HomeMy WebLinkAbout4.F.2. City Council Minutes 111111111 Business 4. F. 2.
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TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Julie Linnihan, Finance Director/City Clerk
DATE: 09/16/2014
SUBJECT: City Council Minutes (F)
Action Sought
Move to approve the City Council minutes from August 6, 2014, August 19, 2014 and September
2, 2014.
Attachments: 08-06-14 Minutes
08-19-2014 Minutes
09-02-14 Minutes
OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL
WORKSHOP SESSION SHAKOPEE MINNESOTA AUGUST 6,2014
1. Roll Call
Present: Mayor Brad Tabke; Councilmember Matt Lehman; Councilmember Jay Whiting; Councilmember
Kathi Mocol;Councilmember Mike Luce
Staff City Administrator Mark McNeill; Community Development Director R. Michael Leek;Public
Present: Works Director/Engineer Bruce Loney;Finance Director/City Clerk Julie A Linnihan;Economic
Development Coordinator Samantha DiMaggio
2. Pledge of Allegiance
3. Approval of Agenda
Mr.McNeill asked to defer 7.B,Chamber of Commerce Public Policy Committee Sign Regulations
Recommendations to September 2,2014. Mr.McNeill then asked to add an introductory discussion
of Form Based Zoning.
Moved by Councilmember Kathi Mocol, Seconded by Councilmember Mike Luce to approve the
Agenda as amended.
Vote: 5 -0
4. Consent Business-(All items listed in this section are anticipated to be routine.After a discussion
by the Mayor there will be an opportunity for members of the Council to remove any items from the
consent agenda for individual discussion. Those items removed will be considered following the
Public hearing portion of the agenda.Items remaining on the Consent Agenda will not be discussed
and will be approved in one motion.)
Moved by Councilmember Jay Whiting, Seconded by Councilmember Matt Lehman to approve
the Consent Agenda.
Vote: 5 -0
A. Community Development
B. Police and Fire
C. Public Works and Engineering
1. Approve Re-purchase Agreement for Unit#132 from Ag Power Enterprises,Inc. (C,E)
Moved to authorize staff to utilize the re-purchase agreement with Ag Power Enterprises,Inc. for
unit#132,2013 John Deere 5085 tractor for the price of$7,000.00 with the funds to be expended
from the Internal Service Equipment Fund. (Motion carried under the Consent Agenda)
2. Approve 2014 Trail Re-Pave Project(A,E)
Moved to accept the low quote and authorize staff to contract with Northwest Asphalt,Inc. for the
2014 Trail Re-Pave Project for the price of$48,008.00. The funding for this project to be expended
from the Internal Service Park Asset Fund. (Motion carried under the Consent Agenda)
3. Sanitary and Storm Sewer Television Inspection(E)
Moved to authorize staff to contract with Pipe Services Corporation for the televising and cleaning
of 19,848 linear feet of sanitary sewer and televising of 5,859 linear feet of storm sewer. Total cost
of the project is$19,015.92 with the funding to come from the Sanitary Sewer and Surface Water
Funds. (Motion carried under the Consent Agenda)
4. Award a Contract for the 2014 Trail Improvement Projects,Project No's 2013-3 &2014-7(E)
Offered Resolution No. 7470,a resolution accepting bids on the 2014 Trail Improvement Projects
for the construction of bituminous trails along CH 101 from Memorial Park to Sarazin Street,
Project No.2013-3; and an extension of the Quarry Lake Trail to Gateway Avenue,Project No.
2014-7.
Moved to authorize the appropriate city officials to execute an extension agreement with WSB&
Associates,Inc. for construction engineering services. (Motion carried under the Consent Agenda)
Moved to authorize the city engineer a 5%contingency for quantity adjustments and change orders.
(Motion carried under the Consent Agenda)
D. Personnel
E. Parks,Recreation and Natural Resources
F. General Administration
1. City Bill List(F)
Moved to approve the bills and electronic funds transfers in the amount of$1,738,706.10,payroll
transfers in the amount of$981,445.94 for a total of$2,720,152.04. (Motion carried under the
Consent Agenda)
2. Approve Activities Relating to a Grand Opening Event on Saturday,August 16,2014 For The
Journey Emporium,230 First Avenue East(F)
Moved to approve road closures for August 16th Grand Opening for One Sexy Biker Chick For The
Journey Emporium. Suspend Ordinance. 5. 092 allowing consumption of alcoholic beverages in non
glass containers on First Avenue.Approve the Temporary 3.2 Percent Malt Liquor License For
American Legion. (Motion carried under the Consent Agenda)
5. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL-(Limited to five minutes per
person/subject.Longer presentations must be scheduled through the City Clerk. As this meeting is
cablecast,speakers must approach the microphone at the podium for the benefit of viewers and
other attendees.)
6. Business removed from the Consent Agenda will be discussed at this time
7. Workshop
A. MVTA Transit Merger
1. Consider the Adoption of the Transit Consolidation Agreement with Minnesota Valley Transit
Authority(MVTA),Res.Nos. 7471 &7472(D)
Mr.Leek said Technical Work Group(TWG)consisting of staff from the cities of Shakopee and
Prior Lake,Minnesota Valley Transit Authority(MVTA)and Scott County have been negotiating
the details of the proposed merger of the BlueXpress commuter service and Shakopee's Circulator
service. The attorneys representing the cities of Shakopee and Prior Lake and MVTA have been
negotiating the language of the proposed Consolidation Agreement and amended MVTA Joint
Powers Agreement. The City Council is asked to whether it approves the two agreements at this
time, and in the event it does,for direction to take the necessary steps to complete the consolidation.
Mr.Leek provided Council with the Draft Consolidation Agreement. He discussed the start up
costs and transfer of transit fund cash.Another item discussed was the extent to which the two cities
and their riders would be assured that the current level of transit services would not be cut,at least
in the first few years after the transfer. The current draft of the Consolidation Agreement does not
make any guarantees,but evidences intent to make `best efforts'to provide service at the current
levels for both the BlueXpress and Shakopee Circulator..
The Agreement as negotiated does leave open the possibility that start up costs may exceed the
amounts detailed.However,payment of amounts beyond that would require notification to the City
and its approval.
The City's estimated fund transfer of the Agreement is $300,000.00. It is anticipated that the City
will utilize about about$200,000 to a TH 169 MnPASS land/BRT transit study and up to about
$75,000 for a couple of technology improvements to the park and rides.Both of these would come
from the City's approximate transit fund balance before the date of consolidation.
Jane Kansier,MVTA and George Hoff,Attorney for MVTA were in attendance to answer any
questions Council had.
Moved by Councilmember Matt Lehman, Seconded by Councilmember Kathi Mocol to offer Res.
No. 7471,A Resolution of the City of Shakopee Approving the Agreement to Consolidate Public
Transit Services with the Minnesota Valley Transit Authority contingent upon approval by other
jurisdictions.
Vote: 5 -0
Moved by Councilmember Jay Whiting, Seconded by Councilmember Mike Luce to offer Res.
No. 7472,A Resolution of the City of Shakopee Authorizing Entering into a Joint Powers
Agreement to become a Full Member of the Minnesota Valley Transit Authority contingent on the
approval by other jurisdictions and the Metropolitan Council in writing.
Vote: 5 -0
B. Chamber of Commerce Public Policy Committee Sign Regulation Recommendations
Removed from the agenda and to be discussed at the September 2, 2014 meeting.
Council decided to have a short discussion concerning Form Based Codes.
Mr.Leek discussed form based codes which is described as being a concentration on visual aspects
of development and the relationship of buildings to one another and the street. It places more
emphasis on building type,dimensions,parking location and facade features and less emphasis on
land uses. Basically it stresses the appearance and qualities public realm/streetscape created by the
build environment.
C. Discussion of Downtown 2015 Budgetary Needs
Ms. Linnihan said that earlier this year,the City hired Hoisington Koegler Group(HKGi)to perform
a marketing study of the City's downtown area. As a result,a number of priorities were identified,
and were discussed by the EDAC,Planning Commission,and PRAB. Those recommendations
were then adopted by the City Council.
"Next steps", including budget needs,should be reviewed.
Staff would like to discuss Council's desire for providing for such things as:
1.Planning--There is a need for follow up from the HKGi Study, including implement
strategies. In addition,the Metropolitan Council has recently released a regional housing
plan. How should preparation for a wide range of housing--both affordable and
market-rate--be incorporated into Shakopee's downtown, 1st Avenue corridor,and
the surrounding areas?
2.Infrastructure Needs--Both Shakopee Public Utilities and the City have identified renovations
and updates to infrastructure and streetscaping which,in some cases,were last addressed in
the 1980s. This would be such things as reconstruction of parking lots and alleys;the
replacement of street pavers,disability ramps,tree grates;and utilities.
3.Railroad Quiet Zone--It is felt that addressing train noise will be one of the keys to attracting
new development in the First Avenue corridor. A letter from the Council was sent to the
Union Pacific in June,asking about the railroad's interest in participating in preparations for
establishment of a Quiet Zone. Even with a positive response from the UP, it is likely that the
City will still need to make a sizable financial investment in order to establish a quiet zone in
the downtown area.
4.Main Street Shakopee--Four Main Street Shakopee sub-committees have been formed,and
are just starting to meet. Any recommendations for improvements in downtown resulting
from these study committees should be coordinated with the City's plans.
The consensus of Council is to focus on central business district including 2nd and Lewis Parking
lot,and streetscape in 2015. Include money for studies so that additional funding needs can be
identified for 2016. Coordinate improvements and establish a funding plan.
Also,there was a general consensus on improving housing options in the east end river front area,
both market rate and affordable. There was also interest in west end for house,and the housing
district surrounding downtown area.
8. Adjourn to August 19th,2014 at 7:00 pm
Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to adjourn to
August 19,2014 at 7:00 p.m.
Vote: 5 -0
Julie A Linnihan
Finance Director/City Clerk
Kim Weckman
Recording Secretary
OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL
REGULAR SESSION SHAKOPEE MINNESOTA August 19,2014
1. Roll Call
Present: Mayor Brad Tabke;Councilmember Matt Lehman;Councilmember Jay Whiting; Councilmember
Mike Luce
Absent: Councilmember Kathi Mocol
Staff City Administrator Mark McNeill;Assistant City Administrator Kris Wilson;Community
Present: Development Director R.Michael Leek; Public Works Director/Engineer Bruce Loney; City Attorney
Jim Thomson;Police Chief Jeff Tate;Finance Director/City Clerk Julie A Linnihan;Economic
Development Coordinator Samantha DiMaggio
2. Pledge of Allegiance
3. Approval of Agenda
Moved by Councilmember Matt Lehman, Seconded by Councilmember Mike Luce to approve the
agenda.
Vote: 4-0
4. Consent Business-(All items listed in this section are anticipated to be routine.After a discussion
by the Mayor there will be an opportunity for members of the Council to remove any items from the
consent agenda for individual discussion. Those items removed will be considered following the
Public hearing portion of the agenda. Items remaining on the Consent Agenda will not be discussed
and will be approved in one motion.)
Mayor Tabke asked to add 10.B.1, Tobacco Sampling Ordinance No. 890(Hookah Lounges)to the
Consent Agenda.
Moved by Councilmember Matt Lehman, Seconded by Councilmember Jay Whiting
Vote: 5-0
A. Community Development
1. Final Plat of Valley Park 18th Addition for Goodwill Store-Res.No. 7475 (B)
Offer Resolution No. 7475,a resolution approving the Final Plat of Valley Park 18th Addition, and
move its adoption. (Motion carried under the Consent Agenda)
B. Police and Fire
1. Authorize Disposal of Surplus Property-Bikes/Miscellaneous(F)
Moved to declare the listed property surplus and authorize its disposal per City Code. (Motion
carried under the Consent Agenda)
C. Public Works and Engineering
1. Declare the Amount to be Assessed,Order the Preparation of Proposed Assessments,and Set the
Public Hearing Date for Delinquent Refuse Bills from DSI,Res.No. 7464(E)
Offered Resolution No. 7464,A Resolution Declaring the Amount to be Assessed,Ordering the
Preparation of Proposed Assessments,and Setting the Public Hearing Date for Delinquent Refuse
Bills; also direct a$45 administrative fee penalty to be added to the assessments amounts for City
costs. (Motion carried under the Consent Agenda)
2. Overhead Power Relocation on County Road 16 by Dakota Highlands(D)
Moved to approve a motion determining that the overhead power line to be relocated be placed
underground from Foothill Trail to the east plat line of Dakota Highlands and the remaining line to
be overhead with SPUC acknowledgment of future undergrounding upon CR 16 improvements.
(Motion carried under the Consent Agenda)
D. Personnel
E. Parks,Recreation and Natural Resources
1. Replacement of Concrete Curbing at the Community Center and Ice Arena(A)
Moved to authorize the appropriate staff to contract with Dorn Construction,Inc for the replacement
of the concrete curbing and adjacent panels at the front entrance of the Community Center and at the
back entrance of the Ice Arena,in an amount not to exceed$21,500.00. (Motion carried under the
Consent Agenda)
F. General Administration
1. City Bill List(F)
Moved to approve the bills and electronic funds transfers in the amount of$3,257,108.12 payroll
transfers in the amount of$457,677.65 for a total of$3,714,785.77. (Motion carried under the
Consent Agenda)
2. City Council Minutes(F)
Moved to approve the minutes from July 1,2014,July 15,2014 and July 22,2014. (Motion carried
under the Consent Agenda)
3. Consideration of Valleyfair On-sale Intoxicating Liquor License,Resolution No. 7473 (D)
Offered Resolution,No. 7473,to ensure compliance with the regulations related to special
legislative action,as defined by Minnesota Statutes, section 645.021.(Motion Carried under the
Consent Agenda)
4. Authorization to Purchase 4 New Cisco Switches for IT Division.
Moved authorize the expenditure of$26,450 from the IT Fund for the purchase of four Cisco
switches. (Motion carried under the Consent Agenda)
5. City Council Negotiating Appointments for Railroad Issues.
Moved to authorize Mayor Brad Tabke and Councilor Mike Luce to serve as the City Council's
designated representatives for negotiating railroad issues. (Motion carried under the Consent
Agenda)
5. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL-(Limited to five minutes per
person/subject.Longer presentations must be scheduled through the City Clerk. As this meeting is
cablecast, speakers must approach the microphone at the podium for the benefit of viewers and other
attendees.)
6. Public Hearings:
A. Consideration of Minnesota Investment Fund Application for Rosemount, Inc. -Resolution No.
7474(D)
Moved by Councilmember Jay Whiting, Seconded by Councilmember Matt Lehman to open the
public hearing.
Vote: 4-0
Ms.DiMaggio said on June 18,2013 the Shakopee City Council held a public hearing and
authorized City staff to apply for a Minnesota Investment Fund(MIF)on behalf of Rosemount,Inc.
Rosemount,Inc.was awarded$500,000 in MIF funds,which were used to purchase machinery and
equipment for Phase 1 of their project.
Rosemount,Inc.has requested a forgivable loan in the amount of$500,000 for the second phase of
their project. Total project costs for the Phase 2 expansion plans are approximately$26,345,000.
Rosemount,Inc. applied for,and was awarded$905,000 in Job Creation Funds from the
Department of Employment and Economic Development(DEED)to assist with their expansion
plans. The remaining$25,000,000 will be financed through owner equity.
Phase 2 includes a 94,000 sq. ft. fit-out/expansion of the Shakopee facility to accommodate fmal
assembly operations and a technology lab.With this expansion,Rosemount, Inc.will add 200 new
full time equivalent(FTE)positions.
As these are state funds,there is no direct financial impact on the City as a result of the MIF loan
and other items considered in this Public Hearing.
Mayor Tabke asked if there was anyone in the audience that wished to speak at the public hearing.
No one responded.
Moved by Councilmember Mike Luce, Seconded by Councilmember Jay Whiting to close the
public hearing.
Vote: 4-0
Moved by Councilmember Jay Whiting, Seconded by Councilmember Mike Luce to offer
Resolution No. 7474,A Resolution authorizing and approving a Minnesota Investment Fund
Application,Grant Agreement,and Forgivable Loan in connection with Rosemount,Inc. Discussion
followed.
Cncl.Lehman asked why Rosemount can't apply for the loan themselves and not involve the City.
Ms. DiMaggio explained the MIF loan process.
Mayor Tabke asked for a vote on the motion.
Vote: 3 - 1
Opposed: Councilmember Matt Lehman
7. Business removed from the Consent Agenda will be discussed at this time
8. Recess for Economic Development Authority Meeting:
Moved by Councilmember Jay Whiting, Seconded by Councilmember Mike Luce to recess for an
Economic Development Authority meeting.
Vote: 4-0
9. Reconvene
Mayor Tabke reconvened the meeting.
10. General Business:
A. Community Development
B. Police and Fire
1. Tobacco Sampling Ordinance No. 890(Hookah Lounges)(A)
Moved to adopt Ordinance No. 890,an Ordinance of the City of Shakopee Amending Shakopee
City Code Section 6.23, Subdivision 10,dealing with sampling of tobacco and tobacco products.
(Motion carried under the Consent Agenda)
C. Public Works and Engineering
D. Personnel
E. Parks Recreation and Natural Resources
F. General Administration
1. Overview of 2015 Preliminary Property Tax Levy,Debt Service Levies,and 2015 Preliminary
Budget Process.
Ms.Linnihan provided Council an overview of the 2015 Budget which include discussion of the
2015 preliminary levies, as well as the projects and programs that are major components of the City
budget which is an essential part of establishing the preliminary levy,and planning for future year
programs. She reviewed the most current market information received from Scott County,as well as
reviewing the budget calendars and dates that have been adjusted for the 2015 budget process,due
to recent legislative changes.
The budget process will require the approval of a preliminary levy by September 30th,2014,and
the adoption of the final levy and budget by late December,2014.As in previous years the budget
process will continue into the fall meeting cycles.
Ms. Linnihan provided 2014 Scott County property count by class. The final valuation data for
taxes payable in 2014 and the preliminary valuation data for taxes payable in 2015 show increases in
property values. The City's current tax rate is 41.437%. If the City had a flat tax rate in 2015 the
tax rate would be 36.854%due to the increase in property values. Ms. Linnihan provided tax rate
data from other Scott County cities and townships.
There was a brief discussion about educating the public regarding property tax refunds. Ms.
Linnihan said that almost 50%of property owners don't know about property tax refunds.
Ms. Linnihan discussed the Capital Improvement Plan and discussed the Council's desire to improve
the downtown area. She stated for Council to implement this project,she suggested designate
$500,000 each year for three years,this funding is not a part of the$1 million in the CIP funding
that is planned for infrastructure. The consensus of Council was to move forward with the plan.
The EDA's exterior improvement loan program was discussed. Council agrees with continuing the
program but Cncl. Luce would like to make the ratio of years for forgive-ability and dollars per year
consistent.
Ms. Linnihan discussed debt service and provided council her suggestions. Council concurred with
Ms.Linnihan to provided$200,000 for the 1997 fire building; $343,000 for 2006A Bond; and
$92,000 for 2007B.bond.
Kris Wilson provided Council with the 2015 department staffing requests. The positions requested
include a Victim and Community Services Coordinator for the police department;an Assistant Fire
Chief for the Fire Department; an IT staff person;Finance/Clerk staff person and upgrade the
part-time Management Intern to a full-time Management Analyst. After discussion,Council agreed
to include all requests in the preliminary budget. They did ask to revisit the Assistant Fire Chief
request to a meeting where the Fire Chief would be able to attend to answer questions.
Ms.Wilson also discussed the non-union and union cost of living increases for 2015 as well as
pension and insurance increases.
11. Other Business
12. Adjourn to September 2,2014 at 7:00 pm
Moved by Councilmember Matt Lehman, Seconded by Councilmember Jay Whiting to adjourn to
September 2,2014 at 7:00 p.m.
Vote: 5 -0
Meeting ended at 9:15 p.m.
Julie A Linnihan
Finance Director/City Clerk
Kim Weckman
Recording Secretary
OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL
WORKSHOP SESSION SHAKOPEE MINNESOTA SEPTEMBER 2,2014
Present: Mayor Brad Tabke; Councilmember Matt Lehman;Councilmember Jay Whiting;Councilmember Kathi
Mocol; Councilmember Mike Luce
Staff City Administrator Mark McNeill;Assistant City Administrator Kris Wilson;Community Development
Present: Director R.Michael Leek;Public Works Director/Engineer Bruce Loney;Parks,Recreation&Natural
Resources Director Jamie Polley;Fire Chief Rick Coleman; Finance Director/City Clerk Julie A
Linnihan; City Attorney Jim Thomson
1. Roll Call
2. Pledge of Allegiance
3. Approval of Agenda
Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to approve the
agenda.
Vote: 5 -0
4. Consent Business(All items listed in this section are anticipated to be routine.After a discussion by
the Mayor there will be an opportunity for members of the City Council to remove items from the
consent agenda for individual discussion. Those items removed will be considered following the
public hearing portion of the agenda. Those items remaining on the consent agenda will otherwise
not be individually discussed and will be enacted in one motion.)
Cncl.Lehman asked to remove 4.D.,Authorization to Contract with WSB&Associates,Inc. for the
Final Design, Specifications and Construction Services for the Development of Quarry Lake Park.
Moved by Councilmember Matt Lehman, Seconded by Councilmember Mike Luce to approve the
Consent Agenda as amended.
Vote: 5 -0
A. Resolution No. 7476,A Resolution of the City of Shakopee,Minnesota Accepting the Donation of
Light Fixtures from Valleyfair for the Southbridge Community Park Hockey Rink-Res.No. 7476
OD)
Offered Resolution No. 7476,A Resolution of the City of Shakopee,Minnesota Accepting the
Donation of Light Fixtures from Valleyfair for the Southbridge Community Park Hockey Rink.
(Motion carried under the Consent Agenda)
B. Authorization to Proceed with the Construction of the Open Air shelter at Huber Park(A)
Moved to award a contract to R.W. O'Brien Contracting,LLC for the construction of the Huber Park
open air shelter. (Motion carried under the Consent Agenda)
C. Approval of Change Orders for Southbridge Community Park PR 2014-1 (A)
Moved to approve the$21,805.00 change order for general project changes and the$29,058.05
project change order to realign the northern bituminous trail in favor of K.A.Witt Construction,Inc.
(Motion carried under the Consent Agenda)
D. Authorization to Contract with WSB&Associates,Inc. for the Final Design, Specifications and
Construction Services for the Development of Quarry Lake Park(A,B)
Item removed from the Consent Agenda.
E. Appointment of Shakopee Representative and Alternate to the Minnesota Valley Transit Authority
(MVTA)Board of Directors(D)
Moved to approve a motion approving the appointment of City Councilor Mike Luce as its
representative and Community Development Director Michael Leek as alternate representative to the
MVTA Board of Directors. (Motion carried under the Consent Agenda)
F. Receive the Feasibility Report and Call for a Public Hearing for the Hilldale Drive Improvements
Project No. 2014-3,Res.No. 7478 (D)
Offered Resolution No. 7478,a resolution receiving a report and calling for a public hearing on the
Hilldale Drive Improvements Project No. 2014-3. (Motion carried under the Consent Agenda)
G. Approve the Amendment to the Scott Joint Powers Association Joint Powers Agreement(D)
Moved to approve the amendment to the Scott Joint Powers Association Joint Powers Agreement
providing for the ability to contract with Scott County for prosecution services. (Motion carried under
the Consent Agenda)
H. Acceptance of Resignation of Todd Hallett from Planning Commission/BOAA(F)
Moved to accept with regret the resignation of Todd Hallett from the Planning Commission/BOAA,
effective July 11th,2014. (Motion carried under the Consent Agenda)
Approve Application to State Health Improvement Program(SHIP)Grant(A,D)
Moved to authorize staff to submit a grant application to the State Health Improvement Program,in
the amount of$15,000. (Motion carried under the Consent Agenda)
J. City Bill List(F)
Moved to approve the bills and electronic funds transfers in the amount of$959,549.57 payroll
transfers in the amount of$504,884.42 for a total of$1,464,433.99. (Motion carried under the
Consent Agenda)
5. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL(Limited to five minutes per
person/subject.Longer presentations must be scheduled through the City Clerk.As this meeting is
cablecast,speakers must approach the microphone at the podium for the benefit of viewers and other
attendees.)
No one responded.
6. Business removed from the Consent Agenda will be discussed at this time
Cncl. Lehman asked for the removal of 4.D.,Authorization with WSB&Associates,Inc. for the
Final Design, Specifications and Construction for the Development of Quarry Lake Park because of
the holiday weekend he couldn't contact staff to answer his questions.
He asked Ms.Polley about funding the project and when it would be developed. Ms. Polley stated
that the project would be done in phases. The Park Improvement Fund balance is approximately$2
million at this time.
Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to authorize the
appropriate staff to enter into an agreement with WSB&Associates,Inc. for the preparation of the
final design,specifications,and bidding documents as well as the services including the bidding
procedures and construction administration for the development of Quarry Lake Park in the amount
not to exceed$212,700.00.
Vote: 5 -0
7. Workshop Discussion
A. Presentation Regarding the Chamber Public Policy Committee's Sign Regulations(B)
Angie Whitcomb,President of the Shakopee Chamber of Commerce said in 2012 the Chamber's
policy committee(COCPCC)made several recommendations to the City Council,Planning
Commission,and Economic Development Advisory Committee(EDAC)for changes to the City of
Shakopee's sign regulations. Over the following 12 months and several joint meetings with the
Planning Commission and EDAC,staff drafted a revised version of proposed regulations. In
September of 2013,copies of the resulting draft regulations were provided to the Committee for
review before it would be moved forward in the City review process.
At a meeting on July 15,2014,the Committee presented city staff with a new set of
recommendations that would do away with the previous draft regulations and start over. The goal is
to simplify and modify the existing sign ordinance. At that time they suggested developing a graphic
presentation such as a table with basic requirements and regulations as well as suggesting that it be
written for business owners. Ms. Whitcomb presented a framework for the ordinance that they
believe will be user friendly model.
Ms.Whitcomb presented the framework and format with a simplified sign ordinance table that staff
would need to fill out,business district map,and sample code language from the City of Arden Hills.
Mayor Tabke asked if the current revision of the sign ordinance could be modified to include what has
been presented. Ms.Whitcomb said the information in the current ordinance would need to be
populated in the table to make it easier to navigate.
Mr. Leek spoke to Council about the current ordinance. He also discussed his questions and concerns
with the chart and maps that Ms. Whitcomb presented.
After further discussion Council agreed to have staff populate the chart and bring it back to discuss
how to address the unknowns for variances and size. Council would also like to better identify
overlay map boundaries. They want original code language used.
Staff was also asked to meet with COCPCC and bring back to the October 7,2014 workshop
meeting.
B. City-wide Survey Discussion
Mr.McNeill said one of the directives that was given to the City Administrator for 2014 was to
"establish and monitor measurable goals for each City department."
To establish an overall residents'perception of municipal service levels, it is recommended that a
City-wide survey be undertaken. From a performance measurement standpoint,it would establish a
"baseline"to improve the view of the levels of service from the City.
The Morris Leatherman Company(M-L) is well-known in the Twin Cities area for performing
statistically-valid telephone surveys on behalf of city governments and school districts.
Mr.McNeill provided a sample of some of the questions which are typically asked of a city's
residents. He said that the survey instrument would be tailored for our particular situation. M-L
would meet first with stakeholders, including elected officials, staff,and other community
representatives,to establish the topics for which inquiries would be made.
Beginning to end, it is estimated that 90 days'time would be needed. Therefore,the base results
could be received before the end of the year.
Overall,the cost would range from a low of$13,000 to $22,000 which would be charged to the City
Council budget.
Council feels a 30-40 minute survey may be to long and suggested shortening the survey. They also
asked staff to contact the Shakopee School District on a possible joint facility questions.
Council agreed to move forward with the survey. Staff said they will bring back information to the
October 7,2014 meeting.
Moved by Councilmember Matt Lehman, Seconded by Councilmember Kathi Mocol to recess for a
break.
Vote: 5 -0
C. FY15 Budget Followup Discussion
1. Preliminary 2015 Budget and Property Tax Levy(C)
Ms. Linnihan said that following several recent Council session discussions,the City Council is
asked to provide preliminary approval to the 2015 preliminary property tax levies,to be submitted to
Scott County by September 30th,2014. Council will be asked to formally adopt the preliminary
property tax levy on September 16th,2014. These preliminary levies will include the General fund
tax levy, as well as levies for the debt service.
As reviewed in the previous work session discussions,the preliminary levy is the maximum levy that
can be established by City Council action. This levy cannot be increased before submittal of the final
levy in December,2014 for property tax year 2015.
Ms. Linnihan provided Council with the"what if'tax analysis that are generated by Scott County,
specific to each City. The work sheets are adjusted from the prior year for changes in TIF,Fiscal
Disparities,as well as the details at the bottom half of the forms(Residential Impacts)that indicate
the changes in Estimated Market Value.
The residential impact chart reflects the increase in the market values as well as the impact to
proposed taxes. The charts list the proposed increases to the base tax levy,as follows:
•Values as presented in 2014,with levy remaining flat
•Increase for Fire Building debt levy from$175,000 to$200,000
•Increases in the proposed levies,at 5%,8%and 10%over the 2014 base(3 separate impact
sheets)
The 2015 budget discussions have included the following:
•Market value of residential properties will experience growth, estimated at
approximately 13%,according to Scott County
•The 2015 Proposed Levy Certification forms provides for a 10%increase
Ms. Linnihan outlined the departmental budgets that reflect material changes from their prior year
operational budgets. She also outlined the Highway 101 corridor work plan as follows:
•A follow-up plan will be developed specific to the Downtown/101 Corridor project to more
clearly define a multi-year improvement plan. As discussed,these funds are not a part of the
transfer of$1M to the CIP. This transfer as proposed will be to a new program,Downtown
Capital Project.
•The first component of this project will be to develop a plan for the corridor,following the
initial study,which is estimated to be$100,000
•The estimated improvements related to this plan in 2015 are in a range from$100,000-
$200,000 for parking lots,alleys,drainage improvements, access to Huber Park, sidewalks and
downtown amenities,etc.
•Property acquisition has also been discussed in many of the recent Council discussions. The
smaller parcels in the downtown district may require planning for the purchase of multiple
parcels in a larger economic development plan. As the Council considers the proposed
funding for acquisition,the funding requirement is requested at$100,000
•In total,the request for the Downtown capital plan proposal for 2015 are estimated at
$300,000 to $500,000
She discussed position requests made by staff. The additional position requests for the 2015 budget
are presented on the attached work paper,listing the 2015 estimates per position,as presented at the
last City Council meeting.
Moved by Councilmember Matt Lehman, Seconded by Councilmember Mike Luce to increase the
levy by 5%.
Vote: 2-3
Opposed: Mayor Brad Tabke
Councilmember Jay Whiting
Councilmember Kathi Mocol
Moved by Councilmember Kathi Mocol, Seconded by Councilmember Jay Whiting to increase the
levy by 10%with the condition that the levy can be reduced by December.
Vote: 3 -2
Opposed: Councilmember Matt Lehman
Councilmember Mike Luce
2. IT Staffing and Structure for 2014&Beyond(B)
Ms. Wilson said the City's current IT structure consists of two full-time IT professionals—an IT
Coordinator and an IT Specialist. They are part of the Administration Department and both report to
the Assistant City Administrator. The IT Coordinator position is currently vacant due to staff turnover
and we are having difficulty filling the position. Council is asked to take a broader look at the City's
IT staffing and structure,in the context of our current vacancy,the 2015 budget and beyond.
She said keeping up with the City's IT needs while having a two-person IT staff has been a challenge
for the past several years and seems to have reached a breaking point in the past year. The Council
has numerous goals and objectives,as do each of our individual Departments,which cannot be met
without taking a markedly new approach to IT. Technology related projects need to be completed
both faster and better if the City is going to keep up in the areas of customer service and service
delivery.
Ms. Wilson is recommending that Council consider the creation of a separate IT Department,with a
department director reporting directly to the City Administrator. The proposed new department
would consist of five full-time employees. She provided Council with an outline of the department
structure and proposed costs.
The City's Internal Service Fund is traditionally used to pay for IT hardware and software,but not
personnel costs. However,the Fund currently has a healthy cash position that would allow the City to
temporarily deviate from past practice and utilize funds on hand to make the bold move to an IT
Department.
Ms.Wilson said the Finance Director recommends that 50%of the funds needed to implement this
transition be included within the 2015 levy and the other 50%be paid for out of the cash position of
the IT Fund. This will not be sustainable indefmitely,but will allow for the costs of a full IT
Department to be gradually added to the tax levy over two or three years.
After discussion,the consensus of Council is to create an I.T.Department. They also asked staff to
bring back information of how to phase in three additional employees in 2015.
3. Position Request-Assistant Fire chief(F)
Ms.Wilson provided a fully-developed position request that Chief Coleman submitted which is more
detailed than the previous position request given to Council at the last meeting. She and Chief
Coleman answered questions from Council regarding the new position request.
The consensus of the Council was to include the Assistant Fire Chief position in the preliminary
budget,but investigate sharing opportunities with other fire departments.
8. Adjourn to September 16,2014 at 7:00 pm
Moved by Councilmember Kathi Mocol, Seconded by Councilmember Matt Lehman to adjourn to
Tuesday, September 16,2014.
Meeting ended at 9:16 p.m.
Vote: 5-0
Julie A Linnihan
Finance Director/City Clerk
Kim Weckman
Recording Secretary