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HomeMy WebLinkAbout2014-03-04 CC MINater TNF 111TNFLNGF OF YINN111TN CITY COUNCIL MEETING MINUTES March 4, 2014 REGULAR MEETING Mayor Harycki called the meeting to order at 4:35 p.m. 4:30 P.M. Present: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Police Chief Gannaway Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders OTHER BUSINESS Stillwater Township - Palmer Property Mayor Harycki summarized the history of discussions with Washington County and Stillwater Township about property at Highway 96 and Manning Avenue, now owned by Washington County. Mayor Harycki suggested that Council consider whether to purchase the property, along with Stillwater Township, for parkland. Dave Johnson, Stillwater Township Supervisor, noted that the 17 -acre parcel is strategically located next to a developed park in Millbrook and has significant shoreline along Brown's Creek, which could help protect the shoreline. Stillwater Township views its acquisition as a unique opportunity to cooperate with the City. Washington County is willing to partially fund the purchase with Legacy funds, leaving a balance of $116,000 for the City and Township. An agreement defining a formula for participation would be needed for the joint acquisition of the property. One possible formula would be $7.81 (City) to $1.00 (Township), based on 2012 Metropolitan Council population estimates. Mayor Harycki commented that the parcel could accommodate recreational facilities and a dog park. Councilmember Polehna explained the cost - sharing formula that was used for building the recreation center, indicating that something similar could be used. Mayor Harycki pointed out that Washington County Commissioner Gary Kriesel was instrumental in pushing for the Legacy funds to further reduce the acquisition cost. Councilmember Weidner suggested the City negotiate directly with Washington County to purchase the property, which would better allow the City to control the parcel. City Council Meeting March 4, 2014 Supervisor Johnson questioned the reason for concern about control of the property, stating that both municipalities have openly discussed potential uses, including an active recreation park, a dog park, parking lot, and trail access. Councilmember Weidner replied that he would prefer to let the Parks Commission determine appropriate uses and he would like the City to have the ability to change the use of the parcel in the future. Supervisor Johnson pointed out that due to right -of -way and wetland, only a minimal amount of the parcel would ever be developable for residential or commercial use. Councilmember Weidner inquired if the Township would be willing to contribute monetarily to operation, maintenance and purchase, but relinquish control over land use, and Supervisor Johnson and Supervisor Sheila -Marie Untiedt replied that if it participates in purchase and operational costs, the Township would want to be involved in land use. Councilmember Polehna suggested that the Township and City Parks Commissions work cooperatively on the issue. Councilmember Weidner remarked that he would like to receive some input, but if the City is going to pay the costs, the City should have control over the parcel. Councilmember Menikheim stated he shared Councilmember Weidner's point of view. City Administrator Hansen suggested that the Council refer the matter to the Parks Commission. Mayor Harycki stated he would like clarification on whether right -of -way acquisition costs if it annexed into the City. He would like City Attorney Magnuson to research this. Wayne Sandberg, Washington County Engineer on speaker phone, indicated that County policy states cities are responsible for obtaining right -of -way for highway improvements, so had this parcel been within the City boundary, the City would have been at least partially responsible for paying right -of -way acquisition costs. But now that Washington County has already acquired and paid for it, technically, the City would not have to pay right -of -way acquisition costs. Councilmember Menikheim commented that he does not view joint ownership of the property as being best for Stillwater, he sees it as more of a benefit for Stillwater Township for a large piece of land to remain rural Supervisor Johnson questioned the risk of going forward; and Councilmember Weidner replied that he sees the risk as the Township saying no if the City wants to go forward with certain plans for the property. He views the reward to be good feelings between the City and Township and felt that Township might be cooperative now but may in the future want to do something with the property that is inconsistent with the City's desire, which would cause frustration to everyone involved. Supervisor Johnson stated that the Township recognizes that if the City contributes the lion's share of costs, it should have the lion's share of influence over land use. Councilmember Polehna stated he believes, with the help of the Parks Commissions, the communities could come up with an agreement. Councilmember Weidner reiterated that he prefers the City negotiate directly with the County. Commissioner Kriesel commented that the County is not interested in being part of a joint powers agreement; it would like to turn the parcel over to the responsible agencies. Throughout the Page 2 of 7 City Council Meeting March 4, 2014 process, the County has negotiated and had discussions with both the City and the Township and operated on understandings of good faith. Councilmember Weidner stated perhaps the Council should have an executive session on the matter. Mayor Harycki reiterated his desire to take the issue to the Parks Commission for review. Councilmember Weidner suggested instead of taking it to the Parks Commission, querying the Council to determine if it is interested in getting involved at all. He noted there is no information yet on operating costs or development costs. City Administrator Hansen agreed to obtain further information and bring the proposal back to the Council. STAFF REPORTS Fire Chief Glaser reminded citizens to check carbon monoxide detectors, replace batteries, and test smoke detectors. Residents suspecting CO poisoning should call the Fire Department. There should be CO detectors by sleeping areas and one on every level. Also please clear snow from fire hydrants. The Fire Department is accepting application for volunteer paid on -call personnel. Public Works Director Sanders noted that Washington County is planning pedestrian and traffic improvements on County Road 5. Councilmember Polehna reminded residents to use caution around workers on the streets removing snow. ADJOURNMENT Mayor Harycki recessed the meeting at 5:43 p.m. RECESSED MEETING Mayor Harycki called the meeting to order at 7:11 p.m. 7:00 P.M. Present: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Police Chief Gannaway Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders City Clerk Ward Page 3 of 7 City Council Meeting APPROVAL OF MINUTES March 4, 2014 Possible approval of January 22 2014 special meeting minutes February 11, 2014 regular and recessed meeting minutes, and February 18, 2014 regular meeting minutes Motion by Councilmember Polehna, seconded by Councilmember Kozlowski, to approve the January 22, 2014 special meeting minutes, February 11, 2014 regular and recessed meeting minutes, and February 18, 2014 regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Possible approval of recommendations for General Obligation Capital Outlay Bonds, Series 2014A — Springsted Inc. Dave McGillvary of Springsted, Inc. requested action accepting the proposal for capital outlay bonds. Proceeds will fund the City's capital equipment acquisition and a new fire facility. Interest costs have gone down by over $100,000 due to market conditions. The City has an excellent credit rating. Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to adopt Resolution 2014 -037, approval of recommendation for the competitive negotiated sale of $9,215,000 General Obligation Capital Outlay Bonds, Series 2014A. Ayes: Councilmembers Polehna, Weidner, Kozlowski, Menikheim and Mayor Harycki Nays: None Proclamation: Valley Outreach - March FoodShare Campaign - Tracy Maki, Executive Director Mayor Harycki read a proclamation designating March as "Minnesota FoodShare Month." Tracy Maki, Valley Outreach, noted that Valley Outreach serves close to 400 families. Certificate of Appreciation - Public Works Department Mayor Harycki presented a Certificate of Appreciation to Public Works Director Sanders and Public Works employees for efficiently plowing over 95 miles of streets and public parking lots on multiple occasions and maintaining over 22 miles of trails and sidewalks. OPEN FORUM There were no public comments. CONSENT AGENDA Resolution 2014 -031, directing payment of bills Resolution 2014 -032, approval of labor agreement with Local 49, International Union of Operating Engineers, AFL -CIO Resolution 2014 -033, approval of renewal of Actuarial Services Contract with Hildi, Inc. Resolution 2014 -034, approval of Agreement with Health Source Solutions Resolution 2014 -035, approval of Consumption and Display Permit Renewal for The Loft of Studio J, LLC Resolution 2014 -036, temporarily allowing exceptions to the 30 -day temporary sign provisions for certain properties located within the Highway 36 corridor Page 4 of 7 City Council Meeting March 4, 2014 Possible approval of 10 computers for various departments Possible approval of plotter /scanner for Engineering /Community Development /Inspections Possible approval to purchase upgrade for storage area network (SAN) — MIS Possible approval to purchase Microsoft Surface Tablet for Community Development Possible approval of Sanitary Sewer Adjustments Motion by Councilmember Weidner, seconded by Councilmember Kozlowski, to adopt the Consent Agenda. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS Update on Lo Jam am Agreement City Administrator Hansen noted Log Jam representatives have agreed to 98% of the contract but have a problem with a background check for financial history and with the bond the City is requiring. He hopes to get the issues cleared up before the end of the week. City Attorney Magnuson stated he will try to connect with the representatives in the morning. Possible approval of resolution annexing Cottonwood Trail Addition (Garley) Community Development Director Turnblad reviewed that in 2013 the Council approved the annexation and rezoning for the Cottonwood Trail Addition, and that the subdivision will create two new building sites that will receive the homes being relocated from the Fire Station and new Armory project. A condition of approval was that prior to becoming effective, financing for the armory had to be appropriated. The funds now have been appropriated, therefore the annexation may formally become effective. Motion by Councilmember Menikheim, seconded by Councilmember Weidner, to adopt Resolution 2014 -038, a resolution annexing land to the City of Stillwater pursuant to the Joint Resolution of the City and Town of Stillwater as to orderly annexation dated August 16, 1996, Case No. 2013 -0898. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: None Possible approval of recommendation for Event Coordinator Community Development Director Turnblad informed the Council that the City received 12 proposals for the Event Coordinator position. A selection committee chose three finalists: Events by Eastman, Mullinax Inc., and Amanda Jamison. He requested Council direction on the next step of the process. Councilmember Menikheim agreed to be on the selection committee to narrow the finalists to one for an interview by the Council. City Administrator Hansen will set up interviews before the next meeting. Page 5 of 7 City Council Meeting March 4, 2014 Possible approval to proceed with Lease Agreement for Administrative /Investigative Vehicles with Enterprise Police Chief Gannaway requested permission to enter into a 48 -month lease agreement for four vehicles with Enterprise Leasing for a cost of $20,632.61. It could be extended for a fifth year. The cost includes maintenance and unscheduled repairs. $26,000 was budgeted. Councilmember Polehna stated he would like Enterprise to work with local dealers if possible. Motion by Mayor Harycki, seconded by Councilmember Kozlowski, to proceed with the four year lease for Administrative /Investigative Vehicles with Enterprise. All in favor. NEW BUSINESS Discussion on assessment rates Public Works Director Sanders presented information on four options for increasing assessment rates for street projects. The current method of funding City projects is not sustainable for future years. Staff recommends assessing 100% of street work and 50% of all other costs to abutting property owners. City Administrator Hansen noted that increasing assessments per the staff recommendation would be a giant positive step in sustainability. He can bring back more information on how it relates to overall spending. Councilmember Polehna asked if the Council should revise the entire assessment policy that is 20 years old. He pointed out that residents on collector streets get five years less use and have to re- do those streets more often, which does not seem fair. City Administrator Hansen explained that residents who live on wider collector streets get charged only for the width of a normal street, and only for the average asphalt depth of a normal street - the rest is paid by the City. So they already get subsidized under current policy. Public Works Director Sanders added that if the City has to reconstruct or do mill and overlay of a street after 20 years, when the average street life should be 25 years, those residents' assessments are prorated for that 5 years, so assessments for the rebuild are 20% less than other assessments. City Administrator Hansen will come back to Council with more information clarifying sustainability of the proposed assessment rate changes. COUNCIL REQUEST ITEMS Councilmember Polehna noted the passing of Stillwater resident Dick Olsen, saying he was a real pillar of the community, including helping coordinate building of the ice arena, teen center and many other projects. ADJOURNMENT TO EXECUTIVE SESSION FOR DISCUSSION ON LAND PURCHASE Motion by Councilmember Kozlowski, seconded by Councilmember Menikheim, to adjourn to an Executive Session at 8:09 p.m. All in favor. Page 6 of 7 City Council Meeting ATTEST: Diane F. Ward, City Clerk March 4, 2014 Resolution 2014 -031, directing payment of bills Resolution 2014 -032, approval of labor agreement with Local 49, International Union of Operating Engineers, AFL -CIO Resolution 2014 -033, approval of renewal of Actuarial Services Contract with Hildi, Inc. Resolution 2014 -034, approval of Agreement with Health Source Solutions Resolution 2014 -035, approval of Consumption and Display Permit Renewal for The Loft of Studio J, LLC Resolution 2014 -036, temporarily allowing exceptions to the 30 -day temporary sign provisions for certain properties located within the Highway 36 corridor Resolution 2014 -037, approval of recommendation for the competitive negotiated sale of $ of $9,215,000 General Obligation Capital Outlay Bonds, Series 2014A Resolution 2014 -038, a resolution annexing land to the City of Stillwater pursuant to the Joint Resolution of the City and Town of Stillwater as to orderly annexation dated August 16, 1996, Case No. 2013 -0898 Page 7 of 7