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HomeMy WebLinkAbout2009-10-20 CC MIN* ater THE HINTHFLHCE OF MINNESOTA CITY COUNCIL MEETING October 20, 2009 REGULAR MEETING Mayor Harycki called the meeting to order at 7 p.m. Present: Councilmembers Cook, Polehna, Roush and Mayor Harycki Absent: Councilmember Gag Staff present: City Administrator Hansen City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Deputy Fire Chief Ballis Police Chief Gannaway Public Works Director Sanders City Clerk Ward 7:00 P.M. PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Motion by Councilmember Cook, seconded by Councilmember Roush to approve the October 6, 2009, regular and recessed minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Resolution 2009 -173, statement of support for the Guard and Reserve Mayor Harycki noted this resolution reaffirms that the City complies with federal and state laws regarding any employees who might be on leave for duties with the Guard and Reserve. Motion by Councilmember Polehna, seconded by Councilmember Roush to adopt Resolution 2009 -173, statement of support for the Guard and Reserve. Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: None City Council Meeting October 20, 2009 Councilmember Polehna provided an update on the work of the Beyond the Yellow Ribbon Committee. He said the group is in the process of finalizing its community action plan; he provided Councilmembers with a draft of the plan. Councilmember Polehna invited the Council and members of the community to attend a live broadcast from Iraq that will take place on November 8 at Trinity Lutheran Church in observance of Veterans' Day. Mayor Harycki noted that one of the requirements is sustainability of the committee and he suggested perhaps putting a Yellow Ribbon Committee update as part of the regular meeting agendas, perhaps on a monthly basis; Councilmembers were amenable to that suggestion. Councilmember Polehna invited members of the community who are interested in participating in the work of the Committee to contact either himself or Mayor Harycki. OPEN FORUM No public Comments STAFF REPORTS Deputy Fire Chief Ballis provided an update on Fire Prevention Week activities. He stated over 1,000 people attended the annual open house at the fire station, and staff provided fire education to over 1,000 students at five different schools during the week. Community Development Director Turnblad told the Council that the parking ramp is a bit under budget by about $16,000 and with the unexpected arrival of snow, the project lost about a week of work from masons. He stated that while the opening will likely be delayed a bit, it is still expected about mid - November. Councilmember Polehna asked about a grand opening ceremony; Mr. Turnblad said he would bring information to the next meeting. Mr. Turnblad also updated the Council on the comprehensive plan and that staff has been making revisions to the plan based on the Metropolitan Council's initial review and he expects the plan to be resubmitted to the Met Council in the very near future. City Administrator Hansen provided a brief update on the Cayuga. He said several quotes have been received for an environmental assessment, but that he is not convinced that one is necessary. He said that he hopes to have more information by the Council's November 3 meeting. CONSENT AGENDA 1. Resolution 2009 -172, directing payment of bills Motion by Councilmember Roush, seconded by Councilmember Polehna to approve the Consent Agenda. Page 2 of 11 City Council Meeting Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: None PUBLIC HEARINGS October 20, 2009 This is the date and time for a public hearing to consider the issuance of a Wine & Strong Beer li• uor license to Oliver & Louis Inc. DBA: The Bike located at 904 4 Street Oliver Vrambout, applicant. Notice was published in the Stillwater Gazette on October 7, 2009 City Clerk Ward noted that approval should be contingent upon approvals from Police, Finance, Fire, and Building departments and Minnesota Liquor Control. Mayor Harycki opened the public hearing. No comments were received, and the hearing was closed. Councilmember Roush asked Police Chief Gannaway if he had any concerns; Chief Gannaway responded in the negative. Motion by Councilmember Roush, seconded by Councilmember Polehna to adopt Resolution 2009 -174, approving issuance of a wine and strong beer liquor license to Oliver & Louis, Inc., DBA: The Bikery. Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: None UNFINISHED BUSINESS Possible removal of stop signs at the railroad crossing on Hazel Street Public Works Director Sanders stated the City had received a Commissioner's Order from the Department of Transportation to place exempt signs at Zephyr railroad crossings and to remove stop signs at those locations. He said this issue was brought to the Traffic Committee, which did recommend removal of the stop signs at this location. Motion by Mayor Harycki, seconded by Councilmember Roush to adopt Resolution 2009 -175, resolution approving the Traffic Control Sign Changes moved approval of the resolution for removal of the stop signs. Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: None Page 3 of 11 City Council Meeting October 20, 2009 NEW BUSINESS Possible approval to purchase backup solution for City network Possible approval to purchase firewall for the St. Croix Valley Recreation Center City Administrator Hansen referred to a memo in the agenda packet from MIS Director Holman regarding the need for the backup network solution and the firewall. He said he did recommend approval of both items; it was noted that both of these are budgeted items. Councilmember Cook asked if there was competitive bidding involved; City Administrator Hansen responded that Ms. Holman obtains multiple quotes. Mayor Harycki stated it would be useful to see the range of quotes in the future. Motion by Councilmember Roush, seconded by Councilmember Polehna to the purchase of both items. All in favor. Possible approval of Willard Street stairs repair Page 4 of 11 Public Works Director Sanders said this is a continuation of the project to repair the Willard Street stairs at Triangle Park. The concrete work has been completed and now the railings need to be replaced /repaired. He stated two quotes were received, with the low quote of $1,000 from Northside Welding. He noted this project was included in the Park's capital outlay budget. Motion by Councilmember Cook, seconded by Councilmember Polehna, moved approval of the expenditure to complete the project. All in favor. Councilmember Polehna suggested it seemed like a waste of staff time to prepare an agenda item for a $1,000 purchase for a project that has already been approved and is under budget. Councilmember Polehna suggested implementing some type of purchasing policy. City Administrator Hansen noted the City does have an existing purchasing policy that could possibly be updated and that he could bring that to the Council with some suggested changes. City Administrator Hansen noted that the reason that many requests of this nature are being brought before the Council is the difficult economic times and the need to justify all expenditures. Possible ordering preparation of feasibility report for 2010 Street Improvements Public Works Director Sanders provided a map of the areas proposed to be included in the 2010 street improvement project, including the areas proposed for reconstruction and those proposed for mill and overlay. He said about 4 miles of streets are included. It was noted that in the past the focus was reconstruction of streets, however now it is 70% reconstruction and 30% mill and overlay, which in 2010 will be 2 miles of reconstruction and 2 miles of mill and overlay which is double than this year. Mayor Harycki stated that according to his calculations that every street would be addressed City Council Meeting October 20, 2009 every 22 years and the life a street is approximately 30 years so it hoped to catch up on the maintenance effort, Mayor Harycki asked about Wilkins Street; Mr. Sanders said that street is a candidate for the 2011 project. Mr. Sanders noted that a 5 -year' improvement plan was developed with the last pavement management study and the intent is to stick to that 5 -year plan. Motion by Councilmember Roush, seconded by Councilmember Polehna to adopt Resolution 2009 -176, resolution ordering preparation of report for 2010 Street Improvements (Project 2010 -02). Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: None Mayor Harycki suggested that neighborhood meetings be scheduled way in advance for the Oak Glen portion of the project so the City isn't faced with some unexpected sidewalk issues; Mr. Sanders stated at this time no sidewalks are planned for the Oak Glen area. Recommendation from Downtown Parking Commission on Parking Structure Fee Schedule Councilmember Polehna asked how the rates were developed, suggesting the rates seem cheap. Community Development Director Turnblad said the current monthly permit rate for surface lots in the downtown area, $10, was used as a starting point. He stated that using that as a base, the proposal is to charge the upper level, uncovered portion, of the ramp the same $10 fee, with a higher fee for the more protected areas of the ramp. He said the intent was to charge a small enough fee to cover all operational, short-term and long -term maintenance costs and that the proposed rates will do that, but there won't be a lot of safety, extra income, built into the fees. He noted that for the first few years, maintenance shouldn't be a big issue; if over the next several years, it is determined the fees won't generate the kind of revenue needed for long -term maintenance of the facility, fees can be raised at that time. Mayor Harycki asked if there has been an agreement with the Lowell Inn and /or Rivertown Commons regarding spaces /rates. Mr. Turnblad said the Lowell Inn will have 23 permit spaces but will pay the published rate and that the issue with Rivertown Commons spaces /rates will be brought to the Parking Commission. Councilmember Cook agreed that the rates seem cheap. In discussion, Mr. Turnblad stated the fees will generate surplus revenue for long -term maintenance, but not capital expenses. Mayor Harycki suggested the fees are a work in progress and can be raised within the next few years if need be. On a question by Councilmember Roush, Mr. Turnblad said the Parking Commission was unanimous in its recommendation, with one mild dissension on the hourly rate. He informed the Council that the Parking Commission plans to monitor the rates /revenue carefully to determine whether an increase might be needed in the future. Page 5of11 City Council Meeting October 20, 2009 Possible a training Councilmember Cook said she thought the ramp should be looked at as a profit center, as a way to raise revenue for the City rather than just attempting to have the ramp a break -even proposition. Mayor Harycki said he liked the low hourly rate as a way of encouraging shopping downtown. Councilmember Cook asked if any consideration was given to a lower fee for residents; Mr. Turnblad pointed out that the rates for special events, events that are of a more regional attraction, is higher than the regular hourly parking rate. Mayor Harycki asked if the marathon would be included in the list of special events; Mr. Turnblad said that list will grow as the Council decides to add events to special event charge. City Administrator Hansen said when he first saw the fees, he also thought they seemed pretty inexpensive, but he thought the City had received good advice from its consultant and a lot of diligence had been expended by the Parking Commission in establishing the proposed rates. He noted that the Council is not locking into rates for any period of time. Councilmember Roush said his concern was with the contract rate, $15 a month for a covered space. Mayor Harycki spoke of the cost of doing business in the downtown area. Councilmember Cook also expressed concern about the monthly contract rate, noting that people who work in Minneapolis can spend upwards of $200 a month; she also spoke again about the possibility of setting the fees at a rate that can help pay off the facility. Councilmember Roush suggested revisiting the fees in six months. Motion by Councilmember Roush, seconded by Councilmember Polehna to adopt Resolution 2009 -177, establishing rates for the Parking Ramp, for a period of six months, at which time the Council will re- evaluate the rates. Mr. Turnblad pointed out that any 24/7 permits will have to be approved by the Parking Commission and Council. Ayes: Councilmembers Polehna, Roush and Mayor Harycki Nays: Councilmember Cook Heritage Preservation Commission Request Councilmember Cook asked that this matter be tabled due to Councilmember Gag's absence as the request involves the downtown area, which is partly in Councilmember Gag's Ward. Motion by Councilmember Cook, seconded by Councilmember Polehna to table this discussion to the November 3, 2009 meeting. All in favor. royal of SafeAssure Contract and • uotation for work at Public Works facilit for Page 6 of 11 City Council Meeting October 20, 2009 City Clerk Ward said the City has contracted with SafeAssure since 1999 to provide the required safety training for all employees. Due to the Council's desire to rebid contracts every four years, staff submitted requests to two vendors and received two quotes for the work, one from SafeAssure for $6,875 and another from Chess Inc. for $6,900. Ms. Ward stated to assist in lowering the contract cost to the City, Assistant Public Works Superintendent Chaves contacted surrounding communities to see if there was interest in participating in the training. She stated that five communities have expressed an interest and that if the other communities participate, the City would receive a hosting credit of $2975 further reducing the City's contract cost to $3,900. Ms. Ward said it was determined that the most appropriate place to hold the training was the Public Works facility; in order to accommodate 50 -60 people for the training, some work needs to be done on the third floor to reduce the noise of the HVAC equipment. She stated that the cost of the required work at the Public Works facility is a minimum of $1,790, for a temporary fix, with a maximum cost of $3,000 for a permanent fix. City Administrator Hansen noted that if approved, the first year savings for hosting the training would be eaten up by the cost of reconfiguring the Public Works facility, but the plan will ultimately save the City money and also provide a service for neighboring communities. Mayor Harycki suggested contacting the School District to determine the District's interest in possible participation. He noted that this is a savings of approximately 43% on this contract. Councilmember Polehna noted the County does all its training in -house and asked what kind of training is being received for $7,000. • City Clerk Ward stated this includes writing of all the necessary programs, fork -lift certification, response to any OSHA calls, etc.; she noted most of this deals with Public Works equipment/training. Mayor Harycki pointed out the $3,000 expenditure for work on the third floor of the Public Works building could result in the ability to rent that space in the future. Councilmember Cook commended staff for the creative way in which options were explored in this instance. Motion by Mayor Harycki, seconded by Councilmember Cook to adopt Resolution 2009 -178, approval of SafeAssure Consultants, Inc. for OSHA and Safety Consultation and authorized $3,000 for the necessary improvements to the Public Works facility and up to $1000 expenditure for table and chairs through the Minnesota Department of Administrator Surplus Store. Ayes: Councilmembers Cook, Roush and Mayor Harycki Page 7 of 11 City Council Meeting October 20, 2009 Nays: Councilmember Polehna Discussion on Dairy Queen proposal for St. Croix Valley Recreation Center Possible a City Administrator Hansen reviewed a proposal to have the local Dairy Queen operate the food concession area at the St. Croix Valley Recreation Center; the Recreation Center would be guaranteed $60,000 in revenue, the amount the Recreation Center makes net after paying for supplies and salaries. Mr. Hansen said he thought the proposal was worth exploring. Mayor Harycki said he likes the concept but isn't sure about locking into one vendor at this point without going through more of a bid process. Councilmember Roush said he would like to see an annual increase in revenue equal to the rate of inflation or something similar. It was consensus to develop an RFP for the operation of the food concession area. Councilmember Polehna suggested looking at naming rights for the Recreation Center. Possible approval to apply for Legacy Grant for Hersey Bean Wall Restoration Community Development Director Turnblad stated the City's barge terminal property has a number of historical artifacts, including the west wall of the Hersey Bean mill. He stated the wall has started to fail and the City has been looking for funding to stabilize the wall. Funds are now available through the Clean Water, Land and Legacy act; legacy grants are now being administered by the State Historic Preservation Office. He said the City would like to make application for a grant of $4,795 to figure out how to stabilize the wall and that the City's only match would be staff time. Motion by Councilmember Roush, seconded by Councilmember Cook to adopt Resolution 2009 -179, authorizing the Minnesota Cultural Heritage Grant for Hersey & Bean Planing Mill Wall Stabilization Plan through the Minnesota Historical Society. Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: None royal of St. Croix Valle Recreation Center & Lil Lake Mana• ement A. reement City Administrator Hansen stated this is an annual contract that the City has had with St. Croix Caterers since 1998. He noted the original fee was $35,000 a year, and that fee has not increased since 1998. Mr. Hansen noted that employees at the Recreation Center are not City employees, they are St. Croix Caterers' employees, and noted that manager, Doug Brady, has done an excellent job. He said he did not think it would be in the City's best interest to bid this contract out. On a question by Councilmember Cook, Mr. Hansen said this contract is just for the management of the Rec Center and Lily Lake. Page 8 of 11 City Council Meeting October 20, 2009 Mayor Harycki and Councilmember Polehna both spoke of the excellent job of management that is being done, with the City actually generating revenue to offset debt service. Motion by Councilmember Polehna, seconded by Councilmember Roush to adopt Resolution 2009 -180, approving agreement between the City of Stillwater and St. Croix Catering, Inc. for Management of the St. Croix Sports Complex and Lily Lake Ice Arena. Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: None Possible reappointments to Library Board City Clerk Ward stated the Library Board of Trustees is recommending the reappointment of three members, Richard Edstrom, Ned Gordon and Jane Dickinson. Councilmember Roush asked if Board of Trustee members are subject to the same term limits as other commission /board members; Ms. Ward responded that Board of Trustee members are subject to different statutory term limits. Motion by Councilmember Roush, seconded by Councilmember Cook to adopt Resolution 2009 -181, reappointing Richard Edstrom, Ned Gordon and Jane Dickenson to the Library Board. Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: None Discussion on entering into 2010 Fuel Consortium Public Works Director Sanders noted that last year the City did enter into a cortsortium of entities for bulk purchase of both gasoline and diesel fuel at a fixed rate for the entire year. He said last year, the City purchased 50% of its fuel through the consortium program. He said the City probably saved about $2,000 through the fixed rate program. He said he would recommend continuing with the program at the 50% level. Motion by Mayor Harycki, seconded by Councilmember Polehna to adopt Resolution 2009- 182, approval to enter into Fuel Purchase Program with MN /DOT. Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: None Traffic Committee recommendation on request for crosswalk at Northwestern and Curve Crest Public Works Director Sanders noted this request was presented to the Council earlier this year. He said data was collected and presented to the Traffic Committee. He said staff counted pedestrians at this crosswalk over four separate days; the counts•showed Page 9 of 11 City Council Meeting October 20, 2009 Motion by Councilmember Polehna, seconded by Mayor Harycki, to accept the recommendation of the Traffic Committee that a crosswalk not be installed at this time. All in favor. COUNCIL REQUEST ITEMS ATTEST: that only 58 pedestrians crossed at the intersection in question. He said the policy the City adopted several years ago recommended that for a marked crosswalk to be installed there should be 20 pedestrian crossings per hour. Staff also looked at sight lines and other factors. He stated that the Traffic Committee recommended that a crosswalk not be installed at this time, but continue to monitor the situation; he also noted that every intersection is, by law, a legal crosswalk in the state of Minnesota. Councilmember Polehna asked that Vicki Gowe, the person who brought this itsue to the Council, be notified of the decision. Councilmember Polehna wondered if it would be wise to install some type of signage as a compromise; Councilmember Cook agreed with that suggestion. Mr. Sanders and Chief Gannaway said the Committee felt that signage creates an unsafe expectation. On a question by Councilmember Cook, City Administrator Hansen said he has tentatively scheduled a presentation by Mr. Miller of the League of Minnesota Cities for November 17. Councilmember Cook said she had spoken with the executive director of RETAP (Retired Engineers Technical Assistance Program); the group is willing to do an energy audit for the City at no cost. Councilmember Cook said she would forward the information to City Administrator Hansen. Councilmember Roush asked about the request to have a member of the Water Board attend a Council meeting; Mr. Hansen said he had presented that request once and would make the request again. ADJOURNMENT Motion by Councilmember Polehna, seconded by Councilmember Roush to adjourn at 8:50 p.m. All in favor. Diane F. Ward, City Clerk Page 10 of 11 cki, Mayor City Council Meeting October 20, 2009 Resolution 2009 -172, directing payment of bills Resolution 2009 -173, statement of support for the Guard and Reserve. Resolution 2009 -174, approving issuance of a wine and strong beer liquor license to Oliver & Louis, Inc., DBA: The Bikery. Resolution 2009 -175, resolution approving the Traffic Control Sign Changes moved approval of the resolution for removal of the stop signs. Resolution 2009 -176, resolution ordering preparation of report for 2010 Street Improvements (Project 2010 -02). Resolution 2009 -177, establishing rates for the Parking Ramp, for a p a period of six months, at which time the Council will re- evaluate the rates. Resolution 2009 -178, approval of SafeAssure Consultants, Inc. for OSHA and Safety Consultation Resolution 2009 -179, authorizing the Minnesota Cultural Heritage Grant for Hersey & Bean Planing Mill Wall Stabilization Plan through the Minnesota Historical Society Resolution 2009 -180, approving agreement between the City of Stillwater and St. Croix Catering, Inc. for Management of the St. Croix Sports Complex and Lily Lake Ice Arena Resolution 2009 -181, reappointing Richard Edstrom, Ned Gordon and Jane Dickenson to the Library Board Resolution 2009 -182, approval to enter into Fuel Purchase Program with MN /DOT Page 11 of 11