Nowthen City Council Workshop meeting, February 9, 2017
City CouncilThursday, February 9, 2017
Agenda
Not on file
What was on the agenda.
Packet
Not on file
The supporting materials the board reviewed.
Minutes
Not on file
The official record of what happened.
The meeting recording listed below is the only record we have.
One-line summary
Council held a workshop focused on preparing items for the next council meeting (including ballfield use, Heritage Festival donation request, HVAC quotes, and building official resignation), plus several policy/process discussions and City Hall repair ideas.
What was on the agenda
16 items as recorded in the meeting transcript, each with a short summary of what was at issue.
- Outcome unrecorded
ABall field use request (Nowthen Knights) in lieu of payment, team to maintain facility
Council discussed a request to use the ball field where the team would maintain the facility, and directed staff to amend the agreement with specific maintenance expectations; council indicated the item should be moved to the consent agenda for the next meeting.
Council discussed a request for the Nowthen Knights to use the city ball field in lieu of payment by maintaining the facility. Specific expectations were discussed (mowing height preferences, trimming both sides of the fence, mowing around cages, and keeping growth out of the infield lime), and the council indicated the item should go to Tuesday’s consent agenda with contract amendments reflecting these points.
minutes not available in this bundle
- Nowthen Knights ball field maintenance agreement
- consent agenda planning
3:19there item e the ball field I have a request to use the ball field and in L of payment the uh ball team would maintain the uh facility the now then Knights Terry Olsen4:15he would like to see the grass he'd he'd like to see the grass kept at 2 and a half in I whatever he has the mower set is where I it okay so as long as as he's got it set where he wants it you'll mow it at that yeah cuz he cuz I used the erer the cities yep and that's I I mow once a week usually on Wednesdays what do y…9:20unless anybody objects can we move this to the consent agenda so what you're saying for for Tuesday's meeting12:19and council's okay with moving that to uh consent agenda with the Amendments so clarifies okay - Outcome unrecorded
BHeritage Festival request for donation and waiver of facilities
Council discussed a request for a $2,500 donation and waiver of facility fees, asked for a full accounting of city costs (including staff time and fire department hours) and volunteer hours, and said the item would be voted on Tuesday with a complete motion and direction.
Council reviewed a request for a $2,500 donation and facility fee waiver for the Heritage Festival and focused on accountability: members asked for an itemized accounting of total city costs (including staff time, facility use, and fire department staffing related to the festival and fireworks) as well as volunteer hours. The council stated it would vote on Tuesday after a complete motion is prepared and the requested information is assembled.
minutes not available in this bundle
- Heritage Festival donation
- facility fee waiver
- event cost accountability
13:06we have a request here for donation uh $2,500 and a wave of facilitys we have a letter attached to the13:37I'd also like to see you know an itemized list of exactly what this event cost the city other than the $2,500 donation CU there are a lot of lot additional fees you know above and beyond that $2,500 there's staff time and for other projects we ask for weighted staff time I think we should show that16:26I print it off cuz I knew this was going to come up um see fireworks we had one two three four five six eight hours there's first aid for the festival was another six23:33all right saying none we'll vote on that on Tuesday then and there'll be a complete motion at that time and far Direction - Outcome unrecorded
CHVAC system quotes for City Hall/senior center building
Council reviewed two HVAC quotes and expressed that more research and explanation was needed (including whether one zoned system could replace two furnaces, and the feasibility/cost of penetrating a load-bearing wall). Building official stated he could outline next steps and help coordinate, including engaging an engineer first.
Council reviewed HVAC replacement quotes and concluded that more explanation and project-level planning were needed before choosing a path. Discussion centered on whether the building should continue with two systems or move to one zoned system, and on the feasibility and cost of penetrating a load-bearing masonry wall; members suggested starting with an engineer’s opinion and then pursuing a designed solution for comparable bids.
minutes not available in this bundle
- HVAC replacement planning
- engineering/load-bearing wall
- project scoping
24:51we will go to the HVAC system we have uh couple of quotes um to me to me it it's insufficient to drop $8 to$ 122,00030:06it might be difficult to get two or three or or multiple contractors to do that same design work um with the hope of getting the job you know if if it's uh more of a design consideration like who's going to do the design and then put it out for numbers that would be different41:15mayor if I might I could certainly between now and maybe even the council meeting and certainly before I I leave is to outline the steps that you that the council has identified as far as who to contact what steps to take before making that final decision - Outcome unrecorded
DResignation of building official (Mr. Shader) and future building official coverage options
Council heard from Mr. Shader about leaving St. Francis to expand his consulting/education business, noted his last day at St. Francis would be Feb. 24, discussed the city’s 60-day notice coverage under its contract with St. Francis, and requested a proposal for possible interim/ongoing contract services.
Mr. Shader explained he is leaving the City of St. Francis to expand his consulting/education business, with Feb. 24 as his last day there. Council discussed the city’s contractual relationship with St. Francis (including a stated 60-day notice obligation for coverage) and asked Shader to provide a proposal for potential interim and/or ongoing contract building official services if needed.
minutes not available in this bundle
- building official resignation
- contract coverage St. Francis
- interim services proposal
47:02we received a a letter dated Monday Mr Shader would you uh care to walk us through the scenario of this week and and summarize your letter for us49:25the 24th of this month will actually be my last day at St Francis and in talking with Corey um our contract with St Francis has a 60-day notice that's my understanding55:56would you be willing to put together a proposal and what what that would entail as far as cost hourly or I would - No action
EProperty adjacent to East Twin Lake Park (discussion whether to take action)
Council discussed whether there was value in pursuing legal action regarding property adjacent to East Twin Lake Park; discussion referenced an attorney letter and potential costs and concluded that they would remove the item from the agenda and take no action unless issues arise later.
Council discussed whether to pursue any action regarding a property adjacent to East Twin Lake Park and noted the potential legal cost and uncertainty about DNR implications. The consensus in discussion was to take no action and remove the item from the agenda, with the idea of addressing it later only if needed.
Council discussed and decided to remove the item from the agenda because no action would be taken.
- East Twin Lake Park adjacent property
- potential legal action
58:21can we talk about quickly about the property adjacent to East Twin Lake Parks ... as I understand it from the letter from the attorney if we were to take it on ourselves and just fight him it could be $10,000 and the insurance wouldn't cover that1:02:51can we then move it to conscent agenda just approved I think it'd be better to just from the agenda all together that's true yeah yeah yeah cuz we're not making we're not taking any action that's true so we remove that one from the agenda - Outcome unrecorded
FTemporary habitation request (Sir/Scdall property) – extension discussion
Council heard an update that construction had made substantial progress and the applicant had been responsive; council indicated moving the item to the consent agenda for the next meeting.
Council received an update that the home rebuild had substantial progress (structure up, roof complete, septic placement issues resolved) and that the owner had been responsive. Council indicated moving the extension request to Tuesday’s consent agenda.
minutes not available in this bundle
- temporary habitation extension
- consent agenda planning
1:03:58the temporary habitation ... they have they've made substantial progress ... he's well underway now the structure is up uh I believe the roof was complete so it's dried in ... he's been fantastic work with actually1:05:23then I would recommend if the council does the council have any questions on that the council doesn't have any questions we move that also to the consent agenda then - Outcome unrecorded
GAudio and video taping of all city council, commission, and committee meetings
Council discussed a request to record all meetings and post to YouTube, including the need for training and reminders that meetings are being recorded; council member said they would reword the request for council action and submit an updated version.
Council discussed a request that all council, committee, and commission meetings be audio/video recorded and posted to YouTube now that technology is available. Discussion included training needs and reminders/policy language so participants understand they are being recorded; the requestor said they would reword and resubmit the council action request.
minutes not available in this bundle
- meeting recording policy
- YouTube posting
1:06:28request for Council Action Audio and video taping of all city council commission and committee meeting workshops committee meetings and workshops1:07:05recommend that Council commission commit all Council uh commission and committee meetings be audio taped and videotaped for placement on YouTube1:12:03I will um reward uh my request for counil action and uh submit that to Cory so it'll be updated - Discussion only
HAmend Nowthen City Council Policy 1-1-13 (minutes/summary for meetings such as workshops)
Council discussed state requirements and local discretion for meeting minutes/summaries, including that audio/video is not a substitute for minutes; members debated staff workload and whether workshop meetings should have a summary.
Council debated whether workshop meetings should have summary minutes, noting state minimum requirements for minutes and that audio/video recordings are not a substitute. Members discussed staff workload, whether workshops should continue, and the idea of concise summaries that point residents to the video for details.
Workshop discussion only; no recorded vote in transcript.
- meeting minutes policy
- workshop summaries
- state statute minimum requirements
1:12:25amend now then city council policy 113 ... audio or video recordings and meetings are not considered meeting minutes nor are a substitute for them1:15:23we are required by State Statute to put in meeting minutes as a minimum only the Motions only the votes on the Motions we are not required by State Statute to give all the detail in the meeting minutes that we do all we are required is by whenever the council takes action and makes motion and that's the opinion of our …1:18:52I think at least to say here's the meeting that was held here's who was there here's the agenda and then anything that would be gerine to explaining to people sufficient details - Discussion only
IClarification/update of city code and policies (ordinances not integrated into code)
Council discussed that some ordinances were not yet integrated into the city code (mentioned going back to late fall 2015), debated whether staff could do the updates versus contracting, and suggested first getting details on process, software, training, costs, and funding.
Council discussed concerns that ordinances were not integrated into the published city code (with one comment that some changes go back to late fall 2015). Members agreed it should be updated but emphasized first determining the process, software and training needs, who would do the work (staff vs contractor), estimated cost, and funding, before proceeding.
Workshop discussion only; no recorded vote in transcript.
- city code updates
- codification process
- website outdated documents
1:33:25age clarification of city code 1-3 and 1-1-3 and- four ... I noticed that there were some uh ordinances that were passed but were not updated in the city code1:35:39there are ordinances going at least going back to late fall of 2015 that have not been in integrated into current code1:42:45I would recommend another shot at your request for Council action and uh and come at it again - Discussion only
JRepairs to City Hall after floor refinishing (painting, rugs, chairs, etc.)
Mayor proposed investigating repairs and improvements (painting walls/hall/bathrooms, sand-trap rugs, window treatments, better chairs, tablecloths, and possibly removing bulletin boards), with a suggested not-to-exceed amount of $5,000 for the investigation/quotes and future council consideration.
Mayor proposed obtaining quotes and investigating several City Hall improvements while the room was already emptied for floor work, including wall repairs/painting, sand-trap rugs, better chairs with proper feet, updated window treatments, and other room-use organization. A not-to-exceed figure of $5,000 was mentioned for moving forward with investigation/quotes before deciding on further work.
Workshop discussion only; no recorded vote in transcript.
- City Hall maintenance and improvements
- post-floor refinishing repairs
- Outcome unrecorded
KApprove contract with SafeAssure Consultants (move to consent agenda for Tuesday)
Council member stated intent to approve the SafeAssure Consultants contract and, if no objection, move it to the consent agenda for Tuesday’s meeting.
minutes not available in this bundle
- SafeAssure Consultants contract
- consent agenda planning
0:31Council Member Raymond. I would move, as we have done in the past, is to approve this contract was safe for sure consultants. And if there's no objection, I would move it to the consent agenda.1:25If we know that there's not going to be any discussion, then they can go to the consent agenda. Because, again, the combination we get our discussion in here, and we know there's no discussion on that, it certainly makes Tuesday go quicker. People okay with moving that to consent? - Withdrawn
LWebsite posting compliance with June 14, 2016 council direction (committee agendas/packets/minutes)
Council member said the city had not adhered to June 14 direction regarding posting committee/commission agendas and supplemental information on the website; after discussion and staff clarification that it was a misunderstanding of past website practice, the council member said she would pull the item with the understanding the direction would be followed.
A council member raised that committee/commission agendas and supplemental materials were not being posted online as directed in June 2016. After discussion, staff explained they followed prior website practice due to being new, and the council member said she would pull the item with the understanding the direction would now be followed.
Council member stated she would pull the item from the agenda after discussion.
- website transparency
- posting committee agendas and packets
1:58I submitted this for council action, and looking at the website, I found that we have not adhered to the council direction from June 14. And so I'm requesting that staff does comply with our direction, and that the information is completed by the March 14 city council meeting.10:04I started in May and this is from June, so everything was brand new for me. So as I'm doing the minutes, I looked on the website to make sure I was consistent with how things had been done. And what I was seeing was when they went from unofficial to official, the unofficial were removed and the official were put on. So…11:24I would then pull this from the Council agenda with the understanding that the Council direction will now be followed. - Discussion only
MCouncil policy 1-1-11 packet timing / due dates (process discussion)
Council discussed whether packets could be distributed earlier (e.g., by Wednesday or end of business Monday), whether contractor bills were driving delays, and the idea of earlier deadlines and/or emailing items as they arrive; staff was asked to work with Corey and revise as needed.
Workshop discussion only; no recorded vote in transcript.
- packet delivery timing
- deadlines for bills and submissions
15:12the definition of next Council meeting is in question, is if we're going by three days from Thursday or three days from Tuesday. And Cori said that the packets should be able to be distributed by Wednesday.27:06The assumption is council and the mayor requests that the final packet be distributed Monday. End of work Monday. By end of business on Monday. I can work with Corey, that's not a problem. - Discussion only
NCouncil policy 1-1-60 complaints/anonymous complaints handling (clarification discussion)
Council discussed how complaints are communicated to council/staff, whether anonymous complaints should trigger action given cost, and the desire for a clearer process; council member said he would talk to Corey and revise as needed.
Workshop discussion only; no recorded vote in transcript.
- complaints process
- anonymous complaints
- code enforcement communication
29:00Council Policy 1-1-60. I'm just not aware of, for that last sentence in each paragraph, saying that the Council may choose not to address the request for Council action if it's filed anonymously or complaint forms.38:24Mr. Mayor, I can... I'll talk to Corey more about it tomorrow. If she's assuming she's back. - Discussion only
ONoga Chamber newsletter article
Council discussed that the new personnel historically does the article; council member Bryan agreed to do it and include items such as the skating rink.
Workshop discussion only; no recorded vote in transcript.
- newsletter article
39:28Noga Chamber newsletter article. We did last year's. I would move, as we have kind of historically done, is that the new personnel does it. That would be Council Member Bryan. Yeah, Mr. Mayor, I can do that. That's not a problem.40:32Mr. Mayor, just a suggestion and a reference, it wouldn't be a bad idea, or I wouldn't mind at least seeing a reference to the skating rink. Because there's a lot of people out there who say, you got a what? Yeah, that was on my list of ads. - Discussion only
PWarming house donation recognition and security (discussion)
Council discussed recognizing donors with a sign and concerns about leaving the warming house unlocked at night; discussion included estimated value and possible approaches to locking it up.
Council discussed recognizing the donated warming house with a sign and raised concerns about leaving it unlocked at night due to vandalism and liability. Members discussed potential approaches to locking it up (including council/staff coordination and the constraint of no power for automatic locks), and noted an estimated value range for the building mentioned by a volunteer.
Workshop discussion only; no recorded vote in transcript.
- warming house
- donor recognition
- facility security
44:58I've been talking to Mike Tell, who did most of the work on it. He said the building alone, with what they got into, it's probably $25,000 to $30,000. He said they had probably $5,000 in just electrical and putting the windows in and the benches.46:32I'm a little concerned leaving something like that open all night long as to vandalism or other activities that when people find out there's a nice building
Sources
Documents and recordings archived for this meeting, when available.
Show a sample of the transcript (778 segments, 1:58:21 total)
- 0:00 we would like to start tonight with the Pledge of Allegiance join us pledge aliance to the flag the United
- 0:11 States of America and to the Republic for which it stands one nation under God
- 0:18 indivisible with libery and justice for all turn your
- 0:27 light get the green light like speakers are on theight too all right we'll start our
- 0:41 uh Mr Mayor the workshop council member R them um before we start I'm wondering under Council
- 0:49 items if we can move um item n up to um item
- 0:56 a um or B uh we have presenters for both of those two items um but I suppose you're here for
- 1:05 the ball team also right okay so that would be e item E Yeah so I'd like to move
- 1:14 that a b and c b we'll do the HVAC the Heritage Fest and then the ball team as
- 1:22 we have present why don't we do the uh the ball [Music] team I get a pin that works here
- 1:30 the Heritage Fest and then the age bag that's fine as long I mean we have presenters here so
- 1:37 we should give them consideration do you know if we control
- Showing first 12 segments. Open the YouTube video for the full transcript.
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