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City Council Minutes 01-24-2011 SpecailMINUTES SPECIAL MEETING — MONTICELLO CITY COUNCIL Monday, January 24, 2011— 5:30 p.m. Present: Clint Herbst, Lloyd Hilgart, Tom Perrault, Glen Posusta, Brian Stumpf Absent: None 1. Call to Order The meeting was called to order by Mayor Herbst at 5:30 p.m. in the Academy Room. 2. Purpose of Special Meetine This workshop was called to discuss MCC Building Improvements and 2011 Street Reconstruction Sidewalks and Lighting. 3. Discussion of MCC Building Improvements and Proposed RFP Jeff O'Neill explained that the MCC Building Improvements Subcommittee, composed of city staff and a council liaison, met recently and prepared an RFP to address the problems with the Monticello Community Center building. The RFP would be given to selected firms that specialize in planning and engineering of buildings similar to the community center. Jeff pointed out some of the issues that have been brought to Council and others that have been discovered by staff and Weld Architects and Engineers, who recently performed an inspection of the entire building. Among the problems that will probably need to be addressed in the near future are: exterior siding, windows, insulation, air handling system, and excess moisture. Kitty Baltos pointed out that the proposed RFP is intended to solicit ideas on how the company would analyze and implement improvements to the building. They would also be asked to consider potential future expansion to the building. Discussion points by Council and staff included: • Possible expansion — Should this be included in the RFP? If so, how much information should be provided to respondents? • Potential improvements and costs — Is there a timeline developed on the improvements to be made? Are some improvements more necessary than others? What kind of costs would be involved in the improvements? • Funding sources — How would the City fund the improvements? Is there enough money in reserves or would we need to find other sources? Tom Kelly talked about some ideas for funds to cover the costs of the improvements. It could be possible to find some money in the budget, but it would probably not be sufficient for the work that needs to be done. He suggested that the City may want to City Council Special Meeting Minutes — January 24, 2011 Page 1 bond for the improvements and pay it off over time. However, he understands this may not be popular as the original bonds for the Community Center still have a number of years remaining to be paid. Glen Posusta explained out how the exterior siding is attached and how little potential there is for the pieces to fall off even though there are problems with it. He feels that improvements could be done in phases with the most crucial to be taken care of first. Jeff O'Neill suggested that Council provide feedback on any possible changes to the proposed RFP. Clint Herbst commented that they might want to consider removing the copper panels and replace them with a different surface that would not be as expensive. Clint Herbst suggested that they might not want to include the request for consideration of potential future expansion. Bruce Westby pointed out that the air handling system could be one of the most costly components. If there would be a possibility of interior redesign or construction, the air handling system requirements would need to be taken into consideration. Kitty Baltos noted that the League of Minnesota Cities had suggested that they might want to do repairs to the exterior this year with new insulation which should improve the air flow. That would allow time to experience the effects on the interior of the building. The improvement or lack of improvement in the air quality would probably impact the next steps to be taken. Glen Posusta asked about insulation of the ceiling. Kitty Baltos noted that was not specified in the RFP but would certainly be an area that any firms should be looking at. Glen Posusta suggested that the architect's report from Wold should be provided to Council as follow -up. Tom Perrault asked what the timeline would be on this process. Clint Herbst thought that might be determined by the urgency of the work once all the problems are defined. Brian Weldon noted that the air handling system is outdated. The company that made the system is no longer in business. They have had a lot of problems with the system and replaced various components over time. He would like to see this looked at further with the RFP. Staff will provide more information to Council as the process moves forward. 4. Discussion of Sidewalk and Lighting options for 2011 Street Reconstruction project Jeff O'Neill explained that City staff has begun preparation of the 2011 Street Reconstruction project and want to get some feedback from Council. In particular, City staff is looking for direction on including sidewalks in the East River Street area. Jeff O'Neill mentioned that Council should also comment on maintenance of sidewalks if this option is to be included. Clint Herbst commented that the city should not promise to maintain sidewalks as there is no guarantee that would continue into the future depending on the economy and future City Council Special Meeting Minutes — January 24, 2011 .Page 2 City Council directives. Glen Posusta noted that he does not feel sidewalks should be considered at all unless the residents from that area come forward and request it. Brian Stumpf concurred with that, noting that an initial survey shows almost 60% of the residents do not favor sidewalks. Jeff O'Neill explained that, prior to East River Sreet being closed to through traffic at Highway 25, residents in that area had requested sidewalks along that street. Since the entrance to Highway 25 has been closed, the City has not received any feedback related to sidewalks. Clint Herbst feels that sidewalks are not necessary since closing the road and agrees that it best to leave it up to the residents to request sidewalks. Tom Moores suggested that it might be worthwhile to consider adding a sidewalk along Cedar Street from Broadway to East Bridge Park. Tom Pawelk explained that there are a lot of people that park in the area when using the sliding hill. He feels it would be good to have a sidewalk so that people have a place to walk as the street is often parked full of cars. Tom Pawelk also asked about the possibility of using some of the old garden center lot for parking. Council felt that would be acceptable if the lot could be plowed to allow parking. Consensus of Council is to not include sidewalks for the East River Street area in the feasibility study, except for sidewalk along Cedar Street between West Broadway and East Bridge Park. A majority of residents in the area would need to make a request for other sidewalks in order for them to be considered. Bruce Westby asked about consideration of streetlights in the area. Currently there is not a lot of light along East River Street. One cobrahead style light fixture is located at each intersection. Consensus is to leave the lighting as is. There was a short discussion of potential upgrade to LED lights but it was felt that would not be economical. 5. Adjournment BRIAN STUMPF MOVED TO ADJOURN THE MEETING AT 6:40 P.M. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0. Recorder: Catherine M. Shuman C.4_� Approved: February 14, 2011 Attest: Cit��inistrator City Council Special Meeting Minutes — January 24, 2011 Page 3