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City Council Minutes 01-13-2014MINUTES REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, January 13, 2014 — 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 — December 9, 2013 Special Meeting TOM PERRAULT MOVED TO ACCEPT THE DECEMBER 9, 2013 SPECIAL MEETING MINUTES AS CORRECTED. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 4 -0. (Brian Stumpf did not vote.) 2B. Approval of Minutes — December 9, 2013 Regular Meeting GLEN POSUSTA MOVED TO ACCEPT THE DECEMBER 9, 2013 REGULAR MEETING MINUTES AS PRESENTED. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 4 -0. (Brian Stumpf did not vote.) 2C. Approval of Minutes — December 18, 2013 Special Joint CC/PC Meeting GLEN POSUSTA MOVED TO ACCEPT THE DECEMBER 18, 2013 SPECIAL JOINT CITY COUNCIL/PLANNING COMMISSION MEETING MINUTES AS PRESENTED. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. 2D. Approval of Minutes — December 23, 2013 Special Meeting LLOYD HILGART MOVED TO ACCEPT THE DECEMBER 23, 2013 SPECIAL MEETING MINUTES AS PRESENTED. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0. 3. Consideration of adding items to the agenda • Jeff O'Neill requested that Council consider Item #9 first on the regular agenda. 4. Citizen comments, public service announcements a. Citizen Comments: None City Council Minutes — January 13, 2014 Page 1 b. Public Service Announcements: 1. Clint Herbst commented on the great turnout for Frostbite Challenge. The number of people that attended the ice fishing contest was tremendous. Clint Herbst noted that he wishes that Pelican Lake would not be drained as planned by the State Department of Natural Resources, as it is a much -used lake. 5. Consent Agenda: A. Consideration of approving payment of bills for January 13th. Recommendation: Approve payment of the bill and purchase card registers in the amount of $415,695.31. B. Consideration of approving new hires and departures for City departments. Recommendation: Ratify new hires and terminations for Park, MCC, Fire Department, and Liquor Store. C. Consideration of adopting Resolution #2014 -003 to accept a donation from Mid Minnesota Mutual Insurance Company for Monticello Fire Department. Recommendation: Adopt Resolution #2014 -003 accepting a contribution of $100 from Mid Minnesota Mutual Insurance Company to go the Monticello Fire Department for equipment purchases. D. Consideration of approving the 2014 Wright County Annual Highway Maintenance agreement. Recommendation: Approve the 2014 Road Maintenance Agreement with Wright County with compensation set at $19,374.24. E. Consideration of renewing an agreement with CGI Communications, Inc. for updating the community videos on the city's website. Recommendation: Renew an agreement with CGI Communications, Inc. for updates to the community videos on the city's website at no cost to the city. F. Consideration of extending Interim Ordinance #568 regulating temporary signage. Recommendation: Extend Interim Ordinance #568 regulating temporary signage until January 1, 2015. G. Consideration of adopting Ordinance #589 rezoning a portion of Lots 1 and 2, Block 1, Oakwood Industrial Park (101 Chelsea Rd —former River City Lanes) from B -2 (Limited Business) to B -4 (Regional Business). Applicant: City of Monticello. Recommendation: Adopt Ordinance #589 rezoning a portion of Lots 1 and 2, Block 1, Oakwood Industrial Park from B -2 (Limited Business) to B -4 (Regional Business) for the city property at 101 Chelsea Road. City Council Minutes — January 13, 2014 Page 2 H. Consideration of approving a waiver of the building plan review fee for Pizza Factory in accordance with the Business Expansion Incentive Pilot Program. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA. I. Consideration of adopting Resolution #2014 -004 calling for a Public Hearing on the proposed adoption of a modification of Tax Increment Financing (TIF) District No. 1 -39 within Central Monticello Redevelopment Project No. 1, and the proposed modification of the related TIF Plan. Recommendation: Adopt Resolution #2014 -004 calling for a public hearing on March 24, 2014 to consider adoption of a modification of Tax Increment Financing (TIF) District No. 1 -39 within Central Monticello Redevelopment Project No. 1, and the proposed modification of the related TIF Plan. J. Consideration of approving a 2014 financial contribution to the I -94 Coalition in the amount of $6379. Recommendation: Approve a 2014 contribution of .50 per capita for a total of $6,379 to the I -94 West Corridor Coalition for purpose of raising awareness of need for expansion lanes on I -94 and to solicit funding necessary for the lane expansion. K. Consideration of approving an upgrade to ArcGIS software in the amount of $6534 as budgeted. Recommendation: Approve a software upgrade to ArcGIS in the amount of $6,534. L. Consideration of authorizing SCADA system upgrades for the Screw Press at the Wastewater Treatment Facility, City Project No. 12C003. Recommendation: Authorize up to $3,776 plus tax for Automatic Systems Company to install SCADA system upgrades for the remote operation of the screw press equipment at the Wastewater Treatment Facility. GLEN POSUSTA MOVED TO APPROVE THE CONSENT AGENDA WITH THE REMOVAL OF ITEM H. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0. 6. Consideration of items removed from the consent agenda for discussion 5H. Consideration of approving a waiver of the building plan review fee for Pizza Factory in accordance with the Business Expansion Incentive Pilot Program Tom Perrault removed this item for further explanation of the request. Jeff O'Neill explained the purpose of the Business Expansion Incentive program to assist businesses with relocation and redevelopment efforts. Tom Perrault asked if Pizza Factory would be reimbursed for the funds anyway under the relocation assistance. Jeff O'Neill explained that this helps to close the gap for Pizza Factory financing to move to a new location. He will check to see if this expense would qualify for the relocation funding. City Council Minutes — January 13, 2014 Page 3 TOM PERRAULT MOVED TO TABLE THE REQUEST FOR A WAIVER OF THE BUILDING PLAN REVIEW FEE FOR THE PIZZA FACTORY. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. 7. Consideration of approving appointments and designations for 2014 Clint Herbst introduced this item and indicated that he had confirmed the designations and appointments, including council liaisons, with city staff. He also noted that the Police Advisory Commission will include a voting representative from council but no additional liaison. Tom Perrault pointed out a couple of changes to the listing as presented. Sandy Suchy's name should be removed as the IEDC Chamber representative and Tom Perrault should be listed as the council representative under the Police Advisory Commission (replacing Brian Stumpf). BRIAN STUMPF MOVED TO APPROVE THE DESIGNATIONS AND APPOINTMENTS FOR 2014 AND DIRECTED STAFF TO MAKE THE ADJUSTMENTS AS NOTED. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. 8. Consideration of authorizing an analysis for use of approximately 12 acres of former biosolids property for Bertram Chain of Lakes Athletic Complex Jeff O'Neill summarized the request to allow staff to perform an analysis of the athletic complex area at Bertram Chain of Lakes. It appears that a shift in land area would give a little more space for the athletic fields. In addition, it could provide an advantage when applying for grant funding. Jeff reviewed a brief history of the biosolids land and noted that it will not be used for sludge in the future. Clint Herbst asked if it the land shift is worth the cost savings. He expressed concern that would extend the fields too far to the north. Jeff O'Neill explained that this is a request to do an analysis to determine if it would be more feasible to expand the size of the athletic field complex and would not be approval of any land shift at this time. The analysis would include a cost/benefit comparison. Wayne Oberg discussed the negotiations that he is working on for a lease of the biosolids farm land. He feels that the land shift could affect the irrigation system and impact the value of the lease. Clint Herbst asked Chuck Keyes about the land application process. Chuck Keyes explained that they have already spread the sludge for this year and the contractor should be plowing that under. In the future, sludge will not be applied on that land. Clint Herbst suggested that it is probably a good idea to analyze the land shift but to keep in mind the possible effect on the farm lease. GLEN POSUSTA MOVED FOR ALTERNATIVE #1 AUTHORIZING STAFF TO PROCEED WITH AN ANALYSIS FOR USE OF APPROXIMATELY 12 ACRES FOR FORMER BIOSOLIDS PROPERTY FOR THE BERTRAM CHAIN OF LAKES City Council Minutes — January 13, 2014 Page 4 ATHLETIC COMPLEX. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH TOM PERRAULT VOTING IN OPPOSITION. Tom Perrault commented that he feels that the park should stay within its original designated boundaries. 9. Consideration of adopting Resolutions #2014 -005 and #2014 -006 accepting work and authorizing final payments for the MCC Natatorium Improvements, City Proiect No.11CO06 Jeff O'Neill led this off noting that the natatorium project has reached completion and Council is asked to consider approving final payments for Ebert Construction and Wold Architects. Jeff asked Kitty Baltos to comment and she noted that they are satisfied with the finalization of the project and she is okay with the request for the final payments. Jeff O'Neill discussed the one item in question which amounts to $4,593.75. This was a charge for a change order for a delay that took place when the city was considering what to do with the pool ceiling. Markus Ebert of Ebert Construction talked about the problems with the ceiling paint in the pool are which led to the decision process and the delay which created an equipment charge which was passed on to the city. Glen Posusta commented about the sandblasting process which knocked paint from the ceiling and feels that led to some of the problems. Markus explained that Ebert's project manager had overseen the project and the process of inspecting the ceiling. Lloyd Hilgart commented that Wold should have managed this part of the project a little better and feels that the amount should be deducted from their final payment rather than Ebert's. Ebert Construction feels that this was an unforeseen situation which resulted in the need to repaint the entire ceiling. The equipment that was brought on site was needed for the painting and had to sit unused while the decision was made on how to proceed. Glen Posusta feels that those were significant unforeseen changes that the city had to pay for. He doesn't have a problem paying for the painting, but he does not feel the city should pay for the equipment delay. He suggested that amount be absorbed by Ebert and /or Wold. Markus Ebert noted that there was a signed change order that authorized the ceiling painting and equipment. His company was counting on getting paid for that and doesn't feel the city should hold back the money. Jeff O'Neill stated that the city's attorney felt that this situation should have been caught by the architect and, if any funds are to be withheld, it should be from Wold. Lloyd Hilgart reiterated that he favors holding those funds from Wold Architect and not from Ebert. Wayne Oberg commented that he feels that the cost for the equipment delay should have been figured into the cost of the additional portion of the project. Markus Ebert explained that the alternative would have been to move the equipment offsite, which would have created a longer delay and a higher cost than the equipment charge during the delay. City Council Minutes — January 13, 2014 Page 5 Kitty Baltos noted that Wold attended one of the early building committee meetings and did offer a suggestion for the city to include a contingency for painting over the entire ceiling as they had noticed some flaking outside of the perimeter. The building committee opted to not include that in the contingency funds. Glen Posusta suggested perhaps the amount of the charge could be split in half and deducted from both Wold's and Ebert's share. Clint Herbst felt it would be better to deduct the amount from Wold's payment as they should have been responsible for overseeing the resolution of that problem. Lloyd Hilgart pointed out that Wold's suggestion for painting the entire ceiling was based on using a special bonding paint over the existing paint; that solution would not have worked, so it is good that the city did not opt to do that. Jeff O'Neill explained that he could include a letter with the payment to Wold describing why the city deducted the amount for the equipment charge. Wold could always come back to Council and plead their case. CLINT HERBST MOVED TO APPROVE THE PAYMENTS TO EBERT CONSTRUCTION IN THE AMOUNT OF $9,593.75 AND TO WOLD ARCHITECTS IN THE AMOUNT OF $6,662.50 LESS THE $4,593.75 COST ASSOCIATED WITH THE DELAY. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0. 10. Added items No items were added. 11. Adiournment GLEN POSUSTA MOVED TO ADJOURN THE MEETING AT 7:41 P.M. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0. Recorder: Catherine M. Shuman ?AP4-1 Approved: January 27, 2014 Attest: City Administrator City Council Minutes — January 13, 2014 Page 6