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04-27-87 agenda • CITY OF RICHFIELD, MINNESOTA Council Letter No. 731 Agenda April 27, 1987 Issue Statement: Consideration of appointments to the Human Rights Commission and the Energy Awareness Commission Background: Currently there is one vacancy on the Energy Awareness Commission to fill a three year term which expires January 31, 1990. There is also a vacancy on the Human Rights Commission for a student member. Mr. Herbert Nagasawa has applied for the Energy Awareness Commission. Two students, Peter Hoffman and Peter Lancrete have made application to the Human Rights Commission. Interviews with these individuals have been scheduled with the city council at 6:45 P.M. on Monday, April 27, 1987. Recommendation: Following a favorable interview process, one appointment to the Energy Awareness for a term expiring January 31, 1990 may be made; and one student appointment to the Human Rights Commission for a term which will expire upon graduation from high school. Basis for Recommendation: 1. Vacancies for these positions currently exist. 2. The above noted persons have applied for appointment. Alternative Recommendation: 1. Readvertise for these vacancies, and make these appointments at a later date. Discussion/Decision Mode: Interviews with these applicants have been scheduled for 6:45 P.M. on Monday, April 27, with the appointments scheduled for the regular council meeting later that evening. Respec f lly submitted, James Prosser City Manager JDP/eja DATE Feb. 17, 1987 CITY OF RICHFIELD COMMISSION/COMMITTEE APPLICATION FORM NAME Nagasawa Herbert T. LAST FIRST MIDDLE HOME ADDRESS 6323 Harriet Ave.,S. HOME PHONE 869-6759 BUSINESS 725-6767, ext. 6655 APPOINTMENT PREFERENCE: (Number in order of preference) Advisory Boarrl of Health Planning Commission Civil Service Commission Human Services Commission Community Services Commission (Serving Seniors & Disabled Energy Awareness Commission X Sister City Internat. Human Rights Commission S.H.H.S.C. Briefly list aspects of your experience which you believe qualify ou fo r this advisor mm co fission n Y a d wh ou are intere e Y st d in Y Y serving. Chairperson, Safety Committee; Chairperson, Hazardous Waste • Disposal Committee, Medical Research Laboratories, VA Medical Center, Minneapolis, MN 55417. CIVIC, PROFESSIONAL AND COMMUNITY ACTIVITIES: Senior Editor, Journal of Medicinal Chemistry, American Chemical. Society {1971 to date). REFERENCES (OPTIONAL) Principal Scientist, Medical Research Laboratories, VA OCCUPATION Medical Center, Minneapolis, MN, and Professor, Medicinal Chemistry, University of Minnesota. Return to City Manager's Office, 6700 Portland Avenue, Richfield, MN 55423. *I wish to contribute whatever expertise I may have to serve Richfield where I have lived for 30 years. _ - - DATE ~._/-~'7 CITY OF RICHFIELD COMMISSION/COMMITTEE APPLICATION FORM NAME ~O ~-~--r+zv~,~ ~Qt~-~ ~ ~ >''~cc s LAST FIRST MIDDLE HOME ADDRESS ~6 3 .S- /Y1o rci~ ?l ~}-~/,e. S HOME PHONE U ~i~ ~.~~foG BUSINESS ~~o,~-~.r v,~LL~(a ~Q APPOINTMENT PREFERENCE: (Number in order of preference) Advisory Board of Health Planning .Commission Civil Service Commission Human Services Commission Community Services Commission (Serving Seniors & Disabled Energy Awareness Commission Sister City Internat. _ Human Rights Commission ~ S.H.H.S.C. Briefly list aspects of your experience which you believe qualify you for this advisory commission and why you are interested in serving: w ah,f- ~ glade ~a -2xD~P,rr;-P,t~t e~ f9~ ~2+'~ ©n ~ G,..~oarar ~ti,~12 Wor!<<E ~ ~ ~ o~~ pec5~ fe_ ~i?l~,o ~Q,~ ~ E'y~ ~ ~ oi-C 4t f~0 v ~ m y Co.-?1 ?'''v n I',~. cam, CIVIC, nPROF~~E^^SSIONAL AND COMMUNITY ACTIVITIES: /'C ~c~'1 t'r1 ~/4~ Sr ~ l''i 4 G, 7-e n >~s ~ ~'l a REFERENCES (OPTIONAL) /1'IS', /Y~as'/> MGtG~P~' -`T~~~~', /~G~t~2~t~' ~i91^ ~~i0o/ ~7~ /'1'J>'~-l,.e / T~i-r nom- Co~c~ - ~;~~t~i`P1 d ~>c>G scGlco/ OCCUPATION S749c/~ /a--o y Return to City Manager's Office, 6700 Portland Avenue, Richfield, MN 55423. • DATE CITY OF RICHFIELD COMMISSION/COMMITTEE APPLICATION FORM NAME .~w?rrY~~N, Uos~~, LAST FIRST MIDDLE HOME ADDRESS ~r/i , 5`Q i HOME PHONE BUSINESS APPOINTMENT PREFERENCE: (Number in order of preference) Advisory Board of Health Planning Commission Civil Service Commission Human Services Commission Community Services Commission (Serving Seniors ~ Disabled Energy Awareness Commission. Sister City Internat. Human Rights Commission ~ S. H.H.S.C. Briefly list aspects of your experience which, you believe qualify you for this advisory commission and why you are interested in serving:. ~d LccA/~ /i~G (f ~X~°6`i ~,/l~ e ~/c ~.-GG ~!L'P. „S'~P...~ v ~ • - ve o ~~~~~~o / w ~ f C-~.~~L.t,lQ2 .6~ v ~/ry /~2~/~c,.t / oar .may c~l~ i~a cc, r-~~~ , CIVIpC, PR~O?F-E/SSIONI~L ~A/' COMMUNITY 1~CTIVITIES: REFERENCES (OPTIONAL) ~~%~X ~~5~'"/'icTf~ac~rio.,9~P/~ Cji,:~,c~ ~~~5~ ' U OCCUPATION Return to City Manager's Office, 6700 Portland Avenue, Richfield, MN 55423. ~L~ CITY OF RICHFIELD, MINNESOTA Council Letter No. 130 Agenda April 27, 1987 Issue Statement: Consideration of an amendment to the city charter regarding filing dates for municipal elective office.. Background: Section 4.04 of the city charter regarding the filing of nomination petitions for municipal elective office provides that the petition should be filed with the city clerk not more than six nor less than four weeks before the municipal election date provided in Section 4..02. These filing dates are not consistent with Minnesota Statute 205.13 which state that petitions should be filed not more than eight nor less than six weeks. The current charter provision also conflicts with compliance to Minnesota Statute 2048.35, subd. 4 regarding the availability and preparation of absentee ballots. The statute states: "Absentee ballots; preparation, delivery. Ballots necessary to fill applications of absentee voters shall be prepared and delivered at least 30 days before the election to the officials who administer the provisions of Chapter 2038." • Under the current charter filing provisions, the city cannot meet the 30 day requirement because candidates may still file up to 28 days prior to the election. The charter commission reviewed this matter on April 9, 1987, and have forwarded a Transmittal Order to the city council for consideration. Recommendation: Approve first reading of the attached charter amendment changing the filing dates for municipal elective office to conform to Minnesota State Statutes. Basis for Recommendation: 1. The filing period in the Richfield City Charter is inconsistent with the filing period provided by state law. 2. Mayoral and City Council elections will be held every two years after 1988, thus coinciding with state and federal elections. 3. Inconsistent filing periods would cause the city to use a separate paper ballot for municipal elections which would defeat the purpose of standardization of voting equipment and procedures in Hennepin County, cause confusion for voters and election judges, cause the city to incur additional • printing and administrative costs, and be difficult to administer. -~1~-/ • 4. The charter commission has recommended that the city council approve this charter amendment. Alternative Recommendation: 1. The city council could propose alternative filing dates different than those recommended. Discussion/Decision Mode: This item has been placed on the April 27, 1987 city council agenda for. first reading consideration. The public hearing and second reading of the charter amendment will be scheduled for the May 11, 1987 council meeting. Respectfully submitted, i Jame Prosser City anager JDP/eja • • • TRANSMITTAL ORDER To the Honorable Mayor and Members of the Council of the Richfield, Minnesota: We, the undersigned, being duly qualifed and acting members of the Charter Commission of the City of Richfield, Minnesota do hereby respectfully submit and deliver to yo/u the attached.. proposed ordinance amending Section 7" of the City Charter of the City of Richfield. We hereby respectfully propose, recommend and submit for adoption, by unanimous vaote of the City Council and approval by the Mayor of, e City, the a tached roposed ordinance this Ir ~ day of , 198. f • - v i t~ J - ~n i ~ 1 ,F,; o ' ~ • ~y~ CHARTER AMENDMENT ORDINANCE N0. AN ORDINANCE AMENDING THE CITY CHARTER OF THE CITY OF RICHFIELD CITY OF RICHFIELD DOES ORDAIN: The City Charter of the City of Richfield is hereby amended in the following respect: Section 4.04 thereof, entitled "Nominations by Petition" is hereby amended to read: Section 4.04. Nominations by Petition. All candidates for elective office provided for by this charter shall be nominated by petition. The name of any registered voter of the City shall be printed upon the ballot as a candidate for an office whenever a petition signed by at least ten registered voters has been filed with the City Clerk in her/his behalf not more than s~a~ eight nor less than ~e~ six weeks before the municipal primary election date provided in Section 4.02. No registered voter shall sign petitions for more candidates for and office than the number of persons to be chosen for that office at the election; should she/he do so, her/his signature shall be void as to the • petition or petitions last filed. Each petition presented shall be accompanied by a five dollar ($5.00) filing fee. John Hamilton Mayor ATTEST: Thomas Ferber City Clerk • CITY OF RICHFIELD Council Letter No. 129 Agenda April 27, 1987 ISSUE STATEMENT: City Council approval of payment in excess of $5,000 for computer programming services. BACKGROUND: In mid-December of 1986, the City started experiencing problems with the new Burroughs Computer installation. The problems centered around numerous disk faults which were occurring on a frequent basis. The faults caused the City to loose data (which then had to be reconstructed) or for data to be corrupted so that it could not be used until it was reorganized by City staff. These problems continued until early March, when Insight Technologies of Wausau, Wisconsin identified the problems and corrected the situations which were causing the disk faults. As a part of those problems which were occurring during the months of December, January, and February the City staff was not able to continue converting data and programs from the Four Phase on to the Burroughs System as planned. Thus, during the course of 1987. it became necessary to engage some outside programers as needed to assist the City in converting some of our software and to write software that was immediately needed for 1987. • The computer programming firm of Cap Gemini America was engaged on an hourly basis as needed to assist with the programming services as was Brown Computer Services, which previously provided data processing programming services in late 1986. In the 1987 Data Processing budget, $137,000 was set aside for hardware and software purchases to continue the upgrading conversion of the'Burroughs System. The largest portion of those funds was planned for the purchase of additional hardware, however, funding is available for computer software purchases and creation of software programs. Thus, funding is available to pay for the programming services which are necessary now to get the City back on to a timely process of closing out the 1986 financial records and to proceed with the 1988 budget process. In addition, it should be noted that the assistance of the programming help at this point would not have been necessary were it not for the computer disk faults which were occurring for nearly a three month period. To that end, the City has filed an insurance claim with the City's Data Processing insurance carrier regarding the business interruption costs that have occurred as a result of the computer problems. Reimbursement for the computer services which the City has had to engage are all included in the insurance claim now being considered. It is estimated that the City should have a determination on the insurance claim within the next few weeks. • RECOMMENDATION: It is recommended that the City Council approve the payment of $5,670 to Cap Gemini Computer America for the payment of computer programming services. .~-i • BASIS FOR RECOMMENDATION: 1. The City must complete its 1986 year-end financial reporting within a prescribed time limit and outside programming is necessary to accomplish that task. 2. The computer disk problems experienced up until early March, 1987, have caused a delay in the schedule of conversion and computer operation schedule, and the City is striving to get back on target with that schedule. 3. The price per hour of the computer services rendered is $35.00 per hour, which is very competitive in the computer software price, which typically finds programming services at $40.00 per hour, or more. ALTERNATIVE RECOMMENDATION: While the City could choose not to approve the payment, the services have been rendered during the past two months and the assistance that the City gained from the computer software services was an essential part of closing out the 1986 year-end books. DISCUSSION/DECISION MODE: City Council approval of this purchase on the April 27, 1987 agenda is desirable, so that staff may proceed with the payment of this claim. Respectfully submitted, James Prosser City anager JDP/sae • CITY OF RICHFIELD, MINNESOTA Council Letter No. 128 Agenda April 27, 1987 Issue Statement: .Authorization to purchase asphalt for golf course. Background: The city council policy resolution on purchasing provides that when the purchase of merchandise, materials, equipment or construction exceeds the amount of $5,000, authority to purchase shall be submitted to the city council for consideration. In 1986 the driving range at the Rich-Acres Golf Course was expanded. Laying asphalt on the maintenance road, the gravel road which runs past the driving range tee and along the first hole on the Par-3 Course, is part of the second phase of the Driving Range project. The primary reason for laying asphalt is to eliminate the dust, created by various vehicles which creates a problem for golfers on the driving range tee and on the Par-3 course. Three written quotations were received to finish, grade and roll the existing base of the roadway from the parking lot to the maintenance building gate and to install approximately 2,375 square feet of 3" compacted surface asphalt on or before May 15, • 1987. The quotations received were: Plehal Blacktopping, Inc. $9,780 Northwest Asphalt Inc. 9,690 Bituminous Roadways, Inc. 9,120 The adopted 1987 operating budget for Rich Acres Golf Course has $12,000 available for all aspects of the work to improve the maintenance road: forced labor, equipment, base materials and the topping surface. Recommendation: Authorize the purchase and installation, on or before May 15, of approximately 2,375 S.F. asphalt and related work as outlined above from Bituminous Roadways, Inc. in the amount of $9,120. Basis of Recommendation: 1. There is a-dust problem being experienced by the golfers at Rich Acres Golf Course. This problem can be solved by an asphalt overlay. 2. Bituminous Roadways, Inc. submitted by lowest quotation by a responsible vendor. 3. Sufficient funding is available for this work. 4. The work is a scheduled activity in the 1987 budget. • Alternative Recommendation: 1. Do not asphalt the maintenance road. However, staff is not currently aware of any other timely or economical solution to the dust problem. 2. Delay the asphalt work to the end of the season. However, there is a concern that this may be a detriment to continued high use of the golfing facilities immediately adjacent to the maintenance road. Discussion/Decision Mode: The unusually agreeable weather has brought large numbers of people to the driving range and Par-3 course. This item is scheduled for action on April 27, 1987 to permit the work to be completed early in the season. Respectfully submitted, Jam D. Prosser Cit Manager JDP/eja • • • CITY OF RICHFIELD, MINNESOTA Council Letter No. 127 Agenda April 27, 1987 Issue Statement: Purchase of fuel for operation of city equipment. Background: The City Council policy resolution on purchasing provides that when the purchase of merchandise, materials, equipment or construction exceeds the amount of $5,000, authority to purchase shall be submitted to the City Council for consideration. The City continually shops for the best prices available when purchasing fuel for operation of city. equipment. Recently, Kelley Fuels, Inc. of Bloomington offered no lead gasoline at $.738 a gallon, a price less than the bid obtained through joint agreement with Hennepin County.. As the City was in need of fuel at the time, 8,000 gallons were ordered and delivered. Recommendation: it is recommended the city council authorize payment of $5,904 for the purchase of 8,000 gallons of no lead fuel from Kelley Fuels, Inc. . Basis of Recommendation: 1. The City must have fuel to operate its equipment. 2. The price recently offered by Kelley Fuels, Inc. for no lead gasoline was the lowest in the area at the time. .Alternative Recommendation: There is no alternate recommendation. Discussion/Decision Mode: As the fuel has already been delivered, it is recommended action be taken at the April 27, 1987 meeting to provide timely payment for the goods received. Respec ully submitted, i ~ Jam D. Prosser City Manager JDP/eja • CITY OF RICHFIELD, MINNESOTA Council Letter No. 126 Agenda April 27, 1987 Issue Statement: Purchase of turf vehicle for golf course. Background: The city council policy resolution on purchasing provides that when the purchase of merchandise, materials, equipment or construction exceeds the amount of $5,000, authority to purchase shall be submitted to the city council for consideration. Four Cushman Turf vehicles are presently being used at Rich Acres Golf Course to change cups, transport employees and equipment, and for maintenance purposes. With a maintenance staff of 12 to 14 employees, there is a constant shortage of vehicles. An additional turf vehicle would add efficiency to the golf course operation. The 1987 budget for the golf course includes $6,000 for the purchase of an additional turf vehicle. This unit would then be added to the central garage motor pool for depreciation purposes. Three written quotations were received for a 1987 Cushman Model 53087 Turf Truckster Chassis, two passenger, 22 H.P., 3-wheel • unit complete with flatbed, sides and tailgate: Vendor Quotation Illinois Lawn Equipment, Inc. $6,760 Horst Distributing, Inc. 6,595 Cushman Motor Company, Inc. 5,985 Because the golf course fleet currently consists of Cushman Turf vehicles, parts for this new vehicle are interchangeable with the existing units. Recommendation: . It is recommended the city council authorize the purchase of a new 1987 Cushman Turf Truckster from Cushman Motor Company, Inc., per the quotation of February 19, 1987, in the amount of $5,985. Basis of Recommendation: 1. An additional turf vehicle is needed at Richfield's Rich Acres Golf Course. 2. $6,000 has been budgeted for the purchase. 3. The quotation by Cushman Motor Company, Inc., within the budgeted amount, is the lowest quotation submitted by a responsible vendor. 4. The new vehicle would be compatible with the existing fleet. Alternative Recommendation: 1. Do not purchase an additional vehicle. This, however, would not be advantageous to the efficiency of the golf course ~ / operation. ° 2. Purchase the additional vehicle at a later date. Because the funding is available and the early part of the season is extremely busy, delay of purchase is not highly recommended. 3. Obtain additional quotations for purchase at a later date. It seems unlikely, in staff's opinion, that better prices will be received. Again, now is the busy part of the season. Discussion/Decision Mode: ° This item has been scheduled for the April 27, 1987 city council agenda. It is recommended action be taken at that time. Respectfully submitted, James Prosser City anager JDP/eja