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City Council Agenda Packet 01-25-1999 Special . . . AGENDA SI>ECIAL MEETING - MONTICELLO CITY COUNCIL Monday, January 25, 1999 - 6 p.m. Mayor: Roger Belsaas Council Members: Clint Herbst, Brian Stumpf~ Roger Carlson, Bruce Thielen 1. Call to order. 2. Consideration of design alternatives for improving safety and traffic flow at the intersection of Highway 25 and Broadway. 3. Adjournment. . . . Special Council Agenda - 1125/99 2. Consideration of design alternatives for improving safety and traffic flow at the intersection of Highway 25 and Broadway. (J.O.) A. REFERENCE AND BACKGROUND: City Council is asked to conduct a review of design alternatives for improving safety and traffic flow at the intersection of Highway 25 and Broadway. The need for the study is due to the rate of accidents and tramc congestion caused by vehicles coming to and from points north of the river. Provided to you are two basic options for improving design which stem from previous discussions. Option #3 calls for creation of a new driving lane, which results in removal of the parking lane and sidewalk node from Cedar Street to Highway 25. Option #3A also results in a new through-lane but accomplishes this by removing the center island and by lining up the left-hand turn lffiles. These alternatives have been prepared jointly by MN/DOT, Wright County, and the City of Monticello. Both MN/DOT and Wright County prefer option #3A. Following are the advantages and disadvantages of each option. Safety According to the traffic engineers, option #3A will enhance safety for vehicles turning left because the line of sight for viewing oncoming vehicles is better. Option #3A also creates more separation between pedestrians ffild the through lane. On the other hand, option #3A includes a narrow parking lane (8 ft), creating opportunities for conflicts between parking activities and traHic using the through lane. Cost According to Construction Inspector Tom Bose's estimates, the cost to complete the improvement according to option #3 would include time and materials for City staff to remove the node, replace the curb, and install bridge railing. The cost for option #3A is estimated at $24,358. Option #3A is more expensive due to the cost to remove the center island and replace it with a narrow curb/lane delineator. Under both options, the cost to modify the signal will be funded by MN/DOT. Parking Option #3 removes parking in front of the theater and eliminates the parking area as a pick-up and drop-off spot. Truck Turning Movements Option #3A may result in some difficulty for trucks turning left onto Broadway coming from the bridge. This is because the space that trucks must negotiate is reduced. This could be viewed as a positive feature because it may encourage more big trucks to use Highway 25 as the preferred route to the freeway. 1 Special Council Agenda - 1/25/99 B. ALTERNATIVE ACTIONS: 1. Motion to select alternative #3 and direct staff to negotiate a cost-share program with MN/DOT, Wright County, and thc City based on past cost-sharing practices. 2. Motion to select alternative #3A and direct stair to negotiate a cost-share program with MN/DOT, Wright County, and the City based on past cost-sharing practices. C. STAFF RECOMMENDATION: Alternative #3A is preferred due to safety considerations and minimal impact on parking. It is our view that the higher cost is offset by the advantages noted above, as well as long- range projections. D. SUPPORTING DATA: Traffic diagrams. 2 .I \. Walnut sr. c E , \ --~) \ r ,u ;!I ~ .' o l D;:'~ D.I/ I, I loch J.wt'ltn s..".. c.r. AV"'. L... Ollie. II I 11[?l I I. i I L_-_ . \J ll> 11 _-.J l H~ e. ~ : : . I 1 Walt, Pawn 1- :d' i~ i ) ~f ~ s.~ ~ II 5 ,... i ... Domino "'U4 pm;sr(~Wv. 2tJJ' IQ) ;;. ;;, -" ... "':J1 g.. So A.E. 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" ! ~ ;: f ~ I I ) f ( I . . . AGENDA SPECIAL MEETING - MONTICELLO CITY COlJNCIL Monday, .January 25, 1999 - 5:30 p.m. Mayor: Roger Belsaas Council Members: Clint Herbst, Brian Stumpf, Roger Carlson, Bruce Thielen 1 . Call to order. 2. Consideration of appointments to HRA. 3. Consideration of staggered terms for Planning Commission members. 4. Adjournment. . . . Special Council Agenda - 1/25/99 2. Consideration of appointments to HRA. (K.D. for O.K.) A. REFERENCE AND BACKGROUND: At the January 11 meeting, Council tabled thc annual appointment to thc HRA pending further discussion at a special meeting. Attached for your review is a copy of the HRA bylaws. Following are the terms of the current HRA members: 7. Dan Frie Brad Barger Darrin Lahr Bob Murray Steve Andrews 12/1998 12/1999 12/2000 12/2001 12/2002 . . . Section 1. Section 2. Section 3. Section 4. Section 1. Section 2. AMENDED BYLAWS OF THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF MONTICELLO, MINNESOTA ARTICLE I THE AUTHORITY Name of Authority. The name of the Authority shall be the "Housing and Redevelopment Authority in and for the City of Monticello, Minnesota." Seal of Authority. The seal of the Authority shall be in the form ofa circle and shall bear the name of the Authority and the year of its organization. Office of the Authority: Place of Meeting. The office of the Authority shall be at such place in the city of Monticello, Minnesota, as the Authority may from time to time determine by resolution. Regular and special meetings of the Board of Commissioners shall be open to the public and shall be held in Monticello City Hall at 250 East Broadway, Monticello, Minnesota; provided, however, that upon three days written notice to the Commissioners of the place of such meeting, any regular or special meeting may be held at such place within the city of Monticello as the notice shall designate. Powers of the Authority. The Authority, by and in its corporate name, shall have and exercise all powers, functions, rights, and privileges pursuant to Minnesota Statutes 469.001. et seq. ARTICLE II COMMISSIONERS Authority. The business and affairs of the Authority shall be managed by or under the authority of the Board of Commissioners, except as otherwise permitted by statute. Number. Oualification. and Term of Office. There shall be five Commissioners appointed by the Mayor of Monticello and approved by the City Council. Commissioners shall be natural persons, at least 18 years of age, and must reside in the city of Monticello. Commissioners shall serve a term of five years with one Commissioner's term expiring each year. 1 ~I KAREN\OFFICE\OLLlE\BYLAW$.HRA: 8/24/98 Page 1 . . . Section 3. Section 4. Section 1. Section 2. Section 3. Section 4. Vacancies. Vacancies on the Board of Commissioners occurring by reason of death, resignation, removal, or disqualification shall be filled for the unexpired term by the Mayor in accordance with the procedures set forth in Article II, Section 2. Removal. For inefficiency or neglect of duty, or misconduct in office, a Commissioner may be removed from office by the City Council in accordance with Minnesota Statute 469.010. ARTICLE III OFFICERS Officers. The Officers of the Authority shall consist ofa Chair, Vice-Chair, and a Secretary- Treasurer. The Chair and Vice-Chair shall be elected from among the Commissioners. A Commissioner shall not hold more than one of the above- named offices at the same time. The Secretary-Treasurer shall be appointed by the Commissioners. Chair. The Chair shall preside at all meetings ofthe Board of Commissioners if present. Except as otherwise authorized by resolution ofthe Board of Commissioners, the Chair shall sign all contracts, deeds, and other instruments made by the Authority. At each meeting, the Chair shall submit such recommendations and information as considered proper concerning the business, affairs, and policies of the Authority. Except as otherwise provided by resolution of the Board of Commissioners, all such orders and checks shall be counter- signed by the Chair. Vice-Chair. The Vice-Chair shall perform the duties of the Chair in the absence or incapacity of the Chair; and in case of resignation or death of the Chair, the Vice-Chair shall perform such duties as are imposed on the Chair until such time as the Board of Commissioners shall select a new Chair. If in the event a quorum is present and the Chair and Vice-Chair are absent or unable to attend a meeting of the Board of Commissioners. The three remaining members shall elect from among the remaining Commissioners a Chair for the said meeting. Secretary-Treasurer. The Secretary-Treasurer shall perform the duties of the office of Secretary-Treasurer. The Secretary-Treasurer may delegate the responsibility for recording the Minutes of the Board of Commissioner meetings to the Executive Director or to the Authority Office Secretary as is determined appropriate by the Secretary-Treasurer. The Secretary-Treasurer shall sign all orders and checks for the payment of money and shall payout and disburse such moneys under the direction of the Authority. z~2- KAREN\OFFICE\OLLlE\BYLAWS.HRA: 8/24/98 Page 2 . . . Section 5. Additional Duties. The Officers of the Authority shall perform such other duties and functions as may from time to time be required by the Authority or the bylaws or rules and regulations of the Authority. Section 6. Election or Appointment. The Chair and Vice-Chair shall be elected at the annual meeting of the Board of Commissioners from among the Commissioners of the Authority and shall hold office for one year or until their successors are elected and qualified. The Secretary-Treasurer shall be appointed at the annual meeting of the Board of Commissioners by the Commissioners. Section 7. Vacancies. Should the office of the Chair, Vice-Chair, or Secretary-Treasurer become vacant, the Board of Commissioners shall elect a successor from its members at the next regular meeting, and such election shall be for the unexpired term of said office. ARTICLE IV EXECUTIVE DIRECTOR The Authority shall employ an Executive Director who shall have general supervision over the administration of its business and affairs, subject to the direction of the Board of Commissioners. As assistant to the Secretary-Treasurer, the Executive Director shall ensure that proper records of the Authority are maintained. The Executive Director (or designee) shall act as Secretary of the meeting of the Board of Commissioners and shall keep a record of the proceedings in ajoumal of proceedings to be kept for such purposes (the minutes of the proceedings are to be signed by the recorder plus the Authority Commissioner acting as Chair at the meeting). The Executive Director shall perform all duties incident to the Executive Director position as may be assigned by the position description as approved by the Board of Commissioners. The Executive Director shall keep in safe custody the seal of the Authority and shall have the power to affix such seal to all contracts and instruments authorized to be executed by the Authority. The Executive Director shall have the care and custody of all funds of the Authority and shall deposit the same in the name of the Authority in such bank or banks as the Board of Commissioners may select. The Executive Director shall be charged with the management of the housing projects of Authority. The Executive Director shall keep regular books of accounts showing receipts and expenditures and shall render to the Board of Commissioners, at each regular meeting (or more often when requested), an account of his /her transactions and also of the financial condition of the Authority. The Executive Director shall give such bond of the faithful performance of duties as the Board of Commissioners may determine. 2-'~ KAREN\OFFICE\OLLlE\BYLAWS.HRA: 8/24/98 Page 3 The Executive Director shall be appointed by the Board of Commissioners. Any person appointed to fill the office of Executive Director, or any vacancy therein, shall have such term as the Board of Commissioners fixes, but no Commissioner of the Board of Commissioners shall be eligible to this office. When the office of Executive Director becomes vacant, the Board of Commissioners shall appoint a successor, as aforesaid. . The compensation of the Executive Director shall be approved by the Board of Commissioners. ARTICLE V ADDITIONAL PERSONNEL The Board of Commissioners may from time to time employ such personnel as it deems necessary to exercise its power, duties, and functions as prescribed by the Municipal Housing and Redevelopment Law of Minnesota applicable thereto. The selection and compensation of such personnel (including the Executive Director) shall be determined by the Board of Commissioners subject to the laws of the State of Minnesota. Section 1. . Section 2. Section 3. . ARTICLE VI MEETINGS Annual Meeting. The annual meeting of the Board of Commissioners shall be held on the second Wednesday of April at 7 p.m. at the regular meeting place of the Board of Commissioners; provided, however, that the date/time of the annual meeting may be postponed to a subsequent date/time upon the vote of a majority of Commissioners in office at any time taken at any regular or special meeting. Regular Meetin~s. Monthly meetings shall be held without notice at the regular meeting place of the Board of Commissioners on the second Wednesday of each month at 7 p.m. unless the same shall be a legal holiday, in which event said meeting shall be held on the next succeeding secular day. In the event the date/time/meetings place of a particular meeting must be changed, the Chair may make such change deemed necessary by notifying all Commissioners by delivering (by staff) a notice to their home address at any time prior to the meeting or mailing a notice to the business or home address at least three (3) working days prior to the date of such regular meeting. Special Meetings. Special meetings of the Board of Commissioners may be called by the Chair or two members of the Board of Commissioners for the purpose of transacting any business designated in the call. The call (including location of meeting) for a special meeting may be delivered at any time prior to the time of the proposed meeting to each member of the Board of Commissioners or may be mailed to the business or home address of each member of the Board of Commissioners at least three (3) working days prior to the date of such special meeting. At such special meeting, no business shall be considered other than as designated in the call; but if all of the members of the Authority are present at a z~.,. Page 4 KAREN\OFFICE\OLLlE\BYLAWS.HRA: 8/24/98 . . . / special meeting, any and all business may be transacted at such special meeting. Notice of any special meeting shall be given in accordance with Minnesota Statutes, Section 471.705, subd. Ie, or any successor statute regarding notice of meetings of public bodies. ARTICLE VII QUORUM The powers of the Authority shall be vested in the Commissioners thereof in office from time to time. Three Commissioners constitute a quorum (except as noted below) for the purpose of conducting its business and exercising its powers and for all other purposes, but a smaller number may adjourn from time to time until a quorum is obtained. When a quorum is in attendance, action may be taken by the Board of Commissioners upon a vote of a majority of the Commissioners present (except as noted below). Exception: In regard to action on the annual Authority operating budget, or revisions thereto, there must be at least four Commissioners present, and the majority of those present must vote in favor of such for the matter to be approved. ARTICLE VIII ORDER OF BUSINESS Section 1. Order of Business. At the regular meetings of the Board of Commissioners, the following shall be the Order of Business: 1. Roll call 2. Reading and approval of minutes of the previous meeting 3. Items not contained in the agenda 4. New business 5. Bills and communications 6. Project update by Executive Director 7. Other Business 8. Adjournment All resolutions shall be in writing and shall be copied in the journal ofthe proceedings of the Board of Commissioners. ARTICLE IX MANNER OF VOTING The voting on all questions coming before the Board of Commissioners shall be by roll call, and yeas and nays shall shall be entered upon the minutes of such meeting. The Chair and all members of the Board of Commissioners at every meeting of said Board of Commissioners shall be entitled to a vote. In the event that any Commissioners shall have a personal interest of any KAREN\OFFICE\OLLlE\BYLAWS.HRA: 8/24/98 z-s- Page 5 . . . kind in a matter then before the Board of Commissioners, the Commissioners shall disclose his/her interest and be disqualified from voting upon the matter, and the Secretary shall so record in the minutes that no vote was cast by said Commissioner. ARTICLE X EXECUTION OF CONTRACTS All contracts, notes, and other written agreements or instruments to which the Authority is a party or signatory or by which the Authority may be bound shall be executed by the Chair and Executive Director. If the Executive Director is absent or otherwise unable to execute a document, the Secretary-Treasurer may execute the document. ARTICLE XI AMENDMENTS The bylaws of the Board of Commissioners shall be amended by Resolution only with the approval of at least a majority of the Commissioners in office at any time. These bylaws were adopted as the bylaws of the Authority by the Board of Commissioners on July 8, 1997. These bylaws were adopted as the bylaws of the Authority by the Board of Commissioners on September 2, 1998. KARENIOFFICEIQLLlEIBYLAW$.HRA: 8/24/98 z#" Page 6 . . . Special Council Agenda - 1/25/99 3. Consideration of staggered terms for Planning Commission members. (K.D. for 1.0.) A. REFERENCE AND BACKGROUND: At the January 11 meeting, Council tabled the annual appointments to the Planning Commission pending research and additional discussion regarding staggered terms. The current city ordinance establishing the Planning Commission states that all members shall be appointed for a one-year term. If the Council wishes to stagger the terms, an ordinance amendment would need to be adopted. Following are the current members of the Planning Commission to be reappointed: Dick Frie Richard Carlson Rod Dragsten Roy Popilek Robbie Smith B. ALTERNATIVE ACTIONS: 1. Motion to direct staff to prepare an ordinance amendment changing the length of the terms for the Planning Commission members. 2. Do not stagger the Planning Commission terms and reappoint the current members for one-year terms. C. STAFF RECOMMENDATION: The Deputy City Administrator recommends that individual terms be discussed with the Planning Commission members and return to City Council with a formal ordinance amendment and recommendation for term expirations. D. SUPPORTING DATA: Copy of current Planning Commission ordinance. @ r C~ 10 ~;Nt ~ ,0 ~ v -(' lkAt-- )~ \'b ~C b~{ (j-l( OJ, ~AAP.d 2 . . . SECTION: 2-1-1: 2-1-2: 2-1-1: 2-1-2: CHAPTER 1 ~u~R.~Al'- OR.b/Nfl-NeE PLANNING COMMISSION Composition Organization; Meetings COMPOSITION: The Planning Commission shall consist of five (5) members appointed by the Council. No member ofthe Planning Commission shall hold any other public office in the City. All members shall be appointed for a one-year term; however, said term may be terminated earlier by the Council. Said terms are to commence on the day of appointment. Vacancies during the terms shall be filled by the Council for the unexpired portion of the term. Every appointed member shall, before entering upon the discharge of his duties, take an oath that he will faithfully discharge the duties of his office. All members who attend at least one monthly meeting shall receive compensation of $50.00 for that month. ORGANIZATION; MEETINGS: The Commission shall elect a chairman from among its appointed members for a term of one year, and the Commission may create and fill such other offices as it may determine. The Planning Commission shall hold at least one (1) regular meeting each month. This meeting shall be held on the first Tuesday. Regular meetings shall commence at seven o'clock (7:00) p.m. Hearings shall be heard as soon thereafter as possible. The Planning Commission shall adopt rules for the transaction of business and shall keep a record of its resolutions, transactions, and findings, which record shall be a public record. 3 .... , MONTICELLO CITY ORDINANCE TITLE II/Chpt 1/Page 1