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HomeMy WebLinkAbout5.F.2. Approval of Minutes: March 08, 15, and 22, 2011ADJ. REGULAR SESSION OFFICIAL PROCEEDINGS OF THE CITY COUNCIL SHAKOPEE, MINNESOTA MARCH 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 Mark McNeill, City Administrator; Bruce Loney Public Works Director /City Engineer; and Judith S. Cox, City Clerk. Also in attendance were Chris Chromy, Bolten & Menk, Inc.; Mitch Rasmussen, Scott County; and Joe Adams, Shakopee Public Utilities. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill, City Administrator, asked to add discussion on flood preparations, handicapped parking at the post office, handicapped parking in the City and a closed session to discuss labor negotiations. Punt/Heitzman moved to approve the agenda as amended. Motion carried 5 -0. Bruce Loney, Public Works Director /City Engineer, presented Council with Discussion of Final Plans for C.R. 101 and Draft Cooperative Agreement. Mr. Loney said that Scott County and their Engineer, Chris Chromy from Bolten & Menk, Inc. would like to go over the Draft Cooperative Agreement between the City of Shakopee and Scott County which includes cost participation and maintenance agreement; Draft Reimbursement Agreement between the City of Shakopee and Shakopee Public Utilities Commission (SPUC); and discuss the phasing plan for traffic control during the construction of the project and construction hours. Chris Chromy, Traffic Engineer with Bolten & Menk, Inc. discussed the construction plan for C.R. 101. He gave an overview of the improvements on C.R. 101 from Filmore Street to Marschall Road which includes sewer pipe replacement and storm sewer replacement. Mr. Chromy also discussed access closures and modification with property owners in the construction area. Mr. Chromy said the estimated total for the project is $4.6 million dollars. Mr. Chromy then discussed the staging and construction schedule for the project. Mr. Chromy said the first stage is scheduled from mid -April to the end of June on the west and east end of the project area. He discussed local and regional detours during this phase. The second stage of the project is scheduled for July to September 23 He also discussed the local and regional detours during the second phase of construction. Mr. Chromy also said the construction times would be from 6:00 a.m. to 11:00 p.m. Monday thru Saturday. Mr. Loney provided the summary of the cost participation for the project. Mr. Loney broke down the costs to the following: Tax levy (bonding) $423,241; Storm Sewer $510,385; Sanitary Sewer $307,831 and Water $485,100. Mr. Loney also asked Council if they still wanted to replace the five light poles from Filmore Street to the bridge at 100% of the city's cost (approximately $72,000). All of Council concurred that the lighting should not be replaced at this time. Official Proceedings of the Shakopee City Council March 8, 2011 Page -2- Mr. Chromy advised Council the street lighting for the project is LED and is included in the base bid and the high pressure sodium option will be in the alternate bid. He said there is a $100,000 gap between the two but SPUC is willing to pay $27,000 and $73,000 would be the city cost. He asked if there was a threshold amount that Council would be willing to pay, since bids will be received and awarded by the County before Council has another regular meeting. Consensus was that the Council can't give a threshold amount at this time because of the extra cost to the city after the contribution from Shakopee Public Utilities. Mr. Loney presented Council with the Vierling Drive and CSAH 17 Improvement Project. Mr. Loney said the City was selected for a Highway Safety Improvement Program grant in the amount of $1,080,000 to improve the intersection of Vierling Drive and Marschall Road. Mr. Loney provided a drawing showing the improvements for Vierling Drive at CSAH 17 which includes the north ramp off US Highway 169. He also provided a letter from Lezlie Vermillion, Scott County Public Works Director, indicating the cost participation level of Scott County which is 50% of the construction and right -of -way costs and a letter to the State of Minnesota outlining the application, project description and the proposed improvements for the project. Mr. Loney asked for Councils approval to proceed with the project and whether to proceed with a 2013 construction or 2014 construction year schedule. All Council members agreed to proceed with the project and set the project schedule for 2014. Mr. Loney then provided Council with the flood preparation update. Mr. Loney said that Lift Station 16 (located North of Bluff Avenue and West of Marschall Road) is currently at 721.48 feet. He said a dike could be built around the lift station at a height of 723.5. If additional height is needed, Public Works would sandbag around the area. Mr. Loney said that they are monitoring the flooding very closely and will do whatever it takes to protect the lift station. Mr. Loney updated Council about handicapped street parking in front of the U.S. Post Office on Sommerville Street. Mr. Loney said there are currently eight parking spots in front of the post office. If handicapped parking was designated, two spots would be needed. Mr. Loney noted that there is no requirement to put handicapped stalls on the street. Mr. Loney said that it is actually the post office's responsibility to provide handicapped parking for their customers in their own parking lot; however, the parking lot is used for mail delivery and postal truck parking. Mr. Loney cautioned Council about designating city street parking as handicapped parking especially in front of a business. He said it would set a precedent and then other businesses would likely request the same accommodations. After Council discussed the issue it was decided that Mr. Loney should contact someone at the U.S. Postal Service regarding designating handicapped parking for their customers. Mr. Loney noted that there is handicapped parking on First Avenue south of River City Center. There are handicapped parking stalls in all street parking lots except the Lewis Street parking lot needs additional stalls and they will be striped. He explained that he would like consistency on where to put striping on streets, what criteria should be used, and that he will bring plans to Council on March 15 He noted that the downtown area was reconstructed in 1986 and that the ADA law was not adopted until around 1993. Official Proceedings of the Shakopee City Council March 8, 2011 Page -3 Heitzman/Lehman moved to recess for a closed session to discuss labor negotiations, at 9:00 p.m. Motion carried 5 -0. Mayor Schmitt reconvened the meeting at 9:22 p.m. and stated that no action was taken by the Council during the executive session. Under other business council members advised the city administrator of ordinance violations to look into and a safety concern due to parking on Fillmore south of 1 Avenue. Lehman/Heitzman moved to adjourn to Tuesday, March 15, 2011 at 7:00 p.m. Motion carried 5 -0. The Council meeting ended at 9:30 p.m. u.1.{; -) . u ith S. Cox City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA MARCH 15, 2011 Acting Mayor Lehman called the meeting to order at 7:00 p.m. with Council members, Pat Heitzman, Steve Clay, and Pamela Punt present. Absent was Mayor Schmitt. Also present Mark McNeill, City Administrator; Kris Wilson, Assistant 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 Jamie Polley, Parks, Recreation & Natural Resources Director. The Pledge of Allegiance was recited. Acting Mayor Lehman asked if there were any additions or deletions to the agenda. Mark McNeill said there were no changes. Clay /Heitzman moved to approve the agenda. Motion carried 4 -0. In the Mayor's report Acting Mayor Lehman presented a plaque of appreciation to Ken Rynda for his service on the Park and Recreation Advisory Board. Acting Mayor Lehman asked if there were any additions or deletions to the Consent Agenda. Mr. McNeill advised staff had no changes to the Consent Agenda. Cncl. Clay asked to add to the Consent Agenda item 13.B.1., Ratification of 2011 Patrol Officers Union Contract and 13.B.2., Ratification of 2011 Sergeants Union Contract. Clay/Heitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the consent agenda. Motion carried 4 -0. Clay / Heitzman moved to extend the approval period of the final plat of South Parkview 5th Addition to April 19, 2013. (Motion carried under the Consent Agenda) Clay/Heitzman moved to authorize the appropriate City officials to execute a new fare reimbursement agreement with the Metropolitan Council for transit convenience /prepaid fare reimbursements. (Motion carried under the Consent Agenda) Clay /Heitzman moved to accept the Selection Committee's recommendation and to prequalify the firms of WSB & Associates, Inc.; Short, Elliott, Hendrickson, Inc.; and Bolton & Menk, Inc. for work in the City of Shakopee for a four -year period and authorize the City Attorney to prepare contacts for general municipal work in the City of Shakopee. (Motion carried under the Consent Agenda) Clay /Heitzman moved to authorize the appropriate City officials to execute the Fuller Street Special Lighting District Agreement. (Motion carried under the Consent Agenda) Clay /Heitzman moved to authorize the appropriate City officials to execute the Construction Cooperative Agreement for County Road 101 Project No. CP- 101 -07 between the City of Shakopee and Scott County. (Motion carried under the Consent Agenda) Official Proceedings of the Shakopee City Council March 15, 2011 Page -2- Clay/Heitzman moved to authorize the appropriate City officials to execute the Reimbursement Agreement between the City of Shakopee and Shakopee Public Utilities Commission for the utility work as part of County Road 101 Project No. CP- 101 -07. (Motion carried under the Consent Agenda) Clay/Heitzman moved to approve the bills in the amount of $627,180.01 and electronic transfers in the amount of $388,997.20 for a total of $1,016,177.21. (Motion carried under the Consent Agenda) Clay/Heitzman moved to approve the City Council meeting minutes of March 1, 2011. (Motion carried under the Consent Agenda) Clay/Heitzman offered Ordinance No. 844, Fourth Series, An Ordinance Amending City Code Chapter 2, Administration and General Government, Section 2.70, Disposal of Abandoned Motor Vehicles, Unclaimed Property and Excess Property, Subd. 3. Disposal of Excess Property, and move its adoption. (Motion carried under the Consent Agenda) Clay/Heitzman moved to call for a "unified Plan for Economic Development" workshop to be held at 7 PM, Tuesday, May 10 with the Planning Commission, and Economic Development Advisory Commission. (Motion carried under the Consent Agenda) Clay/Heitzman moved to authorize the appropriate officials to enter into the negotiated 2011 labor agreement with Law Enforcement Labor Services on behalf of the City's patrol officers. (Motion carried under the Consent Agenda) Clay/Heitzman moved to authorize the appropriate officials to enter into the negotiated 2011 labor agreement with Law Enforcement Labor Services on behalf of the City's Police Sergeants. (Motion carried under the Consent Agenda) Acting Mayor Lehman 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/Punt moved to open the Public Hearing on Submitting an Outdoor Recreation Grant Application. Motion carried 4 -0. Jamie Polley, Parks, Recreation, & Natural Resources Director, presented Council with Submitting an Outdoor Recreation Grant Application. Ms. Polley said at the March 1, 2011 meeting City Council offered Resolution No. 7069, A Resolution of the City of Shakopee, Minnesota Authorizing the City to Submit an Outdoor Recreation Grant Program Application for the Construction of a Picnic/Warming Facility within Greenfield East/Park Meadows Park. She explained that a public hearing is required prior to submitting the grant application by the March 31 deadline. Ms. Polly presented Council with a concept design of the picnic /warming facility. She discussed construction, location and use of the building. She stated that the Park Department would like to try to construct the facility thus reducing the cost. The labor would count toward the 50/50 required match. Official Proceedings of the Shakopee City Council March 15, 2011 Page -3- Acting Mayor Lehman asked if anyone from the audience wished to speak at the public hearing. No one responded. Clay/Heitzman moved to close the public hearing. Motion carried 4 -0. Clay/Punt offered Resolution No.7069, A Resolution of the City of Shakopee, Minnesota, Authorizing the City to Submit an Outdoor Recreation Grant Program Application, and moved its adoption. Motion carried 4 -0. Acting Mayor Lehman asked for liaison reports. Cncl. Punt had nothing to report. Cncl. Heitzman said he attended the 169 Corridor Coalition Meeting. He also attended the School Board Meeting where the tentative new school boundaries were discussed. Cncl. Clay attended the Shakopee Public Utilities Commission Meeting. He said SPUC is looking at a smart grid system. Acting Mayor Lehman said that he attended the 169 Corridor Coalition Meeting and the Derby Days committee meets this Thursday. Heitzman/Clay moved to recess for an Economic Development Authority meeting, at 7:22 p.m. Motion carried 4 -0. Acting Mayor Lehman reconvened the meeting at 7:26 p.m. Ms. Polley presented Council with the Dedication of City Land as an Extension of Memorial Park. Ms. Polley introduced Jay Whiting and Joe Collins of the Shakopee Heritage Society (SHS) who wanted to present to Council their proposal. Mr. Whiting, President of the SHS, gave Council background on the City property that the SHS would like the City to dedicate as park land located south of Highway 101 and west of Sarazin Street. Mr. Collins presented Council with the SHS's phase proposal to add signage, information kiosk, picnic area, trail connection to Memorial Park and native plantings. Acting Mayor Lehman questioned the difference between designating the land as park property versus dedicating it as City park property. Jim Thomson, City Attorney, said that if the City chose to dedicate the property as park land, it is much more difficult to undedicate if the City finds another use for the land. It was Council's direction to staff to further review designating the land as a park or dedicating the land as park property. They also asked that staff follow up researching if there are restrictions to a portion of the property that is Scott County right -of -way. Bruce Loney, Public Works Director /City Engineer, presented Council with the Consideration of Approving Plans and Ordering Advertisement for Bids for the 2011 Bituminous Overlay, Project No. 2011 -2. Official Proceedings of the Shakopee City Council March 15, 2011 Page -4- Mr. Loney said the total estimated construction cost including a 5% contingency is $775,000.00. Currently there are excessive pavement markings in the downtown area. The current plans will eliminate the two on- street handicap stalls located on 1 Avenue and the one on- street handicap stall located on Lewis Street north of 3` Avenue. The current plans will also eliminate all crosswalks not located at intersections with 1 Avenue and all parallel parking striping. Mr. Loney reported that the post office does not own the property it occupies and that there are no plans for additional parking or handicapped parking. After Council discussed handicapped parking and striping for crosswalks on City streets, it was decided to refer information to the Traffic Safety Committee to review the entire downtown business district parking policies. Clay/Heitzman offered Resolution No. 7090, A Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for the 2011 Bituminous Overlay, Project No. 2011 -2, and moved its adoption. Motion carried 4 -0. Kris Wilson, Assistant City Administrator, provided the Council with a copy of a Request for Proposals (RFP) and asked for the authorization to issue the RFP for custodial services. Ms. Wilson said the City currently employs three full -time custodians who work evening shifts and clean a total of seven City buildings. Ms. Wilson said that as the City continues to look for ways to provide services and maintain the City's assets at the lowest cost to taxpayers, now appears to be the right time to evaluate the structure of the custodial services. Ms. Wilson said that in order to fully and equitably evaluate the options available to the City, an RFP process is required. Once the proposals are submitted, staff would then evaluate the proposals, conduct interviews and check references and return to the City Council in early May with a recommendation as to whether contracting out this function would be a cost savings. Discussion followed. Punt/Heitzman moved to authorize the appropriate City staff to issue the Request for Proposals for custodial services for City buildings. Motion carried 3 -1 with Cncl. Clay opposing. Acting Mayor Lehman asked if there were any Council concerns or other business to discuss. No one responded. Clay/Punt moved to adjourn to Tuesday, March 22, 2011 at 7:00 p.m. Motion carried 4 -0. The Council m meeting ended at 8:38 p.m. . Judith S. Cox 9ty Clerk Kim Weckman Recording Secretary ADJ. REGULAR SESSION OFFICIAL PROCEEDINGS OF THE CITY COUNCIL SHAKOPEE, MINNESOTA MARCH 22, 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; Bruce Loney Public Works Director /City Engineer; R. Michael Leek, Community Development Director; and Judith S. Cox, City Clerk. Also in attendance were Chris Chromy, Bolten & Menk, Inc.; Mitch Rasmussen, Scott County; and Jeff Felt, Project Manager for Scott County. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill, City Administrator, asked to add 6.A., A Resolution of Appreciation - Gregg Voxland. Lehman/Clay moved to approve the agenda as amended. Motion carried 5 -0. Bruce Loney, Public Works Director /City Engineer, presented Council with a presentation of the C.R. 69 Layout Drawings from Vierling Drive to Atwood Street. Mr. Loney said that Scott County and their Engineer, Chris Chromy from Bolten & Menk, Inc., would like to go over the proposed layout drawings of the project. Chris Chromy, Traffic Engineer with Bolten & Menk, Inc., discussed the purpose and needs for the project. He said the construction schedule would be in 2012 which would include infrastructure rehabilitation of the roadway, drainage improvements, railroad bridge rehabilitation, and pedestrian and bike facilities. Mr. Chromy displayed two concept drawings for Council to review. The first included a four lane road with a center median between Clay Street and Atwood Street. The second option includes a five lane option with the center lane being a turn lane similar to the current CR 101 plan. Mr. Chromy then discussed some of the challenges of the project such as access management, sidewalks and trails, bridge rehabilitation and right of way and the impacts to property owners. Mr. Loney discussed some of the other challenges such as sanitary sewer and water replacement/installation, storm drainage improvements, and street lighting and other aesthetics similar to the CR 101 corridor. Mr. Chromy advised that in the coming months the plan is to meet with property owners who will be affected by the project followed by a public meeting. Acquisition of needed property will be in early fall. Consensus of Council members was the five lane option. Lehman/Heitzman moved to recess for a break. Motion carried 5 -0. Mayor Schmitt reconvened the meeting at 8:08 p.m. Official Proceedings of the Shakopee City Council Mr. Loney presented Council with a discussion on Street Lighting Standards. March 22, 2011 Page -2- Mark McNeill, City Administrator, introduced Randy Sampson, CEO of Canterbury Park. Mr. McNeill said that Mr. Sampson wanted to discuss with Council the proposed Racino Legislation. Mr. Sampson gave Council information and background on the Racino bill. He said the bill proposes two Racino's in Minnesota, one being at Canterbury Park. If the legislation passes, he stated that there would be three phases of development to add a Racino at Canterbury Park. The first phase would include remodeling of the second floor to accommodate slot machines The second phase would include a new onsite facility and the third phase would include a hotel. Mr. Sampson said the bill has not yet been introduced, that the presentation was for information only and he is not seeking formal action at this time. Mr. Loney said that Shakopee Public Utilities Commission approved a street lighting policy in 1998 which includes light spacing and light standards for different districts in Shakopee's residential, commercial and industrial areas. Mr. Loney said one issue has been the fiberglass residential street light poles which do not last long due to weathering. Mr. Loney said that staff has done a cost analysis and determined that an anodized aluminum street pole would be a better alternative. Mr. Loney said that staff has done more investigation on LED street lighting for the CR 101 project working with Ken Tallion of S.E.H., Inc., and would like to update City Council on possible changes to make the system more efficient and at a lower cost. Mr. Tallion suggested to Council two styles of LED lighting. He also suggested when going out for bids to use the LED lighting in the bid and not make it an alternate in the bidding process. This will make the bid more competitive. He also discussed several system features to LED lighting. After Council discussed the options they all agreed to put the LED lighting in the bid and not as an alternate. Mr. McNeill presented Council with Resolution No. 7089, a Resolution of Appreciation to Gregg Voxland who has been the City Finance Director since 1978. Clay/Lehman offered Resolution No. 7089, A Resolution of Appreciation to Gregg Voxland, Finance Director, Shakopee, Minnesota, and moved its adoption. Motion carried 5 -0. Mayor Schmitt asked if there were any Council concerns or other business. Mr. McNeill said he received a call from Police Chief, Tate. Chief Tate advised that C.R. 101 would be closing on 03/23/11 due to river flooding and Hwy. 41 going to Chaska would probably be closing later the same day. Official Proceedings of the Shakopee City Council March 22, 2011 Page -3- Cncl. Heitzman said he would like staff to look at the contract the City has for Animal Control. He wasn't aware that the contract only includes domestic dogs and cats. He said he would also like to see the calls for service that Animal Control responded to last year. Mr. McNeill said he will gather that information for Council. Heitzman/Lehman moved to adjourn. Motion carried 5 -0. The Council meeting ended at 9:22 p.m. ,with S. Cox City Clerk Kim Weckman Recording Secretary