PROCEEDINGS OF

March 10, 2009

The regular meeting of the Staples City Council was called to order by Mayor Etzler at 7:00 p.m. on Tuesday, March 10, 2009 at the Staples Government Center. Present were Mayor Etzler, City Council Members Carlson, Einerwold, Flaten, Miles, Quance and Schmieg. Also present were City Administrator Mathews, City Clerk Lindaman, Public Works Director Klein, Community Development Director Nelsen, Parks and Recreation Director Grondahl and other interested persons.

It was moved by Quance and seconded by Miles to approve the agenda as presented. Carlson, Einerwold, Etzler, Flaten, Miles, Quance and Schmieg voted yes. None voted no. Carried.

It was moved by Miles and seconded by Quance to approve the consent calendar items consisting of the minutes from the previous meeting and payment of the bills presented. Carlson, Einerwold, Etzler, Flaten, Miles, Quance and Schmieg voted yes. None voted no. Carried.

Brent Dammann from Widseth Smith Nolting reviewed a proposed final floor plan, site plan, and schematic design renderings for a new library and City Hall building. Mr. Dammann also reviewed the timeline and bid process for the project. Council Member Carlson expressed concerns about reductions in state aid and increases to the tax levy, including debt service requirements for a new building. Council Member Carlson felt that a comparison should be done of the operating costs between the existing building and a new building. City Administrator Mathews noted estimated debt service requirements for a new building and options for the existing building (demolish and convert land to residential use, demolish and use land for the location of a new water tower, or convey the building and land to Lakewood Health System). Council concerns were expressed about the condition of the existing building and support was expressed for moving forward with a new building project. It was moved by Quance and seconded by Schmieg to approve the plans and authorize advertising for bids. Carlson, Einerwold, Etzler, Flaten, Miles, Quance and Schmieg voted yes. None voted no. Carried.

It was moved by Carlson and seconded by Miles to accept a zero dollar conveyance of property from MNDOT located between 8th and 9th Streets Northeast and Wright Avenue and Highway 10 for use as a Veteran's Memorial Park. Carlson, Einerwold, Etzler, Flaten, Miles, Quance and Schmieg voted yes. None voted no. Carried.

It was moved by Quance and seconded by Einerwold to introduce Resolution No.1465 authorizing the Green Committee to submit a grant application to the Staples Community Foundation requesting funding to promote and advance "green" initiatives. Carlson, Einerwold, Etzler, Flaten, Miles, Quance and Schmieg voted yes. None voted no. Carried

City Administrator Mathews reported on the negotiations with surrounding townships regarding renewal of the three year Fire Service Contracts. The townships have expressed concerns about increasing fees and have been evaluating alternative methods that may be used as a basis on which to determine the fees. Since additional time is needed by the city and townships to evaluate alternatives, it is recommended that the current contracts be extended one year. It was moved by Quance and seconded by Miles to extend the Township Fire Service Contracts one year at the same fees paid in 2008. Carlson, Einerwold, Etzler, Flaten, Miles, Quance and Schmieg voted yes. None voted no. Carried

Public Works Director Klein reviewed the minutes of the March 2, 2009 Public Works Commission meeting, including a recommendation to amend the utility deposit policy and deposit amount. Director Klein noted that the existing policy enumerates the customers that are required to have a deposit (primarily non owners), whereas the proposed policy applies to all customers. The proposed policy does however state that "The City of Staples may require the customer to make an initial deposit …". Director Klein also noted that the proposed policy includes some changes made after the Public Works Commission meeting. It was moved by Carlson and seconded by Miles to refer the proposed policy back to the Public Works Commission for review of the changes made after the last Commission meeting and to consider mandating a deposit. Carlson, Einerwold, Etzler, Flaten, Miles, Quance and Schmieg voted yes. None voted no. Carried.

Council Member Einerwold reviewed the minutes of the February 25, 2009 Green Committee meeting.

City Administrator Mathews updated the Council on various projects and activities.

Council Member Quance expressed concerns about the condition of the Community Center roof and requested the roof be permanently fixed or the subject be placed on the Council agenda for consideration. City Administrator Mathews reported that the condition of the roof is being assessed.

Council Member Einerwold expressed concerns about the dog and cat licensing regulations and license fees. It was the consensus of the Council to place the subject on the Council Agenda for discussion and public input.

It was moved by Miles and seconded by Einerwold to adjourn the meeting at 8:50 p.m. Carlson, Einerwold, Etzler, Flaten, Miles, Quance and Schmieg voted yes. None voted no. Carried.

Approved: Chris Etzler, Mayor

Attest: Phil Lindaman, City Clerk

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