December 7, 2015, Council Minutes

DECEMBER 7, 2015 – 7:30 PM
Attendance: Student from MWHS Civic Government class.
1. CALL TO ORDER – Mayor Williamson called the meeting to order at 7:30 p.m.
2. ROLL CALL – Pavot, Hughes, Bren, Horton, Williamson
3. INTRODUCTIONS – Williamson introduced the staff and council to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck, Commissioner Mason
5. ADOPT AGENDA – Hughes Makes a motion and Pavot seconds to adopt the agenda. All votes ayes, motion carries.
6. ADOPT CONSENT AGENDA – Pavot makes a motion and Horton seconds to adopt the consent agenda. All votes ayes, motion carries.
a. City Council Regular Meeting Minutes from November 16, 2015
b. City Council Work Session Minutes from November 23, 2015
7. PUBLIC FORUM – No one.
10. ORDINANCES & RESOLUTIONS – Williamson explains these have been gone over several times since September and adjustments have been made from a 2% increase to less than 1%. Williamson opens this to discussion and questions.
a. Resolution 15-24: Adopting 2016 Levy – W $1,007,992 He said this is consistent with the average for the last five or six years. Hughes moves to approve the levy at 1,007,992 and Bren seconds. All votes ayes, motion carries.
b. Resolution 15-25: Adopting 2016 Budget – Willaimson said the budget involves a little more money but includes revenue that comes in. $1,170,072. Horton makes the motion to adopt and Bren seconds. All votes ayes, motion carries. Williamson thanks the council and staff for keeping the burden as manageable and light as possible without compromising services.
a. Mayor and Council –
• Pavot said for those wanting to get involved, WeCab is looking for dispatchers and drivers. Volunteers can call 1-844-743-3932 for further information. She also recommended the Be a Santa to a Senior Program. Participating Lunds and Byerly's in Wayzata and Minnetonka has more information that helps gives back to the community.
• Horton wants to thank Pres Homes for their wonderful holiday light display. She said it is a beautiful accent to our city and the colors are vibrant and fabulous.
b. City Administrator
1. Motion to Pursue LMCC AV Equipment Support Program Reimbursement for Microphones –
Williamson said this is an authority of record as an upgrade to the audio functions has already been made. He said this is to pursue reimbursement for the upgrades. Tolsma said with the microphone upgrades it’s about $900 in the last month. He said it is all eligible for reimbursement. He said Jim Lundberg of the LMCC recommended upgrading the mixer as currently there is a hybrid system that is not up to standard and this would be in the $500 range. Tolsma said there is almost $6,000 available for Spring Park. Hughes said he has spoke to a videographer about having a camera at the screen and punching it in. Williamson said he liked the idea a couple years ago but found it’s a two person operation. Hughes said the technology has changed in the last couple of years so it’s better. Hughes would like to look into this. Hughes makes a motion to pursue reimbursement for the microphone purchases, to also include upgrading the mixer and to investigate new camera technology in order to make use of the available funds. Horton seconds. All votes ayes, motion carries.
2. Motion to Pursue West Arm East Alternate Drainage Improvement –
Williamson said the first drainage plan never was able to come to an agreement. Therefore, discussion was entered into by the city and another resident. He said there was a thorough examination at a workshop where elevations, flow rates and pipe dimensions were discussed. He said the property owner was present at the meeting as well as another neighbor. He said the conclusion is it is about as workable and reliable as the first plan was. He is looking for a motion to pursue the final engineering and an agreement with the property owner for an easement for the project. Tolsma said this potentially could have a different contractor as this project must meet quotes, not competitive bids. Williamson said the original concept would have cost substantially more than what this alternative plan is going to cost. He reminded this will not affect assessments. Hughes said he’s in favor of the project and he wonders if it would be worth parceling this out. Tolsma said at this price range the city has the freedom for options. He said the minimum threshold for competitive bidding doesn’t rule out looking for other vendors and bids. Hughes moves to pursue the West Arm East alternative drainage project and Bren seconds. All votes ayes, motion carries.
c. City Engineer – nothing.
d. City Planner – nothing.
e. City Attorney – nothing.
f. Public Works Superintendent – nothing.
12. UPCOMING MEETINGS & TRAINING – Williamson said it had been previously agreed not to hold the work session on December 28th. He said there are still some items to be resolved and one is the fee schedule and also modifying the dock licensing program. He said there might be a few other fees that should be looked at. He said there should also be an executive session to make evaluations of city staff. He said the administrator has evaluated the performance of city staff and the proposed compensation level. He said pay determinations can be made later and retroactive. He said the proposal is to meet on December 14th, therefore, he feels the Admin Committee might not be necessary. He makes the motion - even though he can call a special meeting - but he is looking for a council consensus. Hughes think those topics are for a work session and he suggests December 14th become a work session and then meeting on the normal December 21st in order to adopt what was discussed at the work session. Bren said she would be unable to attend as she has a commitment on that date. Williamson wonders if it would be a problem on Tuesday and two members would be unable to make that. Williamson suggests the work session for Monday, December 14th. He said a notice should be posted. It is suggested the meeting be 7 p.m and the posting should include the possibility of executive session convening. Hughes thinks any discussion of employees and benefits should wait for a full council. Tolsma said traditionally staff evals have been handled in December. He said there is a regular council meeting on the 21st where this could be handled. The plan is to have this on the agenda on the 21st and potential for executive session.
a. December 9 – Police Commission – 8:00 AM – Navarre Fire Station.
b. December 9 – LMCD – 7:00 PM – Wayzata City Hall
c. December 9 – Planning Commission – 7:00 PM
d. December 10 – LMCC – 7:00 PM
e. December 14 – City Council Work Session (If Needed) – 7:00 PM
f. December 15 – Administration Committee – 12:00 PM
g. December 21 – Regular City Council Meeting – 7:30 PM
a. Bills & Payroll – Tolsma said to update, there is a slight change on the summary sheet. He said two additional claims are for autoglass and MCFOA Region 4 meetings and the checks were made out separately. Bren makes a motion to approve and Horton seconds. All votes ayes, motion carries.
15. MISCELLANEOUS (Information Only) -
16. ADJOURNMENT – Bren makes a motion and Hughes seconds to adjourn the meeting at 8:06 p.m. All votes ayes, motion carries.

Wendy Lewin, City Clerk

Dan Tolsma, City Administrator