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HomeMy WebLinkAbout5.F.2. Approval of Minutes: January 26, and February 03, 2010 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JANUARY 26, 2010 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Matt Lehman, Pat Heitzman, Steve Clay and Pamela Punt present. Also present 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; Gregg V oxland, Finance Director; Jamie Polley, Parks, Recreation & Natural Resources Director; Jeff Tate, Police Chief; and Rick Coleman, Fire Chief. Mark McNeill, City Administrator, said that the Council members were asked to complete a series of questions with regard to Shakopee. The answers to the questions were written on a white board for discussion. The object ofthe exercise was to layout the group's perception of Shakopee in the present as well as Shakopee's direction in the future. All Council members were asked to finish the sentence "When I think of Shakopee I think of ? The answers were read by Mr. McNeill. The Council members were also asked to write down three things that the City of Shakopee currently does well. In summary, the Council members think that Shakopee is good at identifying basic core services and infrastructure and maintaining them, keeping property taxes affordable with sound financial decisions managing the budget, the Public Works department keeps the streets plowed and maintained as well as keeping the parks mowed and maintained, the Police and Fire departments have a good handle on public safety, and public information is disseminated using various publications and technologies. The Council members then discussed the answers to the question "What three things that Shakopee needs to work on during the next two years." The answers were discussed to create and establish two year goals and objectives. In summary, the two year goals should consist of TH 101/1 st A venue corridor, an economic development plan, stable finances and tax base, community center remodeling, code enforcement/aesthetics of the city, public and private partnerships, community change with regard to old Shakopee vs. new Shakopee, community identity and connection, Highway 169 and County Road 69 area, Highway 101 bridge, elections/mayor's term, and public safety concerning a fence around the correctional facility. Mr. McNeill said that a majority ofthe comments focused on Shakopee's financial stability. He suggested incorporating that fact into Shakopee's Mission Statement. Everyone agreed to incorporate the statement into the mission statement. Mr. McNeill also engaged the Council members in-a discussion of the current goals, what has been accomplished and can be eliminated, and what should stay as goals. Mayor Schmitt suggested taking a 15 minute break. Mayor Schmitt re-convened the meeting at 9:20 p.m. Official Proceedings of the January 26, 2010 Shakopee City Council Page -2- Kris Wilson, Assistant City Administrator, asked for closing thoughts and comments on what was discussed so far. Cncl. Lehman said his concern is fiscal stability from all facets of government such as federal, state, county and local governments. Cncl. Clay, Heitzman, and Punt had no additional comments. Mayor Schmitt said he would like more involvement from community members to help Shakopee achieve its visions and goals. Ms. Polley asked what the overall goal is of Shakopee so she knows what to "sell" to the public regarding city programs. Mr. Leek agreed with Ms. Polley in the fact that he would like clear and concise goals and the support ofthe Council to uphold those goals and objectives. Ms. Wilson said the last question regarding three major things that each Council member believes that the City needs to work towards over the next 20+ years will be discussed in a future meeting. Mayor Schmitt adjourned the workshop meeting at 9:40 p.m. The next Council meeting will be held on Wednesday, February 3,2010 at 7:00 p.m. rJ~ lJu ith S. Cox Ity Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL REGULAR SESSION SHAKOPEE, MINNESOTA FEBRUARY 3, 2010 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Matt Lehman, Pat Heitzman, Steve Clay and Pamela Punt present. Also present 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; Sarah Sonsalla, City Attorney; Gregg Voxland, Finance Director; Jamie Polley, Parks, Recreation and Natural Resources Director; and Craig Robson, Police Captain. The Pledge of Allegiance was recited. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill advised that there were no changes to the agenda. Clay/Heitzman moved to approve the agenda. Motion carried 5-0. In the Mayor's report Mayor Schmitt discussed the Star Tribune news article which highlighted a meeting between MnIDOT and the Metropolitan Council. Mayor Schmitt said that there are transit issues identified for 169 and Highway 101 that were not identified six months ago. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda. Mr. McNeill noted the modifications to 5.A.3, Cooperative Agreement for Parcel 75, CSAH 21 and Holmes Street Bridge with MnIDOT and Scott County and to 5.FA, Nominations to Boards and Commissions. Mr. McNeill also asked to remove for discussion 5.F.5, Suspension of Linking Visioning Goals to City Council Agenda Items. Cncl. Lehman asked to remove 5.FA., Nominations to Boards and Commissions. Punt/Heitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the consent agenda. Motion carried 5-0. Punt/Heitzman moved to authorize staff to purchase one (1) new Toro 5910 16' mower with snow blower from MTI Distributing using state contract #442-585 for the purchase price of $85,992.34 including tax and trade. The cost to be expended from the Capital Equipment Fund. (Motion carried under the Consent Agenda) Punt/Heitzman moved to accept and authorize execution of a clean diesel grant contract with the Minnesota Pollution Control Agency in the amount of$106,057.15. (Motion carried under the Consent Agenda) Punt/Heitzman moved to authorize the appropriate City officials to execute the State of Minnesota, City of Shako pee and Scott County Cooperative Agreement for Parcel #75, CSAH 21 and Holmes Street Bridge. (Motion carried under the Consent Agenda) Punt/Heitzman offered Resolution No. 6984, a Resolution Amending the Hiring Policy for Paid- on-Call Firefighters, and moved its adoption. (Motion carried under the Consent Agenda) Official Proceedings of the FebruaryJ,2010 Shakopee City Council Page -2- Punt/Heitzman moved to approve the bills in the amount of $992,873.26 and electronic transfers in the amount of$419,972.78 for a total of$l,4l2,846.04. (Motion carried under the Consent Agenda) Punt/Heitzman moved to approve the minutes of January 19, 2010. (Motion carried under the Consent Agenda) Punt/Heitzman moved to approve the applications and grant an off sale 3.2 Percent Malt Liquor License and Tobacco License to P K India, Inc., dba Shakopee Kwik Mart, 234 West 1 st Avenue. (Motion carried under the Consent Agenda) Mayor Schmitt asked if there was anyone in the audience who wished to speak on a topic that was not on the agenda. No one responded. Mayor Schmitt asked to discuss items removed from the consent agenda. Cncl. Lehman asked to have 5.FA, Nominations to Boards and Commissions, removed from the consent agenda because he wanted clarification regarding the interview process for nominations. Mr. McNeill stated after the interview process the appointments will not take place until the February 16, 2010. Mr. Lehman also asked about his status on the Board of Review. Ms. Cox said that when liaison appointments were made Cncl. Lehman was appointed at that time. Lehman/Heitzman moved to make nominations to Boards and Commissions: ~ Planning Commission/BOAA: Andy Seidensticker, Jay Whiting, Joseph Collins, Ryan McNamee, Julia Kopf, Michael Klemm, Steven Vogt, Gretchen Seifert, Mike Romans, Terry Joos, Rachal Romansky, and Troy Ryan. ~ Park & Recreation Advisory Board: Fatima Franzen, Gretchen Seifert, Eric Krieger, Steven V ogt, and Rachel Romansky. ~ Shakopee Public Utilities Commission: Bill Mars, Mike Romans, Gregory Felt, Terry Joos, and Joe Helkamp. ~ Police Civil Service Commission: Jeffrey Coplan, Paul Tamer, Barb Danielson, Doug Forsman, Mark McLaughlin, Ryan McNamee, Premm Badhwa, and Julie Kopf. ~ Environmental Advisory Committee: Eric Burfeind, Gregory Felt, Rachel Romansky, Michael Klemm, and Gretchen Seifert. ~ Telecommunications Advisory Commission: Don McNeil, Michael Guncheon, Terrance Brandon, and Gretchen Seifert. ~ Historic Preservation: None ~ Transit Commission: Premm Badhwa, and Mark McLaughlin. ~ Board of Review: Terry Joos. Motion carried 5-0. Mr. McNeill said that Cnc1. Punt asked to remove 5.F.5, Suspension of Linking Visioning Goals to City Council Agenda Items. Mr. McNeill discussed the five long-term goals which are, used to tie Council actions. Mr. McNeill discussed the previous workshop in which two year goals and objectives were discussed and longer term goals and objectives are to be discussed at a later date. Official Proceedings of the February 3,2010 Shakopee City Council Page -3- Cncl. Punt wanted to make a statement about the visioning goals. She said that the City has a mission and a vision that are long-term and more strategic and not necessarily tactical. She said that her intensions never were that they be removed from any agenda or focus but that they ghr,e high level direction. She believes the two year goals would be more action oriented whereas the vision and the mission drive the overview of where the City is going in the future. She asked that there be more focus on the action oriented goals to get things done for the City. Punt/Clay moved to direct staff to continue to include the vision goals on all documentation that has been previously established that we are using the goals on, including agenda items. Motion carried 5-0. Jamie Polley, Director of Parks, Recreation & Natural Resources, presented Council with the Authorization to contract for Prairie Maintenance and Management. Ms. Polley said that the City has five prairie areas within City Parks that have been planted within the last three to five years. Evaluation was done for each area to determine growth and establishment. Two of the prairie areas have little or no prairie plants available. Ms. Polley said the first three to five years are critical in establishing prairie areas. Ms. Polley listed the five prairie areas, Savannah Oaks, Westminster, Cloverleaf, Huber Park and the 17th Avenue Sports Complex. She discussed the health of all five prairie areas. Ms. Polley said that staff has met with the Public Works Department to discuss the maintenance and establishment for the current prairie areas. Due to the time and increased attention prairie areas need to become established, staff feels that a contractor can provide the necessary care and maintenance needed for the prairie areas to be successful. Ms. Polley said the EAC reviewed quotes for the 1 st year of maintenance and management from Applied Ecological Services (EAS), Inc. and Prairies Restoration Inc. The prices from AES included material and labor for all ofthe parks. Approximately yearly quotes by AES are $10,700 for the first year, $3,000 for the second year and $4,000 for the third year. Staff has budgeted $20,000 annually in the Natural Resources budget for contracted services. Ms. Polley said the EAS is recommending the City Council and the City contract with Applied Ecological Services for the maintenance and management of the prairie areas for three years with the costs not to exceed the quoted totals. Clay/Heitzman moved to authorize staff to contract with Applied Ecological Services, Inc. for prairie maintenance and management of the City's Prairie areas with funding from the Natural Resources budget not to exceed $10,700 for year one, $3,000 for year two and $4,000 for year three. Motion carried 5-0. Mayor Schmitt asked for liaison reports. Cncl. Heitzman said he attended the Downtown Partnership meeting. Discussed was the annual banquet which will be held in April. Cncl. Punt attended the Scott County Transit Review Board meeting. She said elections took place. Also discussed was the ridership information. Chairperson Ulrich asked for cost analysis and research on technology items. Cncl. Lehman said he attended the Derby Days meeting. Discussed was Official Proceedings of the February 3,2010 Shakopee City Council Page -4- the pre-registration for vendors. Cncl. Clay said he attended the Shakopee Public Utility Commission meeting. He said there was nothing significant to report. Bruce Loney, Public Works Director/City Engineer, presented Council with the Authorization Extension Agreement with WSB & Associates, Inc. to implement Cartegraph Fleet Program. Mr. Loney said the Public Works Department has implemented and utilized Fleet Controller software for managing its fleet services and maintenance records on vehicles and parts inventory. Recently, the program has had problems with reliable data. Mr. Loney said that staff researched other cities who switched from Fleet Controller to Fleet Cartegraph. The other cities who have switched said the Cartegraph program is more reliable and generates better reports. Mr. Loney said that staff has received the Fleet module when the City purchased the 5-pack initial program purchase of Cartegraph. The tasks needed from WSB & Associates, Inc., is to migrate the existing data, customize a couple of reports and integrate Gasboy fuel data. The cost of the work is not to exceed $6,558.00. Mr. Loney said that staff received notice from Scott County that the City will receive a grant of approximately $10,000 for cleanup day which was not budgeted in for 2010. With this revenue source, sufficient funds would be available that can support the expenditure. Clay/Lehman moved to authorize the appropriate City officials to execute the extension agreement with WSB & Associates, Inc. for the Cartegraph Fleet Management Program at a cost not to exceed $6,558.00. Discussion followed. Cncl. Lehman said he would like to. see staff find the funding in their existing budget for the purchase. Mayor Schmitt asked for a vote on the motion. Motion carried 5-0. Bruce Loney presented the Council with the Approval of Settlement Agreement between the Bonding Company of the Countryside Development and the City of Shakopee. Mr. Loney said the City has been working with the developer and the bonding company for the Countryside Development. Mr. Loney said that he has worked with Jeremy Sentman, who is the Vice President of Engineering with Surety Holdings Group, who is representing the bond company associated with completing developments. Through several negotiations, Mr. Sentman's company has agreed to give the City of Shakopee a payment in the amount of $68,250.00 by Bond Safeguard Insurance Company to complete the work. In exchange the City of Shakopee would release the performance bonding obligations associated with this development. Lehman/Clay moved to authorize the appropriate City officials to sign the Release and Assignment Agreement between Bond Safeguard Company and the City of Shakopee for the Countryside Development. Motion carried 5-0. Official Proceedings of the February 3, 2010 Shakopee City Council Page -5- Craig Robson, Police Captain, presented Council with the new Emergency Operations Plan. Mr. Robson said that the last time the manual was updated was in 1999. Captain Robson gave a brief overview of the contents of the manual and also explained that a majority of the plan is in electronic format. Updates to the plan will be provided electronically. Mr. McNeill presented the 2010-2011 Goals and Objectives. Mr. McNeill said that at the Goals and Objective workshop that staff and Council participated in recently resulted in three major focus areas, transportation, economic development and strengthen community identity and connections. Mr. McNeill said the three areas listed create a triangle, which focus around the City's core principals; fiscally responsible, effective and efficient core services (public works, public safety, and financial management) and ethical and professional services. Mr. McNeill said that staff recommends that the Council adopt the triangular model of the goals and objectives to be pursued during 2010-2011. Punt/Clay moved to adopt the preliminary goals and objective model for 2010-2011 as described and direct staff to return with action steps as described. Also to establish a workshop on Tuesday, March 9, 2010 at 7 :00 p.m. to reconvene and further discuss the two year planning and long term strategic planning. Motion carried 5-0. Mayor Schmitt asked if there were any Council concerns. Cncl. Lehman said he watched the Park and Recreation Board meeting which they discussed possible community center improvements. Cncl. Lehman said that he has concerns with the commissions' recommendation to find individuals that want to lead and build groups of support for certain items. Cncl. Lehman believes that the approach tends to divide the community. Cncl. Punt said she was in attendance of the Park and Recreation meeting and the intent was that there were many passionate residents in the room with specific items that they would like to see implemented such as a senior center, second sheet of ice and other community center upgrades. Cncl. Punt felt that the meeting was in no way wanting to exclude anyone but were looking to broaden and reach out into the community to find other people that shared their interest. Heitzman/Punt moved to adjourn to Tuesday, February 9,2010 at 7:00 p.m. Motion carried 5-0. The Council meeting ended at 8:30 p.m. on Tuesday, February 3,2010. 9'~-Uv J. Crp l1ith S. Cox City Clerk Kim Weckman Recording Secretary