SUNFISH LAKE CITY COUNCIL MEETING – JULY 11, 2023

SUNFISH LAKE CITY COUNCIL MEETING

Tuesday, July 11, 2023

First Calvary Baptist Church – 5495 S Robert Trail

7:00 P.M.

 

 

Attendants:

Mayor:                              Dan O’Leary

Councilmembers:           Steven Bulach, Mike Hovey, Shari Hansen and Shannon Nelson

City Attorney:                  Timothy Kuntz

City Forester:                   Jim Nayes

Police Chief:                     Brian Sturgeon

City Engineer:                  Jeff Sandberg

City Planner:                    Kim Lindquist

City Clerk:                         Christy Wilcox

City Treasurer:                Ann Lanoue

 

 

  1. Call to Order

 

  1. Approve Agenda

 

              Mayor O’Leary asked if there were any additions or corrections to the agenda. Mayor O’Leary asked to add item 8c – consider the use of funds that were designated for the City Clerk conference and to use the funds for software.

             

              Councilmember Bulach moved to adopt the agenda, seconded by Councilmember Hovey.  Motion carried (5-0).

 

  1. Consent Agenda

 

              Moved by Councilmember Hansen, seconded by Councilmember Bulach to approve the consent agenda.  Motion carried (5-0).

 

  1. Approve Regular Minutes of June 6, 2023
  2. List of Bills
  3. Monthly Financial Statements
  4. Receive Building Inspection Report
  5. Receive City Forester Report
  6. Receive Public Safety Report
  7. Call for a Special Meeting to discuss the 2024 Budget to be held at 6:00 p.m. on Tuesday, August 1, 2023

 

  1. Comments from the Public

 

  • There were no comments from the Public

 

 

 

  1. Public Hearing/Presentations

              There were no public hearings or presentations.

 

  1. Planner’s Report:

 

  1. 2144 Charlton Road – Minor Site Plan and Variance request by property owner John Prange.

 

Planner Lindquist referred to the report dated July 11, 2023, as well as the presentation packet that was distributed this evening.  The property is zoned R-1 Single Family Residential and is located in the Shoreland Overlay District and the land use is Rural Residential.

 

The addition is less than 1,000 square feet and only requires a Minor Site Plan approval but they are requesting a 30 feet – 1 inch Variance to the 50 foot side yard building setback. 

 

Existing Conditions

 

  • Existing two stall garage attached to the home
  • Existing garage setback to northeast property line approximately 33 feet 1 inch – requirement is 50 feet
  • The existing home does not meet the 200-foot setback to the OHWM required in the Shoreland Overlay, but is grandfathered in at this location
  • There is a well immediately west of the existing garage, as well as the septic field

 

PROPOSAL

 

  • New 389 square foot third stall addition
  • Existing driveway remains with small driveway addition to access the new third stall
  • New garage setback of 19 feet 11 inches (variance of 30 feet 1 inch)
  • Impervious Surface of 10.8% which meets code
  • Building Coverage of 4.1%
  • Only tree impacted could be a 30-inch oak tree adjacent to the garage but they are working with a tree care specialist to hopefully save the tree during the construction
  • DNR Area Hydrologist was notified with no comments

 

 

The Planner went over the Variance/Practice difficulty criteria and staff’s rationale for recommending approval.

 

Staff is recommending approval of the Minor Site and Building Plan Review and Variance subject to five (5) conditions as listed in the proposed resolution.

 

Moved by Councilmember Nelson to adopt Resolution No. 23-19, RESOLUTION APPROVING A MINOR SITE AND BUILDING PLAN REVIEW AND VARIANCE FOR THE PROPERTY AT 2144 CHARLTON ROAD, SUNFISH LAKE, DAKOTA COUNTY, MINNESOTA, seconded by Bulach.  Motion carried (5-0).

 

 

 

Planning Report:

 

  • 114 Salem Church Road: M & M Home Contractors have submitted a land use application/fee/escrow for major site and building plan review for a new home on this property.  The property is currently vacant.  The application has been deemed incomplete due to incomplete plan submittal.
  • 2570 Delaware: The homeowners have been in contact with staff in preparation for the addition of an underground pool/golf greens on this property.  No application has been made at this time, but it is expected that this project would require major site and building plan approval as well as a conditional use permit.  Staff will continue to correspond with the contractors and homeowners to ensure a complete application is submitted.
  • 116 Salem Church Road: At the June City Council meeting the property owners at this address expressed their desire to obtain a front yard variance for a home addition.  The property owners have made contact regarding this application and are currently gathering information for a complete application submittal.
  • Ordinance Updates: Several chapters have been redlined and the Mayor and City Planner will be meeting to discuss the proposed ordinance changes.       

 

 

  1. Engineer’s Report:

 

  • Building and Site Reviews in the Month of April

 

  1. 114 Salem Church Road: Staff received a second submission and is performing another review for completeness.  It is expected that this application will be in front of the Planning Commission and City Council later this summer.
  2. 10 Acorn: Staff has received a wetland report but is still waiting on the complete application submission.
  3. 2144 Charlton Road: This application has been deemed completed from an engineering perspective.
  4. 205 Salem Church Road: Staff coordinated the site erosion controls inspection required prior to project start.
  5. 410 Salem Church Road: Staff coordinated the site erosion controls inspection prior to project start.
  6. 11 Salem Lane: Staff coordinated the site erosion controls inspection prior to project start.

 

  • Public Works Activities Undertaken in the Month of April

 

  1. No Solicitation Signage: Staff coordinated installation of the signage in the agreed-upon locations.
  2. Staff performed a number of site inspections for erosion controls. Several properties were alerted that their erosion controls were deficient, and staff is working with the contractors to get the properties into compliance.

 

 

 

 

  • Anticipated Engineering/Public Works Activities for the Month of July

 

  1. 2024 Budget: Staff initiated the budgeting process for 2024.  A refined draft of the budget is expected for the August City Council meeting.

 

 

  1. New/Other Business
  2. Discuss the use of American Rescue Plan Act (ARPA) Funds for purchase of TRAKit Software for Permit and Building Inspections.

 

              Mayor O’Leary discussed the use of up to $38,160 for the purchase of software (TRAKit) used for building permits in the City of West St. Paul.  The Auditors confirmed that this purchase is an appropriate use of these funds.   Mayor O’Leary also contacted Ehlers and Associates and they were in agreement that utilizing the ARPA funds for the conversion and software is appropriate.

 

              Moved by Mayor O’Leary to utilize the American Rescue Plan Act (ARPA) Funds for the purchase of TRAKit software for the conversion and implementation of the building permit software for the City of Sunfish Lake, seconded by Councilmember Hansen.  Motion carried (5-0).

 

  1. Discuss the use of American Rescue Plan Act (ARPA) Funds for the purchase of Scanner, Document Scanning Software and Laptop for City Clerk to digitally secure, scan and organize files.

 

              Mayor O’Leary discussed the need to digitize the City records and the ability of using ARPA funds for this process.  Mayor O’Leary did confirm with the Auditors and Ehlers that the use of ARPA funds for this project is also appropriate.  City Clerk Wilcox stated that she will obtain quotes for having an outside company or temporary staff to perform scanning as well as the different types of scanners and will come back with a recommendation.  This process will take a few months to gather the information and the number of files and documents that need to be scanned.

 

              Moved by Councilmember Bulach to agree in principal to use ARPA funds for the purchase of a scanner, document scanning software and laptop to digitally secure, scan and organize City documents and investigate the best option and come back to the City Council for consideration, seconded by Mayor O’Leary.  Motion carried (5-0).

 

  1. Discuss utilizing existing funds for Microsoft Software

 

Mayor O’Leary explained that there will be unused funds in the City Clerk’s budget that were to be used for conferences/training.  Staff is recommending that these funds be used to purchase software that the City Clerk will need to perform her duties such as Microsoft products and Adobe.

 

Mayor O’Leary moved to utilize existing funds in the City Clerk’s Budget for purchase of software to perform the duties of City Clerk, seconded by Councilmember Hovey.  Motion carried (5-0).

 

 

 

 

 

OTHER MATTERS:

 

  • Question was raised as to when the audit will be completed. Mayor O’Leary stated that he spoke with the auditors and they are generally finished with the audit and have started working on the escrows.

 

 

  • The City Attorney asked if the special meeting should be earlier than 6:00.

Moved by Bulach, that the Special Meeting of August 1, 2023, begin at 5:00 p.m., seconded by Mayor O’Leary.  Motion carried (5-0).

 

  1. Adjournment

              Mayor O’Leary adjourned the meeting at 7:40 p.m.

 

 

­­­­­­­­­­­­­­­­­­­­­­­­­­­_________________________________                     ___________________________________

Christy Wilcox, City Clerk                                                        Dan O’Leary, Mayor