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HomeMy WebLinkAbout4.F.2. Approval of Minutes: May 14, and 21, 2013 Consent Business 4. F. 2. SHAKOPEE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Julie Linnihan, Finance Director /City Clerk DATE: 06/04/2013 SUBJECT: Minutes from May 14, 2013 and May 21, 2013. (F) Action Sought Move to approve the minutes from May 14, 2013 and May 21, 2013. Attachments: May 14, 2013 Minutes May 21, 2013 Minutes OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL WORK SESSION SHAKOPEE, MINNESOTA MAY 14, 2013 1. Roll Call (City Council, Planning Commission & EDAC) Councilor Jay Whiting called the meeting to order at 7:00 p.m.. Present: Councilors Steve Clay, Jay Whiting and Matt Lehman (arrived late). Absent: Mayor Brad Tabke and Councilors Pamela Schurman Staff Present: Mark McNeill, City Administrator; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/Engineer; and Samantha DiMaggio, Economic Development Coordinator Planning Commission Members: Ryan Maggin & Kent Robbins Economic Development Advisory Committee: Kari McGuire & Deb Barber Shakopee Public Utilities: Joel Helkamp, Joe Adams & John Crooks SCALE Members: Michael Sobota, Lisa Freese, Bruce Maus and Stacy Crakes 2. Approval of the Agenda Approval of the agenda vote was not taken. 3. Introductions Each person introduced themselves. 4. SCALE 501: Implementing a Plan for Economic Development Michael Sobota provided a review of past SCALE Workshops and the objective of SCALES 501 which is comprised of case study, economic development visions, SCALE Unified Plan update of the First Stop Shop and post - recession economic development strategies. Kent Carlson, CEO, Anderson -KM Companies presented the group with information about case studies of mixed -use development, specifically Dean Lakes. He highlighted the project summary and the merits of the mixed use of Dean Lakes. Mr. Sobota talked about the conservation development amenities within Dean Lakes Lisa Freese, Scott County Transportation Program Director and SCALE member, discussed managing roads by function by adopting use standards to ensure street connectivity and adequate supporting road network. This will require the management of connections to higher order roads and use of intersection and interchange to influence area design. Official Proceedings of the May 14, 2013 Shakopee City Council Page 2 Michael Leek, Community Development Director and SCALE member, discussed the importance of County Road 101 Corridor as well as 169 /CH69 Interchange as major factors in economic development. Mr. Carlson provided statistical and financial information of the Dean Lakes project. He also talked about the process schedule, market analysis and City Development schedule of the project. Stacy Crakes, First Stop Shop and SCALE member explained the purpose of First Stop Shop as an economic development resource created by SCALE to assist the cities and townships of Scott County. The goal of the First Stop Shop is to assist cities and townships in addressing the needs of businesses. Mayor Tabke arrived at 8:10 p.m. Bruce Maus, Maus Group, LLC talked about collaborative roles of Scott County cities, First Stop Shop, and Scott County in economic development. He discussed importance of managing the process, the roles and each stage of the process, applying the principles and processes that have been put in place and building positive public sector culture. Mr. Maus said the key principle is to be prepared for economic development opportunities. Mayor Tabke asked what the next steps are for the City of Shakopee. Mr. Sobota stressed the importance of continuing ongoing discussions with SCALE, using the First Stop Shop and working with staff to prioritize the economic development process. 5. Other Business None. 6. Adjourn No one moved to adjourn to Tuesday, May 21, 2013 at 7:00 p.m. Meeting ended at 9:45 p.m. Julie A. Linnihan Finance Director /City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA May 21, 2013 1. Roll Call Mayor Tabke called the meeting to order at 7:00 p.m. and roll call was taken. Present: Mayor Brad Tabke, Councilors Pamela Schuman, Matt Lehman, Steve Clay and Jay Whiting. Staff Present: Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/Engineer; Julie A. Linnihan, Finance Director /City Clerk; and Jim Thomson, City Attorney 2. Pledge of Allegiance 3. Approval of the Agenda Mr. McNeill asked to take off the agenda, 4.C.1, Declaring Adequacy of Petition, Ordering an Improvement and the Preparation of Plans and Specifications for the Opus Northwest Improvements for Valley Park Business Center, Project No. 2013 -6, Res. No. 7304. Whiting/Schurman moved to approve the agenda as amended. Motion carried 5 -0. 4. Consent Business Cncl. Lehman asked to remove from the Consent Agenda, 4.E.1, Woodland Alteration Permit Fee — Ord. No. 869 and 4.F.5, Authorization to Fund Street Banners for First Avenue. Lehman/Whiting moved to approve the Consent Agenda as amended. Mr. McNeill read the Consent items. Motion carried 5 -0. 4.A.1 Lehman/Whiting offered Res. No. 7310, A Resolution of the City of Shakopee, Minnesota, Approving the Transfer of RTC Funds to Scott County, and move its adoption. (Motion carried under the Consent Agenda) 4.A.2 Lehman/Whiting offer Resolution No. 7309, A Resolution Approving the Final Plat of Dean Lakes Ninth Addition, subject to conditions, as presented, and move its adoption. (Motion carried under the Consent Agenda) 4.C.1 Deleted from Agenda. 4.C.2 Lehman/Whiting offer Resolution No. 7307, A Resolution Restricting Parking on Valley View Road, from Evergreen Lane to Sarazin Street, Project No. 2012 -7 and move its adoption. (Motion carried under the Consent Agenda) Official Proceedings of the May 21, 2013 Shakopee City Council Page 2 4.D.1 Lehman/Whiting moved to recognize Officer Mike Santos's successful completion of the one -year probationary period and grant him full -time regular status as a police officer. (Motion carried under the Consent Agenda) 4.D.2 Lehman/Whiting moved to recognize Richard Thomson's successful completion of the probationary period for new hires and grant him full -time, regular status as an Engineering Tech IV. (Motion carried under the Consent Agenda) 4.D.3 Lehman/Whiting moved to accept, with regret, the resignation of Julie Klima from the position of Planner II, effective May 31, 2013. (Motion carried under the Consent Agenda) 4.D.4 Lehman/Whiting move to authorize the return of Gary Kern to the position of patrol officer, effective May 17, 2013 and the promotion of Derek Nordvedt to the position of Sergeant, effective May 20, 2013, at Step 3 of the current wage scale for Sergeants. (Motion carried under the Consent Agenda) 4.E.1 Removed from the Consent Agenda 4.F.1 Lehman/Whiting moved to approve the bills in the amount of $305,076.23 and electronic transfers in the amount of $418,105.60 for a total of $723,181.83. (Motion carried under the Consent Agenda) 4.F.2 Lehman/Whiting moved to approve the minutes from May 7, 2013 (Motion carried under the Consent Agenda) 4.F.3 Lehman/Whiting offer Resolution No. 7305, A Resolution of the City of Shakopee, Minnesota, Accepting Cash Donations of $5,000 for the Downtown Flower Baskets, and move its adoption. (Motion carried under the Consent Agenda) 4.F.4 Lehman/Whiting Move to approve the applications and grant a temporary on -sale 3.2 percent malt liquor license to the Shakopee Lions Club, for the designated, fenced beer garden adjacent to the concession stand at Tahpah park, on May 31, 2013 from 5:00 to 10:00 p.m., on June 1, 2013 from 8:00 a.m. to 10:00 p.m. and on June 2, 2013 from 10:00 a.m. to 8:00 p.m., and also grant a license for the designated, fenced beer garden between field No. 6 and 7 at Tahpah Park, on June 1, 2013 from 11:00 a.m. to 7:00 p.m., conditioned upon the Lions Club staffing two police officers on June 1st from noon to 6:00 p.m. (Motion carried under the Consent Agenda) 4.F.5 Removed from the Consent Agenda 4.F.6 Lehman/Whiting offered Resolution No. 7302, A Resolution Authorizing Application for a Business Development Public Infrastructure Program (BDPI) Grant Through the Department of Employment and Economic Development for Compass Datacenter, LLC. and Resolution No. 7303, A Resolution Authorizing Application for a Business Development Public Infrastructure Program Grant Through the Department of Employment and Economic Development for Rosemount Inc. (Motion carried under the Consent Agenda) 4.F.7 Lehman/Whiting offered Resolution No. 7311 Calling a Public Hearing on Granting a Business Subsidy in the Form of a Minnesota Investment Fund (MIF) Loan to Compass Datacenters, LLC, or any of its affiliates. (Motion carried under the Consent Agenda) Official Proceedings of the May 21, 2013 Shakopee City Council Page 3 4.F.8 Lehman/Whiting offered Resolution No. 7312 Calling a Public Hearing on Granting a Business Subsidy in the Form of a Minnesota Investment Fund (MIF) Loan to Rosemount Inc., or any of its affiliates. (Motion carried under the Consent Agenda) 5. Recognition of Involved Citizens by City Council. Mayor Tabke asked if there was anyone in the audience who wished to speak on an item not on the Agenda. No one responded. 6. Business removed from the Consent Agenda. Cncl. Lehman's reason for removing 4.E.1, Woodland Alteration Permit Fee — Ord. No. 869 was because he's going to vote against it because he believes it violates citizen's property rights. Whiting/Clay offered Ordinance No. 869, An Ordinance of the City of Shakopee, Minnesota, Amending the City's Adopted 2013 Fee Schedule to Add the Woodland Alteration Permit Fees, and move its adoption. Motion carried 3 -2 with Cncl. Lehman and Cncl. Schurman opposing. Cncl. Lehman removed 4.F.5, Authorization to Fund Street Banners for First Avenue, because he thinks the cost of $4,000 is extremely high for the banners. He discussed his involvement in raising money for Memorial Day flags in cooperation with the VFW and American Legion. He believes they might be able to get a better price on the flags for the City. He requested that staff should send the project to the VFW and the American Legion to see if they can get a better price on the flags. Mayor Tabke said he's comfortable with not exceeding $4,000 for the projects and see if they can get the flags at a cheaper cost. Clay /Whiting moved to authorize staff and the EDAC to do research and bring back a recommendation for downtown street banners along First Avenue, with funding to come from the Council's unallocated fund. Motion carried 5 -0. 7. Recess for Economic Development Authority Meeting Clay /Lehman moved to recess for an Economic Development Authority meeting. Motion carried 5 -0. 8. Reconvene Mayor Tabke reconvened the meeting at 7:11. 9. General Business 9.A.1 Rezoning of Property at 1480 Third Ave W. from B -1, Highway Business and R -3, Multiple Family Residential to Light Industrial, I -1 zone and Reguiding of the Property from Commercial to Industrial — Res. No. 7308. Michael Leek, Community Development Director, said property owners Steve and Vicky Heller have applied to both rezone and re -guide their property at 1480 Third Avenue West. The property is currently occupied by a used car lot that uses the northern portion of the building and the parking area immediately adjacent to the building. Official Proceedings of the May 21, 2013 Shakopee City Council Page 4 The property is currently for sale, so there is not a specific use proposed for the site. As mentioned in the staff report to the Planning Commission, the City Council must determine if it is comfortable with the site being developed as any of the permitted or conditional uses listed in the Light Industry, (I -1) zone. The Light Industry, (I -1) list of uses is attached as the final pages of the planning commission report. Staff has received comments from three residents that are opposed to the request, one resident spoke at the Planning Commission meeting in opposition to the request. The concerns were about exterior storage, the difficulty in potentially screening the site, and the potential for truck traffic. The criteria required for the granting of a Comprehensive Plan Amendment and rezoning as they are listed below with proposed findings for the Council's consideration. Lehman/Whiting offered Resolution No. 7308, denial of the request to re -guide the property from Commercial to Industrial and to rezone the property of Highway Business (B -1) and Multiple Family Residential (R -3) to Light Industrial (I -1) zoning and move its adoption. Discussion followed. After a discussion regarding the area in and around the subject property, Cncl. Clay amended the motion directing the Economic Development Advisory Committee and Planning Commission to look at properties from Rahr west along County Road 69 to 69/169 intersection for possible comprehensive rezoning and re- guiding. Also to enter into discussion with Jackson Township about their jurisdictional plans and request that they have Scott County include those land use issues in their study. Mayor Tabke asked for a vote on the amended motion. Motion carried 5 -0. 9.F.1 Garbage/Recycling RFP Preferred Hauler Designation — Res. No. 7306. Mr. McNeill stated that City Council directed staff to go out for an Request for Proposal (RFP) for new garbage /recycling contract, The City hired Foth Infrastructure and Environment, LLC (which partnered with Schaefer Consulting), to provide assistance in preparing the RFP. The RFP was prepared, and was reviewed at three separate meetings of the City's Environmental Advisory Commission (EAC). This document updated the contract terms, provided for enhanced recycling technologies, and helped to assure that the City would have the most competitive pricing possible for customers. On March 27, 2013, six proposals were received. They were: Allied Waste Services, Buckingham Companies, Dick's Sanitation, Elite Waste Disposal, Red River Service Corporation and Waste Management The proposals were given a comprehensive review by a proposal review committee, which was made up of four City employees and one representative from Scott County Environmental Health. Assistance with technical evaluation of the proposals was provided by the Consultants. Official Proceedings of the May 21, 2013 Shakopee City Council Page 5 The Committee reviewed the RFPs on the following criteria: • Price schedules (estimated total cost over the five year base contract.) • Experience and capacity (demonstrated capability, including the company's financial condition.) • References • Thoroughness and responsiveness to the RFP (demonstrated understanding of the City's needs, goals, objectives, and service specifications and quality standards) • Overall environmental benefits (specific operations proposed, and overall company approach and philosophy to environmental protection and natural resource conservation). No single criterion determined the best proposal - -it was a combination of all of the above. All proposals were reviewed and compared with other proposals for the review committee to develop a ranking of the proposers. 'It is the City Council's sole authority to decide which proposal is in the best interests of the eligible residents of the City. As part of the process, on May 7th, the City Council determined that the City should own the approximately 22,000 refuse and recycling carts. By doing this, the City will be able to amortize the cost of the carts over 10 years, and will own the carts as an asset at the end of that time. This will provide greater flexibility in future garbage /recycling contract renewals, and, in general, will provide a cost savings to residents over the course of the contract. Jim Thomson, City Attorney advised Council that the information in the proposals that City Council has in their possession as private data and cannot be disclosed to third parties. The information will ultimately become public when the Council completes negotiations with a preferred company. The open meeting law does not allow a City Council to close a meeting to discuss private data. Mr. Thomson said that although the data in the proposals are private to the extent that you need to discuss it and it's reasonably necessary to discuss it at the meeting; the Council can bring up that information during the Council meeting but not outside the Council meeting. Mayor Tabke allowed representatives from Allies Waste Services, Elite Waste Disposal and Dick's Sanitation to talk to Council about their companies services. Keith Yanke, 952 Eastview Circle, said he just moved here and would like to know why he can't choose who is garbage hauler is. Mr. McNeill explained the City has had a closed system for 30 years and explained the benefits of it. Jack Nelson, 1028 Minnesota St., stated that he likes Dick's Sanitation and has never had a problem with their company. He also thinks it's a waste of tax payer dollars to purchase garbage carts when the residents already have carts from Dick's Sanitation. Dan Weller, 1881 220 St., Farmington, works for Dick's Sanitation. He stated that Dick's Sanitation provides quality service for the residents of Shakopee. Ron, a driver with Dick's Sanitation, said that Dick's provides good service to Shakopee at good prices. Official Proceedings of the May 21, 2013 Shakopee City Council Page 6 Sean Nelson, 603 E. 8 Ave., wanted if the City factored into its decision the way the three companies, Dicks, Allied, and Elite, treat their employees. Mr. McNeill said the City's responsibility is for the residence is for a garbage company to provide good service at a fair price. The City does not get involved with a private company and how they treat their employees. Whiting/Lehman offered Resolution No. 7306, A Resolution Directing Shakopee City Staff to Enter into Negotiations with Allied Waste Services for a Contract for Residential Refuse, Recycling, and Yard Waste Services for a Period of Five Years. Discussion followed. Cncl. Clay would prefer going with Dick's Sanitation because of the quality of service they have provided for the City of Shakopee. Cncl. Lehman and Cncl. Whiting both agree that Dick's Sanitation has provided good service but need to consider the cost in which Allied came in with a low bid. Mayor Tabke asked for a vote on the motion. Motion carried 4 -1 with Cncl. Clay opposing. 9.F.2 Setting Date for Continued SCALE 501 Discussion Mr. McNeill recommends that the City Council set a workshop for Tuesday, June 25th at 6:30 p.m. for continuation of the SCALE 501 discussion, and that EDAC, Planning Commission, and SPUC Commissioners be asked to attend. Whiting/Schurman moved to establish a workshop for Tuesday, June 25, at 6:30 p.m. in the City Council Chambers, for continuation of the SCALE 501 Economic Development Discussion. Motion carried 5 -0. 10. Council Members' Reports Cncl. Schurman had no report. Cncl. Lehman attended a Met Council meeting with Mr. Leek and Mr. McNeill. Discussion focused on transit. The VFW and American Legion along with some downtown businesses raised money for flags. Cncl. Clay attended the Shakopee Public Utilities Commission meeting. He said SPUC has suspended flushing of water lines until the flood warnings are expired. Governor Dayton has recognized Shakopee for their work in protecting the source water in the area. He also discussed power outages. Cncl. Whiting attended the downtown flower basket fundraiser, the SCALE general membership meeting and the SCALE Lego's meeting. On May 15 he attended the Chamber board meeting and on May 16 he met with staff to discuss the process for hiring 4 full -time fire fighters. Mayor Tabke attended the downtown flower basket fund raiser; the regional Council of Mayor's meeting was discussing Met Council. On May 14 he attended the Greater MSP meeting and also attended SAC's Liberty Day celebration. He also attended the SCALE Lego's meeting. Official Proceedings of the May 21, 2013 Shakopee City Council Page 7 11. Other Business Cncl. Clay said Council received an anonymous letter in their packets regarding the hiring of the 4 full -time firefighters. He stated he personally doesn't read or comment on emails, letters nor does he take phone calls from people unless they identify themselves. 12. Adjourn Lehman/Clay moved to adjourn to Tuesday, June 4, 2013 at 7:00 p.m. Motion carried 5 -0. Meeting ended at 8:43 p.m. k Julie A. Linnihan Finance Director /City Clerk Kim Weckman Recording Secretary