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HomeMy WebLinkAbout5.F.2. Approval of Minutes: February 20, 2007 and March 06, 2007 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA FEBRUARY 20,2007 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; Kris Wilson, Assistant City Administrator; Judith S. Cox, City Clerk; Michael Leek, Community Development Director; Bruce Loney, Public Works Director/ City Engineering; and Gregg Voxland, Finance Director. The Pledge of Allegiance was recited. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill stated that 13.F.1, Authorization for Additional Expenditure Related to Key Card Access System for City Hall, has been added. Clay/Joos moved to approve the agenda as amended. Motion carried 5-0. Mayor Schmitt gave the Mayor's Report. Mayor Schmitt stated he attended the opening of the Prior Lake City Hall grand opening. Mayor Schmitt said he also attended the transportation forum last week at the Savage City Hall. He said there wasn't much new to report about the meeting. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda as published. Mr. McNeill stated that with approval he would like to remove 5.B.2, Approving Plans for Pike Lake Road from CSAH 16 to 1100 Feet South ofCSAH 16, Project No. 2007-3; 5.BA, City Hall Parking Lot Bituminous Overlay/Reconstruction; and 5.F.5, Bids for land sale north of the Library. Mayor Schmitt also wanted 5.B.6, Proposed Assessments for 2007 Street . Reconstruction Project, Project No. 2007-2, removed. Cncl. Lehman asked that 5.B.5, Approving Revised City of Shakopee Specifications and Standard Detail Plates for Street & Utility Construction be removed also. Lehman/Menden moved to approve the Consent Agenda as modified. Mr. McNeill read the consent business. Motion carried 5-0. Lehman/Menden moved to approve the Stipulation of Settlement as to Parcel No.5 for City Shakopee Road Right-of-Way Plat No.3 with Mark D. Saliterman for 1 ih Avenus Right-of- Way. (Motion carried under the Consent Agenda) LehmanlMenden moved to authorize staff to purchase a new Bobcat S-185 from Lano Equipment Inc. for the price of $26,565.00 with the funds to be expended from the Internal Service Equipment Fund. State Contract #435752. (Motion carried under the Consent Agenda) Lehman/Menden moved to authorize the appropriate City staff to enter into the grant agreement with the Minnesota State Patrol for the project entitled Operation NightCap during the period from October 1,2006 to September 30,2007 for the amount awarded by the Minnesota State Patrol. (Motion carried under the Consent Agenda) Official Proceedings of the February 20,2007 Shakopee City Council Page -2- Lehman/Menden moved to authorize the Finance Director to endorse checks issued in memory of the late Sergeant Kenneth Hanel - Retire, for deposit to The Law Enforcement Officers Memorial Scholarship of Scott County. (Motion carried under the Consent Agenda) Lehman/Menden moved to authorize appropriate city officials to enter into agreement with ISD 720 for locating a fiber optic line on the city park land. (Motion carried under the Consent Agenda) Lehman/Menden approved Resolution No. 6585, A Resolution of the City of Shako pee, Minnesota Accepting a Grant from the Minnesota Department of Natural Resources for the Archery Park, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Menden authorized a contract extension with WSB and Associates for design of the Dean Lakes/Southbridge trail bridge in the amount not to exceed $14,520.00. (Motion carried under the Consent Agenda) Lehman/Menden offered Resolution No. 6581, A Resolution of the City of Shako pee, Minnesota, Amending Resolution No. 4213, Adopting a Personnel Handbook, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Menden authorized City employees to participate in the February 26 Red Cross Blood Drive at the Shakopee Community Center, under the conditions outlined in the February 16, 2007 memo from Kris Wilson, Assistant City Administrator. (Motion carried under the Consent Agenda) (CC Document No. 430) Lehman/Menden moved to approve the bills in the amount of $954,674. 16. (Motion carried under the Consent Agenda) Lehman/Menden moved to approve the Council minutes of January 16,2007, January 23, 2007 and January 30, 2007. (Motion carried under the Consent Agenda) Lehman/Menden offered Resolution No. 6364, A Resolution Appointing Individuals To Various Boards and Commissions. (Motion carried under the Consent Agenda) Lehman/Menden moved to authorize appropriate city staff to purchase two new servers and VMwar Virtual Infrastructure software, as described in the February 7, 2007 memo from Carrie Duckett, IT Coordinator, in the amount not to exceed $27,500.00. (Motion carried under the Consent Agenda) (CC Document No. 431) LehmanlMenden moved to accept the resignation of Benjamin Kimball from the Telecommunications Advisory Commission, with regrets. (Motion carried under the Consent Agenda) Lehman/Menden offered Resolution No. 6584, A Resolution Authorizing A Joint Powers Agreement With The University Of Minnesota For Purchasing Contracts, and moved its adoption. (Motion carried under the Consent Agenda) Official Proceedings of the February 20, 2007 Shakopee City Council Page -3- Lehman/Menden moved to endorse the concept of a local transportation sales tax option to be placed on the November, 2008 ballot to be decided by Metropolitan area voters, and, if approved. (Motion carried under the Consent Agenda) Lehman/Menden moved to declare telecommunications equipment identified in the February IS, 2007 memo from John Peterson, Telecommunications Coordinator as surplus property. (Motion carried under the Consent Agenda) (CC Document No. 432) Mayor Schmitt asked if there was anyone in the audience that wished to address an issue that is not on the agenda. Mr. Luis Canchari presented Council with a complaint regarding the Shakopee Police Department. Mr. Canchari stated that he has been charged with domestic assault and malicious punishment of a child and felt that the Police Department is abusing their power by charging him. Mr. Canchari stated that he needs approximately a half hour to explain his case and will arrange it with the City Clerk. Mayor Schmitt suggested setting a meeting with Mr. Canchari, the Mayor, the City Administrator, and another member of the Council to go over the information Mr. Canchari has regarding his complaint. Mr. Canchari agreed. Cncl. Joos stated he would like the City Attorney to also be present at this meeting. Mayor Schmitt disagreed and stated that after the meeting with Mr. Canchari it will be decided what council can deal with and what it cannot deal with. Lehman/Clay moved to open the public hearing to consider the Vacation of a portion of a public easement at 706 7th Avenue West. Motion carried 5-0. Michael Leek presented Council with the vacation of easement at 706 ih Ave. W. Mr. Leek stated that the request is on behalf of Mr. and Mrs. Rodenberg to consider the vacation of a blanket electrical easement. The applicant is requesting the vacation to allow for clear title of the existing structures on the site. Mr. Leek stated that the Planning Commission reviewed the request and approved the vacation at their February 8, 2007 meeting. Cncl. Menden asked why this parcel would have a blanket easement. Mr. Leek stated that in the older parts of Shako pee blanket easements were common in the 1970's and 1980's. Mr. Leek stated that when Shakopee Public Utilities requested an additional easement from the City that a blanket easement was taken by the City for SPUC. Mayor Schmitt asked if anyone in the audience wished to speak on the vacation of easement. No one responded. Joos/Menden moved to close the public hearing. Motion carried 5-0. Clay/Lehman offered Resolution No. 6579, A Resolution Vacating an Easement for Electric Purposes at 706 ih Avenue West, and moved its adoption. Motion carried 5-0. Bruce Loney presented Council with the plans for public improvements to Pike Lake Road, from CSAH 16 to 1100 Feet South ofCSAH 16, Project No. 2007-3. Mr. Loney stated that the Official Proceedings of the February 20, 2007 Shakopee City Council Page -4- improvement project is to construct a collector roadway, as well as extension of sanitary sewer and watermain to serve the new elementary school building in this area and storm sewer to serve Pike Lake road. Mr. Loney said staff has not been able to negotiate a temporary easement with the property owners adjacent to Pike Lake Road. Mr. Loney said the sewer extension to the properties would not be deep enough to serve the area east of Pike Lake Road and north of the Prior Lake Outlet Channel without a lift station. The sanitary sewer main extension was proposed to serve the lots adjacent as an option to serve the property before development occurs to the east. In view of further review of design alternatives, staff believes the sanitary sewer extension can be done further to the south and at a time before Pike Lake Road is reconstructed or the area can be served from a sewer line further to the east of Pike Lake Road. Mr. Loney also stated that the property owners of Lot 4, Block 1, and Meadowbrook have concerns of screening from the new school and street connection. There is no requirement for the City to do screening, but maybe Mr. Wollschlager would do four evergreen trees on their property. Lehman/Joos offered Resolution No. 6580, A Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for Pike Lake Road, from CSAH 16 to 1100 Feet South of CSAH 16, Project No. 2007-3, and moved its adoption. Motion carried 5-0. Menden/Clay offered Resolution 6583, A Resolution Restricting Parking on Pike Lake Road, from CSAH 16 to 1100 Feet South ofCSAH 16, and moved its adoption. Motion carried 5-0. Mr. Loney presented Council with the City Hall Parking Lot Bituminous Overlay/Reconstruction. Mr. Loney stated that the 2007 Capital Improvement Program (CIP) includes $75,000.00 for the bituminous overlay/reconstruction of the City Hall parking lot. Mr. Loney said that staff recommends replacing some of the concrete around the building to improve handicap accessibility. Cncl. Menden asked if staff looked at the possibility of incorporating some type of pervious concrete or pervious asphalt in the design. Mr. Loney stated that a lot of corrective work would need to be done such as the infiltration basin beneath the pavement. Mr. Loney said it would be a major project to incorporate a pervious surface but he would gather information and present it to Council. Lehman/Clay ordered staff to prepare plans and specifications for the City Hall parking lot bituminous overlay/reconstruction. Also, to have staff provide information about pervious overlays and include the information in Council packets. Motion carried 5-0. Mr. Loney presented Council with the revised City of Shakopee Specification and Standard Detail Plates for Street & Utility Construction. Mr. Loney said a majority of the revisions were related to increased erosion control requirements. Mr. Loney also said that staff recommends that specifications and detail plates be Official Proceedings of the February 20,2007 Shakopee City Council Page -5- reviewed on an annual basis to incorporate new changes in current standards and technology for construction of public infrastructure. Cncl. Lehman stated he asked for this item to be removed from the Consent Agenda because he did not have the additional information on the revised specifications. Lehman/Menden moved to table Resolution No. 6586, Adopting Standard Specifications and Standard Detail Plates for Street and Utility Construction, until the March 06, 2007 meeting. Motion carried 5-0. Mr. Loney presented Council with the Proposed Assessments for the 2007 Street Reconstruction Project, Project No. 2007-2. Mr. Loney stated that on March 06, 2007, the City Council will hold a public hearing for the 2007 Street Reconstruction Project. The feasibility study proposes to assess corner lots for a half lot for each abutting street being reconstructed. Mr. Loney stated that he anticipates some opposition to this from the corner lot residents on 4th Avenue and Spencer Street that were charged for a full lot in 1993 for the reconstruction of 4th Avenue and Spencer Street. Mr. Loney stated that Council faced a similar situation last year for a Bituminous Overlay Project. In that situation, Council chose to credit corner lots for half of an assessment paid for on a project nine years earlier. Mr. Loney stated that the recommendation by staffis to go with a credit ifthe project was less than 15 years old. Cncl. Clay asked if the adjustment reflects inflation since it was originally paid. Mr. Loney stated that it could be done. Lehman/Clay moved to direct staff to gather information regarding the cost of assessing half an assessment for corner lots and crediting the property, if charged more than a half lot assessment for a project less than 15 years old, with inflation included and bring it back to Council at a later date for the 2007 Street Reconstruction Project, Project No. 2007-2. Motion carried 5-0. Gregg V oxland presented Council with the bids for land sale north of the Library. Mr. V oxland stated that Council had declared surplus a triangle shaped parcel of land north of the library. The parcel is old railroad right of way and the adjacent property owner has been using the parcel for parking without a lease or easement from the city. Mr. V ox land said that notification was sent to Mr. Topic, which was listed on the City records as being the owner of the adjacent parcel, and to Dr. McGraw. Mr. Voxland stated that the City database did not have accurate information and the notice mailed to Mr. Topic was forwarded by him to the current owner, Mr. Breding. Mr. Voxland said that the County Assessor valued the parcel at $12,900.00. Because the parcel is more than $5,000.00, City Code requires bids for the sale of the parcel. Mr. Voxland stated that two bids were received, one for $324.07 from Ultrawave Properties, LLC and one for $60,000.00 from MMCD Properties. Robb Breding, 2435 Cambridge Way, Shakopee, addressed the Council on this issue. Mr. Breding stated he is the building owner at 205 Lewis St. which is adjacent to the City property in question. Mr. Breding stated that since the original notice was sent to Mr. Topic initially, he Official Proceedings of the February 20,2007 Shakopee City Council Page -6- feels he and his partner did not have adequate time to make a decision about the property in question. Mr. Breding stated that he was not aware that Dr. McGraw had contacted the City about any available property. Mr. Breding stated that Dr. McGraw is a tenant in his building and they are currently in lease negotiations. Mr. Breding said he would like Council to reject the bids and reconsider because he didn't feel that he had a fair chance at making an acceptable bid. Mayor Schmitt asked Mr. Thomson, the City Attorney, what the Council's options are in the situation. Mr. Thomson stated the Council has the option to accept the bids because all of the legal requirements were met or reject the bids. He said that the Council has a lot of discretion on how to go. The parcel can be rebid; the Council is not obligated to accept the bid because all legal requirements have been met. Cncl. Lehman feels uncomfortable about the situation because both the bids are unreasonable and there is a possibility that the parcel may not be buildable. Mayor Schmitt stated that the City put up the parcel for bids but did not state that the parcel was buildable. Cncl. Clay asked if the City were to accept thebid by MMCD for $60,000, what kind of down payment would be required to secure the bid. Mr. Thomson said there are no bid bonds on this parcel so a purchase agreement would need to be drawn up. Mr. Thomson said that the Council has the option to table the matter for two weeks. During that time a purchase agreement would be drawn up with a required down payment and a statement that the City is not guaranteeing that the parcel is buildable. Mr. Thomson said that ifMMCD didn't agree with the purchase agreement then the Council has the option to re-bid the parcel. Menden/Joos moved to direct staff to draft a purchase agreement for the land north of the library requiring a down payment and a statement in the agreement that the City is not guaranteeing that parcel is buildable. When the purchase agreement has been signed by MMCD Properties, bring it back for Council approval on March 6, 2007. Motion carried 4-1 with Cnc1. Lehman dissenting. Mayor Schmitt asked for Council Liaison reports. Cnc1. Clay had nothing to report. Cnc1. Menden attended a school board meeting in which demographic boundaries were discussed. Cncl. Menden feels that the planning department would benefit from using the demographic information the School District has gathered. Cncl. Joos said he attended the Shakopee Utility Commission meeting. Cncl. Joos said that SPUC is trying to identify sites that could have wind generation installed. Cncl. Lehman had nothing to report. Menden/Lehman moved to recess for an Economic Development Authority meeting at 8:15 p.m. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 8:35 p.m. Lehman/Menden moved for a five minute recess. Motion carried 5-0. Official Proceedings of the February 20,2007 Shakopee City Council Page -7- Mayor Schmitt re-convened the meeting at 8:45 p.m. Kris Wilson presented Council with the Authorization for Additional Expenditure Related to Key Card Access System for City Hall. Ms. Wilson reported that a new key card access system for City Hall is currently in the process of being installed. One of the goals with the system is to control public access to particular portions of the building during evening meetings. Ms. Wilson said that due to the layout of the building, access to the basement has to be allowed because of the public restrooms. An additional door downstairs will need a key card reader installed to secure some portions of the downstairs area. Ms. Wilson said the original plan was to install nine key card readers to control the doors but now there is a need for 10 key card readers. The cost to the change order is $1,312.45. Ms. Wilson also stated that with the additional key carding for the Vierling Drive Fire Station and the old and new public works buildings, the software that operates the key card readers is maxed out. A software upgrade is needed at a cost of $2,564.82 in order to provide capacity for growth in the system. Joos/Lehman moved to authorize the expenditure of additional funds in order to key card one additional door at City Hall and purchase the appropriate software upgrade at a cost not to exceed $4,000.00. Motion carried 5-0. Andrea Weber presented Council with the Providence Pointe Westchester Neighborhood Park Schematic Design. Ms. Weber stated that the Parks and Recreation Advisory Board recommended approval of the final schematic design for the Providence Pointe Westchester Park, with a few modifications. Ms. Weber stated that the neighborhood park design process included input provided by residents of the Providence Pointe, Westchester and Weston Ponds neighborhoods. Based on the neighborhood meeting, Option B, Meadow, was the most favorable. Ms. Weber stated that throughout the design process suggestions were incorporated into the design such as locating the play structure area further away from 1 ih A venue; incorporating adult activity options; and a permanent park building. Ms. Weber also discussed the neighborhood demographics, park building options, playground design, and the Park and Recreation Advisory Board recommendations. Ms. Weber said the total CIP budget for this park is $1,087,500.00. Ms. Weber said it appears that the desired amenities will be close to the projected budget. Ms. Weber said the proposed time1ine for the park is to have bid documents available for advertisement in May for summer construction. Ms. Weber also said that more information on the playground equipment and park buildings will be brought back to Council at a follow-up meeting. Ms. Weber said to proceed with plans and specifications a survey of the site needs to be completed. WSB proposed a not to exceed cost of $4, 1 00.00 and Bonestroo and Associates proposed a not to exceed cost of$5,200.00 and $190.00 in expenses. Official Proceedings of the February 20, 2007 Shakopee City Council Page -8- Cncl. Joos expressed concerns about the position of the ball fields. Ms. Weber stated that the park site is oddly shaped and the residents preferred that the playground area be placed away from 1 ih A venue which only left a few options to incorporate the ball fields. Cncl. Lehman and Cncl. Menden asked Ms. Weber what could possibly be considered as alternate bid items in the proposal. Ms. Weber stated that down grading a ball field would be the most viable option. Cncl. Clay expressed concerns that there wouldn't be enough parking. Ms. Weber stated that the parking lot proposed could hold 30 vehicles plus there is side street parking. Clay/Menden moved to authorize development plans and specifications for the Providence Pointe/Westchester Park. Motion carried 5-0. ClaylMenden moved to authorize a contract extension with WSB and Associates for site surveying with a cost not to exceed $4,100.00. Motion carried 5-0. Mayor Schmitt asked if there any other Council concerns. Cncl. Lehman stated that on the agenda was the Telecommunications surplus property and was wondering if the School District might be able to use any of the property. Cncl. Menden asked that the surplus list be shared with the School District. Mr. McNeill stated that he would present the list to the School District. Chuck Berg, a Shakopee School Board member, invited the Council members to an event called A Celebration of Reading on April 17, 2007 at the Community Center. Lehman/Joos moved to adjourn to Tuesday, March 06, 2007, at 7:00 p.m. Motion carried 5-0. The Council meeting ended at 9:23 p.m. on February 20,2007. ~J.~ J dith S. Cox City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL REGULAR SESSION SHAKOPEE, MINNESOTA MARCH 06, 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; and Bruce Loney, Public Works Director/ City Engineer. The Pledge of Allegiance was recited. Mayor Schmitt asked ifthere were any additions or deletions to the agenda. Mark McNeill stated there were no additions or deletions to the agenda. Clay/Menden moved to approve the agenda as amended. Motioncarried 5-0. Mayor Schmitt gave the Mayor's Report. Mayor Schmitt attended a press conference at the State Legislature last week on the Y2 cent sales tax for roads. Mayor Schmitt stated that there were approximately 20 metro Mayor's that attended the meeting in support of the tax. Mayor Schmitt then introduced Captain Craig Robson from the police department to present an award to Sergeant Erron Balfanz as Shakopee's Police Officer ofthe Year. Captain Robson presented Council with a narrative of an incident that Sgt. Balfanz was involved in on December 05, 2006. Captain Robson also stated that Sgt. Balfanz has also been nominated for the 2006 Minnesota Chiefs of Police Association Medal of Honor. Captain Robson then presented Sgt. Balfanz with a plaque. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda as published. Cnc1. Menden asked that 13.A.1, Consider Proposal from Milwaukee Manor Association on a Stormwater Drainage Improvement Project, be added to the Consent Agenda. Joos/Lehman moved to approve the Consent Agenda as modified. Motion carried 5-0. Joos/Lehman moved to authorize staff to prepare plans and specifications for the 2007 Vierling Drive Bituminous Trail Project, Project No. 2007-4. (Motion carried under the Consent Agenda) Joos/Lehman moved to direct staff to utilize the re-purchase agreement with Seimon Implement, Inc. on the John Deere Gator for the price of $1,597.50. The purchase price to be funded out of the Internal Service Equipment Fund. And direct staff to invoice Shakopee Downtown Partnership $1,597.50to reimburse the fund. (Motion carried under the Consent Agenda) Joos/Lehman offered Resolution No. 6586, A Resolution Adopting Standard Specifications and Standard Detail Plates for Street and Utility Construction, and moved its adoption. (Motion carried under the Consent Agenda) Joos/Lehman moved to authorize the purchase of playground equipment and associated work for Providence Pointe/ Westchester Park from: 1. Earl F. Anderson for the 2-5 age appropriate play structure in the amount of $29,962.00. Official Proceedings of the March 06, 2007 Shakopee City Council Page -2- 2. Clearwater Reconstruction for the 5-12 age appropriate play structure and surfacing material in the amount of $35,000. With this motion, staffis authorized to reduce the total number of swings to 8 and modify the 5-12 equipment layout. (Motion carried under the Consent Agenda) Joos/Lehman moved to authorize an encroachment agreement with Xcel Energy for the Aquatic Park Building. (Motion carried under the Consent Agenda) Joos/Lehman offered Resolution No. 6590, A Resolution of Appreciation to Deb Amundson for Her Service on the Shakopee Board of Adjustment and Appeals/Planning Commission, and moved its adoption. (Motion carried under the Consent Agenda) JooslLehman moved to hire Andrew Brinkhaus, Kevin Frederick, Steve Rivera and Joseph Simon as part-time, paid-on-call firefighters, at a wage of $1 0.00 per hour and subject to a one- year probationary period. (Motion carried under the Consent Agenda) Joos/Lehman moved to approve the bills in the amount of$582,889.64. (Motion carried under the Consent Agenda) Joos/Lehman moved to approve the City Council meeting minutes of February 06, 2007. (Motion carried under the Consent Agenda) JooslLehman moved to set a hearing for Tuesday, April 3, 2007, at 7:00 p.m., or thereafter, to review the actions of Bounkong Yabandith, dba Thailand View Restaurant, 1135 East 1st A venue. (Motion carried under the Consent Agenda) Joos/Lehman offered Resolution No. 6589, A Resolution Appointing Individuals to Various Boards and Commissions, and moved its adoption. (Motion carried under the Consent Agenda) Joos/Lehman moved to table action on the purchase agreement for the lot north of the Library until March 20, 2007. (Motion carried under the Consent Agenda) Joos/Lehman moved to direct staff to prepare an agreement for the assessments and storm sewer improvements along Dakota Street within the Milwaukee Manor Subdivision. Also, direct staff to prepare plans for the storm sewer extension along Dakota Street in the Milwaukee Manor Subdivision. (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. Menden/Lehman moved to open the public hearing for the 2007 Street Reconstruction Project, Project No. 2007-2 and the proposed assessments. Motion carried 5-0. Bruce Loney presented Council with the 2007 Street Reconstruction Project, Project No. 2007-2. Mr. Loney stated the proposed project includes reconstruction ofthe following streets: . Main Street, from 6th A venue to 10th Avenue . 6th A venue, from Spencer Street to Main Street . ih A venue, from Spencer Street to Market Street Official Proceedings of the March 06,2007 Shakopee City Council Page -3- . 8th Avenue, from Spencer Street to Market Street . Dakota Street, from 3rd Avenue to Milwaukee Road Mr. Loney stated that on February 22, 2007 staff conducted an informational meeting for the property owners being affected by the project. Mr. Loney said that all in attendance except for one person was in favor of narrowing the streets in an effort to create more green space and lower costs. Mr. Loney stated the estimated project cost for the 2007 Reconstruction Project is $2,065,897.89. Mr. Loney said that 30% of the street improvements ($390,308.60) will be assessed to the benefiting properties. The remaining costs ($910,718.80) associated with the street improvements will be paid from the General Tax Levy Fund. The watermain, storm sewer and sanitary sewer improvements will be paid for from utility funds. Mr. Loney asked that Council discuss the corner lot adjustment for corner lots. Some corner lots were charged a full lot assessment in 1993 for a reconstruction project. Staffhas given an adjustment for those lots, figuring the 1993 assessment for a one-halflot and with an inflation factor, as a credit. Mr. Loney stated staffhas calculated the inflation rate from 1993 to 2007 and the average inflation rate is less than 3 % per year. Mr. Loney said staff recommends using a 3 % inflation rate as was done in the 2006 Street Overlay Project. This results in a total credit of $6,000. Mr. Loney stated that the outstanding liability is low due to the number of lots that could be eligible for a credit within a 15 year time period. Mr. Loney also said that at the information meeting the property owners brought up the issue of street lights. Mr. Loney said that to meet the street lighting policy four more street lights may need to be added. They would be assessed 30% and 70% would be paid through general taxes. Mr. Loney responded to questions from Council members. Mayor Schmitt asked if there was anyone in the audience that wished to speak at the public hearing. No one responded. Joos/Clay moved to close the public hearing. Motion carried 5-0. LehmanlMenden offered Resolution No. 6587, A Resolution Ordering an Improvement and Preparation of Plans and Specifications for the 2007 Street Reconstruction, Project No. 2007-2, and moved its adoption. Motion carried 5-0. Clay/Menden moved to open the public hearing for the 2007 Bituminous Overlay, Project No. 2007-5. Motion carried 5-0. Mr. Loney presented Council with the 2007 Bituminous Overlay, Project No. 2007-5. Mr. Loney stated there was a feasibility report to analyze a bituminous overlay of 12th Avenue, from approximately 300 feet east ofCSAH 83 to Valley Park Drive; and Valley Park Drive, from 1ih A venue to the railroad tracks. Mr. Loney said the total estimated project cost is $642,044.02. 30% ofthe street improvements ($241,697.41) will be assessed to the benefiting properties. The remaining costs ($400,346.61) associated with the improvements will be paid from the State Aid Funds. Assessments will be at $14.41 per front foot. Mr. Loney responded to questions from Council members. Official Proceedings of the March 06, 2007 Shakopee City Council Page -4- Mayor Schmitt asked if there was anyone in the audience that wished to speak at the public hearing. No on responded. Joos/Clay moved to close the public hearing. Motion carried 5-0. ClaylMenden offered Resolution No. 6588, A Resolution Ordering an Improvement and Preparation of Plans and Specifications for the 2007 Bituminous Overlay, Project No. 2007-5, and moved its adoption. Motion carried 5-0. Lehman/Menden moved to direct staff to incorporate a corner lot assessment adjustment, as per the street reconstruction credit sheet (using the 3% inflation rate) for the 2007 Street Reconstruction Project, Project No. 2007-2. Motion carried 5-0. Mayor Schmitt asked for the liaison reports. Cncl. Lehman had no report. Cncl. Joos said he attended the Shakopee Public Utility Commission meeting. Cncl. Menden stated he attended the School Board meeting where Superintendent McBroom stated he would provide the City with some information collected as part of their bus transportation routes for the elementary schools. Cncl. Clay attended the Scott County Transit Review Board. Mr. Clay said that the board is currently working on the aspects of marketing for the Park and Ride. Mr. Loney presented Council with the Preparation of Plans for the 2007 Cured-In-Pipe (CIPP) Project, Project No. 2007-6. Mr. Loney presented Council with video of a sewer pipe before and after the CIPP was placed inside the line. He explained that a liner is placed into the pipe, heat impregnates the pipe creating a liner. Mr. Loney also stated that staffwill evaluate the existing sanitary sewer system and determine which lines should be included in the 2007 project. Mr. Loney said that in 2006 the City successfully completed the first annual CIPP project, which included 4,100 feet of 8" sanitary sewer pipe. Joos/Menden moved to authorize staff to prepare plans and specifications for the 2007 CIPP Project, Project No. 2007-6. Motion carried 5-0. Mr. Loney presented Council with the request to authorize Software and Hardware Purchases for Implementation of the Geographic Information System (GIS) for Public Works Asset Management. Mr. Loney stated that the GIS/CMMS Needs Study indicated that $31,300.00 will be needed for additional software, hardware and software maintenance support for 2007. Mr. Loney also said that after further analysis and refinements based on further discussions with software vendors, the cost for 2007 is projected to be $30,475.00. Mr. Loney said that for 2007 staff has budgeted funds for a total of $42,000.00. Mr. Loney said that for 2007, the WSB & Associates, mc. contract has $21,906.00 that has not been spent in 2006 when the proposal was authorized. m order to pay for the consultant time with 2007 funds instead of a budget amendment, staff proposes to utilize budgeted funds from the Engineering Division for consultants and funds budgeted for Engineering Interns for a total of $22,000.00. Lehman/Joos moved to authorize the 2007 GIS software, hardware and software maintenance support expenditures, and outlined in the Projected SoftwarelHardware Schedule attached to the Official Proceedings of the March 06, 2007 Shakopee City Council Page -5- March 6, 2007 memo from Bruce Loney Public Works Director (CC Document No. 433). Discussion followed. Cncl. Lehman stated he is not in favor of a budget amendment and asked that the job be done within the budget recommended. Mayor Schmitt asked for a vote on the motion. Motion carried 5-0. Mr. McNeill presented Council with a Memorandum of Agreement - SCALE Public Safety Training Facility. Mr. McNeill stated that the design work is currently underway for the construction for the first phase ofthe SCALE joint training facility, which will be located at the former j ail annex near Jordan. Mr. McNeill stated that the amount Shakopee would pay in 2007 is $35,538.21, but due to delays it is unlikely that the facility will be in operation in 2007 so the 2007 dollars probably won't be utilized. Cncl. Lehman asked if the amounts paid each year by participant will be readjusted each year. Mr. McNeill said the amounts will be looked at every three years. Cncl. Lehman feels that the cost should be adjusted yearly. Mayor Schmitt stated that because of the interest from other counties and cities, he sees a decline in the cost for Shakopee in the future. Joos/Lehman moved to authorize execution ofthe Memorandum of Agreement for the Joint Public Safety Training Facility, operated by SCALE. Motion carried 5-0. Mayor Schmitt asked if Council had any other concerns. Cncl. Lehman had concerns about the conditions of the streets due to the last snow fall. Cncl. Lehman asked Mr. Loney if anything could be done about the thick ice on the streets. Mr. Loney stated that because ofthe freezing rain before the significant snow fall it made it difficult to plow to bare pavement. Mr. Loney said that by the end of the week the warmer temperatures will melt much of the ice. Mayor Schmitt stated he felt the Public Works staff did a wonderful job clearing the streets after the snow storm. Cncl. Menden asked if any other Council members would be attending the League of Minnesota Cities conference on March 29,2007 and stated that he was trying to go. Mayor Schmitt stated that he would be attending. Joos/Menden moved to adjourn to Tuesday, March 20,2007, at 7:00 p.m. Motion carried 5-0. The Council meeting ended at 8:15 p.m. on March 06, 2007. ~~o~. C;c ity Clerk Kim Weckman Recording Secretary