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City Council Minutes 02-28-2011 SpecialMINUTES SPECIAL MEETING — MONTICELLO CITY COUNCIL Monday, February 28, 2011— 5:30 p.m. Public Works Office Present: Clint Herbst, Lloyd Hilgart, Tom Perrault, Glen Posusta, Brian Stumpf Absent: None 1. Call to Order Mayor Herbst called the special meeting to order at 5:30 p.m. at the Public Works Office. Staff present included: Bob Paschke, Jeff O'Neill, Tom Kelly, Tom Moores, Matt Theisen, Tom Pawelk, and Al Gapinski. 2. Purpose of Meetine The purpose of this meeting is to review capital expenditures and budgeted items for 2011 for Public Works and consider replacing capital equipment for 2011. 3. Workshop — Consideration of authorizing replacement of Public Works Capital Equipment Bob Paschke led off the discussion with an explanation and pictures of the equipment that needs replacement. He noted that the City has done a good job of getting life out of the equipment but they are reaching the point where there is very little usable life in some of this equipment. When comparing pricing, they use the state pricing schedule which is very competitive. Tom Moores summarized the problems with the ventilation system that was originally installed in the vehicle storage building. Additions to this building in later years include a wash bay and administration area with bathrooms. The ventilation is not adequate for all of this area, and Tom feels it can be improved without completely replacing the ventilation system. He showed some pictures from some other cities that have a ventilation system similar to what would work as an update for Monticello. A company that looked at it several years ago estimated a cost of about $10,000. Public Works staff has made some minor adjustments to help improve the air exchange. Al Gapinski explained that he has added some parts to help with the exhausting of fumes and air exchange but it is probably not code compliant. Bob Paschke said they washed down the walls to show how much soot is accumulating on the walls due to the poor air handling system. OSHA did not look at the ventilation system during their visit, so they did not catch any problems with compliance. Bob noted they would need to add CO2 sensors for the ventilation system during the remodeling. Bob Paschke discussed the 1987 Ford tractor equipped with a rear and side mounted flail mower. This is an open cab mower in its 24`h year of operation. Brian Stumpf questioned Bob on problems mentioned about hazards from using the open cab as he felt City Council Special Meeting Minutes — February 28, 2011 Page 1 that some of those just come with mowing ditches. Glen Posusta noted that the Public Works Department should be able to find parts for a tractor that is 24 years old, as he knows of many fanners that have much older equipment and keep them running. Tom Moores explained that he is asking Council to look at their equipment and let them know if they can go ahead and spec out equipment and prices. If they prefer to wait, that will save time and work on the part of Public Works. Tom Moores explained that he had talked to a vendor to get a general idea of what is available and a rough idea of pricing. He showed some pictures of a couple of tractors that could fit their needs, one of which could also be equipped with snow removal equipment. Tom Perrault asked if they need separate tractors for snow removal or if they could utilize the same equipment year round. Tom Moores explained that they could possible exchange 2 tractors if they purchased an all -wheel drive tractor with a flail mowing attachment and snow removal equipment. That would give them the opportunity to use equipment year round instead of just seasonally. Jeff also mentioned the ability to use a tractor like this for mowing in areas at the entrance to the City including private boulevards and possibly billing back to customers rather than spending time trying to get them to care for their property. Brian Stumpf mentioned contracting for services as an alternative. Tom Moores mentioned some of the difficulties trying to monitor a contract. Al Gapinski replied to Glen's comments about availability of parts, noting that he can get parts for the tractor but the difficulty is trying to get the parts for the mowing attachments and keep those parts rutming. Bob Paschke summarized the status of the 1992 plow truck that is in its 19th year of operation. It has been maintained well and still runs adequately. However, it has exceeded life expectancy and it is felt that a better piece of equipment for the City is to replace this with a hook truck. The City was the first in the state to invest in a hook truck, and the 2000 Sterling hook trick has been used by all public works departments. By trading in the 1992 plow truck for a hook truck, this would be used every day, providing many more efficiencies for all public works departments. Tom Moores explained the many uses of a hook truck. Matt Theisen also explained that he has need for a dump box that would be used for sewage from the lift stations. He will be asking Council for approval to purchase an additional box to use with the hook truck. 4. Facility /Equipment Tour Ventilation System in Shop Tom Moores and Al Gapinski pointed out the various components that make up the ventilation system. They pointed out some of the areas to be upgraded: replace the motor, replace venting with larger pipes, add exhaust vents over the work area (with capability to move 360 degrees), and add CO2 meters to air exchangers. City Council Special Meeting Minutes — February 28, 2011 Page 2 1992 Plow Truck and Sterling Hook Truck Bob Paschke and Tom Moores pointed out some of the problems and wear and tear on the 1992 Plow Truck. The 1992 Plow Truck has limited trade -in value but it could be sold outright on bid. They demonstrated the Sterling Hook Truck and pointed out the advantages of having a piece of equipment that can perform so many functions. Attachments for the Hook Truck include a flat bed, roll -off box, V- sander, and dump box. 1987 Ford Tractor Toni Moores showed a tractor that was borrowed from Otsego to give a better idea of the size of the tractor that they are interested in purchasing to replace the 1987 Ford tractor. Al Gapinski demonstrated the 1987 tractor and pointed out some of the concerns and problems they have been experiencing. It was noted that the 1987 tractor would have very limited trade -in value but could probably be sold outright. Clint Herbst asked about the possibility of replacing the flail mower attachment for the 1987 tractor. Al stated that it might be a possibility but did not know if they would be able to find one that could be mounted on the old tractor. The weight of the newer mower attachments might be an issue as well as safety concerns with the operation of the mower without a cab on the tractor. Al also pointed out that they do not make a cab that can be attached to the 1987 tractor while the flail mower is in place. Other Public Works staff demonstrated the de -icing machine that Al Gapinski constructed for use during the winter to pre -treat roads before snowstorms. This machine is working very well and staff has found the pretreatment to be effective at reducing ice buildup. 5. Council Action Clint Herbst suggested that it would probably be helpful for staff to come up with solid cost figures to present to Council for further consideration of approving the proposed capital expenditures for 2011. Brian Stumpf added that he would like to see staff get quotes on contracting for mowing ditches and ponds as well as quotes on replacement for the 1987 tractor. He asked how mucb time is spent on this type of mowing. Tom Moores explained that it takes approximately nine weeks out of the year and most of that is rough - cutting which requires the flail mower attachment. Clint Herbst noted that they should also keep in mind that a tractor may also be needed for mowing at Bertram Chain of Lakes for fields and they may need a piece of equipment with more versatility. Brian Stumpf also stated that he feels staff should look into lease options and trade -in plans. City Council Special Meeting Minutes— February 28, 2011 Page 3 Tom Perrault suggested that a tractor should be considered for year round use for both flail mowing and snow removal and, in turn, could replace two pieces of equipment with one tractor. BRIAN STUMPF MOVED TO DIRECT PUBLIC WORKS STAFF TO SOLICIT QUOTES ON CONTRACTING FOR SERVICES AND PURCHASE OR LEASE OF EQUIPMENT, WITH THE POSSIBILITY OF REPLACING TWO PIECES OF EQUIPMENT WITH ONE NEW TRACTOR; AND TO BRING BACK TO COUNCIL FOR CONSIDERATION. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH GLEN POSUSTA OPPOSED. BRIAN STUMPF MOVED TO DIRECT PUBLIC WORKS STAFF TO SOLICIT QUOTES FOR UPGRADING THE SHOP VENTILATION SYSTEM AND BRING BACK TO COUNCIL FOR CONSIDERATION. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0. In regards to consideration of replacing the 1992 plow truck with a hook buck, Tom Perrault asked how long it takes to plow based on the city -wide snow removal plan. Tom Moores explained that it generally takes about 9 hours following a snow storm over 2 inches. If the snow storm is of a longer duration requiring more snowplowing, he goes to a different schedule and sends crews out in shifts. Tom Moores explained how he would conduct his research on a hook truck to best meet the city's needs. He confirmed that the price listed in the Capital Improvement Plan of $248,250 would be the maximum cost for a hook truck. BRIAN STUMPF MOVED TO PREPARE SPECIFICATIONS AND SOLICIT BIDS FOR A HOOK TRUCK TO REPLACE THE 1992 PLOW TRUCK, NOT TO EXCEED $248,250, AND BRING BACK TO COUNCIL FOR CONSIDERATION. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH GLEN POSUSTA OPPOSED. 6. Adjournment TOM PERRAULT MOVED TO ADJOURN THE SPECIAL MEETING AT 6:35 P.M. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. Recorder: Catherine M. Shuman Approved: March 14, 2011 Attest: X.X Cif/Winistrator City Council Special Meeting Minutes— February 28, 2011 Page 4