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City Council Agenda Packet 03-09-2009AGENDA REGULAR MEETING - MONTICELLO CITY COUNCIL Monday March 9, 2009 - 7 p.m. NOTE: 5:00 p.m. -Budget Workshop Closed meeting at 5:30 p.m. -Fiber Optics Litigation Mayor: Clint Herbst Council Members: Tom Perrault, Glen Posusta, Brian Stumpf and Susie Wojchouski 1. Call to Order and Pledge of Allegiance. 2A. Approve minutes of February 9, 2009 Fiber Optics Workshop 2B. Approve minutes of February 9, 2009 Regular Meeting. 2C. Approve minutes of February 23, 2009 Regular Meeting. 3. Consideration of adding items to the agenda. 4. Citizen comments, petitions, requests and concerns. 5. Consent Agenda: A. Consideration of ratifying hires and departures MCC and Parks. B. Consideration of approving contribution from Untiedt's Vegetable Farm and anonymous donor for Fire Department. C. Consideration of approving three year contract for fireworks for RiverFest celebration. D. Consideration of authorizing advertisement for bids for fiber optic build out. E. Consideration of approving contribution from Tom Perrault to the general fund. 6. Consideration of items removed from the consent agenda for discussion. 7. Consideration of adopting 2009 Monticello Transportation Plan. 8. Consideration of approving four Public Works employees to attend regenerative air sweeper school and training. 9. Consideration of approving appointment of consulting engineer. 10. Consideration of approving appointment of consulting planner. 11. Approve payment of bills for March. 12. 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C' ~ +H ~ Y O ~' . ~ ~ N .O a C y O ?~ .~+ 3 U V O . y A = = = ~ U C a ~ ~ ~ ~ ~ o o ~ ~ d ~ ~ o ; ~ Z ~ C7 U a. w F- a .. ~n Q [-- ~^ U 'a 3 ~ ~ x O -- .~ U o ~ 3 [- ~ ~ ~ o x ~ o d a w 0 0 a, x 00 -~ ~ U n ~ ~ 00 00 00 -' ~ o a; ~ 0 0 0 ,~ o z ~~~ ~ y • M M M l~ ~ l~ O h vl vl V1 vl v1 v1 h v1 V1 V1 vl ~ ~ l7 `O ~ ~ ~ ~ M M M M M M M M M M ~ ,d O O ,d N N ~ O b h ~ U C N N N ~-. .--~ ~-- M M M M M M M M M M G' M M M M M M M M M M M M M M M M M M M M G, y ,~.~ N y~ ~ y ~ Q., C I~ (~ [~ l~ V1 ~ V1 ~ 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 GO 00 00 00 00 ~ .-. .-n .-.~ .--i ^ .-r ti .-. .--i .r .-. ^ .--i .-. .-. .--1 .-. ..~ .r ... ~ M M ~ M M , l~ d • • • a ~ ~ ~ ~ b ~ c c c c c c w w w w w w U U U U U U d d d d d d ~ ° ' ° o o 0 0 ~n o o ~ o o m o o ~ o 0 0 0 0 0 0 0 0 0 0 ~ o N Vl -~ l~ U1 V '~-' ~O _ _ U V ~ ~D V 7 O O V M M 0 0 0 0 0 0 0 0 0 0 0 U M .-~ M M cl' M ~-+ M M M M O N M V O ~--~ Ol U 1!1 4l V .--~ U M V1 U M V'1 M 4l V'1 M Vl M Vl M Vl U N N ~ N V' 7 C N N C N C M N C M N M N N M N M N M N C N 7 C N M M ~ 7 V ~ = 7 ~ ~ rY 7 ~ 'ct V V ~ 'R V '7 '7 V~ V' ~ V l~ a' O O O a' t n O [ Q' O O 0 0 0 0 0 0 0 0 0 0 0 0 ~ N V O ^•. .-. 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A ~ on ~ o U a U +'' '~ U ~ 01 ~ G 0. ~ ~ .~ ~ ~ c :° 3 ~' =° 0 N N ~ C M a ~ N ~ ctl a v y O T 0.. ,-. x 3 q U .U+ 1U .. + ~ °' ~ 3 a °, i x U ~ B ~ ; °.:' a ~ ~ U ~ U a ~ Z •~ ~ ~ ~~ ~ ° v b . ~. V V N .-. CG ~ V °- ~ a ~' o ~~ 0 3 ~ ~ 3 ~ C '" ~ c ~ ro ~ a ~ ~ ~ ~ ?~ ~ y ~ ~ ~ ~? 1° ~ v U ~ ~ ~ o ~ v .c ~n v ~ y o ~ y C7 ~ o ~ ~ ~ .N-.~ N ~ o ~ ~ ~ z ~ ~ ~ r^ A a ~ a ~ ~ ~a a .. ..o~ a~ v o v v v v v v v c Z °• w 0 0 0 0 0 ~ d, 0 0 0 0 0 ~ ttij ~ 00 O, ~ 00 ~ ~ O .. O .. O~ ~ O~ .. ~ .. M O O O O O O M N N O O O r O O O O O O O 'o o, 'ti ~ 'b o 0 0 ~ ~ '9 0, 'd r 'D o 0 0 ~ o ~~ c i.C. N d~ N .N. .N. .N-+ ~ .N. U~ U CCU N N N O N N V Cn , O ~ .7 V ~ 7 N N N 7 N , d 7 • a o, O N rn 0 0 N 0 O 0 c a w 0 0 w x U U v U I M U «1 a ~ ~ ~ ~ b ~ ~ ~ A ~ ~ ~ ~ ~ ~ ~ w w w w w w w w U U U U U U U U d d d d d d d d ~ ~ ~ ~ ~ X o 0 ~ o o ~ o 0 0 0 v, o o vi o o o rn o o o a, o v 0 0 v, o N N N N V' M M ~D O d O\ U 01 N~ U V N V1 ~ M U M O M U .-. N N -.. O N N N N U .-. r. M V .-. ^ N U O ~ M U V F'i M U O Q V ~ v'1 N N 7 ~ V ~ C' V 7 7 ~ V 7 V ~ 7 ~ 'd' ~ 7 ~~ V~ O 6" O O" O l~ O" O C O O' O O" ~ C N C 0 7 O U --~ Vl O, U 0 7 N_ O V] N N ~ v 0 !/~ V 7 Vl a, U N !/] T U~ f/) N _N ~ U~ V'1 ~ ~ N v M v i 1 V ~ ~ N U V1 ~ v1 ~ D\ ~ ~ ~ V ~j N ,.., j ~ U j j U .r .--i V ~ N ~ N U ~ N U N ~p U N~ U N O\ ~ O ~ O X 0 0 0 0 ~-' O -O O ~ O ~ N x N ^O O O U U ~. U U U U N U N U~ ~o rn o, a, rn rn o` rn a, a o, rn a, a, 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N N N N N N N N N N N N N Vl Vt Vl V1 V1 Vl Yl h V1 4'1 Vl V1 ~ O O O O O O O O O O O O O M M M M M M M M M M M M M O O O O O O O O O O O O O oo I oo ~ I O N o0 a\ O I a, O ( O ~ I ~ O I O O I O O I O M oo O O O O N ~--~ ~ oo .--~ Q\ T O O ^-~ ~--~ O O O O V1 ~O vi vi ~n ~ v1 M M 7 N N ~O V' 7 V O O O O vi a\ I O O a, ~ v1 7 M M ~D l~ l~ n [~ N N V1 v1 D\ 7 r. '. V ~ O v U .~c ° ~ ~ ~ ~ O ..O ~ U U ~ O `° U O U bq ~ p sV. v ~ ~ p 3 h . 0o v ~o ° F ~' ~ i. K `~ O' ~ E n U y o N ~ . cd ~~ ~ E y a ti a G ~ V oo ° O w y ~ U LL ~ ~ d G '~ ~ .U. O ~ `~ ° P. ro w ~ •°_° ° ~ a n, . . F o - '° ,'~ o 'b c o ^ x . a w ~ ° a ~ °, .fl ~ ~ a 00 ~ ~ c ' ~ ~ q ~ t~, a. y o ^, ~ n ~ ~ u. r, m ~ o ~ ~ ~ ~ a a ~ ~ n ° ro c ro ~ b ~ o ftl ~ °" c o . ° a o w, o °O o rn FG ° o c ~ o en ~ o E" 'o o U ~ a o ~ U E-' ~ N f-' ON ~ ~, O O H N N H ~ U F. o .O . G F^ ~ U F"' Y C E-' ~ ca ctl '.' U ~ U O E 4 V .Y U ~ U ~" C U ~~ C O U ~ y ' Cq ~O C N U L y N ~ ~ O " ~ itl U N G ~ ~ U ~ U U U C . . ' ~„ C V C, N ~ ~M R U ~ N ~ ~ C U U U . U ¢ v . U , ~ U a, q `O U , U N U f1, cn ~ . U p, cn w U ~ rn - . U ., , rn x . U ~ 3~ N U ~ O [~ -+ N V' GO O o0 D\ ~ O O O w \;J V ~/1 ~O M O p U ~ ~ ~ ~ ~ p O O~ O O N ~ ~ v O '~ d ° M M M M c ~ ~ ~ o O b M O ~ O ~ ~ b 7 V -o ~ i U 4 0 0 0 0 0 a~i M aoi ~ a~i ~ U U ~ U M , d 7 M th M M ~ ~ , , ^ ~ ~ , M ~ ~ a • u C y L W a L CJ L 7 z U Q w Cti T' y ~~ C 7 O Q C C a v A ~ ~ ~ ~ ~ ~ ~ ~ ~ A W W W W W Q Q Q ¢ Q ° N M ~ o o 0 0 0 00 0 o O 0 0 0 0 0 0 0 0 0 0 0 o O 0 0 0 0 0 0 0 0 0 0 0 0 O~ M N ~ Q1 [~ O N V1 O_ O_ O_ O O_ O_ O_ O_ O_ O_ O N ~-+ O O O O O O O O O O N N N N N CY V N V N N ~ ' U U ~n .-. .-. q N N N V M_ ~' U N N N N N N N N N N N O M M M M M M M M M M M U v1 ~n ~n ~n v1 vl Vl U1 v1 / 1 O N N N N N N N N N N C ~ 7 7 V ~ ~ ~ 7 7 V V V' d' 7 7 d' ~ 7 ~ '~t et ~ 7 V V V' V' ~ V ~ O" l~ N l~ O" O G" O O O O N O O O O V O" 0 0 0 0 0 0 0 0 0 0 ' ' ' 6" N N N N N ~ ~ ~ ~ R Q~ N ~--~ O V O O Vl 1 h V 1 V N V1 V1 V'1 Yl Vl ~ V 1 ~ . -~ V7 .-• •• V1 N ~ oo V O~ ~ -+ --~ N V h N [~ V1 [~ l~ ~ r n n [~ n n ~ V] ~/1 v1 v1 ' O~ O~ O~ vl M ~ O~ N N Q~ V 7 7~ ' ' O~ Q~ O~ O~ O~ O~ Q. CT O~ O~ v 7 7 V 7 7 7 V 7 d' V v 7 7 v d v 7 V V 7~ V V V v N ~ ~ ~ ~ N N N N -[ O N vi N [~ ~D -~ O~ ~ V1 0 0 N 0 0 0 0 0 0 U T O~ CT Cr T O~ O~ O~ O~ O+ X 0 0 0 0 0 0 0 0 0 0 y ~' U N N N U .-• U ~D V' ,-r N N •-• \7 •-. ~-• ~D U ~O ~D ~O ~D ~O ~O ~O ~D ~D ~O U O~ O~ O~ O~ O~ O~ 01 O~ O~ O~ O~ O~ O~ ~ O~ ~ O~ Q~ ~ ~ ~ O~ O, ~ O~ O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N ~ N N N N N N ~ N N N N N ~ N ~!1 V1 V'1 V1 V1 V1 V1 V1 ~ V1 V1 V1 ~!1 V1 V1 l!1 V1 V'1 V1 ~ V1 V1 V1 V1 V1 O O O O O O O O O O O O O O O O O O O O O O O O O M t+1 M M M M M M M M M M M M M M M M M M M M M M M O O O O O O O O O O O O O O O O O O O O O O O O O M U ~O oo O O n ~ ^ ~ ~ O ~n ~ C ~O l~ O ~n O v1 ~n O O O vi O O N x ~O V' O~ v1 ~n ~n C' N ~ N ~ M 00 .-. ~n O .-. M ~t :7~ O~ v1 O V -~ ~ v1 O V1 M ~--~ N [~ ~C ~D `~ O ~O ~ M l'~ ^~ D1 M l~ ~ ~ ^ ~ N M ~O 00 V' Vl O l~ N .--. Q~ V~ Vl `: ~O N l~ M G7 ~' V V Vl N ~ ~ M M O. ~ M O ~ V1 7 ~ M ~ ^. N N O o0 ~--~ ~--~ M O ^' .-. .-. V N •-• Vj ~ ~ N F C T ~ O ~ V >C .~ ~ U N o ~ ~ ~ ~ ~ a N Rf .~ A .. .. F .. ~ •y .. o ro .~C ~a 'C id O~ itl ~ ~%, ~' .~, ~ p E-. N ~ i q m a p O H ~ ^~ O E- V v ~ Q ~ O F" x ~ 3 °~ y x (~ ~ x F x ~, ~ ~ U U b0 b R ~ N h w x ~ .L' U C/] ~ '~ H .C U V] Q H ~ O ~ F N U ~ • N U • 0o N ~ U O~ O~ Q~ O~ O~ O~ O~ O~ O~ O~ 01 N ~ ~, O .~-. ~~ ono .~.~ M ~ O O O O O O O O O C O ~ U Z `p ~ M M N N N N N N N N N N N O O l~ --~ N ~t O M ~ oG --~ N ~'" y 4 OCC 000 ~ ~ ~ .. M V1 ~--~ V1 ~ 01 O ~-- N L; O 7 ~/1 M 7 V1 N M V O ~"' p y M M N N N M M M ~ 7 Vl ~ ~ ~ ~ ~ ~ ~ ~ ~ .Nr 'p C .> q 000 GD ao Q O A .-• .-• vi vi vi h ~/1 w'1 vi ~n ~n p O O O_ O O O ~ ~ ~-- O C.1 O ~ N N N ~ N ~ N N N N N N N N N N N ~ M M M h ~n v1 ~n vi vi 'n nr w b w w w w w w "' `0 ~ °O a` ° 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o O o 0 0 o o 0 0 a, o 0 0 0 0 0 0 N N N o rn O O O a, o 0 N V 7 0 o O M B v v v O N [~ r o 0 N M M 0 0 0 0 V M N M M M M M M M M U .--~ .-. ~-. ~ M M M U~ l!1 O N N V M V1 ~ M N U N N N O N N N r M V1 M N U M ~ M ~ 4: M N M N 7 7~ ~ V V ~t ~ V 7 ~ V 7 ~~ V V' ~ V V ~ 7 V V~ O' O O O C O O C O O CS' O O O O" O O O" 0 0 0 0 O O O U M M M U Vl Vl U V'1 ~ U V' V 7 V V1 V1 N Vl Vl V1 V1 N N N V'1 ~n v1 a1 N N N M M M V] h h a\ ~ VJ l~ [~ O ~ [n 7 'd' V D\ ~ D\ (/~ [~ t~ Q\ D, ' V1 [~ [~ h [~ a\ D\ ~ D\ ' 7 V' V v~ 7 V U 7 V v 7 7 U 7 V 7 v 7 V V 7 7 v ~ 0 0 0 V -O 0 0 0 U D, ~ s 0 0 V D\ O~ X 0 0 U -C O O O V ~ D\ -G O O V 0\ T ~ Qi X 0 0 0 0 ~. ... .-. 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M o0 D, D, O O O O O O O O N N N O 0 O~ O [~ v1 ~ N N N N N N N N N r~ O O O O C O O O O O O O D\ 7 M ,~ • ~~ ~J Council Minutes: February 9, 2009 MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday February 9, 2009 - 7 p.m. Members Present: Clint Herbst, Tom Perrault, Glen Posusta, Brian Stumpf and Susie Wojchouski. Members Absent: None 1. Call to Order and Pledge of Allegiance Mayor Herbst called the meeting to order at 7 p.m. and declared a quorum present. The Pledge of Allegiance was said. 2. Approve minutes of January 26 2009 Regular meeting TOM PERRAULT MOVED TO APPROVE THE MINUTES OF THE JANUARY 26, 2009 REGULAR MEETING. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED WITH CLINT HERBST ABSTAINING. 3. Consideration of adding items to the agenda Glen Posusta indicated he had a comment he would like to make at the end of the meeting. Finance Director Tom Kelly added information about the wine tasting event being held on March 27, 2009 and City Engineer Bruce Westby asked for an amendment to a motion made at a previous meeting relating to the public hearing on the twin bridge replacement project. 4. Citizen comments, petitions, requests and concerns A. Presentation by River Rider representative. -The representative from River Rider was not present at the meeting. No one else spoke under citizen comments. 5. Consent Agenda: A. Consideration of ratifying hires and departures MCC and Liquor Store. Recommendation: Ratify the hires and departures as identified. B. REMOVED. C. Consideration of approving a temporary charitable gambling license for Wright County Ducks Unlimited Chapter 039. Recommendation: Adopt a resolution authorizing the State Gambling Control Board to issue the one day charitable gambling license to Wright County Ducks Unlimited Chapter 039 to conduct charitable gambling activities at River City Extreme, 3875 School Boulevard on May 4, 2009. Council Minutes: February 9, 2009 D. Consideration of approving a temporary beer license for Riverfest celebration. Recommendation: Approve a temporary liquor license for the Monticello Lions Club for the Riverfest celebration on July 11-12, 2009. E. Consideration of approving the final plat of Union Crossings Fourth Addition. Recommendation: Approve the final plat and amended CUP for a Planned Unit Development for Union Crossings 4th Addition. F. Consideration of approving a contribution to the general fund from Tom Perrault. Recommendation: Adopt a resolution approving the contribution and authorizing the use of funds as specified. Tom Perrault asked that #SF be removed so he could abstain from voting on the item. Mayor Herbst indicated that this is not an item that would be considered a conflict of interest as there is no benefit to Tom Perrault by his vote. Glen Posusta questioned whether the funds should be earmarked and not just designated to the general fund. He suggested earmarking it for the YMCA acquisition. Tom Perrault stated the monies were being designated for the general fund. CLINT HERBST MOVED TO APPROVE THE CONSENT AGENDA. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 6. Consideration of items removed from the consent a ends for discussion None. 7. Report and discussion on results of pilot proiect closing of River Street at TH 25 City Engineer Bruce Westby briefly explained the two pilot projects relating to the closing of the access on River Street at TH 25 and the resulting impact these pilot projects had. The first pilot project closed all access to both East and West River Street at TH 25. The result of this pilot project was a decrease of 85% in traffic volume and a decrease in traffic speed of approximately 5 mph. A second pilot project was done to accommodate the concern of business owners about access to their business. Under the second pilot project northbound traffic on TH 25 could turn left onto West River Street and southbound traffic on TH 25 could turn right on to West River Street. Right turns could be made from West River Street onto TH 25. The access from East River Street remained closed through both pilot projects. Bruce Westby had a drawing illustrating the access closure. Bruce Westby reviewed with the Council the data from traffic counts taken during the pilot project period. He noted that with the second pilot project traffic on West River Street went back to 70% of its original volume. Brian Stumpf asked if the 666 count is traffic that is going past Locust into the residential area. Clint Herbst asked why the traffic counts were not taken between TH 25 and Walnut Street. Bruce Westby said the assumption was that any one turning west onto River Street was going to Locust or beyond. Brian Stumpf felt there should be two traffic counts; one from TH 25 to Walnut and one from Walnut Street and beyond. He felt this would provide a break out between business traffic and residential traffic. 2 Council Minutes: February 9, 2009 The Council also questioned the value of the count data in instances where the counting tube was dislodged. Bruce Westby indicated that with the number of snowfall events that occurred during the traffic counts, the snowplows did interfere with the operation of the counting devices. Brian Stumpf responded that was why he had wanted this project done in the summer. He did not feel that information from a two day traffic count was adequate. He felt the traffic counts should be extended longer to at least a week or possibly two in order to get counts that truly reflect the traffic patterns in the area. Bruce Westby stated the City's speed trailer had been placed out on West River Street and he supplied data on the speeds of traffic. Bruce Westby noted that most of the residents that responded were in opposition of opening up West River Street again. The business community felt a different alternative should be looked at as the pilot project did not help their businesses as they hoped it would. Clint Herbst said the Council has to keep in mind that nothing can be done until spring is here. Brian Stumpf recommended calling for a public hearing at the first meeting in April. In the meantime staff should be taking traffic counts by Walnut Street to see if it can be determined who actually utilizes Block 52. Brian Stumpf stated he is not in favor of doing another pilot project and he believes people are using River Street as a cut through. Glen Posusta asked why the counts are proposed for Walnut and not Locust. Brian Stumpf said the only access people have to Block 52 is Walnut Street and the alley. Brian Stumpf felt if people are going to use Block 52 they are not going to go down to Locust. Clint Herbst asked if a count of 666 seemed like a lot of traffic for that area. There was additional discussion on the traffic counts and what is a reasonable level of traffic. Bruce Westby said staff could take traffic counts at additional locations. Brian Stumpf believes it is cut through traffic and if additional traffic counts show that is the case then TH 25 and River Street is not a safe intersection. Brian Stumpf suggested contacting the county or state to find out the types and numbers of accidents have occurred in the area since the second pilot project. Clint Herbst noted that these are city roads and everyone is allowed to use them. If the count is reasonable it doesn't make any difference whether it is cut through traffic or not. Glen Posusta felt the City needs some comparable counts and suggested taking counts on 3ra and 4th Street. Clint Herbst agreed that traffic counts need to cover more than two days. Bruce Westby said most time the counts are taken from Tuesday through Thursday. Brian Stumpf said because they are talking about a potential major change to an area the City needs to have documentation to support their action. Susie Wojchouski said if the City is going to do traffic counts they need to be taken before Xcel closes down for a major outage. She felt the City should get those counts started as soon as possible. Leila McCarty, representing 419 West River Street, 413 West River Street and 5011 West Broadway had several questions on the closure. She wondered if closing West River Street at Locust Street was a viable option and if not, why not. Clint Herbst said he is concerned about traffic issues but he is not in favor of closing streets off just because the street is used by people other than the residents. Ms. McCarty talked about the cut through traffic noting that in her commute to Maple Grove she often utilizes the back roads and shortcuts. Clint Herbst asked if there was a way to acquire the speed studies without using the trailer. Brian Stumpf asked about the devices that track the speed which are located on a speed limit sign. Bruce Westby said the devices are more expensive than the speed trailer and more difficult to secure and therefore more likely to be stolen. Clint Herbst said excessive speed is the complaint the City receives most often. 3 Council Minutes: February 9, 2009 Deborah Mahoney 425 West River Street noted the number of children in the neighborhood. There is no sidewalk on River Street so the kids are walking in the street to get to the bus stop which is several blocks away. She is concerned that the commuters and speeders are potential traffic accidents. It was suggested that if the residents are interested in getting sidewalks in the area they should submit a petition to the City. Public Works Director Bob Paschke noted that West River Street is not identified as a sidewalk route. Michael Drayna 13 Linn Street agreed with Brian Stumpf about putting the speed trailer out for an extended period of time and having it in a location where the vehicles coming can't see it. He added that 24 hours is not adequate time for a count. In this case the trailer was there just one day. He asked for information as far speed range of the vehicles counted. Bruce Westby indicated 44 mph was the high. Mr. Drayna cited an instance that occurred in early morning where the speed trailer clocked the vehicle at 57 mph. Mr. Drayna felt traffic volume can be handled if the speed is reasonable. Wayne Elam, Vantage Point Partners representing Charles VanHeel who owns property in the area, indicated they are working on a redevelopment project on the western part of the Block 53. He indicated if River Street is closed they would need to have access to TH 25. Brian Stumpf said MnDOT would have to approve any access on TH 25. Susie Wojchouski expressed her concern about retaining the access points. Glen Posusta asked if they planned on remodeling the building. Wayne Elam responded that they are proposing to remove the existing build and construct a new structure. Steve Johnson, 1233 Sandy Lane, a downtown business owner spoke. He noted there are two points of view; that of the resident and that of the business owners who need access from River Street for their business. Nobody wants traffic in the neighborhood at high speeds or high volumes. He added there is a large contingency of people going out to the power plant and with the pending outage at the plant additional people will be coming in thus aggravating the problem. His impression as a business owner was that the last pilot project on River Street did not work. At a previous Council meeting where this item was discussed he had submitted a petition requesting that River Street at TH 25 be reopened. If River street is closed and if the County closes Walnut Street in order t have stacking space on County Road 75, he felt this would further isolate the businesses in the area. Availability of access to the downtown is important. He suggested a possible solution which would close off West River Street at Locust Street and East River Street at Cedar Street. This would allow circulation in the downtown area and would eliminate cut through traffic. Glen Posusta said the right turn signal is for those who go across the river. If the light would stay on longer so more than a few cars could get through he thought that would help. Glen Posusta felt blocking off Locust Street is just pushing the problem somewhere else in the City. It was noted that when redevelopment takes place in the area they could consider the addition of a right turn lane. Steve Johnson said he believed the concrete bumpouts at TH 25/CR 75 would block off going to the left. These could be knocked out to facilitate traffic making a right turn. He also commented that it is not business against residents since the residents are their customers. The City needs to find something that works out for all of them. He felt closing Locust Street was palatable to both the businesses and residents. He suggested this combination be tried for the next couple of months. Susie Wojchouski felt the City needed to study the area more 4 Council Minutes: February 9, 2009 before making a decision. She also mentioned the need to make vehicles aware of children in the area and the fact that there are no sidewalks. Josh Dickinson, 600 4th Street, 106 Walnut and 112 West River Street is a business owner and a resident of Monticello. He addressed the comment on helping the downtown. He said what is clear is the existing business owners who have stayed downtown have a loyalty to the downtown area. He noted the concern with the lack of sidewalks and children being in the street. He said that closing River Street means that people can come to the store but they cannot leave the store easily. He asked that consideration be given to closing the access at Locust Street and Cedar Street but to keep the lights operational. He felt the City might as well keep River Street closed as to keep it the way it is now. There was no difference between the impact of pilot project #1 and #2 for the businesses. The Council questioned whether the county could close off Walnut Street. Clint Herbst added the cost to businesses was not just in the downtown area but all over Monticello. Dean Rasmussen, Glass Hut stated he understood the residents' concern on River Street and agreed that there are speeders on the road. Since the second pilot project they have people speeding down the alley at 35 mph. and the street closure has restricted access to Bridge Park. He asked about the possibility of sidewalk or cutting the speed limit to 25 mph for a segment of the roadway. Clint Herbst said some times it is not the amount of the traffic but the speed of it. Dean Rasmussen asked about the right turn with the bumpouts. He has seen more accidents at TH 25/CR 75 than he has seen on River Street. He said he didn't know if there was awin-win solution in this case. He appreciated the Council listening to the public and not making a hasty decision. Shana Bregenzer, 500 West River Street stated she was initially opposed to the closing of the street and losing access to the park. River Street has become a residential area only with no way to access the downtown. Since there is no downtown area it should be expected by vehicles that it is a residential area and respect the speed limits. She felt there should be stop signs to slow the traffic. With the stop signs and sidewalks the residents could feel safe. She added that even the bus doesn't drive down the street any more. People can't get to Ellison Park because the light isn't there. She felt downtown Monticello was being neglected. Clint Herbst questioned how the City had neglected downtown. She responded that she felt the Council encouraged business development to take place in areas such as 7th Street and beyond and were trying to bypass downtown. Brian Stumpf said the Council has heard a lot about the need for sidewalks but he hasn't heard any residents saying they were willing to pay for them. Susie Wojchouski asked if there was an option for the City to place pedestrian crossing signs or stop signs to slow the traffic. Ms. Bregenzer questioned what was being done for the downtown area. Glen Posusta said the City's ability to do something is based on revenue from taxes. Glen Posusta said the City by itself can't save downtown. He felt the businesses have to adapt and redevelop. He emphasized that signage attracts business and questioned whether DAT wasn't too restrictive with what took place downtown. Brian Stumpf took umbrage at the remark and stated the Design Advisory Team (DAT) was merely charged with enforcing the policy and ordinances that the City had in place. Jeff O'Neill indicated that TIF funds were available for redevelopment in the downtown area. The City is also working on the Transportation Plan 5 Council Minutes: February 9, 2009 which will have an impact on the downtown. Brian Stumpf asked when the Transportation Plan would be coming before the Council and Bruce Westby informed him it would be at the March 9, 2009 meeting. Brian Stumpf didn't feel anything should be done with the intersection until after the Transportation Plan was done. Arnie Tessmer, 719 East River Street, felt the public hearing was a good way to handle the discussion of the intersection and asked what was in the offing for East River Street. Clint Herbst replied that the East River Street closure seemed to have been successful but he didn't believe the signal lights would be turned on again. Redevelopment of that block would need to look at access to the existing building. East River Street is peaceful and quiet as a residential street should be. Susie Wojchouski asked about access from east to west bridge park under the bridge. Tom Moores, Street Superintendent, responded to some of the comments made. He said the City had made River Street a wider street in lieu of putting in sidewalk. The thinking then was that it would be cheaper to maintain. He addressed the comments on children being in the street because there is no sidewalk. While it was noted that speeds and traffic volume have increased, the City has done things in an effort to alleviate the problem. There is sidewalk on Broadway so pedestrians could go up one block and use the sidewalk on Broadway rather than walking in the street. He also commented on the speed trailer stating they document where the trailer is placed and added that the trailer is out for more than one day. He indicated they can program the speed trailer to visibly show or not show the speed traveled. The bumpouts on Broadway were put in a number of years ago because there was inadequate space for trucks making turns. He commented on directing traffic to go north on Walnut Street as Walnut is a dead end street that goes into a parking lot. Does the City want 60 cars a day going through a parking lot? Glen Posusta asked if River Street is plowed curb to curb. Tom Moores stated the City plows curb to curb but the City doesn't have a clean road policy. Tom Moores stated he gets comments from residents all over town about traffic moving too fast and the safety of residents. Bob Paschke said the City could put in sidewalk on River Street when that phase of the core street reconstruction project is done. Clint Herbst encouraged residents to access the City's website and let the City know ahead of time about issues of concern to them. Tom Perrault commented that the light at River Street and TH 25 was meant for the development of the block. If the Cedar Street Market site is redeveloped the light would be needed for the development. BRIAN STUMPF MOVED TO HOLD A PUBLIC HEARING FOR THE FIRST MEETING IN APRIL (APRIL 13TH) TO ALLOW STAFF TIME TO GET ADEQUATE DATA ON TRAFFIC COUNTS AND NOT TO DO ANY ADDITIONAL CHANGES TO THE ACCESS AT RIVER STREET AND TH 25 AT THIS POINT. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Glen Posusta asked if it was a good idea to get comparable counts such as at east and west Third Street and east and west Fourth Street and possibly Elm Street. Clint Herbst stated that traffic in the area was just one of many pieces of the puzzle that need to be studied. 6 Council Minutes: February 9, 2009 8. Consideration of amendments to City Ordinance Title 2, Chapter 7, Police Commission The Council discussed whether there should be one or two Council members on the Police Commission and whether they should both be voting members. Having two voting members could bring up the possibility of a split vote. Tom Perrault thought the Police commission might feel a little overwhelmed with the presence of two voting Councilmembers. The Council was okay with only one Councilmember being voting member. Tom Perrault felt one of the two members should be designated as the voting member and the other would be the Council liaison. Bruce Westby said the Police Commission looks forward to the two members but not as two voting members especially on items having a major budget impact. CLINT HERBST MOVED TO HAVE THE POLICE COMMISISON DESIGNATE ONE COUNCIL MEMBER AS A VOTING MEMBER OF THE COMMISSION AND ONE COUNCIL MEMBERAS A COUNCIL LIAISON. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED WITH BRIAN STUMPF AND TOM PERRAULT VOTING IN OPPOSITION. 9. Consideration of renewal of pawn shop license for Monticello Pawn, Gun and Bargain Center, 1219 TH 25. Staff reported that the applicant seems to operating within the original license requirements and has made payments for billable transactions up to the current billing. BRIAN STUMPF MOVED TO RENEW THE PAWN SHOP LICENSE FOR MONTICELLO PAWN, GUN AND BARGAIN CENTER, 1219TH 25. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 10. Fiber optics: Follow up from fiber optic workshop, if necessary Prior to the regular meeting a workshop was held on the fiber optic project. Don Patton, an HBC employee currently working on the Fibernet Monticello project stated FiberNet Monticello is curtailed only by the legal action against it and the weather that hinders construction of the project. Clint Herbst stated the City has received some criticism about its ability to operate the system but the City has engaged the services of competent people in the industry. 11. Consideration of approval of the project priority listing and facility plan for the Monticello Wastewater Treatment Plant. Public Works Director Bob Paschke explained to the Council that the previous study for the wastewater treatment plant dewatering and drying process could qualify for the stimulus funding being proposed at the federal level. The project permitting was completed but the City would have to get this project on the project priority listing and facility plan of the MPCA. It is hoped to upgrade the plan from 2005 to allow the City to submit the plan to the MPCA for placement on the project priority list and thus qualify for stimulus money to fund the project. Paul Saffert of Bolton Menk indicated funding would consist of grant money, forgivable loans and low interest loans. Clint Herbst said while he doesn't believe in the stimulus package, he does believe the City should take advantage of the possibilities that are 7 Council Minutes: February 9, 2009 out there. Even without growth there are improvements that need to be made at the WWTP. Paul Saffert said their approach would be a two prong attack pursuing continuing discussion with Big Lake but also presenting the City's plan. GLEN POSUSTA MOVED TO APPROVE THE PROJECT PRIORITY LISTING AND FACILITY PLAN WITH THE CONSULTANT FIRM TO PREPARE A PROJECT PRIORITY LISTING AND FACILITY PLAN TO BE SUBMITTED TO THE MPCA BY MARCH 6, 2009 AT AN ESTIMATED COST OF $3,000-$4,000. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Brian Stumpf asked how much of an update it was going to be and how they came up with the cost estimate. Paul Saffert indicated they estimate 30-40 hours of work. Paul Saffert said funding could be a mix of grant funds, forgivable loans and low interest loans. Grant monies could fund up to 50% of the project cost. The forgivable loans are interest free for a period of 20 years and the low interest loans would have an interest rate of 2%-2.5% instead of the 5% the City was looking at previously. Added Items: Glen Posusta stated that today was his wife's birthday but because he had to attend the Council meeting he wanted to take the opportunity to wish her a happy birthday. Tom Kelly informed the Council that the liquor store would be having a spring wine tasting event on March 27, 2009 at the MCC. Tickets to the event are $20 which covers the wine tasting as well as food and music. Bruce Westby asked that the Council amend their motion of January 26, 2009 to change the date for the municipal consent hearing from March 9, 2009 to March 23, 2009. BRIAN STUMPF MOVED TO AMEND THE MOTION OF JANUARY 26, 2009 TO CHANGE THE DATE FOR THE MUNICIPAL CONSENT HEARING FOR THE MNDOT I-94 BRIDGE REPLACEMENT PROJECT TO MARCH 23, 2009. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 12. Consideration of approving payment of bills for February, 2009 Glen Posusta questioned the bill for 36 pairs of gloves. Street Superintendent Tom Moores noted that the City has always supplied the gloves for the staff and added that the bill also included other cleaning supplies. Clint Herbst stated that he had a discussion with the City Auditor's who are currently working on the audit and they were highly complimentary of Senior Accountant Karri Thorsten. TOM PERRAULT MOVED TO APROVE PAYMENT OF THE BILLS. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Council Minutes: February 9, 2009 13. Adiourn. BRIAN STUMPF MOVED TO ADJOURN AT 9:20 P.M. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary 9 MINUTES SPECIAL MEETING - MONTICELLO CITY COUNCIL Monday, February 9, 2009 - 4 p.m. Members Present: Clint Herbst, Glen Posusta, Tom Perrault, Brian Stumpf and Susie Wojchouski Members Absent: None 1. Review of Fiber Optics Leal Status. Mayor Clint Herbst called the special meeting to order at 4:07 p.m. and closed the meeting at 4:10 p.m. after introductions were made. A legal update on the lawsuit appeal by TDS Telecom/Bridgewater was provided by John Baker, Greene Espel, and City Attorney Joel Jamnik of Campbell Knutson. The meeting was opened to the public at 5:10 p.m. 2. Update on Status of FiberNet Proiect Jeff O'Neill introduced Don Patten from Hiawatha Broadband Corporation, who will be serving as General Manager of the city's system. Council members were updated on construction of the fiber backbone, the headend building, provisioning of services, operations plans, and marketing and sales. Jeff O'Neill noted that financial plans for the operations of the fiber backbone system will be presented to Council in the near future. A budget should be presented and adopted in the next few months. 3. Adiourn BRIAN STUMPF MOVED TO ADJOURN AT 6:50 P.M. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary Council Minutes: February 23, 2009 MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday February 23, 2009 - 7 p.m. Members Present: Clint Herbst, Tom Perrault, Glen Posusta, Brian Stumpf and Susie Wojchouski. Members Absent: None 1. Call to Order. Mayor Herbst called the meeting to order at 7 p.m. and declared a quorum present. The Pledge of Allegiance was said. 2A. Approve minutes of February 9, 2009 Fiber Optics Workshop. 2B. Approve minutes of February 9, 2009 Regular Meeting. Since not all of the Council had received copies of the minutes it was suggested that this item be tabled. TOM PERRAULT MOVED TO TABLE APPROVAL OF THE MINUTES OF THE FEBRUARY 9, 2009 REGULAR MEETING AND FIBER OPTIC WORKSHOP UNTIL THE NEXT MEETING. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 3. Consideration of adding items to the agenda. It was noted that March is Food Shelf month and residents were encouraged to support the local food shelf. 4. Citizen comments, petitions, requests and concerns. No one spoke under citizens comments. 5. Consent Agenda: A. Consideration of acceptance of Sunset Ponds 1St and 2nd Additions, City Project Nos. 2003-14C, 2003-15P and 2004-12P. Recommendation: Move to accept Sunset Ponds 1St and 2nd Additions, City Projects No. 2003-14C, 2003-15P, and 2004-12P subject to the following conditions: SunsetPonds ls`: 1) Repair settled pavement around gate valve at the southeast corner of Goodrich Drive and 93rd Street NE. The extent of the pavement area needing repair will be determined in the field; 2) Repair settled pavement around gate valve along Goodrich Drive south of 92r'd Street NE (station 31+11). The extent of the pavement area needing repair will be determined in the field; 3) Replace sanitary sewer casting lid with a storm sewer casting lid on STMH-321ocated at the southeast corner of 93rd Street and Golden Pond Lane; Council Minutes: February 23, 2009 4) Replace curb along the south side of 91st Street NE from Haug Avenue approximately 175 feet to the west. There is evidence that the curb has deteriorated due to a workmanship issue; and 5) Lower the hydrant and valve at the northwest corner of Haug Avenue and 93rd Street; Sunset Ponds 2"d: 1) Place structure marker signs as per City of Monticello detail plate #1003 at all off pavement structures; and 2) Lower the hydrant at station 89+40 Golden Pond Lane (Lot 29, Block 5) General Development: 1) Remove spoil piles and concrete washout areas wherever in existence within development; 2) Per approved landscape plans, cedar rail fencing is to be installed at specified locations; 3) Per approved landscape plans, trees are to be planted along southern park boundary (although not allowed in gas line easement) and 4) Verification of placement of iron monuments at lot corners. B. Consideration of approving temporary liquor license for Hi-Way Liquors wine tasting event. Recommendation: Approve a temporary liquor license for Hi-Way Liquors for their wine tasting event to beheld on March 27, 2009 at the Monticello Community Center. C. Consideration of adopting addendum to Management Services Agreement with Hiawatha Broadband Communications Inc. of Winona, Minnesota. Recommendation: Support adoption of the addendum to the Management Services Agreement with Hiawatha Broadband Communications. D. Consideration of waiving statutory liability limits for City insurance renewals. Recommendation: The Council formally indicates that the City of Monticello does not waive the monetary limits on tort liability established by Minnesota Statute 466.04. E. Consideration of approving purchase of large format copier/printer/scanner to replace Xerox 3001 large format copier. Recommendation: Move to authorize purchase of a new Canon large format combination copier/printer/scanner from Franz with a 36 month on-site service agreement for $17,450.03. F. Consideration of purchasing 15 new Fire Department pagers. Recommendation: Approve the purchase of 15 Minitor 5 pagers from Ancom Communications at a cost of $6,780.75. G. Consideration of approval of Change Order No. 3 for Monticello FiberNet Head End Building. Recommendation: Authorize payment of Change Order No. 3 for the Monticello FiberNet Head End Building in the amount of $1,394.53 to KC Companies, Inc. H. Consideration of approving bid from Olson & Sons Electric to install the automatic transfer switch (ATS) and generator at the Monticello Fiber Optic Head End Building. Recommendation: Authorize accepting the bid of Olson & Sons Electric for the electrical work to be done on the Monticello FiberNet building in the amount of $23,000. BRIAN STUMPF MOVED TO APPROVE THE CONSENT AGENDA OF ITEMS #SA, 2 Council Minutes: February 23, 2009 #SB, #SC, #SD AND #SH WITH ITEMS #SE, #SF AND #SG BEING REMOVED FOR DISCUSSION. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 6. Consideration of items removed from the consent a enda for discussion #SE Purchase of large format copier/printer/scanner: Clint Herbst asked City Engineer Bruce Westby to review the cost comparison data that was submitted. Bruce Westby reviewed the bids from the vendors noting that one vendor did not provide a quote fora 36 month lease. Tom Perrault asked if there was a comparison done on the cost to run the different machines. Bruce Westby replied that operating cost was estimated based on previous usage. Council noted the costs of supplies can vary from vendor to vendor. Tom Bose who researched the data on the proposed equipment explained they had looked at four different vendors and two of the four vendors met the City's specifications as far as equipment needs. Staff also looked at the cost of supplies and the cost estimate used for supplies was based on the machine the City currently owns. Glen Posusta asked that Bruce Westby address the archiving aspects of the equipment. It was explained that putting the City's plans in electronic format will protect the data as plans will not be lost or damaged in storage and it will also open up building space since the plans will not have to be stored. CLINT HERBST MOVED TO APPROVE THE PURCHASE OF A NEW CANON LARGE FORMAT COMBINATION COPIER/PRINTER/SCANNER FROM FRANZ WITH A 36 MONTH ON-SITE SERVICE AGREEMENT FOR $17,450.03 SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SF Purchase of pagers for Fire Department: The Council questioned the price quoted. Tom Kelly said he had backed out the sales tax on the one quote so that the City would be comparing apples to apples. Fire Chief Steve Joerg was present and stated that the Fire Department was satisfied with either of the two lowest quotes and added that the two firms have representatives in the area so it would be easy to bring equipment in if it is in need of repair. BRIAN STUMPF MOVED TO APROVE THE PURCHASE OF 15 MINITOR 5 PAGERS FROM ANCOM COMMUNICATIONS AT A COST OF $6,780.75 NOT INCLUDING TAX. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SG Change Order #3 Monticello FiberNet Head End Building: Glen Posusta stated it bothered him when a contractor is given a contract based on the low bid that there are additional costs added later on. He questioned the snow slide prevention work on the roof and did not feel that would be of benefit. He also questioned how often anyone would be on the roof and would need that especially since the pitch of the roof was not that steep. He felt the contractor bid a $600,000 building and if the contractor forgot to put something the contractor should pay for it. Public Works Director Bob Paschke stated the building plans used were based on a building from the south where the snow slide prevention and flashing was not an issue. He said the flashing was only a 10' piece. Glen Posusta said while the dollar amount of the change order was not large it was the principle of the matter. These items, however Council Minutes: February 23, 2009 small, he felt should have been covered in the bid price. He added that the City is not the only entity that runs into this issue. Susie Wojchouski agreed saying the architect who designed the building should have been designing it for what was needed in Monticello. Brian Stumpf said in previous discussion on change orders, it was his understanding that staff was going to negotiate any change order with the contractor before bringing it to the Council. GLEN POSUSTA MOVED TO NOT APPROVE CHANGE ORDER NO. 3 FOR THE MONTICELLO FIBERNET HEAD END BUILDING IN THE AMOUNT OF $1,394.53. SUSIE WOJCHOUSKI SECONDED THE MOTION. Brian Stumpf asked that the motion be amended to include that if the item was not in the bid that staff be directed to negotiate the item with the contractor. GLEN POSUSTA AMENDED HIS MOTION TO INCLUDE AUTHORIZING STAFF TO NEGOTIATE ANY ITEMS THAT WERE NOT INCLUDED IN THE BID. SUSIE WOJCHOUSKI SECONDED THE AMENDED MOTION. MOTION CARRIED UNANIMOUSLY. 7. Consideration of approving authorization to proceed with remodeling of DMV Building and expansion of facility into clothing area. Finance Director Tom Kelly explained the proposed remodeling project. The DMV may possibly be issuing drivers license and will likely need additional room for the camera. The City is looking at ways of trying to get them more space. The Public Works staff is proposing toextend the wall into the clothing area. This would allow the counter to be turned around thus giving more space for customers and allowing additional workstations. Tom Kelly stated this was the cheapest option. Public Works staff could do the work for $3,000. The City would need to hire an electrician for some wiring work and there would also be some work needed on the heating system. In order for the Public Works staff to do the project the work would have to be done in March. After that time the seasonal work load would make it difficult for staff to do this project in addition to their normal work load. Glen Posusta asked about the space for the camera and where that would be located. Tom Kelly explained with the remodeling two work spaces would be created and one would be used for the camera. Brian Stumpf asked if by doing this expansion will the City be required to bring any other portion of the building up to date as far as building codes. Gary Anderson, Building Official indicated that the doorways would have to be redone so they would swing outwards. Tom Kelly indicated that this spring the City would look at the exterior of the building which may require re-stuccoing. They would also look at installing an entrance way by the front door. Susie Wojchouski asked about the cost of the equipment needed to do the drivers licenses and whether the equipment is purchased by the City or furnished by the state. DMV Manager, Ann Johnson said at the present time the state would supply the equipment but added with economic conditions and proposed state budget cuts there is a possibility that could change. At this time the state has not provided information on the cost of the equipment needed. 4 Council Minutes: February 23, 2009 Brian Hamel representing the food shelf addressed the Council. He expressed his appreciation for the arrangement with the City over the past years for allowing the use of a portion of the building for the food shelf and the clothing section. He wanted to know what space would be taken for the expansion. He said the volume of people coming to the food shelf and clothing area has increased over the past several months. He also asked if the area of the food shelf and clothing distribution could be looked at to see if there was any way to re-configure the space to make it more usable. Staff explained that according to the drawing the expansion would encroach into the clothing distribution area and have minimal impact on the food shelf area. Brian Hamel asked what would be done when the wall gets moved to protect the other area from dirt and dust. Bob Paschke noted the existing wall is sheet rock and they would be constructing the new wall before taking down the old wall. Brian Stumpf asked what kind of arrangement the City had with the group operating the food shelf and clothing distribution facility. Jeff O'Neill stated he thought the lease was for $1/year and the Bob Hamel indicated they pay for the utilities for their portion of the space. Carol Peterson who operates the clothing distribution area stated it generates about $500/month which goes to the food shelter. She did not want to lose the space. Brian Stumpf felt the tenants should work together to figure out a different configuration for the space that better addresses their needs. He noted the City may end up spending $3,000- $10,000 for this expansion and in these economic times the City must be careful in their expenditures. Brian Hamel said they try to schedule their food drives so that are not stockpiling great quantities of food. He understands the City's concerns and where they are coming from. Brian Stumpf asked if someone on the City staff could help with the reconfiguration of the food shelf/clothing distribution space. Clint Herbst agreed that staff should look at the site and come back with options for what could be done. Brian Stumpf suggested Public Works look at the entire building and come back with a recommendation for the food and clothing side. Glen Posusta questioned whether it shouldn't be the building department doing the review. Brian Stumpf felt either the Public Works or Building Department could do the review. Brian Stumpf requested that this come back at the next meeting because the City has a deadline as far as when staff could do the work. BRIAN STUMPF MOVED TO SEND THIS MATTER BACK TO STAFF AND HAVE THEM REVIEW THE ENTIRE FACILITY AND AUTHORIZE STAFF TO PROCEED WITH THE IMPROVEMENTS IF THE FOOD SHELF IS IN AGREEMENT WITH IT. SUSIE WOJCHOUSKI SECONDED THE MOTION. Tom Perrault said he is uneasy with doing this because there is no price provided for the electrical work, the heating work, finishing the counter, carpeting and office furniture. He asked what the City was going to pay for all of this. Clint Herbst felt the Council could authorize the moving of the wall and having staff come back with a quote on the other work. Tom Perrault is concerned that with none of these prices known at this time if the City moves to go forward with the wall then the City is obligated to do all the other things. Brian Stumpf suggested capping the project costs at $10,000. 5 Council Minutes: February 23, 2009 BRIAN STUMPF AMENDED HIS MOTION TO INCLUDE THAT THE COSTS FOR THE REMODELLING AND EXPANSION NOT EXCEED $10,000. SUSIE WOJCHOUSKI SECONDED THE AMENDED MOTION. MOTION CARRIED UNANIMOUSLY. Clint Herbst indicated he would like to accompany staff when they view the building. 8. Consideration of approval of the facility plan for the Monticello Wastewater Treatment Facili Paul Saffert from Bolton Menk gave a presentation on the facility plan for the wastewater treatment plant. He stated that approving the facility plan does not lock the City into anything. It is a planning document to see if the City qualifies for funds under the federal stimulus package. Clint Herbs said the plan is being put together in order to qualify for stimulus funding and that does not necessarily mean the City is going to start tomorrow. Paul Saffert stated they are waiting for a response from the MPCA on information submitted on the liquid side of the facility plan. However the biosolids plan (Phase I) is ready for submittal. In his presentation Paul Saffert explained the current system and gave a brief history of the biosolids study that the City had done. He then went on to explain the various options the City has looked at which include expanding at the City's present site and working on a joint venture with the community of Big Lake. Big Lake was deemed to be viable option for the City since they are undergoing wastewater facility modifications. Since the MPCA does not transfer load allocation, any amounts Monticello is allowed to discharge do not automatically go to Big Lake if there is a joint project. In discussion of the options the City looked at hauling liquid biosolids to a facility as well as looking at dewatering the biosolids and bringing the dewatered product to facility. The City also looked at improvements that could be made to fully utilize the City's existing facility. Paul Saffert pointed out that regional discussions included a complete regionalization and having just a portion of the residential area utilizing the Big Lake facility. He discussed some of the hurdles that occur in a joint venture. These include who controls the operation, how the costs are broken out between the entities involved, who owns the permit, who owns the end product of the treatment process and the issue of supernatant. Paul Saffert explained that supernatant is the water that comes with the waste product. The supernatant would take up the capacity of a facility. Paul Saffert stated that Big Lake has no interest in accepting Monticello's liquid but they would accept dewatered material from the City. He noted that if Monticello brings their material to Big Lake for treatment, the treated product is owned by entity providing the treatment. The costs of dewatering and drying were presented. Clint Herbst asked if the dewatering project is what the City was looking at earlier and if so why there was a cost difference between the original study and what was shown at this meeting. Paul Saffert explained the cost in the original study included the vehicle storage building and the digester mixers. The City has proceeded with these two projects so that cost is not shown in the current figures. Bolton Menk is recommending that the City submit the facility plan which includes the biosolids improvements for dewatering and drying equipment and related improvements. (Phase I). The liquid portion of the plan (Phase II) will be evaluated again when the MPCA 6 Council Minutes: February 23, 2009 has set effluent limits. The facility plan has to be received and reviewed by the MPCA so it can be determined if it qualifies for funding. Glen Posusta asked why the City is talking to Big Lake because their treatment cost is so high. There is some expansion space in the city current system and given current growth conditions, this site could work unti12050. Brian Stumpf asked if no stimulus money comes to the City are they back to square one as far as planning and if the facility plan is accepted and there is no stimulus funding is the city obligated to construct an expansion to the wastewater treatment facility. Paul Saffert responded that even if the City does qualify for stimulus funds they are not obligated to construct the expansion. SUSIE WOJCHOUSKI MOVED TO APPROVE THE FACILITY PLAN AS PRESENTED FOR SUBMITTAL TO THE MPCA AND FUNDING AGENCIES. THIS INCLUDES PHASE I BIOSOLIDS IMPROVEMENTS OF DEWATERING AND DRYER EQUIPMENT AND BUILDING. THE PHASE II LIQUID IMPROVEMENTS WILL BE REEVALUATED ONCE EFFLUENT LIMITS FROM THE MPCA ARE AVAILABLE AND GROWTH CONTINUES TO USE THE EXSTING CAPACITY OF THE LIQUID HANDLING PORTION OF THE MONTICELLO WASTEWATER TREATMENT FACILITY. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Paul Saffert indicated they would be submitting the information to the MPCA on March 4th and thought they could expect to hear something back in April. Added Item: Brian Stumpf reminded Council of the tour of the new Law Enforcement Center in Buffalo on February 25, 2009. 9. Consideration of approving payment of bills for February. BRIAN STUMPF MOVED TO APPROVE PAYMENT OF THE BILLS. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 10. Adiourn TOM PERRAULT MOVED TO ADJOURN AT 8:20 P.M. GLINT HERBST SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary 7 Council Agenda: March 9, 2009 SA. Consideration of auprovin~ new hires and departures for MCC and Parks. (JO) A. REFERENCE AND BACKGROUND: The Council is asked to ratify the hiring and departures of employees that have occurred recently at the MCC and Parks. It is recommended that the Council officially ratify the hiring/departure of all new employees including part-time and seasonal workers. A.l BUDGET IMPACT: None A.2 STAFF WORK LOAD IMPACT: Until the positions are filled again, existing staff would pick up those hours. B. ALTERNATIVE ACTIONS: Ratify the hire/departures of the employees as identified on the attached list. C. RECOMMENDATION: By statute the City Council has the authority to approve all hires/departures. There is no other recommendation but for the Council to exercise the authority given to them by state statute. D. SUPPORTING DATA: List of new employees. NEW EMPLOYEES Name Title Department Hire Date Class Jessica Dullinger Slide Attendant MCC 02/17/09 PT Daniel Norlin Slide Attendant MCC 02/20/09 PT TERMINATING EMPLOYEES Name Reason Department Last Day Class Brent Coulthart Voluntary MCC 01/10/09 PT Orlan Merry Voluntary MCC 02/20/09 PT Josh Johnson Voluntary MCC 01/01/09 PT Brent Stauffer Layoff Parks 02/27/09 Temp council_employee list.xls: 3/4/2009 Council Agenda: March 9, 2009 SB. Consideration of approving contribution from Untiedt's Vegetable Farm and anonymous donor. (TK) A. REFERENCE AND BACKGROUND: The City has received donation of $400 from Untiedt's Vegetable Farm in appreciation of assistance provided by the Fire Department. Matt Theisen and Sean Weiss assisted the Fire Department with a grain bin rescue of an employee of the Untiedt's. The City has also received a donation of $600 from a donor who wished to remain anonymous. Both of these donations will go towards defraying the cost of equipment for the Fire Department. As required by state statute, if the City accepts the donation of funds, the City Council needs to adopt a resolution specifying the amount of the donation and its use. A.1. Budget Impact: The donation has negligible impact. A.2 Staff Workload Impact: None A.3 Council Priority: Not applicable B. ALTERNATIVE ACTIONS: Approve the contribution and authorize use of funds as specified. 2. Do not approve the contributions and return the funds to the donors. C. STAFF RECOMMENDATION: Staff recommendation is to adopt the resolution accepting the contributions. D. SUPPORTING DATA: Resolution No. 2009-10 City of Monticello RESOLUTION N0.2009-10 RESOLUTION APPROVING CONTRIBUTIONS WHEREAS, the City of Monticello is generally authorized to accept contributions of real and personal property pursuant to Minnesota Statutes Sections 465.03 and 465.04 for the benefit of its citizens and is specifically authorized to maintain such property for the benefit of its citizens in accordance with the terms prescribed by the donor. Said gifts maybe limited under provisions of MN Statutes Section 471.895. WHEREAS, the following persons and or entities have offered to contribute contributions or gifts to the City as listed: DONOR/ENTITY DESCRIPTION VALUE Anonymous Cash Contribution $600 Untiedt's Ve etable Market Cash Contribution $400 WHEREAS, all said contributions are intended to aid the City in establishing facilities, operations or programs within the city's jurisdiction either alone or in cooperation with others, as allowed by law; and WHEREAS, the City Council hereby finds that it is appropriate to accept the contributions offered. NOW THEREFORE BE IT RESOLVED by the City Council of Monticello as follows: 1. The contributions described above are hereby accepted by the City of Monticello. 2. The contributions described above will be used as designated by the donor. This may entail reimbursing or allocating the money to another entity that will utilize the funds for the following stated purpose: DONOR/ENTITY RECIPIENT PURPOSE Untiedt's Ve etable Farm City of Monticello Fire D artment Anon ous City of Monticello Fire D artment Adopted by the City Council of Monticello this 9th day of March, 2009. Clint Herbst, Mayor ATTEST: Jeff O'Neill, City Administrator Council Agenda: March 9, 2009 SC. Consideration of renewing three year contract for fireworks for Riverfest. (GA) A. REFERENCE AND BACKGROUND: As part of the annual Riverfest celebration, the City of Monticello (Liquor Fund) has been financing the annual $8,000 expenditure for the fireworks display. The Liquor Fund annually budgets for this expenditure from its operating revenue, which is the case for the year 2009. For the past three years the City and Riverfest Committee has been using Melrose Pyrotechnics Inc. at a cost of $8,000 a year. Bids for the upcoming three year period were solicited from three companies with only two companies submitting proposals, Melrose Pyrotechnics, Inc. and Kuhn Fireworks. RES Specialty Pyrotechnics did not submit a bid. Melrose Pyrotechnics, Inc. submitted the lowest quote. Council is asked to again consider entering into a new three year contract. As a bonus to this contract the Riverfest Committee would receive a bonus of 5% more fireworks display for each of the first two years of the contract, which would be added to the third year fireworks display. The amount would continue to be $8,000 per year with the cost being budgeted from our liquor store funds as it has been in the past. It is the recommendation of City staff that the City continue using the services of Melrose Pyrotechnics, Inc. for 2009, 2010 and 2011. A.1 Budget Impact: Funds for this will come from the budgeted liquor funds. A.2 Staff Impact: There are no anticipated impacts for staff. B. ALTERNATIVE ACTIONS: 1. Approve entering into a three year agreement with Melrose Pyrotechnics, Inc. for the Riverfest fireworks display in the amount of $8,000 per year. 2. Do not enter into the agreement at this time. C. STAFF RECOMMENDATION: It is the recommendation of staff that the City continues using the services of Melrose Pyrotechnics and enters into a three year agreement to receive the bonus of 5% more fireworks display for each of the next two years. D. SUPPORTING DATA: Copy of Melrose Pyrotechnics, Inc. Proposal Copy of Kuhn Fireworks Proposal KUHN FIREWORKS DISPLA Y CO. 2240 HOMEBROOK TRAIL SW PEQUOT LAKES, MN 56472 CELL 218-330-1788 OFFICE 218-568-4812 FAX 218-568-5307 kuh nfireworks(a~brain erd. n et www. kuhnfireworks. com ALL KUHN FIREWORKS BIDS/PROPOSALS ARE ALL INCLUSNE ---SHELLS ---MATERIALS ---LABOR/SHOOTERS FEE ---SALES TAX (WHEN APPLICABLE) ---$5,000,000 GENERAL LIABILITY INSURANCE THERE ARE NO ADDITIONAL COSTS UNLESS SPECIAL TERMS OR CONDITIONS ARE AGREED UPON KUHN FIREWORKS DISPLAY COMPANY IS FULLY INSURED AND LICENSED ---GENERAL LIABILITY INSURANCE ---DOT/AUTO UMBRELLA---MCS 90 ---WORKERS COMP ---ATFE FEDERAL LICENSE ---STATE LICENSED DISPLAY OPERATORS ---CDL-LICENSED HAZMAT DRIVERS ---MN HAZMAT REGISTRATION ---U.S. HAZMAT REGISTRATION ---FEDERAL HAZERDOUS MATERIALS SAFETY PERMIT ---MCS 150B ---UNITIED CARRIER REGISTRATION f KUHN FIREWORKS Dean Kuhn 2240 Homebrook Trail SW Pequot Lakes, MN 56472 Phone 218-568-4812 Fax 218-568-5307 Ce11218-330-1788 Email---kuhnfireworks@brainerd. net $9,000 PROPOSAL SHELL COUNT Size description qty 2 '/z"----assorted colors and effects 120 3"-------assorted colors and effects 300 3"-------salutes (bombs) 54 4"-------assorted colors and effects 201 5"-------assorted colors and effects 100 6"-------assorted colors and effects 36 Total of above aerial shells-----------------811 In addition to the above, rapid fire multiple shot box's Using 1.5" shells 4-25 shot color peonies-----------------------100 4-36 shot color w/crackling------------------144 2-49 shot fan shape crossette------------------98 2-90 shot W shape cherry, lemon and blue-180 2-100 shot Z shape falling leaves------------200 Total of above multiple shot box's----------722 TOTAL NUMBER OF SHELLS IN SHOW---1,533 HOW THE SHOW WILL BE PRESENTED Single shots to pace the show 3" assorted-------------------------------------52 4" assorted-------------------------------------72 5" assorted-------------------------------------50 6" assorted-------------------------------------20 SALUTES (bombs) mixed in to the main show 3" titanium salutes----------------------------24 MULTIPLE SHOT VOLLEYS OF SHELLS TO FILL THE SKY Qty description 60-----2 '/2" assorted shells fired 3 at a time----20 times 98-----3" assorted shells fired 2 at a time----49 times 72-----3" assorted shells fired 3 at a time----24 times 84-----4" assorted shells fired 2 at a time----42 times 18-----4" mine shells fired 3 at a time---------6 times 24-----5" assorted shells fired 2 at a time----12 times IN ADDITION TO THE ABOVE MULTPLE SHOTS---3 EVENTS FEATURING Multi color dahlias----- golden willows----- glittering crossettes 4-----6" shells-----------4---6" shells----------4---6" shells 4-----5" shells-----------4---5" shells----------4---5" shells 4-----4" shells-----------4---4" shells----------4---4" shells THE MULTIPLE SHOT BOX'S WILL BE SHOT AT FIVE DIFFERENT POINTS IN THE SHOW CREATING FIVE DIFFERENT EVENTS INCLUDING ---the opening volley---4-25 shot color peonies ---3 different points in the main body of the show -----------2-49 shot fan -----------2-90 shot W ---2-100 shot Z ---the pre-finale---4-36 shot color w/crackling ---which will lead in to the GRAND FINALE BARRAGE featuring 60---21/2" color shells 30---3" color shells 15---4" color shells 8----5" color shells 4----6" color shells 30-3" salutes ANY CHANGES OR ADJUSTMENTS TO THIS PROPOSAL WILL BE OF EQUAL OR GREATER VALUE. • Riverfest of Monticello Inc. • Type of Proposal: Prepared For: Program Length: Type of Pyrotechnic Effect: Electronically Fired Production City of Monticello Riverfest of Monticello, Inc. 20 - 25 Minutes Low Level up to 6" Shells incorporated with Special Effect Box Items This Proposal Includes: Five Million Dollars Public Liability Insurance Licensed Professional Pyrotechnicians Workers Compensation Insurance All Fireworks Material Necessary to the Production All Firing Equipment Necessary to the Production Proposal Cost: $8,000.00 n LJ Council Agenda: March 9, 2009 SD. Consideration of authorizing advertisement for bids for the Fiber Outic Network. City Proiect No. 2006-32C. A. REFERENCE AND BACKGROUND: City Council is asked to consider authorizing advertisement for bids seeking contractors interested in constructing the fiber optic system contemplated for construction in 2008 but held up due to the TDS lawsuit. This request is being made in anticipation of the City having funds available at the time they are needed to pay for construction costs. Following are reasons for advertising for bids at this time: • The plans are in place and available and there is nominal cost to conduct this process with or without final determination on availability of funding. • Starting this process now provides an improved chance for having the workforce available beginning of construction in spring or summer and enables full use of the construction season. • The bid documents can provide some flexibility for allowing bids to be held beyond 30 days. • There is a good likelihood that funds will be available for the project either through clearing the lawsuit or through acquisition of funds via the Economic Stimulus package. • Economic Stimulus package funding could create a more competitive marketplace for finding contractors later in the summer. Since the Monticello project is truly shovel-ready (plans are complete) Monticello can utilize this advantage by bidding out the project now. Our chances for getting good prices are best if we are in the market early. • The presence of plans in place and a bidding process underway demonstrates continued forward support by the City Council for this citizen based initiative. • The initiation of the bidding process further demonstrates the shovel-ready nature of the Monticello project which could enhance chances for winning Federal Dollars. The project is being designed in phases; however the phases could be adjusted depending on the nature of the final funding source. The size of the phases and the number of crews along with the total number of drops would be affected by the level of funds available to complete the project. B. ALTERNATIVE ACTIONS: 1. Motion to authorize advertisement for bids seeking contractors interested in constructing the fiber optic network. Under this alternative Spectrum Engineering along with the City Staff will make modifications to the plans and bid documentation sufficient to provide flexibility in terms of award date and scope of project. The final project scope to be set in part by determination of funding source at the time of award. Under this alternative the City will continue to press forward on the project and staff will be making every effort to place the City in good position to fund the project via various sources available. 2. Motion to deny request for authorization to advertise for bids Council Agenda: March 9, 2009 C. STAFF RECOMMENDATION: For the reasons noted in the bullet points above, staff recommends alternative 1. D. SUPPORTING DATA: None Council Agenda: March 9, 2009 SE. Consideration of approving contribution from Tom Perrault. (TK) A. REFERENCE AND BACKGROUND: The City has received donation of $250 from the Tom Perrault. The donation is the equivalent of the pay increase that was approved for the Council. This donation will go to the general fund as that it is the fund from which the Council is paid. As required by state statute, if the City accepts the donation of funds, the City Council needs to adopt a resolution specifying the amount of the donation and its use. A.1. Budget Impact: The donation has negligible impact. The donation offsets an expenditure from the general fund for wages. A.2 Staff Workload Impact: None A.3 Council Priority: Not applicable B. ALTERNATIVE ACTIONS: Approve the contribution and authorize use of funds as specified. 2. Do not approve the contributions and return the funds to the donors. C. STAFF RECOMMENDATION: Staff recommendation is to adopt the resolution accepting the contributions. D. SUPPORTING DATA: Resolution No. 2009-11 City of Monticello RESOLUTION N0.2009-11 RESOLUTION APPROVING CONTRIBUTIONS WHEREAS, the City of Monticello is generally authorized to accept contributions of real and personal property pursuant to Minnesota Statutes Sections 465.03 and 465.04 for the benefit of its citizens and is specifically authorized to maintain such property for the benefit of its citizens in accordance with the terms prescribed by the donor. Said gifts may be limited under provisions of MN Statutes Section 471.895. WHEREAS, the following persons and or entities have offered to contribute contributions or gifts to the City as listed: DONOR/ENTITY DESCRIPTION VALUE Tom Perrault Cash Contribution $250 WHEREAS, all said contributions are intended to aid the City in establishing facilities, operations or programs within the city's jurisdiction either alone or in cooperation with others, as allowed by law; and WHEREAS, the City Council hereby finds that it is appropriate to accept the contributions offered. NOW THEREFORE BE IT RESOLVED by the City Council of Monticello as follows: 1. The contributions described above are hereby accepted by the City of Monticello. 2. The contributions described above will be used as designated by the donor. This may entail reimbursing or allocating the money to another entity that will utilize the funds for the following stated purpose: DONOR/ENTITY RECIPIENT PURPOSE Tom Perrault Cit of Monticello General Adopted by the City Council of Monticello this 9th day of March, 2009. Clint Herbst, Mayor ATTEST: Jeff O'Neill, City Administrator Council Agenda: 3/9/09 7. Consideration of adopting 2009 City of Monticello Transportation Plan and approving an amendment to the Monticello Comprehensive Plan for the adoption of Chapter 6: Transportation Plan. (BW) A. REFERENCE AND BACKGROUND: The current City of Monticello Transportation Plan was adopted on June 27, 1994. Since such time the City has undergone substantial growth and development leading to the need to adopt an updated Transportation Plan. A draft Transportation Plan was developed in 2005 but it was never formally adopted. Then in 2007, the City began updating the Comprehensive Plan, at which time work commenced on updating the 2005 draft Transportation Plan. This timing was due to the fact that the two Plans are tied together in many aspects and therefore complement one another. In fact, once the Transportation Plan is adopted it will become Chapter 6 of the Comprehensive Plan. As such, adoption of the plan requires asuper-majority of the City Council. Staff first updated the draft Transportation Plan to reflect various changes that had occurred in the City and the surrounding region between 2005 and 2007 due to new development which ultimately resulted in increased traffic volumes. Then the Plan was updated to reflect the revised elements of the Comprehensive Plan, including the land use plan and growth projections. With the adoption of the Comprehensive Plan in the spring of 2008, staff completed the final draft of the updated Transportation Plan and distributed it to the following bodies for review and comment: • City Council • Planning Commission • Industrial and Economic Development Committee • Parks Commission • Police Advisory Commission • Minnesota Department of Transportation • Wright County • Sherburne County There were several opportunities for the public, including residents, local developers and others, to provide input while developing the draft Transportation Plan. Per State Statute, a Public Hearing was held at the February 3, 2009 Planning Commission meeting during which time the Commission considered public comment prior to making their recommendations to the City Council. A copy of Resolution No. 2009-001 recommending adoption of the 2009 Monticello Transportation Plan is attached as supporting data. Also attached as supporting data is exhibit Z, which lists all the recommendations from the various agencies, commissions and committees that reviewed the draft Plan as noted above, along with the revisions required to address each of these Council Agenda: 3/9/09 recommendations. The Monticello-Big Lake Joint Transportation Committee also provided input on the Plan as noted in exhibit Z. Council will note that the most common recommendation was to move TH 25 improvements to the top of the City's priority list, including studying the best location for a second river crossing and constructing the Fallon Avenue Overpass. Several staff comments will also be addressed during final revisions to the Plan. A PowerPoint slideshow will be presented during the Council meeting to provide more detail on the specifics of the Transportation Plan should Council wish to discuss any elements of the Plan in more detail and provide further direction to staff for revising the Plan. The City Council is being asked to adopt the 2009 Transportation Plan this evening, contingent on staff making all the revisions listed in exhibit Z, as well as any other revisions directed by Council. When the Council adopts the Transportation Plan, staff will make the necessary revisions and provide copies to the City Council and Planning Commission members, the appropriate City staff and others as deemed necessary. An executive summary of the Transportation Plan will become the text of Chapter 6 of the Comprehensive Plan, with the full document serving as an appendix to the Comprehensive Plan. An electronic copy will also be posted on the City's web site for the pubic to access. A.1 Budget Impact: If Council adopts the Plan tonight there will be no further impacts to the budget other than what is needed for WSB to complete the necessary revisions. If Council does not adopt the Plan tonight, WSB and City staff will need to continue working on the Plan until it is adopted. A.2 Staff Impact: If Council adopts the Plan tonight there will be no further impacts to staff. If Council does not adopt the Plan tonight, staff will need to continue working on the Plan until it is adopted. B. ALTERNATIVE ACTIONS: 1. Motion to adopt the 2009 Transportation Plan contingent on the revisions listed in exhibit Z being made, as well as other revisions directed by Council, and to authorize staff to begin detailed studies for improving TH 25, identifying the preferred location for a second river crossing, and identifying the preferred alignment of the Fallon Avenue Overpass. 2. Motion to deny adoption of the 2009 Transportation Plan until such time that the Plan is revised to include the revisions listed in exhibit Z, as well as other revisions directed by Council. 3. Motion of other. Council Agenda: 3/9/09 C. STAFF RECOMMENDATION: Staff recommends that the City Council adopt the 2009 draft Transportation Plan this evening, contingent on the revisions listed in exhibit Z being made, as well as any other revisions as directed by Council, and authorize staff to begin detailed studies for improving TH 25, identifying the preferred location for a second river crossing, and identifying the preferred alignment of the Fallon Avenue Overpass per Alternative Action 1. • Please note that minor editorial comments (for grammar and spelling correction) made by the various Commissions and staff will also be incorporated into the final document. D. SUPPORTING DATA: City of Monticello Resolution No. 2009-001 Exhibit Z - 2009 Transportation Plan Revision Recommendations CITY OF MONTICELLO PLANNING COMMISSION WRIGHT COUNTY, MINNESOTA RESOLUTION NO. 2009-001 RESOLUTION RECOMMENDING THE. ADOPTION OF THE 2009 MONTICELLO TR.ANSPORTATIONPLRN WHEREAS, the City adopted a Comprehensive Plan in 2008 and WHEREAS, the Comprehensive Plan cites the completion and adoption of a Transportation Plan as a Next Step in achieving the goals of the plan and WHEREAS, the City has seen dramatic growth over the last l0 years and. with an increase in population and development comes an increased demand for adequately planned infrastructure improvements within the City and its planning area and WHEREAS, the City has reviewed the final Transportation Plan and finds it to consistent with the goals and objectives of the Comprehensive Plan and WHEREAS, the completed Transportation Plan serves as the Ciiy's guide plan for infrastructure investment and improvements NOW THEREFORE, BE IT RESOLVED by the. Planning Commission of the City of Monticello that it hereby recommends adoption the 2009 Monticello Transportation Plan. Adopted by the Planning Commission of Monticello, Minnesota on the 3rd day of February, 2009 R Dragsten, Chair ATTEST: Dawn Grossinger, City Clerk March 5, 2009 Exhibit Z - 2009 Transportation Plan Revision Recommendations Recommendation Revision Required Commenting Body 1. Move TH 25 improvements to top (first) Revise Table 5-1 and update Planning priority. text. Commission, IEDC, Chamber 2. Move second river crossing study to top Revise Table 5-1 and update Planning (first) priority, which would include studying text. Commission, IEDC, impacts to the Monticello Big Lake Regional Chamber, Council Hos ital and other ro ernes. Member 3. Move Fallon Avenue Overpass to a high Revise Table 5-1 and update Planning first riorit . text. Commission, IEDC 4. Clarify discussion on non-motorized Text revisions to section 5.5. Parks trans ortation at CSAH 75/CSAH 39. 5. Verify existing trail system and potential Revise Figure 5-2. Parks motorized/non-motorized conflict points shown on Fi ure 5-2. 6. Add Bertram Chain of Lakes area and Revise Figure 5-2. Parks u date trails stem at Montissi i Park. 7. Clarify responsibilities on non-County Text revisions to section 2.3. Council Member Roads alon Cit /Townshi border. 8. Clarify year that TH 25 south of School Text revisions to section 4.0. Council Member, Blvd will be improved to 4 lanes. Mn/DOT 9. Discuss/clarify traffic origins and Revise Tables 4.1 - 4.5 and add Council Member destinations in Sherburne County. additional text to section 4.2. 10. Clarify source of the access spacing Text revisions to section 5.4. Council Member guidelines. 11. Explore other shuttle service options. Update section 5.6. Council Member 12. Update Traffic Volume map to include Update Figure 2.4 Council Member Chelsea Road counts. 13. Revise timelines for TH 25 signal-timing Update Table 5.1 Mn/DOT improvement to 2009. 14. Rewrite discussion on Federal Funding to Text revisions to section 5.1. Mn/DOT explain the District 3 ATP process. 15. Revise project responsibilities for new I- Revise Table 5-1. Mn/DOT 94 interchange(s) west of TH 25 to City coordination with Mn/DOT, and change second river crossing responsibility to the City. 16. Add note clarifying that on Trunk Revise Table 5.2. Mn/DOT Highways and County Roads, Mn/DOT or the County has access spacing jurisdiction. 17. Prefers Washington Avenue location for N/A MBL Joint Transpor- second river crossing. tation Committee Council Agenda - 03/09/2009 8. Consideration of approving four Public Works Employees to attend Regenerative Air Sweeper School and Training. (T.M.) A. BACKGROUND INFORMATION: With council approval on November 24, 2008 the Public Works Department purchased a new TYMCO 600 Regenerative Air Sweeper from Environmental Equipment and Services Inc. of Elko, MN. This piece of equipment was purchased from the state bid contract process for the price of $169,065.00. The bid included sending four people to Waco, TX for training. All expenses being paid for by Environmental Equipment and TYMCO. TYMCO, which is short for The Young Manufacturing Company, was founded by Mr. B.W. Young in the 1960's. The company is still a family business run by Mr. Young's two sons. TYMCO is the No.l regenerative air sweeper manufacturer in the world. They offer operator, mechanical and safety training for state, county, city and private contractors at their headquarters and manufacturing facility in Waco, TX. The training sessions are held in a 3500 sq.ft. building which was constructed solely for that purpose. They have trained more than 2500 students over the past 25 years. At the November Council Meeting, council tabled sending any employees at that time. They asked to have it brought back to them at a later date. The dates for the schooling are April 27 thru Apri130, 2009. a. Budget Impact: There will be no cost to the City as all expenses for the trip are paid for by TYMCO, including air fare, lodging and meals. The four employees that will be attending will be paid their normal 8 hours pay per day. They will be gone for a total of four days. b. Staff Workload Impact: The dates for this schooling work out very well for the four Street Department employees to attend. At that time the snow plowing season has come to an end and road maintenance and construction do not get into full gear until road restrictions are lifted in May. There would still be three Street Department employees here on staff who will not be attending the training. B. ALTERNATIVES: 1. The first alternative would be to allow four Street Department employees to attend the TYMCO schooling and training session in Waco, TX from April 27 -April 30, paying each employee 8 hours pay per day while attending. 2. The second alternative would be to allow two Street Department employees to attend the TYMCO schooling and training session in Waco, TX from April 27 -April 30, paying each employee 8 hours pay per day while attending. Council Agenda - 03/09/2009 3. The third alternative would be not allowing any employees to attend the TYMCO schooling and training session at this time. C. STAFF RECOMMENDATION: Staff recommends alternative # 1 authorizing all four Street Department employees to attend the TYMCO schooling and training session. This sweeper is a very important and expensive piece of equipment that the Street Department hopes to have for many years. We feel it is extremely important for us to get the best training possible. D. SUPPORTING DATA: Copy of TYMCO training roster; general specifications of the TYMCO 600 and a picture of TYMCO 600. rR~i~~ rr-IUIVt NU. 4b13bti'j SUPPORTING DATA TYMCO Training Roster Dame Submittal Please read the following and fax names of TYMCO trainins attendees as soon as possible. Our fax # is 95261-3689. We purchase non-refundable, non-changeable tickets from 1Vlpls.lSt.Paul to Dallas (usually connecting through another city). Be sure all parties are aware that we cannot send one person in place of another. old a new ti eed to be urchased it wool ve to be at your expense. It is to everyone's advantage to make decisions early. Reasozss include: Everyone has a better chance of getting on the same flight; connecting flights are more convenient the earlier you book (most important to your people); and you are sure to get a slot for the school. School Dates: April 27th - April 30`~,Z009 Meals and accommodations included..Attendees will have a roo~anmate. Indicate roommate pzeferenco below. Shuttles will be provided for transportation. Monday Apri127 : Remember driver's license for photo I.D. Flight leaves Mpls. some time between 7:00 - 10:00 A.M. (Arrive at the airport 90 minutes eazly.} Fly to Dallas. Shuttle to 'Waco. Meet TYMCO Personnel. Dinner to follow. Tuesday Apri128: Schoo18:00 AM to 5:00 FM. Dizmer to follow. Wednesday Apri129_ School 8:00 AM to 5:00 PM. Dinner to follow. Thursday 1~pri~ 30: Plant Tour !Travel Day. A mve home some time between 5:00 - 10:00 PM (according to current flight schedule). Confirmation offlight information will be provided as soon as it is available. Correct spoiling of name of person attending City / ComDanv and Title ~Priu~t as it~pears on driver's lieense~ Roommate Preferences: Council Agenda: 3/9/09 9 •_ Consideration of auproving appointment of Consulting Engineer. (BW) A. REFERENCE AND BACKGROUND: On January 12, 2009 the City Council was asked to approve various appointments, including the City's consulting engineer. At that time, Council instructed staff to compare the fees of our current engineering consultant firm, WSB and Associates, to other competing engineering consulting firms to make sure WSB's rates remain competitive and as such provide the City with good value. In response to Council's request, City staff obtained 2009 fee schedules from seven (7) other engineering consulting firms that have offices in Minnesota and can provide comparable services to WSB. The fees of the other seven engineering firms were then tabulated against WSB's fees. This tabulation is attached as supporting data. It should be noted that in completing the attached tabulation staff found that most of the position classifications used by engineering consultant firms differ so the attached tabulation required some judgment as to which classifications were roughly equal. However, because most of the firms use a range of fees for each position there is already some level of subjectivity associated with a fee comparison and as such we felt this was not an issue for the purposes of our comparison. The attached fee comparison tabulation indicates that WSB's fees are indeed competitive with the other firms we compared them against. In fact, WSB's fees rank among the lowest of all eight firms studied. And if you consider that most of the other consulting firms bill their clients separately for mileage and reproduction charges, whereas WSB rolls these charges into their hourly fees, it appears that WSB provides an excellent value to the City of Monticello for their services. In addition, engineering consultant fee studies from the City's of Lakeville and Eagan were also reviewed for general comparative purposes and based on their studies it was also apparent that WSB's fees are very competitive. Staff also obtained Mn/DOT's most recent engineering consultant overhead rate study from June of 2008 which shows that WSB and Associates has one of the lowest overhead rates of any of the engineering consultants Mn/DOT tracks. In fact, of the 55 firms included in the study, the average overhead rate was 162.62 whereas WSB's rate was 117.15, and only 4 firms had lower overhead rates than WSB. This study is attached as supporting data for your reference. Over the years staff has tried to do our best to keep our fingers on the pulse of our consultant fees and overall we have always felt that the City has been getting a good value with its consulting engineer. However, this exercise provided an excellent opportunity to verify this and as such staff would like to propose that we be allowed to complete fee comparison studies for our consultants on a biennial basis in the future. Council Agenda: 3/9/09 A.1 Budget Impact: Whatever Council's motion is, there should be no associated impact to the City's 2009 budget since consultant engineering fees were budgeted for under the Engineering Department. A.2 Staff Impact: If WSB and Associates is appointed as the City's consultant engineer there will be no anticipated impacts to staff. However, if the Council appoints a new consulting engineer(s) then staff will need to spend some time with the new engineer(s) acquainting them with certain aspects of the City such as our existing infrastructure, topography, soils, design and construction standards, ordinances and policies, various City staff and staff and resources from other local and regional agencies. B. C. ALTERNATIVE ACTIONS: 1. Motion to appoint WSB and Associates as the City's consulting engineer for 2009. 2. Motion to appoint 2009. as the City's consulting engineer(s) for 3. Motion of other. STAFF RECOMMENDATION: Based on the results of staffls fee study, and in consideration of the many other benefits that are provided to the City and its staff by maintaining a working relationship with awell-established firm knowledgeable with the City's history, infrastructure, soils, topography, design and construction standards, local developers, local engineers, City staff and staff from other local and regional agencies, staff recommends that the City Council appoint WSB and Associates as the City's consulting engineer for 2009 per Alternative Action No. 1. Staff also recommends that we continue to review our consultant fees on a biennial basis to ensure their fees remain competitive. However, if the Council wishes to appoint or evaluate other engineering consultants, staff requests that the Council consider firms that are multi-disciplined and therefore capable of working on a variety of improvement projects including roadway and utility construction, as well as water supply and wastewater treatment systems. D. SUPPORTING DATA: 2009 Consultant Engineer Fees Tabulation 2008 Mn/DOT Consultant Engineer Overhead Rate Study All Companies with 2006 or newer overhead rates 06/04/08 MNDOT Submitted MNDOT Audited Consultant Rate Rate Companies Year Aerial Services Inc. 366.53 155.00 CY 2006 Albedc Gerken Traffic Consulting 112.56 112.56 CY 2006 Alliant Engineering 130.86 130.86 CY 2008 AMEC Infrastructure 160.57 155.00 CY 2006 Barr Engineering Company 181.03 155.00 X CY 2006 The Louis Berger Group, Inc. 139.15 139.15 FYE 6/30/06 Bloom Consultants 144.30 147.36 CY 2006 Bokon & Menk, Inc. 163.36 155.00 X CY 2006 eonestroo, Rosene, Anderlik 163.19 155.00 X FYE 4/30/07 Braun Intertec Corp.(consulting) 188.92 155.00 X CY 2006 Castle Rock Consultants 177.80 155.00 FYE 3!31/07 CH2M Hil{ 141.09 141.09 CY 2006 Collins Engineers 180.45 155.00 CY 2006 Connectics Transportation Group 79.50 79.50 CY 2006 DMJM & Hams Inc. 139.53 139.53 FYE 9/30/06 The DadStone Group 148.48 146.48 CY 2007 Earth Tech, Inc 163.27 155.00 FYE 9129/06 Edwards & Kelsey 157.33 155.00 FYE 4/14/07 Enviroscience/EVS t84.03 155.00 X CYZ006 Figg Bridge Engineers 1:76.07 155.00 CY 2006 Figg Bridge Inspection 156.75 155.00 CY 2006 Foth Infrastructure & Environment 164.70 155.00 CY 2006 Howard R Green Company 174.76 155.00 CY 2007 HDR Engineering, Inc. 165.29 155.00 CY 2006 HDR - CCC 131.20 131.20 CY 2006 HNTB Corp. 154.62 154.62 CY 2006 Robert 1IV. Hunt Co. 111.33 111.33 CY 2006 ITERIS, Inc. 163.52 155.00 FYE 3/31/07 Jacobs Engineering Group 128.65 128.65 FYE 9/30/08 Prov. Jones and Jones 175.90 155.00 CY 2006 KFH Group, Inc. 125.04 125.04 CY 2006 Klmley-Horn & Associates 193.06 155.00 CY 2007 LHB 158.69 155.00 X CY 2006 T. Y. Lin international 164.42 155.00 CY 2006 Modjeski and Masters, Inc. 156.25 155.00 CY 2007 Oisson Associates dba OEI, nc. 167.42 155.00 CY 2006 Parsons Brinckerhoff 156.90 152.89 FYE 10/27/06 Parsons Transportation Group 153.40 153.40 CY 2006 ProSource Technologies 125.83 125.83 X CY 2007 Rani Engineering 182.00 155.00 X CY 2006 Short Elliot Hendrickson 168.82 155.00 X FYE 8/30/07 Wilbur Smith Assocaites 178.65 155.00 FYE 12/29/06 SRF Consulting Group 148.88 148.88 X FYE 9/30/07 Stanley Consutants 150.49 150.97 FYE 4/1/08 STS Consuitants(Eng consuking) 171.33 155.00 CY 2006 The 106 Group 153.21 153.21 X CY 2007 TKDA 159.20 155.00 X CY 2007 TranSystems Corp. 160.64 155.00 CY 2006 URS Corp. 125.52 125.52 CY 2008 Prov. Wenck Associates, Inc. 155.19 155.00 X CY 2007 WHKS & Company 180.38 155.00 FYE 385/06 Widseth Smtth Noting & Assoc 154.53 154.53 X FYE 11/30/07 Wise Janney Elatner Associates 196.02 155.00 CY 2006 WSB & AssoGatea 117.15 112.83 X CY 2006 Yaggy Coby 159.08 155.00 X CY 2007 8782.84 Average OH rate submitted 182.65 8080.43 Avg OH rate when 155% limit applied 149.64 ~tp,.i ~r~.~ MQ..~ ~ toO.O O ~ m 3 ~ •~ G~ ~ o ~ ~ iv w ~ r' ~ (~ ~ D a m ~ tn m r m cn m m ~ ~ c~ ~ ~ r d ~ ` ~ cn cn m tn m p a ~ cn ~ n+ ~ cn C m ~ m ~ °• ~ ~y ~. ~ 0~ 3 N .~ . -I ~. O a ~ ~ O . ~ cn (/ v_, ) > app Cj ~ N ~ ~ ~ ~op f! y ~ O . ~. 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OO y O (~ C~ n n ~ En ~y ~y v+ to En to tsi fn fA to ~ ~ o ~ ~ o 0 0 ~ ~ ~ o o o '~ rn ~ z ,~ ~ 3 A °' ' 6s En v+ i v ~ w w ~ c i~ ° O n ~ ° rnm '~ C N OND OWD ffl dl ~ ~ ~ VI EA Ifl GH m... ~ ~ ~ ~ O N ~ ~p N A N N O O O O O N 0010 r m D ~ V o ~ ~ o m ~ Efl o fA s ~ o .. a ~ v+ o rn N c i+ ~ ~ ~ y c n ago can m m ~ ~ En ~' ~ cn cn cn oo 0 0 w rn O 0 ~ Z A N 0 V v+ V V O ~+ ~+ vi w vi D O A V D 0 A D O CT A D O N ( q EA EA Efl ~ EA fA Hi 69 ffl EA ; ;( (]] b9 `I'P V V 00 Cr 00 W Oj fO ~ ~ ~ CWT ~ N N W ~' A N t» tn ~ tsi a m ~ ~ O fi OND W A ~ EH b9 W A r"8 W N m D ~ f » vi sat A O ~ O En v+ t~ ~+ ~+f » En ~ CJI O W V J1 C V ~'`~ W W 00 OD OAD Z. .. ~ Z Z ~ ~ E fl b9 b9 di f A E A E fl E fl di E fl f fl E A b9 C1 C) p ~ W N ~ N OOO T ~ ~ N N ~ N ~N W J Council Agenda: March 9, 2009 10. Consideration of approving appointment of consulting Manner. (AS) A. REFERENCE AND BACKGROUND On January 12`h, 2009, the City Council considered 2009 appointments, including the appointments of consulting City Planner services. During the review of the appointments, the Council recommended that staff obtain information from other planning firms in order to weigh cost factors and service levels. As directed, staff has completed research regarding base rates structure information for area planning consultant services and offers the following analysis for Council's review and consideration. In soliciting information from nine Minnesota planning firms, staff requested that planning rates be provided covering service levels comparable to the City's existing planning services. This includes both general site planning review (analysis of Conditional Use Permits, Variances and Ordinance Amendments and analysis of Subdivision and Plat development) and strategic planning services (related to ordinance development and long-range land use planning consistent with the Comprehensive Plan). The planning firms solicited for rate information included a variation of small and large firms with a variety of planning specialties. Out of the nine firms contacted, five replied with the information requested. A comparison chart has been prepared illustrating the rates provided by the five responding firms. Council will note that three planning service levels have been provided for reference, although the terminology for these levels may vary by firm. The primary difference between the levels relates to the scope of experience required for a given planning project. The chart illustrates only aside-by-side comparison of hourly rates. There maybe additional fees for mileage or other expenses which are not included in these rates. As illustrated by the comparison, the City's current consulting planner, Northwest Associated Consultants (NAC), offers competitive rates in all three planning service levels. NAC is in fact the lowest in two of the three categories, and is among the lowest in the third. The City's relationship with NAC has also created the opportunity for a differential rate structure which provides the City with a lower hourly rate than it charges for private review services. For example, in the development of aCity-initiated ordinance, NAC proposed a $50.00/hour rate for a Level I Planner versus a $60.00/hour for a Level I Planner reviewing a private application proposal submitted to the City. Additionally, NAC currently charges a flat rate, versus hourly rate, for evening meetings. It should be noted that the comparative analysis illustrates straight "rate card" fees. If the Council chooses to proceed with a more detailed study of a planning firm's services, it maybe possible that these rates could be negotiated. Council Agenda: March 9, 2009 BUDGET & STAFF IMPACT Planning consultant services is a budgeted item for 2009. Planning consultant services are used to support existing planning staff in completing both day-to-day planning review and in assisting in long-range planning and ordinance development. For 2009, the planning consultation budget line item has been dramatically reduced (over 50%). This is partially due to the reduced need for planning services for application review purposes, and also due to internal changes which have reduced the need for consulting services. For example, weekly "site review" meeting are no longer held, requiring the need for planner attendance. These meetings are now held only on an as-needed basis. There has also been a shift to allow for more internal staff review of planning cases and ordinance development. However, there is still a need to consult with outside planning services for projects which are broader in scope and impact. Similar to engineering, planning consultants often bring a variety of discipline specialties to the table, including planning case law, landscape architecture, market analysis, and more. Using a consultant firm for larger or complex planning cases provides a depth of perspective to the overall review. B. ALTERNATIVE ACTIONS 1. Motion to recommend appointment of Northwest Associated Consultants as the 2009 consulting City Planner. 2. Motion to recommend further study as directed by the City Council. 3. Motion of other. C. STAFF RECOMMENDATION Staff recommends alternative 1 above; the re-appointment of Northwest Associated Consultants for 2009, but understands if Council believes it appropriate to investigate other options. The recommendation to stay with NAC is based on rate structure, service level, commitment to the community, continuity, and factors related to conflict of interest. As illustrated by the rate comparison, Northwest Associated Consultants is highly competitive in rate structure for planning services in all categories. NAC has also offered Monticello the opportunity to review flat fee opportunities (outside of meeting attendance fees) beyond these stated rates. In terms of factors beyond pricing, it has been staff's experience that NAC representatives have been responsive and flexible. Reports and analysis are completed in a timely manner, and are technically accurate. As City policy has evolved, NAC has shown they are capable of adapting to changing practice as related to the planning process. Council Agenda: March 9, 2009 Beyond those factors, NAC works exclusively for municipalities and does not accept private enterprise case work. This does provide the City with some assurance that outside interests will not be a factor influencing Monticello planning recommendations. Each of the other firms responding does work for private-sector clients. As noted, staff does recognize that without regard to past performance, Council maybe interested in evaluating planning consultation from a new perspective. If interested in reviewing options, staff would recommend a Council committee (including Planning Commission representatives) conduct an interview with each of the responding firms to gain a more in-depth analysis of both service and rate structure. Staff sees the benefit of reviewing consultant services implemented on a recurring basis. This process would allow for a critical review of current market price points. Coupled with an annual consultant service evaluation (already in place), this measure would enable Council to formally analyze whether City consulting costs are competitive. For this reason, staff would recommend implementation of a basic consultant rate review every two years. Staff also believes that the continued practice of requesting for proposals on large-scale and/or one-time planning projects is highly beneficial and recommends continuation of this practice outside the scope of base consulting services. Such project examples include: • Comprehensive Plan Updates • Natural Resource Inventory & Assessment • Comprehensive Zoning Ordinance Revision • Downtown Planning D. SUPPORTING DATA A. 2009 Consulting Planner Rate Analysis 2009 Consulting Planner Rate Analysis Planning Firm ' Mileage Coat Applicable ' ~ l7lann~er - Cevet # ~ ,,; e ,.S~~ior,<Plan~~er. k principal Bonestroo Not Available $87 $129 Landform X $67 $74-110 $120-160 Hoisington Koegler X $60-90 $90-120 $145-170 NAC X $50-59 $61-72 $120-140 Sanders Wacker Bergly $80 $85-90 $95-100 (4 other firms were contacted but did not reply) Proposed budget cuts: Council is being asked to review and discuss this information on Monday night from 5:00 to 5:30 proceeding the closed session of Council. Specifically Council is being asked to adopt the specific budget cuts in the amount of $263,210 and to discuss the list of other potential cuts for the 2009 budget if necessary or if those items should be reduced in future budgets. The State budget forecast released last Tuesday, reduced the budget deficit to $4.6 billion over the biennium. This reduction is due to the injection of economic stimulus funds into the budget forecast. Without the stimulus funds the budget deficit would have grown from the projected $4.8 billion in December to around $6.4 billion. Instead it has been reduced to $4.6 billion. The governor will release a supplemental budget within the next two weeks and then the legislature, barring a special session will have until May 18t" to develop a balanced budget for the next biennium. What all this means is the City can expect budget cuts similar to the cuts proposed by the governor previously. See attached e-mail summary of budget forecast. Under the Governor's budget propose released in February, the City of Monticello would lose all its $263,210 in market value homestead credit for 2009. The Governor did not reduce the $355,729 in utility transition aid the City is scheduled to receive in 2009. The reduction represents a 3.4% drop in property tax revenue needed to balance the City's budget. This is just the first step in the budget balancing process for the State and its now in the hands of the Legislature, who could approve something similar to the Governor's proposal or something completely different. If the Governor's proposal is approved and the City does in fact lose the $263,210, the reduction would be allocated as follows: General Fund $178,456 Library Fund 1,316 Street Reconstruction Fund 9,739 Shade Tree Fund 1,316 Community Center Fund 43,956 2005 Improvement Bond Fund 5,401 2007 Improvement Bond Fund 6,823 2008 Sewer Refunding Bond Fund 16,203 Total $263,210 This allocation is based on each funds percentage of the tota12009 property tax levy. Based on this reduction staff would recommend the following budget adjustments. The three bond funds and the Street Reconstruction Fund all have reserves that will be used to make up the reduction. The Library Fund will use a combination of reserves ($466) and reduction in wages and benefits ($850) based on 1% COLA and past expenditure levels for these items. The Shade Tree Fund based on past expenditure levels could reduce tree removal services ($500), tree replacement costs ($316) and because of the COLA increase wages and benefits ($500) to make up the budget reduction. The MCC could use a combination of reserves ($11,106) and budget reductions including Wages and benefits ($7,850) for COLA reduction, natural gas ($15,000) based on past expenditures around $90,000 and a budget of $120,000 and removal of shed ($10,000) which was included in the budget twice. This leave the General Fund which would need to reduce its budget or increase revenue sources by $178,456. Staff has discussed possible expenditure and revenues changes which could be utilized to offset this possible budget cut. The list below would be staff's recommendations for budget reductions in the General Fund to take effect immediately: Budget Reduction 1% COLA increase verses 3% $41,000 Eliminate Admin Assistant Position 35,500 Fire Department Radios 4,400 Reserves for Fire Department Radios 37,856 Finance Conferences & Schools 1,000 Planning Overtime 1,900 Planning Consultants 5,000 Motor Fuels -Streets 3,000 Natural Gas -Shop 2,000 Street Lighting Electricity 3,000 Motor Fuels -Parks 1,000 Pathway Maintenance -Parks 5,000 Inspection Vehicle -Building 7,000 Engineering Consultant 10,000 Street Improvements -Streets 18,000 Eliminate budget for Christmas decorations 2,800 Total $178,456 In addition to the reductions list above staff is currently eliminating as much consultant time and overtime as much as possible and the personnel committee is in the process of reviewing methods for calculating overtime which could result in some payroll savings in the future. Staff is also negotiating an electric franchise fee with Wright-Hennepin Electric. Other possible ideas for budget reduction or revenue generation to offset any future State reductions include: Expenditures: Delay the purchase of the mower until 2010 Budget of $40,000 Decrease budget for E-Gov software module Budget of $5,000 Reduce pathway maintenance Budget of $20,000 Eliminate Community Ed funding Saves $12,740 Eliminate Library program funding Saves $6,632 Mower -Parks Saves about $2,800 Decrease the number of newsletters produced Budget of $9,000 Close Warehouse for Teen Nights -Eliminates supervisor Saves $5,800 Reduce life guards during morning adult swim. Push engineering software purchases into the future Saves $5,000 - $16,875 Lease program for bobcat verses purchasing Saves about $30,000 Shift electric franchise fee to pay for street light costs Saves $150,000 Review cell phone policy Est. $15,000 spent in 08 Reduce or eliminate Construction projects Change break time to "straight eight" Change overnight work policy to eliminate paid lunch per 8 hour shift Reduce hiring of PW seasonal and summer employees 4-day work week for City Hall Unpaid time off Reduce Commission meeting dates Reduce mowing Revenues: Create a storm water utility fee to offset storm water maintenance costs Charge for garbage. Could generate $500,000 Lease top of water tower for cell tower Renegotiate billboard contracts Review animal control service fees Market City owned property for resale Create a street light fee for street light costs Could generate $170,000 As the legislature meets there will be many ideas and bills generated at reducing the cost of government or to allow the cities and counties to replace any budget reductions caused by the state. The following are proposed bills being floated around in the legislature right now which could affect the City's budget or help the City deal with any budget reductions received from the State. Emergency Borrowing Bill -Would allow City to issue debt certificates in the amount of State reduction. Debt is repaid from future tax levy outside of levy limits. Street Improvement District -Would allow the City to create street improvement districts which would charge a fee to property owners within the district for street maintenance, construction, reconstruction, and facility upgrades. GASB Mandate Relief -Would change the state law requiring cities to allow retirees to purchase health insurance under the city's group health care plan which forces the city to conduct costly actuarial studies every two to three years under GASB 45. Wage and/or hiring freezes. Require use of State purchasing agreements/programs. In conclusion, it is staffs recommendation to have the city council approve the budget reductions and use of reserves in the amount of $263,210 to reflect the governor's proposed budget reduction to the City and not enact the items listed as other possible reductions at this time. This will allow the City to move forward with purchases and projects the City deem necessary for 2009. This action would provide staff additional time to research and provide pro and cons of some of the items included in the list of possible budget cuts or revenue generators that council feels it would like to implement into future budgets or for possible budget cuts in the future. Page 1 of 2 Tom Kelly From: Clark, Elaine [ECiark@Imc.org] Sent: Tuesday, March 03, 2009 10:56 AM To: General legislative Subject: [legislative] State Budget Forecast drops slightly due to federai stimulus On Tuesday morning, the Department of Management and Budget announced that the state is facing a deficit of $4.6 billion for the 2010-2011 biennium. Without the recent passage of the federal stimulus package, the forecasted loss of revenue for 2010-11 of $1.2 billion would have grown the deficit to an estimated $6.4 billion. That the federal stimulus money will more than offset this loss in revenue is relatively good news for the governor and legislature and the challenge to balance the 2010-2011 state budget. However, the benefits of the one-time federal stimulus money will not permanently address the state's structural budget deficit. The forecast suggests that the deficit for the 2012-2013 biennium will be $5.1 billion. Within the next two weeks, the governor will release a supplemental budget that will reflect the new forecast of revenues and expenditures as well as the impact of the federal stimulus package. Over the next two months, the legislature will have to craft a balanced state budget before the legislature must adjourn on May 18. In contrast to the last forecast which reported ashort-term state budget def cit that resulted in the unallotment of $66 million in local government aid (LGA) and market value homestead credit (MVHC), today's forecast shows an actual surplus of $236 million for the last four months of the current 2008- 2009 biennium. The apparent short-term good news is not due to increased state economic activity but instead due to the immediate receipt by the state of a portion of the federal stimulus funding will offset what would have otherwise been an additional short-term deficit far the last four months of the current biennium. Just last December, the projected deficit for the 2010-2011 biemuum, which begins on July 1, 2009 was projected to be $4.847 billion. In January, the governor proposed a budget plan to address that deficit that included reductions in city LGA and MVHC payments due to be distributed in 2009 of $99.7 million and an additional cut in the aids and credits due to be paid in 2010 of $182.9 million. The governor also proposed eliminating the LGA appropriation growth factor that would have increased the LGA appropriation fox distributions in 2010 by an estimated $10.5 million. The slight reduction in the state's projected deficit suggests that the Governor may not need to propose additional cuts in LGA and MVHC-at least for the upcoming 2010-2011 biennium. We will not likely have detailed information on the governor's revised budget proposal until inid-March. This week's edition of the Cities Bulletin will have additional information on the state deficit. Forecast documents ue available fiom the Mumesota Department of Management and Budget at http://www.fuiance.state.mi~.us/fin/fu For questions on the forecast, please do not reply to this message. Instead, please contact Gary Carlson at 651-281-1255 or g~~il~on lmc.org or Rachel Walker at 651-281-1236 or rwalker~?a ltn~,Qrg League of Minnesota Cities 945 University Ave. West ~ St. Paul, MN 55103 3/3/2009