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HomeMy WebLinkAbout12-16-03 CCM00 CITY OF LAKE ELMO City of Lake Elmo 651/777-5510 3800 Laverne Avenue North / Lake Elmo, MN 55042 KE ELMO CITY COUNCIL THE LA WILL HOLD A WORKSHOP ON TUESDAY, DECEMBER 30, 2003 5:00 P.M. AGENDA 1. Briemeyer Group Executive Search Update 2. Employee Compensation 3. Adjourn ,Qa printed on recycled paper MINUTES APPROVED: January 6, 2004 LAKE ELMO CITY COUNCIL MINUTES DECEMBER 16, 2003 6:00 P.M. EXECUTIVE SESSION: Met Council Litigation Mayor Hunt called the Council meeting to order at 7 p.m. in the Council Chambers. PRESENT: Siedow, Dunn, Hunt, Johnston, DeLapp, City Engineer Prew, Attorney Filla, Acting Finance Director Tom Bouthilet, Building Official Jim McNamara, and Acting Administrator/Planner Dillerud. 1. AGENDA ADD: 12C. December 26 city hall closed, Volunteer & Employee Recognition party, 12D. Met Co Litigation, 12E. Proposal for 12F.Personnel actions 12/2 as to how to proceed. Delete: 4B. per Tom Prew, Council member DeLapp brought up a letter with concerns on lighting from a particular property on Highway 5. The Planner responded staff is currently looking at our zoning, and he would write a letter to the property owner asking them to shield lights. If there is a problem, then Dillerud will bring the item to the Council. M/S/P Dunn/Johnston - to approve the December 16, 2003 City Council agenda, as amended. (Motion passed 5-0). 2. MINUTES: December 2, 2003 M/S/P Johnston/Dunn - to approve the December 2, 2003 City Council minutes, as amended. (Motion passed 5-0). 3. PUBLIC INOUIRIES/INFORMATIONAL: A. Donation by Lake Elmo Jaycees Eric Sorenson, President of the Lake Elmo Jaycees, presented the Council with a check from for $11,000 to refurbish the Council chambers. 4. CONSENT AGENDA: A. Appoint Alternate — Ramsey/Washington Cable Commission Lake Elmo's representative to the Ramsey/Washington Cable Commission, Ginny Holder, has requested the City to appoint an Alternate Member to the Commission to cover Commission meetings she is unable to attend. Ginny has recommended Amy Modean, 8312 Deer Pond Trail, be appointed as the Cable Commission Alternate Representative. M/S/P DeLapp/Dunn — to appoint Amy Modean, 8312 Deer Pond Trail, as an Alternate Lake Elmo representative to the Ramsey/Washington Cable Commission. (Motion passed 5-0). LAKE ELMO CITY COUNCIL MINUTES DECEMBER 16, 2003 B. Resolution No. 2003-101, Final Payment for Eagle Point Blvd I Resolution No. 2003-102 Final Payment for Eagle Pint Blvd II to Tower Asphalt — The City Engineer requested removal of this agenda item. 5. FINANCE: A. Resolution No. 2003-103, Approve Claims M/S/P Siedow/DeLapp — to adopt Resolution No. 2003-103, A Resolution Approving Claim Numbers 178, 179, DD76 through DD83, 24857 through 24891, were used for Staff, Fire & Council payroll dated December 11, 2003 and Claim Numbers 24892 through 25028 in the total amount of $295,467.36. (Motion passed 5-0). 6. NEW BUSINESS: 7. MAINTENANCE/PARK/FIRE/BUILDING: A. Building Dept: Update on Activities The Building Official reported there was one new residential building permit issued in November. Parks Supervisor, Mike Bouthilet introduced the new Heavy Equipment Operator, G.T. Magnuson. 8. CITY ENGINEER'S REPORT The City Engineer reported the signed right -of -entry permission forms are coming in for drainage purposes in the Hill Trail/50a' Street Reconstruction project. 9. A. Reed, 8056 Hill Trail At its December 8, 2003 meeting, the Planning Commission recommended approval of a variance to OHW setback standard that will permit the existing home that is marginally non -conforming to those standards to be enlarged by the addition of an attached garage. No additional OHW encroachment would result. The Public Hearing was conducted on November 21 at which time the applicant had also required a side yard set back variance from the R-1 standard of 10 feet. Since it appeared the Commission would recommend denial of this second variance the applicant requested the application to be tabled for redesign to eliminate the need for the side yard set back variance. Council members DeLapp and Johnston noted based on the site plan submitted the proposed driveway did not meet the five foot setback standard from the north property line, and they did not believe the design of the driveway would enable cars to get into the garage. The applicant was not in attendance to respond. Attorney Filla suggested the Council could table this and continue for 60 days so the applicant can provide a site plan at scale with the driveway corrected on the lot. M/S/P DeLapp/Johnston - to table the variance request by Jeff Reed until the applicant provides a corrected detailed site plan. (Motion passed 5-0.) LAI{E ELMO CITY COUNCIL MINUTES DECEMBER 16, 2003 2 B. Wildflower Shores — Amend Landscape Plan, Accept Public Improvements and Release The City Engineer certified that the public improvements constructed in the Wildflower Shores neighborhood are completed. The applicant has submitted a revised landscape plan that modifies wetland features of the site in keeping with DNR directions and adjusts interior trail design at one location. The City Planner indicated the DNR has decided not to accept some of the wetland bankings on the site. The ntunerous trees that died in the outlots have been replaced by the developer. Staff is working with Wildflower regarding additional tree plantings in the outlot that go beyond that of the approved landscape plan. M/S/P DeLapp/Johnston — to accept the public improvements of Wildflower Shores; and, to release Travelers Insurance Bond 37SBI03318163 verified by the recommendation of staff and the City Engineer. (Motion passed 5-0). C. Old Village Plan Traffic Model/Analysis Recommendations On October 21 the Council tabled the Old Village Plan and directed investigation of the potential physical impacts of the draft plan that the Planning Commission has recommended. The City had already contracted TKDA to complete surface water planning and public water system planning earlier this year —including the Old Village Area in both cases. That work is being paid for from the respective Enterprise Funds. On October 21 the Council authorized a contract with North American Wetland Engineering to design and price the wastewater component of the draft Old Village Plan. The Planner indicated the only significant physical impact that should be quantified at this point is traffic, and he provided a proposal from TKDA to undertake the traffic modeling and analysis. The fee proposed of $18,700 would be paid from the Tax Abatement Reserve Account. M/S/P DeLapp/Dunn - to authorize the Mayor and Acting City Administrator to enter into a contract on behalf of the City with TKDA in the not -to -exceed amount of $18,700 for the completion of traffic modeling and analysis of the Draft Old Village Plan and the fees would be taken out of the Tax Abatement Reserve Account. (Motion passed 5-0). 10. CITY ATTORNEY'S REPORT: Attorney Filla reported the Discovery was due on the Hidden Bay property this week. The Building Official has taken photographs on the alleged hazardous building on 37`h Street. 11. CITY ADMINISTRATOR'S REPORT: A. Recommendation on Heavy Equipment Operator Based on application data, reference checks and personal interviews, staff recommended the City hire Gerald T. Magnuson (GT) as a Heavy Equipment Operator. Mr. Magnuson LAKE ELMO CITY COUNCIL MINUTES DECEMBER 16, 2003 will begin employment at the existing "Start" wage rate for the position; and be subject to the customary 6 months Probationary Period. Upon securing the water and sewer system license during the initial 12 month period, the City will then address promotion to the upgraded position. M/S/P Dunn/DeLapp — to approve City hiring of Gerald T. Magnuson as a Heavy Equipment Operator at the "Start" step for the position on the 2003 Pay Plan, subject to a 6 month probationary period. (Motion passed 5-0.) B. 2004-2008 Capital Improvements Program Staff presented the draft 2004-2008 CIP to the Planning Commission on November 21, 2003 and there were no members of the Public to provide testimony at the Public Hearing. The City Planner explained during Commission discussion of the CIP it was noted that none of the Old Village Streetscapes project along Lake Elmo Avenue was in the Tax Abatement portion of the CIP, even though other Old Village Plan related work was. The Commission tabled the CIP for that reason, and requested staff to convene a meeting of the Old Village Special Projects Commission with the purpose of addressing if and how the Streetscapes project could be incorporated in the CIP. The Commission decided to recommend inclusion of the $107,200 portion of the streetscapes project that would be the Tax Abatement share of the Base Plan for Lake Elmo Avenue Streetscapes as a 2005 project. M/S/P DeLapp/Siedow - to adopt Resolution No, 2003-104 adopting the 2004-2008 Capital Improvement Program with appreciation to those who put the Plan together. (Motion passed 5-0.) C. Close City Hall on December 26th The Acting Administrator asked if the City could close city hall on Friday, December 261' and provide employees an opportunity to use vacation or comp time, with full recognition that some employees may want to keep the doors, then they will keep it open. M/S/P DeLapp/Johnston — to direct the Acting City Administrator to meet with employees to find out if there is enough staff to keep the doors open on December 26 recognizes comp time or vacation will be taken if City Hall is closed. (Motion passed 5- 0. LAKE ELMO CITY COUNCIL MINUTES DECEMBER 16, 2003 4 D. Met Co Decision The Acting City Administrator reported the Minnesota Court of Appeals rendered their opinion and did not rule in the City's favor. Our attorneys and staff will come to the Council with some suggested strategies to pursue our options. E. Volunteer Recognition Party The Acting Administrator indicated the City will get back on track for this year to hold a Volunteer Recognition Party. He suggested the City extend the invite to employees and called it an employee recognition party. The City Attorney is reviewing the Brooklyn Park opinion on spouse attendance and will come back with a recommendation. F. Human Resource -Employee Compensation The Acting Administrator indicated he sent a memo dated December 2"a to ColLmcil per in response to a meeting of the HR. There were suggestions made on how to address compensation and he took the recommendation from the Springsted report on pay classification plan and adopt as the City's new pay plan and adopt the consultants' findings with how to address fringe benefits. The City Council will hold a workshop to discuss the Employee Compensation Plan on Tuesday, December 30th at 5 p.m. 12. CITY COUNCIL REPORTS: Council member DeLapp reported he was invited to a 3-day retreat with National Parks Service, an organization that will study planning and environmental issues for cities along the St. Croix River. Council member Diuin attended the Fire Department Appreciation Night on December 13, 2003. Dunn asked that Baytown Township receive a copy of the letter from Brian LeClair. It was noted that it would be nice if the decorative Christmas lights that worked could be installed. The Council wished everyone a Happy Holidays. Council adjourned the meeting at 7:58 p.m. Respectfully submitted by Sharon Lumby, Deputy Clerk Resolution No. 2003-103 Approve Claims Resolution No. 2003-104 Adopt 2004-2008 Capital Improvement Program LAKE ELMO CITY COUNCIL MINUTES DECEMBER 16, 2003 Mayor: Lee Hunt Lake Elmo City Council Councilmembers: 3800 Laverne Avenue No. Steve DeLapp TUE SDAY Lake Elmo, MN 55042 Susan Dunn 777-5510 777-9615 (fax) Dean DECEMBER 16, 2003 ckSiedto ChuPlease 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. 6:00 P.M. EXECUTIVE SESSION: Met Council Litigation Agenda City Council Meeting Convenes 7:00 PM Pledge of Allegiance 1. Agenda 2. Minutes December 2, 2003 3. PUBLIC INQUIRIES/INFORMATIONAL: Public Inquiries/Informational is an opportunity f A. Donation by Lake Elmo Jaycees bring the Council's attention any items not currently agenda. In addressing the Council, please state your address for the record, and a brief summary of the spe c 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. Appoint Alternate —Ramsey/Washington be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate Cable Commission discussion of these items unless a Council member so requests, in B. Resolution No. 2003-101, Final Payment which event, the item will be removed from the general order of for Eagle Point Blvd I, Resolution No. 2003-102 business and considered separately in its normal sequence on the Final Payment for Eagle Point Blvd H to Tower agenda. Asphalt 5. FINANCE Tom Bouthilet A. Resolution No. 2003-103, Approve Claims 6. NEW BUSINESS A. 1 Lake Elmo City Council Agenda December16,2003 Page 2 7. MAINTENANCE/PARK/FIRE/BUILDING: A. Building Dept: Update on Activities 8. CITY ENGINEER'S REPORT: Tom Prew A. 9. PLANNING, LAND USE & ZONING: C. Dillerud A. Resolution No. 2003-104:Shoreland Overlay District Zoning Variance: Reed, 8056 Hill Trail B. Wildflowers Shores: Amend Landscape Plan, Accept Public Improvements and Release Bond C. Old Village Plan Traffic Model/Analysis Recommendations 10. CITY ATTORNEY'S REPORT: J. Filla A. 11. CITY ADMINISTRATOR'S REPORT: C. Dillerud A. Recommendation on Heavy Equipment Operator B. 2004-2008 Capital Improvements Program 12. CITY COUNCIL REPORTS: A. Mayor Hunt B. Council Member DeLapp C. Council Member Dunn D. Council Member Johnston E. Council Member Siedow Community Facilities Committee Wednesday, December 17, 6 p.m.