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MEDINA CITY COUNCIL MEETING MINUTES OF APRIL 21, 2009
The City Council of Medina, Minnesota met in regular session on April 21, 2009 at 7:00
p.m. in the City Hall Chambers. Mayor Crosby presided.
I. ROLL CALL
Members present: Crosby, Johnson, Siitari, Smith, and Weir.
Members absent:
Also present: City Attorney Ron Batty, Associate Planner Dusty Finke, Public Works
Superintendent Steve Scherer, City Engineer Tom Kellogg, Finance Director Jeanne
Day, Police Chief Ed Belland, City Administrator Chad Adams and Recording Secretary
Robyn Sauer.
II. PLEDGE OF ALLEGIANCE
III. ADDITIONS TO THE AGENDA
It was requested to add item 9D, Fortin Consulting Services Agreement for Rainwater
Park, under New Business.
Moved by Smith, seconded by Weir, to accept the agenda as amended. Motion passed
unanimously.
IV. APPROVAL OF MINUTES
A. Approval of the April 7, 2009 Regular Citv Council Meeting Minutes
It was noted on page 1, line 27, it should state: "Weir stated there should be more
emphasis on building capacity for institutional uses as a major consideration." Page 2,
line 27, should state: `Weir stated if we encourage farmers to test soil before applying
fertilizer, the City should abide by the same standards." Page 3, line 20, should state:
"Crosby suggested an e-mail be sent to all Citv officials who are invited on the tour."
Page 3, line 22, should state: "...bird walk in Medina Lake Preserve on the morning..."
Page 3, line 29, should state: "felt she had an ethical conflict with two of the firms since
she had had prior dealings with both of them." Page 3, line 42 should include LID
Presentation as a heading. Page 4, line 39, should state: "but the Utility Service
Agreement was on hold right now." Page 4, line 41, should state: "Adams stated they
have an agreement in principle with Corcoran and thcy are still on the hook, but noted..."
Page 5, line 36, should state: "Crosby commented that the TIF extension provisions
could be an end of session decision and we have done all we could." Page 5, line 38,
should state: "Crosby stated we should know if the TIF bill is included in general
legislation by mid -May." Page 5, line 44, should state: "proceeds from tax increments
and stated..." Page 5, line 48, should state "...Day replied the Citv would be fine..."
Page 6, line 18, should state: "...we would need to start..." Page 6, line 19, should
state: "...when submitted, the City could call out Willow..." Page 6, line 37, should state:
"...Finke replied the developers would be consistent..." Page 7, line 2, should state:
"staff recommended that a lot adiacent to Woodridge Church be consistent..." Page 7,
line 3, should state: "church previously acquired property..." Page 7, line 11, should
state: "LTSSA Long Term Sewer Service Area". Page 7, line 17, should state: "Weir
noted Highway 55 had been elevated to principal arterial status." Page 7, line 51, should
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April 21, 2009
118
state: "...concrete was usually more expensive..." Page 9, line 15, should state:
"...looked at West Financial and the surrounding site and indicated..." Page 9, line 16,
should state: "...Weir noted the lip of the bank shoulder..." Page 9, line 19, should state:
"She also noted multiple other run-off and drainage problems. Page 9, line 29, should
state: "...dumpster was permanent and why wasn't it screened per code?" Page 9, line
40, should state: "...screening issues with the utility boxes on the corner..." Page 9, line
42, should state: "...didn't expect to see green boxes protruding when the lines..."
Moved by Johnson, seconded by Weir, to approve the April 7, 2009 regular City meeting
minutes as amended. Motion passed unanimously.
B. Approval of the April 8, 2009 Board of Appeals and Local Equalization
Meeting Minutes
It was noted on page 1, first paragraph, should state: "...assessments and transactions
between October 1 2007 and September 30 2008." Page 2, Mike Leuer paragraph,
should state: "...to reduce the valuation to $2,966,000, which represents the limited
market value for 2009 payable taxes....."
Moved by Weir, seconded by Johnson, to approve the April 8, 2009 Board of Appeals
and Local Equalization meeting minutes as amended. The motion passed
unanimously.
V. CONSENT AGENDA
A. Approve Utility Screening Agreement with Designing Nature, Inc.
B. Approve Disposal of 1997 Tandem Truck for $27,000
Moved by Smith, seconded by Weir, to approve the consent agenda. Motion passed
unanimously.
VI. APPROVAL TO PAY THE BILLS
Crosby stated the auditors periodically recommended moving approval to pay the bills to
the beginning of the agenda.
Moved by Weir, seconded by Smith, to approve the bills, EFT 000450-000456 for
$29,131.31 and order check numbers 033860-033919 for $115,887.56 and payroll check
number 020201 for $207.66 and payroll EFT 501983-502009 for $42,006.59. Motion
passed unanimously.
VII. PRESENTATION
A. Resolution Recognizing Police Officer Tom Gregory for Five Years of
Service
Chief Belland read the resolution and explained Officer Gregory's position.
Crosby commended Officer Gregory for his service to Medina.
Moved by Weir, seconded by Johnson, to approve the resolution recognizing Tom
Gregory for 5 years of service to the City of Medina. Motion passed unanimously.
B. West Metro Drug Task Force — Presentation of Check
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Belland presented the City of Medina with a check for $30,000 and explained the role of
the West Metro Drug Task Force. Belland stated the task force took in $29 million in
street value of drugs in 2008. Belland noted the $30,000 was twice the amount it was in
2007 due to the success of the task force.
Crosby commented he attended a luncheon with other mayors and police chiefs and
they were all behind the effort of the West Metro Drug Task Force.
C. City Logo Design — Lori Dalrymple, Design Consultant
Crosby noted the City's logo design contest was started when the economic times were
less tough and commented the expenses for the new logo design have been only $500.
Crosby stated the new logo would be phased in as new equipment was needed and as
stationery, etc., runs out. Crosby reiterated this was not a measurable cost to the City.
Dalrymple stated she had made some changes to the originally submitted logo. She
commented she would make the cattails look more like cattails and the water look more
like water and also do more color modification. She pointed out that the "M" in the legs
of the horse could be used in separate graphics as well. Dalrymple commented she had
been thrilled to work on Medina's new logo.
Crosby stated the City had received 52 comments from residents. 22 were unqualified
yes, 19 liked it with modifications, and 11 did not like it, primarily because they thought
the horse didn't reflect everyone in Medina. Crosby indicated the City would be going
with Dalrymple's design.
Adams stated they should ask for public comment and give Dalrymple directions for
refinement.
Public discussion was invited. No one from the public came forward.
The Council directed Council members Smith and Weir to work on color modifications
with Dalrymple.
VIII. COMMENTS
A. From Citizens on Items Not on the Agenda
Eric Simmer, developer of Hamel Station, stated they had built their sign base in the
City's easement. Simmer noted he could leave it, remove it, or construct a monument
and dedicate half of the LED reader board to the City.
Smith stated the sign was in the wrong place and commented she would like the City
sign in that location.
Weir suggested there needed to be a lot more discussion on this issue.
Crosby noted it was an honest mistake and he didn't want to turn away the option of
sharing the sign. Crosby commented the real issue was if there was a possibility for a
single joint sign and whether the mistake could be mutually beneficial for both the
merchant and the City.
Smith stated the City had been planning to have a sign in the same location. Smith
commented she felt it would take away from what the City was planning if the merchant's
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sign was allowed to stay. Smith indicated she was not willing to give up the City's goal
to get people up the hill and allowing the merchant to keep the sign in that location.
Crosby suggested bringing this item back on a future agenda. Adams stated it will be on
the May 5th meeting for discussion.
Weir noted work had been done on the West Financial site, but reiterated she felt
strongly about cleaning up Elm Creek. Simmer replied they would take immediate action
to cure the problem.
Smith asked when the garbage dumpster enclosure would be completed. Simmer
replied they would build an enclosure attached to the building very soon.
B. Park Commission
Chris Hilberg, newly appointed Park Commissioner, stated the Park Commission has
planned the spring park tour on May 16th and invited the City Council members. Hilberg
discussed the Hamel Legion Park master plan and indicated the Park Commission had
formed a subcommittee to come up with items they would like to see included in the
master plan. Hilberg stated the most significant topic discussed was the park signs and
the Park Commission was eager and ready to move forward. Hilberg noted the Park
Commission would like to synchronize uniformity of the signs with the City.
C. Planning Commission
Beth Nielsen, newly appointed Planning Commissioner, stated they had a presentation
and three public hearings at the last meeting. Nielsen indicated Holy Name Cemetery
asked for a lot combination with the donated lot to the east. Nielsen noted phase one of
the plan would impact less than 15% of the trees. Nielsen stated the Planning
Commission recommended approval of phase one of the plan. Nielsen indicated the
second hearing was regarding a new rural public/semi-public zoning district and
commented the Planning Commission was concerned about the impact of the Willow
Church being made non -conforming. Nielsen stated both of these items would be on the
next City Council agenda. Nielsen commented there was not a lot of discussion
regarding the third public hearing, which was to recommend that three properties be
rezoned into the new Rural Public/Semi-Public zoning district.
IX. NEW BUSINESS
A. Storm Water Pollution Prevention Program (SWPPP) — Annual Public
Hearing
Adams noted this public hearing was an annual requirement. Scherer presented and
reviewed the 2008 projects. Scherer discussed 2009 and beyond projects, including the
surface water management plan, adding a third sweeping at the Lake Independence
beach area, Walnut Park (2009), lakeshore runoff (2009), High Crest Street runoff
(2010), and the Hamel Road/Tower Drive runoff (2012). Scherer touched on the
minimum control measures the City was required to do as well, which consisted of ice
control, pond maintenance, inspections, street sweeping, and adding a second and third
sweeping at the Lake Independence beach. Scherer noted the partners in water quality
improvements were Three Rivers Park District, MN Land Trust, Board of Water and Soil
Resources, Hennepin County Environmental Services, and Minnehaha Creek/Pioneer-
Lake Sarah/Elm Creek Watersheds.
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Weir asked if the City had been back to Sky Rock Farms to check on the water issues.
Scherer replied yes, and noted a bunker had been installed and was working well.
Smith noted there had been discussion about the runoff of big barns at Sky Rock.
Scherer indicated Sky Rock had installed a sediment pond and he would follow up on
this issue.
Smith stated there was interest in trying to get information to residents trying to control
runoff on their own property and she wondered if the City might think of doing something
with the storm water management funds. Scherer replied the City had made more effort
in the Independence beach area.
Adams noted there would be future funding allocated in 2010 for such a program.
Crosby asked if there was anything the City had hoped to do but didn't. Scherer replied
they had hoped to complete the 500 Hamel Road and High Crest projects. Scherer
commented they have a lot of street work to do but he couldn't see them being able to
do a lot more this year.
Weir commented a lot had been accomplished.
Smith stated at the last Park Commission meeting a proposal about creating a Lake
Owner's Associations, had been present to help protect runoff into lakes. Smith noted
the Park Commission had suggested holding mini workshops for the neighbors of School
Lake.
Scherer commented the mini workshops would be helpful and School Lake would be a
good area to begin working on this.
Crosby suggested Wally Marx would be a good person to head that up.
Smith stated it would be good for the person who heads it up to speak with the Park
Commission.
The Council agreed the Park Commission should further review the matter.
Public hearing was opened at 8:15 p.m. No one from the public came forward.
Moved by Weir, seconded by Johnson, to close the public hearing at 8:15 p.m. Motion
passed unanimously.
B. Cherry Hill Road Improvements
Adams gave an overview and background. Adams stated the City was beginning to
utilize special assessments and commented utilizing special assessments for mill and
overlay projects and reconstructions was a new policy of the City. Adams noted the City
Council had adopted the special assessment policy in February. Adams discussed the
Cherry Hill mill and overlay and showed the project area. Adams noted the method of
assessment was a per lot basis and indicated the assessed amount would be 50%.
Adams stated residents could pay the assessment over seven years at 5.75%. The
assessed amount per lot was $753.99 and 80 lots were being assessed.
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Crosby asked if the assessment cost was correct. Adams replied yes, the City had
received the bid, and Scherer noted he had walked the site with contractors.
The public improvement hearing and assessment hearings were opened at 8:21 p.m.
Crosby noted there had been extensive discussion of the assessment.
Smith commented it was a very reasonable assessment.
Moved by Johnson, seconded by Weir, to close the public hearings at 8:24 p.m. Motion
passed unanimously.
1. Resolution Approving Plans and Specifications and Ordering Cherry
Hill Neighborhood Mill and Overlay Project — Public Hearing
Moved by Weir, seconded by Smith, to approve the resolution approving plans and
specifications and ordering Cherry Hill Neighborhood Mill and Overlay project. Motion
passed unanimously.
2. Resolution Adopting Assessment Roll for Cherry Hill Neighborhood
Improvement Project — Public Hearing
Moved by Weir, seconded by Johnson, to approve the resolution adopting assessment
roll for Cherry Hill Neighborhood Improvement Project. Motion passed unanimously.
C. Selection of Architectural Firm for Field House Project in Hamel Legion
Park.
Crosby commented HCM seemed to specialize in smaller parks.
Weir asked if the City would give direction on the overall look of the field house. Smith
replied the architect would sit down and discuss with the City what they want the field
house to look like.
Smith indicated all of the architects interviewed were asked if they could build what the
City wanted for the money budgeted. Smith stated the Park Commission talked about
adding alternates into the plans to see what bid upgrades would cost. Smith commented
all of the firms stated their recent projects had been coming in under their projections.
Smith stated HCM Architectural Firm understood Medina wanted something different,
including energy efficiencies. Smith commented the field house wouldn't be fancy, but
would be visually appealing and energy efficient. Smith noted hiring HCM was a
unanimous recommendation.
Johnson asked what the anticipated cost was for the field house. Smith replied
$300,000, but indicated it may cost more to get what the City really wants.
Johnson commented that the federal stimulus package would distribute $4.2 billion and it
would be wise for the City to get its "ducks in a row" for energy efficient projects.
Johnson suggested someone check to see if any City projects would qualify for this
funding.
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Adams stated the Council previously discussed options for applying for stimulus funding
and this project did not appear to receive probable funding.
Nielsen noted the Park Commission had some reservation with HCM because in their
proposal costs they had miscalculated reimbursables. Smith concurred, but noted HCM
had the overall best looking buildings and proposal.
Johnson suggested the award be conditioned on the documentation for the fee with
HCM. Smith replied they would be clarifying items and negotiating the contract costs
with the firm.
Moved by Smith, seconded by Johnson, to direct staff to negotiate agreement with HCM
as the Architectural Firm for the field house project and direct staff to prepare a contract
with HCM. Motion passed unanimously.
D. Fortin Consulting Services Agreement for Rainwater Park
Moved by Smith, seconded by Weir, to direct staff to amend the agreement with Fortin
Consulting Services to June 30, 2010. Motion passed unanimously.
X. CITY ADMINISTRATOR REPORT
A. 2009 Budget Update
Adams reviewed the update and noted end of year expenditures were projected to be
$99,102 under budget, mostly due to not filling the vacant Planning Director position.
However, end of year revenue shortfalls were projected at $105,000. Adams indicated
the market value decreases didn't necessarily mean less revenue for the City. Adams
stated the City was projected to be on pace but noted the next few months were a critical
period for end of year and 2010 budget projections.
Smith suggested the City proceed cautiously, which she noted was what the City was
trying to do.
B. Water Storage Project Update
Crosby stated the City would have to forfeit the arbitrage.
Day indicated the City could keep the arbitrage until December 2010 and noted they
would have to start the reporting process of daily cash balances, along with doing a
formal report.
Adams stated the City could spend down the debt with the bond proceeds.
Crosby noted at the last City Council meeting they had agreed to look for and buy a site
and not to do other water projects at this time. Crosby commented it was a mild
arbitrage penalty.
Adams indicated the true penalty would be administrative time.
C. Other
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Johnson suggested asking citizens to sign up in advance for City Council hours. Crosby
replied he was reluctant to do that and commented the availability of someone at City
Hall was important, as was the impromptu nature of the City Council hours.
Crosby commented the City Council hours generated a lot of publicity.
It was noted May 16th was the same date of the park tour and nature walk.
Siitari indicated he would be able to attend the May 16th Council office hours.
Adams noted there would be a sustainability roundtable in Edina on May 4th from 6:30
p.m. - 8:30 p.m. and indicated he would provide the City Council with details in case
anyone was interested in attending.
XI. MAYOR & CITY COUNCIL REPORTS
A. Monitoring Council Member Activities at Commission Meetings
Crosby stated when a City Council member is present at a Planning Commission
meeting, their role should be to monitor the meeting. Crosby commented when a City
Council member offers too many suggestions they may end up dominating the meeting
and Commission members may tend to defer to the Council member. Crosby
commented it could dilute the work of the Planning Commission.
Weir stated she always informs the Planning Commission Chair that she is there as a
resource and for help with technical issues.
Smith noted the Park Commission has grown into something more formal and
commented her clarifications are sometimes welcomed and sometimes not.
The Council agreed the presence of a Council member is to monitor the meeting and be
a resource, not to take a position on substantive matters.
XII. ADJOURN
Moved by Weir, seconded by Johnson, to adjourn the meeting at 9:00 p.m. Motion
passed unanimously.
T.M. Crosby, Jr., Mayor
Attest:
Chad M. Adams, City Administrator -Clerk
Medina City Council Meeting Minutes
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Medina City Council
April 21, 2009
ORDER CHECKS April 3. 2009 - April 16, 2009
OFFICE OF CHILD SUPPORT $246.32
CULLIGAN-METRO $68.38
ELAN FINANCIAL SERVICE $975.38
GLENWOOD INGLEWOOD $100.34
LAWSON PRODUCTS, INC $225.75
MEDIACOM $6.29
MN DEPT OF ADM $1,644.23
NAPA AUTO PART $71.48
QWEST $591.30
ACCLAIM BENEFITS $119.70
ACCURINT $42.00
BUDGET PRINTING $214.36
CENTERPOINT ENERGY $1,164.45
CIPHER LABORATORIES INC $1,845.00
DESIGNING NATURE, INC. $145.00
DOBOS $19.00
EAST CENTRAL PUBLISHING INC $275.00
EHLERS & ASSOC INC $1,852.50
ELECTRON HERDERS $225.74
FRONTIER $56.91
GOPHER STATE ONE CALL $58.00
HACH COMPANY $459.22
HAMEL BUILDING CENTER $224.63
HAMEL VOLUNTEER FIRE DEPT $34,414.49
HARMON AUTOGLASS $218.78
HEALTHPARTNERS $24,470.86
HECKSEL MACHINE INC. $297.42
HENN COUNTY DEPT OF PROP $484.70
HENN COUNTY INFO TECH $785.00
HENRYS WATERWORKS INC $444.73
HONEST AUTO $1,513.31
HOSTINGMINNESOTA.COM $24.95
KD & COMPANY $422.62
KELLYS WRECKER SERVICE $79.88
KONICA MINOLTA $890.56
KUSTOM SIGNALS INC $646.77
LAKE BUSINESS SUPPLY $333.20
LEAGUE OF MINNESOTA CITIES $708.30
LONG LAKE, CITY OF $5,411.90
METROPOLITAN COUNCIL $17,863.11
MID AMERICA METER INC $321.53
MINNEAPOLIS $59.00
MINNEAPOLIS, CITY OF $240.00
MINUTEMAN PRESS $71.98
MN BCA $270.00
MN MUN CLERKS INSTITUTE $410.00
MN UI FUND $3,226.00
NELSON ELECTRIC MOTOR $1,377.63
OFFICE DEPOT $27.47
OIL AIR PRODUCTS $124.63
ON SITE SANITATION $63.90
SUN PRESS & NEWSPAPERS $130.38
TALLEN & BAERTSCHI $5,491.21
T-MOBILE $31.64
TOLL GAS & WELDING SUPPLY $10.20
VALLEY NATL GASES $52.82
VESSCO, INC $216.85
WESTSIDE WHOLESALE TIRE $101.50
XCEL ENERGY $3,984.90
XEROX CORPORATION $34.36
Total Order Checks
E-CHECKS April 3.2009 - April 16. 2009
ACCLAIM BENEFITSL
$115,887.56
$4,065.46
FARMERS STATE BANK OF HAMEL $20.00
CITY OF MEDINA $20.00
FED/FICA $10,831.06
Meeting Minutes
126
000454E MN Deferred Comp $1,150.00
000455E PERA $10,582.60
000456E STATE OF MINNESOTA $2,462.19
Total E-Checks $29,131.31
PAYROLL CHECKS April 1 2009 — April 16, 2009
020201 LEUER, GREGORY J. $207.66
Total Payroll Checks $207.66
PAYROLL DIRECT DEPOSIT April 3, 2009 — April 16, 2009
501983 ADAMS, CHAD M. $2,797.90
501984 BARNHART, ERIN $1,372.97
501985 BELLAND, EDGAR J. $2,535.23
501986 BOECKER, KEVIN D. $2,165.69
501987 CONVERSE, KEITH A $2,217.24
501988 DAY, JEANNE M $1,883.61
501989 DINGMANN, IVAN W $1,614.30
501990 DOMINO, CHARMANE $1,381.76
501991 DRESSEL, ROBERT P. $1,447.71
501992 FINKE, DUSTIN D $1,807.89
501993 GALLUP, JODI M $1,375.06
501994 GREGORY, THOMAS $1,831.58
501995 HALL, DAVID M $1,756.04
501996 JESSEN, JEREMIAH S $1,213.39
501997 KLAERS GROTHE, ANNE M $555.00
501998 LANE, LINDA $1,271.05
501999 LEUER, GREGORY J. $1,582.70
502000 MAROHNIC, NICHOLAS $540.30
502001 MCGILL, CHRISTOPHER R. $1,576.97
502002 MCKINLEY, JOSHUA D $510.01
502003 NELSON, JASON $2,005.16
502004 PETERSON-DUFRESNE. DEBRA $1,452.81
502005 PORTINEN, TERI $1,272.93
502006 REINKING, DEREK M $1,240.43
502007 SCHERER, STEVEN T. $1,856.78
502008 VIEAU, CECILIA M $1,100.35
502009 VINCK, JOHN J. $1,641.73
Total Payroll Direct Deposit $42,006.59
Medina City Council Meeting Minutes
April 21, 2009