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City Council Minutes 12-08-1996MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday, December 9, 1996 - 7 p.m. Members Present: Brad Fyle, Shirley Anderson, Clint Herbst, Brian Stumpf, Tom Perrault Members Absent: None 2. Approva]_~f minutes of the special meeting held November 12, the reg~ meeting held November 25' and the special meeting held December 4, 1996. Mayor Brad Fyle requested that the dollar amounted noted in paragraph 3 of the November 12 special minutes be changed from $30,000 to $15,000. Councilmember Tom Perrault requested that "the addition of Block 55 and Block A" be added to paragraph 4 on page 6 of the November 25 regular meeting minutes. AFTER DISCUSSION, A MOTION WAS MADE BY SHIRLEY ANDERSON AND SECONDED BY TOM PERRAULT TO APPROVE THE MINUTES OF THE SPECIAL MEETING HELD NOVEMBER 12 AS CORRECTED, THE MINUTES OF THE REGULAR MEETING HELD NOVEMBER 25 AS CORRECTED, AND THE MINUTES OF THE SPECIAL MEETING HELD DECEMBER 4, 1996, AS WRITTEN. Motion carried unanimously. 3. consideration of adding items to the agenda. A. Councilmember Tom Perra alt requested an uFS~r~t~Q on a recent Assistant Administrator Jeff O'Neill reported that the purpose of the meeting was to describe the four river-crossing options in more detail. The options will be scrutinized during the next year in an effort to narrow down the options further. O'Neill noted that State planners voiced the importance of maintaining limited freeway access and encouraging development to remain in existing communities where utilities are already present. B. parcels from the County. City Administrator Rick Wolfsteller reported that he continues to work with the County Auditor's office in using the best method for conveyance of the tax-forfeited parcels located in the Meadow Oak subdivision. Page 1 Council Minutes - 12/9/96 Mayor Fyle stated that he would like to see the City market the lots in order to get them back on the tax rolls. 4. A. Mr. Robert Jameson congratulated the City for a job well done in taking care of the roads during the 1995-1996 winter months. 5. Consent agenda. A. Consideration of fund transfers for 1996. Recommendation: Approve the transfers as proposed. B. ~~pgideration~f,~~pecial h~~nE Occ~ation permit which would allow Recommendation: Approve the special home occupation permit which would allow gunsmith services in an R-1 zone with the following condition: 1. A security system must be installed in the home. Approval is based on the finding that the gunsmith service as proposed would be virtually transparent to the neighborhood and would have no effect on the residential character of the area, and the operation is consistent with the comprehensive plan. A MOTION WAS MADE BY BRIAN STUMPF AND SECONDED BY SHIRLEY ANDERSON TO APPROVE THE CONSENT AGENDA AS RECOMMENDED. Motion carried unanimously. 6. C'oncid raf on of it me moved from the conFent ae nda for iecn esion. None. 7. recognizing City su~ort--Kathy. Kathy Adams, representing the Central Minnesota Initiative Fund (CMIF), presented the City Council with a plaque thanking the City of Monticello for its $1,QOp donation for the year 1997. Funding support enables the CMIF to make grants and loans to various businesses and community organizations throughout a 14-county central Minnesota area. No action was needed by Council. Page 2 Council Minutes - 12/9/96 8. Consideratj~n of defining Chelsea Road/I-94lHighway 25 roady~ intersection alignments. Assistant Administrator Jeff O'Neill reported that the concept of improving transportation access at T-94 and Highway 25 was the result of a transportation study completed in 1994. After a general study of three alternatives was completed by OSM, option #1 was deleted since it didn't meet MN/DOT standards, and the City began obtaining input from the public on options #2 and #3. City staff conducted an open house on December 5, 1996, for the purpose of reviewing the proposed Chelsea Road intersection with the public. O'Neill noted that opinions and concerns regarding alignment options #2 and #3 were mixed; however, mast agreed that a problem existed and that the City should pursue a solution for the long-term benefit of the city as a whole. In addition, the concept of developing the loop ramp financed by the State for eastbound I-94 was well received. O'Neill stated that although cost figures at this time are vague, it is necessary to select an option so that the figures can be better identified. Ron Bray of WSB explained that there have been operational problems and lack of storage space for left turns at the Oakwood Drive to I-94 area. After reviewing traffic volumes and accident rates, Bray summarized each option, noting that option #2 would address safety, capacity, vehicle storage, future development, and was the most-preferred option by the public. In addition, he noted that option #2 would have the least overall impact to businesses in the affected area. Option #3 would address safety and capacity but would reduce the amount of vehicle storage, and it would have the most impact on existing businesses. This option would also provide less opportunity for future development in the area because it would sever parcels that are currently undeveloped. Therefore, after reviewing each alternative, WSB & Associates recommended alternative #2 as the best overall plan. Council discussed options #2 and #3, and it was noted that option #3 was not included in the information packet for this meeting. Bret Weiss of WSB noted that bath options #2 and #3 would impact businesses and that it was difficult to identify all possible impacts at this time. He stated that there would be long-term cost issues for the City regarding the purchase of property along Chelsea Road and that the City would be responsible far payment of damages to the owner of the 18-acre parcel which would be severed if option #3 was selected. It was Weiss's opinion that option #2 would be the cleanest option for the City. Page 3 Council Minutes - 12/9/96 Dorothy Ritz, co-owner of Total.Mart, stated that construction plans showed that a median would be installed to prevent cars from turning left from Highway 25 to Total Mart and that traffic would be rerouted to enter from the backside of the building. It was Ritz's opinion that this, along with the City's strict sign ordinance, would be deadly to their business. She suggested that the City consider installing a center turn lane such as those used in the downtown area, or perhaps the City could delay installing the median for 5- 10 years until needed. Ron Bray and Bret Weiss of WSB explained that setting up left turn lanes would take away from the storage capacity for the major intersection. In addition, it was noted that MN/DOT has the authority to close a median opening at any time, which they have exercised in the past. Mark Scott requested that the City also consider the property that would be severed with option #2 near the RV Center. The property was purchased for expansion purposes, but option #2 would destroy that opportunity. Bob Abel, a real estate developer from St. Cloud, noted that he has been working with the City for quite some time regarding development of the 18- acre parcel along Chelsea Road. Abel explained that option #3 would disect that parcel and leave much of the land unusable; however, option #2 would allow development of the full 18 acres by businesses that have a current interest. Public Works Director John Simala questioned whether the City would save any money with option #2. He recommended that the City select option #3 because it would allow the City to build up the east side of Highway 25. Option #2 would impact the Sandberg pond where the City's main storm sewer system is located. Simola was concerned about hidden costs to the City in trying to negotiate and purchase properties and noted that he would prefer to see MN/DOT take this project rather than the City. Dan Mielke, owner of Ultra Lube, noted his support for option #2. It was his view that option #2 would present the most opportunity for the City and its residents, as it would create multiple undeveloped prime commercial properties and bring substantial tax base to the city. Option #3 would create only one undeveloped commercial parcel. Dean Carlson of D & D Bus also noted his support for option #2 since it would have the least impact on his business. Carlson also pointed that option #2 would allow sufficient stacking room for the school buses which access his business four times a day. Page 4 Council Minutes - 12/9/96 The City Council discussed the various impacts of each option, and it was noted that perhaps the Council should hold a workshop in order to discuss the impacts of each option in much more detail. City Engineer Bret Weiss assured the Council that it was not mandatory that they select an option at this meeting and that he would welcome the opportunity to schedule additional public meetings or workshops with the Council and interested parties. AFTER DISCUSSION, A MOTION WAS MADE BY BRIAN STUMPF AND SECONDED BY SHIRLEY ANDERSON TO TABLE SELECTION OF AN I-94/HIGHWAY 25/CHELSEA ROAD ALIGNMENT PENDING FURTHER STUDY BY THE COUNCIL. Mayor Fyle recommended that staff present funding estimates for both options at the future workshops. Motion carried unanimously. 9. ~~id~.x~,l~ion of adontin~ a new water meter installation_~~?Ji~;,y and revisions to the water meter_char~ess Public Works Director John Simola reported that the growth of the community over the past several years has had an effect on the water and sewer collection department in that each one of the new homes, commercial buildings, or industrial buildings being constructed need to have sewer and water services inspected and tested, a water meter installed, wires run for the remote reader on the outside of the building, a final inspection, and at least one or two turn-ons/turn-offs for the water. Also added are manholes, hydrants, sanitary sewer, and water main, which all need to be maintained on a regular basis. Tn addition, each new home or building constructed requires four additional visits per year for water meter readings, with some requiring more for re-reads ar problems. Simola went on to note that an analysis of the workload and discussions with other communities indicated that the easiest way to free up man-hours is to have the water meter installed by the plumber and the reader wire installed by the electrician. This would cut the visits to each house by at least two. The additional cost to the home for these changes should be minimal since the plumber and electrician are already at each home. In addition, Council was asked to consider purchasing meters with encoded meter heads since the manual read meter head is being discontinued. The encoded meter head would increase the cost of a meter by $18 plus tax; however, it would allow the City to plan for newer technologies in the future such as reading the meters by phone, radio, or scanner. Simola noted that he would notify all the builders and would allow 60-90 days far builders to plan far the change. Page 5 Council Minutes - 12/9/96 A MOTION WAS MADE BY CLINT HERBST AND SECONDED BY SHIRLEY ANDERSON TO REVISE THE POLICY FOR WATER METER INSTALLATION BY REQUIRING THAT THE WATER METER BE INSTALLED BY THE PLUMBER AND THE READER WIRE BY THE ELECTRICIAN, AND TO INCREASE THE WATER METER CHARGE BY $18 PLUS TAX IN ORDER TO USE ENCODED METERS. Motion carried unanimously. 10. Public Works Director John Simola noted that sanitary sewer and water use rates were last increased in 1993, the sewer rate by 8.9% and the water rate from 10% to 16.7%. For 1996, it was projected that the water fund would break even; however, for 1997, it was estimated that an additional $21,000 in revenue would be needed to meet the projected budget. Because growth in the community is not expected to make up the difference, Council was asked to increase the water rate by 5%. In regard to the sanitary sewer, an additional $15,000 would be needed for 1997. It was expected that new users would come close to covering the $15,000 difference; however, since the operations of the wastewater treatment plant are expected to increase by 20% over the next few years as the new plant comes on line, Council was asked to begin increasing the rates now rather than all at once in the future. A 5% increase to the overall sewer rate was proposed. AFTER DISCUSSION, A MOTION WAS MADE BY CLINT HERBST AND SECONDED BY SHIRLEY ANDERSON TO INCREASE THE SEWER AND WATER RATES EACH BY 5%, EFFECTIVE JANUARY 1, 1997. THE MINIMUM WATER BILL WOULD BE MAINTAINED AT $7.50 AND THE MINIMUM SEWER BILL AT $10 PER QUARTER. Voting in favor: Clint Herbst, Shirley Anderson, Tom Perrault, Brian Stumpf. Apposed: Brad Fyle. Motion carried. 11. Public Works Director John Simola reported that staff placed an advertisement in the local newspaper and sent a request far proposals regarding landfill charges to Superior FCR Landfill on County Road 37 in Monticello Township and Elk River Landfill on Highway 169 in the city of Elk River. Two proposals were received on December 5, with Elk River Landfill quoting a price of $28.83 per ton and Superior FCR Landfill quoting a price of $38.66 per ton. Simola stated that the proposal from Elk River Landfill appeared to be the most favorable to the City and that he is in the process of checking references. Page 6 Council Minutes - 12/9/96 Simola went on to note that he and the City Administrator had met with Superior FCR Landfill representatives, who indicated they are in the process of expanding the landfill. They noted they could be much more competitive in a year and requested that the City consider aone-year contract at this time and bid the contract again in one year rather than two as proposed. Council discussed the terms of the contract and noted that locking into such a good price for two years would be very beneficial to the City. AFTER DISCUSSION, A MOTION WAS MADE BY SHIRLEY ANDERSON AND SECONDED BY BRIAN STUMPF TO AWARD ATWO-YEAR CONTRACT TO ELK RIVER LANDFILL, INC., FOR LANDFILLING AT A COST OF $28.83 PER TON BASED UPON THEIR PROPOSAL, CONTINGENT ON SATISFACTORY REFERENCES BEING OBTAINED BY THE PUBLIC WORKS DIRECTOR. Motion carried unanimously. 12. Consideration of p ~r - acing a by ra ili v lv for installation of plow on loader. Public Works Director John Simola reported that the public works department would like to have the flexibility of using the spare 12-ft reversible snow plow on the 936 Caterpillar loader. The loader has a quick hitch attachment already installed but does not have the necessary hydraulic valve to operate the reversible feature of the snow plow. An amount of $5,500 was placed in the 1996 budget; however, the actual cost of adding the used valve and necessary hoses was recently estimated at $9,000. Additional funds were placed in the 1997 budget to make up the difference. Installing a new valve would increase the estimate by $2,000. It was Simola's view that using the reversible plow on the loader would increase the department's efficiency in plowing some of the alleys, parking lots, and cul-de-sacs in the community. Councilmember Brian Stumpf stated that unless the used valve has been completely reconditioned, it may make more sense to install a new valve for the additional $2,000. It was Mayor Fyle's view, however, that the City would get very little for the investment and that he would rather see the City sell the current equipment and invest in a new loader with a plow and wing. Simola noted that the current loader could be used more often by attaching additional equipment. He estimated that a new loader would cost about $100,000. AFTER DISCUSSION, A MOTION WAS MADE BY CLINT HERBST AND SECONDED BY BRIAN STUMPF TO AUTHORIZE THE INSTALLATION OF THE NECESSARY HYDRAULIC VALVE AND HOSES ON THE 936 CATERPILLAR LOADER AT A COST OF $9,000 WITH THE OPTION OF PURCHASING A NEW Page 7 Council Minutes - 12/9/96 VALVE FOR AN ADDITIONAL $2,000 IF THE PROPOSED USED VALVE HAS NOT BEEN TOTALLY RECONDITIONED. Voting in favor: Clint Herbst, Brian Stumpf, Shirley Anderson, Tom Perrault. Opposed: Brad Fyle. Motion carried. 13. Consideration of hiring ~,hj,~~ Building Official. Assistant Administrator O'Neill reported that the City received 12 applications and interviewed 4 candidates for the vacant Chief Building Official position. Due to his tremendous level of experience, Fred Patch was offered the position of Chief Building Official, and he accepted under the terms of a private contract. His experience includes 9 years as Chief Building Official at Brooklyn Park and a number of years as a building inspector for the City of Golden Valley. In addition, he has a degree in architecture. The terms were negotiated based on the understanding that in the near future, the contract arrangement may change to become afull-time position as originally contemplated. O'Neill stated that because of Fred's experience and current salary, the terms of the negotiation included a starting salary as a private contractor at a rate equal to the highest step in the pay range plus benefits. It was noted that Fred's level of experience would enable him to perform at a high level, thus justifying the starting rate. The private contract arrangement was requested because it would provide Fred with more flexibility in personal financial planning with regard to PER,A benefits. Vacation benefits were negotiated to accrue at the rate of two weeks the first year and three weeks thereafter, which would accrue only at such time that Fred would become afull-time employee. Councilmember Herbst noted his concern with veering from the vacation schedule since it had not been changed for the previous Chief Building Official. Councilrnember Stumpf explained that the increase in vacation benefits was justified due to his experience. He noted that the previous individual that held the position did not possess this level of experience. AFTER DISCUSSION, A MOTION WAS MADE BY SHIRLEY ANDERSON AND SECONDED BY TOM PERRAULT TO HIRE FRED PATCH AS THE CHIEF BUILDING OFFICIAL UNDER A PRNATE CONTRACT AT A RATE OF PAY EQUAL TO THE HIGHEST STEP IN THE PAY RANGE PLUS BENEFITS, WITH THE PROSPECT OF BECOMING AFULL-TIME EMPLOYEE IN THE FUTURE, AT WHICH TIME HE WOULD ACCRUE TWO WEEKS OF VACATION THE FIRST YEAR AND THREE WEEKS OF VACATION THEREAFTER. MOTION WAS AMENDED BY BRIAN STUMPF TO LIMIT THE PRIVATE CONTRACT TO A MAXIMUM OF 5 WEEKS. Page S Council Minutes - 12/9/96 Voting in favor: Shirley Anderson, Tom Perrault, Brad Fyle, Brian Stumpf. Opposed: Clint Herbst. Motion carried as amended. 14. City Administrator Wolfsteller reported that as part of the ongoing maintenance of the current salary system for all non-union employees, the City Council annually reviews the salary schedule and makes adjustments in order to retain the City's pay relationship to the market. In order to provide sufficient dollars within the budget for possible increases, an amount was included in the 1997 budget equal to a 5% cost of living adjustment. Wolfsteller noted that the Minneapolis/St. Paul consumer price index indicated that the current inflation rate for the metro area is between 3.1% and 3.3% an an annual basis. In addition to the CPI information, a salary survey conducted of various communities indicated that the proposals or actual adjustments all appeared to be in the 3% range. Wolfsteller also pointed out that the City of Buffalo establishes a percentage for merit adjustment, which authorizes the Administrator to grant a lump sum merit to employees. A MOTION WAS MADE BY CLINT HERBST AND SECONDED BY BRIAN STUMPF TO ESTABLISH A 3.1% COST OF LIVING INCREASE TO THE NON- UNION PAY SCHEDULE. Motion carried unanimously. 15. AFTER DISCUSSION, A MOTION WAS MADE BY SHIRLEY ANDERSON AND SECONDED BY TOM PERRAULT TO APPROVE THE BILLS TO DATE FOR THE MONTH OF DECEMBER AS PRESENTED. Motion carried unanimously. There being no further business, the meeting was adjourned. ,,. ~ j Kare Doty Office Manager Page 9