HomeMy Public PortalAbout01/16/2018 City Council Special Meeting MinutesMEDINA CITY COUNCIL SPECIAL MEETING MINUTES
OF JANUARY 16, 2018
The City Council of Medina, Minnesota met in special session on January 16, 2018 at
4:00 p.m. at the Medina City Hall, 2052 County Road 24, Medina, MN.
I. Call to Order
Members present: Pederson, Cousineau, Mitchell, Anderson
Members absent: Martin
Also present: City Administrator Scott Johnson, Public Works Director Steve
Scherer, Public Safety Director Ed Belland, Assistant City Administrator Jodi Gallup,
and Finance Director Erin Barnhart
II. Introduction and Overview of Goal Setting Session
Johnson provided a brief overview of the meeting purpose and facilitation.
III. Overview of 2017 Work Plan
Johnson provided an overview of the 2017 Work Plan which illustrated the
accomplishment of goals by all departments. He provided information on the past year
work plan and indicated that 16 goals have been completed and that 16 of the 2017 goals
are on -going tasks or were not completed in 2017. The on -going goals from 2017 will be
incorporated into the 2018 Goals.
IV. Administration Department
Johnson and Gallup provided background on the department's functions and list of goals
for 2018.
Following discussion, the Council directed staff to contact Polaris to see if they were still
pursuing future expansion plans in Medina, staff will create a view only calendar for
future City Council events, and move forward with looking into options for garbage,
recycling and organics collection.
V. Planning Department
Finke provided background on the department's functions and list of goals for 2018.
No further direction was provided by the Council
VI. Public Works Department
Scherer provided background on the department's functions and list of goals for 2018.
Following discussion, Public Works Director Steve Scherer informed Council that he is
considering possible job title changes for staff members, continue to pursue I & I issues,
and will purchase a forfeited truck from the Police Department for use as a parks vehicle.
Medina City Council Special Meeting Minutes 1
January 16, 2018
VII. Finance
Barnhart provided background on the department's functions and list of goals for 2018.
Following discussion, Finance Director Erin Barnhart discussed updates to the water
conservation report, budget information in the spring newsletter, and evaluating utility
expenses/permit fees in 2018.
VIII. Police Department
Belland provided background on the department's functions and list of goals for 2018.
Following discussion, Chief Belland discussed the Police Reserve Program (City Council
directed staff to continue the recognition dinner for the Police Reserve Program), leasing
portable radios in 2018, provided an update on the drug task force, and discussed the
Police Departments recent steps to deal with the opioid crisis.
IX. Other Discussion Topics
No further topics were discussed.
Adjournment
Mitchell closed the meeting at 6:23 p.m.
Bob Mitchell, Mayor
Attest:
Jodi M
-A 6
Gallup, City Clerk
Medina City Council Special Meeting Minutes 2
January 16, 2018
MEDINA CITY COUNCIL MEETING MINUTES OF FEBRUARY 7, 2018
The City Council of Medina, Minnesota met in regular session on February 7, 2018 at
7:00 p.m. in the City Hall Chambers. Mayor Mitchell presided.
I. ROLL CALL
Members present: Anderson, Cousineau, Pederson, and Mitchell.
Members absent: Martin.
Also present: City Administrator Scott Johnson, City Attorney Ron Batty, City Engineer
Jim Stremel, City Planner Dusty Finke, Public Works Director Steve Scherer, and Chief
of Police Ed Belland.
II. PLEDGE OF ALLEGIANCE (7:00 p.m.)
III. ADDITIONS TO THE AGENDA (7:00 p.m.)
The agenda was approved as presented.
IV. APPROVAL OF MINUTES (7:00 p.m.)
A. Approval of the January 16, 2018 Special City Council Meeting Minutes
Moved by Pederson, seconded by Cousineau, to approve the January 16, 2018 special
City Council meeting minutes as presented. Motion passed unanimously.
B. Approval of the January 16, 2018 Regular City Council Meeting Minutes
It was noted on page three, line 11, it should state, "Anderson stated that he spoke with
two members of the Metropolitan Council who applauded the City for being number -one
the first city to present a new Comprehensive Plan. He
stated that he believes that the suggested language is very well written by staff and
supports the that language ." On page three, line 33, it should state,
"He noted that the Met Council there is a forecasted a population increase of $700,000
700,000 people in the seven -county metro area by 2040." On page three, line 41, it
should state, "...a focus in Minnesota on holding onto the water rather than passing -icon
letting it leave the state."
Moved by Anderson, seconded by Pederson, to approve the January 16, 2018 regular
City Council meeting minutes as amended. Motion passed unanimously.
V. CONSENT AGENDA (7:03 p.m.)
A. Approve 2018 Work Plan Goals
B. Reappoint Ella Kingsley and Lauren Lubenow as Youth Members to the
Medina Park Commission
Moved by Pederson, seconded by Anderson, to approve the consent agenda. Motion
passed unanimously.
VI. COMMENTS (7:03 p.m.)
Medina City Council Meeting Minutes 1
February 7, 2018
A. Comments from Citizens on Items not on the Agenda
There were none.
B. Park Commission
Scherer reported that the Park Commission met on January 17th at which time the
officers for 2018 were elected and the subcommittees were created. He stated that the
Commission also discussed goals and will hold the annual park tour during the May Park
Commission meeting.
C. Planning Commission
Finke reported that the Planning Commission met on January 18th to review the two
items which the Council will consider tonight and advised that the Planning Commission
recommended approval on both items. He stated that the Commission re-elected the
same slate of officers from the previous year. He stated that the Commission will meet
again next Tuesday to review the residential zoning districts, to ensure the ordinances
are in compliance with the draft Comprehensive Plan. He stated that the Commission
will also review the Planning Departments 2018 Work Plan.
Mitchell stated that he spoke with Finke regarding the most recent revisions to the draft
Plan that have been resubmitted to the Metropolitan Council and received confirmation
from staff that comments from the Met Council, in response to the revisions, are
anticipated within the next week.
VII. NEW BUSINESS
A. Ordinance No 629 Regarding Required Building Materials in the
Commercial Zoning Districts; Amending Chapter 8 of the City Code (7:06
p.m.)
Finke presented a request for an ordinance amendment which would add fiber cement
architectural panels in limited situations. He reviewed the existing limitations for building
materials and compared that to the proposed regulation which would allow the fiber
cement architectural panels, only over existing structures which meet the previous
building material standards. He explained that this would allow a building to be updated
in a more economic manner. He noted that the panels can mimic many different
materials. He stated that the proposed language suggests a number of limitations and
summarized the proposed limitations. He stated that the applicant is proposing a
specific brand of the product, which is twice as thick as other fiber cement panels. He
noted that staff consulted the City's building expert and no concerns were raised. He
advised that fiber cement products have been added as allowed building materials in
some zoning districts. He stated that a majority of neighboring communities allow fiber
cement panels as an accent material, and one neighboring community allows this
specific brand of fiber cement panels as a primary building material. He reported that
the Planning Commission held a public hearing at their January meeting and
recommended unanimous approval. He noted that some Commissioners expressed a
desire to look at allowing the material more broadly in additional zoning districts.
Mitchell asked if the panels would be vertical or horizontal. It was confirmed that the
panels would be installed in both directions.
Anderson asked, and received confirmation, that the material would be 5/8 of an inch.
Medina City Council Meeting Minutes 2
February 7, 2018
Mitchell stated that years ago when this material was considered, a primary concern was
installation and whether that would be done properly.
Holly Burly, project architect, stated that she spoke with the representative for the
material and this brand of fiber cement product has been in existence for 60 years and
has been used throughout the Midwest for many years. She noted that her firm has a
few installers that it use and her firm is very confident in their abilities and knowledge of
the proper installation process. She stated that the product manufacturer also provides
the opportunity to have a trainer come to the site and provide onsite training for the
installation. She stated that this brand always has been 5/8 of an inch in width.
Cousineau asked if there is longevity to this brand of siding.
Burly replied that the finish has a warranty of 15 years and if refinished, the warranty
would be extended. She noted that if there is damage to one panel, that panel can be
removed and replaced. She stated that the installer has stated that in his 15 years he
has only had to replace one panel. She noted that they have found that the 5/8 of an
inch cement board panel is far superior to the 5/16 of an inch panel product in terms of
durability and longevity.
Pederson asked for information on the warranty.
Burly replied that the warranty on the finish is 15 years.
Pederson asked if the material can be repainted.
Burly replied that the product is manufactured in Japan and the custom paint is sent to
another plant and the material is painted after the manufacturing. She stated that the
finish will be applied in production but confirmed that the material can be repainted. She
explained that if the material is refinished by an approved contractor, the warranty can
be extended.
Anderson asked for additional information on the structural safety element, specifically
the ability to support weight.
Finke stated that it is not necessarily a safety element, as all materials would need to be
structurally sound. He noted that stone or brick is heavier and therefore could require
their own structural footings while this material could be applied to the existing structure.
Mitchell stated that the Council knows this facility well and visited the site last fall. He
recognized that it is a unique site because of the location of Elm Creek and the
pedestrian entrance to the east. He stated that the west side looks rather plain and
requested that the applicant look at the west side and do the best they can to spruce up
that side as well.
Moved by Anderson, seconded by Pederson, to Adopt Ordinance No. 629 Regarding
Required Building Materials in the Commercial Zoning Districts; Amending Chapter 8 of
the City Code. Motion passed unanimously.
1. Resolution No. 2018-08 Authorizing Publication of Ordinance No.
629 by Title and Summary
Medina City Council Meeting Minutes 3
February 7, 2018
Moved by Anderson, seconded by Cousineau, to adopt Resolution No. 2018-08
Authorizing Publication of Ordinance No. 629 by Title and Summary. Motion passed
unanimously.
B. Maxxon — Lot Combination and Site Plan Review — 900 and 920 Hamel Road
(7:23 p.m.)
Finke presented the request from Maxxon to construct a 5,190-square foot addition
between the two structures that currently exist. He stated that the proposed addition
would straddle a property line and therefore there is an additional request to combine the
three lots owned by the applicant. He stated that the property is subject to a maximum
hardcover limitation of 25 percent and advised that the existing property already exceeds
that limitation. He stated that the applicant proposed to covert some of the parking lot
into a pervious, grass pave surfacing, which would offset the area of the addition. He
displayed the different elevations proposed and stated that the Site Plan is for the
addition, which complies with the building materials allowed by the zoning district. He
advised that the applicant is proposing to re-cover the sides of the existing building with
the recently approved fiber cement panels. He advised that various parts of the existing
buildings do not meet current setbacks, or elements of the zoning district, but explained
that the addition would meet the required setbacks and requirements of the zoning
district and therefore this action would not make the existing situation worse. He
reviewed the modulation, the use of glass, and multi -sided architecture requirements.
He reviewed the parking requirements and stated that the parking lot is often
underutilized as it is today. He noted that staff would want to ensure that the standards
are still met in case the user were to change. He stated that the applicant owns the
property west of Hickory Drive and will provide proof of parking on that site, which would
accommodate the additional footage.
Pederson referenced the shared parking and asked if that would be similar to what was
done on Tower Drive.
Finke stated that staff is still working with the applicant and the document will be
reviewed by Batty.
Batty stated that an easement does not work and therefore a covenant, or something
similar, will be developed which will cover all aspects of providing that parking, should it
be necessary and would also prohibit the sale, or alienation, of that property from the
subject property. He stated that he is confident that a document can be drafted that will
accommodate both measures.
Finke reported that the Planning Commission did review the request and recommended
approval of the Site Plan review and lot combination subject to the conditions discussed
and noted in the staff report.
Cousineau asked for details on grass pave.
Stremel explained that the material is a plastic grid system that comes in squares and
clicks together, which helps to keep the grass and roots stabilized and prevents the
grass and roots from being damaged when parking occurs on the surface. He stated
that it would provide structure for parking while still maintaining the grassed area. He
identified the hatched area on the east side of the parking where this material would be
used.
Medina City Council Meeting Minutes 4
February 7, 2018
Pederson stated that it appears that this would improve the current situation.
Stremel agreed that this would be a good application and would be an opportunity to
allow some of the stormwater from the parking area to infiltrate through the grass area.
Finke agreed that the grass pave would provide a stormwater benefit in addition to
offsetting the hardcover from the addition.
Mitchell referenced conditions three and four, related to parking. He suggested that the
language require the owner record a permanent parking agreement.
Moved by Cousineau, seconded by Anderson, to direct staff to prepare a resolution
approving the proposed lot combination. Motion passed unanimously.
Moved by Cousineau, seconded by Anderson, to direct staff to prepare a resolution
approving the Maxxon Site Plan Review, subject to the conditions noted in the staff
report and the minor revision as noted by Mitchell.
Further Discussion: Pederson commended staff for working with this existing business
that has been in Medina for many years, to find a compromise that will allow the building
to be updated.
Johnson agreed that Finke and Scherer have done an excellent job working with the
applicant on this project and the road project.
Mitchell agreed that the City is very happy with Maxxon and to have the business in
Medina.
Motion passed unanimously.
VIII. CITY ADMINISTRATOR REPORT (7:42 p.m.)
Johnson reported that the Council will need to call for a special meeting on March 8th at
7:30 a.m. for the 2018 Business Forum and Business Tours. He stated that the
businesses for the tour have not yet been chosen and staff is open to suggestions from
the Council.
Moved by Cousineau, seconded by Pederson, to call for a special City Council meeting
on March 8, 2018 at 7:30 a.m. for the 2018 Business Forum and Business Tours.
Motion passed unanimously.
Johnson stated that the Elm Creek Watershed District has roughly $1,400,000 in
projects planned for 2018 but noted that the Watershed District has a cap of $500,000
for its annual CIP. He explained that the Watershed is asking for approval to go over its
cap and therefore he has requested additional details on the proposed projects. He
noted that once he receives the additional information, he will bring that forward to the
Council.
IX. MAYOR & CITY COUNCIL REPORTS (7:44 p.m.)
Medina City Council Meeting Minutes 5
February 7, 2018
Anderson noted that earlier in the day he attended the Long Lake Fire Department
quarterly review and advised that the organization did a great job outlining the services
provided to Medina in 2017 and the plans for 2018.
Cousineau reported that she attended the Freeze Your Buns event this past weekend
and commended the Police and Fire Department members that attended the event.
Mitchell noted that an employee from Polaris recently took part in the 135-mile event in
northern Minnesota. He proposed that the City write a letter to the employee and
recognize her incredible accomplishment.
Mitchell commented that the goal session on January 16th between staff and the Council
went well. He stated that a quality product was developed, and the Council is lucky to
have this process and the great staff members. He commented that the Medina police
department contributed in support of the Super Bowl and thanked the department for
their contribution. He stated that in the last few years the finance department has been
improved, as well as the metrics used for comparison purposes. He stated that the audit
is in process and additional data will be provided, as suggested the previous year. He
stated that the previous summer, an analysis was done regarding employee salaries and
the rate of increase as compared to other entities. He noted that employee benefits will
be added into the analysis this year which will provide the total cost per employee.
X. APPROVAL TO PAY THE BILLS (7:50 p.m.)
Moved by Anderson, seconded by Pederson, to approve the bills, EFT 004469E-
004497E for $1,841,035.18 and order check numbers 046854-046928 for $214,189.92
and payroll EFT 0508424-0508450 for $51,982.80. Motion passed unanimously.
Xl. ADJOURN
Moved by Anderson, seconded by Cousineau, to adjourn the meeting at 7:50 p.m.
Motion passed unanimously.
Attest:
Jodi Gallup
A 6 diAf
City Clerk
t 3 2Xte,1,4)
Bob Mitchell, Mayor
Medina City Council Meeting Minutes 6
February 7, 2018
ORDER CHECKS JANUARY 16.2018 - FEBRUARY 7. 2018
046854 ALLINA HEALTH SYSTEM $20.00
046855 MINNESOTA U.I. FUND $1,301.39
046856 BANK OF MAPLE PLAIN $37,170.00
046857 KANODIA, KRISHNA $250.00
046858 OSHEA, CAITLIN $150.00
046859 CARRITHERS, JOHN/HANNAH ............. $150.00
046860 FIELDS OF MEDINA HOMEOWNERS $250.00
046861 KILARI, MUKHARJEE $150.00
046862 LUECK, RICHARD $31.17
046863 MARTIN, JAMES/LAURA $$
00.00
046864 OPEN SYSTEMS INTERNATIONAL $1,256.75
046865 PATEL, KAVITA/KETAN $250.00
046866 QURAISHI, NAGHMA $250 00
046867 ASPEN MILLS INC $149.95
046868 DOBOS $108.62
046869 HENN COUNTY TAXPAYER SVCS DEPT $1,852.66
046870 HENN CTY RESIDENT/REAL ESTATE $70.00
046871 HOLIDAY FLEET $25.27
046872 HYDRO-KLEAN LLC.. $768.00
046873 KENNEDY & GRAVEN CHARTERED $8,317.51
046874 LEAGUE OF MN CITIES INS.TRUST . $325.00
046875 MN DNR ECO-WATERS $2,608.82
046876 RDJ SPECIALTIES, INC. $229.87
046877 SIEMENS INDUSTRY INC $379.00
046878 STREICHER'S .98
046879 TOTAL CONTROL SYSTEMS INC. $$35$35.98
046880 WSB & ASSOCIATES $40,849.00
046881 BOHNENBLUST, SAMANTHA $250.00
046882 KHANKARI, RAJ $250.00
046883 MN POLLUTION CONTROL AGENCY $400.00
046884 STUCKEY, RHONDA $250.00
046885 ADAM'S PEST CONTROL INC $216.18
046886 AXON ENTERPRISE INC $315.00
046887 BEAUDRY OIL & PROPANE $4,287.55
046888 BRAUN, ROBERT $890.00
046889 BURDAS TOWING
$224.00
046890 CORE & MAIN LP $18,885.00
046891 DAKOTA CTY TECH COLLEGE 0
.0 $400
046892 DITTER INC $400.
046893 ECM PUBLISHERS INC $ 36. 1
046894 ELM CREEK WATERSHED $18,777.07
046895 F & M BANK $130.00
046896 FBI NATIONAL ACADEMY ASSOC INC $105.00
046897 FERGUSON ENTERPRISES INC $81.16
046898 GOPHER STATE ONE CALL $$
0.00
046899 GRAINGER $238.72
046900 HOTSY EQUIPMENT OF MN INC $27.00
046901 INTL ASSOC OF CHIEFS OF POLICE $150.00
046902 LANO EQUIPMENT INC.......... $89.19
046903 LAW ENFORCEMENT LABOR $392.00
046904 LEAGUE OF MINNESOTA CITIES $900.00
046905 CITY OF LONG LAKE. $31,923.90
046906 CITY OF MAPLE PLAIN $5,778.00
046907 MARCO INC $32.82
046908 MATHESON TRI-GAS INC $$32.82
046909 METRO ALARM CONTRACTORS INC $108.17
046910 METRO ELEVATOR INC $180.00
046911 METROPOLITAN CONSORTIUM $1,250.00
046912 MN AWWA $245.00
046913 MAS MODERN MARKETING INC .14 $199
046914 MOTLEY AUTO SERVICE LLC $199.14
046915 NAPA OF CORCORAN INC $128.24
046916 NELSON ELECTRIC MOTOR REPAIR $770.00
046917 OFFICE DEPOT $220:12
046918 PIONEER-SARAH CREEK $14,17000
046919 ROLF ERICKSON ENTERPRISES INC $7,422.37
046920 SITEONE LANDSCAPE SUPPLY LLC $152.61
046921 SUBURBAN TIRE WHOLESALE INC . $570.20
Medina City Council Meeting Minutes 7
February 7, 2018
046922 SUMMIT COMPANIES $570.00
046923 SUN LIFE FINANCIAL $1,270.59
046924 SUPPLY SOLUTIONS LLC $339.71
046925 TEGRETE CORP $1,314.00
046926 TIMESAVER OFFSITE $426.00
046927 MN DVS $73.50
046928 WESTSIDE WHOLESALE TIRE $92.00
Total Checks S214,189.92
ELECTRONIC PAYMENTS JANUARY 16, 2018 — FEBRUARY 7.2018
004469E FARMERS STATE BANK OF HAMEL $125.00
004470E SELECT ACCOUNT $1,177.00
004471E BOND TRUST SERVICES CORP $1,473,371.25
004472E PR PERA $15,341.76
004473E PR FED/FICA $15,913.59
004474E PR MN Deferred Comp $2,470.00
004475E PR STATE OF MINNESOTA $3,641.38
004476E SELECT ACCOUNT $1,161.15
004477E CITY OF MEDINA $20.00
004478E SELECT ACCOUNT $408.65
004479E FARMERS STATE BANK OF HAMEL $40.00
004480E MEDINA MP LLC $306,187.00
004481E MINNESOTA, STATE OF $2,817.00
004482E CULLIGAN-METRO $32.75
004483E AFLAC $394.88
004484E PITNEY BOWES POSTAGE BY PHONE $1,000.00
004485E SELECT ACCOUNT $6.18
004486E WRIGHT HENN COOP ELEC ASSN $2,968.66
004487E SELECT ACCOUNT $966.95
004488E VALVOLINE FLEET SERVICES $133.47
004489E XCEL ENERGY $3,907.24
004490E ELAN FINANCIAL SERVICE $2,746.26
004491E KONICA MINOLTA $168.48
004492E FARMERS STATE BANK OF HAMEL $125.00
004493E DELTA DENTAL $2,548.90
004494E CIPHER LABORATORIES INC. $1,189.00
004495E VERI20N WIRELESS $1,263.25
004496E MARCO (LEASE) $774.48
004497E MEDIACOM OF MN LLC $135.90
Total Electronic Checks $1,841,035.18
PAYROLL DIRECT DEPOSIT JANUARY 24, 2018
0508424 ALTENDORF, JENNIFER L $1,458.23
0508425 BARNHART, ERIN A. $2,326.52
0508426 BELLAND, EDGAR J $2,765.70
0508427 BOECKER, KEVIN D. $2,558.65
0508428 CONVERSE, KEITH A $2,398.70
0508429 DINGMANN, IVAN W $2,196.85
0508430 ENDE, JOSEPH $1,548.27
0508431 FINKS, DUSTIN D. $2,352.49
0508432 GALLUP, JODI M $1,800.08
0508433 GLEASON, JOHN M. $2,019.93
0508434 GREGORY, THOMAS $2,102.08
0508435 HALL, DAVID M. $2,240.97
Medina City Council Meeting Minutes 8
February 7, 2018
0508436 JESSEN, JEREMIAH S $2,257.04
0508437 JOHNSON, SCOTT T. $2,407.65
0508438 KIESER, NICHOLAS $474.67
0508439 KLAERS, ANNE M $1,262.28
0508440 LANE, LINDA $1,635.80
0508441 LEUER, GREGORY J. $2,150.13
0508442 MCGILL, CHRISTOPHER R $1,748.64
0508443 MCKINLEY, JOSHUA D $1,935.95
0508444 NELSON, JASON $2,226.64
0508445 PETERSON, DEBRA A $1,851.35
0508446 REINKING, DEREK M $2,124.79
0508447 ROBBINS, MELISSA $793.73
0508448 SCHARF, ANDREW $1,644.66
0508449 SCHERER, STEVEN T. $2,437.01
0508450 VIEAU, CECILIA M. $1.263.99
Total Payroll Direct Deposit $51,982.80
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