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HomeMy WebLinkAbout5.F.2. Approval of Minutes: May 10, & 17, 2011OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA MAY 10, 2011 Mayor Schmitt called the workshop 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; R. Michael Leek, Community Development Director; and Judith S. Cox, City Clerk. Also in attendance were Scott County Association for Leadership Efficiency (SCALE) Presenters, Jane Kansier, Building and Transportation Services Director with the City of Prior Lake, Lisa Freese, Transportation Manager, Scott County, and Michael Sobota, Community Development, Scott County; Joe Collins, Ryan Magin (at 7:31 p.m.) and Steve Mangan from the Planning Commission; Ryan Love, Ben Ohlander and Fatima Franzen from the Economic Development Advisory Committee. Mr. Sobota provided the group an overview of the two previous workshops which were Transportation Corridor Basics and Lane Use and Transportation. Mr. Sobota said the third workshop will focus on Support for Economic Development. Jane Kansier discussed the purpose of SCALE and its history. She said SCALE's focus for the County is for Quality of Life, Service Delivery, Economic Development and Transportation. Ms. Kansier noted that through the work of SCALE transportation corridors can be protected; link infrastructure investments, optimize existing and future infrastructure for increased accessibility and business development and market ourselves to the region while supporting the unique role each community plays in the county. Lisa Freese discussed transportation and how it relates to economic development. She reviewed the Functional Class Concept which includes local streets, collectors, minor arterials and principal arterial roads. Ms. Freese outlined the cities role in implementing functional class for economic development with ri ght -of -way preservation and access management. Mr. Sobota had the group participate in an exercise, using an aerial photo, of the development and roadways in the area of Highway 169 and County Road 17. Ms. Kansier discussed the phases of the SCALE Unified Plan. Phase 1 - data gathering of county /city population and job growth. Phase II —truth testing analysis of transportation infrastructure, market competitiveness, broadband /intelligent community, developable acreage and economic development tools. Phase III — Strategy Development to develop marketing and economic development strategies to attract development. Mr. Sobota had everyone divide into two small groups for an exercise to identify a site for a small business proposal and for a large business proposal while considering business needs, available sites, protecting corridors, access /mobility needs, long term /short term needs, economic development tools. Official Proceedings of the Shakopee City Council May 10, 2011 Page -2- Mr. Sobota discussed some key marketing points for business for the group to consider such as location, good transportation system, business incentives, etc. Each group then shared with the other group the sites they identified for each of the two proposals and how they responded to the questions and needs of each proposal. Clay /Lehman moved to adjourn to Tuesday, May 17, 2011 at 7:00 p.m. Motion carried 5 -0. The Council meeting ended at 9:25 p.m. i lu i 'th S. Cox qt Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA MAY 17, 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; Jim Thomson, City Attorney; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; and Bruce Loney, Public Works Director /City Engineer. The Pledge of Allegiance was recited. Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill asked to add 13.13.1, Successful Completion of Probationary Period for Officer Chad Wimmer. Heitzman/Clay moved to approve the agenda. Motion carried 5 -0. In the Mayor's report Mayor Schmitt said he attended the 169 Corridor meeting in St. Peter, MN. He also attended the opening of ValleyFair which celebrated their 35` Anniversary. Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda. Mr. McNeill asked to add 13.B.1, Successful Completion of Probationary Period for Officer Chad Wimmer. Lehman/Heitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the Consent agenda. Motion carried 5 -0. Lehman/Heitzman moved to enter into a contract to participate in the Metropolitan Council 2011 Citizen - Assisted Monitoring Program. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to authorize staff to contract with Pipe Services Corporation for the television inspection of 75,000 linear feet of sanitary sewer main at a cost of $0.35 per linear foot, with funding to be expended from the Sanitary Sewer Fund. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to accept, with regret, the resignation of Derek Dennis from his position as paid -on -call firefighter with the Shakopee Fire Department. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to accept, with regret, the resignation of Russell Jenkins from the position of custodian, effective May 31, 2011. (Motion carried under the Consent Agenda) Lehman/Heitzman offered Resolution No. 7098 recognizing Judy Techam for providing 25 -years of service and Resolution No. 7099, 7100 and 7101 recognizing Theresa Scherer, Jeanette Shaner and Pat Pennington for 30 -years of service to the City of Shakopee, and moved their adoption. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to grant Chad Wimmer full -time, regular status as a Police Officer for the City of Shakopee. (Motion carried under the Consent Agenda) Official Proceedings of the Shakopee City Council May 17, 2011 Page -2- Lehman/Heitzman moved to approve the bills in the amount of $465,153.63 and electronic transfers in the amount of $359,923.28 for a total of $825,076.91. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the minutes of May 3, 2011. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the application and grant a temporary on -sale 3.2 percent malt liquor license to the Shakopee Lions Club, for the designated, fenced beer garden adjacent to the concession stand at Tahpah Park, on June 3, 2011 from 5:00 to 10:00 p.m., on June 4 from 8:00 a.m. to 10:00 p.m. and on June 5 from 10:00 a.m. to 8:00 p.m. and, also grant a license for the designated, fenced beer garden between field No. 6 and 7 at Tahpah Park, on June 4 from 11:00 a.m. to 7:00 p.m., conditioned upon the Lions Club staffing two police officers on June 4 from noon to 6:00 p.m. (Motion carried under the Consent Agenda) Lehman/Heitzman moved to approve the application and grant an on sale liquor license to Salon Latino LLC, 810 East 1 st Avenue, effective July 1, 2011, conditioned upon compliance with all licensing requirements of the City Code. (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. Mayor Schmitt asked for Council liaison reports. Cncl. Lehman, Cncl. Punt and Cncl. Heitzman had no reports. Cncl. Clay attended the Shakopee Public Utility Commission meeting. He discussed SPUC's Annual Outage Report. Clay / Heitzman moved to recess for an Economic Development Authority Meeting. Motion carried 5 -0. Mayor Schmitt reconvened the meeting at 7:12 p.m. Kris Wilson, Assistant City Administrator, presented the Chamber of Commerce Building. Ms. Wilson said the Shakopee Chamber of Commerce /Convention and Visitors Bureau has requested some time before the City Council to discuss and gather feedback regarding the future of the Chamber offices. Ms. Wilson gave some background of the building located within Memorial Park such as when it was built, current value and the agreement the City has with the Chamber. Wayde Johnson, member of the Chamber of Commerce Board of Directors and Chair of the Facilities Committee, addressed Council. Also present was Tom Fraser, Chamber of Commerce Board of Directors. Mr. Johnson said the Chamber is currently evaluating its space needs and contemplating various repairs and /or potential improvements to the building as well as the possibility of moving to another location. Before they make any decisions, they would like input from the City Council regarding what may or may not be acceptable to the City as the owner of the underlying land. Official Proceedings of the May 17, 2011 Shakopee City Council Page -3- Mr. Johnson wanted Council's thoughts on approving an expansion to the current building, if the Chamber does relocate, would the City be interested in the building and would the city allow for the Chamber to lease or sell the building to another user. Mr. McNeill said it would be viable for the City to use the building for programming however he did say that the building does need repairs which would be at the City's expense and it is not handicapped accessible. Members of the Council agreed that they would like to see the Chamber stay at the Memorial Park location. They also agreed to an expansion of the current building. Mr. Johnson said they would come back to Council before the end of the year with more information as to their decision. Bruce Loney, Public Work Director /City Engineer, presented Council with the Wood Duck Trail Street Reconstruction. Mr. Loney said Wood Duck Trail from CSAH 17 to Maple Trail was constructed in 1995. Due to poor soils, the road is failing and requires significant patching to maintain an acceptable driving surface. The estimated cost to reconstruct the roadway is $440,000.00. If Council adds the project to the 5 -year CIP to be completely reconstructed in 2012, temporary patching can be completed this year at an estimated cost of $7,000.00. After Council discussed the issue, it was agreed that the project should be added to the 5 -year CIP but staff would need to re- evaluate the CIP to see what other project can be moved to another year. Lehman/Heitzman moved to direct staff to bring back capital improvement plans for changing out Wood Duck Trail from CSAH 17 to Maple Trail, assessment cost estimates, and ongoing maintenance costs if the project is not done. Motion carried 5 -0. Mr. Loney presented Council with the Authorization Extension Agreement for Design of a Bluff Avenue Storm Sewer. Mr. Loney said that portions of Bluff Avenue are currently gravel with no storm sewer drainage system. The current drainage system is an overland system that goes down a ravine on property owned by Jim Stocker. The City does not have an easement for this drainage and the ravine is showing signs of erosion. Staff is recommending a design and construction of a storm sewer to preserve the life of the new bituminous pavement and would correct the erosion of property. Funding of this work would be out of the Storm Drainage Fund. The extension agreement from WSB & Associates is to survey and design a storm sewer system and provide easement documents at a cost not to exceed $9,750.00. Staff has contacted Shulz Ornamental Iron and Jim Stocker about this potential project and both property owners indicated their support. Mr. Loney said he will also obtain cost estimates to pave Prairie Street, Dakota Street and Minnesota Street from I" Avenue to Bluff Avenue per earlier direction from council. Mr. Loney said the roads would be reclaimed to provide a suitable surface to place bituminous pavement. Official Proceedings of the May 17, 2011 Shakopee City Council Page -4- Lehman/Clay moved to authorize the appropriate City officials to execute the extension agreement with W SB & Associates, Inc. for the design of a storm sewer system for Bluff Avenue by Prairie Street and Dakota Street at a cost not to exceed $9,750.00. Motion carried 5 -0. Lehman/Heitzman moved to direct staff to obtain estimates for bituminous pavement work on Prairie Street, Dakota Street, Minnesota Street, from 1 st Avenue to Bluff Avenue. Discussion followed. Mr. Loney provided pictures of the streets in question regarding their widths. Mr. Loney said the streets have varying widths. He is suggesting making all the street widths at 27 feet. Council agreed with Mr. Loney. Mayor Schmitt asked for a vote on the motion. Motion carried 5 -0. Mr. Loney presented Council with a cost estimate to add five lights west of Fillmore Street along the C.R. 101 corridor. During the design phase of C.R. 101 staff recommended replacing nine existing lights west of Fillmore Street to the signal at Sommerville Street. The original estimate was $72,000.00 or $14,400.00 per light, thus recommending deleting it from the design. The cost estimate received from Northwest Asphalt is $50,000.00 plus any rock excavation. Due to the cost decrease, the estimate is $22,000.00 lower than estimated and staff would recommend approving the change work order. Clay /Lehman moved to authorize additional street lighting work on C.R. 101 west of Fillmore Street at a cost of $50,000.00 plus a reasonable amount of gravel/rock excavation. Motion carried 5 -0. Ms. Wilson presented Council with the Results of the Custodial Request for Proposals. Ms. Wilson said a total of six proposals were received and three respondents were interviewed. Ms. Wilson said since the companies have been interviewed, one of the City's three full -time custodians resigned which leaves two employees that would be impacted by the elimination of the positions. The primary benefit of switching to a private custodial company would be the cost savings. The total cost of employing custodial staff wages, benefits, supplies and equipment is $189,974.19 per year. The annual cost of the recommended custodial company is $108,816.00, a cost savings of $81,158.19 per year. Ms. Wilson provided Council with decision alternatives. 1. Decline all proposals and begin the hiring process for a new full -time custodian. 2. Hire a private company to clean the two buildings the resigned custodian cleaned and retain the proposals for further consideration later in the budget process. 3. Offer a voluntary separation incentive to remaining custodial employees who are eligible for retirement at this time and hire the private company but do not move to lay -off employees that are not ready to go voluntarily. 4. Hire one of the private companies and offer a retirement incentive to eligible employees and proceed with a lay -off of Official Proceedings of the May 17, 2011 Shakopee City Council Page -5- any remaining employees not accepting or not eligible for the retirement incentive. Ms. Wilson said staff recommends options 3 or 4. Ms. Wilson said if the Council his willing to select an alternative that includes hiring a custodial company, the interview panel is recommending the proposal from Mulit- Services be accepted. Discussion followed. Clay/fleitzman moved to offer a voluntary separation incentive to remaining custodial employees who are eligible for retirement at this time; fill the currently vacant position, as well as any positions that become vacant as a result of the retirement incentive, with a private company, but do not move to lay -off employees that are not ready to go voluntarily. Motion carried 5 -0. Mr. McNeill presented Council with the Joint Meeting with SPUC and City Council. Mr. McNeill said it's been several years since the Shakopee Public Utilities Commissioners and the City Council have met together. Mr. McNeill asked if Council would be willing to have a joint meeting with SPUC. He provided dates and Council chose Monday, June 6, 2011. Mayor Schmitt asked if there any other business or Council concerns Cncl. Heitzman said he received a call from a resident who lives on Bluff St. who was asking if a stop sign could be installed at the intersection of Dakota St. and Bluff. Cncl. Heitzman also asked staff to evaluate the speed issues on 10' Avenue between Fuller St. and Adams St. Cncl. Heitzman asked that there be School Zone sign with a speed reduction in the area of Sweeney Elementary. Mr. Loney said he would bring up the issues at the next Traffic Study Committee meeting. Mayor Schmitt invited Council to attend and open house at CertainTeed Corp. on 05/24/11 and an open house at the Chaska Community Center to discuss the Minnesota River Flood Mitigation. Lehman/Heitzman moved to adjourn to Monday, June 6, 2011 at 7:00p.m. Motion carried 5 - The Council meeting ended at 9:16 p.m. �V.CI�LWv dith S. Cox ity Clerk Kim Weckman Recording Secretary