HomeMy Public PortalAbout03/04/2014 City Council MinutesMEDINA CITY COUNCIL MEETING MINUTES OF MARCH 4. 2014
The City Council of Medina, Minnesota met in regular session on March 4, 2014 at 7:00
p.m. in the City Hall Chambers. Mayor Weir presided.
I. ROLL CALL
Members present: Anderson, Pederson, Martin, Martinson, and Weir.
Members absent: None.
Also present: City Administrator Scott Johnson, City Attorney Ron Batty, City Engineer
Tom Kellogg, City Planner Dusty Finke, Public Works Director Steve Scherer, Police
Sergeant Jason Nelson, and Recording Secretary Amanda Staple.
II. PLEDGE OF ALLEGIANCE (7:00 p.m.)
III. ADDITIONS TO THE AGENDA (7:00 p.m.)
Johnson requested to pull Item 4A, Approval of the February 18, 2014 Special Meeting
Minutes, as staff made additional amendments that would require review. He also
requested to add Item 7E, to Accept the Resignation of Paul Jaeb and to Appoint Lori
Meehan to the Park Commission, under New Business.
Moved by Martin, seconded by Martinson, to approve the March 4, 2014 agenda as
amended. Motion passed unanimously.
IV. APPROVAL OF MINUTES (7:03 p.m.)
A. Approval of the February 18. 2014 Special City Council Meeting Minutes
Johnson stated that when he drafted the minutes the original version was a bit too
general and the minutes required additional detail. He noted that staff added more
specific information and presented a copy of the amended minutes.
Moved by Anderson, seconded by Martinson, to approve the February 18, 2014 special
City Council meeting minutes as amended. Motion passed unanimously.
B. Approval of the February 18, 2014 Regular City Council Meeting Minutes
It was noted on page two, line 43, it should state, "...run onto hard surface untreated into
lakes and streams ..." On page three, line 21, it should state, "John
Anderson..."
Moved by Martinson, seconded by Pederson, to approve the February 18, 2014 regular
City Council meeting minutes as amended. Motion passed unanimously.
C. Approval of the February 26.2014 Special City Council Meeting Minutes
Moved by Anderson, seconded by Martinson, to approve the February 26, 2014 special
City Council meeting minutes as presented. Motion passed unanimously.
V. CONSENT AGENDA (7:06 p.m.)
A. Approve 2014 Work Plan Goals
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B. Approve 2014 Road Material Bids
C. Approve Loretto Creek Water Quality Improvement Project Change Order
No. 1
D. Ordinance No. 560 Establishing Fees for City Clean Up Day
E. Resolution No. 2014-12 Authorizing Publication of Clean Up Day Fee
Ordinance by Title and Summary
F. Approve Purchase of Laserfiche for Electronic File Storage
Moved by Pederson, seconded by Martin, to approve the consent agenda. Motion
passed unanimously.
VI. COMMENTS (7:07 p.m.)
A. Comments from Citizens on Items not on the Agenda
There were none.
B. Park Commission
Park Commissioner Thies stated that the Park Commission welcomed Nate Pearson as
a new member at the last meeting and will welcome another new member at the next
meeting, following the appointment tonight. She also thanked Paul Jaeb for his many
years of service to the City. She noted that the Park Commission also recommended
that the Park and Trail Master Plan be forwarded to the City Council for review and
believed that should come before the Council at one of the next meetings. She believed
that it would be beneficial to review the parks plans for Plymouth and Corcoran in order
to better determine a plan for parks in the northwest corner of the City and in order to
coordinate with those adjacent cities.
C. Planning Commission
Finke reported that the Planning Commission will meet the following week to hold two
public hearings. He advised that the first hearing will be to consider an amendment to
the Comprehensive Plan to change the future land use of approximately 90 acres of
property from rural residential to low density residential. He advised that the second
hearing will be to consider a request for a conditional use permit to convert an existing
accessory structure into an accessory dwelling.
VII. NEW BUSINESS
A. Chippewa Road West Improvement Proiect (7:12 p.m.)
Scherer reported on the condition of Chippewa Road West and the work that had been
completed in order to extend the life of the roadway. He advised that the previous
summer the City had completed the culvert replacement and the roadway is now ready
for the road improvements. He explained that the process that would be used for one
portion of the roadway, explaining that a lesser amount of work would be needed for the
other portion of the roadway as that portion is in better condition. He advised that once
the project is complete the roadway will be uniform on both the Medina and Loretto
sides, noting that Loretto would be provided a portion of the funding for the
improvements. He reviewed the total project cost, identifying the portion that will be
contributed from each city, and confirming that Medina will assess a portion of their
share to the benefiting residents.
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1. Resolution No. 2014-13 Receiving Feasibility Report and Calling for a
Public Hearing on Chippewa Road West Improvement Project and
Levying Special Assessments for Same
Moved by Pederson, seconded by Martinson, to adopt Resolution No. 2014-13 receiving
the Feasibility Report and calling for a public hearing on the Chippewa Road West
Improvement Project and levying special assessments for the same. Motion passed
unanimously.
B. Tuckborough and Hunter Farms Addition Improvement Project (7:19 p.m.)
Scherer presented the Tuckborough and Hunter Farms Addition improvement project.
He noted that the Council has reviewed this project in detail at previous dates. He
reported that the culvert replacement was completed the previous fall and the roadway is
now ready for improvement. He noted that there is some seeding included in the
project. He advised that there are a few portions of the roadway that are weaker and will
be identified for extra blacktop during the project. He noted that there is also additional
funding included in the project cost to establish some curbs and catch basins. He
advised that staff held a public informational meeting and received positive input from
those who attended. He confirmed that a portion of the project would be assessed per
the City policy.
Weir questioned the lifespan of the roadways being improved.
Scherer believed that after improvements that Chippewa would last about 15 years and
Tuckborough would last about ten years, noting that would be with occasional
maintenance.
1. Resolution No. 2014-14 Receiving Feasibility Report and Calling for
Public Hearing on Tuckborough and Hunter Farms Addition
Improvement Project and Levying Special Assessments for Same
Moved by Anderson, seconded by Peterson, to adopt Resolution No. 2014-14 receiving
the Feasibility Report and calling for a public hearing on Tuckborough and Hunter Farms
Addition Improvement Project and levying special assessments for the same. Motion
passed unanimously.
Martin asked for additional information on how the assessment policy was established.
Weir explained that the Council and staff worked to develop the assessment policy. She
noted that after receiving resident input the compromise would be to bond for a portion
of the roadway improvement costs and to assess for a portion of the project cost.
Scherer confirmed that with the input of residents, Council and staff, the policy was
developed.
Finke explained that there is a link between the amount of benefit received by a property
owner and the amount that can be assessed.
Batty stated that the policy is not statutorily dictated but explained that the statute does
dictate that you cannot assess for more than the assessed property receives in benefit
and that if the City is going to bond for a project they would have to assess at least 20
percent of the project cost in order to qualify for tax exempt financing.
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C. Municipal State Aid (MSA) Route Revisions (7:29 p.m.)
Finke provided background information noting that the City is a part of the Municipal
State Aid (MSA) programs for roads. He explained that the City is able to identify up to
20 percent of the roadways as MSA routes, which are then able to receive MSA
financing. He explained the process that had previously been used to determine the
amount of financing a roadway would qualify for and advised that the process has since
changed. He explained that with the change in the MSA rules and the amount of recent
development that has occurred, staff believed that it would be a good time to review the
routes. He referenced a map that was included in the packet that identifies roadways
that staff would suggest removing from the MSA routes and additional roadways that
staff would like to designate as MSA roadways. He advised that staff did speak with
staff from Plymouth in order to coordinate routes. He referenced identified MSA
roadway projects and noted that those projects would take up approximately ten years of
MSA funding.
Kellogg confirmed that the City is able to amend their MSA routes on an annual basis.
He explained that additions could continue to be added as development increases.
Finke noted that MSA routes cannot be placed on restriction with the exception of spring
restrictions.
Weir questioned if roadways have to be built to a certain standard in order to be qualified
as an MSA route.
Kellogg stated that although there are minimum requirements but noted that if a mill and
overlay were simply being done the roadway would not need to change in size but if a
complete reconstruction were necessary the road would need to meet the minimum
design standards. He confirmed that MSA funds could be used to purchase right-of-way
if the right-of-way was necessary to meet the minimum design standards, such as
straightening out an unnecessary curve.
The Council consensus was to direct staff to revise the Municipal State Aid (MSA) Route
as presented.
D. Metropolitan Council Master SAC (Sewer Availability Charge) Deferral
Agreement (7:41 p.m.)
Johnson reported that Weir found information on this program through the Metropolitan
Council, which would allow new or expanding businesses to defer their sewer availability
charges (SAC) for up to ten years. He stated that this is a great opportunity for
businesses but acknowledged that if the business were to fail the City would be liable for
the unpaid portion of the SAC fees. He stated that the City currently has a policy that
would allow for deferment of up to three years.
Weir stated that new commercial growth does not generally require additional policing or
increased attendance in the school district. She stated that this program would provide
an opportunity for commercial growth but understood that there would be some liability.
Johnson noted that the policy would allow for flexible payment timelines.
Weir noted that the three-year deferral was beneficial in getting OSI to come to Medina.
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Martin stated that as she understood the program this would only be available to those
that require 25 SAC units or less.
Finke provided the amount of square footage that would equal 25 SAC units.
Martin referenced the situation in which a business were to defer 25 SAC units and the
business were to fail and go into foreclosure and the property was sold to a new
business owner. She questioned if the City would be able to then assess the deferred
SAC costs against the property to the new owner.
Batty explained that the City could enter into an agreement with each applicant that
would be recorded against the property so that if the business fails the City has the right
to assess the property.
Weir questioned the length of time and amount of deferral that the Council would be
comfortable with.
Batty believed that the discussion and policy could be set at a future time when an
applicant has come forward. He explained that after the policy is set it would need to be
applied to all applicants going forward.
Weir stated that the business forum is upcoming and she would like to provide general
information on this program. She confirmed that the Council was comfortable following
the process identified by Batty to wait to specify the policy until an applicant comes
forward.
Martin stated that perhaps this would be a good time to review the City policy for deferral
of SAC fees as well.
Johnson stated that staff will gather the information requested by the Council and
discuss the matter at a worksession. He noted that they could then wait for the first
applicant to come forward before further specifying the actual policy.
Martin stated that she supports this program and would be willing to be more aggressive
in trying to attract this type of development within the City.
E. Resignation of Paul Jaeb and Appointment of Lori Meehan to the Park
Commission (7:59 p.m.)
Johnson noted that he has received a resignation from Park Commissioner Paul Jaeb.
He stated that luckily the City had just gone through the interview process to fill a vacant
position on the Park Commission. He stated that the recommendation is to appoint Lori
Meehan to the position that will be left vacant by Paul Jaeb.
Weir recognized Paul Jaeb for his efforts and contribution to the City.
Moved by Martinson, seconded by Pederson, to adopt Resolution No. 2014-15
accepting the resignation of Paul Jaeb from the Park Commission. Motion passed
unanimously.
Moved by Martin, seconded by Martinson, to appoint Lori Meehan to the vacant spot on
the Park Commission. Motion passed unanimously.
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VIII. CITY ADMINISTRATOR REPORT (8:01 p.m.)
A. Litigation Update
Johnson noted that a litigation update was included in the Council packet and provided a
brief update.
B. Draft Letters
Johnson noted that he has two draft letters that he is asking for direction from the
Council. He noted that the first letter would address the concerns discussed by the
Council at the last work session regarding the sale of e-cigarettes. He noted that the
second letter would be addressing electronic publishing of notices. He advised that both
letters would be sent to the governor and local representatives. He confirmed that the
Council consensus is to direct staff to mail the letters as presented.
Martin provided comments regarding published notice and did not believe that people
receive their notice in that format anymore. She questioned if additional language could
be used to address the outdated form of posting. Johnson agreed to work with Weir to
incorporate the changes suggested by Martin.
IX. MAYOR & CITY COUNCIL REPORTS (8:08 p.m.)
Pederson thanked Scherer for the recent neighborhood meetings regarding the roadway
improvements and also thanked Finke for work he completed on the project.
Weir also thanked Pederson for representing the Council at those meetings.
Martin noted that she will be attending the Planning Commission the following week and
advised that the Commission continues to do great work.
Martinson thanked Scherer and his staff for their efforts on the roadways in this tough
winter.
Weir reminded residents that Clean -Up Day will occur at the 600 Clydesdale Trail
building on April 26th from 8:00 a.m. to noon. She confirmed that a staff member will be
stationed at City Hall in the case that some residents are not aware of the new location
for the event. She reported that City Hall will be integrating a new telephone message
system that will allow staff to work more efficiently.
Johnson noted that the new system was implemented the previous Thursday.
Weir referenced the new Metropolitan Council population forecasts.
Finke noted that the figures are in draft form at this time.
X. APPROVAL TO PAY THE BILLS (8:14 p.m.)
Moved by Pederson, seconded by Martinson, to approve the bills, EFT 002487E-
002511 E for $80, 696.90, and order check numbers 040943-041004 for $144, 742.79,
payroll EFT 505506-505530 for $46, 203.47 and payroll check number 020420 for
$597.82.Motion passed unanimously.
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XI. ADJOURN
Moved by Martinson, seconded by Anderson, to adjourn the meeting at 8:15 p.m.
Motion passed unanimously.
Attest:
Scott Johnson
,
J
Ci Administrator
Elizabeth Weir, Mayor
Medina City Council Meeting Minutes 7
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This Page Intentionally Left Blank
Medina City Council Meeting Minutes 8
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ORDER CHECKS February 19.2014 - March 4.2014
040943 BARTON SAND & GRAVEL 2,675.52
040944 BURNET TITLE 8.86
040945 CLARK, JENNIFER 250.00
040946 HENN COUNTY TAXPAYER SVCS DEPT 98.00
040947 KONICA MINOLTA 168.48
040948 LIBERTY TITLE 47.49
040949 MARCO (LEASE) 477.66
040950 MARCO INC 408.34
040951 MPCA 45.00
040952 NAPA OF CORCORAN INC 304.13
040953 OFFICE OF ENTERPRISE TECHNOLOG 10.00
040954 PIPELINE SUPPLY INC 164.39
040955 TALLEN & BAERTSCHI 2,640.58
040956 TEGRETE CORP 1,332.00
040957 TIMESAVER OFFSITE 131.00
040958 KRISHNA or PRIMA VADHULA 150.00
040959 MN DVS 41.50
040960 GINA WESLEY 17.99
040961 FAHNLANDER, LINDA 250.00
040962 GILB, LORA 150.00
040963 HAMEL LIONS CLUB 525.00
040964 HENN COUNTY INFO TECH 851.05
040965 HOLIDAY FLEET 1,757.88
040966 MADISON NATIONAL LIFE 586.70
040967 MD SHAHEDUR RAHMAN 250.00
040968 PEREZ, JUANA GONZALEZ 500.00
040969 ZEHNDER'HOMES, INC 10,000.00
040970 292 DESIGN GROUP INC 259.37
040971 ANCHOR PAPER COMPANY 1,165.50
040972 BANYON DATA SYSTEMS 75.00
040973 BERGERSON CASWELL INC 44.10
040974 BURSCHVILLE CONSTRUCTION INC 4,515.00
040975 CRYSTEEL TRUCK EQUIPMENT 771.94
040976 DESLAURIERS & SONS INC 341.79
040977 ECM PUBLISHERS INC 45.24
040978 GRAINGER 227.38
040979 HECKSEL MACHINE INC. 1,671.35
040980 HENRYS WATERWORKS INC 4,206.25
040981 HERC-U-LIFT 435.00
040982 INTERSTATE ALL BATTERY 368.85
040983 JOHN DEERE LANDSCAPES 18.90
040984 KENNEDY & GRAVEN CHARTERED 13,858.40
040985 LEAGUE OF MINNESOTA CITIES 20.00
040986 LEXISNEXIS RISK DATA MGMT INC 32.50
040987 MEDTOX LABS 50.00
040988 METRO WEST INSPECTION 9,090.28
040989 MINUTEMAN PRESS 1,094.56
040990 MINNESOTA CONWAY 143.50
040991 NORTH AMERICAN SALT CO 2,134.04
040992 NORTHEAST WISC TECH COLLEGE 175.00
040993 NORTHWEST ASSOC CONSULTANTS 1,610.63
040994 OFFICE DEPOT 405.55
040995 PIPELINE SUPPLY INC 387.98
040996 RN CONSTRUCTION LLC 40,931.43
040997 ROLF ERICKSON ENTERPRISES INC 6,727.97
040998 STREICHER'S 359.40
040999 TITAN MACHINERY 71.89
041000 TL STEVENS WELL CO 10,537.14
041001 TOTAL TOOL 803.79
041002 VIKING INDUSTRIAL CENTER 276.00
041003 WESTSIDE WHOLESALE TIRE 229.25
041004 WSB & ASSOCIATES 17,816.24
Medina City Council Meeting Minutes 9
March 4, 2014
Total Checks $144,742.79
Electronic Payments February 14. 2014 — February 27.2014
002487E PR PERA 13,133.38
002488E PR FED/FICA 14,571.88
002489E PR MN Deferred Comp 1,000.00
002490E PR STATE OF MINNESOTA 3,214.50
002491E SELECT ACCOUNT 621.00
002492E CITY OF MEDINA 17.00
002493E FARMERS STATE BANK OF HAMEL 20.00
002494E VOID 0.00
002495E PITNEY BOWES POSTAGE BY PHONE 2,000.00
002496E HARTFORD LIFE 364.35
002497E CIPHER LABORATORIES INC. 942.26
002498E XCEL ENERGY 9,354.16
002499E PAYMENT SERVICE NETWORK INC 236.65
002500E PITNEY BOWES POSTAGE BY PHONE 1,000.00
002501E MINNESOTA, STATE OF 974.00
002502E VALVOLINE FLEET SERVICES 218.94
002503E PREMIUM WATERS INC 75.75
002504E VOID 0.00
002505E PR PERA 13,138.66
002506E PR FED/FICA 14,885.22
002507E PR MN Deferred Comp 1,000.00
002508E PR STATE OF MINNESOTA 3,271.15
002509E SELECT ACCOUNT 621.00
002510E CITY OF MEDINA 17.00
002511E FARMERS STATE BANK OF HAMEL 20.00
Total Checks $80,696.90
PAYROLL DIRECT DEPOSIT February 26.2014
505506 BARNHART, ERIN A $1,775.91
505507 BELLAND, EDGAR J. $2,346.39
505508 BOECKER, KEVIN D $2,546.29
505509 CONVERSE, KEM1 A. $2,075.26
505510 DINGMANN, IVAN W. $2,254.20
505511 DOMINO, CHARMANE $1,623.47
505512 FINKE, DUSTIN D $2,169.34
505513 GALLUP, JODI M. $1,563.43
505514 GLEASON, JOHN M $1,874.87
505515 GREGORY, THOMAS $1,896.22
505516 HALL, DAVID M $2,101.73
505517 JESSEN, JEREMIAH S. $1,907.10
505518 JOHNSON, SCOTT T $2,198.24
505519 KLAERS, ANNE M. $615.44
505520 KORDIAK, JEFFREY $699.74
505521 LANE, LINDA $1,414.31
505522 LEUER, GREGORY J $2,638.65
505523 MCGILL, CHRISTOPHER R. $1,808.75
505524 NELSON, JASON $2,062.63
505525 PETERSON, DEBRA A. $1,598.93
505526 PORTINEN, TERI $1,359.15
505527 REINKING, DEREK M $2,117.03
505528 SCHERER, STEVEN T $2,264.43
505529 VIEAU, CECILIA M $1,174.80
505530 VINCK, JOHN J. $2,117.16
Total Payroll Direct Deposit $46,203.47
PAYROLL CHECKS February 26.2014
020420 HUNZ, MATTHEW E $597.82
Total Payroll Checks $597.82
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