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HomeMy WebLinkAbout4.F.2. City Council Minutes Consent Business 4. F. 2. SHAKOPEE TO: Mayor and City Council FROM: Lori Hensen, City Clerk DATE: 12/15/2015 SUBJECT: City Council Minutes (F) Action Sought Approve the City Council minutes of December 1, 2015 Attachments: December 1, 2015 DRAFT OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION LOCATION Council Chambers City Hall 129 Holmes Street South December 1, 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; City Clerk Lori Hensen; Senior Planner Mark Noble;Communications Coordinator Kristin Holtz 2. Pledge of Allegiance 3. Approval of Agenda Mr.Reynolds stated that a revised copy of Resolution Number 7652 pertaining to Item 9.F.1. was added,as well as two Power Point Presentations. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to approve the Agenda as amended. Vote: 5 -0 4. Special Recognition of Employee Darwin Gilbertson Ms.Wilson addressed the Council regarding Special Recognition of Employee Darwin Gilbertson. At the beginning of the December 1 City Council meeting,the Council is asked to recognize long-time seasonal employee Darwin Gilbertson,who has parked his mower for the final time after 12 seasons with the Public Works Department. A proclamation recognizing Mr. Gilbertson's contributions to the City was presented at the meeting. Bill Egan,addressed the Council regarding Mr. Gilbertson's accomplishments during his time with the City of Shakopee,and thanked him for his service. Mr. Gilbertson thanked the City and his co-workers in Public Works for everything they contributed to his 12 years with the City of Shakopee. Mayor Tabke presented Mr. Gilbertson with a Proclamation recognizing his years of service. 5. Recognition of 2015 Show Off Shakopee Photo Contest Winners(A) Ms. Holtz addressed the Council regarding Recognition of the 2015 Show Off Shakopee Photo Contest Winners. The Council was asked to recognize the three winners of the City's annual photo contest -Zachary Totten, Randy Monnens and Sarah Deppe-and award them their certificates and monetary prizes. 6. 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 Jay Whiting,Seconded by Councilmember Kathi Mocol to approve the Consent Agenda. Vote: 5 - A. Community Development B. Police and Fire 1. Declare Three Forfeited Vehicles as Surplus Property(F) Motion to declare the 1999 Honda Civic,VIN: 1HGEJ8145XL033492;the 2003 GMC Yukon,VIN: 1GKEK13Z93J209465; and the 2005 Mazda 6,VIN: 1YVHP80C155M25559 as surplus property. (Motion carried under the Consent Agenda) C. Public Works and Engineering 1. Storm Water Utility Rates Ordinance with Multipliers, Ord.No. 920 (E) Motion to approve Ordinance No. 920 revising Section 53.03, Subdivision(B)of the City of Shakopee Code of Ordinances(formerly Section 3.42, Subdivision 3),which addresses the definition of Residential Equivalent Factor(REF)values for all properties in the City of Shakopee. (Motion carried under the Consent Agenda) 2. Parking Restrictions on CSAH 16 to Meet State Aid Requirements,Res.No. 7622 (F) Motion to approve Resolution No. 7622,A Resolution Restricting Parking on CSAH 16,from CSAH 83 to CSAH 18, in order to meet State Aid Requirements, and move its adoption. (Motion carried under the Consent Agenda) 3. Extension Agreement with WSB,Inc. for Design Services on Hwy 101 Hydraulic Improvements(B) Motion to authorize appropriate city officials to enter into an extension agreement with WSB, Inc. to provide design services for the Hwy 101 Hydraulic Improvements. (Motion carried under the Consent Agenda) 4. Authorize Additional Payment for Engineering Services for the CSAH 83 Culvert Improvements Project No.2015-3 (E) Motion to authorize staff to add$13,100.00 to the CSAH 83 Culvert Improvements extension agreement with Bolton and Menk,Inc. (Motion carried under the Consent Agenda) 5. Shakopee Avenue Parking Restrictions(E) Motion to approve a motion to install no parking signage on the south side of Shakopee Avenue from Dakota Street to a school driveway 300' east of Dakota Street as outlined in the memo. (Motion carried under the Consent Agenda) D. Personnel 1. 2016 Employee Pay Plans-Resolutions No. 7646, 7647 and 7648 Motion to approve Resolutions No. 7646, 7647 and 7648,establishing employee wage levels for calendar year 2016, and move their adoption. (Motion carried under the Consent Agenda) 2. Uniform Allowance for Building Inspections Division Motion to approve Resolution No. 7654,a resolution amending the City's Uniform& Clothing Policy, and move its adoption. (Motion carried under the Consent Agenda) E. Parks and Recreation F. General Administration 1. City Bill List(F) Motion to approve the bills and electronic funds transfers in the amount$1,872,041.49 and payroll transfers in the amount of$479,736.61 for a total of$2,351,778.10. (Motion carried under the Consent Agenda) 2. City Council Minutes(F) Motion to approve the City Council Minutes from November 17, 2015. (Motion carried under the Consent Agenda) 3. Approve the On-Sale and Sunday On-Sale application for O'Brien's Public House,LLC(F) Motion to approve on-sale and Sunday on-sale liquor licenses for O'Brien's Public House,LLC on condition that final inspections are performed and passed. (Motion carried under the Consent Agenda) 4. Updating List of Individuals Authorized to Make Bank Transactions-Resolution No. 7645 (C) Motion to approve Resolution No. 7645, a resolution designating individuals authorized to perform certain banking transactions, and move its adoption. (Motion carried under the Consent Agenda) 5. Sewer Availability Charge(SAC)Credits --Duke Realty Limited Partnership (D) Motion to approve the recommended 19 SAC credits valued at$9,025 in City of Shakopee Credits and$47,215 in Metropolitan(MET)Council Sewer Availability Charges(SAC)Credits to Duke Reality Limited Partnership. (Motion carried under the Consent Agenda) 6. Police Station Carpet Replacement(F) Motion to authorize replacement of the carpeting at the Police Station at a total cost of$80,305, to be paid from the General Government Buildings Internal Service Fund. (Motion carried under the Consent Agenda) 7. Response to SMSC Fee to Trust Application (D) Motion to authorize the Mayor to sign the letter regarding the Shakopee Mdewakanton Sioux Community's application to move the identified parcels into trust status. (Motion carried under the Consent Agenda) 8. Approval of Municipal Advisor Contract with Springsted, Inc. (F) Motion to authorize the City Administrator to enter into a contract for Municipal Advisory Services with Springsted, Inc. (Motion carried under the Consent Agenda) 9. Transfer of Funds &Authorization to Purchase Electronic Plan Review Software(B,E) Motion to authorize the transfer of$150,000 in building permit revenue to the IT Fund and to authorize the purchase of Avolve ProjectDox at a first-year cost of$113,000 from the IT Fund. (Motion carried under the Consent Agenda) 7. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL-Provides an opportunity for the public to address the Council on items which are not on the agenda. Comments should not be more than five minutes in length. The Mayor may adjust that time limit based upon the number of persons seeking to comment. This comment period may not be used to make personal attacks,to air personality grievances,to make political endorsements or for political campaign purposes. Council Members will not enter into a dialogue with citizens,and questions from Council will be for clarification only. This period will not be used to problem solve issues or to react to the comments made,but rather for informational purposes only. Timothy Johnson,4651 Village Square Blvd., spoke to the Council to address remarks he made at a previous meeting. He also expressed anger in regards to the actions of some of the Council Members. 8. Business removed from the Consent Agenda will be discussed at this time There was none, 9. General Business: A. Community Development 1. Appeal of the Denial of a Variance Request for 912 Lewis Street South(B) Mr.Noble presented an appeal of the Denial of a Variance Request for 912 Lewis Street South. Mr. Noble explained that Mark and Dorothy Raines,owners of 912 Lewis Street South,have asked the City Council to reverse the Board of Adjustment and Appeals' decision to deny their side-yard setback variance request to allow for a driveway to be located up to the side property line. City Code requires at least a three(3)foot setback(Section 11.62, Subd. 3F). The BOAA originally reviewed the variance request at their November 6,2014 meeting, and tabled action to allow time for staff to research possible alley/storm water related improvements. When the issue was brought back up at the November 5, 2015 meeting,the BOAA denied the request by a 4-3 vote. The staff report,resolution of denial(Resolution No. PC14-037)and the related materials from the November 5 BOAA agenda are attached to this report. Dorothy Raines, 912 Lewis Street,addressed the Council regarding the request for a variance and the reasons for the request. Mark Raines, Property owner at 912 Lewis Street, shared video of the flooding occurs on and around his property as a result of issues with the alleyway. Mayor Tabke asked Mr. Loney to explain the reason for the issues with the alleyway. Mr. Loney explained possible fixes for the alley issues. Cncl.Whiting asked if other properties along the alley have had issues with flooding. Mr. Loney answered that he was not aware of other property owners experiencing the same issues. Jim Drawert, 906 Lewis Street, addressed the Council regarding the issues with the alley, and explained, in his opinion,possible corrections. Moved by Councilmember Jay Whiting,Seconded by Councilmember Matt Lehman to approve Resolution No. 7653, a resolution of the Council affirming the decision of the BOAA regarding Resolution No. PC 14-037,which denied the variance request to allow a driveway setback 0 feet from the side property line,where three(3)feet is the minimum required setback, and move its adoption. Vote: 5 -0 Discussion: Cncl. Lehman stated that he is not in favor of the variance because it does not correct the problem with the alley. He stated that the best solution is to deny the variance, and not require the homeowners at 912 Lewis Street to remove the driveway until the alley is properly draining. Moved by Councilmember Matt Lehman, Seconded by Councilmember Mike Luce to delay enforcement of the removal of the encroachment until the alley is properly draining. Vote: 5 -0 Mayor Tabke asked Mr. Loney when this project could move forward. Mr. Loney replied that there will be many details to work through before the repairs can be made.He added that, in his opinion, the project will not be completed in 2016. Cncl.Lehman stated that gravel and grading would be a temporary solution to bring relief to the alley until a permanent solution is in place. Mr. Loney stated that the alley is graded frequently and that it is a tough alley to maintain. Cncl. Mocol asked how often gravel is added to the alley. Mr. Loney replied that gravel is added as needed. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to direct staff to engineer the best possible solution to repair the alley in the best possible timeframe. Vote: 5 -0 B. Police and Fire C. Public Works and Engineering 1. Hilldale Drive Project Update-Easement Acquisitions(E) Mr. Loney addressed the Council and gave a Hilldale Drive Project Update-Easement Acquisitions. Mr. Loney asked the Council to authorize the updated agreement of special assessments for parcels where easements are being obtained. He stated that on March 17,2015, City Council approved Resolution No. 7559 ordering the preparation of plans and specifications for the extension of sanitary sewer and water to Hilldale Drive. Also, Council approved an agreement on assessments and charges to benefiting properties. Mr. Loney stated that during design,staff has determined three design changes that are being recommended and as follows: 1. Smaller cul-de-sac on the south terminus of Hilldale Drive. 2. Additional storm sewer to the north cul-de-sac. 3. Elimination of the trail along CR 16 and have this trail be incorporated into a larger trail project with the County. A smaller cul-de-sac design was done to minimize the impacts to property. The Fire Chief was consulted and this size of cul-de-sac would not affect fire protection operations. Installing a storm sewer to the north in Hilldale Drive would reroute the storm water that currently goes through the side and back yards of Hilldale Drive lots and Glacier Estates.Also,this storm sewer line would be easier to maintain in the Hilldale Drive street. Both the cul-de-sac and storm sewer line to the north would need additional easements. Cncl. Lehman asked if assessment dollars will be reimbursed to the capital fund from the Storm drainage fund due to the fact that the homeowners are being assessed for road improvements, and the new improvements are for storm water runoff.Mr. Loney replied that the assessments will more than likely exceed$28,000.00,he added that the estimate is currently$41,000.00, The City will be picking up the extra cost as a result of Council direction. Cncl. Whiting asked if all of the assessment waivers have been received from the homeowners. Mr. Loney stated that 9 out of the 10 have been received. He stated that he has made the remaining homeowner aware that if he does not sign the waiver he will be subject to the full amount of the assessment and charges. Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to authorize the updated agreement of special assessments for parcels where easements are being obtained. Vote: 5 -0 Mr. Loney asked Mr. Thomson if he is able to move forward and obtain easements. Mr. Thomson answered yes. D. Personnel E. Parks and Recreation F. General Administration 1. Public Input Meeting Addressing the 2016 Budget and Approval of the Property Tax Levy&Debt Service Cancelation—Resolution Nos.7650,7651 &7652 (C) Ms. McGann presented a Public Input Meeting Addressing the 2016 Budget and Approval of the Property Tax Levy&Debt Service Cancelation—Resolution Nos. 7650,7651 &7652, Consideration and approval of the 2016 General Fund budget, the 2016 Property Tax Levies and the 2016 Debt Service Cancelations, specific to certain debt issues. Ms. McGann explained that the budget process for municipalities covers an extensive period of the calendar year,beginning with the initial staff review and completion of the budget work documents, to development of the preliminary levy which is approved by Council each September, and nears completion in December with the public meeting to address the overall budget,levies and debt service cancelations. As in past years,the transfers to the Capital Improvement Plan, the Economic Development activities, and community projects have become a major portion of the budget and funding discussions. Mayor Tabke invited members of the public to provide their input regarding the 2016 budget, Property Tax Levy and Debt Consolidation. Ferid Grutzen,2171 Agate Curve, addressed the Council regarding the increase in taxes for 2016, and expressed his opposition to the amount of the increase. Arlene Teigen, 1040 Eastview Circle, addressed the Council regarding an increase in her property taxes,and expressed her disappointment about the amount of her property tax increase. Michael Wonoutka, 920 2nd Avenue East,expressed concerns over property tax increases on his property. Mayor Tabke asked Ms. McGann how property tax increases are figured. Ms. McGann answered that the Scott County Assessor does the valuations for properties in the City. She added that homeowners can dispute the value increases in April. Cncl. Lehman explained the different entities that are responsible for the different portions of the Property Tax increases each year. Robert Weikle, 630 4th Avenue, expressed concern over the increase in his property taxes, as well as the potential increases from the Community Center improvements. Brad Edstrom, 1282 Granite Court, addressed the Council and asked them to reconsider the Community Center project. Jeanne Aanerud, 694 Londonberry Court, asked how property assessments are figured, and if the percentages are the same for every property. Cncl. Lehman answered that the State requirement is that 33%of the properties be assessed every year. 100%of the properties are revalued in a 3 year time period. Betty Walz, 845 Hahn Drive, expressed her concerns over the property tax increases. Matt Lehman, 815 E. 8th Avenue,questioned why the actual amount being taxed as a result of the School referendum is higher than the proposed amount. Mr. Lehman also expressed concerns about the possible tax increases as a result of the Community Center project. Mr. Reynolds stated that starting in January or February of 2016 City Staff will implement a Program Prioritization review to rank every City program from top to bottom to control expenses, and also to begin to review the budget process. Ms. McGann gave info on tax relief programs that are available to homeowners. Ms. McGann stated that Resolution 7652 has been modified due to a discrepancy that was discovered in the final review. The amount of cancelation has increased, but it does not affect the Levy. Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to approve Resolution No. 7650,A Resolution Adopting the 2016 Budget. Vote: 5 -0 Discussion: Cncl. Luce asked that Staff put together information on the Property tax relief programs Ms. McGann spoke about,and make them available at the front desk. Moved by Councilmember Jay Whiting,Seconded by Councilmember Mike Luce to approve Resolution No. 7651,A Resolution Setting the 2015 Property Tax Levy, Collectible in 2016. Vote: 5 -0 Moved by Councilmember Kathi Mocol, Seconded by Councilmember Matt Lehman to approve the revised version of Resolution No. 7652,A Resolution Canceling Debt Service Levies for 2015/2016. Vote: 5 -0 2. Acceptance of Resignation(with Regret)of Assistant City Administrator Kris Wilson(F) Mr. Reynolds presented an Acceptance of Resignation(with Regret)of Assistant City Administrator Kris Wilson. He stated that Assistant City Administrator Kris Wilson has accepted a Director position with the City of Bloomington. Her last day will be Wednesday, December 9th. Mr. Reynolds stated that Administrator Wilson began working for the City of Shakopee on April 25 of 2005. She was initially hired to serve in the dual capacity of Economic Development Coordinator and Assistant to the City Administrator. As part of her duties she quickly picked up the role of website coordinator and oversight of city telecommunications functions. In June of 2006, she was promoted to Assistant City Administrator after displaying a thirst for knowledge and incredible initiative,and ultimately phased out of economic development and focused on personnel and human resources. Administrator Wilson has many projects she can look back on with pride in her tenure with the City. She was instrumental in the transition of city personnel functions from Scott County to a full Human Resources Division. In addition, she was the project manager for Fire Station#2 -a coordination and negotiation challenge for anyone-and was able to produce the great structure that serves to protect our citizens today. Administrator Wilson has many noteworthy accomplishments. She holds a Masters Degree in Public Policy from Rutgers University. She received the Association of Public Management Professionals of Minnesota's "Outstanding Assistant of the Year" in 2011,and has graduated from the prestigious International City Management Association's Leadership Program. She served admirably as the Interim City Administrator from December of 2014 to June of 2015. Cncl Whiting thanked Ms. Wilson for her years of service and wished her well. Cncl. Lehman thanked Ms.Wilson for being a fair and honest individual and wished her good luck. Cncl. Mocol stated that Ms.Wilson has a great work ethic,and wished her well. Mayor Tabke thanked Ms. Wilson for her service to the City and the Community and wished her good luck. Cncl.Luce wished Ms. Wilson good luck in her new position Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to accept the resignation(with Regret)of Assistant City Administrator Kris Wilson. Vote: 5 -0 3. Suburban Transit Association's Presentation Jane Kansier, Senior Project Manager for Minnesota Valley Transit Authority, addressed the Council regarding a new program called Suburb to Suburb Transit Service(S2S)is bring rolled out on January 19,2016.The service will provide transit service between Shakopee, Eden Prairie, Hopkins,Maple Grove and Plymouth. Ms. Kansier gave a detailed explanation of how the program will work. Cncl. Lehman asked if transfers will be monitored. Ms. Kansier answered yes,transfers will be monitored. Cncl. Whiting stated that he feels this is a great program,and he hopes to see a partnership with MTC in the future. Mr. Reynolds asked what ridership expectations are in the first years. Ms. Kansier answered that she hopes to see participation at two hundred thousand in the first two years. She added that this corridor has high potential. 10. Other Business There was none. 11. Adjourn to Tuesday December 15, 2015 at 7:00 p.m. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Jay Whiting to adjourn. Vote: 5 -0 Acting Ci Clerk Heidi Emerson Recording Secretary