City Council Minutes 08-22-2011MINUTES
REGULAR MEETING — MONTICELLO CITY COUNCIL
Monday, August 22, 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 p.m. and declared a quorum present. The
Pledge of Allegiance was recited.
2A. Approval of Minutes — August 8, 2011 Special MeetinE
LLOYD HILGART MOVED TO ACCEPT THE MINUTES OF THE AUGUST 8, 2011
SPECIAL MEETING AS PRESENTED. BRIAN STUMPF SECONDED THE
MOTION. MOTION CARRIED 5 -0.
2B. Approval of Minutes — August 8, 2011 Regular Meeting
GLEN POSUSTA MOVED TO ACCEPT THE MINUTES OF THE AUGUST 8, 2011
REGULAR MEETING AS PRESENTED. LLOYD HILGART SECONDED THE
MOTION. MOTION CARRIED 5 -0.
3. Consideration of adding items to the agenda
• Junk Amnesty Day (Brian Stumpf)
• Liquor Store improvements (Clint Herbst)
• Unpaid invoice (Clint Herbst)
• Add 5K to consent agenda (Angela Schumann)
4. Citizen comments, public service announcements, and staff updates
a. Citizen Comments:
1) Introduction of Monticello Royalty
Miss Monticello Hannah Palmer, Princesses Ashley Walz and Nicole
Atzel were not able to attend.
b. Public Service Announcements:
1) Movie in the Park (9/10) — Kitty Baltos reported that the movie Secretariat
will be shown on Saturday, September 10 in Pioneer Park and is sponsored by
Charter Communications. She noted that all future movies will be held in
Pioneer Park. The movie ET will not be shown this year.
2) Bertram Park — Angela Schumann noted that voting for the park is now in 66`h
Place and encourages area residents go online to vote in an effort to earn
funding for the park. Top three places receive cash awards.
City Council Minutes — August 22, 2011 Page 1
C. Staff Updates: None
5. Consent Agenda:
A. Consideration of approving payment of bills for August 22 "d. Recommendation:
Approve payment of the bill registers for August 22nd in the amount of
$378,331.63.
B. Consideration of approving new hires and departures for City departments.
Recommendation: Ratify hires and departures for FiberNet, MCC and Liquor
Store.
C. Consideration of adopting Resolution #2011 -76 approving contribution from Tom
Perrault for the General Fund. Recommendation: Adopt Resolution #2011 -76
approving a donation of $250 from Tom Perrault to go to the General Fund.
D. Consideration of adopting Resolution #2011 -78 calling for a Public Hearing on
the proposed adoption of a modification to the Redevelopment Plan for Central
Monticello Redevelopment Project No. 1 and the proposed modification of the
Tax Increment Financing Plan for Tax Increment Financing District No. 1 -5.
Recommendation: Adopt Resolution #2011 -78 calling for a Public Hearing on
September 26, 2011 to consider the proposed Modification to the Redevelopment
Plan for Central Monticello Redevelopment Project No. 1 and the proposed
adoption of a modification to the Tax Increment Financing Plan for TIF District
1 -5.
E. Consideration of appointing a representative to the Monticello Economic
Development Authority to serve the remaining term of an open seat.
Recommendation: Approve appointment of Bruce Hammond to the Monticello
FDA with the term ending December 31, 2011.
F. Consideration of authorizing purchase of antenna and receiver equipment for
FiberNet to add services for potential subscribers. Recommendation: Authorize
purchase of antenna and receiver equipment at an initial cost of $22,400 and
additional equipment as warranted by demand.
G. Consideration of approving change order to authorize use of TrafficPatternsXD
thermoplastic crosswalk markings at the intersection of 7«' Street West & Walnut
Street as part of City Project No. 11 C001. THIS ITEM WAS REMOVED
FROM THE CONSENT AGENDA.
H. Consideration of adopting Resolution #2011 -80 providing for the Sale of Bonds
to Refund the Series 2005A Improvement Bonds. Recommendation: Adopt
Resolution #2011 -80 providing for the sale of $11,005,000 G.O. Refunding
Bonds, Series 2011A.
City Council Minutes — August 22, 2011 Page 2
I. Consideration of adopting Resolution #2011 -77 approving final plat for Otter
Creek Crossings 4«' Addition (Suburban Manufacturing). Recommendation:
Adopt Resolution #2011 -77 approving the final plat of Otter Creek Crossing 0'
Addition.
Consideration of approving a waiver of the Building Plan Review Fee for the new
NAPA Store in accordance with the Business Expansion Incentive Pilot Program.
Recommendation: Approve waiver of the estimated $800.53 building plan
review fee for the building permit for the new NAPA Store as part of the Business
Expansion Incentive Pilot Program.
K. Consideration of approving Amended Resolution #2011 -54A approving vacation
of a portion of drainage and utility easements for Outlot A, Monticello Business
Center 5t" Addition. Recommendation: Adopt Resolution #2011 -54A approving
vacation of a portion of drainage and utility easements for Outlot A, Monticello
Business Center 5111 Addition.
BRIAN STUMPF MOVED TO APPROVE THE CONSENT AGENDA WITH THE
ADDITION OF 5K AND REMOVAL OF G. TOM PERRAULT SECONDED THE
MOTION. MOTION CARRIED 5 -0.
Brian Stumpf congratulated Bruce Hammond for his appointment on the EDA.
6. Consideration of items removed from the consent agenda for discussion
#5G. Consideration of approving change order to authorize use of TrafficPatternsXD
thermoplastic crosswalk markings at the intersection of 7h Street West & Walnut Street
as part of City Project No. ]]COO]
Glen Posusta stated that he does not necessarily think the City should invest in changing
the crosswalks to a new design without giving more time to see how this design works
out before spending the extra money.
GLEN POSUSTA MOVED FOR ALTERNATIVE #2 DENYING APPROVAL OF A
CHANGE ORDER TO AUTHORIZE USE OF THERMOPLASTIC CROSSWALK
MARKINGS AT THE INTERSECTION OF 7TH STREET WEST AND WALNUT
STREET AS PART OF CITY PROJECT NO. 11 C001. LLOYD HILGART
SECONDED THE MOTION. MOTION CARRIED 5 -0.
Public Hearing — Consideration of adopting Resolution #2011 -81 approving the
modification to the Redevelopment Plan for Central Monticello Redevelopment
Project No. 1 and the establishment of TIF District No. 1 -39 therein and the
adoption of the TIF Plan, Applicant: Suburban Manufacturing
City Council Minutes — August 22, 2011 Page 3
Megan Barnett Livgard stated that she was excited that a local business, Suburban
Manufacturing, is expanding their business and looking at constructing a larger building
at a different site. She noted that the EDA did hold a public hearing and that has been
continued for further details of the Finance Plan to be developed and brought forward.
The request tonight is to approve the establishment of anew TIF District #1 -39. The
subsidy plan will be approved later by the EDA.
Mayor Herbst opened the public hearing. As there were no comments, the public hearing
was closed.
BRIAN STUMPF MOVED FOR ALTERNATIVE 41 TO ADOPT RESOLUTION
#2011 -81 APPROVING A MODIFICATION TO THE REDEVELOPMENT PLAN
FOR CENTRAL MONTICELLO REDEVELOPMENT PROJECT NO. 1 AND
ESTABLISHING TAX INCREMENT FINANCING DISTRICT 1 -39 (SUBURBAN
MANUFACTURING). GLEN POSUSTA SECONDED THE MOTION. MOTION
CARRIED 5 -0.
8. Consideration of adopting Resolution #2011 -79 authorizing preparation of plans
and specifications for MCC Natatorium Improvements, City Project No. 11C006
Kitty Baltos introduced the request for authorizing plans and specifications for MCC
Natatorium Improvements. She introduced representatives from Weld Architects who
will talk about the project and the study they conducted: Joel Dunning and John Hartman.
She also noted that Ron Broekemeier from the Advisory Board and Ron Hackemnueller,
Building Official, are present to answer questions.
Joel Dunning from Wold Architects gave some background about his company and
explained that the project is broken into three components: address the root problem of
natatorium issues, add efficiencies and performance improvements, and mitigate the
conditions that added to the problems. Joel Dunning and John Hartman, lead mechanical
engineer on this project, highlighted the items that are being recommended for
consideration as part of the project including:
Interior
• Air handling unit for pool
• Deteriorating mechanical materials
• Heating capacity — increase efficiency
• building automation system — improve current system
• pool improvements — new technology
Exterior
• demolition of problem areas
• exterior cladding installation — existing copper and new panels
• reduce glass area in pool — new windows above, glass doorways lower; add walls
where glass is removed
• fix vestibule water damage
City Council Minutes — August 22, 2011 Page 4
2 "d floor addition
• addition over hallway adjacent to fitness area and walking track —advantage in
not having to construct outside walls and roof; will be some challenge in working
out details of construction
Wold representatives talked about the some of the benefits to malting these improvements
such as resolving the basic problem with the air handling, increasing energy efficiencies
and increasing customer comfort. Tom Perrault asked about the replacement of the
copper on the building exterior with other products. Glen Posusta noted the committee
had discussed a stuccowork finish. Lloyd Hilgart commented on the work that has gone
into reviewing the problems and narrowing down the choices to make the
recommendation for the improvements.
Ron Broekemeier and Sandra Theros from the MCC Advisory Board spoke briefly on the
discussions that were held by the Board and the recommendations that are being made.
They feel the Community Center is an asset to Monticello and think that it is important to
keep the building in good shape. The Advisory Board supports the recommendation for
the 2 "d floor addition to the fitness area as that area is overcrowded and would provide a
source for additional revenue. Clint Herbst added some comments as he sits on the
Advisory Board and was involved in the discussions. He feels that the improvements are
needed and would also encourage expanding the fitness area. Glen Posusta asked if the
addition could be expanded further than the recommended addition of 1000 square feet.
Joel Dunning stated that there is probably some room for further expansion.
Torn Perrault asked about the expected length of time that the building would last when
the improvements are completed. Joel Dunning stated that buildings last many years but
require maintenance and upkeep. In terms of the equipment, John Hartman explained
that would depend on a variety of things noting that a new air handling system should last
20 to 25 years. Tom Perrault asked about recycling of copper and possible
reimbursement to the City. Joel Dunning stated that the contractors who bid on the
demolition of the exterior are quite knowledgeable on the recycling of copper and would
address favorably that in their bids. The options could include replacing the copper on
the building or using new materials on the exterior and recycling the copper.
Jeff O'Neill asked about the process for developing the plans and specifications for the
exterior and how they would address options in the design. Joel Dunning explained the
types of stuccowork and how Wold would take into consideration the various materials
that could be used to create an effective exterior surface. Glen Posusta asked about the
placement of vapor barrier on the building as he is concerned about the air flow. Joel
Dunning explained that would be placed no matter what type of finish; would be placed
on the "warm" side.
Lloyd Hilgart asked about the potential for going over the estimated cost once they start
getting into the project and possibly find other problems that need to be repaired. Joel
Dunning does not feel that the project will go over cost due to the contingencies built into
City Council Minutes — August 22, 2011 Page 5
the project costs. Lloyd Hilgart asked if there were any advantages to doing the work in
conjunction with each other versus breaking it into components over time. Joel Dunning
said there would probably be cost savings doing the project work all in the same time
frame. Contractors would already be on site and have their equipment on site. It also
makes sense to coordinate the timing of different portions of the project such as closing
down the pool at the same time as the west entrance is blocked off.
Glen Posusta mentioned the possibility of return on the investment through incentives
and rebates due to energy efficiency gained through the improvements.
Brian Stumpf commented that he feels the improvements to the building are needed and,
although the 2 °a story addition is optional, it makes sense to include the entire project
when preparing the plans and specifications.
BRIAN STUMPF MOVED FOR ALTERNATIVE #1 TO ADOPT RESOLUTION
#2011 -79 ACCEPTING THE STUDY REPORT AND RECOMMENDATIONS OF
THE NATATORIUM BUILDING COMMITTEE AND MCC ADVISORY BOARD
AND APPROVING PREPARATION OF PLANS AND SPECIFICATIONS BY WOLD
ARCHITECTS, INCLUDING THE 2ND FLOOR FITNESS ADDITION, FOR A
PROPOSED PROJECT TOTAL OF $1,662,840. CLINT HERBST SECONDED THE
MOTION. MOTION CARRIED 5 -0.
Brian Stumpf noted that he originally voted against construction of the facility, but noted
that it is now necessary to keep the building updated for public use. Clint Herbst
commented that the public likes this amenity in the community.
Glen Posusta noted that the city is not bonding for the improvements and will use MCC
reserves and a Liquor Store loan for funding.
9. Consideration of approvine Laserfiche concept plan and purchases of additional
software, licenses and equipment
Angela Schumann presented the request for approval of the proposed Laserfiche concept
plan and related purchases. She pointed out that the City adopted the state records
retention schedule as our official guide for records storage and filing. Angela Schumaml
pointed out how the City plans to incorporate Laserfiche as their digital storage system
using electronic methods to store records. Angela Schumann noted some of the goals
which are to keep up, clean up and go live online.
She highlighted some of the benefits of using Laserfiche for our records management:
• Meets State of Minnesota laws and standards
• Improves on our original investment from 2005
• System of choice for many other cities
• City copiers can be integrated as auxiliary scanners
• Training is available at low or no cost
City Council Minutes — August 22, 2011 Page 6
Angela Schumann talked about Laserfiche and how it would be utilized by the City for
records retention, user searches, and copier integration. She pointed out how this system
can be integrated with other city systems and tied into the city website for interactive
access both internally and externally.
Angela Schumann turned over the presentation to Clay Baer from Crabtree Companies to
demonstrate some of the power of Laserfiche. Clint Herbst asked Clay about the process
for getting rid of the records that are being stored around the city. He noted that once
records are scanned and stored, they can be destroyed based on a schedule that the City
would establish; he would recommend 30 -60 day window to make sure all necessary
backups are completed. Clay mentioned that he had met with city staff and a number of
the departments to review their records and come up with some recommendations to
manage the records.
Clay demonstrated:
• Keyword search - also noted that Laserfiche is used by federal and state agencies
due to the search qualities available; can be accessed by the public when allowed
(could be a billable search)
• GIS interactive search — link between GIS built by WSB and Laserfiche to access
maps and related data
• PermitWorks — using barcode scanning to build metadata fields for filing and
searching;
• City of Buffalo's ability to link into Laserfiche from all their buildings and
vehicles, especially for property records
• storage of property records to be integrated with GIS system or other city
software such as accounts payable
Clint Herbst asked about private data and ability for data to be hacked. Clay stated that
the system meets Department of Defense standards for security and noted that all private
data would be protected from public access.
The second part of the demonstration included viewing of some other cities that utilize
Laserfiche for web access by staff and citizens. Clay noted that cities who use Weblinks
find that there are quite a few searches done by the public. Clay showed views of
Laserfiche web access for:
Red Wing — showed old records that were scanned and saved
Shakopee — demonstrated minutes and agenda packets and how they can be tied
together; he pointed out that these processes can save time as they can be done as
part of normal work processes
Angela Schumann turned the presentation over to Tom Kelly to talk about options and
costs. Tom Kelly talked about Option #1 - an incremental step at a cost of $15,000
authorizing purchase of software, licenses, training and a scanner. The full integration
plan would cost about $62,135. Either option would be paid out of the Capitol Revolving
Fund.
City Council Minutes — August 22, 2011 Page 7
GLEN POSUSTA MOVED FOR ALTERNATIVE #1 APPROVING THE
LASERFICHE CONCEPT PLAN AND AUTHORIZING PURCHASE OF
SOFTWARE, LICENSES, TRAINING AND A SCANNER AT AN ESTIMATED
COST OF $15,000. BRIAN STUMPF SECONDED THE MOTION. MOTION
CARRIED 5 -0.
10. Consideration of approving equipment specifications and authorizing purchase of a
tractor for mowing and snow removal based on state contract pricing
Tom Moores explained the request for authorizing purchase of a tractor that Public
Works would use for mowing and snow removal. He noted that this tractor would be for
rough mowing and would not be able to do finish mowing in the parks. Tom explained
that this request is brought forward based on Council action taken at a special meeting in
February 2011, which directed public works staff to get quotes on contract mowing
services and solicit quotes for purchase or lease of a tractor with the possibility of
replacing two pieces of older equipment.
Tom Moores explained that they had sought quotes for contract mowing as a comparison,
which ran $75 and $60 per acre. Public Works estimates the cost for mowing by city
staff would nm $43.16 per acre. Public Works is proposing to replace two pieces of
equipment - the 1999 New Holland snow plow tractor and 1987 Ford mowing tractor - if
they purchase this new tractor. The new tractor would include a flail mower, snowplow
blade and snowblower.
Brian Stumpf commented that he would like to see the city hold on to the New Holland
tractor as that is a good piece of equipment. Glen Posusta asked why they don't get a
flail mower attachment for this tractor, and Tom Moores explained that the New Holland
tractor doesn't have enough horsepower to drive the flail mower attachments. Glen
Posusta commented that he does not think the recommended tractor would be well- suited
for mowing ponds and ditches.
Clint Herbst pointed out that this would be the second purchase this year for streets
equipment. He didn't think they would be purchasing both items this year and was
wondering what happened to the earlier purchase of the dump truck. Tom Moores
explained the status on that and noted his disappointment that the dump truck was not
scheduled to be built until September and delivered until October. After that they need to
get equipment attached and don't expect it to be ready for use until close to the first of
next year.
Lloyd Hilgait asked how often the city mows the ditches. Tom Moores explained that the
mowing takes place 5 to 6 times a year. Lloyd questioned how the mowing cost for the
city was calculated, noting that there are probably some additional costs that should be
included in the calculation.
City Council Minutes — August 22, 2011 Page 8
Tom Moores explained the current use of the city equipment proposed to be replaced.
The 1987 flail mower is used for rough mowing of ditches and ponds. The 1999 tractor
is used for some pond mowing and for snow removal in winter.
Clint Herbst would like to see the city add a mowing attachment to the 1999 tractor for
flail mowing and review this again next year.
GLEN POSUSTA MOVED FOR ALTERNATIVE #2 DENYING REPLACEMENT OF
THE 1987 FORD TRACTOR AND 1999 NEW HOLLAND TRACTOR AT THIS
TIME. CLINT HERBST SECONDED THE MOTION. MOTION CARRIED 4 -1
WITH BRIAN STUMPF VOTING IN OPPOSITION.
Brian Stumpf commented that Council did look at the equipment at Public Works earlier
this year and felt that Public Works staff has done everything they can with this
equipment and it is time for it to be replaced.
11. Added items
a) Junk Amnesty Day — Brian Stumpf would like to have staff review the costs related
to Junk Amnesty Day and what it would take to bring it back. He feels that there are
probably volunteer organizations that could assist with it. Clint Herbst would also
like to see the report indicate what types of items can be placed curbside for pickup.
Brian Stumpf asked if the city recoups any revenue. Bob Paschke said the cost
previously ran around $25,000 including staff time and landfill or disposal costs.
Tom Kelly reported that the city took in about $10,000 at the last Junk Amnesty Day.
b) Improvements at Liquor Store —Clint Herbst recommended that it is should be high
priority to upgrade the liquor store cameras to digital, to replace the check -out
counters, and replace the carpet. Council consensus is to move ahead with the Liquor
Store upgrades as soon as possible.
c) Unpaid Invoice -Clint Herbst wanted to know why the payment was not being made
for removing a building at 4`" Street. Tom Kelly was not sure an invoice had been
received. City Staff will check into it.
12. Adjournment
BRIAN STUMPF MOVED TO ADJOURN THE MEETING AT 9 P.M. LLOYD
HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0.
Recorder: Catherine M. Shuman _ANA/
Approved: September 12, 2011 /, n
Attest:
C' t i listrator
City Council Minutes — August 22, 2011 Page 9