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HomeMy WebLinkAboutCCAgen_06Jul12CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA July 12, 2006 A. CALL TO ORDER: 7:00 PM B. ROLL CALL: GEHRZ ____ KUETTEL ____ HARRIS ____ LINDSTROM ____ TALBOT _____ MILLER_____ KREUSER_____ C. PRESENTATION: D. APPROVAL OF MINUTES: June 28, 2006 TAB 1 E. PUBLIC HEARING: None F. CONSENT AGENDA: 1. Disbursements through 6/30/06: $9,125.90 Disbursements 7/1/06 through 7/6/06: $19,165.38 Payroll through 6/30/06: $19,559.26 TAB 2 2. Resolution adopting model policy and appointing officials TAB 3 3. Approval of licenses TAB 4 4. Authorize the purchase of a Toro Groundsmaster 3280-D commercial tractor/mower from MTI Distributing TAB 5 5. Promotion of Michael Poeschl to Falcon Heights Fire Department C a p t a i n TAB 6 6. Acceptance of Low Bid for Seal Coating from Pearson Brothers in the Amount of $52,441.60 TAB 7 G. POLICY AGENDA: 1. Drive-through Study Final Report TAB 8 2. Review of Draft of Falcon Heights City Code Recodification TAB 9 H. COMMUNITY FORUM I. INFORMATION/ANNOUNCEMENTS J. ADJOURN Regular Meeting of the City Council June 28, 2006 Members present: Mayor Gehrz, Council members Kuettel, Talbot, Lindstrom, and Harris, Administrator Miller, Assistant City Administrator/Deputy Clerk Kreuser, Parks and Public Works Director Hoag, Engineer Schwartz, and Fire Chief Kurhajetz. Mayor Gehrz called the meeting to order at 7:00 p.m. Presentation: Cor Wilson, Executive Director of the North Suburban Communications Commission and CTV, made a presentation to the council regarding current cable issues, legislation, and an overview of the workings of CTV and the cable commission. Minutes: The meeting minutes from June 14, 2006 were approved as corrected by Mayor Gehrz. Consent Agenda: Council member Kuettel moved the following five items for approval. The motion passed unanimously. 1. General Disbursements through 6/21/06: $109,017.40 Payroll through 6/15/06: $14,304.90 2. Appointment of Gretel Keene to Environment Commission 3. Step increase for Dave Tretsven, Public Works Lead Worker 4. Appointment of new volunteer firefighters 5. Approval of license Policy Agenda: 1. Approve the sale of 1978 American La France Fire Truck Fire Chief Kurhajetz began by stating the department tried to donate the truck to a southern city in need and advertised it, but the offer of $4,000 was the only one that came in. No city was interested in the donation. Council member Lindstrom asked where the truck had been advertised. Mayor Gehrz replied it was advertised in a clearinghouse through the National League of Cities after the hurricanes. Administrator Miller added similar makes/models of fire trucks were for sale on e-bay, and the prices there were in line with the current offer. Mayor Gehrz stated it was the City’s preference to donate the truck, but now the $4,000 will be used for fire department needs. Council member Talbot moved to approve the sale of the 1978 American LaFrance Fire Truck. The motion passed unanimously. 2. Resolution adopting a Cooperative Construction Agreement between the City of Falcon Heights and Capital Region Watershed District (CRWD) Administrator Miller began the item by giving a brief overview of the agreement between the cities in the watershed district and the CRWD for a new facility. He explained the funding was based on the stormwater production from each city, with 11.15% as Falcon Heights share. Along with the 10% construction costs, the “not to exceed” amount is roughly $109,000. In response to Council member Talbot’s question, Engineer Schwartz stated there are two areas of discharge in Falcon Heights, one near the Snelling/Larpenteur area and the Godfried/Pitt area. He reiterated the flow calculations are not determined by acreage, but by total flow, based on direct discharge rates. He added Roseville approved the agreement. Council member Harris stated the agreement was to construct a new building, but wanted to know if the cities then own a portion of the building. Schwartz answered the cities do not. He also stated the CRWD is talking about adding a maintenance agreement that is not currently in place, but will be drafted this fall. Council member Talbot pointed out the watershed has levying authority, and if more dollars are needed, they do not necessarily have to come back to the cities for funds. Mayor Gehrz noted the watershed district has the authority also to deny permits and approvals for construction projects if water is not managed. Council member Harris pointed out the wording in the agreement stated an amount not to be exceeded “unless written approval by the council” is granted. She asked Schwartz if he presumed any increases. Schwartz answered the engineer’s estimate was completed this spring, but that an increase and request for further funds could happen. Council member Lindstrom asked about preliminary engineering costs and why engineering is often separate from the actual costs of projects. Schwartz answered that most of the time there are two different parties incurring those fees, but the construction observation is not preliminary. He added the wording was tweaked by City Attorneys, and this language was what came out. Council member Talbot stated the estimated cost was $99,565, not including project construction observation, which could amount to not more than 10% of the 99,565. The total not to exceed number is $109,521.50. Administrator Miller stated the watershed has to come back before council if they increase costs. He added that July 14 is the open of bids. Hoag added that if CRWD gets a higher bid, there would be no further funding without council consent. Council member Lindstrom asked if this was common practice for watershed agreements. Administrator Miller replied that yes, every city belongs to a watershed district, and often are asked to contribute to projects. Mayor Gehrz stated that the watershed has taxing and bonding authority, and if they come back to Falcon Heights, the City can say no and that would not stop the project. Council member Harris added the maintenance agreement clause is so vague it doesn’t hold the City to anything legally. Mayor Gehrz also stated for the record that the stormsewer utility has adequate funds, and preparations for funding have been occurring for over four years. Council member Kuettel moved to approve the resolution adopting a cooperative construction agreement between the City of Falcon Heights and Capital Region Watershed District. The motion passed unanimously. 3. Resolution adopting Traffic Signal Maintenance Agreement between the City of Falcon Heights, City of Saint Paul, and State of Minnesota Parks and Public Works Director Hoag stated this was the final issue related to the Hoyt turn back from the County. The agreement is similar to that of the Roselawn agreement approved earlier, except that St. Paul is responsible for costs associated to ¼ of the intersection. Hoag explained that for the electrical Falcon Heights will invoice St. Paul for ¼ the costs each month. For re- lamping, cleaning and painting St. Paul will invoice Falcon Heights for ¾ of the actual costs. Council member Kuettel asked if that was too much paperwork to do monthly, but Administrator Miller replied it is standard to send billing monthly and won’t be too much of an effort. Miller also answered Council member Talbot’s question on estimated costs by stating ¾ of the re- lamping, cleaning and painting would amount to roughly $1,500 per year. He also stated Hoag was looking to LED type, which would defray the costs by about half. Council member Lindstrom and Mayor Gehrz both instructed Administrator Miller to approach the State Fair about perhaps taking on some of the cost burden for that signal. That agreement, if drafted, would be a separate contract with the State Fair and would come before council at that time. Council member Lindstrom moved to approve the resolution 2006-17 adopting traffic signal maintenance agreement between the City of Falcon Heights, City of Saint Paul, and State of Minnesota. The motion passed unanimously. 4. Adoption of City goals for 2007 Mayor Gehrz began the item by giving a brief overview of the process of goal setting. She stated some of the goals would be incorporated into the City’s comp plan. She asked the council to go over the changes. Council member Harris stated the council added into the goals of the Park/Rec Commission an Adopt-a-Park program, which would not only allow of monetary donations, but also for time spent at park clean up or other ways parks need help. She added the commission is also creating a new version of the Park/Rec Master Plan from 1989. The commission is also updating since the plan only deals with parks and not recreation. She added some kind of survey would be completed to make sure the commission gets it right. Harris also mentioned there are some human rights commission changes, since now the commission meets regularly. Mayor Gehrz said that as the City works on the comp plan, they will use the Active Living Ramsey County information from the student intern team and walkability workshops. A new section added in the goals is to promote the unique assets of Falcon Heights and to promote the new unique assets. After a short reminder that residents can call Metropolitan Mosquito Control for tire pick-up, residents were also encouraged to give their e-mail addresses to City Hall for a quadrant database from Council members Talbot and Lindstrom. Mayor Gehrz added the City assessment manual was written 20 years ago, designed with fairness in mind across the City, and now is the time to look at it and update since no assessments are foreseen for some time. Council member Kuettel moved to adopt the City goals for 2007. The motion passed unanimously. 5. Discussion of Public Participation Plan for the 2008 Comprehensive Plan Mayor Gehrz began a presentation on the updating the City’s comp plan and engaging the public in the process. She stated the process of inviting the public gives the City opportunities, but the process is getting a bit of a late start since the City wanted to wait until the new City Administrator started. Mayor Gehrz presented her plan to the council and went through the process: Public Participation Plan Step One - Organize a Steering Committee to assist with the public participation process. Their role and responsibilities would be: • Review suggestions from the Walkability Workshops and the Humphrey Institute Student Intern Team and determine which should be considered for inclusion in the revised Comp Plan. • Serve as facilitators and/or note takers for small group discussions to gather the suggestions and opinions of residents about comprehensive planning issues. • Promote participation in the planning process to their neighbors. Steering Committee Membership • Maximum of 14 members plus the mayor and City Administrator. • One or two commissioners from each of the five city commissions (5 to 10 people) • Volunteers appointed by the city council (4 to 9 people). Openings would be publicized on the city website, monthly flyer, and in the Roseville Review and Sun Focus. Interested residents would complete an application form and be interviewed by the mayor who will serve as Steering Committee Chair. Step Two – Develop questions and a participant recruitment plan for Small Group Discussions with: • Businesses, i.e. breakfast meeting, interviews • Residents in each of the following neighborhoods: ◦ Northome ◦ Northeast Quadrant ◦ St. Mary’s/Fry/Garden ◦ Hollywood Court ◦ Falcon Woods ◦ University Grove & 1666 Coffman ◦ Tatum/Fry/Lindig area (Questwood/Snelling) Questions should address both long-range vision development and reaction to specific possibilities. Step Three – Develop Survey Instrument & Plan • Park and open space utilization and unmet need questions • Community garden questions • Other topics Step Four – Write preliminary 2008 Comprehensive Plan • Contract with a planning consultant where needed. • Use staff, council, and volunteer resources to write sections of the plan. Step Five – Schedule and publicize a minimum of two public forums • Present the proposed land use changes in the preliminary plan. • Request feedback on the preliminary plan. Step Six – Revise the preliminary plan. Step Seven – Submit the 2008 Comp Plan to the Metropolitan Council When asked by Council member Lindstrom if the neighborhood meetings would take place out in the neighborhoods, Mayor Gehrz replied it was her hope they would. Council member Harris pointed out the Snelling/Questwood area was missing from the list of residential neighborhoods. It was added to the final plan. Council member Talbot asked that the North Suburban Cable Commission be added to planning assumption four. Council members Lindstrom and Kuettel lauded the Mayor for her work, and stated there were great ideas in the plan. In addition, Kuettel said this process may be an opportunity to reach out to a new population in the City, and hopes there will be large citizen participation. Council member Harris suggested drafting a job description for those members on the steering committee. Staff will begin work on it, along with revision of the standard commission application. Council member Lindstrom asked about the timeline for the work. Mayor Gehrz replied it should begin in September 2006 and continue through November. She stated she would like a preliminary plan by the end of January for revisions and forums. In addition, she stated a survey to residents, perhaps written by university students, would help get information from residents. Mayor Gehrz stated the University would also be working on their master plan, but the timeline for theirs was close to two years out. She stated she would notify University master planners and ask them to interface with Falcon Heights when they are working on their plans. She stated the residents value heavily the agricultural fields along Larpenteur. Council member Harris moved to approve the Public Participation Plan for the 2008 Comprehensive Plan. The motion passed unanimously. Community Forum: Bryan Olson, 1592 Roselawn, stated he was at the clerk’s training in St. Cloud, and wanted to know why neither Falcon Heights clerk nor Little Canada’s clerk were present. He also asked when the required five hours of elections training would be completed. Assistant City Administrator/Deputy Clerk Kreuser replied she attended elections training in Maple Grove the previous week and had obtained the required hours. Olson then asked about the payout of $5,800 to Heather Worthington upon her departure from the City. The Mayor replied it was not severance pay, as questioned by Olson, however, it was accrued sick leave and accrued vacation hours. Olson stated the language in Administrator Miller’s employment contract differed from that of former Administrator Worthington’s contract. He asked if dues would be paid for the new administrator to belong to clubs/organizations such as Rotary. Mayor Gehrz replied they would because the organizations are professional enhancement organizations, and Miller is a professional. She added the expenses would not come before council for approval, as they are already part of the budget. Olson began speaking about a sale of a Roseville fire truck, but his five minutes had expired and he was asked to step down. Information/Announcements: Council member Kuettel stated the Planning Commission was beginning the process of recodification of the City Code. Council member Talbot reminded residents to slow down on neighborhood streets. Administrator Miller reported the MSRA 50s weekend went relatively smooth, and no major concerns were reported. Mayor Gehrz adjourned the meeting at 8:50 p.m. Respectfully submitted, Stacey Kreuser Assistant City Administrator/Deputy Clerk CONSENT F1 7/12/06 ITEM: Disbursements and Payroll SUBMITTED BY: Roland Olson, Finance Directors REVIEWED BY: Justin Miller, City Administrator Explanation: 1. Disbursements through 6/30/06: $9,125.90 2. Disbursements 7/1/06 through 7/6/06: $19,165.38 3. Payroll through 6/30/06: $19,559.26 ATTACHMENTS: • General Disbursements • Payroll ACTION REQUESTED: • Approval CONSENT F2 7/12/06 ITEM: Resolution adopting model policy and appointing officials SUBMITTED BY: Stacey Kreuser, Assistant City Administrator/Deputy Clerk REVEIWED BY: Justin Miller, City Administrator EXPLANATION: The Government Data Practices Act, Minnesota Statutes Chapter 13, directs the City to adopt policies and procedures and to designate City officials. On April 27, 2005, the City Council resolved that Heather Worthington, former City Administrator, would act in the role of “Responsible Authority” and “Data Practices Compliance Official” for Falcon Heights. Justin Miller began employment on June 19, 2006 as City Administrator, and should assume responsibility for these roles. ACTION REQUESTED: Approval of resolution 2006-18 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION 2006-18 July 12, 2006 RESOLUTION ADOPTING MODEL POLICY AND APPOINTING OFFICIALS WHEREAS, the Government Data Practices Act, Minnesota Statutes Chapter 13, directs the City to adopt policies and procedures and to designate City officials. WHEREAS, the Model Policy, public access to Government Data and right of subjects of data, prepared by the Minnesota Department of Administration was adopted as a City Policy on April 27, 2005. NOW, THEREFORE BE IT RESOLVED, pursuant to the Act, the City Administrator Justin Miller is designated as the City’s “Responsible Authority” and “Data Practices Compliance Official.” ADOPTED by the Falcon Heights City Council on July 12, 2006. Moved by: ______________ Approved by: _______________________ Susan L. Gehrz, Mayor July 12, 2006 GEHRZ KUETTEL _____ In Favor HARRIS LINDSTROM _____ Against _______________________ TALBOT Attested by: Justin Miller C i t y A d m i n i s t r a t o r July 12, 2006 CONSENT F3 7/12/06 ITEM: Approval of licenses SUBMITTED BY: Stacey Kreuser, Assistant City Administrator/Deputy Clerk Explanation: The following company has submitted application for a mechanical contractor’s license. All necessary documents have been received by City staff. • Silvernail Enterprises LTD The following business has applied for a tree trimming/removal license. All necessary documents have been received by City staff. • Prime Cut Tree Service The following company has submitted application for a general contractor’s license. All necessary documents have been received by City staff. • Grant Utilities CONSENT F4 7/12/06 ITEM: Authorize the purchase of a Toro Groundsmaster 3280-D commercial tractor/mower from MTI Distributing SUBMITTED BY: Greg Hoag, Director of Parks and Public Works REVIEWED BY: Justin Miller, City Administrator Dave Tretsven, Lead Worker Public Works EXPLANATION: Summary: The 2006 Five Year Capital Improvement budget includes $14,000 for replacement of the 1999 John Deere 725. This tractor is used for mowing in the parks, City Hall, and roadway medians. Staff has evaluated 5-7 different tractor/mowers to replace this piece of equipment. We have found that the Toro Groundsmaster best meets our needs. When we receive delivery of the new equipment we propose to advertise for sale our 1999 John Deere mower. It is anticipated that the sale of this mower will bring revenue back to the City of approximately $1200.00. This will help offset the overage from the original projected cost to replace this mower. MTI Distributing, of Brooklyn Center, Minnesota, is authorized to offer government pricing on Toro equipment. The contract provides Falcon Heights with a 10% discount off the retail price of the tractor. The discounted price including sales tax of the tractor /mower is $15,779.30. ATTACHMENT: ƒ Equipment quotation from MTI Distributing, of Brooklyn Center, Minnesota ACTION REQUESTED: • Authorize the purchase of a Toro commercial tractor/mower from MTI Distributing at a total cost of $15,779.30 • Authorize staff to advertise and sell the 1999 John Deere 725 tractor/mower July 7, 2006 Quote Number T5-124 Greg Hoag City of Falcon Heights 2077 Larpenteur Ave W Falcon Heights, MN 55113 651-792-7618 Dear Greg: We are pleased to quote you on the following equipment. PRODUCT DESCRIPTION QUOTE - New Toro Groundsmaster 3280-D (28 hp Kubota gasoline engine) 2 WD, $14,816.24 52” side discharge deck, deluxe seat, operators and parts manual GSA pricing Pricing does not include appropriate sales tax. This quote includes setup and service. This quote is valid for 30 days. New Toro equipment has a 2 year warranty. Thank you for the opportunity to submit this quote. If you have any questions, please call 763-592-5641 or 1-800-492-6344 and we will be happy to help you in any way possible. Sincerely, Bob Frank, Mandi Prinsen, Tim Mihalko Sales Representatives East Metro, Western WI MTI Distributing, Inc. CONSENT F5 7/12/06 ITEM: Promotion of Michael Poeschl to Falcon Heights Fire Department Captain SUBMITTED BY: Clem Kurhajetz, Fire Chief Explanation: I would like to recommend council approval of the promotion of Michael Poeschl to Captain. This would fill the current vacancy of the position. The effective date of this promotion would be July 1, 2006. ACTION RECOMMENDED: • Approval CONSENT F6 7 / 1 2 / 0 6 ITEM: Acceptance of Low Bid for Seal Coating from Pearson Brothers in the Amount of $52,441.60 SUBMITTED BY: Greg Hoag, Parks and Public Works Director REVIEWED BY: Justin Miller, City Administrator Deb Bloom, City Engineer EXPLANATION: Summary: The Cities of Falcon Heights, Little Canada, and Vadnais Heights jointly advertised for bids for our 2006 seal coat projects. Bids were opened on July 7, 2006 and we have received two bids for seal coating, as outlined below: Pearson Bros., Inc. $52,441.60 Allied Blacktop Company $54,408.16 The bids are higher than the $40,000 that was included in our 2006 budget. The amount budgeted for this item was based on unit prices from our 2003 seal coat bid plus inflation. Due to the increases in the costs of oil, the construction industry has seen an increase in construction costs over the last three years of 20- 30%. We have compared the unit pricing for this project to the City of Roseville and the City of Shoreview. Roseville’s cost to do the work with their in house personnel is estimated at $0.77/ square yard and Shoreview’s contractor bid price is $0.87/ square yard. The low bidder’s unit price is $0.80/ square yard. We are confident that these prices are competitive, and do not believe that waiting to do this work will decrease overall costs. These cost increase can be funded using infrastructure funds that were budgeted for the Cleveland Avenue median project. Staff is still in the process of evaluating options for the median project. It is now anticipated that this project will occur in 2007. Staff is recommending acceptance of the low bid from Pearson Brothers, Inc. ACTION REQUESTED: • Acceptance of low bid P O L I C Y G 1 7/12/06 ITEM: Drive-through Study Final Report SUBMITTED BY: Dan Cornejo, Planning Consultant, Deborah Jones, Planning and Zoning Coordinator REVIEWED BY: Justin Miller, City Administrator Roger Knutson, City Attorney Summary: On February 8, 2006, the City Council approved an interim ordinance prohibiting the issuance of any permits or zoning approvals related to creating new drive-through business operation in Falcon Heights. The purpose of the ordinance was to allow time to complete an in-depth study of the impact of drive-through business on the local community. The City hired Dan Cornejo of Cornejo Consulting to undertake the study for the City. A complete description of the study purposes and process is included in Mr. Cornejo’s final report, which is attached. Mr. Cornejo will attend the July 12 Council Meeting to present this report formally to the City Council and the Community and to present his recommendations. If, after receiving the report of the study, the Council decides that changes to the zoning code are in order, the matter must be referred back to the Planning Commission for a public hearing. ATTACHMENTS: • Drive Through Facilities Zoning Study, Falcon Heights, Minnesota, July 7, 2006 prepared by Dan Cornejo of Cornejo Consulting. ACTION REQUESTED: • Recommendation and referral to the Planning Commission. P O L I C Y G 2 7/12/06 ITEM: Review of Draft of Falcon Heights City Code Recodification SUBMITTED BY: Deborah Jones, Planning and Zoning Coordinator REVIEWED BY: Justin Miller, City Administrator Summary: Municipal Code Corporation has submitted for the City’s review the draft of the updated Falcon Heights City Code. Over the next two months the City Council will have the opportunity to read and discuss the draft in four successive meetings and to point out any areas that need to be examined closely or referred to the City Attorney and Municipal Code for further work before final hearings and adoption. For the first review session, you are receiving the following chapters of the recodification draft: • Chapter 1: General Provisions • Chapter 2: Administration • Chapter 6: Alcoholic Beverages • Chapter 10: Animals • Chapter 18: Emergency Services • Chapter 26: Fire Prevention and Protection So that you end up with a complete copy of the recodification draft, your packet also includes “placeholder” pages for the following reserved chapters: 3 – 5, 7 – 9, 11 – 13, 19 – 22, 27 – 29. These reserved chapters provide space for future ordinances. This packet also includes a sample of what Chapter 2 would look like after final formatting. Process: The draft chapters, though substantially reorganized, should contain no substantive or policy changes from our current code except those necessary to bring our code into line with State Law. Recent ordinances have been incorporated into the text. Staff recommends that you read through the draft, section by section, with your copy of the existing City Code at hand for comparison. Please note any areas that you would like to bring up for question or discussion. We encourage you to write directly on your copy any notes or questions you have. The draft looks very different from the text we are all used to, so you may find the following points helpful: • Each section is annotated with a reference to the existing code or ordinance – very helpful for comparing old and new. Look for this in parentheses at the end of each section. • Each change is explained in the footnotes. The Planning Commission is conducting a separate review of the zoning chapter and will hold a public hearing, as required by statute, for that chapter on July 25. The Council will consider the zoning chapter after the Planning Commission completes its review, as the final portion of your review. A public hearing before the Council on the whole new code will be required before the new code can be adopted. That hearing is not yet scheduled; it would take place in August or September. According to this timetable, the vote for approval would take place in September. A CD of the complete draft in PDF format can be prepared for you on request. Please do not hesitate to contact Staff if you have any questions. ATTACHMENTS: • Falcon Heights City Code draft preface • Falcon Heights City Code draft of Chapters 1 – 13, 18 – 21, 26 - 29 • Sample Chapter 2 with final formatting. ACTION REQUESTED: No official action at this time; discussion only.