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MEDINA CITY COUNCIL MEETING MINUTES OF JUNE 15, 2010
The City Council of Medina, Minnesota met in regular session on June 15, 2010 at 7:00
p.m. in the City Hall Chambers. Mayor Crosby presided.
I. ROLL CALL
Members present: Crosby, Johnson (arrived at 7:09 p.m.), Siitari, Smith, and Weir.
Members absent: None.
Also present: City Attorney Ron Batty, City Engineer Tom Kellogg, City Planner Dusty
Finke, Public Works Superintendent Steve Scherer, Finance Director Jeanne Day, City
Administrator Chad Adams and Recording Secretary Amanda Staple.
II. PLEDGE OF ALLEGIANCE
III. ADDITIONS TO THE AGENDA
It was requested to add item, an Ordinance Adopting an Amended Fee Schedule, to the
New Business Section and an item, Discussion Regarding Portable Bathrooms in the
Parks, to the City Administrator's Report.
Moved by Weir, seconded by Siitari, to approve the agenda as amended. Motion
passed unanimously.
IV. APPROVAL OF MINUTES
A. Approval of the June 1, 2010 Regular City Council Meeting Minutes
It was noted on page three, line 39, it should state, "...veluntaFy ordinance that could be
used voluntarily..." On page three, line 42, it should state, "Smith noted that this is not a
given, properties..." On page four, line 16, it should state, "...should come into play for
the collaborative process." On page four, line 20, it should state, "...points based
system for faimess." On page five, line 43, it should state, "...into the surroundings
because of, among other things, garages facing Hamel Road."
On page six, line five, it should state, "...multi -family residential setback requirements
rather than the higher density requirements." On page six, line eight, it should state,
"...number of trash units that would could be used stored outside for the building facing
the street." On page six, line 20, the following sentence should be added, "The Council
requested that staff investigate the possibility of a five unit development, meeting the
density requirements, given the unique parcel of property." On page seven, line 19, it
should state, "...aloud a dispute, from John Raskob at property ID# 13-118-23-43-0008
and 13-118-23-43-0016, received over..."
Moved by Weir, seconded by Smith, to approve the June 1, 2010 Regular City Council
meeting minutes as amended. Motion passed unanimously.
V. CONSENT AGENDA
A. Approve Change Order No. 2 to County Road 116 Trail
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for therEnol ve of Medina at 32 12 Hunter Drive
C. Resolution Appointing Election Judges for the August 10, 2010 Primary
Election and November 2, 2010 General Election
D. Resolution Appointing Absentee Ballot Board Election Judges for the
August 10, 2010 Primary Election and November 2, 2010 General Election
E. Resolution Certifying Delinquent City Charges for Services to the Hennepin
County Auditor for Collection in 2011
Weir asked to remove item B, (Authorize Publication of Environmental Site Assessment
Worksheet (EAW) for the Enclave of Medina at 3212 Hunter Drive), from the consent
agenda.
Moved by Weir, seconded by Johnson, to approve the consent agenda. Motion
passed unanimously.
B. Authorize Publication of Environmental Site Assessment Worksheet (EAW)
for the Enclave of Medina at 3212 Hunter Drive
Weir clarified that only eight acres of woodland would be left on the proposed site and
noted that landscaping was also counted in the amount of woodland area. She believed
the document was inaccurate and was not in favor of approving the document as is.
Moved by Weir, seconded by Smith, to authorize publication of environmental site
assessment worksheet for the Enclave of Medina at 3212 Hunter Drive, amending page
eight of the environmental assessment to accurately record true woodland area within
the development. Motion passed unanimously.
VI. COMMENTS
A. Comments from Citizens on Items not on the Agenda
Susan Seeland, 470 Peavy Road, stated that she met with Councilmember Weir
regarding environmental information included in a report. She read a written request
that her farm be removed from the open space report, as it was previously classified as
a regionally significant natural area, and is no longer in the prairie state. She is again
requesting that her farm be removed from the inventory.
Councilmember Weir acknowledged that she did bring the item forward to the Council at
a prior meeting for discussion.
B. Park Commission
Park Commissioner Janet White reported that the annual park tour was held Saturday,
June 5, 2010, and reviewed the parks which had been visited during the tour. She
noted that the park tour would be followed with comments during the regular meeting of
the Park Commission. She summarized the other items that would be discussed at the
regular meeting of the Commission, including the 2011 Capital Improvement Plan and
the park dedication fund.
Crosby noted items that he believed should be discussed during the budget discussions
for the Park Commission, as he felt that priorities should be identified, due to the low
balance in the park dedication account. He noted that the fund would not be
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replenished at the rate it had in the past because of the low rate of development in the
current economy.
Smith commented how well the Hamel field house has tumed out.
C. Planning Commission
Planning Commissioner Kathleen Martin reported that a public hearing was held the
previous week by the Planning Commission to discuss a proposed staging plan
ordinance.
VII. NEW BUSINESS
A. Resolution Awarding the Sale of General Obligation Improvement Bonds,
Series 2010A, in the Original Aggregate Principal Amount of $315,000;
Fixing their Form and Specifications; Directing their Execution and
Delivery; and Providing for their Payment
Dave Callister, Ehlers and Associates, advised that a bond sale occurred earlier today
for $315,000 in general improvement bonds, slated to finance two road improvement
projects in the City. He explained the best method for bonding in this situation, because
of the low amount of the request, and reported that the low bid was a local bank, the
Bank of Maple Plain, with a true interest rate of 3.1416 percent. He summarized
information for the proposed bonds, including payment terms.
Moved by Johnson, seconded by Smith, to approve the resolution awarding the sale of
General Obligation Improvement Bonds, Series 2010A, in the Original Aggregate
Principal Amount of $315,000; Fixing their Form and Specifications; Directing their
Execution and Delivery; and Providing for their Payment to the Bank of Maple Plain.
Motion passed unanimously.
Weir discussed the possibility of bonding for two years worth of projects at a time, rather
than bonding on a yearly basis, to save additional funds.
Adams stated that Staff would prefer the discretion to modify projects and bond
amounts annually, particularly if the City is able to delay projects to future years
depending on the seasonal affects on road conditions, as was the case for 2010 where
four projects were initially planned and only two are now being completed.
B. Final Financial Management Plan Presentation
Dave Callister, Ehlers and Associates, presented the City of Medina Financial
Management Plan to the City Council. He explained that Ehlers has been working with
City staff for the past two years to develop this plan, which can be used on an ongoing
basis. He explained what a financial plan is, and how it could be used to benefit a
community. He advised that a financial plan could assist in improving the bond rating of
the community; as well as assisting with internal processes, such as the comprehensive
plan, budget process, and capital improvement plan. He reviewed the proposed road
improvement fund and projects that are proposed annually from 2011 through 2015. He
discussed the assumed equations that were used in the report, including the tax rate.
Johnson commented that he found this plan to be a useful tool that could be used to
determine what impact a decision would have on the community.
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Dave Callister further reviewed the information in the financial management plan with
the Council, providing further clarification and explaining which items could be adjusted.
He explained that, if followed, the policies included in the plan would keep the City in
excellent financial condition. He summarized that the long-term plan offers a chance to
look ahead and make adjustments as actual tax base changes materialize. He
explained that while the City currently has relatively low debt levels and debt as
percentage of levy, as growth continues this will change. He advised that the City
should continue multi -year fiscal planning to assist in leveling the tax rate and tax
impacts, and in completing necessary infrastructure projects. He stated that the City
would now have access to the planning tool and could insert different situations into the
plan to determine the long-term impact.
Moved by Weir, seconded by Johnson, to adopt the Final Financial Management Plan.
Motion passed unanimously.
C. Leawood Farm 3`d Addition at 3415 Leawood Drive Preliminary Plat
Crosby noted that he would have a conflict of interest in this item and would let Smith
preside over this discussion.
Finke provided background information regarding the Leawood Farms development and
the proposed request. He advised the proposed size for both lots one and two, located
at 3415 Leawood Drive, and noted that both lots would meet or exceed the required lot
area and setback for the zoning district. He explained a condition would be noted
regarding an existing shed located on the property, and reported that the applicant has
submitted the required documentation providing existence of suitable soils. He stated
that Leawood Drive is a private road, and approval would be needed for another access
point on the private road. He advised that two wetlands are located on the property, and
although no impact is proposed at this time, an exception would be requested to the
buffer requirements. He advised that the wetland buffer is met in most cases but noted
that some areas would require an exception as the existing buffer is only 25 feet. He
advised that the requirements could be reduced by the Council to 75 percent of the
minimum, 22.5 feet, which would then meet the existing minimum buffer of 25 feet in
those areas. He advised that staff and the Planning Commission recommend approval
of the request, subject to the noted conditions.
Moved by Weir, seconded by Siitari, to direct Staff to prepare a resolution for preliminary
plat approval. Crosby abstained from the vote. Motion passed unanimously.
D. Agricultural Preserve Policy Discussion
Adams asked for further clarifications in regard to agricultural preserve and whether the
Council would like to establish a policy, or continue to review property on an individual
basis by request.
Crosby noted that he owns land through a partnership, which is currently in agricultural
preserve.
Finke stated that in the past the City has been reactive in the process of agricultural
preserve and has reviewed property on a case by case basis; there are currently three
within the City. He advised that with the current changes to green acres, and because
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of a request made by a property owner, staff was requesting further direction from the
Council regarding whether a policy should be developed for agricultural preserve.
Smith questioned if the City has a legal obligation to identify these properties.
Finke did not believe that the City had a legal obligation to identify the properties.
Weir discussed types of low impact farming that would be allowed and questioned if
large numbers of people had inquired on this classification.
Batty stated that historically the City has not had many of these requests and explained
that requests were previously handled individually, on a case by case basis.
Crosby questioned if it would be legal for the City to request that a resident asking for
agricultural preserve classification be asked to sign money in lieu agreements, which
would charge for services such as Police and Fire. He noted that the Fire Department
was on hand at his property to monitor a brush fire.
Finke explained the difference between green acres and agricultural preserve
classifications, including fiscal differences.
Batty clarified that the Council could either continue to review property on a case by
case basis, or develop a map that would identify areas within the City that would be
eligible for the classification.
It was the consensus of the Council to continue to review agricultural preserve requests
on a case by case basis.
Jack Wahlfors, 1525 Deerhill Road, stated that he does have a piece of property within
Medina and is currently considering whether to request agricultural preserve
classification. He noted that fruit is grown on his property and some members of the
public, which visit his property to purchase and pick fruit, have asked what will happen to
the farm when he is gone. He noted that the agricultural preserve classification would
stay with the property for eight years, which may help to ease his concern over what will
happen to his farm when he is gone.
Smith believed that the thoughts expressed by the resident are exactly the reason for
the agricultural preserve classification, as this would keep a rural area within Medina.
She noted that the farm is enjoyed by residents and contributes to the intended feel of
the City.
E. Ordinance Adopting an Amended Fee Schedule
Adams explained that the State surcharge has been raised and therefore would require
the City to amend the fee ordinance to reflect this change.
Moved by Weir, seconded by Smith, to approve an ordinance adopting an amended fee
schedule. Motion passed unanimously.
A. F. Discussion Regarding Portable Bathrooms at the Parks
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Adams stated that additional restrooms had been requested, in the form of portable
bathrooms, at Hamel Field. He noted that he was unsure that additional bathrooms
would be needed, as the community bathroom has been installed.
Weir advised that the request is for portable bathrooms and believed that the issue was
more of convenience, rather than demand.
Adams stated that staff recommends that the request be reviewed by the Park
Commission.
VIII. CITY ADMINISTRATOR REPORT
B. Appointment of Public Works Maintenance Worker/Field Inspector
Adams reviewed the position of public works maintenance worker/field inspector and
advised that staff is recommending John M. Gleason for the position. He noted the
proposed hourly wage for the proposed worker within the wage scale of the City.
Scherer advised that Mr. Gleason has worked with the City previously, on a part-time
basis and different projects, and stated that he would fit within the department well. He
had positive comments as to Mr. Gleason's work ethic and qualification for the position.
Moved by Smith, seconded by Johnson, to appoint John M. Gleason to Public Works
Maintenance Worker/Field Inspector as defined in the attached memo. Motion passed
unanimously.
C. Schedule Special Meeting to Canvass General Election Results
Adams advised that a time period of three to ten days is required before the election
results could be reviewed and noted that a special meeting would need to be held
following the election. He advised of three available dates for the special meeting.
Moved by Weir, seconded by Siitari, to reschedule the regular meeting to canvass
general election results for Monday, November 8, 2010, at 7:00 p.m. Motion passed
unanimously.
IX. MAYOR & CITY COUNCIL REPORTS
Weir attended the LMCC presentation regarding fiber-optic networks and stated that she
was impressed with the information provided. She passed out information regarding the
proposed system and noted that all 19 cities within the LMCC would need to support the
system in order for it to move forward. She summarized the phased plan of the LMCC
to move forward on the fiber-optic system and noted challenges faced by a city that
recently installed that technology. The Council questioned the cost and financing of such
a network. She summarized her recent trip to Washington D.C. to discuss gaining
potential funding for the improvement of Highway 55.
Smith noted that the Northwest League of Cities is planning a workshop that would be
hosted by the organization this fall and provided a brief update to the Council.
Crosby noted that he would not be present at the July 6, 2010 meeting.
X. APPROVAL TO PAY THE BILLS
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157
Moved by Weir, seconded by Siitari, to approve the bills, EFT 000757-000764 for
$30,559.33 and order check numbers 035587-035651 for $178,241.14, and payroll
checks 020230-020231 for $374.39 and payroll EFT 502814-502842 for $43,009.45.
Motion passed unanimously.
XI. CLOSED SESSION: ACQUISITION OF PROPERTY
The Council went into closed session at 9:00 p.m. to discuss the acquisition of property
at PID 03-118-23-34-0001 in Medina.
The Council returned to open session at 9:34 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.
XII. ADJOURN
Moved by Weir, seconded by Smith, to adjourn the meeting at 9:35 p.m. Motion
passed unanimously.
T.M. Crosby, Jr., Ma or
Attest:
Chad M. Adams, City Administrator -Clerk
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June 15, 2010
158
This Page Intentionally Left Blank
Medina City Council Meeting Minutes
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159
ORDER CHECKS Mav 28, 2010 - June 9, 2010
035587 AFLAC $149.46
035588 CULLIGAN-METRO $32.38
035589 GLENWOOD INGLEWOOD $99.65
035590 NAPA $133.81
035591 WHCEA $2,440.46
035592 AGGREGATE INDUSTRIES $1,379.27
035593 WILLIAM OR THELMA BRYSON $2,750.00
035594 CAREFREE SERVICES INC $186.20
035595 COMMERCIAL ASPHALT CO $645.01
035596 ELAN FINANCIAL SERVICE $818.16
035597 Office of Child Support Enforc $240.00
035598 PITNEY BOWES POSTAGE BY $1,000.00
035599 VALVOLINE FLEET SERVICES $130.40
035600 ALDEN POOL & MUNICIPAL $85.72
035601 AMERICAN SUPPLY GROUP $153.00
035602 ASSURANT EMPLOYEE $453.83
035603 BUDGET PRINTING $14.77
035604 CENTERPOINT ENERGY $166.76
035605 CIPHER LABORATORIES INC. $2,040.78
035606 CSC CREDIT SERVICES $50.00
035607 DELL MARKETING L.P $5,300.74
035608 ELECTRON HERDERS $1,948.75
035609 ELM CREEK WATERSHED $6,910.95
035610 ENGEL WATER TESTING INC $200.00
035611 FRONTIER $57.48
035612 GARY'S DIESEL SERVICE $1,973.87
035613 GMH ASPHALT CORP $56,832.87
035614 GOPHER STATE ONE CALL $538.20
035615 HAMEL LUMBER & SUPPLY INC $555.04
035616 HD SUPPLY WATERWORKS $195.31
035617 HENN COOPERATIVE SEED $90.30
035618 HENN COUNTY INFO TECH $806.02
035619 HENN COUNTY SHERIFF $687.66
035620 HOSTINGMINNESOTA.COM $17.98
035621 HOTSY EQUIPMENT OF MN INC $49.78
035622 ICS HEALY RUFF $5,224.93
035623 CHRISTOPHER P KANE $10,000.00
035624 LARSON COMPANIES INC $3,512.57
035625 LAW ENFORCEMENT LABOR $336.00
035626 LEMOND, GREG $320.00
035627 LEXISNEXIS RISK DATA MGMT $38.00
035628 MEDIACOM OF MN LLC $46.95
035629 MEDTOX LABS $50.00
035630 METROPOLITAN COUNCIL $4,158.00
035631 METROPOLITAN COUNCIL $16,532.55
035632 METRO WEST INSPECTION $3,677.64
035633 MINNESOTA CONWAY $336.15
035634 MN COUNTY ATTORNEYS ASN $50.00
035635 MOTHERS MOTORS/LORETTO $65.00
035636 NORTHWEST ASSOC $2,280.02
035637 OFFICE DEPOT $393.98
035638 OFFICE OF ENTERPRISE $10.00
035639 ON SITE SANITATION $213.75
035640 PIONEER-SARAH CREEK $3,961.75
035641 PLYMOUTH WAYZATA YOUTH $800.00
035642 PRECISION SEALCOATING INC $31,347.18
035643 SCHARBER & SONS, INC $203.26
035644 SIGNS UNLIMITED $660.44
035645 SUN PRESS & NEWSPAPERS $291.22
035646 SYMBOLARTS $315.00
035647 TALLEN & BAERTSCHI $3,908.33
035648 TIMESAVER OFFSITE $251.25
035649 VALLEY NATL GASES LOC93 $57.65
035650 WESTSIDE WHOLESALE TIRE $32.75
035651 XEROX CORPORATION $32.16
Total Order Checks $178,241.14
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June 15,2010
160
E-CHECKS Mav 28.2010 - June 9, 2010
000757E ACCLAIM BENEFITS LLC $4,655.25
000758E PR PERA $10,814.05
000759E PR FED/FICA $10,799.55
000760E PR MN Deferred Comp $1,075.00
000761E PR STATE OF MINNESOTA $2,463.57
000762E CITY OF MEDINA $18.00
000763E FARMERS STATE BANK OF $20.00
000764E ACCLAIM BENEFITS LLC $713.91
Total Order Checks $30,559.33
PAYROLL DIRECT DEPOSIT Mav 28.2010 —June 9.2010
502814 SIITARI, MIKE $190.87
502815 ADAMS, CHAD M $2,762.71
502816 BARNHART, ERIN A $1,371.23
502817 BELLAND, EDGAR J. $2,484.91
502818 BOECKER, KEVIN D $2,495.01
502819 CONVERSE, KEITH A. $2,367.80
502820 COONEY, DALE T. $335.49
502821 CROSBY, THOMAS M. JR. $327.07
502822 DAY, JEANNE M. $1,961.50
502823 DINGMANN, IVAN W. $1,860.01
502824 DOMINO, CHARMANE $1,674.04
502825 FINKE, DUSTIN D $1,806.92
502826 GALLUP, JODI M. $1,365.01
502827 GREGORY, THOMAS $1,836.80
502828 HALL, DAVID M $2,001.78
502829 JESSEN, JEREMIAH S. $1,291.05
502830 KLAERS GROTHE, ANNE M. $586.53
502831 LANE, LINDA $1,271.82
502832 LEVER, GREGORY J $1,833.63
502833 MCGILL, CHRISTOPHER R. $1,593.47
502834 NELSON, JASON $2,407.73
502835 PETERSON-DUFRESNE, DEBRA $1,291.78
502836 PORTINEN, TERI $1,260.41
502837 REINKING, DEREK M $1,270.22
502838 SCHERER, STEVEN T $1,901.00
502839 SMITH, CAROLYN A. $230.87
502840 VIEAU, CECILIA M $1,086.59
502841 VINCK, JOHN J. $1,912.33
502842 WEIR, ELIZABETH V $230.87
Total Payroll Direct $43,009.45
PAYROLL CHECKS Mav 28.2010 — June 9.2010
020230 JOHNSON, BRENNAN $147.76
020231 JOHNSON, DANIEL $226.63
Total Payroll Checks 074.39
Medina City Council Meeting Minutes
June 15, 2010