Loading...
HomeMy WebLinkAbout5.F.2. Approval of Minutes: May 19, and 20, 2009 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA MAY 19,2009 . Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Pat Heitzman, Terry Joos and Matt Lehman present. 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 EngineerlPublic Works Director; and Gregg V oxland, Finance Director. The Pledge of Allegiance was recited. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mr. McNeill said there were no changes to the agenda. Joos/Clay moved to approve the agenda as presented. Motion carried 5-0. In the Mayor's Report, Mr. McNeill presented a plaque to Kris Wilson, Assistant City Administrator, for the Association of Public Management Professionals (APMP) of Minnesota "Outstanding Assistant of the Year Award". Mayor Schmitt also said he attended the Mayor's conference in Chaska. Mayor Schmitt said he will forward the information he received from the meeting to the Council members in their activity packet. Mayor Schmitt asked if there were any additions or deletions to the consent agenda. Cncl. Lehman asked to remove 5.B.1, Award Contract for 2009 Street Improvements, 2009-2 - Res. No. 6904 and 5.B.2, Award Contract for 2009 Bituminous Overlay, 2009-3 - Res. No. 6905. Lehman/Heitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the amended Consent Agenda. Motion carried 5-0. Lehman/Heitzman offered Ordinance No. 821, Fourth Series, an Ordinance ofthe City of Shakopee Repealing Section 7.16, Sidewalk Inspection, Repair and Replacement Policy, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Heitzman offered Resolution Number 6906, a Resolution Adopting a Sidewalk and Trail Inspection, Replacement and Maintenance Policy, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to declare the 2002 Chevrolet Avalanche, VIN: 3GNEK13T12G280531; the 1998 Saturn SL2, VIN: IG8ZJ5274WZ166810; the 1997 Chevrolet Tahoe, VIN: 1GNEK13ROVJ330231 and the 1993 Chrysler Concorde, VIN: 2C3EL56TOPH560011 as surplus property. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve financial support in the amount of$1,491 for the Lake O'Dowd invasive species control project funded by the Natural Resources contracted services budget. (Motion carried under the Consent Agenda) Official Proceedings of the May 19, 2009 Shakopee City Council Page -2- Lehman/Heitzman moved to authorize the appropriate parties to execute the employment agreement by and between the City of Shakopee, Minnesota and Jeffrey C. Tate. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to grant Rick Coleman full-time, regular status as Fire Chief. (Motion carried under the Consent Agenda) Lehman/Heitzman offered Resolution No. 6908, A Resolution of Appreciation to Daniel T. Hughes, Police Chief/Emergency Management Director Shakopee Minnesota, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Heitzman offered Resolution No. 6907, A Resolution of Special Commendation To Gregg V oxland On The 30th Anniversary Of His Employment with the City of Shakopee, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the bills in the amount of $520,682.61 and electronic transfers in the amount of$369,388.l2 for a total of$890,070.73. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the minutes of April 21, 2009 and May 5,2009. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to amend the reservation of General Fund - Fund Balance from $1,337,014 to be $1,011,596 as a result of2008 building permit related activities. (Motion carried under the Consent Agenda) LehmanlHeitzman moved to approve the application and grant a temporary on-sale 3.2 percent malt liquor license to the Shakopee Lions Club, for the designated, fenced beer garden adjacent to the concession stand at Tahpah Park, on May 29 from 5:00 to 10:00 p.m., on May 30, from 8:00 a.m. to 10:00 p.m. and on May 31 from 10:00 a.m. to 8:00 p.m. and also grant a license for the designated, fenced beer garden between field No.6 and 7 on May 30 from 11 :00 a.m. to 7:00 p.m., conditioned upon the Lions Club staffing two police officers on May 30 from noon to 6:00 p.m. and upon receipt of evidence of the required insurance. (Motion carried under the Consent Agenda) Mayor Schmitt asked iftherewas anyone in the audience who wished to be heard on a subject that was not on the agenda. No one responded. Mayor Schmitt asked to take up the items removed from the Consent Agenda. Cncl. Lehman removed 5.B.l because he would like to see the Resolution indicate the location ofthe street reconstruction project. Cncl. Lehman also wanted to know how the cost in the resolution compares to the cost of the estimate given to the homeowners at the public hearing. Cncl. Lehman also asked what the City could do to ease the hardship on the homeowners for the cost of the proj ect. Bruce Loney, Public Works/Engineering Director, address Cncl. Lehman's concerns. Mr. Loney said the project includes Clay, Pierce, and Spencer Streets from Tenth Avenue to Shakopee A venue. Mr. Loney said in the future staff will include the street names in the resolutions. Official Proceedings of the May 19, 2009 Shakopee City Council Page -3- Mr. Loney said the project bids came in approximately 25% under the feasibility study. The final costs will not be known until the project is finished. Mr. Loney said the per-parcel estimate was approximately $5,000. Mr. Loney said that there will be another public hearing after the project is finished for the final assessments to the property owners. At that time Council can decide how they want the assessments paid by the homeowners. Mr. Loney said typically the City has allowed ten years for payback on the assessments with interest only applicable to the unpaid portion each year. Cncl. Lehman said he would like to see a change in the policy for assessments on street reconstruction projects. He would like to give homeowners flexibility in payment plans that fit their needs. Mayor Schmitt suggested that staff could work on the requested information and present it in the fall before the public hearing. Lehman/Joos offered Resolution No. 6904, A Resolution Accepting Bids on the 2009 Street Reconstruction, Project No. 2009-2, and moved its adoption. Motion carried 5-0. LehmanlJoos moved to approve 5% contingency amount on this project for use by the City Engineer in authorizing change orders or quantity adjustments on this project, and authorized the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. to perform construction staking services on the 2009 Street Reconstruction Project. Motion carried 5-0. LehmanlHeitzman offered Resolution No. 6905, A Resolution Accepting Bids on the 2009 Bituminous Overlay, Project No. 2009-3, and moved its adoption; and, approved a 5% contingency amount on this project for use by the City Engineer in authorizing change orders or quantity orders or quantity adjustments on this project. Motion carried 5-0. Mayor Schmitt asked for Council Liaison reports. Cncl. Heitzman said he attended the EDA ad hoc committee meeting. Cncl. Lehman had nothing to report. Cncl. Joos said he also attended the EDA ad hoc committee meeting. Cncl. Joos also attended the Utility Commission meeting. Discussed was possible water and electricity savings through the use of stimulus dollars. Also discussed were the water restrictions. Cncl. Joos reminded everyone that when the water restrictions are in place it's odd/even days for watering. Cncl. Clay had nothing to report. Clay/Joos moved to recess for the Economic Development Authority meeting at 7 :24 p.m. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 8:15 p.m. Mr. Leek presented Council with the Possible Revision to the Industrial Zone Regulations. Mr. Leek said that Council directed staff to review the City's regulations related to "vehicle repair" and to develop alternatives that would differentiate among types of vehicle repair permitted in the City's industrial zones (I-I, 1-2, BP). Mr. Leek provided Council with a summary ofthe approaches that other communities take. Official Proceedings of the May 19,2009 Shakopee City Council Page -4- Council agreed that the City should take the approach oflooking at the uses that are permitted in the zones and making sure they fit. Ifthey should fit in the heavy industry zone, there shouldn't be spill over in those zones where we may have adjacency to residential areas. Staff should take a more thorough look than just dealing with vehicle repair but also look at the conditional uses in those zones. Mr. Leek presented Council with the Representation to CSAH 101 Corridor Advisory Committee. Mr. Leek said that Scott County, its consultants and the City are moving forward with the study for the reconstruction of CSAH 101 from CR 17 to Fillmore Street. As part of the public process, it is proposed that a Corridor Advisory Committee (CAC) be established and meet several times throughout the summer. Mr. Leek is asking Council for two representatives from the City Council to be on the CAC. Mr. Leek is also looking for names of individuals that the Council feels may serve well in the role of residential landowner representatives. Cncl. Lehman and Mayor Schmitt volunteered to serve on the CAC. Mr. Leek asked Council to send him emails with names of persons that might serve well in the roll of residential land owner representatives. Mr. Loney presented Council with the Approval of Extension Agreement with WSB & Associates, Inc. for Fuller Street Pedestrian Bridge. Mr. Loney reminded Council that in January they adopted Resolution No. 6863, a resolution approving the plans and specifications for the Fuller Street Trail Extension Project No. 2009-1. Staffhas received correspondence from Mn!DOT and MCES staffthat the Fuller Street Bridge and Trail Project is a high potential for American Recovery and Reconstruction Act (ARRA) funding for a separate pedestrian bridge and trail connection. The city qualifies for $700,000.00 of ARRA funds with a local match of $175,000 plus engineering. The City has commitments of $70,000 from Scott County, $14,000 from previous development and $3,200 from the School District. The City's share could be from $125,000 to $170,000. There is $318.000 in the CIP. J oos/Lehman moved to authorize the appropriate City officials to execute the extension agreement with WSB & Associates, Inc. for design and construction services for the Fuller Street pedestrian bridge and trail project at a cost not-to-exceed $147,480.00. Discussion followed. Cncl. Lehman asked Mr. Loney that if funding is not approved can the City fall back on the old design. Mr. Loney advised that was true. Mayor Schmitt asked for a vote on the motion. Motion carried 5-0. Mr. Loney presented Council with the Consideration of2009 Regional Solicitation of Federal Transportation Projects for the City of Shakopee. Official Proceedings of the May 19, 2009 Shakopee City Council Page -5- Mr. Loney said that every two years the Metropolitan Council requests application for a Regional Solicitation of Federal Transportation Projects. For 2009, the Metropolitan Council has sent out solicitation requests for Federal Transportation Projects that would be constructed in 2013-2014. Mr. Loney said that staff reviewed the potential list of projects for these programs and has identified five potential projects. Mr. Loney explained the projects to Council. Lehman/Heitzman authorized staff to prepare grant applications for the Quarry Lake Park/T.R. 169 Pedestrian/Bicycle Bridge and Trail Project and for the CSAR 17 and Vierling Drive Intersection Improvements, and authorized the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. to prepare the Federal Transportation Fund Application for the Quarry Lake Pedestrian Bridge and Trail. Motion carried 5-0. Mayor Schmitt asked if there were any Council concerns. Cncl. Joos stated that Shakopee Public Utilities will be having an open house regarding the wind generator on June 8th. Cncl. Joos also reminded the public about the odd/even water restrictions currently in place. Clay/Lehman moved to adjourn to Wednesday, May 20,2009 at 7:00 p.m. Motion carried 5-0. The meeting adjourned at 9:04 p.m. ,/uitiJ ~ ~dith S. Cox ity Clerk Kim Weckman Recording Secretary ~F,~. OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,M~ESOTA MAY 20, 2009 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Pat Heitzman, Matt Lehman, and Terry Joos present. Also present were Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer; Gregg Voxland, Finance Director; Jamie Polley, Park, Recreation and Natural Resources Director; Rick Coleman, Fire Chief; Dan Hughes, Police Chief; and Jeff Tate, Police Captain. Mayor Schmitt asked if there any additions, deletions or corrections to the revised agenda. Mr. McNeill said there were none. Joos/Lehman moved to approve the revised agenda. Motion carried 5-0. Mr. McNeill presented Council with background information for the 2010 budget. Mr. McNeill provided an overview of the different department's of the City government. Mr. McNeill then provided information regarding City expenditures by service and expenditures by type. Mr. McNeill then explained how the City's taxes are determined. He said that the Council sets the levy; the levy is divided by the City's tax base, which yields a tax rate which is applied to the value of each parcel of property to determine their tax bill. Mr. McNeill said that over the past several years the tax rate has been stable. The growing tax base has allowed the same tax rate to yield more and more levy dollars to fund City Services. The problem now is the tax base is no longer growing but shrinking. Mr. McNeill said that the overall tax base information shows a 5.16% decrease. Mr. McNeill provided an overview of the 2009 revenue sources which total $19,950,000 of which the property tax revenue is $13,046,000. Mr. McNeill said that if the City were to maximize what could be levied, the City would have a shortfall of $431 ,020. If the tax rate were to stay the same the shortfall would be $1,750,660. Staff estimates that $641,230 more is needed in 2010 to continue with the same levy as last year. Mr. McNeill then discussed the City's major priorities which are transportation, safety, development, recreation, and public facilities. He discussed major spending priorities, the 2009 budget vs. the target budget. He provided Council with a grading worksheet evaluating internal services and external services and advised Council that they would have to decide what they want to do with the information provided. Gregg V oxland, Finance Director, discussed the Internal Service Fund Charges. He highlighted for Council the equipment, building and park asset funds. Mr. Voxland said that having the Internal Service Fund is a financial tool but asked Council if they still wanted to keep putting the same level of money into the funds in light of the current budget situation. Mr. V oxland suggested moving money from the equipment fund to the park assets fund. Kris Wilson, Assistant City Administrator, presented Council with Personnel Related Issues. She said that 60 percent of the City's General Fund budget goes to employee wages and benefits. Ms. Wilson asked Council to consider and offer direction regarding its philosophy on competing personnel approaches to balance the budget. Official Proceedings of the May 20, 2009 Shakopee City Council Page -2- Ms. Wilson said that if Council's goal is to avoid the lay-off s of existing employees they may look at wage freezes, unpaid furloughs, cuts to travel, training and consultants, etc. She discussed the pros and cons of making the cuts discussed. The other option she suggested is to continuously size the organization for the times based on demand for services and available resources. Ms. Wilson also gave Council a time table if they plan on laying off any personnel for the 2010 budget. Ms. Wilson discussed several cost-savings measures related to the City's personnel budget that have come up through employee suggestions, department head discussion and following steps taken by other government entities. She also pointed out that any actions on the suggested cost savings would need to be negotiated with the City's three unions which represent approximately half of the full-time workforce. Mr. McNeill discussed other cost saving ideas which resulted from meetings with City employees. He discussed with Council the rankings in which the employees prioritized. Mr. McNeill also wanted Council to consider and discuss the possibility of changing the way the City does the budgeting and possibly doing a two year budget cycle instead of a one year cycle. Lehman/Joos moved for a ten minute recess. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 8:44 p.m. Cncl. Lehman discussed his views of the 2010 budget. He supports public safety, streets, and infrastructure. He realizes the tax rate will probably need to increase but would like the tax levy to stay the same. He shared his thoughts on cost saving ideas. Mr. V oxland asked Council's direction regarding increasing the tax levy versus the tax burden. Council's consensus was to go with the tax burden. He then asked direction regarding the Internal Service Fund charges. Council's consensus was to decrease the equipment fund and increase the park assets fund. Mr. V oxland asked Council's direction regarding the use of fund balance. Council's consensus was to not spend down the fund balance. Mr. Voxland asked Council's direction regarding job retention versus workforce realignment. Council's consensus was not looking at a reduction of jobs at this point. Mr. Voxland asked Council's direction regarding going to a two year budget cycle. Council's consensus was to go to a two year budget cycle. Heitzman/Clay moved to adjourn to Tuesday, June 2,2009 at 7:00 p.m. Motion carried 5-0. The meeting adjourned at 9:25 p.m. ~~J~ J dith S. Cox ity Clerk Kim Weckman Recording Secretary