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HomeMy WebLinkAbout01/31/1990 TENTATIVE AGENDA ADJ.REG.SESSION SHAKOPEE, MINNESOTA JANUARY 31, 1990 Mayor Gary Laurent presiding 1] Roll Call at 5: 00 P.M. 2] Approval of Agenda 3] Continuation of worksession on Council precedures, working relationships, and other related items - bring item 3 from January 16th agenda 4] Other business: a] �,J � a�cs� e )'"f{ b] c] 5] Adjourn. Dennis R. Kraft City Administrator MEMO TO: Dennis R. Kraft, City Administrator FROM: Barry A. Stock, Assistant City Administrator RE: City/Chamber Joint Industrial Meeting DATE: January 24 , 1990 INTRODUCTION: The Community Development Commission One Year Work Plan included coordinating a special meeting with the representatives from the industrial sector in our community. An informational meeting with the industrial sector has been scheduled for Thursday, February 1, 1990, 4 : 30 p.m. at the Canterbury Inn. All Council members are welcome and encouraged to attend. BACKGROUND: In the past, staff has heard comments from business representatives in the Industrial Park regarding the City' s attitude toward industrial development. For the past several years, a general theme has developed among the business leaders in the Industrial Park that they are unwanted and the City of Shakopee does not listen to their concerns or needs. In an effort to improve our image and working relationship with the industrial sector, the Community Development Commission felt that a forum needed to be developed which would allow industrial representatives the opportunity to meet with City officials and discuss their concerns face to face. Therefore, in cooperation with the Chamber of Commerce, the Community Development Commission has set a date for an informational meeting with representatives from the industrial sector. Shown in attachment #1 is a letter that was sent by the Chamber of Commerce to all industries located in Shakopee. Shown in attachment #2 is an agenda for the meeting. The agenda is broken down into several segments which will allow representatives from the state, city and county to inform local industries of the future direction of our community as it may relate to specific issues. Following the formal presentations, persons in attendance will have the opportunity to meet with the various state and local representatives to discuss specific issues and to answer questions. ACTION REQUESTED: If you are interested in attending the meeting, please notify me at the January 31, 1990 City Council meeting. Attachment #1 CSIlhakopee CHAMBER OF COMMERCE CONVENTION & VISITORS BUREAU January 22 , 1990 Dear Neighbor, The Governmental Affairs Committee of the Shakopee Chamber of Commerce, working in conjunction with the City of Shakopee, has organized an informational and round table session for Shakopee area industry. This informational meeting will be held Thursday, February 1 , 1990 at Canterbury Inn. The focus of this meeting is to insure that local industry is not only informed of the direction of local , county and state government on issues that affect industry but to allow one on one dialogue with your representatives. As you can see by the attached agenda the topics have a direct effect on your business. It is important that those who help form the direction on these issues are given that direction from those who live with the consequences. We therefore strongly encourage one or more representatives from your business to attend this important meeting. If you cannot attend yourself, please send one or more people to represent your company. Sincerely, Rangy Laurent President RL/dbs enc. 1801 Trunk Hwy. 101 P.O. Box 203 Shakopee, Minnesota 55379 612-445-1660 Attachment #2 AGENDA CITY/CHAMBER JOINT INDUSTRIAL MEETING Thursday, February 1 , 1990 4 : 30 pm Cocktails and Reception 5:00 pm A. Welcome and introductions - Stan Nymeyer, Toro Shakopee Chamber of Commerce 5: 10 pm B. Speakers 1 . Representative Becky Kelso ( 5 minutes) 2 . Mayor of Shakopee Gary Laurent ( 5 minutes) 3 . Mark Stromwall - Scott County Transportation ( 5 minutes ) Coalition 4 . Jon Albinson - Canterbury Business Park ( 5 minutes) 5. Nancy Christensen - Minnesota Chamber of ( 5 minutes) Commerce and Industry Labor Management Spokesperson 5:50 pm C. Comments and Close - Stan Nymeyer 6:00 pm D. Break to Round Table Discussions 1 . City of Shakopee / Community Development Commission 2 . State Legislature / Workers Compensation 3 . Shakopee Area Chamber of Commerce 4 . Scott County 5. Canterbury Business Park FOR INFORMATION ONLY! This policy adopted in 1987 CITY OF SHAKOPEE BOARDS AND COMMISSIONS GUIDELINES FOR APPOINTMENTS AND OPERATION Purpose And Need For A Policy It is the Council 's desire to assure equal and open access to the selection process for all City Council appointed boards and commissions. The Council, therefore, sets up the following recruitment and selection process for members to all Council boards and commissions. Policy The boards and commissions, except Shakopee Public Utilities Commission and Shakopee Community Recreation, shall be advisory bodies to the City Council charged with the responsibility of researching, reviewing and making recommendations on related issues. It is the policy of the City of Shakopee to obtain the best possible appointments for boards and commissions through a standardized recruitment and selection process. SECTION A. APPOINTMENTS: I . Qualifications and Procedures A. All persons making application to the City Council for a position on a board or commission shall be residents of the City of Shakopee, except where the enabling resolution states otherwise. B. Persons interested in being considered for appointment or reappointment to a City board or commission shall complete an "Application for Council Advisory Board and/or Commissions" form furnished by the City. C. No person shall serve as a regular voting member on more than two boards or commissions. D. When an individual 's regular employment may potentially cause a conflict of interest with the normal items of business of a City board or commission, he or she shall divulge such possible conflict in writing prior to the consideration for appointment. Prior to making an appointment, the City Council shall determine whether or not such potential conflict of interest would preclude the appointment of the applicant. -2- E. Anyone already holding an elective County, State or Federal office shall not be eligible to serve in a regular voting position on any of the boards or commissions. F. No permanent full-time or part-time City of Shakopee employee shall hold a regular voting position on any board or commission except employees may serve as ex- officio (non-voting) members. G. A diversity of professions and occupations should be represented on all boards and commissions and, as a general guideline, at no one time should one-third of any one board be comprised of individuals of like professions or occupations. H. As a general guideline, the members of each board or commission should be comprised of members representing a wide range of civic groups and interests. II . Recruitment and Selection Ninety days prior to the expiration of commission terms each year, the Council shall be advised of the pending vacancies and the attendance record of the individuals whose terms are expiring, should those individuals be eligible for reappointment. At that time the Council shall consider the reappointment of those individuals. Should the Council determine that the individuals merit reappointment, they will be contacted to determine if they wish to seek reappointment. Council will also announce the vacancies on the City commissions at least sixty days prior to the expiration of commissions terms each year and applications will be accepted from all interested citizens of Shakopee. Sixty days prior to the expiration of commission terms each year, a notice of the expiring terms shall be placed in the official newspaper, posted on the bulletin board at the First National Bank of Shakopee, Citizens State Bank, Post Officer and Library (if a bulletin board exists) and sent to the Chamber of Commerce, Shakopee Jaycees, Lions, and any other local organizations the Council so desires. Thirty days prior to the expiration of commission terms a committee comprised of three Councilmembers and the City Administrator will meet to review all applications and interview applicants, including incumbent members whose terms are expiring and who wish to seek reappointment. The qualifications of the members of the commission shall be those that in the judgement of the committee are representatives of the Community and are qualified by training, experience and interest for the fulfillment of the commission's responsibility. The committee shall recommend all qualified candidates per position to the Council for consideration. -3- III . Nominations and Appointments Nominations and appointments shall be made annually by the Council in January, pursuant to Resolution No. 2206, A Resolution Setting Forth City Council Procedural Policy On Appointments to City Boards And Commissions. (Pursuant to Res. 2559 , Appointments to Shakopee Public Utilities Commission shall be made in January and shall become effective April 1st. ) SECTION B: OPERATIONS: This section pertains to the operations of various advisory boards and commissions of the City of Shakopee. The Shakopee Public Utilities Commission and Shakopee Community Recreation are not advisory and do make their own policy which they deem in the best interest of the community. I. Attendance A. Should a board/commission member be unable to attend a meeting, it shall be his/her responsibility to contact City staff 24 hours in advance of the scheduled meeting date. Failure to do so shall count as an unexcused absence. B. Attendance at the meetings of these advisory bodies is critical to their effectiveness; therefore, one unexcused absence, three consecutive excused absences, or absence at more than 25% of the meetings in a six month period will cause the board/commission chairperson to review the nature of the absences with the member and, pending the outcome of that review, it may be necessary for the chairperson to forward a recommendation to the board/commission as a whole for discussion and recommendation to the City Council that the member of the board/commission be removed for poor attendance. C. Individual boards/commissions may grant extended leaves not to exceed 6 months in length at the request of a board/commission member; provided, however, that the board/commission is comprised of six or more members. During the extended leave the vacated seat shall not apply to the quorum requirements of the board or commission. II . Terms of Office All members shall be appointed for the term stated in the City Code or in the enabling resolution establishing the board or commission; however, said term may be terminated early by the Council . Each member may serve a maximum of three (3) consecutive terms. For purposes of this policy, an incumbent at the time of writing of this policy shall be considered to -4- be serving his/her first term and shall be eligible for two additional terms. Any person appointed to fill the remainder of a term shall eligible for three terms, beginning on his/her next appointment date. III . Compensation There is no statutory provision for compensation to volunteers serving on municipal boards and commissions. The City will however, pay for training workshops, milage, meals and lodging for members attending budgeted board/commission functions. IV. Orientation Program It is in the best interest of the City to provide basic information to all board/commission members about the City, the purpose and responsibility of the board/commission, and additional information to help the member to perform intelligently in his/her position. The City will, therefore, conduct an annual Orientation Program for all board/commission members appointed since the last orientation program. Members appointed to a board/commission in the middle of the year (because of a resignation) shall meet with the department head staffing the board/commission prior to assuming his/her position. This member will also be expected to attend the next annual Orientation Program. Members not attending an annual orientation meeting during their 1st two years of service may be removed by the Council. V. Annual Board/Commission Organizational Meeting In February the members of a board/commission shall elect a Chairperson from among its appointed members for a term of one year and they may create and fill such other offices as they may determine. No member shall serve as chairperson until after he/she has served one full year on the board/commission unless there is no member with one years experience. Roberts Rules of Order (Newly Revised) shall govern all meeting as to procedural matters not set forth in the Statutes or City Code; with one exception, when an extended leave is granted by a board/commission, the vacated seat shall not apply to the quorum requirements of the board/commission. A record shall be kept of all transactions and findings which record shall be a public record. APPLICATION FOR COUNCIL ADVISORY BOARDS AND/OR COMMISSIONS City of Shakopee 129 East 1st Avenue Shakopee, MN 55379 We welcome you as a possible applicant for one of our City Boards and/or Commissions. What are the qualifications for serving on these advisory Boards and Commissions? You must be a resident of Shakopee, except where non residency is permitted by Council resolution, and more importantly, you must have an interest in serving your community. The Boards and Commissions meet during the evening and typically have from one to two meetings per month, as follows: Planning Commission/Board of 1st Thursday after 1st Adjustments and Appeals Tuesday at 7 : 30 p.m. Community Development Commission 3rd Wednesday at 5: 00 p.m. Energy & Transportation Committee 3rd Wednesday at 7 : 00 p.m. Ad HOC Downtown Committee 2nd Wednesday of month or as needed at 7 : 45 a.m. Cable Communication Commission Quarterly or as needed on Monday at 7 : 30 p.m. Housing Advisory and Appeal Board As Needed Building Code Board of Adjustment As Needed & Appeals Shakopee Public Utilities Commission 1st Monday at 4 : 30 p.m. Shakopee Community Recreation 3rd Monday at 7 : 00 p.m. Police Civil Service Commission As Needed Shakopee Youth Building Committee As Needed Name: Address: Phone: (H) (B) How long have you been a resident of Shakopee? Occupation: Does your work require you to travel? (check one) A great deal Periodically Very little Not at all Do you have any special interests or training which you feel a particular board or commission could use? (Use separate sheet if necessary) Board or Commission in which you are interested? Please state briefly why you are interested in serving on this Board/Commission for which you are submitting an application: Conflict of interest is defined as the participation in any activity, recommended action, or decision from which the individual has or could have the potential to receive personal gain, whether it be direct or indirect. In accordance with this definition, do you have any legal or equitable interest in any business, however organized, which could be constructed as a conflict of interest? Yes No . If yes, please provide the details on a separate sheet of paper. Please list three references (Name, Address and Phone) : 1. 2 . 3 . I hereby certify that the facts within the foregoing application are true and correct to the best of my knowledge. Signature RETURN APPLICATION AND PLEDGE TO: Date City Clerk City of Shakopee 129 East 1st Avenue Shakopee, MN 55379 445-3650 DATE RECEIVED: CITY OF SHAKOPEE BOARDS AND COMMISSIONS VOLUNTEER PARTICIPATION PLEDGE 1) I agree to attend an annual Board/Commission evening orientation held in January once during my first two years on the Board/Commission. YES NO 2 . I agree to read the agenda material provided prior to the Board/Commission meetings so that I am prepared to participate in discussion. YES NO 3 . I agree to read and use the attached "How To Aid Discussion By Asking The Right Questions" to enhance my performance as an active Board/Commission member. YES NO 4 . I agree to offer discussion on the pros and cons of the policy/issue being discussed and agree to refrain from personal criticism directed toward citizens, applicants, fellow Board/Commission members and staff. YES NO 5. I acknowledge the City's requirements regarding attendance (Outlined in Section B, Subparagraph I) and understand that I can be removed from a Board/Commission because of poor attendance. YES NO 6. I agree to call City Hall to notify the appropriate staff person when I cannot attend a regularly scheduled meeting. YES NO 7 . I agree to refrain from voting on issues where I have a conflict of interest. YES NO Applicant Date HOW TO AID DISCUSSION BY ASKING THE RIGHT QUESTIONS* To Define Problems: 1. As I understand it, the problem is . . . does anyone have additional information on the issue? 2 . Would anyone care to suggest facts we need to better understand the issues involved? To Broaden Participation: 1. We've heard from some of you. Would others who have not spoken like to add their ideas: 2 . How do the ideas presented so far sound to those of you who have been thinking about them? 3 . What other issues related to this problem should we discuss? To Limit Participation: 1. (To a dominating participant) We appreciate your ideas but perhaps we should hear from others. Would some of you who have not spoken care to add your ideas to those already expressed? 2 . You have made several good comments and I wonder if someone else might like to ask a question or make a statement. 3 . Since all of the group has not yet had an opportunity to speak, I wonder if you would hold you comments until a little later. To Focus Discussion: 1. Where are we in relation to the decision we need to make? 2 . Would you like to have me review my understanding of what's been said and where we are? 3 . That's an interesting comment. However, I wonder if it relates exactly to the problem that's before us? 4 . As I understand it, this is the problem . . . Are there additional comments before we come to a decision? To Move The Meeting Along 1. I wonder if we've spent enough time on this and are ready to move along to . . ? 2 . Have we gone into this aspect of the problem far enough so that we could shift our attention to . . .? 3 . In view of the remaining agenda items (or time we've set to adjourn) would it be well to go on to the next question before us? To Help The Group Evaluate Where It Is 1. Do any of you have the feeling we are at an impasse on this issue? 2 . Should we look at our original objective for this discussion and see how close we are to it? 3 . Now that we are nearing the end of the meeting would anyone like to suggest how we might improve our next meeting? To Help Reach A Decision: 1. Do I sense an agreement on these points . . . ? 2 . We seem to be moving toward a decision that would . . . (Chairperson describes decision) Should we consider what it will mean in terms of . . . if we decide this way? 3 . What have we accomplished up to this point? 4 . Would someone care to sum up our discussion on this issue? To Provide Continuity: 1. At our last meeting we discussed this issue. Would someone care to review what we covered then? 2 . Since we will not complete this discussion at this meeting, what are some of the issues we should take up at the next meeting? * Adapted from "Working with Groups" , Lizette Weiss, Director of Public Affairs, Association of Bay Area Governments, Berkeley, California. EMPLOYMENT AGREEMENT AGREEMENT, entered into this day of , 1990 by and between the City of Shakopee, Minnesota (hereinafter referred to as "City") and Dennis R. Kraft (hereinafter referred to as "the City Administrator") . WITNESSETH: WHEREAS, the City desires to employ the services of Dennis R. Kraft as City Administrator of said City; and WHEREAS, Dennis R. Kraft desires to accept employment in said position: NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties agree as follows: Section 1. Duties The City hereby agrees to employ the City Administrator of said City to perform the functions and duties of City Administrator specified in State Statutes and City Ordinances and to perform such other legally permissible and proper functions and duties as the City Council from time to time shall assign. Section 2 . Term A. Nothing in this Agreement shall prevent, limit or otherwise interfere with the right of the City Council to terminate the services of the City Administrator at any time by a majority vote of the full Council, subject only to the provisions set forth herein. If such action should occur, the City Administrator may demand written charges relative thereto and/or a public hearing upon said charges before his termination shall take effect. B. Nothing in this Agreement shall prevent, limit or otherwise interfere with the right of the City Administrator to voluntarily resign at any time from the position of City Administrator, subject only to the provisions set forth herein. In the event the City Administrator does voluntarily resign his position with the City, he shall give the City 45 days advance notice thereof, unless otherwise agreed by the parties. Section 3 . Termination and Severance Pay A. In the event the City Administrator is terminated for any reason by the City Council, and he is willing and able to perform his duties hereunder, the City shall pay the City Administrator a lump sum cash payment equal to six month's aggregate salary at the time of his termination. B. In the event the City at any time during the term of this Agreement reduces the salary or other financial benefits of the City Administrator in a greater percentage than an applicable across-the-board reduction for all City employees, or in the event the City refuses to comply with any provision benefiting the City Administrator hereunder, or in the event the City Administrator resigns following a suggestion, whether formal or informal, by three-fifth's of the City Council that he resign, then in any such event and at the City Administrator's option he shall be deemed "terminated" as of the date thereof for the purposes of this section. Section 4. Salary The City agrees to pay the City Administrator for his services rendered pursuant the adopted city pay plan. Section 5. Performance Evaluation The City Council shall review and evaluate the performance of the City Administrator on a periodic basis, but not less than once each calendar year, in accordance with specific criteria determined by the City Council, in consultation with the City Administrator. Section 6. Dues and Subscriptions The City agrees to budget and to pay the professional dues and subscriptions of the City Administrator necessary for his full participation in associations and organizations necessary and desirable for his continued professional growth and development. Specifically covered herein shall be the City Administrator's dues to the International City Management Association, the Minnesota City Management Association and the Metropolitan Area Management Association. All other payments for dues and subscriptions hereunder must be approved in advance by the City Council. Section 7 . Professional Development The City agrees to budget and to pay all direct expenses incurred by the City Administrator for his attendance at conferences, meetings, seminars and other such occasions undertaken to continue his professional growth and development. Specifically covered herein shall be the national conference of the International City Management Association, the State conference of the Minnesota City Management Association and the State conference of the Minnesota League of Cities. Payment for all attendance at all other conferences, meetings, seminars and other such occasions must be approved in advance by the City Council. Section 8. General Expenses The City recognizes that from time to time the City Administrator will, of necessity, spend personal funds to adequately fulfill the duties and functions of his position. In recognition thereof, the City agrees to reimburse the City Administrator for all such direct expenses, in accordance with guidelines established in advance by the City Council Section 9. Automobile Expenses The City recognizes that the City Administrator will make extensive use of his personal automobile or a city provided automobile to adequately fulfill the duties and functions of his position. In recognition thereof, the City agrees to pay the City Administrator an automobile expense allowance of $300 per month, to be adjusted annually on January 1, if a city owned vehicle is not provided. Section 10. Civic Club Membership The City recognizes the desirability of the City Administrator's participation in local civic and other community organizations. Payment for the dues and other expenses thereof by the City must be approved in advance by the City Council. However, nothing herein shall prohibit the City Administrator from joining such civic or other organizations at his own expense. Section 11. Vacation Leave For the purpose of this section only, the City Administrator shall receive vacation benefits at the same rate other City exempt employees. Section 12 . Sick Leave The City Administrator shall accumulate sick leave and be paid for unused sick leave at the same rate as other City employees. Section 13 . Other Terms and Conditions of Employment A. The City Council shall fix such other terms and conditions of employment for the City Administrator as from time to time it may determine are desirable, provided such terms and conditions are not inconsistent with or do not conflict with the provisions of this Agreement. B. All regulations, rules and benefits of the City relative to terms and conditions of employment, as they now exist or hereafter may be amended, also shall apply to the City Administrator as they would to any other employee of the City, in addition to the benefits specifically enumerated herein for the benefit of the City Administrator. Such terms and conditions of employment shall include, but not be limited to, retirement and pension system contributions, holiday leave and coverage for health, dental, disability and life insurance. Section 14. General Provisions A. The text herein shall constitute the entire agreement between the parties hereto. B. This Agreement shall be binding upon the inure to the benefit of the heirs at law and executors of the City Administrator. C. This agreement shall become effective upon adoption by the City Council. D. If any provision or portion thereof contained in the Agreement shall be held unconstitutional, invalid or unenforceable, the remainder of this Agreement shall be deemed severable, shall not be affected and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have signed and executed this Agreement, both in duplicate, on the day and year first above written. CITY OF SHAKOPEE, MINNESOTA By Its Mayor By Its City Administrator Approved as to form this day of , 1990. City Attorney 4- MEMO 7LMEMO TO: Honorable Mayor and Council FROM: Dennis R. Kraft, City Administrator RE: Hiring of Police Chief DATE: January 30, 1990 As directed by the City Council I have conducted extensive reference checks for Tom Steininger who was a finalist for the position of Police Chief for the City of Shakopee. The results of these interviews were very positive. Therefore I am recommending that the Police Chief position be officially offered to Mr. Steininger. I recommend that Mr. Steininger be offered the position at step 3 of the pay plan for the position of Police Chief ($3,718. 00 per month) . I further recommend that upon satisfactory performance on the job that Mr. Steininger be advanced to step 4 of the pay plan ($3,936. 00 per month) six months after his date of employment. I then recommend that his new anniversary date be that date at which he receives the six month salary increase. In that Mr. Steininger currently lives in Austin I am recommending that the City provide $2 , 000 in moving expenses. RECOMMENDATION: It is recommended that the City Council authorize the City Administrator to contact Mr. Thomas Steininger and officially offer him the job of Police Chief for the City of Shakopee at the salary mentioned above. ACTION RECOMMENDED: Move to authorize the City Administrator to offer the job of Police Chief to Mr. Thomas Steininger at a monthly salary of $3, 718 . 00 per month for a six month period and that upon satisfactory performance Mr. Steininger be advanced to step 4 of the pay plan at the end of this time period. Furthermore move that the City Administrator be authorized to offer Mr. Steininger $2, 000 in moving expenses and that other incidental costs also be authorized at this time. MEMO TO: Shakopee City Council FROM: Dennis R. Kraft, City Administrator RE: Construction of Natural Gas Pipeline in Western Shakopee DATE: January 29, 1990 Western Gas Company is going to be constructing a pipeline which will essentially parallel Highway 15 (Adams Street) . This line will extend from the Northern Natural Gas Company pipeline south of Marystown northward to the Rahr Malting Company in Shakopee. It is anticipated that the Minnesota Environmental Quality Board (EQB) will accept the application for the pipeline on or about February 15, 1990. Subsequent to that a public information meeting will be held and all persons owning property adjacent to the pipe line will receive a registered letter and a report indicating the nature of the proposed project. It is anticipated that the public information meeting will be held in mid March. The project construction is anticipated to go from July 1, 1990 to October 1, 1990. As additional information is received it will be transmitted to the City Council. No action is required at this time this is being submitted to the City Council for information purposes only. Please contact me if you have any questions about this proposed project.