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City Council Minutes 05-13-1985MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL May 13, 1985 - 7:30 P. M. Members present: Mayor Arve Grimsmo, Fran Fair, Bill Fair, Jack Maxwell, Dan Blonigen. 1. Call to Order. 2. Approval of Minutes. Motion was made by Bill Fair, seconded by Maxwell, and unanimously carried to approve the minutes of the regular meeting held April 22, 1985. 4. Consideration of Awarding Contract for City Hall Roof Repair Project. Two bids were received and opened on Thursday, May 9, on the city hall roof replacement project. The bids for the complete replacement of the city hall roof were as follows: Patton Roofing Company, Inc. $43,385.00 Fullerton Lumber Co. of Mpls. $36,160.00 The original estimate for the roof repair was estimated to cost between $24,000 to $28,000, and as a result of the high bids, it was the recommendation of the Building Inspector that the city reject the two bids received and review alternatives such as re -bidding or the city becoming the general contractor and bidding for labor only. Motion was made by Blonigen, seconded by Bill Fair and unanimously carried to reject all bids received on the city hall roof replacement project and to direct the building inspector to review alternative actions available to the city. 5. Consideration of Authorizing the Mayor to Approach the Town Board Concerning Certain Annexation, and Ordering Professional Consultants to Commence Annexation Investigation. With the expiration of the original ten year agreement between the Township and the City regarding annexation, some recent discussions have taken place between the Mayor and the Chairman of the Town Board concerning the future course of the en- tities involving the Orderly Annexation Area. The OAA area is continually seeing development occur, primarily residential, and it was felt that the city is rapidly approaching the time where a decision should be made concerning the annexation of this area into the city to provide for orderly development that would be suitable with the city's Comprehensive Plans. -1- Council Minutes - May 13, 1985 Additionally, the city is reviewing the possibility of constructing a water reservoir which is currently being proposed to be located in the OAA area and as a result the time for considering annexation appears imminent. Mayor Grimsmo and Councilman Blonigen felt that with the existing development that is occurring in the OAA area, the city should begin discussions on annexation of this area to help control and regulate residential lot sizes, etc. in order to provide for future utility expansion. Mr. John Sandberg, partner in the Tyler East residential sub -division in the OAA area and also majority owner of the Halliger tree farm property adjacent to the city limits, submitted a letter to the council indicating support for annexation. After further discussion, motion was made by Fran Fair, seconded by Bill Fair, and unanimously carried to authorize the Mayor to approach the Town Board concerning annexation of the OAA area into the city and also authorize the city's professional consultants: consisting of city engineer and city planner to begin the analysis of the area to be con- sidered for annexation. 6. Consideration of Change Order #3 on the County Road 75 Project. As part of the County Road 75 project, approximately 19 man holes were to be removed during construction and re -set in concrete. In order to facilitate easier readjustment of man hole covers at a later date, it was recommended by the Public Works Director that the city install new adjustable man hole castings to replace the old castings which were set in concrete. The cost of the castings is approximately $200 each which the city would purchase separately, but an additional change order would be required for $75 installation for each man hole with Buffalo Bituminous, the contractor. Motion was made by Maxwell, seconded by Fair, and unanimously carried to approve change order #3 on the County Road 75 project with Buffalo Bituminous in the amount of $1,425.00 for the estimated 19 man hole castings to be installed. 7. Consideration of Force Main on Chestnut Street from 3rd Street through Broadway. During the major 77-3 Street Project, Chestnut Street between River Street and Broadway was left unfinished to allow for the future construction of a 10" force main that would connect the lift station with the anticipated interceptor sewer line south of Broadway. Because of the current Broadway re -paving project, it was recommended by the Public Works Director that the the city consider installing that segment of force main -2- Council Minutes - 5/13/85 under Broadway at the present time while the street is torn up to eliminate cutting up the pavement at a later date. The Public Works Director has negotiated a price from LaTour Construction of Maple Lake to install the force main at a price of $4,860.00 for equipment and labor. The city would purchase the necessary pipe and fittings at a cost of ap- proximately $4,900.00 making the total project $9,487.00. Motion was made by Bill Fair, seconded by Dan Blonigen and unanimously carried to authorize entering into a contract with LaTour Construction of Maple Lake to install the small section of force main under Broadway in the amount of $4,860.00 and to authorize the purchase of materials necessary estimated at $4,924.00. 8. Consideration of Authorizing Increasing Payment to Corrow Sanitation to Off -Set New Landfill Taxes. Representatives of Corrow Sanitation, the city's garbage contract hauler, approached the council requesting a rate increase to off -set the cost of the newly enacted land fill tax which Wright County recently imposed at 90t per cubic yard of municipal refuse. In addition to the 90t per yard tax, Corrow Sanitation requested an additional 60�_ per cubic yard because of increased land fill dumping charges that have occurred over the past year and one half. The average monthly cubic yards hauled from the city of Monticello to the land fills was estimated at 720, which would result in a total monthly increase of $1,080. Although the estimated 720 cubic yards a month was accumulated by using past records, considerable discussion was held by the council concerning future monthly records that would establish a more accurate monthly total, especially since the city is considering establishing a compost site which may eliminate some yardage from leaves, etc. It was noted by the City Administrator that the agenda item before the council was intended to deal strictly with increased cost imposed by Wright County as a tax which was only 90( per cubic yard, and suggested that if additional increases were to be considered, a complete renegotiation of the contract would be preferrable. Although various methods were discussed regarding how to accurately determine Corrow Sanitation's increase in cost, it was the general consensus of the Council the $1,080 a month increase would be granted for a six month period of time which would enable the council at that time to review records to indicate whether the increase granted was excessive or not. As a result, motion was made by Fran Fair, seconded by Bill Fair and unanimously carried to grant Corrow Sanitation an increase of $1,080 or $1.50 per estimated cubic yard hauled per month for a six month period of time at which time the records will be reviewed in regard to tonnage hauled and possible renegotiations of their existing contract with the city. -3- Council Minutes - 5/13/85 9. Consideration of Authorizing the Acquisition of a New Photocopying Machine for City Hall. Recently, the city staff has been evaluating two copy machines from area vendors which included a Savin 7035 and a Ricoh 5070. The Savin photo copier is supplied by Marco Business Products of St. Cloud and the Ricoh machine is supplied by Metro Sales of Minneapolis, The machines are similar in design and capabilities and actually the Savin is made by Ricoh. The cost comparison was presented to the council on both machines under three options which included outright purchase, a three year lease at which time the city would own the machine for one dollar extra and one year rental agreements. Cost -wise, the machines were very close in price, with the Ricoh machine being cheaper to rent, but if purchased, the Savin would be slightly cheaper with an annual maintenance agreement than the Ricoh model. Due to the relatively short life span of copying machines, the city normally in the past has only gotten three to four years use out of these machines before major problems arise. It is recommended by the staff that the city consider renting the Ricoh machine from Metro Sales at a monthly cost of $430.79, which would include all the supplies necessary. Outright purchase of the Ricoh machine with a maintenance agreement would total $9,838.00 versus the Savin purchase price with maintenance agreement of $9,796.00. Since the past practice has been for the city hall copy machine to be shifted to other various departments, such as public works, wastewater treatment plant or senior citizens center after large volume copying is no longer economical, it was the council's consensus they should continue to purchase outright a new copying machine, thus allowing for future filtering of the machines to other departments with lesser usage requirements. A rental agreement would not provide this option for the city. Motion made by Maxwell, seconded by Blonigen and unanimously carried to authorize purchase of a Savin 7035 copy machine from Marco Business Products at a cost of $9,046.31 with a maintenance agreement totaling approximately $750.00 annually. 10. Review of 1st Quarter Liquor Store Financial Statements. Mr. Mark Irmiter, manager of the municipal off -sale liquor store, was present and reviewed with the council the 1st quarter liquor financial statements for 1985. Mr. Irmiter noted that the sales and resulting gross profit had decreased slightly from 1984 1st quarter figures. A short discussion was held regarding the pricing policies that may have resulted in the lower gross profit percentages which Mr. Irmiter felt were due to increasing consumption of loss leader items. 4 Council Minutes - 5/13/85 After reviewing the statements, the report was accepted as presented. 11. Additional Department Head Quarterly Reports. The following department heads were present and discussed with the council quarterly progress reports. Karen Hanson, Senior Citizen Director Mike Melstad, YMCA Coordinator Gary Anderson, Building Inspector Allen Pelvit, Economic Development Director Officer Lindell, Wright County Sheriff Dept. John Simola, Public Works Director Richard Wolfsteller, Finance Director After discussion with each department head, the reports were accepted. rfIr Rick Wolfste �'er Assistant Administrator -5-