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HomeMy WebLinkAbout4.F.2. Approval of Minutes: July 10, and 17, 2012 OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL JOINT MEETING CITY COUNCIL AND PARK AND RECREATION ADVISORY BOARD ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JULY 10, 2012 Mayor Tabke called the meeting to order at 7:00 p.m. Present: Mayor Brad Tabke, Councilmembers Pamela Schurman, Matt Lehman, Steve Clay and Jay Whiting. Absent: No one Staff Present: Mark McNeill, City Administrator; Jamie Polley, Park, Recreation and Natural Resources Director; Bruce Loney, Public Works Director /City Engineer; and Julie Linnihan, Finance Director /City Clerk. Others Mark Hill and Corky Mars from the Park and Recreation Advisory Board. Ryan Present: Magin from the Planning Commission. 2. Whiting/Punt moved to approve the agenda. Motion carried 5 -0. 3.A. Jamie Polley, Park, Recreation and Natural Resources Director presented the group with an overview of the recent Park and Recreation Advisory Board (PRAB) discussions. Ms. Polley discussed the current field usage and the need for additional ball field amenities throughout the City. The Park Reserve CIP has identified the development and enhancement of City facilities. The PRAB has chosen to consider the City owned parkland that has not yet been established and does not have a definite plan for development. They include Shutrop Park, Tahpah West, 17 Avenue Sports Complex and the Sr. High School site. The first three sites listed have various levels of additional fields that would help the City move forward in meeting the 2030 Comp. Plan. Ms. Polley described the pros and cons of each of the sites. On March 26, 2012 the outdoor youth sports associations presented to the PRAB their current numbers, projected growth, current facility uses, current facility needs and future facility needs. Ms. Polley summarized each of the association's needs to Council and PRAB. She also said the PRAB held a work session on April 16 to discuss the properties available, the association needs and which needs are more immediate. During that meeting the following was decided; two fields at the 17 Ave. Sports Complex will be lit and will also be used by the football association in the fall, Tahpah Park should include two more ball fields and the City should work jointly with the School District to develop additional grass turf fields at the high school site. If the school site cannot be developed Tahpah Park usage will be re- evaluated. Council suggested that the PRAB come up with a field allocation policy in the near future to elevate the competition between the various sports associations field use. They suggested working with the school district for future land purchases with regard to future Official Proceedings of the July 10, 2012 Shakopee City Council Page 2 park land purchases. There was also discussion regarding the need for a second sheet of ice for the hockey association. 3.B. Ms. Polley then presented the proposed Public Indoor Tennis Facility — Shutrup Park. Ms. Polley said the PRAB met with the Tennis Association on May 21 where they were presented with information regarding the facility, a sample business plan and the time frame needed to complete the project. Their interest is to place the facility at Shutrup Park. The PRAB agreed to give the Tennis Association some time to further research the facility and business plan and bring it back to the PRAB and City Council for support. 3.C. Ms. Polley also discussed Parcel 75 located at Southbridge. She said the PRAB and the Environmental Advisory Committee (EAC) held a joint meeting to discuss the development of Parcel 75. Staff proposed a plan that included a dog park, parking area, trails, hockey rink and allocated a spot for the future 3` fire station. Both boards recommended the plan with the hockey rink moved off of parcel 75 to a location in Southbridge and the parking lot reduced in size to City Council. Both boards also voted to have staff obtain quotes to complete an Environmental Impact Review of the proposed development plans on native species prior to recommending the plan to the City Council. The EAC will be reviewing the quotes and determine if they want to recommend that the natural resources budget fund the study. 3.D. Ms. Polley presented the Overview of Park Financing. The proposed plan includes the projects identified by the PRAB. The plan changes as new projects are identified or when additional park dedication fees are collected or alternate funding sources are identified. The plan focuses on projects most in demand. Ms. Polley provided a spreadsheet of the Park CIP over the next five years and discussed projects currently in process and projects planned for 2013. 3.E. Ms. Polley discussed the Park Planning Process Policy. She said in March the City Council adopted Resolution No. 7173, Establishing a Policy for the Park Planning Process. She is asking if the City Council and the PRAB are in agreement as to the current park planning process. Ms. Polley said she plans to use this policy for the development of Parcel 75. Council and the PRAB agreed to follow the policy and if there are any issues during the process, the Park Planning Process could be reviewed and changed. 4. No other business was discussed. 5. Whiting/Clay moved to adjourn to Tuesday, July 17, 2012 at 7:00 p.m. Motion carried 5- 0. Meeting ended at 9:06 p.m. ulie Linnihan Finance Director /City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JULY 17, 2012 Mayor Tabke called the meeting to order at 7:00 p.m. Present: Mayor Brad Tabke, Councilmembers Pamela Schurman, Matt Lehman, Steve Clay and Jay Whiting. Absent: No one Staff Present: Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director /City Engineer; Julie Linnihan, Finance Director /City Clerk; Jeff Weyandt, Assistant Engineer and Jim Thomson, City Attorney 2. The Pledge of Allegiance was recited. 3. Mayor Tabke asked if there were any additions or deletions to the agenda. No changes. Whiting /Schurman moved to approve the agenda. Motion carried 5 -0. 4. Mayor Tabke asked if there were any additions or deletions to the Consent Agenda. Cncl. Lehman asked to remove 4.F.5, Derby Days Authorization. Lehman/Whiting moved to approve the Consent Agenda as modified. Mr. McNeill read the Consent Agenda. Motion carried 5 -0. 4.A.1 Lehman/Whiting 1. offered Resolution No. 7214, A Resolution Accepting Bids on the Upper Valley Drainage Way and Trail Improvements, Project No. 2011 -3 and move its adoption. 2. Moved to approve a 5% contingency amount on this project for use by the City Engineer in authorizing change orders or quantity adjustments on this project. (Motion carried under the Consent Agenda) 4.B.1 Lehman/Whiting moved to hire Ryan Lundy, Jeremiah Mathison and Michael Ruff as part-time, paid -on -call firefighters, subject to successful completion of the required pre- employment physical and drug test. (Motion carried under the Consent Agenda) 4.D.1 Lehman/Whiting offered Resolution Number 7217, A Resolution of the City of Shakopee, Minnesota, regarding participation in the Minnesota Department of Public Safety's Toward Zero Deaths Enforcement Grant, and move its adoption. (Motion carried under the Consent Agenda) 4.E.1 Lehman/Whiting offered Resolution No. 7215, A Resolution Setting the Public Hearing Date to Consider the Vacation of Rights -Of -Way. (Motion carried under the Consent Agenda) 4.E.2 Lehman/Whiting offered Resolution No. 7216, A Resolution Authorizing Payment to Scott County for the Back -Up Battery System for the Bus Only Gates and LED Light Fixtures for Eagle Creek Transit Station. (Motion carried under the Consent Agenda) Official Proceedings of the July 17, 2012 Shakopee City Council Page 2 4.F.1 Lehman/Whiting moved to approve the bills in the amount of $1,113,985.61 and electronic transfers in the amount of $434,181.66 for a total of $1,572,167.27. (Motion carried under the Consent Agenda) 4.F.2 Lehman/Whiting moved to approve the minutes of July 2, 2012. (Motion carried under the Consent Agenda) 4.F.3 Lehman/Whiting offered Resolution No. 7213, A Resolution Appointing Judges of the Election and Establishing Compensation, and move its adoption. (Motion carried under the Consent Agenda) 4.F.4 Lehman/Whiting 1. Moved to approve the application and grant a temporary on -sale 3.2 percent malt liquor license to the Shakopee Jaycees, Inc. for the fenced in beer garden (Tent A — near Stage area) at Huber Park, on Friday, August 3, 2012 from 5:00 p.m. to midnight and the bar being cleared of alcohol by 12:30 a.m., and on Saturday, August 4, 2012, from 11:00 a.m. to midnight and the bar being cleared of alcohol by 12:30 a.m. 2. Moved to approve the application and grant a temporary on -sale 3.2 percent malt liquor license to the Shakopee Jaycees, Inc. for the fenced in beer garden (Tent B — near Taste of Shakopee area) at Huber Park, on Thursday, August 2, 2012, from 5:00 p.m. to 11:00 p.m. and the bar being cleared of alcohol by 11:30 p.m., and on Saturday, August 4, 2012. From 11:00 a.m. to midnight and the bar being cleared of alcohol by 12:30 a.m. (Motion carried under the Consent Agenda) 4.F.5 Removed from Consent Agenda. 5. Mayor Tabke asked if there was anyone in the audience who wished to speak about an item not on the agenda. No one responded. 6. Clay /Lehman moved to open the public hearing for Application for Taxicab License. Motion carried 5 -0. Mr. McNeill, City Administrator, said Mr. Getahun Haile, 257 Arabian Ave. E., Shakopee has applied for a taxicab license and a taxicab driver's license. The police department has conducted the required background investigation and recommends that the application for a taxicab license be granted. Jeff and Louise Bradford, 882 Providence Dr., stated that the City has a current problem with unlicensed taxi services operating in the city. The Bradford's said that in the past they have contacted police to report non - licensed taxi services operating in the city but there hasn't been any enforcement done about the situation. Clay /Whiting moved to close the public hearing. Motion carried 5 -0. Clay /Lehman moved to direct staff to have the police chief report back to Council regarding enforcement of taxi cab licensing and usage. Motion carried 5 -0. Whiting /Lehman moved to approve the application and grant a taxicab license for one taxicab to Getahun Haile, 257 Arabian Ave. E., Shakopee, conditioned upon meeting all the requirements of the City Code for said license. Discussion followed. Cncl. Lehman asked that the name of the taxi service company. Mr. McNeill stated that he would follow up and email that to Council. Official Proceedings of the July 17, 2012 Shakopee City Council Page 3 Mayor Tabke asked for a vote on the motion. Motion carried 5 -0. 7. Cncl. Lehman stated that he took 4.F.5, 2012 Derby Days Authorizations, off the Consent Agenda because he is questioning the request to shut down Hwy 101 from Spencer Street to Lewis St. or to put up temporary stop signs on Fillmore Street and 1 Avenue. Jack McGovern, Shakopee Derby Day's President, said that Scott County will not allow the shutdown of Hwy 101. There were will be extra police patrol on that night to help with pedestrian traffic and vehicle traffic. Mr. McGovern also said that the fund raising efforts are bleak this year as well as volunteer efforts. Mr. Clay asked if the Council had money in their budget that they could donate money to Derby Days. Ms. Linnihan said the State Auditor's Office states that there are concerns about Cities donating cash to an organization. Mr. Lehman reminded Council that the staff that is used during Derby days is an in -kind donation and totals up to approximately $12,000. Lehman/Schurman moved to approve the various requests of the 2012 Derby Days committee listed in the memo. Discussion followed. Cncl. Whiting said that there are some electrical issues in the park that the City could possibly help out with in the future. This might be a way to elevate some of their rental fees for generators, wiring and fuel costs. Mayor Tabke asked for a vote on the motion. Motion carried 5 -0. 8. Schurman/Whiting moved to recess for Economic Development Authority meeting. Motion carried 5 -0. 9. Mayor Tabke reconvened the meeting. 10.E.1 Mr. McNeill presented Council with the Appointment of members to US 169 /CR 69 Orderly Annexation and Development Study Committee. He is asked that Council should appoint two of its members to serve on the committee to study land use, frontage road connections, and utility issues for the US 169/69 interchange. Whiting /Schurman moved to appoint Mayor Tabke and Cncl. Lehman to serve on the proposed US 169 /CR 69 Orderly Annexation and Development Study Committee. Motion carried 5 -0. 10.E.2 Mr. McNeill presented Council with the Adoption of Action Steps for 2012 -13 Goals and Objectives. Mr. McNeill said that staff was directed by Council to return with an implementation plan. In June the Department Heads met and identified action steps, designating responsible parties and target dates for implementation. After discussion it was decided not to adopt the goals and objectives but for Department Heads to bring back the top three urgent issues to discuss with more in -depth direction from City Council such as measurable goals, accountability and long term goals. Official Proceedings of the July 17, 2012 Shakopee City Council Page 4 10.F.1 Kris Wilson, Assistant City Administrator, presented Council with the Change to Deferred Compensation Providers. Ms. Wilson said the City offers deferred compensation plans from two providers, Nationwide and ICMA -RC. She said she looked into changing providers due to customer service issues and that the City is required to offer the Minnesota Deferred Compensation Plan managed by the Minnesota State Retirement System (MSRS). Because of these issues, the City's broker, Financial Concepts, Inc. (FCI conducted a review of the providers. The results of FCI's comparison found that the fees charged by the current providers are higher than normal. Ms. Wilson is recommending the City discontinue its deferred compensation plan with Nationwide Retirement Services and offer the plan managed by MSRS and continue to offer the ICMA -RC deferred compensation plan at the new, lower rate offered. She is also recommending that the City start offering employees their choice of the tradition pre -tax 457 plan or the newer after -tax Roth 457 plans that have become available this past year. If approved the changes will happen between now and September 30 Information meeting will be held for all interested employees. There is no notable budget impact for the City. Whiting/Schurman moved to authorize the offering of the Minnesota Deferred Compensation Plan to all benefits- eligible employees, to discontinue the plan currently offered through Nationwide and to transfer all current Nationwide accounts to one of the City's new or remaining providers. Motion carried 5 -0. Schurman/Clay moved to authorize the offering of both pre -tax and after -tax deferred compensation plans for benefits- eligible employees. Motion carried 5 -0. 11. Mayor Tabke asked for Council liaison reports. Cncl. Whiting attended the school board meeting where they discussed future land acquisition. Cncl. Whiting feels this discussion might be something the City would want to participate in as a joint effort for the City's future land needs. Cncl. Clay attended the Shakopee Public Utilities Commission (SPUC) meeting. He talked about the conditions of the men injured in the electrical accident that happened the previous day. The electric and water usage is high because of the heat and lack of rain. There was also discussion regarding SAC credits. Cncl. Lehman had no report. Cncl. Schurman said she attended the Grand Re- Opening of Sam's Club. Mayor Tabke attended a Regional Council of Mayors' meeting in which Met. Council presented long -term planning within the region. He also attended the Intergovernmental Working group with the Shakopee Mdewakanton Sioux Community. He also attended the Families and Individuals Sharing Hope (FISH) meeting where he spoke about cultural diversity initiatives in Shakopee. 12. Other Business — None. 13. Lehman/Whiting recessed for a 10 minute break. Mayor Tabke reconvened the meeting at 8:17 p.m. 14. Bruce Loney, Public Works Director /City Engineer, and Jeff Weyandt, Assistant City Engineer, presented Council with the Capital Improvement Program, 2013 -2017. Official Proceedings of the July 17, 2012 Shakopee City Council Page 5 Mr. Loney said that the CIP is one of the City's primary planning documents and is developed to identify the community's capital needs. Capital spending can vary from year to year and financing capital projects can require debt planning. A multi -year approach helps to create an orderly replacement of infrastructure. Mr. Weyandt and Mr. Loney presented Council with a PowerPoint presentation of the sanitary sewer, storm drainage and street CIP project sheets. Mr. Weyandt stated that the only source of income into the Capital Improvement fund is through the State Aid Construction Allocation. The City receives approximately $800,000 in construction money which goes into the CIP. The additional $440,000 that the City gets for State aid maintenance is placed directly into the General Fund. What is being proposed is to transfer all state aid dollars into the CIP. With the projects proposed and putting the State Aid money into the account, the cash balance would go from $5.6 million to roughly $4.8 million over the next five years. The additional projects summarized would require tax levies. In the past, the City paid for the projects through the general fund or they were bonded for, or received a portion through special assessment collections. Julie Linnihan, Finance Director, said that in the past the City issued debt for a number of projects, specifically reconstructions. What needs to occur for the proposed process to work most effectively is to issue the debt and take on an annual debt service levy for future debt or a tax levy increase, based on the annual principal & interest payment. She said that typically when cities receive state aid the entire aid (maintenance & construction) goes into the Capital fund because there is a need to start building that fund to deal with future state aid projects which is not currently being done. In the past, the state aid revenues in the general fund paid for the seal coating. Ms. Linnihan said using state aid dollars from Capital funds and putting that money back into the Capital funds is a wise plan. She explained that Council may need to bring additional tax levy into the general fund to pay for seal coating rather than using state aid funds. Mr. Weyandt said in the past the City has been funding 70% of overlay assessments and the remaining 30% has been assessed. The City has not been bonding for overlays which add undue costs to the projects. He said in that in the past staff proposed a way to eliminate assessments on overlays, council agreed, and passed a motion. However, the proposal on how to continue to the capital improvement fund never went through because other budget priorities required the use of the approved tax levy. He also said the CIF fund is healthy and has been for the last three years but is now asking to put more money into the fund to meet the future needs. 15. Schurman/Clay moved to adjourn to Tuesday, July 31, 2012 at 6:30 p.m. Motion carried 5 -0. eting ende .•at 9:05 p m. 1\c ' lie Linnihan / \ Finance Director /City Clerk Official Proceedings of the July 17, 2012 Shakopee City Council Page 6 Kim Weckman Recording Secretary