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City Council Agenda Packet 09-08-2008AGENDA REGULAR MEETING - MONTICELLO CITY COUNCIL Monday September 8, 2008 - 7 p.m. NOTE: SPECIAL MEETING AT 5:30 P.M. FOR BUDGET WORKSHOP Mayor: Clint Herbst Council Members: Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski 1. Call to Order and Pledge of Allegiance 2A. Approve minutes of August 25, 2008 Special Meeting. 2B. Approve minutes of August 25, 2008 Budget Workshop. 2C. Approve minutes of August 25, 2008 Regular Meeting. 3. Consideration of adding items to the agenda. 4. Citizen comments, petitions, requests and concerns. 5. Consent Agenda: A. Consideration of ratifying hires and departures MCC, Liquor and Parks. B. Consideration of approving contribution from Land of Lakes Choirboys. C. Consideration of increasing hours for Human Resources Manager position. D. Consideration of adoption of the 2008 Official Zoning Map. 6. Consideration of items removed from the consent agenda for discussion. 7. Consideration of approving preliminary 2009 Budget and Tax Levy. 8. Consideration of Truth-In-Taxation Hearing Date. 9. Update on preliminary costs for interchange at County Road 39. 10. Consideration of approving payment of bills for September, 2008. 11. 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Members Absent: None Others Present: John Lundsten, John Gries (legal counsel for Lundsten), Glen Posusta, Stephen Conroy (legal counsel for Posusta) and City Attorney Tom Scott Jeff O'Neill summarized the history of the dispute relating to a portion of Cedar Street (formerly TH 25) vacated by the City. As part of an agreement to acquire new right-of--way for the realignment of Cedar Street the City provided a quit claim deed to John Lundsten for the vacated right-of--way and made adjustments to the proposed assessments on the Lundsten property. When MnDOT released their interest in the right-of--way to the City, the City at that point learned that MnDOT did not have fee title to the right-of--way only an easement. Since it was based on an easement the property should have reverted to the property owner(s) who provided the easement. In the dispute of the vacated right-of--way, John Lundsten states he was promised marketable title to the vacated right-of--way which the City has not provided. Glen Posusta the adjacent property owner claims the property should have reverted back to him as the original property owner. A quiet action title initiated by one or the other of the landowners involved would have resolved the issue. Glen Posusta had indicated in earlier discussion of the dispute that he would pursue a quiet title action. However, because the property owner was in the process of selling the land and the prospective buyer did not want to wait until the quiet title action was complete the disputed parcel deleted from the area to be sold. Both parties are requesting compensation from the City. In an earlier discussion of the land dispute, the Council had indicated that the City would consider some financial assistance in the quiet title action. The quiet title action did not proceed as Glen Posusta stated he knew that John Lundsten would oppose the quiet title action. The Council had directed that this land dispute issue come before the full Council. City Attorney Tom Scott maintains that from a strictly legal position the City position has set forth in his letter of November 8, 2007 is still intact. If there is a sense that litigation could result from the City's position and the Council wants to avert that litigation, the City could negotiate something different from the position set forth in Tom Scott's letter. Tom Scott said since the City issued a quit claim deed the City was not warranting title or indicating the City would get ownership of the right-of--way out right. Clint Herbst asked what the value was of the right-of--way the City got from John Lundsten. Tom Scott stated it was more of land exchange with consideration given in the area of special assessments. The City just relinquished whatever interest they had in the parcel. The City relinquishing its interest should not impact Glen Posusta's property. Tom Scott noted that Glen Posusta had taken the parcel out of the quiet title action. John Gries stated that Mr. Lundsten believed he was going to get title to the property. John Gries said an agreement was made and the City is trying to get out of it on a technicality. Wayne Mayer asked what documentation there was that indicates that title would be given to John Lundsten. Tom Scott said there was an agreement that states John Lundsten would get a quit claim deed for the property. Tom Scott noted there was also an agreement relating to assessments against the Lundsten property. John Gries said John Lundsten had no way of knowing that the City would not get title to the land from MnDOT. Clint Herbst stated that Rick Wolfsteller screwed up on this deal because at the time the agreement was prepared the City didn't know that MnDOT did not have fee title to the parcel. Clint Herbst said Glen Posusta could have waited until a quiet title action was done but his claim against the City would be even more. Clint Herbst felt the City should come up with some kind of settlement. Glen Posusta said the remnant parcel of land was a value to him when he was negotiating the sale of the larger parcel but now it has little value to him. Glen Posusta felt since he couldn't use it any more the property has no value to him but he wants to be made whole for what was taken from him. He stated he couldn't utilize the parcel as long as John Lundsten was opposed to the quiet title action. Glen Posusta feels the land should have been given to him. The City would have to pay John Lundsten for the right-of--way of realigned Cedar Street if that had not given him the disputed parcel. Susie Wojchouski asked if MnDOT id not have fee title to the parcel, who did. Tom Scot said currently MNDOT acquires right-of--way by fee title but that was not always the case. When MnDOT acquires right-of--way by easement it reverts back to whomever they acquired it from if MnDOT releases the easement which means it may not necessarily go back to the abutting property owners. It depends on who MnDOT obtained the easement from. Tom Scott said they are going under the assumption that the property would go back to abutting property owners. Because of the title issue the parcel was left out of the platting process initiated by Glen Posusta and the purchaser of the property is no longer interested in obtaining this parcel. Clint Herbst asked for suggestions. Glen Posusta said the two parcels are now combined and platted. The City vacated the right-of--way and someone owns it but it just a question of determining who that is. Someone who has claims of ownership would have to go to court and initiate a quiet title action. Tom Scott said when the City vacated the right-of--way they no longer had interest in it so the City could not be the one to initiate the quiet title action. John Gries asked if the other parcel ofright-of--way abutting the Lundsten property had been vacated. Tom Scott indicated their investigations did not show that it had been vacated. Tom Scott reiterated that the City's quit claim to John Lundsten doesn't do anything to the title to Glen Posusta's property. Clint Herbst said regardless of who ends up with title to the property he felt one of parties in the dispute would take legal action and the City would end up in court. Clint Herbst felt the City should step up to the plate if the City made a mistake. Wayne Mayer wanted to know what mistake was made. Wayne Mayer felt by giving the quit claim deed the City wasn't transferring title just their interest in the parcel. Glen Posusta asked what John Lundsten got for giving up the realigned Cedar Street right-of--way. Wayne Mayer said he was trying to determine if the vacated right-of--way was all that John Lundsten received for the realigned Cedar Street right-of- way. John Lundsten said the City did not pay any consideration to him and he believed the consideration he was receiving was the vacated right-of--way. Wayne Mayer asked if in exchange for John Lundsten not pursuing anything on the quiet title action on this piece could the City give some consideration on his property tax. Tom Scott said the City could not make adjustments to the property tax. John Lundsten said Wayne Mayer didn't understand the urgency with which the City pursued the right-of--way needed to realign Cedar Street. With Wal-Mart and other development in the area there was a push by the City to get this done. Clint Herbst asked if the Council wanted to put a small group together to negotiate a settlement. Susie Wojchouski said if Glen Posusta has no use for the property and accepts payment in lieu of land then John Lundsten would get fee ownership of the land. If that happens Glen Posusta would give John Lundsten a quit claim deed and John Lundsten would begin a quiet title action. Brian Stumpf asked if the possibility exists that Glen Posusta would receive payment and still claim title. Tom Scott said if Glen Posusta gave a quit claim deed it may not make a difference since it is not known how much of the right of way is owned by each property owner. Tom Scott said the City cannot pay Posusta's claim and give title to John Lundsten because the City doesn't have title to give. Tom Perrault asked what can be done with the property. Tom Scott suggested Glen Posusta go forward with quiet title action and then the question of ownership would be known. Tom Scott said the City is not in the position to say it can give good title to John Lundsten. Tom Scott noted the remnant parcel was vacated but the other parcel abutting the Lundsten property has not been vacated. Clint Herbst felt Posusta should be paid and the property should be given to John Lundsten. Tom Scott said if the City wants to go that the route the City needs to find out if they can get a title binder. Tom Scott felt the City needs to research what it will take to provide John Lundsten with clear title. John Gries felt this was something that could be resolved but not today. SUSIE WOJCHOUSKI MOVED TO PROCEED WITH RESEARCHING WHETHER THE CITY CAN OBTAIN A TITLE BINDER FOR THE VACATED PARCEL WHICH WOULD SATISFY THE INTENT OF THE AGREEMENT WITH JOHN LUNDSTEN AND TO NEGOTIATE WITH GLEN POSUSTA A PRICE FOR HIS INTEREST IN THE PARCEL. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Clint Herbst adjourned the meeting. Recording Secretary MINUTES SPECIAL MEETING - MONTICELLO CITY COUNCIL Monday August 25, 2008 - 5:30 p.m. Members Present: Clint Herbst, Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski Members Absent: None 1. Call to Order. Mayor Herbst called the meeting to order at 5:30 p.m. The purpose of the special meeting was to review the proposed 2009 budget. 2. Budget Review. City Administrator Jeff O'Neill provided some background on the proposed 2009 budget noting that staff has worked hard to keep costs as low as possible without cutting services. Tom Kelly submitted the preliminary budget which will need to be approved by the City Council at their September 8, 2008 meeting. Tom Kelly had asked staff to prepare their department budget based on need and try to come up with a 5% decrease from the 2008 budget. Tom Kelly noted various changes including: 1) A 3% cost of living increase for employees; 2) Negotiate health insurance cost. He stated that Health Partners had 10% increase in their insurance quote but it was still considerably less than what the other firms had quoted the City; 3) Creation of a Community Development Administrative Assistant. The cost of this position would be offset by reducing the amount spent on consultant fees; 4) Hire an Assistant Public Works Director; and 5) The Fire Department's request for a full time fire chief starting in July and increasing the wages of the fire marshal. Some projects that were not funded in this budget were: 1) YMCA land acquisition; 2) New fire station; 3) Construction of Public Works facility or additional land purchase; 4) Expansion of wastewater treatment facilities; and 5) Feeding of the swans. Tom Kelly stated that another item that needs to be done is increasing the sewer and rates by 5%. The current rates cover operating costs but not depreciation. The City's levy limits for 2009 is $7,668,206 which includes a 3.9% inflationary adjustment and a 1.008824 growth factor. Deducted from this total is the utility valuation transition aid which is new this year in the amount of $355,729. Tom Kelly pointed out that debt service funds are outside the levy limits. Without using any City reserves the property tax levy would be $8,833,330. There are three bond funds that currently have enough funds accumulated to pay off the balance of the bonds without using a tax levy. Tom Kelly is recommending that these reserves in the amount of $240,000 be used to reduce the overall tax levy from $8,833,330 to $8,593,330. He added that tax capacity numbers will not be available from the County until September. The City's tax capacity will probably increase but not at as high a rate as in previous years. Tom Kelly was requesting clear direction as to what the Council would be comfortable with as far as a property tax levy. Clint Herbst felt any changes should be made at the point when the preliminary budget and levy are considered rather than at the time of the final levy. Wayne Mayer asked about the franchise fee with both Xcel and Wright-Hennepin Electric. John Simola responded that they are working with Wright-Hennepin Electric on this issue. John Simola suggested that the franchise fee could be used to enhance the lighting along TH 25. Susie Wojchouski felt the City may need to look at not hiring more staff. It was felt hiring additional staff was hard to justify when development has slowed, costs have increased and the City has increased their technology to make the work process more efficient. The City has brought a lot of people onboard and it was questioned when the economy picks up again if the City will again be hiring more people. Wayne Mayer asked Steve Joerg about the 62% increase in the Fire Department budget. Steve Joerg said the Fire Department is behind the times now and their needs have to be met. The Fire Department needs to have full time staff as they are behind on things such as fire inspections and OSHA logs As far as the new fire station on the other side of town they had considered the new Public Works facility and getting some bays added on for the Fire Department. He stated the Fire Department's response time is going down as far as getting to the station. Steve Joerg said even though the fire hall isn't a requirement for today it will definitely be needed. Included in the Fire Department budget is $91,000 which is the balance for the fire truck that is currently being bid and $225,000 for the next truck that needs to be replaced. In addition they are budgeting $20,000 for a vehicle for the duty officer. Wayne Mayer asked about the duty officer vehicle. Steve Joerg responded referring to the requirements of NIMS (Nation Incident Management System). It was felt that another set of eyes needs to look at the incident. By supplying the duty officer with a vehicle it gives the duty officer a chance to respond first and be on the scene when the other firefighters arrive. When the duty officer pulls up to a scene he can see what hazards there are and plan properly. Susie Wojchouski asked if the vehicle is equipped with sirens, etc. Steve Joerg indicated the vehicle would have sires and certain other equipment. Steve Joerg felt this is a big issue as far as firefighter safety. Susie Wojchouski asked if they have a pick up truck that could be used. Steve Joerg said they have backup vehicles but they are used to carry water. At the present time Marc Simpson is the only firefighter certified to do fire inspections and he puts in 20 hours a month at $13/hour and the Fire Department is asking that the price be increased to $15/hour. Steve Joerg explained the process used in conducting fire inspections. However Steve Joerg felt there was a greater need to hire a Fire Chief before a Fire Marshall. He cited Rogers and Elk River as examples of cities that recently hired a Fire Chief. Susie Wojchouski asked about the special revenue funds under the library. Tom Kelly explained that the library doesn't have any other sources of revenue other than property tax Tom Perrault asked about the 5% increase for the Senior Center. Tom Kelly responded that the increase was to cover the cost of gas and electricity; approximately $7,500 for electric and $1,500 for gas. Jeff O'Neill commented on the administrative assistant for Community Development. The idea is that this assistant position would free Angela Schumann to take over some of the work now being done by consultants. Although residential growth as slowed there is still a lot of general development activities coming up such as boulevard mowing and other lower level administrative duties that the administrative assistant could perform. This position would also help as far as getting a quicker response to citizens' problems. Jeff O'Neill pointed out with the storm related work the Community Development Department is not able to get assistance from other staff such as the receptionist and building inspections clerk. Angela Schumann said when times are tough the residents are looking to the City to resolve their concerns. This position with benefits would pay about $48,000. In turn the consultant's budget was cut from $145,000 to $70,000. Tom Kelly said if the administrative assistant position for the Community Development was cut the consultants budget would have to be increased. This position would also support the Building Department and Engineering Department. Wayne Mayer asked about the "Professional Services Engineering" fees and Bruce Westby indicated it was basically WSB & Associates engineering fees. Tom Kelly added that the City is not anticipating many projects coming up in 2009. Wayne Mayer also brought up the law enforcement contract. This budget item was based on the current contract agreement which runs through 2009. Tom Kelly added that the City did increase the contract by adding 4 hours a day in additional coverage. Susie Wojchouski felt the service the City gets from Wright County has been good and that the cost of a establishing a local department would be expensive. There was some discussion on dog complaints. Brian Stumpf stated at the last Police Commission meeting the Wright County Sheriffis Department indicated they would take the initial call on a dog complaint and Patty Salzwedel would do any follow up. Susie Wojchouski asked Tom Kelly if there were any areas that raised a red flag with him. Tom Kelly talked about the facility needs. The fact that the City is not setting money aside for these things is kind of worrisome especially since the City does not know how soon they will need them The YMCA property is another item where no funds have been set aside. Jeff O'Neill stated park dedication fees would carry part of the cost of the YMCA Tom Kelly talked about the bond funds. Those funds are restricted until the bonds are paid off. After the bond is paid off the funds can be used for other things. Tom Kelly will be looking at the recall date for upcoming bonds. Susie Wojchouski asked if he had any information that compared the city's levy with other cities. Tom Kelly said he did have the figures for 2008. Where Monticello will rank among other cities in 2009 depends on the increase in tax capacity rates and what other cities spend. The tax capacity value set in 2008 is what the 2009 budget is based on. Tom Kelly said the foreclosures in Wright County in 2006 were twice what the County had before. In 2007 the County foreclosure figure from 2006 was doubled and it is expected to double again in 2008. There was discussion on general city growth. The Fire Department staff felt they are beyond a volunteer department A full time position for the Fire Department could take on a lot other responsibilities such as doing specifications for equipment, fire inspections and other work now done on a volunteer basis. The Fire Department talked about how many hours they spend away from their families. Susie Wojchouski asked if increasing the fire inspector's hours to 32 hours would it make a dent in the work load and Tom Perrault asked what it would take to qualify another individual to be a fire inspector. Tom Kelly asked for a levy amount that the Council would feel comfortable with for the September 8th meeting approving the preliminary budge and levy. Tom Kelly suggested $8,593,330 which uses reserves of $240,000 and the transfer of $150,000 from the liquor store to the Street Reconstruction fund. Susie Wojchouski asked about the fiber optics. Tom Kelly said there is nothing in the 2009 budget for fiber optics. Tom Kelly recommended increasing the overall property tax levy by $993,000 over the 2008 levy or $8,593,330. Susie Wojchouski said this does not achieve the 5% decrease from last year's budget. Susie Wojchouski would like to see the City stay at $7,500,000. Clint Herbst said if funds are taken from reserves it should be for one time expenditure such as a vehicle or piece of equipment. A levy of $7,500,000 would require $1,333,330 out of reserves. $7,600,000 is the City's current levy. Wayne Mayer agreed that the levy should be kept the same as in 2008. Clint Herbst expressed concern that they are still going after the reserves. Jeff O'Neill asked if they would be open to adding 2.5% making the maximum levy $7,600,008. Tom Kelly recommended utilizing the $240,000 in debt service funds making a levy amount of $8,593,330. Clint Herbst suggested a levy amount of $7,800,000. Wayne Mayer recommended $7,750,000 or $150,000 more than last years levy. There was some discussion on how the City's reserves should be replenished. The budget workshop closed at 7 p.m. Recording Secretary Council Minutes: 8/25/08 MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday August 25, 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 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. Approve minutes of August 18, 2008 Special Meeting. BRIAN STUMPF MOVED TO APPROVE THE MINUTES OF THE AUGUST 18, 2008 SPECIAL MEETING. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 2B. Approve minutes of August 11, 2008 Regular Meeting. SUSIE WOJCHOUSKI MOVED TO APPROVE THE MINUTES OF THE AUGUST 11, 2008 REGULAR COUNCIL MEETING. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 3. Consideration of adding items to the agenda. The following items were added to the agenda: 1) Discussion of Sunset Ponds Park area and 2) Fence item on an approved CUP 4. Citizen comments, petitions, requests and concerns. Arny Tessmer, 719 East River Street came before the Council regarding the closure of River Street at TH 25. He stated during the period of August 22-24, 2008 he had gone to residents along River Street with a petition that expressed the residents satisfaction with the street closing. Over 40 residents signed the petition and only one did not. Those who signed commented that since the closure the area is quieter and safer. Arny Tessmer noted the closure has made River Street more pedestrian friendly and there is an increase in the number of walkers and bikers on the road. The Council thanked Mr. Tessmer for doing that survey and for submitting the results to the City. A representative from Finley Engineering came before the Council regarding the City granting easements for TDS to place fiber optic cable in certain areas of downtown. He stated that he had requested this item be placed on the agenda but it was not. The area in question was City owned land that was formerly the Garden Center site and property adjacent to the former Johnson Department store site. Clint Herbst noted the Council had discussed the practicality of placing easements in blocks that are being considered for redevelopment. Brian Stumpf asked if there was a problem placing the 1 Council Minutes: 8/25/08 cable in the right-of--way rather than on an easement. Public Works Director, John Simola indicated there was room in the existing right-of--way. Susie Wojchouski said generally proposals for redevelopment will have the structure placed in the middle of the block which is where TDS is proposing to have the easement. The representative from Finley Engineering asked about the existing telephone lines that are going down the middle of the block. Clint Herbst replied that just because some lines may be there already, the City doesn't think they should allow additional lines to be added in the area. Wayne Mayer said the City doesn't want to encumber the middle portion of the block. The representative from Finley Engineering asked if they would be tearing up the sidewalk on Broadway. John Simola said they are looking at going under the sidewalk but he noted there is some room on either side of the sidewalk. He added that the City will have underground vaults for the businesses rather than pedestals. The general feeling of the Council was the right-of--way should be used for the placement of the cable. BRIAN STUMPF MOVED THAT TDS USE THE RIGHT-OF-WAY FOR PLACEMENT OF FIBER OPTIC CABLE. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 5. Consent Agenda: A. Consideration of ratifying hires and departures City Hall, MCC and Parks. Recommendation: Ratify the hires and departures as identified. B. Consideration of approving Satisfaction and Release of the SW Assessment Agreement, Document #A964085. Recommendation: Approve the Satisfaction and Release of the Assessment Agreement for the SW Quadrant of I-94/CSAH I8 (Document #A964085) that deletes the requirement of conveying to the City the easement described in C-2. C. Consideration of adopting a resolution establishing an Absentee Ballot Board. Recommendation: Adopt the resolution establishing an Absentee Ballot Board according to Minnesota Election Laws Section 203B.13 for the purpose of reviewing the absentee ballots and marking them as to whether they are accepted or rejected. Res. #2008-68 D. Consideration of approving the purchase of new lockers for the MCC. Recommendation: Authorize the purchase of replacement lockers for the women's locker room. E. Consideration of accepting improvements and authorizing final payment for the Tower Drive Improvement Project, City Project No. 2007-08C. Recommendation: Accept the improvements and approve the final payment to Doboszenski & Sons, Inc. in the amount of $14,153.67 for the Tower Drive Improvement Project, City Project No. 2007-08C subject to receipt of final paperwork. Res. #2008-71 F. Consideration of approving contribution. Recommendation: Approve the contribution from the Monticello RV Center and authorize the use of funds as specified. Res. #2008-69 2 Council Minutes: 8/25/08 Tom Perrault had a question on SE and some line items on the final pay voucher. He noted that item #28 called for the installation of 260 lineal feet of wood rail fence but there was no dollar amount shown for that work. He questioned if this was something that was removed from the project. Bruce Westby said the wood rail fence was a salvage item and was to be reinstalled. Parks Superintendent Tom Pawelk was under the impression that a retaining wall was supposed to be installed. Bruce Westby said it was his understanding that the wall was installed. TOM PERRAULT MOVED TO TABLE THIS ITEM. John Simola indicated that Matt Theisen, Water Superintended has the wood rail fence which had been removed by the contractor but not re-installed. The Council felt that $4,500 for the retaining wall was a high price. Bruce Westby noted that much of the cost was for mobilization. Clint Herbst stated that there are a lot of very talented employees in the Public Works Department who could have installed the modular wall for less. He felt that since the City has employees that are capable of doing this work, it might make sense for staff to review these types of projects looking for those items that staff can do and having the contractor do the other items. He felt the City would realize some cost savings by doing so. TOM PERRAULT WITHDREW HIS MOTION. SUSIE WOJCHOUSKI THEN MOVED TO APPROVE THE CONSENT AGENDA. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 6. Consideration of items removed from the consent agenda for discussion. None. 7. Consideration of approving Plans and Specifications and authorizinE advertisement for bids for Kevin Longley Drive, Jerry Liefert Drive and Hawthorne Place North Street Improvements, City Proiect No. 2008-1OC. City Engineer Bruce Westby indicated that the reason this item was not on the consent agenda is because he wanted to follow up on the comments made at the public hearing on this project. Staff had gone out and reviewed the areas as follows: 1) Bill Seefeldt, 167 Jerry Liefert Drive -Comments about the elevation difference at the railroad crossing -Bruce Westby indicated the railroad crossing is level but the street is crowned. This results in a rather abrupt transition at the edge of the roadway. They will try to make this transition more gradual. 2) Charlene Jensen, 218 Jerry Liefert Drive -Extension of curb and gutter on Kevin Longley Drive. Bruce Westby indicated the curb and gutter extension would be included as part of the project. 3) Mike Renstrom, 112 Kevin Longley Drive -Settlements from poor compaction of utility trenches. In a visit to the site staff did note two locations where settling had occurred. Staff feels the settling had taken place some time ago and there would not be additional settlement in the area. 4) Number of duplexes within the improvement area -Bruce Westby reported that they verified the number of duplexes in the area. There are three duplexes which will be assessed on a per residential unit basis. Clint Herbst asked that those duplex owners be notified of the manner that their duplex 3 Council Minutes: 8/25/08 will be assessed for this project. Brian Stumpf thanked Bruce Westby for following up on these issues. BRIAN STUMPF MOVED TO APPROVE THE PLANS AND SPECIFICATIONS AND AUTHORIZE ADVERTISING FOR BIDS FOR KEVIN LONGLEY DRIVE, JERRY LIEFERT DRIVE AND HAWTHORNE PLACE NORTH STREET IMPROVEMENTS, CITY PROJECT N0.2008-1OC. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 Res. #2008-71. 8. Department Head Report -Tom Pawelk. Park Superintendent Park Superintendent, Tom Pawelk gave a powerpoint presentation highlighting some of the projects the Park Department staff has completed this year. Some of the projects highlighted include the tree planting program, landscaping of the roundabout, Hillside Cemetery flagpole project, West Bridge Park Lions flagpole project which is a memorial to past Lion members and also part of the Christmas village, Groveland basketball court, East Bridge Park storage shed; moving the storage shed from the old bowling alley to the Xcel Ballfields; completing the dugouts at Field #4 and installing the playstructure at Sunset Ponds. Tom Pawelk noted that the department has made efforts to reduce operating costs such as reducing the number and areas of mowing and the number of times a year they apply fertilizer. Clint Herbst stated he was under the impression that the planters were going to be on the inside of the roundabout. Tom Pawelk said the planters were installed based on the plan that he was given. He added that the planters will be removed before winter for snowplowing reasons and the planters will be stored at Freeway Fields. Clint Herbst asked if there was anything else planned for the Groveland area such as ballfield or soccer field. Tom Pawelk indicated that there isn't enough open space to set up anything for organized play but there is room there for pickup games. Clint Herbst commented that the East Bridge Park storage shed shows how talented the City employees are and that is why on future projects he feels they should be looking at what the Public Works staff can do rather than having the contractor do work that could be done by staff. Brian Stumpf asked who would be responsible to determine what elements of a project, City staff would perform. Wayne Mayer thought that would be something that could be done as part of site review. Brian Stumpf cautioned that there is only so much staff can do. He thought it might be difficult for staff to rearrange their normal work schedules to do project work without unduly delaying the contractor. Susie Wojchouski asked who was responsible for taking care of the weeds that are coming up through the sidewalk in the area on West Broadway east of Elm Street. John Simola indicated that was the homeowner's responsibility. Tom Pawelk also mentioned a couple of projects they hope to complete yet in 2008 including the shelter at Groveland Park; replacing boards on the Otter Creek bridge and constructing the gazebo at East Bridge Park. He noted too that entrance and exit roads at Riverside Cemetery are in need of blacktopping. It is proposed to budget money for the project and have staff do the work. Clint Herbst stated that residents have indicated to him that the parks are a huge asset to the City. 4 Council Minutes: 8/25/08 9. Consideration of approving quotes for materials for Groveland Park Shelter. The Parks Department is proposing to construct 20' x 30' shelter at the Groveland Park. Tom Pawelk submitted price information from Simonson Lumber and Home Depot. They had gotten quotes based on using cedar lumber and pine lumber. Tom Pawelk was recommending that they go with the cedar wood as he felt it would last longer. BRIAN STUMPF MOVED TO ACCEPT THE QUOTE FROM SIMONSON LUMBER FOR THE MATERIALS NEEDED TO CONSTRUCT THE SHELTER AT GROVELAND PARK USING CEDAR MATERIALS AT A COST OF $5,789.12. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 Clint Herbst asked the time frame for this project and Tom Pawelk replied that they would like to complete it this year. 10. Update on preliminary costs for an interchange at CSAH 39 Bruce Westby presented some preliminary information and layouts for a possible interchange at CSAH 39 and U94. The Council had requested this information at a previous meeting and expressed the need to do something that would help this area develop and to relieve the congestion along TH 25. Bruce Westby along with WSB & Associates came up with three alternative designs which were reviewed with Council. Alternative #1 is a folded diamond interchange which would utilize the current bridge on County Road 39. This design would not significantly impact properties north of County Road 39 but would utilize undeveloped property south of County Road 39 Alternative #2 is a hybrid interchange with a button hook connection on the south side of CSAH 39 which would connection to Chelsea Road and a conventional ramp would be on the north side of CSAH 39. Alternative #1 and #2 would require widening of the current CSAH 39 bridge. Alternative #3 would include constructing a new bridge. This would have aloop/ramp combination on the south side and diamond interchange on the north side. Bruce Westby said with the designs MnDOT would require a study to show that local roads would not be used for people to access the freeway to make short trips. MnDOT would want to see 7`h Street connected but he added this is something that would have to be looked at further in detail. Bruce Westby stated the cost estimates they are providing are construction costs only and do not include any indirect costs for engineering, etc or right-of--way acquisition. The cost estimate for Alternative #1 is $5,500,000; Alternative #2 is $4,500,000 and Alternative #3, a full interchange with anew bridge would be $8,500,000. Clint Herbst asked why there was no consideration for just a diamond. Bruce Westby said they could look at that alternative as well. Because of time constructions they limited the number of options they looked at. Clint Herbst said the purpose of this information is not to make a decision on it now but to get discussion going. Bruce Westby said it would take 2-3 years to get the studies that MnDOT requires for any interchange done. Clint Herbst felt before land is developed the City should know what they plan to put in and what it will cost. Tom Perrault wondered when the CSAH 39 bridge was scheduled for improvement or replacement. This is something staff will check into as well. 5 Council Minutes: 8/25/08 11 Consideration of approving purchase of financial software program. Finance Director Tom Kelly said the Finance Department has looked at different financial software programs. The current program has been in place since 1991 and there is some question as to whether the vendor will continue providing support for the system. Tom Kelly felt his primary complaint with the system is its inefficiency noting that it takes 2 %2 days to do payroll for 50 employees. The Finance Department looked at three systems: Springbrook, Incode and Civic Systems. Staff met with the vendors and saw the operation of each system. The Finance Department felt the Springbrook program was the best for the City. Tom Kelly stated the system will allow the City to do on-line things such as utility payments and allow residents to look up the status of their account on line. It also has human resources and budgeting features. In addition it has the ability to integrate with other systems the City uses. Clint Herbst asked what the City is paying for software support. Finance Department indicated it was about $2,800 per month. The estimate for the new system would be $4,000/month. John Simola asked about some of the reports that are required to go to the Department of Health and if the system could handle that. Finance Department indicated that the report could be set up as a template. Brian Stumpf asked about contracting some of the work out such as payroll or utility billing. Tom Kelly indicated that some cities do contract out the work but he didn't know how much if any the City would save by contracting it out. Brian Stumpf asked about the training expense. Tom Kelly indicated the vendor would be coming here to do the training. Springbrook is located in Portland Oregon. Wayne Mayer asked how the system would integrate with GIS. Cathy Shuman indicated it would allow them to match up parcels with billing activity. Brian Stumpf asked if it is compatible with the current GIS system in place and what happens if upgrades are made to the GIS system. Tom Kelly noted that this program would allow the records to go directly to laserfiche and avoid the step of scanning the material into laserfiche. Brian Stumpf wanted to know what other costs would be involved. Tom Kelly responded that the computers and servers needed are already in place. As far as software this program would take care of Finance Department needs but there maybe some integration costs for other departments. Brian Stumpf had questions about the Inclusion of "Not-to Exceed" language for training and wondered how many employees would be trained on the program. Tom Kelly said with specialized areas such as payroll and utility billing only 2-3 employees will be trained but on other elements of the financial program all finance department staff would be trained. Brian Stumpf asked about costs for document imaging and GIS interface. Tom Kelly said the costs are not determined because the GIS system is not finished. Tom Perrault noted on the check list comparing the three vendors many items for Springbrook had not been marked. Cathy Shuman indicated that was an earlier version of the check list and those items are now marked. WAYNE MAYER MOVED TO APPROVE CONTRACTING WITH SPRINGBROOK SOFTWARE INC. FOR GOVERNMENT SYSTEM SOFTWARE AS IDENTIFIED IN THE SUPPORTING DATA OF 8/25/08 AT A TOTAL COST NOT TO EXCEED $235,000 OVER FIVE YEARS. THIS INCLUDES SOFTWARE LICENSING, IMPLEMENTATION, TRAINING, CONVERSION AND SUPPORT THROUGH DECEMBER 31, 20013. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 6 Council Minutes: 8/25/08 Added Items: Sunset Ponds Park: Tom Perrault stated that the Parks Commission was always concerned about a park having frontage on two streets and that was not the case with this park. Here the sidewalk is on the opposite side of the street. This generates concern as a lot of children are crossing the street to access the park. He asked about signage in the area to alleviate concerns. John Simola said they could put speed limit signs on either side of the park. They could also look at a crosswalk in the area. Wayne Mayer asked about whether the City wanted to encourage kids riding bikes on the sidewalk. 1St Minnesota Bank CUP: Wayne Mayer noted that as part of the conditions of approval the bank was to install a fence behind the old Moon Motors site but that has not been completed yet. Voting trends off-year elections: Clint Herbst stated that Jeff O'Neill had prepared some information relating to voter turnout on off year elections. This information was brought up in response to TDS's comments regarding the referendum on the fiber optics. Jeff O'Neill had the number of registered voters and the actual number of voters for various off-year elections covering items such as increase in the number of liquor licenses, improvements to the water system and filling a vacancy in the state senate seat In most of the elections the percentage of registered voters who actually voted was low about 6%. The fiber optic referendum the percentage was closer to 18%. 12. Consideration of approving payment of bills for August, 2008. Tom Perrault questioned why the cost of the vehicle for the DMV came in higher than the $12,000 that was approved. Tom Kelly said when the Deputy Registrar went to pick the vehicle up the dealer did not have the stripped down model that the quote was given on. The DMV ended up with a model that had some upgrades such as controls on the steering wheel which added $800 to the cost. Tom Perrault said it would be normal to assumed that the vendor would have the model available that the quote was given on. The $800 was in excess of what the Council approved and he felt it should have come back to the Council before it was purchased. SUSIE WOJCHOUSKI MOVED TO PAY THE BILLS. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 13. Adiourn TOM PERRAULT MOVED TO ADJOURN AT 8:40 P.M. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 Recording Secretary 7 Council Agenda: 9/8/08 SA. Consideration of approving new hires and departures for MCC, Liquor and Parks, (JO) A. REFERENCE AND BACKGROUND: The Council is asked to ratify the hiring and departures of employees that have occurred recently at MCC, Liquor Store and Parks. It is recommended that the Council officially ratify the hiring/departure of all new employees including part- time and seasonal workers. A.1 BUDGET IMPACT: None A.2 STAFF WORK LOAD IMPACT: Until the positions are filled again, existing staff would pick up those hours. B. ALTERNATIVE ACTIONS: Ratify the hire/departures of the employees as identified on the attached list. C. RECOMMENDATION: By statute the City Council has the authority to approve all hires/departures. There is no other recommendation but for the Council to exercise the authority given to them by state statute. D. SUPPORTING DATA: List of new employees. NEW EMPLOYEES Name Title Department Hire Date Class TERMINATING EMPLOYEES Name Mark Geyen Joe Brooks Scott lano Grace Olson Joe Hartman LeeAnn Katchmazenski Erick Hanson Reason Voluntary Voluntary Voluntary Voluntary Voluntary Voluntary Voluntary Department Parks Parks Parks MCC Ligour MCC MCC Last Day 8/29/08 8/22/08 8/29!08 7/01/08 8/15/08 8/10/08 8/01/08 Class Temp Temp Temp PT FT PT PT Brianna Gueldner Voluntary MCC 8/01/08 PT Meghan Stockham Voluntary MCC 8/15/08 PT Ben Weeres Voluntary MCC 8/01/08 PT council employee list.xls: 9/2/2008 Council Agenda: 9/8/08 SB. Consideration of approving contribution from Land Of Lakes Choirboys. (JO) A. REFERENCE AND BACKGROUND: The City has received donation of $2,000 from the Land Of Lakes Choirboys to be used for he murals at the Monticello Community Center. As required by state statute, if the City accepts the donation of funds, the City Council needs to adopt a resolution specifying the amount of the donation and its use. A.1. Budget Impact: The donation has negligible impact. A.2 Staff Workload Impact: None A.3 Council Priority: Not applicable B. ALTERNATIVE ACTIONS: Approve the contribution and authorize use of funds as specified. 2. Do not approve the contributions and return the funds to the donors. C. STAFF RECOMMENDATION: Staff recommendation is to adopt the resolution accepting the contributions. D. SUPPORTING DATA: Resolution No. 2008-72 City of Monticello RESOLUTION N0.2008-72 RESOLUTION APPROVING CONTRIBUTIONS WHEREAS, the City of Monticello is generally authorized to accept contributions of real and personal property pursuant to Minnesota Statutes Sections 465.03 and 465.04 for the benefit of its citizens and is specifically authorized to maintain such property for the benefit of its citizens in accordance with the terms prescribed by the donor. Said gifts maybe limited under provisions of MN Statutes Section 471.895. WHEREAS, the following persons and or entities have offered to contribute contributions or gifts to the City as listed: DONOR/ENTITY DESCRIPTION VALUE Land Of Lakes Choirboys Cash Contribution $2,000 WHEREAS, all said contributions are intended to aid the City in establishing facilities, operations or programs within the city's jurisdiction either alone or in cooperation with others, as allowed by law; and WHEREAS, the City Council hereby finds that it is appropriate to accept the contributions offered. NOW THEREFORE BE IT RESOLVED by the City Council of Monticello as follows: 1. The contributions described above are hereby accepted by the City of Monticello. 2. The contributions described above will be used as designated by the donor. This may entail reimbursing or allocating the money to another entity that will utilize the funds for the following stated purpose: DONOR/ENTITY RECIPIENT PURPOSE Land Of Lakes Choirbo s Cit of Monticello Monticello Community Center Adopted by the City Council of Monticello this 8th day of September, 2008. Clint Herbst, Mayor ATTEST: Jeff O'Neill, City Administrator Council Agenda: 9/8/08 5C. Consideration of increasing hours for Human Resources Manager --- 5 hrs per week. (JO) A. REFERENCE AND BACKGROUND: The City recently hired Tracy Ergen to fill the part-time Human Resources Manager position. In reviewing the work that needs to be done it seems apparent that achieving the goals of the position in a reasonable frame would be enhanced by adding five hours per week the position. Attached is an outline of the important tasks to be working on during the first six months on the job. As you will see, the amount of work is substantial and thus there is good justification for looking at adding hours. In addition, day to day contact by Supervisors and Employees regarding various issues has been more frequent than expected. Her ability to respond to questions requires significant research/learning which all takes time. Adding hours to her day will speed her learning curve and enhance her ability to respond to questions and develop policies in a timely fashion. Again, it is proposed to increase the hours for this position from 25-30 hours a week. It is my recollection that it was thought that we would start the position at 25 hours per week then re-evaluate based on experience. Experience seems to show that Tracy's effectiveness would be enhanced by adding hours at this time. Therefore, although the Personnel Committee has not had a chance to review this request, staff feels that it is important to make this change as soon as possible. Please note that once certain tasks are completed and policies set in place, it is possible that we could look at moving the position back to 25 hours per week. Budget Impact Funds are available in the 2008 Budget for the additional hours and additional benefits as requested. B. ALTERNATIVE ACTIONS: Approve an increase in hours for the Human Resources Manager position from 25 hours a week to 30 hours a week effective immediately. 2. Do not approve an increase in the hours for the Human Resources Manager position. 3. Table action on this request until reviewed by the Personnel Committee. 4. Table action on this request pending further research as directed by the City Council. C. STAFF RECOMMENDATION: Having looked at the work load for this position and the City's need to get their personnel policy and other related policies in place, it seems to staff that it will require more than the 25 hours a week. Staff recommends that this position be increased to 30 hours a week. D. SUPPORTING DATA: Description of initial goals for position To: Tracy Ergen and Kitty Baltos From: Jeff Re: Objectives for the first six months on the job. Date: August 7, 2008 Welcome Tracy! It is great to have you onboard. Following is a preliminary work list identifying various objectives/tasks for your first six months on the job provided as a starting point for discussion. At the meeting today we will be refining this inventory and establishing priorities. Please note that the Personnel Committee (Clint Herbst, Wayne Mayer) has been provided this outline and has been invited to comment as well. This work program will become a basis by which we evaluate your performance and the benefits that your position brings to the organization. Please note that I recognize that the work program is a starting point and that work focus may shift depending on various factors that will arise along the way. During your first six months I think it is important to meet on a regular basis to "check - in" to discuss progress and review the various factors that have a bearing on your work. We can then update your work program accordingly. Also, I want you to know that Kitty and I and all Department Heads are committed to helping you "learn the ropes" as fast as you can so feel free to ask questions and seek input as needed. Finally, once we have refined the program it will be distributed to Department Heads to give them a clearer idea of your role in the organization and to establish your "profile". It is expected that new habits will need to be formed and that it will take a while for Department Heads (actually me) and Employees to remember to "tap" you as a resource... we want to make sure that everyone knows how you can assist them making them more efficient and that you are ready and available to help. Work Projects. 1. Get your bearings and join the team! • Consolidate personnel files and establish work space. Update employee information as needed. • Become familiar with organization structure and meet/greet all department heads. Give them an idea of what is on your plate etc and that you are there to help them. • Absorb as much as you can! 9/4/2008 To: 2. Establish role in hiring process -establish expectations with Department Heads. • Assist with refinement of job descriptions if needed. • Evaluate or coordinate evaluation of position in terms of pay equity. • Prepare and process position advertisement. • Collect applications. • Assist Department by preparing candidate rating scale. • Assemble and distribute application material. • Coordinate interview process -set schedules. • Assist with preparation of questions for interview Page 2 of 3 3. Assist in Hiring Process -Public Works Director • This process to include an inventory of organizational gaps created with by John's departure utilizing input from City Administration, City Engineer, WSB, Public Works Department Heads and the Personnel Committee. o Determine what responsibilities should shift from the PW Director to others in the organization. o Determine skill set needed by next PW Director and update the job description accordingly. Coordinate hiring process. o Hiring process is likely to include at least one interview by the City Council o We should consider a "meet and greet" style interview process that include a tour and lunch... 4. Assist in Hiring Process -Liquor Store Manager • This process will not require review of job description • Coordinate hiring process including Tom Kelly, the Personnel Committee and myself. 5. Personnel Handbook • Process should include input from Dawn Grossinger, Kitty Baltos, Tom Moores and Cathy Schuman. This is the group that prepared the draft that is the starting point for your work. I would like to be included also in this effort. • It is expected that Susan Hanson will need to sign-off on the document. • Personnel Committee will need to be involved in the review once the draft is available. • It is understood that his is a major undertaking and that there are many policies within this handbook that may take time to work through. 9/4/2008 To: Page 3 of 3 6. Understanding of Benefits/ability to respond to Supervisor/Employee Questions/Concerns • Be open and available to employees for answering questions et • Establish amechanism/policy for facilitating resolution of conflicts between Supervisor and Subordinate. • Assist Department Heads and City Administrator in consistent application of policies etc. 7. Health Insurance Renewal • Analyze options for City and Employees for keeping costs down as much as possible. 8. Safety Program -Safety Training Contract • Evaluate safety training program for Public Works Department and suggest changes as necessary 9. Assist Department Heads with managing employee problems. Facilitate or monitor preparation of documentation by Department heads. 10. Update the organization chart as needed. 11. Develop an understanding of the pay equity program working toward the ability to update job description and evaluate points in a manner consistent with the original pay equity analysis. 12. Prepare internal communications pertaining to HR --- perhaps start and HR e-news? 13. Along the way we look forward to your analysis regarding organization structure, practices and culture that will help us improve! 9/4/2008 City Council Agenda- 09/08/2008 SD. Consideration of request to approve the 2008 City of Monticello Zoning Map. (AS) A. REFERENCE AND BACKGROUND The Planning Commission reviewed and recommended approval of the 2008 City of Monticello Zoning Map at its August meeting. The City Council is asked to review the proposed 2008 Zoning Map for official adoption. The map is an illustrative codification of the City Zoning Ordinance by district. The City Attorney has recommended that the City adopt an official zoning map each year. As such, City staff will be requesting adoption of an official zoning map each year from this point forward. The last time the City adopted a zoning map was in November of 2005. As Council is aware, many rezoning have occurred since that time. The draft 2008 Zoning Map has been adjusted to reflect all of the rezoning action of record. Color coding for the map has also been adjusted to be in line with the coding presented in the approved Comprehensive Plan in relationship to the types of uses and districts. The draft attached as supporting data has been reviewed by the Community Development Coordinator, City Administrator, and Consulting City Planner for accuracy. The Deputy City Clerk has also reviewed this map in detail. The Clerk maintains records of all official boundary adjustments, annexations and rezoning actions. Therefore, we believe the map presented is an accurate reflection of all zoning action. With the adoption of the zoning map, zoning designations as shown on the map become official designations. B. ALTERNATIVE ACTIONS 1. Motion to approve the 2008 City of Monticello Zoning Map. 2. Motion to deny approval of the 2008 City of Monticello Zoning Map. 3. Motion to recommend tabling of action on the 2008 City of Monticello Zoning Map for further study. City Council Agenda- 09/08/2008 C. STAFF RECOMMENDATION Staff recommends approval of adoption of the 2008 City of Monticello Zoning Map as proposed. This draft represents an accurate picture of Monticello's zoning based on a review of all available records, D. SUPPORTING DATA Exhibit A: Draft 2008 City of Monticello Zoning Map Exhibit B: Current Zoning Map, dated November 2005 2 O J ~ J Q W ~ v ~~ Zz oz O _~ O t O ~~ V ~o ~ N _.i~ll~l 0 N ,~ O O (D O ,r Q .~~:, .. 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(~ ~~1 Q __ _. ~ - ~~~~~ /' ~ ~ +- c ~ ~ ~ , ~ ~, ~ ;,_, c ~ / _~_iv~~_ _~___-. i a ~ i a ~ ~ ~ i ~ ~ `~ '`~ ° ~ ~ Q ~ ~ c ~ _ _ _ __ -- iiE~ ~ >. • >, c , m C ~ 0 a~ I V ~ co ~ C +, ~ •L /I ~ I ~ ~ Q ~ i~+ ~ ~ ~ A A'' W ~ C ~ A ` ~y/~ x ~ ~1-+ LJ.. V~ ~ ;~ N N ~ V ~ ~ C C _ I_ _ _ _ y ~ ~ ~ ~ ~ ~ ~ ~ o O amp N ~ a~ ~ ~ ~ ~ ~ __. _l ._ _ ~ N ~ N N ~ ~ c c ~ c~ ._ :_ :_ ._ i ~ ~ ~ c c ° ~ ~ m ~ ~ N ~ ~ °~ c~a m ~ m ~ o ~ s m m U ~~ (Q 2 ~ •N ~ m m m m ~ a~ E ~ ~ N ` ~ .a .Y 0 • ` ~ ~ m ~ 'a ..Q ~ `C `C ~ .~ J a 3 ca C O N N ~ U c i-• L rn J C s rn J c ~ U _ ~ ~ I O ~ 4 3 4 • o q.. ~~~ ~ ~ ~ ~~~~~ N . ~: j. 4 7. Consideration of adopting 2009 preliminary tax lew. (TK) A. REFERENCE AND BACKGROUND: The City is required to certify a preliminary levy to the County Auditor/Treasurer on or before September 15t . Staff has been developing a proposed 2009 budget and property tax levy and has held two workshops with City Council to arrive at a preliminary levy. As you may recall, once the preliminary tax levy is set the final property tax levy can not exceed the preliminary levy, but can be lower. At the August 25th workshop the Council directed staff to try and develop a budget using a preliminary levy of $7,750,000. B. ALTERNATIVE ACTIONS: 1. Adopt the 2009 preliminary property tax levy of $7,750,000. 2. Adopt a preliminary tax levy at an alternative amount. C. STAFF RECOMMENDATION: It is the recommendation of staff to approve a 2009 preliminary levy of $7,750,000. D. SUPPORTING DATA: None. 8. Consideration of Truth-In-Taxation Hearing Date. (TK) A. REFERENCE AND BACKGROUND: The City is required to hold aTruth-In-Taxation (TNT) Hearing and a Continuation Hearing for its annual budget and property tax levy. The City can only hold this hearing between November 29th and December 20th after 5 pm. However if the levy increase is less than 6.1943%, the City is exempt from holding the TNT hearing. The City could levy up to $8,070,767 and be exempt from holding a TNT hearing. Since the proposed preliminary levy increase is less than 6.1943% the TNT Hearing is optional for the City. The question is does the City wish to hold a TNT Hearing? If it does hold a TNT Hearing, the City needs to set the date for the TNT Hearing and the Continuation Hearing. The recommended date for a City TNT Hearing would be Monday, December 1, 2008 at 6:00 pm. The Continuation Hearing and adoption of the budget and levy by City Council could then be held as part of the December 8th Council Meeting. If the City does not hold a TNT Hearing, the City's proposed budget and tax levy would be presented to City Council and Residents as part of the December 8th City Council Meeting. B. ALTERNATIVE ACTIONS: 1. Do not hold a TNT Hearing. 2. Set the TNT Hearing for Monday, December 1, 2008 at 6 pm. and the Continuation Hearing for Monday December 8th as part of the regular Council Meeting. 3. Set an alternative date and/or time for the TNT Hearing. C. STAFF RECOMMENDATION: It is the recommendation of Staff not to hold a TNT Hearing. D. SUPPORTING DATA: None. Council Agenda: 9/8/08 9. Preliminary Costs for Interchange options at CSAH 39 / I-94 (BRW) A. REFERENCE AND BACKGROUND: On August 11, 2008 the City Council directed staff to prepare preliminary cost estimates for a potential interchange at CSAH 39 / I-94 to promote development in that area and to provide an alternate access to TH 25. Preliminary costs were subsequently calculated by WSB& Associates for three alternate interchange configurations, and those costs were presented to the Council at their meeting on August 25 . Following discussion of the preliminary costs, Council directed staff to determine what the preliminary costs would be for afull-diamond interchange with the thought being that costs could be reduced due to the need to acquire less right-of--way, and that afull- diamond interchange could leave more developable land intact. It was also discussed that a single-point urban interchange design may require an even smaller footprint, thereby offering the same or even more benefits as afull-diamond interchange. However, upon further examination it was determined that the increased cost of the bridge itself more than offset any potential benefits over afull-diamond interchange design. Layouts for two additional design options are attached for Council consideration, as are the associated preliminary costs for each of the designs discussed to date. Brief descriptions of each of the two new alternates are included below. Alternative 4: Construct athree-quarter diamond interchange with a loop in the SW quadrant utilizing the existing CSAH 39 Bridge. In this instance, the bridge would need to be widened 12' to accommodate turn lanes for the ramps. Alternative 5: Construct afull-diamond interchange utilizing the existing CSAH 39 Bridge. Again, the bridge would need to be widened 12' to accommodate turn lanes for the ramps. As was previously discussed, the City's Transportation Plan is scheduled to be updated and released in 2008. The updated plan will evaluate the projected traffic volumes with an interchange in this location to determine if it is feasible to construct based on projected growth in the area and the potential future interchange at Orchard Road. After the transportation plan is adopted, the next step would be review conceptual designs and meet with County and Mn/DOT officials to determine what will be approved. As was also noted before, the preliminary cost estimates include construction costs only and does not include indirect costs for administrative, engineering or legal fees, or costs for right-of--way acquisition. B. SUPPORTING DATA: Preliminary alternative design layouts (2) Preliminary cost estimate evaluation ~~~ ~ Infrastructure ^ Engineering ^ Planning ^ Construction 701 Xenia Avenue South ~~*~~~+~. ~mr> Suite #300 Minneapolis, MN 55416 Tel: 763 541-4800 Fax: 763 541-1700 CSAII 39/I-94 Interchange Concept Evaluation In addition to the previous three alternatives presented, two additional configurations have been analyzed. A summary of the previous three alternatives is also included. The costs for each alternative only include construction costs, they do not include administrative, engineering or right-of--way costs. The estimates are based on a comparative analysis to recently constructed interchanges and are not considered a detail estimate of the alternatives. Alternative 1 Alternative 1 consists of utilizing the existing bridge and constructing a folded diamond interchange to the east. This configuration is the same as the CSAH 18/I-94 Interchange. The existing bridge would be widened 12' to accommodate the turn lanes for the ramps. 7~'' Street would need to be terminated to the east of CSAH 39 in order to accommodate the ramps. This alternative does not require the purchase of developed property. Major Issues for Alternative 1: • Intersection spacing from the south ramps to Chelsea Rd is limited. • 7~' Street terminated before CSAH 39 Estimated Construction Cost: $5,500,000 Alternative 2 Alternative 2 is similar to alternative 1 except the ramps on the south half are in a button-hook configuration. The button hook ramps would tie into the existing intersection along Chelsea Rd. This configuration eliminates the intersection spacing issue along CSAH 39 in Alternative 1 and does not require bridge widening. Major Issues for Alternative 2: • 7~' Street terminated before CSAH 39 • The proximity of the proposed EB on-ramp to the TH 25 exit ramp will most likely require an auxiliary lane. • FHWA approval of button-hook ramps would be more difficult than a conventional interchange. Estimated Construction Cost: $4,500,000 Alternative 3 Alternative 3 constructs a new bridge to the north of the existing bridge and realigns CSAH 39 from the interstate to CSAH 75. The interchange would have aloop/ramp combination in the SE quadrant and standard diamond interchange ramps on the north side. Major Issues for Alternative 3: • Significant right-of--way impacts • Intersection spacing from the south ramps to Chelsea Rd is limited. Estimated Construction Cost: $8,500,000 Alternative 4 Alternative 4 consists of utilizing the existing bridge, constructing aloop/ramp configuration in the SE quadrant and a diamond configuration on the north two quadrants. The existing bridge would be widened 12' to accommodate the turn lanes for the ramps. Major Issues for Alternative 4: • Intersection spacing from the south ramps to Chelsea Rd is limited. • Intersection spacing from the north ramps to 7'~ St. is limited. Estimated Construction Cost: $5,500,000 Alternative 5 Alternative 5 consists of utilizing the existing bridge and constructing a diamond interchange. The existing bridge would be widened 12' to accommodate the turn lanes for the ramps. Major Issues for Alternative 5: • Intersection spacing from the south ramps to Chelsea Rd is limited. • Intersection spacing from the north ramps to 7~' St. is limited. • The skew of the existing bridge limits how tight the ramps can be moved towards the bridge. Estimated Construction Cost: $5,500,000 ~_ n O --~ O .~- n cD O _~ ~~ <D O a r -i m z n m .a ~' to to .~a r-~- ~D n !D C'~ O .a tA- d n O -'y9 O C'7~ ~D O ~_ y O a r m z a m ~" W to t0- .p r-~- ~D n ~'D O C'~ ~D r-~- N