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HomeMy WebLinkAbout5.F.2. Approval of Minutes: November 20, 2007, November 20, 2007 Special Session, December 03, 2007 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA NOVEMBER 20, 2007 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Steve Menden, Matt Lehman and Terry Joos present as well as Council member Elect, Patrick Heitzman. Also present were Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Judith S. Cox, City Clerk; Jim Thomson, City Attorney; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer, and Jamie Polley, Park, Recreation and Natural Resources Director. The Pledge of Allegiance was recited. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mr. McNeill stated there were no additions or deletions to the agenda. Joos/Menden moved to approve the agenda. Motion carried 5-0. In the Mayor's Report Mayor Schmitt stated he attended the opening of Q-Logic and Petland. Mayor Schmitt stated that he did a presentation at Eagle Creek Elementary. He also attended a SCALE meeting and presented the girls volleyball team, i th plaque. Mayor Schmitt asked if there were anv additions or delet ions to the Consent Agenda. Cncl. Lehman asked to remove S.F.3, Metre Cities 2008 Legislative Policies. Menden/Lehman moved to approve he Consent Agenda as amended. Mr. Mc Neill read the consent business. Motion carried 5 - 0. Menden/Lehman moved to authc~riie ih~, software and hardware purchases for the GIS system up to $28,729.00 in 2007 and.upto 51 ~.t,~u.UO in 2008, with $10,650.00 from 2007 T.A.C. funds and $12,650.00 from the 20D8.~l.A.C.tunds and $18,074.00 from: street maintenance ($2,000.00), park maintena»ce ($2,000.00), sanitary sewer ($7,037.00) and storm drainage ($7,037.00). (Motion carried under the Consent Agenda) _e. Menden/Lehnlan mop ~~~1 to allow the Shakopee Police Department to purchase the 800 MHZ radios-out of thecapital-equipment fund that was allotted in the 2007 Police Department budget. The total cost of the equipment will be $231,393.50. (Motion carried under the Consent Agenda) Menden/Lelulian moved to allow the fire department to purchase the 800 MHZ radios out of the Capital Equipment fund that was allotted by the 2007 budget of the Shakopee Fire Department. The total cost of the equipment will be $217,989.86. (Motion carried under the Consent Agenda) Menden/Lehman moved to approve the bills in the amount of $893,620.16. (Motion carried under the Consent Agenda) Official Proceedings of the November 20, 2007 Shakopee City Council Page -2- Menden/Lehman moved to approve the establishment of an internal service fund for park assets. (Motion carried under the Consent Agenda) Mayor Schmitt asked if there was anyone in the audience that wished to speak on a matter that was not on the agenda. No one responded.. Judy Cox, City Clerk, presented Council with the public hearing on the 2008 Currency Exchange Licenses. Ms. Cox stated that Council is asked to consider applications for renewal of four currency exchange licenses. The licenses will allow the applicants to engage in the_business of cashing checks, drafts, money orders, or travelers' checks for a fee. Lehman/Joos moved to open the public hearing. Motion carried 5-0. Mayor Schmitt asked if there was anyone in the audience who wanted to speak at thy, public hearing. No one responded. - Joos/Clay moved to close the public hearing. Motion carried 5-0. Lehman/Clay offered Resolution No. 6665, A Resohtion .~phro~ ing theApplications of Madison Financial Companies dba MoneyXchang~ . I~R 1 L L C of Shakopee DBA Excel Pawn, Wal-Mart Stores, Inc. dba Wal-Mart Supercenter ~3 ~ 1 and Cash Systems, Inc. dba Canterbury Park, and moved its adoption. Motion carried 5-0. Cncl. Lehman stated that he had S.F.3;Metro Cities Legislative Policies removed from the consent agenda because he strongly disagrees with Metro Cities position on Eminent Domain and wanted the record to reflect is disappru~~il. Menden/Joos moved to endorse the 2008 Metro Cities Legislative Policies. Motion carried 4-1 with Cncl. Lehman opposing, because-he is opposed to the policy regarding eminent domain. Menden/Clay moved to recess for the Economic Development Authority (EDA) meeting at 7:18 p.m. Motion carried 5-0. Mayor Sclunitt re-convenedthe meeting at 7:19 p.m. Mayor Schmitt asked for the liaison reports. Cncl. Clay had nothing to report. Cncl. Menden said he attended the school board meeting. The school board is planning on making a decision at their next meeting on whether they move forward with a new elementary school to open in the fall of 2009 or 2010. Cncl. Menden said he attended the first Police Task Services planning session. Cncl. Joos had nothing to report. Cncl. Lehman said he will be attending the Chamber meeting the next day. Cncl. Lehman said he also attended the Police Task Services planning meeting. Kris Wilson, Assistant City Administrator, presented Council with the Part-Time Fire Department Officers. Ms. Wilson said Council is asked to approve the appointment of individuals to part-time officer positions within the Fire Department. Official Proceedings of the November 20, 2007 Shakopee City Council Page -3- Ms. Wilson said on November 14, 2007 interviews were conducted for the candidates interested in the fire department officer positions. Ms. Wilson stated that overall the interview process went well. The interview panel is recommending the following appointments: Assistant Chief: Ed Schwaesdall District Chiefs: David Judd and Alan Geis Training Chief: Marty Glynn Captains: Eric Bender, Lino Baden, Ryan Yttreness, Scott MacKiiulon & D~we Giddings Lieutenant: Trevor Geis and Tom Breeggemann Engineer: Scott Blom SCBA Coordinator: Allen Johnson Lehman/Joos moved to appoint the above named individuals to tl~c indicated officer position within the Shakopee Fire Department, effective January 1, ?008. Motion carried 5-0. Bruce Loney, Public Works Director, presented Counci I ith-the Proposed Assessments for the Fillmore Street Extension and A11ey Improvement Project, Pro ~ cc (No. PR2005-3. Lehman/Menden moved to remove the proposed assessments or the Fillmore Street extension and alley improvement project from the table. Motion carried 5-0. Mr. Loney stated the final project cost is 5~50,696.6,'~, which includes the construction costs, financing costs and engineering/administration costs. Mr. Loney stated that the Citypolicy is to assess 100% of the project costs for improving gravel roads and alley improvements to adjacent property owners. Mr. Loney said at the November 7, 2007 meeting Council asked staff to review additional assessment ohtions..There are as follows. • Option 1 -Assess tuu"/o of the cost per original roll - $62,829.20 for Fillmore which is 50% of the total Fillmore assessments and $45,420.00 for the Alley which is 55% of the total Alley assessments. -Additional costs to the City is zero. • ©~tion 2 -Assess 1^9,0% of the cost based on 2007 Street Reconstruction Project - $85,059.82 for Fillmore which is 68% of the total Fillmore assessments and $46,822.15 _ior the Alley which is 60% of the total Alley assessments. Additional costs to the City is $23,630.80. • Option 3_ Assess a lower percentage of the original cost - $94,244.87 for Fillmore which is 75% of the total Fillmore assessments and $54,006.17 for the Alley which is 69% of the total Alley assessment. Additional costs to the City is $39,999.86. Lehman/Clay moved to approve Option 3 (assess a lower percentage of the original cost for the Fillmore Street extension and alley improvement project, PR2005-3) and take the additional City cost of $39,999.86 out of the capital improvement fund. Discussion followed. Official Proceedings of the November 20, 2007 Shakopee City Council Page -4- Cncl. Joos asked Cncl. Lehman why he chose Option 3. Cncl. Lehman said that he feels that 50% of the cost benefits Huber Park with the additional parking in the alley and the improvement to Fillmore Street acts as an entrance to Huber Park. Cncl. Menden and Joos feel there is more than a 50% benefit to the property owners and feel that Option 2 is more reasonable. Mayor Schmitt said that he cannot accept the additional costs to the City to come out of the capital fund because it is not logical. Jim Thomson, City Attorney, said that if the motion is adopted there still is the possihi 1 itv of property owners filing appeals. Mayor Schmitt asked for a vote on the motion. Motion carried 3 2 with Joos at~d ~\1~ n~l~;n opposing. Lehman/Clay offered Resolution No. 6685, A Resolution Adopting Assessments for the Fillmore Street Extension and A11ey Improvements Project, ProjectNo. 2005-3, with the assessment roll utilized as Option 3, and moved its adoption. Motion carried ~-Q. Jamie Polley, Parks & Recreation Director, presented Council with the Archery Range Invoice. Ms. Polley said the City received an invoice fzom the ~tililuiesotaRiver Valley Chapter - MinnesotaDeer Hunters Association for work'doile on the archery range. Ms. Polley stated that the grant from the DNR should reimburse the ~ itv-for these costs. Lehman/Joos moved to accept reimbursement From the DNR and approve the payment of $15,082.93 to the Minnesota Ri~~er V~hey Chapter -Minnesota Deer Hunters Association for work done on the archery range. Motion carri~°d 5-0. Clay/Lehman moved for staff to draft a letter of appreciation to the Minnesota River Valley Chapter -Minnesota Deer Hunters Association for the time and labor they have put in to the archery range. Motion.. carried 5-0. Ms. Polley„presented t ouncil with the Current Staff Levels and Needs for FY - 08. Ms. Polley was asked by the Parks and Recreation Advisory Board (PRAB) to recommend to the City Council to maintain current staff levels for 2008. Ms. Polley reminded Council that in their August 21, 2007 budget workshop staff had recommended the reduction of the Landscape Architect/Park Designer position as a way to keep the tax rate the same for 2008. It was ultimately determined to fund the position for the first six months of 2008. However, the PRAB would like the Council to reconsider their decision and keep the position for the entire year of 2008. Ms. Polley stated that there are a number of park projects that need to be completed and based on the anticipated Park Reserve Fund balance of $110,664 projected for the end of 2007; the PRAB strongly encourages Council to reconsider their position. Official Proceedings of the November 20, 2007 Shakopee City Council Page -5- Council agreed that more information is needed before a decision can be made to fund the Park Landscape Architect/ParkDesignerpnsition an additional six months in 2008. Mr. Voxland presented Council with the Building Fund for FY-08. Mr. Voxland asked Council if they would like to proceed with fixing the Community Center water problem in 2008. Mr. Voxland stated that there is $150,000 in the budget for the project. After discussion it was Council's consensus to leave the $150,000 in the budget and set a meeting with the Park and Recreation Advisory Board in January to discuss the future of the Community Center. Mr. Voxland discussed Fire station sites 4 and 5 for a total of $500,000 in 2008. Council agreed to leave it in the budget but to move $100,000 for the Fire station 2 additionto 2009. Council also agreed to keep $450,000 for the pool slide replacement in 208. Mr. Voxland stated that there is $2,500,000 in the budget far X009 for Fire station 3. Mr. Voxland stated that if it's going to stay in the budget for 2009; platrtiing needs to begin in 2008. Council stated that a re-evaluation of the service area needs to be done. Chief Schwaesdall stated the presence of a fire station is needed in the area of Eagle ('reek Blvd due to the large neighborhoods in the area. Mr. Voxland discussed City vehicle additions and replacements for various departments in 2008. Mr. Voxland recommended taking out of the budget the huklding inspector truck and the recreation department 12 passenger viii. Cotuicil asked for more information regarding the vehicles the police department is requesting for 2008. , Cncl. Menden and Lehman would like to look at-the remainder of the Market Value Homestead Credit that is used to lower the tax-rate. Cncl. Joos would like to see the homestead credit fund some things that Council has wanted to do. Cncl. Clay doesn't believe the excess homestead credit will make a significant difference m the tax rate and would rather bank the money and have it there for acushion for-.the following year. Cncl. Menden asked-for an updated list of the changes in the 2008 budget discussed at the meeting. Cncl. Menden alsca asked Council to give consideration to at least one option that has the following components in it: A 2% under spend verses a 4% under spend and 50% of the $52O;OQ0 Market. Value Homestead Credit for a buy down of the tax rate and the other 50% for the one time expenditures. Mayor Schmitt asked if there were any Council concerns. Cncl. Lehman asked about the Eagle's Club addition for a smoking area. Mr. Leek stated that he spoke to the Eagle's Club and informed them that based on the input from Council and his own determination on the type of materials they were proposing for the exterior roof and siding they were not acceptable under the business standards in the zoning chapter. Official Proceedings of the November 20, 2007 Shakopee City Council Page -6- Cncl. Lehman also asked that the Telecommunication Department put together an overview of the Telecommunication's user manual, consolidating it into two pages, so that the average person can use the equipment. Mr. McNeill stated that a future meeting between Council and the Telecommunications Advisory Board will take place regarding the issue. Cncl. Lehman also questioned the broadcasting of public city events being aired on the City's public access station. Mayor Schmitt stated he received a letter regarding snowmobile trail problems on Eagle Creek Blvd. Mr. McNeill stated he would follow up with the concerns of the letter. Menden/Clay moved to adjourn to Monday, December 3, 2007, at 7:OOp.m. Motion can•ied 5-0. The meeting was adjourned at 9:30 p.m. dith S. Cox City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL SPECIAL SESSION SHAKOPEE, MINNESOTA NOVEMBER 20,,2007 Mayor Schmitt called the meeting to order at 5:00 p.m. with Council members Steve Clay, Steve Menden, Matt Lehman and Terry Joos present as well as Council member, Patrick Heitzman. Also present were Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer; Gregg Voxland, Finance Director; John Petei-san, Telecommunications Coordinator; Jamie Polley, Parks & Recreation Directo~;`Ed Schwaesdell, Fire Chief; Dan Hughes, Police Chief. John Peterson, Telecommunications Coordinator, presented Council «~ith the proposed ?008 Telecommunications Budget. Mr. Peterson summarized the 2008 goals and major expenditures for Council. Tlie proposed 2008 budget includes $314,600 in expenditures; funded by an estimated .S ~?4,+a00 in revenue from Comcast. Gregg Voxland, Finance Director, presented Council with the General Fund budget. Mr. Voxland stated that Cncl. Menden asked what the under spend status for 2007 is. Mr. Voxland said that he is projecting the under spend tobe in the range of 2 to 3 percent. Mr. Voxland then summarized the 2008 budget changes `that Council selected at the last budget meeting. Mr. Voxland said the net surplus is $103,64Q after including the roofing maintenance program and the Huber Park assessments. Menden/Joos moved to accept the proposal from Tremco for a roofing maintenance program with a cost of $30,139.2b for phase one. Motion carried 4-1 with Cncl. Lehman opposing. Mr. Voxland summarized '`vne time" items which could be funded with money from the Market Value Homestead Credit (MVIIC). Mr. Voxland said the first half of the 2007 MVHC has been .received irrthe amount of $260,,296.00. Mr. Voxland stated that he would like the Fire Station S I and Community Center ~.arking lots seal coating and repair paid out of the MVHC money: Joos/Menden moved to budget Green/Energy Initiatives for $25,000, Fire Station 51 parking lot for $15;000 ana the Community Center parking lot for $25,000. Motion carried S-0. Lehman/Menaen moved to budget the Fire Department Community Event (Anniversary) for $10,000 and have the Telecommunications Board look at an IT Backup Plan and fund it. Motion carried 4-1 with Cncl. Clay opposing. Lehman/Clay moved to recess for a five minute break. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 6:20 p.m. Official Proceedings of the November 20, 2007 Shakopee City Council Page -2- Mr. Voxland discussed charging for Fire Calls. Mr. Voxland summarized several items to consider if the Council were to decide to implement billing for fire calls. After discussion, it was decided by the Council that there was not enough information to support billing for fire calls at this time. Mr. Voxland presented Council with the taxes as a percent of revenue. Mr. Voxland said that taxes as a percent of revenue have increased from 50% in 2003 to 75% in 2008. Mr. Voxland stated that the estimated tax rate used for the Truth and Taxation't~otices'for Shakopee is 31.828 which is down slightly from the target of 31.989. 1VIr. Voxland then briefed Council on Fire Department budget. Mr. Voxland-said the wages for non-fulltime personnel may need to be increased for 2008. He stated the budget is currently set for $253,500. Mr. Schwaesdall, Fire Chief, stated that there are other items in the budget that could absorb any additional costs, resulting in a reallocation of fiords:: Mr. Voxland summarized the Utility Fund. Mr. Voxland stated that the Sewer and Storm Fund budgets for 2008 are similar to 2007. He also said the rates arc proposed`to remain unchanged for 2008. Mr. Voxland summarized the Park Reserve Fund. ltilr. ~'osland stated that with the slow down in building and the development of Huber Park; the Soccer Complex, and Westchester Park the building fund is depleted. Mr. Voxland discussed with Council the $2~t)tt~ ~,(~OO~inter-fund loan to help pay for Huber Park. Mr. Voxland encouraged Council to keep the loan payoff at five years or less. Mr. Voxland said the money would be borrowed from>the Sewer Fund at 5% interest. Council agreed to keep the loan at a five year payback and the payback takes priority over park projects. Mr. Voxland discussed the protocol of staff time being charged to projects at 1.3 times the wage. Mr. Voxland wanted'to know. if Council would like to keep the rate at 1.3 times the wage. Council suggested that staff come back with other recommendations. C1a~-~Lehmanmoved to adjourn. Motion carried 5-0. The meeting ~~~as adjourned at 7:00 p.m. ~.r) J dith S. Cox City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA DECEMBER 3, 2007 1wlayor 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; Gregg Voxland, Finance Director; and Judith S. Cox, City Clerk; Joos/Clay moved to approve the agenda presented. Motion carried 5-0. Mayor Schmitt stated that the only item on the agenda is the Truth in Taxation Hcari ng. Joos/Menden moved to open the Truth in Taxation hearing. Motion carried 5-0. Gregg Voxland, Finance Director, presented to Council that due to tht increase i~~ the t,t~ levy, the City is required to hold a Truth in Taxation public hearing. Mr. ~ o~lan~l then_presented Council with a DVD from the School Board Association, The League of Minnesota Cities, and the Association of Minnesota Counties of Fourteen Reason Why Property T'axcs Increase and Decrease. After the DVD. presentation, Mr. Voxland did a presentation which summarized the 2008 City of Shakopee Property Tax. Mr. Voxland stated that the County Assessor values all houses and properties in Shakopee. Residents can appeal what the ~~~ss~ssof values property typically in June. The value rate that the County Assessor assigns to each property is for taxes payable the following year. Mr. Voxland stated that this meeting is to focus on the City of Shakopee's share of property taxes. Mr. Voxland said the State Legislator assigns a tax capacity rate which is 1 % of the market value for residential property. The City then sets a dollar tax levy to be collected and the County Auditor spreads the Lev~~ to every parcel in the City. Mr. Voxland said that in 2007 the average value of a house in Shakopee had an Estimated Market Value (EMV) of $242.,500 but the taxable market value or Limited Market Value (LMV) is $239,000. In 2008 the average EMV is $259,800 and the LMV is $257,000. In a chart showing the City Share of 2007 Tax Dollars, Mr. Voxland stated that the school gets 28%, the County gets 34'i~ and. the City receives 33% percent and 5% to Other. Mr. Voxland statc~i that the Tax Capacity Rate in 2007 was 31.939 and in 2008 the proposed Tax Capacity Rate is ;1.828. Mr. Voxland said that a house in Shakopee valued at $257,000 times the 2008 tax capacity rate of .31.828 including a homestead credit .the total amount is $819.00. Mr. Voxland also showed Shakopee's tax rate in comparison to five surrounding cities. Shakopee has the second lowest tax rate of the five cities. Mr. Voxland discussed the General Fund budget summary. The operation of the City consumes approximately 92% of the budget while 6% is for debt service and 2% is .for the Fire Referendum Debt. Official Proceedings of the December 3, 2007 Shakopee City Council Page -2- Mr. Voxland explained that the general fund revenues are collected by taxes, licenses & permits, inter-governmental, services, fines, and from the Shakopee Public Utilities Commission. Expenditures are grouped in broad categories of Police/Fire (48%), Engineering/StreetlShop (16%), General Government (19%), Park/Recreation (16%), and Unallocated (1%). Mr. Voxland explained that total revenues are up 1% and total expenditures are up 3%. Funds on, hand are $892,000 with the addition of two police positions and afull-time fire chief. Mr. Voxland also stated that staff reductions are .4 FTE administration position, 2 FTE engineering positions and .S FTE in recreation. The staff reductions are due to the fees for service estimate of $607,650 due to the lack of development activity. Mayor Schmitt asked if there was anyone in the audience who wanted to comment on the 2007/2008 budget presentation. Bob Nelson, 529 3rd Ave. E., encouraged Council to seriously consider tl~e~lownturn in the housing market and economy as it sets its budget. Mr. Nelsen asked Counci l to hold off building more infrastructure until things rebound. Andre Boyogueno, 2127 Winterberry Lane, asked Council why his prop~Ity taxes went up 477%. Cncl. Clay explained that because Mr. Boyogueno resides in a newly constructed house the previous year's assessment was based on the land"value and didn't include the value of the home. Mr. Boyogueno also raised some concern as to the road condition of County Road 83 and the speed limits posted on 17th Avenue near Stul Path and SACS schools. Mayor Schmitt advised Mr. Boyogueno to voice his concerns regarding County Road 83 to the County. Mayor Schmitt also said staff would look into his concerns regarding the speed limits near the schools. Chuck Effertz, 409 Clay St., ad~~iscd Council that the value of his home is significantly higher than what he paid for the house seven monthsago. Mayor Schmitt advised Mr. Effertz that he would need to bring his~concc~nstothe County. Mayor Schmitt announced that the ta.~ levy and budget will be adopted during a hearing on December 18, 2007:... JoosJMen~cn moved to close the public hearing. Motion carried S-0. Joos/IV9en~len movedafl adjourn to Tuesday, December 4, 2007 at 7:00 p.m. The C061I1C i 1 meeti ng ended at 8:OS p.m. dith S. Cox City Clerk Kim Weckman Recording Secretary