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HomeMy WebLinkAbout2003-08-05 CC MIN CITY OF STILLWATER CITY COUNCIL MEETING NO. 03-16 August 5, 2003 REGULAR MEETING 4:30 P.M. Mayor Kimble called the meeting to order at 4:30 p.m. Present: Absent: Council members Kriesel, Milbrandt, Rheinberger, Junker and Mayor Kimble None Others Present: City Administrator Hansen Director of Administration Knauss Assistant Finance Director Harrison Police Chief Dauffenbach Fire Chief Kallestad Assistant City Engineer Sanders Public Works Director Eckles City Clerk Ward OTHER BUSINESS Workshop with Library Ms. Lynne Bertalmio, Library Director, reviewed the status of the current library building and what will be the status of funding for the new library expansion in 2004. She stated that the closing of the library on Sundays has not been popular and they are looking into the possibility of reopening on Sundays during the school year. Mr. Bill Hickey reviewed the library expansion timeline. Ms. Bertalmio provided the history on the relationship between the Stillwater Library and the Washington County Library System. She stated that Washington County has no desire to merge the Stillwater Library into the County system. Mr. Richard Huelsmann provided information regarding the due diligence on the library renovation and expansion project and the post expansion operating costs. He stated that fund raising is almost to the halfway mark and once that is achieved the fund raising will go public. He also stated that the board of trustees is planning as part of the capital campaign a strategy and organization for an annual fund drive to assist in the library's operating budget and collection, which the goal for the first fund drive would be $25,000. He reviewed possible revenue generating sources in the new library. Mr. Hickey stated that they would like to present to Council on October 7, 2003 the complete schematics of the library. City Council Meeting - 03 -16 August 5, 2003 Councilmember Rheinberger provided his scenarios on the impact of the library expansion to the City's budget and revenue sources and stated that he felt the library should be merged with the County system. Councilmember Kriesel stated that he is not for the closing of the library, but is very concerned with the impact of the cost of the expansion on the City's residents, when currently the Washington County's library tax is $60.00 for a $200,000 home and the Stillwater Public Library costs are $137.00 on a $200,000 home. He is also concerned that the expansion is driven by the growth of the surrounding areas and not Stillwater. Ms. Bertalmio reviewed the efficiencies that the expansion would provide. Council member Rheinberger suggested that a referendum be done to find out if the residents want to transfer the library services to the County and the extra tax burden for the library or its expansion. Council member Kriesel stated that he would like to see a Council discussion on this issue at a 7:00 p.m. meeting. City Administrator Hansen stated that the library is planning to come before Council on October 7,2003 and asked if it would be at the 4:30 or 7:00 p.m. meeting. Mayor Kimble stated that he would like to have another workshop because he was not able to ask his questions. Council member Milbrandt stated that the library is planning on showing the schematic designs of the expansion and suggested that it should be at the 7:00 p.m. meeting to share on television. Council member Kriesel stated that he is willing to discuss his concerns with the library board. Motion by Council member Kriesel, seconded by Councilmember Rheinberger to place the library on the October 7, 2003, 7:00 p.m. meeting under Old Business. All in favor. Discussion with Auditors City Administrator Hansen stated that the firm of Larson, Allen, Weishair & Company has submitted a proposal for the auditing services for the year the ending in 2003. He stated that with the implementation of the new reporting requirement (GASB 34) and fraud detection procedures, increased auditing services were necessary. He stated that since this company has a good understanding of the City's process and financial management system, he recommended renewing of the auditing service contract for the year ending December 31,2003. Page 2 of 12 City Council Meeting - 03 -16 August5,2003 Councilmember Milbrandt stated that he would like to see a request for proposals for auditing services for 2004. Motion by Council member Rheinberger, seconded by Council member Milbrandt to adopt Resolution 2003-171, approving the agreement between the City of Stillwater and Larson, Allen, Weishair & Company for the year 2003 auditing services. All in favor. Ayes: Councilmembers Kriesel, Milbrandt, Rheinberger, Junker and Mayor Kimble Nays: None Discussion on North Hill Improvements financinq Public Works Director Eckles stated that a letter was received from the Stillwater Country Club objecting to the assessments. He stated he has spoken to the country club's attorney and once they understood the impact of the assessments compared to the original assessment they did not have any problems with it. Councilmember Milbrandt asked if even though the estimated project costs rose $900,000 the assessments have been reduced approximately 21 % per household. Assistant City Engineer Sanders stated that was correct. STAFF REPORTS Police Chief Dauffenbach provided an update on Lumberjack Days. He stated that even though he was short four officers it went well. He commended his department for a job well done. Fire Chief Kallestad echoed Chief Dauffenbach's comment. He stated that the police and emergency services were well planned and he commended his department and the Public Works Department. Public Works Director Eckles stated that there is a Long Lake Technical Advisory Group being formed to address Long Lake issues. Councilmember Kriesel stated that he would like to attend those meetings. City Administrator Hansen stated that the sign ordinance and sidewalk use licenses will be at the next meeting when City Attorney Magnuson will be available for input. Mr. Hansen reviewed the proposed budget schedule and requested that Council adopt the budget schedule so that special meeting notices can be published. Motion by Councilmember Kriesel, seconded by Councilmember Junker to schedule August 19, and August 26, 2003 at 4:30 p.m. as special meetings for budget discussions. All in favor. Page 3 of 12 City Council Meeting - 03 -16 August 5, 2003 Mayor Kimble requested that the Public Works Director and Police Chief look at the parking spot at northbound 3rd Street and Eastbound Myrtle Street because it is a sight obstruction problem. Mayor Kimble recessed the meeting at 5:55 p.m. RECESSED MEETING 7:00 P.M. Mayor Kimble called the meeting to order at 7:00 p.m. Present: Absent: Councilmembers Kriesel, Milbrandt, Rheinberger, Junker and Mayor Kimble None Others Present: City Administrator Hansen Director of Administration Knauss Police Chief Dauffenbach Fire Chief Kallestad Assistant City Engineer Sanders Public Works Director Eckles City Clerk Ward APPROVAL OF MINUTES Motion by Councilmember Rheinberger, seconded by Councilmember Junker to approve the July 15, 2003 regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Leoislative Information Representative Rebecca Otto provided information on the legislative session and asked Council for comments. Mayor Kimble suggested that if the legislature imposes tax limits in the future that they should cap the tax capacity rate because under the current law the City is unable to capture the new taxes on our new developments. He also informed Representative Otto that if the City were successful in getting federal appropriation for Phase III of the Levee Project then the City would need an appropriation for the state matching funds, which would be critical to the appropriation taking place. Council member Rheinberger stated LGA cuts concern him and that the future cuts will have a greater impact on the City. He publicly thanked Representative Otto on her participation on the funding for the Brown's Creek/North Hill project. Councilmember Kriesel stated that the LGA cuts made the City impose street signs and lighting charges and franchise fees to the residents and that those costs are not tax Page 4 of 12 City Council Meeting - 03 -16 August 5, 2003 deductible to the residents. He also stated that the comments he has heard from the residents is that they want to see articles from both parties on real issues and not party squabbles. Banner request for 150th anniversary of Warden's House - Brent Peterson - Washinoton County Historical Society Mr. Brent Peterson reviewed the Historical Society's request to place a banner either on the wall or the building of the Warden's House to commemorate the 150th anniversary of the Warden's house. Motion by Councilmember Rheinberger, seconded by Council member Milbrandt to approve the placement of a banner at the Warden's House either on the wall or building at Mr. Peterson's discretion. All in favor. Stillwater Art Guild Gallery - Randall Radunz Mr. Randall Radunz provided information on the Artoberfest to be held on October 11, 2003. Councilmember Milbrandt asked if the Chamber was aware of this event. Mr. Radunz said that he would be contacting the Chamber of Commerce and making them aware of the event. Motion by Councilmember Rheinberger, seconded by Council member Kriesel approving the special event of Artoberfest to be held on October 11, 2003. All in favor. OPEN FORUM Mr. Dave Erickson, 12744 Boutwell Road stated that he had a petition regarding the speed limit and safety issues of Boutwell Road. He stated that he is concerned for the safety of the neighborhood and requested that Council take action immediately because the current posted speed limit of 40 mph is unsafe and poses an immediate risk to the residents, recreational users, and the children in the area. He requested an interim solution to the problem. Mayor Kimble explained that the process for the study would take some time. He stated that neighborhood input would be part of that process. He also stated that the City is concerned about the problem and has pressed Mn/DOT in the past on similar issues. He assured Mr. Erickson that what can be done at this point, is being done. He suggested that Mr. Erickson work with Public Works Director and Police Chief on this issue with the State. Public Works Director Eckles stated that in order to change a speed limit on any public road it is required to be reviewed by Mn/DOT. He stated that a transportation study is Page 5 of 12 City Council Meeting - 03 -16 August 5, 2003 being done on the Boutwell area and as a part of this study roadway design and traffic management issues will be discussed. Police Chief Dauffenbach stated that the speed trailer has been placed on Boutwell Road and that information will be taken from various points on Boutwell. Mr. Erickson stated that there are too many city vehicles traveling on this road and what happened to the permanent weight restrictions. Ms. Jolene Swenson representing John Swenson, Minnesota Council of Crime and Justice stated that she was surprised to learn that the City of Stillwater was not doing anything for National Night Out. Council member Milbrandt stated that some of the neighborhoods were doing the National Night Out but it may not have been advertised. CONSENT AGENDA Motion by Councilmember Rheinberger, seconded by Council member Junker to approve the Consent Agenda. All in favor. Ayes: Councilmembers Kriesel, Milbrandt, Rheinberger, Junker and Mayor Kimble Nays: None Resolution 2003-165, directing payment of bills Resolution 2003-166, approving 2003 Memorandum of Agreement for Drop Off Center Recycling Grant Distribution with Washington County Approval of Scarecrow Days - Chamber Resolution 2003-167, approval of fire sprinkler inspection service agreement Resolution 2003-168, authorizing execution of grant agreement with Minnesota Department of Public Safety for safe and sober communities project Request to install banner - United Way Resolution 2003-169 - Approving Anoka/Hennepin Technical College Fire Training Contract For 2003 Approval of deposit to Friends of Fire account Approval to purchase computer - Planning Department Approval of electrical connection for trolley booth Request to install banner - Mid Summer Nites Dream Resolution 2003-170, approving agreement with Clarey's Safety Equipment, Inc. for fire extinguisher servicing Page 6 of 12 City Council Meeting - 03 -16 August5,2003 PUBLIC HEARINGS Street, water. storm and sanitary sewer improvements for the North Hill area Assistant City Engineer Sanders provided a presentation to Council and the audience on the proposed improvements, assessments, and funding sources for street, water, storm and sanitary sewers to serve the North Hill area. Mayor Kimble opened the public hearing. Duane Paulson, 104 E. Poplar Street, stated that the project is needed. He asked how the assessment was structured based on liner feet on front property. He stated that his property had one of the largest assessments of over $25,000; however there are other homes of similar size that have 1/3 of the assessment. He also referred to the presentation that it looked like there would be a pond on his property and asked how those were identified and how those easements would be compensated for. Assistant City Engineer Sanders explained that the City has an assessment policy where assessments can be either by linear foot or by a unit basis and for this project it will be linear foot basis. He stated that in the policy different size lots have adjustments for frontage and that corner lots are assessed 100% on the short side and 35% on the long side. Mayor Kimble explained that an assessment on a unit basis is used when lots are similar in size but because in this project there are huge differences in lot sizes the linear foot method becomes more equitable. Public Works Director Eckles stated that part of the decision is based on the fact that some of the properties are small lots and have no future development possibilities, but that other lots have the possibility of future development. He stated that if the unit assessment was used on this property staff would have to figure in the possible future development and assess for how many future lots could be developed. Mr. Paulson asked if the assessment methodology is final at this time. Mr. Eckles explained that in the future there would be an assessment hearing where the final assessments will be determined; at that time if there is a disagreement on the assessment the property owner has the right to appeal the assessment. Mr. Paulson encouraged Council to take the lot size and compare it to street frontage because there are a number of people who have standard size lots on a corner whose assessments are quite high comparative to other lots of similar and equal value. He asked how easement areas are identified and the process for gaining those easements. Mr. Eckles stated that any project requires the cooperation from the neighborhood and there is always a need for easements whether just construction easements or Page 7 of 12 City Council Meeting - 03 -16 August 5, 2003 permanent easements and sometimes construction easements are needed from every property owner. He explained that in order to keep the project costs down we hope to obtain easements without cost because if the City has to pay for the easements it raises the project costs, which in turn means higher assessments. He stated that Mr. Sanders would be meeting with the affected property owners where storm water easements are needed between November - December 2003. City Administrator Hansen stated the City's method of assessment is not unique, many cities use this method. He stated that the goal is to make it affordable, which is why the City is subsidizing above the 50% level. He also stated assessments need to be comparable to other projects done in the City. Mr. Steve Kiester, 1721 North 2nd Street, appreciates the project and suggested that the project be separated to smaller contracts so that more contractors can bid on the project for cost savings to the project. Stephanie LaGrill, Willow Street, encouraged Council to do the project in an environmental friendly way and retain the character of the neighborhood, the natural vegetation and trees will be kept as natural filters and sound barriers from busy streets so that it retains the wooded area so it does not change too much. Nancy Newman, representing Eleanor Anderson on Schulenburg Alley, asked how the City determines what street the sewer will come off of and if there is some sort of financing for people on a fixed income. Mr. Eckles stated that a deferment of assessment is available to people 65 and over or people with disabilities, where the assessment is deferred until the property is sold; however the interest accumulates until the assessment is paid. He also stated that Community Development Block Grant assistance will be available to low to moderate income homes for the hookup of water and sewer from the street to the home and that the Planning Department will be sending out information regarding that assistance. He stated that anyone interested in the program should contact City Hall. Julie Paulson, 104 E. Poplar, asked how people can find out how the construction will impact individual's property before major construction starts. Mr. Sanders stated that property owners can come to City Hall and meet with him and he will explain the design and impacts to the property owners. Ms. Carol Krafthefer stated that her assessment is $28,000 and asked what financing is available for middle-income people. Mr. Eckles stated that the Krafthefer's have one of the largest lots in the area and have future development possibilities. Page 8 of 12 City Council Meeting - 03 -16 August 5, 2003 Mr. Hansen stated that in this case that it is possible to have an assessment spread out over 10-12 years, with interest at approximately 5%, but that is just a guess at this point. He stated that there is no deferment program for middle-income persons. Ms. Krafthefer stated that she would have to pay approximately $300 per month more, which is quite a substantial amount of money. She stated that she doesn't want to be forced to sell their property to pay the assessment. Mr. Eckles stated that if the Krafthefers are not going develop, it may be possible to structure the assessments so that if there is future development of the property the additional costs would be added if the property is developed. Councilmember Rheinberger stated he is in favor of the project, but should have been done sooner. Council member Kriesel asked about breaking up the bid as Mr. Kiester suggested and asked if there are sufficient funds in the COBG. Mr. Eckles stated that the project would be done in one to three phases and should get good bids on the project. He stated that questionnaires have gone out, but he is not really familiar with the program but Mr. Russell could provide an update on the CBOG funding. Councilmember Junker stated that he is also in favor of the project, that he has gone through a project like this on the South Hill, and that 10 years later he would not trade it for anything because it has added value to the neighborhood and was a tremendous project. He also stated with the bond environment with low interest rate the timing is perfect. He hopes the North Hill will be as happy as the people on the South Hill with this project. Council member Milbrandt stated that this project has come a long way over the last 18 months with the help of Mike Campbell and others. He commended Klayton, Shawn, and Larry for their creative financing on this project because even though the project costs went up the assessments went down approximately 20%. Mayor Kimble stated that a letter from the Stillwater County Club has been received regarding their assessments and the project to be entered into the record. He thanked Mr. Campbell for his work in obtaining the state funding for this project and has talked to Mr. Campbell who has told him that he and many of his neighbors are pleased with how the City made the adjustments to the assessments and wanted to thank Council and his neighbors for their assistance. Motion by Council member Rheinberger seconded by Council member Milbrandt to adopt Resolution 2003-172, ordering improvement and preparation of plans and specifications for the North Hill project (Project 2000-15). All in favor. Page 9 of 12 City Council Meeting - 03 -16 August 5, 2003 Ayes: Councilmembers Kriesel, Milbrandt, Rheinberger, Junker and Mayor Kimble Nays: None UNFINISHED BUSINESS Second readino of Ordinance No. 939. an ordinance amendino the City Code bv chanoina the zonino map Mayor Kimble reviewed the ordinance relating to a zoning map change for the property located at 12730 62nd Street North. Motion by Council member Rheinberger, seconded by Council member Kriesel approving Ordinance No. 939, an ordinance amending the City Code by changing the zoning map. Ayes: Council members Kriesel, Rheinberger, Junker and Mayor Kimble Nays: Council member Milbrandt NEW BUSINESS Industrial park street liohtino Assistant City Engineer Sanders stated that the streetlights in the Industrial Park were installed over 20 years ago and are periodically out of service and that the maintenance of these lights is the responsibility of the City. He informed Council that staff has contacted Excel Energy Outdoor Lighting about replacing the system and that the total cost of the project is $265,000. He stated that the monthly fees for maintenance and energy amount to $8.90 per light and that Xcel Energy would service and maintain the lights for 20 years. He also stated that this cost does not include restoration of the boulevard following the installation of the streetlights, which is estimated to be approximately $35,000-$40,000. He recommended that the project be paid through the street light utility fund. Council member Rheinberger stated that he is not in favor of the street lighting charge and the use of the residential charge for the commercial lighting and would not support this project. He stated that a commercial lighting district should stand on their own. He resents this new fee and the immediate transfer to a commercial area. Mayor Kimble explained that the commercial properties also pay this street lighting charge and at a much higher rate. Council member Milbrandt asked if this project would be in conjunction with the sidewalk project. The Public Works Director stated that they would coordinate so that the area would not be disrupted twice. Page 10 of 12 City Council Meeting - 03 -16 August 5, 2003 Council member Junker asked if 51 street light poles were anticipated and asked how many more would be in this area. Mr. Sanders explained that there are 51 poles in the area now, the poles will remain in the same location and they will repaint and put new lights on the poles. Motion by Council member Kriesel, seconded by Councilmember Milbrandt to adopt Resolution 2003-173, accepting proposal and awarding contract for the Industrial Park Street Light Project and leave the discretion of the interfund borrowing to City Administrator Hansen. Ayes: Council members Kriesel, Milbrandt, Junker and Mayor Kimble Nays: Councilmember Rheinberger COUNCIL REQUEST ITEMS Council member Kriesel commended the police officers and fire personnel on their response to the accident of the person who was impaled on a fence. Police Chief Dauffenbach stated that the officers were Leslie Wardell and Art Sievert and commended them and the fire personnel on the scene. He reported that the person is recovering. ADJOURNMENT Motion by Councilmember Rheinberger, seconded by Councilmember Junker to adjourn the meeting at 8:26 p.m. All in favor. ATTEST: fhtiu CJ.~ Diane F. Ward, City Clerk Resolution 2003-165, directing payment of bills Resolution 2003-166, approving 2003 Memorandum of Agreement for Drop Off Center Recycling Grant Distribution with Washington County Resolution 2003-167, approval of fire sprinkler inspection service agreement Resolution 2003-168, authorizing execution of grant agreement with Minnesota Department of Public Safety for safe and sober communities project Resolution 2003-169 - Approving Anoka/Hennepin Technical College Fire Training Contract For 2003 Page 11 of 12 City Council Meeting - 03 -16 August5,2003 Resolution 2003-170, approving agreement with Clarey's Safety Equipment, Inc. for fire extinguisher servicing Resolution 2003-171, approving agreement between the City of Stillwater and Larson, Allen, Weishair & Company for the year 2003 auditing services Resolution 2003-172, ordering improvement and preparation of plans and specifications for the North Hill project (Project 2000-15) Resolution 2003-173, accepting proposal and awarding contract for the Industrial Park Street Light Project Ordinance No. 939, an ordinance amending the City Code by changing the zoning map. 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