HomeMy WebLinkAbout04-02-2013 CCM LAKE ELMO CITY COUNCIL MINUTES April 02, 2013
Page 1 of 7
CITY OF LAKE ELMO
CITY COUNCIL MINUTES April 02, 2013 Mayor Pearson called the meeting to order at 7:00 P.M.
PRESENT: Mayor Pearson, Council Members Bloyer, Nelson, and Smith [7:31 PM] Also Present: City Administrator Zuleger, Associate City Attorney Brekken, Planning Director Klatt, City Engineer Griffin, Finance Director Bendel, and City Clerk Bell.
PLEDGE OF ALLIGENCE
APPROVAL OF AGENDA
MOTION: Council Member Nelson moved TO APPROVE THE APRIL 02, 2013 CITY COUNCIL AGENDA
AS PRESENTED. Council Member Bloyer seconded the motion. Motion passed 3-0.
ITEM 1: ACCEPT MINUTES
THE MARCH 19, 2013 CITY COUNCIL MINUTES WERE APPROVED AS PRESENTED BY CONSENSUS
OF THE CITY COUNCIL.
PUBLIC COMMENTS Library Board Member Judy Gibson gave update on book circulation Library hours have increased 10:00AM-2:00PM Monday-Saturday & Tuesday/Thursday additionally from 3:00PM-8:00PM. She noted that one rental space available. Contact Steve DeLapp for more information. Library is actively advertising for full time librarian position. For more information, contact personnel committee. Library is still receiving best seller donations, including DVDs. Ms. Gibson noted events at library include: East Metro Writers Room, which is open Mondays and Wednesdays from 8:30AM to Noon. Also on the first and third Fridays of each month, the library has story time for preschool children. Ms. Gibson noted celebration of National Library Week. Events include a free book bag if patrons check out 3 books. On 4/4 Family Means financial counselor will speak about getting the most from tax refunds; Environmental/Sustainability author William Souder visits on 4/11 at 6:30PM; On 4/17 at 7:00PM a drop-in music jam; On 4/18 at 6:30PM library will honor local authors; 4/25 at 3:00PM library will celebrate National DEAR day (Drop Everything And Read).
ITEM 2: NATIONAL LIBRARY WEEK APRIL 14-20 Mayor Pearson proclaimed April 14-20 as National Library Week and read the proclamation.
LAKE ELMO CITY COUNCIL MINUTES April 02, 2013
Page 2 of 7
ITEM 3: COMMUNITY MEDIA WEEK APRIL 22-27 Council Member Bloyer read the proclamation for Community Media Week. The Council proclaimed April 22-27 as Community Media Week. Ramsey/Washington Counties Cable Commission is holding open house on 4/25.
PRESENTATIONS
ITEM 4: QUALITY STAR PRESENTATION – RICK CHASE Item was skipped due to award recipient Rick Chase not able to attend.
ITEM 5: LAKE ELMO JAYCEES Sarah Quick represented the Lake Elmo Jaycees. She noted that this is the 43rd year of partnership between the City and the Jaycees. Ms. Quick presented a donation of $8,000 to the City in gratitude for partnership. There was a discussion of the amount and where it will be used. It was reported that last year’s donation was less and that it usually is used for Lake Elmo Days. The Council thanked the Jaycees.
ITEM 6: SOUTH WASHINGTON WATERSHED DISTRICT Matt Moore gave update for the watershed district. Also attending were managers Johnson (Woodbury), Madigan. Mr. Moore described the watershed area. It is essentially the Eagle Point Business Park. Working with Cottage Grove and Woodbury on different projects. Reported working with staff to develop web based viewer to show the geography contours. Mr. Moore also noted several 2012 accomplishments. Worked with Newport drainage rate; Trout Brook water quality improvements; Grey Cloud Island restoration. Mayor Pearson asked about rain gardens and expected need for maintenance. Mr. Moore said about 10 years is estimated length of time for maintenance to be needed. It is important to get root system established.
CONSENT AGENDA 7. Approve Payment of Disbursements and Payroll of $92,761.08 8. 2013 Seal Coat Project – Approve Plans and Specifications and Authorize Advertisement for Bids; Resolution 2013-23; Agreement
MOTION: Council Member Bloyer moved TO APPROVE THE CONSENT AGENDA AS PRESENTED.
Council Member Nelson seconded the motion. MOTION PASSED 3-0.
REGULAR AGENDA
LAKE ELMO CITY COUNCIL MINUTES April 02, 2013
Page 3 of 7
ITEM 9: STATE HIGHWAY 36 SOUTH FRONTAGE ROAD STUDY – RESOLUTION APPROVING
MNDOT AGREEMENT NO. 03330 City Engineer Griffin gave summary of grant agreement. Grant amount is for 80% of total amount of $80,000= $64,000. City will be responsible for balance of $16,000. There will be a minimum of two workshops as well as community meetings. It is meant to be a collaborative project. Council Member Nelson asked about outcome of survey and how to get state to be in City’s favor. Mr. Griffin said the goal is to work with the state to come up with plans and bring proposal to state. MnDOT will be at the table at various points so there is a product with their buy in. City Administrator Zuleger noted that the study provides an updated view and stressed that it would be collaborative. The inclusion in City’s CIP was discussed. Mr. Griffin reported that it was not because there is no specific project approved. Council Member Nelson asked where money will come from. Finance Director Bendel reported her belief that it comes out Capital Fund as it is drafted. Mr. Zuleger stated that because it is a study, it actually will come out of the Undesignated Fund or General Operating Fund. Ms. Bendel noted that the Contingency Fund in the budget is in fact for these types of items. Current Contingency Fund balance is about $120,000. Council Member Bloyer asked about timeline and if project will start during the current council’s terms? Mr. Griffin stated that there needs to be a plan in order to obtain funding. The timing depends on funding.
Council Member Smith arrived at 7:31 P.M.
It was pointed out that at some point 36 is planned to become a freeway. Council Member Nelson noted while he’s not in favor of spending the funds, this is the time to provide input and have a role in planning. Mayor Pearson believes the study needs to be done. He is also relatively confident that the some Highway 36 corridor area residents will find the study’s resulting recommendations objectionable. However, assuming the study will be a benefit to the entire city, the Mayor believes Council must be ready to make those hard decisions. If not, then the City should not spend the $16,000.
MOTION: Mayor Pearson moved TO APPROVE RESOLUTION NO. 2013-24, APPROVING THE
MINNESOTA DEPARTMENT OF TRANSPORTATION AGENCY AGREEMENT NO. 03330 FOR THE
FEDERAL AID FUNDING FOR STATE HIGHWAY 36 SOUTH FRONTAGE ROAD STUDY. Council
Member Nelson seconded the motion. MOTION PASSED 4-0.
Council Member Smith noted that her main concerns are safety and improving access. Also, it was noted that reducing cut-through traffic is important.
LAKE ELMO CITY COUNCIL MINUTES April 02, 2013
Page 4 of 7
ITEM 10: STATE HIGHWAY 36 SOUTH FRONTAGE ROAD STUDY – AUTHORIZE MAYOR AND
ADMINISTRATOR TO EXECUTE TASK ORDER NO. 1 FOR SRF CONSULTING SERVICES, INC. FOR
TRANSPORTATION PLANNING SERVICES City Engineer Griffin explained that this was the task order for the previous item authorizing the Highway 36 Frontage Road Study. The amount of the expenses and the responsible portions was discussed and clarified.
MOTION: Council Member Smith moved TO APPROVE TASK ORDER NO. 1 TO SRF CONSULTING
SERVICES, INC. FOR TRANSPORTATION PLANNING SERVICES FOR THE STATE HIGHWAY 36
SOUTH FRONTAGE ROAD STUDY IN AN AMOUNT NOT TO EXCEED $64,500. Council Member
Bloyer seconded the motion. MOTION PASSED 4-0.
ITEM 11: APPROVE FUND BALANCE/NET ASSETS POLICY City Administrator Zuleger explained the policy and the reasoning for establishing it. It is standard for municipalities to adopt a fund balance use policy. Mr. Zuleger highlighted major sections. Driving factors for adoption include affecting bond rating and having a disciplined policy as the City moves into a stage of growth. Adoption will strengthen the internal controls surrounding the use of these funds and provide clear direction to staff on the monitoring and reporting surrounding those funds. Finance Director Bendel noted Enterprise Fund item #3(periodic rate review) as an item that Council will appreciate.
MOTION: Council Member Smith moved TO APPROVE THE FUND BALANCE/NET ASSETS POLICY AS
PRESENTED. Council Member Bloyer seconded the motion. MOTION PASSED 4-0.
ITEM 12: APPROVE DEBT MANAGEMENT POLICY City Administrator Zuleger explained the policy and the reasoning for establishing it. Having a policy in place is important during accelerated periods of growth, as it prevents the City from over-extending itself. Mr. Zuleger highlighted the 12 policy statements emphasizing that several of the policies will have a beneficial impact on City’s bond rating. 1. The City will maintain a Five-Year Capital Improvement Plan (CIP). It will be need based, not wants based; 2. The City will restrict long-term borrowing to planned capital improvements, as included in the CIP, and a limited use of short-term debt for capital outlay and acquisition. On all projects, at least 50% of the principal will be retired within 10 years; 3. The City will not use long-term debt for current operations; 4. The City will strive to maintain a “pay-as-you-go” capital funding policy, supporting capital spending without use of debt whenever feasible; 5. The City recognizes that for certain projects that the use of debt may be of overall financial benefit to the City and that all projects should be evaluated to determine whether debt financing is the appropriate choice at the time of authorization;
LAKE ELMO CITY COUNCIL MINUTES April 02, 2013
Page 5 of 7
6. The City will pay back debt within a period not to exceed the expected useful life of the projects, typically at or below 20 years; 7. Direct net debt not to exceed 3% of total market value of taxable property in the City; 8. The City will manage debt issuance plans and structuring of debt service to strive to maintain a total debt service levy that is less than 25% the City’s total combined certified property tax levies; 9. The City will maintain good communications with bond rating agencies regarding its financial condition, including full disclosure in every report; 10. When feasible the City will use refunding mechanisms to reduce interest cost; 11. During the annual budget process, a debt study will be prepared in conjunction with the CIP to provide information about the City’s planned debt structuring; 12. Refunding and advance refunding savings opportunities will be monitored, and action will be taken when determined to be financially advantageous. Prepayment of debt was explained. Council Member Nelson asked about total current debt. Mr. Zuleger stated it is currently under 15%= 14.3-4. Street/sewer/water (enterprise) debt does not impact property tax levy. The target of 25% was discussed. Mr. Zuleger explained that 25% was industry standard. It was explained that bond raters like to see no more than 25%. Recoverable charges were discussed. Alternative Urban Areawide Review (AUAR) will require us to pass an ordinance. There will be an amount of AUAR that will not be recovered. Council Member Smith stated that the council may have been under the impression that the AUAR was going to be 100% recoverable. Mr. Griffin said the original design of the forcemain might be part of $1 million figure Council remembers. Mayor Pearson asked about the practice of saving and taxing for future benefits that may not be realized. Mr. Zuleger said it typically is not a common practice. GFOA Industry moved from sinking fund to $25,000 threshold and 10-year useful life.
MOTION: Council Member Smith moved TO APPROVE THE DEBT MANAGEMENT POLICY AS
PRESENTED. Council Member Nelson seconded the motion. MOTION PASSED 4-0.
ITEM 13: ADOPT I-94 COMPREHENSIVE PLAN UPDATE Planning Director Klatt explained this was a request for Council to formally adopt the I-94 comp plan. Mr. Klatt explained the history of the development of the comp plan. The Metropolitan Council had very positive reaction. The Met Council agreed to amend the Memorandum of Understanding. Amendment will provide an additional 5 years for planning and build-out. New target date is 2015 with penalties beginning in 2016. Amendment also gave Met Council Regional Administrator authority to negotiate with city. Mr. Klatt noted that the Village Plan will be coming back to Council soon for formal adoption as well. In order to not cause any confusion, the other portions were not included. Mr. Klatt outlined the next steps will mainly involve changes to zoning map, including several holding zones. These are
LAKE ELMO CITY COUNCIL MINUTES April 02, 2013
Page 6 of 7
sites that are planned to receive city services, and therefore no development will be allowed until those services are provided. Council Member Smith inquired about the number of un-sewered households. She is concerned about overshooting 24,000 target. Mr. Zuleger noted that the City plans on reducing the number to 20,000 and extending the target date to 2040. As soon as the Village Plan is approved by Met Council, those types of negotiations are planned to be started. Council Member Smith asked to be part of those negotiations. Mayor Pearson said he would insist she be included. Council Member Nelson asked about 100’ buffer. It was noted that it is in conflict with the Village Plan that was recently adopted. Mr. Klatt explained that this is specifically for I-94 and when the Village Plan is brought back, those types of changes should be made. Amending the proposed plan to allow manufacturing was discussed. Council Member Nelson expressed his desire for the addition of heavy manufacturing in order to be flexible. Mr. Klatt said that the issue can be addressed at a later point through zoning regulations to allow this in the future if desired. The Conditional Use classification was also discussed. It was noted that certain heavy manufacturing uses often poses potential nuisance issues, such as heat, glare, odor, noise, etc. Council Member Smith stated she recalls that the number of jobs was considered when manufacturing was discussed, i.e. businesses involving large machinery versus high number of workers. This may have to change with the advancement of technology. Council Member Nelson reiterated his desire to be friendly to businesses and not be overly restrictive without knowing what the next manufacturing development may include.
MOTION: Council Member Smith moved TO APPROVE RESOLUTION NO. 2013-025, ADOPTING
AMENDMENTS TO THE LAKE ELMO 2030 COMPREHENSIVE PLAN. Seconded by Council Member
Bloyer. MOTION PASSED 4-0.
SUMMARY REPORTS AND ANNOUNCEMENTS
Council Member Bloyer reported stopping and speak to neighbors phone calls with residents. Wants the community to remember to be grateful for living in Lake Elmo. He hopes that future discussions are positive.
Mayor Pearson reported meeting with Mr. Griffin, Mr. Zuleger, Mr. Johnson, and Mr. Klatt to discuss obtaining funding for the crosswalk on Highway 5.
Council Member Smith – Lake Elmo Days committee has begun meeting to plan event. Scheduled Wheelhouse for Saturday; Ken Wanovich will be playing during the day. Event will include Battle of the Bands. September 6 & 7th. Always looking for volunteers. Explained the membership of the group; Commended Clerk Bell on the minutes - best minutes in 8 years. They were clear and concise; Also gave kudos to Alyssa McLeod for newsletter. Best newsletter she’s ever seen. Thanked staff for hard work.
LAKE ELMO CITY COUNCIL MINUTES April 02, 2013
Page 7 of 7
Council Member Nelson – no report.
City Administrator Zuleger gave overview of revised workshop schedule and subject matter; delivering Minnesota Investment Fund grant to MN-DEED on Valley Cartage deal; Met with Rep. McCollum staff on ground water issues; Two properties are going to prosecution. Going to be taking a drainage tour with Planner Johnson; Working on lake issues and park issues; Working with MN Land Trust regarding Conservation Easement for Sunfish Lake Park and management plans; Park survey sub-committee is meeting. Council Member Bloyer expressed his opinion that electors had differing expectations of park use. Would like legal counsel to look at eminent domain as possible way to get land back. Council Member Smith noted the hard work done on preserving the land. She gave examples of opposing the placement of a water tower and public works building. However, she still wants the park used. She did want some active use in Area Two, and if Conservation Easement prohibits that, then it is in violation of what council intended at the time. She stated that there was supposed to be 5 acres set aside to include a skating rink, etc. It was always the intent to have the five acres used for active – would like a pavilion and picnic area. Not ever meant for area to not be used or closed off. Wants to see more people use the park. The acquisition of the land and the adoption of the easement and what options are available to alter or modify the usage was discussed. It was pointed out that amending the easement or developing a management plan were available remedies. Private and public conservation easements in the City were discussed.
City Attorney Brekken reported working on property clean up action; stated he would pass on Council Member Bloyer’s comments regarding Sunfish Lake Park to City Attorney Snyder.
Planning Director Klatt reported upcoming Village planning workshop involving parking standards. Planning comm. looked at Village mixed use ordinance. Preliminary plat expected soon; On 4/13 at 9AM planning webinar.
City Engineer Griffin reported state Highway 5 funding program from MnDOT. This is a tight deadline, but trying to make the deadline. school crosswalk.
Finance Director Bendel No report.
City Clerk Bell reported that “good meetings make good minutes”; attended annual municipal clerk conference in St. Cloud; conducting research on park and lake use issues; working on a liquor license transfer; noted that there was another high school student in attendance tonight. Meeting adjourned at 8:58 P.M. LAKE ELMO CITY COUNCIL
_______________________________________ ATTEST: Mike Pearson, Mayor ______________________________________ Adam R. Bell, City Clerk