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Home My WebLink About2016-01-05 CC MIN va er iMF 11FTM/LACE Of MINNESOTA CITY COUNCIL MEETING MINUTES January 5, 2016 REGULAR MEETING 4:30 P.M. Mayor Kozlowski called the meeting to order at 4:30 p.m. Present: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Staff present: City Administrator McCarty City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Public Works Director Sanders Police Chief Gannaway Fire Chief Glaser IT Manager Holman City Clerk Ward OTHER BUSINESS Discussion on Sculpture Tour City Administrator McCarty reported that the Stillwater community has been approached as a possible location to host a sculpture tour. He noted that initial conversations with community organizations have been well received. Julie Pangallo, ArtFarm LLC, made a presentation on the proposed 2016 River City Sculpture Tour. She stated that a sculpture tour would consist of the placement of sculptures from local, regional and national artists in a community for an 11 month period. Community members and visitors would vote for the most popular sculpture, and at the end of the 11 months, the most popular sculpture would be acquired by the community and placed permanently in an appropriate location. Council consensus was to move forward with the Sculpture Tour. Discussion on Legislative Agenda City Administrator McCarty led a discussion of possible City legislative agenda items, as well as the legislative priorities for the LMC and MetroCities. He agreed to bundle the Council's suggested priorities into three or four large issues: Brown's Creek; Parks; the Armory; and the downtown Facade Program and other economic activities. Staff will try to schedule legislators for a one-hour meeting to discuss the City's legislative priorities. Mayor Kozlowski suggested providing a handout with a paragraph about each item. City Council Meeting January 5, 2016 Water Department IT Agreement City Administrator McCarty reviewed discussion from the previous meeting when concerns were raised by the Council about the cost and impacts to the City of providing IT support to the Water Board. IT Manager Holman confirmed that no changes were made to the agreement since originally discussed. She estimated that the $6,000 proposed to be charged for the year would cover 150 hours of tech time, which would be tracked. If the startup is found to take up all that time, staff could look for ways to handle it differently. City IT staff has tried to help the Water Board with certain things, but the technology has to be brought to a certain level before more help can be provided,because staff has struggled with the older equipment. Councilmember Weidner stated he thought Ms. Holman was to determine the actual cost to get the Water Board up and running with a new system. He pointed out his concern that the Water Board work could take up more staff time than anticipated, when staff is already overloaded. Ms. Holman replied it would probably take an estimated 40-50 hours of staff time to get them up and running, to include working with contractors to install the fiber and create the servers. Staff can track all hours spent on startup and charge the Water Board for that time at the beginning of the project if the Council wishes, and then charge the$6,000 for the year,or staff could keep track of all hours and charge for any additional hours at the end of the year. Some of the work would be easy to measure and some would not be easy to measure. She stated that she does not think maintenance would be significant once everything is set up. Most of the setup would take place in the spring. Councilmember Junker indicated that the cost would be roughly $40/hour, so if startup takes 40- 50 hours, that still leaves 100 hours, or an estimated $4,000 of service to be used throughout the remainder of the year. Councilmember Polehna asked if it would be wiser to replace the $6,000 for an hourly rate, and IT Manager Holman replied that would be even more work for staff Councilmember Weidner restated his concern that he does not know the actual costs of work to be done, but expressed that he does realize that the City and the Water Board are mutually dependent on one another. Steve Speedling, Water Board, stated that the Board understands there are issues with its infrastructure and is open to whatever is fair. They want to make sure Ms. Holman is fully compensated. George Vania, Water Board, explained the need for upgrading the system so it can be merged with the City data. Council consensus was to amend the draft agreement to an hourly rate, and Administrator McCarty noted that he will work with staff to set an hourly rate and bring the amended agreement back for Council action in two weeks. STAFF REPORTS Police Chief Gannaway informed the Council of the death of Leo Miller, a long-time Police Officer and Code Enforcement Officer. Page 2 of 6 City Council Meeting January 5, 2016 Fire Chief Glaser reviewed annual fire department calls. There was an over 50% increase in fire calls over 2014; also, a new water tender will be delivered on Friday. City Clerk Ward inquired if staff may proceed with hiring seasonal workers, and City Administrator McCarty pointed out that all departments have included seasonal hires in their budgets. Council consensus was to allow staff to proceed with the hiring of seasonal workers. Community Development Director Turnblad reported that staff met with the Department of Natural Resources two to three weeks ago and discussed maintenance of the Brown's Creek Trail. He added that the DNR will not do winter maintenance on the trail. The City could do so, but would need to enter a maintenance agreement with the DNR. The Parks Commission will look at whether the City should maintain the trail. Mr. Turnblad also provided a Downtown Plan update that three strong proposals were received. Staff will review them and bring them to Council on January 19. Staff also will bring back a list of candidates for the Downtown Plan Advisory Committee, so the Council may make appointments. Finance Director Harrison informed the Council of the 2014 Financial Statement Certificate of Achievement which is the 25th such award the City has received. City Administrator McCarty indicated that staff has begun the process to recruit the HR manager position, and hopes to have a top candidate selected by the end of February. He continued that he has been working with George Dierberger, a faculty member at Augsburg College, to get MBA program students to assist with economic development. The only cost to the City would be supervision from Mr. McCarty and Mr. Turnblad. RECESS The meeting was recessed at 5:37 p.m. RECESSED 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 Administrator McCarty City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Public Works Director Sanders Police Chief Gannaway Fire Chief Glaser City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Possible approval of December 15, 2015 regular meeting minutes Motion by Councilmember Weidner, seconded by Councilmember Polehna, to approve the December 15, 2015 regular meeting minutes. All in favor. Page 3 of 6 City Council Meeting January 5, 2016 PETITIONS, INDIVIDUALS DELEGATIONS & COMMENDATIONS There were no petitions, individuals, delegations or commendations. OPEN FORUM There were no public comments. CONSENT AGENDA Resolution 2016-001, directing payment of bills Resolution 2016-002, designation of depositories for 2016 Resolution 2016-003, designating a responsible authority and assigning duties in accordance with the State of Minnesota Data Practices Statute Resolution 2016-004, designating the Stillwater Gazette and St. Paul Pioneer Press as the City's legal publications and approving contracts with the Stillwater Gazette and St. Paul Pioneer Press for 2016 Resolution 2016-005,resolution accepting cash donations Resolution 2016-006, approving Exhibit A as it relates to Resolution 2013-057, resolution establishing procedures relating to compliance with reimbursement bond regulations under the Internal Revenue Code Possible approval of RFP for Construction Management services for the police station project Resolution 2016-007, adopting corrected delinquent garbage bill charges (Project No. 0002) Possible approval of Brine's 24th Annual Bocce Ball Special Event— February 20, 2016 Resolution 2016-008, approving the 2016 COLA adjustment for the city attorney Mayor Kozlowski pulled item #14, Resolution 2016-002, designation of depositories for 2016. Motion by Councilmember Junker, seconded by Councilmember Menikheim, to adopt the Consent Agenda as amended. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None Regarding Item #14, Finance Director Harrison requested the addition of Wells Fargo Advisors, which is different than Wells Fargo Securities. Motion by Councilmember Polehna, seconded by Councilmember Junker,to adopt Resolution 2016- 002, designation of depositories for 2016, as amended. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS There was no unfinished business. Page 4 of 6 City Council Meeting January 5, 2016 NEW BUSINESS Possible approval of meeting date changes for 2016 City Clerk Ward reviewed staff-recommended meeting date changes for 2016. Motion by Councilmember Polehna, seconded by Councilmember Junker, to change the meeting dates as proposed and that the August 2nd (Night to Unite) will be Wednesday. August 3, 2016. All in favor. Designation of Vice Mayor City Clerk stated the Council must elect a Vice Mayor to act as Mayor Pro Tem during a temporary absence of the Mayor. Mayor Kozlowski suggested that Councilmember Polehna be designated as Vice Mayor. Motion by Councilmember Menikheim, seconded by Councilmember Junker, to adopt Resolution 2016-009, designating Vice Mayor. Ayes: Councilmembers Menikheim, Junker, Polehna, and Mayor Kozlowski Nays: Councilmember Weidner Designation of Council Representative appointments to Boards/Commissions for 2016 The Council discussed the appointments of Council representatives to all the Boards and Commissions for this year. The following changes would be: Convention & Vistors Bureau—Councilmember Polehna Fire Relief Association—Councilmembers Polehna and Weidner Heritage Preservation—Councilmember Junker Planning Commission—Councilmember Menikheim With the other Boards/Commission remain the same as 2015. Motion by Councilmember Weidner, seconded by Councilmember Junker,to adopt Resolution 2016- 010, adopting Council appointments to Boards and Commissions with the above listed changes . Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None COUNCIL REQUEST ITEMS There were no Council request items. ADJOURNMENT Motion by Councilmember Junker, seconded by Councilmember Polehna, to adjourn the meeting at 7:23 p.m. All in favor. Ted Kozlowski, Mayor Page 5 of 6 City Council Meeting January 5, 2016 ATTEST: /Olay Diane F. Ward, City Clerk Resolution 2016-001, directing payment of bills Resolution 2016-002, designation of depositories for 2016 Resolution 2016-003, designating a responsible authority and assigning duties in accordance with the State of Minnesota Data Practices Statute Resolution 2016-004, designating the Stillwater Gazette and St. Paul Pioneer Press as the City's legal publications and approving contracts with the Stillwater Gazette and St. Paul Pioneer Press for 2016 Resolution 2016-005,resolution accepting cash donations Resolution 2016-006, approving Exhibit A as it relates to Resolution 2013-057, resolution establishing procedures relating to compliance with reimbursement bond regulations under the Internal Revenue Code Resolution 2016-007, adopting corrected delinquent garbage bill charges (Project No. 0002) Resolution 2016-008, approving the 2016 COLA adjustment for the city attorney Resolution 2016-009, designating Vice Mayor Resolution 2016-010, adopting Council appointments to Boards and Commissions Page 6 of 6