HomeMy WebLinkAbout2006/06/26 - ADMIN - Agenda Packets - City Council - Study SessionCity Council Study Session
June 26, 2006
6:30 PM
Council Chambers
Discussion Items
Approximate
Times
1. 6:30 PM Interim Ordinance (Moratorium) for Subdivisions in the R-1 Zoning
District
2. 7:10 PM Hwy 100 Reconstruction (Full Build) Project
3. 7:55 PM Water Utility Service Line Replacement Policy
4. 8:25 PM Employee Health Insurance Update
5. 8:40 PM Future Study Session Agenda Planning
8:55 PM Adjourn
Written Items
6. Volunteers in the Park Annual Report
7. 36th Street Art Visioning
8. Hopkins City Council – Joint Meeting Topics
9. May 2006 Monthly Financial Report
10. Update on Children First, St. Louis Park Emergency Program and The
Meadowbrook Collaborative
Auxiliary aids for individuals with disabilities are available upon request. To make
arrangements, please call the Administrative Services Department at (952) 924-2525 (TDD
(952) 924-2518) at least 96 hours in advance of meeting.
City Council Study Session
Discussion Item: 062606 - 1 - Interim Ordinance (Moratorium) For Subdivisions In The
R-1 Zoning District
Page 1
1. Interim Ordinance (Moratorium) in the R-1 Zoning District Community Development
PURPOSE OF DISCUSSION:
To discuss the merits of an Interim Ordinance (Moratorium) for subdivisions in the R-1 zoning
district.
BACKGROUND:
On June 19, 2006, the City Council directed Staff to provide some additional information in
regard to establishing and Interim Ordinance. Specifically, the Council requested the following:
▪ A map of the R-1 zoning districts, showing which areas of the City would be affected by
a moratorium.
▪ An indication of which neighborhoods would be more closely looked at because of larger
lot sizes. A map is attached. Please note this is an initial look, and we will review other
R-1 areas of the city in more depth to be certain they are appropriate for more study.
▪ A list of the other pending applications and the potential timelines for them. A table is
attached showing the potential timelines for the applications and a moratorium. Action
on subdivisions must be taken in 120 days. If a moratorium is passed as presented, the
applicants could choose to delay their applications or the City would have to deny them.
▪ A list of R-1 subdivisions considered in the past 24 months. Five subdivisions, in
addition to the pending applications, were considered in the past 24 months: Biltmore,
Hannon Lake, Browndale 2nd Addition, Junior High Addition and La Mariposa. Hannon
Lake was withdrawn, Browndale 2nd addition was modified, and the Junior High
Addition was denied based on not meeting minimum lot sizes.
▪ There were two moratoriums in the 1990s. There was one in 1991 for Industrial zoned
areas, and one in 1995 for evaluating the current and future land needs for the city’s park
system.
A moratorium would allow the City to deny any pending applications for the duration of the
ordinance. The ordinance may be lifted when the Council deems the study is complete. Whether
or not there is a moratorium, the Council did direct Staff to study the issue of larger lot areas and
we are collecting and analyzing information; we will provide some recommendations in the
future on the R-1 zoning district standards.
Attachments: List of the pending and potential subdivision applications and associated
timelines
Map of R-1 District and Ward Locations
Map showing the potential R-1 study areas under interim ordinance
Map of Lake Forest subdivision analysis
Prepared by: Meg J. McMonigal
Approved by: Tom Harmening, City Manager
City Council Study Session
Discussion Item: 062606 - 1 - Interim Ordinance (Moratorium) For Subdivisions In The
R-1 Zoning District
Page 2
Pending subdivision applications and associated timelines
Karr and
Nelson
Interim Ord. Burd
Application date June 5 July 3
1st reading July 10
2nd reading July 17
Public hearing
date
July 19 August 2
Publication July 27
Effective date Aug 11
City Council
consideration
Deny because
of moratorium
August 21 September 5
120 days Oct 3 Oct 31
City Council Study Session
Discussion Item: 062606 - 2 - Hwy 100 Reconstruction (Full Build) Project
Page 1
2. Hwy 100 Reconstruction (Full Build) Project
Public Works
PURPOSE OF DISCUSSION:
To update the City Council on the status of the Highway 100 Reconstruction (Full Build)
Project; to present revisions to the original preliminary geometric layout that was developed in
2002; to present local access / transportation options available to the community in the W26th
Street area; and, finally, to provide a tentative schedule for project development and the
Municipal Consent Approval process as well as answer any questions the Council may have
regarding the project at this time.
This meeting is a follow-up discussion to the one which occurred on June 5. At the June 5
meeting the Council asked that staff arrange one on one type meetings with the Council such that
staff could explain in greater detail the specifics of the plan options. These meetings will
hopefully be completed by the time of the upcoming study session.
BACKGROUND:
On January 28, 2002 Mn/DOT staff formally introduced this proposed project to the Council.
Subjects discussed were project goals, design concepts, cost participation, project schedule, and
public involvement. As a result of that Study Session, Mn/DOT and City staff arranged a Public
Informational Meeting on May 14, 2002 at Benilde-St. Margaret’s High School to inform the
public about this proposed project. The draft preliminary geometric layout, on display on 2nd
floor in City Hall, was presented to the public for review and comment at that meeting.
Mn/DOT had various staff in attendance at the meeting to explain the proposed project and
answer questions.
Prior to the Public Informational Meeting, the City hosted a special meeting in April just for
residents along the west side of Toledo Avenue north of W. 28th Street. They were told that most
of their residences would probably be acquired due to this project. Concern was expressed by
residents over acquisition costs, relocation, necessity to remain in the Fern Hill Neighborhood,
and the project schedule. Mn/DOT staff attended the meeting to provide right of way acquisition
and relocation information as well as to answer any other questions that were asked.
Later in 2002 Mn/DOT determined the project needed to be delayed due to a lack of state
funding. Work on the project was discontinued until 2005 when Mn/DOT staff was directed to
develop an Interim Project aimed at congestion mitigation on this section of Hwy 100. As a part
of the recently approved Interim Project on Hwy 100, Mn/DOT evaluated the operational aspects
of the draft preliminary geometric layout which had been developed during 2002 and determined
it had several fatal flaws that would have to be addressed when the Reconstruction Project was
restarted. Finally, during the development and approval process of the Hwy 100 Interim Project
Mn/DOT designated the Hwy 100 Reconstruction (Full Build) Project as an “advanced design
project” and committed to developing the project so plans are ready for letting in 2009 if
sufficient new funding is available. This project is currently funded for a late 2014 letting (see
attached Project Summary and Project Schedules [2]).
City Council Study Session
Discussion Item: 062606 - 2 - Hwy 100 Reconstruction (Full Build) Project
Page 2
During February of this year Mn/DOT resumed the design process for this project. Their effort
to date has been to revise the preliminary geometric layout to eliminate the fatal flaws discovered
last year. The attached “Line Schematics” (Figure 1 and Figure 2) show in simple form traffic
flow on the original layout and on a revised layout, respectively. Staff will explain at the Study
Session the fatal flaws discovered in the original layout and revisions needed to correct them.
Because of necessary changes, options for local access to Hwy 100 and an underpass in the
W26th Street area have now become available. These options are attached and are identified as
Options 1 – 4. A fifth option, not to construct an underpass, is also available for consideration.
DISCUSSION:
Mn/DOT has requested comments on the revised layout (Figure 2) and direction on the
underpass / access options they have developed for the W26th Street area. Once Mn/DOT
receives city comments / direction, they will finalize the preliminary geometric layout. Their
plan at this time is to complete the preliminary geometric layout, hold a public informational
meeting, revise the layout based on public comments (as appropriate), and then begin the
Municipal Consent Approval process early next year.
Options 1 – 4 with the proposed underpass were developed by Mn/DOT to address city staff
concerns over limited local access and expected future transportation needs. Without enhanced
access and an improved street system in this area, staff is concerned future local transportation
needs will not be met and long-term redevelopment will be limited. The Options 1 – 4 come
with added participation costs incurred by the city. Future improvements to Hwy 100 for access
or redevelopment purposes will be at city cost and would, frankly, be cost prohibitive. It appears
the decisions made in the near future and the plans that will be approved will set the direction for
a large area of the community for a long time into the future. The issues and concerns in
deciding this will need to be carefully evaluated and discussed.
Attachments: Mn/DOT Metro District Project Summary
TH100 Reconstruction (Full Build) Project Schedule
TH100 Reconstruction from 36th to 25th ½ Street Fig 1 (Supplement)
TH100 Reconstruction from 36th to 25th ½ Street Fig. 2 (Supplement)
Option 1 (Supplement)
Option 2 (Supplement)
Option 3 (Supplement)
Option 4 (Supplement)
Prepared By: Michael P. Rardin, P.E., Public Works Director
Approved By: Tom Harmening, City Manager
City Council Study Session
Discussion Item: 062606 - 2 - Hwy 100 Reconstruction (Full Build) Project
Page 3
Mn/DOT METRO DISTRICT PROJECT SUMMARY
Major Reconstruction - June 2006
ROADWAY: TH 100 from 36th Street West to Cedar Lake Road (2.1 miles)
CITIES/COUNTIES: City of St. Louis Park/Hennepin County
BACKGROUND:
The segment is the last sub-standard section on TH 100 south of I-394 and is one of the most
congested freeways in the Metro area. Originally built in the mid-1930’s, it is part of the first
beltway around the Twin Cities. Minimal improvements have occurred on this section over the
last 60 years.
The 2004 traffic volume on this segment is 105,000+ AADT. The volume to capacity ratio is 1.3
and it operates at a Level of Service F. This roadway was over capacity in 2004 and will only
get worse; the 2031 traffic projection is 127,300 AADT.
The project purpose is to increase capacity by reconstructing the roadway to a standard 6-lane
freeway and replace existing bridges. The project needs include congestion relief, geometric
deficiency corrections, replacement of aging infrastructure, and correction of roadway flooding.
With the completion of the 6-lane freeway north of I-394 in 2005, only this sub-standard section
between I-494 and County Road 81 currently remains.
The proposed build alternative will reconstruct this segment of TH 100 to 6-lane freeway
standards. The complete reconstruction will add an additional lane in each direction, reconstruct
the interchanges at TH 7 and at Minnetonka Boulevard (CSAH 5), correct the vertically deficient
bridge clearances, improve drainage, address the flooding problems under the CP Railroad
bridge, add water quality and retention ponds, add noise mitigation walls, and correct other
existing geometric deficiencies.
TYPE OF PROJECT: Construction of 6-lane freeway on existing alignment.
ESTIMATED PROJECT COSTS: Construction and Right of Way: $140 Million estimated
(2014)
PROPOSED CONSTRUCTION SCHEDULE: November 2014 Letting.
Calendar Year 2015/16/17 Construction.
PROJECT DOCUMENTS & APPROVALS SCHEDULE:
Work on Environmental Assessment Document started.
Preferred concept being developed to preliminary geometric layout standards.
(For a schedule of Public Meetings, contact the Project Manager).
Primary Contact: Secondary Contact: Area Manager:
Wayne Norris, P.E. Terry Johnson, P.E. Tom O’Keefe, P.E.
Area Engineer Project Manager Metro District
(651) 582-1295 (651) 582-1334 (651) 582-1296
City Council Study Session
Discussion Item: 062606 - 2 - Hwy 100 Reconstruction (Full Build) Project
Page 4
TH 100 Reconstruction (Full Build) Project Schedule
St. Louis Park City Council – June 5, 2006
Project Development / Implementation Schedule:
EA – December 2006
Mn/DOT Staff Approved Layout – January 2007
Final Geometric Layout Approval – June 2007
RALF R/W Acquisition – late 2007
Final Construction Plans – May 2009
Advertise / Open Bids – November 2009
Construction Start – April 2010
Construction Completion – late 2012
Municipal Consent Approval Process Schedule:
• Access changes
• Capacity increases or decreases
• Acquisition of permanent rights-of-way
City Council Work Session – June 5, 2006
Public Informational Meeting – July 2006
Municipal Consent Package to City – January 2007
City Schedules Public Hearing – January 2007
Mn/DOT Open House – February 2007
Public Hearing – February or March 2007
City Council Work Session – April 2007
City Council Approval/Disapproval of Final Geometric Layout – May 2007 (deadline of 90 days
after public hearing)
Note: Schedule assumes an advanced construction let date November 2009. Current let date is
November 2014.
City Council Study Session
Discussion Item: 062606 - 3 - Water Service Line Replacement Policy
Page 1
3. Water Utility Service Line Replacement Policy
Public Works
PURPOSE OF DISCUSSION:
To provide the City Council with information on the possible need to replace private water
service connections to the city’s watermain in conjunction with city street reconstruction projects
and to discuss funding mechanisms available to pay for the water service replacement costs.
BACKGROUND:
The City of St. Louis Park delivers over 2 billion gallons of water yearly through an integrated
distribution system consisting of ~140 miles of underground watermain. There are over 13,000
service connections to the system. All service connections, from the main to the building, are
owned and maintained by the property owner. The majority of the water main is cast iron pipe,
installed in the 1950’s and 60’s to meet the growing demand for new home construction at that
time. Along with the installation of the watermain, most of the service connections where
installed at that time as well. The water system experiences an average of 30 watermain breaks
per year. A replacement program has been established that provides for the replacement of
watermains in coordination with the pavement management program.
On every street reconstruction or rehabilitation project, staff analyzes the condition of the
underground city utilities to determine if they should be replaced in conjunction with the street
work. Staff examines the frequency of watermain breaks, soil conditions, the volume of traffic
on the road and other relevant aspects to make the determination. Coordinating utility
replacements with street reconstruction/rehabilitation saves the city money.
A water service line consists of two segments, the segment beneath the city right-of way and the
segment beneath a property owner’s yard. Both segments are owned and maintained by the
property owner. Typically, a 3/4” copper line connects to the watermain in the center of the
street and runs to a shut-off valve located at the property line at the edge of the street right-of-
way. A 3/4” line from the valve then runs beneath the yard into the home and connects to the
water meter. The expected life of a service line is varied based on a variety of factors; however
after fifty years of service the probability of line failure increases significantly. A fifty year life
expectancy for water service lines is assumed for utility planning purposes.
When a water service line breaks, it is the property owner’s responsibility to either repair or
replace the service line. The cost to replace most service lines ranges from $2,000 to $5,000.
This unexpected expense can at times create a financial hardship for an owner. However, the
City’s special assessment policy allows a property owner to petition the City to have the expense
assessed over a period of ten years (several of these have just been recently approved by the
Council).
DISCUSSION:
When watermains are replaced, staff feels consideration should be given to replacing the private
water service line beneath the street right-of-way. It is likely the services have deteriorated along
with the watermain and have probably also reached the end of their service life. The cost of
replacing a service line during a street reconstruction project is significantly less than it would be
for a normal replacement. The typical cost to replace a service line during street construction is
$1,500 to $1,700 (about half) as compared to $2,000 to $5,000 for a normal replacement. It
should be noted that the cost to replace a broken service line below a new street would be even
more costly due to the more stringent street restoration requirements.
City Council Study Session
Discussion Item: 062606 - 3 - Water Service Line Replacement Policy
Page 2
Currently there is no City policy or practice to require replacement of water service connections
beneath the street right-of-way other than if the line breaks. Based on the age of our City and
infrastructure, staff feels it is appropriate to take a proactive approach in managing service line
replacements. Staff feels there are now circumstances that dictate the need to replace service
lines when street reconstruction occurs. For example, on higher volume traffic roads (e.g.
Excelsior Blvd west of TH 100) it is important to replace all of the aging utilities and service
connections susceptible to failure, thereby reducing future traffic disruptions, surface
restorations, and safety concerns that occur while performing utility repairs. On lower volume
residential streets (e.g. Kilmer neighborhood) it may be less important from a community
perspective to replace service lines during street reconstruction. However, the opportunity exists
to replace water service lines at a much reduced cost to property owners; it is also important to
preserve a new street surface for as long as reasonably possible thereby increasing the life of the
street.
Staff, with assistance from the City Attorney, has determined three possible funding options
available to cover water service replacement costs:
1. Special Assessment process (Statute 429). – This process involves some risk on appeals.
2. Obtain assessment waivers from 100% of the property owners to order improvement
without public hearings. – Without 100% approval, a full assessment process is required.
3. Add a surcharge to the water utility bill (Statute 444). This statute allows for reasonable
charges to pay for the construction, reconstruction, repair, enlargement, improvement,
maintenance, operation and use of the utility – Some additional administrative work
would be required of utility billing.
Because there are now circumstances which may dictate the need to require service line
replacements, with different funding options available for replacing water service connections,
Council may wish to direct staff to develop a policy for adoption.
QUESTIONS:
1. Does the City Council support a proactive approach in managing water service line
replacements in conjunction with City watermain replacements; or does Council prefer to
continue to allow property owners to repair/replace service lines to meet their needs?
2. If Council supports a proactive approach to replacing service lines, funding option #3
above ensures this work can be accomplished; does Council have a preference on a
particular funding option?
3. Should staff develop a water service line replacement policy for adoption?
Prepared By: Jim Olson, Engineering Project Manager
Reviewed By: Scott Brink, City Engineer
Scott Anderson, Utility Superintendent
Mike Rardin, Public Works Director
Approved By: Tom Harmening, City Manager
City Council Study Session
Discussion Item: 062606 - 4 - Employee Health Insurance Update
Page 1
4. Employee Health Insurance Update Administrative Services
PURPOSE OF DISCUSSION:
Staff would like to inform the Council of the recent activities of the Citywide Employee Benefits
Committee and the status of employee health insurance options for 2007.
BACKGROUND:
For many years, St. Louis Park has been a member of the LOGIS Health Consortium, for the
purpose of pooling together to bid health insurance plans. In this arrangement, premium rates
are blended among all members of the consortium, regardless of claims experience.
In January, 2005, St. Louis Park made an important decision to offer a high deductible health
plan with a VEBA account. St. Louis Park was one of several cities in the LOGIS Health
Consortium to offer this plan. The high deductible plan shifts much of the risk from the insurer
to the employee since the first dollars paid are through a deductible instead of a co-pay. This
plan also encourages “consumerism” among employees so they make educated choices about
their health care (for example, going to a less expensive “Minute Clinic” instead of Urgent Care
or the Emergency Room). Finally, the plan allows employees to have a vehicle to save money
for future medical expenses on a tax free basis. Through the Citywide Employee Benefits
Committee, employees were educated about the additional risk in a high deductible health plan
versus the premium savings. Employees have responded favorably and over 100 employees are
currently enrolled in this plan.
BENEFITS COMMITTEE & BID:
A great result of having a benefits committee and implementing a progressive health plan option
is that our loss ratio (claims dollars paid/premium dollars collected) has been significantly lower
than the consortium as a whole. Medica has stated that the increase for the LOGIS group
premiums for 2007 should be 30%. Due to negotiations and as part of the 3rd year rate guarantee
in LOGIS , this increase has been capped at 14.5%.
We have been working with our employees via a benefits committee for over 5 years. The
benefits committee is open to all employee groups (union and non-union). They have spent a
significant amount of time on health education, wellness and understanding of insurance
programs. Our benefits committee is key to us in determining recommendations on plan design
and input from our employees. They are also a great resource in education of our employees and
assistance during open enrollment each fall.
Based on Medica’s renewal of 14.5%, an understanding of the market, and our interest in
continued improvements in health insurance programs, the Citywide Employee Benefits
Committee recommended that St. Louis Park request bids for health insurance and pursue the
option of leaving the LOGIS Health Consortium.
Bid information:
• Medica declined to bid as a stand alone carrier since they handle LOGIS Health. LOGIS
Health Consortium will experience a 14.5% increase for 2007.
• Health Partners bid a 3.78% increase.
• Preferred One offered a 7.13% increase.
City Council Study Session
Discussion Item: 062606 - 4 - Employee Health Insurance Update
Page 2
• Blue Cross/Blue Shield has provided St. Louis Park with the most favorable bid of a 12%
decrease in current premiums for 2007, and a rate guarantee cap of 14% for 2008. A
conservative analysis of this bid versus the expected LOGIS and Medica rate renewals
over the next three years shows that St. Louis Park employees could see premium savings
of over $885,000 by switching to Blue Cross/Blue Shield. In addition, Blue Cross/Blue
Shield has offered an almost identical match to our current plan design.
ITEMS CONSIDERED WHEN MOVING FROM LOGIS HEALTH:
• If we leave the LOGIS Health Consortium, current rules do not allow us to re-join.
• Notice must be given by June 30, 2006.
• Although there is a 98% overlap in Blue Cross/Blue Shield and Medica provider
networks, there will inevitably be some disruption in medical providers for a couple of
employees (an example of disruption may be that a physician is in-network in Medica but
covered as out-of-network from BCBS).
• Because our rates will not be pooled with other cities, we will be rated on our own and
not have the buffering effect of being in a pool.
• Being on our own may require us to change providers to obtain the best plan and cost for
health insurance.
OPPORTUNITIES:
Moving in this direction brings many areas of opportunity available to us.
• By being on our own, St. Louis Park will have more control and flexibility in plan design
including continued promotion and design of the high-deductible and VEBA
contribution.
• Ability to continue to provide progressive consumer-driven health care options and
wellness programs specific to our organization and needs.
• Our employees are recommending this change through our employee benefit committee.
• Cost savings.
• Another great opportunity is the possibility of combining with other health conscious and
progressive metro-area cities to group bid for insurance, similar to what we currently do
for dental and long term disability insurance. (Other cities are not ready to bid so early in
the year as they often receive more favorable rates if they bid in the fall with more claims
experience data available. We will have this option to do a later bid in the future.)
NEXT STEPS:
After much review and discussion of the above information, the Citywide Employee Benefits
Committee has recommended to the City Manager that St. Louis Park accept the Blue
Cross/Blue Shield bid for health insurance and leave the LOGIS Health Consortium. Our next
step is to notify LOGIS by June 30, 2006 that we are making this change for 2007. We will then
begin planning for changes and providing more informational sessions to our staff.
Prepared By: Ali Fosse, HR Coordinator
Reviewed By: Nancy Gohman, Deputy City Manager/HR Director
Approved By: Tom Harmening, City Manager
City Council Study Session
Discussion Item: 062606 - 5 - Future Study Session Agenda Planning
Page 1
5. Future Study Session Agenda Planning Administrative Services
PURPOSE OF DISCUSSION:
To assist the City Council and the City Manager in setting the next Study Session agenda.
BACKGROUND:
At each study session, approximately 15 minutes is set aside to discuss the next study session
agenda. For this purpose, attached please find the tentative agenda and proposed discussion
items for the regularly scheduled July 10, 2006 study session. Please note that the special EDA
and formal Council meetings will occur because of the July 3 meeting cancellation, so the study
session items will be held before and after the business meetings.
Attachments: Future Study Session Agenda
Prepared By: Marcia Honold, Management Assistant
Approved By: Tom Harmening, City Manager
City Council Study Session
Discussion Item: 062606 - 5 - Future Study Session Agenda Planning
Page 2
Future Study Session Agenda
Monday, July 10, 2006
5:30 p.m. Box Lunches Available
6:00 p.m. Study Session starts -
Discussion Items
City Wireless Project Update – Technology and Support Services (60 minutes)
Staff will discuss the status of the current project and will present the current projections for a
potential city-wide wireless program.
2005 CAFR/Audit – Finance (20 minutes)
A representative from Abdo, Eick, & Meyers, Llp., will be present to give an overview of the
2005 City Audit.
EDA meeting convenes at 7:25 p.m.
Council meeting convenes at 7:30 p.m.
Study session resumes at the conclusion of the Council meeting – approximately 8:30 p.m.
Sanitary Sewer Back-up Policy – Public Works/Finance (45 minutes)
Should the Council direct staff to make changes to the city’s sanitary sewer back-up policy?
Staff to provide an overview of the existing policy and will present options for consideration.
Communications Plan – Administrative Services (20 minutes)
Staff will lead the Council in a discussion about the communications plan.
Future Agenda Planning – Administrative Services (10 minutes)
9:45 p.m. End of Meeting
City Council Study Session
Written Report: 062606 - 6 - Volunteers In The Park Annual Report
Page 1
6. Volunteers in the Park Annual Report Administrative Services
PURPOSE OF REPORT:
The Volunteers in the Park Annual Report provides information about the number and range of
services provided by community residents and workers each year. Volunteer programming
supports part of our city’s vision in striving to create “strong connections . . ., community pride,
civic commitment, mutual respect and neighborliness.”
BACKGROUND:
The City of St. Louis Park supports community involvement in the city through partnering with
the School District to provide volunteer programming. The City of St. Louis Park supports the
expenses of the City / School Volunteer office and staff by providing annual funding of $32,600.
Coordinator, Sarah Krzesowiak, supports youth and adult volunteer efforts in the schools, with
local social service agencies and with city departments, primarily with the Parks and Recreation
Department.
Attachments: Volunteers in the Park Annual Report
Prepared by: Sarah Krzesowiak, Program Coordinator
Reviewed by: Martha McDonell, Community Connections Specialist
Approved by: Tom Harmening, City Manager
City Council Study Session
Written Report: 062606 - 6 - Volunteers In The Park Annual Report
Page 2
Volunteers in the Park
Annual Report
2005-2006
The Mission
The mission of the V.I.P. program is to promote quality volunteerism in the City of St. Louis
Park and in the St. Louis Park School District.
V.I.P. Program Summary
The program is responsible for the recruitment of hundreds of volunteers for the City and the
Schools of St. Louis Park. It also ensures that the volunteers are appropriately screened, placed,
and trained. Before a volunteer is placed in a position through the volunteer office, a risk
management process is put into place. Volunteers are required to complete an application and
list two references. Both references are checked and city volunteers also go through a Police
Background check. The only volunteers who are not required to complete an application are
parents who are working in their child’s school and people doing one time supervised activities.
The Volunteer Office staff is dedicated to making sure that the volunteers it recruits and places
are given all the information and training they need to be successful at their volunteer positions.
It conducts regular evaluations and makes adjustments to program materials, training and
operation based on feedback from volunteers. Recognition of volunteers is also an important job
of the V.I.P. office. It works with staff to insure that volunteers are thanked and recognized in a
variety of ways.
The dollar value for volunteer service was recently increased to $18.04 per hour by the
Independent Sector. This rate is based on the hourly earnings for private non-agricultural
workers as determined by the U.S. Bureau of Labor Statistics. That figure is then increased by
12% to estimate fringe benefits. The estimated value of volunteer services channeled through the
V.I.P. Office is $255,113 (1309 volunteers with a total of 14,141.5 hours x $18.04). However,
the value of volunteerism in St. Louis Park goes far beyond any monetary assessment; the
benefits of volunteer time and commitment to our community and our schools are immeasurable.
Via the V.I.P. Program, volunteers gain first hand knowledge about the city and schools, giving
them an appreciation for the dedicated staff and the excellent work they do on behalf of the
students and the community.
City Council Study Session
Written Report: 062606 - 6 - Volunteers In The Park Annual Report
Page 3
Volunteer Programs:
Adopt a Park/Garden 2005
Volunteers in this program are assigned to
their neighborhood park and/or garden.
Their job duties include patrolling and
cleaning their park, weeding and tending the
garden as well as reporting any damaged
equipment, vandalism etc. to the park staff.
# of volunteers – 77 (26 individuals, 7
families, 5 neighborhood, business or civic
groups. Average of 3 per family and 6 per
group.)
# of parks – 30
# of gardens –21 (note, some volunteers
only tend a garden or a park, but not both –
and some parks do not have gardens)
# of hours – 1018
In addition to the regular park duties, many
of the volunteers and several other
community members volunteered to help
plant flowers in May ’05. The hours for
planting are reflected in the total. 37
volunteers helped to plant the flowerbeds
including 15 students from Torah Academy
who helped plant the city hall garden.
Adult ELL and GED programs
The goal of these dedicated volunteers is to
provide extra one to one help and extra
language practice for students in
Community Education’s adult classes.
# of volunteers - 40
# of hours – 1645
Arbor Day
The Volunteer Office helped recruit
volunteers for the Arbor Day activities at
Webster Park on May 6, 2006.
Art Appreciation
Volunteers are trained to teach six lessons in
art appreciation to children in grades K-6.
American Art was the theme of this year’s
curriculum. Note: at PSI the lessons are
taught by the Amity staff. We train them and
provide materials.
# of volunteers - 59
# of classrooms - 94
# of students - 2256
# of presentations - 564
# of hours – 1275
Band Volunteers at Jr. High
Community members join the band class for
regular practice.
# of volunteers -3
# of students – 170
# of hours –329
BRAVO!
Classical music is the focus of the BRAVO!
program for grades 1-3 at Peter Hobart and
Aquila. A music background is a
requirement for BRAVO! volunteers. They
are trained to teach six lessons that focus on
classical music and composers.
# of volunteers - 18
# of classrooms - 26
# of students - 598
# of presentations – 156
# of hours – 367
Classroom VIPs
By working in the classroom these
volunteers provide enrichment or
reinforcement of the classroom curriculum.
Most volunteers are in the school once a
week helping students in the areas of
reading, writing or math.
# of volunteers - 71
# of students -1542
# of classes - 59
# of hours – 3020
Drivers for “Juan”
(See highlights section at the end for
details.)
# of volunteers – 12
# of trips – 26
# of hours – 78
Early Childhood Screening
Volunteers assisted with registration and
screening.
# of volunteers – 6
# of hours – 117.5
City Council Study Session
Written Report: 062606 - 6 - Volunteers In The Park Annual Report
Page 4
ELL (English Language Learners)
Volunteers
Volunteers help students practice their
English verbal and written skills. They also
assist students in learning about American
culture and customs.
# of volunteers - 16
# of students - 36
# of hours – 760
Event Judges
Volunteers play a key role in several High
School programs including mock interviews,
judges for DECA and also as judges for the
science fair at Cedar Manor.
# of volunteers - 36
# of hours - 116
Family Fishing Day - June 18, 2005
Assisted the Park and Rec in recruiting
volunteers for the Family Fishing Day held
at Wolfe Park.
# of volunteers – 5
# of hours – 11
Goblin March and Boogie Concert 2005
Volunteers work at this Halloween event
held at the Rec Center which is geared for
young children.
# of volunteers – 20
# of hours – 50
Halloween Party 2005-Westwood Hills
Nature Center
Volunteers work before, during and after the
annual Halloween Party. They help with
set-up, work the nights of the party and help
with clean-up. The V.I.P. office recruits,
places, schedules and thanks the party
volunteers.
# of volunteers –24 for pre-party set up help
73 per night for the party and
many stayed late for clean up.
# of hours – 96 for set up help
584 for the party
680 total hours
Kids Place Student Volunteers for
Summer 2005
Students ages 14 and older volunteer in the
SLP Community Ed Kids Place Program
for the summer.
# of volunteers – 4
# of hours – 288
Literacy 1st
Volunteers are trained by 1st grade teachers
to help beginning readers and writers. Each
volunteer spent about 11/2 hours one
morning a week helping in a 1st or second
grade classroom.
# of volunteers – 19
# of classrooms –16
# of students - 368
# of hours – 613
Math Program
Volunteers help once a week in 4th or 5th
grade math classes at Susan Lindgren and
Cedar Manor schools.
# of volunteers – 12
# of students – 252
# of hours – 364
Media Center/ Clerical Volunteers
Volunteers assist in the schools media
centers or offices .
# of volunteers – 8
# of hours – 379
Parktacular - 2005
Volunteers helped with the Parktacular
Booth and parade.
# of volunteers – 32
# of hours – 65.5
Pick up the Park 2005
Volunteers are students, local service groups
and individuals. The goal of Pick up the
Park is to get as much public space cleaned
as possible before mid-May. Note: in 2005,
the SLP High School National Honor
Society took on park cleaning as a goal and
picked up all the parks that were not
assigned to another group.
# of volunteers – 703
City Council Study Session
Written Report: 062606 - 6 - Volunteers In The Park Annual Report
Page 5
# of parks cleaned – 38 (also cleaned were
all the school playgrounds and surrounding
areas and sections of the bike trail)
# of bags of trash – 86
# of hours – 527
Project Respect
Volunteers are trained to present four
lessons designed to teach students to value
themselves and others. The program was at
Peter Hobart School. (Aquila has the ACT
program.)
# of volunteers – 6
# of classrooms – 6
# of presentations – 24
# of students – 138
# of hours – 48
Resource Speakers
Volunteers enriched the classroom
curriculum by sharing their hobby, career or
special interest with students.
# of volunteers – 17
# of presentations – 51
# of hours – 102
Water Testing Volunteers 2005
Volunteers take water samples from area
lakes every two weeks April through
October.
# of volunteers – 3
# of hours – 63
Westwood Hills Nature Center
Regular Adult Volunteers 2005
Adult volunteers at Westwood Hills Nature
Center assist the staff by helping with
classes, working on maintenance projects,
studying wildlife, maintaining the computer
web site, and staffing the front desk between
11 and 1 almost every day so the staff can
have lunch and run errands for the Center.
# of volunteers – 23
# of hours – 1809.5
Young Women’s Mentorships
Volunteers meet with students individually
or in a group serving as positive adult role
models and listeners as they explore a
variety of interests and issues important to
the students.
# of volunteers -22
# of students - 55
# of hours - 416
Total number of hours - 14,141.5
Total number of volunteers - 1309
-In addition to these programs, the V.I.P.
assisted in placing the high school
community service students in as
classroom volunteers.
-Most hours are estimated based on
volunteer start date, schedule, and
program, and include training and
preparation time for some programs.
Some volunteers participate in more than
one program and are counted for each
activity.
City Council Study Session
Written Report: 062606 - 6 - Volunteers In The Park Annual Report
Page 6
Highlights from 2005-2006
Recognition for volunteers happens throughout the year. In 2005-2006 volunteers where thanked
with specially designed note pads, candy treats for Valentines day, a coupon book along with a
thank you from Superintendent Debra Bowers, and a special workshop during Volunteer
Recognition Week highlighting Dr. Bowers’s trip to China with the Governor’s Task Force.
The Volunteer Office worked to help facilitate a program between the Doubletree Hotel and
Peter Hobart School. Starting in March, four mornings a week from 7:50-8:30, several volunteers
from the Doubletree Hotel are assisting students in the “Start the Day Reading” program at Peter
Hobart. Trained Doubletree Hotel volunteers work one-to-one with students helping them
practice and develop reading skills under the supervision of Peter Hobart teachers. The
Doubletree Hotel has had a long-standing partnership with Peter Hobart School that reflects their
support of the local community. Having Hotel staff participate at the school on a weekly basis is
an exciting addition to the ongoing partnership.
Michael Foods Inc., located near 394 and 494 (their Crystal Farms Office is located in St. Louis
Park), has been offering all of its employees the opportunity to volunteer in an area school during
the workday. Volunteers from Michael Foods are in St. Louis Park schools working as Literacy
1st, Math, Classroom V.I.P., ELL, and Breakfast Buddy volunteers.
The Volunteer Office submitted articles featuring both the Doubletree and Michael Foods Inc. to
the district web site. Both programs where highlighted on the web site this spring,
Drivers for “Juan.” When a student from the high school needed transportation to the U of M
hospital for his daily radiation treatment for cancer, the counseling office asked the V.I.P office
for help. Working in cooperation with the STEP program to provide insurance coverage for the
drivers and with the University Hospital staff for directions and assistance, the V.I.P. office was
able to recruit, insure and schedule drivers every day for 26 days.
Sarah Krzesowiak served on the Empty Bowls Committee, the IT Committee and the Book
Selection Committee for Bookmark in the Park.
Volunteers were recruited for a national Monarch Butterfly Monitoring Program that is being
coordinated in St. Louis Park through the Westwood Hills Nature Center.
The Volunteer Office worked with the ACT program to provide “Lunch Buddy” volunteers at
Aquila Schools. By the end of the year, 12 volunteers were meeting their assigned students once
a week for lunch and help with schoolwork. The Volunteer Office assisted with the program by
referring potential volunteers who fit the interest and time schedule and by providing training
and orientation materials.
Kathleen Huyck joined the volunteer office when Terri Johnson was offered a full time position
at Central Community Center in Sept. Terri has been missed, but Kathleen is doing an excellent
job in her place.
Volunteer information for the City Volunteer Brochure and the High School Volunteer
Opportunities was updated this spring; new brochures will be out in fall 2006.
City Council Study Session
Written Report: 062606 - 6 - Volunteers In The Park Annual Report
Page 7
A new spring volunteer program was added for the City; the majority of the park gardens were
planted by volunteers in Spring 2005. Over 25 volunteers helped plant gardens including an 8th
grade boys service group from Torah Academy. The V.I.P. Office worked with Les Bocksell to
recruit and place the garden planting volunteers.
Members of the V.I.P. Advisory Council meet regularly to share information and discuss issues
related to the volunteer programs. Members of the 2005-2006 V. I. P. Advisory Council were:
Kirsten Albright Susan Benus Debbie Danielson
Kathleen Huyck Ruth Kasdan Joan Monicatti
Sharyll Smith Yvonne Thomas Anne Monique
Vos Rapoport Sarah Zubke
Sarah Krzesowiak, Program Coordinator, City and School of St. Louis Park
Volunteers in the Park is a program in the department of Community Education
952-928-6025
City Council Study Session
Written Report: 062606 - 7 - 36th Street Art Visioning
Page 1
7. 36th Street Art Visioning Parks and Recreation Department
PURPOSE OF REPORT:
To update the City Council of the planning process to incorporate public art in the 36th Street
Corridor between Wooddale Avenue and Beltline Boulevard.
BACKGROUND:
As discussions began regarding the upcoming redevelopment projects along West 36th Street,
staff realized this corridor would become a high profile area in the next few years. Through the
development approval process, three of the developers (Rottlund/David Bernard, Mike
Gould/Silvercrest Properties, and Frank Dunbar/Dunbar Development) have agreed to financially
contribute for public art in the area. Planning for this corridor now will allow for the creation of a
vision for the area.
INITIAL MEETING WITH STAKEHOLDERS:
Staff from Parks and Recreation, Community Development, and Jack Becker from FORECAST
Public Artworks met with stake holders (existing businesses, developers, staff, neighborhoods,
and Friends of the Arts representatives) on May 4. The group had the opportunity to provide
comments regarding their ideas for themes/vision verbally and in a written format. A summary
of the comments from the group is attached.
NEXT STEPS:
The next meeting will be held on Tuesday, June 27. At that meeting, Jack Becker will assist the
group with prioritizing and responding to the comment list and review primary and secondary
recommended sites for art. Staff anticipates bringing this issue to the City Council at a study
session in August.
Once project ideas and locations have been discussed, staff proposes selecting an artist(s) using a
similar selection process as was used for the projects at Louisiana Oaks Park, the Allegory of
Excelsior, and the art in the park shelter buildings. Selecting an artist(s) is a few months out;
however, the process used by the City in previous projects has worked well. Jack Becker and
other staff from FORECAST Public Artworks have an excellent database of artists.
Attachments: Public Art Visioning Session - group comments from May 4, 2006 meeting
Prepared by: Stacy M. Voelker, Administrative Secretary
Reviewed by: Cindy S. Walsh, Director of Parks and Recreation
Approved by: Tom Harmening, City Manager
City Council Study Session
Written Report: 062606 - 7 - 36th Street Art Visioning
Page 2
City of St. Louis Park: Public Art Visioning Session - Group Comments
May 4, 2006
EXPERIENCE:
• Public art should relate to pedestrian scale.
• Encourage people to come out and engage with each other.
• Interesting mix of buildings and uses.
• Encourage sense of place and walk ability.
• Get to trail, want to walk; get to train, public was involved in creating.
• Art is integrated into streetscape along corridor, not just one location.
• Scale: accessible to handicapped, children, seniors, renters, visitors.
• Conveys history of Elmwood, the birthplace of SLP, the industrial roots of the neighborhood.
• St. Louis "PARK"-large box retail give opportunity for a park-like street. Continue west?
• Feel safe, comfortable, maintain the "community feeling".
• Art should be interactive.
• Giving SLP kids and residents an opportunity to participate in creating art.
• Suburban eclectic artist "lofts" industrial area.
• Urban experience.
• Draw for the area, bring people in.
• Fun, whimsical.
• Celebrate the Nordic Ware 1st concrete silo in U.S. and the connection of SLP to the broader
MN/Twin City grain milling tradition.
• Acknowledge the confluence of Excelsior Blvd.-the car oriented street and the old trolley line
and RR station and the freeway era and lilac way.
THEMES / VISION:
HISTORY:
• One of oldest/first settled places in SLP (and Minneapolis too?) (RR station at Wooddale).
• Once LRT returns "Wooddale Station" could be interesting.
DIVERSITY:
• Diversity of all kinds-racial, religious, economic, age.
• How does our diverse population affect our choice of art?
• Intergenerational theme-skate parkers to seniors to the high school.
• Family, safety, people stay here a long time.
INTERACTIVE/CHILDREN-FRIENDLY:
• Whimsical art that engages us (like Millennium Park, with mirrors / moving parts).
• Art by resident children.
• Interactive art kids can climb on and touch.
• Include other senses, make it tactile.
City Council Study Session
Written Report: 062606 - 7 - 36th Street Art Visioning
Page 3
CONNECTION:
• Include Public Works in the thoughts about art.
• A district instead of a corridor, maybe with a point at W. 36th & Wooddale, another at Bass
Lake and a third at the Allegory of Excelsior.
• Art that belongs to the neighborhood, if it is residential, emphasize that reality.
• The "amoeba" called the City's Downtown with tendrils extending out in several directions
(see sketch).
• Neighborhood Main Street (tree-lined).
• Rail, pedestrian-friendly connectedness.
NATURE:
• Trees, nature, flowers...
• Consider art that responds to changes in seasons.
IDEAS/SUGGESTIONS:
• Planet Ford and their need for signage transformed into some type of creative sign /
delightfully garish art.
• Hoigaards chimney will be removed as part of redevelopment. Consider the idea of the
chimney as an element of public art.
• I would like to see the artwork as part of the fountain for the pond we are creating.
• Giant bells on bridge.
• Paint Tagert’s walls.
• Consider the bridge over Highway100 as an art opportunity.
• Moving walkway on bridge.
• On bridge or very near Highway 100.
• Horns over Highway 100 bridge.
• Include art in future bridge design (Highway100).
• Bridges should be art, example Arizona designs.
• Use public works (bridges, water towers) as opportunities for art.
• Seniors need park benches if they're out walking.
• Connections from the "corridor" to the High School up Wooddale.
• Can art be water features, with areas to sit around? Something that appeals to all ages and is a
destination.
• Love the dance steps (Arthur Murray slide).
• Include / encourage various media in sculptures.
• The process of selection "sculpture walk" competitive show such as at Sioux Falls.
• Can art be Disneyland manicured evergreens in shapes-a nature art look?
• Can art be landscaping with interweaving paths-planned for serenity?
• Incorporate landscaping/planting design along with any areas considered "art communities".
City Council Study Session
Written Report: 062606 - 7 - 36th Street Art Visioning
Page 4
ISSUES/CONCERNS:
• With the change in Highway100 the audience will be local residents as opposed to the pass-
through drivers.
• Parking, traffic on W. 36th and Beltline.
• Would art at Hoigaard's be better on W. 36th?
• Yeah, redo that bridge.
• Different from Excelsior and Grand, W. 36th should be unique.
• Art that represents the City: parks, biking, children, seniors, and Aquatic Park.
• Art naturally denotes a node-people will stop there.
• Consistency or diversity in the art?
• "Comfortable" art or thought provoking?
• Comfortable place for walking.
• Safe for bikers and walkers.
• Safety for drivers (gawk and get in an accident).
• Long-term maintenance of art, theft, damage.
• Allergies.
• Avoid plop art.
• Give credit in some way to the fund providers of the art, especially if they fund art not on
their site.
City Council Study Session
Written Report: 062606 - 8 - Hopkins City Council - Joint Meeting Topics
Page 1
8. Hopkins City Council - Joint Meeting Topics Administrative Services
PURPOSE OF REPORT:
To update the City Council on the agenda proposed for the meeting with the Hopkins City
Council on July 24.
BACKGROUND:
The Council has indicated an interest in meeting with the City Councils of our neighboring cities
to discuss issues of mutual interest or concern and to build relationships. Last year we hosted a
meeting with the Golden Valley City Council. In addition to meeting with the Hopkins City
Council in July, I am also trying to set up a joint meeting with the Edina and Minneapolis City
Councils for sometime this fall.
I recently met with the Hopkins City Manager to discuss the upcoming meeting. This meeting
resulted in the proposed agenda which is attached.
The meeting is proposed to be at the St. Louis Park City Hall with a light dinner at 6 PM and
discussions occurring at or before 6:30 PM.
Based on previous comments and conversations with the Council, the focus topic for this
meeting relates to crime and other public safety concerns along the Hopkins/St. Louis Park
border, particularly in the area of Blake Road and Knollwood Mall. John Luse and the Police
Chief from Hopkins have been asked to participate in the meeting to update the Councils on what
is happening and how the two departments have partnered thus far.
As noted on the agenda, it is also proposed that we update each other on other topics of interest
including development projects that may have an impact on the neighboring community (e.g.
Hopkins is working with a developer on a large office project at TH 169 and Excelsior
Blvd.)
Please let me know if you have any questions or comments.
Attachment: Joint Meeting of the St. Louis Park and Hopkins City Councils Agenda
Prepared By: Tom Harmening, City Manager
City Council Study Session
Written Report: 062606 - 8 - Hopkins City Council - Joint Meeting Topics
Page 2
Joint Meeting of the St. Louis Park and
Hopkins City Councils
Monday, July 24
St. Louis Park City Hall
6:00 PM Dinner and Conversation
6:30 PM Meeting called to order
6:30 – 7:15 PM Discuss public safety issues in and around
the border of Hopkins and St. Louis Park
7:15 – 8:00 PM Updates on other items of mutual interest
• Glencoe Railroad Switch Yard
• Wi-Fi
• Redevelopment Initiatives
• Possible Future Partnerships (e.g.
legislative, etc)
8:00 PM Joint Meeting Adjourned
City Council Study Session
Written Report: 062606 - 9 - May 2006 Monthly Financial Report
Page 1
9. May 2006 Monthly Financial Report Finance
PURPOSE OF REPORT:
Attached are the May 2006 financial statements for the General Fund and the Park and
Recreation fund. The list below summarizes what is included in this packet.
1. Monthly financial statements for the overall general fund and park and recreation fund by
account summary level comparing the annual budget figures to the fifth month of 2006
actual figures.
2. Monthly financial statements for expenditures of the general fund by each department
and for expenditures of the park and recreation fund by each division that compares the
annual budget figures to the fifth month of 2006 actual figures.
Please note that a negative sign in front of a revenue figure indicates a positive number or rather
actual revenue received. In addition, when comparing the “Monthly Financial Report” to the
“Departmental Expenditure report”, the “Departmental Expenditure Report” does not include
budgeted or actual transfers nor miscellaneous expenses that are included as “other expense”.
In reviewing the May financial statements, it is important to note a couple of key factors that had
an impact this month to the monthly statements provided:
GENERAL FUND:
In comparison from April to May’s monthly financial report, there were significant increases in
May within Personal Services, Supplies, Services and Other Charges and Miscellaneous
Expenditures. Intergovernmental and Charges for Services Revenue experienced significant
decreases.
• Personal Services increased by approximately $180,000 which is attributable to three
more days of payroll compared to April.
• Supplies increased by approximately $36,000 due to the following factors: Public Works
– Operations – purchases of asphalt for $29,000; Police – Uniform purchases and safety
equipment for approximately $5,000 and $2,000 respectively.
• Services and Other Charges Expenditures increased by approximately $55,000 which is
attributable to the following items: Public Works – Operations – two months of electrical
service payments for approximately $22,000; Facilities Maintenance - two months of
electrical service payments for approximately $10,000; Human Resources – Project
Management Consultant for approximately $8,000; Police - $8,000 – Cornerstone
Advocacy Services; Technology and Support Services – copier maintenance of
approximately $7,000.
• Miscellaneous Expenditures increased by approximately $13,000 which pertains to the
rerouting of water and gas lines at Fire Stations 1 and 2.
• Intergovernmental Revenue decreased by approximately $45,000 which is attributed to
the State Highway User Tax receipt in April.
• Charges for Services Revenue decreased by approximately $54,000 which is attributable
to the following items; One month of Housing Authority wages reimbursement compared
to two from April for an approximate decrease of $67,000. Increases occurred in the
following areas: Training revenue in Human Resources for approximately $5,000, zoning
subdivisions for about $5,000, and false alarm revenue for approximately $3,000.
City Council Study Session
Written Report: 062606 - 9 - May 2006 Monthly Financial Report
Page 2
PARKS AND RECREATION:
In reviewing the Park and Recreation fund, the monthly financial report shows increases in
Intergovernmental Revenue, Miscellaneous Revenue, Personal Services Expenditures, Supplies,
Services and Other Charges and Contributions/Donations Revenue.
• Intergovernmental Revenue experienced an increase of $22,351, which was for the first
half payment from the School District for park improvement funds.
• Miscellaneous Revenue increased by approximately $55,000 which is attributable to
increased ice rental for $52,000 and proceeds from the small equipment auction for
$3,000.
• Personal Services Expenditures increased by approximately $40,000 which is a result of
three days more of payroll when compared to April.
• Supplies Expenditures increased by approximately $8,000 which is attributable to the
following; $5,000 – summer uniforms, $2,000 – ice edger at the Recreation Center and
$1,000 in additional concessions purchases.
• The increase in Services and Other Charges of approximately $14,000 is attributable to
the following items; Parktacular insurance - $6,000, softball umpires for approximately
$6,000 and $2,000 for on site sanitation at the parks.
• Contributions/Donations Revenue increased by approximately $6,000 which is
attributable to a receipt from the Minnesota Community Foundation to assist youth
activities.
Additional reminders from previous reports:
• Since the City budgets on an annual basis, the budget numbers that appear on the monthly
financial reports are annual figures. However, the actual revenues and expenditures are
monthly figures. Therefore, you will see much fluctuation in the month to month
comparison.
• The interest revenue allocation is not yet reflected in the Year-to date actual numbers.
Therefore, interest revenue is showing as a negative number. This number will be offset
with the interest earnings once the allocation is completed.
• Due to the fact that overall revenues are low during the beginning months of each year,
the city keeps a reserve of approximately four months of expenditures for cash flow
purposes.
Attachments: Monthly Financial Statements
Prepared By: Brian Swanson, Accounting Manager
Reviewed By: Jodi Bursheim, Assistant Finance Director
Approved By: Tom Harmening, City Manager
City Council Study Session
Written Report: 062606 - 10 - Update On Children First, St. Louis Park Emergency
Program And The Meadowbrook Collaborative
Page 1
10. Update on Children First, St. Louis Park Emergency
Program and The Meadowbrook Collaborative
Administrative Services/
Community Development
PURPOSE OF REPORT:
The purpose of this report is to update the Council regarding the status of the City’s efforts to
assist Children First, St. Louis Park Emergency Program (STEP) and The Meadowbrook
Collaborative in their fund raising efforts. The City is proposing to provide matching funds up to
$20,000 per organization on a one time basis to assist in obtaining new donations to support each
agency’s programming.
BACKGROUND:
For many years, Children First, STEP and The Meadowbrook Collaborative were financially
supported through donations and grants. Currently, all three organizations are facing funding
challenges. For STEP, funding shortages will translate in to a reduction in services. For
Children First and the Meadowbrook Collaborative, funding shortages put the long-term
financial sustainability of the programs at risk.
At the April 24 Study Session, all three agencies reviewed their current financial status with the
Council and discussed strategies for future fundraising. The Council recognized the importance
that each organization plays in sustaining the health and well-being of St. Louis Park and
expressed interest in exploring ways to assist each organization in their efforts to raise funds.
The Council further discussed funding options at the May 8 Study Session and agreed to provide
up to $20,000 to each organization on a one time basis as matching funds to new donations
received by each organization to support its programming (see attached minutes).
The funds are intended to support operations for each agency’s July 1, 2006 through June 30,
2007 fiscal year. The City money will match “new donations” received by each agency from
individuals or entities that did not give a donation during fiscal year 2005-2006 or increased the
amount of any donation compared to the donor’s fiscal year 2005-2006 gift. Prior to making any
payment, each agency must demonstrate that it has received new donations during its 2006-2007
fiscal year in an amount up to the $20,000 City payment. Initial requests for funds can be made
anytime after January 1, 2007, and additional requests can be made until either June 30, 2007 or
until the entire $20,000 is paid, whichever occurs first.
Each agency is continuing to move forward with efforts to address immediate funding shortages.
In addition to creating fundraising plans, other donor opportunities, including contributions from
individuals, businesses, service organizations and grant opportunities, are being explored. The
agencies are continuing to explore ways to promote greater collaboration between their
organizations and other organizations in St. Louis Park to create a model that would address the
needs of children in the community, offering a more inclusive approach by encouraging and
supporting unique partnerships that address quality of life issues within St. Louis Park. This
comprehensive, long-term, team approach to service delivery could provide a more effective way
to increase stability in families and sustain the health and well-being of St. Louis Park.
City Council Study Session
Written Report: 062606 - 10 - Update On Children First, St. Louis Park Emergency
Program And The Meadowbrook Collaborative
Page 2
NEXT STEPS:
At the July 10 City Council meeting, the Council will be asked to approve Agreements between
the City and Children First, St. Louis Park Emergency Program (STEP) and The Meadowbrook
Collaborative to provide matching funds intended to assist in obtaining new donations to support
each agency’s programming. The agreements will be revised to include language stating that the
grants will be provided as one time only funding and that the organizations will attend training
on fund raising and non profit management.
Attachments: Excerpt of April 24 Study Session Minutes
Excerpt of May 8 Study Session Minutes
Draft Agreement between the City and Children First
Draft Agreement between the City and STEP
Draft Agreement between the City and The Meadowbrook Collaborative
Prepared by: Michele Schnitker, Housing Supervisor
Approved by: Tom Harmening, City Manager
City Council Study Session
Written Report: 062606 - 10 - Update On Children First, St. Louis Park Emergency
Program And The Meadowbrook Collaborative
Page 3
EXCERPT OF MINUTES OF MAY 24, 2006 STUDY SESSION
1. Update on Children First, STEP, Meadowbrook Collaborative
Karen Atkinson began the discussion to update the Council on efforts to explore collaboration
and to discuss the funding status for Children First, STEP and the Meadowbrook Collaborative.
Ms. Atkinson distributed a one-page handout called Reinvesting in Families and Children:
Children First Asset Champions Network. Jackie Olafson highlighted the services provided by
STEP. Ms. Olafson said the Park People Mover is in jeopardy.
Linda Trummer discussed the Meadowbrook Collaborative. She said many main funders are no
longer with Meadowbrook, and a search is underway for new funders. For the first time in 13
years, Ms. Trummer is concerned about funding. Mayor Jacobs said he is proud of the work
being done at Meadowbrook.
Mayor Jacobs said that Children First, STEP, and the Meadowbrook Collaborative are critical to
the City.
Councilmember Carver said contributions are down for everyone, everywhere. Councilmember
Carver said there are ways to cut costs, e.g., various groups could share costs, such as accounting
functions.
Councilmember Sanger asked about plans to raise money for the Meadowbrook Collaborative.
Ms. Trummer said she has submitted letters requesting donations, and she is working with Park
Nicollet. Ms. Trummer said there are no current public relations plans.
Councilmember Finkelstein noted Meadowbrook was too important for them to let it fail. It
would cost more money for the City with increased Police activity and calls to Meadowbrook by
not providing funding than by working to ensure the program continued. He asked if they could
do something, for example have people donate United Way contributions to Meadowbrook.
Housing Supervisor Michele Schnitker said she will check on city employees donating to the
three organizations through United Way at City Hall.
From a staff and city perspective, Councilmember Basill asked what can we do? How do we get
to the whole community to raise funds? Councilmember Sanger would like to know if data is
available to educate St. Louis Park in order to raise money. Councilmember Omodt said perhaps
Mayor Jacobs would like to consider a mayor’s challenge. Councilmember Sanger said the three
organizations need a grant writer. Councilmember Carver said backroom operations can be
shared.
STEP has experienced a 68% growth in four years, and Ms. Olafson said a grant writer is
definitely needed.
City Manager Tom Harmening said no decision from the Council will be made tonight, however,
he would like to know what to do short term for starters. Mr. Harmening suggested this item be
put on the agenda for the May 8th study session. Councilmember Basill and Councilmember
Sanger would like to promote the mayor’s challenge idea; advertise the need for funding in
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Program And The Meadowbrook Collaborative
Page 4
public service announcements and in neighborhood newsletters. Mayor Jacobs said corporate
funders are needed. Councilmember Omodt volunteered to help with public relations
EXCERPT OF MINUTES OF MAY 8, 2006 STUDY SESSION
Meadowbrook STEP and Children First
Councilmember Sanger would like to discuss a philosophy regarding funding in general.
Council discussed funding.
Councilmember Omodt met with Meadowbrook staff and will present them with a draft plan and
a public relations plan on May 9th.
Councilmember Basill said there must be a way to keep them going so that they can be self-
sustaining but an exit strategy is needed. He would like to see alternatives and a long term plan
developed on how to keep Meadowbrook, STEP and Children First going.
Councilmember Basill left at 9:07 p.m.
Mr. Harmening asked how much funding to give. Councilmember Sanger suggested offering
matching grants. Mayor Jacobs said there is a need to consider public safety and the city budget.
Councilmember Carver said the money should come with strings attached.
Mr. Harmening summarized the next step. The city is willing to consider up to $20,000 per
Meadowbrook, STEP and Children First subject to certain conditions, i.e., these are challenge
grants, to be available in January 2007, must be matched one-to-one, and the training piece to
teach these agencies how to seek grants from other sources may need to be added. Mr.
Harmening will have conversations with Meadowbrook, STEP and Children First and return to
Council for authorization with conditions spelled out.
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Program And The Meadowbrook Collaborative
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Draft
SERVICE AGREEMENT
AGREEMENT made this ________ day of ______________, 2006, by and
between the CITY OF ST. LOUIS PARK, a Minnesota municipal corporation ("City"),
and CHILDREN FIRST, a nonprofit organization ("Children First”).
RECITALS
A. Children First was created to combat risk behaviors and give all kids in St.
Louis Park a chance to grow up healthy and happy. The approach to building social capital
unites the whole community around kids.
B. Children First is a citywide partnership aimed at strengthening families and
building a caring community for children and youth. It is a call for everyone to support
young people and to build a healthier future one child at a time.
C. Children First fuels the inspiration and creative energies of individuals and
organizations to do things to support our young people, and increase their developmental
assets. It operates on an annual budget of $65,000 with one paid staff person and volunteers
of all ages. In-kind contributions include office space, computer, phone, postage, and
printing.
D. From a public safety standpoint, the Police Chief views asset building as a
valuable upstream prevention vehicle. The City Council views Children First as an
economic development tool to keep this first ring suburb strong, vital and at the cutting
edge.
E. The matching funds being provided by the City are intended to assist Children
First in obtaining new donations to support its programs.
NOW, THEREFORE, IN CONSIDERATION OF THEIR MUTUAL
COVENANTS THE PARTIES AGREE AS FOLLOWS:
1. AMOUNT. The City hereby grants Children First $20,000.00 to be used for
its ongoing programming costs.
2. CONDITIONS OF MATCHING PAYMENT.
a. The grant is intended to support Children First’s operations for its July
1, 2006 – June 30, 2007 fiscal year.
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Program And The Meadowbrook Collaborative
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b. Prior to any payment by the City, Children First must demonstrate to
the City Manager or designee that it has received new donations
during its 2006-2007 fiscal year in an amount equal to the $20,000.00
City payment (or such lesser amount for which Children First is
requesting payment).
c. Children First may make its initial payment request at any time after
January 1, 2007, and may make additional requests thereafter until
either June 30, 2007 or until the entire $20,000.00 is paid to Children
First, whichever occurs first.
d. “New donations” mean donations from individuals or entities who did
not give to Children First during fiscal year 2005-2006 or the increased
amount of any donation compared to the donors’ fiscal year 2005-
2006 gift.
3. GENERAL CONDITIONS.
a. Children First agrees that it will comply with all federal, state, and
local statutes and ordinances relating to nondiscrimination.
b. Children First shall at all times be an independent contractor and shall
not be the employee of the City for any purpose.
c. All data created, collected, received, maintained, or disseminated for
any purpose in the course of this Agreement is governed by the
Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, any
other applicable state statute, or any state rules adopted to implement
the act, as well as federal regulations on data privacy.
d. All books, records, documents, and accounting procedures and
practices of Children First and its (sub)contractor(s), if any, relative to
this Agreement are subject to examination by the City.
CITY OF ST. LOUIS PARK
BY: _________________________________
Jeffrey W. Jacobs, Mayor
AND ________________________________
Thomas K. Harmening, City Manager
CHILDREN FIRST
BY: _________________________________
Its
AND: _________________________________
City Council Study Session
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Program And The Meadowbrook Collaborative
Page 7
Draft
SERVICE AGREEMENT
AGREEMENT made this ________ day of ______________, 2006, by and
between the CITY OF ST. LOUIS PARK, a Minnesota municipal corporation ("City"),
and THE MEADOWBROOK COLLABORATIVE, a nonprofit organization (the
“Collaborative”).
RECITALS
A. Meadowbrook is a diversely populated multi-family housing neighborhood of
1,200 people. The Collaborative was established is 1993 to address various quality of life
issues, such as crime, truancy, and serious housing code violations and leverage resources to
meet families’ needs.
B. The Collaborative is a unique partnership of the City of St. Louis Park, St.
Louis Park Public Schools, Park Nicollet Health Services, and the Ridgedale Branch
YMCA. These organizations work cooperatively with the Meadowbrook residents and
property owner. The Collaborative’s mission is to enhance the self-direction of the
Meadowbrook residents toward the betterment of their lives in the areas of health,
education, and safety.
C. The Collaborative exists to evaluate neighborhood needs in the areas of
health, education, and safety; develop programs to meet identified needs; connect
Meadowbrook residents to resources in the greater community and supervise organized
programs and activities within the Meadowbrook neighborhood.
D. The matching funds being provided by the City are intended to assist the
Collaborative in obtaining new donations to support its programs.
NOW, THEREFORE, IN CONSIDERATION OF THEIR MUTUAL
COVENANTS THE PARTIES AGREE AS FOLLOWS:
1. AMOUNT. The City hereby grants the Collaborative $20,000.00 to be used
for its ongoing programming costs.
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Program And The Meadowbrook Collaborative
Page 8
2. CONDITIONS OF MATCHING PAYMENT.
a. The grant is intended to support the Collaborative’s operations for its
July 1, 2006 – June 30, 2007 fiscal year.
b. Prior to any payment by the City, the Collaborative must demonstrate
to the City Manager or designee that it has received new donations
during its 2006-2007 fiscal year in an amount equal to the $20,000.00
City payment (or such lesser amount for which the Collaborative is
requesting payment).
c. The Collaborative may make its initial payment request at any time
after January 1, 2007, and may make additional requests thereafter
until either June 30, 2007 or until the entire $20,000.00 is paid to the
Collaborative, whichever occurs first.
d. “New donations” mean donations from individuals or entities who did
not give to the Collaborative during fiscal year 2005-2006 or the
increased amount of any donation compared to the donors’ fiscal year
2005-2006 gift.
3. GENERAL CONDITIONS.
a. The Collaborative agrees that it will comply with all federal, state, and
local statutes and ordinances relating to nondiscrimination.
b. The Collaborative shall at all times be an independent contractor and
shall not be the employee of the City for any purpose.
c. All data created, collected, received, maintained, or disseminated for
any purpose in the course of this Agreement is governed by the
Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, any
other applicable state statute, or any state rules adopted to implement
the act, as well as federal regulations on data privacy.
d. All books, records, documents, and accounting procedures and
practices of the Collaborative and its (sub)contractor(s), if any, relative
to this Agreement are subject to examination by the City.
CITY OF ST. LOUIS PARK
BY: _________________________________
Jeffrey W. Jacobs, Mayor
AND ________________________________
Thomas K. Harmening, City Manager
THE MEADOWBROOK COLLABORATIVE
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Program And The Meadowbrook Collaborative
Page 9
BY: _________________________________
Its
AND:________________________________
Its
Draft
SERVICE AGREEMENT
AGREEMENT made this ________ day of ______________, 2006, by and
between the CITY OF ST. LOUIS PARK, a Minnesota municipal corporation ("City"),
and ST. LOUIS PARK EMERGENCY PROGRAM, a nonprofit organization ("STEP").
RECITALS
A. STEP is a community-wide resource serving the basic needs of over 2,900
households each year. Its mission is to identify, address, and respond to the critical and
emergency needs of St. Louis Park residents.
B. STEP operates the local food shelf and provides other services in areas such
as transportation, housing, clothing, information and referrals, and supportive counseling.
C. Minn. Stat. § 465.039 authorizes the City to provide grants to nonprofit
organizations operating community food shelves.
D. The matching funds being provided by the City are intended to assist STEP in
obtaining new donations to support its programs.
NOW, THEREFORE, IN CONSIDERATION OF THEIR MUTUAL
COVENANTS THE PARTIES AGREE AS FOLLOWS:
1. AMOUNT. The City hereby grants STEP $20,000.00 to be used for its
ongoing programming costs.
2. CONDITIONS OF MATCHING PAYMENT.
a. The grant is intended to support STEP’s operations for its July 1, 2006
– June 30, 2007 fiscal year.
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Program And The Meadowbrook Collaborative
Page 10
b. Prior to any payment by the City, STEP must demonstrate to the City
Manager or designee that it has received new donations during its
2006-2007 fiscal year in an amount equal to the $20,000.00 City
payment (or such lesser amount for which STEP is requesting
payment).
c. STEP may make its initial payment request at any time after January 1,
2007, and may make additional requests thereafter until either June 30,
2007 or until the entire $20,000.00 is paid to STEP, whichever occurs
first.
d. “New donations” mean donations from individuals or entities who did
not give to STEP during fiscal year 2005-2006 or the increased
amount of any donation compared to the donors’ fiscal year 2005-
2006 gift.
3. GENERAL CONDITIONS.
a. STEP agrees that it will comply with all federal, state, and local
statutes and ordinances relating to nondiscrimination.
b. STEP shall at all times be an independent contractor and shall not be
the employee of the City for any purpose.
c. All data created, collected, received, maintained, or disseminated for
any purpose in the course of this Agreement is governed by the
Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, any
other applicable state statute, or any state rules adopted to implement
the act, as well as federal regulations on data privacy.
d. All books, records, documents, and accounting procedures and
practices of STEP and its (sub)contractor(s), if any, relative to this
Agreement are subject to examination by the City.
CITY OF ST. LOUIS PARK
BY: _________________________________
Jeffrey W. Jacobs, Mayor
AND ________________________________
Thomas K. Harmening, City Manager
ST. LOUIS PARK EMERGENCY PROGRAM
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Program And The Meadowbrook Collaborative
Page 11
BY: _________________________________
Its
AND:________________________________
Its