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HomeMy WebLinkAboutCity Council Minutes 05-17-2005 SpecialAdopted Minutes Special Council Meeting May 17, 2005 Mayor Johnson called a Special Meeting of the Plymouth City Council to order at 6:40 p.m. in the Council Chambers, 3400 Plymouth. Boulevard, on May 17, 2005. COUNCIL PRESENT: Mayor Johnson, Councilmembers Willis, Hewitt, Stein, Black, Bildsoe arrived at 6:50 p.m.), and Slavik (arrived at 7:10 p.m.). ABSENT: None. STAFF PRESENT: City Manager Ahrens, Community Development Director Hurlburt, Captain Franz, Public Works Director Cote, City Attorney Knetsch, Finance Director Hann, Financial Analyst Kohn, Park and Recreation Director Blank, and City Clerk Paulson. Consider Use of Bio -Diesel Public Works Director Cote stated that staff researched using bio -diesel for City owned vehicles. He stated staff didn't find any negative reasons to not switch to this fuel. Therefore, staff would begin to use B-2 bio -diesel as soon as possible with the possible migration to B-5 and eventually B-20 bio -diesel in the future. He noted that this type of fuel could gel up in the winter months, but staff doesn't anticipate that to be a problem since all of the vehicles are stored indoors. He stated if in the future the use of this fuel isn't economically feasible, he would inform the Council. As similar to the use of E85 fuel, the Council requested an annual report on the use of this fuel. Discuss Uses of 10% Gambling Fund City Manager Ahrens stated the Council desired to discuss how to use the 10% City -administered gambling fund. She explained that the only current organization licensed to conduct lawful gambling in the City is the Plymouth Lions. She noted that a large portion of its expenditures is made to the Plymouth Crime and Fire Prevention Fund. She stated that currently, there is 20,389 in the fund. The fund could be used for any lawful purpose authorized under Minnesota Statute 349.213, Subd. 1, "for lawful purposes, or for police, fire, and other emergency or public safety-related services, equipment, and training, excluding pension obligations". Therefore, the funds could be used for any typical, authorized City expenditure. Finance Director Hahn added that the City needs to submit an annual report each year on where the funds were spent. After discussing a number of possibilities, the suggestion was made to designate the funds towards the City's annual contribution to Music in Plymouth. They wouldn't be an "add on" of funds. Adopted Council Minutes Special Meeting of May 17, 2005 Page 2 Motion made by Councilmember Hewitt, and seconded by Councilmember Bildsoe to designate the City -administered 10%agmblingfundstoMusicinPlymouthaspartoftheCity's annual contribution (the fiends wouldn't be an "add on".) With all members voting in favor, the motion carried. Prosecution Philosophy with Respect to City Attorney Services City Attorney Knetsch discussed with the Council their priorities and philosophy regarding prosecution services for the City. He stated that they meet with the City's Police Department throughout the year. The Council thanked Mr. Knetsch for his report and requested that on an annual basis, he provide a report to the Council on prosecution figures for the year. Discuss Street Reconstruction Program and Special Assessment Policy Financial Analyst Kohn highlighted sections of his report regarding a long-range plan for street reconstruction/resurfacing and associated financing. He stated while the Council has made some recent progress m an attempt to raise street condition, two major items still need to be addressed which are: 1. Adoption of a long-range plan for street reconstruction/resurfacing. 2. Modification of the City's current special assessment policy relating to street reconstruction/resurfacing. He discussed the five options contained in the report. The majority of the Council stated that they liked Option 4. This option would retain the level of expenditures proposed in the Capital Improvements Plan for the next three years. Expenditures would then increase by 10% per year from 2008 to 2012, 7.5% in 2013 and 2014, and 5% from 2015 to 2019. In order to raise condition as soon as possible, it is assumed that approximately 50% of funds will go to complete reconstruction, and 50% will go to mill -and -overlay for years 2008-2010. Thereafter, the City runs out of streets to mill -and -overlay and the split becomes 90% reconstruction and 10% mill - and -overlay. This would result in an average street condition rating declining slightly but then returning to the current level of 66 by 2019. If the City's special assessment policy for street reconstruction remains at 30% of street reconstruction costs, this option would require a levy increase of $168 for the average home for street reconstruction by 2019. If special assessments were increased to 40% for reconstruction and resurfacing, the levy increase would be $199 for the average home by 2019. Councilmember Willis lead the Council in a discussion of increasing the tax levy to cover the greater share of the City's cost rather than utilizing just debt service. Mayor Johnson stated this year there was a 10% increase in the tax levy in addition to debt service. She stated if there would be levy limits for 2006, she would be interested in reviewing other areas and move that portion of the levy to the street reconstruction area. Adopted Council Minutes Special Meeting of May 17, 2005 Page 3 Councilmember Black stated that she would prefer to use a "pay as you go" method, but given the deteriorating conditions of the streets, and the number of complaints that the Council is receiving from residents, the Council needs to take action. She noted that there would be years when there will not be levy limits. She suggested that the City try to avoid bonding if possible as that would save the City money. Councilmember Willis stated if the Council uses a "pay as you go" method, the program is going to suffer. He stated a reasonable bonding program would get the support of the public. If the City is able to demonstrate that it's making progress with the program, it's good public service. Councilmember Bildsoe stated regarding bonding, his only concern is the variability of interest rates from year to year. He stated he would like the Council to consider deviating from the normal standards and sizes of roads when it develops Northwest Plymouth. He stated the City could possibly save money in changing the widths of the roads when they are constructed as well as when they are reconstructed. This would provide a more rural feel, especially in the Northwest Plymouth area. Public Works Director Cote stated the maintenance costs of streets are extremely high where there are no curb and gutters. Community Development Director Hurlburt added that "rural section type" of streets also take up a lot of width. Councilmember Black requested that staff incorporate drainage measures, such as rain gardens in the project costs initially rather than at the end of the project and separating those costs. Public Works Director Cote stated that this would be a policy decision as rain gardens assist in the drainage of yards. Councilmember Slavik shared concerns that she has received from residents regarding people who receive the rain gardens in their yard, as they view that as a benefit, while the whole district is currently being assessed 30% of the improvement, or if the rain gardens are being funded through the surface water utility fee that all residents pay. Motion was made by Councilmember Black, and seconded by Councilmember Slavik, to adopt Option 4 as contained in staff's report and to adopt the amended street reconstruction polio presented by staff that would incorporate assessing 35% of the project costs in 2006 and 40% of the project costs in 20071. Public Works Director Cote stated that staff intends to provide a report to the Council on how the streets are prioritized and a map showing the full "build out" (end of street reconstruction projects). Councilmember Willis voiced his concern that residents would need to pay a higher reconstruction cost if they resided on a nine -ton road. There being no further discussion and with all members voting in favor, the motion carried. Adopted Council Minutes Special Meeting of May 17, 2005 Page 4 Set Future Studv Sessions The Council stated that they were in receipt of correspondence from the Minnesota Department of Transportation on their proposal for I-494 from County Road 6 to I-94. They requested that this be placed on a future regular Council meeting agenda. Mayor Johnson asked the Council if they would be willing to meet with a couple of property owners regarding drainage damage that occurred on their properties. She explained that they had submitted liability claims to the City, but the City's insurance carrier denied their claims. The Council requested that they receive copies of the claims as well as comments from the attorney(s) who handled these cases on behalf of the League of Minnesota Cities Insurance Trust. After reviewing the materials, the Council would decide if they would discuss these claims at a future Council meeting. City Manager Ahrens announced that the City's auditors are prepared to meet with the Council on the proposed 2004 audit report. Motion was made by Councilmember Hewitt, and seconded by Councilmember Bildsoe, to add this item to the June 14 Study Session agenda and to begin the meeting at 5:30 p.m. With all members voting in favor, the motion carried. A discussion was held regarding meeting with adjacent cities about improving Highway 169. The Council stated they would be interested in meeting with cities, but there would be no dues similar to other task forces, at this time. Motion was made by Councilmember Black, and seconded by Councilmember Bildsoe, to send a letter to adjacent cities along Hi wa 169. With all members voting in favor, the motion carried. Adjournment Mayor Johnson declared the meeting adjourned at approximately 9:30 p.m. andra R. Paulson, City Clerk