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HomeMy WebLinkAbout7. Approval of Minutes: July 18, 2005, August 09, 2005 and August 15, 2005 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,M~SOTA JULY 18, 2005 Mayor Schmitt called the meeting to order at 6:35 p.m. with Council members Joos, Helkamp, and Menden present. Council member Lehman was absent. Also present: Mark McNeill, City Administrator; Kris Wilson, Assistant to the City Administrator; Judith S. Cox, City Clerk; Gregg V oxland, Finance Director; R. Michael Leek, Community Development Director; and Bruce Loney, City EngineerlPublic Works Director; as well as members on the Visioning Steering Committee, The meeting took place in the meeting room at the Police Station. ( A work session ensued on the visioning process. All present worked in groups of three or four to review the identified goals and strategies, to expand on the tactics that had been identified under the goals and strategies, and to make the connections between the tactics, strategies and goals. Council member Menden left the work session at 9:21 p,m. JooslHelkamp moved to adjourn the meeting to Tuesday, July 19,2005, at 5:00 p.m. The meeting was adjourned at 9:23 p.m, , ~~. C;p ~ox City Clerk OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 9, 2005 (Budget Work Session) Mayor John Schmitt called the meeting to order at 5:06 p.m. with Council members Joe Helkamp, Terry Joos, Matt Lehman, and Steve Menden (5:10 p.m.). Also present: Mark McNeill, City Administrator; Judith S. Cox, City Clerk; Gregg V oxland, Finance Director; Rick Coleman, 1 st Assistant Fire Chief; Ed Schwaesdall, Fire Chief (5 :25 p.m.); and Mark Themig, Park, Recreation, and Facilities Director (5:15 p.m.). Present from Jackson Township: Supervisor Don Hedlund, Supervisor Chris Brinkhaus, and Township Clerk Rose Menke. Present from Louisville Township: Supervisor Marion Schmidt, Supervisor John Weckrnan; and Township Clerk James Theis. Mr. McNeill reported that the 2006 budget for the Fire Department is $1,154,000. The major increases over 2005 are for wages for additional fire fighters, equipment rental due to the purchase of additional vehicles and operating supples. Cncl. Menden arrived and took his seat. Mr. McNeill stated that the mission statement and the goals have not changed, that the population continues to increase and the number of fire calls are up. Mayor Schmitt asked that $5,000 be added for training as SCALE is proposing a joint training facility and is looking at options for a site. Councilor Helkamp stated that the townships should be thinking about it for some funding, Discussion followed and questions were answered by staff. Cncl. Lehman pointed out that there is a 35% increase overall in the fire department budget request. Mr. McNeill noted that the budget is disproportionate because of the purchase of equipment. Cncl. Menden asked if it would be wise to start planning for the 800 MHz system. Mr. V oxland responded that some money has been put into unallocated for the City Council to discuss. In response to a question, Mr. V oxland explained how the standby fee for the townships is based and that it has been in place since prior to 1978, Mr. Themig stated that the budget for Park and Recreation has not been fmalized and that decisions will have to be made, He gave an overview of the 2005 adopted budget. Official Proceedings of the August 9, 2005 Shakopee City Council Page -2- Mr, Themig stated that Park and Recreation services are based on two distinct areas: recreation and park maintenance. Based on income and expenses, he explained how Shakopee households pay $101.96 toward the Park and Recreation Budget. He explained the fee structure for township residents to participate in Shakopee recreation activities. He stated that the fees are based on participation and do not reflect maintenance of the parks, Cncl. Helkamp noted that as costs increase, it will become necessary to increase fees. Supervisor Hedlund pointed out that Jackson Township facilities are used by others than township people. Cncl. Lehman stated that as the cost for maintenance of the parks increases, it will be necessary down the road to figure out how to pay for these costs, Mr. Themig noted that most cities pay for maintenance from the general fund taxes and that all cities struggle with that. Cncl. Joos asked how the annexation agreement with Jackson Township is going. Supervisor Hedlund responded that the agreement is working okay; that the annexations thus far are based on a petition by the property owner. Mayor Schmitt thanked the township officials for coming to the meeting. HelkamplMenden moved for a recess at 6:03p.m. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 6:27 p,m. Mayor Schmitt welcomed members of the Economic Development Advisory Committee (EDAC): Kenneth Swanson, Tom Spicer, Marschall Walker and Josh Vogel. Chair Brae Felber was absent. Mr, McNeill stated that staffwould like some guidance from the Council, that the EDAC and Council could share ideas so that some direction can be given to staff. He noted that some bigger issues have been identified in the August 4, 2005 memo. Mr, McNeill noted that with the departure of Paul Snook in November, 2004, the EDA staffing has been reduced to one-half time. He asked if everyone was comfortable with what staff is doing and whether or not there is anything else they would want to see. Mr. McNeill stated that at one time there was 1.7 million square feet of vacant space in the industrial park. He asked what does the Council want staff to do. Discussion ensued on whether the city should take an active role in finding tenants for vacant buildings or act as a resource, Official Proceedings of the August 9, 2005 Shakopee City Council Page -3- Cncl. Helkamp stated that the city should serve as a resource and provide names of brokers. He doesn't believe that the city should become a real estate broker. Cncl. Lehman stated that we are fortunate to be growing so fast. He noted that the growth management policy excepts commercial and industrial development so this will spawn commercial and industrial growth. There is a need to decide where the next industrial park will be located and put it on the city's Plan. Then it will be seen by the public and easy to market and be self marketing. Cnc1. Helkamp noted the survey being developed with the Chamber of Commerce relative to commercial and industrial property and that that is the first opportunity for the Chamber to connect with the industrial community. Mr. McNeill explained that the prospective businesses do their research and they know Shakopee is here. They want to know what the City has to offer them to come here. Kris Wilson, Assistant to the City Administrator, asked what does the City desire in exchange for assistance - an increased tax base? jobs? Cncl. Helkamp suggested comparing the business to the Business Subsidy Policy and if it meets the Policy criteria than take the business before the EDAC for consideration. Mayor Schmitt stated that he doesn't think that TIF should be given to everyone, that salaries and livable wages are needed. Cnc1. Menden stated that he agreed that a new industrial park needs to be created in a new area; he would like to see the city as a resource not in real estate; he noted that there is some information already at the Chamber and the city needs to communicate with the Chamber; the city needs to focus on the number of jobs a business will bring and with that will come the tax base; and he felt that the city could playa bigger role in bringing smaller businesses into the community, Cncl. Joos stated that industrial and commercial properties should be identified and kept as industrial commercial, not to convert them to retail. Mr, McNeill summarized the discussion this far; there is a desire for well paying jobs and that will allow the tax base to follow; the city should act as a resource for professionals not a marketer; and follow the Policy as a guide for financial assistance. Mr. McNeill asked for opinions on assisting in the acquisition of parcels for redevelopment. Cncl. Helkamp and Cncl. Lehman stated that they were not in support of condemnation for tax base improvement. Official Proceedings of the August 9, 2005 Shakopee City Council Page -4- Cncl. Menden questioned the reduction in the EDA budget from 2005, Mr. McNeill stated that the proposed 2006 budget did not contain the $50,000 for downtown redevelopment. That was in the 2005 budget and that staff costs were reduced, Mr. Swanson stated that the EDAC needs to know what the Council wants them to do and where the money is going to come from. He said that there are a lot of things that can be done and someone needs to shepherd them, need to be specific. Mayor Schmitt suggested acquiring property for a business incubator. Cncl. Helkamp suggested using the Revolving Loan Fund Program which could fund a minimum of five start-up businesses. Mr. Walker expressed concern that the new staff person is only one-halftime for economic development. Cncl. Lehman acknowledged that a business subsidy policy was put together previously and that it is the tool for the EDAC to use when considering a request for assistance, 1 Mr. Spicer thanked the Council for the opportunity to meet together tonight. He asked what tools does the EDAC have to work with. Cncl. Helkamp responded that Jeff Jansen is knowledgeable and that next time they should have him provide them with information, Mr. McNeill noted that staff is looking at the application fee to insure that expenses are being covered when there is an application for financial assistance, Mr. McNeill advised that the $40,000 needed for under grounding the power lines for the parking lot in Huber Park would come from the reserve funds and is not a line item in the EDAC budget. He said that the city's attorney has advised that the under grounding is a legitimate EDA expense. Helkamp/Joos moved for a ten minute recess at 7:52 p,m. Motion carried 5-0. Acting Mayor Lehman re-convened the meeting at 8:00 p,m. Mr. Loney stated that he has a power point presentation on his budgets and that Council members should ask questions as he goes along. Mayor Schmitt returned and took his seat. Mr, Loney presented the proposed budget for 2006 for the Engineering Department. The new items identified for 2006 included: building rental and utilities for the old public works building, cost for moving the engineering offices to the old public works building, and a new blackline Official Proceedings of the August 9,2005 Shakopee City Council Page -5- machine, He explained that what he has before Council does not include the time for additional staffing and GIS. Mr. Loney presented the proposed budget for 2006 for Public Works which consists for three divisions: street, parks and shop, There is a 15% increase in the budget for the street division, one winter temporary employee is added and the Office Service Worker is at full-time with her salary being divided between the three divisions with the street division paying 30%, There is a 15% increase in the budget for the park division and no additional staff is proposed, Mr. Loney identified the areas of increases, There is a 15% increase in the park division and no additional staff is proposed, Mr. Loney identified the areas of increases. There is a 10% decrease in the budget for the shop division which is due to the dividing of the utilities between the divisions. No new staffis proposed and the shop will pay 40% of the salary for the clerical position. Mr, Loney summarized that the street and park division budgets went up 15% each and the shop budget went down 10%, Most of the increases and decreases in the divisions are due to the distribution of the utilities and building rent among the three divisions. No full time staff is added in 2006, but additional staff is anticipated for 2007, Mr. Loney answered questions from the Council members. Concern was raised regarding the rising costs for health insurance. Staff was asked to look at options for providing health insurance to city employees for Council consideration. Joos/Lehman moved to adjourn to Monday, August 15,2005 at 6:30 p.m. Motion carried 5-0. The meeting was adjourned at 9:00 p.m. uJAJ.~ ~dith s. Cox City Clerk OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 15,2005 (Budget Work Session) Mayor John Schmitt called the meeting to order at 6:30 p.m. with Council members Joe Helkamp, Terry Joos (7: 15 p.m.), Matt Lehman, and Steve Menden present. Also present: Mark McNeill, City Administrator; Kris Wilson, Assistant to the City Administrator; Judith S. Cox, ---..--.-..... '" ,_._.Gity-Glefk:; R.Michael-1-eek,.Community-Dev-elopmentDirectot:-{.2:D.D_p.m.);_Gregg.y.Qx1and~______,_", Finance Director; Dan Hughes, Chief of Police; and Sergeant Craig Robson. Mr. Voxland gave an overview of the General fund 2006 Budget as it stands. He reported that the estimated property tax revenue would equal the same tax rate as in 2005. The estimated revenue for 2006 is $14.1 million; development fees are not under estimated; the expenditures are $14,9 million and there is no new personnel identified in the preliminary budget. The 800 MHz radios are proposed to come out offund balance in the amount of $456,000. The SPUC transfer in and the Recreation transfer are reflected in this preliminary budget. Mr. V oxland explained that there are $687,510 more in expenditures than revenues and there is an under spend factor in the amount of $480,000 so the budget is not in bad shape. Mr. Voxland explained that the summary by Division for 2005 and 2006 shows a 12.5% increase over the 2005 budget. The 800 MHz radios are in unallocated on the line of$618,000. Mr. V oxland stated that the market value credit reimbursement to the City (formerly called homestead credit) has been cut since 2003. Mr. V oxland stated that there would be more detail on the budget at the next budget work session plus a list of enhancements (new expenditures) proposed for 2006. For tonight, Council should continue to listen to the basic budgets for the various departments. Ms. Wilson asked if the EDA (Economic Development Authority) wished to continue building the Revolving Loan Fund by budgeting an additional amount for this purpose in 2006. Discussion followed concluding with a consensus not to budget additional funds in 2006, since the $100,000 budgeted in 2005 has not been used. Dan Hughes, Chief of Police, stated that the expectations of police officers is: safety, honor, pride, integrity, and customer service. He stated that the city has a young police department, that 70% of the officers have been hired since 1998 and that 50% of the leadership has less than eight months ofleadership experience. Mr. Hughes stated that Sergeant Craig Robson put together information on the police department. He said that this is a basic service budget and does not meet the basic number of officers for our population. Sergeant Robson provided information to the City Council on activities within the police department: comparing over the past five years the number of calls for service (9-12% increase each year), traffic citations, and violent crimes. Councilor Joos arrived and took his seat at 7:15 p.m, Official Proceedings of the August 15,2005 Shakopee City Council Page 2 Sergeant Robson identified the top five crimes reported in 2004 and the types of calls, not including crime, that require a two officer response. He showed a comparison between juvenile arrests and adult arrests from 2000-2004. He showed a comparison of police activity to-date indicating a trend upward. He stated that the number of crimes cleared by the Shakopee Police Department is higher than the metropolitan average of 47%. Chief Hughes identified the proposed increases for the 2006 budget: the 800 MHz radio system, increased cost of fuel and energy, increased fleet of emergency vehicles and fIrearms transition. He stated that the increases allow the city to provide the same level of service to provide safety and security for the community. Chief Hughes answered questions from council members regarding items in the proposed budget. Chief Hughes advised the council members that the animal control services contract will be coming to them in the near future. In response to a question from Councilor Menden, Chief Hughes stated that 42 sworn officers which equals 1.42 officers per 1,000 population and that he recommends 1,5 officers per 1,000 noting that as growth increases so does the work load. Today there are 38 sworn officers and 42 are authorized in the existing budget. Mr. Leek presented the 2006 proposed budget for the planning division. He noted that the city has the same number of staff as in 1996 when there were 200 building permits per year. He explained that in 2001 there were 93 land use issues and that as of July, 2005 there have already been 93 land use files. Staff is busier and at the same staffing level as in 1996. He reported that there are no staff requests for 2006. He provided a budget overview and stated that there is a 10% reduction in the 2006 budget. Mr. Leek presented the 2006 proposed budget for the building inspection division. He stated that there is a 13% increase and that is primarily in wages and benefits, He explained the effIciencies that the department has realized through computerization and recordkeeping, He stated that two additional inspectors and a fire inspector have been hired since 1996. Mr. Leek answered questions from the council members regarding items in the proposed budget. Mr. Leek presented the 2006 budget for the IT (Information Technology) division. He provided history of staffmg the IT division over the past years noting that we currently have two full time IT persons. He noted that the same staffmg is proposed for 2006 and that there is a 4% budget reduction from 2005 due to the need for less professional services. He stated that there may be a need to look at part time tech support versus adding additional staff for projects and that will be looked at when budget enhancements will be addressed later. Mr. Leek answered questions from the council members regarding items in the proposed budget. LehmanlMenden moved for a five minute recess at 8:15 p.m, Motion carried 5-0. Official Proceedings of the August 15, 2005 Shakopee City Council Page 3 Mayor Schmitt re-convened the meeting at 8:29 p.m. Mr. McNeill presented the 2006 proposed budget for the Mayor and Council. He noted that the cost per capita for 2006 is holding compared to previous years. He stated that the amount for professional services has been reduced and that the overall budget is down 5.3%. .......-:-------....--.-.---.-----------.........-.------------------....-----.------.----.---.--------.----.-.......----..---,-.---......-.--... Councilor Lehman noted the additional meetings and the additional time the Council members are spending preparing for meetings and suggested that the compensation should be looked at sometime. Mr. McNeill presented the 2006 proposed budget for Administration. Among other things, he explained that the Assistant to the City Administrator position has been reduced due to time now allocated elsewhere and that there are funds allocated for a new copier replacement. He stated that there is a 15.4% reduction for 2006. Mr. McNeill answered questions from council members. Mr. McNeill presented the 2006 proposed budget for Legal. He advised that the prosecutions have increased and civil matters have decreased for an over all wash. He noted that costs in the legal area will start to go down because each department will start to show costs attributable to them. Ms. Cox presented the 2006 proposed budget for the city clerk's office. She explained that there is an increase in the total budget for election judges due to two state elections next year. She noted that there was a one time $100,000 budget allocation in 2005 for electronic imaging" The 2006 budget reflects an 18% decrease. Mr. V oxland presented the 2006 proposed budget for the fmance department. He noted that there is a 6% inflation and growth increase, that the lodging tax, assessing contract, and cash manager are part of his budget. Mr. Voxland noted that the enhancement packages (new expenditures) will come before council on August 30th and are not included in the existing proposed budget. He said that staffwill be meeting to provide some prioritization to the packages. Councilor Lehman asked for a list of what the City is provided through LOGIS. HelkamplMenden moved to adjourn to Tuesday, August 16,2005, at 5:00 p,m. Motion carried 5-0. The meeting was adjourned at 8:56 p.m. .JJ:l, d. f1c ~th s. Cox ity Clerk