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HomeMy WebLinkAbout2015-12-15 CC MIN • ate TOE OIOTNPLACE OF IIIOFEEOTF CITY COUNCIL MEETING MINUTES December 15,2015 REGULAR MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:00 p.m. Present: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Staff present: City Attorney Magnuson Police Chief Gannaway Fire Chief Glaser Public Works Director Sanders Community Development Director Turnblad Finance Director Harrison IT Manager Holman City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Possible approval of minutes of December 1, 2015 regular and recessed meeting Motion by Councilmember Menikheim, seconded by Councilmember Junker,to approve the minutes of the December 1, 2015 regular and recessed meeting. All in favor. PETITIONS,INDIVIDUALS, DELEGATIONS & COMMENDATIONS Acknowledgement of Donations related to the Stillwater Christmas Tree Mayor Kozlowski acknowledged everyone who assisted with the downtown Christmas Tree. OPEN FORUM There were no public comments. STAFF REPORTS Police Chief Gannaway reminded the Council and residents of the Toys for Tots drive and that delivery of toys will take place on December 18th Public Works Director Sanders noted that the Minnesota Department of Agriculture has a community meeting Thursday about the Emerald Ash Borer. The City Forester has been asked to draft an Emerald Ash Borer Plan and Inventory. He also informed the Council that the DNR has announced they will be grooming the Gateway Trail this winter; a community meeting with agencies along the corridor will be held to discuss sharing grooming responsibilities in future years. In addition, grooming of the Loop Trail from the lift bridge to the new bridge will be the City's responsibility, as well as the trail from Chestnut north to the Zephyr. There are no City Council Meeting December 15, 2015 maintenance responsibilities on Brown's Creek Trail at this time. Trails are last priority for the City when it comes to snow removal. Councilmember Polehna asked Mr. Sanders to inquire with the DNR whether they will require a MN Ski Pass on that trail, since if they require a pass, they should be grooming it. CONSENT AGENDA Resolution 2015-218, directing payment of bills Resolution 2015-219, designation of additional depository for 2015 Possible approval of Laserfiche upgrade to Laserfiche Avante - MIS 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 Resolution 2015-220, approving the 2015-2016 Labor Agreement between the City of Stillwater and LELS Police Officers Local 257 Resolution 2015-221, approving contract for mowing and snow removal with C Hassis and for cleanup services with MSP Outdoor Services Resolution 2015-222, a resolution establishing the Bergstein Reuse Plan Committee Resolution 2015-223, approving contract for demolition designation studies Resolution 2015-224, approval of Wolf BierCycle annual license Resolution 2015-225,resolution adopting 2016 Fee Schedule Resolution 2015-226, approving engagement letter for auditing services Resolution 2015-227, approval of First Amendment to Solid Waste and Recycling Agreement (2011-2015) Resolution 2015-228, approval of contract between the City of Stillwater and Sand Creek Group, Ltd. Resolution 2015-229, accepting work and ordering final payment for Downtown Parking Improvements (Project 2012-06) and Resolution 2015-230, accepting work and ordering final payment for 2014 Street Improvement Project (Project 2014-02) Resolution 2015-231, approval of increase to railroad lease payment Resolution 2015-232, acceptance of the Minnesota Amateur Sports Commission Mighty Ducks Grant Possible approval of request to roll over the professional services budget for Community Development Department Possible approval to purchase snow blower—Fire Possible approval to purchase camera for sewer televising—Public Works Possible approval to purchase 3 Surface Pros—MIS Possible approval to purchase 2 Scanners—Finance&Police Possible approval to purchase Malwarebeytes Anti-Malware software for City Computers— MIS Possible approval to purchase Adobe Acrobat additional licenses - MIS Councilmember Weidner requested that Resolution 2015-225, resolution adopting 2016 Fee Page 2 of 6 City Council Meeting December 15, 2015 Schedule,be pulled from the Consent Agenda. Motion by Councilmember Junker, seconded by Councilmember Weidner, to adopt the Consent Agenda as amended. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Councilmember Weidner asked why there is a fee for a tree cutting permit, and Community Development Director Turnblad replied that in certain districts, property owners need to have a restoration plan in hand before cutting trees. The permit is a review of proposed tree cuttings and restoration plans. Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to approve Resolution 2015-225, resolution adopting 2016 Fee Schedule. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS Possible approval of 2nd reading of Ordinance 1084, amending the City of Stillwater City Code Chapter 29, Sewers and Chapter 32, Nuisances and Summary of Ordinance for publication and a resolution of the Stillwater City Council directing the publication of an Ordinance by Title and Summary Public Works Director Sanders explained that the amendment is needed to comply with the new MS4 permit regarding Illicit Discharge, Detection and Elimination. Motion by Councilmember Weidner, seconded by Councilmember Junker,to adopt Ordinance 1084, amending the City of Stillwater City Code Chapter 29, Sewers and Chapter 32, Nuisances, and Resolution 2015-233, resolution of the Stillwater City Council directing the publication of an Ordinance by Title and Summary. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Possible continuation of concept plan discussion for expansion of the Veterans Memorial Community Development Director Turnblad reviewed the proposal that the Veterans Memorial Board would like to increase the size of the memorial grounds, at Municipal Parking Lot 19, to create more area for pavers. The expansion would result in the loss of ten parking spaces. The City Council considered the concept on November 17, 2015, and directed staff to estimate the cost of expanding Municipal Lot 18 to compensate for the lost spaces. The City Engineer estimated that if the bay of fourteen spaces(a net increase of eight spaces)were constructed today, the cost would be $54,596, however this is a maximum number. The Veterans Memorial Board has requested they only be required to mitigate five of the extra spaces in that spot. Mr. Turnblad added that SuperValu intends to retain the property, but probably will eventually lease at least half the space. Page 3 of 6 City Council Meeting December 15, 2015 Mayor Kozlowski indicated that as soon as a tenant is found, they would probably ask for the parking spaces to be mitigated. Councilmember Junker stated he would like to uphold the City's responsibility to provide 210 spaces, and require the mitigation of the five-space deficit right away rather than when needed. He would support requiring the Veterans Memorial to fund the five parking spaces needed to reach 210, not the 6-15 spots lost in the expansion. Councilmember Menikheim agreed that the City needs to meet its obligation regarding providing the minimum parking for the building. Councilmember Weidner stated that the City should not pay for the mitigation, the Veterans Memorial should raise the money; he likes the concept of the design for the expansion of the Memorial. Community Development Director Turnblad pointed out that the numbers provided are a worst case scenario; staff needs to run numbers again. He conveyed that the Finance Director stated TIF District 6 has monies that have to be spent fairly soon and the construction of the parking spaces would be a legitimate use of those funds. Councilmember Weidner clarified that he would not be in favor of using TIF money to take parking spots from one place and put them in another place. Councilmember Polehna inquired if the Farmer's Market and the Washington County Historic Courthouse have been consulted about the expansion, and stated that he likes the design,but feels the issue of who will pay for the parking mitigation should be resolved at this time rather than in the future. Community Development Director Turnblad replied if the Veterans get concept approval, their next step would be to talk with other stakeholders in the neighborhood. Mr. Turnblad added that if the concept of expanding the Memorial is agreeable, the Veterans Memorial Board would still have to come back to obtain permits to do the work. Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to grant concept approval of the expansion, however the concerns by Council on the parking and funding should be addressed. All in favor. COUNCIL REQUEST ITEMS Councilmember Polehna noted that he has been working with the Veterans Memorial Board to obtain funding for display cases for the new Armory. He added there are some wonderful artifacts at the old Armory and he would like to know if there is a State archivist who could be involved in moving them to the new Armory. He also commented that he heard with the State Capital remodeling, the Governor wants to take all Civil War artifacts out of the Capital for some reason. Mr. Polehna expressed that he is opposed to the Governor's idea and would like Council to adopt a resolution in opposition and additionally recognize all Civil War veterans. NEW BUSINESS Possible approval of Joint Powers Agreement with the City Board of Water Commissioners for Part- time Utilization of City of Stillwater's IT Department Employees IT Manager Holman informed the Council that the Board of Water Commissioners has a need for IT support. She presented a proposal for City staff to provide the needed support, and a possible joint powers agreement under which the Water Board would pay the City $6,000 for 2016. The Page 4 of 6 City Council Meeting December 15, 2015 agreement was approved by the Water Board on December 10. Councilmember Weidner expressed concern that the City's IT Department is already swamped, and noted that another IT staff member was requested last year. He questioned why the Water Board cannot get this service from an outside vendor. Ms. Holman responded that the agreement would be reevaluated at the end of a year. Finance Director Harrison noted that the Water Board's lack of technical infrastructure impacts the City processes. Councilmember Weidner indicated that he feels this is one more reason why the City should not have an artificially independent Water Board. IT Manager Holman stated that once the server is up, it will become part of the City's virtual environment, so the time commitment will lessen. Councilmember Junker commented that even though the Water Board is independent, the City is still trying to provide a cost effective service to the citizens. He has no problem with the agreement,but wants to make sure the service is appropriately priced. Mayor Kozlowski pointed out the importance of being able to track time spent. Motion by Councilmember Polehna, seconded by Councilmember Junker, to table discussion to a future meeting with the invite to the Water Board to attend All in favor. Possible approval of RFP for Police Station remodel design services Community Development Director Turnblad reviewed the RFP for Police Station remodeling and City Hall improvements budgeted for in 2016. The goal is to have a construction management firm on board before having a contract for design services. Councilmember Menikheim asked if the RFP could include looking at technology for wiring rooms for hard of hearing people that streams directly to hearing aids. Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to approve the RFP and authorize staff to distribute it and solicit design proposals. All in favor. ADJOURNMENT Motion by Councilmember Polehna, seconded by Councilmember Junker, to adjourn the meeting at 8:07 p.m. All in favor. Te • ski, Mayor AT ST: Diane F. Ward, City Clerk Resolution 2015-218, directing payment of bills Resolution 2015-219, designation of additional depository for 2015 Resolution 2015-220, approving the 2015-2016 Labor Agreement between the City of Stillwater and LELS Police Officers Local 257 Page 5 of 6 City Council Meeting December 15, 2015 Resolution 2015-221, a resolution extending contracts for annual mowing, snow removal and clean up services Resolution 2015-222, a resolution establishing the Bergstein Reuse Plan Committee' Resolution 2015-223, a resolution pre-approving historical services related to demolition requests Resolution 2015-224,resolution granting license to Patricia Wolf for the operation of multi- person tour cycles on city streets and rescinding Resolution 2014-198 Resolution 2015-225,resolution adopting 2016 Fee Schedule Resolution 2015-226, approval of 2015 engagement letter from CliftonLarsonAllen, LLP Resolution 2015-227, approval of First Amendment to Solid Waste and Recycling Agreement (2011-2015) Resolution 2015-228, approval of contract between the City of Stillwater and Sand Creek Group, Ltd. Resolution 2015-229, accepting work and ordering final payment for Downtown Parking Improvements (Project 2012-06) Resolution 2015-230, accepting work and ordering final payment for 2014 Street Improvement Project(Project 2014-02) Resolution 2015-231, approval of increase to railroad lease payment Resolution 2015-232, acceptance of the Minnesota Amateur Sports Commission Mighty Ducks Grant Resolution 2015-233,resolution of the Stillwater City Council directing the publication of an Ordinance by Title and Summary Ordinance 1084, amending the City of Stillwater City Code Chapter 29, Sewers and Chapter 32, Nuisances Page 6 of 6