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City Council Minutes 02-25-2013MINUTES REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, February 25, 2013 — 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 — February 11, 2013 Special Meeting TOM PERRAULT MOVED TO ACCEPT THE FEBRUARY 11, 2013 SPECIAL MEETING MINUTES AS PRESENTED. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0. 2B. Approval of Minutes — February 11, 2013 Regular Meeting BRIAN STUMPF MOVED TO ACCEPT THE FEBRUARY 11, 2013 REGULAR MEETING MINUTES AS PRESENTED. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0. 3. Consideration of adding items to the agenda Mailbox Damages (Tom Perrault) Tom Perrault thanked the public for cards and condolences received on the death of his mother • Use of city newsletter for non -profit organizations (Clint Herbst) 4. Citizen comments, public service announcements, and updates a. Citizen Comments: None b. Public Service Announcements: 1) Indoor Farmer's Market (3/2) — Angela Schumann announced that the next Indoor Farmer's Market will be held on Saturday, March 2nd from 9 a.m. to 1 p.m. at Monticello Community Center. 2) Spring Tree Orders — Tom Pawelk announced that city residents can now order up to 3 trees per household which will be available for pick up in April; the order deadline is March 22 a. Residents also have an option for donating the cost of a tree to be planted at Bertram Chain of Lakes regional park. City Council Minutes— February 25, 2013 Page 1 5. Consent Agenda: A. Consideration of approving payment of bills for February 25th. Recommendation: Approve the bill and purchase card registers for February 25`h for a total of $603,474.27. B. Consideration of approving new hires and departures for city departments. Recommendation: Ratify terminations for Water and MCC. C. Consideration of approving an application for a temporary charitable gambling permit for a raffle conducted by Wright County Ducks Unlimited. Recommendation: Approve application for a temporary charitable gambling permit for a raffle to be conducted by Wright County Ducks Unlimited at River City Extreme on May 6, 2013. D. Consideration of approving submission of application to the Minnesota Public Facilities Authority for "2014 Project Priority List" and "Intended Use Plan" as a possible state funding option for Waste Water Treatment Facility improvements. Recommendation: Approve submission of application to the MN Public Facilities Authority for "2014 Project Priority List (PPL)" and "Intended Use Plan" and direct staff to prepare application forms. E. Consideration of accepting quote and authorizing purchase of three mowers by the Parks Department in conjunction with a capital equipment bond. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA. F. Consideration of calling for a public hearing on March 11, 2013 to consider amendments to Monticello Economic Development Authority enabling documents. Recommendation: Call for public hearing on March 11, 2013 to consider amendments to the EDA enabling documents. G. Consideration of authorizing funding of expenses related to training on Metaswitch equipment and Cisco Extreme Network. THIS ITEM WAS REMOVED FROM THE CONSENT AGENDA. TOM PERRAULT MOVED TO APPROVE THE CONSENT AGENDA WITH THE REMOVAL OF ITEMS E AND G. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0. 6. Consideration of items removed from the consent agenda for discussion 5E. Consideration of accepting quote and authorizing purchase of three mowers by the Parks Department in conjunction with a capital equipment bond City Council Minutes— February 25, 2013 Page 2 Glen Posusta pulled this item as he was concerned about the cost of the mowers. Glen Posusta did some research and feels that mowers can be purchased for about one third less by going to a different vendor. Tom Pawelk talked about the wear and tear on non- commercial mowers and the amount of money they have put into a mower that was purchased used in 2008 that did not stand up to the demands of the use. Tom Pawelk explained that they would like to add accessories to one of the new zero turn mowers so it can be used year round. Toro is the only vendor that produces a zero turn mower that can be accessorized in that manner. Glen Posusta also questioned the horsepower proposed in the new purchases. Tom Pawelk explained that the extra horsepower will take care of the various needs for the Parks Department and be able to handle the hills and mulching. Clint Herbst commented that he did not know why this did not go through the Time Sensitive Acquisitions Committee (TSAC) for review before it came to Council with a recommendation. After talking to a couple of the Council members, some of them thought it was intended for emergency only when there was not time to bring it to Council. Clint Herbst felt that he would still like purchases like this to go through the committee for a recommendation. Tom Pawelk explained that the state bid expires on February 28a' and he felt it best to bring this to Council before the pricing increases. Glen Posusta talked about some figures that he had gathered for a John Deere mower and another Toro mower option; both would be priced for quite a bit less than the Toro pricing. After some discussion comparing mower options, Clint Herbst suggested that Tom Pawelk should meet with the TSAC group to work out the details and Council could authorize up to a certain amount. Glen Posusta had some questions about the larger machine proposed at $50,000 pricing. Tom Pawelk explained that this mower was designed for specific functions needed in the city. It's proposed for replacement because of the age (purchased used in 2002) and high cost of maintenance on the old machine. Tom Pawelk also explained that the machines purchased directly through the Toro Corporation are higher commercial quality than those that would be purchased through a dealer offering a variety of models. Clint Herbst also commented that, in the very near future, it is likely that the City will be taking care of Bertram Chain of Lakes property and may need equipment that can handle those demands. CLINT HERBST MOVED TO APPROVE UP TO $95,000 FOR THREE MOWERS PENDING A MEETING WITH THE TSAC TO WORK OUT PURCHASE DETAILS. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 4 -1 WITH GLEN POSUSTA VOTING IN OPPOSITION. 5G. Consideration of authorizing funding of expenses related to training on Metaswitch equipment and Cisco Extreme Network Brian Stumpf pulled this to ask for an explanation of the training. Jeff O'Neill stated that these trainings are key to operations of some of the FiberNet equipment. Usually the City City Council Minutes— February 25, 2013 Page 3 would not authorize payment for expenses for a consultant. However, Mark Pultusker would be responsible for cross - training the existing staff similar to what he has already been doing on other components of the system. Clint Herbst felt this training is necessary and suggested that perhaps the City could ask for reimbursement from Mark Pultusker if for some reason he exited before the end of his contract. BRIAN STUMPF MOVED FOR ALTERNATIVE #1 AUTHORIZING REIMBURSEMENT TO MARK PULTUSKER FOR SAID TRAINING EXPENDITURES ESTIMATED AT A COST OF $6925, WITH OPTION FOR REIMBURSEMENT IN THE EVENT THAT MARK PULTUSKER WOULD OPT OUT OF HIS CONTRACT BEFORE IT EXPIRES. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0. 7. Consideration of adopting Resolution #2013 -009 approving plans and specifications, authorizing advertisement for bids, and approving easement agreement with Xcel Energy for the Great River Trailways and Trailhead Improvements, City Project No.100010 Bruce Westby summarized the request to approve plans and specifications and authorize advertisement for bids for the Great River Trailways and Trailhead Project in addition to approving an easement agreement with Xcel Energy in conjunction with the project. Bruce Westby reviewed the scope of the project which includes 4 pathway segments and a trailhead. Bruce Westby noted that Segment 3 requires an agreement with BNSF Railroad to cross the railroad tracks, which ran into some difficulty. Xcel Energy is now talking with BNSF Railroad to try and convince them of the importance of this trail crossing. Clint Herbst expressed the frustration in trying to deal with the railroad. Brian Stumpf suggested that the city should also look at an alternate route for Segment 3. Mn/DOT did authorize the city to bid the project with Segment 3 as an alternative and they would deal with that once the railroad crossing is determined. Glen Posusta asked if this decision should wait until a determination is made. Bruce Westby explained that the timing of this project requires a decision at this time in order to utilize the grant money by the deadline. If a determination is not available or is negative, Segment 3 would be dropped from the project. If it would become feasible later, the city could reapply for grant funds for that segment. Bruce Westby explained that the intention is to receive bids by April 4`h with the bids brought to Council on April 22nd for approval to go ahead with the project. Tom Perrault asked about the proposed ponding and asked if they were 10 or 25 year design ponds. Bruce Westby explained they would be built as 10 year ponds, and the city would utilize the soil to bring parts of the trail up to grade for ADA compliance. If the area is eventually developed, it is likely that the ponds may need to be enlarged to accommodate more drainage. Lloyd Hilgart asked if the numbers were run to compare cost of 25 year ponds to 10 year ponds. Shibani Bisson with WSB noted costs would be increased by $30,000 to $40,000 for the 25 year design due to having to remove the excess soil off site. City Council Minutes — February 25, 2013 Page 4 LLOYD HILGART MOVED FOR ALTERNATIVE #1 TO ADOPT RESOLUTION #2013 -009 APPROVING PLANS AND SPECIFICATIONS, AUTHORIZING ADVERTISEMENT FOR BIDS (CONTINGENT ON MN/DOT PLAN APPROVAL), AND APPROVING EASEMENT AGREEMENT WITH XCEL ENERGY (CONTINGENT ON APPROVAL BY XCEL) FOR THE GREAT RIVER TRAILWAYS AND TRAILHEAD IMPROVEMENTS, CITY PROJECT NO. I00010. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0. 8. Consideration of authorizing staff to work with the Monticello River Eagles Soccer Club to utilize a city park for soccer practice and league play Angela Schumann commenced this item with an explanation of the request from the Monticello River Eagles Soccer Club to use city park space for soccer league play and possibly practice, if needed. Clint Herbst asked about the Sunset Ponds field and wondered if the field is adequate for soccer league play. Tom Pawelk explained that the field area is currently used for lacrosse club play and staff thinks it should work all right for soccer. Clint Herbst also suggested that they may want to put a curb cut into the parking lot and allow parking on the grass next to the lot. Brian Stumpf commented that the area is ADA compliant so that should help with working out a solution for the soccer club. Tom Pawelk noted that River Mill would be a possible alternative; however, there is no parking lot at that park. BRIAN STUMPF MOVED FOR ALTERNATIVE 41 AUTHORIZING STAFF TO WORK WITH THE RIVER EAGLES SOCCER CLUB TO ESTSABLISH A LEAGUE PLAY AND PRACTICE FIELD AT A CITY PARK. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0. 9. Consideration of approving step increases for 2013 Jeff O'Neill reviewed this request for Council to consider allowing step increases for 2013. He pointed out that the salary schedule has been held to limited increases and the step system actually serves as an incentive for employees to move within the salary range if they are deserving of a step when they have their annual evaluation. Jeff O'Neill noted a number of reasons that it would be a good time to bring back step increases as an effective management tool and way to recognize staff who are doing an excellent job. Clint Herbst stated that one objective he would like to see is to have staff do more cross - training to make sure that there are always positions capable of handling various areas of responsibilities within the city. Brian Stumpf commented on the importance of recognizing the extra work that staff has taken on over the past few years. Tom Perrault stated that he was surprised that this was on the agenda as he thought that a decision was made for COLA and that step increases were off the table. Clint Herbst explained that Council can look at both COLA and step increases each year and it is up to them to decide what they feel is appropriate. Glen Posusta asked Jeff O'Neill to City Council Minutes — February 25, 2013 Page 5 comment on which is usually granted: COLA or step. Jeff O'Neill explained that it is normal to leave step increases in place and then consider whether to grant COLA increases. Council has opted to consider both step and COLA freezes and increases in varying years. Lloyd Hilgart commented that he feels it is appropriate to reinstate step increases for 2013 and that he requested the personnel committee to revisit this. Lloyd noted that he employs quite a few people and it's hard to find good people; when you have good people it's cheaper to keep good staff than replace them with new. He added that the city has a lot of people that do a good job. BRIAN STUMPF MOVED FOR ALTERNATIVE #1 TO APPROVE STEP INCREASES FOR 2013. LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 3 -1 WITH TOM PERRAULT VOTING IN OPPOSITION. (Glen Posusta did not vote.) 10. Added items Mailbox Damages — Clint Herbst asked Tom Moores to comment on some damaged mailboxes. Tom talked about the city's process for handling mailbox repairs when they are damaged during snow removal. ht this case, the plow blade damaged the ADS plastic boxes, which the City does not replace or reimburse under the current policy. Tom Moores recommended that the City look at the current reimbursement policy and the design of the cluster mailboxes to better structure the ADS boxes. Clint Herbst feels the city should step up and take care of repairs when they are damaged directly by city equipment. Tom Moores and Bob Paschke noted that the ADS boxes are actually located lower than the city standards for a mailbox structure and suggested the city may want to look at the structures for cluster mailboxes. The ADS boxes should be aligned under the regular mailboxes and about 6 inches back from the frame. Tom Moores explained that the reimbursement policy pays for materials to repair or replace a mailbox up to $150; the city does not handle the repair or replacement, which is left up to the customer. Consensus of Council is to include ADS boxes in the city's reimbursement policy. h1 this situation, Public Works staff should repair the damaged ADS cluster boxes and bring it up to city standards. The city should also look into adapting the standards for cluster mailbox structures. Use of city newsletter for non -profit organization events — Clint Herbst asked if it would be possible to include community events for Monticello organizations in the city newsletter. Angela Schumann felt that there would probably be limited space available depending on what is requested for publication. City staff will work on that. • Brian Stumpf commented that he felt the snow removal went very well this last week and complimented Public Works staff on the job they did. City Council Minutes — February 25, 2013 Page 6 11. Adiournment GLEN POSUSTA MOVED TO ADJOURN THE MEETING AT 8:08 P.M. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0. Recorder: Catherine M. Shuman / Approved: March 11, 2013 ae yt she: City Council Minutes — February 25, 2013 Page 7