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HomeMy WebLinkAbout7. Approval of Minutes: April 20, 2004 and April 26, 2004 OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,MINNESOTA APRIL 20, 2004 Mayor John J. Schmitt called the meeting to order at 7:00p.m. with Council members Helkamp, Lehman (7:02), Menden and Joos present. Also present: Mark McNeill, City Administrator; Judith S. Cox, City Clerk; R. Michael Leek, Community Development Director; Bruce Loney, Public Works Director/City Engineer; Gregg Voxland, Finance Director; Jim Thomson, City Attorney; Mark Themig, Facilities and Recreation Director; TerryStang, Fire Chief; Tom Pitschneider, Fire Inspector; John Fox, Firefighter and Tracy Schaefer, Assistant to the City Administrator. The pledge of allegiance was recited. The following item from the Agenda was deferred to a future meeting. Item No. 15.FA. Request of Scott County for Suspension of Noise Ordinance Restrictions for Scott County Jail Delivery After Hours. Mr. McNeill, City Administrator, added 15.F.8. Excel Energy's proposal regarding the Blue Lake Peaking Plant and Tax Considerations and 15.E.3. Accept Custodian Resignations and Authorize Hiring One Custodian. Helkamp/Menden moved to approve the Agenda as modified. Motion carried 5-0. Mayor Schmitt noted he attended the Vision Shakopee dinner, Scott County Alliance for Leadership and Efficiency (SCALE) meeting, Public Works Design meeting and a mediation session with the Welch's and Weinandt Acres 151 Addition residents regarding their drainage Issue. The following items were added to the Consent Agenda. 15.C.2. Award Contract for River District Sewer Reconstruction, Project No. 2003-1 and 15.C.3. Additional Traffic Control at Old Carriage Court North and Old Carriage Court Road. The following items were removed from the Consent Agenda. 15.A.l. SPUC Purchase and Easement Agreement for Property on Soccer Facility for Well Fields, 15.B.!. Request from Shakopee Public Utilities Commission (SPUC) for Waiver of Subdivision Criteria, 15.CA. Pipeline Crossing Agreement with Union Pacific Railroad for Project No. 1993-3, 15.F.1. Application for Tobacco License - Shakopee Exxon, Inc. and 15.F. 7. Authorize Execution of Deed for SPUC Headquarters Property. Lehman/Helkamp moved to approve the Consent Agenda as modified. Motion carried 5-0. Mayor Schmitt asked if there were any citizens present in the audience who wished to address any item not on the agenda. Official Proceedings of the April 20, 2004 Shakopee City Council Page -2- Donald Wagner, 519 East First Avenue, resident in the riverfront area, approached the podium and noted he had collected signatures from Shakopee businesses and Shakopee residents. This petition was to change two zoning areas in the Comprehensive Plan Update consistent with the changes directed by Council. He believed the zoning change to mixed use was proper and consistent with the Comprehensive Plan Update under review. The petition was submitted to. the Mayor and the Council, as Mayor Schmitt had requested in the January 2004 workshop. Mr. Wagner noted this rezoning was a compromise worked out last year by the residents and businesses in the area with the assistance with ex-Mayor Mars, Council members and the Planning Commission. Lehman/Helkamp moved to receive and file the petition. Motion carried 5-0. LehmanlHelkamp moved to approve the meeting minutes for April 3, 2004. (Motion carried under the Consent Agenda). LehmanlHelkamp moved to approve the bills in the amount of$I,360,092.41 plus $88,810.70 for refunds, returns and pass through for a total of $1 ,448,903.11. (Motion carried under the Consent Agenda). [The list of bills is posted on the bulletin board at City Hall for one month following approval]. John Fox, firefighter and paramedic for the Shakopee Fire Department, representing Heart Safe Communities opened the presentation on the donation from the St Francis Foundation for a new defibrillator. He noted the core group for Heart Safe Communities would consist of Allina Hospitals and Clinics, Allina Medical Transportation, St. Francis Foundation and many other community organizations. The Fire Department was looking at ways to better serve the community from a medical standpoint with the goal being to save more lives in the City. It was noted the Fire Department had some old defibrillators but the new defibrillators had new technology and were much better and more effective. Mr. Fox noted that the St. Francis Foundation planted the seed money to get the Heart Safe Program going. The Heart Safe Program was now looking for more partnerships. He noted the automatic external defibrillator was very effective and very easy to use. He stated having the defibrillator out in the community and available for anyone to use would save lives. Mr. Fox stated they partnered with Allina and now Medtronic because they wanted to get the consistency of the unit. He noted each unit cost approximately $2500; this included training and a cabinet for the unit. Mr. Fox stated Allina had been very good with public relations. A representative from theSt. Francis Foundation approached the podium and noted the donation of $2,500.00 had been given to the Shakopee Fire Department for use within the Fire Department. This donation was to kick-off the Heart Safe Communities Program. It was noted that St. Francis Regional Medical Center had been involved with this program and some schools. Official Proceedings of the April 20, 2004 Shakopee City Council Page -3- Helkamp/Menden offered Resolution No. 6048, A Resolution Of The City Of Shako pee, Minnesota, Accepting A Donation Of $2,500.00 For The Purchase Of An Automatic External Defibrillator For Use Within The Shakopee Fire Department, and moved its adoption. Cnc1. Menden thanked the St. Francis Foundation for their donation to kickoff the Heart Safe Communities Program. Motion carried 5-0. Helkamp/Lehman moved to open the public hearing on the proposed improvements to Valley View Road to County Road 83, Project No. 2004-3. Motion carried 5-0. Mr. Loney reported on the proposed improvements to Valley View Road from the Greenfield Addition East Plat Line to County Road 83. Mr. Loney reported that this improvement would provide a paved collector street that should help reduce traffic on County Road 17. Mr. Loney gave some background on this project that was ~ mile long. He noted this project had been Council initiated with a feasibility report being ordered on December 16, 2003 and the feasibility report being accepted by Council on March 16, 2004. Mr. Loney stated the project consisted of a section of bituminous trail along the north side of the Park Meadow Plat and some storm sewer improvements as well as a paved roadway with curb and gutter. Mr. Loney stated right now the road was gravel with some very questionable ditches. The road right now was classified as a '" ,.....-...... --- ...... Illl'-al=l'~aa:l::eFtllt~::bity-was-te=ka-w--LhtsTo:ad-ctass~~UeG-t-0f------------ -.;. street per the Transportation Plan of the City. There was an overhead powerline along the north side of this proj ect. Council previously ordered the overhead power lines in the Green Field Addition to be undergrounded; they would now have to decide what would be done with this portion of the overhead line. Mr. Loney stated currently there was no sanitary sewer along this portion of V alley View Road but there was an existing 12" DIP water main to the west ofthe intersection at Valley View Road and Independence Drive. He noted there was a 66-foot wide right-of-way along the corridor and with the preliminary plat of Park Meadow the City would gain another 17 feet of right-of-way for 83 feet of right-of-way for a quarter mile. The quarter mile to the east was 66 feet. Mr. Loney stated the City was looking at building a 44-foot wide urban roadway with parking allowed on both sides (some modifications may be necessary closer to the intersection with County Road 83). There would be a trail along the north side adjacent to the Park Meadows Plat. At County Road 83, the City was looking at building a right turn lane and a by pass lane as part of the project as safety improvements. Mr. Loney noted Scott County may participate in the cost of these safety improvements at the intersection of Valley View Road and County Road 83. It was noted the overhead power lines along Park Meadows Addition would need to be relocated in some fashion. Mr. Loney noted the City was looking at putting some sanitary sewer and water main stubs across Valley View Road. Mr. Loney noted the storm sewer would be provided. Official Proceedings of the April 20, 2004 Shakopee City Council Page -4- Mr. Loney noted the City was not anticipating any permanent easement acquisition would be needed for this project [however, more easement may be needed at the intersection of County Road 83]. The sidewalk and trail would not be constructed at this time because the City wanted to make the sidewalk and trail a requirement of the developer in areas along Valley View Road that were undeveloped at this time. There was the Park Meadows Plat and some large agricultural use parcels along this area of Valley View Road. The local street equivalent 36-foot on a front footage basis would be assessed for the street to property adjacent to ValleyView Road. The City would be picking up the oversizing cost for Valley View Road. The bituminous trail would be assessed to the Park Meadows Plat. The sanitary sewer and water main would be assessed on an area basis to the properties that would benefit from the sanitary sewer and water main. Shakopee Public Utilities would pay for the oversizing costs associated with a 12" water main. The storm sewer improvements would be assessed on a front footage basis to the properties benefiting :from the storm sewer and the street lighting system was proposed to be assessed at 50% with the City picking up the other 50%. Mr. Loney noted the safety improvement to the intersection at County Road 83 and Valley View Road would benefit the entire City and the City would work with Scott County to get some cost participation for that intersection; Mr. Loney noted the total cost of the project was $840,000.00. Mr. Loney noted the project cost for project No. 2004-3 was cost effective, feasible and necessary to build this road to a collector street. -. - - Mr. Loney stated a letter of objection was submitted to the City from Robert W. Weckman and Cathy A. Weckman for the property located at 2366 Canterbury Road Pill # 279210020. Mayor Schmitt asked if anyone :from the public wished to speak on the proposed project. Robert W. Weckman, 2366 Canterbury Road, approached the podium and noted he did not have an objection to the road project itself but he was objecting to the assessments because he was a dairy farmer and the assessments were not needed for a dairy farm. He did not see any benefit to a paved road. Cncl. Lehman asked that the Green Acres program be explained to Mr. Weckman. Mr. Loney noted he would follow-up on this suggestion. Lehman/Helkamp moved to close the public hearing. Motion carried 5-0. Helkamp/Menden offered Resolution No. 6039, A Resolution Ordering An Improvement And Preparation Of Plan And Specifications For Valley View Road, From the East Plat Line Of Greenfield Addition To County Road 83, Project No. 2004-3, and moved its adoption and to Official Proceedings of the April 20, 2004 Shakopee City Council Page -5- authorize the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. for design services. in an amount not-to-exceed $65,500. Mr. Loney stated the Council could expect to see bids back perhaps by mid-July so this project could still be built this year. Mr. Loney noted the City would have to work with Scott County on a signal for this intersection when this road reopened with a paved surface. Motion carried 5-0. Helkamp/Menden moved to open the public hearing on the proposed vacation of easements located north of 4th Avenue, east of Shenandoah Drive and south of Highway 101. Motion carried 5-0. Mr. Leek commented that City Engineering and City Planning staffs meet with the applicant and they expected the applicant to submit a revised plat and conditional use permit application that would not require the vacation of the any easements located north of 4th Avenue, east of Shenandoah Drive and south of Highway 101. Mayor Schmitt asked if there was anyone from the public who wished to speak on this matter. There was no response. Lehman/Helkamp moved to continue the public hearing to May 18, 2004 allowing the applicant additional time to address the drainage issues. Motion carried 5-0. Mayor John J. Schmitt accepted Cnc1. Joos resignation from the Shakopee Public Utilities Commission (SPUC) as a temporary appointee until someone was appointed on a full term basis. Helkamp/Lehman moved to accept Cncl. Joos resignation from the Shakopee Public Utilities Commission. Motion carried 5-0. Cncl. Menden noted he attended the Environmental Advisory Committee (EAC) meeting. He reported that they discussed their goals for 2004 and these goals included: 1) continued work on the Natural Resources Plan for the community, 2) working on a greenways strategy and 3) looking at updating the Woodland Management Ordinance. Cncl. Menden also attended the Vision Shakopee Banquet. Cnc1. Joos noted he attended the Vision Shakopee Banquet and it was very well attended. He noted four Shakopee Businesses received awards at the Banquet. He noted he also attended the SPUC meeting and there was discussion on the Northridge project and SPUC was working on setting up a meeting with the City. Cncl. Joos noted the Time Warner issue was discussed and he needed to follow-up with additional information to SPUC regarding this issue. Official Proceedings of the April 20, 2004 Shakopee City Council Page -6- Cnc1. Lehman noted he attended a MnDOT Minnesota River Policy Advisory Committee meeting along with Mr. Leek, Community Development Director. Cncl. Lehman gave a report on this meeting to bring the Council up to date on the River Crossing regarding where everyone was. He reported he represented the City's position and there were four potential crossings that would be going out for an Environmental hnpact Study (EIS). At this point, there was not one option that was more favorable than any other option. Cnc1. Lehman stated that a position was taken that County Road 41 was to be a local street for local traffic patterns and the new river crossing was to be a regional type roadway. Cnc1. Lehman stated whichever option was taken there would not be access onto old Hwy. 212. Cnc1. Lehman noted three ofthe options had an impact on County Road 69/STH 169. Cnc1. Lehman stated he pointed out that no access onto 69/169 would impact the vitality of all Shakopee because then there would need to be travel through residential properties to get into Shakopee from the west side of town. Cnc1. J oos noted several businesses in Eden Prairie were dependent on traffic coming through Shakopee and old Hwy 212. He suggested that a coalition be built with several communities (Chaska, Chanhassen, Eden Prairie) so the City had support to keep the 69/169 intersection open. Mayor Schmitt agreed with this suggestion. Mr. Leek added ex-Mayor Mars had made direct contact with the Mayor of Eden Prairie and there was the start of the coalition for the 69/169 access thru Shakopee. Mr. Leek noted some comments had been received from the City of Eden Prairie for the Comprehensive Plan Update pertaining to the 69/169 access concerning the river crossing. Mr. Leek also noted that this river crossing was a very long process and was in two tier phases. Mr. Leek stated the eastern river crossing options provided a stronger reliever option for the growth of traffic on the Bloomington Ferry Bridge and Hwy 35. The intent ofthe river crossing is to provide an alternative way for a significant portion of the traffic that used Hwy 35 and the Bloomington Ferry Bridge to get across the Minnesota River. Lehman/Helkamp offered Ordinance No. 700, Fourth Series, An Ordinance Of The City Of Shakopee, Minnesota, Amending Chapter 11.36, Highway Business Zone (B-1), Subd. 3, Conditional Uses, and moved its adoption. (Motion carried under the Consent Agenda). Mr. Themig reported on the purchase and easement agreement for Shakopee Public Utilities (SPUC) for the well field that was being constructed at the soccer/athletic complex along 1 ih Avenue. Mr. Themig explained what the purchase agreement was proposing. The purchase agreement pertained to well nos. 16 and 18 located on the soccer/athletic property. The purchase agreement was proposing that ownership of the land be transferred to SPUC for their well buildings. Mr. Themig noted there would be some submersible wells on the site and there would be easements connecting the submersible wells to the pump houses as well as to a water main. Mr. Themig noted there were water mains that ran on this property. Mr. Themig noted that S~UC had purchased land from the School District for their main pump house treatment facility. Mr. Themig stated the proposed financial compensation for the land and easements for this site was $126,000. This figure was based on the average land value ofapproximately$88,500 per Official Proceedings of the April 20, 2004 Shakopee City Council Page -7- acre. The appraisal for the land value was completed in April of 2003 and revised in October of 2003. Mr. Themig noted there were several different agreements included in the easements agreement. Cncl. Lehman asked how this would differ if the land was leased by SPUC rather than owned by them. Mr. Themig addressed this question. Cncl. Lehman thought the $88,500 figure was low for an acre ofland. Mr. Themig explained how the dollar figure per acre was arrived at. Cncl. Lehman addressed the issue of screening for the adjacent property. Mr. Themig stated that the landscape plan had been revised and sent to the adjacent property owners for their approval. It was noted that irrigation had also been installed along the property line next to the residents. Joos/Helkamp moved to approve the purchase and easement agreement with Shakopee Public Utilities for the soccer/athletic complex, and directed that the revenue from this transaction be deposited into the Park Reserve Fund. Motion carried 4-1 with Cncl. Lehman dissenting. Lehman/Helkamp moved to authorize appropriate City officials to enter into agreement with BKV Group for the soccer/athletic facility building architectural services. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to authorize appropriate City officials to enter into a two-year agreement (with option to renew for two additional years) with Theisen Vending Company for amusement equipment within the teen center. (Motion carried under the Consent Agenda). Mr. Leek, Community Development Director, reported on the proposed waiver of subdivision requested by Shakopee Public Utilities Commission (SPUC). Mr. Leek stated SPUC's need for well sites was rather a unique situation relative to developments done by developers. The well sites did not require public street access to the wells. Mr. Leek noted the two well sites under consideration tonight were located in two different zoning districts. He stated neither of the lots had direct frontage onto a public street. The waiver for the requirements was being asked for 1) lot size and 2) frontage on to a public street. Mayor Schmitt asked if the zoning was proper in this location. Mr. Leek stated he thought the zoning was proper. He noted a discussion had been held with the school district regarding this zoning at the time of building and the school district chose not to rezone. Mr. Leek noted the Council could take the initiate to rezone this area to R-IB and that zoning would not affect the Sun Path School. Mr. Leek thought the City might want to do this at some point, as most ofthe land in the area was zoned R -1 B. Mayor Schmitt noted the City was being asked to deviate very significantly from the lot size required in this zone. Mayor Schmitt.did not think this lot size departure would be tolerated by the City from any "normal" property holder in this type zone. Mr. Leek thought the lack of public street front~gy W\1s more !JllPQttant in the creation of these parcels than the size of the lot. Official Proceedings of the April 20, 2004 Shakopee City Council Page -8- Cncl. Menden asked if a new precedent was going to be set if this waiver of subdivision was approved. Mr. Leek stated that a new precedent would not be set. There was no precedent value assigned to this waiver. Helkamp/Joos moved to approve waiving the subdivision criteria related to lot size and frontage for City-owned property south of 17th A venue, west of SACS School and east of Sun Path Elementary School, that would allow the creation of new lots for SPUC's wells and pump houses # 16 and 18 by means of the minor subdivision process. Motion carried 5-0. Lehman/Helkamp offered Resolution No. 6047, A Resolution Of The City Of Shakopee, Minnesota Accepting The Scott County Transit Review Board Joint Powers Study Administration Agreement, and moved its adoption. (Motion carried under the Consent Agenda). Mr. Loney, Public Works Director/City Engineer, reported on the proposal to begin design ofthe new Public Works building that was discussed in the CIP process last year. The current Public Works building was built in 1975 and was outdated and undersized. Mr. Loney showed the site via the document camera and noted the site was about 12.7 acres including the old SPUC acres. Mr. Loney stated the legislature now allowed cites, because ofthe levy limit freeze, to bond above the levy limits for building improvements if they so desired. Mr. Loney stated a new building was being looked at because the code issues involved when adding on to an older building would increase the cost significantly. A new building also allowed other features. Mr. Loney noted a public hearing had been held on January 20, 2004 and there were no objections to the City bonding so the City was able to bond for this building if they so desired. Mr. Loney stated that in his opinion this site was large enough for the new Public Works building far into the future. Mr. Loney stated ifthe Council was not comfortable with the site a work session should be held so more details could be gone over before the Council moved ahead. Mr. Loney gave a timetable he thought was workable for this project. He noted he hoped to go out for bids next Spring. Lehman/Helkamp moved to authorize the appropriate City official to execute an agreement with Oertel Architects, as per their proposal dated March 18, 2004 to Mr. Loney regarding their proposal for architectural services to the City of Shakopee Public Works building and renovation. Mayor Schmitt commented that he had some Shakopee residents question what the City was doing with the proposed campus for some City buildings. They were uncertain the proposed campus site was large enough for 30 to 40 years in the future for City needs and parking. Mayor Schmitt suggested that there should be a work session before the City moved forward. Cncl. Lehman noted the proposed site for Public Works had already been studied and the City committed to using that site for Public Works. Cncl. Lehman thought the fears of the residents were over exaggerated. Mr. McNeill explained the proposed campus the best he could. Ife noted the proposed City Hall would be approximately the size of the Edina City Hall now. Official Proceedings of the April 20, 2004 Shakopee City Council Page -9- Mr. McNeill stated he asked the proposed architect about going 50 years out. Mr. McNeill stated the architect cautioned on building for too far out in the future because many technological changes were anticipated to occur in the future that would impact how City services would be delivered. Cnc1. Menden asked if there was flexibility to delay this proj ect. Mr. Loney noted there was no real urgency to move forward with this proposal tonight. He would like to see the Council comfortable with the proposal before the proposal moved forward. Cncl. Joos noted this was a tremendous step forward for the Shakopee Public Works Department. He was comfortable with the Public Works proposal. He would like to see the Council move forward with the Public Works Department proposal. Cnc1. Helkamp stated he was comfortable moving forward and there were many reasons to move forward. ..'M()fioncarried 3:'2 with Mayor Schmitt ahd CIic1. MendeIi dissenting. LehmanlHelkamp moved to accept the low bid of$I,395,829.80 from Barbarossa & Sons, Inc. and offered Resolution No. 6046, A Resolution Accepting Bids For The River District Trunk Sewer Reconstruction, From Adams Street To 900 Feet East OfL-16, Project No. 2003-1, and moved its adoption. (Motion carried under the Consent Agenda). Lehman/Helkamp move to authorize the appropriate City officials to execute an extension agreement with Bonestroo, Rosene, Anderlik & Associates, Inc. for consultant services the 2003- 1 Project. (Motion carried under the Consent Agenda). LehmanlHelkamp moved to approve a 5% contingency'amount on the 2003-1 Project for use by the City Engineer in authorizing change orders or quantity adjustments on this project. (Motion carried under the Consent Agenda). LehmanlHelkamp moved to accept the traffic study for the intersection of Old Carriage Court North and Old Carriage Court Road and authorize staff to install the necessary traffic control signs for an all-way stop condition for this intersection, as recommended in the study and memo dated April 13, 2004 from WSB & Associates, Inc to Bruce Loney, P.E., Public Works Director, City of Shakopee. (Motion carried under the Consent Agenda). Mr. Loney reported on the agreement between the Union Pacific Railroad Company and the City of Shakopee. This agreement was regarding putting in a 36-inch underground storm sewer pipeline crossing for a storm sewer drainage system in conjunction with the 2003-3 Project. Mr. Loney noted the City had to provide insurance and there were other limitations put on the City of Shakopee. It was necessary for the City to enter into this agreement so the storm sewer could be constructed for this area. Mr. Loney noted this area of the project was really for Sarazin Street Official Proceedings of the April 20, 2004 Shakopee City Council Page -10- and those adjacent properties for a proper drainage system. Mr. Loney noted the City was paying the cost for this pipe but the costs were recouped through the storm drainage fees charged. Lehman/Menden offered Resolution No. 6049, A Resolution Authorizing The Execution Of A Pipeline Crossing Agreement, Between The Union Pacific Railroad ~ompany And The City Of Shakopee For The 2003 Street Reconstruction Project No. 2003-3, and moved its adoption. There was discussion on the type of cut to be used for project 2003-3. Motion carried 5-0. Lehman/Helkamp moved to direct staff to enact the re-purchase agreements with Siemon Implement, Inc. on the John Deere 1445 Mower for the price of$2,675.28 and also on the John Deere Gator for the price of $1 ,597.50 with the first 250 hours to be paid by Vision Shakopee as per agreement. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to add the additional work for the CountyRoad 15 sidewalk, from "Lions""Paik.tenmscotiits to VietliligDrive,to the Vierling Drive Improvement Project N(Y: 2002- 4 in the amount of$II,165.30 with funding from the City's Capital Improvement Fund. (Motion carried under the Consent Agenda). Lehman/Helkampmoved to approve suspension of City Code Sec. 10.60, Noise Elimination and Noise Prevention, Subd. 3, Hourly Restrictions on Certain Operations, D, as requested by S.M. Hentges & Sons, Inc., for work on 4th Avenue, Sarazin Street, Cavanaugh Dnve, CIty Project No. 2003-3, from 9:00 A.M. to 9:00 P.M. on Saturdays to 8:00 A.M. to 6:00 P.M. on Saturdays, with the start time being consistent with other approvals in the past years. Approval is contingent upon minimizing noise exposure near residential areas and if complaints are received by the City, the suspension can be revoked at the discretion of the City Engineer and blasting activities, if any, must be done from 10:00 A.M. to 6:00 P.M. on Saturdays and direct staffto publish notice ofthe suspension terms with the conditions as recommended by staff. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to authorize the appropriate City staff to purchase one new Whe1en WPS 2805 civil defense warning siren from Front Line Fire & Rescue at an expenditure of $16,202.91. (Motion carried under the Consent Agenda). Mr. McNeill, City Administrator, reported that he was notified that the first response aerial fire truck was in need of a major engine over haul. He noted when he was notified the fire truck was at Boyer Trucks and completely disassembled. It was noted that without this overhaul the fire truck was rendered useless. The City's chief mechanic stated that Boyer Truck should be allowed to perform a major overhaul on the engine so this truck could get back into service as soon as possible. Mr. McNeill stated he gave the direction to go ahead with the overhaul even though this repair was over $10,000 and needed Council approval (quote was $11,500) because this truck needed to g~t back into &eryice as soon as possible. Official Proceedings of the April 20, 2004 Shakopee City Council Page -11- Chief Stang, Fire Department, explained what Boyer Trucks found wrong with the engine. Chief Stang, stated what was found wrong with the fire truck was something that could not be prevented. It was a mechanical problem. Chief Stang noted he was getting recommendations on what could be done so the Fire Department could recognize this type problem sooner in the future. Helkamp/Lehman moved to affirm the repair work for the 1994 aerial fire truck to be done by Boyer Ford, at a cost of approximately $11,500. Motion carried 5-0. Lehman/Helkamp moved to authorize the hiring of Christopher Christy as a probationary police officer, at Step 1 of the current labor contract, at a monthly rate of $3,358.58, subject to the satisfactory completion of pre-employment medical and psychological examinations. (Motion carried under the Consent Agenda). ................. . Mr. McNeill reported on the upward reclassification/job description/pay change for the Park, . . . ...._.RecreaHou.ana-PaciIities.Dire6tof:-Mf:.McNeilliioted-tliecurreiirpay.IOithispositioiiWas...... ...... ... ... adopted in 2001 at Grade 10 and since then there have been some additional responsibilities in the job. Mr. McNeill noted some of the additional responsibilities added to the Park, Recreation and Facilities Director position. He noted that a review and reconsideration process was provided for in the current job pay plan. He noted this process had been used by Mr. Themig, Facilities and Recreation Director, and the panel hearing the review and reconsideration was recommending a change. He noted the additional impact for the remainder of the year at Grade 11 was about $1,700. This additional increase had not been budgeted for but many of the services of the Park, Recreation and Facilities Director were charged to projects and it was thought that the increase would be covered in the costs charged to the projects. Cncl. Helkamp questioned who took care ofthe additional responsibilities.before the Park, Recreation and Facilities Director received them. Mr. McNeill addressed this question. It was noted that the recreational programs had also been increased significantly and the overseeing of the custodial functions would now also be the responsibility of the Parks, Recreation and Facilities Director. MendenlLehman moved to adopt the job description for the Parks, Recreation and Facilities Director (CC Document No. 347). Motion carried 5-0. HelkamplMenden moved to abolish the position of Facilities and Recreation Director. Motion carried 5-0. LehmanlMenden moved to assign Mark Themig, Parks, Recreation and Facilities Director, to step F of pay grade 11 until June 1,2004, at which time he would go to step E. He would remain at step E until his new anniversary date of April 21, 2005. Motion carried 5-0. Official Proceedings of the April 20, 2004 Shakopee City Council Page -12- Joos/Lehman offered Resolution No. 6050, A Resolution Amending Resolution No. 5982 Which Adopted The 2004 Pay Schedule For The Officers and Non-Union Employees Of The City Of Shakopee, and moved its adoption. Motion carried 5-0. Mr. Themig reported on the resignations of Marvin Melander and Richard Hartwell, two custodians recently hired. He noted one custodian was resigning because he thought he could handle this job plus his fIrst job but decided that was too much work and the second was resigning because he decided that he just did not want to do custodial work any more. Mr. Themig noted that if the Council accepted these resignations there would be two vacancies for this position. Mr. Themig noted that a strong fourth candidate had been interviewed first time around in the recruitment process. This candidate was recommended to be hired for one of the vacancies created by the resignations. There was no other stand out candidate but there were others on the list of possible candidates; Mr. Themig noted he would follow-up on the 2nd vacancy. --------------H--IJ.{nnlM--a----------df---rtli--.--r-------rM--.---- M -l---d- dr------------ M E-- --h e amp en en move 0 accep e resIgna Ions 0 - arvlrf -e ah-er--aii -- oui - cacern~- ____n__ - -- - - and appoint Richard Hartwell to one of the vacant custodian positions at a starting pay rate of Grade 1, Step C ofthe 2004 Pay Plan, contingent upon successful completion ofthe pre- employment physical and background checks. Motion carried 5-0. Because Shakopee Exxon, mc. was no longer in business the City Attorney stated that this item that was on the Agenda should be tabled. Joos/Helkamp moved to table the application for a Tobacco License for Shakopee Exxon, mc. Motion carried 5-0. Lehman/Helkamp moved to approve the application and grant an On Sale 3.2 Percent Malt Liquor License to Dangerfield's Restaurant, Inc. dba Fajita Republic, 1555 East 1 st Avenue, conditioned upon final inspections being completed by the Building Department. (Motion carried under the Consent Agenda). Lehman/Helkamp moved to authorize the appropriate City officials to sign the "Recycling Program Agreement" for 2004 by and between Scott County and the City of Shakopee. (Motion carried under the Consent Agenda). Lehman/Helkamp offered Resolution No. 6044, A Resolution Appointing William P. Mars To The Shakopee Public Utilities Commission, and moved its adoption. (Motion carried under the Consent Agenda). Mr. McNeill reported that staffhad sent out six Request For Proposals (RFP) for a facilitator for a community-wide strategic planning process for the City. He noted two RFP's were received Official Proceedings of the April 20, 2004 Shakopee City Council Page -13- back by the City. It was suggested by staff that a special meeting be held to interview these two candidates. LehmanlHe1kamp moved to set a special meeting date for Monday, April 26, 2004 at 5:00 p.m. in the City Council Chambers to consider the candidates for the community-wide strategic planning project. Motion carried 5-0. Mr. McNeill reported that word had been received from the attorney that handled the condemnation for the site where the new Shakopee Public Utilities Building is to be constructed that the title had inadvertently been registered in the name of the City of Shakopee rather than Shakopee Public Utilities. It was recommended that the City issue a Quit Claim deed so the title would go to Shakopee Public Utilities. Joos/Helkamp moved to authorize the appropriate city officials to execute the Quit Claim Deed transferring the new Shakopee Public Utilities headquarters building from the City of Shakopee, to Shakopee Public Utilities. Motion carried 5-0. Mr. Mc Neill noted that at the special meeting to held Monday, April 26, 2004 he would update the Council on the negotiations that Scott County and City staff are having with Xcel Energy regarding the Blue Lake Peaking Plant. Mayor Schmitt noted he advised Scott County to bring all the variance requests that the County would be making for the construction of the new law enforcement center to the City at one time so the big picture could be seen and all the variances could be addressed at one time. Mr. McNeill stated that Scott County would be asked to bring alternatives for as much as possible. It was noted that Cncl. Menden would be attending the Livable Communities project scheduled for Thursday, April 22, 2004. encl. Lelunan asked that additional dirt be placed on top of the berm along County Road 16 in the Shenandoah Place project and Cncl. He1kamp noted the debris in the conservation areas in the Savannah Oaks development where developers needed to see that the debris was cleaned up. Mr. Leek noted he was working with the contractors regarding the amount of debris from the construction sites. Cncl. Menden requested staff give an update on the Transportation and Storm Water studies that were now being done. Mr. Leek addressed this request. He noted the same schedule was still possible that was initially agreed to for the Transportation plan and the Storm Water plan. Cncl. Lehman addressed the Shakopee Public Utilities pole attachment fee at this time. He did not think what Shakopee Public Utilities was proposing would be beneficial to anyone. Official Proceedings of the April 20, 2004 Shakopee City Council Page -14- Mayor Schmitt noted that Saturday, April 24, 2004 was City Clean -Up day and the Shakopee Showcase would be held Tuesday, April 27, 2004 at Canterbury Park from 6:00 p.m. to 8:00 pm. Helkamp/Lehman moved to adjourn to Monday, April 26, 2004 at 5:00 p.m. Motion carried unanimously. The meeting adjourned at 9:45 p.m. [~o~ .C& City Clerk Carole Hedlund Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE,MINNESOTA APRIL 26, 2004 Mayor Schmitt called the meeting to order at 5:00 p.m. with Council members Helkamp, Lehman, Menden and Joos present. Also Present: Judith Cox, City Clerk; R. Michael Leek, Community Development Director and Tracy Schaffer, Assistant to the City Administrator. Mayor Schmitt noted the purpose of the meeting was to hold interviews for facilitators for the community wide strategic planning project. Mayor Schmitt noted there would be two interviews this evening. These interviews would be held with Mr. Carl Neu, from Neu & Company and Anne Carroll, from Carroll, Franck & Associates. Mr. Neu gave a slide presentation and was available for answering questions from Mayor Schmitt and the Council members as to how he proposed the strategic planning process be done for the City of Shakopee. All the Council members were given a chance to ask Mr. Neu questions. Mr. Neu stated that the "process" was much more critical than the "planning" itself for strategic planning [seeing the big picture]. He felt there were four elements. These were 1) vision, 2) what issues needed to be addressed, 3) what goals need to be put in place and 4) thinking about leadership [12 steps]. He noted the process was a community process. Mr. Neu stated some of the benefits of going through the strategic planning process were: 1) an opportunity to explore the future together, 2) community involvement, and 3) developing a perspective for decision-making. Mayor Schmitt stated ifthisprocess took place, he would like to invite the residents that had problems with the City to come to the process as it was started so these concerns could be addressed up front. Mr. Neu stated this was a very good idea. Anne Carroll, from Carroll, Franck & Associates, gave a presentation and she too made herself available for questions as to how she proposed the strategic planning process be done for the City of Shakopee. All the Council members were given a chance to ask Ms. Carroll questions. She noted that she researched the City of Shakopee on the web and noted the City had opportunities and challenges ahead. She stated the City was very well situated to do the strategic planning process. She noted her approach was 100 per cent customized. She noted that she did not do a cookie cutter approach, however, she did know through experience of what was known to work. She did believe in a collaborative and inclusive approach built from the local leadership [not necessarily elected officials only]. She helped as a bridge to bring people together so input from the community could be heard in a non-threatening way. The strategic plan belonged to the community, this planning process was about the community. Ms. Carroll noted what the City would get from her if she were the facilitator for the community wide strategic planning project. It was the whole City that made the City work. Ms. Carroll noted that the City already had many of the elements for the strategic planning, these elements were just not integrated into one plan. She noted she was committed to having the implementation of policy start immediately so as the City moved along things would change gradually. She would like to see the complete plan reviewed at least atulllally. Official Proceedings of the April 20, 2004 Shakopee City Council Page -2- Mayor Schmitt encouraged the two interviewees to talk to the Council members after the meeting so the Council could get comfortable with the decision they would be asked to make when asked to award this contract for a strategic planning facilitator. Mayor Schmitt stated that the Excel Energy proposal regarding personal property tax abatement for the Blue Lake Electrical Peaking Plant was deferred until the May 4, 2004, City Council Meeting. Joos/Helkamp moved to adjourn the meeting. Motion carried unanimously. The meeting adjourned at 6:50 p.m. ~(~.ep 11th S. Cox City Clerk Carole Hedlund Recording Secretary