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HomeMy WebLinkAbout05-15-01 CCMMINUTES APPROVED: JUNE 5, 2001 LAKE ELMO CITY COUNCIL MINUTES MAY 15, 2001 L AGENDA 2. MINUTES: May 1, 2001 3. CLAIMS (#24,#25 from May 1st Claims list) Memo from City Administrator on Reimbursement for Cell Phone Costs 4. PUBLIC INQUIRIES/INFORMATIONAL• A. July 3rd Council meeting B. E-mail letter on Tornado Warning Siren 5. NEW BUSINESS 6. CONSENT AGENDA: A. Request to Purchase Digital Copier 7. MAINTENANCE/PARKS/FIRE/BUILDING• A. Update of Maintenance Activities: Dan Olinger, Brush Chipping Program, Add on to Existing Pole Building B. Update of Fire Dept. Activities: Chief Greg Malmquist C. Update of Building Dept: Jim McNamara D. Update on Park Department: Mike Bouthilet, Summer Help; Resurface Tennis Courts at Lions Park 8. CITY ENGINEER'S REPORT: A. Resolution approving plans for 501h Street Improvement B. Resolution approving "No Parking" for 50th Street C. Approval of Cooperative Agreement with Washington County for CSAH13 Construction Cost Reimbursement and Maintenance D. Resolution ordering Feasibility Report, Passing Costs to 3M 9. PLANNING, LAND USE & ZONING: None 10.CITY ATTORNEY'S REPORT: None I LCITY COUNCIL REPORTS: 12.UNFINISHED BUSINESS: 13.CITY ADMINISTRATOR'S REPORT A. Appeal to the Decision of the Planning Commission Granting of Variances to Joe Kiesling at 9359 Jane Road N. Lake Elmo City Council Minutes May 15, 2001 1 Mayor Hunt called the Council meeting to order at 7:00 p.m. in the Council chambers. PRESENT:Siedow, Dunn, Hunt, Armstrong, City Planner Dillerud, Administrator Kueffner, City Attorney Filla, City Engineer Prew, Maintenance Supervisor Dan Olinger, Building Official Jim McNamara, Fire Chief Greg Malmquist and Finance Director Banister. ABSENT: Council member Steve DeLapp. 1. AGENDA M/S/P Dunn/Armstrong — to approve the May 15, 2001 City Council agenda, as amended. (Motion passed 4-0.) 2. MINUTES: May 1, 2001 M/S/P Armstrong/Dunn — to approve May 1, 2001 City Council minutes, as amended. (Motion passed 4-0.) 3. CLAIMS Memo on Reimbursement for Cell Phone Costs In her memo to the Council, Administrator Kueffner indicated her understanding it was the Council's intent to establish a policy for reimbursement of personal cell phone expenses when there was no alternative phone to use. It was not the intent of the Council to reimburse anyone for the use of personal cellphones in non - emergency situations. If an employee chooses to use a cellphone when other telephones are available, that is a personal choice, and the cost of the personal decision should not be at the expense of the City. Chief Malmquist responded he uses the cellphone for emergency situations when he works outside, drives the bus for his day care business, and calls back applicants on burning permit applications. He has two teenagers in the house and doesn't want to tie up the line with Fire Dept. business. Malmquist stated the phone use was still there in the Year 2000 even if the policy wasn't activated until November and not made retroactive. Lake Elmo City Council Minutes May 15, 2001 2 l Council members Siedow, Dunn, Armstrong agreed with the City's Administrator's interpretation of Council intent was not to reimburse anyone for the use of personal cellphones in non - emergency situations. The Fire Chief does have a pager and there are radios on the fire vehicles. The Council asked how did the previous Fire Chiefs, Sachs and Pott, who had full time jobs manage without a cell phone. The Chief could look into another cellphone service plan with unlimited minutes for approximately $30. Mayor Hunt suggested the Fire Dept. Committee discuss a communication policy and come back with a recommendation to solve this dilemma. The Mayor was reminded this policy would affect the entire City Staff, not just the Fire Dept. members. This item will be placed on a June Council agenda. M/S/P Armstrong/Dunn — to approve Resolution No. 2001-032, Claim # 18729 through 18768 in the amount of $46,677.32. (Motion passed 4-0.) 4. PUBLIC INQUIRIES/INFORMATIONAL A. July 3 Council Meeting M/S/P Siedow/Armstrong — to cancel the July 3, 2001 City Council meeting. (Motion passed 4-0.) The Council will be notified if there is any agenda items that require a meeting. B. E-Mail Letter on Tornado Warning Siren Dick Johnson, 8896 Lake Jane Trail, asked if the matter of a second storm warning siren could be addressed at the Council meeting. This project was budgeted for a very long time ago. Residents in the Tri-Lakes need this protection. Mayor Hunt explained topography was looked at for best siren location. There is a plan for up to 8 sirens, but installation of these Lake Elmo City Council Minutes May 15, 2001 3 1 sirens need not be done in one step, but phased in. A vendor would come and look at the City and indicate where they want the sirens. Cimarron Coalition is interested in sirens and shelters. Pebble Park was set as a siren location for the Tri-Lakes area. M/S/P Armstrong/Dunn — to direct the City to look into what data we have on siens, history on locations, the option of setting a siren at Pebble Park, and to bring in a proposal for review. (Motion passed 4-0.) 5. NEW BUSINESS: 6. CONSENT AGENDA: A. Request to purchase digital copier The City received bids for a digital Imaging system from Konica 7075, Savin 2070 and a Kyocera Mita 6230. There is $30,000 in the CIP for a new copier. After all three systems were used on a trial basis, the staff recommended to purchase the Konica 7075 digital system at a cost of $22,535.39. M/S/P Armstrong/Dunn - to approve purchase of a Konica 7075 digital system from Copy Images, Inc. in the amount of $22,535.39, and a service plan of $207/mo. which includes all supplies, except staples and paper. Since 1999, there has been $30,000 in the CIP for a new copier. (Motion passed 4-0.) 7. MAINTENANCE/PARK/FIREBUILDING A. Update of Maintenance Activities Brush Chipping Program: Dan Olinger provided a log of last year's chipping and expressed his concerns with the brush removal program. Four options were provided for Council consideration. Problems occurred because residents did not follow the brush removal Lake Elmo City Council Minutes May 15, 2001 4 guidelines. Precision Tree service, who was recommended by the City of Mpls, did a great job with storm removal. Buberl Recycling also helped the City in its cleanup effort. E-mail Letter on City Brushing for Residents:Dick Johnson, 8896 Lake Jane Trail, encouraged the Council to continue this service to the residents. The Council indicated they want to continue emergency storm cleanup and will continue through the year. A time limit of one week is set for cleanup after a storm. Last year the City spent $51,000 on storm damage cleanup. The program was not intended for residents to clear yards and acreage. The Council asked that staff get bids for outsourcing the brush program twice a year, spring and fall, to be discussed at the June 5th Council meeting. Addition to Existing Pole Building at Maintenance Site: Dan Olinger provided a rough sketch for 42' x 120' heated pole building at an approximate cost of $150,000, $236,000 is in the budget.. He would move the welder and electronic equipment into new building. Mechanical and maintenance work would be done in the new building. Stall 3 would be cleaned up for the Fire Dept. The Council asked that this item be given to MAC at its June meeting. Cleanup days. Dan Olinger reported Clean-up Day went well and by 12:30 the Fairground was left spotless. Stop Signs: Council member Dunn pointed out at the northern end of town the stop signs are deteriorating, particularly by Springborn. Dan Olinger responded after the crew has completed pothole repair he will do inventory of signs. Lake Elmo City Council Minutes May 15, 2001 5 B. Update on Fire Dept. Greg Malmquist Brad Winkels introduced two new probationary members of the department, Wolf and Anderson, marking the department roster at 28 members. C. Update on Building Activities, Code Enforcement Jim McNamara provided the April summary of building permits and gave a guesstimate of 125 new homes at end of year. Council member Dunn questioned the lack of erosion control enforcement on individual builders. Jim responded that the trucks carrying dumpsters, portapotties cement, run over the fences instead of drivng along side. He suggested the City make the contractors financially hurt to increase their responsibility for keeping up the siltfencing. The City might have to increase the escrow deposit, cash those checks, and the contractors will not get the money back until the vegetation is there. In regard to hiring an assistant for the Building Department, Mayor Hunt asked that Jim McNamara get together with the City Administrator with time card time documentation, daily inspection sheets, plan reviews, hours spent on other tasks, so the City can justify the cost to the residents in hiring help. Basically, what isn't getting done? The duties should be listed, potential cost, and reasons why we need the position. Administrator Kueffner indicated it was an absolute necessity to implement a program for cleaning culverts and holdings ponds. It may be time to add another employee to the maintenance crew. If holding ponds fill up, then it is at our expense to clean them out. The Council wanted to see who is getting tagged, get a program started, start now with charging more for erosion control and come back with a package for the June meeting. Lake Elmo City Council Minutes May 15, 2001 6 D. Parks Dept Mike Bouthilet Resurface of Tennis Courts at Lions Park: Mike Bouthilet explained in his memo the tennis courts were last resurfaced in1992 and are worn down to the asphalt in some areas and is peeling and chipped throughout. The courts should be resurfaced every 5-7 years or as needed. Mike recommended contracting with American Surface Corporation because they include two filler/leveling applications and have had a more lasting application. M/S/P Armstrong/Dunn - To award the resurfacing of Lions Park Tennis Courts to American Surface Corporation for $5300, as recommended by the Parks Supervisor. (Motion passed 4-0). Summer Employs_ The Parks Supervisor advertised the summer positions in the newspaper and on cable. There were no applications from the City of Lake Elmo. M/S/P Siedow/Armstrong - to hire Andrew Welker and Virgil Niemann as seasonal park workers at the rate of $8.50 per hour based on the recommendation of the Parks Supervisor. (Motion passed 4-0). 8. CITY ENGINEER'S REPORT: A. Resolution approving plans for Improvement of 50th Street Tom Prew reported the plans are complete on this project and in order to remain on schedule the plans need to be approved at this meeting. He will submit plans to State Aid for approval and then advertise for bids. A landscaping plan was available for review. M/S/P Dunn/Siedow — to adopt Resolution No. 2001-033 approving the plans and specs and authorizing the advertisement of bids for the improvement of 50th Street from CR17 to Highway 5. Lake Elmo City Council Minutes May 15, 2001 7 maintaining existing flowrates and volume and have better water quality with this project. Doug will contact staff if meeting is needed on July 10th for a one agenda item, approval of the bid. M/S/P Armstrong/Siedow — to adopt Resolution No. 2001-035 approving Washington County Cooperative Agreement with City of Lake Elmo for County State Aid Highway (CSAH13) Construction Cost Reimbursement and Maintenance. (Motion passed 4 —0.) The Feasibility Report for CSAH 14 from TH 5 to Stillwater Boulevard was passed pending on response of 3M if the hearing is waived or not. 9. PLANNING, LAND USE AND ZONING• None 10. CITY ATTORNEYS REPORT 11. CITY COUNCIL REPORTS Mayor Hunt and Council members Armstrong, DeLapp and Dunn attended the groundbreaking for the addition at the Jesuit Retreat. Council member Dunn is looking for sponsorship for Stillwater Relay For Life on August 3rd and 4th. 12 UNFINISHED BUSINESS: None Finance Director Banister provided a four -month budget update. 13. CITY ADMINISTRATOR'S REPORT A. Appeal to the Decision of the Planning Commission Granting of Variances to Joe Kiesling, 9359 Jane Road N. In memo dated 5115101, Administrator Kueffner appealed the decision of the Planning Commission to grant the requested variances to Joseph Kiesling at its May 14, 2001 meeting. The reason for the appeal is based in part on Section 300.06 Subd 3 E. Record of Findings. There were no written findings made by the Lake Elmo City Council Minutes May 15, 2001 9 Planning Commission for granting the variances. Administrator Kueffner will notify Mr. Kiesling that he has to come up with a hardship, and based on the timeframe of submittal, this item would be on either the first or second Council meeting in June. Finance Director Position: The Personnel Committee of the City Council, Administrator Kueffner, City Planner Dillerud and Mark Gibbs from Tautges, Redpath will meet on Tuesday, May 22, 20011 5 p.m., to interview candidates for the Finance Director position. City Planner Dillerud received a telephone call from MnDOT on the Highway 36 Corridor, asking to be placed as the first item on the June 19th Council agenda. The Council asked the Planning Commission to be invited, send them the TH36 Corridor Management Plan, and for the staff to get input from Sheriff Frank and our Fire Dept. The Council adjourns meeting at 8:45 p.m. ------------ Respectfully submitted by Sharon Lumby, Deputy Clerk Resolution No. 2001-032 Approving claims in the amount of $465677.32 Resolution No. 2001-033 Approving plans and specs and authorizing the advertisement of bids for the improvement of 50th Street Resolution No. 2001-034 Prohibiting parking on 50th Street from CR17 to Highway 5 Resolution No. 2001-035 Approving Washington County Cooperative Agreement with City for CSAH13 Construction Cost Reimbursement and Maintenance Lake Elmo City Council Minutes May 15, 2001 10 Mayor: Lee Hunt Councilmembers: Steve DeLapp Susan Dunn Rosemary Armstrong Chuck Siedow Lake Elmo City Council Tuesday MAY 159 2001 3800 Laverne Avenue No. Lake Elmo, MN 55042 777-5510 777-9615 (fax) LakeElmoMK@aol.com E-Mail Please read: Since the City Council does not have a to discuss every point presented, it may appear that decisions are preconceived. However, staff provides background information to the City Council on each agenda item in advance; and decisions are based on this information and experience. In addition, some items may have been discussed at previous council meetings. If you are aware of information that has not been discussed, please fill out a "Request to Appear Before the City Council form; or, if you came late, raise your hand to be recognized. Comments that are pertinent are appreciated. Items may be continued to a future meeting if additional time is needed before a decision can be made. Agenda City Council Meeting Convenes 7:00 PM Pledge of Allegiance 1. Agenda 2. Minutes May 1, 2001 3. Claims (#24,#25 from May V Claims list) 4. PUBLIC INQUIRIES/INFORMATIONAL: A. July 3'd Council Meeting 5. NEW BUSINESS: 6. CONSENT AGENDA: A. Purchase of digital copier 7. MAINTENANCE/PARK/FIREBUILDING 1 A. Update of Maintenance Activities: Dan q Olinger, Brush Chipping; Add on to Existing Pole Building B. Update of Fire Dept. Activities: Chief Greg Malmquist C. Update of Building Dept: Jim McNamara D. Update on Park Department: Mike Bouthilet, Summer Help; Resurface Tennis Courts at Lions Park 8. CITY ENGINEER'S REPORT Tom Prew A. Resolution approving plans for 50`h Street Improvement B. Resolution approving "No Parking" for 501h Street C. Approval of Cooperative Agreement Lake Elmo City Council Agenda May 15, 2001 Page 2 with Washington County For CSAH13 Construction Cost Reimbursement and Maintenance D. Resolution ordering Feasibility report and passing costs to 3M 9. PLANNING, LAND USE & ZONING: C. Dillerud 10. CITY ATTORNEY'S REPORT: 11. CITY COUNCIL REPORTS: A. Mayor Hunt B. Council Member DeLapp C. Council Member Dunn D. Council Member Armstrong E. Council Member Siedow 12. UNFINISHED BUSINESS: 13. CITY ADMINISTRATOR'S REPORT A.