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HomeMy WebLinkAbout4.F.2. Approval of City Council Minutes Consent Business 4. F. 2. S TO: Mayor and City Council Mark McNeill, City Administrator FROM: Julie Linnihan, Finance Director/City Clerk DATE: 01/21/2014 SUBJECT: Approval of City Council Minutes. (F) Action Sought Move to approve the City Council minutes from January 7, 2014. Attachments: Minutes from 01/07/14 OFFICIAL PROCEEDINGS OF THE SHAKOPEE CITY COUNCIL REGULAR SESSION SHAKOPEE,MINNESOTA January 07,2014 1. Ouen House in recognition of retiring City Council member. 2. Administration of Oath of Office to Mayor Brad Tabke and new City Council Members Kathleen A.Mocol and Michael J. Luce. 3. Roll Call Mayor Tabke called the meeting to order at 7:00 p.m. and roll call was taken. Present: Mayor Brad Tabke, Councilmembers,Jay Whiting,Matt Lehman,Kathi Mocol and Mike Luce Staff Present: Mark McNeill, City Administrator;Kris Wilson, Assistant City Administrator; R.Michael Leek, Community Development Director;Bruce Loney,Public Works Director/Engineer, Julie A. Linnihan,Finance Director/City Clerk; Jamie Polley,Parks, Recreation&Natural Resource Director;Jeff Tate,Police Chief;Rick Coleman, Fire Chief;and Jim Thomson, City Attorney 4. Presentation of Appreciation Pla(lue to Former Councilmember Steven H Clay i Mayor Tabke presented a plaque of appreciation to retiring Councilmember Steve Clay,in recognition of his 20 years of service to the City on committees, commissions,and the City Council 5. Pledge of Allegiance 6. Approval of the Agenda Mr. McNeill requested that the Council add 7.17.5, Designation of Official Newspaper,to the Consent Agenda. Cncl. Lehman asked that 7.17.5 before removed from the Consent Agenda. Mr. McNeill also stated that item 15,Closed Session to Discuss Labor Negotiations has been removed from the agenda. Whiting/Mocol moved to approve the agenda as amended. Motion carried 5-0. 7. Consent Business Cncl. Whiting asked to remove 7.1).1,2014 Wages for Paid-on-Call Firefighters and Officers— Resolution No. 7394. Cncl.Lehman asked to remove 7.E.3,Authorization to Purchase Metrodome Seats for Schleper Stadium,and 7.F.4,Updating 2014 City Purchasing Procedures. Lehman/Luce moved to approve the Consent Agenda. Mr.McNeill read the Consent items as amended. Motion carried 5-0. Official Proceedings of the January 07,2014 Shakopee City Council page 2 7.A.1 Lehman/Luce moved to adopt Ordinance No. 881, An Ordinance of the City of Shakopee Approving A Summary Of Ordinance No. 877 For Publication Purposes. (Motion carried under the Consent Agenda) 7.D.1 Removed from the Consent Agenda. 7.D.2 Lehman/Luce move to adopt the position descriptions for the City's full-time employees. Positions recommended to be changed from Non-Exempt to Exempt included Communications Coordinator,Police Records Supervisor and Planner. Change pay grade positions were recommended for Police Chief,Assistant City Administrator,Economic Development Coordinator,It Coordinator,Police Records Supervisor, Crime Prevention Specialist,Evidence Technician and Community Service Officer. (Motion carried under the Consent Agenda) 7.D.3 Lehman/Luce move to authorize the promotion of Jennifer Bisek to the position of Police Records Specialist,at Step B of Grade 4 of the City's 2014 Non-Union Pay Plan, effective January 13,2014. (Motion carried under the Consent Agenda) 7.E.1 Lehman/Luce moved to accept,with regrets,the resignation of Carla Shutrop from the Environmental Advisory Committee,thank her for the contributions she has made for the residents of Shakopee,and begin the process to fill the vacant position.(Motion carried under the Consent Agenda) 7.E.2 Lehman/Luce moved to accept,with regrets,the resignation of Eric Burfeind from the Environmental Advisory Committee,thank him for the contributions he has made for the residents of Shakopee, and process begin the to fill the va g P cant osition. p (Motion carried under the Consent Agenda) 7.E.3 Removed from the Consent Agenda 7.F.1 Lehman/Luce moved to approve the bills in the amount of$1,390,907.31 and electronic i transfers in the amount of$966,129.31 for a total of$2,357,036.62. (Motion carried under the Consent Agenda) 7.F.2 Lehman/Luce Move to approve the minutes from December 10,2013 and December 17, 2013. (Motion carried under the Consent Agenda) 7.F.3 Lehman/Luce moved to authorize the Deputy City Clerk to issue a tobacco license to DG Retail,LLC dba Dollar General for 2014(Motion carried under the Consent Agenda) 7.F.4 Removed from Consent Agenda 8. Recognition of Involved Citizens by City Council Mayor Tabke asked if there was anyone in the audience who wished to speak on an item not on the Agenda. No one responded. 9. Public Hearings: 9.A. Approve application for Taxicab Business License for LaTour Transportation dba Southwest Metro Transportation Lehman/Whiting moved to open the public hearing. Motion carried 5-0. Official Proceedings of the January 07,2014 Shakopee City Council Page 3 Finance Director Julie Linnihan stated that Mr.Randy Busch had sold Southwest Metro Transportation to Mr.Jeremy LaTour of LaTour Transportation. Changing the owner necessitates considering this a new business,and therefore requires a public hearing. Pursuant to the City Code,notice of the required public hearing has been given to the applicant and to all current taxi licensees in the City(Timothy Dressen,Jr.dba TNT Taxi, and Bradford Transportation, Inc.) and notice has been published in the City's official newspaper. Ms. Linnihan reported that Mr. LaTour's application is in order and the Police Department has found no reason to deny issuing the license. Mayor Tabke asked if there was anyone in the audience who wished to speak at the public hearing. No one responded Lelu an/Mocol moved to close the public hearing. Motion carried 5-0. Luce/Mocol moved to approve application for Taxicab Business License for LaTour Transportation, dba Southwest Metro Transportation.Discussion followed. Cncl. Whiting suggested that there be limitations on future taxi cab license. Cncl. Lehman j disagreed,and was concerned about growth in the community affecting the demand for more businesses. Mayor Tabke asked for a vote on the motion. Motion carried 5-0. 10. Business removed from the Consent Agenda Cncl. Whiting had asked for the consent agenda removal of 7.D.1,2014 Wages for Paid-on-Call Firefighters & Officers. He stated that anytime the Council was asked to increase wages over 20%,the reasons should be made known to the public and discussed. Cncl. Whiting said he is concerned that the officers' pay is being increased;however,the Council had not approved an increase for paid-on-call pp firefighters. Ms. Wilson explained that the on-call firefighters had recently opted to request an increase in their pension amount,which Council approved,rather than to increase their hourly wage. Whiting/Lehman offered Resolution No. 7394, a resolution adopting the 2014 Pay Plan for Part- Time Employees of the Shakopee Fire Department,and move its adoption. Motion carried 5-0. Cncl. Lehman asked for the removal of 72.3, Authorization to Purchase Metrodome Seats for Schleper Stadium, questioning the age and quality of the seats and if they are outdoor grade seating. Jamie Polley,Parks, Recreation,and Natural Resources Director, stated that the seats are rated for outdoors and are of good quality. Whiting/Mocol moved to authorize the purchase of 650 Metrodome seats to be installed in Schleper Stadium utilizing up to$30,000 of the Park Asset Fund. Motion carried 5-0. Cnel. Lehman asked for the removal of TFA,Updating 2014 City Purchasing Procedures, had questions regarding bids required for purchases over$100,000. He believed in the past that bids were required for purchases over$50,000. Ms. Linnihan explained that because of the changes through the bidding amounts specific to contracts over$1000,000, City needed to update their purchasing policy to comply with the State Statute. i Official Proceedings of the January 07,2014 Shakopee City Council Page 4 Cncl. Lehman asked for the language change in the procedures for the$5,000 to$25,000 range to reflect that if items are not budgeted,the item(s)would need to come to Council for approval. Ms. Linnihan advised she will make to the change to the policy. Whiting/Luce moved to approve the Purchasing Process as recommended by staff,effective 2014,with the modified additional language on the budgeted items. Motion carried 5-0. 11. Recess for Economic Development Authority Meetine Whiting/Lehman moved to recess for the Economic Development Authority Meeting. Motion carried. 12. Reconvene 13. General Business. 13.E.1 Amendment to 2014 Non-Union Pay Plan Kris Wilson,Assistant City Administrator, discussed the filing of the Pay Equity Compliance report with the State of Minnesota,which is required by the end of January. This report must be submitted once every three years,and is necessary to ensure that local government employers pay comparable wages to the holders of jobs of comparable worth,regardless of the gender of the employees holding those positions. Due to a significant number of staffing and departmental changes since the City's last report,and the fact that the consultant which the City used to establish its positional points ranking has gone out of business, it was necessary to complete an entirely new comparable worth analysis. The City used the assistance of consultants at Springsted, Inc. The results of this analysis showed that eight positions are not currently in the proper pay grade. Ms. Wilson highlighted those necessary changes for the Council. A test run of the pay equity reporting software indicated that with these changes,the City should be found in compliance with the state's pay equity law. The final pay equity report will come before the Council at its January 21 meeting for approval prior to submission,as is required by the State. The total cost of the pay changes is estimated to be$11,800 for 2014. Additional costs will be incurred in later years as employees move up through the steps of their new pay grade. As has been the City's past practice with promotions and reclassifications,current employees will be placed at the first step of the new pay grade that provides an increase over their current rate of pay, and the date for future step increases shall be set annually based off of the effective date of this change. Whiting/Mocol offered Resolution No. 7400,a Resolution Amending Resolution No. 7393,A Resolution of the 2014 Pay Plan for Certain Non-Union Employees of the City of Shakopee. Motion carried 3-1-1,with Cncl. Lehman in dissent and Cncl. Luce abstaining. 13.F.1 Preview of New City Website Kristin Holtz, Communications Coordinator for the City,previewed the City's new website. She said in March,2013,the City Council authorized the hiring of Vision Internet to design and program a new City website. For the past nine months a citizen task force,which had been appointed by the City Council, along with an internal staff committee have been reviewing, Official Proceedings of the January 07,2014 Shakopee City Council Page 5 guiding and contributing to the new website design and structure. Their work was nearly complete,and a launch of the new website has been scheduled for Tuesday,January 21. The Council viewed the presentation,and thanks her for her input. 13.F.2 Women's Correctional Facility-Shakopee-Perimeter Security Fence Letter of Support. Mr. McNeill said the issue of a perimeter security fence at the Women's Correctional Facility (WCF) in Shakopee remains an issue for the community. He said that Mayor Tabke had asked for this Council to take a position on funding. In 2012, $5.4 million was sought. If approved,the City's position is that an amendment to the prison's Conditional Use permit would need to be approved. The normal process would be for the State to apply;the application would then be heard by the Board of Adjustment and Appeals(BOAA). The BOAA would then make its decision. Should a party(either the applicant,or a neighbor)feel aggrieved by the decision of the BOAA,he said that the decision could be appealed,which, according to City Code,the City Council would be the hearing body for the appeal. As such, in lieu of a formal resolution of support, a letter supporting funding for a fence was being requested. It acknowledges that the construction specifics are not known at this time, and that the City will reserve its right to regulate aspects of the specifics of the fence. City Attorney Jim Thompson advised Council on changes to the draft letter which had been included in the Council packet. I Whiting/Mocol moved to direct staff to send a letter of support to Governor Dayton for the funding of a perimeter security fence at the MCF-Shakopee facility with the amended changes to the letter by the City Attorney. Motion carried 3-1-1,with Cncl. Lehman in dissent and Cncl. Luce abstaining. Lehman/Mocol moved to recess for a break. Mayor Tabke reconvened the meeting 8:55 p.m. 13.F.3 2014 City Council Meeting Policies and Procedures Mr. McNeill said annually,the mayors of Shakopee have defined their expectations and proposed operating policies to govern City Council meetings. He said that Mayor Tabke would like to continue the practices for City Council meeting operations in 2014. Mr. McNeill summarized the policies for Council Mr. McNeill said that Mayor Tabke has asked for a major change to consider beginning in 2014. Instead of two regular business meetings per month,the Mayor asked to have the first meeting of the month is primarily to discuss "workshop" issues. There could continue to be routine items in a"consent agenda"format,and issues which are time critical would also be accommodated. However,he feels that with a workshop setting the Council to be able to devote the majority of those meetings to more in-depth discussions of policy issues,or have meetings with other policy- making boards. The third Tuesday of the month(the second regularly scheduled Council meeting)will be for conducting normal business. Councilors Luce,Lehman,and Whiting stated that they felt that it was critical to have all meetings, including workshop meetings, Official Proceedings of the January 07,2014 Shakopee City Council Page 6 televised. Councilor Lehman also asked for clarification as to the benefits of the proposed changes. After a long discussion and Council's input with regard to the new meeting format,Mayor Tabke asked for a vote on the motion. Two were considered. Whiting/Mocol moved to adopt the Council meeting's current policies and procedures. Motion carried 4-1 with Cncl. Luce in dissent. Whiting/Mocol moved to adopt a business meeting/workshop meeting monthly format,to become effective February 1,2014 with the understanding that all meetings will be televised. Motion carried 3-2, with Cncl. Lehman and Cncl. Luce in dissent. 13.F.4 Authorize Modifications to Streamline Routine Personnel Actions Mr. McNeill said that Mayor Tabke had asked staff to recommend possible actions to streamline the processing of routine personnel actions. The length of the Consent Agenda could be shortened,and staff would have an opportunity to act more quickly on personnel issues,if the City Administrator was given authorization to accept resignations,advertise for applicants for open,budgeted positions(within certain parameters), hire employees(again,within set guidelines). Hiring for two types of employees would still come before the City Council—Civil Service and Department head-level positions. This expanded authority for the City Administrator to act would also be limited to those positions that have been approved in the budget,and for the same job description. The rate of j pay for the hires would be limited to mid-range of the applicable pay grade,or below. Council approval would still be required to hire at a pay grade higher than what is considered"normal" for a new hire. He said that involuntary terminations would still before to the City Council. Whiting/Mocol moved to adopt the following ordinance: "Ordinance No. 880,Fourth Series" An Ordinance of the City of Shakopee Amending Shakopee City Code Section 2.06, Subdivision 5, and Dealing with the Duties of the City Administrator. Motion carved 3-2 with Cncl.Lehman and Cncl. Luce in dissent. 13.F.5 Designation of Official Newsnaner Mr.McNeill said the city is required by law to publish certain matters in its official newspaper during the course of the year. The City has had a very good working relationship with the Shakopee Valley News;however, Mr.McNeill said staff did look into publishing costs with the Star and Tribune. He informed the Council that,regardless, state law requires a community with a newspaper office in their city to designate that newspaper as its legal paper. That would mean the Shakopee Valley News, for Shakopee. Official Proceedings of the January 07,2014 Shakopee City Council Page 7 Mocol/Whiting moved to designate the Shakopee Valley News as the official newspaper for the City of Shakopee for the year 2014. Motion carried 5-0. 14. Council Members' Reports Mayor Tabke had nothing to report. Cncl. Whiting attended the Shakopee Chamber and Visitors Bureau board meeting on 12/18/13. They approved their budgets for the year, and recently held a strategic planning session. On 01/03/14,he attended the SCALE executive committee,which discussed the agenda for the upcoming general membership meeting. Cncl. Lehman said he will be attending the Derby Days meeting scheduled for 01/09/14 to discuss improvements for 2014 Derby Days. Cncl. Mocol had no report Cncl.Luce expressed his desire to be appointed.City Council liaison to the Shakopee Public Utilities Commission. 15. Closed Session to Discuss Labor Negotiations Removed from the agenda. 16. Other Business 17. Adiourn Lehman/Luce moved to adjourn to Tuesday,January 21,2014 at 7:00 p.m. Motion carried 5-0. Meeting ended at 9:45 p.m. Julie A. Linnihan Finance Director/City Clerk Kim Weckman Recording Secretary