1. Call to Order. The regular meeting of the Council of the City of Rogers was called to order by Mayor Grimm on Tuesday, March 23, 2010 at 7:00 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Rob Bell, Jay Bunting, Jamie Davis, and Jason Grimm. Rauenhorst arrived at 7:30 p.m.
Staff present: Jeff Carson, City Attorney; Stacy Doboszenski, Assistant City Administrator; Rose Lorsung, City Planner; Jeff Luther, Police Chief; John Seifert, Public Works Supt.; Steve Stahmer, City Administrator; Lisa Wieland, Finance Director; and Bret Weiss, City Engineer.
2. Open Forum. No persons addressed the Council during open forum.
3. Presentations. 3.01 Final Approval to Hire and Swearing In of Stephen Sarazin as a Rogers Police OfficerChief Luther introduced Stephen Sarazin to the Council stating he is ready for hire by successfully completing his background investigation and physical examination.
Officer Sarazin was sworn in by Doboszenski and welcomed by the City Council.
3.02 Major Ed Suarez – Yellow Ribbon Integration ProgramTabled at the request of staff to the April 13, 2010 meeting.
3.03 Outstanding Public Service Officer of Merit PresentationOfficer Pitts was nominated and receive her award at the Rogers Community Law Enforcement Foundation Police Ball. Luther stated Pitts was nominated by her peers for this prestigious award. Luther provided an example of Officer Pitt’s work that won her the nomination and award.Council congratulated Officer Pitts.
4. Approve agenda. Additions to Other Business: 8.01 Discussion on possible site acquisition - land for public use 5. Consent Agenda. 5.01 Approval of Minutes from March 9, 2010 City Council Meeting 5.02 Approval of Bills and Claims 5.03 Approval of Temporary One-Day On-Sale Beer License to the Rogers Lions Club for a Benefit Ball Tournament on Saturday, May 8, 2010 at North Community Park, Rogers, MN 5.04 Authorization for Mayor and Clerk to Execute the Mobile Data Computers Amendment with Hennepin County Sheriff’s Dept. 5.05 ATM Contract at Rogers Activity Center 5.06 Hennepin County Youth Sports Grant Resolution of Support 5.07 HGACBuy – Interlocal Contract for Cooperative Purchasing 5.08 HVAC Preventive Maintenance Contract 5.09 Approval of Resolution No. 2010 - 08, A Resolution Hiring Stephen Sarazin as a Full Time Police Officer 5.10 Approval of Resolution No. 2010 - 09, A Resolution Certifying Public Employee Retirement Association Police Officer Declaration – Stephen Sarazin5.01 Approval of Minutes from February 9, 2010 City Council Meeting and February 9, 2010 Workshop Minutes5.01 Pulled by Grimm due to his absence.
Motion by Bunting, seconded by Bell to approve the consent agenda less item 5.01. Motion carried 4-0.
5.01 Minutes from March 9, 2010 City Council MeetingMotion by Bunting, seconded by Bell to approve 5.01. Motion carried 3-0-1; Grimm abstaining.
6. Public Hearings 6.01 Public Hearing to Approve Modification to Development Program for Development District No. 1 and Modification to Tax Increment Financing Plan for Tax Increment Financing District No. 1Prior to the opening of the public hearing, Wieland introduced Stephen Bubal from Kennedy and Graven, the City’s TIF and Bond counsel. Bubal addressed the council giving his background and provided a brief description of the action before the council and any implications. Bubal explained the oldest district, created prior to 1980’s, continues for a couple more years and the need to change the boundaries of the municipal development district no. 1 to be consistent with the annexed boundaries of the City. Bubal then provided specifics on the kind of things the City may use TIF for; transportation projects, and all projects that positively impact economic development. The impact is the justification for using the increment. Bubal explained the public hearing is necessary because of the boundary modification. This item was sent to the Planning Commission for their comment and they approved their necessary resolution last week. Bubal asked for questions from Council.
Mayor Grimm stated the Council has been pounded for use of TIF, and asked Mr. Bubal for any comments in general?Bubal stated he is still learning about history in TIF in Rogers. Bubal commented the way Rogers has used it isn’t significantly different than other cities; a small city with a couple large projects. There was discussion about the amount of TIF that would be remaining after the expiration of TIF No. 1; only three small senior housing districts.Bubal concluded by explaining in the early 80’s the rules were looser in the creation and use of TIF.
Motion by Bunting, seconded by Bell to open the public hearing at 7:14 p.m.
There were no comments registered from the public.
Motion by Bell, seconded by Bunting to close the public hearing at 7:15 p.m. Motion carried 4-0.
6.01.01 Approval of Resolution No. 2010 - 10, A Resolution Approving Modification to Development Program for Development District No. 1 and Modification to Tax Increment Financing Plan for Tax Increment Financing District No. 1Motion by Davis, seconded by Bunting to approve Resolution No. 2010-10, A Resolution Approving Modification to Development Program for Development District No. 1 and Modification to Tax Increment Financing Plan for Tax Increment Financing District No. 1. Motion carried 4-0.
7. General Business 7.01 Adopt Ordinance No. 2010 – 02, An Ordinance Creating a Temporary Sign OrdinancePlanner Lorsung addressed the Council with a draft temporary sign ordinance. Properties with direct frontage on CSAH 81 and the fly-over project and out 200 feet in any direction are included in the ordinance area. Lorsung explained there were additional items added to the ordinance beside signage; allowing off-premise parking and off-premise outside storage. Lorsung stated the signage, parking, and storage are required to have a permit and performance standards associated with those with staff having the ability to inspect the properties.
Bunting questioned section 2.4 part B; on-premise banner signs. Lorsung stated it was not to advertise a sale, but rather something related to construction activity. Bunting asked if changeable copy would be allowed. Lorsung stated yes.
Bunting questioned section 5.1; effective date being 30 days prior to the commencement of construction activities. We are within the 30 days right now for the fly-over project and a start date of May 1 for the County Road 81 project. Council and staff discussed the effective dates of the ordinance.
Bell suggested including all businesses along John Milless Drive since both ends of the road are affected.
Bunting requested the entire downtown portion of Main Street be included; from Memorial Drive north to CSAH 81
Staff will make the change to the map to include all of John Milless Drive and Main Street from Memorial Drive to CSAH 81.
Council then addressed the businesses along South Diamond Lake Road and Rogers Drive being impacted by the fly-over and intersection improvements. Council asked staff to include those businesses in the map as well.
Motion by Bunting, seconded by Bell to approve the temporary sign ordinance to include the noted changes directed to staff. Motion carried 4-0-1 with Rauenhorst abstaining due to his late arrival. 7.02 2010 Census UpdateMayor Grimm asked the citizens of Rogers to send their census information back. Grimm stated this will determine the redistricting within the state and urged citizens to fill out their packets and get them in. 7.03 Call for a Special Council Meeting for CSAH 81 Approval of Plans and Authorization of Advertisement for BidsEngineer Weiss addressed the Council requesting a special city council meeting for April 6, 2010 to move forward with the bidding process as quickly as possible for the CSAH 81 improvement project. There is a chance that date will be cancelled because of waiting for the federal highway administration’s approvals. Weiss stated the meeting would be short and needs only a quorum.Council discussed the best time to start the meeting to guarantee a quorum.
Motion by Grimm, seconded by Bunting set special city council meeting to discuss CSAH 81 plans and advertise for bids at 5:30 p.m. on April 6, 2010 at the community room. Motion carried 5-0. 7.04 Approval of No Parking Resolution Engineer Weiss explained as part of approval for Hennepin County to receive the funding, the City needs to pass a Resolution for no parking along County Road 81.
Motion by Davis, seconded by Rauenhorst to approve Resolution No. 2010-11, A Resolution Requesting Establishment of a “No Parking” Zone Along County Road 81. Motion carried 5-0. 7.05 Consideration of Expanding Construction Hours for CSAH 81 Reconstruction Project and Authorizing a Weekend Closure of CSAH 81 for Utility System InstallationWeiss addressed the Council and asked if they are interested in extending the hours for the CSAH 81 project in hopes to speed up the project and get done quicker than normally would. The request is for extended hours Monday – Saturday; 6 a.m. to 10 p.m. Also requested is to allow an overnight working condition from 6:00 a.m. Saturday morning to 3:00 p.m. Sunday afternoon for utility extension across CSAH 81; primarily storm sewer installation.
Grimm doesn’t have an issue with this. Rauenhorst asked why the working hours of 6 a.m. to 10 p.m. are not a requirement instead of an option.
Bell asked if the City can decide which weekend will have the road closure. Weiss stated we can tell contractor the dates that would work.
Motion by Rauenhorst, seconded by Bunting to approve both the extended working hours and the Saturday to Sunday weekend closure. Motion carried 5-0. 7.06 Approval of Cooperative Agreement Between the City of Rogers and Hennepin County for the CSAH 81 Reconstruction ProjectWeiss explained the agreement needs approval for the County can secure their funding for the project. Weiss informed Council the funding from the County initially started at $385,000 and Seifert has negotiated up to about $800,000 with the County due to a great working relationship between Hennepin County and the City of Rogers.Council recognized Seifert’s efforts.
Motion by Bunting, seconded by Rauenhorst to approve the cooperative agreement between the City of Rogers and Hennepin County for the CSAH 81 Reconstruction Project. Motion carried 5-0. 7.07 Approval of Bids for Mezzanine Build-out at Public Works Building Seifert explained the mezzanine build-out project and how the fumes come into the administrative offices from the bays without the completion of the mezzanine.
Motion by Bunting, seconded by Bell to approve the bids for the build-out. Motion carried 5-0. 7.08 Update by Council and Staff on Washington DC tripAdministrator Stahmer provided an update on the DC trip and provided a detailed memorandum on the various meetings held. Stahmer reported the House Republican Caucus will not put forward an appropriations request and Klobuchar and Franken are planning to work the requests through the Senate side via Paulsen. Stahmer stated positive feedback was received from the meetings held.
Bunting stated Rogers put forward best presentation, thanks to Engineer Weiss who made the city look fantastic. Bell stated they feel they definitely accomplished what the we went out to do. A lot of time was spent with staff and they were able to learn a lot.
Grimm mentioned the upcoming June 8 through 10th trip, leaving June 7th to be discussed in the future. Grimm told Council to make their requests known if they would like to attend. 7.09 Update on Tower Discussion WorkshopStaff was directed to work on identifying alternative sites within the City’s industrial park for tower sites for the Hennepin County 800 MHz system. Council recognized having the County here with a tower does benefit the city.
Bunting explained the reason for looking at alternate sites reminded Council and the audience of the debt being paid down off the ground and tower leases; the high school improvements.
Rauenhorst, who was not present at the workshop session, questioned the placement of a tower. There was discussion amongst the Council regarding towers and tower placement.
Options by staff will be brought back to the Council for more discussion. 7.10 Discussion of Community Survey on Programs/Services/TaxesStahmer discussed a community survey with the council stating it ranked number two in the goal setting session. Stahmer recommended using Decision Resources, as they are the highest used company and have a lot of their own comparable data. Stahmer reported the price to be between $9500 and $12,000 depending on the number of questions and the sample size. Stahmer stated this is not a budgeted item and the money would need to come from general fund reserves.
Council asked if transportation questions are included, could TIF pay for a portion of the survey. There was a discussion on the type of questions to be included.
Grimm stated the City hasn’t done this in the 10 years he’s been on council. Grimm stated he would like to know what the residents are willing to pay for and what they are willing to do without. Bell stated he believes it is important to do this. Helps guide us in budget decisions.
Maureen Stanley asked if we would be surveying Hassan residents as well.
Bunting stated this is not necessarily the time to be spending this amount of money. Information may be helpful, but has a hard time justifying $12,000 at this point.
Rauenhorst stated this is the reason he thought about the survey at Rockin Rogers that could be done for less money. A professional survey would be beneficial, but not right now.
There was discussion about formulating a survey in house to be used at the Rockin Rogers information booth.
Grimm asked if Council would like to set a 6:00 workshop meeting to discuss questions to be included.
Council consensus was to send questions to staff, have staff formulate baseline questions, and present at the next regular council meeting. Council also asked for an online survey.
8. Other Business. 8.01 Discussion on possible site acquisition for land for public use Mayor Grimm announced the Council will be adjourning to closed session to discuss the potential of acquiring land for public use. The property being discussed is PID #11-120-23 14 0006; a 13 acre parcel.
Motion by Bunting, seconded by Bell to adjourn to closed session at 8:03 p.m. Motion carried 5-0.
9. Correspondence and Reports 9.01 Joint Planning Board, Hassan Township and City of Rogers – March 10, 2010 Meeting Summary 9.02 Park Board Minutes – February 16, 2010 9.03 February Police ReportNo action taken.
10. ReconveneCouncil reconvened to open session at 8:15 p.m.
Motion by Bunting, seconded by Rauenhorst to authorize staff to attempt negotiations for a land purchase for the property described as 11-120-23 14 0006; a 13 acre parcel. Motion carried 5-0.
11. AdjournMotion by Bell, seconded by Bunting to adjourn at 8:15 p.m. Motion carried 5-0.
Respectfully submitted,Stacy DoboszenskiAssistant City Administrator/Clerk