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WS 2005 10 10 CHANHASSEN CITY COUNCIL WORK SESSION OCTOBER 10, 2005 Mayor Furlong called the work session to order at 5:40 p.m. COUNCIL MEMBERS PRESENT: Mayor Furlong, Councilwoman Tjornhom, Councilman Peterson, Councilman Lundquist, and Councilman Labatt STAFF PRESENT: Todd Gerhardt, Justin Miller, Paul Oehme, Kate Aanenson, Greg Sticha, and Steve Torell CREATION OF ABATEMENT DISTRICT FOR THE RECONSTRUCTION OF LYMAN BOULEVARD, CHANHASSEN WEST BUSINESS PARK. Justin Miller explained what and how an abatement district works. He passed out paper copies of information that was hard to see on the computer. Todd Gerhardt explained that he’s had preliminary talks with School District 112 and the County regarding the construction of a new secondary school scheduled for the Fall of 2009 and would like the upgrade of Lyman Boulevard to coincide with that construction schedule. Therefore the council needs to be looking at funding options now. Councilman Lundquist asked staff to explain the advantage of using abatement versus bonding. Todd Gerhardt explained how different governmental agencies will be impacted by an abatement district and another option the city could take is a wait and see approach and just let the County do the upgrade project sometime in the future. Councilman Lundquist talked about having to do a sell job in the next year before development begins in Chanhassen West Business Park. Mayor Furlong stated this is a chance for government entities to work together to get things done efficiently and economically. Todd Gerhardt stated he felt School District 112 and Chaska should be supportive and that he would keep the City Council updated. JOINT MEETING WITH THE PLANNING COMMISSION. Planning Commission members present: Mark Undestad, Jerry McDonald, Debbie Larson and Dan Keefe. Kate Aanenson reviewed the projects and meetings the Planning Commission has worked on over the past year and explained how during their work sessions the commission members have taken tours of completed projects and proposed project sites, which have been very helpful. Dan Keefe stated the tours have been very beneficial and asked that given the recent 100 year rain events, if there’s anything the Planning Commission should be looking at in their considerations. Todd Gerhardt explained what staff has learned in terms of storm water management planning from the Yoberry and Lake Harrison developments and the need to do a better job of educating the public on maintenance of emergency overflow areas. Jerry McDonald noted that after a visit to Woodbury and seeing the damage caused by flooding he sees the need to enforce ordinance and encroachment agreements regarding where structures can and cannot be built. Mayor Furlong noted that the update to the Surface Water Management Plan should show what’s worked and what still needs to be done but that the Planning Commission should not ignore storm water aspects in review of plans. Jerry McDonald asked for additional education on storm water issues. Kate Aanenson explained that Kurt Papke is the Planning Commission City Council Work Session – October 10, 2005 liaison to the Surface Water Task Force but staff can present an update to the Planning Commission at a future meeting. Todd Gerhardt suggested that signage could be used to make residents aware of emergency overflow areas in their neighborhoods. Councilman Peterson asked if the Planning Commission feels the City Council has been agreeing or disagreeing with their recommendations. Jerry McDonald stated it’s been pretty agreeable but asked what further information the Planning Commission can provide to the City Council. Mayor Furlong noted that the summary statement after a motion is made is very helpful. Councilwoman Tjornhom asked about Planning Commission members attendance at City Council meetings. Dan Keefe asked for clarification on the role of Planning Commissioners at City Council meetings. Councilman Lundquist explained that it’s a method for commission members to relay back to the Planning Commission on what’s happening at the City Council level. Mayor Furlong suggested putting an item on the Planning Commission agenda for those discussions. He thanked the Planning Commissioners for their continued hard work and noted their attendance records. COMMUNITY DEVELOPMENT DEPARTMENT BUDGET. Kate Aanenson gave a power point presentation regarding the proposed 2006 budget for the Community Development department. Steve Torell gave an update on the revenues received from the rental licensing program. Mayor Furlong asked for clarification on the use of the general fund versus other funds for revenues and expenses. Councilman Peterson asked if residential or commercial areas were more labor intensive for building inspectors. Steve Torell noted that residential is more labor intensive. Councilman Lundquist asked if revenues were up or down and proposed versus actual. Mayor Furlong asked to see the 2004 actual numbers versus projected for the revenue and expenditure sheets. Councilman Peterson asked to see an up to date actual numbers versus estimated projections. Greg Sticha passed out a sheet explaining the surface water utility fund numbers and noted that Ehlers and Associates will be providing a more detailed study on the utility rates. He noted that he would like to see the fund balance stay above the $2 million mark. Todd Gerhardt stated staff needs to spend more time studying the storm water funds and the City Council will be seeing that item again the first meeting in November from Ehlers and Associates. The work session we recessed at 7:00 p.m.. It was reconvened at 8:25 p.m.. The council continued to discuss requests for salary increases. Councilman Lundquist noted he would like to look at the issue of salary increases after all departments have presented their 2006 budgets. UPDATE ON POST OFFICE DELIVERY ISSUES. Justin Miller presented an update on discussions with the postal service which have resulted in allowing cluster box units for downtown deliveries. He reviewed the letter from Sheila Meyers which explains the postal service’s position on these issues. Mayor Furlong noted that criteria needs to be established on where the cluster boxes are located. Justin Miller explained his findings on the Chaska/Excelsior zip code issue, noting that the postal service’s software cannot differentiate city names, but deliveries are based on zip codes. Mayor Furlong asked staff to nail down locations for cluster boxes in the downtown area. He explained that Representative John 2 City Council Work Session – October 10, 2005 Kline had called him and expressed his disappointment in the postal service’s letter but that he could not justify asking for legislative change because of the difficulty of getting the item passed through the legislature. Mayor Furlong directed staff to draft a letter of thanks to Representative Kline for his efforts on the city’s behalf. Mayor Furlong adjourned the work session meeting at 8:40 p.m.. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim 3