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HomeMy WebLinkAbout2008-03-05 CC MIN ater THE I'I'KPLACE Of 1I111.EIDTA CITY COUNCIL MEETING NO. 08-05 March 5, 2008 REGULAR MEETING 4:30 P.M. Mayor Harycki called the meeting to order at 4:30 p.m. ROLL CALL Present: Council members Gag, Milbrandt, Nyberg, Polehna and Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Fire Chief Glaser Police Chief Gannaway Assistant Engineer Kraftson Planner Pogge Public Works Director Sanders City Clerk Ward OTHER BUSINESS Leqislative Update - Ed Cain Ed Cain, Legislative Associates, provided an update on funding for the levee wall and St. Croix River crossing projects. He told the Council that the State Senate bill includes funding for flood mitigation projects, including $625,000 for the Stillwater project, but does not specify specific dollar amounts for individual projects. He pointed out that the DNR has the final decision on the total grant program. The House bill, he said, includes last year's request for $200,000, but does not include the $625,000 Stillwater is requesting this year; Mr. Cain said he expects that issue to be resolved in Conference Committee. At the federal level, he said the City has received the $1.286 million funded for the flood control project, that amount on top of the $2 million, provides about $3.286 million. He noted there is a request for an additional $2 million that is pending. In discussions with the Corps of Engineers, it appears phase 3 of the flood control project will take about $6.4 million to complete. Mr. Cain said he thought the City was in good shape to proceed with the project on schedule. Regarding the federal appropriations bill, Mr. Cain reviewed the process and timeline for testimony for appropriations requests and said he did not anticipate any problem in getting the requested amount into the bill. Mr. Cain also reviewed where the City stands regarding the bridge project. He noted that this year Congress and the various subcommittees are beginning to hold hearings City Council Meeting 08-05 March 5, 2008 on the 2010 Transportation Bill and likely will come up with a draft bill by the end of this year. He also noted that Minnesota Congressman Oberstar is Chair of the House transportation infrastructure committee, and Mr. Oberstar has been supportive of the bridge project for many years. Mr. Cain said he did not know how much MnDOT would be requesting for the project, but suggested that should not affect Stillwater's request - the City should request an amount to proceed strongly, suggesting an amount of $300 million might be a good starting point. Councilmember Milbrandt asked if MnDOT is obligated to inform affected communities of projects that they have submitted or not submitted requests for funding. Mr. Cain said MnDOT is not obligated to inform communities of their requests and said he did not believe requests were public record. Mr. Cain suggested that the City should stay in close contact with MnDOT and keep him informed of any staff or Council contacts with MnDOT. There was discussion as to Congressman Obserstar's support of the project. Mr. Cain reviewed some of his recommended lobbying strategies. Councilmember Milbrandt agreed with Mr. Cain's recommendation that there be consistent talking points developed and asked when the City could see those talking points for working on developing support at the state level. Mr. Cain said he would provide that prior to an upcoming trip to Washington, D.C. Parkinq Ramp Update and discussion on land exchanqe Community Development Director Turnblad gave an update on the parking ramp project, including a proposed land exchange between the City and Trinity Lutheran Church that will facilitate construction. He stated the Heritage Preservation Commission and Parking Ramp steering committee have reviewed concepts of the ramp fagade. Two members of the LSA design team, Catherine Mullinax-Jones and Jim Lasher, reviewed the fagade design and proposed ramp layout. Ms. Mullinax-Jones noted that the fagade, given concept approval by the HPC, is a warehouse-type fagade with ramp behind. She noted the fagade is broken down into three massings, with stair towers at both ends; the stairs have been turned 90 degrees to address an HPC concern. She noted the fagade design reflects the HPC's concern that the designs reflect the surrounding neighborhood. She stated the front of the fagade would be brick, but that finish would not wrap around all four sides of the structure. She briefly highlighted the bridge at the Third Street level. She also noted that Peace Park would be included in the design, with some landscaping as part of the project. There was discussion about the park, with Councilmember Milbrandt raising a concern about security issues. City Attorney Magnuson pointed out the City does have the authority to change the use of a park, and there is a process the City is required to follow according to the City Charter. Mr. Turnblad stated that security has been discussed, and he noted that there are alternative uses for the property, including storm water holding, but that has not been taken before the Park Board at this time. Councilmember Nyberg expressed a concern that the structure looks like a parking ramp. Ms. Mullinax-Jones pointed out the massing model, requested by the HPC to get a perspective of the building as compared to the Lowell Inn and Rivertown Commons, and does not include any detailing. Councilmember Gag asked if the project would not be feasible due to cost constraints of making the ramp the most aesthetically pleasing possible. Mr. Lasher said initially that was a concern due to the HPC's desire to have the building finished on all four sides, Page 2 of 13 City Council Meeting 08-05 March 5, 2008 something that would be very difficult to accomplish from a cost perspective. He said the compromise, agreed to by the HPC, is spending money on the image where the structure will be most visible to the public, on the Second Street side, and finish the other elevations in a reasonable fashion that blends in with the Second Street fagade. Councilmember Nyberg questioned the use of glass in the towers and wondered whether the stairways could be open; it was suggested a softening of the glass appearance could be something addressed in further design refinements. Mr. Lasher said the preliminary ramp layout has approximately 327 stalls, a net increase of about 225 stalls. He said the costing process is beginning now that there is an agreement with the HPC. Mayor Harycki asked about the TIF funding and deadlines. City Administrator Hansen said the deadline for construction contracts or selling of bonds is approximately mid-July and said selling a temporary bond is probably a better route to go; he said there are options, and staff is exploring all the options. Mr. Lasher said LSA is currently on track to come before the Council for final approval in April. Councilmember Milbrandt asked about the buildability of the site and soil samplings. Mr. Turnblad said not all those studies are completed; an initial study indicated the site was adequate to support a ramp but detailed engineering will not be done until the next step begins. Mr. Lasher explained that once the building is placed, final borings would be done, but at this point, it appears the structure can be standard footings, without pilings. Councilmember Milbrandt expressed a concern about timing, giving the potential for expanding the site based on the decision made regarding Peace Park. Mr. Turnblad responded that the bigger footprint has been eliminated due to budget constraints, but there is a possibility the structure could be built to accommodate a future expansion. Councilmember Nyberg asked about the possibility of moving the entire structure back on the site; Mr. Lasher reviewed issues related to the City's bluffline ordinance, which would preclude that possibility. There was discussion about the potential loss of parking spaces in the downtown area due to Lowell Park improvements and the levee wall project. Councilmember Milbrandt asked about the agreement with the Lowell Inn regarding their loss of a garage. Mr. Turnblad explained that it would be a dollar-for-dollar exchange, perhaps in the Lowell Inn's use of parking spaces or unfinished space in the ramp, with the details to be worked out in a developer's agreement. Discussion on Brown's Creek Ski Trail Planner Pogge reviewed a request from a group of users of the Brown's Creek ski tails, specifically that during the ski season trails on the north side of the railroad right-of-way be designated for skiing only, with the trails on the south side of the railroad right-of-way designated for multi-use. He said the group would continue to groom the trails on both sides of the tracks. The issue went to the Park Board on Dec. 17, he noted, and the Park Board recommended approval of this proposal by unanimous vote. Ralph Hapness and Charlie Corcoran, representing the ski group, addressed the Council and reviewed the reasons for the proposal. Mayor Harycki asked about Page 3 of 13 City Council Meeting 08-05 March 5, 2008 enforcement of separated trails. It was noted that existing signage does not separate skiers and hikers, resulting in footprints on the ski trails. The representatives of the ski group agreed signage would not solve the problem entirely but would likely help a great deal. Councilmember Polehna pointed out that this would be an enforcement issue and spoke of the County's experience with the use of separated, signed trails. Motion by Councilmember Milbrandt, seconded by Councilmember Nyberg directing City staff to work with the ski group and put up appropriate signage to separate the trails as requested for next season, with the issue to be brought back to Council if there is a continued problem. All in favor. Discussion on status of community baseball field - St. Croix Vallev Baseball Association Planner Pogge reviewed the request from the St. Croix Valley Baseball Association to discuss improvements to the Public Works field; installation of a scoreboard and installation of a concession stand with sponsorship advertising; and future baseball complexes in the City, including acquisition of the Jaycee fields from the School District. Mr. Pogge noted that the Park Board reviewed the 2008 CIP park improvement budget and recommended that the Council allocate no additional funding for Public Works field improvements in 2008, other than what was carried over from 2007 related to the fence- capping, windscreen and bleachers. He also noted that related to advertising in the parks, the Park Board felt generic messages would be appropriate on a scoreboard, but did not favor advertising of specific businesses in City parks. Chris Stanton, representing the St. Croix Valley Baseball Association, addressed the Council. He reviewed some of the improvements the Association has made at the Public Works field with the assistance of City funding and Association volunteer labors - construction and installation of concrete dugouts; acquisition of a scoreboard; addition of a pitching mound and weeding of fields; a commitment to hydro-seed the outfield; fence top, windscreen and small set of bleachers to be acquired with the City's funding allocated in 2007; possible donation of a flagpole and batting cage. Mr. Stanton said he understands the City's budget constraints, which is why the Association is requesting to be allowed to have a concession stand and sell signage for the fence, in order to be more self-sufficient and generate funds for field improvements. He also asked that the City consider assisting with funding for the installation of the scoreboard and installation of a timed sprinkler system. There was a question about the Park Board's position regarding advertising. Councilmember Nyberg, who serves on the Park Board, said he would like to see the issue go back to the Park Board for another look at the funding issue. Councilmember Nyberg asked whether the scoreboard was now City property as it had been donated for the Public Works field; Mr. Stanton responded in the affirmative. Councilmember Milbrandt asked if there had been any discussion at the Park Board regarding access of the Public Works facility to citizens at large, expressing a concern about expending City funds on a park that has essentially been privatized. Mr. Pogge responded that due to the size of the field (length of base runs), the field is not utilized by adult leagues or Page 4 of 13 City Council Meeting 08-05 March 5, 2008 upper age group youth teams; he also noted that the field is open to other groups during over half of the daylight hours. Councilmember Milbrandt noted the Park Board had not requested any additional funding for the Public Works field, other than the 2007 carry- over funds. Councilmember Nyberg stated there had been some discussion about using any unallocated funds, about $8,000, for installation of an irrigation system at one of the parks and the Park Board felt the Public Works field might be a prime location for doing that if the funds are available. Mr. Pogge noted the Park Board's recommendation was that the Public Works field was the first priority for installation of an irrigation system, with the second priority being Brown's Creek, followed by Northland Park and Millbrook Park. Mayor Harycki noted that a decision on advertising may free up some funds and suggested that the issue be returned to the Park Board for further discussion; he also stated he would not like to see a scoreboard sitting in a warehouse unused for the season. It was noted there are several options for wiring the scoreboard that will not be determined until the ground thaws. Motion by Councilmember Polehna, seconded by Councilmember Nyberg allowing the association to sell concessions at their games. Councilmember Milbrandt asked if the motion was to allow the Association to see concessions at other locations or only at the Public Works fields. Councilmember Polehna amended his motion that the Association be authorized to see concessions at their games at the Public Works field and the proceeds from the sale go back into the field improvements. Councilmember Nyberg amended his second. Councilmember Milbrandt expressed a concern about the cost of accepting an unrequested scoreboard or similar field improvements. There was discussion as to how to audit how the proceeds are spent, with Councilmember Nyberg saying he would be more comfortable with having the proceeds go to the Association to be expended as the Association sees fit. There was continued discussion regarding the status of athletic fields and the responsibility for providing such facilities. Councilmember Polehna called the question. Motion by Councilmember Polehna, seconded by Council Nyberg to amend the original motion to allow the concession sales at the Public Works field with the proceeds to go to the Baseball Association. All in favor. Discussion on Assessment Policy City Administrator Hansen reviewed possible changes to the City's assessment policy. He said the City has had a policy since May 1993 and said the basics of the policy are fine. However, he said the policy is not perfect, will not work in every situation -- there are always instances where an exception has to be made; he noted recognition of that fact is included in the general policy statement. Also, Mr. Hansen pointed out a policy must follow state law so an assessment can not be any more than actual market value increase, which is also in the policy statement. He reviewed suggested changes including a change in residential equivalent density, with the major change being a 70 Page 5 of 13 City Council Meeting 08-05 March 5, 2008 percent assessment rate against benefiting property owners for street reconstruction, resurfacing and sidewalk improvements, with the City's share being 30 percent; 100 percent to benefiting property owners for first-time curb, sidewalk and street lighting. He also reviewed the "special consideration" section, which provides that assessments be calculated on a pro rata basis if it is necessary to resurface a street before 15 years or do a total reconstruct before 25 years. The policy also calls for residents on MSA streets to be assessed the equivalent local street costs. Mr. Hansen also noted a change in the interest rate to bring the wording into compliance with actual practice of changing 1 percent above the rate charged on the bonds sold to finance a project. Assistant Engineer Kraftson provided figures comparing the 50 percent assessment and 70 percent assessment using past projects. For example, a standard lot in the Eagle Ridge project with a path assessment was assessed $6,500 with a 50 percent rate; using a 70 percent assessment rate that lot would have been assessed $9,100. He compared a number of past projects, ones that included a fair amount of utility work and others that were primary street projects. Councilmember Milbrandt asked Public Works Director Sanders for information on what other nearby communities are using for assessment rates; City Administrator Hansen said cities vary greatly in what they charge. Mr. Hansen asked that the Council review the information and ask questions over the next few weeks, noting this is a decision not to be taken lightly. Councilmember Milbrandt asked for an analysis of how many miles of road projects can be accomplished at today's costs using the 50-50 rate. The meeting was recessed by Mayor Harycki at 6:35 p.m. RECESSED MEETING 7:00 P.M. Mayor Harycki called the meeting to order at 7 p.m. ROLL CALL Present: Councilmembers Gag, Milbrandt, Nyberg, Polehna and Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Fire Chief Glaser Police Chief Gannaway Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge Allegiance. Mayor Harycki acknowledged the presence of a number of Stillwater Area High School students. Page 6 of 13 City Council Meeting 08-05 March 5, 2008 APPROVAL OF MINUTES Motion by Councilmember Gag, seconded by Councilmember Polehna to approve the Feb. 19, 2008, regular meeting minutes. All in favor. OPEN FORUM There were no public comments. CONSENT AGENDA* Motion by Councilmember Milbrandt, seconded by Councilmember Polehna to approve the Consent Agenda. All in favor. Resolution 2008-28, directing payment of bills Possible approval to purchase two display screens for lobby (locker room assignments) Possible approval to purchase replacement workstation - Building Department Possible approval of 2007 capital outlay carryover request - Finance Department Resolution 2008-29, authorizing purchase of flow meters for the Engineering Department PUBLIC HEARINGS Case No. 07-51. This is the date and time for a public hearinq to consider a request from Damon Francis. Advent Builders, representing Bryan and Joni Heller. for a preliminary plat that subdivides one lot into four lots. a rezoninq from AP. Aqricultural Preservation. to LR. Lakeshore Residential. and a variance to the lot width requirements located at 1133 Niqhtinqale Blvd and any variances related thereto. Notices were mailed to affected property owners and published in the Stillwater Gazette on February 27.2008. Community Development Director Turnblad reviewed the site and request to subdivide an existing lot into four lots (preliminary plat approval) and rezoning of the property from Agricultural Preservation to Lakeshore Residential. He noted that when the Planning Commission and Joint Board reviewed this request, there were two primary issues - storm water management and tree protection. Mr. Turnblad reviewed the storm water management plan, which includes a storm water pond and installation of an outlet structure to pipe water in 1 OO-year events to Bruer's Pond. Regarding tree protection, Mr. Turnblad said there was concern about some red oaks on the property to the south of the development site. He stated City Forester Widin reviewed the site and recommended that there be no grading or soil compaction within 20 feet of the trees, and the developers revised their plans to meet that recommendation. He noted the Planning Commission and Joint Board both recommended approval with 11 conditions. Mayor Harycki asked about the lot width variance. Mr. Turnblad explained the minimum lot width is applied at the mid-way point of a lot; meeting that width at the mid-point Page 7 of 13 City Council Meeting 08-05 March 5, 2008 resulted in odd-shaped lots, he explained. Rather than create the odd-shaped lots, the Planning Commission granted the variance to the width of the existing lot, he said. Mayor Harycki opened the public hearing. No comments were received, and the hearing was closed. Council member Milbrandt noted the biggest discussion item at the Planning Commission was the tree protection issue, and the Commission held the request over for a month so Forester Widin could review the site and make recommendations. Councilmember Milbrandt pointed out that Ms. Widin indicated in her report that the nearest tree of concern was of poor quality and Ms. Widin concurred with the revised tree protection plans. Motion by Councilmember Milbrandt, seconded by Council member Polehna to adopt Resolution 2008-30, a resolution approving the preliminary plat and rezoning for a development project located at 1133 Nightingale Boulevard and known as Nightingale Estates. Ayes: Council members Gag, Milbrandt, Nyberg, Polehna and Mayor Harycki Nays: None UNFINISHED BUSINESS Update on Mainstream Development (Vern Stefan) and the City regardinq public restrooms City Attorney Magnuson noted there have been a number of proposals put forth for consideration since negotiations began to find some sort of resolution to the impasse over this issue. He pointed out that the original resolution for the vacation of the parking easement called for at least some discussion of the developer constructing or making available public restrooms in the new project. The first proposal was dedication of restroom space, which would have been owned by the City but subject to all obligations to maintain the facility. He noted there were also discussions/negotiations regarding having the restroom open evening and weekend hours, when there would be no one to maintain/police a facility in Mr. Stefan's new building. The last effort to resolve the issue was to have the developer compensate the City for the loss of parking stalls as the result of the City vacating the easement. He said Mr. Stefan preferred this approach rather than continue to negotiate a resolution to the issue of an open public restroom policy for the building. Mr. Magnuson reviewed Mr. Stefan's computation of the value of the parking stalls, arriving at his $25,000 offer to the City. It was noted that the cost per stall in the proposed new parking ramp is $15,000-$20,000 per stall. Mr. Magnuson pointed out the cost per stall in a parking ramp is much greater than surface lots. Mayor Harycki expressed his frustration over a process that began with a relatively simple concept - the City giving up a parking easement to allow Mr. Stefan to construct his new building in exchange for some bathrooms in the downtown area. Councilmember Nyberg said he understands the cost of a surface parking lot is less per stall than a parking ramp, but noted that the City cannot recover open land parking spots downtown - once they are gone, they are gone. Councilmember Nyberg suggested a reimbursement of $8,000 per stall or $136,000 for the City to spend to construct a restroom elsewhere in the downtown area, perhaps in conjunction with Lowell Park Page 8 of 13 City Council Meeting 08-05 March 5, 2008 improvements. Councilmember Milbrandt agreed this latest proposal is not acceptable but questioned the need to take any action at this time and suggested waiting until more is known regarding the parking ramp and levee wall project. It was consensus that the latest proposal was unacceptable and to take no action. Possible acceptance of Findinqs of Fact and adoption of Resolution of Denial for a minor PUD amendment for Lot 1, Block 2. Settler's Glen 8th Addition - US Homes Community Development Director Turnblad stated that Tim Fohr, representing the developer, called and said he would be unable to attend at the meeting and asked that this be held over for the next meeting. It was noted there was a written waiver from the 120-day limit for taking action. Motion by Councilmember Milbrandt, seconded by Council member Nyberg to table this item to the March 18, 2008 meeting. All in favor. Comprehensive Plan qoals discussion Community Development Director Turnblad reviewed the process used to refine the goals and policies of the updated 2008 Comprehensive Plan. He stated that during the process, the subcommittees flagged 12 items for discussion by the Council. Councilmember Milbrandt thanked Mr. Turnblad for his work in summarizing the issues. The Council went through the 12 items beginning with a program that calls for the investigation of the need, potential site and feasibility for a dog park. Councilmembers Milbrandt and Gag called for this item to be deleted, with Mr. Gag suggesting this is too specific for a Comprehensive Plan. It was consensus to delete this item. Program 3 under the transportation policies and programs called for the extension of Neal Avenue from Boutwell to County Road 12 with an intersection at County Road 12 designed to encourage through traffic to use minor arterial streets rather than collector or local streets. Councilmember Milbrandt suggested the Neal Avenue extension is a "pipe dream" with no willing landowners and called for focusing efforts on the intersection of Boutwell with County Road 12 and Boutwell and McKusick at County Road 15. Councilmember Polehna suggested there would never be consensus on where any Neal extension should intersect with County Road 12. Councilmember Nyberg called for making a decision on this issue one way or another. Councilmember Nyberg spoke of the value of a north-south connection for public safety response. Mr. Turnblad pointed out that the Comp Plan traffic consultants had suggested that perhaps the City should focus on strengthening east-west connections and give up on the north- south connection. It was consensus to remove this item. Mr. Turnblad noted that six of the 12 items are relating to the housing section of the Comp Plan. Under the special housing needs section, one of the objectives is to "encourage housing Downtown and within walking distance of Downtown to provide a critical mass of residents to support a mix of community and destination commercial." Page 9 of 13 City Council Meeting 08-05 March 5, 2008 Mr. Turnblad said the discussion regarding this item was whether the downtown will ever again function as a neighborhood or community retail destination. Mr. Turnblad said market research people have suggested that perhaps the niche market to make downtown thrive is not neighborhood and community but more regional. Mr. Turnblad also noted that the number of residents it would take to create the mass necessary to support neighborhood and community business is a very high number, about 10 times the number put in downtown already. It was consensus to remove this item. Also highlighted in the housing chapter, was a policy that the city shall seek cooperation from local lending institutions for financing improvements to older structures, Councilmember Milbrandt pointed out this is a policy and does not obligate the City to take on any financial burden. Mr. Turnblad suggested that perhaps this policy be moved to the historic resources section. Councilmember Gag suggested that there are many elements in the housing policy/programs that say the same thing. Councilmember Gag spoke to a previous concern that the City not set itself up as a bank and reiterated his view that many of these can be combined. Councilmember Nyberg suggested this policy might take the place of a program in the historic resources section (develop a building renovation grant or loan program...) and add verbiage to the policy that the City shall seek cooperation from local lending institutions for financing improvements to older structures for a building renovation loan program. Councilmember Gag said he would be comfortable with keeping No.9, working with local lenders to provide a comprehensive housing assistance strategy... It was suggested that items 5 and 6 (in Mr. Turnblad's list of discussion items) speak to the same thing and could be deleted, while keeping No.9. In the discussion of item 7 (a housing presale code inspection program), it was noted there is a mechanism on the free market that does this. City Attorney Magnuson pointed out a housing code inspection program would be very burdensome to enforce and probably would require a full-time staff person. It was consensus to delete item No.7, as well as item NO.8 due to its redundancy. Regarding item NO.1 0, promote downtown as a relocation destination for successful businesses, Councilmember Milbrandt suggested making this a policy rather than a program; Councilmember Nyberg also suggested changing the wording to "encourage" rather than "promote." It was consensus to change item NO.1 0 to a policy with the change in wording suggested by Councilmember Nyberg. Regarding item No. 11, Mr. Turnblad explained that this includes the Brown's Creek greenbelt that will continue as it comes south of McKusick Road, as well as whatever can be preserved of the perimeter vegetation. It was consensus to keep this item. Regarding No. 12, it was explained this would be guidelines for buffering of certain situations - parking lots, schools in residential districts, etc. It was consensus to keep item No. 12 as a program. Reviewing the actions taken, Mr. Turnblad summarized that Item NO.1 had been deleted; NO.2 changed to a policy and reworded so it reads more like No.5 did; with No.9, 10, 11 and 12 remaining, but changing No.1 0 to a policy and change in wording from "promote" to "encourage." Page 10 of 13 City Council Meeting 08-05 March 5, 2008 NEW BUSINESS Possible appointment to the Library Board City Clerk Ward explained that the person originally appointed is no longer available to serve. The Library Board of Trustees is now recommending the appointment of Michele Cassavante. Motion by Councilmember Milbrandt, seconded by Councilmember Nyberg to adopt Resolution 2008-31, appointment to Library Board. Ayes: Councilmembers Gag, Milbrandt, Nyberg, Polehna and Mayor Harycki Nays: None Discussion on Park & Recreation Commission recommendation on 2008 CIP Budqet Community Development Director Turnblad reviewed the proposed 2008 park capital improvement. He noted the Park Board has not yet submitted a proposed trail capital improvement program for 2008. The proposed park improvement projects total about $84,000, leaving about $9,000 in reserve should there be unexpected expenses. Mr. Turnblad noted that the Park Board would recommend that the $9,000 of reserve funds be spent on irrigation systems for as many of the Board's priority facilities as possible. During the discussion, it was noted that individual expenditures would be brought back for Council approval. Motion by Councilmember Nyberg, seconded by Councilmember Milbrandt to approve the 2008 CIP park improvement budget. All in favor. Discussion on hirinq freeze City Administrator Hansen stated he had received requests from most Councilmembers that this issue be discussed. He noted that the City is currently advertising for a human resources coordinator position, and said he would not like to hire someone and then have to lay that person off a short time later. Mr. Hansen also pointed out that this is the time of year the City starts advertising for seasonal staff. Mayor Harycki said he would not like to be in a position of losing police officers and incurring overtime because of not being able to fill the posts. Council member Nyberg said he was thinking of full-time positions, not seasonal employees or police officers, when he suggested a discussion of this issue. Councilmember Gag suggested looking at the seasonal positions to see if some of the tasks could be reassigned/reengineered. Councilmember Milbrandt agreed with Mr. Gag's thought and wondered if department heads with seasonal help in their budgets could come back to the Council within two weeks with justification for the requested positions. City Administrator Hansen said he would like to discuss the need for the human resources position with the Council, as he firmly believes there is a need. Councilmember Nyberg said he would support Mr. Hansen's decision. Mr. Hansen Page 11 of 13 City Council Meeting 08-05 March 5, 2008 again stated he would not like to hire someone for that position only to have to lay that person off and said he would like the opportunity to discuss the requested position. Council member Milbrandt said he would be more comfortable in having that discussion after department heads come back with a retooling approach for how the departments are structured. Councilmember Gag agreed that such a discussion was needed before the City gets into budget time and before any hiring. Councilmember Milbrandt moved to institute a hiring freeze, with the exception of public safety officers, with department heads to come back to the Council with possible retooling of their organization structures at the direction of City Administrator Hansen, and to consider seasonal employees after hearing justification from department heads in two weeks. Chief Gannaway raised a concern about a delay in the seasonal hirings for his department, noting it could affect training time; it was noted that Chief Gannaway could advertise and interview at this time without offering a position until the Council makes a decision on the seasonal positions. Motion by Councilmember Polehna, seconded by Councilmember Milbrandt to institute a hiring freeze, with the exception of public safety officers and to consider seasonal employees after hearing justification from department heads in two weeks, noting that Chief Gannaway could advertise and interview at this time without offering a position until the Council makes a decision on the seasonal positions. All in favor. COMMUNICATIONS/REQUESTS Councilmember Polehna stated that last year an executive committee was formed to do a performance review for City Administrator Hansen but said he did not think that review was ever completed. He said he thought it only fair to Mr. Hansen that the Council give him some feedback on his performance and perhaps some objectives to work on. Council member Polehna suggested that an executive committee be formed to do a performance review. Councilmember Gag suggested adding the lobbyist function to the committee's review. Councilmember Polehna said he had some materials from the City of Hugo and the performance review County Commissioners use for the county City Administrator. Councilmember Milbrandt suggested that the Council review Mr. Polehna's information and consider establishing a committee in two weeks. COUNCIL REQUEST ITEMS Councilmember Gag asked if Fire Chief Glaser had any information regarding the status of a new fire station as was discussed at the last meeting. Chief Glaser responded that since the last meeting he had attended a brown field workshop regarding potential funding sources for cleanup and remediation of contaminated work sites. He stated there are several different grant opportunities, including grants from DEED, which may be available for the dumpsite. Regarding possible land purchases for a new station, he stated one of the identified sites in the consultant's study was at the corner of Highway 96 and 15 if the department went to a two-station model. Chief Glaser stated that property is for sale and he called to inquire about a potential purchase price; that price is between $2.5 million to $3 million. He pointed out that last year; the estimated cost for Page 12 of 13 City Council Meeting 08-05 March 5, 2008 cleanup of the dumpsite was $3 million to $4 million. It was noted a two-station model is pretty much off the table. Council member Milbrandt pointed out that the City could clean up the dumpsite for purposes other than a fire station and ought to pursue the grant opportunities no matter what the ultimate decision is made regarding a fire station site. City Administrator Hansen noted that most brown field grants are directed toward economic development. It was consensus to have Chief Glaser continue to pursue a grant. Councilmember Nyberg raised the issue of the assessment policy. He stated that at 50- 50 the City keeps getting farther and farther behind in its street maintenance program and will continue to do so unless the assessment rate charged to the homeowners is raised and said he thought the Council would be irresponsible if it did not move in that direction. During discussion, it was noted the City has about 85 miles of streets it is responsible for maintaining, and during the past two years, the annual street repair projects had done about 1.5 miles of street. Mayor Harycki pointed out the City is trying to increase the money budgeted for street work by 10 percent a year; Councilmember Nyberg spoke to budget constraints and the difficulty of increasing the street budget by 10 percent without having to make cuts elsewhere. Councilmember Gag noted an increase in assessment rate would be a huge departure in policy and could affect the street project scheduled for this year; he said any change would need hearings and notification of residents. Councilmember Nyberg agreed that any change should not affect this year's project, but said he would like to begin the public hearing process. It was agreed to wait on any action until hearing Mr. Sander's analysis at the next meeting. ADJOURNMENT Motion by Council member Nyberg, seconded by Councilmember Polehna to adjourn at 8:20 p.m. All in favor. A2 ~(/L/{/ 01 ~t[ Diane F. Ward Resolution 2008-28, directing payment of bills Resolution 2008-29, authorizing purchase of flow meters for the Engineering Department Resolution 2008-30, a resolution approving the preliminary plat and rezoning for a development project located at 1133 Nightingale Boulevard and known as Nightingale Estates Resolution 2008-31, appointment to Library Board Page 13 of 13