HomeMy WebLinkAbout07/17/2012 TENTATIVE AGENDA
CITY OF SHAKOPEE
ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA July 17, 2012
LOCATION: Council Chambers, City Hall, 129 Holmes Street South
Shakopee Mission Statement
The Oilission of the City of Shakopee is to provide the opportunity to live, workand pray in a
community with a proud past, promising future, and small- town atmosphere within a metropolitan 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] Approval of Agenda
4] 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. Award Contract for the Upper Valley Drainage Way and Trail Improvements
by CR 17 Project No. 2011 -3 — Res. No. 7214 (E)
B] Personnel
1. Authorization to Hire Three Paid -on -Call Firefighters (E)
C] Parks, Recreation and Natural Resources
D] Police and Fire
1. Toward Zero Deaths Traffic Enforcement Grant —Res. No. 7217 (A)
E] Community Development
1. Set Public Hearing for Vacation of Rights -of -Way — Rahr Property — Res. No. 7215 (F)
2. Authorizing Payment to Scott County for the Electronic Back -up System for
the Bus Gates and LED Fixtures for Eagle Creek Transit Station — Res. No. 7216 (D)
TENTATIVE AGENDA
July 17, 2012
Page 2
4] Consent Business continued:
F] General Administration
1. Approve Bills in the Amount of $1,572,167.27 (C)
2. Approve Minutes of July 2, 2012 (F)
3. Appointment of Election Judges — Res. No. 7213 (F)
4. Temporary 3.2 Percent Malt Liquor Licenses — Shakopee Jaycees Inc. (F)
5. Derby Days Authorizations (A & D)
5] 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.)
6] Public Hearing on Application from Getahun Haile for a Taxicab License (A)
7] Business removed from the consent agenda will be discussed at this time
8] Recess for Economic Development Authority Meeting
9] Reconvene
10] General Business:
A] Public Works and Engineering
B] Parks, Recreation and Natural Resources
C] Police and Fire
D] Community Development
E] General Administration
1. Appointment of Members to US 169 /CR 69 Orderly Annexation and Development
Study Committee (D)
2. Adoption of Action Steps for 2012 -13 Goals and Objectives (A - E)
F] Personnel
1. Change to Deferred Compensation Providers (E)
11] Council Members' Reports
12] Other Business
13] Break
14] Capital Improvement Program 2013 -2017 (C & E)
15] Adjourn to Tuesday, July 31, 2012, at 6:30 p.m.
OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL
ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JULY 17, 2012
Mayor Tabke called the meeting to order at 7:00 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;
R. Michael Leek, Community Development Director; Bruce Loney, Public
Works Director /City Engineer; Julie Linnihan, Finance Director /City Clerk; Jeff
Weyandt, Assistant Engineer and Jim Thomson, City Attorney
2. The Pledge of Allegiance was recited.
3. Mayor Tabke asked if there were any additions or deletions to the agenda. No changes.
Whiting /Schurman moved to approve the agenda. Motion carried 5 -0.
4. Mayor Tabke asked if there were any additions or deletions to the Consent Agenda.
Cncl. Lehman asked to remove 4.F.5, Derby Days Authorization.
Lehman/Whiting moved to approve the Consent Agenda as modified. Mr. McNeill read
the Consent Agenda. Motion carried 5 -0.
4.A.1 Lehman/Whiting 1. offered Resolution No. 7214, A Resolution Accepting Bids on the
Upper Valley Drainage Way and Trail Improvements, Project No. 2011 -3 and move its
adoption. 2. Moved to approve a 5% contingency amount on this project for use by the
City Engineer in authorizing change orders or quantity adjustments on this project.
(Motion carried under the Consent Agenda)
4.B.1 Lehman/Whiting moved to hire Ryan Lundy, Jeremiah Mathison and Michael Ruff as
part-time, paid -on -call firefighters, subject to successful completion of the required pre-
employment physical and drug test. (Motion carried under the Consent Agenda)
4.D.1 Lehman/Whiting offered Resolution Number 7217, A Resolution of the City of
Shakopee, Minnesota, regarding participation in the Minnesota Department of Public
Safety's Toward Zero Deaths Enforcement Grant, and move its adoption. (Motion
carried under the Consent Agenda)
4.E.1 Lehman/Whiting offered Resolution No. 7215, A Resolution Setting the Public Hearing
Date to Consider the Vacation of Rights -Of -Way. (Motion carried under the Consent
Agenda)
4.E.2 Lehman/Whiting offered Resolution No. 7216, A Resolution Authorizing Payment to
Scott County for the Back -Up Battery System for the Bus Only Gates and LED Light
Fixtures for Eagle Creek Transit Station. (Motion carried under the Consent Agenda)
Official Proceedings of the July 17, 2012
Shakopee City Council Page 2
4.F.1 Lehman/Whiting moved to approve the bills in the amount of $1,113,985.61 and
electronic transfers in the amount of $434,181.66 for a total of $1,572,167.27. (Motion
carried under the Consent Agenda)
4.F.2 Lehman/Whiting moved to approve the minutes of July 2, 2012. (Motion carried under
the Consent Agenda)
4.F.3 Lehman/Whiting offered Resolution No. 7213, A Resolution Appointing Judges of the
Election and Establishing Compensation, and move its adoption. (Motion carried under
the Consent Agenda)
4.F.4 Lehman/Whiting 1. Moved to approve the application and grant a temporary on -sale 3.2
percent malt liquor license to the Shakopee Jaycees, Inc. for the fenced in beer garden
(Tent A — near Stage area) at Huber Park, on Friday, August 3, 2012 from 5:00 p.m. to
midnight and the bar being cleared of alcohol by 12:30 a.m., and on Saturday, August 4,
2012, from 11:00 a.m. to midnight and the bar being cleared of alcohol by 12:30 a.m. 2.
Moved to approve the application and grant a temporary on -sale 3.2 percent malt liquor
license to the Shakopee Jaycees, Inc. for the fenced in beer garden (Tent B — near Taste
of Shakopee area) at Huber Park, on Thursday, August 2, 2012, from 5:00 p.m. to 11:00
p.m. and the bar being cleared of alcohol by 11:30 p.m., and on Saturday, August 4,
2012. From 11:00 a.m. to midnight and the bar being cleared of alcohol by 12:30 a.m.
(Motion carried under the Consent Agenda)
4.F.5 Removed from Consent Agenda.
5. Mayor Tabke asked if there was anyone in the audience who wished to speak about an
item not on the agenda. No one responded.
6. Clay /Lehman moved to open the public hearing for Application for Taxicab License.
Motion carried 5 -0.
Mr. McNeill, City Administrator, said Mr. Getahun Haile, 257 Arabian Ave. E.,
Shakopee has applied for a taxicab license and a taxicab driver's license. The police
department has conducted the required background investigation and recommends that
the application for a taxicab license be granted.
Jeff and Louise Bradford, 882 Providence Dr., stated that the City has a current problem
with unlicensed taxi services operating in the city. The Bradford's said that in the past
they have contacted police to report non - licensed taxi services operating in the city but
there hasn't been any enforcement done about the situation.
Clay /Whiting moved to close the public hearing. Motion carried 5 -0.
Clay /Lehman moved to direct staff to have the police chief report back to Council
regarding enforcement of taxi cab licensing and usage. Motion carried 5 -0.
Whiting /Lehman moved to approve the application and grant a taxicab license for one
taxicab to Getahun Haile, 257 Arabian Ave. E., Shakopee, conditioned upon meeting all
the requirements of the City Code for said license. Discussion followed.
Cncl. Lehman asked that the name of the taxi service company. Mr. McNeill stated that
he would follow up and email that to Council.
Official Proceedings of the July 17, 2012
Shakopee City Council Page 3
Mayor Tabke asked for a vote on the motion. Motion carried 5 -0.
7. Cncl. Lehman stated that he took 4.F.5, 2012 Derby Days Authorizations, off the Consent
Agenda because he is questioning the request to shut down Hwy 101 from Spencer Street
to Lewis St. or to put up temporary stop signs on Fillmore Street and 1 Avenue.
Jack McGovern, Shakopee Derby Day's President, said that Scott County will not allow
the shutdown of Hwy 101. There were will be extra police patrol on that night to help
with pedestrian traffic and vehicle traffic.
Mr. McGovern also said that the fund raising efforts are bleak this year as well as
volunteer efforts. Mr. Clay asked if the Council had money in their budget that they
could donate money to Derby Days. Ms. Linnihan said the State Auditor's Office states
that there are concerns about Cities donating cash to an organization. Mr. Lehman
reminded Council that the staff that is used during Derby days is an in -kind donation and
totals up to approximately $12,000.
Lehman/Schurman moved to approve the various requests of the 2012 Derby Days
committee listed in the memo. Discussion followed.
Cncl. Whiting said that there are some electrical issues in the park that the City could
possibly help out with in the future. This might be a way to elevate some of their rental
fees for generators, wiring and fuel costs. Mayor Tabke asked for a vote on the motion.
Motion carried 5 -0.
8. Schurman/Whiting moved to recess for Economic Development Authority meeting.
Motion carried 5 -0.
9. Mayor Tabke reconvened the meeting.
10.E.1 Mr. McNeill presented Council with the Appointment of members to US 169 /CR 69
Orderly Annexation and Development Study Committee.
He is asked that Council should appoint two of its members to serve on the committee to
study land use, frontage road connections, and utility issues for the US 169/69
interchange.
Whiting /Schurman moved to appoint Mayor Tabke and Cncl. Lehman to serve on the
proposed US 169 /CR 69 Orderly Annexation and Development Study Committee.
Motion carried 5 -0.
10.E.2 Mr. McNeill presented Council with the Adoption of Action Steps for 2012 -13 Goals and
Objectives.
Mr. McNeill said that staff was directed by Council to return with an implementation
plan. In June the Department Heads met and identified action steps, designating
responsible parties and target dates for implementation.
After discussion it was decided not to adopt the goals and objectives but for Department
Heads to bring back the top three urgent issues to discuss with more in -depth direction
from City Council such as measurable goals, accountability and long term goals.
Official Proceedings of the July 17, 2012
Shakopee City Council Page 4
10.F.1 Kris Wilson, Assistant City Administrator, presented Council with the Change to
Deferred Compensation Providers.
Ms. Wilson said the City offers deferred compensation plans from two providers,
Nationwide and ICMA -RC. She said she looked into changing providers due to customer
service issues and that the City is required to offer the Minnesota Deferred Compensation
Plan managed by the
Minnesota State Retirement System (MSRS). Because of these issues, the City's broker,
Financial Concepts, Inc. (FCI conducted a review of the providers. The results of FCI's
comparison found that the fees charged by the current providers are higher than normal.
Ms. Wilson is recommending the City discontinue its deferred compensation plan with
Nationwide Retirement Services and offer the plan managed by MSRS and continue to
offer the ICMA -RC deferred compensation plan at the new, lower rate offered. She is
also recommending that the City start offering employees their choice of the tradition
pre -tax 457 plan or the newer after -tax Roth 457 plans that have become available this
past year.
If approved the changes will happen between now and September 30 Information
meeting will be held for all interested employees. There is no notable budget impact for
the City.
Whiting/Schurman moved to authorize the offering of the Minnesota Deferred
Compensation Plan to all benefits- eligible employees, to discontinue the plan currently
offered through Nationwide and to transfer all current Nationwide accounts to one of the
City's new or remaining providers. Motion carried 5 -0.
Schurman/Clay moved to authorize the offering of both pre -tax and after -tax deferred
compensation plans for benefits- eligible employees. Motion carried 5 -0.
11. Mayor Tabke asked for Council liaison reports. Cncl. Whiting attended the school board
meeting where they discussed future land acquisition. Cncl. Whiting feels this discussion
might be something the City would want to participate in as a joint effort for the City's
future land needs. Cncl. Clay attended the Shakopee Public Utilities Commission
(SPUC) meeting. He talked about the conditions of the men injured in the electrical
accident that happened the previous day. The electric and water usage is high because of
the heat and lack of rain. There was also discussion regarding SAC credits. Cncl.
Lehman had no report. Cncl. Schurman said she attended the Grand Re- Opening of
Sam's Club. Mayor Tabke attended a Regional Council of Mayors' meeting in which
Met. Council presented long -term planning within the region. He also attended the
Intergovernmental Working group with the Shakopee Mdewakanton Sioux Community.
He also attended the Families and Individuals Sharing Hope (FISH) meeting where he
spoke about cultural diversity initiatives in Shakopee.
12. Other Business — None.
13. Lehman/Whiting recessed for a 10 minute break.
Mayor Tabke reconvened the meeting at 8:17 p.m.
14. Bruce Loney, Public Works Director /City Engineer, and Jeff Weyandt, Assistant City
Engineer, presented Council with the Capital Improvement Program, 2013 -2017.
Official Proceedings of the July 17, 2012
Shakopee City Council Page 5
Mr. Loney said that the CIP is one of the City's primary planning documents and is
developed to identify the community's capital needs. Capital spending can vary from
year to year and financing capital projects can require debt planning. A multi -year
approach helps to create an orderly replacement of infrastructure.
Mr. Weyandt and Mr. Loney presented Council with a PowerPoint presentation of the
sanitary sewer, storm drainage and street CIP project sheets.
Mr. Weyandt stated that the only source of income into the Capital Improvement fund is
through the State Aid Construction Allocation. The City receives approximately
$800,000 in construction money which goes into the CIP. The additional $440,000 that
the City gets for State aid maintenance is placed directly into the General Fund. What is
being proposed is to transfer all state aid dollars into the CIP. With the projects proposed
and putting the State Aid money into the account, the cash balance would go from $5.6
million to roughly $4.8 million over the next five years. The additional projects
summarized would require tax levies. In the past, the City paid for the projects through
the general fund or they were bonded for, or received a portion through special
assessment collections.
Julie Linnihan, Finance Director, said that in the past the City issued debt for a number of
projects, specifically reconstructions. What needs to occur for the proposed process to
work most effectively is to issue the debt and take on an annual debt service levy for
future debt or a tax levy increase, based on the annual principal & interest payment.
She said that typically when cities receive state aid the entire aid (maintenance &
construction) goes into the Capital fund because there is a need to start building that fund
to deal with future state aid projects which is not currently being done. In the past, the
state aid revenues in the general fund paid for the seal coating. Ms. Linnihan said using
state aid dollars from Capital funds and putting that money back into the Capital funds is
a wise plan. She explained that Council may need to bring additional tax levy into the
general fund to pay for seal coating rather than using state aid funds.
Mr. Weyandt said in the past the City has been funding 70% of overlay assessments and
the remaining 30% has been assessed. The City has not been bonding for overlays which
add undue costs to the projects. He said in that in the past staff proposed a way to
eliminate assessments on overlays, council agreed, and passed a motion. However, the
proposal on how to continue to the capital improvement fund never went through because
other budget priorities required the use of the approved tax levy. He also said the CIF
fund is healthy and has been for the last three years but is now asking to put more money
into the fund to meet the future needs.
15. Schurman/Clay moved to adjourn to Tuesday, July 31, 2012 at 6:30 p.m. Motion carried
5 -0.
eting ende .•at 9:05 p m.
1\c
' lie Linnihan / \
Finance Director /City Clerk
Official Proceedings of the July 17, 2012
Shakopee City Council Page 6
Kim Weckman
Recording Secretary