This transcript features **Mayor Michele Hanson** presiding over a meeting with the **Bayport City Council**. Please note: While your provided list mentions councilmembers Hill, Bliss, and Kipp, the transcript specifically identifies **John Buckley**, **Connie Dahl**, and **Eric Carlson** as the members present and active during this session. Staff members **Matt Kline**, **Sara Taylor**, **Jay Jackson**, and **Gabe Kinney** are also identified. [0:14] **Mayor Michele Hanson:** I'd like to order the nation would you please call the roll Marisa Norris here councilmember Dahl president councilmember Carlson here Tolliver Hanson councillor Buckley here all president thank you tonight that takes [1:00] **Mayor Michele Hanson:** us to the approval of tonight's agenda are there any changes or questions any notation to be made okay if not then would someone like to make a motion to approve [1:10] **Councilmember John Buckley:** I move to approve the consent agenda as submitted the regular agenda or excuse me the regular agenda those reading consent agenda while I was saying very good [1:22] **Mayor Michele Hanson:** thank you John is there a second [1:25] **Councilmember Connie Dahl:** Second. [1:27] **Mayor Michele Hanson:** thank you John all in favor aye takes us to our proclamations accommodations petitions and announcements and first we have the obligatory recycling award recipient is Mary Belle at 578 6th Street north and [1:45] **Mayor Michele Hanson:** she'll be awarded for recycling efforts with funding made possible with a grant from Washington County so thank you very much Mary for your efforts and then I'd like to take a moment to extend on the behalf of the council and Arkin's our sincere condolences to the family and friends of Randy Capeci Randy was a former mayor city council member and a very strategic member of the Lower st. Croix Valley beyond the Yellow Ribbon Alliance and so as extending the condolences to his family and friends as well as the citizens the elected officials and staff of Lakeland Shores were all shocked and truly saddened by this unfortunate passing and [2:33] **Mayor Michele Hanson:** he'll be remembered for his commitment to the public service and dedication to his community and just being a really nice gentleman and friend so please accept our thoughts and prayers and deepest sympathy with that we'll move on to our open forum is there anyone that would like to come forward and address the council with items that are not on tonight's agenda we set aside 15 minutes to do so we do not have anyone that wants to address us this evening so now we'll move on to our consent agenda we'll consider a res consider a resolution adopting items one through ten this evening the October 7th 2019 City [3:19] **Mayor Michele Hanson:** Council regular meeting minutes the October's payables and receipts including checks number zero one one six one five two zero one one seven five zero the October building plumbing and mechanical permits report an amendment to the inspiration phase to villas of inspiration Planned Unit development permit the reappointment of colleen secret and erin oaks to a three-year term on the Planning Commission reappointment of Sarah Wagner to a three-year term on the library board the lawful gambling application to conduct bingo activity at the Health House leigh-jensen American Legion Post 491 on November 23rd 2018 an agreement with Jennifer Weiss and the bay port fire department to conduct a training [4:05] **Mayor Michele Hanson:** exercise at the property located at one five two six nine upper 61st Street north in Stillwater Minnesota and a special event application from the inspiration homeowners association for a holiday sleigh ride on December 7 2009 teen finally we have a letter of credit reduction request number 1 from Nathan land uchi for the villas of inspiration does anyone have any questions or comments or changes to the consent agenda and with someone like to make a motion to approve Thank You Michelle is there a second on a second Thank You Connie fourth John Thank You Madame Eric Conn's member enhancing [4:51] **Marisa Norris (Office Support):** counselor Eric Carlson aye councilmember Buckley consummate berdahl aye mayor seniors I as all we do not have a public hearing this evening and we do not have any unfinished business so we can launch right into our first item of new business that was just to consider a new off sale liquor license application from lgn enterprises inc for the bayport liquor located at 102 third Street so Sara [5:22] **Sara Taylor (Assistant City Administrator):** thank you madam mayor in recent weeks the city received a new off sale liquor license application for retail sales at faith port liquor which has been for sale for the past several months the Washington County Sheriff's Office completed a background check on the applicants which is a requirement for all new liquor license applications the sheriff's office indicated they [5:37] **Sara Taylor (Assistant City Administrator):** found nothing in the background that would disqualify the applicants from obtaining or holding a liquor license based on the sheriff's office recommendation the City Council is asked to take action on the new license assuming it is approved staff will then for the application on to the state for final approval and issuance it should be noted that although city ordinance does not require a public hearing for new liquor licenses the public is allowed to comment on the application and the applicants are present this evening and both of us would be available for any questions [6:15] **Mayor Michele Hanson:** thank you sir if now would you like to come up and introduce yourselves into the community yes please state your name [6:23] **Alan Near (Applicant):** my name is Alan near and this is my family and near and grapesy near and we are looking for a good venture so we've decided to look at in your city of Bay Port and solid liquor stores for sale so here we are give any questions this is our first time owning a business I've been in corporate America for about 30 years and healing it's kind of time to try something different [6:59] **Mayor Michele Hanson:** it's great it's nice to have the business continue well look gorgeous to seeing you here at a port around town okay so are there any [7:09] **Mayor Michele Hanson:** other questions from the council would anyone like to make a motion [7:14] **Councilmember Connie Dahl:** I'll make a motion to approve an office Alegre license application from LG and Enterprise incorporated for the paper like we're located at 102 3rd Street yes [7:25] **Mayor Michele Hanson:** Thank You Connie is there a second [7:30] **Councilmember John Buckley:** Second. [7:32] **Mayor Michele Hanson:** thank you John no okay all in favor opposed well welcome to Bay Port and thanks for joining us this evening okay I our second item under new business is to consider a cooperative construction agreement with MnDOT for the highway 95 improvement project so Matt [7:59] **Matt Kline (City Administrator):** madam mayor members of council as mayor and this is a construction agreement with MnDOT for the 95 project work it not only is it a construction agreements also a maintenance agreement for stuff that we've already really been responsible for and stuff that we have added to the project it primarily covers [8:20] **Matt Kline (City Administrator):** from the construction standpoint the location of the work they estimated costs it requires a payment deadline of March 1st for our portion of the estimated cost and then it also describes your responsibility for engineering work permits that need to be sub submitted any plan changes and how to request change orders and then it the basis of the cost estimate is also included in in the agreement which essentially was created by seh so the other portion of the agreement obviously is the maintenance portion primarily this revolves around sidewalk [9:06] **Matt Kline (City Administrator):** maintenance tree maintenance and wyatt's and so we've essentially been responsible for a majority of that stuff already this just is allowing essentially men debt to put it on paper and so all that will be required from here on forward I did want to mention that in the future if there's a project to take place and either a DA compliance is no longer in effect on the sidewalks a88 compliance changes from five feet wide requirement here to like say six feet their next project they would cover that and we wouldn't be responsible for that they'd also be responsible if they [9:52] **Matt Kline (City Administrator):** were installing new curb and it required removal of any sidewalk portion that would be their responsibility on a future project if you have any quick would be super playing fee I hope you were able to at least look at a little of it we did ask for multiple changes in here and received a majority of them so we did the best we could with what I'm in doubt was offering so I'm hoping the questions [10:39] **Councilmember Connie Dahl:** we're gonna get some sort of kind of a roll out and be prepared for this or letters going out to businesses [10:46] **Matt Kline (City Administrator):** yep so councilmember Dahl we actually met with min dad about a month ago now and discussed getting together with the businesses that would be affected and to have him meeting just with them to discuss you know where you can go and how traffic is gonna flow around their areas and then MnDOT will also be putting on an open house probably in the March neighborhood for everybody involved for the whole city essentially to come in so yes there will be correspondence with the businesses in fact I've even talked to you the new [11:24] **Councilmember Connie Dahl:** business owners about the situation just for folks at home the agreement or the payment agreement is that being funded to seh or is it being funded to MnDOT [11:37] **Matt Kline (City Administrator):** the payment agreement well the total cost to be said about that total cost in there is the projected amount that is owed to MnDOT based on seh estimates and so that costs right there does not include any engineering costs either for plans or on-site engineering so there will be an added cost to that but that's the amount that the city oh is that that city will all demand on March 1st [12:12] **Mayor Michele Hanson:** okay and so that amount is eight hundred and twenty seven hundred and twenty one dollars and thirty six cents [12:20] **Matt Kline (City Administrator):** yes and just to reassure that the pout the public that we have that budgeted and there's funds available [12:30] **Mayor Michele Hanson:** yes ma'am okay [12:34] **Matt Kline (City Administrator):** that is the portion that so there's a couple of pieces that min that not a couple two portions essentially that MnDOT is requiring us they're requiring us a few percent engineering costs both for their plan review in their plans allowing us to incorporate our plans into their plans and then the construction site engineering so both of those are eight percent we actually got one of them reduced down to seven percent because we'll be doing the water main on-site inspections and the sewer main inspections [13:11] **Councilmember John Buckley:** do they have a obvious a total timeline for end-to-end project [13:20] **Matt Kline (City Administrator):** from 94 to 36 and do we know how much time it will take to impact the impact of a port that's probably an open house question I can give you a rough estimate it'll probably last the whole summer I think they were projected construction timeline is May 1st through October 31st now obviously it won't be full construction that that full-time protected but that's their John getting to that question better yeah yeah it's a good question [14:07] **Councilmember John Buckley:** the traffic control plan does allow for some traffic to make through make it through pretty much the whole project as far as I understand it but there is likely to be a posted detour out for you know to try and get as much as as they can all around Mayport way around well I don't I've seen that but I think it's gonna be a stagecoach yes it's not not to the neighborhood okay no family right and so then the hope is that like the traffic that in particular truck traffic that doesn't have a need to be here in town will quickly learn that it's going to be easier to go around yes [14:59] **Matt Kline (City Administrator):** so we we own all the the street lighting on Minnesota 95 from not all of it so from central to 5th Avenue North we own that lighting and so we've been responsible up until this point for a home maintenance on the street lighting that hasn't changed so which items didn't you get it from MnDOT that you wanted wisdom we get ah so we asked for a slightly greater reduction in that the 7% engineering because at first they didn't have sewer main inspections and so we're like well can we get another of 1% because they actually offered the first one percent down to seven they're like no we remember we we didn't want [15:51] **Matt Kline (City Administrator):** any maintenance obligation I mean we and we're concerned with and that's when some of it was explained to the city that we were already obligated it just wasn't formalized but we pushed back on the maintenance of the entire right away initially and so the key things to that maintenance includes just could you review those things for the public sure so any sidewalk replacement just like in the city if we would have sidewalks that would need to be replacing or like a couple or two years ago when we had sidewalks cut to make a [16:38] **Matt Kline (City Administrator):** compliance we feel responsible for that I'm not there the other portion would be trees any trees that die along that area technically were responsible to not necessarily replace because I suppose we could leave that as open space if we really wanted to but it's our responsibility to take care of them and replace the ones that may not replace us with this project [17:15] **Councilmember Connie Dahl:** can we add trees [17:17] **Matt Kline (City Administrator):** it's a good question we would probably have to solicit I mean that and that one so there whatever trees they're taking out with this project they will be installing new ones in the same locations in the same type sometimes we get trees that are kind of shrub trees is no nice yeah so we talked [17:24] **Matt Kline (City Administrator):** about that a bit assume area you mentioned that the the types that they proposed were all trees that are on the paper tree list that are good for this area no more ash trees obviously we're taking away few of those or any type of maple from the list I looked through it was it was quality trees that is our responsibility that was our request correct yeah we're making that request we pay for the current system I believe any other [18:21] **Matt Kline (City Administrator):** questions when the council or any other staff comments anything else that we should know one one of the questions that was asked in previous discussions mad American sorry the the assessment apportionment for some of the infrastructure one being the streetlights there was console discussion as to where that responsibility should lay that decision does not this does not impact that decision that'll be a later discussion when we talk about the assessments the final assessments so just note that the city does own the streetlights which is different than majority of the city so the question is should those costs be assessed or should this city bear that so that decision will still need to be [19:07] **Matt Kline (City Administrator):** made by the council and property owners along the way have been starting to be communicated to regarding yeah mom the vast material it met but I've been notified as far as what their project unless you're part they're possibly will be impacted with assessments it's yeah so they've been notified a couple times of all of that okay okay thank you okay any other questions for Matt the one thing I just don't think it's [19:53] **Matt Kline (City Administrator):** been said or explained it tonight the project goes basically from 94 to 36 so the portion of Bayport obviously we're not that entire strength that entire length from the May through October duration it will the majority the summer I believe will paper downtown will be impacted we're within the city limits but there's quite a bit of road resurfacing outside of the city limits that is included in that timeframe so just it's not going to be downtown bay part you know no road for that entire but a significant portion of it will be well and if they did a really good job with in doubt of maintaining their [20:38] **Mayor Michele Hanson:** website for the river crossing so people could at any time see what was happening are they going to do that again for us [20:46] **Matt Kline (City Administrator):** that's a good question we can we can follow up with that would be nice that would take the burden plus they have the information off of our staff of trying to maintain a website or you and since they'd be the project leads basically great okay yeah we could maybe link to from our website if they're gonna do that like tomorrow I'm saying otherwise we we did it for the 2017 project so okay we can provide updates to on that website as long as as long as people have access and not just in business hours I'd be great yeah okay alright anyone ready to make a motion or [21:24] **Councilmember John Buckley:** is there any other way you're saying May until October what are the chances of the construction period be enduring Road restrictions so they they impact the delivery like for all the deliveries for businesses in Rome as far as during [21:49] **Matt Kline (City Administrator):** that's a good question well John's wondering if people have to get in a different way if they're doing road construction and they have to come in the back way and then we would have rotor restrictions on the all the other roads I'm trying to think when Road restorations can love yes you come off [22:13] **Matt Kline (City Administrator):** this line just hit and you can see if you have a transport trying to deliver to the holiday down here right then they have to come in some base way street which is placard five time the good thing is that by that time like if they do start work May first that almost all the frost is gonna be out and hopefully it's dried up by then so we would probably just a lot of that if if we do have issues would probably allow them to come in some way if it had to be that way so hey if any if there's just constant flooding but if there's any damage to our roads then well that would be on us then you know if we if we're concerned about it then we probably wouldn't let them come in the back way [22:58] **Matt Kline (City Administrator):** we'd have to figure something else out so if it does happen kind of plan yeah it's a good idea to have it ready for the open house before thank you all right no I think that's all staff has any other discussion from the council or would someone like to make a motion to operative construction agreement with the Minnesota Department of Transportation as presented [23:25] **Councilmember John Buckley:** So moved. [23:31] **Mayor Michele Hanson:** thank you John is there a second [23:35] **Councilmember Connie Dahl:** Second. [23:37] **Mayor Michele Hanson:** thank you John Adam thinking about America councillor berdahl councilmember Buckley okay Thomas member hanson councilmember Carlson by Mayor sonorus I eyes all that takes us to our third item on your new business which is to discuss the potential updates to appendix D the fee schedule of the bayport City Code of Ordinances for 2020 and Adam [24:18] **Adam [Staff Member]:** thank you madam mayor as part of the annual fee review staff has compiled some proposals here and we will be bringing back the final draft to the December meeting again these are going to be the 2020 fees the 2020 fee schedule so they won't be applicable or until January 1st the council would like to the staff would like to get these proposed fees before the council now to take any other feedback or considerations or questions between now and December so I'll quickly just go through some of these I'm not going to go through each dollar item but I'll go through the subject matter what we've done for the majorities we've looked at what we're currently charging and then some of the other communities to make that we're both competitive and comparable to other cities in the area and update them as as needed so going [25:17] **Adam [Staff Member]:** through these you you have to me at the summary as well as the actual fee schedule with the redline changes the on this I'll just go through the summary for the public and council the safety camp registration that has been $50 per year but we haven't had a separate line item for that that fee so we've separated that just to make it clear for the public and for staff under the building permit fees we have couple items here regarding temporary certificate of occupancy and during some conversations since the packet came out with councillor Buckley staff will be making some all additional alteration [26:03] **Adam [Staff Member]:** cities regarding the difference between the temporary certificate certificate of occupancy and escrow so the dollar amounts won't necessarily change but the classification of these fees will have to be changed um so I appreciate that comfort Buckley's input on that and one of the one of the purposes of the changes for the temporary CEO is the efficacy certificates is the amount of staff time that it is taken for staff to administer teas with the with the current builder that we have inspirations there's these are being utilized more than in the past and [26:49] **Adam [Staff Member]:** historically which is requiring among staff time increased burden so we're trying to account for some of that moving on to the cemetery section we we looked at quite a few different cemeteries to get comparisons and Bay Park Cemetery fees were substantially low so we increased those to be more more in line with what the kind of going rates for what I want to say competitive because we are not for profit but we're not recovering some of the time that we're actually spending on these so that you can see those fees were changed were [27:36] **Adam [Staff Member]:** increased there was one fee where the headstone setting we currently do not do that will reset it but we the monument company sets the initial new headstone so that fees not not needed for us moving on to the Parks and Recreation our Park Park fees were compared to a lot of the surrounding cities were substantially against substantially lower than kind of what the going rate is and there is a divide and some of the comments I've received from the council as to where we're pro create level would be obviously there's a cost for the city to maintain these parks as well as you know [28:21] **Adam [Staff Member]:** before and after use if there's a park shelter used public works has to go pick up the trash and maintain those as well as recovering for you know minor improvements this wouldn't include any larger capital costs this would that wouldn't a place for that recovery but in order to make sure that we're meeting the minimum of maintaining these parks and keeping them in order as well as make but yet still balancing time not having the cost too high where people won't want to rent them we looked at these other other cities and this is where staff is proposing we should fit that said even with some of the some of the increases [29:07] **Adam [Staff Member]:** we are still lower than most of the other other cities I will note that there are some cities that don't charge at all for their public parks reservations and I know that it hasn't always been the case here our current situation but I don't have an exact timeframe that we've been charging for preservations but it is it is common it's the vast majority vast vast majority of all the cities do charge for reservations obviously anybody can go there at any time without a reservation and you know utilize the parks we also kind of restructure some of the fees instead of moving like we kind of broke it up by how many people were gonna be [29:54] **Adam [Staff Member]:** part of the reservation just because we were finding that some of the some of the reservations were larger than the park could accommodate and you could see feedback on that so over the last year's or at least in the last night we the majority mister the summer we've been kind of gauging that feedback and the administrative staff has been really digging into this to come up with both the fees and the restructuring of how how to apply the fees some of these fees actually it's a better deal to get like a full day as opposed for our block but we also wanted to leave the opportunity where we can have more than one reservation per day our current system only allows one [30:41] **Adam [Staff Member]:** reservation its first set time but it it's being underutilized underserved and so we're making changes internally with our reservation system as well to accommodate that one of the other changes we made throughout the fee schedule is our current system depending on the type of fee did not include tax we so that would get confusing for some some patrons some customers in that it would be it would be yeah it would be you know ten dollars plus tax well for simplicity both internally ends for the [31:27] **Adam [Staff Member]:** public that would if now ten dollars it that includes the tax so that's we it's really some of these were increased and some of them were actually decreased by about me or their take accommodate that tax but hey we're kind of an outlier in that regard and that our taxes were after the fact and so this is someone would show up with you know $20 and it was actually $20 plus tax this were the again the last thing with the special event permits were kind of reevaluated and we are open to some feedback on that aspect [32:16] **Adam [Staff Member]:** but we did reorganize that much of that a little bit and then depending on the park we changed for instance Parel park in the village grade those obviously you can't accommodate the same size groups as some of our other parts the Parkers elves or lake size can so we the price structure is different for those do the group size that the physical locations been navigated the last the last change under the curb section we increased the amount for a driveway permit and just to give the council and the public some information on that that includes basically any modifications to it doesn't it wouldn't include a like a seal coat for a driveway it's only its [33:04] **Adam [Staff Member]:** removal the driveway and that a new material is put down or if there's a modification to the footprint of the driveway the former feet was 25 and that those driving permits are reviewed by collective work staff as well as our planning staff and possibly engineering if it gets that point so there is potentially a significant amount of staff time in order to review those some of them are simpler some are more complicated but we were under charging for that compared to some of the other and based on our lot of staff time so that was that was instruction as far as new home construction I know that that's [33:50] **Adam [Staff Member]:** included I don't believe that's a separate charge you know on that I for infill development in downtown B port because they're usually tear downs and rebuilds there's some work that goes into that that I think we've had to require a driveway permit for that before but for then all the new construction up an inspiration that's all it call comes in as a package with this the middle for that so it's very rare that we have infill development [34:36] **Mayor Michele Hanson:** well I just my own thought was you know when you're doing those which i think is great cuz i know sometimes those pavilions said empty then but let's say someone reserves it from 8 to noon and then someone wants it from like 12:30 to 4:30 what if the people that were there for I mean are we going to have staff go check out that is left usable we you know what I mean cuz I know we've gone down there and their groups will even all-star they're pretty good but it depends on the one hit obviously most of these take place on the weekends right and so we haven't historically we haven't had staff go in we have had a need to write but that's something that we would have to determine internally as far as or even [35:23] **Adam [Staff Member]:** smallest it would be to make sure that that's you know that it's not left in a some type of disrepair unable to be used well that that's finally um I guess concern about when you have it I think it's great to rent it twice or can get two chefs out of it I just would be I would be my only thought is the person that like let's say John came down with his wild family and left a mess in the garbage isn't every no no no we always clean up after ourselves and then I were to come in and it's like the tables were dirty of the food you know I mean how are you gonna differ from that or just kind of tell people ahead of time that could that get part of the process still has to be worked out okay [36:20] **Councilmember John Buckley:** the situation that we're in we've been running into now is someone I want it from five to eight you know in the evening for dinner barbecue and someone else will want the last for the same shelter from ten to one for you know midday we were allowing the second reservation to be able to use it we were only reserving it for once during then so at least we'd like to be able to allow Mike this there's a demand for it yeah well I think it's great I just dumped out food so that that part still needs to be worked out with Public Works for depending on I guess the interest it may be if we may be able to justify happy at least the garbage is empty it [36:54] **Councilmember John Buckley:** or something it also depends on a case-by-case basis but some are going to be more intensely you know the impact will be more intact yeah so we want to keep our parts the GEMA there so if you're going to rent it twice is there a gap turnover time to ensure because you can't just say you know it's noon and I'm now at 12:15 and you have I mean that does this creates a lot of hard feelings so is there a gap that's factored in and if we have to accommodate clean up between parties how do we recoup that staff costs because that's added cost I mean I know that we're adding fees but [37:40] **Councilmember Connie Dahl:** having someone do that on a weekend is going to be considerable you know cost of the cities so I just wanna make sure if we're we're not adding more costs instead of starting to recoup our costs then again that that process because that's not a fee related when you get into the the maintenance and the cleaning of it that the the process and the policy of natural park reservation is that steps to work that out again part of this is we're gonna see what the interest is and whether or not we can justify it if we find out that even with offering the double reservations we can't cover the cost to the city then we may have to look back at not [38:27] **Councilmember Connie Dahl:** because it's to honors you guys do a damage deposit and shelters do a job not on those shelters themselves depending on what the event is if there's a special event permit you know associated with it then there's a special damage deposit depending on the size and the structures meaning the beach house and the Nature Center have damages deposits but the shelters themselves do not that's something this is also something that um I don't wanna say is a work in progress but as I said we're still working out we'd like to expand the availability of the parts so if we do discover that we need to add an additional fee to accommodate the cleanup that we would bring that back to [39:13] **Mayor Michele Hanson:** the council we don't have to wait until next you know 2021 these right now our parks are pretty much done being used for the year as far as outdoor use and so during the winter is a good time to come up with this process the staff has discussed the back-to-back we don't want to create a situation where someone has it from 10:00 to noon and someone else from noon to 2:00 we want we want to build in a buffer there as with all of our current reservations if you know the instructions for the reservation they know what to call the officer on duty if there's an issue with not not being released to the reserve party someone's already there it's our PD has had to [39:59] **Mayor Michele Hanson:** has to deal with that in the past we hope this doesn't exacerbate that or make it worse but we'd like to expand the usage is there language that's in or could be added to all the contracts more renting that just talks about if there's damage incurred since we don't have a damage deposit that those would be you know expected to be recouped by the renter provided they proven that they were as a result of that party I think it's just instead of going through the work of having damaged deposits on all of them which is then going to be you know refunding damaged deposits if they're not used if we could have language that allows us to circle back afterwards I don't know what the best process is for that staff would definitely look at [40:44] **Adam [Staff Member]:** that which yes okay yeah I don't expect you to come up with it the answer tonight but it's just something to think about and the enforcement and sort of a clawback provision it's always difficult sometimes compliance with [41:22] **Councilmember John Buckley:** okay thank you other questions comments the only I think it's a good deal for non-residents I mean what they're Gideon but I think the fee is too high for a resident being were repaid for this what it used to be was 25 bucks for a day in for resonance I understand staff tanking everything involved with scheduling and everything paperwork in posting of these shelters down there I would say leave you know residents $25 9 an increasing see i-i-i understand that [42:14] **Councilmember Connie Dahl:** completely but our overall city costs have increased and I think that the way that our I mean I just view that the people that are using it are getting an added bonus there's very few places that they could rent to host occasions of these even at the residents and prices and all of us as taxpayers have an opportunity to use the parks passively we take walks through them we sit and we enjoy we have picnics but if we're going to be renting I think that you know it's and they're incurring costs for the city that everyone else is paying for as well that maybe having a Murphy that's more in line with what it's actually costing the city is probably you know I think we've been under under recouping or [43:02] **Councilmember John Buckley:** spent expenses for a long time when you take a city of comparison to our size and I think you know other cities that don't charge residents proof of residency I mean for years there's no charge at all and I think it's a great benefit for the taxes we paid you take pride in their party system that we have that's a great help of our staff public works in that and I just think that I mean I $50 is a lot of money for somebody that really can't afford that so they're gonna go through the process of I think 25 is more than enough to cover costs for resins for a shelter the beach house is a little [43:49] **Councilmember John Buckley:** different beast in its own I mean I understand the Costner is it's an interior it's a building you know each other fireplace in there and you have a damage deposit requirement but I think the shelters alone $25 I think is more than enough for already [44:03] **Mayor Michele Hanson:** could we come to a compromise and maybe just come somewhere in between you know like maybe 35 or 40 and then we do add that I'd like to recoup it though without side renters and add that bump up our outside [44:37] **Adam [Staff Member]:** or non-resident amount that's the half thing and then it's $2 yeah I just I don't think $50 is too much for a whole day the shelter itself but I mean if we're having staff you know clean up and take away garbage and every day keep it [45:23] **Adam [Staff Member]:** in 25 for residents for a full day $15 for a half four-hour block I think for my residents I'm going to increase that 232 out of 50 Shannon thank you what are you what are your thoughts [45:51] **Councilmember John Buckley:** well I guess the thing is we rent it every year in August and 50 bucks we just kind of put the Hat out everybody puts Nell her to every family and so first for me I guess I don't think it's that much but yet I do get if you're only gonna have a family of like your immediate family come down I suppose [46:08] **Councilmember John Buckley:** you're looking at it like that or you usually have a family reunion and so it's I just the one thing I guess I was looking at it it's hard to say okay but was gonna go down and this is terrible but so he wants to be dishonest they can come in say well hey I'm only gonna have 50 people there so I'm gonna pay 50 bucks or who's gonna be down there to count them and say that they don't have something people there so for me I guess to charge the $50 for the first one I don't have fun with that I I guess when you go up to the hundred dollar as well I'm I'm guessing most people are gonna say I'm gonna have between 40 and 50 people so I don't know I guess I'm not I [46:54] **Councilmember John Buckley:** don't have fun with that the one in $50 but I could go either way I definitely don't think what percentage do we have a resident rentals first u.s. non-resident I think that a fair compromise even at 25 for residents in puppet to one hundred thirty-five hundred and fifty nine residents many comments from staff on that of wire we [47:40] **Sara Taylor (Assistant City Administrator):** would or would not do that please be open in sure well we can we'll double-check on the split the ratio of resident versus non-resident sarah said she wasn't sure that it was I think it was a slight majority of non-resident this is staff the current staff was surprised at how many non-resident reservations weekend I'm sure we have buried you know Lakeside Park that alone is I just as a jewel earlier it it's a rare another rare opportunity on the river there aren't a lot of cities that have the facilities that we offer nothing even brand new playground that will be you go you know in the spring to be able [48:25] **Sara Taylor (Assistant City Administrator):** to be used or in the cold but it's it has a lot of facilities a lot of amenities right out there on the river it's beautiful so there are no apple of Apple comparisons but it's a popular between the beach house and the shelters right there on the river we have a lot of lot of non-resident use at the park and the residents get you know the first crack at it at the beginning here but throughout the year we have quite a bit of non-resident traffic there so do we need to do it I take action on this tonight [48:58] **Mayor Michele Hanson:** no this is ok was the fishing for his feedback and any not just the ones that we proposed but any other fees that you think staff look at want to [49:10] **Adam [Staff Member]:** grant back in December what we what we can based on with the feedback so far on the shelters is look at the resident versus non-resident and increase the non-resident and decrease the resident that what I'm hearing from the council John really carefully yeah you know when I when I went through this I felt like all these seemed reasonable I can certainly see the arguments either way I do I do like it's easy to say it's a resident that we should take care of our residents and you certainly should but I think as its presented it seemed [49:57] **Councilmember John Buckley:** reasonable to me but I could certainly be convinced to make it a little more affordable and easier for residents to [50:12] **Councilmember Eric Carlson:** and then one just can't technical question since we had gotten to me Barker's ELPS in the fields the ball fields versus the soccer fields there's a hundred dollar difference for the season that's just because we're dragging the softball field with something curious why there's such a 30-7 upper right-hand corner your seasonal fee is 225 for the ball fields and just 125 with socks so it's more of a technical thing why there's a significant difference if the ball season longer sacré see I mean [51:01] **Councilmember Eric Carlson:** usually it is I know I when my kids played ball seemed like it lasted longer season or cycle as a short or student but whatever it just seemed to me that they were different I guess that's why I thought it was like imaginary I might have some information on that they're not truly soccer fields meant for a game you know that are manicured or straight for that sort of thing I think that's the justification it's more for pickup or practice that sort of thing and we rarely rent the soccer I think maybe a a does some program and there may be you know cuz you have kids yeah but I think and that kind of goes along with the lakeside and payroll part fall fields they're just substandard so I think that's the [51:49] **Sara Taylor (Assistant City Administrator):** justification there for that the Barkers fields I know we did assistance from st. Croix prep and the Valley Athletic Association to mean to you know so we do appreciate that but they do get used by other organizations as well [52:08] **Mayor Michele Hanson:** okay I think you have some feedback from the council let's think about and bring that forth [52:16] **Councilmember John Buckley:** can you take a look at other fees to particular dumpster fees for residents [52:26] **Councilmember John Buckley:** yeah I read that one adjustable if you have a contract to come in and do an addition they bring in a dumpster that's hopefully licensed by the city otherwise it's two hundred bucks and along with that the homeowner is responsible for twenty five dollars for that dumpster I think it was originally brought up to eliminate the problems [52:59] **Councilmember John Buckley:** being that the dumpster company is already paying $200 and your fee then why I don't see what the residents getting out of I do remember when that was put on because we did have some instances where our dumpsters were becoming a fixture in a yard for the indefinite here's a time 10 I understand man it's it's Joey right now I mean it's few and far between between along a dumpster diving this one is 30 days so John you're saying that we have [53:56] **Councilmember John Buckley:** dumpsters that are kind of lingering and then my other question ii that you pick the dumpster went out because I have a question about that - does that include that you know really popular right now are those Bagster once you buy it or Home Depot or Bernards or whatever it's back so just something to think about we don't have to probably hash it all as I know a lot of contractors now or instead of giving the dumpster they're using a tandem axle dump trailer [54:42] **Councilmember John Buckley:** last October so it's I don't think it's fair for the resident to be responsible and then the contractors re paying $200 a year for license to come back into the city and any problems they've had with parking on the street or an area that's thrown for a Gideon hit they've always gone to the PD and the PD will say you can't have it on the street you'll either have to put it up in the yard or off the L&E so there's monitoring there and I know when I worked here I would go out for the request of caring at the time and just do visuals on existing dumpsters in the area and the biggest [55:28] **Councilmember John Buckley:** issue I had with it was if you're gonna charge a resident $25 you have a contractor over at a commercial building next door doing 3-4 dumpsters a week they remember challenged so how do we figure out how to keep individual residents from not having a dumpster as a fixture on their yard how do we deter that can't it just be written up in our just in ordinance were I think there's an ordinance in place now Sara can correct me that you're not allowed regardless fees or you're not allowed for city ordinance to have containers or dumpsters for a long duration I think [56:17] **Councilmember John Buckley:** you definitely want to define no duration but I don't think it's I mean you're paying a fee for a service and what are you getting for it nothing I mean really that's why I you know $25 same as the rental fees in that it's not a lot of money to some people but that's a lot of money if you have a three four thousand dollar project going on and you want a dumpster to come in and now you're gonna get hit and I don't know what the ramifications are if you don't get a dumpster permit is you get called on it you get double feet or the our [57:10] **Adam [Staff Member]:** current ordinance does require a permit for all bulk materials for solid waste the penalty for that is of this violation a penalty of the violation is a misdemeanor citation or administrative citation typically the way that it's been in practice is we notify the resident and you know press them to you need to get rid of that or your permit depending on the circumstances the it's up to the the city administration to you know if they can't have a dumpster there all year and just get a permit that's it gives the cities in discretion as to women have to renew that perfect it's not an automatic guarantee the the [57:55] **Adam [Staff Member]:** purpose of the one of the purposes as have already discussed was with the permit process is to identify the location some cities only require a permit if it's in the street where it's treated more as an obstruction you need a construction permit if you have a large dumpster in the road the city is gonna have some want to know about that if it's in the driveway a permit isn't required that's more of a policy decision that the council do you want to regulate that not I wasn't I wasn't here when this this was changed that looks like it was 2014 and was the last time that it was discussed code was amended but what that permit does is [58:41] **Adam [Staff Member]:** allow us fear not the permit allows us to has been described tract at least know where the location is make sure that it's through a licensed hauler and so some of its inmates I don't want to say it's only $25 but for the $25 that that that's the circumstance that administration is doing it there are you know that we stabbed it necessary look at that one this time around but I did after getting some questions about it I did go and look in the majority of cities that I found did have that and it's not by any means higher than most [59:28] **Adam [Staff Member]:** of its we want to know how long a dumpster is there why it's there if there's something else going on we don't want it to be there for one without resolution oh and I understand we're working through some things right now yeah as far as the duration that the dumpsters there you're going to know but know that through your building department when they're going out and doing when they do their final there shouldn't be a dumpster there so that would give a heads up I I would agree with if you're gonna park it on a city street then I could see a twenty five dollar fee just for the police to make sure that it's properly marked so somebody doesn't hit it at night but if there are residents gonna pay five six [1:00:15] **Councilmember John Buckley:** hundred dollars for a 20-yard dumpster and it's insured I think that's maybe I think it's gouging really my personal did I think it's an unnecessary fee well that's which we can discuss yeah thank you for paying that up and let's just think about that well everyone will have a chance to ponder it and we can maybe understand how we can Corral some of our wayward folks without fees it would be really a nice thing to solve more ways than one so okay any others I just have a question that I just noticed that we charge extra for the sunday liquor license is that common to still do that [1:01:00] **Councilmember John Buckley:** you know like it seems like it's almost attorney in the liquor stores and things to be able J'son selling liquor it's a separate license to the state police how do you have to separate it out stick okay so it's an additional license I wonder if that will ever change now that it's this one what you're trying to do is just get a feel for where at this a console as far as some of these fees which I've talked to Adam in length over some of them I would rest of the council but I feel we [1:01:46] **Mayor Michele Hanson:** should have a workshop specifically on fees prior to the December 2nd all right any other discussion on that topic otherwise we will revisit it in this summer yeah just a reminder for the council if there are any other specific fees you go through perhaps again of the entire Cathedral there's anything you've identified that you'd like us to have to look at do some research on laughing 7:18 Bakri a matter that we're subsequent years very nice [1:03:30] **Mayor Michele Hanson:** okay so looks like we're gonna have a workshop I just that sounds sounds good get that on the calendar um any other final discussion on this otherwise we'll move on to liaison reports okay Michelle would you like to start I did not realize but but I didn't have a chance to go check out the land of water legacy property I hope anybody else did I wasn't I've been on it in the task ahead and here yeah so I would recommend you go check it out it's really a beautiful piece of pieces of property that we oh no we just happened to run into the [1:04:15] **Mayor Michele Hanson:** neighbors that are between Marina and property we're outside so excited great John no report we have a tentative data [1:04:51] **Councilmember Connie Dahl:** like never meeting the library board bed on the 17 and Jill and Sarah both went to the Minnesota library conference and they shared their experience there they both really enjoyed it and they felt it was well worth it in the last month we've had two architectural firms come out to visit the library and check out the space the down low space that they're thinking about doing they're constructing on and the firms asked questions about what the library Jill was looking for and look I guess Derby days went very well they had 30 kids hunting for the medallion and [1:05:36] **Councilmember Connie Dahl:** then Jill said things don't hurt I'm weren't quite as well attended but they went well and Pam Clements will be officially retiring at the end of the year so they'll be an opening there the library is gonna be upgrading their phone systems and hopefully in the next six months um I'm not sure exactly what but Jill said they need it and then they're still accepting applications for a library board member and while there will be two leaving us they have received a few but they're still accepting them and our next meeting is in November six o'clock on the 21st Thank You Connie [1:06:25] **Mayor Michele Hanson:** and also thanks to Jill she doesn't she doesn't appear in front of ya our group a lot but she does excellent work so very energized yeah wonderful personality and great programs and really that great addition to our city yeah just hats off to them for took my two daughters done for the Haunted basement thank you I forgot to mention that your old dad you're coming down yeah II appreciate that every night and Joe was real excited because she had like double the team volunteers and she's had in the past so should I say they've done a lot it's super yeah thank [1:07:12] **Councilmember Eric Carlson:** thank you excuse me my agenda for October so we did not meet middle sink right watershed imagine an organization I believe we have a banquet of some sort possibly had to still wonder Country Club I think getting November [1:07:37] **Mayor Michele Hanson:** great I was contacted regarding the upcoming lighting of the green so just make sure that you keep that on your calendar that the vagabonds and cocoa and bonfire and wonderful singers and we typically get a a nice visit from Santa and the police are always there and Public Works just nice job setting it up with working with the community and bcal sponsors it so it's very nice and fun I am struggling with the night to do the first Wednesday December December fourth okay 6:15 on December 4 Thank You chief alright so and then other than that I [1:08:25] **Mayor Michele Hanson:** was on I am on the Chamber Board of Directors and so we had our annual strategic planning meeting and just hats off in Chamber staff and the ambassadors so active membership is fabulous and really giving a lot back working with our nonprofits as well as our local businesses so Robin Anthony and staff and that the a-team ambassadors I just want to say thank you taller everyone there because they make a true difference in our Valley so um with that I'll turn it over to you Adam for staff reports you madman [1:09:08] **Gabe Kinney (Fire Chief):** good evening that in the air councilmembers for October are calling with 97 compared to 89 18 the 2019 year the date is 1048 computer date 1063 2018 monthly drills consisted of a building construction horny pc responder black holes fire inspections are out of oil as well as plan reviews October's didn't fizzy month for us with a fire prevention week we visited schools and preschools we had our open house which was very well attended they appreciated that even though it was a snowstorm that day we met to go over our trainee house burn that she is approved under consent [1:09:53] **Gabe Kinney (Fire Chief):** generally appreciate that myself assistant chief gala this is achievement Severson and captain eyes here attended the fire chief's conference and Duluth really good settings up their learning experience we had watching my fire chiefs meeting coming up here November will be escorting Santa however 28th the day after Thanksgiving and reminder on safety tip is that keep alert alert with the shorter daylight hours as we under daylight savings time use caution when approaching the intersections and keep an eye out for people walking as well as animals I might be down here right here there are so many crossing here so I just not [1:10:40] **Gabe Kinney (Fire Chief):** everybody wears like the materials curves that with Maddox stands for questions just a quick note you know to actually be the 29th that Santa will be in town because Thanksgiving is the twenty one technical question didn't change some things within the past year of how your calls were reported and it's because there was a discrepancy from year to year so I just remember those numbers I thought for a while like you [1:11:29] **Gabe Kinney (Fire Chief):** didn't come certain calls or something against the firemen yes it's to be a member in good standing you have to make 25% of all calls we eliminated 811 addresses so they don't count against them members so that those numbers are not reflected in might we do the overall not be adjusted at all it must've missed something and then I know having young children that get excited to see Santa on that Friday after Thanksgiving is there a schedule or a cat that Santa follows because I remember last year I got I'm gettin dated with what our Santa what's official unofficial route that he takes we do post it on the city website give it to get it over to Sarah the problem is if you start going down some streets and nobody's there hook around get out there wave said to them yes and I forgot that I had attended the open house and it was a great event so thank you for doing that and I have to say that the firehouse firehouse still looks like it is brand new and the equipment and the hall are just maintained beautifully so it was very proud to go back through and see everything the members appreciate yeah it's great and a very good turnout and it was cold and snowy all right Thank [1:13:02] **Jay Jackson (Police Chief):** Thank You chief thank you please chief he's been past events on October 10th I had a this waste audit our evidence room has to be audited by Washington County annually and let me get a permanently pass we're no problem sir that was good on the 14th we attend of the DD - that results with Anderson element Parker's just making sure that the groups got through some of the major streets like six can get a little busy in their spread the 17th we had our training qualification on officers and [1:13:48] **Jay Jackson (Police Chief):** then of course the 31st we had officers and reserve stage throughout the city with glow necklaces and candy we had a couple officers down here people were still showing up at the back garage here next year we're kind of in the works of looking at what we can do and get some approval from mr. Bell and you all if we explore some other options maybe a haunted house or maybe working with a library something bring something back and we wanted to give sergeant Jackson a break with a kilo passing to enjoy Halloween with his kids for the first time in 18 years or something like that they're not that old but he isn't he's been here for that many times so it was nice for him to be able to do that upcoming events December 4th lighting of the green 6:15 myself and my officers will be down [1:14:34] **Jay Jackson (Police Chief):** there before Santa shows up because he steals a thunderstorm if she shows so we'll have a squad with candy and they can - it's wider than they usually enjoy that and then we have a mandatory post on a night cold-weather shoot that we'll be doing and then Toys for Tots we do not have a date yet for that but we'll have locations at the library the Legion the bank and here and if we have any others I'll post them our total incidents call self initiated responses as of 10 5 or 5541 I also wanted to remind people if you're going on vacation it's no purse or what have you [1:15:20] **Jay Jackson (Police Chief):** remember you can fill out a vacation request and I got a compliment from one of your council members this evening right before that he saw my reserve sergeant walk all the way around his house pull on the doors go over to the garage and pull and look in the house so he was really appreciative of that and I appreciate the kind words sound possible on to that but my technology it's amazing but again thank you to your staff in that for that period a month or we were gone we were very thorough Thank You mr. passion I shouldn't the miscellaneous Facebook posts that we put and then I usually it's usually some kind of safety announcement or whatever just really just a reminder Minnesota law requires vehicles to pull over for [1:16:06] **Jay Jackson (Police Chief):** emergency vehicles using lights and sirens this means you shall pull over to the right side and stop wait till they pass and you need to be within 500 feet from them just so that they can get to where they're going fire ambulance police and I stand for questions they added that to the state gives us the agencies money to focus on seatbelts or hands-free and so they actually implemented another one so they dished out a little bit more money to focus on that so when that's done we'll go through Christmas we'll be able to see and I could report that I mean we're not seeing a huge uptick in it because we [1:16:52] **Jay Jackson (Police Chief):** were already Kanaan it cuz we could stop him for a distracted you cleaned it up and there were you know it's just now they're kind of hiding it yeah it's a little bit harder but they're still out there we're still taking people for it so unfortunately but hopefully you know with the state assisting us with funding for that so overtime on their time cards well it says TZD and comments and it's already paid for by the state the taxpayers dollars I'm kind of enjoying that quiet time in the car again I don't have to take work calls when I'm driving just haven't hooked up that hands for yet mr. puppet just eliminates that that extra distraction anything else for the two thank you [1:17:40] **Matt Kline (City Administrator):** thank you public works started quiet madam mayor members of council public works have been busy trying to get stuff done before winter which obviously is arriving sooner again same as last year so we've been street sweeping of course last year it hindered street sweeping this year we have fair amount of the sweeping done so we're kind of had a game on that one but with the cold come and it makes it artists we've also been mulching leaves in the parks winterizing the parks some street patching and of course plow preparation the Public Works did a little to how post cross country meet Parkers Alps in October st. Croix [1:18:28] **Matt Kline (City Administrator):** Prep ran their cross country one of their cross-country meets there so that was interesting and kind of cool they moved the bleachers out so they had like a finish line and they ran up through the woods there so it appears they had a good turnout and that they'll do it again next year so some of the larger projects that were trying to finish up or work on the 2nd Avenue North drainage project if you happen to drive faster the other day they were citing it and that's about probably 90 to 95 percent done they just have to put the soils in the bottom and then plant the bottoms of drainage basins well had protection plan probably in December that all might come before you just so that you have a look [1:19:15] **Matt Kline (City Administrator):** at it and then don't go to other local government units for their comment and then there's a process for accepting that through the state emerald ash borer currently there is a survey to survey all the ash trees on the city boulevards in December that will occur probably sir I'll talk about a couple of grants that we have an opportunity to acquire later but one of the grants might be used to cover like our GIS to be able to map those trees and what they how they're affected and location and stuff like that and so that'll help play a role in what we have determined as a management plan essentially if there's five trees [1:20:02] **Matt Kline (City Administrator):** in a row they're ash trees you know do either two of them down plant two new trees and then treat a couple of the other ones to try and make them last longer so that'll be interesting and hopefully we can acquire a couple of those grants to make that happen then finally that ms4 permit which as our stormwater permits there's three more sections of it that'll be like the final written portion of that that's due July of 2020 and then comes the essentially the paperwork portion which we've already started some of it but you're the inspections education different things like that so that's about it stands for questions questions they [1:20:49] **Matt Kline (City Administrator):** treat the ash what's the success rate is first so depending on how far gone I did so they injected actually tree name check the tree and their if you inject it every two or three years you can keep the tree living indefinitely its orbs for a normal lifespan of an ash tree and to the south of me an SR is property that they have a company out there and he's got a metal medallion stapled to the tree of it that signifies that it's under treatment and he's and I watch to me that one yeah so it depends part of [1:21:43] **Matt Kline (City Administrator):** it depends on the size of the tree for the cost of the cost of the injection stuff like that but yeah they keep defending like he they obviously determined that it wasn't too far gone if it had been infested maybe it wasn't even invested but they know that it's in town and they want to save it 20 inch or more in diameter yeah and I'm trying to be good what did we get a quote somewhere between five and seven dollars per inch to treat it so if you get twenty inches times five that's I was just wondering if it's worth treating and I'm sure the company would know its sable baller than that yeah that'll be the kind of like what we do go around with the Department of vehicle hopefully [1:22:29] **Matt Kline (City Administrator):** they'll be able to say yeah that one's too far gone it just by the visual and how many they actually look for the woodpecker holes and how many there are in the tree so yeah but so that'll play a role to on you know what how much money did we want has been trying to save some of these trees because you have to do it every two or three years thank you any other questions I was just gonna come in when the staff comes up but it develops the net-net plan after we have the inventory knowledge that would be one of the options that we'll be presenting either remove the tree do nothing or treat the trees depending on what information we get those will be [1:23:15] **Matt Kline (City Administrator):** the kind of options a mix of that obviously there's you know hundreds of trees in the city that were potentially involved so it's gonna be is the grant money for removal only or is it for treating also no there's actually two grants and sir we'll talk a little bit more about that but it's one is just for tree planting I believe then the other is includes removal devising a management plan no inventory she planting stomach random stomach writing so one does much more [1:24:07] **Sara Taylor (Assistant City Administrator):** and we have that kind of report or update when yeah when I mean how long we can wait for Siri to ask her how long it take the great comeback or when will know or have a plan or strategy in place Minotaur the grant is due so next week and we'll be notified by December 6 that we're selected to receive funding of up to $80,000 okay and then you're going to start this study over the winter so wouldn't it they'll do it the beginning of December we'll drive around right down to identify all the ash trees essentially well hopefully even if I assume if we even if we don't get the funding I'd still recommend because this [1:24:54] **Matt Kline (City Administrator):** is such a big issue that we may up all those attributes it it it shouldn't be that costly to be able to do that and then essentially after that you know depending on what our infestation level is and/or how far gone some of the ash trees are then staff will start out with trying to come up with the management plan initially and then bring our idea is to yes you're gonna offer if you have a company come in to do maybe asian of it do private homeowners private property owners have an upper yeah I think that would be way cost-effective yeah because so in just in the city there's just in the boulevard it's not even parks there's I think last time I was in inventory it [1:25:40] **Matt Kline (City Administrator):** was like 2010 there was 262 ash trees you know just to cut down all of those it's probably bought and you know for coming down all and then stump grinding rough estimate five to seven hundred dollars each I mean so that's a significant amount of money but you're probably double triple quadruple that amount on private property and so all those people we do have a diseased tree ordinance that says you know you need to cut these trees down but once it starts happening once you find them or a dashboard in town by then you probably have about three to four years before you know you see it start seeing significant tree death and stuff like that so there's potential there yes for that my suppose there would even be the [1:26:28] **Matt Kline (City Administrator):** potential that you know if the contractor we hire to cut down certain trees and stuff that is in town - and maybe we could pick you back off back - and offer a fairly significant thing and that might reduce our price per tree people are interested thank you thank you this is administrated Taylor and Miri Council Oh as previously mentioned by tell Tamara Buckley a Planning Commission meeting has been scheduled for November 18th and will include a public hearing on a draft ordinance language concerning the regulation of short-term rental is previously directed by the council the Planning Commission's [1:27:14] **Sara Taylor (Assistant City Administrator):** recommendation on this topic will then be presented to the City Council at the December 2nd meeting and the closing on the land and legacy parcels took place on October 19 Matt and I are working together on a request for proposals for the demolition of these structures and coordinating with County and Conservation District staff to develop a scope for the conservation management plan which was required by both the DNR and the county for for the grant funding staff is hopeful that demolition work can still be completed by a hear end staff has been working diligently to complete final edits to the city's 2040 comprehensive plan update in response to preliminary review comments received by the Met Council earlier this year staff anticipates completing the edits [1:28:01] **Sara Taylor (Assistant City Administrator):** within the next week or so for resubmitted to the Met Council yep by the end of the month for sure other projects I've been working on are the liquor and tobacco license renewals and those fees for 2020 doing lots of work with a fee schedule and updating forms for the upcoming year plan review on land ooh cheese first few building permits for the mills of inspiration and then as we do our last word grants have you happy answer any questions sounds like a very busy month um whatever access then the new access to the land and water it later - how is that progressing thinking that in there [1:28:47] **Matt Kline (City Administrator):** so the idea is there is to fistrick to private easements firmly in existence to access these properties part of this whole project has been working with the innocent to basically they're going to be granting us a different easement to these properties as part of that negotiation we would extinguish the existing easement - which is the northern driveway to these parcels so we that can't go away until we have the new access because we need to access the property both for demolition and other purposes so we're working through those with their their property a property and [1:29:34] **Matt Kline (City Administrator):** their attorneys and so our attorney and staff has been going over that and proposed easement language but we're in the process of it it really hasn't been made time-sensitive as far as it had to be done before the closing or anything so we're we're in the middle it's been fine just heaven has been that that access we're we're gonna be looking at through part of the D we're gonna get a survey of the property at some point and so there's work to be done to identify where right now it's kind of a the whole western side is identified as [1:30:20] **Matt Kline (City Administrator):** potential access I want to narrow that down a little bit identified weirder would be it's contracted or ideal to have it so that's as we move forward there's going to be some of the timing of it but we're still working through it one of the things that's what the public's information the city does on the property we do ask that the public does not go to the property at this point it's not open to the public yet within a year of October 17th so by October 17th of 2020 public access is required and so we have to we'll be providing that by that date the details of how that will actually practically be done is that's where staffs working on [1:31:07] **Matt Kline (City Administrator):** right now but obviously between then and now that we'll be having an open house at some point citywide meeting do that's generated interest but you know now we're at the propulsion phase we can't invite people to come take a look at the new property as our hands and said she did go tour it the council being essentially city employees cover the city's insurance you're welcome to go look at the property but we do ask that the public refrained from going on to the trespassing on the public the property at this time we are looking to open it up as soon as we can but there's some stuffs between our back and our properties are vacated at this point yes [1:31:52] **Matt Kline (City Administrator):** all the properties are vacated we just did another inspection today to make sure that all the personal property has been removed so there was one dot that we are still working on getting moved but otherwise the property's been vacated for some time now and it's I don't know what the weather was like meant Michele Hanson Hanson but we are excited to get the public there there's some impressive sized trees and it's gonna be a it's going to be and is it something while we're getting that one your limb bold maybe chief you need to step up like a patrol in there no there [1:32:39] **Matt Kline (City Administrator):** won't be residents in there so people are going in there and you know dumping stuff there is an access via that from the Anderson parking lot just so we don't end up with we have a we we did secure the property for good that there's a gate that we have closed and padlocked we did open it because the gas company needs to come and pick up a propane tank previous owner I don't if that's taking place yet but that that vengeance will be secured there's a fence along the entire north and the west side property and as far as access through the South the driveway there there are [1:33:24] **Matt Kline (City Administrator):** some residential properties there so it's a little less inviting it looks it doesn't it's not so that'll but all the buildings structures on the property are secured okay when place locks on all the buildings so and we'll I'll work with the chief easement and staff maintain the security issues Hendersons are aware that they know that what stage of the game we're at right now with the property so I'm sure their cameras and their security system or their security personnel would let the PD know if there's any unusual activity and same on [1:34:10] **Matt Kline (City Administrator):** the South in like Macpherson's we work very closely with [1:34:42] **Matt Kline (City Administrator):** thank you sir you have several items I wanted to get a counsel in public bond one thing that we kind of got over a little bit tonight it is talk about the December meeting and a couple items it will be a heavy agenda that meeting we do now we're going to have the fee schedule workshop discussion but also Anderson Elementary has contact to the city and they wanted to come and discuss the possibility of they they're at capacity they need to find more space if you recall in fact when the school district was closing some of the schools pay for one of the reasons that it was [1:35:29] **Matt Kline (City Administrator):** kept open is because it had such strong community support it's in a city so they'd be the treasure the big board staying there not talking about moving in but they are at at capacity so there was looking for options as far as how to how to accommodate the future students that they're developing so what they have proposed is possibly looking at 2nd Street here and 2nd 2nd Avenue and possibly closing that off a portion of it and expanding out this way so be expanding up the stealthy so east direction so that's something that [1:36:15] **Matt Kline (City Administrator):** they've given us just a rough actually got it today rough diagram what they're kind of thinking of we obviously haven't promised the main thing but we said the brings to the counseling okay to have this conversation it's part of it would be part of their favorite conversation that we've it yes so I'm on the community design committee that's looking at all of the facilities in the school district right now and that's interesting that they've already brought something that they're thinking about because it's the job of this team to kind of put priority of the Oh master plan basically of what we think needs to be done across the district and I don't know that's interest because I think I'm the one who suggested will you look into [1:37:01] **Matt Kline (City Administrator):** the at y'all that's really the only way we can expand but I don't think they're at the stage yet where they can make those decisions until we've given them enough priority stone so it's interesting that they're already kind of moving on something I think we also talked about like brookview and they're already trying to expand down there without I mean they're hopefully waiting for the final decisions but do you know I was I mean my opinion is there's other schools that need funding and help before Anderson would probably need it but so we'll see what what happens but staff the assistant superintendent and the superintendent is we met with last week the dr. McDowell had reached out to couple weeks ago set up a meeting and [1:37:48] **Matt Kline (City Administrator):** they talked about how the design design team is their mission was to identify options that they can then kind of cover design tea nachos and they were trying to meet with some of the officials to just kind of narrow the parameters of it no that's good one so it's otherwise because they have to bring ideas otherwise what do we react to because not everybody would know that's an option that's brave so they were just trying it we're brainstorming yeah they did discuss that were there any other questions I guess is that something that the council's open to having that discussion and I don't think it needs to be a long discussion in February I know [1:38:34] **Matt Kline (City Administrator):** the timing is when they were looking because I believe the design team needs that's kind of their mid December so December that they were looking to further so this is I can share with the council the very rough concept today I'm sorry I don't have that on me right now but get back to me if that's something disgusting but generally that will be also included at the December meeting a couple things in that I'm just you know [1:39:19] **Mayor Michele Hanson:** thinking about the impact of to the citizens that are living around there and traffic and we're you know where did the buses potentially go and then if there's more space there's more staff so then that means more cars we already have kind of a car parking challenge around you know so for safety and for the citizens who own homes around there we just need to make sure that we're we're looking at it from all angles and then how would the city be compensated for giving up any kind of space or access so not not saying that it's not a good thing to explore it's just we need to look at it from every angle before we could you know commit [1:40:05] **Matt Kline (City Administrator):** does something like that I guess what I wouldn't be looking for now is doesn't sound like the words your mouth man you're not completely posted it has it right now I guess that's if there is a consensus of the council but absolutely not talk about it I'd rather know now before the school district I guess I'm straining to hold on there now but if you're willing to at least listen to what yes I think it's good to get open dialogue with them and just see what their options are which who knows it couldn't be a good benefit for the city even though it's more of a benefit to the district no I'm hoping absolutely gets listening but it [1:40:57] **Councilmember John Buckley:** seems silly to have closed it super controversial topic but it closed a school about a mile away from Anderson that a bunch of students go to now and it is just asinine to me to even consider them there's a perfectly good school in I would need a lot of convincing for something like this to work out personally I think it's silly to have closed schools and then now we're expanding the current schools when you have so I would mean a lot of convincing to me so unique they work in town I and I hear you and I think that there'd be a lot of people that would probably align very closely with those thoughts I'm [1:41:44] **Councilmember Connie Dahl:** also incredibly concerned about anyone who's living around that's this quote stop in there at 3:10 any afternoon in the parking and carpool lines and it's it's a tricky situation but I think that's what we have to be open to is maybe there's a better way to treasure all that if the road is closed but only to us it is a trace things we can discuss with them to me even if it's not a total expansion maybe there's another way to just use that that's base one of the one of the items are regarding the traffic and parking chief Eastman and I definitely been looking at is before the ended especially the expansion was being [1:42:29] **Matt Kline (City Administrator):** brought forward we've been looking at different ways to possibly change 4th Street into a one-way so you continuously from the library all the way to second just to try to get the traffic flow better and drop off pick up that type of thing so that that we hope to have at least that issue regardless of expansion or not so that that would be part of any any conversation because that is well identified well I tend echo John I'm all I'm open for discussion but I had a real hard time when they closed the two schools and now they're [1:43:16] **Councilmember Connie Dahl:** looking for space for these kids that they didn't think they would we're gonna need but yet I I don't want that see understand you're so I'm all for discussion but I yeah there's I mean anytime that you build the costs are just instead of acquired or instead of taking up existing buildings the cost is exponentially high so we just need to see what they mean you can listen and then see just to give a rough ideas with it again a lot of this is very rough they were looking at adding one classroom out to widen to pocket so there's a total of four classrooms and [1:44:02] **Matt Kline (City Administrator):** maybe one or two little offices on this south side so I'll send the rough diagram at Dave but they put together and sent me today but I will let them know that we'll hear what they have to say I'm actually supposed to be at that meeting right now I could have learned all kinds of stuff about it in addition to that discussion we also will have the true context [1:44:49] **Matt Kline (City Administrator):** engineering December December 2nd what would the budget prove all that as we already mentioned the term rental should be their recommendation from the Planning Commission I'm still working on that language and website as well as we notifying the interested parties that we contact from the city it was the public hearing was posted in this de La Roquette last last Friday and he's sitting on the email blast to those signed up if you have not signed up for the email notifications please do so [1:45:36] **Matt Kline (City Administrator):** what's going on to see to that point again I want to invite the public to sign up and follow the city on social media trying to get that built up on YouTube live streaming tonight that as well as our Twitter and Facebook pages I know at the fire department please Department both pretty active Facebook pages so please follow us and we can try to get you more information there as well an update on the railroad crossing the partial quiet zone updates I've been working with the Federal Railroad Administration to get that resolved they requested some additional information additional photos this week of the new pedestrian crossing that we add to the white zone so hopefully that [1:46:25] **Matt Kline (City Administrator):** will be resolved soon hopefully we're in the homestretch of that it's it's taken a lot longer than we were initially told it's more complicated and the initial process was described but we are hopefully as I said here Indiana the Lakeside Park playground equipment has been installed it was being installed last week the old equipment was removed and the new stuff had a chance to see any of it it I done looked more impressive than the fake pictures that it looks looks great the colors aren't bright vibrant but they're appropriate for the river way the I know there was [1:47:13] **Matt Kline (City Administrator):** some concern about whether it be tall enough for big enough because that was part of the attraction of the old stuff was was exciting you're up high this false lat the new one looks it looks even taller I don't know she is but it looks uh it looks impressive so if you have not had a chance as I said earlier it's it's actually is it open for it'll be perfect for Thanksgiving uh what Thanksgiving Day walk yeah the water feature we have down at Lakeside Park is not intentional it's [1:47:59] **Matt Kline (City Administrator):** that with the river flooding we're still we're almost out of flood stage it's still it's still fairly high one thing too that we are expecting a high spring flood because of the saturation that we're currently still experiencing and Farmers Almanac use a lot of snow this winter so we may have we've been warned that next spring we probably will experience additional flooding but we can hope that it's not at least we another item the inspirations of stewardship foundation we were told that possibly the president of inspiration Community Association would be here this evening we staff is still working [1:48:47] **Matt Kline (City Administrator):** through this I know so there wasn't a formal council agenda item on tonight's agenda but the as I had mentioned to the council a couple times the homeowners association and inspiration wants to basically reconfigure reorganize the stewardship foundation if the council recalls back in 2015 this was the foundation that was created and legal as legal entity to manage purges they're the ones responsible in all documents to actually manage the prairies the city owns them that HOA it collects the fees and foundation does the management the the council approved the previous iteration of it those [1:49:34] **Matt Kline (City Administrator):** documents were filed with the state so it was legally formed but it wasn't voluntarily dissolved in 2017 I I don't have any information as to why other than possibly was expired and it was not reviewed if you recall there were multiple parties through those years of ownership of a developer so the homeowners association would like to have this if it is an allegation that this entity is functioning to do this they've had some of their residents no question why is the foundation is responsible but they should be responsible spite isn't this taking place but because the former iteration is defunct essentially other than the [1:50:20] **Matt Kline (City Administrator):** governing documents saying it's required my initial review and I haven't had an opportunity to discuss that length with councilor Pratt but what our next options are should be or can we start from scratch and create something different or what the council be interested in as we've already approved the last generation just reform that just for the council than the public's knowledge the previous iteration had a governing body of six people one non-voting member from Oh Land Trust 3 City Council appointed members there was the expectation of either a council member or a staff person and then two HOA appointed [1:51:08] **Matt Kline (City Administrator):** members it is public property the city owns it it's not just inspiration prairies so it's cities prairie plan so there there that there is an interest in the whole city having access to it but as well as having a voice or say in the house that is if the council has any input now and I've mentioned a couple times I really haven't had much feedback from the council as to what the council would like to see this entity I guess the HOA is kind of looking for some guidance as to what the city would like so to the excuse me they have any specific concerns that are during this because if we we own the property and we [1:51:54] **Matt Kline (City Administrator):** are maintaining it as Prairie that's so what what is the impetus of getting this back going if everything's going well the the governing documents for inspiration state that the foundation the stewardship foundation will maintain the prairies they'll be responsible so they the HOA has been collecting the fees for the maintenance when I've been told some of the residents are challenging the HOA because the aged ways just been kind of serving in place of the foundation there's a question for the HOA should Nations should be doing it that has city input and they each weigh in but Minnesota man trusted but missile and [1:52:39] **Matt Kline (City Administrator):** trust obviously has been involved in all of it up there but so that that's been it's the from a practical standpoint the work has been getting done but from a legal standpoint I must say it's been improper it just hasn't been done the way that it was originally intended so we're not we can't go back and I mean could but we're not going to go back in a man into government documents to eliminate the foundation so it's it's kind of we really should create this entity now what that entity looks like my my input is that we can perform an out of the city but now 2015 if you recall there were violent events for the [1:53:27] **Matt Kline (City Administrator):** foundation that the council approved but there wasn't a lot of what I to discern there wasn't a lot of discussion as to what she which take place so I have a question and when I was reading this so as the last iteration of this foundation was made up of three council appointed members but you mentioned staff and council members but it doesn't mention it it would have to be staff or members and I think it would be in our best interest to have at least one of us and not only its staff around there and train get this if this needs to happen based on how things are enough [1:54:14] **Matt Kline (City Administrator):** originally some teeth and staying power to keep this going for all the citizens that is the HOA just oversee the HOA hasn't there we've asked them what do they want but you know what do they want to see what are they and what are their concerns they really need they aren't familiar enough with it because it was never actually implemented they have very limited knowledge of familiarity with as is so they were kind of looking from the city [1:54:59] **Matt Kline (City Administrator):** where there's ultimately the city gets to decide you know what it's going to look like so what does the city want to see today does the city still interested in the initial iteration an initial version it can always be changed if we foundation decide that so the city if the HOA ever dissolved who would be picking up the tab for the maintenance and upkeep of the Prairieland the foundation so all the governing documents the authority to be [1:55:48] **Matt Kline (City Administrator):** created the actual foundation documents grants that authority to collect that money so that the foundation has to have officers on it as well and they would they even regardless of the age way they would take they'd be the ones that would have to collect the collect money just like work with the edgeways is they're already paying down but they currently the homeowners pay one check two dates wait one check two foundation with the HOA using cashing both checks and do you work so you just want the community together to be a facilitator of their [1:56:37] **Matt Kline (City Administrator):** apart as far as the Prairie teach away there's actually two you want to separate committees but they would do separate million that was the respondent to have a separate foundation just for the Prairie stewardship the the expectation that all is that there would be either a council person or a staff person from the city and then in addition to other City appointed people up to three because I mean the third mister handling things financially even probably not reinventing the wheel you're better to know the recording secretary treasurer things like that in [1:57:22] **Matt Kline (City Administrator):** the county I don't know if it would be made up of these people or those but I mean this the the three to one system that seems logical and reasonable to me as models two three City Council appointed members to from the Association and the address personally between holding capacity make sense for me on your the same amount of time do you remember any of us kiss connie asleep well I remember this but I'm a member I [1:58:08] **Matt Kline (City Administrator):** remember they go in with the foundation but I don't remember anybody actually from the council yeah that's what I can't remember even on it or just approved the creation documents are filed in the Secretary of State's office there was so then the next step would have been the HOA appointing there to the council okay okay and I do know that some of the concerns that I've got from residents up there is that they're paying this money and this is just the [1:58:55] **Matt Kline (City Administrator):** ones that have concerns and they're not really being told where it's going it's like or there's never you know like at the end of the year or halfway through the year they're not given a breakdown of like this is what we're using this for they're just here to give us your check and so I think from what I'm getting to about the half a dozen or so families I've talked to tears that come to the side is they just want some accountability that's their concern is there's an accountability why they're keep putting out these checks but not really transparent sees yeah it's how things going we need to take the lead on this and because they say Kevin immediately the city owns the property why are we getting our haven't paid a bill every [1:59:43] **Matt Kline (City Administrator):** time I don't think was ever really laid out cleared for some of those we both have so they wonder why they're paying the bill but in the city was the property so why don't we paint orange and I said because I remember calling you only one time I'm just asking you some questions and I think they don't it's not so much that they mind paying the bill it's like they want to know yeah yes but we need to get in there figure that out like where is all the accounting and can we actually see all that money that it's about is there a real need for three council members and a staff can it be no three appointed their staff or council and then two appointed residents right they could be council members but just two that we [2:00:29] **Matt Kline (City Administrator):** appoint and total of three that represent the city side one is either staff or council janitorial staff I advise that earlier it's not necessary different science okay but one of them of our three city representatives would be staffer council that was the in Queensland to create the creative documents that was the expectation but I don't think it was a hard fireman it wasn't I think it was the expectation at one of them I think in order to make it like solid and actually keep moving forward it should be that like at least a staffer [2:01:16] **Matt Kline (City Administrator):** council member needs to be there yeah I would say everyone image I would say use up two or three it does I think it would just be another liaison appointment we don't have to follow the rules right we could make four people and then three for them and what we do know out of this is that we need to have more discussion and we need to move really it seems like this consensus to move it forward yeah I think so oh yeah I think we have to okay new identities [2:02:05] **Mayor Michele Hanson:** just reminder we well very good it's a very busy month first entire staff so thanks to thanks to it small and your team's so appreciate it and any last comments or if not it sound like to make a motion to adjourn oh did you a meeting comments that we need to announce going into any kind of that just for the public knowledge we will adjourn this meeting and immediately following this there will be a special meeting will be part of it be closed for performance evaluation of the initiator okay great all right so we [2:02:53] **Mayor Michele Hanson:** will close we can adjourn this meeting will go into that special meeting and then next month we will have a story at the beginning as that we report on that so okay with that would anyone like to make a motion [2:03:02] **Councilmember John Buckley:** So moved. [2:03:04] **Councilmember Michele Hanson:** Second. [2:03:05] **Mayor Michele Hanson:** thank you John Thank You Michelle all in favor all right opposed meeting adjourned