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HomeMy WebLinkAbout08/09/2010 TENTATIVE AGENDA CITY OF SHAKOPEE ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 9, 2010 MONDAY LOCATION: Council Chambers, City Hall, 129 Holmes Street South Sfzd epee .MLsoian Statement g Atha ion o f the Citt o f SPcahopee is to p awide the appo unite to P.iue, row& and pew in a comma:it* with a plead pact, p'wnziscncg flame, and anal -town cdnwopheice within a metwpolitan oettii Mayor John J. Schmitt presiding 1] Roll Call at 7:00 p.m. 2] Approval of Agenda 3] Community Center Improvements 4] 2011/2012 Budgets — Verbal Introduction 5] 2011/2012 Police Department Budgets 6] 2011/2012 Community Development Budgets Transit EDA Planning Building/Inspections 7] 2011/2012 Assistant City Administrator Budgets Facilities IT Library /Congregate Dining 8] 2011/2012 City Administrator Budgets Mayor /Council Administration 9] 2011/2012 City Clerk Budgets 10] 2011/2012 Finance Budgets 11] Other Business 12] Adjourn to Monday, August 16, 2010, at 7:00 p.m. OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 09, 2010 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Steve Clay, Matt Lehman, Pamela Punt and Pat Heitzman present. Also present were Mark McNeill, City Administrator; Kris Wilson, Assistant City Administrator; R. Michael Leek, Community Development Director; Gregg Voxland, Finance Director; Jeff Tate, Police Chief; Craig Robson, Police Captain; Chris Dellwo, Police Captain; Jamie Polley, Parks, Recreation and Natural Resources Director; and Judith S. Cox, City Clerk. Clay/Punt moved to approve the agenda. Motion carried 5 -0. Mark McNeill, City Administrator addressed the Council regarding the Community Center Improvements. Mr. McNeill said that Cncl. Punt requested additional information as to what the consultants might have seen at the Community Center during their walk - through that needs attention in the existing facility. Mr. Vraa of Vraa Consulting did note that there was some water leakage issues from the roof. He also noted that the locker rooms are in need of updating. Mr. McNeill also said that Council asked for additional information regarding revenues versus expenditures relating to the rental amounts the City has charged by practice. Mr. Voxland provided Council with the estimated expenditure figures for 2012. There's an increased operational cost of $139,395 for the Senior Center, $95,300 for the Community Center /Fitness Center, and $96,260 for the ice arena for a grand total of $330,955. Mr. McNeill said that in addition to the cost of operation, maintenance and rent, Council should add about $640,000 a year for 20 years for bond -dept retirement or approximately $971,000 all together. That figure would be the overall impact on the taxpayers. Mr. McNeill said that if Council needs any additional information from staff, Council should let staff know tonight because Council will need to decide on August 17, 2010 if there will be a referendum on the ballot in November. Councilor Lehman stated that he would rather the police department be at full strength than a referendum; it is poor timing. Ms. Polley, Parks, Recreation and Natural Resources Director, said she received an update project cost estimate from Oertel Architects that is $8,015,000.00 which is lower than the previous cost estimate provided. Mr. Voxland presented Council with the 2011/2012 budget. Mr. Voxland said that the 2011 budget is very similar to the 2010 budget. Mr. Voxland said that last fall it was portrayed that the 2011 budget projected a $900,000 deficit. That number has been alleviated by different increases and reductions. Official Proceedings of the August 9, 2009 Shakopee City Council Page -2- Chief Tate presented Council with the Police Department budget. Chief Tate discussed the police department's mission, expectations and the Police Services Master Planning Taskforce goals. There is an increase of prosecution costs, rentals and IT rentals, fuel and ammunition. Chief Tate said that the department is asking that the vacant sergeant position that hasn't been filled be left vacant, and instead be filled with a patrol officer. Captain Robson presented Council with the Police Departments activity levels for 2009. Capt. Robson said there were 17,722 calls for service which is down from previous years. He said the clearance rate is at 50% for 2009 which is above the state average. He also said there was an increase of burglaries, robberies, assaults, drug related crimes, financial crimes and other major cases. Chief Tate discussed the staffing ratios with Council. He said that 47 sworn officers would be a 1.34 staffing ratio per 1000 residents in 2011 which is manageable. He would recommend 50 sworn officers, but understands that the funds aren't there. However, he said anything lower than 47 might affect the department. Chief Tate responded to questions from council members. Michael Leek, Community Development Director presented Council with the budgets for the Planning Department, Building and Inspections, Economic Development Authority (EDA), and the Transit Budget. Mr. Leek said that the revenue for transit operations from the Minnesota Vehicle Excise Tax (MVEST) is reduced considerably resulting in a December 31 fund balance of $1,237,975 in 2011 and $728,555 in 2012. Mr. Leek said that there were no funds budgeted in 2010 for the facade improvement program in the EDA budget, but he is requesting budgeting $50,000 in 2011 and 2012. There was a consensus to include an EDA Levy of $80,000. Mr. Leek said the Planning budget does not include any new hires and is a hold the line budget. The Building Inspection budget has an increase to the 2010 budget of $765,660 to $801.10 for 2011 and to $790,800 for 2012. He mentioned raising some fees in 2011 because they are not covering the costs. Mr. McNeill presented Council with the Mayor and Council budget. The Mayor /Council budget has a 4.6% decrease for 2011 and is flat for 2012 with a budget of $198,290 in 2011 and $199,730 in 2012. Mr. McNeill said that the City of Shakopee has been invited to join the Municipal Legislative Commission for a one year test drive for a fee of $3,950.00. If the City decides to continue with them the fee would be increased to $7,900.00. Mr. McNeill said that he would like Council to read the literature and respond at a later date. Mr. McNeill explained the staffing in the administration division and noted that the proposed budget is increasing 4.5% in 2011 and 4.5.0% in 2012 and is mostly due to the rental charges. He said that administration includes human resources, communications and telecommunications. Official Proceedings of the August 9, 2009 Shakopee City Council Page -3- Kris Wilson, Assistant City Administrator, presented Council with the Administration Budget which includes General Administration, Human Resources, Communications and Telecommunications. Ms. Wilson said the General Administration budget for 2011 is 338,050 and $353.140 for 2012. The HR budget for 2011 is $206,270 and $214,480 for 2012. The Communication budget for 2011 is $66,970 and $68,420 for 2012. Ms. Wilson discussed the Telecommunication budget which went through a significant change coming into 2010 when the Telecommunication Fund, which used to be a stand alone fund, was disbanded and became a part of the General Fund. The revenues from the cable franchise and PEG fees now go into the General Fund rather than staying in the Telecommunication Fund. Due to this change the 2011 budget is $178,740 and $190,660 for 2012. Ms. Wilson discussed the Facilities /Maintenance budget which is responsible for the ongoing maintenance of cities buildings. Ms. Wilson said the 2011 budget is down to $214,610 and $214,850 for 2012. The Information Technology budget has also undergone a major change in which an internal service fund was created. Creating the internal service fund significantly reduced the annual operating budget which covers staffing costs. The 2011 budget is $207,240 and $216,210 for 2012. Ms. Wilson discussed an improvement request for an upgrade to the City's Laserfiche software at a cost of $51,500. The Library /Congregate Dining budget request for 2011 is $304,330 which is down 8.37% and $303,540 for 2012. Judy Cox, City Clerk, presented Council with City Clerk budget. Ms. Cox said the budget is $327,180 for 2011 and $365,040 for 2012. The increase in 2012 is due to the increase in election costs for the primary and general elections and is primarily for the additional election judges that are needed. Gregg Voxland, Finance Director, presented Council with Finance Department budget. The requested budget for 2011 is $794,600 and $816,040 in 2012 which includes the lodging tax. Punt/Heitzman moved to adjourn Monday, August 16, 2010. Motion carried 5 -0. The meeting adjourned at 9:27 p.m. Judith S. Cox City Clerk Kim Weckman Recording Secretary