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HomeMy WebLinkAbout5.F.2. Approval of Minutes: May 20, 2008 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,MINNESOTA MAY 20, 2008 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Pat Heitzman, Matt Lehman, and Terry Joos present. Steve Clay was absent. Also present were Kris Wilson, Assistant City Administrator; Jim Thomson, City Attorney; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, City Engineering/Public Works Director; Gregg Voxland, Finance Director; Jamie Polley, Parks and Recreation Director; Andrea Weber, Parks and Landscape Designer; Ryan Hughes, Natural Resources Coordinator; and Jeff Tate, Police Captain. The Pledge of Allegiance was recited. Mayor Schmitt asked if there were any additions or deletions to the agenda. There was a request to move item 13.E.l, Appointment of the Fire Chief to item 7. Joos/Heitzman moved to approve the agenda. Motion carried 4-0. In the Mayor's Report Mayor Schmitt said he visited the VFW installation. Mayor Schmitt asked if there were any additions or deletions to the consent agenda. Ms. Wilson stated there were no additions or deletions. Lehman/Heitzman moved to approve the Consent Agenda as amended. Mayor Schmitt asked Ms. Wilson read the Consent Agenda. Motion carried 4-0. LehmanlHeitzman moved to authorize the appropriate City officials to sign the agreements with Union Pacific Railroad for crossing improvements on Valley Industrial Boulevard North and South. (Motion carried under the Consent Agenda) LehmanlHeitzman moved approving suspension of City Code Sec. 10.60, Noise elimination and Noise Prevention, Subd. 3, Hourly Restrictions on Certain Operations, D, as requested by Redstone Construction Company, for the CR 101 bridge replacement proj ect, as per their letter dated April 13, 2008 and direct staffto publish notice ofthe suspension terms with the conditions as recommended by staff. (Motion carried under the Consent Agenda) (CC Document No. 454) LehmanlHeitzman moved to authorize the advertising for bids for a pumper/tanker. (Motion carried under the Consent Agenda) LehmanlHeitzman moved to authorize the appropriate city officials to enter into a Mutual Aid Agreement with the Minnesota Department of Corrections - Shakopee Facility. (Motion carried under the Consent Agenda) Lehman/Heitzman offered Resolution No. 6776, A Resolution Accepting the Construction of Autumn Hill Neighborhood Park Improvements, Project PR 2006-6 in the Valley Creek Crossing Addition, and Authorizing the Release of the Letter of Credit, and moved its adoption. (Motion carried under the Consent Agenda) Official Proceedings of the May 20, 2008 Shakopee City Council Page -2- LehmanlHeitzman moved to authorize the Police Department to increase three Community Service Officer (CSO) positions to full time positions effective May 26, 2008 and approve the reduction of hours for Record Specialist Sharon Proskin from 30 hours per week to 15, effective June 1. (Motion carried under the Consent Agenda) LehmanlHeitzman offered Resolution No. 6778, A Resolution Amending the 2008 Pay Plan for Part- Time, Temporary and Seasonal Employees of the City of Shakopee, and moved its adoption. (Motion carried under the Consent Agenda) LehmanlHeitzman moved to approve the bills in the amount of$624,822.36. (Motion carried under the Consent Agenda) LehmanlHeitzman moved to approve the minutes of April 22, 2008, April 29, 2008, and May 5, 2008. (Motion carried under the Consent Agenda) LehmanlHeitzman moved to approve an amendment to the Club On Sale Liquor License and the Sunday On Sale Liquor License of the VFW Post 4046 to allow alcohol within the fenced in patio area on the northside of the building, conditioned upon approval ofthe Conditional Use Permit by the Board of Adjustment and Appeals and that no alcohol possession or consumption shall occur within the patio area after 11 :00 p.m. (Motion carried under the Consent Agenda) LehmanlHeitzman moved to approve the application and grant an on sale 3.2 percent malt liquor license to Asian Ron, Inc., 1135 East 15t A venue. (Motion carried under the Consent Agenda) LehmanlHeitzman moved to authorize a City of Shakopee membership and revolving credit arrangement for Sam's Club without an individual being personally responsible for the account. (Motion carried under the Consent Agenda) Mayor Schmitt asked ifthere was anyone in the audience who wished to be heard on a subject that was not on the agenda. No one responded. Kris Wilson, Assistant City Administrator, presented Council with the Appointment of Fire Chief. Ms. Wilson said that the 2008 budget includes funding for the City's first full-time Fire Chief. The selection process was done with the help of Personnel Decisions, Inc. (PDI) as well as by members of the Council, the Fire Department and City Administration. Ms. Wilson also said the candidates have undergone extensive background checks conducted by the Police Department. Ms. Wilson recommended Richard Coleman to be hired as the City's first full-time Fire Chief for the City of Shakopee. Ms. Wilson said that Mr. Coleman is a lifelong resident of Shakopee and has been a firefighter since 1987. MS..Wilson said that Mr. Coleman is currently working on an Associate's Degree in Fire Sciences. Joos/Lehman moved to approve the hiring of Richard Coleman for the position of Fire Chief, at Step G of Grade 11 of the City's Full-Time Pay Plan, contingent upon successful completion of the pre-employment physical/drug test and subject to a one-year probationary period; and, Official Proceedings of the May 20, 2008 Shakopee City Council Page -3- authorize the appropriate officials to enter into an employment agreement with Mr. Coleman. Motion carried 4-0. Mayor Schmitt asked for the Council liaison reports. Cncl. Lehman said he attended the Police Master Planning Task Force meeting. Discussion was regarding the survey results and putting together an action plan to achieve the goals and objectives as outlined by the surveys conducted. Cncl. Joos said he attended the Shakopee Public Utility meeting. There has been agreement made by the Bluffs of Marys town and the school district to proceed with the new elementary school. The injection well by the Shakopee Mdewakanton Sioux Community is on hold. Also, SPUC's audit should be in by the next meeting. Cncl. Heitzman attended the Downtown Partnership meeting and the main topic discussed was the Classic Car Show. He also attended the school board meeting and discussion was about the new elementary building and the Middle School pool repairs. LehmanlJoos moved to recess for the Economic Development Authority Meeting. Motion carried 4-0. Mayor Schmitt re-convened the meeting at 7:15 p.m. Mr. Leek presented Council with the Amendment to City Code Section 4.03, Building Permits (Concerning Demolition Permit Review Process.). Mr. Leek stated that staff has worked with the City Attorney on incorporating language into the ordinance consistent with the Council's direction regarding the demolition permit review process. Joos/Heitzman offered Ordinance No. 796, Fourth Series, an Ordinance of the City of Shako pee, Minnesota, Amending City Code Section 4.03 Relating to Demolition of Locally Significant Historic Properties, and moved its adoption. Motion carried 4-0. Ryan Hughes, Natural Resources Coordinator, presented Council with the Natural Resources Corridor Design Criteria. Mr. Hughes said that the Environmental Advisory Committee has created a Natural Resources Corridor Design Criteria that they have approved at their regular meeting as well as the approval from the Planning Commission. Mr. Hughes said that Shakopee has a need to preserve its green infrastructure when development is considered to maintain public investment. The corridor criteria is intended to address preservation, conservation and management of the City's green infrastructure. It only applies to areas within the natural resource corridor. Mayor Schmitt stated for the record that the design criteria have been reviewed with Jackson and Louisville Townships. Joos/Heitzman offered Ordinance No. 798, Fourth Series, An Ordinance of the City of Shako pee, Minnesota, Amending City Code Section 12.24, Subdivision 2 Relating to Design Criteria, and moved its adoption; and, offered Resolution No. 6777, a Resolution of the City of Shako pee Official Proceedings of the May 20, 2008 Shakopee City Council Page -4- Adopting the Natural Resources Corridor Design Criteria, and moved its adoption. Motion carried 4-0. Andrea Weber, Park and Recreation Landscape Design, presented Council with the Park Monument Signage-Neighborhood Park Design. Ms. Weber stated that the Park and Recreation Advisory Board (PRAB) have reviewed several options regarding neighborhood park signage. The PRAB has agreed on a design that resembles Huber Park signage with horizontal banding on flat wood capped top. It has horizontal text and has a vertical form, standing on two raised stained concrete footings. The park name, address and logo would be on fiberglass and the supporting structure could be of cedar. Ms. Weber also discussed planting beds surrounding the signs but due to the cost, Council agreed to hold off on the planting beds. Ms. Weber also discussed waiving the sign permit fees which Council objected to. Total sign cost is approximately $1,740.00 per sign. Ms. Weber said the current CIPhas allocated a two year signage project starting this year ($35,000), and completing in 2009 ($30,000). Joos/Heitzman moved to approve the Neighborhood Park Monument Sign schematic design option 5B and authorize the preparation of construction documents and specifications in preparation for bidding. Motion carried 4-0. Jamie Polley, Parks and Recreations Director, presented Council with the Shakopee Youth Baseball Association Request for Irrigation Donation and improvements in Riverview Park. Ms. Polley said that the Shakopee Youth Baseball Association (SYBA) met with City staff last fall regarding the possibility of installing an irrigation system at Riverview Park. At that time the City's Park Division also thought about doing some park enhancements that would be funded through the small park improvement budget. Ms. Polley outlined the scope of the project which includes removal of the existing storage shed, construction of a new storage shed to also house the irrigation controls, water and electrical hook-up to the shed, three cement pads for shed and shade structures, water fountain, and the irrigation system. Ms. Polley said the estimated cost for the irrigation and improvements is $27,000. The SY AB would like to donate $13,500 for the project. The cost for the city would also be $13,500 which would be taken from the Recreation Fund. The improvements were presented to the Park and Recreation Advisory Board. They are supportive of the project and recommend the donation be accepted and improvements be authorized. Bill Krause, President of the Shakopee Youth Baseball Association, discussed how the association is trying to improve the baseball fields in town with its donations to help curb costs for the City. Official Proceedings ofthe May 20, 2008 Shakopee City Council Page -5- Joos/Lehman moved to accept the recommendation from the Parks and Recreation Advisory Board to approve the installation of the irrigation systems and other improvements to Riverview Park and to allocate necessary funding from the 2008 Park CIP; and, offered Resolution No. 6779, A Resolution Accepting a Donation of$13,500 from the Shakopee Youth Baseball Association, for irrigation and improvements at Riverview Park, and moved its adoption. Motion carried 4-0. Ms. Polley presented Council with the request for approval of Construction of Bleacher Seating at Schleper Stadium. Ms. Polley said that Shakopee and Chaska will be co-hosting the Minnesota Amateur Baseball State Tournament in August. Ms. Polley said that Kevin O'Brien, of Greystone Construction, also serving as the facilities Chairperson for the tournament, brought forward a bleacher project that would have a seating capacity of 80-100 people. The total proj ect cost would be approximately $29,800 which would be paid for by the tournament committee. The City would not be responsible for any financial payments. Joos/Heitzman moved to approve the construction of elevated bleacher seating at Schleper Stadium. (The completed project would be accepted formally as a donation at a future meeting). Motion carried 4-0. Bruce Loney, Public Works Director, presented Council with Consider Awarding a Contract for the Beckrich Park Estates and Kristal Estates Sewer and Water Improvements, Project No. 2007- 10. Cnc1. Joos excused himself from the table because he lives in Beckrich Park Estates. Mr. Loney stated that the low bidder for the project is S.M. Hentges & Sons, Inc. with a bid of $552,770.63. The Engineers estimate for this project is $650,000.00. Mr. Loney said that Shakopee Public Utilities Commission (SPUC) has received 33 of the 34 property owner's signatures for the Water Service Agreements. Mr. Loney explained that the owners that do not sign up for service will have their water service turned off once the system is hooked up to the municipal water system. Mr. Joe Adams of Shako pee Public Utilities also addressed Council and explained the water shut off process when the municipal system is turned on and the and the Homeowners Association system is turned off. Lynette Stocker, 566 Barrington Dr., thanked Council and staff for all the work put into the project and is happy to see it move forward. Lehman/Heitzman - 1. Offered Resolution No. 6775, A Resolution Accepting Bids for the Beckrich Park Estates and Kristal Estates Sanitary Sewer and Water Improvements, Project No. 2007-10, and moved its adoption. Official Proceedings ofthe May 20, 2008 Shakopee City Council Page -6- 2. Approved a 5% contingency amount on this project for use by the City Engineer in authorizing change orders or quantity adjustments on this project. 3. Authorized the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. to perform construction staking service on the Beckrich Park Estates and Kristal Estates improvements. Motion carried 3-0 with Council Joos abstaining. LehmanlHeitzman moved for a recess. Motion carried 4-0. Mayor Schmitt re-convened the meeting at 8:45 p.m. Bruce Loney, presented Council with the Grading Permit Application from Randy Noecker of Ridge Creek I - Resolution No. 6769. Mr. Loney stated that a grading application, from Randy Noecker of Ridge Creek I Inc., to grade 80 acres, was deemed complete on January 7,2008. The review period was extended by staffto May 7,2008. On May 5,2008, the review period was extended to May 31,2008, at the request of the applicant's. attorney. A resolution of approval of the grading permit has been prepared with conditions. Mr. Loney outlined the exhibits ofthe resolution for Council. Mr. Loney said that at 4:30 p.m. on May 20,2008, the City received a correspondence from Mr. Noecker's attorney and Council was given the correspondence at the beginning of the meeting. Joos/Lehman moved to accept the letter submitted by Briggs and Morgan, Mr. Noecker's Attorney. Cncl. Lehman stated that he has not had a chance to read the correspondence because ofthe late arrival of it. Cncl. Joos suggested deferring it to the Planning Commission, but receiving it into the record. Motion carried 4-0. (CC Document No. 455) Craig Baune of Briggs and Morgan and attorney for Randy Noecker addressed Council. Mr. Baune stated he was before Council to object too many ofthe conditions that were recommended in the resolution. Mr. Baune also said that the proposed resolution is improper because it fails to account for the preliminary plat which as been the subject oflitigation and the court has ordered approval of. Cncl. Joos stated that the City is in litigation with Mr. Noecker and Ridge Creek I. Mr. Joos said that Council will not be able to comment on any of the matters Mr. Baune will be discussing. Jim Thomson, City Attorney, agreed and suggested that the Council let Mr. Baune comment on anything other than what is in the written materials which are part of the record. Lehman/Joos offered Resolution No. 6769, A Resolution Approving a Grading Permit for Ridge Creek I, Inc., and moved its adoption. Discussion followed. Cncl. Joos asked if the grading permit was worded any differently than other grading permits drafted. Mr. Loney stated that the grading permit is the same as other permits issued by the City. Official Proceedings of the May 20, 2008 Shakopee City Council Page -7- Mayor Schmitt asked for a vote on the motion. Motion carried 4-0. Jamie Polley, Parks and Recreation Director, presented Council with the Repair of Water Infiltration Issues at the Community Center. Ms. Polley saidthat Staff has used consulting companies to give suggestions to the water problem at the Community Center. Staff determined that the internal drain tile system would be as effective as the external drain tile system and would be more cost effective, have less impact, and not compromise the structural integrity of the facility walls. Ms. Polley said the 2008 Building Fund CIP allocated $150,000 to the Community Center water infiltration repair. Other additional repairs such as the gymnasium floor, locker room tile repair, locker, air quality testing, replacement of concrete panels, concrete swales and work done by Public Works, an anticipated repair amount would be $138,182.00. Ms. Polley also discussed that the front of the Community Center does not need drain tile however the peaks over the front entrance channel a large amount of water into the landscaping area. She said if the area were all concrete the water would not be allowed to drain as easily down the north walls of the building. The additional cost to concrete the entire area would be $24,600. Large planters would be installed to add landscaping to the building for an estimated amount of $10,000. Joos/Lehman moved to approve the bid by Standard Water Control Systems, Inc. in the amount of $26,500.00 for repairs of the water infiltration issues at the Community Center. Motion carried 4-0. Council also directed staff to firm up with prices for locker replacement and repairs to the gym floor and resubmit their findings to Council for approval. Jamie Polley presented Council with the City Park and Trail Map. Ms. Polley said the last time a park and trail map was printed was in 2002. Since 2002 the map has not been updated or reprinted. Recently a request has been made to update the park and trail map and make it available to the community. Ms. Polley said a layout of the newly designed map was presented to the Park and Recreation Advisory Board (PRAB) and modified to include many oftheir suggestions. Ms. Polley presented the revised map to Council. Ms. Polley said the County recently printed 12,500 copies of the county map at a cost of $6,200. In addition the design costs would be approximately $500 to $1,000. Ms. Polley said she found a printing firm that will print and fold the maps for $150 per 1000 copies. Ms. Polley gave several suggestions for funding of the map. Joos/Heitzman moved to approve the City Park and Trail map with the suggested general layout subj ect to detail changes that may be made to bring the map to production; approve the number of maps to be printed but not to exceed $5,000; and use funding from the Park Development budget. Motion carried 4-0. Official Proceedings of the May 20, 2008 Shakopee City Council Page -8- Brian Turtle, Representative for the Downtown Business Partnership (DBP), presented Council with the Shakopee Downtown Partnership Classic Car Cruise. Mr. Turtle and the DBP are proposing that every other Friday night be scheduled for this event, which would run opposite ofthe Hastings shows. The event would run from 6 p.m. until 10 p.m. starting July 18th through September 26th. Mr. Turtle detailed the streets that would need to be blocked off for this event. They are Lewis St. from First Ave. to Third Ave., and First Ave. from Sommerville to Holmes. Accommodations would be made for the Sports Stop, who's owner has indicated concerns about access in the past. Mr. Turtle said there would be a need for additional traffic control. Mr. Turtle proposed to have two off duty police officers, as well as support from the Police Explorers, and Shakopee Boy Scouts, who would help with directing. Volunteers would provide for signage and placing barricades as necessary. Mr. Turtle said that any costs the City incurs would be reimbursed from the DBP, including Police overtime, Public Works clean up, and portable toilets. Mr. Terry Hennen, owner of the Sports Stop, expressed his concern for an event this large. His concerns included parking, traffic, and accessibility for patrons to his business. J oos/Heitzman moved to authorize the closure of First A venue from Sommerville to Holmes, and Lewis Street from First to Third A venue, and allow for sidewalk vendor sales at locations to be determined in the downtown area and are within the City Code for six Friday nights, beginning July 18th and ending September 26, 2008. Discussion followed. Cncl. Lehman had concerns regarding parking for area residents and businesses during the event. Mayor Schmitt also expressed the same concerns. Mayor Schmitt asked for a vote on the motion. Motion carried 4-0. Lehman/no second moved to ask staff to do some research on how the City can reserve parking in parking lots for residential tenants in the downtown area. Motion carried 4-0. Gregg V oxland, Finance Director, presented Council with Energy Savings Contracts. Mr. Voxland stated that staff has been talking with Harris Services about energy savings. The next step is to authorize the "letter of intent" to perform the comprehensive technical study for energy savings at the Community Center and Fire Station 51. Mr. V oxland said that Harris Services has done a "feasibility" study and the next step is to do the comprehensive technical study. This entails a financial commitment by the city to pay for the study ($8,000 for the community center and $2,000 for fire station 51) if the city decides not to go forward with Harris and complete the project. Official Proceedings of the May 20, 2008 Shakopee City Council Page -9- Mr. V oxland showed an energy savings chart provided by Harris. Over 15 years the energy savings for the community center is estimated at $493,000. Initial cash outlay would be around $266,400. For the fire station the 15 year savings would be approximately $150,000. Initial cash outlay would around $70,000. . Joos/Heitzman inovedto table authorizing a "letter of intent" with Harris Services, to perform a comprehensive technical study for energy savings at the Community Center and Fire Station 51, to the next regularly scheduled meeting. Motion carried 4-0. Mr. Voxland presented Council with setting s Budget Work Session for OS/29/08. Mr. V oxland said that Springsted was contacted to see what services they could provide in facilitating a meeting to prioritize services that would provide guidance in preparing the 2009 budget. The City received from Springsted a long range comprehensive financial planning proposal that could be very costly. Mr. V oxland suggested that the City only use Task IV (Develop Short-Term and Long-Term Strategies) of the proposal at an estimated cost of $4,000 to $10,000. Joos/Heitzman directed staff to obtain a firm cost estimate from Springsted to facilitate a meeting to prioritize city services for preparation ofthe 2009 budget. Motion carried 4-0. Mayor Schmitt asked if there were any Council concerns or other business. There was none. HeitzmanlJoos moved to adjourn to Thursday, May 29,2008 at 7:00p.m. Motion carried 4-0. The meeting was adj ourned at 11: lOp .m. ~lo; ~th s. Cox . ity Clerk Kim Weckman Recording Secretary