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City Council Agenda Packet 04-13-2009AGENDA SPECIAL MEETING - MONTICELLO CITY COUNCIL Monday, Apri113, 2009 - 5 p.m. Mayor: Clint Herbst Council Members: Glen Posusta, Tom Perrault, Brian Stumpf and Susie Wojchouski 1. Call to Order. 2. Capital Improvements Workshop 3 . Adjourn Council Workshop: 4/13/009 2. Consideration of 5-year Capital Improvement Plan (CIP). (TK) A. REFERENCE AND BACKGROUND: The City is often faced with the challenges of balancing operating needs with infrastructure and equipment needs with the limited financial resources available. For 2009 some purchases of capital assets are being delayed due to the proposed cuts in State revenues to the City. To help with this balancing act, staff has developed a proposed 5-year capital improvement plan (CIP). A CIP can help plan and schedule future infrastructure and equipment improvements, without placing heavy burdens on the tax payers. Also a capital improvement plan provides a picture of future financing requirements, which will allow the City to better align financial resources with future needs. In addition the CIP serves a number of important functions including; 1) Providing the City with an orderly process for planning and budgeting for capital needs. What to buy, build, or repair; where and when to buy or build; and how much to spend are all dealt with during the capital improvement programming process. 2) The CIP will serve as a link to the City's planning process and should be developed with the comprehensive land use plan, strategic plan, or other long-range plans. Preparation of the CIP considers not only repair and replacement of existing infrastructure but also facilitates what is expected to be needed in the future. 3) A financial management tool. An overriding consideration in developing the CIP is to prioritize current and future needs to fit within the anticipated level of financial resources. Capital improvement programming considers not only what the City needs but, what it can afford. 4) The CIP document presents a description of proposed projects that will be undertaken over the next 5-years. Finally a CIP helps to ensure financial stability of the City by anticipating the fiscal resources that are necessary to pay for capital projects. Capital projects are prioritized and scheduled to fit within expected funding levels, thereby limiting the need for dramatic tax increases or unanticipated bond issues in any one year. Also by systematically addressing capital needs, the City is less likely to be faced with the need to divert resources from other programs to make unanticipated capital expenditures. The City defines capital assets, including infrastructure, as those items with a cost of at least $5,000 and a life expectancy of greater than one year. The useful life of these assets range from 3 years for computer equipment to 40 years for infrastructure. Using the information above staff has drafted the attached 5-Year Capital Improvement Plan. The draft plan accounts for equipment replacement, infrastructure improvements and the addition of some new facilities. The plan in its current draft does not account for the City's fiber project or the development of the Bertram Chain of Lakes property, as it was felt these two projects in their current state were to hard to define costs or project scope. Two projects were included in the plan as 2013 improvements, but are really projected to take place beyond the 5-year scope of the plan, they are the new public works facility and the new fire station facility. Council Workshop: 4/13/009 In the future, the approval of an updated 5-year CIP would become one of the first steps of the City's budget process. Since this is a plan, assets listed for the current budget year would be items that are fairly certain to move forward in that budget year, while assets scheduled in years 2 through 5 could and maybe adjusted when the plan is updated in future years. Adjustments include adjusting an asset back or forward on the schedule, adjusting the price given market prices of the asset, and/or changing the scope of the improvement. In the future it would be staff's goal to expand the CIP to cover a 10- yearperiod instead of 5-years to provide longer planning time and better financial planning of larger assets, such as facility and large infrastructure improvements. The workshop is intended for council input into the draft 5-year CIP, so that a final draft can be presented for final approval by council at a future meeting. B. SUPPORTING DATA: City of Monticello, Capital Improvement Plan 2009 thru 2013. An Elected Official's Guide, Establish comprehensive capital improvement plans and budgets. An Elected Official's Guide, Understanding all the tools and processes for financing capital improvements, economic development, and public-private partnerships. An Elected Official's Guide, Plan for timely equipment and facility replacement. GFOA Recommended Practice, Multi-Year Capital Planning (2006)(CEDCP). GFOA Recommended Practice, Capital Project Budget (2007)(CEDCP & Budget). GFOA Recommended Practice, Capital Maintenance and Replacement (2007)(CEDCP). CAPITAL IMPROVEMENTS AND ECONOMIC DEVELOPMENT Establish comprehensive capital improvement plans and budgets. ;~ Principles. Facilitate advance planning for capital facilities with capital budgets and capital improvement programs. A formal capital plan- ning process should encourage broad participa- i~:". tion by all interested constituencies and depart- I~' ~ ments as well as the elected officials. The capital ' ' improvement plan should include a sustainable long-term financing plan that demonstrates the ,; feasibility of financing the required improve- ments and facilities and their operating costs. The capital plan should also include or link to a long-term debt management plan, Discussion. Many governments have discov- ered that efficient capital financing is best facili- °~ fated throw h the re aration ado tion and im- j,l`~ g P P P ~ plementation of a multi-year (e.g., five-year) cap- ':''? ital improvement program. Beginning with a ~'~' capital budget for the next year, the capital im- `' j ~ provement program matches available or pro- spective resources with proposed projects and ~i equipment requirements, in a complete financial ;~ ; plan. By prioritizing and scheduling the projects, the process discourages inefficient ad hoc deci- "' alone and disjointed financial actions, Elected of- i'~~j facials can thereby compare alternative financing r'I'; mechanisms, evaluate all financial alternatives, ~;,,; ';'' and optimize the scheduling of capital projects "~j' .and replacements. ~',~ ''~ The financial strategy component of the capital j plan must include a sustainable and feasible fi- ~~~ ; nancial plan that links resources and funding sources with the spending requirements. Equip- !,',, ~~ ment and facilities replacements should be in- eluded. Likewise, the impact of capital projects on operating costs should be identified, whether positive or negative. The capital program can help to advance economic development by pro- viding for orderly improvements and well- ' planned land uses that support local industries and businesses, 22 AN ELECTED OFFICIAL'S GUIDE ~~ GOVERNMENT FINANCE 23 i .; <.,,} Understand all the tools and processes for financing capital improvements, economic development, and public-private partnQrships. Background. Traditionally, infrastructure and capital improvements by governmental units have been financed through a combination of pay-as-you-go financing, pre-funded reserves, special assessments, pxivate-party contributions, and debt f nance. Other innovative and speciai- situation financial tools and instruments are also available and should be well understood by policymakers as well as management, including various forms of public-private partnerships. Each method has its advantages and disadvan- tages, and should be considered in a complete plan. Likewise, economic development projects and activities can be financed through a variety of mechanisms which should be understood, ex- plored, and used appropriately. ~iSCUSSion. Capital improvements, facilities, and equipment have multi-year lives that serve taxpayers for many years and sometimes several generations. Intergenerationai equity and multi- period equity are considerations that must be in- corporated into the choice of financing tools and methods. Some of the traditional tools available for financ- ing are: {1) current or pay-as-you-go financing, which is appropriate when capital expenses are relatively continuous and inter-generational eq- uity is not a major issue; (2) pre-funding through depreciation charges ox related reserves, which ensures that money is available when facilities and equipment require renovation or replace- ment; (3) debt financing, which matches the ben- efits of the facilities or project with the future re- payment schedule; and {4) special assessment, enterprise, or special revenue financing, which aligns the costs with the users and beneficiaries of the facilities and improvements, 2~ AN ELECTED OFFICIAL'S GUIDE Tax increment financing can be ueed to link capi- tal expenditures with the improvements in prop- erty value and the incremental tax revenues that result from localized projects. Tax abatements can be granted to developers and businesses that are expected to generate indirect supplemental revenues and economic benefits to a community, region, or state, but special care must be taken to assure that such tax reductions are net a "giveaway" or that they merely bestow a mar- ginal community benefit at the expense of other taxpayers. Elected officials should familiarize themselves with the available tools far capital f nance and economic development, including those outlined above as well as industrial development bonds, enterprise and empowerment zones, special ser- vice areas, revolving loans, intergovernmental grants, and public-private partnerships. GOVERNMENT FINANCE 2~' Plan for timely equipment and facilities replacement. Principles. Replacement schedules should anticipate the inevitable aging and obsolescence of facilities and equipment. Depreciable assets should be financed through internally generated funds when feasible. Although debt and leasing maybe used to align repayments with the ser- vice period, the accumulation of such obligations may impair a jurisdiction's ability to obtain low- est-cost financing for other important major long-term capital improvements. Discussion. One helpful by-product of the capital improvement program is a catalog of ex- isting facilities. After estimating the life span of each public facility and equipment item, a calen- dar of projected replacement dates can be pre- pared. The replacement plan should include a determination of the amount of funding required each year to provide fox orderly replacements without burdening the community with future debt loads. This does not mean that all assets should be financed internally orpre-funded, nor that debt is inappropriate: when intergenera- tional equity considerations suggest that both present and future taxpayers should pay their respective fair shares of capital facilities coats, and the amount to be financed is substantial yet within prudent borrowing limits, debt mecha- nisms should be considered. However, capital fa- cilities inevitably age and become obsolete - thus, public officials should anticipate and pro- vide for their replacement. User charges 'and tax rates should be designed to anticipate replace- ment costs. Elected officials should review the capital replacement schedule periodically. ,28 AN ELECTED OI'FICIAL'S GUIDE '•'r.: ;;. r ,,3 , .>ii ;~~_ ',+ ; . S~A%: y'~ AIF ~f i?I~ $.r- .. O Q r O RECOMMENDED PRACTICE Multi-Year Capital Planniu~ (20061(CEDCPI Background. Buildings, infrastructure, technology, and major equipment are the physical foundation for providing services to constituents. The procurement, construction, and maintenance of capital assets are a critical activity of state and Local governments, school districts, and other government agencies, and therefore require careful planning. Capital planning is critical to water, sewer, transportation, sanitation, and other essential public services, It is also an important component of a community's economic development program and strategic plan. Capita] facilities and infrastructure are important legacies that serve current and future generations. It is extremely diff cult for governments to address the current and long-term needs of their constituents without a sound multi-year capital plan that clearly identifies capita] and major equipment needs, maintenance requirements, funding options, and operating budget impacts. A properly prepared capital plan is essential to the future financial health of an organization and continued delivery of services to citizens and businesses. Recommendation. The Government Finance Officers Association (GFOA) recommends that state and local governments prepare and adopt comprehensive multi-year capital plans to ensure effective management of capital assets, A prudent multi-year capital plan identifies and prioritizes expected needs based on a community's strategic plan, establishes project scope and cost, details estimated amounts of funding from various sources, and projects future operating and maintenance costs, A capital plan should cover a period of at least three years, preferably five or more. Identify needs. The first step in capital planning is identifying needs, Using information, including development projections, strategic plans, comprehensive plans, facility master plans, regional plans, and citizen input processes, governments should identify present and future service needs that require capital infrastructure or equipment. In this process, attention should be given to: Capital assets that require repair, maintenance, or replacement that, if not addressed, will result in higher costs in future years • Infrastructure improvements needed io support new development or redevelopment • Projects with revenue-generating.potential • Improvements that support economic development • Changes in policy or community needs Determine costs. The full extent of project costs should be determined when developing the multi-year capital plan. Cost issues to consider include the following: • The scope and tuning of a planned project should be well defined in the early stages of the planning process • Agencies should identify and use the most appropriate approaches, including outside assistance, when estimating project costs acid potential revenues For projects programmed beyond the first year of the plan, governments should adjust cost projections based on anticipated inflation The ongoing operating costs associated with each project should be quantified, and the sources of funding for those costs should be identified • A clear estimate of all major components required to implement a project should be outlined, including land acquisition needs, design, construction, contingency and post-construction costs • Recognize the non-financial impacts of the project {e.g., environmental) on the community Prioritize capital requests. Governments are con#inually faced with extensive capital needs and limited financial resources. Therefore, prioritizing capital project requests is a critical step in the capital plan preparation process. When evaluating project submittals, govet•nments should: • Reflect the relationship of project submittals to financial and governing policies, plans, and studies Allow submitting agencies to provide an initial prioritization Incorporate input and participation fi•om major stakeholders and the general public • Adhere to legal requirements and/ot• mandates • Anticipate the operating budget impacts t•esulting from capital projects Apply analytical techniques, as appropriate, for evaluating potential projects (e. g., net present value, pay back period, cost-benefit analysis, life cycle costing, cash flow modeling} Re-evaluate capital projects approved in previous multi-year capita] plans • Use a rating system to facilitate decision-making Develop financing stra#egies. GFOA recognizes the importance of establishing a viable financing approach for supporting the multi-year capital plan. Financing strategies should align with expected project requirements while sustaining the financial health of the organization. Governments undertaking a capital financing plan should: • Anticipate expected revenue and expenditure trends, including their relationship to multi-year financial plans • Prepare cash flow projections of the amount and timing of the capital financing • Continue compliance with al] established financial policies • Recognize appropriate legal constraints , • Consider and estimate funding amounts from all appropriate funding alternatives • Ensure reliability and stability of identified funding sources • Evaluate the affordability of the fnancing strategy, including the impact on debt ratios, taxpayers, ratepayers, and others References • A. John Vogt, Capital Budgeting and Fr.'nance: A Guide for Local Governments, {Washington, D.C.: International City/County Management Association, 2004) • National Advisory Council on State and Local Budgeting, Recommended Budget Practices; A Ft°amework far Improved State and Local Government Budgeting (Chicago: GFOA, 1998) • Patricia Tigue, Capitallmprovement Programmin~• A Guide for Smaller Governments (Chicago; GFOA, 1996). Nicole Westerman "Managing the Capital Planning Cycle: Best Practice Examples of Effective Capital Program Management," Government Finance Review 20, no. 3 (June 2004). GFOA Recommended Practice: Establishing Appropriate Capitalization Thresholds for Tangible Capital Assets (2001) • GFOA Recommended Practice: Establishing the Useful Life of Capital Assets (2002) • GFOA Recommended Practice: Establishment of Strategic Plans (2005) Approved by the GFOA's Executive Board, February 24, 2006. Government Finance Officers Association Recommended Practice Capital Proiect Budget {2007) (CEDCP and BUDGET) Baekaround. Once a government entity has adopted amulti-year capital plan (see GFOA Recommended Practice, Multi-Year Capital Planning), the next step in the capital process is to develop and implement a capital improvement projects budget (capital budget). A properly prepared and adopted capital budget is essential to ensure proper planning, funding and implementation of major projects. Most capital budgets are formally adopted as part of the annual or bi-annual budget process, officially incorporating the appropriate year(s) of the multi-year capital plan into the budget. Capital projects are different from programs adopted in the operating budget, often representing very large financial obligations that may span two or more f scat years. Therefore, it is important that they be properly planned, budgeted, and tracked, Because of the unique nature of capital projects, the processes for preparing, prioritizing and presenting them to the governing body may be different from the operating budget. Capital project budgets may also require additional information such as geographic location, multi-year funding sources, and impact on the operating budget. After the capital budgef is adopted, it is important that an adequate system is in place to initiate and manage each authorized project through completion. Recommendation. The Government Finance Officers Association {GFOA) recommends that gove~•nments prepare and adopt a formal capital budget as part of their annual or bi-annual budget process. The capital budget should be directly linked to, and #low from, the multi-year capital improvement plan. In many jurisdictions, the first year (or first two years in a bi-annual budget) of the multi-year capita] plan would be adopted by the governing body. It may be necessary to modify projects approved in the capital plan before adopting them in a capital budget. Modifications may be necessary based on changes in project scope, funding requirements, or other issues. If these modifications are material, jurisdictions should consider the impacts these may have on their multi-year capital and financial plans. Organizations should establish specifc criteria early in the process to help prioritize capital submittals. The capital budget should be adopted by formal action of the legislative body, either as a component of the operating budget or as a separate capital budget. It should comply with all state and local legal requirements: Preparing and Adopting the Capital Budget. The capital budget should include the following information: • A dernition of capital expenditure for that entity. • Summary information of capital projects by fund, category, etc. • A schedule for completion ofthe project, including specific phases of a project, estimated funding requirements for the upcoming year(s), and planned timing for acquisition, design, and construction activities. • Descriptions of the general scope of the project, including expected service and financial benefits to the jurisdiction. • A description of any impact the project will have on the current or future operating budget. Estimated costs of the project, based on recent and accurate sources of information. • Identified funding sources for all aspects of the project, specifically referencing any financing requirements for the upcoming fiscal year. • Funding authority based either on total estimated project cost, or estimated project costs for the upcoming fiscal year. Consideration should be given to carry-forward funding for projects previously authorized. • Any analytical information deemed helpful for setting capital priorities (this can include any cost/benefit comparisons, and related capital projects). Jurisdictions should provide a greater level of detail and information for non-routine capital projects than for routine projects. For example, a major new wastewater treatment plant or civic center will have greater service and cost implications than an ongoing project to resurface roads or maintain water lines. For non-routine projects, the capital budget should thoroughly describe the impact on the operating budget, number of additional positions required, tax or fee implications, and other financial or service impacts. When developing the capital budget, entities should consider measures to mitigate risk related to undertaking major non-routine projects. Based on the size of the capital budget and the complexity of the capital projects, it may be appropriate for entities to budget additional reserves for project overruns or insurance coverage such as performance bonds or general liability coverage. Reporting on the Capital Budget. GFOA recognizes the importance of timely and accurate reporting on projects adopted in the capital budget. Executive leadership, legislators, and citizens should all have the ability to review the status and expected completion of approved capital projects. Periodic reports should be issued routinely on all ongoing capital projects. The reports should compare actual expenditures to the original budget, identify level of completion of the project, and enumerate any changes in the scope of the project, and alert management to any concerns with completion of the project on time or on schedule. References ^ Distinguished Budget Presentation Awards Program, Ati>>ards Criteria and Explanations of the Criteria, GFOA. ^ John Vogt, Capital Budgeting and Finance; A Guide for Local Governments, ICIvIA, 2004. ^ Nico.le Westerman, Managing the Capital Planning Cycle: Best Practice Examples of Effective Capital Program Management, Government Finance Review, 2004. ^ National Advisory Council on State and Local Budgeting, Recommended Budget Practices: A Framework for Improved State and Local Government Budgeting, 1998. ^ Patricia Tigue, Capital Improvement Programming: A Guide for Smaller Governments, 1996 ^ John Fishbein, Preparing.~Iigh Quality Budget Documents, GFOA, 2006. Approved by the GFOA's Executive Board on March 2, 2007. G~ GFOA Recommended Practice Capital Maintenance and Replacement (2047) (CEDCP) Background. Capital assets comprise major government facilities, infrastructure, equipment and networks enabling the delivery of public sector services. The quality and continued utilization of these capital assets are essential to the health, safety, economic development and quality of life of those utilizing such assets. Budgetary pressures inay impede capital program investments for maintenance and replacement pu-poses, making it increasingly difficult to sustain existing capital asset condition and avoid functional obsolescence. Yet deferring such essential reinvestments reduces vital public services and may even endanger public safety. The financial result is increased cost as the physical condition of these assets declines. Government entities should therefore establish capital planning, budgeting and reporting practices to encourage adequate capital spending levels. A goverrnnent's financial and capital improvement plans should address the continuing investment necessary to properly maintain its capital assets. Such practices should include proactive steps to promote adequate capita] maintenance and reinvestment in existing public capital assets. Recommendation. The Government Finance Officers Association (GFOA) recommends that local and state govermnents establish a system for planning, budgeting and periodic assessment of their capital maintenance/replacement needs. The following actions should be considered: 1. Develop and maintain a complete inventory of all capital assets. This inventory should contain essential information including engineering description, location, physical dimensions and condition, "as-built" documents, warranties, maintenance history, book value and replacement cost. Operating cost information could also be included. Database and geographic information technologies should be employed to assist in this task. 2. Develop a policy to require periodic measurement of the physical condition of all existing capital assets. Document the established methods of condition assessment. Periodically evaluate the capital program using data driven analysis of asset condition as well as past expenditure levels. 3. Establish condition/functional performance standards to be maintained for each component of capital assets. Such standards may be dictated by mandated safety requirements, federal or state funding requirements or applicable professional standards. Use these standards and a current condi#ion assessment as a basis for multi-year capital planning and annual budget funding allocations for capital asset maintenance and replacement. 4. Develop financing policies for capital maintenance/replacement which encourage a high priority for those capital programs whose goal is maintaining the quality of existing assets, Consider earmarking fees ar other revenue sources to help achieve this goal. 5. Allocate sufficient funds in the multi-year capital plan. and annual operations budget for routine maintenance, repair and replacement of capital assets in order to extend the useful life of these assets and promote a high level of performance throughout the target period. ~ 6. At least annually, report on capital infrastructure, including: a. Condition ratings jurisdiction-wide b. Condition ratings by geographical area, asset class, and other relevant factors c. Indirect condition data (e.g., water main breaks, sewer back-up complaints) d. Replacement life cycle(s) by infrastructure type e. Year-to-Year changes in net infrastructure asset value f. Actual expenditures and performance data on capital maintenance compared to budgeted expenditures performance data {e.g., budgeted sheet miles reconstructed compared to actual) 7. Report trends in infi•astructui•e spending and accomplishments in the jurisdiction's Capital Improvements Program including trends in spending, replacement cycle, and other important factors for each major infrastructure category. References • John Vogt, Capital Budgeting and Finance: A Guide for Local Governments, ICMA, 2004. • Nicole Westerman, Managing the Capital Planning Cycle: Best Practtce Examples of Capital Program Management, Government Finance Review, 2004. • GFOA & National Advisory Council on State and Local Budgeting Best Practices in Public Budgeting {Practice #s 2.2, 5.2, 6.2, 11,5). - www.GFOA,orgJservices/nacslb. • GFOA Recommended Practice, Capital Project Budget (2006); www.GFOA.org, • GFOA Recommended Pe•actice, Establishing the Estimated Useful Lives of Capital Assets (2002, ,2007); www.GFOA.org. • GFOA Recommended Practice, Considerations on the Use of the (GASB 34 Reporting Model) Modified Approach to Account for Infrastructure Assets (2002); www.GFOA.org. Approved by the GFOA's Executive Board, October 19, 2007. CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Expenditures: Project Name Dept. Page # 2009 2010 2011 2012 2013 Copier/Scanner/Printer Admin. F - 4 13,000 Ledger Size Color Scanner Admin. F - 5 4,000 Personal Computer Replacement MIS F - 6 15,600 11,700 16,900 11,700 15,600 Server Component Upgrades MIS F - 7 2,000 4,000 4,000 Security Camera Systems MIS F - 8 10,000 10,000 10,000 Laptop Computer Replacement MIS F - 9 2,500 23 Mintor 5 Pagers Fire F - 10 49,594 Fire Pumper Truck Replacement Fire F - 11 508,980 Duty Officer Vehicle Fire F - 12 20,000 Building Inspection Vehicle Bldg Ins F - 13 20,000 22,000 Public Works Office Remodel PW Adm F - 14 50,000 GIS Hardware & Software Eng. F - 15 11,875 19,600 Pavement Management Software Eng. F - 16 5,000 Hydro CAD Drainage Software Eng. F - 17 5,000 Synchro Studio 7 Traffic Software Eng. F - 18 8,000 Ditch Mower Tractor Streets F - 19 80,000 Mid-Size Tractor/Loader Streets F - 20 65,000 Air Compressor Streets F - 21 20,000 Truck Replacement Streets F - 22 75,000 60,000 Bucket Truck Replacement Streets F - 23 100,000 Blacktop Paver Streets F - 24 75,000 Blacktop Plainer Streets F - 25 20,000 Router Streets F - 26 20,000 Concrete Saw Streets F - 27 15,000 Backhoe Streets F - 28 80,000 Plow Truck Replacement Streets F - 29 185,000 Hook Dump Truck Str/Ice F - 30 237,500 Snow Go Snow Blower Ice/Snow F - 31 120,000 Truck Replacement Parks F - 32 42,000 42,000 25,000 A-300 Bobcat Parks F - 33 48,000 Mower Replacement Parks F - 34 40,000 40,000 42,000 40,000 NSP Concession Stand Roof Parks F - 35 10,000 Sunset Ponds Park Development Parks F - 36 10,000 Ellison Park Shelter Improvement Parks F - 37 20,000 Hillcrest Park Patio/Irrigation Parks F - 38 15,000 Utility Mule/Small Truck Parks F - 39 30,000 Hunters Crossing Park DevelopmE Parks F - 40 60,000 Featherstone Park Development Parks F - 41 60,000 Pioneer Park Band Shell Parks F - 42 50,000 Playground Equipment Replaceme Parks F - 43 50,000 55,000 50,000 Brush Chipper Parks F - 44 20,000 Bobcat Tool Cat Parks F - 45 48,000 Monti Hill Park Development Parks F - 46 65,000 Cushman Truckster Parks F - 47 25,000 Tractor Replacement Parks F - 48 50,000 35,000 Loader Parks F - 49 90,000 Pathway Construction Parks F - 50 100,000 100,000 500,000 100,000 Bertram Lakes Property Acquisitio Pk Ded. F - 51 475,000 475,000 475,000 475,000 475,000 Storm Water Pond Restoration F - 52 20,000 20,000 20,000 20,000 20,000 MCC Office Expansion MCC F - 53 20,000 F-1 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Expenditures Continued: Project Name Department_ Page # 2009 2010 2011 2012 2013 MCC Carpet MCC F - 54 10,000 10,000 10,000 10,000 10,000 Energy Management Upgrades MCC F - 55 10,000 10,000 10,000 10,000 10,000 Acid Container Shed MCC F - 56 10,000 Electronic Reader Board MCC F - 57 20,000 Recreation Building Addition MCC F - 58 250,000 Pool Toy MCC F - 59 30,000 Replace Dehumidification System MCC F - 60 100,000 Replace Gym Floor MCC F - 61 40,000 Community Signs Cap Proj F - 62 30,000 30,000 School Blvd. Improvements Cap Proj F - 63 300,000 Intersection Improv. -School/Cede Cap Proj F - 64 500,000 Walnut Street Crosswalk/Blvd. Iml Cap Proj F - 65 10,000 Fallon Avenue Resurfacing Cap Proj F - 66 150,000 Parking Lot Reconstruction Cap Proj F - 67 40,000 70,000 Signal Light Battery Backups Cap Proj F - 68 20,000 20,000 20,000 20,000 20,000 Street Reconstruction -Area 4A Cap Proj F - 69 1,799,500 87,250 Street Reconstruction -Area 4B Cap Proj F - 70 1,975,000 125,000 7th Street Construction Cap Proj F - 71 700,000 Fallon Overpass Construction Cap Proj F - 72 6,000,000 Street Reconstruction -Area 5 Cap Proj F - 73 3,420,000 180,000 Street Reconstruction -Area 6 Cap Proj F - 74 1,724,720 Industrial Land Purchases Cap Proj F - 75 601,000 7,000,000 Street Reconstruction -Area 76 Cap Proj F - 76 530,734 Monument Sign Construction Cap Proj F - 77 20,000 Construct Well #6 Cap Proj F - 78 1,100,000 Street Light Improvements Cap Proj F - 79 15,000 100,000 75,000 75,000 75,000 Trunk Highway 25 Improvements Cap Proj F - 80 4,455,000 Ball Field Construction Cap Proj F - 81 300,000 Public Works Facility Cap Proj F - 82 250,000 9,000,000 PW Facility Land Acquisition Cap Proj F - 83 200,000 Fire Station Cap Proj F - 84 3,000,000 95th Street Extension Cap Proj F - 85 1,000,000 Storm Water Lift Station Const. Cap Proj F - 86 1,000,000 Storm Water Pond Lining Cap Proj F - 87 200,000 Pedestrian Crossings Cap Proj F - 88 Sewer Camera Swr Fd F - 89 7,000 Trunk Sewer Improvements Swr Fd F - 90 150,000 150,000 150,000 150,000 150,000 Phosphorous Filter Swr Fd F - 91 1,500,000 Construct SBR Tank #4 Swr Fd F - 92 1,400,000 Interceptor Replacement Swr Fd F - 93 396,000 Sludge Tank Construction Swr Fd F - 94 1,800,000 Farm Land Purchase Swr Fd F - 95 1,300,000 4X4 Regular Cab Truck Swr/Wtr F - 96 20,000 SCAD System Installation Swr/Wtr F - 97 100,000 Water System Improvements Wtr Fd F - 98 150,000 150,000 150,000 150,000 150,000 Water Main Extension Wtr Fd F - 99 126,000 Booster Station Upgrade Wtr Fd F - 100 125,000 Display/Shelving Liquor Fd F - 101 15,000 Cash Register System Liquor Fd F - 102 22,000 Total Expenditures: 4,548,049 13,509,300 5,140,650 7,134,700 31,127,054 F-2 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Revenue Source Revenue Description 2009 2010 2011 2012 2013 General Fund Property Taxes 683,775 888,800 543,900 422,950 415,600 General Fund Reserves 323,160 135,000 172,500 420,750 60,000 Capital Equipment Revolving Fund 119,114 Street Light Improvement Fund 15,000 100,000 75,000 75,000 75,000 Community Center Revenues 70,000 300,000 120,000 60,000 20,000 Economic Development Fund 601,000 7,000,000 Park & Pathway Dedication Fund 475,000 200,000 Consolidated Bond Fund 600,000 305,000 475,000 475,000 Sewer Fund User Fees 157,000 205,000 150,000 400,000 400,000 Sewer Fund Reserves 1,805,000 1,300,000 1,546,000 1,250,000 Water Fund User Fees 150,000 205,000 150,000 150,000 150,000 Water Fund Reserves 5,000 251,000 Liquor Fund Reserves 15,000 22,000 Storm Sewer Access Fund 1,000,000 325,000 150,000 200,000 166,030 Water Access Fund 329,000 225,000 475,000 1,148,920 Sanitary Sewer Access Fund 200,000 300,000 400,000 51,140 Street Reconstruction Fund 405,750 544,600 1,150,525 Bond Funds-Special Assessments 250,000 605,500 381,500 1,325,400 1,018,839 Street State Aid 150,000 540,000 600,000 600,000 Unspecified Funding Source 540,000 6,760,000 70,000 40,000 17,970,000 Total Revenue Sources 4,548,049 13,509,300 5,140,650 7,134,700 31,127,054 F-3 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Purchase Large Plan Copier/Scanner/Printer Project #: N/A Project Type: Equipment Purchase Useful Life: 10 years Project Description: ~ The purchase of a large copier/scanner/printer will allow staff to copy, scan, or print large plans and maps which can be used by staff or sold to others. Scanning capabilities allows staff the ability to scan large maps and plans into the City's computer system for record retention or e-mailing capabilities. Project ~ustitication: ~ Allow staff to produce large maps and plans at a much cheaper costs than the use of outside vendors or consultants. The ability to achieve large maps and plans by scanning them into the City's computer system reduces the need for additional storage space and easy of document retrieval. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Administration 13,000 13,000 Total 13,000 0 0 0 0 13,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 13,000 13,000 Total 13,000 0 0 0 0 13,000 Operational Impact/Other Comments: ~ Will allow staff to copy/scan/print large plans and maps at a cost lower than if outsi vendor consultant provided the service. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-4 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Ledger Size Color Scanner Project #: N/A Project Type: Equipment Replacement Useful Life: 5 years on: er size color scanner Justification: ~ worn old color scanner with a more efficient color scanner Expenditures 2009 2010 2011 2012 2013 Total General Fund/Administration 4,000 4,000 Total 0 4,000 0 0 0 4,000 Revenues 2009_ 2010 2011 2012 2013 Total General Fund/Property Taxes 4,000 4,000 Total 0 4,000 0 0 0 4,000 er Comments: The new scanner should be more energy and supply efficient reducing energy and supply cost minimally. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-5 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Personal Computer Replacement Project #: N/A Project Type: Equipment Replacement Useful Life: 4 years ect Description: Replace personnel computers of staff based on a four-year I Protect Justification: ~ Replace computers to maintain updated technology software a resulting in staff efficiencies. Expenditures 2009 2010 2011 2012 2013 Total General Fund/MIS 15,600 11,700 16,900 11,700 15,600 71,500 Total 15,600 11,700 16,900 11,700 15,600 71,500 Revenues 2009 _ 2010 2011 2012 2013 Total General Fund/Property Taxes 15,600 11,700 16,900 11,700 15,600 71,500 Total 15,600 11,700 16,900 11,700 15,600 71,500 er Comments: The operational impact is the replacement cost of the computers verses any achieved as a result of having up to technology. Operating Budget Impact 2009 2010 2011 2012 2013 General Fund/MIS 15,600 11,700 16,900 11,700 15,600 Total 15,600 11,700 16,900 11,700 15,600 F-6 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Multi Server Component Upgrades Project #: N/A Project Type: Equipment Replacement Useful Life: Project uescnption: Replace old computer network servers with new multi server components. Project Justification: Uoarade old out dated servers with more efficient servers Expenditures 2009 _ 2010 2011 2012 2013 Total General Fund/MIS 2,000 4,000 4,000 10,000 Total 2,000 4,000 4,000 0 0 10,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 2,000 4,000 4,000 10,000 Total 2,000 4,000 4,000 0 0 10,000 ona cost is the cost to replace/upgrade the servers with new ones. Operating Budget Impact 2009 2010 2011 2012 2013 General Fund/MIS 2,000 4,000 4,000 Total 2,000 4,000 4,000 0 0 F-7 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Security Camera Systems Project #: N/A Project Type: Equipment Purchase Useful Life: 10 years Purchase and install security camera systems City-wide and upgrade existing City facility camera systems. NroJect Justltication: ~ Improve safety around City by installing security systems to help prevent crime am if crime occurs help law enforcement officials identify individuals committing those crimes. Expenditures 2009 2010 2011 2012 2013 Total General Fund/MIS 10,000 10,000 10,000 30,000 Total 0 10,000 10,000 10,000 0 30,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 10,000 10,000 10,000 30,000 Total 0 10,000 10,000 10,000 0 30,000 rational Impact/Other Comments: ~ installed there will be minimal maintenance of the systems. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-8 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Laptop Computer Project #: N/A Project Type: Equipment Replacement Useful Life: 3 years )escription: old laptop computer. ect Justification: ~ rade old out dated laptop with more efficient laptop computer Expenditures 2009 2010 2011 2012 2013 Total General Fund/MIS 2,500 2,500 Total 0 0 2,500 0 0 2,500 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 2,500 2,500 Total 0 0 2,500 0 0 2,500 rational Impact/Other Comments: ~ operational impact is the replacement cost of the laptop computer. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-9 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Purchase 23 Minitor 5 Pager Units Project #: N/A Project Type: Equipment Purchase Useful Life: new 800 MHz radio pager units. roject Justiticatlon: ~ o be able to communicate with all emergency personnel better including Cher fire departments, law enforcement agencies and other emergency personnel. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Fire 49,594 49,594 Total 49,594 0 0 0 0 49,594 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 11,434 11,434 General Fund/Reserves 38,160 38,160 Total 49,594 0 0 0 0 49,594 mpactlOther Comments: Only operational cost is the cost to purchase the new pagers. Operating Budget Impact 2009 2010 2011 2012 2013 General Fund/Fire 49,594 Total 49,594 0 0 0 0 F-10 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replacement of Fire Pumper Truck Project #: N/A Project Type: Equipment Replacement Useful Life: 25 years Replace 35 year old fire pumper truck with a new 1,500 gallon-per-minute pumper truck Project Justification: Replace a 35 year old pumper truck with a new truck which will not require as much on-going maintenance and meet all new safety regulations in fire truck design and equipment.. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Fire 508,980 508,980 Total 508,980 0 0 0 0 508,980 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 139,866 139,866 General Fund/Reserves 250,000 250,000 Capital Equipment Revolving Func 119,114 119,114 Total 508,980 0 0 0 0 508,980 Operational Impact/Other Comments: ~ The replacement of a 35 year old pumper truck with a new one should provide a safer emergency vehicle and equipment for the fire department, which should reduce repair and maintenance costs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-11 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Duty Officer Vehicle Project #: N/A Project Type: Equipment Purchase Useful Life: 7 years Project Description: ~ Purchase of a Fire Department duty officer vehi Project Justification: ~ Reduce response time to fire emergencies and the ability to establish an incident commas center at fire emergencies. Finally, it will provide the Department with a vehicle to use for nonemergency responses or activities. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Fire 20,000 20,000 Total 20,000 0 0 0 0 20,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 20,000 20,000 Total 20,000 0 0 0 0 20,000 onal Impact/Other Comments: This new vehicle will require motor vehicle insurance ($250), fuel ($450), and general maintenance ($200). Operating Budget Impact 2009 2010 2011 2012 2013 General Fund/Fire 900 920 940 960 980 Total 900 920 940 960 980 F-12 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 'roject Name: Replace Building Inspection Vehicle project #: N/A project Type: Equipment Replacement Jseful Life: 8 years Project Description: ~ Replace vehicles used by City building inspectors for building inspections and code enforcement. Justification: ~ old worn out vehicles which will reduce maintenance costs. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Bldg. Inspections 20,000 22,000 42,000 Total 20,000 0 0 22,000 0 42,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 15,000 General Fund/Reserves 5,000 1,250 20,750 16,250 25, 750 Total 20,000 0 0 22,000 0 42,000 rational Impact/Other Comments: ~ replacement of older vehicles should reduce maintenance and repair costs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-13 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Public Works Office Remodel Project #: N/A Project Type: Building Improvement Useful Life: 50 years Remodel existing office space at the Public Works Facility. Project Justification: To improve the operation and efficiency of the existing office operation of the public works department. Expenditures 2009 2010 2011 2012 2013 Total Public Works Administration 50,000 50,000 Total 0 50,000 0 0 0 50,000 Revenues 2009_ 2010 2011 2012 2013 Total General Fund/Property Taxes 50,000 50,000 Total 0 50,000 0 0 0 50,000 er Lomm Should improve efficiencies and could reduce energy costs through more lighting, heating and cooling systems. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 ~ 0 0 0 F-14 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Purchase GIS Hardware & Software Project #: N/A Project Type: Equipment Purchase Useful Life: 25 years nue to purc on: n: mprove staff efficiencies and reduce t >ther property related mapping needs. system. ependency of consultants for maps and Expenditures 2009 2010 2011 2012 2013 Total General Fund/Engineering 11,875 19,600 31,475 Total 11,875 19,600 0 0 0 31,475 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 11,875 19,600 31,475 Total 11,875 19,600 0 0 0 31,475 er Comments: The purchase and implementation of GIS shoulc system for tracking property related information. a better, more efficient Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-15 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Purchase Pavement Management Software ~ Project #: N/A Project Type: Equipment Purchase Useful Life: 25 years Purchase software which will help manage the records of City street maintenance and replacement. rroJect Jusntication: ~ Become more efficient in the record keeping, planning, scheduling of maintenance and replacement of the City's street system. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Engineering 5,000 5,000 Total 5,000 0 0 0 0 5,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 5,000 5,000 Total 5,000 0 0 0 0 5,000 operational impact~otner comments: ~ Reduce the amount of staff time it takes to maintain, schedule, and record information related to the City's street maintenance and replacement programs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-16 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 'Project Name: Hydro CAD Drainage Design Software Project #: N/A Project Type: Equipment Purchase Useful Life: 7 years Purchase software to help design and maintain storm water drainage systems. Project Justification: Reduce consultant use in designing storm water drainage systems. Expenditures 200.9 2010 2011 2012 2013 Total General Fund/Engineering 5,000 5,000 Total 0 5,000 0 0 0 5,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 5,000 5,000 Total 0 5,000 0 0 0 5,000 Operational Impact/Other Comments: ~ Reduce the use of consultants for drainage system design. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-17 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 .Project Name: Synchro Studio 7 Traffic Software Project #: N/A Project Type: Equipment Purchase Useful Life: 10 years D to manage traffic signals. Protect Justltication: ~ Help traffic flow through and around the City in a more efficient manner. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Engineering 8,000 8,000 Total 0 0 8,000 0 0 8,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 8,000 8,000 Total 0 0 8,000 0 0 8,000 will be very little operating impact from this purchase. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-18 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace the Ditch Mower Tractor Project #: N/A Project Type: Equipment Replacement Useful Life: 15 years Project Description: Replace the tractor used for mowing and maintaining ditches and boulevards around the City. Project Justification: Reduce maintenance and repair costs and improve equipment safety with the replacement of old equipment. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 80,000 80,000 Total 80,000 0 0 0 0 80,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 50,000 50,000 General Fund/Reserves 30,000 30,000 Total 80,000 0 0 0 0 80,000 moactic~tner c:omm Reduce repair and maintenance costs by replacing old equipments and provide better safety to employees using the equipment with improved safety equipment on the equipment. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-19 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replacement of Mid-Size Tractor/Loader 'Project #: N/A Project Type: Equipment Replacement Useful Life: 20 years the City's mid-size tractor loader. Project Justification: ~ Reduce repair and maintenance cost by replacing an old mid-size tractor loader, which has exceeded its useful life. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 65,000 65,000 Total 65,000 0 0 0 0 65,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 65,000 65,000 Total 65,000 0 0 0 0 65,000 a new mid-size tractor loaders should reduce repair maintenance costs in the future. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-20 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Air Compressor Replacement Project #: N/A Project Type: Equipment Replacement Useful Life: 10 years Replace the streets and alley activities large air compressor. Project Justification: Provide staff with well operating equipment to complete needed tasks. Expenditures 200.9_ 2010 2011 2012 2013 Total General Fund/Streets 20,000 20,000 Total 0 20,000 0 0 0 20,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 20,000 20,000 Total 0 20,000 0 0 0 20,000 Operational Impact/Other Comments: Reduce staff down time due to equipmei Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-21 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 ,Project Name: Truck Replacement Project #: N/A Project Type: Equipment Replacement Useful Life: 7 years assigned to the street and alley activities. ;educe repair maintenance cost on City vehicles and reduce staff down me due to equipment repairs. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 75,000 60,000 135,000 Total 0 0 75,000 60,000 0 135,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 50,000 60,000 110,000 General Fund/Reserves 25,000 25,000 Total 0 0 75,000 60,000 0 135,000 Uperationai impacvUtner comments: ~ Reduce repair maintenance cost on City vehicles and reduce staff down time due to equipment repairs. The replacement of trucks in 2011 includes a one-ton truck and spick-up truck. For 2012 another one-ton truck will be replaced. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-22 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Bucket Truck Project #: N/A Project Type: Equipment Replacement Useful Life: 10 years Replace the street department's bucket truck. Project Justification: ~ Reduce repair maintenance costs, reduce down time of staff due to equipment repaired and improve equipment safety. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 100,000 100,000 Total 0 0 100,000 0 0 100,000 Revenues 20_09 2010 2011 2012 2013 Total General Fund/Property Taxes 50,000 50,000 General Fund/Reserves 50,000 50,000 Total 0 0 100,000 0 0 100,000 Operational Impact/Other Comments: ~ Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-23 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Blacktop Paver Project #: N/A Project Type: Equipment Replacement Useful Life: 15 years rro~ect uescription: ~ Replace the City's blacktop paving machine. ect Justification: Reduce repair maintenance costs, reduce down time of staff due to equipment being repaired and improve equipment safety. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 75,000 75,000 Total 0 0 75,000 0 0 75,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 37,500 37,500 General Fund/Reserves 37,500 37,500 Total 0 0 75,000 0 0 75,000 onal Impact/Other C Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-24 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 ,Project Name: Replace Blacktop Plainer ~~Project #: N/A Project Type: Equipment Replacement Useful Life: 15 years n: ~ departments blacktop plainer. Project Justitlcation: ~ Reduce repair maintenance costs, reduce down time of staff due to equipment being repaired and improve equipment safety. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 20,000 20,000 Total 0 0 20,000 0 0 20,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 20,000 20,000 Total 0 0 20,000 0 0 20,000 Uperationai impactiytner comments: ~ Reduce repair maintenance costs and reduce staff down time due to equ being repaired. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-25 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Router Project #: N/A Project Type: Equipment Replacement Useful Life: 15 years Project Description: Replace the streets departm Project Justitication: ~ Reduce repair maintenance costs, reduce down time of staff due to equipment being repaired and improve equipment safety. Expenditures 2_009 2010 2011 2012 2013 Total General Fund/Streets 20,000 20,000 Total 0 0 20,000 0 0 20,000 Revenues 20,000 20,000 2009 2010 2011 2012 2013 Total General Fund/Property Taxes Total 0 0 20,000 0 0 20,000 Operational Impact/Other Comments: ~ Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-26 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Concrete saw Project #: N/A Project Type: Equipment Replacement Useful Life: 15 years 'N` ~ street departments concrete saw. Reduce repair maintenance costs, reduce down time of staff due to equipment being repaired and improve equipment safety. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 15,000 15,000 Total 0 0 0 15,000 0 15,000 Revenues- 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 15,000 15,000 Total 0 0 0 15,000 0 15,000 Operational Impact/Other Comments: ~ Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-27 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Backhoe Project #: N/A Project Type: Equipment Replacement Useful Life: 20 years Replace the City's backhoe. rro~ect ~ustirication: ~ Reduce repair maintenance costs, reduce down time of staff due to equipm repaired and improve equipment safety. It may also be more fuel efficient. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 80,000 80,000 Total 0 0 0 80,000 0 80,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 80,000 80,000 Total 0 0 0 80,000 0 80,000 Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. It may also reduce fuel costs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-28 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Plow Trucks Project #: N/A Project Type: Equipment Replacement Useful Life: 20 years ect uescription: ace large City plow trucks. Reduce repair maintenance costs, reduce down time of staff due to equipment being repaired and improve equipment safety. It may also be more fuel efficient. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 185,000 185,000 Total 0 0 0 0 185,000 185,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 185,000 185,000 Total 0 0 0 0 185,000 185,000 er Comments: Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. It may also reduce fuel costs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-29 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Hook Dump truck Replacement Project #: N/A Project Type: Equipment Replacement Useful Life: 15 years hook dump truck used by the streets ect Justification: Replace old worn out equipment should reduce repair maintenance costs and staff down time due to equipment being out of service. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 118,750 118,750 General Fund/Snow & Ice 118,750 118,750 Total 0 237,500 0 0 0 237,500 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 102,500 102,500 General Fund/Reserves 135,000 135,000 Total 0 237,500 0 0 0 237,500 er Comments: Replace old worn out equipment should reduce repair maintenance costs an staff down time due to equipment being out of service. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-30 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Snow Go Snow Blower Project #: N/A Project Type: Equipment Replacement Useful Life: 10 years ect Description: ~ acement of City's Snow Go snow blower ~ro~ect ~usnrication: ~ Reduce repair maintenance costs, reduce down time of staff due to equipment being repaired and improve equipment safety. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Snow & Ice 120,000 120,000 Total 0 0 120,000 0 0 120,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 60,000 60,000 General Fund/Reserves 60,000 60,000 Total 0 0 120,000 0 0 120,000 Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-31 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Truck Replacement Project #: N/A Project Type: Equipment Replacement Useful Life: 7 years ect yescription: ~ ace City's trucks assigned to the parks department. Project Justification: ~ Reduce repair maintenance cost on City trucks and reduce staff down time due to equipment repairs. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 42,000 42,000 25,000 109,000 Total 42,000 42,000 25,000 0 0 109,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 42,000 42,000 25,000 109,000 Total 42,000 42,000 25,000 0 0 109,000 er c;omm Reduce repair maintenance costs and staff down time due to equipment repairs. The trucks budget for replacement in 2009 and 2010 are one-ton trucks and the truck budgeted for replacement in 2011 is a three quarter-ton truck. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-32 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 ,Project Name: Replace A-300 Bobcat Project #: N/A Project Type: Equipment Replacement Useful Life: 10 years place the parks department's A-300 bobcat. ect Justification: ~ uce repair maintenance costs and staff down time due to equipment repairs. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 48,000 48,000 Total 48,000 0 0 0 0 48,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 48,000 48,000 Total 48,000 0 0 0 0 48,000 her Comments: uce repair maintenance costs and staff down time due to equipment repairs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-33 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replacement of Mowers Project #: N/A Project Type: Equipment Replacement Useful Life: 10 years :npnon: ~ mowers in the parks department. ect ~usntication: ~ uce repair maintenance costs and staff down time due to equipment Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 40,000 40,000 42,000 40,000 162,000 Total 40,000 40,000 42,000 40,000 0 162,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 40,000 40,000 42,000 40,000 162,000 Total 40,000 40,000 42,000 40,000 0 162,000 Operational Impact/Other Comments: ~ Reduce repair maintenance costs and staff down time due to equipment repairs. The mowers scheduled for replacement in 2009, 2010, and 2011 are 72" 4X4 mowers and the one in 2012 is a 455 mower. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-34 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace NSP Ball Field Concession Stand Roof Project #: N/A Project Type: Building Improvement Useful Life: 30 years the roof of the concession stand at the Project Justification: ~ To prevent rain and snow melts from leaking into the concession stand. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 10,000 10,000 Total 10,000 0 0 0 0 10,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 10,000 10,000 Total 10,000 0 0 0 0 10,000 r Comments: replacement of the roof should have no operational budget impact in Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-35 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Sunset Ponds Park Development Project #: N/A Project Type: Park Improvement Useful Life: 20 years ect Description: ~ ~lopment of a neighborhood park including Project Justification: ~ Give children in the Sunset Ponds neigh area and playground equipment. a safe place to play. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 10,000 10,000 Total 10,000 0 0 0 0 10,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 10,000 10,000 Total 10,000 0 0 0 0 10,000 e future impacts of developing a park would be future maintenance on playground uipment and play areas. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-36 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Ellison Park Improvements Project #: N/A Project Type: Building Improvements Useful Life: 25 years Project Description: ~ Replace the walkway and lighting to the park shelter and reconstruct the bathrooms to make them ADA accessible. Walkway construction will include construction of a retaining wall. oject Justitication: ~ prove the appearance and prevent moisture from getting into the park shelter. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 20,000 20,000 Total 20,000 0 0 0 0 20,000 Revenues 2009 2010 2011 2012 2013 Total General Fund Property Taxes 20,000 20,000 Total 20,000 0 0 0 0 20,000 perationai impact~Utner comments: ~ nce completed there should be no on going operational budget impacts. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-37 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Hillcrest Park Patio/Irrigation Improvements Project #: N/A Project Type: Park Improvements Useful Life: 25 years a patio area and install a lawn irrigation system in Hillcrest Park. ect Justification: o improve uses and looks of Hillcrest Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 15,000 15,000 Total 15,000 0 0 0 0 15,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 15,000 15,000 Total 15,000 0 0 0 0 15,000 mpactlOther Comments: The irrigation system should require the grass to need mowing on a regular basis and both the patio and irrigation system will require maintenance in the future. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-38 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Utility Mule/Small Truck Replacement/Purchase Project #: N/A Project Type: Equipment Replacement/Purchase Useful Life: 7 years current utility ATV (utility mule) and purchase a second utility ect Justitication: ~ ace repair maintenance cost and reduce staff down time due to equipment re provide a second utility mule to increase efficiencies. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 30,000 30,000 Total 0 30,000 0 0 0 30,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 30,000 30,000 Total 0 30,000 0 0 0 30,000 mpact/Other Comments: Reduce repair maintenance cost and reduce staff down time due to equipment repairs and provide a second utility mule to increase efficiencies. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-39 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Hunters Crossing Park Development Project #: N/A Project Type: Park Improvement Useful Life: 20 years ect Description: ~ ~lopment of a neighborhood park including play areas and playground equipment. on: h usable park areas for families. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 60,000 60,000 Total 0 60,000 0 0 0 60,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 60,000 60,000 Total 0 60,000 0 0 0 60,000 Operational Impact/Other Comments: ~ The future impacts of developing a park would be the future maintenance of playgrou equipment and play areas including mowing play areas. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-40 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Featherstone Park Development Project #: N/A 'Project Type: Park Improvement Useful Life: 20 years ~cription: ~ nt of a neighborhood park including play areas and playground equipment. r~ro~ect ~usnncauon: ~ Establish usable park areas for fam Expenditures 20.09 2010 2011 2012 2013 Total General Fund/Parks 60,000 60,000 Total 0 0 60,000 0 0 60,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 60,000 60,000 Total 0 0 60,000 0 0 60,000 moact/Other Comments: The future impacts of developing a park would be the future maintenance of playground equipment and play areas including mowing play areas. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-41 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Construct a Band Shell at Pioneer Park Project #: N/A Project Type: Park Improvement Useful Life: 50 years Project Description: ~ Construct a band shell in Pioneer Park. Provide a community gathering place where music and other entertainment made be preformed during the summer months Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 50,000 50,000 Total 0 50,000 0 0 0 50,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 50,000 50,000 Total 0 50,000 0 0 0 50,000 Operational Impact/Other Comments: ~ Once constructed there will be regular maintenance required to preserve shell for a long useful life. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-42 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Playground Equipment Replacement Project #: N/A Project Type: Equipment Replacement Useful Life: 25 years old worn playground equ Provide safe playground equipment by replacing old worn equipment. Expenditures 2009 _ 2010 2011 2012 2013 Total General Fund/Parks 50,000 55,000 50,000 155,000 Total 0 50,000 0 55,000 50,000 155,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 50,000 55,000 50,000 155,000 Total 0 50,000 0 55,000 50,000 155,000 onal ImpactlOther Comments: Replacing old recreation equipment may reduce maintenance costs, but will provide safe equipment for children to play on. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-43 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Brush Chipper Project #: N/A Project Type: Equipment Replacement Useful Life: 15 years on: Replacement of City's brush chipper Project JustiticaUOn: ~ Reduce repair maintenance costs, reduce down time of staff due to equipment being repaired and improve equipment safety. Expenditures 2009 _ 2010 2011 2012 2013 Total General Fund/Parks 20,000 20,000 Total 0 20,000 0 0 0 20,000 Revenues _2009 2010 2011 2012 2013 Total General Fund/Property Taxes 20,000 20,000 Total 0 20,000 0 0 0 20,000 r Comments: uce repair maintenance costs and reduce staff down time due to equipment being repaired. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-44 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Purchase Bobcat Tool Cat Project #: N/A Project Type: Equipment Replacement Useful Life: 15 years Project Description: ~ Purchase a ATV utility vehicle for maintenance in the parks. ncanon: ~ maintenance efficiencies and safety. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 48,000 48,000 Total 0 0 48,000 0 0 48,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 48,000 48,000 Total 0 0 48,000 0 0 48,000 onal Impact/Other Comments: ~ :quipment is used repair maintenance costs will increase as will fuel usage. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-45 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Monti Hill Park Development Project #: N/A Project Type: Park Improvement Useful Life: 20 years As the City grows develop a park in the new area for neighborhood children to play, including play areas and playground equipment. roject Justification: stablish usable park areas Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 65,000 65,000 Total 0 0 65,000 0 0 65,000 Revenues 2009 _ 2010 2011 2012 2013 Total General Fund/Property Taxes 65,000 65,000 Total 0 0 65,000 0 0 65,000 gyrational Impact/Other Comments: ~ future impacts of developing a park would be the future maintenance of playground ipment and staff time to mow play areas. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-46 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Cushman Truckster Project #: N/A Project Type: Equipment Replacement Useful Life: 15 years ect uescription: ~ ace parks' department Cushman truckster (utility ATV). Nro~ect ~usnticauon: ~ Reduce repair maintenance costs, reduce down time of staff due to equipment being repaired and improve equipment safety. It may also be more fuel efficient. Expenditures 2009_ 2010 2011 2012 2013 Total General Fund/Parks 25,000 25,000 Total 0 0 25,000 0 0 25,000 Revenues 2009_ 2010 2011 2012 2013 Total General Fund/Property Taxes 25,000 25,000 Total 0 0 25,000 0 0 25,000 maact/Other Comments: Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. It may also reduce fuel costs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-47 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Tractor Project #: N/A Project Type: Equipment Replacement Useful Life: 20 years )escription: ~ tractor used by parks department to help maintain City parks. rro~ect ~ustiticauon: ~ Reduce repair maintenance costs, reduce down time of staff due to equipment repaired and improve equipment safety. It may also be more fuel efficient. Expenditures 2009__ 2010 2011 2012 2013 Total General Fund/Parks 50,000 35,000 85,000 Total 0 0 0 50,000 35,000 85,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 50,000 35,000 85,000 Total 0 0 0 50,000 35,000 85,000 Operational ImpactlOther Comments: ~ Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. It may also reduce fuel costs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-48 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Loader Project #: N/A Project Type: Equipment Replacement Useful Life: 20 years ect Description: ~ ace the loader for parks department. Project Justification: ~ Reduce repair maintenance costs, reduce down time of staff due to equipment being repaired and improve equipment safety. It may also be more fuel efficient. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 90,000 90,000 Total 0 0 0 0 90,000 90,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 30,000 30,000 General Fund/Reserves 60,000 60,000 Total 0 0 0 0 90,000 90,000 maact/Other Comm Reduce repair maintenance costs and reduce staff down time due to equipment being repaired. It may also reduce fuel costs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-49 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Pathway Construction Project #: N/A Project Type: Park Improvement Useful Life: 30 years Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parks 100,000 100,000 500,000 100,000 800,000 Total 100,000 100,000 0 500,000 100,000 800,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 100,000 100,000 100,000 100,000 400,000 General Fund/Reserves 400,000 400,000 Total 100,000 100,000 0 500,000 100,000 800,000 Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-50 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Bertram Lakes Property Acquisition Project #: N/A Project Type: Park Improvement Useful Life: 100 years Purchase the 1200 acre Bertram Chain of Lakes from the Y.M.C.A. along with Wright County and possible the State of Minnesota. The City share will be funded by the County with the City paying the County it's share over time. Project Justification: ~ Develop a large regional park to help provided needed park space and attract new residential and commercial development within the area and preserve the natural area around the lakes. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 475,000 475,000 475,000 475,000 475,000 2,375,000 Total 475,000 475,000 475,000 475,000 475,000 2,375,000 Revenues 2009 2010 2011 2012 2013 Total Park & Pathway Dedication Fund 475,000 200,000 675,000 Consolidated Bond Fund 275,000 475,000 475,000 1,225,000 Unspecified Funding Source 475,000 475,000 Total 475,000 475,000 475,000 475,000 475,000 2,375,000 Operational Impact/Other Comments: ~ A future funding source would need to be found because this purchase wou exhaust City reserves. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-51 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Storm Water Pond Restoration Project #: N/A Project Type: Storm Water Improvement Useful Life: 50 years Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 20,000 20,000 20,000 20,000 20,000 100,000 Total 20,000 20,000 20,000 20,000 20,000 100,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 20,000 20,000 20,000 20,000 20,000 100,000 Total 20,000 20,000 20,000 20,000 20,000 100,000 Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-52 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Office Expansion Project #: N/A Project Type: Building Improvement Useful Life: 30 years ect Description: ~ end and improve Community Center office space. oject Justification: ~ e current office space for the Community Center is too small and requires some share offices and provides no privacy for staff or for meetings. Expenditures 2009 2010 2011 2012 2013 Total Community Center 20,000 20,000 Total 20,000 0 0 0 0 20,000 Revenues 2009 2010 2011 2012 2013 Total Community Center Revenues 20,000 20,000 Total 20,000 0 0 0 0 20,000 Operational ImpactlOther Comments: ~ Once completed the new area will require the purchase of some office furniture and equipment. The expanded area will also require regular cleaning by staff. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-53 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Community Center Carpet Project #: N/A Project Type: Building Improvements Useful Life: 10 years Project Description: ~ Add or replace carpet in the various meeting rooms or in carpeted areas Community Center. Project Justitication: ~ To make the meeting rooms of the Community Center more attractive for room rentals and replace old worn carpet. Expenditures 2009 2010 2011 2012 2013 Total Community Center 10,000 10,000 10,000 10,000 10,000 50,000 Total 10,000 10,000 10,000 10,000 10,000 50,000 Revenues 2009 2010 2011 2012 2013 Total Community Center Revenues 10,000 10,000 10,000 10,000 10,000 50,000 Total 10,000 10,000 10,000 10,000 10,000 50,000 Comments: Future operating impact will be minimal since Community Center staff already maintain carpet in some areas of the facility and areas without carpet require mopping and other maintenance. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-54 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Energy Management Upgrades Project #: N/A Project Type: Building Improvements Useful Life: 25 years ect Description: ding lighting, gas usage Review and update/improve energy using, within the Community Center. Project Justification: ~ Reduce energy cost of operating the munity Center. Expenditures 2009 2010 2011 2012 2013 Total Community Center 10,000 10,000 10,000 10,000 10,000 50,000 Total 10,000 10,000 10,000 10,000 10,000 50,000 Revenues 2009 2010 2011 2012 2013 Total Community Center Revenues 10,000 10,000 10,000 10,000 10,000 50,000 Total 10,000 10,000 10,000 10,000 10,000 50,000 mpact/Other Gomm reduce future energy costs of operating the Community Center Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-55 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Outside Acid Container Shed Construction Project #: N/A Project Type: Building Improvement Useful Life: 25 years nstruct a shed to n acid outside munity Center Facility. Project Justific~ Improve storage of acid storage ou mmunity Center Expenditures 2009 2010 2011 2012 2013 Total Community Center 10,000 10,000 Total 10,000 0 0 0 0 10,000 Revenues 2009 2010 2011 2012 2013 Total Community Center Revenue 10,000 10,000 Total 10,000 0 0 0 0 10,000 Operational Impact/Other Comments: ~ The storage shed will have some maintenance cost periodically in the future. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-56 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Install Electronic Reader Board Project #: N/A Project Type: Improvement Useful Life: 20 years an electronic reader (message) board (sign) on the Liquor Store sign to ise City events, activities, and important meetings. -ject Justification: ~ rease participation in City events and activities, which would increase revenues these events and activities. Plus increase citizen involvement in important City meetings. Expenditures 2009 2010 2011 2012 2013 Total Community Center 20,000 20,000 Total 20,000 0 0 0 0 20,000 Revenues 2009 2010 2011 2012 2013 Total Community Center Revenues 20,000 20,000 Total 20,000 0 0 0 0 20,000 Est of electricity to operated the electronic reader board and some minor staff time input or change the messages on the board. Operating Budget Impact 2009 2010 2011 2012 2013 Community Center/Administration 150 150 150 150 150 Total 150 150 150 150 150 F-57 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 'Project Name: Recreation Area Building Addition Project #: N/A Project Type: Building Improvement Useful Life: 50 years ascription: ~ an addition onto the Community Project Justification: ~ Increase recreational opportunities of the Community Center. r for increased recreational memberships and other revenues Expenditures. 2009 2010 2011 2012 2013 Total Community Center 250,000 250,000 Total 0 250,000 0 0 0 250,000 Revenues 2009 2010 2011 2012 2013 Total Community Center/Revenues 250,000 250,000 Total 0 250,000 0 0 0 250,000 nal Impact/Other Comments: Would increase building areas to be maintained-and increase energy costs by having additional area to heat, cool and light. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-58 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Pool Toy Purchase Project #: N/A Project Type: Equipment Purchase Useful Life: 10 years Project Description: ~ Purchase a large pool toy which children swim and play with in the Community swimming pool. Project Justification: ~ Increase pool usage and memberships of the Community Center. Expenditures 2009 2010 2011 2012 2013 Total Community Center 30,000 30,000 Total 0 30,000 0 0 0 30,000 Revenues 2009 2010 2011 2012 2013 Total Community Center Revenues 30,000 30,000 Total 0 30,000 0 0 0 30,000 Operational Impact/Other Comments: ~ Operating cost will be minimal maintenance costs of the toy. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-59 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Dehumidification System Project #: N/A Project Type: Equipment Replacement Useful Life: 25 years ace the Community Center's dehumidification system. ect Justitlcation: ~ uce repair maintenance costs and energy costs by replacing system with a more efficient system. Expenditures 2009 2010 2011 2012 2013 Total Community Center 100,000 100,000 Total 0 0 100,000 0 0 100,000 Revenues 2009 2010 2011 2012 2013 Total Community Center Revenues 100,000 100,000 Total 0 0 100,000 0 0 1.00,000 ational ImpactlOther Comments: ce repair maintenance and energy costs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-60 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Gym Floor Project #: N/A Project Type: Building Improvement Useful Life: 25 years place Community Center gym floor Project Justification: ~ _ Reduce maintenance of old worn gym floor and keep it usable for gym Expenditures 2009 2010 2011 2012 2013 Total Community Center 40,000 40,000 Total 0 0 0 40,000 0 40,000 Revenues 2009 2010 2011 2012 2013 Total Community Center Revenues 40,000 40,000 Total 0 0 0 40,000 0 40,000 mments: Reduce maintenance costs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-61 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Community Signs Project #: N/A Project Type: Infrastructure Improvements Useful Life: 25 years ct Description: ~ I signs welcoming and identifying where the City limits begin and services and businesses are available. mote and attract people and businesses to the City Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 30,000 30,000 60,000 Total 0 30,000 30,000 0 0 60,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 30,000 30,000 60,000 Total 0 30,000 30,000 0 0 60,000 rational Impact/Other comments: ~ areas around the signs will need to be mowed and maintained, but the signs selves will require very low maintenance. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-62 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: School Boulevard Improvements Project #: N/A Project Type: Street Improvements Useful Life: 30 years Project Description: I Improve vehicle and pedestrian traffic flows on School Boulevard through impro~ signage, lane restriping, addition of turn lanes and pathways along the roadway. Project Justiticanon: I Improve traffic flows and safety of vehicles and pedestrians. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 300,000 300,000 Total 300,000 0 0 0 0 300,000 Revenues 2009 2010 2011 2012 2013 Total Consolidated Bond Fund 300,000 300,000 Total 300,000 0 0 0 0 300,000 mpactlOther Comments: ~ increased from additional pathway m Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-63 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: School Boulevard & Cedar Street Intersection Improvements Project #: N/A Project Type: Street Improvement Useful Life: 30 years Improve traffic flow and safety at the intersection of School Boulevard and Street through the construction of around-about, or traffic signals. Project Justification: ~ Improve safety and traffic flows in the area. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 500,000 500,000 Total 500,000 0 0 0 0 500,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 250,000 250,000 Special Assessments 250,000 250,000 Total 500,000 0 0 0 0 500,000 perational Impact/other comments: ~ ature operational costs will depend on the type of improvements constructed at is intersection. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-64 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Walnut Street Crosswalk & Boulevard Improvements Project #: N/A Project Type: Street Improvements Useful Life: 20 years ect Description: I lace worn brick and asphalt crosswalks and detiriated boulevard areas along Walnut Street. Project Justification: ~ Improve pedestrian safety in the area. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Streets 10,000 10,000 Total 10,000 0 0 0 0 10,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 10,000 10,000 Total 10,000 0 0 0 0 10,000 Operational impactwtner t,.vrnme~na. ~ Regular maintenance including stripping and cleaning of brick and asphalt areas. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-65 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Fallon Avenue Resurfacing Project #: N/A Project Type: Street Improvement Useful Life: 25 years Resurface Fallon Avenue from Chelsea Road to ~oject Justification: ~ ake the road more drivable and attractive to development m the area. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 150,000 150,000 Total 150,000 0 0 0 0 150,000 Revenues 2009 2010 2011 2012 2013 Total 150,000 150,000 State Aid Total 150,000 0 0 0 0 150,000 Operational Impact/Other Comments: ~ Reduce maintenance cost by resufacing roadway, there by reducing the amount of time spent by public works and amount of material used to patch the road surface. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-66 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Parking Lot Reconstruction Project #: N/A Project Type: Infrastructure Improvement Useful Life: 25 years Project yescnption: ~ Resurface City operated parking lots. ect Justification: ~ ~ide adequate parking for visitors to the City's downtown areas. Expenditures 2009 2010 2011 2012 2013 Total General Fund/Parking Lots 40,000 70,000 110,000 Total 40,000 70,000 0 0 0 110,000 Revenues 2009 2010 2011 2012 2013 Total General Fund/Property Taxes 40,000 70,000 110,000 Total 40,000 70,000 0 0 0 110,000 rational Impact/Other Comments: ~ -time the parking lots will need some patching, seal coating, restriping, but should be minimal compared to current maintenance levels. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-67 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Battery Backup Systems for Traffic Signals Project #: N/A Project Type: Street Improvements Useful Life: 25 years battery backup systems to the busy traffic areas of the City. n: signals along Highway 25 and Improve and maintain traffic flows when power outages occur in the area. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 20,000 20,000 20,000 20,000 20,000 100,000 Total 20,000 20,000 20,000 20,000 20,000 100,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 20,000 20,000 20,000 20,000 20,000 100,000 Total 20,000 20,000 20,000 20,000 20,000 100,000 omments: Systems will require testing and regular maintenance. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-68 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Street Reconstruction Program -Area 4A Project #: N/A Project Type: Street Reconstruction Useful Life: 30 years Project Description: Reconstruct West River Street from Chestnut to TH 25 and the surrounding side streets of Elm, Front, LinnLocust, Maple, Minnesota, Vine, and Walnut Streets. The project will include replacing curb, streets, storm sewer and water mains. Sanitary sewer improvements include rerouting the Chesnut lift station, forcemain and replacing the park lift station pumps. The project will include adding sidewalk along River Street. Project Justification: ~ Replace old worn streets which should reduce street maintenance costs and provide better drivable streets, which are also easier to remove snow from in winter months. Also improve pedestrian safety. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 1,799,500 87,250 1,886,750 Total 0 1,799,500 87,250 0 0 1,886,750 Revenues 2009 2010 2011 2012 2013 Total Storm Sewer Access Fund 125,000 125,000 Water Access Fund 329,000 329,000 Sanitary Sewer Access Fund 200,000 200,000 Street Reconstruction Fund 87,250 87,250 Bond Funds-Special Assessments 605,500 605,500 State Aid 540,000 540,000 Total 0 1,799,500 87,250 0 0 1,886,750 Operational ImpactlOther Comments: ~ Reconstructing streets should reduce street maintenance costs for patching material. However these streets will need to be seal coated in the future to help maintain them as long as possible. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-69 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Street Reconstruction Program -Area 4B Project #: N/A Project Type: Street Reconstruction Useful Life: 30 years Project Description: Reconstruct East River Street from TH 25 to Washington and the surrounding side streets of Cedar, Hennepin, New, Palm, Ramsey, Washington, and Wright Streets. The Project will include replacing curbs, streets, torm sewer, watermain, and some sanitary sewer mainsAdd sidewalks along River Street and resurface the parking lots of Eastridpe and Ellison Parks. Project Justification: ~ Replace old worn streets which should reduce street maintenance costs and provide better drivable streets, which are also easier to remove snow from in winter months. Improve pedestrian safety. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 1,975,000 125,000 2,100,000 Total 0 0 1,975,000 125,000 0 2,100,000 Revenues 2009 2010 2011 2012 2013 Total Street State Aid 600,000 600,000 Storm Sewer Access Fund 150,000 150,000 Water Access Fund 225,000 125,000 350,000 Sanitary Sewer Access Fund 300,000 300,000 Street Reconstruction Fund 318,500 318,500 Bond Funds-Special Assessments 381,500 381,500 Total 0 0 1,975,000 125,000 0 2,100,000 Operational Impact/Other Comments: ~ Reconstructing streets should reduce street maintenance costs for patching material. However these streets will need to be seal coated in the future to help maintain them as long as possible. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-70 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: 7th Street Construction Project #: N/A Project Type: Street Improvement Useful Life: 25 years Description: Extension of 7th Street from Minnesota to Elm storm water drainage, and grading. Improve traffic flows in the City of Monticello side of the City to the East side of the City. including water, sewer, providing a connection of the Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 700,000 700,000 Total 0 700,000 0 0 0 700,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 700,000 700,000 Total 0 700,000 0 0 0 700,000 Operational Impact/Other Comments: ~ Will increase the miles of streets maintained and plowed by the public works department. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-71 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Construction of Fallon Avenue Overpass Project #: N/A Project Type: Street Improvement Useful Life: 50 years Construct an overpass (bridge) over 194 connecting north and south Fallon Avenues. Project Justification: Provide better traffic flows from the north and south sided of 194, which will help develop and improve business opportunities on both sides of the freeway. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 6,000,000 6,000,000 Total 0 6,000,000 0 0 0 6,000,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 6,000,000 6,000,000 Total 0 6,000,000 0 0 0 6,000,000 rational Impact/Other Comments: ~ overpass would require regular maintenance. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-72 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Street Reconstruction Program -Area 5 Project #: N/A Project Type: Street Reconstruction Useful Life: 30 years Project Description: ~ Reconstruct the streets in the southeast section of the downtown business area. This includes 3rd, 4th, Cedar, Palm, New, Wright, Ramsey, Hennepin, and Washington Streets between Broadway to either Pine, 4th or 7th Streets. The improvements will include curb and gutter replacement and storm sewer, and sanitary sewer replacement. Project Justification: ~ Replace old worn streets which should reduce street maintenance costs and provide better drivable streets, which are also easier to remove snow from in winter months. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 3,420,000 180,000 3,600,000 Total 0 0 0 3,420,000 180,000 3,600,000 Revenues 2009 _ 2010 2011 2012 2013 Total Street State Aid 600,000 600,000 Storm Sewer Access Fund 200,000 200,000 Water Access Fund 350,000 350,000 Sanitary Sewer Access Fund 400,000 400,000 Street Reconstruction Fund 544,600 180,000 724,600 Bond Funds-Special Assessments 1,325,400 1,325,400 Total 0 0 0 3,420,000 180,000 3,600,000 Uperationai impacvutner comments: I Reconstructing streets should reduce street maintenance costs for patching material. However these streets will need to be seal coated in the future to help maintain them as long as possible. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-73 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Street Reconstruction Program -Area 6 Project #: N/A Project Type: Street Reconstruction Useful Life: 30 years Project Description• ~ Reconstruct an area of neighborhood streets including Balboul, Nicholas, and Crocus Circles, Crocus and Hedman Lanes, Marvin Elwood and Prairie Roads, and West River Street. Improvements include curb repairs and street reclamation, storm sewer extension on Prairie Road and sanitary sewer and watermain extension on West River Street Project Justification: ~ Replace old worn streets which should reduce street maintenance costs and provide better drivable streets, which are also easier to remove snow from in winter months. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 1,724,720 1,724,720 Total 0 0 0 0 1,724,720 1,724,720 Revenues 2009 2010 2011 2012 2013 Total Storm Sewer Access Fund 166,030 166,030 Water Access Fund 48,920 48,920 Sanitary Sewer Access Fund 51,140 51,140 Street Reconstruction Fund 705,158 705,158 Bond Funds-Special Assessments 753,472 753,472 Total 0 0 0 0 1,724,720 1,724,720 operational impactivtner ~.vmrne~n~. ~ Reconstructing streets should reduce street maintenance costs for patching material. However these streets will need to be seal coated in the future to help maintain them as long as possible. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-74 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Industrial Land Purchase Project #: N/A Project Type: Land Purchase For Resale Useful Life: 5 years eject Description: rchase indusrial land. Project Justification: ~ Purchase industrial land and resell it at market rate or at a discount to encourage and help industrial development within the City to wide the tax base. Expenditures 2009 _ 2010 2011 2012 2013 Total Economic Development Fund 601,000 7,000,000 7,601,000 Total 0 601,000 0 0 7,000,000 7,601,000 Revenues 2009 2010 2011 2012 2013 Total Economic Development Fund 601,000 7,000,000 7,601,000 Total 0 601,000 0 0 7,000,000 7,601,000 Operational ImpactlOther Comments: ~ Once purchased the only cost would be to market the land for resale. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-75 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Street Reconstruction Program -Area 7B Project #: N/A Project Type: Street Reconstruction Useful Life: 20 years Project uescnption: ~ Improve the neighborhood streets of Eastwood and Shady Oak Circles, Eastwood Lane, Briar Oaks Boulevard, Briar, Oakview and Meadow Oak Courts, Hawthorne Place North and South, Endicott Trail, and Oak Ridge Drive. Improvements include a street mill and overlay Project Justification: ~ Replace old worn streets which should reduce street maintenance costs and provide better drivable streets, which are also easier to remove snow from in winter months. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 530,734 530,734 Total 0 0 0 0 530,734 530,734 Revenues 2009 2010 2011 2012 2013 Total Street Reconstruction Fund 265,367 265,367 Bond Funds-Special Assessments 265,367 265,367 Total 0 0 0 0 530,734 530,734 er Comments: Reconstructing streets should reduce street maintenance costs for patching material. However these streets will need to be seal coated in the future to help maintain them as long as possible. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-76 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Business Park Monument Sign Construction Project #: N/A Project Type: Infrastructure Improvement Useful Life: 30 years Construct monument signs at the entrance of the City's business park area. Project Justification: ~ Help encourage businesses into the area by providing an attractive business park area. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 20,000 20,000 Total 0 20,000 0 0 0 20,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Fund Source 20,000 20,000 Total 0 20,000 0 0 0 20,000 rational Impact/Other Comments: ~ signs and areas around the signs will need minimal routine maintenance. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-77 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Construct Well #6 Project #: N/A Project Type: Water System Improvement Useful Life: 50 years ct and dri on: justification: ~ the City's water availability and maintain proper water system capacities. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 1,100,000 1,100,000 Total 0 0 0 0 1,100,000 1,100,000 Revenues 2009 2010 2011 2012 2013 Total WaterAccess Fund 1,100,000 1,100,000 Total 0 0 0 0 1,100,000 1,100,000 anonai ~mpact~utner comments: ~ vill become part of the City's water system maintenance schedule and will increased electrical costs for operating the pumps. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-78 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Street Light Improvements Project #: N/A Project Type: Infrastructure Improvements Useful Life: 50 years ect Description: ~ and/or replace street lights around the Project Justification: ~ Improve night time visibility and reduce electrical cost by installing more energy efficient street lights. Expenditures 2009 2010 2011 2012 2013 Total Street Light Improvement Fund 15,000 100,000 75,000 75,000 75,000 340,000 Total 15,000 100,000 75,000 75,000 75,000 340,000 Revenues 2009 2010 2011 2012 2013 Total Electric Franchise Fees 15,000 100,000 75,000 75,000 75,000 340,000 Total 15,000 100,000 75,000 75,000 75,000 340,000 operational impact~~tner comments: ~ This improvement should reduce electric cost when old street lights are replaced with more energy efficient street lights. When street lights are added to an area which currently does not have street light, the area will be more visible at night which could reduce traffic accidents or criminal activity in the area. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-79 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Trunk Highway 25 Improvements Project #: N/A Project Type: Street Improvement Useful Life: 50 years Proiect Description: Construct possible round-a bouts or other road improvements to improve movement on Highway 25 through the downtown area. oject ~ustitication: ~ prove traffic flows in and around the downtown area of Monti Auld help redevelopment of the area. Expenditures 2009 _ 2010 2011 2012 2013 Total Capital Project Fund 4,455,000 4,455,000 Total 0 0 0 0 4,455,000 4,455,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 4,455,000 4,455,000 Total 0 0 0 0 4,455,000 4,455,000 Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-80 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Ball Field Construction Project #: N/A Project Type: Park Improvement Useful Life: 50 years Project uescription: ~ Construct multiple top of the line baseball, softball, and soccer fields at the newly acquired Y.M.C.A. park facility. Construction would include field irrigation systems, fencing, player benches, bleachers, concession stands, bathrooms, playground equipment, and other amenities. Project Justification: ~ Community currently lacks adequate ball field facilities and has a strong need additional ball field facilities. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 300,000 300,000 Total 300,000 0 0 0 0 300,000 Revenues 2009 2010 2011 2012 2013 Total Consolidated Bond Fund 300,000 300,000 0 Total 300,000 0 0 0 0 300,000 mpact/Other Comments: The development and construction of ball fields will have a significant impact on the park maintenance budget. This will include increased employees time for mowing and maintaining the fields to increased electric and supply costs. The ability to rent out the facilities for tournaments will also increase revenues. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-81 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Construct a New Public Works Facility Project #: N/A Project Type: Building Improvements Useful Life: 50 years Construct a new inexpensive facility across from existing public works facility in 2009. Then in 2013 begin construction on new public works facility to house operation in one building and at one site. Nro~ect ~ustitication: ~ To consolidate the public works operation into one facility for more efficient operation and to provide proper storage and space for equipment and material storage in a safe environment. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 250,000 9,000,000 9,250,000 Total 250,000 0 0 0 9,000,000 9,250,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 250,000 9,000,000 9,250,000 Total 250,000 0 0 0 9,000,000 9,250,000 This facility will have little future budgetary impact as while the facility will b larger than the current facilities, it will be more energy efficient and provide additional storage space allowing the City to purchase materials in larger quantities to take advantage of quantities discounts. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-82 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 'Project Name: Public Works Facility Land Acquisition Project #: N/A Project Type: Land Purchase Useful Life: 100 years Purchase 5 to 9 acres of land next to the land pu garage from the Gold Nugget Development. Proiect Justification: e adequate land for the construction of a new public s new public works Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 200,000 200,000 Total 0 200,000 0 0 0 200,000 Revenues 2009 2010 2011 2012 2013 Total General Fund Property Taxes 200,000 200,000 Total 0 200,000 0 0 0 200,000 Land its self will have little to no future operational impact until a facility is constructed on the site. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-83 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Construct a New Fire Station Project #: N/A Project Type: Building Improvement Useful Life: 50 years uescription: ct a new fire ect Justification: o provide adequate and efficient space to house fire fighting vehicles and quipment and training and meeting space for fire fighters. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 3,000,000 3,000,000 Total 0 0 0 0 3,000,000 3,000,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 3,000,000 3,000,000 Total 0 0 0 0 3,000,000 3,000,000 er Comments: This facility will have little future budgetary impact as while the larger than the current facilities, it will be more energy efficient. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-84 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: 95th Street Extension Project #: 2008-19C Project Type: Road Improvements Useful Life: 50 years on: Extend 95th Street along 194 to CSAH 75. (North Frontage Project Justification: ~ Allow residents living between I-94 and County Road 39 better access to all parts of the City and could help development occur in the east part of the City. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 1,000,000 1,000,000 Total 0 0 0 0 1,000,000 1,000,000 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source 1,000,000 1,000,000 Total 0 0 0 0 1,000,000 1,000,000 ona Once constructed the roadway would become part of the City's road maintenance program and snow plowing route. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-85 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Storm Water Lift Station Construction Project #: N/A Project Type: Storm Water Improvement Useful Life: 50 years ect Description: Construct a lift (pumping) station on the south side of the City to remove storm water from holding ponds so they can flow through the City's storm water system and into the Mississippi River. ect Just Improve drainage of storm water in the City and encourage development. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund 1,000,000 1,000,000 Total 1,000,000 0 0 0 0 1,000,000 Revenues 2009 2010 2011 2012 2013 Total Storm Water Access Fund 1,000,000 1,000,000 Total 1,000,000 0 0 0 0 1,000,000 onal Impact/Other Comments: The lift station would require regular maintenance just like existing sanitary sewer lift station of the City now require. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-86 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Storm Water Pond Lining Project #: N/A Project Type: Storm Water Improvement Useful Life: 25 years Project Description: ~ Install a clay liner to existing storm water ponds at Chelsea Road and Fallon Avenue and between 7th Street and I-94. Project Justification: ~ Line ponds to address wellhead protection critria and increase holding capacity in conjunction with Mills Fleet Farm Development. Expenditures 2009_ 2010 2011 2012 2013 Total Capital Project Fund 200,000 200,000 Total 0 200,000 0 0 0 200,000 Revenues 20.09_ 2010 2011 2012 2013 Total Storm Water Access Fund 200,000 200,000 Total 0 200,000 0 0 0 200,000 Operational Impact/Other Comments: ~ Lining storm water ponds should reduce maintenance ponds. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-87 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Pedestrian Crossing Improvements Project #: N/A Project Type: Infrastructure Improvement Useful Life: 30 years project Description: ~ mprove pedestrian crossings across the various Highways and County Roads. ect Ju easy pedestrian traffic for walking, bikes, and rollerblading. Expenditures 2009 2010 2011 2012 2013 Total Capital Project Fund Cost unknown 0 Total 0 0 0 0 0 0 Revenues 2009 2010 2011 2012 2013 Total Unspecified Funding Source Cost unknown 0 Total 0 0 0 0 0 0 Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-88 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 jProject Name: Sewer Camera iProject #: N/A Project Type: Equipment Replacement Useful Life: 10 years Proiect Description: Replace the City's sewer camera, which is used to video the City's sewer system leaks and blockages. Proiect Justification: Reduce sewerage treatment cost by reducing the amount of clean water leaking into the sewer system and being treated at the Waste Water Treatment Plant. Also reduce the chances of having major sewer blockages resulting in sewer backs into residents and/or businesses. Expenditures 2009 2010 2011 2012 2013 Total Sewer Fund 7,000 7,000 Total 7,000 0 0 0 0 7,000 Revenues 2009 2010 2011 2012 2013 Total Sewer Fund/User Fees 7,000 7,000 Total 7,000 0 0 0 0 7,000 operational impactiotner comments: ~ Reduced sewer treatment cost by reducing the amount of clean water at the treatment plant. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-89 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Trunk Sewer Improvements Project #: N/A Project Type: Infrastructure Improvements Useful Life: 50 years ~ro~ect uescription: mprove existing sewer system. Reduce the inflow of clean water into the sanitary sewer system and reduce the chances of sewer back ups by replacing mains that are cracked, leaking, or have tree roots infiltrated into them with new mains. Expenditures 2009 2010 2011 2012 2013 Total Sewer Fund 150,000 150,000 150,000 150,000 150,000 750,000 Total 150,000 150,000 150,000 150,000 150,000 750,000 Revenues 2009 2010 2011 2012 2013 Total Sewer Fund/User Fees 150,000 150,000 150,000 150,000 150,000 750,000 Total 150,000 150,000 150,000 150,000 150,000 750,000 nal Impact/Other Comments: Could reduce cost of operating waste water treatment plant by reducing the flows of clean water, which is being treated at the plant, because it has leaked into the mains through cracks. Could also reduce the risk of sewer back ups by providing clean sewer mains. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-90 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Purchase/Construct a Phosphorous Filter Project #: N/A Project Type: Waste Water Treatment Plant Improvement Useful Life: 50 years Nro~ect uescription: ~ Install a phosphorous filter system at the waste water treatment plant to remove phosphorous from waste water before re-entering the environment. roject Justification: ~ o meet State and Federal guidelines for phosphorous levels for waste water eatment facilities Expenditures 2009 2010 2011 Sewer Fund 2012 2013 Total 1,500,000 1,500,000 Total 0 0 0 0 1,500,000 1,500,000 Revenues 2009 2010 2011 2012 2013 Total Sewer Fund User Fees 250,000 250,000 Sewer Fund Reserves 1,250,000 1,250,000 Total 0 0 0 0 1,500,000 1,500,000 Impact/Other Comments: ~ ntenance and monitoring of filter system. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-91 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Construct SBR Tank #4 Project #: N/A Project Type: Waste Water Treatment Plant Improvement Useful Life: 50 years ect Description: a fourth SBR tank at the Waste Water Treatment roject Justification: ~ o meet flow capacities due to increase waste Expenditures 2009 2010 2011 2012 2013 Total Sewer Fund 1,400,000 1,400,000 Total 0 0 0 1,400,000 0 1,400,000 Revenues 2009 2010 2011 2012 2013 Total Sewer Fund User Fees 250,000 250,000 Sewer Fund Reserves 1,150,000 1,150,000 Total 0 0 0 1,400,000 0 1,400,000 ~tional Impact/Other Comments: ar maintenance of cleaning tank. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-92 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Interceptor Replacement Project #: N/A Project Type: Sanitary Sewer Replacement Useful Life: 50 years Project Description: ~ Replace sanitary sewer interceptor from Hart Boulevard to Waste Treatment Plant. roject Justitication: ~ o increase sewer service and prevent sewer back ups Expenditures 2009 2010 2011 2012 2013 Total Sewer Fund 396,000 396,000 Total 0 0 0 396,000 0 396,000 Revenues 2009 2010 2011 2012 2013 Total Sewer Fund Reserves 396,000 396,000 Total 0 0 0 396,000 0 396,000 O uce sewer problems related to old worn interceptors and increase sewer flows. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-93 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Sludge Tank Construction Project #: N/A Project Type: Waste Water Treatment Plant Improvement Useful Life: 50 years Project Description: Construct a sludge tank to hold sludge until it can be transferred out of the plant. Project Justification: Increase plant capacity and maintain operation within State and Federal requirements. Expenditures 2009 2010 2011 2012 2013 Total Sewer Fund 1,800,000 1,800,000 Total 0 1,800,000 0 0 0 1,800,000 Revenues 2009 2010 2011 2012 2013 Total Sewer Fund Reserves 1,800,000 1,800,000 Total 0 1,800,000 0 0 0 1,800,000 Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-94 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Farm Land Purchase Project #: N/A Project Type: Land Purchase Useful Life: 100 years Purchase additional farm land to spread sludge from the City's Waste Water Treatment Plant as fertilizer. Project Justification: ~ Purchase additional farm land to spread class B sludge as fertilizer of crops a reduce treatment costs and delay other plant upgrades into the future. Expenditures 2009 2010 2011 2012 2013 Total Sewer Fund 1,300,000 1,300,000 Total 0 0 1,300,000 0 0 1,300,000 Revenues 2009 2010 2011 2012 2013 Total Sewer Fund Reserves 1,300,000 1,300,000 Total 0 0 1,300,000 0 0 1,300,000 mpact/Other Comments: Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-95 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace 4X4 Regular Cab Truck Project #: N/A Project Type: Equipment Replacement Useful Life: 7 years ion: ~ truck used by the water and sewer departments rro~ect ~ustitication: ~ Reduce repair maintenance cost on City trucks and reduce staff down time due to equipment repairs. Expenditures 2009 2010 2011 2012 2013 Total Water Fund 10,000 10,000 Sewer Fund 10,000 10,000 Total 0 20,000 0 0 0 20,000 Revenues 2009 2010 2011 2012 2013 Total Water Fund/User Fees 5,000 5,000 Water Fund/Reserves 5,000 5,000 Sewer Fund/User Fees 5,000 5,000 Sewer Fund/Reserves 5,000 5,000 Total 0 20,000 0 0 0 20,000 r Comments: Reduce repair maintenance cost on City trucks and reduce staff down time due to equipment repairs. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-96 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Install SCAD System ,Project #: N/A 'Project Type: Water and Sewer Improvement Useful Life: 25 years ect Description: Install a SCAD system of monitoring all of the City's water and sewer facilities including wells, pump houses, and lift stations electronically. Project Justification: ~ Improved response to system problems which reduce the chances of sewer backups or low water levels of the City's systems. Expenditures 2009 2010 2011 2012 2013 Total Sewer Fund 50,000 50,000 Water Fund 50,000 50,000 Total 0 100,000 0 0 0 100,000 Revenues 2009 2010 2011 2012 2013 Total Sewer Fund Revenues 50,000 50,000 Water Fund Revenues 50,000 50,000 Total 0 100,000 0 0 0 100,000 mpactlVtner c:omm The SCAD system could reduce system operation cost by alerting staff to problems before they become more problematic. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-97 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Existing Water System Improvements Project #: N/A Project Type: Infrastructure Improvements Useful Life: 50 years mprove existing water system. rro~ect ~ustiticauon: ~ Reduce the number of water main brakes and reduce water system related problems which may affect the City's ability to provide clean water to residents and businesses. Expenditures 2009 2010 2011 2012 2013 Total Water Fund 150,000 150,000 150,000 150,000 150,000 750,000 Total 150,000 150,000 150,000 150,000 150,000 750,000 Revenues 2009 2010 2011 2012 2013 Total Water Fund/User Fees 150,000 150,000 150,000 150,000 150,000 750,000 Total 150,000 150,000 150,000 150,000 150,000 750,000 onal Impact/Other Comments: Reduces possible water main breaks and other water problems which could prevent the City from providing clean water to residents and businesses. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-98 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Water Main Extension Project #: N/A Project Type: Water Improvement Useful Life: 50 years ct a 16-inch water main extension from 90th Street to mprove water s n: Expenditures 2009 2010 2011 2012 2013 Total Water Fund 126,000 126,000 Total 0 0 0 0 126,000 126,000 Revenues 2009 2010 2011 2012 2013 Total Water Fund Reserves 126,000 126,000 Total 0 0 0 0 126,000 126,000 Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-99 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Booster Station Upgrade Project #: N/A Project Type: Water System Improvement Useful Life: 50 years ect Description: ~ rade the City's water booster station, which maintains water pressure ,ugh out the system, even on higher elevations of the City. eject Justification: ~ intain proper water pressure through out Expenditures 2009 2010 2011 2012 2013 Total Water Fund 125,000 125,000 Total 0 0 0 0 125,000 125,000 Revenues 2009 2010 2011 2012 2013 Total Water Fund Reserves 125,000 125,000 Total 0 0 0 0 125,000 125,000 Operational Impact/Other Comments: ~ Would require the same maintenance as the City's current booster station. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-100 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Purchase/Replace Liquor Store Display/Shelving Units Project #: N/A Project Type: Store Improvements Useful Life: 50 years on: and/or replace liquor store shelves and display units. project Justification: ~ mprove the looks of the store and make it more attractive to shop and fmd items. Expenditures 2009 2010 2011 2012 2013 Total Liquor Fund 15,000 15,000 Total 15,000 0 0 0 0 15,000 Revenues 2009 2010 2011 2012 2013 Total Liquor Fund Reserves 15,000 15,000 Total 15,000 0 0 0 0 15,000 nal Impact/Other Comments: This purchase should have very little operational impact once purchased. However, having a more attractive store where it is easy to find products may increase sales over time. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-101 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Replace Cash Register System Project #: N/A Project Type: Equipment Replacement Useful Life: 10 years Project Description: Replace the cash register system at the City's municipal liquor store. Project Justification: Improve efficiencies and take advantage of new technology. Expenditures 2009 2010 2011 2012 2013 Total Liquor Fund 22,000 22,000 Total 0 0 22,000 0 0 22,000 Revenues 2009 2010 2011 2012 2013 Total Liquor Fund Revenues 22,000 22,000 Total 0 0 22,000 0 0 22,000 ~perationai impactic~tner comments: I Replacing the cash register system will have little impact on operating costs, but could improve efficiencies of maintaining inventories and reordering of goods. Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-102 CITY OF MONTICELLO Capital Improvement Plan 2009 Thru 2013 Project Name: Project #: Project Type: Useful Life: Expenditures 2009 2010 2011 2012 2013 Total 0 Total 0 0 0 0 0 0 Revenues 2009 2010 2011 2012 2013 Total 0 Total 0 0 0 0 0 0 onal Impact/Other Comments: Operating Budget Impact 2009 2010 2011 2012 2013 Total 0 0 0 0 0 F-103 AGENDA REGULAR MEETING - MONTICELLO CITY COUNCIL Monday Apri113, 2009 - 7 p.m. NOTE: Workshop on CIP (Capital Improvements Program) 5:00 p.m. Mayor: Clint Herbst Council Members: Tom Perrault, Glen Posusta, Brian Stumpf and Susie Wojchouski Call to Order and Pledge of Allegiance. 2. Approve minutes of March 23, 2009 Regular Meeting. Consideration of adding items to the agenda. 4. Citizen comments, petitions, requests and concerns. a. Proclamation on Children's Mental Health Awareness Day and Children's Mental Health Awareness Week. 5. Consent Agenda: A. Consideration of ratifying hires and departures MCC and DMV. B. Consideration of approval of annual liquor licenses renewals. C. Consideration of approving contribution from Tom Perrault to the general fund. D. Consideration of maintaining Human Resources position working hours at 30 per week. E. Consideration of a request for extension of a conditional use permit for amendment to a Planned Unit Development for a retail commercial development at Monticello Travel Center 2nd Addition. Applicant: Dan Mielke. F. Consideration of approving contribution from Friends of the Library for the Parks Department. G. Consideration of approving a resolution authorizing support for LCCMR grant application for 2010 relating to the Bertram Chain of Lakes Park. H. Consideration of upgrading sidewalk to service entrance driveway for the head end building, City Project No. 2006-32C. Consideration of approving contribution from Xcel Energy for Bertram Chain of Lakes Activities Day, June 13, 2009. Agenda Monticello City Council April 13, 2009 Page 2 J. Consideration of approving appointees to the Bertram Chain of Lakes Advisory Council. K. Consideration of establishing cash box for ballfield concessions. 6. Consideration of items removed from the consent agenda for discussion. 7. Department Head Report -Randall Johnsen, Liquor Store Manager. Consideration of appointment of two Council members to serve on the ad hoc committee to review the RFPs for the Zoning Ordinance Update. 9. Review progress on DMV remodeling and consider authorizing installation of expanded service counter. 10. Consideration of citizen appointments to the Fiber Optic Advisory Committee 11. Approve payment of bills for April. 12. Adjourn Closed Session following regular meeting: Discussion of status and topics pertaining to TDS Lawsuit • ~' x r 0 a~ ~ r /-~ a a ~ ~ R N O qq ~ ~ y c c 0 ~ a ~ o 0 0 ~ ~'„ N o 0 U c ~ M /'1 "~ ~ C d M, O O N h i ~ U ~ U ~o U O ~ U ~ ~ a: oa u e v i w a d .Q '3 U e G C T ~.'. 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N N V' 7 N O .- 0o N ~ '_" F U K N U Y ~ .. O U p o N C. U ¢ ^ 'O ~ O O N Q' r ~ U ~„] U 0. ~' N N 4NJ N ~ ~ o ° °~ R~ ~ ~ ~ ~ R •~ a . p U U OJ U ~ U O C V H ~ O O O O M w s°, °- ~ " ~ a ~ U a, a rn a, ~ 0 3 ~, aooo es ^ H x x F o F - U °~' H ~ ° F' ~, 0 0 0 o F. "" H > >, R ~ ~ x O x ~ id Y E K U ~ X 0 0 0 0 .Y O V . `1 , Y . ~ s ~ o s ~ U ~ ~ o 0 0 o s U ~ m s U U x 1 ~ U .~ U tiC G. U ~ . .. w . . O O 4, P, U U ,l ~ O O ~' ~' N ~ C N M r --~ M r+ N ~ . . O . -. • N ~ ~ ~ ~ ~ 7 O M ~ U D1 ~ ~ 0. ~ ~ r ~ r ~ W W 00 W i i V ~ l~ ~ 00 ~ Q, 0\ D, .. O ~ ~ - O O U D` ~ 0 0 0 O ~ Q, d\ M M M M M ~ , O p " ~ ~ ~ p b M M M M 'p U C o0 00 oC 'C ~ ~ ~ ~ ~ b = N O G .-. .-- .-.. C. ~ ~ , 7 ~ y O F ~ ~ ~ ~ ~ ~ . .Z z Z U7 , . 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U [-~ f/1 U G O U 4 Q .. U °- ~ 3 X II. U := U ^ t U n'~. ~ N yCj ~ 00 00 OG` 00 W 00 00 00 OC 00 00 00 W 00 M ~ l~ ~ 0.. ~ 00 W OQ O O O 00 00 00 00 GO OG 00 00 00 00 O O O O O O O O O O O ~ l N N ~ . -. ~ 7 ~ M M M M M M M M M M M M M .. M M .. ^ ^ M M 7 7 V O O O O M M M M M M M M M M M M M ~ O O\ O ~+ O O .-. .. .--~ .-. 'V ~D ~D ~ _ ~ ~ r r r N N N ~ [ r r r r ~ ~ [~ [~ N N N N N N N N N N n n ~ ~ ~ oo W o0 00 00 . -. U , ~, G N _ _ _ _ _ _ _ ~ a~ N N C U _ U N N N N N M M M M 1 Q ~ t^ l~ 1~ ~ ~ vl l~ t~ t~ c~ l~ l~ l~ t~ t~ l~ ~ Vl ~ ~ V1 V1 V1 Y1 V1 v) ~ M 1 / N N 00 00 ~ l~ l~ l~ [~ t~ l~ l~ [~ l~ N N N N N N N N N r ~ ~J • • a. ti R ~ ~ ~ R w w w w w ^o ~o v -o ~o ~ ~ ~ ~ ~ a p a .n p c c c c c W W W W W U U U U U Q ¢ d N O O 0 0 N O_ N O O O O O O O O O O O O O O O O O O O D\ U O O+ O O O D\ O O a, O O N O O O O N N N N N O O _ _ _ U O' ~~ N N U O O M U C. N ^ N N N ^ N N ^ N N N N N ^ ^ M M M M M M M M M M M M M M N M C M M M M G N ~ 7 7 ~ 7 ~ ~ 7 V 7 V 7 V '7 ? C 7 V V V V ~ ~ 7 7 V 7 ~ V D~ O O C O O' O O O O O C N O O- 0 0 0 7 d' O' O V O O Q' O U V] ~!1 Vl 1~ N N !/~ N ~ U !/~ [~ l~ 01 ~ U O~ N ~--~ --~ O V O O Vl V1 v1 W oC 7 D\ D1 D1 •--~ •-• •-• N 7 [~ N [~ h h U ~ N ~ N D\ O+ [~ 01 D, U V] Vl r Q\ Q\ ,- O~ Q\ D\ •-• •-• •--~ vl M M h Q\ N N Q` U U ' ^ D\ Q\ 0 7 7 U 7 ~ V V V~ 7 7 7 7 7 7 V' V V 7 7 V 0 7 7 7 7 U 7 N O~ O~ N N ~ .-. .-. .-. .-. Q~ Q. O, V'1 in N - ~ ~ N ~ ~ ~ U ~ O~ B U O O V' `: ~ U O --~ ~ U .. . . . ~n ~n O O N O O O O O O O O O V' ~G ~: ~--~ N N N -~ --~ --~ ~D ~--~ ^ ~.: ~O ~O U O O O ~--~ 'V ~-+ N U O ~O 01 ~ O, O+ d\ 01 ~ ~ d, Q\ T D\ ~ ~ D, 01 a, D\ O+ D1 ~ T ~ ~ O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N N N N N O O O O O O O O O O O O O O O O O O O O O O O O ' M ~ \ ~ M` M M M\ M \ M M\ \~'1 M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M O O O O O O O O O O O O O O O O O O O O O O O O v~ ~n ~:. ^ 00 0o O O~ V D\ O N~ O O~ n N 7 D\ O M O O O O O O [~ O l~ oo M M ~? ~? V^ N O V V O M oo O~ M M a, O o0 O O O O O N ~ ~ ~ a ~ ~ ~ V O ~l1 M ~/1 V N O ^ T N [~ 00 D\ O N D1 T D1 01 ~p Vl ~p o0 7 N M M 7 [~ f~ ^ 00 7 V' N l~ ~ 7 Vl ~• V1 N ~O - l~ V ~ V' 00 V' ~ 00 .~ O ~!1 ~ O N ~ W - ^ N 00 N ^ c~i •--~ N V 50 y. 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'. ~ G ~ ~~ ~ o 0 U V} v1 U o rn rn .- .- a y O O M M ~-.~ d ~ ~ V' ~:. .-. ^ « U ^ .--~ y ~ p G M M N N ~ 3 ~ U ~ ` .D U U G 11 N N O ~ N O L ~ v N U ..+ O ~ O ~ U ~ .~ M x ~ C .°' P] ~ U Oa 0] ~ O . O ~ p G iy ca ~ ~ ~ U ~ ~ ~ ~ t C • . ,RC, • • C G D\ 7J U ~ N N 4J CJ d U N V] C/~ W '._. 'd 0 ~ V1 O O R U R U N ~ ~ U_ U_ U_ U ~ U U U_ U_ U_ n - U U 'T. ..., ~ L L ~ L. i. 4. 4. ~ L. t .~ N ~--' W U ~ [.' ~ E"' ~-' 'C L F" i i i ~ ~ ' ~ y '~ i i i i i im N X = R R O a, U • U .X t,' i v i v i v i i v i v J_O , v i v M v i v R N ~ 9 p C U C U ap C d d C R ~ ~ C R O O , N ~ N _ ~, c f c 7 O td tC e .-. CCd crr M U , W W~ N U , U ~ U ~ .. U ~ U N G ~ ~ ~ ~ ~ ~ ~ ~ /-v .,,r . O~ N ~ M N M ~ V , vi ~n ~n 0, ~ Q\ ~ a1 ~ D, 0\ D\ D\ a, a, a\ ~ 7 00 ~n ~ ~ ^ ,_, pp V .~ ^ U V1 O O O O O O O O O O O O O O l M M M M M M ~ V ~ M M M M n D\ M M M M . . M ~ O [~ [~ [~ l~ [~ N [~ ~ h r ~ r 00 M O M Vl ~O V1 Vl V7 Vl O O O O h l~ ~ O 00 00 00 00 00 00 00 00 00 00 OC 00 D, M 00 W W O O O O O O O O 0 0 0 0 V' Q` b `O ~O N N 00 00 O ~ M M M M 0 0 0 O ~ N N V1 V1 ~ C V V ~t V' V ~ ~ C M M M M M M M M M M M M M M ^ ^~ O O O O 0 0 0 O O O O O O O O O O M M = U ~~ O+ Ol 0 00 G `~ N N O O U ~ n h ~~~ U O O O O O O O O O O O O O O~~~ M M o0 00 0 w N U O O N O O O C r-~ w O O R. N • U a G. U d a ~i d :J C y L W d .G 7 7 U Q w C y C a O C C G •V A ~J ~J c z u C w a A C W x U Q M M O O O O O O_ O_ O_ O_ O_ N U 00 00 00 00 00 C M M M M M ~ V V V 7 ~ O O O O O U Vr O~ O O O V] ~.• O~ l~ N v'1 U 7 V 7 V 7 U U O O O O N ~ ~ ~ ~ ~ O C O O O O O O O O N N N N N O O O O O M M \ M M O O O O O 00 O N M M ~/1 M M l~ h ~/1 ~--~ h N N M O --~ C oo ~D l~ N ^' ~ V d' O~ O N E.. ~ M O~ N M N F, x W °~ ~ rn rn -- x U U N O ~ Vl Vl r. 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R R ~ ~' C ~~~ ~ 7 V d• 7 O O O O O O O O O O O O O ', o N ( O 7 I V N I O ON I o O OOi 00+ I N O a r 0o N C O O 0. ~ .~ L7. ti ~ O U N O a U ~ ^ O .Y ~ U ~ c d v ,~ T C O •~ N cC ~ N ~- ~ n-. ~ V~ ry ~ ^ O ~$ pa, v ~ ~ o b^ U 3 y N ~^ O ti O U cC G ~' Oq ~ ti '~ C ro O 00 0 ,~ ~ b ~ .U. ~C V V V (. ~ y G ~ N id 0. N w ~~ x ~ O .N . G ~ q R h 'L ~ ~ N v E 6 O O ~' ~ ° A ~ x 3 ... .. ¢ . _„ .. ~ ~ .. p . ro .. F• w w w • • p 0. 3 a. ~ 0.x. ~ vi 'n O 00, t O aJ oOO O ~ iN. O .~ O O O O G ~ ca ' a S a y ~ ~ ~ ~ ~ ~ ~ o ~ ~ o 0 0 ~ ~ x . y U d U ¢ M m M Q N .~ ~ ... d: U Q w U Q U Q z 2 ii F O 0 O 0 O 0 0 7 ~ 0o co 00 v v v N o w w w ~ O ~ b V b V ~ N •D O O O b ~ = O O q O C M C N '~ N N N ~ ~ T V 7 N N V v ~ 7 ~ ~ O l n 0\ 0\ 0i N N . ~ ~ M ~ O O ~ DD ~ 0 0 0 0 o o a M O O N O ~0... v° N a O P. x U .L: U 5 E 0 U Q N U b0 a ., .~ d u a L N~ W L "~ z V Q A C d R C. 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N V] [~ r o0 00 ^ D1 V1 h ' ' V1 h M~ D\ N ' ' ' ~ h h M M ~ 01 ~ 7 U V d U V V V Vi V 7 C U V [t 7 U V U ~ U V 7 ~ U VJ ~O N ~ ~ U -r N N ~ ~ ~ U U N V~ Vi O ~n -C N N ~ N N ~ O O O O ~ N N N ~ O ~ O ~ v1 v1 ^ ~O U N N U N N U -- ~O ~O ^ U N N N U ^ U ^ U V' V. O~ D, D, 0\ Q, O~ ~ ~ O, ~ ~ ~ ~ ~ ~ D1 D\ O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N Q~ Q~ O~ Q~ O~ O~ O~ O~ O~ O~ O~ O~ O~ C~ O~ O~ O~ O O O O O O O O O O O O O O O O O d' 7 V' V 7 V V~ V 'cF C V V ~ '7 \V <}' O O O O O O O O O O O O O O O O O V'~ O O O O O O O O ~ ^ O O O O ~O v. 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M `° U ~ a~i U V1 Vl V1 V1 V'1 ~ V1 V1 U cC R7 ~ U U O O O O O O O O N y •~ U v1 Vl Vl ~ ~ ~ vl V1 ~ O O w 0 0 a x x ~n U x ~ ~n v o~ a, rn o, rn o, rn ~ ° o ° ° 0 ° ° ° a o o o 0 0 o o M r+ N M M M M M M M U M M M M M M M M O O O O O O O O (y • C7 • Council Minutes: Mazch 23, 2009 MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday March 23, 2009 - 7 p.m. Members Present: Clint Herbst, Tom Perrault, Glen Posusta, Brian Stumpf and Susie Woj chouski 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 March 9.2009 Budget Workshop SUSIE WOJCHOUSKI MOVED TO APPROVE THE MINUTES OF THE MARCH 9, 2009 BUDGET WORKSHOP. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 2B. Approve minutes of March 9, 2009 Regular Meeting. GLEN POSUSTA MOVED TO APPROVE THE MINUTES OF THE MARCH 9, 2009 REGULAR COUNCIL MEETING. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 3. Consideration of adding items to the agenda. An item relating to additional engineering services for the expanded scope of the City's fiber optic network project was added to the agenda as item #14A. Clint Herbst noted that the street sweeper was in use on Saturday and questioned why that was the case. Brian Stumpf explained that it was Wright County and not the City that was out sweeping streets. 4. Citizen comments, petitions. requests and concerns. Al Nystrom, 303 4a` Street East, spoke to the Council about being allowed to use his four wheeler on city streets. Heather Courtney Haynes from Catholic Charities spoke supporting Mr. Nystrom's request. The four wheeler is street legal and is a registered vehicle under the State of Minnesota. Brian Stumpf asked Joel Jamnik, legal counsel, if the City could act on requests like this on a case by case basis. Joel Jamnik responded that the City would need to adopt some type of ordinance that would allow the Council to set conditions and issue permits for the use of this type of vehicle on city streets. Other communities have ordinances where the hours of use are specified and specific routes are identified. Brian Stumpf asked if the state regulated the use of four wheelers on state roads and overpasses. Joel Jamnik indicated there are two steps required; one is to prepare the ordinance which outlines the Council Minutes: March 23, 2009 conditions of use and the second is the issuance of a permit once the ordinance is in place. Clint Herbst suggested that this matter be referred to the City Attorney for handling and he informed Al Nystrom that preparing and adopting the ordinance covering this matter would take a little time Dan Lemm, 113 Cameron Avenue spoke on this item noting that the situation is impacted by ADA regulations. He suggested that the City, if they approve a permit, require that the operator submit proof of insurance coverage and submit test results of training on operation of the vehicle. 5. Consent Agenda: A. Consideration of ratifying hires and departures MCC and Parks. Recommendation: Ratify the hires and departures as identified. B. Consideration of approving a three year contract for fireworks for RiverFest celebration. Recommendation: Award athree-year contract for the fireworks display for Riverfest based on the lowest responsible bidder. C. Consideration of entering into an agreement with a telecommunication company for the purpose of obtaining reliable access to a fiber transmission line. Recommendation: Approve entering into a contract with TBD providing access to a fiber optic transmission line. D. Consideration to adopt a resolution ordering abatement of hazardous building. Recommendation: Adopt a resolution ordering abatement of a hazardous building, based on a finding that the building is unfit for human occupancy and contains conditions which constitute a health, safety and fire hazard to the residents of Monticello. E. Consideration to authorize funding for a required archeological study at the Bemam Chain of Lakes. Recommendation: Authorize funding of one-half of the cost of the required archeological study at Bertram Chain of Lakes with the cost not to exceed $3,900. All items on the consent agenda were removed for discussion except #SC which was tabled. 6. Consideration of items removed from the consent agenda for discussion #SA Ratify hires and departures: Susie Wojchouski asked if the park employees listed were snow plow operators and was informed by staff that the employees were skating rink attendants. Clint Herbst suggested with the hours of ice time the City is purchasing from the ice arena the City needs to look at how many hours the outdoor rinks should be manned. SUSIE WOJCHOUSKI MOVED TO RATIFY THE HIRES AND DEPARTURES FOR THE MCC AND PARKS DEPARTMENT AS IDENTIFIED. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 2 Council Minutes: March 23, 2009 #SB Contract for Riverfest fireworks: At this meeting the Council received updated information on the third quote for the fireworks display. Finance Director, Tom Kelly provided background information on the quotes received from Melrose Pyrotechnics Inc., Kuhn Fireworks and RES Specialty Pyrotechnics. The Council reviewed the quotes for price and number of shells in the display. GLEN POSUSTA MOVED TO AWARD A THREE YEAR CONTRACT FOR THE FIREWORKS DISPLAY FOR RIVERFEST TO KUHN FIREWORKS. Brian Stumpf asked about the vendor carrying workers compensation insurance and noted that Kuhn Fireworks had not submitted proof of workers compensation insurance. Clint Herbst asked if Kuhn Fireworks were going to increase the display amount in the third year. GLEN POSUSTA AMENDED HIS MOTION TO AWARD A THREE YEAR CONTRACT FOR THE FIRWORKS DISPLAY TO KUHN FIREWORKS WITH THE CONDITION THAT APPROPRIATE INSURANCE COVERAGE BE SUBMITTED. MOTION FAILED FOR LACK OF A SECOND. BRIAN STUMPF MOVED TO AWARD A THREE YEAR CONTRACT TO RES SPECIALTY PYROTECHNICS FOR THE FIREWORKS DISPLAY FOR RIVERFEST CONTINGENT UPON RECEIVING A WRITEN ~ONTRACT. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SCAgreement with a telecommunications company for the purpose of obtaining reliable access to a fiber transmission line. Staff requested that this item be tabled. SUSIE WOJCHOUSKI MOVED TO TABLE ITEM #SC, ENTERING INTO AN AGREEMENT WITH A TELECOMMUNICATION COMPANY FOR THE PURPOSE OF OBTAINING RELIABLE ACCESS TO A FIBER TRANSMISSION LINE. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SD Resolution ordering abatement of hazardous building: Brian Stumpf asked what this means as far as the basis for the removal of the structure if it is not repaired and who would pay the cost for removal. Joel Jamnik said the d olition cost maybe difficult for the City to recover if the matter goes that far. The intentf the action is to get the structure repaired. Brian Stumpf questioned the extensive repair needed to bring the structure. up to livable conditions. He also asked about the legality of the City entering onto property that is not owned by the individual. Joel Jamnik explained the legal procedure. Upon notification by the City the owner has 20 days to respond. The City is then authorized to get an order from the court to enter onto the property to do the abatement. Joel Jamnik said nothing the City is doing by taking this step precludes the owner from taking any action. Richard Wyngard, 9127 State Highway 25, unit 740 spoke. He stated he would like the opportunity to repair the structure if it is possible. He asked what the time frame would be for him to fix up the structure. Clint Herbst said if the owner was actively working on the repairing the structure the City would be flexible in allowing adequate repair time. Mr. Wyngard asked if the City had any assistance programs in place for this type of work. Megan 3 Council Minutes: March 23, 2009 Barnett, Economic Development Director, stated although the City does not have any programs in place there maybe some opportunities through Wright County Community Action or perhaps some state programs. It was suggested that Mr. Wyngard contact Megan Barnett and she would assist him in researching possible assistance programs. Mr. Wyngard asked when he would be allowed back on the property to start work. Glen Posusta asked what precipitated the Building Department to go out to this structure. Gary Anderson said the City received a call from the Wright County Human Services representative asking for his opinion on the condition of the structure. A representative from the Wright County Environmental Health Department was present at the inspection. Glen Posusta asked if the property was in this condition when it was purchased. The owner stated he has pictures of the mobile home when it was sold and there were holes in the ceiling and floor at that time. Glen Posusta questioned why the owner did not go after the seller to get these deficiencies corrected. Gary Anderson replied that it was a foreclosed home and sold as is. Brian Stumpf asked if adopting a resolution ordering the abatement would tie the City into removing the structure if it gets to that point. Joel Jamnik said the matter would come back before the Council before the City would take any action to remove or repair. CLINT HERBST MOVED TO ADOPT A RESOLUTION ORDERING ABATEMENT OF HAZARDOUS BUILDING BASED ON A FINDING THAT THE BUILDING IS UNFIT FOR HUMAN OCCUPANCY AND CONTAINS CONDITIONS WHICH CONSTITUTE A HEALTH, SAFETY AND FIRE HAZARD TO THE RESIDENTS OF MONTICELLO. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SE Authorize funding for archeological study at the Bertram Chain of Lakes: Brian Stumpf asked when the City went through the grant process for the $1,000,000 if there was any mention in the application that the City would be required to expend monies to have an archeological study done. Clint Herbst said it is state law. Brian Stumpf said he did not have a problem with doing the study but he wanted some assurance that the City knew up front that this was required. Brian Stumpf didn't think he heard anything during Council consideration of this about this survey being required. He said based on the agenda item this archeological survey is a requirement of the LCCMR and it bothered him that this cost was not made known in the beginning of the grant process. Brian Stumpf asked about the $7,800 bid submitted saying he was amazed at the cost difference between the bids which ranged from $7,800 to $83,000. Staff did check the references provided by the low bidder and found them to be satisfactory. Susie Wojchouski asked if anyone from Monticello was actually present at the bid opening which was conducted by Wright County. BRIAN STUMPF MOVED TO AUTHORIZE FUNDING FOR ONE-HALF OF THE COST OF THE REQUIRED ARCHEOLOGICAL STUDY FOR THE BERTRAM CHAIN OF LAKES NOT TO EXCEED $3,900. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Tom Perrault pointed out that at this time the City only owns a portion of the property but the survey covers all the property. Susie Wojchouski asked what happens if there are archeological sites on land the City does not own. 4 Council Minutes: March 23, 2009 7. Public Hearing for Municipal Consent of Mn/DOT's staff approved layout for the I-94 Bridge Replacement Proiect. City Engineer, Bruce Westby gave a presentation on the proposed MnDOT layout for the I-94 twin bridge replacement project. The City was notified that a municipal consent hearing was required because of the acquisition of the right-of--way for this project. The City's approval is necessary so MnDOT can move forward with this project. Any conditions the City would have on the layout would be submitted to MnDOT who would respond to the issues. If MnDOT does not approve the conditions, the matter would be referred to a third party for resolution of the conditions. Bruce Westby noted it was a MnDOT project and the City would not incur any costs for construction. MnDOT will be reconstructing one mile of eastbound and westbound I-94 including the replacement of the bridges. As a result of this construction westbound I-94 will be moved a little bit to the north and west. The westbound bridge will be relocated slightly but the eastbound bridge will remain in the same location. Bruce Westby explained the reason for the bridge relocation was that in order to reconstruct the bridge MnDOT would have to use this option or build a temporary bridge. This is the least costly option. Bruce Westby noted that .4 miles of East Broadway will be reconstructed as well. Glen Posusta asked if MnDOT was considering opening up the eastbound ramp for a portion of the project and the old westbound ramp as well. Both will be opened up because the off ramp on CSAH 18 will be going through construction. Brian Stumpf felt the eastbound lane from CSAH 75 to the freeway should be left open. MnDOT has certain access specification guidelines and when the CSAH 18 interchange was constructed the City agreed that these ramps would be closed off. Terry Humbert from MnDOT was present at the meeting to answer questions relating to the layout. Clint Herbst stated there is serious traffic on CSAH 18 and TH 25 and he wondered if the City could show that keeping the old ramps open would significantly alleviate traffic would MnDOT consider leaving the ramps open. Terry Humbert thought that would be unlikely since the Federal Highway Administration only wants to allow so many accesses to the interstate and wants to keep freeway access for interstate traffic and not local traffic. Terry Humbert said MnDOT is going to have a 12' auxiliary lane and 6' shoulder going across the bridge. Eventually there will be three lanes and the auxiliary lane going east bound. Susie Wojchouski asked about changing the labeling of the exit into Monticello. She noted it is identified as 194 and people confuse it with I-94. Terry Humbert said it is not likely that it would be changed because they are based on reference markers. Terry Humbert said it is the City's option to push to have the old ramps left open but he did feel it would be difficult to get approval from MnDOT. Terry Humbert said his recommendation would be that the ramps be closed. Glen Posusta said the off ramp was a cleaner way to get to I-94 than using CSAH 18. Terry Humbert said in the two years since the interchange was built the number of crashes has been fairly light. Brian Stumpf questioned the data on the accidents noting that there have been several crashes on I-94 between exits #194 and #195. There was some discussion on the crash data. Tom Perrault thought MnDOT had indicated that the 5 Council Minutes: March 23, 2009 eastbound entrance ramp area was needed for ponding. Terry Humbert said MnDOT was not looking at ponding but he thought perhaps the City was. Bruce Westby said that this area would not be turned back to the City because at some future point the state would need it. Bruce Westby brought up some other items relating to the project one of which is the placement of a cable guardrail along the shoulder of eastbound I-94 by Freeway Fields. MnDOT will be doing a mill and overlay treatment on the old ramp before turning it back to the City. The City will be installing a tree buffer between westbound I-94 and the River Mill development. Clint Herbst asked Terry Humbert what the state's position is on noise walls and who pays for them if they are installed. Terry Humbert responded when MnDOT does a project where they add lanes or change alignment, they would look at putting a wall in. They would do a noise study to see if the noise thresholds are above the standards. MnDOT would calculate the cost of the wall for the number of people benefited to see if it is feasible. Terry Humbert said when the roadway goes to six lanes the noise wall will automatically be part of the study. Bruce Westby also brought up the grading for the North Frontage Road. Initially the project limits extended out into the River Mill area. Since that time the project limits have been pulled in so the rough grading is no longer part of the project. Brian Stumpf felt someone should go to bat for the City to keep the eastbound ramp to I-94 open. Bruce Westby asked if it would help the Council if this item is brought back at the next meeting. Susie Wojchouski suggested that the City approve the layout and have someone on staff work on the proposal to keep the ramp open. Terry Humbert said if they have to wait three weeks that would delay the letting and possibly finishing construction in 2010. Clint Herbst asked if a three week period was enough time to get anything done on an effort to keep the ramp open. Terry Humbert said the City would have to meet with the Federal Highway Administration and get consultants on board to do the study. Terry Humbert thought it would take 6-12 months to go through the process. He noted that it would take some modeling work and added that the state had recently gotten an estimate for modeling work which he thought run $70,000-$100,000. Shibani Bisson noted that the City may have some of this data available from when they did the interchange. Shibani Bisson asked if it would be best to approve the layout and deal with the off ramps as a separate issue. Terry Humbert said he anticipates the pavement will be removed after MnDOT is done using the roadway as a temporary ramp which would be some time in the fall of 2010. Mayor Herbst opened the municipal consent public hearing. Dan Lemm, 113 Cameron Avenue spoke on the new arrangement and questioned whether truck and semi traffic would every use it. He believes truck traffic would go to TH 25 and then go to the freeway. He also asked if the project included straightening the curve on the ramp because that discourages truck traffic from using this route. No one else spoke on the layout and Mayor Herbst closed the public hearing. Clint Herbst said he liked the idea of investigating the ramp situation but he didn't' think the City should be holding up MnDOT's project. Bruce Westby suggested making it part of the motion to explore this option and to get an idea of the cost. 6 Council Minutes: March 23, 2009 BRIAN STUMPF MOVED TO APPROVE MNDOT'S FINAL LAYOUT FOR THE I-94 TWIN BRIDGE REPLACEMENT PROJECT AND ADOPT CITY RESOLUTION NO. 2009-13 WITH STAFF GIVEN DIRECTION TO BRING BACK INFORMATION AND COST STUDIES NECESSARY FOR LEAVING OPEN THE EASTBOUND ENTRANCE TO I-94 FROM CSAH 75. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 11. Consideration to approve a request for a conditional use permit to allow outdoor sales and service at River city Extreme for an outdoor volleyball area, zoned B-4, Regional Business. Applicant: River City Extreme. At this time because there was a number of people present to address the item, the Mayor moved agenda item #11, a conditional use permit to allow an outdoor volleyball area for the River City Extreme property, up on the agenda. Consulting Planner, Steve Grittman explained the request for a conditional use permit and the findings of the Planning Commission. River City Extreme is proposing an outdoor area for volleyball use which would be located at the southwest corner of the building. The volleyball season is expected to run from spring through early fall. The area will be fenced in and a building permit will be required for any fence in excess of six feet in height. All access to the enclosed area will be from inside the building. No food or beverages will be served in the outside area. The hours of operation will be from noon to 10 p.m. Steve Grittman noted one of the primary concerns of the residents would be the noise generated by the activity and for that reason the Planning Commission imposed the condition that the applicant would be coming back in November for a review. He stated this is an allowable use in the B-3 and B-4 zoning districts. Brian Stumpf asked if there was anything in the ordinance that would allow anything more than contained in Exhibit Z. Steve Grittman said no. Brian Stumpf said he hoped River City Extreme would do everything on their part to work out any issues that may arise with neighboring residents. BRIAN STUMPF MOVED TO APPROVE THE REQUEST FOR A CONDITIONAL USE PERMIT FOR OPEN AND OUTDOOR SALES AND SERVICE BASED ON A FINDING THAT THE SUBJECT USE IS CONSISTENT WITH THE INTENT OF THE B-4 DISTRICT AND AS NOTED IN THE FINDINGS OF FACT AND THAT CONDITIONS OF APPROVAL HAVE BEEN MET SUBJECT TO THE FOLLOWING: 1) ALL OUTDOOR SERVICE ACTIVITY WILL OCCUR WITHIN AN ENCLOSED (FENCED) AREA. 2) THE HOURS OF OPERATION SHALL BE LIMITED TO NOON (12:00 PM) TO 10:00 P.M WITH A GENERAL END TO ACTIVITIES AROUND 9:30 AND LIGHTS OUT BY 10:00 P.M. 3) UPON CONSTRUCTION OF PHASE II OF THE PRINCIPAL BUILDING THE VOLLEYBALL COURT USE SHALL NO LONGER BE PERMITTED. 4) ANY ADDITIONAL LIGHTING OR SIGNAGE TO ACCOMMODATE THE VOLLEYBALL USE SHALL REQUIRE AN AMENDMENT TO THE CONDITIONAL USE PERMIT. ALTERNATIVE HOURS SHOULD BE CONSIDERED IF THE CURRENT/NATURAL LIGHT PROVES TO BE ADEQUATE. 5) A BUILDING PERMIT SHALL BE REQUIRED FOR ANY FENCE IN EXCESS OF SIX FEET IN HEIGHT. 6) THE APPLICANT IS TO COMPLY WITH THE STATED LIMITATIONS ON ACCESS AND 7 Council Minutes: March 23, 2009 UTDOOR SALES AND SERVICE AS SPECIFIED WITHIN THE STAFF REPORT OF 3/10/09. 7) APPLICANT IS TO COMPLY WITH THE CITY'S CODES RELATED TO NOISE. 8) THE CONDITIONAL USE PERMIT IS TO BE REVIEWED BY THE CITY FOR COMPLIANCE IN NOVEMBER, 2009. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY WITH TOM PERRAULT VOTING IN OPPOSITION. Tom Perrault expressed concern about the noise generated by this use. Susie Wojchouski noted the comments received from a resident about the number of days of operation. Mark Parnell one of the owners of River City Extreme explained that the volleyball court would be open six days a week with Monday through Friday being used for league activity. The hours of operation for Monday through Friday would be from 4:00 p.m. to 10:00 p.m. 8. Public Hearing: Establishment of Business Subsidy Criteria. Economic Development Director, Megan Barnett explained the purpose of the public hearing on the Business Subsidy Criteria. A joint workshop of the EDA and City Council was held on February 11, 2009 to review the Business Subsidy Criteria. A public hearing must be held on the criteria and approval of the same must be given by both the EDA and City Council. Mayor Herbst opened the public hearing. There was no one present who spoke for or against the establishment of the Business Subsidy Criteria. Mayor Herbst then closed the public hearing. BRIAN STUMPF MOVED TO APPROVE RESOLUTION N0.2009-14 ADOPTING A BUSINESS SUBSIDY CRITERIA. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 9. Consideration of adopting an ordinance amending Title 7, Chapter 1, Public Nuisances. D.J. Hennessey and Gary Anderson of the Building Department presented information on the proposed amendment. Wright County is offering to provide prosecution for nuisance type violations. The City's nuisance ordinance was reviewed and changes were made to clarify and adjust to the prosecution procedures of the County. D.J. Hennessey explained what items were added. He said the current procedure for nuisance violations is time consuming. Under the new process an inspection is made and after the appropriate response time has lapsed a follow up inspection is conducted and if the property is still in non-compliance a request for criminal prosecution is sent to the Sheriff's Department who will issue a citation for the violation. Glen Posusta said he didn't have a problem voting for this but he wanted to make staff aware that this is not a black and white issue. There are gray areas and the staff should have some flexibility. It was noted the ordinance was amended to dovetail with the County prosecuting process. SUSIE WOJCHOUSKI MOVED TO APPROVE ADOPTION OF THE ORDINANCE AMENDMENTS TO TITLE 7, CHAPTER 1 "PUBLIC NUISCANCE". 8 Council Minutes: March 23, 2009 Tom Perrault commented he was fine with the streamlined ordinance but there were substantial changes and he wondered why it didn't go before the Planning Commission. Joel Jamnik said the ordinance amendment did not require Planning Commission action since it was a police matter. It was clarified that 7-1-4 deals with violations that misdemeanors and Section 7-1-2 deals with violations that petty misdemeanors. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED WITH TOM PERRAULT VOTING IN OPPOSITION. 10. Consideration of approving amendment to Business Subsidy as related to TIF/GMEF/Small cities. These documents are currently in place but the EDA and staff have revised the documents clarifying certain areas and making the document more user friendly. The revised documents follow all applicable state and federal regulations. GLEN POSUSTA MOVED TO APPROVE THE AMENDED BUSINESS SUBSIDY CRITERIA RELATING TO MONTICELLO SMALL CITIES ECONOMIC DEVELOPMENT SET ASIDE FUND. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. SUSIE WOJCHOULSKI MOVED TO APPROVE THE AMENDED BUSNESS SUBSIDY CRITERIA RELATING TO TAX INCREMENT FINANCING. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. SUSIE WOJCHOUSKI MOVED TO APPROVE THE AMENDED BUSINESS SUBSIDY CRITERIA RELATING TO GREATER MONTICELLO ENTRERPRISE FUND. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Susie Wojchouski asked if the TIF District study is done yet. Megan Barnett says it will be ready for the April 8, 2009 EDA meeting. 11. Consideration to approve a request for a conditional use permit to allow outdoor sales and service at River city Extreme for an outdoor volleyball area, zoned B-4, Regional Business. Applicant: River City Extreme. Moved up on the agenda. 12. Consideration to enter into a listing agreement for the city owned industrial land with Nelson Realty. Megan Barnett explained this item came forward from discussions at the Marketing Committee and IEDC. It was the opinion of these bodies that the City should take steps to market the City's industrial property. Staff was directed to contact commercial brokers to see what interest there was in marketing the property. Four commercial brokers were contacted but only one, Nelson Realty, expressed any interest in a listing agreement. The listing agreement was brought to the Marketing Committee and was reviewed by the EDA on March 11, 2009. The EDA added a transaction fee to the listing agreement. This would be used when the City, for whatever reason, chooses to cut down the sale price in order to attract a big buyer. Staff is 9 Council Minutes: March 23, 2009 asking for direction on listing city owned land. The Council discussed the firms contacted and Clint Herbst asked how these firms are represented in other area communities and how they would bring business into Monticello. Andy Larson from Nelson Realty explained they are marketing a 40 acre tract adjacent to the City's industrial park. Clint Herbst felt the City should be getting rid of much of the property the City currently owns. Megan Barnett said that is the ultimate goal but they want to get the marketing of the industrial land in place first. Wayne Elam of Vantage Point Realty also spoke stating they represent property in Monticello as well as throughout Wright County and cited the Annandale Industrial Park as an example. He added the Annandale Industrial Park is the only industrial land they represent. Wayne Elam felt it was important that when someone comes to the City looking at land it is important that the City is represented by a firm with an extensive network. Susie Wojchouski asked if Wayne Elam was part of the Marketing Committee. He responded he is but had only attended one meeting thus far. Wayne Elam is also head of the IEDC. Clint Herbst felt a group from the Council should be talking to the individual brokers. Megan Barnett felt the lowest price is a factor to consider but knowledge of the area, their network and who they are associated with in Monticello are also considerations. Lynn Dahl Fleming, 113 Locust Street and a member of the Marketing Committee and IEDC felt there was a conflict of interest in the proposal submitted by Wayne Elam. She stated Wayne Elam did sit in on the Marketing Committee meeting and did review the Nelson agreement. She finds it unethical on Elam's part to submit a proposal since he had reviewed the Nelson proposal. She felt it was poor judgment on the part of City staff to include this submittal from Elam in the agenda packet. She requested that Council deny consideration of Wayne Elam's proposal. In response to Ms. Flemings remarks Clint Herbst stated that staff should include any correspondence addressed to Council in their agenda packets. John Chadwick 11430 Zion Circle, Bloomington stated he is the owner of the 40 acre parcel referenced by Andy Larson. He felt it is good to provide some competition to those who are bringing people out to look at property and he supports the City in their efforts. Brian Stumpf asked if Vantage Point was contacted to submit a proposal. Megan Barnett responded that when Vantage Point was contacted they had indicated they were not interested. BRIAN STUMPF MOVED TO ENTER INTO A LISTING AGREEMENT WITH NELSON REALTY. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Clint Herbst felt Nelson Realty did a lot work to get an agreement to the Council for consideration. Glen Posusta said advertising the land for $1 /square foot would discourage people who sell based on commission. Megan Barnett said some brokers don't like to sell land by committee and many of the larger brokers favor the metro area and are not interested in this area. Glen Posusta asked how long the listing agreement ran and was informed it was a one year agreement which could be cancelled with 30 days notice. Glen Posusta asked about throwing other city owned land into the mix. Megan Barnett 10 Council Minutes: March 23, 2009 responded that before they can do that staff needs to know what sites the Council will actively support marketing. She suggested that the City prepare an RFP for marketing the sites. Brian Stumpf asked for a list of all City owned property that is available for sale. Susie Wojchouski commented that she had requested such a list several months ago but has not received anything. 13. Consideration of apAroving additional landscaae screening for the WWTP. Public Works Director, Bob Paschke submitted a drawing showing additional landscaping around the wastewater treatment facility. The Council discussed whether there was a need for additional plantings. Glen Posusta stated that every building is required to have multiple trees around the property and that should include City owned facilities. Bob Paschke said based on Section 3-2 of the ordinance the landscaping at the wastewater treatment facility meets or exceeds the landscaping requirements. Clint Herbst stated that on previous occasions the Council had talked about the planting requirements of the ordinance and felt that it was overkill. The cost of the additional plantings was also questioned and Bob Paschke suggested that maybe the City could transplant some existing trees to the site which would reduce the cost. Clint Herbst suggested that the Public Works Department consider establishing a nursery possibly on the property proposed for a future Public Works Building. BRIAN STUMPF MOVED TO DELAY THE ADDITIONAL LANDSCAPE SCREENING FOR THE WASTEWATER TREATMENT FACILITY AT THIS TIME. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED WITH GLEN POSUSTA VOTING 1N OPPOSITION. 14A. Consideration of extended engineering services? Don Patten explained the added agenda item. As part of the grant application for stimulus funding the City is being asked to approve a contract for additional services from Spectrum to prepare information for an expanded area fiber optics project. The City also wants to bring back the 2008 fiber optics project for 2009 construction. Updating this project would be a substantial portion of the cost. The work Spectrum is being asked to perform was included in the agenda packet. Brian Stumpf asked if the expanded scope of the project would mean more in the way of stimulus funds. Don Patten said the City would be making a request for the initial project and the expanded project. He felt it was important to submit both and not just one or the other. Don Patten said he also recommends that the City include a drop at each address. Brian Stumpf felt the City should stick with their original plan to use for the grant application for stimulus funds. With the expanded project area he felt the perception would be that the City was overstepping their bounds. Council indicated that they were uncomfortable acting on this since they only received the information tonight and did not have adequate time to review it. It was explained that the proposed work would include cost estimates for the expanded area for a 2009 construction project. Don Patten said the work requested has to be done in order to submit the application for stimulus funds. The extra cost of $16,000 was to prepare and update all documents needed for submittal for stimulus funding. Clint Herbst felt that it would look better for funding purposes if the City was reaching out to serve more people. Don Patten 11 Council Minutes: March 23, 2009 stated the City has met with the Wright County IT Department and expect their endorsement of the project. CLINT HERBST MOVED TO APPROVE THE TASK ORDER SUBMITTED BY SPECTRUM ENGINEERING FOR ENGINEERING AND DESIGN SERVICES IN THE AMOUNT OF $16,536 PLUS TRAVEL EXPENSES AND IN ADDITION AUTHORIZE THE USE OF RESERVES TO COVER DESIGN COSTS TO BE REIMBURSED WITH INTEREST FROM BOND PROCEEDS OR STIMULUS GRANT FUNDING. Don Patten said the City would need construction numbers for the stimulus application whether the fiber optic project is the 2008 project or the 2009 project. Clint Herbst emphasized that to get everything that is needed for the stimulus funding application this work has to be done in order to make this a "shovel ready" project. Don Patten said Monticello was 1 of 4 projects that was truly shovel ready. He felt it is important that the project submittal shows true construction numbers. Clint Herbst reiterated his view that the bigger the scope of the project the better the chance of getting funding. The Council indicated that they were not comfortable with expanding the scope of the project. CLINT HERBST AMENDED HIS MOTION TO LIMIT THE BOUNDARY SCOPE OF THE PROJECT TO THAT OUTLINED IN THE 2008 PROJECT. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Don Patten clarified that in the stimulus funding request the City was not asking for funding a project that was beyond the city limits of Monticello. The Council indicated that was the case. 14. Approve payment of bills for March. BRIAN STUMPF MOVED TO APPROVE PAYMENT OF THE BILLS. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 15. Adiourn TOM PERRAULT MOVED TO ADJOURN AT 9:55 P.M. CUNT HERBST SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary 12 ~A ` '~~p STARS ~~` for Children's Mental Health April 6, 2009 Mayor Clint Herbst, For more than 50 years, our county has celebrated this month to raise awareness about mental illness and the importance of mental wellness for all. Children's Mental Health Week (May 3-9) and National Children's Mental Health Awareness Day (May 7) offer the opportunity to help raise awareness about the mental illnesses that impact the lives of children, adolescents and families in our community. Please sign the enclosed proclamation as a way to urge your citizens to celebrate and recognize these important observances! For more information on STARS, please visit www.StarsNetwork.org. If you have any questions about the proclamation or mental health, please contact me at 763.271.5323. Thanks, 1 ~rCL`~~~`~.~ Tara B. Freed Communications and Training Coordinator 407 Washington St, Monticello, MN 55362 Phone: (763)271-5323 Fax: (763) 271-5327 tfreed .cmmhc.com System Transformation of Area Resources and Services CHILDREN' S MENTAL HEALTH AWARENESS DAY Mayoral Proclamation WHEREAS, addressing the complex mental health needs of children, youth, and families today is fundamental to the future of our community; and WHEREAS, the need for comprehensive, coordinated mental health services for children, youth, and families places upon our community a critical responsibility; and WHEREAS, it is appropriate that a day should be set apart each year for the direction of our thoughts toward our children's mental health and well-being; and WHEREAS, STARS for Children's Mental Health, through its unique and collaborative approach to serving children, youth, and families, is improving the System of Care supporting the mental health needs of all children, youth, and families in our community; and WHEREAS, May 3-9, 2009 has been designated as National Mental Health Awazeness Week and May ?, 2009 as National Children's Mental Health Awazeness Day; and WHEREAS, STARS for Children's Mental Health is committed to caring for every child's mental health through education, raising awareness and eliminating stigma. NOW, THEREFORE, I, Clint Herbst, Mayor of the City of Monticello, do hereby proclaim Thursday, May 7, 2009, as NATIONAL CHILDREN'S MENTAL HEALTH AWARENESS DAY in the City of Monticello and urge our citizens and all agencies and organizations to unite and celebrate a week to observe and exercise the fundamental necessity of providing comprehensive and coordinated services for children and youth with mental health needs and their families. Signed this day of April 2009 Mayor Clint Herbst City of Monticello Council Agenda -April 13, 2009 SA. Consideration of approving new hires and departures for MCC and DMV. (JO) A. REFERENCE AND BACKGROUNb: The Council is asked to ratify the hiring and departures of employees that have occurred recently at the MCC and DMV. 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 Grant Brakob Slide Attendant MCC 03/24/09 PT Heather Theisen Slide Attendant MCC TERMINATING EMPLOYEES 03/24/09 PT Name Reason Department Last Day Class Jessica Zimmerman Voluntary MCC 03/01/09 PT Rachel Wagner Voluntary MCC 01/01/09 PT Amanda Washkuhn Involuntary DMV 02/23/09 PT council employee list.xls: 3/31/2009 Council Agenda: 4/13/09 SB. Consideration of approval annual liquor licenses renewals. (TK) A. REFERENCE AND BACKGROUND: In the past the City Council has approved the liquor license renewals in one motion contingent upon the completion of the application, approval by the state and submission of proper insurance coverage. The following licenses are submitted for your approval. Intoxicating Lipuor, On-Sale (fee $3,750) 1. Applebee's Neighborhood Grill & Bar 2. Blue 360 (formerly Silver Fox) 3. Buffalo Wild Wings Grill & Bar 4. Chatters Restaurant & Bar 5. Cornerstone Cafe & Catering 6. Crostini's Grille 7. Guadalajara Mexican Restaurant 8. Hawk's Sports Bar & Grill 9. Monticello Country Club 10. Monticello Liquors, Inc. 11. Rancho Grande 12. River City Lanes 13. The Station Bar & Grill Intoxicating Liquor - On-Sale, Sunday (fee $200) 1. Applebee's Neighborhood Grill & Bar 2. Blue 360 (formerly Silver Fox) 3. Buffalo Wild Wings Grill & Bar 4. Chatters Restaurant & Bar 5. Cornerstone Cafe & Catering 6. Crostini's Grille 7. Guadalajara Mexican Restaurant 8. Hawk's Sports Bar & Grill 9. Monticello Country Club 10. Monticello Liquors, Inc. 11. Rancho Grande 12. River City Lanes 13. The Station Bar & Grill 14. VFW Club 15. American Legion Club Non-Intoxicating 3.2% Beer, On-Sale (fee $275) 1. MCC -Concessions at Ballfields 2. China Buffet Council Agenda: 4/13/09 Non-Intoxicating 3.2% Beer, Off-Sale (fee $100) Cub Foods 2. Target Store T-2180 3. Wal-Mart Supercenter #3624 4. Super America #4479 Club License (fee-set by statute based on membership) 1. VFW - $500 2. American Legion - $500 Wine/Strong Beer Combination License ($1,200). DeAngelo's Pizza and Pasta Non-Intoxicating 3.2% Beer, Off-Sale (Discounted) Monticello Liquors, Inc. For the past several yeas the City Council has approved an off-sale beer license for Monticello Liquors, Inc. While the Council approved the license at the established fee of $100, staff billed the off-sale beer license at $75. The rationale for the discounted fee was that since the licensee had multiple liquor licenses there was reduced time in process the license and therefore the license fee could be discounted. Since the City's beer/liquor ordinances do not address the issue of discounting license fees the question was referred to the City Attorney. The response from legal counsel was that the City could reduce the license fee for an individual or company that holds multiple licenses if the staff feels there is a cost savings. The City Attorney recommended, however, that the City Council approved the reduced fee in their motion approving the liquor licenses. B. ALTERNATIVE ACTIONS: Move to approve the license renewals effective 7/1/09 contingent upon applicants providing the appropriate certificate of insurance and payment of license fees and to approve the discounted off-sale beer license for Monticello Liquors, Inc. 2. Move to approve the license renewals effective 7/1/09 contingent upon applicants providing the appropriate certificate of insurance and payment of license fees and not to approve a discounted off-sale beer license for Monticello Liquors, Inc. C. SUPPORTING DATA: None. Council Agenda: April 13, 2009 5C. Consideration of auproving contribution from Tom Perrault. (TK) A. REFERENCE AND BACKGROUND: The City has received donation of $250 from the Tom Perrault. The donation is the equivalent of the pay increase that was approved for the Council. This donation will go to the general fund as that it is the fund from which the Council is paid. 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. B. ALTERNATIVE ACTIONS: 1. 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. 2009-15 City of Monticello RESOLUTION N0.2009-15 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 may be 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 Tom Perrault Cash Contribution $250 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 Tom Perrault Ci of Monticello General Adopted by the City Council of Monticello this 13th day of April, 2009. Clint Herbst, Mayor ATTEST: Jeff O'Neill, City Administrator Council Agenda: April 13, 2009 SD. Consideration of Maintaining Human Resources position working hours at 30 per week. (TE) (JO) A. REFERENCE AND BACKGROUND: City Council is asked to consider maintaining the average work week hours for the Human Resources Manager at 30. As you may recall, the hours allocated per week for this position were originally established at 25, but after review of the work-load and associated challenges, it was determined to set the hours at 30 for review at a later date. The later date has arrived and now Council is asked to re-evaluate the current hours and workload to determine the appropriate amount of hours for the position. In preparation for this agenda item, I reviewed with Tracy the various objectives established when this position was created. In general, I found that a good share of the projects identified at the front end of her employment have been completed and she is meeting the day to day demands of the position. The current job description, a listing of projects completed, a pie chart outlining time spent in various areas, and future goals are provided as attachments to assist you with your decision making. In summary, I think it is fair to say that in the past months it has been demonstrated that it was a good idea to create the position and that the organization is functioning better as a result. The mix of activities is close to what was expected, however it took more time that expected for Tracy to inventory policies and processes to the point where she could effectively help others. All in all Tracy has been doing an excellent job and continues to improve her abilities and department over time. Needless to say, based on her performance, she successfully completed her probationary period. In reviewing hours needed to get her work done, Tracy has noted that she believes that she would be able to keep up with the basic demands of the position at 30 hours per week. Basic demands include day to day work along with various requests for assistance from others. Her ability to be involved in out of the norm projects such as development of the Personnel Handbook and City policies, safety training, union related issues, benefits renewal and other higher level administrative work would be limited if her hours were reduced. The Personnel Committee met last week to discuss this matter. Upon reviewing the HR Manager workload the consensus was that the position should continue to be staffed at 30 hours per week. Budget Impact The HR Manger position is budgeted for 30 hours per week for 2009. If one projects the position to stay at 30 hours per week through the balance of the year, the total budget impact would be $0. Council Agenda: April 13, 2009 If the HR Manager hours are cut back to 25 hours per week the budget impact would be a savings of approximately $4,526.95 (May-December 2009). B. ALTERNATIVE ACTIONS: Motion to authorize the HR position to work 30 hours per week. This authorization is on-going unless Council or Staff has a need to re-evaluate the hours in the future. 2. Motion to authorize the HR position to work 30 hours per week, with the stipulation that this topic will be revisited at some point in the future. 3. Motion to authorize HR position to work 25 hours per week, with the stipulation that this topic will be revisited at some point in the future. C. STAFF RECOMMENDATION: Staff and Personnel Committee recommend alternative 1 for reasons outlined above. D. SUPPORTING DATA: Copy of job description, original goals and objectives, review of accomplishments during first six months and listing of goals going forward. Human Resource Manager City of Monticello Title of Class: Human Resource Manager Effective Date: April 14, 2008 DESCRIPTION OF WORK General Statement of Duties: Performs skilled administrative and professional human resource and labor relations work; promotes and maintains positive employee relations; performs other duties as required. Supervision Received: Works under the general and/or administrative supervision of the City Administrator. Supervision Exercised: Provides work direction to support staff on human resource tasks. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by this position. *Manages the recruitment and selection process for City positions in conjunction with department heads including: advertising, screening, interviewing, testing, applicant correspondence and background checks. *Develops and revises job descriptions, establishes minimum qualifications, evaluates classification and compensation issues and oversees or performs job evaluation work. *Provides organizational development and succession planning advice and recommendations, assists with change management and acts as a mediator for internal conflicts between employees or between employees and supervisors. *Serves as internal contact for questions concerning employment issues. Provides advice and coaching to employees and management on a variety of issues and approves personnel actions regarding promotion, performance management, discipline, grievances, etc. *Conducts research, identifies concerns and develops proposals and responses for union negotiations; assists the City Administrator and Personnel Committee in negotiating the labor agreements and interprets and administers the contracts. *Reviews and analyzes state and federal laws, rules and regulations related to employment and labor relations to determine actions necessary for compliance and to reduce liability. *Oversees the development, updating and enforcement of personnel policies; ensures any changes are disseminated to all affected employees and provides training on policies as needed. *Oversees employee leaves of absences, including FMLA, Parenting Leave, Military Leave, etc.; advises .employees on eligibility for continued benefits during the leaves and administers COBRA. Human Resource Manager City of Monticello *Oversees the Worker's Compensation program, including investigating and processing claims, and reviewing claims for trends; identifies actions to reduce the number and severity of injuries. *Oversees and manages the grievance and discipline process and advises management staff on these and other performance management issues and concerns. *Serves as the staff liaison to the Personnel Committee, ADA Coordinator for Employment, Data Compliance Officer for Personnel and Labor Relations Data and HIPAA Privacy Officer for employee health plans. *Administers the City's drug and alcohol testing programs; works with outside providers for random selection generation, independent collection and testing, referrals to substance abuse professionals and compliance with relevant laws and rules. Obtains market information periodically; analyzes various salary surveys and may recommend adjustments to the salary schedule. *Assists the Finance department in developing salary and benefit projections for the upcoming year as part of the budget process; reviews department requests for additional employees to determine appropriate classification. *Determines and recommends employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale. *Administers the City's employee benefit program including employee insurance, time off, holidays, etc.; works with outside insurance agents and plan administrators to ensure contractual requirements are met and employee concerns are resolved. *Manages the insurance renewal process and open enrollment meetings and conducts new employee orientation; oversees benefit enrollment and changes. *Detennines FLSA status for all positions and assists in ensuring compliance with federal and state laws. *Establishes and maintains all permanent personnel files; approves all items entered and removed from the files. *Prepares and administers the Human Resource budget; purchases equipment, furniture or specialized items as needed and budgeted. Coordinates the City employee safety program and assists in ensuring compliance with relevant laws, rules and regulations. Develops and oversees organization-wide performance evaluation system; reviews completed evaluation to identify concerns and provides input to the department heads and City Manager. *Participates in strategic planning and the establishment and implementation of City goals. Coordinates and facilitates citywide training and education; coordinates and directs employee wellness programs. *Attends Pre-Agenda and City Council meetings, as requested. Performs other duties as needed or assigned. Human Resource Manager City of Monticello KNOWLEDGE, SKILLS, AND ABILITIES *Considerable knowledge of principles and practices of public sector human resource management. *Considerable knowledge of labor negotiations, PELRA, union contract administration, grievance management and labor-management relations. *Considerable knowledge of state and federal laws, rules and regulations related to public sector employment and labor relations, including standard practices in the field to ensure compliance. *Considerable knowledge of the structure, function and operation of municipal government and of sound management principles and practices. Working knowledge of organizational development and succession planning. *Considerable skill in using a personal computer with standard word processing, spreadsheet and database software and Internet access. *Considerable ability to communicate effectively, both orally and in writing, including explaining complex information clearly and concisely and delivering presentations and training. *Considerable ability to establish and maintain effective working relationships with City staff at all levels, union representatives, outside contractors, elected officials and the public. *Considerable ability to analyze complex information, utilize resources, develop alternatives and :recommendations and prepare reports. *Considerable ability to use creativity and sound judgment to resolve problems and respond to challenges. *Considerable ability to manage and direct the human resource function, including the need to ,manage multiple tasks simultaneously and prioritize the work. *Considerable ability to maintain confidentiality and to classify and release data in accordance -with the Minnesota Data Practices Act. *Considerable ability to listen to all parties, determine credibility, weigh facts and analyze information to prepare sound recommendations and mediate disputes. *Considerable ability to see, read, understand and discuss written documents and online information. *Working ability to sit for long periods of time and manipulate objects using fine motor skills for extended periods. Working ability to bend, stoop, push, pull and reach periodically and occasionally lift and carry objects weighing up to 20 pounds. MINIMUM QUALIFICATIONS Bachelor's Degree with major course work in business, human resources, management or a related field and three years of professional human resource experience. Must possess and maintain a valid Minnesota Driver's license. Prefer public sector experience. Note: Asterisked items are essential to the job. Goals for 2009 Tracy Ergen Familiarize myself with the new payroll system. This is my biggest challenge for the coming year. It's imperative to my position to have access to reporting etc... and I need to spend a substantial amount of time working with the system in order to fully understand all of it capabilities. There is also a separate HR module that was purchased that is not in use right now. The HR module is something that I will need to work on. This is going to be a pretty large and time consuming project. 2. Update the cities employment application. I would like make it possible for the application to be completed on-line and e-mailed to the City. 3. Have the new Personnel Handbook in place this spring. 4. Review the drug and alcohol policy as written and get that in place sometime this summer. 5. Take a look at the employee review process including updating the review form. 6. Become an active member in both the Twin Cities Human Resources Association (TCHRA) and the MN Public Employer Labor Relations Association (PELRA). 7. Provide Green-Sheet updates on a regular basis. 8. Create HR site on Intranet so that employees have access to information including: policies, forms, insurance company links etc... 9. Research Employee Wellness Program options '~ ev _O Y ~ ~ O O L -a ~ ~ ~ ~ C ~ ~ ~ ~ a \° 0 tL) .~ m L rn a~ ca C N c Q .~ rn c N a~ 0 0 1 U N ~O \° 0 r N N N U O a c a~ O Q. W \° O ~*: r 0 ca L C Q M L N ~ ~ C ~ O '~ N ~ N Q 7 d O ~ . ., A ~ ~ ~ d C -Q O U ~ ~ ~ ~ ~ ~ ~ ~ ~ y m 0 Q E W 30%- Employee IssueslConsults/Questions • Policy Interpretation • Performance Issues • Supervisor Coaching • Questions other than Benefit Related 2S%- Benefits and Payroll Administration • Benef is Renewal • Benefit and Payroll related questions • Bi-Weekly Payroll Proof • Bi-Weekly Payroll Changes • COBRA Administration • Reconciling and Payment of Benef t Related Premiums 1S%-Employment Process • Nev~,~;~Iire and TerFnination Paperwork • Background Checks • Advertising for Open Positions • Acknowledgement and Offer Letters • PERA 1S%-Misc. Administration • Review Schedules • Work Comp Claim Processing and Follow-Up • Quarterly DOT Testing • Unemployment Claims and OSHA Reporting 10%-Special Projeets • Safety Training • Policy Handbook • Employee Recognition • Union Negotiations S%- Meetings (Attended on a Regular Basis) • Monday Morning Meetings- Weekly • Departrnent Head Meetings- Bi-Monthly • Vendor Meetings- Average t per Month • Personnel Committee Meetings- Monthly 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! 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 • Sit in on interviews if necessary. • Check references and necessary background checks for employment. • Mail out offer letter after the Supervisor extends an offer and it is accepted. • First to meet with all new permanent employees on their first day to go through procedures, benefits and give a tour of the office. Since my time here I have been involved in the hiring process for a new Liquor Store Manager, Public Works Director and Deputy Registrar Clerk. For all of the above positions I was responsible for advertising, collecting applications, scheduling interviews, forming interview questions, assisting in the interview process, extending offers; including preparing an offer letter and ensuring all new hire paperwork was completed. I'm currently working with the Public `Yorks department to hire their seasonal and summer help for 2009. In the past Beth and Julie played a big role in the hiring process for Public Works. I have taken over the tasks that they had done in the past in order to stream-line the process. Upon being hired, I immediately noticed that we needed to modify the process for completing criminal background checks. I did some research and decided to go with an online vendor for services. 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 frorra the PW Director to others in the organization. o Determine skill set needed by next PW Director and ~npdate the job description accordingly. • Coordinate hiring process with Jeff and Tam. 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... Check to see what other cities have done for these types of hires. o Develop an "expanded" type of advertisement that sells the city as well as the position. 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 Balton, 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. • Review with Department Heads to get their input. • 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. • Some items to be included in the updated version include: addition of drug and alcohol policies, evaluation procedure, update ordinance, update grievance policy. I felt that it was important for me to get a general understanding of the City's practices before tackling the Personnel Handbook. It continues to be very concerning to me the lack of consistency in applying City policies. I am hopeful that once the new Personnel Handbook is approved policies will be applied on a more consistent basis. About 2 months ago I met with Sherrie Leto discuss the changes she made to the draft of the handbook she was given earlier this year. This was helpful because I was able to present her recommended changes to the Personnel Handbook Committee. I expect the Personnel Handbook Committee will be done reviewing the handbook by the end of March. It should be ready for review by the Personnel Committee in early April. I have not reviewed the proposed Drug and Alcohol Policy that was brought to council earlier this year. I do have all the information and intend on tackling that once the Personnel Handbook is approved. y 6. Understanding of Benefits/ability to respond to Supervisor/Employee Questions/Concerns • Be open and available to employees for answering, c}uestions et • Establish a mechanism/policy fo,r facilitating resolution of conflicts between Supervisor and. Subordinate. Assist Department Heads and City Administrator in consistent application of policies etc. Going through the renewal process last year, I feel very confident in my ability to answer all questions relating to employee benefits. If I don't know an answer, I do know who my contacts are and have established good relationships with them so that I am able to get questions answered for employees in a timely manner, I will continue to work on learning the intricacies pertaining to the PERA regulations. 7. Health Insurance Renewal • Analyze options for City and Employees for keeping costs down as much as possible. City policy to incur 80% of increase in premiums and EE's to pick up additiona120%. I am very excited about the switch to a new Benefits Broker. In the past we had utilized the services of Macario. Macario was not authorized to negotiate for medical insurance so we were depending on our general insurance broker to negotiate rates for our medical plans. Due to the numerous problems with Macario and their lack of providing us with complete benefits support, the decision was made to switch vendors. We ended up suing a contract with Financial Concepts to handle all of our benefit plans. Financial Concepts works with many other cities and has been in business for a number of years. They review claims with us, act as a liaison between the City and the insurance carriers if needed, help with the renewal process start to finish, and most importantly make sure that we are legally compliant. I'm currently working with FC legal department to establish a required HIPPA Privacy Document for the City. Safety Program -Safety Training Contract. • Evaluate safety training program for Public Works Department and suggest changes as necessary I have recently signed a contract with MMUA to conduct all safety training for the City. I will act as the coordinator for the training. To be OSHA compliant the City must have a safety committee. I have organized awell-rounded group of employees to participate in quarterly safety meetings. We had our first meeting in February. 9. Assist Department. Heads with managing. employee problems. Facilitate or monitor preparation of documentation by Department heads. Make sure all documentation is included in the personnel file. I have worked with Public ~~'orks, D~~IV and the Building Department on specific employee performance issues. I have been stressing to Dept Heads the importance of documentation. I will continue to work with Department Heads to coach them on ways to address employee performance issues. 10. [Jpdate the organization chart as needed. I do have an updated Org Chart that I have been giving to all new hires. 1 I . 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. This is a long-term goal that will take some time to understand. I feel fairly confident in my ability to review job descriptions and assign points. I met with Sheme Le awhile back and she spend a good part of the day going through the Pay Equity program and how it works. I have evaluated and assigned points to job descriptions for Public Works and MCC. 12. Prepare internal communications pertaining to HR --- perhaps start and HR e- news? Include HR related files on the G: drive including: phone lists, change forms, direct deposit forms etc.... I have updated various forms including the direct deposit forms, benefit summaries, deduction forms and COBRA notices. I will continue to work with Heidi on updating forms as necessary. Heidi and I will be updating the new hire forms within the next couple months so that they match the info needed on our new payroll system. 13. Learn how our Work Comp system works. I feel confident in my ability to respond to Work Comp Claims. We have a number of claims outstanding that have required my attention. I completed the mandatory OSHA reporting for 2008. 14. Streamline the Evaluation Process. • Completed evaluation to HR for file • Hard copy to Jeff to review • Copy to payroll This seems to be going well. I finally have a grasp on the review policy and feel confident that reviews are being done within a timely matter. My current process is to send out the review forms to supervisors 1 month ahead of the scheduled review date. There are some details of our Review Policy that I would like to discuss with the Personnel Committee when we review the new Personnel Handbook. I5. Personnel Committee- establish meeting dates, info, minutes, fallow-up ete... I would like to take more initiative in setting meeting times and the agenda for these meetings. I would like to discuss what your expectations are as far as the Personnel. Committee is concerned. 16. Union • Become familiar with the Union contract and familiarize yourself with the renewal process. Dealing with the Union is all very new to me. Since August, I have dealt with the Union regarding an employee who was demoted and I'm currently in the process of coordinating the contract negotiations. In the upcoming year I would like to actively try and learn more about the union and my role both through seminars and hands-on experience. I'm planning on becoming a member of the PELRA Association (MN Public Labor Relations Association) within the next couple of months. 17. Familiarize yourself with PERA rules. I am continuing to work on familiarizing myself with the PERA regulations. 18. Streamline the separation process. This is an on-going process. Currently supervisors are responsible for completing a separation notice and turning it into me. I work with Heidi to make sure they are paid appropriately and that COBRA notices are sent if applicable. 19. Take over drug and alcohol testing. I plan to tackle this policy once the new Personnel Handbook is in place. Council Agenda: April 13, 2009 SE. Consideration of a request for extension of a Conditional Use Permit for Amendment to Planned Unit Development for a retail commercial development at Monticello Travel Center 2°d Addition. Applicant: Dan Mielke (AS) A. REFERENCE AND BACKGROUND Planning Commission unanimously recommended approval of the extension. The Commission noted that the recommendation for extension was consistent with recent extensions granted to other commercial and residential project approvals. On June 5th, 2007, the Planning Commission reviewed and recommended approval of a Conditional Use Permit Amendment to Planned Unit Development for a retail commercial development at Monticello Travel Center 2"d Addition. The City Council approved the amendment to PUD on June 11th, 2007. Subsequently, the applicant was granted an extension to the approval on June 9th, 2008. The project proposal is a 9,590 square foot commercial center with multiple tenants, which is to be located in the northeast portion of the Monticello Travel Center site. The underlying zoning is B-4, Regional Business. Due to non-use, the conditional use permit for PUD would have expired on June 9th, 2009. The Monticello Zoning Ordinance requires that conditional use permits expire due to non- use after one year. However, the application has made a second request for extension of the conditional use permit. The planning report for the original item has been provided for reference. In considering the request for extension, Commission should consider the surrounding land use context of the proposed plan, and the objectives outlined within the recently approved 2008 Comprehensive Plan. B. ALTERNATIVE ACTIONS The Planning Commission recommends alternative 1 below. 1. Motion to extend the June 11th, 2007 Conditional Use Permit for Amendment to Planned Unit Development for a retail commercial development at Monticello Travel Center 2"d Addition, to June 11th, 2010, with the condition that all previously approved conditions be assigned to the extension. 2. Motion to deny an extension of the of the June 11th, 2007 Conditional Use Permit for Amendment to Planned Unit Development for a retail commercial development at Monticello Travel Center 2"d Addition, based on a finding to be made by the Planning Commission. 3. Motion of other. Council Agenda: April 13, 2009 C. STAFF RECOMMENDATION Staff recommends extension of the conditional use permit. This action is also consistent with other recent extension approvals made by the City. D. SUPPORT Exhibit A: Exhibit B: Exhibit C: Exhibit D: Exhibit E: ING DATA Applicant Extension Request June 5~', 2007 Staff Report and PUD Plan documents City Council Staff Report of June 11~', 2007 City Council Staff Report for June 9~', 2008 City Council Minutes of June 9~', 2008 2 ~~ Angela $chumann From: Dan and Linda Mielke [dnlmielke@tds.net] Sent: Friday, March 27, 2009 10:57 AM To: Angela Schumann Subject: Landmark Center project extension request To: City of Monticello, MN 3/27/09 Mielke Development LLC hereby requests a one (1) year extension of our approved Landmark Center project. With the current state of economy and commercial environment the project is not prudent at this time. Appreciate your understanding, Dan Mielke ~~ Planning Commission Agenda - 06/05/07 • 12. Consideration of a request for Amendment to Planned Unit Development for a retail commercial development at Monticello Travel Center 2nd Addition. Applicant: Dan Mielke. (NAC) BACKGROUND Mielke Development, LLC is seeking an amendment to a Conditional Use Permit for development stage Planned Unit Development for the construction of a shopping center, and a Conditional Use Permit for a drive through lane, located at Lot 5 of Monticello Travel Center Second Addition. The applicant is proposing a 9,590 square foot commercial center with multiple tenants to be located in the northeast portion of the site. The underlying zoning is B- 4, Regional Business. ANALYSIS The subject site is located at the southeast corner of the intersection of State Highway 25 and Oakwood Drive. The existing Planned Unit Development contains a Subway restaurant with a drive through, a Jiffy Lube, a Holiday convenience store and motor fuel station, a Dairy Queen restaurant with a drive through, and a second multi-tenant commercial center. The subject site is located in the center of the development, • fronting on Cedar Street. The site relies on PUD for shared parking, shared access, and setback flexibility. Comprehensive Plan: Monticello's Comprehensive Plan designates this area for commercial use. Zoning. The subject site is zoned B-3, Highway Business. The purpose of the B-3, highway business district is to provide for and limit the establishment of motor vehicle oriented or dependent commercial and service activities. CUP/PUD: A Planned Unit Development allows for flexibility in performance standards with the understanding that the development will be held to higher standards of site and building design than would ordinarily be required. It is the applicant's responsibility to design the development with significant benefits and communicate those benefits to the City for allowing aCUP/PUD. Parking. The proposed building is 9,590 square feet in area. The proposed uses for the structure have not been provided. Drive through lanes are proposed for the northernmost unit and easternmost units of the building. The drive through indicates that these unit will be reserved for restaurant uses. One restaurant unit is shown at 1,499 square feet, and one is shown at 1,566 square feet: The total kitchen and dining areas for these tenants have not been provided. Staff has therefore estimated the area • of the kitchen at 1/3 of the units. Tenants for the remainder of the site are assumed to be various retail services. Restrooms and refuse rooms have also been illustrated on the plan. As such, the estimated parking requirement is as follows: Planning Commission Agenda - 06/05/07 .Tenant .. Area... Re uire~ent Stalls Restaurant 1 1,499 sf total 1,049.3 square feet 449.7 s uare feet 1 space/40 sf of dining area 1 s ace/80 sf of kitchen area 27 spaces 6 s aces Restaurant 2 1,566 sf total 1,096.2 square feet 469.8 s uare feet 1 space/40 sf of dining area 1 s ace/80 sf of kitchen area 28 spaces 6 s aces Retail 1,324 squai`e feef 1-s ace/200 sf of floor area 7 spaces Retail 1,143 square feet 1 s ace/200 sf offloor area 6 s aces Retail 1;161 s care feet 1 s ace/200 sf of floor area 6 s aces Total Required 86 spaces The site plan. illustrates 59 parking stalls, 27 short of the minimum requirement. The remaining Planned Unit Development area contains approximately 272 parking stalls, 1 S of which are directly adjacent to the site. Some overlap in uses is expected, and therefore a cross parking arrangement maybe accommodated by PUD to reduce the number of stalls required. Due to the need for cross parking to accommodate the shortage, staff recommends that the applicant provide a leasing arrangement whenever available so that the overlap in uses maybe evaluated more effectively. Drive Through. The applicant is proposing two drive through lanes circulating around the site. One drive through lane is located on the east side of the building, with traffic circulating from south to north. The second drive through is on the north side of the building, with traffic circulating from east to west. As .designed, vehicles exiting the east drive through lane will meet vehicles entering the north drive through lane. Thick striping is proposed to delineate the two drive through lanes and ease traffic circulation. The City recommends using epoxy orpoly-preformed striping for longevit}= and reduced maintenance. Drive through establishments are allowed in the B-4 District by Conditional Use Permit. The Zoning Ordinance contains the following provisions for such uses: • The architectural appearance and functional plan of the building and site shall not be so dissimilar to the existing buildings or area as to cause impairment in property values or constitute a blighting influence within a reasonable distance of lot. • At the boundaries of a residential district a strip of not less than five 5 feet shall be landscaped and screened in compliance with Chapter 3 Section 2 G of this ordinance. • Each light standard island and all islands in the parking lot landscaped or covered. • Parking areas shall be screened from view of abutting residential districts in compliance with Chapter 3 Section 2 G of this ordinance. • • Planning Commission Agenda - 06/05/07 • • Parking areas and driveways shall be curbed with continuous curb not less than six 6 inches high above the parking lot or driveway grade. • Vehicular access points shall be limited shall create a minimum of conflict with through traffic movements shall comply with Chapter 3 Section 5 of this ordinance and shall be subject to the approval of the City Engineer. • All lighting shall be hooded and so directed that the light source is not visible from the public right of way or from an abutting residence and shall be in compliance with Chapter 3 Section 2 H of this ordinance. • The entire area shall have a drainage system which is subject to the approval of the City Engineer. • The entire area other than that occupied by buildings or structure or plantings shall be surfaced with a material which will control dust, and. drainage and which is subject to the approval of the City Engineer. • All signing and informational or visual communication devices shall be in compliance with Chapter 3 Section 9 of this ordinance. As proposed, each drive through lane is 12 feet in width. The north drive through lane appears to approximately 75 feet of stacking space, enough for up to six vehicles behind the pick-up window, and two vehicles behind the order board. The east drive through lane appears to have approximately 58 feet for stacking space, enough for up to five vehicles behind the pick-up window and two behind the order board. For the north drive through lane, overflow stacking maybe accommodated internally by the existing parking lot drive lane. However, staff is concerned with any overflow stacking for the east drive through lane. An existing drive through lane for Chelsea Commons exits directly adjacent to the entrance to the east drive through lane. As such, any overflow stacking may prevent patrons from circulating through the Chelsea Commons drive through. The applicant has not indicated potential users for the site, making it difficult to evaluate the potential volume of the drive through lanes. A low volume drive through would typically accommodate a business such as a coffee shop. The existing Caribou Coffee drive through has an average of five to six cars in the drive lane at one time, with more during peak periods. Therefore, the proposed stacking space would be appropriate for aloes-volume use. However, a higher intensity fast-food use may cause congestion problems with the proposed drive through configuration. As noted, staff recommends that the applicant provide more detail on the potential drive through users through submittal of a leasing plan, so that a more thorough analysis of the situation may be performed. The consulting engineer has reviewed the drive through design and provides the following comments: 1. There does not appear to be enough room for stacking cars at the drive through window located at the northeast entrance. Planning Commission Agenda - 06/05/07 2. Replace the proposed concrete bollards with a concrete island. x Landscaping. -For commercial sites, a minimum of one overstory tree per 1,000 square feet of gross building floor area, or one tree per 50 lineal-feet of site perimeter, whichever is greater; is required. The site has approximately 822.53 lineal feet of site perimeter, requiring 17 overstory trees, as .opposed to the 10 that would be required under the floor area`calculation. The applicant has provided one of the required 17 overstory trees, as well as six ornamental trees. The ornamental trees are proposed along the east property line. The applicant is also proposing three irrigated planters on a concrete island on the north side of the site, .adjacent to the drive through lane. A fourth planter is proposed on a concrete island in the southeast corner of the. site. Additional shrubs are also proposed for, the north .side of the site, and in the southeast corner. No foundation landscaping is illustrated on the plan and no grass is proposed with the exception of the landscaped strip along the east property line. Lighting. Alighting plan has been submitted for the site, indicating full cutoff lighting throughout the parking lot. The photometric plan indicates readings as high as 2.8 footcandles at the property line adjacent to Cedar Street. Per ordinance, the lighting plan shall be required to be revised prior to Final Stage PUD, illustrating readings under one footcandle at the property line. • Signage. In the case of a building where there are two or more uses and which, by generally understood and accepted definitions, is considered to be a shopping center or shopping mall, a conditional use permit may be granted to the entire building in accordance to an overall site plan indicating their size, location, and height of all signs presented to the Planning Commission. A maximum of 5% of the gross area of the front silhouette shall apply to the principal building where the aggregate allowable sign area is equitably distributed among the several businesses. For purposes of determining the gross area of the silhouette of the principal building, the silhouette shall be defined as that area within the outline dr~~.~~ing of the principal building as viewed from the front lot line or from the related public street(s). Several existing pylon signs are located throughout the Planned Unit Development. The, front fagade is approximately 2,124 square feet in area. The building will also be visible from Oakwood Drive, with a silhouette area of 2,283 square feet. The total silhouette area for the site is 4,407 square feet. Therefore, the total allowable area for wall signage is 221 square feet. The applicant is proposing ten, 26 square foot wall signs,. for a total of 260 square feet. Two wall signs are proposed on the east elevation, three on the south elevation, four on the west elevation, and one on the north elevation. The location of signage on all sides is acceptable. However, staff recommends that the applicant reduce the • amount of wall signage proposed to not exceed 221 square feet. 4 Planning Commfission Agenda - 06/05/07 • The applicant is also proposing amulti-tenant pylon sign at a height of 26 feet near the Jiffy Lube site adjacent to Highway 25. The face area of this sign has not been provided, but has been calculated by staff at approximately 143 square feet. As a condition of approval, the applicant shall be required to provide the square footage of the tenant panels on this sign. For properties on Highway 25, 3.03 feet of pylon sign area is allowed per every 10 feet of lineal frontage with the following exceptions: • All properties may erect a pylon sign with a sign area of 50 regardless of front footage abutting Highway 25, and • The maximum pylon sign area shall not exceed 100 sq ft regardless of total lineal footage of property abutting Highway 25. The overall PUD has approximately 850 feet of frontage on Highway 25 and is therefore allowed a pylon sign up to 100 square feet. A second monument sign is also proposed in the southeast corner of the site, at the entrance adjacent to Cedar Street. This sign is 90 square feet in area and contains nine identification placards. Cedar Street is a collector street with a speed limit of 30 miles per hour. As such, a monument sign 25 feet in area and 16 feet in height is allowed. Although this proposed sign exceeds the maximum requirement, staff encouraged the applicant to propose a monument sign in lieu of a pylon sign in this • location. Due to the size of the overall PUD, and the number of tenants, the proposed monument sign may be appropriate. Access and Circulation. Access to the site is provided by two existing curb cuts off Cedar Street, one on the north side of the site and one on the south side of the site. Cross access is possible to the north and south. Internal drive lanes on the west side of the site are proposed at 24 feet in width, wide enough to accommodate two-way traffic. The internal drive lane on the east side of the site is proposed at 16.24 feet, and is striped as aone-way drive. Cars exiting the site on the east side will have the option of exiting to the north only, into the drive lane between the subject site and the proposed Wendy's site. This drive will serve as a passing lane for the adjacent drive through lane. Two "ENTER ONLY" signs, one on each side of the entrance, shall be required at the entrance of this one-way drive aisle on the east side of the site. The applicant shall also be required to provide a "DO NOT ENTER" sign east of the exit lane at the northeast corner of the site. No passing is proposed adjacent to the north drive lane, prohibiting cars from circulating around waiting vehicles. A "DRIVE THRU ONLY" sign shall be required at the entrance to this drive through lane to communicate that no pass through lane is provided. Pedestrian access will be accommodated by a concrete sidewalk running along the • south and west sides of the building. A sidewalk connection is also provided to the Subway site to the west. The width of the sidewalk in front of the building is Planning Commission Agenda - 06/05/07 proposed at eight feet. Staff recommends that the applicant provide a crosswalk at the sidewalk separation extending west to the Subway site. An existing sidewalk is also located on the east side of the site, within the Cedar Street right-of--way. Building Design. The building is proposed to be constructed mainly of EIFS block with masonry wall base and pre-finished metal. coping. The front of each unit will contain a great deal of glass; each with a fabric awning. Some variation to the roofline is also proposed, to break up the long facade. All sides of the building contain windows, vertical elements, and roofline variation. The only side without fabric awnings is the east side, as no entrances are proposed. The proposed trash enclosure will be incorporated into the building and be sectioned off by a steel door. The color elevations provided illustrate warm earth tones with gray tinted glass and green awnings. The proposed colors appear to blend well with the existing buildings on the Monticello Travel Center site. Grading and Drainage. The City Engineer and the consulting engineer from WSB have reviewed the grading and drainage plans and provided the following comments: 1. If not connecting to storm sewer stub on south end of site either remove stub back to the manhole or install awater-tight plug in upstream end of stub. 2. Revise directional arrows for storm sewer on south end of site. Currently • shown going in two directions from manhole. 3. All details must match current City Standard Detail Plates as appropriate. City will provide in AutoCAD format upon request. 4. Provide a detail of the curb section on the west property boundary. 5. The applicant needs to provide a drainage map detailing the drainage areas for each proposed catch basin and' the locations of existing catch b asins are not identified on the plan. 6. Provide details of haw the drainage directed cff site is managed specifically, the northwest entrance, north parking spaces and the south parking spaces. Utilities. Regarding the utility plan submitted, the City Engineer and consulting engineer have provided the following comments: 1. Provide utility profiles at each utility crossing location to check for conflicts. Information incomplete at present. 2. Provide insulation at storm sewer and watermain crossings per City Standard Detail Plates 2005 and 2006. 3. Provide easements for sanitary manhole and downstream pipe near northeast comer of site. Extend easement to Cedar Street right-ofway. 4. All unused sanitary sewer and watermain service lines must be removed back to the main, otherwise the developer will be responsible for maintaining all abandoned lines in the future. • 5. Construct sanitary sewer manhole as standard sampling manhole near northeast corner of site per City Standard Detail Plate 3007. Planning Commission Agenda - 06/05%07 • 6. All details must match current City Standard Detail Plates as appropriate. City will provide in AutoCAD format upon request. 7. Show an overall site detail ofthe location of fire hydrants and access to the hydrants per the fire department expectations. 8. Include details of how the sanitary sewer clean out will be protected from traffic loads. 9. It appears that there are a number of sanitary-and storm sewer stubs which will not be used with this project. Include a plan to abandon or remove these lines. Stormwater. The City Engineer has reviewed the stormwater plans and provided the following comment: All details must match current City Standard Detail Plates as appropriate. City will provide in AutoCAD format upon request. ALTERNATIVE ACTIONS Decision 1. Regarding the request for an amendment to a Conditional Use Permit for Development Stage Planned Unit Development for a strip center with retail and commercial, and restaurant uses, the City has the following options: . 1. Motion to recommend to approval ofthe Development Stage Planned Unit Development, based on a finding that the proposed use is consistent with the intent ofthe existing PUD and the B-3 District, subject to the condition outlined in Exhibit Z. 2: Motion to recommend denial ofthe Conditional Use Permit for Development Stage Planned Unit Development approval, based on a finding that the proposed use is not consistent with the intent of the existing PUD and the B-3 District, and the use may not be supported by the site. Decision 2. Regarding the request for a Conditional Use Permit for two drive through facilities, the City has the following options: 1. Motion to recommend approval ofthe Conditional Use Permit for two drive through facilities, based on a finding that the proposed use is consistent with the intent of the PUD and the use satisfies the conditions of approval. 2. Motion to recommend denial ofthe Conditional Use Permit for two drive through facilities, based on a finding that the conditions for approval have not been met. • STAFF RECOMMENDATION Mielke Development, LLC is requesting an amendment to a Conditional Use Permit for Development Stage Planned Unit Development to allow for commercial strip Planning Commission Agenda - 06/05/07 center "containing a variety of retail and commercial uses, as well as two restaurant • uses with drive through lanes: The site is part of the existing Monticello Travel Center Planned Unit Development; which contains a mix of retail, restaurant, and service uses. The proposed use appears to be generally consistent with the intent of the B-3 District and the existing PUD. Staff has highlighted concerns with the proposed developnent, which maybe found listed in Exhibit Z. Regarding Decision 1, staff recommends approval of the amended CUP for Planned Unit Development, subject to these conditions outlined in Exhibit Z. Regarding Decision 2, staff recommends approval of the CUP for a drive through. facility, subject to the conditions in Exhibit Z. The site has adequate room for stacking space for low-volume drive through uses. However, no information has been provided as to potential tenants for the site. Staff is aware that leasing information may not be available at.this time. However, when this information does become available, staff requests that the applicant provide details on the proposed users so that stacking space maybe adequately evaluated. SUPPORTING DATA Exhibit A: Site Plan • Exhibit B: GradingBrosion Control Plan Exhibit C: "Utility Plan Exhibit D: SWPP Plan Exhibit E: Architectural Site Plan Exhibit F: Landscape Plan -Revised Exhibit G: Signage Plan -Revised Exhibit H: Signage Narrative Exhibit I: ~ Floor Plan Exhibit J: EXteri~r Elevations -Revised Exhibit K: Photometric Plan Exhibit L: Plan Review Comments from Bruce Westby, dated 05/21/07 Exhibit M: Plan Review Comments from WSB, dated 05/22/07 Exhibit Z: Conditions of .Approval • Planning Commission Agenda - 06/05/07 • EXHIBIT Z Conditions of Approval Development Stage PUD for Monticello Travel Center 2nd Addition, Lot 5, Block 1 1. The photometric plan shall be revised to reduce the footcandle reading at the property line adjacent to Cedar Street to not exceed one footcandle. • 2. The applicant shall submit a revised signage plan, illustrating wall signage not to exceed 221 square feet total. The applicant shall also be required to provide square footage of the proposed pylon sign. 3. A crosswalk shall be provided at the sidewalk separation extending west to Subway. 4. The applicant shall use epoxy orpoly-preformed striping for longevity and reduced maintenance. 5. The applicant shall comply with all recommendations of the City Engineer as outlined in the May 21St memo prepared by Bruce Westby and the May 22nd memo prepared by WSB. Conditions of Approval CUP for Drive Through Lanes 1. A "drive-thru only" sign shall be required at the entrance to the north drive through lane. 2. The applicant shall provide additional information in regard to the proposed drive through tenants when available so that staff may adequately review the stacking space proposed. • • • ~ ~1 M `J ~ ~ M J e L ~ ~ O V ~ • C'!TmV CTTRMTTrI`AT. 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Y~ ~j ~' ~Z ~~ 0 0 r~- 0 e 1n u l1' \, • ~~~ ~~r~`Q~ ~ ~ F"'v"; Fi ri ~ ~J\'O't'1~LOJSAtOJC -asrav~aas~~~t~ $~~i , 4 ~ti~~yF~ ':m~-~ 6~er4~ ~ t'f ~t'i~ ~ 23~SI~3~ ~ ~ ,~ p + i ! ~yya ~I2i~71Qt~T~'I _ ~ urza~:)~t~t4is ,~ ~61~~1 a a~~t~~~t8o f LO-fiT-SO'IF~SSII^?gllS ~ZI~ s 5 a~~ 'p ~~~ ~ k~~ o~ ~ l 0 ~f~ ~ g~ ~ E°~ ~~ ~O ~ ~ /, o ~~ i ~~~ • • i~ /, /, `~> ~ ~ ~~ `~ .~ , ~ ~~ _ ~~ ~~ a~ S \~ V` 1~ ~~ 2 p3 _' 2" i a ~~ ~~/;o O. ~ ~ ~~~~. .~ ~ ~ ~a - ~ 9 ~ ~ a ~ g~~ 3 ,- ~ g k ~ X n~ ~~ _ U ®'~ \~~ ab ~~ ~~ `~I~ LANDMARK CENTER SIGNAGE PROPOSAL 5/14/07 • Building_ si ng_age Standard code multi-tenant building signage for each suite as illustrated on the elevations. Due to the fact this building will be surrounded by drives and the building front architecture is carried around all four sides of the building, city staff has suggested the addition of appropriate building signage as illustrated. Tenant Pylon We propose combining the Landmark Center tenant pylon with the existing Jiffy Lube pylon as illustrated. The Jiffy capsule will remain at the top. The old style reader board will be replaced by an electronic reader board with seven Landmark Center tenant identification panels below. Landmark Center will waive tenant's rights to the city permitted temporary signs. We want to keep the area uncluttered. • Cedar Street entrance monument Decorative low profile entrance marker monument sign. Drive Thru entrance markers One low profile entrance marker for each drive thru lane. • • ~'~~ ~;~, ~qQ~ 1 ~ 2~ ~~~ ~ L /~ N L~ itil 19- I? P ~'~ ~/V c~~~ --~= ~ I~l-~ i .. ~~r-r-Y • l ~,,, _ _ _ ;5/15/2007) Dan Mielke - A3.1.pdf ~~~~~~ t MAY 15 2001 ~~ ~~ ' S: 9t 9Y u ?~ 2! ~' 4~ gF u 7: F~ ~G 9j ~ e ' ~ 8s ~€ s ` by { aT d y G ~j ~f ~d ~ I, l~ ~ ' ~~m~ Z f` ~ ~ tn I~ S i / i i .1 h .. ~ ~ o~ / ~ GL I'; 4 G ~ ~~~ 0 "Z, ~ . ~~ D Q '. ~ ~ ....101 ~ ' `_ DO.. D ~ i -~ _-1 0 ~+i .... : p p _.. -. ^ ' ~ O ~ „ ~ ` 7 ~~ ~ f . ' S ~' ~ ' ' O O -.. p Q - . 0 0. - D o o -- ~ ' i.%! ~. __ __ . ~ 1\ ~o Do _\ \ 0 0 / ,; of / ~:. -.goo,.. \; I ss~ u2 4~ ~P s ~` d ! 'a .m ~g . ~s f e° ' g ?~ ~ ~ ~~ p `s d GTTZ SL?PNLI'I'T.~1 7, 05 -1 ~-07 y'I xe~rtauuu tu x~ ~~rux ~ ~ .. LaI~ll~1:11:Ii C-P V'Pb;h E`•`;ii31 r ~ ~ ~~~ E a - t('i~; i ` ;~t _ S-~~ . .. . B ~ . ( i- ; „-{ ~~ ~~ ~ o ~n,~ ' 6i. ilt . ~ g g :1 i t.1±31 . ~ ... ..- ,.., ... ~.,_.,.. Page 1 i I ~~~ • ~. • v ~. ~. c _~ • F . • MONTICELLO Ms Kimberly Holien Northwest Associated Consultants, Inc. 4800 Olson Memorial Highway, Suite 202 Golden Valley, MN 55422 Re: Landmark Center -Monticello Travel Center 2nd Addition Development Stage PUD Plan Review Comments City Planning Project No. 2007-016 Dear Ms Holien: May 21, 2007 On May 14, 2007 the City of Monticello received a development stage PUD submittal for Landmark Center in Monticello Travel Center 2nd Addition. Upon receiving the plans the Engineering and Public Works Departments reviewed them for conformance to the City's Plan Requirements and Design Guidelines and respectfully offer the following comments: Plan Sheet C1.1 ~y 1. Provide two "ENTER ONLY" signs, one on each side of the entrance, for the one-way drive aisle on the east side of the site. 2. Provide a "DO NOT ENTER" sign east of the exit lane at the northeast corner of the site. 3. Provide a "DRIVE-THRU ONLY" sign west of the entrance lane at the northeast corner of the site. Plan Sheet C1.2 1. If not connecting to storm sewer stub on south end of site either remove stub back to the manhole or install awater-tight plug in upstream end of stub. 2. Revise directional arrows for storm sewer on south end of site. Currently shown going in two directions from manhole. 3. All details must match current City Standard Detail Plates as appropriate. City will provide in AutoCAD format upon request. Plan Sheet C1.3 1. Provide utility profiles at each utility crossing location to check for conflicts. Information incomplete at present. 2. Provide insulation at storm sewer and watermain crossings per City Standard Detail Plates 2005 and 2006. 3. Provide easements for sanitary manhole and downstream pipe near northeast corner of site. Extend easement to Cedar Street right-of--way. Monticello City Hall, 505 Walnut Street, Suite 1 > Monticello, MN 55362-8831 • (763) 295-2711 • Fax (763) 295-4404 Office of Public Works, 909 Golf Course Rd._ Monticello, MN 55362 • (763) 295-3170 • Fax (763) 271-3272 Kimberly Holien May 21, 2007 Page 2 of 2 4. All unused sanitary sewer and watermain service lines must be removed back to the main, • otherwise the developer will be responsible for maintaining all abandoned lines in the future. 5: Construct sanitary sewer manhole as standard sampling manhole near northeast corner of site per City Standard Detail Plate 3007. 6. All details must match current City Standard Detail Plates as appropriate. City will provide in AutoCAD format upon request. Plan Sheet C1.4 1. All details must match current City Standard Detail Plates as appropriate. City will provide in AutoCAD format upon request. General Note Provide striping and signing information in the plans. No information is currently included.- The City recommends using epoxy orpoly-preformed striping for longevity and reduced maintenance. The City's Engineering Consultant, WSB and Associates, may provide additional comments. Please call me at 763-271-3236 should you have any questions regarding any of the comments above. Sincerely, • CITY OF MONTICELLO ~~ Bruce Westby, P.E. City Engineer cc: Jeff O'Neill, City Administrator John Simola, Public Works Director Angela Schumann, Community Development Coordinator Shibani Bisson, WSB and Associates, Inc. Phil Elkin, WSB and Associates, Inc. G'I~~ 1 Yry~~ &- Infrastructure ^ Engineering ~ Planning ~ Construction 701 Xenia Avenue South • Suite 300 Minneapolis, MN 55416 Tel: 763 541-4800 Fax: 763 541-1700 May 22, 2007 Ms. Kimberly Holien Northwest Associated Consultants, Inc. 4800 Olson Memorial Highway Suite 202 Golden Valley, MN 55442 Re: Landmark Center -Monticello Travel Center 2nd City of Monticello Planning Project No. 2007-016 WSB Project No. 1627-75 Dear Ms. Holien: We have reviewed the proposed site plan for the above-referenced project dated May 14, 2007 and offer the following comments: Plan Sheet Cl.l 1. There does not appear to be enough room for stacking cars at the drive through window located at the northeast entrance. 2. Replace the proposed concrete bollards with a concrete island. Plan Sheet C1.2 Provide a detail of the curb section on the west property boundary. The applicant needs to provide a drainage map detailing the drainage areas for each proposed catch basin and the locations of existing catch basins are. not identified on the plan. Provide details of how the drainage directed off site is managed specifically, the northwest entrance, north parking spaces and the south parking spaces. Plan Sheet C1.3 1. Show an overall site detail of the location of fire hydrants and access to the hydrants per the fire department expectations. 2. Include details of how the sanitary sewer clean out will be protected from traffic loads. 3. It appears that there are a number of sanitary and storm sewer stubs which will not be used with this project. Include a plan to abandon or remove these lines. Fr IAngelaSPlanning Commission12007 PC AgendaUwe~L1R-K Holien-052207-LCsireplanReview.doc Ms. Kimberly Holien Apri123, 2007 Page 2 • Please contact me at 763-287-7162 if you have any questions. Sincerely, WSB & Associates, Inc. Phillip A. Elkin, PE Project Manager Enclosure cc: Bruce Westby, City of Monticello Bret Weiss, WSB & Associates, Inc. • F~ IAnge(o5lP/anrdng Cammissionl2007 PC Agenda'June1L7R-K Holien-052207-LC.riteplanReviewdac City Council Agenda - 06/09/08 ~G SC. Consideration to approve a request for extension of a Conditional Use Permit for Amendment to Planned Unit Develo went for a retail commercial develo meat at Monticello Travel Center 2n Addition. Applicant: Mielke Bros., LLC ~AS~ A. REFERENCE AND BACKGROUND The Planning Commission unanimously recommended approval of the extension during their June 3 , 2008 meeting. On June Sd', 2007, the Planning Commission reviewed and recommended approval of an amendment to Planned Unit Development request for the proposed Landmark Center project, submitted bey Mielke Bros., LLC. The City Council subsequently approved the requests on June 11 , 2007. Due to non-use, the conditional use permit for amendment to PUD will expire on June 1 l~', 2008. The Monticello Zoning Ordinance requires that conditional use permits expire due to non-use after one year. The extension request sent by the applicant requests aone-year extension period. The planning report for the original item has been provided for reference. B. ALTERNATIVE ACTIONS The Planning Commission recommends alternative 1 below. 1. Motion to approve aone-year extension of the June 11~', 2007, Conditional Use Permit for Amendment to Planned Unit Development for a retail commercial development at Monticello Travel Center 2nd Addition with the condition that all previously approved conditions be assigned to the extension. 2. Motion to deny an extension of the June l ld', 2007,. Conditional Use Permit for Amendment to Planned Unit Development for a retail commercial development at Monticello Travel Center 2nd Addition, based on a finding to be made by the Planning Commission. C. STAFF RECOMMENDATION Staff recommends extension of the amendment to Conditional Use Permit for PUD. This recommendation is consistent with the Council's recent one-year extensions for other conditional use projects. D. SUPPORTING DATA Exhibit A: Applicant Extension Request Exhibit B: Staff Report -June 1 ld', 2007 Exhibit C: City Council minutes of June 1 ld', 2007 Exhibit E: Site Plans Angela Schumann Subject: FW: Request for Conditional Use Permit ext. -----Original Message----- From: Dan Mielke [mailto:Dan.Mielke@monticello.kl2.mn.us] Sent: Friday, May 23, 2008 2:48 PM To: Angela Schumann Subject: Request for Conditional Use Permit ext. To whom it concerns, 5/23/08 I hereby request a one year extension of our Landmark Center Conditional Use Permit for parcel 5, Monticello Travel Center, 2nd edition. Dan Mielke Mielke Development LLC • • 1 Consideration of a request for Amendment to Planned Unit Development for a retail commercial development at Monticello Travel Center 2°d Addition Applicant• Dan Mielke. (NAC) BACKGROUND The Planning Commission reviewed this item on June 5`~. The Commission expressed some concern as related to the stacking space for the drive-through facilities. The Commission discussed various alternatives, choosing to condition their recommendation in such a way as to allow the developer maximum flexibility, while still allowing for a review should intensity of use require further study. As such, the Commission recommended approval of the conditional use permit for drive-through as noted below. The Commission also recommended approval of the Planned Unit Development with the conditions as noted. In relationship to the PUD, the Commission noted the quality of the building design. The Commission did discuss parking as related to tenant mix, but determined that due to existing cross easements and the total number of stalls on site, the parking shown is adequate for the proposed project. The applicant indicated that they were willing to waive temporary sign permits for this specific site in relationship to flexibility granted for other portions of the PUD, including the modifications to the Jiffy Lube sign. As noted in the report, the applicant will be making changes to the existing Jiffy Lube sign to accommodate both that existing project and this proposed project. It will be the only pylon sign for this project. As such, a condition waving temporary sign rights ahs been added to the conditions for PUD approval. Mielke Development, LLC is seeking an amendment to a Conditional Use Permit for development stage Planned Unit Development for the construction of a shopping center, and a Conditional Use Permit for a drive through lane, located at Lot 5 of Monticello Travel Center Second Addition. The applicant is proposing a 9,590 square foot commercial center with multiple tenants to be located in the northeast portion of the site. The underlying zoning is B- 4, Regional Business. ANALYSIS The subject site is located at the southeast corner of the intersection of State Highway 25 and Oakwood Drive. The existing Planned Unit Development contains a Subway restaurant with a drive through, a Jiffy Lube, a Holiday convenience store and motor fuel station, a Dairy Queen restaurant with a drive through, and a second multi-tenant commercial center. The subject site is located in the center of the development, fronting on Cedar Street. The site relies on PUD for shared parking, shared access, and setback flexibility. Comprehensive Plan: Monticello's Comprehensive Plan designates this area for commercial use. Zoning: The subject site is zoned B-3, Highway Business. The purpose of the B-3, highway business district is to provide for and limit the establishment of motor vehicle oriented or dependent commercial and service activities. ~_Yu •_La ~1. t~. a~iL 'l.v - ~-4`e~.~c~~'#'.. ~~. ~a.15..1.::......'~'. Sr~'viS~r~~..~,...a~.~. .~ __~~..~lca__ .r.l_lLYt.. ~.':r.L. $iv.~ir'io~~IW~~rY '. $~ \.~.w. ~...L.... i.3~1__c.al 'r.fG.v=tu.~(.ui~_ai CUB'/PITD: A Planned• Unit Development allows for flexibility in performance standards with the understanding that the development will beheld to hi-gher ~.: standards of site and building design than would ordinarily be required. It is the applicant's responsibility to design the development with significant benefits and communicate those benefits to the City for allowing a CUP/PUD. Parking... The proposed building is 9,590 square feet in area. The proposed uses for the structure have not been provided. Drive through lanes are proposed for the :northernmost unit and easternmost units of the building. The drive through indicates that these unit will be reserved for restaurant uses. One restaurant unit is shown at 1,499 square feet, and one is shown at 1,566 square feet. The total kitchen and dining areas for these tenants have not been provided. Staff has therefore estimated the area of the kitchen at 1/3 of the units. Tenants for the remainder of the site are assumed to be various retail services. Restrooms and refuse rooms have also been illustrated on the plan. As such, the estimated parking requirement is as follows: Tenant Area Re uirement Stalls Restaurant 1 1,499 sf total 1,049.3 square feet 449.7 s uare feet 1 space/40 sf of dining area 1 s ace/80 sf of kitchen area 27 spaces 6 s aces Restaurant 2 1,566 sf total 1,096.2 square feet 469.8 s uare feet 1 space/40 sf of dining area 1 s ace/80 sf of kitchen area 28 spaces 6 s aces Retail 1,324 s uare feet 1 s ace/200 sf of floor area 7 s aces Retail 1,143 s uare feet ~ 1 s ace/200 sf of floor area 6 s aces Retail 1,161 s uare feet 1 s ace/200 sf of floor area 6 s aces Total Required 86 spaces The site plan illustrates 59 parking stalls, 27 short of the minimum requirement. The remaining Planned Unit Development area contains approximately 272 parking stalls, 15 of which are directly adjacent to the site. Some overlap in uses is expected, and therefore a cross parking arrangement maybe accommodated by PUD to reduce the nu~~~ber of stalls required. Due to the need for cross parking to accommodate the shortage, staff recommends that the applicant provide a leasing arrangement. whenever available so that the overlap in uses maybe evaluated more effectively. • Drive Through. The applicant is proposing two drive through lanes circulating around the site. One drive through lane is located on the east side of the building, with traffic circulating from south to north. The second drive through is on the north side of the building, with traffic circulating from east to west. As designed, vehicles exiting the east drive through lane will meet vehicles entering the north drive through lane. Thick striping is proposed to delineate the two drive through lanes and ease traffic circulation. The City recommends using epoxy orpoly-preformed striping for longevity and reduced maintenance. Drive through establishments are allowed in the B-4 District by Conditional Use Permit. The Zoning Ordinance contains the following provisions for such uses: • The architectural appearance and functional plan of the building and site shall not be so dissimilar to the existing buildings or area as to cause impairment in property values or constitute a blighting influence within a reasonable distance of lot. • At the boundaries of a residential district a strip of not less than five 5 feet shall be landscaped and screened in compliance with Chapter 3 Section 2 G of this ordinance. • Each light standard island and all islands in the parking lot landscaped or covered. • Parking areas shall be screened from view of abutting residential districts in compliance with Chapter 3 Section 2 G of this ordinance. • Parkirig areas and driveways shall be curbed with continuous curb not less than six 6 inches high above the parking lot or driveway grade. • Vehicular access points shall be limited shall create a minimum of conflict with through traffic movements shall comply with Chapter 3 Section 5 of this ordinance and shall be subject to the approval of the City Engineer. • All lighting shall be hooded and so directed that the light source is not visible from the public right of way or from an abutting residence and shall be in compliance with Chapter 3 Section 2 H of this ordinance. • The entire area shall have a drainage system which is subject to the approval of the City Engineer. • The entire area other than that occupied by buildings or structure or plantings shall be surfaced with a material which will control dust and drainage and which is subject to the approval of the City Engineer. • All signing and informational or visual communication devices shall be in compliance with Chapter 3 Section 9 of this ordinance. As proposed, each drive through lane is 12 feet in width. The north drive through lane appears to approximately 75 feet of stacking space, enough for up to six vehicles behind the pick-up window, and two vehicles behind the order board. The east drive through lane appears to have approximately 58 feet for stacking space, enough for up to five vehicles behind the pick-up window and two behind the order board. For the north drive through lane, overflow stacking maybe accommodated internally by the existing parking lot drive lane. However, staff is concerned with any overflow stacking for the east drive through lane. An existing drive through lane for Chelsea Commons exits directly adjacent to the entrance to the east drive through lane. As such, any overflow stacking may prevent patrons from circulating through the Chelsea Commons drive through. The applicant has not indicated potential users for the site, making it difficult to evaluate the potential volume of the drive through lanes. A low volume drive through would typically accommodate a business such as a coffee shop. The existing Caribou ,. . ....,...,...x......:_s .., ,.,.. ,.._.._.:.,~..-_:::LS...,.~.,.._.,_,....~n,. <.~.~,_.... ~.~ ..,...,._._~....~.._,.~....,..a_.:~:...~.1.~~.., ~ ar:~v..i.~,,.....~u+~~;u:r ,.....,_....~~i:+...~,~...,,,t,_,..,sr - Coffee drive through hasan average of five to six cars in the-drive lane at one time, with more during peak periods.: Therefore, the proposed stacking space would be appropriate for aloes-volume use. However, a higher intensity fast-food use may cause congestion problems with the proposed drive through configuration. As noted, staff recommends that the applicant provide more detail on the potential drive through users through submittal; of a leasing plan, so that a more thorough analysis of the situation may be performed. The consulting engineer has reviewed the drive through design and provides the following comments: There does not appear to be enough room for stacking cars at the drive through window located at the northeast entrance. 2. Replace the proposed concrete bollards with a concrete island. Landscaping. For commercial sites, a minimum of one overstory tree per 1,000 square feet of gross building floor area, or one tree per SO lineal feet of site perimeter, whichever is greater, is required. The site has approximately 822.53 lineal feet of site perimeter, requiring 17 overstory trees, as opposed to the 10 that would be required under the floor area calculation. The applicant has provided one of the required 17 overstory trees, as well as six ornamental trees. The ornamental trees are proposed along the east property line. The applicant is also proposing three irrigated planters on a concrete island on the ` north side of the site, adjacent to the drive through lane. A fourth planter is proposed on a concrete island in the southeast corner of the site. Additional shrubs are also proposed for the north side of the site, and in the southeast corner. No foundation landscaping is illustrated on the plan and no grass is proposed with the exception of ±he landscaped strip along the east property line. Lighting. Alighting plan has been submitted for the site, indicating full cutoff lighting throughout the parking lot. The photometric plan indicates readings as high as 2.8 footcandles at the property line adjacent to Cedar Street. Per ordinance, the lighting plan shall be required to be revised prior to Final Stage PUD, illustrating readings under one footcandle at the property line. Signage. In the case of a building where there are two or more uses and which, by generally understood and accepted definitions, is considered to be a shopping center or shopping mall, a conditional use permit maybe granted to the entire building in accordance to an overall site plan indicating their size, location, and height of all signs presented to the Planning Commission. A maximum of 5% of the gross area of the front silhouette shall apply to the principal building where the aggregate allowable sign area is equitably distributed among the several businesses. For purposes of determining the gross area of the silhouette of the principal building, the silhouette shall be defined as that area within the outline drawing of the principal building as viewed from the front lot line or from the related public street(s). Several existing ,,~ pylon signs are located throughout the Planned Unit Development. The front fagade is approximately 2,124 square feet in area. The building will also be visible from Oakwood Drive, with a silhouette area of 2,283 square feet. The total silhouette area for the site is 4,407 square feet. Therefore, the total allowable area for wall signage is 221 square feet. The applicant is proposing ten, 26 square foot wall signs, for a total of 260 square feet. Two wall signs are proposed on the east elevation, three on the south elevation, four on the west elevation, and one on the north elevation. The location of signage on all sides is acceptable. However, staff recommends that the applicant reduce the amount of wall signage proposed to not exceed 221 square feet. The applicant is also proposing amulti-tenant pylon sign at a height of 26 feet near the Jiffy Lube site adjacent to Highway 25. The face area of this sign has not been provided, but has been calculated by staff at approximately 143 square feet. As a condition of approval, the applicant shall be required to provide the square footage of the tenant panels on this sign. For properties on Highway 25, 3.03 feet of pylon sign area is allowed per every 10 feet of lineal frontage with the following exceptions: • All properties may erect a pylon sign with a sign area of 50 regardless of front footage abutting Highway 25, and • The maximum pylon sign area shall not exceed 100 sq ft regardless of total lineal footage of property abutting Highway 25. The overall PUD has approximately 850 feet of frontage on Highway 25 and is therefore allowed a pylon sign up to 100 square feet. A second monument sign is also proposed in the southeast corner of the site, at the entrance adjacent to Cedar Street. This sign is 90 square feet in area and contains nine identification placards. Cedar Street is a collector street with a speed limit of 30 miles per hour. As such, a monument sign 25 feet in area and 16 feet in height is allowed. Although this proposed sign exceeds the maximum requirement, staff encouraged the applicant to propose a monument sign in lieu of a pylon sign in this location. Due to the size of the overall PUD, and the number of tenants, the proposed monument sign maybe appropriate. Access and Circulation. Access to the site is provided by two existing curb cuts off Cedar Street, one on the north side of the site and one on the south side of the site. Cross access is possible to the north and south. Internal drive lanes on the west side of the site are proposed at 24 feet in width, wide enough to accommodate two-way traffic. The internal drive lane on the east side of the site is proposed at 16.24 feet, and is striped as a one-way drive. Cars exiting the site on the east side will have the option of exiting to the north only, into the drive lane between the subject site and the proposed Wendy's site. This drive will-serve as a passing lane for the adjacent drive through lane. Two -`.`ENTER ONLY" signs, one on each side of the entrance, shall be required at the entrance of this one-way drive aisle on the east side of the site. The t,~ applicant shall also be required to provide a"DO NOT ENTER" sign east of the exit lane at the northeast corner of the site. No passing is proposed adjacent to the north drive lane, prohibiting cars from circulating around waiting vehicles. A "DRIVE THRU ONLY" sign shall be required at the entrance to this drive through lane to communicate that no pass through lane is provided. Pedestrian access will be accommodated by a concrete sidewalk running along the south and west sides of the building. A sidewalk connection is also provided to the Subway site to the west. The width of the sidewalk in front of the building is proposed at eight feet. Staff recommends that the applicant provide a crosswalk at the sidewalk separation extending west to the Subway site. An existing sidewalk is also located on the east side of the site, within the Cedar Street right-of--way. Building Design. The building is proposed to be constructed mainly of EIFS block with masonry wall base and pre-finished metal coping. The front of each unit will contain a great deal of glass, each with a fabric awning. Some variation to the roofline is also proposed, to break up the long facade. All sides of the building contain windows, vertical elements, and roofline variation. The only side without fabric awnings is the east side, as no entrances are proposed. The proposed trash ~r enclosure will be incorporated into the building and be sectioned off by a steel door. The color elevations provided illustrate warm earth tones with gray tinted glass and green awnings.. The proposed colors appear to blend well with the existing buildings on the Monticello Travel Center site. Grading and Drainage. The City Engineer and the consulting engineer from WSB have reviewed the grading and drainage plans and provided the following comments: 1. If not connecting to storm sewer stub on south end of site either remove stub back to the manhole or install awater-tight plug in upstream end of stub. 2. Revise directional arrows for storm sewer on south end of site. Currently .shown going in two directions from manhole. 3. All details must match current City Standard Detail Plates as appropriate. City will provide in AutoCAD format upon request. 4. Provide a detail of the curb section on the west property boundary. 5. The applicant needs to provide a drainage map detailing the drainage areas for each proposed catch basin and the locations of existing catch basins are not identified on the plan. 6. Provide details of how the drainage directed off site is managed specifically, the northwest entrance, north parking spaces and the south parking spaces. Utilities. Regarding the utility plan submitted, the City Engineer. and consulting engineer have provided the following comments: 1. Provide utility profiles at each utility crossing location to check for conflicts. Information incomplete at present. 2. Provide insulation at storm sewer and watermain crossings per City Standard Detail Plates 2005 and 2006. 3. Provide easements for sanitary manhole and downstream pipe near northeast corner of site. Extend easement to Cedar Street right-of--way. 4. All unused sanitary sewer and watermain service lines must be removed back to the main, otherwise the developer will be responsible for maintaining all abandoned lines in the future. S. Construct sanitary sewer manhole as standard sampling manhole near northeast corner of site per City Standard Detail Plate 3007. 6. All details must match current City Standard Detail Plates as appropriate. City will provide in AutoCAD format upon request. 7. Show an overall site detail of the location of fire hydrants and access to the hydrants per the fire department expectations. 8. Include details of how the sanitary sewer clean out will be protected from traffic loads. 9. It appears that there are a number of sanitary and storm sewer stubs which will '~ not be used with this project. Include a plan to abandon or remove these lines. Stormwater. The City Engineer has reviewed the stormwater plans and provided the following comment: 1. All details must match current City Standard Detail Plates as appropriate. City will provide in AutoCAD format upon request. ALTERNATIVE ACTIONS Decision 1. Regarding the request for an amendment to a Conditional Use Permit for Development Stage Planned Unit Development for a strip center with retail and commercial, and restaurant uses, the City has the following options: The Planning Commission recommends alternative 1 below. 1. Motion to approve the Development Stage Planned Unit Development, based on a finding that the proposed use is consistent with the intent of the existing PUD and the B-3 District, subject to the condition outlined in Exhibit Z. 2. Motion to deny the Conditional Use Permit for Development Stage Planned Unit Development approval, based on a finding that the proposed use is not consistent with the intent of the existing PUD and the B-3 District, and the use may not be supported by the site. s , ~.~,,, .. _ _ _ _ _ _ _ . , ~:w~ x~,~,,,.. -_ ..~ _. _~ ~_ ..__ .: :.... _ ,.. ~ :...: _ ..~, .:~ . ,. ..... ~ ~. _.._ ~ .. ,. _ ,....~~.~ Decision 2. Regarding the request for a Conditional Use Permit for two drive through facilities, the. City has the following options: ~;: The Planning Commission recommends alternative 1 below. 1. Motion to approve the~Conditionai Use Permit for two drive through facilities, based on a finding that the proposed use is consistent with the intent of the PUD and the use satisfies the conditions of approval. 2. Motion to deny the Conditional Use Permit for two drive through facilities,. based on a finding that the conditions for approval have not been met. STAFF RECOMMENDATION Miellce Development, LLC is requesting an amendment to a Conditional Use Permit for Development Stage Planned Unit Development to allow for commercial strip center containing a variety of retail and commercial uses, as well as two restaurant uses with drive through lanes. The site is part of the existing Monticello Travel Center Planned Unit Development, which contains a mix of retail, restaurant, and service uses. The proposed use appears to be generally consistent with the intent of the B-3 District and the existing PUD. Staff has highlighted concerns with the proposed development, which may be found listed in Exhibit Z. Regarding Decision 1, staff ~: recommends approval of the amended CUP for Planned Unit Development, subject to ~~ these conditions outlined in Exhibit Z. Based on discussion held at the Planning Commission meeting, staff has also included an additional condition regarding temporary signage. Regarding Decision 2, staff recommends approval of the CUP for a drive through facility, subject to the conditions in Exhibit Z. The site has adequate room for stacking space for low-volume drive through uses. The Planning Commission recommended condition 2 as related to the drive-through in order to provide some ability to control potential stacking problems with any high-volume user. SUPPORTING DATA Exhibit A: Site Plan Exhibit B: Grading/Brosion Control Plan Exhibit C: Utility Plan Exhibit D: SWPP Plan Exhibit E: Architectural Site Plan Exhibit F: Landscape Plan -Revised Exhibit G: Signage Plan -Revised Exhibit H: Signage Narrative • • Exhibit I: Floor Plan Exhibit J: Exterior Elevations -Revised Exhibit K: Photometric Plan Exhibit L: Plan Review Comments from Bruce Westby, dated 05/21/07 Exhibit M: Plan Review Comments from WSB, dated 05/22/07 Exhibit Z: Conditions of Approval EXHIBIT Z Conditions of Approval Development Stage PUD for Monticello Travel Center 2nd Addition, Lot 5, Block 1 1. The photometric plan shall be revised to reduce the footcandle reading at the property line adjacent to Cedar Street to not exceed one footcandle. 2. The applicant shall submit a revised signage plan, illustrating wall signage not to exceed 221 square feet total. The applicant shall also be required to provide square footage of the proposed pylon sign. 3. A crosswalk shall be provided at the sidewalk separation extending west to Subway. 4. The applicant shall use epoxy orpoly-preformed striping for longevity and reduced maintenance. 5. The applicant shall waive any use of temporary signs as related to Lot 5, Block 1. 6. The applicant shall comply with all recommendations of the City Engineer as outlined in the May 21St memo prepared by Bruce Westby and the May 22nd memo prepared by WSB. Conditions of Approval CUP for Drive Through Lanes • 1. A "drive-thru only" sign shall be required at the entrance to the north drive through lane. Z. The use of the either or both drive-through lanes for any high-volume tenant, such as those equal to a fast food user similar to a McDonald's or Burger King, are subject to a staff review and approval. Council Minutes: 6/11/07 The trade-in value of the 1988 truck is approximately $7,500 but staff felt if it was sold on the open mazket it may go as high as $10,000: John Simola said the people who bid on the City's ,~ used equipment know that it is well maintained. Clint Herbst said if the vehicle is good enough to sell to someone else it is good enough for the City to use. John Simola explained the vehicle replacement policy that Public Works uses and how this allows them to budget for these major purchases as well as replace vehicles before they require major repairs. Wayne Mayer felt if you are going to spend the money it might be better to go with the hook truck at this time rather than come back in another year with a request to replace another truck. John Simola stated the Sterling truck was supposed to be replaced three years ago but was delayed. In evaluating their equipment needs they felt going with another Sterling truck at this time and adding the hook truck 2-3 years down the road better met the needs of the City. Tom Moores stated that the people who would buy the old truck would be using it to plow parking lots. He felt that for emergency type vehicles that are the first ones out to clear streets, a reliable vehicle is needed.. The Public Works Department will again evaluate their equipment needs in July when the budget process starts so that the appropriate amounts can be budgeted: Tom Moores added that emission costs for trucks have jumped up as well as the cast of steel. He noted that within five years they would plan to replace or add a street sweeper. SUSIE WOJCHOUSKI MOVED TO AUTHORIZE THE PURCHASE OF A STERLING L-8500 SINGLE AXLE TRUCK FROM BOYER TRUCKS OF ROGERS EQUIPPED WITH A DUMP BODY AND PLOW EQUIPMENT FROM J-CRAFT EQUIPMENT OF LAKE CRYSTAL UNDER STATE BID CONTRACT WITH THE OPTION OF ADVERTISING T'HE 1988 FORD L-8000 ON SEALED BIDS PRIOR TO THE TRADE IN t DATE. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SGAmendment to Development Contract for Carlisle Village S`~` Addition: Clint Herbst had a concern about what is happening in the development as far as the trees. He also wondered if everything is in place as far as the letter of credit to make sure that everything is cleared up and trees are replaced. Jeff O'Neill said there is $46,000 in security available for this. Although the trees in the development that are dying must be replaced other trees may be planted outside the plat at the discretion of the Council. Clint Herbst asked Tom Scott, legal counsel, if he felt if this was the time to table the item in order to make sure the City has enough funds to take care of tree preservation. Tom Scott felt if that was a Council concern, then the item should be tabled. CLINT HERBST MOVED TO TABLE UNTIL THE NEXT MEETING ACTION ON APPROVING THE AMENDMENT TO THE DEVELOPMENT CONTRACT FOR CARLISLE VILLAGE 5~ ADDITION. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SSAmendment to Planned Unit Development for retail commercial development t Monticello Travel Center 2'"~ Addition: Clint Herbst pulled this item because of the condition on Exhibit Z stating that the "use of either or both drive-through lanes for any high volume tenant, such as those equal to a fast food user similar to a McDonald's or Burger King, are subject to staffreview and approval" He didn't feel city staff was more qualified to determine this than any consultants utilized by the applicant or tenant. Clint Herbst felt 4 Council Minutes: 6/11/07 , because they have their investment to protect, the tenant would not put in something that would be detrimental to the business. The drive-through Lanes were either okay or they were not. The drive through lanes should not have td come back to staff. Brian Stumpf said the concern with stacking is to make sure that it does not come back on the public street. Jeff O'Neill said there is concern that there might be occasions where it creates a visibility problem. Clint Herbst felt since it only affects the property owner, the property owner would be concerned that- whatever they da works. 'Clint Herbst reiterated his belief that if the drive-through was okayit should okay forwhatever tenant was using it. Susie Wojcliouski questioned the building name of Landmark Center since there is already a Landmark Square. She felt it might create confusion not only .for shoppers but emergency vehicles as weir. Tom Scott stated the City and County have certain controls with naming a plat but he didn't feel they could require the owner to change a building name, Wayne `Mayer asked=about #3 on Exhibit Z stating that a crosswalk shall be provided at the sidewalk separation extending west to Subway. Dan Mielke addressed this item stating that while he didn't object to this item at the meetings, he did question why he is responsible to provide marking to direct Subway patrons. It is an internal sidewalk.. Staff wants them to stripe the area so pedestrians could safely get over to Subway. It was noted .that Subway is part of the planned unit development. Dan Mielke felt if people were going to park there to go to Subway they would go straight across and not follow the striping. Wayne Mayer said he couldn't see making this requirement for an interior property and questioned why the crosswalk had to be (here. WAYNE MAYER MOVED TO APPROVE THE DEVELOPMENT STAGE PLANNED :, UNIT DEVELOPMENT BASED ON A FINDING THAT THE PROPOSED USE IS CONSISTENT WITH THE INTENT OF THE EXISTING PUD AND THE B-3 DISTRICT `~ SUBJECT TO THE CONDITIONS OF EXHIBIT Z WHICH WERE REVISED TO INCLUDE THE FOLLOWING: 1) THE PHOTOMETRIC PLAN SHALL BE REVISED TO REDUCE THE FOOT CANDLE READING AT THE PROPERTY LINE ADJACENT TO CEDAR STREET TO NOT EXCEED ONE FOOT CANDLE; 2) THE APPLICANT SHALL SUBMIT A REVISED SIGNAGE PLAN, ILLUSTRATING WALL SIGNAGE NOT TO EXCEED 221 SQUARE FEET TOTAL. THE APPLICANT SHALL ALSO BE REQUIRED TO PROVIDE.SQUARE FOOTAGE OF 1HE PROPOSED PYLON SIGN; ~) THE APPLICANT SHALL USE EPOXY ORPOLY-PREFORMED STRIPING FOR LONGEVITY AND REDUCED MAINTENANCE; 4) THE APPLICANT SHALLWAIVE ANY USE OF TEMPORARY SIGNS AS RELATED TO LOT 5, BLOCK l AND 5) THE APPLICANT SHALL COMPLY WITH ALL RECOMMENDATIONS OF THE CITY ENGINEER AS OUTLINED IN THE MAY 21, 2007 MEMO PREPARED BY BRUCE WESTBY AND THE MAY 22, 2007 MEMO PREPARED BY WSB AND TO APPROVE THE CONDITIONAL USE PERMIT FOR TWO DRNE THROUGH FACILITIES, BASED ON A FINDING THAT THE PROPOSED USE IS CONSISTENT WITH THE INTENT OF THE PUD AND THE USE SATISIFES THE CONDITIONS OF APPROVAL WHICH INCLUDES: 1) A "DRIVE-THRU ONLY" SIGN SHALL BE REQUIRED AT THE ENTRANCE TO THE NORTH DRIVE THROUGH LANE. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. • r+ m o .-~ +-+ N M W ~ ~ ~ tf1°N ~ Z ~ ~ ~ M W O t0 y ~ ~ ~ N m 0 H 7 0 N • • L -~-~ U L ~~ .LJ Q~ W .1..1 c 0 a~ w L Z d z . 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P ~~ MON2ICELI.O, 2RT ~ : t v a E tI "- € ~ t~ l•• w`--w u.~r.w.m •rrnm~m~o-•nlvo~an~ ~w.+o~ r ~~ ! e C L _ L t _ r e e L -. - ~ L711 t ~ti~ a ~f/ C L C C L C C [ t L e C e e e . L e e r . C L e L - e C e r [ Y L C G L -''yam/ e r L ` / C s C L l Y [ t - / = - L i (r• t ~ ~• .1 ~.7~i ~;i~{t ~I a{~$(i ~ ~; ; ~~ ~ ?~ r .:~~: A • ~ ~, ~... I ~ LA DI~ARK a~~~'~Eg~( - ;isi~,_ - -- C~N~R pa" .9~,= r =~~~ wrtws et~.Gl R7 v,rnoWErn¢ssrum' = a i~f[[t~tf~@~, ."-$i9 ~=Lr~ 5:.~ a~o..r.v~~ae.e. a~pq T+ITKQ10. T1 a 9aI1~ ~L~ ~E~2i ® '~._~... ...,oo+ ~ A a i~it ysr~3 ...: +r 'gym • ~" SUBMITTAL 05-Z4-07 ~~ ids g~~ ~~9 8 SIGNAGEPLAN ~~-{ oI ~D~~iARu I~f;fi€{~~~ r I` I: f~~ifS ;r MONTIOSLn, M1~ • i~ _~ ~-U O O ~~ N Q Q ~v ~ 1 • r # ~.~ 0 ~ ~ q ~ ~ ~ ? ~ ~ ~ ~ ~~ o d ~ o ~ ~ t'n Q c ~~ ~ ~~ a ~ :~ ~ Imo ~ ~ ~ ~ ~ ~ \ 20 K Y ~I'1 m_ ~ !~ . ~ D 2 Z h N , 1 1 1 ~ ~ ~ ~ ^ ( , ~ ~. T Q~ ~ ~ ~ e c ~ ~ 4s r'J O ~. s ~j e ^ , ~ n ~ ,~ J 1 ~ r• r-- Z ~1`'\'~ `T V • • ~~ ~ ~ s ti o m ~~ ,., ~ 4 ~~ M _ ~ ~ ~ J ~. C ~p ~ ~ ~ c ~~ cr, ,~ ~~ m V 0 O ~, ~M 0 e 0 ~~ C ~~ ~ ~~ ~'' ~ 1~ ~ G r'~ '~ ~~ ~~ r' r T' ~ _ o ~ s -'----" o .°~ i/' m Y 0 0 ~ ^ ~ ~ o v~ ~ e ® ... ~ `~ `,`~. ~ _ ~, ~ ~ ~ (~ ~ D o ~ ~ ~ ~ ~ i ~ C ^ i..1 (0 ~ ~ D ~ . p ~` T ~ O ~ _. ~ s ~ ro ~ Z ~- ~ ~, n s - ~/ ;r ~` ~~ \. €;1'i~ @ ~~~t~ ~-rc'ariacnanlore `°=::. {'//J'(C~ ~~i~#3 ~ ;'`~f.~j ~ x~~o ~ 1 .Q '' ~ ~ e ~~ ~ ~ ~32i~dI~QIQF~'I ~ , .m.~~ x~a ~;~rxbis ~ ~4i~~~ E =.~~1$~t~o ~o-fiz-~o ~~ sslT~gns ~sr~ s 6~~ ~~~ ~t~ $~ eon ~~ ~ 6 ~~ .~ /' ~7` ,.~ r------- i i '~ 1 ~~ ~{ ~~- _ ~;;I -4y_. :. ~. r ~ ~' ~~. S ~~ H ~~T ~, ~ ~~ ~ ~~ ,~ d /+ ~~ %'\ .~ ~~ o ~~ ~` 8 ~~t ~_ o S ti~ ~ ~ X n~ Q ~a ~6 m~ O LANDMARK CENTER SIGNAGE PROPOSAL 5/14/07 Building signa~e Standard code multi-tenant building signage for each suite as illustrated on the elevations. Due to the fact this building will be surrounded by drives and the building front architecture is carried around all four sides of the building, city staff has suggested the addition of appropriate building signage as illustrated. Tenant Pylon We propose combining the Landmark Center tenant pylon with the existing .Jiffy Lube pylon as illustrated. The Jiffy capsule will remain at the top. The old style reader board will be replaced by an electronic reader board with seven Landmark Center tenant identification panels below. Landmark Center will waive tenant's rights to the city permitted temporary signs. We want to keep the area uncluttered. Cedar Street entrance monument Decorative-low profile entrance marker monument sign. Drive Thru entrance markers One low profile entrance marker for each drive thru lane. • C'CJ I~'1 ~j C'i ks at '.~. S .. ... ~-AY 1 ~ 1043 ~i~~y Lr-~tin,~~~i~ P y~ ~/~ ~~ r=~ ~ s l . ,~,, ~5r~~~r~uur~ van iviieirce - H,~, i.pa~ _~_ . ~ECF~~ t MAY ~ 5 2007 • • n~ ~! e' i6 97 a ?x 5D 4i gF a ~~ ip ~ _ Fs ~ ~: ;,s ;~ .4 j, o¢ . . a ;x 4 ` _ ~Y 9, ~{ ~T of ~~ ~S ~f 3 ; ; ~ I I I I ~ ~ ~mr~ ~ r~ ~ ~ r u ~ ~ ~~ ~ w ~~~ ~ , . 0 e R / Ky' i C ~ ,. plr~. 'I. n O ~ rn / ~_ y 1 :.z, ~ ~ '..DO ~. ~I ~oi01' - ~ olo o ~I -- --i D~• 10O e' - -- o ~.- ~ . gS ~ i~y Sl dd ~ 6. 1__ l 5 5 i {~{~-, '1.~ +~•.. .. ~'.. ~ . OO '-~OIO • o O..- - . .. .. ~,:.. O p o..' ,a - ~ _ I ~ ~ e~,~ .. ~. 'F -- I u{ o , w; ~ ~ __ ~ \ D D .., o o > o lol / ~ ,.. .:. ., ~ ~ e? R~ 9B ~~ d' ~` 2~ ~b ~: '~ is ~ ~ ,g Zg ~ S Y b o C.•ITI SL?P1~LITTA7, Q~-1 ~--0 r h:\'i'1?l.l<)L; i~ ~ I ]~1T~ll\L•i1:7i p f'• s{cif( ~ ' Lt ,, rt c ft}tr q-~, ` w k,.rc~,~~r,c,nh ~ c•r:~~rH:h ~';1~7~ z~ I ", ;: ` v~~ p`~ i „ 1 , [i I _ e .....~... i,.~ L^, ~_ 1 c -~:~ ~ ~-~.v •Y\~YW. ~~ ~Rr oIV C„) ~.Qt 1 Council Minutes: 6/9/08 517 5. Consent Agenda: • A. Consideration of ratifying hires and departures MCC, Liquor Store and Parks. Recommendation: Ratify hires and departures for MCC, Liquor Store and Parks as identified. B. Consideration of approving an increase in the amount of the change fund for the Liquor Store. Recommendation: Approve an increase to the liquor store change fund on a temporary basis for only those instances where the liquor store is open on a holiday weekend but the banks are not. ~ C. Consideration to approve a request for extension of a conditional use permit for an ~~ amendment to a Planned Unit Development for a retail commercial development at Monticello Travel Center 2nd Addition. Applicant: Mielke Bros., LLC. Recommendation: Approve a one year extension of the June 11, 2007 Conditional Use Permit for an Amendment to a Planned Unit Development for a retail commercial development at Monticello Travel Center 2nd Addition with the condition that all previously approved conditions be assigned to the extension. D. Consideration to approve extension of a conditional use permit for concept stage and development stage Planned Unit Development approval for amulti-tenant shopping center, a conditional use permit for outdoor storage, a conditional use permit for a car wash, a conditional use permit for a motor fuel station convenience store, a conditional use permit for minor auto repair and preliminary plat approval. Applicant: Mills Fleet Farm. Recommendation: Approve the extension of the June 25, 2007 Conditional Use Permit for Concept and Development Stage Planned Unit Development and preliminary • plat for the proposed Mills Fleet Farm for one year from the date of Council approval of the extension with the condition that all previously approved conditions be assigned to the extension. TOM PERRAULT MOVED TO APPROVE THE CONSENT AGENDA. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 5-0 6. Consideration of items removed from the consent agenda for discussion. None. 7. Public Hearing on vacation of a portion of Dundas Road right-of-wav as related to the Amax Addition plat and vacation of a portion of Old State Highway Trunk No. 25 right-of--wav. Bret Weiss, consulting engineer, provided background information noted that the vacation of the Dundas Road right of way was identified as part of the platting of the Amax Addition. The vacation of that portion of the Old Trunk Highway 25 right of way was thought to have been taken care of previously but had not. Mayor Herbst opened the public hearing. John Lundsten, 1804 Hillside Lane, Buffalo indicated he had questions about the vacation of the Old Trunk Highway 25 right of way. He stated he was curious as to why this was proposed for vacation now. Five years ago the City had deeded the property to him and his wife. He had not requested any vacation of the right of way. He stated the Council Agenda: April 13, 2009 5F. Consideration of approving contribution from Friends of the Library for Parks Department. (TK) A. REFERENCE AND BACKGROUND: The City has received donation of $2,000 from the Friends of the Library. The donation is going for landscaping work consisting of concrete planters and perennials for the area by the sculpture at the library. 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. B. ALTERNATIVE ACTIONS: 1. 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. 2009-16 City of Monticello RESOLUTION N0.2009-16 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 4'71.895. WHEREAS, the following persons and or entities have offered to contribute contributions or gifts to the City as listed: DONOR/ENTITY DESCRIPTION VALUE Friends of the Lib 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 Friends of the Libr Cit of Monticello Pazks De artment Adopted by the City Council of Monticello this 13th day of April, 2009. Clint Herbst, Mayor ATTEST: Jeff O'Neill, City Administrator Council Agenda: April 13, 2009 SG. Consideration of adopting a resolution supporting a request for LCCMR appropriations from the Environment and Natural Resources Trust Fund (AS). A. REFEFERENCE AND BACKGROUND The joint City of Monticello and Wright County continue to work to secure State funding for future acquisitions at the Bertram Chain of Lakes property. As part of that process, Wright County, in cooperation with the City of Monticello, will be submitting a request for grant funding to the Legislative-Citizen Commission on Minnesota's Resources (LCCMR) on or before May 1, 2009. As Council is aware, LCCMR awarded $1 million in funding for the acquisition of the YMCA as part of the 2008 cycle. This funding was used to successfully acquire the first 318 acres of land at the Bertram Chain of Lakes. The LCCMR makes recommendations to the legislature for funding of significant natural resource projects. These funds come primarily from the Environment and Natural Resources Trust Fund. Since 1963, over $600 million has been appropriated to more than 1,250 projects recommended by the Commission to protect and enhance Minnesota's environment and natural resources. For the 2010, approximately $25.6 million is available for project funding. The purpose of the resolution is to illustrate the City's support for the funding application for 2010. The resolution does not represent a financial commitment or contract to utilize LCCMR funds. STAFF IMPACT Staff time involved in the 2010 LCCMR application process will be minimal. Wright County staff is preparing the 2010 application to LCCMR. City staff will be asked to review the application and provide input as part of the joint submittal process. BUDGET IMPACT The City/County 2010 LCCMR application will request $6.8 million in funding, which is the balance of the 1/3 State share planned under the financial model for the full park acquisition. (The City and County request the full State share balance with each annual LCCMR request. For example, in 2008, $8 million was requested and $1 million was funded.) If LCCMR funds all or part of the request, the City's share of the match would be fulfilled under the existing partnership with Wright County. This partnership allows the City to continue making annual payments to the County in an amount not to exceed $475,000 for its share of the match. These payments are made annually over a period that depends on the size of the acquisitions. B. ALTERNATIVE ACTIONS 1. Motion to adopt Resolution 2009-17 supporting a joint request by the City of Monticello and Wright County for LCCMR appropriations from the Environmental and Natural Resources Trust Fund to support acquisition of the Bertram Chain of Lakes property. 2. Motion to deny adoption of Resolution 2009-17. Council Agenda: April 13, 2009 C. STAFF RECOMMENDATION Staff supports adoption of the resolution. Participation by the State is critical to the financial package for acquisition of the YMCA property. The grant application to LCCMR represents the next step in joint efforts to secure additional State funding. D. SUPPORTING DATA Resolution 2009-17 CITY OF MONTICELLO WRIGHT COUNTY, MINNESOTA RESOLUTION N0.2009- 17 RESOLUTION SUPPORTING REQUEST FOR LCCMR APPROPRIATIONS FROM THE ENVIRONMENT AND NATURAL RESOURCES TRUST FUND WHEREAS, the Monticello City Council supports an application to the LCCMR Environment and Natural Resources Trust Fund to be submitted on May 1, 2009 and that Marc Mattice, Wright County Parks Administrator, is hereby authorized to submit the request on behalf of the City of Monticello, in partnership with Wright County. WHEREAS, the City of Monticello, in partnership with Wright County, has developed the necessary financial agreements to meet the match requirement and proper acquisition of the proposed project. WHEREAS, upon approval of its application by the LCCMR, Wright County, in cooperation with the City of Monticello, may enter into an agreement with the LCCMR and that Wright County certifies that it will comply with all applicable laws and regulations as stated in the request. NOW, THEREFORE BE IT RESOLVED that Marc Mattice, Wright County Parks Administrator, is hereby authorized to execute such agreements as are necessary to implement the project on behalf of the applicant. Adopted by the City Council of Monticello, Minnesota on the 13th day of April, 2009. Clint Herbst, Mayor ATTEST: Dawn Grossinger, City Clerk Council Agenda - 04/13/2009 SH. Consideration of upgrading sidewalk to a service entrance driveway to the south equipment door at the Monticello FiberNet Headquarters. (B.P.) (D.P.) A. BACKGROUND INFORMATION: As construction completion approaches, the sidewalks are near to being installed when frost leaves the ground. It is apparent by the trucks that have to service the equipment room that the need will continue into the future as the system grows, that a driveway vs. a sidewalk is necessary. The distance between the parking lot and the south door is 120 feet, and to carry servers, components and equipment on a 5 foot sidewalk that distance could potentially be an issue, especially in inclement weather. By allowing this upgrade a deduct will be realized from the sidewalk which will become a credit to the total cost of the driveway. The proposed driveway will be 10 feet wide for the entire 120 feet from curb to the south stoop of the building. It will be constructed with 8 inches of recycled base, a base lift 2 inches of LV3 asphalt and a wear course of 1.5 inches of LV4. This width will allow the backing of a vehicle without wandering off of an edge. The hours of operation for personnel using the access will be during the daytime hours so there should be no impact of headlights on neighboring residents. a. Budget Impact: Two bids have been received. One from KC Companies using Omann Bros. Paving for $5,268.01 and one from C & S Blacktop for $6,672. b. Staff Workload Impact: Little or no staff workload impact. B. ALTERNATIVES: 1. The first alternative is to approve the upgrade from a sidewalk to a service driveway and to award the bid to KC Companies / Omann Bros. Paving in the amount of $5,268.01, minus the deduct for the sidewalk of $1,428.00 for a total of $3,840.01. 2. The second alternative is to approve the upgrade from a sidewalk to a driveway and to award the bid to C & S Blacktop in the amount of $6,672.00. (This is an independent bid to be paid separately from the General Contractor, the deduct for the sidewalk will not be recognized here but as a credit change order for $1,428.00.) 3. The third alternative is to not upgrade from a sidewalk to a driveway. C. STAFF RECOMMENDATION: It is the recommendation of staff to approve Alternative A. Staff believes the need is true and the minimal cost could safeguard expensive equipment. Omann Bros Paving was the contractor on this project for the head end parking lot. Their warranty for this service drive is 3 years, which is longer than the competitor's bid. This choice will also give a common vendor for the warranty of the parking lot and the service drive. D. SUPPORTING DATA: Copy of bids to construct the proposed service driveway. KC Quote Bn~ders & Develo~rs Website: KCCompaniesinc.com Waite Park 734 First Street South Waite Park, MN 56387 Phone: 320-217-2640 Fax: 320-217-2642 Crosslake P O Box 217 Crosslake, MN 56442 Phone: 2 18-692-6640 Fax: 218-692-6642 Fully Insured & Bonded MN Builder Lic. #20517204 ~Xp;~rien~;¢ Quality ~3uildin~ ~3~tter Communiti,~~ Robert Paschke Public Works Director City of Monticello 909 Golf Course Road Monticello, MN 55362 We propose to install a 120' X 10' Blacktop Driveway on the South Side of the Fibernet Head End Building. The driveway will consist of 8" of Class 5 recycled base 2" LV3 Base Course 1.5 LV4 Wear Course Price for this driveway and the required grading is $5,268.01 Please let me know as soon as possible so we can get this work scheduled with Omann Bros. Paving, Inc. Thank you, Bruce Bonebright ~' ~" C&5 BLACKT[)PPING INC. RESIDENTIAL COMMERCIAL PAVING CONTRACTORS 14435 Northda/e Blvd Rogers MN 55374 763.428.2225 -Fax 763.428.4713 April 8, 2009 k t,. ~ G. Monticello Public Works ATTN: Bob Paschke 909 Golf Course Road Monticello, MN 55362 RE: Drive lane (Fiber Headend Building) 120' X 10' Dear Mr. Paschke: As per your request, please find a quotation for paving work at the above project: i. Grade drive site. 2. Install 8" of class # S - #7 con-bit base. 3. Compact base with vibratory roller. 4. Pave a 2" mat of LV3 AC hot mix. 5. Roll for compaction. 6. Pave a 1 Yz "mat of # LV4 AC hot mix. 7. Roll for compaction. 8. There shall be a 2 year warranty from the date of completion Total bid price shall be $ 6,672.00 Yours truly, Patrick 7. Stanton C & S Blacktopping, Inc. ACCEPTANCE: I hereby accept the above stated work as specified and further agree to pay upon completion. A finance charge shall be assessed at the rate of 1.5% per month on any unpaid balance. ACCEPTED BY: i•d DATE: des~zt so ao add R & J MFlso».ry,~i7c. 15359 321st. Ave. Princeton, MN 55371 Of#'ice - (763) 662-2099 Cell - (6X2) 219-5600 Name/Address KG COMPANiIrS 734 Fast Strcct S. Waitc Parr MN 56387 ESTIMATE DATE ESTIMATE 4/1/2009 452 JOB NAME F:ep LOCATION Prated DescriFtion Qty COST Total JOB: FfBERNET SIDEWALK 408 SQFT 408 3.50 1,428.00 SEALER USED ON FLOOR AK-2 1315 ACi~IItO KURE 0.00 0.00 CURING & SEAJ.ING COMPOUND Total sl,a2s.oo Phone # Fax # E-mail 763-662-2099 763-662-2081 jl!(rriznom.net S,dcv,~lk'Drpuc{ Z00(`dt d2It~NOSd3~ f QNV 2i T80ZZ99ZT9T %V3 6b~0T Iti3 60lCO/I'0 Council Agenda: April 13, 2009 5I. Consideration of approving contribution from Xcel Energy for Bertram Chain of Lakes Activities Day, June 13, 2009. (AS) A. REFERENCE AND BACKGROUND The City has received a donation from Xcel Energy in the amount of $1000.00. The contribution will be used to fund activities occurring as part of the June 13~' event at the Bertram Chain of Lakes property. These activities include nature programs at the site amphitheater, open swimming, children's fishing, canoeing, kayaking, and picnic lunch. As required by Statute, if the City accepts a donation, it must adopt a resolution specifying the amount of the donation and its use. B. ALTERNATIVE ACTIONS 1. Approve the contribution and utilize the funds as specified. 2. Deny the contribution for funding based on a finding to be made by the Council and return the funds to the donor. C. STAFF RECOMMENDATION Staff recommends acceptance of the donation and adoption of the resolution. D. SUPPORTING DATA Resolution No.2009-18 City of Monticello RESOLUTION N0.2009-18 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 Xcel Energy Cash Contribution $1,000 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 Xcel Energy City of Monticello Bertram Chain of Lakes Activity Day Adopted by the City Council of Monticello this 13th day of April, 2009. Clint Herbst, Mayor ATTEST: Jeff O'Neill, City Administrator Council Agenda: April 13, 2009 SJ. Consideration to review and approve structure of the Bertram Chain of Lakes Advisory Council. (AS) A. REFERENCE AND BACKGROUND Over the past three years, a designated group of two City Council representatives, two County Commissioners, a Monticello Township representative, and City and County staff have been working on various aspects of the Bertram Chain of Lakes Regional Park project. From funding to public relations, this task force has helped guide efforts that resulted in the first acquisition for the park. As the City and County now own property at the Bertram Chain of Lakes, the task force believes it is appropriate to begin master planning for the park facilities. Planning efforts would include both the proposed athletic complex area and for the park as a whole. The most critical component in the master planning process will be public involvement and feedback. To better steer the planning and public input process, the task force structure is adapting. The task force is proposed to become the Bertram Chain of Lakes Advisory Council. The advisory group will still include the two City Council, two Wright County Commission, and Monticello township representatives, but will now also include citizens and representatives from other community and City/County commissions and boards. This structure is representative of the broad-base of stakeholders who have interest in supporting the park. In short, the Advisory Council will continue the task force's work, but also provide formal recommendations regarding the Bertram Chain of Lakes to the Monticello City Council and the Wright County Board of Commissioners. At this time, the City Council is asked to review and approve the Advisory Council as the formal body established for continuing efforts to acquire and plan the Bertram Chain of Lakes Regional Park. STAFF IMPACT Staff would serve in a supporting role to the Advisory Council, providing technical and administrative assistance as needed. BUDGET IMPACT There are no direct budget impacts for the Advisory Council itself other than the soft-costs of providing meeting space and materials. These costs are shared by the City and County. B. ALTERNATIVE ACTIONS 1. Motion to approve the representative structure of the Bertram Chain of Lakes Advisory Council. 2. Motion of other. Council Agenda: April 13, 2009 C. STAFF RECOMMENDATION The Advisory Council for the Bertram Chain of Lakes will be charged with the same responsibilities as the task force, but includes a more broad spectrum group of stakeholder to help aid in steering the project. As City representation on the task force for was previously approved by the Council, staff recommends continued support of the effort and approval of the proposed structure. D. SUPPORTING DATA Bertram Chain of Lakes Advisory Council (as of April 1, 2009) roster Bertram Chain of Lakes Advisory Council Information O O N ~--I a. O_ ~ ~ Q C O O Q u .N ~N v N N ~ ~ .~ .~ n N E E s ~ O O '^ p a. U U 3 s ~ C C F- (% ~ O O O O ~ U U ~ v p ++ ~+ v v ~ ,C10 h.0 G C 3 3 ~ ~ n. G1 C O U U O. N L O m O N .j Q G! U ._ 3 O U O N V C 0 O. ~ ~ ~ ~ ~ Q. O ~ J C ~ OA L OA L O • ~ ~ ~ ~ N • ~ ~ ~ C ~ O ~ ~ N N C G m c ~ +, +~ O Y L N N U U U N c a a *' U }' U O - O - Y L f0 a~+ +~+ +~+ V U a O c 3 c O c O +, C +, C - O O O v U U U U ~, a-~ L ++ L a~+ L ~ O ~ O C O OD ~L OA ~L qA ~L ~ ate ~i CJ , V N ~ ~ 4J f6 O Ll]0 GJ C N N~ N ~ ~ Y 4J f6 ~ y ~ ~ U ~ ~ C L N N N O' ~ GJ GJ ~ ~ C O CJ 0 3 t ~0,, ~ m ~ ~ 2 A `O' 0 = a ~ h- of O I- ~ °-' ~ o a ~ o a0i c ~o °' a, U C7 a ~ a =, GG l7 , ~ ~ ~ ~i 13~arbram c~i~ ~t Lames Ri~rlc Z Mcant~ic~~~ pity Co~u~`~~tbers Vdtigi~t ~~ Ct~~tti~c+~t~rs ; , '1 S+Vrigh# ~+~' ~~~ks ik,d~sa aid ~!ter~n ~ ~l~~il~b . 1'~~~;~~~sit~ ;. ~.~ ~ori1~~A'~~? Officer <, ~''~oIX~,~Eo~?~~, 4 ~is~ '~$p~s~~,~i~v~ ~ >ivl4n~.v~' .s Cbm~3t~:~te~ _Advi~U ~~~x~.. Advisory Council Planning Mission The public will be the primary driving force behind the master planning proc- ess for the Bertram Chain of Lake Regional Park. The Master Plan will be a dynamic, evolving document that will be the direct outcome of the site and resource analysis and the public participation process. Advisory Council Master Planning Objectives Public involvement in the process will come from a series of public meetings and the Bertram Chain of Lakes Advisory Council. The Master Plan will consider the history of the area, setting, needs of sur- rounding communities and citizens, natural and cultural resources of the site, and reclamation issues. The Master Plan will provide for outdoor recreation opportunities for the public, resource management to ensure the continued protection and en- hancement of the natural setting, and include restoration appropriate to the park and its environment. To ensure consistency with County and City planning objectives; policies and implementation, the planning process will include County and City staff. Advisory Council Guidelines Suggestions from the public involvement process will be reviewed by the Council to determine how they meet the vision of the park and how they can be incorporated into the master plan. The Council will communicate to the public the decisions made, the process used, financial impacts and how public input affected these decisions. The park service area within Wright County will be used as the notification radius used to inform the public of events, meetings, proposed development, and master plan review and to invite their participation. The Council will provide policy makers the input received from the public process, as well as trends, survey findings, financial impacts and other infor- mation in a timely manner so that they may make informed decisions. The mission of Wright County and the City of Monticello is to acquire, develop, operate, and maintain the Bertram Chain of Lakes as a regional park and recreation area which enriches the quality of life for our residents and visitors alike, and preserves a natural resource for future generations. Council Agenda: 4/13/09 SK. Approval of establishing change fund for MCC for operation of ballfield concessions. ~~) A. REFERENCE AND BACKGROUND: It is an audit requirement for the City to approve all change funds. With the MCC operations at the ballfields set to begin its 2009 season on April 18`x, it is being requested that a change fund for the concession operations be established. Again no amount is shown in this document but Council members will receive a separate listing showing the amount. FUND DEPARTMENT USE Change Fund MCC Cash drawer used when MCC operates concessions. B. ALTERNATIVE ACTIONS: 1. Approve the establishment of a change fund for MCC for the operation of the concessions at the ballfields. C. STAFF RECOMMENDATION: The staff recommends approving the establishment of a change fund covering the MCC operation of the concessions at the ball fields which would be in compliance with audit requirements. D. SUPPORTING DATA: None. Added to the agenda on 4/13/09 as item ~~SL ADA POLICY The CITY OF MONTICELLO is committed to a policy of providing Equal Opportunity and access to all participants and program applicants in accordance with applicable provisions of the Americans with Disabilities Act (ADA) to the best of its ability. The City of Monticello is an equal employment opportunity employer. Employment and program participation decisions are based on merit, program criteria and business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. The City of Monticello complies with the law regarding reasonable accommodation for handicapped and disabled program applicants, participants and employees. ~,~,~ .,~The~CTTY OF MONTICELLO will not discriminate ~i~st a;,qualified job applicant or program participant with a disability under the ADA, defined as a person who has a physical or mental impairment that substantially limits one or more major life activities, has a record of such impairment, or is regarded as having such impairment. A qualified individual with a disability is someone who satisfies skill, experience, education, and other job-related requirements of the position held or desired, who with or without reasonable accommodation, can perform the essential functions of that position. Reasonable accommodation will be afforded to a qualified individual, unless doing so would impose an undue hardship on CITY OF MONTICELLO. Equal employment opportunity notices are posted near employee gathering places as required by law. These notices summarize the rights of employees to equal opportunity in employment and lists the names and addresses of the various government agencies that may be contacted in the event that any person believes he or she has been discriminated against. The Human Resource Manger of the CITY OF MONTICELLO, is the delegated Manager and Coordinator of EEO and AAP practices and policies. These responsibilities also encompass the implementation of and conformance to the requirements under the ADA. The Manager is accountable to the CITY OF MONTICELLO. The City Council is ultimately responsible for assuring that the practices and policies are effective and are applied to everyone uniformly. Any employees, including managers, involved in discriminatory practices will be subject to termination. ADA GRIEVANCE PROCEDURE This grievance procedure allows employees, applicants or program participants to appeal decisions or actions in which they feel they were not treated fairly with regards to the application of Americans with Disabilities Act. Step 1: The grievance shall be presented in writing, setting forth the nature of the grievance, the facts on which it is based, the provision or provisions of the Personnel Policies allegedly violated and the remedy requested. The written grievance must be presented to the proper department head by the employee, or his/her representative, within twenty-one (21) days after the alleged violation or dispute has occurred. The department head or his/her designee will respond to the employee in writing within seven (7) calendar days. Step 2: If the grievance has not been settled in accordance with Step 1, it shall be presented in writing, including the same description as in Step 1 to the City Administrator within seven (7) days after the department head's response is due. The City Administrator or his/her designee will respond to the employee or his/her representative in writing within seven (7) calendar days. If not +' satisfactorily resolved at this level within a reasonable time, it shall be referred to the Council for consideration. The City Council is the final authority for all grievances. Waiver If a grievance is not presented within the time limits set forth above, it shall be considered "waived." If a grievance is not appealed to the next step in the specified time limit or any agreed extension thereof, it shall be considered settled on the basis of the employer's last answer. If the employer does not answer a grievance or an appeal thereof within the specified time limits, the grievance is considered denied at that step and the employee or union representative may appeal the grievance to the next step. The time limit in each step may be extended by mutual agreement of the employer and the employee without prejudice to either party. . Authority for carry out the implementation of CITY OF MONTICELLO ADA Policies and Program has been delegated to the Human Resource Manager. Final responsibility for development, implementation, evaluation, and .amending the ADA Policies and Program Plan belongs to the CITY OF MONTICELLO City Council. Clint Herbst, Mayor Date Tracy Ergen, Human Resource Manager Date Council Agenda: April 13, 2009 7. Report on Liquor Store Operation. (TK/JO) A. REFERENCE AND BACKGROUND: 2008 was a year of considerable change and adjustment for the City's liquor store operation and its employees. First there was the pay equity study, which highlighted some issues at the store. This was followed by Manager Joe Hartman's illness and passing away in the fall. Finally, the City hired a new manager from outside the City's current liquor operation, which caused some temporary uncertainty among the employees at the store. Randall Johnsen has been the new manager of the liquor store for almost six months now and as such, staff felt it would be a good time for him to come before the council and report on what is happening at the store and receive input from the council if they see areas of the City's liquor operation changed. We feel Randall has implemented changes desired by the City Council and directed many other good improvements to the store and hopefully it will result in increased sales and profits. As I think council expected when hiring Randall, he has been able to hit the ground running and has done a very good job in moving the operation forward at a difficult time. We look forward to hearing your reaction to Randall's report. Also, Jeff would like to note that the from what he has heard, the staff has responded well to Randall's leadership and TK along with the Finance Department have provided Randall with good support as needed. B. SUPPORTING DATA: Store Sales Update Store Improvements Hi-Way Liquor Year to Date Update Jan/Feb/March 2009 vs 2008 2008 2009 +/- Total Sales $817,318 $919,318 +102,000 (+ 11 %) Gross Dollars $198,242 $226,334 +28,092 (+ 12%) Gross Profit 24.3% 24.6% +.3% Wine Sales $137,042 $147,364 +10,322 (+7%) Liquor Sales $243,185 $273,581 +30,396 (+ 11 %) Beer Sales $410,243 $467,761 +57,518 (+ 12%) Misc. Sales $6,031 $7,183 +1,152 (+ 16%) *Have grown Sales and increased Profits in every department. Hi-Way Liquor Store Improvements *Re-merchandising of the store *Product stacks lowered, and excessive POS removed. *Created a cleaner look and promoted easier shopping. *Increased store sightlines, enhancing the stores appearance and adding to its security. *Gives store a fresh new look. Noted by customers, vendors and employees. *Reorganization of backroom/overstock *Less clutter and wider aisles. *Designated/Labeled areas to create ease in finding items-more efficient use of labor. *Reduce overbuying-more efficient use of funds. *Created a faster, more efficient inventory count. *Introduced new Sale Pricing strategy and created new Sale Signage to bring awareness to featured products. *Cleaner appearance and clearer message to customer. * Shows savings to consumer and adds value to the shopping experience. *Closeout of old items *Removed slow/non-movers from shelves and replaced with new items. *Creates value for those shopping the closeouts and realizes some sales dollars from otherwise dead inventory. *Influx of new items *Upgrade and enhancement of wine selection. *Creates excitement and positive buzz about store and its future direction. *Visually enhances shopping experience. *Customer comments have been very favorable. *Scheduling of regular In-Store Tastings *Have increased in-store tastings from vendors. *Allows customer to try new items before buying, adding more perceived value. *Created E-mail Sign Up list *Allows customers first notice of new items, sales and tasting events. *Cost efficient way to advertise. *Gets message directly to the desired target audience. *Established Beer Specials *Offer 6 items at featured prices and change every two weeks. *Print up Specials Flyer to display and handout at counter. *Changed/Upgraded employee uniforms *Changed from gray t-shirts to red polo shirts. *Classier, brighter and more easily identifiable. *Added content to Hi-Way Liquor website. *Added basic content to site. Store information, hours, etc ...Added link to sign-up for E-mail list online. *No Checks Policy *Beginning May 1, 2009 we will no longer accept checks for payment. *About 1 %, or less, of our sales transactions currently are paid for with checks. *Started notification of customers in Mid-March. *Will save the city money in processing labor hours and losses from NSF checks. *Added ATM Machine *Added ATM to store to give existing check customers another option for payment. *Emergency back-up for customer when credit cards ,; : , go off-line. *Make $ .35 per transaction. *Future Goals *Continue to streamline inventory to turn more often. *Look into adding additional tastings and promotions. *Teaming up with Community Center to create an Oktoberfest celebration for Monticello. *Planning of Fall Wine Tasting and Sale. Council Agenda: April 13, 2009 8. Consideration of appointment of two Council members to serve on the ad hoc committee to review the RFPs for the Zoning Ordinance Update. (AS) A. REFERENCE AND BACKGROUND Planning Commission and the City Council previously authorized moving forward with the Request for Proposal for the Comprehensive Update of the Monticello Zoning Ordinance. This decision was made with the understanding that moving the actual revision project forward would be based on the quality of the proposals and budget considerations. A copy of the final RFP for the Comprehensive Zoning Ordinance Update follows this cover, for the Council's reference. Proposals were due April 1St, 2009. Ten (10) proposals were submitted in response to the RFP, which was posted to the national American Planning Association website and League of Minnesota website. RFP's were also sent directly to MnAPA planning firms. At this time, staff would like to proceed with the proposal review and candidate firm selection process for this project. The proposed structure for the process would allow for an Ad-Hoc Selection Committee to narrow proposals to three firms or less. (This is similar to the process used to select a Natural Resource Inventory & Assessment consultant firm.) Staff is requesting that two City Council members be selected to serve as representatives to the Ad-Hoc Selection Committee. Ad-Hoc Selection Committee: Proposed Composition 5 Planning Commissioners 2 City Council representatives (including Council liaison) 1 Economic Development Authority representative 1 Industrial & Economic Development Committee representative After the initial paring of candidate firms by the Selection Committee, a joint Planning Commission/City Council session would beheld for firm presentations and final consultant selection. After that time, the final consultant firm recommendation would be made to the City Council, along with final project authorization. STAFF IMPACT The City Administrator, Community Development Director, Economic Development Director, Chief Building & Zoning Official and the Deputy City Clerk will be reviewing and ranking proposals for the purpose of providing input to the Ad-Hoc Selection Committee. BUDGET IMPACT There is no direct budget impact for the proposal review process. Council Agenda: April 13, 2009 Potential costs for the actual revision of the Zoning Ordinance have been built into both the 2008 and 2009 budget. In 2008, staff budgeted $40,000 for the ordinance revision, which maybe carried over. In 2009, $20,000 was included in the final budget, with the idea that potential project costs over the 2008/2009 combined $60,000 budget amount could also be spread in part in the 2010 budget. This is due to the likely timeline for the revision process. Actual projected costs for the project will be considered as part of the Ad-Hoc proposal review process and final project recommendation. B. ALTERNATIVE ACTIONS 1. Motion to appoint Council members to be named as representatives to the Ad Hoc Selection Committee for review of the Monticello Zoning Ordinance revision proposals. 2. Motion of other. C. STAFF RECOMMENDATION Staff recommends moving forward with the review process with appointments as directed by the Council. D. SUPPORTING DATA A. Request for Proposal B. Proposals (to be provided to the appointed Council members on April 13`h) 2 REQUEST FOR PROPOSAL TO PREPARE A COMPREHENSIVE UPDATE TO THE MONTICELLO, MINNESOTA ZONING ORDINANCE Proposal Due Date/Time April 1St, 2009 4:00 P.M. (CST) CITY OF MONTICELLO Community Development Department 505 WALNUT STREET, Suite 1 MONTICELLO, 55362 MONTICELLO COMMUNITY AND ZONING ORDINANCE CONTEXT Community Background The City of Monticello is afree-standing urban fringe city, situated in a prime location on Interstate 94 between the Minneapolis/St. Paul Metro area and the City of St. Cloud. Similar to many communities on the outer edges of the Minneapolis/St. Paul area, Monticello experienced rapid residential growth within the last ten years. The residential population is currently estimated at 11,000. The community is also home to a thriving business community and continues to build on its past success of attracting high-quality commercial and industrial enterprises. As afree-standing community, Monticello's residential, commercial and industrial components share equal importance in the City's plan for continued growth. Impetus for Update The City approved an update to its Comprehensive Plan in May of 2008. The update was a response to the rapid growth of the community, the expansion of the City's Planning Area, and a preparation for land use decisions that lay ahead. The 2008 Comprehensive Plan reflects a new approach to the delineation of land uses for the community. Therefore, the adopted Comprehensive Plan states that priority should be given to the review and updating of zoning regulations.. The vision and objectives of the Comprehensive Plan will not be achieved unless zoning regulations are aligned with the Plan. Monticello lies outside of the seven-county metropolitan area. As such, Minnesota State Statute dictates that zoning regulations control the use of land. The authority granted under this provision underscores the importance of the zoning ordinance in supporting goals of the Comprehensive Plan. The current Zoning Ordinance, Title 10 of the Monticello City Code, was adopted in 1976. Since that time, the ordinance has been amended with the standard individual language revisions and with occasional amendments for the addition or revision of entire chapters. The lack of a regular comprehensive review of the ordinance has created a large, inconsistent and confusing set of zoning codes. 2 Public Participation in Land Use Decisions Planning decisions within Monticello are highly participatory. Public hearings on planning and land use decisions are held by the Planning Commission, who serves as the Board of Adjustment and Appeals. Other land use recommendations made by the Planning Commission are reviewed for final approval by the City Council. Additionally, an Economic Development Authority, Industrial and Economic Development Committee, Parks Commission and Design Advisory Team contribute to the planning process through various channels and at various points during the process. Conclusion The need for codification of a zoning ordinance which supports the Comprehensive Plan, combined with the factors of recent exponential growth, changing development patterns, emerging zoning techniques, and the outdated nature of the current ordinance have made a comprehensive revision of the ordinance a necessity. RESOURCES The following resources are available online at the City of Monticello website, www. ci.monticello.mn.us: o Current Monticello Zoning Ordinance o City Code 0 2008 Monticello Comprehensive Plan 0 2008 Monticello Natural Resource Inventory & Assessment 0 1997 Downtown Revitalization Plan A copy of the 2008 Official Zoning Map is included with this RFP as Exhibit A. A copy of the 2008 Comprehensive Plan Land Use Plan is included with this RFP as Exhibit B. 3 ZONING ORDINANCE UPDATE CONSIDERATIONS The Comprehensive Zoning Ordinance Update represents awhole-scale remodeling of the City's primary practical land use tool. As such, the City is seeking zoning codification that responds to and accounts for a number of factors, as described below. 1. As afree-standing community, the ordinance will need to balance the interests of the residential, commercial, industrial and public segments of land use. 2. The revision process will require the involvement of a broad spectrum of stakeholders. Any proposal must include a detailed approach to an inclusive and productive public input process. 3. The ordinance revision process must account for a detailed public communication process incorporating multiple methods, including web, cable access and print. 4. The ordinance must be drafted in support of the adopted 2008 Monticello Comprehensive Plan Update. 5. The ordinance must comply with all current Minnesota State Statute requirements. 6. The codification requires the elimination of inconsistencies with planning case law. 7. The ordinance will be drafted in a web-based format, or allow for seamless conversion into aweb-based format. 8. The ordinance revision will include cross-references to other City planning documents and tools, including, but not limited to, the Comprehensive Plan, Subdivision Ordinance, City Code, Plan Requirements and Design Guidelines, and Natural Resource Inventory & Assessment. 9. The ordinance revision will re-evaluate current zoning districts in terms of suitability and need, and consider the consolidation or addition of districts. 10. The ordinance will be re-organized in a intuitive and logical manner to maximize ease of use for staff and the general public. 4 11. The revision will eliminate the current "cascading' of district uses and keep each substantive zoning concept or district independent and in logical format. 12. The codification will include form-based elements only as applicable to a given design standard or concept. 13. The ordinance will incorporate visual elements, diagrams and tables in support of legibility and ease of use. 14. The ordinance will integrate conservation design, sustainable design and smart growth techniques wherever feasible, recognizing the need for balance and clarity. 15. The ordinance will examine the appropriate districts or standards under which performance- or incentive-based zoning should be incorporated. 16. The ordinance will anticipate advances in technology and engineering and address the land-use implications of these advances. 17. The development of ordinance language shall include the presentation of alternative and contrasting language options for policymaker review, as applicable. 18. The codification will integrate the most recent zoning chapter amendments completed by the City without requiring secondary review and update, except to ensure conformity with the Zoning Ordinance as a whole. 19. The revision will include an analysis and action/policy statement for non- conformities that will occur as a result of the ordinance update. 20. Recommendations shall be provided for needed amendments to City Code resulting from the Zoning Ordinance revision. 5 SCOPE OF WORK The City of Monticello is seeking a progressive yet pragmatic approach to the Comprehensive Zoning Ordinance Update. A final scope of services and deliverables will be developed in collaboration with the selected Consultant. However, the basic components may be narrowed to the following primary areas. 1. Development of an ordinance framework. 2. Development of ordinance language. 3. Statute and case law compatibility analysis. 4. Incorporation of cross-reference markers and construction of web compatibility. 5. Update of Official Zoning Map. 6. Public and policymaker process. STAFF SUPPORT All proposals are to include a detailed summation of staff support required to complete the scope of work as proposed. It is expected that the Consultant will be responsible for the collection of baseline data resources. The City currently employs one full-time planning staff person (Community Development Director) and retains an outside consulting service for both long-range and day-to-day planning matters. The City also retains a legal firm for both broad-scale and day-to-day legal matters. It is expected that the codification process will involve review and consultation with the City attorney. Proposals must include any costs for consultation with other consultants, including the City's retained planning consultant and attorney. 6 SELECTION/EVALUATION CRITERIA Proposals will be reviewed on a points basis, with a maximum of 100 points to determine ranking of each proposal. 1. Demonstrated Capacity and Experience - a maximum of 15 points Please supply a general information statement that briefly describes the candidate firm or consulting team, including background, size, projects, scope, and nature of services. Please list the names of all consultants who will be assigned to the project and in what capacity. What professional and technical competence do the consultants assigned to the project possess which will enable them to successfully complete the required project? What direct experience do the consultants assigned to the project have working with diverse stakeholders in the development of City plans or initiatives? What relevant past experiences and performance do the consultants assigned to the project have that will enable them to successfully assist the City in the Comprehensive Zoning Ordinance Update process? 2. Project Approach and Organization - a maximum of 45 points Candidate proposals shall include a detailed methodology for accomplishing the Update. • How will services be performed? • Has the proposal addressed each of the considerations included within this RFP? • What do they propose as a scope of services? • How will the public process be structured? • How will communications about the project be handled? • How would a potential service contract be structured? 3. Cost-Efficiency - a maximum of 25 points The proposal shall include a detailed cost estimate for completing the project. Hourly costs for additional time should also be provided, along with any extraneous expenses associated with travel, communications services, production, etc. 7 4. Project Timeline and Consultant Availability - a maximum of 15 points The proposal shall include an evaluation of time allotted to each component of the scope of work and include an estimated time schedule for each component of the project, based on a start date of June 1, 2009 and completion date of June, 2010. Describe the proposed consultant project schedule and the staffing plan, including the number of on-site visits/meetings. SELECTION PROCESS The Planning Commission and City Council will be asked to review all incoming RFP's and pare candidate proposals to three (3) Consultants for presentation and interview based on the Selection/Ranking Criteria. Presentations/interviews are expected to occur in late Apri12009. The Planning Commission and City Council will hold a joint session for presentation and interview. The City Council will have the final decision on the selected Consultant. The final Consultant selection decision will not be made by Selection/Evaluation Criteria ranking alone, but will be based on a combination including, but not limited to: ranking, presentation, proposal merit and other qualifications. Once authorized to proceed, the "most qualified" consulting team or firm will be expected to immediately assist in developing a final scope of services and contractual agreement. The City of Monticello reserves the right to waive any irregularity in any submittal or reject any or all proposals. Any costs incurred by candidate firms or consulting teams in preparing the Proposals are the sole responsibility of the respondent. 8 INQUIRY AND SUBMITTAL PROCEDURES All proposals should be sent and all questions and correspondence should be directed to: City of Monticello Attn: Angela Schumann 505 Walnut Street, Suite 1 Monticello, MN 55362 763-271-3224 or anBela.schumann@ci.monticello.mn.us Fifteen (15) copies of the proposal and one digital copy of the proposal are required. Request for proposals must be received prior to 4:00 PM (CST) on Wednesday, April 1St, 2009. Late submittals will not be considered. 9 Council Agenda: April 13, 2009 9. Update and Funding Request for DMV Facility Remodel. (TK) A. REFERENCE AND BACKGROUND: The majority of the work on the DMV remodel is nearing completion. Public works has finished the construction work of the facility and DMV staff is painting the existing DMV office and the manager's new office. To date the remodel project has cost the City $6,328.44 for materials and work that needed to be contracted out to outside vendors. Public Works employee time would add $3,769.58 to the project for a total cost of $10,098.02. Work still to be completed is to carpet both the new conference room and manager's office and to re-carpet the DMV office area and to install new the in the customer area. Quotes were received for the carpet and the as follows: Monticello Carpets $3,050.00 Theisen Flooring Inc $3,232.04 Andersen Floor Covering $3,950.00 Staff would like to purchase the carpet and the from Monticello Carpets. This work will put the project cost at $9,378.44 for materials and work that needed to be contracted out to outside vendors and total costs of $13,148.02 including public works labor costs. The work that still needs to be completed and the biggest issue so far is the installation of additional front counter window areas. Staff has been trying to get quotes to either add on to the existing counter area or for new counter space. So far the quotes have been between $14,000 up to $18,000, which staff feels is excessive. Staff is soliciting quotes from other vendors for new counters and is looking into possible used counters to obtain counters at a more reasonable cost and that still meet our needs. Due to the cost of the counter the project has not been completed. Staff does not want to install carpet and the until it is determined what is happening with the front counter. Staff does not want to have the flooring installed and then move and change the counter, causing us to remove some of the flooring that was just installed. City Council authorized the project with cost not to exceed $10,000. To date, including public works time the project has cost $10,098.02. Staff is continuing to work on this item and will provide an update at the meeting. Staff would like approval to purchase the flooring from Monticello Carpets and have the carpet installed in the conference room and manager's office, so we can occupy those rooms and once the counter work (if any) is completed install the rest of the flooring. City Council authorized the project with cost not to exceed $10,000. To date, including public works time the project has cost $10,098.02. The flooring work and purchase would bring total costs to $13,148.02. Staff would request Council Council Agenda: April 13, 2009 authorize additional funds so that the flooring can be completed and if a reasonable counter solution can be found, that work can also be completed. A1. Budget Impact: The City has reserved $160,000 for this project between the building department and DMV. So far $10,098.02 has been spent. This summer staff would like to accept quote to address the outside of the building, which would also be funded from $160,000. A2. Staff Workload Impact: There would be some staff time impact for moving office furniture around and completing the painting of the Office area. B. ALTERNATIVE ACTIONS Approve additional funding of the project and award flooring quote to Monticello Carpets. 2. Do not approve additional funding of the project and award flooring quote to Monticello Carpets. C. STAFF RECOMMENDATION: The City staff supports Alternative 1. D. SUPPORTING DATA: Project cost breakdown spreadsheet. DMV Costs Clothing Center Cost Cost Building Permit 147.11 Simonson Lumber 919.54 Home Depot 1,054.35 Ace Hardware 207.54 Electrical 1,935.92 500.00 Heating 950.00 Heating Permit 100.50 Glass Hut 194.13 Fastenal 49.69 Walmart 21.0.41 Hirshfields 59.25 Total Material 8~ Vendor Costs 5,828.44 500.00 Public Works 2,592.08 808.87 Design 368.63 Total PW Time 2,960.71 808.87 Total Cost 8,789.15 1,308.87 10,098.02 Council Agenda: April 13, 2009 10. Consideration of citizen appointments to the Fiber Optic Advisory Committee (JO) A. REFERENCE AND BACKGROUND: On April 14, 2008 the City Council established an ordinance outlining the organizational structure established for the purpose of guiding policy development and operations decision making. Included in the ordinance is the establishment of the Advisory Board comprised of membership appointed by the City Council and charged with providing both the General Manager and the City Council with citizen guidance in development and operation of the enterprise. As noted, some time ago the ordinance establishing the Advisory Board was approved and a group of citizens were interviewed by members of the Fiber Optic Committee (Dahl, Mayer, O'Neill, Kelly) to fill posts. However, the actual appointment and operation of the Board was put on hold when the TDS lawsuit was filed. In the interim, guidance to Council has been provided by a combination of City Council representatives, staff and consultants via the Fiber Optic Task Committee. Given the stage of development of the fiber backbone system and given good prospects for ultimate development of the larger project, it seems appropriate to get this Advisory Board going. The application process yielded six excellent candidates who were interviewed by a team comprised of Lynne Dahl, Wayne Mayer, Tom Kelly and Jeff O'Neill. The three top candidates that emerged from this process were John Morphew, Roxanne Bakula and Wayne Nehrenz. All six candidates interviewed were talented each providing an important perspective. All three prospective members have been contacted in recent days and all indicated a continued and strong desire to serve on the Advisory Board. Additionally, it is suggested that Council consider supporting the concept of including Wayne Mayer as an ex-officio member of this board. Wayne has expressed a continued interest in serving the community through participation in the fiber project which could be made possible by including Wayne as a valuable, technical support person to this group. In January 2009, Clint Herbst and Glen Posusta were designated as Council representatives on the Fiber Optic Committee. It is therefore presumed that Herbst and Posusta would be designated to now serve on the Fiber Optic Advisory Board which in effect replaces the Fiber Optic Committee. B. ALTERNATIVE ACTIONS: 1. Motion to appoint Jon Morphew, Roxanne Bakula and Wayne Nehrenz to the Fibernet Monticello Advisory Board and to include Wayne Mayer as an ex-officio contributor to the group. Motion to include appointment of Herbst and Posusta as City Council representatives. 2. Motion to table appointment of the Advisory Board 3. Motion to deny appointment of candidates to the Advisory Board and re-advertise for the positions. Council could take the position that too much time has passed since start of the selection process and that the City should start over. Council Agenda: April 13, 2009 C. STAFF RECOMMENDATION: Staff recommends Alternative #1 for reasons outlined above. Although the process resulting in identification of three finalists was completed some time ago, the candidates remain very interested in serving. From a staff standpoint, there does not appear to be an over-riding reason to start over with the selection process. The City has some great candidates and they are raring to go. D. SUPPORTING DATA: Copy of Ordinance Establishing Fibernet Monticello (and associated Advisory Board) Application material is protected data and provided under separate cover. Please leave this information with me after your review. A CHAPTER 9 TELECOMMUNICATIONS PUBLIC SERVICE ENTERPRISE ETHERNET MONTICELLO SECTION: 2-9-1: Findings and Purpose 2-9-2: Creation, Advisory Board Established 2-9-3: Officers and Meetings 2-9-4: Functions, Powers and Duties 2-9-5: General Manager 2-9-6: Reservation of Power 2-9-1: FINDINGS AND PURPOSE Minnesota Statutes § 237.19 authorizes the City to own and operate a telephone exchange and to provide municipal telecommunications services following a referendum within the City. The City conducted the required referendum and more than the statutorily prescribed 65 percent of those voting thereon voted in favor of proceeding. Based on all information to date, the City Council hereby finds that the establishment of FiberNet Monticello is in the best interests of the City. The City Council further finds that it is in the best interests of the City to create an advisory board to guide the management of FiberNet Monticello. 2-9-2. CREATION, ADVISORY BOARD ESTABLISHED: (A) A municipal telecommunications services enterprise to be known as FiberNet Monticello is hereby created and established. FiberNet Monticello shall have an Advisory Board composed of five (5) voting members to be appointed by the Mayor and the City Council. (B) Two of the voting members shall be members of the City Council (one of which could be the Mayor). The terms of appointment shall coincide with their elected terms of office and appointments to replace any member whose term is expiring or otherwise vacant may be made from any member of the Council. (C) The remaining three (3) voting members shall be appointed and shall serve staggered terms. Those initially appointed shall serve for two years, three years and four years respectively. Thereafter, alI members shall be appointed for five year terms, except for any person appointed to fill a vacancy occurring prior to the expiration of the term to which his/her predecessor had been appointed shall be appointed only for the remainder of such term. (D) All voting members shall serve at the pleasure of the City Council. Vacancies shall be filled by appointment by the Mayor and the City Council. Upon the expiration of j his/her term of office, the member shall continue to serve until his/her successor is appointed and qualified. MONTICELLO CITY ORDINANCE TITLE IUChapt 9/Page (E) The City Administrator of the City of Monticello and the General Manager of FiberNet Monticello shall be non-voting members of the Advisory Board. 2-9-3: OFFICERS AND MEETINGS (A) The Advisory Board shall have the offices of President and Vice President. The President shall be the Mayor, or if the Mayor is not serving, the President shall be a member of the City Council and designated by appointment of the Mayor and the City Council. The Vice President shall be elected by the members from the remaining members. (B} The Advisory Board shall adopt bylaws with rules and procedures not inconsistent with the provisions of this ordinance as may be necessary for the proper execution and conduct of its business. (C) The Advisory Board shall meet at least monthly. Special meetings maybe called by the President as needed. 2-9-4: FUNCTIONS, POWERS AND DUTIES (A) The Advisory Board shall have the powers granted to it by the City Council under this Ordinance and as otherwise delegated by action of the City Council. (B) The Advisory Board shall have the authority to provide general oversight and strategic management for the FiberNet Monticello Enterprise Fund (the Fund). The Advisory Board shall insure that the Fund meets City requirements and Minnesota Statutory requirements for financial management and reporting. (C) The Advisory Board shall have the authority to govern FiberNet Monticello within the boundaries established in the annual budget as approved by the City Council. The Advisory Board shall make an annual budget recommendation to the City Council. (D) The City Council shall make available to the Advisory Board such appropriations as it deems fit for salaries, fees, and expenses necessary in the conduct of its work. The Advisory Board shall have the authority to approve and direct the expenditure of all budgeted sums as appropriated and consistent with state law, in particular M.S. Section 412.271, Subd. 8. 2-9-5: GENERAL MANAGER (A) The City Council shall appoint a General Manager for FiberNet Monticello, and hire or assign such staff or consultants or contractors as it deems necessary for the efficient operations of FiberNet Monticello and the City. (B) The General Manager shall be responsible for the administration and management of FiberNet Monticello. MONTICELLO CITY ORDINANCE TITLE IUChapt 9/Page 2 (C) The General Manager shall provide reports to the Advisory Board at its regular meetings and an annual report to the City Council accurately describing the activities and financial condition of FiberNet Monticello. (D) The General Manager shall maintain contact with the City Administrator as necessary to coordinate activities. 2-9-6: RESERVATION OF POWERS (A) Except as delegated by this Ordinance, and subject to amendment of this Ordinance, the City Council reserves its rights and powers regarding FiberNet Monticello, including but not limited to the power to (1) adopt the annual budget, (Z) approve capital improvements, (3) review rates and fees, (4) approve potential expansions of the service area of FiberNet Monticello, and (5) ratify hiring and firing. (4/14/08, #480) MONTICELLO CITY ORDINANCE TITLE IUChapt 9/Page