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HomeMy Public PortalAbout11/21/06 CCM405 MEDINA CITY COUNCIL MEETING MINUTES OF NOVEMBER 21, 2006 The City Council of Medina, Minnesota met in regular session on November 21, 2006 at 5:06 p.m. in the City Hall Chambers. Mayor Workman presided. I. ROLL CALL Members present: Brinkman, Cavanaugh (arrived at 5:29 p.m.), Smith, Weir, and Workman. Members absent: None Also present: City Engineer Tom Kellogg, City Attorney Ron Batty, City Planner Rose Lorsung, City Administrator Chad Adams, Finance Director Jeanne Day, and Recording Secretary Kimberly Stoll. II. PLEDGE OF ALLEGIANCE III. ADDITIONS TO THE AGENDA Council consensus reached to approve the agenda as presented. IV. APPROVAL OF MINUTES A. Approval of the November 8, 2006 Regular City Council Meeting Minutes It was noted on page 6, the fifth paragraph, the statement by Ann Thies should have stated: "She is terrified to get of her driveway by her car because it is located on a curve and traffic speeds by too fast, especially from dual and tandem trucks." Moved by Weir, seconded by Smith, to approve the November 8, 2006 regular City Council meeting minutes as amended. Motion passed unanimously. V. CONSENT AGENDA A. Accept $1500 Donation from Target Corporation B. Resolution Thanking the 2006 Election Judges C. Resolution Relating to Tax Forfeiture Land- PIN 14-118-23-14-0012 D. Approve Off -Sale Liquor License to Gendreau Wines Inc. d/b/a Wine Styles at 310 Clydesdale Trail Moved by Smith, seconded by Weir, to approve the consent agenda. Motion passed unanimously. VI. 2007 BUDGET A. Work Session on 2007 Budget 1. Actual Revenue Recommendations Medina City Council Meeting Minutes November 21, 2006 405 406 Adams explained the review of the 2007 preliminary budget began in September with this work session to continue the discussions. He stated Staff was recommended to reduce the levy by $74,000. The revenue recommendations were provided in a report for the Council's review. The expenditures were reduced by approximately $74,000. Adams explained Staff found the interest revenue to be approximately $10,000 higher than expected. He stated that the City will probably not get a grant for the Open Space planning because they are about halfway through the project at this point in time. Adams stated that they will continue to apply for funds. If they received the funds, the funds would be placed in the environmental funds, not the general fund budget. 2. Actual Expenditure Recommendations Wireless Internet Adams stated there were changes in actual expenditure recommendations. Based on comments from Council during the September preliminary levy discussion, the wireless intemet study was removed from the budget equating to a reduction of $24,500. Smith mentioned Qwest is now offering high speed internet for a broader area. Adams stated that staff has contacted Qwest and MediaCom regarding their high speed internet service areas approximately three weeks ago. He hasn't heard back from them up until this point. He stated that he has heard some residents on Willow Drive have high speed internet through Qwest, but that may be a part of a bundled package through digital satellite. Council Member's Salaries Adams stated that he didn't make an adjustment to the Council's wages that were set to increase in January because he felt that it was a Council decision. Brinkman inquired about the amount of the increases. Adams stated that the overall increase for all of the salaries is about $9,000. Workman stated that each Council Members salary is going to increase by $1,200 and the Mayors salary approximately $1,500. Brinkman stated that he didn't think they needed to decrease the Council's salary. Smith stated that the total budget and the levy need to be decreased by $74,000. Smith noted Staff has found other areas to adjust to decrease the budget besides decreasing the salaries. Contributions Adams stated that contributions to agencies such as Interfaith Outreach, CICC and Senior Services were not decreased, but contributions by the City to other possible agencies were cut back by $1,250 due to historical decision to not provide other contributions. Workman inquired if it is appropriate to use taxpayers money for donations to interfaith agencies. Tom Crosby stated that he agreed it is a questionable use of funds. Medina City Council Meeting Minutes 406 November21, 2006 407 Workman stated that the City takes their money involuntarily when residents pay taxes and then voluntarily contributes their money to agencies. He stated that he doesn't think it is appropriate to make these contributions with taxpayers money. Smith suggested that a senior services program may a more beneficial recipient because they don't have a senior center. Adams stated that the senior services budget provides services such as senior service transportation and Meals on Wheels, but doesn't support recreation activities. Workman stated that he thinks the contributions that are for public use are more appropriate than other types of contributions. Adams stated that CICC and Interfaith Outreach were aware of that based on previous year's contributions. The contributions should be used for services beneficial to Medina residents for essential services. Weir stated that interfaith Outreach probably doesn't benefit Medina residents. Workman stated that it isn't so much whether or not it benefits the residents, but the appropriateness of using tax money. Office Assistant and Temporary Intern Adams stated a distribution change from having the intern serve as the community building liaison to the full-time Office Assistant. The dollar amounts listed in the memo need to be adjusted. Adams stated the other error in the report is the Pest Control which should have been $500 instead of $5,000. Brinkman clarified the amounts that should be changed on the report stating that there should be another $9,000 added to the overall budget based on the changes. Adams stated that he will need to go back to the detail to clarify the final dollar amounts. Consensus was to add back in to the transfer for road improvements if a correction is needed. Administration Laptop Adams stated the current laptop is getting old and may need to be replaced. The Tine item budget is increased by $500 for the possible replacement of a laptop. Election Supplies Adams noted the elections supplies are lower because it is a non -election year. Wetland Management Enforcement Adams explained the decrease of $5,000 to Wetland Management program. He explained the components of the Wetland Management program that could be scaled back since the program hasn't begun and then re-evaluate it midway through the year. Weir stated that it is important to look after the Wetland Management program. Construction Management Signs Adams stated that he thought the Construction Management Signs could be eliminated completely decreasing the budget by $10,000. This would then push the cost of the signs to the developers. Medina City Council Meeting Minutes 407 November 21, 2006 408 Comprehensive Plan Transportation Plan Adams stated that the Transportation Plan was increased by $3,000. This would enable the Council to thoroughly discuss and develop the Transportation Plan. Comprehensive Plan -Legal The Comprehensive Plan for Legal was decreased by $7.500 due to the decrease in ordinances that will be developed in 2007. Tom Crosby inquired about the remaining balancing for Legal in 2007 for the Comprehensive Plan. Adams stated that there is $10,000 remaining for Legal. He stated that this may be slightly high, but legal counsel may be needed during the early part of the year for legal advice. Lorsung stated that it is good to keep Legal because of the challenging issues that may arise during the Open Space Planning. Smith stated that Batty has previously acted as part of the planning staff in the past prior to the hiring of planning staff. Comprehensive Plan- Planning Consulting Adams stated Planning Consulting was decreased by $7,500. He stated that previously Sara Schield had been an active part of the planning consulting, but some of the tasks are tasks that Lorsung and Adams will now assume. City Hall Annual Computer Licensing Adams stated that City Hall computer licensing includes adding work stations, GIS software, etc. It increases each year and is probably a conservative amount with an increase of $2,000. City Hall Copier/Printer Leases Adams stated additional copier/printer leases increased by $2,000. He stated that it is a conservative amount for the budget. Adams noted that the costs could be decreased if they switched to electronic packets. Brinkman inquired when these costs were in the budget and if there was new software installed since the last review of the budget. Adams stated the City had received some re -quotes since the last time the Council reviewed the budget. He explained the increases were the result of a complete inventory being done and the re -quotes. He noted that City saves some money because it is all under one licensed user instead of individual licenses. Lorsung inquired if the increase includes the 2007 building and the possibility of an increased amount because of the additional software that is needed. Adams stated that the additional software cost might be included in the line item under the building costs. Lorsung stated that the amount for the software might be a minimal amount and not have a dramatic effect on the budget depending on the software that would be purchased. Medina City Council Meeting Minutes 408 November 21, 2006 409 Smith noted that it wouldn't work to switch to electronic packets at this point because the Council doesn't have access to computers during the meetings to look at the information. Adams stated it was an interest of some Council Member's in the past. City Hall Property Insurance Adams stated that property insurance for City Hall is increased by $1,500 based on the cost of insurance in the past and the recent City Hall improvements. Police Equipment Adams stated the police equipment has decreased by about $9,200. Chief Selland informed Adams his department would be able to defer the equipment until the next year if budget reductions are needed. Brinkman inquired what the big ticket item might have been to decrease the amount by $9,200. Smith stated that it appeared to be the possibility of receiving a grant. Cavanaugh arrived at 5:29 p.m. Smith stated there didn't appear to be one item that was cut from the budget. Adams highlighted the original line items for the Police Department that were cut from the budget equaling $9,200 and stated the Police Department would decide on actual pieces of equipment later. Fire Department Service Contracts Adams stated this was decreased by $1,500 based on the cost sharing formula with Long Lake on actual cost. Civil Defense Siren Maintenance Adams stated that the civil defense siren maintenance was decreased by $1,000 reflecting the historical cost. Public Works Street Maintenance Adams stated the street maintenance has been decreased by $10,000. He stated historically it has increased by approximately 25% the last few years and hasn't been spent. There is approximately $210,000 in the fund annually. He stated that the carryover is due to the lack of historical program for maintenance and gas prices. He stated that in 2007 they would like to develop a long term plan for all of the roads called a Pavement Management Program. It will be more focused on identifying and analyzing the streets instead of improvements. Public Works -Cleaning of Shop Adams stated the Public Works is decreased by $900 to reflect a cost share with water and sewer relieving the burden from the general fund. Public Works Radio Units Adams stated there is a decrease of $1,000 for radio units. There are radio units used as a back-up now because all of the items have previously been replaced. Public Works Auto Insurance Medina City Council Meeting Minutes November21, 2006 410 Adams stated that auto insurance has been decreased by $1,000 and shared with water and sewer. Public Works Seal Coating Adams stated a need for Public Works seal coating hasn't been demonstrated in recent years. It was recommended to be decreased in the budget by $15,000. Previously, approximately $30,000 was budgeted to this and the City only spent about $15,000 annually. Public Works Machine Rental Adams stated the public works machine rental was decreased by $1,000. The City doesn't usually rent machines. He stated if they needed to, it would probably be paid for out of the water and sewer budget instead of the general fund. Public Works Computer Adams stated the computer for the superintendent should be shared with water and sewer. This would decrease the budget by $500. Community Building Maintenance Adams stated the community building maintenance was increased by $1,000 to reflect on -going maintenance for the building. Park Transfer to Municipal Park Fund Adams stated the parks transfer to the Municipal Park Fund was decreased by $250. This is a rate that is comparable to historical rates. He also noted during summer funds were transferred to the basketball court and other items. General Liability Insurance Adams stated the general liability insurance was increased by $11,000. This reflects coding adjustments as well as general increases. Transfer to Road Improvement Fund Adams stated the transfer of less to the road improvement fund was a way to balance the budget. The recommendation was to decrease the budget by $7,490. Weir inquired about the contributions to the Interfaith Outreach. Workman stated that she thought the contributions should be eliminated. Weir stated she would like to be able to look at the work the Interfaith Outreach does. Workman stated that he is trying to achieve a balanced budget. Workman stated that he would like Adams to rework some of the changes and provide the detail for an upcoming Council meeting. He requested Adams to provide information about the work of Interfaith Outreach. Adams inquired where the additional $4,500 should be placed if the change is needed. Workman stated he would like to add the money in to the transfer to the road improvement fund. Medina City Council Meeting Minutes November 21, 2006 411 Brinkman inquired what would have happened if the budget had been passed prior to finding out that it was short $11,000 in general liability insurance. Workman stated an internal transfer could have taken place. Brinkman inquired about the amount of the general liability insurance. Workman stated that the City uses the League of Minnesota Cities that acts as a brokerage to do the shopping of insurance for the City. Brinkman stated that it is about $9,000 higher which is about 25%. Workman stated that it is still within a reasonable amount because the City opts for additional coverage. 3. Additional Budget Considerations Police Grant/Contribution Budget Adams stated that the additional budget considerations need more discussion. One way to replenish the police equipment would be to request grant funds. He explained that it would increase the budget, not the levy. Smith inquired when the City would increase the budget if they received a grant. Adams stated the budget could be increased at prior to or after being awarded a grant. Smith stated that the City should increase the budget if the grant is awarded, not increase the budget because the City may receive a grant. Adams stated some grant applications inquire to see evidence that the City is supporting grant applications or matching funds. Cavanaugh agreed that it would be appropriate to receive the grant and then increase the budget. Smith stated that she would like to know what the equipment is prior to increasing the budget. Weir stated that she would like to see the grants sought after. Adams stated the reason the grants were not included in this budget was due to the $9,250 not being the actual cost of the equipment. Smith stated that the cost of equipment should be known at the point in time of applying. Workman stated it is difficult to know the costs. He noted that it doesn't seem appropriate to wait for a response about receiving the grant then deciding to follow through on the purchase. Cavanaugh inquired if it would help to know the cost in order to receive the grant. Adams stated that it may or may not. Workman stated that he thinks it is hypocritical to apply for the grant with the intent of not purchasing the equipment if the grant is not received. Medina City Council Meeting Minutes November 21, 2006 412 Cavanaugh stated that he would like to see a line item added reflecting the grant. Adams stated that he is hearing the Council say it would be appropriate to leave the $9,250 out of the budget but to seek out grant funds. West Metro Drug Task Force Adams stated the West Metro Drug Task Force was initially decreased by $45,000. The Police Forfeiture fund would like to contribute an additional $5,000 to the general fund budget. Workman stated that he would like to see the levy decreased, but it doesn't seem practical for the low amount. Since that is the situation he would like to see it placed back in the general fund. Brinkman inquired about putting funds back in for the Drug Task Force. Adams stated that the funds would essentially be compensating for the Drug Task Force officer. Workman stated that historically they discussed that it would be revenue neutral for the City, but now it is costing the City an estimated $75,000 or more per year. Cavanaugh inquired about funds accumulating for the forfeiture funds. Adams stated those funds are now being used for supporting a facility for the program and no longer for the officer's salary. Cavanaugh stated that it is still going to capital funds. Smith stated that keeping drugs off the street is a high priority, but it may be time to let the Drug Task Force know the City does not approve of the funds now being spent on equipment and facilities. Workman stated that they were originally told that funds would be to support the position of the Drug Task Force officer. Brinkman inquired about the forfeitures balancing the costs of the position. Workman stated that the Drug Task Force wanted to use forfeiture funds to set up a building rather than using it to reimburse for salary. Brinkman stated he isn't sure how it has switched from salary to setting up a building. Workman stated that he thinks it is a good thing to do, but he isn't sure it is an appropriate use of taxpayers money. Adams stated the shift of funds from salary to the building was discussed in previous summer work sessions. He stated that they just received a budget recommendation from the Drug Task Force. He noted that Belland attends the Drug Task Force meetings and may have more information for the Council regarding these issues. Cavanaugh stated the Council should decide what to do with the $5,000. Workman suggested placing the $5,000 toward the Drug Task Force. Medina City Council Meeting Minutes November 21, 2006 413 Brinkman stated that each party was going to provide part of a person throughout the year. Smith stated the agreement was that each city was supposed to supply one full- time person. Brinkman stated he supported the work the Drug Task Force has been doing, but he didn't think they should be funding a facility. Adams clarified that it would go toward renting or renovating a building for use by the Drug Task Force. The Council discussed the salary of the Drug Task Force, the City's contribution, the necessity of the program, and the housing of the employees. Smith requested the Drug Task Force supply a report about the forfeiture amounts and the budget for an upcoming Council meeting. Adams clarified that $45,000 of revenue came in last year, but in 2007 the revenue would not support the general fund. Building Department Adams stated the Building Department was increased by $10,000 for fees collected for Bonestroo grading and building permit inspections. Previously these fees were paid for by the City. Lorsung stated in 2006 Bonestroo was contracted to review each building. The fees of $250 were for the review of these buildings. They meet weekly to do the reviews. She stated the grading ordinance needs to be signed off on and then the resident provides the escrow prior to it being released. The fees aren't meeting the expenses. Workman stated that the fees need to be a sliding fee scale. Lorsung stated that the fees are City accrued. Adams stated the revenue of $10,000 is probably a conservative amount. Smith stated the fees should be explained to residents, that the costs are for development and not for operating City Hall. Workman agreed that pass -through items aren't understood by the public. Brinkman suggested using a footnote to explain the percentage of pass -through amount. Lorsung explained that the fee is for the building permit at the end of the project. The Council reached consensus to increase the Building Department revenue by $10,000 as recommended. Adams stated he reviewed each department to determine how much each department is increased or decreased and impact on the total budget. He presented a table of information showing those statistics and identifying a net levy increase of $212,722. Medina City Council Meeting Minutes November 21, 2006 414 Smith suggested capturing additional funds from the traffic that is speeding through the City. Adams stated that the City has historically been rated number 2 per capita in the metro area for fine revenue. Cavanaugh inquired if the other Council Member's have had the opportunity to see the examples provided by Plymouth and Minnetonka of a one page explanation of the taxes sent with the property taxes to residents. Adams stated that one of the reasons this type of flyer wasn't done this year was because the $74,000 in cuts weren't identified at that point in time by the Council in September. Adams stated it would be a good idea to include next year with the Truth in Taxation statements. Smith inquired if they could get copies of the flyer. Adams stated that the flyer could include pie charts and explanations of the Truth in Taxation for the residents. Staff Reimbursables & Support Adams stated staff reimbursables and direct record keeping of staff hours would need analysis. An increase in budget would allow for an increase in support staff. Adams recommends an increase in staff support for 2007 based on expecting activity with planning and Comprehensive Plan amendments. Workman stated that he thinks it would be a good idea to have it reimbursed. Adams stated that he thought part of it could be reimbursed, but would probably need to adjust some of the figures to be able to add a position. Weir asked if Adams should provide a new Staff Needs Analysis for 2007/2008 including long-term plans. Adams advised that a new Staff Need Analysis may be more appropriate after the Council determines the land -use guide plan thus relating to growth and city needs/resources. Adams recommended an analysis be provided for 2007 only. Adams stated that the details of a position haven't been worked out with the Planning Department. Moved by Weir, seconded by Smith, to ask Adams to provide a staff needs analysis report for 2007. Brinkman inquired where the memo was to recommend additional staff. Adams referenced a memo in the Council packet seeking direction to provide a detailed report on specific staff to be recommended. Motion passed unanimously. Smith stated that she thinks part of growing as a City is to look at the Comprehensive Plan and consider the increase in Staff. 4. Comprehensive Plan- Required Plan Submittals Adams stated the Comprehensive Plan will require the creation of a number of plans. Therefore, he stated he included an analysis that outlines the scope of services for a Medina City Council Meeting Minutes November 21, 2006 415 Transportation Plan, Surface Water Management Plan, Water Supply and Distribution Plan, and Sewer Plan. Transportation Plan He stated that the plan a bare bones analysis to be prepared by the Council for the next review. He stated it is in the general fund and a tax line item. Surface Water Management Plan Adams stated the Surface Water Management Plan is estimated to be $27,600. He stated it would be funded through the environmental funds or the stormwater funds. Cavanaugh inquired if the stormwater utility fund encompasses a certain neighborhood. Adams stated that Cavanaugh was referring to the stormwater taxing district. The stormwater utility fund is a separate fund based on user fees. Water Supply & Distribution Plan Adams stated the Water Supply & Distribution Plan is estimated to be $30,075. The plan discusses the specific location of pipes and infrastructure along the TH 55 corridor. It would be supported by the water utility, not through taxes. It would be completed when the land use density plan would be completed. Adams stated the Sewer Plan would be a sewer utility supported plan at approximately $15,000. He stated in recent years there has been data gathered through a water analysis which is the initial steps for the plan. Lorsung inquired about the Water Supply and Sewer Plans stating that current mapping technology was completed in 1999. There is no GPS data prior to 1995. She wondered if the funds would be able to be put toward mapping the infrastructure for the purpose of keeping better maintenance records. Adams stated the funds weren't included in the budget. Workman stated that it would take some additional funds from a different source for the mapping. Smith inquired if this was supposed to be completed as part of the GASB 34 infrastructure documentation. Day stated in 2004 the City decided to begin in the inventory going forward, but opted to not do it retroactively. Lorsung stated that it would be important for the City to have all of the data in one database. The data that is currently present doesn't provide all of the necessary detail that would be useful for the people in the field as they are doing to work. Lorsung stated she thinks it may be an item for the 2008 budget. Weir concurred. Smith stated it would be important to know how old the pipes are in order to judge the work that may need to be done. Medina City Council Meeting Minutes November21, 2006 416 Workman stated that it would be appropriate to find out about the current infrastructure to find out information to plan for the future budget. Smith stated an inventory is what would be needed. Cavanaugh inquired about the difference between having Jim Dillman come in as a consultant to do a large scale map of the City and taking a GPS to locate the pipes Lorsung stated that it would be a two-step process, the first step being to begin with the GPS mapping. The second step would be to have Jim Dillman come in or Public Works to provide knowledge about the age of the pipes, size of the pipes, etc. Cavanaugh inquired if at this point it would be enough to have the information on paper and then move to an electronic version. Lorsung stated that in 2007 it would be a good goal to have it on paper and then in 2008 move to the electronic version. Cavanaugh inquired if it would make sense to move on this issue as soon as possible. Weir inquired if there was funding to do the mapping based on the budget. Workman stated that the funds could be used from the sewer and water fund. Adams stated that existing Staff could be utilized first prior to hiring Jim Dillman as a consultant. Smith requested existing Staff complete the tasks. Adams stated that it is a big project to add to Staff, but it could look into it further for the support staff. Smith stated that she doesn't see it as a high priority. Cavanaugh stated he disagreed because it is a key planning tool that will be used in capital improvement budgets and scheduling Public Works. Smith stated she isn't interested in hiring Jim Dillman for the consulting. Adams stated that he would like to talk to the Public Works Staff and the engineers to find out what they would be able to do. Workman stated they should make it a proposal for next year or request it be a priority for the Public Works. Smith stated the areas affected are Uptown Hamel, the Independence neighborhood, and Medina Morningside. Lorsung stated it would also affect some of the industrial projects north of TH 55. She stated they have all of the electronic GIS data for all of the projects done by as -build. Workman stated that he thinks Adams should meet with Public Works to develop a plan. He stated it should come from the Sewer and Water funds. Adams stated the City needs to identify the surface water and stormwater through the SWIPP needs to identify all of the culverts. Bonestroo is assisting in this project. This expense is coming out of the environmental fund. Medina City Council Meeting Minutes November 21, 2006 417 Smith said they should be able to know an approximate date for replacement of pipes. Lorsung stated the mapping will allow the Public Works to enter the data in a database that would be directly linked to a parcel of land. Workman stated part of the concern is for depreciation for budgeting. Cavanaugh stated this information would also key for road construction. Lorsung stated the City pays Public Works to do a locate on things when a new development comes in and wants to connect to existing lines. Adams cited the project on Hamel Road where the City began a project and found out during the project they needed to replace infrastructure because of its age. Moved by Smith, seconded by Weir, to adopt the scope of services for the Transportation Plan, Surface Water Management Plan, Water Supply & Distribution Plan, and Sewer Plan as outlined. Motion passed unanimously. Tom Crosby inquired about fund balance of the general budget fund. Adams reported the City maintains about 42% of the fund balance which is slightly higher than the State Auditor recommended amount. It is about $1.8 million. The sewer fund is about $1.0 million. B. Storm Water Utility Presentation- City Engineer Bob Barth from Bonestroo Associates, the Water Resources Group, presented Developing a Stormwater Utility. Barth explained Special Taxing Districts. He stated they can be laborious to set up. Other options include development fees and special assessments. Development fees include connection charges. Special Assessments can be assigned individual pieces of property. Barth explained that user fees are generally used for Stormwater management. The charges are based on contribution of runoff to surface water system by a property. He explained the responsibilities for cities, increasing stormwater programs and requirements, shift away from assessment to charges, and user fees making it apply to all residents and not just a few who need it. Barth stated that the advantages of a Stormwater Utility is its stability, and adequacy because it is based on a City's needs on an annual basis, flexible and equitable because credits can be developed in to it. The user fees have a steady increase in percentage from year to year unlike a tax based program. He stated that the fees can be geographically based and can be adjusted for changing needs. Barth noted the fees are equitable because they are based on size and imperviousness of parcel (amount of pavement on a property). This can be done based on aerial photos or a representative sample of imperviousness and apply it to remaining parcels. Barth stated it would be important to make it specific to the City of Medina. Medina City Council Meeting Minutes November21, 2006 418 Barth explained how the fee is calculated on a single-family residential lot. One lot would equal 1.0 REF. He noted that this measurement might be slightly different because of the rural land in Medina. He provided an example of calculating the REFs for a property. Barth stated that the rates provided were from 2003 for 27 cities in the Metro area. He stated there has been an increase in the number of cities now charging Stormwater Utility fees. The fees charged vary from city to city. Cavanaugh inquired about attaching the Stormwater Utility fees because utility bills don't go out to all residents. Smith mentioned the recycling bills go to all residents annually. Barth stated that due to the use of wells and septic systems not everyone would receive a utility bill. He noted that getting the parcels into a billing database is an issue for the City to work through. Barth explained funds from the fees could be used for flood control, water quality improvements, operation and maintenance, planning, regulation and permitting, incentive programs, any programs or projects related to the management and control of stormwater. He provided specific examples such as salaries for personnel. Barth read the NPDES Permit language and explained cities holding the permits would be expected to initiate programs, hold public hearings, and prepare brochures. Barth stated there are six NPDES measures of permittee. These include public education and outreach; public participations/involvement; illicit discharge detection and elimination; construction site runoff/erosion control; post construction runoff control; and pollution prevention/good housekeeping. Barth explained the steps of Implementation. The first step he recommended was to place an explanation on a brochure and/or on the website including information about other cities using stormwater fees. The second step to finalize the activities that will benefit from the funds. The next step is to perform the rate study followed by developing an ordinance. He stated Bonestroo has some sample ordinances available. Finally, developing a user database and implementing a billing system. Smith inquired if that would include things such as rain garden or a no mow strip by a wetland area. Barth stated these would be appropriate items. Cavanaugh inquired if it would be possible to include the stormwater fees as a separate line item on the property taxes. Barth deferred the question to the City Attorney. Workman stated the County administers the property taxes. Cavanaugh stated it would make sense to inquire if the County could add the stormwater fees to the property taxes. Day explained that the County will charge for the unpaid assessments, but will not charge fees for the City. Brinkman stated not everybody pays into the waste management fund. He stated residents can opt out of the recycling. Medina City Council Meeting Minutes November21, 2006 419 Cavanaugh inquired if there was an estimate for the cost. Barth said that they have submitted a proposal for about $6,000 to setup the Stormwater Utility. Cavanaugh inquired about the cost for drafting the ordinances. Batty stated the ordinances are fairly straightforward and the work will be in developing the other components. Lorsung inquired about the changes that occur on property over time and who would do the maintenance of the records. Barth stated that he recommends that it be land use based. If a land owner disputes the amount they owe, it would be up to the land owner to come in and submit documents of their site justifying why they should have a lower rate. He agreed that the plat can be labor intensive because they need to reflect the REFs. He said that some cities require the developers to submit a full year of stormwater utility on all of the parcels they are plating. Lorsung stated it is something that should be considered further and should be GPS based because it is linked by parcel and would be most efficient use of Staff time and resources. Cavanaugh inquired if it is possible to have a link with Hennepin County information because they do have an up-to-date database. Lorsung stated the City does get the database from Hennepin County. Tom Crosby inquired about the annual budget for stormwater utility. Barth stated it is typical to have $100,000 to $200,000. Brinkman provided an example from Plymouth for treating the water on a property. He stated that the commercial properties can be required to pay stormwater utility and that cities don't need to further tax individuals who have parcels of land in the city. Barth stated it his understanding that it is not legal to use funds for developing to fix problems in existing infrastructure that are already present. Workman inquired if the Council was ready to entertain a proposal at this time. He reminded them that it would be an ongoing expense. Smith stated that she would like to see a budget for the proposed change. She would like to see incentives provided to residents. Brinkman inquired if there were mechanisms already in place to encourage lot owners to protect the water. Lorsung stated that the only time an appeasement would be given is if a resident is asking for a variance. Workman stated the issue is whether or not they should instruct Staff to go ahead and set up a stormwater utility fund. Brinkman stated he didn't think Staff should be instructed to set up a stormwater utility fund. Medina City Council Meeting Minutes November 21, 2006 420 Cavanaugh stated he didn't think it was appropriate for the City. Workman stated he didn't think he supported it either. Adams stated that Staff could put together some data over the next few months regarding the actual costs for taxpayers. Workman stated he thought the City would be more careful with the money if it came out of the general fund instead of the stormwater fund. Cavanaugh stated that he thought the user based program would work the best, but he didn't think it would work well for the City of Medina. Weir stated that she thinks they would need to have more information for more analysis. Adams stated the presentation is a snapshot of the information and Staff hasn't had the time to analyze how it would work for the City. Cavanaugh inquired if Weir thought it warranted Staff time and resources. Weir stated that it is something that needs to be decided because Medina is a MS4 city. She also noted that commercial properties which are creating a lot of the stormwater would need to contribute based on their use. Moved by Weir, seconded by Smith, to direct Staff to look into the use of Stormwater Utility fees and the effects on property taxes. Motion passed unanimously. Adams advised that Staff would not be able to provide a thorough analysis on this for a few months. VII. COMMENTS A. Comments from Citizens on Items not on the Agenda Steve Theesfeld, 600 Shawnee Woods, stated he spoke in favor of the tree preservation ordinance approximately six months ago. He was told by the City Council that he should apply to have the easement on his property vacated which was supposed to be done when the Wild Meadows development went in. He was originally told the application fee would be $250, but then was told it was $500. He paid the $500. He met with the City to discuss it and was told to wait until the comprehensive plan was completed. His request was denied. He then received bills for approximately $1,600. He inquired what the $500 was used for and he stated the City needs to tell people about all of the fees in the beginning. Workman inquired if when he made the application the additional fees were disclosed to him. Theesfeld stated he was initially told it was going to be $250 and then was told it was $500. Lorsung stated the application discusses the fees on the application and states that all fees are to be paid by the applicant. Medina City Council Meeting Minutes November 21, 2006 421 Workman inquired if he read the application thoroughly. Theesfeld stated he did read the application and didn't see anything regarding the fees that would be billed to him. Workman stated the application should be reviewed for the language and Theesfeld may have overlooked it. Theesfeld stated the term "fee' may be included on the application, but there isn't clarity that it is for various fees, not just the $500 which is referred to as a fee. Adams stated the fee schedule is referred to as "deposits" plus all city accrued costs. He stated they are revising the application for the third time to strengthen the language even more. Theesfeld inquired why the City didn't explain it to him at the time of application. Adams stated his understanding is that Staff explains the difference between fees and deposits are provided at the time of the application. Lorsung stated is impossible for Staff to provide an applicant with an estimation regarding the amount he/she will be charged because it is based on the project. She stated the reason the deposit will be increased next year is to reflect the true cost of such projects. Batty stated he thinks many people don't know how long it takes for a request to come before the City Council. He provided an example of a vacation request and the process. He reminded the Council that the Staff recommended to not vacate the easement. There was also a legal memo prepared for the City Council meeting. He stated that if it were approved, there was another statutory process that would be invoked. This leads to costs and who should be paying for the costs. He stated previously the City has paid for these costs and now the City has shifted costs to the user. Theesfeld stated he came in to speak about the tree preservation ordinance not to speak to anything else. He was not told that it was going to be thousands of dollars. It was an issue that was to be addressed in 2002. Smith stated that she remembers the discussion and would like to refer back to the minutes for the exact discussion. Brinkman stated Theesfeld was encouraged to make application. Brinkman inquired if it could be vacated and a refund or partial refund of the money be made due to the misunderstanding. Workman stated that he doesn't think it is fair to change a policy. Brinkman pointed out that it is different because the encouragement came from the City Council. Workman stated he doesn't think it would be right to change a policy because of this mistake. Batty concurred that it may set a precedent for other applicants. Smith stated that if she were an applicant she would want to be sure Staff is clear they are stating there is a deposit or a fee. Theesfeld stated he had the resolution of the discussion which stated he wouldn't be charged the $500. These were the only charges he knew about at the time. Medina City Council Meeting Minutes November 21, 2006 422 Batty explained this application is handled like any other land use application. Every applicant pays the amount toward the final dollar amount. If there is remaining money, the applicant would be refunded a portion of the down payment. Workman stated Theesfeld may have been misled, but it was up to him ask what the deposit was going toward and what the agreement was stating to gain a complete understanding. Theesfeld reiterated that he met with Lorsung, but was not informed of the additional fees he would be billed for. He stated it is for a vacation of easement and inquired about cities typically doing these. Workman stated vacating an easement requires planning and legal. The costs are then passed on. Theesfeld noted that it was a decision that was delayed. Workman stated he is going to recommend that it be referred back to Staff. Moved by Brinkman, seconded by Smith, to refer to Staff to review the City's minutes and see if there is a way to not set a precedent and provide a refund or partial refund. Workman inquired how the City could refund fees if the City didn't incur them. Adams stated Staff will return with the minutes. Smith stated that she recommends that Staff be very clear. Workman clarified the initial recommendation was made by the City Council not by Staff. Lorsung stated she can put together a spreadsheet demonstrating the various applicants and developers who haven't paid fees when their applications were denied. Cavanaugh requested an amendment to the motion to refer to Staff for a recommendation and then Council will make a decision. Brinkman and Smith agreed to the friendly amendment to refer to Staff for a recommendation and then Council will make a decision. Weir inquired if there would be any more bills sent to the applicant. Adams stated the bills are typically 45 days behind and he wouldn't be able to guarantee there won't be more bills sent. Motion passed unanimously. Elizabeth Hattara, 1592 Homestead Trail, stated she would like to speak about the Open Space Task Force Appointment. Workman requested she wait until it is discussed later in the meeting. B. Park Commission Adams stated the Park Commission discussed the completion of the trails along Hunter Drive and the trail along TH 116. He stated the plats discussed regarding trail Medina City Council Meeting Minutes November21, 2006 423 easements will be before the City Council in December. They also discussed putting together an orientation manual for all members. Smith stated there was discussion about meeting in December due to gathering the information together for the comp plan. Adams stated that he didn't think they were planning to meet in December, but would be meeting in January after the new Park Commission is appointed. C. Planning Commission Lorsung stated the Planning Commission met last week and discussed the Ferrelgas redevelopment concept plan in Uptown Hamel; the Cemetery on Peter Lake on TH 55 which will be brought back before the Planning Commission; the two preliminary plats. The next planning Commission will discuss the Ryan Companies for the multi -tenant retail building; Bancorp Group application for the comprehensive plan amendment for the Medina Golf & Country Club; and two CUPs for accessory structures. Tom Crosby stated he thinks Lorsung, Batty, and himself need to further discuss the Cemetery about the City's ability to meet the request on the proposal prior to the next Planning Commission meeting. Workman stated the site is going to become a semi-public site and that should be considered in the planning. VIII. PRESENTATION A. Avian Bird Flu Pandemic Preparedness- Tim Turnbull, Hennepin County Emergency Manager Tim Turnbull, Hennepin County Emergency Manager, spoke about an incident in Loretto where an anhydrous ammonia truck spilled causing an evacuation. He stated the City is required to have an emergency plan for such situations. Medina does have a plan in place at this time. He requested that the City develop a plan for the possibility of a pandemic. He explained if there was a situation where a pandemic did occur, they would need to have a plan in place in case a portion of the people are absent and unable to complete the work required by the govemment. He stated the key to planning is prioritizing the services that are needed every day, i.e., police, public work services. Cross -training between communities would provide a back-up option for positions. Workman inquired about the County's role in a pandemic. Turnbull stated that the County is a first line service provider as a public health service. For example, they would organize quarantines or vaccinations. Turnbull stated there have been three pandemics in the 20th century. He noted that the World Health Organization is monitoring the Avian Bird Flu Pandemic. Workman stated he doesn't think there is a contingency plan in place. He recommended that additional cross -training occur of Staff positions. Medina City Council Meeting Minutes November21, 2006 424 Adams stated a detailed job description for every position would allow someone who is not trained in the position to be able to accomplish the necessary tasks during a pandemic. Turnbull noted the State had provided the City with a planning guide in September. IX. OLD BUSINESS A. Uptown Hamel Temporary Redevelopment Area Sign and Future Monument Sign Adams stated that there are two discussion items, one the temporary redevelopment sign area and the second the monument sign. Adams provided an aerial photo of suggested locations for the signs. Cavanaugh inquired if a permanent sign could be placed in Site A. Lorsung stated it couldn't be permanent due to site constraints. The Council discussed the pros and cons of the proposed sites. Weir stated that the Uptown Hamel group would be interested in having the permanent sign located at Site B. Lorsung explained that topography, the location of the creek, and the sight line for the signs are all considerations for the placement of the signs. Adams stated Staff is looking for direction to placing a temporary and permanent sign. Workman inquired about the source of funding. Adams stated it could come from the TIF funds. Moved by Smith, seconded by Brinkman, to approve two temporary signs at Sites A and C with the sign saying Uptown Hamel Redevelopment Area, City of Medina," and the phone number for City Hall, with funding from TIF. Motion passed unanimously. Lorsung inquired if they were taking ideas about the look of the permanent sign. They previously sent out a request for proposals on design of a permanent sign. Adams stated the Uptown Hamel group recommended adjusting the preliminary drawing switching the location of the words "City of Medina" and "Uptown Hamel." Weir stated the Uptown Hamel group inquired if the sign would be able to have the roof made of ceramic tiles. Lorsung stated the drawing doesn't include structural engineering and the City would need to hire a company such as Bonestroo to do the structural engineering. Brinkman stated a company called lmaginality would be able to use the preliminary design and complete the structural engineering. Medina City Council Meeting Minutes November21, 2006 425 Workman inquired if there was an estimated cost. Lorsung stated it could be about $20, 000-$30, 000. The Council provided suggestions for the monument, i.e. lighting, no glass. Cavanaugh inquired if the sign should have a place for messages. Council consensus was it would not be necessary to have a place for messages. Lorsung inquired about the size of the monument and if the engineer should look at the site for the scale of the monument. Workman clarified the Council is directing Staff to get bids for the permanent monument indicating "Uptown Hamel" on the top and "City of Medina" on the bottom. Brinkman inquired if Bonestroo could do a pass -over and then the three bidders would be allowed to look at the proposal and make minor adjustments to design of the sign. Smith stated she didn't think the developer should have a say in the design of the sign. The developer should design the buildings to match with the sign. B. Open Space Task Force Appointment Adams stated the Open Space Task Force is requesting the City Council to remove the appointment of a recently added member, Susan Seeland. Lorsung explained in previous City Council meetings it was discussed to add additional members to the Open Space Task Force. The Open Space Task Force discussed adding people and made the recommendation to the City Council. She stated it was then brought to the City Council. It was recommended that Susan Seeland and Weir be added to the Task Force. Recently it was brought up at the Open Space Task Force that it would be inappropriate for Susan Seeland to be a member because she is not a resident of the City of Medina. Kirsten Chapman, chairperson of the Open Space Task Force, clarified that the recommendation was not that Susan Seeland be added to the Task Force, but be put into the pool of applicants. She stated the Council would then review all applicants before making a decision. Cavanaugh stated the Task Force minutes clearly state the Task Force recommended that Seeland be appointed. He stated these minutes were approved by the Task Force. Chapman stated the minutes say "add Susan Seeland,” but the notes in the minutes prior and immediately after are referring to adding Seeland to applicant pool. Workman stated the Task Force was having difficulty accomplishing tasks and completing work. The recommendation was then to add people to the Task Force and Seeland has been attending meetings regularly. Chapman stated there haven't been discussions about the timeline or communication problems within the Task Force. Chapman stated she is unclear why these issues are being discussed with the Council if they aren't being discussed within the Task Force. Medina City Council Meeting Minutes November 21, 2006 426 Workman inquired if there is a leadership issue with the Open Space Task Force. Smith stated she had received an inquiry about not receiving the entire application pool. Adams stated there are deadlines for submitting to information to the City Council and the City Council minutes state he did mention there were other applicants interested in joining the Task Force. He stated Cavanaugh did bring up the issue of Seeland not being a resident. He noted the Council did appoint Seeland and Weir after hearing those statements made by Adams and Cavanaugh. He added that the pool of applicants were available on October 17th for Council review as they are tonight as well. Smith stated there has been a recommendation from the Task Force requesting the City Council change the decision regarding Seeland's appointment. Brinkman stated he was under the understanding that Seeland was the only applicant and he didn't know that she was a non-resident. He stated when he voted he was lacking that information. Cavanaugh stated he did clearly state that she is a non-resident. Brinkman inquired if it is appropriate to have a non-resident on the Task Force. Cavanaugh stated that he thinks Seeland brings a unique perspective and she has already been appointed. Chapman stated the Task Force voted 7 to 1 to send this issue back to the Council. Weir stated there were other people who expressed interest who are residents. She stated she thinks they should have priority. Weir noted attendance has been poor. She inquired if the Task Force needs to be larger or if there are enough people. Chapman reported the various members that have been attending regularly and irregularly along with the change in memberships. Brinkman stated it was intentionally set to have 7 or 9 people on the Task Force. Elizabeth Hattara, 1592 Homestead Trail advised that the City's website states the members of the Task Force need to be a resident of Medina and a citizen. Cavanaugh stated he had previously inquired about the role of the Mayor in various Task Forces and Commissions. He said there were two separate meetings, one where there was consensus to add Seeland and one where there was a 7 to 1 vote to have her removed. Hattara said they don't have a right to change the requirement of being a resident in order to be on the Task Force. Medina City Council Meeting Minutes November21, 2006 427 Workman stated they were reacting to the knowledge that was given to them including the recommendation. Chapman reiterated the recommendation to add Seeland was referring to adding her to the applicant pool. Motion by Smith to honor the request of the Open Space Task Force to remove Susan Seeland from the Open Space Task Force as a non-resident. Seeland stated they did request her to join because she has attended all of the meetings except one and brings with her knowledge. She is a stakeholder in Medina and has key information in conservation development. She has spent a considerable amount of time learning about conservation development. She stated she was placed in a very uncomfortable situation when attending the last Task Force meeting. She has knowledge it is best to have a Task Force with a diverse body of knowledge and a mixture of stakeholders. Weir stated there are 3 applicants from the original pool that may have a different voice. She inquired if they would have priority because they are residents. Workman stated he would be willing to replace Seeland's position if the Council chooses to remove her. Smith stated she has talked to a Task Force member and believes the Council was not provided information to make an informed decision. She believes the Task Force should consist of residents. She has apologized for making a decision without having all the information. She stated the decision could have been deferred to a later point. Motion seconded by Weir. Cavanaugh stated he would be embarrassed to go back on the decision made by the Council. Brinkman apologized for the situation. He concurred with Cavanaugh regarding the results of the decision to appoint her. He stated Seeland is an appropriate candidate for the position. She would be one vote of 7 and it is a decision that the Council has previously made. He stated the Task Force should work through the issue and if they are unable to do this then the entire Task Force may need to be released and a new group of people appointed. 2 ayes (Smith, Weir) — 3 nays. Motion failed. Motion by Brinkman, to leave Susan Seeland on the Open Space Task Force unless they become stagnated, then they can resign. Smith stated the language on the website needs to be changed. The Council agreed. Workman stated the Task Force operates as a function of the City. The people who serve on it are up to the discretion of the City Council. Batty stated there doesn't need to be a contrary motion because Seeland is already on the Task Force until the City Council decides to remove her. Medina City Council Meeting Minutes November21, 2006 428 Brinkman withdrew his motion. X. NEW BUSINESS A. United Properties Concept Plan Review (existing Ferrelgas site)- Corner of Sioux Drive and TH55 Lorsung stated there is a Concept Plan by United Properties at the Ferrelgas site located on TH 55 and Sioux Drive in Uptown Hamel. She provided a map of the zoning and adjacent properties. The request is three fold for these businesses: Members First Credit Union with drive-thru; retail/restaurant with drive-thru; separate multi -tenant retail building. Lorsung provided a site plan stating the developers are looking for feedback. She explained potential obstacles: need for variances; Elm Creek and the floodplains and the need for BMPs; access/traffic; railroad crossing; and the Met Council easement. She provided an aerial photo demonstrating potential obstacles. The owners were unable to attend the meeting tonight, but did email the Council. Lorsung explained the variances needed: driveway setback for drive-thrus; and Shoreland Overlay District impervious surfaces not greater than 25 feet. She stated Full Submittal Requirements include Plats for the property, site plan review, a conditional use permit, and various variances. She reminded the Council that the concept plan is a non -binding discussion with no motions needing to take place. Workman stated when the Uptown Hamel ordinance was developed in 2002 they intended the setbacks to eliminate drive-thrus from the area. Eric Simmer, United Properties, stated they have had the property under contract for a couple of months waiving the contingencies to move forward on the properties based on discussions that occurred last week. They anticipate closing on the property in early December. Ferrelgas plans to move off of the property in March and United Properties would begin development immediately after. He explained gravel occupies about half of the 3.5 impervious surface at this point. They plan to have a stormwater plan to capture the runoff in a pond and then treat it prior to discharging it. He demonstrated the placement of the frontage road based on the distance between TH 55 and the access point. He stated they are open to the Council's decisions about the monument sign. The orientation of the building is based on the wetlands and easements which they are unable to build on top of. He stated the peak times for the drive-thrus are opposite of each other. Workman inquired about the driveway on TH 55. Simmer said they don't need a driveway to go through, but they have placed the building in positions that would allow for a road to go through in the future. Simmer stated they are open to Council feedback. Cavanaugh stated that he spoke with Jeff Pederson regarding the effects of the turn on their property. He requested United Properties to communicate with Pederson in planning the development of the property. Medina City Council Meeting Minutes November 21, 2006 429 Smith stated the road on the plan is a road that was originally planned, but the road hasn't been developed up until this point in time. Lorsung concurred the road was originally planned and would probably be development driven. Workman inquired if a traffic study is being completed. He noted it is a short distance between TH 55 and several cars traveling at one time may back up the driveways for other businesses. Dan Parks, Western Services, stated they typically provide a turning pocket off of Sioux Drive. He stated they have found Sioux Drive is a low traveled road and the preliminary results show that there shouldn't be any operational difficulties. Parks stated they have worked with Staff to develop the sketch plan and they wouldn't need the road. Weir stated the road is going to exit close to the railroad where they have a whistleless crossing. Parks stated the median is located north of the access and crossing the road shouldn't create a problem. Weir inquired about the coffee shop facing Sioux Dr. instead of the bank. Simmer stated he has tried various placements to accommodate the coffee shop, but he hasn't found a way for it to work in another location. Weir inquired if there could be 2 entrances instead of 3 entrances. Simmer stated they could try to create it to have one entrance in and one entrance out. Weir inquired if the roofs could be peaked roofs instead of flat roofs. Tom Morse, the architect, provided a visual aid with some of the possible details regarding the looks of the building. Weir stated she would like to see the buildings have attractive fronts and backs. She inquired if they have considered excluding fast food restaurants. Simmer stated they have discussed the possibility of not including fast food restaurants in the building, but it would be a legal issue if the restaurants could be kept out long term. Workman stated the buildings are located in an area where it is a possibility for a train derailment. He recommended pilings be placed as a safety feature. Parks stated the buildings are 11 feet lower in elevation with a drop-off in the wetland area located in between the railroad and the buildings. Lorsung provided a picture of the area demonstrating the railroad and wetland area. Parks stated the building is about 150 feet from the railroad tracks. Workman stated the trains and the location of the tracks are a consideration for the builders and the appropriate businesses. Workman stated he likes the concept of developing the area and removing the gas station which is dangerous as well. Smith stated the Concept plan doegn't fit the vision she initially had. She would prefer to not see a bank drive-thru end at this point is unwilling tb do any variances to allow for Medirl°e City Council Meeting Minutes November 21, 2006 430 drive-thrus. She suggested the possibility of a railroad depot looking building for that area. She would like to see it have an Old Towne look to it. She stated she is unsure if Medina has a need for another bank. She also stated it is an area meant to draw in walkers. Cavanaugh stated he likes the initial plan, but there could be some tweaking to the appearance. He stated he would like it to have a commercial look instead of a residential look. Brinkman stated he likes the ideas and they have taken into consideration the Planning Commission's recommendations. He recommended completion of the traffic study and to speak with Hwy. 55 Rental. He stated TIF funds could be used on this project. He noted some banks and coffee shops don't have drive-thrus. He stated he thinks Bonestroo should be involved in the process in regards to traffic and the railroad. Workman thanked the presenters. Smith provided an example of a coffee shop in Golden Valley regarding the design. Kellogg stated the easements for the parcels on Hwy. 55 Rental and the frontage roads would connect to Sioux Drive. He stated at a minimum there would be an expectation for a frontage road that should be planned for even if it doesn't happen right now, but would happen in the future. Smith stated she talked with Reg Pederson and he didn't seem in favor of the angle of the driveway at this point. Workman stated the flow would be better if the angle of the driveway was different. Smith stated it may be time for some clean-up and improvements of Hwy. 55 Rental. Weir stated she didn't think they would do that. Workman said if the issue was forced, Hwy. 55 Rental may want the City to purchase their land and their business stating the redevelopment is causing them to go out of business. Brinkman stated Ryan Companies didn't follow through on their plan for the road in front of Hwy. 55 Rental. Kellogg illustrated the easement of the frontage road. Simmons stated they are not prepared to acquire an easement through the property owners, but are willing to work with TIF. He reiterated they are willing to work with them on any designs the Council would like to see. Kellogg stated the medians that have been adjusted recently would affect the access on Sioux Drive. Weir stated the Pedersons are certain TH 55 will not close off the access. Cavanaugh stated he thinks MnDOT will eventually close the access. Adams stated the long term plan for TH 55 is to have a six lane highway and they wouldn't likely keep the access open. Medina City Council Meeting Minutes November 21, 2006 431 Xl. CITY ADMINISTRATOR REPORT A. 2007 Budget Continued 1. Capital Improvement Plan Adams referred back to the budget that was previously discussed. He stated he wasn't looking for direction from the Council at this point. The Park Commission has recommended projects for the Parks in 2007. Adams noted some of the projects were deferred from 2006 to 2007. Smith concurred some of the projects were delayed and some of the projects were moved forward for Parks. Workman stated they haven't put any money in the capital improvement plan for the Parks, but they had previously made the commitment to do it in the future. 2. Fund Balance Illustration Adams asked the Council if they had any questions and stated the Council could discuss the fund balance further in December. 3. 2006 Fund Transfers Fire Department Adams stated that he is looking for direction on the 2006 Fund Transfers. The City allocated $28,000 for the financing of equipment in 2006. One of the Hamel Fire Department equipment purchases was delayed until 2007. Staff recommends transferring the $28,000 to the Fire Department fund, so it may be transferred back into the general fund in 2007 for the capital equipment payment. Motion by Weir, seconded by Smith, to transfer $28,000 to the Fire Department Fund and then transfer it back into the General Fund in 2007 for the capital equipment payment. Motion passed (Cavanaugh absent). TIF 1-5 Adams explained the TIF 1-5 District is no longer needed. He stated the balance amount remaining is $93,004 and the Council could transfer the fund balance to the TIF 1-9 fund to support the district. He stated a second option would be to transfer the funds to an applicable fund that included a capital project in 2006. Workman stated he would like to move it to support the TIF 1-9 district. Motion by Weir, seconded by Smith, to transfer the remaining fund balance of $93,004 to the TIF 1-9 fund to support the district. Motion passed (Cavanaugh absent). Adams stated there is also $237,474 in deferred special assessments remaining within the district. He stated Staff recommends distributing equally the deferred special assessments to the water capital improvement fund, sewer capital improvement fund and road improvement fund. Medina City Council Meeting Minutes November21, 2006 432 Motion by Smith, seconded by Weir, to distribute the remaining $237,474 equally to the 402 water capital improvement fund, 403 sewer capital improvement fund and 420 road improvement fund. Motion passed unanimously. 4. Other Considerations Adams explained Staff plans to change the purpose of the Environmental Fund from a capital improvement fund to a special revenue fund. Adams stated the German Liberal Cemetery would like to store Cemetery records at City Hall. He noted the discussion has primarily been at the Staff level up until this point. Adams inquired if the Council would be amenable to having them come to a Council meeting. Workman stated Adams should put them on the schedule to find out more information regarding the Cemetery's request. B. Park Design Adams stated Jerry Dykhoff from the Park Commission has been working on the design of the park which includes a plaza with a new sign, flag pole, and Veteran's Memorial. The Legion and VFW want to work together on the Veteran's Memorial. Discussion occurred on the appropriate location for the Memorial in Hamel Legion Park. C. Lake Independence TMDL Adams stated the draft Total Maximum Daily Load (TMDL) report for Lake Independence is under a public hearing before the Minnesota Pollution Control Agency (MPCA). He noted to his knowledge the City of Medina didn't receive any direct notice regarding the hearing. He stated the last report that was brought before the City was in March 2006 and has been updated since then. He is looking for direction to prepare a response prior to the end of the month. Smith inquired if the Council had approved the plan they had previously submitted. Weir stated they agreed to support the grant application, but the plan has not been approved. Adams stated he would like to have the engineer from Bonestroo look at the report and provide Adams with feedback to prepare something for the MPCA. XII. MAYOR & CITY COUNCIL REPORTS Brinkman stated there is a new Rotary Club moving to Medina. He stated the Orono/Long Lake Rotary Club has previously contributed to a Veteran's memorial. XIII. APPROVAL TO PAY THE BILLS Medina City Council Meeting Minutes November 21, 2006 433 Adams stated there is an addition to the bills for software maintenance from to ESRI for GIS Software support for $405.20. Moved by Weir, seconded by Smith, to add the ESRI GIS Software bill of $405.20, and approve the bills, order check numbers 030129-030220 for $217, 073.98, and payroll check numbers 019986-019988 for $30, 714.42. Motion passed unanimously. XIV. ADJOURN Moved by Weir, seconded by Cavanaugh, to adjourn the meeting at 9:42 p.m. Motion passed unanimously. ruce D. Workman, Mayor Attest: Chad M. Adams, City Administrator (Clerk) Medina City Council Meeting Minutes November 21, 2006 434 (THIS PAGE LEFT BLANK INTENTIONALLY) Medina City Council Meeting Minutes November21, 2006 435 ORDER CHECKS - NOVEMBER 21, 2006 030129 ACCURINT $30.00 030130 AGGREGATE DIVISION $633.45 030131 AMERIPRIDE LINEN & APPAREL SVC $97.83 030132 ANDERSEN, EARL F $1,443.56 030133 ASPEN EQUIPMENT CO. $19,341.46 030134 BENSON, DIANN $112.50 030135 BONESTROO, ROSENE, ANDERLIK $73,154.14 030136 BREITBARTH, BERNIECE $110.00 030137 BUDGET PRINTING $86.01 030138 CENTERPOINT ENERGY $385.78 030139 CNH CAPITAL $311.70 030140 COLLISION CORNER $848.59 030141 CORNER HOUSE/INTERAGENCY CTR $952.61 030142 CR PLANNING $6,577.75 030143 CSC CREDIT SERVICES $10.00 030144 CUDD, CHARLES $10,000.00 030145 CULLIGAN $64.91 030146 DEGMAN, ELE ANOR $185.00 030147 DONAHUE, VALERIE $192.50 030148 DYKHOFF, ROSE $185.00 030149 EGAN $456.08 030150 EIDUM, JAMES $51.80 030151 ELAN FINANCIAL SERVICE $2,398.42 030152 EMERY'S TREE SERVICE $1,138.55 030153 ESS BROS. & SONS, INC. $25.56 030154 FORTIN HARDWARE $168.99 030155 FRONTIER $58.89 030156 FRY, BEVERLY $112.50 030157 GARBERICK, MARGARET $197.50 030158 GARY'S DIESEL SERVICE $3,343.04 030159 GENUINE PARTS CO. - MPLS $276.52 030160 GOODIN CO. $271.02 030161 GOPHER STATE ONE CALL $513.15 030162 GRAINGER $75.53 030163 GREENE, LEONARD $110.00 030164 HACH COMPANY $132.81 030165 HECKSEL MACHINE INC. $97.23 030166 HENNEPIN COOPERATIVE SEED EXCH $57.46 030167 HENNEPIN COUNTY INFO.TECH.DEPT $792.55 030168 HENNEPIN COUNTY SHERIFF $33.94 030169 HENRYS WATERWORKS $315.63 030170 HIGHWAY 55 RENTAL $251.56 030171 IN 1'EGRATED FIRE & SECURITY $380.00 030172 J-CRAFT, INC. $254.56 030173 KODET ARCHITECTURAL GROUP LTD $350.49 030174 LAKE BUSINESS SUPPLY $109.35 030175 LANDFORM $3,212.95 030176 LAWSON PRODUCTS, INC $60.52 030177 LEAGUE OF MN CITIES, FIN. DEPT $3,893.00 436 ORDER CHECKS - NOVEMBER 21, 2006 (CONI''D) 030178 LONG LAKE, CITY OF $9,652.59 030179 MAYER, RANDY LTD P00.76 030180 MEDIACOM $79.95 030181 MEDICA $212.00 030182 METRO WEST INSPECTION $8,874.45 030183 METRO.COUNCIL ENVIRO. SERVICES $9,575.38 030184 METROPOLITAN COUNCIL WASTEWTR $3,069.00 030185 MINNEAPOLIS COMM. & TECH. COLL $65.00 030186 MINNEAPOLIS DEPT.HEALTH&FAMILY $99.00 030187 MINNESOTA STATE TREASURER $6,484.83 030188 NORTHWEST SUBURBAN CHAMBER $55.00 030189 OIL AIR PRODUCTS $51.97 030190 OLKON, ELLIS $180.00 030191 ORONO, CITY OF $4,198.88 030192 QUICK FUEL $8,941.20 030193 QWEST $1,159.45 030194 RANDY'S SANITATION $206.41 030195 REYNOLDS WELDING $35.00 030196 RICHMOND, TERRY R. $192.50 030197 RILEY, JOHN $235.00 030198 SCHMIDT, KATHLEEN $180.00 030199 SEWERMAN, INC. $371.09 030200 SIVETS, COLLEEN $185.00 030201 SONNYS AUTO $122.09 030202 SORENSEN, JEANNE $250.00 030203 ST. CLOUD STATE UNIV $1,570.00 030204 STREICHER'S $617.57 030205 SUN PRESS & NEWSPAPERS $385.25 030206 SUNBURST LAWN & SNOW $2,130.00 030207 T-MOBILE $276.33 030208 1'EIG, MONS A. $90.00 030209 THYKEN, MARJORIE $25.00 030210 TIME SAVER OFF SITE SFC. $310.83 030211 TWIN CITY WATER CLINIC $40.00 030212 U.S. POSTAL SERVICE $500.00 030213 VELCH, PAT $410.00 030214 WASTE MANAGEMENT-TC WEST $3,395.84 030215 WAYZATA, CITY OF $2,499.24 030216 WHITEHEAD, BRUCE $110.00 030217 WILE, WENDY $112.50 030218 WILSON, JAMES $105.00 030219 WSB & ASSOCIATES $8,283.50 030220 XCEL ENERGY $7,67398 $217,073.98 437 PAYROLL CHECKS - NOVEMBER 13, 2006 019986 SCHERER, STEVEN T. $1,644.38 019987 CONVERSE, KEITH A. $1,335.66 019988 VIEAU, CECILIA M. $1,034.75 EFT ADAMS, CHAD M. $2,074.80 EFT SCHERER, STEVEN T. $1.00 EFT MCGILL, CHRISTOPHER R. $1,475.44 EFT HALL, DAVID M. $1,578.74 EFT DRESSEL, ROBERT P. $1,176.07 EFT BELLAND, EDGAR J. $7,307.17 EFT VIEAU, CECILIA M. $1.00 EFT DINGMANN, IVAN W. $1,299.82 EFT SULANDER, LAURA L $1,215.96 EFT BOECKER, KEVIN D. $1,578.60 EFT GREGORY, THOMAS $1,573.16 EFT LORSUNG, ROSE A. $1,288.76 EFT NELSON, JASON $1,788.92 EFT KLISZCZ, DAVID A. $551.96 EFT VINCK, JOHN J $1,196.00 EFT FINKE, DUSTIN D $1,332.35 EFT MAROHNIC, NICHOLAS $453.88 EFT DAY, JEANNE M $2,007.34 EFT DOMINO, CHARMANE $1,125.74 EFT WUNSCH, JODI M. $953.71 EFT STEELE, KELLY J. $341.48 EFT LEUER, GREGORY J. $1,377.73 $30,714.42 438 (THIS PAGE LEFT BLANK INTENTIONALLY)