City Council Minutes 03-10-2014MINUTES
REGULAR MEETING — MONTICELLO CITY COUNCIL
Monday, March 10, 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 7:01 p.m. and declared a quorum present.
The Pledge of Allegiance was recited.
2A. Approval of Minutes — February 24, 2014 Regular Meeting
BRIAN STUMPF MOVED TO ACCEPT THE FEBRUARY 24, 2014 REGULAR
MEETING MINUTES AS PRESENTED. LLOYD HILGART SECONDED THE
MOTION. MOTION CARRIED 5 -0.
3. Consideration of adding items to the agenda
• Frozen water lines (Glen Posusta)
4. Citizen comments, public service announcements
A. Citizen Comments: None
B. Public Service Announcements:
1) I -94 Reconstruction Open House update - Shibani Bisson provided an update
on the I -94 reconstruction project which starts in April. Residents can get
more information from the city's website and there is a link to MnDOT's
website, where residents can sign up for email updates.
Clint Herbst confirmed that four lanes will be open at all times, except for
night hours when the crossovers are being constructed. Shibani Bisson noted
that there are information sheets that can be picked up at city hall. Future
updates will be given at city council meetings. The state is also using
message boards and orange signs to alert the public of construction progress.
5. Consent Agenda:
A. Consideration of approving payment of bills for March 10t". THIS ITEM WAS
REMOVED FROM THE CONSENT AGENDA.
City Council Minutes — March 10, 2014 Page 1
B. Consideration of approving new hires and departures for City departments.
Recommendation: Ratify new hires and terminations for Liquor Store, FiberNet,
MCC, Streets and Parks.
C. Consideration of adopting Resolution #2014 -026 to accept a contribution for the
MCC Winter Block Party. Recommendation: Adopt Resolution #2014 -026
accepting a contribution of $250 for expenses related to the MCC Winter Block
Party.
D. Consideration of approving an application for a temporary charitable gambling
permit for a raffle conducted by Wright County Ducks Unlimited.
Recommendation: Approve the application for a charitable gambling permit for
a raffle to be conducted by Wright County Ducks Unlimited at River City
Extreme on May 5, 2014.
E. Consideration of appointing a representative to the Monticello Parks Commission
to fill a vacancy for a term to expire on 12/31/2015. THIS ITEM WAS
REMOVED FROM THE CONSENT AGENDA.
F. Consideration of appointing two representatives to the Industrial and Economic
Development Commission (IEDC) for 3 -year terms. Recommendation:
Approve the appointments to the IEDC for Steve Johnson for a term expiring
December 31, 2016, and for Tara Thurber, President of the Monticello Chamber
of Commerce, for a term consistent with her chamber position.
G. Consideration of adopting Ordinance #593 amending City Code Title 2, Chapter 1
— Planning Commission. THIS ITEM WAS REMOVED FROM THE
CONSENT AGENDA.
H. Consideration of approving a contract for advertising services at city ballfields
with revenues to go to the Park and Pathway Fund. THIS ITEM WAS
REMOVED FROM THE CONSENT AGENDA.
I. Consideration of authorizing city signatures on a Quit Claim Deed to resolve a
boundary discrepancy at Bertram Chain of Lakes Park. THIS ITEM WAS
REMOVED FROM THE CONSENT AGENDA.
J. Consideration of adopting Resolution #2014 -027 establishing authorized public
use of several parcels of tax - forfeited land and requesting conveyance to the City
of Monticello. THIS ITEM WAS REMOVED FROM THE CONSENT
AGENDA.
K. Consideration of adopting Resolution #2014 -028 accepting the feasibility report
and authorizing preparation of plans and specifications for Hillside Farms 3rd &
4th Additions Public Improvements (south of Monte Club Hill), City Project No.
12C008. Recommendation: Adopt Resolution #2014 -028 accepting the
City Council Minutes — March 10, 2014 Page 2
feasibility report and authorizing preparation of plans and specifications for
Hillside Fanns Yd and 4"' Additions Public Improvements, City Project No.
12CO08 at an estimated cost of $5,000.
L. Consideration of approving a request for Concept and Development Stage
Planned Unit Development (PUD) for a K -12 Educational Institution in an R -3
District and CCD District. Applicant: SRCS Building Company /Swan River
Montessori School. Recommendation: Approve the Concept and Development
Stage Planned Unit Development for SRCS Building Company, based on the
finding in PC Resolution 2014 -016, that the subject parcels meet the requirements
for PUD approval, that the flexibility provided with the PUD designation will
encourage site and building design features beneficial to Swan River Montessori
School and the community; said approval contingent on compliance with
conditions in Exhibit Z shown as follows.
• The addition of dormers or decorative features (e.g. cupolas and skylight, etc) to
the roof of the new school building to add interest to the upper portion of the
building. Increase pitch of roof or mirror features from existing building.
• The school should consider how the PUD design might cater to bicycle or
pedestrian access from a trail to the north (along the rail ROW), and given the
accessibility of bicycles to the site, how bicycle parking facilities can be
provided.
• Proposed dogwood shrubs should be coupled with additional shrubs or small
trees throughout the PUD site. Along the rail road additional shrubs /small trees
should be used to create a more opaque screening affect, and along the south
and west property lines additional shrubs /small trees should be added to create a
more continuous buffer through winter months. Recommended species include
viburnums, ninebarks, American elder, tall American arborvitae varieties (or
other evergreens adapted to the region), etc.
• The applicants should consider implementing additional areas of shrubs or small
trees in association with woodland /shade tolerant seed mixes along north and
east portions of the site. There are numerous low maintenance native or non-
native cultivars that can serve these functions (e.g. compact viburnum species,
ninebarks, dwarf bush honeysuckles, chokeberries, white cedars, serviceberries
or other small fruiting trees, fragrant sumac, etc.). .
• The applicant shall adhere to tree protections standards provided in Chapter 4
Section 4.2 of the Zoning Ordinance (no tree protection currently provided).
• Provide a maintenance plan for of seed mixes & shrub /tree plantings (removal of
invasives or weeds, and replacement of any dead specimens).
• The applicants shall provide a lighting plan for review, and address any
deviation from standards.
• The applicants shall provide a signage plan (if any), and should address any
deviation from standards.
• Implementation of (colored stamped) pervious pavers in the landscaping design,
as opposed to a plain concrete walk.
• The proposed grading, drainage, and erosion control measures are subject to
review and approval by the City Engineer. The applicants are required to
adhere to any recommendations from the City Engineer as a condition of PUD
approval.
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• The applicants will be responsible.for pedestrian crossing improvements,
including signage, and long -term maintenance.
• Provide details of the proposed gazebo, including materials and dimensions.
Upon installation, accessory structures may .not exceed 15 feet.
• Complete and submit Final Stage PUD documents consistent with the required
conditions of approval for inclusion in the final PUD ordinance and development
contract.
• Execution of a development contract securing the required improvements.
M. Consideration of approving a request for Conditional Use Permit for an Industrial
Services use in an I -1 (Light Industrial) District. Applicant: All Elements, Inc.
Recommendation: Approve a Conditional Use Permit for an Industrial Services
business in a I -1 District for All Elements, Inc. based on findings in PC
Resolution 2014 -017, contingent on compliance with conditions in Exhibit Z
shown as follows.
• Outdoor storage must be configured and screened on the site in compliance
with ordinance requirements, or subject to variance approval.
• The applicant must identify the existing storage area surface, and comply with
stormwater management requirements, along with any applicable trunk fees, as
recommended by the City Engineer.
• The applicant must obtain a sign permit for new business signage per ordinance
requirements.
• If lighting is proposed in the outdoor storage yard, a lighting plan must be
submitted and approved.
• A building permit must be obtained for the outdoor storage yard fence.
• The storage yard shall maintain 20 foot wide drive aisles consistent with the
approved site plan, dated 0212 712 014.
N. Consideration of authorizing the Monticello Economic Development Authority to
approve a purchase agreement for property at 130 East Broadway (PID 155 -010-
034102). Recommendation: Authorize the Monticello EDA to approve a
purchase agreement for PID 155 -010- 034102 located at 130 East Broadway.
O. Consideration of authorizing the purchase of GLDS billing software for FiberNet.
THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA.
BRIAN STUMPF MOVED TO APPROVE THE CONSENT AGENDA WITH THE
REMOVAL OF ITEMS A, E, G, H, I, J AND O. TOM PERRAULT SECONDED THE
MOTION. MOTION CARRIED 5 -0.
6. Consideration of items removed from the consent agenda for discussion
5A. Consideration of approving payment of bills for March 10th
Lloyd Hilgart made an addition to the bill payments for a $9,500 payment to
FiberConnect for billing services for March.
City Council Minutes — March 10, 2014 Page 4
BRIAN STUMPF MOVED TO APPROVE THE BILL AND PURCHASE CARD
REGISTERS FOR A TOTAL AMOUNT OF $429,121.97. TOM PERRAULT
SECONDED THE MOTION. MOTION CARRIED 5 -0.
5E. Consideration of appointing a representative to the Monticello Parks Commission
to fill a vacancy for a term to expire on 1213-112015
Glen Posusta asked why phone numbers of applicants are redacted. Attorney Joel Jamnik
noted that home phone numbers are private information and staff is not allowed to release
that information without the applicant's permission. Work numbers are public
information. Glen Posusta asked how Council members are expected to contact these
applicants or members of commissions. Angela Schumann explained that the City does
get permission from new appointees for use of phone numbers and email addresses. The
copies of applications that go to Council for approval should have the phone number
available. Angela suggested that Council members contact staff to get phone numbers as
needed, if they are redacted.
GLEN POSUSTA MOVED TO APPROVE THE APPOINTMENT OF BRIAN STOLL
TO THE MONTICELLO PARKS COMMISSION WITH THE TERM ENDING
DECEMBER 31, 2015. TOM PERRAULT SECONDED THE MOTION. MOTION
CARRIED 5 -0.
5G. Consideration of adopting Ordinance #593 amending City Code Title 2, Chapter 1
— Planning Commission
Tom Perrault had a question about Section 2- 1 -2(C) related to meetings. He asked about
the reason that special meetings may be called by the Chair but not by two members of
the commission, which is how it is set up for Council. Angela Schumann said that was
discussed by staff but found the suggested wording is consistent with the other city
commissions.
BRIAN STUMPF MOVED TO ADOPT ORDINANCE #593 AMENDING CITY CODE
TITLE 2, CHAPTER 1 — PLANNING COMMISSION WITH CHANGES AS
FOLLOWS. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 4-
1 WITH TOM PERRAULT VOTING IN OPPOSITION.
Section 2 -1 -1: COMPOSITION:
(A) The Planning Commission shall consist of five members appointed by the
Council.
ptibUe offlee in the . All members shall be residents of the city of
Monticello and shall have equal rights and privileges.
(Section letters shall be added to Section 2 -1 -1 (B) and (C))
Section 2 -1 -2: ORGANIZATION; MEETINGS:
(A) The Commission shall elect a chair from among its appointed
members for a term of one year, and the Commission may create and fill
such other offices as it may determine.
City Council Minutes — March 10, 2014 Page 5
(B) The Planning Commission shall hold at least one regular meeting each
month. This meeting shall be held on the first Tuesday. Regular
meetings shall commence at-7.--W 6: 00 p. m. Hearings shall be heard as
soon thereafter as possible. The Planning Commission shall adopt rules
for the transaction of business and shall keep a record of its resolutions,
transactions, and findings, which record shall be a public record.
(C) Special meetings may be called by the Chair, as needed, and shall be
coordinated with city staff.
5H. Consideration of approving a contract for advertising services at city ballfields
with revenues to go to the Park and Pathway Fund
Tom Perrault asked about the source of potential advertisers and whether national
advertisers would be accepted. Tom Pawelk said they want to focus on local advertisers
first. Torn Perrault asked if the ballfields pay for themselves now. Tom Pawelk stated
that they do not. Glen Posusta stated he felt the revenues should go to the General fund
to go back into the ballfields. Jeff O'Neill stated that these funds could be used to help
build additional ballfields. Wayne Oberg explained that the revenues would be
considered unrestricted funds and could be used as Council directs. If the funds go back
to the ballfields, that would put the money into the General fund where it would not be
identified specifically for the ballfields. Wayne explained that the revenue can be traced
when it comes into the General fund, but it will not be designated for any specific use.
GLEN POSUSTA MOVED TO AWARD A THREE -YEAR CONTRACT TO
MINNESOTA SPORTS FUNDRAISER FOR ADVERTISING AT EIGHT CITY
BALLFIELDS WITH THE REVENUE TO GO INTO THE GENERAL FUND. TOM
PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0.
5I. Consideration of authorizing city signatures on a Quit Claim Deed to resolve a
boundary discrepancy at Bertram Chain of Lakes Park
Tom Perrault pulled this item to determine if this was land that the city paid for. It was
explained that this piece of property is privately owned and this action simply clears up
the boundaries of the parcel that borders Bertram Chain of Lakes park land.
BRIAN STUMPF MOVED TO AUTHORIZE THE MAYOR AND CITY
ADMINISTRATOR TO SIGN A QUIT CLAIM DEED TO BRADLEY AND SHARON
LARSON RESOLVING A BOUNDARY DISCREPANCY ON PARCEL 213 -100-
172304. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0.
5J. Consideration of adopting Resolution #2014 -027 establishing authorized public
use of several parcels of tax forfeited land and requesting conveyance to the City of
Monticello
Tom Perrault asked if the county would sell the parcel 155- 185- 001010 at auction if the
city did not put a hold on it. Angela Schumann confirmed the parcel would be eligible
for auction if the city does not claim it in some way. Glen Posusta commented that he
City Council Minutes — March 10, 2014 Page 6
was not in favor of using the parcel for a fire station, but he was okay with putting a hold
on it for further discussion.
GLEN POSUSTA MOVED TO ADOPT RESOLUTION #2014 -027 APPROVING THE
CONVEYANCE OF PARCELS IDENTIFIED AS FOLLOWS TO THE CITY OF
MONTICELLO FOR AUTHORIZED PUBLIC USE AS IDENTIFIED AND
APPROVING THE REMAINING LISTED PARCELS FOR PUBLIC AUCTION BY
WRIGHT COUNTY. STAFF IS ALSO DIRECTED TO SEND A LETTER TO THE
WRIGHT COUNTY AUDITOR REQUESTING A SIX -MONTH HOLD ON PARCELS
155 -185- 001010 AND 155- 199 - 001010 AND RECOMMENDING WRIGHT COUNTY
CONTACT CARLISLE VILLAGE PROPERTY OWNERS REGARDING PURCHASE
OF PARCEL 155- 183 - 000010 IN LIEU OF PUBLIC AUCTION. BRIAN STUMPF
SECONDED THE MOTION. MOTION CARRIED 5 -0.
Parcels to convey to City ofMonticello
155- 123 - 000030: public park and trail, passive recreation, stormwater pond
155- 142 - 000010: public trail segment
155- 160 - 000030: public trail segment
155 -177- 000010: stormwater pond, public trail segment
Parcel approved° or public auction
Lots 2 through 16, Block 1, Hillside 3''d Addition
Lots I through 8, Block 2, Hillside 3''d Addition
Lots 10 through 15, Block 2, Hillside 3rd Addition
Lots 1 through 7, Block 1, Hillside 4t1i Addition
Lots I through 10, Block 2, Hillside 4"' Addition
Lots 4 and 5, Block 1, Parkside at Meadow Oak 2" d Addition
50. Consideration of authorizing the purchase of GLDS billing software for FiberNet
Glen Posusta pulled this item because he does not feel it is necessary for the city to
purchase this software until a decision is made on the outcome of management services
for FiberNet. Clint Herbst explained that this license would alleviate the problem that the
city experienced with getting the billing done for March, when Mark Pultusker did not
release the rights to use the software until the city agreed to pay the fee in his contract.
Joel Jamnik explained that the city would be purchasing a license to use the software.
Glen Posusta was concerned that there may a redundancy in paying for the software and
also paying FiberConnect, if Mark Pultusker should receive a contract for management
services. Joel Jamnik explained that the city would face that possibility whether or not a
contract was signed with FiberConnect.
Wayne Oberg pointed out that it is desirable to have the Finance department perform the
billing for FiberNet. Brian Stumpf asked if training is included. Wayne Oberg stated
that the unlimited support also includes training and the city would send an employee to
California in April for that.
City Council Minutes — March 10, 2014 Page 7
BRIAN STUMPF MOVED TO AUTHORIZE CITY STAFF PURCHASE A LICENSE
FOR THE GLDS BILLING SOFTWARE FOR FIBERNET AT AN ESTIMATED
COST OF $28,665. LLOYD HILGART SECONDED THE MOTION. MOTION
CARRIED 4 -1 WITH GLEN POSUSTA VOTING IN OPPOSITION.
7. Regular Agenda:
A. Consideration of rejecting bids received and authorizing re- advertisement for bids
for a Wireless Telecommunications Monopole, Cit.j�iect No. ZTOWER
Shibani Bisson presented this item and reviewed the previous bid process which
included several options: Complete Turnkey, Tower Only, and Erection Only.
This was done to obtain competitive bids as there are contractors that only
complete a single component of this type of work. Shibani Bisson talked about
reducing the height of the tower by eliminating the microwave dish loading on the
tower due to the uncertainty of needing these dishes to serve other areas outside of
the City. The microwave dishes can be placed on the city water tower rather than
on the monopole because the top elevations are the same. This will result in a
minimum net cost saving of $30,000 to $40,000. Shibani Bisson pointed out that
these changes to the tower project would still allow up to 3 carriers to locate on
the tower along with other antennas to serve the City
Brian Stumpf asked about the cost to rebid the project and the status of costs at
this point. Wayne Oberg indicated that he could get that information for Brian
Stumpf tomorrow. Shibani Bisson explained there would be a cost to prepare new
plans and specs and additional costs during construction for concrete testing,
tower inspection and project management costs, but the overall projected costs
would stay within budget given to Council.
Lloyd Hilgart asked if the costs might come down because the weather is getting
nicer. Shibani indicated it would and that is included in the proposed cost
savings. Lloyd Hilgart asked about the height of the tower in respect to the
locations to serve Verizon and other possible carriers. Shibani noted that Verizon
would be located at 150 feet with two other future carriers at heights less than
that, which could be accommodated on a tower shorter than 199 feet. Hilgart
stated that he wants to make sure that the tower can hold three carriers at heights
they would prefer. Jeff O'Neill commented that has been studied and the heights
as planned met the objectives. Shibani Bisson noted that the main objective is to
accommodate three carriers, along with other city uses to maximize the use of the
tower and site.
BRIAN STUMPF MOVED FOR ALTERNATIVE #1 TO REJECT THE BIDS
RECEIVED AND AUTHORIZE RE- ADVERTISEMENT FOR BIDS FOR A
WIRELESS TELECOMMUNICATONS MONOPOLE, CITY PROJECT NO.
ZTOWER. GLEN POSUSTA SECONDED THE MOTION. MOTION
CARRIED 4 -1 WITH LLOYD HILGART VOTING IN OPPOSITION.
City Council Minutes — March 10, 2014 Page 8
B. Consideration of extending the Public Works Director interim assignments and
compensation for an additional six months
Tracy Ergen explained this item was tabled at the last meeting and is being
brought back to Council with more information. Staff met with the Public Works
superintendents and reviewed the changed duties and workload since taking over
duties previously assigned to the Public Works Director. Following that, HR
Director Tracy Ergen then repointed the positions based on those changes. Staff
does intend to continue to evaluate the effectiveness and feasibility on an ongoing
basis and report back to the Personnel Committee. If a Public Works Director is
hired in the future, the additional points would have to be re- evaluated.
Tracy Ergen noted that after the positions were repointed, all three
superintendents moved to Grade 17. Staff is asking Council to recommend that
the Personnel Committee review this and assign appropriate salaries within the
city's pay equity system.
Tom Perrault asked if this also affects the jobs performed by Beth Green and Julie
Hoglund. Tracy Ergen explained that points are evaluated based on higher level
job duties and not an increase in the work volume so this may not affect them at
this time. Tracy did note she would be looking at Julie's job description because
there may be some impact since Beth was moved to city hall.
Glen Posusta asked if the addition of these duties have affected the amount of
hours that public works staff is putting in. Tracy Ergen indicated that the
supervisors are putting in more hours on administrative work and this has pulled
them out of the field. Tracy Ergen noted that the supervisors have expressed their
concern about the long term effect of taking on these additional responsibilities.
Brian Stumpf stated that the city should keep in mind that some of these
supervisors will be retiring in the next few years and it may be preferred to look at
hiring a Public Works Director or Engineer at that time. It might be a good time
to look at that now. Tracy Ergen talked about some of the discussions that have
been held with public works superintendents in this regard.
BRIAN STUMPF MOVED FOR ALTERNATIVE #1 TO ALLOW THE
PERSONNEL COMMITTEE TO DETERMINE AND ASSIGN APPROPRIATE
SALARIES WITHIN PAY EQUITY FOR ASSUMING DUTIES FORMERLY
HANDLED BY THE PUBLIC WORKS DIRECTOR. LLOYD HILGART
SECONDED THE MOTION. MOTION CARRIED 5 -0.
8. Added items
• Frozen water lines — Matt Theisen provided a handout to Council showing the
freeze -ups he has worked on. He listed 16 properties with frozen lines that he has
City Council Minutes — March 10, 2014 Page 9
been working with. There are several of these lines that will need to be heated
and he is waiting for a welder. He will be using the same person that Big Lake is
using. Matt Theisen talked about the cost for letting the water run in order to
keep the pipes open. The average cost of letting the water run is about 37 cents
per day. Matt Theisen noted that they had a water line break last week and the
frost was still six feet down. Matt Theisen asked if Council wanted the city to
cover the cost for letting the water run or charge the property owners for the
excess water. The city could calculate charges based on usage before the water
froze up or go back and use an average bill from a prior year to calculate water
charges for these owners. Consensus is to adjust the billing statements on those
properties affected by having to keep their water running.
Glen Posusta commented on the repair costs incurred by the city for frozen lines,
which ranged from under $200 to over $700. He feels that there should be a limit
on what the city would pay. Clint Herbst noted that the cases where the city paid
are all property owners that contacted the city. The city is actually taking care of
opening the frozen lines and absorbing the costs. This way the city has control
over who does the work and the end cost.
9. Adjournment
BRIAN STUMPF MOVED TO ADJOURN THE MEETING AT 8:08 P.M. TOM
PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0.
Recorder: Catherine M. Shuman ,
Approved: March 24, 2014
Attest:
Cit istrator
City Council Minutes— arch 10, 2014 Page 10