City Council Minutes 06-25-2012MINUTES
REGULAR MEETING — MONTICELLO CITY COUNCIL
Monday, June 25, 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.
Clint Herbst mentioned the passing of Steve Samuelson in a recent accident. Brian
Stumpf spoke of Steve's many years of service and commitment to the Monticello Fire
Department prior to his retirement, and asked for a moment of silence.
2A. Approval of Minutes — June 11, 2012 Special Meeting
TOM PERRAULT MOVED TO ACCEPT THE JUNE 11, 2012 SPECIAL MEETING
MINUTES AS PRESENTED. GLEN POSUSTA SECONDED THE MOTION.
MOTION CARRIED 5 -0.
2B. Approval of Minutes — June 11, 2012 Regular Meeting
BRIAN STUMPF MOVED TO ACCEPT THE JUNE 11, 2012 REGULAR MEETING
MINUTES AS PRESENTED. TOM PERRAULT SECONDED THE MOTION.
MOTION CARRIED 5 -0.
2C. Approval of Minutes — June 18, 2012 Special Meeting
TOM PERRAULT MOVED TO ACCEPT THE JUNE 18, 2012 SPECIAL MEETING
MINUTES AS CORRECTED. LLOYD HILGART SECONDED THE MOTION.
MOTION CARRIED 4 -0. (Brian Stumpf - no vote)
Consideration of adding items to the agenda
• Update on MNWARN system request for assistance (Bob Paschke)
4. Citizen comments and public service announcements
a. Citizen Comments:
1) Debra Merkel stated that she would like to speak on Item #11.
Public Service Announcements:
City Council Minutes —June 25, 2012 Page 1
1) Movie in the Park (6/30) — Ditty Baltos invited all to attend the first Movie
in the Park for this season. "Mouse Hunt' will be shown at Pioneer Park
around 9 p.m. and lasts about 1 1/z hours. Bring your own lawn chairs.
Concessions will be available for purchase.
2) MCC Block Party (7/12) — Kitty Baltos noted this is coming up on July
12ti' as part of Riverfest. Free food on south side of the community center
from approximately 11 a.m, to 1 p.m. The Block Party is sponsored by the
Community Center, City Hall, Monticello Senior Center, Army National
Guard, Monticello Times, and FiberNet Monticello.
3) Riverfest (7/12 -15) — Clint Herbst announced that Riverfest runs from July
12 -15 and noted that the fireworks display will switch to Friday night this
year. The pie eating contest is on Thursday night and the Mayor will be
part of that again. Please check the Chamber and city websites and
Monticello Times for more information.
5. Consent Agenda:
A. Consideration of approving payment of bills for June 25th. Recommendation:
Approve the bill and purchase card registers for a total of $531,001.78.
B. Consideration of approving new hires and departures for City departments.
Recommendation: Ratify departures for MCC.
C. Consideration of adopting Resolution #2012 -057 accepting contribution from
Tom Perrault for the General Fund. Recommendation: Adopt Resolution
#2012 -057 accepting donation of $250 from Tom Perrault for the General Fund.
D. Consideration of adopting Resolution 92012 -058 accepting contribution from
Cargill Kitchen Solutions for flowers for boulevard planting on East Broadway.
Recommendation: Adopt Resolution #2012 -058 accepting donation of $500
from Cargill Kitchen Solutions for flowers on the boulevard on West Broadway.
E. Consideration of appointing a representative to the Monticello Library Board to
fill a vacancy for a teen to expire on 12/31/2015. Recommendation: Appoint
Elaine Settergren to the Monticello Library Board for a term ending December
31, 2015.
F. Consideration of approving an application for temporary on -sale liquor license for
the Monticello VFW Post 8731 for an event to be held in their parking lot on
August 18, 2012. Recommendation: Approve the application for a 1 -day
temporary on -sale liquor license for the Monticello VFW for August 18, 2012.
G. Consideration of adopting Resolution #2012 -059 approving conveyance of three
parcels of tax - forfeited land to the City, formally establishing authorized public
City Council Minutes —June 25, 2012 Page 2
use. Recommendation: Adopt Resolution #2012 -059 approving conveyance of
the following three parcels of tax - forfeit land to the City and established public
Purpose use.
0 155 - 010 - 072100 utility easement
0 155 -109- 000010 trail system link between River Mill Park & River Ridge
Lane
0 155 -126- 000030 entrance monumentfor River Forest Addition
H. Consideration of ratifying the FiberNet Technician Labor Agreement between the
City of Monticello and International Union of Operating Engineers Local 49 for
the period of February 1, 2012 to January 31, 2014. Recommendation: Ratify
the FiberNet Technician Labor Agreement between the City of Monticello and
IUOE Local 49 from February 1, 2012 to January 31, 2014.
Consideration of accepting lawsuit settlement between Motzko Companies and
City of Monticello. Recommendation: Accept lawsuit settlement with Motzko
Companies, LLC in the amount of an $11,000 payment.
Consideration of contracting with Tom Kelly to provide budget preparation
services for the City of Monticello. THIS ITEM WAS REMOVED FROM
THE CONSENT AGENDA.
K. Consideration of adopting Resolution 92012 -060 supporting the efforts of the
Greater Minnesota Parks & Trails Coalition to increase funding for Greater MN
Parks & Trails. THIS ITEM WAS REMOVED FROM THE CONSENT
AGENDA.
L. Consideration of authorizing installation of pedestrian crosswalk striping on 6th
Street at Maple Street. Recommendation: Authorize city staff to install and
maintain two 6" solid white latex paint stripes across 6t" Street on the west side of
Maple Street and to place one in- street pedestrian crosswalk sign next to the new
crosswalk.
Bruce Westby noted that a time frame is not addressed in the agenda item, but
should not take very long to complete. Tom Moores said it would be done within
a week or so and before Riverfest.
GLEN POSUSTA MOVED TO APPROVE THE CONSENT AGENDA WITH THE
REMOVAL OF ITEMS J AND K AND INSERT ITEM #12 AS 5L ON THE CONSENT
AGENDA. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5-
0.
6. Consideration of items removed from the consent agenda for discussion
5J. Consideration of'contracting with Tom Kelly to provide budget preparation
services for the City of Monticello
City Council Minutes —June 25, 2012 Page 3
Brian Stumpf pulled this item because he would like to see the field of candidates first
and suggested they should be able to take this over. Brian Stumpf also wondered why the
Assistant Finance Director is not taking over the budget process. Jeff O'Neill explained
that the transition of a department head position can be somewhat difficult and this would
ensure that the budget process stay on schedule. Jeff O'Neill noted that the Assistant
Finance Director is familiar with the city budgeting process but not quite ready to take
over the entire process. Brian Stumpf reiterated that he does not want to commit any
hours or dollars until they know what the field of candidates looks like.
Tom Perrault does not feel that it is contractually right to have Tom Kelly help with the
budget process. Torn Kelly explained that he offered this service because he did not want
to put the city in a predicament should they run behind in the budget process. He would
understand if the City decided to turn this over to the new finance director after they
decide on a replacement. Lloyd Hilgart asked when the interview process is taking place.
Lloyd Hilgart noted that, if Tom Kelly's last day is July 3rd, that would not be enough
time to bring on a new Finance Director before Tom Kelly leaves. Tom Kelly also noted
that he started training the Assistant Finance Directory Angie McIntire in the budget
process but they are not far enough along in the process for her to handle the whole thing.
GLEN POSUSTA MOVED FOR ALTERNATIVE #1 TO CONTRACT WITH TOM
KELLY TO PROVIDE BUDGET PREPARATION SERVICES FOR THE CITY AT
HIS CURRENT RATE OF PAY. LLOYD HILGART SECONDED THE MOTION.
MOTION CARRIED 3 -2, WITH TOM PERRAULT AND BRIAN STUMPF VOTING
IN OPPOSITION.
5K. Consideration of adopting Resolution #2012 -060 supporting the efforts of the
Greater Minnesota Parks & Trails Coalition to inerease,funding for Greater MN Parks
& Trails
Tom Perrault pulled this item because he does not necessarily agree with increasing the
grant funding for Greater MN parks and trails. He feels that the majority of the tax
dollars probably come out of the Metro area and rightfully could stay in the metro area.
BRIAN STUMPF MOVED FOR ALTERNATIVE #1 ADOPTING RESOLUTION
#2012 -060 SUPPORTING EFFORTS OF THE GREATER MINNESOTA PARKS &
TRAILS COALITION TO INCREASE FUNDING FOR GREATER MN PARKS &
TRAILS. CLINT HERBST SECONDED THE MOTION. MOTION CARRIED 4 -1,
WITH TOM PERRAULT VOTING IN OPPOSITION.
7. Consideration of adopting Resolution #2012 -061 accepting bids and awarding
contract for 2012 Rural Road Improvements, City Project 12CO01
Bruce Westby introduced this item by noting that the bids were opened last Thursday and
the city received 3 bids for this project. All bids were below the Engineer's estimate and
met the specifications. Knife River was the lowest overall bidder at a total of
City Council Minutes —June 25, 2012 Page 4
$693,358.90 which included road improvements for Edmonson, Fallon, and Fenning
Avenues and trail segment improvements. Knife River would begin in late July or early
August.
GLEN POSUSTA MOVED FOR ALTERNATIVE #1 TO ADOPT RESOLUTION
#2012 -061 ACCEPTING THE BIDS AND AWARD THE CONTRACT TO KNIFE
RIVER CORPORATION IN THE AMOUNT OF $693,358.90. LLOYD HILGART
SECONDED THE MOTION. MOTION CARRIED 5 -0.
S. Consideration of approving Change Order #1 for the MCC Natatorium
Improvements. City Project No. I IC006
Kitty Baltos asked Council to consider tabling this item until July 9th as there are still
some questions on the costs for completing this particular project. She would like to
make sure that the figures are accurate and the project is well defined.
Glen Posusta pointed out that he would like more information on putting in a drop ceiling
to alleviate some of the issues. Brian Stumpf was not too sure about the concept for
putting in a drop ceiling, especially if it involves wood construction. Lloyd Hilgart asked
where the point of confusion was and Kitty Baltos explained it had to do with pricing for
the painting for the pool ceiling.
GLEN POSUSTA MOVED TO TABLE THIS ITEM UNTIL THE JULY 9" COUNCIL
MEETING. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0.
9. Consideration of adiusting the individual pension contribution amount for
Volunteer Firefighter Relief Association members
Tom Kelly noted that this is the annual consideration of the individual pension
contribution amounts for the members of the Fire Relief Association. He is
recommending that the contribution level remain the satne. This would put the Relief
Association into a deficit position; however no contributions would be needed to adjust
the balance.
Lloyd Hilgart asked if there are any projections related to this fund and how this works.
Tom Kelly explained that the Fire Relief Association meets regularly and has officers
that maintain the records. The Treasurer is responsible for tracking the earnings and
projections of the pension fund. Tom Kelly noted that they will have a deficit of
approximately $38,000. Glen Posusta asked if there is a point where the city becomes
responsible for funding any portion. Tom Kelly explained that the deficit would have to
drop to a certain point before that would occur.
Brian Stumpf explained that the Fire Relief Association is very careful in the contribution
amounts that they request, because they do not want to put the city in an adverse position.
Brian also noted that he is no longer a vested member and will be eligible to vote on this
item.
City Council Minutes —June 25, 2012 Page 5
CLINT HERBST MOVED FOR ALTERNATIVE #1 TO MAINTAIN THE BENEFIT
LEVEL AT $2,750 FOR THE INDIVIDUAL PENSION CONTRIBUTION AMOUNT
FOR VOLUNTEER FIREFIGHTER RELIEF ASSOCIATION MEMBERS. LLOYD
HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0.
10. Consideration of approving an amendment to a Conditional Use Permit (CUP) to
expand a storage facility accessory to a manufactured home park in the M -H,
Manufactured Home Park zoning district. Applicant: Kjellberg's Inc.
Steve Grittman introduced this topic by explaining the decision before Council to
approve or deny the CUP amendment in relation to Kjellberg's stone shelter and
evacuation plans. He noted that Kjellberg's has provided stonn shelter and evacuation
plans for city staff and Council previously, which were reviewed during a special meeting
and tour on June 181x'. Steve Grittman noted that the deadline for acting on the request is
July 3'a, 2012.
Glen Posusta noted that he will not be voting as there may be a perceived conflict of
interest as he is in the storage business and this involves construction of a storage
building for the park tenants.
Lloyd Hilgart asked Steve Grittman to comment on the evacuation plans at Kjellberg's
compared to other mobile home parks. Steve Grittman noted that the plans submitted
were found to satisfy state requirements and have been reviewed by city staff. Glen
Posusta asked if the City has the ability to decide whether an emergency shelter meets
standards; Steve Grittman confirmed that the City has the right to approve an emergency
shelter and evacuation plans. Clint Herbst noted that the state requirements are rather
vague and does not clearly identify the approval process. Clint Herbst stated his concern
over the distance that tenants would have to go before they reach the existing storm
shelters. He would like to see Kjellberg's consider adding shelter space in a closer
proximity to the mobile homes and suggested this could be done with the storage building
project that they are considering. Clint Herbst noted that he had talked to Kirk Kjellberg
about this but has not heard anything back.
Brian Stumpf noted that he and Clint Herbst had met with Kjellberg's over a month ago
and they have different views on how this should be handled. Brian Stumpf would like to
see Kjellberg's deal with the State in regard to the stone shelters and not have the City
get involved in regulating where storm shelters should be located. Brian Stumpf feels
that the park residents will find adequate shelter on their own, probably by driving to a
place of safety. Clint Herbst stated that the state requirements are not met by the shelter
space on the east side. It is left up to the local officials to verify and approve that there
are sites available within a reasonable distance. His concern is that the facility on the east
side only has space for about one -third of the park residents; he feels there should be
more space available within the park itself. He does feel that the storage facility is a good
idea but is not willing to approve the CUP without an improvement to the park's stone
shelter facilities.
City Council Minutes —June 25, 2012 Page 6
Tom Perrault has a concern with the storm shelter also and feels that there should be
more space available on the park property on the east side. He does not feel it is wise to
consider having tenants cross Highway 25 to use the storm shelter on the west side. Glen
Posusta pointed out that there are numerous lanes to cross in a high traffic area.
Tom Perrault also expressed concern about the CUP for the storage building and
wondered why there was no provision for lighting. He also questioned some of the
wording in the agenda report related to compensation by the City. Steve Grittman
explained that state statutes do not allow the city to condition approval of the CUP by
requiring correction of non - related non - conforming uses without compensation from the
City. Steve Grittman used the example that if another building did not meet ordinance
requirements, this would not be allowed to be tied to the CUP approval. Tom Perrault
asked for clarification related to the conditions about the shelter; Steve Grittman
indicated those would have to comply with state building code. Tom Perrault asked
about the determination of the space needed to accommodate park residents in a storm
shelter. Ron Hackenmueller explained there was a discrepancy in the state rules related
to the calculation of available space per person, with references to different square
footage allowances. He has not received a clarification on that but noted there is not
enough available space for all residents in the east side storm shelter. Clint Herbst noted
that he doesn't feel that they would have to require space for 100% of the residents;
however he thinks they should come up with a reasonable requirement.
Lloyd Hilgart asked for clarification on the state requirements for storm shelters in regard
to the 5 minute time frame. Steve Grittman explained that the guidelines leave it up to
the local officials to determine a "reasonable" evacuation plan for storm shelters.
CLINT HERBST MOVED FOR ALTERNATIVE #2 TO DENY THE AMENDMENT
TO THE CONDITIONAL USE PERMIT FOR ACCESSORY STORAGE GARAGE,
BASED ON FINDINGS TO BE DETERMINED BY COUNCIL; AND REQUESTED
K.IELLBERG'S TO RETURN WITH A PROPOSAL INCORPORATING
ADDITIONAL STORM SHELTER SPACE WITH THE STORAGE BUILDING. TOM
PERRAULT SECONDED THE MOTION. MOTION TIED 2 -2 WITH LLOYD
HILGART AND BRIAN STUMPF OPPOSED. (Glen Posusta did not cast a vote.)
Steve Grittman explained that the request is considered denied upon a tie vote and
requested the opposing votes to explain the reason they voted against the motion. Brian
Stumpf feels that the state requirements have been met for storm shelter space, and the
determinaton whether the storm shelter space is adequate or not should be between
Kjellberg's and the State. Lloyd Hilgart said he feels that the condition with the storm
shelter has existed for a lengthy time, and he does not feel there is enough evidence to
support requiring Kjellberg's to make a change at this time.
Clint Herbst recommended that Kjellberg's reconsider submitting their request with plans
for a storage building that would include additional storm shelter space.
City Council Minutes —June 25, 2012 Page 7
11. Consideration of all -way stop warrant analysis options at the intersections of Maple
and 4th Street, Maple and 3rd Street, Elm and West River Street, and Linn and
West River Street
Bruce Westby presented this item noting that there were various options that could be
considered for obtaining data relative to analyzing the need for all -way stop signs at the
intersections in question. Bruce Westby reviewed the various devices available such as
the city's speed trailer and tube devices that could be purchased to collect traffic data.
Bruce Westby noted that WSB had initially given the city a quote of $3,500 for
performing the study. Glen Posusta asked if this was something that could be done by
staff if they had the proper equipment. Bruce Westby explained that this could be done
by staff. In fact, he found out that MnDOT could loan some devices to the City to use for
collecting traffic data. Brian Stumpf had several comments: he would like to study the
traffic patterns before they add any stop signs; he would like Council to keep in mind that
the downtown redevelopment project may impact future traffic on 3`d and 4" streets; and
he thinks a new river crossing may eventually affect some of these traffic patterns.
Mayor Herbst opened the meeting for comments from interested citizens.
Debra Merkel of 501 West River Street explained that she had presented a petition prior
to the meeting, with the petition signed by all residents in the affected area of West River
Street. Debra Merkel talked about the traffic movements and various safety situations
that they face. The residents feel that this needs to be addressed as soon as possible.
Glen Posusta noted that the residents along West River Street did not want sidewalks
installed as part of the road reconstruction, which might have helped with the safety
issues. Clint Herbst commented that Council would like to study the situation before
making a hasty decision on stop signs. He noted that a speed study was conducted as part
of the road reconstruction and found to average 26 mph on West River Street, which is
actually below the speed limit on that road. As part of the proposed study, the city will
be putting in devices to track traffic data from all directions of each intersection. This
provides a variety of data that will be combined with other existing data to determine the
best option.
Stacy Jost, 705 W River St, stated that the traffic is a safety hazard along West River
Street. She pointed out that the Council expressed concern about providing adequate
storm shelters and feels this is a eornparative situation in regard to safety. She wondered
if it wouldn't be possible to at least put up several stop signs; they are not expecting one
at every intersection. She inquired as to how soon the study might be completed and
addressed by Council. Bruce Westby suggested that it should not take too long to collect
and analyze the data, figuring it would be 2 -3 weeks and hopefully would have a report
for Council by the second meeting in July.
Dan Lemm, 8 Linn Street, suggested that the stretch of West River Street is so long and it
would be advisable to install stop signs for safety reasons. Dan Lermn asked why the
stop signs were not left in place while the City did a study. Clint Herbst explained that
City Council Minutes —June 25, 2012 Page 8
there is a certain order that was preferred by Council and they chose to remove the signs
until a study is completed. Dan Lemm also commented on the width of the street.
Leila McCarty, 419 West River Street, spoke in favor of the residents' petition to add
several stop signs. She felt that Council should consider requests that come from citizens
and try to honor their wishes. Clint Herbst reiterated the need to complete the study in
order to determine the best solution for the intersections in question. Glen Posusta noted
that the residents in that area opted not to install sidewalks, which may have managed
some of the safety issues. Glen Posusta suggested that the police should also be made
aware of speeding incidents in order to get a handle if there are problems. Clint Herbst
indicated that the intent is to bring this back to Council for consideration at the second
meeting in July.
Debra Merkel added a comment that it may not be necessary to direct the police for
tighter enforcement on West River Street, as she has contacted them many times to alert
them of the problems and they have been very responsive.
Tom Perrault commented that the traffic data collected at this time may differ
significantly when school is in session at an intersection such as 3`d and Maple Streets.
He was concerned about making a decision without having complete data available.
Clint Herbst noted that Council could extend a decision if they feel that they need more
information.
GLEN POSUSTA MOVED TO BORROW TUBE DATA COLLECTORS FROM
MN /DOT AND HAVE CITY STAFF PERFORM ALL -WAY STOP WARRANTS
ANALYSIS AT THE INTERSECTIONS OF MAPLE AND 4TH STREET, MAPLE
AND 32D STREET, ELM AND WEST RIVER STREET, AND LINN AND WEST
RIVER STREET; AND REPORT THE RESULTS AND RECOMMENDATION AT
THE JULY 23RD COUNCIL MEETING. BRIAN STUMPF SECONDED THE
MOTION. MOTION CARRIED 5 -0.
12. Consideration of authorizing installation of pedestrian crosswalk striping on 6th
Street at Maple Street
This item was moved to the consent agenda as item #5L.
13. Review proposed process for interviewing and selecting new Finance Director
Jeff O'Neill explained that the city received five applications for Finance Director that
met qualifications for the position. Staff is proposing to conduct interviews this week
with a panel consisting of Council members, Human Resources Director, City
Administrator, and Finance Director. Glen Posusta asked why staff did not narrow down
the choices. Jeff O'Neill explained that it would be difficult to narrow the field at this
point as all candidates meet the requirements. It is preferred that all five candidates be
interviewed initially. Following that, Coiuicil may wish to select several of the
City Council Minutes —June 25, 2012 Page 9
candidates for another interview or possible invite them back to meet other staff in more
of an open interview.
Jeff O'Neill took the opportunity to thank Tom Kelly for his years of service to the City
and expressed appreciation for the excellent job that he has done for the city as Finance
Director. Tom Kelly commented how much he has enjoyed working for the City of
Monticello and that it was an extremely difficult decision to leave, probably the hardest
decision he has ever made. He thanked Council for their support over the years. Jeff
O'Neill noted that there would be cake and coffee for Tom Kelly on July 3rd, and
Council is welcome to stop by. Tracy Ergen also commented on how much she has
enjoyed working with Tom Kelly and the help he provided for many staff members and
thanked Tom on behalf of all city staff. Clint Herbst stated how impressed he has been
from the very beginning with the job done by Tom Kelly.
GLEN POSUSTA MOVED TO HOLD INTERVIEWS FOR THE FINANCE
DIRECTOR POSITION ON WEDNESDAY, JUNE 27TH, 2012 STARTING AT 4 P.M.
LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0.
All Council members are planning to attend the interviews.
14. Added items
MNWARN update on request for assistance - Bob Paschke provided an update on
MNWARN and how it is used for emergency purposes. All member cities share
resources to help each other. On Friday, MNWARN was activated in conjunction
with the northern flooding. Sean Weis from the Water Department provided
assistance with pumping wastewater at Moose Lake. Sean Weis drove a city
truck, which Moose Lake used for installing barricades when they were inundated
with flood waters. The city will be reimbursed by either by Moose Lake or
FEMA for the equipment and time. Bob Paschke also noted that Sean Weis was
also able to share some knowledge gained from his experiences in Monticello
with Moose Lake employees.
15. Adiournment
BRIAN STUMPF MOVED TO ADJOURN THE MEETING AT 8:37 P.M. TOM
PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0.
Recorder: Catherine M. Shuman Yy
Approved: July 9, 2012
Attest:
ministrator
City Council Minutes —June 25, 2012 Page 10