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HomeMy WebLinkAbout09-16-86 CCMSince we do not have time to discuss every point presented, it may ` seem that decisions are preconceived. However, background information is provided for the City Council on each agenda item in advance from City Staff and appointed Commissions; and decisions are based on this information and past experiences. In addition, some items may also have been discussed at previous Council meetings. If you are aware of information that hasn't been discussed, please fill out a "Request to Appear Before the City Council" slip; or, if: -you came late, raise your hand to be recognized. Comments that are pertinent are appreciated. Items requiring excessive time may be continued to another meeting. AGENDA LAKE EUIO CITY COUNCIL SEPTEMBER 16, 1986 7:00 p.m. MEETING CONVENES 1. Agenda 2. Minutes: September 2, 1986 3. Claims 4. Public Inquiries 5. CITY ENGINEER'S REPORT A. .201 Project B. Other 8:00 p.m. 6. Public learing 1987 City Budget ----------------------------------B R E A K------ 7. CITY AUIINISTRATOR'S REPORT A. Discussion and Approval of 1987 Budget B. Reschedule Public Hearing Date for Extension of Development Moratorium Ordinance C. Repair or Replacement of Street Sander Unit D. Process for Renewal of Administrator's Contract 8. Other 9. Adjounz l LAKE ELMO CITY COUNCIL MINUTES SEPTEMBER 16, 1986 Acting Mayor Christ called the City Council meeting to order at 7:05 p.m. in the City Council chambers. Present: Christ, Armstrong, Dunn, Mazzara, City Engineer Bohrer, City Attorney Knaak, and City Administrator Overby. Absent: Morgan Agenda Add: 7E. New Doors for Fire Station, 7F. Septic Certification Training in Alexandria. M/S/P Dunn/Mazzara - to -approve the agenda for the September 16, 1986 City Council meeting as amended. (Motion carried 4-0). 2. Minutes: September 2, 1986 M/S/P Dunn/Armstrong - to approve the September 2, 1986 City Council minutes as amended. (Motion carried 4-0). 3. Claims The City Council decided to delete claim No. 87778 Assn. of Metro Municipalities. Claim No. 87778 will be replaced with $328.42 to CCT Inc.--35% ($328.42) down payment upon acceptance of bid and remainder upon completion of said work $609.92 for prewiring 12 telephone locations using 25 pair cable and removing and reinstalling existing equipment from old to new address. Dunn questioned the partial payment and asked what guarantee do we have. He would be in favor of paying them the day after the rough -in work is complete. Councilman Dunn added Claim No. 87811 for 50 lbs. of nails for $14.83. M/S/P Dunn/Mazzara - to approve t #87746 through #87811 contingent Assn. of Metro Municipalites with upon acceptance of rough -in work 87811 50 lbs. of nails to Bruce D 4. Public Inquiries he September 16, 1986 Claims upon replacing claim no. 87778 CCT Inc. for $328.42 (35% down completed) and add claim no. unn. (Motion carried 4-0). Joseph Hinrichs is in the process of purchasing 8038 Hill Trail North on Lake DeMontreville and has been having difficulties because the City has not been returning phone calls. Hinrich has the mortgage and is awaiting approval, the house has passed FHA requirements and is completely in shape, there's no problem with the sewer and water and has 170 feet of lakeshore for two houses. He would like the City Council to approve the subdivision of the property or if not, state on what grounds this will be denied. City Attorney Knaak stated that the ordinance in question is 301.090B which deals with contiguous parcels. This ordinance LAKE ELMO CITY COUNCIL MINUTES SEPTEMBER 16, 1986 PAGE 2 provides for precisely the situation we are dealing with here, where we have an owner of two undersized lots and both of these lots taken separately would be undersized according to City code purposes. Knaak added that this problem has been made very clear to Dr. McCollar and his attorney. What Dr. McCollar is trying to do is subdivide the parcels or at least sell part of it which is not permitted under the code. It would be permitted to sell the whole tract under the code. Adding the improvements to the house knowing full well that this was the code provision and if that is what he chose to risk then this was his option. That should not require the City to change its code for one person. City Administrator Overby responded that the City had responded to Dr. McCollar's and his attorney's requests. Countless staff hours have been spent trying to explain to him what the provisions of the code are. In some cases, including the question of subdivision, Mr. McCollar refuses to recognize what the City code provisions are. There are other properties that people want to try to sell and we don't control the sale of land, but when it conflicts with our code then there is a problem. City Attorney Knaak also added that to the best of his knowledge, there had been no coyness on the part of the City Staff in dealing with Mr. McCollar or his attorney and resented the inference that Mr. Hinrichs made that things were not being done by the City__ because they were being done. 5. CITY ENGINEER'S REPORT A. 201 Project. 1. John Prokosch Residence, 10907 32nd Street North Mr. John Prokosch is planned to be served by a joint collector treatment system known as Old Village Remote "C" in Part D of the 201 Program. His septic tank has recently collapsed, leaving a pool of raw sewage in the front yard. Realizing that Part D construction will not be done until 1987, Mr. Prokosch asked if anything could be done on an emergency basis. The Engineer reported that he had discussed the situation with MPCA and obtained verbal approval to install an emergency septic holding tank, similar to what was done for the three homes on Lake Jane last winter. Two contractors were asked to submit quotes for the work. They are as follows: Widmer, Inc. $3,940.00 Sullivan's Services $4,125.00 The Engineer recommended the Council award the work to the low bidder, Widmer, Inc., contingent upon MPCA approval. If the MPCA concurs in the award, this means that the City's grant will be amended to include this work. Next year when Part D is under construction, this work will be fully utilized in the planned improvements. Bohrer added that the Legion Pond people had asked if something LAKE ELMO CITY COUNCIL MINUTES SEPTEMBER 16, 1986 PAGE 3 could be done to speed up the process. He polled each of those four people along the pond who are in the Part "D" 201 Program to see how their systems are working and told them a holding tank could be put in over the Winter. They all felt that their systems were marginally working and they would rather not put in a holding tank at this time. M/S/P Dunn/Armstrong - to award the work to the low bidder Widmer, Inc. for #3,940.00 for an emergency holding tank for Jon Prokosch Residence, 10907 32nd Street North; contingent upon the MCPA's approval. (Motion carried 4-0). 2. Alternatives to Acquisition of Old Village Remote Site "G" At the last Council meeting the City Engineer was instructed to investigate other options to acquiring the Joe Rogers property because of the possibility of a condemnation award being several times higher than the City's appraisal of the land. The Engineer displayed maps of the area in the proximity of the buildings to be served by this remote site. Bohrer reported that it is his opinion that the properties to be served by this site could be treated on Old Village Remote Site "D" (Ed Gorman site) with no additional land required. The properties that are proposed to be served by Remote Site "D" are the Lake Elmo Inn, a duplex, Bank of Beauty Beauty Shop and a residence owned by David Grubner. The properties that were proposed to be served by Old Village Remote "G", also known as the Joe Rogers property, are the barber shop, beauty shop, and a duplex which are all on a common system and the Custom Mold. In order to accomplish this, the treatment method would have to be changed from drainfield trenches to a multiple bed system. Although there are additional construction costs involved in this method, those costs will be outweighed by the potential savings in land acquisition costs. Councilman Dunn asked if the VFW ballfield was a possibility because he heard it was for sale. Bohrer answered that the VFW is in the 201 Program and when contacted they asked if the City would look at the south side of the building for the new system, but this was found to be too small. They would relocate water service if it was possible to upgrade their system on the building site. Another concern is the distance and cost involved for the sewage to be piped, but Bohrer was looking into this. City Engineer Bohrer recommended that condemnation be delayed on the Rogers property while he pursues the suggested design change with the MPCA. M/S/P Dunn/Armstrong - to concur with the City Engineer's recommendation to delay condemnation on the Rogers property and authorize the City Engineer to pursue getting MPCA approval of the suggested design change. (Motion carried 4-0). 3. Possible Variance for Tri-Lakes Remote Site "D" City Engineer Bohrer displayed a map of t e proposed land LAKE ELMO CITY COUNCIL MINUTES SEPTEMBER 16, 1986 PAGE 4 acquisition for Tri-Lakes Remote Site "D". The two proposed to be serviced are Carl Paul and Al Zuercher, owner of the Duplex. A question has arisen that by purchasing approximately 0.3 acres from Philip Koubele, 9441 Jane Court North, his lot size would be reduced from 1.4 acres to 1.1 acres, where 1.5 acres is required in an R-1 zone. City Administrator Overby stated that Mr. Koubele wanted to put a storage shed in the back of his lot and maintain access off of Jane Road, but it would not be feasible. City Attorney Knaak commented that it was his opinion that no variance is necessary because by the purchase the City is not creating a "new parcel" in the intent of the Code. The City is, however, creating a hardship by further reducing an undersized lot from 1.4 acres to 1.1 acres. The City may need to recognize this hardship in the future. Based upon the City Attorney's opinion, the City Council concurred that no special action is required in acquiring the Koubele site. 6. PUBLIC HEARING: 1987 City Budget Acting Mayor Arlyn Christ opened up the public hearing at 8:05 p.m. in the City Council chambers. The proposed 1987 budget is $667,000 and is $4,000 higher or .6 of one percent increase over the 1986 budget of $663,000. Acting Mayor Christ had reviewed the budget and felt comfortable with it. There were no comments from the audience for or against the proposed 1987 budget. Acting Mayor Arlyn Christ closed the public hearing at 8:08 p.m. 7. CITY ADMINISTRATOR'S REPORT A. Discussion and Approval of 1987 Budget Councilwoman Armstrong felt the budget came out higher than anticipated and stated she hated to see it go over 13 mills. Mazzara responded that they were adding a little to the reserves and were prudent about the spending. Additional Discussion Items were: 1. Fire Station Number 2 Fire Chief Fran Pott suggested that a second Fire Station would improve the service in the western part of the City. The old county landfill garage is not being utilized and the ladder truck would be able to fit into it. There are 3.2 miles between Fire Station No. 1 and the proposed Fire Station No. 2. There are five new firemen that could report there and this would mean 3-4 LAKE ELMO CITY COUNCIL MINUTES SEPTEMBER 16, 1986 PAGE 5 minutes faster response time on a fire call. 2. Maintenance Equipment Storage If a decision is made to go ahead with the second fire station at the old county landfill garage location, then it would require building more storage space at the maintenance garage site to enclose items that are now stored in the old landfill garage. Fire Chief Pott explained that $20,000 is proposed to improve the maintenance building. A 40 x 80 foot pole shed building for cold storage would cost approximately $13,700. The balance of the $20,000 would go to replacing the two wood doors on the old garage building at a cost of $4,500. Another problem is that the sparrows have tunneled into the insulation because the steel trim had been left off the siding. This would have to be corrected. Bohrer questioned the adequacy of the turning radius for the fire truck, which might mean another driveway would have to be put in. The fence could be moved or the gate could be relocated. Pott would like to start clean up there as soon as possible. Financial Director Banister stated there is nothing in the budget to cover this proposed building in the maintenance budget next year. Pott would be willing to take this $20,000 out of the Fire Department reserve this year in order to get the storage building in, with the agreement to be paid back next year with the maintenance department money. Such questions as where would the maintenance building be located and if the heating system and pump are adequate need to be answered. City Administrator Overby, Fire Chief Pott and Maintenance Foreman Olinger will get together and discuss this proposal. The City Council will come up with a recommendation at the October 7th City Council meeting. The proposed 1987 budget will be reviewed and brought up for approval at the October 7, 1986 City Council meeting. 3. Building Inspector Position It appears that the City of Mahtomedi will approve the hiring of a full-time person to do both inspections and code enforcement, plus planning and zoning sometime in 1987. This change would probably not happen until about April next year, so Marilyn has budgeted for one-third of Jim's expenses to be used by Mahtomedi. 4. Vehicle for Building Inspector. City Administrator Overby has obtained quotes for the purchase or lease of a 1987 Plymouth Horizon as part of the compensation package for the Building Inspector. LAKE ELMO CITY COUNCIL MINUTES SEPTEMBER 16, 1986 PAGE 6 Brookman Motor Sales: 48 month lease, with 15,000 miles/year limit and 5 years/50,000 mile warranty. Estimated monthly cost $140.35 Suburban Chrysler -Plymouth: Said that purchase is cheaper than leasing. Estimated purchase price = $5,995. Package includes standard 2.2 litre engine, manual transmission, 4-door, 5 spged., no air conditioning, factory rustproofing. Dealer rustproofing would add $189.00 at Brookman or $249.00 at Suburban. Both dealers suggested ordering as soon as possible, since Chrysler plans to suspend production of Horizons in February in order to relocate the production plant. An order in December could still be paid for or financed out of 1987 funds. There was discussion regarding if a purchase might be better because of the low interest and the vehicle would have to be put out for bids. Administrator Overby also asked if the Building Insspector should be able to drive home to Hastings or just use it for building inspections. Another alternative would be to use the Jeep until a decision has been made by Mahtomedi. This would be a good compensation package and should be in the budget. This will be discussed at the next meeting. City Attorney City Attorney Knaak stated that his time expenditure was well underestimated. Now, his rate figures out to be under $15/hr. where the municipal rate is $60/hr. Knaak presented a proposed change of $500 month which would include one City Council meeting a month, or more if need be, along with 5 consultation hours. City Administrator Overby felt this was a reasonable request. Councilwoman Armstrong felt it was justified and did not see any problem with the proposal. Arlyn Christ stated it is budgeted already, but suggested we watch the need to utilize our City Attorney. 6. VFW Ballfield Purchase The Parks Commission has this on their agenda and some of them still want the City to find a way to acquire this property, despite the City Council indication at a previous meeting that the purchase is not needed. Councillors Dunn, Armstrong and Christ expressed no interest in purchasing the VFW Ballfield. City Administrator Overby will write the VFW and ask them if they would consider donating its ballfield property to the City in order to keep the land in its present use. The proposed 1987 budget will be reviewed and Councillors should contact Marilyn Banister with any questions they might have. The / City Council will approve the 1987 Budget- as presented or amended LAKE ELMO CITY COUNCIL MINUTES SEPTEMBER 16, 1986 PAGE 7 at the October 7, 1986 City Council meeting. B. Reschedule Public Hearing Date for Extension of Development Moratorium Ordinance Because the public hearing notice was not published, City Administrator Overby suggested rescheduling the Public Hearing date for the extension of the Development Moratorium Ordinance to Monday, Spetember 29, 1986 at 7:30 p.m. at the Joint Session of the Planning Commission and City Council. M/S/P Armstrong/Dunn - to schedule the public hearing for the extension of the Development Moratorium Ordinance for Monday, September 29, 1986 at 7:30 p.m. at the Joint session of the City Council and Planning Commission. (Motion carried 4-0). Repair or Replacement of Street Sander Unit Maintenance Foreman Dan Olinger reported that one of the two sander units they use for road shoulder work and winter sanding has developed mechanical problems. One main shaft has broken, and one shaft is bent beyond repair. Olinger felt that both shafts, all the bearings, drive chain and one sprocket would have to be replaced. A repair estimate from Al's Welding and Repairs was $1,029.47. A replacement estimate for a new sander unit (without controls) was $1,500.00. The unit has probably reached beyond the halfway point in its life expectancy. Finance Director Banister confirmed that enough money remains in the Maintenance budget to cover either repair or replacement of this unit. M/S/P Dunn/Mazzara - to approve purchasing a new sander unit (without controls) for $1,500. (motion carried 4-0). D. Process for Renewal of Administrator's Contract The Contract between the City of Lake Elmo and the City Administrator expires on September 30, 1986. City Administrator Overby recommends extending the provisions of the current contract until December 31, 1986. This extension would serve two purposes; it would put the starting date on January 1st, which would be consistent with the City's agreements with the various consultants; also, it would provide some time to schedule an evaluation session between the City Administrator and the City Council. Armstrong explained that this amendment to the contract should be in writing. M/S/P Armstrong/Dunn - to accept City Administrator Overby's recommendation to extend the provisions of the current contract until December 31, 1986. (Motion carried. 4-0). E. New Doors for Fire Station Chief Fran Pott submitted a request and cost estimates for new doors at the Fire Hall. Pott added that this would save $300 month in the winter months and the cost would be paid back in LAKE ELMO CITY COUNCIL MINUTES three years. This is a planned budget. The old doors cannot be No. 2, but they may be saleable. SEPTEMBER 16, 1986 PAGE 8 expense of $3,600 which is in the used on the proposed Fire Station M/S/P Dunn/Mazzara - to instruct the City Administrator to solicit bids under $3,600 for new doors, per Fire Chief Fran Pott's recommendations and reviewed by Ben Friedrich and Larry Bohrer. (Motion carried 4-0). F. Septic Certification Training in Alexandria, Minnesota City Administrator Overby presented a request for Mike Bouthilet to attend a Wastewater Treatment Technology Seminar, October 21, 22, 23 at the Holiday Inn in Alexandria, Minnesota. There is a $50 class fee plus 3-day lodging expenses which are estimated to be between $200-$250. MPCA has stated that the City needs to have someone certified with a Class D license by the time 50% of the 201 work is done. Councilman Dunn asked if Bob Wier is certified and also why are we sending Mike. Overby answered that Bob was certified but under training from years ago and he would have to be sent back to school in order to come up to current compliance. Overby added. that Mike attended on -site septic training last spring when Dan could not make it. Dan felt he could get the training at a later date. Armstrong asked if it was offered to Bob Wier. Overby stated it was the intention of Dan Olinger to attend these classes. Bohrer responded that it didn't matter who received the training, as long as someone holds the license in the City. M/S/P Mazzara/Dunn - to send Mike Bouthilet to the Wastewater Treatment Technology Seminar on October 21, 22, 23, 1986 at the Holiday Inn in Alexandria, with a recommendation to the City Administrator to use his discretion in spending. (Motion carried 4-0). M/S/P Armstrong/Mazzara - to adjourn the City Council meeting at 9:20 p.m. (Motion carried 4-0).