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HomeMy WebLinkAbout2016-11-15 CC MIN • Ater INF IINTNPLICE 9f NINNEI/t1 CITY COUNCIL MEETING MINUTES November 15,2016 SPECIAL MEETING 4:30 P.M. Mayor Kozlowski called the meeting to order at 4:36 p.m. Present: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Absent: None Staff present: City Administrator McCarty City Attorney Magnuson Police Chief Gannaway Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders City Clerk Ward OTHER BUSINESS Workshop with Library Board a) Building remodeling project update Library Board President Mike Keliher reviewed the building remodeling project. Library Director Lynne Bertalmio explained the goals to do more community outreach especially to seniors, adult learners and children. b) Library/Council Communications -future meeting schedule Mr. Keliher asked for Councilmembers' thoughts on how to keep the Council up to date on Library activities, possibly through meetings two to three times per year, email updates, and sending a Library representative to the Council meeting when there is Library business on the agenda. Mayor Kozlowski commented that he is not opposed to meeting with the Library staff and Board a couple times a year,as long as they are in communication with the City Administrator regularly. Councilmember Weidner questioned the need for joint meetings, assuming the Library has a spokesperson designated to speak with the City on a regular basis. Mr. Keliher replied it depends on the topic and felt there is tremendous value in face to face communication, but he would not want to schedule a special meeting unless there is a reason. Library Board Member Craig Hansen stated that it was conveyed to the Board that there was some concern about communication between the Library and the City Council therefore they are all here today to show that they are interested in communicating. Councilmember Junker remarked that he appreciates the emails he receives from Mr. Keliher. He supports the desire for better communication, but agreed it should come through one person. City Council Meeting November 15, 2016 Mayor Kozlowski suggested that the Library could be part of the regular staff reports given at Council meetings as needed. Councilmember Menikheim stated that the lines of communication should extend to the Library Foundation and Friends as well. Councilmember Polehna agreed there is a need for open communication, possibly as part of regular staff reports,but as a Councilmember,he does not want to tell them how to run the Library. Councilmember Weidner commented that it seems to him that the relationship between the Library and the City has been relatively adversarial and feels that communication has not happened well through the Library Director to the City. He sees the Library as a department of the City, as the City's financial responsibility. It is also the Library's financial responsibility to work within the budget they have and felt there needs to be more discussion on how the budgets are going to go forward. Library Board Member Maureen Bell stated that the Board will meet with the Friends and the Foundation, which are independent organizations with their own bylaws and are wonderful supporters of the Library. Councilmember Weidner emphasized that the Council's action with regard to the budget this year is indicative of its desire to have more open communication about how the Library is using its funding. Mr. Hansen explained that the Board has been looking carefully at the budget and all the options. He explained that The Friends want to raise their own money and then choose how to invest it. These funds are not part of the operating budget, but pay for extras, like paying for a person to work more with Stillwater Youth. It is the Friends' prerogative and they choose the projects.What they provide really enriches the Library offerings. Councilmember Weidner asked if the Library could be operated without the contributions of the Foundation and the Friends, and Mr. Keliher replied that it could operate, but it would not be the Library as it is today. Councilmember Weidner stated that he would like to have a robust Library but he would also like the budget to be sustainable in the future. He compared the Library to the public works depai tment, which does not receive outside donations but is sustained through the budget. He questioned the amount of control and direction that the Library has with regard to the Friends and the Foundation, to direct the contributions where funding is really needed. Mr.Keliher explained that the Library makes grant requests to the Foundation and the Foundation then votes on whether to fill the request or not. The broader question about how to run the Library without that additional support is something the Board would have to continue to discuss. Mr.Hansen added that the Library would still be there,but the Friends and the Foundation funding bring about the enriching experiences which make the Library even better than what the City is tasked with paying for. c) Update on County Communications City Administrator McCarty stated that, at the direction of the Board and Council,he and Library Director Bertalmio met with Washington County Library staff on September 15 and discussed current operational models including the possibility of a merger. He stated they will meet again after a new Council and Board members have been seated and that his interpretation is that the Page 2 of 7 City Council Meeting November 15, 2016 County is willing to discuss options . He presented preliminary information prepared by Washington County comparing the City portion of property tax that supports the Library and the County portion of the property tax that supports the Library. Councilmember Weidner asked if the Library Board has any reservations about continuing the discussions. Ms. Bell stated that it is important to get answers. She thinks that in the past, the County has indicated a reluctance to operate the Stillwater Library in its current building through the County Library system. d) Update on Library Event Policy discussions Mr. Keliher reported that at the Board's September meeting, neighbors came and discussed a proposal that Suzy Quaderer had prepared to address issues of Library events,parking and noise. It was a very productive conversation. At the October meeting, the Board appointed a task force and made some changes to the event policy to address some of those issues. Councilmember Menikheim asked if the events are legally permitted, and City Attorney Magnuson responded that there is not a special or conditional use permit that permits outside entertainment at the Library. Libraries are permitted uses in PA zoning district so a library does not need a special or conditional use permit to conduct Library operations. In this zoning district, outside entertainment is not a permitted use, so there could not be a SUP for a use that is not permitted in the zoning district.The Council certainly could legitimize this by changing the zoning ordinance, making it a permitted use and granting a permit. Councilmember Junker pointed out that the Council voted in favor of the Library hosting events. City Attorney Magnuson confirmed that the Library remodeling was designed to promote revenue producing activities. There is no question that the Council wanted that activity, it is just that the zoning ordinance was not followed. It was inadvertently overlooked. Councilmember Menikheim questioned if it is really worth the effort considering the problems that have been brought into the neighborhood versus the amount of money raised by events. It was Council consensus that the SUP process for the Library should be instituted and followed to make the decision once and for all on the Library events use in the PA zoning district. e) 2017 Library Budget Update Mr. Keliher explained that the Library Board has been discussing the impact of the 2017 budget allocations, priorities, and how to reallocate the line items for 2017. They provided the Library director and finance committee with priorities and the director is preparing a recommended budget for the Board to review in December. The Board generally preferred cutting the material budget as a first step,but is also looking at reducing hours of operation,with support from the Foundation to help pay for Sunday hours. Based on being given a flat budget from 2016 to 2017 and the increased costs with union staff contracts and health insurance, they need to find about $56,000 worth of cuts. They are working toward that number mostly with skipping planned increases to materials and some youth service staff. They have not formally adopted the budget yet. Ms. Bertalmio added that they still have to cut enough hours during the week to make up for the Sundays. Councilmember Weidner thanked the Board for what they do for the Library and for the volunteer hours that they put in. He extended that to the Friends and the Foundation. Page 3 of 7 City Council Meeting November 15, 2016 Discussion on bids for Police Department& City Hall Improvements Community Development Director Turnblad reported that bids opened on October 25 for the Police Station/City Hall remodel project came in $280,000 over budget. The design team and construction manager have been working to identify alternatives that would bring the project back under budget. Staff requests that the Council approve the low bidders by resolution. Joel Dunning and Angela Otteson, Wold Architects and Engineers, Mark Hovelson, Wenk Constuction(the City's Construction Manager)reviewed the primary changes that would be made in the construction design to remain on budget. Motion by Councilmember Weidner,seconded by Councilmember Junker,to adopt Resolution 2016- 208,a resolution approving award of bids to remodel police station and city hall. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Mayor Kozlowski recessed the meeting at 6:13 p.m. REGULAR MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:00 p.m. Present: Councilmembers Junker, Polehna, Mayor Kozlowski Absent: Councilmembers Menikheim and Weidner Staff present: City Administrator McCarty City Attorney Magnuson Police Chief Gannaway Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. CANVASS OF MUNICIPAL ELECTION RESULTS City Clerk Ward reported results of the municipal election and requested that the Council accept the results. Motion by Councilmember Polehna, seconded by Mayor Kozlowski, to accept the results. All in favor. APPROVAL OF MINUTES Possible approval of November 1, 2016 regular and recessed meeting minutes Motion by Councilmember Junker, seconded by Councilmember Polehna, to approve the minutes of the November 1, 2016 regular and recessed meeting. All in favor. Page 4 of 7 City Council Meeting November 15, 2016 PETITIONS,INDIVIDUALS,DELEGATIONS & COMMENDATIONS Certificate of Appreciation - Jim Martin Councilmember Polehna presented a Certificate of Appreciation to Jim Martin, the first Ramsey County Veteran Court Mentor, as part of the Beyond the Yellow Ribbon Initiative. He explained the Veteran Court. Mr. Martin expressed his appreciation and the need for more volunteers and outreach for returning veterans. Presentation of Water Supply Program - Board of Water Commissioners Water Department Manager Robert Benson explained the goals, initiatives, and water supply planning considerations. Vern Jacobson, consulting engineer with TKDA, further explained the water supply plan. The Met Council wants to reduce Stillwater's per capita use to 75 gallons per day. A realistic goal for the next 10 year period is 82 gallons per day per person. The City already has a number of efforts underway to reduce water demand. He reviewed historic and projected water demand and shared the levels of the City's wells. Mr. Benson summarized that as the City encourages customers to use less water, rates will have to increase proportionally given the fixed costs. A well planned communication program will be required to show benefits of water conservation on protection of ground water resources region wide. He presented the Water Board initiatives for the future. OPEN FORUM There were no public comments. STAFF REPORTS City Clerk Ward thanked the more than 100 judges and City staff members who assisted with the election. Councilmember Polehna acknowledged Ms. Ward's efforts. Community Development Director Turnblad updated the Council on the downtown plan, which is the subject of a community workshop at the Library and an open house at City Hall. Regarding the Aiple Property Concept Plan,consultants are putting it into draft form for review by the Parks Commission and then the Council. Regarding Short Term Vacation Rentals, a draft report has been done and a work session is set for the Council and stakeholders December 6. Regarding Stillwater Historic District signs, CVB and IBA members championed the inclusion of the brown signs on Highway 36 when the routes get changed. MnDOT approved the proposal with one condition, that there be a historic district panel installed in the glass kiosks on the pedestrian walkway.The CVB is looking for donations to help manufacture and install the signs on Highway 36. Finance Director Harrison reported that preliminary property tax statements have been mailed out and the Truth in Taxation meeting is set for December 6. The preliminary budget is available at City Hall. CONSENT AGENDA Resolution 2016 -201, directing the payment of bills Possible approval to purchase audio visual equipment for Riverview conference room—IT Page 5 of 7 City Council Meeting November 15, 2016 Resolution 2016-202,resolution accepting Metropolitan Council grant for partial funding of 2040 Comprehensive Plan update Resolution 2016-203, approving renewals of on-sale, off-sale, club, wine, wine with strong beer, Sunday on-sale, on-sale 3.2%, off-sale 3.2%, micro brewer off-sale, micro brewer tap room, micro brewer tap room Sunday liquor licenses and tobacco licenses for 2017 Resolution 2016-204, approval of letter of understanding for impound housing services for 2017 Resolution 2016-205, approval of maintenance agreement with Washington County CSAH 12 Resolution 2016-206, approval of traffic control maintenance agreement with Washington County for the traffic signal at CSAH 12 and Maryknoll Drive Resolution 2016-207, appointment to Library Board Motion by Councilmember Polehna, seconded by Councilmember Junker, to adopt the Consent Agenda. Ayes: Councilmembers Junker, Polehna, Mayor Kozlowski Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS Consideration of extension of deadline for Stillwater Collision Community Development Director Turnblad informed the Council that new ventilation equipment for the spray booth could not be manufactured in time to meet the November 4th deadline, but it is done now and should be installed by November 21. Stillwater Collision has requested an extension to November 21. Motion by Councilmember Junker, seconded by Councilmember Polehna, to extend the deadline to November 21. All in favor. NEW BUSINESS Possible approval of landscape plan amendment for Rutherford Station Community Development Director Turnblad explained the request to revise the plan for Rutherford Station at the corner of McKusick and Manning Avenue. A berm had been planned to run along most of the north-south length of the property with trees planted on top of the berm. Washington County has now changed its position and does not want to allow those improvements in the right of way. In place of the berm, the same number of trees is proposed along the western property line of the project with a six foot privacy fence in place of the berm with a bit of jogging so it is not one solid wall. City staff favors not putting in the fence and allowing individual property owners to apply for their own fence permits,to make the corridor less monotonous. The developer will still have to do the tree planting. Motion by Councilmember Polehna,seconded by Councilmember Junker,to adopt Resolution 2016- 209, a resolution amending Resolution 2014-135 by allowing a revision to the landscape plan for Rutherford Station, Case No. 2014-26. Page 6 of 7 City Council Meeting November 15, 2016 Ayes: Councilmembers Polehna, Junker, Mayor Kozlowski Nays: None COUNCIL REQUEST ITEMS Councilmember Polehna reported that the Twinkle Party will be a party,not a parade this year. It will take place December 3 in the gazebo area. The community Christmas Tree will be up at the same location as last year. ADJOURNMENT Motion by Councilmember Junker, seconded by Councilmember Polehna, to adjourn the meeting at 7:52 p.m. All in favor. T ski, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2016-201, directing the payment of bills Resolution 2016-202,resolution accepting Metropolitan Council grant for partial funding of 2040 Comprehensive Plan update Resolution 2016-203,approving renewals of on-sale, off-sale, club, wine, wine with strong beer, Sunday on-sale, on-sale 3.2%, off-sale 3.2%, micro brewer off-sale, micro brewer tap room, micro brewer tap room Sunday liquor licenses and tobacco licenses for 2017 Resolution 2016-204, approval of letter of understanding for impound housing services for 2017 Resolution 2016-205, approval of maintenance agreement with Washington County CSAH 12 Resolution 2016-206,approval of traffic control maintenance agreement with Washington County for the traffic signal at CSAH 12 and Maryknoll Drive Resolution 2016-207, appointment to Library Board Resolution 2016-208, a resolution approving award of bids to remodel police station and city hall Resolution 2016-209,a resolution amending Resolution 2014-135 by allowing a revision to the landscape plan for Rutherford Station, Case No. 2014-26 Page 7 of 7