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HomeMy Public PortalAbout01/12/07 Special CCM27 MEDINA CITY COUNCIL MEETING 1VIINUTES OF JANUARY 12, 2007 The City Council of Medina, Minnesota met in special session on January 12, 2007 at 12:06 p.m. in the Medina City Hall. Mayor Crosby presided. I. Call to Order Members present: Johnson, Weir, Crosby, Cavanaugh, Smith Members absent: None Also present: City Administrator Chad Adams, Police Sergeant Jason Nelson, City Planner Rose Lorsung, Finance Director Jeanne Day, City Attorney Ron Batty, City Engineer Tom Kellogg and Public Works Foreman Steve Scherer. II. Introduction & Overview of Session Adams provided an overview of the work session and facilitation. VI. Planning Department Report Lorsung provided a presentation on the 2006 accomplishments and 2007 goals of the department. • Smith arrived at 12:15 p.m. • Discussion occurred on scheduling Julie Westerlund to provide a presentation to staff, Planning Commission, Park Commission and Council on the subject of low impact design initiatives. The Council reached consensus to invite Westerlund to provide a presentation to the Commissions, Council, staff and consultants (i.e. engineering and fire marshal). • The Council discussed trails in open space areas of the City and future discussion was deferred to the Comprehensive Plan Committee. • Several ordinance revisions were discussed. Consensus was reached to have staff look into updating and establishing the following ordinances: cemetery ordinance, tree preservation, wind turbine, churches, accessory structures, and regulations pertaining to impervious surfaces. • The Comprehensive Plan timeline/flowchart was discussed and decided not to change as previously presented. Discussion occurred on how to avoid Comprehensive Plan Amendments during the Comprehensive Plan Update. Concern was raised on the amount of staff time that would be needed for review or discussing such amendments. Staff was advised to use proper discretion to limit discussion with developers. • Septic system enforcement relating to non -conformities and failing systems was discussed. Lorsung explained that staff would be sending out cards in 2007 to property owners as an enforcement mechanism. Staff was requested to provide Medina City Council Meeting Minutes January 12, 2007 28 more research on the ISTS ordinance relating to failing systems versus non - conformities as well as how to test old systems and compliance thereof. • Zoning enforcement was discussed pertaining to CUP's, fees, signs and general nuisances. Lorsung stated Assistant to Planning Dusty Finke would be leading the code enforcement efforts for the City. • Johnson arrived at 12:50 p.m. • Staff resources in the planning department was discussed. The Council reached consensus to hire a second Planner for the department. Productivity measures to illustrate the need for additional resources in the department were desired by the Council. Adams explained a Staff Needs Analysis for 2008-2018 would also address future needs of the department. III. Opening Comments Mayor Crosby listed seven items as Medina Guidelines 1. Service — at all levels. 2. Civility — at all levels. 3. Honest communication. 4. Know how to say "no" in a positive way. 5. Be political — politics is the art of compromise. 6. Be prepared. 7. Respect the work of other commissions/bodies 8. Sensible work load, fulfilling career and fun. The Council reached consensus to accept the list as City guidelines. Crosby stated they are going to institute twice per month Saturday office hours for residents to meet with Council Members. There will be a maximum of two Council Members present from 9 to 11 a.m. on the second and fourth Saturdays at City Hall. This will be done on a trial basis. IV. Conducting City Business Adams provided an overview of the general discussion points. • Discussion occurred on the City's organizational structure and consensus was reached to maintain the current public works structure as is with Bonestroo providing technical administrative assistance and the Foreman position leading the field work. • Council packets were discussed and no changes to the style/amount were made. Consensus was reached to not distribute electronic packets at this time. Consensus was also reached to prefer less agenda items for discussion when possible. • The role of liaisons was discussed and recommended for individual council members to not direct policy. • Area representatives to other agencies were desired for the Minnehaha Creek Watershed District Rule Committee, legislators to attend a City Council meeting, Medina City Council Meeting Minutes January 12, 2007 29 and to make establish communications with a representative of Congressman Ramstad's office. • The Council reached consensus to establish a work session/special meeting once a month prior to a Council meeting to discuss general topics as needed. V. Building City Teamwork Adams provided an overview of the general discussion points. • Discussion of more elected official/staff social networking opportunities occurred. Mayor Crosby volunteered to host a summer social for elected officials and staff in July 2007. • Staff was directed to provide more visuals and charts to Council as an overview of city activity. • Adams stated he intended to provide more weekly updates to Council on city matters. A five-minute break was taken. VII. Finance Department Report Day provided a presentation on 2006 accomplishments and 2007 goals. • Discussed ensued on the collection of fees as development reimburseables. Staff was directed to review and change the ordinance as necessary to ensure that all may be captured and assessed. • Cavanaugh departed the meeting at 2:50 p.m. • Discussion was held on • City investment policy. The Council requested staff to provide average yields of investments to the Council. XI. Public Works and Services Department Report Adams, Kellogg and Scherer provided an overview of the discussion points. • The Council discussed a tree management program and consensus was met to begin a program early in the spring to prevent spreading of Dutch elm disease. • The Council requested that a presentation be provided to staff and Council on tree management initiatives. • Consensus was reached by council for staff to research water supply loss for Medina's systems. • Consensus was met to create a water conservation brochure or include information in the City newsletter. • Staff was directed to schedule an Open House for the new water treatment plant in the spring. • Discussion was held on the water/sewer connection being provided to Corcoran and who would pay for the extension. Consensus was reached to have Corcoran pay for extension and impact on Medina's system with consideration being given to over -sizing the pipe for Medina's need and any infrastructure that Corcoran may be able to provide long-term to the system. Medina City Council Meeting Minutes January 12, 2007 30 • The Council discussed the TH55 corridor and the intersection designs, including possible bold/creative changes post-2024 to the 116 and 101 intersections. Discussion was also held on the upcoming January 30th open house presented by SRF. XIV. Uptown Hamel Redevelopment Batty provided an overview of the TIF District and the upcoming timelines for the district. Adams provided an overview of an upcoming report on meetings with area developers. Discussion ensued. • Staff was directed to contact Highway 55 Rental to facilitate a possible frontage road between properties. • Cavanaugh re -arrived at 4:45 p.m. • The Council requested staff to prepare some updates on the TIF cashflow projections. XVIII. Council Meeting Calendars The Council discussed individual conflicts with Council meetings in 2007. • Mayor Crosby listed scheduling conflicts of February 20, March 6, May 15, July 17 and October 16. • Weir listed conflicts of June 19 and April 17. XVII. Other Updates The Council discussed contracting City services with non -compliant city establishments. Consensus was reached to provide a reasonable timeline for businesses to meet compliance through the code enforcement process. Smith moved, seconded by Weir to schedule a special meeting for Tuesday, January 16, 2007 at 6:00 p.m. at City Hall to continue the goal setting session. Motion passed unanimously. XX. Adjournment Smith moved, seconded by Johnson to adjourn at 5:37 p.m. Motion passed unanimously. T.M. Crosby, Jr., _ or Attest: Chad M. Adams, City Administrator -Clerk Medina City Council Meeting Minutes January 12, 2007