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HomeMy WebLinkAbout4.F.2. City Council Minutes 01/111111 Consent Business 4. F. 2. SHAT OPEE TO: Mayor and City Council FROM: Lori Hensen, Deputy City Clerk DATE: 08/05/2015 SUBJECT: City Council Minutes (F) Action Sought Approve the City Council Minutes from July 21, 2015. Attachments: July 21, 2015 DRAFT OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION LOCATION Council Chambers City Hall 129 Holmes Street South July 21,2015 SHAKOPEE MINNESOTA 7:00 p.m. 1. Roll Call Present: Mayor Brad Tabke;Councilmember Matt Lehman;Councilmember Jay Whiting;Councilmember Kathi Mocol;Councilmember Mike Luce Staff City Administrator Bill Reynolds;Assistant City Administrator Kris Wilson; Public Works Present: Director/Engineer Bruce Loney;City Attorney Jim Thomson;Parks and Recreation Director Jamie Polley;Interim Finance Director Jean McGann;Assistant City Engineer Jeff Weyandt;Acting City Clerk Lori Hensen 2. Pledge of Allegiance 3. Approval of Agenda Moved by Councilmember Kathi Mocol, Seconded by Councilmember Mike Luce to approve the Agenda. Vote: 5-0 4. Consent Business-(All items listed in this section are anticipated to be routine. After a discussion by the Mayor there will be an opportunity for members of the Council to remove any items from the consent agenda for individual discussion. Those items removed will be considered following the Public hearing portion of the agenda. Items remaining on the Consent Agenda will not be discussed and will be approved in one motion.) Mayor Table offered a suggestion to discontinue reading all of the items included in the Consent business at the City Council Meeting. Cncl.Lehman stated that he thinks it should continue to be read. Cncl. Whiting stated that the public watching the meeting at home may not have access to the Agenda and reading the Consent Business at the meetings informs the public on what is being decided. Moved by Councilmember Jay Whiting,Seconded by Councilmember Matt Lehman to approve the Consent Agenda. Vote: 5 -0 A. Police and Fire 1. Acceptance of the MN Department of Commerce Auto Theft Prevention Grant-Res.No. 7551 (C,D) Motion to approve Resolution#7551, a Resolution of the Shakopee City Council Authorizing Execution of an Agreement for the Project Entitled MN Department of Commerce Auto Theft Prevention Grant. (Motion carried under the Consent Agenda) 2. Declare Three Forfeited Vehicles as Surplus Property(F) Motion to declare the 2002 Pontiac Grand Prix,VIN: 1G2WK52J42F249610;the 2003 Dodge Ram 1500,VIN: 1D7HU18NX3S172113;and the 2006 BMW 530i,VIN: WBANE73526CM34898 as surplus property. (Motion carried under the Consent Agenda) B. Public Works and Engineering 1. Approve an Agreement with Scott County and Rahr Malting Corporation for Public Improvements to Support County Highway(CH)69 West of Scott Street. (D,E) Motion to approve an Agreement with Scott County and Rahr Malting Corporation for Public Improvements to Support County Highway(CH)69 West of Scott Street. (Motion carried under the Consent Agenda) 2. Award a Contract for the 83 Culvert Improvement Project No. 2015-3,Res.No. 7592(E) Motion to approve Resolution No.7592,which accepts the bids and awards a contract for the CSAH 83 Culvert Improvements Project,Project No.2015-3 to Minger Contracting Inc. and approve a 5% contingency amount on this project for use by the City Engineer in authorizing change orders or quantity adjustments on this project. (Motion carried under the Consent Agenda) 3. Approval of Right-Of-Way Plat No. 4 Needed on Parcels for the Jennifer Lane Extension and County Project No. 17-32J(D,E) Motion to approve Resolution No. 7590,a resolution approving Right-of-Way Plat No. 4 for the right-of-way needed on parcels for the Jennifer Lane Extension Project No. 2015-6 and County Project No. 17-32J,and move its adoption. (Motion carried under the Consent Agenda) 4. Accepting Work on the L-16&Forcemain Improvements Project 2014-5,Res.No. 7574(E) Motion to approve Resolution No. 7574,a resolution accepting work on the Shakopee Lift Station L16 and Forcemain Improvements,Project No. 2014-5. (Motion carried under the Consent Agenda) 5. Accept Work on the East Shakopee Industrial Sewer Improvements 2013-4,Res.No. 7541 (E) Motion to approve Resolution No. 7541, a resolution accepting work on the East Shakopee Industrial Sewer Improvement,Project No. 2013-4. (Motion carried under the Consent Agenda) 6. Authorize the Execution of an Extension Agreement for the 4th Avenue and Shenandoah Drive Professional Services(D,E) Motion to authorize the appropriate city officials to execute an extension agreement with WSB& Associates,Inc. for the 4th Avenue and Shenandoah Drive Professional Services. (Motion carried under the Consent Agenda) 7. Approve Plans and Authorize Ad for Bids for the Sanitary Sewer Lateral Pipe Rehabilitation Project No. 2015-4,Res.No. 7577(E) Motion to approve Resolution No. 7577,A Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for the Sanitary Sewer Lateral Pipe Rehabilitation Project,Project No. 2015-4,and move its adoption. (Motion carried under the Consent Agenda) 8. Apportionment of Special Assessments for Valley Park Business Center 3rd Addition,Res.No. 7587 (E) Motion to approve Resolution No. 7587,A Resolution Apportioning Assessments Among New Parcels Created as a Result of the Platting of Valley Park Business Center Third Addition,and move its adoption. (Motion carried under the Consent Agenda) 9. Recycling Program Agreement with Scott County(D,E) Motion to authorize the appropriate officials to sign the "Recycling Program Agreement"with Scott County for the April 25,2015,City Waste Clean-up Day. (Motion carried under the Consent Agenda) C. Parks and Recreation 1. Authorization to Proceed with the Construction of the Park Shelter/Warming House at Southbridge Community Park(A) Motion to proceed with the Construction of the Park Shelter/Warming House at Southbridge Community Park. (Motion carried under the Consent Agenda) 2. Replacement of Field Lighting and Fence Extensions in Tahpah Park(A) Motion to approve Resolution No.7591,A Resolution of the City of Shakopee Approving Plans and Specifications and Authorizing the Advertisement for Bids for the Extension of Field Fencing at Tahpah Park,and authorize appropriate City staff to enter into a contract with Graybar Electric Company,Inc. in the amount of$113,861 for the football field lighting equipment and installation as well as enter into a contract with Graybar Electric Company,Inc. in the amount of$264,940 for the outfield lighting equipment and installation. (Motion carried under the Consent Agenda) D. General Administration 1. City Bill List(F) Motion to approve the bills and electronic funds transfers in the amount$1,288,800.16, debt service payment$109,671.25 and payroll transfers in the amount of$476,261.95 for a total of $1,874,733.36.(Motion carried under the Consent Agenda) 2. City Council Minutes(F) Motion to approve the City Council Minutes of June 16,June 30, and July 7,2015. (Motion carried under the Consent Agenda) 3. Sewer Availability Charge(SAC)Credits--The Franklin,LLC Motion to approve the recommended 19 SAC credits valued at$9,024 in City of Shakopee credits and$47,215 in Metropolitan(MET)Council Sewer Availability Charges(SAC)Credits to The Franklin,LLC. (Motion carried under the Consent Agenda) 4. Monetary Limits on Tort Liability for LMC Insurance Trust(F) Motion to elect not to waive the monetary limits on tort liability,as established by Minnesota Statute 466.04. (Motion carried under the Consent Agenda) 5. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL-(Limited to five minutes per person/subject. Longer presentations must be scheduled through the City Clerk. As this meeting is cablecast, speakers must approach the microphone at the podium for the benefit of viewers and other attendees.) No one responded. 6. Business removed from the Consent Agenda will be discussed at this time There was none. 7. Recess for Economic Development Authority Meeting: Moved by Councilmember Jay Whiting,Seconded by Councilmember Mike Luce to recess for the Economic Development Authority Meeting. Vote: 5 -0 8. Reconvene 9. General Business: A. General Administration 1. Next Steps for Future City Hall(B) Ms. Wilson addressed the Council regarding the Next Steps for Future City Hall. She stated that staff is looking for authorization to hire BKV Group for the preparation of plans and specifications for a new City Hall,at a cost of$360,000. At the April 7 City Council meeting,the Council heard the results of a City Hall Feasibility Study conducted by the architecture firm of BKV Group. The study presented four possible options for meeting the needs of City Hall, including remodeling within the footprint of the existing building, adding on to the existing building,tearing down the existing building and building new on site,and building a new City Hall on Gorman St., adjacent to the Police Station. Following discussion,the Council voted 4-1 in favor of building new on Gorman St. and directed staff to bring the issue back during the month of July. Ms. Wilson stated that the next step in the process would be to proceed to design the building and prepare plans and specifications for bidding the project. Cncl. Lehman asked if detailed bidding documents are included in the$360,000.00 cost. Ms. Wilson answered yes,and added that the City will be ready to move ahead with advertising for bids. Discussion: Cncl.Whiting asked if each department will have input into the final plans. Ms. Wilson stated that each department will have input, as well as the Council. Mayor Table expressed his opposition to building a new City Hall outside of the downtown area. He added that he would like to take more time to research other areas in the downtown area before committing to the proposed design. Cncl. Lehman stated that in his opinion it would be more efficient for the City to have all City offices in the same area. Cncl.Whiting stated that building a new City Hall creates an opportunity for new business to move into the current City Hall location and create more business for the downtown area. Cncl.Mocol stated that she would support reviewing other locations in the downtown area to construct a new City Hall as long as there would not be any short term displacement of the current City Hall. Cncl.Luce stated that in his opinion constructing a new City Hall in another downtown location could upset other downtown business owners. Cncl. Lehman stated that parking in the downtown area is already at a premium and constructing a new City Hall could take up even more. He added that he would like to continue with the current plan. Moved by Councilmember Matt Lehman,Seconded by Councilmember Jay Whiting to authorize the hiring of BKV Group for design and preparation of plans and specifications for a new City Hall,at a cost of$360,000. Vote: 3 -2 Opposed: Mayor Brad Tabke Councilmember Kathi Mocol B. Public Works and Engineering 1. Presentation of 2016-2020 Capital Improvement Program(C,E) Jeff Weyandt,Assistant City Engineer, gave a presentation of the 2016-2020 Capital Improvement Program,and receive Council input on the program. The project includes sanitary sewer,storm drainage,street&highway and trails/sidewalks. 2. 2016 Capital Equipment Budget Discussion(C,E) Mike Hullander,Public Works Superintendent,addressed the Council to review and discuss the 2016 Capital Equipment Budget requests and 10-year budget projection. Public Works annually presents the various department equipment requests for Council discussion and inclusion in the Capital Equipment Budget. 3. Sanitary Sewer Enterprise Fund Discussion(C,E) Mr. Loney addressed the Council to discuss the Sanitary Sewer Fund and the rates for 2016. As part of the budget process,staff prepares a sanitary sewer budget and reviews the utility rates for 2016. The review of the fund shows that our revenues are not keeping up with expenditures. Mr. Loney stated that the main cost of the sanitary sewer utility is the treatment charges from Metropolitan Council. These treatment charges are to increase by 5.4%,according to the Met Council with increases projected for future years. For now, a 3%increase has been included in future years and updated information on MCES rate increases may be available by the council meeting. In past years, the sewer rate has not been increased due to the balance in the fund and the flat rate was actually decreased from$7 to$5. Mr. Loney also discussed the summer sewer cap. He stated that currently,the cap is at 150%of a winter month. Most cities surveyed at less than 150%and staff is preparing a 115%cap to be more aligned with nearby cities. 4. Surface Water Utility Rates(C,E) Mr. Loney addressed the Council to discuss the surface water utility justification report and the proposed new storm drainage utility rate structure. The surface water utility was established on August 8, 1985 by Ordinance No. 176. Several changes in the requirements for storm water management have occurred in the past 30 years,especially in the area of water quality. He stated that the previous rate structure was developed with different multipliers based on storm water volume. The proposed new rate multipliers were developed based on water quality ponding, infiltration,compliance and flood control/conveyances. The existing rate structure have multipliers based on the land use and impervious surface percentage. The surface water utility assumes that a single family residential property is .33 acre, so its utility charge would be .33 REF. Mr. Loney explained that the new charges in the justification report were developed by splitting out multipliers for water quality ponding, infiltration,compliance and flood control. The current charge status at$6.87/REF (Residential Equivalent Factor)per month. In order to maintain the same revenue per year, it is recommended the charge be$7.80/REF per month. He added that the proposed new charge and the new multiplier factors result in residential property paying slightly more and a slight decrease in commercial/industrial property. Staff believes this change is necessary to reflect the storm water changes the past 30 years and for justification of the fee to various properties. Ms. McGann then reviewed the projections for the Surface Water Utility Rates with the Council. C. Parks and Recreation 1. 2016-2020 Park Reserve and Park Asset Capital Improvement Plans(A,C) Ms. Polley presented the 2016-2020 Park Reserve and Park Asset Capital Improvement Plans to the Council and asked them to consider the 2016-2020 capital projects specific to the City's park infrastructure. Ms. Polley explained that each year the Park Reserve CIP and Park Asset Fund are evaluated and adjusted to reflect the prioritization of park projects. The Park Reserve is comprised of park dedication fees paid during development within the City. The Park Reserve funds new park construction and park land acquisition. Ms. Polley explained the 2016 Park Reserve CIP includes the construction of Quarry Lake Park. Earlier this year the City Council agreed to postpone the construction of Quarry Lake Park until 2016 due to the large scale and multiple entities involved the the development of this 111 acre park located in the industrial area that will contain 1 -2 miles of trails as well as multiple shelters. Ms. Polly also stated that the fund balance of the Park Reserve as of June 1,2015 is $1,666,262.67. Payments from the fund for projects other than Quarry Lake anticipated in 2015 include$300,000 to install lights on fields 6&7 at Tahpah Park,and $180,000 for the completion of the warming house and hockey rink at Southbridge Community Park for a total cost of$480,000. Cncl. Lehmen stated that he has concerns about depleting the Park Reserve Fund. Cncl. Whiting stated that he also has concerns about depleting the fund to$0. He also stated that he would prefer to complete the Quarry Lake Park project all at once as opposed to small projects over time. Mayor Tabke stated that the funds in the Park Reserve were meant to be spent on Parks and Park Assets. Ms. Polley then presented the Park Asset plan. and explained that the Park Asset plan includes projects that address maintenance or enhancements to existing parks and park facilities. The current balance in the Park Asset Fund is$2,107,975.84. The Park Asset plan is funded annually from both the Recreation budget and the Park Maintenance budget. The funding from the Recreation budget is the building rent for the Community Center,Ice Arena and Pool($249,660). The Park Maintenance budget allocates$125,000. Ms. Polley informed the Council that the PRAB reviewed the Park Reserve and Park Asset Funds on June 8,2015. They were asked to prioritize the potential projects based on the funding available. The potential projects include: Quarry Lake large shelter$2,000,000 Huber Park smaller shelter $75,000 Two additional baseball fields west part of Tahpah $400,000 2nd outdoor rink at Lion's Park $170,000 Southbridge Trail Development$300,000 Kilarney Hills Park Development$420,000 Shutrop Park Development$1,250,000 Huber Park Bank Stabilization$2,400,000(funding could come from other sources) The PRAB has recommended to the City Council that all current and future park dedication funding be allocated to the completion of Quarry Lake Park(including the large shelter)prior to completing any other park development projects. The PRAB recommended the Park Asset Fund as presented. Cad. Whiting asked how long it will take to finish the bridge at Memorial Park,and if it will take longer to finish due to funding. Ms. Polley answered that they are working with the DNR, Scott County and the Mdewakanton Sioux Community to replace the bridge and allow all users to benefit from it. Cncl. Lehman asked if the cost of the bridge would be lower if it were only a pedestrian bridge. Mr. Loney responded that the cost depends of whether it is a DNR trail,and allows snowmobiles,or if it is strictly a pedestrian bridge. Cncl.Whiting asked if the Snowmobile Association would be cost sharing in the project. Ms. Polley responded that is was possible as long as they would be allowed to use the trail. 10. Other Business Cncl Luce stated he would like to create a revolving exchange system for SAC credits. Cncl. Whiting stated that a possibility might be to work with the EDAC to focus the credits in one direction. Cncl.Lehman asked for clarification on the City Code in regards to storm debris clean up. Mr. Reynolds responded that the current policy states that the City is responsible for trees and branches on the boulevard. Residents are responsible for debris from private trees. He added that the City will be working to communicate with the public on their responsibilities following a storm. Mayor Tabke stated that at the next Council meeting he would like to discuss moving local elections to even years instead of odd years,as well as changing the term for mayor from 2 years to 4 years, and an increase in salary for Mayor and City Council Members. He added that because the Mayor and City Council are more active in meetings and public appearances than they have been in the past, an increase in salary would make it easier for citizens to run for office who may not have had the opportunity otherwise. Cncl. Lehman stated that he is not in favor of the changes. Cncl.Mocol stated that she thinks it is important to discuss the changes. Cncl. Whiting stated that he would like to take time to think about the changes. 11. Adjourn to Wednesday August 5,2015 at 7:00 p.m. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Mike Luce to adjourn. Vote: 5 -0 fi L ri Hense, Acting City Clerk Heidi Emerson Recording Secretary