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HomeMy WebLinkAbout5.F.2. Approval of Minutes: December 20, 2010 and January 04, 2011ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA DECEMBER 20, 2010 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members, Pat Heitzman, Steve Clay, Matt Lehman and Pamela Punt present. Also present Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Bruce Loney, Public Works Director /City Engineer; Jamie Polley, Parks, Recreation and Natural Resources Director; Judith S. Cox, City Clerk; and Jeff Tate, Chief of Police. The Pledge of Allegiance was recited. OFFICIAL PROCEEDINGS OF THE CITY COUNCIL Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill said there were no changes to the agenda. Clay/Punt moved to approve the agenda. Motion carried 5 -0. In the Mayor's report Mayor Schmitt said he attended a meeting with Leslie Vermillion and Mitch Rasmussen of Scott County. The items discussed were a storm water issue, 169 and 69 interchange, CSAH 17 and CSAH 42 intersection, and the no left turn issue on 169 near Wagner's Gravel Pit. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda. No one had any changes. Clay/Heitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the consent agenda. Motion carried 5 -0. Clay/Heitzman 1. moved to direct staff to purchase one new Cat 287C with attachments from Ziegler for the price of $56,256.86, with the funds to be expended from the Strom Drainage Fund and the Internal Service Fund. 2. moved to direct staff to purchase one new Bobcat Flail Mower from Lano Equipment, Inc. for the price of $7,341.00 with the funds to be expended from the Storm Drainage Fund. 3. moved to direct staff to purchase one new Sreco Easement Sewer Jetter from Flexible Pipe Tool Company for the price of $14,096.91, with the funds to be expended form the Sanitary Sewer Fund. (Motion carried under the Consent Agenda) Clay/Heitzman 1. moved to authorize staff to utilize the re- purchase agreement with Ag Power Enterprises, Inc. on Unit #167 a 2009 John Deere 1445 Mower and purchase one new 2011 John Deere 1445 Mower for the price of $6,412.50 with the funds to be expended from the Internal. Service Equipment Fund. 2. Moved to direct staff to utilize the re- purchase agreement with Lano Equipment, Inc. on Unit #147 a 2010 Melroe S -185 and purchase one new 2011 Melroe S -185 for the price of $3,991.48 with the funds to be expended from the Storm Drainage Fund. (Motion carried under the Consent Agenda) Clay/Heitzman offered Resolution No. 7070, A Resolution Accepting Work on the 2010 Street Reconstruction Project No. 2010 -1, and moved its adoption. (Motion carried under the Consent Agenda) Official Proceedings of the December 20, 2010 Shakopee City Council Page -2- Clay /Heitzman 1. moved to approve the change order and final pay estimate in the amount of $47,562.50 for the Upper Valley Drainageway Stabilization at Sarazin Street project. 2. moved to approve accepting $1,904.00 from WSB & Associates, Inc. as a reimbursement of costs for the Upper Valley Drainageway Stabilization Project. (Motion carried under the Consent Agenda) Clay/Heitzman moved to authorize staff to contract with Westside Equipment for the Fuel System upgrade at a cost of $35,780.00, with the funds to be expended from the Fleet General Fund Budget. (Motion carried under the Consent Agenda) Clay / Heitzman . moved to authorize the appropriate City officials to execute the extension agreement for Lift Station L -16 Emergency Operation Plan at a cost not to exceed $16,568.00 and to be funded out of the Sanitary Sewer Enterprise Fund. (Motion carried under the Consent Agenda) Clay/Heitzman moved to accept, with regrets, the resignation of Jeff Nelson from the Environmental Advisory Committee, thank him for the contributions he has made for the residents of Shakopee and begin the process to fill the vacant position. (Motion carried under the Consent Agenda) Clay/Heitzman moved to authorize the appropriate city staff to enter into agreements to extend the current Police Liaison and School Resource Agreements through December 31, 2011. (Motion carried under the Consent Agenda) Clay/Heitzman moved to authorize the purchase of four scanners and Laserfiche Scan Connect licenses using DWI forfeiture funds in the amount not to exceed $17,139.38, from Crabtree Companies Inc. effective December 20, 2010. (Motion carried under the Consent Agenda) Clay/Heitzman moved to approve the request for rehabilitation loan for 231 Sommerville Street, and direct staff to work with the Carver CDA to implement the loan. (Motion carried under the Consent Agenda) Clay/Heitzman moved to authorize the hiring of probationary police officer James Blatzheim at Step 1 of the current labor contract contingent upon successful completion of the required pre- employment screenings. (Motion carried under the Consent Agenda) Clay/Heitzman moved to approve the bills in the amount of $900,949.99 and electronic transfers in the amount of $377,807.00 for a total of $1,278,756.99. (Motion carried under the Consent Agenda) Clay/Heitzman moved to approve the minutes of December 7, 2010. (Motion carried under the Consent Agenda) Clay/Heitzman 1. moved to approve the application and grant a Pawnshop License to DRM LLC of Shakopee, dba Excel Pawn, 450 West First Avenue. 2. moved to approve the application and grant a Pawnbroker, Precious Metal Dealer and Secondhand Dealer's license to Mark Pearson, DRM LLC of Shakopee, dba Excel Pawn 450 West 1 Avenue. 3. moved to approve the application and grant a Pawnshop License to PawnXchange LLC, 1133 Canterbury Road. 4. moved to approve the application and grant a Pawnbroker, Precious Metal Dealer and Official Proceedings of the December 20, 2010 Shakopee City Council Page -3- Secondhand Dealer's license to Mark Smith, PawnXchange LLC, 1133 Canterbury Road. (Motion carried under the Consent Agenda) Clay/Heitzman moved to approve the applications and grant a Taxicab License to Timothy R. Dressen Jr. dba TNT Taxi, 1529 West 6th Avenue, Shakopee; Randy Busch dba Southwest Metro Transportation, 1371 Maxine Circle, Shakopee, and Bradford Transportation, Inc. dba Shakopee Taxi, 102 Woodland Circle, Jordan, contingent upon meeting all licensing requirements in a timely manner. (Motion carried under the Consent Agenda) Clay/Heitzman offered Resolution No. 7071, A Resolution of the City of Shakopee, Minnesota Accepting Donations to the City, and moved its adoption. (Motion carried under the Consent Agenda) Mayor Schmitt asked if there was anyone in the audience who wished to speak on a topic that was not on the agenda. No one responded. Lehman/Punt opened the public hearing on the proposed vacation of the alley South of 1 Avenue West and East of Apgar street. Motion carried 5 -0. Mr. McNeil, City Administrator, said the City of Shakopee Engineering Department has submitted an application for the vacation of Public Right -of -Way at the above mentioned location. The Planning Commission considered the request and recommended approving the request. Mayor Schmitt asked if there was anyone in the audience who wished to speak at the public hearing. Bob Nagal, Bob's Lawn Care, 406 1St Avenue W., addressed the Council with his concerns over the vacation of the alley. Mr. Nagai said he has a legal easement from 1 Avenue between his building and Mike's Auto Repair at 452 1 Ave W. that goes south and back to the alley. The legal easement was signed by Bob Nagel, Mike Dircks, and the owner of the old Stemmer building. Mr. Nagel is upset because he gave up a piece of his property for the easement and Mr. Dircks didn't have to give up any property. Vacating the alley will not allow him to access off of P Avenue along the easement to the alley and then west across the alley. Mayor Schmitt said there are several unanswered questions on what has been presented by staff that need to be clarified before Council can move forward with this request. Mike Dircks, of Mike Auto Repair, 452 1 Ave. W., advised Council and Mr. Nagai that he did not initiate the vacation of the alley easement. The vacation was a request of the City. Mr. Dircks also said he wouldn't have a problem signing an easement agreement with Mr. Nagal for the back of the property that is going to be vacated. Bruce Loney, Public Works /Engineer Director, addressed Council as the applicant representative of the City. Mr. Loney said the City asked for the vacation of easement because the alley is not very well defined, serves no real purpose for a public alley, and is difficult to maintain. Lehman/Heitzman moved to continue the hearing to January 18, 2011. Motion carried 5 -0. Official Proceedings of the December 20, 2010 Shakopee City Council Page -4- Mayor Schmitt asked for Council liaison reports. All council members stated they had nothing to report. Clay /Punt moved to recess for an Economic Development Authority Meeting. Motion carried 5- 0. Mayor Schmitt re- convened the meeting at 7:29 p.m. Mr. Loney presented Council with a discussion of Street Lighting on CSAH 101, from 1st Avenue to Fillmore Street and to Mill Pond Bridge. Mr. Loney said that Council voted to proceed with a lighting design and extend it to Huber Park. The lighting design included LED fixtures and a 27 -foot high decorative pole. The cost of the system that Mn/DOT will pay for to meet their criteria is a high pressure sodium light (HPS) and 30 -foot poles for a cost of $365,000. The lighting system with the 27 -foot high decorative poles and LED fixtures will cost $480,000. If Council decides to stay with the original plan of the 27 foot high decorative poles and LED lights, the City would have to pay the difference of $115,000. Shakopee Public Utilities Commission staff reviewed the payback for LED fixtures versus HPS fixtures and the extra cost cannot be justified. If the Council agrees to move forward with the HPS lighting, Council will need to decide if they want the shoe -box light fixture or the cobra head light fixture. Mr. Loney said that Council will also need to decide if they want the lighting to continue from Fillmore Street to the entrance of Huber Park which is an additional five lights that would be 100% of the Cities cost of $61,000 for HPS lights. After discussing the options, council agreed to move forward with the HPS lights with the shoebox light and also to pay for the extra five lights from Fillmore Street to the Huber Park entrance. Lehman/Clay moved to approve the lighting layout along CR 101 from Fillmore to the Mill Pond bridge, 30 ft. stainless, decorative painted pole, HPS shoebox fixtures. The CR 101 layout from. Fillmore St. to the Huber Park Entrance at 1 Avenue using the same lighting at the City's cost, and an alternate bid for the 27 ft. decorative light pole with the LED lights for 1 Avenue to the Mill Pond bridge. Motion carried 5 -0. Mr. Loney presented Council with the Snow Removal discussion. Mr. Loney said that the City's priority when it comes to snow removal is the removal of snow from the streets. Second is the snow removal from sidewalks and then trails. Mr. Loney also pointed out that many of the city sidewalks are the responsibility of property owners. He said he has been receiving calls from residents because property owners are not clearing sidewalks for kids to walk to school. Mr. Loney would like Council to discuss how the City should handle enforcement of property owners who are not clearing sidewalks. Mr. McNeill said the City has also received several complaints from people who live in townhouses. The townhouse associations contract for snow removal from private companies. The problem is that there's no where to go with the snow and the snow is getting piled up on Official Proceedings of the December 20, 2010 Shakopee City Council Page -5- their sidewalks. Mayor Schmitt believes that the townhouse associations should be cited for not having the sidewalks cleared. Cud Clay noted that 36 hours to remove snow is a short time for those who work. Mr. Loney advised Council that the complaints received are more of an enforcement issue rather than a Public Works issue. Jamie Polley, Director of Parks, Recreation & Natural Resources, presented Council with the Authorization to Issue Request for Proposals for 2011 Park Design Services. Ms. Polley said that August 30, 2010 the City Council voted to transfer $1,350,000 into the Park Reserve Fund to construct two long awaited parks; Greenfield East/Park Meadows and Riverside Fields/Riverside Bluffs Park. Greenfield East/Park Meadows Park is a 13 acre park and will be constructed in its entirety. Riverside Bluffs /Riverside Fields Park will be constructed in phases and is anticipated to be 8 -10 acres. Ms. Polley said with the vacancy of the Landscape Architect position and the project load of the Engineering Department, it is necessary that the City seek proposals for the design and construction documentation portion of the park projects. Lehman/Punt moved to approve City officials to issue a Request For Proposals for the 2011 park design services for Greenfield East/Park Meadows Park and Concept Plan for Riverside Fields/Riverside Buffs Park with a playground definition. Discussion followed. Cncl. Heitzman commented that the High School architectural class may be a resource to assist in helping design future parks. Mayor Schmitt asked for a vote on the motion. Motion carried 5 -0. Judy Cox, City Clerk, presented Council with Amendments to Tobacco Regulations. Ms. Cox said that during the 2010 Legislature, changes to the tobacco regulations were adopted. Those changes needed to be incorporated into City Code. Pursuant to the City Code, all license holders and Scott County Community Health Services have received 30 days' mailed notice of the City's intention to consider the amendments. Lehman/Heitzman offered Ordinance No. 841, Fourth Series, An Ordinance of the City of Shakopee, Minnesota, Amending Section 6.23 of the City Code Related to Tobacco, Tobacco Products, and Tobacco Related Devices, and moved its adoption. Discussion followed. Cncl. Lehman asked for clarification that the ordinance changes are mostly to accommodate other tobacco products that are being sold. Ms. Cox advised Cncl. Lehman that he was correct. Mayor Schmitt asked for a vote on the motion. Motion carried 5 -0. Mr. McNeill presented Council with the SCALE Legislative Platform. Official Proceedings of the December 20, 2010 Shakopee City Council Page -6- Mr. McNeill said that SCALE adopts policies which its members would like to see enacted by the Minnesota Legislature. The policies are discussed and formulated by committees which have been set up through SCALE. Mr. McNeill went over the seven areas the policies cover for 2011. Mr. McNeill asked Council to review and discuss the policies. Discussion followed. Kris Wilson, Assistant City Administrator, presented Council with the Social Media Policy. Ms. Wilson said that the Council is being asked to adopt a policy guiding the City's use of social medial tools such as Facebook and Twitter. Ms. Wilson said the City has been discussing the potential use of social media tools to enhance communication with residents, businesses and visitors. Staff has developed a policy intended to guide the City's use of social media. The policy addresses the process for starting social media sites, staff responsibilities and expectations, guidelines for elected and appointed officials, and procedures for responding to and, when necessary, removing comments. Discussion followed. Punt /Heitzman offered Resolution No. 7072, a Resolution Adopting a Social Media Policy for the City of Shakopee, and moved its adoption. Motion carried 4 -1 with Cncl. Clay opposed. Mayor Schmitt asked if there were any other item to discuss or Council concerns. There were none. Lehman/Heitzman moved to wish the citizens and city staff of Shakopee a Merry Christmas. Motion carried 5 -0. Mayor Schmitt considered the meeting adjourned at 8:56 p.m. Judith S. Cox City Clerk Kim Weckman Recording Secretary REGULAR SESSION OFFICIAL PROCEEDINGS OF THE CITY COUNCIL SHAKOPEE, MINNESOTA JANUARY 4, 2011 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members, Pat Heitzman, Steve Clay, Matt Lehman and Pamela Punt present. Also present Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director /City Engineer; Jim Thomson, City Attorney; Gregg Voxland, Finance Director; Rick Coleman, Fire Chief; and Jeff Tate, Chief of Police. The Pledge of Allegiance was recited. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill said there were no changes to the agenda. Punt/Clay moved to approve the agenda as amended. Motion carried 5 -0. In the Mayor's report Mayor Schmitt said he had nothing to report. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda. Mr. McNeill noted the addendum to 5.F.4, 2011 Liaison Appointments. Lehman/Heitzman moved to approve the Consent Agenda, noting that 5.F.4. is amended. Mr. McNeill read the consent agenda. Motion carried 5 -0. Lehman/Heitzivan moved to authorize the appropriate City officials to enter into a Joint Powers agreement between Southwest Metro Drug Task Force and the City of Shakopee Police Department and authorize the expenditure of $8,400.00 from drug forfeiture funds. (Motion carried under the Consent Agenda) Lehman/Heitzman 1. moved to approve a suspension of City Code Sec. 10.60, Noise Elimination and Noise Prevention, Subd. 3, Hourly Restrictions on Certain Operations, D, to allow work 24 hours a day, 7 days a week for a period starting May 2, 2011 and ending September 2, 2011 for the MCES Interceptor Lining Project (CIPP) along the T.H. 169 right -of -way from 1 /2 mile west of C.R. 17 to Eagle Creek Boulevard. Said suspension is conditioned upon minimizing noise exposure, if property owner complaints are received by the City, the suspension can be revoked at the discretion of the City Engineer, and that the appropriate public notice be placed in the Shakopee Valley News. 2. grant the Public Works Director the authority to process additional working hour requests for this project, if necessary. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the bills in the amount of $510,744.60 and electronic transfers in the amount of $422,019.94 for a total of $932,764.54. (Motion carried under the Consent Agenda) (The bill list is posted on the bulletin board at city hall for four weeks.) Lehman/Heitzman moved to designate the Shakopee Valley News as the official newspaper for the City of Shakopee for the year 2011. (Motion carried under the Consent Agenda) Official Proceedings of the Shakopee City Council January 4, 2011 Page -2- Lehman/Heitzman moved to approve and endorse the Council Meeting Procedures, as outlined in the January 4, 2011 memorandum from Mayor Schmitt (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the officer /liaison appointments of Council members as recommended by Mayor Schmitt in his memo dated January 4, 2010 as well as the addendum. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize the appropriate officials to enter into an agreement with Sprint Solutions, Inc. for the provision of a signal amplifier to be installed at the Police Station at a cost not to exceed $1,810.00 (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize the appropriate City staff to purchase the Laserfiche Avante package from Crabtree Companies Inc. for an amount not to exceed $50,830.00. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize the execution of the Joint Powers Agreement with Scott County for the Sentencing to Service program for the year 2011. (Motion carried under the Consent Agenda) Lehman/Heitzman offered Resolution No. 7074, A Resolution of the City of Shakopee, Minnesota, Approving Premises Permit for the Shakopee Lions Club, and moved its adoption. (Motion carried under the Consent Agenda) Mayor Schmitt asked if there was anyone in the audience who wished to speak on a topic that was not on the agenda. No one responded. Clay/Heitzman moved to open the public hearing for the Five Year Street Reconstruction Plan. Motion carried 5 -0. Gregg Voxland presented Council with the Five Year Street Reconstruction Plan. Mr. Voxland said that in order to fund certain projects by issuing bonds, Statutes require that a public hearing be held. The approval of the Plan satisfies the conditions to be able to issue bonds but does not commit the Council to issuing the bonds or proceeding with any project on the list. Mr. Voxland said it is planned to have one bond issue in 20 to fund the special assessment share of the TH 300 reconstruction project, the 2011 street reconstruction project and the city share of Scott County project for reconstruction of Hwy 101 from Fillmore St. to Marschall Rd. Based on the CIP there are no plans to issue bonds in 2012. He identified the projects in the Plan for 2013 and 2014. Bruce Loney, Public Works Director /City Engineer, explained each of the projects in the five year plan. He said that the plan can be updated but additional hearings are required. Discussion followed. Mayor Schmitt asked if there was anyone in the audience who wanted to speak at the public hearing. No one responded. Official Proceedings of the Shakopee City Council Punt/Clay moved to close the public hearing. Motion carried 5 -0. January 4, 2011 Page -3 Cncl. Lehman asked if Resolution No. 7073 could be tabled so he could sit down with Mr. Voxland to discuss questions he had regarding the resolution. Lehman/Heitzman moved to table Resolution No. 7073, which would adopt a five year street reconstruction plan, to January 18, 2011. Motion carried 5 -0. Kris Wilson, Assistant City Administrator, presented Council with the Approval of Plans & Specifications for the New Fire Station. Ms. Wilson recapped the project and introduced Jeff Oertel of Oertel Architects to discuss the plans for the fire station. Jeff Oertel of Oertel Architects discussed the proposed plan for Fire Station No. 2. It will replace Fire Station No. 2 at 2 and Scott Street and is located in the southeast corner of Lions Park. The plan consists of five single deep equipment bays, office and support areas, a meeting room, a workout room, dispatch area, and showers and locker areas. It is one -half the size of the fire station on Vierling Drive East and will serve as a satellite. It also includes five bid alternates. Mr. Oertel said that Council is also being asked to authorize the architect to separately take bids for a self contained breathing apparatus system. Mr. Oertel discussed the project schedule with an anticipated completion date sometime in late November. Mr. Oertel said the City Council budget for the project was set at $2.98 million. Mr. Oertel discussed items that were not factored into the budget that would bring the total projects cost to $3.072 million. Council discussed with Mr. Oertel questions and concerns regarding the plans, alternates and projected costs for the design. Punt/Heitzman offered Resolution No. 7075 a Resolution Approving the Plans & Specifications for Fire Station No. 2, and moved its adoption. Motion carried 5 -0. Mayor Schmitt asked Council for liaison reports. Cncl. Heitzman attended the Downtown Partnership meeting. Discussed were the 101 project, the overlay project, and the flower baskets that were ordered for downtown. Cncl. Punt attended the Scott County Transit Review Board Meeting. Discussed was the job access reverse commute. Also, talked about the 2010 accomplishments for Scott County Transit. Cncl. Lehman had no report. Cncl. Clay attended the Shakopee Public Utility Commission meeting. Discussed was the undergrounding of a major line that ran under an Xcel line and the delivery of the transformer for the Pike Lake substation. Mr. McNeill presented Council with Workshop Meeting Dates. Mr. McNeill said with the defeat of the Community Center improvements, Jamie Polley, Parks, Recreation, and Natural Resources Director, would like to schedule a meeting with Council to discuss the future of the Community Center. The recommended date is Tuesday, February 8 2011. Mr. McNeill also said that the Scott County Board would like to meet with the Shakopee City Council. The recommended date is Tuesday, February 22, 2011 at 6:30 p.m. Official Proceedings of the Shakopee City Council Council agreed with both dates. Mr. McNeill will schedule and post the meeting dates. Mr. McNeill presented Council with the 2010 -2011 Goals and Objectives Update. Mr. McNeill presented and discussed each of the goals that Council adopted earlier in 2010. He also highlighted objectives of what has been accomplished and what still needs to be achieved. Clay/Heitzman moved to receive and file the City Administrator's January 4, 2011 update on the City's 2010 -2011 Goals and Objectives. Motion carried 5 -0. (CC Document No. 487) Heitzman/Clay moved to adjourn to Tuesday, January 18, 2011 at 7:00 p.m. Motion carried 5 -0. The Council meeting ended at 8:30 p.m. on Tuesday, January 4, 2011. J dith S. Cox City Clerk Kim Weckman Recording Secretary January 4, 2011 Page -4-