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HomeMy WebLinkAbout5.F.2. Approval of Minutes: April 07, and May 04, 2010 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA APRIL 27, 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; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, City Engineer /Public Works Director; Mike Hullander, Public Works Superintendent; and Joe Swentek, Project Engineer. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill stated there was a request from Cncl. Lehman to defer 3.A., Discussion on CR 101 Project, to the next regular Council meeting on May 4, 2010. Mayor Schmitt asked for the reason of the removal. Cncl. Lehman said he asked to have it removed from the workshop meeting, where public comment is not allowed, to a regular meeting so property owners on the CR 101 corridor would have a chance to speak at the meeting. Punt/Clay moved to remove from the agenda, 3.A., CR 101 Project. Motion carried 5 -0. Bruce Loney, City Engineer /Public Works Director, presented Council with the Downtown Street Lights and CR 101 Street Lights. Mr. Loney said in 2009 staff received an inquiry from the Downtown Partnership on the condition of the downtown street lights, particularly the concrete street lights. Mr. Loney said that in the downtown central business district there are approximately 166 concrete lights. He said that approximately 64 poles are damaged to the point of needing replacement. Mr. Loney also said that there are 67 Corten poles (self - weathering steel) on the 1 st Avenue and mini - bypass from Atwood Street to Spencer Street. He said two need replacement now and six more poles in the next few years. Mr. Loney said that the concrete poles deteriorate at the base. Staff noticed a problem with the poles a number of years ago and received 50 poles from the manufacturer which have all been used to replace deteriorated poles over the last 11 years. Mr. Loney said staff has looked into new street poles with LED lighting systems, versus replacing the current concrete light poles. The cost is approximately the same for installing the new poles. A less expensive system can be reinstalled if the City goes with the high efficiency lights and obtains Federal dollars for the project and could also obtain conservation dollars from Shakopee Public Utilities. Mr. Loney said that 13 poles need to be replaced this year, 30 poles will need to be replaced in two years and 51 poles need to be replaced in the next 5 years. Mr. Loney is looking for direction from Council regarding a street light replacement program. The current Street Lighting Policy has the replacement of street lights to be a maintenance cost to the City. The city has three special lighting districts. He asked Council to consider the cost of the replacement of lights in the special lighting districts should be paid for by the tax payers with the special lighting districts also contributing to the replacement costs. Official Proceedings of the April 27, 2010 Shakopee City Council Page -2- Mr. Loney said that staff has had several discussions on the lighting system for a future CR 101 Project. In the future, staff is going to want Council's input as to the location of the lights in the 101 corridor and what type of lights should be used, high efficiency lights or regular lights. Mr. Loney said that staff would like the lights to have a historic look, be high efficiency lights such as LED. Mr. Loney said that with the CR 101 project, Mn/DOT would pay for the 14 lights that currently exist and Shakopee Public Utilities would be willing to participate in high efficiency lights for the project. Mr. Loney said there are different styles of lighting for different purposes. He said there will be a need for esthetic lighting, roadway lighting, and intersection lighting. Mr. Loney then discussed the different types of poles used for street lights. He said the types are steel, stainless steel painted poles, aluminum painted poles, and iron. Joe Adams, Shakopee Public Utilities Department, described for Council the different types of lighting. He said the LED technology has become more advanced and are lasting a lot longer than their earlier versions and use about half the energy that high pressure sodium light fixtures use today. He said the difference between the two is the spectrum of light and falls short of the lighting standards used to measure street lighting. The cost of an LED light is approximately $500 per fixture and high pressure sodium light is approximately $350 per fixture. Mayor Schmitt suggested a study be conducted to figure out what the issues are, what the recommendations should be and what the proposal should be. Mr. Loney said that the purpose of the workshop is to inform Council of the issue and get general direction to move forward with a study. Mr. Loney advised that staff is planning to remove street lights and not replace them with concrete poles until a decision has been made on a future street lighting plan for the downtown area. Mr. Loney introduced Joe Swentek, Project Engineer, to present Council with the Storm Water Maintenance Policy. Mr. Loney said Mr. Swentek's presentation is to update Council on the current rules and regulations regarding storm water. Mr. Swentek said that in 2008 the storm water resources management plan was updated and there was also a new Water Resources Management Ordinance approved by Council. He said it was required by Scott County Watershed Management in order to maintain permit authority for some storm water projects. He highlighted the major points of the updates with regard to erosion, pond maintenance, etc. Mr. Swentek discussed the National Pollutant Discharge Elimination System (NPDES) Phase II permits — Municipal Separate Storm Sewer System (MS4). The purpose of this is to reduce sediment and pollution following to water bodies. Mr. Swentek said the City had to develop a storm water pollution prevention plan. He said education, street weeping and inspection are all important aspects of the plan. Mr. Swentek then discussed the Non Degradation Report. Shakopee is one of 33 cities required to prepare this report for the Minnesota Pollution Control Agency (MPCA). The purpose of the report is to model the storm water run off on a city wide basis and there had to be a determination of an increase or decrease in the run off volumes, phosphorus loadings and sediment loadings as a result of the development. If an increase was shown, the City would be required to prepare a mitigation plan. Official Proceedings of the April 27, 2010 Shakopee City Council Page -3- Mr. Swentek said that the finding, on a city wide basis, the City is actually decreasing the volumes and the loadings. On a watershed level there was a moderate increase in old urban Shakopee and the industrial properties along Highway 101. Mr. Swentek then discussed the Total Maximum Daily Load (TMDL) process that addresses specific loadings on specific water bodies. The bodies of water being looked at are the Minnesota River, Dean Lake, and O'Dowd Lake. Mr. Loney stated that Mr. Swentek put together the Storm Water Policy and that it will come back later for Council adoption. Mr. Loney then presented Council with the Park Asset Internal Service Fund. Mr. Loney said that Public Works staff has been working with the Finance Director to better identify and define how the Park Asset Fund that was set up in 2008 can be utilized for the replacement of park assets. Mr. Loney said that the 2010 Park Maintenance Division budget of the Public Works Department is $171,680 with a projected balance of $367,580.00 by the end of 2010. Mr. Loney said it was concluded that major repairs of buildings and overlays of trails can be included as expenditure in the Park Asset Fund as well as total replacement of park assets. Within the park system there are assets such as buildings, shelters, pavement/concrete for trails, etc. Mr. Loney said staff believes that the Park Asset Fund should be included in the Capital Improvement Plan and a list of projects should be reviewed at that time and included in the overall budget. It was Council's overall agreement to the use of a Park Asset Fund. Mr. Loney updated Council on new street signs and asked for their opinion. All of the Council members were in agreement to the green street sign with the smaller cased letters to be used on the sign as well as the Shakopee emblem on the sign for streets along the City's borders. Mr. Loney also said staff is looking at using the GIS system for police and fire assets and crime mapping. Lehman/Heitzman moved to adjourn to Tuesday, May 4, 2010 at 7:00 p.m. Motion carried 5 -0. The Council meeting ended at 9:04 p.m. on Tuesday, April 27, 2010. dith S. Cox City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL REGULAR SESSION SHAKOPEE, MINNESOTA MAY 4, 2010 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Matt Lehman, Pat Heitzman, and Pamela Punt present. Also present were Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Judith S. Cox, City Clerk; Bruce Loney, City Engineer/Public Works Director; Jim Thomson, City Attorney; Jamie Polley, Parks, Recreation & Natural Resources Director; and Jeff Tate, Police Chief. 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. No Mayor's report. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda. There were none. Lehman/Clay moved to approve the Consent Agenda as published. Mr. McNeill read the consent agenda. Motion carried 5 -0. Lehman/Clay moved to declare the following as surplus property: 2006 Chrysler Sebring, VIN: 1C3EL45X86N241878; and the 2008 Kymco scooter, VIN: RFBU6A0338B000559; 40 HT1000 and HT750 Motorola portable radios; 6 Kenwood TK790 mobile radios; and 4 Motorola MCS 2000 mobile radios. (Motion carried under the Consent Agenda) Lehman/Clay moved to direct staff to purchase two 2010 Ford Fusion Sedans from Elk River Ford for the purchase price of $36,443.07 in accordance with State of Minnesota Contract #440054 with the funding to be expended form the Capital Equipment Fund. (Motion carried under the Consent Agenda) Lehman/Clay moved to authorize the appropriate City officials to execute the easement agreement between Certain Teed Corporation and the City of Shakopee. (Motion carried under the Consent Agenda) Lehman/Clay moved to authorize the appropriate City officials to enter into an agreement between the Scott Soil & Water Conservation District and the City of Shakopee relating to the provision of technical services for the wetland conservation act. (Motion carried under the Consent Agenda) Lehman/Clay moved to approve the hiring of probationary police officer Chad Wimmer 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/Clay moved to approve the hiring of Jeffrey Bjorklund, Danny Bouavichith, Jared Golde, Andy Hutson, Corey Murray and Kevin Pass as part-time, paid -on -call firefighters, at a wage of $10.00 per hour and subject to a two -year probationary period. (Motion carried under the Consent Agenda) Official Proceedings of the May 4, 2010 Shakopee City Council Page -2- Lehman/Clay moved to approve the bills in the amount of $377,879.50 and electronic transfers in the amount of $390,480.28 for a total of $768,359.78. (Motion carried under the Consent Agenda) Lehman/Clay moved to approve the minutes of April 20, 2010. (Motion carried under the Consent Agenda) Lehman/Clay offered Ordinance No. 832, Fourth Series, An Ordinance of the City of Shakopee, Minnesota Amending City Code Section 5.34, Sunday Sales, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Clay moved to approve the renewal of the volunteer firefighter's insurance policy with a three year premium of $3,697.03. (Motion carried under the Consent Agenda) Lehman/Clay moved to authorize appropriate city staff to purchase a Savin C3535 through Crabtree Companies for an amount not to exceed $3,420.00 (Motion carried under the Consent Agenda) Lehman/Clay offered Resolution No. 7005, A Resolution Designating Twelve Polling Places for All Election Precincts in the City of Shakopee, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Clay moved to accept the resignation of Shane Mahowald from the Board of Equalization, with regrets and to appoint Councilor Matt Lehman and Mayor John Schmitt to serve on the Board of Equalization of 2010. (Motion carried under the Consent Agenda) Lehman/Clay moved to authorize staff to proceed with replacement of two compressors for the Library air conditioning system, from Owens Companies, at a cost not to exceed $13,000 to be taken from currently unallocated General Fund dollars. (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 for Council liaison reports. Cncl. Clay attended the Shakopee Public Utilities Commission (SPUC) meeting. Discussed was odd /even watering days, available rebates on the SPUC website, and bid for transformers at the Pike Lake Sub - Station. Cncl. Lehman said he attended the Shakopee Derby Days committee meeting. Discussed was residents wanting to charge a fee for parking on private property during Derby Days and there was a discussion of the committee looking for donations to fund Derby Days. Cncl. Punt said she attended the Scott County Transit Review Board meeting. Discussed was the Smart Link Transit and ridership information. Cncl. Heitzman said he attended the school board meeting. There was a ground breaking ceremony earlier in the week for the new Jackson Elementary school. Cncl. Heitzman also attended the Downtown Partnership meeting and said the group supports the 5 lane, no median for the TH 101 project. Mark McNeill, City Administrator, presented Council with the Community Center Improvement Information. Mr. McNeill asked the Council to discuss the possible appointment of a study committee to look at the various components of the proposed Community Center improvements that have been proposed by the Shakopee Recreation: Bringing People Together group (SR: BPT). Official Proceedings of the May 4, 2010 Shakopee City Council Page -3- The SR:BPT supports improvements to the Community Center consisting of a multipurpose facility /second sheet of ice, a senior center, and a second floor for the fitness area. The estimated cost for the project is $9.5 million. Funding is proposed to come from a combination of private fund - raising, the sale of naming rights, revenues from rental of the new ice, and general obligation- backed bonds. The bonds would need to be approved by voters in a referendum in the general election of November 2, 2010. Mr. McNeill said that Jamie Polley, Parks Recreation, and Natural Resources Director, would present Council with information regarding architectural services, financial analysis services, and polling voter support services. Mr. McNeill also said that Cncl. Punt has indicated that she would like a thorough examination of the business model under which the Community Center has operated. She asked whether there is something new that would allow a different type of operation that would reduce the subsidy from the General Fund and give the City more features and amenities for less direct investment. Cncl. Punt suggested engaging a consultant who has a private- sector focus, to facilitate thinking about non - traditional ways to improve recreational services. Mr. McNeill suggested that committee be formed to look at some of the alternative funding and to review the consultants and make recommendations to Council. To have a referendum on the November 2" d ballot, Council will need to have that decision made by August 18, 2010. Mr. McNeill said that the cost for consultants of approximately $35,000 could be absorbed in this year's budget. He said that Ms. Polley has identified approximately $17,000 from her budget that could be put toward the project and there are four vacancies in the police department and the remaining funds could be taken from that line item. Ms. Polley presented Council with information regarding financial consultants. Ms. Polley said that Park/Recreation Consultants estimated a cost of $14,700 for their services and Springsted quoted a price of $15,500 for their services. The architectural programming consultants were Oertel Architects quoting a price of $11,830 and 292 Design Group quoting a price of $18,500 for their services. The only quote received to conduct a public poll is Decision Resources who quoted $9,000 for their services. Clay /Heitzman moved to direct staff to bring back to Council at the next meeting a recommendation for a financial consultant with their credentials, an architectural consultant with their credentials and a budget amendment to cover the estimated costs for the consultants. Discussion followed. Cncl. Punt likes Mr. McNeill's recommendation of a study committee in order to do the due diligence of making sure the entire stake holders are in agreement on the consultants recommended. Ms. Punt also questioned if the timing the consultants have to complete the work in a 10 -12 week time frame is sufficient. Cncl. Heitzman feels that creating a committee will slow the process down and is not in favor of it. Cncl. Lehman questioned the motion and the direction it's asking regarding the financial portion of the study. Cncl. Clay stated that a year ago was the best time for a project and would hate to put it off. Official Proceedings of the May 4, 2010 Shakopee City Council Page -4- Cncl. Punt asked why there wasn't any money budgeted for consultants when this has been an ongoing issue. She feels that it might be wise to wait and budget for consultants in 2011. Mayor Schmidt has no problem with consultants and the expense. Mayor Schmitt asked for a vote on the motion. Motion carried 3 -2 with Councilors Punt and Lehman opposed. Mr. McNeill asked Council to discuss private fund raising because people would like to start fund raising. Ms. Polley said that the sponsorship program policy was approved by Council last year but some small amendments would need to be added. Clay /Lehman moved to direct staff to bring back the revisions to Facility Sponsorship Program Policy. Motion carried 5 -0. Lehman/Heitzman moved to recess for a break. Motion carried 5 -0. Mayor Schmitt re- convened the meeting at 8:15 p.m. C ncl. Lehman asked to be excused for the discussion of the First Avenue -CR 101 project because he Teases property in the project area. Bruce Loney, City Engineer /Public Works Director, presented Council with the First Avenue -CR 101 Discussion. Mr. Loney explained that at the March 16 meeting the county presented two short term design plans for the CR 101 project. One was a 5 -lane design and one was a 4 -lane design with a center medium. The purpose tonight is to discuss the two options to determine if we can proceed with a short term plan. Mr. Loney reviewed the two plans for the CR 101 project. He then presented nine main points, that county staff and city staff discussed at a meeting on March 29 in support of a 5 -lane road design, for council to consider to see if there are common grounds so that the project can proceed. Included in those items discussed is a 5 -lane road design with access closures as can be accommodated through the process of one on one meetings with property owners. A median could be placed in the future upon meeting performance traffic standards. The cost of the median would be negotiated at that time. The City agreeing to consider a plan for relocation of the signal at Sommerville St. and 1 St Avenue to Spencer Street and 1 St Avenue. Matt Lehman, owner of ARC Automotive, 936 Vt Ave. E., presented Council with a letter from the 101 Corridor Coalition which he is representing. Mr. Lehman said the group overwhelmingly supports the 5 -lane, no median design. He said the group felt the traffic study was flawed and discussed the groups' points regarding the flawed study. He also said the group would like a new traffic study conducted if a median is proposed in the future. Official Proceedings of the May 4, 2010 Shakopee City Council Page -5- Jack Hennen, owner of Hennen's Shell Auto Service, 807 1 St Ave., presented Council with a letter he authored in favor of the 5 -lane, no median with limited closures as a viable option for the 1 St St. /CR 101 reconstruction. Clay /Punt moved to direct staff to draft an agreement with Scott County recommending the 5 -lane design with the middle turn lane along with the reconstruction of the city sewer, water, storm sewer, curb, gutter and lighting; and, that Scott County would enter into discussion with business /property owners in the 1St Avenue /CR 101 corridor affected by access changes and bring back to us anything that we may need to act on at that time. Discussion followed. Diane Kechley, 627 E. 1 st Ave., addressed council stating her desire for the City to move forward with a 5- lane, no median plan also. She also agreed that there were things that were not in the traffic study and she supported giving the traffic the option of going to 169 and not through the city. Mayor Schmitt said that he has received several emails supporting the 5 -lane, mo median plan. He also read a letter for the record from the owner of Kennedy Transmission who is in favor of moving forward with the project. Mayor Schmitt asked for a vote on the motion. Motion carried 4 -0 with Cncl. Lehman abstaining. Mr. McNeill presented Council with the Shakopee Downtown Partnership Classic Car Cruise — 2010. Mr. McNeill said that in the past Council has authorized street closures and the use of sidewalks to facilitate the Classic Car Cruise on specific Friday nights during the summer. This year the proposed dates would run every other Friday night from June 4, 2010 to August 27, 2010. Mr. McNeill said that in the past the Boy Scouts assisted with traffic, parking and had a food stand. This year they will not be participating in the events. Mr. McNeill said that also in the past there have been two officers working the event. This year there has only been a request for one officer. Mr. McNeill said that accommodations would be made for the Sports Stop to allow three open parking spots for patrons to access the business. Clay /Lehman moved to authorize the closure of First Avenue from Sommerville to Holmes, and Lewis Street from First Avenue to the north side of Third Avenue on alternating Friday nights from 6 to 10 PM, beginning June 4 and ending August 27, 2010, for the Shakopee Downtown Classic Car Cruise, contingent upon satisfactory liability insurance being provided, listing the City as an "additional insured ". Also, within that closed area also allow the limited sale of beverages and car show related vendor items as approved by the Shakopee Downtown Partnership. Motion carried 5 -0. Mr. Loney presented Council with the Approval of the Fuller Street Lighting from T.H. 169 to 10"' Avenue. Mr. Loney said that Shakopee Public Utilities provided the City with a cost estimate for installing additional street lights along Fuller Street from T.H. 169 to 10 Avenue. Mr. Loney said that the cost is $9,328.50 for four 250 watt high pressure sodium street lights on poles on Fuller Street from T.H. 169 to Viering Drive. The cost estimate for an additional six lights on Fuller St. from Vierling Drive to 10 "' Official Proceedings of the May 4, 2010 Shakopee City Council Page -6 Avenue would be $12,606.25. The funding for the lighting would come from the Capital Improvement Fund. Lehman/Heitzman moved to authorize staff to install ten additional street lights along Fuller Street, from T.H. 169 to l O Avenue, with funding from the Capital Improvement Fund, consistent with what is there now. Motion carried 5 -0. Mr. Loney presented Council with the Overhead Power Relocation on CSAH 21 Reconstruction Project along CSAH 16. Mr. Loney said that on the CSAH 21 project, there exists overhead power lines along the south side of CSAH 16 to serve property in this area of Shakopee. The reconstruction of CSAH 16 will require the relocation of existing power lines as part of the project. According to the City's Right -of -Way Ordinance, the City may require permanent relocation of a facility. Mr. Loney said Shakopee Public Utility Commission voted to accept the cost estimates by staff and to forward them to City Council. The additional cost to underground the overhead lines along the south side of CSAH 16 is estimated to be $25,000. Joe Adams, Shakopee Public Utilities, said SPUC prefers relocating the western third of the overhead lines and keep it overhead. The remaining two - thirds of the existing overhead lines would be placed underground. Lehman/Clay moved to approve that the existing overhead power lines on CSAH 16 at CSAH 21 should be placed underground and overhead upon relocation (western third keep overhead and eastern two thirds place underground) as shown on the Option '3 drawing from SPUC. Motion carried 5 -0. (CC Document No. 477) Mayor Schmitt asked if there were any Council concerns. Mayor Schmitt said that he received a letter regarding Public Works street sweeping streets on the same day as garbage pick up. Mayor Schmitt said that Public Works asked for a garbage collection schedule from the garbage collection company to avoid sweeping on the same days as garbage collection. Heitzman/Punt moved to adjourn too Tuesday, May 18, 2010 at 7:00 p.m. Motion carried 5 -0. Meeting adjourned at 9:24 p.m. 3 S. Cox City Clerk Kim Weckman Recording Secretary