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HomeMy WebLinkAbout07/31/2012 TENTATIVE AGENDA CITY OF SHAKOPEE ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JULY 31, 2012 LOCATION: Council Chambers, City Hall, 129 Holmes Street South Shakopee 9Kission 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 Brad Tabke presiding 1 ] Roll Call at 6:30 p.m. 2] Approval of Agenda 3] 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] Approval of Change Order to CR 69 Project for Pierce Street Sanitary Sewer and Storm Sewer Repair (E) B] Approve Quote for Bituminous Trail Seal Coating for 2012 (E) C] Approval of Quotes for Green Meadows Park Building Shelter (A) D] Approval of Use of SAC Credits for CR 69 Utility Construction (E) 4] Derby Days Discussion A] City Financial Participation in Derby Days Activities 5] FY 2013 Budget Discussion A] Introduction, Process, and Scheduling B] Departmental Budget Requests 1] Mayor /Council a. Mayor Council Initiatives & Requests 2] Public Works a. Engineering b. Street c. Fleet d. Park Maintenance e. Sanitary & Surface Water Funds 3] Community Development a. Planning b. Inspections c. Transit d. EDA 4] Finance /Clerk 5] Adjourn to Wednesday, August 8, 2012, at 7:00 p.m. OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA JULY 31, 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; R. Michael Leek, Community Development Directar; Bruce Loney, Public Works Director/City Engineer; and Julie Linnihan, Finance Director/City Clerk 2. Mayor Tabke asked if there were any additions or deletions to the agenda. No changes. Lehman/Clay moved to approve the agenda. Motion carried 5-0. 3. Mayor Tabke asked if there were any additions or deletions to the Consent Agenda. Cncl. Whiting asked to remove 3.D, Approval of Use of SAC Credits for CR 69 Utility Construction. Lehman/Whiting moved to approve the Consent Agenda as modified. Mr. McNeill read the Consent Agenda. Motion carried 5-0. 3.A. Lehman/Whiting moved to authorize staff to approve a change order, not to exceed $30,000 with Chard Tiling and Excavating to construct utility improvements on Pierce Street north of CR 69. (Motion carried under the Consent Agenda) 3.B. Lehman/Whiting moved to accept the quote from Gopher State Sealcoat, Inc. for the price of$52,442.00 and authorize staff to proceed with the 2012 Trail Sealcoat projects. Funds to be expended from the 2012 park maintenance budget. (Motion carried under the Consent Agenda) 3.C. Lehman/Whiting moved to authorize the purchase of services or materials from Dorn Construction, Minnesota Plumbing and Heating, and Link Lumber Company, according to quotes submitted for the construction of the Green Meadows Park shelter building. (Motion carried under the Consent Agenda) 4.A. Mark McNeill, City Administrator,presented Council with the Derby Day's Participation. Mr. McNeill stated that at the July 17th Council meeting Jack McGovern, Derby Day's president, reported that contributions toward the Derby Days Celebration have fallen significantly short for 2012. At that time Council members asked what contributions the City could make to help. Official Proceedings of the July 31, 2012 Shakopee City Council Page 2 Mr. McNeill said that he was advised that cities are limited by state law and by various State Auditors' opinions as to the type of participation monetary support of community- wide celebrations. If Council wants to lend support with tax dollars, one option is to fund the Derby Days' Fireworks display. Firewarks are one of the activities specifically authorized in State Law that may be financed by City contributions. Funding would come from the unallocated line item in the 2012 budget. Jack McGovern, Derby Day's President, advised Council of the shortfall in contributions and thanked Council and Public Works employees for their support in time and resources. Whiting/Clay moved to direct staff to make a payment to the 2012 Derby Days Committee in the amount of$10,500 unallocated funds to be earmarked for the Sunday evening fireworks display at Derby Days. Motion carried 3-2 with Cncl. Lehman and Schurman opposing. 3.D. Bruce Loney, Public Works Director/Engineer, presented Council with the SAC Credits for CR 69 Sanitary Sewer Project. Mr. Loney advised Council that on September 20, 2011 City Council adopted Resolution No. 7122, ordering a sanitary sewer and water extension Project No. 2011-6. The work will be completed soon and Mike's Repair Shop has indicated a desire to connect to sewer and water. Previously, Council has indicated a willingness to grant Sewer Availability Charge (SAC) credits to these parcels. Cncl. Whiting said that he asked for the removal of this item off the Consent Agenda because of the recent request by Dr. McGraw to use one SAC credit for his business located on Lewis St. CncL Whiting wanted it clarified that the parcels that were granted the SAC credits were previously not connected to City sewer and water where as Dr. McGraw's property does have connection. Mr. Loney confirmed Cncl. Whiting's assessment. Whiting/Clay moved to grant Metropolitan Council Environmental Services Sewer Availability Charge (SAC) credits and waiving the City SAC fees if a waiver of assessment appeal is received from property owners association with the CR 69 Utility Improvements Project No. 2011-6. Motion carried 5-0. S.A. Mr. McNeill provided an overview of the 2013 budget process. He advised that Scott County has not provided their tax rate and supplementary tax information. City staff will provide Council with their departmental budgets and request but he asks that Council not make any decisions on the budget until they have had time to review the entire budget in its entirety. Julie Linnihan, Finance Director/City Clerk, stated she received preliminary tax rate information from the County today. The fiscal disparities numbers are not expected to be obtained until late August. The preliminary tax information indicates a preliminary market value decrease of approximately 9% from the previous year. Official Proceedings of the July 31, 2012 Shakopee City Council Page 3 She discussed the new budget format that is being presented. She said in the past the City has had an annual underspend. Staff is looking at ways to budget more closely to actual spending, reducing the 2013 underspend. S.B.1. Mr. McNeill presented the Mayor and Council budget. He said there are no changes in personnel costs other than the recording secretary services which had been provided by a contract employee will be provided by the same person who is now a full-time City employee. The budget shows a reduction for the City Attorney time and a reduction for Information Technology charges. He then discussed the Council initiatives with them. The first request is for an Economic Development Specialist. This position would be responsible for the full-time marketing of the City's economic development program. The cost for the position is approximately $72,000. Cncl. Whiting and Mayor Tabke feel this is an important position to consider. Cncl. Lehman is not in favor of the position. Cncl. Schurman said the position could be integrated into a current position in the city. Cncl. Clay had no comment. The second request if for a half-time Public Relations/Social Media Coordinator that would be responsible for monitoring the City's social media sites. The position cost is approximately $32,000. Mayor Tabke is in favor of the position, Cncl. Whiting and Cncl. Schurman would like to see current staff utilized for the position. Cncl. Lehman was not in favor of the position and Cncl. Clay had no comment. The last request is for a half-time Grant Writing position. The person would work with departments and research grant opportunities. Mayor Tabke is in favor of the position, Cncl. Lehman would like to research other entities that currently have grant writers and work with them. Kris Wilson, Assistant City Administrator, stated that this is the fourth year that staff has had to work with a flat levy and are out of ideas as how to cut out job duties without landing in legal trouble or serious complaints from citizens. She requested that if council had specific areas to eliminate work tasks, please provide specific direction. Mr. McNeill continued on with other Council initiative. Discussed were feasibility studies. Mr. McNeill talked about a request for an archaeological study west of Memorial Park to determine excavation for improvements and a study for a No Whistle Zone along the downtown 2°a Avenue rail corridor. Total cost for the studies is approximately $100,000. Cncl. Whiting and Lehman discussed the railroad proposal citing that the railroad would like higher speeds through town. Another initiative Council is suggesting is budgeting $20,000 for neighborhood festivals. City assistance would propose to help fund neighborhood celebrations, which will help establish a sense of identity and provide community connections. Cncl. Lehman commented that he is not in favor of this initiative. No other comments were made. There was discussion about downtown flower baskets at a cost of$13,000. The downtown partnership disbanded their group last year so there was no group to share the costs of the flower basket expense. Cncl. Clay is in favor of the flower baskets. Cncl. Whiting isn't in favor of the expense of flower basket but states it's the one thing people Official Proceedings of the July 31, 2012 Shakopee City Council Page 4 talk with him about. Cncl. Schurman stated that if a business wants to put out a flower basket they should pay for it and water it themselves. Cncl. Lehman asked why the baskets should only be hung at downtown businesses and not at other businesses such as locations at Dean Lakes. The last initiative is a recycling materials center at a cost of$50,000. This would establish a centralized recycling location for commercial/industrial and multi-tenant housing. Cncl. Lehman envisioned a program in Shakopee similar to the program in Bloomington and asked staff to look into how they conduct their recycling. Cncl. Schurman said she would like to see Shakopee partner with another entity to share the cost. Shawn Nelson, 603 E. 8th Ave., suggested to Council to look into purchasing artificial flowers for the flower baskets downtown. S.B.2. Mr. Loney presented the Public Works Department budget. Public Works is comprised of Engineering division, Street division, Parks division, Fleet division, Sanitary Sewer and Surface Water divisions. He stated he is not asking for any additional staff for any of the divisions unless Council decides to go ahead with the downtown flower baskets. He would need one additional seasonal staff person to care for them. S.B.2.a. He provided an overview of engineering responsibilities, staff, budget, and potential 2013 projects. Mayor Tabke asked Mr. Loney if the engineering department is able to get everything done with the current number of staff in that division. Mr. Loney stated he currently has sufficient staffing for this division. S.B.2.b. Mr. Loney discussed the street division. He provided an overview of the street division responsibilities, staffing, budget and items needed for 2013. He also said he has sufficient staffing for this division. However, as growth continues, staff and equipment may need to be added in the future. S.B.2.c. Mr. Loney discussed the fleet division. He provided an overview of the fleet division responsibilities, staff, budget and items needed for 2013. S.B.2.d. He then discussed the park maintenance division. He provided an overview of the park maintenance division responsibilities, staff, budget and items needed for 2013. He also reiterated the need for one additional seasonal staff inember if Council decides to purchase and maintains flower baskets next summer for the downtown area. Mayor Tabke asked Mr. Loney when the management of snow plowing or grass cutting becomes too much and the city should look at outsourcing those services. Mr. Loney said the management is not an issue at this point. The people who currently do the mowing and some of the plowing are seasonal employees which are hired at a rate of approximately$11 to $12 an hour. It wouldn't be cost effective at this time. S.B.2.e. He discussed the sanitary& surface water funds. He provided an overview of the divisions, staffing, budget and items requested in 2013. Official Proceedings of the July 31, 2012 Shakopee City Council Page 5 Lehman/Clay moved to recess for a 10 minute break. Motion carried 4-1 with Cncl. Punt opposing. Mayor Tabke reconvened the meeting at 8:50 p.m. S.B.3. Michael Leek, Community Development Director, presented the Community Development Budget. It is comprised of Planning, Inspections, Transit and EDA divisions. 3.B.3.a. Mr. Leek said the Planning Division has the same number of staff as it did in 1996. The planning staff plays a role in all building permit processes. There is no request for additional staffing for 2013. Future budget issues include land use fees which do not offset the cost of review of land use applications. He also talked with Council about the scope of the City's economic development initiatives, the future scope of historic preservation efforts, and changes to the code enforcement approaches, particularly the difference in resources needed for complaint based versus systematic enforcement. S.B.3.b. Mr. Leek discussed the Inspection Division. There is no change to the inspection staff. There are no significant increases in budget items proposed by the Inspection division, although there are increases in costs such as IT costs. Mr. Leek also said the inspections fees do not offset the costs of doing building permit review and inspection. Future issues include whether the City institutes rental licensing requirements and related inspections requirements in the future. S.B.3.c. Mr. Leek talked about Transit. Transit does not come out of the general fund. It is a dedicated fund and funded through Minnesota Vehicle Sales Tax (MVST). The majority of costs in the transit budget relate to payments to contract providers for costs related to providing the service, including vehicle maintenance and insurance costs. The City is actively engaged in the planning for and development of the Marschall Road Transit Station and it is contemplated that the City may contribute about $320,000 to the completion of the project. S.B.3.d. The last item is the Economic Development Authority (EDA). Mr. Leek said there are no changes planned in staffing, as staffing consists of a portion of his and other planning staff inembers' time. The EDA levy comes from the General Fund. The EDAC has recommended an increase in the levy from $80,000 to $150,000 to accommodate the fa�ade improvement program. Future issues include an addition of economic development staff; increased costs in connection with tax increment financing, use of SAC credits for economic development and infrastructure investment for economic development in the area of CR 69/TH 169. Mayor Tabke asked Mr. Leek if he thinks additional staff needs to be added to his department. Mr. Leek said the Planning and Inspection staff can handle the workloads that they currently have but may not be sufficiently staffed dependent on the additional activities Council would like to the City to engage in. He also asked Mr. Leek that since one of the goals of the Council is a need for economic development, is there a need for an Economic Development position to be added. Mr. Leek said that the need for an Economic Development person is something the Mayor Official Proceedings of the July 31, 2012 Shakopee City Council Page 6 (who proposes a new position) and Council need to work out. He said that the City is currently working on a variety of things jointly through SCALE that will probably facilitate some of those things that the Council may want an Economic Development position to do. Additional partnerships with the Chamber of Commerce may also address those needs in part. He said he can't answer if there is a need for an Economic Development person because he is not sure what the full scope of activities is that the Mayor and the Council have in mind, or how the potential partnerships with SCALE and the Chamber of Commerce might address them. S.B.4. Ms. Linnihan discussed the Finance/City Clerk Department. She stated that the Finance and City Clerk Departments merged together due to the recent retirements of the Finance Director, Accounting Clerk and the City Clerk. The Finance Director also includes the position of City Clerk as well as the position of account clerk was replaced with an accountant and an added secretarial position that was added in 2012. Future budget issues include election related issues and election judge training requirements. Ms. Linnihan also discussed moving toward a more technology driven system of record keeping. The Finance Department will continue to expand on audit criteria and compliance, specifically related to fraud detections and delegation of job duties. Job training, skill building and cross training continue to be priorities of the departments. 6. Whiting/Clay moved to adjourn to Wednesday, August 8, 2012 at 7:00 p.m. Motion carried 5-0. eting ended at 9:43 p - . ��� � � ��� Julie A. Linnihan Finance Director/City Clerk Kim Weckman Recording Secretary