HomeMy Public PortalAbout02/01/2011 CCM23
MEDINA CITY COUNCIL MEETING MINUTES OF FEBRUARY 1, 2011
The City Council of Medina, Minnesota met in regular session on February 1, 2011 at
7:00 p.m. in the City Hall Chambers. Mayor Crosby presided.
I. ROLL CALL
Members present: Crosby, Pederson, Martinson, and Weir.
Members absent: Siitari
Also present: City Attorney Ron Batty, City Engineer Tom Kellogg, Police Chief Ed
Belland, City Planner Dusty Finke, Public Works Superintendent Steve Scherer, City
Administrator Chad Adams and Recording Secretary Amanda Staple.
II. PLEDGE OF ALLEGIANCE
III. ADDITIONS TO THE AGENDA
It was requested to add two items to the New Business section, Discussion on the
Funding of Watershed Districts and Discussion on the Lake Minnetonka Communication
Commission (LMCC) Fiber Optic Network initiative.
Moved by Weir, seconded by Pederson, to approve the agenda as amended. Motion
passed unanimously.
IV. APPROVAL OF MINUTES
A. Approval of the January 18, 2011 Special City Council Meeting Minutes
It was noted on page two, the second and fifth line, it should state: "Council member
Mike Siitari participated...." On page three, the third paragraph, it should
state, "...to utilize the City newsletter letter to promote non -partisan candidate events
open to the public forums prior to the general elections In the City newsletter, but not..."
Moved by Weir, seconded by Pederson, to approve the January 18, 2011 Special City
Council meeting minutes as amended. Motion passed unanimously.
B. Approval of the January 18, 2011 Regular City Council Meeting Minutes
It was noted on page five, line 13, it should state: "...potential impact upon...."
Moved by Weir, seconded by Pederson, to approve the January 18, 2011 Regular City
Council meeting minutes as amended. Motion passed unanimously.
V. CONSENT AGENDA
ResteTafiien re..ra.v. 11Aibe 7erglin 7Q74 1 ..4e here Avenue
B. Resolution Adopting a Comprehensive Plan Amendment Regarding the
Future Land Use of Certain Properties Generally Located Northeast of the
Intersection of Highway 55 and Arrowhead Drive
Weir asked to remove item A from the consent agenda.
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February 1, 2011
24
Moved by Weir, seconded by Pederson, to approve the consent agenda. Motion
passed unanimously.
A. Accept Resident Cost -Share Grant Program Agreement for Shoreline
Restoration Program — Mike Zeglin, 2873 Lakeshore Avenue
Weir asked for further clarification in regard to Term #3 and suggested to add the word
"inspection" as a right of the City.
Moved by Weir, seconded by Martinson, to accept resident cost -share grant program
agreement for Shoreline Restoration Program — Mike Zeglin, 2873 Lakeshore Avenue
as amended. Motion passed unanimously.
VI. COMMENTS
A. Comments from Citizens on Items not on the Agenda
There were none.
B. Park Commission
Park Commissioner Ben Benson provided an update of the January meeting and
reported the new elections that were made, including Chair, Vice Chair and Secretary.
He advised of the discussion that took place regarding park dedication in regard to a
specific parcel as well as the Friends of the Park Program. He noted that the goal
setting session also took place during that meeting. He advised that the Commission
also discussed the grant received for the ball field lighting and noted that the project
would be staged as full funding was not received.
C. Planning Commission
Planning Commissioner Charlie Nolan provided an update on the January meeting of
the Planning Commission. He advised that the Commission discussed the possible
expansion of the Holy Name cemetery and noted the items of concern. He noted that
two other items were discussed during the meeting and provided an update on those
items, including a public hearing regarding the Holask-Nolan lot split and rezoning. He
advised that elections also took place and he was re-elected as Chair and Robin Reid
was re-elected as Vice Chair.
VII. OLD BUSINESS
A. Holasek-Nolan Lot Split and Rezoning
Crosby advised that the Council and Planning Commission had both reviewed this item
prior to tonight and explained that this item is a technical requirement for the Enclave
development.
Finke stated that the Enclave review could be back before the Council at the following
meeting or the first meeting in March. He advised that the Planning Commission
recommends approval of the request subject to the conditions listed in the staff report.
He provided brief background information regarding the request and summarized the
dedications that staff recommends at this time. He noted that staff recommends
approval of the rezoning and the lot split.
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February 1, 2011
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1. Ordinance Amending the Official Zoning Map to Rezone Certain
Properties to the Two Family Residential (R2) Zoning District
Moved by Weir, seconded by Pederson, to approve the ordinance amending the official
zoning map to rezone certain property to the two family residential (R2) zoning district.
Motion passed unanimously.
2. Resolution Authorizing Publication of Ordinance by Title and
Summary
Moved by Weir, seconded by Pederson, to approve the resolution authorizing
publication of the ordinance by title and summary. Motion passed unanimously.
3. Resolution Approving a Division of Property Referred to as the
Holasek-Nolan Lot Split
Moved by Weir, seconded by Martinson, to approve the resolution approving a division
of property referred to as the Holasek-Nolan lot split. Motion passed unanimously.
B. Hamel Athletic Club Grounds Services Agreement
Adams stated that staff attempted to draft language which acts more as a compromise
between the City and the Hamel Athletic Club (HAC). He explained that HAC is going to
be donating significant money towards the ball field lighting and HAC wanted to ensure
that they would be allowed first right of offer for the fields.
Crosby reviewed the proposed language. He expressed his concern with making the
language more specific.
Weir questioned if this broad language would provide enough security to HAC as the
organization would be donating a large amount of money for a private organization to
this project.
Crosby stated that HAC donated approximately $100,000 towards the field house
project and the public covered the remaining $400,000. He noted that although HAC
would be donating 25% towards the lighting, and the public with City contributions and
grants would be paying the remaining 75% for the $260,000 project.
Dino Deslauriers, 342 Hamel Road, representing HAC, provided background information
on HAC and the donations and assistance that HAC provides for the community. He
stated that HAC wanted to be a partner with the City on the lighting project and wants to
be a partner with the City going forward but explained that HAC wants to ensure that the
partnership will continue before further donations are collected. He explained that if four
fields were provided to HAC rather than seven that would hamper the program. He
stated that he has read the language for the contract but is not satisfied as HAC needs
all seven fields. He noted that while HAC is happy with the two year contract, before
additional donations are collected HAC would like something more solid as to the same
hours and number of fields and hours after those two years.
Moved by Martinson, seconded by Weir, to approve the Hamel Athletic Club Grounds
Services Agreement, subject to the inclusion of the same hours and fields in the first
right of offer, and that staff and the Hamel Athletic Club will draft language regarding
maintenance funding responsibility as previously committed. Motion passed
unanimously.
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C. Hamel Ball Field Lights Program
Adams stated that subject to the previous agreement being signed and the Minnesota
Twins Fund approving the project to move forward in phases, the next step would be to
move forward on the Hamel BaII field lights program.
Moved by Weir, seconded by Martinson, to approve the proposal of work from
Bonestroo to implement a Phase I and Phase 11 approach for the ball field lights, subject
to the agreement being signed and the Minnesota Twins Fund approval. Motion
passed unanimously.
VIII. NEW BUSINESS
B. Hunter Drive South Road Improvement
Adams explained the reason for this discussion and provided the four options for
repairing the roadway at this time, along with the proposed costs. He stated that based
on an analysis of the road a reconstruction would be needed, but advised that under one
option the reconstruction could be pushed off for the next five years with reconstruction
occurring after that time period. He noted that a public hearing and public input session
would occur further down the road if any assessments were to be used for the project
reconstruction or mill and overlay options. He added that the intent of the conversation
tonight was to receive direction from the Council on how to determine the best option
and if more public education on costs to taxpayers should be promoted first before
proceeding with a decision.
Crosby stated that three years ago considerable discussion took place regarding the
use of adjacent landowners to take part in payment for roadwork. He advised that it had
been decided at that time that an assessment program would be crafted for all of those
on City roads. He noted that in the last two years five or six roads had been repaired
and assessed, with assessment ranging from 20 percent of the project cost to 50
percent of the project cost. He explained that the assessment is based on the type of
roadway, whether the road is used mainly for neighborhood traffic, which would be
assessed at 50 percent, or whether the road is considered to be a collector roadway,
which would be assessed at 20 percent. He explained the formula used for
assessment.
Scherer reviewed the options for improving the roadway. He stated that one option was
to rehab the roadway but it was determined that project would be costly and may not be
the best choice because the sub -soils do not appear to be good. He stated that in order
to guarantee the roadway for the next 30 to 40 years it would be best to reconstruct the
roadway. He stated that another option, not recommended by the Engineering
department, would be to complete a mill and overlay that may provide an additional ten
years on the current roadway. He advised that another option would be to complete
some maintenance on the roadway, which may add five years to the current roadway,
and then a reconstruct of the roadway would need to occur.
Crosby advised that the City has adopted a policy which keeps truck traffic off of certain
north south routes and noted that State Aid Funding has also been received for some
roadways.
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Naomi Nelson, 1550 Hunter Drive, questioned if there is a fee based system for when
another township uses the roads of Medina for a detour.
Crosby stated that there is no such program. He advised that there are a number of
unfair elements to the road policy.
Weir explained the benefits that are also gained.
Scherer confirmed that the option which could provide up to ten years would have a cost
of approximately $100,000 and would have an assessment of about $650 for direct
access.
Weir stated that she would be in favor of the ten year option.
Kellogg stated that he wanted to ensure that everyone understands that the roadway
may not get a full ten years out of those repairs. He estimated a six to twelve year fix
before a reconstruction would need to take place.
Weir stated that she would also like to see that the City work with the city of Orono when
the reconstruction takes place.
Adams commented that although the Mill and Overlay option, which would cost
approximately $100,000 at this time, may be the most costly option over a 30 year time
period because a reconstruction and a second road assessment would still need to
occur. He suggested providing additional information to the public regarding these
options and costs and to receive their feedback before direction is made by the Council.
Crosby stated that based on what he has heard he would be in support of the option at
an estimated cost of $100,000.
Pederson stated that he would also be in favor of that option.
Martinson stated that she would also be in favor of that option.
Ron Carlson, 1382 Hunter Drive, stated that he agreed with the Council on the
recommendation for the roadway. He questioned why the road assessments are not
spread throughout the tax base rather than simply assessed to the direct properties.
Crosby stated that issue was debated in full four years ago and explained the problems
that arose from that theory that everyone should pay for roadway improvements. He
noted that most communities in the Metro area use a similar type of assessment. He
noted that there had not been major objections to any of the six roadway improvement
projects which have taken place so far under this policy.
Batty commented that the City can only assess equal to the amount of which a property
will increase in value due to the project.
Tiffany Ferrara, 1560 Hunter Drive, stated that while she believed assessments were
fair for those neighborhoods which are closed off, she did not believe that Hunter Drive
should be assessed as it is a highly used roadway. She believed that roads are a
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February 1, 2011
28
fundamental part of a City and believed that should be a priority, and should be paid
through taxes. She believed that roads were a City problem and not a neighborhood
problem.
Marty Schneider, 1235 Hunter Drive, stated that he agreed with the option
recommended by the Council for the possible ten year fix at this time with further
improvement coming in the future. He confirmed that an assessment hearing would
take place in the future for any assessment.
Adams noted that the next step would be to direct the Engineer to prepare a feasibility
report.
Crosby briefly recessed the meeting at 8:30 p.m.
Crosby reconvened the meeting at 8:36 p.m.
D. Parking Improvement Agreement for 52 Hamel Road with Vine Properties
LLC
Finke stated that JT Miller Company purchased the property at 52 Hamel Road and
explained the request. He explained how the parking would be affected and noted that
ultimately within the existing improvements on the property the site would not meet the
onsite parking requirements. He noted that the Uptown Hamel zoning also allows for
shared parking and noted that not all the parking on this site would take place up front of
the building. He noted that staff drafted this agreement to let the landowner operate in
the existing conditions in the short-term and advised that when the site expands the
parking would expand as well. He noted that JT Miller Company has already signed the
agreement and has no conflict.
Weir questioned the effect that re -crafting the parking ordinance would have on this site.
Finke stated that he did know that this parking arrangement would change with the
ordinance changes but stated that the analysis would need to be conducted to ensure
that. Finke added this agreement would be recorded against the property.
Daniel Miller, Vine Properties and JT Miller Companies, stated that his company has
been in existence since 1926 and was excited to be moving into the Hamel area.
Moved by Weir, seconded by Pederson, to approve Parking Improvement Agreement
for 52 Hamel Road with Vine Properties LLC. Motion passed unanimously.
C. Friends of the Park Program — Citizen Generated Approved Project List
Commissioner Benson provided a list of citizen generated approved projects for the
Friends of the Park Program.
Moved by Weir, seconded by Martinson, to approve the Friends of the Park Program
Citizen Generated Approved Project List. Motion passed unanimously.
A. Housing Policy Discussion
Finke provided background information and noted that the City adopted goals of the
Metropolitan Council in regard to affordable and life cycle housing for the next ten years.
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February 1, 2011
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He noted that the Council addressed this item as a priority at the goal setting session.
He advised that this would be a starting discussion point and would be an opportunity for
the Council to determine which options the Council would like to concentrate on. He
reviewed the potential financial incentives that could be offered to developers in
exchange for affordable or life cycle housing.
Dave Nash, EVS Engineering, 4610 Blue Bell Trail North, stated that he is the property
engineer for the development on the Cavanaugh and Jubert properties. He stated that
while his company was working on the developments for the properties it became clear
that the charge per unit for the townhomes was too high to make the units affordable
housing. He suggested using an area charge for affordable housing rather than based
on the density to provide for affordable housing. He estimated approximately 132
townhomes for this project.
Crosby stated that he believed that a solution needed to be worked out.
Weir agreed that the fees that are currently charged for higher density would almost dis-
incentivize affordable housing.
Finke agreed that while some of the City fees may be higher than neighboring
communities there are also other fees and costs which raise the development cost. He
thanked Dave Nash for providing his input.
Adams commented that there are many tools that can be used and questioned how the
endpoint is quantified. He noted that all the tools could be used but questioned the
scale that could be used needs to be determined.
Finke confirmed that staff would like discussion regarding formalizing something in
terms of incentivizing affordable housing.
Crosby stated that in terms of potential financial incentives he did not see the use of TIF
financing, but stated that he was in favor of the other incentives.
Adams stated that either the Council or staff would need to quantify the amount of
incentive.
Crosby stated that it would be unlikely that Medina could compare to Plymouth but
believed that the City should be comparable to Minnetrista, Orono and other similar
communities.
Batty commented that the issue of risk with TIF financing would not necessarily fall to
the City and could instead be placed on the developer. He explained the residential TIF
process.
Crosby confirmed that the Council would like to remove the TIF financing option, and
directed staff to work with the developers to incentivize affordable housing and work out
the specific terms.
Martinson suggested that staff determine which rates are least competitive with similar
communities and the Council could then prioritize those incentives.
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February 1, 2011
30
Crosby stated that staff should determine where there is room to give.
Weir stated that for environmental reasons she is not in favor of reducing wetland
setbacks or altering tree preservation requirements.
Finke confirmed the direction of the Council in regard to financial incentives and
reviewed potential regulatory incentives. He confirmed that the Council was in favor of
some of the regulatory incentives proposed. He advised of other potential activities
such as grant leadership and EDA; while the Council was in favor of low -risk grant
leadership, the Council was not in favor of the use of an EDA at this time.
VII. OLD BUSINESS (continued)
D. 2011 Work Plan
Moved by Weir, seconded by Pederson, to adopt the 2011 work plan. Motion passed
unanimously.
VIII. NEW BUSINESS (continued)
E. Discussion on the Funding of Watershed Districts
Crosby explained that Watershed Districts are responsible for making improvements to
the water and there is a cost associated with those duties. He explained that the
funding can be provided through a special taxing district or through a joint powers
agreement between the cities within that Watershed District. He stated that he and
Weir are in the process of writing letters to Mayors in other cities highlighting the
importance of the issue and raising the awareness of those communities.
Weir stated that she was made aware of a third option as well, which would be for a
special taxing district under a JPA.
F. Discussion on the LMCC Fiber Optic Network Initiative
Crosby stated that the desire of the LMCC is to send out a questionnaire in regard to
wiring the surrounding communities for a fiber optic network. He stated that a private
operator would come in and run the system and would hopefully have the funds to pay
back the bonds used, but noted that ultimately he believed the cities would run the risk
of having to pay back the bonds should the private operator not be able to pay.
Batty stated that it was his understanding, when the representative from the LMCC
came to the Council one year ago, that she stated the cities would not be responsible
and believed the LMCC would be responsible.
Crosby requested that staff stay on top of this issue and obtain a copy of the
questionnaire when it is released.
IX. CITY ADMINISTRATOR REPORT
A. 2010 Annual Report
Adams stated that information is being gathered from the individual departments to
develop the report. He questioned whether the entire report should be sent out to the
Medina City Council Meeting Minutes
February 1, 2011
31
entire community and noted that another option would be to post the report on the City
website. He advised that a summary insert could also be sent with the City Newsletter.
Crosby confirmed that the Council would be in favor of a two page summary report that
could be included as an insert with the City Newsletter.
B. Investment Report
Adams reported that Crosby had requested additional information regarding the more
fluid investments and provided an updated copy of an investment report section to the
Council.
Xl. MAYOR & CITY COUNCIL REPORTS
Crosby stated that he would not be in attendance at the next Council meeting.
Martinson stated that she attended the Northwest Hennepin League of Municipalities
meeting the previous week and Hennepin County received the Minnesota Association of
Professional County Economic Developers Outstanding Economic Development Award
for the OSI project in the City.
XII. APPROVAL TO PAY THE BILLS
Moved by Weir, seconded by Pederson, approve to the bills, EFT 000997-001012 for
$1,116,669.03 and order check numbers 036484-036541 for $178,637.78, and payroll
EFT 503267-503293 for $44,220.37 and payroll check numbers 020335-020339 for
$3, 000.00. Motion passed unanimously.
XIII. ADJOURN
Moved by Weir, seconded by Martinson, to adjourn the meeting at 9:46 p.m. Motion
passed unanimously.
7 '241.
T.M. Crosby, Jr., Mayor
Attest:
htz gi 46-,-
Chad M. Adams, City Administrator -Clerk
Medina City Council Meeting Minutes
February 1, 2011
32
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Medina City Council Meeting Minutes
February 1, 2011
33
ORDER CHECKS January 14, 2011 - January 27, 2011
036484 BARTON SAND & GRAVEL $856.94
036485 Office of Child Support Enforc $240.00
036486 UNIVERSITY OF MINNESOTA $170.00
036487 CZESCHIN, NIKKI $150.00
036488 LAMBERTZ, BONNIE $150.00
036489 QWEST $953.72
036490 RYAN COMPANIES $45,397.52
036491 TARGET CORPORATION $73,226.79
036492 TOEWS, CRYSTAL $150.00
036493 ACCLAIM BENEFITS LLC $115.50
036494 CIPHER LABORATORIES INC. $7,081.61
036495 HENN COUNTY SHERIFF $75.00
036496 HENN COUNTY TAXPAYER $1,365.67
036497 HOSTINGMINNESOTA.COM $35.96
036498 CITY OF MAPLE PLAIN $1,453.34
036499 MARCO INC $319.77
036500 METRO WEST INSPECTION $5,374.74
036501 ORONO, CITY OF $310.59
036502 STREHLER FARMS -DOG IMP. $645.00
036503 UNIVERSITY OF MINNESOTA $85.00
036504 ABDO, EICK & MEYERS LLP $5,000.00
036505 ACTION FLEET inc $226.38
036506 ASSN OF MN EMERGENCY $35.00
036507 BATTERIES PLUS $205.15
036508 BLACK HILLS AMMUNITION INC $517.50
036509 BOYER FORD TRUCKS INC $554.77
036510 ROBERT H. BRADLEY $4,865.00
036511 BUDGET PRINTING $12.95
036512 CARLSON BUILDING SERVICES $494.92
036513 CRYSTEEL TRUCK EQUIPMENT $67.22
036514 HACH COMPANY $69.23
036515 VOID $0.00
036516 HENN COUNTY CHIEFS OF $100.00
036517 HENRYS WATERWORKS INC $189.90
036518 HONEST AUTO LLC $807.26
036519 HOTSY EQUIPMENT OF MN INC $179.53
036520 INTL ASSOC OF CHIEFS OF $120.00
036521 KOTHRADE SEWER, WATER & $431.25
036522 VOID $0.00
036523 MARCO (LEASE) $510.50
036524 MEDINA ENTERTAINMENT CTR $203.49
036525 MIDWEST ASPHALT $187.04
036526 MORTON SALT $6,831.47
036527 MOTHERS MOTORS/LORETTO $80.16
036528 NELSON ELECTRIC MOTOR $300.00
036529 OFFICE DEPOT $234.96
036530 PEGS COUNTRYSIDE CATERING $72.68
036531 PROF LAW ENFORCEMENT $30.00
036532 SHI INTERNATIONAL CORP $588.00
036533 SPRINT $815.87
036534 ST PAUL STAMP WORKS INC $17.15
036535 STREICHER'S $248.75
036536 TIMESAVER OFFSITE $157.50
036537 UNIVERSITY OF MINNESOTA $550.00
036538 CITY OF WAYZATA $20.00
036539 HAMEL VOLUNTEER FIRE DEPT $15,000.00
036540 LEAGUE OF MINNESOTA CITIES $220.00
036541 LEAGUE OF MN CITIES INS TRUST $537.00
Total Order Checks $178,637.78
Medina City Council Meeting Minutes
February 1, 2011
34
E-CHECKS January 14, 2011 — January 27, 2011
000997E PR PERA $11,543.30
000998E PR FED/FICA $11,652.85
000999E PR MN Deferred Comp $1,175.00
001000E PR STATE OF MINNESOTA $2,729.65
001001E CITY OF MEDINA $20.00
001002E FARMERS STATE BANK OF $20.00
001003E ACCLAIM BENEFITS LLC $2,324.25
001004E HEALTHPARTNERS $30,724.60
001005E AFLAC $149.46
001006E MINNESOTA, STATE OF $704.00
001007E ACCLAIM BENEFITS LLC $395.54
001008E VALVOLINE FLEET SERVICES $59.23
001009E HARTFORD LIFE $644.75
001010E BOND TRUST SERVICES CORP $1,052,233.75
001011E FARMERS STATE BANK OF $35.00
001012E DELTA DENTAL $2,257.65
Total Order Checks $1,116,669.03
PAYROLL DIRECT DEPOSIT January 14, 2011 — January 27, 2011
503267 ADAMS, CHAD M $2,909.14
503268 BARNHART, ERIN A $1,452.77
503269 BELLAND, EDGAR J. $2,418.09
503270 BOECKER, KEVIN D $1,902.68
503271 CONVERSE, KEITH A. $1,895.96
503272 COONEY, DALE T. $249.40
503273 DAY, JEANNE M. $2,144.01
503274 DINGMANN, IVAN W. $1,809.22
503275 DOMINO, CHARMANE $1,884.18
503276 FINKE, DUSTIN D $1,906.27
503277 GALLUP, JODI M. $1,434.01
503278 GLEASON, JOHN M $1,886.15
503279 GREGORY, THOMAS $1,675.80
503280 HALL, DAVID M $1,850.82
503281 JESSEN, JEREMIAH S. $1,454.83
503282 KLAERS GROTHE, ANNE M. $583.16
503283 KORDIAK, JEFFREY $500.25
503284 LANE, LINDA $1,306.73
503285 LEUER, GREGORY J $1,724.90
503286 MCGILL, CHRISTOPHER R. $1,917.10
503287 NELSON, JASON $2,211.01
503288 PETERSON-DUFRESNE, DEBRA $1,373.84
503289 PORTINEN, TERI $1,343.52
503290 REINKING, DEREK M $1,466.57
503291 SCHERER, STEVEN T $1,987.16
503292 VIEAU, CECILIA M $1,119.08
503293 VINCK, JOHN J. $1,813.72
Total Payroll Direct $44,220.37
PAYROLL CHECKS January 14, 2011 —January 27, 2011
020335 HALL, DAVID M $1,000.00
020336 BELLAND, EDGAR J. $1,000.00
020337 VOID $0.00
020338 VOID $0.00
020339 FINKE, DUSTIN D $1 000.00
Total Payroll Checks $3000.00
Medina City Council Meeting Minutes
February 1, 2011