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HomeMy WebLinkAboutAgenda & Minutes 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 REGULAR COUNCIL MEETING AGENDA August 20,2007 6 p.m. Ci Hall Work Session @ 4:30 p.m. Budget This meeting is open to the public. 1. CALL TO ORDER and PLEDGE OF ALLEGIANCE 2. PUBLIC FORUM: The Public Forum is intended to afford the public an opportunity to address concerns to the City Council. The Public Forum will be no longer than 30 minutes in length and each presenter will have no more than ten (10) minutes to speak. Topics of discussion are restricted to City governmental topics rather than private or political agendas. Topics may be addressed at the Public Forum that are on the agenda except those topics that are part of a public hearing or public information hearing. The City Council will not take formal action on Public Forum presentations. 3. APPROVAL OF AGENDA 4. CONSIDER APPROVAL OF JUNE 18,2007, MEETING MINUTES 5. CONSENT AGENDA: Those items on the Council Agenda which are considered routine and non-controversial are included as part of the Consent Agenda. Unless the Mayor, a Councilmember, or member of the public specifically requests that an item on the Consent Agenda be removed and considered separately, Items on the Consent Agenda are considered under one motion, second and a roll call vote. Any item removed from the Consent Agenda shall be placed on the City Council Agenda as a separate category. A. Consider Approval of Invoices to be Paid. B. Consider Approval of Treasurer's Report. C. Consider Approval of Building Permit Report. D. Consider Approval of Animal Warden Report. E. Consider Approval of Fire Call Reports. F. Consider Approval of a Resolution Authorizing a Special Deer Hunt in Spring Lake Park. 6. ITEMS REMOVED FROM CONSENT AGENDA 7. PRESENTATIONS A. Oath of Office - Adam Boser and Dan Olson B. National Night Out C. YMCA - Yvonne Anderson D. Downtown Design Guidelines www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 8. PUBLIC HEARINGS A. No public hearing is scheduled. 9. OLD BUSINESS A. Consider Approval of a Resolution Approving Plans and Specifications and Authorizing Advertisement for Bids for Ida Circle Street Sewer and Water Project. B. Consider Approval of Revised Resolutions Relating to the Jeffers Pond Interpretive Center Building and Eight Acres of the Five Hawks Elementary School Outdoor Learning Center Property. 10. NEW BUSINESS A. Consider Approval of a Report Regarding the 2008 - 2012 Equipment Matrix. B. Consider Approval of Ordinance Amendment to Section 704 Extending Watering Restrictions for a Period of Thirty Calendar Days to October 1 Each Year. 11. OTHER BUSINESS/COUNCILMEMBER REPORTS A. Community Events 12. ADJOURNMENT City Council Meeting Minutes August6,2007 DRAFT REGULAR COUNCIL MEETING MINUTES CALL TO ORDER Present were Mayor Haugen, Councilors Erickson, Hedberg, LeMair and Millar, City Manager Boyles, City Attorney Schmitt, Public Works Director/City Engineer Albrecht, Finance Director Teschner, Water Re- sources Engineer Bintner, Planning Director Kansier, Assistant City Manager Meyer, Communications Co- ordinator Peterson, Recreation Coordinator Barstad and Administrative Assistant Green. PUBLIC FORUM The Public Forum is intended to afford the public an opportunity to address concerns to the City Council. The Public Forum will be no longer than 30 minutes in length. Speakers receive a maximum of ten minutes; less if there are more than three speakers. Topics of discussion are restricted to City governmental topics rather than private or political agendas. Topics on the agenda may be addressed except those topics that are part of a public hearing or public information hearing. The City Council will not take formal action on Public Forum presentations. City Manager Boyles explained the concept of the public forum. No person stepped forward to speak. APPROVAL OF AGENDA City Manger Boyles requested removal of agenda item 10C, Consider Approval of a Resolution Authoriz- ing the Mayor and City Manager to Enter into an Agreement with Granicus for Webcasting and Webstream- ing Services, in order to provide an opportunity for the Technology Committee to review the proposed agreement. MOTION BY MILLAR, SECONDED BY HEDBERG 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 JULY 16, 2007, MEETING MINUTES AS PRESENTED. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair 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 a Resolution Accepting Bids and Authorizing the Execution Of The City's Stan- dard Construction Contract for the Jeffers Pond Park Trail and Howard Lake Park Basketball Court and Parking Lot. C. Consider Approval of Resolution 07.140 Waiving Platting Requirements for the Subdivision and Con- veyance of Property at 17400 Sunset Trail and 3004 South Shore Circle. D. Consider Approval of a Resolution Approving a Street Name Change for North Berens Road Located North of the Shepherd's Path Campus. 1 City Council Meeting Minutes August6,2007 DRAFT E. Consider Approval of Resolution 07.141 Authorizing Change Order #1 and Full and Final Payment for the 2007 Street Overlay Project. F. Consider Approval of Ordinance 107.15 Adopting the 2007 State Building Code, the 2006 International Building Code, and Deleting Sections 401.105, 401.700, 401.701, 401.702,401.704 and 401.705 of the City Code. Councilor Erickson requested removal of agenda item 5D, Consider Approval of a Resolution Approving a Street Name Change for North Berens Road Located North of the Shepherd's Path Campus. Councilor Hedberg requested removal of agenda item 5B, Consider Approval of a Resolution Accepting Bids and Authorizing the Execution of the City's Standard Construction Contract for the Jeffers Pond Park Trail and Howard Lake Park Basketball Court and Parking Lot. MOTION BY ERICKSON, SECONDED BY MILLAR TO APPROVE THE CONSENT AGENDA AS MODI- FIED. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Erickson: Stated the Planning Commission approved this proposed name change on a mixed vote. Noted that the proposal started as a petition to name it McKenna Road which was not an available roadway name. Also noted there are issues with similarly named roads that could cause confusion for emergency vehicles. Hedberg: Concurred with concerns raised by Erickson and added that several addresses would have to be changed to accommodate a name change. LeMair: Agreed and would support retaining the name North Berens Road. Haugen: Commented he believes there is consensus from the Council to reject recommendation for name change and retain the current name. MOTION BY HEDBERG, SECONDED BY ERICKSON TO DENY THE REQUEST FOR A STREET NAME CHANGE. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Hedberg: Asked Albrecht the overall budget for all parks projects this year and how much of the budget would be used on these projects (5B). Albrecht: Described remaining items to be completed and stated that of the $175,000, approximately $100,000 is still available for the rest of the projects. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE RESOLUTION 07.139 ACCEPTING BIDS AND AUTHORIZING THE EXECUTION OF THE CITY'S STANDARD CONSTRUCTION CONTRACT FOR THE JEFFERS POND PARK TRAIL AND HOWARD LAKE PARK BASKETBALL COURT AND PARKING LOT. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. PRESENTATION BlueXpress Transit Service Assistant City Manager Meyer spoke of the partnership to fund a study of transportation needs in Scott County, the plan adopted and the services increased accordingly. Stated that construction of the South bridge Crossings Transit Station is completed. Explained that the new service is called BlueXpress with an increased number of routes from six to sixteen. Gave statistics of increased ridership and spoke of 2 City Council Meeting Minutes August 6, 2007 DRAFT marketing efforts. Described upcoming capital projects such as a bus-only ramp, land acquisition for a second park-and-ride site, future building at the Southbridge site, and expansion of service. Erickson spoke of "reverse commute" riders and Meyer stated we would work with larger employers to learn what route times are needed to accommodate work shifts. LeMair: Stated this investment was in time to be proactive and removed 500 cars from the roads at a time when fuel prices are high. Would like to see light rail here. Hedberg: Expressed surprise at how quickly ridership has grown and suspects it will continue to increase. Millar: Asked when the second park-and-ride will be built. Meyer: Replied construction will begin in 2009 and that the Transit Review Board would like to get the site acquired so riders could use it while a bus ramp is built at Southbridge. Haugen: Stated it is important for the public to know this is one piece of a broader system and that SCALE is looking at long-term needs in transportation. Erickson: Commented on a gag order he believes has been placed on providing a light rail line to the south metro area. 2008 Budget Presentation City Manager Boyles presented background information about the budget process and timeline, and ex- plained that it is dictated by the State's Truth-in-Taxation law. Finance Director Teschner outlined the draft budget that was distributed to the Council. Explained primary categories of the budget and the areas proposed for increases as well as new positions. Noted that the August 20 workshop will be dedicated to budget discussion. LeMair: Would like to see a reduction of the overall proposed increase of 5.3%. Understands that may be difficult with the new facilities. Noted some revenues are reduced. Teschner: Stated we will probably not meet the projected revenue for 2008. Erickson: Thinks the budget is as tight as it can be. Have to maintain facilities and deal with fewer build- ing permits. Millar: Would like to see less of an increase. Agrees there is justification for increases but will scrutinize it in workshop. Noted the two proposed additional positions cause an increase. Boyles: Clarified that the building superintendent position would monitor maintenance and costs of operat- ing buildings and the senior center / volunteer coordinator would be a part-time position. LeMair: Thought the senior center/volunteer coordinator position was full time and would help in the Park and Recreation Department. Hedberg: Agreed with LeMair and Millar that he would like to find ways to reduce the budget and property tax increase. Commented that property tax impact is higher on the lower end homes and less for higher end homes. Teschner: Referred to property tax impact and phase-out at a $414,000 threshold. Hedberg: Understands the City has new facilities and they need to be properly equipped and staffed. Will be working to better understand details and whether expenditures are discretionary. Haugen: Looks at the value that is created in the overall budget. Stated that the City has reduced prop- erty tax rate to be one of best in the metro area in recent years. Supports the proposed positions and be- lieves there are additional positions that should be considered for the future in order to have a systematic system to have staff in place to provide quality of life for citizens. Allina Health Systems City Manager Boyles referred to a partnership with Allina to provide emergency services. Introduced Bill Snoke, Director of External Affairs, Jeff Landenberg, Regional Operations, and Brian LaCroix, President of 3 City Council Meeting Minutes August6,2007 DRAFT Allina Transportation. LaCroix described ambulance service areas and statistics on response times. Ex- plained that Allina sought a new location in order to be more centralized, fiscally and environmentally re- sponsible and to meet their commitment to the community. Millar: Stated awareness of the importance of the relationship between Allina and the City. Hedberg: Agreed the EMS makes a huge difference and expressed that Prior Lake has a first rate service. Delighted for the partnership. LeMair: Nice presentation. Look forward to the additional relationship. Erickson: Thanked them for their services and asked if resources are shared with SMSC to get response more quickly if Allina resources are busy. LaCroix: Replied that Allina has mutual aid agreements with other providers. Haugen: Concurred with previous statements. PUBLIC HEARING No public hearings were conducted. OLD BUSINESS Consider Approval of a Report Regarding the Two Options for Resolution of the Fish Point Park Outlet Channel. Water Resources Engineer Bintner described options to resolve the Fish Point Park Outlet Channel con- cerns. Explained benefits for each option and associated costs. Stated that option 3B is the preferred resident option. Noted that residents are also requesting some tree and bush removals. City Attorney Schmitt commented on the public purpose doctrine which is that a public body cannot ex- pend public funds to create a benefit for a private individual, but rather for the public as a whole. Comments: Hedberg: Expressed appreciation for efforts in working with residents to come up with alternatives that can be considered. Frustrated with the amount of time it has taken as the City has brought forth a number of alternatives. Asked if 3A justifies public purpose by improving the stability of channel and the slope along the roadway. Bintner: Replied he does not personally recommend either of the options but sought to find a solution ac- ceptable to the residents in accordance with the Council direction. Believes an open channel solution would meet the public needs. Albrecht: Noted that 3A does create a safer slope and takes drainage beyond the first retaining wall point which is the only area that would justify moving the water for a public purpose. Hard to justify public pur- pose by placing a pipe more than 20 feet. 3A is a compromise to the resident's expressed desires. Hedberg: Clarified that Bintner justifies the open channel and Albrecht states 3A offers some public bene- fit because of slope improvements and protects the wall. Albrecht: Affirmed. Hedberg: Asked if gaining permanent easement would provide some public benefit. Schmitt: Affirmed that it would and noted there are usual costs for easements. Hedberg: Asked Albrecht to review the costs of easement. Albrecht: Replied the City was not seeking an easement, but rather the residents who petitioned the City to help with clean-up of the channel. Hedberg: Asked for definition of a prescriptive easement Albrecht: Replied the existing channel has provided drainage for a number of years and the City has a prescriptive right to maintain the channel as it exists, not improve it. About 6,000 square feet of this project 4 City Council Meeting Minutes August 6, 2007 DRAFT are within the prescriptive easement and, in this case, an additional 1,000 square feet of easement would be needed for access. City has not purchased prescriptive easement rights in the past. Explained an en- cumbered easement and typical costs associated with that. Hedberg: Asked about the condition of the land in the park and the development of land across the street and how it has impacted the flow in the channel. Believes it creates a unique situation rather than one that could set a precedent. Bintner: Commented on the history of the channel and that most development was between late 1970s and early 1980s. Drainage improvements in those developments were appropriate to that time. Two pro- jects were completed to prevent erosion and reduce peak rates of flow. Hedberg: Believes that because of development, this is a unique and not a recurring situation and there is public benefit in gaining permanent easements. Believes $5 per square foot is justifiable for a permanent easement. Stated that with the amount of deliberations that have occurred, believes decision made tonight should be final. Erickson: Clarified amounts proposed for easement costs. Albrecht: Stated that amounts proposed for permanent easement would be different than those for en- cumbered easement. LeMair: Stated that in an effort to have a compromise, he is willing to extend from the open ditch to the 20- foot pipe. Anything further is not appropriate. Believes spending the money when we already have a pre- scriptive easement is not good use of the public dollars. Would agree to option 3A. Erickson: Asked if property owners expected to pay for the changes they were requesting. Bintner: Residents stated that their minimal expectation to grant a permanent easement would be 3B in addition to the requests for tree and brush removal. Erickson: Stated that would bring total costs to $26,826.50. Bintner: Affirmed and added wetland mitigation costs. LeMair: Noted that money for staff time has already been expended. Erickson: Asked what the benefits are of an encumbered or permanent easement over a prescriptive easement and whether the owner could change the land when the City has a prescriptive easement. Albrecht: Replied that there is no document for a prescriptive easement - just that the City has existing rights to maintain the channel. Stated a permanent easement is the most desirable easement and would allow City to come and go as needed into perpetuity, but if the property owners are not willing to grant that it could end up in a legal situation. Reiterated that this clean-up was petitioned by the residents and if they don't want the City to do the project, it does not have to be done. Schmitt: Noted that permanent easements offer advantages such as clarity because they are written, cer- tainty of the length of time and flexibility in what the City can do. Believes it is appropriate to know whether the easement is useful- whether the City absolutely has to maintain the channel. Erickson: Asked if it would it be a value to have a permanent or encumbered easement. Albrecht: Replied that in return for the City making improvements and doing maintenance, it should have the easement. Staff is uncomfortable about the determination of the point at which the City has offered enough. Erickson: Asked if permanent easement is worth $15,000. Albrecht: Believes that it is, but the City wasn't looking to spent it. The residents came to the City to im- prove their situation. Expressed concern that there are drainage problems all over the City and people would love to have the City buy permanent easements and improve their properties. Erickson: Agrees with Hedberg that prior to development the land drained without going through the chan- nel and didn't cause problems that development causes. Stated he could support 3B if it can be cost- justified in additional benefits to the City. Millar: Believes the situation comes down to what is fair. Residents have requested improvements; there are similar situations around the City; the Council tried to be sensitive to residents' needs and agreed there 5 City Council Meeting Minutes August 6, 2007 DRAFT were some safety issues and that development may have caused some of the problem, but the Council must be fair to taxpayers. Believes a compromise is necessary and if the City wants to have the easement, it should make a reasonable offer. Haugen: Noted that some time ago the City offered $9,000 for an open channel improvement. Now costs have reached $17,000. Option 3A would actually cost around $21,000 and option 3B would be about $35,000, including staff time. Asked Albrecht if it is worth $15,000 to have a permanent easement rather than prescriptive. Albrecht: Replied this was not identified as something the City needed to do. Staffs intent was that if nothing could be worked out, the City would let it go as a project on the basis that reasonable offers had been made by the City and rejected by the property owners. Haugen: Recapped the options and questioned fairness to the community. Millar: Understands it was initiated by the residents and believes 3A is fair. Hedberg: Clarified that value is the work the City would do to make the improvements and the City wants to get an easement out of it. Believes his earlier analysis did not consider the real costs of staff time but those costs need to be taken into consideration. Supports 3A assuming the City acquires a permanent easement. MOTION BY HEDBERG, SECONDED BY LEMAIR TO APPROVE RESOLUTION 07.142 APPROVING A FEASIBILITY REPORT FOR THE IMPROVEMENT OF THE FISH POINT PARK POND OUTLET AND ORDERING PLANS AND SPECIFICATIONS FOR ITS IMPROVEMENTS BASED UPON OPTION IDENTIFIED AS 3A FOR A 20-FOOT PIPE. Erickson: Asked if part of the resolution is to offer the residents an opportunity to pay the difference to extend it if they care to do so. Albrecht: Replied that the City Attorney felt anything in addition to 3A could be specially assessed. Schmitt: Noted that would have to be worked out in negotiation and agreed to. Erickson: Believes the resolution should state that it approves 3A and property owners could do future improvements at their cost if they wish. Hedberg: Believes that if they want further work to be assessed it would be a future resolution. Schmitt: Agreed it would have to be addressed separately. Boyles: Suggested the property owners could, within a defined time period, pay for further improvements. Noted that special assessment require a whole set of procedures. Schmitt: Agreed. Boyles: Suggested that the resolution add the following: #6, the property owners may, at their option, agree to pay the difference between options 3A and 3B by notifying the City of their intent within 14 calen- dar days of adoption of this resolution. Payment shall be made in a form acceptable to the City prior to commencement of the project. Albrecht: Believes the property owners would decide within a couple of weeks if they are interested, and the project would only proceed if the property owners are willing to grant easements. The resolution pro- vides a starting point for talking about that. Hedberg amended the motion to add the suggested language for #6 and LeMair seconded. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. RECESS Mayor Haugen called a recess at 8:25 p.m. 6 City Council Meeting Minutes August6,2007 DRAFT RECONVENE The meeting reconvened at 8:35 p.m. Consider Approval of a Resolution Accepting Bids and Authorizing the Mayor and City Manager to Execute a Modified AlA Contract for the Construction of Fire Station No.2. City Manager Boyles introduced I&S Representative Brian Gjerdes. Gjerdes explained the bids and al- ternates and advised the Council that Met-Con Companies submitted the lowest responsible bid. Bill Wolt. ers, Owners Representative, reviewed the construction budget and noted that it is anticipated to be con- structed under budget. Comments: Millar: Asked Wolters to explain why epoxy floor coating is important. Wolters: Replied that it is a lower maintenance, longer-wearing surface that seals the concrete. Also spoke about the card entry system alternate and the benefits of including it. Millar: Commented that the City will be building a functional, quality, long-lasting building that is strategi- cally placed. Thanked I&S and Wolters. Noted that the timing of seeking bids allowed for competitive bids to be received. Hedberg: Concurred. Asked where landscaping is in original budget. Wolters: Replied that it is included in the construction costs. Hedberg: Believes City staff will install the landscaping. Stated the project is a tremendous response to the voters who approved the referendum. LeMair: Will endorse awarding the bid to Met-Con as it is a reputable company that is capable of the pro- ject. Erickson: Thanked all involved including the voters. Commended getting the bid bond. The City received a good bid and also is protected. Will support. Haugen: Commented on the committee process. MOTION BY MILLAR, SECONDED BY ERICKSON TO APPROVE RESOLUTION 07.143 ACCEPTING BIDS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE A MODIFIED AlA CONTRACT FOR CONSTRUCTION OF FIRE STATION NO.2. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Fire Chief Hartmann thanked residents for approving the referendum. Excited to move into the building and anxious to start serving out of this station as it will improve response times. Consider Approval of a Resolution Authorizing the Mayor and City Manager to Enter into a Lease with Allina Health Systems. City Manager Boyles explained the terms of the lease. Comments: LeMair: Will support. Erickson: Agreed stating this is a great program for City residents and Allina. Millar: Agreed it is a terrific partnership. Hedberg: Asked how the rate for the monthly lease was arrived at. Boyles: Replied that similar lease experience was researched. Hedberg: Commented this is probably a below-market price but he supports it because it is an example of the partnership. 7 City Council Meeting Minutes August 6, 2007 DRAFT Haugen: Agreed that the price might be a little below market but not much because some of it is ware- house space rather than all office space. Most important to bring the services to the citizens when they need it the most. MOTION BY LEMAIR, SECONDED BY MILLAR TO APPROVE RESOLUTION 07.144 AUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO A LEASE AGREEMENT WITH ALLlNA HEALTH SYSTEMS. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Consider Approval of a Resolution Accepting Bids and Authorizing the Mayor and City Manager to Execute a Modified Standardized City Contract with Rice Lake Construction Group for the Con. struction of the Water Treatment Facility. Public Works Director Albrecht outlined the bids received and noted that Rice Lake Construction Group is well recommended as well as being the lowest responsible bidder. Bid includes the full roof design of the plant. Described the financing for the project and noted the favorable bid market allows delay of future rate increases in utility billing. Noted that the use of consultants kept the project under budget. Comments: Millar: Commended the committee for its work and supports the full roof design. Erickson: Asked when bonds would be sold and whether they would be sold at one time. Albrecht: Replied that bonds for $8.5 million have already been sold and next year the City will request a sale of bonds to cover the balance of funds needed. Erickson: Asked about wiring to be done after construction is complete. Albrecht: Replied that Rice Lake Construction will set up the building so a security company can come in afterward to install the same card system as that in city hall and the police station. Computer and network wiring will be done with construction. LeMair: Served on the building committee. Stated that it is a much needed project and it is great to have it come in under budget. Will support. Hedberg: Concurred with previous comments and noted that this project has been in the Capital Im- provement Plan for several years because Prior Lake's water has a heavy mineral content which shortens the lifespan of the City's infrastructure. The water treatment facility will provide good quality water and re- duce overall maintenance costs. Commented that the landscaping will provide more trees than are cur- rently on the site for a park-like looking environment. Haugen: Recalled that in 2001 there was a drought and the City experienced a watering ban. Noted that four wells have been added since 2002 and this facility will not only deal with quality of water but also as additional water storage. MOTION BY HEDBERG, SECONDED BY LEMAIR TO APPROVE RESOLUTION 07.145 ACCEPTING BIDS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT WITH RICE LAKE CONSTRUCTION GROUP FOR CONSTRUCTION OF THE WATER TREATMENT FACILITY. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Consider Approval of a Recommendation Amending the Process for Preparing a Dock Location and Marina Policy I Ordinance. City Manager Boyles explained that previous Council action did not include the Planning Commission or Planning Department representation on the task force to work on dock regulation and they generally are the 8 City Council Meeting Minutes August 6, 2007 DRAFT recipients of any complaints concerning the topic. Suggested a task force of representatives from both the Lake Advisory Committee and the Planning Commission. Comments: Hedberg: Noted that the Lakes Advisory Committee had several discussions about marina usage and agreed that it is a Planning Commission issue. Believes the LAC will support this change in structure. Asked which staff will provide support to the task force and which Council representation will be on the task force. Boyles: Replied the Council can determine its own representation and staff liaisons would likely be one person from Engineering and one person from Planning. Hedberg: Believes it should be a small group and suggested two representatives from the LAC, two from Planning, and one Councilor to narrow the amount of resources invested in it. LeMair: Supports the proposal and added that a Council liaison is not needed, but rather a spokesperson from one of the committees to bring the message back to the Council. Erickson: Would volunteer to be a Council liaison if needed. Supports this task force. Millar: Will support. Haugen: Agrees the group should be small and suggested that a staff person provide the professional leadership and bring it back to the Council for formal action. MOTION BY HEDBERG, SECONDED BY LEMAIR TO CHANGE THE APPROACH AND STRUCTURE WHICH CALLS FOR THE CREATION OF A TASK FORCE COMPOSED OF TWO MEMBERS FROM THE LAKE ADVISORY COMMITTEE AND TWO MEMBERS FROM THE PLANNING COMMISSION TO PREPARE RECOMMENDATIONS FOR A DOCK PLACEMENT POLICY AND A MARINA ORDINANCE BASED ON DRAFT RECOMMENDATIONS PREPARED BY THE STAFF. Millar: Asked for clarification of the motion. Boyles: Replied that it is to clarify the policy on dock location and refine the existing marina ordinance; and that the task force can decide whether to consider both at once or one at a time. Erickson: Asked if there is a time frame for reporting back to the Council LeMair: Suggested that the task force be formed and it could propose the timeline for recommendations. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. MOTION BY LEMAIR, SECONDED BY HEDBERG TO DIRECT THE TASK FORCE TO REPORT TO THE COUNCIL WITHIN 30 DAYS OF FORMATION BRINGING A TIMELlNE FOR RECOMMENDATIONS FOR POLICY AND ORDINANCE. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Consider Approval of a Resolution Approving Construction Cost Participation for: 1) CR 121m. provement Project; 2) CR 12/ TH 13 Improvement Project; and 3) CR 21/ Jeffers Pass Signal Pro. ject. Public Works Director Albrecht proposed resolutions for cost sharing the three projects. All projects have been bid and awarded and the County has notified the City of its share. Comments: Millar: Will support. Asked about utility costs for CR 12 and TH 13 project. Albrecht: Replied that some utilities were added and bids for that were not as competitive. Hedberg: Will support. 9 City Council Meeting Minutes August 6, 2007 DRAFT LeMair: Will support. Asked if signal lights would be installed at Jeffers Pass in time for school. Albrecht: Replied the County is optimistic that the lights will be working before Labor Day weekend. Erickson: Commented on CR 12 and TH 13 project safety issues. Albrecht: Agreed it is not the most desirable situation and noted that the barricades are in place to protect workers. County is considering closing access to CR 12 and the City can indicate if it wants them to do so as a safety decision. Haugen: Will support. MOTION BY LEMAIR, SECONDED BY MILLAR TO APPROVE RESOLUTION 07.146 APPROVING CONSTRUCTION COST PARTICIPATION WITH SCOTT COUNTY FOR THE CR 12 AND TH 13 IMPROVEMENT PROJECT (SAP 70-612-10). VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. MOTION BY MILLAR, SECONDED BY LEMAIR TO APPROVE RESOLUTION 07.147 APPROVING THE CONSTRUCTION COST PARTICIPATION WITH SCOTT COUNTY FOR THE RECONSTRUCTION OF CR21. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE RESOLUTION 07.148 APPROVING THE CONSTRUCTION COST PARTICIPATION WITH SCOTT COUNTY FOR THE JEFFERS PASS/COACHMAN LANE AND CR 21 TRAFFIC SIGNAL IMPROVEMENTS. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. NEW BUSINESS Consider Approval of Final Format of the 2006 Financial Gold Standards Reports. City Manager Boyles invited the Council to review and comment on a report prepared for distribution to the residents regarding the City's financial gold standards. Distribution is planned through the Prior Lake American. Comments: LeMair: Likes the format and believes it is great information for the community. Hedberg: Stated it contains a lot of complicated information but it has been formatted to be helpful and interesting. Millar: Noted that the Communications Committee encouraged the financial report card and this helps to summarize some difficult information. Erickson: Clarified some information on the brochure. Teschner: Explained the tax rate and tax capacity value. Erickson: Asked if it would be a benefit to show what the county's and school board's tax rate is for that period. Teschner: Replied the report is to show what the City is responsible for and that the county and school district's rate is the same through all of their areas. Haugen: This is the first report card for the Finance Department and most people will be able to under- stand it. MOTION BY MILLAR, SECONDED BY HEDBERG TO APPROVE THE FORMAT WITH RECOMMENDATIONS FROM THE COUNCIL FOR THE 2006 PRIOR LAKE REPORT ON FINANCIAL GOLD STANDARDS. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. 10 City Council Meeting Minutes August6,2007 DRAFT Consider Approval of a Resolution Appointing Members to the Parks Advisory Committee. Recreation Coordinator Barstad described the qualifications of the three applicants for the Parks Advi- sory Committee and recommended their appointment to the committee explaining that each brings a valu- able perspective. Suggested a revision to committee bylaws to permit re-appointment to an advisory com- mittee after a period of five years following their term limit. Mayor Haugen recused himself due to his son being one of the candidates. Comments: Millar: Noted that the three people who have applied for the committee are good candidates. Reported on the interviews and outlined the credentials of each candidate. Recommends approval. Hedberg: Will support. Stated the City is fortunate to have three knowledgeable and energetic candi- dates. Need to learn how to encourage volunteers in order to get more candidates. Agree with the rec- ommendation of the committee to change the bylaws. Erickson: Believes these are three outstanding candidates although he is disappointed there were not more interested and involved people in the community to challenge for the positions. Will support the can- didates and the bylaws revision. LeMair: Related his experience with the candidates. Encouraged involvement of persons in the commu- nity to volunteer for these committees. MOTION BY MILLAR, SECONDED BY HEDBERG TO APPROVE RESOLUTION 07.149 APPOINTING MEMBERS TO THE PARKS ADVISORY COMMITTEE AND DIRECTING STAFF TO AMEND ADVISORY COMMITTEE BYLAWS RELATED TO ELIGIBILITY FOR RE-APPOINTMENT. VOTE: Ayes by Erickson, Hedberg, LeMair and Millar. Haugen recused. The motion carried. Haugen: Noted the Planning Commission is three, three-year terms and the LAC and PAC are two, three- year terms. Questions if there should be limitations to just two terms for some of the committees. Hedberg: Believes that wording of the resolution allows for broader direction. Haugen: Quoted #3 on the resolution. Erickson: Asked if the question should be referred to the bylaws committee. Boyles: Affirmed. Millar: Asked if the bylaws have to be changed for Ceminsky to be appointed. Schmitt: The necessary terms for Ceminsky to be appointed are in this resolution. Additional changes can be made with further action. Consider Approval of Questionnaire to be Administered to Facilitate Implementation of Safe and Healthy Neighborhoods Vision Element. City Manager Boyles explained the concept of identifying the existing neighborhood organizations and conducting a survey with them to engage them in becoming more involved with City activities. Comments: Millar: Believes this is a good way to promote small town values and hopes it will be successful. Hedberg: Believes this can meet both the Safe and Healthy Community and Communications Elements of the 2030 Vision and Strategic Plan, and it will help people become more engaged in their neighborhoods. Suggested identifying some of the people who are participating in Neighborhood Night out and give them this survey. LeMair: Will support. 11 City Council Meeting Minutes August6,2007 DRAFT Erickson: Agreed that Neighborhood Night Out registrants should receive the survey. Believes one of the benefits of Prior Lake is the neighborhoods even if they are informal. Haugen: Commented on neighborhoods gathering to watch the classic car cruise. Will support. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE ADMINISTRATION OF THE QUESTIONNAIRE AS RECOMMENDED. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. OTHER Community Events Erickson: National Night Out on Tuesday, August 7. Lakefront Days was a fantastic effort. LeMair: Lakefront Days was a great celebration and many, many volunteers stepped up to make it work - thanked the volunteers. Hedberg: Commented that $180 was raised for the Red Cross for the Minneapolis bridge collapse at the Ice Cream Social. Haugen: Extended thoughts and prayers for victims of bridge collapse. Hopes that from leadership per- spective that the right things are done to invest in the freedom of movement for future generations. Intro- duced Travis Reese, administrative intern. Reese: Commented on future career plans. Haugen: August 18th will be Prior Lake Night at the Dome. The bid to throw the opening pitch went for $500. Executive Session Adjourned to executive session at 10:30 to discuss potential litigation. RECONVENED The meeting reconvened at 10:55 p.m. and Mayor Haugen announced that they discussed the failure of negotiations with several residents regarding ordinance conflicts and the Council has given direction to the City Attorney to initiate litigation. ADJOURNMENT With no further comments from Council members, a motion to adjourn was made by Hedberg and sec- onded by Millar. With all in favor, the meeting adjourned at 10:57 p.m. Frank Boyles, City Manager Charlotte Green, Administrative Asst. 12