HomeMy WebLinkAbout06-03-03 CCMMayor
eee Hunt eLake Elmo City Council
LCouncilmembers: 3800 Laverne Avenue No.
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Steve DeLapp Tuesday Lake Elmo, MN 55042
Susan Dunn 777-5510 777-9615 (fax)
Dean Johnston June 3 2003
Chuck Siedow
Please read: Since the City Council does not have time to discuss every point presented, it may a --
decisions are preconceived. However, staff provides background information to the
Council on each agenda item in advance; and decisions are based on this information
experience. In addition, some items may have been discussed at previous council me
If you are aware of information that has not been discussed, please fill out a "Request
Appear Before the City Council form; or, if you came late, raise your hand to be reco,
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.
6:00 p.m. OPEN HOUSE with City Enizineer:
Hill Trail Reconstruction Project
Agenda
City Council Meeting Convenes 7:00 PM
Pledge of Allegiance
1. Agenda
2. Minutes
May 20, 2003
3. PUBLIC INOUIRIES/INFORMATIONAL:
Public Inquiries/Informational is an opportunity for citizens to
bring the Council's attention any items not currently on the
A. Public Inquiries
agenda. In addressing the Council, please state your name and
B.
address for the record, and a brief summary of the specific item
being addressed to the Council. To allow adequate time for
each person wishing to address the Council, we ask that
individuals limit their comments to three (3) minutes. Written
documents may be distributed to the Council prior to the
meeting or as bench copies, to allow a more timely presentation.
4. CONSENT AGENDA
Those items listed under the Consent Calendar are considered to
be routine by the City Council and will be enacted by one
A.
motion under a Consent Calendar format. There will be no
separate discussion of these items unless a Council member so
requests, in which event, the item will be removed from the
general order of business and considered separately in its normal
sequence on the agenda.
5. FINANCE
Tom Bouthilet
A. Resolution 2003-047 Approving claims
6. NEW BUSINESS
A. Introduction of Resolution 2003-048:
Council member Johnston
Lake Elmo City Council Agenda
June 3, 2003
Page 2
7. MAINTENANCE/PARK/FIRE/BUILDING:
A. PARKS DEPT.:Truckster
Replacement/Purchase
B. Resolution No. 2003-049:Advertise for
Bids for Carriage Station and Park Ridge
8. CITY ENGINEER'S REPORT:
Tom Prew
A. PUBLIC HEARING: Hill Trail
Reconstruction; Resolution No. 2003-050 Order
Improvement and Preparation of Plans
B. Resolution No. 2003-051 and 2003-052
Partial Payment to Tower Asphalt:Eagle Point
Blvd. Phase 1 and Phase 2
9. PLANNING, LAND USE & ZONING:
C. Dillerud
A. 201 Wastewater System Evaluation
10. CITY ATTORNEY'S REPORT:
J. Filla
A. Kevin Shoeberg Contract Extension
11. CITY ADMINISTRATOR'S REPORT:
C.Dillerud
A. Personnel Actions -Evaluations and Pay
Plan Salary Progression
B. Recommendation to Hire Building
Inspector/Water Technician
C. Finance Committee Meeting
12. CITY COUNCIL REPORTS:
A. Mayor Hunt
B. Council Member DeLapp
C. Council Member Dunn
D. Council Member Johnston
E. Council Member Siedow
June 10, 7 p.m., Old Village
Neighborhood Design Study,
Lake Elmo Elementary School
MINUTES APPROVED: June 3, 2003
LAKE ELMO CITY COUNCIL MINUTES
MAY 20, 2003
1. AGENDA:
2. MINUTES: March 27, 2003
May 6, 2003
3. PUBLIC INQUIRIES/INFORMATIONAL:
4. CONSENT AGENDA
5. FINANCE
A. Resolution 2003-044 Approving Claims
6. NEW BUSINESS:
7. MAINTENANCE/PARK/FIRE/BUILDING:
A. Parks Dept. Summer Help
B. Update on Fire Dept. Activities: Chief Malmquist
C. Update on Building Dept. Activities: Jim McNamara; Update on Bodziak
Property
8. CITY ENGINEER'S REPORT:
A. Resolution 2003-045 Receive Hill Trail Feasibility Report and Order
Public Hearing
B. VFW Ball field Lights — Authorize Soliciting Quotes by Electrical
Contractor
9. PLANNING, LAND USE & ZONING:
A. Resolution 2003-046 PUD Concept Plan — Prairie Ridge Office Park
B. Old Village Plan Schedule
C. Questions on Whistling Valley
10. CITY ATTORNEY'S REPORT:
A. Conceal and Carry Gun Law
11. CITY ADMINISTRATOR'S REPORT:
A. Fire Chief Cell Phone Service
B. Update on Library Service
C. City Administrator
D. Financial Issues
E. Schedule a Human Resource Committee Meeting
12. CITY COUNCIL REPORTS:
Acting Mayor Johnston called the meeting to order at 7:00 p.m. in the Council chambers.
PRESENT: Siedow, Dunn, Johnston, DeLapp, City Attorney Filla, City Engineer Prew,
Building Official Jim McNamara, Fire Chief Greg Malmquist, Acting Finance Director
Tom Bouthilet and Acting Administrator/Planner Dillerud. ABSENT: Mayor Hunt
LAKE ELMO CITY COUNCIL MINUTES MAY 20, 2003
1. AGENDA:
ADD:I ID. Financial issues, 11E. Scheduling a Human Resources Committee meeting,
9C. Whistling Valley Plan — road widths, giving away land on loth Street to the county,
Council member Siedow asked why the invitation to Attorney Shoeberg for attendance at
this meeting was not an agenda item. Council member Johnston responded he asked to
leave it off the agenda until Mayor Hunt could be in attendance.
M/S/P DeLapp/Siedow - to approve the May 20, 2003 City Council agenda, as amended.
(Motion passed 4-0).
2. MINUTES: March 27, 2003
M/S/P Siedow/DeLapp — to approve the March 27, 2003 City Council Minutes that were
submitted to the Council in Draft form on April 15, 2003. (Motion passed 4-0.)
May 6, 2003
M/S/P DeLapp/Siedow — to approve the May 6, 2003 City Council Minutes, as amended.
(Motion passed 4-0).
3. PUBLIC INOUIRIES/INFORMATIONAL:
4. CONSENT AGENDA:
5. FINANCE
A. Resolution 2003-044 Approving Claims
M/S/P Dunn/Siedow - to adopt Resolution No. 2003-044, approving Claim Numbers 146,
147, 23703 through 23752, were used for Fire Dept./Staff payroll dated May 8 & 15,
2003 and Claim Numbers 23753 through 23799 in the total amount of $229,464.29.
(Motion passed 4-0).
6. NEW BUSINESS:
7. MAINTENANCE/PARK/FIRE/BUILDING:
A. Parks Dept. Summer Hem
Parks Supervisor/Acting Public Works Director Mike Bouthilet recommended that John
Eder, 9275 Lake Jane Trail be hired at $10.00/hour as additional summer help; and to
hire two Occasional Employees in the Public Works Department: Timothy Brass, 8930
Jane Road N. and Christopher Fitch, 215 Cimarron, at the rate of $9.00/hour.
M/S/P Dunn/DeLapp - to approve the recommendation of the Park Superintendent/Acting
Public Works to hire Timothy Brass, 8930 Jane Road N. and Christopher Fitch, 215
Cimarron, as Occasional Employees in the Public Works Department at a rate of
$9.00/hour; and, John Eder, 9275 Lake Jane Trail as an additional Occasional Employee
in the Park Department as summer help at a rate of $10.00/hour. (Motion passed 4-0).
LAKE ELMO CITY COUNCIL MINUTES MAY 20, 2003
B. Update on Fire Dept. Activities: Chief Malmquist
I IA. Cell Phone Reimbursement — Fire Chief (This item was moved to be discussed
earlier on the agenda).
Fire Chief Malmquist reported the City is paying $25.00 a month for part of his cell
phone. He said the call volume on his phone has steadily increased, and he has had to
increase his minutes plan several times. In his opinion one-half of his cell phone usage is
used for the Fire Department. He requested that an adjustment be made to $45.00 a
month, which is half of his current plan.
M/S/F Siedow /Dunn - to approve the increase of the Fire Chief's cell phone monthly
allowance from $25 to $45 for the balance of this year. (Motion failed 1-3:Dunn,
DeLapp, Johnston: they preferred this request be addressed during the budget season for
the next fiscal year rather than mid -budget.)
The Fire Chief reported that as of June 1st the Fire Department will not be responding to
Class A calls ... least severe, but only for Class C, D and E Calls. He will track the
number of calls and see how much money the department is saving.
C. Update on Building Dept. Activities: Jim McNamara; Update on Bodziak
PropertX
The Building Official reported that in the month of April there were three new residential
permits and five new commercial permits.
Update on Complaints:
Bodzialc House — Jim McNamara indicated he did try to talk to the owners, but if anyone
was home, they were not answering the door. There is no work activity. Mr. McNamara
indicated he has not received a response from Attorney Shoeberg.
Attorney Filla indicated the City does not have the authority to condemn the Bodziak
home. The Bodzialc building is not complete, but may not be determine as a hazardous
building. The City has a choice to get a court order to force them to comply with city
regulations which is an expensive process. Sometime the criminal process works, but in
this case it didn't work.
M/S/P Dunn/Siedow — to add this item to the June 3`a Council agenda and request the
Acting Administrator contact Attorney Shoeberg to provide the Council with background
information, historical data, options on how to proceed with cost estimate for these
options. (Motion passed 4-0.)
LAKE ELMO CITY COUNCIL MINUTES MAY 20, 2003
8. CITY ENGINEER'S REPORT:
A. Receive Hill Trail Feasibility Report and Order Public Hearing
The City Engineer submitted to the Council the Feasibility Report and reviewed the
contents. Staff checked with other cities as to what basis is used to assess costs for street
reconstruction projects. No rate has been established for reconstruction projects, but the
existing Policy does permit a 10 year assessment period for any such reconstruction
assessment. Staff suggested that improvement value appraisal outcomes for the Hill Trail
Reconstruction Project point to a maximum benefit of $2,500, and that could logically be
the per home site assessment. This would result in the City General Fund (all taxpayers)
paying 60% of the project cost, and the property owners benefiting paying 40% of the
project costs. A survey of street reconstruction assessment policies from other metro
cities was provided.
M/S/P DeLapp/Dunn - to adopt Resolution No. 2003-045 ordering a Public Hearing for
the Hill Trail Reconstruction Project. (Motion passed 4-0).
Plainer Dillerud pointed out the Council needs to establish a percentage for an overall
city wide policy that can be used for other reconstruction projects. Costs for other
reconstruction street projects will be provided to the Council. Attorney Filla noted
assessments is a policy decision and does not have to be discussed at the June 3rd public
hearing.
The City Engineer will talk to public works and residents in the area of 8200 Hill Trail N.
about a possible hammerhead in this location.
B. VFW Ball field Lights — Authorize Soliciting Quotes by Electrical
Contractor
The City Engineer reported plans have been completed for the VFW Ball Field Lighting
Project. He has contacted Xcel Energy and is securing an easement from Hagberg's to
provide electrical service to the site. He estimates the total system cost as $132,000.00
and expects the system to be installed and operationally by mid -summer.
Parks Supervisor, Mike Bouthilet, stated the Parks Commission wanted the final
construction figures before they make a recommendation to the Council. There are two
other projects that the Commission want costs on before they make a determination.
M/S/P Dunn/Siedow - to authorize the City Engineer to solicit quotes for the electrical
service equipment and fixture wiring in order for the Parks Commission to make a
recommendation. (Motion passed 4-0).
The Council felt it was too early to make a motion to approve the joint powers agreement
authorizing the purchase of the light poles, foundations, and maintenance contract.
LAKE ELMO CITY COUNCIL MINUTES MAY 20, 2003 4
9. PLANNING, LAND USE & ZONING:
A. PUD Concept Plan — Prairie Ridge Office Park
Planner Dillerud reported the Planning Commission unanimously adopted a
recommendation to approve this PUD Concept Plan to develop a 17 acre site at the
Southwest corner of Stillwater Blvd. and State Highway 5 as a multi -building condo
office project. The applicant has applied for concept approval of a 7 building (two story)
development with 45,000 square feet of gross building area, 40,000 square feet of net
leasable building area, and 25,500 square feet of building footprint.
The Planner continued by reporting that the concept plan, as proposed, overbuilds the site
based the wastewater generation factors specified by the LB section of the Zoning
Ordinance. A condition of the Planning Commission approval recommendation is that
subsequent PUD applications reflect a reduction of gross building area to 35,000 square
feet and net leasable building area to 32,000 square feet to comply with the Code
Wastewater generation factor.
John Johnson, representing the Tacbeny family, explained the proposed plan of 45,000
square feet is only 3% impervious surface coverage. The parking lot is twice the size that
is needed. The total ground coverage is well under the maximum requirement-40%.
Mr. Tacheny stated the only use of water would be a sink, bathroom... no food. These
buildings are professional office buildings for area psychiatrists, psychologists, and
attorneys. In their professional building in Roseville, they have approx 5 to 8 people per
building. Dillerud stated the communal systems are tied with the individual buildings.
Council member Dunn noted the she would not be in favor of increasing the size of the
buildings and desired to include the recommendations from VBWD and the conditions of
the Planning Commission.
M/S/P Dunn/Siedow — to adopt Resolution No. 2003-046, A Resolution Approving the
Planned Unit Development Concept Plan of Prairie Ridge Office park including the
conditions set forth by the Planning Commission and the Valley Branch Watershed.
(Motion passed 4-0.)
B. Old Village Plan Schedule - Informational
The Old Village Special Projects Commission adopted a renewed schedule for the Old
Village Neighborhood Design Project.
June 10, 2003 — First Public Forum
June 11, 2003 — OV Commission discusses Forum Outcomes & Direction to Thorbeck
July 8, 2003 - Second OV Forum
July 14, 2003 — OV Commission Discuss Forum Outcomes & Director to Thorbeck
August 25, 2003 — PC Hearing on OV Comp Plan Amendment
September 1, 2003 — OV Comp Plan Amendment to Council
LAKE ELMO CITY COUNCIL MINUTES MAY 20, 2003
C. Whistling Valley
Council member DeLapp noted that the developer of Whistling Valley stated they would
meet the road width requirements and would give Washington County additional right-
of-way along 10"' Street and asked what the road width would be; and, did the City
require right-of-way. Planner Dillerud reported the street width proposed is 22 feet.
Dillerud stated he didn't want Washington County dictating to the City the need for
additional right-of-way. In this case, he didn't mind because the land taken is the land
north of Goose Lake which is water. Council member Dunn asked that the staff be more
aware of long range street plans of the County.
10. CITY ATTORNEY'S REPORT:
D. Conceal and Carry Gun Law
The Council received information on the Minnesota Citizens' Personal Protection Act of
2003, "Conceal -and -Carry Law" and what it means for cities.
M/S/P Dunn/Siedow — to direct the staff to restrict hand gun possession of staff members
to the limit of the law in the Personnel Policy and add the same restriction for people that
use the park facilities. (Motion passed 4-0.)
11. CITY ADMINISTRATOR'S REPORT:
A. Fire Chief Cell Phone Service (Agenda Item addressed under 7B.)
B. Update on Library Service
Acting Administrator Dillerud reported he and Council member Johnston met with the
Washington County Library Board members. The Library Board is interested in a future
building depending on the Old Village Design study. The Library Board will provide the
City Council at its June 17th meeting a specific proposal for what they would like to do
for an interim library location. The library will be temporarily out of service until that
home is found. From a budget standpoint, the Library Board cannot maintain costs for
library service. The Board is asking the City for help of $15-$20,000 per year.
C. City Administrator
Acting Administrator Dillerud provided some web marketing materials from two
executive search firms that specialize in government work-Brimeyer Group, Inc. and the
Public Administration Associates, LLC. Dillerud said he didn't believe a formal RFP
would be necessary, but interviewing firms before hiring would be. The firms would be
requested to outline the services they would provide, and a not to exceed fee.
Council member Johnston requested a meeting of the Human Resource Committee of the
Council one week from tonight, May 27th. Council member DeLapp asked what the
agenda would be for the meeting and noted the Council hired the Springsted firm to work
on staffing. Council member Johnston asked the Council to think outside the box and
posed the question, "Why can't we have a City Administrator position combined with a
LAKE ELMO CITY COUNCIL MINUTES MAY 20, 2003
Finance Director?" He said he was not suggesting a specific action, but as a committee
sit down and talk about the problems or issues. Council member Siedow didn't think the
City Administrator position should be merged with another City position.
The members of the Human Resource Committee of the Council are Council members
Dunn, Johnston and Siedow.
M/S/P Johnston/Siedow — to schedule a Human Resource Committee meeting for
Tuesday, May 27th at 6 p.m., with an agenda provided by Council member Johnston.
(Motion passed 3-1:DeLapp:The staff has enough work. We are paying the Springsted
firm enough money for a human resource study, and we should give them a chance and
not undermine them.)
D. Finance Issues:
The Finance Committee consists of Mayor Hunt, Council members DeLapp and Siedow.
Agenda Items: 1. Reallocation of surplus, 2. Look at format for a periodic monthly report
on budget. 3. Briefing on tax abatement... what was or wasn't done in the last two years.
4. Budget for 2004 schedule. A Finance Committee meeting date will be set when there
is a full Council.
12. CITY COUNCIL REPORTS:
Council member DeLapp asked if the Human Resource meeting would be cabled. He
said the Council budgeted for special meetings and thought this Human Resource
meeting should be televised.
M/S/F DeLapp/Siedow — to cablecast the Human Resource Committee meeting on May
27th (Motion failed 1-3:Siedow, Dunn, Johnston)
Council member Dunn reported she received an offer from MnDOT to serve on the safety
task force on Highway 5 and is willing to do it.
Adjourn at 9:30 p.m.
Respectfully submitted by Sharon Lumby, Deputy Clerk
Resolution No. 2003-044 Approving Claims
Resolution No. 2003-045 Ordering a Public Hearing for the Hill Trail Reconstruction
Project
Resolution No. 2003-046 Approving the PUD Concept Plan of Prairie Ridge Office Park
LAKE ELMO CITY COUNCIL MINUTES MAY 20, 2003