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HomeMy WebLinkAbout5.F.2. Approval of Minutes: August 14 and August 15, 2006 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 14,2006 (Budget Work Session) 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; Chris Wilson, Assistant City Administrator; Gregg V oxland, Finance Director; Bruce Loney, Public Works Director/City Engineer; Mike Hullender, Public Works Supervisor and Judith Cox, City Clerk. Mr. McNeill presented Council with the proposed 2007 Economic Development Authority (EDA) budget. The EDA proposed budget for 2007 is a 69% increase from the 2006 budget. The contributing factor for this large increase is due to the full-time EDA Coordinator proposed to be hired in 2007. The other factor for the increase is the abatement for Certainteed and Dean Lakes. The total proposed budget for 2007 is $239,140.00. Ms. .Wilson presented the Council with the proposed 2007 Information Technology (IT) budget. The 2007 budget reflects and increase of $30,000 from the 2006 budget. Staffmg costs are estimated lower because of staffing turn over and the new staff has less seniority. One new cost to the staffing budget is for a summer-intern. A large project in the proposed budget is the replacement of two servers and training at a cost $30,000. Other large costs are license agreement/renewals, fiber connection to Logis, voice over IP, consultants, and travel/training. The total proposed budget for 2007 is $298,000.000. Ms. Wilson responded to questions of Council Members. Ms. Wilson also presented the Council with the proposed 2007 Telecommunications budget. The total budget request for 2007 is approximately $297,000. This was reviewed by the Telecommunications Advisory Board before being presented to the Council for consideration. The Telecommunications Advisory Board developed six budget goals for 2007. They include recording and playing city activities on the local cable access channel; the research of city high speed internet; work with departments to improve on technology; improve government access channel quality by providing close caption; increase local public access time; and improve the cable studio.. Ms. Wilson answered questions of Council Members. Mr. Loney presented Council with the proposed 2007 Engineering, Street, Shop, and Parks budgets. The 2007 Engineering budget has a $47,420.00 increase in the budget from 2006 which is a 6.97% increase. The increase is due to salary adjustments, professional services, communications, and operations. The Street division budget proposal for 2007 is $1,784,730.00 which is an increase of$331,970 from 2006. This includes adding another full-time Street worker due to the growth of the city, the high costs offuel, and equipment maintenance at a rate $65.00 and hour. Joos/Lehman moved to recess for 15 minutes. Motion carried 5-0. Mayor Schmitt re-convened the meeting lit 9:00 p.m. Official Proceedings of the August 14, 2006 Shakopee City Council Page -2- Mr. Loney continued with the proposed Shop division budget. Mr. Loney advised Council that a change for 2006 was that all departments are charged a shop rate $65.00 an hour for labor on vehicle/equipment maintenance. The increase of the budget is approximately $31,600. The increase includes money for a grease reel, hoist inspections, truck wash maintenance and supplies and a walk behind floor scrubber. Cncl. Joos stated that he would like Mr. Loney to look into other alternatives for the requested grease reel. Cncl. Joos also feels that Mr. Loney should also 190k for other bids with regard to the crane and hoist inspections because he feels the budgeted cost Mr. Loney proposed was too high. Mr. Loney continued with the proposed Park maintenance budget. The increase in the 2007 budget is approximately 11.59% with a proposal of$1,300,000. This increase is due to the request of an additional Park maintenance worker and an additional seasonal staffemployee. Another cost is the new procedure of the shop rate charge out now being implemented. Another cost is upgrading park restrooms at Memorial and Lions Park to be compliant with the ADA. City Administrator, Mark McNeill presented the Council with the Mayor and Council budget. The budget increase is approximately 48.3%. The increases include $5,000 additional dollars for the Recording Secretary wages, $10,000 contribution for the Sesquicentennial Committee, the Transportation planning group of $34,000, and $50,000 for the revision of the City's pay plan. Discussion followed. Mr. McNeill then presented Council with the proposed 2007 Administration budget. This budget has a decrease of 5.4% under the 2006 budget. Changes to the administration have included that the Assistant to the City Administrator is now the Assistant City Administrator. This position inCludes half-time as the Human Resources Coordinator. A Human Resources Technician has been added to the budget as well as a half-time Communications Coordinator. There is a reduction in office supplies as well as professional services due to the fact that the City now has a Human Resources Coordinator and there is not a need to contract with Scott County for those services. There is also an increase in the training budget to bring all city staff up to date on state mandated trainings. Cncl. Joos and Clay feel the City needs to increase the training budget so the City is in compliance with the State regarding staff training. Mr. McNeill did state that the County and the League of Minnesota Cities offers trainings and will be looking to tap into those resources for staff training. Mr. McNeill then presented the Council with the Legal budget. There was a .2% decrease in the budget. The proposed budget is $486,300 which is the same as it was for 2006. The City Clerk, Judy Cox, proposed the 2007 City Clerk budget. Ms. Cox stated that there is a 4% increase in the budget from 2006 to 2007. The increase is primarily in the wages and budgeting for a new postage machine. The proposed budget for 2007 is $317,000.00. Finance Director, Gregg Voxland, presented Council with the Finance budget. Mr. Voxland stated that there will be no staff or operation changes in 2007. There will be a 2% increase in the Official Proceedings of the August 14, 2006 Shakopee City Council Page -3- budget which is approximately $20,000. The increases are for professional services and cost of inflation. Mayor Schmitt asked if there was any other business to discuss. Mr. McNeill advised that the Council meeting set up for Tuesday, August 15, 2006 be changed from a start time of 6:30 p.m. to 7:00 p.m. All agreed. Joos/Lehman moved to adjourn to Tuesday, August 15,2006 at 7:00 p.m. Motion carried 5-0. Meeting adjourned at 10:05 p.m. ~~.~ ~th S. Cox City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,M~ESOTA AUGUST 15,2006 Mayor John Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Terry Joos, Steve Menden, Matt Lehman present. Also present were Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator, R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer; Jim Thomson, City Attorney; Judith S. Cox, City Clerk; Gregg Voxland, Finance Director; and Mark Themig, Parks, Recreation and Facilities Director. The Pledge of Allegiance was cited. Mayor Schmitt asked ifthere were any additions or deletions to the agenda. There were no additions or deletions. Joos/Clay moved to approve the Agenda as amended. Motion carried 5-0. In the Mayor's Report, Mayor Schmitt introduced Genevieve McJilton of Ryan Development Company who was present. Ms. McJilton advised Council that Ryan Development signed a 10 year lease with an option to buy with Key Logic for a 100,000 square feet, two-story building in the Dean Lakes Development. Key Logic is a high tech. company similar to Seagate Technology. Key Logic will be bringing about 300 jobs to Shakopee from their Eden Prairie location. The ground breakingJor the new building will be sometime in October. Mayor Schmitt asked ifthere were any additions or deletions to the Consent Agenda. Mr. McNeill asked the Council to note that item 7.F.6., Appointments to the Park and Recreation Advisory Board, that option two has been recommended. Option two appoints all three candidates to the Park and Recreation Advisory Board. Cncl. Lehman wanted 7.F.7., Amendment to Developer's Agreement for Dean Lakes, to be pulled from Consent for some discussion. Cncl. Clay wanted 15 .B.l, Cost Sharing of Pike Lake Road Improvements with the Developer of Ridge View Estates, to be added to the Consent Agenda. Joos/Menden moved to approve the Consent Agenda as amended. Motion carried 5-0. Joos/Menden moved to authorize the appropriate City officials to execute the Agreement For Operation and Management of the Shakopee Transit Bus Service. (Motion carried under the Consent Agenda) Joos/Menden moved to approve the First Amendment to Master Lease Agreement between the City of Shako pee and the Metropolitan Council for Regional (Transit) Fleet Vehicles. (Motion carried the under Consent Agenda) Joos/Menden moved to accept the withdrawal of the Conditional Use Permit application by 1- State Truck Center for a CUP to allow truck sales and repair in the Light Industrial (I-I) Zone for property located north of 4th A venue and west of Shenandoah Drive.. (Motion carried under the Consent Agenda) Official Proceedings ofthe August 15, 2006 Shakopee City Council Page -2- Joos/Menden moved to authorize staff to retain the 2000 Ford Ranger for the Street and Fleet Divisions and move the 1994 Chevy 8-10 pick-up to Facility Maintenance (Government Buildings) Division. (Motion carried under the Consent Agenda) Joos/Menden moved to declare surplus property items held by the Police Department as surplus property and authorize staff to appropriately dispose of them. (Motion carried under the Consent Agenda) (CC Document No. 419) Joos/Menden offered Resolution No. 6466, A Resolution Accepting Workon the 2006 Shakopee Conununity Center Chiller Unit, Project No. PR2006-2, and moved its adoption. (Motion carried under the Consent Agenda) J oos/Menden moved to approve funding in the amount of $16,216 from the Park Reserve Fund for ADA trail connections for Stans Parkby Minnesota Roadways. In addition, City Council authorized additional funding up to $3,784 for either the Sun Shade structure or benches and bike loops, contingent on satisfactory results of our additional investigation on the shade structures, discussion with,the Tennis Association, and availability for Public works to do the installation. (Motion carried under the Consent Agenda) Joos/Menden offered ResolutionNo. 6473, A Resolution of the City of Shako pee Authorizing An Amendment to Easement Agreement, and moved its adoption. ~otion carried under the Consent Agenda) (Agreement with SPUC for well No. 17 at the 17t Avenue Sports Complex) Joos/Menden moved to authorize Tahpah Park playground equipment and rubber safety surfacing purchases of: 1. Play equipment, fabric and rubber wear mats from Midwest Recreation for Playground A, the fitness area, for a total of $26,523.32. 2. Play Equipment from Little tykes for Playground B, the 2"'12 age play area, for a totalof$38,418.00. 3. Rubber safety surfacing from Rubbercycle for the Entire Play area, for a total of $33,200.00. (Motion carried under the Consent Agenda) Joos/Menden moved to approve plans and specifications and authorize bidding for Southbridge Savanna Oak Park, Project No. PR2005-5. (Motion carried under the Consent Agenda) Joos/Menden moved to advertise for bids for construction of the Aquatic Park Support Building. (Motion carried under the Consent Agenda) Joos/Menden offered Ordinance No. 768, Fourth Series, an Ordinance ofthe City of Shakopee, Minnesota, Amending Chapter 12, Section 12.34, Parks and Dedications, and moved its adoption. (Motion carried under the Consent Agenda) Joos/Menden moved to acknowledge Terri Valiant's successful completion of the City's one- year probationary period and grant her part-time regular employment status in the position of Receptionist effective August 1, 2006. (Motion carried under the Consent Agenda) Official Proceedings of the August 15, 2006 Shakopee City Council Page -3- Joos/Menden moved to acknowledge Kelly Schmitt's successful completion of the City's one- year probationary period, and granting her full-time regular employment status in the position of Office Service Worker. (Motion carried under the Consent Agenda) Joos/Menden moved to acknowledge Patty Latzke's successful completion of the City's one-year probationary period, and granting her full-time regular employment status in the position of Building Secretary. (Motion carried under the Consent Agenda) Joos/Menden moved to accept, with regret, the resignation of Anita Davis from her position as receptionist and to authorize staff to begin the hiring process to fill the vacancy. (Motion carried under the Consent Agenda) Joos/Menden moved to approve the job description for the position of Office Service Worker- Parks & Recreation and authorize the promotion of Barb Potthier to the newly created position at Step B of Grade 3 of the City's Pay Plan, effective August 21,2006. (Motion carried under the Consent Agenda) (CC Document No. 420) Joos/Menden moved to approve the request of Julie Klima for conversion from part-time, non- exempt status to full-time, exempt status effective September 4, 2006. (Motion carried under the Consent Agenda) Joos/Menden moved to approve the job description for the Building Official position and authorize the placement of Building Official Jim Grampre at Step B of Grade 9, effective August 21,2006. (Motion carried under the Consent Agenda) Joos/Menden moved to approve the bills in the amount of$2,911,688.50. (Motion carried under the, Consent Agenda) Joos/Menden moved to approve the City Council Meeting Minutes of July 17,2006. (Motion carried under the Consent Agenda) Joos/Menden offered Resolution No. 6467, a Resolution Appointing Judges of Election and Establishing Compensation, and moved its adoption. (Motion carried under the Consent Agenda) Joos/Menden moved to authorize a new five year consolidated service agreement providing coverage of all City elevators and wheelchair lift by Schindler Elevator Corporation. (Motion carried under the Consent Agenda) Joos/Menden moved to accept, with regrets, the resignation of Elise Durbin from the Parks and Recreation Advisory Board and thank her for the contributions she has made for the residents of Shakopee. (Motion carried under the Consent Agenda) Joos/Menden offered Resolution No. 6472, A Resolution Appointing Individuals to the Park and Recreation Advisory Board, and moved its adoption. (Motion carried under the Consent Agenda) Official Proceedings of the August 15,2006 Shakopee City Council Page -4- Joos/Menden moved to approve directing staff to participate in the costs with the Developer of Ridge View Estates in the amount of $112,272.35 out of the Capital Improvement Fund for cost sharing of Pike Lake Road. (Motion carried under the Consent Agenda) Mayor Schmitt asked if there were any interested citizens who wished to discuss a matter not on the agenda. No one responded. Mayor Schmitt continued the public hearing on revisions to the building permit and development fees - Ordinance 767. Michael Leek presented Council with the amended 2006 fee. schedule for building permits for new residential, commercial and industrial construction. Mr. Leek highlighted minimum and maximum permit fees for the classifications of residential, commercial and industrial construction. Mr. Leek stated that included in the fee schedule is an Index Factor on "Gross Building Permit Fee". The Building Department Inspectors review the building permit and calculate the permit fee based on a table of valuation in the 2006 Fee Schedule, but to determine the actual building permit fee they would then multiply that result by the Index Factor on the fee schedule table. Most calculations should fall within the minimum and maximum range on the fee schedule table. If a permit calculation that comes in below the minimum then the minimum fee would be charged. The same applies if the calculation is above the maximum range then the maximum fee would be charged. Mr. Leek stated that the fee schedule would apply to permits received after August 01,2006. Mr. Leek stated that the Plan Review Fees are a flat rate fee unlike the calculated Building Permit Fees. The exception to the Plan Review Fee would be in the Commercial Light and Heavy Industrial and InstitutionallEducation fees. These plan review fees would comprise of the flat rate plus an hourly charge forservice for additional work done beyond the cost of the permit. Mr. Leek also stated that the motorized Golf Cart permit fee was also included in this ordinance rather than drafting another separate ordinance. Cnc!. Lehman questioned whether the plan review fees include time that has been used by the Park Design consultant if a park is part of the development plan. Mr. Leek stated that park design is not directly contributed to building permit fees so it is not included in the fee schedule. Cnc!. Menden asked Mr. Leek what the difference is between townhouse units and multi-family units. Mr. Leek said that a townhouse unit is a classification that was set up by the Metropolitan Council for reporting purposes. In general, townhouses have a separate entrance to the units as opposed to shared entrances. Mayor Schmitt asked if there was anyone in the audience who wished to be heard before closing the hearing. Noone responded. Joos/Clay moved to close the public hearing. Motion carried 5-0. Joos/Lehman offered Resolution 767, Fourth Series, An Ordinance Of The City Of Shako pee, Minnesota, Amending The City's 2006 Fee Schedule To Implement Changed Building Permit Fees For New Residential, Commercial and Industrial Construction; Be It Further Ordained, that Official Proceedings of the August 15, 2006 Shakopee City Council Page -5- the permit fee to operate a motorized golf cart shall be $20.00, and moved its adoption. Motion carried 5-0. Kris Wilson addressed Council regarding the Amendment to Developer's Agreement for Dean Lakes. This item was pulled from the Consent Agenda for further clarification to the revised version. Ms. Wilson stated the original Developer's Agreement had the statement "Such reductions are limited to one per year." which was originally located in the agreement after the new language. The revision places the statement before the new language because it does not apply to the new language. Ms. Wilson stated that there were no language changes, just the placement of the statement. Joos/Lehman moved to authorize the appropriate staff to execute an amended Developer's Agreement with Ryan Companies, for the Dean Lakes Business Park, to include the revision noted above. Motion carried 5-0. (The amendment will allow the reduction of the Letter of Credit for special assessments upon issuance of a certificate of occupancy for parcels in the Dean Lakes Business Park.) Mayor Schmitt asked for the liaison reports from the Council members. Cncl. Lehman had nothing to report. Cncl. Menden said he attended the Shakopee Downtown Partnership (SDP) meeting. He said the Shakopee 150th Anniversary will be taken under the SDP, 503Ccategory which is a good benefit for the organization. Cncl. Menden also stated that the Environmental Advisory Committee discussed how the city was moving forward on marking conservation and park property boundaries. Cncl' Joos stated that he participated in the $5,000 donation of Malt-O-Meal cereal to the Community Action Council from Malt-O-Meal, as well as a $10,000 cash donation from Sam's Club, and Walmart. This is to provide cereal to children so they can have cereal inthe morning when they are out of school. Cncl.Clay had nothing to report. Menden/Joos moved to recess for the Economic Development Authority Meeting at 7:30 p.m.. Motion carried 5-0. Mayor Schmitt re-convenedthe meeting at 7:44 p.m. Mr. Leek presented Council with the reconsideration of the final plat approval of South bridge Fields Addition. On August 02, 2006 the Council voted to have the final plat of Southbridge Fields put on the August 15th Council Agenda for reconsideration of the condition related to limiting the first access to right-in only. Official Proceedings of the August 15, 2006 Shakopee City Council Page -6- Mr. Leek went through the changes as outlined in Resolution 6469. Mr. Leek stated that there was some confusion on staffs part and a few members of the Council when approval of the final plat was made and the 8 foot trail was moved to County Road 18. The Council appeared to delete the 4 foot trail proposed on the private drive into Southbridge Fields. Staff would like some clarification on what the Council's intent was.in the previous action. Another consideration in Resolution No. 6469 is what the easternmost access to Crossings Boulevard should be constructed and signed: as aright-in only, right-in/right-out, or a full access. If the Resolution is changed to right-in/right-out or to a full access intersection, the Resolution will include that the applicant will be responsible for all future improvements to Crossing Boulevard infrastructure caused by their development. Mr. Loney presented Council with a memorandum from Chuck Rickart of WSB & Associates. In his memorandum Mr. Rickart highlighted potential future traffic problems for this intersection. Mr. Rickart stated based on his preliminary review, it is still his recommendation to leave this intersection a right-in only. Howeverif the alternatives were approved, Mr. Rickart states that left turn lanes would be needed. During discussion between the Council members, Mayor Schmitt said he would like to see a new design drawn up for Crossings Blvd. Cncl. Joos and Lehman would like to eliminate the right-in only and make it a right in/right out access with any future changes that may be needed to be at the expense of the developer or his assigns. Cncl. Clay and Menden would like to keep the access a right-in only. Steve Soltau of Shakopee Crossings addressed the Council and reiterated that if the project was opened to a right in/right out access that Shakopee Crossings would be financially responsible for all future costs to close the right out access. Lehman/Joss moved to direct staff to continue to look into a safe alternative to open the access to a right-in/right-out access at the developer's expense and bring back the options to the Council (for the easternmost access to Crossings Boulevard within the plat of Southbridge Fields Addition). Motion defeated 2-3 with Cncl. Menden, Clay and Mayor Schmitt dissenting. Cncl. Menden reminded Council that staff needed some direction regarding the four foot trail on the west side of the westerly private drive. Mr. Leek stated that the recommendation that came from Park and Recreation staff initially was for an 8 foot trail to be located adjacent to the roadway. The Council's action was to take that 8 foot segment and relocate it to County Road 18 to try and make future connections along County Road 18. There was also proposed a 4 foot bituminous trail on the west side. When this was considered Mr. Themig clarified that this trail was for local access purposes but that it was agreed that a better location for the 8 foot trial was along County Road 18. When the resolution was passed it only addresses the change of the 8 foot trail. Mr. Leek stated that the previous resolution only addressed the 8 foot trail. If nothing is done to the resolution there will only be an 8 foot trail on County Road 18. No action was taken. Official Proceedings of the August 15,2006 Shakopee City Council Page -7- Mr. McNeill presented Council with a Resolution which consents to the EDA tax levy. Menden/Joos offered Resolution Number 6470, A Resolution Levying A Tax At The Request Of, And Consenting To The Levy Of A Tax By, The Economic Development Authority ForThe City Of Shako pee, and moved its adoption. Motion carried 5-0. Lehman/Joos moved to adjourn to August 22,2006 at 6:30 p.m. Motion carried 5-0. Meeting adjourned at 9:15 p.m. eJ.~ dith S. Cox City Clerk Kim Weckman Recording Secretary