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HomeMy WebLinkAbout03/20/2012 TENTATIVE AGENDA CITY OF SHAKOPEE ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA March 20, 2012 LOCATION: Council Chambers, City Hall, 129 Holmes Street South Sl'iakopee�Ytission Statement 2re 9l�tisrion of tke City of S�iakopee i.r to provide tFie opportunity to five, workand p(cy in a community wit(z a proudpast,promising future, andsmaCC-town atmospkere witFiin a metropoCitan setting. Agenda items are tied to the following long-term goals that support the City's strategic vision as noted after each agenda item: A. Keep Shakopee a safe and healthy community where residents can pursue active and quality lifestyles. B. Positively manage the challenges and opportunities presented by growth,development and change. C. Maintain the City's strong financial health. D. Maintain,improve and create strong partnerships with other public and private sector entities. E. Deliver effective and efficient public services by a staff of well-trained,caring,and professional employees. F. Housekeeping item Mayor Brad Tabke presiding 1] Roll Call at 7:00 p.m. 2] Pledge of Allegiance 3] Recognition of Retiring City Clerk Judy Cox—Res.No. 7181 4] Approval of Agenda SJ 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 En ineering 1. Approving Plans and Ordering Advertisement for Bids for the 2012 Bituminous Overlay, Project No. 2012-1 Res. No. 7175 (E) 2. Approving Plans and Ordering Advertisement for Bids for the 2012 Vierling Drive Bituminous Overlay, Project No. 2012-2 Res. No. 7176 (E) 3. Approving Plans and Ordering Advertisement for Bids for the Main Street Utility Improvements, Project No. 2012-5 Res. No. 7177 (E) 4. Receiving a Report and Calling for a Hearing for Valley View Improvements, From Evergreen Lane to Sarazin Street, Project No. 2012-7 Res. No. 7178 (E) 5. Approval of CSAH 69 Lighting Alternates (D/E) 6. Approval of Request for Special Lighting District from l Oth Avenue to Fuller Street(D/E) TENTATIVE AGENDA March 20, 2012 Page 2 � 5] Consent Business continued: B] Personnel 1. Resignation/Retirement of City Clerk Judy Cox (F) 2. Resignation of Police Records Technician Jennifer Boudreau (F) 3. Wage Correction for Engineering Secretary(F) 4. Appointment of New City Clerk—Res.No. 7174 and Ord. No. 853 (F) 5. Authorize Advertisement for Engineering Technician (E) CJ Parks, Recreation and Natural Resources D] Police and Fire 1. Surplus Property—Snowmobile and Equipment(C) 2. Surplus Property—Bicycles (F) E] Communitv Development F] General Administration 1. Approve Bills in the Amount of $1,422,912.00 (C) 2. Approve Minutes of February 21, 2012 (F) 3. Temporary On-Sale Liquor License for a Wine Tasting Fund Raiser(F) 4. Request for Proposals for Future Use of Downtown Fire Station Property(B) 6] RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL—(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] A] Public Hearing on submitting an outdoor recreation grant application to construct a Picnic/warming facility within Riverside Fields Park(A) B] Public Hearing on proposed vacation of easements located east of Dean Lakes Boulevard and south of Highway 169—Res.No. 7179 (B) 8] Business removed from the consent agenda will be discussed at this time 9] Recess for Economic Development Authority Meeting 10] Reconvene 11] General Business: A] Public Works and En ineering B] Personnel TENTATIVE AGENDA ' March 20, 2012 Page 3 11] General Business continued: C] Parks, Recreation and Natural Resources D] Police and Fire E] Communitv Development F] General Administration 1. Establishing Precinct Boundaries and Designating Polling Places—Ord. No. 852 and Res. No. 7180 (B) 2. Out of State Travel Policy(E) � 3. Representative Appointments—Tribual Intergovenmental Working Group (D) 12] Council Members' Reports 13] Other Business 14] Adjourn to Tuesday,March 27, 2012 at 6:30 p.m. at the Shakopee Public Utilities Building, 255 Sarazin Street OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,MINNESOTA MARCH 20, 2012 Mayor Tabke called the meeting to order at 7:00 p.m. with Council members, Pamela Punt, Matt � Lehman, Steve Clay, and Jay Whiting present. Also present Mark McNeill, City Administrator; Kris Wilson,Assistant City Administrator; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer; Jamie Polley, Parks, Recreation and Natural Resources Director; Julie Linnihan, Finance Director; 7im Thomson, City Attomey and Judith S. Cox, City Clerk. The Pledge of Allegiance was recited. Mark McNeill, City Administrator,presented Judith Cox with a recognition plaque for her 41 years of service. Whiting/Punt moved to remove the Recognition/Retirement of City Clerk Judy Cox, from the Consent Agenda. Motion carried 5-0. Clay/Lehman offered Resolution No. 7181, A Resolution of Appreciation To Judith S. Cox, and moved its adoption. Motion carried 5-0. Mayor Tabke asked if there were any additions or deletioris to the agenda. Mr. McNeill asked to add 11.B.1, Request for Provisional Civil Service Appointment and noted a correction to Consent item S.B.4.,Appointment of City Clerk. Lehman/Clay moved to approve the agenda as amended. Motion carried 5-0. Mayor Tabke asked if there were any additions or deletions to the Consent Agenda. Cncl. Clay asked to remove S.B.4, Appointment of City Clerk and Cncl. Whiting asked to remove S.F.4, Request of Proposal for Future Use of Downtown Fire Station Property. Lehman/Whiting moved to approve the Consent Agenda. Mr. McNeill read the Consent Agenda. Motion carried 5-0. Lehman/Whiting offered Resolution No. 7175,A Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for the 2012 Bituminous Overlay, Project No. 2012-1, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Whiting offered Resolution No. 7176,A Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for the 2012 Vierling Drive Bituminous Overlay,Project No. 2012-2, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Whiting offered Resolution No. 7177,A Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for the Main Street Utility Improvements, Project No. 2012-5, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Whiting offered Resolution No. 7178,A Resolution Receiving a Report and Calling a Hearing for the Valley View Road Improvements Project,Project No. 2012-7, and moved its adoption. (Motion carried under the Consent Agenda) Lehman/Whiting moved to approve Lighting System A,Alternate 2—Aluminum Pole and Holophane Luminaire for the C.R. 69 Project. (Motion carried under the Consent Agenda) Official Proceedings of the March 20, 2012 Shakopee City Council Page 2 Lehman/Whiting 1.moved to establish a Special Lighting District on C.R. 69, from 10�'Avenue to Fuller Street and including the lights by the railroad bridges. 2. moved to approve to pay for a new underground pad mount transformer for the new lighting system at an estimated cost of $2,000.00 and from the Capital Improvement Fund. (Motion carried under the Consent Agenda) Lehman/Whiting moved to accept,with regret, the resignation of Judy Cox from the position of City Clerk, effective March 31, 2012. (Motion carried under the Consent Agenda) Lehman/Whiting moved to accept,with regret, the resignation of Jennifer Boudreau from the position of Police Records Technician, effective April 6, 2012. (Motion carried under the Consent Agenda) Lehman/Vdhiting moved to establish a starting wage of Grade 4, Step B of the 2012 Non-Union Pay Plan for Cannela Nascene in her position as Engineering Secretary, effective February 27, 2012. (Motion carried under the Consent Agenda) Lehman/Whiting moved to authorize the appropriate staff to advertise for and begin the selection process for an Engineering Technician. (Motion carried under the Consent Agenda) Lehman/Whiting moved to declare the police department's snowmobile, snowmobile trailer and other equipment as surplus. (Motion carried under the Consent Agenda) Lehman/Whiting moved to declare as surplus property the bicycles listed in the March 16,2012 memo from Tammy Helgeson,Records Supervisor. (Motion carried under the Consent Agenda) Lehman/Whiting moved to approve the bills in the amount of$571,064.99 and electronic transfers in the amount of$851,847.01 for a total of$1,422,912.00. (Motion carried under the Consent Agenda) Lelunan/Whiting moved to approve the minutes of February 21, 2012. (Motion carried under the Consent Agenda) . Lehman/Whiting moved to approve the application and grant a temporary on-sale liquor license to the Minnesota Farm Winery Association for April 14, 2012, at Canterbury Park, 1100 Canterbury Road. (Motion carried under the Consent Agenda) Mayor Tabke asked if there was anyone in the audience that wished to speak about an item not on the agenda. No one responded. Clay/Whiting moved to open the public hearing on Submitting an Outdoor Recreation Grant Application for the construction of a picnic/warming facility within Riverside Fields Park. Motion carried 5-0. Jamie Polley, Director of Parks, Recreation&Natural Resources, advised Council that on February 21, 2012, the City Council offered Resolution No. 7170, A Resolution of the City of Shakopee, Minnesota Authorizing the City to Submit an Outdoor Recreation Grant Program Application for the construction of a picnic/warming facility within Riverside Fields Park. As part of the requirement of the grant application there needs to be a public hearing on the project itself. This is an opportunity for anyone to speak on the project itself. Ms. Polley answered questions from council members. She said that this is a 50/50 matching grant and that the application is for$67,500 for the City's 50% share. Official Proceedings of the March 20, 2012 Shakopee City Council Page 3 Mayor Tabke asked if there was anyone in the audience that wished to speak at the public heari.ng. No one responded. Lehman/VVhiting moved to close the public hearing. Motion carried 5-0. Punt/Whiting moved to open the public hearing for Vacation of Easements in Dean Lakes Stn Addition. Motion carried 5-0. Michael Leek, Community Development Director, advised Council that Bridgewater LLC (for upcoming Tristar development) has submitted an application for vacation of a drainage an utility easement on its property located south of Highway 169 and east of Bulrush Blvd. within the plat of Dean Lakes 5�'Addition. He said that a new easement will be granted with the platting of � Dean Lakes 8�'Addition. Mr. Leek said the Planning Commission has reviewed the request and has recommended approval of the vacation to the City Council. Mayor Tabke asked if there was anyone in the audience that wished to speak at the public hearing. No one responded. Lehman/Clay moved to close the public hearing. Motion carried 5-0. Clay/Punt offered Resolution No. 7179, A Resolution Approving the Vacation of a Drainage and Utility Easement in Dean Lalces Fifth Addition, and moved its adoption. Motion carried 5-0. Mayor Tabke asked to discuss items removed from the Consent Agenda. Cncl. Clay said he removed S.B.4, Appoinhnent of City Clerk,because of questions he had with regard to what the auditors,KDV, listed in their report last year. Cncl. Clay said that KDV had concerns regarding segregation of duties in their last report. Cncl. Clay asked if appointing Julie ' Linnihan, Finance Director, as City Clerk will be a conflict with segregation of duties. Ms. Linnihan advised that the City contacted KDV and discussed the issue with them. They did not see this as being an issue. Clay/Whiting offered Resolution No. 7174, a Resolunon Appointing a City Clerk, and moved its adoption. Motion carried 4-1 with Cncl. Lehman opposed. Clay/Whiting offered Ordinance No. 853, Fourth Series, an Ordinance Amending City Code Section 2.06, Execution of Contracts and City Seal, and Repealing City Code Section 2.14, Deputy City Clerk, and moved it adoption. Motion carried 4-1 with Cncl. Lehman opposing. Cncl. Whiting asked for the removal of S.F.4, Request for Proposals (RFP) for Future Use of Downtown Fire Station Property to allow Mike Haeg to spealc regazding an update to the progress of the concept of the fire station being turned into a multi-purpose arts center. Mike Haeg, 305 Holmes St., said that the group he represents is in the process of filing for their non-profit license. He stated that there is a space need in the community for small support and cultural organizations that don't have a place to meet. He said that he had a chance to talk to organizers of Beyond the Yellow Ribbon, a support organization for war veterans, and their need for a place to meet. He also said that the Hispanic community has also expressed an interest in needing a space to meet. Official Proceedings of the March 20, 2012 Shakopee City Council Page 4 Denise Kadilik 6871 Hillcrest St., Prior Lake, a representative of Beyond the Yellow Ribbon, gave Council and overview of what their organization does for veterans of war and the need for a meeting place in Shakopee. She said that a small meeting room within the fire station would serve their group well. Kris Wilson,Assistant City Administrator, discussed the RFP process for the audience. She also discussed stafPs need to have completed RFP's turned in by May 25, 2012 so Council could conduct an initial review of the proposals at their first meeting in June prior to starting in-depth work on the 2013 budget. Clay/Whiting moved to authorize the appropriate staff to issue a Request for Proposals for Future Uses of the Downtown Fire Station Property, with a deadline for response set at July 30, 2012. Discussion followed. Cncl. Clay said that he proposed the date of July 30, 2012 to allow groups more tune for the RFP process. Cncl. Whiting had questions of the current building being on the fire department budget. Ms. Wilson stated that the cost for utilities is very minimal since the building is now � vacated and does not cause an issue with the current fire depariment budget. Mayor Tabke asked for a vote on the motion. Motion carried 5-0. Clay/Whiting moved to recess for Economic Development Authority Meeting. Motion carried 5-0. Mayor Tabke reconvened the meeting at 7:50 p.m. Ms. Wilson presented Council with the Request for Provisional Civil Service Appointment. Ms. Wilson said with two recent resignations in the Police Deparhnent Records Division and the � hiring process that is underway,it will be June before the positions are filled. The first step in the process, as contained in the Police Civil Service Rules, is for the Appointing Authority, which is the City Council,to ask the Commission to grant authority for a provisional appointment. Ms. Wilson said that the Department's recommendation that an individual currently working as an intem within the records department be offered the provisional appoinhnent for a period not to exceed 90 days. Lehman/Punt moved to direct staff to requisition the Police Civil Service Commission for the authority to fill one of the vacant Records Technician positions by a provisional appointment. Motion carried 5-0. ' Judith Cox, City Clerk,presented Council with the Establishing Precinct Boundaries and Designating Polling Places. Ms. Cox said that on February 21, 2012 legislative districts were established and most of Shakopee is located within Legislative District SSA and a small portion is located within Legislative District SSB. Cities and townships must now re-establish their precincts including those with no changes as well as any new precincts. Official Proceedings of the March 20, 2012 Shakopee City Council Page 5 Ms. Cox discussed vcrith Council the boundary considerations when establishing the precinct boundaries. She said that Shakopee will go from 12 precincts to 14 precincts. The new precincts . are 12A and 12B and 13 minus one combined with Precinct 1 and 2; and no additional purchases of equipment will be required. She also said that there are two new polling places because of the changes. They are the Junior High School at lOth and Lewis and Eagle Creek Elementary at Eagle Creek Blvd. and Cty Rd. 21. Rd. 21. Lehman/Clay offered Ordinance No. 852 Fourth Series, An Ordinance of the City of Shakopee, Minnesota, Repealing City Code Chapter 2, Section 2.20,Precinct Boundaries and Adding a New Section 2.22, Precinct Boundaries, and moved its adoption; and, offered Resolution No. 7180, A Resolution Designating Fourteen Polling Places for all Election Precincts in the City of Shakopee, and moved its adoption. Motion carried 5-0. A Mr. McNeill presented Council with Out of State Travel Policy. Mr. McNeill said that for many years the City's Personnel Policy allowed for travel to out of state conferences and seminars. Because of challenging budget discussions a few years ago, the City Council replaced that with a practice which prohibited out of state travel for training by employees,unless the training was substantially paid for by non-City funds. � Mr. McNeill said that he has iwo requests to allow for attendance at out of state trainings. He would like Council to revisit the out of state travel policy for employees and return with language which would reinstate the out of state travel policy and allow authorizing of the two employees to register for the Wisconsin and Illinois conference. Clay/Whiting moved to direct the City Administrator to return with language to amend the personnel policy regarding out of state travel, and give him interim authorization to permit the two existing requests for the Assistant City Administrator to attend training in Madison, Wisconsin, and for the Finance Director to attend a conference in Chicago, Illinois. Motion carried 5-0. Mr. McNeill presented Council with the Representative Appointments—Tribal Intergovernmental Work Group. Mr. McNeill said that on February 21,2012 Council meeting Council authorized the execution of a Memorandum of Understanding(MOU)between the four jurisdictions. As part of the Intergovernmental Worlcing Group (IWG) they will research, discuss, and recommend actions. The Council appointed Community Development Director Michael Leek, and Public Works Director Bruce Loney as the Shakopee representatives. However, it has been determined that make up of the IWG from other member jurisdictions will likely involve a mix of elected and appointed officials. Two primary representatives and two alternates should be appointed. Mr. McNeill said that Mayor Tabke has indicated his availability and interest to be a primary representative. One other City Councilor could also volunteer; if not, as City Administrator Mr. McNeill said he could serve as the other primary. Mr. McNeill also recommends that Mr: Leek and Mr. Loney be appointed as alternates. Punt/Whiting moved to appoint as primary representatives Mayor Tabke and City Administrator Mark McNeill with three alternate representatives as Councilor Matt Lehman, Michael Leek and Bruce Loney to the Intergovernmental Working Group. Motion carried 5-0. Official Proceedings of the ' March 20, 2012 Shakopee City Council Page 6 Mayor Tabke asked for Councilmember reports. Cncl. Whiting attended the school board meeting and had nothing to report. Cncl. Clay attended the Shakopee Public Utilities Commission meeting. Discussed was maintenance and repair work to a few wells, a power outage, and the lights on the historic Holmes St. Bridge. Discussion still needs to take place between SPUC and the City regarding cost participation in lighting the bridge. Cncl. Clay also discussed SPUC's partnership with O-Power which helps residents monitor their electrical use and how to save money and power usage. Cncl. Lelunan said he attended the Scott County Board meeting regarding the findings of the � investigation of County Administrator Gary Shelton. Cncl. Punt attended the Scott Community Transit Review Board meeting. The discussion was with regard to legislative updates about the Highway 101 river crossing. The Eagle Creek Transit station is currently under construction with an anticipated opening in late spring or early summer. The Marshall Road transit station site plan has been solidified. Mayor Tabke said he attended the SCALE meeting and there was discussion regarding economic development corridors throughout Scott County. He attended Palusto Mondo Church and had a meeting with the congregation. He also attended a ribbon cutting ceremony for the new Radio Shack that relocated. He also discussed the Municipal Legislative Commission that met with Governor Dayton and discussed several issues such as racino and the Hwy 101 bridge. Mayor � Tabke also reminded the audience of the Diversity Summit on Thursday, March 22, 2012 at City Hall. Mayor Tabke asked if there were any other Council concerns or business. Jim Thomson, City Attomey, clarified for Council the difference between Temporary Appointments and Provisional Appoiniments in the Police Civil Service Commission rules and regulations which was brought up earlier in the meeting. Clay/Whiting moved to adjourn to Tuesday, March 27, 2012 at 6:30 p.m. at Shakopee Public Uhlities Building, 255 Sarazin Street. Motion carried 5-0. . The Council meeting ended at 8:41 p.m. '�� -�- . �;� J dith S. Cox ity Clerk Kim Weckman Recording Secretary .