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HomeMy WebLinkAbout5.F.2. Approval of Minutes: February 08, and 15, 2011ADJ. REGULAR SESSION OFFICIAL PROCEEDINGS OF THE CITY COUNCIL SHAKOPEE, MINNESOTA FEBRUARY 8, 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 were Mark McNeill, City Administrator; Jamie Polley, Parks, Recreation and Natural Resources Director; and Judith S Cox, City Clerk. Also in attendance were the Parks and Recreation Advisory Board (PRAB) members: Brad Tabke, Sonja Bercich, Ken Rynda, Mark Hill, Corky Mars, Eric Krieger and Gretchen Seifert; and Park and Recreation staff: Brad Eller, Sara Foley, Sherry Dvorak, Josh Barrick, Judy Techam and Barb Potthier. Lehman/Heitzman moved to approve the agenda. Motion carried 5 -0. Mark Themig and Andy Hingeveld of Scott County Parks and Trails presented Council and the PRAB the Scott County Regional Trail System. Mr. Hingeveld provided an overview of the Scott County Parks and Trails regional Park planning projects. Mr. Hingeveld specifically focused on the Scott West Regional Trail corridor and its trail connectivity to Shakopee. He shared a few concept plans to connect the Scott West Regional Trail to Holmes Street. He provided different scenarios to accommodate the trail on Holmes Street. Council was asked to weigh in their thoughts of the trail connection which Council discussed. Mr. Themig stated that the County was looking for Council input so that they can proceed with planning the trail on Holmes Street. He said that the discussion sounded like the Council was open to having the trail on Holmes Street, that preference is that there be no physical barriers. He said that he is not looking for a decision tonight and that later in the year he would be back to discuss more specifics regarding the trail with Council members. Jamie Polley, Parks, Recreation, and Natural Resources Director, presented Council with the Future Focus of Shakopee Parks, Recreation and Natural Resources Department. Ms. Polley said following the defeated Community Center referendum, staff felt that the Parks, Recreation, and Natural Resources Department needed to evaluate the vision, mission, services and operations of the department to determine its future. Ms. Polley said she attended a conference which provided her tools to use with the staff to evaluate operations services and refocus on the vision and mission of the department. The session also emphasized the most important key to moving forward and being successful is to have the staff, the community and elected officials in agreement and moving forward as one unit towards the same goal. Ms. Polly said she held a staff retreat focusing on values, ranking services and develop a vision and reaffirming their mission. She shared this information with the PRAB and City Council and asked what role the Park and Recreational Department plays within the City operations and how it can best serve the community's needs. Ms. Polley said the process was necessary to determine Official Proceedings of the Shakopee City Council services and facilities required to enhance and advance the department and to identify ways of funding and constructing these items. Ms. Polley had Council complete an exercise ranking organization services and discuss the values, vision and mission of the Park and Recreation Department. The Council's ranking was included with staffs and PRAB's ranking to capture and overall view of each service. Ms. Polley asked Council to discuss the role they feel the Parks, Recreation and Natural Resource Department should have within the City operations. She also asked Council to discuss facilities to be placed on a capital improvement program (CIP) to be completed within the next 10 years. The CIP will be separate from the Park Reserve CIP which identifies park facilities and construction from park dedication funds. Ms. Polly gave an example of the need for a second ice arena within the next five years and the need for alternative funding options to be identified. Council recessed for a break with no motion. Mayor Schmitt re- convened the meeting at 8:40 p.m. Each of the Council members had the opportunity to give their input. All Council members concurred that the Parks, Recreation and Natural Resources Department is a vital component of the City and to the community. Discussed was possibly moving Natural Resources to a different department, the need for space for Senior Citizens to meet, to have park facilities placed on a schedule like all other City buildings, etc. Ms. Polly said she would take all the recommendations from City Council, staff and the PRAB and put together a 5 to 10 year plan to bring back at a later date for discussion. Heitzman/Punt moved to adjourn to Tuesday, February 15, 2011 at 7:00p.m. Motion carried 5 -0. The Council meeting ended at 10:00 p.m. • C dith S. Cox City Clerk Kim Weckman Recording Secretary February 8, 2011 Page -2- ADJ. REGULAR SESSION OFFICIAL PROCEEDINGS OF THE CITY COUNCIL SHAKOPEE, MINNESOTA FEBRUARY 15, 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; Jim Thomson, City Attorney; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director /City Engineer; and Jeff Weyandt, Assistant City Engineer. 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. Punt/Clay moved to approve the agenda as amended. Motion carried 5 -0. In the Mayor's report Mayor Schmitt said he attended the 169 Corridor meeting and discussed project updates. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda. Mr. McNeill advised Council that there was an updated memo for 5.E.3., Hiring of Mechanic. Cncl. Lehman asked to add to the consent agenda 13.B.1, 2010 Budget Improvement Package Extension. Lehman/Heitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the consent agenda. Motion carried 5 -0. Lehman/Heitzman moved to approve the Market Street storm sewer system from 1 Avenue to Minnesota River with local share funding out of the City's Storm Drainage Fund. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize the appropriate City officials to execute the Joint Powers Agreement for 2011 Traffic Markings, Crack Sealing and Seal Coating between the Cities of Burnsville, Apple Valley, Eagan, Elko New Market, Hastings, Lakeville, Mendota Heights, Rosemount, Savage, Prior Lake, Waconia, West St. Paul, South St. Paul and Shakopee. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to direct staff to utilize the re- purchase agreement with Ag Power, Inc. on the John Deere Gator for the price of $1,603.13. The purchase price to be funded out of the Internal Service Equipment Fund and direct staff to invoice the Shakopee Downtown Partnership $1,603.13 to reimburse the fund. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize staff to utilize the re- purchase agreement with Ag Power Enterprises, Inc. for the 2010 John Deere 6430 Tractor for the estimated price of $10,847.81 with the funds to be expended from the Surface Water Fund. (Motion carried under the Consent Agenda) Official Proceedings of the February 15, 2011 Shakopee City Council Page -2- Lehman/Heitzman moved to authorize staff to utilize the re- purchase agreement with Ag Power Enterprises, Inc. for unit #134, 2009 John Deere 5085 Tractor for the price of $7,994.25 with the funds to be expended from the Internal Service Equipment Fund. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to declare the 1996 Plymouth Voyager, VIN: 2P4GP44R7TR705927; the 1996 Plymouth Breese, YIN: 1P3EJ46C3TN281665; and the 2000 Ford Explorer, VIN: 1FMZU73E3YUA66229 as surplus property. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to accept, with regret, the resignation of Gregg Voxland from the position of Finance Director effective March 31, 2011. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to hire Julie Linnihan for the position of Finance Director with the compensation of benefits as outlined in the February 11, 2011 memo from Kris Wilson, Assistant City Administrator, contingent upon successful completion of a pre- employment physical /drug test and subject to a one -year probationary period. (Motion carried under the Consent Agenda) (CC Document No. 489) Lehman/Heitzman moved to authorize the transfer of mechanic Keith Weckman to the position of Maintenance Operator at Step 8 of the current union contract, effective March 1, 2011. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize the hiring of Tom Larson as a full -time mechanic, at Step 4 ($23.31 per hour) of the current union contract, contingent upon the successful completion of a pre - employment physical and drug test and subject to a one -year probationary period. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the bills in the amount of $425,986.19 and electronic transfers in the amount of $375,429.93 for a total of $801,416.12. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the minutes of February 1, 2011. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the application and grant a temporary on -sale liquor license to the Minnesota Farm Winery Association for April 2, 2011, at Canterbury Park, 1100 Canterbury Road. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to cancel the previously scheduled joint meeting with the County Board at 6:30 p.m. on Tuesday, February 22, 2011. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to direct staff to prepare a budget amendment to approve the funding for the Community Center exterior improvements in the amount of $20,000 to be carried over from the 2010 budget. (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. Official Proceedings of the February 15, 2011 Shakopee City Council Page -3- Heitzman/Clay opened the Public Hearing for the 2011 Street Reconstruction Project, Project No. 2011 -1. Motion carried 5 -0. Jeff Weyandt, Assistant City Engineer, stated the public hearing is for the proposed improvements associated with the 2011 Street Reconstruction Project. Mr. Weyandt outlined the project area and the improvements proposed for Jefferson, Madison, Monroe, Jackson, and VanBuren from 6th to 10 Avenue, Tyler Street from 10 Avenue to 11 Avenue, 6th Avenue from Webster Street to 10 Avenue, 10 Avenue from 6 Avenue to CSAH 69, and Shakopee Avenue from Madison Street to East of Jefferson Street. Mr. Weyandt said the estimated project cost is $4,938,450.00 with 30% of the street improvements for the residential streets ($626,886.53) being assessed to benefitting properties. The remaining costs associated with the street improvements will be paid from Capital Improvement Funds (12,833.47) and State Aid Turnback funds ($2,200,300.00). Storm sewer improvements ($790,130.00) will be paid from the Storm Sewer Fund. Water main improvements ($713,900.00) will be funded by Shakopee Public Utilities. Sanitary sewer improvements ($477,400.00) will be paid from the Sanitary Sewer Fund. Mayor Schmitt asked if anyone from the audience wished to speak at the public hearing. Beth Strunk, 605 Monroe Street voiced her concerns about the placement of the sidewalk near her property. She said she would like the sidewalk constructed next to the curb. Diane Jilek, 619 Madison Street expressed her concern about the narrowing of the street from the original 45 feet to 37 feet. She also discussed snowplowing concerns, that 6 Avenue will be a 9 ton road and may invite more truck traffic, and patching of streets. Amy Deloyski, 1412 6 Avenue stated her concerns with the road width, sidewalk elevation and drainage issues. Mona Strunk, 605 Monroe Street stated that she would prefer the sidewalk at the curb line. Sherman Thurmer, 742 Madison Street had questions regarding the replacement of the water shut off valve in his yard. Joe Adams of Shakopee Public Utilities stated that water shut off valves will be relocated during construction. Richard Jilek, 619 Madison Street, asked if the sewer lines from the street to the houses would be inspected. He is concerned about the condition of his line. Mr. Loney advised Mr. Jilek that any lines from the street to the residence would be the responsibility of the property owners. Lee Wickstrom, 968 Scott Street, stated he is a member of the Valley View Baptist church. Mr. Wickstrom said he was speaking on behalf of the church. He said he is concerned about the cost of the project adjacent to the church because the church could end up being assessed as much as $20,000.00 because of the size of the property. Lindsay Thurber, 1308 6 Avenue, expressed her concern about the interest that will be charged for the assessments. Official Proceedings of the February 15, 2011 Shakopee City Council Page -4- Vicki Berg, 620 Madison Street, said she has not heard of any sewer and water problems in the neighborhood and is wondering why the project has to be done this year. She also asked for an explanation of the State Turn Back Funds. Mr. Loney advised that there are more sewer /water problems on the western portion of the project area. He also explained what State Turn Back Funds are used for and the deadline to use them. Clay/Punt moved to close the public hearing. Motion carried 5 -0. Clay/Heitzman offered Resolution No. 7083, A Resolution Ordering an Improvement and Preparation of Plans and Specifications for the 2011 Street Reconstruction, Project No. 2011 -1, and moved its adoption. Discussion followed. Cncl. Lehman advised the audience that he also agrees with their concern regarding the 37 foot width of roads. He also discussed the sidewalk placement. Mr. Weyandt advised that the motion was to prepare the plans and specifications. The sidewalk issue has been taken under advisement and will be discussed during the planning stages of the project. Mayor Schmitt asked for a vote on the motion. Motion carried 5 -0. Lehman/Heitzman moved to recess for a break. Motion carried 5 -0. Mayor Schmitt reconvened the meeting at 8:35 p.m. Mayor Schmitt asked for liaison reports. Cncl. Punt, Cncl. Lehman, and Cncl. Clay had no reports. Cncl. Heitzman said he attended the school board meeting and discussed was the budget and state funding that will determine their course of action for the next school year and building configurations. Clay /Lehman moved to recess for an Economic Development Authority meeting at 8:35 p.m. Motion carried 5 -0. Mayor Schmitt reconvened the meeting at 9:22 p.m. Mr. McNeill presented Council with the Authorization to Seek Admission to NRPA Director School. Mr. McNeill said that Jamie Polley,- Parks, Recreation, and Natural Resources Director, is seeking authorization to submit an application to attend the National Recreation and Parks Association (NRPA) Directors School. Mr. McNeill said it is a one -week training in each of the next two years. Mr. McNeill said that funds are budgeted in 2011 and will have to be put into the budget for 2012. Ms. Polley will seek financial assistance through the NRPA and MRPA scholarship programs. Clay/Punt moved to authorize the Director of Parks, Recreation and Natural Resources to apply for enrollment in the 2011 -2012 Director's School offered through the National Recreation and Parks Association. Motion carried 5 -0. Official Proceedings of the February 15, 2011 Shakopee City Council Page -5- Bruce Loney, Public Works Director /City Engineer and Gregg Voxland, Finance Director, presented Council with the 2011 Street Overlay Program. Mr. Loney said that Council asked staff to bring back information on overlay projects for 2011 and beyond. Mr. Loney said that staff developed a comparison of costs between overlays, remove and replace pavement and total reconstruction. The comparison costs include options of no assessments, assess 30% and bond for 70 %, assess 20% with no bonds and 80% from CIF, and assess 30% with no bonds and 70% from CIF. Mr. Loney and Mr. Voxland then presented Council with the Long Term Capital Improvement Financing. Mr. Loney said that staff has reviewed and revised capital costs based on a discussion and analysis of improvement costs on County road projects. The revised tax levy projection schedule shows keeping the tax levy increase for capital down to 1% a year. Lehman/Clay moved to proceed on the 2011 bituminous overlay project according to current policy, no special assessments. Motion carried 3 -2 with Cncl. Punt and Cncl. Clay opposing. Mr. Loney presented Council with Considering Approval of a Request for a Special Lighting District and Undergrounding of Power Lines on C.R.101, from Sommerville Street to the Mill Pond Bridge. Mr. Loney said that a Special Lighting District needs to be established and approved by the City Council and Shakopee Public Utilities Commission (SPUC). The City has approved a preliminary layout for the C.R. 101, from Fillmore Street to Marschall Road. Mr. Loney said that C.R. 101 Corridor has included power lines that need to be relocated for the construction project. Staff indicated to SPUC that existing overhead lines should go underground for this corridor, from Naumkeag Street to the Mill Pond Bridge. The City will also need to underground a pad transformer for the underground street lighting system at a cost of $2,000.00 which can be paid with turnback funds Lehman /Clay moved to approve establishing a Special Lighting District on C.R. 101, from Somerville Street to the Mill Pond Bridge and including the lights on this bridge. Motion carried 5 -0. Lehman/Clay moved to determine that the existing overhead lines do meet the relocation requirements of 7.17, Sub 24 of the City Code and shall be placed underground upon relocation on the C.R. 101 corridor, from Sommerville Street to the Mill Pond Bridge. Motion carried 5 -0. Lehman/Clay moved to pay for a new underground pad mount transformer for the new street lighting system at an estimated cost of $2,000.00 and out of the Capital Improvement Fund. Motion carried 5 -0. Lehman/Clay moved to pay for the Naumkeag Street primary overhead line to go underground on C.R. 101 at an estimated cost of $7,000.00 and that it come out of the Capital Improvement Fund. Motion carried 5 -0. Official Proceedings of the February 15, 2011 Shakopee City Council Page -6- Mayor Schmitt asked if there was any other business to discuss or Council concerns. Mayor Schmitt thanked Carrie Duckett for the work she did for the Laserfiche software and implimintation. He also commented on the membership reimbursements at the Community Center and the increase in commercial permits in the Building Report. Cncl. Heitzman said he received a call from a person who uses a wheelchair asking why there aren't any designated handicapped parking spots in front of the post office. Mr. Loney stated that has been a concern in the past. Mr. Loney said it's up to the business to provide handicapped parking in their private parking lots. Since the post office does not have a parking lot, Mr. Loney said to use two parking stalls on the public street would significantly decrease the parking around the post office area. He said the City usually does not designated public street parking with handicapped parking signs. Punt /Heitzman moved to adjourn. Motion carried 5 - 0. The Council meeting ended at 10:37 p.m. 441,, J dith S. Cox City Clerk Kim Weckman Recording Secretary