City Council Minutes 09-08-1997MINUTES
REGULAR MEETING - MONTICELLO CITY COUNCIL
Monday, September 8, 1997 - 7 p.m.
Members Present: Bill Fair, Clint Herbst, Brian Stumpf, Roger Carlson, Bruce
Thielen
Members Absent: None
2. Approval of minutes of the regular meeting held August 25, 1997,
A MOTION WAS MADE BY ROGER CARLSON AND SECONDED BY BRIAN
STUMPF TO APPROVE THE MINUTES OF THE REGULAR MEETING HELD
AUGUST 25, 1997, AS WRITTEN. Voting in favor: Roger Carlson, Brian
Stumpf, Clint Herbst, Bill Fair. Abstaining: Bruce Thielen. Motion carried.
3. Consideration of adding items to the agenda.
A. A MOTION WAS MADE BY BRIAN STUMPF AND SECONDED BY BRUCE
THIELEN TO ADD ITEM #12 REGARDING CHANGE ORDER #6 FOR THE
WASTEWATER TREATMENT PLANT TO THE CONSENT AGENDA.
Motion carried unanimously.
B. Mr. Mike Gair of Lyman Development requested that the Council
discuss a letter written by the Monticello Township Board regarding
annexation petitions.
Mayor Fair noted that the item would be added to the end of the
agenda.
4. Citizens comments/petitions, requests, and complaints.
None.
5. Consent
A. Consideration of an amendment to the zoning ordinance establishing
Public schools as an interim uses in the I-1 zone Applicant Monticello
Public Schools. Recommendation: Approve the zoning ordinance
amendment establishing school uses as an interim use in the I-1 zone.
SEE ORDINANCE AMENDMENT NO. 295.
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Council Minutes - 9/8/97
B. Consideration of an application for an interim use permit allowing a
Public use in an I-1 zone ApplkantD Monticello Public Schools.
Recommendation: Approve issuance of an interim use permit to the
Monticello School District to operate an alternative school program at
1248 Oakwood Drive East with the following conditions:
1. Interim Use Permit will terminate on August 31, 1998.
Extension of the use of the subject property for public school
purposes beyond the termination date may only be granted
through reapplication to the City.
2. The District agrees to stripe the existing parking lot in a way
which maximizes the paved area for efficient parking supply
and circulation.
3. The District agrees to expand parking area at the direction of
the City. The City will direct expanded parking based on the
City's observation of parking demand which causes the use of
on -street parking at any time.
4. The use of the subject property will be for alternative classroom
use during normal school and evening hours but no later than
10 p.m. The property will not be used for any other use.
5. The District may occupy the building during remodeling only at
the direction and under conditions identified by the Building
Official.
6. The District shall make every effort to avoid permanent changes
to the building which, in the opinion of the Building Official,
would not be characteristic of an industrial use.
Approval is based on the finding that the proposed use will not
interfere with the City's long-range objectives of encouraging
industrial development in the area due to the temporary nature of the
permit and the minimal alterations to the property.
C. Consideration of approving final plat and developer agreement for
Klein Farms 4th Addition. Recommendation: Approve the
development agreement and final plat for the Klein Farms 4th
Addition contingent on final review of the plat by the City Engineer
and Public Works Director.
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Council Minutes - 9/8/97
D. Consideration of adopting a resolution accepting bids awarding
contract, and ordering project for Klein Farms 4th Addition Project
91-04C. Recommendation: Adopt a resolution accepting bids,
awarding contract to Barbarossa & Sons, Inc., and ordering project for
the Klein Farms 4th Addition, Project 97-04C, contingent on approval
of the associated final plat and development agreement.
SEE RESOLUTION 97-45.
E. Consideration of authorizinff purchase of a new computer for the
building department. Recommendation: Approve purchase of a
laptop computer for the building department as requested at a cost not
to exceed $2,890.
F. Consideration of change order #6 on the wastewater treatment plant
construction project. Recommendation: Approve change order #6 in
the amount of $12,682.50 for the wastewater treatment plant
construction project, Project 93-14C.
A MOTION WAS MADE BY CLINT HERBST AND SECONDED BY ROGER
CARLSON TO APPROVE THE CONSENT AGENDA AS RECOMMENDED. Motion
carried unanimously.
6. Consideration of items removed from the consent agenda for discussion.
None.
7. Consideration
of resolution
providing
of an
amendment
to
the comprehensive
obligation
plan for the City of
Monticello
Series 1997A,
generally
affecting
the
Downtown
River District
Area Applicant,
Monticello
School Storm
Sewer).
Housing
and Redevelopment
Authority.
A MOTION WAS MADE BY BRUCE THIELEN AND SECONDED BY CLINT
HERBST TO TABLE CONSIDERATION OF THE AMENDMENT TO THE
COMPREHENSIVE PLAN UNTIL THE SEPTEMBER 22 MEETING TO ALLOW
ADDITIONAL TIME TO REVIEW THE AMENDMENT. Motion carried
unanimously.
8. Consideration
of resolution
providing
for
the
issuance and
sale of general
obligation
improvement bonds
Series 1997A,
for Project
97-04C (Klein
Farms
4th Addition) and
PrQj
ct 97-07C
(High
School Storm
Sewer).
Jerry Shannon of Springsted, Inc., estimated the general obligation
improvement bonds to finance the Klein Farms 4th Addition and High School
Trunk Storm Sewer projects at $2,300,000. Project costs would be payable
primarily from special assessments and area trunk charges, which would be
certified in 1998 for first collection in 1999.
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For the Klein Farms 4th Addition project, it was assumed that assessments
would be prepaid as the development progresses. Based on past history o
the developer and other similar projects of the City, it was estimated that for
each of the first two years, 30% of outstanding assessments would be
prepaid, 40% of outstanding assessments prepaid in the third year, and 50%
each year thereafter. The High School trunk storm sewer portion of the
project would be payable over ten years with minimal payments.
Mr. Shannon noted that the bonds would be offered for sale on Monday,
October 27, 1997, and considered by the Council at their meeting scheduled
for October 27.
A MOTION WAS MADE BY BRIAN STUMPF AND SECONDED BY BRUCE
THIELEN TO ADOPT A RESOLUTION AUTHORIZING THE SALE OF $2,300,000
IN GENERAL OBLIGATION BONDS TO FINANCE THE 97-07C AND 97-04C
IMPROVEMENT PROJECTS AS RECOMMENDED BY SPRINGSTED, INC.
Motion carried unanimously. SEE RESOLUTION 97-46.
9. Consideration of authorizing a comprehensive nark plan.
Consideration of authorizing a comprehensive park plan was tabled until the
September 22 Council meeting pending submittal of a work plan by City
Planner Steve Grittman.
10. consideration of 1998 propose dgPt and resolution setting the_
preliminary tax levy.
City Administrator Rick Wolfsteller reported that the budget summaries and
capital outlay expenditures were prepared under the alternative of using the
maximum levy allowed by the Department of Revenue, assuming that
additional discussion would occur in future workshop sessions prior to the
final budget being adopted in December. He noted that state legislators have
established levy limits for cities, which results in an overall levy limitation
for Monticello for 1998 of $2,784,206 after deduction of state aids (HACA).
To this amount, the City is allowed to add any tax levies needed to cover debt
service payments, which amounts to $1,232,807. Of the $627,785 increase in
the debt service levy, more than $541,000 is necessary for the first levy on
the wastewater treatment plant project. If the maximum amount is levied as
allowed by the State, the total overall levy would be $4,017,013.
Because the tax levy cannot be increased once the maximum preliminary
levy has been set, Wolfsteller suggested that the Council adopt a resolution
using the maximum tax levy allowed, which can then be lowered during
future budget workshops prior to final adoption. He did note, however, that
the only drawback to using the maximum levy is that the County would use
that amount for notices to the residents of anticipated taxes for 1998.
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Council Minutes - 9/8/97
Councilmember Clint Herbst noted his opposition to adopting the maximum
levy and suggested that the Council set a specific increase for the levy and
work to meet that goal rather than adopting the maximum amount.
Council discussed the pros and cons of approving the maximum levy, and it
was noted that if a lower levy limit is adopted prior to discussing specifics of
the budget, the City may not be able to complete some of the projects planned
for 1998.
AFTER DISCUSSION, A MOTION WAS MADE BY BRIANSTUMPF AND
SECONDED BY BRUCE THIELEN TO ADOPT A RESOLUTION SETTING THE
017,013.
1998 PRELIMINARY BUDGET AND RESULTING TAX LEVY AT $4
Voting in favor: Brian Stumpf, Bruce Thielen, Bill Fair, Roger Carlson.
Opposed: Clint Herbst. Motion carried. SEE RESOLUTION 97-47.
It was the consensus of Council to set a budget workshop date of Tuesday,
October 14, 1997, at 5 p.m.
It was also the consensus of Council to set the Truth in Taxation public
hearing for Wednesday, December 3, 1997, at 5 p.m., and the public hearing
continuation date for Wednesday, December 10, 1997, at 5 p.m., if needed.
11. Consideration of authorizing advertisement for bids for pathway snow
removal equipment.
Public Works Director John Simola reported that the Parks Commission and
Monticello Community Partners have requested that Council consider
maintaining the pathways throughout the winter. This item was listed as a
high priority for Council consideration in the priority -setting process. It was
also discussed in 1996 along with review of bids for snow removal equipment
and discussions of contracting pathway maintenance. The Council's decision
at that time was not to clear the pathways during the winter months.
Simola noted that he may be able to obtain bids for pathway maintenance if
bid by the hour; however, a total contract amount could not be estimated
unless the contract was bid by the season. He also noted that $25,000 is
budgeted yearly for pathway maintenance, a portion of which could be used
to pay the debt on snow removal equipment.
Council discussion focused on the cost of purchasing equipment versus
contracting the winter pathway maintenance. It was suggested that the City
contract for winter maintenance the first year to see how much the pathways
are used prior to purchasing equipment.
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Council Minutes - 9/8/97
AFTER DISCUSSION, A MOTION WAS MADE BY ROGER C RLS`O TO
WINTER BY
INVESTIGATE KEEPING THE PATHWAYS OPEN TING PATHWAY MAINTENANCE.
MEANS OF OBTAINING BIDS FOR CONTRACTING ALSO OBTAIN BIDS ON THE SKID
CLINT HERBST AMENDED THE MOTION
LOADER WITH BLOWER. BRUCE THIELEN ALSO AMENDED THE MOTION I
Roger TO
OBTAIN BIDS ON THE TRACKLESS TYPE OF SNOWPLOW/BLOWERI ..
HERBST SECONDED THE AMENDED MOTION. Voting in favor. Brian f.
Carlson, Clint Herbst, Bruce Thielen, Bill Fair. Opposed. p
Motion carried.
12. Consideration of change order #6 on the wastewater treatment plant
con stru i n project.
This item was added to the consent agenda as item 5F.
13. Consideration f nvc,.rnqn-- —41
In his report to Council, Chief Building Official Fred Patch stated that after
reviewing comments from commission members regarding the community
vision statement and governing policies, several changes were incorporated
into the draft for Council review such as deleting "spiritual" values under
item #2, and the roles of City Council and the City Administrator were
clarified under Management/Governance Linkage Policies.
Councilmember Bruce Thielen stated that it will be difficult to know whether
the policy is working without performance measures included which can be
reviewed annually. Assistant Administrator Jeff O'Neill suggested that each
department be measured over time for effectiveness by listing goals and
using measurements against the goals. In addition, he stated that the
priority list could be checked against the budget to see if projects have been
completed. Fred Patch suggested that each department or commission choose
five items from the list as goals for the year.
AFTER DISCUSSION, A MOTION WAS MADE BY BRUCE THIELEN TO ADOPT
THE COMMUNITY VISION AND GOVERNANCE POLICY WITH THE
UNDERSTANDING THAT COUNCIL WILL REVIEW THEM ON AN ANNUAL
BASIS, AND STAFF IS DIRECTED TO CREATE PERFORMANCE MEASURES TO
USE IN THE PROCESS.
BILL FAIR AMENDED THE MOTION TO STATE THAT THE POLICY AND
ASSOCIATED GOALS BE REVIEWED IN OCTOBER EACH YEAR IN
CONJUNCTION WITH BUDGET DEVELOPMENT.
THE AMENDED MOTION WAS SECONDED BY ROGER CARLSON. Motion
carried unanimously.
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Council Minutes - 9/8/97
14. r.,n min P,-ation of esta li hinlicv on employee educational/ raining
seminars.
Chief Building Official Fred Patch reported that the governing policies of the
Cit establish that the City Council and City Administrator will provide
Y purposes
opportunities for training and professional development directed to purpd
of the City, which is intended for City Council, commission members, an
staff. While seminars and conferences held within the state have been
attended by staff, national/out-of-state conferences and seminars have not
been attended. Patch requested permission to attend either the Building
Officials Conference of America (BOCA) conference or the International
Conference of Building Officials (ICBO) conference at a cost slightly in excess
of $1,500. In addition, he requested that Council establish guidelines in
cooperation with the City Administrator providing for future out-of-state
travel for training and professional development for staff.
City Administrator Rick Wolfsteller noted that the personnel policy does
provide for and encourage staff training, and each years budget includes
money for staff conferences/training.
No Council action was necessary, as the governance policy adopted in the
previous agenda item authorizes the City Administrator to provide
opportunities for training and personal development directed to the purposes
of the City or as related to job performance.
15. Consideration of bills for the first half of September 1997.
A MOTION WAS MADE BY CLINT HERBST AND SECONDED BY
STUMPF TO APPROVE THE BILLS FOR THE FIRST HALF OF SEPTEMBER AS
PRESENTED. Motion carried unanimously.
The Mayor called a short recess to allow time to review a letter received from the
Monticello Township Board regarding annexation petitions.
16. Other matters.
A. Conside_ nticello Towns Board
• •
annexation-
Mayor Fair noted that he had now reviewed the proposal from the
Monticello Township Board regarding modifications to the existing
orderly annexation agreement. The Mayor then allowed the
developers who requested discussion of the item to address the
Council.
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Council Minutes - 9/8/97
John Johnson, consultant civil engineer assisting in development of
the Shermer property, requested that Council consider expediting
annexation of the parcels not in dispute so that they can continue
development plans by making application to the City.
Steve Ryan of Lyman Development also requested that the annexation
process be expedited and requested feedback from the Council on their
intentions.
Janice DeMars, representing Art and Darlene Anderson, requested
that the City consider annexation of the 40 -acre parcel on the
southeast side of Monticello even though it was not addressed by the
Township in their letter. Although the parcel is not in the urban
service area, it is located in the orderly annexation area.
Councilmember Brian Stumpf stated that he did not feel the
subcommittees of the Council and Township were given enough time to
negotiate an agreement for consideration.
Councilmember Bruce Thielen suggested that, since City staff only just
received the Township's letter the Friday before the meeting and the
Mayor only received the letter a few minutes ago, the Council
acknowledge receipt of the letter and put the item on the next Council
agenda to allow staff time to review and comment.
Council also discussed the last action taken by the Council regarding
the annexation petitions, which was to accept all of the petitions and
forward them to the Minnesota Municipal Board either jointly with the
Township or on a contested basis without the Township. Therefore,
staff was directed to forward the petitions to the Municipal Board for
consideration and place the Township's letter on the next Council
agenda for discussion.
A MOTION WAS MADE BY CLINT HERBST AND SECONDED BY BRUCE THIELEN TO
ADJOURN THE MEETING. Motion carried unanimously.
r_
Kar n Doty
Office Manager
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