased the time allotted for Facilitated Planning Sessions, Task Forces, and Short-Term Team Building Strategies. 2. Employee Training: a. Communication Skills for Mgmt b. Teamwork Skills C. Effective Meeting Management This alternative plan is as condensed as possible and still begins to address the • major issues in the Needs Assessment. We also recommend that this alternative plan be implemented as soon as possible so as not to lose momentum and to show the community that the City is serious about adressing the identified issues. SAMPLE SCHEDULE AND FEES 9:00 - 11:30 Facilitated Planning 12:00- 1 :30 Task Force Meeting 1:30- 2:30 Short -Term Strategies Scheduled once weekly Total: 5 - 3/4 days (5 X $900) $4500 1 - 112 day 600 DISC PERSONAL PROFILE SYSTEM 4388 Six half -day sessions with profiles . "Time needed: Min. 1 -3 weeks CUSTOMER SERVICE 1800 Three half -day sessions *Time needed: 1 -3 weeks PROJECT DEVELOPMENT TIME (LOGGED) (approx) 1200 TOTAL $12,488 (Plus mileage for Lee Colby @ .28 per mile) * Scheduling depends upon availa 'Diiity of staff. 0 D SG PERSONAS PROFILE SYSTEM This powerful tool and workshop is designed to help people work together more effectively. All of us have developed behavioral patterns -- distinct ways of thinking, feeling, and acting. The Personal Profile System presents a, plan to help you understand self and others in a specific environment. Research evidence supports the conclusion that the most effective people are those who know themselves,, recognize the demands of the situation, and adapt strategies to meet those needs. The Personal Profile System enables you to: > Identify your work behavioral style > Create the motivational environment most conducive to success • > Increase your appreciation of different work styles > .Anticipate and minimize potential conflicts with others This is a powerful tool for: Building productive teams; Developing effective managers; Training a powerful sales force; Improving customer service; Easing frustration and conflict. ` The information from this profile can also serve as a basis for coaching, communication, career counseling, identifying training plans, and creating a motivating environment. The new revised version is now available after two years of extensive research. The 2800 Series improvements make the Personal Profile; System far more reliable and accurate than other four - factor instruments. Workshops area conducted in full or half day sessions. FOR MORE INFORMATION CALL: TRAINING NETWORKS ` 612- 441 -4330 • December 14, 1995 Sherburne County Sherburne County Co -Board 133880 Hwy 10 Elk River, MN 55330 Dear Board Members: DEC r 811 I was unable to get to your meeting this last Tuesday but want to protest the estimated tax proposal. I don't know if letting you know how I feel makes any difference anymore but I feel I must say something. why are my taxes going up by $50 -60 dollars every year ?? I not only get socked with high taxes but assessments for street improvements which ohly made way for sewer & water that went through Fresno Street 2 years ago, which we didn't need. It was only a means to get to the developments on County Rd. 30. We are suppose to have one the fastest growing communities, therefore Sherburne County tax dollars should be spread around. I feel every year a tax burden to me and I don't feel I have any choice but to move which I don't want to do either, so I will keep protesting. My family has lived in Elk River for over 50 years - we shouldn't be forced out of the very town we grew up in. Property taxes are too high and as a board (County & City) you should come up with a different way to raise taxes that don't burden the people. Now I see you just gave raises to some of the county employees. Maybe your budgets are too high ?? Your salaries? Your big City ideas? Please think about the people of this community and their financial burden the county and the city place on us. Can only the rich make up this community? S7cerely, . Gwen R. mzth 18290 Fresno Street Elk River, MN 55330 cc: Elk River City Council 41 School District 0 � • • 12/21/95 12:22 CONE. OBERSTAR D C 24 ELK RIVER D I ST N0.017 P001 C+o�t Retadons Division U.S. Department of Justice Office of Community Oriented policing Services (COPS) Whd& sm D.C. 20330 . il► "T"IN _ ► o -, The Office of Community Oriented Policing Services (COPS) is pleased to announce the next round of COPS grant awards. Enclosed you will find a copy of one or both of the following lists: A listing of COPS awards under the Universal Hiring Program, which allows interested policing agencies to supplement their current police force through the hiring of additional police officers, and a listing of COPS MORE grants. The latter funds law enforcement agencies to get sworn officers out from behind the desk and on the beat by funding overtime, equipment and technology, as well as the hiring of civilians. Unfortunately, many applications could not be fully funded at this time due to the fact that the FY' 96 Commerce - State- Justice (CSJ) Appropriations Bill has yet to be enacted. If you or your staff have any questions pertaining to this or any COPS program or announcement, please contact us at 202/514 - 9079. 12/21/95 12:22 CONG. OIERSTAR D.C. 4 ELK RIVER DIST NO.017 P003 Estimated State Name Full-Time Equivalent Part -Time Positions Positions Federal Funds • MN Becker, City of 1 0 $74,899 Beitrami Co. Sheriffs Dept 1 0 $75,000 Big take Police Dept 1 0 $75,000 Browns Valley Police Dept 1 0 $75,000 Carlos Police Dept 0 1 $11,990 Clara City Police Dept 2 0 $113,554 Cloquet Police Dept 2 0 $150,000 Dawson Police Dept 1 0 $63.889 Dodge, Co. of 2 0 $150,000 Eagle Lake, City of 1 0 $59,025 Gibbon, City of 0 1 $31,343 Jackson Police Dept 1 0 $73,974 Janesville Police Dept 1 0 $62,533 Lake Shore, City of 1 1 $102,500 Minneapolis Police Dept 8 0 $600,000 Mora, City of 1 0 $73,611 Moms, City of 1 0 $75,000 New York Mills Police Dept. 1 0 $51,625 • Nicoliet Co. Sheriffs Dept. 1 0 $75,000 Northfield Police Dept. 2 0 $150,000 Olivia Police Dept 1 0 $75,000 Osakis Police Dept 1 0 $70,501 Pennock, City of 0 1 $75,000 Red Lake Band of Chippewa Indians 5 0 $235,080 Royalton, City of 1 0 $64,565 Spring Grove, City of 1 0 $58,466 Suburban Hennepin Regional Park Distrk 1 0 $65,166 Verndale Police Dept 1 0 $52,351 White Earth Reservation tribal Council 1 0 $75,000 Willmar Police Dept. 1 0 $75,000 30 42 4 $2,990,173 C, 24 Memorandum TO: MAYOR AND CITY COUNCIL • From: Thomas D. Zerwas, Chief of Police El k ' River Date: December 20, 1995 Police Department Subject: sergeant's Promotion /Corporal Assignments This memo is to inform the City Council that we have completed the selection process for sergeant and corporals. The selection process consisted of resumes and oral boards. The corporals' oral board consisted of all three (3) Elk River Police sergeants. The sergeant's oral board consisted of one (1) Anoka Police sergeant, one (1) Coon Rapids Police captain, and Sergeant Jeff Mordal from our department. The results were Ron Nierenhausen will be promoted to the rank of sergeant, and David Dummer and Kim Peterson will be "assigned" to the rank of corporal. These assignments and promotion will take effect on January 1, 1996. If you have any questions, give me a call. TDZ /kma • 13065 Orono Parkway • P.O. Box 723 • Elk River, MN 55330 • (612) 441 -2324 a Fax (612) 441 -8937 WWTS MAINTENANCE MANUAL UPDATED JUNE 131f 1995 MAIN BUILDIN Frequency Check Oil On Air Compressor .... ............................... ........................Monthly ChangeOil ........................................................... ..............................6 Months Chemical Feed Pumps Insect For Proper Operation ......................... ..........................Daily CheckOil Level ............. ............................... .........................Weekly Check Belt Tension ........ ............................... .........................Weekly ChangeOil ............................................... ..............................6 Months Control Panel Check............................ ............................... ..........................Daily Frequency Grit Pumps CheckOperation ........... ............................... ..........................Daily AlternatePumps ............ ............................... ..........................Daily Check For Proper Seal Water Flow ........ ............................... Weekly Check Pump Oil Reservoir ............................ ........................Monthly Grease Motor Bearings (While Running) ..... .........................Yearly Mechanical Bar Screen Check Operation y .......... ............................... ...........................Dail Grease............................. ............................... ........................Monthly Add A Few Drops Of Oil To Rocking Apron Pivot Pins ........................ ........................Monthly Change Oil In Speed Reducer .................. ..............................6 Months Grease Motor Bearings (While Running) ............ ............................... .........................Yearly Grit Classifier Check Operation ........... ............................... ..........................Daily Check Oil In Gear Case .. ............................... ........................Monthly Grease Bearings In Eccentric & Crank Assemblies ...............Monthly Grease Rake Hanger Assembly ...................... ........................Monthly Change Oil In Gear Case .............................. .........................Yearly Check Condition Of Belt ......................... ..............................6 Months Control Panel Check............................ ............................... ..........................Daily Sampler Check Sampling System and Refrigerator ... ..........................Twice Weekly By -Pass Channel ....................... ............................... ..........................Flush Weekly Flow Meter CleanProbe ................... ............................... ..........................Daily Calibrate......................... ............................... .........................Yearly DIGESTER BUILDIN Frequency Digester Mixing Pump CheckOperation ........... ............................... ..........................Daily CheckPacking ............. ............................... ..........................Daily GreasePacking ........................................ ............................... Weekly Grease Pump Bearings ... ............................... .........................Weekly Moyno Sludge Pumps CheckOperation ........... ............................... ..........................Daily GreaseBearings .............. ............................... ........................Monthly GreaseMotor ................. ............................... .........................Yearly CheckBelts .................... ............................... .........................Yearly Sludge Recirculating Pump CheckOperation ........... ............................... ..........................Daily Grease Pump Bearings ............................ ............................... Weekly GreaseCouplings ............ ............................... ........................Monthly Grease Motor Bearing .... ............................... .........................Yearly Flame Arrestors Remove Cover and Inspect Grids For Debris - Clean With A Non Caustic Solution................................................... ............................... Quarterly Control Panel Check............................ ............................... ..........................Daily Heating Boilers Check............................ ............................... ..........................Daily Clean.............................. ............................... .........................Yearly Frequency Moyno Sludge Pump CheckOperation ........... ............................... ..........................Daily GreaseBearings ............... ............................... .......................Monthly, GreaseMotor ................. ............................... .........................Yearly CheckBelts .................... ............................... .........................Yearly Motor Operated Valves Check............................ ............................... ..........................Daily Laboratory Analysis Equipment Calibrate PH Meter .................................................. Calibrate DO Meter ................... ............................... Transmittance Meter ................. ............................... Oven Temperature Checked ...... ............................... Calibrate Balance ...................... ............................... Certify All Thermometers ......... ............................... Certify Pipets When Purchased .............Daily .............Daily .............Daily .............Daily ............. Weekly .............Annually TRICKLING FILTER CheckOperation ........... ............................... ..........................Daily Check Oil Levels ..................................... ............................... Weekly Drain Condensation From Oil ........................ ........................Monthly ChangeOil ..................................... ............................... Yearly Frequency Flush Arms ...................... ............................... ........................Monthly CleanOrifices ................. ............................... ........................Monthly Grease Stabilizing Bearing ............................ ........................Monthly ChangeOil ....................... ............................... .......................Quarterly TRICKLING FILTER Check Control Panel ..... ............................... ..........................Daily Check Air Compressors ............................... ..........................Daily Gas Heater (In Season) . ............................... ..........................Daily PurgeBubbler ................. ............................... ........................Monthly Sump Pump Operation ..... ............................... .......................Monthly Change Oil In Air Compressor ....................... .......................Annually ServicePumps .................. ............................... .......................Annually CheckOperation ........... ............................... ..........................Daily Check Oil Levels ..................................... ............................... Weekly Drain Condensation From Oil ........................ ........................Monthly ChangeOil ..................................... ............................... Yearly U.V. BUILDING Frequency Check Sampling Pump and Refrigerator ............. ..............................2 Times Weekly U.V, Equipment CheckFor Alarms ......... ............................... ..........................Daily CheckFlow Meter ......... ............................... ..........................Daily Check Percent Transmittence ....................... ..........................Daily Check Intensity ............ ................ ............... ........................... Dail y CleanBulbs .................... ............................... .........................Weekly CleanChannel ................. ............................... ........................Monthly Calibrate Flow Meter ..... ............................... .........................Yearly Gas Heaters Check Operation (In Season) ....................... ..........................Daily LIFT STATION MAINTENANCE Frequency Check All L.S.' Control Panels And Pumps For Operation ................................... ..............................2 Times Weekly CleanFilters ................................ ............................... ........................Monthly FlushForcemains ........................ ............................... ........................Monthly CleanWetwells .................................................... ..............................6 Months ServicePumps .............................. ............................... .......................Annually COLLECTION SYSTEM MAINTENANCE Frequency Clean Entire System ..................... ............................... .......................Annually MOBILE EQUIPMENT MAINTENANCE Frequency Oil Changes, Filter Changes, Per Manufacturers Chassis Lubrication, Test Run ............ ............................... ................Recommendations BUILDINGS Frequency Roofs- Inspect ........................... ............................... .........................Yearly Air Handling Equipment - Inspect and Test ........ ..............................6 Months General Maintenance ............................................ .............................As Needed s:document:wwtsmm