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MEDINA CITY COUNCIL MEETING MINUTES OF AUGUST 3, 2011
The City Council of Medina, Minnesota met in regular session on August 3, 2011 at 7:00
p.m. in the City Hall Chambers. Mayor Crosby presided.
I. ROLL CALL
Members present: Crosby, Pederson, Martinson, and Siitari.
Members absent: Weir.
Also present: City Attorney Ron Batty, City Engineer Tom Kellogg, Planner Dusty
Finke, Public Works Superintendent Steve Scherer, Interim City Administrator Doug
Reeder, and Chief of Police Ed Belland.
II. PLEDGE OF ALLEGIANCE
III. ADDITIONS TO THE AGENDA
Reeder requested to add two items to the New Business portion of the agenda:
Resolution Extending the Hamel Commons Plat, and RFP for Architect Services for the
Public Works Facility.
Moved by Pederson, seconded by Siitari, to approve the agenda as amended. Motion
passed unanimously.
IV. APPROVAL OF MINUTES
Crosby noted that five of the six minutes presented for approval tonight focused on the
hiring of a new City Administrator. He reported that an individual was chosen and
introduced Scott Johnson, noting that he would begin with the City on August 29, 2011.
A. Approval of the July 14, 2011 Special City Council Meeting Minutes
Moved by Martinson, seconded by Siitari, to approve the July 14, 2011 special City
Council meeting minutes as presented. Motion passed unanimously.
B. Approval of the July 15, 2011 Special City Council Meeting Minutes
Moved by Siitari, seconded by Pederson, to approve the July 15, 2011 special City
Council meeting minutes as presented. Motion passed unanimously.
C. Approval of the July 16, 2011 Special City Council Meeting Minutes
Moved by Pederson, seconded by Siitari, to approve the July 16, 2011 special City
Council meeting minutes as presented. Motion passed unanimously.
D. Approval of the July 19, 2011 Special City Council Meeting Minutes
Moved by Siitari, seconded by Martinson, to approve the July 19, 2011 special City
Council meeting minutes as presented. Motion passed unanimously.
E. Approval of the July 19, 2011 Regular City Council Meeting Minutes
It was noted on page two, line 23, it should state, "...W14GR4 who..." On page seven, line
19, it should state, "...between among..."
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Moved by Pederson, seconded by Martinson, to approve the July 19, 2011 regular City
Council meeting minutes as amended. Motion passed unanimously.
F. Approval of the July 21, 2011 Regular City Council Meeting Minutes
Moved by Siitari, seconded by Pederson, to approve the July 21, 2011 City Council
meeting recessed from the July 19, 2011 regular minutes as presented. Motion
passed unanimously.
V. CONSENT AGENDA
A. Approve Bingo and Raffle Permit and Temporary On -Sale Liquor License to
Holy Name of Jesus Church for September 10-11, 2011
B. Approve Fireworks Services Agreement for Medina Celebration Day
C. Approve Seal Coating Services Agreement
D. Change Time of Special City Council Meeting on August, 16, 2011 from 6:00
p.m. to 5:00 p.m.
E. Schedule Special City Council Meeting on September 6, 2011 at 6:00 p.m.
F. Resolution Accepting Donation from Thomas M. Crosby, Jr.
G. Resolution Approving Off -Site Gambling Permit to Hamel Lions Club at
3200 Mill Drive on September 24, 2011
H. Resolution Granting Extension of Time to File Final Plat for Hunter Ridge
Farm Amending Resolution No. 2011-24
Moved by Siitari, seconded by Pederson, to approve the consent agenda. Motion
passed unanimously.
VI. PRESENTATIONS
A. Resolution Recognizing Kevin Boecker for Ten Years of Service to the City
Belland recognized Officer Kevin Boecker for ten years of service to the City of Medina.
He summarized the career of Boecker with the Police Department and the different
tasks he handles. He provided an example of a situation in which Boecker went above
and beyond in his position.
Crosby recognized Boecker for his service to the City of Medina and thanked him for his
service.
Moved by Martinson, seconded by Pederson, to approve the Resolution recognizing
Kevin Boecker for ten years of service to the City of Medina. Motion passed
unanimously.
B. Resolution Recognizing Ed Belland for Twenty Years of Service to the City
Crosby presented the resolution recognizing Belland for 20 years of service to the City.
He highlighted aspects of Belland's career with the Police Department and thanked him
for his service to the City of Medina.
Belland thanked the Council for their support and believed Medina was a great City to
work for.
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Moved by Siitari, seconded by Pederson, to approve the Resolution recognizing Ed
Belland for twenty years of service to the City of Medina. Motion passed
unanimously.
VII. COMMENTS
A. Comments from Citizens on Items not on the Agenda
There were none.
B. Park Commission
Park Commissioner Jaeb provided an update from the July 20th meeting of the Park
Commission. He advised that a citizen concern had been brought forward regarding
drainage issues within a park and another lengthy discussion focused on the Pemtom
development. He noted that the Park Commission only meets once monthly but yet is
required to make two updates to the City Council within the month. He suggested that
the Park Commission only be required to make one update to the Council following their
monthly meeting.
Scherer advised that the Hamel Athletic Association would be bringing a request forward
to donate time and funds to re -grade two fields. He noted that bids had been received
for the ball field lighting project as well and advised that both items would be brought
forward to the Council in the near future for review.
Crosby stated that he would not be opposed to only receiving one update from the
Commission during the month, with the exception of a controversial item that the
Commission may need to comment on. He also thanked the Commission for their work
on the guidelines for Eagle Scout projects.
C. Planning Commission
Planning Commissioner Finke confirmed that the Planning Commission has also moved
to a Commissioner being present at a meeting only once during the month. He noted
that at the next meeting of the Planning Commission discussion would focus ordinances
regarding parking regulations, accessory dwelling units, and a request to increase the
maximum allowed impervious surface in the industrial zone.
VIII. NEW BUSINESS
A. Pemtom — Preliminary Plat, Stage II Plan, Rezoning and ROW Width
Variance, 65 Lot Subdivision —1182 Highway 55
Finke presented a request from Pemtom. He noted that this is the second step in the
approval process for the development and summarized the different aspects of the
request including zoning, comparison to the Comprehensive Plan, the preliminary plat
and dimension standards. He reviewed the results of the Meander Road traffic study
and noted that the Planning Commission approved the study as presented. He noted
that the applicant would extend sewer and water services to neighboring properties and
also reviewed the tree preservation and landscaping plans. He stated that the
recommendation of the Park Commission is to maximize the amount of land received for
park dedication. He noted that it is recommended to rezone the property in the single
family development to R-2 and the park property to public/semi-public. He noted that
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the Planning Commission recommends Stage II approval and approval of the
preliminary plat subject to the noted conditions.
Martinson requested additional clarification regarding the ten acres of park land
mentioned by the Park Commission as the report only states slightly over six acres of
park dedication.
Finke explained the park plan and noted that the City would maximize the amount of
park dedication from this parcel and hopes to combine that land with park dedication
that may be collected in the future from neighboring properties. He also further
discussed the results of the traffic study that was completed.
Crosby further discussed the results of the traffic study and believed an additional
discussion should take place to ensure that proper access for the entire project would
be provided. He wanted to ensure that the City would not be liable for improvements to
any intersection at a later date with the understanding that such access would be the
developer's responsibility. He stated that the park funds are currently low and confirmed
that the Park Commission thoroughly discussed whether to accept land or cash in
regard to the park dedication. He confirmed that the Lennar project was paying cash in
lieu of land for park dedication.
Finke provided examples of emergency situations which could cut off one access point
into a development.
Dave Nash, project engineer, introduced the members of the project team which were
present tonight including Steve Logan and Mike Spack. He provided benefits of the
landscaping island which is included in the plans.
Scherer stated that the island is an issue for plowing and provided other situations which
might be effected by the island placement.
Nash discussed the plans for filtration and noted that the raingardens originally planned
for the center entrance would be moved to alternate lots or eliminated because they
may not be needed..
Martinson confirmed that the developer had already given up two cul-de-sacs for the
ease of plowing and stated that she believed that the developer should be able to do the
island.
Crosby confirmed that if the plans were to change during the final design phase, the
Council would still be able to review the plans at the final plat approval.
Finke noted that plowing is not the only issue with the island at the entrance to the
development. He commented that if the Council were to allow the island, staff could
work with the developer to resolve the issues and find an agreeable solution.
Pederson stated that he believed the island provided curb appeal for the development.
Nash hoped that the Council would agree with the recommendation of the Planning
Commission regarding the expansion of Meander Road.
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Crosby stated that item is not included in the review at this time. He questioned the
timeline for the project.
Nash stated that he hoped to complete the grading this year, and estimated lot sales to
begin the following summer.
Siitari stated that the two access points would be separated by the proposed island and
questioned the claim that the center island at the access provided two access points.
Finke confirmed that island had already been agreed upon by the Council but agreed
that one lot could be used to provide another access point to the development with a
similar sized road connecting to the homes.
Pederson wanted to ensure that the trees proposed to be planted on the burm would be
properly maintained.
Nash clarified that the trees are actually going to be planted in the backyards of the
homes along that area and would be the responsibility of the homeowners.
Finke provided an estimate timeline for grading to begin after preliminary plat approval.
He stated that the next direction for the Council would be to direct staff to prepare the
approvals in ordinance and resolution form.
Nash explained the drainage and infiltration plans proposed for the lots. He confirmed
that the sump pumps would be located in the homes with discharge connection provided
through the development.
Pederson questioned how a homeowners association (HOA) would work and whether all
homes in the development would need to be included in the association.
Crosby stated that it is his understanding that in most developments of this nature all
homes include an agreement which includes participation in the HOA, among other
conditions.
Nash confirmed that the sale of the homes would include an agreement for membership
in the HOA.
Pederson asked for additional information regarding the letter of credit included in the
conditions.
Batty provided additional information regarding a letter of credit that had lapsed in
another project. He noted that there should not be problems with this requirement.
Moved by Pederson, seconded by Martinson, to direct staff to prepare an Ordinance
rezoning the property to the R-2 Zoning District, a Resolution approving Stage 11 Plan,
and a Resolution approving the preliminary plat. Motion passed unanimously.
B. Ordinance Amending Chapter 320 of the Code of Ordinances Regarding
Firearms, Deadly Weapons and Fireworks
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Belland presented the request to amend Chapter 320 of the Code of Ordinances,
partially due to resident complaints/input. He briefly summarized the proposed changes
to the Ordinance focusing on the hunting regulations, including the definition of family.
Crosby suggested amending the definition of family, as children can live outside of the
home but come back to hunt with their parents.
Belland noted that a homeowner can allow family or guests to hunt on their own private
land without a permit. He further explained the hunting regulations and definition of a
sensitive hunting area. He also reviewed the enforcement process and revocation of a
hunting permit.
Crosby provided an example in which there is trapping within 20 feet of a trail which is
allowed by the DNR. He suggested alternate language for the trapping regulation. He
noted that while reviewing the administrative rules he could not find a definition of
setback area and suggested that is added and language be duplicated in other areas to
provide clarity.
Crosby confirmed that the proposed ordinance would be amended as discussed and be
brought back to the Council for approval under the Consent Agenda.
Belland reviewed the administrative rules which would go into effect after Council
approval. He questioned if the notification area should have been expanded to include
those within the sensitive hunting area.
Crosby believed that the item should be included in the City Newsletter.
Belland displayed a plan/map of the City highlighting the sensitive hunting areas. He
stated that he would work with Batty to amend the ordinance and then bring the
ordinance and administrative rules approval back at the next Council meeting.
C. Resolution Extending the Hamel Commons Plat
Finke confirmed that this is not the first extension but explained that staff recommends
this extension for the Hamel Commons Plat (Wranglers), which would extend for two
years and should be the last request of this nature. He stated that this would also make
the property more marketable if this were not to move forward.
Moved by Siitari, seconded by Martinson, to approve the Resolution Extending the
Hamel Commons Plat. Motion passed unanimously.
D. RFP for Architectural Services for the Public Works Facility
Crosby stated that the public works facility would most likely be discussed at the special
meeting agenda on August 16th. He stated that in order to move forward on the timeline
proposed, staff would need to draft an RFP and obtain bids for architectural services.
Moved by Siitari, seconded by Pederson, to direct staff to prepare an RFP and obtain
bids for architectural services for the public works facility, working with the project
construction management. Motion passed unanimously.
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IX. CITY ADMINISTRATOR REPORT
A. Amendment to Personnel Policies for Termination Compensation
Reeder stated that this information is based on the previous discussion regarding
personnel policies. He briefly summarized the proposed changes to the policies
including sick leave and the retirement insurance program.
Crosby clarified information regarding vacation pay.
1. Section 5.40 Sick Leave
2. Section 5.60 Retirement Insurance Program
Moved by Martinson, seconded by Siitari, to adopt the noted changes to Personnel
Policies 5.40 Regarding Sick Leave and 5.60 Regarding the Retirement Insurance
Program. Motion passed unanimously.
X. MAYOR & CITY COUNCIL REPORTS
Reeder noted that the preliminary budget information would be sent to the Council the
following day so that review can occur before the special meeting on August 16th.
Crosby mentioned a resident call he received from a homeowner on Brockton Lane
regarding the amount of traffic due to the detour. He noted the resident suggested
police patrol and a temporary stop sign.
Belland stated that he would not be against a permanent stop sign at that location.
Moved by Siitari, seconded by Martinson, to direct Belland to investigate a stop sign on
Brockton Lane and install the stop sign if found to be necessary. Motion passed
unanimously.
Crosby stated that the homeowner had been attempting to sell his home for some time
and did not think the additional traffic would assist in that endeavor.
Martinson updated the Council on the agenda for an upcoming LMCC meeting which
would discuss the expansion of the broadband network.
Crosby advised of another communication he received regarding the 116 intersection
and noted that he would forward that information to Scherer. He provided an update on
the funding for fireworks and will continue to provide updates.
Pederson thanked the Police Department and Belland for bringing himself and the
Council to the different parties in Medina the previous night for National Night Out. He
thanked the residents who invited them to the parties as well. He stated that the Hamel
and Loretto Fire Departments would meet the following night with the consultant in
regard to the possible merger. He also thanked the Hamel Lions and Crosby for their
donations to the City.
XI. APPROVAL TO PAY THE BILLS
Moved by Pederson, seconded by Siitari, to approve the bills, EFT 001236E-001249E
for $35, 901.15 and order check numbers 037183-037230 for $176, 805.83, and payroll
EFT 503645-503672 for $45,963.88. Motion passed unanimously.
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Crosby noted that there was a press release stating that Bonestroo would be merging
with another firm and questioned if Kellogg would like to speak in that regard.
Kellogg confirmed that Bonestroo will be merging with another company, scheduled to
close in September. He stated that day to day operations should not be affected and
should continue in the same manner. He advised that with the merger the firm would
have a larger base of information and experience.
XII. ADJOURN
Moved by Pederson, seconded by Siitari, to adjourn the meeting at 8:53 p.m. Motion
passed unanimously.
T.M. Crosby, Jr., May /
Attest:
Doug edererimCity Administrator
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ORDER CHECKS June 17, 2011 - July 28, 2011
037183 Office of Child Support Enforc $240.00
037184 DEBBIE SEYDOW-BAYLISS $500.00
037185 REBECCA DRAXTEN $150.00
037186 EHLERS & ASSOC INC $3,000.00
037187 SORENSEN, JEANNE $150.00
037188 COMMERCIAL ASPHALT CO $1,465.00
037189 FARAH, PEGGY $300.00
037190 HOTSY EQUIPMENT OF MN INC $179.53
037191 LAWSON PRODUCTS, INC $179.14
037192 MORRIS ELECTRONICS INC $32.50
037193 QWEST $406.66
037194 WILSON, MAILE $150.00
037195 ALL SEASON'S SPORTS $694.47
037196 ASPEN MILLS INC $74.65
037197 BERGERON HOMES $10,000.00
037198 BUDGET PRINTING $202.96
037199 CARLSON BUILDING SERVICES INC $494.92
037200 EGAN $507.90
037201 ELITE CLEANERS & LAUNDERERS $3.20
037202 ELLIS TRADING LLC $1,391.51
037203 FERGUSON ENTERPRISES INC $40.39
037204 FIRST STUDENT, INC. $184.00
037205 GEISLINGER AND SONS INC $68,482.89
037206 HENN COUNTY JAIL $4,230.00
037207 JANS LAWN & LANDSCAPE $213.75
037208 KELLY'S WRECKER SERVICE INC $80.16
037209 KENNEDY & GRAVEN CHARTERED $20,614.44
037210 KRAEMER MINING AND MATERIALS $3,882.66
037211 LORETTO VOLUNTEER $19,830.29
037212 MARCO (LEASE) $510.50
037213 MARCO INC $251.04
037214 MEDINA GOLF & COUNTRY CLUB $525.81
037215 MINUTEMAN PRESS $2,000.44
037216 MOTHERS MOTORS/LORETTO $40.00
037217 NELSON AUTO CENTER $23,225.00
037218 OFFICE DEPOT $174.99
037219 ON SITE SANITATION $299.25
037220 CITY OF ORONO $1,888.58
037221 PEGS COUNTRYSIDE CATERING $179.87
037222 CITY OF PLYMOUTH $575.61
037223 ROLF ERICKSON ENTERPRISES INC $6,181.71
037224 SPRINT $672.35
037225 STREICHER'S $399.40
037226 SUBURBAN TIRE WHOLESALE INC $126.64
037227 TRUGREEN LAWNCARE $1,187.43
037228 CITY OF WAYZATA $43.00
037229 WEST HENNEPIN PUBLIC $828.19
037230 WESTSIDE WHOLESALE TIRE $15.00
Total Checks $176,805.83
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August 3, 2011
196
E-CHECKS June 17, 2011 — July 28, 2011
001236E PR PERA $11,772.25
001237E PR FED/FICA $12,352.45
001238E PR MN Deferred Comp $1,325.00
001239E PR STATE OF MINNESOTA $2,919.81
001240E CITY OF MEDINA $17.00
001241E FARMERS STATE BANK OF HAMEL $20.00
001242E ACCLAIM BENEFITS LLC $2,829.66
001243E MINNESOTA, STATE OF $1,219.00
001244E HARTFORD LIFE $471.45
001245E AFLAC $149.46
001246E FARMERS STATE BANK OF HAMEL $35.00
001247E ASSURANT EMPLOYEE BENEFITS $486.35
001248E ACCLAIM BENEFITS LLC $223.98
001249E DELTA DENTAL $2,079.74
Total Checks $35,901.15
PAYROLL DIRECT DEPOSIT June 17, 2011 — July 28, 2011
503645 BARNHART, ERIN A $1,465.46
503646 BELLAND, EDGAR J. $2,505.28
503647 BOECKER, KEVIN D $2,615.99
503648 CONVERSE, KEITH A. $1,762.44
503649 COONEY, DALE T. $1,120.69
503650 DAY, JEANNE M. $2,056.03
503651 DINGMANN, IVAN W. $2,100.29
503652 DOMINO, CHARMANE $1,813.71
503653 FINKE, DUSTIN D $1,924.21
503654 GALLUP, JODI M. $1,340.23
503655 GLEASON, JOHN M $1,919.85
503656 GREGORY, THOMAS $1,791.83
503657 HALL, DAVID M $1,717.44
503658 JESSEN, JEREMIAH S. $1,581.93
503659 KLAERS, ANNE M. $588.48
503660 KORDIAK, JEFFREY $670.93
503661 LANE, LINDA $1,323.85
503662 LEUER, GREGORY J $1,643.52
503663 MCGILL, CHRISTOPHER R. $1,685.06
503664 NELSON, JASON $2,624.85
503665 PETERSON-DUFRESNE, DEBRA A. $1,484.66
503666 PORTINEN, TERI $1,357.01
503667 REEDER, DOUGLAS $1,872.13
503668 REINKING, DEREK M $1,300.84
503669 SCHERER, STEVEN T $2,105.19
503670 VIEAU, CECILIA M $1,133.43
503671 VINCK, JOHN J. $2,403.55
503672 WEIR, ELIZABETH V $55.00
Total Payroll Direct Deposit $45,963.88
Medina City Council Meeting Minutes
August 3, 2011