HomeMy WebLinkAbout5.F.2. Approval of Minutes: August 06, and 12, 2008
OFFICIAL PROCEEDINGS OF THE CITY COUNCIL .
REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 6, 2008
Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Pat Heitzman,
Matt Lehman, and Terry Joos and Steve Clay. Also present were Mark McNeill, City
Administrator; Kris Wilson, Assistant City Administrator; Jim Thomson, City Attorney; Judith
S, Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, City
Engineer/Public Works Director; and Dan Hughes, Chief of Police.
The Pledge of Allegiance was recited.
Mayor Schmitt asked if there were any additions or deletions to the agenda. Mr. McNeill asked
to add to the agenda as Consent items 13.E.3, the Extension of Provisional Appointment for
Records Technician Jennifer Worm and 13.E.4, the Successful Completion of Probationary
Period of Police Officer Cortnie Anderson.
Joos/Heitzman moved to approve the agenda as amended. Motion carried 5-0.
In the Mayor's Report Mayor Schmitt said that the past weekend was Derby Days with more
attendance then the previous year. Mayor Schmitt also mentioned that on August 21,2008 at
8:30 a.m. at the Prior Lake City Hall there will be a Metropolitan Council dialog meeting.
Mayor Schmitt asked if there were any additions or deletions to the consent agenda. Mr. McNeill
noted the additions of 13.E.3 and 13.E.4 to the agenda and asked that they be added to the
Consent Agenda.
Lehman/Joos moved to approve the Consent Agenda including 13.E.3 and 13.E.4. Mr. McNeill
read the Consent Agenda.
Lehman/Joos moved to authorizing the transfer of $77;231.47 from the State Aid Fund to the
Street Maintenance Division. (Motion carried under the Consent Agenda)
Lehman/Joos moved to accept the low quote from Bituminous Roadways, Inc. for $9.44 per
square yard and direct staff to proceed with the 2008 Trail Overlay Project not to exceed
$18,500.00. Funding to be expended from the 2008 Park Maintenance Budget. (Motion carried
under the Consent Agenda)
Lehman/Joos moved to direct staff to install swivel rings along the down river side of the
Shakopee Boat Launch ramp approximately every 15' up the ramp. (Motion carried under the
Consent Agenda)
Lehman/J oos offered Resolution No. 6796, A Resolution Accepting Work on the 2008
SandVenture Slide Replacement and Shade Structure Addition, Project No. PR2008-1, and
moved its adoption. (Motion carried under the Consent Agenda)
Lehman/Joos offered Ordinance No, 803, Fourth Series, An Ordinance of the City of Shako pee,
Minnesota, Amending the City's Adopted 2008 Fee Schedule to Implement a Change in the
Skate Park User Fees, and moved its adoption. (Motion carried under the Consent Agenda)
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Shakopee City Council Page -2-
Lehman/Joos moved to accept the resignation of Gayl Madigan from the Planning
Commission/BOAA with regret, and authorize the appropriate City officials to take the steps
necessary to fill the vacancy. (Motion carried under the Consent Agenda)
Lehman/Joos offered Resolution No. 6794, a Resolution Accepting the Donation of$3,000 from
the Toro Company to the City of Shakopee for Use Relative to the Minnesota Sesquicentennial
Celebration, and moved its adoption. (Motion carried under the Consent Agenda)
Lehman/Joos moved to authorize the appropriate City officials to submit the comments prepared
by Mr. Leek, Community Development Director, on the Eden Prairie 2030 Comprehensive Plan
as presented. (Motion carried under the Consent Agenda)
Lehman/Joos moved to authorize the appropriate City officials to submit the comments prepared
byMr. Leek, Community Development Director, on the Scott County 2030 Comprehensive Plan
as presented. (Motion carried under the Consent Agenda)
Lehman/Joos moved to accept, with regret, the resignation of Andrea Weber from the position of
Park and Landscape Designer, effective August 19,2008. (Motion carried under the Consent
Agenda)
Lehman/Joos moved to authorize the hiring of probationary police officer Josh Davis at Step 1 of
the current labor contract contingent upon successful completion of the required pre-employment
screening. (Motion carried under the Consent Agenda)
Lehman/Joos moved to authorize extension of Jennifer Worm's provisional appointment to the
position of Police Records Technician for up to an additional 90 days, starting August 10.
(Motion carried under the Consent Agenda)
Lehman/Joos moved to grant full-time regular status to Cortnie Anderson as police officer with
the Shakopee Police Department. (Motion carried under the Consent Agenda)
Lehman/Joos moved to approve the bills in the amount of$I,077,424.96. (Motion carried under
the Consent Agenda)
Lehman/Joos moved to approve the minutes of July 1,2008, July 15, 2008, July 22,2008 and
July 24, 2008. (Motion carried under the Consent Agenda)
Lehman/Joos offered Resolution No. 6793, A Resolution Appointing Judges of election and
Establishing Compensation, and moved its adoption. (Motion carried under the Consent Agenda)
Lehman/Joos moved to authorize the appropriate city officials to execute the assessment
agreement with Scott County for the 2009 assessment year in the amount of$159,480. (Motion
carried under the Consent Agenda)
Lehman/loos offered Resolution No, 6795, A Resolution Accepting a Donation of$5,000 from
the Shakopee Rotary Club, and moved its adoption. (Motion carried under the Consent Agenda)
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Shakopee City Council Page -3-
Lehman/Joos moved to adjust the reservation of General Fund - Fund Balance for 2007 building
permit related activities by $362,378, from $1,699,392 to $1,337,014 as per the Springsted
model and the agreement with the Builders Association of the Twin Cities. (Motion carried
under the Consent Agenda)
Lehman/Joos moved to accept the property/liability insurance renewals from the League of
Minnesota Cities Insurance Trust for a deposit premium of $523,439, and not waive the
monetary limits on tort liability established by Minnesota Statutes 466.04. (Motion carried under
the Consent Agenda)
Lehman/Joos moved to promptly and annually check motor vehicle records of persons who
operate motor vehicle/ equipment on city business and direct staff to develop a policy delineating
what action the city will take based various infractions and suggest Shakopee Public Utilities
Commission to do likewise. (Motion carried under the Consent Agenda)
Lehman/Joos moved to authorize appropriate City staff to renew the maintenance agreement
with Xiotech at a cost not to exceed $13,656. (Motion carried under the Consent Agenda)
Mayor Schmitt asked if there was anyone in the audience who wished to be heard on a subject
that was not on the agenda. No one responded.
Clay/Lehman moved to open a public hearing on the Request to Operate Additional Vehicles -
Tri- Taxi, Inc. Motion carried 5-0.
Judy Cox, City Clerk, presented Council with the request to operate additional vehicles by Tri-
Taxi, Inc. Ms. Cox stated that she received the request for additional licenses to operate up to
three vehicles from Randy Busch, owner of Tri-Taxi, Inc.
Ms. Cox said that the two additional vehicles requested to be added to the license have been
.....itispected by Scott Swanson, Minnesota Department of Transportation, and taximeters havebeen';
installed. Mr. Busch has not yet provided an acceptable certification of insurance, but is working
with his insurance company on it.
Ms. Cox stated that Mr. Busch sent a letter to City officials asking that the Council amend his
taxi license to read Southwest Metro Transportation as opposed to Tri- Taxi, Inc. Mr. Busch is
under the opinion that the certificate of in,surance that the city has and changing his name to
Southwest Metro Transportation would bring the insurance into conformance.
Ms. Cox stated that under the advice of the City Attorney the City Code does not allow the
transfer of a taxi cab license.
Mayor Schmitt asked if anyone in the audience wished to speak at the open hearing.
Ms. Mary Studnicka, 654 Roundhouse St., stated that Mr. Busch has been operating his business
for four years and has one taxi license but operates three cars every weekend, Ms. Studnicka is
asking that Mr. Busch have the appropriate licenses to operate three taxi vehicles.
Joos/Heitzman moved to close the public hearing. Motion carried 5-0.
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Shakopee City Council Page -4-
Joos/Lehman moved to table the request of Mr. Randy Busch, Tri Taxi, Inc., 823 Cortland
Circle, to add two additional vehicles to his operation to give Mr. Busch additional time to obtain
a certificate of insurance in compliance with the City Attorney's requirements. Motion carried
5-0.
Mr. McNeill presented Council with the 12Sth Anniversary Celebration of the Fire Department.
Mr. McNeill said that he could do a presentation but suggested taking questions first.
Cncl. Lehman asked for clarification of a few questions regarding the possibility of music
complaints from area neighbors of the Fire Department. Mr. McNeill responded.
Joos/Clay moved to:
1. Authorize the sale of beer at the fire station by the lions club on September 27th from
noon until midnight in the designated area. Beer will be brought in Friday night and
leave on Sunday, but will only be sold and consumed on Saturday. The Lions Club
will be obtaining the necessary liquor license and related insurance coverage.
2. Authorize the closure of 10th Street from 11 :30 a.m. - 2:30 p.m. on Sunday,
September 28 from Shakopee Town Square to the Shakopee Junior High for the
parade. This will be done in cooperation with the Shakopee Police Department under
City Code Sec. 10.63.
3. Suspend City Code Section 10.60, Noise Elimination and Noise Prevention, Subd. 3,
Hourly Restriction on Certain Operations, d, to allow for a live band at the fire station
on September 2ih from 7:00 p.m. to midnight.
4. Restrict East bound traffic on Veirling Drive to one lane from Limestone Drive to
Ea~le Creek so we can park fire trucks there during the day on Saturday, September
27t and Sunday, September 28th. This will be done in cooperation with the Shakopee
Police Department under City Code Sec, 10.63.
Motion carried 5-0.
Mr. McNeill presented Council with Awarding the Sale of2008A Improvement Bonds in the ~"', .,;"-'
amount of$2,170,000. Mr. McNeill introduced Dave MacGillivray ofSpringsted to present
Council with the sale award.
Mr. MacGillivray said the bonds will fund the City's street reconstruction overlay project and
one additional improvement project. Mr. MacGillivray said Springsted took competitive bids for
the bonds and received seven bids.
Mr. MacGillivray said the low bidder was Cronin & Company with an interest rate of3.6812%.
Mr. MacGillivray said that the Moody rating was AA3 which is a good rating and helped the
City get a low interest rate.
Lehman/Joos offered Resolution No. 6792 A Resolution Awarding The Sale Of $2,170,000
General Obligation Improvement Bonds Series 2008A, Fixing Their Form and Specifications;
Directing Their Execution And Delivery; and Providing For Their Payment, and moved its
adoption. Motion carried 5-0.
Mayor Schmitt asked for the liaison reports. Cncl. Lehman said he attended the Chamber of
Commerce representing the business community and they have put forward a proposal for a
Official Proceedings of the August 6, 2008
Shakopee City Council Page -5-
minor change in the sign ordinance. Cncl. Lehman said he and Cncl. Joos meet with County
representatives and had a broad based discussion on numerous items. Cncl. Joos attended the
Utility Commission meeting. They are working toward their budgeting process. Cncl. J oos said
he also attended National Night Out. Cncl. Heitzman attended the Downtown Partnership
meeting and discussed the success of the Minnesota Valley Rally. Cncl. Clay had nothing to
report. Cncl. Lehman wanted to thank Public Works, Police and Fire Departments for their
participation in National Night Out.
Clay/Heitzman moved for a five minute recess. Motion carried 5-0.
Mayor Schmitt re-convened the meeting at 8:43 p.m.
Mark McNeill, City Administrator, presented Council with the Springsted Budget Prioritization
Discussion. Mr. McNeill summarized the exercise that department head staff and elected
officials participated in on June 16, 2008. The exercise included staff and elected officials to
prioritize 69 services that were suggested by staff as being candidates for potential reduction or
elimination.
Mr. McNeill presented Council with a summary of the results of the budget prioritization
process. Mr. McNeill stated that the summary includes, in order, staff and council's agreement
. of services to eliminate, reduce, and/or maintain at a current level of service, the potential
savings, and how it's related to the long-term vision of the City.
Mr. McNeill introduced Dale Johnson-Raney ofSpringsted who was there to help facilitate the
discussion and results of the prioritization process. Mr. McNeill and Ms. Johnson-Raney
discussed the Council and staff agreement of services to be eliminated, reduced and to maintain
at a current level of service. Also discussed were services where support for reduction was high
from Councilor staff and where support for elimination was high from staff.
After a long discussion by Council ons(jtvices outlined in the prioritization process, it was
determined that Council was not ready to make any decision on the reduction of staff or services
until they received all of the budget presentations from staff.
Michael Leek, Community Development Director, presented Council with the Community
Development budget.
Mr. Leek discussed the four divisions under Community Development which are Planning,
Inspections, Economic Development Authority (EDA), and Transit. Mr. Leek presented an
overview comparison from 2008 to 2009 for all four divisions. In the comparison, Planning
reflects a 2% decrease, Inspections an 8.4% decrease, Transit a34% increase when you eliminate
the capital purchases and EDA reflects an 18% decrease.
Joos/Clay moved for a five minute recess. Motion carried 5-0,
Mayor Schmitt fe-convened the meeting at 10:05 p.m.
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Shakopee City Council Page -6-
Kris Wilson, Assistant City Administrator, presented Council with the Government Building
Operations budget. Ms. Wilson summarized the overhead, functions, and staffing for
Government Buildings. She also discussed the overhead costs to operate the various government
buildings. Ms. Wilson summarized the Facility budget and stressed that it's primarily a
maintenance budget for 2009. There are no plans to replace carpet, roofs, or HV AC systems.
Ms. Wilson discussed the Library/Congregate Dining budget. Ms. Wilson said the City provides
custodial and maintenance services to the library and Congregate Dining facilities. Ms. Wilson
stated that an examination of a different site for Congregate dining should be explored to reduce
maintenance and facility fees for this service.
Ms. Wilson summarized the Information Technology (IT) budget for 2009. Ms. Wilson said
there is an increase of $47,000 for 2008 due to annual software agreements, and the disaster
recovery software and server replacement.
Mayor Schmitt asked if there were any Council concerns or other business to discuss.
Cncl. Lehman asked that the meeting on August 12, 2008 with the Township Board Members be
deferred for a week so Council has enough time to analyze the recommendations from the Park
and Recreation Advisory Board regarding the fee study.
Mr. McNeill stated he would reschedule the meeting with the Townships for Monday, August
18,2008.
Cncl. Joos thanked all who participated in Derby Days and National Night Out.
Heitzman/Lehman moved to adjourn to Tuesday, August 12, 2008 at 7:00p.m, Motion carried 5-
O.
The meeting was adjourned at 10:42 p.m.
{i~~'o/
City Clerk
Kim Weckman
Recording Secretary
OFFICIAL PROCEEDINGS OF THE CITY COUNCIL
ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 12, 2008
(Budget Session)
Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Matt
Lehman, Terry Joos, and Pat Heitzman present. Also present were Mark McNeill, City
Administrator; Judith S. Cox, City Clerk; Gregg V ox land, Finance Director; Rick Coleman, Fire
Chief; and Jamie Polley, Park, Recreation, and & Natural Resource Director.
Present from the Park and Recreation Advisory Board were: Sam Mayberry and Corky Mars.
Mayor Schmitt said there was a request to move the Park and Recreation Fee Study
Recommendations to the top of the agenda.
Jamie Polley, Park, Recreation, and Natural Resource Director, presented Council with the Park
and Recreation Fee Study, specifically relating to nonresident rates.
Ms. Polley highlighted the Parks and Recreation budget for 2009. She summarized the Parks
and Recreation program overview, budget goals and Current funding.
Ms. Polley discussed the current fee structure. She said the program fees are the same for
residents and non-residents; however, there is a $21 per program charge to non-residents. Ms.
Polley discussed the basis for the proposed fee changes to non-residents due to inflation and
operating expenses. She noted that the fees have not increased since 2002.
Ms. Polley said the Park and Recreation Advisory Board (PRAB) is proposing an annual non-
resident fee of $36 per person, due when registering for the first program. PRAB is also
proposing a non-resident fee structure for building maintenance and operating costs that are not
included in current fee based activities. She gave examples of how the fee structure would work
for non-residents.
In summary, Ms. Polley said the revenue growth goal is 10%. This would be achieved though
overall rate increases of 6.5% and participation increases of 4%. The 2009 proposed budget
allocations would then change to show the accounting for $1,210,660 or 52% and general fund
subsidy accounting for $1,123,610 or 48%. (Recommendations from the PRAB for various
programs will corne before the Council at a later date.)
Council members agreed with the recommendations of the PRAB relating to the increase in non-
resident rate increases.
Rick Coleman, Fire Chief, presented the Fire Department budget for 2009. Chief Coleman
summarized the mission statement, goals, and staffing ofthe Fire Department. He also
highlighted the calls for service and types of calls the Fire Department responded to over the past
several years.
Chief Coleman stated that the total operation budget for 2009 is proposed to be $2,029,890,
which is an increase of 5.14%.
Official Proceedings of the August 12, 2008
Shakopee City Council Page -2-
Ms. Polley presented Council with the Recreation Fund Budget. She highlighted what services
are provided, staffing levels and the need to continue the same level of service for 2009. Ms.
Polley said the 2009 budget includes the reduction of one full-time staffwith accommodations to
growth participation, but no significant initiatives. She also discussed the primary changes in
revenue and expenditures as well as budget improvement options for the Council to consider.
Ms. Polley presented Council with the 2009 Natural Resource budget. She summarized the
services and staff for the Natural Resource Department. Ms. Polley said there is a 6.4% increase
in the budget for 2009 due to the allocation of a portion of her salary being taken from this fund.
Ms. Polley presented Council with the 2009-2012 Parks Capital Improvement Program (CIP)
Overview. She discussed the factors and focuses of the CIP. She discussed the 2008 completed
projects and the committed projects as well as the 2009 proposed projects.
Ms. Polley said the proposed plan focuses on limited financial resources on projects that are in
most demand, as well as acknowledging the projects that are underway or have some level of
commitment.
JooslHeitzman moved to adjourn to Monday August 18, 2008 at 7:00 p.m. Motion carried 5-0.
The Council meeting ended at 8:42 p.m. on August 12,2008.
~ J>. e;c
~th S. Cox
ity Clerk
Kim Weckman
Recording Secretary