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06-12-89 agenda-~/~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 143 Agenda June 12, 1989 Issue Statement: Referral of the Human Services Commission proposals for Senior Outreach to South Hennepin Human Services Council for further review and final proposal. Background: At the Council Budget Hearing of September 14, 1988, the Council suggested that the Human Services Commission meet with South Hennepin Human Services Council (SHHSC) to see if an outreach worker could be provided. The Human Services Commission has held several meetings with SHHSC and other senior service providers in the area to determine the need and to develop a proposal to meet that need. On March 30, 1989, a public forum was held. The results of these meetings were that while services are available, many people who need them are not taking advantage of them. Reasons vary from no knowledge of the service to pride, with any number of unknown reasons in between. The Human Services Commission reached the conclusion that the basic problem is how to link people in need with existing services. Potential solutions include: 1. Information and referral. 2. Follow up and advocacy. 3. Coordination. of existing agencies. The Commission has developed two proposals to address the problem: one emphasizes the "neighborhood block" approach; the other recommends the hiring of one person at a city facility to answer all questions and provide follow up services when indicated. (See attachments.) The Commission would like the Council to refer these two proposals to South Hennepin Human Services Commission to use as background information in developing a final proposal. The Commission would further like that proposal to be submitted to Metropolitan Council for a grant. Grant applications are due on September 1, 1989 for the 1990 budget year. The Metropolitan Council has a total of $100,000 available to the metropolitan area for one time senior outreach proposals for 1990 only. The grants would fund up to 85$ of a project cost. No funds are available for subsequent years. Metropolitan Council is particularly interested in innovative proposals that would develop networks, survey community needs, or coordinate existing services. /~-~ Recommended Motion: Refer the proposals from the Human Services Commission to South Hennepin Human Services Council for their review and evaluation in developing a final recommendation for a senior outreach type program. Basis of Recommendation: The Council requested the Commission work with SHHSC to come up with an alternative to funding an outreach worker through the general fund. The Commission has developed two diverse proposals which they would like SHHSC to formally review. Alternative Recommendation: 1. The Council could act to refer one of the two proposals to SHHSC to review. 2. The Council could select one proposal and request staff to submit the application for the grant directly. 3. The Council could refer the entire matter back to the Human Services Commission for further study. 4. The Council could determine that they do not want to continue the process. Discussion/Decision Mode: Because the grant application deadline is in September, action should be taken tonight to allow SHHSC sufficient time to review the proposals and come up with a f~'r~l ~1~ommendation. ly submitted, am ll. Prosser i Manager JDP:eja Attachments r . -~/ ,-~. 1>,,att 5i/tSy kepo,^t to kict,i'ield City Council }'ro~,asal for• C~utrr~a~:h Caoordir,ati.on 1'i"'U.)F..C L. kichiield iiirrnan services Commission May ii, 198 . ~%~ z 1`kul'4?ar~L L'l1R1'U51 I`l~e~•r: is r~ need La i~'~cr~easF~ and irnpr•o~e ttre outs•eaclr c:ap- -i~ll~1 ~.]t::i ~.,i c-:;~ist.ing ser•vii;e prc,viiler~s and dc~velop new ~appr•ctac:;lir.:. t_c; pr•rvent. and 3ildr°ess #.he needs . of the elder!}~ and pl"iysically handicapped in l~ichtield lly: 1. 1'~:r•it7clically assessing. the magnitude of° the need. 2. Pi~hlieizing the availability of existing services, 9!1 ar~d l~'irst Call tor. L3elp. _s. Linking people in need with existing services. ~l. f:stalilishing new, more ei'fective networks between e~cist.ing providers (both volunteer and pr•otessional). 1'LA1'J Ue~~e~lop 4i proposal to bE submitted to the Metr•opolitarl c;c;i.ii~cil to l~ir~e a coordinator to: i. assist in involving and worKing with th e churches, ragencies and or•gani.zations which provide services to the elderly and handicapped. ~, llevelop a demonstration BlocB )-'rogram. ;~uttt.li 13ennepin I~lurnan Services Council will be requested to: i. i~r•epare -the proposal to be submitted to the Metropolitan Council. 2. Serve as the sponsor and administrator of the project in the event the City of Richfield is not able to incorpor- ate the project in its structure. ~/~ ~- r a. Better coar•dinate the servi~,es prawided by volunteers and proiessionaJs. ~ U Lilize the services of agencies .involved. in Outreach. x llevelop partnerships wit.lr Bichtield churches to: a. liecruit and train volunteers Assign volunteers to appropriate situations. - Supervise t.l~e vviurrteers, provide case managerrrent :and i'ollow--up. 1`rovide vrrgoing training and consultation to churches acid volunt.e~r•s. !~, lrt ar~•eas where .churches do not provide .services, develop partnerships with existing agencies. - 1'r•ovide training and consultation tor• block. workers/ Ieacler•s. ~, c,oordinat.e the services providedby paid wor•lter•s and volurtteer•s. S'l' ~:1•' I~' I 1.1 c 1't•uvide iundirrg of approximately x•45--$SU,CtUU to cover st.aii'.ing anti related costs such as: - 1~'ull-f.ime c.•oordinator - l-lali- tithe clerical support ~- .Supplies -- '1'r•avel -- Meetings Volunteer recognition i)U'l'COI~ES/EXYEC'I'ATIOht5 ~- Dernotrst:rate the need and how it is !•ieing met. • ~~/D- ~f 7'he City oi` t?ichfield will be requested to: i. xu t.lic,rize Slil-1C to undertake the proposal meriting phase on l~etiaif of` ttie City. of Richfield. c. liesignat.e SliHC as tl~ie sponsor' and. administrator ref the pr~o.iec.t. in t.lie event. the City of Richfield elec s not ! ~, operate tt,e pr•o.ject. ..s. 1'r•ovide staff support and assistance to Sl-IHC i.n carrying uut. i,liESe ac:ti.vities. i}. t~i,rurtlit in-kind and budgeted funds to assure the on-going stnl:>ilit.y of the pr•o.ject. tit~'1'l ~~ 1'1'I:ES i. l'ulllic:ize the availability of .existing services, 911 ' arld I•'ir•st call for Help. x I'tlhlic;ize services of Senior Cornrnurli.ty Services uutt~eact, and. o tlier~ providers.. x l.lse cc,rntriunity .newspapers, church l,ulletins, city water bill lnailiin~s, Etc. to inform people of existing Ser'vi.r;e5. ~'.. Lirllt pei~ple in deed with existing Ser'V1Ce5, !c 1'~2Ll.ic.ize efforts of Senior Community Services and ot.1ler agencies' services. x Kec~•u.i t ar,d train volunteers to meet some of the needs ut,dF r' guidr_d supervision. x lievelop a Block 1'rograrn which can be a vehicle to iden- t..iiy deed, provide information and maKe referrals. (Such '~ pr°i>~1'€1rt1 4°:`i}lil{_l; +={%~lli~} gi, l.r~yt~llt! thB needs Of tYle elderly and handicapped.) ~/D -~ - lmpr•oved service to Richfield residents. l~ic,re e3'fective involvement of existing ser•vicE providers ~irld Clltli'Cfle.r. Develop an ei:fective volunteeripr•ofessional worKet~ t•ela tionstiip. U~~tnonstr•at.e the usefulrress of a B1ocK Yrogr•am. Detr,ottstrate ways irr which the city can .leverage its i•esaurces t.o attract needed lturnarr services for its residents. Coutrihtr Le to tl-e deveioprrren•t oi` the "spi.rit of the carrrmunifi.y~'. ~`%4' is llu:UI~1Ll~'1'A'1'luN UI• I•dEED iJnr: <rf i.1rF pr•inc:ipal reasons the ~ornmission is request- ing l.his pro.ect is a result. of our member's .personal experi- <-:nc:er arrcl frustration in splvi.ng the problems of the elderly -,n,l ,iis~,l>led a~i.tt~, vrl',orn vre have c.orne in ..contact. ~lclclil.ional impetus for this report and proposal came from 1••lal,irrr; kic;l,-lield iNorl. fc~r t.Y,e Elderly. _'1'l~,e validation of the -need fo,• 1.11r pr•o.ject came frorri rrrany meetings and. interviews :>r: t,ad vrith individua}s and organizatiorls from the Marclr ;3G, '1'#,e Uisc;ussi.on and recomrnendati.ons from MaKing Ricl~rfield ti;~url: ic;r• ttie Llder•ly is found orr pages 21-25 oi' the 'i'asK Force r~r:por~t amt appears irr this report as Appendix IV. In ~:ddition to the documentation of the need and possible sc)lui.i.~;rrs in i_i~,is report, the #oliovaing are the need statements =cncl i.i,enies which were most prevalent among the individuals and ~,rt;ani2atic?ns with which we have rnet and from the Upen Forum. x Yrthlici.ze the available services so that people in need c:arr l.,e: aware of therri and use them when they need them. x Irnprc)vF: anll increase communication and networking between ss:i•;ji~;;e pr•)`!1dG1"'r~ Ut)1t.rIlt:Eer`s, and paid staf# so people can ~~:t. lie i.t,~--rr~- service ti,e. Monthly information meetings.l x '1'r•air, and sensitize volunteers and staff to the special needs ,)i t_h~~ Flcie:r•ly anti disabled so they cn be served with dignity and respect. ,r '1'lrere are .indications that alcoholism and chemical dependency ar•e quite prevalent in persons with disabilities. /~,~ 9 x 't'lrer•e heeds to Ue more attention paid to plarrrring and assist- iiig disabled persons to iurrrtion independently. x 1 t is irnpor~tant 1:.a overcome the stigma Borne :elderly and ~lisal,lr~:d persc;ns associate with asking for .help. '1'f1e sul_;ur•bs .are an isalatirrg envirr}nment for° low income pc~r•sons, the elderly, and the disabled because of the lack vi recagnit.iorr and transportation to services and r.rnployrnent. x Vulnerable adultls do riot know how.. to get services and need Help in obtaini_n~ the services they need. x 'i'1ie elderly and disabled in need should be encouraged to ac;c:Ept the idea that they are entitled to have their needs Ine C. x '1'hc-:r•e are a growing rrurnl~er• o#' old/olci needing supportive care ic;r rrierttal Health and chronic illnesses at ali levels. x i3t:cat;se of lack a#` avaar~eness, a law number a3' calls to 1•'ir•st. Ca11 hor• Help come fr•orn the suburbs, including Richfield. x Residents need rrrore direct access to information and referral. x Ri.clifielcl is experiencing a change in its population with an iircrease of alder adults and populations of diverse back- grounds. r< 'There is a need to recapture the neighborly feeling and #or ueighbor•s to care for one another. x )-'ul;lic social services serve mostly the economically disadvan- Caged. However, others, even with limited ability to pay, have a difficult time financially. * The cPrurches are providing many services to their .members, 1 t7 and in svme cases, to Richfield residents at large.: tc '1'l,ere is a need for .better coardinatian of the services wl,icl~t are already in existence. une of the major findings of this effort was the reiter- dt.iotr l.l,at many. services exist and are available to Richfield i•esidertts Lut: are not being used because of lack of information 1,y laot.h Chose in need or by providers of service. lip Appendix V you will tir,d a portico! list. of services of 01 val,ic:lt we ar°e avaare .and which ar•e available. ~`'/O' 7 • ~%0-w APPENDIX VI AI-~t~L1aUIx v>! f-'AR'1'IA1. L1S1'l1~IG UF' AVAILABLE SERVICES k au,ily Suppi>r•t Service ldeigJ,J~ur•hocid Watch 1••ii•st Call fog, I3elp liriir,epir~ Coui;ty liuu,e l•ianagernent Services Ser,iur• Case I~anagernerit Services Clior•e Service r~ciuJt Fr~otection S~:rvices to the UisaLled r3•.-.nii,r Cc;rnmunity Services l3a t.~:l:eeper•• c:vj~,inw~~it.y EducationjFublic Schools 1l.ll.l~l.E. =~/B -~r :~ ~LAft 1'U1{F'U:iE i . To er7d the information and referral rurraround for elderly and disabled . PLA1~1 i. Hire a worker to answer incoming inquiries from seniors and give them an. answer on the spot. 2 . If the Senior sounds confused or inadequate , ~~ worker should rnalce the .call on their. behalf or call bacK in a couple of days to see it they. have made the right connection . a . Church workers and community workers can also get direct answers from this phone number . If they don't find satisfaction -I'or .their clients , they can call bacK . ~1 . '1'her•e is a natural clientele at the Community Center . 'There is an existing trusting relationship betweetn this clientele and the Community Center which will. overcome the rra tural reluctance of older people taxing advice from strangers . in this way this service will be superior to First Cail for Help which is not part of the city government . '1'he new worker will worK together with people from churches and .other organizations. They will share experiences and develop strategies for the development of more effective services to the elderly . ~. When the Public Safety officers meet with biocKs on .their crime prevention program , they should asK if there is anyone who would be the contact person. for the elderly.. 2. neighbors . .Volunteers recruited in this manner should be con ~- tacted by the above mentioned worKer and invited to a training program . ("1'he training. program should have a much more .alluring title such as "Helping Hands" . ) 5 . Use newspapers , city/school publications , water bills , etc to recruit. "Helping Hands" . {If you get enough "Helping Hands" a b1ocK program will exist .) But if there is no one in the biocK with .this information , there is still someone to call'.!'. 6 . rusk SHHC or the city to request a grant to fund such a worKer . AC'PI VI'PIES i. Be there. to see that the senior does not get lost in the infor~triation and referral shuffle Have some. flexability to create any Kind of program that will fill the need . (Different people attacK problems in differ - ent ways . When this person is hired , asK how they would create such a program and looK at their record for establishing something that worKs . 'Phis idea also does not set up an antagonist with the present city structure . We want the program to worK and the city to looK good. because of it . ) 1'I'he City received a very high rating from the public on their public. relations --- meaning -that. when people call with problems , tYze city has responded in a satisfactory way . `Phis is what we want them to do with questions from seniors . } S'l'AFFIIdG Same as other plan . yU'1'CC)MES/EXPEC'TA'1'IQIdS i . 'i'Y-e senior . (over 6 5 population) maKes up 16 . 5 Y of uur population based on the 1980 census . By ~UGt! this portion of the population will be 2 ©i . `T'hese .people are increaszz~gly beset by meiatal confusion and frail physique . (`l'he Bichfieid School system spent $ 3 , U i 5 on every pupil in their system ire 1988-89. This educational effort is willingly supported by a big majority of the residents . The proposed additional service for the elderly is cheap by .comparison . It will cost about $ 5 0 , U 0 0 and serve close to 8 , U Q O people . It will maKe the city loaK good.. } 2. Our neighboring cities of Minneapolis and Bloomington have had to install a contact worker for the- elderly . As the city and its residents have aged , the city has had to change the services than it offers . When there were a lot of children., we built schools . When we could no longer maKe do with wells and cess- pools , we had- to buy sewers and a water system . Mow it's time to add a ~vorKer to connect seniors with the services which they need- . This is sensible public policy . Y130CESS Same as other plan DOCUME ~TTATION OF I~IEED ~ Metropolitan Council reports on the Frail Elderly emphasize that older foiKs are very resistant to calling upon strangers for help'. 'T'hey want their assistance to -come from a neighbor , a friend , a peer , and their own suburb . '!'here ar~e services available to meet almost every need , .but tl they operate on a two tier system . Those who have a very low income hook into the county system , but thvse who may. not have touch , but fall above this poverty line , get shuffled from one agency to. another . Richfield has a lot of middle income people who need to .connect (not only be referred to , but really connect with these services . * 'I`reat the elderly as if they mattered {"sensitization" is ouch a sterile word) so that they feel it is o .k . to asK questions and accept. help . This is especially true for the very old . ~ :assure churches that the city is their partner, not their rival , in providing these services . Stress that the two bodies are allies . Stress that the church's efforts are important and .recognize .this publicly . Help the churches or any other assisting organization to serve their clientele . * If the city taxes action to meet these needs now , the issue will not become a big political struggle as the proportion of tYiose needing help grows . CITY OF RICHFIELD, MINNESOTA Council Letter No. 142 Agenda June 12, 1989 Issue Statement: Adoption of financial policies for the .City of Richfield. Background: The City of Richfield has followed established financial policies governing most of the City's practices related to fiscal management. These policies covered a wide range of matters and were annually contained in the City's budget. Two factors concerning these financial policies suggest that some modification would be beneficial: 1. The City's Auditors have recommended the City's financial policies be adopted and addressed as a separate document, exclusive of the City budget. 2. Some recent developments in the area of public sector financial management have necessitated the consideration of additional financial policies. At Study Sessions on November 7, 1988 and June 5, 1989, draft financial policies were presented to the City Council for discussion. During those two sessions, there was discussion concerning fiscal management policies of the City and suggested input concerning certain specific policies. The attached fiscal policies are a combination of the City's previously adopted policies which have been modified to mirror current practice in the field of municipal finance and incorporate the City Council's additional considerations. Recommended Motion: It is recommended that the City Council adopt the attached financial policies by motion. Basis for Recommendation: 1. The City should periodically update and modify its financial policies. 2. The Auditor has recommended that the City's financial policies be addressed as a separate document. 3. The attached policies have been carefully considered by City staff and City Council and will serve the City well in terms of financial management. Alternative Recommendation: The City Council could refer this item to another Council meeting for consideration. ~y ~. 3. The City will periodically conduct educational safety and risk avoidance programs within the various departments. 4. Staff will report to the Council, at least annually, on the results and costs of the City' s Risk Management Program for the preceding year. 5. The City will, on an•ongoing basis , analyze the feasibility of purchasing outside insurance coverage to replace or supplement the self-ins urance program, in order to provide the best and most economical loss coverage available. 6. The City will maintain an undesign ated and unreserved Self-Insurance Fund balance of no less than $500,000. H. Operating Budget Policies 1. The City will pay for all current expenditures with current revenues. The City will avoid budgetary procedures that balance current expenditures at the expense of meeting future year's revenues, or rolling over short-term debt, or that rely on accumulated fund balances to meet current obligations. 2. The budget will provide for adequate maintenance of the capital plant and equipment, and for their orderly replacement. 3. The budget will provide for adequate funding of all retirement systems. 4. The City will maintain a budgetary control system to help it adhere to the budget. 5. The City administration will prepare regular monthly reports comparing actual revenues and expenditures to the budgeted amount. 6. Each year the City will update expenditure projections for its Enterprise Funds for the next three years. Projections will include estimated operating costs of future capital improvements that are included in the Capital Budget. 7. The Operating Budget will describe the major goals to be achieved, and the services and programs to be delivered for the level of funding provided. 8. Where possible, the City will integrate performance measurement and productivity indicators with the budget. ~'~ attempt to secure the best possible return on all cash investments. 5. The City's accounting system will provide regular information concerning cash position and investment performance. 6. The City will make arrangements with banks on a contractual basis for a specified period of time and with specified fees for each service rendered. F. Accounting, Auditing and Financial Reporting Policies 1. The City will establish and maintain a high standard of accounting practices. 2. The accounting system will maintain records on a basis consistent with accepted standards for local government accounting using a modified accrual basis of accounting for all governmental funds and an accrual basis of accounting for Enterprise and Internal Service Funds. 3. Regular monthly and annual financial reports will present a summary of financial activity by major types of funds. 4. Where possible, the reporting system will provide monthly information on the total cost of specified services by type of expenditure and, if necessary, by fund. 5. An independent public accounting firm will perform an annual audit and will publicly issue an opinion concerning the City's finances. G. Risk Management Policies 1. The City will maintain a separate Self-Insurance Fund within its fund and account groups. 2. The City will calculate annually an updated estimated fund balance requirement for the Self-Insurance Fund. If funding is found to be too low, Council will endeavor to transfer funds from the General Fund, or from any other funds which might be available, to the Self- Insurance Fund to complete the indicated necessary level of funding. Transfers from the Self-Insurance Fund will only be made after at least three years of funding/loss experience, or a consultant's report, indicates an over- funding. ~ " l~ 7. The City will not incur long-term debt to support current operations. 8. The City will retire any tax anticipation debt annually, and will retire bond anticipation debt within six months after completion of the project. 9. The City will maintain good communications with bond rating agencies about its financial condition. The City will follow a policy of full disclosure on every financial report and bond prospectus. D. Reserve Policies 1. The City will maintain an undesignated and unreserved General Fund balance of no less than the greater of: i. 40~ of the estimated General Fund expenditures for the following year, or ii. the sum of estimated cash-flow requirements, plus reasonable reserves for orderly budgetary adjustments when revenues are lost through the action of other governmental bodies or other causes. 2. The City will establish a contingency reserve to provide for unanticipated expenditures of a non-recurring nature, or to meet unexpected small increases in service delivery costs. This reserve will be maintained at two percent of the General Operating Fund expenditures. 3. The City will establish an Equipment Reserve Fund and will appropriate funds to it annually to provide for timely replacement of equipment. E. Investment Policies 1. The City will make cash flow analysis of all funds on a regular basis. Disbursement, collection and deposit of all funds will be scheduled to insure maximum cash availability. 2. When permitted by law, the City will pool cash from several different funds for investment purposes. 3. The City will invest at least 98 percent of its idle cash on a continuous basis. 4. The City will analyze market conditions and investment securities to determine what yield can be obtained, and ~, ~~ 6. The City will follow an aggressive policy of collecting property tax revenues. The annual level of uncontrolled property taxes will generally not exceed two percent. 7. Each year the City will recalculate the full costs of activities supported by user fees to identify the impact of inflation and other cost increases. 8. 'The City will establish all user charges and fees at a level related to the cost of providing the service. 9. The City staff will automatically recommend revised user fees with review by the City Council on an annual basis, to adjust for the effects of inflation on the City's cost of providing services. 10. The City will set fees. and user charges for each Enterprise Fund, such as Water and Sewer, at a level that fully supports the total direct and indirect costs of the activity. Indirect costs include the cost of annual depreciation of capital assets. 11. The City will set fees and user charges for other activities, such as recreational services, at a level to support the full cost of providing the services for all programs except those oriented to the youth, adult disabled and/or senior citizen population. C. Debt Policies 1. The City will confine long-term borrowing to capital improvements or projects that cannot be financed from current revenues. 2. When the City finances capital projects by issuing bonds, it will pay back the bonds within a period not to exceed the expected useful life of the project. 3. The City will attempt to keep the average maturity of General Obligation Bonds at or below 20 years. 4. Total debt service for General Obligation debt will not exceed five percent of total annual locally generated operating revenue. 5. Total General Obligation debt will not exceed 6.67 percent of the assessed valuation of taxable property. 6. Where possible, the City will use special assessment, revenue or other self-supporting bonds instead of General Obligation Bonds. 5. The City will use intergovernmental assistance to finance only those capital improvements that are consistent with the adopted capital improvement plan and City priorities, and for which operating and maintenance costs have been included in operating budget forecasts. 6. The City will project its equipment replacement and maintenance needs for the next several years and will update this projection each year. From this projection, a maintenance and replacement schedule will be developed and followed in the Central Garage Fund. 7. The City staff will identify the estimated costs and potential funding sources for each capital project proposal before it is submitted to the City Council for approval. 8. The City will determine the least costly financing method far all new projects. 9. The City will utilize profits from its municipal liquor operation solely for the support of capital improvements. Each year at least $325,000 of available current year liquor store profits will be transferred to the Special Revenue Fund for capital improvements. Any remaining profits will be retained in the Liquor Fund as working capital for the maintenance and expansion of physical assets, including store facilities. The accumulation of funds in working capital will be reviewed annually by the City Council. B. Revenue Polices 1. The City will attempt to maintain a diversified and stable revenue system to shelter it from short-run fluctuations in any one revenue source. 2. The City will estimate its annual revenues by an objective, analytical process. 3. The City will project revenues for the next three years and will update this projection annually. Each existing and potential revenue source will be reexamined annually. 4. The City will maintain sound appraisal procedures to keep property values correct. Property will be assessed at the legally mandated market value for each type of property. 5. The year-to-year increase of actual revenue from the property tax will generally not exceed eight percent, except in unusual conditions. Reassessments will be made of all property at least every four years. ~~~ property taxes, which distribute the costs of municipal services fairly and which provide adequate funds to operate desired program. 7. To provide essential public facilities and prevent deterioration of the City's public facilities and its capital plant. 8. To protect and enhance the City's credit rating and prevent default on any municipal debts. 9. 10. To ensure the legal use and protection of all City funds through a good system of financial and internal controls. To maintain a Risk Management Program that will minimize the impact of legal liabilities, natural disasters or other emergencies through the following activities: Loss Prevention - Prevent negative occurrences. Loss Control - Reduce or mitigate expenses of a negative .occurrence. Loss Financing - Provide a means to finance losses. Loss Information Management - Collect and analyze relevant data to make prudent loss prevention, loss control and loss financing decisions. III. FINANCIAL MANAGEMENT POLICIES A. Capital Improvement Budget Policies 1. The City will make all capital improvements in accordance with an adopted Capital Improvement Budget. 2. The City will develop a multi-year plan for capital improvements and update it annually. 3. The City will enact an annual Capital Budget based on the multi-year capital improvement plan. Future capital expenditures necessitated by changes in population, changes in real estate development, or changes in economic base will be calculated and included in Capital Budget projections. 4. The City will coordinate development of the Capital Improvement Budget with the development of the operating budget. Future operating costs associated with new capital improvements will be projected and included in operating budget forecasts. ~`~ RICHFIELD, MINNESOTA FINANCIAL MANAGEMENT POLICIES I. PURPOSE The City of Richfield has an important responsibility to its citizens to carefully account for public funds, to manage municipal finances wisely, and to plan the adequate funding of services desired by the public, including the provision and maintenance of public facilities. Especially in light of recent financial cutbacks in federal and state aids to local government, the City must ensure that it is capable of adequately funding and providing local government services needed by the community. Further, the financial policies set forth herein, provide the basic framework for the overall fiscal management of the City. Operating independently of changing circumstances and conditions, these polices assist the decision making process of the City Council and Administration. Most of the polices represent long standing principles, traditions and practices which have guided the City in the past. and have helped maintain financial stability over the past several years. These financial policies are reviewed annually, periodically requiring modifications. II. OBJECTIVES In order to achieve this purpose, this plan has the following objectives for the City's fiscal performance: 1. To protect the City Council's policy-making ability by ensuring that important policy decisions are not controlled by financial problems or emergencies. 2. To enhance the City Council's policy-making ability by providing accurate information on program costs. 3. To assist sound management of the City government by providing accurate and timely information on financial condition. 4. To provide sound principles to guide the important decisions of the City Council and of management which have significant fiscal impact. 5. To set forth operational principles which minimize the cost of local government, to the extent consistent with services desired by the public and which minimize financial risk. 6. To employ revenue policies which prevent undue or unbalanced reliance on certain revenues, especially y,, Discussion/Decision Mode: The financial policies should be discussed and considered at the June 12, 1989 City Council meeting so that the document may be implemented as soon as possible. Resper~f/ti~ly submitted, Jame$ ~5. Prosser City anager JDP:ff cc: Steven Devich, Administrative Services Director Jean Mitchell, Finance Manager ~~. CITY OF RICHFIELD, MINNESOTA Council Letter No. i41 Agenda June 12, 1989 Issue Statement: Adoption of a Resolution Amending Contract No. 80083 To Receive Additional Reimbursement of 1988 Recycling Expenses. Background: Richfield has received partial reimbursement of recycling expenses from Hennepin County since 1986. The City is reimbursed for a percentage of recycling expenses including administration, collection of recyclables and yard wastes, and program promotion. The level of reimbursement from the County is based on the amount of material diverted from the waste stream to recycling or composting. The projected reimbursement level for 1988, during the time of funding application, was 60$, or $69,960.48. The actual recycling level Richfield achieved during 1988 qualifies the city for 70~ (580,383.42) reimbursement. Hennepin County is willing to amend the contract to provide for the additional funding. Recommended Motion: Approve the attached resolution amending Contract No. 80083 to receive additional reimbursement of 1988 recycling expenses. Basis of Recommendation: 1. Hennepin County has set aside this additional funding for recycling reimbursement for the City of Richfield. 2. An amendment to the contract is necessary to release the funds. Alternative Recommendation: None. Discussion/Decision Mode: This item appears on the June 12, 1989 City Council agenda. Staff is requesting approval at this time in order to meet Hennepin County funding requirements. Respectfully submitted, James Prosser City M ager JDP/ej a -~~~-r RESOLUTION N0. RESOLUTION PROPOSING TO AMEND HENNEPIN COUNTY CONTRACT NO. 80083 TO RECEIVE ADDITIONAL REIMBURSEMENT OF 1988 RECYCLING EXPENSES WHEREAS, Richfield had a contract with Hennepin County in 1988 for reimbursement amounting to $69,960.48, or 60~ of recycling and yard waste collection costs, and WHEREAS, Richfield exceeded 1988 recycling projections thereby qualifying the City for $80,383.42., or 70~ of expenses, and, WHEREAS, Hennepin County is willing to amend Contract No. 80083 to reflect this higher level of funding. BE IT RESOLVED, THEREFORE, by the City of Richfield, Minnesota that the City Council authorize an amendment to Contract No. 80083 to reflect this higher level of reimbursement. Passed by the City Council of the City of Richfield, Minnesota this 12th day of June, 1989. teven J. Quam, Mayor ATTEST: Thomas P. Ferber, City Clerk ~,~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 140 Agenda June 12, 1989 Issue Statement: Purchase of telephone equipment and service in excess of $5,000. Back~round• Currently,.the City of Richfield utilizes a PBX telephone system with City owned switching equipment. The hardware system has been maintained by G.T.E. Telephone Company. That firm provided maintenance on the City's hardware up until June 1, 1989 on an annual maintenance contract. For the past several months, City staff has been investigating the possibility of switching the City's telephone service to accommodate several immediate concerns including: 1. Improve the City's capability to process telephone calls. This includes providing adequate telephone lines in and out of City Hall, eliminating the busy signal often received by citizens calling City Hall. 2. To eliminate the internal telephone switching computer which is now housed at City Hall. This switching equipment requires City provided maintenance. Other systems, such as Centron, provide off-site switching equipment. Thus, eliminating the need for switching equipment and maintenance here at City Hall. A proposal presented by U.S. West appears to provide the City with the most efficient and effective method of improving its telephone service. The Centron system, proposed by U.S. West, would require the City to purchase a new console at a cost of 56,300. At the same time, Centron would reduce the City's monthly telephone cost, by eliminating City owned and maintained switching equipment. Instead, switching equipment would be located at U.S. West. In addition, the Centron system would allow Divisions and Departments at City Hall to have their own direct telephone line. City Departments would continue to have intercom capabilities as well as to be reached through the central switchboard. Eventually, the direct dial lines capability would greatly reduce the number of phone calls handled by the central switchboard. This would enable citizens and those doing business with the City to readily contact individuals within the organization. The contract referenced in this council letter is the purchase of telephone services from U.S. West. The approximate monthly cost of this service would be $4,261.75 for the first 24 months and $4,011.75 for 60 months thereafter. Currently, the City's monthly cost for comparable telephone service is $4,403.80 per month. Thus, the changeover would not only improve the City's telephone capability but also reduce our monthly cost. Recommended Motion: It is recommended that the City Council authorize the City Manager to enter into a contract for services with U.S. West for Centron telephone service for a term not to exceed seven years ~/~/ and to purchase a switchboard console from U.S. West for $6,300. Basis for Recommendation: 1. The current telephone system does not provide adequate service for City staff during the normal conduct of business or citizens attempting to call City Hall. 2. The City's current maintenance agreement with G.T.E. expired on June 1. Rather than renew that maintenance agreement for a specified period of time, the opportunity presents itself to move the complex switching equipment from City Hall and eliminate the maintenance altogether. 3. The City desires to improve its telephone feature capability by adding direct inward dialing lines and adding additional service. This could be provided by the Centron system at a reduced cost from the City's current arrangement. 4. Funds for the purchase of the replacement switchboard console will be provided by the 1989 Revised Government Building Budget with no net increase from the Adopted 1989 Budget for that Division. 5. The City's present telephone switching equipment is now ten years old and nearing technological obsolescence. The cost to replace the system would likely exceed $75,000. The proposal included in this letter is an extremely cost effective altenative to purchasing a new system. Alternative Recommendation: The City could continue to utilize the G.T.E. system and renew the maintenance agreement with G.T.E. However, that would necessitate retaining the in-house switching equipment and limited line capability the City now has unless additional funds are appropriated. Discussion/Decision Mode: This item is scheduled for is recommended that action City and U.S. West with the quickly as possible. It is completed in approximately the June 12 City Council meeting. It be taken at that time to provide the opportunity to convert the system as estimated that the process would be six weeks. Res c ully submitted, Jam D. Prosser Cit anager JDP:ff ~~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 139 Agenda June 12, 19$9 Issue Statement: Approval for the Public Safety Department to purchase specialized computer hardware to be used for geographic analysis of service levels and crime patterns, and for critical events planning and management. Background• The 1989 proposed budget for the Support Services Division of the Public Safety Department, as adopted by Council, includes 520,000 for the purchase of capital equipment identified as "Command Center Hardware" (101-4100-1560). This hardware can be purchased. under the State of Minnesota bid contract for 518,875. This hardware is intended to run software developed by GeoBased Systems. The software program is called "Command Center". The Command Center System will provide the Public Safety Department with the capability of analyzing crime and service data in relation to geographical location within the community. This capability will greatly enhance the department's ability to quickly identify patterns and trends while they are developing in specific neighborhoods or areas of the city so that the department's response can be targeted at emerging problems before they develop into more serious situations. This system will also crime prevention data capability of visually or disasters. Recommended Motion: Authorize purchase of State of Minnesota bid provide a tool for the dissemination of to the community. It will also provide the managing resources during critical events the required computer hardware off of the contract M-7787, in the amount of 518,875. Basis of Recommendation: The purchase of this hardware will provide an analytical capability to the Public Safety Department that will enhance its ability to identify emerging problems and target its response in a manner that increases operational efficiency. Alternative Recommendation: Reject or defer the purchase of the required hardware. Decision/Discussion Mode: This item has been placed on the Consent Calendar of the June 12, 1989 city council agenda. Purchase of the equipment would not be made unless council approval is obtained. Respect lly submitted, Jame Prosser City anager ~~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 138 Agenda June 12, 1989 Issue Statement: Payment to the League of Minnesota Cities Insurance Trust Administrator in excess of $5,000. Background: The City purchases general liability insurance from the League of Minnesota Cities Insurance Trust with GAB. Business Services as Administrator. The City's insurance policy has a $50,000 deductible for liability claims. In 1986, the City significantly reduced its premium by having a large deductible. The premium savings and additional monies have been used to create a Self- Insurance Fund to cover payments made which are under the deductible. On October 17, 1987, while responding to wn emergency call, a City Police vehicle collided with another vehicle at the intersection of 76th Street and 135W. After a thorough review of the legal issues involved, the City's insurance carrier and legal representation has negotiated a settlement with the claimant. The terms of the settlement and legal costs are as follows: -Bodily Injury $14,500.00 -Property Damage 500.00 -Attorney's Fees 2,976.31 Total $17,976.31 Recommended Motion: Approve the payment to GAB Business Services in the amount of $17,976.31. Basis of Recommendation: 1. The City's insurance policy provides that the insurance carrier shall, at its discretion, investigate and settle any claim or suit against the City. The insurance carrier and its attorneys have settled this claim. Alternative Recommendation: None. Discussion/Decision Mode: This item is on the June 12, 1989 regular City Council meeting consent calendar. Respectf ly submitted, Jame Prosser City anager JDP : e j a ~~ f CITY OF RICHFIELD, MINNESOTA Council Letter No. 137 Agenda June 12, 1989 Issue Statement: Request by Fred Babcock V.F.W. Post 5555 for a Fee Waived Temporary On-Sale Non-Intoxicating Malt Liquor License for July 3, 1989. Background• On May 30,•1989 Fred Babcock V.F.W. Post 5555 submitted a request for a temporary license to serve non-intoxicating malt liquor (3.2 beer) on the evening of July 3. They are requesting that any fee be waived. This request is in conjunction with the Richfield 4th of July Celebration and has been organized by the 4th of July Committee. Their plans are to have an open house and community dance outside on their property and they would like to serve refreshments, including beer. Recommended Motion: Approve a fee waived temporary license for July 3 with the stipulation that the sale of 3.2 beer cease no later than midnight, and that the applicant submit proof of liquor liability insurance coverage for the outside property on which the beer will be served and consumed. Basis of Recommendation: 1. The applicant has complied with the city codes pertaining to a temporary on-sale beer license. 2. The applicant has agreed to supply additional liquor liability insurance coverage. 3. The city has previously issued temporary on-sale beer licenses in conjunction with the 4th of July Celebration. Alternatives• 1. The council could decide to continue the request, however, the applicant would like a decision as soon as possible so that they can make the proper arrangements for the celebration. 2. The council could decide to deny the request. The public, safety department has not found any basis for a denial. In addition, the council has previously granted temporary on-sale beer licenses in conjunction with the 4th of July Celebration. Decision/Discussion Mode: The request for the temporary beer license has been placed on the consent calendar for June 12, 1989. Respectfu ly submitted, James Prosser City nager ~`% ~_~ =~ FRED BAB~OCK V.Q.W. PC)ST No 5555 ~~ Veterans of Foreign Wars of the United States FOUNDED 1889. Telephones: 869-5555 -- 869.9940 - 86E8112 710 LAKESHORE DRIVE - RPf"HFIELD, MINNESOTA 55423 May 30, 1989 Richfield Department of Public Safety 6700 Portland Avenue South '- Richfield, MN. 55423 Attention:' Mr.-`Jack Erskine .., `' Dear Sir: ~` Richfield VFW Post 45555 ' (Fred BaBcock} Ras been worTcing witfi the '~ Richfield 4th of July Committee to fiave a celeBration on tAe evening of July 3rd... bur glens are to fiave an open Rouse and community dance Coutside} on our property at 710 Lakeshore Drive, W~ taould plan to A.ave refresfiments avalaBle, including Beer, outside of ouT Building, b`ut confined to"our _property. We would like confirmation from-your department that this would be allowable. We would also like to close cuff Lakeshore Drive at Zyndmle and along the front of our property during this celeBration. We hope we can look forward to a favoraB~e response from you.- .Please call us if there are any questions. Sincerely yours; ~(~ _ ~~~ ~- Richfield City Code 1210.01 (Rev. 1987) ,.- Section 1210 - Non~ntoxicating liquor: beer .~. ..121.0.01. Sale and Dispensatiof~ of Nonintoxicating Malt Liquors. Subdivision 1. .Definitions. For purposes of this section"the terms defined in this subsection' have.. the meanings given them. ' `_ •Subd. 2. "Club" h.as the meaning given by Minnesota Statutes,. section 340A.101;: Subd: 3. "Nonintox~.cating malt liquor" or "beer" means malt liquor ~on- taining dot less than one-half of one percent alcohol by volume nor more than 3.2 percent alcohol by weight. Sub~l,: 4. ,,",Off,-sale" ,; means: „the , dale of beer .~-~,, the original_~ p,ackag,es ,for consumption off the .licensed premise$ only. 'Subd 5. "On-sale" means the sale of beer for--consumption on the licensed premises only. ` 1201:03.` Limitation on Application. Nothing in this section shall be construed to prohibit or restrict the~$erying pf nonintoxicating malt liquor to guests in a private home, .except that it shah, be unlawful for, a.minor::ta consume .any intoxicating; or nonintoxicating malt liquor unless in the household. of the >`parent or, guardian of the minor. the council may also permit any` nonprofit social. organization,. Lodge, Labor prganization, political party, church ox - corporation not included in the 'definition of bona fide club to serve nonintoxicating malt liquor without' license 'free pf .charge, for a period not ' ~ exceeding 12 hours and not more: than three times per calendar year. "Political party" as used in this subsection inc~.udes city-wide. political organizations but does not includa individual candidatg~ or the campaign committees_of individual candidates. 1210.05. License required. No perspn'may,sell nonintoxicating malt liquor in the. city withouC the license issued pursuant o this. section. Application shall be made at leash 30 ,days prior to the date desired for the license period. 1210.07. Types of licenses. .:;Subdivision. 1. On-sale licenses: On-sale. li- censes may be granted. only to restaurants, hotels, .clubs and establishments tcavng food licenses, provided that }~o nonintoxicating malt Liquor manufacturer- ~~ or ~;*holesaler has any interest in:su~h business. Such licenses are for retail ,.r ,t' sales of nonintoxicating :malt "liquor-only.: No .mare than ..nine on-sale. licenses _ bt may be issued. (Amended, B 11 No. 19,$7-23) ~~_-- _ Subd. 2. Off-sale licenses. Ofd-sale licenses may be granted for the sale- of nonintoxicating malt liquor for co~}sumption aff the premises. Subd. 3. Temporary licenses. ~'~mporary licenses maybe granted to clubs, `' or charitable, religious or "nor--profit social organizations., labor organza- tions, political parties, churches or similar corporations. The term "political .:party" means, a city-wide political party organization but does not include iindividualcandidates or their campai~n committees. Subd. 4. Tavern ~Licenses. Tavgrn licenses may be: granted to holders of on-sale licenses on whose premises da~cing may be lawfully permitted. 1210.09, .Contents of application, P~rrons desl.ring;nonintoxicating malt liquor 'x-~ Licenses shall make application to the pl.erk, Applications shall include; ~/ ~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 136 Agenda June 12, 1989 Issue Statement: Request by Minneapolis-Richfield American Legion Post 435 for a Fee Waived Temporary On-Sale Non-Intoxicating Malt Liquor License for June 30 and July 4, 1989. Background• On May 19,.1989 Minneapolis-Richfield American Legion 435 submitted a request for a temporary license to serve non- intoxicating malt liquor (3.2 beer) on the evening of June 30 in conjunction with their outdoor dance and during the day on July 4 in conjunction with the annual July 4th Celebration. They are also requesting that any fee be waived. Recommended Motion: Approve a fee waived, temporary license for June 30 and July 4, with the stipulations that the sale of 3.2 beer cease no later than midnight on both dates, and that the applicant submit proof of liquor liability insurance coverage for .the outside property on which the beer will be served and consumed. Basis of Recommendation: 1. The applicant has complied with the city codes pertaining to a temporary on-sale beer license. 2. The applicant has agreed to supply additional liquor liability insurance coverage. 3. The city has previously issued temporary on-sale beer licenses in conjunction with the 4th of July Celebration. Alternatives: 1. The council could decide to continue the request, however, the applicant would like a decision as soon as possible so that they can make the proper arrangements for the celebration. 2. The council could decide to deny the request. The public safety department has not found any basis for a denial. In addition, the council has previously granted temporary on-sale beer licenses in conjunction with the 4th of July Celebration. Decision/Discussion Mode: The request for the temporary beer license has been placed on the consent calendar for June 12, 1989. Respectfu y submitted, James D Prosser City Ma alter JDP/eja ,~/-/ t ~ - .' _~ ~ MINI~IEAPC-LIS-I~tCHFIEI~ AMERICAN LEGION POST' 435 ~¢' 650 PORTLAND AVENUE SO. * ~ICHFIELD. MINN. 55423_# Telephone'866-3647 May 19, 1989 _., y,. ,,._,..., Mr. William J. HollicJ~ Richfield Department of Pubi~:c Safety 6700 Portland Avenue South _..__ Richfield, MN 55423 Dear Mr. Hollickc We request permission'to serve beer-in our parking lot on June 30, 1989 when we are having an outdoordance and on- July-4, 1989 in conjunction kith Richfield's 4th .of July- celebraton Thank. you in advance for your early response. Sincerely, ~, .~ ~ ~ ~~~ Colin Fowle Club Manager ~~~ ~,~, Richfield. City Code 1210.01 (Rev. 1987) Sectiom 1210 - Non~ntoxicating liquor: beer 1210.01. Sale-'and Dispensation of Nor intoxicating Malt Liquors. Subdivision 1. Definitions. For purposes of'this section the terms defined in this subsection... ,, have the meanings given them.- Subd.` 2. "'Club" has the meaning given by -Minnesota Statutes, section 3GOA.101.. ~ ,., Subd. `3. "Nonintoxicating malt liquor" or "beer" means malt liquor con- .twinng no.t less than one-half of one percent alcohol by volume. nor more-than 3,2 percent alcohol by weight. Subd,. 4. , "Off-sale" .means the sale of been,, in,, the, original, packages ,for consumption off the licensed premises only. Subd. 5. "On-sale" means the sale,af beer for-...consumption on the licensed - premises. only.: 1201.03. Limitation .on Application. Nothing in this section shall be construed - to prohibit' orxestrict the serving ~f nonintoxicating malt liquor to guests in a private .home, except that it shah. be `unlawful for 'a minor to .consume any .intoxicating or_ nonintoxicating .male liquor unless. in the household of the parent- or guardian of the minor. l'he council may` also .permit any' nonprofit social....organizarion, lodge, labor `Qxganization, political ,pasty, church or -~ corporation not included in the definition of bona- fide club to .serve nonintoxicating malt liquor-without t} license free of charge, for `a period not exceeding 12 hours and not `more than three times per calendar-:year. ''Political . party"' as `used: in this subsection includes` city-wide; political `organizations but does not include individual candidet.gs or the campaign committees of individual candidates. 1210.05. License required. 'No person may sell nonintoxicating malt liquor in the city without the license issued pursuant to this section, Application shall ;,: be made at least 30 days, prior to the-date desired for the license period. .Y ~ _ 1210.07. Types of licenses. Subdivision. 1.'. On-sale licenses, ,On-sale li- censes:may be granted_ only to r~st.~urants,' hotels, .clubs :.and establishments having .food licenses, provided .that ~o nonintoxicating malt liquor manufacturer or whalesaler.has any interest in such business. Such. licenses are for retail sales of nonintoxicating .malt iquor'-only. No more than nine on-sale licenses may be issued... (Amended, Bill No., 19~7~23? . Subd. 2. Off-sale licenses. Ofd-sale licenses may be granted for the sale of nonintoxicating malt liquor for consumption off the ,premises.. Subd, 3. Temporary licenses. temporary licenses may be granted o clubs, ~.' or charitable, religious or non-pro€it'social organizations, labor organiz~- bons,"political parties, churches or similar corporations. The term."political party" means a city-wide political -party organization but does not: include individual candidates or their campaign. committees. Subd. 4, Tavern icenses. Tavern licenses: may be granted to holders''of on-sale licenses on whose:. premises dapcing may, be lawfully permitted. 1210.09. Contents of application. ~'ersons desiring nonintoxicating malt liquor ,~.. l.icens~s shall make application to the clerk. Applications-shall include: ,~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 135 June 12, 1989 Agenda Issue Statement: Authorization to secure and administer grant funds through the HRA as part of the HRA's continuing energy conservation program initiatives. Background• In May, the HRA submitted a grant request of approximately $44,500 to the State Department of Public Service (DPS). The funds, if awarded, will be used over a two year period starting in late 1989 to provide new energy program initiatives being developed by the Housing and Redevelopment Division. In receiving and reviewing the grant application, DPS has requested clearer evidence of City Council support for HRA energy program initiatives. A resolution has been prepared for this purpose. Clarification is sought because: 1. DPS usually receives requests from city and county government and less typically from HRA's. 2. The last DPS grant that Richfield sought was a grant request from the city for which the HRA later assumed administrative responsibility. 3. A requirement for receiving a grant is that the governing body must designate a "Community Energy Council" (CEC) which is the responsible authority on energy conservation programs for the city. 4. Since 1978, the City Council has acted as the CEC, with advice from an Energy Awareness Commission (1978 to 1988) and the HRA, concerning energy conservation matters. 5. In late 1987, in authorizing the 1988 city budget, the City Council assigned, and the HRA accepted, the CEC responsibilities for the policy and programmatic decisions related to administering a residential energy conservation program. It is this last action which DPS seeks clearer confirmation of and establishes the HRA as the CEC for energy conservation programs relating to improving the efficiency of heating and electric fuel use in Richfield. Recommended Motion: Authorize the attached resolution which establishes the HRA as the community energy council in matters of conservation of fuels and efficiency of residential and commercial building structures. ~ / ~°_i Basis of Recommendation: 1. The HRA has applied for a grant. 2. A clarification of roles and responsibilities is necessary for Richfield to be eligible to compete for DPS grant funds. 3. The HRA presently administers energy conservation programs for and with support from the city. 4. The HRA energy initiatives compliment existing housing and commercial rehabilitation programs provided by staff. 5. Actions of the City Council and HRA in authorizing the 1988 budget did not provide sufficiently clear information for the DPS to make a determination of what responsibilities the City Council has assigned and the HRA accepted. 6. A resolution which clarifies roles and responsibilities has been prepared. Alternative Recommendation: 1. Do not clarify roles and responsibilities. 2. Request the HRA to withdraw the DPS grant application. Decision Mode• Results of the and DPS. City Council action will be forwarded to the HRA Respec lly submitted, James Prosser City nager JDP/e j a RESOLUTION NO. RESOLUTION RELATING TO THE ADMINISTRATION OF ENERGY CONSERVATION PROGRAMS BY THE HOUSING AND REDEVELOPMENT AUTHORITY (HRA) WHEREAS, the Richfield City Council is the Community Energy Council for the City of Richfield; and WHEREAS, the Richfield City Council has assigned the policy and program responsibilities of energy program administration to the HRA, thereby making the HRA the Community Energy Council in these matters; and WHEREAS, this assignment first occurred by city budget resolution No. 7370, November 23, 1987; and WHEREAS, HRA responsibilities include energy conservation program development and administration in matters of conservation of fuels and efficiency of residential and commercial building structures; and WHEREAS, the HRA has the capability of granting authorization for the submission of an application to the Minnesota Department of Public Service requesting an allocation of an Community Energy Council Grant; and WHEREAS, the HRA has submitted a grant application on May 24, 1989. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richfield: 1. The Housing and Redevelopment Authority in and for the City of Richfield is the Community Energy Council in matters as outlined above. 2. The Housing and Redevelopment Authority in and for the City of Richfield is authorized to apply for grant funds, including a grant submitted May 24, 1989 from the Minnesota Department of Public Service and to execute agreements required for grant program administration. Passed by the City Council of the City of Richfield, Minnesota, this 12th day of June, 1989.. Steven J. Quam, Mayor ATTEST: Thomas Ferber, City Clerk ~ ~~J CITY OF RICHFIELD, MINNESOTA Council Letter No. 134_ Agenda June 12, 1989 Issue Statement: Purchase of Sander, Plow & Blade in Excess of 55000. Background: The City Council policy resolution on purchasing provides that when the purchase of merchandise, materials, equipment or construction exceeds the amount of 55,000, authority to purchase shall be submitted to the City Council for consideration. A tandem axle chassis cab and dump have been purchased through the Hennepin County bidding process. The plow, underbody blade and tailgate sander will complete the unit. These attachments are not available through the Hennepin County bidding process, so staff solicited three quotations as follows: Sander Plow Blade Total Ruffridge-Johnson Equip. Co., Inc. 51400 $4526 $2350 58,276 MacQueen Equipment, Inc. (Lump Sum Bid) 511,715 Boyum Equipment, Inc. 51659 55288 No Bid 57,947 Recommended Motion: Approve the purchase of a sander, plow and blade from Ruffridge- Johnson Equipment Company, Inc. for the sum of 58,276. Basis of Recommendation: 1. Ruffridge-Johnson quoted the above prices on Root equipment. We have used Root equipment on other vehicles and it has proved to be satisfactory. 2. The approved 1989 Garage Capital Outlay budget contained 575,000 for the purchase of the complete unit. After the purchase of the chassis cab and dump box, there is now 517,426 left for the purchase of these attachments. Alternative Recommendation: Council could choose to reject all quotations and instruct staff to obtain new proposals; however, it is doubtful whether we could receive better prices from reputable manufacturers for this equipment. Discussion/Decision Mode: This item is scheduled for the June 12, 1989 regular City Council meeting. Staff is asking for approval at this time in order to place a timely order for this equipment. Respectfully submitted, James Prosser City M nager JDP/eja ~% CITY OF RICHFIELD, MINNESOTA Council Letter No. 133 Agenda June 12, 1989 Issue Statement: Approval of the 1989 and 1990 agreement with the City of Minneapolis for participation in the Urban Corps Intern Program. Background: The Urban Corps provides college students with an innovative service learning environment. Through a well-planned internship, students get an in-depth exposure in a specific field and gain valuable practical experience. At the same time, the City receives the benefit of the students' enthusiasm and academic skills at a nominal cost. For a number of years, the City of Richfield has cooperated with the Urban Corps to place area college students in internship positions with the City. This arrangement has been quite beneficial because it has enabled the City to hire additional part-time employees, at very little cost, to either undertake short-term studies or projects, or to supplement our full-time work force in performing some of the City's ongoing services. Under the program, graduate students Richfield is $2.30 Nature Center used undergraduates are paid $5.75 per hour and are paid $6.75 per hour. However, the cost to per hour and $2.70 per hour. During 1988, the six interns in their programs. The Urban Corps Program is administered by the City of Minneapolis. In order for Richfield to continue participating in this program, it is necessary to execute an agreement with the City of Minneapolis. This agreement does not commit the City of Richfield to hire Urban Corps Interns, but it does provide the City with the option to hire interns through the Urban Corps Program as we choose. Recommendation• Authorize the execution of an agreement with the City of Minneapolis for participation in the 1989/1990 Urban Corps Intern Program. Basis for Recommendation: 1. The Urban Corps Program provides a supplement to our full- time work force. 2. The Program also provides a resource for short-term studies or projects. 3. The cost of Urban Corps participants is relatively low. Alternative Recommendation: Do not approve the execution of the agreement, thus terminating the program. -~~~'-/ Discussion/Decision Mode: This item has been placed on the June 12, 1989 agenda for consideration in order for departments to consider the internship program for the coming year. Respectfully submitted, James Prosser .City anager JDP:ff ~ ~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 132 Agenda June 12, 19899 Issue Statement: Introduction of the Fourth of July Celebration Miss Richfield Candidates Background: A Miss Richfield is selected each year as part of the Fourth of July Celebration. The current Miss Richfield is Pam Twernbold, and the Princesses are Nancy Smieja and Jennifer Anderson. The 1989 candidates are as follows: Gina Fornicoia Elizabeth Haverberg Jennifer Healy Christine Hendrickson Cindy Hilton Elisa Holton Tammi Hoskins Kathi Matthees Maria Miller Kristin Nelson Molly Nordstrom Brenda Olson Katy Youel Cindy Zubick Recommendation: Introduce the Miss Richfield candidates. Basis for Recommendation: 1. The candidates will be present at the June 12, 1989 city council meeting. 2. This is an excellent opportunity to publicize the Fourth of July Celebration. Alternative Recommendation: 1. Acknowledge the Miss Richfield candidates in some other manner. Discussion/Decision Mode: The introduction of the Miss Richfield Candidates has been scheduled under the Presentation Section of the June 12, 1989 City Council agenda. Respectfu y submitted, James Prosser City M ager JDP/e j a ~~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 131 Agenda June 12, 1989 Issue Statement: To accept a donation of $34,000 from the Minneapolis-Richfield American Legion Post #435 for Veterans Memorial Park of Richfield. Background• When the City submitted a grant application to the State of Minnesota for development of Veterans Memorial Park of Richfield, the Minneapolis-Richfield Legion Post agreed to match any grant received with a donation of $100,000 from charitable games to be spread over three fiscal years. The Legion will be presenting the first $34,000 to the Council tonight.. Recommendation: Accept the 534,000 and thank the Legion for their continued support of the City and Veterans Memorial Park of Richfield. Basis of Recommendation: 1. The Legion agreed to donate this money. 2. Members of the Post will be present at the June 12 meeting to make this presentation. Alternative Recommendation: The Council could refuse to accept the donation which would limit development of the park. Discussion/Decision Mode: This item has been scheduled under the Presentation Section of the June 12, 1989 Council agenda. Respectfu y submitted, James Prosser City Manager JDP/e j a ~~ CITY OF RICHFIELD Council Letter No. 130 Agenda June 12, 1989 Issue Statement: Acceptance from the American Legion Post 435 of protective vests for new officers hired by the City. Backaround• A number of years ago when we began the practice of furnishing protective vests (bulletproof) for all our officers, the Richfield American Legion Post 435 requested that they be allowed to contribute to the vest program. Rather than present the city with a fixed dollar amount each year, they agreed that they would furnish the initial protective vest issued to all newly hired officers. Recommendation: Accept the protective vests purchased by the American Legion Post 435 for our four newly sworn Police Officers. Basis of Recommendation: This is one of the most significant ways that the Richfield American Legion has of expressing and showing its support for Public Safety employees. We feel it is important that their efforts receive public recognition before the City Council. Alternative Recommendation: Do not accept the vests. Discussion/Decision Mode: This item has been scheduled under the Presentation Section of the June 12, 1989 city council agenda. Respectfully submitted, James Prosser City nager JDP:sae ~~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 129 Agenda June 12, 1989 Issue Statement: Administration of the Oath of Office to Newly Hired Police Officers. Background• All new police officers hired by the Richfield Department of Public Safety are administered the Oath of Office. Beginning in 1987, all new police officers were introduced to the council and administered their Oath of Office by the City Clerk at regularly scheduled council meetings. Five new officers were recently appointed to the Public Safety Department. They have been scheduled to take their oath of office at the June 12, 1989 City Council meeting. Recommendation• Have the City Clerk administer the Oath of Office to the following Police Officers: Thomas Blair, appointed April 28, 1989 Beth Churchward, appointed June 5, 1989 David Decur, appointed May 1, 1989 William Nikituk, appointed May 15, 1989 Lisa Petricka, appointed May 22, 1989 Basis of Recommendation: 1. This process will allow for the formal recording and notarizing procedures required of all new officers. 2. The public swearing in of new police officers is a necessary and very important process and affords members of the City Council the opportunity of meeting new officers. Alternative Recommendation: 1. Appoint officers without administering a formal Oath of Office at a city council meeting. 2. Have all new officers report to the City Clerk on the date of hire to receive their Oath of Office. Decision/Discussion Mode: This item is scheduled under the Presentation Section of the June 12, 1989 City Council meeting. Respect,£yxlly submitted, Jame Prosser City nager JDP/eja