Loading...
HomeMy WebLinkAbout5.F.2. Approval of Minutes: July 20 and August 02, 2010OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JULY 20, 2010 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Matt Lehman, Pamela Punt and Pat Heitzman present. Also present was Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Bruce Loney, Public Works Director; R. Michael Leek, Community Development Director; Gregg Voxland, Finance Director; Jeff Tate, Police Chief; Rick Coleman, Fire Chief; Jamie Polley, Parks, Recreation, and Natural Resources Director; Jim Thomson, City Attorney; and Judith S. Cox, City Clerk. The Pledge of Allegiance was recited. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mr. McNeill said there were no changes to the agenda. Clay/Punt moved to approve the agenda. Motion carried 5-0. In the Mayor's Report, Mayor Schmitt said he attended a small gathering to recognize Judy Cox's 40 years of service to the City of Shakopee. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda. Lehman/Heitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the consent agenda. Motion carried 5-0. Lehman/Heitzman offered Resolution Number 7027, a Resolution of the City of Shakopee, Minnesota, Accepting the Donation of Two ISG Thermal Imager Cameras from the Shakopee Fire Department Relief Association, and moved its adoption; and, moved to authorize the purchase of one thermal imager camera at a cost of $8,900 out of the Fire Department operating line item budget. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the purchase of a replacement civil defense siren from Frontline Plus Fire and Rescue for $22,186.76. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to adopt the revised Agreement for Youth Sport Association Affiliation with the City of Shakopee. (CC Document No. 480) (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the bills in the amount of $1,252,355.44 and Electronic transfers in the amount of $41..1,942.42 for a total of $1,664,297.86. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the minutes of July 06, 2010. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to merge the State Aid Fund into the Capital Improvements Fund. (Motion carried under the Consent Agenda) Official Proceedings of the July 20, 2010 Shakopee City Council Page -2- Mayor Schmitt asked if there was anyone in the audience who wished to speak on a topic that was not on the agenda. No one responded. Mark McNeill, City Administrator, presented Council with the Awarding of the Sale of 2010A Improvement Bonds. Mr. McNeill introduced Paul Steirunan from Springsted who presented Council with the results of the bond sale. Mr. Steinman said that Springsted took competitive bids for the City's offering of $1,555,000 General Obligation Improvement Bonds. There were seven bids with the winning being United Bankers Bank at an interest rate of 2.16%. Lehman/Clay offered Resolution No. 7022; a Resolution Awarding the Sale of General Obligation Improvement Bonds, Series 2010A, in the Original Aggregate Principal Amount of $1,555,000, Fixing their form and Specifications, Directing their Execution and Delivery, and Providing. for their Payment (from United Bankers Bank at an interest rate of 2.1699%); and moved its adoption. Motion carried 5-0. Mayor Schmitt asked for Council liaison reports. Cncl. Clay said he was unable to attend the Shakopee Public Utility Commission meeting. Cncl. Clay said he attended the SCALE meeting which the topic of discussion was marketing Scott County and 200 miles of buried fiber optics. Cncl. Lehman had no report. Cncl. Punt had no report. Cncl. Heitzman attended the school board meeting and the Chamber of Commerce appreciation picnic. He also attended the car show that is held downtown. Punt/Clay moved to recess for the Economic Development Authority meeting. Motion carried 5- 0. Mayor Schmitt re-convened the meeting at 7:23 p.m. Michael Leek, Community Development Director, presented Council with the Amendment to St. Francis Regional Medical Center -South Valley Health Campus Planned Unit Development (PUD). Mr. Leek said the ST. Gertrude's Health and Rehabilitation Center, along with the other property owners within the South Valley Health Campus, has submitted an application for a PUD amendment. Specifically, the applicant is requesting approval of the construction of an addition to the existing St. Gertrude's facility. The addition is proposed to house an additional 30 beds and would be used for a transitional care unit. The proposed addition would be constructed over an existing parking lot nearby, not adding any additional impervious surface area. Mr. Leek said the Planning Commission reviewed this request at its July 8, 2010 meeting. There was discussion regarding shared parking and Mr. Leek noted that there is an operations agreement that addresses shared parking. At that meeting, the Planning Commission recommended approval of the PUD amendment to the City Council. Official Proceedings of the July 20, 2010 Shakopee City Council Page -3- PuntlClay offered Resolution No. 7026, Approving an Amendment to the Planned Unit Development for South Valley Health Campus to Allow an Expansion to St. Gertrude's, and moved its adoption. Motion carried 5-0. Rick Coleman, Fire Chief, presented Council with the Results of the' Fire Station Feasibility Study. Mr. Coleman said that he and Mr. McNeill have met with Oertel Architects several times to come up with a proposed design for a fire station, relocating the 2°d and Scott Street fire station to Lions Park. Mr. Coleman said the design includes a conference room, small office area, locker rooms, dispatch area, dayroom and future sleeping area that can be used as a fitness room in the meantime, and five bays. The design also includes space for a small office and indoor parking to be rented to Allina for their ambulance staff. The total square footage of the proposed design is 12,300; with 5,100 being office and support areas and the remaining 7,200 devoted to bays, show and hose tower. The cost estimate for the proposed design is $2,507,000 for construction plus $475,000 in related project costs for a total project cost of $2,982,000. Mr. Coleman said that the proposed timeline would have occupancy of the building by the later part of 2011. Mr. Coleman responded to questions from council members. Clay/Heitzman moved to authorize proceeding with final design, surveying and soil borings and preparation of bid documents for the construction of the new fire station at the southeast corner of Lion's Park and direct staff to return with a contract to hire Oertel Architects for architectural services for the projecf. Motion carried 5-0. Bruce Loney, Public Works Director/ City Engineer, presented Council with the Consideration of Approval of C.R. 17 & 42 Interchange Layout. Mr. Loney said the C.R. 17 & C.R. 42 Interchange Project has been under design for the past year. The design is at a point where the,layout has been finalized and the County policy is to request preliminary layout approval from the City prior to acquiring right-of--way. City staff has been involved in the project management team meetings. A future Cooperative Agreement will be presented with the final plans at a later date. Mr. Loney said that City staff feels that the preliminary layout of the design has been done to meet the City's concerns. The locations and sizes of the storm water ponds have not been finalized yet so staff would recommend-these items be excluded from geometric layout approval. Mitch Rasmussen, Engineer with Scott County, presented diagrams and a time line for the project. He demonstrated the traffic flow from each direction traveled at the intersection. Clay/Heitzman offered Resolution No. 7024, A Resolution Approving the Preliminary Design Layout of the C.R. 17 & C.R. 42 Interchange, and moved its adoption. Motion carried 5-0. Mr. Leek presented Council with the CR 101 Project Update. Official Proceedings of the July 20, 2010 Shakopee City Council Page -4- Mr. Leek said Council directed staff to contact the County to attend the July 20, 2010 meeting to discuss the status of the project and the property owner meetings to date. Mr. Leek said that Mitch Rasmussen, Scott County Engineer, and Chris Chromy, the County's consultant for the CR 101 project, are present. Chris Chromy said that once the 5 lane design was agreed upon they identified a total of 41 private driveway accesses within the project area. They first evaluated those driveway locations with the question, "Does the property have multiple driveway accesses?" and "Does the property abut a public right-of--way other than Highway 101?" which means does the property have the ability to access off of a city street. Of the 41 driveways, there were 26 that met the two criteria. Fifteen only had one driveway location and had no other access. Mr. Chromy said that 23 letters were sent out to the property owners requesting a meeting to discuss the driveway location. Of the 23 letters sent, they received 13 responses and have held 13 meetings with property owners. Of the 13 meetings, Mr. Chromy characterized eight of them were fairly productive meetings. Mr. Chromy characterized the other five meetings as more defensive where it was clear from the start and through the meeting they were adamantly opposed to any change. Mr. Chromy said of the l Onon-responders they re-reviewed those sites and still identified six of them where there is an opportunity to work with the property owners. Mr. Chromy said there is a meeting scheduled with staff to review information from the first 13 meetings and determine course of action with their input. Mitch Rasmussen said that the information he received from his staff after attending the meetings where property owners were contentious it was taken that the County was giving an ultimatum. Mr. Rasmussen wanted to make it clear that it is not the County's intent. The County is working with the City Council and staff as a team on this approach. Mr. Rasmussen said that everyone knows where they have to go to make the chosen design successfiul and it is within the. County's right to close an access if they are closing fifty percent or less accesses. State statute gives the County the right to make the closures. Mr. Rasmussen said they will not exercise that right without the buy-in of the City. He said they have made this clear to the property owners and said that everyone involved would much rather work on a solution than taking a "heavy- handed" approach. Kris Wilson, Assistant City Administrator, presented Council with the Congregate Dining. Ms. Wilson said that in 1979 the City entered into along-term lease for space inside the senior high-rise at 200. Levee Drive in order to provide a site for a congregate dining program. The CAP Agency operates the congregate dining program in numerous Scott, Carver, and Dakota County communities. They pay for the food and staffing, but it is the host city's responsibility to provide a physical space that includes. a commercial kitchen. Ms. Wilson said that in addition to making lease payments, the Lease also obligates the City to pay the utilities and provide maintenance and custodial service for the space. For 2010 the adopted budget for congregate dining is $40,980. $23,640 is for direct rent payments. Official Proceedings of the July 20, 2010 Shakopee City Council Page -5- Ms. Wilson said that the number of individuals utilizing this service is approximately 14-17 individuals at the site and that the participants are almost exclusively residents of the 200 Levee Drive building. Seniors from other areas of the City are not using the program which has been the case for. years.. Ms. Wilson explained that the extensions to the lease will end in November and that she is asking the Council to discuss and provide staff with some general direction as to the desired future of the program. After Council discussion of not renewing the lease, Ms. Wilson said she will bring back information during the budget discussions scheduled for August. Gregg Voxland, Finance Director, presented Council with the 2010/2011 Tax Levy Impact. Mr. Voxland advised Council that with regard to the new fire station the City could pay cash for the new station which would save the cost of issuing bonds and benefit the taxpayers or the City could issue bonds. He said this is something they could decide on while going through the budget process. Mr. Voxland said the City has received preliminary data on values for 2011 property taxes. Scott County provided staff with data on values and tax impacts. Taxable net tax capacity has decreased -3.2%. Based on the same tax levy, the tax rate would go from 33.710 to 34.813 a change of +3.3%. Mr: Voxland said that 71% of residential parcels would see a tax decrease and 29% an increase. Mr. Voxland presented Council with the General Fund Budget Under-Spend. Mr. Voxland asked Council to review the decision to not count on an under-spend factor in the General Fund budget. The 7.1 % under-spend of the original budget for 2009 represents $1,324,439. One percent of the 2010 budget is $197,677. Under-spending the budget results in an increase in fund balance. Not under-spending the budget would result: in a lower tax levy or providing a higher budget amount for providing services. Cncl.Clay noted that he made a suggestion last year for no under-spend. Lehman/Heitzman moved to include a 2% under-spend factor in the 2011 General Fund budget. Motion carried 3-2 with Clay and Punt opposed. Mr. Voxland then discussed Debt Levies. Several debt service funds have cash balances higher than needed and therefore reducing the tax levy for debt is suggested. In order to stabilize the tax levy, an offsetting operating levy increase to be used "one time" expenditures such as the fire station construction, is recommended. He said the goal is to maintain the same tax levy from 2009/2010 to 2010/2011. He said there was no action needed but something to consider. Mr. Voxland discussed the Capital Improvement Fund Levy. He said that staff has been reviewing the role and use of the Capital Improvement Fund (CIF) versus issuing debt for street overlay and street reconstruction projects. Official Proceedings of the July 20, 2010 Shakopee City Council Page -6- Mr. Voxland said that it is currently more expensive to finance projects by issuing bonds. It would be advantageous to maximize and increase the operating levy this year and in near future years when levy limits come off beforelimits are imposed again. Moving the levy for street overlay and reconstruction projects from debt levy to operating levy is favorable and Council has been doing that in a roundabout fashion to maximize the limited levy. Since these are annual projects, implementing a stable operating levy instead of a varying debt levy contributes to total tax levy stability and forecasting. Mr. Voxland said no action was need but something to think about during budget discussions. Mayor Schmitt asked if there were any Council concerns or other business. Cncl. Lehman said that he has received two complaints regarding the thistles growing around the pond by the old Rainbow building. Mr. Loney said that his staff is working the police in contacting the property owners regarding this issue. Clay/Punt moved to adjourn to Monday, August 2, 2010 at 7:00 p.m. Motion carried 5-0. Meeting adjourned at 9:07 p.m. ~~v~~ ,, ~J{adith S. Cox City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 2, 2010 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Pamela Punt, Pat Heitzman and Matt Lehman (7:05 p.m.) present. Also present was Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Gregg Voxland, Finance Director; Jamie Polley, Parks, Recreation, and Natural Resources Director; and Judith S. Cox, City Clerk. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mr. McNeill said there were no changes to the agenda. Punt/Heitzman moved to approve the agenda. Motion carried 4-0. Cncl. Lehman arrived at 7:05 p.m. Jamie Polley, Parks, Recreation, and Natural Resources Director, presented Council with the Community Center Improvement Consultant presentation. Ms. Polley said that Park and Recreation Consulting, LLC and Ken Vraa Consulting, LLC will present Council with their analysis of the impacts the Community Center improvements will have on the revenues and expenditures of the department. Oertel Architects will also be presenting to Council the conceptual plan for the senior center and fitness center improvements and provide a cost estimate for the construction of the second sheet of ice, senior center and fitness center. Harvey Feldman of Park and Recreation Consulting presented Council with their fmdings. Mr. Feldman gave Council information and background about their credentials and the processes used in their report over the short period of time they had to prepare it. Ken Vraa of Ken Vraa Consulting presented Council the results of the financial feasibility for the Community Center improvements. Mr. Vraa discussed the project and study scope. He stated the purpose of the study has four objectives which are to assist in developing a defined set of operating and programming functions with sufficient clarity and reality upon which monetization can be determined; to recommend fees and charges for various activities; to define and expected Pro Forma of total income and expense for the various functions; and to present the collected data with sufficient clarity, depth and understanding so that the City's decision makers can be confident to move forward. Mr. Vraa outlined the guiding principles and objectives of the study. He said several meetings with staff were conducted in order to understand current programming levels and declared needs. Financial statements were reviewed, weekly ice schedules and ice usage was reviewed, Community Center membership information was analyzed and geographic location to the Community Center was studied. Official Proceedings of the August 2, 2010 Shakopee City Council Page -2- Mr. Vraa discussed with Council ice pricing, high school ice rental, high school games and association tournaments, Learn to Skate program, public skating session, skate rental and sharpening, open hockey/figure skating time: He also discussed the possibility of using the ice area during non-peak times as "dry floor" time. In his research, he did not find the need for the dry floor activities in Shakopee at this time. Mr. Vraa said in 2012 the projected revenue for the ice area with two sheets of ice would be $566,500. After deducting wages, benefits, and operating costs, there would be a net revenue of $99,350. Mr. Feldman said that the Civic Center and Senior Center revenue for 2012 is approximately. $318,100. After deducting wages, benefits and, operating costs, there would be a net revenue of ($427,645). Coupled with the ice area the net revenue for all three improvements for 2012 would be a loss .($328,295), without building rent. Mr. Feldman then discussed the Civic Center service profile. He said there are three main factors driving the purchase and retention of membership at the Community Center. They are convenience, affordability and value, and quality of fitness instructors. He believes that the market niche for the Community Center is its affordability and value as a fitness center. Mr. Feldman discussed possible rate increases for Community Center memberships that would not be a burden to membership users. Mr. Feldman said the City's agreements with Shakopee Youth Athletic Association and the School District are a very important relationship to continue to foster. Mr. Feldman then discussed the Senior Center for active older adults. Mr. Feldman said that the Senior Center addition would be a service function and not a revenue generator. He said the importance of the Senior Center is critical to the success of the entire Shakopee Community Center. He said the space will address the needs of a weekday gathering place attached to a fitness facility and as a larger space for community and various private functions. Mr. Vraa addressed the performance risks if the project was to move forward. First is the unknown impact on the Shakopee Community Center membership since the YMCA opened in Prior Lake. Second is the lack of staffing levels in the Community Center/Parks and Recreations department. Third is the high energy usage with utility bills for the second sheet of ice. Proactive steps to reduce energy use should be considered whenever feasible. The design of the new addition should also consider energy conservation technology. Fourth is the need to increase rates for ice times. Last is the ice time demands have softened. Council was then given the opportunity to ask Mr. Vraa and Mr. Feldman questions regarding their report. Lehman/Clay moved to recess for a five minute break. Mayor Schmitt re-convened the meeting at 8:37 p.m. Jeff Oertel of Oertel Architects presented Council with a cost estimate and budget for the community center expansion and ice arena expansion based on the current master plan and layout of the building. Official Proceedings of the August 2, 2010 Shakopee City Council ~ Page -3- Mr. Oertel showed Council a simplistic diagram of the master plan for the Community Center with the addition of the ice arena, senior center, additional parking and possible placement for a future aquatics center and turf building. Mr. Oertel then presented Council with project cost estimate for the ice arena. The total cost estimate is $5,870,000.00 (200 seat option, west parking lot only). There would be an additional $400,000 cost to the project if the additiona1500 to 1000 seats were added; or $470,000 for the addition to house teams off of the existing ice area; or $695,000 for addition for team lockers. The total cost estimate for the Community Center renovation and Senior Center would be approximately $3,565,000, with all options, and with the addition of the ice arena the cost would be from $8,250,000 to $10,700,000 depending on any additions approved regarding the Senior Center and ice arena. Gregg Voxland, Finance Director presented Council with the Estimate Tax Impact for General Obligation Debt. Mr. Voxland showed Council a charge of the estimated tax impact for an $8,250,000 and a $10,700,000 G.O. bond issue based on sample assessed value levels. Mr. Voxland said the average assessed value of homes in Shakopee is $200,000 to $250,000. A referendum tax increase for an average home at $8.25 million would be an average of $34 to $42 per year. A referendum tax increase of an average home at $10.7 million would be an average of $44 to $55 a year. These numbers are just for the constructional costs. Operational costs are not included. Mr. McNeill said that the Community Center improvements will be back on the agenda on August 4, 2010 for consideration. Staff will need Council to give direction regarding the size of the ice facility and team rooms, banquet room in the senior facility and if there's support for commercial kitchen to .support the banquet room or congregate dining. He also reminded Council that there is an August 17a' deadline to put this issue up for a referendum vote on November 2, 2010. Lehman/Punt moved to adjourn to Wednesday, August 4, 2010 at 7:00 p.m. Motion carried 5-0. Meeting adjourned at 9:32 p.m. ~~ p~ . .dudith S. Cox ~lCity Clerk Kim Weckman .Recording Secretary