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04-08-10 SCCITEM 3-1 CITY COUNCL SPECIAL MEETING WITH THE HERITAGE PRESERVATION COMMISSION THURSDAY, APRIL 8, 2010 6:30 PM, OTSEGO CITY HALL 1. Mayor Stockamp will call the Workshop to order. Mayor Stockamp called the meeting to order at 6:30 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner and Tom Darkenwald. CM Dan Scharber arrived at 6:55 PM. Staff: Tam! Loff, City Clerk; Daniel Licht, City Planner and Ron Wagner, City Engineer. HPC members: Ron Black, Chris Wilson, Shirley Isaacson, Gail Anderson and Toni Seroshek. 2. Future organization and responsibilities of the HPC. Mayor Stockamp explained this meeting was set up to get feedback from the Heritage Preservation Commission (HPC). She stated that this should have been done before the Public Hearing. City Planner Licht said the City Council initiated a review of the HPC role and responsibilities. Staff contacted the State Historic Preservation Office (SHPO) regarding the status of the HPC. SHPO stated that the HPC has not developed a local preservation program since being certified and has not met certain minimal reporting requirements. HPC member Chris Wilson said she also contacted them and was told that they would be the first commission ever to be decertified and that the HPC was not aware of the State's requirements. CC discussed changing from seven commission members to five. Chris Wilson said that the change to a five member commission would be good. Chris Wilson said that the primary concern of the HPC is to archive the books and to take inventory of the historic materials. There are 12 volumes of Town Clerk Records from 1873-1943, two Holt Diary volumes, records of birth and a box of old newspapers. The Commission said they did have an archive specialist come in and give a recommendation. They will be bringing a cost back for this. Chris Wilson asked the City Council for a room to store the items free of dust, traffic and no light. City Council agreed to the office on the second level of the Public Works building. Council said PW will move items into that room and staff is to look at getting special UV protection for the window. City Council agreed to change the HPC meetings to the second Tuesday of each month at 7:00 PM. Mayor Stockamp will be the liaison person since she is already at City Hall that date for the Police Commission. The next HPC meeting will be May 10"' at 7 PM at the PW building with City Planner Daniel Licht attending to help the HPC layout a work plan and timelines for the tasks they want to do and put costs together to bring back to the City Council. Toni Seroshek told the CC about a program called "Standards and Excellence Program for History Organizations" This is a voluntary assessment program to rate their policies and practices. The fee is $250 for the course and more if you hire someone to work with you. This includes one year membership and is a onetime payment. You also will receive credit in grant writing. CM Heidner motioned to appoint Gail Anderson and Toni Seroshek to the HPC. Seconded by Mayor Stockamp. All in favor. Motion carried. CM Heidner motioned to accept resignation of 3oan Vasseur. Seconded by Mayor Stockamp. All in favor. Motion carried. CM Heidner motioned to set HPC to a five member commission. Seconded by CM Darkenwald. All in favor. Motion carried. CM Heidner motioned to set HPC to have two alternates (making Norm Freske 1st alternate) and for the commission to choose the alternates. Seconded by CM Darkenwald. All in favor. Motion carried. 3. Riverbend water hookup proposal. CM Tom Darkenwald removed himself from the room. City Planner Licht reviewed proposal from the Darkenwalds. CM Heidner motioned to accept the proposal for connection of Riverbend Mobile Home Park to municipal water utilities subject to execution of an agreement drafted by the City Attorney and the following conditions: 1. The City Council makes this agreement based solely on the positive effect as to the debt service and operating expenses of the municipal water utility. 2. This agreement in no way shall confer or imply any reduction in SAC fees payable at the time of a future connection to municipal sanitary sewer utilities. 3. The property owner shall pay a WAC fee of $400,000.00. 4. The WAC fee shall be assessed for a term of 15 years at 4 percent interest with the first payment deferred (with interest) to taxes payable 2014. 5. The property owner shall escrow funds and agrees that all fees and expenses incurred by the City for the processing of this agreement and review and inspection of the connection to the municipal water system, including costs for professional services, are the responsibility of the property owner to be paid immediately upon receipt or the City may approve a special assessment for which the property owner specifically agrees to be to be assessed for 100 percent per annum and waives any and all appeals under Minnesota Statutes 429.81. Seconded by CM Scharber. Motion carried 3-0. CM Darkenwald abstained. 4. Any other items. Randal Begin Offer Mr. Begin presented offer to the City to buy 6 acres of his property which is located on the west side of the PW building, for $25,000 an acre. The proposed purchase is to be presented to the Parks and Rec Commission to see if they want to use the community facilities fund to purchase the land. City Engineer Wagner will modify the layout originally prepared by NAC to include additional land and parking areas. Spectrum School Spectrum will be attending a staff meeting next week to review sites for a High School. City Council said that the Duke property east of Queens may be a good site. Staff also suggested the Hennum property. Festival The field next to the PW works building should not be used because its now used for bio-solids. City Engineer Wagner is to help the Festival with a layout for parking on the other available portions of the City property. City Clerk Loff is to work with City Planner Licht to draft a Key Policy outlying off -hours access to City facilities. The City Council discussed a donation of $4,600.00 and the City Council does not want to cut a check for the donation upfront -they want invoices submitted and then they will cut check. The City Council wants to look at a policy regarding donations to community organizations. Sex Offender The City has been notified of a possible sex offender moving into Riverbend Mobile Park. There may be private restrictions in the lease at Riverbend that would not allow this offender to move in. A community meeting has been set up for April 28"' by the Wright County Sheriff's office. The City Council agrees that community notification meetings should not be held at City Hall. Sidewalks/Trails The City Council wants snow removed from the existing park sidewalks at Zimmer Farms, Kittredge Crossings and Beaudry Meadows by a contractor instead of buying the equipment. Discussion that future parks should not have five foot sidewalks along streets that need to be maintained in the winter. Public Works is to include on the snow removal policy the direction from the Parks& Rec Commission that the internal trail by the sledding hill at Beaudry Meadows is to be plowed in the winter. Otherwise only trails along streets or used for routes to schools are to be plowed. Staff should send a notice to commercial property owners in the late fall reminding them of the requirement to clear sidewalks which is to be followed up with strict enforcement. VFW Parkins CM Darkenwald said he noticed that people were parking on both sides of the road on Quaday Ave this weekend in front of the VFW soccer fields. City Engineer Wagner will verify that all the no parking signs are in place. Staff is to contact VFW for their cooperation in keeping the roadway open or the Sherriff office will have get involved. No Discharge Zone Staff is to review the reasons for prohibiting bow/arrow hunting same as firearms and possibly consider modification to allow bow/arrow hunting in some areas currently prohibited. CC Meeting Schedule The City Council vacation calendar was passed out. City staff is to try and arrange the City Council agendas so that the meeting on June 28t" can be canceled. If needed it can be rescheduled for June 30tn. Sunray Farms Median Island The Mayor and Staff have received complaints on the island at the entrance to Sunray Farms not being taken care of. PW Supervisor will have a sentence to serve person out to clean it out next week but after that is the responsibility of the association which has not been set up. Discussed posting a sign for some organization to "adopt". 5. Adjourn. CM Darkenwald motioned to adjourn. Seconded by CM Scharber. All in favor. Motion carried. Adjourned at 9:25 PM. Mayor Jessica Stockamp ATTEST: Tam! Loff, City Clerk