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City Council Minutes 12-10-2007Council Minutes: 12/10/07 MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday December 10, 2007 - 7 p.m. Members Present: Clint Herbst, Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski Members Absent: Nane 1. Call to Order and Pledge of Allegiance. Mayor Herbst called the meeting to order at 7 p.m. and declared a quorum present. The Pledge of Allegiance was said. 2A. A rove minutes of November 2b 2007 Re ular Council meetin . TOM FERRAULT MOVED TO APPROVE THE MINUTES OF THE NOVEMBER 26, 2007 REGULAR COUNCIL MEETING. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 2B. Auprove minutes of November 26, 2007 Special Council meeting - 2008 Budget SUSIE WOJCHOUSKI MOVED TO APPROVE THE MINUTES OF THE NOVEMBER 26, 2007 SPECIAL COUNCIL MEETING RELATING TO THE 2008 BUDGET. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 2C. A rove minutes of November 28 2007 S ecial Meetin - Com rehensive Plan It was noted that the next meeting date for the Comprehensive Plan is December 12, 2007. BRIAN STUMPF MOVED TO APPROVE THE MINUTES OF THE NOVEMBER 28, 2007 SPECIAL MEETING ON THE COMPREHENSIVE FLAN WITH THE CORRECTION NOTED. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 2D. A rove minutes of December 4 2007 Truth in Taxation Meetin . WAYNE MAYER MOVED TO APPROVE THE MINUTES OF THE DECEMBER 4, 2007 TRUTH IN TAXATION MEETING. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED WITH BRIAN STUMPF ABSTAINING. 2E. Agurove minutes of December 4, 2007 Suecial Council meeti~ TOM PERRAULT MOVED TO APPROVE THE MINUTES OF THE DECEMBER 4, 2007 SPECIAL COUNCIL MEETING. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED WITH BRIAN STUMPF ABSTAINING. Council Minutes: 12/10/07 3. Consideration of addin items to the a ends. The following items were added to the agenda: 1) Setting a meeting date to cover the organizational analysis being done by Sherie Le and to discuss the Kjellberg lawsuit; 2) Set a time for a special meeting on December 20, 2007 to approve the bills and 3) Add to the consent agenda a resolution calling for a public hearing on the modification of the enabling resolution approved by the City Council on October 22, 2007. 4. Citizen comments etitions re nests and concerns. LeRoy Miller, Tom Grossnickle and Wes Olson representing the Monticello Lions Club came before the Council to request permission to install a 35 foot flagpole at West Bridge Fark in memory of deceased Lion members. It is proposed to be a dual use flagpole which would serve as a lighted Christmas tree during the holiday season. West Bridge Park does not have a flagpole and the park is also the location for the Christmas village. Brian Stumpf asked who would maintain the structure and check the flag when it is suppose to be at half staff. LeRoy Miller stated this had not been addressed. The Council felt this could be done by the Parks Department. There was some discussion on the proper protocol with the flag and it was suggested that the Lions check that out. The Lions will pay for the electrical work, the flagpole and fixture. The City will pay for the electricity. There will be a plaque at the base of the flagpole dedicating it in memory of Lion members. BRIAN STUMPF MOVED TO GRANT PERMISSION TO THE MONTICELLO LIONS CLUB TO INSTALL A 35 FOOT FLAGPOLE AT WEST BRIDGE PARK AND TO WORK WITH CITY STAFF TO GET PLANS DRAWN UP WHICH WILL COME BACK TO THE COUNCIL FOR APPROVAL. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. SUSIE WOJCHOUSKI MOVED TO WAIVE THE CHARGES OF THE ELECTRICAL METER AND HAVE THE CITY PICKUP THE COST. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Tom Perrault asked if the electricity cast would be charged to the parks fund or general fund. S. Consent A e~ nda: A. Consideration of ratifying hires and departures MCC, Liquor Store and Parks. Recommendation: Ratify the hires and departures as identified. B. Consideration of adopting ordinance relating to the division of Economic Development, Redevelopment and Housing Powers between the Economic Development Authority and the Housing and Redevelopment Authority amending City Code, Title II, Chapter 3. Recommendation: Adopt the ordinance relating to the Division of Economic Development, Redevelopment and Housing powers between the Economic Development Authority and the Housing and Redevelopment Authority; amending City Code, Title II, Chapter 3. C. Consideration of liquor license transfer for Applebee's Restaurant, 9386 Deegan Avenue. Recommendation: Approve the transfer of the off-sale and Sunday liquor license for 2 Council Minutes: 12/10/07 9386 Deegan Avenue to Applebee's Restaurant Narth LLC contingent upon submittal of certificate of liquor liability insurance. D. Consideration of amendment to the City's Pawn Shop Ordinance relating to approval of off-site storage facilities. Recommendation: Adopt Ordinance No. 469 amending the pawn shop ordinance relating to approval of off-site storage facilities. E. Consideration of approving resolution accepting contribution from Monticello Lions Club. Recommendation: Adopt Resolution No. 2007-104 accepting a contribution from the Monticello Lions Club for holiday lights at West Bridge Park. F. Consideration of approving a resolution appointing Directors to the Sherburne/Wright County Cable Communication Commission II. Recommendation: Adopt Resolution No. 2007-103 appointing the City Administrator as director to the Cable Communications Commission. G. Consideration of final payment to Authority Fence and Deck for fencing on River City Extreme site. Recommendation: Approve final payment to Authority Fence and Deck, Inc. in the mount of $33,800. H. Consideration of approving membership in Coalition of Greater Minnesota Cities. Recommendation: No staff recommendation was made. I. Consideration of salary adjustment for city employees for 2008. Recommendation: This matter was tabled until the pay equity analysis is completed. Consideration of appointing Commission members for the EDA Baard. Recommendation: Approve the appointments to Monticello Economic Development Authority as follows: Dan Frie (one year term); Bill Tapper (two year term), Bob Viering (three year term) Bill Fair (four year term) Bill Derneules (five year term) and Wayne Mayer and Clint Herbst (one year terms). K. Consideration to approve the final plat of Monticello Business Center 6th Addition. Applicant: Quad Development. Recommendation: Adopt resolution approving the final plat and development agreement for Monticello Business Center 6th Addition based on a finding that is consistent with the preliminary plat and the performance standards of the B-4 Regional Business District subject to the minor revisions noted in the Council report of 12/10/07. L. Consideration to adopt a resolution calling far a public hearing on the modification of the Enabling Resolution approved by the City Council on October 22, 2007. Recommendation: Adopt the resolution on the modification of the Enabling Resolution setting a public hearing date for January 14, 2008 at 7 p.m. BRIAN STUMPF MOVED TO APPROVE THE CONSENT AGENDA WITH THE REMOVAL OF ITEMS #5F AND #SH WITH ITEM #SI BEING TABLED AND #SL ADDED. Tom Perrault requested that item #SJ also be removed. 3 Cauncil Minutes: 12/10/07 BRIAN STUMPF AMENDED HIS MOTION TO INCLUDE THE REMOVAL OF ITEM #SJ. WAYNE MAYER SECONDED THE AMENDED MOTION. MOTION CARRIED UNANIMOUSLY. 6. Consideration of items removed from the consent a enda for discussion. #SFAppointing Directors to the Sherburne/Wright County Cable Communications Commission: Brian Stumpf suggested the resolution should name the positions being appointed rather than the name of the individuals. That way the resolution would not have to change if somebody left. Jeff O'Neill will check with the agreement to see if it specifically says individuals have to be named. BRIAN STUMPF MOVED TO ADOPT RESOLUTION N0.2007-103 APPOINTING THE CITY ADMINISTRATOR AS THE DIRECTOR TO THE CABLE COMMUNCATIONS COMMISSION AND A REPRESENTATIVE FROM THE FINANCE DEPARTMENT AS AN ALTERNATE DIRECTOR. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SH Membership in the Coalition of Greater Minnesota Cities: Brian Stumpf questioned if the City needed to spend $7,600 for additional lobbying. There was some discussion on what the group provided and whether existing groups such as the League of Minnesota Cities provided sufficient lobbying efforts for the cities. BRIAN STUMPF MOVED THAT THE COUNCIL NOT AFPROVE BECOMING A MEMBER OF THE COALITION OF GREATER MINNESOTA CITIES. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SJAppoinhnent of Commission Members to the Monticello Economic Development Authority: Tom Perrault noted conflicting philosophies of Clint Herbst and Bill Fair had made for some contention in the past and he asked if Clint Herbst would be able to work that out if they are both serving on the same board. Clint Herbst assured him that he would be able to work with the members of the Commission. BRIAN STUMPF MOVED TO APFROVE THE FOLLOWING APPOINTMENTS TO THE MONTICELLO ECONOMIC DEVELOPMENT AUTHORITY: DAN FRIE -- RESIDENT 12/2008 -ONE YEAR TERM BILL TAPPER -NON RESIDENT 12/2009 -TWO YEAR TERM BOB VIERING -RESIDENT 12/2010-THREE YEAR TERM BILL FAIR -RESIDENT 12/2011-FOUR YEAR TERM BILL DEMEULES -NON RESIDENT 12/2012-FIVE YEAR TERM CLINT HERBST -COUNCIL 12/2008-ONE YEAR TERM WAYNE MAYER -COUNCIL 12/200&ONE YER TERM WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 7. Consideration of extendin the term for assessment rolls far Cedar Street and Dundas Road Ci Pro'ect No. 2006-02C and Chelsea Road/Fallon Avenue Im rovements Ci Pro'ect No. 2006-31C. Bret Weiss, consulting engineer, reviewed this item noting at the assessment hearing for these 4 Council Minutes: 12/10/07 projects a property owner had requested that the term of the assessment be extended from ten years to fifteen years. A letter was sent out to the affected property owners providing them an opportunity to select either the ten year term or the fifteen year term. Anew roll for those properties opting for fifteen years will be prepared and sent to the County. Wayne Mayer asked about the budget impact of extending the term to fifteen years. Tom Kelly indicated that the first couple of years of the assessment payments may not match up with the bond payments but he did not feel it would have significant impact for the City. WAYNE MAYER MOVED TO EXTEND THE TERM TO FIFTEEN YEARS FOR PROPERTY OWNERS REQUESTING THIS OPTION ON THE ASSESSMENT FOR THE CEDAR STREET AND DUNDAS ROAD RECONSTRUCTION PROJECT (CITY PROJECT N0.2006-02C) AND THE CHELSEA ROAD (FALCON AVENUE TO CSAH 18) RECONSTRUCTION PROJECT (CITY PROJECT N0.2006-31 C). SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 8. Consideration of authorizin sale of $6 360 000 eneral obli ation bonds. Todd Hagen from Ehlers and Associates provided information on the bids that were received. He indicated that the amount of the bond issue had decreased from $6,360,000 to $6,045,000 and explained the reasons for the decrease. The City has maintained their A2 bond rating and the findings of the rating report were reviewed by Todd Hagen. The City received five bids with interest rates that ranged from 3.6774% to 3.8183%. The low bidder was Wells Fargo Brokerage Services, LLC with a taste interest cost of 3.6774%. WAYNE MAYER MOVED TO ACCEFT THE BID FROM WELLS FARGO BROKERAGE SERVICES, LLC AND ADOPT THE REOSLUTION PROVIDING FOR THE ISSUANCE AND SALE OF $6,045,000 GENERAL OBLIGATION BONDS, SERIES 2007A. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 9. Consideration of approving final tax lew and bud et,for 2008. Finance Director, Tom Kelly summarized the proposed 2008 budget. The total 2008 budget for expenditures is $28,707,837 with a general fund amount of $7,521,909. The tax levy proposed for 2008 is $7,600,000. Approximately $922,000 will be taken from reserves to fund the 200$ budget. Clint Herbst felt the city was fiscally responsible in setting the 2008 budget. BRIAN STUMPF MOVED TO ADOPT THE 2008 BUDGET AND RESOLUTION AS PRESENTED WITH A LEVY OF $7,600,000. WAYNE MAYER SECONDED THE MOTION. Tom Ferrault felt some additional cuts could be made. He suggested transferring the full $250,000 from the liquor store as was done in previous years instead of just the $171,000. He also suggested transferring the $100,000 from the EDA and cutting items such as the gazebo at Bridge Park. Clint Herbst felt that cuts of $15,000 were not going to have much impact on residents' taxes. Susie Wojchouski said her concern is the heavy use of the city's reserve funds to support the budget. 5 Council Minutes: 12/10/07 MOTION ON THE 2008 BUDGET CARRIED WITH TOM PERRAULT VOTING IN OPPOSITION. 10. Consideration of Reviewin Polic for A 1 'n Surchar a to Fund Costs Associated with rovidin boosted water ressure --Monti Hill area. Brian Stumpf asked how the proposed $.02/100 cf would impact the users. Pat Kovich, the Utility Billing Technician had provided examples. The examples for residential bills showed an increase from $1.40 to $4.00. Sample bills were also done showing the impact on commercial and industrial users. Brian Stumpf felt $0.02/100 cf fee was nominal fee and would be easier for the billing department to implement. The Council emphasized that when a development comes in that needs a booster station for water, the new development through trunk charges will still be picking up the cost for construction of the booster station as part of their development fees. John Simola, Public Works Director, said they will have to expand the booster station in the area because it is near capacity. The expansion cost will be picked up by development in the area. Wayne Mayer asked how many more lots would need boosted water. John Simola replied the Monte Club Hill and the area to the west, approximately 100 acres, would need it. Tom Kelly asked if the option is approved, would it start with the billing that goes out in January or with the first quarter of 2008. Council felt it should occur with the billing that is sent out in January (4a' quarter 2007). Wayne Mayer felt as long as the City has control of the Monte Club Hill area, he agrees with the decision to change the boosted water rates. If the Monte Club Hill becomes commercial, then he would have a problem with that rate being blanketed over the city. Brian Stumpf suggested that be covered in the motion. BRIAN STUMPF MOVED TO BILL THE COST OF OPERATING THE BOOSTED SYSTEM OVER THE ENTIRE WATER SYSTEM BASED ON A PROPOSED RATE INCREASE OF $0.02/1000F BUT EXCEPTING THE CITY OWNED MONTE CLUB HILL SITE. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED WITH TOM PERRAULT VOTING IN OPPOSITION. 11. Chan a Order a royal rocess review. Brian Stumpf said he felt somewhat responsible far this item coming forward. He stated he was not looking for a policy change but merely had questions on a particular change order. He stated he was not asking that every change order is approved by Council before staff can proceed to authorize the work. Clint Herbst agreed that the City didn't need a policy and the questions an the change order were a rarity. While he did not think a policy was necessary he did feel the Council should continue to question those items that appear out of the norm. Wayne Mayer felt there was nothing wrong with staff contacting the contractor and explaining that the change order was going before the Council and making sure that negotiation was done to get the best price. 6 Council Minutes: 12/10/07 Bruce Westby stated he appreciated their comments and understood why they questioned the items. By presenting this item he wanted to make sure that the Council and staff were in agreement on the change order process. This item required no action by the Council. 12. Consideration of u rade to securi surveillances stem for Li uor Stare. The Council discussed the proposals to upgrade the security surveillance system at Hi-Way Liquors. Joe Hartman, Liquor Store Manager, stated that he has been pursuing approval for these improvements for two years. He had gotten the three quotes as requested but the proposals and information for the work were delayed or nixed by staff and not forwarded to Council. The additional proposal submitted by Doug Lyseng, the individual, who currently works with the computer system at City Hall, provides for a system that would be integrated with other surveillance equipment at other city facilities. While this was perhaps the most advanced system, Joe Hartman questioned whether the City would want to appropriate the additional funds for this system when the other systems would be adequate. He added that these same systems were used in other liquor stores and commercial business and were good products. 'The Council noted the quote from Doug Lyseng was at $13,007.89 but the agenda item referenced $13,800. Tom Kelly did not know what accounted far that difference. Wayne Mayer felt the proposal from Doug Lyseng which included digital IP technology was more state of the art and would integrate better with the fiber optics system that is installed. WAYNE MAYER MOVED TO APPROVE THE FROPOSAL FROM DOUG'SCOMPUTER SERVICES AT THE COST OF $13,007.90 TO PURCHASE SECURITY SYSTEM IMPROVEMENTS FOR HI-WAY LIQUORS. Brian Stumpf questioned whether the City had to accept the low bid. Because the products being bid are different, legal counsel indicated the City is not required to accept the low bid. Tom Perrault questioned where the additional funds not budgeted in 2007 were coming from. Additional funds needed would be taken from the liquor store funds. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Added Items: Special Meetings: The Council set Wednesday, January 2, 2008 at 5 p.m. as the special meeting date to review the organizational analysis done by Sherie Le and discussion of the Kjellberg legal action. A special meeting will be held on Thursday, December 20, 2007 at 6:30 a.m. for the Council to approve payments for December. Snowplowing: Brian Stumpf complimented the Public Works Department on the good job of snowplowing after the recent snow. Susie Wojchouski asked if any cable or guard rail was supposed to be placed on the off ramp. Brian Stumpf agreed that something was needed there. Bret Weiss said he will check into this. Susie Wojchouski raised a question on the 194 exit which she felt was confusing motorists because of 7 Council Minutes: 12/10/07 I-94 being in the area. 13. Consideration of a rovin a ment of bills for December 2007. SUSIE WOJCHOUSKI MOVED TO APPROVE PAYMENT OF THE BILLS. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 14. Ad~ou. rn. WAYNE MAYER MOVED TO ADJOURN AT 8:35 P.M. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Retarding Secretary