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Shakopee City Council February 13, 2018 7:00 PM City Hall 485 Gorman St. Shakopee Mission

Shakopee City Council

February 13, 2018 7:00 PM City Hall 485 Gorman St.

Shakopee Mission Statement The Mission of the City of Shakopee is to provide the opportunity to live, work and play in a community with a proud past, promising future, and small town atmosphere within a metropolitan setting.

A. Keep Shakopee a safe and healthy community where residents can pursue active and quality lifestyles.

B. Positively manage the challenges and opportunities presented by growth, development and change.

C. Maintain the City's strong financial health.

D. Maintain, improve and create strong partnerships with other public and private sector entities.

E. Deliver effective and efficient public services by a staff of well-trained, caring and professional employees.

F. Housekeeping item.

Mayor Bill Mars presiding

1. Roll Call

2. Pledge of Allegiance

3. Approval of Agenda

4. Workshop

4.A. Annual Review of Roles and Responsibilities 4.B. Adoption of City Council Norms of Behavior 4.C. 2018 City Council Priorities/City Workplan 4.D. Parks projects included in the 2018 Capital Improvement Plan

5. Closed Session - MN Statutes 13.D.05

5.A. City Administrator Performance Evaluation- Subd. 3 (A) 5.B. Executive Session with EDA - Subd. 3 (C)

6. Adjournment to February 20, 2018 at 7:00 p.m.

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4.A.

4.A. Shakopee City Council February 13, 2018 FROM: William H. Reynolds, City Administrator TO: Mayor and

Shakopee City Council February 13, 2018

FROM: William H. Reynolds, City Administrator

TO:

Mayor and City Council

Subject:

Annual Review of Roles and Responsibilities

Policy/Action Requested:

Review the roles and responsibilities of council and administration.

Recommendation:

Discussion:

Budget Impact:

ATTACHMENTS:

council and administration. Recommendation: Discussion: Budget Impact: ATTACHMENTS: Roles and Responsibilites Page 2 of 33

Roles and Responsibilites

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4.B.

4.B. Shakopee City Council February 13, 2018 FROM: William H. Reynolds, City Administrator TO: Mayor and

Shakopee City Council February 13, 2018

FROM: William H. Reynolds, City Administrator

TO:

Mayor and City Council

Subject:

City Council Norms of Behavior

Policy/Action Requested:

To adopt the following norms of behavior for the City Council for 2018.

Recommendation:

Adoption in total.

Discussion:

The following are the City Council Norms of Behavior for the operation of the City Council and its members for 2018:

1. Speak only for yourself, not on behalf of another councilmember unless specifically

tasked by your colleagues to speak for the group.

2. Don't question motives. Assume others have positive intentions even if you disagree.

3. Always be respectful of one another, the public process and of staff. Do not criticize staff

or others in public.

4. Aim for consensus, but accept the decision of the majority once it has been made.

5. Stay focused on the role of an elected official - policy, prioritization and citizen

representation.

6. Work through the city administrator and never through line staff. Do not attend staff

meetings, trainings, or group staff functions unless specifically invited or scheduled through Administration. Do not loiter in work areas.

7. Respect staff and the fact that they work for the Council as a whole. Do not expect or ask

them to engage in the fray (secrets, gossip, or triangulation), make your individual case (take sides), or be your "insider" (informant). Such activity by individual councilmembers

undermines the leadership of the Council, individual departments and the organization as a whole.

8. Members should come to meetings prepared and willing to take part in discussions with

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their ideas and viewpoints as part of the process to make the best decisions. This also helps to build consensus and strengthens the Council's actions as a body.

Budget Impact:

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4.C.

4.C. Shakopee City Council February 13, 2018 FROM: William H. Reynolds, City Administrator TO: Mayor and

Shakopee City Council February 13, 2018

FROM: William H. Reynolds, City Administrator

TO:

Mayor and City Council

Subject:

2018 City Council Priorities and City Workplan

Policy/Action Requested:

Provide guidance on the City Council goals and priorities for 2018.

Recommendation:

Discussion:

This will be a workshop item for the Council to determine its goals and priorities for 2018. It will become the basis of a workplan for city staff for the year.

Budget Impact:

ATTACHMENTS:

of a workplan for city staff for the year. Budget Impact: ATTACHMENTS: 2017 Updated City Council

2017 Updated City Council Workplan

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2017 City Council Work Plan

Finance Low Taxes – Completed. Budget results in no increase to taxpayers in 2017 (as was the case in 2016), absent an increase in valuation. Please remember we are among the lowest taxed cities in the Metro Area. Continued Financial Stability – Completed. Highest possible result from 2016 audit. Full clean audit with no comments. Less than 10% of organizations achieve this. Stable Tax Rate – Completed. Budget lowers our tax rate from 38.521% to 37.120%. Prioritization of Services – On going. Budget restructuring will allow better comparisons between units. Next phase is introduction of Priority Based Budgeting into the organization. Fund Balance Study – Completed. Workshop was conducted into the fund balances on April 18 th . Budget adjustments will be made in the Year 2018 budgeting process. Park Asset Fee/Fund Review – Completed. Addressed by Council on 5 July. Community Center Operations Funding – Completed. Monthly budgetary analysis has been made a part of monthly financial updates. We received very good news that our revenues are substantially more than originally estimated, however our Ice Arena estimated utility expenses were more than expected as well. Adjustments have been made as part of the 2018 Budget. Park Asset Planning Process – No movement at this point. Park and Recreation Expenses (LT)

Land Planning High Density Housing – TBD. Conducted multiple workshops identifying areas that are acceptable for high density. Have been moving forward to bring projects in those areas. Based upon concerns of some council members, we conducted another workshop on 29 August, and had another focusing on Canterbury on 21 November. Staff will continue to look for clear direction from the City Council on the issue. 50/30 SCALE efforts – TBD. SCALE continues their planning process. Once completed, Shakopee will analyze to determine impact upon operations. Orderly Annexation Agreement – Completed. Approved 5 July. Comprehensive Plan – On schedule. Planning is in full swing as MKSK and Planning Staff continue to conduct public outreach. Technical advisory committee has met on multiple occasions. Staff has been engaged at multiple community events (including Rhythm on the Rails) and major city events. A successful Community Visioning Workshop was conducted on 12 October. Conducted a Council Work session on Dec 19 th , and a Community Workshop on 30 January. Community “emerging trends” identified and starting to be made part of the overall plan effort. Trail Connections – Continuing efforts connecting trails with development. Have partnered with the county and Met Council to discuss moving the Regional Bicycle Transportation Network from a route currently along Stagecoach Road to one further West that would connect Southbridge to Quarry Lake Park and would allow us to apply for transportation funding for a pedestrian bridge over 169. River Crossing Capacity Increase (LT) – TBD. Resolution in support of Additional Crossing approved 21 Feb. Discussions with National and State leaders have occurred regarding the need. Scott County has confirmed that the 169 bridge will be restriped with an additional lane at a point to be determined in the future.

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Riverfront Improvements (LT) Active Annexation of Portions of Jackson Township (LT) – Continuing. We will provide notice for our first 250-acre parcel annexation soon. West End Planning Process Continuation (LT)

Economic Development/Infrastructure Downtown Improvement/Infrastructure Maintenance – Continuing. Construction is 95% on the $2 million downtown improvement project. A few portions of the project (crosswalks) will need to occur in the Spring. SMSC donated Chief Shakopee statue and $50k for refurbishment and installation. Historic Preservation/Tourism – Continuing. In addition to the effort to improve downtown for its cultural/historical tourism aspects, Council approved the Shakopee Heritage Society Trail on 7 November. Process to Recruit Higher Paying Jobs – Actively working on several projects looking to bring corporate headquarters to the city. There is some concern as the process for recruiting higher paying jobs often requires public/private partnerships with an active economic development process. This included the use of economic development tools such as TIFS, abatements, and public/private partnership agreements. Redevelopment Toolbox and Policy – Continuing. Multiple tools added for redevelopment to include use of SAC credits for redevelopment and reworking of the Park Dedication fee. There is some concern at the council level regarding what incentives the city should provide for employment and economic development. City Property Development Strategy/Excess Property Marketing Process and implementation – Continuing. RFP response received for one downtown parcel which will be reviewed on 13 Feb. Staff did close the deal on our 169 properties for two businesses (one expansion – a dog day care, and one new – a treatment facility), and sold one parcel to the SMSC which was undevelopable. City Hall Redevelopment (LT) – Continuing. City Hall site almost remediated. Need to wait till Spring to pack the ground. Old Mall Redevelopment (LT) – Continuing. City actions on the 169 properties will stimulate this area. Downtown Redevelopment (LT) – Continuing. Ultimately, City actions on the city hall parcel and former Doggy Doos site will stimulate more redevelopment downtown.

Miscellaneous Projects Signage/Wayfinding – Continuing. The Council approved the Shakopee Historical Society’s signage project for the area around the springs on 7 November. City staff will look for wayfinding signage for downtown upon completion of the downtown project. Use of Committees Code Enforcement – Continuing. Code Enforcement Policy updated, and a full-time code enforcement position has been approved as part of the 2018 budget process. Transparency/Communications – Continuing. In addition to redesigning the budget process to be more transparent over the last few years, we have started the process of making the budget document more readable and understandable to residents. We have continued our Coffee with the Administrator, and added a Department Head Community Meeting. We also hosted a Beer with the Administrator at Badger Hill on 12 December. Internally, we have added more information to our weekly updates sent to

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Council that will include check-ins from both our Comp Planning Process and our Engineering and Public Works activities. Also sent out a flyer in the January SPUC bill outlining our 2018 Budget. School Resource Officer Program Review/Training – On hold as we look to see some stability in the school district leadership. Community Engagement/Neighborhood Group Activity – Comprehensive plan has provided for lots of community engagement. Southbridge Fire Partnership (LT) – Joint study completed. Awaiting decision by SMSC to participate. Have submitted a first-time request for State bonding funds for design and construction. Not surprisingly, our request did not make it on the Governor’s list, but we essentially put it on as a placeholder at this point.

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4.D.

4.D. Shakopee City Council February 13, 2018 FROM: Steve Lillehaug, Public Works Director/City Engineer TO: Mayor

Shakopee City Council February 13, 2018

FROM: Steve Lillehaug, Public Works Director/City Engineer

TO:

Mayor and Council Memebers

Subject:

Review of certain park projects included in the 2018 Capital Improvement Plan

Policy/Action Requested:

Discussion of 2018 Capital Improvement Plan projects including Quarry Lake Trail Project (PR-18-001), Lions Park Rink and Lights Replacement Project (PA-18-11), and Lions Park Warming House Project (PA-18-14).

Recommendation:

Provide direction to staff.

Discussion:

Three park projects are being presented for discussion and confirmation to proceed by the City Council as follows.

Quarry Lake Park Improvements (PR-18-001) - The 2018 project contained in the CIP includes the Phase 2 planned expansion of constructing a trail around Quarry Lake, constructing an amphitheater on the northwest side of the lake, and correcting erosion issues along the northwest side of the lake. A professional services agreement with WSB is in place that was previously approved by council. The plans are currently 90 percent complete. City staff and WSB are prepared to proceed with completing the plans and specifications, bidding, and construction commencing in 2018.

Lions Park Rink and Lights (PA-18-11) - The 2018 project contained in the CIP includes the replacement of the lights and hockey rink. There has also been discussion about setting this rink up for possible refrigeration cooling of the ice in the future (note: this option is not contained in the current CIP). If desirable, setting the rink up now would include installing the tubing in the rink's pavement as part of this project.

Lions Park Warming House (PA-18-14) - The existing warming house was removed in late

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2017. Plans have been developed and have been bid in the past without awarding the project due to project cost. The 2018 project contained in the CIP includes the current configuration of the warming house (with garage), which will support the Lions Park hockey/skating rink.

Budget Impact:

Projects are currently budgeted in the 2018 Capital Improvement Plan as indicated on the attached CIP project summary sheets.

ATTACHMENTS:

CIP Summary Sheet - Quarry Lake Park Improvementson the attached CIP project summary sheets. ATTACHMENTS: CIP Summary Sheet - Lions Park Rink and

CIP Summary Sheet - Lions Park Rink and LightsATTACHMENTS: CIP Summary Sheet - Quarry Lake Park Improvements CIP Summary Sheet - Lions Park Warming

CIP Summary Sheet - Lions Park Warming HouseCIP Summary Sheet - Quarry Lake Park Improvements CIP Summary Sheet - Lions Park Rink and

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Capital Improvement Plan City of Shakopee, Minnesota

2018

thru

2022

 

Department

Contact

Project # PR-18-001 Project Name Quarry Lake Park Improvements

 

Type

Useful Life

Category

Accounting Code

6725

Priority

Fund

Park Reserve Fund

 

Total Project Cost:

Park Reserve Fund

Parks & Recreation Director

Improvement

50

Park Improvements

2 Important-Provide Efficeinc

Description

$4,000,000

The development of Quarry Lake Park is the restoration of an Aggregate Industries quarry site.

The development of Quarry Lake Park is the restoration of an Aggregate Industries quarry site.

Justification

The quarrry site is natural resource site in the middle of the city's industrial park. The park is unique for the residents of Shakopee and connects to the MN Valley State Trail.

The park development has support of Xcel Enery (use of 40 acres), Emerson Process Management who has committed to a $500,000 donation towards the completion of a community building at the park (Phase III), MNDNR ($150,000 Federal Recreational Trail Grant) and local ATV/OHM operators ($10,000 polaris grant).

Phase II planned for 2018 involves the expansion of a trail around the lake. Phase III planned for 2019 is the construction of a community building.

Expenditures

2018

2019

2020

2021

2022

Total

Improvements

1,500,000

1,500,000

Building Construction

2,500,000

2,500,000

Total

1,500,000

2,500,000

4,000,000

Funding Sources

2018

2019

2020

2021

2022

Total

Contributions/Donations Grants Park Reserve Fund

100,000

100,000

100,000

100,000

400,000

150,000

150,000

1,450,000

1,900,000

3,350,000

Total

1,700,000

2,000,000

100,000

100,000

3,900,000

Prior

100,000
100,000

Total

3,350,000 Total 1,700,000 2,000,000 100,000 100,000 3,900,000 Prior 100,000 Total Page 31 of 33 10

Capital Improvement Plan City of Shakopee, Minnesota

2018

thru

2022

 

Department

Contact

Project #

PA-18-11

Type

 

Useful Life

Project Name

Lions Park Rink and Lights

 

Category

Accounting Code

 

Priority

 

Fund

Park Asset IS Fund

 

Total Project Cost:

Park Asset Internal Serv. Fun

Public Works Superintendent

Maintenance

15

Park Improvements

2 Important-Provide Efficeinc

Description

$270,000

Replacing the ice rink, pavement, and updating the lights at the rink in Lions Park

Replacing the ice rink, pavement, and updating the lights at the rink in Lions Park

Justification

Justification Rink pavement and lights have reached their estimated life

Rink pavement and lights have reached their estimated life

Rink pavement and lights have reached their estimated life

Expenditures

2018

2019

2020

2021

2022

Total

Construction/Maintenance

270,000

270,000

Total

270,000

270,000

Funding Sources

2018

2019

2020

2021

2022

Total

Park Asset Internal Service Fund

270,000

270,000

Total

270,000

270,000

Internal Service Fund 2 7 0 , 0 0 0 2 7 0 , 0 0

Capital Improvement Plan City of Shakopee, Minnesota

2018

thru

2022

 

Department

Contact

Project #

PA-18-14

Type

 

Useful Life

Project Name

Lions Park Warming House

 

Category

Accounting Code

 

Priority

 

Fund

Park Asset IS Fund

 

Total Project Cost:

Park Asset Internal Serv. Fun

Parks & Recreation Director

Buildings

50

Buildings

1 Critical for Safety/Preservat

Description

$510,000

Replace the warming house in Lions Park. Remove existing structure winter 2017/18.

Replace the warming house in Lions Park. Remove existing structure winter 2017/18.

Justification

Justification If the rink is going to be refurbished, the warming house should be replaced as
If the rink is going to be refurbished, the warming house should be replaced as

If the rink is going to be refurbished, the warming house should be replaced as well. The look and size of the warming house is to be determined.

Expenditures

2018

2019

2020

2021

2022

Total

Other

10,000

10,000

Improvements

500,000

500,000

Total

10,000

500,000

510,000

Funding Sources

2018

2019

2020

2021

2022

Total

Park Asset Internal Service Fund

10,000

500,000

510,000

Total

10,000

500,000

510,000

, 0 0 0 5 0 0 , 0 0 0 5 1 0 , 0
1. Roll Call Shakopee Economic Development Authority February 13, 2018 7:00 PM City Hall 485

1. Roll Call

Shakopee Economic Development Authority February 13, 2018 7:00 PM City Hall 485 Gorman St.

2. Approval of Agenda

3. General Business 3.A. Contracts and Agreements for the Potential Sale of EDA-Owned Property

4. Adjourn to Tuesday, March 6, 2018 at 7 p.m.

Note to EDA Members:

If you have any questions or need additional information on any of the above items, please call Michael Kerski, prior to the meeting at (952)233-9346.

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3.A.

3.A. Shakopee Economic Development Authority February 13, 2018 FROM: Michael Kerski, Director of Planning and Development

Shakopee Economic Development Authority February 13, 2018

FROM: Michael Kerski, Director of Planning and Development

TO:

President and Board Members

Subject:

Executive Session for the discussion of contracts and agreements for the sale and redevelopment of EDA-owned property located at 69 and Vierling (adjacent to the mall) and at First Avenue and Scott and the former city hall site.

Policy/Action Requested:

Request that the EDA move into Executive Session to discuss contracts and agreements for the sale of EDA-owned property.

Recommendation:

Motion to move into Executive Session.

Discussion:

Best practices allow for the discussion and negotiation of contracts for the sale and disposition of EDA-owned property be discussed in Executive Session to determine pricing and sales and redevelopment contracts before final negotiation of agreements to be brought forward at a public meeting

Budget Impact:

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