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City Council Minutes 04-23-2012MINUTES REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, April 23, 2012 — 7 p.m. Mississippi Room, Monticello Community Center Present: Clint Herbst, Lloyd Hilgart, Tom Perrault, Glen Posusta, Brian Stumpf Absent: None 1. Call to Order and Pledge of Allegiance Mayor Herbst called the meeting to order at 7:00 p.m. and declared a quorum present. The Pledge of Allegiance was recited. 2A. Approval of Minutes — April 9, 2012 Regular Meeting Approval of the minutes will be held until May 14 Council meeting. 3. Consideration of adding items to the agenda • Stop signs (Bruce Westby) —add as Item #11 • MCC trees (Clint Herbst) • National Day of Prayer (Tom Perrault) 4. Citizen comments, public service announcements, and staff updates a. Citizen Comments: 1) Xcel Energy — Jim Becka, Mike Paumen, S. Lee Sampson, and Marissa Martinson represented Xcel and gave a presentation on delivery of additional waste storage casks. Jim Becka led the presentation, first explaining that he had previously talked to Jeff O'Neill and City staff about adding more storage casks at the plant. As a result, he is here tonight to discuss the upcoming project to deliver more storage casks. The system at MNGP is sized to store 30 cask systems. There are currently 12 casks on site and the project will add another 10 casks. Jim displayed the design of the dry storage system which holds the spent fuel assemblies. It is apassive system which circulates air through the module to reduce the heat contained in the spent fuel rods. The storage cask modules will be delivered by rail in a 15 -car shipment with an estimated arrival in Monticello between May 7 and 14. Jim showed several pictures of the prior train delivery in 2007. He also showed a photo of the modules being moved from the train to the storage site. Jim finished his presentation by answering several questions from Council members and staff. City Council Minutes —April 23, 2012 Page 1 Lee Sampson answered questions about the type of license held by MNGP and concerning the length of time that the storage modules could remain on site. Their general license is for 20 years and they are looking at expanding that for another 40 years. Public Service Announcements: 1) Leaf Pickup (5/12) — Bob Paschke talked the leaf pickup scheduled for Saturday, May 12th. Veolia will pick up bagged items left curbside by 7 a.m. Leaves will be composted and residents are welcome to pick up compost for their own use. 2) Recycling Day (5/12) — Bob Paschke noted that May 12th is also Recycling Day at the Commuter Parking Lot in Monticello from 8 a.m. to 1 p.m. This is a first time event with Metro Appliance Recycling will be handling the event. 3) Fanner's Market (5/17) — Ditty Baltos announced that the Farmer's Market opens on Thur, May 17 and runs from 3:30 to 7 p.m. with a variety of fresh vegetables, fruits and plants as well as many other home grown and made products. C. Staff Updates: None 5. Consent Agenda: A. Consideration of approving payment of bill registers for April 23rd. Recommendation: Approve bill and purchase card registers in the amount of $697,639.56. B. Consideration of approving new hires and departures for City departments. Recommendation: Ratify new hires and departures for Parks and MCC. C. Consideration of adopting Resolution #2012 -039 accepting a contribution from Tom Perrault for the General Fund. Recommendation: Adopt Resolution #2012 -039 accepting a donation of $250 from Tom Perrault to go to the General Fund. D. Consideration of approving an application for temporary on -sale liquor license for the Monticello Lions Club for Riverfest on July 14 -15, 2012. Recommendation: Approve the application for a temporary on -sale liquor license for the Monticello Lions Club for Riverfest on July 14 -15, 2012. E. Consideration of appointing a representative to the Monticello Community Center Advisory Board to fill a vacancy for a term to expire on 12/31/2015. Recommendation: Approve the appointment of Heath Bird to the MCC Advisory Board with the term ending December 31, 2015. City Council Minutes —April 23, 2012 Page 2 F. Consideration of adopting Resolution # 2012 -037 approving Purchase Agreements between the Monticello Economic Development Authority and Montgomery Farms, LLC. Recommendation: Adopt Resolution #2012 -037 ratifying purchase agreements between the Monticello EDA and Montgomery Farms, LLC for the purchase of 110 and 112 East Broadway. G. Consideration of approving the purchase agreement for a second liquor store. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA. H. Consideration of approving Change Order Policy for MCC Natatorium Improvements, City Project No. 11C006. Recommendation: Approve Change Order Policy for MCC Natatorium Improvements, City Project No. 11 C006 as follows: • Allow for Change Orders of $5, 000 or less to be authorized by the City Administrator. • Change Order requests $5, 000 up to $25, 000 would require convening the Council - approved Building Committee, which includes two Council members, to review and authorize Change Order requests that are in the amount of $5, 000 to $25, 000 and if the Change Order would cause a project delay impacting customer use of the facility. • If both of these conditions are not met, then the Change Order would go before the full City Councilfor approval. • Change Order requests meeting the above conditions to go before the City Administrator or to the Building Committee would be brought to the Council forpost approval. Consideration of adopting Resolution #2012 -040 authorizing preparation of a Feasibility Report for Waste Water Treatment Facility Dewatering, Energy Efficiency, Headworks Improvements and Site Improvements, City Project No, 12C003. Recommendation: Adopt Resolution #2012 -040 authorizing preparation of a Feasibility Report for Waste Water Treatment Facility Dewatering, Energy Efficiency, Headworks Improvements and Site Improvements, City Project No. 12C003. Consideration of approving Guidelines for the Personnel Committee. Recommendation: Approve Guidelines for the Personnel Committee as follows: Members of the Personnel Committee include: Two appointed Council Members, City Administrator, Finance Director and Human Resources Manager. Members of City Council are voting members. City Staff are non - voting. The Personnel Committee is responsible for reviewing information and giving direction regarding the following areas and topics: • Pay Equity Program Compliance and Adjustments: Authority to approve job descriptions and approve pay equity points. City Council Minutes —April 23, 2012 Page 3 Authority to grant extra step increase on petition from City Administrator. May direct review of job description for pay equity adjustments. • Organizational Structure and Staffing: Reviews organization for opportunities for consolidating or adding positions and brings recommendations to the City Council for approval. Authority to approve modifications ofpositions to fit emerging needs of organization. Provides recommendation on process for hiring; participates in hiringprocess as needed. Authority to approve starting salaries and new hire benef t packages. • Employee Policy and Procedures Interpretation /Recommendations: Provides recommendations on Personnel Policy development and brings recommended modifications to City Council for approval. • Employee Benefit Plan Design: Provides recommendation to City Council on benef is package including and not limited to vacation, sick leave, health insurance etc. Provides recommendation to City Council on COLA and overall step increases. Authority to review RFP's and approve appointment of benefits broker. • Employee Performance Issues: Provides recommendation to City Administrator on disciplinary action at suspension level. Provides recommendation to the City Council at termination level. • Approves Employee Recognition programs and events. • Participates in union negotiations and recommends contract approval to the City Council. Minutes from each meeting will be recorded and provided to all City Council members. K. Consideration of approving a request for an amendment to a Conditional Use Permit to expand a storage facility accessory in a manufactured home park in the M -H, Manufactured Home Park zoning district. Applicant: Kjellberg's Inc.. Recommendation: Table the request for CUP amendment subject to request from Kjellberg's Inc. Note: This requires reconsideration within 60 days per state statutes. BRIAN STUMPF MOVED TO ADD ITEM 8 FROM THE REGULAR AGENDA TO THE CONSENT AGENDA AS ITEM K AND REMOVE ITEM G. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. 6. Consideration of items removed from the consent agenda for discussion 5G. Consideration of approving the purchase agreement for a second liquor store Lloyd Hilgart noted that he is not in favor of purchasing an additional liquor store site at this time. BRIAN STUMPF MOVED TO APPROVE THE PURCHASE AGREEMENT FOR CRUISER'S GAS STATION AND CONVENIENCE STORE IN THE AMOUNT OF $480,000 WITH ADDENDUM. GLEN POSUSTA SECONDED THE MOTION. City Council Minutes —April 23, 2012 Page 4 MOTION CARRIED 3 -2 WITH TOM PERRAULT AND LLOYD HILGART VOTING IN OPPOSITION. 7. Continuation of Public Hearin¢ - Consideration of continuing PH related to Ordinance #559 amending the 2012 Fee Schedule with adjustments BOD5 and TSS rates Tom Kelly explained that the City Ordinance related to calculation of user charges contains a complex formula for calculating BOD5 and TSS rates. City staff has been reviewing the formula as it is not working as intended and will be malting a proposal to adjust the formula at an upcoming Council meeting. They will also be meeting with Cargill to discuss rate adjustments. GLEN POSUSTA MOVED TO CONTINUE THE PUBLIC HEARING FOR CONSIDERATION OF ADJUSTMENTS TO BOD5 AND TSS RATES INDEFINITELY. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0. 8. Consideration of approving a request for an amendment to a Conditional Use Permit to eland a storage facility accessory in a manufactured home park in the M -H, Manufactured Home Park zoning district. Applicant: Kiellberg's Inc. This item was moved to the consent agenda as Item 5K and tabled indefinitely. 9. Consideration of accepting a new logo for the City of Monticello Megan Barnett Livgard presented a slide show for Council to explain the process in developing a new city logo. City Council had directed staff to work on logo and branding design. A proposed logo design was brought to Council in March and they asked staff to solicit feedback from the public. Megan Barnett Livgard pointed out the public input that was obtained and sources used. Based on comments from citizens, some revisions were made to the logo design. Megan Barnett Livgard noted that staff is asking Council to approve the proposed design tonight and pointed out how this logo will integrate with other uses in the community. Megan Barnett Livgard also noted some positive elements of the new design which incorporates the "M" from the old logo. Megan Barnett Livgard reviewed some of the priority steps to be undertaken in implementing the new logo into the City's websites, letterhead, vehicle signs, apparel, and more. She displayed the various websites of the city and pointed out that it is hoped to better coordinate the color and integrate the new logo into each. Staff will also be working on establishing a tagline or "brand" that represents Monticello with the goal of attracting more businesses, developers, and others to the City. Clint Herbst commented on whether a logo would necessarily need to be updated. He wasn't sure if it was necessary to put dollars into branding and maybe those dollars could be better spent in other, more visible, ways. Tom Perrault stated that he felt the proposed City Council Minutes —April 23, 2012 Page 5 logo looked nice and suggested that the wording "City of be heavier to show up better. Clint Herbst said he had gotten feedback that was not in favor of updating the logo. Brian Stumpf questioned whether this logo would be the best to represent the City for the next 20 years or so. He asked about the cost for implementing a conversion of the logo. Megan Barnett Livgard explained that the cost is not very significant with about $1000 estimated for the websites and minimal set up fee to change the letterhead. Most changes would be made when it is time to reorder supplies. Glen Posusta asked what would happen if the swans went away and gave the example of the Xcel plant closing in 18 years which would result in the river freezing over and the swans leaving. Brian Stumpf stated that after that many years it would probably be time for a change again. Jeff O'Neill talked about the value of updating to a new logo and pointed out that the current logo served its purpose well. Lloyd Hilgart stated that he likes the proposed logo and noted that City staff did what Council asked them to do. LLOYD HILGART MOVED FOR ALTERNATIVE #1 TO ACCEPT THE PROPOSED NEW LOGO AND DIRECT STAFF TO IMPLEMENT ACCORDING TO EXISTING BUDGETS AND THROUGH APPROPRIATE FUTURE CIP BUDGETS. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH CLINT HERBST VOTING IN OPPOSITION. Glen Posusta asked staff to keep the "M" toned down in the swan. 10. Consideration of adopting Resolution 02012 -038 supporting utilization of tax increment financing to develop a high quality affordable housing development adjacent to Autumn Ridge. Applicant: Podawiltz Development Corporation Megan Barnett Livgard introduced this item and explained that Podawiltz Development would like to bring a high quality rental townhomme development into Monticello adjacent to the Autumn Ridge townhomes. She asked Bill Kemp to come forward and make his presentation for Council. Mr. Kemp explained that this project would construct a high quality affordable workforce housing product which would offer affordable rental housing for a livable wage level workforce. The typical tenant profile would include a mix of occupations such as teaching, health care, manufacturing, and hospitality industry. Households would have to have sufficient income levels to meet the rent guidelines. Two - bedroom apartments would rent for $454 to 755 and three - bedroom apartments would rent for $505 to 855 depending on what the marketplace would support. Glen Posusta asked about the size of the apartments. Mr. Kemp estimated anywhere from 900 to 1100 sq feet but wasn't positive because they have not developed plans at this time. The development is proposed for pad sites already in place in Autumn Ridge and would use the existing infrastructure. The developer is asking the City to create a TIF district to assist with financing the development on a pay -as- you -go basis. Mr. Kemp showed pictures from a similar development that they are working on in Buffalo. The developer would make a commitment of 30 years to provide affordable housing for up to 36 households. They would pay full SAC and WAC fees plus building permit fees. The City Council Minutes —April 23, 2012 Page 6 units would be part of an association and the unit design would be similar to the Autumn Ridge townhomes. Clint Herbst asked about the length of time for the TIF housing district. Megan Barnett Livgard explained that housing districts can run up to 26 years but can be less. Brian Stumpf said that initially he had a lot of questions when this was discussed at a prior EDA meeting, but he now sees this as a positive deal for the City. Clint Herbst was a little uncertain about constructing units that offer affordable rent and possibly losing tenants from less desirable or older units, which might create a negative impact. Clint Herbst also expressed concern about not earning taxes on this property over the life of the TIE district especially if this was for significant length of time. Brian Stumpf asked about the number of years stated in the resolution as maximum life of the district "up to 20 years." He understood that there has been discussion about a 10 year district. Megan Barnett Livgard said that discussion just occurred recently and noted the wording in the resolution can be adjusted. Lloyd Hilgart asked about the allocation of tax dollars from the county and school district in a TIF district. Megan Barnett Livgard explained that taxes on the incremental value would go toward the TIE district over the length of the district. Clint Herbst noted that any unused taxes that go toward the TIF district get reallocated to the taxing districts after the district expires. Megan also noted that this step is a preliminary approval of the concept and the project would only move forward if the market study is favorable and shows a need for this type of housing development. Jeff O'Neill asked Mr. Kemp to explain how the rents are calculated. Mr. Kemp explained that under TIF guidelines, there are restrictions on how the rents can be calculated and they must meet market place values and rent restrictions. Sean Weinand talked about the detennination of values for constructing townhomes. The current value of each lot is $7500. Based on last year's mill rates, he would be paying $132 per lot in taxes. He explained the impact on the tax valuation and actual tax dollars realized for these townhomes. He is looking at this project as a way to develop the property without driving the market down. Mr. Weinand also commented that they plan to build all 36 units as part of the project, and the City would collect WAC and SAC fees and building permit fees on each unit. They would be looking at a 10 -year term for building out the townhomes. They are bringing this before Council for preliminary approval of the concept as there is a very short window of opportunity to submit this project to MHFA for approval. Each townhome would join the Autumn Ridge association as it is built and occupied. The lots are being discounted about 50% to make this development work. Tom Perrault asked about the status of owners in the current Autumn Ridge townhomes. Sean noted that there are no restrictions on owning or renting in the current townhomes and they have a combination of both. There are about 90 units built right now. The agreement with Podawiltz Development calls for 36 units but they will purchase 39 lots. Lloyd Hilgart mentioned that he does not see an issue with the concept for this project. He thinks it is reasonable to allow this development to be built over a 10 year span. He City Council Minutes — April 23, 2012 Page 7 also does not have an issue with rental units rather than owner- occupied. Sean Weinand explained that there will be an onsite manager that will work with the association. GLEN POSUSTA MOVED FOR ALTERNATIVE #1 TO ADOPT RESOLUTION #2012 -038 SUPPORTING A HIGH QUALITY AFFORDABLE MULTI- FAMILY HOUSING DEVELOPMENT WITH UTILIZATION OF TAX INCREMENT FINANCING AND DIRECT STAFF TO EXECUTE A LETTER TO MHFA IN SUPPORT OF SAID DEVELOPMENT. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH TOM PERRAULT VOTING IN OPPOSITION. Bill Kemp discussed similar projects they have worked on in Buffalo and currently in progress in Sartell. Lloyd Hilgart asked if there was a minimum income level for these type of units; Mr. Kemp explained that renter's income generally needs to be 2'/z times the monthly rent. He estimated that would probably call for at least $2000 income per month. 11. Consideration of and West River Street Bruce Westby explained that on Friday, April 20, city staff installed 8 new stop signs at four different intersections in town. This was done to create all -way stop controlled intersections to address safety concerns and prevent use of residential streets as collector roads. Bruce Westby discussed each of the intersections where stop signs were added and noted the reasons for doing this. Clint Herbst stated that complaints are received all the time from residents that are unhappy with traffic. He stated that he does not agree with the placement of these stop signs and feels this should have been brought to Council before any signs were installed. Brian Stumpf also stated that he does not necessarily agree with the placement of some of these signs. Brian Stumpf commented about the traffic study that was done on West River Street a while back and did not show a problem with speeding. Bruce Westby explained the problems that have been observed with non -local drivers using River Street as a bypass to West Broadway. Clint Herbst suggested that they sign the street for local traffic only. Torn Perrault stated that he felt it would have been best to have this brought to Council before installing any signs, but does not have an issue with any of the signs that were installed. He would like to see them left in place for awhile to see whether it makes a difference. Lloyd Hilgart said his concern would be the normal protocol used to determine when and where to place traffic control signs and who makes the decisions. Bruce Westby explained that he had made the decision for placement of these signs based on traffic City Council Minutes —April 23, 2012 Page 8 incidents, especially along Maple Street. He understands the concerns of Council and would suggest that a policy be developed. Clint Herbst feels we don't need a policy for everything, but rather an understanding of what the process to be followed is. Jeff O'Neill noted that in the past, city staff has been responsible for putting tip a number of signs, such as street name, no parking, turn lane, and yield signs. GLEN POSUSTA MOVED TO REMOVE THE 8 STOP SIGNS THAT WERE PUT UP AND REEVALUATE AT AN UNDETERMINED TIME. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH TOM PERRAULT VOTING IN OPPOSITION. Lloyd Hilgart asked Brice Westby if he had a record of complaints on which he based the decision for installing the stop signs. Bruce Westby explained that he had received a variety of input from phone calls, emails and walk -ins. Bret Weiss commented that there are a number of criteria that can be used when determining whether or not to install stop signs. He suggested that these criteria could be used in developing standards for installing stop signs. 12. Added items MCC trees — Clint Herbst suggested that the decorative trees in front of the MCC be trimmed so they look better. Bob Pasclike explained that those are arbor vitae which grow 30 feet or higher and are really past the point where they can be trimmed. They will eventually straighten out but they have been getting windblown. Bob suggested that they could be replanted somewhere else in the City and replaced with decorative dwarf trees. Kitty Baltos recommended that Council consider the impression to the public if they cut the tops off the trees. Bob Paschke explained that arbor vitae trees do not respond well to having the top of the tree cut off, so they would plan to check on the best way to handle this. GLEN POSUSTA MOVED TO DIRECT STAFF TO CUT TOPS OFF THE ARBOR VITAE TREES IN FRONT OF THE COMMUNITY CENTER. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH TOM PERRAULT VOTING IN OPPOSITION. • National Day of Prayer —Tom Perrault announced the National Day of Prayer will take place at the flagpole in front of the MCC on May 3`d at noon. Trees along Chelsea Road — Glen Posusta noted that he had talked to Jeff O'Neill about planting some trees along Chelsea Road between the pathway and the road. Clint Herbst suggested talking to the property owner first. Jeff O'Neill will check into this further. • 7" & Hwy 25 Improvements — Lloyd Hilgart asked what is planned for improving the corner of 7t St E & Hwy 25 along the cemetery. Bob Paschke pointed out that the plans are to work on the Hwy 25 side this year and then finish the 7"' City Council Minutes —April 23, 2012 Page 9 Street section with the next core street project in a future year. Reserve funds from DMV are intended to be used for the Hwy 25 side. Staff has been looking into various options for constructing a new retaining wall along the cemetery by Hwy 25. Bob Paschke noted that there should be enough room to work with by doing some terracing along the Hwy 25 section. The State has some equipment that can be used to verify that they do not impact the cemetery graves. 13. Adiournment GLEN POSUSTA MOVED TO ADJOURN AT 8:45 P.M. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0. Recorder: Catherine M. Shuman t// Approved: May 14, 2012 Attest: WyAqCinistrator City Council Minutes —April 23, 2012 Page 10