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WS 2009 05 11 CHANHASSEN CITY COUNCIL WORK SESSION MAY 11, 2009 Mayor Furlong called the work session to order at 5:40 p.m. COUNCIL MEMBERS PRESENT: Mayor Furlong, Councilman Litsey, Councilwoman Ernst, Councilwoman Tjornhom, and Councilman McDonald PLANNING COMMISSION MEMBERS PRESENT: Kurt Papke, Denny Laufenburger, Kathleen Thomas, Mark Undestad, and Debbie Larson ENVIRONMENTAL COMMISSION MEMBERS PRESENT: Beverly Foster, J. R. Relick, Rose Kircher, and Bill Fouks STAFF PRESENT: Todd Gerhardt, Laurie Hokkanen, Kate Aanenson, and Greg Sticha JOINT MEETING WITH THE PLANNING COMMISSION. Chairman Papke began by asking council for direction on the amount of leniency that should be shown for local businesses in these tough economic times regarding signage and variances. Mayor Furlong explained that one of the council’s key financial strategies revolves around promoting economic development in Chanhassen, and asked that the Planning Commission look at the ordinances to reaffirm ones that are working and change ordinances where needed. When dealing with variances, he asked that the Planning Commission uphold the ordinance but make comments in the minutes about the need to revisit the ordinance where needed. Councilwoman Tjornhom explained that she would like to see the city be “reasonable but not burdensome” when dealing with local businesses. Councilman McDonald stated he was in favor of changing ordinances for the right reasons but emphasized the need to find the balance between helping businesses and approving a variance. If an ordinance needs to be changed, he needs to know why. Councilwoman Ernst agreed that ordinances should be reviewed periodically to see if they’re still relevant, taking into account the number of variance requests and looking for a trend. Kate Aanenson explained that staff is starting to review ordinances and will provide a benchmark report regarding variance requests to the Planning Commission and City Council for their review. Councilman McDonald asked if the commission feels a lot of pressure to grant variances. Chairman Papke explained it’s not the number of variance requests, but a question of what’s right for Chanhassen in the future. He cited a specific example from the previous Planning Commission meeting regarding multiple dwelling units on a single lot and the ramifications had the variance been granted. Mayor Furlong explained that if the City Council has a different outcome than the Planning Commission, not to feel the Planning Commission was wrong but that there was a process and all the information was collected through the public hearing and the City Council made their decision based on all the information presented. Councilman Litsey agreed that the process seems to be working well and that staff and the Planning Commission do a good job of sifting through the information before it gets to the council. Mark Undestad noted that in talking to area contractors, he has not heard any complaints on how the process works in Chanhassen. Todd Gerhardt reminded the commission City Council Work Session - May 11, 2009 that the person making the request isn’t always the one who’s going to be there in the future so to keep long term in mind when making decisions. Denny Laufenburger asked for feedback from the council if they make a decision different than the one made by the Planning Commission. Todd Gerhardt stated a new item being added to the Planning Commission agenda will include follow-up on Planning Commission items that go to City Council. JOINT MEETING WITH THE ENVIONMENTAL COMMISSION. Chair Foster provided an update on the commission’s work plan, noting the commission is continuing to do research on alternative energy sources, i.e. solar and wind. Bill Fouks commented that the Environmental Commission will be meeting with the Planning Commission to educate themselves on current technologies related to the city’s ordinances. Todd Gerhardt explained how the Chaska School District received grant money to study wind energy and that perhaps the City can collaborate with the school district on educational information. J.R. Relick discussed a program through Xcel Energy whereby grant money can be used by city and county governmental buildings for energy conservation. Chair Foster discussed the Water Wise Program, encouraging all council members to enroll, discussed how the Environmental Commission is working with the Arboretum with their Waterocity program, and noted that the th theme for this year’s 4 of July Parade float is “You’re Free to Have a Less Than Perfect Lawn”. Councilwoman Ernst stated she was happy the commission is looking at newer technology and working with the Planning Commission to revisit ordinances. J.R. Relick explained a new initiative encouraging people to grow their own vegetables for both personal use and sharing the extra crops with local food shelves and people in need. Councilwoman Tjornhom asked if the commission has been keeping up to date with the work of the Watershed District. Kate Aanenson explained that staff members, Terry Jeffery and Krista Spreiter regularly attend Watershed District meetings. Bill Fouks asked if the city’s water department had a contingency plan to address a potential drought situation in the summer. Todd Gerhardt explained the improvements that have been made and will continue to be done to address that issue. REVIEW REQUEST FOR PROPOSALS FOR BANKING SERVICES. Greg Sticha provided background information on the banking services contract which is reviewed every 3 years and the criteria used to evaluated the two finalists, U.S. Bank and M&I Bank which were interviewed by the finance committee. Based on the committee’s analysis, staff is recommending M&I Bank. Nicole Krolikowski from M&I Bank was present to answer any questions. Mayor Furlong asked who sat on the finance committee. Councilwoman Ernst asked about the amount of minimal fees being charged. Councilman McDonald asked for clarification of the $12,000 savings and what the 4M fund is. Mayor Furlong asked staff to clarify what was being used as collateral for the $3 million dollar balance. Councilman Litsey asked what updates the council would receive regarding that collateral. Greg Sticha explained that every year the auditors look at the collateral. Councilman Litsey, as well as Mayor Furlong asked for more frequent accounting and reporting, perhaps quarterly regarding the status of collateral. 2 City Council Work Session - May 11, 2009 Mayor Furlong adjourned the work session meeting at 7:00 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim 3