August 15, 2016, Council Minutes
CITY OF SPRING PARK
CITY COUNCIL MINUTES
AUGUST 15, 2016 – 7:30 PM
SPRING PARK CITY HALL
1. CALL TO ORDER - The meeting was called to order by Mayor Williamson at 7:31 p.m.
2. ROLL CALL
Council Members Bruce Williamson, Mayor; Shirley Bren; Gary Hughes; Megan Pavot;
Present: and Pamela Horton.
Staff Present: Dan Tolsma, City Administrator; Bob Kermis, Acting City Planner; Nancy Beck, City Attorney; and Theresa Schyma, City Clerk.
Others Present: Catherine Kane Palen, resident; and Michael E. Mason, resident.
3. INTRODUCTIONS - Mayor Williamson introduced the City Council and staff to the public.
4. PLEDGE OF ALLEGIANCE - Mayor Williamson led the audience in the Pledge of Allegiance.
5. ADOPT AGENDA
M/Hughes, S/Bren to adopt the agenda.
Motion carried 5-0.
6. ADOPT CONSENT AGENDA
a. City Council Regular Meeting Minutes from August 1, 2016
M/Horton, S/Pavot to approve the Consent Agenda.
Motion carried 5-0.
7. PUBLIC FORUM – None.
8. PRESENTATIONS & GUEST SPEAKERS – None.
9. PETITIONS, REQUESTS & APPLICATIONS
a. Running of the Bays Special Event Application - Mayor Williamson presented a summary of the event application.
M/Bren, S/Pavot to approve the Running of the Bays Special Event Application.
Motion carried 5-0.
10. ORDINANCES & RESOLUTIONS
a. Resolution 16-12: Met Council Comprehensive Planning Grant – Mayor Williamson provided a summary of the proposed resolution and the overall process of updating the City’s Comprehensive Plan. He stated that it is nice to have recognition from the Met Council that there are costs associated with updating the Comprehensive Plan especially for smaller cities.
City Administrator Tolsma stated that this grant application is not guaranteed and it is merely the first step in the Comprehensive Planning process. He further stated that the City is eligible for as much as $10,000 in grant money.
M/Bren, S/Hughes that the following resolution be adopted and that it be made part of these minutes:
RESOLUTION NO. 16-12
RESOLUTION IDENTIFYING THE NEED FOR FUNDING TO COMPLETE ITS 2040 COMPREHENSIVE PLAN UPDATE AND AUTHORIZING AN APPLICATION FOR
PLANNING ASSISTANCE GRANT FUNDS
Motion carried 5-0. This resolution appears as Resolution No. 16-12.
b. Ordinance 16-02: Temporary Family Health Care Facilities Opt-Out – Mayor Williamson provided a summary of the proposed ordinance. He stated that the Council is open to options for families with health care issues but they are opposed to the forced nature in which this ordinance came from the State with such a quick deadline. Typically ordinances are brought to Council with more review and thought for the zoning requirements and residents of Spring Park.
City Administrator Tolsma stated the Planning Commission voted unanimously to recommend that the City Council approve the opt-out ordinance.
Acting City Planner Kermis was available for questions.
M/Hughes, S/Horton to approve Ordinance No. 16-02, amending the City's Zoning Code to "opt-out" of recently-adopted legislation (Minn. Stat. § 462.3593) related to temporary health care dwellings, that it be published in the official newspaper, and that it be made part of these minutes.
Motion carried 5-0.
11. REPORTS OF OFFICERS & COMMITTEES
a. Mayor and Council - Mayor Williamson provided an update from a recent Gillespie Center Board meeting and a Lake Minnetonka Cable Commission meeting.
Council Member Pavot announced the following:
• Guns vs. Hoses charity softball game between Orono Police and Mound Fire on Wednesday, August 24 to benefit WeCAN
• WeCAN school supply distribution at the WeCAN office on Wednesday, August 24 from 10 a.m. – 6 p.m.
• Long Lake Fire Department 5K and Kid’s 1K Fun Run on Saturday, October 1
Council Member Bren announced the Sip, Savor, & Shop! wine tasting event on Saturday, October 1 to support WeCAN.
Council Member Horton commented on the recent Workshop on the Water that she attended with Council Members Bren & Pavot.
Council Member Hughes provided an update on the hiring process for the new executive director of the Lake Minnetonka Conservation District (LMCD). He stated that seven applicants completed the phone interview and they have now narrowed the field down to five individuals who have been sent more interview materials. The Board will be interviewing the final five candidates on August 24.
b. City Administrator
1. Seal Coating Proposals - City Administrator Tolsma presented an overview of the seal coating proposals. City Administrator Tolsma stated that both companies that bid on the project were recommending option 2 which is the “polymer” option since it has longer durability.
Council Member Hughes stated that it appears the City is getting a substantial savings with this bid since a neighboring community is having a project done at the same time and they are working Spring Park into that timeline. Asking other communities to use the same timeline on projects might be something to consider with future bids for potential cost savings.
M/Horton, S/Hughes to accept the bid minutes/tabulation and award of contract to Allied Blacktop for Seal Coating with option number 2 in the amount of $39,391.13.
Motion carried 5-0.
c. City Engineer– No report.
d. City Planner– No report.
e. City Attorney– No report.
f. Public Works– No report.
12. UPCOMING MEETINGS & TRAINING
a. August 22 – Work Session – 7:00 PM
b. August 24 – LMCD – 6:00 PM (time of meeting will change based on interview schedule)
c. September 6 – Regular Council Meeting – 7:30 PM
d. September 26 – Heart Safe Training – 6:00 PM (Work Session to follow) – City Administrator Tolsma stated there will be an approximately 90 minute Heart Safe training for the City Council, Planning Commission, City staff and election judges.
13. UNFINISHED BUSINESS – None.
14. NEW BUSINESS & COMMUNICATION
a. Bills & Payroll
Council Member Pavot questioned the monthly phone charge from CenturyLink. She stated the amount seems high and asked if the City would consider upgrading the phone system to possibly a Voice Over Internet Protocol (VOIP) network which would update the technology and save money.
City Administrator Tolsma responded that staff has been doing preliminary research over the past couple of years regarding the City’s outdated phone system. He stated that there are very cost effective solutions to choose from that will improve the current system which has many ongoing issues and that those issues have been worse in the past year.
Mayor Williamson stated it is a good time to look at the many telecommunication systems the City utilizes to find the most reliable systems. He also stated that the City should look at all technology related issues during the budget process.
Council Member Pavot agreed and also stated she would like the digital records project to be looked as well.
M/Bren, S/Hughes to approve the bills & payroll.
Council Member Hughes questioned the monthly garage fee wondering if there is still a need for storing items in the Norling’s garage.
City Administrator Tolsma responded that there are still items in storage and stated the Council should have a discussion at a future meeting, after PeopleService has begun their contract and assessment, regarding the future of Public Works storage options and potential budget impacts.
Motion carried 5-0.
15. MISCELLANEOUS (Information Only)
a. MFD July Report
16. ADJOURNMENT
M/Hughes, S/Bren to adjourn the City Council Meeting at 8:37 p.m.
Motion carried 5-0.
Date Approved: September 6, 2016
_____________________________
Theresa Schyma, City Clerk
____________________________
Dan Tolsma, City Administrator
CITY COUNCIL MINUTES
AUGUST 15, 2016 – 7:30 PM
SPRING PARK CITY HALL
1. CALL TO ORDER - The meeting was called to order by Mayor Williamson at 7:31 p.m.
2. ROLL CALL
Council Members Bruce Williamson, Mayor; Shirley Bren; Gary Hughes; Megan Pavot;
Present: and Pamela Horton.
Staff Present: Dan Tolsma, City Administrator; Bob Kermis, Acting City Planner; Nancy Beck, City Attorney; and Theresa Schyma, City Clerk.
Others Present: Catherine Kane Palen, resident; and Michael E. Mason, resident.
3. INTRODUCTIONS - Mayor Williamson introduced the City Council and staff to the public.
4. PLEDGE OF ALLEGIANCE - Mayor Williamson led the audience in the Pledge of Allegiance.
5. ADOPT AGENDA
M/Hughes, S/Bren to adopt the agenda.
Motion carried 5-0.
6. ADOPT CONSENT AGENDA
a. City Council Regular Meeting Minutes from August 1, 2016
M/Horton, S/Pavot to approve the Consent Agenda.
Motion carried 5-0.
7. PUBLIC FORUM – None.
8. PRESENTATIONS & GUEST SPEAKERS – None.
9. PETITIONS, REQUESTS & APPLICATIONS
a. Running of the Bays Special Event Application - Mayor Williamson presented a summary of the event application.
M/Bren, S/Pavot to approve the Running of the Bays Special Event Application.
Motion carried 5-0.
10. ORDINANCES & RESOLUTIONS
a. Resolution 16-12: Met Council Comprehensive Planning Grant – Mayor Williamson provided a summary of the proposed resolution and the overall process of updating the City’s Comprehensive Plan. He stated that it is nice to have recognition from the Met Council that there are costs associated with updating the Comprehensive Plan especially for smaller cities.
City Administrator Tolsma stated that this grant application is not guaranteed and it is merely the first step in the Comprehensive Planning process. He further stated that the City is eligible for as much as $10,000 in grant money.
M/Bren, S/Hughes that the following resolution be adopted and that it be made part of these minutes:
RESOLUTION NO. 16-12
RESOLUTION IDENTIFYING THE NEED FOR FUNDING TO COMPLETE ITS 2040 COMPREHENSIVE PLAN UPDATE AND AUTHORIZING AN APPLICATION FOR
PLANNING ASSISTANCE GRANT FUNDS
Motion carried 5-0. This resolution appears as Resolution No. 16-12.
b. Ordinance 16-02: Temporary Family Health Care Facilities Opt-Out – Mayor Williamson provided a summary of the proposed ordinance. He stated that the Council is open to options for families with health care issues but they are opposed to the forced nature in which this ordinance came from the State with such a quick deadline. Typically ordinances are brought to Council with more review and thought for the zoning requirements and residents of Spring Park.
City Administrator Tolsma stated the Planning Commission voted unanimously to recommend that the City Council approve the opt-out ordinance.
Acting City Planner Kermis was available for questions.
M/Hughes, S/Horton to approve Ordinance No. 16-02, amending the City's Zoning Code to "opt-out" of recently-adopted legislation (Minn. Stat. § 462.3593) related to temporary health care dwellings, that it be published in the official newspaper, and that it be made part of these minutes.
Motion carried 5-0.
11. REPORTS OF OFFICERS & COMMITTEES
a. Mayor and Council - Mayor Williamson provided an update from a recent Gillespie Center Board meeting and a Lake Minnetonka Cable Commission meeting.
Council Member Pavot announced the following:
• Guns vs. Hoses charity softball game between Orono Police and Mound Fire on Wednesday, August 24 to benefit WeCAN
• WeCAN school supply distribution at the WeCAN office on Wednesday, August 24 from 10 a.m. – 6 p.m.
• Long Lake Fire Department 5K and Kid’s 1K Fun Run on Saturday, October 1
Council Member Bren announced the Sip, Savor, & Shop! wine tasting event on Saturday, October 1 to support WeCAN.
Council Member Horton commented on the recent Workshop on the Water that she attended with Council Members Bren & Pavot.
Council Member Hughes provided an update on the hiring process for the new executive director of the Lake Minnetonka Conservation District (LMCD). He stated that seven applicants completed the phone interview and they have now narrowed the field down to five individuals who have been sent more interview materials. The Board will be interviewing the final five candidates on August 24.
b. City Administrator
1. Seal Coating Proposals - City Administrator Tolsma presented an overview of the seal coating proposals. City Administrator Tolsma stated that both companies that bid on the project were recommending option 2 which is the “polymer” option since it has longer durability.
Council Member Hughes stated that it appears the City is getting a substantial savings with this bid since a neighboring community is having a project done at the same time and they are working Spring Park into that timeline. Asking other communities to use the same timeline on projects might be something to consider with future bids for potential cost savings.
M/Horton, S/Hughes to accept the bid minutes/tabulation and award of contract to Allied Blacktop for Seal Coating with option number 2 in the amount of $39,391.13.
Motion carried 5-0.
c. City Engineer– No report.
d. City Planner– No report.
e. City Attorney– No report.
f. Public Works– No report.
12. UPCOMING MEETINGS & TRAINING
a. August 22 – Work Session – 7:00 PM
b. August 24 – LMCD – 6:00 PM (time of meeting will change based on interview schedule)
c. September 6 – Regular Council Meeting – 7:30 PM
d. September 26 – Heart Safe Training – 6:00 PM (Work Session to follow) – City Administrator Tolsma stated there will be an approximately 90 minute Heart Safe training for the City Council, Planning Commission, City staff and election judges.
13. UNFINISHED BUSINESS – None.
14. NEW BUSINESS & COMMUNICATION
a. Bills & Payroll
Council Member Pavot questioned the monthly phone charge from CenturyLink. She stated the amount seems high and asked if the City would consider upgrading the phone system to possibly a Voice Over Internet Protocol (VOIP) network which would update the technology and save money.
City Administrator Tolsma responded that staff has been doing preliminary research over the past couple of years regarding the City’s outdated phone system. He stated that there are very cost effective solutions to choose from that will improve the current system which has many ongoing issues and that those issues have been worse in the past year.
Mayor Williamson stated it is a good time to look at the many telecommunication systems the City utilizes to find the most reliable systems. He also stated that the City should look at all technology related issues during the budget process.
Council Member Pavot agreed and also stated she would like the digital records project to be looked as well.
M/Bren, S/Hughes to approve the bills & payroll.
Council Member Hughes questioned the monthly garage fee wondering if there is still a need for storing items in the Norling’s garage.
City Administrator Tolsma responded that there are still items in storage and stated the Council should have a discussion at a future meeting, after PeopleService has begun their contract and assessment, regarding the future of Public Works storage options and potential budget impacts.
Motion carried 5-0.
15. MISCELLANEOUS (Information Only)
a. MFD July Report
16. ADJOURNMENT
M/Hughes, S/Bren to adjourn the City Council Meeting at 8:37 p.m.
Motion carried 5-0.
Date Approved: September 6, 2016
_____________________________
Theresa Schyma, City Clerk
____________________________
Dan Tolsma, City Administrator