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HomeMy WebLinkAboutJanuary 05, 2016TENTATIVE AGENDA Shakopee City Council Regular Session 7:00 p.m. January 5, 2016 LOCATION Council Chambers City Hall 129 Holmes Street South Shakopee Mission Statement The Mission of the City of Shakopee is to provide the opportunity to live, work and play in a community, with a proud past, promising future, and small town atmosphere within a metropolitan setting. Agenda items are tied to the following long-term goals that support the City's strategic vision as noted after each agenda item: A. Keep Shakopee a safe and healthy community where residents can pursue active and quality lifestyles. B. Positively manage the challenges and opportunities presented by growth development and change. C. Maintain the City's strong financial health. D. Maintain improve and create strong partnerships with other public and private sector entities. E. Deliver effective and efficient public services by a staff of well-trained, caring, and professional employees. F. Housekeeping item. Presentation of Plaque to Brad Tabke Oath of Office by Newly Elected and Re -Elected Officials Mayor Bill Mars presiding 1. Roll Call 2. Pledge of Allegiance 3. Approval of Agenda 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.) A. Community Development B. Police and Fire 1. *Revision to "Trade Time for Fitness" Employee Benefit Program (B) 2. *Amendment to the Southwest Metro Drug Task Force 2015 Grant Agreement to Include Funding Through 2016, Res. No. 7666 (D) C. Public Works and Engineering 1. *Purchase of Six (6) Police Interceptors and One (1) Administration Car for the Police Department (E) 2. *Purchase Two Pickup Trucks for the Facilities/Government Buildings Department (E) 3. *Purchase of Toro 5910 16' Mower (E) 4. *2016 Street Tree Pruning Contract (A, D) D. Personnel 1. *Appointment of Finance Director (E) E. Parks and Recreation F. General Administration 1. *City Bill List (F) 2. *City Council Minutes (F) 3. *Designation of Official Newspaper (F) 4. *Approve the Temporary On -Sale Liquor License for St. Joachim & Anne (F) 5. *Request for Fee Waivers to Support Workforce Housing Project -- MWF Properties, Res. No. 7656 (B,D) 6. *Premises Permit for Shockwaves Waterski Club, Res. No. 7668 (F) 5. 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. 6. Public Hearings: 7. Business removed from the Consent Agenda will be discussed at this time 8. General Business: A. Community Development B. Police and Fire C. Public Works and Engineering D. Personnel E. Parks and Recreation F. General Administration 9. Other Business 10. Adjourn to January 19, 2016 at 7:00 p.m. F w K X111;1, TO: FROM: DATE: SUBJECT: Consent Business Mayor and City Council Darlene Bjerketvedt, Secretary 01/05/2016 *Revision to "Trade Time for Fitness" Employee Benefit Program (B) 4. B. 1. Action Sought The Council is asked to authorize the expansion of the Trade Time for Fitness reimbursement from $1,000.00 to $2,000.00 per calendar year. Background The City of Shakopee has had a Trade Time for Fitness program in place since 2014. Under the current program, employees with more than 80 hours of sick leave can submit a claim to cash out a portion of their accrued sick leave in order to be reimbursed for wellness -related expenses. Reimbursement claims cannot exceed $1,000.00 per calendar year and cannot result in an employee's sick leave balance falling below 80 hours.The proposed change would increase the reimbursement amount from $1,000.00 to $2,000.00 per calendar year. Recommendation I recommend authorizing the proposed increase to the reimbursement portion of the Trade Time for Fitness program for all benefits -eligible employees. Budget Impact The proposed change to the existing program will have very little financial impact on the City. Currently, the City funds its liability for accrued leave time through a "Compensated Absences" fund. Reimbursements provided to employees through the Trade Time for Fitness will reduce the level of funding necessary for the compensated absences fund. Reimbursements provided to employees through the Trade Time for Fitness program reduces the level of funding necessary for the compensated absences fund. The Trade Time for Fitness concept has been reviewed by the City's auditor who reported having no concerns with the idea. Relationship to Vision This item relates to Goal B: Positively manage the challenges and opportunities presented by growth, development and change. Requested Action The Council is asked to approve the increased reimbursement amount from $1,000.00 to $2,000.00 for the Trade Time for Fitness program for all benefits -eligible City employees, effective January 1, 2016. Consent Business 4, B. Z, 1 I K0 ,1 �� ;l TO: Mayor and City Council FROM: Jeff Tate, Police Chief DATE: 01/05/2016 SUBJECT: *Amendment to the Southwest Metro Drug Task Force 2015 Grant Agreement to Include Funding Through 2016, Res. No. 7666 (D) Action Sought The Council is asked to adopt Resolution Number 7666, accepting Grant Amendment No. 1 to the current 2015 Violent Crime Enforcement Team (VCET) Grant Award, in the amount of $90,000. Background The Shakopee Police Department has been a member of the Southwest Metro Drug Task Force since its inception in 1988 and wishes to continue participating in the Task Force. The city currently serves as the financial agent of the Task Force and has served in that capacity for several years. The Southwest Metro Drug Task Force was successful in securing grant funds from the federal government to partially fund its operating expenses in 2016. The Minnesota Department of Public Safety, Office of Justice Programs, acts as the grant administrator for the federal government. City Council approved the current Grant Agreement in January of 2015. This amendment will extend the term of the original agreement to continue through 2016 and will include the same level of funding. Recommendation Staff recommends adoption of Resolution No. 7666. Budget Impact There is no impact on the police department budget. Relationship to Vision This action supports Goal D: Maintain, improve and create strong partnerships with other public and private sector entities. Requested Action Council is asked to adopt Resolution Number 7666. Attachments: Grant Agreement Amendment Resolution No. 7666 Grant Agreement AmendmeC age I of 20 Minnesota Department of Public Safety ("State") Grant Program: Commissioner of Public Safety Violent Crime Enforcement Teams 2015 Office of Justice Programs Grant Agreement No.: A-VCET-2015-SHAKOPPD- 445 Minnesota Street, Suite 2300 00016 St. Paul, MN 55101-2139 Grant Amendment No.: 1 Grantee: Grant Agreement Term: City of Shakopee Police Department Effective Date: 1/1/2015 475 Gorman Street Expiration Date: '''L'�15 12/31/2016 Shakopee, Minnesota 55379-2687 Grant Matching Requirement: Grantee Agreement Amount: Original Agreement Amount $0.00 Original Agreement Amount $90,000.00 Previous Amendment(s) Total $0.00 Previous Amendment(s) Total $0.00 Current Amendment Amount $0.00 Current Amendment Amount $90,000.00 Total Agreement Amount $0.00 Total Agreement Amount $180,000.00 In this Amendment deleted agreement terms will be struck out and added agreement terms will be underlined. Revision 1. Special Conditions, page 3 of the Original Grant Agreement is amended as follows: 1. Time limitations on funding use: $65,711.30_is available from January 1, 2015 through Deemer-lz015 June 30, 2016. $24,288.70 $114,288.70 is available from July 1, 2015 through Deemer- 31 December 31, 2016. Revision 2. Exhibit A of the Original Grant is replaced by Revised Exhibit A which is attached and incorporated into this Grant Agreement. Any references to Exhibit A now refer to Revised Exhibit A. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK DPS Grant Agreement Amendment (04/14) Grant Agreement Amendment Page 2 of 2 The Original Grant Agreement and all previous amendments are incorporated into this amendment by reference. 1. ENCUMBRANCE VERIFICATION Individual certifies thatfunds have been encumbered as required by Minn. Stat. §§ 16,4.15 and 16C.05. Signed: Date: Grant Agreement No. A-VCET-2015-SHAKOPPD-00016/3-30792 2. GRANTEE The Grantee certifies that the appropriate person(s) have executed the grant agreement on behalf of the Grantee as required by applicable articles, bylcnvs, resolutions, or ordinances. By: Title: Date: By: Title: Date: DPS Grant Agreement Amendment (04/14) 3. STATE AGENCY BY: (with delegated authority) Title: Date: Distribution: DPS/FAS Grantee State's Authorized Representative 1 LO 0 N I -- LU LU U Q q m E E m d c m 0 IN m 0 RESOLUTION NO. 7666 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, AMENDING THE 2015 GRANT AGREEMENT FOR THE SOUTHWEST METRO DRUG TASK FORCE TO INCLUDE SAME LEVEL OF FUNDING THROUGH 2016 WHEREAS, the City has been a participating member of the Southwest Metro Drug Task Force since its inception; and WHEREAS, the Task Force has successfully brought about numerous drug convictions; and WHEREAS, each year the City enters into a cooperative agreement in order to continue to participate; and WHEREAS, the City currently serves as the financial agent of the Task Force and has served in that capacity for several years; and WHEREAS, in the capacity of financial agent, the City has entered into a cooperative agreement with the Minnesota Department of Public Safety, Office of Justice Programs, to administer federal grant funds that partially fund the Task Force; and WHEREAS, the Minnesota Department of Public Safety has amended the 2015 grant agreement to reflect an extension of the agreement term through 2016 and to add the same level of funding as in 2015. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the Mayor, City Administrator, and City Clerk are hereby authorized to enter into a cooperative agreement with the Minnesota Department of Public Safety, Office of Justice Programs, amending the current grant agreement for the program entitled Violent Crime Enforcement Teams 2015, for the Southwest Metro Drug Task Force. Adopted in regular session of the City Council of the City of Shakopee, Minnesota, held this 5t' day of January 2016. Mayor of the City of Shakopee ATTEST: City Clerk Consent Business 4. C. 1. 1IAK 111":,1:; TO: Mayor and City Council FROM: Mike Hullander, Public Works Superintendent DATE: 01/05/2016 SUBJECT: *Purchase of Six (6) Police Interceptors and One (1) Administration Car for the Police Department (E) Action Sought Move to authorize the purchase of six (6) SUV police interceptors from Nelson Auto Center for the price of $178,379.70 and one (1) new Chevrolet Equinox from Ranger GM for the price of $22,195.00. The funding to be expended from the Capital Equipment Internal Service Fund. Background Staff identified a need in the 2016 Capital Equipment Budget to purchase seven vehicles for the Police Department. Six SUV police interceptors will be purchased with four being replacement patrol vehicles, one replacement sergeants vehicle and one requested additional patrol vehicle. Staff will be using State Bid Pricing contract # 83065. Staff will also be purchasing one administrative vehicle to replace an existing 2006 Chevy Impala using State Bid Pricing contract # 72060. Staff will come back to council at a later time with recommended vehicles to be sold at auction. Staff estimated an allocation, including set-up of $322,000. Recommendation Staff recommends approval of the purchase. Budget Impact Dollars were allocated in the 2016 Capital Equipment Budget. Relationship to Vision E. Deliver effective and efficient public services by a staff of well-trained caring and professional employees. Requested Action Move to authorize the purchase of six (6) SW police interceptors from Nelson Auto Center for the price of $178,379.70 and one (1) new Chevrolet Equinox from Ranger GM for the price of $22,195.00. The funding to be expended from the Capital Equipment Internal Service Fund. Attachments: Police Purchases 2016 t/ q -11N Fleet Department 2228 College Way , P0 Box 338 e Fergus Falls, MN 56538-0338 218-998-8864 * 800-477-3013 Ext. 8864 - Fax 218-998-8813 9 www.nelsonfergusfalls.con VEHICLE QUOTE NUMBER Shakopee K8A 16 Sold To: Shakopee, MN, City of Attn: Tom Larson Address: 400 Gorman St Shakopee, MN 55379 flarson@ci.shakopee.mn.us Date: 12/15/2015 Phone: 952-233-9557 FAX: 952-233-3821 Salesperson: Sue Kugler Key Code: Ignition/Door: Stock No. Year Make Model New/Used Vehicle ID Number Shakopee K8P 2016 Ford Police Interceptor 4dr Police Utility New 0 Color: Black/Black cloth/vinyl Price of Vehicle Contract 83065 2016 price $25,562.95 Includes rearview camera display in rearview mirror vs. std. dash location Options & Extras $4,167.00 Add for Dept. options per specs $1,032,00 Dealer, installed options: Add Ford ESP PremiUmCARE $50 Ded. 60/100000 $3,135,00 Delivery $0.00 Subtotal $29,729.95 Trade - In Total Cash Price each: $29,729.96 Qty 6: $178,379.70 Terms: Net 30 daysL_Add dai1v interest at 1.5%/monthff �Ke reqeiyg_pqyn1 tiatpr Your Purchase Order # Project # MN Contract 8301 Thanks for your business! Ship To / Lessee f End User: Shakopee, MN, City of Tom Larson Public Works/Police 400 Gorman St Shakopee, MN 55379 Signed Printed Name Phone: 952-233-9557 FAX: 952-233-3821 and Initialed Shakopee K8A 161-1.123 12/15/2015 oppolligiltylAgirin-w1m, Action Employer * Prepared For: TOM LARSON CITY OF SHAKOPEE Prepared By: BOB OHARA FORD OF HIBBING 2627 13TH ST HIBBING, MN 55746 Phone: (218) 349-8955 Fax: (218) 263-7576 Email: rwohara0l@aol.com 2016 Fleet/Non-Retail Chevrolet Equinox AWD 4dr LT 1 LK26 PRICING SUMMARY PRICING SUMMARY - 2016 Fleet/Non-Retail 1 LK26 AWD 4dr LT Base Price $25,944.00 Total Options: -$4,644.00 Vehicle Subtotal $21,300.00 Advert/Adjustments $0.00 Destination Charge $895.00 GRAND TOTAL $22,195.00 k4il—_ Report content is based on current data version referenced. Any performance -related calculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions. GM AutoBook, Data Version: 416.0, Data updated 12/8/2015 Q Copyright 1986-2012 Chrome Data Solutions, LP. All rights reserved. Customer File: December 14, 2015 3:02:31 PM Page 1 FwAK0111;1, TO: FROM: DATE: SUBJECT: Consent Business Mayor and City Council Mike Hullander, Public Works Superintendent 01/05/2016 *Purchase Two Pickup Trucks for the Facilities/Government Buildings Department (E) Action Sought 4. C. 2. 1. Move to authorize the purchase of two (2) pickup trucks from Ranger GM for the price of $38,564.12 and accessories from Aspen Equipment for the price of $10,016.34. Funding is to be expended from the Capital Equipment Internal Service Fund. 2. Motion to declare unit numbers 175, 195, 196 and 1899 as surplus property for sale at auction. Background The 2016 Capital Equipment Budget allocated $50,000.00 for the purchase of two pickup trucks for the Facilities Maintenance Division. Staff is requesting to purchase two CMC Sierra two wheel drive regular cab pickups with tommy lifts, tool box's and rear window protector's for the total price of $48,580.46. Staff will be using State Bid Pricing contract #'s 70287, 73056 and 102063. Staff will be replacing unit # 1899 a 1999 Ford Ranger and unit # 1801 a 2001 Chevy S10. Public Works is requesting to retain vehicle #1801 for the Park Maintenance Division but is requesting to declare four vehicles as surplus property for sale at auction. Recommendation Staff recommends this purchase. Budget Impact Funds were allocated in the 2016 Capital Equipment Budget. Relationship to Vision E. Deliver effective and efficient public services by a staff of well-trained caring and professional employees. Requested Action 1. Move to authorize the purchase of two (2) pickup trucks from Ranger GM for the price of $38,564.12 and accessories from Aspen Equipment for the price of $10,016.34. Funding is to be expended from the Capital Equipment Internal Service Fund. 2. Motion to declare unit numbers 175, 195, 196 and 1899 as surplus property for sale at auction. Attachments: Facility Vehicle Purchases Prepared For: TOM LARSON CITY OF SHAKOPEE Prepared By: BOB OHARA RANGER GM 1502 E HOWARD ST HIBBING, MN 55746 Phone: (218) 349-8955 Fax: (218) 263-7576 Email: rwohara0l@aol.com 2016 Fleet/Non-Retail GMC Sierra 1500 2WD Regular Cab 133.0" TC15903 PRICING SUMMARY - 2016 Fleet/Non-Retail TC15903 2WD Regular Cab 133.0" Base Price Total Options: Vehicle Subtotal Advert/Adjustments Destination Charge GRAND TOTAL 4 s' F r p pp t $25,951.66 -$7,864.60 $18,087.06 $0.00 $1,195.00 $19,282.06 Report content is based on current data version referenced. Any performance -related calculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions. GM AutoBook, Data Version: 417.0, Data updated 12/15/2015 © Copyright 1986-2012 Chrome Data Solutions, LP. All rights reserved. Customer File: December 17, 2015 1:13:13 PM Page 3 CORPORATE HEADQUARTERS: 9150Pillsbury Avenue South, Bloomington, MN 55420-3686 -Phone: (952) 888-2525 Fax: (952) 656-7159 Website: wwmaspenequipment.corn Cust Name: City Of Shakopee -Public Quote Number: Quote Date: 12/17/2015 Contact: Tom Larson CITY OF SHAKOPEEPUBLIC WORKS-25-LIF-42355-10-39-vl Phone: 952-233-9300 Fax: Aspen Equipment is pleased to offer the following quotation for your consideration Qty Part/Spec Number Description 1 4.037 G2-60-1340 EA38 Tommygate 38" Ext Alum Platform w/ taper, 1300 lb cap, G2 Series 1 4.057 Tommygate Re -locate pre-existing trailer hitch I Tommygate Galvanize framework State of Minnesota Contract Tommygate Liftgat4#,7 3,05,6,Vali l) Through 12-31-2015 Tax Note: Applicable sales tax and/or FET estimates will be confirmed and added to the final invoice c_J1 Submitted by, Mark Lundeen 612-719-4414 F.O.B.: Bloomington, MN (Unless otherwise specified) Equipment Specifications subject to change • Quote valid for 30 days from date of quotation Installed $3,025.00 $151.00 $563.00 Quote Sub Total: $3,739.00 Estimated Sales Tax: $0.00 Total: $3,739.00 * Chassis modifications including, but not limited to alterations or relocation of components related to fuel tanks, air tanks, brakes, exhaust systems, battery boxes, protrusions above and below the frame rails, shortening or lengthening frame rails and the like will be added to the selling price. **Mfg's Surcharges may be added to this quotation. Exhaust Systems With the new EPA mandated diesel exhaust systems for 2007 and newer many changes are taking place. Manufacturers are often unable to depict accurately how the exhaust systems are configured and have difficulty stipulating whether certain components (I.e. PTOs and pumps) may fit in the confined spaces beneath the truck. 2007 EPA COMPLIANT DIESEL EXHAUST SYSTEMS CANNOT BE MODIFIED, RELOCATED OR REPLACED BY ASPEN EQUIPMENT. Due to evolving designs, Aspen Equipment can not maintain expertise on every chassisleiigine/transmissionlexhaL)St configuration possible, regardless of who orders or specifies it. Nor can Aspen Equipment guarantee that a chassis ordered today will not change in design prior to delivery from the factory. Therefore, Aspen Equipment does not warrant that quoted products can be installed on a chassis without modifications to the chassis or products installed. As Such, Aspen Equipment will not be responsible for the cost of modifications due to exhaust systems conflicting with the installation of quoted products. Aspen Equipment will make every reasonable effort to ensure that installations are completed without additional charges to the customer. 1 of 1 Tom Larson From: Mark Lundeen <mlundeen@aspeneq.com> Sent: Thursday, December 17, 2015 10:47 AM To: Tom Larson Subject: CITY OF SHAKOPEEPUBLIC WORKS -25 -LIF -42355-10-39-v1 - Quote Attachments: CITY OF SHAKOPEEPUBLIC WORKS -25 -LIF -42355-10-39-v1- Quote.pdf Tom, Our contract expires at months end. We just agreed to another year at a 3% increase. Please add 3% if ordered after 12-31-2015. Mark Lundeen Municipal Sales Manager Direct: 952-656-7129 Cell: 612-719-4414 www.AspenEquipment.com to I op ro CORPORATE HEADQUARTERS: 9150 Pillsbury Avenue South, Bloomington, MN 55420-3686 -Phone: (952) 888-2525 -Fax: (952) 656-7159 Website: www. aspenequipmenL corn Cust Name: City Of Shakopee -Public Quote Number: Quote Date: 12/21/2015 Contact: Tom Larson CITY OF SHAKOPEEPUBLIC WORKS-25-WES-42359-09-38-v1 Phone: 952-233-9300 Fax: Aspen Equipment is pleased to offer the following quotation for your consideration Qty Part/Spec Number Description Carryout 1 6.037 164-0-01 Weatherguard Lo -Side Box - Aluminum $603.00 1 Protech Aluninum cab protector $554.00 State of Minnesota Contract Misc Options - C# 102063 Valid Through 10/3112016 Tax Note: Applicable sales tax and/or FET estimates will be confirmed and added to the final invoice Quote Sub Total: $1,157.00 Submitted by, Estimated Sales Tax: $0.00 Mark Lundeen 612-719-4414 Total: $1,157.00 F.O.B.: Bloomington, MN (Unless otherwise specified) Equipment Specifications subject to change Quote valid for 30 days from date of quotation * Chassis modifications including, but not limited to alterations or relocation of components related to fuel tanks, air tanks, brakes, exhaust systems, battery boxes, protrusions above and below the frame rails, shortening or lengthening frame rails and the like will be added to the selling price. **Mfg's Surcharges may be added to this quotation. Exhaust Systems: With the new EPA mandated diesel exhaust systems for 2007 and newer many changes are taking place. Manufacturers are often unable to depict accurately how the exhaust systems are configured and have difficulty stipulating whether certain components (Le. PTOs and pumps) may fit in the confined spaces beneath the truck. 2007 EPA COMPLIANT DIESEL EXHAUST SYSTEMS CANNOT BE MODIFIED, RELOCATED OR REPLACED BY ASPEN EQUIPMENT. Due to evolving designs, Aspen Equipment can not maintain expertise on every chassis/engine/transmission/exhaust configuration possible, regardless of who orders or specifies it. Nor can Aspen Equipment guarantee that a chassis ordered today will not change in design prior to delivery from the factory. Therefore, Aspen Equipment does not warrant that quoted products can be installed on a chassis without modifications to the chassis or products installed. As such, Aspen Equipment will not be responsible for the cost of modifications due to exhaust systems conflicting with the installation of quoted products. Aspen Equipment will make every reasonable effort to ensure that installations are completed without additional charges to the customer. 1of1 SFIAK011 1"'T', TO: FROM: DATE: SUBJECT: Consent Business Mayor and City Council Mike Hullander, Public Works Superintendent 01/05/2016 *Purchase of Toro 5910 16' Mower (E) 4. C. 3. Action Sought 1. Move to authorize the purchase of one (1) new Toro 5910 mower from MTI Distributing for the price of $99,400.83 with the funding to come from the Capital Equipment Internal Service Fund. 2. Move to declare the 2007 Toro 580D as surplus for sale at auction. Background Public Works staff requested $130,000.00 to be included in the 2016 Capital Equipment Budget for the purchase of one new Toro 5910 16' mower. Public Works uses three Toro 16' mowers, two in the Parks Division and one in the Surface Water Division. The mower in the Surface Water Division is also used by the Parks Division when maintenance is required on their mowers to prevent downtime and also during heavy grass growing periods. These three mowers provide the bulk of the total acres mowed per season. Staff is requesting to replace unit #133 a 1997 Toro Groundmaster 580D 16' mower due to increased maintenance costs and associated downtime. This unit currently has 2984 hours of use. Staff will be using State Bid Pricing contract #103918 for this purchase. Recommendation Staff recommends going forward with this purchase. Budget Impact Funding has been allocated in the 2016 Capital Equipment Internal Service Fund. Relationship to Vision E. Deliver effective and efficient public services by a staff of well-trained caring and professional employees. Requested Action 1. Move to authorize the purchase of one (1) new Toro 5910 mower from MTI Distributing for the price of $99,4000.83 with the funding to come from the Capital Equipment Internal Service Fund. 2. Move to declare the 2007 Toro 580D as surplus for sale at auction. Attachments: Purchase Toro 5910, 2016 1 31599 M79 Distributing, Inc. $98,275.20 Expiration Date: 1-'20-16 '� Shakopee �,j Quote ID: 1799979 City of Shakopee Work light kit Equipment Quote $329.28 Attention: Tom Larson Atomic Blade pack Dec. 20th. 2015 $192.11 1 31599 Toro GM 5910 $98,275.20 $98,275.20 1 30706 Cab light ]cit $431.20 $431.20 1 114-5610 Work light kit $329.28 $329.28 1 114-0897 Atomic Blade pack $192.11 $192.11 1 30041 500 hour filter kit $173.04 $173.04 MIGNUM �. Equipment Total $99,400.83 Tax Total $99,400.83 New Toro commercial equipment comes with a two-year manufacturer warranty Equipment delivery at no additional charge Applicable sales tax is not included in quoted pricing Thank you for the opportunity to submit this quote. If you have any questions, please do not hesitate in contacting us. Bob Frank MTI Distributing, Inc. Mandi Prinsen Outside Sales Rep 4830 Azelia Avenue N. #100 Inside Sales Rep 612-877-0837 Brooklyn Center, MN 55429 763-592-5641 Fw K X111;t TO: FROM: DATE: SUBJECT: Consent Business Mayor and City Council Jacob Busiahn, Natural Resources Technician 01/05/2016 *2016 Street Tree Pruning Contract (A, D) 4. C. 4. Action Sought Approve the quote of Northeast Tree, Inc. to perform the work outlined in the 2016 Street Tree Pruning Contract. Background In 2014 City staff completed an inventory of all trees on City property. Over 7,000 trees were identified, most of which were in need of pruning. It is the intent to get all public trees on a routine pruning cycle in the upcoming years using a combination of City staff and private contractors. After the tree inventory, the city authorized and completed a pruning contract in 2015 on a number of high priority trees. On December 4th, 2015 quotes were requested for street tree pruning from six tree service contractors. Four quote submissions were received. Northeast Tree, Inc. submitted the lowest quote and is recommended for hire. The proposed contract would begin work in late January (after City Council approval) and end on or before April 1st, 2016. This contract would be for a maximum of $27,000 and funded with the Natural Resources Division professional services account in the 2016 budget. It will provide the service of pruning trees within City right-of-way. All trees with the exception of ash trees scheduled for removal will be pruned in the specified area as shown on the attached map. It is a contract requirement that only an ISA Certified Arborist may perform pruning and that all ANSI standards shall be met while performing work. The contractor is also required to notify adjacent property owners of the activity in their area a minimum for 48 hours in advance, with a letter provided by City staff. Attached is the contract, quote from Northeast Tree, Inc. and a map of trees to be pruned. Recommendation Approve the quote of Northeast Tree, Inc. to perform work for the 2016 Street Tree Pruning Contract. Budget Impact This will be funded using $27,000 of the 2016 Natural Resources Division budget. No additional funds are requested. Relationship to Vision Goal A: Keep Shakopee a safe and healthy community where residents can pursue active and quality lifestyles. Goal D: Maintain, improve, and create strong partnerships with other public and private sector entities. Requested Action Approve the quote of Northeast Tree, Inc. to perform the work outlined in 2016 Street Tree Pruning Contract. Attachments: 2016 Street Tree Pruning Contract Northeast Tree, Inc. quote Pruning Map December 4th, 2015 Dear Tree Service: «� ioiIj o The City of Shakopee is requesting written quotes for the service of street tree pruning. Trees to be pruned will vary in age from newly planted to mature and will be within City right-of-way. This service contract will be viable from January 25th — April 1St, 2016. The proposed expenditure for this contract is $27,000. Enclosed you will find an official quote form, specifications of contract, insurance requirements, and a map of the area to be pruned. Quotes are to be based on an hourly rate per crewmember and all required equipment per crew (consisting of 3-4 members) - which includes all tools (i.e. chain saws, pole saws, ropes, loppers, etc.), one chipper -truck combination or clam truck and one aerial lift truck, reaching a minimum height of 50' above ground level, in the quote price. For quoting purposes, disposal of woodchips may be done at the City's Public Works yard if resulting in a lower quote price than disposing at alternative sites. The final decision on where disposal takes place shall be decided by the City. Vehicles, if you choose to do so, may be parked overnight at the City's Public Works yard, from which your crew(s) may be mobilized. Pruning may only be performed by an ISA Certified Arborist or Master Arborist. Pruning standards will adhere to the American National Standards Institute (ANSI) standard for tree pruning (ANSI A300), Safety Requirements (ANSI Z133.1) and the specifications in this contract. I will need to receive your written quote (regular mail or email) on the enclosed City Quote Form no later than noon on December 17th, 2015. If you have any questions, please feel free to call me at (952) 233-9371. Sincerely, Jacob Busiahn CITY OF SHAKOPEE QUOTE REQUEST FORMS & SPECIFICATIONS FOR 2016 PRUNING OF STREET TREES INDEX 1. Official Quote Form for Street Tree Pruning 2. Instructions for Submitting Quotes 3. Tree Pruning Objectives and Specifications 4. Insurance Certificate -Contract S. Appendix A — Tree Pruning Examples and Specifications 6. Appendix B — Agreement between City of Shakopee and Contractor 7. Map of Area with Trees to Be Pruned CITY OF SHAKOPEE FOR 2016 STREET TREE PRUNING OFFICIAL QUOTE FORM QUOTE AMOUNT PER WORKING HOUR (as specified in PREPERATION OF QUOTES on page 1) NUMBER OF CREWMEMBERS USED PER CREW ISA CERTIFIED ARBORIST NAME, NUMBER, EXPIRATION DATE AND YEARS CERTIFIED FOR ALL ARBORISTS WHO WILL BE PRUNING ON THIS CONTRACT LARGE EQUIPMENT TO BE USED: REFERENCES OF 2 MUNICIPAL PRUNING CONTRACTS OF SIMILAR SCOPE WITHIN THE LAST 5 YEARS: DATED m ITS Contractor Owner/President CONTRACTOR IS: NAME OF CONTRACTOR: Individual ADDRESS Partnership Corporation State in which incorporated: AUTHORIZED SIGNATURE: TITLE: INSTRUCTIONS FOR SUBMITTING A QUOTE 1. CONTRACTOR'S UNDERSTANDING. Contractors should visit the work site to ascertain by inspection pertinent local conditions such as locations, character and accessibility of the site, availability of facilities, location and character of existing work within or adjacent thereto, labor conditions, etc. 2. PREPARATION OF QUOTES. 1) Quote Amount Per Working Hour = hourly rate per crewmember + required equipment for crew (see below). (a) A crew shall consist of 3-4 members, all tools (i.e. chain saws, pole saws, ropes, loppers, etc.), one chipper -truck combination or clam truck and one aerial lift truck, reaching a minimum height of 50' above ground level, in the bid price. (b) For quoting purposes, disposal of woodchips may be done at the City's Public Works yard if resulting in a lower quote price than disposing at alternative sites. The final decision on where disposal takes place shall be decided by the City. Vehicles, if you choose to do so, may be parked overnight at the City's Public Works yard, from which your crew(s) may be mobilized. A working hour is considered one hour of pruning operations meeting the specifications of this document. 2) Quotes shall be submitted on the forms provided or copies thereof, and must be signed by the contractor or his authorized representative. Any corrections to entries made on quote forms should be initialed by the person signing the quote. A mailed or emailed copy will suffice. 3) Alternate quotes will not be considered unless specifically called for. 3. SUBMISSION OF QUOTES. Quotes shall be submitted no later than noon on December 17t1, 2015. Quotes received after this time shall not be taken into consideration. 4. AWARD OF CONTRACT. (a) The Contract shall be awarded a contractor as soon as practicable after December 17th, 2015, subject to the reservation of paragraph 5 hereinafter. (b) In determining the lowest responsible quote submission by a contractor, the following elements will be considered: whether the contractor involved has Page 1 of 18 previously failed to perform properly or to complete on time contracts of a similar nature; has habitually and without just cause neglected the payment of bills or otherwise disregarded obligations to subcontractors, material, men or employees; whether the contractor involved maintains a permanent place of business; has adequate personnel and equipment available to do the work properly and expeditiously; has suitable financial resources to meet the obligations incidental to the work; and has the appropriate technical experience. All of the foregoing is in the sole judgment of the City. (c) The City reserves the right to consider as unqualified to perform the contract work any contractor who does not habitually perform with his/her own forces the major portions of work involved. S. REJECTION OF QUOTE SUBMISSIONS. The City reserves the right to reject any and all quote submissions. 6. CONTRACT. (a) The contractor to whom the award is made shall enter into a written contract with the City within the time specified in the proposal. 7. SUBMISSION OF CERTAIN DATA. Each contractor may be required to submit the following information and data within three days after a request by the City: (a) The location of contractor's permanent place of business. (b) A statement of the equipment which the contractor proposes to use on the project. (c) A statement listing projects of a similar nature which the contractor has completed. STREET TREE PRUNING OBJECTIVES AND SPECIFICATIONS Refer to Appendix A for examples for pruning required for this contract. All trees within the street right-of-way in the assigned area shall be pruned to meet the specifications below with the exception of ash trees (Fraxinus spp.) meeting one or more of the following criteria: 1. Less than 12" DBH 2. Having a significant structural defect or wound Page 2 of 18 3. In general being a poorly conditioned tree 4. Otherwise identified by the Natural Resources Technician not to be pruned. Ash trees meeting this criteria are only to be pruned for clearance and hazard mitigation. Pruning Objectives — All Trees 1. Although aesthetics is a concern, the appearance of the trees will be secondary to structural and clearance concerns. The two greatest structural concerns are a large number of codominant stems and larger branches with bark inclusions. 2. Create a tree which at maturity has no limbs attached to the trunk below 15'-18'. 3. Keep limbs below 15'-18' small (2" in diameter) to reduce wound size when removed. 4. Using reduction cuts, prevent all branches from growing larger than % the trunk diameter. 5. Has one dominate leader a minimum 2/3 up into the canopy at maturity. 6. Space scaffold limbs appropriately to avoid branch clustering. 7. Some trees will have structural defects which are beyond the point of correction (i.e. codominant leaders which upon removal would result in an unacceptably large pruning wound), in this case the arborist shall focus on the worst defects, attempting to reduce the likelihood of limb/tree failure. Pruning Specifications — All Trees 1. Unless there is a high risk of branch failure or other strong justification, removal cuts on the main trunk larger than four inches or on branches exceeding % the trunk diameter should not be made. 2. Clearance pruning shall be performed to an estimated height which gives 14 feet of clearance over streets and 8 feet of clearance over sidewalks for the next 5 years. 3. Maintain a live crown ratio of greater that 50% at all times 4. Remove or subordinate branches with weak attachments (bark inclusions). 5. Clean the canopy of dead, broken, and rubbing branches 6. The presence of any disease condition, decayed trunk or branches, split crotches or branches, or other structural weakness should be reported in writing to the Natural Resources Technician. 7. A thorough clean-up job is expected, i.e., leave the site in as clean of condition as it was before the trimming. The decision of the Natural Resources Technician or Public Works Supervisor is final. 8. Contractors will use correct safety procedures including traffic cones, signs and/or barricades, safety hard hats, and ear and eye protection. 9. If a parked vehicle is within an area in which a branch may fall on it, the contractor is responsible for having the vehicle moved. If a vehicle cannot be moved, the contractor will move on to the next tree on the list leaving a written note asking that the vehicle be moved on the following day. 10. No climbing spurs or spikes are to be used. 11. Any damage to property, including signs, mailboxes, light fixtures, sod, etc., will be the sole responsibility of the contractor to repair and/or replace. The repair shall be equal to the condition prior to the accident. Page 3 of 18 12. Any power, cable, phone or other utility lines encountered will be the contractor's responsibility to have dropped or otherwise appropriately handled. 13. All trimmings or other forms of debris resulting from this project shall be cleaned up and removed from the site by the Contractor on the day the debris is generated. 14. Work within the street right-of-way is allowed only Monday through Friday from 7:30 a.m. to 5:00 p.m. Pruning Oblectives - Young Trees (in general 4" dbh or less) Order based on priority. 1. Create or maintain a dominate leader. 2. On a large statured street tree it is the intent that no limbs below 15' remain permanently. Keep all branches small (less than 2" diameter) using reduction cuts, anticipating removal. 3. Begin raising canopy height for clearance of street (14') and sidewalk (8'). Prunine Specifications - Youne Trees (in eeneral 4" dbh or less 1. Establish or maintain a dominant leader by subordinating or removing all but one co- dominant stem (may need to be done in two stages if there are more than three leaders). 2. Do not remove more than 15% of the live canopy on trees planted within the last year -only prune to remove major structural defects. On established trees not more than 30% of live canopy shall be removed with the exception of vigorous elms and hackberry where no more than 40% may be removed. 3. Shorten or remove low vigorous branches to improve clearance. 4. To promote trunk growth -if small live branches (1/2" or smaller) exist lower on trunk reduce if needed, but do not remove. Pruning Objectives — Medium Aged Trees 1. Address clearance issues (14 feet over street, 8 feet over sidewalk) 2. Create/maintain a dominate leader and otherwise promote strong tree structure. 3. Remove or reduce limbs with structural defects such as bark inclusions. 4. On a large statured street tree it is the intent that no limbs below 15' remain permanently. Keep branches below 15' small (less than 2" diameter) using reduction cuts, anticipating their removal. 5. Appropriately place scaffold limbs along trunk avoiding clustering. 6. Keep all branches less than % the trunk diameter. Pruning Specifications — Medium Aged Trees 1. Shorten or remove large branches within 18"-36" of permanent scaffold limbs to avoid clustering. 2. Shorten or remove all branches below permanent canopy while maintaining a minimum 50% live crown ratio. 3. Do not remove more than 30% live canopy with the exception of vigorous elms and hackberry where no more than 40% may be removed. 4. Reduce side branches which are greater than % the trunk diameter. Page 4 of 18 Pruning Obiectives - Mature Trees 1. Address clearance issues (14 feet over street, 8 feet over sidewalk) 2. Reduce the likelihood of tree failure by targeting structural defects such as lower limbs which are growing into the canopy, limbs with weak branch attachments, etc. 3. Clean canopy by removing dead, diseased, rubbing and broken branches. Pruning Specifications — Mature Trees 1. Weight on main scaffold limbs with included bark shall be reduced by approximately one- third by removing some secondary branches toward the ends of the limbs and/or by removing the end of the branch using a reduction cut. ADDITIONAL CONTRACT SPECIFICATIONS 1. TECHNICAL PROVISIONS The Natural Resources Technician will meet with the crew before work commences to explain what is expected. The contractor shall then prune one block segment and request an inspection to assure expectations are being met. The contractor will then proceed with work subject to random inspection by City staff. On average not more than 6.5 working minutes per tree diameter inch may be billed on an invoice. This will be verified using the City's tree inventory and pruned street segments on invoice. Notification to City residents is required a minimum 24 hours in advance for a tree being pruned in front of their home. A digital copy of this notification will be provided by the City. Work performed will be invoiced monthly by the contractor. The invoice shall include a daily breakdown of total trees pruned, hours worked, number of crewmembers, equipment used, and street segments completed. Upon satisfactory inspection of the pruning job by the Natural Resources Technician, said invoice will be approved by the City Council on the 1st or 3rd Tuesday of each month, whereupon a check will be issued to the contractor by mail. No subcontractors are allowed, ONLY your crews. The trees to be pruned will be designated by the City of Shakopee. Address and location of trees will be provided to the awarded contractor to facilitate locating trees. The contractor will have the option of limited access to the City's digital street tree inventory (requires a mobile device with internet connection) or PDFs of maps showing trees in need of pruning. A private property owner may, at his/her own expense, have other work performed on his/her property through a separate agreement, solicited, negotiated and performed Page 5 of 18 outside of this agreement/contract. Such work shall be separate and independent of this tree pruning agreement. All labor, equipment and materials necessary for pruning of street trees shall be provided by the contractor, the costs of which shall be included in the quote. The Contractor and his employees must maintain a professional appearance and a polite and helpful attitude towards the public at all times. The contractor will be required to adhere to all specifications and standards; continuous inspections will be made. Failure to properly perform work will be considered just cause to terminate the contract and assign any further work to the next qualified lowest quote. 2. ASSIGNMENT OF CONTRACT It is the intent of the City to award an agreement for street tree pruning in the City as set forth on the attached map and proposal form. The City also reserves the right to enter into agreement with the second, third and successive lowest quote submission. The lowest responsible quote submission, however, will receive the first and all available work within the area to the extent that he demonstrates the ability to fully perform, including compliance with the provisions of this specification. The lowest quote shall be determined by the Unit Price, submitted on the Official Quote Form. The award of the contract will be made in the best interest of the City. It shall be based on but not limited to the following factors: 1. Unit Price quote. 2. Meeting all listed requirements. 3. Contractor qualifications. Following the award, agreement forms will be forwarded to the successful contractor. They shall execute the contract within 10 days of receipt and deliver it along with the appropriate certificates; certificate of insurance and the contract items to the City in accordance with these specifications. No portion of the Agreement shall be sublet, assigned, or otherwise disposed of except with the written consent of the City. Requests for permission to sublet, assign, or otherwise dispose of any portion of the agreement shall be in writing. Written consent to sublet, assign, or otherwise dispose of any portion of the Agreement shall not be construed to relieve the Contractor of any responsibility for the fulfillment of the Agreement. 3. QUANTITIES OF WORK Page 6 of 18 This Contract is for the amount of $27,000. Once the contractor has completed $27,000 worth of work meeting these specifications the contract will cease. The City reserves the absolute right to increase or decrease the quantity or work originally estimated in the Agreement. Regardless of the final scope of the Agreement, payment to the Contractor will be made on the basis of unit prices as stated in the proposal along with adjustments referred to herein. 4. SUPERVISION The project is to be completed under the direction of the Natural Resources Technician or Public Works Supervisor, and all material used and the method of performing the work shall, at all times, be subject to his review. He shall have the authority to decide questions which arise as to quality and acceptability of materials furnished and work performed. 5. CONTRACTOR'S RESPONSIBILITY The Contractor shall furnish all necessary machinery, tools, labor and material required, and shall fully complete the work in accordance with the Agreement. The entire work to be performed under the Agreement is to be at the Contractor's risk, and he is to assume the responsibility for all damages to the work or to the entire project until its completion and acceptance. It shall be his responsibility to maintain all stages of work in a safe and suitable condition at all times, including nights, weekends, and holidays. The Contractor shall make observations of his work during such periods as are necessary to ensure proper performance thereof. The Contractor shall designate one person who shall have charge of the job and to whom the Natural Resources Technician shall give directions. Precautions shall be exercised at all times for the protection of persons (including employees) and property. The safety provisions of applicable laws shall be observed. 6. PROTECTION OF THE WORK Where the work is carried on in, or adjacent to, any street, alley or public place, the contractor shall at his own expense furnish and erect such barricades, fences, light and danger signals and shall provide such flagmen and shall take such other precautionary measures for the protection of persons and property, and of the work, as are necessary. When a detour is necessary, because a street is blocked by the work, the City Engineer or Designee shall approve the detour route and the Contractor shall furnish and post detour signs to type and sizes as required by the City, at places designated by said City Engineer or Designee. 7. PROTECTION AND RESTORATION OF PROPERTY Page 7 of 18 The Contractor shall not enter upon private property without having previously obtained permission from the Owner. The Contractor shall be responsible for the preservation of, and shall use every precaution to prevent damage to all trees, shrubbery, plants, lawns, fences, culverts, bridges, pavement, driveways, sidewalks, etc.; all water, sewer and gas lines; all conduits; all overhead pole lines or appurtenances thereof; and all other public or private property along or adjacent to the work. Any adjacent shrubs, trees or other growth receiving or sustaining breakage, injury or other damage during the pruning project shall be given remedial or corrective treatment and clean-up. The Contractor shall notify the proper representatives of any public utility, corporation and company or individual, not less than forty-eight hours in advance of any work which might damage or interfere with the operation of their or his property along or adjacent to the work. The Contractor shall be responsible for all damages or injury to property of any character resulting from any act, omission, neglect or misconduct in the manner of method of executing the work, or due to non -execution of the work, or at any time due to defective work or materials. The Contractor shall restore, or have restored at his own expense, such property to a condition similar or equal to that existing before such damage or injury was done, by repairing, rebuilding, or otherwise restoring as may be directed, or shall make good such damage from injury in a manner acceptable to the Owner and the City. In case of failure on the part of the Contractor to restore such property to make good such damage or injury, the City may give written notice under ordinary circumstances and without notice when a nuisance or hazardous condition results, proceed to repair, rebuild or otherwise restore such property as may be determined necessary, and the cost thereof will be deducted from any monies due to the Contractor under this Agreement and if not so deducted, the Contractor will be obligated to forthwith reimburse the City for the cost thereof. The City shall be indemnified and saved harmless from any suit or expense claim brought for or on account of any damage, maintenance, removal and/or replacement or relocation of mains, conduits, pipes, poles, wires, cables or such other structures of private utility firms or corporations, whether underground or overhead, that may be caused or required by the Contractor during the time the work is in progress. 8. PRIVILEGES OF CONTRACTOR IN STREETS, ALLEYS AND RIGHT-OF-WAY For the performance of the Agreement, the Contractor will be required to be permitted to occupy such portions of streets or alleys, or other public places, or other right-of-ways, as Page 8 of 18 permitted by the City, and with proper traffic warnings and controls, IAW MN MUTCD Manual (2014) and City policies. Where the work encroaches upon any right-of-way of any railway or State or County Highway, the Contractor shall observe all the regulations and instructions of the railway company and State or County Highway Department as to methods of doing the work, or precautions for safety of property and the public. All negotiations with the railway company and State or County Highway Department shall be made by the Contractor at his/her own expense. 9. NOISE ELIMINATION The Contractor shall eliminate noise to as great an extent as possible at all times. The exhausts of all gasoline motors and other power equipment shall be provided with mufflers in accordance with current government regulations. 10. DELAYS The Contractor herewith specifically waives claims for damages for any hindrance or delay. Shutdowns due to improper work or otherwise due to the Contractor's operations, are not causes for extension of time. The Contractor must perform at a productive rate of tree pruning and must maintain the ability to perform at that level throughout the effective period of the contract. Failure to meet these requirements shall be basis for executing the penalty provision of this Agreement; rejection of quote submission or forfeiture of Agreement. 11. FAILURE TO COMPLETE WORK ON TIME Should the contractor fail to complete the work on or before the original date set forth for completion in the work order, the City may permit the Contractor to proceed, and in such case there shall be deducted from any monies due or that may become due the Contractor ten percent (10%) of the unit price for each hour on that work order. This sum shall be considered and treated, not as a penalty, but as liquidated damages. Permitting the Contractor to continue and finish the work or any part of it after the time fixed for its completion, or after the date to which the time of completion may have been extended, shall in no way operate as a waiver on the part of the City of any of its rights under the Agreement. Neither by the taking over of the work by the City, nor by the termination of the Agreement, shall the City forfeit the right to recover liquidated damages from the Contractor. Page 9 of 18 If the Contractor should neglect to proceed with the work properly, or fail to perform any provisions of the Agreement, the City, after written notice to the Contractor, may without prejudice to any other remedy the City may have, make good such deficiencies and may deduct the cost thereof from the payment then or thereafter due to Contractor. 12. DEDUCTIONS The City may withhold from payment to the Contractor such an amount or amounts as may be necessary to cover: a. Defective work not remedied. b. Claims for labor or materials furnished the Contractor or subcontractor, or reasonable evidence indicating probable filing of. c. Failure of the Contractor to make payments properly to subcontractors for material or labor furnished by others. d. A reasonable doubt that the Contract can be completed for the balance then unpaid. e. Evidence of damage to private property. 13. FORFEITURE OF CONTRACT If at any time the Natural Resources Technician is of the opinion that the work is unnecessarily delayed, or is of poor quality and will therefore not be finished within the prescribed time or standard, he shall notify the Contractor, in writing, to that effect. If the Contractor does not take such measures as will, in the judgment of the Natural Resources Technician, insure the satisfactory completion of the work, the Natural Resources Technician may then notify the said contractor to discontinue all work under the Agreement for this project, and the Contractor shall immediately respect such notice and stop work, and cease to have any rights to the possession of the grounds. The City may thereupon re -let the Agreement or employ such forces as deemed advisable to complete the work, and charge the cost of all labor and materials necessary for such completion to the Contractor, and the amount so charged shall thereafter become due to the Contractor under and by virtue of the Contract for this improvement. In case such amount so paid by the City is less than the sum which would have been payable to the Contractor if the Agreement had been fulfilled by him, then said Contractor shall be entitled to receive the full difference and in case such amount is greater, the said Contractor shall pay to the City the amount of such excess so due. If the Contractor shall assign the Agreement for this improvement without the written consent above required, or shall abandon the work thereon, or shall neglect or refuse to comply with these specifications and the instructions of the Natural Resources Technician relative thereto and with the ordinances of the City, the City shall have the right to annul and cancel said Agreement and to re -let the work, or any part thereof, and such annulment Page 10 of 18 shall not entitle the Contractor to any claim for damages on account thereof, nor shall it affect the right of the City to recover damages which may arise from such failure. 14. COMPLETION OF CONTRACT AND INSPECITON After completing the work as detailed in the Agreement, the Contractor shall immediately submit to the Natural Resources Technician in writing a billing for the work order amount as a notice of completion of the project. The Natural Resources Technician or his representative will make final inspection of all work included in the work order as soon as practicable after notification by the Contractor that such work is completed. If such work is not acceptable at the time of inspection, the Contractor will be notified in writing as to the particular defects to be remedied before such work can be accepted. If, within a period of three working days after such notification, the Contractor has not taken steps to promptly complete the work as directed, the City may without further notice and without in any way impairing the Agreement, make such other arrangements as may be deemed necessary to have such work completed in a satisfactory manner. The cost of completing such work shall be deducted from any monies due, or which may become due the Contractor on the Agreement. If the contractor claims that any instructions, latent conditions or otherwise, involves extra cost under this Agreement, a claim for the extra cost must be submitted in writing within ten days after such obstruction or observance of conditions, and in any event, before proceeding to execute this work, except in an emergency endangering life or property, the procedure shall then be as provided for changes in the work. Claims made after this time, or not made in writing will be refused and no claim shall be valid unless so made. 15. CONTRACT PERIOD The Agreement shall commence from the dates of January 25th — April 111, 2016 unless terminated sooner in accordance with the provisions contained herein. 16. ASSIGNMENT OF WORK At the time or award of the contract, an agreement number will be assigned to the Contractor who shall record this number on all invoices and statements submitted to the City for payment. Natural Resources Technician will assign work to the Contractor on site, based upon the attached map. Page 11 of 18 The Contractor shall contact the Natural Resources Technician weekly between the hours of 8:00 a.m. and 4:30 p.m. for the purpose of securing new work, submitting progress reports on the preceding week's activities or review past or upcoming operations. This schedule shall be adhered to until discontinued by the Natural Resources Technician. 17. BASIS OF PAYMENT The completed number of working hours (pruned to meet specifications) and the quote amount per working hour shall be used as a basis for computing payment. Example: Quote amount per working hour * number crew members working * hours worked = payment. On average not more than 6.5 working minutes per tree diameter inch may be billed on an invoice. This will be verified using the City's tree inventory and pruned street segments on invoice. A submitted pay request for completed work is due before the 15t of the month and will be paid within 30 days of submission. Payment of invoice in total shall be made after satisfactory completion and acceptance of the work on that pay request. Payment will be made in accordance with the Official Quote Form. 18. INSURANCE All organization and individuals working in City of Shakopee Right -Of -Way and/or Easement areas are required to and shall provide a Certificate of Insurance verifying that insurance meets the following requirements is current and active. Commercial general liability (CGL) insurance, with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains an annual aggregate limit, the annual aggregate limit shall be not less than $2,000,000. The CGL insurance shall cover liability arising from premises, and operations; independent contractors; products and completed operations; personal and advertising injury contractually assumed liability. The City shall be endorsed as an additional insured on the contractor's CGL insurance and the Umbrella/Excess insurance if any. The Certificate of Insurance must specifically verify that the contractor is insured against claims for personal and bodily inquiry including death, as well as claims for property damage arising out of the (i) use and occupancy of the right- of-way by the contractor, its officers, agents, employees and permittees, and (ii) placement and use of facilities and equipment in the right-of-way by the contractor, its officers, agents, employees and permittees, including but not limited to, protection against liability arising from completed operations, damage of underground facilities and collapse of property. Page 12 of 18 The registrant shall maintain automobile liability insurance with a limit of not less than $2,000,000 combined single limit. The insurance shall cover liability arising out of any auto, including owned, hired, and non -owned vehicles. The Contractor shall maintain Workers' Compensation insurance in accordance with the statutory requirements of the State of Minnesota or provide evidence of the qualification as a self -insurer of workers' compensation. The Contractor's Workers' Compensation insurance shall include Employer's Liability with minimum limits as follows: • $500,000— Bodily injury by Disease per employee • $500,000— Bodily injury by Disease aggregate • $500,000— Bodily injury by Accident An Umbrella or Excess Liability insurance policy may be used to supplement the Contractor's policy limits on a follow -form basis to satisfy the minimum policy limits. Contractor's policies shall be primary and non-contributory to any other valid and collectible insurance available to the City. The Certificate of Insurance shall state that Contractor's insurance has been endorsed to require that the City be notified thirty (30) days in advance of cancellation of the policy or material modification of a coverage term. 19. LABOR None but competent labor shall be employed on this work. Wherever skilled work is required, it shall be performed by skilled (or certified, if necessary) labor. The foreman or other person directing the work shall be competent and reliable. 20. DISCRIMINATION ON ACCOUNT OF RACE, CREED, OR COLOR PROHIBITED. State law provides that "every Contract for or on behalf of the State of Minnesota, or any county, city, borough, town, township, school, school district, or any other district in the State, for materials, supplies or construction shall contain provisions by which the Contractor agrees: 1. That, in hiring of common or skilled labor for the performance of any work under any contract, or any subcontract hereunder, no contractor, material supplier or vendor, shall, by reason of race, creed or color, discriminate against the person or persons who are citizens of the United States who are qualified and available to perform the work to which such employment relates: Page 13 of 18 2. That no contractor, material supplier, or vendor shall, in any manner discriminate against, or intimidate, or prevent the employment of any such person or persons, or on being hired, prevent, or conspire to prevent any such person or persons from the performance of work under any contract on account of race, creed or color; 3. That this contract may be canceled or terminated by the City, or any other person authorized to grant contracts for such employment, and all money due, or to become due hereunder may be forfeited for a second or any subsequent violation of the terms or conditions of this contract (Section 18.022-023 Minnesota Statutes) 21. INDEMNIFICATION The Contractor shall indemnify and hold harmless the City and its agents and employees from and against all claims, damages, losses and expenses, including but not limited to attorneys' fees, which they may suffer or for which they may be held liable because of bodily injury, including death at any time resulting therefrom, sustained by any person or persons or on account of damage to property, including loss of use thereof, in consequence of the performance of the work by the Contractor, his employees, agents or subcontractors. Page 14 of 18 Examples of pruning required: Permanent canopy All are temporary branches Appendix A. , w. rhiirdl scaffoIdl Fourth scaffold second f(rst �, .. scaffold 6l Shorten corm pedng stems I NEWLY PLANTED TIRIEE 30-40 YEARS LATER YEARS LATER Dotted lines represent branches removed. Links below provide additional information on pruning required. Young trees - http://hort.ifas.ufl.edu/woody/documents/ch 12 mw04.pdf Mature trees - http://hort.ifas.ufl.edu/woody/documents/ch 13 mw06.pdf Page 15 of 18 Permanent canopy Shorten ternlporar branches Beforv, pruning After moderate 1mining, N before pruning .we Figure 4 see Fgures 2 and 3 I'm- a poor pruningfOfQapj)rOpfiatC PRUIhIg example t Figure 1: Problem - Branches are d! rooping lo'%, andwi 11 be hi flic way of'pedestriaris or vehicles. Hie lo'kv brandlies kNIM eventually Ilaaave taa be rcmo�,ed so shorten theon now to prepare :for flus. Altowing flieni to grmv unchecked Could result in thent grcmvull '4 to a farc--e djaineter, Should these laivl;c d uamctcr brariches have to be reimoved later, exten- sive doca), coutd MSUk. 011 remove indicated, branches, m Figoure2: Caod solution - Subordinate lovver kd,gOrc)US branches 'a' and -b' by removing upper and lower Imeral branches a- 1, a-2, b- I and b-2. Kcniovhig as -1 and b I ensures that these brariches will smart grow, Lip, to become part ofthe pernianent canopy. This is important beC.Rlse lefi mlprlliled, fliese branches are likdv to reni,ain vigorous, forming weak codovninant sterns. Kcniovhig a-2 and b-.2 hclps to lift the canoj'wy to, provide dcarance. Subordinate lbrancl'n -c' because itwifl coinpete svith it leadercl', Page 16 of 18 Examples of pruning cuts required: w Proper Pruning Techniques Z Diagram from 6690 Mod,grn Arboriculture 4 � �� j e Darrh lb ar"r. Courtesyof Cir'. Alex S,higy S ✓� Py li � "w,�. ,� No yr °ble f Undercut (do thils first) Second cut - ° w Fllnall cat (at A & B) � No bRer9eh hark Idge AB Edge of branch collar Branch collar f' D Branch bark ridge rt„ i � No brereih bark rid" Correct Pruning cuts should be made as close as Possible to the branch collar, Do not injure or remove the branch collar. bo not crit .. r, l aei�ru . behind" the branch bark ridge. ry Qepn caro r al pati e � eru HO 68u4er' Ileolrier bamRie Cp f rar012pud +u r In reduction cuts (removing a larger trunk/parent branch back to a smaller side branch), the side branch must be at least one-third the diameter of the trunk/parent branch removed. If the side branch is less than one-third the trunk diameter, it is a heading cut. Heading cuts are not acceptable in pruning standards. Page 17 of 18 Appendix B. AGREEMENT BETWEEN CITY OF SHAKOPEE AND CONTRACTOR FOR 2016 STREET TREE PRUNING (Contractor) agrees to perform work in accordance with the above standards and specifications for $ per working hour. DATED BY Contractor ITS Owner/President CONTRACTOR ADDRESS: AUTHORIZED SIGNATURE: TITLE: CITY AUTHORIZING SIGNATURE: Page 18 of 18 CITY OF SHAKOPEE FOR 2016 STREET TREE PRUNING OFFICIAL QUOTE FORM QUOTE AMOUNT PER WORKING HOUR (as specified in PREPERATION OF QUOTES on page 1) NUMBER OF CREWMEMBERS USED PER CREW ISA CERTIFIED ARBORIST NAME, NUMBER, EXPIRATION DATE AND YE ARBORISTS WF�O WILL BE PRUNING ON TTI ONTRA T 64 VMA"" Ncl LARGE EWPIVIENT TO BEYSED- lee?) A — , I �-ll CERTIFIED FOR ALL REFERENCES OF 2 MUNICIPAL PRUNING CONTRACTS CSF SIM ILARSCOPE WITHIN THE LAST5 YEARS: 2. CONTRACTOR IS Partnership Corporation State in which incorporated: NAME OF CONTRACTOR: A= _ -Lfk ADDRESS a um 0 11 i0o ""-- so 0 U m C O U O Co O E C tec co a+ C _ O Co UL O N O ca -0 co m :1-0 a L a) m O C O 0- 0-0 O-0 —_ C Q U Q c c O C N O U U N a) O 3 yam'+ C U O C N 0 � � m L C� C Q -f� U co L U iii L N Cfl T— C) N 0 0 n ,.; '." tea �h+ 0 Ift mi an lr ,e 4Y rk.s4 �'' �r 0 ® u 0 0r; ® C 0 ® ,� ,uu rs�u:�urnrrrd ®® O 0 ps'r u�u�,�,a 0 00 0 0 ®® 0 ®0 0 ® 0®® 00 ® 0 i 0 lull 08 k O 0 `� b4 4„v'u C7 0 00 0 0 � w 8", ® w iTtl 5lm rg Pd P,1 0 0�O ®�1 09 �® �7 ® 0 80 ®� ® 09 09 00 CO 0 O0') ® 0 �u,�i ® 000 0 0 0 00 1O 0 §® 0 0 00 �D® ® ® 000 ® O"O 0 00 ®s, ru+M,,.P 0 co 0000' GWO 0 Ro9'.. 0000 1 0 00 0 COO 0 ® 00 c � m ® A'� 9v® ®, O 0 i,0000 1;0 .®x ® ® 0000 000 0 00 0 0 0 b � 00 00 CO 0 00 8 0 O 00 0 00 00 ®0 00 0 08 00 0 8`60 ® ® 6„r� ® 0 0 ,«000�0 0 0 ,x ,. ® ® ® 000OD00 000 ®0% ® 0 ®d)OO000 ® X00 000 000 00 _ % ® L 0 00® ®00 � ® 0� U) 0 000 0 0® $ O" 0 N ® 0 0 0 0D n®n 00 $ Z3 ® TD �O ® �4 LL. 0000 ® O'll �" "' 00 00 00 �O O � 0110 ®8 ®� 0� :� ;sem ®0® �> 0% 0 00®0Go0� .0 0 ba �8 0 00 0000 coo O 0 �pT 000 ® ® CD 0 00070 OOCCD 0 ® 000M 000 000 0 000 0000 O ® 00 "g,-oa 00000000 00 ®cor 0 C 0 000000 %0 � 0U 50 00%s " _ ®= 0 0 00 0DCO 0 0 0 Wv 0a�^ a 0 N LU if -4190 Uj) _ C7 C N Q Y � C LU 0 2 y0 Q � Z O Q @ cR o a W W c U) C W n UO 'S�Q Q C r M):5 E C U >. c E _Q U5ccu V L 0E L@ O L J ~ N -i In LLI W Lu =Y O -_ N = 7 2 E C E O t O µ *O,,U 300 0 W W W N oLL o�T 1 0 Ln N FwAK0111;t, TO: FROM: DATE: SUBJECT: Consent Business Mayor and City Council William H. Reynolds, City Administrator 01/05/2016 *Appointment of Finance Director (E) Action Sought To authorize the hiring of Darin Nelson as Finance Director. Background 4. A 1. On August 18, Council authorized the hiring of Waters & Company to conduct executive recruitment services for the position of Finance Director. Applications have been solicited and received, and both first and second round interviews have been conducted, involving a variety of city staff and officials. A thorough background check has been conducted for the final candidate. Based on this process, it is recommended that the City Council authorize the hiring of Darin Nelson as the City's next Finance Director, subject to the completion of a pre-employment physical and drug test. Mr. Nelson has 18 years of experience in the field of municipal finance. He is currently the Finance Director/City Treasurer for the City of Fridley, MN and previously served as an Assistant Finance Director for the city of Minnetonka and as Local Government Auditor for the Office of the State Auditor. He holds a Bachelor's Degree in Accounting from Minnesota State University — Moorhead, and a Master of Public and Non -Profit Administration from Metropolitan State University. The proposed compensation and benefits for Mr. Nelson are as follows: 1. Starting Salary: Step B of Grade 12 of the City's 2016 Pay Plan for Full -Time Employees ($126,363 per year). Eligible for an increase to Step A ($130,722) effective on the anniversary date of employment, 2017. 2. Vacation Leave: A starting balance of 40 hours, with credit for 10 years of service and accumulation of 160 hours annually. (This is the second tier of our vacation accrual schedule for exempt employees with 6-15 years of employment.) 3. Sick Leave: Standard accumulation rate and cap as provided for in the Personnel Handbook. Mr. Nelson will need to complete the required pre-employment physical/drug test and provide a 4 week notice to his current employer, therefore his anticipated start date is on or about February 8, 2016. Recommendation That Darin Nelson be hired for the position of Finance Director, contingent upon successful completion of a pre-employment physical/drug test and subject to a one year probationary period. Budget impact Position is currently allocated in the budget. Relationship to Vision This agenda item relates to Goal E: Deliver effective and efficient public services by a staff of well-trained, caring and professional employees. Requested Action Approve the hiring of Darin Nelson for the position of Finance Director with pay and benefits as outlined in this memo and attachments, contingent upon successful completion of a pre-employment physical/drug test and subject to a one-year probationary period. Attachments: Resume Signed Conditional Offer Letter DARIN R. NELSON, CPA (Inactive), MPNA Education • University of Park II: Master's Level — City Leadership Development, October 2009. • Metropolitan State University, Master of Public and Non -Profit Administration, December 2008. • Passed Certified Public Accountant examination, May 1998. • Minnesota State University, Moorhead, Bachelor of Science in Accounting, December 1996. Work Experiences 11/10 to Current Finance Director/City Treasurer, City of Fridley, Minnesota. Position includes: • Planning, assigning, directing, and evaluating the activities of the finance department and its employees. • Developing and implementing policies, procedures, and internal controls for the effective functioning of the department. • Advising the City Manager in the preparation of the overall budget, cash flow analysis, utility rate recommendations, as well as in the presentation to the City Council. • Attending City Council meetings, various commission meetings, Board of Review meetings, and HRA meetings. • Providing management and budgetary supervision for the Information Technology Division, which plans and participates in the selection, acquisition, installation, and operation of the City's broader information technology system. • Working closely with other City departments to maintain harmonious relationships throughout the organization and to ensure efforts are directed toward common City goals. • Preparing professional and accurate verbal and written reports. • Overseeing official City records for all departments, including revenue, collections, disbursements, and deposits. 01/13 to 07/13 Interim City Manager, City of Fridley, Minnesota. Position includes: • Responsibility for day-to-day operations of the City. • Communicating with Council, staff, and the public. • Preparing bi-monthly community newsletter. • Preparing Council agendas and implementing Council adopted policies. 04/05 to 11/10 Assistant Finance Director, City of Minnetonka, Minnesota. Position included: • Supervising and coordinating activities of personnel to result in timely output of data. • Assisting the Finance Director in preparing the annual operating budget and the five-year capital improvements plan. DARIN R. NELSON, CPA (Inactive), MPNA • Preparing Comprehensive Annual Financial Report (CAFR) for review by external auditors. • Reconciling investments according to adopted city policy and State law. • Coordinating control of finance, payroll, and utility billing accounts to assure accuracy and timeliness of financial output. • Maintaining information systems related to finance, payroll, and utility billing in conjunction with the LOGIS consortium while serving as the consortium's primary contact for these applications. 01/97 to 04/05 Local Government Auditor, Office of the State Auditor, Moorhead, Minnesota. Position included: Personal Information • Lead auditor on multiple audits. • Preparing financial statements along with notes to the financial statements. • Evaluating and testing internal controls as a basis for reliance. • Determining that compliance with Federal, State, and local laws and charters are maintained. • Performing Single Audits. • Assisting clients with implementation of new accounting standards. • Current President of Minnesota Government Finance Officers Association (MnGFOA) Executive Board • Member of MnGFOA Executive Board since 2012 • Current member of the Governmental Finance Officers Association (GFOA). • Chair of the 2008 MnGFOA Program Committee. • Current member of the Annual Accounting & Auditing Student Conference Board of Directors. References • Available Upon Request. December 28, 2015 Mr. Darin R. Nelson Re: Conditional Offer of Employment Dear Mr. Nelson: Congratulations on being selected for the Finance Director position with the City of Shakopee. lam pleased to extend this conditional offer of employment dependent upon the successful completion of an in-depth background check and pre-employment physical / drug test. Your position will have to be approved by City Council as well. The Finance Director position is a full-time, salaried position that is exempt from the federal Fair Labor Standards Act. Your starting salary is slated as Step B of Grade 12 of the City's Non -Union Pay Plan, and would be $126,363 for 2016. You would be eligible for a pay step increase on the one-year anniversary of your starting date and future cost -of -living adjustments based on City Council action. Normal work hours for the position are 8:00 a.m. to 4:30p.m. Monday thru Friday, with some evening and weekend work required for special projects, and City Council meetings. We are offering a starting bank of 40 hours of vacation time, to cover a pre -arranged vacation in late March, with credit for a years of service and vacation accrual at a rate equaling 160 hours, or 4 weeks, per year. You will also earn 12 sick days and 12 paid holidays per year. You would have a menu of medical and dental insurance options, with the exact cost to you dependent upon your selections. Lastly, you would be enrolled in the statewide pension plan for city and county employees, known as PERA. This plan provides an employer contribution of7.5% of your earnings and requires an employee contribution of 6.5%. If you have any questions regarding the position or the salary and benefits package, please don't hesitate to contact me, or our Acting Human Resources Manager Michelle Lindsay. Michelle can be reached at (952) 233-9315. If you are in agreement with the terms as stated above, please return a signed copy of this letter to me as soon as possible. (would like to have you slated for the January 5th approval of City Council, if possible, with an anticipated start date on or about February 8, 2016 as determined by mutual consent. Sincerely, ACCEP C�': Willian 1 H. Reynolds j City Administrator Signed: Date: COMMUNITY PRIDE SINCE 1857 129 Holmes Street South • Shakopee, Minnesota • 55379-1351 • 952-233-9300 • FAX 952-233-3801 • www.ShakopeeMN.gov Fw K X111;l TO: FROM: DATE: SUBJECT: Consent Business Mayor and City Council Jean McGann, Interim Finance Director 01/05/2016 *City Bill List (F) 4. F. 1. Action Sought Attached is the most recent monthly Financial Report for the General and EDA funds. These reports reflect the expenditures as recorded for 2015 activity. The following transactions are notable for this reporting cycle: • Choice Electric has submitted the 1 st invoice for the wiring of the football & softball field lighting at Tahpah Park, $51,300.00 • The Engineering Department has requested the Trunk Storm Sewer Oversize Reimbursement be paid to Duke Realty, LP for Gateway South 1st Addition Project $258,447.00. • The Building & Planning Department has purchased Plan Review Software from SHI International Corp, $59,494.00 Included in the check list are various refunds, returns, and pass through. Action Requested Move to approve the bills and electronic funds transfers in the amount $1,297,857.40 and payroll transfers in the amount of $987,124.16 for a total of $2,284,981.56. Attachments: Bill List Monthly Financial Report Check Summary Check Register Funds transferred electronically December 16, 2015 to January 5, 2016 PAYROLL $ 535,768.50 FIT/FICA $ 162,283.91 STATE INCOME TAX $ 33,980.78 PERA $ 158,824.69 HCSP $ 40,731.29 NATIONWIDE $ 18,146.67 ICMA $ 3,219.24 MSRS $ 6,081.58 HEALTH SAVING ACCOUNT $ 7,139.19 FSA $ 20,804.08 MN WAGE LEVY $ 144.23 $ 987,124.16 W o W N CL O = c 2 co o W N O T FL U 2 A Vr M O V O O O O CO Q) I� V O I� O c0 O O M O) W LO M V M OO O) N d) I` LO N N O N M M M 7 I` W I` N I` O W O V M o7 W O) W O W O M O O O M O) O W r- O 7 O co M CO N N O (D V M 00 Ln N O co h LO O I- W O N O (O M 7 O) O O O W O O m N M r N O M LO M m W O V W T oO M Ln LO V N N r- T I` I` W M N N N W N V W N ocO O W N D) M O N O 7M co D) LO W r 7 N LO (o f� N M O M V O r O r M O O) M O V V N N r --CO CD N r I- N N r N O O O O O O O O O O O O O O O O O O O O O O O O O O O O o 0 0 0 LOO O O O c0 O LO O LO N LO (D I� O 7 7 N V _ M wM Om wr M wO cD rl V LO O LO N LO O) I- W O M O LO O N W M (D co M V m (D W V V LO T D) N O N O O O O M N r LO M M O Lf) V M O ti I` M M V N r r r- N N r N 7 O O O O O I` D v_ LO Q Q) LO V V V M M O N O O O O O O LO O O N No M V V oD co M V----------------- I� V CD M O O oO o7 N M O V W CO N N M M 7 I- O r M M (` N o7 O O M O M O V M O N LO r O LO LC) M M N V I- CD M N � a I- I- M LO LO O I- O M (D O O (O oO N O O LO O O O M � N N N NG) N N O LO 7 D) N N V co (D O I-- M I` N_O O r W I� O O I` N N N O W O N 7 w 7 7 I- O N a Lo 7 (O r N N O O LO M v V M (O [O c0 LO O 67 O N N O � m V I-- V oO O) O) V co LO m Nd r N O I- N N � LO LO N CO O M U 0 O N N V I- N O W O O M V LO O co N O M LO O W I� O D) M N co I` � oO I` O O f` oO V 7 I- O O co M N O V co O co � U O c M r (D (p M M M oO L LO (O M O) m W M O o oO O L (O N N (O co r- I� 7 Ln r W M 07 -O C N r I- oo W oO I --LO oO OO M O LO O M 7 O co O 7 LO N oO N 7 M O O O co I- N (p @ N r r r N O c D M m W LO CO m O M CO I) O M CO N O V O V OO I) O O) u7 I0 O N N M 7 N Lo o m oO I- LO N c M r --m O LO v N O M 0 O M LO M LO LO M t` v W O M O LO O CD O cc I�_ O M 7 r- d) M (D N N N N N N LO c r N CD M r M LO N co rn M O O V m N M N (D W O LO 7 M N M W I - r - O ~ U O N O LO O M (D m LO - LO CD M t I� N cO LO W O I- LO oo M O I- d) D) d) O M N } Q N r M r LO co h O r Co (fl oO r M V r r N Q M O N I- I- M LO LO O I- O M (D O O (O oO N O O LO O O O M � N N N NG) N N O LO 7 D) N N V co (D O I-- M I` N_O O r W I� O O I` N N N O W O N 7 w 7 7 I- O N a Lo 7 (O r N N O O LO M v V M (O [O c0 LO O 67 O N N O � m V I-- V oO O) O) V co LO m Nd r N O I- N N � LO LO N CO O M U O) O) N N N N 00 00 d) d) C 0 O O O O O Q) 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O 0 O O O O O LO O (O (O N O M LO 7 O O I` @ N I- M O) LO O cD W oO O O M LO N Cl!W 7 I� O m O co LO W cc O V (D O O O LO O r 0 ' Or O O c D M m W M N O O V O M CO I) O M CO N O V O V OO I) O O) u7 I0 O N N M 7 N (f) 7 N D) f� I` r 7 co � (f) N W Q m H H (� N O) O) N N N N 00 00 d) d) C 0 O O O O O Q) F F O O O 2 2 H H (� Q Q H H 2 z Z z Z W 2i 75 b CL a - a U O O F d w w w z ¢ V U Z w w z U z > 0 W z Z) O z O) o m C7 z o O Q y } a z z Q w W z w _U _U Of ,Uf w w z Q w o W U O O uj w 0 z U z J U w z W� � LL1 Z O O 0 g Q 0 W a CD � w K H U Q CD w w }O O¢ U Oe a o U U- IQi a li ? w� LL a z w n o rn w w r N M N 7 O cD r r0 O r � � � M Cl) Cl) V V 7 V 10 10 W r0 O N O N O M M i LU O d E N p E Q U) = c-, W L U U o — N } Lo F C 0 U O N U r M IT N cn c v O O M o o CO M r- o_ M r�- 0 0 N N Mr-: OJ O O O O) 1- O n M N O) M V N a1 CO O O O of N a1 V o0 V M CO M O V _ I� O M Q7 LO cO SIJ cc oc Ln Ln O M cl 1l r O r- M 7 O 7 O oc OJ O N V W I� O O O O) N Ln M I� M 6) r N r r I- N u) (fl r co O co r r N N } H O Z~ ZLLI H 7) p Z w Of U o Q Z (� p Q a Z L=L W w Q U LL OC H LL ~Z U Z H Z Z p U) CL LU O � U Q Z w K ~ S ZZ Z p Q J cn Q `G w W LL � D Z W j o Q W U W Z LL LL = (D p W O S d J Q W «] W W cn U LL S p LL D_' p W d U N OM v Q U Q Z Q ~ U p S J J S =� U 0_ Z J d LLL W w (n U LL < w O Q cn cn cn cn cn U p= OC oC Q Q W O Z x O d o o p g} w� x Z) x O� U W O U Q Q LL LL LL LL LL Q O H OC W � O Q LL cn U' LL w 0_ U H H H H H p U U I- (n (n W d z U W CD E CD CD CD CD m cm m CD O ON O CD ON N VM CO I- ti 1-- h r- O O O O O O N V O O O O O O O O O O O V M O m m O O OD OD U O O O 0 0 O O 0 O O 0 0 O 0 0 O 0 O O O O N U) r 7.7 CO C0 F - 00 Ln Ur Z F- W z W O O W m Z U J W m g W z z a a Ly a a z M a Z o LL (D IL O p W w C7 O U Q W W W W J 2 N LQLI W W 0 `� F m F K F F Q = W Q U U J J J Y J Q J J U 'y U J J Q OU d U a mJ U U F J U m a' a a ❑ a LL LL LL LL U a W D OLLI F W W Q O C U U a oW O (n W U W (7 L) N W ❑ W ❑ p W W O K ❑ W (n In F z W Ir Z) Z) Z O z ° 2 O O CL W v O p p _O (/) (n CO (n (n CO CO (n (n w J ❑ Q O N N W Q Q Q Q Q Q Q Q W > d O H H ❑ CD CD CD CD (7 C7 CD CD F W a O C) z CO O LLi Loi LP) L!') 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U d LL CL N O Y U) C m (O r L U LL 0 W Q a> y 2 a>N CO [Y LO \ LO LL s O m O H ❑ ZO H V O N co N co N co N co (0 (0 U L > C W W O N O N r Q Q O N W W O U U c LL [l o ❑ ❑ O OM U O N M M M M M Cl) Cl) Z U W 0] W m 00 O 00 O 00 (A W (A 00 (A 00 O 00 m O ❑ X H xt LU X IL LLJ 0 - Cn W Q Q LL u) M V O � J Q (1)77F LU N O Cn w LU LO �n U > LL w o 0 0 0 Jw LU IL Ww LL � ❑ ❑ ❑ N Q r N W LLC 0 O O OZ OZ O F W' tr o W p W U C7 O O O O C7 W LL W LL Cp Z o Z o } a Z o } d Q o O a 3 o N ~ N H N H N ~ m o U LLI U W O M N M x Q M O M J = N M LL M N LL M N LL M N LL M N fY W _ > a M N M J W u1 F J W u1 F O O I- O O (` O O r- O O t` O O N �O (n Q W U) QCl) "O C co 0 Cn LL LL r r r r 2 LL C7 C O O CO CO 7 (0 7 (0 O lO O UO O O O O O O O O O O O O O O O 7 E r- LO r- r- (O M (O M C` V r- V O (0 N r N M CD W V W M r CO LO n Ln W Q O N_ O W) W N N W) Lf) O O N f0 N (O N acu N N N N N O J ❑r N r N r N r N r N N N N Yw r r r r r r ci Y CD N ti N O CD N A N O N r N u� � L 11') Y7 117 lf1 LL7 LL7 O U N O N O N O N O N O N Consent Business SVIAK011 1"'T', TO: Mayor and City Council FROM: Lori Hensen, City Clerk DATE: 01/05/2016 SUBJECT: *City Council Minutes (F) Action Sought Approve the City Council minutes from December 15 and 17, 2015. Attachments: December 15, 2015 December 17, 2015 4. F. 2. OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION LOCATION Council Chambers City Hall 129 Holmes Street South December 15, 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; Public Works Director/Engineer Bruce Loney; City Attorney Jim Present: Thomson; Parks and Recreation Director Jamie Polley; Senior Planner Mark Noble; City Clerk Lori Hensen; Planner Alex Sharpe 2. Pledge of Allegiance Approval of Agenda Mr. Reynolds stated that there were two items to add to the Agenda: Item 4.F.8., Updating list of individuals authorized to make bank transactions - Res. No. 7664 Item 3.1. Presentation of the 2015 Administrators Leadership Award to Bruce Loney. Moved by Councilmember Jay Whiting, Seconded by Councilmember Matt Lehman to approve the Agenda as amended. Vote: 5 - 0 2015 Administrators Leadership Award Presentation to Bruce Loney Mr. Reynolds presented Bruce Loney, Public Works and Engineering Director with the 2015 Administrators Leadership Award. 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.) Cncl. Whiting requested that Item 4.A.3., Preliminary & Final plat of Canterbury Park Sixth Addition, be removed for further discussion. Moved by Councilmember Matt Lehman, Seconded by Councilmember Kathi Mocol to approve the Consent Agenda as amended. Vote: 5 - 0 A. Community Development 1. Preliminary Plat of Menden's Addition and Variance to Grade within a Wetland Buffer (B) Motion to approve Resolution 7655 approving the Preliminary Plat for Menden's Addition and a Variance to Grade within a Wetland Buffer at 2544 Fairhaven Drive. (Motion carried under the Consent Agenda) 2. Extension of Work Hours for Amazon Construction Project (B) Motion to approve the continued suspension of City Code Sec. 130.45, Noise Elimination and Noise Prevention, Subd. (C), Hourly Restrictions on Certain Operations, (4), for construction activity on the site of the new Amazon facility at 4th Street and Shenandoah Drive. (Motion carried under the Consent Agenda) 3. Preliminary & Final Plat of of Canterbury Park Sixth Addition Cncl. Whiting stated that he had some concerns regarding approval of Canterbury Park Holding Corporation's Preliminary and Final Plat of Canterbury Park Sixth Addition. Canterbury Park Holding Corporation has made application for Preliminary and Final Plat approval of Canterbury Park Sixth Addition, a plat proposing two lots and several outlots. The subject property is located South of 4th Avenue, West of CSAH 83, North of Eagle Creek Blvd., East of Shenandoah Drive, is approximately 396 acres in size, and is presently used for Canterbury Park horse racing, gaming and a number of special events. Cncl. Whiting stated that his concerns were in regards to the proximity of the new right of way on Shenandoah Drive and the homes. Mr. Loney replied that there will be quite a bit of distance between the Right of Way and the homes. Mr. Noble added that the distance between the edge of the Right of Way and the edge of the homeowners decks would be 36 feet. Cncl. Lehman added that if there is too much curve along with buffering it will create a blind intersection. Cncl. Whiting thanked Mr. Sampson for working with the homeowners in the area. Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to approve Resolution No. 7658 the Preliminary and Final Plat of Canterbury Park Sixth Addition. Vote: 5 - 0 4. Authorization to Execute Documents for Bond Redemption Issued for the Benefit of Recovery Technology Solutions (RTS) (F) Motion to approve Resolution No. 7662 which authorizes the mayor and city administrator to execute all documents related to the potential sale of the RTS facility and the redemption of the RTS bonds. (Motion carried under the Consent Agenda) B. Police and Fire 1. School Resource Officer Agreement Renewal for 2016. Motion to authorize the appropriate city staff to enter into an agreement to extend the School Resource Officer Agreement through the 2016 calendar year. (Motion carried under the Consent Agenda) C. Public Works and Engineering 1. Accept a Preliminary Engineering Report from WSB, Inc. for 4th Avenue and Shenandoah Drive Improvements Project 2015-7 - Res. 7661 (E) Motion to approve Resolution No. 7661, a resolution receiving a Preliminary Engineering report and calling for a public hearing on the 4th Avenue & Shenandoah Drive Improvements Project 2015-7. (Motion carried under the Consent Agenda) 2. Accept Work on the 2015 Bituminous Overlay, Project No. 2015-2, Res. No. 7639 (E) Motion to Resolution No. 7639, a resolution accepting work on the 2015 Bituminous Overlay Project No. 2015-2. (Motion carried under the Consent Agenda) 3. Accept Work on the CSAH 83 Culvert Improvements, Project No. 2015-3, Res. No. 7649 (E) Motion to approve Resolution No. 7649 a resolution accepting work on the CSAH 83 Culvert Improvements Project No. 2015-3. (Motion carried under the Consent Agenda) 4. Authorize Use of Re -purchase Agreements for Skid -steer Loaders (E) Motion to authorize use of re -purchase agreement with Lano Equipment, Inc. for three (3) new Bobcat 5570 Skid -steer Loaders for the price of $13,296.00. Funding is to be expended from the Capital Equipment Internal Service Fund. (Motion carried under the Consent Agenda) 5. Accept Work on CSAH 17/Vierling Drive Pavement Rehab, Project No. 2013-5 and CSAH 17/Vierling Drive/TH 169 North Ramp Intersection Improvements, Project No. 2012-6 - Res. 7665(E) Motion to approve Resolution 7665, a resolution accepting work on the CSAH 17/Vierling Drive Pavement Rehab, Project No. 2013-5 and CSAH 17/Vierling Drive/TH 169 North Ramp Intersection Improvements, Project No. 2012-6. (Motion carried under the Consent Agenda) D. Personnel E. Parks and Recreation 1. Mighty Ducks Grant Acceptance, Res. No. 7657 (A, C) Motion to approve Resolution No. 7657, A Resolution of the City of Shakopee Minnesota, Accepting a Minnesota Amateur Sports Commission Mighty Ducks Grant for the Construction of the New Ice Arena and move its adoption. (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 $1,478,026.26 and payroll transfers in the amount of $577,526.30 for a total of $2, 055, 552.56. (Motion carried under the Consent Agenda) 2. City Council Minutes (F) Motion to approve the City Council minutes of December 1, 2015. (Motion carried under the Consent Agenda) 3. 2016 Tobacco License Renewals (F) Motion to approve the applications and grant Tobacco Licenses for 2016. (Motion carried under the Consent Agenda) 4. 2016 Taxicab Business License Renewals (F) Motion to approve Taxicab Business Licenses for 2016. (Motion carried under the Consent Agenda) 5. 2016 Pawn Shop Business Renewals (F) Motion to approve the applications and grant Pawnbroker Licenses for 2016. (Motion carried under the Consent Agenda) 6. 2016 Fee Schedule - Ord. 924 (F) Motion to Ordinance 924 which sets fees and charges for the City of Shakopee. (Motion carried under the Consent Agenda) 7. Approve a Massage Therapy Business License & Massage Therapist License (F) Motion to approve a Massage Therapy Business License & Massage Therapist License. (Motion carried under the Consent Agenda) 8. Updating List of Individuals Authorized to Make Bank Transactions - Res. 7664 (F) Motion to approve Resolution 7664 designating individuals authorized to perform certain banking transactions. (Motion carried under the Consent Agenda) 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. James Jensen, 306 6th Avenue West, addressed the Council to express his concerns regarding the removal of trees that are not yet diseased in the City. Mayor Tabke responded by briefly explaining the Emerald Ash Borer Tree Management Plan that was adopted by the City. Mr. Loney also responded and informed Mr. Jensen that the City plans to treat the best trees and only remove trees that are not healthy and do not meet certain criteria. Mr. Jensen also noted that the City should install a new population sign across the new bridge. 6. Public Hearings: 7. Business removed from the Consent Agenda will be discussed at this time See item 4.A.3. 8. Recess for Economic Development Authority Meeting: 9. Reconvene 10. General Business: A. Community Development 1. Request for Fee Waivers to Support Workforce Housing Project (B,D) UPDATED This item was removed from the Agenda. 2. Zoning Text Amendment Creating the R-4, High Density Residential Zoning District Mr. Sobota presented a Request for Fee Waivers to Support Workforce Housing Project. The Council is asked to consider a request fromMWF Properties for the waiver of certain City fees to support the financing of a workforce housing project. Mr. Sobota stated that the City has received a letter from MWF Properties seeking a local contribution to the financing of a workforce housing project adjacent to Target on Marchall Road. The local financial support is needed in order to help MWF obtain state and federal tax credits necessary to finance the project. Local financial support can be provided in multiple ways, however, MWF is suggesting that the Council consider the waiver of SAC fees and a portion of the Park Dedication fees that would be due on their proposed 57 unit workforce housing project. For the project in question, the City's contribution of $290,3000 in fee waivers would support the construction of 57 units of rental housing affordable to households with incomes between 30 and 60% of the area median income. Cncl.Lehman noted that the area being discussed is outside of the transit area. Mr. Sobota replied that the area is within proximity of a transit line, not a transit station. Cncl. Lehman asked if buses will be making stops on First Avenue. Mr. Sobota answered yes, it is anticipated that buses will make stops on First Avenue. Cncl. Lehman asked what the need was for a higher density. Mr. Sobota answered that a higher density creates more choices for housing in the community, as well as a more efficient use of land. Cncl. Luce asked where the buses will makes stop, and noted that the stops should not be on First Avenue. Mr. Sobota replied that the Northern Circulator Study is underway and stops could be discussed as a part of the study. Mayor Tabke stated that this request is only allowing the R-4 zone to exist, not necessarily putting it anywhere at this time. Cncl. Whiting asked how this change will reflect the Met Council 2040 Comprehensive Plan. Mr. Sobota answered that the Met Council is supportive of this change. Deb Barber, Met Council Representative, addressed the Council. Cncl. Lehman asked why the Met Council feel the City needs higher densities. Ms. Barber answered that the Met Council is required by State statutes to provide information to Cities as to how to guide development. Cities then use the information to develop their Comprehensive Plans. Cncl. Luce stated that in his opinion the Council needs more information to make a decision on this. Cncl. Lehman would like to hold a workshop to discuss the issue in more detail. Cncl. Whiting stated that in his opinion higher densities are important. He added that this is an opportunity for proposals to be brought forward to the Council. Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to approve the proposed text amendment that creates the R-4, High Density Residential District. Vote: 3 - 2 Opposed: Councilmember Matt Lehman Councilmember Mike Luce 3. Rezoning of Outlot A, Southbridge Crossings East 3rd Addition from B-1, Highway Business to R-4, High Density Residential and Comprehensive Plan Amendment to re -guide the property from Commercial to High Density Residential Mr. Sobota presented a request from Sand Companies regarding rezoning and a comprehensive plan amendment to allow for the construction of an apartment development adjacent to the Southbridge Transit Station and River Valley Church. The parcel is currently zoned B-1, Highway Business and is guided for commercial development. The applicant has presented two concept plans, each showing 300 units, which is a density of 24 units per acre (attached). If approved, the R-4 zoning district would permit 28 units per acre, with a 2 unit / acre. The specific concept plans are not for specific review as part of this application, they are strictly a concept of how the site could develop. There is a significant stand of trees on the east side of the site that could be used as a buffer to the industrial development to the east of the site. The applicant has completed a tree inventory and has been in contact with Natural Resources staff regarding the requirements. Adam Schmidt, a resident on Stagecoach Road, addressed the Council and expressed his concerns regarding added traffic on Stagecoach Road after the development. Mr. Loney stated that there are not currently any plans to add lanes to Stagecoach Road. Dan Buzicky, 1723 Stagecoach Road, had concerns regarding the Park Dedication fees and the City's intent. Shauna Brick, 8615 Boiling Springs Lane, expressed concern regarding traffic, and safety concerns in regards to first responder response time to the new development. Leo Sand, the developer, stated that he appreciates all of the comments. He reviewed a concept plan with the Council. Cncl. Mocol made a motion to approve Ordinance No. 926, and Cncl. Whiting Seconded the motion. Mr. Thomson recommended that the Council make two seperate motions for this item. He also noted that there were typographical errors in the Resolution. Cncl. Lehman asked Mr. Sand if he was willing to wait for approval until the Council was able to hold a workshop on the item. Mr. Sand agreed that he was willing to wait. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Jay Whiting to approve Ordinance No. 926 approving the rezoning of property from B-1, Highway Business District to R-4, High Density Residential District and Resolution No. 7660, a resolution amending the land use guiding in the comprehensive plan from Commercial to High Density Residential, and move its adoption. Vote: 3 - 2 Opposed: Councilmember Matt Lehman Councilmember Mike Luce Moved by Councilmember Matt Lehman, Seconded by Councilmember Mike Luce to table Ordinance No. 926 approving the rezoning of property from B-1, Highway Business District to R-4, High Density Residential District and Resolution No. 7660, a resolution amending the land use guiding in the comprehensive plan from Commercial to High Density Residential, until a Workshop can be held by the City Council to further discuss the item. Vote: 5 - 0 Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to rescind the original motion to approve Ordinance No. 926 approving the rezoning of property from B-1, Highway Business District to R-4, High Density Residential District and Resolution No. 7660, a resolution amending the land use guiding in the comprehensive plan from Commercial to High Density Residential. Vote: 5 - 0 B. Police and Fire C. Public Works and Engineering D. Personnel E. Parks and Recreation 1. Award of Construction Contracts for the Shakopee Ice Arena and Community Center Improvements, Project No. PR2015-3, Res. No. 7659 (A, B, C) Ms. Polley addressed the Council regaridng the Award of Construction Contracts for the Shakopee Ice Arena and Community Center Improvements, Project No. PR2015-3, Res. No. 7659. The City Council approved the plans and specification and authorized the advertisement for bids for the new ice arena and Community Center renovations on October 20, 2015. The total construction cost, including contingency and contractor's fee, of the project is $25,826,178.00. In addition to the construction costs are the owner costs including SAC/TWC charges and permit fees, furniture, equipment, low voltage, security, contingency, etc. totaling $2,854,501.00. Design fees total $1,736,100.00. The total project cost is $30,416,779, this amount is listed in the Springsted report that the City Council received on November 17, 2015 and within the amount of the bonds adopted by Resolution No. 7640. Cncl. Lehman asked where the funding for re -bidding was stated. Ms. Polley answered that the amounts are all included in the budget total. Cncl. Lehman asked if there is a contingency in case the totals come in higher than projected. Brian Rutger, RJM Construction, answered that if there was to be an adjustment to the numbers, higher or lower, RJM would be carrying a project contingency. Mayor Tabke invited members of the Public to speak on the project. Curtis Olson, 620 McDevitt Street, addressed the Council and expressed his opposition to the project. Doug Devorak, 13720 Matystown Road, addressed the Council and expressed his opposition to the project. Alan Cruz, 2462 Thrush Street, addressed the Council and expressed his opposition to the project. Kenny Farrell, 13460 Marystown Road, addressed the Council and expressed his opposition to the project. Ginny Tietz, 915 Sibley Street, addressed the Council and expressed her opposition to the project. Leo Budija, 1798 Fox Run Street, addressed the Council and expressed his support of the project. Matt Rudi, 1847 Quail Drive, addressed the Council and expressed his support of the project. Doug Ochis, 1878 Cardinal Drive, addressed the Council and expressed his opposition to the project. Tom Schaff, 1150 Menke Circle, addressed the Council and expressed his support for the project. Robert Weikle, 630 4th Avenue West, addressed the Council and expressed his opposition to the project. Sarah Olson, 1636 Tarpan Street, addressed the Council and expressed her opposition to the project. Jim Sorenson, 2585 Hohenstein Court, addressed the Council regarding his feelings on the project. Mary Isaakson, 703 Lewis Street, addressed the Council and expressed her feelings on the project. Kevin Wagner, 1363 Ridge Lane, addressed the Council and the audience and expressed his feelings in regards to the project. Trina Thayer, 1640 Wexford Lane, addressed the Council and expressed her support for the project. Cncl. Lehman stated that he is concerned that the total costs for this project are still unknown. He is also concerned that it will be a substantial impact on the levy, and the quality of life for the taxpayers. He is concerned that the third party survey that was conducted has not been followed, and in his opinion this project will divide the community for years to come. Cncl. Whiting stated that there must be a balance in the community. Community Center improvements have been discussed for many years and never moved forward.. He stated that in his opinion the Senior center is a very important amenity. Cncl. Whiting added that he feels sponsorships, donations and advertising opportunities are very possible once there is a project to sponsor. He added that this project could propel the City into the next phase of development. Cncl. Mocol stated that she feels as long as the Parks and Recreation programs continue to demonstrate the character of the children involved and the values of teamwork, the programs should continue to be supported. Cncl. Luce stated that he is in favor of a community center project, but it needs to be done with a better plan. Mayor Tabke stated that the City does not currently have the amenities necessary for young people and seniors. He added that the City is in better shape fiscally that it has ever been and that now it the time to move forward with this project. If it is delayed another 5 years the cost could rise $5 to $10 million dollars. Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to approve Resolution No. 7659, a resolution awarding contracts for the construction of the Shakopee Ice Arena and Community Center Improvements, Project No. PR2015-3. Vote: 3 - 1 Opposed: Councilmember Matt Lehman Other: Councilmember Mike Luce (ABSTAIN) 2. Approve Construction Administration Services for 292 Design Group (A, B, C) Moved by Councilmember Kathi Mocol, Seconded by Councilmember Jay Whiting to authorize the extension of the contract with 292 Design Group to include the construction administration services for the construction of the new ice arena and community center renovations. Vote: 3 - 1 Opposed: Councilmember Matt Lehman 3. Approve an Amended Contract with RJM Construction, Inc. (A, B, Q Moved by Councilmember Kathi Mocol, Seconded by Councilmember Jay Whiting to enter into a Construction Management At -Risk contract with RJM Construction for construction of the new ice arena and community center renovations. Vote: 3 - 1 Opposed: Councilmember Matt Lehman F. General Administration 11. Other Business 12. Closed Session A. City Administrator Performance Evaluation Moved by Councilmember Kathi Mocol, Seconded by Councilmember Matt Lehman to go into closed session under Minnesota Statute 13.D.05, subdivision 3 (A) to conduct a performance evaluation of the City Administrator. Vote: 5 - 0 13. Adjourn to December 17, at 6:30 p.m. Lori Hensen Acting City Clerk Heidi Emerson Recording Secretary OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION LOCATION Council Chambers City Hall 129 Holmes Street South SHAKOPEE MINNESOTA 7:00 p.m. December 17, 2015 1. Roll Call Present: Mayor Brad Tabke; Councilmember Matt Lehman; Councilmember Jay Whiting; Councilmember Kathi Mocol; Councilmember Mike Luce Staff City Administrator Bill Reynolds; Parks and Recreation Director Jamie Polley; City Clerk Lori Present: Hensen 2. Pledge of Allegiance Approval of Agenda Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to approve the Agenda. Vote: 5 - 0 4. Public Hearings: A. Qualified 501(c)(3) Tax Abatement Bonding to Finance Community Center/lee Arena Project Mr. Reynolds presented a public hearing on the proposal to designate tax abatement bonds "qualified 501(c)(3) bonds" pursuant to Section 145 of the Internal Revenue Code and specifically to identify one or more nonprofit organizations exempt from federal income taxation under Section 501(a) of the Code, as a result of the application of Section 501(c)(3) of the Code as qualified 501(c)(3) users of the project. Mr. Reynolds explained that on June 30th, 2015 Council directed staff to proceed with the necessary steps to utilize tax abatement bonds to fund the proposed Community Center Project. On September 22nd, a public hearing on the proposal to issue tax abatement bonds was conducted with the subsequent approval of Resolution 7615 authorizing the use of tax abatement bonds. On November 17th, Council authorized the issuance and sale of general obligation tax abatement bonds, series 2016A, in the proposed aggregate principal amount of 531,845,000, and set the sale of the bonds for December 17th, 2015 with a follow-on special council meeting on that date to award the sale of the bonds. Julie Eddington, of Kennedy & Graven, explained 501 (c)(3) bonds. Moved by Councilmember Matt Lehman, Seconded by Councilmember Jay Whiting to open the Public Hearing. Vote: 5 - 0 Mayor Tabke asked if anyone in the audience would like to speak at the Public Hearing, No one responded. Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to close the Public Hearing. Vote: 5 - 0 5. General Business A. General Administration 1. Sale of Tax Abatement Bonds to Fund the Community Center/Ice Arena Project - Res. No. 7663 Mr. Reynolds addressed the Council regarding the Sale of Tax Abatement Bonds to Fund the Community Center/Ice Arena Project - Resolution No. 7663. Series 2016A, in the original aggregate principal amount of $31,845,000; fixing their form and specifications; directing their execution and delivery; and providing for their payment. Paul Steinman, Financial Advisor for the City of Shakopee, reviewed the bids that were received including the lowest bid, and that the contract was awarded to Morgan Stanley. Mr. Steinman also explained the Premium dollars that were received by the City and how it lowered the amount that was borrowed. Cncl. Lehman inquired about certain Statutes that pertain to referendums and Park and Recreational uses. Ms. Eddington answered that the Abatement Act allows the City to use general obligation bonds without a referendum for this type of facility. Cncl. Lehman asked if the disclosure includes the long term operational costs for the Community Center structure as a City liability. Ms. Eddington responded that the Community Center will be a part of the City's general audit report. Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to approve Resolution No. 7663 awarding the sale of general obligation tax abatement bonds, Series 2016A, in the original aggregate principal amount of $29,500,000.00; fixing their form and specifications; directing their execution and delivery; and providing for their payment. Vote: 5 - 0 Mayor Tabke thanked Staff for all of their hard work on the Community Center project. Cncl. Whiting discussed working to find a balance in the community in regards to the Community Center. He asked mayor Elect Mars to consider forming a committee to review the programs, fee's and advertising opportunities to maximize the best outcome for the new facility. 6. Other Business There was none. 7. Adjourn to January 5, 2016 at 7:00 p.m. Moved by Councilmember Matt Lehman, Seconded by Councilmember Jay Whiting to adjourn. Vote: 5 - 0 Lori Hensen Acting City Clerk Heidi Emerson Recording Secretary 1w K X111;t TO: FROM: DATE: SUBJECT: Consent Business Mayor and City Council Lori Hensen, City Clerk 01/05/2016 *Designation of Official Newspaper (F) Action Sought City Council is asked to designate the official newspaper for 2016. 4. F. 3. Background The city is required by law to publish certain matters in its official newspaper, during the course of the year. We publish the Council Minutes (motions primarily), ordinances, resolutions when required by law, notices of public hearings on planning matters and public improvement projects and advertisement for bids. It is appropriate that this designation be made at this time. To be qualified as a medium of official and legal publication, a newspaper must meet certain qualifications set forth by State Law. To name a few, it must be printed in the English language in newspaper format; be distributed at least five days each week, if a daily, or twice a month if not a daily; be circulated in the political subdivision which it purports to serve, and either have at least 400 copies regularly delivered to paying subscribers, or 400 copies regularly distributed without charge to local residents; have its known office of issue established either in the county in which it lies in whole or in part, the political subdivision which the newspaper purports to serve, or in an adjoining county; file a copy of each issue immediately with the State Historical Society. The city has received the attached letter from Laurie Hartmann asking that the city consider appointing the Shakopee Valley News as its official newspaper. The city will continue to submit legal notices via e-mail, as it has been done since 1999, resulting in a reduced rate of $6.22 per -inch rate. This reflects no increase in the rate charged since 2010. Legal notices requiring special handling will be billed at the rate of $12 per column inch for the first insertion and $8.75 per column inch for subsequent insertions. The city has had a very good working relationship with the Shakopee Valley News. They have been very accommodating in publishing notices that were sent to them after their deadline and have published them whenever possible. Their staff have been very helpful and courteous. Relationship to Vision Goal F: Housekeeping Recommended Action Designate the Shakopee Valley News as the official newspaper for the City of Shakopee for the year 2016. Attachments: Shakopee Valley News Letter VSHAKOPEE ALLEYNEWS December 22, 2015 Mr. William Reynolds, City Administrator City of Shakopee 129 Holmes Street Shakopee, MN 55379 Dear Mr. Reynolds, Please consider our request for appointment of the Shakopee Valley News as the official newspaper for the City of Shakopee in 2016. We recognize that financial challenges are being faced by most government bodies, and feel very strongly that the publishing of legal notices in the newspaper is of vital importance to local residents who wish to stay informed about the decisions being made by your elected body. Consequently, a per -inch rate of $6.22 is submitted for the coming year, which reflects no increase over the current rate charged. We would stipulate that the city follow its normal procedure of submitting legal notices in generic text format of as Microsoft Word documents via e-mail. Legal notices requiring special handling will be billed at the rate of $12 per column inch for the first insertion and $8.75 per column inch for subsequent insertions. Notices submitted by the City of Shakopee will continue to be posted on our newspaper website, www.shakopeenews.com, free of charge. Our legal notice deadline is at noon on Thursday, preceding the following week's publication date; during holiday weeks the deadline may be advanced. Thank you for the opportunity to be of service to you in the past. We hope that relationship can be continued in the coming year. Respectfully, Laurie A. Hartmann Publisher 12925 Eagle Creek Parkway, Savage, Minnesota 55378 0 (952) 445-3333 F w K X111;1, TO: FROM: DATE: SUBJECT: Consent Business Mayor and City Council Lori Hensen, City Clerk 01/05/2016 *Approve the Temporary On -Sale Liquor License for St. Joachim & Anne (F) 4. F. 4. Action Sought Authorize the issuance of a temporary on -sale liquor license for Winterfest being held by the Parish of St. Joachim & Anne (St. Mark's Church). Background The Parish of St. Joachim & Anne has made application for a temporary on -sale liquor license for January 30, 2016 for their annual Winterfest to be held at 350 S. Atwood Street in St. Mark's gym and cafeteria. The application is in order, and has been cleared by the Chief of Police. Relationship to Vision Goal F: Housekeeping Requested Action Approve the temporary on -sale liquor license to the Parish of St. Joachim & Anne (St. Mark's Church), 350 South Atwood Street, for January 30, 2016. A AAA A A Consent Business 4. F. 5. 1 [AK X11 1,t.;, TO: Mayor and City Council FROM: Samantha DiMaggio, Economic Development Coordinator DATE: 01/05/2016 SUBJECT: *Request for Fee Waivers to Support Workforce Housing Project -- MWF Properties, Res. No. 7656 (B,D) Action Sought The Council is asked to consider a request from MWF Properties for the waiver of certain City fees to support the financing of a workforce housing project. Background The City has received the attached letter from MWF Properties seeking a local contribution to the financing of a workforce housing project adjacent to Target on Marschall Road. The local financial support is needed in order to help MWF obtain state and federal tax credits necessary to finance the project. Local financial support can be provided in multiple ways, however, MWF is suggesting that the Council consider the waiver of SAC fees and a portion of the Park Dedication fees that would be due on their proposed 57 unit workforce housing project. Some form of local financial participation in affordable housing developments is common in order to achieve the rental rates needed by those households earning 30 - 60% of the area median income. It is also needed, as is the case with this project, in order to open the doors to other funding and financing mechanisms which either require a local participation or favor those projects that have it. The City of Shakopee's most recent participation in an affordable housing project came in 2012 when a housing TIF district was established to provide financial support for the All Saints Senior Living facility. In exchange, the City was guaranteed that 20% of the units (17 units in a building of 84 total units) would be affordable to people with incomes no greater than 50% of the median income in Scott County. This TIF financing provided S 1 million in financial assistance for the development of 17 affordable units. City Requested Fee Residential TOTAL to be Remainder Per DUE Waived to be Paid Unit 57 $141 . .... Coun it St.0 ' An $2,485 645 $141 ,.6............ 45 0 Fees Ci..y SAC $475 57 $27 075 $27 07.5 0 Fees Ci... Park ty Dedication $4,450 57 $253,650 $121,280 $132,070 Fee Total57 $422,370 $290,000 $132,070 Some form of local financial participation in affordable housing developments is common in order to achieve the rental rates needed by those households earning 30 - 60% of the area median income. It is also needed, as is the case with this project, in order to open the doors to other funding and financing mechanisms which either require a local participation or favor those projects that have it. The City of Shakopee's most recent participation in an affordable housing project came in 2012 when a housing TIF district was established to provide financial support for the All Saints Senior Living facility. In exchange, the City was guaranteed that 20% of the units (17 units in a building of 84 total units) would be affordable to people with incomes no greater than 50% of the median income in Scott County. This TIF financing provided S 1 million in financial assistance for the development of 17 affordable units. For the project in question, the City's contribution of $290,3000 in fee waivers would support the construction of 57 units of rental housing affordable to households with incomes between 30 and 60% of the area median income. Representatives of MWF Properties will be in attendance at the Council meeting to present their request and answer questions. Lastly, it should be noted that if the Council is interested in providing local financial support for the project, but determines that it does not wish to do so in the form of fee waivers, it could direct staff to return with alternative means of local financial support at a future meeting. Recommendation The Minnesota Housing Finance Agency (MHFA) awards a score to each project with the highest scoring projects receiving funding. In order for MWF Properties, LLC to have a competitive application, it requires a local government contribution, therefore staff is recommending the waiver of $168,720 in Sewer Availability Charges and $121,280 Park Dedication Fees with a total local contribution of $290,000. Budget Impact The Sewer Availability Charge (SAC) fees for the proposed development are projected to be 57 units valued at $27,075 in City SAC and $141,645 in Metropolitan Council SAC with a total value of $168,720 in Sewer Availability Charges. The total Park Dedication Fee is projected to be $253,650 and a 48% reduction in this fee would total $121,280. Relationship to Vision This supports Goals B: Positively manage the challenges and opportunities presented by growth development and change, and D: Maintain, improve and create strong partnerships with other public and private sector entities. Requested Action If the City Council concurs, it should by motion, adopt Resolution No. 7656, A Resolution of the City of Shakopee Authorizing the Waiver of 48% of the City Park Dedication fee's totaling $121,280, and the waiver of 57 Sewer Availability Charge units valued at $27,075 in City SAC and $141,645 in Metropolitan Council SAC with the total waiver of fee's for this project not to exceed $290,000. Attachments: Request from MWF Application Res. No. 7656 November. 23, 2015 Mayor. Brad 'I'abkc and City Council Members City of Shakopee 129 Holmes St. S. Shakopee, MN 55379 RE: Proposed Development at Sarazin Street Request for City Financial Support Dear Mayor'I'abke and City Council Members: MWF Properties 7645 Lyndale Avenue South Minneapolis, MN 55423 TEL 612.243.4636 FAX 612.243.4660 MWFPROPERTIES.COM MWFprope ':properties MWF Properties I.I.0 is requesting financial support from the City of Shakopee in the amount of $290,000 for a project we are proposing on Sarazin St. 'I'his amount is needed to help secure the tax credits for the project. MWF is proposing to develop a 57 unit affordable rental housing project using Federal I ricomeI'ax Credits as the primary funding mechanism. 'I'he allocation of those tax credits is managed by the Minnesota Housing and Finance Agency (Mlll-'A). The total amount of tax credits available each year is firnitcdand the credits are awarded through an annual competitive application process. M11FA has developed an extensive set of criteria, each worth a varying number. of "points" in the application. The higher the total point score achieved by an application the greater the likelihood of receiving an award of credits. In 2015 only the top scoring 33% of applications were awarded credits. One category in the application is for "f(,,deral/local/phil,,itithrol)ic contribution". (See attached page from the scoring worksheet.) 'I'lic number of points achieved is a function of the percentage of total development costs funded though such contributions. Historically projects that do not achieve at least 2 Points in this category are not awarded credits. To achieve 2 points requires a contribution that is equal to at least 2.1% of'I'otal Development Cost. 'To complicate matters further, a competitive application must also have a total development cost per unit no greater than the median developi-nerit cost per unit for all applications submitted that year. That amount is not knowable until after the applications are submitted in June. An analysis of projects submitted last year indicates that at the 2014 median, a contribution of $290,000 will provide the minimum of 2 points needed in this category for a 57 unit development. 'I'herc are many ways in which the local contribution can be accomplished. The most common is through Tax Increment financing;. But another common approach taken by communities is waiving or reducing fees. After reviewing with staff the potential options available in Shakopee, the two most likely sources appear to be a waiver of the SAC, fee and a reduction of the City park Dedication Fec. The value of the SAC fee is a function of the number of SAC units (determined by Met Council) and the Per SAC unit fees City. We est -ii -nate the combined value of the Met Council and City SAC fees for this project assessed by Met Council arid the C I-nl C to be al -.)proximately $168,720. T'he park Dedication fee for .57 units would be $253,650. Waiving $121,280 (48%) of the Park Dedication fee provides the balance of the local contribution needed to achieve the $290,000 total requested. In addition to supporting our al --)plication for the award of tax credits, the funding provided by the city will offset some of the development costs, which will allow us to enhance the quality of the development. 'There may be other means to achieve the level of local contribution required to secure the 2 points needed for a competitive application. We are certainly open to discussing those. '.[.'bank You for Your consideration of our. request. Sincerely, I etcr Worthington MWI Properties 1,1,(: MWF Properties - 7645 Lyndale Avenue South - Minneapolis, MN 55423 -TEL 612.243.4636 - FAX 612.243.4660 owtJ Sewer Availability Charge (SAC) SHAKOPEE Credit Application APPLICANT INFORMATION Business (Potential Business) Name: Address: T5D - 6ilz-e- 6/,v sl)Y24-7t,�v s77-- -/MV Property Identification Number(s): Z_7,7 5-6,0 Name and Contact. Information for Authorized Representative Name: Address: Z& 'go ox�4 City: State: NAI Zip Code: �` 2,3 Telephone:IZ- - Z,5-9 71162 Email:, P4W0g1—#1A)6-�V0P1 Name and Contact Information for Property Owner Naive: 111%,JI" 11'14&W774 -;y 1,,C 4W1--- 14,�-Rp M414WI'v Address: 76 �5 lwxla&,t'- IA19, - City:. IMIAtA(A,� PUY, 5, State: A/ Zip Code: 57,942-3 ------------ -- Telephone:6,/ Z- Z -5-q -- 7110 DESCRIPTION OF BUSINESS Please include type of business and description of product or services provided. /W 17 Number of credits requested: 4V13 Number of jobs to be created: -4 ?K4MWt5iVr Number of jobs to be retained: J� 65 PROPERTY INFORMATION Is the building currently vacant? Flyes FINo If yes, how many years has the building been vacant: COMMUNITY PRIDE SING 1857 129 Holmes Street South # Shakopee, Minnesota o,55379-1351 - 952-2331-9300 - FAY 952-233-3801 * wwNv.ShakopCC1N'1N.gQv PROJECT INFORMATION, Description of improvements and any anticipated "change of use" that the proposedproject will result in: Narrative explainin nature of project:AV 5 _ �c�" ESTIMATED PROJECT TIMETABLE Gl Task Estimated Completion Date Start of Construction lz- � Complete Construction tl/t — Begin Operations � fZ � ...gtn / ness contact (print name): Signature Date Property owner (if different from the business) (print name)- _ Signature Date COMMUNITY PRIDE SINCE 1857 129 Holmes Street South • Shakopee; Minnesota - 55379-1351 • 952-233-9300 • FAX 952-233-3801 • www.ShakopceMN.gov DATA PRACTICES ACT The information that you supply in your application to the City of Shakopee/Shakopee EDA ("City") will be used to assess your eligibility forfinancial assistance. The City will not be able to process your application without this information. The Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13) governs whether the' information that you are providing to the City is public or private. If financial assistance is provided for the project, the information submitted in connection with your application will become public, except for those items protected under Minnesota Statutes, Section 13.59, Subdivision 3(b) or Section 13.591, Subdivision 2. I have read the above statement and I agree to supply the information to the City with full knowledge. of the matters contained in this notice. I certify that the information submitted in connection with the application is trate atcctirate. Signature / Title FOR CITY OF SHAKOPEE USE ONLY Determination Letter from METC attached: ❑ Yes ❑ No Reviewed by FINANCE: Reviewed by ECONOMIC DEVELOPMENT: Approved By: Date: # of SAC Units Awarded: Date December 2014 COMiMUINl'I`Y PRIDE SINCE 1:857 129 Holmes Street South * Shakopee, Minnesota • 55379-1351 • 952-233-9300 •J=AY 952-233-3801 • NvwNv.ShaI(opeeMN.gov RESOLUTION NO. 7656 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, APPROVING A FEE WAIVER REQUEST FOR MWF PROPERTIES TO SUPPORT THE DEVELOPMENT OF A WORKFORCE HOUSING PROJECT WHEREAS, MWF Properties, LLC, applicant, and Virginia T Hauer Trust, property owner, have requested waiving fees associated with development on a Multiple Family zoned parcel east of Sarazin Street and north of Downing Avenue. WHEREAS, this parcel is presently zoned Multiple Family (R3); and WHEREAS, the property upon which the request is being made is legally described as: Brittany Village Is`Addition OutlotB; and WHEREAS, the Sewer Availability Charge (SAC) fees for the proposed development are projected to be 57 units valued at $27,075 in City SAC and $141,645 in Metropolitan Council SAC with a total value of $168,720 in Sewer Availability Charges; and WHEREAS, the total anticipated Park Dedication fee for 57 units of multiple family housing is $253,650, MWF Properties, LLC, is requesting a 48% reduction in these fee's which totals $121,280; and WHEREAS, the applicant has requested that the City waive $168,720 of the SAC fees and $121,280 of the City Park dedication fees for a total $290,000; and WHEREAS, The City finds that financial support or incentive to housing projects that serve between 30% to 60% of the area median income is in keeping with the City's housing goals; THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that fees not to exceed $290,000 shall be waived for MWF Properties for the development of a 57 -unit multiple family housing project on the parcel legally described above. Adopted in the session of the City Council of the City of Shakopee, Minnesota, held the day of January, 2016. Mayor of the City of Shakopee ATTEST: Lori Hensen, City Clerk Fw K X111'T TO: FROM: DATE: SUBJECT: Consent Business Mayor and City Council Lori Hensen, City Clerk 01/05/2016 *Premises Permit for Shockwaves Waterski Club, Res. No. 7668 (F) 4. F. 6. Action Sought Approve Resolution 7668, a resolution of the City of Shakopee approving a premises permit for Shockwaves Waterski Club located at the Shakopee American Legion, 1266 First Avenue East. Background The Shockwave Waterski Club is applying for a premises permit for gambling activities at the Shakopee American Legion located at 1266 First Avenue East. The permit will ultimately be issued by the State Gambling Control Board. When application is made, the Board requires that the local unit of government pass a resolution specifically approving or denying the application. Relationship to Vision Goal F: Housekeeping Requested Action Approve Resolution 7668, a resolution of the City of Shakopee approving the premises permit for Shockwaves Waterski Club located at the Shakopee American Legion, 1266 First Avenue East. Attachments: Resolution 7668 RESOLUTION 7668 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, APPROVING PREMISES PERMIT FOR SHOCKWAVES WATERSKI CLUB WHEREAS, the 1990 legislature adopted a law which requires municipal approval in order for the Gambling Control Board to issue or renew premises permits; and WHEREAS, the Shockwaves Waterski Club is seeking a Premises Permit for the site at the American Legion, 1266 First Avenue East, Shakopee, Minnesota. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, AS FOLLOWS: That the Premises Permit for the Shockwave Waterski Club at the American Legion, 1266 First Avenue East, Shakopee, Minnesota, be approved. Adopted in regular session of the City Council of the City of Shakopee, Minnesota, held this 5th day of January, 2016. Mayor of the City of Shakopee ATTEST: City Clerk