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HomeMy WebLinkAboutDraft Dec 20, 2010 minutes�, 04 PLO ti U 4646 Dakota Street SE Prior Lake, MN 55372 REGULAR CITY COUNCIL MEETING MINUTES December 20, 2010 CALL TO ORDER The meeting was called to order at 6:00 p.m. Present were Mayor Myser, Council members Erickson, Hed- berg, Keeney and Millar, City Manager Boyles, Public Works Director Albrecht, Assistant City Engineer Poppler, Finance Director Erickson, Building and Transit Services Director Kansier, Community Develop- ment and Natural Resources Director Parr, Police Chief O'Rourke, Assistant City Manager Meyer and Ad- ministrative 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 Econom- ic 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 plat- form 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: Dan Bolton, 17269 Green Tree Path, Lakeville, here on behalf of Jet Black to address the possible prohibi- tion of coal tar based sealer products. Myser: Advised Mr. Bolton that the topic has been at a public hearing and, therefore, not eligible for com- ment at the public forum. Asked him to stay for the agenda item as City Councilors may have questions to ask him. Roger Ferguson, 4500 Lords Street NE, expressed gratitude for the service of Councilmember Millar. APPROVAL OF AGENDA Hedberg: Requested removal of item 9D, Consider Approval of an Ordinance Amending Section 1102.1103 of the Prior Lake Zoning Ordinance, and recommended it be brought to a work session. Boyles: Requested removal of item 9C, Consider Approval of a Resolution Authorizing Annexation of the Land Commonly Known as the Svoboda Property since a letter has been received from the Township which raises questions that need to be addressed before a vote is taken. Myser: Requested the addition of item 10C, Update on a Clean Water Initiative. MOTION BY HEDBERG, SECONDED BY ERICKSON TO APPROVE THE AGENDA AS MODIFIED. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com APPROVAL OF MEETING MINUTES MOTION BY MILLAR, SECONDED BY HEDBERG TO APPROVE THE DECEMBER 6, 2010, MEETING MINUTES AS PRESENTED. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney 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 November 2010 Treasurer's Report, C. Consider Approval of Building Permit Summary Report. D. Consider Approval of Animal Control Services Report, E. Consider Approval of Fire Department Report. F. Consider Approval of Resolution 10.119 Electing the Non - waiver of Statutory Municipal Tort Liability Limits and Declining Excess Liability Insurance Coverage. G. Consider Approval of Resolution 10 -120 Authorizing Final Payment for CR 21 Watermain Project. H. Consider Approval of 2011 Cigarette License Renewals. I. Consider Approval of Ordinance 110.08 Requiring Background Checks for Existing Business Regulation. J. Consider Approval of Resolution 10.121 Releasing the Jeffers Foundation Security. K. Consider Approval of 2011 Massage Therapy License Renewals. Councilor Keeney requested that items 5A and 5G be removed from the consent agenda for comment. Councilor Hedberg requested that item 5J be removed from the consent agenda for comment. Mayor Myser requested that item 51 be removed from the consent agenda for comment. MOTION BY KEENEY, SECONDED BY ERICKSON TO APPROVE THE CONSENT AGENDA AS MOD- IFIED, VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. Keeney: Regarding 5A, asked staff to bring a recommendation about changing the process for approving invoices; stating that a review of such a detailed list and associated understanding of the payments by the Council may not be realistic. Queried whether the process could be changed to be approval of a report ra- ther than having Council approval as an integral part of the process. J. Erickson: Replied that payment of invoices is held until after Council approval. Stated that department heads are responsible for signing off on invoices. Will bring some recommendations. Keeney: Reiterated that he is not sure the Council is serving any effective function in this process. Hedberg: Believes Council approval of invoices may be a statutory requirement. Myser: Suggested there might be an opportunity to improve the process. W. Erickson: Asked if the City is experiencing any problems with late payment of invoices because of the current system. J. Erickson: Commented that some cities have approval by department heads and report payments to the Council. Stated it is not required to have this level of detail reported to the Council, and it is not required to wait for approval for checks to go out. Keeney: Regarding 5G, sought confirmation that all aspects of the CR 21 watermain repair are complete. Albrecht: Replied that all repairs are made and the watermain has been operational for nine months. Stated there is another year of warranty, but it is appropriate to make final payment at this time. 2 DRAFT 12 2010 City Council meeting minutes Hedberg: Regarding 5J, stated that he spoke with Dar Fosse of the Jeffers Foundation board who ex- pressed pleasure with how the entire area has been completed. Fosse thanked Parks and Fleet Supervi- sor Friedges for his work and cooperation in finishing the project. Thanked the Jeffers Foundation for its donation to the City. Keeney: Commented that the park is something that will serve the City for a long time. Even though a na- ture center could not be constructed as originally planned, the park and amenities turned out great. Thanked all involved in the project. Myser: Regarding 51, asked what kind of background information might be reviewed. O'Rourke: Responded that the State has loaned terminals to the Police Department to access data for official police purposes. For example, State statute requires that criminal history checks be conducted prior to hiring a police officer. Myser: Asked why a criminal history check would be desired for a refuse hauler, for example. O'Rourke: Replied the check would not be on a particular driver, but rather the owner of the business, which is similar to treatment of a liquor license where the person who has the liquor license is checked, but not the waitress or the bartender. Myser: Asked why a refuse hauler would receive a background check and not a not cable company, etc. O'Rourke: Replied that a cable company is not licensed by the City, but a refuse hauler is. Erickson: Commented that the Community Safety Advisory Committee recommends background checks for businesses who hire people who interact with youth, etc. Queried how such businesses could accom- plish a background check if it is not available through the police department. O'Rourke: Affirmed they would not be able to use the police terminal for that purpose and would have to use the Bureau of Criminal Apprehension. Noted that there is a free background check service, and a fee service. The CSAC does recommend that any group that works with people do background checks on prospective employees because of contact with youth; but the City cannot require it. The CSAC developed a brochure for those organizations that walks them through the process and tells them how they can access that information. MOTION BY HEDBERG, SECONDED BY KEENEY TO APPROVE: A. INVOICES TO BE PAID G. RESOLUTION 10.120 AUTHORIZING FINAL PAYMENT FOR CR 21 WATERMAIN PROJECT. I. ORDINANCE 110.08 REQUIRING BACKGROUND CHECKS FOR EXISTING BUSINESS REGULATION. J. RESOLUTION 10.121 RELEASING THE JEFFERS FOUNDATION SECURITY, VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. PRESENTATION Traffic Safety Advisory Committee Annual Report. Assistant City Engineer Poppler provided a report on the activities of the Traffic Safety Advisory Commit- tee. Stated that the TSAC met twice this year with approximately 15 items for review each time. A primary issue was parking at Sand Point Beach. The Committee is currently reviewing input received from the pub- lic at its last meeting. Comments: Keeney: Commented on the time and energy that committee members volunteer to contribute their exper- tise to the City and work on issues. 3 DRAFT 12 2010 City Council meeting minutes Erickson: Concurred with Keeney's comments adding that much debate goes into some of the issues and it is important for citizens to contact the City if they have issues with traffic safety. Millar: Reiterated that it is important for citizens to contact the City with such things as stop signs, speed- ing, crosswalk or parking issues. Hedberg: Listed the members currently serving on the TSAC and thanked them for their important work. Myser: Thanked the Committee for its work. Presentation to Outgoing Council and Committee Members. City Manager Boyles commented that the last meeting of the year is the City's opportunity to thank vari- ous committee members and Council members for their service. Mayor Myser commented that it may be unique to Prior Lake that there are a number of residents who want to make things better in the City and work to make the community better in a number of ways. Read a proclamation recognizing volunteers of advisory committees who could not be present. Presented a certificate to Ron Ceminsky for his service on the Economic Development Advisory Committee. Listed other outgoing committee members: Planning Commissioner Dan Ringstad, Communications/Technology Advisory Committee Hans Jacobsen, Parks Advisory Committee Dan Ruhme and Community Safety Advisory Committee members Betsy Jader and Susan Hadley and their contributions. Mayor Myser commented on the accomplishments of Councilor Millar during his tenure and presented a plaque to him to express appreciation for his contributions to the City. Comments: Hedberg: Stated it has been an honor and privilege to sit next to Millar and serve with him on the Council. Millar is warm, caring, insightful and thoughtful; and the citizens of the City have been served well by him. Stated Millar should be proud of his accomplishments. Erickson: Stated he has known Millar for 25 years. Commented that many know Millar from his profes- sional side; but as a fellow Councilmember, he knows Millar considered all aspects of City business with in- terest and concern and provided insight on many occasions. Keeney: Commented that Prior Lake is a better place because Millar was here and working on citizen's behalf. He has moved things in a direction to make it a better place. Millar: Thanked colleagues, family, campaign managers, former and current colleagues on the Council, staff and the people and organizations in the City who contribute so much time and talent to make the community so vital. Stated it has been a privilege to serve on the Council for the past five years. RECESS A recess was called at 7:00 p.m. RECONVENE Mayor Myser reconvened the meeting at 7:05 p.m. PUBLIC HEARING No public hearing was scheduled. OLD BUSINESS Consider Approval of a Resolution Adopting 2011 Prior Lake Budgets and Certifying Final 2011 City of Prior Lake Property Tax Levy to Scott County Department of Taxation. 4 DRAFT 12 2010 City Council meeting minutes Finance Director Erickson responded to the questions and comments posed at the December 6, 2011 public hearing including the data sources used to make her response. Charted the City's revenues and ex- penditures per capita and per household from 2004 to 2011. Described the fund balances and explained that financial reporting changed around 2003 and funds that used to be described as Retained Earnings are now referred to as Unrestricted Net Assets. Comments: Hedberg: Stated that this base of information can be used as a reference point for future financial report- ing. Commented that the Treasurer's Report submitted for this meeting shows the current fund balances totaling approximately $20 million and queried the expectation for year end balances. J. Erickson: Anticipates receiving $ 5.2 million in revenues; but approximately $3.5 to $4 million will go to bond payments. Hedberg: Stated that comments were made at the December 6 meeting taking the Council to task for hav- ing fund balances at $14 million, which was inaccurate. Noted that the Council holds ongoing discussion to decide what the appropriate level of fund balances should be. Millar: Asked what the overall increase for the average taxpayer over that period of time was. J. Erickson: Replied that from 2004 — 2009, the increase was about 18.9 %; and from 2004 to the pro- posed 2011 budget is approximately a 23% increase per household. W. Erickson: Commented that the proposed budget has had much debate and he believes it to be a cost - effective budget. Noted that an additional 300 citizens is anticipated for 2010, which is a 1% increase in population. Stated the proposed increase in tax levy is less than the increased growth. J. Erickson: Added that there is also an additional $18 million in valuation base. W. Erickson: Commented that revenues have been impacted by the unallotment of homestead credit funds by the State. Keeney: Commented that street miles have not increased greatly over that period of time. Albrecht: Replied that the City has a backlog of 600 lots so the streets are already in place and houses are being built in those subdivisions. Keeney: Commented that the police calls remained fairly level and asked about the fluctuation in the num- ber of fire calls. Boyles: Replied that in the past, the City was called out for all dispatch (medical calls); but now Scott County dispatches to the City only when it is determined to be appropriate. Keeney: Asked if the debt per household going from $98 in 2004 to $195 in 2011 is from new building projects in 2006. J. Erickson: Affirmed and stated there was another increase in 2007 for the new fire station. Keeney: Asked what was used for the CPI adjustment. J. Erickson: Replied that she used the national CPI on an annual basis which amounted to a cumulative effect of 26 %. Myser: Commented he likes the development of benchmarks to consider and asked what inflationary amount was used for 2004 to 2010. J. Erickson. 15.5 %. Myser: Believes the increase in expenditure of general fund from 2004 — 2011 has been greater than in- flation. Commented on the increased acreage in parks and wondered what would be potential future im- pact. Millar: Replied that a big increase in acreage is Pike Lake Park and Jeffers Pond. Myser: Commented that property tax revenue used to be about 50% of the budget, but now it has nearly doubled and represents 70% of revenue. Sought clarification of non -tax revenue and what has been de- clining. 5 DRAFT 12 2010 City Council meeting minutes J. Erickson: Responded that non -tax revenue includes licenses and permits, intergovernmental, charges for services, fines and forfeits, interest earnings virtually all of which have been in decline over the past few years. Myser: Believes it represents a change in the way fees are being collected to run the City and has an im- pact on people's property taxes. Finance Director Erickson presented the proposed budget stating it is the same as presented on De- cember 6. Overall budget reflects debt services, enterprise funds and general fund. Stated that 98% of property owners received some kind of property valuation decrease and the impact on the average valued home should be slightly less. Comments: Keeney: Expressed concerned that the City continue at the same level of spending when citizens have experienced a personal reduction in spending. Proposed that some areas in the budget could be reduced. Stated that debt is increasing and the City is spending against reserves to provide the minimal tax cut that may be realized by some households. Asked about the addition for severance compensation. J. Erickson: Replied it is intended as a funding source for severance as recommended by the City's audi- tors. Keeney: Questioned the need to budget for that at this time as the City has been able to fund severances in the past. J. Erickson: Replied that it reflects the liability to pay any accrued vacation, sick leave or compensatory time associated with an employee who leaves the City. It has not historically been included in the budget, but there is increased liability for that over time. Keeney: Suggested that typically when a person leaves, there is a period of time when the position is open and often funding the severance is paid for out of that amount. Expressed concern that the Capital Im- provement Program has not been reviewed in context with the budget as a whole. Does not believe it is appropriate to increase the fleet at this time. Suggested reducing the parks fuel line item by $8,000 and re- ducing the Council budget. W. Erickson: Stated that the Council and staff have worked long and hard on this budget. Noted that the City is required to provide services such as police protection and infrastructure. Noted that the City Man- ager has the authority to make personnel staffing decisions rather than the Council. Believes the City has liabilities for future severance obligations and should budget for it. Believes the City is doing abetter job of containing costs than the cities around it and the other taxing authorities. Will support the budget as pre- sented. Millar: Commented that it seems staff cuts are always offered first, but the City does not have the luxury of waiting to fill positions, because staff is too lean now. Recalled that the first budget proposal considered cutting $350,000 of reserves, but other cuts were found. Parks budgets were reduced in the past and re- sulted in complaints about the lack of grass cutting in the parks. Budget reductions would involve cutting services. Many of the staff went with no increase in salaries and many employees had a 96 -hour furlough last year. Not inclined to give up the services or people that the City has. Will support the budget. Hedberg: Recalled that during the Truth in Taxation hearing an analysis was offered of changes during 2004 to 2009, but 2004 happened to be a decline in expenditures and does not offer an accurate analysis. In the longer term of 2000 - 2009, the trend line includes the recession and shows that general fund ex- penditures have remained flat, while households have increased. Declines in non -tax revenues occurred with building permit revenues being the greatest decline along with State unallotments. Property tax reve- nues from 2008 — 2011 are flat while the City increased households by 5% increase and dealt with four to five percent inflation. Debt service has increased. Operating expenditures are declining. The number of 6 DRAFT 12 2010 City Council meeting minutes staff has been reduced eleven percent since 2007. Originally, the Council decided to use $350,000 of re- serves in the general fund to buffer the taxpayers, but staff reduced all budgets by $680,000 to dramatically reduce the use of reserves. Does not favor cutting more from the proposed budget. Believes the Council is in the business of taking care of the City for the long haul and needs to make decisions that last for 50 years. Will support the proposed budget. Myser: Stated that the general property taxes in 2008 of $7.9 million; $8.24 million in 2009; $8.5 million projected in 2010 shows an increase year over year. Reserves are anticipated to be increased to over $500,000. Believes this economy has probably impacted 30 -35% of residents who have less money in this economy than they did in the past and greater property taxes will take a greater share of the income that they have. Believes it is inappropriate to ask the residents to come up with more money. Would support a budget that was flat; and could support an inflationary increase of 1.1 % for personnel. Will vote no on the proposed budget. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE RESOLUTION 10.122 ADOPTING 2011 PRIOR LAKE BUDGETS AND CERTIFYING FINAL 2011 CITY OF PRIOR LAKE PROPERTY TAX LEVY TO SCOTT COUNTY DEPARTMENT OF TAXATION. VOTE: Ayes by Erickson, Hedberg and Millar. Nays by Myser and Keeney. The motion carried. Consider Approval of an Ordinance Prohibiting the Use of Coal Tar Based Sealer Products. Public Works Director Albrecht stated that studies have identified that polycyclic aromatic hydrocarbons (PAHs) are harmful to fish and potentially to humans. The City has learned that the cost of cleaning storm water ponds with PAHs is double the amount of cleaning ponds without PAHs. Six Minnesota cities have enacted restrictions on the use of coal tar based sealers. The State has banned the purchase and use of such sealers by the State; and has restricted grant funds available for cleanup of contaminated sediments. Cities must adopt ordinance restricting such use in order to be eligible for grant funding of up to $100,000. It is unlikely that a local ban will eliminate PAH migration into water bodies, but it would make the City eligi- ble for grants to clean up contaminated soils. The Lakes Advisory Committee held a public hearing on this draft ordinance and input at the meeting revealed that driveway sealer businesses would be negatively im- pacted with the passage of the ordinance. Three of 13 City holding ponds have tested positive for PAHs, but no research has been conducted to determine that the contamination is from coal tar based sealers. The State may pass ordinance in 2011 that would enact a state -wide ban dealing with undiluted coal tar based sealers. Comments: Erickson: Believes water quality is a big issue in the City and cited statements from the MPCA study in- cluding that coal tar based sealers have up to 1000 times more PAH than asphalt based products. Believes the health of the lake and community will be improved by adopting the ordinance. Keeney: Commented that the City needs to pass ordinance in order to remain eligible for grants. Con- curred there is cause for alarm about PAHs based on the studies. Will support regulation at this time. Be- lieves the public hearing process through the advisory committee did not allow businesses to speak directly to the Council. Asked Mr. Bolton if it will become economically unfeasible for people to seal their asphalt if the sealant used does not last as long as a product with coal tar. Bolton: Replied that their primary business concern is with the commercial side stating there is a major cost to the commercial business owner to maintain large square footages of asphalt and if the sealer's pro- tection is reduced from five to two years, they may choose not to do it. Longevity of the asphalt is in- creased with sealer protection. There is no information showing the effects to the environment if asphalt is not protected and, therefore, replaced more often. 7 DRAFT 12 2010 City Council meeting minutes Hedberg: Concurred the City should take action that will allow it to receive grant money. The City will ei- ther defer cleaning ponds with PAHs or pay a lot more money to clean them. More frequent replacements of asphalt may have an impact on the environment. Does not favor modeling something on White Bear Lake's ordinance as the State is trying to sort through research and he would like to see State take the lead. Millar: Expressed concern about PAHs in the City's ponds. Albrecht: Reiterated that it is unknown if it is from coal tar based sealers. Millar: Believes the local company Jet Black would comply with any ordinance proposed, but they would not be in a level playing field. An ordinance allowing diluted coal tar base might be way to go while waiting for the State. Myser: Asked about the cleaning costs. Albrecht: Replied that in the 2009 pond cleaning project, there was a 40% increase in pond cleaning cost for the ponds identified as having PAHs; and this year those costs were doubled so the City chose not to remove the sediment from those ponds. On -site techniques may be learned to deal with removed sedi- ment. If the sediment is land- filled, it remains the City's liability. Myser: Asked if the percentage of PAHs from coal tar sealants vs. anywhere else can be identified. Albrecht: Replied that the Pollution Control Agency has not issued a statement about that and studies are evolving. Myser: Concurred that it seems to be evolving quickly with new information being presented daily. Albrecht: Responded there are concerns about PAHs in the environment and pressure to learn what the sources are. Myser: All seem to agree that there are PAHs all over and it is harmful to the environment; and there seems to be agreement that there are more PAHs in coal tar based products so there may eventually be a ban on tires, motor oil, etc. Believes it is not the time to make a proper policy decision. Would support re- strictions similar to the League of Minnesota Cities model that meets requirements to remain grant eligible by restricting undiluted use of coal tar based sealers. Supports drafting a letter to the State to encourage them to resolve the issue and if the State takes no action in 2011, it should come back to the Council for further discussion. Erickson: Suggested some percentage of dilution be identified in the ordinance. Albrecht: Stated that the industry suggested a 75/25 dilution ratio. Keeney: Stated a dilution with water should not be allowed. Suggested a sunset clause should be in- cluded so the ordinance could be reviewed again in a year. Believes dilution should be defined, but en- forcement may be difficult. Myser: Asked if is there is a timeframe to enact ordinance in order to be eligible for grants. Albrecht: Believes it is appropriate to wait as granting parameters may be changed if statewide restric- tions are passed. Believes there is time for the City to react before the sealing or granting seasons begin in 2011. Millar: Asked Bolton what a 25% asphalt emulsion is. Bolton: Replied that it is one alternative to coal -tar based sealers and provides a dilution that will lower the concentration of coal tar that is being applied. Millar: Asked if a surface will need more product because it is diluted. Bolton: Replied the surface will absorb only so much and more product would not be used. Erickson: Suggested the ordinance could say the product must be at least 25% asphalt based and then the applicant can add whatever water they want. Millar: Support delaying adoption of any ordinance for the time being. 8 DRAFT 12 2010 City Council meeting minutes Hedberg: Favors waiting as suggested by Albrecht and bringing back in the spring. Supports having staff prepare a letter to send to the Minnesota Pollution Control Agency supporting efforts to further research and bring forth a recommendation. Need to have a way of dealing with PAHs with confidence. MOTION BY HEDBERG, SECONDED BY MILLAR TO DIRECT STAFF TO PREPARE A LETTER FOR MAYOR TO SEND TO MPCA ENCOURAGING THEM TO COMPLETE ANY RESEARCH IN AN EXPEDI- TIOUS WAY AND HAVE A CONSISTENT POLICY THAT CAN BE THE BASIS FOR FUTURE REGULA- TION IN PRIOR LAKE; AND ABSENT THAT, THIS ITEM BE PLACED ON THE AGENDA FOR THE SECOND MEETING IN MARCH. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. NEW BUSINESS Consider Approval of a Resolution Approving an Identity Theft Prevention Program. Finance Director Erickson reported that the Federal Trade Commission issued regulations requiring im- plementation of written identity theft prevention programs by municipal utilities. The program must provide for identification, detection and response to "red flags" that could indicate identity theft. Comments: Hedberg: Stated that the operative word is "Federal" mandate, and the City must move forward to take necessary steps. Millar: Concurred. Erickson: Will support. Keeney: Asked if there have been any incidents of identity theft in our utility billing. Clarified that a number of the suggested steps for this program are already in place. J. Erickson: Replied she is unaware of any incidents. Affirmed that many of the required steps are in place, adding that the City would be subject to penalties if an audit revealed that the City is in violation of adopting a plan. MOTION BY MILLAR, SECONDED BY KEENEY TO APPROVE RESOLUTION 10 -123 ADOPTING AN IDENTITY THEFT PREVENTION PROGRAM. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. Consider Approval of a Resolution Directing the Staff to Prepare a Request for Proposals for Pre - qualification of Bidders for an Automated Water Meter Reading System. Public Works Director Albrecht provided a history of the City's evolution from a user reader system to an automated reading system. Stated that the system installed in 2002 had a non - replaceable battery life of 7 -12 years so it is anticipated that all units will need to be replaced within the next five years. Described how the system works. Identified the revenue the City receives from water billing. Explained that the new systems have a 20 -30 year battery life expectancy and the transmitters are more powerful so fewer anten- na sites are needed to collect the data. Described the four primary methods used for utility meter reading and the annualized costs of those methods. Discussed the need to develop bid specifications that are not proprietary and the desire to use a specialist to help to develop the bid. Noted that the rate study is pro- posed to be completed before bids are let. Comments: Hedberg: Asked how manufacturers make the new meters last 20 years. Albrecht: Replied that advances in battery technology make it possible. DRAFT 12 2010 City Council meeting minutes 0 Hedberg: Asked if homeowners can subscribe to the ability to monitor their own water activity. Albrecht: Some systems have that capability. Will look into those options. Hedberg: Supports moving forward and, if feasible, supports including an alternative for residents to moni- tor their consumption. Millar: Asked if the current systems will begin to fail en masse. Albrecht: Affirmed. It is anticipated that the majority of failures will begin in approximately two years and the City will not want to replace those meters with outdated technology. Erickson: Asked if there are examples of water line breaks or leaks in the home. Albrecht: Affirmed, adding that staff has been able to minimize damage to homes by catching a break ear- ly. Erickson: Asked if meters will last longer with the water treatment facility on line. Albrecht: Believes the water treatment facility improves the system and there is less manganese buildup in the meters. Erickson: Asked if it is expected that a revenue bond will be appropriate to pay for the new system. Albrecht: Replied that will be an option. Will plan a base bid with an alternates and a water revenue bond is one of the mechanisms that will be an option. Keeney: Commented that it seems the existing system is battery- limited. Albrecht: Replied it is battery and software limited and replacing the batteries would be as costly as hav- ing a whole new system. Keeney: Asked if there is any third party that can just replace the batteries. Albrecht: Replied that has been researched, but the units cost $100 to replace with a 20 -year battery. Keeney: Would want consumers to be educated about their own water use, but believes they will not want to pay for that. Wondered if a print out of use could be included with their bill. Questioned whether meters can be installed that read multiple utilities. Albrecht: Believes it is common to have the utilities, such as electric or gas, installed in different places in the home. Networks are becoming advanced and that question can be asked. Keeney: Supports the idea of urging conservation with peak usage data. Myser: Clarified that the 7 -12 year replacement cost is about $100. Albrecht: Affirmed, adding that all of the new products cost about that same amount. Myser: Clarified that the radios are failing and that replacement cost is approximately $100. Asked when the bulk of replacements should be taken care of. Albrecht: By switching to the new network, there will be an overlap of networks and the new network will allow acceleration of replacements during a five -year. Myser: Asked if a matrix can be brought to the Council showing the options of products, features and func- tionality. Albrecht: Concurred the process could include development of a request for proposals, development of a list of vendors that provide various levels of features, and then go out for bid. Keeney: Suggested we might want to seek a separate bid to look at digital billing. MOTION BY MILLAR, SECONDED BY KEENEY TO APPROVE RESOLUTION 10.124 DIRECTING STAFF TO PREPARE A REQUEST FOR PROPOSALS FOR PREQUALIFICATION OF BIDDERS FOR AN AUTOMATED WATER METER READING SYSTEM. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. Update on Clean Water Initiative Mayor Myser discussed clean water initiatives that are underway including: 1) the organization of a group called the Scott Clean Water Partnership which includes people from cities, county, townships and water- 10 DRAFT 12 2010 City Council meeting minutes sheds who meet to work on water quality in Scott County. The group is working to coordinate efforts to achieve action quickly. 2) SCALE has added water quality to its legislative agenda. 3) The group is consi- dering holding a water "festival" in the spring with the purpose of education, awareness, cooperation, etc. and hopes the City will become involved in the festival. Queried whether the Council believes it appropriate for staff to support such an effort. Comments: Hedberg: Asked if this group is an advisory committee to the watershed, or how it is sanctioned and who it is accountable to. Myser: Replied that participants believe there is a greater chance of success with a collaboration of groups and, therefore, pulled this partnership together. Stated it is not an officially sanctioned governmental group; but the watershed is statutorily required to have an advisory committee and this group could be the basis of that committee. Hedberg: Commented that many of the desired accomplishments are going to want to use public funds. Myser: Noted that individuals involved in the partnership are members of SCALE. Erickson: Believes the group should be sanctioned by SCALE and organized as such before supporting a water festival. Commented on a clean water program and an organization called Friends of the Mississippi River that put together an assessment to consider award of the "Blue Star." The assessment allows for self evaluation to learn areas where improvements can be made. Read the cities that have already earned the Blue Star award. Would like to give staff direction to complete the survey. Millar: Concurred that for the partnership to be successful, it needs to be sanctioned by some unit. Ap- plauded Myser for his passion on the topic. OTHER BUSINESS Community Events Erickson: Wished all happy holidays. Stated he has received emails regarding snow removal and com- mented that there are challenges in storing this amount of snow. Supports staff for the work it is doing. Keeney: Echoed sentiments about snow removal. It is challenging and a lot of work. Reminded the Council that the City Manager performance review is due on Thursday. Hedberg: Commented that it is Millar's last meeting and thanked him for his years of service. Millar: Thanked the SMSC for all they have done for the community noting they are important partners to the City. Myser: Offered congratulations to five officers receiving awards. Stated he heard many positive com- ments about the Lakefront Holiday Dazzle. Stated the warming house is open and the ice is in great shape at Lakefront Park. ADJOURNMENT With no further comments from Council members, a motion to adjourn was made by Hedberg and seconded by Millar. With all in favor, the meeting adjourned at 10:30 p.m. Frank Boyles, City Manager Charlotte Green, Administrative Asst. DRAFT 12 2010 City Council meeting minutes 11