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HomeMy WebLinkAbout03.05.01 Council Minutes COUNCIL MINUTES REGULAR March 5, 2001 1. CALL TO ORDER The meeting was called to order by Mayor Ristow at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Ristow led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Ristow, Cordes, Soderberg, Strachan Verch City Attorney Jamnik, City Administrator Erar, City Management Team 4. APPROVE AGENDA MOTION by Cordes, second by Soderberg to approve the Agenda. APIF, MOTION CARRIED. s. ANNOUNCEMENTS 6. CITIZEN COMMENTS Ms. Cheryl Retterath, 19232 Evenston Drive, spoke to Council on behalf of youth baseball. She was concerned with park amenities keeping up with demand, and was wondering if there were plans for larger ballfields. Staff will respond. Mr. Henry Iwerks, 1105 Sunnyside Drive, noted that City Administrator Erar would be leaving in a few weeks. The tax capacity rate has been reduced every year for the last four years and felt City Administrator Erar should be given some credit for that and Finance Director Roland also had a lot to do with it. He wanted to recognize the Fire Chief and Police Chief as their jobs are filled with danger. He stated Police Chief Dan Siebenaler and Officer Ted Dau have been with the City a long time. They recently held a meeting to bring parents attention to the use of drugs. 600 parents attended. Mr. Iwerks learned there are other schools having similar meetings and the City should be proud of that. Ms. Elaine Donnelly, Flagstaff Avenue, stated she received a letter stating Flagstaff Avenue would be discussed at this Council Meeting. City Engineer Mann stated the issued will be addressed at the March 19,2001 Council Meeting. Ms. Sue Miller, 19962 Akin Road, stated the new Pilot Knob Road is very nice. She noticed in the Middle Creek development a wooded area was cleared. She would like Council to consider a tree preservation ordinance. For the integrity of the community and future generations it would be nice to preserve wooded areas. Council Minutes (Regular) March 5, 2001 Page 2 7. CONSENT AGENDA MOTION by Strachan, second by Cordes to approve the Consent Agenda as follows: a) Approved Council Minutes (2/20/01) (Regular) b) Approved Therapeutic Massage License - Administration c) Approved Appointment Recommendation - Fire Department d) Authorized Corrective Deed for Outlot C, Tamarack Ridge - Administration e) Received Information Capital Outlay Liquor Operations - Finance f) Received Information Capital Outlay - Parks and Recreation g) Approved Joint Powers Agreement Empire Township Outdoor Warning Siren - Police Department h) Received Information Schools and Conferences - Fire Department i) Received Information Schools and Conferences - Police Department j) Approved bills APIF, MOTION CARRIED. 8. PUBLIC HEARINGS a) Consider Resolution - Akin Road Project - Engineering A presentation was given outlining the suggested improvements for Akin Road. Improvements would include an overlay of the road, turn lanes, street lighting, construction of interconnecting trail segments for pedestrian travel on the east side of Akin Road, bridge culverts to improve storm water drainage, and installation of a guard rail at the northern-most curve of Akin Road on the east side. The total estimated project cost is $1,815,030. The County participation will be $267,000, special assessment per household will be $332.26, and special assessment per acre will be $930.31. Mayor Ristow stated Council has received concerns expressed at the neighborhood meeting. They are taken very seriously. He understands safety and stop signs are a big concern. The City is capable of requesting additional studies to justify these safety issues. Councilmember Soderberg stated there was a traffic study done as part of the feasibility report when it was a County road. Do parameters change when a study is done if it is a City street? Staff replied parameters do not change. Councilmember Soderberg stated the sight lines at the intersection of 193rd Street are terrible. Councilmember Strachan stated the latest study at 193rd does not include the new development to the east, correct? Staff replied the new study would include the new development and could change the outcome. Mr. Craig Stibbe, 20060 Akin Road, stated his family has waited for 12 years, since their son was killed, for a safer road. The proposed project would not make Akin Road safer, but increase the danger. It is proposed to install a bypass lane at Dunbar Avenue in front of their house. It is dangerous now to get their mail. They will lose the use of their turnaround and have to back into traffic. A 10-foot wide path is proposed for the east side of the road. How will people on the west side access the path? This road is designated as a collector road, not an arterial Council Minutes (Regular) March 5, 2001 Page 3 throughway. That is why Pilot Knob Road was constructed. Staff has stated the road does not meet warrants for stop signs. He stated school and church zones should be warrant enough. Staff wants to build the road and put in stop signs at a later date. The residents have waited long enough. This will reduce property value. Who would buy a house on a 50 mph street with bypass lanes. There have been enough deaths and injuries already. He is opposed to spending $1.8 million on a badly proposed project. He feels this project is a flagrant and serious breach of the public trust by both elected officials and staff. Mr. Dave Pritzlaff, 20255 Akin Road, stated he understood when the sewer project went through, the road would be turned back to the City. The road was not supposed to be a freeway, it was to become a City road. The speed limit was to be up to the City to determine. He has a hard time backing onto the road or the shoulder now, and it will become harder. This will not be Akin Road, it will be Akin Freeway. He feels the area residents have been lied to by the City Council at that time. He will reserve judgment for the current Council to see if the previous Minutes are upheld. The Police Department has improved traffic safety. He does not want to see the project go through. If it does, safety issues have to be met. It was said at the neighborhood meeting, if a stop sign is installed where it is not warranted, cars will go through the stop sign. He does not agree with that, and if that does happen, that is what the police are for. If stop signs are installed, it will give him time to enter the road. If stop signs are not installed, with bypass lanes there will be continual traffic flow. Install stop signs with the projects, and let the residents come to Council and say they do not need stop signs. When the sewer project was done, everyone said it was wrong to begin with. Why wasn't the sewer put in when the City water was put in? If this project is done now, install stop signs so people do not have to be re-educated. Residents are asking for three stop signs and a safe road. As far as more traffic on the road, there will be new developments adding traffic. Residents should make their own decision when traveling the road to set the speed limit themselves at 40 mph, so other traffic will take Pilot Knob Road. Ms. Sue Miller, 19962 Akin Road, stated she does not disagree with the comments made. She has the same situation turning south on Akin Road out of her driveway. With the pending developments, any improvements on the road should be welcomed by the people. The trails will get pedestrian traffic off the road. There have been near misses with bikes, etc. on the shoulder of Akin Road. A lot of people do not pay attention to the speed limit, or where they are going. As far as stop signs, she wants to keep an open mind. Any kind of an upgrade to the road will be an improvement. Mr. Lyle Stratton 20210 Dunbar Avenue, stated making a left onto Akin Road during rush hour is a challenge. The road is not a 50 mph road. Stop signs and Dunbar Avenue and 203rd Street would make it much easier for people to get out. If there are too many stop signs installed, let the residents come to Council. He does not see 40-50 mph streets through other developments. Council Minutes (Regular) March 5, 2001 Page 4 Mr. Dan Simon, 18 Pine Street, when Pilot Knob Road was constructed, all the fast and heavy traffic would be on Pilot Knob. Regarding the trail, he asked if the school pays an assessment. Staff replied yes, the school pays an assessment. Mr. Simon stated he is landlocked, and to use any of this he has to cross the athletic field, over fences, and through a dugout to use a $75,000 trail that will go through a slew. There are three houses this will not do one thing for. Ms. Joanne Payne 20192 Akin Road, stated residents have made numerous pleas to improve the safety of Akin Road. She stated the City has had jurisdiction over Akin Road for two years and does have the authority to install stop signs. When Pilot Knob was constructed, traffic was to be reduced on Akin Road. This has not happened. How will children on the west side of Akin Road reach the trail on the east side? Turn lanes will help turn off Akin Road, but plans do not address how this will help traffic enter Akin Road. With the addition of more developments, there will be more traffic on Akin Road. Part of the Council's job is to look out for the residents' best interest. Stop signs would greatly increase safety and divert the shortcut traffic to Pilot Knob. She presented a petition to Council containing 80 signatures of residents opposing the project. Mr. Ed Ulvi, 19920 Akin Road, does not agree with project. Akin Road will become a speedway with turn lanes. This will lower the value of property. He has 150 feet of split rail fence. Will this be taken down? The Mayor replied it depends ifit is in the right-of-way. Ms. Kerry Hanifl, 19927 Akin Road, stated the reason for improvements is to increase safety. She asked how does installing turn lanes increase safety? A lot of residents have problems turning in and out of their driveways, and cars passing on the shoulder. Turn lanes allow traffic to go faster. Akin Road is in need of being repaved, but does not think turn lanes should be included in the project. She then asked how residents on the west side access the trail on the east side? Children will not be able to cross the road and will still have to use the shoulder to reach the ballfields or Akin Elementary. If project goes through, when will the City request a speed study? Mr. Frank Lamberty, 20345 Eaves Way, is glad to see improvement on Akin Road and has no problem with assessment. He has a problem going north on Akin Road and turning left on Eaves Way. The sign says no passing on shoulder, but cars do. A turn lane on Eaves Way would be of great help to him. Mr. Allen Wokson, 20255 Dunbar Avenue, is not for the project. Turn lanes will increase traffic flow, and the bike path has no value to his family. Why does a City street have to meet County requirements? Mayor Ristow stated it is not a City street yet, until this project is approved. Staff replied whether it is a City or County street, it has to meet warrants by the State. Mr. Wokson asked how the stop sign on Dunbar and 203rd meet criteria? There is no traffic compared to Akin Council Minutes (Regular) March 5, 2001 Page 5 Road. There was no stop sign at that intersection until the sewer and new streets were installed. Staff replied they would have to review project records. He was assessed for his street then and people on Pilot Knob were not assessed for his street. Since this is going to be a City street, he feels anyone who does not live on Akin, their portion should come out of City budget, because those residents are getting a double assessment. When school is in session, he has to wait a long time to enter Akin. The only way to fix that is to deter traffic. Council needs to look at issues raised before a decision is made on the project. Mr. Al Corrigan, 19715 Akin Road, there are two turn lanes into new developments. Will turn lanes be paid for by the developer or are they part of the project? Staff reflied those turn lanes will be paid for by the developer. The sight line at 193f Street was raised and the sight line at the Vermillion Grove entrance needs to be addressed. He agrees with. issues raised for stop signs and speed. Mr. Ed Ulvi, 19920 Akin Road, stated there is a curve on the road where cars go off onto the shoulder. There should be a rumble strip along the road to keep them off the shoulder. Mr. Dave Pritzlaff, 20255 Akin Road, stated the bypass lanes will make a non- stop flow of traffic where he will not be able to safely get on or off the road. He does not want the Police to have to report a bad accident. Not putting in stop signs does not make sense whether they are warranted or not. If a pothole is reported to the State or County they have to pay for repair to your car knowing the pothole was there and not taken care of. The City will be liable for any accidents or injuries because they are being told of how dangerous this road will be. As far as snowmobiling, you need to travel the same direction as the traffic after dark. What will happen on the trail side? Mr. Leon Orr, 19161 Echo Lane, he was on the Council when County was petitioned to put alignment into long term plans. It was envisioned then that Akin Road would become a quiet street. It is unthinkable to have a 50 mph road with a trail. Nice for residents on east side, but the west side has no access without a controlled intersection. This is an invitation to the White Funeral Home. Councilmember Strachan stated there are trails planned in the new developments to the west. Staff replied there is a future bike trail going west on 20Sth Street, going north to 195th Street, and going east on 195th Street. Along Pilot Knob, a divided highway, there will be trails on the east and west sides. Councilmember Strachan stated we are not disagreeing that much. Weare talking about bad driving behavior and getting in and out of Akin Road. The City has to justify improvements for liability. Stop signs can also cause accidents. Council is looking at ways to do traffic study for entering and exiting Akin Road, speed limits, and stop signs. Council wants to find a way to do this, but needs to find a Council Minutes (Regular) March 5, 2001 Page 6 way to get there. Staff stated the studies will include effects of new developments. Studies will be redone from last year in order to update them. Councilmember Soderberg asked if the anticipated traffic from new developments will be added to studies? Staff replied it can be factored into the study. He has heard a lot about speed. What will the classification of the road be? Staff replied that will be a collector road. Other collector roads are Everest Path, English Avenue, and Embers. The layout of these roads differ from Akin. The City will request a study, and forward it to the State. The State looks at design, speed, development, and how traffic uses the road. Councilmember Cordes stated a traffic study was done on TH3 and the speed was increased because of the type of traffic. Councilmember Soderberg stated if the road is designed to move traffic faster, the study would raise the speed. Staff stated that is potentially the case. Mayor Ristow asked if the perception would be different if the road is a City street rather than a County road? Staff will have to discuss that with the State. City Administrator Erar stated the only thing that has changed is the road is under City jurisdiction instead of the County. The use is still the same. Councilmember Soderberg stated he understands we have to meet warrants, but speed is a big concern. Council needs to consider what can be done in design to cause traffic to slow down. City Administrator Erar stated this was considered in the feasibility study. Adding turn lanes is traffic safety. We are trying to enhance and work on areas that will generate the best return in terms of traffic safety. Mayor Ristow stated if the studies come back showing the speed limits are warranted and stop signs, the Council has the right to change the speed limits and place stop signs. But if the City does that without meeting warrants, the City will be liable. City Attorney Jamnik replied the City has more authority over stop signs than speed limits. The insurance policies would not be lost, even for bad placement of a stop sign. But the claim experience is taken into account in setting premiums for future years. Mr. David Pritzlaff, 20255 Akin Road, stated a lot of work has been done to get traffic off the road. What has been done to get traffic on the road? Staff replied you are correct in that improvements do not help to get traffic on the road. Once volume warrants are met at intersections, then traffic control would be recommended. The issue with individuals entering the road from driveways, is a similar situation throughout the City. With Akin Road, speed is an issue which is different from other collector roads. There are not a lot of options to address those types of issues. Issues with driveways and bypass lanes will be reviewed. City Administrator Erar stated staff is limited as to what we can recommend with information at our disposal. The direction Council has set is to make sure arguments are made with regard to speed on Akin Road, continue to monitor intersections and incorporate anticipated traffic increases due to new developments into the study, and continue to identify issues that can lead to enhanced traffic safety on Akin Road. Council Minutes (Regular) March 5, 2001 Page 7 Mr. Frank Lamberty, 20345 Eaves Way, if Akin Road is designated as a City street, it is no different than 3rd Street or Ash Street. Speed limit should be considered at 30 mph and call it a City street. Ms. Joanne Payne, 20192 Akin Road, stated the City's liability increases if stop signs are installed that are not warranted, but by not putting them in with all this concern, could liability be incr~ased. City Attorney Jamnik replied yes, it works both ways. That is why the City relies on professional opinions. City Administrator Erar stated the recommended improvements will not necessarily aid in slowing the traffic on Akin Road. It will increase traffic safety issues. There are no other recommended improvements to the road at this point. This Public Hearing is to either reject improvements, table the project indefinitely, or request another feasibility study which would be an enormous cost. MOTION by Cordes, second by Strachan to close the Public Hearing. APIF, MOTION CARRIED. MOTION by Soderberg, second by Cordes adopting RESOLUTION R22-01 ordering the project and authorizing the preparation of plans and specifications contingent on the successful turnback of Akin Road, with review of reducing speed, traffic control devices and safety. APIF, MOTION CARRIED. b) Consider Resolution - 2001 Sealcoat Project - Engineering The 2001 Seal Coat project is part of the City's seven-year cycle seal coat program established by the CiZ in 1994. The streets in Pine Ridge Forest Addition, Nelsen Hills Farm 6 Addition, Charleswood 1 st Addition, and Dallas A venue from 208th Street to its northerly terminus are to be seal coated for the first time this year. The streets of Hill Dee Addition, Westview Acres, 108th Street from Akin Road to the east, Spruce Street from 4th Street east to the frontage road ofCSAH 50/TH 3 and 5th, 6th, and 7th Streets for 1/2 block north and south of Spruce Street are scheduled to be seal coated this year as part of the 7 year maintenance program cycle. The total estimated project cost is $85,200. The estimated assessment based on the estimated project costs and the City's special assessment policy is $62.28 per residential equivalent unit. MOTION by Cordes, second by Soderberg to close the Public Hearing. APIF, MOTION CARRIED. MOTION by Cordes, second by Soderberg adopting RESOLUTION R23-01 ordering the 2001 Seal Coat project, approving the plans and specifications and authorizing the advertisement for bids. APIF, MOTION CARRIED. c) Consider Resolution - Vacate Sanitary Sewer Easement - Bristol Square 2nd Addition - Engineering As part of the platting for the approved Bristol Square 2nd Addition, the City needs to vacate a portion of the sanitary sewer easement along the alignment of the Southeast Trunk Sanitary Sewer. The easement was acquired for the Council Minutes (Regular) March 5, 2001 Page 8 installation of the Southeast Trunk Sanitary Sewer in 1995. The easement is located along the westerly property line of the Bristol Square Development. As part of the platting of the Bristol Square 2nd Addition, the developer agreed to give the City additional easement over Outlot N for the trunk water main that was installed as part of the 2000 Trunk Water Main project. In return, the developer requested that the City vacate a portion of the sanitary sewer easement on Outlot B. MOTION by Soderberg, second by Strachan to close the Public Hearing. APIF, MOTION CARRIED. MOTION by Soderberg, second by Strachan adopting RESOLUTION R24-01 vacating the described portion of the sanitary sewer easement in the Bristol Square development. APIF, MOTION CARRIED. 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Consider 2001 Council Goal Setting Workshop Considerations - Administration Council agreed to postpone the 2001 Council Goal Setting Workshop to a future date coinciding with the appointment of the new City Administrator. b) Consider Ordinance - Charleswood PUDlRezone - Community Development Newland Communities is seeking a PUD Amendment to the Charleswood PUD to incorporate 15.42 acres of property located directly east of the easterly property line and extending to the right-of-way for Pilot Knob Road. The property is currently zoned R-l (Low Density) and would be rezoned to R-3 PUD. These parcels are remnant pieces of property that were split from the larger tracts of land during the construction of Pilot Knob Road. These parcels are currently zoned R- 1, forming a sliver between the Charleswood development zoned R-3 PUD and the Vermillion Grove and Middle Creek developments which are also zoned R-3 PUD. The developer proposes to amend the Charleswood PUD to incorporate these parcels into the R-3 PUD. The developer proposes townhome development to occur in this portion of the Charleswood development. MOTION by Cordes, second by Strachan adopting ORDINANCE 001-460 rezoning the subject property from R-l (Low Density) to R-3 PUD and amending the Charleswood Planned Unit Development. APIF, MOTION CARRIED. c) Consider Resolution - Charleswood 5th Addition Preliminary Plat- Community Development Newland Communities is seeking Preliminary Plat approval for the 5th Addition of Charleswood. The plat consists of 96 townhome units on 21 acres of land located south and east of the existing single-family lots. The common lot shown on Lot 17, Block I and Lot 9, Block 2 will be controlled and maintained by the homeowners association. Common Lot 17 needs to be corrected, the plat indicates 17 lots for the townhome units with Block 1, with Lot 1 being reserved for a future well house site for the City. The developer is not proposing any additional off-street parking within the proposed townhome development. Staff Council Minutes (Regular) March 5, 2001 Page 9 suggested that additional off-street parking be added within the private drive roadways. Currently Dakota County Highway Department controls a 120-foot right-of-way for CSAH 31; and additional 15-feet of right-of-way will be conveyed to the County during the platting of the 5th Addition. This will serve for the future widening of the roadway to four lanes and the future construction of a bike trail along both sides of the roadway. The drives stemming off of200th Street will be private roadways and be maintained by the homeowners association. Wetlands are located to the north and south of the plat with a small portion of a wetland being effected during the construction of 200th Street. The developer is proposing boulevard trees at 40-foot spacing along 200th Street. Staff proposed that additional trees be planted along the private driveways stemming off of 200th Street, and additional trees within the common areas and/or along the wetland areas to the south, replacing trees that are being removed as part of the proposed project. Councilmember Strachan asked what the value of the homes would be. Steve V olbrecht, Centex Homes, stated the based price would be $152,000 - $160,000. Councilmember Soderberg asked if an effort will be made to save trees that do not interfere with construction. Mr. Steve Juetten, Newland Communities, replied there will be a large number of trees removed for elevation to work. They will be planting new trees. MOTION by Soderberg, second by Cordes adopting RESOLUTION R2S-01 approving the Charleswood 5th Addition Preliminary PlatIPUD with contingencies as listed in the resolution. APIF, MOTION CARRIED. d) Consider Resolution - Revised Middle Creek 2nd Addition Final Plat - Community Development DR Horton and Arcon Development recently received final plat approval for 66 townhome units on one block and platted one outlot within the Middle Creek 2nd Addition. The plat is located directly east of Pilot Knob Road. The developers have determined that they would like to amend the plat from the Common Interest Community format to platting each building as a lot. In the C.I.C. type format, each unit is platted separately, thereby requiring each unit to have separate utility hookups. In a standard plat the entire building is platted as one lot and one common service for each utility is stubbed to the building. MOTION by Soderberg, second by Cordes adopting RESOLUTION R26-01 approving the revised Middle Creek 2nd Addition Final Plat contingent on the execution of a Development Contract. APIF, MOTION CARRIED. e) Consider Resolution - Tamarack Ridge 2nd Addition Development Contract - Engineering The Development Contract for Tamarack Ridge 2nd Addition was presented for Council's consideration. Conditions of approval are: a) The developer enter into this Agreement Council Minutes (Regular) March 5, 2001 Page 10 b) The developer provide the necessary security in accordance with the terms of this Agreement. The developer will be responsible for the construction of 209th Street between Trunk Highway 3 and Cantata Avenue in accordance with .rlans and specifications approved by the City. The improvements to 209 Street include water main construction. The construction of 209th Street will be completed by December 1, 2001. The developer will post a surety for said improvements by April 1, 2001. The developer will be reimbursed by the City for the 209th Street improvement costs apportioned to the residents along the south side of 209th Street. The developer will be responsible for the construction of Cantata Avenue and 208th Street between Cantata A venue and Cambodia Avenue in accordance with plans and specifications approved by the City. c) d) MOTION by Strachan, second by Soderberg adopting RESOLUTION R27-01 approving the execution of the Tamarack Ridge 2iid Addition Development contract and authorize its signing contingent upon the above conditions and approval by the Engineering Division. APIF, MOTION CARRIED. f) Ash Street Project Communication - Castle Rock Town Board - Engineering Council received a letter from Castle Rock Township's engineer summarizing the township's position on cost sharing in regards to the Ash Street project. Pond 8 is the destination pond for all the runoff from the identified Ash Street project areas. It is proposed that each area tributary to Pond 8, participate in the cost of Pond 8, based on the additional storage needed due to adding the area to the system. Each tributary area would pay their share of the costs if and when the area connects to the system and the pond is expanded to accommodate the increase inflows. It is proposed that areas west of the railroad tracks and the Fair Board area participate in the costs of the storm sewer pipe in Ash Street only to the extent that pipe needs to be upsized from the size necessary to serve the areas directly tributary to Ash Street. The Town Board recognizes that properties served by City water or sewer need to be annexed into the City. Cost and benefit is an issue between the City and those property owners that desire services and should be addressed in the annexation agreement. The Town Board is willing to enter into an agreement with the City for the payment of the Town Board's costs if the City bonds for the improvements. Engineering staffwill be meeting with the Township's engineer to review the township's proposal and determine the cost implications involved, as well as complete the draft report for review by both agencies. II. UNFINISHED BUSINESS a) Consider 19Sth Street Project Fundingffumback Settlement Agreement with Dakota County - Administration The City and Dakota County have reached a tentative agreement concerning the revocation of Akin Road and associated project funding. The agreement provides for the County to commit project funding in the amount of $267.000 to the future construction of 195th Street, while allowing the City Council the discretion to Council Minutes (Regular) March 5, 2001 Page 11 designate these same funds to public improvement costs associated with the turnback of Akin Road. Dakota County also agreed to fund the final segment of 195th Street from the point at which the first segment is determined to end to where it will connect with TH 3. In terms of project funding, the County consistent with its Highway Transportation Policies, will underwrite funding of this final segment of 195th Street which would include the railway overpass. MOTION by Strachan, second by Cordes approving the Agreement for the Resolution of Project Funding for 195th Street and the turnback of Akin Road, and designating the application of County project funding in the amount of $267,000 to the Akin Road Turnback Project. APIF, MOTION CARRIED. b) Consider Executive Recruitment Options - Administration Council was provided information regarding the executive recruitment options available for the recruitment of a new City Administrator. The first option is to forgo an external search process and interview any internal candidate who has expressed interest in the position. Option two is to utilize City staff in the recruitment process. Option three is to utilize an executive search firm to implement the process. Councilmember Verch supported option three. Councilmember Soderberg stated option two is not a good option for him. The first option promotes staff development by offering opportunities for internal promotion. Does option three do anything detrimental to that perception? Staff replied, no, any internal candidates could apply through the recruiter. Councilmember Soderberg stated as far as staff is concerned, does using an outside search firm diminish the perception of opportunities for advancement? Staff replied it could, but as long as the process is fair and the internal candidate can apply and have the same opportunity as any external candidate it mitigates that. Councilmember Soderberg supported option three. Councilmember Strachan stated the most important thing a Council does is hire a City Administrator. So much is driven by staff and the leader of that staff is a big deal. Council is always fiscally prudent, but this is a big decision and will drive the tone of the City for a long time. He supported option three. Mayor Ristow stated we receive a $5,000 reduction for using the Brimeyer Group. Councilmember Cordes stated she believes in promotion from withln and wants the full Council to be in support of that. Going out and reaffirming that we have a qualified candidate on staff by going with a search firm validates the process. She also supports option three. Mayor Ristow stated he also supports promoting from within. He hopes it is not a deterrent to external candidates to have an internal candidate. We want a good view of all candidates. He supported option three and asked if Council would use the Brimeyer Group or go out for RFP's. Councilmember Strachan stated he has talked to other officials and they have uniformly had good comments about Council Minutes (Regular) March 5, 2001 Page 12 Brimeyer. So much of the process is driven by Council. He feels very confident using that firm. Council agreed to use the Brimeyer Group. City Administrator Erar stated the direction to the Brimeyer Group should be very clear, stating this is an open process and Council has not made up their minds relative to any particular candidate. That message should be made clear by Mr. Brimeyer to any candidate. He presented a proposal to Council from the Brimeyer Group in order to move the process forward. If Council is comfortable with option three and want to use the Brimeyer Group, Council should make a motion authorizing that. MOTION by Strachan, second by Cordes to accept the Brimeyer Group. APIF, MOTION CARRIED. City Administrator Erar went through the proposal outlining the process. Mayor Ristow asked if Council could exclude Brimeyer's database and go out for a wider search. City Administrator Erar stated one advantage of going with a search firm is that they have a database with qualified candidates. They would still go out with an announcement allowing anyone to enter. Councilmember Strachan stated they may also contact people who are not applying if they fit the proposal. City Administrator Erar stated Council could request a larger selection of candidates. That would assure the pool is large enough and would mitigate a recruiter bringing you a selection of candidates of their choice. Council drives the process entirely. The fee is $15,000 in addition to expenses. The process could take until August. As this is a professional service Council is not required to go out for bids or RFP's. A Council Workshop will be held with the Brimeyer Group on March 21, 200 I. A Traffic Safety Workshop will also be held on that date. 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Council member Strachan: ALF Ambulance is interviewing paramedics for the 3rd ambulance for Farmington. Mayor Ristow: The next Council Meeting is March 19,2001, which is City Administrator John Erar's last Council Meeting. He suggested a reception be held prior to the meeting and Council agreed. 14. ADJOURN MOTION by Cordes, second by Strachan to adjourn at 10:50 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~~c~~/ Cynthia Muller Executive Assistant