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City Council Minutes 05-14-2012MINUTES REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, May 14, 2012 — 7 p.m. Mississippi Room, Monticello Community Center 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 — April 9, 2012 Regular Meeting BRIAN STUMPF MOVED TO ACCEPT THE APRIL 9, 2012 REGULAR MEETING MINUTES AS PRESENTED. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0. 2B. Approval of Minutes — April 23, 2012 Regular Meeting LLOYD HILGART MOVED TO ACCEPT THE APRIL 23, 2012 REGULAR MEETING MINUTES AS PRESENTED. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0. 3. Consideration of adding items to the agenda mailboxes (Glen Posusta) boulevard mowing (Glen Posusta) sprinkler systems (Lloyd Hilgart) 4. Citizen comments, public service announcements, and staff updates a. Citizen Comments: None Public Service Announcements: 1) Recognition of City and Waste Water Treatment Facility staff— Jeff O'Neill expressed appreciation to the City and the W WTF staff on the recent presentation of an award for meeting criteria as an outstanding wastewater treatment facility by the Minnesota Pollution Control Agency (PCA). Jeff congratulated Bob Paschke and Chuck Keyes for their excellent work and presented the Certificate of Commendation from the PCA. Bob Paschke noted that this was the 181i year in a row receiving this award. Chuck Keyes mentioned there. are a limited number of cities that receive this award in any given year. City Council Minutes — May 14, 2012 Page 1 2) Recognition of former Planning Commission Chair, Rod Dragsten — Angela Schumann recognized Rod Dragsten for his 17 years on the Planning Commission with the last 6 years serving as chair. Over that time, the Planning Commission has held public hearings on a number of items for review and recommendation including: 56 zoning map amendments, 111 zoning ordinance amendments, 280 conditional use permits, 92 variances, 26 simple subdivisions, and 78 subdivisions. During that same time, many community projects took place and many new neighborhoods were added to the City. The Planning Commission weighs in on all of these. In commercial /industrial areas, there were also a great number of plans brought forward for review including: Cub Foods, Towne Center, Wahnart, Union Crossings/Ryan Companies, Hospital expansion, new high school, new elementary school and the community center complex. The Planning Commission also led the process for the complete rewrite of the zoning ordinance along with a number of other zoning amendments. Mr. Dragsten will now be facing new challenges as a member of the Monticello EDA. Rod spoke briefly about his experiences and commented that he enjoyed his time spent on the Planning Commission. 3) CCD Ordinance Open House (5/15) — Angela Schumann announced the Open House taking place on Tuesday, May 15th at 5:30 to 7 p.m. in the Bridge Room at the Monticello Community Center to introduce the draft Central Community District ordinance to the public and take questions from the public. 4) National Guard Deployment Ceremony (5/23) — Mayor Herbst announced this event is taking place at Monticello High School Field House on May 23rd at 6:30 p.m. He encouraged the public to participate. C. Staff Updates: 1) Building Safet�Department — Ron Hackemnueller provided a presentation giving updates in different areas of the department. • Rental ordinance — amount of fees - $35,000; applications — 340; inspections - many the first year, now decreased to 58 in 2011,which is good • Help Desk Calls — compared to past years; common calls involve blight complaints, building permit inquiries, inoperable and unlicensed vehicles Brian Stumpf asked about increase in calls about the cemetery on the Help Desk — Tom Pawelk said that those are general inquiries some related to genealogy Ron Hackemnueller talked about blight complaints and noted that the number of properties that the City has handled is shown by number of lots now, whereas in the past it was tracked by development. City Council Minutes — May 14, 2012 Page 2 Building pen-nits: total valuation over $12 million for all permit types in 2011, which was up by about 33% over 2010. Total number of new single - family permits so far this year is 5 given out and 3 more in for review. 2009 had quite a few permits issued due to stonn damage. Goals: improve communication with the public (homeowners and contractors); detailed plan review improvements; update handouts; research plan review process, compare to other cities, and keep it simple; complete one National Incident Management Safety (NIMS) course this year. Jeff O'Neill asked about the process for enforcing the blight ordinance. Ron Hackenmueller explained that staff responds when receiving complaints and when they notice a situation when they are out in the field. They try to be sensitive to homeowners before issuing citation and don't actually go out to look for problem areas. Ron Hackenmueller noted that the lack of manpower limits their ability to get out and check on a regular basis. The public can help by letting them know of problems. Lloyd Hilgart asked how often the department does reinspections on rental properties. Ron Hackenmueller explained that they give a notice to rental unit owners when they find something that needs to be fixed. The owner is expected to call for a reinspection when it is fixed. Lloyd Hilgart asked about the process for weed control and when the City sprays. Ron Hackemmueller explained that the City will send out notices requiring weeds and grass to be mowed and taken care of, noting that noxious weeds have to be destroyed. This process takes place in late May or early June. Ron noted that, due to the unusual weather this spring, the grass and weeds have grown much faster than in most years. 5. Consent Agenda: A. Consideration of approving payment of bills for May 14th. Recommendation: Approve the bill and purchase card registers for May 10' in the amount of $775,013.78. B. Consideration of approving new hires and departures for City departments. Recommendation: Ratify new hires and departures for Streets, MCC, FiberNet, and Parks. C. Consideration of approving annual renewals of on sale and off sale liquor licenses for 2012 -2013 contingent upon payment of fees and completion of required forms. Recommendation: Approve annual renewals of on and off sale liquor licenses for 2012 -2013 contingent upon payment of fees and completion of required fonns for the following businesses: Applebee's Neighborhood Grill & Bar (Apple Minnesota LLC) - On -sale, Sunday Beef O'Bradys (TMC & JTaylor Corp) — On -sale, Sunday City Council Minutes — May 14, 2012 Page 3 Buffalo Wild Wings Grill & Bar (Blazin Wings Inc) — On -sale, Sunday Capitan Poncho Villa (IC Enterprises LLC) — On -sale, Sunday Chatters Restaurant & Bar (West River Restaurants Inc) — On -sale, Sunday Cornerstone Cafe & Catering Company — On -sale, Sunday Hawk's Sports Bar & Grill — On -sale, Sunday Monticello Country Club Inc — On -sale, Sunday Monticello Liquors, Inc — On -sale, Sunday Rancho Grande Mexican Restaurant Inc. #2 — On -sale, Sunday River City Extreme (River City Lanes Acquisition Group, Inc) — On -sale, Sunday The Station Bar & Grill (TDDC LLC) — On -sale, Sunday Bluestone Grille (Pauly Companies, Inc) — On -sale wine /strong beer & 3.2 %Beer VFW #8731 (Club Dorchester) — On -sale club, Sunday American Legion #260 — On -sale club, Sunday City of Monticello /Community Center (Concessions at Ballfields) — On -sale 3.2% beer China Buffet (Lin, Chuan) — On -sale 3.2% beer Bluestone Grille (Pauly Companies, Inc) — On -sale 3.2% beer Cub Foods (Monticello 1998 LLC) — Off -sale 3.2% beer Target Store T -2180 — Off -sale 3.2% beer Wal -Mart Stores Inc — Off -sale 3.2% beer Super America #4479 (Northern Tier Retail LLC) — Off -sale 3.2% beer Kwik Trip Inc — Off-sale 3.2% beer D. Consideration of accepting Quarter 1, 2012 Financial Report. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA. E. Consideration of allowing a Community Food Garden on city property at the Monticello Help Center. Recommendation: Allow a Community Food Garden on city property at the Monticello Help Center on a recurring basis until such time as volunteer maintenance commitments cannot be sustained. F. Consideration of adopting Resolution #2012 -042 accepting proposal and awarding a contract for the Xcel Ballfield Lighting Re -lamp Project. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA. G. Consideration of authorizing WSB and Associates to conduct all -way stop warrant analysis for several intersections. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA. BRIAN STUMPF MOVED TO REMOVE ITEMS D, F, AND G FROM THE CONSENT AGENA AND MOVE ITEM #7 FROM THE REGULAR TO CONSENT AGENDA AS 5H. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. 6. Consideration of items removed from the consent agenda for discussion 5D. Consideration of accepting Quarter], 2012 Financial Report City Council Minutes — May 14, 2012 Page 4 Glen Posusta wanted the public to be aware that the lst Quarter financial report for the City looks pretty good. Tom Kelly gave a short synopsis noting that the financial status looks better than last year with expenditures holding about 19% in the general fund and revenues actually increased over last year at this time. All debt service payments have been made for the first half of the year which included principal and interest. In the enterprise funds, most are on track for both revenues and expenditures. City investments are doing fairly well, with good diversification and earning slightly over 3% on average. GLEN POSUSTA MOVED TO ACCEPT THE 1sT QUARTER FINANCIAL STATUS REPORT. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0 5F. Consideration of adopting Resolution #2012 -042 accepting proposal and awarding a contract for the Xcel Ballfield Lighting Re -lamp Project Lloyd Hilgart wanted to clarify that it is acceptable that there was only one bid on the project. Clint Herbst explained that there was a 2nd bidder but they pulled their bid out of consideration. Glen Posusta noted that he had talked to Wes Olson Electric to confirm the complexity of the work. Wes confirmed that the job requires a contractor that can work on 90 -foot tall poles and handles that type of bulbs. Tom Pawelk talked about the process for this project which includes cleaning the fixtures and replacing all bulbs. Over the years, they have probably replaced about 13 bulbs and Musco has also replaced a few in past years. Glen Posusta asked about the budget of $8000 compared to the bid price. Tom Pawelk explained that he had budgeted enough to cover the full amount originally but some had been cut back. He is recommending using funds from Miscellaneous Professional Services to fill the gap. Tom Pawelk also noted that hour meters on each field will also be replaced with this job which will give a fresh start for those meters. This will help with control of lighting at beginning and end of evening field play. Tom Perrault asked about wording in the contract referring to ground protection. The City's RFP indicated that contractor would provide ground protection, and Musco's proposal indicated they expect the City to provide plywood for ground protection. Torn Pawelk stated that he discussed this with Musco and it will not be an issue. The City has quite a bit of ground protection in the fence area and Musco will provide ground protection when they cross the fields. Ron Michaelis, 625 W 3'1 Street, offered comments about safety issues at the ballfields #1 and #3 when the sun is going down. He umpires for some of the games and mentioned some ideas on revamping the ballfreld layout on #1 and #3 slightly to accommodate the issues with the sundown. Ron Michaelis suggested maybe putting some slats in the fencing to block the setting sun. Other changes might consist of moving bases and baselines and possibly the pitcher's mound. Clint Herbst asked Tom Pawelk to check it out and see if there are some adjustments that could be made. City Council Minutes— May 14, 2012 Page 5 LLOYD HILGART MOVED TO ADOPT RESOLUTION #2012 -042 ACCEPTING THE PROPOSAL AND AWARDING THE CONTRACT TO MUSCO SPORTS LIGHTING, INC TO RE -LAMP THE XCEL BALLFIELDS IN THE AMOUNT OF $11,600 PLUS TAXES. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0. 5G. Consideration of authorizing WSB and Associates to conduct all -way stop warrant analysis for several intersections Brian Stumpf asked about the cost that WSB came up with for this analysis and wondered if the City could derive some of this data with the traffic trailer or some other means instead of paying for a study. Bruce Westby stated that the speed trailer collects both volumes and speeds so it could possibly be used to collect data. Brian Stumpf suggested that the City use the traffic trailer to collect data and the Sheriff's Dept should be able to provide some statistics for the intersections in question. Bruce Westby indicated he would check with Public Works about the schedule for the traffic trailer. Clint Herbst felt this project should have priority for the speed trailer. Bruce Westby mentioned that it may take awhile to collect appropriate data from all directions with the speed trailer and noted that there are other devices that could also measure certain traffic data. It was suggested that the City could also research other devices for collecting traffic data. Brian Stumpf recommended that Wright County Sheriff's Office deputies could be used for doing some traffic counts at certain times. Bruce Westby asked Council for direction on which intersections they would like to study. Clint Herbst asked Bruce Westby if the traffic trailer would be able to provide adequate data for a study. Bruce Westby stated that he would talk to WSB to find out if they could import data collected from the speed trailer into the calculation software that they use for analyzing such data. Ron Michaelis, 625 W 3`d Street, commented that he did not think there is enough of a problem at the intersections on 3`d and 4tl' Streets at Maple Street to utilize a 4 -way stop. He noted that he had counted vehicles this evening before he came to the Council meeting and did not see a problem with speed at those times. BRIAN STUMPF MOVED TO DENY AUTHORIZATION FOR WSB TO PERFORM ALL -WAY STOP WARRANT ANALYSIS; HOWEVER STAFF CAN LOOK INTO PERFORMING AN ALL -WAY STOP WARRANT ANALYSIS IN- HOUSE; GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0. Torn Perrault noted that traffic counts may need to be studied in the future for 3`d and 4 1 Street intersections as the downtown redevelopment takes place. Consideration of authorizing City staff to solicit quotes related to 2nd liquor store improvements and accessories This item was moved to the consent agenda (5H). 8. Added items: City Council Minutes— May 14, 2012 Page 6 • Mailboxes — Glen Posusta cormented that some of the mailboxes at the townhome development by JME are not in such good shape anymore. He was wondering how these mailbox clusters could be repaired. Clint Herbst stated that it should be up to the association or tenants to fix them. When they get in really bad shape, the Post Office can refuse to deliver mail until they are fixed. Ron Hackemnueller was asked to comrnent; his research shows that the owners or tenants are responsible for mailbox repairs. Boulevard mowing — Glen Posusta feels that some of the boulevards have really long grass /weeds and should be mowed. He commented that he feels that staff should have time to mow the boulevards if they have time to mow the parks and ballfields. Bob Paschke noted that the boulevards are mowed by the Streets Department, which is separate from the Parks staff which takes care of the parks and ballfields. Bob Paschke explained that the mowing tractor broke down and staff is in the process of finding parts and repairing the tractor. The City has also contracted with an individual to mow certain areas, including boulevards, for hay. Jeff O'Neill explained that one of the boulevards in question is actually privately owned and not the responsibility of the City. Clint Herbst suggested that the City should contract to have it mowed and then bill the owner. Angela Schumann commented that the City can send out letters to commercial property owners reminding them of their responsibility for mowing and noted that generally generates action by the property owners. Bob Paschke also noted that Streets Deparhnent staff does not have enough manpower right now to keep up with the grass and weed growth; however there will be another seasonal employee starting in June.which should help. • Sprinkler systems — Lloyd Hilgart asked about sprinklers that were running on a city property when it was raining. Tom Pawelk commented that the rain sensor probably failed and he will check on that. Y REMINDER: 2ND MEETING OF THIS MONTH IS TUESDAY, MAY 29 Adjournment BRIAN STUMPF MOVED TO ADJOURN AT 8:05 P.M. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0. Recorder: Catherine M. Shuman C4 � Approved: May 29, 2012 Attest: KZ-� C U dministrator City Council Minutes — May 14, 2012 Page 7