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HomeMy WebLinkAbout4.F.2. City Council Minutes 1111111 Consent Business 4. F. 2. St-AAKOI'EE TO: Mayor and City Council FROM: Lori Hensen, Deputy City Clerk DATE: 08/18/2015 SUBJECT: City Council Minutes (F) Action Sought Move to approve the City Council Minutes from August 5, 2015. Attachments: August 5, 2015 DRAFT OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION LOCATION Council Chambers City Hall 129 Holmes Street South August 5,2015 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; Police Chief Jeff Tate; Parks and Recreation Director Jamie Polley;Acting City Clerk Lori Hensen 2. Pledge of Allegiance 3. Approval of Agenda Moved by Councilmember Mike Luce, Seconded by Councilmember Matt Lehman 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.) Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to approve the Consent Agenda. Vote: 5 - 0 A. Community Development B. Police and Fire 1. 2016 Toward Zero Deaths Traffic Enforcement Grant, Res. No. 7594(A) Motion to approve Resolution Number 7594,A Resolution of the City of Shakopee, Minnesota, Regarding Participation in the Minnesota Department of Public Safety's 2016 Toward Zero Deaths Enforcement Grant. (Motion carried under the Consent Agenda) C. Public Works and Engineering D. Personnel 1. Appointment of IT Director Motion to approve authorize the hiring of Andrew Hutson for the position of IT Director at Step B of Grade 10 of the City's Non-Union Pay Plan, and approve Resolution No. 7595,a resolution designating a director and an alternate director to the LOGIS board,and Resolution No. 7596, a resolution designation a director for the Institutional Communications Network Joint Powers Board. (Motion carried under the Consent Agenda) E. Parks and Recreation 1. Accept Work of K.A.Witt Construction Inc. on Southbridge Community Park Development Project No. PR2014-1 and Lions Park Tennis Court Improvements 2014-6 and Authorizing Final Payment,Res. No.7593 (A) Motion to approve Resolution No. 7593,A Resolution Accepting the Work of K.A. Witt Construction, Inc. for the Southbridge Community Park Development Project,PR2014-1 and Lions Park Tennis Court Improvements 2014-6, and Authorizing Final Payment. (Motion carried under the Consent Agenda) F. General Administration 1. City Bill List(F) Motion to approve the bills and electronic funds transfers in the amount$520,611.69 payroll transfers in the amount of$536,604.53 for a total of$1,057,216.22. (Motion carried under the Consent Agenda) 2. City Council Minutes(F) Motion to approve the City Council Minutes from July 21,2015. (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.) Mike Beard, Scott County Commissioner, addressed the Council to give an update on projects happening in Scott County. 6. Business removed from the Consent Agenda will be discussed at this time There was none. 7. Workshop Discussion A. 2016 Preliminary Budget Ms. McGann addressed the Council and discussed 2016 Preliminary Budget. She explained that the preliminary budget provides for the following wage and benefit modifications, internal charges, general expenditures/expenses,debt service and transfers. Cncl. Lehman expressed concerns regarding the impact of the tax increases on homeowners. After much discussion the Council decided to hold another work session to discuss items in the budget prior to the preliminary levy on 9/15/15. Cncl. Lehman requested a worksheet listing all projected tax increases to determine how the average household will be affected. Ms. McGann stated that she will get the information to the Council as soon as it becomes available. B. City Organizational Structure Bill Reynolds, City Administrator,presented an analysis of the proposed City Organizational Structure focusing on Customer Service. Mr. Reynolds reviewed his plan for the new organizational structure, and after much discussion he asked the Council to take time to review the plan. He stated that it would be brought back for further discussion, and possible decisions at a future Council Meeting. Cncl. Whiting stated that it was important for the new City Administrator to have input in the Organizational structure. Cncl. Lehman stated that it is also very important that the City Administrator be involved in filling key department head positions. C. Length of Mayoral Term The Council discussed the length of Mayoral Term. The Council recently directed staff to place the issue of changing the term for the office of Mayor from 2 to 4 years on the agenda for discussion. Currently,the City of Shakopee has a two-year term for the office of Mayor and a four-year term for City Council seats. According to the League of Minnesota Cities, out of 844 cities in the state of Minnesota,620 have a two-year term for mayor while 224 have a four-year term. However,when you look at metro-area cities with a population over 30,000,the share with a four-year termfor mayor is much higher. Staff found that State law allows a city to change the length of its term for mayor by passing an ordinance,as long as the ordinance is passed at least four weeks prior to the close of the filing period. Therefore,the length of the mayor's term cannot be changed in time for this fall's upcoming election, but if Council so desires, it could direct staff to prepare an ordinance to make the change in time for the November 2017 election. Cncl. Whiting stated that he feels the Mayor position needs more than two years to get familiar with the position. He stated that he is in favor of changing the position from two years to four years. Cncl. Mocol stated that she feels that the Mayoral term should be consistent with other Council terms that are four years long. Cncl. Lehman stated that the two year term has been in place for over 50 years,and the Community should have the option to elect a new Mayor after a two year term rather than four years. Mayor Tabke stated that it takes over a year for a Mayor to become familiar with the process,and it is very difficult to make tough decisions when the two year term is almost over. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol Vote: 3 -2 Opposed: Councilmember Matt Lehman Councilmember Mike Luce D. Odd vs Even Year Elections The Council discussed Odd vs Even Year Elections. At a previous meeting the Council directed staff to place the topic of moving from odd to even year municipal elections on the agenda for discussion. Staff found that the cost of conducting odd year elections is approximately$15,000 per election cycle.If both the City and the School District opted to switch to even year elections,this amount could be saved every two-years. If the City opted to switch but the School District remained on an odd year election cycle, it would be responsible for conducting its own election and would presumably bear the full cost. Mayor Tabke stated that It has been suggested that one reason for moving to even year elections is that they typically have a higher level of voter turnout. If the City Council wishes to move from an odd year election cycle to an even year one it would need to adopt and publish an ordinance to that effect. Following publication,the public would have 180 days to petition for a referendum on the topic. If no petition is received,the ordinance would go into effect 240 days after its original publication. As part of adopting the ordinance,the Council would need to lay out a transition plan for moving from odd year elections to even year elections. State law requires the initial ordinance to be adopted prior to June 1 of the calendar year,so it is too late to take action on this item this year. Cncl. Luce asked what the cost is to run an election. Ms. Wilson answered that the cost is approximately $15,000 for an odd year election,and the cost is higher for an even year election because more election staff are needed and a Primary election is held. She added that the City would save approximately$15,000 every other year if elections were only held on even years. Cncl. Mocol stated that it is much more challenging to recruit election judges when elections are held yearly. Cncl. Lehman stated that he is concerned about local issues being drowned out by State and Federal issues if the elections are combined. Moved by Councilmember Luce, Seconded by Councilmember Whiting to change from odd to even year Municipal Elections. Vote: 3-2 Opposed: Councilmember Mike Luce Councilmember Matt Lehman E. Elected Official Salaries (F) The City Council discussed Elected Official Salaries. Mayor Tabke stated that at the previous meeting the Council directed staff to place the topic of elected official salaries on the agenda for discussion. State law requires that any change to elected official salaries must be adopted prior to a municipal election and take effect after the election. Therefore, any action taken now would be effective for those in office January 1,2016. Cncl. Whiting stated that he would prefer to discuss a per diem rather than a wage increase. Cncl. Lehman stated that he would not have an issue with a per diem for attending required meetings. He added that he does not support a wage increase. Cncl. Mocol stated that she feels that City Council position should be open at anyone who wants to serve, not just self employed or retired people. Cncl. Luce stated that he would be open to discussing per diems as long as they were for meetings directed by the Council. Mayor Tabke stated that he feels that when businesses are investing in Shakopee they want to meet with elected officials and get a feel for where they City is going. He added that the role of Mayor has two functions; policy making and cheerleading,and that the Mayor works to create relationships. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to direct staff to create an Ordinance that states the Mayor and City Council members will receive a $50.00 per day per diem when representing the City of Shakopee during City Council approved activities. Vote: 3 - 2 Opposed: Councilmember Matt Lehman Councilmember Mike Luce 8. Other Business Cncl. Luce made a request to have access to Fire Station 1 and 2 with his key card. Cncl. Lehman asked if the key card unlocked the entire building, or if the interior of the station was secure. Ms. Wilson answered that if you are able to access the front door it would mean access to the entire building. Cncl. Whiting stated that in his opinion Mr. Reynolds should have access to both Stations and Cncl. Luce can work with Mr. Reynolds and Chief Coleman if there are any issues. 9. Adjourn to August 18,2015 at 7:00 p.m. Moved by Councilmember Jay Whiting,Seconded by Councilmember Mike Luce to adjourn. Vote: 5, 0 tf Lori He,sen Acting City Clerk Heidi Emerson Recording Secretary