Attendants:

Mayor: Molly Park

Councilmembers: Mike Hovey, Steven Bulach and Richard Williams

City Attorney: Tim Kuntz

Engineer: Don Sterna

City Treasurer: Ann Lanoue

Building Inspector: Mike Andrejka
City Forester: Jim Nayes
Police Officer: Kurt Syvertsen

City Clerk: Cathy Iago

and Members of the General Public.

City Planner Barness was absent and Councilmember JoAnne Wahlstrom arrived at 8:10 p.m.

1. CALL TO ORDER AND SPECIAL ITEMS OF BUSINESS: Mayor Park opened the meeting at 7:00 p.m. and explained that the regular Council meeting was changed to January 19 due to the passing of Councilmember Cathy DeCourcy. She asked that Council dedicate this year to exemplifying the attributes of Councilmember DeCourcy. She noted that Councilmember DeCourcy had an empathetic listening ear for Council, staff and residents and displayed a clarity in her communication on issues of importance to the community. She asked everyone for a moment of silence to honor Councilmember DeCourcy and her contributions to Sunfish Lake.

Mayor Park referred Council to the special items of business listed on the agenda.

a. Consider Resolution Declaring Vacancy for Unexpired Council Term of Office The Mayor explained that Council must first declare a vacancy for the unexpired term of Councilmember DeCourcy and asked them to take action on the proposed resolution.

Councilmember Hovey moved to adopt Resolution No. 16-01 title, RESOLUTION DECLARING COUNCIL VACANCY DUE TO UNEXPIRED TERM OF OFFICE FOR COUNCILMEMBER CATHY DECOURCY, seconded by Councilmember Bulach and carried. (3-0)

b. Consider Resolution Appointing Richard Williams, Jr. to Fill the Unexpired Council Term of Office: Mayor Park explained that she asked former Mayor and Councilmember Richard Williams, Jr. to fill the unexpired term of Councilmember DeCourcy through December 31, 2016 and he agreed. She advised that he and Cathy DeCourcy had known each other since high school and that he brings a wealth of skills and experience to the Council. She asked Council to adopt the proposed resolution appointing Mr. Williams to fill the unexpired term of office.

Councilmember Bulach moved appoint Richard Williams, Jr. and to adopt Resolution No. 16-02 titled, RESOLUTION APPOINTING PERSON TO FILL COUNCILMEMBER CATHY DECOURCY’S UNEXPIRED TERM OF OFFICE THROUGH DECEMBER 31, 2016, seconded by Councilmember Hovey and carried. (3-0)

Mayor Park administered the Oath of Office to Councilmember Williams and congratulated him on the appointment.

2. APPROVE AGENDA: Mayor Park asked if there were any additions or corrections to the agenda and there was no response.

Councilmember Hovey moved to adopt the agenda as presented, seconded by Councilmember Williams and carried. (4-0)

3. CONSENT AGENDA: Mayor Park asked if there were any questions or comments relating to any items on the Consent Agenda
and there was no response.

Councilmember Williams asked if Council would conduct performance reviews for staff.

Mayor Park explained that the performance reviews for staff are done annually in December and that Council determined all staff had done a wonderful job in 2015. She noted that Council discussed scheduling a joint meeting with Council, Planning Commission and staff in March to review mutual goals for the City in the upcoming year.

4. COMMENTS FROM THE PUBLIC: The Mayor asked if there were any comments from the public and there was no response.

5. 2016 STANDARD BUSINESS PROCEDURES: Mayor Park explained that the City addresses standard business procedures at their first meeting in January each year.

a. Appointment of Acting Mayor: Mayor Park explained that Councilmember Hovey had served in this position in 2015 and had done an excellent job. She asked that Council authorize the appointment of Councilmember Hovey as acting mayor in her absence in 2016.

Councilmember Bulach moved to accept the Mayor’s recommendation and appoint Councilmember Hovey as Acting Mayor in 2016, seconded by Councilmember Williams and carried. (4-0)

b. Appointment of Planning Commissioners and Chair: Mayor Park explained that Commission Chair Andrea McCue did not wish to be reappointed to the Planning Commission and expressed her sincere thanks for the years of service from Andrea. She stated she asked Commissioner Tom Hendrickson to serve as Chair of the Planning Commission and noted that he had served as acting chair in 2015. She further explained that she asked resident Alan Spaulding to fill the Commission seat vacated by Andrea McCue. She stated that Mr. Spaulding was a graduate of St. John’s University, is married and has two children, has been a resident of Sunfish Lake for 10 years and enjoys forestry, wildlife management, and archery. She commented that he would be a welcome addition to the Commission.

Councilmember Hovey moved to reappoint Tom Hendrickson as a Planning Commissioner to serve a three year term through 2018, to appoint Tom Hendrickson to serve as Planning Commission Chair in 2016 and to appoint Alan Spaulding to service a 3-year term through 2018 as a Planning Commission member, seconded by Councilmember Williams and carried. (4-0)

c. Memo and Resolution Designating Official Newspaper: Mayor Park referred to the City Clerk memorandum dated January 21, 2016 and the Attorney’s memorandum dated January 13, 2016 relating to designating an official newspaper for legal publications in 2016.

Clerk Iago advised that the South-West Review sent a formal bid for designation as the City’s official legal publication in 2016 and she noted that the rates had not changed from the 2015 rates. She explained that the City Attorney had drafted a resolution designating the South-West Review as the City’s official newspaper and that staff recommends Council take action by adopting the resolution.

Councilmember Bulach moved to adopt Resolution No. 16-03 titled, RESOLUTION DESIGNATING THE SOUTH-WEST REVIEW NEWSPAPER AS THE OFFICIAL NEWSPAPER FOR THE CITY OF SUNFISH LAKE FOR 2016, seconded by Councilmember Hovey and carried. (4-0)

d. Memo and Resolution Designating Official Depositories for City Monies: Mayor Park referred to the City Attorney memorandum dated January 13, 2016 which explained that Minnesota Statutes authorize the City to annually designate the depositories for City funds. She stated that the Attorney had drafted a resolution for Council action.

Councilmember Hovey moved to adopt Resolution No. 16-04 titled, RESOLUTION DESIGNATING FUND DEPOSITORIES FOR THE CITY OF SUNFISH LAKE FOR 2016, seconded by Councilmember Williams and carried. (4-0)

e. Appointment of Weed Control Manager: Mayor Park explained that official she was designated as the City’s weed control manager, however, she annually appoints the City Forester to oversee those duties. She asked Council to confirm her appointment of the City Forester as Weed Control Manager for 2016.

Councilmember Williams moved to confirm the Mayor’s appointment of the City Forester as the Weed Control Manager for 2016, seconded by Councilmember Bulach and carried. (4-0)

f. Appointment of Watershed Management Organization Representative: Mayor Park stated that current Councilmember Williams serves as the City’s representative to Lower Mississippi Watershed Management Organization (LMWMO) and she serves as the alternate. She asked that Council confirm the reappointment of Councilmember Williams and her to those positions for 2016.

Councilmember Bulach moved to reappoint Councilmember Williams as the City’s representative and Mayor Park as the City’s alternate representative to Lower Mississippi Watershed Management Organization (LMWMO) for 2016, seconded by Councilmember Hovey and carried. (4-0)

6. PLANNING COMMISSION/PLANNER’S REPORT: a. Consider Resolution Approving Conditional Use Permit Extension for SAC Wireless/AT&T, 2035 Charlton Road: The Mayor explained that the Planner was not in attendance this evening and that Attorney Kuntz would present the request for an extension on the Conditional Use Permit (CUP) for SAC Wireless/A T & T, for the property at 2035 Charlton Road.

Attorney Kuntz explained that in January 2015 Council approved the CUP request for an amendment to add three additional antennae to the tower located at 2035 Charlton Road. He stated that the request was approved by Council, however, the improvements to the tower were not completed within the one-year timeframe allowed after such request was approved. He explained that due to equipment shortages the work was never completed and applicant was now requesting a six-month extension for the project. He noted there are no changes to the initial request and staff recommends approval of the requested time extension. He stated that the Planner prepared a draft resolution for Council consideration.

Councilmember Bulach asked if any equipment had been installed at the site.

Attorney Kuntz responded not and explained there was a delay in delivery of the necessary equipment.

Councilmember Hovey moved to adopt Resolution No. 16-05 titled, RESOLUTION APPROVING A CONDITIONAL USE PERMIT EXTENSION FOR SAC WIRELESS/AT&T FOR ANTENNA UPDATES ON THE EXISTING WIRELESS COMMUNICATION TOWER LOCATED AT 2035 CHARLTON ROAD, DAKOTA COUNTY, MINNESOTA, seconded by Councilmember Bulach and carried. (4-0)

b. Planner’s Report: Mayor Park referred Council to the Planner’s report dated January 13, 2016. She advised that at the Planning Commission meeting tomorrow evening, staff would present an amendment to the 2016 Fee Schedule to increase fees to site and building plan reviews. She noted that the Planner indicated that current fees had not been raised for 10 years and do not reflect the higher administrative costs or increased staff time associated with current improved zoning and design standards. She indicated that a public hearing would be conducted by the Planning Commission and questions if other methods of communicating this information to residents should be used.

Councilmember Williams asked if it would be reasonable to request data from staff to justify the increased fees, He commented that the zoning standards have substantially changed over the last 10 years. He questioned how the City fees compared with other communities

Attorney Kuntz pointed out that Council could request the Planner to come prepared with rationale for the fee increase when this matter is presented to Council.

Mayor Park stated she would be attending the Planning meeting and she would extend the information to the Planner.

7. STAFF REPORTS: a. BUILDING INSPECTOR: Inspector Andrejka stated that he issued six (6) and closed eleven (11) permits in December.
Council thanked the Inspector for his report.

b. CITY ENGINEER: Engineering Activities Undertaken in December: A. Fire Numbers: Engineer Sterna stated the last two fire numbers would be delivered to the City this month for installation. He noted the total cost for the numbers was $800, which was under the amount budgeted.

B. TH 110 Improvement Project for 2017: The Engineer explained that this would be discussed later on the agenda. He noted he had attempted to contact MnDOT representative Molly Klein to get a response to questions, but she was not available. He explained that he would try to contact her supervisor in order to get an answer to these questions and discuss the Task Force recommendations.

C. Charlton Road Improvement Discussion: Engineer Serna advised that MnDOT would be willing to include work on Charlton Road beyond Highway 110 as part of their 2017 improvement project and that the City would have to submit a formal request for inclusion by April. He advised he would present the options for improvements to Charlton Road at the February Council meeting. He commented that three options had been initially discussed; improvement of the road from Highway 110 to just beyond the church property, improvement of the road to the corner near the Crandall home, and improvement of the entire road.

D. Snow Plowing for December: The Engineer explained that there had been little plowing activity this winter and that approximately $2,000 had been used from the $30,000 budgeted for this purpose. He explained that there were a couple of complaints, one relating to the method for plowing of a cul-de-sac and the other relating to mailbox damage. He stated he discussed both issues with the contractor and provided direction for plowing the cul-de-sac.

E. Building and Site Reviews: Engineer Sterna stated there was one minor plan reviewed this month.

Public Works Activities Undertaken in the Month of December: None.

Anticipated Engineering and Public Works Activities for January: A. Charlton Road Potential Improvements: Engineer Sterna stated that he would coordinate with MnDOT on including a portion of Charlton Road into their 2017 improvements on TH 110. He further explained that he may meet with residents to discuss options available to the City for improvements to Charlton Road prior to discussion with Council at the February meeting. He noted that he would also work with MnDOT in an attempt to resolve the concerns raised by the Task Force.

C. Snow Plow Monitoring: The Engineer stated he would continue to monitor the snow plowing and asked that he be notified if any questions or complaints are received.

Councilmember Hovey explained that the snow plow contractor made only two passes on Charlton Road with the plow, which did not clear the full width of the road. He asked the Engineer to request the contractor make three passes on the road to insure it is plowed the full width of the road.

Engineer Sterna stated he would advise the contractor.

Council thanked the Engineer for his report.

c. CITY FORESTER: Forester Nayes stated he issued three (3) burning permits in December and distributed the fire number replacements signs. He explained that he investigated a reported "clear Cutting" incident and determined it was unfounded as only buckthorn and honeysuckle brush was cleared, along with a number of dead trees. He noted that while checking this complaint, it was brought to his attention that younger residents may not know how to maintain their septic system drain fields and he suggested that an article be placed in the City newsletter relating to the fact and large trees and their roots are not good for septic system longevity.

Councilmember Williams explained that he had compiled information on this issue that he could present to Council at the February meeting. He offered to draft an article for the City newsletter.

Forester Nayes stated that the builder at 240 Salem Church Road planted 15 trees, of recommended species, grass seed and installed erosion protection blankets in the area where fill was placed in the ravine.
The Forester stated that he also consulted with various residents regarding burning permits, wild animal concerns, invasive species and tree removal issues.

Councilmember Williams pointed out that when buckthorn is removed it may result in erosion issues, he asked if it is better to leave the roots in place or remove them.

Forester Nayes stated he is better to leave the stump and treat it in place. He noted that removing the stump may result in spreading the buckthorn.

Mayor Park asked if something else could be planted to deter erosion.

The Forester stated that he refers residents to the City website for replanting options.

Forester Nayes stated he attended an Emerald Ash Borer update meeting in December and noted that 25 states in the US and 11 counties in Minnesota are now infected. He commented that the Winona area in Minnesota has the worst infestation and that he expects a spike in the EAB infestation this year. He advised that if a resident has a favorite Ash tree, it would be wise to treat it this spring.

Council thanked the Forester for his report.

d. PUBLIC SAFETY: Police Officer Kurt Syvertsen reviewed the public safety report dated December 30, 2015. He stated that police found a vehicle parked on a dead-end private road and had difficulty finding the owner of the vehicle. He noted that the current Sunfish Lake ordinances do not address this type of parking issue and he asked if the City would prefer to incorporate regulations into the ordinance that provide the police more definitive rules for removing vehicles that are parked on the road.

Councilmember Williams asked if language should be incorporated into the ordinance to enhance enforcement.

Officer Syvertsen agreed that would be appropriate and asked if Council wished to pursue this matter.

Mayor Park asked if a public hearing would be required prior to amending the current ordinance.

Attorney Kuntz responded that a public hearing would be required. He suggested that Council could review the City of West St. Paul ordinance prior to making a decision to change the current regulations. He asked Officer Syvertsen to forward a copy of the West St. Paul City ordinance to the City Clerk so that she may send it for Council review prior to the February meeting.

Councilmember Hovey asked if private roads would be different from public streets.

Attorney Kuntz responded yes and stated the ordinance would apply only to public streets. He advised that residents would have to post their private roads if they wish to limit parking.

Officer Syvertsen explained that currently the police have to keep calling the person to get them to remove their vehicle, which could take several days. He commented that with the parking regulations in place it would provide an enforcement tool for police.

Mayor Park commented that there should also be an educational component included if the new regulations are adopted so residents are aware of the change.

The Mayor noted that the false alarm calls were slightly less than last year.

Officer Syvertsen agreed and explained that the false alarms usually occur when a person isn’t aware of how to use the alarm. He also noted that weather conditions can trigger alarms.

Council thanked the Officer Syvertsen for the report.

8. NEW/OTHER BUSINESS: a. Discuss Addendums to Employment Agreements and Independent Contractor Agreements Between the City of Sunfish Lake and the City Clerk/Administrator, City Treasurer and City Forester:

b. Consider Resolution Approving Addendum No.9 to Employment Agreement between the City and Catherine Iago for City Clerk Services and Addendum No. 7 to Independent Contractor Agreement between the City and Iago Consulting, LLC for Administrative Services; Addendum No.3 to Employment Agreement Between the City and Ann Lanoue for City Treasurer Services; and Addendum No. 7 to Independent Contractor Agreement between the City and Living Sculpture Tree and Shrub Care, Inc. for City Forester Services

Mayor Park stated that the City Attorney had prepared the new employment agreements, but he suggested that it may be appropriate to wait until Council determines if wage increases would be included. She explained that normally prior to discussing Items 8a and 8b, the employee contracts, she and a member of Council meet to discuss wage increases. She asked if Councilmember Bulach would be willing to meet with her to review proposed wage increases and make a formal recommendation to Council at the February meeting.

Councilmember Bulach agreed.

Councilmember Hovey asked if wage increases were included in the 2016 budget.

Treasurer Lanoue advised that a 3-percent increase was included in the 2016 budget and that there was some leeway for Council to increase wages.

Councilmember Williams moved to table discussion of Items 8 a. & b. to the Regular Council meeting held February 2, 2016, seconded by Councilmember Hovey.

c. Consider Approval of Lease Agreement between the City of Sunfish Lake and St. Anne’s Episcopal Church: Mayor Park explained that St. Anne’s had sent the City a proposed lease agreement with a substantial fee increase in November last year. She stated that a meeting was held with a church representative, the City Clerk, the City Attorney and herself to discuss and negotiate a new lease agreement with the church. She advised that City meetings and elections are held at the church and the previous lease had a three-year term that expired in 2015.

The Mayor referred to the City Attorney memorandum dated January 13, 2016 which outlined the rates the church initially suggested for the lease. She advised that after discussion and negotiation, the group drafted a five-year vs a three year lease agreement, which provides a more gradual increase in the rate and appears to be mutually beneficial to both entities.

Councilmember Williams pointed out that the negotiated rate appears to be more economical than the City looking for another facility.

Attorney Kuntz agreed that the rates are slightly less than other locations surveyed. He noted that the City uses the church facility 114 hours per year and the monthly rate for 2016 would be $23.00 per hour and in 2020 the hourly rate would be $37.00 per hour which is close to current rental rates. He commented that the five year lease also provides budgeting stability for the City.

The Mayor asked if there were any further questions and there was no response.

Councilmember Williams moved to approve the five (5) year lease agreement between the City of Sunfish Lake and Saint Anne’s Episcopal Church beginning in 2016 and ending in 2020 and authorizes the Mayor to sign the lease agreement, seconded by Councilmember Bulach and carried. (4-0)

d. Receive Citizen Task Force Report Relating to Proposed MnDOT Improvements on Trunk Highway 110: Mayor Park stated that she was very impressed with the work of the Task Force and the level of detail that was included in their report. She introduced Task Force member Linda Tuohy and asked her to present the report.

Linda Tuohy advised that members of the Task Force were present this evening and she thanked Council on behalf of the members for authorizing the group and allowing them to work with Engineer Sterna. She explained that the group focus was on the project areas that directly impact the City of Sunfish Lake; Charlton Road and TH110 intersection, Sunfish Lane crossover and Mendota Road and TH110 intersection. She stated the goal of the group was to advise MnDOT that the City’s concerns relate to safety issues, not driving convenience and to show MnDOT that the proposed changes create more safety issues. She explained that the Mayor had suggested MnDOT Commissioner Charlie Zelle be invited to drive the routes referenced in the report with the City Engineer, members of the Task Force and a Council representative to actually view the safety concerns addressed in the report.

Ms. Tuohy referred to MnDOT’s proposed project changes on TH 110 that would impact Sunfish Lake:

- Charlton Road & TH 110: Lengthen both left turn lanes by 200 ft. and insert median to assist with channelization of
traffic and prohibit crossovers.
- Sunfish Lane Crossover: Close of Sunfish Lane crossover and the crossover immediately east of that and redirect
Sunfish Lane traffic to U-turns at Mendota Road and Charlton Road intersection.

- Mendota Road & TH 110 Intersection: Lengthen left turn lane by 200 ft.

Linda Tuohy said the Fire Chief advised MnDOT that he prefers the Sunfish Lane crossover remain open, since Sunfish Lane does not have fire hydrants and the Fire Dept. must use tanker trucks to haul water.

Linda Tuohy referred to Exhibit A attached to the report and reviewed the data relating to accidents at the three roadway areas discussed. She noted that per MnDOT crash data from 2003-2014, 2 intersection-related collisions occurred at the Sunfish Lane crossover, contrasted with 45 at the Mendota Road and TH110 Intersection and 25 at the Charlton Road and TH110 intersection. The current crossover is safer for Sunfish Lane residents than redirecting traffic to make U-turns at more congested intersections. She also noted that the sight lines for left turns onto Charlton Road and left turns onto Charlton Street are obstructed by oncoming vehicles in the turn lanes. She advised that the Task Force found that tapering these turn lanes away from each other would allow a clearer view of oncoming traffic and would prevent opposing traffic from veering into the wrong turn lane. She also advised that the Fire Chief prefers that the Sunfish Lane crossover remains open, since Sunfish Lane does not have fire hydrants and the Fire Dept. must use tanker trucks to haul water. He also requested the ability to travel unimpeded through the Charlton crossover. Consideration should be made for emergency vehicles utilizing the intersection.

Ms. Tuohy explained that MnDOT proposes a dedicated acceleration lane for residents of Crown Point in Mendota Heights and she questioned why this type of solution was not considered for Sunfish Lake. She also noted that making

U-turns at the intersection of Mendota Road and TH 110 also presents safety concerns due to the fact that traffic turning westbound from Mendota Road onto TH 110 may utilize both lanes. She further noted the situation is worsened at rush hour.

Linda Tuohy stated that the Task Force recommends the following request be presented to MnDOT:

1. Retain and maintain the Sunfish Lane Crossover as is.

2. Improve the obstructed views at Charlton Road/Street by tapering the turn lanes and take into consideration
additional safety concerns.

3. Improve the safety at the Mendota Road and TH110 Intersection.

Ms. Tuohy further recommended that the City invite a MnDOT representative to view the three areas discussed with the City Engineer, a Task Force representative and a Council representative to actually view the areas of concern. She further requested that MnDOT be asked why the Crown Point area in Mendota Heights would be treated differently than the areas in Sunfish Lake.

Engineer Sterna stated he had attempted to address these concerns with MnDOT but had not received any response.

Councilmember Williams asked if MnDOT had given the City any data as to why the proposed improvements would improve safety.

Engineer Sterna explained that MnDOT reviews the overall region where the proposed improvement would occur and it appears that reducing the number of access points would be the general solution for improving safety.

Bernard Tuohy commented that everyone present this evening is familiar with the roadway and realize that the recommendations of the Task Force are common sense solutions to improve safety. He noted that the stoplights at Delaware and Mendota Road intersections provide the gap in traffic to allow the crossover access points. He noted that the challenge would be to have MnDOT see that the recommended solutions would provide safer solutions for drivers than would the proposed options being put forth by MnDOT
Mayor Park suggested that the Fire Chief could provide a letter outlining his concerns for emergency vehicle access and crossovers.

Engineer Sterna offered to discuss the issues with the Fire Chief and have a formal letter drafted for presentation to MnDOT. He explained that he would also contact John Solberg with MnDOT with whom he had previously discussed this project and request a meeting so that an actual drive of the roadway could be scheduled.

Mayor Park commented that she would be willing to contact Charles Zelle, the Commissioner of MnDOT, to advise him of the City’s concerns and ask if he would drive the route to view the traffic concerns.

Attorney Kuntz asked if the City or the Task Force was aware of the position of the other cities affected by the proposed improvements; he suggested that staff may wish to contact Mendota Height’s or West St. Paul staff to determine if they have similar concerns.

Engineer Sterna stated he could contact the West St. Paul City Engineer to find out their concerns relating to Charlton Road and Mendota Road intersections.

Kitzie Nye pointed out that east and westbound vehicles attempting to crossover at Charlton Road and Charlton Street often drive too far into the intersection for another vehicle to make the crossover.

Engineer Sterna explained that could be resolved with a longer left turn lane and the median could be reinforced when built to accommodate emergency vehicle access. He pointed out that the proposal shown at the Crown Point area in Mendota Heights are called "R" cuts and explained that the lanes are shifted 7 ft. in either direction to allow 14 ft. of traffic visibility. He stated in his opinion this would be a reasonable request for the Charlton Road intersection.

Mayor Park asked the Engineer if there was a timeline for submitting the City’s formal recommendations.

Engineer Sterna explained that MnDOT has a strict schedule for sending out bids for upcoming projects and in his opinion it is imperative for the City to present this information to MnDOT as soon as possible.

Mayor Park summarized the following items that are needed; 1) a letter from the Fire Chief outlining his concerns regarding emergency vehicle access; 2) staff contacting MnDOT to schedule a visual drive of the roadway to view the City’s traffic safety concerns at the intersections; 3) staff contacting the West St. Paul City Engineer to determine their concerns relating to the proposed improvements; and 4) Council accepting the Task Force report and recommendations.

Councilmember Williams moved to accept the report of the Citizens Task Force dated January 19, 2016 relating to the proposed MnDOT improvements to Trunk Highway 110 and to direct staff as follows:

1) Contact MnDOT and schedule a drive through of the project area;

Councilmember Hovey stated it would be preferable to have the other components in place before sending a formal recommendation to MnDOT.

Engineer Sterna advised he would contact Mr. Solberg to set up the visual drive of the project are and contact the Fire Chief for his input. He suggested that the report could be finalized in February and sent to MnDOT at that time.

Mayor Park asked if the traffic accident data collected for the report was from the MnDOT database and Linda Touhy responded yes.

Mayor Park asked if there were any further discussion and there was no response.

Motion seconded by Councilmember Bulach and carried. (5-0)

e. Request Funding to Conduct a Records Purge and Consolidation of City Records: Clerk Iago referred to her memorandum dated January 12, 2016 requesting funds to conduct a records purge and consolidation of City records currently stored at the City of Lilydale. She explained that the memo indicates the project may take three to four weeks and should have stated 3 to 4 months, as that calculation was based on 40 hours per week versus 20 hours per week. She explained that the cost to hire an assistant and office supplies for the project should not exceed $2,500 and that once the consolidation was completed, the City should consider digitally scanning the documents for historic purposes’.

Councilmember Bulach commented that in his opinion the amount was low and advised that if the project costs exceed the $2,500, the Clerk should feel free to ask for additional funding.

Councilmember Wahlstrom moved to authorize the expenditure not to exceed $2,500 to hire an assistant to work with the City Clerk on the records purge and consolidation, seconded by Councilmember Hovey and carried. (5-0)

f. Other: Mayor Park advised that the City’s mail carrier would be retiring and asked for suggestions to honor the carrier for her service to the City.

Teresa Syvertsen suggested a park bench dedicated to the carrier.

Kitzie Nye asked if the Engineer would discuss Charlton Road improvements.

Engineer Sterna stated that he was reviewing three options for improvements to Charlton Road and that he would be working with residents to determine if easements could be obtained for the projects prior to presenting a formal plan.

Mayor Park explained the matter would be discussed in more detail at the February meeting. She asked if there was any further business and there was no response.

9. ADJOURN: Councilmember Bulach moved to adjourn the meeting at 9:05 p.m. seconded by Councilmember Hovey and carried (5-0)


____________________________ ________________________________

Catherine Iago, City Clerk Molly Park, Mayor