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City Council Minutes 08-10-2009MINUTES REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, August 10, 2009 — 7 p.m. Members Present: Clint Herbst, Tom Perrault, Glen Posusta, Brian Stumpf, Susie Wojchouski Members Absent: None 1. Call to Order and Pledge of Allegiance Mayor Herbst called the meeting to order at 7 p.m, and declared a quorum present. The Pledge of Allegiance was recited. 2A. Approval of Minutes - July 27, 2009 Special Meeting SUSIE WOJCHOUSKI MOVED TO APPROVE THE MINUTES OF THE JULY 27, 2009 SPECIAL MEETING AS CORRECTED. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0. 211. Approval of Minutes - July 27, 2009 Regular Meeting BRIAN STUMPF MOVED TO APPROVE THE MINUTES OF THE JULY 27, 2009 REGULAR MEETING AS PRESENTED. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0. 2C. Approval of Minutes - July 31, 2009 Special Meeting TOM PERRAULT MOVED TO APPROVE TIIE MINUTES OF THE JULY 31, 2009 SPECIAL MEETING AS PRESENTED. BRIAN STUMPF SECONDED TIIE MOTION. MOTION CARRIED 5 -0. 21). Approval of Minutes - August 4, 2009 Special Meeting BRIAN STUMPF MOVED TO APPROVE THE MINUTES OF THE AUGUST 4, 2009 SPECIAL MEETING AS CORRECTED. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0. 3. Consideration of adding items to the agenda The following items were added to the regular agenda: a) Tree trimming on boulevards; b) enforcement of noise ordinance; c) DMV request for staffing changes; and d) positioning of flag pole at West Bridge Park. Minutes — August 10, 2009 Page 1 4. Citizen comments, public service announcements and Council updates a. Public Service Announcements, if any: 1) Brian Stumpf commented on the softball tournaments held the past weekend at the Xcel Ballfields. He wondered how the City was chosen to host the tournament. Tom Kelly explained that Monticello Community Center bid to host and they were selected. Brian Stumpf complimented the efforts of Parks, Community Center and Kate Thorsen for their efforts and time to put on a great tourney. Brian also noted that concession stand employees do not accept tips and asked if there is a reason for that. Clint Herbst explained that is MCC policy. Personally he feels that the City should provide excellent customer service without expecting tips; concession stand workers are paid employees of the City. Glen Posusta suggested that tips would not necessarily go to people that most deserve it; if a tip jar would be used, funds should go into field improvements or something similar. 2) Tom Perrault thanked Public Works and Tom Pawelk for improvements at Parwest Park and work in the Marvin Road area. 3) Public Works Director Bob Paschke noted that the light by railroad tracks in front of MCC is one of the new LED models. He asked City Council to take note as this is a test of a new lighting product that is being considered. b. Council Updates: 1) none 5. Consent Agenda B. Consideration of approving a neighborhood block party and closure of 86`x' Street cul -de -sac. Recommendation: Approve the closing of 86`x' Street as proposed for a neighborhood block party on August 15, 2009. D. Consideration of compensating former Deputy City Clerk Dawn Grossinger for overtime hours. Recommendation: Approve compensation to Dawn Grossinger in the amount of $21,842.50 for overtime hours prior to her reclassification. E. Consideration of ratifying appointment for vacant Monticello Police Advisory Commission seat. Recommendation: Approve appointment of Jason Roubinek to the vacant Police Advisory Commission seat, contingent on applicant passing a criminal background check. F. Consideration of approving Plans and Specifications, authorizing Advertisement for bids, and calling for a Public Hearing for Fallon Avenue Pavement Rehabilitation, City Project No. 09CO05 (2009 -05C). Recommendation: Approve plans and specifications, authorize advertisement for bids, and call for a public hearing on Monday, September 14, 2009 for Fallon Avenue Pavement Rehabilitation project. Minutes - August 10, 2009 Page 2 G. Consideration of awarding bid for purchase of a Dial Tone Switch for FiberNet Monticello. Recommendation: Accept bid and authorize execution of a contact with MetaSwitch for purchase of a Dialtone Switch in the amount of $379,534.00. SUSIE WOJCHOUSKI MOVED TO ACCEPT CONSENT AGENDA WITH ADDITION OF ITEM G (formerly #11) AND DELETION OF ITEM A AND ITEM C. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0. 6. Consideration of items removed from the consent agenda for discussion #5A. Consideration of approving new hires and departures for MCC, Parks, City Hall and Streets. Tom Perrault questioned why there were new employees hired in Public Works. Bob Paschke explained that a temporary employee was hired by FiberNet Monticello as a new full -time locator and they replaced that seasonal worker. The other employee temporarily replaces a full -time employee out on worker's comp leave. TOM PERRAULT MOVED TO RATIFY HIRES AND DEPARTURES FOR MCC, PARKS, CITY HALL AND STREETS. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED 5 -0. #5C. Consideration of granting one hour deviation to City Ordinance 6 -1 -10 Noise Regulation for the Monticello Nuclear Generating Plant on specified training dates. Glen Posusta asked if notification should be provided to neighboring areas at Xcel expense. Clint Herbst thought Hillcrest and Timber Ridge Additions would be in the area to be included in the notification. Jeff O'Neill explained that staff had considered that but were not sure if distance would be far enough away to mitigate cost of notification. GLEN POSUSTA MOVED TO APPROVE ALTERNATIVE 41 TO AUTHORIZE THE MONTICELLO NUCLEAR GENERATING PLANT TO CONDUCT UP TO 18 LOW - LIGIIT SHOOTING TRAINING EVENTS ENDING NO LATER TI -IAN 11:00 P.M. ON THE DATES REQUESTED, PROVIDING THAT NOTICE IS GIVEN TO SURROUNDING NEIGHBORHOODS WITH COST COVERED BY XCEL ENERGY. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0. (Item pulled from agenda prior to meeting.) 8. Consideration of awarding contract for School Boulevard signing and striping improvements, City Project No. 08C008 (2008 -08C) City Engineer Bruce Wesiby noted that there was information related to this item in a green sheet update from the end of May, which he provided to City Council previously. Bruce reviewed the improvements that are to be included in the project along School Minutes - August 10, 2009 Page 3 Blvd from CSAH 18 to River City Extreme along with some minor improvements in a few other areas. Reasons for the project are listed in the agenda item: a) repost existing speed limits to comply with MNDOT speed studies, b) remove unnecessary signage to reduce clutter, c) adjust crosswalks and lane configurations on School Boulevard as approved by the school district, d) crosswalk striping at School Boulevard and Deegan Avenue, e) crosswalk striping across East Broadway east of CSAH 18, and f) hold off on striping on 7th Street West at Highway 25 until dedicated turn lanes are completed. Glen Posusta suggested that City look at striping on West 7th along KFC to include defined lanes so that traffic does not back up so much. He has talked to Tom Moores about widening 7th Street and making some other adjustments to accommodate traffic from both directions. This would allow striping of left turn lanes at the intersection of Walnut & West 7h Street in addition. Council questioned placement of crosswalk at corner of Deegan and School Blvd. Bruce Westby explained that medians are to be extended slightly in each direction of School Blvd at that intersection. Glen Posusta asked if semi trucks would be able to make turn from Deegan westbound to School Boulevard if the median is extended. Bruce Westby said they had checked that out and it would not create a problem. Bruce Westby explained plans for center 2 -way turn lane along School Boulevard from Stoneridge Drive east through the school area. This would allow for turn lanes into school accesses along that street. Brace Westby also explained where striped pedestrian crossings are planned. Susie Wojchouski asked about type of striping that would be allowed; she would like to see solid striping as it shows up much better. Bruce Westby noted that the State restricts type of striping methods and have approved certain standards such as the current striping and poles that are being used. Clint Herbst noted that he would like to see City look into some options in other areas that would better show crosswalk areas, such as in the downtown area. Jeff O'Neill noted that the City is trying to work with the County and State to determine what types of crosswalk markings they would allow. County will not approve colors other than white but would approve a different style of striping. Bruce Westby explained the removal of the mid -block pedestrian crossing on School Boulevard as very few students use it. Parking will also be restricted on School Blvd to accommodate the room needed for the center turn lane. Glen Posusta stated that he has seen a lot of traffic parked on School Blvd and was concerned what will happen when it is restricted. Jeff O'Neill noted that there is plenty of room in the parking lots and should not be necessary to park on the street. Susie Wojchouski asked where people would park when Pioneer Park is used for major events. Council discussed several options for parking in that area, such as parking within area developments, at Little Mountain Elementary school, and using shuttles to other parking lots. Bruce Westby discussed the quote received for striping and noted how the work will be integrated with the sealcoating in that area so previous striping will not need to be Minutes — August 10, 2009 Page 4 removed. Clint Herbst asked if there is any type of warranty with the striping work. Bruce Westby noted that is not normally offered with this type of project. He estimated that City would probably get 5 or more years out of striping depending on traffic wear. Clint Herbst asked about process for completing striping work. Bruce Westby noted that the sealcoating and striping is intended to be completed before school starts. Tom Perrault asked about driveway access to Little Mountain and why the turn lane is not restricted there. Bruce Westby noted that is not necessary at this point as there will be limited use of that access. Susie Wojchouski asked about weather conditions noted in the contract relative to striping work Bruce Westby explained that those conditions are normally put into these type of contracts and they do not anticipate any issues in this regard. GLEN POSUSTA MOVED TO APPROVE ALTERNATIVE 41 TO AUTHORIZE EXPENDITURES FOR SIGNING AND STRIPING IMPROVEMENTS AND AWARD CONTRACT TO AAA STRIPING IN THE AMOUNT OF $42,037.36. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED 5 -0. 9. Consideration of authorizing expenditures to gather GIS data from located utilities during FiberNet construction Bruce Westby explained that City staff is looking for an additional means of gathering GIS data to enhance the data in our city asbuilts and provide more accurate information to outside parties. The intent is to purchase another GIS unit to be used by city staff at a cost of around $10,000. Susie Wojchouski asked about renting a unit. Bruce Westby noted that the cost would run about $1800 per month which would be less cost effective — within one year the City could pay for a unit. Also, the City anticipates the need for a second unit in the near future as FiberNet becomes operational. The units will allow much easier and faster locates than the current methods used. Tom Perrault asked if there are additional charges that would be incurred with the operation of the unit. Bruce Westby noted that there have not been additional costs with the first unit so he does not anticipate any with this one. Clint Herbst commented that he would like to see the City take on the GIS locates rather than have WSB continue to do that. Bruce Westby pointed out that there will be some work done by WSB related to collecting the data. GLEN POSUSTA MOVED TO APPROVE ALTERNATIVE #2 AT A COST NOT TO EXCEED $10,000 FOR PURCHASE OF A GPS UNIT AND AUTHORIZE STAFF TO COLLECT UTILITES DATA WITH THE ASSISTANCE OF WSB IF NEEDED. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0. Tom Perrault asked where funding would come from as he would like to make sure that FiberNet pays their fair share in addition to Public Works and Water /Sewer departments. Bruce Westby noted that FiberNet would be lesser share as most locating is done for Public Works and Water /Sewer. Minutes - August 10, 2009 Page 5 Jeff O'Neill asked about time frame for needing an additional GIS unit during this construction season and whether the data could be collected by anyone else connected with the FiberNet project that is already out in the field. Bruce explained that construction is already taking place so they will need the GIS unit as soon as possible. They will attempt to use existing staff as much as possible for collecting data. 10. Consideration of granting a decrease to the individual pension for Monticello Volunteer Firefighters Relief Association Brian Stumpf noted that he does not have to abstain per the City Attorney's opinion, but does choose to abstain as he is a vested member of the Fire Relief Association. Tom Kelly explained that the Fire Relief Association is required to bring to City Council each year a request for approval of their benefit level. Since their investments have not done well in this economy, they are asking for a decrease in the benefit level this year. Tom introduced Mike Johnson from the Fire Relief Association. Susie Wojchouski asked if Mike could explain purpose of Fire Relief Association relative to the benefit level. Mike explained that firefighters can earn benefits toward retirement for serving a member of years — includes hours spent in firefighting, training and many public events. Mike explained that they are asking for a decrease in the level as the total would exceed the amount of aid received from the State by quite a bit more than the previous year. They are requesting alternative 42 with a city contribution of a total of $984. Tom Perrault asked where funding will come from. Tom Kelly noted that it is budgeted in the general fund each year. SUSIE WOJCHOUSKl MOVED FOR APPROVAL OF ALTERNATIVE #1 WITH A BENEFIT LEVEL OF $2650 AND CITY CONTRIBUTION OF $984 FOR 2010. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 4 -0 WITH BRIAN STUMPF ABSTAINING. 11. (refer to Consent Agenda 45G) 12. Consideration of adopting amended Management Services Agreement between the City of Monticello and Hiawatha Broadband Communications Inc. Jeff O'Neill explained reasons for modifications to the Management Services Agreement with HBC related to changes in services that the City is receiving and will receive from HBC. The City is seeking to become a member of NCTC, a cooperative that will allow us to receive programming and video directly. Some of the changes are needed to facilitate the application to NCTC. Council asked about cost involved to be a member of NCTC. Don Patten noted that there is an initial application fee of $1500 and approximately $800 in future costs to secure membership. The City is not guaranteed membership in NCTC but the amended agreement is needed for submission to the NCTC. Minutes - August 10, 2009 Page 6 Tom Perrault had several questions on the proposed agreement: (1) Section 10 - on the billing services; (2) Section 12f —would fee be subject to change if postage changes ?; (3) Section 12g — what does this fee cover? Jeff O'Neill noted that there were no changes to Section 10 from the previous agreement. Don Patten does not think the fee in 12f would change if postage increased and the fee in 12g covers miscellaneous costs not covered specifically elsewhere in the contract. Glen Posusta asked about the $15,000 monthly management services fee in 12a — was this always the amount? Don Patten noted that no amounts have been changed in the revised agreement; the only changes are the references related to ownership and status of the agreement between the City and HBC. Glen Posusta asked about terms of agreement. Don noted that it runs for three years, but can be extended if both parties agree. BRIAN STUMPF MOVED TO ACCEPT ALTERNATIVE #1 TO ACCEPT THE AMENDED AGREEMENT FOR MANAGEMENT SERVICES BETWEEN THE CITY AND HIAWATHA BROADBAND COMMUNICATIONS INC. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED 5 -0. 13. Consideration of scheduling 2010 budget workshop /meeting Jeff O'Neill proposed that Council select some dates for the 2010 budget workshops. Tom Kelly noted the schedule of upcoming Council meetings and need to approve a preliminary levy by September 15th. He would like to see Council members meet with department heads in the next few weeks and iron out budgets. He noted that there could be a budget workshop held prior to the August 24 meeting to review recommendations following the department head meetings. Brian Stumpf asked why department head meetings are being held so late and why the process was not started earlier. Clint Herbst suggested that department heads should take care to keep control of costs when preparing their budgets. Council does not expect to see any budget changes that would increase taxes. Jeff O'Neill explained that staff would like to try a different approach this year by having department heads meet individually with Council during a daytime workshop. This would give Council an opportunity to hear from each department head. Several Council members stated that they prefer to meet in a shorter time frame and do not necessarily feel that they need to meet with each department head. Tom Kelly noted that they are still waiting for information from the State regarding unallocations and from the County regarding estimated tax values. Consensus of Council is to hold a budget workshop at 5 p.m, on August 24`i'. If needed, they can also meet on Aug 31 to finish discussion. Minutes - August 10, 2009 Page 7 Added Items: a) Tree trimming on boulevards — Clint Herbst commented that he had been questioned by a citizen on the policy for tree trimming on city boulevards. They wanted to know if residents are contacted before trees are trimmed. Bob Paschke explained that Public Works approaches homeowner when the need exists to trim trees and bushes and they work out an agreement before doing any trimming. b) Enforcement of noise ordinance — Glen Posusta questioned why noise ordinance is not being enforced for trucks (fake braking) and other vehicles such as motorcycles (mufflers). He suggested that police should be checking level of traffic noise at places where most noticeable. Tom Perrault suggested that the noise ordinance signs be made more noticeable, such as flags. Bruce Westby noted that Sheriff Miller will be present at the September 14 meeting to give an update. He will ask him to address this issue. Clint Herbst asked Bruce to discuss this issue with the Sheriff's Department ahead of that and have them do some traffic checks on Hwy 25. c) DMV request for staffing changes — Susie Wojchouslci asked about the plan for staff changes at DMV, wondering if they need to increase the number of employees being recommended (a fulltime and part-time employee). Ann Johnson provided statistics showing an increase in both walk -in and dealer customers. She also explained the number of hours needed for staffing DMV adequately including Saturday morning. They have recently added duplicate driver license servicing and anticipate an increase in that area as people become aware of the new service. Susie Wojchouski asked if DMV is still making money while providing all the services they are handling. Ann explained that Tom Kelly reviewed the financial numbers and concluded that even with increasing staff, the DMV will still operate and make a profit. Susie Wojchouski explained her concern that DMV is servicing people from other communities at the expense of the Monticello taxpayers. Ann Johnson explained the advantages to her office in providing a multitude of services. When they serve people from other communities, those people come back again because they are receiving good service. Jeff O'Neill noted that the Personnel Committee looked at this and agree that additional staff is needed. Ann Johnson noted that they could add the fulltime position now; then wait to see how that addresses needs before adding the other. d) Positioning of flag pole at West Bridge Park — Jeff O'Neill noted that the Parks Department is preparing for the flag pole positioning at West Bridge Park. They were planning to put in a sidewalk leading to the flag pole. Clint Herbst explained that the Lions have contributed the money for the flag pole work. However, he noted that the Council is concerned about the amount of concrete being put in the park. Susie Wojchouslci feels that they should try to preserve as much grass as possible and that it is not necessary to add a sidewalk to lead to the flag pole. 14. Approve payment of bills for August 10th GLEN POSUSTA MOVED TO APPROVE PAYMENT OF THE BILLS FOR AUGUST Minutes — August 10, 2009 Page 8 10TH. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0 TO PAY THE BILL REGISTERS TOTALING $899,048.82. 15. Discussion of options relating to establishment of retail office space for FiberNet Monticello Mayor Herbst moved to a closed meeting to discuss potential office space sites for FiberNet Monticello and possible purchase of property by the City. Participants in the discussion included Mayor Clint Herbst; Council members Brian Stumpf, Glen Posusta, Susie Wojchouski, Tom Perrault; City Administrator Jeff O'Neill; and Finance Director Tom Kelly. No action was taken. However, a Special Council meeting was called for Monday, August 17 at 7:00 a.m. to continue discussion. TOM PERRAULT MOVED TO RECONVENE THE REGULAR CITY COUNCIL MEETING AT 9:49 P.M. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED 5 -0. 16. Adiournment BRIAN STUMPF MOVED TO ADJOURN THE MEETING AT 9:50 P.M. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0. Recorder: Catherine M Shuman Approved: August 24, 2009 Attest: C' ' istrator Minutes - August 10, 2009 Page 9