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HomeMy WebLinkAbout4.F.2. City Council Minutes Consent Business 4. F. 2. SHAKOPEE TO: Mayor and City Council FROM: Lori Hensen, Deputy City Clerk DATE: 04/07/2015 SUBJECT: City Council Minutes (F) Action Sought Move to approve the City Council minutes from March 12, and March 17, 2015. Attachments: March 12, 2015 March 17, 2015 DRAFT TENTATIVE AGENDA Shakopee City Council Workshop 7:00 p.m. March 12,2015 LOCATION Council Chambers City Hall 129 Holmes Street South Shakopee Mission Statement The Mission of the City of Shakopee is to provide the opportunity to live,work and play in a community with a proud past,promising future, and small town atmosphere within a metropolitan setting. Mayor Brad Tabke presiding Present: Mayor Brad Tabke;Councilmember Matthew Lehman;Councilmember Jay Whiting; Councilmember Kathi Mocol;Councilmember Mike Luce Staff Kris Wilson,Assistant City Administrator;Jeff Tate,Police Chief Present: Attendees: Barbara Strandell 1. Roll Call 2. Pledge of Allegiance 3. Approval of Agenda 4. Workshop Discussion: Council Operations&Relations Barbara Strandell discussed her findings in regards to Council Operations&Relations, and worked with the City Council to determine a list of agreed upon norms of behavior. The City Council members reviewed and agreed upon the following as a rough draft: 1. Speak only for yourself, not for other Council members- unless specifically tasked by your colleagues to speak for the group. 2. Don't question motives. Assume others have positive intentions, even when you disagree. 3. Be respectful of one another, and the public process,at all times. Do not criticize staff or others in public. 4. Aim for consensus,but accept decisions of the majority once made. 5. Stay focused on the elected official role-- policy,prioritization and citizen representation. 6. Work primarily through the City Administrator,occasionally through a Department Head, and never through line staff. Refrain from attending staff meetings,trainings, "ride- alongs"or group staff functions unless specifically invited or scheduled through Administration. 7. Respect staff and the fact that they work for the Council as a whole. Don't expect or ask them to engage in the fray(secrets,gossip,triangulate),make your individual case(to take sides), or to be your"insider"(informant). 8. After each Council Meeting, each Council member should acknowledge each other. After much discussion the Council Members decided that the above list would be added to the Consent Agenda for the City Council meeting on March 17,2015, and if there are any changes they will be discussed at the meeting. 5. Adjourn to March 17,2015 at 7:00 p.m. Moved by Councilmember Matthew Lehman, seconded by Councilmember Kathi Mocol to adjourn. Vote: 5 -0 Lori H- Acting City Clerk Heidi Emerson Recording Secretary DRAFT OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION LOCATION Council Chambers City Hall 129 Holmes Street South March 17,2015 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 Interim City Administrator Kris Wilson;Community Development Director R.Michael Leek;Public Present: Works Director/Engineer Bruce Loney;Economic Development Coordinator Samantha DiMaggio; City Attorney Sarah Sonsalla 2. Pledge of Allegiance The Pledge of Allegiance was lead by Boy Scout Troop 619. 3. Approval of Agenda Ms.Wilson advised Council there were two additions to the agenda. 10.D.1,Approval of Revised Recreation Supervisor Position Description and 11.A,Closed Session to Discuss Labor Negotiations. 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.Lehman asked to add 10.D.1,Approval of Revised Recreation Supervisor Position Description to the consent agenda. Mayor Tabke asked to remove from the consent agenda 4.C.2,Ordering the Hilldale Drive Improvement Project No.,2014-3,Res.No. 7559. Cncl. Luce asked to remove from the consent agenda,4.F.4,Adoption of City Council Norms of Behavior. Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to approve the Consent Agenda as amended. Vote: 5-0 A. Community Development 1. Text Amendment to Conditional Uses for Utility Structures in Multiple Zoning Districts Ord.No. 903 (F) Offer Ordinance No. 903,an ordinance amending City code for Conditional Uses for Utility Structures in multiple zones. (Motion carried under the Consent Agenda)? B. Police and Fire 1. Declare Two Forfeited Vehicles as Surplus Property(F) Moved to declare the 2003 GMC Yukon,VIN:IGKEK63U83J223357;and the 2005 Dodge Caravan, VIN:2D4GP24R65R369122 as surplus property. (Motion carried under the Consent Agenda) 2. Declare Firearms and Accessories as Surplus Property(F) Moved to declare the seventeen firearms and five optics as surplus property and authorize its disposal. (Motion carried under the Consent Agenda) C. Public Works and Engineering 1. Purchase of Garbage Truck for Park Maintenance Division(E) Moved to authorize staff to purchase a Cab&Chassis from Astleford Equipment,Inc.for$47,141.00 and to purchase a Refuse Packer with Accessories from McQueen Equipment Inc. for$58,827.20 with trade-in. The total purchase price of$105,968.20 to be expended from the Capital Equipment Internal Service Fund. (Motion carried under the Consent Agenda) 2. Ordering the Hilldale Drive Improvement Project No.2014-3,Res.No. 7559(E)-Item Removed from the Consent Agenda Mayor Tabke removed this item from the consent agenda because he doesn't support moving forward with the project to install sewer and water to the neighborhood with a capped assessment of$28,000 per lot. The City and/or Shakopee Public Utilities will need to contribute the remaining portion of the assessment at a cost of$126,000 if passed. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol offer Resolution No.7559,A Resolution Ordering an Improvement and Preparation of Plans and Specifications for the Hilldale Drive Sanitary Sewer and Water Improvements,Project No.2014-3 and approve the draft agreement on assessments and charges to benefiting properties. Vote: 4- 1 Opposed: Mayor Brad Tabke D. Personnel E. Parks and Recreation F. General Administration 1. City Bill List(F) Moved to approve the bills and electronic funds transfers in the amount$942,515.82 and payroll transfers in the amount of$486,950.86 for a total of$1,429,466.68. (Motion carried under the Consent Agenda) 2. City Council Minutes(F) Move to approve the City Council minutes from February 17,2015 and March 3,2015. (Motion carried under the Consent Agenda) 3. Interfund Loan Agreement for Purchase of MnDOT Parcels,Res. #7561 (C) Offered Resolution No. 7561,A Resolution approving an Interfund Loan and Transfer from the Equipment Fund to the Economic Development Authority. (Motion carried under the Consent Agenda) 4. Adoption of City Council Norms of Behavior(F)-Item removed from the Consent Agenda. Cncl. Luce asked for the removal of this item from the consent agenda because he doesn't believe the norms will be followed. Moved by Councilmember Kathi Mocol,Seconded by Councilmember Jay Whiting to adopt the above Agreed Upon Norms of Behavior for elected officials of the City of Shakopee. Vote: 4- 1 Opposed: 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.) No one responded. 6. Public Hearings: None 7. Business removed from the Consent Agenda will be discussed at this time See items 4.C.2,Ordering the Hilldale Drive Improvement Project No.2014-3,Res.No.7559 and 4.F.4,Adoption of City Council Norms of Behaviors. 8. Recess for Economic Development Authority Meeting: Moved by Councilmember Matt Lehman,Seconded by Councilmember Jay Whiting to recess for an Economic Development Authority meeting. Vote: 5-0 9. Reconvene Mayor Tabke reconvened the meeting. 10. General Business: A. Community Development 1. Rezoning,CUP to Allow Overheight Structures,and Preliminary&Final Plat of Rahr First Addition (B) Mr.Leek presented Council with the final plat of the Rahr First Addition. Mr.Leek said that the property is located north of 1st Ave.W.,south of Spring St.,west of Scott St.,and east of Clay St. The nature of the operation is to construct an 80,000 sq. ft.distribution warehouse,with receiving and processing/packaging of malt for their operations. The proposed Plat complies with the required design standards for Heavy Industry(I-2)Zoned properties,provided the conditions as identified by staff are incorporated into the Final Plat prior to recording. Recent discussions between Scott County,SPUC,the City and Rahr have resulted in a revised site layout. This revision results in a new 30'driveway that will provide access to Scott Street rather than directing the truck traffic directly via a driveway to 1st Avenue. There were three options presended for creating an eastern access to the new warehouse via Scott St. They are to improve and have the City maintain a public alley;vacate the alley—resulting in ownership of the northern half falling to Rahr and allowing Rahr to construct a new driveway slightly to the north of the existing alley;or retain the existing alley as is and have Rahr construct a new driveway parallel to the alley to meet their needs. Mr.Leek said provided Council with staffs recommendation to improve the alley and have the City maintain a public alley. After evaluating the request against the stated criteria for a Rezoning and Conditional Use,staff also recommends that the City Council approve this request as the criteria for granting a CUP,Rezoning and Plat,provided that the conditions noted in the Resolution No. 7560,will be met. The Planning Commission reviewed the preliminary plat,CUP and Rezoning at its March 5,2015 meeting,and by a 6-0-1 vote,they recommended approval of the application as presented. Cncl. Lehman had concerns regarding the alley and the effect it will have on the neighboring business. Jesse Theis,Chief Operating Officer at Rahr,stated that the plans for the alley improvements shown to Council reflects the best possible solution to the problem. Moved by Councilmember Kathi Mocol,Seconded by Councilmember Mike Luce to offer Resolution No.7560,a Resolution of the City of Shakopee,Minnesota,Approving the Preliminary and Final Plat for Rahr first Addition,a Conditional Use Permit for Overheight Structures,and a Reszoning from Highway Business(B-1)Zone to Heavy Industry(I-2)Zone,for Porperty Located North of First Avenue,South of Spring Street,West of Scott Street,and East of Clay Street. Vote: 5-0 B. Police and Fire C. Public Works and Engineering D. Personnel, 1. Approval of Revised Recreation Supervisor Position Description(E)-Item added to the Consent Agenda. Moved to approve the position description for Recreation Supervisor—Ice Arena Operations and Programming. (Motion carried under the Consent Agenda) E. Parks and Recreation F. General Administration 1. IT Strategic Plan Recommendations(B) Ms.Wilson said in the fall of 2014,the City hired LBL Technology Partners out of Minneapolis to facilitate development of an IT Strategic Plan. Input for the plan was gathered from all City Departments. LBL provided a Strategic Technology Plan. The plan provides recommendations in three key areas which are staffing,network structure and governance. Ms.Wilson presented a diagram of the staffing structure recommended by the report. To fully achieve this structure the City would need to add two employees—an IT Director and a second IT Specialist focused on the Police and Fire Department;and transfer two existing staff positions--the GIS Specialist currently housed in Engineering and the Telecommunications Coordinator currently housed in Administration/Communications. Funding for the two new positions was included in the adopted 2015 operating budget. Ms.Wilson recommend proceeding with hiring for those positions at this time. Ms.Wilson recommend that the City consider transffering the GIS Specialist and Telecommunications Coordinator,after the new hires are in place. Ms.Wilson discussed the recommendation for network structure. The first is to achieve complete segregation of police and non-police data. The second recommendation is disaster recovery that include adding switches and other infrastrucure to the City's back-up site. This will be evaluated as part of the 2016 budget. Finally,it has been recommended to form an IT Steering Committee that would provide direction, input and feedback to the IT Director. The second recommendation is to start utilizing more formal, written"Business Cases"for IT projects and decisions. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to approve the attached position description for IT Director,authorize its placement in Grade 10 of the Non-Union Pay Plan,and direct staff to proceed with filling the position. Vote: 5-0 2. Organizational Restructuring(B.E) Ms.Wilson said that City Council received a report from consultant David Unmacht of Springsted related to a recent Organizational Study of the City's staff and departments. Mr.Unmacht presented several broad findings and discussed multiple possible organizational structures that the City might consider moving to. One of the key findings presented related to the large number of direct reports to the City Administrator under the current organizational structure. Mr.Unmacht also talked about the fact that the City's current structure is based around traditional functional silos and that there is a need to devote more staff resources to human resources and information technology. Based on the findings of the study,Ms.Wilson recommended that the Council adopt an organizational structure which groups several functional areas together with the goal of increasing collaboration,reducing silos and fostering common cultures. Specifically,the new structure groups Building Inspections,Planning,Engineering,Public Works,Natural Resources and Economic Development to report to a new position,tentatively titled"Director of Development and Infrastructure." Secondly,the new structure groups the administrative support functions of Finance,Human Resources,IT,Communications and Facilities Maintenance to report to the Assistant City Administrator. The plan does not make any changes to Police,Fire or Parks&Recreation. Moved by Councilmember Jay Whiting,Seconded by Councilmember Matt Lehman to direct staff to move forward with the recommended organizational structure chart presented to Council. Vote: 5-0 11. Other Business Mr.Loney advised Council that the bridge in Memorial Park was inspected and was found to be unsafe. He said it needs to be closed to the public immediately. Mr.Loney said staff will be closing the bridge and exploring other options. The consensus of the Council is to close the bridge immediately. A. Closed Session Moved by Councilmember Jay Whiting,Seconded by Councilmember Matt Lehman to go into closed session to consider labor negotiation strategy pursuant to Minnesota Statutes,Section 13 D.03 at 8:39 p.m. in Council Chambers at Shakopee City Hall. Vote: 5-0 Mayor Tabke reconvened the meeting. No action was taken. 12. Adjourn to March 31,2015 at 7:00 p.m. Moved by Councilmember Kathi Mocol,Seconded by Councilmember Mike Luce to adjourn to to Tuesday,March 31,2015 at 7:00 p.m. Vote: 5-0 r-// / Lori Hens n Acting City Clerk Kim Weckman Recording Secretary