Loading...
HomeMy WebLinkAbout4.F.2. City Council Minutes f: Consent Business SHAKO'EE TO: Mayor and City Council FROM: Julie Linnihan, Finance Director/City Clerk DATE: 02/17/2015 SUBJECT: City Council Minutes (F) Action Sought Move to approve the City Council minutes from February 3, 2015. Attachments: 02-03-15 City Council Minutes OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION LOCATION Council Chambers City Hall 129 Holmes Street South February 3,2015 SHAKOPEE MINNESOTA 7:00 p.m. 1. Roll Call Present: Mayor Brad Tabke; Councilmember Matt Lehman; Councilmember Jay Whiting; Councilmember Kathi Mocol;Councilmember Mike Luce Staff Assistant City Administrator Kris Wilson; Community Development Director R. Michael Leek; Present: Public Works Director/Engineer Bruce Loney;Parks&Recreation Director Jamie Polley; City Attorney Jim Thomson 2. Pledge of Allegiance 3. Approval of Agenda Ms. Wilson stated that there is additional information for item 8.A.1,Interim Ordinance Establishing a Development Moratorium on Certain Lands in Western Shakopee. The additions to the agenda are 8.F.3,Updating List of Individuals Authorized to Make Bank Transactions,Resolution No. 7548; 8.F.4,Last Day of Employment for Finance Director/City Clerk; 8.F.5,Appointment of Acting City Clerk; and 8.F.6,City Council Workshop Proposal. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol 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.) Cncl.Whiting asked to remove 4.E.2,Approval of Contract Amendment with WSB&Associates for the Quarry Lake Final Design, Specifications and Construction Services. Cncl.Lehman asked to remove 4.F.5,Letter of Support of Inter-City Passenger Rail Service. Cncl. Mocol said she will be abstaining from 4.F.3,Approve the Application and Grant a Massage Therapy License to Crystal Williams. Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to approve the Consent Agenda as amended. Vote: 5-0 A. Community Development B. Police and Fire 1. Acceptance of Laser Radar Donation,Resolution No. 7547 Offered Resolution#7547,a Resolution of the City of Shakopee,Minnesota, accepting the donation of a Stalker Laser Radar from the Minnesota Department of Public Safety's Towards Zero Deaths program. (Motion carried under the Consent Agenda) 2. Acceptance of Donation from Fairmount Santrol,Res.No. 7545 (A) Offered Resolution No. 7545,a Resolution of the City of Shakopee,Minnesota,Accepting the Donation of$14,367 from Fairmount Santrol. (Motion carried under the Consent Agenda) 3. Declare Three Forfeited Vehicles as Surplus Property(F) Moved to declare the 1998 Cadillac Deville,VIN: 1 G6KD54Y2WU802628;the 2000 Lexus RX3, VIN: JT6HF10U6Y0160641;and the 2002 Toyota Corolla,VIN: 1NXBR12E32Z651403 as surplus property.(Motion carried under the Consent Agenda) C. Public Works and Engineering D. Personnel E. Parks and Recreation 1. Replacement of Field Lighting at Joe Schleper Stadium(A) Moved to authorize the expenditure of an amount not to exceed$310,800 for replacement of the outfield lighting and towers at Joe Schleper Stadium,and authorize appropriate City staff to enter into contracts with Graybar Electric Company,Inc. in the amount of$255,583 for the lighting equipment and installation; Choice Electric,Inc. in the amount of$28,000 for the electrical work;and High Five Erectors II,Inc. in the amount of$5,400 for the removal and disposal of the current light towers. (Motion carried under the Consent Agenda) 2. Approval of Contract Amendment with WSB &Associates for the Quarry Lake Final Design, Specifications and Construction Services(A)-Removed from the Consent Agenda. On September 2,2014,the City Council authorized 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. The contract amendment increases the contract amount to$253,450. The increase of$40,750 is attributed to three items; 1)The original proposal from WSB included the architectural services for the large building only. The new proposal sought includes architectural services for both the large and small buildings planned within the park. 2)The original proposal estimated the cost of the large building at$1,000,000 and preliminary discussion indicate the cost could be higher.3)the original sub-consultant has expended$8,000 on preliminary services. Cncl.Whiting questioned the contract agreement increase of WSB&Associates. Ms.Polley said the architectural cost increase is due to the larger size of the building design. She said if the size of the building is smaller,the design cost will be less. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to approve the contract amendment with WSB&Associates,Inc. for the final design, specifications and construction services for Quarry Lake Park in an amount not to exceed$253,450. Vote: 5-0 F. General Administration 1. City Bill List(F) Moved to approve the bills and electronic funds transfers in the amount$3,943,948.92 and payroll transfers in the amount of$439,350.84 for a total of$4,383,299.76. (Motion carried under the Consent Agenda) 2. City Council Minutes(F) Moved to approve the City Council minutes from January 20,2015. Motion carried under the Consent Agenda. 3. Approve the Application and Grant a Massage Therapist License to Crystal Williams(F) Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to approve the application and grant a massage therapist license to Crystal Williams. Vote: 4-0 Other: Councilmember Kathi Mocol(ABSTAIN) 4. Microsoft License Renewal(E) Moved to authorize appropriate city staff to enter into a new,three-year Microsoft License Service Agreement through SHI and authorize payment of the first-year's cost in an amount not to exceed $56,500 from the Internal Service IT Fund. (Motion carried under the Consent Agenda) 5. Letter of Support for Inter-City Passenger Rail Service(D)-Removed from the Consent Agenda The City has been asked by communities within our region to write a letter to the Minnesota Department of Transportation(MnDOT)offering support for revisions to the 2010 Minnesota Comprehensive Statewide Freight and Passenger Rail Plan to elevate the Northfield—Metropolitan corridor from Tier Two to Tier One status. Cncl. Lehman has a concern that if Council supports the inter-city passenger rail service,the Council is saying that this project is more of a priority than the addition of lanes on Hwy 169. Mayor Tabke said that support for this project is not putting anymore money toward this project and that this item is a separate issue from additional lanes being added to Hwy. 169. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to authorize the Mayor to sign the attached letter of support for inter-city passenger rail service. Vote: 3 -2 Opposed: Councilmember Matt Lehman Councilmember Mike Luce 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.) Jeff Hoenstein addressed Council regarding the denial of his pawn broker's license. He said he filled out the application and made an error on one of the questions that disqualified him from receiving a license. Doug English,2865 Falkner Dr.,Chaska,the manager of the pawnshop stated that he believes Jeff made an honest mistake and asked Council to reconsider the denial of his license. Ms. Wilson explained to Council the formalities of the denial of the application. Council directed staff to look at the policy language that would provide wording in the policy to clarify a timeline for reapplication and bring it back for discussion at a later date. 6. Public Hearings: A. 2015 Street Reconstruction Project,Project No.2015-1,Res.No. 7546(E) Moved by Councilmember Matt Lehman,Seconded by Councilmember Jay Whiting to open the public hearing. Vote: 5-0 Jeff Weyandt,Assistant City Engineer said on September 16,2014,Council ordered the preparation of a preliminary engineering report for the 2015 Street Reconstruction Project. The report was completed and accepted by the City Council on January 6,2015. This proposed project includes reconstructing 7th Avenue from St.Marks Road to Apgar Street, Shumway Street from 6th Avenue to 10th Avenue,Market Street from 7th Avenue to 11th Avenue and St. Marks Road On January 21,2015,staff conducted an informational meeting for the property owners being affected by the proposed project.Approximately 25 residents attended the meeting. The residents in attendance at the informational meeting had some general questions regarding the design, construction schedule and assessment payments. The total estimated cost for the 2015 Street Reconstruction Project is$2,654,500. •30%of the street improvements and restoration for residential streets($402,000)will be assessed to the benefiting properties. The remaining costs will be paid from the Capital Improvement Fund($986,500). •Storm sewer improvements($241,000)will be paid from the Storm Sewer Fund. •Water main improvements($588,000)will be funded by Shakopee Public Utilities. •Sanitary sewer improvements ($437,000)will be paid from the Sanitary Sewer Fund. Cncl.Luce asked if property owners could have the option of having the cost of the sewer connection from the street to the house added on to their property taxes if the work is done by the contractor the City hired for the project. Mr. Thomson said that it was possible to do so. Mr. Loney stated that there would be some complications implementing the City's contractor to perform work on private residences. Mayor Tabke asked if there was anyone in the audience that wished to speak at the public hearing. No one responded. Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to close the public hearing. Vote: 5 -0 Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to offer Resolution #7546, a Resolution Ordering an Improvement and Preparation of Plans and Specifications for the 2015 Street Reconstruction Project,Project No.2015-1. Also,directed staff to look into the sewer line extension payment options. Vote: 5-0 7. Business removed from the Consent Agenda will be discussed at this time See 4.E.2,Approval of Contract Amendment with WSB &Associates for the Quarry Lake Final Design, Specifications and Construction Services and 5.F.5,Letter of Support for Inter-City Passenger Rail Service. 8. General Business: A. Community Development 1. Interim Ordinance Establishing a Development Moratorium on Certain Lands in Western Shakopee(B) Mr. Leek said that on January 20,2015,the City Council authorized staff to prepare and issue a request for proposals for a master planning study for the area bounded on the north by Vierling Drive;on the west by CSAH 69;on the south by CSAH 78; and on the east largely by CSAH 15 and the interchange at TH 169 and CSAH 15. The Council also directed staff to bring forward an interim ordinance placing a moratorium on development on the land in the study area that is within the City. The maximum period of the moratorium is one(1)year,but the moratorium may be lifted by Council action prior to this if the study is completed earlier. Staff has sent the attached letter to owners of undeveloped land in the Study Area,that is within the City limits,to notify them of the proposed moratorium. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Mike Luce to approve Ordinance No. 900,An Interim Ordinance Of The City Of Shakopee,Minnesota Establishing A Moratorium On All Development In A Portion Of The City Of Shakopee,establishing a one-year moratorium on development on lands in western Shakopee that will be the subject of a master land use study. Vote: 5-0 B. Police and Fire C. Public Works and Engineering D. Personnel E. Parks and Recreation F. General Administration 1. Review of Position Profile for City Administrator Advertisement(F) Ms.Wilson said Council is being asked to provide feedback to Ms. Sharon Klumpp of Waters& Company Executive Recruitment regarding a draft position profile that will be used to advertise for a new City Administrator. To prepare the position profile,Ms. Klumpp met one-on-one with each elected official and department head,hosted a public forum to accept input from residents and local businesses,and invited all City staff to complete a brief online survey. Ms.Klumpp briefly discussed the individual meetings held with City Council members,department heads and comments from a small group from the public who all gave input as to the qualifications, education,experience for the next City Administrator. She also provided Council with the employee survey in both graph and table format. Ms.Klumpp discussed with Council the City Administrator brochure that has been put together. The highlights of the brochure discuss the community,organization,position profile,high priority issues, candidate profile,education and experience and compensation and benefits. Ms.Klumpp discussed salary information for surrounding administrator positions. The City's maximum salary rate for the City Administrator position is$134,994. Based on the average annual actual salary of$138,220, Council should give consideration to increasing the maximum salary rate. She said increasing the maximum rate will help attract applicants. All the Council members stated that they agree with the information presented but would like to take the time to read through it all. The job description will be brought back to Council at the February 17th meeting for approval to advertise. 2. Appointment of Interim Finance Director(F) Ms.Wilson said that on January 6th City Council meeting,Council directed staff to advertise for an Interim Finance Director to fill the position upon the departure of current Finance Director/City Clerk Julie Linnihan. Appointing someone on an interim basis now will meet the City's ongoing operational needs while also allowing the new City Administrator the ability to participate in filling this key management position. The City did not receive responses from any individuals interested in the interim role,but has had conversations with two firms that provide this type of service. Ms. Wilson recommends that the City hire Jean McGann of AEM Financial Solutions,Inc. to serve as the City's Interim Finance Director. The cost of the proposal from AEM Financial would be$10,933 per month. This is just slightly less than our monthly wage and benefit cost for the Finance Director position as a full-time employee,and can therefore be accommodated within the adopted budget. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to authorize the appropriate officials to enter into the attached agreement with AEM Financial Solutions for interim finance director services. Vote: 5 -0 3. Updating List of Individuals Authorized to Make Bank Transactions--Resolution No. 7548 (F) Ms.Wilson said the City's bank requires formal action of the City Council to change the list of people authorized to sign City checks and authorize certain bank transactions. Currently the Mayor and Finance Director sign all checks. With Finance Director Julie Linnihan's employment ending February 27,2015,there is a need to designate a different authorized signer. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Matt Lehman to offer Resolution No. 7548,a Resolution Designating Individuals Authorized to Perform Certain Banking Transactions. Discussion followed. Cncl. Lehman asked if AEM,the financial firm Council hired is bonded and insured. Ms. Wilson stated that AEM is bonded and insured and is a respectable firm in the metropolitan area. Vote: 5-0 4. Last Day of Employment for Finance Director/City Clerk(F) Ms. Wilson said that at the December 2nd City Council meeting the Council voted to accept the resignation of the Finance Director/City Clerk,Julie Linnihan effective January 30,2015. However after accepting the City Administrator's resignation and appointing Ms.Wilson as the Acting City Administrator during the December 16,2014 meeting,Council directed that efforts be made to retain Ms.Linnihan beyond her original resignation date. She agreed to an extension but will be leave employment by February 27,2015. Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to authorize a chenage in resignation date for Finance Director/City Clerk,Julie Linnihan from January 30,2015 to February 27,2015. Vote: 5 -0 5. Appointment of Acting City Clerk(F) Ms.Wilson said with the current Finance Director/City Clerk departing employment effective February 27,2015,there is a need to appoint an acting City Clerk to fill the statutory duties of the City Clerk on an interim basis. Ms.Wilson recommended Deputy City Clerk,Lori Hensen as Acting City Clerk effective March 2,2015 and authorize a corresponding pay increase from Step D of Grade 5 to Step F of Grade 7 of the City's Non-Union Pay Plan. The cost of the temporary pay increase can easily be accommodated through the use of the unspent salary dollars resulting from several vacant positions within the City organization. Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to appoint Deputy City Clerk Lori Hensen to the roll of Acting City Clerk,effective March 2,2015,and authorize a corresponding increase in pay from Step D of Grade 5 to Step F of Grade 7 of the City's 2015 Non-Union Pay Plan. Vote: 5-0 6. Approve Facilitator Meeting with Council(F) Ms.Wilson said that at a previous City Council meeting it was suggested that Council may benefit from participating in a workshop to solve workplace problems. Ms.Wilson presented Council with a proposal from Barbara Strandell. She was recommended by several other metro area cities as someone that has worked effectively with their City Council groups. The focus of the Council workshop would be on how the Council works as a group,how to resolve differences and what the expectations of one another and senior staff are for communications and commitments. The proposed price of the project is$3,515. Funding is available in the administration budget for 2015. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to direct staff to retain the consultant Barbara Strandell for a Council workshop. Vote: 5-0 Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to recess for a break. Vote: 5-0 9. Workshop Discussion A. Community Survey Results(F) Ms. Wilson stated she was contacted by the presenters of the community survey results and they are not able to attend due to the road conditions. This item will be rescheduled for a future Council workshop. B. Organizational Structure Study(F) Dave Unmacht of Springsted presented Council with the organizational structure study.He discussed what is the optimal organizational structure needs to support the City's vision and goals. The top immediate priorities in the organizational design and the source for direction and consideration in organizational design is the policy and direction of the City Council through their foundation positions. Mr.Unmacht presented Council with guidelines to consider as to what reorganization will accomplish. He also provided five considerations to avoid when choosing the best option for reorganizing. Mr.Unmacht discussed the current structure which he termed as "traditional"which all major functions report directly to the City Administrator.He then presented conceptual structures for Council to consider. The first option is the current business model. The next consolidates administrative support functions and physical functions into two larger divisions as well as a division for Recreational Services,Police and Fire,that would answer to the City Administrator. Another option is similar to option one but the Finance function is pulled out of Administrative Services as it's own direct report to the City Administrator. The last option,combines police and fire into one division of Public Safety. Ms. Wilson asked Council to guide staff on where they would like to go with an organizational structure. She asked that Council share with her their questions,concerns and observations for a future workshop item. 10. Other Business Cncl.Lehman had questions regarding the lack of speed limit signs on Highway 101 through downtown Shakopee. He asked staff to contact Scott County about installing additional speed limit signs. Cncl. Luce stated that Scott County should also look at an overlay project on County Road 17 from 10th Avenue to 1st Avenue. Mr.Loney said that the County is aware of the need and the item will be coming to Council in the future. 11. Adjourn to February 17,2015 at 7:00 p.m. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Mike Luce to adjourn to February 17,2015 at 7:00 p.m. Vote: 5-0 Meeting ended at 10:08 p.m. Julie A. Linnihan Finance Director/City Clerk Kim Weckman Recording Secretary