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HomeMy WebLinkAbout2016-02-16 CC MIN ate INF IINTN►LACE Of MINNESOTA CITY COUNCIL MEETING MINUTES February 16, 2016 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 Administrator McCarty City Attorney Magnuson Police Chief Gannaway Fire Chief Glaser Public Works Director Sanders Community Development Director Turnblad Finance Director Harrison City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Possible approval of February 2, 2016 regular and recessed meeting minutes Motion by Councilmember Weidner, seconded by Councilmember Polehna, to approve the minutes of the February 2, 2016 regular and recessed meeting. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Certificate of Appreciation to Chris Johnsen—Beyond the Yellow Ribbon Mayor Kozlowski and Councilmember Polehna presented a City Council Service Award to Chris Johnsen for his efforts as chairperson of the Beyond the Yellow Ribbon Program. Councilmember Polehna introduced Chris Johnsen, Iraq and Afghanistan veteran, and incoming BYR Committee chair, Marylou Fila. Mr. Johnsen thanked Councilmember Polehna for his efforts in getting the Beyond the Yellow Ribbon Program going in Stillwater to help military family members. CVB Annual Report - Christie Rosckes &Jerry Helmberger Christie Rosckes and Jerry Helmberger, Stillwater and Oak Park Heights Convention & Visitor Bureau, shared a presentation that explained the mission and accomplishments of the CVB, known as "Discover Stillwater." $175,535 was collected in lodging taxes in 2015, with third quarter being the highest on record. Twelve events were sponsored in 2015,providing more than $42,900 to support local organizations. The web site drew 1.1 million page views in 2015. Councilmember Junker asked about the use of lodging tax dollars, and Mr. Helmberger responded that there has been much discussion about use of lodging tax and whether it is warranted to go City Council Meeting February 16, 2016 back into events. The CVB feels there is value in the added dollars spent on sponsoring local events. Councilmember Weidner pointed out that according to the CVB budget, more was spent on sponsorships of events than on digital media. He asked about how to quantify the return from grants given to events, such as the $10,000 granted to Harvest Fest. He added that residents question why the CVB is giving away $42,000 every year for events; he was surprised at the amount of tax money the CVB gives away to these events. Mr. Helmberger responded that every piece of advertising that is done has a digital component. He can not necessarily break out the cost for that digital component. Ms. Rosckes added that the CVB requires grantees to quantify to the best of their ability what kind of PR they did for their event. Mr.Helmberger noted there is an emphasis on overnight stays,but to look at only overnight stays would be a bit of a myopic view of the effect advertising has on the valley. A better view would be to consider the overall economic impact to the valley. Councilmember Weidner pointed out that the bylaws state the intent of the CVB is to attract overnight visitors, and that his question is really about what do those donations do. He believes that what has really happened with these events is circumventing public money. Councilmember Junker stated everyone supports the economic development of the community, but the CVB's only revenue stream is tax dollars collected from people staying in rooms. Many of the events that come before the City are focused on locals. That is why he asked for better explanation about the $42,900 that was disbursed in grants to events. Mayor Kozlowski acknowledged the constant struggle between focusing on heads in beds versus making Stillwater look attractive regardless of the individual tactics, and Mr. Helmberger agreed it is a constant struggle and the CVB Board has differing opinions on how much should go toward grants. The CVB cares deeply about making sure they are using the tax dollars in the way they were intended to be used. Councilmember Menikheim recognized the issue is difficult because it compares something that is quantifiable, money, with output that is qualitative because it has to be measured in terms of trends. Councilmember Weidner responded that he understands it is difficult to quantify everything,but he does not see the use of lodging tax dollars as a funding arm for local events. Mr. Helmberger stated that the CVB is in the process of gathering more quantitative data by sending a new survey to grant applicants. They have also capped the grants at$7,500. Councilmember Weidner stated he feels the CVB has done a great job getting exposure for the City of Stillwater. His concern is that the public funding source for the events does not seem to jive with his reading of the CVB's intent. He would like better proof that grantees use grant money in a way that is in line with the intent. Councilmember Junker commended the CVB on the web site and how the data is increasing. Valley Outreach—Food for Fines—Tracy Maki Tracy Maki, Valley Outreach, informed the Council that March is Minnesota FoodShare Month. She discussed the success of the 2015 Food for Fines effort, especially in terms of public awareness and publicity,and requested that the Council again approve the initiative. Nearly 3,700 individuals were served by the Food Shelf in the last year. Councilmember Junker noted the request is on the Downtown Parking Commission agenda for Thursday. Page 2 of 7 City Council Meeting February 16, 2016 City Administrator McCarty stated that the Council could approve the'request conditionally upon consensus from the Downtown Parking Commission. Councilmember Weidner asked if a different approach could be considered because he does not think the Food for Fines is legal. He suggested the Council make a monetary grant to the food shelf. Mayor Kozlowski questioned whether a monetary donation would have the same impact from a public relations standpoint, and Councilmember Junker agreed that a direct donation would likely not generate the same kind of media buzz. Ms. Maki replied that ultimately, they are seeking to raise public awareness,but whatever works is fine. Motion by Councilmember Menikheim, seconded by Councilmember Junker, to approve the Food for Fines program, conditioned on approval from the Downtown Parking Commission and on reviewing last year's opinion from City Attorney Magnuson. Motion passed 4-1, with Councilmember Weidner voting nay. Bonding Information—Terri Heaton, Springsted Terri Heaton, Springsted, presented recommendations for issuance of bonds. The City has a very high bond rating of AA2 by Moodys. Motion by Councilmember Junker, seconded by Councilmember Polehna,to adopt Resolution 2016- 042A, resolution providing for the competitive negotiated sale of $6,575,000 General Obligation Capital Outlay Bonds, Series 2016A, and Resolution 2016-042B, resolution providing for the competitive negotiated sale of $2,575,000 General Obligation Tax Increment Refunding Bonds, Series 2016B. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None OPEN FORUM There were no public comments. STAFF REPORTS City Clerk Ward reminded the Council that the next meeting is March 8 and Caucus is March 1. City Administrator McCarty updated the Council on the Human Resources position. First interviews will be done this Friday, second interviews the next week, and he hopes to make an offer by early March. CONSENT AGENDA Resolution 2016-031, directing the payment of bills Resolution 2016-032, approving Memorandum of Understanding between the City of Stillwater and Law Enforcement Labor Services, Inc. Local No. 254 Resolution 2016-033, approving Memorandum of Understanding between the City of Stillwater and Law Enforcement Labor Services, Inc. Local No. 257 Resolution 2016-034, approving cleaning services contract for municipal parking ramp Resolution 2016-035, approving 2016 Dock Permit for St. Croix Boat &Packet Company and Wharfage Permit for Gondola Page 3 of 7 • City Council Meeting February 16, 2016 Possible approval of RFP for Class Comp services Resolution 2016-036, assigning $75,000 within the General Fund for Economic Development in 2016 Resolution 2016-037, amending Resolution 98-75,resolution establishing Library Trust Fund Resolution 2016-038, supporting proposed legislation to authorize the County of Washington to confer economic development powers upon the Washington County Housing and Redevelopment authority Resolution 2016-039, approving additional appointments to Downtown Plan Advisory Committee Resolution 2016-040, approving Library Board appointments Resolution 2016-041, approving agreement with City View Electric, Inc. Councilmember Menikheim requested that the resolution establishing Library Trust Fund, be pulled from the Consent Agenda. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt the Consent Agenda, as amended. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Councilmember Menikheim suggested tabling the resolution establishing Library Trust Fund, to make sure the Library Board reviewed it. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to table resolution establishing Library Trust Fund until the Library Board has reviewed it. All in favor. PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS Possible approval of the 2016 Farmer's Market Event and Contract City Clerk Ward presented the 2016 Farmer's Market Event application and draft contract. They are asking for additional garbage containers. Motion by Councilmember Menikheim, seconded by Councilmember Junker, to adopt Resolution 2016-043, approving 2016 special event and contract Farmer's Market. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Possible approval of the 2016 Cruisin on the Croix Car Show Special Event& Contract City Clerk Ward reviewed the application and draft contract for the 2015 Cruisin' on the Croix. This event is no longer associated with the Greater Stillwater Area Chamber of Commerce which was a non-profit organization. It is now managed by Frank Fabio, Maple Island Brewing which Page 4 of 7 City Council Meeting February 16, 2016 is a for-profit business. Mr. Fabio is proposing that the car show would be held from 4 p.m. to 9 p.m. on 14 Wednesday evenings from June 1 - August 31. The Downtown Parking Commission recommended that only eight of the 14 event dates be approved, specifically, 6/1, 6/15, 6/29, 7/6, 7/20, 8/3, 8/17 and 8/31. They recommended denial of the rest. They also recommended that the full $3 fee per space be charged. This would be a total fee of$3,816 for the eight event dates. If the council approves a reduction to $1.50 per space (as they have done for the Chamber the last several years), then the total fee for the eight events would be $1,908. She also informed the Council and the applicant that alcohol would not be permitted on the back patio of the building as it is not part of the Maple Island's liquor licensed premises. Staff recommends that the Downtown Parking Commission's recommendation be accepted and that the event organizer be charged for services and materials rendering according to the 2016 fee schedule. Councilmember Junker summarized the Downtown Parking Commission discussion, which recommended only eight Wednesdays during the three summer months, and omitting the Wednesday of Log Jam Days. He presented letters from building and business owners indicating they favor the event,but oppose the 14 dates. Mayor Kozlowski stated a complaint in previous years has been that parking lots were blocked off in the morning for an event in the afternoon; it seems extreme to close off lots for the entire day. He asked Mr. Fabio if this is needed. Mr. Fabio responded that parking space rental is understood to be a full 24 hour period. If the barricades are not placed by 4 a.m. he would have to tow cars. Even if there are huge signs saying cars must be removed by event time, he feels cars would be left there. It is mostly employees working downtown. He quoted some businesses that experience an increase of 25-30%. The car show brings a lot of people. Councilmember Junker stated it is a great event, but having an event on 14 consecutive Wednesdays is too much. He quoted some businesses stating it is a major inconvenience for their employees and this needs have to be balanced between white collar workers, homeowners and events. If it were one lot it would be different,but this involves five lots. Mayor Kozlowski asked if the event could be started later in the day or block off fewer lots to minimize the impact during the day. Councilmember Weidner stated he would like to allow for other events that might not take up so much parking. He also explained to Mr. Fabio that his not a non-profit organization that is putting on the car show. Mr. Fabio responded by pointing out that there were no other events that took place last year on Wednesday nights. The car show is a popular event and people love it. He has 10+ pages of signatures from last year indicating a majority of attendees are from Stillwater. It is a good balance between tourism and doing something for the community. He suggested if the Council wants to go with every other week,then add two more Wednesdays in September.He feels like he is getting squeezed out. Mayor Kozlowski suggested Mr. Fabio ask the Downtown Parking Commission to consider recommending approval of two additional dates in September, noting that previous Commission discussion focused on the June, July and August dates requested. Page 5 of 7 City Council Meeting February 16, 2016 Motion by Councilmember Weidner,seconded by Councilmember Junker,to adopt Resolution 2016- 044,approving 2016 special event and contract Cruisin' on the St. Croix for eight dates as determined by the Downtown Parking at their February 17, 2016 meeting, and charging $1,908 for parking. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Possible approval of feasibility report and calling for hearing on the 2016 Street Improvement Project Public Works Director Sanders reviewed streets proposed to be improved by mill and overlay and street reconstruction in 2016. The total estimated cost of the project is $1,951,477.93, including design, surveying, inspection, administration, and contingencies. According to the City's assessment policy, mill and overlay projects are assessed 80% to the benefitting property owner, and street reconstruction projects are assessed 70% to the property owner. Industrial Park properties are assessed at 100%. Mr. Sanders presented the proposed assessment structure and project schedule. Staff recommends that Council accept the feasibility report and order a public hearing for March 8, 2016. Motion by Councilmember Junker, seconded by Councilmember Weidner,to adopt Resolution 2016- 045, resolution receiving report and calling hearing on 2016 Street Improvement Project (Project 2016-02). Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Possible award of Construction Management contract for City Hall/Police Improvements Community Development Director Turnblad reported that three Construction Management(CM) Services proposals were received for the Police Station and City Hall remodel project. All three came in under the$200,000 estimated for these services.A team of senior staff members reviewed each of the proposals, conducted interviews and came to consensus on a recommended firm, Wenck Construction. Wenck's total fee for pre-construction services and phase 1 construction management is$197,775. The total budget for phase 1 of the Police Station and City Hall remodel is $1,116,500. This includes design for all phases and construction for phase 1. A contract will be brought back to the Council for approval. Motion by Councilmember Junker,seconded by Councilmember Menikheim,to approve the selection of Wench Construction with a contract to be approved at the March 8, 2016 meeting. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None COUNCIL REQUEST ITEMS Mayor Kozlowski noted that Sticks for Stillwater was successful; he thanked Jim Boo and other organizers. Page 6 of 7 City Council Meeting February 16, 2016 ADJOURNMENT Motion by Councilmember Polehna, seconded by Councilmember Junker, to adjourn the meeting at 9:16 p.m. All in favor. Mi�olehna Vice Mayor ATTEST: olat-4A-&4 Diane F. Ward, City Clerk Resolution 2016-031, directing the payment of bills Resolution 2016-032, approving Memorandum of Understanding between the City of Stillwater and Law Enforcement Labor Services, Inc. Local no. 254 Resolution 2016-033, approving Memorandum of Understanding between the City of Stillwater and Law Enforcement Labor Services, Inc. Local No. 257 Resolution 2016-034, approving Cleaning Services Contract for Municipal Parking Ramp Resolution 2016-035, approval of Dock Permit for St. Croix Boat and Packet Co. and Wharfage Permit for gondola(2016) Resolution 2016-036, assigning $75,000 within the City General Fund Balance for economic development in 2016 Resolution 2016-037,Not used. Resolution 2016-038,resolution of the City of Stillwater, Minnesota supporting proposed legislation to authorize the County of Washington to confer economic development powers upon the Washington County Housing and Redevelopment Authority Resolution 2016-039, approving additional appointments to Downtown Plan Advisory Committee Resolution 2016-040, appointments to Library Board Resolution 2016-041, approval of agreement with City View Electric, Inc. Resolution 2016-042A,resolution providing for the competitive negotiated sale of $6,575,000 General Obligation Capital Outlay Bonds, Series 2016A Resolution 2016-042B,resolution providing for the competitive negotiated sale of $2,575,000 General Obligation Tax Increment Refunding Bonds, Series 2016B Resolution 2016-043, approving 2016 special event and contract Farmer's Market Resolution 2016-044, approving 2016 special event and contract Cruisin' on the St. Croix Resolution 2016-045,resolution receiving report and calling hearing on 2016 Street Improvement Project (Project 2016-02) Page 7 of 7