HomeMy WebLinkAbout01/06/2015 OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL
REGULAR SESSION SHAKOPEE MINNESOTA January 6, 2015
1. Roll Call
Present: Mayor Brad Tabke; Councilmember Matt Lehman; Councilmember Jay Whiting; Councilmember
Kathi Mocol; Councilmember Mike Luce
Staff Assistant City Administrator Kris Wilson; Community Development Director R. Michael Leek;
Present: Public Works Director/Engineer Bruce Loney; Finance Director/City Clerk Julie A Linnihan;
Economic Development Coordinator Samantha DiMaggio; City Attorney Jim Thomson
2. Pledge of Allegiance
3. Approval of the Agenda
Ms. Wilson asked to add 3.A, A Resolution of Appreciation for Todd Brinkhaus -Res.No. 7539.
Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to approve the
agenda as amended.
Vote: 5 -0
3.A A Resolution of Appreciation for Todd Brinkhaus-Res.No. 7539
Ms. Wilson and Mayor Tabke presented Todd Brinkhaus with Resolution No. 7539. A Resolution of
Appreciation for Todd Brinkhaus for his 40 years of public service to the City.
Moved by Councilmember Matt Lehman, Seconded by Councilmember Mike Luce to offer
Resolution No. 7539, A Resolution of Appreciation for Todd Brinkhaus.
Vote: 5 -0
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 Council to remove any items from the
consent agenda for individual discussion. Those items removed will be considered following the
Public hearing portion of the agenda. Items remaining on the Consent Agenda will not be discussed
and will be approved in one motion.)
Moved by Councilmember Matt Lehman, Seconded by Councilmember Jay Whiting to approve the
Consent Agenda as presented.
Vote: 5 -0
A. Community Development
B. Police and Fire
1. Resolution No. 7537, Federal Grant Award for the Southwest Metro Drug Task Force (D)
Offered Resolution Number 7537, A Resolution of the City of Shakopee, Minnesota, Approving the
Violent Crime Enforcement Team (VCET) Grant Award with the Minnesota Department of Public
Safety, Office of Justice Programs, for the project entitled Southwest Metro Drug Task Force, for the
calendar year 2015. City officials are authorized to sign the current year agreement. (Motion carried
under the Consent Agenda)
2. Purchase of Portable Radios (E)
Moved to authorize the purchase of seven Motorola Portable Radios totaling$27,116.25. (Motion
carried under the Consent Agenda)
C. Public Works and Engineering
1. Approve a Preliminary Engineering Report for the 2015 Street Reconstruction Project 2015-1,Res.
No.7534 and Set a Hearing Date(E)
Offered Resolution No. 7354,A Resolution Receiving a Report and Calling a Hearing for the 2015
Street Reconstruction Project, Project No. 2015-1 and move its adoption. (Motion carried under the
Consent Agenda)
D. Personnel
1. Adoption of Updated Contribution Schedules for Post-Employment Health Care Savings Plan(HCSP)
Accounts-Res.No. 7538 (E)
Offered Resolution No. 7538,A Resolution Increasing the Employer Contribution to Employee's
Post-Employment Health Care Savings Plans, and move it adoption. (Motion carried under the
Consent Agenda)
2. Approval of Position Description for Victim&Community Services Coordinator(E)
Moved to approve the position description for the newly created Police Department position of
Victim& Community Services Coordinator and authorize it's placement in Grade 5 of the
Non-Union Pay Plan. (Motion carried under the Consent Agenda)
3. Authorization to Promote to Sergeant(E)
Moved to authorize the promotion of Officer Josh Davis to the position of Sergeant with the Police
Department, effective January 12, 2015. (Motion carried under the Consent Agenda)
4. Compensation for Acting City Administrator
Offered Resolution No. 7540, a Resolution Authorizing Compensation for the Acting City
Administrator, and move its adoption. (Motion carried under the Consent Agenda)
E. Parks and Recreation
1. Final Payment Authorization to Northwest Asphalt, Inc. for the Completion of Riverside Fields Park-
Res.No. 7536 (A,F)
Offered Resolution No. 7536, A Resolution Accepting the work of Northwest Asphalt, Inc.
on Riverside Fields Park Improvements and Authorizing Final Payment,project PR 2012-1 and
move its adoption. (Motion carried under the Consent Agenda)
F. General Administration
1. City Bill List(F)
Moved to approve the bills and electronic funds transfers in the amount$1,194,093.43 and payroll
transfers in the amount of$1,144,648.97 for a total of$2,338,742.40. (Motion carried under the
Consent Agenda)
2. City Council Minutes (F)
Move to approve the minutes from December 2, 2014 along with a noted correction on a vote.
(Motion carried under the Consent Agenda)
3. Approve Temporary On-Sale Liquor License for Shakopee All Night Graduation Party Fundraiser(F)
Moved to approve the Temporary On-Sale Liquor License for Shakopee All Night Graduation Party
Fundraiser. (Motion carried under the Consent Agenda)
4. Council Meeting Procedures (F)
Moved to approve the above listed Council meeting policies and procedures for 2015. (Motion
carried under the Consent Agenda)
5. Designation of Official Newspaper(F)
Moved to designate the Shakopee Valley News as the Official Newspaper for the City of Shakopee
for the year 2015. (Motion carried under the Consent Agenda)
6. 2015 City Council Liaison Appointments (F)
Moved to endorse the Council officer and liaison appointments. (Motion carried under the Consent
Agenda)
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.)
Shauna Ruthenbeck, 1120 Dakota St. addressed the Council asking them to consider the creation of a
digital dashboard on the City's website for easier citizen monitoring of the budget, Council voting
records, and other items. She also asked the Council to consider expanding from five member City
Council to seven members.
Chris Taylor, 532 Spencer St., asked Council for more information regarding the Henderson Project.
Mr. Leek advised Mr. Taylor that the Planning Commission's meeting of January 8th would be
addressing the subject and encourage him to attend the meeting.
7. Public Hearings:
A. 2015 Currency Exchange License for DRM LLC dba Excel Pawn-Res.No. 7535 (F)
Moved by Councilmember Kathi Mocol, Seconded by Councilmember Mike Luce to open the public
hearing.
Vote: 5 -0
Ms. Linnihan said that DRM LLC dba Excel Pawn,450 1 st Avenue West has made application for
renewal of the currency exchange license.
The license is ultimately issued by the State of Minnesota. Current law requires that the local
municipality approve or deny the issuance of a license, after published notice and a public hearing.
The applicant has provided the State with the required$10,000 Currency Exchange Surety Bond. The
Police Department has advised that they are unaware of any reason for the City of Shakopee to object
to the granting of a currency exchange license to DRM LLC dba Excel Pawn.
Mayor Tabke asked if there was anyone in the audiance that wished to speak at the public hearing.
No one responded.
Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to close the public
hearing.
Vote: 5 -0
Moved by Councilmember Jay Whiting, Seconded by Councilmember Mike Luce Offered Resolution
No. 7535, A Resolution Approving the application of DRM LLC dba Excel Pawn for a Currency
Exchange License and move its adoption.
Vote: 5 -0
8. Business removed from the Consent Agenda will be discussed at this time
None
Moved by Councilmember Matt Lehman, Seconded by Councilmember Jay Whiting to recess for five
minutes.
Mayor Tabke reconvened the meeting.
Vote: 5 -0
9. General Business:
A. Community Development
B. Police and Fire
C. Public Works and Engineering
D. Personnel
E. Parks and Recreation
F. General Administration
1. Transition Plan & 1 st Quarter 2015 Work Plan
Ms. Wilson said that following her appointment to the role of Acting City Administrator, Council
directed a transition plan be brought forward with recommendations for prioritizing and balancing
workload in the corning months.
She providing the following transition plan with emphasis on staffing needs, existing work plan,
suggested Council Focus for January through May, 2015 and a facilitate workshop.
Ms. Wilson discussed staffing needs. The City has a total of 14 vacant or soon-to-be vacant full-time
positions. Hiring a City Administrator will be a high priority task in the coming months. She
recommended that the City hire an executive recruitment firm that specializes in public sector
positions to organize the search and selection process.
The Finance Director/City Clerk, Julie Linnihan,previously submitted a letter of resignation
effective January 30th. This is a key position within the City's management team and one that a new
City Administrator would likely prefer being involved in. Ms. Wilson recommends the City hire an
interim Finance Director to serve for approximately six to eight months.
Other open positions include some vacancies due to standard employee turn over and the City's
recent Retirement Incentive Program, as well as new positions established by the 2015 budget. Ms.
Wilson recommends that the hiring needs be met through a multi-pronged approach.
Key leadership and supervisory positions would be managed by Ms. Wilson, along with the one
position on the list that falls under the jurisdiction of the Civil Service Commission. Secondly, Scott
County has offered the assistance of its Employee Relations Department and steps have already been
taken to have its staff manage the process for several time-sensitive, front-line positions. Lastly, a
few of the new positions authorized in the 2015 budget would be delayed slightly,with postings
going out once other open positions have been filled. Council agreed with Ms. Wilson's staffing
needs and plan.
Next, Ms. Wilson discussed an existing work plan. She talked about a work plan that was approved
by Council in June of 2014 and items that were completed in 2014. There are items from the work
plan that staff will continue to work on during this transition period. They include research and
discussion surrounding the future of the Community Center and other community amenities; RFP for
a Railroad Quiet Zone; continued follow-up from the 101 Corridor Study; and re-codification of the
City Code.
There are a few items on the work plan that are recommended to be placed on hold during this
transition period. They include development of a performance measurement system and
development of an improved employee evaluation system. These are items that can be taken up
again upon the appointment of a new City Administrator. Cncl. agreed with Ms. Wilson's existing
work plan.
Ms. Wilson recommended to City Council the need for Council to focus on three major topics in the
coming months. They include organizational future,westward growth and the future of the
recreational and community amenities.
The first on this list will be working with the recruitment firm to articulate the skills, experience and
attributes desired in the next City Administrator and actively participate in the interview and
selection process when the time comes. In addition to this,there should be focus on the Phone
Survey of Residents, IT Strategic Plan, City Hall Feasibility Study and a related Organizational
Study. These initiatives are all nearing completion and staff would propose to bring several of them
forward for Council's information and discussion at your February 3rd workshop meeting.
Next is that the City has a limited supply of ready-to-develop land for commercial, industrial and
residential growth. There is a real need to examine opportunities for expansion of the City,
particularly into areas south of the new 69/ 169 interchange. This will involve working with
neighboring townships and land owners to revisit the existing orderly annexation agreement;
planning for the expansion(and funding)of urban infrastructure and services, and even creating a
master plan for the area in order to better communicate the City's development priorities and
preferences.
Information is being gathered and feasibility studies are underway related to the possible expansion
of the Community Center, development of a cultural and social center and the partnership
opportunities for moving forward. The feasibility study on expansion of the Community Center is
currently on track to be ready for Council workshop discussions in March and April. Cncl. agreed
with Ms. Wilson's suggestions for Council to focus on in the upcoming months.
Finally, during the Council's meeting of December 16th, it has been suggested that the Council may
benefit from a facilitated workshop/retreat to repair and strengthen relationships and communication
for the challenges that lie ahead. Ms. Wilson solicited recommendations for possible facilitators with
experience helping other City Councils navigate these issues. The purpose of this effort would be to
collectively establish operating standards and expectations that will allow for a respectful and
productive working relationship regardless of individual positions on the issues.
Cncl. Lehman and Cncl. Luce stated that would not participate in the workshop if a majority of
Council chose to do the meeting off camera. After further discussion, Council directed Ms. Wilson
to contact a consultant and come back to Council with their recommendations of what they think the
best procedure would be to move forward.
2. Selection of Search Firm for City Administrator Recruitment
Ms. Wilson suggested utilizing a professional search firm to hire the City Administrator. This
removes any conflict of interest that might arise as a result of existing staff managing the process,
and allows for the process to be driven by the Council as a whole.
Ms. Wilson presented a proposal from Waters & Company Executive Recruitment which is owned
by Springsted. Springsted serves as the City's financial advisor and is currently performing an
organizational study as part of the City Hall Feasibility Study. They have recently completed or are
in the process of completing City Administrator or Manager searches for the cities of Lakeville,
Bloomington, Oakdale and Bemidji, Minnesota.
The proposal outlines the process that Waters &Company would follow and provides background
information on the consultants that would lead Shakopee's search.
Funding for the $21,000 cost will come from unspent salary dollars resulting from the City
Administrator position being vacant during the search.
Cncl. Lehman and Cncl. Luce would like a proposal from two other companies. After further
discussion, Cncl. Lehman stated that if Springsted included a citizen panel in the interview process
and included in their agreement that the candidates are not apolitical,we is comforatable moving
forward with Springsted.
Moved by Councilmember Jay Whiting, Seconded by Councilmember Kathi Mocol to accept the
proposal from Waters& Company Executive Recruitment to conduct the search for a new City
Administrator, at a cost of$21,000. Discussion followed. Cncl. Lehman asked for assurances from
Springsted that they won't allow the process to become a political process. Cncl. Whiting and Cncl.
Mocol accept Cncl. Lehman's suggestion as an amendment.
Vote: 4- 1
Opposed: Councilmember Mike Luce
3. Review of 2015 Fee Schedule
At its December 16, 2014 meeting, the Council approved the City's proposed fee schedule for 2015.
However, staff was directed to return with a review of permit fees for projects that could be classified
as standard home maintenance and improvement.
Ms. Wilson listed out the fee schedule for"Additions &Remodels". She said each item is provided
for under the Minnesota State Building Code, as adopted by the City of Shakopee. The only permit
that the City of Shakopee has opted to require above and beyond those identified in the Code is the
fence permit. In every case,when a building permit of any type is taken out and paid for,the City
provides an on-site inspection by a licensed,professional building inspector.
The City does not require a permit or charge a permit fee for simply replacing a door or installing a
storm or screen door, as long as the door frame and supporting structure remain unchanged.
Therefore, staff is confident that permit fees to do exceed the cost of the permitted improvement.
The replacement of the entire door or window structure does require a permit, inspection and
payment of the associated fee as these are critical to health, safety and welfare. The framing of doors
and windows contributes directly to the structural integrity of a building,provide critical egress in
case of an emergency and their proper installation. Furthermore, the fees established for these
services are structured to recover the City's cost for providing the service.
After a brief discussion, it was decided not to make any changes at this time the 2015 Fees Schedule
that was adopted on December 16, 2014.
10. Closed Session to Discuss the Purchase of Property
Moved by Councilmember Matt Lehman, Seconded by Councilmember Jay Whiting to adjourn to
closed session as permitted under Minnesota Statute 13.D.05, Subd. 3, in order to consider purchasing
property located in the northeast corner of the intersection of Trunk Highway 169 and County Road 69
and property located at 234 First Ave West.
Vote: 5 -0
A. MNDOT Property Near CR 69/TH 169 (B,D)
Mayor Tabke reconvened the meeting.
Moved by Councilmember Kathi Mocol, Seconded by Councilmember Jay Whiting to accept the offer
from MnDOT, contingent upon Planning Commission approval and MPCA action. Also, committing
to Vierling Dr. trail required by MnDOT.
Vote: 5 -0
B. 234 First Ave West(B)
General direction was given to staff. No action was taken.
11. Other Business
None
12. Adjourn to January 20, 2015 at 7:00 p.m.
Moved by Councilmember Matt Lehman, Seconded by Councilmember Mike Luce to adjourn to
January 20, 2015 at 7:00 p.m.
Vote: 5 -0
Julie A Linnihan
Finance Director/City Clerk
Kim Weckman
Recording Secretary