HomeMy WebLinkAbout10-21-03 CCMMayor:
Lee Hunt
Councilmembers:
Steve DeLapp
Susan Dunn
Dean Johnston
Chuck Siedow
Lake Elmo City Council
Tuesday
October 21, 2003
3800 Laverne Avenue No.
Lake Elmo, MN 55042
777-5510 777-9615 (fax)
Please read: Since the City Council does not have time 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
October 7, 2003
3. PUBLIC INOUIRIESANFORMATIONAL:
Public Inquiries/Informational is an opportunity for citizens to
A.
bring the Council's attention any items not currently on the
agenda. In addressing the Council, please state your name and
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
A. Resolution No. 2003-086 Approve Claims
be routine by the City Council and will be enacted by one motion
under a Consent Calendar format. There will be no separate
B. Resolution No. 2003-087: Approve Partial
discussion of these items unless a Council member so requests, in
Payment No. 1 for Fire Station No. 2 Exterior
which event, the item will be removed from the general order of
Wall Repairs
business and considered separately in its normal sequence on the
agenda.
5. FINANCE
Tom Bouthilet
A.
6. NEW BUSINESS
A. Resolution Supporting Washington County
Proposed ATV Ordinance
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Lake Elmo City Council Agenda
October 21, 2003
Paee 2
7. MAINTENANCE,/PARK/FIRE/BUILDING:
A. Update on Maintenance Dept. Activities:
Dan Olinger
B. Update on Building Dept. Activities:
8. CITY ENGINEER'S REPORT:
Tom Prew
A.
9. PLANNING, LAND USE & ZONING:
C. Dillerud
A. Comprehensive Plan Amendment — Old
Village
B. Old Village Development Moratorium
C. Preliminary Engineering Report: Old
Village Wastewater Treatment
10. CITY ATTORNEY'S REPORT:
J. Filla
A.
11. CITY ADMINISTRATOR'S REPORT:
C.Dillerud
A. Discussion of Met Council Press Release
12. CITY COUNCIL REPORTS:
A. Mayor Hunt
B. Council Member DeLapp
C. Council Member Dunn
D. Council Member Johnston
E. Council Member Siedow
October 28', City Hall:
MONDAY, November 3rd, Rescheduled
Council Meeting
5 p.m. Human Resource Committee
Meeting
7 p.m. Library Services Workshop
MINUTES APPROVED: October 21, 2003
LAKE ELMO CITY COUNCIL MINUTES
OCTOBER 7, 2003
5:00 P.M. CLOSED MEETING WITH CITY'S LOBBYIST AND ATTORNEY ON
MET COUNCIL LITIGATION
1. AGENDA
2. MINUTES: September 16, 2003
3. PUBLIC INQUIRIES/INFORMATIONAL:
A. Public Inquiries
4. CONSENT AGENDA:
A. Resolution No. 2003-080: Approve Claims
B. Resolution No. 2003-081: Approve Change Order No. 1 and Final
Payment for 2003 Seal Coat
C. Resolution No. 2003-082: Approve Partial Payment No. 1 for Carriage
Stain Park/Ridge Park Grading and Trail Improvements
D. Resolution No. 2003-083: Approve Partial Payment No. 1 for Hill Trail
N./501h Street Reconstruction
E. League of Minnesota Cities Membership Dues on Claims List
5. FINANCE:
A. Resolution No. 2003-079 Proposed Fixed Assets Management Program
B. Resolution No. 2003-084 Purchasing Policy Amendments
6. NEW BUSINESS:
7. MAINTENANCE/PARK/FIRE/BUILDING:
A. Public Works Tractor Purchase
B. Public Works — Purchase of Bobcat Trailer Replacement
8. CITY ENGINEER'S REPORT:
A. Change Order for painting Fire Station
B. Update on Hill Trail N. Reconstruction
9. PLANNING, LAND USE & ZONING:
A. Appraisal Reports: Civic Center Sites
B. Resolution No. 2003-085 PUD Development Stage Plan & Preliminary
Plat -Prairie Ride Office Park
10. CITY ATTORNEY'S REPORT:
11. CITY ADMINISTRATOR'S REPORT:
A. Schedule Future Workshops
B. Metro Transit
12. CITY COUNCIL REPORTS
Mayor Hunt called the meeting to order at 7:00 p.m. in the Council chambers.
PRESENT: Dunn, Hunt, Johnston, DeLapp, City Engineer Prew, City Attorney Filla,
Acting Finance Director Tom Bouthilet, and Acting Administrator/Planner Dillerud.
ABSENT: Council members Siedow and Johnston
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 7, 2003
1. AGENDA
ADD: 8A. Change Order for Fire Stations 1 & 2, 8B. Update on Hill Trail Project; 11B.
Request from Metro Transit to support application for funding of park/ride.
M/S/P Dunn/DeLapp - to approve the October 7, 2003 City Council Agenda, as
amended. (Motion passed 3-0)
2. MINUTES: September 16, 2003
M/S/P Dunn/DeLapp - to approve the September 16, 2003 City Council Minutes, as
amended. (Motion passed 3-0).
3. PUBLIC INOUIRIES/INFORMATIONAL:
A. Public Inquiries:
The Council recognized and thanked State Senator Brian LeClair for attending the
meeting.
Gloria Knoblauch, reported the Ad Hoc Friends of the Lake Elmo Library will meet
November 7, 2003; and, members will be in attendance at the October 281h Library
Services workshop.
4. CONSENT AGENDA:
A. Resolution No. 2003-080 Approve Claims
M/S/P DeLapp/Dunn — to adopt Resolution No. 2003-080, Approving Claim Numbers
165, 166, DD42 through DD46, 24431 through 24445 that were used for staff payroll
dated September 18, 2003, and Claim Numbers 167, 168, DD47 through DD51, 24446
through 24479 that were used for Staff/Fire Dept. Payroll dated 10-02-03 and Claim
Numbers 169, 24480 through 24553 that were used for Accounts Payable in the total
amount of $130,904.46. (Motion passed 5-0).
B. Resolution No. 2003-081 Approve Change Order No 1 and Final Payment
for 2003 Seal Coat
In his memo dated October 1, 2003, the City Engineer reported the 2003 Seal Coat
Project is complete and recommends approval of Change Order No. 1 and Final Payment
to Allied Blacktop.
M/S/P DeLapp/Dunn — to adopt Resolution No. 2003-081, Approving Change Order No.
1 in the amount of $1,492.00 and Final Payment in the amount of $6,367.15 to Allied
Blacktop for the 2003 Seal Coat Project, verified by the City Engineer in his memo dated
October 1, 2003. (Motion passed 3-0).
C. Resolution No. 2003-082 Approve Partial Payment No. 1 for Carriage
Station Park/Ridge Park Grading and Trail Improvements
In his memo dated October 1, 2003, the City Engineer reported that Hoffman &
McNamara has completed grading and seeding for Carriage Station Park and Ridge Park
and that the new turf is coming up nicely. Prew recommends approval of Partial Payment
No. 1 in the amount of $79,603.35.
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 7, 2003
M/S/P DeLapp/Dunn — to adopt Resolution No. 2003-082, Approving Partial Payment
No. 1 in the amount of $79,603.35 to Hoffman and McNamara for Carriage Station Park
and Ridge Park Grading and Trail Improvements, verified by the City Engineer in his
memo dated October 1, 2003. (Motion passed 3-0).
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In his memo dated October 1, 2003, the City Engineer reported T.A. Schifsky and Sons
has completed the work on schedule. The first lift of paving is expected to be complete
this fall. Prew recommends approval of Partial Payment No. 1 to T.A. Schifsky in the
amount of $128,349.55.
M/S/P DeLapp/Dunn — to adopt Resolution No. 2003-083, Approving Partial Payment
No. 1 to T.A. Schifsky and Sons Inc. in the amount of $128,349.55 for completed work
on Hill Trail N. and 50th Street Reconstruction verified by the City Engineer in his memo
dated October 1, 2003. (Motion passed 3-0).
E. League of Minnesota Cities Membership Dues on Claims List
5. FINANCE
A. Proposed Fixed Assets Management Program
The Acting Finance Director provided a draft copy of the Fixed Asset Management
Program (FAMP). The purpose of the FAMP is to provide a standard system of control
for the procurement, management and disposal of all Fixed Assets with a minimum value
of $5,000.00. FAMP is intended to establish guidelines for City Staff to follow in the
administration of the program. This program is not intended to replace our current
Capital Improvement Plan, however, it was noted that the two programs have some
similarities which should be monitored to avoid accounting conflicts, i.e., replacement
schedule versus asset life. The City's audit firm has advised the city that the Fixed Asset
Management Program be implemented as part of the mandate to have GASB 34
Accounting Standard in place by 2004.
M/S/P Dunn/DeLapp — to adopt Resolution No. 2003-079, A Resolution Approving
Adoption of the Fixed Asset Management Program. (Motion passed 3-0).
B. Purchasing Policy Amendments
As directed by the City Council, the Acting City Administrator modified the City's
Purchasing Policy consistent with the recommendations made previously. He also
incorporated both the depreciation schedule and the terminology (Asset Acquisition
Form) that has been recommended by the City's audit firm to insure GASB 34
compliance. The Petty Cash Policy has been modified to both provide amounts
contemporary with 2003; and, to reduce the number of locations where Petty Cash is kept
by the City.
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 7, 2003
M/S/P Dunn/DeLapp —to adopt Resolution No. 2003-084, A Resolution Authorizing
Modifications to the Purchasing Policy. (Motion passed 3-0).
6. NEW BUSINESS:
A. Youth Service Bureau Membership
The City has received a request from the Youth Service Bureau for consideration of a
2004 Contribution in the amount of $12,000 in support of its overall program budget of
$800,000. It has been past practice for the city to give its ongoing support to worthwhile
charitable organizations without monetary contribution.
M/S/P DeLapp/Dunn — to follow past policy in regard to worthwhile charitable
organization looking for funding, to decline the request because the City of Lake Elmo
has felt it is an individual's prerogative. This request can be added to the website and in
the newsletter. (Motion passed 3-0).
7. MAINTENANCE/PARICS/FIRE/BUILDING:
A. Public Works - Tractor Purchase
The Maintenance Advisory Committee has recommended the City proceed with the
purchase of a replacement (for the 1993) John Deere tractor and attachments, as
appearing in the 2003 CIP. All of the purchase will be off the State Contract through the
CPV. Funding for this purchase will be from the City's Capital Equipment Reserve
Fund.
M/S/P Dunn/DeLapp — to approve the purchase of a 4-wheel drive tractor and
attachments from Polfus (under State Contract) for a total net cost (less trade in) of
$47,337.52, including graphics from an outside vendor. (Motion passed 3-0.)
B. Public Works - Purchase of Bobcat Trailer Replacement
The Public Works Supervisor advised the Maintenance Advisory Committee at its
September 17 meeting that the trailer used to haul the City's Bobcat is in need of
mechanical repairs, beginning to rust, and not well suited for ease of loading and
unloading of the present Bobcat. He recommends that the City acquire a new Bobcat
trailer and dispose of the old one by public sale. This replacement is not in the CIP.
MAC recommended the City purchase a new Bobcat trailer from St. Joseph Equipment
(under State Contract), as specified by the Maintenance Supervisor, at a cost of $4,805.28
and trade in the 1986 Bobcat trailer. The Rinds for this purchase would be from the
Capital Equipment Reserve Account.
M/S/P Dunn/DeLapp - to approve purchase of a new Bobcat trailer from St. Joseph
Equipment (under State Contract), as specified by the Maintenance Supervisor, at a cost
of $4,805.28. The old trailer will be traded in. (Motion passed 3-0).
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 7, 2003 4
8. CITY ENGINEER'S REPORT:
A. Fire Station No. 1 and 2 Change Order
The City Engineer recommended approval of a $950 change order for minor interior
painting of the Fire Stations.
M/S/P Dunn/DeLapp - to authorize the $950 change order for painting of the Fire
Stations, as recommended by the City Engineer. (Motion passed 3-0.)
B. Update on Hill Trail
The City Engineer reported the contractor would be paving on Thursday, Friday, and
Monday with the first lift on the loop road and island. He has received mixed reactions on
the change of the DeMontreville intersection. Prew said the guardrail at that location will
be reinstalled to keep cars out of the neighbor's yard. Washington County will move the
marking chevrons. VB WD asked that the city resubmit the plan for the storm water
outlet pipe on the west loop of Hill Trail.
9. PLANNING, LAND USE & ZONING:
A. Appraisal Reports: Civic Center Sites
The Acting City Administrator reported the Community Facilities Committee has
reviewed proposals to undertake valuation appraisals for three potential City Civic Center
sites in the Old Village. The three sites have been selected by the committee as potential
candidates to house City Hall, Public Works, Parks and a new fire station at a single
location. The firm of Scott Renne & Associates has presented the low fee quotations for
the appraisal services requested of the four firms contacted for quotes (two responded).
The Renne proposal is for a total fee of $5,400.
M/S/P DeLapp/Dunn — to approve retaining the firm of Scott Renne & Associates to
prepare valuation reports for three potential civic center sites in the Old Village for a total
fee of $5,400. (Motion passed 3-0).
B. PUD Development Stage Plan & Preliminary Plat — Prairie Ridge Office Park
At its September 22, 2003 meeting, the Planning Commission adopted a motion
recommending approval of the PUD Development Stage Plan and Preliminary Plat to
construct seven office buildings containing 35,000 sq.ft. gross building area, subject to
conditions, on a site of 17 acres at State Highway 5 and Stillwater Blvd. The
Commission found that the applicant had complied with the design conditions of the
Concept Plan, including reduction of the gross building areas from 45,000 square feet to
35,000 square feet, and completion of a Traffic Study per Washington County
specifications.
The Commission concurred with the applicant's proposal to substitute high quality
asphalt shingles for the wood shake roofing shown on the Concept Stage Plan drawings.
A council decision regarding this departure from LB architectural standards was required.
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 7, 2003
Council member DeLapp pointed out the city has standards in place for good quality
buildings and we should not bend from this. Mayor Hunt and Council member Dunn said
they could live with what is being proposed. The vote has to be 3-0 for approval.
DeLapp stated he would go along with the asphalt shingles proposed if the applicant gave
his assurance that the building would meet all other required architectural standards
required by code, and that the sprinkler ordinance is met. He commented that this will be
a very nice and quiet complex.
M/S/P DeLapp/Dunn — to adopt Resolution No. 2003-085 approving the PUD
Development Stage Plan and Preliminary Plat of Prairie Ridge Office Park per plans staff
dated August 25, 2993, and subject to conditions with requirement that the new building
would meet the exterior standards (but allowing asphalt shingles), parking lot standards,
and the sprinkler regulations required by the Lake Elmo Code. (Motion passed 3-0).
Mr. Tacheny explained that there has been severe damage done to the oak trees on the
property from all -terrain vehicles, and was told by Mayor Hunt that they should notify
the sheriff's department.
10. CITY ATTORNEY'S REPORT:
Attorney Filla reported the Building Official wrote a letter to the Hidden Bay Trail
property owner requesting they pull a new building permit for the project, but that the
permit fee would be waived. He also requested that a structural engineer verify that the
building was structurally sound. The City has not received a response to this letter.
11. CITY ADMINISTRATOR'S REPORT
A. Schedule Future Workshops
Interview of Search Firms:
At its September 160' meeting, the Council directed staff to set up half hour interviews
with the two search firms, Springsted and Brimeyer, regarding the City Administrator
position. The interviews will be held on Tuesday, October 21, 2003, at 6 p.m. before the
regularly schedule Council meeting.
Councilmember Dunn stated she was not in favor of the process, but would only vote in
favor of the motion if the firms had already committed to the interviews. The Acting
Administrator responded that he had set up the interviews.
M/S/P Hunt/Dunn — to set a workshop for Tuesday, October 21, 2003, 6 p.m., to
interview the two search firms, Springsted and Brimeyer, regarding the City
Administrator position. (Motion passed 2-1:DeLapp stated this was a waste of their time
and the Council's time.)
Human Resource Committee:
The City has received the Compensation Report from Springsted and would like the
Human Resource Committee to review this information on October 28th, 5 p.m., before
the Workshop on Library Services.
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 7, 2003 6
M/S/P Dunn/DeLapp — to set a Human Resource Committee Workshop for Tuesday,
October 28, 2003, 5 p.m., to review the compensation information from Springsted.
(Motion passed 3-0).
B. Metro Transit
The City received a letter from Scott Thompson, Metro Transit, requesting the support of
the City for its 2007-2008 congestion Mitigation and Air Quality applications in the I-94
corridor. These applications proposed to construct a park and ride at I-94 and County
Road 19, purchase hybrid electric vehicles, and operate express service between the new
park and ride and downtown Minneapolis.
M/S/P DeLapp/Dunn — to direct the staff to respond with a letter expressing the City
Council does not support the CMAQ application involving a park/ride and related
activities at the intersection of CSAH19 and I-94 and express its concerns on the intensity
of development that would result in this area. (Motion passed 3-0).
12. CITY COUNCIL REPORTS:
Mayor Hunt reported he received e-mails from residents from Fields of St. Croix
concerning ATV damage to property. On October 29a', the Councils of neighboring
communities are invited by Washington County to the Prom Center to discuss various
issues.
Council member DeLapp commented that the Old Village Committee members were not
notified of the Public Hearing on the Comprehensive Plan Amendment on October 14, at
7 p.m. He attended a Washington County ATV workshop and brought forward a
resolution supporting Washington County's proposed ATV ordinance. This resolution
will be added to the October 21 st Council agenda.
Council member Dunn noted that the Monthly Operating Report the Council received
from the Acting Finance Director will help. She sent the e-mails on erosion from ATVs
to Washington County Commissioner Pulkrabek. She was asked to resubmit, and will
proceed with the request, for removal of the west bound Klondike sign on Highway 5.
Council adjourn the meeting at 8:10 p.m.
Respectfully submitted by Sharon Lumby, Deputy Clerk
Resolution No. 2003-079 Approve Adoption of Fixed Asset Management Program
Resolution No. 2003-080 Approve claims
Resolution No. 2003-081 Approve Change Order # 1 & Final Payment for 2003 SealCoat
Resolution No. 2003-082 Approve Partial Payment No. 1 for Carriage Station Park/Ridge
Park Grading and Trail Improvements
Resolution No. 2003-083 Approve Partial Payment No. 1 for Hill Trail N/50t' St.
Reconstruction
Resolution No. 2003-084 Authorizing Modifications to Purchasing Policy
Resolution No. 2003-085 Approve PUD Development Stage Plan and Preliminary Plat
for Prairie Ridge Office Park
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 7, 2003 7