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HomeMy WebLinkAbout08.18.08 Council Minutes 7CL COUNCIL MINUTES PRE-MEETING August 18, 2008 1. CALL TO ORDER The meeting was called to order by Acting Mayor Pritzlaff at 6:30 p.m. Members Present: Members Absent: Also Present: Pritzlaff, Fogarty, McKnight, Wilson Soderberg Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant 2. APPROVE AGENDA MOTION by McKnight, second by Fogarty to approve the Agenda. APIF, MOTION CARRIED. 3. CITIZEN COMMENTS Mr. Tim Burke, 20087 Heathrow Way, asked why the Council has this meeting. It does not seem like there is anything going on that could not or should not be part of the regular meeting which would be part of the record and televised so everyone could know about it and watch it at home. Councilmember Fogarty stated she is the one who suggested Council do this. There are two reasons; one is to give Council an opportunity to ask questions about the agenda for something that is more clerical in nature, and it gives citizens an opportunity to speak to Council as an entire body without being on camera. Some people do not like to be on camera. Mr. Burke had a problem with that just as he has a problem with the school district doing the same kind of thing which they instituted a year ago. They discuss issues of substance that then are not discussed at the table during the regular part of the meeting. He thinks it is unfortunate that we would presume that anyone would be a little shy about having this conversation with the camera on. If it is the public's business, the public should have access to the information. You have a system that is set up to provide that in a convenient way to a large number of people. He hoped Council would consider doing away with this meeting. Generally these meetings are over in 10-15 minutes and it does not take up a lot of time; or turn on the camera and have the pre-meeting available to people. He came to the meeting suspecting there might be a discussion about something he was interested in and apparently it will not happen. If that discussion were to have happened and he was not able to come here, he would not have known about it. There is no reporter here and he did not know if it was common practice for the reporters to come to the pre-meeting or if they just come for the regular meeting. When Council is gathered in a quorum setting, he would like to see Council take advantage of the system the City has paid for and use it. That is in the interest of the community. The shyness of some people notwithstanding, that is a better way of doing Council Minutes (Pre-Meeting) August 18, 2008 Page 2 things; doing things as openly as possible. He hoped Council would discuss this and consider whether this is the best thing for the community to do. Councilmember Pritzlaff noted Council does not take any formal action at this meeting. Someone may ask a question that raises a question from someone else. With all five of us together we can deal with it in an off air setting so we are not looking unprepared. We are not taking action and getting more questions answered this way. There have been several times where he has mentioned something at the pre-meeting and he will bring it up again at the regular meeting so people do hear the question. Mr. Burke stated it does not say anywhere in the by-laws, or the state or federal constitution that government needs to be smooth. It is unsmooth for a reason. If you learn something in the pre- meeting you may not ask about it because your mind has been set. If it was worth asking in the pre-meeting, maybe it is worth asking in the regular meeting so everyone can hear the answer. In this kind of meeting, you are not held accountable for throwing ideas against the wall and seeing what sticks. Most people are willing to give Council the benefit of the doubt. If Council suggests an idea for the sake of discussion, then the idea is out there for everyone to give you feedback. Councilmember Fogarty noted we do record the meetings and we have transcripts. The reporters have access to the tapes. We are just trying to give citizens a different opportunity to approach the Council. The EDA meetings are conducted the same way. Mr. Burke stated yet the Planning Commission meetings are on the air. Acting Mayor Pritzlaff stated each January we set meetings and we have looked at this before. Mr. Burke stated his bias is the more that is done in the sunlight the better off everyone is. Councilmember Wilson stated he was as critical as anyone when it was brought up because of his schedule at work and home. With the open meeting laws, if he were to seek an opinion from a Councilmember it gets a little risky in terms of the daisy chain of discussion. He cannot recall an issue where it was resolved here. It is not a productive use of public time to spend a half hour asking about bills and procedural issues. It is a delicate balance. In the three years this has been done he has heard a minimum number of complaints. Mr. Burke stated most people do not think about this. He was not suggesting anything untoward was going on. In two elections we could have a different group of people that have different thoughts. 4. COUNCIL REVIEW OF AGENDA Councilmember Wilson suggested acknowledging the donations received. In looking at the fund balances, he noticed there was $180,000 in revenues in the park improvement fund and asked if that was development pay in. Councilmember Wilson also asked about the expenditures for the ice arena. This was for the condenser. Councilmember Wilson noted the storm water and water fund balances are out of whack compared to where they should be. Finance Director Roland stated we have not hit the Council Minutes (Pre-Meeting) August 18, 2008 Page 3 billing period for the biggest months of the summer which would affect the water fund. As far as the storm water fund, we have bigger quarters such as March, June, September, and December as we collect for residential and commercial. We also spent a significant amount of money in the storm water fund which was budgeted. This was to cover improvements to storm water ponds. Councilmember Wilson asked why the expenditures in the water category are higher in June and July. Staff replied we are replacing water meters. Councilmember Wilson noted there is a bond series 1995, and a site has been identified for the water treatment facility. He asked if this was payoff of the bond or a regular payment. Staff noted there are two payments made each year. One is made in February and one in August. This was presented to the City as a loan. In 1996 the money was borrowed to do some projects in the water and sewer fund. It was later made clear to the City that it was not a loan, it was a bond issued by the State. We make the payments twice a year. The bond issue does not expire until 2015 or 2017. We budget and levy for that amount every year which is a $60,000 levy each year. Acting Mayor Pritzlaff noted there will be a wine tasting in the park and asked if alcohol was allowed in the parks. Staff replied alcohol has always been allowed in the parks. Glass containers are not allowed in the parks. 5. STAFF COMMENTS Parks and Recreation Director Distad noted the Parks and Recreation Commission requested to conduct the park tour on September 29, rather than October 13. City Administrator Herlofsky noted the school district would like to meet with Council on October 13 to discuss the transportation study. Councilmember Fogarty asked when the ice will be available. Parks and Recreation Director Distad replied the first day for skating for youth hockey is September 25. The leak from last year has been repaired. Councilmember Fogarty recalled we would be able to get five years out of the sheet of ice and asked how many years we have left. Staff felt this was the second year, so we have four years left. Administrative Services Director Shadick stated item 5a) introduce new employee will be postponed to the September 2 meeting. 6. ADJOURN MOTION by Fogarty, second by McKnight to adjourn at 6:49 p.m. APIF, MOTION CARRIED. Respectfully submitted, C/;~/v7~ ~thia Muller Executive Assistant COUNCIL MINUTES REGULAR August 18, 2008 1. CALL TO ORDER The meeting was called to order by Acting Mayor Pritzlaff at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Acting Mayor Pritzlaff led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Pritzlaff, Fogarty, McKnight, Wilson Soderberg Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant Edgar Samuelson, Tim Burke 4. APPROVE AGENDA Acting Mayor Pritzlaff pulled item 5a) Introduce New Employee as it has been postponed to the September 2,2008 Council meeting. Regarding 7a), the 8/11/08 Special Minutes include the Special Council Meeting and the Council Workshop. MOTION by Wilson, second by Fogarty to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Fogarty, second by McKnight to approve the Consent Agenda as follows: a) Approved Council Minutes (8/4/08 Regular) (8/11/08 Special & Workshop) b) Adopted RESOLUTION R60-08 Accepting Donation Party on the Knoll- Parks and Recreation Frontier Communications donated $150 for this event. c) Adopted RESOLUTION R61-08 Accepting a Park Bench Donation - Parks and Recreation Mike and Eileen Devney donated a park bench placed in Fairhills Park in memory of Jacque Devney. d) Approved School and Conference - Parks and Recreation e) Approved Temporary On-Sale Liquor License - Administration t) Received Information School and Conference - Planning g) Approved Appointment Recommendation Liquor Store - Human Resources h) Received Information July 2008 Financial Report - Finance Council Minutes (Regular) August 18, 2008 Page 2 i) Approved Bills APIF, MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS a) City Hall Budget Update - Administration Staff provided a City Hall project budget update as of the end of July. Councilmember Wilson noted of the budgeted amount there is $1.97 million left in available expenditures. City Administrator Herlofsky felt the project will come in $200,000 under budget. The remaining money belongs specifically to the bond payment. Councilmember Wilson requested staff prepare a summary when we are near the final payment for the public to view. b) City Hall Project Change Orders -Administration There are two change orders, #20 and #21. Change order 20 was for $6,507 which staff is discussing with the architect. Change order 21 is for $14,977 which was the grade revisions on the north side. Some additional work had to be done to deal with the elevations, which was a mistake by the architect. The architect will be reimbursing the City for $10,816, so the net cost would be $4,161. Staff does not plan on paying for change order 20. Councilmember McKnight was not comfortable approving change order 20 as staff is still discussing it. The letter from the architect states the remaining work for the handrail, ramp, and painting would have been required if the change order had occurred prior to the bidding. City Administrator Herlofsky explained it had to do with the elevation of the doorway on the north side of the building. The City's engineer had a concern with the drainage in that area. The door was raised 6 inches and the curb was also raised. If this would have been done earlier there would have been additional requirements. A compromise was reached in the cost. Councilmember McKnight clarified the architect is saying if this had been corrected beforehand, the bid would have been $4,000 higher. Acting Mayor Pritzlaff had a concern with water sitting at the end of the alley where it connects with Third Street. City Administrator Herlofsky explained the second lift is not in on Third Street. Acting Mayor Pritzlaff was still concerned with water runoff. City Engineer Schorzman felt once the gutter has been cleaned out, the situation will improve. City Administrator Herlofsky had noticed water sitting where the concrete apron is from the alley. That will be taken care of with the second lift. MOTION by Fogarty, second by McKnight to approve change order 21. APIF, MOTION CARRIED. Council Minutes (Regular) August 18, 2008 Page 3 c) City Hall Update, Phones, etc. -Human Resources Phones and the computer system will be switched over Thursday night. There could be some interruption in service. Staff is working diligently with the phone company, but there is a possibility the phone numbers will change. The DCC will be taking 911 calls and non-emergency calls. Furniture is being installed. Councilmember Pritzlaff asked about the phones. Staff explained the phones will be down in all City facilities. Police, Fire and liquor stores will come back online first. If the numbers to City Hall change, it would include the main number. 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE a) August Water Board Meeting - Engineering The August 25,2008 Water Board meeting will be held at the Central Maintenance Facility. b) Follow-up of August 11 Council Workshop -Administration City Administrator Herlofsky stated staff will need more than 30 days to work on a use for the current City Hall building. Councilmember Wilson noted there were some good ideas proposed at the workshop. He suggested sending out an RFP to user groups such as the YMCA, the school district, the Park and Recreation Department with the Senior Center, the veterans groups, etc. This would allow people we are not aware of to bring in ideas. He does not want to make a hasty decision just because the new City Hall is opening next week. City Administrator Herlofsky noted the issue of the well has come up a couple of times. If we want to retain the well, the City has to retain ownership within 50 ft. of the well. The production of the well is not as great as some of the newer ones we have. If Council would like to cap the well, that is a possibility. Councilmember McKnight would like staff to determine what it would cost to turn this building into the Senior Center. Council has been given some information on the fire suppression issue. He urged staff to work with the Building Official, etc. to get Council an accurate number of what it would cost. City Administrator Herlofsky asked if staff could meet with the Rambling River Center to determine what type of facility they need. Council agreed. Councilmember McKnight suggested throwing out the estimate from the architect. Councilmember Fogarty agreed. However, she does not want to be discussing this for a year. It will drain on the downtown to leave it empty. Acting Mayor Pritzlaff agreed on the use as a Senior Center. He feels the estimate from the architect was not a fair estimate. He hesitated at the fact things Council Minutes (Regular) August 18, 2008 Page 4 needed to be changed because of a different use, but if it does, it does. He does not want the building left empty. Councilmember Wilson stated it is unfortunate we are at a week before the new City Hall is opening. To decide on a new use in 30 days is too quick. There is a vender that has expressed an interest in Farmington. Acting Mayor Pritzlaff felt Council needed to determine if that was an accurate cost to tear down the building or for improvements. We also need to consider asbestos, etc. City Administrator Herlofsky stated staff will work on this over the next 60 days and get back to Council. Councilmember Wilson thanked all those who came to the workshop. Council did receive information the market value of the building and the land is $588,300. c) 2009 Budget and CIP - Finance Staff gave Council the 2009 proposed budget. City Administrator Herlofsky stated they tried to maintain the same level of service for 2009. The 2008 budget was amended by eliminating three positions, an Assistant City Engineer, a Building Inspector, and a position which was proposed for 2008 and not filled. The revenues for building were not received. In 2008 there should still be an increase in the fund balance. In looking at 2008 and 2009 building permit revenues have decreased between $750,000 - $1 million to $250,000. We are seeing a decrease of $1 million, or 10% of the budget revenues. The proposal staff brought to Council shows a variety of suggestions on how staff can balance the budget in 2009. The budget will be discussed at the September 2, 2008, Council meeting, there will be a workshop on September 8, 2008, and the final budget needs to be adopted on September 15, 2008. Finance Director Roland noted staff is also distributing a draft CIP for 2009-2013. Councilmember Fogarty: She noted this is the last official Council meeting in this City Hall. She thanked staff for their hard work. Councilmember McKnight: At a previous meeting he mentioned the weed/grass issue on Elm Street. Council was told they are spraying for weeds, but it does not look like much has been done. He asked for an update. City Engineer Schorzman stated they are working with the county and they did spray the weeds with a broad leaf killer that did not work well. It was also tried a second time. They then sprayed with a herbicide. The lag time before you can seed should be up in a week to 10 days. At that time, the county will plant a seed that is more salt tolerant. Acting Mayor Pritzlaff asked how often and for how long the county will water the seed. City Engineer Schorzman stated information will be provided to the residents once the seed is planted. This was not included in the original contract, and staff will check with the county on the watering time frame and when it becomes the resident's responsibility. Council Minutes (Regular) August 18, 2008 Page 5 Councilmember Wilson: Thanked the residents who attend the August 11 workshop. He thanked City Administrator Herlofsky and staff for their work on the City Hall project. Change orders were kept to a minimum. School is starting early this year and wished everyone good luck next week. Councilmember Pritzlaf/: The next Council meeting will be in the new City Hall. He encouraged everyone to come for a tour. He received several calls regarding the Spruce Street project and the height ofthe new curbs. He has been asked about taking down some sod and dirt to bring the grade down and the possibility of losing some trees, which would be devastating. Spruce Street was not designed to be lowered that much. When looking at the sidewalk, it does not look like it had to be removed. There are some concerns from residents. City Administrator Herlofsky noted a tentative date was September 2, 2008, for an open house for the new City Hall. There could be a ribbon cutting around 5:30 p.m., and the public could come through the building during the day. As far as Spruce Street, City Administrator Herlofsky noted the only changes made were grading and once the final product is done, everyone will be very pleased. The previous street did not have a crown in the middle for drainage and there was a concern with seniors crossing the street because of the water in the middle. The new design will move the water. City Administrator Herlofsky: He appreciated the help of the department heads on the budget and the new City Hall. Staff intends to be in the new City Hall next Monday. 14. ADJOURN MOTION by Fogarty, second by McKnight to adjourn at 7:40 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~~fr7~ Cynthia Muller Executive Assistant