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HomeMy WebLinkAboutDraft December 7, 2009 Meeting Minutes City Council Meeting Minutes December 7, 2009 DRAFT CALL TO ORDER The meeting was called to order at 6 pm. Present were Mayor Haugen, Councilors Erickson, Hedberg, le- Mair and Millar, City Manager Boyles, City Attorney Girouard, Public Works Director/City Engineer Albrecht, Assistant City Engineer Poppler, Fire Chief Hartman, Finance Director Erickson, Building and Transporta- tion Services Director Kansiier, Police Chief O'Rourke, Assistant City Manager Meyer, Communications Coordinator Peterson and Administrative Assistant Green. 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 Eco- nomic Development Authority (EDA), the Planning Commission, or any other City Advisory Committee within the foreseeable future. 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 person stepped forward.to speak. APPROVAL OF AGENDA City Manager Boyles requested removal of the presentation item about Scott County IT Collaboration. MOTION BY MillAR, SECONDED BY lEMAIR TO APPROVE THE AGENDA AS MODIFIED. VOTE: Ayes by Haugen, Erickson, Hedberg, leMair and Millar. The motion carried. APPROVAL OF MEETING MINUTES MOTION BY lEMAIR, SECONDED BY HEDBERG TO APPROVE THE NOVEMBER 16, 2009, MEETING MINUTES AS PRESENTED. VOTE: Ayes by Haugen, Erickson, Hedberg leMair and Millar. The motion carried. CONSENT AGENDA City Manager Boyles revi~wed the items on the consent agenda. A. Consider Approval of Invoices to be Paid B. Consider Approval of ~ Resolution Authorizing the Relocation of a Picnic Shelter. C. Consider Approval of Resolution 09.160 Authorizing a Banking Services Agreement with US Bank for 2010 - 2013. D. Consider Approval of Resolution 09.161 Approving a Joint Powers Agreement and Membership in the Southwest Metro Drug Task Force in 2010. www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 City Council Meeting Minutes December 7, 2009 DRAFT E. Consider Approval of IRe solution 09.162 Authorizing the Mayor and City Manager to Enter into an Agreement with the S~ott Soil and Water Conservation District for the 2010-2012 Scott County Joint Storm water Education Program. F. Consider Approval of IRe solution 09.163 Accepting Grant Funding of $1 ,700 from the Minnesota De- partment of Labor and Industry and Authorizing the Purchase of One ADDCO Vehicle Mounted Mes- sage Board and Auth(>rizing the Purchase Thereof. G. Consider Approval of IRe solution 09.164 Authorizing Full and Final Payment to S.M. Hentges and Sons Inc for the 2008! Street Improvement Project (Brooksville Hills City Project #08-011). H. Consider Approval of IRe solution 09.165 Accepting Bids, Awarding Contract, and Authorizing the Mayor and City Manager to Execute a Contract on Behalf of the City for Custodial Services with ISS Facilities Services fori Municipal Buildings for the Period of Jan 1,2010 through Dec 31, 2012. I. Consider Approval of IRe solution 09.166 Appointing to the Lakes Advisory Committee and Resolution 09.167 Appointing P~rsons to the Economic Development Advisory Committee. J. Consider Approval of IRe solution 09.168 Ratifying the 2009-2011 Collective Bargaining Agreement Between the City of Rrior Lake and Minnesota Teamsters Public and Law Enforcement Employees Un- ion Local 100 Repres~nting Police Sergeants. K. Consider Approval of IRe solution 09.169 Authorizing Full and Final Payment to S.M. Hentges and Sons Inc. for the Ida <Circle Street Improvement Project (City Project # 06-011). L. Consider Approval of IRe solution 09.170 Authorizing the Mayor and City Manager to Enter Into an Amendment to the Cqoperative Agreement with the Metropolitan Council for the Purchase of a Bus as Part of the Jobs Access Reverse Commute (JARC) Grant Funds. M. Consider Approval of!Resolution 09.171 Authorizing the Mayor and City Manager to Sign an Agree- ment Authorizing Re~ssignment of the Tax Increment Financing Agreement for District 3-1. N. Consider Approval of IRe solution 09.172 Approving an Amendment to the Bylaws for the Economic Development Advisory Committee (EDAC). Councilor Hedberg reque$ted removal of item 5B from the Consent Agenda. MOTION BY MILLAR, SEOONDED BY LEMAIR TO APPROVE THE CONSENT AGENDA AS MODIFIED. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Hedberg: Understands the need to move the picnic shelter from its current location due to erosion. Sug- gested that the shelter be relocated to a park that has been identified as needing a shelter in the Capital Improvement Program (CIP) such as Northwood or Howard Lake parks. Also suggested that as an alter- native to that, a shelter for Watzl's Beach should be included in the CIP. Albrecht: Asked if Council concurs with moving the shelter due to safety issues with it as it will require expenditure of funds. Not~d the erosion issues are recently developed so relocation of this shelter has not been included in the most necent CIP process. Requested to be given at least the authorization to remove and store the shelter. Hedberg: Asked if additiomal costs will be incurred for storage. Albrecht: Replied that, fram a cost standpoint, it will have to be taken down anyway. Erickson: Asked if the Parks Advisory Committee (PAC) should make a recommendation. Hedberg: Believes it should be sent back to PAC for recommendation of placement in the CIP. leMair: Agreed the CIP process should be followed. Added that he would like see a shelter at Watzl's so people could park boats and get off the lake in the event of storms. Believes Watzl's is the right location for this shelter and the process for approving that needs to be followed. 2 City Council Meeting Minutes December 7, 2009 DRAFT Millar: Concurred there should be a shelter at Watzl's and the process of referring it to the PAC for their recommendation of inclusion in the CIP should be followed. Added that it should be recognized that if the shelter were moved to Northwood Park, which is in the 2012 CIP, it could reduce costs for that year's CIP by $15,000 - $20,000. Haugen: Concurred with comments that it makes sense to put it at Watzl's believing usage there would be significant. Cannot say it would have higher priority than placing a shelter at Northwood Park. Asked what additional cost there would ibe to store it rather than move it. Albrecht: Replied that it will be about $3,000 to disassemble and reassemble. Storage would be at the maintenance center. The PAC has already recommended that the shelter be moved to Watzl's, but it should be referred back to them to consider the other parks. MOTION BY HEDBERG, SECONDED BY ERICKSON TO DIRECT STAFF TO DISASSEMBLE THE SHELTER, STORE IT OVER THE SUMMER AND BRING THE ISSUE OF WHERE IT SHOULD BE LOCATED AS WELL AS THE NEED FOR A SHELTER AT WA TZL'S TO THE PARKS ADVISORY COMMITTEE FOR CONSIDERATION FOR THE NEXT CAPITAL IMPROVEMENT PLAN. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Albrecht: Commented that the CIP adopted in Mayor June will be for 2011 and beyond. Suggested that the PAC could evaluate all of the park options and bring a recommendation back to the Council for ways to fit it into next summer's work. Haugen: Stated that would be a modification of the 2010 CIP. MOTION BY HEDBERG, SECONDED BY MILLAR TO AMEND THE ABOVE MOTION TO DIRECT THE PARKS ADVISORY COMMITTEE TO MAKE RECOMMENDATIONS FOR THE RELOCATION OF THE PARK SHELTER THAT COULD BE CONSIDERED AS AN AMENDMENT TO THE 2010 CAPITAL IMPROVEMENT PROGRAM. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. PRESENTATION City Communication Report Communications Coordinator Peterson spoke of publications, newsletters and advances on the Web- site. Compared the Wavelength to other cities in respect to newsletter distribution, frequency and cost. Redesigned nearly all brochures this year. Initiated social media offerings Twitter and Facebook. Demon- strated an online video player called Camtasia that will allow indexing of online videos. Comments: Millar: Queried about the 90% publication statistic for most cities. Peterson: Replied that 10% of the cities are communicating with email only and Prior Lake uses both email and publications. Millar: Commented that the Camtasia software is impressive. Hedberg: Concurred, stating he has been eager for an indexing component that allows people to go di- rectly to sections of the meeting they are interested in. Clarified that the total additional cost is $250. Peterson: Affirmed that it is $250 for the Camtasia software. Hedberg: Commented Onl the $45,000 average cost for Minnesota cities' publications and asked what Prior Lake's total budget is compared to that amount. Peterson: Replied that the four Wavelengths come to $8,000 and with annual the Recreation Department edition the total rises to $12,500. 3 City Council Meeting Minutes December 7,2009 DRAFT Hedberg: Asked what the profile is for cities responding to that survey and whether they were big. Peterson: Replied that th~ largest city responding was about 45,000 residents. Hedberg: Encouraged evaryone to look for the 2030 Vision and Strategic Plan document in the Prior Lake American on January 2. Commented that it is the precursor to the comprehensive plan which guides planned use and development and was developed during the critical planning processes that involve hun- dreds of people setting direction for the City. leMair: Concurred with Milllar and Hedberg comments and looks forward to seeing the 2030 Vision and Strategic Plan continue. Erickson: Asked about the status of email notifications. Peterson: Replied the City has a database of 1,233 email addresses including distribution of the News- wire, road construction bulletins, Club Prior updates, etc. Commented that this does not reach everyone in an emergency, but emergency notifications can also be placed on the cable channel; and Facebook and other social networking sites are good for notifying people quickly. Erickson: Commented that our Webcasting costs are effective compared to other cities. Haugen: Stated it is important to look at the demographics of who is using the different methods of receiv- ing information and be sensitive to each kind of users so we do not eliminate communication to some com- ponent of our citizens. Noted that SCALE is initiating some of the communications activities that Prior Lake provided leadership on. Complimented Peterson on job well done. Spoke of the value of the 2030 Vision and Strategic Plan and having people involved in the process of developing it. MOTION BY HEDBERG, SECONDED BY LEMAIR APPROVING THE COMMUNICATIONS REPORT. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Status Report of Social Host Ordinance in Scott County Police Chief O'Rourke reported that social host ordinance has been enacted in all cities in Scott County except Elko New Market and it plans to consider such ordinance in early 2010. Commented on last week- end's Star Tribune article about social host ordinances. Prior Lake has used its social host ordinance in six instances. Comments: leMair: Commented that he supported passing it, although he had reservations about individual rights at one's home, and has observed a lot of support for it. Believes we need to create a culture that is positive for our kids and enforcing this ordinance tells kids that this is the expectation. Erickson: Asked if Scott Oounty has passed such an ordinance. O'Rourke: Affirmed adding that other cities in the County waited for County and Township buy-in before passing. Erickson: Asked if County passage became automatic law for the cities in the County. O'Rourke: Replied it would not since cities have their own enforcement. Erickson: Asked how this :information has been communicated throughout the county and townships. O'Rourke: Replied that it is on Websites; in the Prior Lake American and Star Tribune, and has been pub- lished in the other media described in the Communication Coordinator's report. Millar: Asked if the ordinance would apply to a party held on someone's land. O'Rourke. Replied that it would and gave an example of a bonfire at outdoor party stating that the person hosting the party whether inside or outside is responsible. Hedberg: Commented on people's concerns about this ordinance being an invasion of privacy and stated that he believed it to be important that this ordinance not just be enacted for Prior Lake, but should have a broader base. That has been accomplished. Thanked the Community Safety Task Force, Mayor Haugen 4 City Council Meeting Minutes December 7, 2009 DRAFT and SCALE for taking up this important issue as well as County Attorney Ciliberto and Commissioner Mar- schall who were advocates:to address the County's community-wide initiative. Haugen: Concurred that tl1le spread of the social host laws is a positive thing and is an important compo- nent to a safe and healthy environment. Thanked the Community Safety Task Force and its Chairperson Spitzmueller and the SCALE relationships that made it happen throughout the County. MOTION BY MILLAR, SECONDED BY ERICKSON TO ACCEPT THE REPORT. VOTE: Ayes by Haugen, Srickson, Hedberg, LeMair and Millar. The motion carried. PUBLIC HEARING 2010 Truth in Taxation Hearing. City Manager Boyles explained the tax cycle in Minnesota with its opportunities for citizens to appeal valuations on their propert~ and discuss the City's budget. Reviewed the General Fund, Water and Sewer, Water Quality and Equipment Replacement budgets and tax levies. Noted that the City budget is only 29% of a citizen's total tax bill. [Described the strategies used to meet budget constraints (expenditure cuts, per- sonnel adjustments, reduction of services, etc.). Explained what the enterprise funds are and how they are used. Comments: Millar: Asked if negotiatiol1ls with labor unions would be finalized before this budget takes effect. Boyles: Replied that the budget amount would be the same. W. Erickson: Queried whether the tax impact on a home example in the presentation is conditioned upon whether no new homes are added to the tax rolls. Boyles: Replied that the f~cus of the example is the reflection on the General Fund. W. Erickson: Clarified thal if the City levies the same amount of money, an individual's tax amount would not increase as much if thei community grows because there are more properties to share the cost. J. Erickson: Affirmed thatladding value from new construction and keeping the levy constant would mean that the tax rate would go down. leMair: Asked if there is a specific neighborhood for which the street reconstruction monies have been designated. ' J. Erickson: Replied that the $170,000 referred to is for debt service for reconstruction projects that are already completed on bon~s issued in 2009 and earlier. Hedberg: Clarified that the first $70,000 of the tax levy increase will be paid by new properties that are just going on the tax rolls. J. Erickson: Affirmed. MOTION BY LEMAIR, SE~ONDED BY HEDBERG TO OPEN THE TRUTH IN TAXATION PUBLIC HEARING. VOTE: Ayes by Haugen, erickson, Hedberg, LeMair and Millar. The motion carried and the public hearing opened at 7:46 p.m. Comments: Steve Kopetzki, 3845 IslaM View Circle, asked if streets and roads are taken care of as part of the Gen- eral Fund. Dave lomax, 16690 Lyons Avenue, commented that his taxes have doubled in ten years. Questioned whether the increases will ever stop. 5 City Council Meeting Minutes December 7, 2009 DRAFT John Gorra, 14133 Shady Seach Trail, believes the City has not yet confronted what it will have to do over the next five years. Commented that the State is losing revenue stream and so is the City. Believes it is creative to connect salariesi of employees fulfilling fee-based system operations to those budgets. Stated that the State mandates th~t properties be at 95% of valuations and believes that the City is not following that and it removes the abillty for people to protest their valuations. Would like to see the City and the League of Minnesota Citiesi go after the Metropolitan Council about the sewer rates. Commented that tak- ing the "bottom rung" of employees and reducing them to part-time to regain cost of benefits causes loss of health insurance which is h~ge to the individual, but is not a big gain to the City. Michael C. Gresser, 14145 Shady Beach Trail, believes the timing is wrong to hire a full-time fire chief since building construction Is down and the population is suffering layoffs. Suggested that volunteers could help a part-time fire chief fullfill some of the required tasks. Believes there is a large amount of unreserved funds and questioned why taxes are being raised rather than using those funds. Believes Shady Beach Trail can be resurfaced for $450,000 and thereby save $2 million in street reconstruction monies. Believes the cost of City government should be cut by cutting the salaries and fringe benefits of people at city hall. MOTION BY LEMAIR, SECONDED BY ERICKSON TO CLOSE THE TRUTH IN TAXATION PUBLIC HEARING. VOTE: Ayes by Haugen, E1rickson, Hedberg, LeMair and Millar. The motion carried and the public hearing closed at 8:05 p.m. Comments: Haugen: Reiterated that $~ 70,000 of the money for street reconstruction is to repay debt service for pro- jects already completed; and the City is impacted by deficits at the State and has planned for unallotment of the market value homestead credit in 2010. Suggested to Lomax that he speak with the assessor about home valuation suggestingithat it is appreciation of his home's valuation that has caused his taxes to go up since the tax rate has been! going down. Boyles: Responded to the comment about strategies to address financial issues in the next five years stat- ing that the greatest challemge with the General Fund budget is personnel costs. Noted that city govern- ment is a service industry and therefore labor intensive. Spoke of the layoffs that have already taken place and conversations that hav~ been held with different bargaining units. Explained that the long-term finan- cial plans that are in place will show where there is exposure for inflationary pressures, debt service, fuel costs, etc. so that planning jcan be done proactively rather than reactively. Mike Thompson, Scott County Assessor's Office, addressed the comment regarding valuation of homes stating that assessdrs are required to adjust values to fall between 90 and 105% and if that is not done, the State can come ih and demand uniformity. Stated that Prior Lake has never had a mass adjust- ment because the State's mandate is being followed. Commented that it may seem that valuation may not reflect what a home might $ell for today and explained the two-year lag time that occurs between valuation and tax assessment. Boyles: Responded to cOllTlments stating that the Council would direct staff according to its wishes regard- ing confronting the Metrop~litan Council about sewer rates. The full-time fire chief is a 2009 budgeted item and is an essential position. Spoke of the number of hours currently expended in the fire chief position and the responsibilities the fire chief will fulfill. Stated there are many cooperative efforts underway with the SMSC, but a shared fire cHief position has never been discussed. Addressed unreserved fund balances explaining that enterprise fonds are dedicated to infrastructure improvements, debt services funds are re- stricted to making payments on debt, and the general fund is intended to provide cash flow for operations throughout the year. 6 City Council Meeting Minutes December 7,2009 DRAFT Albrecht: Addressed the Qomment about the overlay of Shady Beach Trail explaining that a $700,000 pro- ject is planned for 2010 that will involve overlays in several neighborhoods, not just Shady Beach Trail. Boyles: Responded to comments to cut the costs of government by cutting people, wages, and fringes by stating that ten positions have been cut since 2008 and wage freezes and furloughs have been enacted for 2010 in addition to cutting ~nother 5.5 seasonal positions. Hedberg: Asked Thompsdn to speak about the about County Assessor's efforts to review alllakefront and commercial properties so they are assessed within 90-105% of current market. Thompson: Replied that the entire City was appraised during 2007 and 2008 which found that lakeshore properties were the most below accurate valuation. The Limited Market Value Phase Out affected lake- shore properties the most. Hedberg: Reiterated that 1ionight's meeting is about the tax levy and the budget that requires the tax levy. Explained that a valuation gap came about when accessibility to the metro became better and made the lake values here more comparable to the metro lake values. Limited Market Value legislation constrained how much the values could go up for tax purposes which led to a growing gap between the assessed value and the true value. Now that legislation has expired and the assessors made a concerted effort to bring assessments up to date. Lakeshore owners were not paying consistent taxes and are now experiencing a fairly rapid catch-up. Spoke of the 2% tax increase that is designated for road reconstruction. Albrecht: Commented that the Council will be approving projects proposed to be done in 2010 and debt undertaken in 2010 will be paid beginning in 2011. Debt service payments in 2010 will be for projects com- pleted in the previous ten Y!3ars. Hedberg: Stated that the City had fallen behind on street reconstruction to have streets safe, attractive and supporting property values. The City has accelerated the plan during the past two years and is devel- oping plans for a cycling program of reconstruction every 30 years. The money generated from this year's 2% tax increase is going back into the community and will be paid out to contractors that provide jobs. leMair: Expressed empathy with the individuals who spoke commenting he sometimes feels frustrated with the speed of movement of government, but noted that changing its course is not as easy as in private industry. Commented that the City has a budget that is high in personnel costs, but much of that cost is for contracts that were negotiated a number of years ago and they have been trying to change the contracts as they come due. Stated that Prior Lake has the lowest level ratio of full time employees in the County and the ten positions cut have a significant impact. Added that services the City provided in the past perhaps shouldn't have been assumed by the City and will now have to be paid for by the users. Commented on the assessed values of commercial properties noting that those properties also get to see their tax dollars at work and by reinvesting In the community, it protects their commercial investments. Is of the opinion that taxes will stabilize in the next few years. Stated that much has invested in street reconstruction and new buildings in the past seven years and if that had been done over the years, the cost could have been spread out. Believes the Oity will not see that kind of debt increases as much in the future. Expressed concern about filling the full-time fire chief position at this time, but noted that it is in the budget. Erickson: Expressed sup~ort for the budget explaining that despite the revenue from the State being unal- loted, the City has lowered iits overall budget for the year by $356,000 with no increased levy for operating costs and only 2% increas~ for infrastructure. Stated that Prior Lake has the lowest tax capacity rate in the County and has the highest taxes for referendums which means the taxpayers made the decision. Stated that one of the largest increases in the budget is for the Transit Fund and that money is given to us by the Metropolitan Council and is collected from consumer taxes such as license fees. Noted that Prior Lake is a member of the League of Minnesota Cities and is pooling its resources with other metro cities to enact Met- ropolitan Council revisions. Believes it is time to fill the full-time fire chief position as the City has a large investment in equipment and facilities and it is necessary to have professionalism in that position. The training and expertise required to do it is not available with the general public. 7 City Council Meeting Minutes December 7,2009 DRAFT Millar: Concurred with the :full-time fire chief position stating it is a safety issue and that the townships had an expectation of a full time fire chief when they negotiated the agreement for services. Haugen: Believes that tax increases can be anticipated for a long time. Needs such as street plowing, pro- tecting the natural environrment, creating a safe environment for youth and providing police and fire protec- tion continue to grow. Stated the City cannot cut people like a business can when its product is no longer needed. Spoke of commuhity pride and investments made such as buildings, wells, infrastructure, etc. stating that people want a return on these investments and a quality lifestyle. The City has been fiscally prudent, has the lowest number of employees per capita, has tried to create a return on investment, has invested in parks for the future and worked on equalization and fairness in valuations. Concurs with filling the full time fire chief position as it was provided for in the 2009 budget, and even one catastrophe occur- ring because something had not inspected would not be worth saving the money in the budget. Hedberg: Agreed that hard times may just be beginning but believes it is in our favor that the City has al- ready planned for a 2010 uhallotment from the State; and growth hasn't stopped. Stated there are 600 lots developed and ready for new construction and we will get back to new development which will grow reve- nue. Feels hopeful that people placed on furloughs can be restored and services can be kept as intact as possible until growth rebounds. MOTION BY HEDBERG, SECONDED BY MILLAR TO DIRECT STAFF TO PLACE THE TAX LEVY AND BUDGET ON DECEMBER21, 2009 CITY COUNCIL AGENDA FOR FINAL ACTION. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. OLD BUSINESS Mayor Haugen announce~ that the next two agenda items would be taken in reverse order. Consider Approval of an prdinance Amending Section 701 of the Prior lake City Code with Respect to Maintenance of Private Streets. Public Works Director AI~recht explained the proposed ordinance that describes private streets and maintenance in conjunction with them, as well as a process that residents could use to request a change of their street from private to public. Comments: Millar: Will support. Hedberg: Asked if all private streets have been indicated on the City map. Albrecht: Replied that the:only change is that Sycamore is now a city street all the way to its terminus. Erickson: Asked if any of the streets listed as private will have changed maintenance. Albrecht: Replied that the,only changed maintenance schedule is on Sycamore. leMair: Will support. Haugen: Will support. MOTION BY ERICKSON, $ECONDED BY HEDBERG TO APPROVE ORDINANCE 109-14 AMENDING SECTION 701 OF THE PRIOR LAKE CITY CODE WITH RESPECT TO MAINTENANCE OF PRIVATE STREETS. VOTE: Ayes by Haugen, Srickson, Hedberg, LeMair and Millar. The motion carried. Consider Approval of Fo~r Resolutions Related to the 2010 Improvement Project: 1. Resolution 09-173 Accepting the Feasibility Report and Scheduling a Public Hearing to Con- sider the 2010 Improvement Project; 8 City Council Meeting Minutes December 7, 2009 DRAFT 2. Resolution 09.174 Ac~epting Proposals and Authorizing the Mayor and City Manager to Execute the City's Standardiz~d Contract for Professional Services with BRKW Appraisals Inc. for Real Estate Appraisal Se~ices; 3. Resolution 09.175 Approving Parking Restrictions on County State Aid Highway; and 4. Resolution 09.176 Approving the Design and an Amendment to the Cooperative Agreement with Scott County for the County State Aid Highway (CSAH) 12 Reconstruction Project SAP 70.612. 10. Assistant City Engineer Aoppler provided the history of project since approval of layout and design in 2004 to the proposed completion in 2011. Described proposed improvements of curb and gutter, storm sewer pipe, sanitary sewer!and water main, increased street width, new pavement, sidewalks and trails and street lighting. Described water quality features of the project. Stated that the Prior Lake-Spring Lake Wa- tershed District will grant 5~ percent of the cost of water quality projects in Northwood and Sunset Hills parks. Will be offering urban reforestation and driveway reconstruction programs. There are 91 parcels on this project. Assessment Review Committee met and determined which properties would be included in the project. Explained funding from all sources and indicated the anticipated unit assessment will be $3,434. A public hearing is planned for January 19, 2010. Comments: Erickson: Queried the ap~ropriateness of recusing himself as he has property within this project area. Girouard: Affirmed that th~ City Council bylaws require abstention when there is actual or apparent con- flict of interest and it would ibe prudent and consistent for Erickson to recuse himself from discussion and voting on these topics now:as well as at the public hearing on January 19, 2010. leMair: Commented that ~his project was one of the most controversial issues in 2004 and various parts of it have been voted on many times since. Voted in favor of it six years ago believing the City needs a safe road and sidewalk in that area. Cannot safely get to a school or park using this roadway. Asked if pro- posed costs shown are stmfrom 2004 and 2005 pricing. Poppler: Replied the costs are current projections and include more storm water, sanitary sewer and wa- termain costs than originally planned. leMair: Believes projects are getting better bids now than in 2004 and wondered if there are costs savings from that time. Poppler: Believes the County factored in some of those cost savings with the assessments. leMair: Will support. Glad the sidewalk/trail will be wider. Noted that parts of the roadway that are fin- ished now need enforcement because people are parking inappropriately. Millar: Asked why residents on Creekview Circle will be included in the assessments. Poppler: Replied that those parcels will receive a benefit as the only access to their property is from CR 12. They will also have improved sanitary sewer and watermain and their driveway/street will be repaired. Millar: Asked if the project will provide improvement for their property values. Poppler: Replied that one!of the appraisals will be done on Creekview Circle so the City will know what the benefit is on these parcels. Millar: Stated he is happy ito see the proposed assessment amount. Poppler: Agreed it is lower than usual due to the large number of properties involved and the financing for this project. Hedberg: Believes the Cr~ekview Circle properties will have an increased value to their properties with the reconstructed sewer lines and paving. Agreed this project has been controversial for a long time, but it is a main corridor for that part of the City and is essential to the upgrade of a County road. Will support. Re- quested clarification of the sidewalk/trail on north side where it goes from eight-foot wide trail by Monroe to a five-foot wide sidewalk, 9 City Council Meeting Minutes December 7,2009 DRAFT Poppler: Replied that area could be widened to six feet. Hedberg: Asked if there iSI any possibility of making the sidewalk narrower on the south side to allow for greater width on the north side. Poppler: Replied that five feet is the current standard for a sidewalk and the center line of the design is set. If the south side sidewalk were reduced, it would not gain more on the north side. Hedberg: Expressed understanding that the City would be liable for significant costs to the County if changes were made now. Haugen: Noted that the sidewalk issue was one of the controversies with the residents about the project and agreed that the greatest width available for the north side would be preferable. MOTION BY MILLAR, SEOONDED BY HEDBERG TO APPROVE RESOLUTION 09-173 ACCEPTING THE FEASIBILITY REPORT AND CALLING FOR A PUBLIC HEARING TO BE HELD ON JANUARY 19, 2010, ON THE 2010 IMPROVEMENT PROJECT. VOTE: Ayes by Haugen, Hedberg, LeMair and Millar. Erickson is recused. The motion carried. MOTION BY MILLAR, SEOONDED BY HEDBERG TO APPROVE RESOLUTION 09.174 AUTHORIZING BRKW APPRAISALS INC. TO PROVIDE REAL ESTATE APPRAISAL SERVICES FOR THE 2010 CONSTRUCTION PROJECT. VOTE: Ayes by Haugen, Hedberg, LeMair and Millar. Erickson recused. The motion carried. MOTION BY MILLAR, SEOONDED BY HEDBERG TO APPROVE RESOLUTION 09-175 APPROVING PARKING RESTRICTIONS ON COUNTY STATE AID HIGHWAY (CSAH) 23 BETWEEN ONE MILE EAST CSAH 17 TO 0.4 MILES WEST OF TH 13 SAP 70-621-23. VOTE: Ayes by Haugen, Hedberg, LeMair and Millar. Erickson recused. The motion carried. MOTION BY MILLAR, SEOONDED BY HEDBERG TO APPROVE RESOLUTION 09-176 APPROVING THE DESIGN AND AN AMENDMENT TO THE COOPERATIVE AGREEMENT WITH SCOTT COUNTY FOR THE COUNTY STATE AID HIGHWAY (CSAH) 12 RECONSTRUCTION PROJECT SAP 70-612-10. VOTE: Ayes by Haugen, Hedberg, LeMair and Millar. Erickson recused. The motion carried. NEW BUSINESS Consider Approval of a Resolution Accepting the City of Prior lake Street Maintenance Policies. Streets and Utilities Sup$rvisor Eldred described the new policy stating that it incorporates the former street maintenance, trails and sidewalk, street sweeping, sign and winter maintenance policies. Explained that it will be used for training new staff and providing guidelines for budgeting and maintenance activities. Reviewed proposed changes to winter maintenance. Comments: MOTION BY LEMAIR, SECONDED BY MILLAR TO APPROVE RESOLUTION 09-177 ACCEPTING THE CITY OF PRIOR LAKE STREET MAINTENANCE POLICIES. Hedberg: Asked if the new chemical mix will get a try out this week. Eldred: Affirmed that it will be out when the snow is starting to fall. Millar: Asked about Cartegraph software. Eldred: Replied that it is an asset management software and will provide information on costs of opera- tions. Erickson: Asked if the City is still using a sugar cane molasses mix. 10 City Council Meeting Minutes December 7, 2009 DRAFT Eldred: Replied that six different products are used and staff is experimenting with the mix of them. Erickson: Commented on 'leaving snow on one side of the roadway between CR 42 and Sand Point for snowmobilers. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. OTHER Community Events leMair: Stated there is a wrestling tournament at Prior Lake High School this weekend. Erickson: Commented that it is Remembrance Day today in commemoration of Pearl Harbor. December 19 is the day of the Fire Department Christmas party. Boyles: Stated that the last City Council meeting of the year will be on December 21 and it will be fol- lowed by a reception for the outgoing mayor, councilmember and seven advisory committees. Millar: Stated he cannot be at the next Council meeting and thanked Mayor Haugen and Councilor LeMair for their service listing a number of infrastructure improvements and purchases for park land. Noted they made hard decisions honorably and with integrity and thanked them for their time and hard work. ADJOURNMENT With no further comments from Council members, a motion to adjourn was made by Hedberg and sec- onded by Erickson. With all in favor, the meeting adjourned at 10:25 p.m. Frank Boyles, City Manager Charlotte Green, Administrative Asst. 11