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02-09-10 CM Minutes Council/Manager Meeting Minutes February 9, 2010 Present: Mayor Loomis and Council Members Freiberg, Pentel, Scanlon and Shaffer, City Manager Tom Burt, Public Works Director Jeannine Clancy, Director of Planning and Development Mark Grimes, Public Works Maintenance Manager Burt Tracy, Environmental Coordinator AI Lundstrom, City Planner Joe Hogeboom, Intern Kevin Knase and Assistant City Manager Jeanne Andre The meeting began at 6:30 pm in the Council Conference Room. Community Foundation Dean Penk of the Envision Connection Project Board of Directors made a PowerPoint presentation regarding a proposed community foundation. He explained the objectives for establishing the foundation, discussions that have occurred with other groups to identify how the foundation could work, and the group's desire to move forward and establish a team to address structural details of setting up the foundation and securing initial philanthropic commitments to launch it in 2011. The Council asked questions about the proposal and how it would impact the Human Services Foundation and the Connection Project. Penk responded that the goal is to allow collaborating organizations to continue their activities while expanding revenues to support existing and new activities. The new foundation would start small, but the group has large ambitions for the future. Mayor Loomis suggested that a resolution of support would be appropriate, as Council approval is not needed. Fleet Operation, Maintenance and Replacement Policy and EquipmentlVehicle Replacement Guidelines Jeannine Clancy introduced the item and explained that the purpose of developing fleet guidelines is to set expectations and budget in a cost effective manner for the City's vehicles and equipment. She noted that the document in the agenda packet includes a policy statement, replacement guidelines and a vehicle comparison sheet. This policy does not include golf vehicles and equipment, which are purchased with golf revenues. The Council expressed support for the new policy and directed that it be placed on an upcoming agenda of a Regular Council Meeting. Emerald Ash Borer Interim Management Plan AI Lundstom reported on current activities related to investigating and reporting on information necessary to manage the anticipated infestation of ash trees by the Emerald Ash Borer. He explained that the Interim Management Plan establishes guidelines for reduced trimming of ash trees while staff undertakes an inventory of ash trees on public lands including parks and open space, boulevards and Brookview Golf Course. Staff will take about six weeks to conduct the inventory, which will include tree conditions and GPS positions. The purpose of the inventory is to understand the extent of ash plantings on public lands and develop a plan for management. Possible responses to dealing with ash trees include removing all trees quickly, waiting until there is evidence of infestation and then removing all of the trees, removing at a steady pace until there is evidence of infestation, and treating Council/Manager Meeting Minutes February 9, 2010 - Page 2 some or all of the trees against infestation. These responses could be applied selectively in different situations, depending on the size and health of the trees and the available funds. AI Lundstrom said that a draft Emerald Ash Borer Management Plan would be presented for consideration by the Council on the completion of the inventory. He reported that grants to help with tree removal were awarded to cities that had such an inventory. Mayor Loomis suggested that staff might consider enhancing the city tree farm to help with tree replacement. Proposed Ordinance Amendment - Section 4.20 1-394 Mixed Use Zoning District Signage Mark Grimes reported that this ordinance was reviewed by the Council in May of 2009. The planning staff made changes recommended by the Council at that time and further reviewed the new ordinance with the Inspections staff, which is charged with sign enforcement. The Council asked questions and directed staff to set a public hearing and bring the ordinance to the Council for consideration at an upcoming Regular Council Meeting. Green Team Update - Garden Structures Kevin Knase reported that each year the City receives some complaints about the construction and location of garden structures on residential lots. Staff drafted language to include in the Definitions, Section 11.03 and Sections 11.21 and 11.22, Subdivision 12, Single Family and Moderate Density Residential Zoning Districts (R-1) and (R-2) - Accessory Structures, to regulate these structures. A revised draft code amendment was distributed at the meeting. The new provisions allow the structures no closer than five feet from the front property line. Garden structures would also be calculated into the total square footage allowed for accessory structures. The Council discussed concerns about garden structures and suggested that the structures be regulated, but with fewer constraints. The main Council concern is the setback from property lines and corner visibility. Staff will review the draft amendment and bring revised language back to the Council for consideration. Green Team Update - Rain Barrels Kevin Knase reviewed guidelines recommended to be included in Section 11.21, Subdivision 12, Single Family Zoning District (R-1) - Accessory Structures, regarding rain barrels. Suggested regulations include screening of rain barrels in the front or side yard, unless they are earth tone colored and less than four feet in height, and a lid/screening device to prevent mosquito breeding. The Council suggested that the only requirements be the lid/screening device and that there not be more than one barrel per downspout. Staff suggested moving these regulations to Section 4.60, Residential Property Maintenance Code, in the same area as garbage containers. Staff will make the changes and bring back to Council for consideration. Green Team Update - Photovoltaic Modules Mark Grimes reported on proposed requirements for photovoltaic modules to be added to Section 11.21, Subdivision 12, Single Family Zoning District (R-1) - Accessory Structures. New language was distributed at the meeting. The requirements include meeting setback Council/Manager Meeting Minutes February 9,2010 - Page 3 requirements for accessory structures, burying associated wires, and placing the structure out of view from the street, if possible. The Council concurred with this approach and asked staff to bring this item for consideration at a Regular Council Meeting. Green Team Update - Wind Energy Conversion Systems Mark Grimes provided background on a proposed new Section 11.74, Wind Energy Conversion Systems. The section regulates the location, placement, design and maintenance of such systems to ensure they are appropriately located and used in a safe and effective manner. The Council supported adding this section to the Code and suggested additional language in Subdivision 4 that requires a break in operation if there is an ice buildup. Staff will bring the ordinance before the Planning Commission and Environmental Commission before setting a public hearing before the Council. The meeting adjourned at 8:20 pm. Jeanne Andre Assistant City Manager