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Home My WebLink About2013-10-01 CC MNQ g* a .1e, ... 1..... CE Of ■.11E11.A CITY COUNCIL MEETING MINUTES October 1, 2013 REGULAR MEETING Mayor Harycki called the meeting to order at 4:35 p.m. 4:30 P.M. Present: Councilmembers Menikheim, Weidner (arrived at 4:48 p.m.), Polehna, Mayor Harycki Absent: Councilmember Kozlowski Staff present: City Attorney Magnuson City Administrator Hansen Deputy Chief Ballis Police Chief Gannaway Public Works Director Sanders Finance Director Harrison Community Development Director Turnblad City Clerk Ward OTHER BUSINESS Possible selection of RFP /RFO for Summer Festival Community Development Director Turnblad informed the Council that five proposals were received for a new summer event. The selection committee has selected three of the applicants as finalists. Per the Council's direction, he will schedule the three finalists to give presentations to the Council at 4:30 p.m. either October 15 or October 22, depending on availability of Councilmembers Kozlowski and Weidner. City Clerk Ward stated that she would coordinate with Councilmembers Weidner and Kozlowski and publish the special meeting notice. STAFF REPORTS Councilmember Polehna noted that Community Resource Officer Julian Hunter is doing a very nice job. Acting Fire Chief Ballis reminded the Council of the dinner for Fire Prevention Week. Community Development Director Turnblad reported that the Downtown Walking Tour Podcast is now available online. Brochures have been printed and will be available at City Hall and other locations. A public release promotion is planned for the end of October. City Council Meeting October 1, 2013 Public Works Director Sanders reported that Lowell Park improvements are progressing. Downtown parking lots will be done in the next few weeks. He will work with the Water Department on flushing of hydrants so that sweeping can be done before the flushing. ADJOURNMENT Mayor Harycki recessed the City Council meeting until 7:00 p.m. RECESSED MEETING Mayor Harycki called the meeting to order at 7:02 p.m. 7:00 P.M. Present: Councilmembers Menikheim, Weidner, Polehna, and Mayor Harycki Absent: Councilmember Kozlowski Staff present: City Attorney Magnuson Deputy Fire Chief Ballis Police Chief Gannaway Public Works Director Sanders Finance Director Harrison Community Development Director Turnblad City Administrator Hansen City Clerk Ward PLEDGE OF ALLEGIANCE Stillwater Fire Fighters led the Council and audience in the Pledge of Allegiance. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Proclamation: Prevent Kitchen Fires - Fire Prevention Week October 6 -12, 2013 Mayor Harycki read the proclamation designating October 6 -12, 2013 as Fire Prevention Week. Captain Chris Zeuli reviewed Fire Prevention Week activities planned for the schools. The annual Fire Department Open House is set for 10 a.m. to 1 p.m. on Saturday, October 12, and will feature activities, demonstrations and training. APPROVAL OF MINUTES Possible approval of September 17, 2013 regular meeting minutes and September 30 2013 special meeting minutes. Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to approve the September 17, 2013 regular meeting minutes and September 30, 2013 special meeting minutes. All in favor. Proclamation: Mary Swift Month October 2013 Mayor Harycki read a proclamation designating October 2013 as Mary Swift month. Page 2 of 5 City Council Meeting October 1, 2013 OPEN FORUM There were no public comments. Announcement: From Sudan to Stillwater Moses Joknhail II Lost Boy of Sudan Mayor Harycki encouraged citizens to attend a presentation by Moses Joknhail II on October 3, arranged by Sara Damon, Stillwater Junior High School Geography Teacher. Proceeds will go to H2O for Life. CONSENT AGENDA Resolution 2013 -163, directing payment of bills Resolution 2013 -164, approving Fire Protection Contract with Town of Stillwater Resolution 2013 -1.65, approving Temporary Permit to Construct for Mn/DOT at Greeley & Highway 36 (St. Croix Crossing Project) Resolution 2013 -166, approving an appurtenant non - exclusive easement for access and utility purposes with Sprint Spectrum L.P. Possible approval of concrete sidewalk repairs on the 2013 Street Project Possible approval of Lowell Park Restroom Demolition Resolution 2013 -167, adopting delinquent clean up service charges Motion by Councilmember Polehna, seconded by Councilmember Weidner, to adopt the Consent Agenda. Ayes: Councilmembers Menikheim, Weidner, Polehna, and Mayor Harycki Nays: None PUBLIC HEARINGS A public hearing to consider the assessments for the 2013 Street Improvement Project (Project 2013 -02) Public Works Director Sanders explained the project and the assessment rates. Construction cost is estimated to be the same as in the feasibility study, $1,262,542.25. Assessment rates were adjusted on the mill and overlay portion of the project due to miscalculation of overall frontage, resulting in a lower rate for the commercial properties but an increase for the residential properties. Contract prices for water service replacement were higher than estimated, resulting in a higher assessment. Street improvement costs are assessed 50% to the affected property owner and water service replacement costs are assessed at 100 %. There were two objections and they have been resolved. The assessment period would be 10 years at an interest rate of 4.0 %. A written objection was received from Gerhardt Lamers, 113 East Pine Street. Mayor Harycki opened and closed the public hearing. There were no public comments. Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to approve Resolution 2013 -168, adopting the assessments for the 2013 Street Improvement Project (Project 2013 -02) L.I. 398. Ayes: Councilmembers Menikheim, Weidner, Polehna, and Mayor Harycki Nays: None Page 3 of 5 City Council Meeting October 1, 2013 A public hearing to consider the assessments for the County Street Improvement Project (Project 2013 -04) Public Works Director Sanders explained the project. The City share of the final cost of the improvement is estimated to be $36,469.20. It is proposed that 50% of the cost or $18,234.60 be assessed to the affected property owners on Orleans Street. This rate is lower than the feasibility estimate due to the contract price being lower than the estimate. The assessment period would be for ten years at an interest rate of 4.00 %. No objections have been received. Mayor Harycki opened and closed the public hearing. There were no public comments. Motion by Councilmember Polehna, seconded by Councilmember Weidner, to approve Resolution 2013 -169, adopting assessments for the County Road Improvement Project (Project 2013 -04) L.I. 399. Ayes: Councilmembers Menikheim, Weidner, Polehna, and Mayor Harycki Nays: None UNFINISHED BUSINESS Request by Corey Burstad on behalf of Stillwater Caves LLC for TIF assistance to redevelop the Joseph Wolf Block at and around 402 South Main Street Community Development Director Turnblad noted that the Council toured the buildings yesterday which raised a number of questions from Councilmembers. The development team has asked to delay discussion until October 15 in order to assemble information to answer those questions. Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to table the request for TIF assistance to October 15 for discussion. All in favor. Discussion on Downtown Snow Plowing District (1 st reading of ordinance) Public Works Director Sanders reviewed the staff report. In the past, snow removal of the windrows along the curb lines in the downtown area has been completed depending on the depth of the windrow. In general, snow is typically removed two to three times a season by city crews over a two -night period. Due to concerns about this snow removal schedule, the Council asked staff to look at the cost for an outside contractor to remove snow along the curb line in the downtown area. The low quote for removal of the windrows beginning within 24 to 48 hours after a major snow event was $14,388. The cost is about the same regardless of whether City staff or a contractor does it. To recover the costs, the downtown property owners could be assessed at $1.07 per lineal foot. Another issue is that some sidewalks in front of the businesses are not being cleared in a timely fashion. City ordinance requires that sidewalks be cleared of snow within 24 hours of the end of any snow fall. Quotes to clear sidewalks in the downtown district for properties that had not cleared their snow were obtained; the low quote was $180 /hour. Property owners' costs could be totaled up at the end of the season for snow windrow removal and sidewalk clearing and assessed according to Chapter 429. Todd Streeter, Executive Director of the Stillwater Chamber, informed the Council that he has witnessed people having trouble getting out of their vehicles during the winter due to the snow accumulation. Downtown business owners would like a consistent, universal solution. He will take the cost information back to the Downtown Revitalization Committee for feedback. Page 4 of 5 City Council Meeting October 1, 2013 Councilmember Polehna commented that if this would impact all downtown property owners, there should be dialogue with all businesses downtown, not just the Downtown Revitalization Committee. City Administrator Hansen noted that last year was the worst year he has ever seen for snow accumulation. The City does not have manpower to clear snow downtown within 24 -48 hours; the priority is plowing streets. He suggested actively enforcing the existing sidewalk clearing ordinance. The subject will be addressed at a later meeting. Mr. Streeter thanked the Public Works Department for the work done in Lowell Park NEW BUSINESS There was no new business. COUNCIL REQUEST ITEMS There were no council request items. ADJOURNMENT Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adjourn the meeting at 7:42 p.m. All in favor. ATTEST: Diane F. Ward, City Clerk Resolution 2013 -163, directing payment of bills Resolution 2013 -164, approving Fire Protection Contract with Town of Stillwater Resolution 2013 -165, approving Temporary Permit to Construct for Mn/DOT at Greeley & Highway 36 (St. Croix Crossing Project) Resolution 2013 -166, approving an appurtenant non - exclusive easement for access and utility purposes with Sprint Spectrum L.P. Resolution 2013 -167, adopting delinquent clean up service charges Resolution 2013 -168, adopting the assessments for the 2013 Street Improvement Project (Project 2013 -02) L.I. 398 Resolution 2013 -169, adopting assessments for the County Road Improvement Project (Project 2013 -04) L.I. 399 Page 5 of 5