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HomeMy WebLinkAbout7. Approval of Minutes: September 20, 2004, September 21, 2004 and September 27, 2004 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,NITNNESOTA SEPTEMBER 20, 2004 Mayor Schmitt called the meeting to order at 6:00 p.m. with Council members Lehman, Menden, and Helkamp present. Absent: Council member Joos. Also present: Mark McNeill, City Administrator; Judith Cox, City Clerk (left 6:45); Bruce Loney, Public Works Director/City Engineer; Gregg V oxland, Finance Director; Mark Themig, Park, Recreation and Facilities Director; Dan Hughes, Chief of Police; Terry Stang, Fire Chief and Mike Hullander, Public Works Supervisor. Mr. Voxland gave the opening remarks to begin the budget discussion on the Equipment Fund. He noted the Equipment Fund was projected to have an adequate cash balance for 2005 but it was under stress because of 1) increase in fleet vehicles that rent. is not being collected on yet and 2) the cost of vehicles and equipment for the Fire Department and other departments was rising faster than rent for these vehicles was being collected. Mayor Schmitt noted that in his opinion the depreciation schedule for the equipment was too long. Mayor Schmitt stated the City was trying to buy replacement equipment as well as additional equipment at substantially higher costs. This would not work if the depreciation were spread out over a long period of time. Mr. Voxland noted the depreciation was spread out over the life of a vehicle. Mayor Schmitt noted he was comfortable on the depreciation of the squad cars for replacement but he was very concerned about buying additional cars (increase fleet). Mr. V oxland noted the purchase of additional cars had not been addressed yet. There was discussion on this issue last year. Cncl. He1kamp suggested that additional vehicles come out of the departments operating budget in the year (General Fund) they were purchased and after that then come out of the equipment fund for replacement. Mr. Voxland noted Council in past years set up this account so new vehicles could come out of this Equipment Fund and not the General Fund. Mayor Schmitt noted the City had to come to grips with this problem. Cncl. Helkamp then suggested to keep the spirit of the Equipment Fund each department have a fleet expansion contribution based on their need transferred from their department operating budget to the Equipment Fund to be used for fleet expansion. Mayor Schmitt noted he was comfortable with that suggestion. Cncl. Lehman noted to begin to find a way to add new equipment to the Equipment budget he would like to see the inflationary multiplier used now be increased. He. stated he was more comfortable doing that rather than have the money come directly from the operating budgets (General Fund). Dan Hughes, Police Chief, gave a report on the vehicles he was requesting for his department for 2005. He was asking for five patrol vehicles. He noted four of these vehicles were replacement vehicles and one vehicle was an addition to the fleet. He stated in his opinion when a first response vehicle got to be over four years and around the 100,000-mile mark it was time to replace that vehicle. He noted he was also requesting a 4x4 utility vehicle; the current one had a use someplace else in the City. He noted he was also requesting to replace an unmarked police Official Proceedings of the September 20, 2004 Shakopee City Council Page -2- car that could be used elsewhere in the City. He noted he counted heavily on the City's maintenance division to keep the police vehicles working as long as they did. Terry Stang, Fire Chief, noted the equipment that he proposed for the Fire Department for 2005 and why this equipment was needed. Much of the equipment had been budgeted for in previous years but never purchased. He was asking for four replacement vehicles. Chief Stang noted the equipment he was requesting for 2005 thrn 2008 would be for equipment to build up the fleet so when additional stations were being built equipment would not need to be requested. The equipment being requested by Chief Stang was to replace old equipment. Cncl. Lehman noted how old some of the equipment was. Mr. Loney reported on the Engineering Division request for equipment for 2005. He noted he was requesting one replacement 4x4 truck for MUSA construction for inspections. The 1991 truck could be auctioned off if this replacement 4x4 truck could be purchased. Mr. Loney reported on the equipment requested for the Street Division. He noted he was requesting an additional truck with a wing, plow and sander because this additional vehicle was needed because of the growth in the City with the amount of miles added by new streets. Mr. Loney noted the Park Maintenance Division was requesting two items, one was an addition to their fleet and one was replacement. He noted one of the items was to be shared with the Building Maintenance Division. Mr. Loney noted in the Sewer Fund there were no purchases anticipated in 2005. Mr. Loney noted in the Storm Drainage fund there were three items requested to be purchased for 2005. Two ofthe items were for equipment replacement and the other item was an addition to the Storm Drainage fleet. Mr. Loney explained the equipment being asked for. Mr. Loney noted the funding for the items requested for caring for Storm Drainage would be cqming out of the Storm Drainage Fund and not the Equipment Fund. Mr. Loney noted the piece of equipment proposed to be added to the fleet was a piece of equipment that would be shared with other cities (there was interest already). Mr. Themig, Parks, Recreation and Facilities Director, reported on the Recreation Budget. Mr. Themig noted there were no anticipated purchases for 2005. He was proposing to delay the purchase of an ice resurfacer until 2006. He noted theice resurfacer was still in pretty good condition. Lehman/Helkamp moved to accept the equipment list for 2005 as presented. Mayor Schmitt was of the opinion that if the Council approved this list they were basically giving their approval for next year. Cncl. Lehman noted he did not agree with this statement. encl. Helkamp noted he was okay with the equipment list even if the department intended to purchase it. This equipment was coming out of the Equipment Fund and not the General Fund. Cncl. Menden did not have a problem with this equipment either. He was concerned about spending more money than what was being replaced. The fund needed to reflect what the City needed in the future. Official Proceedings of the September 20, 2004 Shakopee City Council Page -3- Motion carried 4-0. Cncl. Lehman left the Council Chambers at 7:10 p.m. and returned to the Council Chambers at 7:13 p.m. Cncl. Helkamp addressed funding the fleet expansion. He again suggested each department take a look at their needs over five years and come up with an average figure over five years and to contribute that amount to the Equipment Fund from the operating budget for fleet expansion. He asked this notion be given to the department heads and the Finance Director to have them come back with a report to see if they could live with this idea. Mayor Schmitt suggested increasing the inflationary factor by 2% on the rent and maybe depreciating the equipment over a shorter period of time. Cncl. He1kamp noted he did not see a big problem with the depreciation schedule. Most ofthe equipment lasted longer than it was depreciated for now. Mayor Schmitt would like Mr. V oxland to come up with a plan of what could be done to increase the money in the Equipment Fund for additions to the fleets. Mayor Schmitt stated he would like to see a list of the equipment bought in each year so the City had some idea of the equipment flow for succeeding years. Cncl. Lehman had a problem with taking money out ofthe department budgets for fleet expansion because this was taking money from the taxpayer when there was a balance inthe fund to begin with. Cncl. Lehman noted he would like Mr. Voxland to take a look at the rate for the inflationary rate used and the length of time of depreciation was calculated on. Cncl. Lehman directed Mr. V oxland to take a look at his idea and to come back with some solutions. Mr. Voxland talked about some projects from the Capital Improvement Fund (CIF). He noted some of the projects included in the CIP for municipal/building projects. He noted the City would be bonding for some portion of the new Public Works Building and there was the possibility of using some money from the Sewer Fund and Storm Drainage Fund for the new Public Works Building because they did use a portion of the building. He addressed the Fire Station sites. He noted there might be a referendum in 2006 for the Community Center expansion. Mr. Voxland noted the construction for the fire stations could use a new capital improvement facilities bonding authority passed by the legislature last year. The fire stations that would be constructed would be satellite fire stations and would not be extremely large. Mr. Voxland noted the projection of the Building Fund assumed the transfers in the General Fund was about $.5 million. Right now the transfers are running around $1 million. The General Fund transferred money to the Building Fund. He noted based on the projections there would be enough money in the account to build the new City Hall in 2008/09 without issuing bonds. There was discussion on bonding for the new buildings and canceling the debt service. Official Proceedings of the September 20, 2004 Shakopee City Council Page -4- Mr. McNeill, City Administrator, noted the City was working with Scott County (SCALE) on possibly constructing a joint training facility. Mr. Themig noted the building at the Aquatic Park needed to be replaced. This building was 36 years old and needed the most accessibility fixes. It was hoped a new building would attract more customers to this unique site. There were dollars planned for the future to fix-up other problems at the site. Chief Stang noted it would be hard to buy a plot of land for a fire station until it was known where the housing developments would be located. He stated he would have to sit down with the City's planning department and figure this out to the best of their knowledge so the fire stations could have manpower. It was noted the City was only looking at buying the land now; the construction would come at a later time. There was much discussion on the fire stations. Mr. Themig asked that the discussion on the Community Center expansion be deferred until the joint meeting with the task force, Park and Recreation Advisory Board and the City Council. He noted the community center expansion had been in the CIP for a number of years. Mayor Schmitt noted he did an analysis of the way the budget was put together. Mayor Schmitt noted he thought it was a good idea to plan but to think there would be five additional satellite fire stations in a community this size by 2010 was a little bit of a stretch. He felt the rest was generally in order. Mayor Schmitt addressed the funding of the projects proposed. He felt the bond payments needed to show up annually. Helkamp/Menden moved to accept the CIP as presented. .Motion carried 4-0. Helkamp/Menden moved to adjourn to Tuesday September 21,2004 at 7:00 p.m. The meeting adjourned at 8:08 p.m. Motion carried 4-0. [JAJ.~ dith S. Cox City Clerk Carole Hedlund Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,M~ESOTA SEPTEMBER 21, 2004 Mayor Schmitt called the meeting to order at 7:00 p.m. with Council members Lehman, Menden, and Helkamp present. Absent: Joos. Also present: Mark McNeill, City Administrator; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer; Mark Themig, Parks, Recreation and Facilities Director, and Jim Thomson, City Attorney. The pledge of allegiance was recited. Helkamp/Menden moved to approve the Agenda as written. Motion carried 4-0. Mayor Schmitt noted that he attended a Scott County Alliance for Leadership and Efficiency (SCALE) meeting. He stated he had a meeting with the Shakopee Mdewakanton Sioux Community (SMSC) and had positive expectations that this meeting resulted in a very good start to a potential relationship. Mayor Schmitt noted he participated in the Scott County Road Tour. He stated this tour showed what the County was planning in their five-year plan. He noted there were the Northridge Apartment Complex dedication and a ground breaking for the Dean's Lake Development today that he attended. LehmanlHelkamp moved to approve the Consent Agenda as written. Motion carried 4-0. Mayor Schmitt asked if there were any citizens present in the audience who wished to address any item not on the agenda. . Ken Kimmes, from WalMart, approached the podium and asked the Council ifthere were any concerns or questions they had for him; he wanted to make sure WalMart was a good neighbor. He stated WalMart had a little bit of money left in their budget to distribute for 2004. Cncl. Helkamp noted Mr. Kimmes should get in contact with Mr. Themig, Parks, Recreation and Facilities Director. LehmanlHelkamp moved to approve the meeting minutes for July 20 and July 22, 2004. (Motion carried under the Consent Agenda). LehmanlHelkamp moved to pay the bills in the Amount of$I,484,084.37 plus $335,810.07 for refunds, returns and pass through for a total of $1,819,894.44. (Motion carried under the Consent Agenda). [The list of bills is posted on the bulletin board at City Hall for one month following approval]. Helkamp/Lehman moved to open the public hearing on the proposed vacation of right-of-way on Fillmore Street lying south of 4th A venue. Motion carried 4-0. Official Proceedings of the September 21,2004 Shakopee City Council Page -2- Mr. Leek, Community Development Director, noted staff and the Planning Commission did recommend approval of this vacation of right-of-way. He did note there was a sanitary sewer line in the area and the recommendation of approval for the vacation was conditioned upon retention ofthe drainage and utility easement. Mr. Leek requested the amended Resolution No. 6112 on the table be approved tonight. This amended resolution clarified that the drainage and utility easement would be retained. Mike Orm, Attorney with Orm and Associates, representing the applicant, approached the podium and noted the alley access along Fillmore Street to 4th Avenue had been removed and was covered with grass. He noted he was present for questions. Mr. Orm stated that he and his client were okay with the. City retaining the drainage and utility easement. Mr. Leek noted this petition was specifically for the portion of right-of-way from Fillmore Street lying south of 4th A venue and north of 5th Avenue. Helkamp/Menden moved to close the public hearing. Motion carried 4-0. Lehman/Helkamp offered Resolution No. 6112, A Resolution Of The City Of Shakopee Vacating Right Of Way For Fillmore Street South of 4th Avenue And North of 5th Avenue, and moved its adoption (amended Resolution No. 6112). Motion carried 4,:,0. Cncl. Menden noted he attended the Vision Shakopee meeting and this group was exploring the idea of holding a festive holiday activity. Cncl. Helkamp noted he was at the SCALE meeting on September 10, 2004 and further information would be heard later tonight regarding the SCALE meeting. He noted he attended the ground breaking out at Deans Lake and he attended the Northridge Court Apartment dedication today. He stated he also attended a Steering Committee meeting for SCALE for the joint safety training facility. Cncl. Lehman noted he attended the Citizen's Task Force that the Park and Recreation Department assembled for possible community center enhancements. He noted he attended the Heritage Society's meeting and noted that a representative from Scott County was there also with ideas. He noted he had another visioning meeting with a group of neighbors. He stated he attended the groundbreaking for the Deans Lake Development and the dedication of the Northridge Court Apartment complex. Lehman/Helkamp offered Resolution No. 6116, A Resolution Declaring The Costs To Be Assessed And Ordering The Preparation Of Proposed Assessments For The Weinandt Acres 1 st Addition Street Reconstruction, Project No. 2004-1, and moved its adoption. (Motion carried under the Consent Agenda). Official Proceedings of the September 21, 2004 Shakopee City Council Page -3- Lehman/Helkamp offered Resolution No. 6117, A Resolution Declaring The Costs To Be Assessed And Ordering The Preparation Of Proposed Assessments For The Prairie View Additions Bituminous Overlay Project, Project No. 2004-2, and moved its adoption. (Motion carried under the Consent Agenda). Mr. Loney, Public Works Director/City Engineer, noted there was a letter on the table from Jon McBroom, Superintendent of Shakopee Schools and e-mail from Diane Lee, principal of Shakopee Area Catholic Schools (SACS). He notec;l these people had been working with him on this report. He stated a need was seen for school safety speed zones for Sun Path Elementary and SACS Schools along 17th A venue to the point ofIndependence Drive, and Pearson Elementary School along 10th A venue, Dakota Street and Shakopee A venue. The school safety speed zones would consist of appropriate crosswalks and limited speed areas. He noted SACS was also concerned about the speed limit on the driveway going into the school and shared with the soccer complex. Mr. Loney noted this road was owned and maintained by the City of Shakopee and the City could put speed signs on the road. Mr. Loney was recommending some speed limit signs and a painted crosswalk on the shared driveway. Chuck Rickart, WSB & Associates, noted in general they looked at the crosswalks and the speed zones in the area where there needed to be something done for school $afety. He noted that the safest place for crosswalks were at controlled intersections. Mr. Rickart noted WSB' s recommendations and rationale for SACS School and Sun Path School. He noted 17th A venue did not have many signalized intersections. He noted right now it was difficult to get accurate numbers from the schools because the area was not fully developed yet. Mr. Rickart stated WSB & Associates was recommending that the crosswalk on the west side of Dublin Street and 17th A venue be removed and relocated to the east side of Dublin Street and 17th A venue for Sun Path School. He noted WSB was also recommending a crosswalk on the east side of Independence Drive and 17th A venue at SACS School. Mr. Rickart noted he was looking at three locations along Independence Drive for additional crosswalks. These were at the north side of Thrush Street and the two entrances to the SACS School (south side of Eighteenth A venue and the south side of 17th A venue on Independence Drive). Mr. Rickart gave the rationale for the placement of these crosswalks. Mr. Loney noted that at some point the City might want to install flashers along 17th Avenue for additional school safety. Mr. Rickart addressed the speed zoning along Independence Drive and 17th Avenue. He noted reducing the speed was going to be very difficult. He noted the speed limit was now 35 miles per hour and he was suggesting a possible reduction in the speed. He noted what speeds were proposed where and when. He noted the City could set the school speed zone adjacent to the schools easier than the County could. Mr. Loney noted the speed zone for these two schools was a longer speed zone than normal. Official Proceedings of the September 21, 2004 Shakopee City Council Page -4- Mr. Rickart addressed his recommendations for Pearson Elementary School. He noted where the crosswalks were now located. He stated no additional crosswalks were being proposed for the Pearson Elementary area to get students to the controlled intersections. He did note the recommendations for school speed zones. He noted WSB had received a memo from the Shakopee Police Department that concurred with their recommendations. Cnc1. Lehman noted he disagreed with the traffic speeds in WSB' s recommendation for Dakota Street. He noted the residents in that area had a real issue with the speed on Dakota Street in the area of Pearson Elementary Schoo1. He would like to see some signs posted noting this was a school zone. Mr. Loney noted the School District and Police Department were discussing a four way stop sign at Dakota Street and Shakopee A venue. Mr. Loney noted this was a questionable area regarding stop signs at times. Mr. Loney noted putting up the "School Zone" signs would not be a problem. The Council discussed setting the speed limit on 17th A venue and possible scenarios when the . road was turned over to the County. Mayor Schmitt also asked if a school speed zone should be considered for the new location of the Junior High School. Mr. Loney noted the County would have to be worked with at some school sites because the County had jurisdiction in certain areas. Mr. Loney noted the City did have some information that could be applied to all school locations if need be. Mr. Loney noted the transportation patterns were continually changing in the City. Helkamp/Lehman moved to accept the report and authorize staff to implement the recommendations in the report to include a speed limit of 20 miles per hour for the shared driveway off 17111 Avenue to the City's soccer complex parking lot, as well as advanced crosswalk signage and with some school pedestrian signage on Dakota Street between 10th Avenue and Shakopee Avenue. (CC Document No. 358) encl. Menden thought this was a wise move. Motion carried 4-0. Lehman/Helkamp offered Resolution No. 6113, A Resolution Of The City Of Shakopee, Minnesota, Regarding Participation In The Southwest Metro Drug Task Force, and moved its adoption. (Motion carried under the Conse~t Agenda). Lehman/Helkamp moved to approve the closure of 4th Avenue from Atwood Street to Scott Street and Atwood Street from 4th Avenue to 3rd Avenue from September 27 to October 1,2004. (Motion carried under the Consent Agenda). Official Proceedings of the September 21, 2004 Shakopee City Council Page -5- Lehman/Helkamp moved to authorize the appropriate City staff to enter into agreements to extend the current Police Liaison Agreement By And Between The Independent School District 720 And The City Of Shakopee, and School Resource Officer Agreement By And Between The Independent School District #720 And The City Of Shakopee. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to authorize the appropriate City officials to enter into the D .A.R.E and Educational Services Agreement between Independent School District 720 and the City of Shakopee for the 2004-2005 school year. (Motion carried under the Consent Agenda). Mr. Themig, Parks, Recreation and Facilities Director, reported on the Aggregate Quarry reuse project concept plan. Mr. Themig noted this was a follow-up to a discussion earlier this year. Mr. Themig noted this quarry was a restored quarry that had been mined up to a few years ago. This site did propose several challenges (access to the site being a major concern). He noted the appraised cost of this site was approximately $1.7 million dollars and the City could purchase the land at a fraction of the appraisal cost ($250,000). Mr. Themig noted many possible partners in the development of the site had been involved with the concept plans. He noted how some of these possible partners would be involved with the site. Stuart Krahn, from Bonestroo, Rosene and Anderlik, approached the podium and noted initially three concept plans had been looked at with three access points onto the site at three different locations. The preferred plan was the plan with access to the site from the northwest corner of the property. Mr. Krahn explained how the site would be developed with the other partners in this plan along with some of the amenities ofthe site. He noted some shoreline stabilization needed to be done on the eastern shore. Mr. Krahn noted some cost estimates and some potential funding programs for the site. He noted what some financial contributions and improvements from various partners of the site were proposed to be. He stated it would cost about $8.3 million dollars to purchase and develop the site as planned now. Mr. Themig stated according to the agreement that had been developed the City was generally responsible for access to the lake because this was going to be developed as a park. The Prior Lake Water Ski Association would be the primary user of the site and the length of the agreement would be a twenty-five year term. Mr. Themig noted with this agreement the Prior Lake Water Ski Association would have exclusive use of the water surface from May 1 sl to October 31 st, with a provision to allow other water uses as agreed to by the City and the Prior Lake Water Ski Association. Mr. Themig noted this point was the most discussed throughout this process. Mr. Themig noted that the Prior Lake Water Ski Association had committed to sharing in the development costs of the roadways and trails at the site; they had agreed in concept to a revenue sharing agreement and to change their name to reflect their new home. He noted the terms of the agreement made the Prior Lake Water Ski Association subject to performance. Official Proceedings of the September 21, 2004 Shakopee City Council Page -6- Mr. Themig noted additional terms in this agreement and stated the terms would come back before the Council to be looked at again; right now there was no money in the CIP for this project. Mr. Themig noted the general terms of purchase with Aggregate Industries. Mr. Themig noted that Aggregate Industries needed some assurance that their industrial operations 011 the northeast corner would be able to continue. Mr. Themig noted this was a concept of the vision seen for this quarry. Cnc1. Lehman noted the City would not develop this project most likely for at least 15 years and he wanted the Prior Lake Water Ski Association to understand the timetable for development. A spokesperson for the Prior Lake Water Ski Association approached the podium and noted they were the sole user of the water surface at specific times but they were not the sole user of the site. There were complimentary multiple uses proposed for the site. Mayor Schmitt thought the contract with the Prior Lake Water Ski Association needed some additional work. The off-site parking was questioned along with access at the northwest corner. Mr. Themig noted that there had been no discussions with the adjacent property owner regarding the use of their property for off-site parking. Mr. Leek addressed the Council on potential access points to the site. Mr. Loney addressed the Council on the findings of Shakopee Public Utilities (SPUC's) study using this quarry as a possible water source for this community and others. He. noted SPUC had decided against using the quarry as a possible water source. Mr. Leek noted why the Krammer mining pit in Burnsville was a better mining pit water source. Cnc1. Lehman thought buying the property was fine but the development of the property would be a long time off. Cnc1. Helkamp agreed with Cnc1. Lehman on buying the land and Cnc1. Helkamp would like the City to move forward with planning, on the use ofthe property with various partners to see if development could start within the next few years. He would like to see the number of partners increase if possible. Cnc1. Helkamp thought the key to getting partners was having a plan. Cnc1. Menden concurred with Cncl. Helkamp. Mayor Schmitt stated he would support the acquisition of the land but he thought there were many items that still needed to be worked out. He stated the funding for this project needed to be unique. Mr. Themig stated all the City needed to do by December 31, 2004 was to sign a letter of intent to buy the property from Aggregate Industries and continue to work on the purchase agreement. Helkamp/Menden moved to direct the appropriate City staff to work with the City Attorney to finalize the use agreements and purchase agreement for the Aggregate Quarry property that is being offered for sale. Mr. Thomson, City Attorney, stated he did not see a binding use agreement happening with the Prior Lake Water Ski Association by December 31, 2004 based on all ofthe unknowns. He noted the purchase agreement could be made with certain contingencies in it by December 31, Official Proceedings of the September 21, 2004 Shakopee City Council Page -7- 2004. He understood the direction was to come back to the Council with an agreement that accomplishes what Aggregated Industries was trying to do. Brad Beneke, President of the Prior Lake Water Ski Association, noted the City had to move very rapidly on the purchase agreement and the public access. The actual development did not need to take place immediately but the agreements did need to be put in place other wise all the partners would be harmed. He noted these agreements needed to be in place to make this a usable facility. He noted their intent was to negotiate these agreements and to use contingencies only if necessary. Don V ry, from Aggregate Industries, stated they did have some issues but they did think this agreement could be worked out. He stated he would like to see an agreement worked out between the City and the Prior Lake Water Ski Association because the Prior Lake Water Ski Association did have first use of the water. Motion carried 4-0. LehmanlMenden moved to recess at 9:01 p.m. Motion carried 4-0. Mayor Schmitt re-convened the meeting at 9:11 p.m: Mr. Themig reported on the Huber Park site plan. Mr. Krahn gave a presentation on Huber Park. He noted the improvements that were proposed for development of the site. He stated these concept plans were developed using an update to the Master Plan for Huber Park along with input from residents of Shakopee through open houses. He noted three separate concept plans had been done but all the plans were merged together in the final concept plan. Mr. Krahn noted some of the park design features were: 1) riverbank stabilization, 2) performance stage (center of Park) and seating area (seating for 500),3) elegant entryway, 4) . river overlooks, 5) trail connections, 6) park trails, 7) picnic areas, 8) a fishing area, 9) a sledding area, and 10) parking lots. Mr. Krahn noted a background noise monitoring analysis was done and some monitoring on the river was done. He noted the findings. He noted the sound study confirmed that the performance stage should be at the 714-elevation mark as proposed in the concept plan. He stated the monitoring of the river show~d there was considerable fluctuation in the river levels. He noted these fluctuations in levels needed to be considered in the design of the Park. He noted the performance area was designed with historic elements in mind. He noted a traffic study had been done for certain entrances to the park keeping in the mind the safety of the people going to the park. He noted some options were recommended for crossing the intersections for Official Proceedings of the September 21, 2004 Shakopee City Council Page -8- pedestrians. He noted the pedestrian crossings needed more discussions with Scott County. Mr. Krahn noted the cost estimate for this particular park design was about $2.5 million. Mr. Themig stated the Environmental Advisory Committee (EAC) commented that more environmental friendly designs should be incorporated into the concept plan i.e. rain gardens. Mr. Themig noted there would be grant opportunities for this park. The timing of this project needed to be discussed. He noted the plan did show an emergency exit on Bluff Street. He noted as the City moved forward with this project there was the potential for a positive impact to the surrounding area (residents). The funding for the riverbank stabilization was brought up. Should this funding come out of park funds? The noise coming out of the park was also discussed. The access to the park was discussed and it was noted one option for access had negative impacts to the park. Mr. Themig noted some ways the cost of the park design could be reduced. He noted there were several options to reduce the cost but each option impacted the usability of the park. Mr. Loney and Mr. Themig addressed funding the riverbank stabilization. Cncl. Lehman pointed out that right now the CIP was $800,000 short for this project. Cncl. Menden noted the general upkeep of this park was quite expensive. Mr. Krahn noted all items in the park would be water proofed, disconnectable or above the 100 year flood elevation. The Park would be designed for flood events. Mayor Schmitt discussed the parking, access (Fillmore Street) and seating capacity for the Park. Mayor Schmitt stated he thought knowing the capacity of the Park was critical. The capacity, access and parking needed to be dealt with. He had a hard time with all these proposed vehicles feeding 1 st A venue. Right now he was uncomfortable with the unknown numbers. He wanted to be more definitive before there was finalization of any plan for this area. Mr. Themig noted one ofthe goals of this park was to create interaction between the park goers and the business area. Therefore, it was hoped that there would be parking downtown. Ed Wagner, a member of the Huber Park Design Committee, stated the numbers being kicked around were quite large. He had been on the committee to help design this park and he noted that they tried to design to be sensitive to the neighbors to the east. He did not know why it was assumed that there would be parking on Main Street and Bluff Street. He suggested "no parking signs". There needed to be thought on the Council's part as to how traffic could be re-routed to the park. Regarding the shortfall of $800,000, he suggested first looking at the river stabilization because this was the highest cost overrun and secondly looking at the relocation of the parking lots. Mike Stevens, a long time resident of the City down in the Bluff Street area, felt the City had not been telling the residents the full truth about the site. He had a different idea as to what the Park was suppose to be. He was disappointed with the numbers he was hearing. He stated Bluff Official Proceedings ofthe September 21, 2004 Shakopee City Council Page -9- Street was not designed for all the proposed traffic that would come with this type Park. He noted he had not heard this information until tonight. He thought the plan for the Park was getting to big. Helkamp/Menden moved to approve the proposed site plan and moved to direct staff to continue with preparing the final design plans, actively pursue additional funding, and return to Council with more information. Cncl. Helkamp saw no reason to direct traffic to Bluff Street. He noted this was a destination for pedestrians. People were not supposed to be driving just to the Park, the purpose was to walk to the Park from various areas. Cncl. Helkamp suggested some possible cutbacks for Huber Park. Cncl. Menden did not see a need to direct parking down Bluff Street. He noted parking downtown was good for the downtown merchants. He would like the Council to consider . including the restroom and storage building immediately. He noted however, he would like to see the bottom figure lowered through grant funding or reduction in other items. Cncl. Lehman agreed with Cncl. Helkamp. Motion carried 4-0. Mr. Themig addressed the creation of an accessibility task force. He stated the purpose of the task force was to re-evaluate the priorities two thru four for ADA fixes and to put together a plan as to how and when these fixes would be addressed. He noted he had several individuals from the community volunteer for this group. Cncl. He1kamp thought this was already done. A consultant had provided the City with a list of what needed to be fixed. Mr. Themig noted the transition plan from the consultant did not have dates assigned to it. He noted problems were identified but specific solutions were not identified and dated. It was Cncl. Helkamp's opinion that Mr. Themig would like some help crafting solutions and this could be done with tasking a group to do this. He thought this should be some group other than a task force. Mayor Sclunitt stated he went along with that thought. Cncl. Lehman noted he agreed withCncl. He1kamp. He noted the fixes were funding dependent and he thought the Council would need to do the plan. Mayor Schmitt noted there were some things the City was required to do on an annual basis. He was of the opinion that a citizen committee would evaluate and make an annual recommendation as to what the City needed to do so the Council would not have to deal with issue on an on-going basis. Menden/Helkamp moved to direct staff to return with additional information on creating a Handicapped Accessibility Task Force with a better definition of the actual tasks that this group Official Proceedings of the September 21, 2004 Shakopee City Council Page -10- would tackle and the need to have an annual review and how this would be done. Motion carried 4-0. Lehman/Helkamp moved to accept the resignation of Nicole Peterson with regret. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to accept the request from the Shakopee Police Civil Service Commission to begin the testing process for a police captain. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to accept Steve Menke's resignation form the Shakopee Fire Department with regrets. (Motion carried under the Consent Agenda). Lelunan/Helkamp moved to authorize Robert Gieseke to be appointed to 3rd engineer for the Fire Department to fill a vacancy. (Motion carried under the Consent Agenda). Lehman/Helkamp offered Resolution No. 6108, A Resolution Of The City Of Shako pee, Minnesota Amending Resolution No. 4231, Adopting A Personnel Handbook, and moved its adoption. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to approve the application and grant a temporary on-sale, liquor license to the Church of St. Mark, 350 South Atwood Street for October 16, 2004. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to approve the application and grant a tobacco license to Stop & Shop Stores Co., 312 West 1 st Avenue. (Motion carried under the Consent Agenda). Lehman/Helkamp offered Resolution No. 6114, A Resolution Providing For The Issuance And Sale Of $2,570,000 General Obligation Improvement Bonds, Series 2004C, and moved its adoption. (Motion carried under the Consent Agenda). Lehman/Helkamp offered Resolution No. 6115, A Resolution Providing for The Issuance And Sale Of $6,000,000 General Obligation Capital Improvement Plan Bonds, Series 2004D, and moved its adoption. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to transfer $475,000 from the Building Fund to the 2004D Building Bonds debt service fund. (Motion carried under the Consent Agenda). Mayor Schmitt reported on the SCALE legislative proposal. He noted the SCALE Legislative Committee talked about forming an effective lobby group to discuss issues and goals of the surrounding communities (members of SCALE) with the nine legislative representatives across Scott County. The Committee would like to get the state legislative representatives to operate on Official Proceedings of the September 21, 2004 Shakopee City Council Page -11- the communities' behalf. Mayor Schmitt and Cnc1. Helkamp would like the Councilors to come up with ideas that would help the City of Shakopee and County together. Cnc1. Menden asked staff to take a look at a 4 way stop for Vierling Drive and Fuller Street. Mayor Schmitt noted he had a letter from a resident regarding the discharge of firearms in the City. It was noted that this communication should be noted into the record as received. Follow- up action of the previous firearms complaint was explained. Lehman/Helkamp moved to adjourn to September 27,2004 at 6:30 p.m. at the Shakopee Community Center. The meeting adjourned at 11 :06 p.m. Motion carried 4-0. ~~c~. 4? City Clerk Carole Hedlund Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL SHAKOPEE COMMUNITY CENTER ROTARY ROOM. ADJ. REGULAR SESSION SHAKOPEE,MINNESOTA SEPTEMBER 27,2004 Note: This was a joint meeting with the City Council, the Park and Recreation Advisory Board and the Community Center Citizen Task Force. Mayor Schmitt called the meeting to order at 6:30 p.m. with Council members Menden, Lehman and Helkamp present. Absent: Joos. Staff also present: Mark McNeill, City Administrator and Mark Themig, Facilities and Recreation Director. Present from the Park and Recreation Advisory Board were: Jim Dorenkamp, Dave Pass, Gary Hartmann, Brian Madden, Arvid Sornberger, Rob Root and Elise Souder. Members of the Community Center Citizen Task Force are: Deanna Benner, Ron Carlson, John Clay, Jamie Colby, Steve Czech, Jim Dorenkamp, Dan Gasow, Dave Greening, Randy Gregor, Kitty Hauer, Dan Kubitz, Matt Lehman, Brian Madden, Don McNeil, Eric Nutter, Steve O'Neill, Shirley Reinke, Arvid Sornberger, Mike Thelen and Jon McBroom. Mr. Themig noted that the residents of Shakopee had been surveyed to see what improvements if any were wanted at the Community Center along with other community service improvements. . Mr. Themig noted that Dave Greening, Co-Chair of the Community Center Citizen Task Force, would be giving the presentation on the recommendation of the Community Center Citizen Task Force. Mr. Themig noted the Community Center Citizen Task Force had put in an incredible amount of work. Mr. Greening, Co-Chair Community Center Citizen Task Force, began his presentation with some background of how the Community Center Citizen Task Force came about. He noted when the survey was taken the three items mentioned the most where trails, parks and the community center. Mr. Greening noted the trails and parks were being addressed elsewhere and this Community Center Citizen Task Force was to address possible options for the Community Center. The five options that the task force came up with for the community center were: 1) closing the facility, 2) privatizing the facility, 3) expansion through the Public/Private partnership, 4) no changes and 5) expansion through public financing. Mr. Greening pointed out the positives and negatives with each option. Mr. Greening noted after the Community Center Citizen Task Force analyzed each option it was determined that option five (5) was the best option. The expansion of the Community Center would be best done with public financing. If the community did not support the community center expansion then the groupfelt the YMCA was the next best choice. This would be option three (3); but it did have some drawbacks. It was noted that the YMCA did not want to take on debt but they did know how to run some very good programs. Mr. Greening noted the public financing of the Community Center enhancements did not exclude partnerships after the enhancements were made. As Mr. Greening pointed out, the YMCA was Official Proceedings of the September 27,2004 Shakopee City Council Page -2- not interested in taking on debt but they may come in and run a program, as well as others, that they may be better qualified to offer as a special program than the City was. Mr. Greening noted that banquet facilities, playgrounds, pools and childcare were the highest amenities seen as revenue generators that people wanted. Mr. Greening also noted that a second sheet of ice seemed to be a revenue producer also. Mr. Greening noted the subsidy for the Community Center from the General Fund was around $360,000 per year and it was indicated that this subsidy would just continue to grow without additional revenues coming in from other recreational or enhanced recreational activities. It was noted that of all the community centers surveyed, not one of them, operated completely in the black. Mr. Greening did state that holding off on expansion now would only get more expensive in the future, the City already owned the land. It was noted the need was there and there were not many options open to the City. Mr. Greening did note when private partnerships were discussed, it was apparent that the partners were primarily interested in the revenue. The rates at the Community Center, if enhanced, would be raised some but not to the extreme. The gap between the revenue and expenses seemed to decrease in communities surveyed that had more amenities with their community centers. Mr. Greening noted the Community Center Citizen Task Force thought the recommendation should be based on the survey results of 2003 and that a special election bond referendum should be held. Mr. Greening noted the Community Center Citizen Task Force was very specific as to what expansion should be done (design features). He noted the Community Center Citizen Task Force was recommending the use of public dollars through a bond referendum for the.expansion of the community center with the design features focusing on a quality building, considering staffing needs and revenue generating amenities, along with possible partnerships for running some programs in conjunction with City programs. Mayor Schmitt noted a bonding referendum was the only way a community center could be financed unless the City had the cash. It was pointed out that the operating subsidy could end up being a wash if there was a positive bond referendum. It was noted with a referendum the taxpayers would be voicing their opinion. Mayor Sclunitt noted it was key to have community support for any program. Mr. Greening noted the task force proposed: 1) another citizen group be formed to finalize the specific recommendations for expansion, 2) that professional services be retained to provide a feasibility study, a market analyze and cost estimates for the proposed expansion and 3) information for voters be prepared on the proposed expansion. All of this work was to begin immediately. It was noted by several that the Community Center Citizen Task Force did a commendable job. The Community Center Task Force proposed what would be good for the City as a whole. Mayor Schmitt did point out the Community Center was for all the residents young and not so young. Mr. Somberger noted the subsidy that the Maplewood Community Center received was fairly small; was there something from this community center that the Shakopee Community Center Official Proceedings of the September 27, 2004 Shakopee City Council Page -3- could learn? Mr. Themig noted the Maplewood Community Center tended to act more like a club; they focused on memberships and had many more services to offer than the Shakopee Community Center had to offer. It was noted that they did a lot of marketing also. It was thought the marketing tool was a tool Shakopee needed to use. This marketing tool would/could generate support for a community center that would operate with a lesser subsidy form the City of Shakopee. The City also needed to talk with the School District to make sure no services would be duplicated with the expansion and the new high school. Mr. Themig noted the two different design approaches that could be taken to show the taxpayers what the proposed enhancements in the community center would offer via a bond referendum. The two design approaches had a significant cost differential. There appeared to be a general consensus that the second, most expensive, design approach probably was not the way to go initially. Lehman/Helkamp moved to direct the Community Center Citizen Task Force and staffto get costs and estimates to retain professional services to provide a feasibility study, market analysis, programmatic components and some conceptual drawings for a potential future expansion ofthe Community Center. Mayor Schmitt offered a friendly amendment to recommend to staff that they do a Request for Proposal (RFP) for a cost not to exceed some dollar amount. The motion maker and the seconder accepted this friendly amendment. Cncl. Lehman noted he would like to see something on paper showing the costs and what the future proposed expansion would look like so this could be shown to the taxpayers. He would like to see the taxpayers informed. The timing of this work for the proposed expansion to the Shakopee Community Center was discussed. Mr. Themig thought this work should be done before March. Cncl. Lehman called the question. Motion carried 4-0. Motion carried 4-0 on the amended motion. LehmanlMenden moved to direct staff to advertise for citizens to sit on a task force and to re- convene the current task force merging both task forces to move forward on the community center bond referendum strategies. Motion carried 4-0. Helkamp/Menden moved to adjourn to Tuesday, October 5, 2004, at 7:00 p.m. at City Hall in the Council Chambers. Motion carried 4-0. The meeting adjourned at 7:45 p.m. E1~x' &;(cl~rk Carole Hedlund, Recording Secretary