City Council Minutes 08-26-2013MINUTES
REGULAR MEETING — MONTICELLO CITY COUNCIL
Monday, August 26, 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 — August 12, 2013 Regular Meeting (these will be brought to the
September 9t" meeting for approval)
3. Consideration of adding items to the agenda
• IRET proposed apartment building (Tom Perrault)
• Fog sealing (Jeff O'Neill)
• Interim plan for Public Works Director (Jeff O'Neill)
• Continuation of budget workshop - Jeff O'Neill noted that the special meeting
will be continued after the regular council meeting.
4. Citizen comments, public service announcements
a. Citizen Comments: None
b. Public Service Announcements:
1) "Blazin' Thru Bertram" trail run/walk (9/14) — Kitty Baltos provided an
update on a new event at Bertram Park which is a trail run and memorial
for Philip LaVallee This is also a fundraiser for Friends of Bertram. The
walk/run takes place on September 14t, at 9 a.m.
5. Consent Agenda:
A. Consideration of approving payment of bills for August 26th. Recommendation:
Approve payment of bill and purchase card registers for a total amount of
$877,746.61.
B. Consideration of approving new hires and departures for City departments.
Recommendation: Ratify new hires and terminations for Administration, MCC,
Liquor Store, and Public Works.
C. Consideration of authorizing expenditure for 2013 local share of River Rider
replacement bus. Recommendation: Authorize an expenditure of $14,055.80
City Council Minutes — August 26, 2013 Page 1
for the 2013 local share of a River Rider replacement bus to serve the city of
Monticello.
D. Consideration of authorizing closure of Sanitary Sewer Access Fund and Water
Access Fund by transferring year -end fund balances to the debt service fund for
the 2011A G.O. Refunding Bonds. Recommendation: Authorize closing the
Sanitary Sewer Access Fund and Water Access Fund by transferring year -end
fund balances to the 2011 A G.O. Refunding Bond Fund.
E. Consideration of approving amendments to the capitalization thresholds and
adopting the City of Monticello Capital Asset Guide. Recommendation:
Approve capitalization thresholds listed as follows and adopt the Capital Asset
Guide as presented.
ASSET CLASS
THRESHOLD
Land /land improvements
Land - $1 /Improvements - $50,000
Building /building improvements
$20,000
Primary infrastructure & utility
$75,000
Secondary infrastructure
$25,000
Equipment
$10,000
Software and non - tangible
$10,000
Construction Work in Progress
Upon completion, per above class
F. Consideration of approving terms of sale for property at 413 W 4t" Street (PID
155- 010 - 029020) and authorizing staff to draft a purchase agreement with a
potential buyer. Recommendation: Approve sale of property at 413 W 4th Street
(PID 155- 010- 029020) for $20,000 and direct staff to prepare a purchase
agreement with the following terms of sale:
• Sale price of property $20, 000.
• Closing costs to be shared by buyer and seller.
• Purchase agreement to be drafted by the City Attorney.
• Purchase agreement valid for 90 days from execution of agreement.
• Proceeds of sale to be directed to the EDA General Sub -Fund, less purchase
agreement, survey and closing costs.
• Seller will provide a quit claim deed for the property.
• The buyer has also requested a certificate of survey be prepared for the site.
Estimated costs for a survey are $2, 000.
• The City's sale is contingent on final review and approval of the building plans
by the City Council /EDA Land Sale and Acquisition group.
G. Consideration of approving equipment specifications and authorizing purchase of
two Ford F550 4X4 trucks and ancillary equipment for the Park and Street
Departments based on state contract pricing in accordance with the 2013 capital
equipment bond issue. THIS ITEM WAS REMOVED FROM THE
CONSENT AGENDA.
City Council Minutes — August 26, 2013 Page 2
H. Consideration of adopting Resolution 92013 -063 accepting petition and calling
for a public hearing to consider vacation of drainage and utility easements on Lots
2 and 3, Block 1, Pineview Addition (PID 155- 204 - 001020 & 155 -204- 001030).
Applicant: Property owner and seller Tom Holthaus /Applicant Kent Kj ellberg.
Recommendation: Adopt Resolution #2013 -063 accepting petition and calling
for a public hearing on September 26, 2013 to consider vacation of drainage and
utility easements on Lots 2 and 3, Block 1, Pineview Addition (PID 155 -204-
001020 & 1030).
Consideration of approving a three year contract with XO Communications for
network access services. THIS ITEM WAS REMOVED FROM THE
CONSENT AGENDA.
BRIAN STUMPF MOVED TO APPROVE THE CONSENT AGENDA WITH THE
REMOVAL OF ITEMS G AND I. LLOYD HILGART SECONDED THE MOTION.
MOTION CARRIED 5 -0.
6. Consideration of items removed from the consent agenda for discussion
5G. Consideration of approving equipment specifications and authorizing purchase of
two Ford F550 4X4 trucks and ancillary equipment for the Park and Street
Departments based on state contract pricing in accordance with the 2013 capital
equipment bond issue
Glen Posusta wanted a clarification on the need for a plow unit and wondered if it was
necessary at this time to order the plow unit. Tom Pawelk explained the use of the truck
that would be replaced, which is used to clear snow in municipal parking lots and for
sanding; it could also be used to clear snow in cul -de -sacs. He noted that Crysteel is
honoring the state bid pricing that they quoted last spring. Tom Pawelk also explained the
value in purchasing the Boss plow unit rather than another brand.
Wayne Oberg brought up the option of waiting until 2014 to purchase the add -ons so as
to save sales tax that would be exempt after January 1, 2014. Tom Moores explained that
they would like to order the truck with the plow now so it can be used during the snow
season. They could wait until 2014 to order the other truck and dump body if it would be
worth the savings of sales tax on the ancillary equipment.
GLEN POSUSTA MOVED TO PURCHASE TWO FORD F550 TRUCKS AT THIS
TIME WITHOUT THE PLOW UNIT. MOTION FAILED FOR LACK OF A SECOND.
LLOYD HILGART MOVED FOR ALTERNATIVE #1 TO APPROVE THE
SPECIFICATIONS AND AUTHORIZE PURCHASE OF TWO 2014 FORD F550 4X4
TRUCKS FROM MIDWAY FORD, EQUIPPED WITH THE CRYSTEEL DUMP
BODY AND ACCESSORIES AS SPECIFIED FOR EACH DEPARTMENT AND
WITH THE PLOW UNIT ESTIMATED AT A NOT -TO- EXCEED COST OF $6500, IN
THE TOTAL AMOUNT OF $114,407.32. COUNCIL ALSO AUTHORIZES STAFF
City Council Minutes — August 26, 2013 Page 3
TO SELL THE OLD EQUIPMENT AT A PUBLIC AUCTION FOLLOWING
DELIVERY OF THE NEW EQUIPMENT. BRIAN STUMPF SECONDED THE
MOTION. MOTION CARRIED 4 -1 GLEN POSUSTA VOTING IN OPPOSITION.
Tom Perrault asked about the cost of the maintenance that has gone into the trucks that
would be replaced. Tom Moores said he did not have those figures on hand, but
discussed some of the problems they have been experiencing.
5L Consideration of approving a three year contract with XO Communications for
network access services
Torn Perrault wanted clarification on the proposed pricing for the XO Communications
agreement. Mark Pultusker explained that the current contract costs $16,600 per month.
Under the new contract the monthly cost would drop to $6,660. However the contract
would be extended to 3 years which would extend the cost over time, but the city would
not have to continue to pay on the existing contract. The city could possibly save money
by going to a different vendor, but they would still have to continue to pay the balance of
the XO contract at the $16,600 monthly cost.
TOM PERRAULT MOVED FOR ALTERNATIVE #1 TO APPROVE A THREE YEAR
CONTRACT WITH XO COMMUNICATIONS FOR NETWORK ACCESS SERVICES
AT A RATE OF $6,660 PER MONTH. GLEN POSUSTA SECONDED THE
MOTION. MOTION CARRIED 5 -0.
7. Consideration of approving a contract with CSI Digital for video and network
support services
Mark Pultusker explained that CSI Digital is the current provider for video services on a
five year agreement, which has one year remaining. Mark Pultusker noted that FiberNet
has a need for Level 2 network support services in addition to the video support provided
in the current agreement. CSI Digital could provide this type of network support and
offered a 3 -year agreement at $2500 per month.
Glen Posusta asked what is causing a freeze frame on TV channels. Mark Pultusker
explained that this is probably related to set -top boxes and will be corrected with an
upgrade which is in process at this time.
GLEN POSUSTA MOVED FOR ALTERNATIVE #1 TO APPROVE CONTRACTING
WITH CSI DIGITAL FOR A 4 -YEAR AGREEMENT FOR VIDEO SUPPORT
SERVICES AND A 3 -YEAR AGREEMENT FOR NETWORK SUPPORT SERVICES,
EACH AT THE PRICE OF $2,500 PER MONTH. BRIAN STUMPF SECONDED THE
MOTION. MOTION CARRIED 4 -1 WITH LLOYD HILGART VOTING IN
OPPOSITION.
City Council Minutes — August 26, 2013 Page 4
Tom Perrault had a question about the payment schedule in the service order agreement
provided by CSI Digital. Mark Pultusker explained that this is an annual payment, so the
city will be billed once a year.
8. Consideration of approving FiberNet video equipment upgrade and investment
Mark Pultusker summarized the request for an upgrade to the FiberNet video equipment.
Originally, FiberNet chose to contract with Avail to provide the video channels to
FiberNet through their signals, in lieu of the city having to invest in additional equipment
to bring in video signals for its TV channels. Avail (recently changed to Vubiquity)
provides the bulk of the video channels and has been cutting back on channels and
reduced its signal strength to save costs. They have agreed to forego the remaining year
on the contract (worth $60,000), if the city prefers to upgrade their equipment to bring in
the channel signals. This would have been the other option that FiberNet could have
invested in initially. The total projected cost to upgrade the equipment is $240,000.
Mark Pultusker pointed out that the city would not have to pay the $60,000 remaining on
the agreement, as part of the termination agreement with Avail.
CLINT HERBST MOVED FOR ALTERNATIVE #1 TO CANCEL THE CONTRACT
WITH AVAIL (VUBIQUITY) WITH NO EARLY TERMINATION FEE AND
PURCHASE VIDEO SIGNAL EQUIPMENT AT AN ESTIMATED COST OF
$240,000. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED 5 -0.
9. Added items
IRET proposed apartment building — Tom Perrault brought up the discussion that
took place when IRET held a neighborhood meeting about their proposal for an
apartment building. He wanted to know where he could find more information
about why a project like this would decrease property values. Clint Herbst did not
think it would be possible to find proof that this project would decrease property
values in the area. Clint Herbst commented that the meeting was well attended
and IRET provided quite a bit of information.
•
Fog ag — Tom Moores brought up the request for adding a fog seal to a
portion of the sealcoating project for 2013. Shibani Bisson talked about the
striping of the center turn lane on Meadow Oak Avenue, it is currently not needed
now since the adjacent properties have not developed, but will be needed when
development does occur. It was discussed to stripe the roadway with a center
double yellow stripe. The old pavement markings may come up to the roadway
surface in the future. Tom Moores explained the process of removing the center
turn lane arrows and chip sealing over them. Tom Moores reviewed the cost
estimates he received to remove the arrows and fog seal Meadow Oak Avenue.
Tom Moores noted that fog sealing could still be done with this year's sealcoating
and talked about some of the benefits of fog sealing. Tom Moores had checked
on the cost of fog sealing the entire project and just on Meadow Oak Avenue. The
City Council Minutes — August 26, 2013 Page 5
costs for Meadow Oak Avenue are approximately $6,000, which is within the
budgeted amount for the seal coating and pavement marking project.
BRIAN STUMPF MOVED TO FOG SEAL ON A PORTION OF MEADOW
OAK AVENUE AS A TRIAL PROJECT. GLEN POSUSTA SECONDED THE
MOTION. MOTION CARRIED 5 -0.
• Glen Posusta mentioned that there are a lot of acorns on River Street that could be
cleaned up rather than have theirs wash into the storm drains.
Public Works Director options — Tracy Ergen commented that staff members met
this morning with the Personnel Committee to discuss options for handling public
works director duties. It was recommended by the group to consider allocating
those duties among the three public works supervisors, with certain duties turned
over to the City Administrator, Finance Director, and engineering, while
reviewing the workload. The three supervisors, city administrator, and finance
director would receive additional compensation during the interim period of 6 to
12 months. This would give more time for the city to determine the need for the
Public Works Director and other positions that are vacant right now. Jeff O'Neill
mentioned that there would be some budget savings realized with this plan.
BRIAN STUMPF TO APPROVE THE INTERIM PLAN FOR DISTRIBUTING
DUTIES OF THE PUBLIC WORKS DIRECTOR AND AUTHORIZING
COMPENSATION FOR A PERIOD OF SIX MONTHS EFFECTIVE
STARTING SEPTEMBER 1sT, 2013. GLEN POSUSTA SECONDED THE
MOTION. MOTION CARRIED 5 -0.
Clint Herbst stated that this is not meant as a money- saving process but rather to
give time to review the workload and determine the needs of the city. Torn
Perrault asked about the compensation rates and how that would be paid. Tracy
Ergen explained that compensation would be paid on a monthly basis.
10. Adjournment
GLEN POSUSTA MOVED TO ADJOURN THE REGULAR MEETING AT 8:10 P.M.
BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0.
Recorder: Catherine M. Shuman
Approved: September 9, 2013
r
Attest:
y inistrator
City Council Minutes —August 26, 2013 Page 6