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HomeMy WebLinkAbout2017-03-08 CC Minutes - ApprovedCITY OF CENTERVILLE CITY COUNCIL MEETING MINUTES March 8, 2017 6:30 p.m. Pursuant to due call and notice thereof, the City of Centerville held their regularly scheduled meeting of March 8, 2017 at City Hall, 1880 Main Street. PRESENT: Mayor Jeff Paar Council Member Steve King Council Member D. Love Council Member Matt Montain ABSENT: Council Member Russ Koski STAFF: City Engineer Mark Statz City Attorney Kurt Glaser City Administrator Mike Ericson COUNCIL MEETING I. CALL TO ORDER Mayor Paar called to order 6:30 p.m. IL PLEDGE OF ALLEGIANCE III. PUBLIC INFORMATION MEETING A 1) 1) r ov e d 1. Storm Water Pollution Protection Plan/ Municipal Separate Storm Sewer System (SWPPP/MS4) Engineer Statz stated that the city is required to hold an annual public meeting to offer residents the opportunity to comment on the City's Storm Water Pollution Prevention Plan/Municipal Separate Storm Sewer System (MS4) Plans. He stated that there are six (6) components to the program including: Public Education and Outreach; Public Participation/Involvement; Illicit Discharge Detection & Elimination and Construction Site Stormwater Runoff Engineer Statz stated that the City provides the public with information on its web site and at City Hall regarding procedures and best practices for ponding, wetlands, etc. He also stated that instituting the City's policy regarding the use of salt, sand, and salt brine during the winter months minimizes the impact on the environment. Engineer Statz also stated that Rice Creek Watershed District works closely with the City on educational opportunities, construction sites, raingardens and ponds. He reported that the City recently switched from annual street sweeping to biannual street sweeping which result in cleaner runoff City of Centerville Council Meeting Minutes March 8, 2017 Discussion ensued regarding lake water quality, responsibility for monitoring, DNR and PCA responsibilities for lake monitoring and the Pollution Control Agency's responsibility for the City's MS4. Administrator Ericson stated that Mr. Matt Kosin, Rice Creek Watershed District, monitors the lake water quality. He previously addressed the Council about the recent draw down of Lake Peltier. Council Member King felt that the City should have a starting point with the quality of water in the lakes and ponds to determine whether the City's efforts are working. Engineer Statz stated that the Total Maximum Daily Load (TMDL) established in 2000 would determine a starting point. Engineer Statz stated that the best practices is a guide that the City is following. Administrator Ericson stated that he would provide an opportunity for Mr. Kosin to attend another Council meeting and determine whether the city's measures have been addressed and are within the City's controls. Mayor Paar opened the public hearing at 6:48 p.m. No audience members were present to address this item. Council Member Love, seconded by Council Member King to Close the Public Hearing at 6:49 p.m. All in favor. Motion carried. IV. APPOINTMENTS/PRESENTATION 1. None. V. APPROVAL OF AGENDA Mayor Paar added Check 430887-30898 (Page 20a), Item 41, under the Consent Agenda and Temp. On -Sale Liquor License, (Pages 37a -37d), to Item 45. He also added (Pages 38a -38e) under Old Business Item 41, moved New Business, Item 44 to Old Business, Item 43 (Pages 74a -74n) and switched Item 43 to Item 41. He added Item 46, 2017 Route & Seal Bids — ($5,200-$16,490) (Pages 91-94) and Item 47, Anoka County League of Government Officials Meeting, March 29, 2017 (Pages 94a -94b) under New Business and Item a., 407th Civil Affairs Army Reserve Battalion Meeting (Pages 95-100) under Administrator Ericson. Motion by Council Member Love, seconded by Council Member Montain to approve the Agenda with the Above Noted Additions. All in favor. Motion carried. VI. APPROVAL OF THE MINUTES 1. February 22, 2017 City Council Meeting Minutes Mayor Paar provided Council with an opportunity to make modifications. Mayor Paar questioned whether Council desired to contain language on page 15 regarding having Page 2 of 10 City of Centerville Council Meeting Minutes March 8, 2017 Staff on site ensuring proper height of manholes and gate valves during the 2017 Mill & Overlay Project. Council concurred. Motion by Council Member Montain, seconded by Council Member King, to approve the February 22, 2017 City Council Meeting Minutes with amended notation. Motion carried. VIII. CONSENT AGENDA 1. City of Centerville February 23, 2017 through March 8, 2017 Claims (Check #30861-30886) & (Check #30887-30898) 2. Centennial Lakes Police Claims through February 23, 2017 (Check #11327- 11339) 3. Centennial Fire District Claims through February 27, 2017 (Check #7773- 7786) 4. P & R Recommendation for Approval of Special Event Permit — Paddle Board/Canoe/Kayak Race — No One Left Hungry (July 23, 2017) (Paddle de Fete) 5. Centerville Lions Request for Temp. Charitable Gambling — Raffle & Temp. On -Sale Liquor License (April 29, 2017, St. Gen's Community Center Cadillac Dinner) Mayor Paar provided an opportunity for Council Members to add additional items or remove items for further discussion. Motion by Council Member Love, seconded by Council Member King to approve the Consent Agenda as Presented. All in favor. Motion carried. IX. OLD BUSINESS 1. Ruffridge Johnson Equipment Company Administrator Ericson stated that he received a telephone call from the owner, Mr. Jon Pederson requesting an appointment with Staff Administrator Ericson reported on the meeting stating that Ruffridge Johnson Equipment Company is requesting an extension for their Due Diligence Period to allow for additional items to be clarified by the City, their contractor for the site and Rice Creek Watershed District (RCWD). Administrator Ericson reported that staff has been working diligently to provide Mr. Pederson with the information that he is requesting. Engineer Statz stated that several forms needed to be updated with RCWD due to the period of time that has transpired since the property was certified by DEED for their Shovel Ready program. The term "Shovel Ready" versus site ready with Ruffridge Johnson Equipment Company noting the City is entirely responsible for the parcel being ready and buildable for any construction type. Page 3 of 10 City of Centerville Council Meeting Minutes March 8, 2017 Engineer Statz explained that the initial documentation that was submitted to RCWD in 2006 is now outdated and RCWD's procedures have been modified. He clarified that the Programmatic Stormwater Management Facility Maintenance Agreement is for all facilities within Centerville and the Maintenance Agreement Stormwater Management Facilities agreement is for the five (5) acre parcel only. Discussion ensued regarding whether the Council chose to approve the agreement for the entire City, would it slow the process for Ruffridge Johnson. Engineer Statz replied no. Administrator Ericson stated that he felt the City could work with Ruffridge Johnson regarding all of their requests: Soils, their request for possible soil corrections, 30 extension for the Due Diligence period, and guaranteeing the "Shovel Ready" certification. City Attorney Glaser stated that DEED coined the term "Shovel Ready" and certified the sites. City Attorney Glaser explained that it appears that Ruffridge Johnson Equipment Company and the City/DEED have different interpretations of the term "Shovel Ready". Attorney Glaser was very confident that the City met all requirements of DEED and the certification process. Engineer Statz felt that Ruffridge Johnson's letter contained very strong language regarding the City paying for the site to be construction ready for their building which is impossible when marketing for any buyer with construction plans differing. Engineer Statz stated that originally the site contained three (3) parcels with building pads, soil corrections, DEED certification, etc. The property was platted/recorded with two (2) lots and one (1) outlot, a five (5) acre parcel and a two (2) acre parcel with Ruffridge Johnson desiring to purchase the five (5) acre parcel. He explained that soil corrections were made to the sites, soil borings were taken and the sites were certified. Engineer Statz stated that these sites are not "foundation/cement ready" and do require construction specific modifications. Mr. John Chirhart, Gaughan Companies, the City's broker stated that DEED's "Shovel Ready" programs were to stimulate growth and assist businesses purchasing property, but did not remove all responsibilities of the buyer for site preparation and the City has not been malus or misrepresentative with these parcels. Lengthy discussion ensued regarding the term "Shovel Ready" and cost of site preparation for Ruffridge Johnson's proposed building. Administrator Ericson will schedule another meeting with staff and Arnt Construction regarding soils on the site, DEED's interpretation of "Shovel Ready" and the request for the extension. Attorney Glaser stated that Council had concern regarding the extension and Council timing and he stated that the Council does have authority to discuss real estate transactions in closed session. Mr. John Chirhart stated that he would forward his recommendations to Attorney Glaser. Motion by Council Member Love, seconded by Council Member Montain to Approve Ruffridte Johnson's Reguest for a 30 Day Extension. Page 4 of 10 City of Centerville Council Meeting Minutes March 8, 2017 Discussion ensued regarding the fact that the month of March contained 31 days and its impact on the extension. Attorney Glaser stated that the amendment stated the date April 1, 2017. Mr. Chirhart stated that providing the extension would allow ample time for resolution of unknown potential expense/burden. Council Member Love withdrew his motion. Motion by Council Member Love, seconded by Council Member Montain to Approve the First Amendment to Purchase Agreement as Presented. All in favor. Motion carried. 2. Stormwater Fees Engineer Statz stated that Staff has reviewed budgetary information and prepared an analysis of the Enterprise Fund. He noted that approximately $100,000 had been expended from these funds annually over a four (4) year period either for the downtown project, LaMotte Park irrigation, transfers and maintenance. He stated that the 2017 budget included $25,000 for pond dredging and $33,000 in depreciation with no funds being budgeted for capital projects. He reported that his analysis of the depreciation schedule considered ponds as a depreciable asset, thus combining two (2) line items (pond dredging and depreciation. He stated that the total or annualized depreciation or replacement cost of all storm water infrastructure would be $148,000 compared to the current budgeted amount of $58,000 for similar items. He reported that if the city were to fully fund depreciation, based on his estimates, the necessary resulting budget would be $196,000 (a $90,000 or 85% increase) which would be impractical in a one year period or even over several years. He recommended increasing the rate incrementally, while reviewing the City's policy on funding depreciation. He stated that Ms. Paulseth has reviewed the information and recommended a $5/year per residence increase and was aware that other cities were also experiencing difficulties with their funding. Engineer Statz stated that Public Works Director Palzer's findings show that ponds are not filling up as quickly as proposed and we are experiencing a lengthier life span closer to 95 years rather than 75 years. Council Member Montain questioned the appropriateness of utilizing numbers correlated to ponding without actuals and without private ponding considerations. Council Member Montain felt uncomfortable with this action but understood that for budgeting purposes, estimates would need to be considered and suggested that several months into the year is not when rate pricing should be discussed rather at budgeting for the upcoming year along with the betterment of the entire community. Discussion ensued regarding cost of dredging all ponds, pond totals (public/private), storm water regulations, expenditures, salaries, raingarden maintenance, bonding versus paying cash for repairs/reconstruction, good financial planning, dedicated/Enterprise Funds, being proactive versus reactive and including this fee during budget discussions. No action was taken on this item. Page 5 of 10 City of Centerville Council Meeting Minutes March 8, 2017 3. 2017 City Council Focus Goals Administrator Ericson stated that this item was tabled from the previous meeting to allow input from Council Member Love. He stated that he believe that all items discussed at Council, Planning & Zoning and Parks & Recreation have been included. Motion by Council Member Love, seconded by Council Member King to Approve the 2017 City Council Focus Goals as Presented. All in favor. Motion carried. X. NEW BUSINESS 1. Discussion on Social Media Policy/Records Retention Administrator Ericson stated that he was respectful of both the previous Mayor and the current Mayor relating to additional avenues for marketing of the community and communicating with residents. Mayor Paar stated that he requested that the City have a Facebook account and update the City's Twitter account more often. Administrator Ericson informed Council of the inclusion of the League's Model Social Media Policy and the City's current policy. Lengthy discussion took place regarding the Mayor's following of other communities' Mayor's Facebook pages and Twitter postings, posting of information that he deems appropriate (Fete des Lacs, Shake Your Shamrock, etc.), his personal responsibility for his postings, the City's requirement for records retention of public information, ability to utilize common sense and the need for such a policy, ability to not allow feedback/comments to be posted, Reader Board Policy, primary responsibility for updating and the City Attorney's recommendation for a policy and records retention requirements. Council concurred that this item should be discussed at an upcoming Work Session as additional information regarding records retention requirements, policy adoption and etc. would be needed. 2. Res. #17-008 — Approving State of MN Joint Powers Agreement w/The City of Centerville on Behalf of its City Attorney & Police Department City Attorney Glaser stated that last year the City approved a similar resolution for these same types of services which was due to the hiring of a new staff member and this is just a routine renewal. He stated that the agreements allow him access to confidential information through the BCA, FBI and MN Criminal Justice Data Communications Network. He reported that this agreement authorizes the State of Minnesota Joint Powers Agreement Authorized Agency and Court Data Services Subscriber Amendment to CJDN Subscriber Agreement documents. Page 6 of 10 City of Centerville Council Meeting Minutes March 8, 2017 City Attorney Glaser stated that the fee for the services have been waived except for the BCA which is $325/year and he splits the fee three (3) ways due to the fact that he provides prosecution services for three (3) cities. Motion by Council Member Love, seconded by Council Member Montain to Adopt Res. #17-008 — Approving State of Minnesota Joint Powers Agreements with the City of Centerville on Behalf of its City Attorney and Police Department as Presented Along With the State of MN Joint Powers Agreement Authorized Agency and Court Data Services Subscriber Agreement as Part of Res. #17-008 as Presented. All in favor. Motion carried. 4. Discussion on Finance Director Position — Proposal from ABDO, Eick & Meyers Administrator Ericson stated that approximately four (4) years ago the City restructured its staffing requirements and shortly thereafter, the current full-time Finance Director accepted another position. Staff determined that a part-time position was needed rather than a full-time position. Former Finance Director Paulseth was interested in filling the position and has been completing those duties. Ms. Paulseth has since changed positions, completed her Master's Degree and felt that she could no longer provide the services to the City. Administrator Ericson stated that he requested a quote from the City's auditing firm, ABDO, Eick & Meyers which is contained in Council's packet. He reported that upon receipt of the proposal, Ms. Paulseth reexamined her previous decision to leave the City and proposed a different offer to the City that she felt was equitable to both. Ms. Paulseth offered to remain with the City, and requested a $20/hour rate increase. Administrator Ericson stated that her pay would increase about $3,000/year compared to ABDO, Eick & Meyers proposal of a total of $22,000/year. Discussion ensued regarding Ms. Paulseth's offering versus ABDO, Eick & Meyers and whether it was apples to apples as to proposed services, being familiar with Ms. Paulseth's work, Ms. Paulseth's work ethic, continued support for the community that she lives in and the effects on the City's budget. Administrator Ericson stated that it is very difficult to find qualified Finance Directors as the City of Lexington had to make the position full-time in order to attract candidates. Council desired for Administrator Ericson to consider alternative avenues for these services if needed in the future. Motion by Council Member Love, seconded by Council Member King to Increase the Contractual Rate of Pay for the Finance Director Position from $55/hour to $75/hour ($20/hour Increase) Effective Immediately. All in favor. Motion carried. 5. 2017 Route & Seal Bids — ($5,200-$16,490) Administrator Ericson stated that Lead Project Coordinator, Mr. Greg Burmeister solicited bids for the annual Route and Seal Bids (aka crack filling). He received three Page 7 of 10 City of Centerville Council Meeting Minutes March 8, 2017 (3) bids of which SealTech, Inc. was lowest bidder at $5,200. Administrator Ericson stated that Mr. Burmeister is recommending that the Council consider a not to exceed amount of $8,000 should more areas of repair be needed. Motion by Council Member Montain, seconded by Council Member King to Award the 2017 Route & Seal Bid to Sealtech at .65/foot and Not to Exceed $8,000 as Presented. All in favor. Motion carried. 6. Anoka County League of Local Government Officials Meeting, March 29, 2017 Administrator Ericson stated that Anoka County has scheduled the annual League of Local Government Officials meeting for elected and appointed officials. He stated that this meeting is an excellent opportunity for individuals to meet with their peers to discuss issues. He requested Council to please notify him as soon as possible and Staff would prepare the necessary registrations and required public notification. Xl. COUNCIL & ADMINISTRATION ANNOUNCEMENT 1. Administrator Ericson a. 407th Civil Affairs Battalion Meeting Administrator Ericson stated that he met with four (4) of the 407th Civil Affairs Battalion on Saturday, March 4, upon their request, to obtain information about operations within local governments addressing civil and humanitarian capabilities of municipalities. He reported that the 407th also met with the City of Circle Pines and Police Chief Coan. He stated that they discussed such items as how the City operates, disaster preparedness, largest employers, how the City sets it goals, organization, mapping of the City and what makes Centerville unique. Administrator Ericson also stated that the United States Army's intent is to obtain information that they can utilize when deployed and working within other Countries. Council Member Montain stated with the recent submission of a Special Event application, consideration should be given to condensing the application in an attempt to make it more user-friendly and less cumbersome. He reported that the Parks & Recreation Committee discussed projects for 2017, park dedication fees, grants, shoreland improvements to Hidden Spring Park, Skate Night review and the effects of weather on the event and other offerings to attract families when ice in not available. Mayor Paar apologized for a comment that he made regarding the reporter's early departure from the previous Council meeting and he apologized for what could have been interpreted differently than intended. Page 8 of 10 City of Centerville Council Meeting Minutes March 8, 2017 Mayor Paar reminded the audience and viewers that the Shake Your Shamrock event was scheduled for March 11, 2017 and was organized by Midwest Events with Kelly's Korner being a sponsor. He reported that he and Administrator Ericson attended a meeting with the Quad Area Chamber of Commerce recently where member cities where reviewing activities within their communities for the previous year. He stated that the City of Lino Lakes reported that they are attempting to redevelop the 49 Club site on the corner of Hodgson Road and County Road J similar to the City of Centerville's Downtown Redevelopment Project, $50 million dollars in new valuations in development with 100 building permits being issued and that the City is looking at becoming a Ward system for Council Members. He reported that the City of Lexington is looking to redevelop the Lovell Building however there are some water concerns that need to be addressed. He also reported that Anoka County Highway Department is reviewing the possibility of constructing frontage road near Lake Drive in Lexington. Mayor Paar reported that he has had discussions with a Re/Max representative to possibly include their signature hot air balloon in the Fete des Lacs Festival along with discussions with the lead band member of the group Trout to possibly schedule music for Saturday evening of Fete des Lacs outdoors at Kelly's Korner. Mayor Paar also reported on a recent meeting that had taken place involving City Staff, a representative of St. Genevieve's Church, a real estate broker and a downtown property owner regarding property within the downtown area and scheduling of a work session in the near future to discuss this item more in depth would occur. Mayor Paar stated that he had obtained a 44 page Newsletter/Parks & Recreation Guide from the City of Lino Lakes. He stated that it is mailed to residents three (3) times per year and is extremely informative. He requested that Administrator Ericson research the cost of providing something similar to residents of Centerville. Mayor Paar read a letter from Centennial Lakes Police Chief Coan commending the local Administrators who negotiationed the recent labor agreements for sergeants and officers. Mayor Paar stated that he is impressed with positive feedback regarding this issue from the Centennial Lakes Police staff and that the Department is please and morale is high. Mayor Paar thanked the residents, on behalf of the Council, for assisting in making Centerville a GREAT place to live and work and supporting local businesses. X11. ADJOURNMENT Page 9 of 10 City of Centerville Council Meeting Minutes March 8, 2017 Motion by Council Member Montain, seconded by Council Member King to Adiourn the Council Meeting of March 8, 2017 at 9:24 p.m. All in favor. Motion carried. Respectfully submitted by Teresa Bender, City Clerk Page 10 of 10