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HomeMy WebLinkAbout11/04/2015 DRAFT OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION LOCATION Council Chambers City Hall 129 Holmes Street South November 4, 2015 SHAKOPEE MINNESOTA 7:00 p.m. 1. Roll Call Present: Mayor Brad Tabke; Councilmember Matt Lehman;Councilmember Jay Whiting; Councilmember Kathi Mocol;Councilmember Mike Luce Staff City Administrator Bill Reynolds;Assistant City Administrator Kris Wilson;Public Works Present: Director/Engineer Bruce Loney; City Attorney Jim Thomson;Police Chief Jeff Tate; City Clerk Lori Hensen 2. Pledge of Allegiance 3. Approval of Agenda Mr. Reynolds stated that the following changes were made to the Agenda: 6.A.,Public Hearing for Delinquent Utility Charges,Res.No. 7627,Property owner names have been added to the Resolution 6.B.,Public Hearing for Certifying Delinquent Refuse Assessments,Res.No. 7630,Property owner names and addresses have been added to the Resolution. 6.C.,Certify delinquent miscellaneous charges including false alarms and lawn mowing services, Res.No. 7633,Property owner names were added to the Resolution 8.B.1.,Recognition of Shakopee Police Department for receipt of the 2015 International Association of Chiefs and Cisco Community Policing Award,was added to the Agenda. 8.C.2.,Report on Sanitary sewer lining project,was added to thr Agenda. 8.F.1.,Selection of Councilmembers for hiring Committee for the position of Director of Planning and Development and Finance Director,was added to the Agenda. Moved by Councilmember Jay Whiting,Seconded by Councilmember Mike Luce to approve the Agenda as amended. Vote: 5 -0 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 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.) Item 4.D.2.,Approval of Job Description for Grant& Special Projects Coordinator,was removed by Cncl. Luce for further discussion. Item 4.F.2.,Adoption of Metro Cities 2016 Draft Legislative Policy positions,was removed by Cncl. Lehman for further discussion. Item 8.C.1.,Approve the Regional sno-trail route in Shakopee for the 2015-2016 snow season,was added to Consent. Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to approve the Consent Agenda as amended. Vote: 5 -0 A. Community Development B. Police and Fire C. Public Works and Engineering 1. Consider a Traffic Control Change for Evergreen Lane and Valley View Road Motion to approve all way stop signs on Valley View Road at the intersection of Evergreen Lane. (Motion carried under Consent Agenda.) 2. Declare Five Vehicles as Surplus Property(C,F) Motion to declare five vehicles as surplus property.(Motion carried under the Consent Agenda) 3. Sidewalk and Trail Snow Removal Routes for 2015-2016 (A,E) Motion to approve the sidewalk and trail snow removal routes for 2015-2016. (Motion carried under the Consent Agenda) D. Personnel 1. 2016 Employee Insurance Benefits(E) Motion to approve Resolution No. 7632,a resolution establishing the City of Shakopee's contribution levels for employee insurance benefits for the year 2016, and move its adoption. The Council is also asked to authorize the appropriate officials to enter into contracts with Medica and Delta Dental for 2016 insurance offerings. (Motion carried under the Consent Agenda) 2. Approval of Job Description--Grant& Special Projects Coordinator(E) Approval of Job Description-- Grant& Special Projects Coordinator. The 2015 budget includes funding for a new position in the Administration Department. Following all of the conversation and work that has been done on the City's organizational structure this year, and looking at the priorities and needs moving forward,the job title of"Grants& Special Projects Coordinator" is being recommended instead, as it would best represent the responsibilities of the position. Research into other cities with a dedicated grants coordinator suggests that significant success in obtaining grants can be achieved within a few years of creating such a position,particularly in the public safety field. The proposed new position would be responsible for assisting all departments with the research and coordination that goes into a grant application, as well as the record keeping and reporting that is required once a grant has been obtained. The position would also provide assistance to the City Administrator and Assistant City Administrator on a variety of special projects and initiatives and serve as a back-up to the Communications Coordinator during busy times. Cncl.Luce questioned if it was possible to set a goal for the person in this new position to accomplish within the year.Mr.Reynolds replied that he does not feel that it would be possible to set such a goal.He stated that the person in this position will need to spend time determining what grants are available,and working through the application process.He added that part of the evaluation process will include reviewing accomplishments throughout the year. Cncl. Lehman asked if there will be enough work to keep the person in this position busy,or if it would be a shared position.Mr. Reynolds stated that he feels there will be more than enough work and special projects for the position. Discussion: Mayor Table stated that he feels this new position will be very beneficial to the City. Moved by Councilmember Jay Whiting,Seconded by Councilmember Mike Luce to approve the position description for the position of Grants&Special Projects Coordinator and authorize its placement in Grade 6 of the City's Non-Union Pay Plan. Vote: 5 -0 E. Parks and Recreation F. General Administration 1. City Bill List(F) Motion to approve the bills and electronic funds transfers in the amount$1,183,748.54 and payroll transfers in the amount of$481,322.74 for a total of$1,665,071.28. (Motion carried under the Consent Agenda) 2. Adoption of Metro Cities 2016 Draft Legislative Policy Positions(D) Adoption of Metro Cities 2016 Draft Legislative Policy Positions. Metro Cities is an association of more than ninety Twin Cities area municipalities which monitors the legislature and the Metropolitan Council, and advocates for legislation that will benefit cities and their stakeholders. Annually four Metro City"Policy Committees" meet to discuss and establish the recommended policy positions to be lobbied for the next year. Membership on the committees includes a mix of elected and appointed officials. The committees review Metro Cities positions in the following areas: •Municipal Revenue and Taxation •General Government •Housing and Economic Development •Metropolitan Agencies •Transportation At its annual meeting on Wednesday,November 18th,the draft policies will be considered for adoption. Each city is asked to designate a voting delegate. Councilor Mocol is the designated Council Liaison to Metro Cities. Cncl.Lehman stated that he has concerns about the League of Minnesota Cities not sending out the information early enough for the average citizen to read through it before the meeting. Cncl.Mocol stated that she will be attending the meeting,and would be happy to bring any concerns up. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to endorse the draft Metro Cities 2016 legislative policies,and empower Councilor Mocol to vote in accordance with the Council's direction. Vote: 4- 1 Opposed: Councilmember Mike Luce 3. Extension of Work Hours for Gateway South Motion to approve the suspension of City Code Sec. 10.60,Noise Elimination and Noise Prevention, Subd. 3,Hourly Restrictions on Certain Operations,D,for construction activity on the site of the Gateway South development at 4th and Shenandoah,by allowing construction to begin at 8:00 a.m. on Saturday mornings through December 19,2015. (Motion carried under the Consent Agenda) 5. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL-Provides an opportunity for the public to address the Council on items which are not on the agenda. Comments should not be more than five minutes in length. The Mayor may adjust that time limit based upon the number of persons seeking to comment. This comment period may not be used to make personal attacks,to air personality grievances,to make political endorsements or for political campaign purposes.Council Members will not enter into a dialogue with citizens,and questions from Council will be for clarification only. This period will not be used to problem solve issues or to react to the comments made,but rather for informational purposes only. No one responded. 6. Public Hearings: A. Public Hearing for Delinquent Utility Charges,Res No. 7629(C) Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to open the Public Hearing. Vote: 5 -0 Mr.Loney addressed the Council in regards to a Public Hearing for Delinquent Utility Charges,Res No.7629,A Resolution Ordering Certification of Unpaid Utility Charges for Collection with Payable 2016 Property Taxes and move its adoption.The City routinely certifies past due utility bills for collection with the property taxes. On October 6,2015,Council directed staff to start the assessment process for these delinquent accounts. Resolution No. 7629 certifies delinquent storm drainage and sanitary sewer fees on the tax rolls payable in 2016. In addition to these delinquent amounts,a$25.00 administrative charge will be added to each account if not paid by the public hearing. The property owners have been notified of the process and have until November 4,2015 to pay. William Strunk,303 1st Avenue West,had questions regarding a bill for past due refuse. Mayor Tabke informed him that refuse was the next item on the Agenda. Moved by Councilmember Jay Whiting, Seconded by Councilmember Mike Luce to close the Public Hearing. Vote: 5 -0 Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to approve Resolution No. 7629,A Resolution Ordering Certification of Unpaid Utility Charges for Collection with Payable 2016 Property Taxes and move its adoption. Vote: 5 -0 B. Public Hearing for Certifying Delinquent Refuse Assessments,Res.No.7630(E) Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to open the Public Hearing. Vote: 5 -0 Mr.Loney addressed the Council in regards to a Public Hearing for Certifying Delinquent Refuse Assessments,Res.No. 7630,A Resolution Certifying Assessments for Delinquent Refuse Bills, the Resolution would assess property owners on taxes payable 2016 for unpaid refuse and recycling services from the City's designated garbage hauler,Republic Services. Mr.Loney stated that in a previous action,the City Council has authorized City participation in the collection of delinquent garbage accounts in the City's designated"organized"collection area. By doing this,it eliminated the need to stop service to the accounts,which could lead to a higher incidence of illegal dumping. Ordinance No. 583 was passed on October 17,2000 which amended Section 3.15, Subdivision 7 of the City Code and obligated the property owners to pay the charges and costs for the collection and disposal of refuse and recyclable materials. Republic Services provided the City with a current list of delinquent accounts on October 28,2015, of which there were approximately 234 for a total amount due of$48,524.19. The of property owners to be assessed was available at the meeting.The listing will consist of Shakopee property owners who have either 1)not paid or 2)not paid in full their delinquent garbage bill to Republic Services. This list,which will accommodate Resolution No.7630, includes an administrative charge of$45.00 to cover the City's cost and a$25.00 charge to cover Republic Services costs in assessing these delinquent bills. These charges will be added to the delinquent bills once the assessments are adopted by Council. Cncl.Whiting asked who is responsible for clearing up a refuse bill past due from a previous property owner.Mr.Loney replied that it should be the Title companies responsibility,but if the bill was less than 60 days past due it would not show up on a title search. William Strunk,303 1st Avenue West,addressed the Council regarding a past due bill he received. He stated he would would work with Republic to clear up the bill. Cncl.Whiting asked Mr. Strunk if he could take care of the bill after the meeting and the fee would be waived. Mr.Loney stated that it was up to the Council if they wanted to waive the fee for Mr. Strunk. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to close the Public Hearing. Vote: 5 -0 Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to approve Resolution No. 7630,A Resolution Certifying Assessments for Delinquent Refuse Bills,and move its adoption.Excluding PID 27-0010860 contingent on the bill being paid by the end of the meeting,and waiving the administrative fee. Vote: 5 -0 C. Certify Delinquent Misc. Charges including False Alarms and Lawn Mowing Services, Res.No. 7633 (C) Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to open the Public Hearing. Vote: 5-0 Mr.Loney addressed the Council regarding a Public Hearing to Certify Delinquent Misc. Charges including False Alarms and Lawn Mowing Services,Res.No. 7633,a Resolution Ordering Certification of Unpaid Misc. Charges including false alarms and lawn mowing services for Collection with Payable 2016 Property Taxes and move its adoption.The City routinely certifies past due miscellaneous fees including false alarm and lawn mowing services for collection with the property taxes. On October 6,2015,Council directed staff to start the assessment process for these delinquent accounts. In addition to these delinquent amounts,a$25.00 administrative charge will be added to each account if not paid by the public hearing. The property owners have been notified of the process and have until November 4,2015 to pay before being assessed. A list of property owners to be assessed was made available at the meeting Wednesday evening.minimal. Cncl.Lehman asked if the assessments will be item specific.Mr.Loney answered that he is unsure how Scott County itemizes the tax statements. 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 to Resolution No. 7633,A Resolution Ordering Certification of Unpaid Misc. Charges including false alarms and lawn mowing services for Collection with Payable 2016 Property Taxes and move its adoption. Vote: 5 -0 7. Business removed from the Consent Agenda will be discussed at this time See items: 4.D.2.,Approval of Job description-Grants and Special Projects Coordinator 4.F.2.,Adoption of Metro Cities 2016 Draft Legislative Policy Positions 8. General Business: A. Community Development B. Police and Fire 1. Recognition of Shakopee Police Department for Receipt of the 2015 International Association of Chiefs of Police and Cisco Community Policing Award Mr. Reynolds stated that he would like to recognize Police Chief Jeff Tate and the Shakopee Police Department for receipt of the 2015 International Association of Chiefs of Police and Cisco Community Policing Award. Cncl.Lehman stated that the Shakopee Police Department is very professional and respectful. He added that the department has some very good programs to offer,and thanked Chief Tate and the Shakopee Police Department. Cncl. Whiting congratulated Chief Tate and the entire Police Department on the awards they have recently received. Cncl.Mocol also thanked Chief Tate and added that the awards received say a lot about the City of Shakopee. Cncl. Luce stated that he has participated in ride alongs with the Police Department and thanked Chief Tate and the entire department for the professionalism. C. Public Works and Engineering 1. Approve the Regional Sno-trail Route in Shakopee for the 2015-2016 Snow Season(D,E) Motion to approve the Temporary Regional Sno-Trail Routes in Shakopee for the 2015-2016 Snow Season as shown on the maps. (Motion carried under the Consent Agenda) 2. Report on Sanitary Sewer Lining Project Mr. Loney gave a presentation, and an update on the Sanitary Sewer Lining project. Cncl. Lehman asked what the life expectancy of the new liners would be.Mr. Loney replied they would last at least 50 years,possibly longer. Cncl.Lehman asked if a liner can be added from a customers home at a later date. Mr. Loney replied that a liner could be added from inside the clean out in a customers home and connect to the existing liner. If the clean out cannot be accessed from inside the home a clean out can be added outside the home to install the liner. Cncl. Whiting asked if there are situations in which a liner could not be added to a pipe. Mr. Loney replied that it would be difficult where a pipe has collapsed, or when there is a disjointed pipe. D. Personnel E. Parks and Recreation F. General Administration 1. Selection of Councilmembers for Hiring Committee for the Position of Director of Planning and Development and Finance Director Mr.Reynolds stated that he would like to have one Councilmember sit in on the interview for the Director of Planning and Development, and one Councilmember sit in on the interview for the Finance Director. Cncl.Whiting asked what the dates on the interviews would be.Ms. Wilson responded that the interview for the Director of Planning and Development would be held on November 13,2015,and the interview date for the Finance Director has not yet been finalized. Cncl. Whiting replied that would not be available for the interviews. Cncl.Lehman stated that he would be available for either one of the interviews. Cncl.Luce stated that he would also be available for either interview date. Cncl. Mocol stated that she has a conflict for the interview on November 13, and would not know about the interview for Finance Director until a date was set. Mayor Table stated that would like to be involved in the interview for the Director of Planning and Development. Cncl.Lehman responded that he would prefer to have someone who was going to be on the City Council in the future participate in the interviews. After much discussion it was decided that Cncl.Lehman would participate in the interview for the Director of Planning and Development on November 13,2015, and Cncl. Luce and Cncl. Mocol would be the primary and alternate attendees for the Finance Director interview when the date was finalized. Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce Motion to appoint Councilmember Lehman to participate in the interview for Director of Planning and Development, and appoint Councilmember Luce and Councilmember Mocol as the primary and alternates to attend the interview for the Finance Director at a date yet to be determined. Vote: 5 -0 9. Other Business There was none. 10. Adjourn to Tuesday,November 17,2015 at 7:00 p.m. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Mike Luce to adjourn. Vote: 5 -0 Lori Hensen Acting City Clerk Heidi Emerson Recording Secretary Mr.Reynolds stated that he would like to have one Councilmember sit in on the interview for the Director of Planning and Development,and one Councilmember sit in on the interview for the Finance Director. Cncl.Whiting asked what the dates on the interviews would be.Ms.Wilson responded that the interview for the Director of Planning and Development would be held on November 13,2015,and the interview date for the Finance Director has not yet been finalized.Cncl. Whiting replied that would not be available for the interviews. Cncl.Lehman stated that he would be available for either one of the interviews. Cncl.Luce stated that he would also be available for either interview date. Cncl.Mocol stated that she has a conflict for the interview on November 13,and would not know about the interview for Finance Director until a date was set. Mayor Table stated that would like to be involved in the interview for the Director of Planning and Development.Cncl.Lehman responded that he would prefer to have someone who was going to be on the City Council in the future participate in the interviews. After much discussion it was decided that Cncl.Lehman would participate in the interview for the Director of Planning and Development on November 13,2015,and Cncl.Luce and Cncl. Mocol would be the primary and alternate attendees for the Finance Director interview when the date was finalized. Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce Motion to appoint Councilmember Lehman to participate in the interview for Director of Planning and Development,and appoint Councilmember Luce and Councilmember Mocol as the primary and alternates to attend the interview for the Finance Director at a date yet to be determined. Vote: 5-0 9. Other Business There was none. 10. Adjourn to Tuesday,November 17,2015 at 7:00 p.m. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Mike Luce to adjourn. Ai Vote: 5-0 o ense Acting Ci lerk Heidi Emerson Recording Secretary