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City Council Minutes 04-12-2021REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, April 12,.2021 — 6:30 p.m. Mississippi Room, Monticello Community Center Present: Lloyd Hilgart, Jim Davidson, Charlotte Gabler, Brian Hudgins, and Sam Murdoff Absent: None 1. General Business A. Call to Order & Pledge of Allegiance Mayor Hilgart called the meeting to order at 6:30 p.m. B. Approval of Agenda Councilmember Gabler moved approval of the agenda. Councilmember Davidson seconded the motion. Motion carried unanimously. C. Approval of Meeting Minutes • Special Meeting Minutes from March 22, 2021 • Regular Meeting Minutes from March 22, 2021 Councilmember Gabler moved approval of both sets of minutes. Councilmember Hudgins seconded the motion. Motion carried unanimously. D. Citizen Comments Veronica Moring, 4373 Harvest Court; Ms. Warren had a question regarding discounts at the MCC for military. Staff was directed to review a proposal for military discounts. E. Public Service Announcements • Spring Hydrant Flushing • Spring Leaf Pick -Up F. Council Liaison Updates • EDA — Councilmember Davidson noted that the EDA discussed the Rivertown TIF project. • CMRP —Angela Schumann stated that the CMRP met in a workshop at the end of March to talk about the groups purpose and goals. • Parks, Arts, and Recreation Commission — Councilmember Murdoff provided an update. The commission received an update on Haven Ridge 2nd Addition, park and restroom building design, and discussed the vision of Parks and Recreation department moving forward. • BCOL — Councilmember Davidson noted that the group discussed the joint powers agreements and suggested minor changes, campground opening, trail improvements and connections, and reviewed City Council Minutes April 12, 2021 Page 1 1 6 programs and events, discussed nature -based programs with the school, regional park branding, and reviewed annual financial reports. • Planning Commission — Councilmember Gabler stated that commission had a public hearing on a self -storage project and approved their 2021 Planning Commission Workplan. • IEDC — Councilmember Hudgins noted that the IEDC received a presentation from the Wright County Tech Center, received an update from Mike Carr, HS Principal, and reviewed prospect list and projects. F. Department Update • DMV Relocation Update — Sarah Rathlisberger, Finance Director, updated the City Council on relocating the DMV to the Prairie Center. The City is proposing to use Krause Anderson as a general contractor through Sourcewell. They will assist with the project bidding or quote process to ensure competitive pricing. 2. Consent Agenda: Councilmember Gabler moved approval of the Consent Agenda with moving 2J to the Regular Agenda and removal of 2M for discussion. Councilmember Murdoff 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 $2,523,708.83. B. Consideration of approving new hires and departures for city departments. Recommendation: Approved the hires for MCC and DMV and terminations of MCC, Streets, and Parks. C. Consideration of approving the sale/disposal of surplus city property. Recommendation: No report this cycle. D. Consideration of adopting Resolution 2021-26 accepting donations from Monticello Lions Club and Monticello Covenant Church for the Fire Department, a donation from Monticello Lions for Music on the Mississippi and donation from TDS for various community events. Recommendation: Resolution accepting donations was approved. E. Consideration of waiving 2021-2022 on -sale liquor license fees. Recommendation: Approved waiving the 2021-2022 on -sale liquor license fees. F. Consideration of approving two charitable gambling permits for the Church of St. Henry for their fall festival on August 29, 2021 and bingo at Little Mountain Elementary on September 19, 2021. Recommendation: Gambling permits were approved. G. Consideration of approving a special event permit application and allowing the use of the city commuter parking lot and related assistance for a recycling event on April 24, 2021. Applicant: Jason Warehime, Metro Appliance Recycling. City Council Minutes April 12, 2021 Page 2 1 6 Recommendation: Special event permit was approved, including waiving of permit fee. H. Consideration of approving a special event permit application allowing the use of Ellison Park, West Bridge Park, Pioneer Park, core public right of way, Community Center parking lot and related assistance in conjunction with the annual Riverfest celebration on July 8-11, 2021. Recommendation: Riverfest special event permit including City staff assistance and allowance of City parks, contingent on continued site plan and traffic control coordination with Public Works and the Wright County Sheriff's Office and lot closure signage and prior notification in coordination with the Street Superintendent as needed, and the review and approval of a COVID-19 Preparedness Plan. I. Consideration of adopting Ordinance 758 amending the fee schedule to add Monticello Community Center fee. Recommendation: Ordinance 758 was adopted. J. Consideration of authorizing HR Green to update the Comprehensive Water System Plan for a total cost of $17,500. Recommendation: Item was removed from the Consent Agenda and added to Regular Agenda. K. Consideration of granting highway easements to Wright County for the CR 118/Fenning Avenue Reconstruction project. Recommendation: Easements for the CR 118/1'enning Avenue Reconstruction project were approved. L. Consideration of waiving a $50 application fee for temporary use permit. Applicant: Cargill Kitchen Solutions. Recommendation: Approved waiving the fee for the temporary use permit. M. Consideration of approving an amendment to the Joint Powers Agreement and Operating Memorandum between the County of Wright and the City of Monticello for the Bertram Chain of Lakes Regional Park and Bylaws of the Bertram Chain of Lakes Advisory Council. Recommendation: ITEM WAS REMOVED FROM THE CONSENT AGENDA. N. Consideration of approving an assignment of the Development Contract for Featherstone 5th Addition from Gold Nugget Development to Novak -Fleck Incorporated. Recommendation: Assignment was approved for the Featherstone 5th Addition. 2A. Consideration of items removed from the consent agenda for discussion M. Consideration of approving an amendment to the Joint Powers Agreement and Operating Memorandum between the County of Wright and the City of Monticello for the Bertram Chain of Lakes Regional Park and Bylaws of the Bertram Chain of Lakes Advisory Council. Angela Schumann noted the following amendment: City Council Minutes April 12, 2021 Page 3 1 6 Section 1. Meetings of the Advisory Council are to be held in conformance with the Minnesota Open Meetings Act. Meetings shall be held on the first Friday of January, March, May, July, September, November, beginning at 8 a.m. or at such other dates and times as set by its regular schedule or upon special notice in accordance with law. in the r eneFal public Councilmember Gabler moved approval of changes noted above by City Attorney. Councilmember Murdoff seconded the motion. Motion carried unanimously. 4. Regular Agenda: A. Consideration of a request to waive requirement to provide on-site parking for a restaurant/bar and to waive contribution to the Downtown Parking fund in the amount of $4,500. Applicant: Shanneek Fackrell Angela Schumann provided an update on the item that was tabled at the March 221 2021 meeting. Ms. Schumann noted that after further review of available parking opportunity, it was concluded that there exists room to accommodate eight stalls on site, which is the required number. Staff recommended that the property owner verify that no private cross -parking easement limits parking within the noted area. However, if the public parking easement is not submitted and/or a private easement is found to limit the available on-site to meet the eight -stall requirement, staff continued to recommend payment of $4,500 into the Parking Fund. Councilmember Gabler moved to adopt Resolution 2021-25 approving a waiver of the required off-street parking requirements in recognition of payment of a per -space parking fee for Lots 9 and 10, Block 35, Original Plat of Monticello, 124 West Broadway, pending that the applicant verify that no private cross - parking easement limits parking with the noted area. Councilmember Davidson seconded the motion. Motion carried unanimously. B. Consideration of authorizing Bolton and Menk, Inc. to update the comprehensive sanitary sewer plan and Wastewater Treatment Facility Plan for a total cost of $32,107 Matt Leonard, City Engineer, provided a brief update on the item. City and Veolia staff reviewed the proposals and recommended Bolton and Menk, Inc. for the project. Their approach to the project best aligned with the City needs. Mayor Hilgart questioned the wide range of some items proposed. It was noted that the wide range demonstrates the need for such studies. The plan will be funded from the Community Energy Transition (CET) grant which needs to be used by April 2022. City Council Minutes April 12, 2021 Page 4 1 6 Councilmember Murdoff moved approval of the contract with Bolton and Menk, Inc. Councilmember Hudgins seconded the motion. Motion carried unanimously. 2J. Consideration of authorizing HR Green to update the Comprehensive Water System Plan for a total cost of $17,500 Matt Leonard provided a brief update on the item. Five proposals were received. City staff reviewed the proposals and recommended that the project be awarded to HR Green. Staff felt that their project approach and modeling experience paired with the project cost best aligned with the City needs to update the comprehensive plan. The project is to be funded from the Community Energy Transition (CET) grant. Minimal discussion occurred among Council. Councilmember Hudgins moved approval of the contract with HR Green. Councilmember Murdoff seconded the motion. Motion carried unanimously. C. Consideration of additional $18,000 in proiect funding for the Chelsea Commons Small Area Plan financial and transportation planning Angela Schumann provided an overview of the requested funding for the Chelsea Commons Small Area Plan financial and transportation planning. Staff requested additional funding to provide more detailed transportation, financial, and site grading planning for the project. There was minimal discussion. Councilmember Davidson moved approval of $18,000 in additional funding for the Chelsea Commons Small Area Plan financial and transportation planning. Councilmember Gabler seconded the motion. Motion carried unanimously. D. Consideration of adopting Resolution 2021-28 rejecting all bids for the SCADA Improvement Project and terminating the contract with InControl Inc. for SCADA Integration services and authorization to re -bid the project Matt Leonard provided an overview of the SCADA Improvement project. He detailed the components of the SCADA project and the process for the proposed updates to the SCADA system. The SCADA integration services portion of the project was contracted with InControl Inc. The integration contract included programming services for all existing and new programmable logic controllers, operator interface terminal, human -machine interfaces, communication/data equipment, and SCADA PC -Computer terminals for operating a complete SCADA system. The City then bid for the construction project and included a base bid for updating the water system as well as a bid alternate for updating the wastewater treatment plant. Three bids were received. In an effort to have the same hardware supplier as system integrator to reduce potential issues and system City Council Minutes April 12, 2021 Page 5 1 6 down times the specifications required that the hardware components be supplied by InControl. The bid from Automated Systems was approximately $500,000 less than the other two bids. However, the low bid from Automatic Systems Co. was rejected due to not meeting the project specifications requiring purchasing equipment from InControl. After further discussion, staff recommended rejecting all bids and re -bidding the entire project. It was also recommended to terminate the contract with InControl Inc. It was noted that there is the potential to reduce costs to have one company do both, provide hardware and integration services. Mr. Leonard noted that this was reviewed by the City Attorney. Discussion ensued among Council. There were some questions about the functionality of the equipment and the process. Councilmember Davidson questioned what the issue would be with cancelling the contract with InControl and rebidding. Mr. Leonard noted that the bids could come back higher than the City anticipates. There may be price increases. Councilmember Gabler noted that cancelling the contract would be frustrating for the current contracted company. Councilmember Murdoff expressed his frustration of terminating a contract that was approved by Council. In addition, there is confusion on the function and process of the project. Graham Arntzen, Vice President and Co -Owner of In Control, Inc., addressed the City Council and referenced a letter that was provided. Mr. Arntzen encouraged the City to retain their contract with his company. He also express support for awarding the contract with one of the SCADA Improvement project bidders and moving the project into execution phase. Matt Leonard noted that to move forward with one of the other two companies, not Automatic Systems Co., would put the City approximately $200,000 over budget for the project. Councilmember Gabler moved to table the item to the April 26 meeting with the intention to have a workshop to discuss the project information and possible scenarios. Councilmember Murdoff seconded the motion. Motion carried 4-1; Mayor Hilgart voted against. 5. Adjournment: By consensus, the meeting was adjourned at 8:34 p.m. Recorder: Approved: Jennifer Schreiber 1, Attest: City Administrator City Council Minutes April 12, 2021 Page 6 1 6