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City Council Minutes 06-27-1994 MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday, June 27, 1994 - ? p.m. Members Present: Brad Fyle, Shirley Anderson, Clint Herbst, Patty Olsen, Warren Smith Members Absent: None 2. Consideration of a roval of minutes of the re lar meetin held June 13 1994. After discussion, a motion was made by Shirley Anderson and seconded by Warren Smith to accept the meeting minutes as submitted. Motion carried unanimously. 3. Citizens comments/petitions,_reauests, and comulaints. Cathy Shuman, President of the Monticello Women of Today, requested that the City Council proclaim July 1 as Founders Day for the Monticello Women of Today. 1 Brad Fyle reviewed the proclamation and thanked Shuman and her organization far the positive impact made on the community through the organization of various public service events and activities. After discussion, a motion was made by Clint Herbst and seconded by Shirley Anderson to adopt the proclamation. Motion carried unanimously. 4. Consideration to a rove amendments to the Greater Monticello Ente rise Fund Guidelines. 1n her memo to the City Council, Economic Development Director 411ie Koropchak requested that the City Council adopt a GMEF Guideline modification as recommended by the EDA. The modification consists of an extension to the number of days provided under the non-performance provision from 120 days to 180 days. According to Koropchak, the additional time is necessary because companies are unable to order the designated equipment or machinery until after the award ar approval of the funding dollars; and with the time necessary for design production and delivery associated with obtaining the equipment, 120 days appears to be insufficient. Koropchak also noted that the EDA recommends that the guidelines be amended to include a legal fee provision. Under this amendment, language would be added to the guidelines indicating that legal Fees are the responsibility of the applicant. Page 1 Council Minutes -6/27/94 After discussion, a motion was made by Shirley Anderson and seconded by Clint Herbst to adopt the proposed amendments to the Greater Monticello Enterprise Fund Guidelines. 5. Consideration to review Greater Monticello Enter rise Loan No. 008 H- Window Com an for com liance with the GMEF Guidelines. In hex memo to Council, Economic Development Director Ollie Koropchak indicated that the equipment loan was approved for $50,000 at a 5.25°k fixed interest rate amortized aver 7 years. Koropchak noted that although the existing company is financed by the Norwegian parent company, the EDA determined a financial gap was established when the SCERG reduced their commitment to the program by $150,000. The funding program was also affected by the denial of a $100,000 grant from the Central Minnesota Initiative Fund. Koropchak noted that the loan supports the IDC's business retention expansion program and expresses the City's positive attitude toward business expansion. After discussion, a motion was made by Shirley Anderson and seconded by Clint Herbst to accept EDA approval of the GMEF Loan No. 008 for the H- Window Company based on the finding that the loan is consistent with GMEF Guidelines. Voting in favor: Shirley Anderson, Clint Herbst, Patty Olsen, Warren Smith. Opposed: Brad Fyle. 6. Review David Horni s res onse to Council action taken with re and to dis osition of Outlot A Count Club Manor. Assistant Administrator O'Neill reported that at the previous meeting of the City Council, staff was directed to inform Hornig that he must make a bona fide commitment to development of the site. This commitment must be obtained by the June 27, 1994, Council meeting. O'Neill noted that he discussed the matter with Hornig and invited him to attend the Council meeting to discuss the matter Further. Dave Hornig indicated that the proposal he submitted was predicated an a market study supporting development of a housing project as initially anticipated under his proposal. He noted that nothing has changed unless the market study reveals that a project of the magnitude originally anticipated is not feasible. Clint Herbst indicated that the other proposal was firm in its commitment to purchase all of the land associated with phase I. If Hornig is not willing to purchase the entire land area associated with 42 units in phase I, then perhaps we should terminate negotiations. Page 2 Council Minutes - 6/27/94 Dave Hornig stressed that he plans to proceed to purchase the property and develop the land as originally anticipated; however, he needs a few mare days for the market study to be completed, whereupon he can confidently move forward on the project. It was the consensus of Council to allow atwo-week delay in the requirement that Hornig make a commitment to purchase the property. The purpose of the delay is to allow for completion and analysis of the market study currently underway. 7. Consideration of authorizin re oration of lane ands ecifications For im rovements to the ro osed Eastwood Knoll subdivision. Rick Wolfsteller, City Administrator, reported that Taylor Land Surveying, along with OSM, is in the final stages of preparing the final plat for the Eastwood Knoll subdivision. The final plat is expected to be brought to the City Council in early July for approval. Wolfsteller reported that the final plat layout has been delayed for a number of weeks to allow the opportunity to negotiate with Dickman Knutson on the acquisition of land necessary to allow connection of the interior road to Meadow Oak Avenue. Wolfsteller noted that he has been able to reach an agreement on acquisition of the lots needed for the roadway extension and for the remaining lets in the Meadow Oak Estates plat that have outstanding special assessments debt and delinquent taxes. Wolfsteller noted that as part of the agreement with Knutson, the City will be responsible For payment of outstanding special assessment debt and delinquent taxes. In turn, Mr. Knutson will be provided $5,000 in tax assessment credits against two other lots he owns in the Meadow Oak 3rd and 4th Addition plats. Wolfsteller also noted that he is working with the City Attorney to assure that the City has clear title to Outlots C and D for platting purposes. Wolfsteller noted that the City could consider ordering plans and specifications at this time in anticipation of obtaining title to Knutson's lots and in anticipation of obtaining clear title to the property in the near future. Wolfsteller went on to describe another option that the Council may want to explore with regard to disposition of Outlots C and D. He informed Council that Tony Emmerich has presented the concept of completing a land exchange whereby the City would trade Outlots C and D for 33 acres of industrial property owned by Emmerich, which is located at the future intersection of School Boulevard and County Road 117. Wolfsteller noted that under this option, the City would be acquiring industrial land that could be used in conjunction with ongoing industrial development efforts. Page 3 Council Minutes -6/27/94 He also noted that it is certainly more common for cities to be involved in marketing of industrial land rather than development of residential late. City involvement is generally more acceptable for industrial properties in connection with economic development activities. After discussion, a motion was made by Clint Herbst to authorize preparation of the grading plan far Outlots C and D but withhold authorization to complete preparation of utility plans and specifications. Staff is directed to negotiate possible terms of a land exchange between the City and Tony Emmerich and provide the City Council with a detailed report summarizing the costs and benefits associated with the proposed exchange. Motion carried unanimously. 8. Consideration of acre tin trans ortation lan. Assistant Administrator O'Neill introduced Traffic Engineer Chuck Rickert to review the transportation plan completed by OSM and City staff. O'Neill noted that it is the view of City staff that the report provides a thorough and comprehensive analysis of the existing and future transportation system. The information contained within the report will help the City achieve the goal of investing resources in cost-efficient manner. Charles Rickert followed by providing a complete review of the transportation plan. After discussion, a motion was made by Shirley Anderson and seconded by Patty Olsen to accept the report as submitted and to direct City staff to submit the document to Wright County and to state agencies to assist them in their transportation planning processes as it relates to Monticello. Motion carried unanimously. 9. Consideration of ado tin a strate for addressin workload demands. Assistant Administrator O'Neill reported that a few weeks ago, the City Council conducted a special meeting for the purpose of reviewing problems associated with meeting increasing workload demands. As a result of the discussion, it was the consensus of Council to authorize staff to hire additional staff for the building inspection and motor vehicle departments. Staff was also directed to prepare a plan far addressing other staffing needs identified at the meeting. O'Neill noted that he has prepared a plan with close assistance from the Office Manager and input from the City Administrator and Public Works Director. He also noted that the plan was presented to city hall staff, and na objections were noted. O'Neill went on to note the underlying goals behind the plan, which included 1) the goal of maintaining existing service levels in the face of growing demands, 2) providing the opportunity for upward mobility for Page 4 Council Minutes - 6/27/94 existing employees where appropriate, 3) identifying new funding sources to help pay for additional employees, 4) hiring additional employees only when it has been demonstrated that improving efficiency will not solve a problem. O'Neill went on to detail eight steps that could be taken in response to the increasing City workload. The eight steps include: 1. Move motor vehicle department off site. 2. Create a Development Services Technician position. 3. Office Manager completes meeting minutes. 4. Economic Development Director to participate in planning and zoning activities. 5. Hire apart-time receptionist working half days, primarily afternoons. 6. Hire apart-time receptionist/secretary working half days at the public works department. 7. Reorganize existing office spaces. S. Continue to contract for assistance with building inspection as necessary. Council discussion focused on relocation of the motor vehicle department. After discussion, it was the consensus of Council to move the motor vehicle department to the Help Center location due to the fact that the cost to remodel an unused portion of the Help Center is equal or less than the coat to rent space for three years. After discussion, a motion was made by Warren Smith and seconded by Patty Olsen to authorize implementation of the steps noted in the plan submitted, including authorization to move deputy registrar to the Help Center under the condition that the remodeling costs do not exceed $30,000. Motion carried unanimously. Page 5 Council Minutes -6/27/94 10. Review of feasibilit stud for reconstruction of 7th Street between Pine Street and Cedar Street authorization to re are lens ands ecifications and hold ublic hearin on im rovements. After discussion, a motion was made by Warren Smith and seconded by Clint Herbst to approve the feasibility study and order plans and specifications and order public hearing on said improvement. Motion carried unanimously. 11. Review of feasibilit stud for reali ent of Cedar Street at Oakwood Drive and consideration of orderin lens ands ecifications. John Simola, Public Works Director, reported that the feasibility study for realignment of Cedar Street at Oakwood Drive has been completed. The estimated construction cost is $10,610. After discussion, a motion was made by Shirley Anderson and seconded by Patty Olsen to order plans and specifications for realignment of Cedar Street at Oakwood Drive. Motion carried unanimously. ~- 12. Consideration of ado tion of Cit of Monticello Em to ee Safet Manual. Jahn Simola, Public Works Director, reported that as per Council's wishes, the safety committee has revised the manual to make each department head responsible far training and implementation of the safety program far those people directly under their supervision. The safety committee has also reviewed same of the comments made by Council concerning refueling of small equipment and wearing of hard hats and did make some slight changes to the safety manual in that regard. Simola went on to note that the revised safety manual would be a step forward in bringing us closer to compliance with state statutes; however, the program, in order to be in full compliance, must be implemented. City staff feels that without a coordinator to tie all the programs and information together regarding the safety manual and state statutes, the program may not be as effective. Therefore, City staff recommends adoption of the original safety manual and appoint an existing employee as the safety coordinator to tie the program together. The City Council was not convinced that it was necessary to appoint a safety coordinator and that department heads should be able to effectively implement the program once it's in place. After discussion, a motion was made by Clint Herbst and seconded by Shirley Anderson to adopt the safety manual in its revised form making Page 6 Council Minutes -6/27/94 each department head responsible far the implementation of the safety program and training of the individuals under their direct supervision. Motion carried unanimously. SEE RESOLUTION 94-20. 13. Consideration of a roval of bills for the month of June. Shirley Anderson asked for a clarification on the cellular phone charges. Rick Wolfsteller noted that it appeared that the billing report showed a duplicate bill. After discussion, a motion was made by Warren Smith and seconded by Shirley Anderson to approve the bills as submitted subject to the City Administrator checking on the cellular phone charge duplicate bill. Motion carried unanimously. 14. Other matters. A. Assistant Administrator O'Neill informed City Council that Taylor Land Surveyors requests that the final plat of the second phase of the Cardinal Hills subdivision be amended to show the presence of a power line easement along the southern boundary of the plat. Designation of this easement on the plat was inadvertently left out of the original plat. According to state statutes, the City Council needs to approve this housekeeping change in order far it to be placed directly an the plat. After discussion, a motion was made by Clint Herbst and seconded by Shirley Anderson to amend the final plat of Cardinal Hills, phase II, by allowing designation of the presence of a power line easement along the southern tier of lots to be placed on the final plat. Motion carried unanimously. B. Rick Wolfsteller, City Administrator, reported that the City has obtained $9,500 for civil defense related items. Items that qualify include plain paper fax machines, copy machines, and computer upgrades. Wolfsteller noted that current equipment needs slightly exceed the amount funded and requested authorization to spend approximately $L,400 more than the $9,500 received through the civil defense grant. It was the consensus of Council to authorize purchases as reviewed by Wolfsteller. Page 7 Council Minutes -6/27/94 C. John Simola, Public Works Director, requested that Council consider authorizing City staff to complete specs for underground tank removal associated with the Gille property and to apply for a permit accordingly. After discussion, a motion was made by Clint Herbst and seconded by Warren Smith to complete the plans and specifications for underground tank removal and to apply for a land farming permit with the Minnesota Pollution Control Agency to land farm petroleum- cantaminated soil on our 6$-acre site purchased previously from Remmele Engineering. Voting in favor: Brad Fyle, Clint Herbst, Shirley Anderson, Warren Smith. Opposed: Patty Olsen. There being no further discussion, the meeting was adjourned. g~o,~..eo Jeff O'Neill Assistant Administrator 0 Page $