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City Council Minutes 02-11-2008Council Minutes: 2/11/08 MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday February 11, 2008 -~ 7 p.m. Members Present: Clint Herbst, Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski. Members Absent: None 1. Call to Order and Pled a of Alle fiance Mayor Herbst called the meeting to order at 7 p.rn. and declared a quorum present. The Pledge of Allegiance was said. A moment of silence was held to honor former State Representative Bob McEachern and Wilmar Ojakangas, former Monticello Mayor who had died. 2. A rove minutes of Janua 28 2008 Re ular Council meetin . Tom Perrault noted two corrections to the minutes. On Page 4, under item #SI the comments Tam Perrault made were made prior to the motion and not afterwards. On item #SJ, Torn Perrault seconded the motion and it passed unanimously. TOM FERRAULT MOVED TO APPROVE THE MINUTES OF THE JANUARY 28, 2008 MEETING. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 3. Consideration of addin items to the a enda. Susie Wojchouski added the stop sign at 3'~ Street and Brian Stumpf added the parking lot lighting at K-Mart. 4. Citizen comments etitions re uests and concerns. Susan Biasco, 19551 207th Street, Big Lake spoke to the Council about waiving the building fees far the Habitat for Humanity house which is being built off County Road 39 in the Sunset Ponds development. Gary Anderson, Building Official, said staff will be meeting to review this request for a waiver of fees. Susan Biasco stated that Gene Bauer donated a parcel of land for Habitat for Humanity of Central Minnesota. The group has been raising money to finance the construction of the pause. Thrivent will give them a 65% grant for the house construction. At this time they are still $30,000 short of what is needed. In order to get the grant the housing must be completed by November. While they expect some donations of materials and labor, any fee reduction approved by the City would come off the $30,000. Clint Herbst suggested that when the group gets their figures finalized they should come back to the Council. Council Minutes: 2/11/08 S. Consent Agenda: A. Consideration of waiving statutory liability limits for City insurance renewal. Recommendation: The Council moves that the City of Monticello does not waive the monetary limits on tort liability established by Minnesota Statute 466.04. B. Consideration of approving temporary liquor license for the Monticello Lions Club for the Riverfest Celebratian, Recommendation: Approve a temparary liquor license fox the Monticello Lions Club for the Riverfest Celebration on July 12-13, 2008. C. Consideration of amending union contract for establishing foreman position. Recommendation: Approve the Memorandum of Understanding with. the requested changes which will amend the union contract to include the Foreman position. D. Consideration of approving credit card application with Target and Office Max. Recommendation: Approve the credit applications with Target and Office Max. E. Consideration of renewal of contract for Carefree Lawn Service. Recommendation: Approve the contract with Carefree Lawn Service for two years with aone-year extension based on the contract prices quoted with all three years being at the fixed rates. F. Consideration of final payment and acceptance of work for Street Reconstruction Project, City Froject No. 2006-1. Recommendation: Accept the improvements and approve the final payment of $84,913.46 to Knife River contingent upon receipt of the final paperwork, G. Consideration of final payment and acceptance of work for Cedar Street/Dundas Road Improvements, City Project No. 2006-02C. Recommendation: Accept the improvements and approve final payment of $55,924.42 to Latour Construction, Inc. contingent upon receipt of the final paperwork. H. Consideration of adopting resolution supporting a joint application by Wright County and the City of Monticello for LCCMR funds. Recommendation: Approve submitting a letter to the DNR supporting the grant application submitted by the Wright County Parks Department to the Department of Natural Resources Local Grants Program for the proposed acquisition of the Bertram Chain of Lakes Regional Park. I. Consideration of authorization to establish apart-time position far the Finance Department. Recommendation: Approve the creation of a new part-time payroll/finance clerk position to work na more than 20 hours per week and adjust the hours of the current part-time finance clerk to approximately 26 to 28 hours/week with no receptionist duties. J. Consideration of replacement of one ton service vehicle for Water and Sewer Department. Recommendation: Authorize the purchase of a new Ford F-450 from Monticello Ford in the amount of $26,585.87 excluding sales tax and to either trade the 1992 Ford F-350 and/or sell it to the public, and to purchase the fiberglass body and lifhnore crane on the state bid from ABM Equipment in the amount of $10,858.00 2 Council Minutes: 2/11/08 and $11,662.00 respectively excluding sales tax; and to authorize the accessories listed in the cost detail at a total cost of $49,209.75 including all sales tax. K. Consideration of adopting resolution recognizing the Industrial Development Committee. Recommendation: Approve the proposed agreement and associated resolution recognizing the role of the Industrial Development Committee. L. Consideration to approve appointment of members to the Industrial Development Committee. Recommendation: Move to appoint members to the Industrial Development Committee as recommended by the IDC as follows: MEMBERS PROFESSION Bill Tapper Industrial, Manufacturer Jim Johnson Education Patrick Thompson Barb Schwientek Don Tomann Rich Hams Dick Van Allen Dan Olson Marshall Smith Zona Gutzwiller Wayne Elam Don Roberts Lynne Dahl-Fleming Mike Benedetto Sandy Suchy Service, Utility Member-At-Large Industrial, Manufacturer Industrial, Manufacturer Industrial, Manufacturer Service, Insurance Health Care (Eff 4/2008) Service, Lender Service, Contractor Industrial, Manufacturer Service, Print/Marketing Member-At-Large Chamber of Commerce TERM December 2008 December 2008 December 2008 December 2008 December 2008 December 2009 December 2009 December 2009 December 2009 December 2010 December 2010 December 2010 December 2010 December 2010 Standing Member BRIAN STUMPF MOVED THE APPROVAL OF THE CONSENT AGEND WITH THE REMOVAL OF ITEMS #5H, #SI AND #SJ. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 6. Consideration of items removed from the consent agenda for discussion. #SI Letter supporting Wright County's efforts to obtain $1,000,000 in LCCMR funding for the YMCA property. Clint Herbst explained that the funds generated from the lottery go to various environmental uses and the City/County has been approved for $1,000,000 for the possible purchase of the YMCA property. Tom Perrault stated he pulled this item because he is in apposition to the acquisition of the land. BRIAN STUMPF MOVED TO APPROVE THE SUBMITTAL OF A LETTER TO THE DNR SUPPORTING A GRANT APPLICATION SUBMITTED BY THE WRIGHT COUNTY PARKS DEPARTMENT TO THE DEPARTMENT OF NATURAL RESOURCES LOCAL GRANTS PROGRAM FOR THE PROPOSED ACQUISITION OF THE BERTRAM CHAIN OF LAKES REGIONAL PARK. WAYNE MAYER SECONDED THE MOTION. Wayne Mayer stated he understood that Tom Perrault was not supporting the proposal to acquire the YMCA property but by voting no Tom Perrault was in opposition to someone else other than Council Minutes: 2/11/08 the taxpayers picking up the $1,000,000 of cost. Clint Herbst said people are adamant about having parks and trees in their area and the YMCA was filling a great need for the community providing ballfields as well as trails and lakes. UPON VOTE BEING TAKEN MOTION CARRIED WITH TOM PERRAULT VOTING IN OPPOSITION. #SI Consideration of reducing Finance Department overtime hours. Wayne Mayer asked the Finance Director to review this item. Tom Kelly, Finance Director stated that the Finance Department staff has worked 771 hours of overtime. Some of this time was by the Accounts Payable Clerk where more time was required because of new requirements such as fraud prevention practices. The Finance Department is proposing to reduce the current Finance Clerk position from 30-32 hours week to 26-28 hours a week and take away the receptionist duties from this position. Anew position would be created that would work 20 hours a week. Tom Kelly noted this position was not budgeted for in the 2008 budget but felt that the reduction in overtime hours would offset the cost of the new position. SUSIE WOJCHOUSKI MOVED TO APPROVE THE CREATION OF A NEW FART-TIME PAYROLL/FINANCE CLERK POSITION TO WORK NO MORE THAN 20 HOURS PER WEEK AND ADJUST THE HOURS OF THE CURRENT PART-TIME FINANCE CLERK TO APPROXIMATELY 26-28 HOURS/WEEK WITH NO RECEPTIONIST DUTIES. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Wayne Mayer asked for further clarification from Tom Perrault on his position on item #SH, the funding for the YMCA purchase. He asked if Tom Perrault understood that voting no was supporting that the City residents pick up the $1,000,000 in cost that the LCCR fields would have paid. Tom Perrault stated he felt the City was paying too much for the land which they were only proposing to use as park. He felt some of the land should be zoned for industrial and residential use. He questioned whether an additional 1200 acres of park land was needed. Plus the City's estimated $8,000,000 was only for land cost and did not include development costs. Susie Wajchouski felt Councilmember Perrault had to vote his beliefs and vote based on comments he received from canstitutents. Clint Herbst responded that you can't always vote your position. You have to vote what is best for the City. He felt it was inappropriate far Councilmember Perrault to lobby against the proposal to acquire the YMCA. #SJReplacement of 1-ton service vehicle for Water and Sewer Department Brian Stumpf indicated that questions he had on this item had been answered by the Public Works Department. Once the new vehicle has been ordered the other vehicle will be put out for bids. If favorable bids are not received the vehicle will be traded in. The trade-in value of the old vehicle is $4,000. Torn Perrault asked if the cost for the hoist included installation and if the warranty for the vehicle still held if there was a hoist installed. Brian Stumpf asked about the size of the tank and was told it is a 30 gallon tank and not 13 as the agenda item indicated. BRIAN STUMPF MOVED TO AUTHORIZE THE PURCHASE OF A NEW FORD F-450 FROM MONTICELLO FORD IN THE AMOUNT OF $26,585.87 EXCLUDING SALES TAX AND TO EITHER TRADE THE 1992 FORD F-350 AND/OR SELL IT TO THE PUBLIC WHICHEVER OFFERS THE MOST VALUE TO THE CITY, AND TO PURCHASE THE FIBERGLASS BODY AND LIFTMORE CRANE ON THE STATE BID FROM ABM 4 Council Minutes: 2/11/0$ EQUIPMENT IN THE AMOUNT OF $10,858.00 AND $11,662.00 RESPECTNELY EXCLUDING SALES TAX AND TO AUTHORIZE THE ACCESSORIES LISTED ON THE COST DETAIL WITH THE TOTAL COST INCLUDING ALL SALES TAX TO BE $49,209.75. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 7. Consideration of a ravin contract for Fiber to the Premise En ineerin Desi nand Construction Management. In the absence of the City Engineer, Cathy Shuman provided background information on this agenda item. She reviewed the process that the fiber optic committee took to reach their selection for the engineering firm. The committee reviewed the 8 RFP's and interviewed four firms. They were recommending that Council approve the contract with Spectrum Engineering. The contract costs were reviewed. It was pointed out that the hourly rate for inspection services was estimated at $66/hour and there would be approximately 500 plus hours of inspections. At the recommendation of the City Attorney the liability insurance for the contractor was increased from $2,000,000 to $5,000,000 which added an estimated $1,000 of cost to the project costs. Brian Stumpf asked if the City had a dollar figure on what funds had been pulled from reserves to fund the fiber optic costs thus far. He asked whether there was a fiber optic fund set up for tracking these costs and when the City Council would be seeing these reports. Tom Kelly said he hopes to be providing quarterly reports starting in March. The fiber optic fund would be shown as an enterprise fund. Brian Stumpf asked if the City has only been using liquor fund reserves to finance fiber optic costs. Tom Kelly said of the expenses that can be reimbursed, the funds have come from liquor store reserves. Susie Wajchauski asked what happens if the bonds don't sell. Torn Ke11y said if the bonds don't sell then City must determine if they could go forward with the project and how they would pay for it. Cathy Shuman stated that Oppenheimer, the underwriter the City is working with, does not anticipate any problem with selling the bonds. WAYNE MAYER MOVED TO APPROVE THE CONTRACT WITH SPECTRUM ENGINEER TO FROVIDE ENGINEER DESIGN AND CONSTRUCTION INSPECTION SERVICES FOR THE FIBER OPTICS NETWORK AT COSTS AS IDENTIFIED WITH APPROVAL CONTINGENT ON NO NEW ISSUES OR MAJOR CHANGES OCCURRING PRIOR TO SIGNING THE CONTRACT. BRIAN STUMPF SECONDED THE MOTION WITH DISCUSSION. BRIAN STUMPF WANTED TO KNOW THE AMOUNT PULLED FROM THE LIQUOR STORE RESERVES THUS FAR. MOTION CARRIED. 5 Council Minutes: 2/11/08 $. Consideration of a re uest for amendment to the Monticello Zonin Ordinance for the regulation of Grading and Erosion Control. This item was tabled at the request of staff as they felt there were provisions in the ordinance and in the process that need to be fine tuned. Once the revisions have been made they will be reviewed by the Planning Commission and then brought back to Council. 9. Consideration to review fora ointrneut an ad hoc Natural Resource Inventor Selection and Review Committee and a Dint a Council liaison to Committee. In January the Council authorized the preparation of an RFP far a Natural Resources Inventory. The RFP has been prepared and will be sent out with the proposals due back on April 1S`. Staff is requesting Council approve appointments to the ad hoc committee that will review and select a firm for the NRI. It is proposed the committee will consist of one member of the Council, Planning Commission and Parks Commission and various members of City staff. It is anticipated that the committee will be meeting 4-6 times. Brian Stumpf indicated that depending an meeting times, he would be willing to serve as the Council representative. TOM PERRAULT MOVED TO APPROVE THE APPOINTMENT OF AN AD-HOC NRI SELECTION AND REVIEW COMMITTEE AS PROPOSED AND TO APPOINT COUNCILMEMBER STUMPF TO SERVE ON THE COMMITTEE. CLINT HERBST SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Added ltems: Stop sign at 3"d Street and Maple Street. Susie Wojchouski noted that many motorists do not heed that sign. She wondered if there was something that could be done to make the sign more visible to the motorists. John Simola, Public Works Director, will check into it and he will request the Sheriff's Department to monitor the area. Lighting at K-Mart site. Brian Stumpf asked if a lighting plan was part of the site plan for the K-Mart site. He felt the area was very dark and he wauld like to have someone verify that the lighting is in compliance. 10. Consideration of a rovin a ment of bills for Februa Brian Stumpf asked if the City was utilizing the purchasing policy that the Council recently adopted and Tam Kelly indicated that was the case. BRIAN STUMPF MOVED TO APPROVE PAYMENT OF THE BILLS. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Gary Anderson asked about getting input from the Council on the old bowling alley site. Council indicated that had been discussed earlier and direction was given to the Public Works Director. 6 Council Minutes: 2/11/08 11. Ad'ourn. TOM PERRAULT MOVED TO ADJOURN AT 8 P.M, BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary 7