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HomeMy WebLinkAbout7. Approval of Minutes: December 02, 2003 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL REGULAR SESSION SEUU(OPEE,NfiNNESOTA DECEMBER 02, 2003 Mayor Mars called the meeting to order at 7:00 p.m. with Council members Link, Joos, Lehman and Helkamp present. Also present: Mark McNeill, City Administrator; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer; Gregg V oxland, Finance Director; Jim Thompson, City Attorney; Mark Themig, Facilities and Recreation Director; Terry Stang, Fire Chief and Dan Hughes, Police Chief. Also Present: Mayor-Elect John Schmitt and Council member-Elect Steve Menden. The pledge of allegiance was recited. The following items were added to the Agenda. 15.D.2 Replacement of Propane Tank; lS.E.5 Accept the Resignation of Community Service Officer, Nicholas Delaney and l5.F. 7 Consider an 8-Hour Parking Restriction for the Library Parking Lot. Lehman/Link moved to approve the Agenda as amended. Motion carried 5-0. Mayor Mars noted that the Shakopee Park and Recreation would be putting on a Battle of the Bands, Friday December 5, 2003 to support the proposed teen center. The following items were added to the Consent Agenda. 15.D.1 Authorize Purchase of Software Program and Training for Pavement, Sewer and Sign Maintenance, IS.D.2 Replacement of Propane Tank, I5.E. 5 Accept the Resignation of Community Service Officer, Nicholas Delaney and I5.F.7 Consider an 8-Hour Parking Restriction for the Library Parking Lot. Lehman/Link moved to approve the Consent Agenda as modified. Motion carried 5-0. Mayor Mars asked if there were any citizens present in the audience who wished to address any item not on the agenda. There was no response. LehmanlLink moved to approve the meeting minutes for October 21, 2003. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to approve the bills in the amount of $745,459.36 plus $101,973.92 for refunds, returns and pass through for a total of $847,433.28. (Motion carried under the Consent Agenda). [The list of bills is posted on the bulletin board at City Hall for one month following approval]. Cnc1. Lehman reported on the Park And Recreation Advisory Board (PRAB) meetings that he attended (2). Cncl. Lehman noted that an accessibility study for the Soccer Complex was discussed along with a recommendation to City Council for an agreement with JQP for a citywide accessibility analysis and a transition plan to bring the entire City into compliance for accessibility issues. The reuse of the aggregate man made lake behind Raceway Park was Official Proceedings of the December 2, 2003 Shakopee City Council Page -2- discussed for a possible joint use with the Prior Lake Ski Club and the City of Shakopee; as well as park dedication and park fees being discussed. Cncl. Lehman noted that the Ryan project was discussed at length at both meetings; in the end the PRAB moved the Ryan Project ahead with only a few minor changes. encl. Helkamp noted that there would be a meeting so'on with Shakopee Public Utilities to discuss the sale of the property of the existing Shakopee Public Utilities Building. Mayor Mars recessed the City Council meeting at 7:09 p.m. for the purpose of conducting the Economic Development Authority meeting. Mayor Mars re-convened the City Council meeting at 7:10 p.m. LehmanlLink moved to authorize the appropriate City officials to enter into the D.A.R.E. Educational Services Agreement between Independent School District 720 and the City of Shakopee for the 2003-2004 school year. (Motion carried under the Consent Agenda). LehmanlLink offered Resolution No. 5979, A Resolution Of The City Of Shakopee, Minnesota, Regarding Participation In The Southwest Metro Drug Task Force, and moved its adoption. (Motion carried under the Consent Agenda). Mr. McNeill reported on the re-roofing of the Downtown Fire Station project. He noted seven bids and been submitted and opened for the downtown Fire Station re-roofing project. Mr. McNeill noted that two bids came after the bid closing time and therefore the City was not able to consider those two bids. Six of the seven bids meet the specifications; unfortunately the low bid did not meet the specifications. After concurring with the City Attorney, the City felt that this seventh low bid could not be considered even though it was approximately $9,000 less than the next lowest bid. It was noted all of the bids came in higher than expected. The next three bids were within $4,000 of each other. Staff recommended the low bid ofG & S Roofing of Minneapolis. The estimated bid when presented to Council originally was that it would "be in excess of $50,000, and closer to $70,000. After determining that additional items needed to be added (the old roof shingles needed to be tore off and a slope was needed) the bid estimate was increased to between $75,000 and $80,000. The bid was $82,589. After staff consulted with the architect, it was felt that the bid submitted by G and S was reasonable. This money would come from the Building Fund. Mr. McNeill noted that after the re-roofing was done, fire station no. 50 would have a stucco job in the Spring and with some additional weather work, it was hoped that at least another five years of use could be gotten out of the old building. Cncl. Link stated that he thought the bids were higher than expected because of winter construction work and the snow removal that may be necessary for work to continue. Cncl. Link did have a question regarding the flashing method. Official Proceedings of the December 2, 2003 Shakopee City Council Page -3- Helkamp/Link offered Resolution No. 5985, A Resolution Accepting Bids And Awarding A Contract For The Re-Roofmg Of Downtown Fire Station No. 50, Shakopee, Minnesota, and moved its adoption. Motion carried 5-0. LehmanlLink moved to authorize the purchase of additional software support and training as outlined on Exhibit A in the agreement between GoodPointe Technology and the City for the Public Works Department for maintaining and operating its pavement, sign and sewer systems at a cost of$9,725.00. (Motion carried under the Consent Agenda). (CC Document No. 338) Lehman/Link moved to authorize staff to trade the existing 11,010-gallon propane tank for a new 1,000-gallon certified tank with the removal and installation at no cost to the City. (Motion carried under the Consent Agenda). Lehman/Link moved to acknowledge the satisfactory completion of probation and authorize the retention of Mitch Mullenbach as a regular employee in the position of Police Officer effective December 3, 2003. (Motion carried under the Consent Agenda). Mr. McNeill noted that staff had recommended a cost of living adjustment for 2004 in the amount of 2.5 percent for full time non-contract employees at the November 19th budget workshop. Mr. McNeill noted that the national average for the cost of living increase for non- contract employees was 2.46 per cent; the increase that staff recommended was at the national average. Mr. Mc Neill noted a recommendation for potential changes for the part-time employees and fire fighters would be brought back at the December 16th meeting. Mr. McNeill noted staff was looking for direction as to whether the fire fighters pay should be increased from $8.00 to $10.00 in one year or over two years. The pay for fire fighters was discussed. Cncl. Lehman did not have a problem with the pay being increased to $10.00 right away but he wanted the public to be made aware of the change. Cncl. Lehman would like to see the change on the website and the access channel. Cncl. Joos was okay with a pay increase to $10.00 an hour either way but Cncl. Joos noted with many of the fire fighters quitting not one of the fire fighters pointed to the pay being the reason for their resignation. He would like to identify some of the other issues that were causing the fire fighters to quit. Cncl. Link agreed with Cnc1. Joos. Cncl. Helkamp wanted to see $9.00 per hour for 2004 and $10.00 per hour for 2005. Mayor Mars felt the pay was one aspect of the recruitment problem. Chief Stang noted one of the biggest problems for the fire fighters was the loss of their job revenue when there was a daytime fire call and that was when most ofthe calls happened. Chief Stang stated that he had added a new component to the hiring of a fire fighter in an attempt to get the right kind of people. Chief Stang noted he was in the process of interviewing eight new fire fighters. There was consensus to give the fire fighters $9.00 per hour in 2004 and $10.00 per hour in 2005. Official Proceedings of the December 2, 2003 Shakopee City Council Page -4- Joos/Lehman offered Resolution No 5982, A Resolution Adopting The 2004 Pay Schedule For The Officers And Non-Union Employees Of The City Of Shako pee, and moved its adoption. Motion carried 5-0. Lehman/Link offered Resolution No. 5983, A Resolution Adopting The City Of Shakopee's Level Of Contribution For Employee Benefits For The Year 2004, and moved its adoption. (Motion carried under the Consent Agenda). L~hmai1lLink offered Resolution No. 5984, An Amendment To The City Of Shakopee Flexible Spending Account Plan Adopted By Resolution No. 3315, and moved its adoption. (Motion carried under the Consent Agenda). LehmanlLink moved to accept Nicholas Delaney's resignation with regret and authorize the filling of the now vacant community service officer position. (Motion carried under the Consent Agenda). LehmanlLink moved to authorize the City Clerk to issue tobacco licenses for 2004. (Motion carried under the Consent Agenda). Lehman/Link moved to approve the application and grant a Tattoo License to Nicholas Kurian, Body Art, 205 South Lewis Street, contingent upon receipt of the required certificate of insurance. (Motion carried under the Consent Agenda). LehmanlLink offered Ordinance No. 692, Fourth Series, An Ordinance Setting Fees For City Licenses, Permits, Services and Document, and moved its adoption. (Motion carried under the Consent Agenda). Lehman/Link moved to authorize the appropriate City officials to extend the Cleaning Contract, under the same terms and conditions, with Coverall Cleaning Concepts until February 29, 2004. (Motion carried under the Consent Agenda). . LehmanlLink offered Resolution No. 5976, A Resolution Amending Resolution No. 5820 A Resolution Adopting The 2003 Budget, and moved its adoption. (Motion carried under the Consent Agenda). Mr. McNeill reported on a facilities accessibility study for all of the City's facilities (buildings and parks). There was a need to do this so the City would be compliant with the ADA requirements. Initially, Mr. Themig, Facilities and Recreation Director, brought this to the City's attention when ADA requirements for accessibility for the soccer complex was being researched. The City never did the federally mandated study in the early 1990's. There was rationale as to why this study was not done, at the time, but it was never followed up on and the study needed to get done now. Mr. McNeill noted that Mr. Themig did find a company that specialized in this Official Proceedings of the December 2, 2003 Shakopee City Council Page -5- kind of study and they have agreed to do the buildings and parks of the City and to make recommendations as to what needed to be done depending on how long the City was going to use the building. The proposed cost of this study was $10,600. Mr. McNeill noted that $15,000 had been budgeted for this study in 2005. Link/Helkamp moved to award a contract for a City facilities accessibility study to JQP, Inc. for an amount not to exceed $10,600. Motion carried 5-0. Lehman/Link moved to direct staff to install "8-Hour Parking" signs in the new library parking lot located behind the new building. (Motion carried under the Consent Agenda). Helkamp/Joos moved to adjourn to Tuesday, December 9, 2003, at 7:00 p.m. at City Hall in the Council Chambers. Motion carried unanimously. The meeting adjourned at 7:35 p.m. Motion carried 5-0. ~J.~ ~~ili s. Cox City Clerk Carole Hedlund Recording Secretary