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2014-06-16 CC MinutesNbertville &"" .1b," Lmn&ftCW* Uft, ALBERTVILLE CITY COUNCIL June 16, 2014 APPROVED MINUTES ALBERTVILLE CITY HALL 1. CALL TO ORDER - PLEDGE OF ALLEGIANCE Mayor Hendrickson called the meeting to order at 7:00 p.m. 2. ROLL CALL 7:00 PM Present: Mayor Hendrickson and Council members Olson, Sorensen, Wagner and Vetsch. Others Present: City Administrator -PWD Adam Nafstad, City Attorney Mike Couri 3. RECOGNITIONS - None 4. PUBLIC FORUM There was no one present to speak. 5. APPROVAL OF THE AGENDA Vetsch asked to add Sewer Jetting as item H3 under Administration. Motioned by Vetsch, seconded by Sorensen, to approve the Agenda as amended. Ayes: Hendrickson, Olson, Sorensen, Wagner, and Vetsch. Nays: None. Absent. None. MOTION DECLARED CARRIED. 6. CONSENT AGENDA All items under the Consent Agenda are considered to be routine by the 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 June 2, 2014 regular City Council meeting minutes as presented B. Authorize the Monday, June 16, 2014 payment of claims as presented, except bills specifically pulled which are passed by separate motion. The claims listing has been provided to City Council as a separate document and is available for public view at City Hall upon request Page 1 Motioned by Sorensen, seconded by Hendrickson, to approve the Consent Agenda as presented. Ayes: Hendrickson, Olson, Sorensen, Wagner, and Vetsch. Nays: None. Absent: None. MOTION DECLARED CARRIED. 7. PUBLIC HEARING — None 8. DEPARTMENT BUSINESS A. City Council 1). Committee Updates (STMA Ice Arena, Planning, JPWB, Parks, Fire Board, etc.) Planning Commission Wagner reported they had a meeting scheduled for June 10, 2014 that included two public hearings, but they did not have a quorum of commissioners so no action was taken. He stated it was unfortunate they didn't have a quorum, because there was an applicant present for a CUP that was in a time - sensitive situation. Couri reported that the City Planner suggested they amend the City Code to allow the Council Liaison to the Planning Commission voting rights only in the absence of a quorum in order to make the quorum. Nafstad stated staff could bring forward an ordinance to make that amendment at the next meeting. Nafstad gave an update on the CUP request and stated that it was discovered in Albert Villas Sixth Addition that the covenants for that addition do not allow garages or sheds over 120 square feet. The City Planner has informed the applicant of those covenants. Nafstad stated that the way the City Code is written the CUP must be compliant with all PUD requirements and covenants. Wagner inquired if the applicant can still build the additional accessory structure if it is within the 120 square feet. Nafstad stated the applicant's request was to build the structure in excess of 120 square feet and although the City Code allows up to two accessory structures up to a certain amount of square footage, the covenants restrict sheds, accessory buildings, and garages to no more than one under 120 square feet. Hendrickson inquired what the applicant can do to build the accessory building. Nafstad stated the applicant would need approval of 75% of the properties. Hendrickson inquired if a variance could be pursued. Couri replied that they generally do not recommend variances unless there is a very strong reason. He was concerned that it would set precedence and how would they determine what standard to hold the applicant to. Couri stated the Council could change the ordinance, so that PUD covenants do not trump City Code. Nafstad informed the Council that given the circumstances, the City would be returning the applicant's application and escrow fee's in full. City Council Meeting Minutes Page 2 Regular Meeting of June 16, 2014 B. Finance 1). Budget Workshop Schedule Nafstad stated staff has outlined the key dates involved with the budget process and has recommended setting budget workshops for August 4 and August 18. He is looking for direction on whether to hold the workshop before of after the regular meetings. Motioned by Wagner, seconded by Olson, to set budget workshops meetings for August 4, 2014 and August 18, at 6:15 p.m. Ayes: Hendrickson, Olson, Sorensen, Vetsch, and Wagner. Nays: None. Absent. None. MOTIONDECLARED CARRIED. C. City Clerk —None D. Public Works/Engineering - None E. Planning/Zoning — None F. Building — None G. Legal H. Administration 1). Set Joint Meeting Date for June 30, 2014 Nafstad clarified that the meeting will be held with St. Michael and Hanover to discuss transit and Otsego and Monticello have also been invited. He stated the administrators have met frequently regarding transit and they feel the northeast Wright County councils all have similar questions. He reported six cities have already entered into the transit Joint Powers Agreement and they have since held their first meeting. He stated the director for Trailblazers will be present and MnDot has also been invited. Sorensen was concerned if they sign the agreement, there is no guarantee of the number of rides, who will ride, or the level of service provided. Vetsch stated that they do have the option to withdraw out of the agreement. Couri explained that would require about a nine month notice. Council discussed the cost to the City if they signed the agreement. Hendrickson, Olson, and Sorensen stated they would be present at the meeting. Couri recommended they post public notice of a quorum and possible action on the transit Joint Powers Agreement. Motioned by Hendrickson, seconded by Sorensen, to set a Joint Meeting with the City Councils of Hanover and St. Michael for June 30, 2014 at 6:00 p.m. at the St. Michael Government Center, 11800 Town Center Drive NE. Ayes: Hendrickson, City Council Meeting Minutes Page 3 Regular Meeting of June 16, 2014 Olson, Sorensen, Vetsch, and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. 2). City Administrator's Update It was questioned if there had been any issues or complaints about Friendly City Days. Nafstad reported that he received only one complaint regarding noise, but thought the complaint was directed at one of the neighboring bars. Sorensen stated that the event is very well run and is glad to see a limited number of complaints considering the amount of activity and number of people attending the festival. 3). Jetting Sewer Nafstad stated that all sewer lines throughout the City are jetted at least every three years. They received two complaints from residents that water shot out their toilets during the jetting process. Nafstad stated that seldom do they receive a complaint of this type and typically the cause is an internal venting issue. Staff will continue to research the cause has noted the addresses of the complaints so that they can notify the residents prior to jetting in the future. 9. Announcements and /or Upcoming Meetings June 23 Joint Powers Water Board, 6:30 p.m. June 30 Joint Meeting with STMA School District & City of St. Michael July 3 City Offices closed in Observance of Independence Day July 7 City Council, 7:00 p.m. July 8 Planning Commission, 7:00 p.m. July 14 STMA Ice Arena Board, CANCELLED July 21 City Council, 7:00 p.m. July 28 Joint Powers Water Board, 6:30 p.m. Parks Committee, 8:00 p.m. 10. MOVE TO WORKSHOP — Fire Committee Report on Recent Discussion Nafstad reported they have had a number of meetings related to several fire related topics. Nafstad reported that Fire Chief Tate Mills will not be seeking re- election at the end of the year. Mills has recommended to the Fire Committee to hire a full -time Fire Chief. Nafstad reported that he and the Assistant Fire Chief initially met with the State to discuss the process for reviewing the Department's needs, and since, the Offices have met to discuss, as well as, the Membership. The Department has been asked to provide feedback regarding staffing needs of the Department. Nafstad stated that other topics of discussion have included equipment replacement, fire inspection services, and Otsego likely needing a substation in the future. Nafstad stated that they are in the process of compiling feedback from the fire membership in hopes to give it to the Fire Committee at their July meeting. The City must approve its City Council Meeting Minutes Regular Meeting of June 16, 2014 Page 4 preliminary budget at the first meeting in September, so the goal is to determine how much money, if any, should be budgeted should the City pursue a full -time chief. Hendrickson was concerned that there was not enough time before the preliminary budget to make sure the entire membership had time and opportunity to understand and give comment regarding a full -time Fire Chief. She wanted to make sure the membership understood all the details and reasoning behind the recommendation. Vetsch wants to make sure expectations are defined before continuing discussions. Vetsch also questioned a joint powers fire agreement. He was concerned what would happen if a joint powers agreement between Otsego and Albertville would fall through. Couri stated that right now, Albertville owns all of the equipment and that should be addressed upfront. The funding formula should take into account land mass, number of calls, and service needs. He stated the biggest concern that he sees is what would happen if Otsego would choose to form their own fire department down the road, how and where Albertville would stand in terms of equipment and fire personnel. Sorensen agreed and stated that many details need to be worked out for a joint powers agreement. Couri stated that the Council may want to consider a joint powers agreement if they should move forward with a full -time Fire Chief without knowing the long -term status of Otsego. He stated they may want to seek a longer term contract with Otsego for more than five years if they do pursue a full -time Fire Chief. Nafstad stated that equipment replacement can change depending on whether the current service agreement with Otsego is for the short term or long term. Couri stated that in terms of moving forward with a full -time Fire Chief, it would be very beneficial to know how the economics will be with Otsego. Sorensen stated that he will support whatever the fire membership feels is best and if they feel they do not have enough information at this time, the Council can wait until the membership is ready and that may not be in time to include it in the budget discussions. Council discussed the benefits and drawbacks of 1306 of the Building Code regarding sprinkling requirements. Couri clarified that municipalities must adopt 1306 in its entirety and cannot adopt specific areas of 1306. Olson suggested a joint meeting with the Otsego City Council. Council discussed the impact on the budget and salary/benefit costs for hiring a full -time Fire Chief. Sorensen wanted to make sure there isn't the perception that the Council is rushing into a decision. He wants to make sure they get opinions from the entire fire membership and felt they will move forward when the department is ready. Olson asked to review the selection and appointment process used for the Fire Chief and Assistant Fire Chief. Nafstad reported that those positions are elected from the membership and then formally appointed by the City Council. The Department has selection process for the other officer positions. Nafstad stated the State Fire Marshall's Office and League of Minnesota Cities have recommended that they move away from the election process and City Council Meeting Minutes Regular Meeting of June 16, 2014 Page 5 move towards a selection process for qualified candidates. Couri explained the election process for the Fire Chief and Assistant Fire Chief does not comply with current law and suggested the Council make appointments by selecting from a group of the most qualified individuals. Nafstad reported the Relief Association will be present at the next Fire Committee meeting. Sorensen recommended the Relief Association and City Council hold a joint meeting to review the Fire Relief funding. Motioned by Wagner, seconded by Olson, to adjourn the workshop at 8:50 p.m. Ayes: Hendrickson, Olson, Sorensen, Vetsch, and Wagner. Nays: None. Absent. None. MOTION DECLARED CARRIED. 11. ADJOURNMENT Motioned by Sorensen, seconded by Olson, to adjourn the meeting at 8:51 p.m. Ayes: Hendrickson, Olson, Sorensen, Vetsch, and Wagner. Nays: None. Absent. None. MOTION DECLARED CARRIED. Respectfully submitted, Kimberly A. son, City Clerk City Council Meeting Minutes Regular Meeting of June 16, 2014 Page 6