HomeMy WebLinkAboutMay 01, 2018 Shakopee City Council
PW&d01AMay 1,2018
�. ,..,.� 7:00 PM
� '���� " � City Hall 485 Gorman St.
Shakopee Mission Statement
The Mission of the City of Shakopee is to provide the opportunity to live, work and play in a community
with a proud past,promising future, and small town atmosphere within a metropolitan setting.
A.Keep Shakopee a safe and healthy community where residents can pursue active and quality lifestyles.
B.Positively manage the challenges and opportunities presented by growth,development and change.
C.Maintain the City's strong financial health.
D.Maintain,improve and create strong partnerships with other public and private sector entities.
E.Deliver effective and efficient public services by a staff of well-trained,caring and professional employees.
E Housekeeping item.
Mayor Bill Mars presiding
1. Roll Call
2. Pledge of Allegiance
3. Approval of Agenda
4. Consent Business - (All items listed in this section are anticipated to be routine. After
a discussion by the Mayor there will be an opportunity for members of the Council to
remove any items from the consent agenda for individual discussion. Those items
removed will be considered following the Public hearing portion of the agenda. Items
remaining on the Consent Agenda will not be discussed and will be approved in one
motion.)
A. Administration
*4. A.1. *City Council Minutes
*4. A.2. *Shakopee Brewhall Request
*4. A.3. *Closing of the 2007B Debt Service Fund
*4. A.4. *Tobacco License for Nicollet Tobacco
B. Fire
*4. B.1. *Shakopee Fire Department Relief Association Bylaw Amendment
including a Pension Benefit Increase Request
C. Planning and Development
*4. C.1. *Appointment of Individuals to the Parks Rec Trails Open Space Steering
Committee
*4. C.2. *Rezoning and Preliminary and Final Plat of Countryside 2nd Addition
Page 1 of 132
*4. C.3. *Comprehensive Plan Amendment for Countryside 2nd Addition
D. Police
*4. D.I. *Surplus Property
E. Public Works and Engineering
*4. E.1. *Extended Construction Hours
5. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL- Provides an
opportunity for the public to address the Council on items which are not on the agenda.
Comments should not be more than five minutes in length. The Mayor may adjust that
time limit based upon the number of persons seeking to comment. This comment
period may not be used to make personal attacks, to air personality grievances, to
make political endorsements or for political campaign purposes. Council Members will
not enter into a dialogue with citizens, and questions from Council will be for
clarification only. This period will not be used to problem solve issues or to react to
the comments made, but rather for informational purposes only.
6. Business removed from consent will be discussed at this time
7. Public Hearings
8. Recess for Economic Development Authority Meeting
9. Reconvene
10. General Business
A. Planning and Development
10. A.1. Set a Public Hearing for Redevelopment District No. 19
11. Reports
11.A.City Bill List
11.B.Liaison and Administration
12. Adjournment to May 15, 2018 at 7:00 p.m.
Page 2 of 132
*4.A.1.
pb"IA
' AKCFT. 7,
Shakopee City Council
May 1, 2018
FROM: Lori J. Hensen, City Clerk
TO: Mayor and Council Members
Subject:
City council minutes from April 17, 2018.
Policy/Action Requested:
Approve the minutes of the April 17 council meeting.
Recommendation:
Approve the above motion.
Discussion:
Budget Impact:
ATTACHMENTS:
D April 17, 2018
Page 3 of 132
Shakopee City Council Minutes
pw*dg,A April 17,2018
SHA ,..,., 7:00 PM
��� �' City Hall 485 Gorman St.
Mayor Bill Mars presiding
1. Roll Call
Present: Mayor Bill Mars, Councilmember Jay Whiting, Councilmember Kathi Mocol,
Councilmember Matt Lehman, Councilmember Mike Luce
Staff Present: City Administrator Bill Reynolds, Assistant City Administrator Nate
Burkett, Public Works and Engineering Director Steve Lillehaug, Finance Director Darin
Nelson, Planning and Development Director Michael Kerski, Senior Planner Mark Noble,
Deputy City Clerk Heidi Emerson
2. Pledge of Allegiance
3. Approval of Agenda
Mr. Reynolds stated that Item 8.A.5., Canterbury Park, PUD Amendment and 7th Addition
Preliminary Plat, has been corrected to show new Resolution number R2018-050.
Councilmember Whiting requested that Item 8.13.1., Shakopee Academies Sponsorship
Agreement move moved up on the Agenda before Item 8.A.L. This item will now be 8.A.
Councilmember Jay Whiting made a motion to approve the Agenda as amended, seconded
by Councilmember Matt Lehman and the motion passed.
5 - 0
4. Consent Business - (All items listed in this section are anticipated to be routine. After
a discussion by the Mayor there will be an opportunity for members of the Council to
remove any items from the consent agenda for individual discussion. Those items
removed will be considered following the Public hearing portion of the agenda.. Items
remaining on the Consent Agenda will not be discussed and will be approved in one
motion.)
4.13.5., Vierling Drive Phase 2 Project, was removed from Consent for further discussion
by Councilmember Lehman
8.13.2., Monthly Financial Review, was moved to the Consent Agenda by Councilmember
Whiting
Page 4 of 732
Councilmember Matt Lehman made a motion to approve the Consent Agenda, seconded
by Councilmember Mike Luce and the motion passed.
5 - 0
A. Administration
*4. A.1. *City Council Minutes
Motion to approve the minutes from April 3, 2018 (Motion carried under the Consent
Agenda)
*4. A.2. *Certification of Delinquent Sewer and Storm Drainage Accounts
Motion to adopt Resolution No. 82018-052, certifying the delinquent sewer and
storm drainage accounts from 2017, adding a $25 administrative charge for collection
with payable 2019 property taxes and writing off 18 delinquent accounts totaling
$39.83 (Motion carried under the Consent Agenda)
*4. A.3. *On-sale and Sunday Liquor License for Valleyfair
Motion to approve the On-sale and Sunday Liquor licenses for Millennium
Operations LLC dba Valleyfair (Motion carried under the Consent Agenda)
*4. A.4. *Shakopee Eagles Club Request to Allow Alcohol to be Consumed in
Volleyball Courts
Motion to approve the suspension of city code 114.11 Consumption and possession
of alcoholic beverages on street, public property, private parking lots to which the
public has access, and other private property, from May through October on Sunday
through Thursday from 6:00 to 10:00 p.m. at the Shakopee Eagles Club Volleyball
Courts (Motion carried under the Consent Agenda)
*4. A.5. *Pullman Club Request to Allow Alcohol to be Consumed in City Parking
Lot
Motion to approve the suspension of city code 114.11 Consumption and possession
of alcoholic beverages on street, public property, private parking lots to which the
public has access and other private property for April 28, 2018, on condition that all
documents and pen-nits are completed (Motion carried under the Consent Agenda)
*4. A.6. *Approval to Reclassify GIS Specialist Position
Motion to approve the addition of one GIS Coordinator position, grade 170 and
eliminate one GIS Specialist position, grade 160 (Motion carried under the Consent
Agenda)
Page 9 of 732
B. Public Works and Engineering
*4. B.1. *Traffic Control Change on 2nd Avenue
Motion to approve the traffic control changes at the intersections of 2nd Avenue with
Naumkeag Street, Prairie Street, Dakota Street, Main Street and Fuller Street
(Motion carried under the Consent Agenda)
*4. B.2. *Parking Control Change on Fuller Street
Motion to approve the parking zone restriction for "NO PARKING HERE TO
CORNER" signs on Fuller Street in all four quadrants at the intersection with
Thomas Avenue/Community Center driveway (Motion carried under the Consent
Agenda)
*4. B.3. *2018 Street Reconstruction Project
Motion to approve Resolution R2018-047, awarding a contract in the amount of
$1,778,588.87 to Northwest Asphalt, Inc. for the 2018 Street Reconstruction Project
CIF-18-003 (Motion carried under the Consent Agenda)
*4. B.4. *2018 Bituminous Overlay and Community Center Back Parkinig Lot
Overlay Projects
Motion to approve Resolution 82018-053, approving plans and ordering the
advertisement for bids for the 2018 Bituminous Overlay Project CIF-18-002 and the
Community Center Back Parking Lot Overlay Project PA-18-13 (Motion carried
under the Consent Agenda)
*4. B.S. *Vierling Drive Phase 2 Project
Councilmember Kathi Mocol made a motion to approve Resolution 82018-055
approving plans and ordering the advertisement for bids for the Vierling Drive Phase 2
Project CIF-18-007, seconded by Councilmember Mike Luce and the motion passed.
4 - 1
Nays: Lehman
5. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL- Provides an
opportunity for the public to address the Council on items which are not on the agenda.
Comments should not be more than five minutes in length. The Mayor may adjust that
time limit based upon the number of persons seeking to comment. This comment
period may not be used to make personal attacks, to air personality grievances, to
make political endorsements or for political campaign purposes. Council Members will
not enter into a dialogue with citizens, and questions from Council will be for
clarification only. This period will not be used to problem solve issues or to react to
the comments made, but rather for informational purposes only.
No one responded.
Page 6 of 732
6. Business removed from consent will be discussed at this time
Please see item 4.13.5.
7. Public Hearings
7.A. PUBLIC HEARING - Vacation of Public Right of Way and Public Drainage and
Utility Easements of Canterbury Park 5th& 6th Additions
Councilmember Kathi Mocol made a motion to open a Public Hearing, seconded by
Councilmember Jay Whiting and the motion passed.
5 - 0
Councilmember Jay Whiting made a motion to close the Public Hearing, seconded
by Councilmember Mike Luce and the motion passed.
5 - 0
Councilmember Jay Whiting made a motion to approve Resolution No. 82018-048,
a resolution approving the vacation of a public right-of-way (Shenandoah Drive) and
public drainage & utility easements for property located north of Eagle Creek Blvd.,
East of Shenandoah Drive extended at Eastway Avenue, South of 4th Avenue East
and West of Vierling Drive at 12th Avenue East, and move its adoption., seconded by
Councilmember Kathi Mocol and the motion passed.
5 - 0
8. General Business
A. Planning and Development
8. A.1. Comprehensive Plan Amendment - Reguide property at 12321 Marystown
Road to Commercial Land Use
Councilmember Jay Whiting made a motion to approve Resolution No. 82018-043,
a resolution approving the comprehensive plan amendment of property located at
12321 Marystown Road to Commercial land use, seconded by Councilmember Matt
Lehman and the motion passed.
5 - 0
8. A.2. Rezone property at 12321 Marystown Road to Highway Business (B-1)
Zone
Councilmember Jay Whiting made a motion to approve Ordinance No. 02018-005,
an ordinance approving the Rezoning of property located at 12321 Marystown Road
Page 4 of 732
to Highway Business (B-1) Zone, and move its adoption, seconded by
Councilmember Kathi Mocol and the motion passed.
5 - 0
8. A.3. Comprehensive Plan Amendment - Reguide property at 12800 Marystown
Road to Single Family Residential Land Use
Councilmember Kathi Mocol made a motion to Approve Resolution No. 82018-042,
a resolution approving the comprehensive plan amendment of property located at
12800 Marystown Road to Single Family Residential land use, seconded by
Councilmember Jay Whiting and the motion passed.
5 - 0
8. A.4. Rezone property at 12800 Marystown Road to Urban Residential (R-1B)
Zone
Councilmember Kathi Mocol made a motion to Approve Ordinance No. 02018-004,
an ordinance approving the Rezoning of property located at 12800 Marystown Road
to Urban Residential (R-1B) Zone, seconded by Councilmember Mike Luce and the
motion passed.
5 - 0
8. A.S. Resolution No. R2018-050 for Canterbury Park, PUD Amendment and 7th
Addition Preliminary Plat
Councilmember Jay Whiting made a motion to Approve Resolution No. 82018-50
that amends the PUD for Phase 1 of the Doran development and approves the
Preliminary Plat for Canterbury Park 7th Addition, seconded by
Councilmember Kathi Mocol and the motion passed.
4 - 1
Nays: Lehman
8. A.6. Resolution No. R2018-045 for BHS Reguiding to High Density Residential
Councilmember Matt Lelunan made a motion to Approve Resolution No. R2018-045
to reguide the property to High Density Residential for BHS for development that
includes senior independent living, assisted living and memory care, seconded by
Councilmember Mike Luce and the motion passed.
5 - 0
8. A.7. Ordinance No. 02018-007 to Rezone BHS at Windermere
Councilmember Jay Whiting made a motion to approve Ordinance No. 02018-007
Page 8 of 732
to Rezone property at Windermere to R-4 Zone, High Density Residential, seconded
by Councilmember Matt Lehman and the motion passed.
5 - 0
8. A.8. Resolution No. R2018-044 for Reguiding, PUD Amendment and
Preliminary Plat for Common Bond at Windermere
Councilmember Kathi Mocol made a motion to approve Resolution R2018-044
approving: a Comprehensive Plan Amendment to change the land use from medium
density residential to high density residential; a PUD Amendment for a 60 unit
affordable apartment complex; and Preliminary Plat, seconded by Councilmember Jay
Whiting and the motion passed.
4 - 1
Nays: Lehman
8. A.9. Ordinance No. 02018-006, Rezone to R-4 the Willows by Common Bond
at Windermere
Councilmember Jay Whiting made a motion to approve Ordinance No. 02018-006
to Rezone property to R-4, seconded by Councilmember Kathi Mocol and the
motion passed.
4 - 1
Nays: Lehman
8. A.IOPreliminary Plat of Windermere South
Councilmember Matt Lehman made a motion to approve Resolution No. R2018-049,
a resolution approving the Preliminary Plat of Windermere South., seconded by
Councilmember Mike Luce and the motion passed.
5 - 0
8. A.I I Enter into a Revolving Forgivable Loan with Doggie Doo's Spa & Retreat
for the Purchase of Equipment
Councilmember Jay Whiting made a motion to Approve Resolution No. R2018-40 to
enter into an agreement for $73,003.96 with Doggie Doo's Spa & Retreat for the
purchase of equipment and authorize the Mayor and City Administrator to execute
various agreements including UCC filings against the equipment once it has been
purchased, seconded by Councilmember Mike Luce and the motion passed.
4 - 1
Nays: Lehman
B. Administration
Page 8 of 732
8. B.1. Shakopee Academies Sponsorship Agreement
This item was moved up on the Agenda to 8.A.
Councilmember Matt Lehman made a motion to approve resolution R2018-054,
which authorizes appropriate staff to enter into an agreement with Shakopee Public
Schools for sponsoring and naming of the Shakopee Public Schools Academy of
Human Services, seconded by Councilmember Mike Luce and the motion passed.
5 - 0
8. B.2. Monthly Financial Review- March 2018
This item was moved to the Consent Agenda.
8. B.3. Councilor Luce Request for Travel Reimbursement
No action was taken on this item.
9. Reports
9.A. City Bill List
9.B. Liaison and Administration
The Councihnembers presented their liaison reports.
Mr. Reynolds presented his Administrator's Report.
10. Adjournment to Tuesday, May 1, 2018 at 7 p.m.
Councilmember Jay Whiting made a motion to adjourn to May 1, 2018, seconded by
Councilmember Matt Lehman and the motion passed.
5 - 0
Page 7(b69132
*4.A.2.
PbIIIA
' AKCFT. 7,
Shakopee City Council
May 1, 2018
FROM: Lori J. Hensen, City Clerk
TO: Mayor and Council Members
Subject:
Shakopee Brewhall and Turtle's request to use the alleyway between their businesses for a
cornhole tournament and suspend city code 114.11 allowing consumption of alcohol in the
alleyway.
Policy/Action Requested:
Approve the suspension of city code 114.11 Consumption and possession of alcoholic
beverages on street, public property, private parking lots to which the public has access, and
other private property for Tuesdays (possible Wednesdays if rained out on Tuesdays) from 5
to 9 p.m. beginning May 22 through July 24th.
Recommendation:
Approve the above motion.
Discussion:
The Shakopee Brewhall has submitted a request to use the alley between their business and
Turtle's for a cornhole tournament. Turtle's Bar & Grill are co-hosting this event. The
request letter and map are attached for your review along with promotional information.
Along with the request they are asking the council to suspend city code
114.11 Consumption and possession of alcoholic beverages on street, public property,
private parking lots to which the public has access, and other private property during these
events. No glass containers will be used. All alcohol will be purchased within the Shakopee
Brewhall and participants going outside will have wristbands.
Budget Impact:
ATTACHMENTS:
D Request Letter
D Flyer
Page 11 of 132
Dilemma Brewing Co dba Shakopee Brewhall April 18, 2018
124 First Avenue East
Shakopee, MN 55379
To City of Shakopee—ATTN: Lori Hensen
Shakopee Brewhall has been approached by a Cornhole League organization—Versus Circus with the opportunity
to have the Brewhall host weekly Cornhole games each Tuesday beginning the week of: May 22 and running
through July 24th. In conjunction with Brian Turtle, he and I have agreed to use the alley space in between our two
buildings(noted on page 2 of this letter).
With this league and event,there will be consumption of alcohol (i.e. Brewhall beer)outside of our establishment
—within the alleyway.
I am requesting the city's approval for customers of the Brewhall to consume our beer during this cornhole season.
A few things to note:
1) Window of time this event will occur—5pm-10pm
2) Beer will be poured in plastic glasses
3) All customers will be IDed—our normal practice
4) Access to this alleyway space will be via the side door of the Brewhall
5) In the event of a rainout on a Tuesday,the rescheduled day would be on a Wednesday—same time.
In addition to the map on page 2, I am including a few documents(promotional pieces) regarding the business
"Versus Circus"and the messaging of the Cornhole League.
Please call if you have any questions or to discuss next steps.
Thank you,
Ryan Lindquist
Page 12 of 132
Screenshot of the location (circled in red) of the Cornhole games
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Page 13 of 132
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*4.A.3.
pb"IA
' AK OFT. 7,
Shakopee City Council
May 1, 2018
FROM: Darin Nelson, Finance Director
TO: Mayor and Council Members
Subject:
Closing of the 2007B Debt Service Fund
Policy/Action Requested:
Approve Resolution No. R2018-056 closing the 2007B Improvement Bonds (3040) Debt
Service Fund into the 2016A Tax Abatement Debt Service fund.
Recommendation:
Close the 2007B Improvement Bonds (3040) Debt Service Fund into the 2016A Tax
Abatement Bonds Debt Service fund.
Discussion:
On February 1, 2018, the final bond payment on the 2007B Bond was made. The
remaining dollars in the 2007B Improvement Bonds (3040) Debt Service Fund of
approximately $7,500 should be transferred to the 2016A Tax Abatements Bonds Debt
Service fund for future debt payments.
Budget Impact:
None
ATTACHMENTS:
D Resolution No. R2018-056
Page 15 of 132
RESOLUTION NO. R2018-056
A RESOLUTION CLOSING THE 2007B DEBT SERVICE FUND
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, COUNTY OF
SCOTT, MINNESOTA, that the following debt service fund is closed due to the final debt
payment being made:
2007B Improvement Bonds Debt Service (Fund# 3040)
BE IT FURTHER RESOLVED that the remaining funds in the 2007B Improvement Bonds Debt
Service fund are to be transferred to the 2016A Tax Abatement Bonds Debt Service fund.
Adopted in regular session of the City Council of the City of Shakopee, Minnesota held this 1st
day of May 2018.
Mayor of the City of Shakopee
ATTEST:
City Clerk
Page 16 of 132
*4.A.4.
pb"IA
' AKCFT. 7,
Shakopee City Council
May 1, 2018
FROM: Lori J. Hensen, City Clerk
TO: Mayor and Council Members
Subject:
Tobacco license for Nicollet Tobacco located at 185 First Avenue East.
Policy/Action Requested:
Approve the application and grant a tobacco license to Nicollet Tobacco at 185 First
Avenue East.
Recommendation:
Approve the above motion.
Discussion:
The city has received an application from Sined Manasra of Nicollet Tobacco to sell
tobacco and e-cigarette's at 185 First Avenue East.
The application is in order. The Police Department has learned nothing that would prevent
the issuance of a tobacco license.
Budget Impact:
Page 17 of 132
*4.B.1.
pbllakA
' AKCFT. 7,
Shakopee City Council
May 1, 2018
FROM: Darin Nelson, Finance Director
TO: Mayor and Council Members
Subject:
Shakopee Fire Department Relief Association Bylaw Amendment Including a Pension
Benefit Increase Request
Policy/Action Requested:
Adopt Resolution R2018-019, approving the amendment of the Shakopee Fire Department
Relief Association bylaws including a pension benefit increase.
Recommendation:
Approval
Discussion:
The Shakopee Fire Department Relief Association (SFDRA) approved an amendment to
the Association's bylaws at their member meeting on April 16. In order for the bylaw
amendment to become effective, it needs to be approved by the City Council. The bylaw
amendment becomes effective once approved by the City Council.
Appendix A of the attached bylaws includes a summary of the changes and also a history of
bylaw amendments. The yellow highlighted areas of the bylaws are the areas that are
changing.
The major changes to the bylaws includes adding language that survivor benefit
includes earned deferred interest. The current bylaws exclude the benefit of deferred
interest for survivors of participants who are retired from or ceased active service. The
other major change is the request for a change in the pension benefit.
Last summer the City Council adopted a guideline for approving benefit increases for
the SFDRA. The goal of the guideline is to ensure the SFDRA assets are sufficiently
funded compared to the liabilities before requesting a pension benefit from the City
Council. This guideline helps ensure that no additional city contribution is required to fund
Page 18 of 132
the pension benefit increase request.
The SFDRA pension has been above 100 percent since 2013 and the city has not
contributed any additional funds since 2014. The Council approved a pension benefit level
increase of 3 percent last year, effective August 1, 2017 based on the Funding Coverage
Percentage (FCP) of 114.4 percent. Based on the FCP of 125.6 percent as of December
31, 2017, the SFDRA is requesting an increase of 5 percent or S400 per year of service,
bringing the total yearly pension benefit to S8,425. The pension increase would become
effective August 1, 2018.
Below is a recap of the pension benefit guideline approved last summer.
The recommended Funding Coverage Percentages (FCP) and corresponding per year of
service pension benefit percentage increases are as follows:
1. FCP less than 112% no increase
2. FCP 112% or greater 3% increase
3. FCP 117% or greater 4% increase
4. FCP 122% or greater 5% increase
5. FCP 127% or greater 6% increase
The guideline also recommends further stipulations including:
• The actual dollar amount increase would be rounded to the nearest twenty-five-dollar
increment.
• As a further protection and control, it is recommended that there should be no
increases in the pension benefit for one year after the last mandatory city
contribution. This provides a buffer and additional safeguard for the volatility that may
occur when large market corrections occur.
• All spreadsheets and financial models created by SFDRA Board members, and
investment professionals should be regularly updated with current information and
reviewed at the annual pension benefit discussion in April.
• This guideline may be amended by future councils at their discretion.
Even though the guideline has protections built into it to safeguard against the city needing
Page 19 of 132
to make mandatory contributions. These safeguards are not a 100 percent guarantee. A
large correction in the financial markets could bring the FCP below 100 percent and
subsequently require a mandatory city contribution.
Budget Impact:
The requested 2018 pension benefit increase is not expected to have any budget impact on
the General Fund. There is always the possibility of a major market correction that could
require future statutory contributions. The guideline would then eliminate future pension
benefit increases until the pension fund is 112 percent funded for one year.
ATTACHMENTS:
D Resolution No. R2018-019
D Proposed SFDRA Bylaw Amendment
Page 20 of 132
RESOLUTION NO. R2018-019
A RESOLUTION OF THE CITY OF SHAKOPEE, MINNNESOTA
APPROVING AN AMENDMENT TO THE SHAKOPEE FIRE DEPARTMENT RELIEF
ASSOCIATION BYLAWS INCLUDING A PENSION BENEFIT INCREASE
WHEREAS, the City of Shakopee (City) and the Shakopee Fire Department (SFD) strive
to provide excellent facilities and equipment while also compensating SFD Firefighters through
an hourly pay rate for service calls and through payment of a pension benefit for each year of
service; and
WHEREAS, the pension benefit is funded by the Shakopee Firefighters Relief
Association (SFDRA), which operates independently of the SFD and is guided by its own
bylaws; and
WHEREAS, the SFDRA membership approved at its April 16, 2018 membership
meeting an amendment to its current bylaws including a pension benefit increase; and
WHEREAS, in July 2017, the City Council adopted a guideline for approving pension
benefit increases for the SFDRA. The goal of the guideline is to ensure the SFDRA assets are
sufficiently funded compared to the liabilities before requesting a pension benefit from the City
Council; and
WHEREAS, the SFDRA pension has been 100 percent funded since 2013 and the City
has not contributed any additional funds since 2014; and
WHEREAS, based on the December 31, 2017 Funding Coverage Percentage of 125.6
percent, the SFDRA is requesting an increase of 5 percent or $400 per year of service, bringing
the total yearly pension benefit to $8,425; and
WHEREAS, the SFDRA bylaw amendment is effective May 1, 2018 with the pension
benefit increase becoming effective August 1, 2018.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHAKOPEE, MINNESOTA, hereby approves the bylaw amendment for the Shakopee Fire
Department Relief Association including a pension benefit increase of 5 percent or $400 for a
total yearly pension benefit of $8,425, which is consistent with the pension benefit guideline
approved by the City County on July 18, 2017.
Adopted in the regular session of the City Council of the City of Shakopee, Minnesota
held this 1st day of May 2018.
1
Page 21 of 132
Mayor of the City of Shakopee
ATTEST:
City Clerk
2
Page 22 of 132
RESTATED BYLAWS
OF
SHAKOPEE FIRE DEPARTMENT
RELIEF ASSOCIATION
The Bylaws of the Relief Association are hereby amended in their entirety and restated
effective as of May 1, 2018 (council approval date).
ARTICLE I
NAMES
As provided in the Articles of Incorporation, the name of this organization shall be the
Shakopee Fire Department Relief Association (the "Association"). The Shakopee Fire
Department Relief Association is exempt from Federal income tax under section 501(c)(3) of the
Internal Revenue Code. Contributions to the Association are tax deductible under section 170 of
the Code.
ARTICLE II
DEFINITIONS
General Definitions
Whenever appropriate, words used herein in the singular shall include the plural, the plural may
be read as the singular, and the masculine shall include the feminine.
The following words and phrases when used herein shall have the following meanings except as
otherwise required by the context in which they are used:
"Active Member"is a member of the Association who is eligible for benefits and is currently
meeting the minimum firefighter and service standards with the Fire Department or the Fire
Chief. As of July 1, 2006, Active Members must be Volunteer Firefighters as defined in
Appendix B Section 2.1.bb of the Plan attached hereto.
"Board of Trustees" or"Board" shall mean the Board of Trustees of the Relief Association, and
shall perform the functions and assume the same duties as a Board of Directors under Minnesota
Statutes, Chapter 317A.
"Deferred Member" is a member of the Association who has retired or been terminated from the
Fire Department but has not taken a distribution of benefits.
"Fire Department" is the Fire Department serving the Municipality.
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"General Fund" shall mean the fund established pursuant to Minnesota Statutes, Section 424A.06
that holds the funds received from dues, fines, initiation fees, entertainment revenues and any
money or property donated, given, granted or devised by any person, for unspecified uses.
"Material Financial Interest" is a financial interest or expectation of any kind on the part of a
Board member or Relative, which is substantial enough to reasonably affect the judgment of the
Trustee who has a conflict of interest. The term"financial interest" includes any and all
monetary expectations and exists when a Board member or Relative has rights (whether or not a
Deferred Member or beneficiary) to be paid compensation, retiree benefits, or to have their
expenses reimbursed or obligations or other liabilities repaid, etc. (See Article IX Fiduciary
Responsibility.)
"Municipality"is the City of Shakopee.
"Municipal Trustees," formerly known as `ex-officios,' are members of the Board of Trustees
designated solely by the Municipality and shall include the two appointed or elected officials and
the fire chief, as further defined in Section 5.1 herein.
"Relative" is a member of one's family and includes spouses, parents, children, siblings, in-laws,
aunts, uncles, first cousins, step-parents, step-children, and may include other family members
such as common-law partners or long-time companions, of a Trustee who has a conflict of
interest. (See Article IX Fiduciary Responsibility.)
"Special Fund" shall mean the fund as defined in Section 2.1 of the Plan attached hereto.
"Supermajority"is required when there is a conflict of interest on an item to be voted on by the
Board of Trustees because one or more Trustees have a Material Financial Interest. A
Supermajority is the majority of those Trustees after subtracting the Trustee(s) who has a conflict
of interest(e.g., Nine (9) Trustees less two (2) with a conflict= Seven (7). Supermajority would
require four (4) Trustees to vote in favor to pass the motion). (See Article IX Fiduciary
Responsibility.)
ARTICLE III
PURPOSE
As provided in the Articles of Incorporation, the purpose of the Association is to provide
retirement relief and other benefits to members and their dependents. For purposes of Chapter
424A of Minnesota Statutes, the Association is a governmental entity that receives and manages
public funds to provide retirement and ancillary benefits for individuals providing the
governmental services of firefighting and, if applicable, emergency response. The Association
may also raise funds from private sources to furnish fire and emergency equipment for the Fire
Department, and for other purposes deemed necessary and appropriate by the Association to the
extent permitted by law. Benefits paid to members and their dependents shall be funded
exclusively through governmental sources and, to the extent provided by State law, through
restricted donations.
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ARTICLE IV
MEMBERSHIP
4.1 Admission. All firefighters of the Fire Department are members of the
Association and shall be eligible for benefits, except as otherwise stated in these bylaws. An
application for membership shall be completed on the Membership Application and Beneficiary
Designation form to become eligible for benefits in the Association. Upon approval of the
member's application, such member shall accrue service credit for all active service while in
probationary status.
4.2 Membership Duties. The Association does not require membership duties.
4.3 Dues. Annual member dues, if any, shall be determined in the annual meeting,
and may be modified at any regular or special meeting of the membership. The members shall
adopt written policies and procedures for the collection of dues, including penalties for the
failure to timely pay dues. Penalties may include classifying members who are not current with
their dues as ineligible to accrue active service credit during the period or periods while dues are
outstanding. Penalties for failure to pay dues shall not include forfeiture of benefits that have
accrued prior to such failure. Volunteer Firefighter's Benefit Association of Minnesota annual
dues shall be paid for each member,paid or volunteer, from the special fund.
4.4 Member Voting Rights. Each Active Member shall be entitled to one (1) vote on
any matter voted upon by the membership. Deferred Members are not entitled to vote. Voting by
proxy/absentee ballot is permitted following the procedures set forth in Section 4.5.
4.5 Proxy/Absentee Ballot. Member Voting: If permitted by the Board prior to a
meeting, voting members may cast votes by submitting an absentee ballot provided by the Board
that is signed by the member and deposited in the ballot box set out by the Board. Submission of
an absentee ballot shall constitute a proxy to the officer of the Association designated and
authorized on the ballot who is bound to cast the member's vote in accord with the member's
ballot choices. The member may withdraw his/her proxy/absentee ballot by attending a meeting
and voting in person. Use of proxies/absentee ballots may only be used on items listed on the
ballot and may not be used when trustees and/or officers are elected from the floor during the
meeting.
Counting Ballots: If ballots were used because there were more than two candidates for any
Trustee position up for election as indicated under Section 7.2, an officer of the Association who is
not standing for election shall count the ballots as follows: All first choices are counted, and if no
candidate wins a majority of first choices, then the last place candidate is eliminated. Ballots of
voters who ranked the eliminated candidate first are redistributed to their next choice candidates,
as indicated on each voter's ballot. Last place candidates are successively eliminated and ballots
are redistributed to next choices until one candidate remains or a candidate gains a majority of
votes.
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In case of a tie resulting from the above procedure, the candidates receiving the two highest
number of votes shall be placed into new balloting to be effected at the meeting. The previously
submitted proxy/absentee ballots shall be recounted using the above procedures for the two
candidates who have tied. Simultaneously, members present at the meeting will recast their vote
for the two candidates who have tied. Additional balloting including the proxy/absentee ballots
for said office shall continue until one candidate shall receive a majority of votes cast on a
reballot and he shall be elected to said office.
4.6 Separation. For records retention and administration of the Association, the
Board may request that a Deferred Member complete and submit a Membership Separation
Form.
4.7 Member Recognition. The Association may continue to honor members whose
status has changed between volunteer/paid on-call and full- or part-time employee of the same
Fire Department. The members shall adopt written policies and procedures, including any
eligibility or types of recognition.
4.8 Termination. Any member who is terminated by the Fire Department or
Municipality shall cease accruing benefits under the Association as of the date of termination.
ARTICLE V
BOARD OF TRUSTEES
5.1 Composition. The Board of Trustees shall consist of nine (9) members. Six
(6) trustees shall be elected from the active members with at least one year of service in the relief
association. There shall be three (3) officials drawn from the Municipality. The three (3)
Municipal Trustees must be the Mayor, the Finance Director of the Municipality, and the chief of
the municipal fire department. The Municipal Trustees must be designated annually by the City
Council of the Municipality.
5.2 Duties. The Board of Trustees shall perform the functions and assume the same
duties as a Board of Directors under Minnesota Statutes, Chapter 317A. In addition, the Board of
Trustees shall:
(a) Have exclusive control and management of all funds received by the Treasurer
pursuant to the statutes of the State of Minnesota and all moneys or property
donated, given, granted or devised for the benefit of the Association.
(b) Examine the books,papers, funds, securities and property in the custody of the
Treasurer, and general accounts, funds and securities, and property of the
Association.
(c) Examine and approve the validity of all claims prior to payment by the Treasurer.
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(d) Provide the forms on which members may submit claims to the Board of Trustees
for their approval.
(e) On an annual basis or more frequently as may be required to determine eligibility for
benefits, confirm minimum firefighter and service standards pursuant to the
Volunteer Firefighter definition in Section 2.1 of the Plan attached hereto.
(f) Assume such additional duties as may be described in Article IX herein and in
Association policies and procedures or required by state law including the
establishment of any committee deemed necessary or appropriate.
ARTICLE VI
OFFICERS
6.1 Number. The number of officers of the Association and their duties shall be as set
forth below.
6.2 President. It shall be the duty of the President of the Association to:
(a) Have general active management of the business of the corporation;
(b) When present,preside at meetings of the Board and of the members;
(c) See that orders and resolutions of the Board are carried into effect;
(d) Sign and deliver in the name of the corporation bonds, contracts, or other
instruments pertaining to the business of the corporation, except in cases in which
the authority to sign and deliver is required by lav to be exercised by another
person or is expressly delegated by the articles or bylaws or by the Board to
another officer or agent of the corporation.(e) Maintain records of and,
when necessary, certify proceedings of the Board and the members; and
(f) Perform other duties prescribed by the Board.
6.3 Pro Tem Officers. In the absence of the President and Vice President, if
applicable, the Board of Trustees shall appoint an interim President from the existing Officers
and/or Trustees other than the Municipal Trustees, who shall perform the duties applicable to the
office.
6.4 Vice President. It shall be the duty of the Vice President to perform the duties
of the President in the President's absence.
6.5 Secretary. It shall be the duty of the Secretary of the Association
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(a) Keep a record showing the correct addresses of all members and request the names
of their beneficiaries.
(b) Keep or cause to be kept an accurate record of all meetings of the Association and of
all meetings of the Board of Trustees.
(c) Conduct and direct the investigation of all claims.
(d) Keep a record of all monies received and paid out by the Treasurer.
(e) Provide access to the Association's Articles, Bylaws,minutes, and financial
statement on the last annual accounting period to all members or all Board of
Trustees (including the Municipal Trustees), for any proper purposes they may have,
in accord with Minnesota Statutes, Section 317A.461.
6.6 Treasurer. It shall be the duty of the Treasurer of the Association to:
(a) Receive and receipt all monies due the Association from members and other sources
and to keep accurate accounts and records of all the money so received.
(b) Have custody of all monies and securities belonging to the Association.
(c) Furnish a surety bond in favor of the Association for the faithful performance of all
duties involving the Association and for the safekeeping of, or accounting for, all
monies and securities that may come into its possession. The bond shall be in an
amount equal to at least 10% of the assets up to a maximum of$500,000.
(d) Pay all properly approved claims for benefits, and to pay all bills incurred in the way
of necessary expenses in the conduct of the business of the Association and to keep
accurate accounts and records of all the money so paid.
6.7 General Duties.
(a) It shall be the duty of any two (2) officers of the Association to countersign
all checks issued by the Association.
(b) The officers shall annually prepare an annual financial report of the
Association's receipts, disbursements, and balances in the Special and
General Funds for the preceding calendar year on a form prescribed by the
Office of the State Auditor. They shall transmit the report to the city clerk or
clerk-treasurer of the Municipality for inspection, signature and transmission
to the State Auditor pursuant to law.
(c) Pursuant to the Volunteer Firefighter Relief Association Financing Guidelines
Act of 1971, the officers of the Association shall, annually, determine the
financial requirements of the Special Fund for the following year. The financial
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requirements of the relief association and the minimum municipal obligation
must be included in the financial report or financial statement.
6.8 Compensation. As compensation for services to the Association by the officers, the
Board of Trustees may at its annual meeting authorize payment of an aggregate salary expense
payable from the Special Fund to one (1) or more of these officers. The remaining trustees may
receive a nominal fixed payment from the General Fund.
ARTICLE VII
ELECTIONS
7.1 Trustee Terms. The Trustees shall be elected to staggered three-year terms. There
will be two (2) Trustees, named Trustee 1 and Trustee 2, elected by the membership at the annual
meeting of the Association, and begin their individual terms on May 1 following the meeting.
Each appointed Municipal Trustee term is one (1) year or until the person's successor is qualified,
whichever is later. The term of a Municipal Trustee shall terminate upon termination of the
Trustee's position with the Municipality.
An individual Trustee may serve an unlimited number of terms.
7.2 Voting on Trustees. Each of the positions on the Board of Trustees who are not the
Municipal Trustees shall be voted on separately by the Active Members in attendance at the annual
meeting. No nominations of slates of candidates or cumulative voting shall be allowed. All votes
unless specified prior to the vote, shall be conducted by a voice vote. A simple majority of those
present at the meeting is needed to elect. If a simple majority cannot be determined by voice vote,
the officer in charge of the vote shall ask for a show of hands or for a secret ballot. A trustee who
was elected by the membership may be removed with or without cause by a simple majority vote
of the Active Members in any subsequent annual, regular or special meeting.
If allowed by the Board of Trustees under Section 4.5, a proxy/absentee ballot may be used to
perform"runoff voting"if there are more than two candidates for any Trustee position up for
election and Active Members must rank candidates by order of preference. See Section 4.5 for
counting ballots.
7.3 Officer Terms. The offices of President,Vice President, Secretary, and Treasurer
shall be elected to three-year terms, and begin their individual teens May 1 following the meeting.
The office of President shall be nominated and elected separately to a three-year staggered term
every third year.
The offices of Vice President and Secretary shall be nominated and elected separately to a three-
year staggered term every third year.
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The office of Treasurer shall be nominated and elected separately to a three-year staggered term
every third year.
7.4 Voting on Officers. Officers are elected by the Active Members each year at the
annual meeting of the Association. Each position will be nominated and elected separately at this
meeting. All votes unless specified prior to the vote, shall be conducted by a voice vote. A simple
majority is needed for an officer to be elected. If a majority cannot be determined by voice vote,
the officer in charge of the vote shall ask for a show of hands or for a secret ballot. Voting by
proxy/absentee ballot will be allowed under Section 4.5. An officer may be removed with or
without cause by a simple majority vote of the Active Members in any subsequent annual,
regular or special meeting.
No individual may hold more than one (1) officer position at one (1) time.
7.5 Officer and Trustee Vacancies. In the case of death,resignation or removal from
office for any elected officer or Trustee of the Association, except a Municipal Trustee, the vacancy
shall be filled by the Active Members at a special meeting to be duly called for the purpose of
filling out this term. In the event an officer fails to retain his position as an elected Trustee, he
must vacate his officer position pursuant to Minnesota Statutes, Chapter 424A Volunteer
Firefighters' Retirement.
ARTICLE VIII
MEETINGS
8.1 Annual Meeting of the Members. The annual (regular)meeting of the members
shall be held in April of each year. The place of the meeting shall be designated and may be
changed from time to time by the Board of Trustees.
8.2 Regular Meetings of the Members. Other regular meetings of the members shall
be held on third Monday of every other Month starting in February except if that day is a
holiday, said meeting shall be held on the next available Monday. The place of the meeting shall
be designated and may be changed from time to time by the Board of Trustees. The schedule of
the regular meetings on file at primary offices is sufficient for notice unless time or location is
changed.
8.3 Special Meetings of the Members. Special meetings of the members may be
called at any time upon the written order of the President and one (1) other member of the Board
of Trustees, or six (6)voting members of the Association. The place of the meeting shall be
designated and may be changed from time to time by the Board of Trustees.
8.4 Notice of Meetings of the Members. A notice of every annual and any special
meetings of the members shall include the date, time,place and purpose of the meeting and be
posted on the bulletin board of the Association, or if no bulletin board, on the door of its usual
meeting room; and in accord with Minnesota Statutes, Section 317A.433 Subd 4, business at a
special membership meeting must be limited to the stated purpose; and further in accord with
Minnesota Statutes Section 317A.435, each voting member shall be provided at least five (5), but
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not more than sixty(60) days, before the meeting, (excluding the date of the meeting)with notice
setting forth the date, time,place, and purpose of the meeting.
8.5 Member Quorum. Sixty(60)percent of the Active Members of the Association
shall constitute a quorum for the transaction of business at their meetings.
8.6 Member Voting. Each Active Member present at the meeting shall be entitled to
one (1) vote. All votes, unless specified prior to the vote, shall be conducted by a voice vote. If
a majority cannot be determined by voice vote,the officer in charge of the vote shall ask for a show
of hands or for a secret ballot. Voting by proxy/absentee ballot will be allowed under Section 4.5. A
voting"majority"is majority of the quorum, not majority of the entire association membership.
8.7 Reallar Meetings of the Board of Trustees. Meetings of the Board of Trustees
shall be held one week prior to the regularly scheduled membership meeting in the months of
February, April, October, and December. Meetings of the Board of Trustees shall be held at the
Fire Station#1 unless noticed for another place within the City as designated by the Board.
8.8 Special Meetings of the Board of Trustees. Special meetings of the Board of
Trustees may be called at any time upon the written order of the President and one (1) other
member of the Board of Trustees. The meeting shall be held at the Fire Station#1 unless noticed
for another place within the City as designated by the Board.
8.9 Notice of Meetings of the Board of Trustees. The association is governed by
Minnesota Statutes, Section 13D.01 which requires that all meetings of the Association's Board
of Trustees be open to the public with rare exceptions. All notices provided for in this Article
shall comply with Minnesota Statutes, Section 13D.04 which requires at a minimum that:
(a) a schedule of any regular meetings of the Board of Trustees be kept on file at the
Association offices, and
(b) for special meetings, a notice stating the date, time,place and purpose of the
meeting be posted on the bulletin board of the Association, or if no bulletin board,
on the door of its usual meeting room; and in accord with Minnesota Statutes,
Section 317A.231, each Trustee shall be provided at least three (3), but not more
than sixty(60) days,before the meeting, (excluding the date of the meeting)with
notice setting forth the date, time,place, and purpose of the meeting.
8.10 Board Quorum. A majority of the Board of Trustees then in office shall constitute
a quorum for the transaction of business at its meetings.
8.11 Board Voting. Unless the Articles or Bylaws specify otherwise, an action of the
Board shall be effected by a majority vote of the Trustees present and eligible to vote once a
quorum has been achieved. The officer in charge of a vote shall ask for a show of hands but shall
not allow for a secret ballot nor proxy, and each vote shall be recorded in a public journal.No
action shall be considered once a quorum has been lost.
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8.12 Electronic Meeting Prohibited. Any meeting of the Board of Trustees or the
membership by solely electronic means (e.g., e-mail, simulchat or phone conference)that is not
accessible to the public at a set meeting location is prohibited.
8.13 Order of Business. At any annual, regular and all special meetings, the order of
business shall be as follows:
(a) Call to order by the President
(b) Roll call (verify quorum)
(c) Secretary's Report (reading of previous minutes)
(d) Treasurer's Report
(e) Report of the Board(member meeting)
(f) Report of other committees (Board or member meeting)
(g) Election of Trustees and Officers, if applicable (annual member meeting)
(h) Old Business
(i) New Business
0) Adjournment
ARTICLE IX
FIDUCIARY RESPONSIBILITY
9.1 Board of Trustees. Each member of the Board of Directors, also acts as a trustee
of the Special Fund. The Board of Directors therefore also acts as the Board of Trustees. The
Board of Trustees is charged with administering retirement and ancillary benefits under the
Special Fund, and the Trustees are fiduciaries subject to the standard of care set forth in
Minnesota Statutes, Section 11A. 09 and Section 356A.04. This includes specifically assuming
such additional duties as may be described in Association policies and procedures or required by
state law, including:
(a) adopting an investment policy;
(b) providing written investment restrictions to brokers;
(c) securing certificates of insurance; and
(d) establishing a continuing education plan in order to keep abreast of their fiduciary
responsibilities.
9.2 Prohibited Transactions. No fiduciary of the Association shall cause the
Association to engage in a transaction if the fiduciary knows or should know that a transaction
constitutes one (1) of the following direct or indirect transactions:
(a) sale or exchange or leasing of any real estate between the Association and a Board
member;
(b) lending of money or other extension of credit between the Association and a
Board member or member of the Association;
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(c) furnishing of goods, services, or facilities between the Association and a Board
member;
(d) transfer to a Board member, or use by or for the benefit of a Board member, of
any assets of the Association. Transfer of assets does not mean the payment of
Association benefits or administrative expenses permitted by law; or
(e) sale, exchange, loan, or lease of any item of value between the Association and a
fiduciary of the Association other than for a fair market value and as a result of an
arm's-length transaction.
9.3 Fiduciary Responsibilities Apart from the Special Fund. Although the title
"Trustee"is applied to members of the Board of Directors of the Association, the fiduciary
standard that Directors are subject to is two-tiered as a matter of State law. With respect to the
Association's Special Fund, Trustees are required to meet a standard of care that applies to
fiduciaries under Minnesota Statutes, Section I IA. 09 and Section 356A.04, as described above.
With respect to business and management decisions not including decisions related to the Special
Fund, all Trustees are required to meet a standard of care that applies to nonprofit corporation
Directors under Minnesota Statutes, Section 317A.251. These decisions include,but are not
limited to, business decisions regarding fund-raising activities, and disposition of and
management of the General Fund. Accordingly, in their decision-making and management,
Trustees must discharge the duties of their position in good faith, in a manner the Director
reasonably believes to be in the best interests of the Association, and with the care an ordinarily
prudent person in a like position would exercise under similar circumstances. Directors are not,
in accord with that same statutory section, considered"Trustees" with respect to the Association
or with respect to property held or administered by the Association.
9.4 Conflict of Interest Procedures. When a member(s) of the Board of Directors has
a conflict:
(a) Each member of the Board of Directors, whether acting as a Director or as an
Officer of the Association, has a duty to disclose to the Board(or to any
committee of the Board) the material facts of any proposed transaction or action
of the Association in which they or a Relative have a Material Financial Interest.
(b) The disclosure required under (a) (above) must he made, to the extent possible,
prior to any consideration of such proposed transaction or action by the Board
of Directors or by any applicable committee of the Board of Directors. If a Board
member does not recognize the existence of a conflict prior to the Board of
Director's decision regarding the transaction, that person has a duty to disclose
the material facts of the conflict as soon as the conflict is recognized.
(c) The Board member having a conflict shall not participate in the deliberation or
decision regarding the matter under consideration and shall leave the room during
deliberations except when he has been invited by the Board or committee to
participate, after consideration of the significance to the Association of the
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disclosed conflict. The Board of Directors or committee may also request that he
provide the Association with any relevant information known to the Board
member regarding the matter.
(d) Any proposed transaction or action in which the Board of Directors has
determined that a Director has a conflict of interest that is not"de minimis"is to
be approved by a maiority of all the Board of Directors then-serving who would
be entitled to vote and who are not interested Board members at a meeting at
which a quorum is present(i.e., by a Supermajority of the entire Board of
Directors not including a Board member(s) who has a conflict of interest), even
though the non-conflicted directors may constitute less than a quorum).
Deliberations by the Board of Directors regarding the conflict shall be
documented in Board minutes no later than 60 days following the subject
meeting. The votes of each Board member in support or in opposition to the
transaction or action shall be noted.
(e) All Board members are obligated to notify the Board of Directors if they believe
another Board member has failed to disclose a conflict, and this procedure shall
be followed by the Board of Directors in all such instances.
ARTICLE X
FUNDS
10.1 Funds. All money received by the Association shall be kept in two (2) separate
funds, the General Fund and the Special Fund. Disbursements from the funds shall be in
accordance with Minnesota Statutes and Rules and the Bylaws of the Association.
10.2 General Fund. The funds received by this Association from: dues, donations,
fines, initiation fees, entertainment revenues and any moneys donated for unspecified uses shall
be kept in the General Fund and may be disbursed upon a majority vote of the membership or of
the Board of Trustees for any purpose reasonably suited to promote the welfare of the
Association and its members. All expenses shall be paid out of the General Fund, except as
specifically authorized to be disbursed from the Special Fund. These records shall be open for
inspection by any member of the relief association at reasonable times and places.
10.3 Special Fund. All funds received by this Association from any tax sources,
membership dues, except for dues payable as contributions to the General Fund, and other
money that may be directly donated or transferred to said funds, shall be kept in a separate
account on the books of the Treasurer known as the Special Fund and shall be disbursed only for
the following purposes:
(a) Payment of members' service pension benefits in accordance with these Bylaws,
(b) Payment of ancillary benefits in accordance with these Bylaws,
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(c) Payment of fees, dues and assessments to the Minnesota State Fire Department
Association and to the Minnesota Area Relief Association Coalition,
(d) Payment of insurance premiums to the Volunteer Firefighters Benefit Association,
or an insurance company licensed by the State of Minnesota offering casualty
insurance, and
(e) All administrative expenses authorized under Minnesota Statutes, Section 69.80.
These records shall be public and open for inspection by any member of the relief
association, any officer or employee of the state or municipality, or any member of the public, at
reasonable times and places.
10.4 Deposits. All money belonging to this Association shall be deposited to the credit
of the Association in such banks, trust companies, or other depositories as the Board of Trustees
may designate. Board of Trustees shall make deposits in conformance with Minnesota Statutes,
the Bylaws and the investment policy.
ARTICLE XI
APPENDICES INCORPORATED IN BYLAWS
The following appendices attached hereto are expressly incorporated herein as a component of these
Bylaws,with the same legal force and effect of Bylaws.
Appendix A: Bylaw Amendment History
Appendix B: Shakopee Fire Department Relief Association Defined Benefit Lump Sum
Retirement Plan
Appendix C: Benefit Levels
Appendix D: Officer Compensation Levels
Appendix E: Intentionally Left Blank
Appendix F: Special Laws
ARTICLE XII
AMENDMENTS
12.1 Amendment of Articles of Incorporation by Members. Amendments to the
Articles of Incorporation must be approved by a majority of the Board of Trustees and by a
majority of the Active Members. The exception is changing the relief association's physical
address; in that case, the Board of Trustees may amend the Articles of Incorporation without
member approval. If an amendment is initiated by the Directors, proper notice of the proposed
amendment must precede a meeting of the members at which the amendment will be considered
and must include the substance of the proposed amendment. If an amendment is proposed, the
members may demand a meeting of the Board of Trustees within 60 days for consideration of the
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proposed amendment if a regular meeting of the Board would not occur within 60 days.
12.2 Amendment of Articles of Incorporation by Board when Authorized by Members.
When authorized by Active Members, the Articles of Incorporation may be amended by the
Board of Trustees by the affirmative vote of a majority of the Trustees then in office, at a
meeting for which notice of the meeting and the proposed amendment have been given. The
members may prospectively revoke the authority of the Board to exercise the power of the
members to amend the Articles, with the exception of amending the relief association's physical
address, which the Board can amend without member approval. Nothing in this Section shall be
construed to permit the Board to adopt, amend, or repeal provisions in the Articles that would
alter the rights of the membership.
12.3 Amendment of Bylaws by Board. The Bylaws of the Association may be
amended by the Board at any regular or special meeting of the Board by a vote of the majority
present and voting, provided that a quorum is present; and provided further that a notice of date,
time, place, purpose of the meeting and proposed amendment be posted on the bulletin board of
the Association, or if no bulletin board, on the door of its usual meeting room, and in accord with
Minnesota Statutes, Section 317A.231, each Trustee has been provided at least three (3),but not
more than sixty(60) days, before the meeting, (excluding the date of the meeting)with notice
setting forth the date, time,place, purpose of the meeting and proposed amendment.
Board Limitations ofBvlaw Amendments. Nothing in this section shall be construed to permit the
Board to adopt, amend or repeal provisions regarding:
(a) Amending in any way the definition of"Active Service" set forth in the Plan attached
hereto
(b) Decreasing any benefit level set forth in the Plan attached hereto
(c) Changing the deferred interest percentage set forth in the Plan attached hereto
(d) Changing the vesting schedule set forth in the Plan attached hereto
(c) Membership (Article IV)
(f) Compensation (Section 6.8)
(g) Elections (Article VII)
(h) Member Quorum (Section 8.5)
(i) Revise the number of Members required to amend the Bylaws (Section 12.4)
(j) or limit the right of at least ten percent of the membership to propose a resolution for
action by the members to adopt, amend, or repeal Bylaws that the Board has taken
action to adopt, amend or repeal pursuant to this section.
Bylaws V2018-1 14
Page 36 of 132
12.4 Amendment of Bylaws by Members. The Bylaws of the Association may be
amended at any regular or special meeting by a vote of two-thirds of the Active Members present
and voting, provided that a quorum is present; and provided further that notice of any proposed
amendment(s) shall be given by posting or reading the same at any regular or special meeting not
more than thirty-one (3 1) days preceding that upon which such amendment(s) are to be acted
upon (excluding the date of the meeting).
12.5 Ratification of Amendments by Municipality. If the Association amends its
bylaws to affect the amount of, the manner of payment of, or the conditions for qualification for
service pensions or ancillary benefits or disbursements other than administrative expenses, it
may be necessary to obtain ratification of the amendment by the Municipality as described in
Section 8.1 of Appendix B.
Bylaws V2018-1 15
Page 37 of 132
APPENDIX A
SHAKOPEE FIRE DEPARTMENT RELIEF ASSOCIATION
Bylaw Amendment History
For a complete summary of the amendments and, if applicable, the Board's rationale and purpose
for the change, refer to the Board of Trustee meeting minutes listed with the effective date of the
applicable amendment listed hereunder.
Effective Dates Meeting Minutes Summary of Change
May 1,2018 April 16,2018 (Board of Trustees) Bylaw changes: spelled out Mayor and Finance
April 16,2018 (Membership) Director as Board of Trustees 5.1,meetings changed
February 26,2018 (Board of to every other month 8.2,Board meetings schedule
Trustees) change 8.7. appendix b.2.l.g 30 day tracking,
February 26,2018 (Membership) changed up to 5%to of 5%appendix b.4.3,added
including deferred interest appendix b.4.5.b,added
2018 benefit level increase app. C,changed version
from V2017-2 to V2018-1.
July 18,2017 April 20,2015 (Membership) Bylaw changes: added 501(c)(3)exempt status,
May 18,2015 (Membership) added 4.3 VFBA dues,amended 5.1 to read active
May 15,2017 (Membership) members with at least one year of service, amended
May 15,2017 (Board of Trustees) 7.1 to name Trustees 1 &2,7.4 removed"from
June 19,2017 (Membership) among the elected Trustees"for voting on Officers,
8.1 deleted"or May", 8.2 changed missed meetings
to following third Monday of the month.Amended
appendix C&D for benefit and salary changes.
November 12,2014 November 12,2014(Board of Restatement of Bylaws and Appendices in their
(Document) Trustees) entirety,moving from version 2014-1 to version
September 15,2014(Membership) 2014-2. Only change is increase in Treasurer's
Salary.
August 1,2014 July 21,2014(Board of Trustees) Restatement of Bylaws and Appendices in their
(Document) NR(Membership) entirety,moving from version 6 of the MNFPC
Bylaw SolutionTM to version 2014(v7).
August 1,2014
(Benefit level;see Appendix C
March 26,2012 March 26,2012 (Board or Trustees) Restatement of Bylaws and Appendices in their
(Document) NR(Membership) entirety,moving from version 5 of the MNFPC
See Appendix C for Municipality minutes Bylaw SolutionTM to version 6.
August 31,2005
Benefit level;see Appendix C
November 1,2010 February 21,2008 and Restatement of Bylaws and Appendices in their
(Document) August 24,2009(Board of Trustees) entirety as part of subscribing to the MNFPC Bylaw
September 21,2009(Membership) Solution TM version 5 that provides model
August 31 ,2005 See Appendix C for Municipality minutes documents, administrative forms,and trustee
(Benefit level;see Appendix C) support.
NA means not available.
NR means not required.
TBD means to be determined
Appendix A V2018-1 A-1
Page 38 of 132
APPENDIX B
SHAKOPEE FIRE DEPARTMENT RELIEF ASSOCIATION
DEFINED BENEFIT LUMP SUM RETIREMENT PLAN
These model documents are drafted to conform to Minnesota state laws relating to relief association pension plans
for volunteer firefighters. The model documents are not drafted to meet the requirements of tax-qualified retirement
plans under the Internal Revenue Code, and it is doubtful that the model documents can meet those requirements.
Minnesota Firefighter Pension Consultants,LLC(MNFPC,LLC)makes no representation regarding the
status of the plans under federal or state tax laws.MNFPC,LLC recommends that Relief Associations
consult their own tax advisors regarding the treatment of the plan and distributions from the plan under
state and federal tax laws.
MNFPC,LLC is not a law firm. We recommend review by your legal counsel of model documents before adoption.
Appendix B V2018-1
Page 39 of 132
TABLE OF CONTENTS
Page
ARTICLE 1 NAMES, PURPOSE AND OTHER GENERAL INFORMATION ........................................ 1
1.1 Name of Municipality................................................................................................ 1
1.2 Name of Fire Department.......................................................................................... 1
1.3 Name of Relief Association....................................................................................... 1
1.4 Federal Taxpayer Identification Number................................................................... 1
1.5 Name of Plan.............................................................................................................. 1
1.6 Original Effective Date of Plan.................................................................................. 1
1.7 Purpose....................................................................................................................... 1
ARTICLE II DEFINITIONS AND INTERPRETATION............................................................................ 1
2.1 General Definitions.................................................................................................... 1
2.2 Interpretation.............................................................................................................. 4
ARTICLEIII VESTING...............................................................................................................................4
3.1 Full Vesting of Accrued Benefit................................................................................ 4
3.2 Partial Vesting of Accrued Benefit............................................................................ 4
3.3 Determining Years of Active Service for Vesting..................................................... 5
ARTICLE 1V BENEFITS.............................................................................................................................5
4.1 Retirement Benefit..................................................................................................... 5
4.2 Return To Service ...................................................................................................... 6
4.3 Deferred Interest........................................................................................................ 7
4.4 Disability Benefit....................................................................................................... 7
4.5 Survivor Benefit......................................................................................................... 8
4.6 Funeral Benefit........................................................................................................... 9
4.7 Supplemental Benefit................................................................................................. 9
4.8 Supplemental Survivor Benefit.................................................................................. 9
4.9 Benefit Payment Requests ......................................................................................... 9
4.10 Forms of Payment.................................................................................................. 10
4.11 Maximum Limitation on Benefits.......................................................................... 10
4.12 Required Distributions........................................................................................... 10
4.13 Unclaimed Benefits................................................................................................ 10
ARTICLE V APPEALS PROCEDURE.....................................................................................................11
5.1 Right of Appeal........................................................................................................ 11
5.2 Denial of Benefits .................................................................................................... 11
5.3 Review Procedure.................................................................................................... 11
ARTICLE VI CLAIMS AGAINST BENEFICIAL INTEREST................................................................ 11
6.1 Nonassignability...................................................................................................... 11
6.2 Charge for Litigation................................................................................................ 12
6.3 Domestic Relations Orders...................................................................................... 12
Appendix B V2014-2 i
Page 40 of 132
ARTICLE VII UNIFORMED SERVICE (MILITARY SERVICE).......................................................... 13
ARTICLE VIII RIGHT TO AMEND,DISCONTINUE OR TERMINATE............................................. 14
8.1 Amendment.............................................................................................................. 14
8.2 Consolidation and Plan Benefits.............................................................................. 14
8.3 Termination of Plan ................................................................................................. 15
ARTICLE IX MISCELLANEOUS............................................................................................................ 15
9.1 Governing Law........................................................................................................ 15
9.2 Binding Effect.......................................................................................................... 15
9.3 Effective Date Application ...................................................................................... 15
9.4 Authority of Board of Trustees................................................................................ 15
Appendix B V2014-2 ii
Page 41 of 132
SHAKOPEE FIRE DEPARTMENT RELIEF ASSOCIATION
DEFINED BENEFIT LUMP SUM RETIREMENT PLAN
The Board of Trustees of the Relief Association amends and restates its existing defined
benefit pension plan in its entirety for the benefit of its eligible members.
ARTICLE I
NAMES, PURPOSE AND OTHER GENERAL INFORMATION
1.1 Name of Municipality: City of Shakopee
1.2 Name of Fire Department: Shakopee Fire Department
1.3 Name of Relief Association: Shakopee Fire Department Relief Association
Address: 129 South Holmes St, Shakopee, MN 55379
1.4 Federal Taxpayer Identification Number: 41-6031677
1.5 Name of Plan: Shakopee Fire Department Relief Association Defined Benefit Lump
Sum Retirement Plan
1.6 Original Effective Date of Plan: August 10, 1895
1.7 Purpose. The purpose of the Plan is to provide benefits to eligible members of the Relief
Association (Participants) and their lawful Beneficiaries.
ARTICLE II
DEFINITIONS AND INTERPRETATION
2.1 General Definitions. The following words and phrases when used herein shall have the
following meanings except as otherwise required by the context in which they are used:
(a) "Accrued Benefit" of a Participant shall mean the benefit determined under the
terms of the Plan, as of a specified date.
(b) "Active Service" shall mean active service as defined by the Fire Department, as
stated in its policies and procedures, except that Participants shall not receive
credit for Active Service for hours during which the Participant is:
(i) a full- or part-time employee of the Fire Department who accrues pension
service credit under the Public Employees Retirement Association of
Minnesota Police and Fire Fund for the same firefighting service.
Appendix B V2018-1 B-1
Page 42 of 132
(c) "Alternate Payee" shall mean a spouse or former spouse of a Participant who is
recognized by a Domestic Relations Order as having a right to receive all, or a
portion of, a Participant's Beneficial Interest under the Plan,pursuant to
Minnesota Statutes, Section 518.58, Subd. 4.
(d) `Beneficial Interest" shall mean the amount of a Participant's Accrued Benefit
that is distributable to the Participant or the Participant's Beneficiary in
accordance with the terms of the Plan.
(e) "Beneficiary" shall mean any person entitled to receive benefits that may be
payable upon or after a Participant's death.
(f) "Board of Trustees" or"Board" shall mean the Board of Trustees of the Relief
Association.
(g) "Break in Service" shall mean a period as defined by the Fire Department in its
policies and procedures, during which the Participant does not meet Active
Service requirements. These periods shall be tracked in increments of 30
consecutive days within a calendar year. However, service restored pursuant to the
uniformed services provisions of Article VII shall be considered Active Service
and shall not be considered a Break in Service.
(h) "Bylaws" shall mean the duly adopted bylaws of the Relief Association.
(i) "Code" shall mean the Internal Revenue Code of 1986, and amendments thereto.
(j) "Disability" or "Disabled" shall mean the inability of a Participant to engage in
the performance of his or her duties by reason of a medically determinable
physical or psychological impairment that can be expected to last for a continuous
period of not less than twelve months or can be expected to result in death.
Disability may have been incurred in the line-of duty or outside the line-of duty.
A Participant's Disability shall be determined by the Board in its sole discretion.
(k) "Disability Benefit" shall mean the benefit, if any,paid to a Participant in lieu of
a Retirement Benefit, pursuant to Section 4.4.
(1) "Domestic Relations Order" shall mean any judgment, decree or order
(including approval of a property settlement agreement) that complies with the
provisions of Minnesota Statutes Sections 5 18.5 8 or 518.581.
(m) "Effective Date" of the Plan shall be the effective date referenced on the first
page of the Bylaws.
(n) "Entry Date" shall mean the date of hire as defined in the Fire Department
policies and procedures.
(o) "Participant" shall mean a member of the Relief Association who has accrued or
is accruing benefits under the Plan.
Appendix B V2018-1 B-2
Page 43 of 132
(p) "Plan Year" shall mean the calendar year.
(q) "Qualification Procedures" shall mean written procedures adopted by the Board
of Trustees to:
(i) determine whether a Domestic Relations Order may be honored under the
law and the terms of the Plan; and
(ii) to administer distributions under such orders.
The procedures shall be implemented within a reasonable time after receipt of a
domestic relations order by the Board of Trustees. Qualification Procedures must
permit an Alternate Payee to designate a representative for receipt of copies of
notices sent to the Alternate Payee with respect to a Qualified Domestic Relations
Order.
(r) "Qualified Recipient" shall mean an individual who receives a lump sum
distribution of pension or retirement benefits, including disability benefits, from
the Relief Association for service performed as a Volunteer Firefighter, as it
relates to Section 4.7 herein.
(s) "Resumption of Active Service Requirement" shall mean the period of time
equal to the period of time that elapsed between the Participant's Separation Date
and return to Active Service pursuant to Section 4.2.
(t) "Retirement Benefit" shall mean the benefit payable to a Participant pursuant to
Section 4.1, but only after the Participant has met all eligibility requirements of
Section 4.1.
(u) "Separation Date" shall mean the date of retirement or termination as defined in
the Fire Department policies and procedures.
(v) "Special Fund" shall mean the fund established pursuant to Minnesota Statutes,
Section 424A.05 used to fund benefits under the Plan and for other purposes
permitted by statute. The assets of the Special Fund shall be invested only in
securities authorized by Minnesota Statutes, Section 69.775.
(w) "Supplemental Benefit" shall mean the benefit paid to a Qualified Recipient
pursuant to Minnesota Statutes, Section 424A.10, Subd. 2(a), as described in
Section 4.7.
(x) "Supplemental Survivor Benefit" shall mean the benefit, if any,paid to a
Surviving Spouse or minor Surviving Children pursuant to Minnesota Statutes,
Section 424A.10, Subd. 2(b), as described in Section 4.8.
(y) "Surviving Children" shall mean any natural or adopted child of a deceased
Participant.
Appendix B V2018-1 B-3
Page 44 of 132
(z) "Surviving Spouse" shall mean the spouse of a deceased Participant who was
legally married to the Participant at the time of death.
(aa) "Survivor Benefit" shall mean the benefit paid to a Participant's Beneficiary
pursuant to Section 4.5.
(bb) "Volunteer Firefighter" shall mean any person who:
(i) is engaged in providing emergency response services or delivering fire
education or prevention services as a firefighter for the Fire Department or
Municipality;
(ii) is trained in or is qualified to provide fire suppression duties or to provide
fire prevention duties under Minnesota Statutes, Section 424A.001, Subd.
8; and
(iii) meets any other minimum firefighter and service standards established by
the Fire Department or Municipality.
(cc) "Year of Active Service" shall mean each 12-month period of Active Service
commencing with a Participant's Entry Date or anniversary thereof reduced by the
Participant's Break(s) in Service. This definition shall be used for the purposes of
calculating the minimum funding requirements and computing benefits or service
pensions payable. Service pensions will not be prorated monthly for fractional
Years of Active Service pursuant to Minnesota Statutes, Section 424A.02, Subd.
1.
2.2 Interpretation. The words defined in this Article 2 shall have the meanings assigned to
them except where specified otherwise in this instrument. Whenever appropriate, words
used herein in the singular shall include the plural, the plural may be read as the singular,
and the masculine shall include the feminine.
ARTICLE III
VESTING
3.1 Full Vesting of Accrued Benefit. A Participant shall have a fully vested and non-
forfeitable interest in the Participant's Accrued Benefit upon completion of 20 Years of
Active Service.
3.2 Partial Vesting of Accrued Benefit. The following vesting schedule shall apply to a
Participant with fewer than 20 Years of Active Service:
Years of Active Service Vested Percentage
5 but less than 6 40%
6 but less than 7 44%
7 but less than 8 48%
Appendix B V2018-1 B-4
Page 45 of 132
8 but less than 9 52%
9 but less than 10 56%
10 but less than 11 60%
11 but less than 12 64%
12 but less than 13 68%
13 but less than 14 72%
14 but less than 15 76%
15 but less than 16 80%
16 but less than 17 84%
17 but less than 18 88%
18 but less than 19 92%
19 but less than 20 96%
20 or more 100%
3.3 Determining Years of Active Service for Vesting. All Years of Active Service shall be
taken into account for purposes of determining a Participant's vested Accrued Benefit,
including Years of Active Service with the Fire Department prior to the Effective Date.
ARTICLE IV
BENEFITS
4.1 Retirement Benefit. (a) Eligibility. To be eligible to receive a Retirement Benefit a
Participant must satisfy each of the following requirements:
(i) Have retired or ceased Active Service with the Fire Department;
(ii) Be at least 50 years of age;
(iii) Have been a Volunteer Firefighter in the Fire Department;
(iv) Have been a member in the Relief Association; and
(v) Have the minimum Years of Active Service required for a non-forfeitable
interest (vested) in the Participant's Accrued Benefit.
(b) Amount. If so provided in Section 3.2, a Participant's Retirement Benefit shall be
determined as follows:
Years of Active Benefit level in Vesting
Service credited multiplied effect for multiplied percentage for
to Participant by Participant by completed Years
of Active Service
The benefit level is set forth in Appendix C. The Participant's benefit level will be the benefit
level in effect at the Participant's Separation Date. However, if the Participant had a Break in
Service, the Participant's benefit level shall be determined as described in Section 4.2.
Subject to the provisions of Section 8.1 of this Appendix B, benefit levels are subject to increase
Appendix B V2018-1 B-5
Page 46 of 132
and shall be effective as of the agreed upon effective date,provided that such increase shall not
apply to any Participant who ceased Active Service before the effective date of the increase.
Such Retirement Benefit shall not be paid before the later of the Participant's Separation Date or
the date the Participant attains age 50. The Retirement Benefit shall be paid at the time requested
by the Participant in a properly completed and accepted Retirement Benefit Payment Request
Form.
4.2 Return To Service. (a) Return to Service Before Payment of Retirement, Disability or
Survivor Benefit. If a Participant:
(i) Ceases Active Service with the Fire Department(incurs a Separation
Date),
(ii) Has not received a Retirement Benefit distribution from the Plan of the
Participant's vested Accrued Benefit, and
(iii) Subsequently returns to Active Service after at least 60 days have elapsed,
the Participant shall qualify for increases in the benefit level implemented
during or after the Separation Date from Active Service and additional
Years of Active Service only if the Participant remains in Active Service
for the Resumption of Active Service Requirement. If the Participant has
not met this requirement by the time of the Participant's later Separation
Date, the Participant's benefit shall be the benefit level in effect at the time
of the Participant's prior Separation Date and Years of Active Service in
effect at the time of the Participant's prior Separation Date plus Years of
Active Service after the Participant's resumption of Active Service.
A Participant whose period of Break in Service does not exceed 365 consecutive days is exempt
from the minimum period of Resumption of Active Service Requirement.
(b) Return to Service After Payment of Retirement Benefit. If a Participant:
(i) Ceases Active Service with the Fire Department (incurs a Separation Date)
(ii) Receives a Retirement Benefit distribution from the Plan of the
Participant's vested Accrued Benefit,
(iii) Subsequently returns to Active Service after at least 60 days have elapsed,
the Participant shall be credited with additional Years of Active Service. A
Participant's Retirement, Disability or Survivor Benefit at the Participant's
later Separation Date shall be determined as follows:
Appendix B V2018-1 B-6
Page 47 of 132
Years of Vesting
Additional Benefit level in
Active Service effect for percentage for
credited to multiplied participant as of multiplied completed
Participant after by the subsequent by Additional
Years of Active
the return to Separation Date
Service
service
No Participant may be paid a service pension twice for the same period of Active Service.
4.3 Deferred Interest.
The Board of Trustees shall adjust a Participant's unpaid Retirement Benefit amount at an
interest rate of five percent, compounded annually from the first day of the month following the
date on which the Participant separated from Relief Association membership, whichever is later,
to the last day of the month immediately before the Participant becomes eligible to begin receipt
of, and applies for, the Retirement Benefit. The interest rate is set forth in Appendix C.
4.4 Disability Benefit. A Participant who becomes Disabled while in Active Service may be
eligible for a Disability Benefit in lieu of a Retirement Benefit. A Participant who becomes
Disabled while on leave for uniformed services under Article VII shall be deemed to have
become Disabled while in Active Service. A Participant's Disability Benefit shall be determined
as follows:
Years of Active Service multiplied Benefit level in effect when
credited to Participant by Participant becomes Disabled
The benefit level is set forth in Appendix C. Subject to the provisions of Section 8.1 of this
Appendix B, such dollar amount is subject to increase and shall be effective as of the agreed
upon effective date, provided that such increase shall not apply to any Participant who ceased
Active Service before the effective date of the increase.
Any Disability Benefit paid in accordance with this Section 4.4 shall be in lieu of all rights to
further service pension and survivors benefits.
The Participant shall be eligible to receive the Disability Benefit upon approval of the Board of
Trustees. A written report of a physician of the Participant's choice shall be required for payment
of a Disability Benefit. The report shall set forth the diagnosis and prognosis of the Disability,
disease or injury of the Participant and its probable duration of permanence. A Participant's
statement as to pain or other symptoms will not alone be conclusive evidence of Disability.
A Disability Benefit Payment Request form shall be submitted to the Board of Trustees within
six months after such Participant's Separation Date with the Fire Department. The form shall
describe the nature and cause of such Disability. The form shall be under oath by the Participant
or his/her immediate family. The determination of Disability shall be tabled until the next Board
meeting so that a physician of the Participant's choice may examine the Participant. The Board
of Trustees has the discretion to request that another doctor, selected by the Board of Trustees,
Appendix B V2018-1 B-7
Page 48 of 132
examine the Participant. Final determination of Disability will be based on the reports of at least
one doctor, and shall be deterinined by the Board of Trustees at the subsequent Board meeting.
If the Participant who applied for a Disability Benefit disagrees with the Board's determination,
the Participant may, within sixty(60) days from notice of such action of the Board of Trustees,
file a written appeal of the Board of Trustees' determination. The appeal will be decided under
the appeal procedures described in Article V.
4.5 Survivor Benefit. (a) Eligibility. For a Participant's Beneficiary to be eligible to receive
a Survivor Benefit, the Participant must have satisfied the following requirements:
(i) Have died in Active Service with the Fire Department; or
(ii) Have died prior to receiving his Retirement Benefit.
A Participant who dies while on leave for uniformed service under Article VII shall be deemed
to have died while in Active Service.
(b) Amount. If a Participant in Active Service dies, the Participant's Beneficiary shall
receive a lump sum payment equal to 100% of the Participant's Accrued Benefit.
If a Participant who has retired from or ceased Active Service dies, the Participant's Beneficiary
shall receive a lump-sum Survivor Benefit determined as follows:
Vesting Including
Years of Active multiplied Benefit level in multiplied percentage for earned
Service credited effect for completed deferred
to Participant by Participant by Years of Active interest, if
Service applicable
The Survivor Benefit level will be the benefit level in effect at the Participant's Separation Date.
However, if the Participant had a Break in Service, the Survivor Benefit level shall be
determined as described in Section 4.2.
Such Survivor Benefit shall be paid to the Participant's Beneficiary as soon as administratively
feasible following the Participant's death and the approval of the Survivor Benefit Payment
Request form.
A Participant's Beneficiary shall be as follows:
(i) the Participant's Surviving Spouse; or
(ii) if no Surviving Spouse, the Participant's Surviving Children or if so
designated as a Beneficiary by the Participant, a trust for the benefit of the
Participant's Surviving Children created under Chapter 501B; or
(iii) if no Surviving Spouse or Surviving Children, the Participant's designated
Beneficiary or Beneficiaries. To designate a Beneficiary, the Participant
Appendix B V2018-1 B-8
Page 49 of 132
shall complete, sign and file with the Relief Association a designation of
Beneficiary on a form to be provided by the Relief Association or by other
written form acceptable to the Relief Association. On said form, the
Participant shall designate a Beneficiary, which must be a natural person,
or a designated trust created under Chapter 501B of the Minnesota
Statutes that shall be paid any sum that may be payable on account of the
Participant's death (reserving, however, to the Participant the power to
change the designation of Beneficiary using the Change of Beneficiary
Designation form); or
(iv) if no designated Beneficiary or Beneficiaries, to the estate of the
Participant.
If there is a Surviving Spouse, but no Surviving Children, the Surviving Spouse may waive in
writing all or a part of the Survivor Benefit otherwise payable to the Surviving Spouse, in which
event, the Survivor Benefit waived shall be paid as if the spouse had predeceased the Participant.
4.6 Funeral Benefit. No Funeral Benefit shall be paid under this Plan.
4.7 Supplemental Benefit. Upon payment of a lump sum distribution, the Relief Association
must pay a Supplemental Benefit to the Qualified Recipient. The Supplemental Benefit may be
paid from the Special Fund. The amount of the Supplemental Benefit equals ten percent of the
lump sum distribution, excluding any interest paid during a period of deferral, but in no case may
the Supplemental Benefit exceed $1,000.
4.8 Supplemental Survivor Benefit. Upon payment of a Survivor Benefit, the Relief
Association must pay a Supplemental Survivor Benefit to the Surviving Spouse, or, if none, the
Surviving Child(ren) of a Participant who had at least one (1) month of Active Service. The
Supplemental Survivor Benefit shall be paid in lieu of the Supplemental Benefit and shall be
paid from the Special Fund. The amount of the Supplemental Survivor Benefit equals twenty
(20)percent of the lump sum distribution, but in no case may the Supplemental Survivor Benefit
exceed $2,000.
4.9 Benefit Payment Requests. Requests for benefit payment shall be in writing and filed
with the Relief Association not less than 90 days prior to the next Board meeting, unless
permitted earlier by the Board. Such request shall be made on the appropriate form described
below:
Requested Benefit Required Benefit Form
Retirement Retirement Benefit Payment Request
Survivor Survivor Benefit Payment Request
Appendix B V2018-1 B-9
Page 50 of 132
Disability Disability Benefit Payment Request
(if applicable)
Requests for Plan benefits shall be considered valid when approved by the Board. Upon
approval of the request, the Board shall pay the Participant within 90 days and provide notices to
the Participant as required by state or federal law with respect to pension or benefit payments,
including, if required, the Special Tax Notice Regarding Plan Payments.
4.10 Forms of Payment. Plan benefits payable to a Participant or Beneficiary shall be made in
single lump sum payment. The Participant shall specify that the payment be made in the manner
o£
(a) a check payment payable to the Participant or Beneficiary, subject to federal
income tax withholding, as may be required; or
(b) a direct rollover to an individual retirement account described in Section 408(a) of
the Code to the extent permitted by law, or
(c) a transfer to the Participant's account in the Minnesota Deferred Compensation
Plan , to the extent permitted by law and the Minnesota Deferred Compensation
Plan.
No other forms of distributions are allowed under the Plan.
4.11 Maximum Limitation on Benefits. Notwithstanding any provision of the Plan to the
contrary, a Participant's benefit under the Plan shall not exceed the maximum amount permitted
under Section 415 of the Code. Service pensions shall be further limited to the maximum
amounts payable pursuant to Minnesota Statutes, Section 424A.02, Subd. 3.
4.12 Required Distributions. Notwithstanding any provision of the Plan to the contrary, a
Participant's benefit shall be paid to the Participant by April 1 of the calendar year following the
later of the calendar year in which the Participant attains age 70%2 or ceases Active Service. Such
distributions shall be determined and made in accordance with Section 401(a)(9) of the Code and
regulations promulgated there under, including the minimum distribution incidental benefit
requirement of Treasury Reg. Section 1.401(a)(9)-2, the provisions of which are incorporated
herein by reference.
4.13 Unclaimed Benefits. If the Relief Association is unable with reasonable effort to locate a
Participant or person/estate entitled to a Survivor Benefit under the Plan or applicable law, the
benefit distributable to such Participant or person/estate shall be forfeited and will be credited to
the Special Fund. Efforts to locate a Participant or person/estate must be documented. Forfeiture
shall occur no earlier than thirty-six (36) months after the Board concludes the Relief
Association was unable to locate such Participant or person/estate despite reasonable efforts to
do so.
Appendix B V2018-1 B-10
Page 51 of 132
ARTICLE V
APPEALS PROCEDURE
5.1 Right hg t of Appeal. In the event the Board of Trustees denies a written request for a
Retirement, Disability or Survivor Benefit, the Participant or Beneficiary whose request was
denied (a"claimant") shall be entitled to appeal the determination.
5.2 Denial of Benefits. If a written request is not approved, the Board shall return the form to
the claimant within 30 days, noting which requirements the claimant does not meet. Thereafter,
the claimant shall be furnished with the opportunity to be heard by the Board, on the question of
whether the claimant meets all of the eligibility requirements. A claimant who intends to appeal
must furnish the Board with a written notice of appeal within 30 days of receiving an adverse
determination.
5.3 Review Procedure. Upon receipt of the written notice of appeal, the Board of Trustees
shall hold a special meeting within 60 days. Timely notice of the meeting shall be given to the
claimant at least 15 days prior to the special meeting. The claimant shall have the reasonable
opportunity to be heard by the Board of Trustees at the special meeting with regard to the
negative determination. The Board shall decide the appeal and shall give the claimant written
notice of its decision.
The exhaustion of these claims procedures is mandatory for resolving every claim and dispute
arising under these Bylaws. Any legal action to recover benefits or to enforce or clarify rights
under the Bylaws must be commenced in the proper forum within 120 days after the claimant has
exhausted the claims procedures. For all purposes, knowledge of all facts that the Participant
knew or reasonably should have known shall be imputed to every claimant who is or claims to be
a beneficiary of the Participant or otherwise claims to derive an entitlement by reference to the
Participant. The Board has full discretion to determine benefit claims under the Bylaws. Any
interpretation, determination or other action of the Board shall be subject to review only if it is
arbitrary or capricious or otherwise an abuse of discretion. Any review of a final decision or
action of the Board shall be based only on such evidence presented to or considered by the Board
at the time it made the decision that is the subject of review.
ARTICLE VI
CLAIMS AGAINST BENEFICIAL INTEREST
6.1 Nonassi_ng abilitX. No Participant or Beneficiary shall have any transmissible interest in
the Plan or in the Participant's separate Beneficial Interest therein, either before or after the
vesting thereof, or in any of the assets comprising the same prior to actual payment and
distribution thereof, and shall have no power to alienate, dispose of,pledge or encumber the
same, while in the possession or control of the Plan, nor shall the Plan recognize any assignment
thereof, either in whole or in part, nor shall the interest of any Participant or Beneficiary be
subject to attachment, garnishment, execution or other legal process while in the hands of the
Plan, except as provided in Minnesota Statutes, Section 518A.53 or as otherwise provided
herein.
Appendix B V2018-1 B-11
Page 52 of 132
6.2 Charge for Liti ate. In the event that any Participant or any person claiming by or
through a Participant should commence any equitable or legal proceedings against the Relief
Association, the result of which is adverse to the plaintiff, or in the event that the Relief
Association should find it necessary to commence any such proceeding against any Participant or
any person claiming by or through a Participant, the result of which is adverse to the defendant,
the cost to the Relief Association of defending or bringing the proceeding, as the case may be,
shall be charged, to the extent possible and permitted by law, to the Accrued Benefit of the
Participant and only the excess of such cost over the amount of the Participant's Accrued Benefit
shall be included as an expense of administration.
6.3 Domestic Relations Orders. Notwithstanding any provision to the contrary herein, the
Board of Trustees may assign the interest of a Participant in the Plan to an Alternate Payee
pursuant to a Domestic Relations Order. In the event the Plan receives a Domestic Relations
Order with respect to a Participant's Beneficial Interest in the Plan, the following provisions
shall apply:
(t) The Board shall promptly give written notification to the Participant and to the
Alternate Payee of receipt of a domestic relations order and of Plan Qualification
Procedures. The Board shall then proceed with Qualification Procedures to
determine whether the order is a Domestic Relations Order and can be honored.
The Board shall then notify the Participant and Alternate Payee (or the Alternate
Payee's designated representative) of its deterinination.
(u) Disputed funds shall be disposed of as follows:
(i) During the period in which the Qualification Procedures are in progress,
the Board shall separately account for any amounts that would be payable
to an Alternate Payee if the Domestic Relations Order can be honored.
(ii) If it is determined the Domestic Relations Order can be honored within the
18-month period commencing on the date payments are to begin under the
order, the Board shall pay the amounts designated in the order, including
any interest, to the Alternate Payee.
(iii) If the Board determines that the Domestic Relations Order cannot be
honored or if the 18-month period described in (ii) above elapses and the
qualification dispute has not been resolved, the Board shall pay the
segregated amounts, together with earnings or losses, if required, to the
persons who would have received the amounts if the order had not been
issued.
(iv) If an order is qualified after expiration of the 18-month period described in
(ii) above,payment of benefits to an Alternate Payee shall proceed
prospectively and the Plan shall not be liable to an Alternate Payee for
benefits attributable to the period prior to qualification.
Appendix B V2018-1 B-12
Page 53 of 132
(v) Payment of benefits pursuant to a Domestic Relations Order shall be made only as
permitted under the Plan. Payment to an Alternate Payee may not commence until
the Participant submits a valid Retirement Benefit Payment Request form and the
Participant's benefit becomes payable.
(w) If a Domestic Relations Order does not address and determine the payment of the
Supplemental Benefit payable under Section 4.7 in connection with the payment
of a Retirement Benefit, the Supplemental Benefit shall be divided between the
Participant and the Alternate Payee in the same proportion as the Retirement
Benefit is so divided. In addition, the Board cannot honor a Domestic Relations
Order requiring that Supplemental Survivor Benefits be paid to anyone other than
the persons listed in Section 4.8 in the order there listed.
(x) To the extent permitted by law and except as otherwise provided under a
Domestic Relations Order, the Board may, on a uniform basis, charge the
reasonable and necessary expenses associated with the review of a Domestic
Relations Order and the implementation of a Domestic Relations Order to the
accounts of the Participant and Alternate Payee.
ARTICLE VII
UNIFORMED SERVICE (MILITARY SERVICE)
Subject to restrictions stated in this section, a Participant who is absent from firefighting service
due to service in the uniformed services, as defined in the Uniformed Services Employment and
Reemployment Rights Act("USERRA"), will be granted Active Service credit under the Plan
for the period of the uniformed service, not to exceed five years, unless a longer period is
required under USERRA.
To be eligible for such credit, the Participant must return to firefighting service with coverage by
the Relief Association (or by the successor to the Relief Association) upon discharge from
service in the uniformed service within the time frame required in USERRA. However, Active
Service credit is not authorized if the Participant separates from uniformed service with a
dishonorable or bad conduct discharge or under other than honorable conditions.
Active Service credit is not authorized if the Participant fails to provide notice to the Fire
Department that the Participant is leaving to provide service in the uniformed service, unless it is
not feasible to provide that notice due to the emergency nature of the situation.
If the Participant does not return to Active Service with the Fire Department within the time
frame required in USERRA, then except as otherwise provided in the following sentence, it shall
be conclusively presumed that the Participant's Active Service terminated as of the date that the
leave for uniformed services began. A Participant who dies or becomes Disabled while the
Participant is on leave for uniformed services shall be deemed to have returned to Active Service
and shall be deemed to have accrued years of Active Service during the period of leave for
uniformed services.
Appendix B V2018-1 B-13
Page 54 of 132
ARTICLE VIII
RIGHT TO AMEND, DISCONTINUE OR TERMINATE
8.1 Amendment. Except as herein otherwise limited, the Relief Association shall have the
right to amend this Plan, pursuant to Section 12.3 of the Bylaws, at any time to any extent that it
may deem advisable. Such amendment will be stated in an instrument in writing executed by the
Relief Association. Upon adoption and execution of such instrument, this Plan shall be deemed
to have been amended in the manner therein set forth, and Participants shall be bound thereby.
No amendment which would affect the amount of, the manner of payment of, or the conditions
for qualification for service pensions or ancillary benefits or disbursements other than
administrative expenses authorized pursuant to Minnesota Statutes 69.80 payable from the
Special Fund shall be effective until it has been ratified by the governing body or bodies of the
Municipality.
If the Municipality is not required to provide financial support to the Special Fund, the Relief
Association may adopt an amendment of the Plan that increases or otherwise affects the service
pensions or ancillary benefits payable from the Special Fund without municipal ratification so
long as the changes do not cause the amount of the resulting increase in the accrued liability of
the Special Fund to exceed 90 percent of the amount of the prior surplus over full funding and
the changes do not result in the financial requirements of the Special Fund exceeding the
expected amount of the future fire state aid to be received by the Relief Association.
The financial requirements are to be determined by the Board of Trustees following the
preparation of an estimate of the expected increase in the accrued liability and annual accruing
liability of the Relief Association attributable to the change. If the Relief Association adopts or
amends the Plan without municipal ratification, and, subsequent to the amendment or adoption,
the financial requirements of the Special Fund are such so as to require financial support from
the Municipality, the provision that was implemented without municipal ratification shall no
longer be effective without municipal ratification, and any service pensions or ancillary benefits
payable with respect to the unapproved increase shall no longer be effective as of the January 1
of the year for which the Schedules I and II for the municipal contribution became due, and as of
that January 1, service pensions or ancillary benefits shall be paid only in accordance with
provisions of the Plan as amended or adopted with municipal ratification.
8.2 Consolidation and Plan Benefits. The Relief Association has not been consolidated with
another relief association pursuant to Minnesota Statutes, Section 424B.02.
Appendix B V2018-1 B-14
Page 55 of 132
8.3 Termination of Plan. Upon dissolution of the Relief Association, after the settlement of
nonbenefit legal obligations of the Special Fund, the Board shall transfer the remaining assets of
the Special Fund, as securities or in cash, as applicable, to the chief financial official of the
Municipality. The Board shall also compile a schedule of Participants to whom a service
pension is or will be owed, any Beneficiary to whom a benefit is owed, the amount of the service
pension or benefit payable based on the Bylaws and state law and the service rendered to the date
of the dissolution, and the date on which the pension or benefit would first be payable under the
Bylaws and state law.
The Municipality receiving the remaining assets of the Special Fund shall establish a separate
account in the municipal treasury to function as a trust fund for Participants and their
Beneficiaries eligible for Plan benefits. Upon submission of the proper form, on or after the
initial date on which the service pension or benefit is payable, the municipal treasurer shall pay
the pension or benefit due, based on the schedule described above and the other records of the
dissolved Relief Association. The trust fund must be invested and managed consistent with
Minnesota Statutes Section 69.775 and Chapter 356A. Upon payment of the last service pension
or benefit due and owing, any remaining assets in the trust fund may be transferred to the general
fund of the municipality. If the Special Fund had an unfunded actuarial accrued liability upon
dissolution, the Municipality is liable for that unfunded actuarial accrued liability.
ARTICLE IX
MISCELLANEOUS
9.1 Governing Law. This Plan shall be construed, administered, and governed in all respects
under the laws of the State of Minnesota, except as preempted by federal law.
If any Minnesota laws are applicable solely to the Relief Association, then an Appendix F will be
included to describe such laws.
9.2 BindingEffect.ffect. This Plan shall be binding upon and inure to the benefit of the heirs,
personal representatives, successors and assigns of any and all of the parties hereto.
9.3 Effective Date Application. If a member's Separation Date is prior to the Effective Date,
the member's status and benefit under the Plan, if any, attributable to Active Service, shall be
determined and paid in accordance with the provisions of the Plan in effect at the Separation
Date.
If a member had a Separation Date prior to the Effective Date, but returns to complete a Year of
Active Service that ends after the Effective Date, the member's status and benefits under the Plan
for all Active Service shall be determined in accordance with the provisions of the Plan in effect
at the subsequent Separation Date.
9.4 Authority of Board of Trustees. The Board of Trustees shall have full power, authority
and discretion to do each and every act and thing which it is specifically required or permitted to
do under the provisions of the Plan and to determine conclusively for all parties all questions
arising in the interpretation or administration of the Plan.
Appendix B V2018-1 B-15
Page 56 of 132
APPENDIX C
SHAKOPEE FIRE DEPARTMENT RELIEF ASSOCIATION
Benefit Levels
Benefit Level Benefit Level per Interest Rate for Date Benefit
Effective Date Year of Active Deferred Pension Approved by
Service Benefit Municipality
August 1,2018 $8,425 5% May 1,2018
August 1,2017 $8,025 5% July 18,2017
August 1,2016 $7,800 5% December 17,2013
August 1,2015 $7,700 5% December 17,2013
August 1,2014 $7,600 5% December 17,2013
August 31 ,2005 $7,500 5% May 1 ,2001
NA means not applicable.
NR means not required.
TBD means to be determined
Appendix C V2018-1 C-1
Page 57 of 132
RESOLUTION NO. 7913
A RESOLUTION OF THE CITY OF SHAKOPEE,MINNNESOTA
APPROVING PENSION BENEFIT GUIDELINES FOR THE SHAKOPEE FIRE
DEPARTMENT RELIEF ASSOCIATION AND BENEFIT INCREASE EFFECTIVE
AUGUST 1, 2017
WHEREAS, the City of Shakopee (City) and the Shakopee Fire Department (SFD) strive
to provide excellent facilities and equipment while also compensating SFD Firefighters through
an hourly pay rate for service calls and through payment of a pension benefit for each year of
service. The pension benefit becomes partially vested after 5 years of credited service and fully
vested after 20 years of credited service; and
WHEREAS, the pension benefit is funded by the Shakopee Firefighters Relief Association
(SFDRA). The SFDRA investment portfolio increases in value through investment earnings,
insurance funds (referred to as the 2%money) and City contributions when the Funding Coverage
Percentage (PCP) falls below 100%, as mandated by Minnesota State Law. The PCP (often
referred to as the coverage ratio) equals total portfolio assets divided by total pension liabilities.
The FCP gives an indication of the funds available in comparison to the current liabilities; and
WHEREAS , the SFDRA operates independently of the SFD and manages the SFDRA
portfolio using best investment practices and professional managers that provide diversified and
balanced investment alternatives. The SFDRA Board oversees all aspects of the investment portfolio
which is summarized in the SFDRA Bylaws document; and
WHERAS, the City and the SFD strive to provide competitive firefighter compensation to
help attract and retain high quality personnel. The SFD recognizes that direct comparisons of
compensation are difficult. For example,the SFDRA currently provides a guaranteed 5% investment
option for retired members which many other organizations do not provide; and
WHEREAS, the SFDRA Board strives for adequate controls over pension benefit increases
to protect both the City and Firefighters' interests. Prudent investment management will minimize
the need for mandatory City contributions while also providing a pension benefit for SFD
Firefighters which is guaranteed by the City; and
WHEREAS , the SFDRA Board and the SFDRA membership recommend smaller, more
frequent pension benefit increases as more effective for all parties as opposed to larger, infrequent
benefit increases; and
WHEREAS, investment portfolio volatility may cause mandatory contributions in any given
year. Provisions should be taken to actively prepare for these risks. In addition, the SFDRA Board
will continue to perform yearly detailed financial analysis of the pension benefit through various
modeling techniques and recommendations from the investment professionals .
Appendix C V2018-1 C-2
Page 58 of 132
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHAKOPEE, MINNESOTA, that the City Council approves the following pension benefit
guidelines and benefit increase effective August 1, 2017:
1. The SFDRA Board sets the benefit level for the SFDRA. The City Council ratifies a benefit
level based on the various limitations as defined in this resolution. For the purposes of this
resolution, ratify is defined as the City Council approval/guarantee of the pension benefit
level. "Ratify" is the statutory term used in Minn. Stat. 424A.02 and 424A.092 to describe
this process.
2. Annually , at the April SFDRA Board meeting, the SFDRA Board will receive an
investment update from the selected professional investment managers recapping the past
year and outlook for the current year.
3. Annually, the City Council will review the previously ratified per year of service SFDRA
pension benefit and revise this resolution as needed to update the recommended policy
guidelines.
4. Annually, the process shall involve the following steps:
a. The SFDRA Board will calculate the Funding Coverage Percentage (FCP) (defined
as the ratio of investment portfolio assets divided by pension fund liabilities effective
December 31 st of the previous year, which values shall be confirmed by the SFDRA
auditor).
b. Any pension benefit increase request from above shall be contingent upon majority
approval by the SFDRA membership in April. This demonstrates the SFDRA Board
is commitment to the new pension benefit level.
c. The recommended implementation date of the new pension benefit level once all
contingencies are met would be August 1st of the current year to ensure the
completion of the final audit, obtain the necessary approvals from the City Council,
the SFDRA Board and membership, and the filing of bylaw amendments.
d. If the full SFDRA membership does not have majority approval of the same pension
benefit level approved by the City Council, the pension benefit level will remain
unchanged.
5. The recommended Funding Coverage Percentages and corresponding per year of service
pension benefit percentage increases are as follows:
a. FCP less than 112%: no increase
b. FCP 112%or greater but less than 117%: 3% increase
c. FCP 117%or greater but less than 122%: 4% increase
Page 59 of 132
d. FCP 122%or greater but less than 127%: 5%increase
e. FCP 127%or greater: 6%increase
6. In the event of a recommended increase pursuant to the above paragraph 5, the actual
dollar amount increase would be rounded up or down to the nearest twenty-five-dollar
increment.
7. As a further protection and control, there shall be no increases in the pension benefit for
one year after the last mandatory City contribution. This provides a buffer and additional
safeguard for the volatility that may occur when large market corrections occur.
8. All spreadsheets and financial models created by SFDRA Board members and investment
professionals should be regularly updated with current information and reviewed at the
annual pension benefit discussion in April.
9. These guidelines may be changed in the future by the City Council at its discretion.
10.As of December 31, 2016, the FCP was 114.4%. Therefore, based on the guidelines
outlined herein, the pension benefit increase effective for August 1,2017 will be $225.00
per year of service for a combined annual pension benefit of $8,025.00 per year of
service. The City Council hereby approves this increase.
Adopted in the regular session of the City Council of the City of Shakopee, Minnesota
held this IM, day of July, 2017.
I'D
Mayor of the City of Shakopee
411
Page 60 of 132
APPENDIX D
FIRE RELIEF BOARD OFFICER COMPENSATION LEVELS
Officer Date Benefit
Position Annual Salary Approved by Relief
Membership
President $2,000 May 15,2017
Secretary $1,500 May 15,2017
Treasurer $2,000 May 15,2017
Appendix D V2018-1 D-1
Page 61 of 132
APPENDIX E
Intentionally Left Blank
Appendix E V2018-1 E-1
Page 62 of 132
APPENDIX F
SHAKOPEE FIRE DEPARTMENT RELIEF ASSOCIATION
Special Laws
Shakopee
Laws 1976, Ch. 267 Service Pension
Laws 1979, Ch. 201 Sec. 44 Repealer of prior special laws
SOURCE:Minnesota Legislative Commission on Pensions and Retirement,"Laws Governing Volunteer Firefighter Relief
Associations(Updated through the 2004 Session)"httl2://www.commissions.le2.state.mn.us
NA means not applicable.
NR means not required.
TBD means to be determined
Appendix F V2018-1 F-1
Page 63 of 132
*4.C.1.
PbIIIA
' AKOFT. 7,
Shakopee City Council
May 1, 2018
FROM: Michael Kerski, Director of Planning and Development
TO: Mayor and Council Members
Subject:
Appointment of individuals to the Parks, Recreation, Trails and Open Space Steering
Committee.
Policy/Action Requested:
Appointment of individuals to serve through at least January 2019.
Recommendation:
Approve appointment of the list of individuals to serve on the Steering Committee.
Discussion:
The council approved R2018-036 establishing the Steering Committee membership. The
city sought input from boards and commission for members and also posted on the web.
The group's first task will be to review responses to the Request for Proposals and provide
feedback and for members to interview finalists prior to bringing to Council. Council
should see a recommendation in June 2018.
Budget Impact:
ATTACHMENTS:
D List of proposed members
Page 64 of 132
Two Council members
Councilmembers Lehman and Whiting
Two members from the Parks & Rec Advisory Board
John Otto
Jeremy Casper
Two members from the Planning Commission
Jody Brennan
Ashlee Sepulvado
One member from the Bike Committee
Laura Bjorklund
Convention &Visitors Bureau Director
Tim Zunker
Public Works Director or assign
Steve Lillehaug
Sherry Dvorak from Parks & Rec representing the various associations
Two members from large employers
Michelle Enderson, St. Francis Hospital, Community Wellness Coordinator
One member from small business
Billy Wermerskirchen
Four residents from various parts of the community
Alicia Watts, Hilldale Drive
Scott O'Brien, Lakeview Circle
Leah Dussold, new resident at DR Horton homes, has lived in Shakopee for 10 years
Bradly McGarr, Gorman Street
Page 65 of 132
*4.C.2.
pbllakA
' AKOFT. 7,
Shakopee City Council
May 1, 2018
FROM: Kyle Sobota, Senior Planner
TO: Mayor and Council Members
Subject:
Rezoning, Preliminary / Final Plat of Countryside 2nd Addition
Policy/Action Requested:
Approve Ordinance No. 02018-008 and Resolution No. R2018-051, approving the
rezoning and preliminary and final plat of Countryside 2nd Addition.
Recommendation:
Approve Resolution and Ordinance as presented. On April 5th the Planning Commission
reviewed the requests and recommended approval by a vote of 6-0.
Discussion:
Site Information:
Owner: Roger and Susan Sames
Zoning: Agricultural Preservation
Comp. Plan: Proposed Single-Family Residential
Acreage: 10 acres
Proposed Zoning: Urban Residential, RIB
Proposed Land Use: Single-Family Residential
Proposed Number of Lots: 31
Introduction:
Randy Kubes, representing Roger and Susan Sames, property owners, has applied for
multiple applications to allow for the development of a 10-acre site into 31 single-family
residential lots to sell to multiple builders. Outside of the applicant's setback variance
request, all of the applications are required to develop this property. The City Council
approved the annexation of this property on December 19, 2017.
Rezoning Discussion:
Property that is annexed into the city enters the city in the Agricultural Preservation (AG)
Page 66 of 132
Zoning District. In order to be subdivided for development, this property must be re-zoned.
The applicant is proposing to rezone the property to Urban Residential (RIB) to allow for
the construction of single-family homes. The adjacent developments of Countryside and
Windermere are both zoned RIB for the single-family lots. The minimum lot size of lots in
the RIB zone is 60' x 100'. The applicant is proposing lots above the minimum size, with the
typical lot size being roughly 67' x 133' for most lots; the shallowest depth lots are on the
cul-de-sac and the lots in Block 1, which the applicant has applied for a front yard setback
variance of 5'. The applicant has proposed side-yard setbacks of 75, which match the side
yard setbacks of Windermere and Ridge Creek. On April 5th the Board of Adjustment and
Appeals granted the variance request for the reduced setbacks.
Plat Discussion:
The proposed plat creates 31 lots for single-family homes. This plat's street connections are
two existing north-south streets in Countryside (Pinia and Lusitano Streets) and the
applicant proposes a new east-west street with a cul-de-sac adjacent to Marystown Road
(Cubasue Avenue / Court). The applicant is proposing sidewalk on one side of the streets
and a trail along Marystown Road, which complies with city design criteria. Since there is
not trails along Marystown Road south of 17th Avenue currently, staff is recommending the
applicant provide a contractor's bid for the Engineering Department's review for the trail
work and provide a cash escrow for the installation of the trail at a later date.
The applicant proposes to extend Pinia Street and Lusitano Street to the south lot lines to
serve the adjacent property to the south when it develops. The applicant is proposing to
keep the existing house on Lot 10, Block 3. In order to keep the existing house and
maintain reasonable setbacks for the surrounding lots adjacent to the cul-de-sac, a variance
is required. The applicant submitted concepts to staff proposing Cubasue Avenue turning
90-degrees west of the existing house and extending to the southern property line. This
concept created double frontage lots on Marystown Road, which is undesirable. After
significant discussion, staff recommended that the applicant propose a cul-de-sac if the
existing house remains in the current location.
Engineering Discussion:
The stormwater run-off for this site is handled partly by the existing storm sewer system of
the Countryside development, and a proposed infiltration basin adjacent to Lusitano
Street. The Engineering Department has commented that the infiltration basin needs to be
enlarged to reduce the water depth from 3' to 18" or less to allow for the establishment of
vegetation in the basin area. The applicant's engineer is currently working with the
engineering department to re-design the basin and combine the basin with the residential lot
Page 67 of 132
to the west. Staff recommends that the applicant comply with the attached memorandums
from the Engineering Department and Shakopee Public Utilities.
Budget Impact:
N/A
ATTACHMENTS:
D Location Map
D Existing Conditions
D Development Plan
D Preliminary Plat
D Final Plat
D Stormwater Comments
D SPUC Comments
D Engineering Comments
D Ordinance No. 02018-008 (Rezoning)
D Resolution No. R2018-051 (Plat)
Page 68 of 132
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SHAKOPEE
MEMORANDUM
TO: Kyle Sobota, Senior Planner
FROM: Kirby Templin, Water Resources Engineer, PE
SUBJECT: Countryside 2nd Addition —Stormwater Review Comments - 1
DATE: March 26, 2018
This memo summarizes the stormwater review comments for Countryside 2nd Addition.
The following documents were submitted for review:
• 180206_Countryside_SWMP - Storm Water Management Plan, Dated 2-6-2018
• COUNTRYSIDE 2ND ADDITION 11X17 - Engineering, Dated 2-7-18
General Stormwater
1. Provide a comment response memo.
2. Provide a geotechnical report.
3. Label the proposed basin with a basin ID, the NWL, and the HWL on the plans.
4. Route all proposed impervious area to the infiltration basin. If it is not feasible to route
impervious area to the infiltration basin, Include the reasons/discussion in the SWMP that
addresses why it is not feasible.
5. The infiltration basin must provide a water quality volume (calculated as an instantaneous
volume) of 1-inch of runoff. The proposed basin appears to not provide this water quality
volume as the plans show the outlet of the proposed basin at the basin bottom. The
maximum infiltration depth is 18-inches. Update the basin and outlet to meet this
requirement.
6. Include a pretreatment forebay at the inlet to the infiltration basin. The pretreatment
forebay area cannot be included in the infiltration surface area that is required for
drawdown within 48 hours.
7. Provide a skimming outlet for the proposed basin.
8. There is offsite run-on (from the southwest) that is routed to the proposed infiltration
basin. This area is not included in the basin modeling. Update model and storm sewer sizing
to include this run-on area.
9. There is a large drainage area contributing to the site from the southwest. The plans show a
plan to bypass the run-on through a temporary 42" Pipe. Show that the proposed plan will
not cause adverse impacts to the adjacent property owner by backing up flow and causing
an increase in ponding on the adjacent property. Calculate the HWL for this adjacent
ponding area. Include a temporary easement covering the ponding area on adjacent
property.
10. Separation Concerns. The lowest floor elevation must be 2 feet above the 100-year high
surface water elevation for the area unless it can be demonstrated that this standard
COMMUMTY PR E SINCE 1857
City off`Shak`.a:e
Shakopee Gorman St.,Shakopee GUGN 55379 I Phone:952 23::C-930o 1 Fax.952 2333801 1 vvww.ShakopeeMN.gov
Page 74 of 132
creates a hardship. Adjust proposed low floor elevations and/or provide additional analysis
to demonstrate low floor elevations have at least 1-foot separation above highest
anticipated groundwater elevation resulting from the 100-year event. The following
proposed structure elevations do not meet this requirement.
a. Block 1, Lots 1, 2, 3, 4, 5.
b. Block 2, Lots 1, 2, 3, 4, 5, 6.
c. Block 4, Lots 2, 3, 4, 5.
11. There is a concern with the proposed infiltration basin elevation and the adjacent existing
lots of Block 3 of the first addition (to the east). Provide additional analysis demonstrating
low floor elevations have at least 1-foot separation above highest anticipated groundwater
elevation resulting from the 100-year event.
Modeling
12. Change the advanced calculation setting to calculate separate Pervious/Impervious runoff.
13. The modeled outlet does not match the plans. Verify which is correct and update
accordingly. Update outlet as needed based on other comments.
Storm Sewer
14. Provide storm sewer sizing calculations
15. Move CBMH 9 and 8 closer to intersection of Cubasue Court.
Li:AENG\DEVF.LOPmF.PWT REVIEWVCounm ry icir 2nd/Adr ihrjn\_ProjerI:Man,it,r nu rvt\L.etY e.r,and M(,rno A51:ormrnra I:Fr\SLormvvater Retiww Wrno 3-26-18,dou
Page 75 of 132
'W T
NHAKOPEE YUBLIC UTILITIES
"Lighting the Way — Yesterday, Today and :Beyond"
MEMORANDUM
TO: Shakopee Community Development Department
....................
cu
........
FROM: Joseph D. Adams, Planning and Engineering Director, ' 0
SUBJEcr: STAIT REVIEW RECORD COMMI`NTS for:
Preliminary& Final Plat for Countryside 2"" Addition
CASE NO: SI.1-090564
DATE: 2/21/18
COMMENTS:
Municipal water service is available subject to our standard terms and conditions. These include, but are not
limited to: installing a lateral water main distribution system in accordance with utility policy, paying the
associated inspections costs, granting any necessary easements, paying the Trunk Water Charge, and paying the
Water Connection Charge,
Underground electric service is available subject to our standard terms and conditions. These include, but are not
limited to: entering into all Underground Distribution Agreement, granting any necessary easements, and paying
the associated fees,
Street Lighting installation is available subJeCt to our standard terms and conditions. J'hese are contained ill the
current City of Shakopee Street Lighting Policy. Applicant must pay the associated fees.
Applicant should contact Shakopee Public Utilities directly for specific requirements relating to their pro.ject.
Note:
Shakopee Public Utilities plans to extend a 16"watermain through site. Applicant is required to work with
Shaltopee Public Utilities to extend this 16"watermain through the site. Watermain oversizing Binds will
be available for this extension.
Post Office Box 470 o 255 Sarazin Street o Shakopee, Minnesota 55379-0470
(952) 445-1988 * Fax (952) 445-7767 * www.spucweb.corn "N"
Refiabte Public
Power Provide(
Page 76 of 132
City of Shakopee
Memorandum
TO: Kyle Sobota, Senior Planner
FROM: Micah Heckman, Graduate Engineer
SUBJECT: Preliminary & Final Plat—Countryside 2nd Addition
CASE: SH090564
DATE: March 26, 2018
The staff review indicates a request to review a Preliminary and Final Plat application for
Countryside 216 Addition, a single-family subdivision. Countryside 2nd Addition is located east of
County Road 15 and south of County Road 16.
The Public Works/Engineering Department offers the following comments at this time to the
applicant and to the planning department:
Engineering:
The following items need to be addressed/completed prior to release of the Final Plat for
recording:
1. Execution of a Developer's Agreement, which needs to include provisions for security for
public improvements within the subdivision and payment of the Street and Utility Fee and
the Watermain Fee.
2. Payment of all the following charges and fees need to be made, as required by the most
current City of Shakopee Fee Schedule:
• Trunk Storm Water Charge • Trunk Sanitary Sewer Charge
• Sign Installation Fee • Bituminous Sealcoat Fee
• Storm Water Management Plan Review Fees
3. The applicant will submit a detailed contractor's bid for all public improvements
associated with this subdivision.
4. The applicant will submit a detailed lot area drawing showing the total plat area,the total
drainage and utility easement area encompassing high water levels of wetlands/storm
H:\ENG\DEVELOPMENT REVIEW\Countryside 2nd Addition�_Project Management\Letters and Memos\PP_FP Review(Countryside 2nd)032618.docx
1
Page 77 of 132
water basins, the total area of right-of-way,the total area of conservation easements and
outlots, the total area of bituminous street and the total area of lots.
5. The applicant will need, at a minimum, conditional approval of the subdivision's storm
water management plan.
6. Outlot A must be eliminated and combined with the adjacent lot or reconfigure the pond
to be spread across multiple properties so as to not encumber one property.
7. Easements will be shown on the Final Plat as approved by the City Engineer. They include,
but are not be limited to, the following:
• Provide drainage and utility easement to encompass the 100-year high water level in
the infiltration basin.
• If ponding is proposed on the adjacent property to the south, a drainage and utility
easement will be required over the 100-year high water level.
• Provide all other easements required per City of Shakopee Design Criteria.
8. Provide electronic files (AutoCAD and Portable Document Format— PDF) of the Final Plat
to be recorded with datum on the Scott County coordinate system.
The following items need to be addressed/completed prior to approval of a grading permit, a
street and utility plan and/or a building permit:
1. The applicant will need final approval of the subdivision's storm water management plan.
2. The applicant will grade the entire site, as proposed on the approved plans, in one phase
within one year from the date of approval of the grading permit application. Grading is
defined as bringing the site to the proposed finished grade with materials deemed
acceptable by the City of Shakopee engineering department, providing topsoil per city
requirements and applying seed, mulch and/or sod per city requirements and providing
an as-built record grading plan per Section 2.5 of the City of Shakopee Design Criteria.
3. The applicant must submit detailed pavement design calculations.
4. Provide intersection and pedestrian ramp details showing ADA compliance.
5. The applicant must submit a private utility plan showing a joint trench for private utilities.
6. The applicant must provide the city a copy of the NPDES coverage card and letter.
7. The applicant must provide the city with a copy of the grading easement allowing grading
on the adjacent property to the south.
H:\ENG\DEVELOPMENT REVIEW\Countryside 2nd Addition�_Project Management\Letters and Memos\PP_FP Review(Countryside 2nd)032618.docx
2
Page 78 of 132
8. The contractor must submit a Construction Management Plan to the City of Shakopee. A
template can be obtained from the Public Works/Engineering Department.
9. Record plans need to be provided per the City of Shakopee Design Criteria, Section 2.5
and Section 11.2 (A-L). The record plans need to be submitted to the Public
Works/Engineering Department.
Recommendation
The Public Works/Engineering Department recommends approval of the Preliminary and Final
Plat subject to the conditions above being addressed/completed by the applicant.
H:\ENG\DEVELOPMENT REVIEW\Countryside 2nd Additiun�_Project Management\Letters and Memos\PP_FP Review(Countryside 2nd)032618.docx
3
Page 79 of 132
ORDINANCE NO. 02018-008
AN ORDINANCE OF THE CITY OF SHAKOPEE,MINNESOTA,
AMENDING THE ZONING MAP ADOPTED 1N CITY CODE SEC. 151.003 BY REZONING
PROPERTY LOCATED AT 12495 MARYSTOWN ROAD FROM AGRICULTURAL
PRESERVATION(AG) TO URBAN RESIDENTIAL(RIB)ZONING DISTRICT
WHEREAS,Randy Kubes, applicant, and Roger and Susan Sames,property owners,have applied
to rezone property recently annexed into the City to RIB, Urban Residential District; and
WHEREAS,the property is legally described as:
See attached legal description (Exhibit A); and
WHEREAS,notices were duly sent and posted, and a public hearing was held before the Planning
Commission on April 5, 2018, at which time all persons present were given an opportunity to be heard; and
WHEREAS,the Planning Commission has recommended to the City Council that the subject
property be rezoned as stated; and
WHEREAS,the City Council heard the matter at its meeting on May 1, 2018; and
NOW, THEREFORE BE IT ORDAINED,that the City Council of the City of Shakopee hereby
adopts the following findings of facts relative to the above-named request:
Criteria#1 The original zoning ordinance is in error.
Finding#1 The property was recently annexed into the City of Shakopee; therefore, zoning needs
to be established for the property consistent with the approved 2030 Comprehensive
Plan, which tentatively guided this property for single-family residential uses.
Criteria #2 Significant changes in community goals and policies have taken place.
Finding #2 Sign cant changes in community goals and policies that concern this property have
taken place. This property was recently annexed into the City of Shakopee; and zoning
&guiding needs to be established for the property.
Criteria #3 Significant changes in development patterns have occurred.
Finding #3 Significant changes in development patterns have occurred for the subject property as a
result of the annexation into the City of Shakopee. The property owner is pursuing
development of the land consistent with the proposed zoning &guiding, which is also
consistent with the most adjacent property.
1
Page 80 of 132
Criteria #4 The Comprehensive Plan requires a different provision.
Finding #4 The proposed guiding is consistent with the approved 2030 Comprehensive Plan.
BE 1T FURTHER ORDAINED,that the property at 12495 Marystown Road is hereby approved
for rezoning to Urban Residential(RIB)
Passed in regular session of the City Council of the City of Shakopee, Minnesota held on the day of
, 2018.
Mayor of the City of Shakopee
Attest:
Lori Hensen, City Clerk
Published in the Shakopee Valley News on the day of 12018.
PREPARED BY:
City of Shakopee
485 Gorman Sheet
Shakopee,MN 55379
2
Page 81 of 132
RESOLUTION NO. R2018-051
A RESOLUTION OF THE CITY OF SHAKOPEE,MINNESOTA,
APPROVING THE PRELIMINARY AND FINAL PLAT OF COUNTRYSIDE 2ND ADDITION
WHEREAS, Randy Kubes, applicant, and Roger and Susan Sames,property owners,have made
application for the Preliminary and Final Plat of Countryside 2"a Addition.
WHEREAS,the property upon which the request is being made is legally described as;
See Attached Exhibit
; and
WHEREAS, on April 5, 2018 the Planning Commission held a public hearing regarding the
Preliminary and Final Plat application, at which it heard from City Planning staff and invited members
of the public to comment; and
WHEREAS,the City Council heard from staff and the Applicant regarding Countryside 2nd Addition
at their meeting on May 1, 2018; and
NOW THEREFORE, BE IT FURTHER RESOLVED by the City Council of the City of Shakopee,
Minnesota that the Preliminary and Final Plat of Maple Trail Estates Fourth Addition is approved,
subject to the following conditions:
I. The following procedural actions must be completed prior to the recording of the Final
Plat:
1. Approval the title by the City Attorney.
2. Execution of a Developer's Agreement, including provisions for security and public
improvements within the subdivision,payment of the street and utility fee, and watermain
fee.
3. Payment of the following fees: trunk stormwater fee, trunk sanitary sewer fee, sign
installation fee,bituminous sealcoat fee, stormwater management plan review fees.
4. The applicant must submit a detailed contractor's bid for all public improvements associated
with the subdivision.
5. The applicant will submit a detailed lot area drawing showing the total plat area, total
drainage and utility easement area encompassing high water levels of wetlands and
stormwater basins, the total right-of-way, total area of conservation easements, and the total
area of bituminous street, and area of each lot.
6. Outlot A must be eliminated and combined with the adjacent lot, or reconfigure the pond to
be spread across multiple properties.
1
Page 82 of 132
7. Easements must be shown on the final plat as approved by the City Engineer. They include
but are not limited to:
o Drainage and utility easement to encompass the 100-year high water level of the
infiltration basin.
o If ponding is proposed on the adjacent property to the south, a drainage and utility
easement will be required over the 100-year high water level.
o Provide all other easements required per City of Shakopee Design Criteria
8. Provide electronic files (AutoCAD and PDF) of the final plat to be recorded with datum on
the Scott County Coordinate System.
9. Lot lines of corner lots must be adjusted to have 15' x 15' sight triangles at street
intersections.
10. Scott County Administrator must be removed from the signature block on the final plat
drawing and a signature line provided for the city attorney.
11. The spelling of Pinia Street must be revised on the final plat drawing.
12. On the final plat drawing Cubasue Court must be used for the western block of street with
the cul-de-sac. The section of street adjacent to Blocks 2 and 4 must be named Cubasue
Avenue.
13. The City Council must adopt a resolution authorizing the submission of comprehensive plan
amendment and the Met Council must approve the proposed comprehensive plan
amendment.
14. The applicant must provide a contractor's bid of an acceptable amount to the Engineering
Department for trail construction along Marystown Road. The applicant must provide an
escrow for trail construction along Marystown Road adjacent to this site based on the bid
amount.
15. The applicant must pay park dedication fees in the amount required in the city fee schedule
at the time of recording of the plat.
II. The following conditions need to be addressed/completed prior to issuance of a grading
permit, approval of the street and utility plan, or the issuance of a building permit:
1. Both a landscape plan and woodland management plan must be provided that complies with
City Code requirements. The applicant is responsible for providing tree replacement on the
site in accordance with City Code and fee schedule for woodland management escrows.
2. The applicant must have final approval of the subdivision's stormwater management plan.
3. The applicant will grade the entire site, as proposed on the approved plans, in one phase,
within one year from the date of approval of the grading permit application. Grading is defined
as bringing the site to the proposed finished grade with materials deemed acceptable by the
City of Shakopee Engineering Department, providing topsoil per city requirements and
applying seed, mulch, and or sod per city requirements and providing an As-Built record
grading plan per Section 2.5 of the City of Shakopee Design Criteria.
4. The applicant must submit detailed pavement design calculations.
5. The intersection and pedestrian ramp details must meet ADA standards.
6. The applicant must submit a private utility plan showing a joint trench for private utilities.
7. The applicant must provide the city a copy of the NPDES coverage card and letter.
8. The applicant must provide the city with a copy of the grading easement allowing grading on
the adjacent property to the south.
9. The contractor must submit a Construction Management Plan to the City of Shakopee. A
template may be obtained from the Public Works/Engineering Department.
2
Page 83 of 132
10. Record plans must be provided per the City of Shakopee Design Criteria, Section 2.5 and
Section 11.2 (A-L). The record plans must be provided to the Engineering / Public Works
Department.
11. The applicant must comply with all conditions of the attached stormwater review
memorandum dated March 26, 2018.
12. The applicant must comply with the attached memorandum from Shakopee Public Utilities
dated February 21, 2018.
13. The maximum driveway width for the existing house on Lot 10, Block 3 must be reduced to
no more than 25' in the right-of-way.
14. The driveway access to Marystown Road for the existing house must be removed. A right-of-
way permit from Scott County is required for work in the County Right-of-Way.
Adopted in regular session of the City Council of the City of Shakopee,Minnesota, held the
day of , 2018.
Mayor of the City of Shakopee
Attest:
Lori Hensen, City Clerk
Drafted By:
City of Shakopee
485 Gorman Street'
Shakopee,MN 55379
3
Page 84 of 132
*4.C.3.
pb"IA
' AK OFT. 7,
Shakopee City Council
May 1, 2018
FROM: Kyle Sobota, Senior Planner
TO: Mayor and Council Members
Subject:
Comprehensive Plan Amendment for Countryside 2nd Addition
Policy/Action Requested:
Approve Resolution No. R2018-046, a resolution approving the development of property at
12495 Marystown Road for single-family residential development in the 2030
Comprehensive Plan.
Recommendation:
Approve the resolution as presented.
Discussion:
Site Information:
Owner: Roger and Susan Sames
Zoning: Agricultural Preservation
Comp. Plan: No official guiding in City of Shakopee Comp. Plan at this time
Acreage: 10 acres
Proposed Zoning: Urban Residential, RIB
Proposed Land Use: Single-Family Residential
Proposed Number of Lots: 31
Introduction:
Randy Kubes, representing Roger and Susan Sames, property owners, has applied for
multiple applications to allow for the development of a 10-acre site into 31 single-family
residential lots to sell to multiple builders. The City Council approved the annexation of this
property on December 19, 2017.
Comprehensive Plan Amendment Discussion:
When a property is annexed into the city, the Planning Commission and City Council must
establish a guiding for the property in the comprehensive plan. This area is anticipated to be
Page 85 of 132
developed as single-family residential development by the 2030 comprehensive plan,
however since it was not within the City limits, or part of a staging plan at the time
of adopting plan, a specific guiding was not approved. The applicant's proposal matches the
surrounding land uses on the south side of 17th Avenue and current drafts of the 2040
comprehensive plan.
The City Council must take action on the re-guiding request before zoning can be
established, or a plat approved.
Budget Impact:
N/A
ATTACHMENTS:
D Location Map
D Resolution No. R2018-046
D Legal Description
Page 86 of 132
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SHAKOPEE
December 1,2017
Page 87 of 132
Map Powered by DataLink
from WSB&Associates
CITY OF SHAKOPEE
RESOLUTION NO. R2018-046
RESOLUTION APPROVING A COMPREHENSIVE AMENDMENT TO GUIDE THE
PROPERTY AT 12495 MARYSTOWN ROAD FOR SINGLE-FAMILY
RESIDENTIAL DEVELOPMENT
WHEREAS, Randy Kubes, Applicant, and Roger and Susan Sames, Property Owners have requested a
comprehensive plan amendment to allow for the development of 31 single-family residential lots; and
WHEREAS, the land affected by this proposed amendment is presently legally described as follows;
See Attached Exhibit; and
WHEREAS,the comprehensive plan amenchnent is supported for the following reasons and findings:
Criteria #1 That the original Zoning Ordinance is in error;
Finding#1 City zoning was not established for this property as it was under the jurisdiction of Scott
County regulations until the recent annexation. The 2030 Comprehensive Plans suggested
guiding is consistent with this request.
Criteria #2 That significant changes in community goals and policies have taken place;
Finding#2 Significant changes in community goals and policies that concern this property have taken
place—the property has been annexed into the City of Shakopee from Jackson Township. The
proposed request is consistent with the 2030 Comprehensive Plan's suggested guiding.
Criteria#3 That significant changes in City-wide or neighborhood development patterns have
occurred; or
Finding #3 Significant changes in development patterns have occurred. Adjacent properties are
presently being proposed for development of residential subdivisions, consistent with the West
End Study Plan and current guiding/zoning guidelines. At the time of adoption of the 2030
Comprehensive Plan the City did not any land use authority over lands in Jackson Township.
Criteria #4 That the comprehensive plan requires a different provision.
Finding#4 The comprehensive plan is proposed to be amended by Resolution No. R2018-046 to adjust
the guiding boundaries for this property for Single Family Residential use.
Page 88 of 132
WHEREAS,the Planning Commission held a public hearing on April 5, 2018 and recommended approval
of the comprehensive plan amendment.
NOW,THERFORE,BE IT RESOLVED BY THE CITY COUNCIL OF SHAKOPEE,MINNESOTA,
That it should and hereby does approve an amendment to the 2030 Comprehensive Plan to guide this property for
single-family residential development.
FURTHER,to incorporate the changes,the City will modify its official land use map; and
FURTHER, the City Council authorizes staff to submit the comprehensive plan amendment for the
required adjacent and impacted jurisdiction review; and
FURTHER, approval of the comprehensive plan amendment is contingent upon, and subject to, the
required review and response by the Metropolitan Council.
Adopted by the City Council of the City of Shakopee this 1'r day of May 2018.
Mayor
Attested:
City Clerk
Prepared By:
City of Shakopee
485 Gorman St
Shakopee MN, 55379
Page 89 of 132
Exhibit A
Property Owners: Roger and Susan Sames
PID: 69130100
Area: 10 acres
Legal Description
That part of the Southwest Quarter of the Northwest Quarter and the Northwest Quarter
of the Southwest Quarter of Section 13, Township 115, Range 23, Scott County,
Minnesota described as follows:
Beginning at the Southwest corner of said Southwest Quarter of the Northwest
Quarter; thence on an assumed bearing of North 01 degrees 22 minutes 16 seconds West,
along the West line of said Southwest Quarter of the Northwest Quarter a distance of
130.82 feet; thence North 88 degrees 37 minutes 44 seconds East a distance of 1332.46
feet to the east line of said Southwest Quarter of the Northwest Quarter; thence South 00
degrees 44 minutes 43 seconds East along said.east line a distance of 257.21 feet to the
Southwest corner of said Southwest Quarter of the Northwest Quarter;thence South 00
degrees 06 minutes 47 seconds East along the east line of the Northwest Quarter of the
Southwest Quarter of said Section 13 a distance of 69.85 feet; thence South 88 degrees 37
minutes 44 seconds West a distance of 1332.80 feet to a point on the West line of said
Northwest Quarter of the Southwest Quarter distant 196.26 feet south from the Southwest
corner of said Southwest Quarter of the Northwest Quarter; thence North 00 degrees 00
minutes 16 seconds West along said west line a distance of 196.26 feet to the point of
beginning.
Containing 10.00 acres..
I
i
Page 90 of 132
*4.D.1.
pb"IA
' AK OFT. 7,
Shakopee City Council
May 1, 2018
FROM: Chris Dellwo, Captain
TO: Mayor and Council Members
Subject:
Declare Six Forfeited Vehicles as Surplus Property.
Policy/Action Requested:
Declare six forfeited vehicles as surplus property and authorize their disposal.
Recommendation:
Approve the policy/action as requested.
Discussion:
The vehicles were obtained through successful forfeiture proceedings and are described as
follows:
1. 1998 Pontiac Bonneville, VIN: 1G2HZ5215WH227548
2. 2000 Oldsmobile Alero, VIN: 1 G3NL52T8YC422934
3. 2001 Jeep Cherokee, VIN: 1 J4FF48 S31 L606702
4. 2002 Acura TL, VIN: 19UUA56672AO58855
5. 2005 Buick Lacrosse, VIN: 2G4WD562751337521
6. 2011 Hyundai Sonata, VIN: 5NPEB4AC8BH281809
After being declared surplus, the vehicles will be sold at auction and the proceeds, if any,
will be disbursed according to Minnesota State Statute.
Budget Impact:
None
Page 91 of 132
*4.E.1.
pbllakA
' AKCFT. 7,
Shakopee City Council
May 1, 2018
FROM: Steve Lillehaug, City Engineer/Public Works Director
TO: Mayor and Council Members
Subject:
Extended Construction Hours for County Road 83 and 4th Avenue Project.
Policy/Action Requested:
Approve the suspension of City Code Sec. 130.45, Noise Elimination and Noise
Prevention, Subd. C.4, Hourly Restrictions on Certain Operations, allowing the County
Road 83 and 4th Avenue project contractors to perform work from 6 a.m. to 10 p.m. on
weekdays and 6 a.m. to 9 p.m. on Saturdays through October 5, 2018.
Recommendation:
Approve the requested action.
Discussion:
City Code Section 130.45 restricts the hours of construction operation from 7 a.m. to 10
p.m. on weekdays, and 9 a.m. to 9 p.m. on weekends and holidays.
Contractors working on the County 83 and 4th Avenue reconstruction project have
requested the city to extend working hours to begin work at 6 a.m. in the mornings,
Monday through Saturday. This extension will help meet the project deadlines
including minimizing the length of the closure of County Road 83. The project area is in a
commercial/industrial area and the impacts from the earlier generated noise is not
anticipated to be a substantial nuisance in this area of the city. If property owner complaints
are received by the City, the suspension can be revoked at the discretion of the City
Engineer. The project is scheduled to be completed by October 2018.
With Council's approval, a public news release and notice to meet the City Code
requirements would be placed in the Shakopee Valley News and on the City's website.
Budget Impact:
None
Page 92 of 132
10.A.1.
pb"IA
' AKCFT. 7,
Shakopee City Council
May 1, 2018
FROM: Michael Kerski, Director of Planning and Development
TO: Mayor and Council Members
Subject:
Set a Public Hearing date for July 3, 2018 for Tax Increment Financing District No. 19
Policy/Action Requested:
Set a Public Hearing date for Tax Increment Financing District No. 19
Recommendation:
Approve Resolution No. R2018-057 calling for a Public Hearing on a Tax Increment
Financing Plan for Tax Increment Financing District No. 19 and a Modification of the
Redevelopment Plan for Minnesota River Valley Housing and Redevelopment District No.I
Discussion:
The River Bluff area is a possible Redevelopment District for the development of a mixed
use project. The developer will be presenting to Council and the EDA its plans at the June
5, 2018 meeting.
The city has contracted with Terracon to complete soil borings and environmental review of
the site along First Avenue between Scott and Atwood streets and the river.
A TIF District could be used to reimburse the city for acquisition and research expenses
and utility relocations and the developer for demolition and rock removal and construction
of new public infrastructure.
Budget Impact:
ATTACHMENTS:
D Resolution
Page 93 of 132
CITY OF SHAKOPEE
RESOLUTION NO. 82018-057
RESOLUTION CALLING FOR A PUBLIC HEARING ON A TAX INCREMENT
FINANCING PLAN FOR TAX INCREMENT FINANCING DISTRICT NO. 19 AND A
MODIFICATION OF THE REDEVELOPMENT PLAN FOR MINNESOTA RIVER
VALLEY HOUSING AND REDEVELOPMENT PROJECT NO. 1
WHEREAS,the City of Shakopee, Minnesota(the"City")has previously established its Minnesota
River Valley Housing and Redevelopment Project No. 1 (the "Project") pursuant to Minnesota Statutes,
Sections 469.001 through 469.047, as amended(the"HRA Act"); and
WHEREAS, the Project is now administered by the Economic Development Authority for the City
of Shakopee,Minnesota(the"Authority"); and
WHEREAS,the City and the Authority wish to provide certain financial assistance in order to make
feasible the construction of market-rate multifamily housing, a restaurant, and additional commercial space
to be constructed within the Project; and
WHEREAS, the City and the Authority are evaluating tax increment financing as a form of
assistance to developers within the Project, and to that end the City and the Authority have determined to
consider a modification to the redevelopment plan (the"Project Plan") for the Project and the adoption of a
tax increment financing plan (the "TIF Plan") for the proposed Tax Increment Financing District No. 19
within the Project(the"TIF District"); and
WHEREAS,prior to the approval of the modified Project Plan and TIF Plan and the creation of the
TIF District, the City is required to hold a public hearing in accordance with the HRA Act and Minnesota
Statutes, Sections 469.174 through 469.1794, as amended(the"TIF Act"); and
NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Shakopee,that:
1. The Authority, and its staff and consultants, are hereby authorized and directed to cause to
be prepared a modification to the Project Plan and a TIF Plan for the TIF District and to file a copy of such
documents in City Hall.
2. The City Clerk is authorized and directed to publish a notice of public hearing setting a
joint public hearing before the City Council and the Board of Commissioners of the Authority on Tuesday,
July 3, 2018, at 7:00 p.m. on the modification to the Project Plan and the adoption of the TIF Plan. The
notice shall be in substantially the form attached hereto as EXHIBIT A, shall be published in the official
newspaper of the City at least ten (10) but not more than thirty (30) days prior to the public hearing, and
shall include a map of the area of the Project and the proposed TIF District.
3. The Authority, its staff, and consultants are authorized and directed to send notice of the
proposed TIF District to the commissioner of Scott County, Minnesota (the "County") who represents the
area to be included in the proposed TIF District at least thirty(30) days before the date of publication of the
notice of public hearing.
521042v1 SH235-25
Page 94 of 132
4. The Authority, its staff, and consultants are authorized and directed to transmit a copy of
the modified Project Plan and the TIF Plan to the County Auditor of the County and the Board of Education
of Independent School District No. 720 at least thirty(30)days before the date of the public hearing.
5. The Authority, its staff, and consultants are directed to take all other actions necessary to
bring the modified Project Plan and the TIF Plan before the City Council at the time of the public hearing.
Approved by the City Council of the City of Shakopee this 1'`day of May,2018.
Mayor
ATTEST:
City Clerk
2
521042v1 SH235-25
Page 95 of 132
EXHIBIT A
NOTICE OF PUBLIC HEARING
CITY OF SHAKOPEE,MINNESOTA
ECONOMIC DEVELOPMENT AUTHORITY FOR THE CITY OF SHAKOPEE,MINNESOTA
NOTICE is hereby given that the City Council of the City of Shakopee will hold a meeting in the
City Hall, 129 Holmes Street South, Shakopee, Minnesota at or after 7:00 p.m. on Tuesday, July 3, 2018,to
conduct a public hearing on: (1) the modification of the redevelopment plan (the "Project Plan") for the
Minnesota River Valley Housing and Redevelopment Project No. 1 (the "Project") and(2) a Tax Increment
Financing Plan (the "TIF Plan") for a proposed redevelopment tax increment financing district within the
Project(the"TIF District").
The proposed boundaries of the Project and the proposed TIF District are shown in the maps below.
The purpose of the proposed action is to facilitate construction of market rate multifamily housing, a
restaurant, and additional commercial spaces. Details on the proposal are contained in the Project Plan and
the TIF Plan, draft copies of which will be available for public inspection at the Shakopee City Hall during
regular business hours.
[Insert maps]
Any person wishing to express an opinion on the matters to be considered at the public hearing will
be heard orally or in writing.
Dated: 12018
BY ORDER OF THE CITY COUNCIL OF THE
CITY OF SHAKOPEE,MINNESOTA
/s/William H.Reynolds
City Administrator
City of Shakopee,Minnesota
A-1
521042v1 SH235-25
Page 96 of 132
11.A.
pbllakA
' AKOFT. 7,
Shakopee City Council
May 1, 2018
FROM: Darin Nelson, Finance Director
TO: Mayor and Council Members
Subject:
City Bill List
Policy/Action Requested:
None
Recommendation:
Informational Only
Discussion:
Attached is the most recent monthly Financial Report for the General fund. These reports
reflect the expenditures as recorded for 2018 activity. The following transactions are
notable for this reporting cycle:
• Municipal Emergency Services, 5 Self-Contained Breathing Apparatus Equipment
(SCBA) were purchased after council's approval on January 16, 2018, $46,326.34.
• Sherwin Williams invoice for the purchase of a Titan 6955 line striper. Council
approved this purchase April 3, 2018 meeting. The striper will be used by the parks
maintenance division for athletic fields. $12,988.11.
Included in the check list are various refunds, returns, and pass through.
Budget Impact:
Operating and capital expenditures within the 2018 budget.
ATTACHMENTS:
D Monthly Financial Report
D Council Check Summary
D Council Check Register
Page 97 of 132
Bill List Transfers
Page 98 of 132
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Funds transferred electronically April 18, 2018 to May 1, 2018
PAYROLL $ 310,601.80
FIT/FICA $ 91,785.62
STATE INCOME TAX $ 20,569.82
PERA $ 93,893.21
HEALTH CARE SAVINGS $ 9,720.75
HEALTH SAVINGS ACCT $ 8,712.22
NATIONWIDE DEF COMP $ 11,274.69
ICMA DEFERRED COMP $ 1,688.34
MSRS $ 4,002.81
FSA $ 3,168.95
MN WAGE LEVY $ -
Total $ 555,418.21
Page 132 of 132