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HomeMy WebLinkAbout4.F.2. City Council Minutes 101116U1 Consent Business 4. F. 2. St i:1KOPEE TO: Mayor and City Council FROM: Julie Linnihan, Finance Director/City Clerk DATE: 01/06/2015 SUBJECT: City Council Minutes (F) Action Sought Move to approve the minutes from December 2, 2014. Attachments: 12-02-14 City Council Minutes OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION SHAKOPEE MINNESOTA December 2,2014 1. Roll Call Present: Mayor Brad Tabke; Councilmember Matt Lehman; Councilmember Jay Whiting;Councilmember Kathi Mocol; Councilmember Mike Luce Staff City Administrator Mark McNeill;Assistant City Administrator Kris Wilson;Community Present: Development Director R.Michael Leek;Public Works Director/Engineer Bruce Loney;Finance Director/City Clerk Julie A Linnihan;Police Chief Jeff Tate;Parks,Recreation&Natural Resources Director Jamie Polley;Fire Chief Rick Coleman; City Attorney Jim Thomson 2. Pledge of Allegiance 3. Recognition of Photo Contest Winners A. Presentation of of Certificates of Recognition for 2014 Show Off Shakopee Photo Contest Winners(A) Kristin Holtz presented the four winners of the City's annual photo contest and awarded them certificates and monetary prizes. 4. Approval of Agenda Cncl.Lehman asked to add a closed session to discuss the performance review of the City Administrator. Moved by Councilmember Jay Whiting,Seconded by Councilmember Matt Lehman to approve the agenda as amended. Vote: 5 -0 5. 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 Kathi Mocol to approve the Consent Agenda. Vote: 5-0 A. Community Development B. Police and Fire C. Public Works and Engineering 1. Purchase of Three Single Axle Plow Trucks for the Street Division(E) Moved to authorize staff to purchase three International 7500 Cab and Chassis from Boyer International,including trade,for the price of$205,934.52 and Boxes,Hoists,Plows,Controls and Accessories from Towmaster Truck Equipment for the price of$334,113.87 for a total combined price of$540,048.39. The funds to be expended from the Capital Equipment Internal Service Fund. (Motion carried under the Consent Agenda) 2. Purchase of Two Pickup Trucks,One for the Park Maintenance Division and One for the Facilities Maintenance Division(E) Moved to approve the purchase of two Pickup Trucks from Midway Ford Commercial for the price of$51,172.00 with the funds to be expended from the Capital Equipment Internal Service Fund. (Motion carried under the Consent Agenda) 3. Purchase of Pickup Truck for Natural Resources Division(E) Moved to approve the purchase of one new pickup truck from Midway Ford Commercial for the price of$22,140.00 with the funds to be expended from the Capital Equipment Internal Service Fund. (Motion carried under the Consent Agenda) 4. Purchase Two Pickup Trucks for the Engineering Division(E) Moved to approve the purchase of two Pickup Trucks from Midway Ford Commercial for the price of$47,990.00 with the funds to be expended from the Capital Equipment Internal Service Fund. (Motion carried under the Consent Agenda) 5. Purchase of Utility Vehicle for the Police Department(E) Moved to authorize the purchase of one(1)new Ford F-150 Pickup for the price of$27,870.00 from Midway Ford Commercial,with the funds to be expended from the Capital Equipment Internal Service Fund. (Motion carried under the Consent Agenda) 6. Purchase of Three(3)Interceptors and One(1)Administration Car for the Police Department(E) Moved to authorize the purchase of three SUV police interceptors and one Ford Escape SE administrative car from Nelson Auto Center for the price of$103,122.75. Funding to be expended from the Capital Equipment Internal Service Fund. (Motion carried under the Consent Agenda) D. Personnel 1. Adoption of 2015 Non-Union Pay Plan-Res.#7519(E) Offered Resolution No. 7519,a resolution adopting the 2015 Pay Plan for Certain Non-Union Employees of the City of Shakopee,and move its adoption. (Motion carried under the Consent Agenda) 2. Adoption of 2015 Pay Plan for Part-Time,Temporary and Seasonal Employees--Res.#7520(E) Offered Resolution No. 7520,a resolution adopting the 2015 pay plan for part-time,temporary and seasonal employees of the City of Shakopee,and move its adoption. (Motion carried under the Consent Agenda) 3. Amendment to Personnel Handbook--Res.No. 7501 (F) Offered Resolution No. 7501,a resolution amending the Personnel Handbook for Employees of the City of Shakopee,and move its adoption. (Motion carried under the Consent Agenda) 4. Resignation of Finance Director/City Clerk Moved to accept,with regret,the resignation of Finance Director/City Clerk Julie Linnihan effective January 30,2015. (Motion carried under the Consent Agenda) E. Parks and Recreation F. General Administration 1. City Council Bill List(F) Moved to approve the bills and electronic funds transfers in the amount$615,220.38 and payroll transfers in the amount of$599,972.70 for a total of$1,215,193.08. (Motion carried under the Consent Agenda) 2. Acceptance of Resignation and Appointment of New Member to Parks&Recreation Advisory Board-Res.No. 7524(A) Moved to accept,with regret,the resignation of Eric Krieger from the Parks&Recreation Advisory Board, and to offer Resolution No. 7524,a resolution appointing John Otto to the Parks&Recreation Advisory Board, and move its adoption. (Motion carried under the Consent Agenda) 3. Amendment to Boards&Commissions Appointment Policy-Res.No.7523 (F) Offered Resolution No. 7523, a resolution amending the Boards and Commission Guidelines for Appointments and Operations,and move its adoption. (Motion carried under the Consent Agenda) 6. 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. 7. Public Meeting A. Public Meeting addressing the 2015 Budget,Property Tax Levy,Debt Service Cancellation, specific to certain debt issues,Resolution Nos. 7516, 7517 and 7518. (C) Ms.Linnihan presented Council with the 2015 Property Tax Levy and 2015 Budget and provided overviews of legislative updates, operating budget,revenues and expenditures. She also reviewed with Council the new budget requests of additional positions,position changes and project budget requests.Ms.Linnihan provided a comparison of the 2014 final budget and the 2015 proposed budget details. The proposed increase in 2015 is a 3.2%increase of$506,780 for a total general levy of $16,300,000. Continue the debt service levy for the 2006A debt service bond$343,215 down$734 from 2014,add debt service levy for the 2007B debt service bond$92,052,and a referenda levy increase of$25,000 in 2015 to$200,000. Council discussed removing the new position of Assistant Chief of Operations/Training for the Fire Department for one year. There was also discussion with regard to the IT staff restructuring.Council agreed to reduce the tax levy$162,000 from 16,300,000 to 16,138,000. This reduction is reflects the removal of the Assistant Fire Chief position and a reduction in the IT staff request. Mayor Tabke asked if there was anyone in the audience that wished to speak. Beverly Koehnen,Chris Taylor,Matt Lehman,Kevin Gillick all address Council with concerns regarding a city tax rate increase and their recent increase in property value they received from Scott County. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to offer Resolution No. 7516,A Resolution Adopting the 2015 Budget but to amend the removal of the full-time fire training officer. Vote: 4- 1 Opposed: Councilmember Matt Lehman Moved by Councilmember Jay Whiting,Seconded by Councilmember Matt Lehman to offer Resolution No. 7517,A Resolution Setting 2014 Property Tax Levy, Collectible in 2015 but amend to remove the full-time fire training chief position and to reduce IT staff funding,with additional money to come from other resources if IT study merits. Vote: 5 -0 Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to offer Resolution No. 7518,A Resolution Canceling Debt Service Levies for 2014/2015. Vote: 5 -0 8. Public Hearings: 9. Business removed from the Consent Agenda will be discussed at this time None. 10. General Business: A. Community Development B. Police and Fire C. Public Works and Engineering D. Personnel 1. Adoption of 2015 Wages and an Amendment to the Personnel Handbook for Paid-on-Call Firefighters --Res.#7521 &#7524(E) Ms. Wilson said paid-on-call firefighters are currently paid a rate of$10.50 an hour. She provided Council with information of what other surrounding cities pay their paid-on-call firefighters. Additionally,the current Personnel Handbook for Firefighters has several antiquated pay policies regarding how the City counts hours worked and when it pays or doesn't pay a firefighter. She has recommended a substantial increase in the hourly wage for paid-on-call firefighters but with several key changes in the personnel policy as to the way hours are calculated and to when a firefighter is paid. Along with policy changes,it is recommended that the hourly wage for new hire firefighters be increased from$10.00 per hour to$13.00 per hour,and that the wage for those who have completed one-year of service or more be increased from$10.50 to$14.00 per hour. The proposed changes were outlined for firefighters at their November 17 staff meeting and all were given the opportunity to ask questions. Cncl.Luce and Cncl. Lehman disagree with amending the policy regarding payment while unable to respond to calls. They agreed the current language should stay in the policy. Moved by Councilmember Jay Whiting,Seconded by Councilmember Matt Lehman offered Resolution No. 7521,a resolution adopting the 2015 pay plan for part-time employees of the Shakopee Fire Department. Vote: 5-0 Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol offered Resolution No. 7524,a resolution amending the Personnel Handbook for Paid-on-Call Firefighters of the City of Shakopee.Discussion followed. Moved by Councilmember Lehman seconded Councilmember Luce to amend the motion to exclude language regarding payment to firefighters while they are unable to respond to calls but still show up at the fire station. Vote: 2-4 Opposed: Mayor Tabke,Councilmember Mocol and Councilmember Whiting Mayor Tabke asked for a vote on the main motion. Vote: 4- 1 Opposed: Councilmember Matt Lehman E. Parks and Recreation 1. Consultant Recommendations for Athletic Facilities and Improvements to the Community Center(A) Ms. Polley said the City Council directed staff to hire consultants to perform financial, feasibility and architectural studies for athletic facilities and improvements to the Community Center with a budget up to$75,000. It also directed that options for up to$25 million in City-provided funding be presented. To complete the study of the proposed improvements, staff felt that a consultant specializing in recreational amenities and planning,and an architectural consultant should be retained. Staff did three telephone interviews of consultants specializing in recreation planning and feasibilities studies. Staff is recommending Ballard*King and Associates, of Highlands Ranch, Colorado. Staff sought an architectural firm with extensive experience in both components. The City received two proposals. Staff is recommending the architectural firm of 292 Design Group,of Minneapolis. As part of the architectural study the firm will be asked to also look at the condition of the current Ice Arena,determine if more than two sheets could be constructed on the Community Center campus, and what the cost of two new sheets in a different location would be with the ability to expand that facility in the future. Staff is recommending the City's regular financial consultant, Springsted,Inc.,be used to provide funding options. The total cost to retain Ballard*King($18,500)and 292 Group($22,500)totals$41,000 with an additional cost of$8,500 if the City desires color renderings and building image designs. Work related to Springsted,Inc will be related to debt issuance or the need for an expanded fee study. These costs will be reflected in the future if these projects are undertaken. In addition,the total cost to conduct the programming analysis of needs for the social/cultural portion of the project will be determined with the solicitation of Request for Proposals. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Jay Whiting to hire Ballard*King and Associates to perform a feasibility,planning,and operations study of the athletics facilities and improvements to the Community Center;hire the Architectural Consultant of 292 Design Group to complete the feasibility and architectural studies for said improvements;hire Springsted,Inc. to determine funding options for the City portion of the projects' financing; direct staff to enter into contracts for the above; and direct staff to issue RFP's for programming analysis of cultural and social facility needs. Discussion followed. Cncl.Lehman said the project is poor timing. He believes it may conflict with the upcoming school referendum. Cncl.Luce feels that the timeline for the study is to short. Cncl.Whiting believes moving forward with the project will have a positive impact on the school referendum. Mayor Tabke asked for a vote on the motion. Vote: 3 -2 Opposed: Councilmember Matt Lehman Councilmember Mike Luce F. General Administration 11. Workshop Discussion A. City-wide Telephone Survey On September 2nd,the City Council approved the hiring of the Morris Leatherman Company to perform a City-wide telephone survey of residents. The intent is to gauge overall perceptions about a variety of topics. Council was provided a draft of survey questions that relate to Shakopee. Peter Leatherman of Morris Leatherman discussed with Council the actual survey that will be performed. He took notes on modifications. The city-wide survey will be conducted before Christmas. B. Vision for Large Shelter at Quarry Lake Park(A) Ms.Polley said on September 2,2014 the City Council hired WSB&Associates to design and develop construction plans for Quarry Lake Park. Candace Amberg of WSB and staff have met with stakeholders including Xcel Energy, Shakopee Prior Lake Waterski Association,MN Department of Natural Resources,ATV/OHM group,Bituminous Roadways,Aggregate Industries and Emerson regarding the design and usage of Quarry Lake Park. From the stakeholder meetings three concept plans were developed. All of the park concept plans include trails,parking lot(s),a small open air shelter and a larger enclosed shelter. Two community meetings were held,in addition to the Parks and Recreation Advisory Board meeting,to obtain input on the three concept plans.Ms.Amberg of WSB is currently working on a final plan based on the input received. The input received favored the plans for a larger enclosed shelter that could be utilized for various programs and events. City Council is asked to provide staff with direction regarding the concept of a larger enclosed shelter and what the vision of that shelter might be. The current Park Reserve CIP has$1,790,000 allocated for Quarry Lake Park. It is a preliminary estimate that the amount allocated will cover trials,parking lot,small open air shelter(s)and docks. The amount of additional funding and/or potential partnerships needed for the larger shelter will be determined based on the size and scope of the shelter. Please note;that the construction of Quarry Lake Park will deplete the Park Reserve CIP based on current budget projections and developments within the City. The City does not currently have a nature center however the City of Shakopee has a vast array of natural resources that could provide the community and the school district with different learning opportunities.A few years ago the City of Savage built a Nature Center called the McColl Pond Environmental Learning and Event Center for approximately$2 million that is heavily used for classroom learning and special events. After discussion,it was the consensus of the Council to move forward with the conceptual design of Quarry Lake Park shelter. 12. Other Business Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to go into a closed session under Minnesota Statue 13.D.05, subdivision 3 (A)to evaluate the performance of the City administrator. Vote: 5 -0 13. Adjourn to December 16th,2014 at 7:00 p.m. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to adjourn to December 16,2014 at 7:00 p.m. Vote: 5-0 a. Julie A Linnihan Finance Director/City Clerk Kim Weckman Recording Secretary