Loading...
HomeMy WebLinkAbout04 - Draft October 19, 2009 Meeting Minutes 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 City Council Meeting Minutes October 19,2009 DRAFT REGULAR COUNCIL MEETING MINUTES CALL TO ORDER The meeting was called to order at 6:00 pm. Present were Mayor Haugen, Councilors Erickson, Hedberg and Millar, City Manager Boyles, City Attorney Pace, Public Works Director/City Engineer Albrecht, Finance Direc- tor Erickson, Building and Transportation Services Director Kansier, Community Development and Natural Re- sources Director Parr, Assistant City Manager Meyer and Communication Coordinator Peterson. Councilor LeMair and Administrative Assistant Green were absent. PUBLIC FORUM The Public Forum is intended to afford the public an opportunity to address concerns to the City Council. It will be no longer than 30 minutes in length and each presenter will have no more than ten (10) minutes to speak. Items to be considered on the agenda may be addressed at the Public Forum unless they have been or will be the subject of a public hearing or public information hearing at the City Council, the Economic Development Authority (EDA), the Planning Commission, or any other City Advisory Committee within the foreseeable fu- ture. Forum items are also restricted to City governmental topics rather than as a platform for private agendas. Matters that are the subject of pending litigation are not appropriate for the Public Forum. The City Council will not take formal action on Public Forum presentations. City Manager Boyles explained the concept of the Public Forum. Comments: No persons were present for the Public Forum. APPROVAL OF AGENDA MOTION BY MILLAR, SECONDED BY ERICKSON TO APPROVE THE AGENDA AS PRESENTED. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. The motion carried. APPROVAL OF MEETING MINUTES MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE THE OCTOBER 5, 2009, MEETING MINUTES AS PRESENTED. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. The motion carried. CONSENT AGENDA City Manager Boyles reviewed the items on the consent agenda. A. Consider Approval of Invoices to be Paid. B. Consider Approval of Treasurer's Report. C. Consider Approval of September and 3rd Quarter Building Permit Reports. D. Consider Approval of Animal Warden Report. E. Consider Approval of September and 3rd Quarter Fire Call Reports. F. Consider Approval of the 3rd Quarter Financial Report for the General Fund and Enterprise Funds. G. Consider Approval of the 3rd Quarter Investment Report. H. Consider Approval of Resolution 09.147 Accepting Donations and Grants to the City during the 3rd Quarter of 2009. www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 City Council Meeting Minutes October 19,2009 DRAFT I. Consider Approval of Resolution 09.138 Acknowledging that the Last 800 Feet of Sycamore Trail Meets the Recommended Criteria for a Public Street. J. Consider Approval of Resolution 09.139 Considering a Request to Amend the CJF Holdings LLC Development Contract City Project #EP06-191. K. Consider Approval of a Massage Therapy License for Kristine O'Brion. Councilor Hedberg requested removal of items 5C, Consider Approval of September and 3rd Quarter Building Permit Reports, and 5F, Consider Approval of the 3rd Quarter Financial Report for the General Fund and En- terprise Funds, for discussion. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE THE CONSENT AGENDA ABSENT AGENDA ITEMS 5C AND 5F. VOTE: Ayes by Haugen, Erickson, Hedberg, and Millar. The motion carried. Comments: Hedberg: Commented about a reduction in the financial report of approximately $320,000 in budgeted expen- ditures. Erickson: Confirmed, noting that as staff anticipated revenue shortfalls in investment income, development related revenues, and loss of State aid, reductions of $475,000 were targeted to meet the anticipated shortfall in revenues. Hedberg: Asked where the building permit revenues are expected to land. Kansier: Estimated that new single-family housing starts are expected to be around 52 or 53 permits. Com- pared to last year, that is a decrease of approximately 10-12 permits. Overall, although still low, it is not as low as we had originally suspected. Hedberg: Commented that those numbers of new homes are about 1 % per year, but the cost of operations such as salaries, energy, etc. It is remarkable that the expenditures have reduced to that extent. Erickson: Reductions earlier in the year were approximately $475,000. If all expectations remain as pro- jected, we will come in at 4% - 5% under the adopted preliminary budget. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE ITEMS 5C AND 5F AS PROPOSED. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. The motion carried. PRESENTATION Youth Appreciation Week - Optimist Club Mayor Haugen proclaimed the second week of November 2009 as Youth Appreciation Week in Prior Lake and encouraged members of the public to recognize the positive contributions of our youth. PUBLIC HEARING Special Assessment Public Hearing for the Brooksville Hills Phase II Reconstruction Project and Con. sider Approval of a Resolution Adopting the Assessment Roll for the Project. Assistant City Engineer Poppler outlined the status of the project, the assessments proposed, and the rec- ommendation of the Special Assessment Subcommittee in connection with the staff report of $6,367 per unit. Finance Director Erickson advised that the interest rate on the assessment will be 6%. Discussed methods of payment, including that full payment by November 18,2009, would not include interest. Partial payments may also be made. With no pre-payment, the assessment will be certified to the tax rolls. Discussed the de- ferred assessment policy. 2 City Council Meeting Minutes October 19, 2009 DRAFT Comments: Erickson: Asked if the interest of 6% on the deferral continues to accrue during the period the deferral is in place. J. Erickson: Confirmed that interest continues to accrue. MOTION BY ERICKSON, SECONDED BY HEDEBERG, TO OPEN THE PUBLIC HEARING AT 6:24 P.M. Ayes by Haugen, Erickson, Hedberg and Millar, the motion carried. No persons were present for the public hearing. MOTION BY ERICKSON, SECONDED BY MILLAR TO CLOSE THE PUBLIC HEARING AT 6:25 P.M. Ayes by Haugen, Erickson, Hedberg, LeMair and Millar, the motion carried. Comments: Millar: Commented that the Feasibility Report is $561 higher than the actual assessment. Asked how many people exercised an opportunity to use rain gardens. Poppler: Five Erickson: Commented that the neighborhood has been revitalized, including some home investment in im- provements. Asked about the new driveway program. Poppler: Advised that about half of the property owners completed the private driveway reconstruction. Hedberg: Asked how much lower the bid came in than estimated. Poppler: Replied that the project was $1,669,940; more than $200,000 below bid. Hedberg: Commented that the City has taken several steps to improve water quality and neighborhood aes- thetics. Streets are narrower at 28 feet and the result is a water quality initiative as well as reducing traffic speed. Haugen: Commented the lower bid not only saves the taxpayer, but promotes a renewed sense of pride in neighborhoods. Thanked staff for their communication efforts with the residents. Further commented that the 2% increase in the tax levy for 2010 is specifically dedicated to continuing the City's street reconstruction pro- gram. MOTION BY MILLAR, SECONDED BY ERICKSON TO APPROVE RESOLUTION 09.140 ADOPTING THE ASSESSMENT ROLL FOR THE BROOKSVILLE HILLS PHASE II RECONSTRUCTION PROJECT. Ayes by Haugen, Erickson, Hedberg and Millar, the motion carried. OLD BUSINESS Consider Approval of a Resolution Updating the Bylaws for the Communications and Technology Ad. visory Committee, the Community Safety Advisory Committee (CSAC), the Economic Development Advisory Committee (EDAC), the Lakes Advisory Committee (LAC), the Parks Advisory Committee (PAC), the Planning Commission and the Traffic Safety Advisory Committee (TSAC). Building and Transportation Services Director Kansier reviewed the proposed changes consistent with the recent City Council bylaws changes related to how to treat video testimony. Comments: Hedberg: Commented that it is appropriate to align the advisory committees with those of the City Council. Labored extensively over how to treat this new technology noting that this is new ground as other cities have yet to address this issue. 3 City Council Meeting Minutes October 19, 2009 DRAFT Erickson: Asked if the fact that the Communications and Technology Advisory Committee is supposed to have a minimum of five members and doesn't, should the bylaws be amended. Kansier: Advised that the committee would be valid with a vacancy. Pace: Suggested that the vacancies be filled. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE COMMITTEE BYLAWS AS PRESENTED. Ayes by Haugen, Erickson, Hedberg and Millar, the motion carried. Update on 2010 Budget Strategies City Manager Boyles reviewed the proposed budget including General Fund budget history, shortfalls, pro- posed strategies, and progress. Comments: Hedberg: Commented that City government is a business of long-term infrastructure planning for public safety, streets, water, parks, and their on-going maintenance. Believed the City is doing a great job putting programs in place so we don't leave maintenance, replacement and repair to future generations. Further commented that the condition of the streets necessitated that the program needed to be accelerated and the taxpayers deserved that service. Added that many cities purchase equipment through bonds, but Prior Lake takes a different approach and saves money for the future for both the park equipment matrix and the rolling stock matrix. Believed that the average priced home property tax, not reflecting any change in market value or tax capacity, would be less than 2%. J. Erickson: Confirmed and discussed market value adjustments. Hedberg: Discussed reductions in staffing levels commenting on furloughs and morale noting there has been a 12% reduction since 2008. Commented on the necessity for a Contingency Fund and it acting as a cash flow reserve to use between receipt of tax payments. Auditors recommend a 40-50% reserve. Thanked staff for taking on tough challenges to address shortfalls of this magnitude. Millar: Concurred with Councilor Hedberg on the efforts of staff. Commented that it gets repeated that taxes are too high, but the numbers show that this Council and staff have done a great job to preserve the City's abil- ity to pay for its long-term infrastructure and keep the City's tax rate the lowest of any City in Scott County. The City is being fiscally responsible and providing long-term value for tax dollars. Erickson: Discussed the tax rate compared to other communities and complimented staff on reducing the City's tax rate every year for the last 5 years. Haugen: Commented that the role of City government is to find long-term solutions, rather than band-aids or short-term fixes. Noted that in the recent City Council candidate forum, all candidates concurred that the 2030 Vision and Strategic Plan was probably the greatest single accomplishment of the City over the last 10 years. Taxes are about value for the dollar and the impact to the individual residents. Over the last eight years, the tax levy has risen less than the rate of inflation. Businesses respond to peaks and valleys in performance. Our City budget has done the same to make investments at times of rapid revenues and reductions in times of flat growth. Commented on a reduction in City staff of 12% over the last couple of years and how residents need to understand that those are more than just numbers. It impacts the employees and the citizens' service levels. Spoke of significant infrastructure investments - City Hall, Police Station, Fire Station, Water Treat- ment Plant - all while decreasing tax rate. MOTION BY HEDBERG, SECOND BY MILLAR TO APPROVE THE BUDGET REPORT. Ayes: Haugen, Erickson, Hedberg, and Millar, the motion carried. 4 City Council Meeting Minutes October 19, 2009 DRAFT NEW BUSINESS Consider Approval of a Resolution Authorizing the Mayor and City Manager to Enter into a Cooperative Agreement with the Metropolitan Council for the Purchase of Buses as Part of the Jobs Access Re. verse Commute Grant. Building and Transportation Services Director Kansier summarized the purpose of the agenda item and explained the reverse commute grant ($436,000) the City received for the BlueXpress commuter bus service. The local share is 20% of the capital portion of the grant (funds to acquire commuter bus) and 50% of the op- eration costs. Prior Lake took the lead on the project. This agreement lays out the City's obligations with the Met Council as they act as the purchasing authority for the new bus. The City of Shakopee and Prior Lake will split equally the matching funds required under the grant. Comments: Erickson: Commented that the City has these funds available because it opted out of the Minnesota Valley Transit Authority many years ago. If the City was not an opt-out provider of service, the City would not receive any funding. Partnering with Shakopee will allow the City to leverage transportation funds and target service where it is most needed. and believes service levels exceed those available to Prior Lake when it was part of the regional system. Kansier: Confirmed. Hedberg: Noted that leveraging the transit funds collected by the State through motor vehicle excise tax al- lows us to provide better services, off-set operating costs, and insulate the taxpayer. MOTION BY HEDBERG, SECONDED BY ERICKSON TO APPROVE RESOLUTION 09.141 AUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO A COOPERATIVE AGREEMENT WITH THE METROPOLITAN COUNCIL FOR THE PURCHASE OF BUSES AS PART OF THE JARC GRANT. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. The motion carried. Consider Approval of a Resolution Authorizing the Mayor and City Manager to Enter into a Memoran. dum of Understanding with the City of Shakopee for the Reimbursement for Bus Services as Part of the JARC Grant. Building and Transportation Services Director Kansier summarized that this action will put a memorandum of understanding in place so that Shakopee shares equally the local match required by the grant award. Comments: Hedberg: Commented that this is only possible because of Jane's efforts to solicit the grant. MOTION BY MILLAR, SECONDED BY HEDBERG, TO APPROVE RESOLUTION 09.142 AUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO A MEMORANDUM OF UNDERSTANDING WITH THE CITY OF SHAKOPEE FOR THE REIMBURSEMENT FOR BUS SERVICES AS PART OF THE JARC GRANT. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. The motion carried. Consider Approval of Resolutions Making Appointments to: 1)Community Safety Advisory Committee, 2) Communications and Technology Advisory Committee, 3) Lakes Advisory Committee, and 4) Plan. ning Commission. City Manager Boyles reviewed the process and each of the recommended appointments. Comments: None. 5 City Council Meeting Minutes October 19, 2009 DRAFT MOTION BY HEDBERG, SECONDED BY MILLAR, TO APPROVE RESOLUTION 09.143 APPOINTING PATRICK DOUGHERTY TO THE COMMUNITY SAFETY ADVISORY COMMITTEE. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. The motion carried. MOTION BY ERICKSON, SECONDED BY HEDBERG, TO APPROVE RESOLUTION 09.144 APPOINTING JIM ANDERSON TO THE COMMUNICATIONS AND TECHNOLOGY ADVISORY COMMITTEE. VOTE: Ayes by Haugen, Erickson, Hedberg, and Millar. The motion carried. MOTION BY MILLAR, SECONDED BY HEDBERG, TO APPROVE RESOLUTION 09.145 APPOINTING JAMES STREEFLAND TO THE LAKES ADVISORY COMMITTEE. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. The motion carried. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE RESOLUTION 09.146 APPOINTING G. BRYAN FLEMING TO THE PLANNING COMMISSION. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. The motion carried. Consider Approval of an Ordinance Amending Section 902 of the Prior Lake City Code with Respect to Snowmobile Use on Certain Streets. Public Works Director Albrecht reviewed the proposed changes to the ordinance to allow snowmobiles on the park access road in designated areas located within Sand Point Park so that snowmobiles can legally trav- erse from the lake access to Crest Avenue. Comments: Erickson: Commented that the Snowmobile Task Force has been a win-win effort by the City, the clubs and the County from a cooperation, improvement and enforcement perspective. MOTION BY HEDBERG, SECONDED BY MILLAR TO ADOPT ORDINANCE 109.13 AMENDING SECTION 902 OF THE PRIOR LAKE CITY CODE WITH RESPECT TO SNOWMOBILE USE ON CERTAIN STREETS. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. The motion carried. OTHER Community Events Haugen: Prior Lake Rotary will host Boogie Wonderland at the Wilds on Friday, October 30. Hedberg: The YMCA hosted its grand opening last Saturday. Haugen: Added that the Rotary will host the annual firefighter appreciation dinner on October 29. Noted the recent passing of former Spring Lake Township Board member and SCALE member Gene Berens adding that SCALE will present a proclamation to Gene's family at the Board meeting on Thursday. ADJOURNMENT With no further comments from Council members, a motion to adjourn was made by Millar and seconded by Hedberg. With all in favor, the meeting adjourned at 8:15p.m. Frank Boyles, City Manager Kelly Meyer, Assistant City Manager 6