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City Council Minutes 01-24-2011MINUTES REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, January 24, 2011 — 7 p.m. Present: Clint Herbst, Lloyd Hilgart, Tom Perrault, Glen Posusta, Brian Stumpf Absent: None 1. Call to Order and Pledge of Allegiance Mayor Herbst called the meeting to order at 7:00 p.m. and declared a quorum present. The Pledge of Allegiance was recited. 2A. Approval of Minutes — January 10, 2011 Regular Meeting TOM PERRAULT MOVED TO ACCEPT THE MINUTES OF THE JANUARY 10, 2011 REGULAR MEETING AS PRESENTED. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 4 -0 WITH GLEN POSUSTA NOT VOTING. 3. Consideration of adding items to the agenda No items were added to the agenda. 4. Citizen comments, public service announcements, and staff updates a. Citizen Comments: none b. Public Service Announcements: 1) Snow Sculpture Contest (2/12) — Kitty Baltos gave an update on the "Have a Heart for Bertram" Snow Sculpture contest being hosted by Friends of Bertram on Saturday, February 12. This is a free event and top prize will be a 3 month family pass to MCC. 2) NAIFC tournament wrap -up — Angela Schumann noted that the Chamber would like to thank everyone who helped in any way. 71 teams competed in the ice fishing tournament with over 200 kids involved in the kids fishing camp. Ron Schara and his dog Raven were present for pictures during the event. This event will take place again next year and will be bigger and better according to Sandy Suchy, Chamber Director. C. Staff Updates: 1) MCC 2010 Year Review — Kitty Baltos provided an update on the status of the MCC for the past year and gave a presentation showing some of the stats for revenues through Nov 2010 with an overall increase of about 2% over 2009. Kitty Baltos gave an overview of the various programs and activities offered by the MCC. Kitty discussed staff maintenance and the various buildings they support. She talked about the other events that the City Council Minutes — January 24, 2011 Page 1 MCC is involved in: Farmer's Market, Bertram Friends, Movies in the Park, Xcel ballfield leagues, and Walk & Roll. Highlights for 2011: new website, group fitness classes, ball tournaments, community activities, childcare options, and online program registration. Approximately 75 staff work for the community center including 7 full time. There are 1250 current memberships in the MCC. Clint Herbst asked Kitty to explain the childcare /membership fee. Kitty explained that members can add childcare to their monthly membership for $5 per month per child. Jeff O'Neill commented on the variety of activities offered by the MCC and maximizing the use of the facility. He also commented on the online parks survey which also includes a section on the community center. 2) CGI Promotional Video — Angela Schumann explained the promotion that the City has been working on with CGI over the past year. She displayed the City website and showed how to access the videos about the City. There will be a link added soon labeled "Tour Book." From there, up to 6 different videos can be selected and viewed. Angela also noted that the City is working with the Cable Commission on providing more videos about the City that can be viewed on Channel 12. 5. Consent Agenda: A. Consideration of approving new hires and departures for City departments. Recommendation: Ratify new hire for FiberNet. B. Consideration of adopting Resolution 42011 -04 approving contributions from Walmart for the Fire Department and Tom Perrault for the General Fund. Recommendation: Adopt Resolution #2011 -04 approving contributions of $500 from Walmart and $250 from Tom Perrault. C. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA D. Consideration of adopting Ordinance #522A approving summary publication of Title 10, the new Zoning Ordinance and official map. Recommendation: Adopt Ordinance #522A for summary publication of the new Zoning Ordinance and map. E. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA F. Consideration of authorizing Request for Proposal for MCC building improvements. Recommendation: Approve the RFP for MCC building improvements and authorize solicitation of proposals. G. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA City Council Minutes — January 24, 2011 Page 2 H. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA BRIAN STUMPF MOVED TO ACCEPT THE CONSENT AGENDA WITH THE REMOVAL OF ITEMS C, E, G, AND H. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0. 6. Consideration of items removed from the consent agenda for discussion #5C. Consideration of adopting Ordinance #522 approving the Zoning Ordinance and amending the City's official Zoning Map Tom Perrault noted that he is still not comfortable with some aspects of the zoning ordinance text. He does not really have a problem with the map though. Glen Posusta asked Tom if he was okay in general with the new code. Glen Posusta felt that a lot of work has gone into the new code and it is an improvement over the previous zoning text. Clint Herbst pointed out that, although there is room for adjustment, the new code merits approval so that the City can move forward to implement it. GLEN POSUSTA MOVED TO ADOPT ORDINANCE #522 APPROVING THE ZONING ORDINANCE AND AMENDING THE CITY'S OFFICIAL ZONING MAP. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH TOM PERRAULT VOTING IN OPPOSITION. #5E. Consideration of appointing a representative to the Monticello Planning Commission to fall a vacancy for a term to expire on 12/31/2011 Glen Posusta stated that he feels that Brad Fyle would be a better candidate for the position on the Planning Commission based on his past experience on the Council and in the community. Clint Herbst agreed that Brad Fyle would be a better candidate. Lloyd Hilgart pointed out that Rod Dragsten has led the Planning Commission for many years and feels he is capable of selecting the person that would best complement the Planning Commission. Lloyd feels that the recommendation of the Planning Commission should be heeded. Rod Dragsten, Chair of the Planning Commission, spoke to the Council in favor of the recommendation for appointing Dan Kraemer to the position that is open. Rod explained the process that the Planning Commission used to interview the applicants and the reasons for making the recommendation as they did. Tom Perrault stated that he reviewed the candidate applications and feels that either candidate could serve for one year. Brad Fyle spoke briefly and stated that he would be willing to resign his position on the Police Commission in order to serve on the Planning Commission. GLEN POSUSTA MOVED TO APPROVE THE APPOINTMENT OF BRAD FYLE TO THE PLANNING COMMISSION WITH THE TERM TO END 12/31/2011. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH LLOYD HILGART VOTING IN OPPOSITION. City Council Minutes— January 24, 2011 Page 3 #5G. Consideration of approving changes to the City Business Hours schedule for 2011 Tom Perrault was wondering why New Year's 2012 was not on the schedule. Cathy Shuman explained this schedule is just for 2011. The calendar for 2012 will be presented for review in December 2011 ahead of New Year's holiday. Tom Perrault also asked about certain offices being open on some of the holidays and whether it is worth the money to stay open. Clint Herbst noted that on some of the minor holidays other businesses are open so it makes sense for those city offices to be open. Tom Kelly pointed out that the DMV Manager does try to schedule carefully for holidays using part- time employees. CLINT HERBST MOVED TO APPROVE THE BUSINESS HOURS SCHEDULE FOR 2011 WITH AMENDED HOURS FOR CHRISTMAS AS PROPOSED. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. #5H. Consideration of authorizing purchase of new equipment for the MCC Fitness Center Glen Posusta pulled the item regarding MCC exercise equipment purchases as he was concerned about the potential expense ahead for MCC building improvements. He felt that $25,000 is a lot to spend on equipment when the City may have unplanned expenditures for the MCC facility. Clint Herbst spoke in favor of the equipment purchase noting that the fitness area draws in many customers. Tom Perrault asked if there could be a potential savings if they bought more equipment at one time and should they hold off in case they would expand the fitness area. Kitty Baltos pointed out that they probably would not qualify for any further discounts as they do not purchase in enough volume. LLOYD HILGART MOVED TO APPROVE THE PURCHASE OF FITNESS EQUIPMENT FOR THE COMMUNITY CENTER AT A COST UP TO $25,000 PLUS TAX AND SHIPPING. CLINT HERBST SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH GLEN POSUSTA VOTING IN OPPOSITION. Consideration of approving a request for a Conditional Use Permit for a Planned Unit Development for the Towne Centre Signage Plan, Applicant: Bullseye Properties /Silver Creek Development & City of Monticello Angela Schumann explained the request from Bullseye Properties related to signage at Towne Centre. The request was reviewed by the Planning Commission and approved unanimously with one minor modification for the size of the sign restricted to 100 square feet rather than 130 square feet as requested. The applicant, John Twardy of Bullseye Properties, provided a drawing of the monument sign that they would like to construct. However, they also requested an alternative plan in the event that the sign base would not be structurally sufficient. This was agreeable City Council Minutes- January 24, 2011 Page 4 with the Planning Commission, but they would like to see the sign constructed of material similar to the building if they should need to build a new sign. Clint Herbst stated that he felt that 130 square feet of sign surface would be acceptable in this case as there are quite a few units in the building. Brian Stumpf asked about the use of temporary signs. Glen Posusta commented that he was not comfortable with losing temporary signage in exchange for excessive permanent signage. He is also concerned about the limit of 40 days per building; he feels that each unit with a separate PID should be granted up to 40 days. Clint Herbst stated that he is comfortable with the exchange of temporary signage for the changeable permanent sign up to 130 square feet. Clint Herbst noted that the applicant also can use the back of the buildings to advertise the names of the businesses. Dan Lemm of Monticello pointed out that the placement of an alternate sign could possibly block the view of drivers at the corner of 5t" Street and Hwy 25. Clint Herbst noted that the sign would be raised so as to not block the view of traffic. Planning Commission Chair Rod Dragsten noted that the discussion which took place at the Planning Commission meeting included some of the same points being made by Council. He noted that the permanent sign could be a message type board allowing changeable signs that would be similar to a temporary sign; essentially the permanent sign would become a message board that would change from time to time. John Twardy explained that he has surveyed current tenants and potential tenants, and many of them prefer to have the option for temporary signage. He would probably opt to use temporary signs rather than go with the changeable message board. Clint Herbst pointed out that we all have choices and that may be the route that Bullseye Properties would prefer to take. If they choose to use temporary signs, they could have up to 90 days between the two buildings. Angela Schumann also pointed out that there is an option where the applicant could have more choices if they choose to limit the message board sign to a maximum of 100 square feet. That option could allow them to also use temporary signs. Lloyd Hilgart commented that, if the Council wants to change the rules, they should change the sign ordinance so that it applies to all businesses and not just for one applicant. Clint Herbst reiterated that the ordinance was set up to control the amount of signage and that all Council members may not agree on the language of the sign ordinance. John Twardy suggested that Council could make an adjustment for the Towne Centre PUD to allow two signs. Clint Herbst pointed out that would not be allowable and explained briefly that the original agreement for placing a monument sign on city property was done to allow the developer more room for his building. Lloyd Hilgart asked Mr. Twardy if he had an opportunity to explore the structural integrity of the current monument sign. Twardy explained that two contractors had City Council Minutes — January 24, 2011 Page 5 looked at it and made recommendations for strengthening the sign by putting in deeper footings. Rod Dragsten added a comment on other options that could be used at the Towne Centre building for businesses to advertise such as signs on the back of the units. Lloyd Hilgart asked Rod Dragsten to confirm that the consensus of the Planning Commission would be to have the applicant utilize the current monument sign. Rod noted that would be the preferred decision. However if the monument base did not work, they would be able to move the sign to a new location. Tom Perrault commented that he feels that 130 square feet might be too large a space for a sign if they had to move the location. LLOYD HILGART MOVED TO ACCEPT ALTERNATIVE #2 APPROVING THE CONDITIONAL USE PERMIT FOR A PUD CONTINGENT ON THE FOLLOWING CONDITIONS. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH GLEN POSUSTA VOTING IN OPPOSITION. 1. 130 square feet of total freestanding sign area, with a maximum height of 22 feet, as presented by the applicant. 2. Ifstructural supports on the current sign do not permit the above, a similar monument sign would be permitted at the proposed alternate location as shown on the attached map. The free- standing sign would be a maximum of 100 square feet with a maximum height of 22 feet, and be constructed of the same materials as the principal buildings. L Should this alternate sign be necessary, a final sign plan will be submitted to the Planning Commission and Council for comment. 3. Allow an approximately 32 square foot changeable copy board within the final free- standing sign. Applicant will agree to forgo all other temporary signage on the property. Applicant withdraws request for 90 days of temporary signage. 4. Changes to the sign design requirements for Towne Centre to allow internally -lit cabinet sign design. 8. Consideration of approving submission of grant applications for 2011 land acquisition for Bertram Chain of Lakes Angela Schumann explained the purpose of the request to apply for grants that could be used to fund 2011 land acquisition at Bertram Chain of Lakes. Grant applications for 2011 would be for matching funds and the county and city would need to share in the match of funds. Funds would be available for use through 2013. Clint Herbst asked Angela Schumann to show Area 7 that would be involved in this round of applications. Area 7 runs along the lake and includes the beach area. It is hoped to form an agreement with the YMCA for shared use of the beach so that it can be opened to the public for the summer of 2011. City Council Minutes — January 24, 2011 Page 6 Brian Stumpf stated that he does not want to go backwards in the acquisition of land for the regional park. He feels this is a good addition to quality of life and supports the grant applications. BRIAN STUMPF MOVED TO ACCEPT ALTERNATIVE #1 APPROVING SUBMISSION OF GRANT APPLICATIONS FOR 2011 LAND ACQUISITION FOR BERTRAM CHAIN OF LAKES. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH TOM PERRAULT VOTING IN OPPOSITION. 9. Consideration of adopting Resolution #2011 -05 authorizing the City to be a party in the MnWARNsystem Bob Paschke asked Council to consider allowing the City to join the MnWARN system; MnWARN stands for Minnesota Water and Wastewater Agency Response Network. He pointed out that there is no cost to join or to continue membership. Bob explained the purpose of the MnWARN system in providing emergency assistance for water and wastewater collection and treatment in case of a disaster. He pointed out some area cities that are already members and noted that more than 155 cities in Minnesota belong to the MnWARN system as well as 49 of the 50 states. Lloyd Hilgart asked how this would work in real life. Bob Paschke explained that this was used in Willmar for an emergency. The assigned duty officer would contact the MnWARN agency to let them know they need mutual aid services. If services were provided by the City, we would charge the entity for our services based on our fee schedule. If the City needed assistance, we would be charged for any assistance that was provided. It provides a system for cities to help each other out in case of emergencies at the level of expertise needed for water and wastewater services. Tom Perrault asked if the mutual aid could be with any other city or would it have to be on a regional basis. Bob noted aid could be provided by any other city provided they had the level of expertise needed. GLEN POSUSTA MOVED TO ACCEPT ALTERNATIVE 41 ADOPTING RESOLUTION #2011 -05 AUTHORIZING THE CITY TO JOIN THE MNWARN SYSTEM AND ASSIGN THE PUBLIC WORKS DIRECTOR AS THE AUTHORIZED REPRESENTATIVE. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. 10. Consideration of authorizing the Finance Director to attend the national GFOA Conference in May in San Antonio, TX Jeff O'Neill explained this is an opportunity for Tom Kelly to attend this conference and receive additional training that would be beneficial to his position and to the City. Clint Herbst concurred that this would be a good training for him to attend. However he does City Council Minutes — January 24, 2011 Page 7 not feel that Tom should be expected to pay other expenses out of his pocket and would suggest that the City allow up to $1250 to be reimbursed. Tom Perrault stated that he doesn't feel this is justified as the conference was not included in the 2011 budget. Clint Herbst explained that there is $4400 allotted for training and conferences in the Finance budget. GLEN POSUSTA MOVED TO AUTHORIZE THE FINANCE DIRECTOR TO ATTEND THE 2011 NATIONAL GOVERNMENT FINANCE OFFICERS CONFERENCE IN SAN ANTONIO, TEXAS TO BE REIMBURSED UP TO $1200 FOR EXPENSES. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH TOM PERRAULT VOTING IN OPPOSITION. 11. Consideration of adopting the 2009 City of Monticello Transportation Plan and authorizing supporting transportation studies Bruce Westby summarized the history behind the preparation of the Transportation Plan up to the January 2009 version. He noted that the City met with and gathered input from various agencies during the development of the 2009 Transportation Plan. He also noted that the City's Comprehensive Plan was updated in 2008 and that the Transportation Plan is intended to be a separate chapter of the Comp Plan. Bruce Westby noted that Exhibit Z lists the concerns of various organizations as related to transportation recommendations to be addressed within the Transportation Plan. There are several projects that are priorities for these various groups including improvements for Trunk Highway 25, a second River crossing and the Fallon Avenue Overpass. At the IEDC's January meeting, a resolution was approved recommending that the City Council adopt the Transportation Plan and move forward on authorizing studies to address transportation priorities and improvements. Bruce Westby reviewed the proposed studies that staff is recommending be undertaken as part of transportation planning including the following: Second Mississippi River Crossing 1. Gather input on potential questions from Council and finalize an FAQ summary 2. Prepare table summarizing previous river crossing studies 3. Conduct OD (origin- destination) study with City and region 4. Get DEED information and downtown market data on existing traffic patterns 5. Conduct transportation analysis utilizing OD study and DEED information 6. Meet with Monticello/Big Lake regional transportation committee to review results of new information 7. Develop concept level layouts of potential crossing locations in City 2. Use data from second river crossing OD study to determine impact of removing local traffic to Fallon Avenue Overpass 3. Prepare preliminary design plans and staff - approved layout — including: alignment, traffic control alternatives, preliminary cost estimates 4. Coordinate approval of layout and documentation with Mn/DOT (state) and FHWA (federal) Bruce Westby pointed out that, if Council approves the Transportation Plan, there would be a minimal cost to update the revisions to the plan that have occurred since it was originally developed and produce copies for distribution. In regard to authorizing the studies, Council could approve 7 of the preliminary studies at this time totaling $45,000, which would include studies 1 through 4 for the second river crossing and studies 1 through 3 for the Fallon Avenue Overpass. The remaining 4 studies could then be authorized later at a cost of about $23,000. The 7 preliminary studies should provide the information needed to determine the preferred alignment for the Fallon Avenue Overpass and the second river crossing. Glen Posusta asked if these costs are budgeted. Bruce Westby noted they are included in the Capital Improvement Plan but not budgeted in the current year. Tom Kelly explained that these studies could be done and and then paid back when the project is done. Brian Stumpf stated that he does not like the idea of spending thousands of dollars far in advance of a project. Clint Herbst pointed out that the City has to invest in studies before the State will approve projects involving state roads. Bret Weiss of WSB explained the process of working on projects involving state aid. The planning has to be done well in advance of the project in order to leverage funding that might be available for the project. The state generally reimburses bridge projects, such as the Fallon Avenue Overpass, at about 20% through annual state aid payments that are paid after the project is completed. Bret explained that cities can direct and fund projects that are reimbursable from the State and many of them are doing that. He noted that Mn/DOT will not direct and fund these projects as the State is not supporting new infrastructure projects at this time. Brian Stumpf stated that he does not favor putting money into studies that are stuck on shelves and never materialize into a project. Bret commented that the City has actually done a very good job of capitalizing on studies that have been done and accomplishing many infrastructure projects. Clint Herbst emphasized that the City has to do the studies in order to move forward on projects. Tom Perrault would like to see the Transportation Plan approved but feels that the priority for studies should be placed on Hwy 25 and the Fallon Avenue Overpass for this year. He feels that the river crossing studies should be held off for now. Lloyd Hilgart supports moving ahead with adopting the Transportation Plan and authorizing the preliminary studies. TOM PERRAULT MOVED TO ADOPT THE 2009 TRANSPORTATION PLAN CONTINGENT ON THE REVISIONS LISTED IN EXHIBIT Z (ATTACHED TO THESE MINUTES). LLOYD HILGART SECONDED THE MOTION. MOTION City Council Minutes — January 24, 2011 Page 9 CARRIED 3 -1, WITH BRIAN STUMPF VOTING IN OPPOSITION AND GLEN POSUSTA NOT VOTING. TOM PERRAULT MOVED TO AUTHORIZE STUDIES 1 THROUGH 3 FOR THE FALLON AVENUE OVERPASS. MOTION FAILED FOR LACK OF A SECOND. Clint Herbst pointed out that it is really necessary to also include the river crossing to keep on top of transportation planning and financing of a future river crossing bridge. Brian Stumpf pointed out that, although he does not support the idea of performing planning studies, it would be necessary to look at a river crossing if you study the Fallon Avenue Overpass as the traffic would impact all areas from Fallon Avenue to the river to Hwy 25. CLINT HERBST MOVED TO AUTHORIZE STUDIES FOR OPTIONS 1 THROUGH 3 FOR FALLON AVENUE OVERPASS AND OPTIONS 1 THROUGH 4 FOR A SECOND MISSISSIPPI RIVER CROSSING. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 3 -2 WITH TOM PERRAULT AND BRIAN STUMPF VOTING IN OPPOSITION. 12. Added items There were no added items. 13. Approve payment of bills for January 24th Glen Posusta asked about the bill from Steele's Collision for replacing glass in one of the vans. Tom Kelly explained that the city's vehicle insurance does not include coverage for glass replacement. GLEN POSUSTA MOVED TO APPROVE PAYMENT OF THE BILLS FOR JANUARY 24TH. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0 TO PAY THE BILL REGISTER TOTALING $730,085.44. 14. Adjournment BRIAN STUMPF MOVED TO ADJOURN THE MEETING AT 9:20 P.M. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. Recorder: Catherine M. Shuman ° J Approved: February 14, 2011 Attest: CityAAATnistrator City Council Minutes — January 24, 2011 Page 10 March 5, 2009 Recommendation Revision Required Commenting Body 1. Move TH 25 improvements to top (first) Revise Tables -1 and update Planning priority. text. Commission, IEDC, Chamber 2. Move second river crossing study to top Revise Table 5 -1 and update Planning (first) priority, which would include studying text. Commission, IEDC, impacts to the Monticello Big Lake Regional Chamber, Council Hospital and other properties. Member 3. Move Fallon Avenue Overpass to a high Revise Table 5 -1 and update Planning (first) priority. text, Commission, IEDC 4. Clarify discussion on non - motorized Text revisions to section 5.5. Parks transportation at CSAH 75 /CSAH 39. 5. Verify existing trail system and potential Revise Figure 5 -2. Parks motorized /non- motorized conflict points shown on Figure 5 -2. 6, Add Bertram Chain of Lakes area and Revise Figure 5 -2. Parks update trail system at Montissippi Park. 7. Clarify responsibilities on non -County Text revisions to section 2.3. Council Member Roads along City/Township border. 8. Clarify year that TH 25 south of School Text revisions to section 4.0. Council Member, Blvd will be Improved to 4 lanes. Mn /DOT 9. Discuss / darfy traffic origins and Revise Tables 4-1 to 4-5 and add Council Member destinations in Sherburne County. additional text to section 4.2. 10. Clarify source of the access spacing Text revisions to section 5.4. Council Member guidelines. 11. Explore other shuttle service options. Update section 5.6. Council Member 12. Update Traffic Volume map to Update Figure 2 -4 Council Member include Chelsea Road counts. 13. Revise timelines for TH 25 signal- timing Update Table 6 -1 Mn /DOT Improvement to 2009. 14. Rewrite discussion on Federal Funding Text revisions to section 5.1. Mn /DOT to explain the District 3 ATP process. 15. Revise project responsibilities for new I- Revise Table 6 -1. Mn /DOT 94 interchange(s) west of TH 25 to City coordination with Mn /DOT, and change second river crossing responsibility to the City. 16. Add note clarifying that on Trunk Revise Table 5 -2. Mn /DOT Highways and County Roads, Mn /DOT or the County has access spacing jurisdiction. 17. Prefers Washington Avenue location for N/A MBL Joint Transpor- second river crossing. tatlon Committee City Council Minutes — January 24, 2011 Page 11