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City Council Minutes 12-11-1989MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday, December 11, 1989 - 7:00 p.m. Members Present: Ken Maus, Fran Fair, Warren Smith, Shirley Anderson, Dan Blonigen Members Absent: None 2. Approval of minutes of regular meeting held November 27, 1989, and the special meeting held December 4, 1989. Shirley Anderson requested that the December 4 meeting minutes be updated to include her opinion that across the board salary increases can be unfair, as individuals with higher salaries get a larger increase. 3. Citizens comments/petitions, requests and complaints. Kirk Kjellberg presented a prepared statement to Council regarding the Evergreens subdivision. In the prepared statement, Kjellberg reviewed the development goals of the project and explained how the project will benefit the City. He also noted that Kjellberg, Inc., fully intends to rectify problems associated with the Kjellberg East Mobile Home Park by making sewer system improvements that are in compliance with all city, state, and county requirements. Mayor Maus thanked Kirk Kjellberg for his comments. No further action taken. 4A. Consideration of feasibility report for anticipated stormwater management improvements within the Monticello Mall watershed. Chuck DuFresne of The Lincoln Companies reported to Council that a signed lease agreement between The Lincoln Companies and K -Mart has been executed, and a March 1, 1990, groundbreaking date for the development of the K -Mart addition has been established. Assistant Administrator O'Neill requested that Council consider authorization to proceed with the storm water management feasibility study necessary to fully define project design and cost. O'Neill reported that the estimated cost of the storm water study is $4,500, with The Lincoln Companies paying one-half of the initial cost to complete the study. Once the improvements are completed and in place, any up -front payments made by The Lincoln Companies will be deducted from their assessments. Chuck DuFrense reported that this arrangement for financing the feasibility study is acceptable to The Lincoln Companies. Dan Blonigen reminded staff to take a look at utilizing the unused capacity of an existing storm water line now serving a portion of the Highway 25/I-94 intersection area. 4B. Council Minutes - 12/11/89 Dan Kling stated that he would look at that option; however, he is concerned that the agreement between the State and the City regarding this storm water structure may limit the City's ability to use it for drainage of the mall area. After discussion, motion made by Warren Smith and seconded by Shirley Anderson to authorize OSM to conduct feasibility study for storm water improvements within the Monticello Mall watershed for an estimated amount of $4,500. Motion carried unanimously. Consideration of feasibility report to establish profile for 7th Street. Assistant Administrator O'Neill requested that Council authorize preparation of a feasibility report which would establish the final profile for the 7th Street alignment and also provide complete cost estimates for street construction. O'Neill went on to note that The Lincoln Companies has requested that the 7th Street right-of-way be slightly elevated, which would allow the K -Mart parking lot to be relatively level. In order to elevate the parking area, the 7th Street right-of-way must be elevated, which will result in the need for a retaining wall on the north side of 7th Street and also result in elimination of the Ridgeview Apartment complex access to 7th Street. David Hornig, owner of Ridgeview Apartments was present and noted his concerns that by elevating the roadway, the value of his property may be diminished in some manner. He also noted that there may be some positive reasons for eliminating this access as well; however, until the feasibility study is done, it is difficult to determine the impact to his property created by elevating the roadway. Assistant Administrator O'Neill informed Council that Marvin Kramer has withdrawn his previous verbal offer to sell his parcel to the City for $189,000. O'Neill noted that purchase of the Kramer property at this time is not vital to the development of the 7th Street right-of-way serving K -Mart; however, the future extension of the 7th Street right-of-way may be complicated or more expensive if the City does not acquire the property at the time of the development of the K -Mart. Dan Blonigen noted that the market place tends to work things out, and he did not see it necessary to acquire the land at this time in anticipation of the 7th Street right-of-way at some point in the future. Ken Maus noted that there is always the potential of putting a jog in the 7th Street right-of-way which would allow us to go around the Kramer property. Warren Smith agreed that it may not be necessary to purchase the property in anticipation of the future extension of the 7th Street right-of-way, and he expressed concern about the potential of an intersection jog. Fran Fair agreed with the concept of deferring any purchase of the Kramer property until absolutely necessary. Council Minutes - 12/11/89 After discussion, motion made by Fran Fair and seconded by Shirley Anderson to adopt a resolution ordering a feasibility study establishing a profile for the 7th Street right-of-way using straight alignment and to continue with pursuing the straight alignment but defer purchase of Kramer's property. Motion carried unanimously. SEE RESOLUTION 89-39. 5. Consideration of interpretation of conditional use permit - Fair's Garden Center_ Assistant Administrator O'Neill requested that Council review the Christmas season use of Fair's Garden Center and determine if the use is in compliance with the terms of the conditional use permit granted some months ago. Specifically, a portion of the site earmarked for parking is now being utilized for sales and storage of Christmas trees. O'Neill asked that Council review this matter to determine if a portion of the parking area may be used for Christmas tree sales and display area. O'Neill went on to note that due to seasonal fluctuations in parking demands, there appears to be justification for reducing the parking requirements by four to five parking spaces. Ken Maus noted that if the City is going to allow businesses to use their parking space for display and sale of product in one location, we should allow it to occur in another location. Maus noted that the City is already allowing the Tom Thumb store to use a portion of their parking in the summer months for display of goods. Gary Anderson reported that Tom Thumb received a permit which allowed them to use some of their parking for this special spring sale event. It was suggested by the Mayor that City staff prepare a permit process which would regulate the use of parking stalls for display of goods for sale. City Administrator Wolfsteller asked for clarification regarding the springtime use of the parking area. It was the consensus of Council that the area earmarked for parking spaces as outlined in the conditional use permit be striped and available for parking during the peak retail season. After discussion, motion by Shirley Anderson and seconded by Ken Maus to direct staff to work toward development of a simple permit process which would allow businesses with fluctuating parking demands to adjust their parking requirement accordingly. Voting in favor: Warren Smith, Shirley Anderson, Ken Maus. Opposed: Dan Blonigen. Abstaining: Fran Fair. Motion carried. 3 21 7. Council Minutes - 12/11/89 Consideration of altering terms of 78-1 Project assessment roll. Gene Walters of Oakwood Industrial Partnership and Gregg Smith of Central Minnesota Projections were in attendance to discuss this matter. City Administrator Wolfsteller noted that terms of the 78-1 Project assessment roll included payment of principal due 10 years after the initiation of a 20 -year amortization schedule. Wolfsteller noted that it is time for this payment to come due and asked if Council would consider altering the terms of the assessment roll in a manner that would allow the payments to continue via the existing amortization schedule. Gregg Smith of Central Minnesota Projections indicated that he clearly understood the balloon payment situation and is not asking for any type of subsidy from the City. He went on to request that the City could adjust the interest rate to reflect the current market, and Central Minnesota Projections would gladly continue to make payments for an additional five years with a final balloon payment made at that time. After discussion, motion made by Warren Smith and seconded by Fran Fair to increase the amortization schedule interest rate to 7.5 percent and require final payment of principal in 5 years. Motion carried unanimously. Consideration of authorizing entering into a sidewalk maintenance agreement with MN/DOT. Administrator Wolfsteller reported that as part of the Highway 25 overpass improvement recently completed by MN/DOT, sidewalk improvements were constructed from 7th Street to the bridge overpass and also to Oakwood Drive along Highway 25. Although the sidewalk improvements were paid for by MN/DOT as part of the project, the City of Monticello will be responsible for maintenance of the sidewalk portions leading to the bridge structure. Wolfsteller noted that staff is comfortable with the maintenance agreement and recommends acceptance as submitted. He added that the City of Monticello did not have to contribute any funds toward the sidewalk improvement. Dan Blonigen asked, "Why should the City be responsible for accidents on State property as noted in Article 3 of the maintenance agreement?" Wolfsteller noted that the City would only be liable for accidents resulting out of City negligence. Dan Blonigen noted that more and more areas in the community are getting sidewalks, and the City may want to consider establishing a nominal fee for sidewalk snow removal in business areas. Roger Mack noted that it is difficult to require the Perkins and Country Kitchen to pay a portion of snow removal or to require that they remove the snow from these sidewalk areas because those businesses, though directly abutting the sidewalk, do not receive clear, direct benefit from the sidewalk. 4 Council Minutes - 12/11/89 After discussion, motion was made by Fran Fair and seconded by Warren Smith to authorize entering into the sidewalk maintenance agreement with the Minnesota Department of Transportation. Motion carried unanimously. 8. Consideration of initial capital outlay for new public works offices and water department shop. Councilmember Blonigen objected to the purchase of a $40 coffee maker and $200 refrigerator. It was the view of Councilmember Fair that the purchase of a coffee maker and refrigerator are reasonable office purchases. It was also noted by Fran Fair that the office renovation cost submitted by staff is less than the budgeted amount of $10,000. Motion made by Fran Fair, seconded by Warren Smith, to approve initial capital outlay as prepared by the Public Works Director in the amount of $7,455.50. Voting in favor: Warren Smith, Fran Fair, Shirley Anderson, Ken Maus. Opposed: Dan Blonigen. Motion carried. 9. Consideration of water temperature monitoring system for new water tank. Council was informed that problems could occur due to temperature changes in the water of the new tank. During wintertime, severe icing problems can occur in water tanks. It is important to have enough daily water changes in the tank during the winter months to reduce the possibility of heavy ice formation. Since our tank is somewhat isolated and a long way from our water source, the water will be significantly cooler than it was in our old tank. In addition, because of the size of the tank, the water will be in the tank much longer and, therefore, allow cooling. Typically, there is very little water use in the city during the winter from 9:00 p.m. to 6:00 a.m. If the City had water temperature monitoring equipment in the inlet/oulet of the tank, we could make better decisions as to operation of the tank during the winter months by making adjustments or wasting cold water if absolutely necessary. In addition, we could have a similar problem in the summer months in that water will tend to warm up as it sits in the tank. As the water warms, the likelihood of the polyphosphates continuing to hold iron and manganese in suspension diminishes, and these materials can be released causing problems with water quality. The temperature monitoring device could allow us to again operate the tank in such a fashion as to reduce the warming effect during the winter months. Warren Smith asked why this temperature monitoring system was not part of the original proposal when the water tank was constructed. Smith was concerned that we are getting nickled and dimed by add-ons to this project. Dan Blonigen expressed concern that the tank may be oversized. Because the tank is oversized, the water is not exchanged as often, which creates the need for a water temperature monitoring system. Council Minutes - 12/11/89 Dan Kling noted that the size of the water tank is dictated by the insurance requirements, and it is a common problem in the winter months to have more capacity than you need because the demand in the wintertime is one-quarter of the demand in the summer months. Kling also noted that most cities with good fire fighting capabilities have temperature monitoring devices, and such devices allow City staff to use their training to properly manage the water system. Shirley Anderson asked if there is money in the budget for this purchase. City Administrator Wolfsteller noted that there is sufficient revenue remaining in the water tank fund. Dan Blonigen suggested that the City wait until next year to consider this purchase. After discussion, motion made by Warren Smith and seconded by Fran Fair to criticize and object to the late notice of the need for this improvement and authorize installation of the temperature monitoring equipment from Automatic Systems at a cost of $4,792. Motion carried unanimously. 10. Consideration of obtaining quotes and authorization to wire new check valves at the reservoir at Chelsea Road. After discussion, motion made by Shirley Anderson and seconded by Fran Fair to authorize City staff to obtain quotes for the electrical work for the wiring necessary to hook up the new check valves to the existing system and to have the work performed. Motion carried unanimously. 11. Consideration of "interim" wage adjustment for Cathy Shuman. Assistant Administrator O'Neill asked Council to consider making an adjustment to the wage received by Cathy Shuman retroactive to Cathy's successful completion of her six-month probation period. O'Neill noted that Cathy was hired as the utility billing clerk; however, she was selected because her resume revealed unique skills and abilities that the administration viewed as vital to meet the emerging computer related demands of the position. When Cathy took the position, she was informed that the City would consider an increase to her starting salary after a six-month time period, and staff would further consider an increase if Cathy successfully demonstrated her skills through implementation of the utility billing system. Cathy successfully implemented the utility billing system and has met or exceeded expectations. O'Neill also informed Council that the proposed wage adjustment is within the budgeted amount for this position. Motion made by Shirley Anderson and seconded by Fran Fair to increase Cathy Shuman's hourly wage to $10.35 retroactive to Shuman's six-month anniversary date. Said wage will be effective until a new receptionist position is filled. Motion carried unanimously. 2 Council Minutes - 12/11/89 12. Consideration of authorizing advertisement for receptionist/data entry clerk position. Administrator Rick Wolfsteller reported that the purpose of this item is to request authorization from City Council to allow staff to begin preparation of a job description and advertisement for receptionist/data entry clerk position. Wolfsteller noted to Council that this position is being developed to handle basic receptionist duties previously handled by Lynnea Gillham and later by Cathy Shuman. With Cathy Shuman now taking on additional computer responsibilities and finance responsibilities, an individual needs to be brought on board to take care of some of the basic receptionist activity. The position created by this reorganization will very likely be a lower level clerical position. Fran Fair noted that personality should be a major factor in deciding who is hired for this position. After discussion, motion made by Fran Fair and seconded by Shirley Anderson to authorize staff to prepare an advertisement for the clerical position of receptionist/data entry clerk and establish a job description resulting comparable worth value. Motion carried unanimously. 13. Consideration of gambling license renewal - Joyner Lanes. Council reviewed the balance sheet of the Celebrity Bowl Charities Program at Joyner Lanes and did not oppose renewal of the license; therefore, the license is granted automatically. 14. Consideration of bills for the first part of December. Motion made by Shirley Anderson and seconded by Dan Blonigen to approve the bills as submitted. Motion carried unanimously. 15. Other matters. The park dedication payment associated with the Prairie West Plat was discussed. No changes to previous Council action on this matter were adopted. There being no further business, meeting was adjourned. Respectfully submitted, C C� Jeff O'Neill Assistant Administrator 7