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HomeMy WebLinkAbout4.F.2. Approval of Minutes: August 13, 20 and 21, 2012 OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 13, 2012 Mayor Tabke called the meeting to order at 6:30 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; Bruce Loney, Public Works Director /City Engineer; Jeff Tate, Police Chief; Mike Hullander, Public Works Superintendent; and Julie Linnihan, Finance Director /City Clerk 2. Mayor Tabke asked if there were any additions or deletions to the agenda. No changes. Schurman/Whiting moved to approve the agenda. Motion carried 5 -0. 3. Julie Linnihan, Finance Director provided an overview of the topics that were going to be address at the meeting regarding the 2013 budget discussion. 3.A.1.a. Jeff Tate, Police Chief, presented the Police Department budget. The proposed budget includes 1.7% increase for wages and benefits, operating supplies, and increased rental and prosecution costs. Additional proposed increases are salary and benefits for civilian Crime Prevention Specialist that would take the place of the current Multi - Housing/Crime Prevention Officer. That officer would then be re- assigned back to patrol. Chief Tate is also asking for one promotion in the Records unit. If funded, the additional staff would result in a total increase of approximately 2% over the 2012 budget. 3.A.1.b. Kris Wilson, Assistant City Administrator, presented the Facilities Maintenance Budget. Ms. Wilson provided an overview of the current staffing and the nine buildings that fall under this category. There is a very minor change in the budget over the 2012 budget. She asked Council to consider the current contracted custodial services vs. employee custodians. The City continues to employ one full -time custodian, while all other buildings have been converted to a private sector cleaning company. The cost savings if all buildings were contracted out would be $20,000 per year. Another discussion point discussed is the current staffing level and number of buildings to be maintained results in efforts being focused on essential tasks. There is not sufficient staff time to maintain a regular rotation of building enhancements, such as painting walls, polishing floors, etc. The Parks & Recreation Department would like to see a higher level of building maintenance than current staff has time to provide. The Department is Official Proceedings of the August 13, 2012 Shakopee City Council Page 2 therefore seeking a facilities maintenance staff person to be specifically designated for the Park & Recreation Department. 3.A.2.a. Ms. Wilson provided Council the Information Technology (IT) Fund budget. Ms. Wilson said this fund was established in 2010 and each department is charged a flat fee per network account. The 2013 charge is proposed to be $2,000 which is $100 more than in 2012. The funds pay for all standard -issue City IT equipment and baseline software packages. Wages and benefits for IT staff are not part of this fund, but are accounted for in the Administration Department's budget. Ms. Wilson also asked for an increase in money for consultants. This is proposed as an interim step in lieu of requesting more staff. 3.A.2.b. Mike Hullander, Public Works Superintendent, presented the 2013 Equipment Internal Service Fund. Mr. Hullander stated that the Equipment Internal Service (IS) fund was established for the City of Shakopee to prevent large variations in annual funding requests and provide budget planning consistency. In the review of the IS fund for FY 2013, it was decided that the costs to each department are more aligned to the actual usage and the replacement formula has been adjusted to keep the fund in a solid cash position. In a review of the fund and preparing the 2013 budget, several items were updated and departmental rates were changed. Police and Public Works will have incremental increases as needed to cover the full amount of annual charges in comparison to their historical reduced charges. The opposite occurred in Fire, in which the annual charges have been lowered to reflect actual replacement costs. Mr. Hullander also went through the five year equipment list with Council. The 2013 annual department charges also include initial funding for the maintenance and upkeep of the car wash, truck wash, and fueling stations. The departmental charges now reflect the estimated future costs spread over a 5 year period. Staff is also working on an agreement with Shakopee Public Utilities, Scott County and the School District and other users to ensure that all parties that are utilizing the benefits of these services are paying for commodity costs well as repairs and maintenance. 3.B. Ms. Linnihan presented Council with the 2012 Debt Service Overview. She provided a spreadsheet that summarized the 10 individual debt service issues of the City. There are two building referendum debt issues. The first is the Fire station debt (2004B) which was approved by voter referendum. The amount of the levy authorized by the referendum for 2012 was $248,528. The amount authorized by Council to levy in 2012 was $120,000. This has allowed the City to maintain a flat levy but will also result in insufficient funds in which to pay off the future debt, in total requiring a fund transfer from the General Fund. This debt matures in 2017. The Public Works debt service (2004D) is funded through the building facility rental rate charges that are applied to specific City Departments. The annual debt service amount, of approximately $470,000 is a portion of the transactions that flow through the building internal service fund. This debt is carried by the City until 2025. Official Proceedings of the August 13, 2012 Shakopee City Council Page 3 Ms. Linnihan stated that the current practice of debt service levy cancellations is not sustainable for future years debt service payments. 3.C. Ms. Linnihan presented the initial data from the Scott County Property Tax division. The preliminary review of the tax capacity shows that it has decreased 9% from the 2012 levy. The 2013 tax rate will therefore increase due to the decline in market value. Ms. Linnihan provided information for the Council, outlining the residential impacts if the 2013 levy remained at the 2012 level, with optional 2 %, 3% and 5% increase alone as well as a 5% increase and an additional Fire referendum levy increase of $30,000. She also provided Scott County's city preliminary tax rates for area cities. 4. Clay /Whiting moved to adjourn to Monday, August 20, 2012 at 6:30 p.m. Motion carried 5 -0. Meeting ended at 8:37 p.m. /Julie A. Linnihan Finance Director /City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 20, 2012 Mayor Tabke called the meeting to order at 6:30 p.m. Present: Mayor Brad Tabke, Councilors, Matt Lehman, Steve Clay and Jay Whiting. Absent: Councilor Pamela Schurman Staff Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; Julie Present: Linnihan, Finance Director /City Clerk; Jamie Polley, Parks, Recreation & Natural Resource Director; Rick Coleman, Fire Chief; and Jim Thomson, City Attorney Others Louisville Township Board Members, Luann Lemke, John Weckman, Kevin Theis, Present: Bob Pieper and Lolita Driscoll. Jackson Township Board Members, Paul Westveer, Rose Menke and Tom Weckman 2. Lehman/Whiting moved to approve the agenda. Motion carried 4 -0. 3. Rick Coleman, Fire Chief, presented Council and Township Board Members the proposed 2013 Fire Department budget. Chief Coleman also provided an overview of the department's responsibilities and its current staffing. The proposed base leve12013 fire budget is decreased by 8.2% decrease over the 2012 budget due to a decrease in part time wages and a decrease in fire pension benefits. There is also a decrease in the equipment fund charges. Proposed proposal increase the 2013 budget would be as a result of additional wage and benefits for 4 full time firefighters for a half year ($125,000) and additional wage and benefits for 6 paid on call firefighters for a half year ($40,000) If funded, the additional staff would result in a total increase of approximately .09% over the 2012 budget. There was also discussion about a future third fire station in the Southbridge area. If that is to happen, an additional 20 paid on -call firefighters would be needed to staff that station as well as a full -time training officer to provide training for all firefighters. After discussion with the Township board members, most seemed to be in agreement to fund the four on -call fireman proposed in the budget knowing that there would be an increase in the townships fire service fees. 4. Jamie Polley, Parks, Recreation and Natural Resources Director, provided an overview and staffing update to Council and township members. She discussed the proposed 2013 budget highlights which include the following: - Publishing a separate activities brochure at a cost of $20,000 eliminating coordination with school district. - Continue operating the Teen Center Official Proceedings of the August 20, 2012 Shakopee City Council Page 2 - Move the park signage program from the Park Reserve Fund, to the Park Development operating budget - Other one -time items in the operational budget totaling $25,000 Ms. Polley discussed future budget year issues as well as future and potential policy issues. She proposed to add a Recreation Facilities Maintenance Manger to maintain the current recreation facilities (Community Center and Youth Building) at a first year cost approximately $55,570. Ms. Polley is also requested a Security Camera upgrade at a cost of $16,500. Ms. Polley also discussed the resident and non - resident fee that people who live in townships pay. She explained that there is an additional $10 added to fees for non- Shakopee residents. Ms. Lemke stated that she appreciates the services provided by the Shakopee Fire Department to the members of Louisville Township. Mr. McNeill said it's been recommended by Scott County that the City, County and Townships start looking at a Land Use Planning Taskforce at the intersection of TH 169/69. 4. Lehman/Whiting moved to break for 10 minutes. Motion carried 4 -0. Mayor Tabke reconvened the meeting at 8:08 p.m. S.A. Ms. Polley discussed the Natural Resources budget. She provided an overview of the division and discussed how difficult it has been to manage without a Natural Resources Coordinator. She is requesting a Natural Resources Technician position for 2013 at a first year cost of approximately $57,500. S.B. Kris Wilson, Assistant City Administrator, presented Council with the Administration Department budget. She provided an overview of the department staff and responsibilities. Ms. Wilson discussed the TAC's recommendation for a franchise audit of Comcast. The cost is approximately $15,000. She provided an overview and current staffing for the Human Resources Division. She is requesting an additional full -time Human Resources Technician ($67,600). The Communication Division currently has a part-time Communications Coordinator who works 25 hours a week Ms. Wilson is suggesting increasing this position to full -time at a cost of an additional $35,000. She discussed the publication of the Hometown Messenger that goes out quarterly to the residents of Shakopee at a cost of $23,000 a year. She asked for discussion as to whether this newsletter should continue. The final item she discussed was the City's new website which could cost approximately $5,000 to $6,000 to maintain annually. 6. Julie Linnihan, Finance Director /City Clerk presented information regarding the General Fund Revenues. She discussed the elements that make up the General Fund revenues. The largest revenue generators are property taxes, licenses and permits and charges for services. Official Proceedings of the August 20, 2012 Shakopee City Council Page 3 The 2013 preliminary general fund reviews is estimated at $20,655,000, which is slightly higher than 2012. 7. Ms. Linnihan then provided Council with the General Fund summary. She said that if Council were to keep the same tax rate for 2013, the General Fund will have an impact to fund balance of ($180,031). This would be a deficit. Ms. Linnihan then brought forward the Council initiatives for 2013. She wanted Council to discuss initiatives to help guide what she can bring forward to the next meeting in order to set the 2013 preliminary tax levy. She reminded Council that the preliminary levy can be reduced but not increased once the amount is determined and certified to the County. Mayor Tabke asked Council to discuss what could come out of the Initiative Requests. It was decided to eliminate the Public/Relations /Social Media Coordinator, the Centralized Recycling option, and only fund $20,000 for feasibility studies. 8. Whiting/Lehman moved to adjourn to Tuesday, August 21, 2012 at 7:00 p.m. Motion carried 4 -0. ul ie Linnihan Finance Director /City Clerk Kim Weckman Recording Secretary OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 21, 2012 Acting Mayor Matt Lehman called the meeting to order at 7:00 p.m. Present: Councilors Matt Lehman, Steve Clay and Jay Whiting. Absent: Mayor Brad Tabke and Councilor Pamela Schurman Staff Present: Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director /Engineer; Julie Linnihan, Finance Director /City Clerk; Jeff Tate, Police Chief; and Jim Thomson, City Attorney 2. The Pledge of Allegiance was recited. 3. Acting Mayor Lehman asked if there were any additions or deletions to the agenda. Mr. McNeill asked to add 4.D.4, Consider Approval of a CSAH 18 Trail Change Order, to the Consent Agenda. Whiting /Clay moved to approve the agenda as amended. Motion carried 3 -0. 4. Acting Mayor Lehman asked if there were any additions or deletions to the Consent Agenda. Cncl. Clay moved to approve the Consent Agenda as amended. Acting Mayor Lehman asked to remove 4.D.4, Consider Approval of a CSAH 18 Trail Change Order, and 4.D.3, Approve School Speed Zone Traffic Control Signage for All School Speed Zones in Shakopee. Whiting /Clay moved to approve the Consent Agenda as modified. Mr. McNeill read the Consent Agenda. Mayor Tabke arrived at 7:05 p.m. Motion carried 4 -0. 4.A.1. Whiting /Clay moved to approve the funding of $5,000 for the construction of a new outdoor grilling station to be utilized from the Lions Park land sale proceeds currently held in the Park Reserve Fund. (Motion carried under the Consent Agenda) 4.B.1. Whiting /Clay moved to authorize the appropriate city officials to enter into a Mutual Aid Agreement with the MN Department of Corrections - Shakopee Facility. (Motion carried under the Consent Agenda) 4.B.2. Whiting/Clay moved to authorize the payment of $1,500 from the police department's drug forfeiture fund to the Meth Task Force for anti -drug presentations in the Shakopee schools for the 2012 -2013 school year. (Motion carried under the Consent Agenda) 4.C.1. Whiting /Clay offered Resolution No. 7222, A Resolution Approving the Preliminary and Final Plat of Valley Park 17 Addition, subject to conditions, as presented, and move its adoption. (Motion carried under the Consent Agenda) Official Proceedings of the August 21, 2012 Shakopee City Council Page 2 4.D.1. Whiting /Clay moved to authorize the appropriate City Officials to execute an extension agreement with WSB & Associates, Inc. for a Lift Station L -16 Sewage Grinder Installation. (Motion carried under the Consent Agenda) 4.D.2. Whiting /Clay moved to direct staff to install stop signs on Polk Street with the intersection of 13 Avenue. (Motion carried under the Consent Agenda) 4.E.1. Whiting /Clay moved to grant Philip Sendelbach full -time, regular status as a Community Service Officer with the Police Department. (Motion carried under the Consent Agenda) 4.F.1. Whiting /Clay moved to approve the bills in the amount of $1,411,969.20 and electronic transfers in the amount of $967,584.86 for a total of $2,379,554.06. (Motion carried under the Consent Agenda) 4.F.2. Whiting /Clay moved to approve the minutes of July 31, 2012 and August 8, 2012. (Motion carried under the Consent Agenda) 4.F.3. Whiting /Clay moved to authorize replacement of 28 light fixtures at the Police Station at a cost not to exceed $23,000 to be taken from the General Government Building IS Fund (Motion carried under the Consent Agenda) Cncl. Lehman turned the gavel over to the Mayor. 5. Mayor Tabke asked if there was anyone in the audience who wished to speak on an item that is not on the agenda. Tom Scott, 1988 Evergreen Lane, representing some fellow homeowners in the Valley Creek Crossing development in regards to a drainage issue within the development. He provided to each of the Council members documentation and a bid from a contractor to correct the issue. He and his neighbors are looking for some monetary assistants from the City with the drainage problem. Cncl. Schurman joined the via a remote telecommunication connection at 7:11 p.m. Bruce Loney, Public Works Director /Engineer gave Council a brief overview of the neighborhood and the problem they are experiencing with regard to drainage issues. Lehman/Clay moved to refer the issue to staff for further follow -up. Motion carried 5 -0. 6. Whiting /Clay moved to open the public hearing for Vacation of Public Right -of -Way on property owned by Rahr Malting Company. Motion carried 5 -0. Michael Leek presented Council with a detailed map of the sites that Rahr is requesting for a vacation of rights -of -way. The proposed vacations are part of Rahr's plan to consolidate their property into a more manageable legal description. City departments, Scott County and other outside agencies were given the opportunity to review and provide comments regarding the application. Mr. Leek discussed the conditions that were provided by Engineering, Shakopee Public Utilities and Xcel Energy. Official Proceedings of the August 21, 2012 Shakopee City Council Page 3 The Planning Commission considered the request at its meeting and has recommended the approval subject to recording of drainage and utilities easements over portions of the subject area. Mayor Tabke asked if there was anyone in the audience that wished to speak at the public hearing. No one responded. Whiting/Lehman moved to close the public hearing. Motion carried 5 -0. Lehman/Whiting offered Resolution No. 7223, A Resolution Approving a Vacation of Public Rights -Of- Way adjacent to Rahr Malting Company, and move its adoption. Motion carried 5 -0. 7. Mayor Tabke asked to discuss items removed from the Consent Agenda. Mr. Loney presented 4.D.3, Approve School Speed Zone Traffic Control Signage for all School Speed Zones in Shakopee. At the August 6, 2012 meeting of the Traffic Safety Review Committee (TSRC), the Committee reviewed the school speed zone signage for all schools and is recommending to us "When Children are Present" advisory plates on sinage for all school speed zones. This change would affect the school speed zones for 10 Avenue by the West Junior High, Shakopee Avenue by Pearson 6 Grade Center and Independence Drive by SACS. Chief Tate stated that according to State Statute, school speed limits shall be in effect when children are present going to or leaving school during opening or closing hours or during school recess periods. Cncl. Lehman suggested that all the schools have a 20 mph speed limit sign posted permanently because of all of the activities after school as well as on the weekends. Chief Tate said doing that would be conflicting from an enforcement stand point because of what the statute reads. Mike Luce, 913 Atwood St., addressed Council with his concerns about the signage. He suggested that a definition of what the signage means is should be published for the public. Whiting/Clay moved to approve a motion approving a school speed zone signage change for all school speed zones in Shakopee to "When Children are Present ". Motion carried 4 -1 with Cncl. Lehman opposing. Lehman asked staff to put together a public educational piece for the City website regarding the motion. Mr. McNeill said he would have staff follow up with the request. Mr. Loney presented Council with 4.D.4, Consider Approval of a CSAH 18 Trail Change Order. This action would approve a change order not to exceed $20,000 with Valley Paving, Inc. to make additional trail improvements on the trail adjacent to the wetland on the west side of CSAH 18. Lehman/Whiting moved to authorize staff to approve a change order not to exceed $20,000 with Valley Paving, Inc. to make additional trail improvements on the trail adjacent to the wetland to the west side of CSAH 18. Motion carried 5 -0. Official Proceedings of the August 21, 2012 Shakopee City Council Page 4 8. Whiting/Clay moved to recess for an Economic Development Authority meeting. Motion carried 5 -0. 9. Mayor Tabke reconvened the meeting at 8:15 p.m. 10.C.1. Mr. Leek presented Council with the Review of the Conditional Use Permit and Mineral Extraction and Land Rehabilitation Permit for Shakopee Gravel. Mr. Leek said that Shakopee Gravel, Inc. received approval of an amendment to the CUP and mineral extraction and land rehabilitation permit for their operation located at 1650 County Rd. 83. The condition of approval includes a requirement that the permits be reviewed annually by the Board of Adjustments and Appeals and City Council which voted to approve the review of the permit. Clay /Lehman offered Resolution No. 6533, A Resolution of the City of Shakopee, Minnesota, Granting the Renewal of Amended No. 4 to Conditional Use Permit No. 33- 376 (and Subsequent Amendments No. 1,2 & 3) and the Mineral Extraction and Land Rehabilitation Permit to Operate a Mine within the Mining Overlay (MIN) Zone. Motion carried 5 -0. 10.C.2. Mr. Leek presented the Request to Rezone from Business Park to Highway Business. HHS, LLC has made application for the rezoning of an approximately 11 acre parcel located south of 12 Avenue, north of Highway 169, and east of CSAH 83. The applicant is requesting that the property be rezoned from Business Park to Highway Business. The request for rezoning to Highway Business is not consistent with the City's Comprehensive Plan. The Comprehensive Plan guides this property for Business Park uses, therefore making it consistent with its existing zoning. The Planning Commission reviewed this request and recommended to the Council that the rezoning request be denied. Jim Heinitz, CEO of Ashley Furniture Home stores and Bill Hinks CEO Furniture Mart stores addressed Council in reconsidering the Planning Commission's recommendation to deny the request. They stated that there are plans to put up a Holiday Inn Express on the site, along with another home type service store. Whiting/Lehman moved to direct staff to take the appropriate steps to proceed with the rezoning of the property from Business Park to highway business and to change the land use classification. Motion carried 4 -0 (Cncl. Schurman's remote telecommunications connected was disconnected and she was not able to vote. Her connection was later re- established.) Lehman/Whiting moved to break for five minutes. Motion carried 5 -0. Mayor Tabke reconvened the meeting at 9:10 p.m. 10.C.3. Mr. Leek presented Council with the Text Amendment for Electronic Signage. Mr. Leek said that Holiday StationStores has mad application for a text amendment regarding electronic signage. As part of its application, the applicant provided two Official Proceedings of the August 21, 2012 Shakopee City Council Page 5 alternatives for draft language. The alternatives proposed a changed in the amount of time allowed between message changes on electronic signage. Current regulations allow electronic messages to change 8 times per day and no more often than 30 minutes. Mr. Leek said the Planning Commission reviewed the proposed text amendment and recommended approval of the amendment to City Council. Lehman/Whiting moved to approve Ordinance No. 859, An Ordinance Amending Chapter 11 Regarding Electronic Signage, as presented or with revisions, and move its adoption. Motion carried 3 -1 with Cncl. Clay opposing. (Cncl. Schurman's connection was again disconnected and she was not able to vote.) 10.C.4. Mr. Leek presented Council with the Facade Improvement Program. He provided history of the program and the direction sought by the Economic Development Advisory Committee (EDAC). Mr. Leek said that several months ago Mayor Tabke and Cncl. Whiting requested that the EDAC discuss the recommended alternatives for the EDA/City Council to consider in reinstating a loan program. The recommendations by the EDAC include that the program be available to business in commercial zones throughout Shakopee; the loan be forgivable as in the past; the maximum loan be $15,000 and that the applicant provide a 60% match to the loan; the loans be available for improvements to building facades; that the application and evaluation criteria be modified as evidence on the attachments; and funding be increased to $150,000. Cncl. Whiting would like to see more weight in the decisions made by the EDAC for historic sites and historic preservation. Lehman/Whiting moved to direct staff to proceed with the reinstatement of the City's facade improvement program as recommended by the EDAC or with revisions as suggested by the EDA to review criteria after applications are submitted and bring it back January 1 Motion carried 4 -0 (Cncl. Schurman connection was disconnected and she was not able to vote.) 10.D.1 Mr. Loney introduced Council to the MnDOT Presentation on TH 169 and CR 69 bridge aesthetics. Mr. Loney provided a layout of the TH 169/69 interchange project. He said that Scott County has received funding from MnDOT to construct the interchange. Part of the bridge design is to look at aesthetics to the bridge that the City, County and Townships may want to have at this location. David Hall of Mn/DOT provided Council with three options of various aesthetic treatments for the bridge project. Whiting/Lehman moved to approve concept #3, with the railing aspects that resemble Memorial Park along with the Shakopee brick color for the TH 169/69 overpass. Motion carried 5 -0. Official Proceedings of the August 21, 2012 Shakopee City Council Page 6 11. Mayor Tabke asked for Council Liaison reports. Cncl. Schurman had nothing to report. Cncl. Lehman said he met with the VFW with regard to having flags on First Avenue. He said they will be bringing something to Council in the future. Cncl. Clay had nothing to report. Cncl. Whiting attended the Chamber Visitor Bureau meeting and he had nothing to report. Mayor Tabke attended the SCALE meeting. There was discussion about interacting with news media. He said SCALE also discussed social media and how to improve it throughout the County. 12. No other business to report. 13. Clay/Lehman moved to go into closed session to consider the sale of real property specifically the downtown fire station. Motion carried 5 -0. Mayor Tabke reconvened at 10:20 p.m. and stated that no action was taken during the closed session. Lehman/Clay moved to Tuesday, August 28, 2012 at 6:30 p.m. Motion carried 5 -0. 4 1/ajlitn-) lie A. Linnihan Finance Director /City Clerk Kim Weckman Recording Secretary