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06-11-13 CM Minutes Council/Manager Meeting Minutes June 11, 2013 Present: Mayor Harris and Council Members, Clausen, Pentel, Scanlon and Schmidgall, City Manager Tom Burt, Finance Director Sue Virnig, Cammunications Manager Cheryl Weiler, Director of Public Works Jeannine Clancy, City Engineer Jeff Oliver, Engineering Technician Brian Dahlberg, Park Maintenance Supervisor AI Lundstram, Director of Parks and Recreation Rick Jacobson, Open Space and Recreation Commission Chair Jerry Sandler and Administrative Assistant Lisa Wittman. The meeting began at 6:30 pm in the Council Conference Room. 2012 Gomprehensive Annual Financial Statements Bill Lauer fram the auditing firm Malloy Montague Karnowski Radosevich & Co. was in attendance to review the 2012 Comprehensive Annual Financial Report, Management Report and Special Purpose Audit Reports. He stated that they have issued an unqualified, "clean" opinion on the City's financial statements. Mr. Lauer reviewed highlights from the Management Report and noted that one on-going finding is the limited segregation of duties in certain areas due to the small size of the City's office staff. Bylaws and Resolution Continuing the Envision Connection Project Executive Board Tom Burt explained that staff has drafted a new resolution continuing the Envision Connection Praject Executive Board along with updated bylaws per Council direction at the December 11, 2012 Council/Manager meeting. The Council discussed the proposed resolution and bylaws. After discussion, the Council consensus was that the Board's charge will be complete by December 2014. They also agreed that they would like to appoint three more people to the Board, change the members' terms because the Board's charge will be complete in 2014 and that the chair af the Board can be elected by the Board and does not have to be the Mayor. Burt stated that the resolution and bylaws will be considered at the next regular Council meeting. Receipt of 2012 Annual Report— Open Space and Recreation Commission Open Space and Recreation Commission Chair Jerry Sandler was in attendance to review the Commission's 2012 annual report. The Council discussed the status af the Brookview Park design process and the public involvement in that process. They also discussed consideration of a dog park, how to further embrace the Step-to-It program, and various potential grant opportunities that the City eould consider. Metro Municipal Agreement Program Jeannine Clancy discussed the Minnesota Department of Transportation's (MnDOT) Metro Municipal Agreement Program which provides funding for construction projects that are developed and administered by local agencies and provides a benefit to both the lacal Council/Manager Meeting Minutes June 11, 2013 — Page 2 community and the trunk highway system. She explained that two areas have been identified for application consideration. The first area is the intersection of Winnetka Avenue and Trunk Highway 55. The estimated cost for this project is approximately $1,300,000. The MnDOT agreement may provide up to $702,000 with the balance being paid for by the City using local State Aid Funds in addition to a potential offset if done in coordination with CenterPoint Energy's project. The second area is the intersection of Country Club Drive/Douglas Drive and Trunk Highway 55. The estimated cost for this project is $500,000. The City will be requesting $300,000 from MnDOT with the remaining $200,000 being paid for by using the Douglas Drive reconstruction funding sources and potential local State Aid Funds. The Council Consensus after discussion was to consider a resolution of support at the next regular Cauncil meeting. 2012 Pavement Management Program Jeannine Clancy referred to a recent neighborhood meeting held by members of the City Council in the Welcome Avenue neighborhood. This area was rehabilitated as part of the 2012 Pavement Management Program. At that meeting there were concerns expressed by several residents related to issues near their properties. She stated that staff welcomes residents' concerns but there may be a difference of opinion on whether the contractor met their obligations or not. The Council discussed several of the complaints, the assessment process, and the driveway replacement process. After discussion the consensus of the Council was that it would be helpful if staff communicated with residents in Pavement Management areas to let them know that a number of punch list items are followed up on in the spring after the street reconstruction is finished. A. Paisley Lane Concrete Curb and Gutter Jeff Oliver explained that staff received a complaint pertaining to a section of concrete curb and gutter in front of a resident's house on Paisley Lane that was part of the 2010 Pavement Management Program. He explained that the issue is scaling of the concrete caused by over finishing, excess water or by a chemical in the concrete that wasn't mixed properly. He added that the concrete scaling is not considered to be a structural defect and that staff will monitor the situation throughout the year to determine if the condition has worsened or if other action will be necessary. The Council directed staff to continue communicating with the homeowner on their findings as they monitor the situation. Low Maintenance Mowing Areas Jeannine Clancy provided an update on the low maintenance mowing proposal. She explained that based on the direction of City Council, the size of the sample area was reduced and an open house was held in April. AI Lundstrom added that staff started the low maintenance mowing program at the end of May in the three locations previously identified. � Council/Manager Meeting Minutes June 11, 2013 — Page 3 Council Member Pentel stated that allowing the low maintenance mowing areas to go natural will take a long time and questioned if the City should consider hiring a company to do a native restoration af the areas instead. Lundstrom clarified that staff is not proposing that there be no maintenance in the identified areas, rather the areas will be mowed three to four times per year and maintained in a more natural state. After discussion, the consensus was to have staff continue the low maintenance mowing of the three identified areas. Strengthen Housing Maintenance Code Council Member Scanlon asked that this item be placed on the agenda for discussion because she receives many calls regarding property maintenance issues and she would like to know how the Housing Maintenance Code can be strengthened and how the City can provide better follow-up on maintenance issues. The Council discussed health and safety issues, the upkeep of foreclosed homes and the possibility of hiring an additional person or summer interns to help with housing maintenance issues. Burt discussed the current Housing Maintenance Code procedures, the costs involved in hiring another person and the possibility of increasing the City's rental license fees. He also stated that staff is considering using the International Maintenance Code rather than the City's current Housing Maintenance Code. After discussion Burt stated that he would have staff generate a report regarding the number of foreclosures in the City. He added that he would also provide the costs involved in hiring an additional person to help with housing maintenance issues. Board/Commission Vacancies Tom Burt distributed a list of board/commission vacancies and a list of applicants available to fill them. The Council discussed the applicants that they have already interviewed. After discussion the consensus of the Council was to appoint Bill Flannery to the Human Rights Commission. Availability of Council/Manager Meeting Audio Recordings Online Council Member Scanlon asked that this item be placed on the agenda for discussion. Tom Burt stated that if the Council direction is to put audio recordings of Council/Manager meetings online he recommends that the budget include installing the proper audio equipment in the Council Conference Room so the sound quality is good enough to put online. He noted that another way to make the Counci!/Manager meetings available on line is to hold the Council/Manager meetings after the regular Council meetings in the Council Chambers where there is already a cable crew and the proper equipment. The Council discussed the location of the Council/Manager meetings and the potential costs involved in installing the proper equipment. Burt stated that he would have staff work on getting quotes on the costs involved in upgrading the Council Conference and bring the quotes back to a future Council/Manager meeting. Counci!/Manager Meeting Minutes June 11, 2Q13 — Page 4 Role of City in Beyond the Yellow Ribbon Campaign Mayor Harris stated that the next steering committee meeting for the Beyond the Yellow Ribbon Campaign will be held on June 12. He stated that the goal of the meeting is to discuss what cities roles will be in the campaign. The Council discussed what Golden Valley's role could be including bringing various groups together that offer services to veterans and passing resolutions or supporting legislation that support veterans. After discussion the Council consensus was that Mayor Harris and Council Member Clausen would participate in the Steering Committee meetings. They also noted that Environmental Commissioner Lynn Gitelis has said she is interested in participating as well. Reciting the Pledge of Allegiance at Council Meetings Steve Schmidgall asked that this item be placed on the agenda for discussion. He expressed his discamfort in saying the Pledge of Allegiance at City Council meetings. The Council discussed whether or not they would like to continue saying the Pledge at City Council meetings. After discussion the Council consensus was that they would like to continue saying the Pledge at City Gouncil meetings. The meeting adjourned at 9:45 pm. Lisa Wittman Administrative Assistant