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Thursday, May 3, 2018
Agenda
Not posted
What was on the agenda.
One-line summary
Council workshop covered 4M Fund information, planning/zoning items (including a lot split/CUP request and code enforcement), road and bridge bid recommendations, several consent-agenda items for an upcoming council meeting, and extensive discussion about the deputy clerk hiring process; the workshop ended with an adjournment motion carried.
29 items as recorded in the packet and minutes.
1Corey Boyer: 4M Municipal Advisor presentation
Presentation on the 4M Fund Program through the League of Minnesota Cities.
2aPlanning & Zoning: Jeffrey Anderson lot split and conditional use permit (6538 213th Avenue NW)
Request included a lot split (19.88 acres into Parcel A 9.59 ac with existing house and Parcel B 10.29 acres with existing pole shed and new home) and a CUP for flag-lot access to existing house.
2bPlanning & Zoning: Code enforcement request for council action (5980 187th Ave)
Planner reported that the building inspector posted the residence as uninhabitable and requested a structural engineer review; humane society was notified and council discussed notifying fire/police for condemnation/flagging.
2b-1Planning & Zoning: Guyer property (animals/business/IUP question)
Council discussed confirming animal removal and whether an interim use permit (IUP) is needed if operating a business; mayor indicated sensitivity and council handling.
2cPlanning & Zoning: Add Resolution 2018-13 to consent agenda (Comprehensive Plan decennial review extension)
Planner requested adding a resolution requesting additional time for the comprehensive plan decennial review/update; reason listed as land use issues.
3aRoad and Bridge: RCA Rogers Lake Area repair project in 2018 bonding
Council to check with Engineer Nelson about patch spots in cost estimates previously provided.
3bRoad and Bridge: RCA Repair remaining pits in Rogers Lake Area
Send back to Road and Bridge Committee to discuss.
3cRoad and Bridge: Dust Control Bids
Check for Ramsey spending policy; recommendation to contract with Northern Salt.
3dRoad and Bridge: Crack Sealing Bids
Consensus to go with ACS.
4.1.1Consent agenda (for upcoming council meeting): approve prior minutes
Approve March 20 special meeting minutes; April 5 workshop; April 10 council meeting minutes (noted as no comments).
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.2Consent agenda (for upcoming council meeting): Financial Report
Financial report (no comments).
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.3Consent agenda (for upcoming council meeting): approve audited bills (Claims #702-#750 plus net distribution reports)
Approve all audited bills Claim #702 through Claim #750, plus net distribution report dated April 9, 16 and 30, 2018 (no comments).
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.4Consent agenda (for upcoming council meeting): Resolution 2018-11 accepting donation (Elk River Youth Hockey Association)
Adopt Resolution 2018-11 accepting a donation from the Elk River Youth Hockey Association (no comment).
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.5Consent agenda (for upcoming council meeting): 2018 agreement for residential recycling program
Approve the 2018 Agreement for Residential Recycling Program (no comment).
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.6Consent agenda (for upcoming council meeting): approve liability coverage waiver form
Approve Liability Coverage - Waiver Form (no comment).
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.7Consent agenda (for upcoming council meeting): Resolution 2018-07 authorizing membership in the 4M Fund
Consider adopting Resolution 2018-07 authorizing membership in the 4M Fund (presentation referenced above).
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.8Consent agenda (for upcoming council meeting): Farmers Market budget and donation of weather radio
Request approval of Farmers Market budget and donation of a weather radio; council to check insurance for the farmers market.
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.9Consent agenda (for upcoming council meeting): transfer donated gambling funds to Fire Department Equipment Fund (Blitzfire Attack nozzle)
Transfer donated gambling funds to Fire Department Equipment Fund to allow purchase of Blitzfire Attack nozzle; discussion referenced $3,313 remainder coverage approach and request to review past donated funds usage.
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.10Consent agenda (for upcoming council meeting): meeting date changes
Meeting date changes (no comment).
Workshop packet/minutes list this as a consent agenda item for a future council meeting; no council-meeting action is recorded in this workshop minutes bundle.
4.1.11Consent agenda (for upcoming council meeting): Park and Trail Plan committee recommendations
Approve committee recommendations for Park and Trail Plan; mayor and Bettinger wanted to remove from consent agenda and discuss next month; planner to send bolded items and map.
5aCouncil items: Deputy Clerk position update (hiring process)
Lengthy discussion of hiring committee recommendations, differing views among mayor and councilmember(s), deference to clerk LaDoucer, need for more candidate information, and concerns about candidate fit/attitude and potential conflict perceptions.
5bCouncil items: Old Viking Blvd assessment options/considerations for larger parcels
No council consideration for changing the assessment.
5cCouncil items: Recycling Center quote for a box vented overhang; grant denial and funding options
County denied $30,000 grant; council discussed options and extending roofline to aid plowing and prevent doors freezing; Rainville requested recycling funds report for May council meeting.
5dCouncil items: RCA contracted street sweeping
Check with Glaze to see if the Tenant Sweeper will handle roads with curb and gutters.
5eCouncil items: RCA discrepancy in how councilmember-provided information was handled (public record/memo vs RCA)
Rainville wanted her response part of official record and treated the same as Bettinger; discussion about using memo vs RCA and code of conduct; item to be moved to consent agenda and resubmitted in proper format.
5fCouncil items: Pinnaker Lake Estates Road Improvement Project plans and specs; Resolution 2018-12 planned for council meeting
Council discussed whether to respond to an individual complaint; Breyen offered to contact the individual; resolution to vote on at city council meeting.
5gCouncil items: Schedule special city council meeting May 15, 2018 at 6:30 PM (Old Viking Blvd plans/specs and resolution)
Consensus to schedule special meeting May 15, 2018 at 6:30 PM to approve plans/specs for Old Viking Blvd and adopt resolution.
Recorded as a consensus decision in the workshop minutes.
6Introduction of new items: RCA employment and personnel policies (draft review for June meeting)
Rainville and Breyen reviewed current policy and draft; council asked to review and send questions to LaDoucer for June council meeting discussion; notes about references to Town Board needing cleanup.
7Adjournment
Motion to adjourn at 10:20 PM; moved by Rainville, seconded by Breyen; all in favor; motion carried.
What this meeting did about specific topics, organized by issue rather than by document.
4M Fund membership and program information
Corey Boyer, a 4M Municipal Advisor, presented information about the 4M Fund Program through the League of Minnesota Cities. The workshop packet also listed a future consent-agenda item to consider adopting Resolution 2018-07 authorizing membership in the 4M Fund.
Agenda: 1, 4.1.7. Speakers: Corey Boyer.
Jeffrey Anderson lot split and conditional use permit at 6538 213th Avenue NW
Planner Stockman presented Jeffrey Anderson’s request to split a 19.88-acre parcel into two parcels (9.59 acres with the existing house and 10.29 acres with the pole shed and a new home) and to approve a conditional use permit for flag-lot access to the existing house. Councilmember Breyen asked about fire access, and Stockman said they would use the existing black-topped area as a turnaround if needed; the notes also indicate amending findings to include “Option B” to maintain an area as Open Area/Shared Use.
Agenda: 2a. Speakers: Breyen, Stockman.
Code enforcement and safety concerns at 5980 187th Ave and related Guyer property compliance questions
The planner reported that the building inspector labeled and posted the residence at 5980 187th Ave as uninhabitable and requested a structural engineer review, with the Humane Society notified; the council discussed ensuring the address is sent to fire and police for condemnation-related purposes and whether dispatch can flag the property. Separately, the workshop discussed the “Guyer property” with questions about removal of other animals, what activity is occurring (business), whether an IUP is needed, and whether council or staff should confirm the situation.
Agenda: 2b, 2b-1. Speakers: Stockman, Pilon, Reighard, Bettinger.
Rogers Lake Area road repairs, dust control, and crack sealing bids
For the Rogers Lake Area repair project proposed for 2018 bonding, the council planned to check with Engineer Nelson about whether certain patch spots were included in prior estimates. Remaining pits in the Rogers Lake Area were sent back to the Road and Bridge Committee. For maintenance bids, the council discussed dust control bids (checking Ramsey’s spending policy and recommending Northern Salt) and crack sealing bids (consensus to go with ACS).
Agenda: 3a, 3b, 3c, 3d. Speakers: Engineer Nelson.
Deputy clerk hiring process and candidate selection concerns
Council held an extended discussion about the deputy clerk position and the hiring committee process, including whether a majority recommendation should control, whether the council needs more information about candidates, and how much weight to give City Clerk LaDoucer’s preference. Councilmembers debated candidate fit and office environment, concerns about a candidate’s attitude during interviews, and Reighard raised a concern about perceived connections involving “Mark Korin, the Mayor of Oak Grove,” noting it “doesn’t sit well” with him.
Agenda: 5a. Speakers: Pilon, Reighard, Breyen, Bettinger, Rainville, Stockman, LaDoucer.
Recycling Center overhang/roofline and loss of county grant funding
Council discussed a quote for a recycling center “Box Vented Overhand” and Rainville requested a report of recycling funds for the May council meeting. The notes state the county denied the city a $30,000 grant, which could limit items accepted unless another funding source is found; the council considered extending the roofline to move snow away from the building for plowing and to keep doors from freezing shut.
Agenda: 5c. Speakers: Rainville.
Special meeting scheduled for Old Viking Blvd plans and specs
The workshop notes show a consensus to schedule a special city council meeting for May 15, 2018 at 6:30 PM to approve plans and specs for Old Viking Blvd and adopt a resolution. Separately, for assessment options on larger parcels, the notes state there was no council consideration for changing the assessment.
Agenda: 5g, 5b.
Pinnaker Lake Estates road improvement plans/specs and upcoming Resolution 2018-12
For the Pinnaker Lake Estates Road Improvement Project, the council discussed whether it needed to respond to an individual complaint that was submitted, with Breyen offering to contact that individual. The notes indicate there would be a resolution to vote on the Pinnaker Lake project at the city council meeting (Resolution 2018-12 referenced).
Agenda: 5f. Speakers: Pilon, Breyen.
Employment and personnel policies draft review
Rainville and Breyen introduced an RCA regarding employment and personnel policies, describing a working draft (previously approved with changes in red, with additional changes in green, and existing administrative policies). Council was asked to review and direct questions to LaDoucer for discussion at the June city council meeting; Breyen noted the draft contained references to the “Town Board” that he wanted to clean up.
Agenda: 6. Speakers: Rainville, Breyen, LaDoucer, Bettinger.
1 motion on the record. Split votes are highlighted.
M1Rainville made a motion to adjourn at 10:20 PM; Breyen seconded. All in favor; Motion carried.
moved by Rainville, seconded by Breyen
All in favor
Each figure links back to the document it came from. When the council voted on the amount, the motion is shown.
F1
Discussion of covering remaining cost for a Blitzfire Attack nozzle after using donations/budgeted line items.
expenditure · Fire Department Equipment Fund
$3,313
outflow
Council approval status: not yet on record.
F2
County grant denied for the recycling center project.
grant
$30,000
inflow
Council approval status: not yet on record.
F3
Total for selected claims in claims history for Claim #702 through Claim #750 date range 4/10/2018 to 5/8/2018.
invoice · All Audited Bills (Claims #702-#750)
$114,866.42
outflow
Council approval status: not yet on record.
F4
2nd Qtr 2018 Sheriff's Contract (Anoka County).
contract · Claims #702-#750 · FY 2018
$59,442
outflow
Council approval status: not yet on record.
F5
Rum River Construction Consultants April 2018 invoice.
invoice · Claims #702-#750 · FY 2018
$12,494.83
outflow
Council approval status: not yet on record.
F6
The Planning Company LLC planning services March / April 2018.
invoice · Claims #702-#750 · FY 2018
$9,985.62
outflow
Council approval status: not yet on record.
When someone tried to remember earlier business, we cross-reference the corpus and write a short related-history note.
This was also the same person who had a previous animal violation about 9 years ago.
What this is about
Refers back to an earlier animal violation involving the person connected to the 5980 187th Ave code enforcement matter.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
It has been 6 months since Lori left.
— Bettinger
What this is about
Recalls that a prior staff member (“Lori”) left about six months earlier, affecting the deputy clerk vacancy timeline.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
We've talked about it for years. How can we bring that skill set into the office so we can do more internally and expand that?
— Pilon
What this is about
References prior years of council discussion about bringing additional skill sets into the city office to do more work internally.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
looked at the working draft that the previous Council had not completed.
— Rainville
What this is about
Refers to unfinished work by a previous council on the employment/personnel policies draft.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
What is included is the working draft that was approved by a previous Council, with changes in red added by the previous Council;
— Rainville
What this is about
Recalls that an earlier council had approved a working draft and later made redlined changes.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
Every document and recording archived for this meeting.
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