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HomeMy WebLinkAboutCCAgen_06Feb22CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA February 22, 2006 A. CALL TO ORDER: 7:00 PM B. ROLL CALL: GEHRZ ____ KUETTEL ____ HARRIS ____ LINDSTROM ____ TALBOT ____ WORTHINGTON ____ KREUSER____ HOAG____ C. PRESENTATION: D. APPROVAL OF MINUTES: February 8, 2006 TAB 1 E. PUBLIC HEARINGS: F. CONSENT AGENDA: 1. General Disbursements through 2/16/06: $70,684.38 Payroll: $13,667.46 TAB 2 2. Approval of Licenses TAB 3 3. Approval of Roselawn Trail Grant Application TAB 4 4. Approval of an application for an exempt permit to conduct raffles for the Falcon Heights Elementary PTSA TAB 5 5. Approval of final payment estimate to Jay Brothers, Inc. in the amount of $10,218.85, for the 2004 Curtiss Field Pond Improvements TAB 6 6. Award 2006 Street sweeping contract T A B 7 7. Placing of HourCar information on City website and in newsletter TAB 8 8. Salary adjustment and title change for Dave Tretsven, Senior Maintenance Worker, Public Works TAB 9 9. Position reclassification and salary adjustment for Colin Callahan, Maintenance Worker (50%), Public Works TAB 10 G. POLICY AGENDA: 1. Council Operating Rules Amendment TAB 11 2. Consideration of the Final Environmental Impact Statement for the University of Minnesota Football Stadium Project TAB 12 3. March Food Drive TAB 13 4. Amendment to Credit Card Policy TAB 14 5. Year-end Forestry Report TAB 15 H. COMMUNITY FORUM: I. INFORMATION/ANNOUNCEMENTS: Minutes of the Regular Meeting of the City Council City of Falcon Heights February 8, 2006 Mayor Gehrz called the meeting to order at 7:00 p.m. All members of the council were present. City Attorney Roger Knutson was also present. Presentations: 1. Mary Morse from the St. Paul Neighborhood Energy Consortium presented on the HourCar service that is available to residents of Falcon Heights. The closest hub for Falcon Heights residents is at the St. Anthony location at Doswell and Como. Members can make reservations for the 2005 Toyota Pruises on the web or by phone. Council member Lindstrom asked to have one of the cars at an upcoming City event to promote usage. That proposal will be made to the Environment Commission and will be brought to the council at a future meeting. 2. Dan Detzner of the Human Rights Commission presented the new purpose statement to the council. The new statement was necessary due to updates involving the role of the commission. Council member Lindstrom asked about the joint community meetings between the Human Rights Commission and other City commissions. Detzner answered the joint meeting held on 1/23/06 was well attended and good discussion on the demographics of Falcon Heights was experienced. Council member Harris added she attended the meeting on 1/23. Council member Kuettel moved to approve the amended Human Rights Commission purpose statement. The motion passed unanimously. The council minutes from January 25, 2006 were approved as corrected. Pubic Hearing: 1. City Ordinance Fee Schedule Administrator Worthington began by giving an overview of the proposed changes to the fee schedule, including lowering the cost of obtaining printed materials from City Hall. She also noted the ambulance fee schedule should be removed from the schedule. Council member Kuettel asked about liquor licensing, and whether or not the $500 malt- beverage on-sale license had to be purchased in addition to the $1.00 wine license. Administrator Worthington replied the wine license could not be purchased alone, the malt- beverage on-sale license had to be purchased as well. Council member Lindstrom asked about the Lions Club on the list of users for Community Park. Administrator Worthington replied the Lions had first dibs on the Park during the tree sales season, and the Field Use Policy, a separate document from the fee schedule did outline that. Council member Talbot asked about the parking permit situation in areas of the City and how the amount charged was arrived at. Administrator Worthington replied that the permit parking areas of the City were designated long ago, a process that must be started by the residents. Mayor Gehrz added that permit parking is done to discourage residents from parking on the street only and not using their driveways. Mayor Gehrz opened the public hearing. R.B. Garcia, 1906 N Prior, spoke about his concerns with the cost of living in Falcon Heights. He had specific issues with the cost of ambulance service in Falcon Heights. Mayor Gehrz responded by stating St. Paul Ambulance gives great care, and it is a personal call on whether or not to send for ambulance service. Tom Lageson, 1740 Pascal, stated he had no problems with the fees, but was concerned with those groups able to use facilities free-of-charge. He asked for the specific list to be deleted, and language inserted to include 501c.3 organizations and other open meeting, non-profit groups. Mayor Gehrz closed the public hearing. Council member Talbot addressed Mr. Garcia’s comments on the cost of living by reminding residents the city portion of the tax levy has remained at a 0.0% increase over the last three years. He also added that auditor’s have told the City it is one of the best-run municipalities around. Council member Talbot moved to approve ordinance 06-01, amending the fee schedule ordinance. The motion was unanimously approved. Consent Agenda: Council member Kuettel moved to approve the following four items on the consent agenda. The motion was unanimously approved. 1. General Disbursements through 2/03/06 $110,126.37 Payroll through 1/31/06 $15,306.60 2. License Renewals 2006 3. Designated Signors for Orders Drawn on City Funds 4. Fire Relief Association Bylaws Policy Agenda: Mayor Gehrz asked for council approval to amend the policy agenda to include an interim ordinance temporarily prohibiting the issuance of building permits and zoning approvals for drive-through businesses. The item became policy item G1. 1. An interim ordinance temporarily prohibiting the issuance of building permits and zoning approvals for drive-through businesses Administrator Worthington gave background on the interim ordinance by explaining traffic trends surrounding the areas of Snelling and Crawford Avenues. She explained the volume of accidents are higher at Snelling and Crawford as compared to other streets simply because of it’s proximity to Larpenteur/Snelling and due to the lack of stacking room on Crawford. She stated research is necessary to study the turning movement onto Crawford and Snelling, and a 12- month moratorium would allow time for that study. In response to a question by Council member Lindstrom, Administrator Worthington replied Dino’s was not in need of a variance since they amended their site plan to be in accordance with the lot coverage requirements. Council member Kuettel asked about the timeline for the next year in the event of a moratorium. Administrator Worthington answered staff would take the time to study the traffic and access issues, convene a set of neighborhood meetings on drive-throughs, and finally make recommendations. Jason Adamidis, Dino’s Gyros, stated the restaurant conducted a survey/petition on the convenience of adding a drive-through, and over 8,000 people signed in support of the cause. He also said the addition of a drive-through would not add more traffic to the area, it would only add convenience for the customer. He added he spoke with neighbors, and is willing to work on the traffic issues to get customers onto Snelling and out of Falcon Heights. Council member Kuettel asked about the numbers on an average day at Dino’s. Adamidis replied 500-600 people, and the majority are regulars so that number is at a plateau. He also reported on the drainage concerns from the neighboring lot that backs up against the restaurant. A retaining wall and landscaping is slated for later this spring, which will help keep water from flowing into that nearby yard. Mayor Gehrz asked about the other Dino’s locations with drive-throughs. Adamidis replied Shakopee and Lakeville do have drive-throughs with no complaints. He added the volume of the voice box is adjustable and would not be heard from beyond the car. He also said that neighbors have come to him with concerns about the added noise from a drive-through. Council member Lindstrom stated he consulted his notes from 2003, and stated the percentage of revenue from adding a drive-through adds 10-15% to the bottom line. Adamidis said Shakopee and Lakeville are smaller stores and they depend on the drive-through more than the Falcon Heights store would. Attorney Knutson commented the interim ordinance does not target a specific applicant; it is a blanket moratorium on all drive-throughs so the City can identify possible weaknesses with the current ordinance and possible drive-throughs. He also stated the moratorium is up to one-year or when the official controls are adopted, whichever comes first. He also stated the planning commission would be very active, along with the planning consultant and perhaps engineers for the initial study process. If deemed appropriate, changes to the ordinance would be brought before the council. Mayor Gehrz stated the family could be confident the process will not be dragged out, but it was the city’s obligation to take time to do a careful study on the issue for the City has a whole. Adamidis agreed by stating they would rather have the neighbors embrace it through education rather than pushing it through. Council member Lindstrom moved to approve the interim ordinance temporarily prohibiting the issuance of building permits and zoning approvals for drive-through businesses. The motion was unanimously approved. 2. Water System Interconnect Project Administrator Worthington began the item by giving a brief overview and update of the water interconnect project between the two major cites, St. Paul and Minneapolis, and its impact on Falcon Heights residents as water is a major public utility. Surrounding cities were asked to send a letter to the Commissioner of Health in support of the project. She added Roselawn is the preferred route of the interconnect. Mayor Gehrz asked that staff make the state and St. Paul and Minneapolis aware of the Roselawn reconstruction project, and to add language in the letter to that effect. She added no vote was necessary since clearly the council supported it and it is in the best interest of the citizens. 3. Approval of the Roselawn Reconstruction Project Administrator Worthington began by stating everyone is ready to go forward and bid it out. Council member Harris moved to approve resolution 06-03 and 06-04 ordering the reconstruction of Roselawn Avenue, and approving plans and specifications and ordering advertisement for bids for Roselawn Avenue reconstruction. The motion passed unanimously. Information/Announcements: Council member Lindstrom commented on the Dead of Winter event, and congratulated the staff on a job well done. He also recognized the sponsors of the event. Council member Talbot asked residents to give their input on the re-design of the City website that will begin later this month. Mayor Gehrz announced the Rose Bed and Breakfast was sold to the Ramsey County Historical Society. They will be using it to expand Gibbs Farm and will continue to run a b & b with a historical theme. In addition, she mentioned the City is taking applications for the Neil Kwong Youth Citizenship Award through March 1, 2006. Mayor Gehrz adjourned the meeting at 8:45 p.m. Respectfully submitted, Stacey Kreuser Deputy Clerk CONSENT F1 2/22/06 ITEM: Disbursements and Payroll SUBMITTED BY: Roland O. Olson, Finance Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: 1. General Disbursements through 2/16/06: $70,684.38 2. Payroll $13,667.46 ACTION REQUESTED: Approval DATE 02/19/06 TIME 06:12 CITY OF FALCON HEIGH COUNCIL REPORT APPROVAL OF BILLS PERIOD ENDING:02-17-06 PAGE CHECK#VENDOR NAME DESCRIPTION DEPT.AMOUNT -------------------------------------------------------------------------- CITY OF LITTLE CANADA 4TH QTR BLDG INSPECTOR--------11,621.9 REDCROSS CPR CERT TNG--------92.0 ***TOTALFORDEPT00 11,713.93 LILLIESUBURBANNEWSPAPERLEGAL:BUDGETSUMMARY LEGISLAT34.8: ***TOTALFORDEPT11 34.88 STACEYKREUSER MILEAGE&HAMLINE TNG EXPADMINIST17.l. ***TOTALFORDEPT12 17.13 HEALTHPARTNERSMEDICALGPMEDEXAM-NEWFIREFIGHTR FIRE FIG 169.01 ANOKA TECHNICAL COLLEGEFIRE FIGHTER TNG-DOUVIER FIRE FIG83.7' ***TOTALFORDEPT24 252.75 CITY OF ST PAUL FUEL ***TOTAL FOR DEPT 32 STREETS 268.4: 268.42 JACKIE ANDERSON SHU TEOH REFUND:CANCELLED CLASS REFUND:CANCELLED CLASS ***TOTAL FOR DEPT 50 ***TOTAL FOR BANK 01 ***GRAND TOTAL *** PARK PRO PARK PRO 54.00 12,341.11 12.341.11 27.0( 27.0( CONSENT F2 2/22/06 ITEM: Approval of Licenses SUBMITTED BY: Stacey Kreuser, Deputy Clerk EXPLANATION: The following businesses have applied for a mechanical contractor’s license. City staff has received the necessary documents for licensure: • Gopher Heating & Sheet Metal • Air Master, Inc. ACTION REQUESTED: Approval of business licenses CONSENT F3 2/22/06 ITEM: Approval of Roselawn Trail Grant Application SUBMITTED BY: Greg Hoag, Parks and Public Works Director REVIEWED BY: Heather Worthington, City Administrator Debra Bloom, City Engineer EXPLANATION: Staff has researched and found that our pathway project on Roselawn Avenue qualifies for the Minnesota Department of Natural Resources (DNR) 2006 Local Trail Connections Grants Program. This Grant program requires as part of the application process that the City Council by resolution supports the application for the Grant. If we receive this Grant it will be a 50/50 matching grant. ACTION REQUESTED: Adoption of resolution 06-06 supporting the application for a 2006 local Trail Connections Grant for the Roselawn Avenue pathway. City of Falcon Heights Resolution No. 2006-06 February 22, 2006 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - RESOLUTION AUTHORIZING STAFF TO APPLY FOR MINNESOTA DNR 2006 LOCAL TRAIL CONNECTIONS GRANT PROGRAM WHEREAS the Minnesota DNR 2006 Local Trail Connections application process requires a council resolution authorizing staff to apply; NOW THEREFORE, BE IT RESOLVED that the staff of the City of Falcon Heights is hereby authorized to apply for a grant from the DNR for the Roselawn Avenue pathway. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Moved by: Approved: __________________________ Susan L. Gehrz, Mayor GEHRZ February 22, 2006 KUETTEL _____ In Favor HARRIS Attested: ___________________________ LINDSTROM _____ Against Heather M. Worthington TALBOT City Administrator February 22, 2006 CONSENT F4 2/22/06 ITEM: Approval of an application for an exempt permit to conduct raffles for the Falcon Heights Elementary PTSA SUBMITTED BY: Roland O. Olson, Finance Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: The Falcon Heights Elementary PTSA (Parent, Teachers, and Student Association) desires to hold raffles at their annual event April 21, 2006 to be held at the Falcon Heights Elementary School. Since the dollar value of the prizes are expected to be over $1,500, an exempt permit to hold lawful gambling activity is required. The Falcon Heights Elementary PTSA is asking the City to approve their application to conduct this lawful gambling activity. They are requesting the approval be with no waiting period so the raffle tickets can be printed and the students can start selling them as soon as possible. Because the gambling premises is within the city limits, the city must sign on the LG220 Application Form. There are three choices for the city: (1) The City approves the application with no waiting period. (2) The City approves the application with a 30 day waiting period, and allows the Board to issue a permit after 30 days. (3) The City denies the application. Once the City signs their approval of the application, the organization would then submit it to MN Lawful Gambling Board. The Board usually completes their process within a couple of days and mails out the permit or arranges with the organization to pick it up at the Board’s office. The organization must also complete a Financial Report that must be returned to MN Lawful Gambling within 30 days of the gambling activity. ACTION REQUESTED: Approve this temporary permit request with no waiting period by the Falcon Heights Elementary PTSA to conduct lawful gambling activity at their annual event to be held April 21, 2006 at the Falcon Heights Elementary School. CONSENT F5 2/22/06 ITEM: Approval of final payment estimate to Jay Brothers, Inc. in the amount of $10,218.85, for the 2004 Curtiss Field Pond Improvements SUBMITTED BY: Doug Tholo, City Engineer for project REVIEWED BY: Heather Worthington, City Administrator Greg Hoag, Parks and Public Works Director EXPLANATION: The Council is being asked to approve the final pay estimate to Jay Brothers, Inc. in the amount of $10,218.85, for the 2004 Curtiss Field Pond Improvements Project. This will close the project and release Jay Brothers Inc. of any further obligations. ATTACHMENTS: • 2/3/06 Letter from Howard R. Green • Final pay estimate ACTION REQUESTED: Approval of final pay estimate to Jay Brothers, Inc. in the amount of $10,218.85, for the 2004 Curtiss Field Pond Improvements. Final payment will be made by two separate checks: one payable to Jay Brothers Inc. for $8,305.85, the second jointly payable to Jay Brothers Inc. and Minnesota Valley Landscape for $1,913.00. CONSENT F6 2/22/06 ITEM: Award 2006 Street sweeping contract SUBMITTED BY: Greg Hoag, Parks and Public Works Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: The council is being asked to award the street sweeping contract for 2006 to Mike McPhillips Inc., 825 Concord Street, South St. Paul, MN 55075. An RFP was sent to four sweeping contractors and three proposals were received. McPhillips was the low bid at $16,250. The bid is for two sweeps per year, one in the spring, and one in the fall. • Mike McPhillips Inc. $16,250 • Allied Blacktop Co. $20,320 • City of Roseville $ 6,076.65 ( Spring only no bid for fall sweep) ACTION REQUESTED Authorize staff to contract with Mike McPhillips Inc. for 2006 street sweeping at a total cost of $16,250. CONSENT F7 2/22/06 ITEM: Placing of HourCar information on City website and in newsletter SUBMITTED BY: Council member Lindstrom EXPLANATION: The Environment Commission discussed the HourCar program at their February meeting. They recommend that the City of Falcon Heights place information on the HOURCAR program on the city’s website, newsletter, and flyers in addition to inviting the HOURCAR program to participate in the Dead of Winter and Ice Cream Social events. ACTION REQUESTED: Approval CONSENT F8 2/22/06 ITEM: Salary adjustment and title change for Dave Tretsven, Senior Maintenance Worker, Public Works SUBMITTED BY: Greg Hoag, Parks and Public Works Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: Dave Tretsven has been with the city for over nine years, and has had excellent performance during this period. Dave has assumed the duties of the Lead Maintenance Worker and is responsible for coordinating the daily tasks of the maintenance staff. His knowledge of the city and its facilities has been invaluable to the city’s residents, employees, and business owners. Dave has shown excellent judgment, a strong work ethic, and a willingness to take on new duties and responsibilities as needed. At this time, I am recommending a salary adjustment for Dave. The recommended adjustment is 90% of the Stanton group 7 average for this position (2005 data) plus 3% to reflect current year adjustments to the data. I am also recommending a title change to Public Works Lead Worker to better reflect his job duties and responsibilities. ACTION REQUESTED: Approval of salary adjustment and title change for Dave Tretsven retroactive to January 1, 2006 CONSENT F9 2/22/06 ITEM: Position reclassification and salary adjustment for Colin Callahan, Maintenance Worker (50%), Public Works SUBMITTED BY: Greg Hoag, Parks and Public Works Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: During the 2005 budget process, staff recommended changing the 50% Maintenance Worker position to a 100% position. The Council implemented this in the 2006 Budget. Colin Callahan currently holds this position. Colin works approximately 85% time and the remainder of his salary has come from the seasonal employees’ line item. At this time staff is recommending to change the position to 100% time. Colin will continue to work at 85% time and we will supplement the position with seasonal help to reach 100%. Colin has become a key member to our maintenance staff. His primary duties include mowing, plowing, building maintenance and ice rink maintenance. His knowledge of the city and its facilities has been invaluable to the city’s residents, employees, and business owners. Colin has shown excellent judgment, a strong work ethic, and a willingness to take on new duties and responsibilities as needed. At this time, staff is recommending that the Maintenance Worker position be re-classified, and that Colin Callahan retain the position. Staff also recommends adjusting the salary for the position to 90% of the Stanton group 7 average for this position (2005 data) plus 3% to reflect current year adjustments to the data. ACTION REQUESTED: Approval of position reclassification and salary adjustment for Colin Callahan retroactive to January 1, 2006 POLICY G1 2/22/06 ITEM: Council Operating Rules Amendment SUBMITTED BY: Mayor Gehrz REVIEWED BY: Roger Knutson, City Attorney EXPLANATION: In an effort to further clarify the council standing rules, language has been added regarding the recording of council workshops. The proposed language has been reviewed by City Attorney Roger Knutson. Council workshops are an opportunity for the Council to meet and discuss policy items, projects, or other issues that require more time or in-depth analysis and to request that staff conduct additional research on any of these issues before bringing recommendations to the Council. The council members do not vote or take action on items in these meetings. Meetings are posted, and are open to the public but are not recorded. The following sentence will be added to the council standing rules: Council workshop sessions are open to the public but will not be recorded. ATTACHMENTS: • Council standing rules with proposed changes. ACTION REQUESTED: Approval of addition of proposed language. Amended January 11, 2006 B. CITY COUNCIL STANDING RULES INTRODUCTION In the belief that the best decisions are made by the best informed decision makers and that the public decision process is best served when the public has every opportunity to present views, the following rules are established to govern regular and special council meetings, as well as formal public hearings. There are several goals behind these rules. 1. In general, free and open discussion by all interested parties should be an essential part of the decision making process. 2. The council process should have as little procedural overhead as possible. 3. Time is better spent on substantial matters rather than proforma matters. MEMBERSHIP The formal council membership consists of the four council members and the mayor. All five have one vote each and all five can introduce motions. For purposes of leading the meeting, the mayor, or in the absence of the mayor, the acting mayor will be considered the chairperson. RULES Agenda 1. To be considered, an item must be on the agenda and the agenda must be distributed to all of the council members and any other persons having responsibility for an item at least three working days prior to the meeting. An agenda can be modified with addenda by a majority vote, but this should be used only for minor items or items with extreme time constraints. 2. An item can be moved from the consent agenda to the action agenda at the request of any council member. 3. Since there will be an audience and cable TV viewers not familiar with each item, the chair will give a brief explanation of each item as it is addressed. Page 2 Agenda (continued) 4. The order of items on the agenda need not be followed absolutely. The chair may adjust the order in the interest of: a. Filling in time before a scheduled item, i.e. a public hearing. b. Grouping several items to best make use of consultant time. c. Accommodating individuals who have attended the meeting specifically to provide input on an item. Process – Regular and Special Council Meetings 1. For these proceedings, the council will use the “open discussion” procedure. That is, discussion is open to any member before or after a motion is made. This privilege is also extended to the city administrator, city clerk and any of the consultants who may have an interest in or can contribute to the item at hand. 2. At the discretion of the chair, this privilege is also extended to those members of the audience who wish to provide input. The chair may also rule out of order any input felt to be redundant, superfluous, or irrelevant. 3. The chair can make liberal use of the “unanimous consent” procedure. That is, items that in the judgment of the chair are likely to be unanimously approved, can be introduced for approval with the statement “If there are no objections . . . stands approved (or denied).” If any council member has an objection, the item reverts to the standard motion procedure. This “unanimous consent” procedure cannot be used for items requiring formal votes, i.e. resolutions, or for approval of the consent agenda. 4. The standard motion procedure is changed to not require a second. A motion need only to be considered. This also applies to amendments. 5. To eliminate confusion, only one amendment will be considered at a time and that amendment must be germane to the motion. An amendment cannot itself be amended. If a change to an amendment is deemed appropriate, the amendment should be withdrawn and reintroduced accordingly. 6. The general mode of voting will be by acclamation, but with enough clarity that the individual votes can be recorded in the minutes. If in doubt, the city clerk can request a clarification. Page 3 Process – Regular and Special Council Meetings (continued) 7. The meeting will be recorded and the recording will be retained for three months following approval of the minutes for that meeting. The standard retention can be extended if, in the judgment of the mayor, city administrator, city clerk or any council member, such action is warranted. Council workshop sessions are open to the public but will not be recorded. 8. If the council action is the result of a resident request and that request is denied in whole or in part, reasons of fact supporting the denial will be made part of the public record. 9. No council meeting will extend beyond 10:30 PM except by unanimous vote. This rule is not subject to the modification or suspension provisions of the Standing Rules. Process – Public Hearings Since a public hearing is a more formal procedure and often requires certain procedures and actions to be legal, the meeting rules are changed accordingly. 1. The primary aim of a public hearing is to take input from the public. To accomplish this in the most effective manner, the chair will introduce the hearing with an explanation of the issues. This explanation will be given by the chair or a person designated by the chair. The use of explanatory visual aids is encouraged. 2. Following the explanation, input from the public will be taken. Prior to accepting input, though, the chair will state the areas where input will be appropriate, the maximum time to be allotted to any individual presenter, and any other procedural rules deemed appropriate to guarantee that all concerned parties have a fair and adequate opportunity to be heard. 3. All individuals wishing to speak must identify themselves, their address, and speak into a recording microphone. Individuals not wishing to speak in public may provide a written statement. The council may take up to 15 minutes to review written statements presented at the meeting. If the council decides to not act on the issue at the public hearing meeting, it may, by majority vote, extend the time where written input will be taken to a day no later than one week before the next meeting where a deciding vote is planned. 4. All speakers are expected to be businesslike, to the point and courteous. Anyone not abiding by these rules will be considered out of order. 5. The council will refrain from initiating a discussion during the public input phase of the hearing except to clarify points brought up. These “points of information” requests should be held to a minimum. 6. Once the public testimony phase is complete, the chair will announce the public hearing to be closed and the council will revert back to its open discussion mode of operation. From this point on, public input will only be appropriate when solicited by the council. 7. It shall be the intent of the council to vote on the issue at the same meeting as the public hearing and as close in time to the public hearing as possible. Should it be necessary to defer voting until a later date, that procedure will be clearly explained to the audience. 8. No public hearing will extend beyond 10 PM. 9. If the motion contains conditions, as may occur in conditional use or variance requests, those conditions will be conveyed in writing to the requestor. 10. If the public hearing is the result of a resident request and that request is denied in whole or in part, reasons of fact supporting the denial will be made part of the public record. 11. If the public hearing is to set an assessment rate, the assessment formula(s) under discussion cannot be altered. This implies that the council has fully discussed any formulas prior to the hearing and that the appropriate legal, fiscal and engineering consultants have passed on formula(s) viability, legality and feasibility. 12. If the hearing is to set an assessment, it cannot be scheduled later than the first meeting in September. This is to allow time to correct any errors prior to the time needed to certify the rolls to the county. ADOPTION/MODIFICATION/SUSPENSION These rules, with the exception of the mandatory 10:30 PM adjournment, can be adopted, modified or suspended in whole or in part by a ¾ vote of the council. If suspended, they are automatically reinstated at the next meeting. Should they be suspended or a situation occurs that is not covered by the standing rules, Sikkink’s Seven Motion System (attached) will apply. ANNUAL REVIEW These rules will be reviewed annually at the first meeting in January. INTERPRETATION The chair will interpret the rules. However, the chair’s interpretation can be appealed by any council member and can be overruled by a majority vote. Attachment SIKKINK’S SEVEN MOTION SYSTEM General Rules for a Simplified System of Parliamentary Procedure 1. The purpose of this decision making system is to allow efficient decision making that represents a majority position. Any motion, request, discussion or proposal, which seems to have as its purpose unreasonable delay, manipulation, or the goal of serving individual ends rather than group ends, can be ruled out of order by the chair. Such a ruling by the chair will be subject to the motion called appeal. 2. Free and open discussions are valued in this decision making system. For that reason, most motions are discussable and the motion to restrict discussion requires a 2/3 vote in order to pass. In recognizing persons for discussion, the chair first recognizes the person who made the motion, next recognizes other persons and always recognizes a person who has not spoken over a person who has already participated in the discussion. As far as possible, the chair should try to alternately recognize persons representing different viewpoints. 3. In examining the chart on the following page, you will note that five of the seven motions are amendable. However, only one amendment at a time may be considered. As soon as that amendment is passed or defeated, another amendment may be proposed. 4. The number in front of the motion listed indicates the rank of each motion. Thus, #1 – General motions are lowest in rank, and #7 – Restrict Debate motions are highest in rank. Two rules apply: (1) You usually cannot consider two motions of the same rank at the same time, and (2) If a motion of one rank is being considered, a motion of the same rank or lower rank is usually out of order, but a motion of higher rank is in order. While these rules generally apply, the chair may allow some flexibility in certain circumstances. These situations almost always occur with motions #5, 6 and 7. For example, if #7 - “Restrict Discussion” is being discussed and a member wants a secret ballot vote on the matter, Request, while lower in rank, could be used to accomplish this purpose. The chair is allowed to make all decisions on exceptions, but all such decisions are subject to appeal. POLICY G2 2/22/06 ITEM: Consideration of the Final Environmental Impact Statement for the University of Minnesota Football Stadium Project SUBMITTED BY: Mayor Gehrz EXPLANATION: Staff and the Mayor have been involved in the Stadium Area Advisory Group since last spring. Meetings have progressed to the point of the University completing their Final Environmental Impact Statement, which is now available online for review by interested parties. The Stadium plan calls for parking at the State Fairgrounds on game days. There are significant traffic impacts forecasted for the area around the Fairgrounds, including Falcon Heights. The University is accepting comments on the EIS until February 27th. The Mayor will draft a letter regarding the EIS following discussion at this meeting. ATTACHMENTS: • Summary of mitigative measures • Letter from Falcon Heights and the responses ACTION REQUESTED: Discussion of the Final Environmental Impact Statement, and consideration of the draft letter. POLICY G3 2/22/06 ITEM: March Food Drive SUBMITTED BY: Mayor Gehrz EXPLANATION: The City has conducted a food drive the past two years to benefit the Keystone Community Services Food Shelf located in Roseville, which serves our area. This has been a popular community building effort, and with increased need for donations to the food shelf, a much needed community service project. Staff needs direction about this year’s food drive, when it should be held, and how it should be promoted. ATTACHMENTS: • Food drive flyer from 2005 ACTION REQUESTED: • Discussion • Determine whether or not to hold the annual food drive • Determine dates of food drive, and publicity methods POLICY G4 2/22/06 ITEM: Amendment to Credit Card Policy SUBMITTED BY: Heather Worthington, City Administrator REVIEWED BY: Roland Olson, Finance Director Greg Hoag, Parks and Public Works Director EXPLANATION: The City’s credit card policy currently allows for the City Administrator and Deputy Clerk to hold credit cards in their names. Much of the city’s purchasing is done through the public works and parks and recreation departments. Sam’s Club is one of the vendors we have found to have consistently low prices; however, they will not allow us to set up a house charge with them. They also do not accept Visa, which is the current City credit card. Staff is recommending adding a Discover Card issued in the Parks and Public Works Directors name, in order to streamline purchasing at Sam’s Club. All expenditures are reviewed by the City Administrator, and are made under the Administrators expenditure limit set by the City Council. All staff purchases are made in accordance with the City’s Budget. ATTACHMENTS: • Current Credit Card Policy • Proposed Credit Card Policy ACTION REQUESTED: Amend the credit card policy to add the Parks and Public Works Director as a credit card holder on behalf of the City. K. CREDIT CARD POLICY - CURRENT 1. PURPOSE The credit card policy provides the city with the convenience and flexibility of using a credit card as a method of payment while assuring the city has implemented the proper safeguards for utilizing a credit card as a payment option. 2. POLICY Only employees in the following positions may use the city's credit card: City Administrator and Deputy Clerk. Employees that are authorized to use the city's credit card shall retain all receipts and invoices upon making a purchase and shall file them with the financial director within twenty (20) days. The city's credit card shall not be used for personal purchases. The city's credit card shall only be used to pay for authorized public expenditures, including authorized travel expenditures. The city will pay off the credit card charges in full on a monthly basis. The city council shall review all credit card statements. 3. IMPLEMENTATION The city has obtained a credit card. K. CREDIT CARD POLICY - PROPOSED 1. PURPOSE The credit card policy provides the city with the convenience and flexibility of using credit cards as a method of payment while assuring the city has implemented the proper safeguards for utilizing a credit card as a payment option. 2. POLICY Only employees in the following positions may use the city's credit card(s): City Administrator, Director of Public Works, and Deputy Clerk. Employees that are authorized to use the city's credit card(s) shall retain all receipts and invoices upon making a purchase and shall file them with the Financial Director within twenty (20) days. The city's credit card(s) shall not be used for personal purchases. The city's credit card(s) shall only be used to pay for authorized public expenditures, including authorized travel expenditures. The city will pay off the credit card charges in full on a monthly basis. The city council shall review all credit card statements. 3. IMPLEMENTATION The city has obtained a credit card(s). POLICY G5 2 / 2 2 / 0 6 ITEM: Year-end Forestry Report SUBMITTED BY: Greg Hoag, Parks and Public Works Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: Each year, the city forester submits a year-end report on the activities, programs, and projects undertaken by the city in the area of boulevard trees and trees on private property. This year was a particularly difficult year with regard to Dutch Elm Disease (DED), and the city worked closely with residents to resolve issues related to trees stricken with DED. This report contains information regarding DED programs and other tree diseases, as well as recommendations regarding future programs and projects. ATTACHMENT: • 2005 year end Forestry Report ACTION REQUESTED: • Review report • Questions 2005 Urban Forestry Program Year End Report Introduction The City of Falcon Heights has continued the long tradition of maintaining an urban forest on private and public lands within the city, with the use of a contracted Forester and staff who can address forestry issues. This service is made available at no cost to city residents. In addition, the City of Falcon Heights is committed to replanting and maintaining trees on public property. This program is a cost-effective public investment that adds value to the community. The main emphasis of the forestry program is Forestry Extension/Public Assistance and Tree Disease Management. The following report highlights the forestry program activities for the year 2005. This report also identifies recommendations to further enhance the program. Forestry Extension/Public Assistance The Forester and city staff responded to approximately 100 inquiries from Falcon Heights' residents requesting information and advice. The majority of the calls were questions and concerns about Dutch Elm Disease (DED). DED was a large issue throughout the entire Metro Area again this year. DED has greatly impacted the budgets of many cities as well as private citizens. Tree Disease Management The emphasis of the tree disease management portion of the forestry program is to survey for diseased, dying or hazardous trees on public or private property, as required by MN Statute Chapter 18 and MN Rules Chapter 1505. As part of this program, trees may require removal or trimming. The City contracts with a private tree removal company to complete this work. This year the contract was awarded to S & S Tree and Horticultural Specialists, Inc. from South St. Paul, MN (S & S). S & S removed 32 trees, ranging in size from 3 to 45 inches in diameter on public property. Eighteen of the 32 trees removed were elms with DED, nine of the trees removed were the result of storm damage, and five were removed due to health problems. In addition, 25-30 trees had large branch damage from wind during storms and required trimming. City staff collected approximately 60 cubic yards of storm debris from the streets and parks after the storms. The budget for tree removal was $20,000 for tree removal. There was also $5,000 budgeted for storm damage. Total expenditures for these were $27,055.64. Twenty-three letters were sent to private property owners requiring that the diseased elm trees on their property be removed within 20 days as required by state law. This involved the removal of 35 diseased elm trees. Most of the property owners were cooperative and removed the trees in a timely manner, unless an extension was requested, typically because tree contractors were overburdened this year. One resident asked for the removal to be coordinated by the city and have it assessed to their property taxes, which was done. Dutch Elm Disease There was a decline in the incidence of DED this year for the City of Falcon Heights. This year 53 elm trees were identified with DED whereas last year 99 trees were identified as having DED. Table 1. Summary of DED for the Past Four Years 2005 2004 2003 2002 Public Trees 18 28 8 22 Private Trees 35 71 21 8 Total 53 99 29 30 Forestry Initiatives Arona and Iowa Maples Approximately eight to ten years ago, maple trees were planted in the Northome and Northeast neighborhoods. In the past few years some of these same trees have started to decline. Upon closer inspection, the trees appear to be rotting from the inside. It also appears that the trees were planted too deep. As a result, the roots may be girdling the stem, or trunk causing the tree to die slowly. Recommendation: Continue to monitor and remove as necessary. In 2005 three of these trees were removed. Oak Wilt The Forester reviewed the city for Oak Wilt, and also responded to three requests to look at private Oak trees. One private tree was found to be infected with Oak Wilt. The tree was removed. Street Tree Master Plan The Street Tree Master Plan is an official city approved plan that identifies the tree species that should be planted on each street. This is done so as to ensure diversity of the tree species in order to prevent epidemic losses. In addition, some uniformity of species per street keeps the maintenance costs down. Recommendation: The City Forester should continue to develop the street tree master plan. Forestry Grant In May of 2005 city staff submitted a request to the Minnesota Department of Natural Resources for a ReLEAF grant. These grants are matching fund grants. In July we were notified that we received a $7500 grant for the period of July 2005 through June 2007. Our grant request was for two different projects: project one is to help offset our replanting efforts due to large losses of Elm trees in recent years. Project two is funding for our forester to do an inventory of trees on public land. Tree Planting In October the city purchased and had a private contractor plant 38 new trees. The trees planted were trees lost to DED in 2003, and 2004 as well as some trees lost to storms and other causes. This planting project was completed with city budgeted funds. We plan to use the ReLEAF funding to assist in our 2006 replanting efforts. Recommendation: The City may need to increase the tree planting budget to accommodate the increased loss of trees that were affected by DED, as well as others that will be removed next year. Tree Inventory During the spring of 2002, a group of volunteers began a tree inventory. They measured the size of the trees and identified their location. They did not identify the species of the tree, nor was this information entered into a computer program. Project two of our ReLEAF grant will identify locations and species of public trees as well get them entered into an electronic data base. Recommendation: The City Forester should identify the tree species and enter the information into an electronic database. Trimming As the urban forest continues to mature, maintenance is extremely important. Part of a maintenance program includes trimming. The city has always scheduled the trimming of the public trees on a five-year cycle. As the trees continue to grow, maintenance costs will also grow. In 2005 $14,000 was budgeted for trimming the Northome neighborhood. The actual cost was $10,650. As in the past we requested proposals to do this work. We received three proposals for trimming with bucket trucks as well as a fourth quote to use a tree climbing class. The quote for the climbing class was $2500 cheaper than any of the conventional quotes. Staff checked references on the climbing class and chose that option. This proved to be very successful. The climbing class is S & S’s way of training their past ground workers to properly climb trees to do their work. This is a skill they need when working in areas that they cannot easily access with trucks. In the winter of 2006, the Falcon Woods Neighborhood, City Hall and City Parks will be trimmed. As of the writing of this report the City Council has already authorized the climbing class to again perform the work. $2200 was also used in 2005 to trim hazard branches found in other areas of the city, and to trim the Hollywood Court neighborhood, as it is one of the few streets not covered in the trimming cycle plan. Recommendation: Increase the budget for trimming in order to continue the cyclic trimming program. Also continue to use the climbing class as a method to help keep costs down. Conclusions Trees are a sound public investment and add value to the city in a relatively inexpensive way. Continued maintenance protects this investment. Appendix Annual Tree Trimming Cycle City of Falcon Heights Annual Tree Trimming Cycle Grove Neighborhood. Winter 2008, 2013, 2018 Northeast Neighborhood (West Half) Winter 2007, 2012, 2017 Falcon Woods Neighborhood, Maple Knoll Neighborhood, Lindig St., Tatum St., City Hall, and City Parks Winter 2006, 2011, 2016 Northome Neighborhood, Hollywood Ct Winter 2010, 2015, 2020 Northeast Neighborhood (East Half) Winter 2009, 2014, 2019