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HomeMy WebLinkAbout2014-12-16 CC MIN ate' IME IIITNPLPCE OF MINNESOTA CITY COUNCIL MEETING MINUTES December 16,2014 REGULAR MEETING 7:00 P.M. Mayor Polehna called the meeting to order at 7:00 p.m. Present: Councilmembers Menikheim, Kozlowski, Weidner, Mayor Polehna Absent: None Staff present: City Administrator Hansen City Attorney Magnuson Community Development Director Turnblad Police Chief Gannaway Fire Chief Glaser Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Polehna led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to approve the December 2, 2014 regular and recessed meeting minutes. All in favor. PETITIONS,INDIVIDUALS,DELEGATIONS & COMMENDATIONS Adopting Resolution 2014-205 and Presentation of Plaque—Ken Harycki Mayor Polehna read the proclamation commending Ken Harycki for his service and leadership to the City of Stillwater for over seven and a half years. Mayor Harycki thanked the staff for their hard work and support through the years. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to adopt Resolution 2014-205, commending Mayor Harycki. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Mayor Polehna Nays: None City Council Meeting December 16, 2014 Certificate of Recognition to the Naming the Park Winners: Jean Corey, Jeff A. Johnson and Jean Zahler Mayor Polehna recognized Jean Corey, Jeff A. Johnson and Jean Zahler for their winning entry of Bridgeview Park in the "Name the Park" contest. Jean Corey was present to accept her Certificate of Recognition. Acknowledgement of Donations for Christmas Tree and Lights Mayor Polehna acknowledged Eric Heieren -LPS Projects, Jim Tonrey-Stillwater Investments, JG Hause Construction, Raleigh Trucking, Silver Creek Tree Farm, Mantyla Well, Jim Link- Idea Link - Mike Lynski, Bob and Margaret Simmet, Mark Balay, Ken Taillon-Short Elliot Hendrickson and Todd Weidner- Taylor Electric for their donation of money, time and effort toward the City Christmas Tree. OPEN FORUM Randy Gutzman and members of the Independent Business Association presented the Council a photograph of the City Christmas Tree with thanks for the efforts of Council and staff STAFF REPORTS Fire Chief Glaser reported that the Minnesota DNR has reissued the requirement for open burning permits. Community Development Director Turnblad noted that the 4:30 work session was postponed because the lead project manager for the Bridgeview Park plan was ill. It will take place on January 6, 2015 at 4:30. Public Works Director Sanders informed the Council that due to the warm weather,the contractor has started on the exterior brickwork on the Lowell Park bathroom. City Attorney Magnuson reported that parts of the Zephyr train have left the station. CONSENT AGENDA Resolution 2014-197, directing payment of bills Resolution 2014-198,resolution granting license to Patricia Wolf for the operation of multi- person tour cycles on city streets and rescinding resolution 2013-207 Resolution 2014-199, approving 2015 Cruisin' on the Croix Special Event and Contract Resolution 2014-200, approving 2015 Rivertown Art Festival Special Event and Contract Resolution 2014-201, approving New On-sale & Sunday Liquor License to Mama Litas, Inc. DBA: Sweet Taste of Italy Possible approval of request to roll over the professional services budget for Downtown Planning to 2015 Possible approval of Temporary Liquor License for Episcopal Church of Ascension— September 26, 2015 Resolution 2014-202, acceptance of Fire Station History Exhibit Grant from the Minnesota Historical Society Resolution 2014-203, approving Health and Dental Insurance premiums and City contribution effective January 1, 2015 Page 2 of 9 City Council Meeting December 16, 2014 Possible approval to carry over Capital Outlay Items: a) MIS b) Police c) Fire d) Library e) Plant City Hall f) Public Works (Streets, Sewer and Parks) g) Recreation Center Councilmember Weidner asked that the item approving the 2015 Cruisin' on the Croix Special Event and Contract be removed from the Consent Agenda for discussion Mayor Polehna asked that the item approving the 2015 Rivertown Art Festival Special Event and Contract be removed from the Consent Agenda for discussion. He would prefer to see the festival at Mulberry Point, rather than taking up all the parking lots, unless the water level is too high. Councilmember Menikheim stated the IBA should be consulted before making a decision. City Administrator Hansen stated it could be put on the agenda for the next meeting. Motion by Councilmember Kozlowski, seconded by Councilmember Menikheim,to remove the item approving the 2015 Cruisin' on the Croix Special Event and Contract and the item approving the 2015 Rivertown Art Festival Special Event and Contract from the Consent Agenda, and approve the Consent Agenda as amended. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Mayor Polehna Nays: None Motion by Councilmember Kozlowski, seconded by Councilmember Weidner, to table the 2015 Rivertown Art Festival Special Event and Contract until the next meeting. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Mayor Polehna Nays: None Councilmember Weidner stated that he feels 12 consecutive Wednesdays for Cruisin' on the Croix car show is too many. Councilmember Kozlowski stated when the event was discussed at the Downtown Parking Commission meeting, there was hesitation to approve it, not because of the event, but because with everything else going on, it takes up a lot of parking and that after organizer Scott Zahren spoke, the commission voted to approve it. Mr. Zahren informed the Council that one Wednesday, July 15, was pulled and possibly a second Wednesday as well, depending on when Rumble on the Deck is scheduled. Feedback from the event is 80-90%positive. It is a family event that is well received in the community. Mayor Polehna noted organizers do a great job and it is truly a Stillwater event. The only negative feedback the Council gets is that it takes over the parking lots and people have a hard time parking. Page 3 of 9 City Council Meeting December 16, 2014 Mr. Zahren responded there is ample parking downtown, it is just not utilized to capacity. The parking ramp is underutilized. He felt that the downtown businesses need to do a better job directing employees who work downtown to park in the ramp. Councilmember Menikheim remarked this is a symptom of a larger problem: the City needs an event strategy. He is in favor of granting the request but also wants to work with downtown businesses to draw car show attendees into the businesses. Mr. Zahren stated businesses are always invited to promote themselves at the car shows, and a lot of them do use the car shows for promotion, however he cannot control patronage of downtown businesses. Councilmember Weidner commented it is really 12 separate events. He knows it is popular, but he feels 12 weeks of taking the parking spots is too many. It is more like a reserved spot for a Car Club than a car show. He would like to see it run for six weeks. Mr. Zahren replied that it takes a lot of money to run the event and many of the larger sponsors are reluctant to cut the number of dates. He acknowledged that downtown business owners need to find a way to attract car show attendees into their businesses. Councilmember Kozlowski stated the event does a good job drawing people downtown on an evening that is otherwise relatively quiet. With the opening of the Gateway Trail, the north end of downtown will be busier. There could be other events that are more varied taking place on different days of the week.He asked if Mr.Zahren could do anything to mitigate parking concerns. Mr. Zahren responded that two of the lots are north of Mulberry. PD Pappy's is the only business there and they love the car show. The show no longer uses half of the River Market lot. Mayor Polehna noted it is not that the Council does not like the car show, but it limits what the City can do in the future for a different group of people. Mr. Zahren replied he would welcome someone else to step up to the plate with an event that is appealing. Councilmember Weidner stated he applauds the efforts that go into it and that it is not a bad event but he thinks it is too often. He was concerned if a proposal for a different Wednesday event comes along in January or February and that the City should not limit itself by locking into this schedule this early. The bike trail is already heavily used. There will be more and more people coming downtown and felt the Downtown needs variety. Mr. Zahren replied he works on the event year-round. He would go on record that if the City has somebody come up with a doable event on any of those Wednesdays, he will step aside. Councilmember Weidner noted the advertising put out would cause confusion. He agreed someone needs to come up with something that encourages a little variety that brings people downtown. Councilmember Menikheim commented he is not talking about event policy, he is talking about event strategy. The trail is going to be a game changer. He likes the idea of opening up some events. He would be more comfortable with every other week rather than every week. He would like to allow the IBA and downtown business owners to figure out ways to promote events to draw customers. He suggested considering 2015 as a pilot year to do the car show every other week. Mr. Zahren stated he understands that the IBA does not have an appetite for doing events. Page 4 of 9 City Council Meeting December 16, 2014 Councilmember Weidner asked if action can be postponed for two weeks. Motion by Councilmember Weidner, seconded by Councilmember Kozlowski, to table the item of the 2015 Cruisin' on the Croix Special Event and Contract until the next meeting. All in favor. PUBLIC HEARINGS A public hearing to consider approval of an amendment to the commercial parking regulations. The hearing specifically is to consider amending City Code Section 51-2, Subd 2 & 4 to regulate the parking of commercial trailers and boat trailers on public streets and in public parking lots in Downtown Stillwater. Community Development Director Turnblad requested that the Council continue the item until January 6 to provide time for staff review. Mayor Polehna opened the public hearing. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to table the amendment to the commercial parking regulations to January 6, 2015. All in favor, 5-0. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Mayor Polehna Nays: None UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS Event Coordinator Contract and Special Events Discussion Community Development Director Turnblad initiated discussion of parameters for a contract for 2015 Event Coordinator services. Staff would like to draft a revised contract to bring back to the Council. Specifically, the Council approved a $10,000 line item in the 2015 budget for Event Coordinator services. This would cover about half the time estimated to be needed for Log Jam coordination and would leave the other events without event coordination services. Staff would like to know if there are other types of services that the Council would like provided by the Event Coordinator, and if the level of service for Log Jam should remain the same as 2014 or be cut. Councilmember Weidner remarked this item involves a lot bigger conversation. Perhaps in the future, an event coordinator could take a more active role in the planning of events. There are venues available now throughout the City that could use coordination and that the 2014 contract did not allow for this. He also questioned if the Log Jam Days need the same level of attention in 2015 that it did when it was new in 2014 and if it would run easier and smoother in 2015. Councilmember Kozlowski stated he feels it is more of a staffing issue in terms of what does the City need for these events. He stated that he spoke with the Hudson City Administrator on how they do with their events. They have a staff person who assumes coordination duties. He feels the incoming City Administrator may be in a good position to help look at overall staffing. Councilmember Menikheim concurred that the Council should not lock the new City Administrator into anything, and the ultimate decision about staffing should rest with him or her. He is not aware whether The Locals want to do Log Jam in 2015. Ms. Eastman was a tremendous Page 5 of 9 City Council Meeting December 16, 2014 resource to the City and did a wonderful job and felt that 2015 will be a transition year. He continued by stating that the City will need someone with her skill level and experience to help coordinate events in the summer of 2015. The decision to allocate $10,000 came at the end of a long budget meeting and more dollars should be allocated. He would recommend finding money to take the position to a higher level. Mayor Polehna stated that he has learned about some of the liabilities communities face. He acknowledged that The Locals has not yet contacted the City to confirm whether they wish to do the festival in 2015. Councilmember Weidner noted this is a budgeting item that requires determining the need which the Council needs to identify if this is a short term fix or if it is a way to go forward into the future and that although $10,000 was budgeted, it was not defined what the role would be. Community Development Director Turnblad stated that if the Council wishes the Event Coordinator to coordinate Log Jam Days based on last summer, it would cost $24,000. Councilmember Menikheim noted other work is needed - working with the library, coordinating other events, working with the IBA and so on. He believes the $24,000 should cover these collateral things as well. A short term solution to get the City through 2015 is needed because there are unknowns with the new City Administrator, bike trail and other changes. The Council needs to figure out how to get through 2015 events and carry over into 2016. The City needs to determine now if there will be another Log Jam Days or a large summer event. City Administrator Hansen noted the clarification as to whether there will be Log Jam Days 2015 is already on the agenda for two weeks from now. He feels the Council is making a wise decision, recognizing the changes in the Council and staff that will occur in January. Councilmember Weidner reiterated that the Council needs to figure out if there is an extra$14,000 in the budget to address the need. The item was tabled with no motion. Possible approval of 2015 Fee Schedule City Clerk Ward presented a red-lined proposed 2015 Fee Schedule. Changes have been made to reflect resolutions passed in 2014, proposed additional charges (Renewal of Bee and Chicken Keeping Permits) and discussion and verbal approval on code violations. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to adopt Resolution 2014-203, Fee Schedule. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Mayor Polehna Nays: None Possible approval of design services RFP for Police Station remodel and expansion Community Development Director Turnblad stated that construction of the new Fire Station is well underway. When it is completed, the existing Fire Station will become available for the Police Department to expand into. The Council approved a contract in 2013 with Wold to do a Police Station needs and space study, which created a conceptual floor plan, rough estimate of construction costs, and a rough construction phasing plan. A request for design services proposals Page 6 of 9 City Council Meeting December 16, 2014 has now been written. Staff requests the Council consider the draft RFP and decide whether to authorize staff to distribute it and solicit design proposals. Councilmember Weidner asked about the implication of releasing the RFP. Community Development Director Turnblad replied that releasing the RFP initiates the process to get design proposals, but does not commit the Council to accept anything. He explained how the RFP process works. City Administrator Hansen added that the reuse study that was done came up with a very, very rough cost estimate and feels this estimate will change and that an additional study would give a new administrator a more reliable number with which to work. Councilmember Kozlowski asked if the Council should wait for a new administrator before releasing the RFP. City Administrator Hansen replied that waiting would be prudent. He does not want to lock the new administrator into anything. The new fire station is on schedule but move-in is still a long way off. Fire Chief Glaser told the Council the best information available is that construction will be completed in June. There is not an exact move-in date yet. Mayor Polehna remarked the Council does not even know yet if it has the money to put into the police station remodeling and felt that this was putting the cart before the horse. The Council needs to determine that the City can afford it, then hire the architect. Councilmember Kozlowski agreed that considering the size and scope of the process, he would like to hold off on the RFP until a new administrator is on board. Council consensus was to table the issue until the administrator in place. Possible approval of resolution ordering preparation of feasibility report for 2015 Street Improvement Project Public Works Director Sanders informed the Council that the following streets are scheduled for the 2015 Street Improvement Project: Fourth Street North(Myrtle Street to Laurel Street), Second Street North (Myrtle Street to Laurel Street) and Market Drive (Curve Crest Boulevard to Washington Avenue). Motion by Councilmember Weidner, seconded by Councilmember Kozlowski, to adopt Resolution 2014-204, ordering preparation of feasibility report for 2015 Street Improvement Project, Project 2015-02. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Mayor Polehna Nays: None Consideration of an HPC recommendation for contract for services to develop a reuse plan for the Bergstein Warehouse and Shoddy Mill Community Development Director Turnblad stated that City staff secured $28,750 grant to retain a consultant to develop a reuse study of the Bergstein Warehouse and Shoddy Mill structures.The Heritage Preservation Commission and selection committee recommend the Council contract with John Lauber and Company LLC for the reuse study. Page 7 of 9 City Council Meeting December 16, 2014 Motion by Councilmember Kozlowski, seconded by Councilmember Menikheim, to adopt Resolution 2014-206, approving agreement with John Lauber and Company LLC. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Mayor Polehna Nays: None COUNCIL REQUEST ITEMS Mayor Polehna recognized a donation from Teresa Tuley in memory of her husband, Todd Tuley, for the fireworks. Councilmember Kozlowski acknowledged notes from children from Stonebridge Elementary School thanking the Councilmembers for all they do. Councilmember Menikheim asked about the agenda for the work session on January 6. He feels the priority for that agenda should be appointing a Councilmember for Ward 2, followed by the park consultant. City Clerk Ward stated she has not received any applications for Ward 2. Mayor Polehna congratulated Hugo for an award on their Yellow Ribbon efforts. ADJOURNMENT Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to adjourn to Executive Session for Labor Relations at 8:51 p.m. All in favor. Micha 1 Polehna, Mayor ATTEST: Afte;-e Diane F. Ward, City Clerk Resolution 2014-197, directing payment of bills Resolution 2014-198,granting license to Patricia Wolf for the operation of Multi-Person Tour Cycles on City Streets and rescinding Resolution 2014-207 Resolution 2014-199, approving new On-Sale& Sunday Liquor License to Mama Litas,Inc., dba: Sweet Taste of Italy Resolution 2014-200, accepting Fire Station History Exhibit Grant from the Minnesota Historical Society Resolution 2014-201, approving Health and Dental Insurance Premiums and City Contribution effective January 1, 2015 Resolution 2014-202, approving Letter of Understanding for Impound Housing Services 2015 Resolution 2014-203, 2015 Fee Schedule Page 8 of 9 City Council Meeting December 16, 2014 Resolution 2014-204, ordering preparation of feasibility report for 2015 Street Improvement Project, Project 2015-02 Resolution 2014-205, commending Mayor Harycki Resolution 2014-206, approving agreement with John Lauber and Company LLC Page 9 of 9