03/30/1987 CONF MTG - 5053. �, t .... ......
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CITY OF FRIDLEY
CONFERENCE MEETING
MARCH 30, 1987
7;30 P,M.
1. Pre�entation by the Fridley Historical Society
2, Discussion of 49'er Days Events - Scott Lund,
Pr�esident of Fridley Jaycees
3. 1988 Budget Schedule and City Council's Instruction
to the City Manager
4.
5.
�
Fire Department Report on Two Months of Runs Detail
Short-Elliott-Hendrickson Report on Old Central
Discussion of Sewer Lines too Low for Certain Houses
7. Coordinated Planning Initiatives for Efficiency in
City Services
8. Status Report on Civic Center Remodeling from Boarman
& Associates
9, Status Report on University Avenue Corridor Plan
Implementation
10. Other
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FROM:
DATE:
NASIM M. QURF�EII, QTY MANPGIIt
WILLIAN! C. HtJAlr, ASSISTANT 'TO �iE CITY I�TAGIIt
MARQi 27 , 198?
SfIBJFX'T: POSSIBLE CITY �IV�2IBU1'mNS RD �iE FRILGEY HISZORICAL 90QETY
�e Fridley Historical Society is seeking funds for the renovation of the
Hayes School Annex to o�nvert it into a FYidley Aistorical Museun and for
ongoing expenses a�nnected with the operation of the building. In addition
to supp�rt fram the public at large suc.h as cbnations, fees for servioes,
prooeecls f ran sal es, and o�ritributions of vol unteer se rv ice s, the Fr idl ey
Historical Society is approaching the City of Fridley for a o�operative
plan. 'Ihe Historical Society's g�al is to have some entity, other than the
Society, assune operating o�sts of the building so that the Soca.ety need be
oonoerned only with the operation of the museun and related prograns.
Over and above the problen o� declining revenue to the City from State and
Federal sources, there are some restrictions on contributions to a
historical society whirh must be observed. Rhe purpose of this meno is to
outlirie the ryeecls which the Historical �Society peroeives and the oonditions
�der which the City o�uld make o�ntri�utions if funds are available for
that purpose.
�z •
A.
�?�
Renovation of Hayes Sd�ool Annex
�t.irnaoe (s)
Insul ation
Handiwpped Acoessibil ity*
Parking Lot (bnstruction
�elephor�e Installation
ReFair of Sewer Line
;,. . � u . - • ��:��
$ 6,000
7,000
30,000*
13,500
500
1,000
$58,000
*The Fric�.ey Historical Society is working with an architect to explore
various ways to make the building acoessible, and they are applying for a
grant frcm the Minnesota Historical Society to fund it, at least in part.
�he $30,000 estimate is on the high side.
& Annual Ongoing Operating Expenses (other than salaries or program
expenses)
Groimd Care
Su�uner
Wiriter
Heat
Electricity
$ 1,500
800
2,200
1,200
POSSIBLE QTY OJi�1'iRIBtTP�NS ZO ZHE FRIILEY A7SZC3RIQ�L 90CSETY
Marrh 27 , 1987
Page 2
�el eFhorie
Water/S�wer
Insuranae
Property/Castalty
Liabil ity
7.bta1
� y "f� _ � .L 11 �� I • 1S�
300
200
450
410
$7,060
I am informed tr� �ern Moe that the Shcool District is willing to lease the
Hayes School Annex to the FricIley Aistorical Society for 99 years for $1
pravided that the building is kept up.
Another option would be for the City to purdiase or lease the property fran
the School District and then lease or sublease the property to the
Historic�l Society.
Still another arranc�nent woulc3 be similar to that in Cbon Rapids. Since
1974 they have had a nine menber Historical Commission instead of a
historical society. �e City pravides staff support for the Commission as
well as a shaw case and same archival storage spaoe in C�ty Hall.
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�ere are eome limitations on what the City can a�ntribute to an independerit
historical aociety.
One-tim�only cap2tal impravenerit grants can be made if the City Council
authorizes the expenditures. Zhere is no particular limit as to the amount
a�art f rcm budget oonstrairits.
Ongoing contributions by the City to the operation of an independent
historical society are a different matter. �ey can be made in two ways:
1. �rouc� the City's advertising budget.
�he Aistorica]. Society c�ould be designated as one of the ways of
�cmoting city goverrmerit anc7 city services. Onoe again, budget
o�nstraints would be the only limitation.
2. Zhrouc� the (bunty Historical Society.
If the FricIley Historical Society beoomes affil iated as a chapter
of the Anoka County Historical Society, the City could make
aoritributions to the Anoka Q�imty Historical Society to be used for
the operations of the FYidley Historic,al Society. The amount the
City can ooritribute is limited by la�v to 1 mil of its assessed
value. Currently, ore mil of the City's assessed value would be
ab�ut $247,000.
If the City bought or leased the Hayes School Annex f rom the School
District, it o�uld itnd the ongoing mairiter�anoe aF the building fran general
f�mds. Also, expenses for a historical �nunission would be handled through
the budget in the same way as expenses of ather city o�iranissions.
Attachecl are two �ages fran a FamFhlet prepared b� the Minnesota Historical
Society which relate to this issue.
/la
�,,....
` * Even though your organization is tax-exempt, you are still required to
file a yearly tax return; however, you only pay taxes if you have income earning
property. Examples of income earning property are apartments, farm income, etc.
501 (c) (3) organizations with gross annual incomes under $25,000.00 are not
required to f ile IRS Form 990, "Return of Organizations Exempt from Income Tax,"
for tax years ending on or after December 31, 1982. (Internal Revenue News
Release IR-82-71) (1982 Addendum)
* An official audit of the society•s financial records should be conducted
each year. It should be submitted to the county commissioners and made available
to the membership and the general public.
* When items are donated to:you and the donor seeks a tax deduction that
is more than $100, the donor is responsible for the payment of any appraisal fees
and expenses. The Internal Revenue Service disapproves of an institution appraisin�
items it has received or may receive, because of the possibility of collusion.
Remember that you must be tax-exempt before you can give a donor a tax deduction.
BECOMING A CHAPTER OF A COUNTY HISTORICAL SOCIETY
Becoming a chapter requires the cooperation of the county historical society.
Chapters must incorporate separately and apply for their own tax-exempt number.
Not all county historical societies have provisions in their bylaws for chapters.
Therefore, their bylaws must be changed. The bylaws can be easily amended to pro-
vide for chapters, and such amendments will specify the rights and responsibilities
of the county society and the chapter. In general the bylaws should include pro-
visions that cover the following:
1. The chapter clearly state its purpose.
2. The county historical society board of directors be expanded to
include a representative of the chapter.
3. The members of the chapter are automatically members of the county
society, with a certain portion of the dues paid going to each group.
4. The chapter agrees to comply with the bylaws and articles of incor-
poration of the county society.
S. The chapters and the county society avoid duplication of services and
collecting area.
6. The chapter submits to the county society an annual accounting of
expendituies and income, together with an annu2l report of
activities during the preceding year.
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7. The chapter elects officers and holds meetings.
� 8. The ownership of gifts and collections be defined.
Sample amendments can be found on page 19.
FUNDING
The use of public money to support historical societies is defined by
lawe (Relevant Minnesota Statutes appear at the end of this booklet.) Munici-
palities generally may fund historical societies under three conditions:
1. The city may establish and fund a war and historical museum to
honor veterans. Money for such a use may come from a tax levy
or a bond issue. Either one requires a referendum, (Minnesota
Statutes, Chapter 416.15)
2. A municipality may contribute up to 1 mill per year to the
county historical society. County boards are not so limited.
Receiving any of these funds is contingent upon being recognized
and affiliated with the Minnesota Historical Society. (Minnesota
Statutes, Chapter 138.053)
3o Municipalities may contribute up to $2000 per year to specific com-
memorative projects of a specific event or person, such as a centen-
nial, (Minnesota Statutes, Chapter 471.93)
County boards may levy taxes to support historical societies, provided the
historical society is affiliated with the Minnesota Historical Society. (Minne-
sota Statutes, Chapter 138v052) Chapter funding requests should be submitted as
part of the county historical society budget request to the county commissionerse
Income may also be generated through admissions, sales, and gifts. Sales tax
must be collected and submitted to the stateo �ifts to either the chapter or
the county society are tax deductible for the donor.
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60� 5 Seven.th S.t�cee,t N. �.
Fn.i.d�ey, M.inne,bo�a 55432
March 19, 1987
To: Honorable Mayor Nee and the Fridley City Council
From: Fern I. Moe, President, Fridley Historical Society
In 1985 a request was made by Leon Madsen, then President of the
Fridley Historical Society, to Mayor Nee and the council asking
for the support of the City of Fridley. On October 21, 1985, the
Council responded with a unanimous aye voice vote to share an
interest, give some support and consider any future suggestions
from the Fridley Historical Society.
The Fridley School Board will give a 99 year lease of the Hayes
Annex Building at 611 Mississippi St. to the Fridley Historical
Society, with the condition that it be used as a museum, and the
provision that if the building would fall into disrepair and be-
come an "eye sore", the lease will be terminated.
You are probably aware that the Fridley Jaycees, ciuring the summer
of 1986, sand blasted the exterior of the building, painted the
trim, replaced the front door and some of the windows, and rebuilt
the canopy over the front door.
Currently, work on the building is at a stand-still for lack of
funds. The next step is to insulate the building and we have
received three estimates. We find that it will cost about $6,80U.
to complete this step. The building has never been insulated.
The old furnace in the building, converted from coal to fuel oil,
is no longer in operating condition. We have taken some informal
bids on replacing the furnace and find that it will cost about
$6,000.
In addition to this, before we can operate as a museum, we will
need to provide "off street" parking and make the building access-
ible to the handicapped. The restrooms in the building will need
to be remodeled to accomodate wheelchairs, also. We have met
with a construction engineer, a representative from a Lift Co.,
and an architect, trying to formulate some plans to make the
building handicapped accessible.
We currently have about 51,500. in our bank account from donations,
m�mbership fees and fund raising projects. We are applying to the
Minnesota Historical Society for a grant on July 1, 1987. At that
time grants will be given to museums to make them handicapped
accessible, but we have no assurance that we will receive the
grant, or for what amount, if we do.
We desire your monetary support at this time to insulate the build-
ing and replace the furnace. We would appreciate some help from the
Cit}• in grading and surfacing the parking lot.
��his letter precedes my meeting with you on March 30th. Copies
5�-��., to Mayor Nee, and each of the Fridley Council members.)
{
CITY OF FRIDLEY
NEIYIORANDUli
TO: FRIDLEY CITY COUNCIL
FROM: WILLIAM NEE, MAYOR
DATE: MARCH 4, 1987
SUBJECT: CONFERENCE MEETING
Fern Moe, President of the Fridley Historical Society, has been
calling me about participation by the City in their enterprise at
the Hayes School annex.
I told her it would be more appropriate to come to a conference
meeting with the City Council and discuss it with you directly.
So I am asking Nasim to include material on that subject for
March 30.
As I understand it, she wants to present two different kinds of
possible involvement; 1) a one time Capital Improvement Grant,
used probably on redoing the Hayes annex heating system; 2) a
continuing annual subsidy for operations.
I assume that if you decide to look at this, you will want to
incorporate it in the regular budget evaluation process.
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FRIDLEY, MINNESOTA 55432
.� ..r.r�._.s►_ _ .� ' ;, � � �
March 19, 1987
To The Mayor and City Council Meisbere:
I would like to introduce myself to you. My name is
Scott Iund and I a�s currantly preside�t of tbe Fridley JC's.
�s you may already know, the J�C's are taking responsibility
for the 49er Days. I wia� tc t�ank t�ie Fridley City Oouncil
for its paat aupport of o�r comnt�nity �elebrati�n.
i'l�ere are sorae iaa�ee I wsuld like ts diecuea wit� you
and requeat that I have aaae time on t�e agenda of your Marcb
30ti �onference. 4bpiea of dis�uasion eball include:
]�) Helieopter ridee at I�cke lark (aoccer field) . •
a) Licenae to sell beer & wine inside & outaide
Colu�bia lee Arena.
C) Live band at Colmabia lee 1�►rena.
D) Treaat�re Hunt at L�cke lark.
E) Rental sf Osl�mbia lee Arena.
Daaically, I aR aaking for y�u t� revieW tbeae t�piss
and voice e�neerna yeu say �a�e. In t�is Way, I may better re-
aolve problerna before sur celebrati�n. R'hank y�n f�r y��r tiwe
and Fonsideratian and Z will lo�k forward i• s►eECi�►� �ii� t�►t�•1.
Si��et�lr,
,ry �-�,`�,n � �V
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�' Ss�� Lund
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Number of Alarms
Number of Alarms by Zone
ANALYSIS OF ALARMS
JANUARY & FEBRUARY 1987
E�
Hilltop
1
2
3
4
- 26
- 27
- 15
- 11
- 1
Time between receipt of alarm and dispatch
1 minute or less
2 minutes
3 minutes
10 minutes
Average Time lst Unit in Service - January
February
Average Time lst Unit at Scene - January
February
1.86 min.
1.82 min.
4.77 min.
5.15 min.
73
4
2
1
Average Response Times to Areas 5 thru 14 by Zone
Zone No. of Runs Average Response (;;�inutes)
1 14 4.64
2 16 6.37
3 6 5.83
4 6 7.6
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Pue��c woAKs
CITYOF K/IEMORANDUM
FRIDLEY
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FROM:
DATE:
Nasim Qureshi, � ty Manager
John G. f9. ora, Publ ic Works Di rector
March 12, 1987
SUBJEC�: Hic�way 65/Old Central Pu41ic Meeting
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On Wec�esday, i�rch 11, 1987 at 7:30 p.m. in Carmunity Room I, we had our
sev�nd meeting with the residents along Old Central affected by the median
o�nstruction caused by the impraveaent of Highway 65 and the Old Central
intersection
Fifteen (15) persons were present including Councilman Schneider and
Co�mcilw�men Jorgenson and represented were 6 of the 9 di rectly af f ected
property owners.
G1en VarWormer fram S. E H. su�enarized the past studies oompleted regarding
the 100 Ztain property redevelopnent, highway projections and prop�sed
impraveaents. In addition to the origi�l plan which was submitted at the
February 11 meeting, t�e outlined five additional a�noepts:
a. Reduction of the median which would affect only 5 hanes.
b� Reduction of i31e median which af f ected only 3 homes.
c. Reduction of tr�e median which would affect rortie of the hcmes.
d. Esta4lishment af a parking lane on the east side of Old Central.
e. R.ioe Creek Rpad diversion aonoep�
As a result of the meeting, the residents in attendence felt the new
prop�sal bo oc�nstruct the median on Old Central as origir�lly proposed with
the ino�rporation o� a parking lane on the east side of the street was a
reasona4le solution to the traffic movesaent. and improvement for their
properties. It is my understanding that unless severe objections are
presented to Cot�cilman Schneider or Councilwoman Jorgensen, the revised
schene would be appropriate for aonstruction
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PU6LIC WORKB
CITYOF 1ViEMORANDUM
FRl DLEY
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FROM:
L1ATE:
SUBJEC'I' :
Nasim Qureshi, City Manager
Jock Robertson, Executiv e Director - iiRA
John G. F'lora, �Public Works Director
Febr ua ry 12, 1987
Highway 65/Old Central Intersection Lr,praverfent
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Fini87-46
A puhlic infornnatior�l meeting was held on Flebruary 11, 1987, in Community
R�cm I of the Civic Center with �ose residents on Old Central Avenue which
are directly affected b� the proposed improvement of the Highway 65/West
Nbore Lake Drive/Old Central intersection. There were approximately 30
resicients present including Councilman Scfireider. Cotmcilwoman Jorgensen,
Ex-�o�,mcilman Barnett, Paul Ruud and John Olson from the Anoka Count}�
Hic�way Lepa r trnent ano Glen Varivormer f ram S. E. H.
After introductions and a briei discussion of the Lake Pointe Developnent
anci the associated highway improvement, the remaining discussions were
tocused on the effect of the median on the 10 hanes and the rn Farking ban
in that area.
Much of the discussion was focused on the need to reduce traffic on Old
Central and the regative affects of the median construction. During the
meeting, we identified the prelimir�ry plans to divert Old Central westward
at Rice Creek Road. Zhis proposal appeared to be sup�ported by the entire
group and suggested it be a priority construction
As a result of the meeting, we agreed to review the options available and
conduct a follawu� meeting with �e residents before a final decision is
reached.
After the meeting, a nunber of issues and options were discussea. While we
cbntinue to review ti�e possibilities, five proposals will be prepared:
1. �e Existina Plan
2. kidening of the roadway to allow parking on the
residential side
3. Developnent of a parkway system along the entire
segnent belaw R.ioe Creek Raad.
4. Delaying o�nstruction of the median to a later date.
5. Gonstruction of the Rice Creek Road diversion
March 11 is proposed for the next public meeting.
It is Gotmcilpersons' Sd�neider and Jorgenson suggestion that the project
be put on hold �ti1 a annsensus of t�e neighborhood is obtained.
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NASIM QUfiESHI
CtTY MANAGER'S OffICE
MEMORANDUM �F-34o
DATE: llarch 18, 1967 TO � ACT10N UPOATE
SUBJECTt '
, John Flora � � 3/25/87
� :Sewer Lines TooLow for Certain �
• Houses
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ACTION REQIIEST: COIJNCILMAN SCHNEIDER
Councilman Schneider
is concerned ihat the
sewer service for his
policy that the City
all over the City and
conference meeting.
Thank you,
NMQ/la
!'�rfi 20, 1987
called today to say that Mr. Nalstein, end of Channel Road,
sewer line on Channel Road is to high to provide adequate
house. Councilman Schneider van[s to develop an overall
could adopt which vould handle such similar situations
he vould like to discuss this policy at the March 30th
Mlr. Macisten resides at 6899 Q�an�el Aoeb 8e is �t lea�st the eeoond o�►ner of
this residence which was �nstructed in 1952. In 1956 the street water and
sewer lires were insta.11ed. Nei�er this pcoperty, n�r t3�e adjoining property
(6895 aaned by Lyle Quam) o�nnected to the sanitaty eewer at that time. I do
rot knaw why not, but assu�ae that they had septic systems and decided to
o�ntirwe using thea. Sametime in the 1965/66 time frame, the hames oonnected
to the City system (I assuae tfie septic systems failed). Fbr whatever reas�n.
the sanitacy lines f caa the hames did rnt obtain a substantial slope to the
streeti (Either the o�nrections were extended frcn the septfc syteias, the
lines came fran the rear, the boiaes vere eetback a great distance., or
whatever, but the sanitaty lines r+ere la�id fla� ) Latet tfie City assisted ti�e
homes by install ing a clean-out mi,d-�wacy in thei r serviae 1 ine s. We mainta in
this aystea on a routine basis as this is the begir�ing of a sewer �ain lir�e.
� question was raieed regarding the possibility of using injector pum� to
imprave sewage fla+ for these residence6. We have a�acie soine prel i�ainary
irwestigdtions and detecmined ti�at an injection punp for a< person family
c�sts approximately 51300.00. Service oonnections oould amount to another
'�$3,000.00 per �niti
Within the City we still have a n�nber of haoes vithout sanitary sever
connections or minimal slope lines that require oontinued saintenanoe a�
servive. If the Council decides to take any action on these bwo properties,
they should alao v�nsider the pol icy for the other i�omes in the City. JGF/mh
y
_ __ .
�
�: •- _-•--•--
i
� LINOF FRIDLEY
MEMORANDUM
CiVIC CENTER• a�31 UNfYERSITY AVE.N.E.
FRIOIEY. MINNESOTA bb��Z . PHONE(61�1671-�460
.IrEND 4U: ZiIE HCNOF2ABI.E I�,Y�R AND QTY O�Ur1GLL
f3tOM: NASIM M. 4URFSHI, QTY MANAGFR
SpBJ�(T: Q�ORDIIIATED PLANN]NG Il�l1TIATIVES
II�Z£ : MARQ� 20 , 1987
OFFICE OF THE CITY MANAGER
NASIM M. QURESHI
I would like to update you with a nunber of planning initiatives which
are going on simultaneously and will have a signif icant imgact on the
pravision of g�verrment servioes in the months anc] years ahead.
. . « :----� � �'
As you lazaw the present civic aenter was built
major rerovation sinoe that time. �e Oouncil
renovation and a oonsultant study has been
rewmanendations for reallocation of sFeoe to cr
and bettQr public appearanae the mnsultant has
the civic oenter to meet increased s�eoe needs.
now �3erway to determine the most feasible pl
��� •�� _ M_�L ��e�
in 1967 and has had no
has authorized funds for
made. In addition to
eate greater efficiencies
reaaranended expansion of
An additional study is
an for expansion
�ncurrent with sFave allocatiom m�aerns is o�noern over the management
of an increasing vo2 une of publ ic revorcis. What we eeek is to determire
the pcoper mode of retention of various kinc�s of reo�rds and the optimun
acoessibility. �is involves examination of work flaw, oopying and
storing technologies, reasonable security of city buildings where
re�rds are stored and even disaster reoovery plans. Just as we
currently store electronic data off-site in aase of a disaster, we are
ex�loring the whole area of identifying the kincls of reoords which are
essential to the operation of the City and working out a way of storing
then so that they w�ould be retained in case of a disaster to the civic
venter or ore of the other city buildings.
�; • L. ��..�t�.,
R�e City of �ic�ey has been a leader in the area af c�ta prooessing and,
managanent information servies. We were a leader in the LOGIS prograan
as well as ore of the first cities to install an in-house operation.
4his ergbled us to cb a better job and prwide expanded servioe for the
same amo�nt o� m4ney. Now we are looking at sev�nd ger�eration in-house
capacity with the various software and hardware requirenents. This
whole matter is reviewed by an employee MIS O�mmittee on a regular
basis, and we will be using outside consultants to assist us in
determining the best s�lutions to a�r chta Fcooessing needs.
OJORDINATED PLANNIl� IlJI'TIATIVFS
March 20, 1987
Page 2
?��.�L�i�l1 ' y �t�.�-
We are in the prooess of revisaing our entire teleoonYnuniaations bysten.
�is includes telephone, two-way radio, oomputer interface, data
transmission, dictation, and cable television. The latter is
particularily imp�rtant in the lic�t of refrand�ising negotiations. We
war►t to explore the best ways to �rovide ap�copriate public information
and services including the use, if possible, of internal two-way
ooncntnications. We are exploring everything fran electronic mail to the
monitoring and logging of various o�man�micati�s.
we think that it is imp�rtant that these planning initiatives go ahead
together and be �ordinated in terms of a three to f ive year horizon.
We will pravide the Gb�mcil with updates as staff ine�nbers in various
deFartrnerits submit progress reports. We look for the O��cil's guichnoe
anc3 direction and plan to pcesent a progress report at the March 30,
1987 aonferenve meeting.
4/ 16
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DATE:
CITY OF FRIDLEY
1�iEMORANDIIIi
NASIM QURESHI, CITY MANAGER
RICK PRIBYL, FINANCE DIRECTOR
MARCH 20, 1987
SUBJECT: SAVINGS FROM RECORDS RETENTION PROGRAM
This memorandum is a follow-up to the memorandum that I wrote to you on March 6,
1987. The figures shown below will attempt to quantify the savings that can be
e�;pected from the implementation of a records retention program. Within the
City, we have certain fixed costs that are associated with the filing and
retrieval of data, the clerical component below represents that type of cost. By
increasing the efficiency of the filing of data, we will not be reducing clerical
positions, but it does provide an opportunity to redirect hours previously used
for filing into a new form of productivity.
Shown below are the current and projected costs of the filing system now in place
as stated by the consultant.
Current costs
after remodeling
1988
1989
1990
1991
TOTAL
COST
$ 360,480
434,160
435,615
502,741
554,650
618,250
$2,905,896
CLERICAL
COSTS
$ 180,240
217,080
217,808
251,371
277,325
309,125
$1�452,948
SPACE
COSTS
$ 72,096
86,832
87,123
100,548
110,930
123,650
$581,179
EQUIPMENT
SUPPLIES
OVERHEAD
$ 108,144
130,248
130,685
150,822
166,395
185,475
$ 871,769
The clerical costs as shown assume that the clerical staff is increased to meet
the increasing demand for filing and retrieval. In my assumption of cost savings
I have made the assumption that the clerical component is constant except for an
annual adjustment for inflation. Therefore, the real savings to the City of
Fridley, would be based on space costs, equipment, supplies, and overhead.
Current costs
after remodeling
1988
1989
1990
1991
SPACE SUPPLIES
COSTS OVERHEAD
$ 72,096
86,832
87,123
100,548
110,930
123,650
$581,179
$108,144
130,248
130,685
150,822
166,395
185,475
$871,769
TOTAL
FIRED
COSTS
$ 180,240
217,080
217,808
251,370
277,325
309,125
$1,452,948
INITTAT"
30$
DISPOSAL
$ 54,072
65,124
65,342
75,411
83,198
92,738
$435,884
SAVINGS
SECONDARY
OFFSITE
TRANSFER
$ 72,096
86,832
87,123
100,548
110,930
123,650
$581,179
TOTAL
SAVINGS
$ 126,168
151,956
152,466
175,959
194,128
216,388
$1,017,064
' The savings figures shown above are projected figures provided by the bottom
line. The space costs are a figure generated by using the cost of the building
' and utilities. Savings incurred in this area are not a true dollar savings
unless in lieu of adding additional space to the building, current space is
utilized for personnel. Supplies and overhead represent both current and £uture
costs of depreciation of filing equipment. These are costs that seem to have
more of a direct impact on the budgets of our operating departments.
The consultants have provided to us three phases by which they would approach the
project. The first phase would complete the inventory and retention schedule and
assist in disgarding the duplicated paperwork within City Hall. The retention
schedule involves researching state statutes to determine the required retention
periods for each form of document and to have the state approve the completed
schedule. This phase of the project would cost $24,000.
The second phase of the project involves the disaster recovery plan, central
files, off-site storage, forms management, micrographics standards and an
automated integrated index to all records. The central filing system and the
automated index should be incorporated into the remodeling p lans. This ph ase of
the activity would cost $18,200.
The third phase of the project is the needs analysis for the hardware and
software that would be used in conjunction with phase 1 and phase 2. This phase
would cost $6,750.
The cost for each phase shown above are figures on a not to exceed basis. They
would bill us on an hourly basis, and only hours worked will be billed.
� .
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�
CITY OF FRIDLEY
M E M O R A N D U M
TO: NASIM QURESHI, CITY MANAGER
FROM: RICK PRIBYL, FINANCE DIRECTOR
DATE: MARCH 23, 1987
SUBJECT: MIS EFFICIENCIES
As you are aware, back in 1984 a decision was made to separate from LOGIS and
provide our own computing needs in-house. That decision was based on a nwnber
of factors. We already had Texas Instruments equipment in-house, so it seemed
prudent to expand the system that was in place handling only the Police
System. The approach that was used to acquire the software was purely
hardware driven, very few vendors around at that time were offering a
municipal package. AmeriData (formerly Tele-Terminals) was embarking upon an
aggressive schedule to produce a full broad-based municipal package. In 1984,
the basic financial package was in place, ready to be tested. Fridley
purchased the financial package knowing that we were acquiring a package that
would go through many changes based on our needs. As the City became more
involved in various pieces of software for the computer, many more systems
began to evolve. This complicated matters for both Fridley and AmeriData.
Fridley's system was becoming over-utilized and incurring some growth
problems. AmeriData was finding that with all the suggestions coming from
Fridley, their programming staff was spending most of their time enhancing the
existing software to properly meet the needs of the existing customers. To
make a long story short, AmeriData reviewed internally that their market share
was dropping and their programming staff would be better utilized if their
energies were redirected to designing and programming entirely new software.
In doing so, they have changed their line of computers for which they are
designing the software. AmeriData is now designing software to run on DEC
equipment, while they still say they are committed to the current customers.
We have virtually come to a standstill on all requests for modifications to
software, because of the change in hardware and software.
Because of the new direction that AmeriData is going to and our ever expanding
need for more file space and enhancements on current software, it seems
prudent to review our current state of computerization. We once were on the
leading edge of the computerization of the municipal environment. We have
fallen behind because of internal growth problems of a vendor, and allowing
the type of hardware to drive the decision for software. We were wise to make
the choice to remove ourselves from LOGIS during 1984 when our contingent
liability was at its smallest point. The money we were spending for the
antiquated financial system alone did not seem warranted, thus the decision to
move as expediently as possible.
� The current system we are using was not carried to its ultimate finalization
, and as such has some definite drawbacks, yet it is still better than what we
had before with LOGIS. With the current system, we are able to attempt to
satisfy many of the needs that other departments have. They also are
experiencing the same no-growth situation with software and also the
saturation problem with the hardware.
The main problem in dealing with the environment we currently utilize is this,
the Texas Instrument's hardware is outdated technology and all advances both
in the form of hardware and software for cost saving efficiencies are going on
with other hardware.
As a review of the costs incurred under both systems, I have tried to recap
for you a summary of the LOGIS costs and the in-house Texas Instrument costs.
Keep in mind that these figures are somewhat apples and oranges type costs
because we are talking about owning equipment that has value, when compared to
LOGIS we were allowed to use their off-site location via two leased terminals
for a financial system alone. The in-house cost includes the Financial
system, the Word Processing system, Street Inventory system, the Property Data
system that incorporates Assessing, Special Assessments and Master Address
system. When comparing the two costs, keep in mind that the current in-house
cost includes, as I said before, a very broad-based set of programs compared
to LOGIS.
Logis Expenditures (use of off-site equipment)
1982
1983
1984
$45,947
$46,464
$46,264
In-House Computing Cost
Financial System
Cost
1985
1986
$40,054
$20,274
Remaining Systems
Cost
$25,278
$41,498
Total
Cost
$65,332
$61,772
When comparing the two types of activities, one must keep in mind that we now
own our equipment and provide maintenance on it, we also have software that
includes activities from other departments. As departments bring other
systems on line, it tends to decrease the costs associated with the Financial
system because the allocation of costs are based on disk usage. As other
users of the system bring more data to the system, it creates a saturation
level that causes major response time problems.
When the MIS fund was set-up, we created an internal service fund for it,
which allows it to operate similarily to a business. Because of this, we have
been charging depreciation to the users of the MIS system, thereby setting
aside proceeds for the next upgrade of our system. We currently have
available funds of $62,000 in the MIS fund for system enhancements.
I am suggesting that now would be the time for a review of our current needs
and how well they are being satisfied by the current equipment. The state of
the art computer hardware has moved light-years ahead of the technology that
existed during 1983 when our decision making was taking place. .
I have reviewed some costs associsted with computer consultants and it appears
that other cities are spending $9,000 -$15,000 for consultants to provide a
needs analysis, prepare specifications, oversee bid process, and oversee the
installation and implementation of new equipment and software.
It appears as though the decision that was made in 1983, to remove ourselves
from LOGIS, was a correct decision. There are currently a number of LOGIS
cities involved in various stages of computer studies and installations. The
cities of Maplewood, Plymouth, Anoka, Coon Rapids, and Egan are a few of the
communities that have done studies. Maplewood and Plymouth have both elected
to spend $200,000 to set-up both new hardware and software.
I look forward to discussing at great length all of the above activities and
where we should be going in the next five years.
,� w
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�
CITY OF FRIDLEY
M E M O R A N D U M
T0: NASIM QURESHI, CITY MANAGER
FROM: RICK PRIBYL, FINANCE DIRECTOR
DATE: MARCH 20, 1987
SUBJECT: TELECO�UNICATIONS CONSULTANTS
Shown below is a review of the consultants for the upgrade of the
telecommunications system for our City Hall. In reviewing each one of the
proposals, it was very evident that the decision would be difficult because
the proposals all seemed very thorough. The prices of the consultants ranged
from $4,500 to $10,800, the price of the consultants also did not seem to be a
criteria to base a decision on because of the potential litigation that could
be caused by the bidding process. The determining factor when selecting a
consultant of this nature seems to be the level of expertise the firm attained
and the knowledge of the clients environment. In discussing this topic with a
number of the consultants references, it did appear that each client had
differing degrees of satisfaction with their consultants. Only one consultant
seemed to have a high degree on uniform satisfaction with all their clients,
Epic USA was that consultant. Below is an overview of each consultant.
Epic USA
Epic is the only consultant in the State of Minnesota to date to be admitted
to the Society of Telecommunications Consultants. This society assures
independence from telecommunications products and also assures a high level of
expertise. Both principals of this company are highly educated and have a
high level of expertise in the field. This company has the largest client
base in the governmental sector in the State of Minnesota. In contacting each
one of the governmental clients for a reference, we received high levels of
satisfaction from each. We also found out that this company was brought in by
Washington County to unravel the mess that the Institute of Communications
Services got them into during the bid process. One of the main strengths
they seem to have is the knowledge of how to bid and award bids in the
governmental sector. Epic's bid for the full service had a time span of 30
weeks of involvement at an estimated cost of $10,800. Epic USA provided us a
client list that contained SO$ governmental entities.
Hart and Associates
Hart and Associates was founded by Jack Hart who is their Project Manager. He
has been involved with telecommunications for many years, his background
includes 18 years with Northwestern Bell. He started consulting in the
telecommunications area in 1974, his associates are individuals with different
companies that provide engineering and computer expertise. Their company also
� is not affiliated with any product orientated company. In reviewing the
� client list, they also had good recommendations, but the City of Plymouth said
� that the first time they engaged this firm they had some problems in the
bidding process. The price of their service would be $9,380 and also would
include an amount equal to 508 of any recovery of overpayments from the past
to Northwestern Bell. Their client list was composed of 46$ governmental
units.
International Telecommunications Consultants
This company was founded by Nancy Taerud in 1982, she appears to work in
conjunction with other individuals from different companies to provide a
complete background for their service. They have not had much of an exposure
to the governmental sector and as such I would be concerned of their
governmental bidding expertise. Their cost of providing the full service to
the City would be $8,550.
Telecom Consulting
Robert Brecht is the only consultant in his firm. He was employed by Hart &
Associates for 3 years before starting his own firm. Prior to that time, he
worked for the Pillsbury Corporation as Director of Telecommunications. The
only government sector agency that he has worked with is one of his current
clients, the City of Maple Grove. They have not hired him for the full range
of services, they have limited his involvement and are trying to do as much as
they can in-house. His service would range from $4,875 to $5,625.
Institute of Communications Services
This firm seems to be a family operation with the father being the Project
Manager and the son providing the engineering expertise. When checking with
the references from some of the other consultants, this was the consultant
that caused the problems in Washington County. They have a very lengthy
client list of which they do seem to have a number of governmental type
agencies outside the State of Minnesota. One of the references we did contact
did state that they were dissatisfied with the service they received. The
cost of their proposal was $10,500.
Each one of the vendors that submitted proposals said they would welcome the
chance to appear before a management group and make a presentation. If this
is something you think would be beneficial, please let me know at your
earliest convenience so I can make the arrangements.
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C�IYOF
FRIDLEY
CIV1C CENTER • 6431 UNiVERSITY AVE. N.E. FR[DLEY. MINNESOTA 55432 • PHONE (612) 571-3450
Marc� 19, 1987
Barry Warrer
Bartorr-Aschman Associates
Field Offioe
4433 - 18th Avenue South
Mpl s. , NN 55407
RE: University Avenue tbrridor Detail Design
Dear Mr. Warrez :
I have revi�aed your January 28, 1987 prop�sal with the City O�tmcil and the
HRA. We wish to proceed with your firm for the detailed design ana
implenentation of the University Avenue Corricbr imprwenents in two phases.
�e f irst phase will o�ver an urban demonstration sec�nent f rom 57th Avenue
N. E. to 61st Avenue N. E. , and a rural demonstration section f rom Osborne
Road, south tA 73rd Ave�ue N. E. Zhe latter change was reoommended by the
City Co�cil in orcier that the d�nonstration include treabnents from' both
sides of the a�rridor in the City of Fridley.
Althouoh the second phase would be the remainder of the Corridor to be
oompleted aver several years, there is a strong desire to oomplete these two
c,ci.:cr.stratien se�ents durir:g the 198'7 cor�:tructien season. h'e propose that
this tae acooanplishec3 in the follaaing two stage prooess:
S tage One
Barton-Aschman would revi�► City rough working drawings in the next 30 days
for hard surface intersection improvements including curb, gutter, and
sidewalk flooring, to be then inc].uded in the rbnr�al street project schedule
b�• the Public Works Department.
Staae ZWo
Sut�sequent to Stage One, Barton-Aschman would prepare plans and specif ications
for the other elements, including landsczging, street furniture, turf
estatalis�hment and monunentation for installation in the Fall of 1987. �e
Public Works Depertment will prwide survey �r�apping locations and drainage
improvenents required to vomplete all phases of this work.
I ass�ane that your budget for this work could not exceed more than
approximately a third of the a�no�t proposed for the entire project in your
January 28, 1987, prop�so.l. If these general prooedures, scope of work and
budget, are acoeptatzle to you, please reply in the same form of letter as
your January 28, 1987, letter and we will aons�anmate agre�ments similzr to
the f irst ciesign stage.
Please feel free to c�,ll me if you have questions oonoerning the details.
Sinoerely,
Jock Robertson
Executive Director a�f ffi2A
JLR/lmn