1. Call to Order. The regular meeting of the Council of the City of Rogers was called to order by Mayor Bunting on Tuesday, October 8, 2013 at 7:00 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Jay Bunting, Don Hall, Rick Ihli, Darren Jakel, and Maureen Stanley.
Staff present: Jeff Beahen, Police Chief; Gary Buysse, Liquor Operations Manager; Jeff Carson, City Attorney; Sheila Cartney, City Planner/Comm. Development Coord.; Stacy Scharber, Assistant City Administrator; John Seifert, Public Works Supt.; Steve Stahmer, City Administrator; Bret Weiss, City Engineer; and Lisa Wieland, Finance Director.
2. Open ForumNo discussion.
4. Approve AgendaThe agenda was set as submitted.
5. Consent Agenda5.01 Approval of Minutes from September 24, 2013 City Council Meeting5.02 Approval of Bills and Claims5.03 Rogers Youth Hockey Association Ice Contract5.04 Authorize Staff to Execute Application with Hennepin County Youth Sports Equipment Grant5.05 Approval of Resolution No. 2013-59, A Resolution by the City of Rogers as the Local Government Unit Seeking Youth Sports Grant Program Funds5.06 Consideration of Residential Kennel License for Nicholas and Angela Jedinak at 13815 Widgeon Lane5.07 Authorization for Professional Service Contract to Develop Plans and Specifications for Veteran's Memorial Park Project5.08 Approval of Resolution No. 2013-60, A Resolution Amending Resolution No. 2013-435.09 Calling Special Meeting for Tuesday, October 29, 2013 at 7:00 p.m.5.01 was pulled by Bunting.Ihli moved, Stanley seconded a motion to approve the consent agenda less 5.01. Motion carried 5-0.
Ihli moved, Jakel seconded a motion to approve 5.01. Motion carried 4-0-1; Mayor Bunting abstained due to his absence from the meeting.
6. Public HearingsNone. 7. General Business7.01 City Council Update on TIS (Kinghorn Traffic Study)Engineer Weiss provided a PowerPoint presentation on the Kinghorn Traffic Study. Engineer Chad Ellos was also present for the presentation. Weiss and Ellos highlighted the following:• Study Objectives• The extension of Rogers Drive to the east into the Kinghorn Industrial Park; illustrating the location being 1/4 mile north of 124th Avenue• Regional Improvement Needs• Local intersection improvement needs:• Highway 101 and South Diamond Lake Road• Discussion on the Rogers Drive/South Diamond Lake Road intersection; Mayor Bunting is requesting that when the proposed improvement happens, that MnDOT provides more time with the signal• Discussion on the Brockton Lane/County Road 144 intersection and the necessary improvements• South Diamond Lake Road and Brockton; increased turn radius from east-bound South Diamond Lake Road to south-bound Brockton• David Koch Ave and Brockton• Proposed new intersection of Rogers Drive and Brockton Lane; hope for a signal at that intersection once it is constructed – to be negotiated with Hennepin County• County Road 81 and Brockton Lane
Weiss focused on intersection of County Road 81 and Brockton Lane stating the preference would be to build Brockton four lanes up to Rogers Drive. Weiss and Ellos explained the proposed design for the intersection.
Stanley asked how the intersection fits in with the Brockton interchange and if it would need to be redone. Weiss stated they focused on the interchange when creating the proposed design.
Weiss stated the next step is to tie costs to the intersection improvements and what the expectation would be from FedEx. Then bring the proposal to the transportation committee for review. Weiss further stated that when the Brockton Lane/County Road 81 improvements need to be done, we will apply for federal funding
Weiss then reviewed the remaining studied intersections.
Mayor Bunting stated he appreciates we are looking into the future with this study and making sure those improvements can be made with little change to the current intersection designs.
Jakel moved, Ihli seconded a motion accepting the Kinghorn Traffic Impact Study. Motion carried 5-0.
7.02 Private Security Contract Community RoomPublic Works Supt. Seifert and Recreation Services Coordinator Liz Dirks were present to discuss the security contract for the community room. Seifert explained this is a change in service level to deliver the security with contracted security instead of our police officers. Seifert stated that St. Michael and Monticello are using the same firm for their security. Seifert stated there is a 30 day out clause in the contract.
Bunting asked if this is all unarmed security; Seifert stated correct.
Ihli moved, Jakel seconded a motion to authorize the execution of a contract with Securitas for services at the Community Room. Motion carried 5-0.
7.03 Items Relating to Reynolds Food Packaging, LLC:• Approval of Resolution No. 2013-61, A Resolution Granting Preliminary and Final Plat Approval of Reynolds 2nd Addition, Rogers, Minnesota• Approval of Resolution No. 2013-62, A Resolution Approving the Site Plan and Setback Variances at 21925/22201 Industrial Blvd., Rogers, Minnesota• Approval of Developer's AgreementPlanner Cartney addressed the Council regarding the items from Reynolds Food Packaging.Cartney stated the Planning Commission did recommend approval of the plat and site plan/variance. Staff is proposing eight conditions with the approval.
Ihli stated he asked the property owner what type of operation is happening at the location and asked if the operation will be 24 hours a day.
Tim Keane, legal counsel, stated that neither buyer is currently manufacturing, however it is a permitted use and will be manufacturing in the future. He stated they are anticipating the space to be warehouse and distribution.
Hall asked within the eight conditions that are written, how the City is assured that conditions are going to be met with satisfactory results. Keane stated they have met several times with full staff review and have made alterations to meet the requests of staff. Keane stated all staff recommendations are acceptable.
Ihli moved, Hall seconded a motion adopting Resolution No. 2013 – 61, A Resolution Granting Preliminary and Final Plat Approval of Reynolds 2nd Addition, Rogers, Minnesota. Motion carried 5-0.
Ihli moved, Stanley seconded a motion adopting Resolution No. 2013 – 62, A Resolution Approving the Site Plan and Setback Variances at 21925/22201 Industrial Blvd., Rogers, Minnesota. Motion carried 5-0.
Ihli moved, Hall seconded a motion authorizing the execution of the Developer's Agreement for Reynolds Food Packaging, LLC. Motion carried 5-0.
Keane thanked the City Administrator and staff for their assistance in getting this through.
7.04 COPS Grant AwardChief Beahen provided a PowerPoint presentation regarding the COPS grant that has been awarded to the city. Beahen highlighted the following:• Background on the application process• The grant is solely for an SRO position• Matching City funds needed; approximately $24,000 per year.• Additional revenue from the school district; $25,000 for the second SRO• Review of revenue and expenses for the SRO• Funding for 2014; adjustments needed to offset the increase
Beahen presented options for incorporating the SRO into the 2014 budget:• Allocating a portion of the sales tax savings• Approve the use of reserve funds to cover the City's portion of the cost• Use part of CSO program to cover; possibly delay the program for 5 months
Beahen stated staff suggests option one; use of sales tax savings to have an officer in the schools. Beahen then described some of the recent crime with in the schools
Beahen then provided background on the recommended conditional hire of Corbin Bateman stating staff interviewed him when Beck was hired earlier this year.
Lastly, Beahen explained the vehicle needs to Council and the proposed alterations to squad 6893 to be used as an unmarked SRO vehicle.
Bunting thanked the Chief for the presentation and the background work on the grant.
Ihli stated he thinks this is a tremendous idea and as long as we can do it and has no problem with this affecting the 2014 levy.
Stanley asked where the sales tax is at; what are we doing with the savings?Wieland stated at the time of the preliminary levy, it was not included but noted that it could reduce the final levy.
Jim Kelley asked if we are required by the grant to put money in on a continuing basis. Beahen stated if the question is do we have to keep the officer at the end of the grant; yes. The Financial Management Plan had the addition of two officers in 2016. Stahmer stated in the past the City has applied for and received COPS grants and they were regular officers that the City retained.
Ihli stated hiring an officer with the type of experience Bateman offers and willing to come in at a one year officer salary; that is a big break for us.
Beahen explained the ratio of officer to students and staff comparing Rogers' schools to the other schools within the district.
Jakel stated in looking at the CSO program, would you be geared up by January 2014, or if it was delayed until March, it would still be a good fit for the budget.
Beahen stated we typically wouldn't start the hiring process until after January; the position could go by the way-side for a few months.
Wieland stated part of the meeting in December includes letting the public know the use of the sales tax savings; this would give you a purpose if you chose that avenue.
Ihli moved, Stanley seconded a motion to accept the COPS Grant Award and to authorize execution of the Grant Agreement. Motion carried 5-0.
Ihli moved, Jakel seconded a motion to approve the hiring of Corbin Bateman as the replacement officer to backfill the vacancy created by the assignment of Officer Sarazin to the SRO position, conditioned upon successful completion of the background process. Motion carried 5-0.
Jakel moved, Hall seconded a motion to equip 6893 as an unmarked vehicle to be added to the Police Department fleet. Motion carried 5-0.
Hall stated he concurs with the use of CSO program funds if it doesn't strap us too much, to delay the program.
Bunting suggested having a hiring date of April first for the CSO program, with the rest of the needed funds to come out of sales tax savings.
Beahen stated he doesn't know if a hard date is necessary. It will be dependent upon what the officer uses for medical and the final cost of the hire. It should be no more than four months of delay.
Jakel stated he would like to have the CSO program ready to go in the spring.
Jakel moved, Hall seconded a motion to direct staff with regard to the 2014 budget shortfall created by the new SRO position, to delay the start of the CSO program until Spring 2014, or as determined is necessary to maintain the budget. Motion carried 5-0.
8. Other BusinessNone.
9. Correspondence and Reports9.01 September Police ReportNo action taken.
10. Adjourn to Closed Session for Discussion of Potential Property Acquisitions Related to the Highway 101/County Road 144 ProjectBunting adjourned the meeting to closed session at 8:13 p.m.
Council reconvened from closed session at 8:23 p.m.
Jakel moved, Ihli seconded a motion authorizing the Mayor and Clerk to execute the purchase agreement between Artalda Stegora and the City of Rogers as per discussion in closed session and execution of the easement agreement as described in the purchase agreement. Motion carried 5-0.
11. AdjournStanley moved, Ihli seconded a motion to adjourn at 8:24 p.m. Motion carried 5-0.
Stacy ScharberAssistant City Administrator/Clerk