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2012-07-16 CC MinutesNIbertville 1 Town Q smoi uYwq. sq W We. ALBERTVILLE CITY COUNCIL Monday, July 16, 2012 APPROVED MINUTES ALBERTVILLE CITY HALL 1. CALL TO ORDER — PLEDGE OF ALLEGIANCE Mayor Mark Meehan called the regular City Council meeting to order at 7:02 p.m. 2. ROLL CALL 7:00 PM Present: Mayor Mark Meehan, Council members Jillian Hendrickson, Larry Sorensen, John Vetsch and Dan Wagner Absent: None Others Present: Interim City Administrator Robert Thistle, Finance Director Tina Lannes, City Attorney Michael Couri, City Planner Alan Brixius, City Engineer/Public Works Director Adam Nafstad, City Clerk Kimberly Olson, Fire Chief Tate Mills, Chad Dahlheimer, Samara Postuma, Rob Rich, Tom Fay, Pete and Pam Betts, and Trisha Holm 3. RECOGNITIONS, PRESENTATIONS AND INTRODUCTIONS A. Proclamation for Chas Betts Mayor Meehan read the proclamation recognizing Chas Betts for his accomplishments and supporting him in the 2012 Summer Olympics and proclaiming July 21, 2012 Chas Betts Day. Meehan presented the proclamation to the parents of Chas Betts. 4. CITIZENS OPEN FORUM There were no comments. Meeting Date: July 16, 2012 City of Albertville Page 2 of 10 City Council Approved Minutes July 16, 2012 5. APPROVAL OF THE AGENDA Olson added set special meeting dates to canvass election results and change Nov. 5 City Council meeting under City Council business. Lannes added budget workshop dates and challenge from St. Michael under Finance business. Nafstad added 2012 seal coat improvements under Public Works business. Vetsch added discussion of Wright County 5 (five) year transportation budget under Finance business. Motion by Wagner, seconded by Hendrickson, to approve the agenda as amended Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent. None. MOTION DECLARED CARRIED. 6. CONSENT AGENDA All items under the Consent Agenda are considered to be routine by City Staff and will be enacted by one motion. In the event an item is pulled it will be discussed in the order it is listed on the Consent Agenda following the approval of the remaining Consent items. These items will be approved by a separate motion. A. Approve the July 2, 2012 regular City Council minutes as presented B. Authorize the Monday, July 16, 2012 payment of the claims that includes electronic payments 1270 EFT- 1282 EFT and check numbers 31139 to 31180 as presented C. Approve Payment No. 2 for I-94 project to Eureka construction in the amount of $1,097,229.93 Motion by Sorensen, seconded by Vetsch, to approve the consent agenda. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. 7. PUBLIC HEARINGS A. Fraser Steel Business Subsidy and Establishment of Tax Increment Financing District No. 14 Hearings Continued Couri stated there will be no need to hold the public hearing. Materials for the project will take about 3 (three) months to arrive which would set back the construction to the winter season. Because of the high cost of winter construction and the impact the weather would have on their product, Fraser Steel would like to postpone the building project until spring 2013. Couri stated they would be able to accommodate the request and move forward with the steps for the TIF City of Albertville City Council Approved Minutes July 16, 2012 Page 3 of 10 district and the Business Subsidy Loan in the next year. Fraser Steel would come back in January or February of 2013 to begin the process again. 8. DEPARTMENT BUSINESS A. City Council 1). Committee Reports a. Ad Hoc Committee Hendrickson reported the committee met and discussed costs and benefits of having staff or an outside firm (Springsted Incorporated) develop the City Administrator Profile and Council Objectives. They felt the costs would be very similar but the committee felt there would be more resources provided with Springsted. The committee put together a three phase process: Development/Redefining Position Profile & Council Objectives Determine candidate "seek to hire" direction (internal promotion or public posting) Appointing the new City Administrator Hendrickson stated the committee recommendation is to adopt the three step plan and engage Springsted to undertake the first phase Develop/Redefine Position Profile and Council Objectives. Meehan inquired about the timeline and Hendrickson stated the first phase would take 3 (three) or 4 (four) weeks. Vetsch would like to move with the first phase to define the role of the new City Administrator but he would like them to move forward with promoting from within and not motion to have a search. Couri stated that Thistle had listed out the steps and cost to develop the Position Profile and Council Objectives internally. He stated that cost was very similar to Springsted. Couri stated that the time Thistle would devote to this process would take away from the hours and work he would be providing to the City. Couri's own thought was that going with Springsted would bring insight on the current market and what the Council can expect for costs in terms of candidate experience. Meehan asked if the committee had any further discussion on the role and characteristics Council wants in a City Administrator. Hendrickson said that it was referred to the committee to determine the next steps and their recommendation was to engage Springsted for the Development/Redefining Position Profile and to adopt the three step process. She stated that with using Springsted there is an added benefit of credibility of independence in using an outside firm. City of Albertville City Council Approved Minutes July 16, 2012 Page 4 of 10 Meehan asked about developing a contract for the City Administrator. Hendrickson stated that would be the last phase. Couri stated that Springsted would probably have a template they could use or so would the League of Minnesota Cities. It would probably take about a week to draft. Sorensen stated that the first phase is to come up with a job description and he felt they already have one in place. He felt the process is getting too complicated. Hendrickson stated that she felt he was missing the point as the process would include interviews with each council member to really define the role they expect the new City Administrator to fulfill. Sorensen did not seethe value in paying $1500 for a job description when they could advertise the current one for free. Thistle stated that the ultimate product is a job description. He stated that if he did the work it would be his job description and the real effort is to see where the community and the Council want to go in the next 5 (five) to 10 (ten) years and he stated those objectives will most likely be different than what was in the past with the previous job description. The real effort is the front end work to meet with Council and 4 (four) or 5 (five) members of the community to identify where the community wants to go in the future and that will be significantly different than ten years ago. Council will need to determine community leaders to be involved in that discussion. They can identify the skill sets needed to move forward with those ideas and then move onto the next phase of determining an internal promotion or executive search. Hendrickson stated that her goal is not to spend irrational dollars. Meehan felt a new job description would be a guide and road map for the new City Administrator. Sorensen did not want to reinvent the wheel. He asked if a search firm was used last time the position was filled. Couri stated he believed there was not a search firm used last time and they most likely advertised the position themselves. Thistle stated there is no pattern to whether a city should hire a search firm or not. Vetsch believes a search firm is the way to go and they may bring something new to the table. It would give the Council the chance to get on the same page for what the new City Administrator should be doing. Motion by Vetsch, seconded by Meehan, to engage Springsted for the Development/Redefining Position Profile and Council Objections. Ayes: Meehan and Vetsch. Nays: Sorensen and Wagner. Abstain: Hendrickson. MOTION FAILED Motion by Vetsch to proceed with candidate promotion within appointing Adam Nafstad as City Administrator. There was no second. MOTION LOST. Motion by Hendrickson, seconded by Meehan, to adopt the three step process and engage Springsted to Develop/Redefine the Position Profile and Council Objectives in the first phase. Ayes: Meehan, Hendrickson and Vetsch. Nays: Sorensen and Wagner. MOTION DECLARED CARRIED. City of Albertville Page 5 of 10 City Council Approved Minutes July 16, 2012 b. Ice Arena Committee Sorensen reported the committee chose to keep the ice rental rates at $185/hour because rental hours have picked up recently. The youth hockey association discussed the possibility of renting the L&D building for use as a dry -land facility. Meehan asked if they will be looking for help from the City. Sorensen reported that they will be doing it themselves but would need the City's help for inspections. Thistle asked if Council wished to have minutes of these meetings included in the packets. Sorensen stated that had in the past and Thistle replied they will be include from now on. Sorensen also stated that the youth hockey association explained that they are exploring all options regarding a second sheet of ice, including other locations or possibly going out on their own. Vetsch stated that if the association is going out on their own for another sheet of ice, he would like to see a successful example of a similar project. Meehan felt the arena is a community asset and would like to see some more time open to other organizations. Sorensen stated that during the season, time is booked up fast but there is some open skate time as well. Wagner stated they will be fully reimbursed for the roof. 2). Set Special Meeting Dates to Canvass Election Results Olson reported the need to canvass the election results. Motion by Hendrickson, seconded by Sorensen, to set a Special Meeting on August 16. 2012 at 6.30 p.m. to canvass the Primary Election results. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. Motion by Hendrickson, seconded by Vetsch, to set a Special Meeting on November 13, 2012 at 6:30 p.m. to canvass the General Election results. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. 3). Change Nov. 5 City Council Meeting Date Olson would like to recommend moving the November 5 City Council Meeting to November 7 due to the General Election. Motion by Sorensen, seconded by Hendrickson, to reschedule the November S, 2012 City Council meeting to November 7, 2012 at 7. 00p.m. Ayes: Meehan, Hendrickson, City of Albertville City Council Approved Minutes July 16, 2012 Page 6 of 10 Sorensen, Vetsch and Wagner. Nays: None. Absent. None. MOTIONDECLARED CARRIED. B. Finance 1). Mid Year Assessments for Delinquent Accounts — (pgs 20-22) Lannes stated that due to the economy, practice has been to certify delinquent accounts midyear as well as end of the year. There was no one present to discuss the item. Motion by Hendrickson, seconded by Wagner, to adopt Resolution 2012-033 Certifying Delinquent Utility Accounts and Invoices to Wright County for Collection with Property Taxes. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent. None. MOTIONDECLARED CARRIED. 2). Fire Dept. Back Pay Fire Chief Mills reported the firehouse software used to calculate firefighter hours had an error. He stated the error went back to the second quarter of 2008. Lannes reported they are reviewing the entries and it is estimated the total cost would be $30,000 or about $6,000 per year. There were funds in the fire budgets for those years that were not utilized and were put into the General Fund Reserve. The back pay would come out of that. Lannes expects the payments to be paid on August 3. The firefighters would be paid at straight pay. Meehan inquired why the audit did not find this and Lannes reported that the auditors audit payroll and the software just gives the Fire Chief the hours to send to payroll. Motion by Hendrickson, seconded by Sorensen, to approve the Firefighter back pay. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTIONDECLARED CARRIED. 3). Set Budget Workshop Dates Motion by Sorensen, seconded by Hendrickson, to set budget workshops immediately following the regular City Council Meetings on August 6 and 20, 2012. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. 4). St. Michael Challenge City of Albertville City Council Approved Minutes July 16, 2012 Page 7 of 10 Lannes reported St. Michael has challenged the Council and staff to participate in a bowling competition on Friday, August 10 at River Lanes Bowling Alley. She stated they will need 12 (twelve) players. Sorensen and Wagner will play and Hendrickson stated she may be able to attend. Motion by Wagner, seconded by Sorensen, to accept the challenge from St. Michael. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTIONDECLARED CARRIED. 5). Wright County 5 Year Transportation Budget Nafstad stated they do receive a notice of when the County budget workshops are taking place and they should be coming up soon. Projects in the region are a preservation project on 50th ST NE from County Rd 19 to St. Michael. Another is County Rd 19 North for a 4 (four) lane expansion and Phase II for I-94. He will make Council aware of those meeting dates when they are informed by Wright County. C. City Clerk —None D. Public Works Director/City Engineer 1). I-94 Oral Update with Project Picture Presentation Nafstad presented a slide show depicting construction work. He offered the Council a tour of the work site. He felt the operations are going smoothly and going to be on track. He discussed colors for the retaining wall and gathering community input for that decision. 2). 2012 Seal Coat Improvements Nafstad reported that seal coat improvements have not been done since 2009. They received quotes for the work and Pearson Bros. was the low bid. There are sufficient funds to cover the costs. He has it slated to be done by August 15. Couri requested staff and Council substitute the term quote for bids as there is some legal significance. Motion by Hendrickson, seconded by Peach, to approve the Pearson Bros. quote in the amount of $52,140. 00for the construction of the 2012 Seal Coat Improvements. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent. None. MOTION DECLARED CARRIED. 3). Pavement Striping/Marking Quotes Nafstad reported city streets with pavement markings and striping are in need of recoating. In addition, it is recommended that Lachman Ave NE be striped with a double City of Albertville City Council Approved Minutes July 16, 2012 Page 8 of 10 yellow line. The low quote received was from Highway Technologies. The work is slated to be completed the first week of August. Motion by Sorensen, seconded by Vetsch, to approve the bid from Highway Technologies in the amount of $15,367.50 for the construction of the 2012 Striping Improvements. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTIONDECLARED CARRIED. B. Planning/Zoning 1) Center Cut Meats Sign Brixius reported Center Cut Meats is looking for increased signage along Barthel Industrial Drive and I-94. They are requesting a 128 square foot sign that is 16 feet high. The ordinance only allows a 60 square foot sign at 12 feet high. The Planning Commission held a public hearing at the last meeting. They found the property is unique in its configuration and visibility and recommended approval with conditions. Motion by Vetsch, seconded by Hendrickson, to adopt Resolution 2012-034 Approving a Signage Area and Height Variance for a New Freestanding Monument Sign for Center Cut Meats Located at 11646 Barthel Industrial Drive NE within the Albertville City Limits. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTIONDECLARED CARRIED. 2) Zoning Amendment for I-1 and I-2 Brixius stated the ordinance has an 85% hard surface impervious coverage limit that also includes building. Staff felt it was appropriate to remove the 30% building and structure limit so as to help encourage building and development and expand the City's tax base. Vetsch was concerned with developers building on every inch of space on the property and Brixius explained that with the 85% hard surface limit, building and zoning setbacks, parking regulations as well as the 15% set aside for ponding and green space, it does not make sense to have a cap on the building size. Vetsch was also concerned with allowing enough room for fire lines. Brixius stated that any new building must undergo a review for sprinklers and hydrants. Fire lanes are not as critical as they used to be, but those safety issues are considered in any site plan review. Motion by Hendrickson, seconded by Wagner, to adopt Ordinance 2012-002 Amending Section 4600.5 (I--1 Limited Industrial District) and Section 4700 (I--2 General Industrial District) of Appendix A (Zoning Ordinance) of the 2005 Albertville Municipal City Code, Relating to Maximum Sit Coverag . Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent. None. MOTION DECLARED CARRIED. City of Albertville Page 9 of 10 City Council Approved Minutes July 16, 2012 3) **Urban Chickens Brixius gave a review of Dahlheimer's request. Brixius reported on the cities that do and do not allow chickens. He stated his concerns with smaller lot sizes within Albertville, enforcement issues on those who do not comply, staff resources, varmint control, and possible diseases that are different from those associated with domestic animals. Dahlheimer stated that most of the negative comments he has gotten or reviewed are from those that do not have experience with chickens. A lot of the favorable comments were those that have chicken experience. He stated some communities provide an incentive and all he wants is an opportunity for those who want to do it the right way. Sorensen is not in support of chickens. Hendrickson stated she could see both sides of the issue and felt that if another resident brings the issue forward, it would warrant another discussion. Council took no action on the item. C. Legal 1) 152 Club Promissory Note Couri reported it would be a 5 (five) year loan from the Revolving Loan Fund to install sprinkler systems. Interest would be 3.25% or 3.00% if they agree to electronic debit from their banking account. Security will be an assessment against the property which would not be activated unless payment is late. Motion by Sorensen, seconded by Hendrickson, to approve the Promissory Note for the 152 Club. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent. None. MOTIONDECLARED CARRIED. 2) 152 Club SAC/WAC Charges Couri reported this item could be deleted from the agenda. At this point, no tables or chairs will be added, so SAC/WAC charges would not be implemented. When they are ready to be added, staff will bring the item back to Council. Meehan stated he appreciated how staff was working with the business owners. 3) City Administrator Search This item was discussed under 8A.l.a. City of Albertville Page 10 of 10 City Council Approved Minutes July 16, 2012 D. Administration -None 9. ANNOUNCEMENTS and/or UPCOMING MEETINGS July 23, 2012 Joint Powers Water Board Meeting @ 6:30 P.M. August 6, 2012 City Council Meeting @ 7:00 P.M. and Workshop to follow August 13, 2012 STMA Ice Arena Meeting @ 6:00 P.M. August 10, 2012 St. Michael vs. Albertville Bowling Challenge @ 5:30 P.M. August 14, 2012 Primary Election Day August 15, 2012 Planning Commission Meeting @ 7:00 P.M. August 20, 2012 City Council Meeting @ 7:00 P.M. and Workshop to follow 10. ADJOURNMENT Motion by Wagner, seconded by Sorensen, to adjourn the meeting at 8:27p.m. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. Respectfully submitted, imberly A. Olson, City Clerk