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City Council Minutes 09-22-2003MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday, September 22, 2003 - 7 p.m. Members Present: Roger Carlson, Glen Posusta, Robbie Smith, Brian Stumpf and Bruce Thielen. Members Absent: None 1. Call to Order and Pledge of Allegiance Mayor Thielen called the meeting to order at 7 p.m. and declared a quorum present. The Pledge of Allegiance was said. 2. Approve minutes of the September 8, 2003 regular Council meeting. ROBBIE SMITH MOVED TO APPROVE THE MINUTES OF THE SEPTEMBER 81, 2003 REGULAR COUNCIL MEETING. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 3. Consideration of adding items to the agenda. Glen Posusta requested that agenda item #10 be added to the consent agenda. 4. Citizen comments/petitions, requests and complaints. Mayor Thielen explained the purpose of the citizen comments portion of the meeting. No one spoke under citizen comments. 5. Consent Agenda: A. Consideration of ratifying new hires for Community Center. Recommendation: Ratify the new hires as identified. B. Consideration of rezoning from A -O to R-1 for Featherstone Addition. Recommendation: Approve the change in zoning from A -O to R-1 for Featherstone Addition. Ordinance Amd. #398. C. Consideration of a resolution assuming the administrative role of local government unit for the Wetland Conservation Act. Recommendation: Adopt the resolution having the City of Monticello assume the role of local government unit to administer the- Wetland Conservation Act. Resolution No. 2003-71. D. Consideration of approving final plat for Sunset Ponds and approve rezoning request from A -O to R-1. Recommendation: Approve rezoning request from A -O to R-1 for Sunset Ponds. Ordinance Amd. #399. 1 Council Minutes - 9/22/03 E. Consideration of approving the final plat of Monticello Marketplace 2nd Addition. Applicant: Brendsel Properties. Recommendation: Approve final plat for Monticello Marketplace 2nd Addition. Resolution No. 2003-72. F. Consideration of approving plans and specifications and authorizing advertisement for bids for Sunset Ponds Lift Station, Project No. 2003-14C. Recommendation: Approve plans and specifications and authorize advertisement for bids for Sunset Ponds Lift Station, Project No. 2003-14C. Resolution No. 2003-73. BRIAN STUMPF MOVED TO APPROVE THE CONSENT AGENDA WITH THE ADDITION OF AGENDA ITEM #10. ROGER CARLSON SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 6. Consideration of items removed from the consent aLyenda for discussion. None 7. Consideration of accepting audit report for year ending December 31, 2002. Rick Borden from Larson Allen was present at the meeting to review the audit report for the year ending December 31, 2002. Mr. Borden explained to the Council the delay in getting the audit done. He noted that the audit work started late, May 17" instead of April 1" and that there were difficulties with staffing and some procedural problems. He added that the City did receive a 60 day extension from the state and that deadline was met. Mr. Borden then went on to review the combined statements, the notes to the financial statements, the general fund financial information, the fiend balances for the special revenue funds, debt service funds, proprietary fund balances and the City's bonded indebtedness. He noted that the general fund equity increased by $1,079,000 in 2002. Robbie Smith asked where in the audit was the MCC operation listed. Mr. Borden indicated that the information was on pages 32-33 and added that although there was a negative balance it should be noted that $525,000 was for debt retirement and that revenues also included a transfer of $200,000 from liquor store fund. Robbie Smith also questioned the difference between the budgeted revenues for the park/pathway fiend and the actual amount. Rick Wolfsteller stated that it is difficult determining the budget amount since it is unknown how many lots will be developing and paying the park dedication fees. Rick Wolfsteller also pointed out that there was a $35,000 expenditure for park land acquisition that covered land acquired along Front Street. The liquor store funds were reviewed and it was pointed out that in addition to the $200,000 transfer to the Community Center there were large expenditures because of the construction cost for the liquor store expansion. 2 Council Minutes - 9/22/03 Glen Posusta asked about the balances in the Transportation Fund. It was explained that the timing of the reimbursement payments from the state affected that balance. Rick Wolfsteller explained that the increase in the general fund revenues was a result of a number of things including a higher than budgeted amount of building revenue, the sale of city owned right-of-way and equipment and $125,000 more in tax revenue than was projected. Rick Borden reported that the City met the compliance testing that the audit is required to do. He also reviewed the single audit which covers federal grants and funds awarded to the City in 2002. In addition Mr. Borden discussed with the Council the recommendations suggested in the management letter from the auditors which included not making entries to the general ledger after the start of the audit and verifying the balances on the worksheets to general ledger balances. Lastly Mr. Borden discussed changes that will be occurring because of GASB 34 which goes into effect January 1, 2004 and will be reflected in the audit for the year ending December 31, 2004. He noted that the primary focus of GASB 34 is the reporting requirements for capital assets and reporting depreciation of these items. He also reported on SAS 99 standard relating to fraud and the new auditing procedures related to that as well as the SAS 96 standard which relates to new standards for documentation. Because of these new requirements, Mr. Borden said it is imperative that the 2003 audit starts in April of 2004 in order to meet the June 30, 2004 deadline. GLEN POSUSTA MOVED TO ACCEPT THE 2002 AUDIT REPORT AS PRESENTED. ROGER CARLSON SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 8. Consideration of resolution declaring cost to be assessed and establishing date for assessment hearing for CSAH 75, Project No. 2000-16C, Core Street Reconstruction Phase I, Project No. 2002-14C and Cedar Street Improvement Project No. 2002-06C Rick Wolfsteller stated that the Council is being asked to set a date for the public hearing on the assessment for the CSAR 75 Project, the Core Street Reconstruction Project and the Cedar Street Project. Because the CSAH 75 Project and the Core Street Project are reconstruction projects and the City is trying to establish policies and procedures to use on current and future reconstruction projects, it was suggested that there be a brief workshop meeting to review the assessment policies and it is proposed that the preliminary assessment rolls will also be available for review at that time. Glen Posusta questioned why it took so long to assess the CSAR 75 project while the Core Street Project and the Cedar Street Project are proposed to be assessed even though they are not yet completed. City Engineer, Bret Weiss responded that even though the Core Street Project and Cedar Street Project are not yet completed they know what the cost is and what the cost will be to complete it. Rick Wolfsteller added that there is money in the budget for debt service which could be eliminated should the Core Street Project and Cedar Street Project be assessed this year. BRIAN STUMPF MOVED TO ADOPT THE RESOLUTIONS DECLARING COSTS TO BE ASSESSED AND ESTABLISHING OCTOBER 27, 2003 AS THE DATE FOR THE ASSESSMENT HEARINGS FOR CSAH 75 PROJECT NO. 2000-16C, CORE CITY STREET Council Minutes - 9/22/03 RECONSTRUCTION PROJECT PHASE I PROJECT NO. 2002-14C AND CEDAR STREET IMPROVEMENT PROJECT NO. 2002-06C AND SETTING A SPECIAL WORKSHOP MEETING FOR WEDNESDAY, OCTOBER 1, 2003 AT 5 P.M. FOR A WORKSHOP MEETING ON THE ASSESSMENTS AND ASSESSMENT POLICIES. ROBBIE SMITH SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 9. Consideration of participating with School District for installation of pedestrian flashing signal. Rick Wolfsteller provided background information on this item which had been brought up at a previous meeting because of a resident's concern about the safety of the intersection of CSAR 75 and Washington Street. In discussions with the school, they indicated that they do bus the children from River Street so the signal is not needed for the students but they did agree that the signal would make for a safer intersection. Bruce Thielen asked how the signal at Pinewood was handled. Rick Wolfsteller indicated that the school paid for the installation and maintenance of the light at Pinewood. Public Works Director, John Simola reported on his discussion with Mike Benedetto on the pedestrian signal. Because of traffic from the park, pedestrian activity related to River Fest and activity from Community Ed functions there is pedestrian traffic at this intersection which justified the installation of the signal. John Simola pointed out that the light is not flashing all the time. John Simola felt that the signal would be a mutual benefit to the school and the city. The installation cost $7,500 and that with this type of signal maintenance costs would be minimal. In addition, in the future there is a signal proposed for this intersection. When that signal is installed, the pedestrian signal could be moved to the Cardinal Hills area by the high school. BRIAN STUMPF MOVED TO AGREE TO PARTICIPATE 50-50 WITH THE SCHOOL DISTRICT ON THE INSTALLATION, MAINTENANCE AND OPERATIONAL COST OF THE PEDESTRIAN SIGNAL AT THE INTERSECTION OF WASHINGTON STREET AND CSAH 75. ROGER CARLSON SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 10. Consideration of final payment and acceptance of work for the Cedar Street Reconstruction Project No. 2001-09C. Added to the consent agenda with the Council approving final payment in the amount of $4,563.10 to Schluender Construction. 11. Consideration of payment of bills for September. Glen Posusta asked about the payment to Carefree Lawn and what areas they mowed. John Simola responded that they mow the liquor store site, the library, the wastewater treatment plant and Riverside Cemetery. There was some discussion on the contract price and whether there were cost savings to be realized by increasing the amount of mowing done by contract. Bruce Thielen noted that the city staff that does the mowing in the summer is utilized for 11 Council Minutes - 9/22/03 snowplowing in the winter so contracting out the mowing would not eliminate the need for staffing. When the mowing contract comes up for renewal this issue will be looked at again. GLEN POSUSTA MOVED TO APPROVE PAYMENT OF THE BILLS. ROBBIE SMITH SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 12. Adjourn ROBBIE SMITH MOVED TO ADJOURN AT 8:10 P.M. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 61. Recording Secretary 5