Page 1 of 5 1. Call to Order. The regular meeting of the City Council of the City of Rogers was called to order by Mayor Ihli on Tuesday, at 7:00 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374. Council present: Mark Eiden, Bruce Gorecki, Rick Ihli, Darren Jakel, and Shannon Klick. Staff present: Jeff Beahen, Police Chief; Jeff Carson, City Attorney; Brad Feist, Fire Chief; Lisa Herbert, Finance Director; Stacy Scharber, Assistant City Administrator; John Seifert, Public Works Director; Steve Stahmer, City Administrator; and Bret Weiss, City Engineer. 2. Open Forum Tim Holland, 21501 John Deere Lane (Metro Mold) Mr. Holland addressed the Council stating his family started Metro Mold Design in 1984, he acquired the business in 2000, and recently sold shares in 2015. Holland stated they have moved out of the John Deere Lane building, and now he owns the property personally and is having issues getting tenants in the building. Holland commented on his electric bill being $25 dollars plus the $210 franchise fee. Holland stated he is wondering how to get the fee lowered as a vacant parcel. Taxes just went up 10% and the holding cost went up 10%. Stahmer spoke on the implementation of franchise fees. If we were still under the old process of taxes and assessments, the property would also still be getting taxed and assessed. For consistency moving forward, it is too difficult to charge buildings only when they are occupied. Out of consistency sake, there was no intent in the ordinance to treat unoccupied properties differently. Holland asked, why don t you just tax me. Stahmer spoke on the public process of the implementation of the franchise fee. Staff discussed with Mr. Holland that the franchise fee is based on meter size. Holland discussed the costs associated with changing meter size and the potential of having to change it back with a future tenant. Holland continued to discuss his increase in his property tax. Ihli stated all other vacant properties in the City are continuing to pay the fee. Holland stated the situation seems unjust. Ihli stated that Council and staff will discuss. Greg Hoseth Mr. Hoseth stated he is making regular trips to Hassan Sand and Gravel to look at the water clarity coming out of the gravel mine into the Crow River, stated he wanted to see for himself if there have been any improvements. Is the City doing anything to monitor the clarity? Is the City ignoring it? What is the City doing, if anything? Seifert stated that staff has worked with the property owner to clean the settling ponds and to add in more erosion control measures. Seifert continued to discuss the ponds on the site that filter the water before it enters the river.
Page 2 of 5 Hoseth asked about the current monitoring process. Seifert stated the property owner is in control of monitoring under his current industrial stormwater permit. The MPCA is the governing body. Hoseth stated that he was informed from another watershed that it is up to local officials to monitor. Seifert stated they need to know that this property has an industrial stormwater permit. This led to discussion on the difference between a permit holder and a non-permit holder. Seifert spoke on the responsibilities of holders of industrial stormwater permits. Seifert stated the ponds were designed and approved by Hassan Township at the time they were created. Seifert then spoke on the existing effluent in the river. Seifert stated point sources are the most heavily regulated, non-point sources are not and they have the greatest impact on the waterways. Seifert provided background on the City s industrial storm water permits, and the monitoring he does for the wastewater treatment plant. Hoseth asked if Seifert is saying that Hassan Sand and Gravel has to do sampling. Seifert stated he only knows the process for establishing a baseline. If the MPCA sees something that is not satisfactory, then they have them do more testing. There was discussion on the amount of silt during a one inch rainfall event versus the five inch rainfall event that Hoseth took pictures of. Hoseth continued to discuss the need to get the discharge to the Crow River under control. Hoseth stated he would like to see more happen. 3. Presentations None. 4. Approve Agenda The agenda was set as submitted. 5. Consent Agenda 5.1 Approval of Minutes from October 10, 2017 City Council Meeting 5.2 Approval of Bills and Claims 5.3 Set Budget Workshop for November 7, 2017 at 6:00 p.m. at the Rogers Police Department and November 14, 2017 at 5:30 p.m. at the Rogers Community Room 5.4 Approval of the 2018 Siren Maintenance Contract with Embedded Systems, Inc. 5.5 Approval of Request to Purchase Computer Server Replacement 5.6 Adopt Ordinance No. 2017-05, An Ordinance Amending Ordinance No. 2015-16, An Ordinance Implementing a Gas Energy Franchise Fee on Centerpoint Energy Minnegasco, a Division of Centerpoint Energy Resources Corporation, a Delaware Corporation, its Successor and Assigns, for Providing Gas Energy Service Within the City of Rogers and Summary Ordinance No. 2017-05 5.7 Approval of Veit Companies, LLC Stormwater Operation and Maintenance Agreement 5.8 Approval of Part-Time Positions on City's Pay Plan 5.9 Approval of Contract Between the City of Rogers and ISD 728 for School Resource Officer/Police Services 5.10 Approval to Enter into an Agreement with NTN for Police Candidate Testing
Page 3 of 5 5.11 Items Relating to Capitol Beverage Sales, LP: Approval of Conditional Use Permit for Outdoor Storage of Truck/Trailers Approval of Resolution No. 2017-76, A Resolution Granting a Variance for Truck/Trailer Storage in the Front Yard Approval of Resolution No. 2017-77, A Resolution Granting a Variance for Reduced Parking Setback Approval of Resolution No. 2017-78, A Resolution Granting Site Plan Approval for the 77,025 sq.ft. Warehouse Expansion for Capitol Beverage Sales, LP, Located at 20240 S. Diamond Lake Road Approval of the City Access Easement for Capitol Beverage Sales Approval of Developer's Agreement 5.12 Approval of a Conditional Use Permit for Revolution Gymnastics to Allow a Commercial Recreation Facility Within the L-I District, Located at 20401 Co. Rd. 81 5.13 Accept Improvements and Authorize Final Payment for Rogers Drive/Brockton Lane Intersection Project 5.14 Approval of Resolution No. 2017-79, A Resolution Adopting Assessment for the Genereux Place Utility Improvements 5.15 Approval of Resolution No. 2017-80, A Resolution Adopting Assessment per the Cost Participation Agreement With TA Operating, LLC 5.16 Approve Change Order 1 for Intersection Improvements at South Diamond Lake Road and Brockton Lane 5.17 Approval of Sunram Construction Safe Routes to School Pay Application No. 5 and Final 5.18 Approval of Resolution 2017-83, A Resolution Authorizing the City Rogers to Acquire a Trail Easement from Paul and Lee Ann Hagel 5.19 Approve Resolution No. 2017-81, A Resolution Supporting the Request by the City of Rogers for State Bonding Funds for the Rogers Interstate 94 Pedestrian Overpass Project Eiden moved, Klick seconded a motion to approve the consent agenda. Motion carried 5-0. 6. Public Hearings 6.1 Public Hearing to Adopt the Proposed Assessment for Delinquent Sewer, Water, Recycling and/or Storm Water Services Charges Scharber provided an update on the delinquent accounts, stating there are 110 accounts on the pending assessment list with over $38,000 due. Ihli opened the meeting for public comment at 7:24 p.m. No persons addressed the Council. Ihli moved, Jakel seconded a motion to close the public hearing at 7:24 p.m.. Motion carried 5-0. Ihli moved, Jakel seconded a motion to approve Resolution No. 2017-82, A Resolution Adopting and Confirming Assessment for Delinquent Sewer and Water Service Charges (2017). Motion carried 5-0. 7. General Business 7.1 Approval to Post Neighborhood Block Watch Signs Chief Beahen and Officer Zachman addressed the Council on the request to post Neighborhood Block Watch Signs. They provided a PowerPoint presentation highlighting the following: Inception of neighborhood watch program
Page 4 of 5 Background on neighborhood watch program National Neighborhood Watch website Block Watch program in Rogers; currently supervised by Officer Zachman Officer Zachman spoke on the current neighborhood watch groups within the City. Zachman stated he is getting emails every day on groups that want to join. Zachman also talked about newsletters that he sends out and discussed future goals of the program. The request is for placement of neighborhood watch signs, at every entrance of where he currently has neighborhood watch in place. Klick asked how residents learn more about the program and how is this getting expanded, even in the neighborhoods they are already in. Zachman talked about letting each group lead set the rules for their own neighborhoods, stating he has constant communication with group leads. Zachman stated it is a growing program and he is trying to improve the process, we are just getting it kicked off. Klick asked if there is a tool kit on the website. Beahen stated there is, and commented that the block watch lead is the main point of contact. Ihli stated, unfortunately he hasn t heard anything about it until he received some phone calls. Zachman stated he did do a Facebook post about the program, and talked more about how he intends on communicating in the future. Zachman stated he is putting himself out there as a resource. Ihli suggested putting it on the City s website and City Facebook page. There are a lot of neighborhoods that are not represented. Put it in the newsletter as well. Council spoke favorably on the program. Beahen spoke on the Detective Drake and Bateman s rate of solving recent thefts and working to recover property. Jim Kelley asked the expectation of a neighborhood watch captain (lead). Zachman explained the duties of the lead. Beahen continued to explain the program. Ihli asked if the signs can be hung on existing posts. Seifert stated they follow uniform traffic control. Eiden moved, Klick seconded a motion to approve having Public Works install the Block Watch signs, and to allow the installation of signs to expand along with the program. Motion carried 5-0. 7.2 Authorize Advertisement to Backfill City Planner/Community Development Coordinator Position Administrator Stahmer provided background on the position and commented on unscheduled drop in meetings that happen frequently for this position. Stahmer spoke on current staff, along with himself, doing as good of a process as we can to fill the vacancy, stating Deputy Clerk Splett helps support the planning function, and the Planning Assistant has been excellent as well. Stahmer stated it was discussed internally about elevating the position to a Community Development Director. Stahmer stated the current matrixed position remains appropriate at this time. The position description was rewritten in 2013 and he recommended backfilling the position with no changes to the description.
Page 5 of 5 Ihli asked what the current market is like for this position. Stahmer stated the compensation study put is more in the market. Gorecki stated, help me understand the process, we knew she was leaving for a period of time. When did the search start? Are we just starting now? Is there any reason we shouldn t have started sooner? Stahmer stated when the position became open, Sheila was going to stay on in a part-time role and he wasn t going to bring it forward with her still here. At that time, he was still thinking about replacing it with a higher level position. Had the decision been made to stay with the position as is, then it probably would have moved forward sooner. Stahmer spoke on other positions that have been vacated within the City that were advertised with the Council s knowledge, but not put on an agenda; referring to the AP/Payroll Clerk and needing to backfill it quickly. Stahmer stated, with this one we needed a little more time to make sure we were making the right decision. Stahmer spoke on concerns he has had about the candidate pool. Gorecki moved, Jakel seconded motion authorizing advertisement to backfill the City Planner/Community Development Coordinator position. Motion carried 5-0. 8. Other Business None. 9. Correspondence and Reports 9.1 September 2017 Financial Reports 9.2 Park Board Minutes September 14, 2017 9.3 Elm Creek Watershed Commission Minutes September 13, 2017 No action taken. 10. Adjourn to Closed Session Mayor Ihli adjourned the meeting at 7:56 p.m. to closed session. Council reconvened to open session at 10:06 p.m. Gorecki moved, Klick seconded a motion acknowledging that the Council, in closed session, conducted Administrator Stahmer s annual performance review, finding it to be satisfactory. Motion carried 5-0. 11. Adjourn Mayor Ihli adjourned the meeting at 10:06 p.m. Respectfully submitted, Stacy Scharber Assistant City Administrator/Clerk