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Thursday, February 9, 2017
Agenda
Not posted
What was on the agenda.
Packet
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The supporting materials council reviewed.
Minutes
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The official record of what happened.
This page will turn into a structured brief once the city posts documents, or once we parse the meeting recording, if there is one.
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.
16 items as recorded in the meeting transcript, each with a plain-English summary of what was at issue.
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
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
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
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
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.
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
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
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.
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.
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.
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
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.
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.
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.
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.
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.
Documents and recordings archived for this meeting, when available.
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