Loading...
HomeMy Public PortalAbout04/03/2012 CCMMEDINA CITY COUNCIL MEETING MINUTES OF APRIL 3, 2012 The City Council of Medina, Minnesota met in regular session on April 3, 2012 at 7:00 p.m. in the City Hall Chambers. Mayor Crosby presided. I. ROLL CALL Members present: Crosby, Pederson, Martinson, Siitari, and Weir. Members absent: None. Also present: City Attorney Ron Batty, City Engineer Tom Kellogg, Planner Dusty Finke, Public Works Superintendent Steve Scherer, City Administrator Scott Johnson, and Chief of Police Ed Belland. II. PLEDGE OF ALLEGIANCE III. ADDITIONS TO THE AGENDA The agenda was accepted as presented. Crosby noted that Commissioner Jeff Johnson will not be present tonight, so that item will be removed from the agenda. IV. APPROVAL OF MINUTES A. Approval of the March 20, 2012 Special City Council Meeting Minutes It was noted under item four, it should state, "The Council will encourage density with a range of price points from lower to higher..." Moved by Weir, seconded by Pederson, to approve the March 20, 2012 special City Council meeting minutes as amended. Motion passed unanimously. B. Approval of the March 20, 2012 Regular City Council Meeting Minutes It was noted on page three, line 25, it should state, "...the Lennar I on Brockton..." On page six, line 15, it should state, "...received semetlaiRg a notice of a public stakeholder meeting from Elm Creek Watershed." Moved by Weir, seconded by Pederson, to approve the March 20, 2012 regular City Council meeting minutes as amended. Motion passed unanimously. C. Approval of the March 27, 2012 Special City Council Meeting Minutes Crosby stated that there was not a quorum present at this meeting and therefore confirmed that the minutes of that meeting would not need to be approved. V. CONSENT AGENDA A. Approve Temporary On -Sale Liquor License and Raffle, Bingo, and Pull - Tabs Permit to/at Church of St. Anne for August 25-26, 2012 B. Approve Raffle Permit to MNWWWA Water for People at 500 Highway 55 on April 20, 2012 Medina City Council Meeting Minutes 1 April 3, 2012 C. Approve Extension to KDV Finance Services Agreement D. Approve Recruitment and Authorize Hiring for a Planning & GIS/Administration Intern E. Ordinance No. 526 Amending Section 827 of the Code of Ordinances Regarding Planned Unit Development F. Resolution No. 2012-24 Authorizing Publication of PUD Ordinance by Title and Summary G. Resolution No. 2012-25 Granting Extension of Time to File the Fields of Medina Plat Amending Resolution 2012-05 Moved by Siitari, seconded by Weir, to approve the consent agenda. Motion passed unanimously. VII. COMMENTS A. Comments from Citizens on Items not on the Agenda There were none. B. Park Commission Park Commissioner Beaupre stated that at the last meeting, the Park Commission heard a presentation from the President of Lake Independence Lake Association regarding zebra mussels. She noted that the presentation was simply informational and stated that the Commission has asked for a plan of action. Scherer mentioned the items the Public Works Department has considered regarding zebra mussels. He confirmed that the Lake Association would come back to the Park Commission with recommendations for action. Martinson stated that zebra mussels are already in Lake Minnetonka and without preventative action, the mussels will spread to Lake Independence quickly. C. Planning Commission Finke briefly summarized the agenda for the next meeting of the Planning Commission. VIII. OLD BUSINESS A. City of IndependenceNinland National. Sewer Access Request Johnson stated that staff has been working with Independence regarding a sewer request for Vinland National. He reported that per the Tri-City Agreement there are 25 unallocated hook-ups available and noted that this project is requesting 20 hook-ups. City of Independence Mayor Marvin Johnson and Councilmember Linda Betz were in attendance. Mark Kaltsas, Consulting Planner for Independence, confirmed that this issue had already been brought forward to Medina at an earlier meeting regarding the expansion of Vinland National. He stated that since that time the City has had time to work with Medina City Council Meeting Minutes 2 April 3, 2012 staff and answer some of the questions that had been brought forward at that time. He stated that with the Vinland National expansion, the sewer connection would equal 20 sewer connections. He reported that of the 289 sewer connections allowed for Independence, the City is using 189 connections. He noted that additional properties have been stubbed for sewer, but have not yet connected. He advised that some of those properties have their own working septic system and have not wanted to connect at this time, and other stubs are for vacant properties. He stated that there have also been connections stubbed for emergency or planning purposes. He reported that in addition to the 189 active connections, there are an additional 75 stubs. Scherer stated that per the Tri-City Agreement there are supposed to be reports sent to Medina and noted that he has not received the reports in some time. Kaltsas stated that the City would be willing to send over any missing information. He stated that Independence would like to see the connection for Vinland National at this time, which would not exceed the limits of the Tri-City Agreement. He explained that this would allow the facility to connect to the sewer rather than installing another septic system so close to the lake. He stated that the MET Council is planning to expand the capacity of the system by 2018, which would allow additional connections. Crosby questioned what would occur if the scheduled upgrade in 2018 does not occur. He noted that if this project is approved, this would leave Independence with five free connections and questioned if that number would be sufficient for emergency situations that may arise between now and 2018. Kaltsas stated that the City controls those five units ultimately and advised that emergency planning is already built into the existing system. He stated that the five additional units would come into play in a lot split situation, which could also be denied if sufficient sewer is not provided by the applicant. Crosby confirmed that Independence could go beyond 2018, if necessary, because emergency planning is figured into the existing system. He stated that the Council -is simply allowing the use of 20 units for Vinland now, which are available to Independence, and isnot approving additional expansion of Vinland, beyond phase I. He stated that the City of Medina has begun conducting septic inspections on a three year cycle and suggested that Independence do the same. He stated that if the cities were not linked through Lake Independence, and did not have to clean the lake through TMDLs, he would not care so much about this issue. Weir stated that she believed that this action would be the best plan, as this will keep another septic system from being placed close to the lake. Scherer recommended that the cities work together to clean things up, and also bring in Loretto. Weir confirmed that required connections will match the timeline. She stated that she would also like to see the required inspections being conducted and reported to Medina. Crosby questioned what would be required or expected of the Council. Medina City Council Meeting Minutes 3 April 3, 2012 Johnson stated that the Council would be asked for concept approval and could list any conditions at this time. Crosby stated that the inspection provisions of the Tri-City Agreement should be reviewed, addressing the I & I, there is no inference for future approval of the Vinland National expansion beyond phase I, and Loretto should be brought into the discussions to ensure cooperation. Moved by Weir, seconded by Siitari, to approve the request from Vinland National for 20 sewer units under the Tri-City Agreement, with the discussed conditions. Motion passed unanimously. B. Authorize Request for Proposals (RFP) for Architectural/Enqineerinq Services Contract for City Facilities Johnson provided background information regarding this item. Crosby explained that the RFP was done the previous September under the impression that the City would be building a new facility on the Hennepin County site. He explained that the City is now moving in the direction of retrofitting the Clamcorp building, and would therefore need to obtain new RFPs specific to the new direction. He explained that this route would provide the City with twice the space for half the price. He advised that the City water fund currently has $1,800,000 which had been earmarked for the new water tower, which is not needed, and noted that those funds could then be used for this project. He stated that the only decision that has been made at this time is to purchase the Clam Corp building and use that building for the Public Works Facility. He advised that the other options, to move the Police to that building and to update City Hall, have not been decided on but will be included in the RFPs to determine costs. Johnson confirmed that the RFPs would obtain costs for all three options. Crosby provided information on the Clamcorp purchase and details of the closing. Scherer stated that staff has looked at the plans extensively and believe that an architect will provide additional knowledge and detail. Johnson stated that the first motion would be to reject the proposals received by the August 26, 2011 deadline and the second motion would be to authorize staff to publish RFPs. Moved by Weir, seconded by Martinson, to reject all Requests for Proposal responses received by the City for architectural/engineering services for the City of Medina Public Works Facility submitted by the August 26, 2011 deadline. Motion passed unanimously. Moved by Weir, seconded by Siitari, to authorize staff to publish a Request for Proposal for architectural/engineering services to design the public facilities working with the project construction manager, RJM Construction, including the time schedule. Motion passed unanimously. Medina City Council Meeting Minutes 4 April 3, 2012 IX. CITY ADMINISTRATOR REPORT A. Quotes for Technical Exterior Lighting Ordinance Assistance Johnson stated that Finke had requested quotes for technical assistance regarding the exterior lighting standards under the City Ordinance and only received two quotes. He stated that Finke is confident that he could obtain additional quotes and recommended to delay action until the next meeting so that additional quotes could be obtained. B. City Hall Closure on Monday, December 24th Johnson provided background information regarding Christmas Eve and whether the City offices are open. He stated that there would be three options which would be to close City Hall with holiday pay, to close City Hall with no holiday pay, or for City Hall to remain open with the option for department heads to determine whether employees could request the day off with vacation pay. Weir stated that she would like to be generous to staff and allow the day off with pay. Crosby and Martinson agreed with the comments made by Weir. Siitari confirmed that staff is already given 12 paid vacation days, which includes one floating holiday. He did not believe that staff should be given 13 paid holidays through the year and instead suggested that the policy be reviewed as a whole to determine if other holidays could be switched to half days. Martinson confirmed that staff works on New Year's Eve day. Johnson noted that this suggestion is based on the fact that on past Christmas Eves there is a skeleton crew, as many people have chosen to take the day off. He confirmed that in the past six years this would only have affected two days. Batty stated that there are mandatory holidays from the State, and noted that Columbus Day would be the only holiday that could be traded. Crosby confirmed that the day following Thanksgiving is already a paid holiday for staff. Batty stated that in his experience it depends on when the holiday falls, during the week or close to the weekend. He stated that there is very little expectation for work and there are usually very few calls to the City on Christmas Eve. He stated that it is discretionary, but some cities give half days. Martinson stated that there is very little time off for staff until they hit five years in tenure. She questioned where staff is on that schedule. She stated that she is in favor of giving the day as a paid holiday. Weir stated that she was also leaning in that direction. Crosby stated that in his work career he has noticed that the corporate world has relaxed in the Christmas and New Year's holidays. He questioned if a policy should be created to address situations where Christmas Eve falls on a Monday, or Thursday. He Medina City Council Meeting Minutes 5 April 3, 2012 agreed that if Christmas was on a Wednesday, Christmas Eve would not be given as a paid holiday. He confirmed that the City of Independence offers a half day off on Christmas Eve. Weir confirmed that this discussion would be continued at a future meeting so that staff could have additional time to create a policy which would deal with this situation. X. MAYOR & CITY COUNCIL REPORTS Weir discussed the gating of the brush pile and the new hours, noting that the new hours would be available from 7:00 a.m. to 3:00 p.m. for residents, with morning hours on Saturdays. Martinson suggested the possibility of charging for non-residents to use the brush pile. Crosby stated that would bring in too much volume. Weir stated that she had spoken to the auditor who had positive comments for the accounting staff. She thanked Erin Barnhart and Teri Portinen for their work. She also suggested that staff draft a policy for dealing with failing culverts on private drives, which drain regional areas. Pederson provided an update on the Highway 55 meeting he attended with Johnson. Crosby stated that he received a notification that Allina is opening an emergency service location at the West Health facility. He reported that the Council is meeting the following night with Hennepin County to discuss the Highway 55 and CR 116 intersection. He noted that Johnson is frequently meeting with neighboring cities and municipalities. XI. APPROVAL TO PAY THE BILLS Moved by Martinson, seconded by Pederson, to approve the bills, EFT 001580E- 001592E for $32,090.41 and order check numbers 038119-038167 for $33,089.86, and payroll EFT 504152-504175 for $39, 763.68 and payroll check number 020356 for $2,542.37. Motion passed unanimously. XII. CLOSED SESSION: UNION CONTRACT NEGOTIATIONS The meeting recessed to closed session at 8:17 p.m. to discuss union contract negotiations. The meeting reconvened to regular session at 8:36 p.m. XIII. ADJOURN Moved by Siitari, seconded by Weir, to adjourn the meeting at 8:37 p.m. Motion passed unanimously. T.M. Crosby, Jr., a or Attest: Scott Johnson, City dministrator-Clerk Medina City Council Meeting Minutes 6 April 3, 2012 ORDER CHECKS March 16.2012 - March 29.2012 038119 SARAH E BORCHERS $1,034.83 038120 BUCKLEY, HANNA $284.44 038121 BYRNE, HEATHER $250.00 038122 CORNELIUS, L.G $500.00 038123 HENNEPIN COUNTY $20.00 038124 HOLY NAME CHURCH $2,000.00 038125 LAWSON PRODUCTS, INC $205.02 038126 MANEPALLI, PAVAN KUMAR $150.00 038127 BRUCE AND JEAN NEUMANN $350.00 038128 NICHOLSON, LISA $250.00 038129 MARK OR COLLEEN SIVETS $250.00 038130 SPORTOGRAPHY $250.00 038131 HELMUTH VON BLUECHER $4,739.75 038132 ACTION FLEET inc $80.00 038133 ANCHOR PAPER COMPANY 415.20 038134 BATTERIES PLUS $22.84 038135 CARLSON BUILDING SERVICES $494.92 038136 CENTURYLINK $933.42 038137 EGAN $307.45 038138 ENGEL WATER TESTING INC $180.00 038139 GO 2 HAMEL LLC $911.59 038140 GOODIN COMPANY $776.22 038141 GOVERNMENT TRAINING $225.00 038142 GRAINGER $302.32 038143 GRAND VIEW LODGE $388.42 038144 HACH COMPANY $587.02 038145 HAKANSON ANDERSON $917.50 038146 HAMEL LIONS CLUB $575.00 038147 HENRYS WATERWORKS INC $971.16 038148 LARKIN ENT INC $295.12 038149 LITTLE FALLS MACHINE INC $79.96 038150 MARCO (LEASE) $510.50 038151. MARCO INC $290.32 038152 MINUTEMAN PRESS $1,500.36 038153 MN DEPT OF PUBLIC SAFETY $10.00 038154 MUNICI-PALS $60.00 038155 OFFICE DEPOT $422.54 038156 OIL AIR PRODUCTS LLC $107.09 038157 OLSEN COMPANIES INC $379.02 038158 ROLF ERICKSON ENTERPRISES $6,201.41 038159 SCHARBER & SONS, INC. $25.81 038160 SELECT ACCOUNT $83.00 038161 SPRINT $834.87 038162 STANTEC INC $2,805.13 038163 STRETCHER'S $303.90 038164 SUN PRESS & NEWSPAPERS $159.36 038165 TIMESAVER OFFSITE $282.50 038166 TOWMASTER $122.39 038167 WATER CONSERVATION $244.48 Total Checks $33,089.86 CHECKS March 16.2012 - March 29, 2012 001580E ELAN FINANCIAL SERVICE $2,550.87 001581E SELECT ACCOUNT $916.29 001582E MINNESOTA, STATE OF $785.00 001583E PR PERA $10,957.99 001584E PR FED/FICA $11,150.01 001585E PR MN Deferred Comp $975.00 001586E PR STATE OF MINNESOTA $2,638.72 001587E SELECTACCOUNT $542.08 001588E CITY OF MEDINA $17.00 001589E FARMERS STATE BANK OF $20.00 Medina City Council Meeting Minutes 7 April 3, 2012 001590E HARTFORD LIFE $474.45 001591E VALVOLINE FLEET SERVICES $63.00 001592E PITNEY BOWES $1,000.00 Total Checks $32,090.41 PAYROLL DIRECT DEPOSIT March 16, 2012 — March 29, 2012 504152 BARNHART, ERIN A $1,524.90 504153 BOECKER, KEVIN D $2,570.78 504154 CONVERSE, KEITH A. $1,830.28 504155 COONEY, DALE T. $1,135.13 504156 DINGMANN, IVAN W. $1,998.65 504157 FINKE, DUSTIN D $2,023.97 504158 GALLUP, JODI M. $1,433.42 504159 GLEASON, JOHN M $1,649.62 504160 GREGORY, THOMAS $1,796.47 504161 HALL, DAVID M $1,816.92 504162 JESSEN, JEREMIAH S. $2,187.67 504163 JOHNSON, SCOTT T $2,208.38 504164 KLAERS, ANNE M. $597.29 504165 KORDIAK, JEFFREY $675.07 504166 LANE, LINDA $1,303.13 504167 LEUER, GREGORY J $1,696.63 504168 MCGILL, CHRISTOPHER R. $1,670.69 504169 NELSON, JASON $2,228.43 504170 PETERSON-DUFRESNE, DEBRA A. $1,551.59 504171 PORTINEN, TERI $1,293.27 504172 REINKING, DEREK M $1,469.18 504173 SCHERER, STEVEN T $2,131.46 504174 VIEAU, CECILIA M $1,154.17 504175 VINCK, JOHN J. $1,816.58 Total Payroll Direct Deposit $39,763.68 PAYROLL CHECK March 16, 2012 — March 29, 2012 020356 BELLAND, EDGAR J $2,542.37 Total Payroll Checks $2,542.37 Medina City Council Meeting Minutes 8 April 3, 2012