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HomeMy WebLinkAbout07-17-2012 CCMCITE' OF LADE ELMO CITY COUNCIL MIN€1TES JULY 17, 2012 Mayor Johnston called the meeting to order at 7:00 p.m. PRESENT: Mayor Johnston, Council Members Smith, Pearson, and Park. Also Present: City Administrator Zuleger, City Attorney Sara Sihender, City Engineer Griffin, City Clerk Thone, and Finance Director Bendel. Absent: Council Member Emmons APPROVAL OF AGENDA MOTION: Council Member Pearson moved to approve the July 17, 2012 Ci0i Council Agenda as presented. Council Member Park seconded the motion. Motion passed 3-0. ACCEPTED MINUTES The July 3, 2012 City Council minutes were approved as amended by consensus of the City Council. PUBLIC COMMENTS/INQUIRIES Justin Bloyer, 8881 Jane Road, Lake Elmo, expressed his appreciation for staffs work, time and perseverance during the fairly lengthy process on the lake ordinance and expressed his pleasure at the final result. PRESENTATIONS Virginia Holder, GTN, gave a brief presentation on the various offerings available from the local cable channels including programming for candidates wishing to broadcast messages to the public. She shared contact information and ideas on how to best utilize the system. Mayor Johnston inquired about the ground rules, to which Ms. Holder responded the ground rules would be crafted by staff dependant on council direction and staffing requirements. A discussion was had by council on what parameters they would like to see with regard to the candidate broadcasting options. Ms. Holder encouraged whatever decisions are made would need to be the same for all candidates. Administrator Zuleger suggested asking resident, Mr. Paul Ryberg, if he would be interested in being an independent moderator, and if all the candidates agreed, chose to record a 5-7 minute presentation on their candidacy and their bullet points. CONSENT AGENDA 2. Approve Disbursements in the Amount of $204,836.20 2a. 2nd Quarter Financial Report 2b. Year -to -Date Permit Program 3. Professional Engineering Support Services Consulting Pool - Approve Updated Pool to add AE2S in the Areas of Water and Wastewater Systems 4. Approve Ordinance No.2012-58 Amending 97.21 Watercraft and Water Surface Page 1 of 8 LAKE i; CITY COUNCIL 2012 Regulations 97.23 (A) Prohibited Structures and Uses S. Lions Park Tennis Court Resurfacing 6. Lions Park Safety Surface MOTION: Council Member Pearson moved to approve the Consent Agenda Items 2-6 as presented. Council Member Smith seconded the motion. Motion passed 4-0. ITEM 7: RESOLUTION 2012-35 AUTHORIZATION FOR SALE OF $4,090,000 GENERAL OBLIGATION WATER REVENUE CROSSOVER REFUNDING BONDS SERIES 2012A Paul Donna, Northland Securities, provided an overview of the bid results which went on sale that morning. Due to the City's excellent bond rating Aa2, it attracted excellent results and provided a net savings of approximately $455,000.00. City Administrator Zuleger and Finance Director Bendel thanked Mr. Donna for their good advice. MOTION: Council Member Smith moved to approve Resolution 2012-35 processing the necessary paperwork related to $4,090,000 General Obligation Water Revenue Crossover Refunding Bond Series 2012A. Council Member Park seconded the motion. Motion passed 4-0. ITEM B: AUTHORIZATION TO ENTER INTO AN ESCROW AGREEMENT WITH NORTHLAND TRUST SERVICES, INC. RELATED TO TIME SALE OF $4•,090,000 GENERAL OBLIGATION WATER REVENUE CROSSOVER REFUNDING BOLDS SERIES 2012A Finance Director Bendel requested the Council to consider entering into an escrow agreement with Northland Trust Securities, Inc. relating to the $4,090,000 General Obligation Water Revenue Crossover Refunding Bonds, Series 2012A. MOTION: Council Member Smith moved to authorize the City to enter into an escrow agreement with Northland Trust Securities, Inc. relating to the $4,090,000 General Obligation Water Revenue Crossover Refunding Bonds, Series 2012A. Council Member Pearson seconded the motion. Motion passed 4-0. ITEM 9- RESOLUTION 2012-36 AUTHORIZATION FOR SALE OF $865,000 GENERAL OBLIGATION IMPROVEMENT BOUDS Finance Director Bendel respectfully requested the City Council to consider adopting Resolution 2012-36 authorizing the sale of $865,000 General Obligation Improvement Bonds, Series 2012B. MOTION. Council Member Smith moved to approve Resolution 2012-36 awarding the sale, prescribing the form and details and providing for the payment of the $865,000 General Obligation Improvement Bonds, Series 2012B. Council Member Pearson seconded the motion. Motion passed 4-0. Page 2 of 8 LAKE JULY i ' ITEM 10: RESOLUTION 2012-34 2012 STREET AND WATER QUALITY IMPROVEMENTS APPROVE ACCEPTING BIDS AND AWARDING CONTRACT City Engineer Griffin provided a financial update of the construction project proposal, noting the increased storm and drainage costs in the feasibility study included a 10% contingency. The approximate savings of $30,000 in the design engineering component assist in being under budget for the project. Council Member Pearson requested clarification of the design proposal project and the cheaper engineering costs. MOTION: Council Member Park moved to authorize Accepting the Bids and Awarding a Contract for the 2012 Street and Water Quality Improvements. Council Member Pearson seconded the motion. Motion passed 4-0. ITEM 11: KEATS AVENUE NORTH MSA STREET IMPROVEMENT ENGINEER'S UPDATE ON PROPOSED IMPROVEMENTS AND AUTHORIZE REPORT REVISIONS City Engineer Griffin provided a brief review of the proposed Keats Avenue MSA Street Improvements in preparation of the August 21, 2012, Public Hearing. The City had requested a variance from the State Aid Office Rural Section Standards for 11-ft drive lanes (12-ft standard), 5-ft shoulders (6-ft standard), and a "Clear Zone" of 15-ft (30-ft standard) but was denied, citing safety, primarily regarding the 30 foot clear zone. He reported that to provide the required 30 foot clear zone would require right-of-way acquisition, utility pole relocation, significant tree removal and culvert work that would. total $845,000 additional project cost beyond the previously estimated $1.1 million. City Engineer Griffin reported he had identified three improvement options meeting MSA standards for consideration by the City. Based on the best value to the City, the recommendation is to have an urban section street where a clear zone is not applicable. Another option would be to reconstruct the street to the original plan rural section and not use State Aid funding. He noted concerns where the City would come up with money without State Aid. He reported that the extra cost for the curb and gutter would be $147,000. Council Member Pearson asked why the engineer thought that the State would approve the variances. City Engineer Griffin responded that he felt comfortable with approval based on early discussions with MnDOT staff, and the fact that there have been few accidents on that roadway of consequence or involving vehicles leaving the roadway into what would be the safety zone. Mayor Johnston asked if the shoulder stripes could be moved "in" like on Demontreville to better accommodate non -vehicular users. City Engineer Griffin indicated that he did not think so, and that there was limited non -vehicular traffic on this roadway. Page 3 of 8 Council Member Pearson asked if State Aid funds were not used on this project, could those funds be applied elsewhere in the City. City Engineer Griffin responded that they could be used on another MSA designated street, but that this roadway was in very poor condition and is a good application of the MSA funding to save City maintenance expenses in the future. City Administrator Zuleger inquired if the curb and gutter would be assessed for this alternative. City Engineer Griffin replied that the assessment policy does address curb and gutter but the City would need to decide if this should be an accessible cost for this application. In response to a question from Council Member Smith regarding the potential large amount of assessments over very few property owners, City Engineer Griffin indicated that the City cost share increases to cover the oversize costs for a collector roadway. He reminded the Council that this project is married to the water main extension project that he believes to be critical to the City's overall water system all the way to the I-94 corridor. Council Member Pearson asked if it was an option to delay the water project. City Engineer Griffin responded that the water extension was needed before the City could expand the water system to meet future growth. Council Member Pearson stated that if that is the case, the water and street project needs to be done now. City Administrator Zuleger reported that Council Member Emmons could not attend this evening's meeting but had concerns with the water system hydraulics and the road project cost. Council Member Smith expressed concern with the cost to redesign the road project, and that she is not pleased with the curb and gutter that would be included in the redesign to an urban section. City Administrator Zuleger stated that Staff is very concerned with bringing clean water to City residents, and the I-94 corridor. He stated that the City needs to make this project work as it is important for bringing that clean water to areas that require it in the City. MOTION: Council Member Park moved to direct the City Engineer to revise the Feasibility Report for the Keats Avenue North MSA Street and Trunk Watermain Improvements in Preparation for the Continuance of the Public Improvement Hearing on August 21, 2012, Mayor Johnston seconded the motion. Motion passed 4-0. ITEM 12: OLD VILLAGE AREA MUNICIPAL SANITARY SEWER SERVICE INITIATE PRELIMINARY STUDY City Engineer Griffin requested council to consider authorizing a preliminary study to provide sewer for the downtown village area, which is the first step necessary to address the proposed improvements to identify the gravity sanitary sewer route alternatives throughout the Village. Page 4 of 8 ri1 Mayor Johnston asked if it was private property specific, in relationship to assessments. Council Members also discussed homes on Legion Avenue, and if homes south of 30th Street should include both sides of the street as they currently have a 201 System. City Administrator Zuleger commented that residents on Lake Elmo Avenue are also interested. City Engineer Griffin addressed the lift station concerns for a gravity line forced main along 30th Street, and dropping a second smaller lift station about half -way down the line. Individual lift stations would not be feasible. Mayor Johnston inquired whether these costs would be recovered through assessments or charges to which City Engineer Griffin responded there are ways to recover these costs. Council inquired what areas would be included in this project. City Engineer Griffin responded those are the questions that would be answered during this preliminary study. Council Member Smith confirmed that the gravity line was always planned to coincide when Washington County was revamping Lake Elmo Avenue. City Engineer Griffin stated that Washington County would life to work with the City to discuss the Lake Elmo Avenue reconstruction project, currently scheduled for 201.8. He will notify the Council and Administrator when a meeting is scheduled. MOTION: Council Member Smith moved to authorize the City Engineer to initiate the Preliminary Study for the Old Village Area Sanitary Sewer project in the estimated amount of $16,500, with the intention to recover the costs through SAC and/or assessments. Mayor Johnston seconded the motion. Motion passed 4-0. ITEM 13: INWOOD AVENUE TRUNK WATERMAIN AND BOOSTER STATION e INI'T'IATE PRELIMINARY STUDY City Engineer Griffin requested the Council to consider authorizing FOCUS Engineering, Inc. to initiate the engineering work for the Inwood Avenue Trunk Watermain and Booster station project. The Preliminary Study would cost an estimated $6,800. Council Member Pearson discussed right-of-way easements and of bringing it east to utilize more users. City Engineer Griffin explained that in order to get this project ready for the 2013, the City needs to begin the preliminary study at this time. Council Members discussed their desire to recover the report costs and inquired how to accomplish this, similar to Old Village Project costs. City Administrator Zuleger reported that the majority of those costs are recoverable by building in some of those costs into the water and sewer, and serving properties, and provided added recommended language to the motion to approve. Page 5 of 8 LAKE ELMO CITY COUNCIL MINUTE11 2012 MOTION: Council Member Pearson moved to authorize the City Engineer to initiate the Preliminary Study for the Inwood Avenue Trunk Watermain and Booster Station project in the amount of $6,800, with the intention to recover the costs through WAC and/or assessments. Council Member Park seconded the motion. Motion passed 4-0. ITEM 14: ADMINISTRATOR'S REPORT ORGANIZED COLLECTION FEASIBILITY AND PROPOSED 2014 FLAN OF WORK SCHEDULE City Administrator Zuleger explained the process of organized collection, the feasibility of taking on the project, the proposed 2014 plan of work schedule and the justification of the recommendation for the plan presented. Mayor Johnston expressed his support of the program but agreed this would be a significant project to add to the number of significant projects already underway in the City, and recommended staff continue to glean information in the schedule provided. Council Member Park supported the length of the plan presented to the Council. Council Members expressed support for project, the information provided, an extension for the project. They cautioned Staff to spend any additional time during the interim other than to continue collecting data. City Administrator Zuleger reported that it is a 15-month process, and he will continue providing information and keep collecting data prior to adopting a resolution. MOTION: Council Member Park moved to approve the Schedule for Staff to Commence Planning to Transition the City of Lake Elmo from Open Collection of Residential Solid Waste to Organized Collection of Solid Waste in 2014. MayorJohnston seconded the motion. Motion passed 4-0. Council Members discussed delaying action until 2014 as Staff and Council already had a full schedule. Council Member Pearson appreciated the extension to 2014, but stated he also did not want staff to expend too much time on it in the interim. MOTION: Council Member Smith moved to rescind the motion for Organized Trash Collection. Council Member Pearson seconded the motion. Motion passed 4-0, MOTION: Council Member Pearson moved to table further discussion until a full City Council was present. Council Member Smith seconded the motion. Motion passed 4-0. City Administrator Zuleger explained that two Library Board positions will become available in November 2012. Discussion ensued between the council members and staff regarding open communications in the process, maintaining an inventory and welcoming applicants for the various commissions in the Page 6 of 8 LAKE ELMO CITY COUNCIL MINUTES City, utilizing the same process of the City Council interviewing the candidates, recognizing the State statutes. MOTION: Council Member Pearson moved to authorize the Advertisement beginning August 1, 2012, via City Website, Newsletter, Cable Access Television and other News Outlets for Candidates to Fill two Board Positions on the Lake Elmo Board. The Application Process will Close September 30, 2012. The Library Board Nomination Committee will Consist of the Mayor, one Council Member, the Lake Elmo Librarian, and the City Administrator. Council Member Park seconded the motion. Motion passed 3- 0-1. Council Member Smith. Abstain, SUMMARY REPORT'S AND ANNOUNCEMENT'S Council Member Smith expressed her appreciation for Staff s work on Elmo Days. Council Member Park had nothing to report. Council Member Pearson reported he has documentation available from the Fire Department truck committee regarding the various trucks if residents are interested in reviewing; he met with resident George Crocker regarding energy conservation. Mayor Johnston reported he has been campaigning and expressed an interest in possibly moving in the future towards a primary system for Lake Elmo if the candidates running for Council continue to increase; requested. City Clerk to confirm filing dates of July 31, 2012 to August 14, 2012. City Administrator Zuleger reported he had a meeting with the developer of the proposed Farm School and Senior Living Project and the neighboring residents, addressing their issues concerning traffic, density issues, screening, buffering and farm animals. City Administrator Zuleger asked the Council to provide an extra 30-day extension to wort{ on the proposed changes to the RAD 2 concept. Mayor Johnston stated he would not support a zoning change beyond what has already been approved. He continues to work on code enforcement with many items having been mitigated, New Source Newsletter has been mailed, the new City website will be ready shortly, developer financial issues, and requested Council to consider an EDA meeting to be scheduled. in August. City Attorney Sara Sihender reported the detachment petition hearing was on Friday at Washington County with Judge Eckstrom. She encouraged Council to attend on Friday at 9:00 a.m. City Engineer Griffin said his full engineer's report should be in Council Members Inbox. City Administrator reported the Planning Department is on track with their schedule. Finance Director Bendel reported the budget review will be addressed at the August 16, 2012 Workshop, Page 7 of 8 ADJOURN: The meeting adjourned at 9:23 p.m. Sandie Thone, City Clerk Page 8 of 8 j 11 A'�i��•TI�%i