City Council Minutes 04-22-2013MINUTES
REGULAR MEETING — MONTICELLO CITY COUNCIL
Monday, April 22, 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.
2. Approval of Minutes — April 8, 2013 Regular Meeting
GLEN POSUSTA MOVED TO ACCEPT THE APRIL 8, 2013 REGULAR MEETING
MINUTES WITH A CORRECTION. TOM PERRAULT SECONDED THE MOTION.
MOTION CARRIED 5 -0.
3. Consideration of adding items to the agenda
• Curbside brush pickup (Tom Perrault)
• Dog problems (Clint Herbst)
4. Citizen comments, public service announcements
a. Citizen Comments:
1) Presentation of donation by Monticello Youth Program — Gambling
Director Jamie Preusse talked about the donation that they are making to
the Monticello Fire Department. They were approached by the Fire Chief
to help with a program and agreed to donate $10,000. Jamie presented a
mock check to the Mayor and Fire Chief. Fire Chief Steve Joerg thanked
the youth hockey program for their generous donation.
b. Public Service Announcements:
1) Outdoor Farmer's Market — Kitty Baltos reported that the first outdoor
date is May 16 °1 in the Library overflow lot. Monticello Community
Center is looking for a few more vendors. There will be a great variety of
produce and other items available. Kitty Baltos also noted that there are
six lots still available in the community garden at a cost of $28 for the
season.
2) National Day of Prayer — Tom Perrault reported this will take place on
May 2 "d around noon at the flagpole at the Monticello Community Center.
City Council Minutes —April 22, 2013 Page 1
5. Consent Agenda:
A. Consideration of approving payment of bills for April 22'd. THIS ITEM WAS
REMOVED FROM THE CONSENT AGENDA.
B. Consideration of approving new hires and departures for City departments.
Recommendation: Ratify new hire for MCC.
C. Consideration of adopting Resolution #2013 -026 accepting a contribution from
Monticello Youth Program (youth hockey) for the Monticello Fire Department.
Recommendation: Adopt Resolution #2013 -026 accepting a donation of
$10,000 from Monticello Youth Program to be used toward emergency equipment
and supplies for the Monticello Fire Department.
D. Consideration of approving Special Event Permit allowing use of city streets and
related assistance in conjunction with the Memorial Day parade on May 27, 2013.
Applicant: Monticello Legion. Recommendation: Approve the Special Event
Permit allowing use of city streets and related assistance for the Memorial Day
Parade conducted by the Monticello American Legion on May 27, 2013, with a
waiver of the permit fee.
E. Consideration of adopting Resolution #2013 -025 amending the guidelines for the
GMEF program. Recommendation: Adopt Resolution #2013 -025 amending the
guidelines for the GMEF program's Terns and Conditions section as follows:
The Interest Rate: Fixed rate not less than 2% below prime rate as published in
the Wall Street Journal on date of EDA loan approval, with a minimum interest
rate of I%
F. Consideration of approving expenditures for upgrade of exchange server with new
processors and operating system software. Recommendation: Approve
upgrading the city's exchange server with new processors and operating system
software by Doug Lyseng Computer Service at an estimated cost of $15,500 plus
tax and installation.
G. Consideration of adopting Resolution #2013 -027 calling for a public hearing to
consider vacation of a portion of Minnesota Street lying south of West 7t" Street.
Applicant: City of Monticello. Recommendation: Adopt Resolution #2013 -027
calling for a public hearing on May 13, 2013 to consider vacation of a portion of
Minnesota Street lying south of West 7°i Street.
H. Consideration of authorizing Monticello Fire Department to perform a controlled
burn on portions of the Monte Club Hill. Recommendation: Authorize the
Monticello Fire Department to perform a controlled burn on the Monte Club Hill
land owned by the City.
City Council Minutes — April 22, 2013 Page 2
J.
Consideration of adopting a revised tobacco policy for the Monticello Community
Center building and grounds. Recommendation: Approve the new tobacco
policy as follows for the Community Center building and grounds and direct staff
to update the MCC policy manual accordingly.
• Smoking will only be permitted on the perimeter sidewalks of the Monticello
Community Center grounds with appropriate cigarette cans available and on the
enclosed patio off of the Mississippi Room for renters of that room.
K. Consideration of adjusting Sunday hours for the Monticello Community Center
effective May 1 St. Recommendation: Approve revised hours for Sundays at the
Monticello Community Center from 7 a.m. to 9 p.m. (regular hours) and 7 a.m. to
6 p.m. (seasonal hours).
L. Consideration of ratifying the negotiated Labor Agreement between the City of
Monticello and the International Union of Operating Engineers, Local 49 for
April 1, 2013 to March 31, 2015. Recommendation: Ratify the Labor
Agreement between the City of Monticello and IUOE Local 49 for April 1, 2013
to March 31, 2015 with the following change:
"Salary Schedule for 2013 - 2015 "page:
Add: "Step increases will be awarded based on performance. "
BRIAN STUMPF MOVED TO APPROVE THE CONSENT AGENDA WITH THE
REMOVAL OF ITEM A. TOM PERRAULT SECONDED THE MOTION. MOTION
CARRIED 5 -0.
6. Consideration of items removed from the consent agenda for discussion
5A. Consideration of approving payment of bills for April 22nd
Glen Posusta wanted to make sure the city was keeping tabs on the WOLD Architect
invoices until the work is done. Glen Posusta also commented on the Finken's Water
Service payments. Jeff O'Neill explained that the city is phasing out the water service.
GLEN POSUSTA MOVED TO APPROVE THE BILL AND PURCHASE CARD
REGISTERS FOR A TOTAL OF $502,215.52. BRIAN STUMPF SECONDED THE
MOTION. MOTION CARRIED 5 -0.
7. Public Hearing — Consideration of adopting Resolution #2013 -024 approving
combination for Lots 7 and S. Applicant: Bigalke, Greg (Property Owner: Carlisle
Village, LLQ
City Council Minutes —April 22, 2013 Page 3
8.
Angela Schumann commented on this request for approval of vacation of drainage and
utility easements and administrative lot combination. Angela Schumann talked about the
lot sizes and that the proposed lot combination is allowed within the zoning ordinance.
Angela Schumann noted some of the contingencies that would be included with the
vacation and subsequent lot combination, which are included in the resolution: owner
shall provide revised certificate of survey, city shall maintain remain drainage and utility
easement on perimeter of property, private utilities existing in the area to be vacated shall
be the responsibility of property owner, and property owner may be subject to double
assessment for future road improvements.
Glen Posusta asked if the easement was being moved. Angela Schumann explained that
the easement between the lots would be vacated but the easement surrounding the lots
would remain in place.
Mayor Herbst opened the public hearing. As there were no comments, the Mayor closed
the public hearing.
BRIAN STUMPF MOVED FOR ALTERNATIVE #1 TO ADOPT RESOLUTION
#2013 -024 APPROVING VACATION OF DRAINAGE AND UTILITY EASEMENTS
BETWEEN LOTS 7 AND 8, BLOCK 3, CARLISLE VILLAGE 4T' ADDITION AND
APPROVING LOT COMBINATION FOR LOTS 7 AND 8, SUBJECT TO
CONTIGENCIES IN THE RESOLUTION. LLOYD HILGART SECONDED THE
MOTION. MOTION CARRIED 5 -0.
of assessment agreements
Shibani Bisson gave a presentation outlining the proposed project as far as location,
existing conditions, and proposed improvements. Shibani Bisson described the project
location with the main part of the project constructing an extension of West 7 "' Street
between Minnesota and Elm streets, an alternate project for paving Elm Street south of
7 "' Street, and another alternate project for a mill and overlay of 7' Street between Elm
Street and CR 39. Shibani Bisson talked about existing conditions in the 7"' Street area
including undeveloped land, ponding, zoning, condition of 7t" Street between Elm Street
and CR 39, and existing gravel road on Elm Street south of 7t" Street.
Shibani Bisson next reviewed the proposed improvements. First is the proposed mill and
overlay of 7 '11 Street from CR 39 to Elm; this would also include some spot curb
replacements and possibly adding a chip seal. Next, the paving of Elm Street would be a
24 feet wide section and the costs would be absorbed by the three property owners, who
have agreed to pay the assessments. Property owners were also informed that future
upgrades of the road to an urban section could result in assessments. Finally, the West 7 "'
Street extension would be a collector road connection, built as a 44 ft wide urban section
and designed as a 35 mph street. Pathway improvements would be added to the north
City Council Minutes —April 22, 2013 Page
side of the street and would meander in the area of the pond. A future sidewalk would be
added on the south side of the new street when development occurs. Street lighting
would be part of the project but handled through a separate contract process. A sidewalk
would also be added to the north side of the existing 7t" Street across from K mart and
adjacent to the existing apartment complexes in that block.
Shibani Bisson discussed the traffic analysis and commented that they anticipate 2000 to
2500 vehicles per day to start. That would increase to 7000 to 8000 vehicles by 2030 in
the projections. Shibani Bisson noted that they had discussed a signal system at the
intersection of Elm and 7"' Streets, but it does not meet the warrant tests at this time. The
intersection will be a 2 -way stop on Elm Street with through street on West 7t ". Shibani
Bisson next addressed grading and ponding, noting there is a lot of grading needed for
this project. She discussed the level of the pond and that it is designed to be large enough
to drain the entire area, due to limited downstream capacity. Additional ponding will be
required on the south side of the street when it is developed. Shibani Bisson pointed out
that the project will also include sanitary sewer and watermain extension with the new
street.
Shibani Bisson discussed right of way and easement agreements that they have worked
out with Riverwood Bank and IRET Properties. Riverwood Bank is the fee owner of the
property to the south side of the proposed street. They are involved in this project as the
street will provide access to their property for future development. Shibani Bisson
explained the exchanges of property to provide needed ponding and easements for the
street and pathways. Shibani Bisson noted that the city is proposing to vacate the unused
portion of Minnesota Street south of 7 °i Street, which would then revert to the bank.
Glen Posusta questioned about the utilities that run through that area. Shibani Bisson
explained that the city will retain drainage and utility easements across the vacated street,
and would restrict the use of the property in the future.
Shibani Bisson discussed the project costs and funding scenario that is intended for the
project. The base project cost is estimated at $1,265,600; alternate 41 for 7ul Street mill
and overlay is estimated at $145,000; and alternate #2 for Elm Street paving is estimated
at $44,000. Following that, she went through the proposed assessments. The property
owned by Riverwood Bank would be assessed approx $850,000 and they will sign an
assessment agreement with the city to include deferred assessments. For the Elm Street
paving, the RV Center owners and Mr. and Mrs. Genung have agreed to split the cost of
the project for their side of the street. Riverwood Bank was not interested in paving at
this time, but did agree to the deferred assessment for their share. There will be no
assessments to property owners on the north side of 7t" Street between Elm Street and
CR39 for the mill and overlay, as those properties have no access to 7t" Street. Shibani
Bisson further discussed the assessment agreement with Riverwood Bank noting the
terms of the deferral at 10 years at an interest rate of 2% over prime and terms can be
transferred to potential buyers. They are still working with Riverwood Bank on sharing
the platting costs. Shibani Bisson pointed out the proposed plat area, noting the
preliminary and final plats are scheduled to be reviewed by Planning Commission at an
upcoming meeting in May.
City Council Minutes —April 22, 2013 Page 5
Shibani Bisson noted that the preliminary and final plat approval are planned to be
brought to Council on May 13 along with the public hearing for the Minnesota Street
vacation. Plans are to come back to Council on June 10 for approval of the plans and
specifications and authorization to go out for bids. With this timeline, they are looking at
a construction start in August.
Glen Posusta asked if the RV Center is hooked up to city water and sewer, which Shibani
confirmed. Glen Posusta also wanted to know why the street lighting is included in the
scope of the project and not funded through the city's street lighting program. Shibani
Bisson explained that the street lighting costs are estimated as part of the assessments on
the project, but would be bid as a separate project.
Glen Posusta indicated that he is not convinced that a mill and overlay is necessary for 7"'
Street and wondered about chip sealing. Shibani Bisson pointed out that chip sealing was
last done in 2009 on the 7 -year cycle; another chip seal at this time would not extend the
life of the street. Mill and overlay would probably extend the life of the street for another
10 to 15 years. Lloyd Hilgart asked about incorporating a chip seal with the mill and
overlay. Shibani Bisson stated that is a newer method and it does seem to have some
merit in reducing the reflective cracking following a mill and overlay. This type of chip
seal is a different application and is not the same as traditional chipsealing. There may be
some merit in doing a chip seal with a mill and overlay or possibly using the traditional
sealcoating as a follow up in a few years.
Brian Stumpf asked if there would be state aid or other available funds for the mill and
overlay and possible chip seal of 7tt' Street west of Elm Street. Wayne Oberg discussed
several options that could help fund that work. Tom Perrault asked if it would be
possible to address the 7t1' Street mill and overlay in a few years when the new portion of
7"' Street would be crackfilled and sealed. Shibani Bisson said that work would normally
be done in sequence 2 to 4 years after the original work, and a mill and overlay would be
done on a 7 -year cycle.
Mayor Herbst opened the public hearing.
Jack Nelson, 8 Center Circle, asked for a confirmation on whether there would be any
assessments for the mill and overlay. Shibani Bisson explained that the lots north of 7th
Street West would not be assessed with this project. The only properties that would be
considered along this stretch of 70' Street West are those with a driveway access onto 7t"
Street. Mr. Nelson also asked about the proposed 35 mph design. Shibani Bisson stated
that the final speed would be determined by the speed studies so it is not known at this
time what that will be. Mr. Nelson commented on the location of the stop signs that will
be added to the intersection of Elm and 7tt' Streets and suggested it might be worthwhile
to consider placing the stop signs on 7t1' Street rather than Elm Street to slow the traffic
down. Clint Herbst explained that they are looking at 7"' Street to help move traffic
across town more efficiently.
City Council Minutes —April 22, 2013 Page 6
9.
Mayor Herbst closed the public hearing.
LLOYD HILGART MOVED FOR ALTERNATIVE #1 TO ADOPT RESOLUTION
#2013 -028 ORDERING IMPROVEMENTS FOR WEST 7TH STREET EXTENSION
(MINNESOTA TO CR 39) AND ELM STREET (7TH STREET TO THE SOUTH
TERMINUS), CITY PROJECT NO. 12C002, CONTINGENT ON EXECUTION OF
ASSESSMENT AND WAIVER AGREEMENTS. GLEN POSUSTA SECONDED THE
MOTION. MOTION CARRIED 5 -0.
Public Hearing — Consideration of adopting Ordinance #577 amending the 2013 Fee
Schedule for miscellaneous fee changes
Mayor Herbst opened the public hearing. As there were no comments, the Mayor closed
the public hearing.
LLOYD HILGART MOVED FOR ALTERNATIVE #1 TO ADOPT ORDINANCE
#577 AMENDING THE 2013 FEE SCHEDULE AS FOLLOWS. GLEN POSUSTA
SECONDED THE MOTION. MOTION CARRIED 5 -0.
Grave Transfer Fee: 45 $15
Special Use Permits: $50
Fee shall be waived for a parade (only) application
Temporary Use Permits: $50
Fee shall be waived for a parade (only) application
Transient Merchant:
Annual permit, private premise $75 1year
Daily fees, independent merchant $50 1day
Sewer Rates — Special Cases: $24.65 X number ofpeople in household
"gaarter)
Irrigation Water Rate — Resid, Twnhms & Commercial:
(If metered separately, no quarterly minimum base rate is applied to irrigation meters
with zero usage.)
10. Consideration of adopting Resolution #2013 -029 accepting bids and awarding a
contract for the Great River Trailways and Trailhead Improvements, City Proiect
No. 100010, contingent on MnDOT approval and approval of amended easement
agreement with Xcel Energy
Shibani Bisson introduced this item and explained that this project will construct several
trail segments and a trailhead and incorporates the pedestrian underpass at the west end of
town, which was previously constructed in 2011. Shibani Bisson noted that Segment 3
City Council Minutes —April 22, 2013 Page 7
was bid as an alternate and they are recommending to exclude this as part of the project
since they do not yet have an agreement with the railroad for a trail crossing. Clint
Herbst stated that he feels there should be some way to get this done. Glen Posusta
commented that it doesn't make any sense for the railroad to object to the crossing as the
railroad only serves Xcel and this pathway segment would benefit Xcel. Clint Herbst
asked if there might be a possibility of exchanging another crossing in the city to get this
done. Glen Posusta asked if it would be possible to put in the trail up to the railroad on
each side. Angela Schurnarm confirmed that the funding would probably not be provided
unless the crossing was completed in full.
Shibani Bisson talked about the bid process and noted that Gertken Brothers Inc.
submitted the lowest bid. They have a lot of experience with building trails. Shibani
Bisson identified the funding available for the project (excluding segment 3), consisting
of DNR grant funds totaling $105,000, federal grant funds totaling $120,000, and
earmarked city funds of $45,000. It is recommended that Council award the contract for
the project contingent on MnDOT approval of the bids and approval of the Xcel amended
agreement. Shibani Bisson pointed out that the City Attorney has reviewed the amended
easement agreement with Xcel Energy, which was approved and signed by them on April
181i'. Shibani Bisson noted that it is hoped to begin the project by mid May with
completion of Segments 1 and 2 by June 30th in order to meet the deadline to receive the
federal grant funding. Segment 4 and the Trailhead are projected to be completed by the
end of July.
GLEN POSUSTA MOVED FOR ALTERNATIVE #1 TO ADOPT RESOLUTION
#2013 -029 ACCEPTING BIDS AND AWARDING CONTRACT TO GERTKEN
BROTHERS, INC IN THE AMOUNT OF $271,074.22 (EXCLUDING SEGMENT 3)
FOR THE GREAT RIVER TRAILWAYS AND TRAILHEAD IMPROVEMENTS,
CITY PROJECT NO. l OCO10, CONTINGENT ON DNR APPROVAL OF THE BIDS,
APPROVAL OF AMENDED EASEMENT AGREEMENT WITH XCEL ENERGY,
AND BIDDER COMPLIANCE WITH CONTRACTOR DBE REQUIREMENTS.
LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0.
Tom Perrault mentioned that he had talked to Angela Schumann about some of the
easement descriptions and was assured that they have been reviewed and are correct.
11. Consideration of adopting Resolution #2013 -030 approving plans and specifications
and authorizing advertisement of bids for the sludge dewaterinu facility for Phase 1
of Waste Water Treatment Facility Biosolids Dewatering, Energy Efficiency,
Headworks and Site Improvements, City Proiect #12C003
Bret Weiss provided information to Council on the request for approval of plans and
specifications and authorizing advertisement for bids for the sludge dewatering facility as
part of the Phase I improvements at the Waste Water Treatment Facility. Feasibility
study cost estimate is $1.76 million and the engineer's estimate is $1.98 million. Bret
Weiss talked about the screwpress equipment that was previously approved. This facility
will house the screwpress and allows for additional growth space. Bret Weiss gave a
City Council Minutes —April 22, 2013 Page 8
slide presentation showing some views of the proposed facility and explained how the
sludge dewatering process would work. Bret Weiss addressed some additional cost
factors which are related to increasing the building to a second story to house the screw
press adequately and requirement for a dual ventilation system. Bret Weiss reviewed the
timeline projected for this project with construction completion by the end of October
2013. Bret Weiss noted that Phase I of this project basically entails the dewatering
portion of the improvements and not the energy efficiency or headworks and site
improvements.
GLEN POSUSTA MOVED FOR ALTERNATIVE #1 TO ADOPT RESOLUTION
#2013 -030 APPROVING FINAL PLANS AND SPECIFICATIONS AND
AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR THE SLUDGE
DEWATERING FACILITY FOR PHASE I OF THE WASTE WATER TREATMENT
FACILITY BIOSOLIDS DEWATERING, ENERGY EFFICIENCY, HEADWORKS
AND SITE IMPROVEMENTS, CITY PROJECT NO. 12C003. LLOYD HILGART
SECONDED THE MOTION. MOTION CARRIED 5 -0.
12. Added items
Curbside brush chipping — Tom Perrault wanted to make sure the public was
aware of the brush chipping policy in case of storms. When a storm passes
through, Public Works staff will come through and pick up branches and yard
debris at no charge. Tom Perrault also noted that if residents find that their lawns
have been damaged by snow removal equipment, they should feel free to contact
Public Works as they will make repairs.
Dog problem — Clint Herbst noted that he had received a complaint from a
resident regarding a neighbor with too many dogs. Cathy Shuman explained that
she has been in touch with Dan Anselment from the Sheriff s Department and
Patty Salzwedel from our animal control regarding the situation with too many
dogs. This is related to a situation which had occurred over a year ago. Patty has
been in touch with the complainant and is working to rectify the situation so it
does not occur again. Clint Herbst commented that it is important to make sure
we are in compliance with the animal control ordinance.
13. Adiournment
TOM PERRAULT MOVED TO ADJOURN THE MEETING AT 8:14 P.M. LLOYD
HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0.
Recorder: Catherine M. Shuman
Approved: May 13, 2013
Attest:
ty linistrator
City Council Minutes —April 22, 2013 Page 9