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HomeMy WebLinkAboutSP February 23, 1999. ì U(J{(C~ ~/;U¡qq CITY of ANDOVER SPECIAL ANDOVER CITY COUNCIL MEETING - FEBRUAR Y 23, 1999 MINUTES A Special Meeting ofthe Andover City Council was called to order by Mayor Jack McKelvey on February 23, 1999, 7:06 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Don Jacobson, Julie Johnson, Mike Knight, Ken Orttel Councilmembers absent: None Also present: City Building Official, Dave Almgren City Engineer, Scott Erickson Assistant City Engineer, Todd Haas Finance Director, Jean McGann Public Works Superintendent, Frank Stone Public Works, Ray Sowada and John Wallace Fire Chief, Dan Winkler Community Development Director, Dave Carlberg Park and Recreation Commission Chairperson, Dave Blackstad City Administrator, Richard Fursman Others RFP - FISCAL CONSULTANT Mr. Fursman stated he has sent out an RFP for fiscal consulting services for the City. Three proposals were received from Juran and Moody, Ehlers and Associates, Inc., and Springsted. He sent the RFPs to these firms because all three are experts in public financing. He asked if the Council would like an opportunity to interview these finns. His thought was to have the finn do an analysis of the Tax Increment Financing District to include the theater, proposed restaurant, veterinary hospital and office building. The Council suggested advertising for responses in an attempt to receive more proposals. The number of proposals should then be narrowed to three that would be interviewed by the Council. EMPLOYEE APPRECIATION Mr. Fursman noted the employee appreciation evening is March 5, and he asked for funding to order t-shirts and polo shirts with the City of Andover logo to be presented to the employees in recognition of achievements. He estimated the cost to be $20 to $22 each. Plaques would also be given in recognition of a major achievement or something that went above and beyond what is normally considered good work. Ms. McGann noted the funds could come from the 1998 reserve funds. . .. Special Andover City Council Meeting Minutes - February 23. 1999 Page 2 (Employee Appreciation. Continued) The Council generally felt some token of appreciation is important for morale and the general good of the City. Some suggested the nicer polo or golf shirts be ordered rather than the t-shirts. Motion by Jacobson, Seconded by Orttel, to authorize up to $1,000 for "Employee Appreciation Night" with the understanding that the money would come out of last year's contingency fund. Motion carried unanimously. PLAT EXTENSIONS/CHESTERTON COMMONS 2ND, 3RD and 4TH, AND CAMBRIDGE ESTATES Mr. Carlberg asked the Council for a five-day extension on the three plats of Chesterton Commons and Cambridge Estates. All of the Mylars are in; however, the Staffwants an opportunity to check the drainage. The deadlines on those plats are today and tomorrow. Mr. Erickson stated all of the plats have been received. The developers have done what they said they would do. Staff would like an opportunity to review them before they are signed. The five days would be five calendar days, which really means three business days. The Council agreed with the understanding this would be the final extension. The Council also had a concern with the number of extensions that seem to be needed on the plats. Mr. Carlberg stated the ordinance calls for the 30-day deadline for the filing of the final plat; however, the City has not been enforcing it. In the future the intent will be not to put the final plat on the agenda until everything is done. Then there should be no contingencies for final plat approvals and the 30-day deadline should not be a problem. Motion by Knight, Seconded by Orttel, to approve a five-day extension, five calendar days from today, for Chesterton Commons 2nd, 3rd and 4th and Cambridge Estates final plats with the understanding there will be no further extensions. Motion carried unanimously. PLANNING WORKSHOP Mr. Fursman noted his memo of February 22, 1999, on the ideas generated by Staff for discussion with the Council which include Andover today, general administrative issues, economic development, neighborhood development, parks, Council/Staff relations, Public Work and the Fire Department. It is being recommended that the issues on Public Works and the Fire Department be done on two separate meetings to be held in the future, each in their respective buildings. There needs to be long- and short-range goals and vision plus a work plan to accomplish them. The Council generally liked the idea of meeting with the Public Works and Fire Department at their departments. Mr. Stone stated he would like to have two special meetings, one in the spring and one ~. '_0 ".-. Special Andover City Council Meeting Minutes - February 23. 1999 Page 3 (Planning Workshop, Continued) in the winter, so the Council can see the different equipment used during those seasons. The Council then asked to see copies of the vision and goals of the Council and mission statement that were done by the Council several years ago. Councilmember Jacobson noted those should be "living documents" that need to be updated, revised, etc. It is a starting point. Councilmember Orttel noted that once the goals are put in place, strategic planning and evaluations should be done annually. The Council generally liked the idea of holding a series of meetings to discuss the items rather than one or two long work sessions. It was agreed to schedule the second Tuesday of each month for a workshop/planning session from 7 to 9 p.m. Both Mr. Stone and Chief Winkel preferred to meet with the Council in either April or May. The Council then agreed that at the March workshop they would review the vision/goals ofthe Council and Mission Statement that have been done in the past, plus discuss economic development. Mr. Fursman felt it would be very important to have a financial update of the TIF district to discuss economic development. With the Council's permission, he stated he would have the City's current fiscal consultant generate that report. The Council also suggested that the two resident members on the Economic Development Authority be invited to March 9 work session. Council/Staff Relations Council Meetings - role olStaff at meetings - Mr. Fursman asked for Council direction on the role of the Staff at meetings. Councilmember Jacobson stated he reads the Staff comments in the packet. At the meeting, he wants to hear from the developer or property owner. He'd prefer the developers or property owners explain what they want to do. He didn't think the Council needs a lengthy Staff report. He also felt the Council should not be dealing with the item unless the property owner is there. Councilmember Orttel felt that unless it is a contested issue, Staff is providing very brief summaries which explains the item to the Council and the residents. He didn't think that was taking a lot of meeting time. He agreed the property owners should be present except for those items when there are no major issues. There are fewer residents at the meetings now because Staff does handle most of the issues. Mr. Carlberg explained they often tell property owners it is not necessary for them to come to meetings if there are no questions or issues on their request. Councilmember Knight felt they must be cognizant of the residents and the time they have to wait for their item. Mr. Fursman felt they as a Staff could do a better job of arranging the items on the Agenda. Councilmember Jacobson also noted that the Council does not follow Robert's Rules of Order, which states an issue cannot be discussed until there is a motion and a second on the floor. If that were followed, it may solve many problems. Councilmember Knight felt the resident forum should be limited to five minutes per person. Councilmember Orttel felt that is generally done. Mr. Fursman suggested if an item needs research, the Council should either ask Staff to do that research and bring the item back or discuss it as an agenda item later in the meeting. I Special Andover City Council Meeting Minutes - February 23, 1999 Page 4 (Planning Workshop, Continued) The Council felt the form of the items presented to them by Staff has been excellent. It was also agreed that when a developer or property owner comes in and there is an issue, that they should present the item at the meeting, though the Staff can first provide an overview of the item. If the applicant is not at the meeting, the item will be tabled. They also agreed with how the Staffhas been handling those items that come from the Planning and Zoning Commission with standard recommendations and with no issues. Those applicants are gcneralIy told by Staff that there is no need for them to come to the meeting. Council Meetings - use of committees/recommendations - Councilmember Jacobson suggested there be minutes of the committee meetings that indicate what was discussed, the recommendations being made and why they are being made. That would help the Council to understand who was there and what was discussed. Mr. Fursman agreed it would be a good idea to recap the committee meetings. He also suggested that when an item goes to the Council with a recommendation from the committee, the report to the Council should also be written by the committee. There was some discussion on the use of the committees, realizing that they have not been used very much in this City because the Council has generally discussed the entire issue over again. Councilmember Jacobson felt that if they received minutes of the committee meetings, they would have a better idea of what was discussed and why the recommendations are being made. Council Meetings - e-packets - Ms. McGann asked if it would be more efficient to e-mail the packets to the Council as opposed to copying the information onto disks. Councilmember Jacobson noted once they are on the Internet, people should be able to access the agenda infonnation from the outside. Mr. Fursman suggested to the Councilmembers if they do not wish to use their lap top computers, that they turn them back to the City. Regional role of Andover (organizations) - Councilmember Orttel noted Andover has never had a great deal of participation on committees outside of the City. He pointed out the importance of sitting on these committees and having the City represented on them. Councilmember Jacobson suggested Staff develop a list of agencies or organizations that are looking for applicants and which should have some representation by Andover. Councilmember Orttel felt it is up to the individual Councilmembers to keep an eye out and to make application, which requires going out of one's way to do so. Mr. Fursman stated he will generate a list, but many of these may be known by the Councilmembers before he knows about them. Motion by Jacobson, Seconded by Orttel, to adjourn. Motion carried unanimously. The meeting adjourned at 8:58 p.m. ------- ltectfUIlYSU mitt~~L M ~la A. Peach, Recording Secretary ... .