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HomeMy WebLinkAbout2012-01-03 CC MINVia et TM/ 1I1TMPEA CE of ■111E11!A CITY COUNCIL MINUTES January 3, 2012 REGULAR MEETING 4:30 P.M. Mayor Harycki called the meeting to order at 4:30 p.m. Present: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Absent: None Staff present: City Administrator Hansen City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Fire Chief Glaser Police Chief Gannaway City Clerk Ward OTHER BUSINESS Lake Management Update This item was tabled to a future meeting. STAFF REPORTS Police Chief Gannaway reminded people to slow down and leave extra space between cars during and following snow events. It was noted that winter parking rules are in effect. Mayor Harycki asked about the status of winter parking on Willow Street due to the width of the road; Chief Gannaway responded that he would check with the Public Works Director. Fire Chief Glaser reported that his department ended the year with no real significant events; two house fires resulted in no significant damage. Overall, for 2011, the department received 1,383 calls for service. He stated five new paid, on -call staff have been hired and started work on January 1, 2012. Chief Glaser provided information about how the department currently is cooperating and sharing services with other agencies based on the 16 items included in the Shared Services report in a memo to the Council. Since the report was released, he informed Council that the department has had discussions regarding sharing the training calendar with a number of departments. He also reported that Washington County's new records management system for fire and police is nearly ready to be activated, which will enable all departments in the County to share information. He also stated work is continuing on the countywide officer training series. Councilmember Cook asked where the East Metro training facility will be located. Chief Glaser City Council Meeting January 3, 2012 indicated that facility will be located at Highway 120 and County Road 5 in Maplewood and planning is moving forward; he explained this facility will be a regional one likely used for larger -scale training events and will not entirely replace the need for local training space. Mayor Harycki asked whether there are ongoing talks regarding the shared services study and future opportunities for cooperative efforts; Chief Glaser responded that there are ongoing talks about such things as group purchasing and added that the departments will continue to work together to find ways to be more efficient. Councilmember Cook asked about the comments regarding shared staff. Chief Glaser pointed out that shared staff saves in training costs and that there is a risk a shared staffer could be with the other department when a call is received, but noted there has been no problem with the three current staff members who also work with other departments. Councilmember Menikheim asked if there is an end point to the study, and Chief Glaser replied that he didn't know if there is an end point, other than to look at ways to be more efficient and as individual depai tments, there is an opportunity to do some strategic planning for level of services, response times, etc. Councilmember Menikheim urged the Chief to keep the energy behind this effort. Community Development Director Turnblad reported that staff is exploring the possibility of hosting a conference call to Lanesboro to talk with key officials from that city about issues related to regional trails. He described that the call would involve someone from the Lanesboro Chamber, the mayor or a councilmember and several staff members. He suggested that those representing Stillwater should include two Councilmembers, key staff, and Chamber of Commerce executive. Councilmember Menikheim noted the Chamber is planning on doing something similar and suggested it might be confusing if there are two groups making contact; he thought there should be some collaboration between the two. Mr. Turnblad pointed out that as the group responsible for the planning of the trail, he thought the City should take the initiative, but added that he would talk with Chamber executive Todd Streeter and invite him to participate in the conference call to make sure efforts are coordinated. Mayor Harycki stated he would like to be included in the City's conference call. Councilmember Polehna suggested that Steve Roll of the CVB should be included as well. It was decided to have Councilmember Cook also represent the Council due to her Lanesboro contacts. Councilmember Cook offered that she would be attending the Lanesboro Chamber's annual meeting on January 10 and that she would be willing to do some pre -work; Mr. Turnblad stated he would contact her. Councilmember Roush referred to some very public thefts at Main Street businesses over the holidays. He asked about the possible use of TIF funds to fund some type of joint program with merchants to offer security solutions to the problem. Mr. Turnblad responded that he had discussed that with the City Administrator and City Attorney who indicated that would not be eligible for the use of TIF funds; City Attorney Magnuson explained that normally items such as security systems are considered personal property and would not be eligible for TIF. Mr. Magnuson stated he had looked at the more liberal stimulus laws in effect for 2011 and 2012, but noted funds must expended on substantial and long- lasting improvements that generate jobs, which would preclude the use of TIF funds. There was discussion of the cost and efficacy of in- Page 2 of 9 City Council Meeting January 3, 2012 store surveillance systems; Councilmember Roush suggested this might be an issue the Chamber could take up with its members. City Administrator Hansen informed the Council that he had met with people looking at the noise problem on the roof. He indicated that the report had been finished and was provided to the City's noise experts. Mr. Hansen suggested having both groups appear at the February workshop session, along with neighbors who have been affected by the noise. City Clerk Ward pointed out the first meeting in February is proposed to be changed to January 31 due to caucuses. It was agreed to have the noise issue on the 7 p.m. agenda on January 31 to be more accommodating to people's schedules. City Administrator Hansen asked for direction on how to proceed with the 2012 fireworks. He noted $24,000 is available for fireworks funding; and that one vendor he contacted indicated the City could get its usual display, with music, etc., for $30,000. Mr. Hansen suggested he could also apply for some grant money, which the City has received in the past, to help pay for the cost. Councilmember Menikheim suggested stepping back and doing some strategic planning to consider what direction the City wants to take. Councilmember Polehna stated 4th of July fireworks is one of the biggest family events in Stillwater. Councilmember Cook wondered whether $30,000 had to be spent and suggested there should be some more research to determine whether something less expensive might work. Motion by Councilmember Polehna, seconded by Councilmember Roush to direct staff to proceed with obtaining proposals for fireworks and to work with the Parks Commission in that process. All in favor. The meeting was recessed at 5:15 p.m. RECESSED MEETING 7:00 P.M. Mayor Harycki called the recessed meeting to order at 7 p.m. Present: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Absent: None Staff present: City Administrator Hansen City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Fire Chief Glaser City Clerk Ward Page 3 of 9 City Council Meeting January 3, 2012 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 Polehna to approve the December 20, 2011 regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Council Service Award: Community Breakfast at Ascension Church Mayor Harycki presented a Council Service Award to organizers /volunteers of the Community Kitchen's community breakfast at Ascension Episcopal Church. Pastor Grace spoke of the true community nature of the effort. Ann DeLavergne acknowledged the assistance of Washington County Health and Environment and the Land Stewardship Project in getting the project up and running. OPEN FORUM No comments were received. CONSENT AGENDA Resolution 2012 -01, directing payment of bills Resolution 2012 -02, designation of depositories for 2012 Resolution 2012 -03, designating a responsible authority and assigning duties in accordance with the State of Minnesota Data Practices Statute Resolution 2012 -04, designating the Stillwater Gazette as the City's legal publication and approving contract with the Stillwater Gazette for 2012 Resolution 2012 -05, approval of 2012 Forestry Contract Resolution 2012 -06, renewal of towing license for 2012 Resolution 2012 -07, approval of contract between the City of Stillwater and Sand Creek Group, Ltd. Resolution 2012 -08, resolution relating to financing of certain proposed projects to be undertaken by the city of Stillwater; establishing compliance with reimbursement bond regulations under the Internal Revenue Code Councilmember Roush asked about the designation of the legal publication and whether it might be possible to designate a backup or secondary publication due to occasional problems meeting a publication deadline. Clerk Ward answered that it would be possible to designate a backup, but noted it is very expensive to publish in the St. Paul daily paper. Councilmember Roush inquired if electronic media is acceptable; City Clerk Ward and City Attorney Magnuson responded that electronic media is not acceptable for a legal publication at this time. City Attorney Magnuson advised that if the Council plans to use the St. Paul paper occasionally it should designate both it and the Gazette as the legal publications. It was agreed to amend the Page 4 of 9 City Council Meeting January 3, 2012 resolution designating the legal publication and contract to include both the Stillwater Gazette and St. Paul Pioneer Press. Motion by Councilmember Roush, seconded by Councilmember Menikheim to approve the Consent Agenda with the change to the legal publication. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None PUBLIC HEARINGS There were no public hearings UNFINISHED BUSINESS Use of Parking Lot 9 for Browns Creek Trail Community Development Director Turnblad reviewed his memo related to the use of parking lot 9 for Browns Creek trail users. He indicted that the Parking Commission recommends that the spaces in the lot closest to Main Street be reserved for monthly parking, with the remainder of the lot free parking and posted "no overnight parking." On a question by Mayor Harycki, Mr. Turnblad noted the parking lot currently is free parking. The Commission also recommends that if free parking is allowed for trail users, general revenue should be used for maintenance of the lot, rather than the Parking Enterprise Fund. Mayor Harycki felt that the maintenance of the lot should not be put back in the General Fund. On a question by Councilmember Cook, Mr. Turnblad answered that there currently is a revenue stream for maintenance of the lot from fees for monthly permits and event overflow parking. In discussion, it was noted there would still be revenue generated from the lot from the sale of the monthly permits. Mayor Harycki spoke of the difficulty in enforcing the permit parking in the lot. No action was required or taken. NEW BUSINESS Possible approval to purchase Ice Resurfacer for St. Croix Recreation Center Doug Brady, Recreation Center manager, reported that only one bid was received for a new ice resurfacing machine. He spoke of the condition of the machine that will be replaced and the need to be compliant with indoor air quality standards. On a question by Mayor Harycki, Mr. Brady replied that he plans to sell the existing machine and that he didn't think the machine should be designated for use for the outdoor ice at the Rec Center, noting there is no storage space available. In discussion, it was noted this purchase was a budgeted item. Mr. Brady explained that he anticipates the sale might generate around $20,000; on a question by Councilmember Polehna, he also noted advertising space on the machines is sold to help generate revenues. Page 5 of 9 City Council Meeting January 3, 2012 Motion by Councilmember Polehna, seconded by Councilmember Roush to adopt Resolution 2012 -09, accepting bid and awarding contract for ice resurfacer for the St. Croix Valley Recreation Center and authorize the City Administrator to work with Mr. Brady on selling the current machine at the appropriate time. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Designation of Vice Mayor Motion by Councilmember Roush, seconded by Councilmember Cook to adopt Resolution 2012- 10, designation of Vice Mayor, appointing Councilmember Polehna vice mayor for 2012. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Possible approval of 2012 fees for services /publications administrative citations fine schedule City Clerk Ward noted most of the changes for 2012 are Community Development changes or downtown parking changes. She stated the Community Development changes are due to Washington County's increase in recording fees. She pointed out the charge for preparation of ball fields is not new, but was never included in the fee schedule before. She also noted under administrative citations, the alcohol and tobacco violation section was amended to include a look -back period of five years. Community Development Director Turnblad reviewed the parking fees recommended by the Parking Commission, specifically as related to event use. He informed the Council that the schedule reflects decisions made by the Council in the past year. Councilmember Polehna asked why the parking ramp was not included; Mr. Turnblad answered that the ramp has its own schedule and noted that people who sponsor events don't usually reserve the entire parking ramp. Councilmember Polehna suggested it would be good to have all the fees /fines included in one schedule; City Clerk Ward suggested that the ramp fees could be included by resolution. Finance Director Harrison suggested that the Council consider adding a non - sufficient funds charge. It was agreed to add a fee for NSF returns and rejected ACH transactions, with the fee to be the maximum allowed by law. Motion by Councilmember Menikheim, seconded by Councilmember Cook to adopt Resolution 2012 -11, approval of 2012 fees for services /publications administrative citation fine schedule, including the addition of NSF and ACH fees and incorporating the parking ramp fees by resolution. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Page 6 of 9 City Council Meeting January 3, 2012 Designation of 2012 Council representatives for Boards /Commissions /Committees City Clerk Ward reviewed the existing appointments, noting that there should be a change in the representatives on the Fire Relief Association Board due to Councilmember Roush's position with the Fire Department; Councilmember Cook volunteered to pick up that appointment and noted that she currently is the alternate on the Middle St. Croix Water Management Organization. Members expressed satisfaction with their current appointments. Councilmember Menikheim suggested establishing a relationship with the Library Board, similar to that with the Water Board. It was agreed to discuss that with the Library Board. Councilmember Cook suggested there might be some benefit to rotating appointments after a time. Motion by Councilmember Cook, seconded by Councilmember Polehna to approve the appointments as listed, with the change on the Fire Relief Association Board to Councilmember Cook and add her as the alternate for the Middle St. Croix Water Management Organization. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Possible approval of meeting date changes City Clerk Ward reviewed the possible meeting date changes, two due to conflicts with elections (February 7 and November 6) and August 7 due to Night to Unite. Motion by Councilmember Cook, seconded by Councilmember Polehna to approve the meeting date changes, January 31 for February 7, July 31 for August 7, and October 30 for the regular November 6 meeting date. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Possible approval of dock permit for St. Croix Boat and Packet Co. and wharfage permit for Gondola Community Development Director Turnblad noted the 2012 permit is essentially the same as last year's permit. He noted six boats are named in the permit, four of which are permanently docked at the facility in Stillwater, with two permitted to be temporarily docked there. He stated the recommended fee is $1,700 each for the four permanent dockages and one service boat and $1,700 for the permit allowing two boats to be docked at the facility on a temporary basis. There was discussion about additional advertising promoting the availability of transient dock space. Mr. Turnblad explained that it appears the existing advertising is effective, adding over 1,000 transient boats used the slips in 2011. In discussion, it was noted the transient slips are not free but are available for the general public to use. Page 7 of 9 City Council Meeting January 3, 2012 Councilmember Polehna suggested putting the availability of the transient boat slips on the City's web site. There was discussion of the history of the docks and public docking. In discussion, it was noted that while the City issues the wharf permit, the gondola pays St. Croix Boat & Packet for the use of dock space. Motion by Councilmember Polehna, seconded by Councilmember Menikheim to adopt Resolution 2012 -12, approval of dock permit for St. Croix Boat and Packet Co. and wharfage permit for Gondola. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None COUNCIL REQUEST ITEMS Councilmember Menikheim spoke of the need for strategic planning and prioritizing. After discussion, it was agreed to allow Councilmember Menikheim to look into a strategic planning session and report back in two weeks. Councilmember Polehna stated January 11 was the next Beyond the Yellow Ribbon meeting and would focus on Washington County's new veterans' court. STAFF REPORTS (CONTINUED) Fire Chief Glaser reminded citizens that a test for the Code Red system was scheduled for the day following the Council meeting. He indicated that residents who want their telephone number included in the alert system can go to Washington County's web site or the City's web site. ADJOURNMENT Motion by Councilmember Roush, seconded by Councilmember Menikheim to adjourn at 8:12 p.m. All in favor. ATTEST: Diane F. Ward, City Clerk Page 8 of 9 City Council Meeting January 3, 2012 Resolution 2012 -01, directing payment of bills Resolution 2012 -02, designation of depositories for 2012 Resolution 2012 -03, designating a responsible authority and assigning duties in accordance with the State of Minnesota Data Practices Statute Resolution 2012 -04, designating the Stillwater Gazette as the City's legal publication and approving contract with the Stillwater Gazette for 2012 Resolution 2012 -05, approval of 2012 Forestry Contract Resolution 2012 -06, renewal of towing license for 2012 Resolution 2012 -07, approval of contract between the City of Stillwater and Sand Creek Group, Ltd. Resolution 2012 -08, resolution relating to financing of certain proposed projects to be undertaken by the city of Stillwater; establishing compliance with reimbursement bond regulations under the Internal Revenue Code Resolution 2012 -09, accepting bid and awarding contract for ice resurfacer for the St. Croix Valley Recreation Center Resolution 2012 -10, designation of Vice Mayor Resolution 2012 -11, approval of 2012 fees for services /publications administrative citation fine schedule Resolution 2012 -12, approvals of the dock permit for St. Croix Boat and Packet Co. and wharfage permit for Gondola Page 9 of 9