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City Council Minutes 02-28-2000MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday, February 28, 2000 - 7 p.m. Members Present: Roger Belsaas, Roger Carlson, Clint Herbst, Brian Stumpf and Bruce Thielen. Members Absent: None Mayor Belsaas called the meeting to order at 7 p.m. and declared a quorum present. 2. Approve minutes of regular council meeting of February 14, 2000. CLINT HERBST MOVED TO APPROVE THE MINUTES OF THE REGULAR MEETING OF FEBRUARY 14, 2000 WITH THE CORRECTION TO PAGE 5, ITEM #11, WEST BRIDGE PARK LANDSCAPING STRUCTURE SHOULD BE IDENTIFIED AS A KEYSTONE TERRACED WALL. BRUCE THIELEN SECONDED THE MOTION. MOTION CARRIED WITH BRIAN STUMPF ABSTAINING. 3. Consideration of adding items to the agenda. Bruce Thielen requested that staff salaries, vacation and staff structuring for the Community Center be added to the agenda. 3A. Summary of closed meeting; held on February 17, 2000 at 5 p.m. Mayor Belsaas stated that the Council met in a closed session on February 17" to discuss the litigation involving the Gold Nugget Development, City of Monticello and the MOAA Board. The City will pursue obtaining additional insurance coverage for the City and the MOAA Board. City Administrator, Rick Wolfsteller, indicated that he had spoken to Franklin Denn, Township Chair and a representative on the MOAA Board and Mr. Denn felt the question of obtaining the insurance coverage should be discussed by the MOAA Board at their March 1St meeting. 4. Citizens comments/petitions, requests, and complaints. None Council Minutes - 2/28/00 S. Consent Agenda A. Consideration of waiving statutory liability limits for City insurance renewals. Recommendation: Move that the City of Monticello does not waive the monetary limits on tort liability established by Minnesota Statute 466.04. B. Consideration to review and accept EDA year end financial statement, activity report and 2000 proposed budget. Recommendation: Approve a motion to accept the EDA Balance Sheet, Statement of Revenues, Expenditures and Changes in Fund Balance, 2000 Cash Flow Projections and the Annual Activity Reports as presented. C. Consideration of approving modification to DMRF Guidelines. Recommendation: Approve a motion to modify the DMRF Guidelines as recommended by the EDA. D. Consideration of approving a joint resolution supporting annexation of Rolling Woods property. Recommendation: Move to adopt a joint resolution supporting annexation of the Rolling Woods subdivision contingent upon the developer requesting detachment from the City in the event the annexed area has public improvements on less than 50% of the annexed area at the end of the three years. E. Consideration of approving plans and specifications for ballfield lighting and authorizing advertisement for bids. Recommendation: Approve the plans and specifications and authorize advertisement for proposals for City Project No. 2000-01 C, Lighting of Two (2) Softball Fields. BRUCE THIELEN MOVED TO APPROVE ITEMS 5A -5E ON THE CONSENT AGENDA AS PRESENTED. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 6. Consideration of items removed from the consent agenda for discussion. None 7. Public Hearing - Chelsea Road West from Sandberg Road to 901h Street and consideration of authorizing preparation of plans and specifications. City Engineer, Bret Weiss made a presentation on the proposed improvements to Chelsea Road West and the improvements for Phase I of the Groveland Subdivision. The engineer reviewed the proposed street improvements, storm sewer construction and the improvements to two storm water ponds identified as the Olson pond and the dentist office pond. He also covered proposed sewer and watermain construction including construction of some trunk facilities which although included in the feasibility report would not be constructed until later. Bret Weiss reviewed each phase of the project: 1) Chelsea Road West (Sandberg Road to Street A); N Council Minutes - 2/28/00 2) Chelsea Road West (Street A to Street C) and 3) the residential streets within the Groveland development. The estimated cost for the improvement is $3,371,521.44. Bret Weiss stated that working out issues related to the right-of-way was one of the difficulties encountered on this project. It is proposed that the $89,000 the City incurred for right-of-way would be included as part of the project costs and assessed to the property owners proportionally with the developer of the Groveland property contributing $18,000. Bret Weiss explained the City's current storm sewer policy, the proposed assessment for developed properties and the trunk charges that would be collected when vacant properties developed. Bret Weiss addressed the issue raised by Milton Olson about the expansion of the pond by their property. Mr. Olson was concerned about the effect the pond expansion would have on the ground water level. Utility lines were installed in this area at what was then F above the ground water table. If the ground water level changes because of expansion to the pond there may be the possibility that the utility lines will be lower than the ground water table. If that is the case then dewatering of the area would have to be done before any work could be done on the utility lines. Bret Weiss stated that in his opinion this pond was not the only one driving the ground water table. Most of the water coming into the pond will be surface water, not ground water and will be outletted to another pond. Mr. Olson would like something in writing from the City stating that they would provide assistance in pumping the water level down if he needed to work on the utility lines. The Council indicated that while they were willing to assist the property owner with dewatering, if necessary, they were reluctant to commit future Councils to that obligation. Clint Herbst suggested that any dewatering costs could be assessed against the benefitting properties that contribute runoff to that pond. Bret Weiss also presented a preliminary assessment roll and briefly reviewed that. He explained the time line for the project noting that if plans and specifications were ordered they would be submitted to the Council at their first meeting in April. Mayor Belsaas opened the public hearing. Milton Olson spoke and expressed his concerns about the ponding area. He indicated that previously the ponding area had been dry at various times. He felt that with the expansion of the pond, water would be standing there all the time. For that reason he felt it was necessary to request assistance from the City should the water in that area become a problem, especially if he needed to work on the utility lines on his property. While he noted that water was not a problem in the past, it was not a certainty that would be the case in the future. Brian Stumpf indicated that he would like to see the City commit to assist the property owner and then the City could always decide if they wanted to assess the costs back. City Engineer, Bret Weiss will draft a letter to that effect. Warren Olson also questioned the left turn lane from TH 25 onto Chelsea Road and the problem that exists with the short distance there was to get into the right lane before turning onto Sandberg Road. He noted that as traffic increased this problem would be more noticeable. J Council Minutes - 2/28/00 John Michaelis of Gould Brothers Chevrolet Co. and Dean Carlson of D &D Bus Service, Inc. submitted a letter to be included as part of the hearing record that outlined their views on the proposed project. Jay Morrell questioned his proposed assessment for storm sewer. He questioned whether his property runoff entered into the storm sewer area. Bret Weiss indicated that although he did not have the storm water calculations with him, the map indicated that a portion of his property did drain into this area and he was proposed to be assessed for the portion that does drain to this area. Bret Weiss will check and verify the storm water calculations for this property. Mayor Belsaas then closed the public hearing. BRIAN STUMPF MOVED TO ADOPT THE RESOLUTION ORDERING PREPARATION OF PLANS AND SPECIFICATIONS FOR THE CONSTRUCTION OF CHELSEA ROAD WEST FROM SANDBERG ROAD TO 90TH STREET AND THE IMPROVEMENTS FOR PHASE I OF THE GROVELAND ADDITION CONTINGENT ON THE DEVELOPER PROVIDING A DEPOSIT EQUAL TO THE COST OF PREPARING PLANS AND SPECIFICATIONS WITH THE DEPOSIT TO BE REFUNDED TO THE DEVELOPER AT SUCH TIME THAT THE DEVELOPMENT AGREEMENT IS APPROVED AND THE PROJECT ORDERED. BRUCE THIELEN SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 8. Discussion on Council meeting attendance. Mayor Belsaas noted that there was some question on attendance at the meetings which was why this item was placed on the agenda. Bruce Thielen felt that it was important in order for the Council to be effective that all members be present. Brian Stumpf indicated that he had made it known to the City Administrator that he would not be present at the last meeting and the special meeting. He had indicated an alternate time that he could make the special meeting but the meeting was held on the original date. He stated that he had good attendance record and it was just circumstances and not a change in availability that made him unable to attend the previous meetings. 8A. Personnellssues. The Personnel Committee consisting of Roger Belsaas, Bruce Thielen and Rick Wolfsteller had met prior to the regular Council meeting and a number of items from the Personnel Committee were being brought before the Council for consideration. The Personnel Committee would like to see another salary survey done similar to the one that the League of Minnesota Cities had done for the City some time ago. It was also suggested that the City look at placing a cap on unused vacation and sick leave as there was concern about the amount of financial liability the City had as a result of the unused vacation/sick leave. It was also the recommendation of the Personnel Committee that the vacation time being increased to ten days 11 Council Minutes - 2/28/00 for years 0-5 of employment with 6-10 years being 15 days and one additional day for each year from year 11 on with a maximum of 22 days. There was discussion whether these proposed changes would apply to union personnel. It was noted that there was problem attracting applicants because of the vacation issue but there was also concern about changing the union contract at this time. BRUCE THIELEN MOVED TO AUTHORIZE CITY STAFF PREPARE A SALARY SURVEY, MAKE A RECOMMENDATION TO THE COUNCIL ON A CAP FOR SICK LEAVE AND VACATION AND CHANGE THE VACATION SCHEDULE AS FOLLOWS: 0-5 YEARS 10 DAYS 6-10 YEARS 15 DAYS 11+ YEARS 15 DAYS PLUS ONE ADDITIONAL DAY FOR EACH YEAR WITH A MAXIMUM OF 22 DAYS AND AUTHORIZE CITY ADMINISTRATOR AND PUBLIC WORKS DIRECTOR TO NEGOTIATE VACATION SCHEDULES FOR UNION STAFF AS NECESSARY. ROGER CARLSON SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 9. Approve payment of bills for February. BRUCE THIELEN MOVED TO APPROVE PAYMENT OF BILLS FOR FEBRUARY. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. The hours of operation for the Community Center was briefly discussed. Changes in the hours of operation are being proposed with the Community Center opening at 8 a.m. Monday -Friday, 9 a.m. on Saturday and 11 a.m. on Sunday. The staffing was discussed and it was suggested that in order to staff the building adequately there may need to be some modification to job descriptions and adding of a part-time employee. There is the realization that until a pattern of use is determined, the staff will have to be flexible in meeting the staffing needs for the facility. 10. Adjourn CLINT HERBST MOVED TO ADJOURN AT 8 P.M. AND BRUCE THIELEN SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary