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2003-01-21 City Council minutesPage No. 1 January 21, 2003 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, January 21, 2003 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 7:30 o'clock p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Huber called the meeting to order at 7:30 p.m. The following members were present: Mayor Huber, Councilmembers Duggan, Krebsbach, Schneeman and Vitelli. Ayes: 5 Nays: 0 Gi' _1 •Eli���_ 0311B1 W Ayes: 5 Nays: 0 The City Council, audience and staff recited the Pledge of Allegiance. Councilmember Duggan moved adoption of the revised agenda for the meeting. Councilmember Schneeman seconded the motion. Councilmember Krebsbach moved approval of the amended minutes of the regular meeting held on January 7, 2003. Councilmember Duggan seconded the motion. CONSENT CALENDAR Councilmember Duggan moved approval of the consent calendar for the meeting, revised to move items 5a, Park and Recreation Commission minutes, 5f, video monitors, 5h, Centre Pointe parking, and 5j, MSA street designation, to the regular agenda, along with authorization for execution of any necessary documents contained therein. a. Acknowledgment of the minutes of the January 8, 2003 Airport Relations Commission meeting. b. Acknowledgment of the Fire Department monthly report for December. c. Acknowledgment of an informational memo from Administrator Lindberg regarding the EAW process for the Garron/Acacia site. Page No. 2 January 21, 2003 d. Approval of the appointment of Councilmember Vitelli to replace former Councilmember Dwyer on the Joint Airport Zoning Board. e. Authorization for execution of a contract with Safe Assure for safety training for 2003. f. Adoption of Resolution No. 03-06, "A RESOLUTIN RENEWING A CONDITIONAL USE PERMIT TO LINDER'S GREENHOUSES TO OPERATE A TEMPORARY SEASONAL GARDEN CENTER IN THE PARKING LOT OF MENDOTA PLAZA UNDER CERTAIN CONDITIONS." g. Adoption of Resolution No. 03-07, "A RESOLUTION APPROVING THE APPLICATION OF THE CITY OF MENDOTA HEIGHTS FOR FISCAL YEAR 2003 DAKOTA COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING." h. Approval of the list of contractor licenses dated January 21, 2003. i. Approval of the List of Claims dated January 21, 2003 and totaling $1,339,369.18. Councilmember Krebsbach seconded the motion. Ayes: 5 Nays: 0 PARK COMMISSION MINUTES Councilmember Schneeman commended the Parks and Recreation Commission for taking considerable time with the young people who were present at the January 14 meeting to discuss the skateboard park. She stated that there were many very good comments by the commission members and the presenters, and she congratulated the commission members for their thoughtfulness. Councilmember Schneeman moved to acknowledge the minutes of the Parks and Recreation Commission meeting held on January 14. Councilmember Krebsbach seconded the motion. Ayes: 5 Nays: 0 VIDEO MONITORS Council acknowledged a memo from City Hall Building Manager Guy Kullander regarding closed circuit video monitors for City Hall. Page No. 3 January 21, 2003 Mayor Huber stated that he pulled the item from the consent calendar because the cost is greater than what the previous Council authorized. He asked the Councilmembers if they prefer the proposal that had been approved or the adjusted proposal being recommended. Councilmember Duggan stated that he attended the meeting at which this issue had been discussed and Councilmember Vitelli had felt that lease versus purchased would result in a long term savings. The current proposal is more money, but the future cost is only for minor maintenance. In that case, the current recommendation may be a better deal for the city. Mr. Kullander responded that his first recommendation was based on discussions in 1999. At that time, VHS video tape was the method of recording. With the improvements in recording, it is all software based, and storage is greatly extended. The city's maintenance cost will be much lower and the police officers will have the opportunity to freeze what they are looking for and save it to a cd. Only one company wanted to give the city a lease option, and their cost was much greater than purchase. Responding to a question from Councilmember Krebsbach about the number of cameras, Mr. Kullander stated that the original proposal was for eight zoom cameras. Fixed cameras can now be purchased for a couple of the locations. If any of the cameras were to be eliminated, the only place to save money would be in the three cameras for the upper parking lot. Those were included, because if there is activity in the lot at night, the police department can observe what is happening. Councihnember Schneeman asked if it would be expensive to add coverage for the entry into the Council Chambers in the future. Mr. Kullander responded that it would probably cost $750 to $1,000. The recorder that is being recommended will accommodate up to sixteen cameras so that more can be added in the future if desired. Councilmember Duggan stated that when the issue was discussed on December 2, Councilmember Krebsbach asked that there not be any cameras in the lobby. Page No. 4 January 21, 2003 Councilmember Schneeman stated that the lobby is a concern to her, and she wanted assurance that equipment could be added in the future in case Council wants it. Mr. Kullander stated that there was an incident in the lobby in the past and the police were reluctant to come up without knowing what was going on. If there were a monitor over the front desk, they could have seen what was happening and anticipated what to do. Responding to questions from Council, he stated that there is no audio and that it is an excellent system, provided by a local company. Councilmember Duggan stated that given the economic times, he would support cameras for the police level at this time and wait a year for to expand the system. That would also allow the police to gain a comfort level with the equipment. Councilmember Vitelli asked which department would be responsible for the cost continued operation and maintenance and which department will take care of the operation. Mr. Kullander responded that the system would be funded by the building maintenance fund. Only a couple of police officers will be responsible for making sure the system is working. The only routine costs will be for CDs and minor maintenance and possibly assistance with programming. He anticipated that those costs would be less than $2,000 over a five year period. Acting Police Chief Anderson recommended including cameras for the upper level parking lot. He stated that there has been damage to vehicles and theft from vehicles during ball games. Also, this system will accommodate a transition from analog to digital cameras in the interview room when the courts accept the digital format. Responding to a question from Mayor Huber, Mr. Kullander stated that there are four city vehicles parked in the upper lot every day and the number of vehicles parked in the police lots varies from day to day. Councilmember Krebsbach asked how many incidents there have been in the upper lot. Mr. Kullander responded that he has heard of several, second hand from baseball coaches. Councilmember Vitelli asked if installation of the system will reduce the city's insurance rates. Page No. 5 January 21, 2003 Finance Officer Schabacker responded that he will contact the insurance carrier. Councilmember Schneeman stated that she would like the upper level parking lot monitors included because there have been instances of people lurking in the parking lot after city meetings and it is a safety concern. Councilmember Duggan moved to authorize issuance of a purchase order to Lakeland Security Systems in the amount of $17,186.63 for the purchase of the system as recommended, without upper level lobby cameras. Councilmember Vitelli seconded the motion. Ayes: 4 Nays: 1 Krebsbach CENTRE POINTE PARKING Council acknowledged a memo from Public Works Director Danielson regarding a request from Roseville Properties for "no parking zones" on Centre Pointe Drive. Councilmember Duggan suggested that perhaps yellow marking on the curbs, similar to what other cities do, could be done instead of no parking signs. Public Works Director Danielson responded that most cities use both the yellow marking and signs because people cannot see the painted curbs in the winter. Councilmember Duggan moved adoption of Ordinance No. 374, "AN ORDINANCE PROHIBITING PARKING AT VARIOUS LOCATIONS ON CENTRE POINTE BOULEVARD AND CENTRE POINTE DRIVE." Councilmember Vitelli seconded the motion. Ayes: 5 Nays: 0 DELAWARE AVENUE MSA Council acknowledged a memo from Public Works Director Danielson regarding the county's turn back of the portion of Delaware Avenue between Dodd Road and Annapolis Street to the city, and designating that segment of Delaware as an MSA route. Responding to a question from Councilmember Schneeman, Public Works Director Danielson stated that the $215,600 received from the county in conjunction with the turn back was placed in a special �' MSA fund waiting for the project to proceed. Page No. 6 January 21, 2003 Mayor Huber informed the audience that there was an article in the most recent city newsletter regarding the TH 110/Delaware Avenue intersection to inform residents that upgrading the intersection is dependent upon acquiring a MnDOT cooperative agreement grant. The grant has been approved, and the intersection will be upgraded. Public Works Director Danielson stated this a complicated issue, since a county road intersects with a state highway and there are three communities involved. Because there is a problem making left turns from Delaware onto TH 110, the city requested MnDOT to improve the intersection. MnDOT agreed that it was a necessary improvement, but that the project would compete with all of the other state projects. They suggested that the city apply for the grant with the county. The county did apply for the grant with the concurrence from the three cities (Mendota Heights, Sunfish Lake and West St. Paul) that they would participate in the funding. Surveying will start this summer, and the county will also begin acquiring right -of -way and designing the project, with construction anticipated for 2004. Mayor Huber stated that all three cities, the county and MnDOT all participated in making the upgrade a reality. He stated that there have been several serious accidents at this intersection, and expressed appreciation to everyone who worked on this issue. EAW Mayor Huber explained the Garron/Acacia site EAW process for the audience, stating that staff has met with the EQB and Barr Engineering regarding the process. He reviewed the staff memo, stating that one question that was raised two weeks ago was whether any of the data could be omitted from the worksheet. It has been determined that all of the questions on the EAW form must be answered. Staff will be meeting with Mr. Ron Clark when he is in a position to move forward and the city will likely retain an independent consultant to help the city complete the EAW. It is important to make sure that people who are experts in the field are used to assist with the EAW. City Attorney Schleck stated that it is important to realize there are people who can help cities and move the process along more quickly, but that expertise is not free. The initial discussion with Mr. Clark was to work cooperatively with the city to get this done in the proper manner. Staff will meet with Mr. Clark tomorrow and inform Council on the discussion at the next meeting. Page No. 7 January 21, 2003 LEGISLATIVE MATTERS State Representative Tom Pugh was present to give Council a brief overview on the legislative agenda for 2003. Mayor Huber introduced Representative Pugh and stated that his district now includes all of Mendota Heights. He stated that Representative Pugh has been in the legislature for seven terms and is on a number of committees. He stated that Council wants to make sure they always understand what is going on at the state and appreciates Representative Pugh's attendance at the meeting. Representative Pugh stated that Senator Metzen had planned on attending as well but the democratic caucus decided to meet this evening at 5:00 p.m. He stated that his purpose in coming this evening is to let Council know the legislature is back in session. Redistricting changed the way Mendota Heights was represented at the legislature. Currently all of the city is in District 39/39A, and he and Senator Metzen can now devote their full attention to Mendota Heights and residents will not have to determine who their state legislators are by whether they live north or south of T.H. 110. The primary focus this session will be the budget. Mendota Heights has done its streets, parks, public development and community centers with very little dependence on the state and receives only $1.16 per person from the state in aid versus $179 per person in South St. Paul and $189 in West St. Paul. The legislature's deliberation on the budget should not impact Mendota Heights much because the city is not very dependent on the state, but there may be impact if there are cuts in state funding for schools. He stated that if the city needs help from him or Senator Metzen, they stand ready and willing to help as much as possible. Mayor Huber expressed appreciation for Representative Pugh's participation with the Rogers Lakeside East group. He announced Representative Pugh's phone number and email address so that residents can contact him if they have matters they would like to talk to him about. Councilmember Schneeman stated that a resident is very concerned about the goose population and asked if there is anything that can be done on the state level. Representative Pugh responded that the individual did contact him, and he agrees with the sentiment of the city that it is not appropriate to open a hunting season. Many cities are concerned, and citizens can bring the issue to their legislators and he and they will look into it. Page No. 8 January 21, 2003 Councilmember Krebsbach expressed Council's appreciation for Representative Pugh's support for the city's TIF district and his interest in the airport. STEINER HIPPOTHERAPY Ms. Tracy Steiner was present to discuss her concept for a hippotherapy ranch at the former Burow farm. Ms. Steiner read a letter she had submitted to Council describing the operation. She stated that the current zoning is not suitable for horses. She met with Assistant Hollister and the city planner to discuss the viability of her proposal and they suggested bringing the concept to Council for discussion on whether the land must be rezoned. With regard to financing, she stated that some of the neighbors have discussed buying the land to block development. She has contacted the state about grant money and with the county about use of preservation funds. Her organization would own the horses and assume the liability, bring the buildings up to code, and maintain the buildings. She stated that there is community support for keeping the farm.. The US Bank will accept bids on the property until December 31. It is her plan to have financial support necessary to submit a bid by that date pending zoning. She stated that she will submit all necessary planning applications. Mayor Huber stated that he believes the Courage Center currently has a similar facility but that it operates only during the summer months. Ms. Steiner responded that they do and that she has contacted the Courage Center to see if they are interested in this program. Her program could extend into the spring and fall, but she does not yet have a definitive business plan so she does not know about running an indoor operation. Councilmember Duggan stated that he would be comfortable supporting the idea of zoning for horses and that he is aware that most of the neighbors want to keep the farm. The question is over finances. He stated that this discussion may be premature since it is occurring before bidding is completed. While he supports the idea, there are many challenges in pursuing it. He asked whether the old house would be moved. Ms. Steiner responded that it would be brought up to code and used as an office. Page No. 9 January 21, 2003 Councilmember Duggan stated that bringing the house up to code would take a great deal of money. Also, handicapped access might also be a challenge. He stated that he would hope someone would put together the costs for a basic concept plan for this site if Ms. Steiner is successful in being the lead bidder. Right now it is nebulous. Ms. Steiner stated that she is asking that Council look at the zoning issue. She has not written a definitive business plan yet, and she is here to see if there is interest in the concept. Councilmember Duggan responded that he would support the idea of rezoning if necessary. Councilmember Krebsbach stated that she thinks a conditional use permit would be appropriate within the existing zoning to allow the horses. She does not have a problem with horses on the property but thinks there needs to be some definition for this use other than hospital. City Attorney Schleck stated that if Council is in favor of this concept, there is a way to navigate the zoning ordinance. The actual logistics of the ordinance is probably not the most complicated part of this. Councilmember Vitelli stated that he would support the concept if 80% of the adjacent neighbors are in favor of it. He would not support any city financing. Also, Council would need a solid definition of what business this will be and what structures will be used. The key is neighborhood support. Councilmember Schneeman stated that the concept has her blessing but she has the same questions and concerns as the other Council members. Mayor Huber stated that this would be an intriguing use of the land, reasonably consistent with the prior use and in character with what is there. Obviously there is a question of fmancing and the city has no money to put into it. COUNCIL COMMENT Councilmember Duggan stated that Council's weekly communication from staff included information on the dangers of static electricity and pumping gas. He asked staff to be copy the information to the local gas stations. Page No. 10 January 21, 2003 BALLFIELD LIGHTS Council acknowledged a memo from Parks Project Manager Kullander in response to a request from Mr. Scott Miller (MHAA)for ballfield lights at Mendakota Park, the Civic Center ballfield, St. Thomas Academy's varsity baseball field, and the Sibley fields. Council also acknowledged letters from Mr. Miller, Mr. Chris Meyers, Men's softball manager, St. Thomas Academy and MHAA, and a memo from Independent School District 197. Mr. Miller stated that MHAA is running out of fields in Mendota Heights and he put together a packet of information that includes the letters of support. There are many youth who are playing baseball at older ages and while there are an abundance of softball fields there are not enough baseball fields for youth aged 14 and up. Softball has begun to fall off in numbers due to the upgraded facilities in other cities. He felt it is time for Mendota Heights to upgrade its facilities by adding lights, which would allow more games at Mendakota and the Civic Center, and the varsity fields at Sibley and St. Thomas. He stated that he knows the neighbors would like to have input and he has no problem with that. He can work with them for times for the lights to be turned out and work with the police to be sure people do not linger in the parking lots after games. In 1996 Council said they would revisit this issue if there were a need shown. Mayor Huber stated that Council needs to know how the proposal , would be funded. Finance Officer Schabacker stated that she spoke with Mr. Kullander, and he estimated that the cost for lighting all four of the fields would be about $970,000. If Council wishes to issue bonds, it could either use equipment certificates or hold a referendum. Equipment certificates have a payback over four years, and the total issue would be $1,015,000. The city would have to levy a quarter of that amount each year for four years to cover the annual payments. The current net levy is $3.6 million. The referendum option would give a longer pay back and Council could set the length at ten or more years. That option would increase the net levy by 3.37% per year. The estimated tax increase for the equipment certificate option on a $150,000 home would be $120 per year: the tax increase would be $240 per year on a $300,000 home. Over a ten year period (referendum option), the taxes would increase $52 per year on a $150,000 market value, and about $104 per year on a $300,000 home. Councihnember Krebsbach stated that if there were a referendum, the increase in the budget from this item alone would be 3.7 %. She Page No. 11 January 21, 2003 pointed out that Council tries to keep the increase under 4 %, so this would bring the increase to 7.37 %. Mayor Huber pointed out that would only be if Council approved the whole proposal. Mr. Miller stated that he has an estimate from Collins electric and came up with a figure of just over $500,000. If the Sibley girls' varsity field were included, it would be a total of about $500,000. Mr. Kullander responded that the numbers Mr. Miller is dealing with relate just to the electrical. Staff did an estimate for lights at Mendakota a few years ago and there are many other costs involved, including disrupting irrigation and bringing electricity in and also there are overhead costs for the city including inspection and plan preparation. Councilmember Vitelli asked when the sun typically sets. Mr. Miller responded that it starts to get dark by 9:15 in the summer. MHAA would pick up time by doing fall leagues and weekends. Adult softball could host some championships. There are many children interested in playing fall baseball, which extends MHAA's season and extends the opportunity of the city to expand its softball program. He realizes this is a major investment but his property taxes have come down by a third over the past few years. Councilmember Vitelli asked if Sibley and St. Thomas are willing to pay anything for lights. Mr. Miller responded that he is trying to put together a proposal to see what the city can do. The city has a larger investment in the Sibley park, and he believes St. Thomas would be interested in a joint powers agreement. Councilmember Vitelli stated that some of his children are still involved in softball in Northfield and he feels it is very healthy. They have lighted fields to play on. On the negative, it seems like a lot of money for just another hour or two. He would not be willing to pay money to light St. Thomas or Sibley if they are not willing to pay something. Councilmember Schneeman noted that the city has a joint powers agreement with the school district for Sibley Park and asked who would get first priority on field use. Page No. 12 January 21, 2003 Mr. Miller responded that the school district has first priority during the school year and when school is over, MI-lAA has first choice. Councilmember Schneeman stated that her problem is the timing. Council does not know what to expect this year because of all of the state financial problems. Councilmember Duggan asked how many more games could be played in a year if the fields were lighted. Mr. Miller estimated at least 30 more games in a season. St. Thomas estimated that lighting its varsity field would add an additional 80 to 100 games per season. Councilmember Duggan stated that he has heard over the years that the Sibley agreement has not worked very well. Several people from MHAA have come to the city to complain that they are often locked out of the fields. Should Council decide to spend a substantial amount of money at Sibley, he would want a change in that agreement. He asked about how many more games would be played there with lights. Mr. Miller responded that he would expect 80 to 100 more games a year. C, Councilmember Duggan stated that the most voiced opposition would likely be from residents near Mendakota Park. He asked if there have been major improvements in electronics so that the lighting can be more effective without bothering the neighbors. He stated that Council needs to have a clear representation on what the lumens would be. He asked if the cell tower ordinance would apply to the height of the light poles. The proposed poles are 80 feet tall, and the cell tower ordinance allows heights of up to 75 feet. He also asked if there have been any complaints about the lighted fields at St. Thomas. Mr. Miller responded that almost 100% of the illumination can be to the fields, with baffled lights. Public Works Director Danielson stated that he is not aware of any complaints about the St. Thomas lights. Administrator Lindberg stated that the cell tower only relates to cell towers, so that height limitation would not apply. Page No. 13 January 21, 2003 Mr. Miller stated that the reason Sibley was locked was because they had vandalism in the past. MHAA has the first priority but the kids who comprise the VFW and American Legion teams are from Mendota Heights. MHAA tries to work with their varsity teams at the Sibley Park. There are eight teams vying for four fields. The Sibley area amateur baseball team is looking for a field as well. Councilmember Duggan stated that paragraph 5.2 of the Sibley Park joint powers agreement says fields should be available to the city after 6:00 p.m. He asked how many times there have been MHAA games at Sibley Park after 6:00. Mr. Miller responded that the VFW and Legion play 40 to 60 games there. The MI AA traveling program is also there and they play a 24 to 28 game schedule. MHAA tries to work in 30 games between the two fields. Councilmember Krebsbach asked what kind of timeline Mr. Miller is looking at. She stated that Council could look at the issue as part of the budget planning process this summer. Mr. Miller responded that he could get answers to wattage versus lumens and answer the other questions by then. Councilmember Krebsbach stated that one thing she watches is that people can be served. If women are actually playing softball in a different community, she would want to know that. She would not support the civic center ballfield lighting because it is not in the park system. While she likes the ballfield use on the site, she would caution about that investment because the area may be needed for City Hall expansion in the future. Also, she was concerned about the impact of lighting on the neighbors. The field she sees as most viable for lighting is the St. Thomas field. That would not affect surrounding neighbors. Mr. Frank Friedman, 906 Mendakota Court, stated that he was present when this proposal came up in 1996 and he was also on a committee then, consisting of neighbors, MHAA, and members of the Council and Planning Commission, that worked on the ballfield lighting issue. MHAA had put together a proposal at that time to light Mendakota Park. The committee went through a long process looking at all the issues. He did not know if a final report was done. If it was, that would be helpful. now. From what he remembers of what was done, there were a lot of issues discussed. The big issue was demand versus capacity, and it was determined that there really Page No. 14 January 21, 2003 wasn't the demand. There was anecdotal information, but working the numbers, the committee found that there was no capacity issue. f What it came down to was what level of service the city wanted to offer. The committee determined that the capacity was sufficient and did not need to be increased. He remembered the issue of the 90 foot baselines and that was the issue. Mendakota is a softball park. Softball games are timed, but baseball games are open ended. The capacity issue was that MI3AA could not schedule a second game because they didn't know when the first game would end. One of the other very big issues was aesthetics, and how the fields would look when they were lit and how they would look the rest of the year when they were not lit. It was determined by many people on the committee that 80 foot poles was not the look they wanted. Lots of other activities occur at Mendakota Park and having the poles was not appealing. This just did not seem to fit the Mendota Heights image. He stated that looking at the numbers that have been put together is important rather than taking anecdotal information. Mayor Huber asked Mr. Friedman, if Council came to the conclusion that lighting is something they want to look at, whether he sees it at least being a not overly burdensome request to the neighborhood to at least discuss the matter again. He felt Council generally knows what the neighborhood thinks, so he has some concerns about (' dragging the issue up again, but he is reluctant not to talk about it. There is some new information to gather because there are other neighborhoods that would be affected. Mr. Friedman stated that he would want to be involved in discussions. Out of respect for MHAA, he feels Council needs to consider the issue and see if there is any new information, and he would be happy to participate in the discussions. Mayor Huber stated that he envisions this as two tracks, the neighborhood issue and financing. There may be some debate about the numbers, but if staff's estimate is right, to do the entire package would be very difficult to get approved. The impact of equipment certificates on the budget would be very significant. At a minimum, Council would have to find that this is very important to the city, but if the residents were open to increasing their taxes by that amount over four years, there might be debate over whether there is something else the money should be spent on. The other option would be a referendum, and everyone has their own thoughts over whether there would be enough support to pass a referendum. l Page No. 15 January 21, 2003 Councilmember Krebsbach stated that if Council feels there should be a referendum, she believes it should be similar to the referendum in the late 1980's, and that would be to put a whole package together, including trails, etc. Mayor Huber suggested that Council may want to consider a scaled down version of the request. The city has a history of being fiscally conservative. He stated that having participated in the two park referendums, lighting ballfields is an item Council had the opportunity to get input on a number of times, and he is relatively sure how the neighbors feel about it. His feeling is that the city should engage the neighbors in discussions but that there feelings are probably already known. Since it has been six or seven years since the last discussion on lighting, he is inclined to say that Council should look at the issue, but the way to do that is to refer the matter to the Parks and Recreation Commission. He would be agreeable to placing it on their agenda, but he would want them to look at setting up a process to engage the affected neighborhoods. Councilmember Krebsbach questioned whether there is enough support for this issue to even engage the city in that discussion. She supported Councilmember Vitelli's suggestion that there should be contributions from either Sibley or St. Thomas. She did not feel that the neighborhoods should be involved now. If Council does not think the money would be available, she cannot see why Council would want to get the neighborhoods activated. She felt that if there is a field that is a go to look at, it is St. Thomas, if they contribute, because no neighborhood would be impacted. She did not think the Mendakota area residents should be engaged in this issue. In response to comments from Mr. Miller that hockey rinks are lit until 9:00 at night, Councilmember Krebsbach stated that baseball is more of an activity generating sport - there are more people and more impact on a neighborhood than a hockey rink. Councilmember Schneeman stated that there are many children in the community and she did not think Council should always look at just aesthetics. She stated that she would love to have baseball field lighting and thinks it would be healthy for the community. She supported going to the Parks and Recreation Commission and asking them to study the issue and look at other park and recreation needs. Councilmember Duggan suggested that the fields that are least objectionable are the St. Thomas fields. St. Thomas should be asked if they would contribute $20,000 to lighting. Page No. 16 January 21, 2003 Councilmember Vitelli felt that St. Thomas should pay half of the cost, and that Sibley should not be considered. The school district does not have money, and he did not want to consider it without their financial participation. He would not ask the Park and Recreation Commission to waste their time on Mendakota, and he would also throw out the City Hall field. He supported looking at St. Thomas as a beginning and see if they will assist in the financing. If those fields are lit, Council could then see what the usage really is. He questioned that lighting would generate 80 to 100 extra games there. Mayor Huber stated that there seems to be a consensus to give the issue to the Parks and Recreation Commission to consider the St. Thomas site. He stated that he would have a really hard time with Mendakota and cannot see it being lit. He could consider the Sibley site if the school district participates in financing, and would like to take a look at the Civic Center site. He stated that he acknowledges the comments made that it is not part of the park system, but it is being used by the park system. The possibility of City Hall being expanded to encompass that field is as remote as a ground swell of support for Mendakota. He stated that asking the Parks and Recreation Commission to look at it does not mean Council supports it. Councilmember Krebsbach stated that she feels there would be neighborhood reaction to the Civic Center. She further stated that the order of preference is important. Councilmember Vitelli moved to refer the issue of lighting at St. Thomas and the civic center ballfield to the Parks and Recreation Commission for review and for a recommendation on financing if the Commission recommends lighting. Councilmember Schneeman seconded the motion. Ayes: 5 Nays: 0 SKATEBOARD PARK Council acknowledged a memo from Parks Project Manager Kullander regarding development of a skateboard park in the Rogers Lake Park tennis courts. Mr. Kullander informed Council that this issue has been before the Parks and Recreation Commission for nearly two years and they have gathered basic information and analyzed the city parks to see which might be suitable. The commission held a hearing on the Friendly Hills site, and most of the people were supportive of a skateboard park but not at Friendly Hills because some of the homes Page No. 17 January 21, 2003 are very close and because the rinks were being used for other activities like bike rodeos and roller blading. At that meeting, several of the residents suggested that the city look at the tennis courts are Rogers Lake, which are not used very much. The city's park staff say that they are the least utilized of any tennis courts in the city. The commission held an informational meeting and about 25 people attended. The meeting was advertised in the city newsletter and local papers, and he received one negative call and one positive call prior to the meeting. He has received one negative call and one positive one since the meeting. The commission is recommending that Council authorize the skateboard park use and that $25,000 from the Special Park Fund be budgeted to convert fencing, make minor changes and purchase equipment. Before discussing design, the commission wanted to see if Council is willing to make the improvements. This type of skateboard park would require daily walk through by city staff and would also require two street lights and a portable rest room. Those costs are not anticipated in the existing park budget, so the budget would likely be overspent by about $1,000 plus 100 man hours. There is a rest room close to the fishing pier but that serves the play area and pier. It is about 600 feet away from the tennis courts. Responding to a questions from Councilmember Vitelli, he stated that the skateboard park would cost about $25,000 at this location but would cost about $40,000 at any other park. Councilmember Vitelli stated that he would estimate the annual maintenance cost to be $5,500, using a figure of $30 per hour in wages and benefits for a member of the parks department staff, for 150 hours a year, plus $500 for the lighting and $300 for the portable rest room. Mr. Kullander responded that the cost depends on whether the walk throughs to check for loose bolts, etc., and maintenance can be done by existing park man hours or a part time person if one needs to be hired because of liability issues. The equipment must be inspected every day. The Parks and Recreation commission recommended setting a limit of $22,000 for the elements and if the park is successful, the tennis court area is large enough to handle a lot more ramps in the future. Councilmember Vitelli asked how many people use the tennis courts. Mr. Kullander responded that he does not know, but the parks staff based their comment on how many people they see there and how Page No. 18 January 21, 2003 much trash there is. He did receive a call from one person who said he uses the tennis court every day. Councilmember Krebsbach stated that the Recreation Programmer's report stated that she attended a workshop on skate parks and within a year they have to be staffed. She stated she realizes Mr. Kullander is talking about building the park, but she has a concern about needing someone to staff it. Mr. Kullander responded that the comment in the report must be taken in the context of where the skateboard parks are located. Most of the parks she was talking about are in densely developed areas with lots of other park activities. Many of the complaints were about noise. Where they are located near police departments or are in remote locations, they did not require staffing. Eagan has a remote location and does not get complaints about it. The home closest to the Rogers Lake location is 550 feet away. The site is also very visible to police from Wagon Wheel on a drive by basis. He stated that a college student was hired to monitor the Friendly Hills Park a couple of years ago, and that could be done for the skate park if necessary. During the summer he estimate that children would be skating from 10:00 a.m. to 10:00 p.m., and those would be the hours that staffing would be needed if there is a problem. He stated that the fencing is 10 feet tall, and the park can be easily locked. With . respect to maintenance time, he stated that the parks crew currently goes to every park every day to collect trash. If the skate park is constructed, they would likely be asked to check this park first — it would not be a special destination. Signs would also be installed to ask users to report any defects. Councilmember Krebsbach asked if there is any frequency on loose bolts, etc. and whether special liability insurance is required. Mr. Kullander responded that until the products are selected, he will not know what the frequency of repair need is. Because this would be a tier one park, there is no additional insurance need and the insurance carrier does not require that the park be supervised. There would, however, need to be an established maintenance schedule. Councilmember Duggan stated that he would support the idea of a skateboard park but suggested that there be more stringent monitoring for the first year, and if there are no problems, look at illuminating it the next year. He pointed out that there are no lights planned at this time except at the entrance. With respect to an additional portable rest room, he suggested that there just be one unit Page No. 19 January 21, 2003 and that it be left where it is or placed half way between the pier and the tennis court. Mr. Kullander responded that some cities light the parks but he does not anticipate making that recommendation. The skateboard park would be open during normal park hours. Councilmember Krebsbach was concerned about noise traveling across the lake and asked if people around the lake had been notified. Mr. Kullander responded that he notified everyone within an 850 foot radius of the site, and that the city newsletter also informed the community about the potential for a skate park at Rogers Lake. Mayor Huber asked for audience comments. Mr. Tim Meyers, 2334 Swan Drive, submitted information on elements for the park. He stated that there is no way bolts will come out of one of the manufacturer's products because all of the bolts are counter sunk. He reviewed a plan that he had prepared for a potential park. With respect to supervision, he stated that young children who would skate there would have parents or an older sibling along. West St. Paul does not have any problems with its park. He stated that users should take responsibility to police the facility themselves and to take care of the trash pick up, etc, in return for the city letting them have a skate park. He stated that if any of the users see anyone doing vandalism, they will report it. Many of the users will have cell phones, so there is no need for a pay phone. He felt that the city should go with Dave Shine's group for equipment because he builds skate parks. True Ride is not as safe, and metal elements cause skin burns, etc. Mr. Kullander stated that the city would find two or three vendors and look at design kits, and invite the users to come in and give staff their input on layout. Mr. Mike Johnson, 2300 So. Lexington, agreed about park clean up. He stated that if the city is going to take the time and money to build it, it is the responsibility of the users to keep it clean and police it. He agreed that True Ride is not as safe and needs more maintenance, and recommended Custom Skate equipment. Mr. Matt Engelhart, 1011 Douglas Road, agreed, stating that Custom Skate equipment is great. He stated that he skates weekly at various skate parks. Page No. 20 January 21, 2003 Councilmember Krebsbach stated that one question she has is whether this is the scale of park the users who spoke go to and how long people are interested in tier one parks. She wanted to be sure that if it is built, it is of the scale and interest to a skate boarder for several years. She also asked what age groups would be interested in the park. Mr. Engelhart responded that everything is fun to skate on. Bigger tricks can be done on smaller equipment. He stated that children from first grade on skateboard, but mostly it would be from fifth grade and sixth grade through 18 or 19 or older skate. Mr. Bob Engelhart, 1011 Douglas Road, stated that he thinks it is a nice gesture for the kids who have really gotten involved in starting this issue. He further stated that there may be future interest in expanding the park through fund raising efforts. Mr. Scott Miller, 1021 Wagon Wheel, stated his home is the closest one to the park and he is in favor of the skateboard park. He has teen aged sons who love the sport. Also, kids ride their skate boards in commercial areas and skate on curbs and stairs, and having a park will eliminate the damage they do in the areas they now use but should not use. Councilmember Duggan moved to accept the recommendation of the Parks and Recreation Commission to construct a skateboard park at the Rogers Lake Park tennis courts for a cost of up to $25,000, to be financed by the Special Park Fund. Councilmember Schneeman seconded the motion. Mayor Huber stated that staff should develop a design that the users will be happy with and be sure the facility is appropriate for them, making sure to get input from them. Councilmember Vitelli asked Mr. Kullander to ask for input from the users on the right product and design but to also inform them on the city's bidding process. Councilmember Krebsbach was concerned over Councilmember Vitelli's estimate of $5,500 in annual maintenance. She stated that the Parks and Recreation Commission has made a recommendation about construction but there was no information on the additional cost of maintenance and supervision if it is needed. Page No. 21 January 21, 2003 Mayor Huber responded that he is not sure supervision will be needed. He pointed out that there is no supervision for hockey and that is at least as dangerous. Councilmember Vitelli stated that if the motion is passed, Council should add that the public works annual budget should be increased by $5,500 per year. Administrator Lindberg suggested taking Parks Project Manager Kullander's recommendation to overspend the budget this year. At the end of the year, staff would have a better idea of the cost, and can include it in the 2004 budget. Councilmember Krebsbach stated that there will be some kind of staff cost and there will be a net affect. She asked where the resources for that will be. Administrator Lindberg responded that there is a contingency line item available where over expenditures could be charged, and next year there would be better information on costs and funding. Mayor Huber stated that the issue is allocation of resources unless someone is hired for maintenance. It may be that the city will spend more time on maintenance on this facility and less on some other facility at the discretion of staff. He suggested that perhaps the motion should be to order plans and specifications and bring the bids back to Council. Councilmember Vitelli stated that he would like to know what public works is not going to do if they need to check the skateboard park every day. Mayor Huber responded that they go to the park every day now. Councilmember Krebsbach stated that she would like input from the recreation programmer. Administrator Lindberg stated that when the bids are received, they will be brought to Council. At that time, there can be further discussion about whether public works needs to cut things our or whether they can check the park and do necessary maintenance in their normal work routine. VOTE ON MOTION: Ayes: 3 ��� Nays: 2 Krebsbach, Vitelli Page No. 22 January 21, 2003 Councilmember Vitelli stated that he did not support the motion because maintenance costs have not been recognized. Councilmember Krebsbach stated that she voted against the motion because Council does not know the maintenance costs. TOWN CENTER UPDATE AND Mr. Ross Feffercorn was present to update Council on Town SIGNAGE Center and to request approval of temporary signage. He distributed information on the temporary signage that would be located at the corner of Dodd and T.H. 110. The sign would be six by eight feet, and possibly will have color. He has not looked at lighting sources for it yet. He stated that the sign will recognize the city and all of the organizations that gave their cooperation and assistance to the development. Ayes: 5 Nays: 0 Councilmember Duggan stated that there will likely be major changes in the Metropolitan Council and it may be presumptions to recognize the Metropolitan Council on the sign, especially given the state's funding problems. Mr. Feffercorn responded that substantial funding has been set aside by the Metropolitan Council, and all of the staff members who worked on Town Center funding are still there. He felt that recognizing the Metropolitan Council is important for future relationships. Administrator Lindberg informed Council that she has been assured that the Metropolitan Council is in receipt of the city's funding and it will be held for the city. The city is not in danger of losing the $874,000. Councilmember Vitelli moved to authorize the installation of the temporary signage as proposed. Councilmember Schneeman seconded the motion. Mr. Feffercorn informed Council that he has held three residential focus groups and the next one will be held on January 23. Generally, attendance at the focus group meetings is a planned attendance of those who have called in advance. He stated that he shows boards and distributes brochures at the meetings and discusses matters relating to customer preference, price points and the relationship of commercial to residential. The feedback has been very positive. He informed Council that he has a signed letter of intent from a new Page No. 23 January 21, 2003 bank. He showed elevations for the condominiums and townhouses, and discussed desired commercial uses. Responding to a question from Councilmember Duggan, Mr. Feffercorn stated that the focus group meetings are open to the public, with reservations necessary, and that Council members are welcome to attend a meeting. POLICE CHIEF RECRUITMENT Administrator Lindberg reviewed her memo regarding the proposed process for selecting a police chief. After discussion, it was the consensus that copies of each of the applications be submitted to all of the Council members for initial scoring to determine which candidates meet the minimum requirements. Councilmember Krebsbach stated that Council may wish to have a different evaluation sheet for the second round, but that Council as a group must decide on the four primary characteristics that are needed. Mayor Huber stated that he feels that the first round would be to, look at all of the applications and reduce the candidate field to no more than 15. He stated that he would prefer to get to a group of ten to twelve. The second round would be for responses to written questions, after which Council would meet as a group to decide which of the candidates, perhaps five, to interview, and that there would only be one round of interviews. Administrator Lindberg stated that the first round serves two purposes. The scoring process will rank all 40 candidates, but it will also flush out those who do not meet the minimum qualifications. Once that is done, Council can look at the top fifteen scores and decide how many to interview. She stated that there is no need for Council and the staff committee to meet as a group if everyone scores all of the applications. Staff will compile the Council and committee's responses and put together a list of the top ten to twelve candidates. Councilmember Vitelli suggested a number of written questions that the second round candidates should be asked. Mayor Huber stated that any Council members who have questions they would like asked, should submit the questions to the city Page No. 24 January 21, 2003 administrator. Perhaps some of the questions could be asked during the interview process. Councilmember Vitelli recommended that there should also be an interview by a police department committee, consisting of Acting Chief Anderson and two of the police officers. The candidates would come for the staff interview first. He felt it would be valuable to have the police ask questions that they feel are important and get their input. Mayor Huber agreed, but stated that Administrator Lindberg and Human Resources Coordinator Foster should be present for the police department interview so that, from a human resources process standpoint, everything handled appropriately. Councilmember Vitelli agreed. Councilmember Duggan asked if any of the candidates have asked for a city budget. He also suggested that the Council interview include a question on the candidate's goals for the department and how long it would take to accomplish those goals, so that there is some sense of how long the person would be with the city. COMMISSION APPOINTMENTS Council acknowledged a memo from Administrator Lindberg regarding commission appointments. \. There was considerable discussion over the deadline for submitting applications, and it was the consensus that only candidates who submitted their applications by the January 15 published deadline should be considered. Mayor Huber announced the names of the new candidates who applied by the deadline and the commissioners whose terms are expiring and have expressed interest in reappointment. It was the consensus to conduct interviews from 6:00 p.m. to 7:30 p.m. on February 4 and to interview new candidates but not the commissioners whose terms are expiring. Mayor Huber stated that he would like to see attendance records and how many years the current commissioners have been on the commissions. COUNCIL COMMENTS Councihnember Vitelli announced the birth of his new grandchild. Page No. 25 January 21, 2003 Councilmember Schneeman stated that there was a recent house fire that would have been much worse except for a smoke detector. Before the detector went off, flames were shooting out of the roof. She commended the fire department for its efforts on the fire. CLOSED SESSION Council adjourned to closed session for discussion on the proposed 2003 LELS labor contract and threatened litigation (Dr. Charles Reich). RECONVENE The meeting was reconvened at LELS CONTRACT Councilmember Schneeman moved approval of the proposed labor agreement between the city and LELS (police department) for 2003/04, along with authorization for its execution by the appropriate city officials. Councilmember Duggan seconded the motion. Ayes: 5 Nays: 0 ADJOURN There being no further business to come before Council, Councilmember Vitelli moved that the meeting be adjourned. Councilmember Duggan seconded the motion. Ayes: 5 (i Nays:0 TIME OF ADJOURNMENT: 11:50 p.m. Q,c d Q.c ti _- Kafhleen M. Swanson City Clerk