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MEDINA CITY COUNCIL MEETING MINUTES OF JUNE 1, 2010
The City Council of Medina, Minnesota met in regular session on June 1, 2010 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: None.
Also present: City Attorney Ron Batty, City Engineer Tom Kellogg, Sergeant Jason
Nelson, City Planner Dusty Finke, Public Works Superintendent Steve Scherer, and City
Administrator Chad Adams.
II. PLEDGE OF ALLEGIANCE
III. ADDITIONS TO THE AGENDA
It was requested to pull an item, Appointment of Public Works Maintenance
Worker/Field Inspector, from the Administrator's Report and replace the item with an
item, First Amendment to Crack Seal Agreement.
Moved by Weir, seconded by Smith, to approve the agenda as amended. Motion
passed unanimously.
IV. APPROVAL OF MINUTES
A. Approval of the May 18, 2010 Special City Council Meeting Minutes
It was noted under the E-Commerce portion, the 2" paragraph, the following sentence
should be added, "Medina believes that residents will be using electronic banking and
other comparable communities have electronic banking facilities as a convenience to
residents."
Moved by Johnson, seconded by Weir, to approve the May 18, 2010 Special City
Council meeting minutes as amended. Motion passed unanimously.
B. Approval of the May 18, 2010 Regular City Council Meeting Minutes
It was noted on page three, line 21, it should state after the first sentence, "The concern
was heightened, by the ten year phase in, for recoanizinq the city's approximately
$300,000 post retirement unfunded liabilities." On page six, line seven, it should state,
"In response to Doug Dickerson's concern that an improved Pioneer Trail would be a
detour. Adams reviewed the..." On page six, line 23, it should state, Robert Trojan,
3505 Pioneer Trail..." On page seven, line 39, it should state, "requesting 60 hook-ups,
rather than the additional hook-ups requested by area residents, as
there could be internal planning reasons for the city, not asking for 70 hook-ups. On
page eight, line 15, it should state, "main is installed, a three year timeline of-thwee
years, for residents hook up, had already been established. He stated that whether a
septic system is functioning should be valued over the age of the septic system."
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Moved by Smith, seconded by Johnson, to approve the May 18, 2010 Regular City
Council meeting minutes as amended. Motion passed unanimously.
V. CONSENT AGENDA
A. Approve 2010-2011 Liquor Licenses
B. Approve Purchase Agreement with Diane Eiden
C. Approve Part -Time Temporary Community Service Officer Job Description
and Authorize Search
D. Approve Acquisition of Truck Scales for Police Department
E. Approve Wetland Permit for Open Systems International, Inc.
F. Approve 1s1 Amendment to Agreement to Complete Landscaping at
Gramercy Club at Elm Creek
G. Approve Resident Cost -Share Grant Program Agreement for Shoreline
Restoration Program — Richard and Patricia Wulff, 2865 Lakeshore Avenue
H. Authorize Disposal of Police Vehicles at Auction
I. Resolution Requesting Hennepin County Undertake the Updating of CSAH
116 Traffic Analysis
J. Resolution Approving the Terms of the $300,000 Internal Loan in
Connection with Tax Increment Financing District No. 1-9
K. Resolution Authorizing Execution of Safe and Sober Agreement
L. Resolution Accepting Resignation of Community Service Officer Nick
Marohnic
Moved by Smith, seconded by Weir, to approve the consent agenda. Motion passed
unanimously.
VI. PRESENTATIONS
A. Hamel Volunteer Fire Department Annual Report
Chief Brandon Guest presented a brief overview of the Hamel Volunteer Fire
Department's Annual Report. He highlighted portions of the report that had significantly
changed in the past year, such as current membership, the large number of members
that have been through recent training, and the challenges in staffing a volunteer fire
department. He reported the leadership of the department and explained the role of the
management team and the use of mutual aid. He reviewed the facilities and current
equipment. He summarized the activity for 2009, explaining that approximately one third
of calls are due to medical, one third of calls are false alarms, and the remaining calls
fall into many categories, one of which is structure fires. He reviewed the average
response time for the department by district. He explained the process of dispatch for a
volunteer fire department and advised that most volunteers live within one mile of this
fire station and are able to be on the truck within four minutes. He explained that
although State budget cuts have caused a decrease in the amount of funding, grants
had recently been utilized for additional support. He reviewed the proposed operational
budget for 2010, explaining that the budget was similar to the previous year.
VII. COMMENTS
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A. Comments from Citizens on Items not on the Agenda
Eleanor Degman, representing residents of Gramercy Club at Elm Creek, thanked the
Council and staff for working with Hennepin County to develop the requested crosswalk.
She was concerned with the speed of traffic which comes from Plymouth towards the
crosswalk and questioned if there were plans for signage to alert the oncoming traffic of
the crosswalk.
Adams advised that striping would occur, as well as placement of one or two signs, to
possibly be located at and/or prior to the crosswalk.
B. Police Department — Safe and Sober Project
Nelson provided a brief overview of the safe and sober project. He mentioned the "click
it or ticket" seatbelt campaign that is currently running on the radio and advised of a
seatbelt search that was done recently in Rogers. He advised that pre- and post -
campaign surveys are done to determine if the use of seatbelts increased because of
the campaign. He stated that during the four four-hour seatbelt checks that were
completed, 500 tickets were issued. He summarized the importance of wearing a
seatbelt and advised that $100,000 in grant funds were applied for 2011 on behalf of ten
agencies, including the City of Medina.
C. Park Commission
Park Commissioner Waytas advised that the park tour would kick off this Saturday at
9:00 a.m. and reviewed the parks that would be visited during the tour.
Smith updated the Council of the dedication of Tomann Preserve that recently occurred.
D. Planning Commission
Finke advised that an update had already been provided from the previous meeting and
noted that at the next meeting of the Planning Commission, review of the staging points
system would be discussed as well as agricultural preserves.
VIII. NEW BUSINESS
A. Conservation Design Ordinance
Crosby provided a brief background regarding conservation design ordinance process,
including the creation of the Open Space Report. He explained one of the primary tools
identified in the Open Space Report to protect natural areas would be to allow a
developer to construct additional housing units in return for following the conservation
design process. He stated that he believed this would be an ordinance that could be
used voluntarily by those residents or developers with 20 acres or more.
Smith noted that this is not a given, properties would need to fit the requirements and
qualify for the process.
Dan Petrik, Barr Engineering, stated that the ultimate goal of the process is to preserve
the natural areas in Medina and reviewed the conservation objectives with the Council.
He identified the key project milestones from the March 16th Kickoff with the Council,
Park and Planning Commissions through the Council review tonight. He believed that
this concept should be thought of as an optional PUD and explained the process in
further detail. He advised that the ordinance would be flexible and malleable to work
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with, as each piece of land is different within the City. He explained that there were
different types of incentives for builders, including increased density. He reviewed
eligible properties and potential rural lots that would qualify in size and advised of the
potential density that could be allowed on the parcels.
Finke explained that some parcels in the southern portion of the City, identified by the
Met Council as a long-term sewer area, may be limited in terms of allowed density
bonuses because of a regulation of the comprehensive plan. Developments in this area
could not be allowed to exceed one unit per ten gross acres.
Petrik reviewed the other incentives offered, split by sewer and non -sewer areas. He
explained that this ordinance would help to conserve high quality resources, quality
ranking higher than quantity. He explained that the ordinance could be used by the City,
residents or developers to help guide them through the process. He explained the
buildable land concept used to determine the conservation area.
Smith commented when she believed a points system should come into play for the
collaborative process. She stated that her concern is that residents applying would first
speak with staff and then go before the Planning Commission before coming before the
Council. She felt that was too far into the process for the Council to deny a request and
that is why she saw the importance of a point based system for fairness.
Petrik reviewed specific property in the city to walk through the process and display a
sample development with increased density and an open space. He further discussed
the possible lot size with the Council, reviewing flexible options.
The Council further reviewed the proposed ordinance in detail with Petrik, providing
input and suggestions, as well as changes to the proposed language.
Crosby briefly recessed the meeting at 9:00 p.m.
Crosby reconvened the meeting at 9:05 p.m.
The Council continued to review the proposed ordinance language, providing input and
suggesting changes to the language, for the conservation design ordinance with Petrik.
Crosby stated that his concern with a point based -system is that the Council would lose
its discretion if points are reached; the Council would not have a reason for denial. He
believed that the system should instead be based upon factors.
Smith questioned how the allowed density would be justified without a point based
system; why a resident would qualify for 200 percent compared to a lesser amount.
Adams commented that staff would still have discretion when ranking the property.
Finke further explained the ranking process and advised that the factors could be
prioritized if the Council wished.
Crosby commented that he did not want to be put into a corner by someone who is
playing the point system.
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Petrik suggested possible language that could be used in regard to listing the priorities.
Finke suggested splitting the six priorities between primary and secondary.
The Council continued to discuss and review the proposed ordinance with Petrik, noting
additional comments and suggestions.
Crosby expressed his concern over the possibility of the City possessing ownership of a
conservation easement, including issues with taxes and liability. He suggested that staff
bring the proposed ordinance back before the Council with the suggested changes.
Susan Seeland, 470 Peavy Road, Wayzata, owner of property east of Homestead Trail,
stated that she believed that progress was being made by the Council in this process,
attempting to allow flexibility for the future. She suggested the discussion be held in a
worksession format again to allow for open discussion. She expressed concern over
her ability to conduct a prairie burn on her property in order to maintain the vegetation.
She confirmed that she would follow up her concerns with an e-mail directed to staff.
B. Concept Plan for Construction of Six -Unit Townhome Building -
Stauber/Rosati LLC, 705 Hamel Road
Finke reported that the plan under review is a six unit rental townhome building. He
advised that a three unit property had been approved in 2008, but explained that the
density has changed for that area since that time. He displayed an aerial photograph of
the property and reviewed the topographic changes, the Elm Creek floodpath and
wetlands, trees along the property Tines, and noted other uses and zoning districts found
in the proposed area. He explained that the applicant chose to come to the Council with
a concept plan, rather than submitting a formal application, to gain perspective on
density. He reviewed the potential variances that would be required, including parking
setbacks and maximum hardcover within the shoreland overlay. He summarized the
proposed building design and provided staff comments. He explained that park
dedication would not be required at this point and advised of the process that would be
followed, should the applicant formally apply. He noted that the applicant was also
curious as to whether there would be an incentive for low income housing. He advised
of possible incentive for that item, such as a reduction in sewer and water fees.
Crosby questioned if there was any way to meet the density requirements for the
property without having homes facing towards Hamel Road.
Finke advised that there are certainly options available, but explained that it is a difficult
property because of topography and because the parcel is narrow. He stated that the
applicant emphasizes financial difficulties for other potential layouts.
Smith commented that with the proposed layout, she did not believe that the property
would fit well into the surroundings because of, among other things, garages facing
Hamel Road.
Crosby commented that he drove by the property and noted that the surrounding
buildings are not in the best architectural condition.
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The applicant stated that he is not stuck on any set design for the building and would
actually be in favor of a four unit building with an easement around the back, if the
Council felt that would fit the density requirements.
Finke suggested alternative options for the property, but advised that the Council would
have to submit an amendment to the comprehensive plan if the density were lowered for
the property.
Weir believed that the property should be reviewed under the multi -family residential
setback requirements rather than the higher rate density requirements. She stated that
the lot itself is very difficult to work with because of the slopes. She advised that she
would be in favor of the proposed plan for the building, but shared concern over the
number of trash units that could be stored outside for the building facing the street.
Crosby discussed the possibility of a five unit building.
The applicant confirmed that while it would be easier to plan a four unit building, five
units would not provide a benefit cost -wise.
Weir questioned the cost involved in a comprehensive plan amendment.
Finke explained that an amendment to the comprehensive plan would likely not increase
review costs significantly, but it is time consuming.
The Council discussed possibilities for the concept plan and the density assigned to the
parcel.
Finke confirmed that there was not Council support for parking in the front of the parcel
and reviewed the input of the Council.
The Cguncil requested that staff investigate the possibility of a five unit development,
meeting the density requirements, given the unique parcel of property.
IX. CITY ADMINISTRATOR REPORT
A Appointment pfl hliw Works Mpirter. W rker/Field Inspector
A. First Amendment to Crackseal Agreement
Adams reported that $25,000 was approved two weeks ago by the Council and noted
that staff did not provide enough discretion. He requested up to $40,000 under the
authorization of the Public Works Superintendent.
Moved by Weir, seconded by Siitari, to direct staff to prepare an amendment to the
crackseal agreement, raising the discretionary amount from $25, 000 to $40, 000.
Motion passed unanimously.
B. Agric lture Preserve Policy Discussion
C. Schedule Special Meeting for Budget Work Session
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June 1, 2010
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Adams stated that staff was proposing two possible dates for the budget work session,
either Wednesday June 30th or Thursday July 1st
Moved by Weir, seconded by Smith, to schedule a special budget worksession meeting
for Wednesday, June 30, 2010 at 6:30 p.m. Motion passed unanimously.
D. 2010 Medina Celebration Day
Adams provided an update on the planning for Medina Celebration Day. He explained
that usually a group of citizens collects donations to fund the fireworks display. He
advised that group has not yet collected funds and noted that staff and the Council are
prevented by City policy from soliciting donations. He wanted to make the Council
aware that fireworks may not be an option for the celebration this year unless funding
comes forward.
Crosby stated that he may be able to speak to someone in the business community that
could take over the volunteer fundraising position.
Adams reported that the Field House Grand Opening Ceremony would take place at the
field house in Hamel Legion Park on Wednesday, June 23, 2010 at 5:30 p.m.
X. MAYOR & CITY COUNCIL REPORTS
Crosby stated that in the past he has held a social event at his home and questioned if
that should continue this year.
Adams advised that the event has been well received and believed that the event should
continue.
Crosby read aloud a dispute, from John Raskob at property ID# 13-118-23-43-0008 and
13-118-23-43-0016, received over an adopted assessment.
Batty noted that the appeal would have needed to be received prior to the assessment
being adopted.
Weir noted that she would attend the next meeting of the LMCC.
XI. APPROVAL TO PAY THE BILLS
Moved by Smith, seconded by Weir, to approve the bills, EFT 000746-000756 for
$31,197.43 and order check numbers 035530-035586 for $157,375.79, and payroll
check 020229 for $255.33 and payroll EFT 502789-502813 for $41,643.47. Motion
passed unanimously.
XII. CLOSED SESSION: ACQUISITION OF PROPERTY
The Council went into closed session at 11:03 p.m. to discuss the acquisition of property
at PID 03-118-23-34-0001 in Medina.
The Council returned to open session at 11:19 p.m.
Mayor Crosby stated that City Administrator Adams had been provided direction to
pursue additional information pertaining to the property acquisition at PID 03-118-23-34-
0001.
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June 1, 2010
146
XIII. ADJOURN
Moved by Smith, seconded by Johnson, to adjourn the meeting at 11:20 p.m. Motion
passed unanimously.
/2//"(
T.M. Crosby, Jr., Mayor
Attest:
Chad M. Adams, City Administrator -Clerk
Medina City Council Meeting Minutes
June 1, 2010
147
ORDER CHECKS Mav 19 2010 - Mav 27.2010
035530 EXXONMOBIL $29.90
035531 HENN COUNTY CONCILIATION $70.00
035532 HENN COUNTY CONCILIATION $70.00
035533 MID COUNTY COOP $19,659.06
035534 PITNEY BOWES $112.17
035535 SOBERG, PAUL $1,484.88
035536 KONICA MINOLTA BUS. $602.16
035537 Office of Child Support Enforc $240.00
035538 QWEST $920.91
035539 EBERT CONSTRUCTION $140.73
035540 ACCURATE RADAR SPECIALTIES $350.00
035541 ALDEN POOL & MUNICIPAL $245.81
035542 AMERICAN SUPPLY GROUP $290.92
035543 BARR ENGINERING CO $3,207.00
035544 BERTELSON TOTAL OFFICE $197.24
035545 BONESTROO INC $15,131.75
035546 BRYAN ROCK PRODUCTS $1,075.12
035547 CARLSON BUILDING SERVICES $671.26
035548 DEBRA CARNEY $10,000.00
035549 CIRCLE V SPECIALTIES, INC. $796.85
035550 COLLISION CORNER $100.00
035551 DELL MARKETING L.P $135.60
035552 DESLAURIERS & SONS INC $6,200.00
035553 EARL F ANDERSEN INC $2,412.58
035554 EGAN $237.50
035555 ELECTRON HERDERS $1,388.46
035556 EMBEDDED SYSTEMS, INC. $1,366.20
035557 GRAFIX SHOPPE • $1,576.25
035558 HACH COMPANY $166.43
035559 HAGEN CHRISTENSEN & $715.34
035560 HARMON AUTOGLASS $317.94
035561 HARTFORD LIFE $523.85
035562 HD SUPPLY WATERWORKS $192.82
035563 HEALTHPARTNERS $27,715.10
035564 HENN COUNTY SHERIFF $225.00
035565 HENRYS WATERWORKS INC $265.09
035566 HONEST AUTO LLC $247.18
035567 JOHN DEERE LANDSCAPES $1,552.10
035568 KENNEDY & GRAVEN $18,096.80
035569 METRO WEST INSPECTION $21,827.28
035570 MIDWEST ASPHALT $613.04
035571 MINUTEMAN PRESS $1,352.30
035572 MN CITY/CO MANAGEMENT $95.00
035573 MUNICIPAL CLERKS & $35.00
035574 NORTHWEST ASSOC $2,235.12
035575 OFFICE DEPOT $84.22
035576 OIL AIR PRODUCTS LLC $58.14
035577 RANDY'S SANITATION INC $2,020.08
035578 RDJ SPECIALTIES, INC. $305.47
035579 ROLF ERICKSON $6,381.44
035580 SPRINT $772.14
035581 SUN PRESS & NEWSPAPERS $208.40
035582 TIMESAVER OFFSITE $313.75
035583 TRUGREEN LAWNCARE $714.50
035584 WALZ-LUND ENTERPRISES LLC $75.00
035585 WAUSAU TILE INC $1,545.41
035586 CITY OF WAYZATA $9.50
Total Order Checks $157,375.79
Medina City Council Meeting Minutes
June 1, 2010
148
E-CHECKS May 19, 2010 - May 27.2010
000746E ACCLAIM BENEFITS LLC $2,584.66
000747E MINNESOTA, STATE OF $1,422.00
000748E FARMERS STATE BANK OF $35.00
000749E PR PERA $10,363.33
000750E PR FED/FICA $10,622.66
000751E PR MN Deferred Comp $1,075.00
000752E PR STATE OF MINNESOTA $2,349.06
000753E CITY OF MEDINA $19.00
000754E FARMERS STATE BANK OF $20.00
000755E ACCLAIM BENEFITS LLC $525.41
000756E DELTA DENTAL $2,181.31
Total Order Checks $31,197.43
PAYROLL DIRECT DEPOSIT Mav 19, 2010 —Mav 27.2010
502789 ADAMS, CHAD M. $2,762.72
502790 BARNHART, ERIN $1,371.24
502791 BELLAND, EDGAR J. $2,520.85
502792 BOECKER, KEVIN D $1,722.98
502793 CONVERSE, KEITH A $1,590.76
502794 DAY, JEANNE M. $1,961.50
502795 DINGMANN, IVAN W. $1,801.65
502796 DOMINO, CHARMANE $1,513.66
502797 FINKE, DUSTIN D $1,806.92
502798 GALLUP, JODI M. $1,365.01
502799 GREGORY, THOMAS $1,858.67
502800 HALL, DAVID M $1,783.11
502801 JESSEN, JEREMIAH S. $1,219.94
502802 KLAERS GROTHE, ANNE M. $586.53
502803 LANE, LINDA $1,271.83
502804 LEUER, GREGORY J $1,542.62
502805 MAROHNIC, NICHOLAS $1,914.76
502806 MCGILL, CHRISTOPHER R. $1,768.39
502807 NELSON, JASON $1,942.68
502808 PETERSON-DUFRESNE, DEBRA $1,291.79
502809 PORTINEN, TERI $1,260.42
502810 REINKING, DEREK M $1,395.11
502811 SCHERER, STEVEN T $2,052.97
502812 VIEAU, CECILIA M $1,086.60
502813 VINCK, JOHN J. $1,875.10
Total Payroll Direct $41,643.47
PAYROLL CHECKS Mav 19, 2010 — Mav 27, 2010
020229 JOHNSON, BRENNAN $255.33
Total Payroll Checks $255.33
Medina City Council Meeting Minutes
June 1, 2010