2/6/2017 - City Council - Regular - AgendasSPRANG PARK
On Lake Minnetonka
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ADOPT AGENDA
4. ADOPT CONSENT AGENDA*
CITY OF SPRING PARK
CITY COUNCIL AGENDA
FEBRUARY 6, 2017 — 7:00 PM
SPRING PARK CITY HALL
a. City Council Work Session Minutes from January 17, 2017
b. Regular City Council Meeting Minutes from January 17, 2017
c. Cancel Regular City Council Meeting and Work Session for February 21, 2017
d. Approve Submittal of 2017 Pay Equity Report
5. PUBLIC FORUM **
6. PRESENTATIONS & GUEST SPEAKERS
7. PUBLIC HEARINGS
8. PETITIONS. REQUESTS. & APPLICATIONS
9. ORDINANCES & RESOLUTIONS
a. Resolution 17-07: Authorizing Facsimile Signatures
10. REPORTS OF OFFICERS AND COMMITTEES
a. Mayor & Council
i. Fire Commission Report
b. City Staff
c. Contract Staff
11. NEW BUSINESS & COMMUNICATIONS
12. CLAIMS FOR PAYMENT
13. UPCOMING MEETINGS & TRAINING
a. February 8 — LMCD — 7:00 PM
b. February 8 — Planning Commission — 7:00 PM
c. February 9 — LMCC — 7:00 PM
d. February 22 — LMCD — 6:00 PM
e. March 6 — City Council — Special Meeting (Planning Comm. Interviews), time TBD
f. March 6 — City Council — 7:00 PM
14. MISCELLANEOUS (INFORMATION ONLY)
15. ADIOURNMENT
* The Consent Agenda lists those items of business which are considered to be routine, recommended for approval, and/or
which need no discussion. The several separate items listed on the Consent Agenda are acted upon by one motion. There will
be no separate discussion of these items unless a Council Member makes a request, in which event the item will be removed
from the Consent Agenda and placed elsewhere on the regular agenda for Council discussion and action.
** Under Public Forum individuals may address the City Council about any item not contained on the regular agenda. Each
speaker should keep their statements to three minutes to allow sufficient time for others. The Council will take no official
action on items discussed at the forum, with the exception of referral to staff for future report.
SPRING ?ARW
On Lake Minnetonka
CITY OF SPRING PARK
WORK SESSION MINUTES
JANUARY 17, 2017 — 6:00 PM
SPRING PARK CITY HALL
CALL TO ORDER - The meeting was called to order by Mayor Rockvam at 6:00 p.m.
Council Members Jerry Rockvam, Mayor; Pamela Horton, Gary Hughes; Catherine Kane Palen, and
Present: Megan Pavot (arrived 6:05 p.m.).
Staff Present: Dan Tolsma, City Administrator; Mike Kuno, City Engineer; and Theresa Schyma,
City Clerk.
1. PLANNING COMMISSION UPDATE & APPOINTMENT TIMELINE
City Administrator Tolsma announced the deadline for Planning Commission applications and
Comprehensive Plan Committee applications is February 24. The tentative interview date for the
Planning Commission applicants is March 6 prior to the regular meeting at 7 p.m. The Council will
receive copies of the Planning Commission applications with their March 6 agenda packets. He
added that staff will review the applications for the Comprehensive Plan Committee and make
recommendations to the Council instead of having the Council interview all applicants.
The City Council consensus was to have the applications for prospective Planning Commissioners
emailed to the Council as they are received so they have additional time to review.
2. CITY BALL SERVER PROPOSAL
City Administrator Tolsma presented the proposal for the City Hall server upgrade. He stated that
Five Technology is the City's current IT consultant. The company already manages the City's
servers, handles all associated IT tasks including troubleshooting and support, and provides off -site
backup at their facility in Delano.
Council Member Palen asked if any City documents have already been digitally scanned.
City Administrator Tolsma responded no; there are storage capacity issues with the City's current
server which prevent digital scanning and document management.
City Administrator Tolsma stated that Five Technology has done similar upgrades in Mound and
Delano. He further noted that the pricing is competitive and their current service and response
time with the City have been good.
3. ASSET MANAGEMENT STUDY PROPOSAL
City Administrator Tolsma discussed the asset management study proposal. He stated that the
usefulness of the study is pretty evident with the number of infrastructure projects that are coming
in the near future.
City Engineer Kuno reviewed the history and current status of the project and the communication
issues that led to putting the project on hold.
The City Council discussed the lack of formal contract for the study and the communication issues
that occurred between City staff, contract staff, the Administrative Committee, and the full City
Council regarding the change in scope of the project.
Mayor Rockvam questioned if the revised estimate of $60,000 for the project will change again.
City Engineer Kuno responded that the original estimate included being able to use existing
structure survey information; however, it was then discovered that the information was not
available and additional work would need to be performed. Furthermore, the revised proposal
would have a "not to exceed" clause.
Mayor Rockvam stated that the study should be done since it is valuable information for the City's
future. However, communication needs to be handled better and the full City Council needs to be
made aware of issues that would have considerable implications on major projects.
Council Member Pavot agrees that communication should have been better with this project but
stated that the Council did give City Engineer Kuno the approval to perform a full assessment.
City Engineer Kuno responded that moving forward he would like to prepare formal proposals for
any future projects that are estimated at over $5,000 to avoid these types of setbacks.
Mayor Rockvam asked if any of the current amount owed could be reduced.
City Engineer Kuno responded that he would attend all 2017 City staff meetings at no charge to
help reduce the City s overall engineering costs by approximately $2,500 in order to move this
project forward.
Council Member Hughes questioned how long it would be until the Council will see the final results
of the study.
City Engineer Kuno responded that it will take approximately another six to eight weeks to compile
the information and present a report and 20-year plan to the City Council.
The City Council consensus was to have City Engineer Kuno present a summary report of the asset
management study proposal during Item #10C of the January 17 City Council Regular Meeting so
that the study can move forward.
4. STREET LIGHT LED CONVERSION UPDATE
City Administrator Tolsma announced that the Xcel Energy -owned street lights in Spring Park are
going to be converted to LED in the Spring/Summer of 2017. This change will create more
uniform lighting in the City since all City -owned street lights were previously converted to LED. He
stated that no action is required by the Council.
5. COUNCIL PRIORITIES SPECIAL MEETING DISCUSSION
City Administrator Tolsma announced that the City Council will be having a visioning session in
late March or early April. This is an opportunity for the Council to let staff know what their
priorities are and what they would like to see accomplished in the near future. He encouraged the
Council to start gathering their ideas.
Mayor Rockvam discussed the plowing at the lift stations and parking lot and how it is not being
completed in the same manner as the previous Public Works Superintendent.
City Administrator Tolsma responded that while items may not be done in the same manner as the
previous superintendent, tasks are still being completed. He further stated that not every task or
item relating to Public Works could be listed in the contract with PeopleService. There was an
understanding that during the first year some items would surface and they would be handled as
needed.
Council Member Horton stated that PeopleService has been very open with the City Council and
staff giving direction and responding in a timely manner.
Council Member Hughes stated he would like the City to have current copies on file of all
applicable licenses for the new Public Works Director.
ADJOURNMENT
The meeting was adjourned by unanimous consent at 6:58 p.m.
Date Approved: February 6, 2017
Theresa Schyma, City Clerk
Dan Tolsma, City Administrator
SPRING PAWK
On Lake Minnetonka
CITY OF SPRING PARK
CITY COUNCIL MINUTES
JANUARY 17, 2017 — 7:00 PM
SPRING PARK CITY HALL
1. CALL TO ORDER - The meeting was called to order by Mayor Rockvam at 7:03 p.m.
Council Members Jerome P. Rockvam, Mayor; Pamela Horton; Gag Hughes; Catherine Kane
Present: Palen; and Megan Pavot.
Staff Present: Dan Tolsma, City Administrator; Mike Kuno, City Engineer; Nancy Beck,
City Attorney; and Theresa Schyma, City Clerk.
2. PLEDGE OF ALLEGIANCE - Mayor Rockvam led the audience in the Pledge of Allegiance.
3. ADOPT AGENDA — Council Member Hughes requested that the agenda be amended so that
Item #10C could include a report from City Engineer Kuno regarding the asset management plan
and related proposal.
M/Hughes, S/Pavot to adopt the agenda as amended.
Motion carried 5-0.
4. ADOPT CONSENT AGENDA
a. Regular City Council Meeting Minutes from January 3, 2017
b. Set Open Book Meeting Date for Wednesday, April 19, 2017 6:00 — 7:30 PM
M/Horton, S/Palen to adopt the Consent Agenda.
Motion carried 5-0.
5. PUBLIC FORUM - None.
6. PRESENTATIONS & GUEST SPEAKERS - None.
7. PUBLIC HEARINGS - None.
H. PETITIONS, REQUESTS, & APPLICATIONS - None.
9. ORDINANCES & RESOLUTIONS
a. Resolution 17-05: Municipal Recycling Grant
M/Hughes, S/Horton that the following resolution be adopted and that it be made part of these
minutes:
RESOLUTION NO. 17-05
RESOLUTION AUTHORIZING MUNICIPAL RECYCLING GRANT AGREEMENT
Motion carried 5-0. This resolution appears as Resolution No. 17-05.
b. Resolution 17-06: WeCAN Resolution of Support Resolution
M/Horton, S/Hughes that the following resolution be adopted and that it be made part of these
minutes:
RESOLUTION NO. 17-06
RESOLUTION RECOMMENDING CONTINUATION OF CDBG FUNDING OF
WESTERN COMMUNITIES ACTION NETWORK (WeCAN)
Motion carried 5-0. This resolution appears as Resolution No. 17-06
10. REPORTS OF OFFICERS AND COMMITTEES
a. Mayor & Council — Mayor Rockvam provided an update from the most recent Gillespie
Center Board Meeting. He further recommended that Shirley Bren, Spring Park resident, be the
new liaison to the Gillespie Center Board in place of himself.
M/Rockvam, S/Horton to approve Shirley Bren as the new 2017 City Council representative for
the Gillespie Center Board in place of Mayor Rockvam.
Motion carried 5-0.
Council Member Hughes provided an update from the most recent Lake Minnetonka Conservation
District (LMCD) meeting.
b. City Staff — None.
c. Contract Staff — City Engineer Kuno summarized the asset management plan and related
proposal. The asset management plan includes reviewing the condition of the City's existing
infrastructure and developing a plan for the City to rehab or replace infrastructure based on life
expectancy.
11. NEW BUSINESS & COMMUNICATIONS - None.
12. CLAIMS FOR PAYMENT
M/Horton, S/Pavot to approve all claims for payment.
Motion carried 5-0.
a. Purchase Order 17-01: Server Upgrade
M/Horton, S/Hughes to approve Purchase Order 17-01: Server Upgrade.
Motion carried 5-0.
13. UPCOMING MEETINGS & TRAINING
a. January 25 — LMCD — 6:00 PM
b. February 6 — City Council — 7:00 PM
c. February 8 — LMCD — 7:00 PM
d. February 8 — Planning Commission 7:00 PM
14. MISCELLANEOUS (INFORMATION ON=
a. MFD Press Release
b. MFD December Report
Council Member Hughes announced the Fire Commission Meeting on January 25 at 11 a.m.
15. ADJOURNMENT
M/Hughes, S/Palen to ad
joum the City Council Meeting at 7:21 p.m.
Motion carried 5-0.
Date Approved: February 6, 2017
Theresa Schyma, City Clerk
Dan Tolsma, City Administrator
% d
STAFF MEMO
SUBMITTAL OF 2017 PAY EQUITY REPORT
SPRING PARK
On Lake Minnetonka
BACKGROUND: The Local Government Pay Equity Act, Minnesota Statute § 471.991-
471.999 and Minnesota Rules, Chapter 3920 require local government jurisdictions to submit
a pay equity report to the State of Minnesota every three years. This report is compiled to
ensure equitable pay relationships between male and female employees. The City's last report
was filed in 2014.
The job evaluation and salary data for Spring Park were prepared using the State Job Match
System and the Minnesota Management and Budget salary formulas.
2. DISCUSSION: The preliminary results indicate that the City of Spring Park will continue to
be in compliance with the Minnesota Pay Equity Act. However, the State will analyze the
report and make an official determination. The City will accept the official findings and, if
necessary, come back to the City Council if adjustments are needed to achieve compliance.
Males Females Points Min Sal Max Sa Yrs S Exceptional S
Office Assistant/Account Clerk 0 1 141 3676.00 1 3676.00 1 10.00 1 Performance
City Clerk 1 0 1 1 228 4679.00 1 4679.00 1 1.00 Performance
City Administrator 1 1 1 0 483 7000.00 1 7000.00 1 6.00 Performance
3. RECOMMENDATION: Authorize the submittal of Spring Park's 2017 Pay Equity Report
to the Minnesota Management and Budget Department.
STAFF MEMO
AUTHORIZING FACSIMILE SIGNATURES
SPRING PARK
On Lake Minnetonka
1. BACKGROUND: Minnesota Statute § 47.41 permits the use of facsimile signatures by
statute in all cities. Any one or more of the required signatures may be facsimile and any
public officer who is authorized to sign may authorize the bank to honor instruments
bearing a facsimile of their signature.
2. DISCUSSION: As a formality the Council should adopt a resolution authorizing the use of
facsimile signatures by the Mayor and City Clerk on checks, drafts, warrants, vouchers, or
other orders by public funds deposited with the City's banks.
3. RECOMMENDATION: Approve a resolution authorizing the use of facsimile signatures
by public officials for payment of City claims.
CITY OF SPRING PARK
SPRING PARK, MINNESOTA
RESOLUTION 17-07
RESOLUTION AUTHORIZING FACSIMILIE SIGNATURES FOR PAYMENT
OF CITY CLAIMS
WHEREAS, Minnesota Statute 47.41 provides any public officer who is authorized to sign
orders on public funds on deposit in a depository bank to do so by an instrument bearing a
facsimile of that persor's signature, and
WHEREAS, the City of Spring Park must authorize any bank to honor such instrument, and
WHEREAS, any one or more or all of the signatures upon any such instrument may be
facsimile signatures, and
WHEREAS, those public officers with signatory powers in the City of Spring Park are the
offices of Mayor and City Clerk.
THEREFORE BE IT RESOLVED that the City of Spring Park authorizes the use of
facsimile signatures in accordance with City standards by the following officers: Mayor and
City Clerk.
AND BE IT FURTHER RESOLVED, that the Spring Park City Council authorizes the
officially designated bank(s) of the City of Spring Park, to honor any instrument bearing a
facsimile of any of these officers and to charge the same to the account upon which drawn, as
fully as though it bore a manually written signature. Instruments so honored shall be wholly
operative and binding in favor of the bank even if a facsimile signature may have been affixed
without the authority of such officer
ADOPTED by the City Council of the City of Spring Park this 6`' day of February 2017.
Approved:
Gary Hughes, Acting Mayor
Attest:
Theresa Schyma, City Clerk