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HomeMy WebLinkAbout5.F.2. Approval of Minutes: January 16, 2007, January 23, 2007 and January 30, 2007 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,M~ESOTA JANUARY 16,2007 Mayor John Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Terry Joos, Steve Menden, and Matt Lehman present. Also present were Mark McNeill, City Administrator; Jim Thomson, City Attorney; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; and Bruce Loney, Public Works Director/City Engineer. The Pledge of Allegiance was recited. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill stated that there were no additions or deletions. Menden/Clay moved to approve the agenda. Motion carried 5-0. Mayor Schmitt gave the Mayor's Report. Mayor Schmitt stated he attended the wake of Fire Department member, Bob Latzke. Mayor Schmitt stated that many people had attended the wake as well as fire department members from other cities. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda as published. Mr. McNeill noted that McCarthy Well Drilling has asked for a continuation of the public hearing on the vacation of easments at 590 Citation Drive. Menden/Joos moved to approve the Consent Agenda. Motion carried 5-0. Menden/Joos moved to authorize the purchase of 40 sets of Scott Air Paks, facepiece assemblies, and an integrated distress alarm to MES Mid-America, in the amount of$150,960.00. (Motion carried under the Consent Agenda) Menden/Joos offered Resolution No. 6565, A Resolution of the City of Shako pee, Minnesota, Accepting the Donation of Twelve Dell Computers and Twelve Monitors from Target, and moved its adoption. (Motion carried under the Consent Agenda) Menden/Joos offered Resolution No. 6560, A Resolution Setting the Public Hearing Date to Consider the Vacation of a Portion of Drainage and Utility Easement at 706 7th Avenue West, and moved its adoption. (Motion carried under the Consent Agenda) Menden/Joos moved to authorize staff to utilize the re-purchase agreement with Lano Equipment, Inc. on the 2006 S-185 & S-300 Bobcats for the price of $7,929.99 with the funds to be expended from the Internal Service Equipment Fund. (Motion carried under the Consent Agenda) Menden/Joos moved to authorize staff to use the re-purchase agreement with Siemon Implement, Inc for Unit # 152 a John Deere 1445 Mower with a re-purchase price of$3,500.00 plus $8.00 for every hour over 275 hours with the payment to be expended from the Internal Service Equipment Fund. (Motion carried under the Consent Agenda) Official Proceedings of the January 16,2007 Shakopee City Council Page -2- Menden/Joos moved to authorize the appropriate City officials to execute the Joint Powers Agreement for 2007 Traffic Markings, Street Sweeping, Crack Sealing and Seal Coating between the Cities of Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Farmington, Mendota Heights and Shakopee. (Motion carried under the Consent Agenda) Menden/Joos offered Resolution No. 6559, A Resolution Accepting Work on the Dominion Hills Outlet Control Structure, Project No. 2005-3, and moved its adoption. (Motion carried under the Consent Agenda) Menden/Joos offered Resolution No. 6558, A Resolution Accepting Work on the Deans Lake Improvements, Project No. 2004-4, and moved its adoption. (Motion carried under the Consent Agenda) Menden/Joos moved to authorize the promotion of Officer Lynn Lipinski to the position of Sergeant, at wage step 3 ofthe current labor contract, effective January 22,2007 and subject to a six-month probationary period. (Motion carried under the Consent Agenda) Menden/Joos moved to authorize the promotion of Officer Angela Trutnau to the position of Sergeant, at wage step 3 of the current labor contract, effective January 22,2007 and subject to a six-month probationary period. (Motion carried under the Consent Agenda) Menden/Joos offered Resolution No. 6564, a Resolution Requesting a Modification to Minnesota's Section 218 Agreement and Authorizing a Divided Vote Referendum, and moved its adoption. (Motion carried under the Consent Agenda) Menden/Joos moved to authorize the appropriate City officials to enter into the proposed contract with Law Enforcement Labor Service, Inc., representing Sergeants with the Shakopee Police Department, for the period of January 1, 2007 to December 31,2008. (Motion carried under the Consent Agenda) Menden/Joos moved to approve the bills in the amount of$I,104,262.00. (Motion carried under the Consent Agenda) Menden/Joos moved to approve the minutes of December 5,2006, December 11,2006, and December 19, 2006. (Motion carried under the Consent Agenda) Menden/Joos moved to authorize the purchase of an AMAG Key card system for City Hall from Trans-Alarm, Inc. at a cost not to exceed $17,000.00. (Motion carried under the Consent Agenda) Mayor Schmitt asked if there was anyone in the audience that wished to address an issue that is not on the agenda. No one responded. Lehman/Joos moved to open the continuation of the public hearing on the vacation of an easement at 590 Citation Drive. Motion carried 5-0. Mayor Schmitt asked if there was anyone in the audience that wished to comment regarding the vacation of the easement at 590 Citation Drive. No one responded. Official Proceedings of the January 16,2007 Shako pee City Council Page -3- Joos/Clay moved to continue the public hearing until February 6, 2007. Motion carried 5-0. Jim Thomson, City Attorney, presented Council that Tony's Super Mercado Inc., allegedly violated the City Code by selling tobacco products to a minor. Mr. Thomson stated that this was a first violation for the licensee within a three-year period. Mr. Thomson said for the first violation, the City Code provides for a $200 fine plus a 2 day license suspension. Mr. Thomson stated that the hearing is for the licensee to appear before the Council and either admit or deny the violation. If they admit the violation, there is no need for a hearing. If the licensee denies the violation a hearing before a hearing officer will need to be scheduled. Mr. Thomson also stated that the licensee no longer has a tobacco license; there is no reason to . . Impose a suspenSIOn. Clay/Joos moved to open the public hearing for alleged tobacco license violation of Tony's Super Mercado Inc., 123 West Second Avenue. Motion carried 5-0. Mayor Schmitt asked if the licensee would like to comment. Fidelia Morales, the owner of Tony's Super Mercado, addressed the Council regarding the alleged tobacco violation. Ms. Morales stated that all of the employees are trained not to sell tobacco to minors and also sign off that they have been trained. Ms. Morales did state that the employee who sold the tobacco to a minor no longer works at Tony's Super Mercado. Ms. Morales did admit that the violation occurred. Lehman/Joos moved to impose the $200.00 fine and suspend the two-day suspension for Tony's Super Mercado, 123 West Second Avenue, since they do not have a tobacco license at this time. Discussion followed. Cncl. Joos stated that he spoke to the owner's of Tony's Super Mercado prior to the Council Meeting. Cncl. Joos stated that the owners have the intension of reinstating their tobacco license. Cncl. Joos stated that he thought it was important for Council to know this information. Cncl. Joos stated that the Council should impose the $200 fine but if there is a second violation within a year the suspension of tobacco license would be imposed on top of the second offense violations. Mayor Schmitt asked for a vote on the motion. Motion carried 5-0. Menden/Clay moved to open the public hearing on revising the building permit fees. Motion carried 5-0. Mr. Leek asked Council to consider two revisions to the recently adopted 2007 fee schedule. The first relates to commercial plumbing permits and the second relates to residential finish permits. Mr. Leek stated that neither of these revisions are new construction building permits and relate specifically to commercial plumbing permits and to the valuation of residential square footage costs for finishes. Mr. Leek said that these changes do not have an impact on the permit fees set for new construction for residential or commercial. Mr. Leek also stated that he is not asking for a change in the numbers instead there is a slight change in the language because the building official thought it was unclear. Official Proceedings of the January 16,2007 Shakopee City Council Page -4- Cncl. Lehman asked if applying the proposed change to an average house if it would effect the estimated mark value that the Assessors Office determines. Mr. Leek stated that this is only used for valuing the work done under the permit and is not done to value the property. Mayor Schmitt asked if there was anyone in the audience that wished to comment during the public hearing. No one responded. Menden/Joos moved to close the public hearing. Motion carried 5-0. Clay/Menden offered Ordinance No. 776, an Ordinance of the City of Shako pee Amending the City's 2007 Fee Schedule to implement changed building permit fees for commercial plumbing permits and residential finish permits. Motion carried 5-0. Mayor Schmitt asked for the Liaison Reports from Council members. Cncl' Lehman had nothing to report. Cncl. Joos stated he attended the Shakopee Public Utility Commission (SPUC) meeting. Cncl. Joos stated he gave Mr. McNeill a letter from SPUC asking for a change in their compensation for their presence at meetings and the letter justifies some of the additional costs. Cncl. Joos stated that the letter reflects additional compensation by the SPUC president because of the time commitment to attend the Minnesota Municipal Utility Association (MMUA). Cncl' Joos also stated that Shakopee is the single largest purchaser of power from the MMUA. Cncl. Joos also said that SPUC sent two technicians and a truck to Missouri to aid with restoring power after the ice storm. Cncl' Menden and Cncl. Clay had nothing to report. Menden/Clay moved to recess for the Economic Development Authority Meeting. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 7:30 p.m. Mr. McNeill spoke regarding the purchase of equipment from Clarity Audio Video Systems for the amount of $9,000.00 and from Lyalcom for the price of$8,981.50 utilizing funds from the 2006 budget. Mr. McNeill also addressed Council's authorization for quotes to be taken for the second phase of an audio-video system upgrade for Station 51 TrainingIMeeting Room. Cncl. Lehman asked if the Fire Arms Training and Safety (FATS) program that will be at the joint training facility in Jordan could be used instead of, or to enhance the training scenarios at the fire training room. Mr. McNeill stated he spoke to Joint Regional Training Facility Coordinator Rob Boe. Mr. Boe stated that it is possible but didn't know all of the possibilities that FATS offers. Mr. McNeill stated that Mr. Boe would get more information and report back to Mr. McNeill. Mr. McNeill stated that in talking with Chief Schwaesdall much of the training is not going to be something Official Proceedings of the January 16, 2007 Shakopee City Council Page -5- that the FATS simulator would be able to assist them in doing such as Fire Fighter One training, First Aid, etc. Cncl. Joos asked ifthere was more than one estimate for the equipment. Cncl. Joos stated he was concerned about only having one quote. Mr. McNeill stated that the quote from Lyalcom Inc. is the only quote received. Mr. McNeill stated that at the last meeting Chief Schwaesdall stated that the equipment was quoted below market value because the vendor wants to use the system as a model for other bidders. Cncl. Menden asked Mr. McNeill how the numbers for the equipment being purchased from the 2006 budget reflect in the money that is left in the Fire Department. Mr. McNeill asked Greg V oxland, Finance Director, ifhe had information on year-end balances for individual departments. Mr. Voxland stated that the Fire Department is at 95% of their budget for 2006. Mr. Voxland stated that the remaining budget is $76,000. Mr. Voxland did state that the City is still paying bills for 2006. Cncl. Joos stated that the difficulty he is having is that this was not a budgeted item. Cncl. Joos stated that he doesn't want people to get the impression that because they are under budget that they can get other things to spend their money on. Cncl. Joos emphasized that the budgeting process is for items that are needed and not what's wanted. Mayor Schmitt stated that the equipment being purchased from the 2006 budget and the authorization for quotes for audio visual improvements for 2007 seems to be part of a $35,000 facility improvement for the training room at the Fire Department. Rick Coleman, Assistant Fire Chief, stated that the two current video projectors are inoperable and need to be replaced. Mayor Schmitt stated that the entire project should be looked at as a capital improvement project. Mayor Schmitt also stated that the Telecommunications Advisory Commission should be asked if they want to participate in this which means the money wouldn't have to come out of the fire department budget. encl. 100s asked about the water damage to the original screen that was installed at the time of the construction of Station 51. Cncl. Joos stated that if the screen is being replaced he would like it insured that it will not sustain the same damage as the old one did. Assistant Chief Coleman stated that the roof leak has been repaired. Cncl. Lehman wanted to vouch that the video projector used at the SERT training was inoperable. Cncl. Lehman stated he attended the training and the video equipment locked up and then started over again and was difficult to view. encl. Lehman asked Mr. V oxland if there was an invoice from Clarity Audio Video Systems in the amount of $9,000. Mr. V oxland stated that there is an invoice but he does not feel it is an acceptable invoice because there is not enough detail in it and has requested a more detailed InVOIce. Official Proceedings of the January 16,2007 Shakopee City Council Page -6- Lehman/Joos moved to table the invoices for Clarity Audio Video Systems and Lyalcom as well as the authorization for the second phase of an audio video system upgrade at Station 51 to January 23,2007. Motion carried 5-0. Mr. Leek presented Council with the Appeal of the Board of Adjustment and Appeals Determination on Signage located at the new High School on 1 ih Avenue. Mr. Leek stated that the District had originally planned for the new sign to be closer to the High School but has also considered putting the new sign at the comer of CSAH 79 and 17th Avenue. Mr. Leek stated that ISD 720 filed an appeal ofthe Board of Adjustment and Appeals (BOAA) decision concerning a variance to allow signage with a scrolling message board. Mr. Leek stated that the BOAA denied the request for variance, determining that the request did not meet all of the criteria required for granting the variance. Mr. Leek said ISD 720 has noted in the appeal application that without the variance that the sign does not meet the needs of the school district. Mr. Leek also said that ISD 720 further notes that the sign would be similar in nature to the sign at the existing High School. Mr. Leek pointed out that the current sign at the High School no longer complies with the current ordinance requirements. Cncl. Clay opposes flashing and scrolling signs and supports the BOAA's decision. He feels flashing and scrolling signs are a distraction to drivers. Cncl. Clay also asked if the current sign at the High School could be decommissioned. Mr. Leek stated that the current sign still falls under the old ordinance and is in compliance and the BOAA would probably not look at decommissioning the current sign. Cncl. Lehman feels the current sign at the High School is a benefit to the community. Cncl. Lehman also expressed his desire to have the sign placed closer to the new High School and not at the comer of CSAH 79 and 17th Avenue. Mayor Schmitt asked the School Superintendent, Jon McBroom if he wished to speak to Council. Mr. McBroom stated that he is in support of the School District's request to have a variance that would allow a second sign to promote communication from the School District to members of the community regarding School District activities and community activities as well. Mr. McBroom stated that on the original agreement on the current sign the District displays community events as well. Mr. McBroom stated that the District originally planned to put the sign in front of the new High School, however, after School Board discussions and the decision to appeal the BOAA there was discussion about placing the sign at the comer of CSAH 79 and 17th A venue due to more exposure at that intersection. Cncl. Clay asked Mr. McBroom if it's possible to put the messages that would appear on the current sign on the District website. Mr. McBroom stated that the School District's Communication committee works hard at trying to figure out ways to reach all segments of the community. Mr. McBroom stated that the School Board believes that the current signage reaches people who may not have access to the web on a regular basis. Cncl. Joos feels that the BOAA's decision to deny a new sign is correct. Cncl. Joos pointed out that if the current sign becomes damaged or inoperable it would have to be replaced with a sign Official Proceedings of the January 16, 2007 Shakopee City Council Page -7- that falls under the current sign ordinance. Cncl. Joos would like to see the Council uphold the BOAA's decision. Cncl. Joos stated that to accommodate the school district there should be a text amendment to the current ordinance which would allow the School District to have conforming signs at both schools. Mr. Leek suggested that the Council ask Mr. McBroom to extend the appeal time in order for the City to create a text amendment. Mr. Leek explained if the Council upholds the BOAA's decision it binds the Council to that decision even if the text amendment couldn't pass. Mr. McBroom stated that he would grant the time extension for the appeal. Mr. McBroom stated that the School District does have some latitude with regard to the sign and does not have an impending deadline that would force speeding the process. Lehman/Menden moved to extend the appeal at the request of Superintendent McBroom and direct staff to bring back the sign variance of ISD 720 along with a text amendment to the city code after the Planning Commission hearing process. Motion carried 5-0. Mr. Bruce Kimmel with Springsted Inc. presented Council with A warding Sale of 2007 A General Obligation Improvement Bonds. Mr. Kimmel stated that the bonds are $1,370,000. Mr. Kimmel stated that seven bids were turned in. Mr. Kimmel stated that the winning bid went to Cronin & Company, Inc. at an interest rate of3.8614%. Mr. Kimmel also stated that the City of Shako pee has a Moody Rating of Aa3, which is considered a very good credit rating. Lehman/Joos offered Resolution No. 6563, A Resolution Awarding the Sale of$I,370,000 General Obligation Improvement Bonds Series 2007 A, Fixing Their Form and Specifications; Directing Their Execution And Delivery; and Providing For Their Payment, and moved its adoption. Discussion followed. Cncl. Menden asked why the price listed on the Cronin bid is different than the price on the Wells Fargo bid. Cnc1. Menden also asked how that affects the True Interest Rate. Mr. Kimmel stated that the Cronin bid did not take the sales commission or the underwriter's discount that was allowed but they also paid the City an additional $9,000 for the bonds. Mr. Kimmel stated that the price that they are paying for the bonds and the interest rates were factored and calculated the True Interest Rate. Mayor Schmitt asked for a vote on the motion. Motion carried 5-0. Joos/Lehman moved to recess for 10 minutes. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 8:45 p.m. Bruce Loney presented Council with the Acceptance of Feasibility Report for Pike Lake Road Improvements from CSAH 16 to 1100 Feet South and Public Road 425 Feet West of Pike Lake Rod to ISD 720 Elementary School Site, Project No. 2007-3. Official Proceedings of the January 16,2007 Shakopee City Council Page -8- Mr. Loney presented Council with the feasibility report prepared by WSB & Associates outlining the project costs, project funding, and assessment for local street equivalent and over sizing costs for the City of Shakopee. Mr. Loney stated that the developer, Tollefson Development, Inc., has requested that this project be reduced in scope as they will not be platting the property in 2007 and wish to minimize their costs on this project. Tollefson has agreed to pick up all assessments, including those on the east side. Cncl. Menden asked if the road is being constructed as a collector road. Mr. Loney stated that the road will be constructed as a collector street at 44 feet wide with no parking and a sidewalk and trail will also be constructed at some point. Menden/Joos offered Resolution No. 6562, A Resolution Accepting a Feasibility Report and Establishing a Public Hearing for February 6, 2007 for the Pike Lake Road Improvements, from CSAH 16 to 1100 Feet South and a Public Road 425 Feet West of Pike Lake Road to LS.D. #720 Elementary School Site, Project No. 2007-3, and moved its adoption. Motion carried 5-0. Michael Leek pr~sented Council with the CSAH 101 Bridge Enhancements. Mr. Leek stated that Staff met with the Scott County staff and their consultant on the project, Boonestroo, Rosene and Anderlik. Mr. Leek also provided the cost estimate which is $124,480.00 which is below the $125,000 amount identified in the CIP. Mr. Leek also showed Council graphics that depict the enhancements. Cncl. Lehman asked Mr. Leek ifthe anti-graffiti coating on the estimate includes the area underneath the bridge. Mr. Leek stated the estimate does not include the area under the bridge. Joos/Lehman moved to direct staffto inform Scott County that is wishes to proceed with the CSAH 101 ~ridge enhancements as depicted in the attachments to Mr. Leek's memo dated January 16, 2007. Also, any monies that we would allocate to entrance monuments could go toward providing additional funding if it exceeds the budgeted amount. Discussion followed. Mayor Schmitt stated that he disagrees with putting Welcome To Shakopee on the monuments because the bridge is two miles inside the Shakopee boarder. Cncl. Joos agrees with Mayor Schmitt that larger monuments need to be placed at the City's boarders but states it would be very expensive. Cncl. Joos feels that the proposed bridge monuments should indicate that anyone visiting the City is entering the downtown area. Mayor Schmitt asked for a vote on the motion. Motion carried 5-0. Mr. Leek presented the Council with the Historic Preservation Advisory Commission (HP AC) Resolution Amendment. Mr. Leek stated that the HP AC is comprised of five members, appointed by the City Council. The Commission has one vacant seat and has an application to fill that seat. Mr. Leek stated that the applicant lives just outside the city limits in Jackson Township. Mr. Leek stated that the resolution that establishes the Commission includes a condition that the representatives live in the community meaning the City of Shakopee. Mr. Leek stated that the residency criteria for HP AC is vague and clarification needs to be more specific. Official Proceedings of the January 16,2007 Shakopee City Council Page -9- Cncl. Lehman stated other Commissions within the City do not allow township residents to be members. Mr. McNeill stated that each Commission is different for example the Park Board states a Park Board Member residency is defined by school district boundaries or neighboring township because they receive recreation services from the City. Joos/Menden offered Resolution No. 6561, a Resolution Amending the Historic Preservation Advisory Commission residency criteria to clarify the residency location of the Commissioners, and moved its adoption. Motion carried 4-1 with Cncl. Lehman dissenting. Mr. McNeill presented Council with a Council Workshop date of April 24, 2007. Mr. McNeill stated that the City is currently in the process of updating several components of its comprehensive plan, to meet a 2008 submission date. Mr. McNeill stated that there is a need to discuss some of the issues and a workshop needs to be held in conjunction with Louisville and Jackson Township. Menden/Joos moved to designate a workshop for comprehensive plan update discussion to be held Tuesday, April 24, 2007 at 6:30 p.m. Motion carried 5-0. Mayor Schmitt asked if there were any Council concerns. Cncl. Menden asked how many times a person can ask for a continuation of a public hearing. Cncl.Menden was asking the question because the vacation of the easement at 590 Citation Drive has been continued over the last three City Council meetings. Mr. Thomson stated that it is the Council's discretion as to how often the Council allows the applicant to table the public hearing. Mr. McNeill asked if Council would like staff to advise the applicant that there will be no more extensions granted after the February 6, 2007 meeting. Council agreed to direct staff to notify the applicant that no more extensions will be granted. Joos/Menden moved to adjourn to Tuesday, January 23,2007, at 6:30 p.m. Motion Carried 5-0. The Council meeting ended at 9:21 p.m. on January 16,2007. ~~,~ ~th S. Cox ity Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JANUARY 23,2007 Mayor John Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Terry Joos, and Steve Menden present. Council Member Matt Lehman at 8:00 p.m.. Also present were Mark McNeill, City Administrator; R. Michael Leek, Community Development Director; Mark Themig, Parks Recreation and Facilities Director; Bruce Loney, City Engineer! Public Works Director; Judith S. Cox, City Clerk; Michael Hullander, Public Works Supervisor; and Duane Toenyan, Facilities Maintenance Worker. Mayor Schmitt asked ifthere were any additions or deletions to the agenda. Mark McNeill stated that there were no additions or deletions. Joos/Clay moved to approve the agenda. Motion carried 4-0. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda as published. No additions or deletions were made. Joos/Menden moved to approve the Consent Agenda. Motion carried 4-0. Joos/Menden moved to approve the applications and grant temporary on-sale liquor licenses to the Church of St. Marks, 350 South Atwood Street, for February 10, 2007 and July 28 and 29, 2007, conditioned upon meeting all licensing requirements. (Motion carried under the Consent Agenda) Mark McNeill introduced to Council Tom McDowell, Alex Meyer, Denis Hahn, and Kathy Dummer from Three Rivers Park District (TRPD). Mr. McNeill stated that TRPD will do a presentation relating to Murphy's Landing. Tom McDowell, Director of Programs and Facility Services for TRPD presented Council with a presentation of Historic Murphy's Landing (HML). Mr. McDowell gave a brief background overview of how TRPD acquired HML in 2002. Mr. McDowell stated that the acquisition of HML is a three way agreement between TRPD, the City of Shako pee, and Minnesota Valley Restoration Project. Denis Hahn, Outdoor Education Manager for TRPD in charge of Special Facilities for HML, presented Council with a presentation of the Concept Master Plan of HML. Mr. Hahn stated that the main considerations ofthe plan for HML were as follows: . move the primary entrance from the east end of the site to the west end of the site . design a new visitor's center . reshape the village . create and interpretive opportunity around Murphy's Inn . preserve/restore buildings . protect Native American burial grounds . add an education facility . add a restaurant and lodging facilities . add public amenities Official Proceedings of the January 23,2007 Shakopee City Council Page -2- . create a looping trail system . rename Historic Murphy's Landing to The Landing Mr. Hahn also discussed the assessment of the facilities and buildings within HML. Mr. Hahn stated that from 2004 to 2006 TRPD has spent $400,000 on restoration and rehabilitation of a number of the buildings at HML. Kathy Dummer, History Center Supervisor for HML presented Council with the educational programs being offered at HML. Ms. Dummer said that school groups and scheduled groups are a big part of the operation at HML. Ms. Dummer said that the education provided to these groups focuses on Minnesota history in the 1800's. Ms. Dummer discussed the activities that occur during the summer months. Ms. Dummer stated that staff is in costume depicting live as it was in the 1800' s. Ms. Dummer stated that there is a horse drawn trolley service that takes guests from the entrance to the village. Ms. Dummer also said that HML also offers specialty events such as summer camp, a Father's Day event as well as historic meals or dinners. Ms. Dummer said that HML also provides rental of the property for company events or weddings. Alex Meyer, Project Manager for the Murphy's Landing Project, presented Council with the planning process of HML. Mr. Meyer stated that authorization was given in the fall of2005 to take the Concept Master Plan and creating a Development Plan. The design team consisted of TRPD staff, SRF Consulting Group and also the 106 Group who did the original work on the Concept Master Plan. Mr. Meyer stated that in December 2006 the Development Plan was approved. Mr. Meyer said that the Development Plan provides the future physical development at HML, identifies the site issues, constraints, needs and challenges. Cncl. Lehman arrived at 8:00 p.m. Mr. McDowell discussed the project phasing diagram and the estimated cost range to be between $13,000,000 to $16,000,000 and years to complete. Mr. McDowell discussed phase one which consists of the utilities and infrastructure. Phase two will be developing the program and the facility. Phase three is the recreated river town. Mr. McDowell responded to questions. Mark Themig, Parks, Recreation, and Facilities Director, presented Council with the 200 Levee Drive Lease. Mr. Themig introduced the following people who would also be speaking or answering questions regarding the lease. They are Joan Lynch from Scott, Carver, Dakota CAP Agency, Denise Loesch, Site Manager for the Nutrition Program in Scott and Carver County, Duane Toenyan, Facility Maintenance, and Brad Eller, Coordinator for the Youth, Teens, and Senior Programs. Mr. Themig said that in 1979 the City entered into a lease with 200 Levee Drive Associates, L TD for use of approximately 2,343 square feet of the building. The lease was intended to provide meals and activity space for senior citizens and older active adults. Official Proceedings of the January 23,2007 Shakopee City Council Page -3- Mr. Themig stated that the leased space includes a general meeting/dining space for approximately 60, a commercial kitchen, restrooms, a small office area, and a separate entrance. Mr. Themig also said the space is open 24/7 for residents of the building. Mr. Themig said some kitchen equipment is part of the building and owned by the leassor (garbage disposal, air exchangers, etc.), and some kitchen equipment is owned by the CAP Agency (stove, pots and pans, etc.). Mr. Themig said the current rent is $1,785/month ($0.76/sq ft), or $21,420 per year. The permitted uses are for the meeting center for arts and crafts for senior citizens; meal program for senior citizens and tenants of the building can use the space if not being used by the City or partner organizations. Mr. Themig said the building owner provides heat, water, and sanitary sewer, but the City is charged 4.62% of the owner's total cost for the utilities. The city pays for electric and natural gas for stoves, which are metered separately. Mr. Themig also said the total annual City utility costs are approximately $2,600. Mr. Themig then discussed maintenance and repair. Mr. Themig said the city is responsible for ongoing trash removal, extermination services, maintenance, repair and replacement of equipment, restrooms, heating and ventilation equipment, light fixtures, and light bulbs. Mr. Themig said the City is responsible for general upkeep, including repainting, floor and carpet replacement and the owner is responsible for the structure. The City's annual maintenance costs are approximately $8,000 to $11,000. Mr. Themig stated that it cost the City $37,826 in 2005 to lease, maintain, and operate this space. Mr. Themig stated that there are three options to move forward: 1. Continue use of the space and renegotiate a lease. If the lease is continued there are several upgrades that are needed that would be the City's costs. 2. Search for a different facility. 3. Terminate the lease and discontinue the nutrition program. Joan Lynch discussed with Council the nutrition program provided at this facility. Ms. Lynch stated that the program is the service of a Title In Elder American's Act which is a federal program. Ms. Lynch also stated that there is also state funding that is put into this program. The targeted population is low-income seniors. Ms. Lynch stated that it is the CAP Agency's desire to stay in the current facility but that the facility needs to be upgraded. Ms. Lynch is concerned that if a new site was chosen that many of the low income elderly who live at 200 Levee Drive would not choose to be transported during the winter months. All of the Council members agreed that the Congregate Dinning is a great program and should be continued. All Council members also agreed that the lease should be re-negotiated to continue the program. They also feel there should be more of an effort to promote the program through marketing strategies. Joos/Menden moved to direct staff to enter into re-negotiation of the current contract with 200 Levee Drive Associates, develop a budget process to make the improvements needed in the Official Proceedings of the January 23, 2007 Shakopee City Council Page -4- future as well as a budget amendment to identify and take care of immediate problems and to look at other alternative sites. Discussion followed. Cncl. Menden does not want a lot of money put into the building if the City is unable to renegotiate a new contract. Cncl. Menden asked Mr. Themig if there were any repairs that need to happen immediately. Mr. Themig stated that the air exchanger needs to be replaced as soon as possible. Mayor Schmitt asked for a vote on the motion. Motion carried 5-0. LehmanlMenden moved for a 10 minute recess. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 9:10 p.m. Mr. McNeill asked that the Fire Department Audio Visual Purchases be taken offthe table for a brief discussion. Clay/Joos moved to take off the table the Fire Department AudioVisual Purchases. Motion carried 5-0. Mr. McNeill said that what Chief Schwaesdell and Mr. McNeill are proposing to do is rather than look at the two proposals presented to Council in previous meetings is to include that into a single package to update the audio/visual equipment at Station 51. The estimated cost is approximately $35,000.00. The money for that purchase would come from the 2007 Fire Department Budget and there would not be a budget amendment necessary. Mr. McNeill also said that the Telecommunications Coordinator, John Peterson, would work together with Chief Schwaesdell to put together specs that could be competitively quoted. It would then be brought before Council as an entire package. LehmanlMenden moved to direct staff to package the audio/visual purchases as a package out of the 2007 Fire Training Budget and bring it to Council. Discussion followed. Cncl. Lehman asked ifthere has been any discussion with Telecommunications about funding some ofthis project. Mr. McNeill stated that Telecommunications would probably not be interested in funding any of the project. Mayor Schmitt asked for a vote on the motion. Motion carried 5-0. Mr. Loney presented Council with updates on the Fleet Management Program, GIS/AMS Program and an Easement Encroachment Plan. Mr. Loney stated that Mike Hullander, Public Works Supervisor & Fleet Manager will present Council with the Fleet Management Program. Mr. Hullander stated that he and Gene Jeurissen, Public Works Mechanic, and Lisa Jeurissen, Public Works Secretary have been working extensively the past months to input the data for the "Fleet Controller" software program. Information has been entered for the City's vehicles and equipment, vehicle type codes, category/maintenance codes, vendors and incorporating repair orders to be entered into the system. Official Proceedings of the January 23,2007 Shakopee City Council Page -5- Mr. Hullander discussed the Fuel System and stated the City is now a fuel supplier for the County. Mr. Hullander stated that the following governmental bodies are currently using the Fuel System: . 60 licensed Scott County vehicles . 93 City vehicles (173 including other equipment pieces) . 24 SPUC vehicles . 6 School District vehicles Mr. Hullander stated that it was very time consuming to enter all ofthe data needed to prepare the system for use. Mr. Hullander stated that the data included vehicle type, category, and maintenance codes, employee codes, vendor information, and part stock numbers. Mr. Hullander showed Council the repair orders now being used by Public Works staff and discussed the process of entering the information into the system. He also provided examples of reports that can be pulled from the Fuel System. Mr. Hullander stated that when the Fuel System is running at full capacity the data will provide management with the ability to measure overall fleet department performance. Mr. Loney presented John Mackiewicz ofWSB & Associates who will present Council with the Geographic Information System (GIS) and Computerized Maintenance Management System (CMMS). Mr. Mackiewicz discussed the benefits in having a CMMS system such as helping managing maintenance activities, reducing liability and exposure, improving community safety, extending the life of infrastructure, and reducing the labor and time required to plan and carry out maintenance activities. Mr. Mackiewicz said that once the CMMS system is up and running there is a number of questions you can ask the system to query. Mr. Mackiewicz listed a few ideas staff came up with that a person could query on the CMMS system such as: what utility structures should have maintenance performed on them yearly; generate a map quickly, what is the cost to maintain a park which would include the materials used, equipment used, and the labor. Mr. Mackiewicz said that there are three components for a successful system and they are the work management aspects of the Public Works Department, the inventory management and the GIS data management. Mr. Mackiewicz stated it is important to have all three components on one centralized database. Mr. Mackiewicz stated that the following steps were used to plan the implementation of the CMMS system: . User needs . Identify required data . Software and data sources . Hardware . Establishing a timeline . Implementing the and a budget system tool procedures . Pilot project . System management . Evaluation Official Proceedings of the January 23, 2007 Shakopee City Council Page -6- Bruce Loney stated with the CMMS system the City will be improving efficiency and will be more effective in delivering services. Mr. Loney stated that it will take approximately two to three years to see the entire benefit of the system. Mr. Loney advised Council that a GIS Technician will be hired as a City employee to continue with the CMMS system. Bruce Loney presented Council with the Easement Management Plan. Mr. Loney said the City is experiencing problems with residents placing encroachments in City easements which affect the ingress or egress and the repair and replacement for Public Works maintenance activities. Mr. Loney said staffhas been researching this issue and found information from other Cities that have been proactive in this issue. , Mr. Loney said that staff believes the current ordinance needs to be revised to be more current and have more clarity on easement encroachment. Mr. Loney also recommended a fence permit procedure to review and to catch possible problems before installation. Mr. Loney provided pictures of easement encroachments. Mr. Loney said that by implementing these changes, staff believes better compliance will be achieved in new housing. For existing residences, easements that are needed for public works maintenance activity will be identified and have owners contacted prior to the work being done. If voluntary compliance is not achieved, police enforcement would then be necessary. All Council members agree that a revision to the current easement ordinance needs to happen; adopting a fence permit procedure, an education program on easement encroachments needs to be developed as well as an enforcement program on easement encroachments. Mr. Loney said that he will be presenting Council at a later date a revised easement ordinance and fence permit procedures. Menden/Joos moved to adjourn to Tuesday, January 30, 2007 at 6:30 p.m. Motion carried 5-0. The Council meeting ended at 10:40 p.m. on January 23,2007. Jjl~ ; Ctp l1dith S. Cox City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JANUARY 30, 2007 Mayor John Schmitt called the meeting to order at 6:45 p.m. with Council members Terry Joos, Matt Lehman, Steve Clay and Steve Menden present. Staff present: Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Judith S. Cox, City Clerk; Gregg V oxland, Finance Director; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer; Dan Hughes, Chief of Police; Mark Themig, Park, Recreation and Facilities Director; Craig Robson, Police Captain; and Tom Pitchneider, Fire Inspector (at 6:50 p.m.). The meeting took place in the police training room, 475 Gorman Street. This was a brainstorming session of the City Council. Council members identified items that they wished to discuss. After identifying 23 items, each Council member spoke briefly on each. 1. Meeting Procedures/Process - discussion on possible ways to improve meetings. 2. Community Center - discussion included lighting, maintenance, expansion. 3. Louisville Township Planning and Future Development - discussion on working with Louisville Township on the T.H. 41 Minnesota River Crossing. 4. Establishment of a Human Rights Commission - discussion combining this with a Housing Commission to insure safe and livable housing. 5. Rental Housing Inspection Program - discussion on licensing rental units. 6. Mobile Home Parks - discussion on the manufactured housing units and duration, opening and closing parks and city involvement. 7. Future elementary School Site - update on status of school site search by the school district. 8. Infrastructure Fees - discussion on fees for infrastructure when there is leap frog development. 9. Grant Writer - discussion on the desirability of having an employee specifically to write grants. Council members took a 10 minute break at 8:30 p.m. 10. First Avenue/Bluff Street - discussion on improvements to.and development in these areas including to the city limits south on CR 69; and, providing commercial amenities for senior downtown housing occupants. 11. CR 69/Hwy 169 - it was noted that improvements are needed at this intersection to reduce accidents. Official Proceedings of the January 30, 2007 Shakopee City Council Page 2. 12. Fire Department - discussion on hiring full time administrative staff and the need to develop a long range plan. 13. SMSC - discussion on the need to work together and how to encourage communication. 14. Shakopee Public Utilities Commission - discussion on the annual contribution to City, water looping policy and that some residents do not understand that SPUC is separate from the City. 15. Housing ~ affordability, senior citizens, lot sizes, staged growth - Discussion on providing affordable housing for the four life changes of senior citizens and providing housing near needed commercial amenities. 16. Boards and Commissions - tasks and compensation - discussion on recruitment, qualifications for appointment, and staying on task within a given board or commission. 17. Reconnecting the Lakes - noted it would be nice to connect the three lakes (O'Dowd, Thole, and Schneider), but not practical. 18. Improve Operating Efficiencies - discussion on how can the City be more efficient so as to keep the tax rate down. 19. Senior Issues - noted that the City needs to deal with congregate dining space. 20. Lifestyle/Futures - walkability and accessibility for seniors was noted. 21. Lobbying and Interaction with Legislators - discussion on ways to share City issues with our legislators. 22. Encourage Volunteerism/Civic Engagement - See #16 regarding Boards and Commissions. 23. Communications/Public - discussion on ways to inform the public on City issues. The meeting focused on a brief discussion of the items identified by Council members and no actions were taken. Clay/Lehman moved to adjourn. Motion carried 5-0. The meeting adjourned at 10:02 p.m. W~:. Gf City Clerk