City Council Agenda Packet 09-28-2009AGENDA
REGULAR MEETING – MONTICELLO CITY COUNCIL
Monday, September 28, 2009 – 7 p.m.
Mayor: Clint Herbst
Council Members: Tom Perrault, Glen Posusta, Brian Stumpf, Susie Wojchouski
1. Call to Order and Pledge of Allegiance.
2A. Approve minutes of September 14, 2009 Regular Meeting.
3. Consideration of adding items to the agenda.
4. Citizen comments, public service announcements and Council updates.
a. Public Service Announcements, if any:
1) Wine Tasting – October 30th
b. Council Updates:
1) Wright County Sheriff
5. Consent Agenda:
A. Consideration of approving new hires and departures for MCC.
B. Consideration of adopting a Resolution to approve final payment to Allied
Blacktop and accept work on the 2009 Sealcoating Improvements.
C. Consideration of approving a request for an amendment to Chapter 14, B-4
(Regional Business) District, of the Monticello Zoning Ordinance to allow
Veterinary/Animal Pet Clinic/Hospitals and Animal Retail and Accessory
Services, a request for Amendment to Planned Unit Development, and a request
for a Conditional Use Permit for Veterinary/Animal Pet Clinic/Hospital and
Animal Retail and Accessory Services in a B-4 (Regional Business) District.
Applicant: Ryan Companies US, Inc.
D. Consideration of approving a request for extension of Conditional Use Permit for
a Drive-Through Facility, Joint Parking and Joint Access, and a request for Final
Plat for Riverview Square Second Addition. Applicant: Broadway Market
Investors, LLC.
E. Consideration of purchasing a Sign Printer/Cutter, Laminator and Software for
FiberNet Monticello.
F. Consideration of approving a permit for the Wright County Snowmobile
Association for an access easement over the SE corner of parcel #6 at Bertram
Chain of Lakes.
G. Consideration of adopting a Resolution declaring costs to be assessed, ordering
preparation of assessment roll, and Calling for an Assessment Hearing for Fallon
Avenue Rehabilitation Improvements, City Project No. 09C005.
H. Consideration of Adopting a Resolution of Intent to Reimburse from Bond
Proceeds for Fallon Avenue Rehabilitation Improvements, City Project No.
09C005.
I. Consideration of approving start-up Change Fund for FiberNet Monticello.
J. Consideration of adopting a Resolution for an Official Holiday Tree as
recommended by the Monticello Parks Commission.
K. Consideration of extending the Final Plat Approval for the plat of First Minnesota
Bank Commercial.
L. Consideration of adopting a Resolution to approve final payment and accept work
on Dalton Avenue Improvements, City Project No. 06C015 (2006-15C).
M. Consideration of approving the revised contract for the Comprehensive Revision
of the Monticello Zoning Ordinance.
6. Consideration of items removed from the consent agenda for discussion.
7. REMOVED FROM AGENDA
8. Consideration of approving preparation of an application for the new Parks and Trails
Legacy Grant for acquisition funds for the Bertram Chain of Lakes project, in
conjunction with Wright County.
9. Consideration of establishing a Council/Staff task force to review building and
development related fees.
10. REMOVED FROM AGENDA
11. Consideration of accepting bids and approving contract for exterior improvements for the
Monticello Fire Hall.
12. Approve payment of bills for September 28th.
13. Adjournment.
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5A. Consideration of approving new hires and departures for MCC. (TE)
A. REFERENCE AND BACKGROUND:
The Council is asked to ratify the hiring and departures of employees that have occurred
recently in the departments listed. It is recommended that the Council officially ratify the
hiring/departure of all listed employees including part-time and seasonal workers.
A.1 BUDGET IMPACT: None
A.2 STAFF WORK LOAD IMPACT: Until the positions are filled again, existing staff
would pick up those hours.
B. ALTERNATIVE ACTIONS:
1. Ratify the hire/departures of the employees as identified on the attached list.
C. RECOMMENDATION:
By statute the City Council has the authority to approve all hires/departures. There is no
other recommendation but for the Council to exercise the authority given to them by state
statute.
D. SUPPORTING DATA:
List of new/terminated employees.
Name Title Department Effective Date Class
Matt Kampa Climbing Wall Attendant/Custodian MCC 9/9/09 PT
Blake Grates Climbing Wall Attendant MCC 9/9/09 PT
Name Reason Department Last Day Worked Class
Curtis Reid Voluntary MCC 9/14/09 PT
NEW EMPLOYEES
TERMINATING EMPLOYEES
5A council_employee list.xls: 9/25/2009
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5B. Consideration of adopting a Resolution to approve final payment to Allied Blacktop and
accept work on the 2009 Sealcoating Improvements. (BP, TM)
A. REFERENCE AND BACKGROUND:
The 2009 Street Bituminous Sealcoating Project contract was awarded by council on 7-13-09,
for Allied Blacktop to sealcoat approximately 78,804 square yards of City streets, and 1,400
square yards of the Swan River Montessori School parking lot (damage from contractor will be
reimbursed to the city) for a Total of 80,204 square yards @ $.99 / sq. yd. totaling $78,310.48.
The areas sealcoated with the 2009 project included:
5th Street W Clubview Drive
6th St (Elm St to Hwy 25) Maple (6th St to Apartments)
7th Street (Elm St to CSAH 39 W) Locust St (6th St to 7th St)
7th Street (Minnesota to Hwy 25) Walnut St ( RR Tracks to 7th St)
84th St (Gatewater east approx 300 feet) Elm St (CSAH 39 W to 7th St W)
School Blvd (Fallon to Fenning) Swan River Montessori parking lot
An observation of dusty conditions during the cure time of the sealcoat application was noticed
and a gradation test taken prior to application of FA2 granite chip had shown a screen sieve # 200
discrepancy. We received the results of the test after the project’s completion. For this
discrepancy Allied Blacktop has agreed to increase the warranty for the 2009 Street Bituminous
Sealcoating Project from one year to two years. In the opinion of the Public Works Director, City
Engineer, Street Superintendent and City Administrator this provision will assure a satisfactory
final product as problems associated with failure to meet the standard, if they occur, are likely to
show up within the extended warranty period.
A1. Budget Impact: The final payment due to Allied Blacktop is $78,310.48.
A2. Staff Workload Impact: None.
B. ALTERNATIVE ACTIONS:
1. Motion to approve final payment to Allied Blacktop in the amount of $78,310.48 and
accept the work for the 2009 Sealcoating improvements.
2. Motion to deny final payment.
C. STAFF RECOMMENDATION:
City staff recommends that the Council motion to approve final payment to Allied Blacktop
as outlined in Alternative #1.
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D. SUPPORTING DATA:
Copy of final payments due
Braun Intertec gradation sample results
Warranty Agreement
Copy of Resolution 2009-55
CITY OF MONTICELLO
RESOLUTION NO. 2009-55
APPROVING FINAL PAYMENT AND ACCEPTING IMPROVEMENTS
2009 SEAL COATING IMPROVEMENTS
WHEREAS, pursuant to a written contract with the City of Monticello awarded to Allied Blacktop of
Maple Grove, Minnesota, the contractor has satisfactorily completed the work for the bituminous
sealcoating improvements for 2009 in accordance with the contract;
NOW THEREFORE, BE IT RESOLVED BY THE CITY OF MONTICELLO, MINESOTA that
the work completed under said contract is hereby accepted and approved and that the Mayor and City
Clerk are hereby directed to issue a proper order for the final payment on such contract subject to
receipt of the following:
1) Satisfactory showing that the contractor has complied with the provisions of Minnesota Statutes
290.92 requiring withholding state income tax;
2) Evidence in the form of an affidavit that all claims against the contractor by reasons of the
contract have been fully paid or satisfactorily secured;
3) Consent of Surety to Final Payment certification from the contractor’s surety; and
4) Two year maintenance bond to extend two years from the date of acceptance of the project by the
City Council.
Adopted by the Monticello City Council, this 28th day of September, 2009.
___________________________
Clint Herbst, Mayor
ATTEST:
___________________________
Jeff O’Neill, City Administrator
City Council Agenda: 9/28/09
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5C. Consideration of approving a request for an amendment to Chapter 14, B-4
(Regional Business) District, of the Monticello Zoning Ordinance to allow
Veterinary/Animal Pet Clinic/Hospitals and Domestic Animal Boarding, a request
for Amendment to Planned Unit Development, and a request for a Conditional Use
Permit for Veterinary/Animal Pet Clinic/Hospital and Domestic Animal Boarding in
a B-4 (Regional Business) District. Applicant: Ryan Companies US, Inc. (NAC)
A. REFERENCE AND BACKGROUND:
The Planning Commission reviewed this item during a special public hearing held
on September 22nd, 2009. The Planning Commission unanimously recommended
approval of each of the three separate requested actions.
In their review of the requests, the Planning Commission sought clarification that
no animal activity was to take place outside of the facility as related to animal
boarding or training. Ryan Companies representatives confirmed that all activities
for the described uses would occur indoors. Ryan Companies also indicated that the
veterinary clinic services are not part of the initial store operations, but Petsmart
has requested the right to offer the services in the future. Therefore, the request is
being made with this application.
The Commission did request clarification on waste disposal related to the animal
uses prior to Council consideration. Ryan Companies has provided that
clarification and it is attached as an exhibit to this report.
Ryan Companies is seeking a series of approvals to accommodate the addition of a retail
building to the Union Crossings project including Home Depot and Office Max. The
addition would be occupied by Petsmart, which would require an amendment to the
zoning ordinance allowing their use in the B-4 district by CUP. As such, the application
includes a Conditional Use Permit for development stage Planned Unit Development for
the construction of an inline retail center, an amendment to the zoning ordinance, and a
CUP application for Petsmart to occupy the new building upon completion.
ANALYSIS
The subject site is located at the intersection of 7th Street East and Highland Way,
between the Target and Home Depot properties. The site lies within the Union Crossings
PUD. The parking lot and landscaping were installed during construction of the adjacent
Home Depot and Office Max properties. The site relies on Planned Unit Development
for shared parking, shared access. The lot itself was created by a revised plat processed
earlier this year, Union Crossings 4th Addition.
Comprehensive Plan: Monticello’s Comprehensive Plan designates this area for
commercial use.
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Zoning: The subject site is zoned B-4, Regional Business. The purpose of the B-4
regional business district is to provide for the establishment of commercial and service
activities which draw from and serve customers from the entire community or region.
CUP/PLANNED UNIT DEVELOPMENT AMENDMENT
A Planned Unit Development allows for flexibility in performance standards with the
understanding that the development will be held to higher standards of site and building
design than would ordinarily be required. It is the applicant’s responsibility to design the
development with significant benefits and communicate those benefits to the City for
allowing a CUP/PUD.
Setbacks. The site is zoned B-4, Regional Business. In this district, there are no
minimum setback requirements.
Parking. Parking areas were established at the time of the original PUD approval based
on an expectation for retail use of the property. The number of parking stalls provided
greatly exceeds the minimum requirement for the site. As stated above, the site relies on
Planned Unit Development for a shared parking arrangement between tenants. It is
expected that overflow parking from this use will rely on the excess parking stalls of the
inline site to accommodate parking needs during peak periods. As such, the proposed
parking is appropriate for the site.
Landscaping. Landscaping on the site consists of existing plantings at the perimeter of
the property and within the existing parking lot. No new plantings are anticipated as a
result of this portion of the project. Landscaping in place exceeds required standards.
Signage. Within commercial districts, the total area of all signs displayed on a lot shall
not exceed fifteen (15) percent of the total building facade fronting not more than two (2)
public streets.
The sign plan for the center was considered at the time of the original PUD. The
Petsmart addition is consistent with the anticipated signing concept. With regard to
specific size, the Petsmart façade is approximately 2,770 square feet in area, yielding a
maximum sign area of 415 square feet. The sign proposal includes a Petsmart
identification sign of 95 square feet, and a “Grooming” sign of about 15 square feet, a
total of about 110 square feet overall in wall signage. The sign plan also illustrates a
placard sign included on the shopping center pylon, at 48 square feet. Total signage
proposed is 158 square feet, well within the 15% cap allowed for this building.
Access and Circulation. Access and circulation was established at the time of the
original PUD and is in place for this project.
Building Design. The applicant has submitted color elevations for all three sides of the
building which are consistent with the existing building design. The building is proposed
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to consist of synthetic stucco with rockface masonry accents in varying earth tone shades.
The front and east elevations will broken up with dark fabric awnings, gray tinted glass,
and anodized metal cornices above each doorway.
The rear elevation is of a similar design, with fewer aesthetic details. The back side of
the building will be broken up by stepping forward portions of the façade and using
multiple earth tone shades. Service access for the building will be located on the back
side.
Grading, Drainage, and Utilities. Grading and drainage requirements were considered
and implemented with the original PUD, as were utility installations. Additional
comments from the City Engineer, if any, may be presented at the Planning Commission
meeting.
ZONING ORDINANCE AMENDMENT AND CONDITIONAL USE PERMIT
The current zoning ordinance does not have an entry for retail pet supplies. Animal Pet
Clinics and Pet Hospitals both are allowed in the B-3, Highway Commercial District by
CUP, however, the conditional uses in the B-3 district do not roll over into the B-4
district. As such, new entries for these uses are proposed in order to accommodate the
range of uses proposed for the Petsmart building.
The first amendment would be to add the following to the list of allowed retail uses in the
B-4 district:
14-2 [MM] Domestic pets and pet supply sales
The second amendment would be to add veterinary clinics and hospitals and pet
grooming to the list of conditional uses in the B-4 district. For this purpose, we have
generally tracked the current language within the B-3 district conditional uses.
Since the City is currently updating its zoning ordinance as a separate project, it will be
important to trace this use between the two districts to coordinate language if appropriate.
14-4 [H] Domestic pet grooming and veterinary clinics and hospitals, with
the following conditions:
1. Annual inspection by City's health officer at owner's expense.
2. All pets must be leashed.
3. Treatment to be limited to domestic household pets.
4. No outside pens or kennels.
5. No outside storage of carcasses.
With this language, the City can grant a CUP to the Petsmart site for both grooming and
veterinary care, along with permitting pet and pet supply retailing in the B-4 District.
The amendments will allow for grooming, boarding, training as incidental uses to the
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retail and veterinary activities. The applicants have indicated that no outdoor activities
would be a part of the Petsmart operation, consistent with these conditions.
B. ALTERNATIVE ACTIONS:
The Planning Commission recommends alternative 1 for Decision 1, 2, and 3 below.
Decision 1: Regarding the request for a Conditional Use Permit for Development Stage
Planned Unit Development approval and Final Plat approval for a strip center with retail
and commercial uses, the City has the following options:
1. Motion to approve the Development Stage Planned Unit Development, based on a
finding that the proposed use is consistent with the intent of the existing PUD and the
B-4 District, subject to the conditions outlined in Exhibit Z.
2. Motion to deny the Conditional Use Permit for Development Stage Planned Unit
Development, based on a finding that the proposed use is not consistent with the
intent of the existing PUD and the B-4 District, and the use may not be supported by
the site.
Decision 2: Regarding an amendment to the B-4 District establishing Pet and Pet Supply
Sales as a permitted use, and Pet Grooming, and Pet Clinics and Hospitals as
Conditional Uses.
1. Motion to approve the amendment, based on a finding that the amendment is
consistent with the intent and purpose of the B-4 District, and that the uses would be
consistent and complementary to similar retail sales and service uses.
2. Motion to deny the amendment, based on a finding that the proposed uses are not
consistent with the intent of the B-4 zoning district.
Decision 3: Regarding a Conditional Use Permit for Pet Grooming and Pet
Clinics/Hospitals in the B-4 District.
1. Motion to approve the CUP, based on a finding that the proposed use will meet the
conditions of the zoning ordinance and will be consistent with the intent of the B-4
district and the Comprehensive Plan.
2. Motion to deny the CUP, based on a finding that the proposal for the use cannot be
found to meet the conditions of the zoning ordinance.
C. STAFF RECOMMENDATION:
Ryan Companies is requesting a Conditional Use Permit for Development Stage Planned
Unit Development to allow for an expansion of the shopping center area adjacent to the
Office Max building. The site is part of the existing Union Crossings Planned Unit
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Development, which contains a mix of retail uses. The request is generally consistent
with the recommendations made by staff during Concept Stage Review.
In addition, the applicant is seeking an amendment to the B-4 District to allow for Pet and
Pet Supply retail sales, and Pet Clinics and Hospitals by Conditional Use Permit. A CUP
for Petsmart is also included in the application packet.
The proposed use appears to be consistent with the intent of the B-4 District and the
existing PUD. Staff recommends approval of the CUP for Planned Unit Development, the
zoning district amendments, and the CUP for Petsmart, subject to the conditions outlined
in Exhibit Z.
D. SUPPORTING DATA:
Exhibit A: Applicant Narrative – Text Amendment and PUD Amendment
Exhibit B: Site Plan
Exhibit C: Grading/Erosion Control Plan
Exhibit D: SWPP Plan
Exhibit E: Utility Plan
Exhibit F: Civil Details
Exhibit G: Landscape Plan
Exhibit H: Landscape Details
Exhibit I: Photometric Plan
Exhibit J: Building Elevations
Exhibit K: Engineer’s Comments
Exhibit L: Clarification of Waste Disposal
Exhibit Z: Conditions of Approval
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EXHIBIT Z
Conditions of Approval
Petsmart – Union Crossings 4th Addition
1. All wall pack lighting shall be full cutoff lighting to reduce glare.
2. The applicant shall review the plans to comply with the recommendations of the City
Engineer as described in the letter dated September 18th, 2009, with the following
notations:
a. Trash enclosure shall be constructed with materials consistent with adjacent
property.
b. Revise the sanitary sewer service line from SDR 35 to SDR 26.
c. The 1½” copper domestic supply line be tapped into the 6” DIP inside the
building and not underground. This should save on copper pipe, and it will make
maintenance easier in the future.
d. Waste disposal services to be clarified (noted above as exhibit).
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5D. Consideration of approving a request for extension of a Conditional Use Permit for
a Bank Facility with Drive-Through Facility, Joint Parking and Joint Access.
Applicant: Broadway Market Investors, LLC. (AS)
A. REFERENCE AND BACKGROUND:
The Planning Commission considered this item during their regular meeting on
September 1st, 2009 and unanimously recommended approval of the extension.
On September 2nd, 2008, the Planning Commission reviewed and recommended approval
of a Conditional Use Permit for a bank facility at the corner of CSAH 75 and CSAH 39. The
site is one (1) acre in size and is zoned PZ-M, Performance Mixed District. The City Council
approved the CUP on September 22, 2008.
Due to non-use, the conditional use permit for the CUP will expire on September 22,
2009. The Monticello Zoning Ordinance requires that conditional use permits expire due
to non-use after one year. As such, the applicant has requested a one-year extension. All
previously approved conditions will apply to any extension of the permit.
The planning report for the original item has been provided for reference.
B. ALTERNATIVE ACTIONS:
1. Motion to extend the September 22nd, 2008 Conditional Use Permit for Planned Unit
Development for a Bank Facility with Drive-Through Facility, Joint Parking and Joint
Access for M & I Bank with the condition that all previously approved conditions be
assigned to the extension.
2. Motion to deny an extension of the September 22nd, 2008 Conditional Use Permit for
Planned Unit Development for a Bank Facility with Drive-Through Facility, Joint
Parking and Joint Access for M & I Bank with the condition that all previously
approved conditions be assigned to the extension.
3. Motion of other.
C. STAFF RECOMMENDATION:
Staff recommends Alternative #1 for approval of the extension. The request is consistent
with current and proposed objectives for the PZM District.
D. SUPPORTING DATA:
A-Staff Report for September 2nd, 2008
B-Conditional Use Permit Plan documents
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5E. Consideration of purchasing a Sign Printer/Cutter, Laminator, and Software for
FiberNet Monticello. (MB/BP)
A. REFERENCE AND BACKGROUND:
The City Council is asked to consider purchasing a printer/cutter, laminator, and graphic
software. The request is based on an immediate need by FiberNet Monticello to design
and print a large volume of signs, banners, branding stickers (for all ONT boxes and
related apparatuses), vehicle wraps, etc. However, purchasing the requested equipment
will open up a vast amount of opportunities for other departments to fulfill their
signage/display needs.
Staff completed pricing research of two companies: Xpress Graphix located in Elk River,
and Signs & Banners located in Rogers. Xpress Graphix has a used printer/cutter they are
selling at half price along with offering a special on software. Taking these factors into
consideration it appears Xpress Graphix’s has the most competitive pricing at $13,200 for
a 41” laminator, 30” printer/cutter (used equipment piece), and Signlab Print & Cut
Software. A couple things to note; the cost of a new printer/cutter is $11,595 and at cost
software is $3,700. Xpress Graphix is offering the printer/cutter at $7,200 (price
reduction is due to previous owner died and Xpress Graphix receiving the equipment
back) and software at $1,000. It should be noted the special offer on the software will
expire at the end of September.
Staff contacted Signs and Banners requesting pricing for similar equipment. It should be
noted this company does not carry the exact same model Xpress Graphix carries,
however comparing similar equipment, software, and materials the cost is approximately
$32,250 (this is a 38” laminator, 54”cutter, and plotter. They do not have a printer/cutter
combination model). The printer/cutter combination is necessary for the creation of most
street /park signs, labels, and individual lettered signs.
In taking a look at the dollars recently spent and anticipated to be expended in the future,
it appears the upfront cost of the sign equipment will pay for its self in short order. The
cost to produce signs in house has been determined to be approximately a ¼ the price
from a vendor. It should be stated that the examples below are outlining the material
costs, graphic design fees will also be reduced as the proposed software will allow staff to
create numerous graphics in-house.
1. FiberNet purchases a 5x10 banner to identify FiberNet’s new office location. The
vendor cost was $600 with a week’s lead time. To produce the sign in house it would cost
approximately $100 in materials, limited staff time, and the sign could be produced
immediately.
2. FiberNet purchased 10 2x4 corrugated “yard” signs for neighborhood events. The
vendor cost per sign was $12.99 and included a week’s lead time. Materials for these
signs are estimated to cost $4.00 per sign.
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3. Streets: The State is mandating a sign program to be implemented by year 2012 to
change all signs in the City to meet the new State and Federal laws by year 2015. Most of
our signs are not in compliance. Replacing these signs through a vendor is anticipated to
exceed $30,000.
Another benefit is the fact the signs can be produced immediately. Signs from vendors
can take at a minimum two weeks lead time. The benefits of purchasing the requested
sign equipment far exceeds the needs by FiberNet and Public Works. The equipment will
allow other departments to fulfill their promotional needs in house. Below is a quick run-
down of various departments that would greatly benefit:
FiberNet: equipment branding stickers, banners, give away stickers, notification
signs, vehicle wrapping, magnets, event signs/posters, window graphics, shirts,
etc.
City Hall: “mowing” notification signs, posters, maps, etc. Informational sign
MCC: Event signs (Farmers Market, Block Party, Movie in the Park, etc), event
directional signs, posters, window signs, shirts, stickers, banners,
Public Works: Street signs, regulatory signs, parking signs, directional signs,
warning signs, construction signs, public awareness signs & OSHA signs, and
park signs.
Liquor Store: Promotional signs, window signs, in store display signs.
A1. Budget Impact: As previously stated, the items requested to be purchased would
be through FiberNet Monticello budget because FiberNet has the most immediate
need. However it is anticipated over time the equipment will be sold back to the
City for shared use by Public Works, MCC, Liquor and City Hall. The laminator,
printer/cutter, and software equal $13,200. Additional expenses would accrue for
ink cartridges and materials for a total of $14,970. Please note that staff will be
certain to utilize the equipment in a thoughtful manner. It is our goal to not add to
unnecessary sign proliferation and clutter. Rather, the equipment will be used to
enhance communication through signage in a tasteful fashion.
C. ALTERNATIVE ACTIONS:
1. Motion to approve expending a total of $14,970 for sign equipment, software, and
materials.
2. Motion to deny expenditure.
3. Motion to table for further research.
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C. STAFF RECOMMENDATION:
Staff recommends alternative #1. The benefits will be realized in short order due to cost
and the ability to quickly generate signs. It is also important to note that multiple
departments within the City will be able to cut costs within their departments over time as
the sign capabilities are fully utilized. Several cities (Blaine, Elk River, Columbia
Heights, St. Anthony) have invested in this type of sign equipment and have seen dollar
savings and time response throughout the City.
D. SUPPORTING DATA:
Sign equipment brochure
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5F. Consideration of approving a permit for the Wright County Snowmobile
Association for an access easement at Bertram Chain of Lakes. (AS)
A. REFERENCE AND BACKGROUND:
The City Council is asked to consider approving an access permit for the Wright County
Snowmobile Association. The permit would allow the Association access to a small
portion of the City/County owned piece of the Bertram Chain of Lakes for recreational
snowmobiling purposes. The Association had an agreement for use of this area with the
previous landowner, the YMCA of Minneapolis.
As Council is aware, the City and County are currently actively engaged in the master
planning and acquisition funding efforts for the Bertram Chain of Lakes property. As
those efforts continue, allowing the public to use the site is important. The City and
County are asked to consider continuing customary uses, such as the use by the
Snowmobile Association, on a case-by-case basis.
The Association will groom and maintain the route as they have previously. This request
will not inhibit or adversely impact the City and County’s use of the property. The
access agreement is perpetual. However, the City and County have the ability to
terminate the easement at any time.
The Bertram Chain of Lakes Advisory Board unanimously recommends approval of the
easements. The County Board of Commissioners also unanimously approved the permit
request on September 22nd.
A1. Staff Impact: None.
A2. Budget Impact: None.
B. ALTERNATIVE ACTIONS:
1. Motion to approve a permit for the Wright County Snowmobile Association for
an access easement at Bertram Chain of Lakes.
2. Motion to deny a permit for the Wright County Snowmobile Association for an
access easement at Bertram Chain of Lakes.
C. STAFF RECOMMENDATION:
Staff recommends Alternative #1 for approval of the permit at this time.
D. SUPPORTING DATA:
A-Permit Request Application
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5G. Consideration of adopting a Resolution declaring costs to be assessed, ordering
preparation of assessment roll and calling for Assessment Hearing for Fallon Avenue
Rehabilitation Improvements, City Project No. 09C005. (B.W.)
A. REFERENCE AND BACKGROUND:
WSB & Associates, Inc. completed the preliminary assessment roll for the reconstruction
of Fallon Avenue between School Boulevard and the section recently reconstructed with
Chelsea Road. Wright County requires that the assessments be certified to the County
Auditor by November 30, 2009 for collection on next year’s taxes. This deadline can be
met by calling for the assessment hearing to be held at the October 26, 2009 Council
meeting. By conducting the assessment hearing on October 26th, adequate time for the
publication and mailing of notices will be provided to satisfy requirements for public
improvement projects in accordance with Minnesota State Statutes Chapter 429.
In accordance with Minnesota Statute 429, in order to bond for this project the City
Council must hold a public hearing prior to the contract award, which was completed on
September 14, 2009, and also conduct an assessment hearing upon project completion.
While construction will likely not be completed prior to the assessment hearing, the final
project costs will be known allowing the final assessments to be accurately calculated,
thereby meeting the assessment hearing requirements.
The winning construction bid for this project was $146,523.94, and indirect costs for
administration, engineering, legal, material testing and financing costs are estimated at
$41,026.70, which results in a total estimated project cost of $187,550.64. These costs are
well below the estimated project cost included in the Feasibility Report which totaled
$270,745.60 based on estimated construction costs of $211,520 and indirect costs of
$59,225.60.
Funding for this project will be provided through a combination of City funds and special
assessments to adjacent benefiting properties. Each benefiting property will be assessed
for the improvements based on their total front footage adjacent to Fallon Avenue.
Preliminary assessments were calculated using a fixed rate of $36.90 per front foot, which
is well below what the City has typically assessed commercial properties for in the past.
This is primarily because the project received very favorable bids, almost 40% less than
the engineer’s estimate based on the final plans and specifications. A copy of the
preliminary assessment roll is attached for Council’s review.
The proposed funding splits based on an assessment rate of $36.90 per front foot is as
follows:
Assessments ..........................................$ 143,052.10
City Funds (General).............................$ 44,498.54
Total $ 187,550.64
Council Agenda: 9/28/09
2
City staff invited all benefiting property owners to a preliminary assessment information
meeting at City Hall on Wednesday, September 9th to allow staff to address any questions
the property owners might have on the project itself or on how their assessments were
being calculated. None of the noticed parties attended the meeting however.
Council should note that at the time Fallon Avenue is improved due to the need to install
the deep trunk sanitary sewer to serve future development south of the current City limits,
any property owner that is assessed for improvements under this project will only be
assessed for widening of the street, including curb and gutter, storm sewer and pathway
improvements. They will not be assessed again for the 24-foot wide reconstructed street
section. Letters have been mailed to each of the assessable property owners explaining
this in detail.
Per Council’s request, staff will provide all assessed property owners the option of paying
their assessments using a 5-year or a 10-year term.
B. ALTERNATIVE ACTIONS:
1. Motion to adopt Resolution 2009-53 declaring costs to be assessed, ordering
preparation of assessment roll and calling for Assessment Hearing on October 26,
2009 at 7 p.m. for City Project No. 09C005.
2. Motion to deny calling for an assessment hearing at this time.
C. STAFF RECOMMENDATION:
City staff recommends that the Council approve Alternative No. 1.
D. SUPPORTING DATA:
Preliminary Assessment Roll
City of Monticello Resolution No. 2009-53
CITY OF MONTICELLO
RESOLUTION NO. 2009-53
RESOLUTION DECLARING COSTS TO BE ASSESSED, ORDERING
PREPARATION OF ASSESSMENT ROLL AND CALLING FOR HEARING
FALLON AVENUE REHABILITATION IMPROVEMENTS
CITY PROJECT NO. 09C005
WHEREAS, contracts have been let for pavement rehabilitation improvements on Fallon Avenue
between School Boulevard and Chelsea Road; and
WHEREAS, the total estimated cost of said improvement is $187,550.64;
NOW THEREFORE BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF
MONTICELLO, MINNESOTA AS FOLLOWS:
1. The City Council hereby determines that $143,052.10 shall be assessed against benefitted
property owners based upon benefits received without regard to cash valuation.
2. The City Administrator shall forthwith calculate the proper amount to be specially assessed for
such improvement against every assessable lot, piece or parcel of land without regard to cash
valuation as provided by law, and he shall file a copy of such proposed assessment in his office
for public inspection.
3. A hearing shall be held on the 26th day of October, 2009 at 7 p.m. at the Monticello City Hall to
pass upon such proposed assessment and at such time and place all persons owning property
affected by such improvement will be given an opportunity to be heard with reference to such
assessment.
4. The City Clerk is hereby directed to cause a notice of the hearing on the proposed assessment to
be published once in the official newspaper at least two weeks prior to the hearing and shall state
in the notice the total cost of the improvement. He shall also cause mailed notice to be given to
the owner of each parcel described in the assessment roll not less than two weeks prior to the
hearing.
5. The owner of any property so assessed may, at an y time prior to certification of the assessment to
the County Auditor, pay the whole of the assessment on such property, with interest accrued to
the date of payment to the City, except that no interest shall be charged if the entire assessment is
paid within 30 days from the adoption of the assessment. The property owner may at any time
thereafter, pay to City the entire amount of the assessment remaining unpaid with interest
accrued to December 31st of the year in which such payment is made. Such payment must be
made before November 15th or interest will be charged through December 31st of the succeeding
year.
Adopted by the Monticello City Council this 28th day of September, 2009.
ATTEST: _________________________________________
Clint Herbst, Mayor
_______________________________________
Jeff O’Neill, City Administrator
City Council Agenda: 9/28/09
5H. Consideration of Adopting a Resolution of Intent to Reimburse from Bond
Proceeds for Fallon Avenue Rehabilitation Improvements, City Project No.
09C005. (TK)
A. REFERENCE AND BACKGROUND:
The Internal Revenue Service requires the City to adopt a resolution declaring the
official intent to reimburse certain project expenditures from bond proceeds, if the
City plans or would issue bonds to finance project costs. By passing this
resolution it would allow the City to include the Fallon Avenue rehabilitation
project in a future bond issue and without the resolution the project could not be
funded by bonds. At this time the City is not planning on issuing any bonds, but
may if the City moves forward with other improvement projects in the future.
A1. Budget Impact: By adopting the resolution the City would have the
ability to include the Fallon Avenue Rehabilitation project in a future bond
issue.
A2. Staff Workload Impact: There would be no impact on the staff.
B. ALTERNATIVE ACTIONS:
1. Adopt the resolution declaring the official intent to reimburse expenditures
from the proceeds of bonds.
a. Do not adopt the resolution declaring the official intent to reimburse
expenditures from the proceeds of bonds.
C. STAFF RECOMMENDATION:
The City staff supports Alternative 1.
D. SUPPORTING DATA:
Resolution 2009-52
CITY OF MONTICELLO
RESOLUTION 2009-52
DECLARING THE OFFICIAL INTENT OF THE CITY OF MONTICELLO
TO REIMBURSE CERTAIN EXPENDITURES FROM THE PROCEEDS OF
BONDS TO BE ISSUED BY THE CITY
WHEREAS, the Internal Revenue Service has issued Treas. Reg. §1.150-2 providing that
proceeds of tax-exempt bonds used to reimburse prior expenditures will not be deemed spent
unless certain requirements are met; and
WHEREAS, the City expects to incur certain expenditures which may be financed temporarily
from sources other than bonds, and reimbursed from the proceeds of a bond;
WHEREAS, the City has determined to make this declaration of official intent (“Declaration”) to
reimburse certain costs from proceeds of bonds in accordance with the Reimbursement
Regulations.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
MONTICELLO (THE “CITY”) AS FOLLOWS:
1. The City reasonably intends to make expenditures for the projects described in Exhibit A
(the “Projects”), and reasonably intends to reimburse itself for such expenditures from the
proceeds of debt to be issued by the City in the maximum principal amount described in
Exhibit A. All reimbursed expenditures will be capital expenditures, costs of issuance of
the bonds, or other expenditures eligible for reimbursement under Section 1.150-2(d)(3)
of the Reimbursement Regulations.
2. This Declaration has been made not later than 60 days after payment of any original
expenditure to be subject to a reimbursement allocation with respect to the proceeds of
bonds, except for the following expenditures: (a) costs of issuance of bonds; (b) costs in
an amount not in excess of $100,000 or 5 percent of the proceeds of an issue; or (c)
“preliminary expenditures” up to an amount not in excess of 20 percent of the aggregate
issue price of the issue or issues that finance or are reasonably expected by the City to
finance the project for which the preliminary expenditures were incurred. The term
“preliminary expenditures” includes architectural, engineering, surveying, bond issuance,
and similar costs that are incurred prior to commencement of acquisition, construction or
rehabilitation of a project, other than land acquisition, site preparation, and similar costs
incident to commencement of construction.
3. This Declaration is an expression of the reasonable expectation of the City based on the
facts and circumstances known to the City as of the date hereof. The anticipated original
expenditures for the Project and the principal amount of the bonds described in paragraph
1 are consistent with the City’s budgetary and financial circumstances. No sources other
than proceeds of bonds to be issued by the City are, or are reasonably expected to be,
reserved, allocated on a long-term basis, or otherwise set aside pursuant to the City’s
budget or financial policies to pay such project expenditures.
4. The City Administrator is authorized to designate appropriate additions to Exhibit A in
circumstances where time is of the essence, and any such designation shall be reported to
the Council at the earliest practicable date and shall be filed with the official books and
records of the City as provided in Section 3.
5. This resolution is intended to constitute a declaration of official intent for purposes of
Treas. Reg. § 1.150-2 and any successor law, regulation, or ruling.
Adopted by the City Council this 28th day of September, 2009
__________________________________
Clint Herbst, Mayor
ATTEST:
__________________________________
Jeff O’Neill, City Administrator
EXHIBIT A
TO OFFICIAL INTENT RESOLUTION
ADOPTED SEPTEMBER 28, 2009
DATE OF
DECLARATION
DESCRIPTION OF PROJECT
MAXIMUM
PRINCIPAL
AMOUNT OF DEBT
FOR PROJECT
9/28/2009 Fallon Avenue Rehabilitation - Project
09C005
$200,000.00
Council Agenda: 9/28/09
5I. Approval of petty cash and change funds for the City. (T.K.)
A. REFERENCE AND BACKGROUND:
To comply with audit requirements, the City Council is asked to approve the petty cash
and change funds that are currently used within the City. The following chart shows the
various funds allocated for uses in the City. Amounts are not shown in this document.
Council members will receive a separate listing showing the amount in each fund listed.
FUND DEPARTMENT USE
Petty cash City Hall Reimburse miscellaneous expenses under $20
Change
fund
City Hall Cash register drawer
Change
fund
Building Cash drawer for building permits (separate from City
cash register)
Petty cash Public Works Reimburse miscellaneous expenses under $20
Change
fund
Public Works Cash register drawer for miscellaneous receipts
Change
fund
Deputy Registrar 5 cash trays—1 for each station; extra change
Petty cash Library City reimburses miscellaneous library expenses per
annual budget
Petty cash MCC Reimburse miscellaneous expenses under $20
Change
fund
MCC 3 cash drawers—1 for each register; extra change
Change
fund
Ice Arena Cash drawer used when MCC manages open skate
times
Change
fund
Liquor Store 3 cash drawers—1 for each register; extra change
Change
fund
FiberNet
Monticello
Cash register drawer
B. ALTERNATIVE ACTIONS:
1. Approve the petty cash and change funds at the current levels used in the City.
C. STAFF RECOMMENDATION:
Staff recommends Alternative #1 to keep in compliance with audit requirements. The
level of funding in each of these accounts has been established according to the uses
stated above. We have found that these amounts allow sufficient funds to operate
efficiently on a day-to-day basis. All petty cash and change funds are kept in secured
areas when not in use.
D. SUPPORTING DATA:
Table of petty cash and change funds to be handed out at the meeting.
City Council Agenda: 09/28/09
5J. Consideration of establishing an official holiday tree at East Bridge Park. (TP)
A. REFERENCE AND BACKGROUND:
During the winter holidays the Monticello Parks Department decorates the huge Colorado
Blue Spruce with lights at East Bridge Park. The Colorado Blue Spruce was originally
donated to the City in 1992 as a memorial for Bud Fair. The Parks Commission and the East
Bridge Garden Club have recognized the beauty of this spruce tree and would like to officially
make it the “Holiday Tree” for the City of Monticello.
A1. Budget Impact: The Parks Staff will install LED bulbs on the tree for the cost of
$150. Staff will be able to reuse the lights each year.
A2. Staff Workload Impact: Two (2) hours for one staff member.
B. ALTERNATIVE ACTIONS:
1. Motion to approve the resolution to make the Colorado Blue Spruce in East Bridge
Park the official “Holiday Tree” in Monticello and authorize staff to purchase the LED
lights and decorate the tree yearly.
2. Motion to deny making the Colorado Blue Spruce in East Bridge Park the official
holiday tree and no longer light the tree.
C. STAFF RECOMMENDATION:
City staff recommends recognizing the Colorado Blue Spruce in East Bridge Park as
Monticello’s official “Holiday Tree” and lighting of the tree yearly by staff as outlined in
Alternative #1.
D. SUPPORTING DATA:
Copy of Resolution 2009-51.
CITY OF MONTICELLO
RESOLUTION NO. 2009-51
ESTABLISHING BLUE SPRUCE IN EAST BRIDGE PARK
AS MONTICELLO’S OFFICIAL HOLIDAY TREE
WHEREAS, the Blue Spruce tree in East Bridge Park has been decorated with lights during the
Home for the Holidays Event by the Monticello Parks Department for the past five (5) years; and
WHEREAS, the Monticello Parks Commission, at the meeting on July 30, 2009, recommended
establishing the Blue Spruce tree in East Bridge Park as Monticello’s official holiday tree; and
NOW, THEREFORE, BE IT RESOLVED, the City of Monticello has determined that the Blue
Spruce tree in East Bridge Park be established as Monticello’s Official Holiday Tree.
Adopted by the Monticello City Council this 28th day of September, 2009.
______________________________________
Mayor
ATTEST:
__________________________________
City Administrator
City Council Agenda – 9/28/09
1
5K. Consideration of extending the Final Plat Approval for the plat of First Minnesota
Bank Commercial. (AS)
A. REFERENCE AND BACKGROUND:
In September of 2007, 1st Minnesota Bank received preliminary and final plat approval
for a commercial re-plat. The re-plat allowed the bank to make use of a vacant lot to
create a secondary access connection to their facility.
In the process of recording the approved plat at Wright County, the County Surveyor did
discover one title issue that the bank is still working to resolve. The surveyor found a
title issue dating back 70 years prior involving property vacated by the State of MN that
was to be deeded back to property owners, but was not. First Minnesota has prepared a
summary describing this issue in detail. The bank is moving through quiet title action
with all parties in agreement that land will go to the bank. At that time, the plat can be
recorded.
As First Minnesota works to resolve this issue, two City actions have been requested.
The first is an official extension of the plat approval by the City. The City’s subdivision
ordinance requires that a plat be recorded within 100 days. If the plat is not recorded, the
subdivider is required to seek an extension. Although the required timeline specified for
extension request has lapsed (100 days), the City still has the authority and ability to
grant the extension.
The bank has also requested to be able to move forward with the original project,
specifically the construction of a secondary access connection from 4th Street. The City
Engineer would need to issue a grading permit to allow this construction.
Although title issues do remain, the City Attorney has advised that if the bank is prepared
to provide documentation from all parties related to the uncontested quiet title action, and
is willing to defend and indemnify the City should title action become contested, the City
has little risk in allowing the project to move forward.
B. ALTERNATIVE ACTIONS:
1. Motion to recommend approval of an extension of the final plat approval for First
Minnesota Bank Commercial to September 10th, 2010, subject to all originally
assigned conditions and the condition that the applicant agree to defend and
indemnify the City for authorization to proceed with the access and parking
project.
2. Motion to deny an extension of the final plat approval for First Minnesota Bank
Commercial for reasons to be specified by the City Council.
City Council Agenda – 9/28/09
2
C. STAFF RECOMMENDATION:
Staff recommends Alternative #1 to extend the final plat approval. Based on the opinion
of the City Attorney, staff also recommends allowing the applicant to move forward with
their construction project, contingent on the conditions noted above.
D. SUPPORTING DATA:
A-Summary of Title Issue
B- Staff Report – City Council 9/10/07
C-Staff Report – City Council 10/27/08
D-Final Plat
Council Agenda: 9/28/09
1
5L. Consideration of adopting Resolution No. 2009-54 accepting improvements and
authorizing final payment for Dalton Avenue NE, Dalton Court, and Dalton Way
improvements, City Project No. 06C015 (2006-15C). (B.W., WSB)
A. REFERENCE AND BACKGROUND:
This project included constructing Dalton Avenue NE, Dalton Court and Dalton Way to
further develop the Otter Creek Industrial Park and to accommodate the development of
the AVR site.
The project included constructing sanitary sewer, water main, and storm sewer
improvements to serve the development. Grading of the site was completed under a
separate project.
The project was substantially complete in the winter of 2008.
The Council is being requested to accept the project as complete and approve final
payment to R. L. Larson Excavating, Inc. in the amount of $51,316.54. The following
paperwork will need to be submitted for final payment to be released:
1. Satisfactory showing that the contractor has complied with the provisions of
Minnesota Statutes 290.92 requiring withholding state income tax (IC134 forms).
2. Evidence in the form of an affidavit that all claims against the contractor by
reasons of the contract have been fully paid or satisfactorily secured (lien
waivers).
3. Consent of Surety to Final Payment certification from the contractor’s surety.
4. Two-year maintenance bond. It should be noted that the maintenance bond will
start and extend two years from the date of final acceptance of the project by the
City Council.
The final payment request represents the final quantities completed on the contract and
the release of the retainage on the contract.
All punch list items assembled for this project have been completed, and WSB &
Associates, Inc. is indicating the project is complete and ready for final payment in
accordance with the contract and City of Monticello Engineering and Construction
Standards.
Since this project involves Tax Increment Financing, the City’s Economic Development
Authority (EDA) must also approve final payment to the contractor, which staff
anticipates will occur at the next EDA meeting on October 14th. In order to expedite
payment to the contractor, Council is being asked to approve final payment tonight
contingent on EDA approval so the contractor can be paid October 15th rather than
October 27th, the day after the Council meeting following the EDA meeting.
Council Agenda: 9/28/09
2
B. ALTERNATIVE ACTIONS:
1. Motion to adopt Resolution 2009-54 accepting improvements and authorizing
final payment of $51,316.54 to R. L. Larson Excavating, Inc. for City Project No.
06C015, subject to receipt of final paperwork and contingent on EDA approval of
final payment.
2. Motion to deny accepting the improvements and approving final payment at this
time.
C. STAFF RECOMMENDATION:
City staff recommends selecting Alternative No. 1.
D. SUPPORTING DATA:
Letter from WSB & Associates, Inc. dated September 23, 2009.
Copy of Construction Pay Voucher No. 7 (Final)
City of Monticello Resolution No. 2009-54
Owner: City of Monticello
505 Walnut St
Monticello, MN 55362-1147
Date: 9/9/2009
For Period: 10/24/2008 to 9/1/2009 Request No.: 7 & FINAL
Contractor: R. L. Larson Excavating, Inc.
2255 12th Street Southeast
St. Cloud, MN 56301
Pay Voucher
MONT - Dalton Ave and Westerly Road Extension
Client Contract No.:
Project No.: 01627-57
Client Project No.: 2006-15C
Project Summary
1 Original Contract Amount $1,003,560.02
2 Contract Changes - Addition $40,000.00
3 Contract Changes - Deduction $0.00
4 Revised Contract Amount $1,043,560.02
5 Value Completed to Date $1,026,330.77
6 Material on Hand $0.00
7 Amount Earned $1,026,330.77
8 Less Retainage $0.00
9 Subtotal $1,026,330.77
10 Less Amount Paid Previously $975,014.23
11 Liquidated Damages $0.00
12 AMOUNT DUE THIS PAY VOUCHER NO. 7 & FINAL $51,316.54
I HEREBY CERTIFY THAT A FINAL EXAMINATION HAS BEEN MADE OF THE ABOVE NOTED CONTRACT, THAT THE
CONTRACT HAS BEEN COMPLETED, THAT THE ENTIRE AMOUNT OF WORK SHOWN IN THE FINAL VOUCHER HAS BEEN
PERFORMED AND THE TOTAL VALUE OF THE WORK PERFORMED IN ACCORDANCE WITH, AND PURSUANT TO, THE
TERMS OF THE CONTRACT IS AS SHOWN IN THIS FINAL VOUCHER.
Recommended for Approval by: Construction Observer:
WSB & Associates, Inc.
__________________________________ __________________________________
Approved by Contractor: Approved by Owner:
R. L. Larson Excavating, Inc. City of Monticello
__________________________________ __________________________________
__________________________________
Specified Contract Completion Date: Date:
7/31/2007 __________________________________
Comment:
Page 1
Project Material Status
Item No. Item Description Units Unit Price Contract Quantity Quantity to Date Current Quantity Amount to Date
Schedule A - Surface Improvements
1 2021.501 MOBILIZATION LUMP SUM $2,800.00 1 1 0 $2,800.00
2 2104.501 REMOVE CURB AND GUTTER LIN FT $2.00 20 20 0 $40.00
3 2104.505 REMOVE BITUMINOUS PAVEMENT SQ YD $2.00 25 0 0 $0.00
4 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) LIN FT $3.00 46 46 0 $138.00
5 2105.501 COMMON EXCAVATION CU YD $1.00 300 0 0 $0.00
6 2112.501 SUBGRADE PREPARATION ROAD STA $50.00 18.5 18.5 0 $925.00
7 2211.501 AGGREGATE BASE CLASS 5 MOD TON $8.75 6865 7260.4 0 $63,528.50
8 2350.501 TYPE MV 3 WEARING COURSE MIXTURE (B) TON $54.75 860 849.19 0 $46,493.15
9 2350.502 TYPE MV 2 NON WEARING COURSE MIXTURE (B) TON $47.50 1150 1012.88 0 $48,111.80
10 2350.502 TYPE MV 3 NON WEARING COURSE MIXTURE (B) TON $47.50 1150 1129.16 0 $53,635.10
11 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GALLON $2.00 1050 625 0 $1,250.00
12 2521.602 TRUNCATED DOME PEDESTRIAN RAMP EACH $600.00 2 2 0 $1,200.00
13 2521.604 2" BITUMINOUS PATH SQ YD $18.75 685 780 0 $14,625.00
14 2531.501 CONCRETE CURB & GUTTER DESIGN B618 LIN FT $8.85 4200 1623 0 $14,363.55
15 2531.507 7" CONCRETE DRIVEWAY PAVEMENT SQ YD $52.00 240 240 0 $12,480.00
16 2554.602 TEMPORARY BARRICADES (TYPE III) EACH $300.00 2 2 0 $600.00
17 2563.601 TEMPORARY TRAFFIC CONTROL LUMP SUM $0.01 1 1 0 $0.01
18 2564.531 SIGN PANELS TYPE C SQ FT $50.00 8 6.25 0 $312.50
19 2564.602 F&I SIGN PANEL TYPE D EACH $300.00 2 2 0 $600.00
20 2564.603 4" SOLID LINE WHITE-EPOXY LIN FT $0.30 3000 3044 0 $913.20
21 2564.603 24" SOLID LINE WHITE-EPOXY LIN FT $6.00 20 26 0 $156.00
22 2564.603 4" DOUBLE SOLID LINE YELLOW-EPOXY LIN FT $0.60 1390 1411 0 $846.60
23 2565.603 4" NON-METALLIC CONDUIT LIN FT $2.50 350 229 0 $572.50
24 2565.603 INSTALL 4" NON-METALLIC CONDUIT LIN FT $4.00 350 679 0 $2,716.00
25 2573.530 INLET PROTECTION TYPE C EACH $50.00 13 8 0 $400.00
26 2573.602 TEMPORARY ROCK CONSTRUCTION ENTRANCE EACH $400.00 1 0 0 $0.00
27 2575.523 EROSION CONTROL BLANKETS CATEGORY 3 SQ YD $1.50 250 0 0 $0.00
28 2575.605 SEEDING, MIX 150 (INCL. FERT. & MULCH) ACRE $600.00 1.6 1.6 0 $960.00
29 2575.605 SEEDING, MIX 250 (INCL. FERT. & MULCH) ACRE $600.00 0.05 0.05 0 $30.00
Totals For Section Schedule A - Surface Improvements: $267,696.91
Schedule B - Watermain
30 2104.501 REMOVE WATER MAIN LIN FT $4.00 25 25 0 $100.00
31 2504.602 CONNECT TO EXISTING WATER MAIN EACH $1,000.00 1 1 0 $1,000.00
32 2504.602 HYDRANT EACH $2,300.00 6 6 0 $13,800.00
33 2504.602 RELOCATE HYDRANT AND VALVE EACH $600.00 1 1 0 $600.00
34 2504.602 16" BUTTERFLY VALVE AND BOX EACH $2,400.00 2 2 0 $4,800.00
35 2504.602 6" GATE VALVE AND BOX EACH $800.00 6 6 0 $4,800.00
36 2504.602 8" GATE VALVE AND BOX EACH $1,050.00 7 7 0 $7,350.00
37 2504.602 12" GATE VALVE AND BOX EACH $1,800.00 3 3 0 $5,400.00
38 2504.602 RELOCATE 16" BUTTERFLY VALVE AND BOX EACH $250.00 1 1 0 $250.00
39 2504.603 6" WATER MAIN-DUCT IRON CL 52 LIN FT $24.00 191 191 0 $4,584.00
40 2504.603 8" WATER MAIN-DUCT IRON CL 52 LIN FT $28.00 365 366 0 $10,248.00
41 2504.603 12" WATER MAIN-DUCTILE IRON CLASS 50 LIN FT $30.00 900 868 0 $26,040.00
42 2504.603 16" WATER MAIN DUCT IRON CL 50 LIN FT $38.50 800 812 0 $31,262.00
43 2504.608 DUCTILE IRON FITTINGS POUND $1.65 8050 7856 0 $12,962.40
Totals For Section Schedule B - Watermain: $123,196.40
Schedule C - Sanitary Sewer
44 2503.511 8" PVC PIPE SEWER W/ TRACER WIRE LIN FT $20.50 420 506 0 $10,373.00
45 2503.511 12" PVC PIPE SEWER (CORR. W/ SMOOTH INT.) LIN FT $40.00 540 537 0 $21,480.00
46 2503.511 15" PVC PIPE SEWER (CORR. W/ SMOOTH INT.) LIN FT $32.00 370 370 0 $11,840.00
Page 2
Item
No.
Item Description Units Unit Price Contract
Quantity
Quantity to
Date
Current
Quantity
Amount to
Date
47 2503.511 4" PVC PIPE SEWER W/ TRACER WIRE LIN FT $17.50 61 64 0 $1,120.00
48 2503.602 CONNECT TO EXISTING SANITARY SEWER EACH $1,000.00 1 1 0 $1,000.00
49 2503.602 CONNECT TO EXISTING MANHOLES (SAN) EACH $800.00 2 2 0 $1,600.00
50 2503.602 SEWER RISER EACH $350.00 7 7 0 $2,450.00
51 2503.602 12"X4" PVC WYE EACH $180.00 1 1 0 $180.00
52 2503.602 10"x8" PVC WYE EACH $280.00 4 4 0 $1,120.00
53 2503.602 15" X 8" PVC WYE EACH $400.00 1 1 0 $400.00
54 2503.602 12"X8" PVC WYE EACH $340.00 1 1 0 $340.00
55 2503.602 SEWER RISER OVER EXISTING LATERAL EACH $1,000.00 6 6 0 $6,000.00
56 2503.603 10" PVC PIPE SEWER - SDR 26 LIN FT $24.00 860 775 0 $18,600.00
57 2503.603 TELEVISE SANITARY SEWER LIN FT $1.50 1785 1785 0 $2,677.50
58 2506.602 CASTING ASSEMBLY (MANHOLE) EACH $300.00 9 10 0 $3,000.00
59 2506.603 CONST 48" DIA SAN SEWER MANHOLE LIN FT $120.00 210.6 208.7 0 $25,044.00
60 2621.601 DEWATERING LUMP SUM $100,000.00 1 1 0 $100,000.00
Totals For Section Schedule C - Sanitary Sewer: $207,224.50
Schedule D - Storm Sewer
61 2501.515 18" RC PIPE APRON EACH $400.00 1 1 0 $400.00
62 2501.602 TRASH GUARD FOR 18" PIPE APRON EACH $300.00 1 1 0 $300.00
63 2501.602 TRASH GUARD FOR 30" PIPE APRON EACH $800.00 1 1 0 $800.00
64 2501.602 TRASH GUARD FOR 48" PIPE APRON EACH $1,600.00 1 1 0 $1,600.00
65 2501.602 48" RC PIPE APRON W/PILING EACH $2,400.00 1 1 0 $2,400.00
66 2501.602 30" RC PIPE APRON W/PILING EACH $2,000.00 1 1 0 $2,000.00
67 2502.541 6" PERF PVC PIPE DRAIN LIN FT $6.00 320 480 0 $2,880.00
68 2503.541 15" RC PIPE SEWER DESIGN 3006 CLASS V LIN FT $24.00 570 566 0 $13,584.00
69 2503.541 18" RC PIPE SEWER DESIGN 3006 CLASS V LIN FT $30.00 630 628 0 $18,840.00
70 2503.541 24" RC PIPE SEWER DESIGN 3006 CLASS III LIN FT $32.00 495 493 0 $15,776.00
71 2503.541 30" RC PIPE SEWER DESIGN 3006 CLASS III LIN FT $42.00 625 632 0 $26,544.00
72 2503.541 36" RC PIPE SEWER DESIGN 3006 CLASS III LIN FT $55.00 500 506 0 $27,830.00
73 2503.541 48" RC PIPE SEWER DESIGN 3006 CLASS III LIN FT $92.00 400 408 0 $37,536.00
74 2503.603 TELEVISE STORM SEWER LIN FT $1.20 3220 3220 0 $3,864.00
75 2506.501 CONSTRUCT DRAINAGE STRUCTURE DESIGN 48-4020 LIN FT $220.00 72 78.84 0 $17,344.80
76 2506.501 CONSTRUCT DRAINAGE STRUCTURE DESIGN 54-4020 LIN FT $240.00 38 40 0 $9,600.00
77 2506.501 CONSTRUCT DRAINAGE STRUCTURE DESIGN 60-4020 LIN FT $290.00 19 18.6 0 $5,394.00
78 2506.501 CONSTRUCT DRAINAGE STRUCTURE DESIGN 78-4020 LIN FT $465.00 20.5 33.7 0 $15,670.50
79 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 1 EACH $950.00 9 9 0 $8,550.00
80 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 2 EACH $2,600.00 1 1 0 $2,600.00
81 2506.602 CASTING ASSEMBLY (MANHOLE) EACH $250.00 20 20 0 $5,000.00
82 2506.602 CASTING ASSEMBLY (CATCHBASIN) EACH $350.00 13 13 0 $4,550.00
83 2511.501 RANDOM RIPRAP CLASS III - GROUTED CU YD $60.00 20 24 0 $1,440.00
84 2511.604 FILTER FABRIC SQ YD $1.00 250 250 0 $250.00
Totals For Section Schedule D - Storm Sewer: $224,753.30
Alternate No. 1 - Schedule A (Dalton Way Surface)
85 2021.501 MOBILIZATION LUMP SUM $200.00 1 1 0 $200.00
86 2105.511 COMMON CHANNEL EXCAVATION CU YD $4.00 370 370 0 $1,480.00
87 2112.501 SUBGRADE PREPARATION ROAD STA $50.00 5.5 5.5 0 $275.00
88 2211.501 AGGREGATE BASE CLASS 5 MOD TON $8.75 1960 1800 0 $15,750.00
89 2350.501 TYPE MV 3 WEARING COURSE MIXTURE (B) TON $54.75 260 260 0 $14,235.00
90 2350.502 TYPE MV 2 NON WEARING COURSE MIXTURE (B) TON $47.50 350 350 0 $16,625.00
91 2350.502 TYPE MV 3 NON WEARING COURSE MIXTURE (B) TON $47.50 350 350 0 $16,625.00
92 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GALLON $2.00 325 325 0 $650.00
Page 3
Item
No.
Item Description Units Unit Price Contract
Quantity
Quantity to
Date
Current
Quantity
Amount to
Date
93 2531.501 CONCRETE CURB & GUTTER DESIGN B618 LIN FT $8.85 890 477 0 $4,221.45
94 2563.601 TEMPORARY TRAFFIC CONTROL LUMP SUM $0.01 1 1 0 $0.01
95 2564.531 SIGN PANELS TYPE C SQ FT $50.00 8 6.25 0 $312.50
96 2564.602 F&I SIGN PANEL TYPE D EACH $300.00 2 2 0 $600.00
97 2564.603 4" SOLID LINE WHITE-EPOXY LIN FT $0.60 940 940 0 $564.00
98 2564.603 24" SOLID LINE WHITE-EPOXY LIN FT $6.00 20 20 0 $120.00
99 2564.603 4" DOUBLE SOLID LINE YELLOW-EPOXY LIN FT $1.20 470 470 0 $564.00
100 2573.530 INLET PROTECTION TYPE C EACH $100.00 2 0 0 $0.00
101 2575.605 SEEDING, MIX 150 (INCL. FERT. & MULCH) ACRE $600.00 0.2 0.2 0 $120.00
Totals For Section Alternate No. 1 -Schedule A (Dalton Way Surface): $72,341.96
Alternate No. 1 - Schedule B (Dalton Way Watermain)
102 2504.602 HYDRANT EACH $2,300.00 3 3 0 $6,900.00
103 2504.602 6" GATE VALVE AND BOX EACH $800.00 3 3 0 $2,400.00
104 2504.602 8" GATE VALVE AND BOX EACH $1,050.00 3 3 0 $3,150.00
105 2504.602 12" GATE VALVE AND BOX EACH $1,800.00 1 2 0 $3,600.00
106 2504.603 6" WATER MAIN-DUCT IRON CL 52 LIN FT $24.00 90 91 0 $2,184.00
107 2504.603 8" WATER MAIN-DUCT IRON CL 52 LIN FT $28.00 145 144 0 $4,032.00
108 2504.603 12" WATER MAIN-DUCTILE IRON CLASS 50 LIN FT $30.00 570 638 0 $19,140.00
109 2504.608 DUCTILE IRON FITTINGS POUND $1.40 2140 1968 0 $2,755.20
Totals For Section Alternate No. 1 -Schedule B (Dalton Way Watermain): $44,161.20
Alternate No. 1 - Schedule C (Dalton Way Sanitary Sewer)
110 2503.511 8" PVC PIPE SEWER W/ TRACER WIRE LIN FT $20.50 190 199 0 $4,079.50
111 2503.602 SEWER RISER EACH $350.00 3 3 0 $1,050.00
112 2503.602 10"x8" PVC WYE EACH $280.00 3 3 0 $840.00
113 2503.603 10" PVC PIPE SEWER - SDR 35 LIN FT $24.00 590 670 0 $16,080.00
114 2503.603 TELEVISE SANITARY SEWER LIN FT $1.50 590 600 0 $900.00
115 2506.602 CASTING ASSEMBLY (MANHOLE) EACH $300.00 3 3 0 $900.00
116 2506.603 CONST 48" DIA SAN SEWER MANHOLE LIN FT $120.00 61.5 61 0 $7,320.00
Totals For Section Alternate No. 1 -Schedule C (Dalton Way Sanitary Sewer): $31,169.50
Alternate No. 1 - Schedule D (Dalton Way Storm Sewer)
117 2501.515 15" RC PIPE APRON EACH $350.00 1 1 0 $350.00
118 2501.602 TRASH GUARD FOR 15" PIPE APRON EACH $270.00 1 1 0 $270.00
119 2502.541 6" PERF PVC PIPE DRAIN LIN FT $6.00 160 160 0 $960.00
120 2503.541 15" RC PIPE SEWER DESIGN 3006 CLASS V LIN FT $24.00 300 298 0 $7,152.00
121 2503.603 TELEVISE STORM SEWER LIN FT $1.20 300 300 0 $360.00
122 2506.501 CONSTRUCT DRAINAGE STRUCTURE DESIGN 48-4020 LIN FT $255.00 15 15 0 $3,825.00
123 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 1 EACH $950.00 1 1 0 $950.00
124 2506.602 CASTING ASSEMBLY (MANHOLE) EACH $250.00 2 2 0 $500.00
125 2506.602 CASTING ASSEMBLY (CATCHBASIN) EACH $350.00 2 2 0 $700.00
126 2511.501 RANDOM RIPRAP CLASS III - GROUTED CU YD $60.00 10 12 0 $720.00
Totals For Section Alternate No. 1 -Schedule D (Dalton Way Storm Sewer): $15,787.00
Change Order 1
127 92810 STORM SWR EXT TO SPIKE PROP/GRADING AROUND AVR SITE LUMP SUM $40,000.00 1 1 0 $40,000.00
Totals For Change Order 1: $40,000.00
Project Totals: $1,026,330.77
Page 4
Project Payment Status
Owner: City of Monticello
Client Project No.: 2006-15C
Client Contract No.:
Project No.: 01627-57
Contractor: R. L. Larson Excavating, Inc.
Contract Changes
No. Type Date Description Amount
CO1 Change
Order 6/21/2007 Additional contract quantity - storm sewer extension to Spike property and grading
around AVR site. $40,000.00
Change Order Totals: $40,000.00
Payment Summary
No. From Date To Date Payment Total
Payment
Retainage
Per Payment
Total
Retainage
Total Payment
+ Retainage
Work
Certified Per
Payment
Total Work
Certified
1 10/4/2006 10/31/2006 $262,538.25 $262,538.25 $13,817.80 $13,817.80 $276,356.05 $276,356.05 $276,356.05
2 11/1/2006 11/30/2006 $435,781.05 $698,319.30 $22,935.85 $36,753.65 $735,072.95 $458,716.90 $735,072.95
3 12/1/2006 5/31/2007 $44,832.90 $743,152.20 $2,359.62 $39,113.27 $782,265.47 $47,192.52 $782,265.47
4 6/1/2007 8/31/2007 $132,183.61 $875,335.81 $6,957.04 $46,070.31 $921,406.12 $139,140.65 $921,406.12
5 9/1/2007 6/30/2008 $74,280.03 $949,615.84 $3,909.47 $49,979.78 $999,595.62 $78,189.50 $999,595.62
6 7/1/2008 10/23/2008 $25,398.39 $975,014.23 $1,336.76 $51,316.54 $1,026,330.77 $26,735.15 $1,026,330.77
7 &
FINAL 10/24/2008 9/1/2009 $51,316.54 $1,026,330.77 ($51,316.54) $0.00 $1,026,330.77 $0.00 $1,026,330.77
Payment Totals: $1,026,330.77 $0.00 $1,026,330.77 $1,026,330.77
Project Summary
Material On Hand: $0.00
Total Payment to Date: $1,026,330.77 Original Contract: $1,003,560.02
Total Retainage: $0.00 Contract Changes: $40,000.00
Total Amount Earned: $1,026,330.77 Revised Contract: $1,043,560.02
Page 5
CITY OF MONTICELLO
RESOLUTION NO. 2009-54
APPROVING FINAL PAYMENT AND ACCEPTING IMPROVEMENTS
DALTON AVENUE NE, DALTON COURT AND DALTON WAY IMPROVEMENTS
CITY PROJECT NO. 06C015 (2006-15C)
WHEREAS, pursuant to a written contract with the City of Monticello awarded to R.L. Larson
Excavating, Inc. of Saint Cloud, Minnesota the contractor has satisfactorily completed the work for
the construction of streets, utilities and other appurtenant work in accordance with the contract;
NOW THEREFORE, BE IT RESOLVED BY THE CITY OF MONTICELLO, MINNESOTA that
the work completed under said contract is hereby accepted and approved and that the Mayor and City
Clerk are hereby directed to issue a proper order for the final payment on such contract subject to
receipt of the following:
1) Satisfactory showing that the contractor has complied with the provisions of Minnesota Statutes
290.92 requiring withholding state income tax;
2) Evidence in the form of an affidavit that all claims against the contractor by reasons of the
contract have been fully paid or satisfactorily secured;
3) Consent of Surety to Final Payment certification from the contractor’s surety; and
4) Two year maintenance bond to extend two years from the date of acceptance of the project by the
City Council.
5) Approval of final payment by the City of Monticello Economic Development Authority.
Adopted by the Monticello City Council this 28th day of September, 2009.
___________________________
Clint Herbst, Mayor
ATTEST:
___________________________
Jeff O’Neill, City Administrator
City Council Agenda – 09/28/09
1
5M. Consideration of approving the revised contract for the Comprehensive Revision of
the Monticello Zoning Ordinance. (AS)
A. REFERENCE AND BACKGROUND:
The City Council is asked to consider review and approval of the revised contract with
McCombs Frank Roos, the consultant selected to complete the Comprehensive Revision
of the Monticello Zoning Ordinance.
The initial proposal prepared in response to the City’s request for proposal included a
contract price of $44,040. In July, the City Council authorized moving forward with the
Zoning Ordinance Revision and selection of MFRA as project consultant, but did so with
approval of an initial diagnostic process aimed at refining the scope of work and possibly
reducing the final project cost. The understanding at the time of approval was that the
revised contract would come back to the City Council for final approval.
MFRA has completed the diagnostic process and has prepared a detailed scope of work.
The revised project cost is $40,740. MFRA has noted that they are amenable to the
removal of any meetings that are found to be unnecessary if the project moves more
quickly than anticipated, and that they will only bill for actual time. Travel and material
production costs are included within the stated budget amount.
Along with the contract and scope of work, MFRA has prepared a preliminary timeline
for the project.
The scope of work and timeline have been reviewed in detail with City staff and with the
Zoning Ordinance Steering Committee. On September 22nd, the Steering Committee
voted 5-0 to recommend approval of the revised contract and scope of work as presented.
A1. Budget Impact: An amount of $35,000 was included in the 2008 Planning and
Zoning budget for a Zoning Ordinance review and amendment project. These
funds were not utilized in 2008 and remain in reserves for this use. An additional
amount of $15,000 was included in the 2009 budget for the purpose of
supplementing those funds. The proposal submitted by MFRA identifies a project
cost of $40,740, which is within the 2008-2009 budget amount of $50,000.
A2. Staff Impact: As noted previously, this project will require a significant amount
of staff involvement in terms of research, preparation and administration, even
with consultant involvement. Given the current pace of development, the timing
of this project relative to staff capacity is good.
As illustrated in the updated scope of work, a series of workshops with City
officials and the public will be required. Staff support and communication of
these efforts will be a necessary component to a successful project.
City Council Agenda – 09/28/09
2
B. ALTERNATIVE ACTIONS:
1. Motion to approve the revised contract and scope of work prepared by MFRA as
presented.
2. Motion to table action on the revised contract to allow for further refinement.
3. Motion of other.
C. STAFF RECOMMENDATION:
Staff recommends Alternative #1. Staff believes the revised scope of work and budget
provides a balance in project cost with the realities of completing this large and important
project. As the project moves forward, staff will evaluate the need for the meetings
included and further reduce costs wherever feasible.
D. SUPPORTING DATA:
A-MFRA Comprehensive Zoning Ordinance Contract
B-Proposed Overall Code Organization
C-Proposed Scope of Work
D-Proposed Timeline
City Council Agenda – 09/28/09
1
8. Consideration of approving preparation of an application for the new Parks and Trails
Legacy Grant for acquisition funds for the Bertram Chain of Lakes project, in
conjunction with Wright County. (AS)
A. REFERENCE AND BACKGROUND:
Applications are now being accepted for the new Parks and Trails Legacy Grant Program
administered by the Department of Natural Resources (DNR). These grants help local
governments acquire, develop, restore and maintain parks and trails of regional or
statewide significance.
Funding for this program comes from the Parks and Trails Fund, created by the
Minnesota Legislature from the Clean Water, Land and Legacy Amendment approved by
voters in 2008. For 2010, the Parks & Trails fund includes $3,383,250 for regional parks
and trails grants. The application deadline is November 13, 2009.
The City Council is asked to approve moving forward for an application for acquisition
funds for the Bertram Chain of Lakes project. The application will be prepared by the
Wright County Parks Administrator Marc Mattice. If the City Council approves
preparation of the grant, a letter of support will also be requested from the Council.
Based on the agreement in place with Wright County, if awarded grant funds, the City
would need to match the grant award amount in partnership with Wright County.
The County Board of Commissioners approved moving forward with the application on
September 22nd, in a 5-0 vote.
The City does retain the option of electing not to accept the grant, if awarded.
A1. Staff Impact: None. Grant application is being prepared by Wright County
staff.
A2. Budget Impact: If a grant is awarded, the City Council will be asked to provide
its share of the match in conjunction with Wright County. This will be consistent
with the original purchase framework, by which the state is to contribute $9
million and Wright County and the City will contribute $11.5 million total. The
City and County would have until December of 2011 to provide the match and
utilize any funds awarded.
The grant application will request the full $3,383.250 allocation. (The State
recommends requesting the full project amount needed in order to accurately
assess unmet needs state-wide.). However, it is unlikely that the Bertram Lakes
project will receive the full fund award. Approval of any matching funds by the
City would be a separate action and applicable only if this application is awarded
grant funds.
City Council Agenda – 09/28/09
2
B. ALTERNATIVE ACTIONS:
1. Motion to approve preparation of an application for the new Parks and Trails Legacy
Grant for acquisition funds for the Bertram Chain of Lakes project, in conjunction
with Wright County.
2. Motion to deny preparation of an application for the new Parks and Trails Legacy
Grant for acquisition funds for the Bertram Chain of Lakes project, in conjunction
with Wright County.
C. STAFF RECOMMENDATION:
Staff recommends moving forward with this application. Participation by the State is
critical to the financial package for acquisition of the YMCA property. The grant
application to the Parks & Trails Legacy Fund represents the next step in joint efforts to
secure additional State funding.
D. SUPPORTING DATA:
A-Parks & Trails Legacy Program Description
City Council Agenda - /09/28/09
1
9. Consideration of appointing a Council/staff task force to review building and
development related fees. (JO/AS)
A. REFERENCE AND BACKGROUND:
The Council is asked to appoint a small task force to review current building and
development charges and to consider possible recommendations for adjustments
in anticipation of setting the 2010 fee schedule.
This assignment is in response to feedback from the City Council and the
development community. The goal of the task force will be to provide
immediate, strategic input on building and development-related fees. The review
will include discussion on the following:
o Building permit inspection and plan review fees
o Sewer & Water Access charges
o Trunk Area charges
o Special Assessments
o Methods for application – financing and deferrals
The task force is expected to commit to no more than two meetings of two or less
hours each. Staff will provide and prepare the needed background information.
These discussions may also include preliminary discussion on the development of
incentive strategies for the comprehensive spectrum of development, including
new and expanding businesses (commercial, industrial and institutional) and
residential projects. This task force would then provide a recommendation for
formal Council consideration.
This program will be developed in the context of the City’s overall financial
management plan.
A1. Staff Impact: At this time, staff impacts would include preparation of
background material and research for task force consideration. Staff involved
would include City Administrator, Finance Director and Community
Development Director, with input from Chief Building Official, City Engineer
and Economic Development Director as needed.
A2. Budget Impact: At this time, there is no direct budget impact. The group
will consider budget impacts in bringing forward any formal recommendations to
the City Council.
City Council Agenda - /09/28/09
2
B. ALTERNATIVE ACTIONS:
1. Motion to recommend that Council members ___________ and
_____________ be appointed to serve as representatives on a Council/staff
Building and Development charge task force.
2. Motion of other.
C. STAFF RECOMMENDATION:
Staff believes that a focused effort by an Council-directed task force will produce
recommendations that will prove to be beneficial for both the adoption of the
2010 fee schedule and possibly provide more immediate strategies for
encouraging development in the near term.
D. SUPPORTING DATA:
None.
City Council Agenda: 09/28/09
1
11. Consideration of accepting bids and approving contract for exterior improvements for
the Monticello Fire Hall. (BP, SG)
A. REFERENCE AND BACKGROUND:
On September 26, 2009, the City Council directed staff to research other alternatives to
painting due to the high maintenance nature of the cedar siding on the Fire Station exterior.
Requested bids were to demo all old siding, supply and install Tyvek house wrap, demo and
resurface the fire department sign including semi-circle surface in siding or stucco, prep,
prime and paint the two (2) steel circle vents on east and west sides of building, provide lift,
provide yard dumpster, and provide performance bond. The alternatives City Council
directed were for:
1) Siding: Supply and install PVC coated steel horizontal siding, supply and install 6”
aluminum fascia, supply and install 12” aluminum soffit, all areas weather sealed with
color matching caulk, on the exterior of Monticello Fire Station; or
2) Stucco: Supply and install metal lath, brown coat with Portland / sand and acrylic
finish coat on the exterior of the fire station including soffit and fascia, weep joints in
10 foot spacing with fan spacing on gable sides, (a decorative border similar to the
pattern on the DMV would be an option).
Coordination requested with Fire Department when overhead doors would be blocked during
installation. Bids were received from local businesses as follows:
STEEL SIDING
CONTRACTOR/BUSINESS BID AMOUNT
PROGRESSIVE STUCCO $28,989.00
MASTER EXTERIORS $44,298.00
RIVER WEST RENOVATION $49,527.00
STUCCO
CONTRACTOR/BUSINESS BID AMOUNT
PROGRESSIVE STUCCO $43,910.00
Other exterior improvements of the Fire Station consist of surface treatment and painting of
the metal surfaces on overhead doors, other paint ed metal doors, bollards, and wrought iron
fence. Bids from three of the four contractors of the Fire Station staining project had
separated costs for this section of the project. Painting quotes received as follows:
City Council Agenda: 09/28/09
2
PAINTING/STAINING
CONTRACTOR QUOTE AMOUNT
ED ARCHAMBEAU* $1,065.00*
H. BROTHERS PAINTING $2,950.00
ACCENT PAINTING $4,460.00
* Incomplete Bid: Service Doors Not Included
Requests for half the bid amount for materials upon acceptance of Council the City will
provide building permits
A1. Budget Impact: Fire Department Budget by bid choice of Council.
A2. Staff Workload Impact: This will have a slight impact on the time required of staff.
B. ALTERNATIVE ACTIONS:
1. Motion to accept the bid from Progressive Stucco to supply and install PVC coated
steel horizontal siding, supply and install 6” aluminum fascia, supply and install 12”
aluminum soffit and all areas weather sealed with color matching caulk in the amount
of $28,989.00, and approve materials payment equal to half the bid amount of
$14,494.50.
2. Motion to accept the bid from Progressive Stucco to supply and install PVC coated
steel horizontal siding, supply and install 6” aluminum fascia, supply and install 12”
aluminum soffit and all areas weather sealed with color matching caulk in the amount
of $28,989.00 and approve materials payment equal to half the bid amount of
$14,494.50. Furthermore, to accept the quote from H. Brothers Painting to surface
treat and paint metal surfaces on overhead doors, other painted metal doors, bollards,
and wrought iron fence for $2,950.00 and half the materials payment of $1,475.00
C. STAFF RECOMMENDATION:
City staff recommends that the City Council Motion to accept the bid of Progressive Stucco to
supply and install PVC coated steel horizontal siding, and accept the bid from H. Brothers to
surface treat and paint metal surfaces as outlined in Alternative #2, which will complete as an
entire project the exterior of the Monticello Fire Station. It is Staff’s opinion that Alternative
#2 represents a good value for the City with respect to cost savings.
D. SUPPORTING DATA:
Bids for Siding and/or Stucco
Quotes for Painting and/or Staining