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HomeMy WebLinkAbout5.F.2. Approval of Minutes: August 04, 09, 16, 17 and 24, 2010OFFICIAL PROCEEDINGS OF THE CITY COUNCIL REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 4, 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; Jim Thomson, City Attorney; Judith S. Cox, City Clerk; Bruce Loney, City Engineer/Public Works Director; R. Michael Leek, Community Development Director; Gregg Voxland, Finance Director; and Jamie Polley, Parks, Recreation, and Natural Resources Director. 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 the Scott County Fair. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda. Mr. McNeill had no additions or deletions. LehmanlHeitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the consent agenda. Motion carried 5-0. Lehman/Heitzman offered Ordinance No. 834, Fourth Series, Amending the City's Adopted 2010 Fee Schedule Relating to State Surcharges, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize the appropriate City officials to execute a Cooperative Agreement for construction of a bituminous trail long the west side of CSAH 18, between Horizon Drive and the north leg of CSAH 16. Award a contract to Bituminous Roadways, Inc. for the CSAH 18 Trail Improvements. Authorize the use of Capital Improvement Funds up to $5,000.00 to fund the improvements. (Motion carried under the Consent Agenda) Lehman/Heitzman offered Resolution No. 7028, A Resolution Approving the Plans and Specifications for the Shakopee Valley Marketplace Drainage Repair, Project No. 2009-6 and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to accept the quote from Gopher State Seal coating, Inc. for the price of $38,300.00 and authorize staff to proceed with the 2010 Trail Sealcoat Project. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to declare the 1991 Honda Civic, VIN: 1HGED3645ML024595 and the 1997 Ford Aspire; VIN: KNJLTOSH7V6226783 as surplus property. (Motion carried under the Consent Agenda) Official Proceedings of the August 04, 2010 Shakopee City Council Page -2- Lehman/Heitzman offered Resolution 7023, A Resolution of the City of Shakopee, Minnesota, Regarding Participation in the Safe and Sober Grant, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize the appropriate officials to enter into a contract with Oertel Architects Ltd. for comprehensive architectural services for a new fire station, at a cost not to exceed $197,000, plus expenses. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize the hiring of Sarah Foley as the Recreation Supervisor at Step E of Grade 7 of the City's full-time pay plan, contingent upon the successful completion of the required pre- employment screening. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the bills in the amount of $1,093,788.78 and electronic transfers in the amount of $390,033.48 for a total of $1,483,822.26. (Motion carried under the Consent Agenda) [A list of bills is posted on the bulletin board at city hall for one month following council approval.] Lehman/Heitzman moved to approve the 2010-2011 Goals and Objectives update. (Motion carried under the Consent Agenda) LehmanJHeitzman moved to accept $5,000 from the Carver Scott Statewide Health Improvement Program and allocating it for use by the Employee Wellness Committee. (Motion carried under the Consent Agenda) Mayor Schmitt asked if there was anyone in the audience who wished to speak on a topic that was not on the agenda. No one responded. Mayor Schmitt asked for Council liaison reports. Cncl. Heitzman attended the Downtown Partnership meeting. He also went out with the fire department for the Night to Unite. Cncl. Punt went out with the police department for the Night to Unite. She also attended the Chamber of Commerce meeting. She said Angie Whitcomb, President of the Chamber of Commerce, is working to establish a similar board for the Convention and Visitor's Bureau. Cncl. Punt said that the Chamber of Commerce is sponsoring the Taste of Shakopee. Cncl. Lehman said that Derby Days begins today. He thanked all of businesses, city staff and citizens who contributed to Derby Days.. He also said he attended the Night to Unite. Cncl. Clay attended the Shakopee Public Utility Commission meeting. He said the water nitrate levels in the water supply are looking good. The general water usage is down from previous years. The bids have been approved for the transformers at the Pike Lake substation. Michael Leek, Community Development Director, presented Council with the Listing of Locally Designated Historic Properties. Mr. Leek said that after the June 1, 2010 Council meeting, the Historic Preservation Advisory Commission (HPAC) notified and met with property owners whose homes have been identified as having historical significance in Shakopee. On June 14, 2010 the property owners of the: potential listed properties were provided an opportunity to approach the commission and share their opinions on the proposal. Only two property owners/representatives attended the meeting: Official Proceedings of the August 04, 2010 Shakopee City Council Page -3- The HPAC is recommending to Council to adopt the 12 buildings/sites as historic properties to be added to the present list of 53 locally designated historic properties. ClaylPunt moved to formally accept the 12 building/sites as historic properties and that they be added to the present list of 53 locally designated historic properties. Motion carried 5-0. (CC Document No. 481) Mr. Leek presented Council with the Proposed Metropolitan Council Transit Policies. Mr. Leek said that for about the last 3.5 years representatives of the Suburban Transit Association (STA) have been meeting with representatives of the Metropolitan Council to discuss, and try to arrive at agreement, regarding the distribution of MUST revenues for transit in the region. Mr. Leek said that after approximately two years the System Improvement Study (SIS) was nearing the end and an agreement was near regarding what the distribution of revenues was going to be from MVST. The Transportation Manager for the Metropolitan Council, Arlene McCarthy, came to a meeting and announced that the changing level of MVST,revenues in her view required an entirely new approach. Although STA members were not in agreement with that view, both elected and staff representatives continued with a new set of meetings beginning in December 2008. Metropolitan Council representatives used the series of meetings to propose policies which include revenue distribution but go beyond that to include very specific and lengthy requirements related to bus procurement, vehicle maintenance and transit site ownership. Mr. Leek believes that the policies provide unjustified micromanagement of local decision making authority. Mr. Leek has drafted a letter on behalf of the City Council to send to Peter Sell, Chairperson for the Metropolitan Council, citing disagreements in the adoption of the proposed policies. Discussion ensued regarding the Metropolitan Council's population household projections for Shakopee and the anticipated reduction of funding to 25% which creates problems for expanding services, as well as supporting the Metropolitan Council's future job creation: projections with inadequate transit services. Lehman/Heitzman moved to direct staff to word the letter to Mr. Peter Bell, Chair, Metropolitan Council, regarding draft policies related to transit, stronger per discussion; and, asking for an amendment to the 2030 Comprehensive Plan. Cncl. Heitzman asked if SCALE could also draft a letter to the Metropolitan Council. Mayor Schmitt said he would bring that up to the SCALE board meeting scheduled for August 6, 2010. Mayor Schmitt asked for a vote on the motion. Motion carried 5-0. Mark McNeill, City Administrator, presented Council with the Community Center Improvement Costs. Mr. McNeill said that in follow up to the Monday workshop, Council has asked staff to provide a summary of the community input meeting that was held on July 28th and provide additional summary as what facility cost scenarios might be and additional tax impact as a result of the questions brought up on Monday. Official Proceedings of the August 04, 2010 Shakopee City Council Page -4- Jamie Polley, Parks, Recreation, and Natural Resources Director, presented Council with the Community Center Improvement Cost Scenarios. Ms. Polley said that the basic Senior Center addition which includes a senior entrance, two small meeting rooms, restrooms, and construction fees, would cost approximately $1,530,000. She also provided a break down of add-ons to the Senior Center; $650,000 fora large meeting room; $300,000 for kitchen shell/storage; $350,000 for kitchen equipment. The total cost with add-ons to the Senior Center would be $2,830,000. Ms. Polley discussed costs for the renovation of the current fitness area to include a new floor, child care/programming, etc, misc. interior renovations, staging/temporary cond. for a total cost of $650,000. Ms. Polley discussed the ice arena with the main building addition, ice sheet/equipment and construction fees for a total cost of $5,870,000. Fora 200 seat option with the high school team room addition to the existing sheet the cost would be an additional $470,000... Fora 500-1000 seat option with high school team rooms under bleachers the cost would be an additional $625,000. Ms. Polley then discussed the total package options with and without the additional options stated above. After Council's discussion, the Council agreed on the basic senior center, fitness center improvements, and the ice area with the 200 seat option for a total cost of $8,050,000.00. Mr. McNeill said that staff will refine the bond cost of the agreed upon proposal of $8,050,000. He also said that after meeting with the consultants staff will provide Council with the operation, maintenance, and rental costs on the proposed option at the budget meeting scheduled for August 9, 2010. Mayor Schmitt asked if there were any Council concerns. Cncl. Clay asked if there could be a reduction of paper in the Council packets specifically the report printout of the bills paid. Mr. Voxland said staff would look at other alternatives. Cncl. Clay also asked if there was a way lowering the work table part of the Council desks. Kris Wilson said that over the winter Public Works staff could take a look at lowering it. Mayor Schmitt advised the Council that on August 26, 2010 the 169 Corridor Coalition is sponsoring a river tour and Council and staff are invited. Cncl. Punt advised that she will be traveling to Washington D.C. and said that she would deliver any letters Council would like to write to Congressman Klines' office. Clay/Lehman moved to adjourn to Monday, August 9, 2010 at 7:00 p.m. Motion carried 5-0. Meeting adjourned at 8:38 p.m. J dit~~h S C x ~V, Kim Weckman ~- ity Clerk Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 09, 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 were Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; R. Michael Leek, Community Development Director; Gregg Voxland, Finance Director; Jeff Tate, Police Chief; Craig Robson, Police Captain; Chris Dellwo, Police Captain; Jamie Polley, Parks, Recreation and Natural Resources Director; and. Judith S. Cox, City Clerk. Clay/Punt moved to approve the agenda. Motion carried 5-0. Mark McNeill, City Administrator addressed the Council regarding the Community Center Improvements. Mr. McNeill said that Cncl. Punt requested additional information as to what the consultants might have seen at the Community Center during their walk-through that needs attention in the existing facility. Mr. Vraa of Vraa Consulting did note that there was some water leakage issues from the roof. He also noted that the locker rooms are in need of updating. Mr. McNeill also said that Council asked for additional information regarding revenues versus expenditures relating to the rental amounts the City has charged by practice. Mr. Voxland provided Council with the estimated expenditure figures for 2012. There's an increased operational cost of $139,395 for the Senior Center, $95,300 for the Community Center/Fitness Center, and $96,260 for the ice arena for a grand total of $330,955. Mr. McNeill said that in addition to the cost of operation, maintenance and rent, Council should add about $640,000 a year for 20 years. for bond-dept retirement or approximately $971,000 all together. That figure would be the overall impact on the taxpayers. Mr. McNeill said that if Council needs any additional information from staff, Council should let staff know tonight because Council will need to decide on August 17, 2010 if there will be a referendum on the ballot in November. Councilor Lehman stated that he would rather the police department be at full strength than a referendum; it is poor timing. Ms. Polley, Parks, Recreation and Natural- Resources Director, said she received an update project cost estimate from Oertel Architects that is $8,015,000.00 which is lower than the previous cost estimate provided. Mr. Voxland presented Council with the 2011/2012 budget. Mr. Voxland said that the 2011 budget is very similar to the 2010 budget. Mr. Voxland said that last fall it was portrayed that the 2011 budget projected a $900,000 deficit. That number has been alleviated by different increases and reductions. Official Proceedings of the Shakopee City Council August 9, 2009 Page -2- Chief Tate presented Council with the Police Department budget. Chief Tate discussed the police department's mission, expectations and the Police Services Master Planning Taskforce goals. There is an increase of prosecution costs, rentals and IT rentals, fuel and ammunition. Chief Tate said that the department is asking that the vacant sergeant position that hasn't been filled be left vacant, and instead be filled with a patrol officer. Captain Robson presented Council with the Police Departments activity levels for 2009.. Capt. Robson said there were 17,722 calls for service which is down from previous years. He said the clearance rate is at 50% for 2009 which is above the state average. He also said there was an increase of burglaries, robberies, assaults, drug related crimes, financial crimes and other major cases. Chief Tate discussed the staffing ratios with Council. He said that 47 sworn officers would be a 1.34 staffing ratio per 1000 residents in 2011 which is manageable. He would recommend 50 sworn officers, but understands that the funds aren't there. However, he said anything lower than 47 might affect the department. Chief Tate responded to questions from council members. Michael Leek, Community Development Director presented Council with the budgets for the Planning Department, Building and Inspections, Economic Development Authority (EDA), and the Transit Budget. Mr. Leek said that the revenue for transit operations from the Minnesota Vehicle Excise Tax (MVEST) is reduced considerably resulting in a December 31 fund balance of $1,237,975 in 2011 and $728,555 in 2012. Mr. Leek said that there were no funds budgeted in 2010 for the facade improvement program in the EDA budget, but he is requesting budgeting $50,000 in 2011 .and 2012. There was a consensus to include an EDA Levy of $80,000. Mr. Leek said the Planning budget does not include any new hires and is a hold the line budget. The Building Inspection budget has an increase to the 2010 budget of $765,660 to $801.10 for 2011 and to $790,800 for 2012. He mentioned raising some fees in 2011 because they are not covering the costs. Mr. McNeill presented Council with the Mayor and Council budget. The MayorlCouncil budget has a 4.6% decrease for 2011 and is flat for 2012 with a budget of $198,290 in 2011 and $199,730 in 2012. Mr. McNeill said that the City of Shakopee has been invited to join the Municipal Legislative Commission for a one year test drive for a fee of $3,950.00. If the City decides to continue with them the fee would be increased to $7,900.00. Mr. McNeill said that he would like Council to read the literature and respond at a later date. Mr. McNeill explained the staffing in the administration division and noted that the proposed budget is increasing 4.5% in 2011 and 4.5.0% in 2012 and is mostly due to the rental charges. He said that administration includes human resources, communications and telecommunications. Official Proceedings of the August 9, 2009 Shakopee City Council Page -3- Kris Wilson, Assistant City Administrator, presented Council with the Administration Budget which includes General Administration, Human Resources, Communications and Telecommunications. Ms. Wilson said the General Administration budget for 2011 is 338,050 and $353.140 for 2012. The HR budget for 2011 is $206,270 and $214,480 for 2012. The Communication budget for 2011 is $66,970 and $68,420 for 2012. Ms. Wilson discussed the Telecommunication budget which went through a significant change coming into 2010 when the Telecommunication Fund, which used to be a stand alone fund, was disbanded and became a part of the General Fund. The revenues from the cable franchise and PEG fees now, go into the General Fund rather than staying in the Telecommunication Fund. Due to this change the 2011 budget is $178,740 and $190,660 for 2012. Ms. Wilson discussed the Facilities/Maintenance budget which is responsible for the ongoing maintenance of cities buildings. Ms. Wilson said the 2011 budget is down to $214,610 and $214,850 for 2012. The Information Technology budget has also undergone a major change in which an internal service fund was created. Creating the internal service fund significantly reduced the annual operating budget which covers staffing costs. The 2011 budget is $207,240 and $216,210 for 2012. Ms. Wilson discussed an improvement request for an upgrade to the City's Laserfiche software at a cost of $51,500. The Library/Congregate Dining budget request for 2011 is $304,330 which is down 8.37% and $303,540 for 2012. Judy Cox, City Clerk, presented Council with City Clerk budget. Ms. Cox said the budget is $327,180 for ZO11 and $365,040 for 2012. The increase in 2012 is due to the increase in election costs for the primary and general elections and is primarily for the additional election judges that are needed. Gregg Voxland, Finance Director, presented Council with Finance Department budget. The requested budget for 2011 is $794,600 and $816,040 in 2012 which includes the lodging tax. Punt/Heitzman moved to adjourn Monday, August 16, 2010. Motion carried 5-0. The meeting adjourned at 9:27 p.m. ~? i Judith S. Cox ~: City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 16, 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 were Mark McNeill, City Administrator; Gregg Voxland, Finance Director; Jamie Polley, Parks, Recreation & Natural Resources Director; and Judith S Cox, City Clerk. Punt/Heitzman moved to approve the agenda. Motion carried 5-0. Brad Tabke, representative for Shakopee Recreation: Bringing People Together (SR:BPT) group presented Council with a presentation regarding needs for community center improvements and a need for a referendum for the November ballot for these improvements. Mr. Tabke discussed the proposed improvements to the Community Center which include a second sheet of ice, a second floor to the fitness center and a senior center at an estimated cost of eight million dollars. Mr. Tabke said that if the referendum passes it will be set at an additional tax cost of $36 dollars per household. This is based on an average house value. of $230,000. The operational costs are approximately $19,000 in 2012 for the improvements. In 2013, it's possible that the operational costs will break even and revenue positive for 2014. Mr. Tabke also said there will be building rent at a cost of $589,200 for 2012 and it will increase each year. This means there will be an additional tax levy of $18 per household for a grand total of $54 per household as long as the referendum is non-taxable. Todd Hallet of the Shakopee Hockey Association and.Ione Theis, president of the Senior Club, also presented Council with their prospective of the Community Center improvements. Mr. Hallet stated that these improvements are not wants but needs for the community and feels the proposed design. plan is conservative and that a referendum will pass in November. Mr. Tabke said that the improvements are needed now because of the lack of ice time, over crowding in the fitness center area and the needed space for the senior population of Shakopee. He also said that construction costs are low which would also benefit the citizen's of Shakopee and. may possibly reduce the price of the estimate. Mr. Tabke said that the group has been working on marketing strategies if the project goes to referendum. Mr. Tabke said that the group, SR:BPT, will be distributing letters, brochures, and putting up signs prior to the election. They will also behaving neighborhood meetings, and will be going door to door to explain why this is an important issue. Mr. McNeill reminded Council that the recommendations for a bond referendum for the Community Center improvements -are on the agenda for Tuesday, August 17tH C1ayJLehman moved to recess for a break. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 7:40 p.m. Also present were Bruce Loney, City Engineer/Public Works Director, and Michael Hullander, Public Works Supervisor. Official Proceedings of the Shakopee City Council August 16, 2009 Page -2- Bruce Loney, City Engineer/Public Works Director presented Council with the 2011 Public Works and Engineering budget. Mr. Loney reviewed what the city owns, 155 miles of streets, 3,636 traffic signs, 138 miles of sanitary sewer and three gravity lift stations, 84 miles of storm sewer, one lift station and ponds, 11 miles of alleys, most are. gravel, 55 miles of sidewalks and 39 miles of trails that we maintain, 2056 street lights, parks, trees, 19 parking lots with a total value of $217,500,000: He explained that this is what the City owns and this is what we need to look at within our budget. Mr. Loney identified the 2011 projects that are possible within the Engineering Division. He said that the Engineering- budget is essentially the same for 2011 as it was in 2010 with the same level staffing and an increase in the Logis/software-object due to the IT rental charge being implemented this year. The requested 2011 budget is $661,630 and $679,630 for 2012. Mr. Loney said in Street Maintenance he is asking that the existing vacant position be filled. In addition, make the Public Works Technician a permanent position and he is proposing a permanent lead in the Street Maintenance•area for 2011. The requested 2011. budget is $2,059,740 and $2,071,630 for 2012. - The Sanitary Sewer fund budget proposal for 2411 is $3,969,385 and $4,356,340 for 2012. Mr. Loney stated that we need to review the utility rates after additional data is received. For Fleet Maintenance (which takes care of the vehicles in the City) the major change would be a $35,000 increase for the purchase of the Gasboy fuel system upgrade. Mr. Loney also asked for a permanent lead position and also to review the mechanic apprentice position and consider a promotion to a mechanic position for 2011. The proposed 2011 budget for the Fleet Maintenance division is $122,330 for 2011 and $99,830 for 2012. Mr. Hullander explained the need for the Gasboy fuel system upgrade. Mr. Loney said that in the Park Maintenance area a major item would be a reduction in pavement preservation with the usage of park asset funds on trail overlays or reconstruction for 2011. Other changes include a recommendation for a permanent lead for the entire year. The proposed budget for the Park Maintenance division is $1,576,910 for 2011 and $1,650,810 for 2012. Mayor Schmitt asked if there were any other Council concerns. Cncl. Heitzman asked staff for a chart depicting the difference in a 50 year depreciation vs. a 30 year depreciation on the Commuzuty Center improvements. Mr. McNeill said he would provide Council with that information at the next Council meeting on August 17, 2010. Heitzman/Punt moved to adjourn to Tuesday, August 17, 2010 at 7:00 p.m. Motion carried 5-0. The meeting adjourned at 8:34 p.m. ~~~~~. ;~ Ju }"~h S. Cox Ci'dt'y Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 17, 2010 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Matt Lehman, and Pat Heitzman present and Cncl. Pamela Punt arrived at 7:02 p.m. Also present were Mark McNeill, City Administrator; .Kris Wilson, Assistant City Administrator; Jim Thomson; City Attorney; Judith S. Cox, City Clerk; Bruce Loney, City Engineer/Public Works Director; R. Michael Leek, Community Development Director; Gregg Voxland, Finance Director; Jamie Polley, Parks, Recreation, and Natural Resources Director; and Jeff Tate, Police Chief/Emergency Management Director. -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/Lehman moved to approve>the agenda. Motion carried 4-0. In the Mayor's Report Mayor Schmitt said he attended Derby Days. Cncl. Punt arrived at the meeting. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda. Mr. McNeill had no additions or deletions. Cncl. Lehman asked to remove S.F.4, Policy for Private Activity Revenue Bond Financing -Resolution 7031 and S.F.S., Amending Fees for Private Activity Revenue Bond Financing. Lehman/Heitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the consent agenda. Motion carried 5-0. Lehman/Heitzman offered Resolution No. 7029, A Resolution Ordering a Preliminary Engineering Report for the 2011 Street Reconstruction Project, and moved its adoption; authorized the appropriate City officials to execute an agreement with ITCO Allied Engineering Company to perform soil borings; and authorized the appropriate City officials to execute an agreement with WSB & Associates, Inc. to perform engineering services. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to accept the quote from Minnesota Dirtworks, Inc. in the amount of $44,483.75 for the Shakopee Valley Marketplace Drainage Repair, Project No. 2009-6. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to accept, with regret, the resignation of Karen Johnson from her position as a Police Officer with the Shakopee Police Department effective August 17, 2010. (Motion carried under the Consent Agenda) Official Proceedings of the August 17, 2010 Shakopee City Council Page -2- Lehman/Heitzman moved to approve the bills in the amount of $1,417,007.58 and electronic transfers in the amount of $409,804.32 for a total of $1,826,811.90. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the minutes of 3uly 20, 2010 and August 2, 2010. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the application and grant a temporary on-sale liquor license to Shakopee Area Catholic School, 2700 17 Avenue East for October 1, 2010. (Motion carried under the Consent Agenda} LehmanlHeitzman moved to authorize appropriate City staff to purchase 35 desktop computers from TigerDirect and two laptop computers from Dell for an amount not to exceed $30,000. (Motion Carried under the Consent Agenda) Mayor Schmitt asked if there was anyone in the audience who wished to speak on a topic that was not on the agenda. No one responded. Mark McNeill, City Administrator, presented Council with the Preliminary Approval for Issuance of a Conduit Revenue Note for the Benefit of St. Gertrude's Health Center. Mr. McNeill said that Kevin Rymanowski of Benedictine Health Systems would be presenting what the bonds would be used to finance. Kevin Rymanowski of Benedictine Health Systems stated that St. Gertrude's Health Center has requested that the City issue atax-exempt conduit revenue note in the maximum amount of $6,500,000 on its behalf in order to provide financing for the cost of the acquisition, construction, and equipping of an approximately 40,500 square foot three-level building expansion with 30 new licensed skilled nursing facility beds, expanded therapy space, a large education area, a staff lounge, laundry, housekeeping, and central supply areas and. storage space, and private patient rooms at the Borrower's Health and Rehabilitation Center. Julie Eddington, bond counsel, Kennedy and Graven, explained that the City will charge an administrative fee for the bonds to help with their staff costs but the bonds themselves will be sold to the public and whatever interest rate it is sold to the public at is what St. Gertrude's will pay so there won't be any additional interest for the City to pay. Lehman/Clay offered Resolution No. 7033, Resolution Giving Preliminary Approval to the Proposed Issuance of a Revenue Note Under Minnesota Statutes, Section 469.152 through 469.1651, as amended; Authorizing the Publication of a Notice of Public Hearing; and Establishing the Date for a Public Hearing Regarding the Issuance of a Revenue Note, and moved its adoption. Motion carried 5-0. Mayor Schmitt asked to dicuss business removed from the Consent Agenda. Cncl. Lehman asked to remove S.F.4., Private Activity Revenue Bond Financing -Resolution No. 7031 because he's wondering what prompted the changes. Official Proceedings of the August 17, 2010 Shakopee City Council Page -3- Gregg Voxland, Finance Director, said that the City has not had a formal written policy concerning issuance of tax exempt revenue bonds for private activities, i.e. conduit bonds. As a result of the IRS examining tax exempt financing more, we adopted a policy resolution last November on tax exempt finance the City issues and at the same time our bond Council prepared one for private activity bonds which wasn't brought forward yet. The application of St. Gertrude's brought this to the forefront again. Punt/Heitzman offered Resolution No. 7031, A Resolution Adopting a Private Activity Revenue Bond Policy, and moved its adoption. Motion carried 4-1 with Cncl. Lehman opposed. Cncl. Lehman asked for the removal from the Consent Agenda of S.F.S, Private Activity Revenue Bond Financing Fees because the fees have all been reduced and wants to know if they are consistent with the Springsted Study of services supplied. Mr. Voxland said the fees for the Private Activity Revenue Bond Financing was not a part of the Springsted study. He did say that the fees have been increased and brought into compliance with the policy just adopted. Lehman/Clay offered Ordinance No. 836, Fourth Series, an Ordinance of the City of Shakopee, Minnesota Amending the City's Adopted 2010 Fee Schedule far Commercial/Industrial/Mortgage Revenue Bonds, and moved its adoption. Motion carried 5-0. Mayor Schmitt asked for Council liaison reports. Cncl. Heitzman and Cncl. Punt had nothing to report. Cncl. Lehman said that Derby Days was a success. He also had a question regarding the concrete replacement needed on the road construction project in his neighborhood due to the significant rainfall. He is wondering if the contractor is paying for the replacement. Mr. Loney stated that it's the responsibility of the contractor to replace the concrete at their cost. Cncl. Clay attended the Shakopee Public Utility Commission meeting. Due to all the rain this summer, SPUC has experienced a revenue loss from water. He said that there have been 28 applications received for the Water Superintendant's position that is open. Clay/Punt moved to recess for an Economic Development Authority meeting at 7:29 p.m. Motion carried 5-0. Mayor Schmitt re-convened the meeting at 7:33 p.m. Michael Leek, Community Development Director, presented Council with the Rezone Property from Highway Business (B-1) to Light Industry (I-1) Zone, and Comprehensive Plan Amendment to Guide the Property for Industry Use. Mr. Leek said that Liberty Properties, LLC made application for Comprehensive Plan Amendment to guide property that they were interested in buying for industrial use, and to rezone the property from Highway Business (B-1) Zone to Light Industry (I-1) Zone. The property is located at 7800 Highway 101 East and is approximately 5.6 acres in size, consisting of two parcels with several buildings occupying a majority of the site. A third parcel was subsequently added. Official Proceedings of the August 17, 2010 Shakopee City Council Page -4- Mr. Leek said the Planning Commission reviewed this request and recommended approval of the rezoning and Comprehensive Plan Amendment to the City Council for the three parcels. He noted that the rezoning cannot become effective until the Metropolitan Council approves the Comprehensive Plan Amendment. Lehman/Heitzman offered Resolution No. 7030, Approving a Request to Amend the Comprehensive Plan to Guide Properties for Industrial Use, and moved its adoption; and offered Ordinance No. 835, Approval of a Request to Rezone Property from Highway Business (B-1) Zone to Light (I-1) Industry Zone, and moved its adoption. Motion carried 5-0. Mr. McNeill presented Council with the Consideration of a Resolution Determining the Necessity for the Issuance of General Obligation Bonds and Calling a Special Election for Community Center Improvements -Resolution No. 7034. Mr. McNeill said that over several meetings the Council has heard the proposal to construction improvements to the Community Center at a cost of $7,855,000. Mr. McNeill reviewed the rental rates. for 35 years and 50 years. Because the difference is minimal, the consensus of the Council is to stay with the 35 year rental rates (depreciation). Clay/Heitzman offered Resolution No. 7034, A Resolution Determining the Necessity for the Issuanceof General Obligation Bonds and Calling a Special Election Thereon, and moved its adoption. Discussion followed. Cncl. Lehman doesn't feel the Community Center improvements are a necessity and its not good timing from an economical standpoint. He would prefer staffing the police deparhnent to 1.5 officers to 1,000 population. Cncl. Punt agreed with Cncl. Lehman that the timing to ask our citizens is not setting up the Shakopee Recreation: Bringing People Together group for success which is her primary concern. Cncl. Heitzman said if the project is put off the costs would increase and there would be a loss of interest from the citizen's of Shakopee. Cncl. Clay said now is the time to move forward with the project because the construction costs are low as well as the bond rates. He doesn't have a problem with the voters deciding and there is not a large cost to put the question on the ballot this fall. Mayor Schmitt also agrees with Cncl. Clay and Heitzman that the construction costs are low as well as the bond rates. He also feels that the project is a positive contribution to the community. He supports the project as presented Mayor Schmitt asked for a vote on the motion. Motion carried 3-2 with Cncl. Lehman and Cncl. Punt opposed. Lehman/Heitzman moved to take a 10 minute recess. Motion carried 5-0. Official Proceedings of the August 17, 2010 Shakopee City Council Page -5- Mayor Schmitt re-convened meeting at 8:40 p.m. Jeff Weyandt, Assistant City Engineer, presented Council with the Assessment Policy Revisions. Mr. Weyandt said the policy revision is to eliminate assessments on overlay projects. Each year staff has informational meetings with residents and there always seems to be concern if an overlay project is a maintenance activity and should it be included in their taxes. Mr. Weyandt said that the current policy is to assess 30°l0 of an overlay project. Mr. Weyant said the benefits for not assessing projects are a cost savings and it would give the flexibility to be able to add streets to the project after receiving bids. Mr. Weyandt discussed the ways to fund overlay projects, which is to take the money out of the State Aid Street Fund. He also said, that if the policy is adopted, staff would like to eliminate the assessments planned for this year's project. Mayor Schmitt. would prefer to fund overlay projects out of the department budget as opposed to using state aid funds. Lehman/Punt offered Resolution No. 7025, A Resolution Amending the Special Assessment Policy (with regards to street overlay projects), and moved its adoption. Motion carried 4-1 with Mayor Schmitt opposed. PuntlHeitzman moved to direct staff not to assess the 2010 Bituminous Overlay Project No. 2010-2. Motion carried 5-0. 3eff Tate, Police Chief/Emergency Management Director, presented Council with the Proposed Rental Housing Ordinance. Chief Tate said that in the past there have been discussions regarding rental housing ordinances with no clear direction. He said the issue has been brought forward again and asked if Council would like staff to fiirther explore. If Council directs staff to move forward, he would like Council to give direction on what parameters to follow for a proposed ordinance. Chief Tate said that staff has reviewed ordinances in other cities. He discussed the benefits of a rental ordinance. He said that it provides guidance far maintenance issues, provides a data base of owner information and contact information of rental units, and provides for the community as a whole that rentals are safe, secure, sanitary, and free from criminal activities. Chief Tate said that from a police department perspective, if the Council believes it would be desirable to implement a rental housing registration/licensing program, it would be desirable and suggested that the crime free multi-housing program be incorporated into the program. Mr. Leek, Community Development Director, said that he has looked at ordinances and programs throughout the metro area. He said that there are more communities that have adopted programs. He said a registration program provides the opportunity for the crime free multi- housing program to be involved and provides a database of owner and contact information. Official Proceedings of the August 17, 2010 Shakopee City Council Page -6- Jim Thomson, City Attorney, said that staff is looking for direction, is this something the City wants to do and at what level because codes can range from simple registrations of rental property to getting rental units to participate in the crime free multi-housing program or is the Council interested in maintenance issues of rental properties and tenant quality. ClaylPunt moved to direct staff to come back to Council with an example of what a rental housing ordinance would look like if it included all rental dwellings, that included all of the issues Mr. Thomson discussed along with a fee schedule for rentals and additional staffing costs to implement this ordinance. Discussion followed. Cncl. Lehman said if an ordinance is passed he would like to start with the larger units (14 +) and have them participate in the crime free multi-housing program. Joseph Ditto, 9010 Whispering Oaks Trail, addressed the Council. Mr. Ditto said he's a licensed real estate investor, licensed real estate agent and general contractor. He said he buys houses and rents them out. His concerns are that there are too many home rentals and townhouse rentals with the owners inexperienced in renting property. He also said he likes to rent houses in Shakopee because there aren't regulations on landlords. He said he would look for other communities to rent out properties if there were regulations in Shakopee. Mayor Schmitt asked for a vote on the motion. Motion carried 4-1 with Cncl. Lehman opposed. Mayor Schmitt asked if the were any Council concerns. Cncl. Clay said he received a call from a citizen regarding the bathrooms at Huber Park being locked much of the time. Mr. McNeill said he would check into that. Clay/Lehman moved to adjourn to Tuesday, August 24, 2010 at 7:00 p.m. Motion carried S-0. Meeting adjourned at 9:24 p.m. ~. dith S. Cox City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 24, 2010 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Pamela Punt and Pat Heitzman present. Cncl. Lehman was absent. Also present were Mark McNeill, City Administrator; Jamie Polley, Park, Recreation & Natural Resources Director; Rick Coleman, Fire Chief; and Judith S. Cox, City Clerk. Also present at the meeting were Mike Menke, Chris Brinkhaus, Paul Westveer and Tom Weckman representing Jackson Township Board and LuAnne Lemke, John Weckman, Kevin Theis, Robert Pieper and. Lolita Driscoll representing Louisville Township Board. Mayor Schmitt asked if there were any changes to the agenda. Mr. McNeill said that due to the absence of Gregg Voxland, Finance Director, items 7 -Internal Service Fund, 8 -Direction on Improvement Packages and 9 -Budget Recap be deferred to the Monday, August 30, 2010 meeting. Mayor Schmitt acknowledged the changes but no action was taken. Rick Coleman, Fire Chief, presented the Council with the 2011/2012 Fire Department budget. Chief Coleman read the fire department's mission statement and goals for 2011-2012. Chief Coleman said that in 2009 there were 517 calls which is down due to a decrease of false alarm calls. Chief Coleman showed charts of the calls for service from 2001 to 2009 as well as by location. Charts were also displayed of call types by township. Chief Coleman said the total budget request for 2011 is $1,945,360 and $1,976,950 for 2012. Chief Coleman discussed for the township board members the architectural plans for the new fire station that will be located on Vierling Drive near Adams Street. Also discussed were the fire service area maps and other future fire department sites. LuAnne Lemke, Louisville Township Clerk, advised that according to their 2030 comprehensive plan, they are restricted on development to one per 40 acres. She suggested that there maybe a need to visit the need for station #4. Mayor Schmitt also noted that due to the acquisition of property by the Shakopee Mdewakanton Sioux Community (SMSC) about 2,000 roof tops have been taken out of future development. Jamie Polley, Parks, Recreation and Natural Resources Director presented Council and Township members the budgets for her department. Ms. Polley discussed the Park and Recreation mission statement and staffing. The 2011 revenue budget will decrease by 1 % and expenditures will increase by 1 % for a total budget of $1,056,870 and in 2012 $1,101.,910. Ms. Polley also said that the revenue generated by the pool this summer was very favorable due to the hot weather. Official Proceedings of the August 24, 2009 Shakopee City Council Page -2- Ms. Polley presented the Natural Resources budget. She discussed the mission statement and services provided. There is a requested increase of 5.25% for 2011 for a total budget of $58,400. Ms. Polley said that as part of the budget there is an improvement option for Council to reconsider filling the Natural Resources Coordinator position which has been vacant since November, 2008. The total cost for salary and benefits is $84,227. Ms. Polley presented the 2010-2014 Park Capital Improvement Program (CIP). She stated that revenue is dependent upon cash received from developers. She explained that the interfund loan repayment for Huber Park and the loss of fees due to the slowdown in development are factors affecting the CIP. Ms. Polley discussed committed projects such as the Park Signage.as well as high priority projects like the Greenfield/Park Meadows Park, Riverside Bluff/Fields Park playground and Westminster Park bathroomslwarminghnuse. Additional proposed projects include an off- leash dog area and the Quarry Lake Park, if public access is obtained. She advised that Council will be provided options to consider at the next budget meeting on Monday. Ms. Lemke asked if the council has looked at the township fees for participation in recreation activities. There was discussion regarding the $36 one time non-resident fee that was implemented last year. Ms. Polley responded that the Park Director's staff will be looking at this, looking at doing something more efficient. Clay/1'unt moved to adjourn to Monday, August 30, 2010 at 7:00 p.m. Motion carried 4-0. The meeting adjourned at 8:15 p.m. ~• ~a~dith S. Cox City Clerk Kim Weckman Recording Secretary