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City Council Minutes 06-08-2020REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, June 8, 2020 — 6:30 p.m. Mississippi Room, Monticello Community Center Present: Mayor Brian Stumpf, Bill Fair, Charlotte Gabler, and Lloyd Hilgart Absent: Councilmember Davidson 1. General Business A. Call to Order & Pledge of Allegiance Mayor Stumpf called the meeting to order at 6:30 p.m. B. Approval of Agenda Councilmember Gabler added discussion on recycling carts and speed limit on local roads. Councilmember Hilgart moved approval of the agenda with the added items. Councilmember Gabler seconded the motion. Motion carried unanimously. C. Approval of Minutes Reiaular Meeting Minutes from May 26, 2020 Councilmember Hilgart moved approval of the meeting minutes from May 26, 2020. Councilmember Fair seconded the motion. Motion carried unanimously. D. Citizen Comments None. E. Council Liaison Updates • Planning Commission — Councilmember Gabler gave an update on the Planning Commission meeting that included three items — two public hearings and a simple subdivision agreement. • IEDC — Councilmember Hilgart noted that the group received an update on the Comprehensive Plan. • BCOL — Councilmember Fair commented that they did a walking tour of the county campground. F. Department Update • COVID-19 update. Jeff O'Neill provided an update on the latest COVID- 19 response. As part of the update Mr. O'Neill noted that the MCC is opening on June 10. There will be safety guidelines in place. Councilmember Gabler questioned the MCC opening in regard to how family membership is being addressed. Ann Mosack, MCC Director, responded that staff is in the process of addressing family membership and that now those 16 years and older can participate by appointment. Fees are being discussed. Membership will not be charged in June and may be adjusted for July depending on the next phase of opening. City Council Minutes —June 8, 2020 Page 1 14 • City Administrator Update. Jeff O'Neill provided an update on the following: 1. Rep. Marion O'Neill has organized a food drive for Minneapolis. There will be drop off areas in Monticello and items will be delivered to Buffalo on Wednesday, June 10. 2. The final purchase for the fire ladder truck ($1.2M) will be in the next meetings check batch. 3. The Coalition of Utility Cities quarterly meeting is scheduled for Wednesday, June 24 via Zoom. • CMRP Update — Community Development Director gave a short presentation on the status of the committee, including an update on members, planning project consultant Planning NEXT, communication protocols, surveys, and Framework 2030. • Construction Update — Matt Leonard noted the following construction updates: finishing punch lists on last year's projects — Phase I of BCOL project, Walnut Street, and 2018 Pedestrian Improvements. 2. Consent Agenda: Councilmember Gabler moved approval of the Consent Agenda excluding item G. Councilmember Hilgart seconded the motion. Motion carried unanimously. A. Consideration of approving the payment of bills. Recommendation: Approved the bill and purchase card registers for a total amount of $541,024.97. B. Consideration of approving new hires/departures. Recommendation: Approved the hires for Parks Department and departures for MCC. C. Consideration of approving the sale/disposal of surplus city property. Recommendation: No report this cycle. D. Consideration of adopting Resolution 2020-45 accepting donations of $609.40 from Stearns County and $100 Women of Today for Fire Department general use and donations from Cargill of $10,000 for Fire Department SRU/Hazmat training and $1,000 for Parks Department plantings along Broadway. Recommendation: Resolution accepting the donation was approved. E. Consideration of approving annual liquor license renewals for 2020-21. Recommendation: Liquor license applications were approved pending approval by the State of Minnesota. F. Consideration of approving a new massage license for Balanced Elements, located in Fitness Evolution, 133 Sandberg Rd. Recommendation: Massage license was approved. G. Consideration of approving amended Purchasing Policy with revisions to the change order process and city's technology resources. Recommended: ITEM WAS REMOVED FROM THE CONSENT AGENDA. H. Consideration of adopting Resolution 2020-46 approving the issuance of General Obligation Bonds, Series 2020A. Recommendation: Adopted Resolution 2020- 46 issuance General Obligation Bonds, Series 2020A. City Council Minutes —June 8, 2020 Page 2 14 I. Consideration of approving pathway micro -surfacing improvements in Groveland Addition. Recommendation: Approved the improvements and contract with MP Asphalt in the amount of $38,000. J. Consideration of approving a request for Conditional Use Permit for an approximately 432 square foot addition for a residential attached Accessory Use Structure — Major in an R-1 (Single -Family Residence) District. Applicant: Joseph Michael Osborn. Recommendation: Approved the Conditional Use Permit to allow an attached garage that exceeds the footprint of the principal home, as proposed in the application of May 5, 2020, based on the findings in Resolution PC -2020-017 and contingent on compliance with those conditions specified in Exhibit Z. 2A. Consideration of items removed from the consent agenda for discussion G. Consideration of approving amended Purchasing Policy with revisions to the change order process and city's technology resources. Councilmember Gabler removed the item and expressed concern that change orders less than 10% of contract amount or $100,000 would not need Council approval. Mayor Stumpf concurred and added that in in addition to getting approval from City Administrator, Finance Director, and City Engineer/Public Works Director, approval should also be signed off by the Mayor or a Councilmember. There was some discussion on the Council in regard to the importance of having the information and being stewards of city funds. City Administrator Jeff O'Neill commented that this change orders would only be approved if there was a time constraint and the project needed to move forward. Matt Leonard, City Engineer concurred, and added that this process has already taken place in some instances but would like to have it formal in the policy. Councilmember Gabler moved approval of the amended Purchasing Policy with the. amendment that the Mayor (or designee) be added to the signature line for the change order. Councilmember Fair seconded the motion. Motion carried unanimously. 4. Regular Agenda: A. Consideration of approving final payment with HR Green for $11,500 for the Vactor Sewer Dump Station and Hizh Strength Waste Feasibility Study Matt Leonard provided a brief overview. Minimal discussion occurred. Councilmember Hilgart moved approval of the final payment. Councilmember Fair seconded the motion. Motion carried unanimously. B. Consideration of approving Change Order #I for additional paving at the Bertram Chain of Lakes Athletic Complex in the amount of $45,000 Matt Leonard gave a brief overview and noted that the representatives of the BCOL Advisory Council would like the paving limits of the Briarwood Avenue Turn Lane Project to be extended into BCOL Athletic Complex. Staff had been discussing this item for few weeks, however, it was added to the project due to COVID-19 pandemic. City Council Minutes — June 8, 2020 Page 3 14 Councilmember Fair noted that he asked that this be placed on the agenda. There was some discussion about the drive into BOOL. Tom Pawelk, Parks Director, displayed the area that would be paved, approximately 1300 feet. The extension would incorporate paving the main access road from Briarwood Avenue east to the pump house for the water re -use pond. Councilmember Fair moved approval of the Change Order. Councilmember Hilgart seconded the item. Motion carried unanimously. 5. Add -On Item: • Councilmember Gabler requested discussion on these items: Recvclinp- Carts — Councilmember Gabler questioned whether larger recycling binds could be obtained. Staff responded that there is a larger container and residents should contact Advanced Disposal. Speed Limits — Councilmember Gabler commented on the speed limit on local roadways and whether the city could review the possibility of lowering city roads from 30 to 25. Matt Leonard responded that State Statute allows cities to lower local roadways to 25. All other arterial and connector roads must be signed. There was a consensus that this be looked at. Mayor Stumpf also requested that the speed trailer be moved around the city. 5. Adiournment: By consensus, the meeting was adjourned at 7:33 p.m. Recorder: Jennifer Schreiber Approved: Attest: JOV City Administrator City Council Minutes —June 8, 2020 Page 4 14