HomeMy Public PortalAbout10/04/2011 CCM237
MEDINA CITY COUNCIL MEETING MINUTES OF OCTOBER 4, 2011
The City Council of Medina, Minnesota met in regular session on October 4, 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 Darren Amundsen, Planner Dusty
Finke, Public Works Superintendent Steve Scherer, City Administrator Scott Johnson,
Chief of Police Ed Belland, and Recording Secretary Amanda Staple.
II. PLEDGE OF ALLEGIANCE
III. ADDITIONS TO THE AGENDA
It was requested to add the following items, Schedule a Special Meeting on October 18,
2011 to Discuss in Closed Session the Acquisition of Property, Holy Name Cemetery
Development Agreement, and Discussion Letter from the Minnehaha Watershed District
Regarding Aquatic Invasive Species.
Moved by Siitari, seconded by Martinson, to approve the agenda as amended. Motion
passed unanimously.
IV. APPROVAL OF MINUTES
A. Approval of the September 20, 2011 Special City Council Meeting Minutes
It was noted that the last line should state, "...fie ten percent increase in 2012 apld
2013. The ten percent increase will be split between 2012 and 2013."
Moved by Martinson, seconded by Pederson, to approve the September 20, 2011
special City Council meeting minutes as amended. Motion passed unanimously.
B. Approval of the September 20, 2011 Regular City Council Meetinq Minutes
Moved by Siitari, seconded by Martinson, to approve the September 20, 2011 regular
City Council meeting minutes as presented. Motion passed unanimously.
V. CONSENT AGENDA
A. Approve Wetland Permit for Mattamy Homes for Fields of Medina Project
B. Approve Contracting with Select Account for HRS, FSA and HAS Claims
Administration_
C. Approve 2012 Health, Dental and Life Insurance Rates
D. Approve 2012 Legal Rates with Kennedy and Graven
E. Approve Sewer Cleaning and Televising Services Agreement
F. Authorize the Sale and Replacement of Public Works Equipment
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G. Change the Time of the November 15, 2011 Special City Council Meeting
from 6 p.m. to 4 p.m.
Ll Resolution No 2011 87 Certifrinq Delinquent Water and Sewer Charges to
J. Resolution No. 2011-89 Recognizing Volunteers and Contributors to
Medina Celebration Day
K. Resolution No. 2011-90 Transferring Control, Authority and Operation of
Development District No. 1 and Tax Increment Financing District No. 1-9 to
the Medina Economic Development Authority
Moved by Siitari, seconded by Pederson, to approve the consent agenda. Motion
passed unanimously.
H. Resolution No. 2011-87 Certifying Delinquent Water, Sewer and Stormwater
Charges to the Hennepin County Auditor for Collection in 2012
Crosby confirmed that approximately 12 residents had paid their delinquent fees and
have been removed from the list in the amended resolution.
Moved by Siitari, seconded by Pederson, to approve Resolution No. 2011-87 Certifying
Delinquent Water, Sewer and Stormwater Charges to the Hennepin County Auditor for
Collection in 2012 as modified by the exhibit. Motion passed unanimously.
I. Resolution No. 2011-88 Accepting Donations for Medina Celebration Day
Crosby noted that the Council packet included information regarding those who have
benefited funds or time towards Medina Celebration Day. He stated that the event has
been held for many years. The event began as an ice cream social and has evolved
into a larger event. He stated that City staff, in particular Linda Lane, has contributed
much time towards the event. He questioned if September is the best time to hold the
event.
Johnson believed that September was the right time of year and that the event should
continue in the future.
Scherer stated that it is hard to plan for fireworks and those items without obtaining
funds in advance. He suggested budgeting for the item and then replacing those funds
with donations.
Crosby suggested that City services should receive a more centrally located spot for the
event in the future.
Johnson agreed that a line item for fireworks would be included in the budget for 2012.
Belland also commented that budgeting for the event would provide assistance to staff
when planning for the event, rather than waiting for donations to come in.
Moved by Martinson, seconded by Siitari, to approve Resolution No. 2011-88 Accepting
Donations for Medina Celebration Day. Motion passed unanimously.
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239
VI. PRESENTATIONS
A. Resolution No. 2011-91 Recognizing Greg Leuer for 5 Years of Service to
the City of Medina
Crosby read a resolution recognizing Greg Leuer for five years of service to the City of
Medina.
Scherer provided examples in which Greg Leuer has interacted with residents and
commented that even though residents may have reoccurring problems there is never a
complaint from those residents in regard to Leuer. He stated that the Public Works
department is better for having Leuer.
Moved by Pederson, seconded by Siitari, to approve Resolution No. 2011-91
Recognizing Greg Leuer for Five 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
Scherer stated that the Park Commission had not met and noted that the Commission
would be discussing a comprehensive park and trail plan at the next meeting, as well as
a presentation from students attending Orono High School regarding tobacco free
parks. He also provided a brief update on park projects.
Pederson stated that he received a call from a resident regarding lighting not working at
the Hamel Community Building.
C. Planning Commission
Finke stated that the Planning Commission would be meeting the following week to
discuss the sign ordinance.
VIII. OLD BUSINESS
A. Public Works Facility Discussion
Crosby stated that this item would be discussed under another agenda item, the
adoption of a five-year Capital Improvement Plan.
IX. NEW BUSINESS
A. Elm Creek Culvert
Scherer displayed a picture of the existing Elm Creek culvert and briefly described the
conditions. He stated there was an article in the newsletter this summer that the culvert
would be replaced and advised that residents had called to determine if the size of the
culvert could be increased. He believed that this project would occur in 2012, as
additional funds would need to be obtained.
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Crosby stated that the staff recommendation is to replace the culvert with the same size
pipe, due to the additional burden as described below.
Amundsen noted that if the culvert size were to be increased additional permits would
need to be obtained, other than simply the watershed permit. He stated that the
modeling that would be required, for the FEMA permit, to increase the culvert size would
be approximately $20,000 and that would simply advise the City what would need to be
done. He further discussed the process and additional items that could be required in
order to increase the size of the culvert.
Dale Thies, 3465 Elm Creek Drive, stated that he built his home in 1985 and provided
background information regarding development since that time and the impact on the
culvert. He stated that when development increased the culvert was replaced with a
smaller size and that has caused repeated flooding to occur on his property. He stated
that the flooding remained for two thirds of the summer in his backyard because of the
culvert.
Crosby stated that his inclination would be to agree with the staff recommendation for
the reasoning provided. He asked that staff investigate the possibility of lowering the
road.
Moved by Pederson, seconded by Siitari, to direct staff to replace the culvert with the
same size pipe and investigate road adjustments and efficient passage of water as
appropriate. Motion passed unanimously.
B. Adoption of a Five -Year Capital Improvement Plan — Public Hearing
Crosby explained the process that he would like to follow for this item.
Batty provided information regarding Capital Improvement Plans (CIP) and the ability to
sell bonds for items in the CIP, such as a public works facility. He stated that the CIP
had been adjusted with comments made from the Council at the September 6th meeting
and explained the process for bond sales, should the CIP be adopted tonight. He
outlined the procedure whereby Medina residents, following certain procedures, could
require a referendum for the issuance of bonds upon filing of a petition within 30 days
after the Council's adoption of the plan.
Crosby stated that the Financial Management Plan was originally adopted in June 2010
and now reflects the changes discussed regarding the public works facility. He noted
that the item regarding construction of a new City Hall had been removed from the Plan.
Scherer stated that the Elm Creek culvert was not included in the Financial Management
Plan, and noted that a dollar amount would need to be added.
Amundsen provided a very raw estimate of $40,000 to $60,000 for replacement of the
culvert. He noted that the possibility of obtaining funding from the watershed would be
very minimal as there is just not that type of funding available.
Scherer stated that figures for the Uptown Hamel road construction project had been
adjusted, as well as delaying and reducing improvements to Tamarack Road. He
discussed other road construction projects which had been adjusted.
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Crosby confirmed that City costs were listed separately from assessments paid by
adjacent landowners in the Plan, which is a change from the previously adopted version.
Scherer advised that maintenance items were also removed and reviewed other
changes which were made to the CIP including the delay in replacement of equipment.
Belland confirmed that replacement of police cars has remained the same at this time
but noted that the department would attempt to extend the life of vehicles in an attempt
to delay the replacement.
Crosby explained that bonds for equipment was commenced to provide flexibility to
acquire equipment and to deal with levy limitations. He noted that after the current
bonds are paid it may be appropriate to take equipment costs back into the regular
budget.
Johnson stated that $6,500,000 is still included for a public works building.
Scherer stated that the public works staff has tracked time for the past two years in an
attempt to determine which functions staff is spending their time on and explained how
the proposed debt payment would be divided between those funds.
Johnson reviewed the $62,000 in items which had been removed from the 2012 general
fund.
Dave Calister, Ehlers and Associates, referenced the Financial Plan he provided and
explained that this Plan would take into account the CIP and would allow the Council to
prioritize items and determine the impact of those items. He explained how the rate of
development had been factored into the Plan at 2% and noted that the projections are
conservative to reflect the current market. He stated that because interest rates cannot
be known for 2015, the rate had been estimated at five percent. He explained that
currently the City could most likely obtain an interest rate of 3.5 percent to 4.25 percent
for a twenty year bond. He explained that the Financial Management Plan can be
changed and amended to reflect the impacts moving forward on any project. He stated
that the Financial Management Plan helps the City to maintain stability and spread costs
over time and budget for items rather than having unexpected items arise.
Crosby stated that he was surprised that although items had been lowered there was
not a larger decrease in the Plan, but understood that was due to the reallocation of the
bonds for the public works facility. He was also surprised by the small difference
between bonding for $4,500,000 and bonding for $6,500,000.
Crosby opened the public hearing at 8:24 p.m.
Moved by Siitari, seconded by Martinson, to close the public hearing at 8:25 p.m.
Motion passed unanimously.
1. Resolution No. 2011-92 Adopting a Capital Improvement Plan and
Providing Preliminary Approval for the Issuance of Bonds There Under
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Moved by Martinson, seconded by Siitari, to approve Resolution No. 2011-92 Adopting a
Capital Improvement Plan and Providing Preliminary Approval for the Issuance of Bonds
There Under with the draft October 4, 2011 attachment. Motion passed unanimously.
C. Finance Director Consulting Services Agreement
Johnson stated that two bids were received for Finance Director consulting services. He
stated that the bid from KDV was much lower than the other received bid and
recommended approval of that agreement. He stated that three candidates had been
interviewed but were not found to be a good fit for the Finance Director position which is
why staff has recommended outsourcing for those services.
Crosby confirmed that former Finance Director Jeanne Day works for the company
which submitted the higher bid.
Siitari questioned the downside of outsourcing for the services, as it appears the City
would save in funds and the cost of benefits.
Johnson stated that a representative would only be present one day per week but noted
that the representative would be available by telephone or email at any time. He
confirmed that some cities are turning to these types of arrangements with the current
budget crunches.
Moved by Pederson, seconded by Siitari, to approve an agreement with KDV for
Finance Director Services. Motion passed unanimously.
D. Resolution 2011-93 Supporting a Request for Matching Funds for the
Hennepin County Housing and Redevelopment Authority for the "Open to
Business" Initiative
Finke presented a resolution to authorize city staff to apply for matching funds for an
economic development opportunity which has arisen. He provided background
information regarding the "Open to Business" initiative. He stated that Hennepin County
is offering to pay for half of the fees for a city to participate in that initiative in 2012, and
confirmed that Medina would work on a smaller scale because of the size of the City.
He stated that additional information could be brought back before the Council if the
grant funds are obtained, in order to decide whether to participate in the initiative. He
confirmed that staff has reached out to neighboring communities to determine if those
cities would be interested in partnering with the City.
Moved by Siitari, seconded by Pederson, to approve Resolution No. 2011-93 Supporting
a Request for Matching Funds for the Hennepin County Housing and Redevelopment
Authority for the "Open to Business" Initiative. Motion passed unanimously.
E. Fiber Optic Internet Options
Martinson stated that the LMCC voted against budgeting for the study of a fiber optic
network in the LMCC area. She stated that project is essentially dead and would like to
discuss the possibility of bringing a fiber optic network to businesses in Medina with
providers.
Crosby questioned if there is a need for the service.
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October 4, 2011
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Pederson confirmed that businesses have a need for the service.
Martinson confirmed that there are no objections to her discussing the possibility of fiber
optic internet with providers.
F. Schedule a Special Meeting for October 18, 2011 to Discuss in Closed
Session the Acquisition of Property
Moved by Martinson, seconded by Siitari, to schedule a special Council meeting for
October 18, 2011 at 5:30 p.m. to discuss in closed session the acquisition of property.
Motion passed unanimously.
G. Holy Name Cemetery Development Agreement
Johnson stated that the proposed Holy Name Cemetery development agreement is
before the Council and reflects the items discussed previously.
Batty confirmed that he drafted the agreement.
Moved by Siitari, seconded by Pederson, to approve the Holy Name Cemetery
Development Agreement and direct the Mayor and City Administrator to execute the
agreement. Motion passed unanimously.
H. Discuss Letter from the Minnehaha Creek Watershed District Regarding
Aquatic Invasive Species
Crosby reviewed a letter he received from the Minnehaha Creek Watershed District
regarding aquatic invasive species and requested that Johnson review the item and
respond.
X. CITY ADMINISTRATOR REPORT
Johnson discussed a request from the City of Independence for the YMCA Camp and
Vinland National Center in their city to join the sewer and water system of Medina.
Scherer confirmed that staff believes there could be capacity issues should that occur,
especially with future development in the City of Medina.
Crosby confirmed that he would not be in favor of that request, as capacity issues could
arise, and he felt that if the City allowed this connection there could be pressure in the
future from Independence for the City of Medina to solve other sewer issues in
Independence.
XI. MAYOR & CITY COUNCIL REPORTS
There were none.
XII. APPROVAL TO PAY THE BILLS
Moved by Siitari, seconded by Pederson, to approve the bills, EFT 001323E-001335E
for $35,314.42 and order check numbers 037401-037480 for $429, 753.54, and payroll
EFT 503791-503816 for $43,046.53. Motion passed unanimously.
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October 4, 2011
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XIII. ADJOURN
Moved by Siitari, seconded by Pederson, to adjourn the meeting at 8:47 p.m. Motion
passed unanimously.
I �4W
T.M. Crosby, Jr., M or -
Attest: ,.
j a
Scott Johnson, City dministrator
Medina City Council Meeting Minutes
October 4, 2011
245
ORDER CHECKS September 16, 2011 -September 29, 2011
037401 CAPLAN & TAMBURINO $30.00
037402 CATAPANO, SALVATORE $500.00
037403 TARI ERICKSON $250.00
037404 MEYER, ROGER $500.00
037405 DONALD E SALVERDA $850.00
037406-39 VOID $0.00
037440 WESTSIDE WHOLESALE TIRE $5,082.59
037441 CITY OF WAYZATA $25.00
037442 UPTOWN HAMEL INC $65.00
037443 TRUGREEN LAWNCARE $2,427.92
037444 TIMESAVER OFFSITE $251.25
037445 SUPERIOR WIRELESS $17.51
037446 SUN PRESS & NEWSPAPERS $70.54
037447 SUBURBAN TIRE WHOLESALE INC $1,013.09
037448 STREICHER'S $23.99
037449 SPRINT $933.28
037450 SNOW N LAWN $4,640.00
037451 ROLF ERICKSON ENTERPRISES INC $6,269.87
037452 RANDY MAYER LTD $160.31
037453 RAINBOW PARTY ARTS $320.00
037454 CITY OF ORONO $1,818.08
037455 ON SITE SANITATION $213.75
037456 OFFICE DEPOT $109.12
037457 NORTH COUNTRY CONCRETE INC $14,546.50
037458 MINUTEMAN PRESS $1,849.97
037459 MARCO INC $344.48
037460 MARCO (LEASE) $510.50
037461 CHRISTOPHER LEINES $314.25
037462 KENNEDY & GRAVEN CHARTERED $9,352.41
037463 JOHN DEERE LANDSCAPES $12.77
037464 INTERSTATE BATTERY SYSTEM $214.72
037465 HIGHWAY 55 RENTAL $618.43
037466 HENN COUNTY SHERIFF $48.70
037467 HACH COMPANY $332.42
037468 GOPHER SIGN COMPANY $193.86
037469 GEISLINGER AND SONS INC $315,661.74
037470 ENGEL WATER TESTING INC $180.00
037471 DPC INDUSTRIES INC $2,701.57
037472 CUSTOM REFRIGERATION INC $1,148.50
037473 CITY OF CORCORAN $1,489.88
037474 COMMERCIAL MAINT CHEM CORP $296.46
037475 CENTURYLINK $933.34
037476 CARLSON BUILDING SERVICES INC $494.92
037477 BONESTROO INC $51,568.42
037478 ASSN OF TRAINING OFFICERS $25.00
037479 ALLSTAR ELECTRIC $1,230.00
037480 ACCLAIM BENEFITS LLC $113.40
Total Checks $429,753.54
E-CHECKS September 16, 2011 - September 29, 2011
001323E ACCLAIM BENEFITS LLC $1,107.04
001324E MINNESOTA, STATE OF $1,507.00
001325E PR PERA $11,399.28
001326E PR FED/FICA $11,490.90
001327E PR MN Deferred Comp $925.00
001328E PR STATE OF MINNESOTA $2,771.38
001329E CITY OF MEDINA $17.00
001330E FARMERS STATE BANK OF HAMEL $20.00
001331E FARMERS STATE BANK OF HAMEL $35.00
001332E HARTFORD LIFE $270.55
001333E ASSURANT EMPLOYEE BENEFITS $525.84
001334E ACCLAIM BENEFITS LLC $3,000.00
001335E DELTA DENTAL $2,245.43
Total Checks $35,314.42
Medina City Council Meeting Minutes
October 4, 2011
246
PAYROLL DIRECT DEPOSIT September 16, 2011 — September 29, 2011
503791 BARNHART, ERIN A $1,465.46
503792 BELLAND, EDGAR J. $2,505.04
503793 BOECKER, KEVIN D $2,053.01
503794 CONVERSE, KEITH A. $1,762.44
503795 COONEY, DALE T. $1,150.08
503796 DINGMANN, IVAN W. $1,701.18
503797 DOMINO, CHARMANE $1,813.71
503798 FINKE, DUSTIN D $1,924.21
503799 GALLUP, JODI M. $1,340.24
503800 GLEASON, JOHN M $1,591.06
503801 GREGORY, THOMAS $1,675.80
503802 HALL, DAVID M $2,067.90
503803 JESSEN, JEREMIAH S. $1,826.95
503804 JOHNSON, SCOTT T $2,323.61
503805 KLAERS, ANNE M. $588.47
503806 KORDIAK, JEFFREY $664.72
503807 LANE, LINDA $1,319.50
503808 LEUER, GREGORY J $1,802.54
503809 MCGILL, CHRISTOPHER R. $1,685.06
503810 NELSON, JASON $2,353.32
503811 PETERSON-DUFRESNE, DEBRA A. $1,484.66
503812 PORTINEN, TERI $1,356.87
503813 REINKING, DEREK M $1,397.82
503814 SCHERER, STEVEN T $2,045.62
503815 VIEAU, CECILIA M $1,133.29
503816 VINCK, JOHN J. $2,013.97
Total Payroll Direct Deposit $43,046.53
Medina City Council Meeting Minutes
October 4, 2011