2013-06-18 Council minutesCITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Regular Meeting
Held Tuesday, June 18, 2013
Pursuant to due call and notice, the regular meeting of the City Council, City of Mendota Heights,
Minnesota was held at 7:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota.
CALL TO ORDER
Mayor Krebsbach called the meeting to order at 7:00 p.m. The following members were present:
Councilmembers Duggan, Povolny, Petschel, and Norton. Mayor Krebsbach noted that City
Administrator Justin Miller was absent and Public Works Director /City Engineer John Mazzitello would
be serving as Acting City Administrator for this meeting. City Attorney Tom Lehmann was also present.
PLEDGE OF ALLEGIANCE
Council, the audience, and staff recited the Pledge of Allegiance.
AGENDA ADOPTION
Mayor Krebsbach presented the agenda for adoption. Councilmember Duggan moved adoption of the
agenda.
Councilmember Povolny seconded the motion.
Ayes: 5
Nays: 0
CONSENT CALENDAR
Mayor Krebsbach presented the consent calendar and explained the procedure for discussion and
approval. Councilmember Norton moved approval of the consent calendar as presented and
authorization for execution of any necessary documents contained therein, pulling items D) Approve
Cancellation of July 2, 2013 City Council Meeting, F) Approval of Staff Reorganization Plan, G)
Approval of Resolution 2013 -39 Accepting Donations to Parks Celebration and 5K Race, L) Receipt of
May Par 3 Report, and Q) Approval of Claims List
a. Acknowledgement of June 4, 2013 City Council Minutes
b. Acknowledgement of June 12, 2013 Airport Relations Commission Minutes
c. Acknowledgement of June 11, 2013 Parks and Recreation Commission Minutes
d. Approve Cancellation of July 2, 2013 City Council Meeting
e. Approval of Out -of -State Travel Request for City Administrator
f. Approval of Staff Reorganization Plan
g. Approval of Resolution 2013 -39 Accepting Donations to Parks Celebration and 5K Race
h. Approval of Personnel Action Report
i. Approval of Massage License Renewals
j. Approval of Mendota Heights Par 3 Maintenance Contract
k. Receipt of May Fire Department Synopsis Report
1. Receipt of May Par 3 Report
m. Appointment of Interim Building Official
n. Approval of Resolution 2013 -40 Approval of Plans and Specifications and Authorize Advertisement
for Bids for Sanitary Sewer Rehabilitation/Lining Project
o. Approval of Resolution 2013 -41 Accept Bids and Award Contract, 2013 Sanitary Sewer Cleaning
and Televising Project
p. Authorization to Provide Surveying and Geotechnical Services for Victoria Road and Rolling Green
Neighborhood Improvements
q. Approval of Claims List
r. Acknowledge May 2013 Treasurer's Report
s. Approval of Contractor List
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
PULLED CONSENT AGENDA ITEMS
D) APPROVE CANCELLATION OF JULY 2, 2013 CITY COUNCIL MEETING
Mayor Krebsbach explained that due to a light agenda and the possibility of some Councilmembers
being absent, the July 2, 2013 City Council Meeting is proposed to be cancelled. Therefore, the next
City Council meeting would be held on July 16, 2013.
Public Works Director /City Engineer John Mazzitello noted that there may be three planning cases
coming out of the June 25, 2013 Planning Commission meeting. The applicants will be informed of the
meeting change, and if the delay is problem for the applicants, a special meeting could be held with a
three day notice to the public. City Attorney Lehmann confirmed the three day notice requirement.
Councilmember Duggan asked if there would be any problems with the 60 days rule, where an action
must be decided within 60 days of the presentation. Mazzitello replied the 60 day rule would not be
broken.
Councilmember Petschel moved to cancel the regularly scheduled City Council Meeting of July 2, 2013
pending advice from the Planning Commission that with the appropriate notice a special meeting be held
to accommodate planning schedules.
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
F) APPROVAL OF STAFF REORGANIZATION PLAN
Mayor Krebsbach explained that with the departure of Assistant to the City Administrator Jake
Sedlacek, City Administrator Justin Miller has made the following recommendations:
June 18, 2013 Mendota Heights City Council Page 2
1. Ms. Tamara Schutta be appointed to the Assistant to the City Administrator position, taking on
several of the duties Mr. Sedlacek had been handling (i.e. Friday News and other
communications, contract management, and other special projects as they arise), and continue to
manage the city's human resources duties
2. Hire a staff person to a position focused more on the planning and zoning activities (both
administrative and those that go to the planning commission), recycling duties, and code
enforcement
3. The parks and recreation duties be transitioned to Recreation Program Coordinator Sloan
Wallgren
City Engineer John Mazzitello stated that even though he has been with the City a short amount of time,
Mr. Wallgren appears to be a very eager and is excited to take on new responsibilities. He also noted
that Ms. Schutta had previous experience as an assistant administrator in East Bethel.
Mazzitello continued by explaining that after having discussions with City Administrator Miller, it has
been decided that the City's consultant planner would be retained. The staff city planner position would
pick up some of the more minor planning activities (routine variances and conditional use permits that
come through the Planning Commission and then to the City Council), leaving code amendments and
rewrites and larger development issues for the consultant planner.
Councilmember Duggan asked questions and made suggestions relating to the job descriptions and
responsibilities of the three positions. Councilmember Petschel noted that she was very comfortable with
the descriptions as they were presented.
Mayor Krebsbach stated that she would like for the Council to have an opportunity to review the three
finalists for the city planner position. Mazzitello noted that department heads are traditionally
interviewed with a councilmember representative on the panel. However, the city planner would be
reporting to the City Administrator and would not be at a pay grade of a department head. He would
leave that decision to the Council's discretion.
Councilmember Petschel moved to approve the staff reorganization as recommended by City
Administrator Justin Miller, that possible Council participation in the interview process for the city
planner be discussed between the Mayor and the City Administrator.
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
G) APPROVAL OF RESOLUTION 2013 -39 ACCEPTING DONATIONS TO PARKS
CELEBRATION AND 5K RACE
Chief of Police Michael Aschenbrener recognized the donations given for the Parks Celebration and 5K
Race. Donations to Special Olympics Minnesota totaled $7,329.17 plus three checks made directly to
them. Donations to the 5K Race totaled $14,316.00. Donations to the Parks Celebration totaled
$4,550.00.
June 18, 2013 Mendota Heights City Council Page 3
Councilmember Duggan moved to adopt Resolution No. 2013-39: "RESOLUTION FORMALLY
ACKNOWLEDGING THE RECEIPT OF THE GIFT TO THE CITY 5K AND THE CITY PARKS
CELEBRATION," and authorize a check to Special Olympics Minnesota for $7,329.17.
Councilmember Povolny seconded the motion.
Ayes: 5
Nays: 0
L) RECEIPT OF MAY PAR 3 REPORT
Councilmember Duggan wished to note the challenges golf courses are having this year due to the
weather and expressed his desire to see Councilmembers supporting the golf course by playing it. He
has suggested to Recreation Program Coordinator Sloan Wallgren that Council/City Staff challenges be
scheduled, to include all city employees.
Councilmember Duggan moved to Acknowledge Receipt of the May Par 3 Report.
Councilmember Norton seconded the motion.
Ayes: 5
Nays: 0
Q) APPROVAL OF CLAIMS LIST
Councilmember Petschel asked for an explanation of the City of St. Paul — Lemay Lake Project,
Repairs listed under Significant Claims. City Engineer John Mazzitello replied this was work the City of
St. Paul did for the street project last year.
Councilmember Petschel moved Approval the Claims List.
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
PUBLIC COMMENTS
There were no public comments.
PRESENTATIONS
A) 2012 AUDIT REVIEW - KERN, DEWENTER, VIERE LTD.
Ms. Caroline Stutsman of Kern, DeWenter, Viere Ltd. reviewed their opinion of the City’s financial
statements and management’s responsibilities versus their responsibilities. The City received an
unqualified opinion, the highest level the City can receive. This is not a change from what the City has
received in the past. Kern, DeWenter, Viere Ltd. believes that the City’s financial statements fairly state
the respective financial position of the city as of December 31, 2012.
June 18, 2013 Mendota Heights City Council Page 4
Kern, DeWenter, Viere Ltd. also conducted a legal compliance audit. They reviewed State Statutes
outlined by the State Auditor and did not come up with any findings related to that particular audit.
Ms. Stutsman then reviewed the financial information, fund activities, and budget details.
Councilmembers asked questions pertaining to specific expenses, which were either answered by staff or
by Ms. Stutsman.
Councilmember Povolny moved to accept the 2012 Audit Review Report
Councilmember Norton seconded the motion.
Ayes: 5
Nays: 0
PUBLIC HEARINGS
A) RESOLUTION 2013 -42
VACATION OF 2ND AVENUE ALLEYWAY RIGHT-OF-WAY
Public Works Director/City Engineer John Mazzitello explained that City staff and Council have
discussed the existence of right-of-ways (ROW) that are not developed and not being used as roadway
or utility corridors or for any other public purpose. City staff looked at these rights-of-way and started
vacating those which have determined to serve no public need and would not be utilized in the future.
This particular right-of-way is an undeveloped alleyway that exists east of Vandall Street between 2nd
Avenue and 3' Avenue and dead-ends into private property. City staff surveyed the adjacent residents in
2010 and again in 2013 and received no negative comments regarding the vacation.
Mayor Krebsbach opened the public hearing. No comments were received from the public.
Councilmember Duggan moved to close the public hearing.
Councilmember Norton seconded the motion.
Ayes: 5
Nays: 0
Councilmember Duggan moved to adopt RESOLUTION 2013-42, A RESOLUTION APPROVING AN
ALLEY RIGHT-OF-WAY VACATION.
Councilmember Norton seconded the motion.
Ayes: 5
Nays: 0
UNFINISHED AND NEW BUSINESS
A) ORDINANCE 452 AMENDING TITLE 3, CHAPTER 2, TOBACCO SALES
The Police Department has been researching updates for the regulations of tobacco. Chief of Police
Michael Aschenbrener presented a proposed amendment to the Code which would prohibit smoking
within establishments licensed to sell tobacco. The ordinance amendment will allow for a more
reasonable transition to the more comprehensive ordinance amendment coming before the Council later
in 2013.
June 18, 2013 Mendota Heights City Council Page 5
Councilmember Duggan moved to adopt Ordinance No. 452 AN ORDINANCE AMENDING TITLE 3,
CHAPTER 2 THE CITY CODE, TOBACCO SALES.
Councilmember Petschel seconded the motion.
Ayes: 5
Nays: 0
B) RESOLUTION 2013 -43
AWARD BID FOR HIGHWAY 110 / DODD ROAD INTERSECTION IMPROVEMENTS
Public Works Director /City Engineer John Mazzitello stated a feasibility study was completed in 2009
on pedestrian improvements at the Highway 110 /Dodd Road intersection, which resulted in the City
obtaining a grant from the Metropolitan Council. On June 5, 2013 the City opened the bids for the
project, with three bids being received. The lowest bidder was Urban Companies, LLC located in
Vadnais Heights, MN. Their successful bid amount was $284,513.00, which was slightly over the
engineer's estimate of $277,969.00. The project is proposed to be completed by September 3, 2013.
Funding for this project will come from a grant in the amount of $174,784.80 and city funds in the
amount of $43,696.20. The City will also pay for trail relocation costs of $66,032.00.
Councilmember Norton moved to adopt RESOLUTION 2013 -43, A RESOLUTION ACCEPTING
BIDS AND AWARDING CONTRACT FOR THE HIGHWAY 149 (DODD ROAD) & HIGHWAY
110 PEDESTRIAN IMPROVEMENTS PROJECT (PROJECT #200819).
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
COMMUNITY ANNOUNCEMENTS
Chief of Police Michael Aschenbrener noted the following events:
Friday, June 21 — Police officers, in conjunction with Safe Kids Minnesota, will start handing out
certificates that are good for ice cream cones at any participating Dairy Queen to promote interaction
with youth in the community.
If any resident is interested in hosting a Neighborhood Watch Gathering, they should contact Officer
Denise Urmann to schedule an appointment to meet with her.
Mayor Krebsbach asked if there would be fireworks at Mendakota Country Club. Public Works
Director /City Engineer John Mazzitello replied that as far as he knows there would be.
COUNCIL COMMENTS
Councilmember Duggan stated that Connie Evingson would be performing at The Village Market
Square on Wednesday, June 19.
June 18, 2013 Mendota Heights City Council Page 6
He also noted the passing of Ms. Eleanor Donovan who was instrumental in, and devoted to, the creation
of Marion Center in St. Paul.
He highly recommended the Haiku Japanese Bistro as a great place to eat. He noted that a Haiku goes as
follows: "Welcome to Mendota Heights, Food and Decor, Delight ".
Councilmember Petschel noted that the Council approved some personnel action on the consent agenda
that involved promoting Tamara Schutta, giving new responsibilities to Sloan Wallgren, and approved
the hiring of a new planner. She made the observation that the City has wonderful staff and that under
City Administrator Justin Miller there has been some wonderful hires made. She complimented the
administration and all of the staff on how wonderfully everything comes together and how wonderfully
the work gets done as that does not happen by accident.
She also noted the grand opening of White Pines and encouraged everyone to go over and take a look.
Mayor Krebsbach expressed her appreciation and thanks to the Council and staff for a productive
workshop meeting that took place prior to this Council meeting.
ADJOURN
Councilmember Duggan moved to adjourn.
Councilmember Povolny seconded the motion.
Ayes: 5
Nays: 0
Mayor Krebsbach adjourned the meeting at 8:13 p.m.
adie--
Sandra Krebsbach
Mayor
Lorri Smith
City Clerk
June 18, 2013 Mendota Heights City Council Page 7