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City Council Minutes 11-14-2011MINUTES REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, November 14, 2011 — 7 p.m. Mississippi Room — Monticello Community Center Present: Clint Herbst, Lloyd Hilgart, Torn Perrault, Glen Posusta Absent: Brian Stumpf 1. Call to Order and Pledge of Allegiance Mayor Herbst called the meeting to order at 7:01 p.m. and declared a quorum present. The Pledge of Allegiance was recited. 2A. Approval of Minutes — October 24, 2011 Regular Meeting LLOYD HILGART MOVED TO ACCEPT THE MINUTES FROM THE OCTOBER 24, 2011 REGULAR MEETING AS PRESENTED. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 4 -0. 2B. Approval of Minutes — November 1, 2011 Special Meeting (Joint PC/CCl GLEN POSUSTA MOVED TO ACCEPT THE MINUTES FROM THE NOVEMBER 1, 2011 SPECIAL JOINT MEETING OF THE PLANNING COMMISSION AND CITY COUNCIL AS PRESENTED. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 4 -0. 3. Consideration of adding items to the agenda • Blue Ribbon Commission update (Tom Perrault) • Parking on Maple Street (Clint Herbst) 4. Citizen comments, public service announcements, and staff updates a. Citizen Comments: none b. Public Service Announcements: none C. Staff Updates: 1) Animal Control — Patty Salzwedel Presented statistics from October 2010 to October 2011 showing types of complaints month by month; majority of her work involves lost & found dogs and dogs running at large. Patty commented on value of attending Police Commission meetings once in a while to hear from Sheriff's Department. She has developed good rapport with the Sheriffs Department to handle after hours complaints and now has a good system in place. Clint Herbst noted the number of calls which average about 10 per day. Patty replied that it is always busy. She noted that she works City Council Minutes — November14, 2011 Page 1 with animal rescue groups so many abandoned animals find homes eventually. Patty talked about the boarding revenue which represents the fees charged to other cities and townships for impounding animals at the Monticello Shelter. Revenue for 2011 so far this year is $43,488; for all of 2010 it was $35,489; and for 2009 it was $32,962.17. Other entities do not have shelters so this is a service that they need; the revenues help offset the costs incurred by the City for local animal control services that Patty provides. Patty reported that another success for animal control is the help desk on the city website, which generates inquiries and directs them to the animal control email and to city staff. Jeff O'Neill mentioned the problems with animals that the City of Clearwater is struggling with and was wondering what the capacity would be for helping them out. Patty explained that she can handle additional animals at the shelter but would not be able to add any more hours to her day to provide service directly to the City of Clearwater. Her contract for services covers the City of Monticello specifically plus she manages the Monticello animal shelter. Consent Agenda: A. Consideration of approving payment of bills for November 14`x'. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA. B. Consideration of approving new hires and departures for City departments. Recommendation: Ratify hire and terminations for MCC, FiberNet, and Parks. C. Consideration of approving caterers /liquor providers for the Monticello Community Center for 2012 -2013. Recommendation: Approve the following caterers /liquor providers for MCC for 2012 -2013. • Cornerstone Cafe (Monticello) • Henry's Catering (Foley) • Russell's on the Lake Catering (Big Lake) • Steven's Restaurant and Catering (Princeton) • Reichel's Catering Service (Annandale) D. Consideration of approving purchase of two additional handheld radios for the Monticello Fire Department. Recommendation: Approve purchase of two additional handheld radios for the Fire Department at a cost of $4,043.62 and to turn in claim for damaged /lost radios to the City's insurance. E. Consideration of approving a temporary charitable gambling application for a raffle conducted by the Monticello Chamber of Commerce. Recommendation: City Council Minutes — Novemberl4, 2011 Page 2 Approve the application for a gambling permit for the Monticello Chamber of Commerce to conduct a raffle at their Annual Banquet on December 8, 2011 at the Community Center. F. Consideration of approving an encroachment agreement for a parking lot and drive aisle; Applicant: Suburban Manufacturing. Recommendation: Approve the encroachment agreement for Lot 1, Block 1, Otter Creek Crossing 4r, Addition for M & B on Chelsea, LLC (Suburban Manufacturing). G. Consideration of approving updates to FiberNet On -Call Policy and Procedures providing for on -call compensation to FiberNet Installation Technicians. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA. H. Consideration of adopting Resolution #2011 -104 approving a contribution of hoses from Monticello Nuclear Plant for use by City departments. Recommendation: Adopt Resolution #2011 -104 approving a donation of hoses valued at $700 from the Monticello Nuclear Plant to the City of Monticello. TOM PERRAULT MOVED TO APPROVE THE CONSENT AGENDA WITH THE REMOVAL OF ITEMS A AND G. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 4 -0. 6. Consideration of items removed from the consent agenda for discussion #5A. Consideration of approving payment of hills for November 14th Lloyd Hilgart asked about the bills paid to Bellboy Corp and Hillyard Inc. Kitty Baltos explained the charge from Hillyard was for picking up the old floor machine and checking it over to provide an estimate on repairs. Tom Kelly explained that Bellboy is a wine distributor; this would be a Liquor Store claim. TOM PERRAULT MOVED TO APPROVE PAYMENT OF THE BILL REGISTERS FOR NOVEMBER 14TH IN THE AMOUNT OF $772,575.72. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 4 -0. #5G. Consideration of approving updates to FiberNet On -Call Policy and Procedures providing for on -call compensation to FiberNet Installation Technicians Tom Perrault had several recommendations on the proposed policy. He suggested the acronym (BCS) in #2 be spelled out. In #3, he suggested that the person's name be exchanged for a position or reworded. Under #4, he wanted to know if the technicians are compensated for drive time. Ben Ranft explained that the technicians are allowed to take home a service vehicle when they are on call if they live within a 10 mile radius. They would start their response time as soon as they get in the vehicle, but do not get paid for mileage. Under #6, the last bullet should be reworded so that item applies to everything in the policy and not just "above- stated" items. Tom Perrault also suggested that the revision date be placed at the top of the policy. City Council Minutes — November14, 2011 Page 3 TOM PERRAULT MOVED TO APPROVE THE PROPOSED UPDATES FOR ON- CALL COMPENSATION TO THE FIBERNET ON -CALL POLICY WITH THE REVISIONS NOTED ABOVE. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 4 -0. 7. Consideration of reviewing and approving design concept plan for MCC Natatorium Improvements, City Project No. 11CO06 Kitty Baltos led off this item with an introduction of Joel Dunning from Wold Architects and summarized the work that has been done by the Building Committee. Mr. Dunning gave a presentation that was similar to what was presented to the Building Committee and contains their suggested revisions. The first item that Mr. Dunning discussed was the south elevation along the pool. Instead of the full glass windows, the wall would be rebuilt with other materials and partial windows. Mr. Dunning next talked about color options that could be used for the exterior of the building that will be redone and the recommendations of the Building Committee. For the interior of the pool, Mr. Dunning displayed the design of the new wall that would replace the large plate glass windows. Mr. Dunning talked about the proposed fitness area expansion and how they would build out the bays above the hallway. The ceiling in the main hall would be lowered with the fitness area expanded above. He explained how the community center would utilize the additional space. Another option that was looked at was to add a bay to the east and a bay to the west with each of these adding approximately $50,000 to the price plus some cost for the design changes. There would be savings realized doing this at the same time as the rest of the expansion. Mr. Dunning explained that they would like input from Council so that they can finalize the plans and specifications in order to go out for bids. Clint Herbst believes that Council would agree with the recommendations including the full expansion of the upper floor. Tom Perrault asked about potential costs associated with the expansion of the fitness area. Clint Herbst explained that they anticipated the initial plan to run about $190,000 for the upper floor expansion, with each additional bay to cost about $50,000. LLOYD HILGART MOVED FOR ALTERNATVE #1 APPROVING THE MCC NATATORIUM DESIGN CONCEPTS AND AUTHORIZE INCLUSION OF ALTERNATES LISTED AS FOLLOWS. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 4 -0. • Taupe EFIS color for the south and west walls • Include alternate plan for additional Kalwall system on the south side of the building • Use either painted glass or a powder - coated metal material to hide the expansion floorfor the fitness center that would be visible from the pool area • Update design specifications to include alternate bids for the expansion of the fitness area to include all S bays City Council Minutes— November14, 2011 Page 4 8. Consideration of accepting quotes and approving repairs to MCC gymnasium floor Kitty Baltos displayed pictures of the current gym floor and summarized the request for repairing the gym floor surface. Clint Herbst asked how the original floor was placed. Kitty Baltos explained that the original floor was poured but they are not sure why it is wearing the way it is. Kitty Baltos said that they tried to clean the floor which did not work. She also showed some of the spider breaks in the floor surface. Kitty Baltos talked about the different options that they considered including replacing the floor with wood or another surface, but most of these options were quite expensive. Some of the floor companies noted that the 2 inch pour is in good condition; it is the top surface that has deteriorated. Kitty Baltos said that they got several quotes for redoing the gym floor top coat, with the lowest quote coming in at $19,700. Kitty Baltos suggested that it might be possible to ask the National Guard to contribute toward the expense since they use the gym about one weekend a month. Glen Posusta noted that the Guard initially paid about $1 million towards building of the community center. He feels it would be fair to ask them to contribute for repairs to keep up the building. However, he does not feel that it is a good idea to spend the amount of money for another top coat. GLEN POSUSTA MOVED FOR ALTERNATIVE #2 TO DENY AUTHORIZATION FOR REPAIRING THE GYM FLOOR AT THIS TIME. CLINT HERBST SECONDED THE MOTION. MOTION TO DENY CARRIED 4 -0. Tom Perrault asked whether there would be degradation on the floor if the top coat is not applied at this time. Clint Herbst stated that the floor will probably continue to degrade until such time as it is repaired, but doesn't feel it has to be done at this time. Glen Posusta pointed out that with the upcoming construction project there might be possibility of damage to a new floor if the floor were resurfaced now. Clint Herbst noted that the Advisory Committee had suggested that this item be tabled until the City could talk to the National Guard. Glen Posusta pointed out that the National Guard originally paid upfront costs that would calculate out at about $10,000 per month for support toward community center operations including heat, electricity, cleaning, and such. As a follow -up, Clint Herbst would like to see if there is a way to renegotiate the contract with the National Guard to contribute their fair share with repairs to the building. Consensus of Council is to direct staff to take a look at the contract. 9. Consideration of authorizing transfer of DMV excess fund balance and identify use of funds for Economic Development purposes Tom Kelly explained that in 2008 the DMV was set up as a separate fund, and $75,000 was moved into the fund for start up costs. At this time, the DMV fund has over $300,000 in their fund balance and Tom Kelly is proposing to transfer the $75,000 out of DMV for use in an upcoming project. City staff has suggested that the money be set aside for future development of city branding and signage to improve the image of the City. City Council Minutes — NovemberA, 2011 Page 5 Jeff O'Neill commented on the advantage the City could take by capturing attention from the freeway to enhance the City's image. This could highlight services that the City offers. The landscaping at the entrance ramps could be updated too. Clint Herbst felt this would be something worthwhile for the City to study. Tom Kelly explained that it would be a good idea to move it out of the DMV fiord and to the Capital Improvement fiord for future use on a project. GLEN POSUSTA MOVED TO TRANSFER $75,000 FROM DMV TO THE CAPITAL IMPROVEMENT FUND AND EARMARK A PORTION FOR IMPROVEMENTS TO THE LANDSCAPING ALONG HILLSIDE CEMETERY. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 4 -0. Tom Perrault asked if there was a necessity to designate the entire amount under the new rules. Tom Kelly explained how the new GASB rules would work and that this action is within the rules. 10. Consideration of authorizine City staff to develop a proposal for a Storm Water Utility fee Clint Herbst started off with his thought that a storinwater utility fee would be a hardship for businesses and it makes more sense to levy fiords from all taxpayers. Glen Posusta stated that he recalled paying for stormwater trunk fees on his property and now this fee is being brought up. Jeff O'Neill explained that the trunk fees are for development of stormwater drainage and ponds. The utility fee being proposed would generate fiords for maintenance and control of runoff. Glen Posusta asked how the fees would be calculated on a property. Bruce Westby explained that they would use a residential equivalency factor to determine the amount that various properties would pay. Bruce Westby described the history leading up to the request for looking at this fee. WSB had done a study a number of years ago and determined the amount that needed to be raised on an annual basis to maintain the stormwater system. Under the Storm Water Pollution Prevention Program (SWPPP), the City is required to report annually on their activities to maintain the stormwater system. Bruce Westby noted that he does not anticipate that the State would take action against the City based on lack of maintenance of the system. However, the State could eventually withhold or restrict permits that are issued to the City for discharge. Glen Posusta pointed out that the older part of the City does not have much in place to handle stormwater runoff, while newer areas have ponds. He can see that this would be difficult to develop a plan for maintaining this in a fair manner. Clint Herbst noted that he is aware that there are a number of the stormwater ponds that need to be cleaned, but he would rather see money earmarked from the levy rather than establish a utility fee. GLEN POSUSTA MOVED FOR ALTERNATIVE #3 DIRECTING STAFF TO PROPOSE BUDGET SHIFTS NECESSARY TO FUND THE STORM WATER City Council Minutes — November14, 2011 Page 6 POLLUTION PROTECTION PROGRAM THROUGH THE GENERAL LEVY. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 4 -0. 11. Added items a) Blue Ribbon Commission — Tom Perrault reported on the meeting that Jeff O'Neill and he attended that focused on nuclear waste storage. His concern is with the lack of direction from the federal government in developing a permanent storage repository. Jeff O'Neill noted that there was some discussion on finding some temporary storage sites for short tern. City staff was able to provide input on the Monticello Nuclear Plant being used as short tern storage although that was never in the original plans. Concerns of the City include future land use and infrastructure needs. Clint Herbst feels that these meetings are somewhat a waste of time because there is no commitment from the federal government to take responsibility for this problem. Tom Perrault noted that everyone pays a tax on their electric bill toward nuclear waste storage; several billion dollars have been raised but no storage site has yet been developed. b) Maple Street Parking —A resident in the area around Swan River School mentioned to Clint Herbst that buses and cars are stopping and parking on east side of Maple Street and blocking traffic. Clint Herbst asked City staff to talk to Swan River and see if they could make some changes to where they park so as not to block traffic. If this doesn't work, the City may have to consider no parking signs. c) MCC Membership Change - Clint Herbst mentioned that MCC Advisory Board is recommending a MCC membership change to include classes for an additional fee per month. The Advisory Board is suggesting that this start as of December 1. Deputy Clerk Cathy Shuman noted that this may require a fee schedule change to be approved by Council. d) River City Extreme - Clint Herbst asked about the liquor license status for River City Extreme. Deputy Clerk Cathy Shuman explained that she is in contact with the Alcohol and Gambling Control Division at the State to get answers for the transition of the liquor license. The new owner is in the process of applying for a new license. 10. Adjournment TOM PERRAULT MOVED TO ADJOURN THE MEETING AT 8:33 P.M. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 4 -0. Recorder: Catherine M. Shuman UM4--� Approved: Attest: Ci rninistrator City Council Minutes — November14, 2011 Page 7