SUNFISH LAKE CITY COUNCIL MEETING – MAY 7, 2013

SUNFISH LAKE CITY COUNCIL MEETING – MAY 7, 2013

7:00 P.M. - ST. ANNE’S EPISCOPAL CHURCH


Attendants:

Acting Mayor:  Mike Hovey

Councilmembers: JoAnne Wahlstrom and Steven Bulach

City Attorney:  Tim Kuntz

City Building Official: David Neameyer

City Engineer:  Don Sterna

City Planner: Michelle Barness

City Treasurer:  Mike Blair

City Forester:  Jim Nayes

Police Chief: Bud Shaver

and Members of the General Public

Mayor Molly Park was absent.  Councilmember Cathy DeCourcy was absent.  City Clerk Cathy Iago was absent.

1.   CALL TO ORDER:                        Acting Mayor Hovey opened the meeting at 7:02 p.m.  A quorum was present. 

2.   APPROVE AGENDA:       Acting Mayor Hovey asked if there were any additions or corrections to the agenda.  Hovey added consideration of the Sage 50 Single User Accounting Software expenditure to the Consent Agenda due to the fact that the bill for the Sage 50 Single User Accounting Software System was on the list of bills.

With that addition, Councilmember Wahlstrom moved approval of the Agenda, seconded by Councilmember Bulach and carried by a vote of 3-0.

3.   CONSENT AGENDA:       Acting Mayor Hovey asked if there were any questions or comments relating to any items on the Consent Agenda.


Councilmember Bulach moved approval of the April 2, 2013 Council meeting minutes, seconded by Councilmember Wahlstrom with the correction that the name of Lynnette Olson be corrected to the spelling of Olson, rather than Olsen.  The motion carried by a vote of 3-0.

Acting Mayor Hovey inquired about the Sage 50 Single User Accounting Software System.  City Treasurer Mike Blair reported that the Treasurer had personally purchased the software system and used it for the City accounting system and that with his departure the new City Treasurer would also be using the system.  City Treasurer Mike Blair is conveying the system to the City and being paid for it as part of the list of bills.  New City Treasurer Lanoue indicated that she is familiar with the system and comfortable in using it.  Acting Mayor Hovey asked new City Treasurer Lanoue to explore the procedures for backing up the system.  New City Treasurer Lanoue said that she would investigate back up procedures.

Councilmember Wahlstrom moved to approve the list of bills on the Consent Agenda, including the bill for the Sage 50 Single User Accounting Software System, and the financial statements.  Councilmember Bulach seconded the motion.  The motion passed by a vote of 3-0.

The Consent Agenda items are on file with the City Clerk.

4.   COMMENTS FROM THE PUBLIC:

Acting Mayor Hovey asked for comments from the public.  There were none.

5.   PUBLIC HEARING/PRESENTATIONS:

There were no public hearings or presentations.

6.   PLANNING COMMISSION/PLANNER’S REPORT:

a. Major Site and Building Plan Review (393 Salem Church Road / Schacker):

 

Planner Michelle Barness reported the following with respect to 393 Salem Church Road:

 

  • The legal description is Lot 1, Block 1, Tinker’s Plat.
  • The old home will be demolished.
  • The setback requirements are being met.
  • The lot area and lot width requirements are being met.
  • The height is 25.25 feet and the height requirement is being met.
  • The exterior materials will be vertical siding and stucco and the building material requirements are being met.
  • The attached garage is 900 square feet.
  • The driveway will be extended and will meet setback requirements.
  • The outside lighting will be a combination of recessed or hooded lights and the glass will be frosted.
  • The City Engineer has approved the grading and drainage plan.
  • There will be a silt control fence around the perimeter of the property during construction.
  • There will also be tree protection fencing during construction.
  • Over one (1) acre of land will be disturbed and the applicant will obtain an NPDES permit.
  • When finished, the lot will have 11% to 12% impervious coverage.  The City Code allows up to 30% impervious coverage.
  • 46 trees will be removed, but 54 trees will be installed.  The City Forester has approved the varieties of trees that are being installed and has approved the trees that are being removed.  Most of the trees being removed are ash trees.
  • All R-1 and shoreland zoning district standards are being met.
  • A new septic system and a new well will be installed.  The old septic system and water well will be abandoned per state and City regulations.

 

Two questions arose.  The first question related to the location of the construction dumpster.  Acting Mayor Hovey asked whether it could be screened.  Councilmember Bulach asked that it be set back from the roadway.  Jason Aune, the architect for the landowner, stated that he would instruct the contractor to set the dumpster back from the roadway so as to reduce its visibility.

 

The second question related to the timing of when the landscaping and retaining walls and final wear course of bituminous would be installed.  The landowners and their architect indicated that the majority of the landscaping would probably be installed next spring and that the final wear course of bituminous would also be installed next spring, with the base course of bituminous being installed in the fall of 2013, prior to any certificate of occupancy.

 

To accommodate this schedule, the Council directed that the prepared resolution approving the site and building plan be amended by adding condition number 8 to provide that the landscaping, the retaining walls and the final wear course of bituminous on the driveway have to be installed no later than June 15, 2014, and that a certificate of occupancy can be issued prior to the installation of these matters, but the landowners must enter into a standard escrow agreement with the City providing for a $5,000 escrow and that the escrow agreement must be signed prior to the certificate of occupancy being issued.

 

Planner Michelle Barness indicated that the Planning Commission had recommended approval of the Major Site and Building Plan.

 

Councilmember Wahlstrom moved to approve Resolution No. 13-06 Approving Major Site and Building Plan for a New Home and Attached Garage at 393 Salem Church Road, Legally Described as Lot 1, Block 1, Tinker’s Plat, with the additional condition number 8 providing that the landscaping, the retaining walls and the final wear course of bituminous on the driveway have to be installed no later than June 15, 2014, and that a certificate of occupancy can be issued prior to the installation of these matters, but the landowners must enter into a standard escrow agreement with the City providing for a $5,000 escrow and that the escrow agreement must be signed prior to the certificate of occupancy being issued.  The motion was seconded by Councilmember Bulach.  The motion passed by a vote of 3-0.

 

b. Planner’s Report:

Planner Michelle Barness reported that the Planning Commission was still discussing the proposed ordinance relating to solid wall fences and that this item will probably be discussed by the City Council at the June Council meeting.

Planner Michelle Barness reported that the Planning Commission is still analyzing procedures and guidelines for tree removal.  Planner Michelle Barness reported that the Planning Commission will be making a field visit to the property at 6 Acorn Drive.

Acting Mayor Hovey thanked the Planner for her report.

7.   STAFF REPORTS:

a. BUILDING INSPECTOR:  Inspector David Neameyer reported that there was no unusual activity in the past month.  The Building Inspector also reported the following:

· A demolition permit will be required to demolish the home at 393 Salem Church Road.

· If any retaining wall is over 4 feet high and being used to hold back earthen materials, then per the Building Code, the retaining wall specifications need the approval of an engineer.

Acting Mayor Hovey thanked the Building Inspector for his report.


b.         City Engineer: City Engineer Don Sterna reported the following activities:

· At the June Council meeting, the Engineer will present the Feasibility Report for the 2014 Street Reconstruction Project.

· The stormwater improvement in Inver Grove Heights is still being studied.  Most of the cost will be paid by Inver Grove Heights, but because some stormwater from Sunfish Lake flows into the stormwater pond, there will be a cost to the City of Sunfish Lake.  The cost has not as yet been determined.  More information will be forthcoming in future months.

· A citizen had raised a concern about a portion of Delaware Avenue where an accident had recently happened.  Delaware Avenue is a county road.  City Engineer Don Sterna reported that the county will be undertaking a guardrail evaluation study of Delaware Avenue.

· The load limits for the local roads will be extended into May and probably through May 20, 2013.

· The snowplowing budget is $35,000 for the year.  So far, through April 15, 2013, the sum of $17,398 has been spent.

· Street sweeping in the City will occur in late May.

· The street sign at Charlton Road and Delaware Avenue will be replaced.

· In April a meeting was held with the MPCA to discuss some of the water quality issues relating to Sunfish Lake.  The primary focus was the level of phosphorous in the lake.  There will be additional meetings in the future.

· City Engineer Don Sterna has updated the 2013-2018 Capital Improvement Plan and has provided copies to the City Council.  The opportunity for comments will occur at the June Council meeting, and the schedule is for the City Council to consider approval of the updated plan at the July Council meeting.

· A public open house will be scheduled in late June to invite discussion on the 2014 Street Reconstruction Project.  City Engineer Don Sterna will schedule the open house.

City Engineer Don Sterna reported that Pine Bend Paving will be grading the shoulders on the west end of Salem Church Road.

City Engineer Don Sterna reported that dust control will be applied to Charlton Road.  The Council discussed that a higher degree of dust control needs to be implemented on Charlton Road.

Councilmember Wahlstrom moved to approve an expenditure of up to $2,000 for dust control on Charlton Road.  Councilmember Bulach seconded the motion.  The motion passed by a vote of 3-0.

Councilmember Bulach and City Engineer Don Sterna identified a number of streets within the City that needed pothole patching before sealcoating could occur:  Windy Hill Road, Roanoake and Salem Church Road were included in the list.  A number of streets were also identified as being in need of shoulder repairs prior to sealcoating occurring on the roadways.  Councilmember Bulach inquired about the budget for patching and shoulder repair.  City Engineer Don Sterna reported that the annual budget allowed up to $7,500 for patching and shoulder repair.

Councilmember Wahlstrom moved to approve an expenditure up to $7,500 for patching and shoulder repair for those areas identified by the City Engineer as being in the most need for such repair.  Councilmember Bulach seconded the motion.  The motion passed by a vote of 3-0.

Councilmember Bulach asked the City Engineer to investigate whether shoulder repair was necessary at the intersection of Highway 110 and Angell Road.

Acting Mayor Hovey thanked the Engineer for his report.

c.         CITY FORESTER:  Forester Jim Nayes reported the following:

· Burning restrictions are still in place.

· There was no recent activity at 6 Acorn Drive.

· The City still has trees available for sale.

· Forester Jim Nayes presented photographs of landscaping that had been damaged by deer.

· Forester Jim Nayes thanked the speaker from the Department of Natural Resources who had participated in the Arbor Day Program.

· Forester Jim Nayes will be gathering information about the Fire Wise Program and its implantation.

Acting Mayor Hovey thanked the Forester for his report.

d.         PUBLIC SAFETY: The Police Chief distributed the Public Safety monthly report for April 2013.

The April 2013 Public Safety report is on file with the City Clerk.  The Police Chief reported the following:

· In April there were four (4) burglar alarms and one (1) fire alarm.

· There were two (2) “suspicious person” reports.

· There was an incident where mail, presumably taken from mailboxes, was found along Sunfish Lane.

· There was a report of trucks blocking the roadway at 6 Acorn Drive.

· On May 18, 2013, the West St. Paul Rotary Club will conduct its annual “clean-up” of Delaware Avenue.

Acting Mayor Hovey thanked the Police Chief for his report.

8.         OTHER BUSINESS/NEW BUSINESS:

a.         Consider Feasibility Report for 2014 Street Reconstruction Project:

Acting Mayor Hovey noted that the Feasibility Report will be presented at the June Council meeting.



b.         Discuss Draft 2014-2018 Capital Improvement Plan (CIP):

Acting Mayor Hovey noted that the 2014-2018 Capital Improvement Plan will be presented at the July Council meeting.

c.    Consider Request for Sage 50 Single User Accounting Software Expenditure up to $500:

Acting Mayor Hovey noted that purchase of the software system had been approved as part of the Consent Agenda and no further action was required.

d. Consider Appointment of Ann Lanoue as City Treasurer:

City Treasurer Michael Blair submitted his resignation as City Treasurer.  Councilmember Bulach moved to accept the resignation of Michael Blair as City Treasurer.  Councilmember Wahlstrom seconded the motion.  The motion passed by a vote of 3-0.

On behalf of the Council, the staff and the citizens, Acting Mayor Hovey thanked Michael Blair for his twelve years of service to the City.

The Council discussed the appointment of Ann Lanoue as City Treasurer.  Councilmember Bulach moved to appoint Ann Lanoue as the City Treasurer for the City of Sunfish Lake and to approve the Employment Contract with Ann Lanoue that had been prepared by the City Attorney.  Councilmember Wahlstrom seconded the motion.  The motion passed by a vote of 3-0.

e. Discuss 2013 Deer Management Program:

Acting Mayor Hovey stated that he had received a call from Officer Matt Muellner and that Officer Muellner has requested that the City consider the Deer Management Program for 2013.  The Metro Bowhunters Resource Base, Inc. has asked that the program be adopted by the City and that the contract between the City and the Metro Bowhunters Resource Base, Inc. be finalized by the end of June 2013, so that there is sufficient time to implement the program.

The Council discussed that the 2012 Deer Management Program was generally viewed as successful and should be implemented again in 2013.  With respect to citizen participation, the Council directed that a provision be inserted into the 2013 program requiring that each citizen participant must have completed the full DNR certification program and must have passed both the classroom portion as well as the field training portion as part of the safety course for DNR certification.

The Council further indicated that it was not an expectation of the City to have Officer Muellner offer the field training portion to those citizens that had only passed the classroom portion.  The citizens who only passed the classroom portion will have to obtain field training from the DNR to be certified by the DNR.

Acting Mayor Hovey directed the City Attorney to prepare the various resolutions and contracts relating to the management program so they could be considered at the June Council meeting.

Other Business:

There was no other business.

9.         ADJOURN:  Councilmember Wahlstrom moved to adjourn the meeting at 8:40 p.m.  Councilmember Bulach seconded the motion.  The motion passed by a vote of 3-0.



______________________                                              ___________________________

Mike Hovey, Acting Mayor                                               Timothy J. Kuntz, City Attorney