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04-11-83 agendaCITY OF RICHFIELD, MINNESOTA ,,,~ Off ice of City Manager Council Letter No. 124 Agenda April 11,1983 The Honorable Mayor and Members of the City Council City of Richfield Council Members: Subject: Update of Food Stamp `Program and Request for Authorization to Cancel Agreement At the March 14, 1983 city council meeting, the city council discussed the option of discontinuing the agreement between the City and Hennepin County for the issuance and administration of the food stamp program. The. council tabled the matter and re- quested that the city staff explore the possibility of using CDBG funding to subsidize the program and establishing an al- ternative issuance site in Richfield. The council was subse- quently advised (Council Memorandum No. 42, dated 3-28-83) that • CDBG funding for such a purpose is not viable and that the city staff was actively seeking to establish an alternative food stamp issuance site. On April 4, 1983, the Acting Administrative Services Dir- ector, City Clerk and representatives from Hennepin County met with a representative of Summit Bank of Richfield to finalize an agreement establishing Summit Bank as a food stamp issuance site as of May 1, 1983. Subsequent to that meeting, county. representatives informed the city that city hall could be dis- continued as an issuance site as of June 1, 1983, pending city council approval. The establishment of Summit Bank as a contract issuance site will be of benefit to food stamp users. Summit Bank is conveniently located, with easy bus access, and is within walk- ing distance of grocery and drugstore facilities. Thus, food stamp clientele will soon be able to obtain the food coupons and redeem them for eligible food purchases within one area. Hennepin County officials, who were very pleased at the designation of the Summit Bank site, stated that they would begin notifying participants immediately so that Summit Bank could begin issuing coupons on May 1. Additionally, the county representative felt that there was no longer a great need for an issuance site at city hall, and that if the city chose to do so, food stamp issuance could be terminated on May 31, 1983. It should also be noted that inasmuch as we are dealing Council Letter No. 124 -2- .April 11 , 1 983 with a relatively limited number of food stamp recipients in this area, the continuance of the city as a food stamp location could easily be economically disadvantageousfor Summit Bank. (Issuance sites are paid per transactions, the daily record- keeping which constitutes the major portion of administrative program costs, remains the same). It is recommended that the city council authorize the ex- ecution of a Notification to Terminate the Agreement for Food Stamp Program between the City of Richfield and Hennepin County, effective June 1 , 1 983. Respectfully submitted, Karl Nollenberger City Manager KN/ej a cc: City Clerk Acting Administrative Services Director • ~J CITY OF RICHFIELD, MINNESOTA Off ice of City Manager ~~ Council Letter No. 123 Agenda .April 11, 1983 The Honorable Mayor and Members of the City Council City of Richfield Council Members: Subject: Appointment of Member to Planning Area One. Citizen Advisory Committee Tje Planning Area One Citizen Advisory Committee was or- ganized to review and comment on the proposed use of county CDBG policies and guidelines, on individual communities proposed use of block grant funds, and' on how unspent project funds are to be reallocated. The Planning Area 1 includes the cities of St. Anthony, Brooklyn Center, Crystal, New Hope, Robbinsdale, Golden Valley, St. Louis Park, Richfield and Edina. The county has asked that the city appoint a new representative to the PACAC. The county has indicated that the person appointed ideally should be a citizen which could be affected by the program, such as a senior citizen, handicapped person or a low or moderate income person. The person cannot be a current council member or commission member. A past council or commission member could be appointed, however. It is recommended that the city council appoint a member to serve on the Hennepin County Planning Area 1 Citizen Advis- ory Committee. This appointment has been scheduled for the April 11, 1983 city council meeting. Res ectfully submitted, ~\cQQ~U Karl Nollenberger City Manager KN/ej a • ~i3 ~ CITY OF RICHFIELD, MINNESOTA Office of City Manager Council Letter No. 122 Agenda April 11, 1983 The Honorable Mayor and Members of the City Council City of Richf field Council Members: Subject: Adoption of a Records Retention Schedule Minnesota Statutes provide for .the preservation and destruction of all public records, including those collected and retained by municipalities. Statutory law establishes which records must be kept, how long various records must be kept, and under what cir- cumstances a public record may be destroyed. Currently, the City of Richfield must pass a resolution specifically listing each record that the city wishes to destroy and submit such resol- ution to the State for approval. This is done periodically as the • need arises. Recently, the Minnesota Clerks and Finance Officers Associa- tion developed a standard records retention schedule for records common to most Minnesota municipalities. This schedule was approved by the Minnesota Department of Administration, Minnesota Historical Society, Minnesota State Auditor, and the Minnesota Attorney Gen- eral,-and has been adopted by several Minnesota municipalities. The effect of adopting the MCFOA retention schedule would be that the City of richfield could retain and destroy records. according to the schedule, notifying the state annually of records that had been destroyed. There would be no approval necessary. Under the current system, approval is needed for the destruction of each and every public record. Additionally, adopting the attached resolution providing for a standard records retention schedule would. ensure uniform and legal retention of city records as well as serve as a basis for a complete records management program. It should also be noted that records may be kept longer than the retention limit if it would be in the city's best interest to do so. However, there would be no legal requirement to do so. It is my recommendation that the city council adopt the attached resolution providing for the adoption of a records retention schedule. Respectfully submitted, Karl Nollenberger City Man~.g~r RESOLUTION N0. RESOLUTION ADOPTING RECORDS RETENTION SCHEDULE • 4v-HEREAS, Minnesota Statute 138.163 reads as follows: "It is the policy of the legislature that the disposal and preservation of public records be controlled exclusively by Minnesota Statutes Chapter 138 and by Laws 1971, Chapter 529, thus, no .prior, special or general statute shall. be construed to authorize or prevent the disposal of public records at a time or in a manner different than prescribed by such chapter or by Laws 1971, Chapter 529 and no general or special statute enacted subsequent to Laws. 1971, Chapter 529 shall be const-~ rued to authorize or prevent the disposal of public records at a time or in a manner different than prescribed in this chapter or in Laws 1971, Chapter 529 unless it expressl exempts such records from the provisions of such chapter and Laws 1971, Chapter 529 by specific reference to this section."; and WHEREAS, the Minnesota Clerks ar~d Finance Officers have d~voemoos~d a standard records retention schedule for records commor, Minnesota municipalities which-has been approved by the Minnesota Department of Administration, the Minnesota Historical Society, the Minnesota State Auditor and the Minnesota Attorney General;-. and WHEREAS, the classification of records as herein .described are included in the above mentiorsed Reccrds Retention Schedule; NOW, THEREFORE, BE I'P RESOLVED that the City Council does hereby adopt the approved records retention schedule developed by the Minnesota Clerks and Finance Officers as follows: ADMIMSTRATION Affidavits of Publication (Of General Nature) Permanent Agenda Paeicet Permanent Agendas 1 Year Annexation Records - Petitions, Corzespondence Affidavits of Publication, Ordinances and Public Hearings Permanent Annual Reports 7 Years • Application to Vacate Pub lie Right-or Ways ~ Permanent Articles of Incorporation Permanent Attorney's Opinions Permanent Bids. and Quotes Tabulations 10 Years Bills of Sale '6 Years. Census Reports Permanent Certificate of Incorporation Permanent City Newsletters Permanent Complaints - Genera{ Service, Maintenance, Repair, etc. 3 Years After • Action Completed Copyrights (Until Superseded) Permanent Department Reports Monthly 5 Years • Semi-Annual 5 Years Annual Summary Permanent Federal Agencies - Correspondence, Reports Submitted Subject to Federal or Received Regviremencs General Correspondence i :'ear Historical Data/Photographs Permanent Incorporation Records Permanent Index to Files Sam; Retention as ftle Lawsuits 7 Years After Settlement Legal Opinions and Records Permanent Liens 10 Years After Ex- piration Maintenance Records Building Length of Ownership + 6 Years Vehicles Length of Ownership + After Audit Equipment Length of Ownership + After Audit Memorandums 2 Years Minutes - Council, Special Boards, Committees and Commissions. Permanent Notice of Meetings 5 Years Oath of Office - Elected or Appointed 7 Years After Ter- . urination or Retirement Ordinances (Proposed but Not Adopted), 2 Years Ordinances and Resolutions Signed (Originals) - Affidavit of Publication Permanent Organization Charts Permanent Petitions 3.Years Press Releases 1 year Proclamations 1 Year After Recorded in Minutes Public Hearing Records (Of General Nature) 2 Years After Re- corded in Minutes Record. Disposal Sheet - Shows date, type of record and by whom destroyed Permanent Reference Materials y Retain as Long as of Administrative Value. (Yearly Review) Special Committee Reports 3 Years State Agencies - Correspondence and Reports Submitted Subject to State Requirements Street, Alley and Easement Vacation Piles After Filing of • Proceedings Street Name Change (Not Approved) 2 Years Wage Assignments 6 Years ASSESSING Affidavits 3 Years Applications for Classification 3 Years Building Plans 1 Year Classification Lists ~ 1 Year Correspondence 3 Years Current Tax Lists 2 Years Deferment Applications Until Deferment is Removed Divisions and Combinations 5 Years Parkland Dedication Valuations 5 Years Petitions - Valuations 5 Years Project Files -Special Assessments Permanent Property Record Cards Permanent - Until Superceded Receipts - Special Assessments Permanent Sales 1 Year Sales Studies Permanent Sesrch Copies 1 Year Special Assessment Project Approvals and Special Benefit Valuations Permanent .Special Assessment Rolls Life of Assessment . + Audit Tax Abatement and Affidavit 3 Years Trial or Stipulation Records (Including Appraisals) 2 Years Valuation Lists 3 Years BONDS Bond and Interest Coupon Register 6 Years Bond Sale Transcripts Maturity of Issue Cancelled/Paid Bonds and Coupons U • Performance and Payment Bonds, License and Permit Bonds., Surety Contractor License Bonds, Fidelity and Appearance Bonds BUILDING INSPECTIONS Building Blueprints Building Permits ConEractor's License Applications Inspection Reports Other ,Construction Permits Property Record Cards CONTRACTS Accepted Contracts and Agreements - Bids and Specifications for Capital Improvements Accepted Contracts S Agreements - Bids and Specifica- tions for Services and Supplies Deeds of Easement Deeds to Municipal Property Francises Granted by Municipality Land Trust Property Record ~; Leases of Municipal Property to Others Leases of Property by Municipality Rejected Bids, Contracts and Supporting Papers Titles to Municipal Vehicles and Equipment ELECTION Absentee Ballots Abstzact of Election Returns Active Registrations Inactive Registrations Candidate Affidavit of Election Expense ~ Contribution Certificates of Election Completed Voting Ballots Declaration of Candidacy Deleted. Registration Cards Election Boundaries and Precincts Flag Certificate Nominating Petitions Precinct Books (from County) Precinct Map/Election Boundaries Poll Books ' Purge Lists Registration Cards/Poll List - inactive Rejected Ballots ' Return Reports Tally Sheets Voting Certificates ' FINANCIAL/ACCOUNTING Accounts Receivable (Copies of Billings) Accounts Receivable Journal . Annual Financial Budgec Appropriation Ledgers Appropriation Ledger Statements 6 Years After Issue is Paid 6 Years Permanent Permanent 6 Years 1 Year 6 Years Permanent 6 Years After Ex- piration of Contract 6 Years After completion of Audit Permanent Permanent 5 Years-After Can- cellation or Completion of Franchise 6 Years 5 Years S Years After Can- cellation or Expiration of Lease 6 Years Length of Ownerhip + After Audit I Year Permanent Permanent 1 Year I Year 1 Year 1 Year Unless Elec- tion Contested I Year 1 Year Permanent 1 Year I Year i Year Permanent .* Permanent I Year 1 Year i Year Unless Elec- tion Contested 1 Year I Year Unless Elec- tion Contested 1 Year 6 Years b Years Permanent. 6 Years After Fiscal Audit by City Engaged Auuitor i Audit Reports Permanent Bank Statements 6 Years Billings Statements (i.e. Utilities) 6 Years • Cancelled Checks b Years Cash Receipt Analysis After Fiscal Audit Check Stubs 6 Years City Financial Audit Report as Audited Permanent City Financial Monthly Report 2 Years Clerk's Receipts (Copy) 6 Years Clerk's Register of Disbursement Permanent Clerk`s Register of Receipts (Original) permanent Daily Cash Report 6 Years Deposit Slips 6 Years Disbursement Classification Ledger Permanent (If Mic- film, Transfer Hard Copy to Archives) Encumbrance (Orders Issued) 6 Years Expenditure Reports After Fiscal Audit General Journal Permanent " General Ledgers Permanent Inventories -.Equipment 6 Years or two Years 'After Life of Equipment, Whichever is Longer Liquor Store Records b Years Monthly Budget Report 2 Years Monthly Treasurer's Report 2 Years Paid Invoices and Claim Vouchers 10 Years Park Board Activity Registration Forms 2 Years Real Estate ~' ~ ~ Permanent Receipts Classification Ledger Permanent Receipts and Receipt Books - Duplicate Receipt Books 6 Years Record of Daily Cash Receipts and Deposit Slips 6 Years Register of Receipts (Original) Permanent • Register of Receipts (Duplicate) 6 Years Requisitions and Purchase Orders (Original) 6 Years Requisitions and Purchase Orders (Duplicates with 2 Years Department)' Savings Account Book - 6 Years . Travel Expense Records 6 Years Treasurer's Receipts (Original) 6 Years Verified Account and Invoices 10 Years Vouchers 6 Years Work Orders 6 Years INSURANCE Automobile Insurance 6 Years After Policy has expired except those involving a Minor, save until Minor is 21. Employee Dishonesty Bonds 6 Years Fire Insurance or other Insured Perils 2 Years After Expir- ation of Policy General Liability Insurance 6 Years After Policy has Expired, except Those Involving a • Minor Save Until Minor is 21 Indemnity Insurance 6 Years After Expira- • lion of Policy Worker Compensation Records 6 Years After Policy ' Has Expired, except those involving a Minor Save until a Minor is 21. PAYROLL Cancelled Checks 6 Years Contract - Employee 6 Years Employee Payroll Journal Permanent Employee Payroll Ledgers Permanent Garnishments 6 Years Hospitalization Monthly Insurance Premium Report 4 Years • Insurance Claim Payment Records as Reported by Insurance Company 6 Years Leave of Absence Permanent Minnesota Witholding Report 10 Years Payroll Worksheets 6 Years Personnel Record Card (History of Employment) Permanent PERA Reports Permanent ~ Quarterly Payroll Reports 6 Years Time Sheets 6 Years United Fund Authorized Deduction 4 Years ° Vacation and Sick Leave Slips/Reports 6 Years W-2 Forms (Duplicate Copy 6 Years Worker Compensation Reports 6 Years PERMITS AND LICENSES Bicycle and Vehicle License or Permit 6 Years After Expiration Business Licenses 6 Years After ,Expiration Business License Applications 2 Years After Expiration Pet and Animal License or Permit 6 Years After Expiration If License is Refused or Rejected - 3 Years Refused or Rejected Applications 3 Years ' To Hold Public Gatherings or Parades 5 Years To Sell Intoxicating and Non-Intoxicating Liquor 6 Years To Solicit Money for Various Causes 6 Years To Use Public Parks, Streams, Docks, Etc. 6 Years PERSONNEL Affidavit of Publication of Job Opening 3 Years Application for Employment (Not Hired) 3 Years • Applications of Persons on Eligibility List 2 Yeazs Or Length of Eligibility if Longer Applications of Those Hired 5 Years Ater Termination of Employee Certification of Test Results 2 years CETA 3 Years Departmental Rules and Regulations Permanent Disciplinary Actions 3 Years EEO Summary Data Permanent Eligibility Tests 2 Years After Hiring Employee Card File Showing Dates of Employment, Salary. Promotions, etc. Permanent Employee Personnel Files Containing Applications Accident Reports, Citations, Medical Records, Personal History 5 Years After Termination Employment References 3 Years Employee Suggestion Form 2 Years Forms/Letters Pertaining to Pensions Permanent Grievances Human Relations Forms Regarding Affirmative Action Permanent. 3 Years Labor Unions - Contracts and Agreements Permanent * Labor Unions - Disputes Permanent Labor Unions - Minutes of Meetings ~ permanent Letter of Appointment/Promotion S Years After Miscellaneous Certificates/Letters Termination Miscellaneous Correspondence 3 Years 1 Y Miscellaneous Help Wanted Ads ear 1 Year Payroll Information See Finance Pension and Retirement Plans Permanent • Performance Evaluations . 3 Years Scored Tests 6 Months Termini son Letters/Resignations S Years After Worker Compensation Claims Termination See Insurance PLANNING AND ZONING Affidavits of Publication Permanent Conditlonal Use Permits Permanent Site Plans - Approved Permanent Site Plans. - Not Approved 10 Years Subdivision Files Permanent Variances Permanent Zoning Files Permanent PUBLIC SAFETY Abandoned Vehicles File S Years Accident Reports 3 Years Animal Control Requests 3 Yeara Animal Impounds 3 Years Annual Code Books (NFPA) S years Arrest Reports 10 Years - Retaia Permanently or Transfer to State ' Archives all Jail Registers Bail lteeeipts 10 YeaI3 Bicycle Safety 2 Years Blood .Sample Logs 3 Years Breathalyzer Test Results =positive 5 Years Breathalyzer Test Results_~ Negative 1 Year Bureau of Criminal APprehengion Reports 6 Years Citations S Years Civil Defense ~~ 10 Years Court Date Allocations Permanent Court Dispositions Pesmanent Court Docket (Trail Dates) Permanent Crime Prevention 3 Years ' Criminal Case Files 10 Years Criminal Record Check Log 3 Years Death Investigatioas:(Iaclu9ing Fatal Accidents) R Permanent • Driver License evocation Py~ and "S;ga-Out" Log 5 Years .Fire Code/Building Code Permanent if Referred to by Ordinance or if Adopted by City Council Fire & Medical Rune 10 Years Follow-Up Reports if Deaths, Large Losses or Arson ~ Permaneat Follow-Up Reports if No Deat}~s or Arson S Years Initial Complaint Reports S Years Internal Reports 3 Years Juvenile Reports S Years Liability Release 3 Yeara Licenses 6 Years Master Name File 10 Years Hissing Persons File 3 Years Offense/Incident Reports S Years -Homicide Reports Must be Retained Perman- ently Officer Activity Reports S Years Permits 6 Years Photos - Mug Shots 10 Years Police Clearance Letters S Years Prisoner Property Receipts S Years Property Inventory Report S Years Radio Logs 10 Years Reports on Fires of Suspicions OY'Sgin 10 Years Request to Inspect Police Reyrt 3 Years Vehicle Impounds 5 Years :Warrant Arrest Cards S Years • PUBLIC WORKS AND ENGINEERING • Affidavits of Mailing 6 Affidavits of .Publication Yenrs 6 Years Construction Blueprints for Completed City Buildings, Streets, Utillties, Parka, etc. Permanent Inspections and Testing Records for Elictrical, Elevators, - Fire, Schools, Hospitals, Restaurants, Severs, Safety and Security, etc. 5 Years After • Correction Baps Permanent Plats Permanent Projects Abandoned 3 Years Project Records 3 Years After Completion Water and Sever Analysis Reports S Years VIILITIES Billings 6 Years Meter Reading Cards/Sheets 6 Years. Receipts b Years Service Requests S Years Rater and Sever Analgsis 5 Years lirtnual Reports of Vti2ities Permanent VITAL STATZSTTCS Birth Records ** Permanent Death Racards ** Permanent * - Retain Permanently or Transfer to State Archives. ** - These records contain confidential information and, therefore, cannot • be shovn to the general public. Exceptions 1. No destruction of any municipal records may occur according to this schedule until the Division of Archives and Manu- scripts of the Minnesota Historical Society has received a certified copy of a city council resolution indicating. that .the city has officially adopted the schedule. 2. It is understood•`that materials listed as permanent, but not listed as eligible for transfer to the State Archives, cannot be destroyed without receiving approval of an amended schedule or of an "Application for Authority to Dispose of Records" (PR-1 form) . 3. For all records destroyed according to this schedule, the municipality must. submit an annual report to the State Archivist listing the types and quantity of records destroyed.. BE IT FURTHER RESOLVED that a copy of this resolution be submitted to the Minnesota Historical Society. Passed by the City Council of the City of Richfield this clay of 1983. ATTEST: Sohn Hamilton Mayor Sylvia K. Bergh City Clerx .] CITY OF 'RICHFIELD, MINNESOTA Off ice of City Manager .~i,3 ~' Council Letter No. 121 Agenda April 11, 1983 The Honorable Mayor and Members of the City Council City of Richfield Council Members: Subject: 1983 Alley Improvement Maintenance Project w -The policy adopted by the city council in 1980 for the perman- ent improvement of the city's alleys by paving provides that the. paving of an alley will be undertaken by request, via petition, of the owners representing more than 50% of the abutting property alley footage. The alley paving projects are to be initiated on a yearly basis, with those alleys in the city which are not paved or scheduled to be paved, subject to special assessment for the annual maintenance costs. In order to implement the alley policy, it is necessary for the city council to initiate a specif is alley maintenance project. The policy states "All costs involved in maintaining an alley will be assessed against the property abutting the alley." In 1981, the maintenance functions covered by this assessment included such repair work as rough grading, sweeping and cleaning of potholes and cold patching. In 1982, the main- tenance functions covered by this assessment included not only the repair work, but assessment for alley snowplowing. For these two assessment projects, the time periods have been April 1 - March 31. It is recommended that this assessment period be changed to a calendar year. This would mean that the 1983 assessment period would be from April 1 - December 31. In 1984, a special assess- ment project for alley maintenance would be for the calendar year, January 1 - December 31. Community Services Department personnel estimate the 1983 alley maintenance cost for the period of April 1, 1983 through December 31, 1983 to be $30,000. This would result in an average. assessment of about $19 per lot, assuming a 50-foot lot for alley maintenance. Assessments will vary according to the amount of repair work necessary on each individual alley. Alleys which were resurfaced in.1981 or 1982, or are to be resurfaced in 1983, will not be assessed for -the repair type maintenance. The second part of the estimated annual cost is the cost for snowplowing. The average estimated assessment for snowplowing Council Zetter No. 121 -2- April 11, 1983 from April 1 to December 31,1983, is estimated to be $1.10 per • lot, assuming a 50 foot lot. Of course, weather conditions will have a major impact on the actual assessment costs for snow-low- ing. This assessment for snowplowing will include basically only a month to six weeks of such service. .All alleys in the city are assessed for snowplowing, whether permanently improved or not. Therefore, the current maintenance costs for alleys to be assessed to abutting property owners will be based on a per alley block calculation of actual cost for alley repair, and a calculated shared cost of the actual cost for snowplowing. Of the $30,000 estimated total cost for the period April 1, 1983 - December 31, 1983, a homeowner on a 50 foot lot adjacent to a paved alley could anticipate an assessment for snowplowing only in the estimated amount of $1.10. A homeowner on a 50 foot lot on an alley being repaired could anticipate an assessment for snowplowing in the amount of $1.10, and an assessment for alley repair in the estimated amount of $19.00, for a total assessment of $20.10. In each case, assessments will vary depending on the condition of the alley, the amount of snowfall, etc. It is recommended that the city council adopt the attached resolution which proposes to specially assess for the costs of current services provided for alley maintenance, and setting the public hearing on this special assessment project for April 25, 1983. w KN/ ej a Respectfully submitted, Karl Nollenberger City Manager RESOLUTION N0. RESOLUTION PROPOSING TO SPECIALLY ASSESS FOR THE COSTS OF CURRENT SERVICES PROVIDED FOR ALLEY MAINTENANCE IN CITY OF RICHFIELD BE IT RESOLVED by the City Council of ,the City of Richfield, Minnesota as follows: 1. That area which includes the property which abuts im- proved alleys in Richfield (the "District") is hereby established as a special assessment district for the purposes of. assessing for current services provided by the city; 2. The following current services of the city are hereby proposed to be undertaken by the city in the District with the cost of such services to be specially assessed against the benefitted property within the District: the repair, maintenance and snowplowing of alleys; 3. The. area proposed to be specially assessed for such current services consists of every assessable .lot and parcel of land within the District. It is proposed that special assessments on property be made on the .basis of pro-rated share of assessable abutting footage as defined in the alley improvement policy Resolution 6345; • 4. The City Clerk is authorized and directed to publish notice of a hearing by this council at which time the. council will consider the undertaking of such current services and the levying of special assessments to bear the costs thereof. Such notice shall be published in the official newspaper at least once, at least two weeks prior to the date of hearing. Such hearing shall be held on Monday, April 25, 1983, commencing at 7:00 p.m., or as soon thereafter as the matter can be reached on the agenda. 5. It is hereby proposed that the project consist of the costs of the aforementioned services for the period from April 1, 1983 through December 31, 1983. The estimated cost of providing all of the aforementioned current services, using day labor, during that period is $30,000. 6. The project is feasible. Passed by the City Council of the City of Richfield this 11th day of April, 1983. John Hamilton Mayor ATTEST: Sylvia K. Bergh City Clerk OTA ~~ CITY OF RICHFIELD, MINNES Office of City Manager Council Letter No. 120 Agenda Apri111, 1983 The Honorable Mayor and Members of the City Council City of Richfield Council Members: Subject: Reconsideration of .Sidewalk Construction on 73rd Street from Portland Avenue to 12th Avenue and on Diagonal Blvd. At the March 28, 1983 city council meeting, the council ordered construction of a sidewalk on the north side of 73rd Street from Portland Avenue to 12th Avenue and on the north .side of Diagonal Boulevard from 12th Avenue to Cedar Avenue. Since that meeting, residents along 73rd Street and Diagonal Boulevard have contacted council members and submitted petitions (copies .attached) requesting that the council reconsider its decision to construct the sidewalk. A majority vote of the council is needed to approve the plans-and specifications and award the contract for the work. Therefore, a majority vote would now be needed to reaffirm the decision of March 28, 1983. The proposed segment of sidewalk is .included in the 1983 sidewalk project because it is adjacent to a collector street. .The sidewalks are placed on collector streets for a number of reasons. Because there is a concentration of cars on collector streets, the policy is to place sidewalks on collect- ors to .separate the pedestrian traffic from vehicular traffic for safety reasons. A sidewalk network provides pathways for recrea- tional walking. In addition, for many elderly and handicapped persons, a sidewalk is necessary for them to get around. The sidewalk policy laid out a sensible, cohesive system that will allow reasonable pedestrian access throughout the city. The re- sistance from the residents calls into question the need for in- cluding the 73rd Street/Diagonal segment in the sidewalk policy. The staff recommends that the council reaffirm the inclusion of 73rd Street from Portland Avenue to 12th Avenue and Diagonal Boulevard-in the 1983 sidewalk project. Respectfully submitted, Karl Nollenberger City Manager KN/ e j a • To:City Council of Richfield. Subject: Opposition to installation of Sidewalks on the Plorth side of Diagonal Boulevard, running from 73rd Street and 12 th Ave.to Ce~dair - Ave. We, the citizens,that have signed the following petition do not want side walks. We have gone many years without side walks and we have seen the poor maintenance of the existing side walks during. the winter months. Ara a result,we feel that the side walks are more hazardous than the streets in the winter and we do not want the proposed sidewalks in our area. ~~. 7 !', ;~ % - .~. 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I /~ - ' ~-- _~~ r ,~ - • L. • CITY OF RICHFIELD, MINNESOTA ~/~ Off ice of City Manager Council Letter No. 11_~ Agenda April 11, 1983 The Honorable Mayor and Members of the City Council City of Richfield Council Members: Subject: Purchase in Excess of $2650 By resolution, the city council approves the purchase of merchandise, materials, equipment or construction when the amount exceeds $2650. There is one such item on the April 11, 1983 city council agenda. Fireworks There are two firms in the metropolitan area that provide • fireworks displays complete with staff to do the fireworks display. For-the first two years of the Fourth of July cele- bration, one firm was the low bidder and was subsequently used. However, it was then decided that Americana Fireworks provided a better show for a slightly higher price. This year only Americana Fireworks Display Company was contacted to provide an estimate. They proposed to do a show similar to the one provided for the 1982 Fourth of July Celebration for a fee of $5,000. It is recommended that the city council authoirze this purchase from Americana Fireworks Display Company in the amount of $5,000. Respectfully submitted, ~~ ~~~~- Karl Nollenberger City Manager KN/ej a ~ 1 U CITY OF RICHFIELD, MINNESOTA /~ Off ice of City Manager Council Letter No. 118 Agenda April 11, 1983 The Honorable Mayor and Members of the City Council City of Richf field Council Members: Subject: Community Theatre Policy Recommendations The Richfield Community Theatre was formed in 1981 and had its first production, Cat On A Hot Tin Roof, in October of that year. The theatre group presented a one act melodrama festival and ice cream social in Augsburg Park in August, 1982, and in March, 1983 the group presented A Funny Thing Happened On The Way to the Forum. Since 1981, the city has provided the budget for expenditures and has received whatever revenues were gained from the product- ions. It is now suggested that the Community Theatre group be- come independently organized and self-supporting, as is the case with a majority of other special interest groups in the commun- ity. It is recommended that the organization be composed of members who, live and/or work in the City of Richfield. Financial support from the city would continue for a limited period of time under the following suggested guidelines: In 1984 the cast and supporting membership should be comprised of at least 25% of persons who live and/or work in Richfield. This membership should increase to 50% in 1985, to 75% in 1986, and by 1987 the organization's membership should be composed entirely of Arsons who live-and/or work in Richfield. If these residency re- quirements are met, the city could continue to contribute approx- imately $7,200 each year toward expenditures, assuming the organ- ization would realise $3,600 (50%) in revenues the first year, $4,680 (65%) the second year; $6,120 (85%) the third year; and by the fourth year, 1987, revenues would equal expenses. Community Theatre can be an expensive operation with the cost of scripts and royalties, props, sets, and so forth, but much of the initial expense can be used toward things that are reused, such as props and set materials. Staff support and per- formance facilities would continue to be provided by the city. In summary, the proposed policy provides that by 198.7 the Richfield Community Theatre. would be comprised completely by persons who live and/or work in Richfield, and that revenues Council Letter No. 118 -2- April 11, 1983 would equal expenses. This item has been placed on the city council agenda for council discussion and consideration at the April 11, 1984 city council. meeting. Respectfully submitted, ~~ 1'~l0 Karl Nollenberger City Manager KN/ ej a ~J ~~ 1..J CITY OF RICHFIELD, MINNESOTA Off ice of City Manager Council Letter No. 117 Agenda April 11, 1983 The Honorable Mayor and Members of the City Council City of Richfield Council Members: Subject: Legislative Position Statement Relating to Rerit Control Mr. Ken Kunz, a local resident, has requested that the city council issue a Legislative Position Statement opposing any statewide rent control legislation. A Legislative Position Statement expressing the City of Richfield's opposition to statewide rental. control legislation is attached to this council letter. The League of Minnesota Cities also opposes any statewide legislation on rent control on the basis that a state law on rent control pre-empts indiv- idual cities' rights to make a local judgment on the issue. The. Legislative Position is listed on the April 11, 1983 city council agenda for city council action. Res ectfully submitted, !V ~ .Karl Nollenberge City Manager KN/eja 1L.J CITY OF RICHFLELD, MINNESOTA LEGISLATIVE POSITION STATEMENT Number April 11, 1983 SUBJECT: OPPOSITION TO STATEWTDE RENT CONTROL LEGISLATION The purpose of this position statement is to express the City of Richfield's opposition to any effort to deal with the issue of rent control by statewide legislation. Impact- on City of Richfield The City of Richfield opposes any effort to .deal with the issue of rent control by statewide legislation. While the city has no position in favor of, or against rent control per se, it is the city's opinion that a uniform state law would. pre-empt the city's individual right to make a local judgment on this issue. With respect to rent control, the City of Richfield feels that it is appropriate to allow control over this decision to remain with the local government. r~ U ~- ~/ CITY OF RICHFIELD, MINNESOTA Office of City Manager Council Letter No. 116 Agenda April 11, 1983 The Honorable Mayor and Members of the City Council City of Richfield Council Members: Subject: Additional Alley Paving, CP. 786 Upton Avenue and Thomas Avenue from 69th Street to 70th. Street A public hearing is scheduled for the April 11 city council meeting to consider the concrete paving of one additional alley as part of CP 786; Alley Between From To Upton Avenue and Thomas Avenue 69th Street 70th Street . It is feasible to add this alley to the 1983 alley paving project. The estimated assessment is $19.75 per abutting foot, resulting in an estimate of $987.50 for a typical 50 foot lot. At the close of the public hearing, the staff recommends that the city council adopt the attached resolution ordering the project. Respectfully submitted, ~~. ~~s Karl Nollenberger City Manager KN/ej a RESOLUTION NO. RESOLUTION ORDERING .THE PAVING OF ONE ADDITIONAL ALLEY AND PREPARATION OF PLANS CP 786 WHEREAS, a resolution of the city council fixed a date for a council hearing on the proposed improvement of the following alley: Between From To • Upton Avenue and Thomas Avenue 69th Street 70th Street AND WHEREAS, ten days mailed notice of the hearing and two weekly publications of the required notice was given as required by law, and the hearing was held thereon on the 11th day of April, 1983, at which all persons desiring to be heard were given an opportunity to be heard thereon, NOW THEREFORE, be it resolved by the council of the City of Richfield, Minnesota: 1. Such improvement is hereby ordered as proposed in ,the council resolution adopted the 14th day of March, 1983. 2. Michael J. Eastling, City Engineer, is hereby designated as the engineer for this improvement. He shall prepare plans and specifications for .the making of such improve- ment. Adopted by the council of the City of Richfield this 11th day of April, 1983. John Hamilton, Mayor ATTEST: Sylvia K. Bergh, City Clerk • CITY OF RICHFIELD, MINNESOTA Office of City Manager Council Letter No. 115 Agenda April 11, 1983 The Honorable Mayor and Members of the City Council City of Richfield Council Members: Subject: Variance Request to Install a Two Column 24 Foot by 40 Foot Free Standing Canopy, 1120 East 78th Street Mr. W. L. Martin., representing Phillips Petroleum Company has submitted a request for a variance to construct a two column, free standing canopy. The proposed canopy will measure 24 feet by 40 feet, is 16 feet in height, and will be supported by steel columns. The city council approved a special use permit to allow a gasoline service station on this site in January, 1963. The site is zoned C-2 general commercial. • Zoning Ordinance Requirements Section 3.33, subdivision 6 lists minimum requirements to construct a canopy, and Section 3.40, subdivision 6 lists con- ditions for issuance of variances. Staff Review The planning staff reviewed the three conditions for grant- ing variances and found the following: 1. There are no special conditions affecting this site not common to other properties of similar use. 2. The proposed could be redesigned with an attached canopy meeting city ordinance requirements. 3. The proposed canopy will not adversely affect the safety or health of persons working or residing in "the neighborhood. With the exception of the free standing canopy, the proposal meets all regulations relating to canopy installation as stated in section 3.33, subdivision 6, and is similar to other free standing canopy designs in use by other service stations. The planning commission began discussions at the January Council Letter No. 115 -2- April 11, 1983 25th and the February 22, 1983 meetings concerning revisions to the commercial and industrial district regulations. These. 'sions clarify permitted uses and allow for free draft revs standing canopies at gasoline service station stores. Staf f Recommendation Although staff believes the proposal is consistent with canopies approved at other locations and would not be detrimental to the public welfare, staff must recommend denial of this re- quest because it does not meet all three conditions necessary for granting variances. The city. manager recommends aPPrwith of the canopy, since the canopy as proposed would comply the new ordinance once it is approved. Plannin Commission Recommendation The planning commission recommends that the city council deny this. variance request. Respectfully submitted, • KN/eja Karl Nollenberger City Manager ~~ U RESOLUTION NO. RESOLUTION APPROVING A VARIANCE TO THE RICHFIELD CODE OF ORDINANCES ~~ BE IT RESOLVED by the City Council of the City of Richfield, Minnesota, as follows: 1. That a variance to Section 3.33, Subdivision 6 of Rich- field Code of Ordinances bearing case no. 83-V-3 is hereby granted to Phillips Petroleum Company on the following described property: The east 218 feet of the south 374.5 feet of the southwest quarter of Section 35 Township 28 Range 24 except roads {1120 East 78th Street) 2. Such variance shall allow the following: Construction of a free-standing canopy Passed by the City Council of the City of Richfield, Minnesota this day of 1983. John Hamilton, Mayor ATTEST: Sylvia K. Bergh, pity Clerk I, Sylvia K. Bergh, being the duly qualified and acting clerk of the City of Richfield, Hennepin County, Minnesota, do hereby certify that the foregoing is a true and exact copy of Resolution No. and that same is on file and of record in my office. Given my hand and seal this day of , 1983. 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J~StH~.~ :. t.. - ~ ~;-t ` ',_,,~.!-;C Pv FGc--. k: ~~, yam'-' a~"'.:•,! :.. ~=:_..•' ~1. _ ~.! ~`/ t ~~ C ~ f %~! 1V 'V/ K ~~.~t i.'v t ~,1 i.i ,.~`~.t+tT ~ :.~ ~~a iJ•+r' •G rt*ii..~'.. ..fi e"`•~~?7'4 .r',~~i.~ta • ti ~•n r r...~ A ~..r/~ ~/~ r• ..-.r t ~ ~ , t~ ~+r.t ,i.'.~t.w.~} ~+~ ~"~~ ~ C ~ i 1~ r ~ i L,•~ - ....J' ~•i t I'V..' ~. v ~ , .i y_. r_ `t ~' ./ +J 1...~.~ ~.'V S 1 `~;.I+~w . .v `~I .-S :~~` t 's~ ~•'• -. CITY OF RICHFIELD, MINNESOTA ~ /~ Office of C ity Manager Council Letter No. 114 Agenda April 11, 1983 The Honorable Mayor and Members of the City Council City of Richf field Council Members: Subject: Ordinance Amendment Relating to Personal Leave. First Reading. • .There is an item on the April 11, 1983 city council agenda providing for city council consideration of an ordinance amend- ment relating to conversion of personal leave benefits to sick leave benefits in certain situations. A copy of the proposed ordinance amendment is attached to this letter. The ordinance amendment is simply a "housekeeping" amend- ment which brings the language in the conversion provision up to date with the remainder of the Personal Leave ordinance section. As .council members may recall, personal leave was modified in February, 1983, to include General Services employees. Prior to that change, the General Services employee group accrued sick leave .instead. The conversion section of the ordinance provides for employees who may be reclassified from an employee group accruing personal leave to an employee group accruing sick leave. The change proposed in the attached ordinance amendment merely recognizes the General Services employees as a group receiving the personal leave benefit. city council meeting. It is recommended that the city council give first read- ing consideration to this ordinance amendment, and schedule second reading and the public hearing for the April 25, 1983 Respectfully submitted, Karl Nollenberger City Manager KN/ej a • AMENDMENT TO CHAPTER II, SECTION 2.33 OF THE ORDINANCE CODE OF THE CITY OF RICHFIELD CITY OF RICHFIELD DOES ORDAIN: Chapter II, Section 2.33 of~the Ordinance-Code of the City of Richfield relating to city employee attendance and leaves is hereby amended in the following respects: I. By amending Section 2.33, Subdivision 5(1)(b) thereof, to read as follows: "(b) Conversion of Sick Leave Benefit. Each employee who becomes eligible-for personal leave and who has accrued sick leave hours shall convert such sick leave hours into personal leave hours in accord- ance with the formula developed and amended. from time to time by the city manager and set out in the city's Personnel Policy. In the event that an employee .ceases to be clansified under the Management Pay Plan or General Services, but remains in the employ of the. city, that employee's personal leave shall be converted back to the then applicable sick leave benefit in reverse. application of the abovementioned formula-.then in effect." Passed by the City Council of the City of Richfield, Minnesota.,. this day of 198.3. John Hamilton, Mayor ATTEST: Sylvia Bergh, City Clerk CITY OF RICHFIELD, MINNESOTA ~~3yC~ Off ice of City Manager Council Letter No. 113 Agenda April 11, 1983 The Honorable Mayor and Members of the City Council . City of Richfield Council Members: Subject: Pull-Tab Schedule Change, American Legion Post 435 The Department of Public Safety has received a request from the Richfield American Legion to change the schedule in pull-tab activities on July 4, 1983, as a part.of the 4th of July community observance. Currently, the Legion is licensed for pull tab activities during the hours of 5:00 p.m.-11:00 p.m. They .are requesting that the hours be changed on July 4 only to 12:00 noon until 7.:00 p.m. On February 23, 1983, the city council passed an amendment to Chapter V, Part II, Section 5.19 of the ordinance code regulating and licensing certain bingo and gambling activities. According to paragraph c (3): "Unless the city council shall provide otherwise in the license, the following limitations shall apply: (c) tipboard and pull-tabs. Tipboards and pull tabs may be sold to patrons of the organization only between 5:00 p.m. and 11:00 p.m. of each day." Therefore,. this request does require approval by members of the city council. It is the recommendation of the Director of Public Safety, in which I concur, that the city council approve the time change in pull-tab activity on July 4, 1983 only, as requested by the American Legion Post 435. Respectfully submitted, ~ ~~~~ Karl Nollenberger City Manager KN/ej a s ~/3~ CITY. OF kICHFIELD, MINNESOTA Office of City Manager Council Letter No. 112 Agenda April 11, 1983 The Honorable Mayor an d D~embers of the City Council City of Richfield Council Members: Subject: Setting Date for Board of Review State law requires that the city reevaluate ore-fourth of real estate property within the city each year and that values of theremainnc; properties of the city be adjusted according- ly. Each .property owner in the city is notified by mail of any increases of valuation on his property, and. must also be notified of .the date, time and .place for the Board of Review ,meeting. The Board of Review hears appeals from residents who wish to • ha~~e their property evaluation established at some level other than that est~blished b1~ the city's assessor. Section 704 ~f the City Charter details the respensi- bilities of the Board of Revie~•T: "The Roard of Equalization shall consist of members of the city co~.zncil and t:•:o residents of the city appointed for a one.-year term by the city manager and ap~?roved by the council The two resident members shall be exper- ienc?d in real estate matters and shall receive such .compensation as the counci]_ may determine. The Board. of Equalization shall equalize assesGments of property for taxation purposes aocoa-ding to Zara. Assoon a~~ any real es~ate has been reassessed, the affected property ownE:rs-should be notified by the assessor of the amount of the change and the. reason therefor." It is recommended that the city council confirm the date for the 1.983 Board of Review meeting for Wednesday, June 1, 1983 at 7:00 P.M. Respectf\u,,llny submitted, ~.,...Q, ~~~ Karl Nollenberger City Manager KN/eja cc: Acting Administrative Services Director..