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City Council Minutes 02-03-2025 SpecialMINUTES MONTICELLO CITY COUNCIL SPECIAL MEETING Monday, February 3, 2025 — 5:00 p.m. Academy Room, Monticello Community Center Present: Lloyd Hilgart, Kip Christianson, Charlotte Gabler, Tracy Hinz, and Lee Martie Absent: None Staff: Rachel Leonard 1. Call to Order Mayor Lloyd Hilgart called the special meeting to order at 5:00 p.m. 2. Bertram Chain of Lakes (BCOL) Athletic Park Discussion Tom Pawelk, Parts, Arts & Recreation Director, presented a history of the park including its governance and operations, joint powers agreements with Wright County, and the vision for the park. He focused on the future development of the athletic park. In 2024, the Phase 2 improvements were completed. Completed improvements to date mentioned were: two premium multi -purpose fields with irrigation, paved entrance drive, irrigation pond with pumphouse, and base improvements of grading, gravel trails, partial lighting and irrigation mainlines. The remaining improvements noted were ballfields with irrigation, additional lighting for parking and athletic fields, paved parking and circulation improvements, paved trails, play area, concessions/restroom building, septic drain fields, site amenities (benches, bike racks, tables, etc.), storage shed, pickleball courts, and indoor sports facility. Rachel Leonard, City Administrator, and Tom Pawelk, began discussion on the local option sales tax that was passed to help support the park. The City will begin receiving funds in April 2025. The City Council will need to develop a strategy for prioritizing what types of phasing and projects will be funded from the sales tax, as sales tax revenue will not cover everything that is planned for the park. There was discussion between City Council members and staff regarding projects and the community's expectations. Staff recommended that the process should be that the City Council gives the initial recommendation to proceed with projects, the recommendation will be brought back to an athletic park subcommittee to gain more detailed feedback on the projects, then to the Parks, Arts, and Recreation Commission and BCOL Advisory Council for their recommendations, then back to the City for decisions on project. Once approved by the City, Wright County will need to also approve. City Council Special Meeting Minutes — February 3, 2025 Mr. Pawelk noted that one of the first steps the City needs to take is to get updated costs, as the feasibility report for the park was adopted in 2016. After little discussion, it was moved by Councilmember Martie to authorize WSB to update the 2016 Bertram Athletic Fields Feasibility Report at a cost of up to $25,000. Councilmember Gabler seconded the motion. Motion carried unanimously. Mayor Hilgart noted that he wanted staff to make sure that there is communication with user groups, as they may have unrealistic expectations of what will be completed at the park. The user groups have a voice, but the ultimate decision will be determined by the City, and it will be what is best for the City as a whole. Councilmember Christianson concurred as he heard from constituents about items they believed should be built. He also questioned whether some of the project construction could be accomplished using City staff. Rachel Leonard responded that staff would determine when items can be done in house versus contracting out. Most larger projects will need to be contracted. Councilmember Christianson questioned whether the improvements would require more operational costs. Ms. Leonard noted that the City will look to associations for information on participation levels, needs, etc., and once there is more information staff will take it back to the City Council. Mayor Hilgart added that he would support completing items that don't add operational costs. There was discussion on pickleball courts. It was noted that the conversations on pickleball courts have been happening for some time. Mr. Pawelk commented that the plan included tennis courts at BCOL, however, these were removed and replaced with pickleball courts due to the high demand. Ms. Leonard questioned whether City Council would like to move forward with the pickleball court plans this year. After minimal discussion, there was consensus of City Council that staff move forward with a proposal for construction of pickleball courts. Mr. Pawelk then requested direction by City Council on a proposed shared use facility with Wright County. Wright County expressed their preference to move quickly on this, as they have funding for the project. Wright County would be the lead on the project. The City would be paying half of the cost. Ms. Leonard added that the City looks to consolidate with Wright County as much as possible, to save on cost and avoid duplication. There was consensus of the City Council to move forward with the shared use facility project. Staff and the City Council also briefly discussed the need for an Athletic Planning Subcommittee. This committee would be involved in more detailed planning once projects were approved by the City Council. There was consensus in support of a future City Council Special Meeting Minutes — February 3, 2025 subcommittee. Council members expressed that they would want two council members to serve on the committee. 3. Adjournment By consensus, the meeting was adjourned at 6:20 p.m. Recorder: Jennifer Schreiber Attest: City Council Special Meeting Minutes — February 3, 2025