HomeMy WebLinkAbout02/03/2010 TENTATIVE AGENDA
CITY OF SHAKOPEE
REGULAR SESSION SHAKOPEE, MINNESOTA FEBRUARY 3, 2010
- WEDNESDAY -
LOCATION: Council Chambers, City Hall, 129 Holmes Street South
Shakopee Mission Statement
The Mission of the City of Shakopee is to provide the opportunity to live, workand play
in a community with a proud past, promising future, and small -town atmosphere within a metropolitan setting.
Mayor John J. Schmitt presiding Agenda items are tied to the following long -term goals
that support the City's strategic vision as noted after
1] Roll Call at 7:00 p.m. each agenda item:
2] Pledge of Allegiance A. Active and healthy community.
B. High quality of life.
C. Great place for kids to grow up.
3] Approval of Agenda D. Vibrant, resilient and stable.
E. Financially strong.
4] Mayors Report F. Housekeeping item.
5] Consent Business — (All items listed in this section are anticipated to be routine. After a discussion
by the Mayor, there will be an opportunity for members of the City Council to remove items from the
consent agenda for individual discussion. Those items removed will be considered following the
public hearing portion of the agenda. Those items remaining on the consent agenda will otherwise
not be individually discussed and will be enacted in one motion.)
A] Public Works and Engineering
1. Purchase of a Toro 5910 16' Mower with Snow Blower (D)
2. Accept Clean Diesel Grant (D)
3. Cooperative Agreement for Parcel 75, CSAH 21 and Holmes Street Bridge with
Mn/DOT and Scott County (D)
B] Parks. Recreation, and Natural Resources
C] Police and Fire
D] Community Development
E] Personnel
1. Amending the Hiring Policy for Paid -on -Call Firefighters — Res. No. 6984 (F)
F] General Administration
1. Approve Bills in the Amount of $1,412,846.04 (F)
2. Approve Minutes of January 19, 2010 (F)
3. Off Sale 3.2 Percent Malt Liquor License and Tobacco License — P K India, Inc.,
dba Shakopee Kwik Mart, 234 West First Avenue (F)
4. Nominations to Boards and Commissions (A)
5. Suspension of Linking Visioning Goals to City Council Agenda Items
TENTATIVE AGENDA
February 3, 2010
Page 2
6] RECOGNITION BY CITY COUNCIL OF INTERESTED CITIZENS — (Limited to five
minutes per person/subject. Longer presentations must be scheduled through the City
Clerk. As this meeting is cablecast, speakers must approach the microphone at the
podium for the benefit of viewers and other attendees.)
7] Public Hearings: None
8] Business removed from the consent agenda will be discussed at this time
9] Liaison Reports from Council Members
10] Recess for Economic Development Authority Meeting: None
11] Re- convene
12] Recommendations from Boards and Commissions
A] Authorization to Contract for Prairie Maintenance and Management (B)
13] General Business
A] Public Works and Engineering
1. Extension Agreement with WSB & Associates, Inc. to Implement Cartegraph Fleet
Program (D)
2. Settlement Agreement with the Bonding Company of the Countryside Development (D)
B] Parks, Recreation and Natural Resources
C] Police and Fire
1. Emergency Operations Plan (D)
D] Community Development
E] Personnel
F] General Administration
1. 2010 -2011 Goals and Objectives (A -E)
14] Council Concerns
15] Other Business
16] Adjourn to Tuesday, February 9, 2010 at 7:00 p.m.
OFFICIAL PROCEEDINGS OF THE CITY COUNCIL
REGULAR SESSION SHAKOPEE, MINNESOTA FEBRUARY 3, 2010
Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Matt Lehman, Pat
Heitzman, Steve Clay and Pamela Punt present. Also present Mark McNeill, City Administrator;
Kris Wilson, Assistant City Administrator; Judith S. Cox, City Clerk; R. Michael Leek,
Community Development Director; Bruce Loney, Public Works Director /City Engineer; Sarah
Sonsalla, City Attorney; Gregg Voxland, Finance Director; Jamie Polley, Parks, Recreation and
Natural Resources Director; and Craig Robson, Police Captain.
The Pledge of Allegiance was recited.
Mayor Schmitt asked if there were any additions or deletions to the agenda. Mark McNeill
advised that there were no changes to the agenda.
Clay / Heitzman moved to approve the agenda. Motion carried 5 -0.
In the Mayor's report Mayor Schmitt discussed the Star Tribune news article which highlighted a
meeting between Mn/DOT and the Metropolitan Council. Mayor Schmitt said that there are
transit issues identified for 169 and Highway 101 that were not identified six months ago.
Mayor Schmitt asked if there were any additions or deletions to the Consent Agenda.
Mr. McNeill noted the modifications to 5.A.3, Cooperative Agreement for Parcel 75, CSAH 21
and Holmes Street Bridge with Mn /DOT and Scott County and to 5.F.4, Nominations to Boards
and Commissions. Mr. McNeill also asked to remove for discussion 5.F.5, Suspension of
Linking Visioning Goals to City Council Agenda Items.
Cncl. Lehman asked to remove 5.F.4., Nominations to Boards and Commissions.
Punt/Heitzman moved to approve the Consent Agenda as amended. Mr. McNeill read the
consent agenda. Motion carried 5 -0.
Punt/Heitzman moved to authorize staff to purchase one (1) new Toro 5910 16' mower with
snow blower from MTI Distributing using state contract #442 -585 for the purchase price of
$85,992.34 including tax and trade. The cost to be expended from the Capital Equipment Fund.
(Motion carried under the Consent Agenda)
Punt/Heitzman moved to accept and authorize execution of a clean diesel grant contract with the
Minnesota Pollution Control Agency in the amount of $106,057.15. (Motion carried under the
Consent Agenda)
Punt/Heitzman moved to authorize the appropriate City officials to execute the State of
Minnesota, City of Shakopee and Scott County Cooperative Agreement for Parcel #75, CSAH
21 and Holmes Street Bridge. (Motion carried under the Consent Agenda)
Punt / Heitzman offered Resolution No. 6984, a Resolution Amending the Hiring Policy for Paid -
on -Call Firefighters, and moved its adoption. (Motion carried under the Consent Agenda)
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Shakopee City Council Page -2-
Punt /Heitzman moved to approve the bills in the amount of $992,873.26 and electronic transfers
in the amount of $419,972.78 for a total of $1,412,846.04. (Motion carried under the Consent
Agenda)
Punt /Heitzman moved to approve the minutes of January 19, 2010. (Motion carried under the
Consent Agenda)
Punt/Heitzman moved to approve the applications and grant an off sale 3.2 Percent Malt Liquor
License and Tobacco License to P K India, Inc., dba Shakopee Kwik Mart, 234 West 1 Avenue.
(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 to discuss items removed from the consent agenda. Cncl. Lehman asked to
have 5.F.4, Nominations to Boards and Commissions, removed from the consent agenda because
he wanted clarification regarding the interview process for nominations. Mr. McNeill stated
after the interview process the appointments will not take place until the February 16, 2010.
Mr. Lehman also asked about his status on the Board of Review. Ms. Cox said that when liaison
appointments were made Cncl. Lehman was appointed at that time.
Lehman /Heitzman moved to make nominations to Boards and Commissions:
➢ Planning Commission/BOAA: Andy Seidensticker, Jay Whiting, Joseph Collins, Ryan
McNamee, Julia Kopf, Michael Klemm, Steven Vogt, Gretchen Seifert, Mike Romans,
Terry Joos, Rachal Romansky, and Troy Ryan.
➢ Park & Recreation Advisory Board: Fatima Franzen, Gretchen Seifert, Eric Krieger,
Steven Vogt, and Rachel Romansky.
➢ Shakopee Public Utilities Commission: Bill Mars, Mike Romans, Gregory Felt, Terry
Joos, and Joe Helkamp.
D Police Civil Service Commission: Jeffrey Coplan, Paul Tamer, Barb Danielson, Doug
Forsman, Mark McLaughlin, Ryan McNamee, Premm Badhwa, and Julie Kopf.
➢ Environmental Advisory Committee: Eric Burfeind, Gregory Felt, Rachel Romansky,
Michael Klemm, and Gretchen Seifert.
➢ Telecommunications Advisory Commission: Don McNeil, Michael Guncheon,
Terrance Brandon, and Gretchen Seifert.
➢ Historic Preservation: None
D Transit Commission: Premm Badhwa, and Mark McLaughlin.
➢ Board of Review: Terry Joos.
Motion carried 5 -0.
Mr. McNeill said that Cncl. Punt asked to remove 5.F.5, Suspension of Linking Visioning Goals
to City Council Agenda Items. Mr. McNeill discussed the five long -term goals which are used to
tie Council actions. Mr. McNeill discussed the previous workshop in which two year goals and
objectives were discussed and longer term goals and objectives are to be discussed at a later date.
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Shakopee City Council Page -3-
Cncl. Punt wanted to make a statement about the visioning goals. She said that the City has a
mission and a vision that are long -term and more strategic and not necessarily tactical. She said
that her intensions never were that they be removed from any agenda or focus but that they give
high level direction. She believes the two year goals would be more action oriented whereas the
vision and the mission drive the overview of where the City is going in the future. She asked
that there be more focus on the action oriented goals to get things done for the City.
Punt/Clay moved to direct staff to continue to include the vision goals on all documentation that
has been previously established that we are using the goals on, including agenda items. Motion
carried 5 -0.
Jamie Polley, Director of Parks, Recreation & Natural Resources, presented Council with the
Authorization to contract for Prairie Maintenance and Management.
Ms. Polley said that the City has five prairie areas within City Parks that have been planted
within the last three to five years. Evaluation was done for each area to determine growth and
establishment. Two of the prairie areas have little or no prairie plants available. Ms. Polley said
the first three to five years are critical in establishing prairie areas.
Ms. Polley listed the five prairie areas, Savannah Oaks, Westminster, Cloverleaf, Huber Park and
the 17 Avenue Sports Complex. She discussed the health of all five prairie areas.
Ms. Polley said that staff has met with the Public Works Department to discuss the maintenance
and establishment for the current prairie areas. Due to the time and increased attention prairie
areas need to become established, staff feels that a contractor can provide the necessary care and
maintenance needed for the prairie areas to be successful.
Ms. Polley said the EAC reviewed quotes for the 1 year of maintenance and management from
Applied Ecological Services (EAS), Inc. and Prairies Restoration Inc. The prices from AES
included material and labor for all of the parks. Approximately yearly quotes by AES are
$10,700 for the first year, $3,000 for the second year and $4,000 for the third year. Staff has
budgeted $20,000 annually in the Natural Resources budget for contracted services.
Ms. Polley said the EAS is recommending the City Council and the City contract with Applied
Ecological Services for the maintenance and management of the prairie areas for three years with
the costs not to exceed the quoted totals.
Clay / Heitzman moved to authorize staff to contract with Applied Ecological Services, Inc. for
prairie maintenance and management of the City's Prairie areas with funding from the Natural
Resources budget not to exceed $10,700 for year one, $3,000 for year two and $4,000 for year
three. Motion carried 5 -0.
Mayor Schmitt asked for liaison reports. Cncl. Heitzman said he attended the Downtown
Partnership meeting. Discussed was the annual banquet which will be held in April. Cncl. Punt
attended the Scott County Transit Review Board meeting. She said elections took place. Also
discussed was the ridership information. Chairperson Ulrich asked for cost analysis and research
on technology items. Cncl. Lehman said he attended the Derby Days meeting. Discussed was
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Shakopee City Council Page -4-
the pre - registration for vendors. Cncl. Clay said he attended the Shakopee Public Utility
Commission meeting. He said there was nothing significant to report.
Bruce Loney, Public Works Director /City Engineer, presented Council with the Authorization
Extension Agreement with WSB & Associates, Inc. to implement Cartegraph Fleet Program.
Mr. Loney said the Public Works Department has implemented and utilized Fleet Controller
software for managing its fleet services and maintenance records on vehicles and parts inventory.
Recently, the program has had problems with reliable data.
Mr. Loney said that staff researched other cities who switched from Fleet Controller to Fleet
Cartegraph. The other cities who have switched said the Cartegraph program is more reliable
and generates better reports.
Mr. Loney said that staff has received the Fleet module when the City purchased the 5 -pack
initial program purchase of Cartegraph. The tasks needed from WSB & Associates, Inc., is to
migrate the existing data, customize a couple of reports and integrate Gasboy fuel data. The cost
of the work is not to exceed $6,558.00.
Mr. Loney said that staff received notice from Scott County that the City will receive a grant of
approximately $10,000 for cleanup day which was not budgeted in for 2010. With this revenue
source, sufficient funds would be available that can support the expenditure.
Clay /Lehman moved to authorize the appropriate City officials to execute the extension
agreement with WSB & Associates, Inc. for the Cartegraph Fleet Management Program at a cost
not to exceed $6,558.00. Discussion followed.
Cncl. Lehman said he would like to see staff find the funding in their existing budget for the
purchase.
Mayor Schmitt asked for a vote on the motion. Motion carried 5 -0.
Bruce Loney presented the Council with the Approval of Settlement Agreement between the
Bonding Company of the Countryside Development and the City of Shakopee.
Mr. Loney said the City has been working with the developer and the bonding company for the
Countryside Development. Mr. Loney said that he has worked with Jeremy Sentman, who is the
Vice President of Engineering with Surety Holdings Group, who is representing the bond
company associated with completing developments. Through several negotiations, Mr.
Sentman's company has agreed to give the City of Shakopee a payment in the amount of
$68,250.00 by Bond Safeguard Insurance Company to complete the work. In exchange the City
of Shakopee would release the performance bonding obligations associated with this
development.
Lehman/Clay moved to authorize the appropriate City officials to sign the Release and
Assignment Agreement between Bond Safeguard Company and the City of Shakopee for the
Countryside Development. Motion carried 5 -0.
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Shakopee City Council Page -5-
Craig Robson, Police Captain, presented Council with the new Emergency Operations Plan. Mr.
Robson said that the last time the manual was updated was in 1999. Captain Robson gave a brief
overview of the contents of the manual and also explained that a majority of the plan is in
electronic format. Updates to the plan will be provided electronically.
Mr. McNeill presented the 2010 -2011 Goals and Objectives. Mr. McNeill said that at the Goals
and Objective workshop that staff and Council participated in recently resulted in three major
focus areas, transportation, economic development and strengthen community identity and
connections.
Mr. McNeill said the three areas listed create a triangle, which focus around the City's core
principals; fiscally responsible, effective and efficient core services (public works, public safety,
and financial management) and ethical and professional services.
Mr. McNeill said that staff recommends that the Council adopt the triangular model of the goals
and objectives to be pursued during 2010 -2011.
Punt/Clay moved to adopt the preliminary goals and objective model for 2010 -2011 as described
and direct staff to return with action steps as described. Also to establish a workshop on
Tuesday, March 9, 2010 at 7:00 p.m. to reconvene and further discuss the two year planning and
long term strategic planning. Motion carried 5 -0.
Mayor Schmitt asked if there were any Council concerns. Cncl. Lehman said he watched the
Park and Recreation Board meeting which they discussed possible community center
improvements. Cncl. Lehman said that he has concerns with the commissions' recommendation
to find individuals that want to lead and build groups of support for certain items. Cncl. Lehman
believes that the approach tends to divide the community.
Cncl. Punt said she was in attendance of the Park and Recreation meeting and the intent was that
there were many passionate residents in the room with specific items that they would like to see
implemented such as a senior center, second sheet of ice and other community center upgrades.
Cncl. Punt felt that the meeting was in no way wanting to exclude anyone but were looking to
broaden and reach out into the community to find other people that shared their interest.
Heitzman/Punt moved to adjourn to Tuesday, February 9, 2010 at 7:00 p.m. Motion carried 5 -0.
The Council meeting ended at 8:30 p.m. on Tuesday, February 3, 2010.
T ith S. Cox
City Clerk
Kim Weckman
Recording Secretary