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City Council Agenda Packet 11-23-2009AGENDA REGULAR MEETING – MONTICELLO CITY COUNCIL Monday, November 23, 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 November 9, 2009 Regular Meeting 3. Consideration of adding items to the agenda 4. Citizen comments, public service announcements and Council updates a. Citizen Comments: b. Public Service Announcements: 1) Home for the Holidays – Dec 4 2) MCC Pictures with Santa – Dec 5 3) Skate with Santa – Dec 12 b. Council Updates: 1) River Street & Hwy 25 signals 2) FiberNet Monticello 3) Library Programming 5. Consent Agenda: A. Consideration of approving new hires and departures for City departments B. Consideration of adopting Resolution #2009-71 accepting contribution of $250 from Tom Perrault to go into the General Fund C. Consideration of calling for a Special Joint Meeting of the EDA and Monticello City Council on December 9, 2009 at 6:30 p.m. to discuss TIF funds D. Consideration of adopting Resolution #2009-70 approving final payment of $2950 to H. Brothers Painting and accepting garage door painting at Monticello Fire Hall, City Project No. 09C009 E. Consideration of approving liquor providers for the Monticello Community Center for 2010-2011 6. Consideration of items removed from the consent agenda for discussion. 7. Public Hearing - Consideration of adopting Resolution #2009-69 to approve bond sale by City of St Cloud on behalf of CentraCare Health System 8. Consideration of approving an ordinance amendment for Off Street Parking Standards and approving a summary ordinance for publication. 9. Consideration of approving reduction in warming house hours for the 2009-2010 winter skating season 10. Approve payment of bills for November 23rd 11. Adjournment Council Agenda: 11/23/09 1 5A. Consideration of approving new hires and departures for City departments. (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 Jacob Frederick Slide Attendant MCC 11/10/09 PT Name Reason Department Last Day Worked Class Tim Ernst Voluntary Streets 11/6/09 Seasonal Jon Hirschey Voluntary Streets 10/23/09 Seasonal Chad Ferris Voluntary Streets 10/23/09 Seasonal NEW EMPLOYEES TERMINATING EMPLOYEES 5A council_employee list.xlsx: 11/20/2009 Council Agenda: 11/23/09 1 5B. Consideration of adopting Resolution #2009-71 to accept a contribution of $250 from Tom Perrault to go into the General Fund. (CS) A. REFERENCE AND BACKGROUND: The City has received a donation of $250 from Tom Perrault to go to the General Fund As required by state statute, if the City accepts the donation of funds, the City Council needs to adopt a resolution specifying the amount of the donation and its use. B. ALTERNATIVE ACTIONS: 1. Approve the contribution and authorize use of funds as specified. 2. Do not approve the contributions and return the funds to the donors. C. STAFF RECOMMENDATION: Staff recommendation is to adopt the resolution accepting the contributions. D. SUPPORTING DATA: Resolution No. 2009-71 City of Monticello RESOLUTION NO. 2009-71 RESOLUTION APPROVING CONTRIBUTIONS WHEREAS, the City of Monticello is generally authorized to accept contributions of real and personal property pursuant to Minnesota Statutes Sections 465.03 and 465.04 for the benefit of its citizens and is specifically authorized to maintain such property for the benefit of its citizens in accordance with the terms prescribed by the donor. Said gifts may be limited under provisions of MN Statutes Section 471.895. WHEREAS, the following persons and or entities have offered to contribute contributions or gifts to the City as listed: DONOR/ENTITY DESCRIPTION VALUE Tom Perrault Cash (Nov) $250 WHEREAS, all said contributions are intended to aid the City in establishing facilities, operations or programs within the city’s jurisdiction either alone or in cooperation with others, as allowed by law; and WHEREAS, the City Council hereby finds that it is appropriate to accept the contributions offered. NOW THEREFORE BE IT RESOLVED by the City Council of Monticello as follows: 1. The contributions described above are hereby accepted by the City of Monticello. 2. The contributions described above will be used as designated by the donor. This may entail reimbursing or allocating the money to another entity that will utilize the funds for the following stated purpose: DONOR/ENTITY RECIPIENT PURPOSE Tom Perrault City of Monticello General fund Adopted by the City Council of Monticello this 23rd day of November, 2009. ______________________________ Mayor Clint Herbst ATTEST: ______________________________________ Jeff O’Neill, City Administrator City Council Agenda: 11/23/09 1 5C. Consideration of calling for a Special Joint Meeting of the EDA and Monticello City Council on December 9, 2009 at 6:30 p.m. to discuss TIF funds A. REFERENCE AND BACKGROUND: The EDA requests Mayor Herbst and Council to call for a special joint meeting of the EDA and Monticello City Council on December 9 at 6:30 p.m. This will be held in conjunction with the regular EDA meeting which starts at 6 p.m. Prior to the joint meeting, City staff will provide information related to the TIF Analysis and Management Plan completed by Northland Strategies. B. ALTERNATIVE ACTIONS: 1. Motion to call for a Special Joint Meeting of the EDA and Monticello City Council on December 9, 2009 at 6:30 p.m. for the purpose of discussing TIF funds. 2. Motion for other date/time. City Council Agenda: 11/23/09 1 5D. Consideration of adopting Resolution #2009-70 approving Final Payment of $2950 to H. Brothers Painting and accepting garage door painting at the Monticello Fire Fall, City Project No. 09C009. (BP) A. REFERENCE AND BACKGROUND: The painting portion of the improvements authorized by Council on the Monticello Fire Station was completed on November 11, 2009. The Council is being requested to accept this portion of the project as complete and approve final payment to H. Brothers Painting, Inc. in the amount of $2,950.00. The following paperwork is requested for final payment to be released: 1. A W-9 from the contractor. 2. An invoice showing the final amount due and stating any warranty information. A1. Budget Impact: Funds will be coming from the Capital Revolving Fund. A2. Staff Workload Impact: None. B. ALTERNATIVE ACTIONS: 1. Motion to adopt Resolution #2009-70 to accept the improvements and approve the final payment of $2,950.00 to H. Brothers Painting, contingent upon receipt of paperwork. 2. Motion to deny final payment and not accept the improvements. C. STAFF RECOMMENDATION: City staff recommends approving the final payment to H. Brothers Painting as outlined in Alternative #1. D. SUPPORTING DATA: Painting bid approved by City Council Resolution #2009-70 CITY OF MONTICELLO RESOLUTION NO. 2009-70 APPROVING FINAL PAYMENT AND ACCEPTING IMPROVEMENTS FIRE STATION – GARAGE DOOR PAINTING CITY PROJECT NO. 09C009 WHEREAS, pursuant to a written contract with the City of Monticello awarded to H. Brothers Painting of Monticello, Minnesota the contractor has satisfactorily completed the garage door painting at the Monticello Fire Hall and other appurtenant work 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) Completed W-9; and 2) Invoice showing final amount due and stating any warranty information that may be applicable. Adopted by the Monticello City Council this 23rd day of November, 2009. ___________________________ Clint Herbst, Mayor ATTEST: ___________________________ Jeff O’Neill, City Administrator City Council Agenda: 11/23/09 1 5E. Consideration of approving liquor providers for the Monticello Community Center for 2010-2011. (KB) A. REFERENCE AND BACKGROUND: Every two years the Community Center sends out request for service proposals to invite caterers and alcohol providers to submit their name for consideration to be on the list of preferred caterers/alcohol providers for our Mississippi Banquet Room. We view our catering and Alcohol Vendors as an integral part of our banquet facility team. Our goal is to provide our renters with a quality product, excellent service and good price options. We feel that the vendors who submitted their service proposals will provide us and our customers with all of these qualities and more. Unfortunately you will note that we only have one local vendor on our list. We had a few requests from local restaurants to be included on our preferred list and they were sent a service proposal packet as well as other local vendors. Follow up calls were also made by our Event Coordinator. The applications were not returned for consideration to be included. We will continue to seek out local options every time the list is up for renewal. The State Statues require that our alcohol providers be approved by the City Council to be allowed to sell alcoholic beverages on our premises. Each of these vendors holds a retail on- sale liquor license and carries insurance to cover working at the community center. In this Statute, the caterer is allowed to sell alcohol as a part of their food service. This is the list of Preferred Caterers and Alcohol Providers for the Monticello Community Center for 2010 and 2011 submitted for your approval: 1. Cornerstone Café (Monticello) 2. Red’s Café & Catering (Montrose) 3. Russell’s on the Lake Catering (Big Lake) 4. Steven’s Restaurant and Catering (Princeton) 5. Reichel’s Catering Service (Annandale) A1. Budget Impact: Each of our caterers and alcohol providers are required to pay a fee based on a percentage of the total food bill as well as a bar set up fee. This fee provides the community center with approximately $10,000 to $15,000 in revenue per year. The fee provides for the vendors usage of the facility and equipment as well as exclusive advertising as our Preferred Vendor. A2. Staff Workload Impact: Once our list is approved, we meet with the vendors to go over expectations and questions. Our Event Hosts work closely with each vendor during the event that they are providing food and alcohol for. The staff workload impact is otherwise relatively low. City Council Agenda: 11/23/09 2 B. ALTERNATIVE ACTIONS: 1. Motion to approve the list of Caterer and Alcohol providers as presented. 2. Motion to deny the list of Caterers and Alcohol providers as presented. C. STAFF RECOMMENDATION: City staff recommends alternative number one based on excellent past performance and references submitted with Vendor’s application packets. D. SUPPORTING DATA: None City Council Agenda: 11/23/09 1 7. Public Hearing - Consideration of approving Resolution #2009-69 for the Issuance of Revenue Bonds by the City of St. Cloud on behalf of Centracare Health System. (TK) A. REFERENCE AND BACKGROUND: The St. Benedict’s Senior Community, here in Monticello and operated by CentraCare Health System, a Minnesota nonprofit, was originally financed as part of a revenue bond issued by the City of St. Cloud. As a nonprofit they can issue debt using the exempt status of government entities in which they have facilities located. Since CentraCare Health System has location in St. Cloud and Monticello, they issued debt using St. Cloud’s tax exempt status. CentraCare Health System is now trying to refinance their debt again using the City of St. Cloud as the debt issuer. Since part of the bonds financed St. Benedict’s Senior Community in Monticello, the City of Monticello is required to hold a public hearing and approve the sale of debt by State Statute. Therefore, the attached resolution is for the City’s approval of the issuance of bonds by the City of St. Cloud, on behalf of CentraCare Health System. This action has no affect on the City of Monticello nor commits the City to any future debt obligations or expenses. A1. Budget Impact: This action has no financial impact on the City. A2. Staff Workload Impact: This action has no staff impact now or in the future. B. ALTERNATIVE ACTIONS: 1. Approve Resolution #2009-69 for the Issuance of Bonds by the City of St. Cloud on behalf of CentraCare Health System. 2. Deny the resolution for the Issuance of Bonds by the City of St. Cloud on behalf of CentraCare Health System. C. STAFF RECOMMENDATION: City staff recommends Alternative #1, to approve the resolution for the issuance of revenue bonds by the City of St. Cloud on behalf of CentraCare Health System. D. SUPPORTING DATA: Resolution #2009-69 CITY OF MONTICELLO RESOLUTION NO. 2009-69 APPROVING THE ISSUANCE OF BONDS BY THE CITY OF ST. CLOUD, MINNESOTA, ON BEHALF OF CENTRACARE HEALTH SYSTEM UNDER MINNESOTA STATUTES, SECTIONS 469.152 TO 469.165 BE IT RESOLVED by the City Council of the City of Monticello, Minnesota, as follows: SECTION 1 Recitals and Findings 1.1. CentraCare Health System, a Minnesota nonprofit corporation (“System”), has advised this Council of its desire to refinance the acquisition, construction and equipping of St. Benedict’s Senior Community – Monticello, located at 1301 and 1305 Seventh Street in the City of Monticello with the proceeds of revenue bonds issued by the City of St. Cloud (“Issuer”) under the authority of Minnesota Statutes, Sections 469.152 through 469.165. The Bonds are proposed to be issued in an aggregate amount which is not expected to exceed $200,000,000, the proceeds of which will be used to refinance the acquisition, construction, renovation, remodeling and equipping by the System or its affiliates of health care facilities located in the Cities of St. Cloud, Melrose and Long Prairie, Minnesota, in addition to the City of Monticello (“Act”). Approximately $13,000,000 of proceeds of the bonds proposed to be refinanced by the Bonds were spent on the Facilities in the City. 1.2. At a public hearing held on the date hereof, all parties who appeared at the hearing were given an opportunity to express their views with respect to the proposal to refund the Refunded Bonds through the issuance of the Bonds under the Act by the Issuer, and interested persons were given the opportunity to submit written comments to the Monticello City Administrator before the time of the hearing. SECTION 2 Approvals 2.1. The issuance of Bonds by the Issuer pursuant to the Act to refund the Bonds is hereby consented to and approved. The terms of the Bonds shall be as are approved by the governing body of the Issuer. 2.2. The Mayor and City Administrator and other officers of the City of Monticello are authorized and directed to furnish to the System, the Issuer and the attorneys rendering an opinion on the issuance of the Bonds, certified copies of all proceedings and records of the City relating to the Bonds and such other affidavits and certificates as may be required to show the facts relating to the legality and marketability of the Bonds as such facts appear from the books and records in the officer’s custody and control or as otherwise known to them, and all such certified copies, certificates and affidavits, including any heretofore furnished, shall constitute representations of the City as to the truth of all statements contained therein. Adopted by the City Council of the City of Monticello on this 23rd day of November, 2009. Mayor Clint Herbst ATTEST: Jeff O’Neill, City Administrator Voting in favor: Voting in opposition: Said resolution was declared duly passed and adopted. City Council Agenda: 11/23/09 1 8. Consideration of approving an ordinance amendment for Off Street Parking Standards and approving a summary ordinance for publication. (NAC/AS) A. REFERENCE AND BACKGROUND: This report supplements the previous staff report considered by the City Council at its meeting on October 26, 2009. At that meeting, the City Council ended its consideration of an amendment with a 2-2 split vote. This report is intended to better address some of the questions raised at that meeting, and to clarify the amendment options as prepared by staff. The draft parking amendment creates a set of regulations for the location of vehicle parking and storage, as well as required site improvements, on residential property. The proposed language developed by staff in the original report varies the requirements depending on the type of vehicle being considered. As noted in previous discussions, the City Council and Planning Commission did arrive at a consensus on the regulations for recreational and passenger vehicles. However, the two bodies had not voiced a consistent intent with relation to commercial vehicle parking on residential property. To clarify, the draft ordinance is written to include two ways of classifying vehicles for the purposes of establishing parking requirements for commercial vehicles. One is based on weight (with weight classifications taken from State of Minnesota commercial vehicle licensing statutes), and the other is based on overall dimensions (height, length, and width). The language regarding the commercial vehicle parking regulations is the same as proposed in the staff report of October 26th. The rationale for including the weight requirement is due to the need for consistency with other City Codes and with State statute. The City Traffic Code prohibits vehicles over 13,000 pounds gross vehicle weight from driving on residential streets. Additionally, the State requires a separate licensing for all commercial vehicles over 13,000 pounds gross vehicle weight. The reasoning for also including the vehicle dimension requirement is based on ease of enforcement and on the idea that vehicles larger than these dimensions pose potential safety, visibility and noise hazards in residential districts. As presented at the previous Council meeting, the Planning Commission felt that all small commercial vehicles as defined in the proposed ordinance should be treated essentially the same as passenger vehicles. The Planning Commission’s recommended text is included in the blue highlight in the attached diagram. Larger commercial vehicles would be prohibited. City Council Agenda: 11/23/09 2 Emergency Vehicles The original draft language proposed on October 26th did not include an exemption in size or weight for emergency vehicles. The draft included with this report does include proposed language. This is due to the fact that in dealing with the issue of commercial vehicle parking in residential areas in the past, concerns have been raised on the potential of precluding emergency response vehicles from parking in residential areas. This issue may again require special consideration. As such, one method of enforcement may be to define “emergency response” vehicles. Said definition may include: (a) Ambulance, (b) Police and Sheriff, (c) Fire, (d) Emergency tow vehicles. The proposed amendment then essentially treats emergency vehicles similar to small commercial vehicles. For Council consideration, the ordinance amendment proposed makes an exception to allow parking of these vehicles in residential areas. Existing Non-conformities. Finally, to clarify questions related to individual property circumstances, it may be that in some cases, existing non-conformities gain the ability to continue in their current condition. There is a presumption, however, that to gain these rights the use must have been established legally under the rules in effect at the time of its establishment. For most situations of illegal parking, that condition will not be met, since the regulations setting the prevailing standards have been in effect for more than 30 years. Moreover, a vehicle that is parked illegally that is removed from the property during use off site essentially abandons any “grandfathered” rights that it had, since the non-conforming regulations state that when a non-conforming use is removed, it is not to be re-established unless it is then in full conformance with the ordinance. In these cases, property owners do have the right to request a variance from the ordinance. A1. Budget Impact: Not applicable. A2. Staff Workload Impact: Not applicable. B. ALTERNATIVE ACTIONS: Decision 1: Adoption of a text amendment to the Zoning Ordinance relating to parking and storage of vehicles on residential property. The City Council can adopt Alternative 1 below, which includes regul ations for emergency vehicles, as well as the Planning Commission’s recommendation for the incorporation of all “small” commercial vehicles, and the exclusion of large commercial vehicles from residential parking. City Council Agenda: 11/23/09 3 Or, the Council can choose to adopt Alternative 2 below, which enacts only the regulations relating to passenger and recreational vehicles for the time being, and continues the discussion on commercial vehicles. In either case, a summary ordinance must also be adopted for publication. Alternatives: 1. Motion to adopt a text amendment to the Zoning Ordinance relating to the storage of vehicles on a residential property, including the regulation of: a. Passenger and recreational vehicles b. Emergency vehicles c. Commercial vehicle parking as recommended by the Planning Commission. 2. Motion to adopt a text amendment to the Zoning Ordinance relating to parking and storage only of passenger and recreational vehicles (including non-commercial pick-up trucks SUVs) on residential property. 3. Motion to table for further discussion. 4. Motion to deny the ordinance amendment. Decision 2: Adoption of a summary ordinance for publication relating to parking and storage of vehicles on residential property. 1. Motion to adopt a summary ordinance for publication relating to parking and storage of vehicles on residential property. including the regulation of a. Passenger and recreational vehicles b. Emergency vehicles c. Commercial vehicle parking as recommended by the Planning Commission. 2. Motion to adopt summary ordinance for publication relating to parking and storage of vehicles on residential property relating to parking and storage only of passenger and recreational vehicles (including non-commercial pick-up trucks SUVs) on residential property. C. STAFF RECOMMENDATION: In relationship to Decision 1, staff recommends Alternative 1 as consistent with the recommendation of the Planning Commission. The City Council and Planning Commission reached a general consensus during their workshop regarding passenger and recreational vehicles and the ordinance reflects that discussion. It also clarifies the existing ordinance by providing a chart and graphic to more clearly illustrate the ordinance. In specific regard to the regulation of commercial vehicles, Alternative 1 amends the ordinance to be more consistent City Council Agenda: 11/23/09 4 with other sections of current City Code and helps to address a common enforcement concern in residential neighborhoods. Staff also recommends Alternative 1 under Decision 2, which would be consistent with the action on the first decision. D. SUPPORTING DATA: A. Proposed Ordinance Amendment B. Summary Ordinance for Publication C. Staff Report for City Council Agenda – 10/26/09 D. Public Comment City Council Agenda: 11/23/09 1 9. Consideration of approving reduction in warming house hours for the 2009-2010 winter skating season (TP/JO) A. REFERENCE AND BACKGROUND: City Council tabled this item last meeting and asked staff to provide a cost estimate for having warming houses at both rinks open Tuesdays, Thursdays, weekends and on holidays. Council also asked to define a volunteer working agreement with the Hockey Association to see if they could find volunteers to monitor the skating rinks and/or provide some level of reimbursement to the city in order to keep the 4th Street warming house open on weekdays. Subsequent to the meeting, the city did receive a letter from Eric Hanse on topic (attached) . Eric was one of the main spokespersons for the Hockey Association at the recent meeting. In his letter, Hanse noted that the Hockey Association would not be able to provide regular assistance this winter in keeping the 4th Street warming house open either by providing a regular volunteer worker or by providing the City with cash to cover a City employee. However, Hanse did note that the Hockey Association will try to keep the rink open 2 nights during the week for “rink ratting” in the event the City does not fund weekday hours. It will be understood that when a team is using the rink via the key, the warming house will be supervised and responsible for by the team. Hanse went on to say that the in the future, they will go to the Hockey Board to see if the Hockey Association could provide an attendant on a regular basis in 2010-2011. In the meantime, the Hockey Association hopes that the City can keep the warming house at 4th Street open two nights during the week with the added option of the key for the association. The Hockey Association feels that not only is it about them being able to use the ice and take responsibility for it, but it’s also a great place for kids that do not play organized hockey to play and develop a love for the sport. When asked about the advisability of utilizing volunteers to man the warming houses, Joel Jamnik responded by saying: “I think the Hockey Association alone should be allowed to use the rinks when they are not staffed by City staff…for the reasons you list, there should be an agreement specifying the terms of use (supervision, security of the facility, etc.), and the warming house should either be locked or staffed when the Association is using the rink for team practices.” Please note that according to according to Monticello’s Safety Policy based upon OSHA regulations, each facility must have a CPR/first aid certified attendant on duty for each shift. The City’s skate guards are CPR/first aid certified and have also been trained in BBP (blood borne pathogens). If volunteers regularly staff the facility, it would be important for them to have training in these areas accordingly. City Council Agenda: 11/23/09 2 The table below represents the costs for each of the basic options. Total Hours of Operation per week, not including Holidays and School Vacations. (Note: all of this is based on a 9 week plan.) Option Hours/Wk Total Weekday hrs Option One – No Change 54 hrs/week 972 total hrs $9,574.20 Both rinks open Option Two No Weekdays 16 hrs/week 11 Hol + 144 Wknds $4,570.00 Both rinks closed with YHA opening on occasion. Option Three 40 hrs/week 360 hrs $3,546.00 4th Street rink 30 hrs/week 270 hrs $2,659.50 West Bridge rink Parks Comm 630 Total hrs. $6,205.50 Option Four - Open Tuesdays, Thursdays, weekends and holidays for both sites: West Bridge Tuesday & Thursday 4pm-7pm Weekends/Holidays 1pm-7pm Cost 54 hrs 108 wk hrs + 66 Hol hrs $2,245.80 Season 4th Street Tuesday & Thursday 5pm-9pm Weekends/Holidays 1pm-9pm 72 hrs 144 wk hrs + 88 Hol hrs $2,994.40 Season Option Four (Council request): Tuesdays, Thursdays, weekends, holidays $5,240.20 Total Season Please note that the total hours noted above are based on perfect weather. The actual number of hours open is weather dependent; under the current 54 hour/week schedule, the actual number of hours open averages about 40 hours per week. A1. Budget Impact: Budgeted funds are available to cover any option that the City Council desires. A2. Staff Workload Impact: The Parks Department staff will maintain the ice and two skating attendants would be staffed during the hours proposed above. B. ALTERNATIVE ACTIONS: 1. Motion to approve one or a combination of the options listed above. With any of the options, it is expected that the Hockey Association will be opening the warming house from time to time. If not already covered adequately by the current agreement, then an addendum should be put in place that identifies responsibilities relating to Hockey Association operation and monitoring of activities in the 4th Street warming house. City Council Agenda: 11/23/09 3 C. STAFF RECOMMENDATION: At a meeting on Thursday, November 19th, the Parks Commission recommend keeping the warming houses open under a slightly reduced schedule not to exceed a budget of $6,205.50 as outlined in Option Three. This option was preferred given park use statistics and the importance of providing a recreational outlet for an increasingly sedentary population. Also, there is some concern relating to safety issues that may arise with the public using the rinks without an attendant on duty. From a staff standpoint, I think we would also like to see the warming houses open on weekdays, but it is understood that this is truly a policy decision and up to the Council to weigh level of service and usage versus cost. D. SUPPORTING DATA: Email from Eric Hanse, Youth Hockey Coach Council Agenda Item from 11/9/09 Graphs of usage for West Bridge and 4th Street rinks (during warming house hours) Youth Hockey Agreement Moose Sherritt Arena – public skating hours PUBLIC SKATE SCHEDULE Moose Sherritt Ice Arena Sunday, 11/8 12:00-2:00pm Sunday, 11/15 12:00-2:00pm Tuesday, 11/17 12:00-2:00pm Sunday, 11/22 12:00-2:00pm Friday, 11/27 11:15-1:15pm Sunday, 11/29 12:00-2:00pm Sunday, 12/6 12:00-2:00pm Sunday, 12/13 (Skate with Santa) 12:00-2:00pm Tuesday, 12/15 12:00-2:00pm Sunday, 12/20 12:00-2:00pm Thursday, 12/24 12:00-2:00pm Sunday, 12/27 12:00-2:00pm Monday, 12/28 1:30-3:30pm Tuesday, 12/29 1:30-3:30pm Wednesday, 12/30 1:30-3:30pm Thursday, 12/31 (New Years Skate) 1:30-3:30pm From: Eric Hanse [mailto:erichanse@yahoo.com] Sent: Tuesday, November 17, 2009 1:58 PM To: Tom Pawelk Subject: Hockey Association Hi Tom, Our plan is to work with the city this season in so much as what they decide for 4th street is what we will work with understanding budgeting. Our hope is that we can meet in the middle this season and have the rink open two days per week to allow for "rink ratting." Rink ratting will be lost without a public option. It will be understood that when a team is using the rink via the key the warming house will be supervised and responsible for by the team. We will bring to the association board the request that next season require volunteer hours to keep the park open 2 (more) days per week. We already have mandatory volunteer hour mechanisms in place we will simple add the hours to the existing mechanim. That way parents will be skate guarding and watching the warming house rather than kids and it will be required by the association. Hopefully the board will vote to keep the rink open two nights per week and the association would take care of an additional two nights. The board has not yet met since the City Council meeting but there is support for this initiative. I will have an answer on whether it is approved for the 2010-2011 season later this month. In the meantime, we hope we can keep the rink open 2 nights during the week with the option of the key for the association. We feel it is not just about us using the ice and taking responsibility for it. Its also a great place for kids that do not play organized hockey to play and develop a love for the sport. We are already losing the battle against, Xbox, Nintendo, television and the internet. The public needs the option. We understand restrictions in budgeting and hope we can meet in the middle. Thanks, Eric Hanse Head Coach M.A.M.L Bantam A F:\CITY CLERK\AGENDAS\2009 COUNCIL AGENDAS\11-23-09 CC AGENDA\9 MYHA AGREEMENT - 2009.DOCX - PAGE 1 OF 3 - YOUTH HOCKEY AGREEMENT OF UNDERSTANDING This agreement, entered into this __________ day of , 2009 executed between the City of Monticello (hereinafter referred to as the City) and the Monticello Youth Hockey Association (hereinafter referred to as the YHA) sets out provisions for the use of the building facilities in Fourth Street Park. The City and the YHA do hereby agree as follows: 1. The City shall assume responsibility for routine maintenance and repairs. The YHA will assist with labor, if necessary. 2. The City shall pay for all normal utility (fuel and electricity) costs; however, YHA will be billed for abnormal events such as leaving the lights on, not picking up litter after use, etc. In this case the YHA will be billed the cost of an employee plus 2.25% overhead costs. 3. The YHA will provide a schedule to the Park Superintendent of the times of practices and they may request abnormal hours (e.g., during holidays) which must be cleared with the Park Superintendent. 4. The City will continue to provide a rink attendant during the specified hours of operation; Hours of Operation - The warming house will be open Monday through Friday from 4:00 p.m. to 9 p.m.; Saturday from 1 p.m. to 9 p.m.; Sunday from 1 p.m. until 9 p.m. and Christmas/holidays from 1p.m. to 9 p.m. The warming house attendant will be given explicit instructions to lock the facility after closing hours. No use of the facility will be allowed by the YHA after closing. 5. All litter shall be picked up from the entire site by the YHA after all practices and events. 6. Lights shall be shut off by the YHA after all practices and events. 7. If the City finds the facility the next day with items 5 and 6 not completed, the YHA will be billed accordingly. F:\CITY CLERK\AGENDAS\2009 COUNCIL AGENDAS\11-23-09 CC AGENDA\9 MYHA AGREEMENT - 2009.DOCX - PAGE 2 OF 3 - 8. The City will supply to the YHA two keys for the storage facility. These keys may not be duplicated. These keys shall be returned at the end of the season and distributed in the fall to the appropriate personnel. 9. The City will be responsible for removing snow in accordance with the snow removal policy. 10. The YHA will have use of the storage facilities at the 4th Street Rink throughout the year. If use takes place in the off season, the YHA will be required to check out a key from the Monticello Public Works Department, informing the City of who is using the key and how long they will have the key in their possession. The YHA shall assume full responsibility for the opening and closing of the facility during the period of time specified in provision #10. This shall include turning off lights and securing all entries. 11. The YHA will exercise substantial responsibility in supervising the activities of the YHA in the facility. 12. The YHA, while the building is being used primarily by them, will assume the responsibility for reasonable care and maintenance of the facility; including clean up, litter, lights shut off; the facility to be left the way they found it. 13. The YHA will notify City Staff as soon as is feasibly possible of any repair and/or maintenance problem that may require City attention. 14. The City will be responsible for flooding both the hockey rink and the open skating area with the assistance of the YHA volunteer group. Both skating areas should receive equal priority in terms of flooding. 15. The YHA has exclusive use of one of the two rinks during scheduled practices, with supervision. The rink closest to the railroad tracks is the designated hockey rink. If the YHA uses the second rink they will be billed for the maintenance fees. The YHA is only allowed to use one hockey rink each time they practice. The other rink will always be available for general skating only. 16. The YHA shall notify the Park Superintendent of the date and times of organized events being held at the rink. Organized events will be billed to the YHA accordingly. F:\CITY CLERK\AGENDAS\2009 COUNCIL AGENDAS\11-23-09 CC AGENDA\9 MYHA AGREEMENT - 2009.DOCX - PAGE 3 OF 3 - 17. When it is a Monticello Youth Hockey organized event, the coaches will be in charge of enforcing safety rules and regulations for those YHA members participating in the event. When it is not an organized event of the YHA, the skating rink attendant will have full authority to enforce safety rules and regulations. 18. The Wright County Sheriff=s Department will be directed to enforce the parks schedule. No one will be allowed to use the facility after hours. For the Association: For the City: _______________________________ ______________________________ Park Superintendent ________________________________ City Council Agenda: 11/09/09 1 10. Consideration of approving reduction in warming house hours for the 2009-2010 winter skating season (TP/JO) A. REFERENCE AND BACKGROUND: City Council is asked to consider approving a reduction in warming house hours during the winter skating season. This request for consideration of a reduction in hours stems from the current budget situation and the desire to better match hours of operation with frequency of use by skaters. Please note that under the options noted below, the rinks will continue be flooded and cleared as usual. In addition, it is suggested that the warming house and hockey rink be made available for use by the Youth Hockey Association during weekday hours when an attendant is not present. Council may wish to consider making the warming house available for the Hockey Association during the weekdays with conditions. See the attached agreement with the Youth Hockey Association for more information relating to the use of 4th Street Park. City staff maintains four skating rinks during the winter season. The rinks are located at West Bridge Park and 4th St Park. There is a general skating rink at West Bridge Park and 4th St Park features a general skating rink and two hockey rinks. Cleaning these rinks is also a part of our snow plow policy that was approved at the last council meeting. A few weeks ago, prior to the start of the process of hiring rink attendants, the Personnel Committee reviewed attendance records at the rink and asked staff to submit to the City Council their proposal to reduce the number of hours that the warming houses are open. The main reduction proposed by the Personnel Committee includes closing the warming houses during weekdays. The outline below compares three basic options for your review. Council certainly has the option to mix and match. Option One is the current schedule on which the 2009 budget was based. Option Two is the schedule proposed by the Personnel Committee taking into account the current budget situation and patterns of use. Option Three proposed by Tom Pawelk and the Parks Commission proposes a fine tuning of the hours based on patterns of use, but keeps the warming houses open on weekdays. Please note that all options will include the regular posting at the warming house of open skating hours at Moose Sherritt arena. Weekdays Option One - current Open Monday thru Friday 3 pm to 9 pm Option Two Closed Monday thru Friday – Except YHA has key for 4th Street Option Three Open Tuesdays 4pm – 9pm 4th St will be open at 5:00 pm weekdays City Council Agenda: 11/09/09 2 Weekends (Saturday and Sunday) Option One - current Saturday 9 am – 9 pm; Sunday 11 am – 9 pm Option Two 1pm – 9pm (both days) Option Three 1pm – 9pm (both days) Holiday and School Vacation Hours Option One - current 9 am – 9 pm Option Two 11 am – 9 pm Option Three 11 am – 9 pm Total Hours of Operation per week, not including Holidays and School Vacations. (Note: all of this is based on a 9 week plan.) Option One 54 hrs/week 972 total hrs $9,574.20 Both rinks Option Two 16 hrs/week 88h Hol + 144h Wknds $4,570.00 Both rinks Option Three 40 hrs/week 360 total hrs $3,546.00 4th Street rink Option Three 30 hrs/week 270 total hrs $2,659.50 West Bridge rink $6,205.50 In the event City Council closes the warming house at 4th Street Park on weekdays, it is proposed that a key be provided to the Hockey Association for its use of the facility. As you probably know, the warming house and hockey boards were developed with significant assistance from the Hockey Association. Although it can not be predicted that the absence of an attendant while the Hockey Assoication is using the facility will result in problems, I think there is some risk. The question is, how should the public use of the warming house be monitored/managed while the Hockey Association has it open? If the Hockey Association is given a key, then the YHA will need to be responsible for managing what happens in the warming house while under its control. Perhaps YHA will need to have someone in the warming house to monitor other members of the public that use the warming house during Hockey Association practice or perhaps YHA should be required to lock the warming house while teams are on the ice and limit its use to Hockey Association members only. A1. Budget Impact: With the 2010 budget impacts to the Parks Department, the cost to have the rinks open is not to exceed $6,000 between both rinks. A2. Staff Workload Impact: The Parks Department staff will maintain the ice and two skating attendants will be staffed during the hours proposed above. City Council Agenda: 11/09/09 3 B. ALTERNATIVE ACTIONS: 1. Motion to keep the warming houses as in previous years with no change at an estimated cost of $9,754.20. 2. Motion to reduce the number of hours as shown in Option Two or Three or a combination, as desired, with a total cost not to exceed $6,000. NOTE: Council is asked to consider whether or not to provide a key to the YHA and assist in defining conditions for YHA use. Further consideration as to whether the general public should or should not be allowed to use the warming house while in use by YHA or should YHA be asked to lock it once their players are on the ice. C. STAFF RECOMMENDATION: The Personnel Committee would like to see weekday hours eliminated for the warming houses. The ice will continue to be maintained so skaters will have the option of using the rinks during weekdays. In addition, the City has purchased ice time for free skating at Moose Sherritt arena, so elimination of warming house hours reduces this duplication. Interestingly, usage of the outdoor rinks has grown since the ice arena has been built. The Parks Commission recommends keeping the warming houses open under a reduced schedule as identified under Option Three. From a staff standpoint, I think we would like to see the warming houses open on weekdays, but understand that this is truly a policy decision and up to the Council to weigh level of service versus cost. D. SUPPORTING DATA: Graphs of usage for West Bridge and 4th Street rinks (during warming house hours) Youth Hockey Agreement Moose Sherritt Arena – public skating hours