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MEDINA CITY COUNCIL MEETING MINUTES OF AUGUST 7, 2001
The City Council of Medina, Minnesota met in regular session on August 7, 2001 at 7:30 p.m. in
the City Hall Chambers. Mayor John Ferris presided.
Members present: Ferris, Lane, Smith, and Workman.
Members absent: Zietlow.
Also present: Police Chief Ed Belland, Attorney Ron Batty, Public Works Director Jim Dillman,
City Engineer Tom Kellogg, Planning & Zoning Administrator Loren Kohnen, and Administrator
Clerk -Treasurer Paul Robinson.
1. Approval of the Minutes from November 21, December 5, December 11, and December
19, 2000, and January 2 and January 16, 2001 City Council Meetings
Correction: there were two meetings where Jim Lane was marked as absent where he arrived
during the meeting. Those were amended.
Moved by Carolyn Smith, seconded by Bruce Workman, to approve the minutes as amended.
Motion passed unanimously.
2. Comments from Residents in Attendance on Items Not on the Agenda
There were none.
3. Park Commission Comments
There were none.
4. Planning Commission Comments
Loren Kohnen said that on the agenda that Jack Day will be back for a conditional use permit.
The lighting ordinance will also be on, as well as a couple additional issues. He said that he has
had meetings in the last week with Wright Hennepin Electric, who is looking to locate a
substation somewhere in the Pioneer/Chippewa and the northwest area of the City. They may
even want to purchase a lot in Covey Run for the substation. This would come before the
Council for discussion before a substation was approved.
5. Consent Agenda
A. Gambling Permit for a Raffle sponsored by the Church of St. John the Baptist.
B. Church of St. Anne's On Sale Liquor and Gambling License.
C. Resolution 01-42 Approving Conditional use Permit (CUP) for Accessory
Building Square Footage - James and Chriss Renier - 3392 Hamel Road.
D. Right -of -Way Ordinance.
E. Approval of "Wild Meadows" Wetland Banking Application.
F. Approval of Donation to Reserve Equipment Fund.
Moved by Jim Lane, seconded by Carolyn Smith, to approve the consent agenda. Motion
passed unanimously.
6. Update on County Road 19
Jim Dillman updated the Council on a meeting he had recently with the Cities of Loretto and
Corcoran. He said at that meeting there was a lot of common interests regarding the
intersections of TH 55 and CR 19 and the eventual provision of sewer and water in that area.
He said there were a number of long term solutions that had been developed by Bonestroo.
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The one that was being looked at was a gravity sewer main going down CR 19 into Loretto's
systems. The long-term solution would include a forcemain from Loretto all the way over to TH
55 into Medina's current system. He described other various alternatives. He said the short-
term alternative was to install a gravity main down to Loretto and then to install a forcemain for
any overflows from Loretto's septic ponds to the forcemain that currently goes down CR 19.
Dillman said that in order to install an overflow forcemain Loretto would need to have a permit
from the MPCA.
Dillman said that Loretto's capacity is 61,000 gallons per day and their current average is
around 50,000 gallons per day. He said they have exceeded it a couple of times.
Dillman explained some of the other options. He said there are a number of possibilities
depending on how people are willing to participate.
Jim Dillman said there are business owners north of TH 55 that are interested in hooking up to
sewer. Corcoran is interested in including that area in their Comprehensive Plan for sewer.
The businesses in Corcoran would like to look at creating kind of a business park area up there.
Tom Kellogg said some of the options they provided did not include Corcoran. He said if they
participate, there might be other options such as going down TH 55 to the City's existing
system.
Jim Lane said he was concerned that the Doboszenski septic issue and the secondary site for
the Ebert property were sort of the "tail wagging the dog" on this issue that apparently a small
issue is creating a seemingly large issue.
Robinson said that at this point there seemed to be a lot of synergies between Corcoran, Loretto
and Medina. He said at a minimum it looks worthwhile to explore the various options rather
than have the County pay $40,000 to $50,000 to replace the mound system and to buy property
for a secondary system for Ebert's. He said it might be better to have $40,000 or $50,000 go
towards a portion of a more permanent solution for sewer service in this area. He said if
Corcoran or Loretto is willing to participate, this may make the most sense. Robinson said at
this point all they have done is meet with those communities and they are just looking to
continue to explore these options without obligating the City to move forward with them.
There was some discussion about the options for water.
Jim Dillman said there was some talk about a water tower on the site in Corcoran. He said
there is the high spot there that is being looked at.
Corcoran has a good new Jordan Well that they have installed in their area and they are
interested in potentially using this in conjunction with Loretto's wells. Dillman said more storage
capacity is probably needed in this area.
Dillman said at this time we are waiting to see what the business owners in Corcoran are willing
to do. They are meeting next week on Monday night to discuss options for sewer and water.
We will see how interested they are in participating in the cost of this.
The consensus of the Council was to have staff continue to meet on this issue, but to keep into
consideration that this is not necessarily the highest priority in the City and that without
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significant financial participation from the owners along this corridor, this project would probably
not go forward.
7. Police Service to the City of Loretto
Ed Belland said that he and Jim Lane had been working with the City of Loretto on their police
service contract. He said they talked about what would be a fair number. Loretto came up with
an increase for 2002 of 7.87% which is around $30,000 and then this would be increased by the
consumer price index until the contract was to be renewed again.
Ed Belland said that this is a one time adjustment and that after two years they could come back
and reevaluate the contract amount.
Jim Lane said he wanted to just double check with Loretto on their fine revenue to see what
their actual net cost is for police service.
There was some discussion about how long Loretto had been provided service.
Mike Rouillard said he believed since 1967.
After some additional discussion, Bruce Workman said he was okay with a $30,000 contract
plus a consumer price index, but was concerned about the cost of an extraordinary
circumstance or catastrophe where the City of Medina would need to provide extraordinary
police service. He wanted to make sure Medina was protected in this instance and could
charge additional fees for this service.
Ed Belland said he would get the requested information from Loretto and Kent Torve, Mayor of
Loretto, will be in attendance at the next meeting.
8. Update on Mike Rouillard
Ed Belland said Mike Rouillard submitted a of letter resignation effective September 10, 2001.
Belland said that Mike is the first employee ever to retire from the City of Medina. He has 28
years of service and has done a tremendous job for the City. Belland said that originally he
requested to retire in April of 2002, however, because of his accident, he is requesting to retire
earlier. He would, however, like the City to pay for full family health insurance from now
through May. He is also planning to move his sick time into the City's retirement account to pay
for health insurance for the future.
Moved by Carolyn Smith, seconded by Bruce Workman, to accept Mr. Rouillard's resignation
and approve paying for health insurance at the officer's rate of $495 per month from September
through December and $550 per month from January through May of 2002. Motion passed
unanimously.
There was some discussion about the sick leave. Sick leave would go into the insurance
account as provided in the Police Contract.
The Council thanked Mike Rouillard for his years of service.
Mike Rouillard thanked the Council. He said he was originally looking at retiring in May 2002,
however, with his accident he is now retiring earlier. He thanked the Council for his 28 years of
employment at the City of Medina.
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Ed Belland said that Mike is going to stay on as a volunteer emergency coordinator and help
update our resource manual. Ed said they are planning to put together a retirement party for
some time in September.
9. Authorize Officer Status Change to Full -Time
Ed Belland said with Mike Rouillard's retirement, he would like to move Kevin Boecker from a
part-time position, into a full time position and to have him complete his field training as quickly
as possible.
Moved by Bruce Workman, seconded by Carolyn Smith, to hire Kevin Boecker effective August
1, 2001 as a full time officer. Motion passed unanimously.
10. Planning Commission Appointments
Paul Robinson said there is an opening on the Planning Commission. He said Randy Hopper
resigned from the Planning Commission. He said that Randy Brinkman was in attendance this
evening. Also, the City had a previous applicant, Ronald Johnson, from the last two times the
Council made appointments. Robinson said he was not able to contact Mr. Johnson, but
believed was also interested in the position.
Carolyn Smith asked if Randy Brinkman would like to talk briefly about why he would like to be
appointed to the position.
Randy Brinkman said that in talking to Sandie and Jim, Sandie had suggested that if he was
interested he should write in. He thought that he would. He said that his background is in
construction. He primarily refurbishes older buildings, but also works with some new
construction. He said he is interested in giving back to the community. He likes Medina and
would like to help out on the Planning Commission.
He asked the City Attorney whether or not he could be on the Planning Commission if he had
issues before the Commission.
Ron Batty said as with any conflict of interest, you would not be able to vote on the issue and
you would probably need to recuse yourself from the discussion, however, you can vote on any
other issue.
Moved by Carolyn Smith, seconded by Bruce Workman, to appoint Randy Brinkman to the
remainder of Randy Hopper's term. Motion passed unanimously.
11. City Hall Compliance Issues
Loren Kohnen said that he put together a list of items regarding compliance issues at City Hall
and at other City properties. Kohnen said he applied commercial standards to the City's
buildings.
There was some discussion by the Council. The consensus was that the City needed to begin
budgeting for and addressing the compliance issues with the City property.
Paul Robinson said the City Hall property is zoned Public/Semi-Public as was most of the City
property. He said there are not as many stringent requirements for those properties.
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Robinson said that the Public/Semi Public ordinance did need to be updated in order to better
address some of the concerns for other buildings in the area.
Carolyn Smith said that she would like to see staff come back with a three to five year plan for
how the City's buildings could come into compliance. Carolyn Smith thanked the staff for
rewiring the lights outside.
Ed Belland said there were some issues with officers who are here during the night. He said
they have people who need to come to the Police Department that are not being able to find it
because there are no lights.
There was some discussion about potentially having some lit directional signs to the Police
Department for the evening and potentially lighting the flag as required by federal law.
12. 2000 Audit
Brian Bloch of Kern, DeWenter & Viere gave a presentation on the 2000 audit. He said they are
currently not giving an opinion on fixed assets since the City does not currently keep track of its
general fixed assets, therefore, this is a qualified opinion of the City's finances.
He went through the graphs, looking at the City's tax capacity, which is in fairly good shape and
the levy which actually did declined from 1999 to 2000 as did the tax rate from 16.75% to
14.94%. He said there was also an increase in the fund balance over the previous year. He
said they recommend that cities keep up to six months of expenditures in their fund balance and
the City has that.
He described some of the changes in the expenditures and revenues and then described some
of the changes in the sewer and water funds, both of which are in much better shape than they
were in previous years and both are showing enough revenues to keep with expenditures at this
point.
Paul Robinson said that there are a couple of management suggestions that were made by the
auditor. He said he thought it would be worthwhile explaining these. One was concerning the
internal controls for the payroll accrual accounts. They were suggesting that we monitor those
on a quarterly basis. Robinson said that it is getting more complicated every year. There is
long term disability, direct deposit, different types of health insurance, child support and all of
these get paid on a different basis, at different times, and there are slight differences. They
would like us to balance these more often throughout the year, and we will.
Robinson said there was an issues with the updating of authorized signers for the City's imprest
fund. Evidently, we did not change the signatures to take off Ann Thies and add Phil Zietlow
from several years ago. Robinson said that he is in the process of changing that right now.
Brian Bloch addressed some of the new GASB rules. He said that there were a number of
recommendations made last year, and now they are making a set of recommendations this
year. He said this is going to be a significant change that the City will need to start to address
throughout the year.
Robinson said last year they were so busy they did not address many of the recommendations.
He said over the coming year a subgroup will need to be put together in order to begin to
address the significance of all of the changes that are going to be required to comply with the
new GASB rules.
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There was some discussion about the GASB rules and the implementations issues that the
Administrator -Clerk -Treasurer will need to address over the coming year.
13. Update on the Proposed Telecommunications Tower on Hamel Road
Robinson said he has been working with Gary Lisiak of Owl Engineering. He said he wanted to
give the Council another opportunity to discuss this before going forward with spending the time
and money on a number of engineering studies. He said that Mr. Lisiak was out and was not
able to start on this project until this coming week.
Robinson said that some of the suggestions may including locating towers in Medina. He
wanted to know if the Council was going to be willing to consider this. He said the other
potential site may be the Wayzata High School.
Plymouth has contacted them and they are not interested in having it be located there, at least
at a staff level. The consensus of the Council was to continue to move forward with this issue
and have Mr. Liziak provide the Council with a detailed analysis of the current situation and with
a good analysis and recommendations for them to look at and propose to the City of Plymouth.
Robinson said that he would get moving on this and bring it back to the next Council meeting.
14. Request to Use the Hennepin Parks Laboratory
Robinson said this request is a part of the monitoring program for the Wild Meadows project.
He said the City would become a partner in this effort in order to help reduce the cost of the
monitoring so that additional monitoring could be done on the site.
Robinson said at this point exactly how the bills would be paid and the cost sharing arranged
has not been worked out. He said the first step is just to find out if Hennepin Parks would
consider having the testing be done at their laboratories.
Moved by Bruce Workman, seconded by Carolyn Smith, to approve the request of Hennepin
Parks to use their laboratory facilities. Motion passed unanimously.
15. Fee Schedule
Robinson said this fee schedule has been presented on a number of occasions. He requested
that the Council adopt the fee schedule and if there are any concerns about fees that these be
looked at as a part of the 2002 Budget project process. This way we have an updated schedule
in place to work with.
There was some discussion about issues that should be updated. Staff was to look at the fees
for liquor licensing, especially the difference between Class B and Class A licenses. There
does not seem to be enough of a difference. Also, the fees for off -sale licenses seem to be
fairly low.
Moved by Carolyn Smith, seconded by Jim Lane, to adopt Resolution 01-43 approving a 2001
fee schedule. Motion passed unanimously.
16. Pay the Bills
Moved by Carolyn Smith, seconded by Jim Lane, to approve the bills, order check numbers
22690-22750 for $73,509.90 and payroll check numbers 17190-17209 for $18, 707.91. Motion
passed unanimously.
Medina City Council Meeting Minutes
August 7, 2001
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17. Adjournment
Moved by John Ferris, seconded by Jim Lane, to adjourn the meeting at 9:00 p.m. Motion
passed unanimously.
attest:
Paul Robinson, Administrator Clerk -Treasurer
Joh �'� Ferris, ayor
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Medina City Council Meeting Minutes
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185
ORDER CHECKS - AUGUST 7, 2001
22690 ORCHARD TRUST CO. AS $880.00
22691 A.T.& T $44.25
22692 AMEM $210.00
22693 ASPEN ENVIRONMENTAL $207.12
22694 BARCO MUNICIPAL PRODUCTS $239.36
22695 BONESTROO, ROSENE, ANDERLIK $1,408.00
22696 CANADIAN PACIFIC $1,042.76
22697 CIPHER LABORATORIES $1,268.75
22698 CLASSIC CLEANING $399.38
22699 CULLIGAN $49.20
22700 CY'S UNIFORMS $357.00
22701 DELTA DENTAL $1,021.95
22702 E-Z-RECYCLING $2,657.46
22703 FORTIS BENEFITS $263.96
22704 GOPHER STATE ONE CALL $252.80
22705 HAWKINS INC. $402.84
22706 HELPING MINNESOTA CITIES, INC. $1,495.25
22707 HENNEPIN CO.TREAS.,ACCTG.SVCS. $84.45
22708 HENNEPIN COUNTY TREASURER $282.90
22709 HERO OFFICE SYSTEMS, LLC $3,835.22
22710 HIGHWAY 55 RENTAL $6.37
22711 HINCKLEY CHEVROLET $19,864.80
22712 HOME DEPOT/GECF $266.96
22713 IMS MINNESOTA $29.84
22714 INT'L ASSN.OF CHIEFS OF POLICE $100.00
22715 JIMBO'S WINDOWS $292.87
22716 KD & COMPANY $856.26
22717 KEN'S SNOWPLOWING & BOBCAT $1,600.00
22718 KRAEMER, EDWARD & SONS, INC $4,676.12
22719 KUSTOM SIGNALS, INC. $409.38
22720 LARSON, SANDRA $18.08
22721 LAW ENFORCEMENT LABOR SERVICES $198.00
22722 LAWN DETA ILERS $1,520.00
22723 LONG LAKE, CITY OF $1,453.19
22724 MEDICA CHOICE $6,690.54
22725 METROCALL $108.73
22726 MINN COMM $30.69
22727 MINNESOTA CHILD SUPP. PYT.CTR. $630.00
22728 MINNESOTA DEPT. OF PUB.SAFETY $40.00
22729 NEXTEL WEST CORP $551.25
22730 NORTHWEST SURBURBAN CHAMBER $24.00
22731 QW EST $580.71
22732 RANDY'S SANITATION $93.05
22733 RELIANT ENERGY MINNEGASCO $33.78
22734 REYNOLDS WELDING $26.41
Medina City Council Meeting Minutes
August 7, 2001
186
ORDER CHECKS - AUGUST 7, 2001 (CONT'D)
22735 SAMARITAN TIRE CO., INC. $373.91
22736 SEWERMAN, INC $340.00
22737 STREICHER'S $298.61
22738 TRUGREEN CHEMLAWN (OSSEO) $271.59
22739 TWIN CITY STRIPING $8,666.16
22740 TWIN CITY WATER CLINIC $20.00
22741 USPS $500.00
22742 VALVOLINE FLEET SERVICES $105.84
22743-44 VERIZON WIRELESS $218.17
22745 VICTORY CORPS $34.04
22746 WAYZATA, CITY OF $1,330.21
22747 WEST HENNEPIN PUBLIC SAFETY $275.00
22748 WESTSIDE WHOLESALE TIRE $80.00
22749 WRIGHT-HENNEPIN ELECTRIC $84.38
22750 XCEL ENERGY $4,408.31
$73,509.90
PAYROLL CHECKS - JULY 30, 2001
17190 SMITH, CAROLYN A. $138.52
17191 FERRIS, JOHN B $207.79
17192 ZIETLOW, PHILIP K. $138.52
17193 ROBINSON, PAUL A. $1,305.97
17194 SCHERER, STEVEN T. $1,112.62
17195 MCGILL, CHRISTOPHER R. $1,381.51
17196 ROUILLARD, MICHAEL J $1,260.91
17197 DILLMAN, JAMES D. $1,545.11
17198 DRESSEL, ROBERT P. $961.71
17199 BELLAND, EDGAR J. $1,905.35
17200 VIEAU, CECILIA M. $1,068.38
17201 SULANDER, LAURA L $1,161.15
17202 LARSON, SANDRA L. $979.41
17203 BOECKER, KEVIN D. $539.65
17204 PRIEM, JON D. $1,211.67
17205 CHRISTENSON, JEREMY L. $1,147.49
17206 NYSTROM, JAMES $1,218.18
17207 LANE, JAMES S. $138.52
17208 WORKMAN, BRUCE $138.52
17209 NELSON, JASON $1,146.93
$18,707.91
Medina City Council Meeting Minutes
August 7, 2001