City Council Agenda Packet 12-14-2009AGENDA
REGULAR MEETING – MONTICELLO CITY COUNCIL
Monday, December 14, 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. Approval of Minutes - November 23, 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) MCC New Year’s Eve (12/31)
2) Holiday hours for city buildings
b. Council Updates:
1) MnDOT Bridge Replacement Project
1) Liquor Store
5. Consent Agenda:
A. Consideration of approving new hires and departures for City departments
B. Consideration of approving new 5-year lease agreement with Christian Social Services,
Inc. for the food shelf and clothing center
C. Consideration of adopting Resolution #2009-75 to accept a contribution of $250 from
Tom Perrault to go into the General Fund
D. Consideration of adopting Resolution #2009-76 approving final payment to LaTour
Construction and accepting work on Chelsea Road from County Road 18 to Fallon
Avenue, City Project No. 06C031
E. Consideration of adopting Resolution #2009-77 approving final payment to R. L. Larson
Construction and accepting work on I-94/County Road 18 Interchange, City Project No.
04C001
F. Consideration of adopting Resolution #2009-74 approving final payment to Progressive
Stucco and accepting siding and stucco work on the Monticello Fire Hall, City Project
No. 09C009
G. Consideration of adopting Resolution #2009-78 approving final payments to contractors
Morton Buildings, Wes Olson Electric, and Purcell Plumbing and Heating, and accepting
work on the FiberNet Monticello Garage, City Project No. 09C006
SPECIAL MEETING - CLOSED
5:45 p.m. – Closed Meeting: Personnel Matter
H. Consideration of authorizing purchase of vehicles for FiberNet Monticello
I. Consideration of establishing a sales account manager position with FiberNet Monticello
J. Consideration of authorizing sale of the 1973 Chevrolet Fire Truck through an auction
service
K. Consideration of appointing Ron Hackenmueller as Chief Building Official
L. Consideration of renewing contract with Peterson-Grimsmo Chapel for cemetery
caretaker services at Riverside Cemetery
M. Consideration of approving renewal of pawn shop license for Michael Helm dba
Monticello Pawn, Gun and Bargain Center, 1219 TH 25
N. Consideration of preliminary approval of fire contract renewals with the City of Otsego
and Silver Creek Township
O. Consideration of approving 2010 Wright County Annual Highway Maintenance
agreement
P. Consideration of adopting Resolution #2009-73 approving a Gambling Premises Permit
application for Monticello Youth Hockey Program to conduct gambling at Chatter’s
Restaurant and Bar
Q. Consideration of approving a contractor for repairing newly discovered hailstorm-related
damage on various City buildings (costs covered entirely by insurance)
6. Consideration of items removed from the consent agenda for discussion.
7. Public Hearing - Consideration of denial of Rental License and authorization for City Attorney to
take action related to non-compliance with licensing requirements
8. Public Hearing – Consideration of adopting Resolution #2009-72 to approve final tax levy and
2010 budget
9. Consideration of approving the 2010-2014 Capital Improvement Plan for the City of Monticello
10. Consideration of authorizing City staff to facilitate Interim (6 month) Outdoor Storage of
Large Commercial Vehicles at 101 Chelsea Road (old bowling alley site)
11. Consideration of authorizing the firm of Flaherty Hood to provide services regarding Legislative
Advocacy pertaining to the permanent storage of Nuclear Waste at the Monticello Nuclear
Generating Plant (MNGP)
12. Consideration of calling for a Special Meeting during the last week of December for approval of
bills
13. Approve payment of bills for December 14th
14. Adjournment
Council Agenda: 12/14/09
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
Name Reason Department Last Day Worked Class
Kayla Tibboel Involuntary MCC 11/24/09 PT
NEW EMPLOYEES
TERMINATING EMPLOYEES
5A council_employee list.xls: 12/11/2009
City Council Agenda: 12/14/09
1
5B. Consideration of approving new 5-Year Lease Agreement with Christian Social
Services, Inc for the food shelf and clothing center (TK)
A. REFERENCE AND BACKGROUND:
The lease agreement between Christian Social Services, Inc. and the City of Monticello for
the clothing and food shelf area expired at the end of November 2009. Staff reviewed the past
lease and made one adjustment to the lease. The adjustment is under condition #10, where the
last paragraph was added. All other conditions and the term are the same as in the past.
This lease was sent to Christian Social Services, Inc and they have agreed to the terms and
have signed the lease pending City Council approval.
A1. Budget Impact: The lease requires an annual lease payment of $1, so the budget
impact is of no significance.
A2. Staff Workload Impact: There is no staff workload with this lease agreement.
B. ALTERNATIVE ACTIONS:
1. Motion to approve the 5-year lease agreement with Christian Social Services, Inc.
2. Motion to deny the lease agreement with Christian Social Services, Inc.
C. STAFF RECOMMENDATION:
City staff recommends Alternative 1 to approve the lease agreement.
D. SUPPORTING DATA:
Copy of the lease agreement
Page 1
LEASE
This lease made and entered into this day of November, 2009, by and between the City
of Monticello (hereinafter referred to as “Lessor”) and Christian Social Services, Inc. (hereinafter
referred to as “Lessee”).
Lessor leases and lets to Lessee that part of the premises situated at Monticello, Minnesota, more
particularly described as follows:
That portion of the building located at 213 Cedar Street containing approximately 1,271
square feet as described in Exhibit A attached hereto. Legal description is Lot 4 and 5,
Block 34, Original Plat, City of Monticello, Minnesota.
For a period of five (5) years commencing November 2009 and ending on November 2014
unless otherwise earlier terminated as provided herein, on the following terms and conditions:
1. Lessee agrees to pay, without demand by Lessor, as and for rent the sum of $1.00
annually provided, however, that in case said premises, without fault or neglect on the
part of the Lessee, is destroyed or is so injured by the elements or any other cause as to
be untenable or unfit for occupancy, Lessee is not liable thereafter to pay rent to said
Lessors; and the Lessee shall thereupon quit and surrender possession of said premises.
2. Quiet Enjoyment. Lessors covenant that on paying the rent and performing the
covenants herein contained, Lessee shall peacefully and quietly have, hold, and enjoy the
demised premises for the agreed term.
3. Use of Premises. The demised premises shall not be used by Lessee for any purpose,
through wholly legal, other than for the purpose of operating a non-profit charitable
clothing and food center.
4. Alterations and Improvements. Lessee shall make no alterations to the buildings on
the demised premises or construct any building or make other improvements on the
demised premises without prior written consent of Lessor. All alterations, changes, and
improvements built, constructed, or placed on the demised premises by Lessee with the
exception of fixtures removable without damage to the premises and movable personal
property shall, unless otherwise provided by written agreement between Lessor and
Lessee, be the property of Lessor and remain on the demised premises at the expiration
or sooner termination of this lease.
5. Insurance. Lessor shall maintain insurance coverage on the building structure, and the
Lessee shall be responsible for maintaining insurance coverage on any personal property
or contents within leased area. Lessee shall also provide and maintain in force public
liability insurance coverage of not less than Three Hundred Thousand Dollars
($300,000.00) and name the Lessor as a co-insured.
Page 2
6. Waiver of Subrogation. All insurance policies carried by either party pursuant to
this lease shall contain clauses by which the insurer waives all subrogation rights which
it may have against either party hereto and against their respective insurers. The parties
hereto, on behalf of themselves and their respective insurers, waive such subrogation
rights. In addition to the foregoing, the Lessee agrees to name Lessor as an additional
insured on any insurance policies required hereunder.
7. Hold Harmless. Lessee shall hold Lessor harmless from any damage suffered by
any person arising out of Lessee’s use or control of leased premises and shall defend
Lessor against any claims against Lessor arising from Lessee’s use or control over the
leased premises.
8. Taxes. Lessor will be responsible for the real estate taxes during the terms of this
lease.
9. Assignment and Subletting. Lessee shall not assign this lease or sublet any concession
or license to use the premises or any part thereof. Any assignment or subletting without
written permission of Lessor shall be void, and the lease shall, at Lessee’s option, be
terminated in compliance with the default provision herein.
10. Termination. Lessee agrees to give Lessor thirty (30) days written notice before
the expiration of this lease of Lessee’s intention to vacate at the end of this lease.
If the demised premises, or any part thereof, shall be partially damaged by fire or other
casualty, the Lessor, at its option, may terminate this lease prior to the termination date.
Lessee shall not seek damages or contribution from the Lessor for any damages incurred
as a result of Lessor’s decision not to repair/rebuild the premises.
Should the Lessor determine to sell or otherwise dispose of the leased premises, the
Lessor may, upon ninety (90) days written notice to Lessee, terminate this lease. In that
event, Lessor shall have no obligation to pay relocation or moving expenses to Lessee.
11. Utilities. Lessee shall be responsible for all utility costs associated with the leased
premises, including heat, electricity, sewer, and water.
12. Maintenance and Repair. Lessee shall be responsible for all normal repairs and
incidental maintenance of the leased space, including, but not limited to such items as
annual furnace and air conditioning checkups; miscellaneous adjustments to equipment,
doors, windows; miscellaneous small repairs, leaky faucets, water heater adjustments,
incidental painting and finishing, cleaning. Major mechanical equipment repairs and/or
replacement required during the lease shall be subject to negotiation between Lessor and
Lessee, depending on the expected life of the equipment repaired or replaced, pro-rated
over lease term. Lessor shall keep the exterior of the premises in reasonable repair
during the term of the lease and shall maintain the common parking areas of the premise.
Lessee shall be responsible for maintenance of sidewalks adjacent to premises.
Page 3
13. Right of Entry. Lessor and Lessor’s agents reserve the right to enter the demised
premises during normal business hours or by appointment during the term of this lease
and any renewal thereof for the purpose of inspecting the premises and all building
improvements thereon and whenever necessary to make repairs and alterations to the
demised premises.
14. Surrender of Premises. At the expiration of this lease, Lessee shall quit and
surrender the premises hereby demised in as good a state and condition as they were at
the commencement of this lease, reasonable wear and use and damage by elements
excepted.
15. Default. If any default is made in payment of rent, or any part thereof, at the times
herein before specified, or if any default is made in performance of or compliance with
any other term or condition hereof, the lease, at the option of the Lessor, may be
terminated. Lessee agrees to pay all of the Lessor’s costs, including reasonable
attorney’s fees, in the event legal action is necessary to obtain possession of the
premises.
16. Applicable Law. Lessee shall abide by all applicable statutes, administrative
regulations, and ordinances covering Lessee’s use of the property. This lease shall be
construed according to the laws of the State of Minnesota.
17. Heirs and Assigns. The covenants and conditions herein contained shall apply to and
bind the heirs, legal representatives, and assigns of the parties hereto, and all covenants
are to be construed as conditions of this lease.
IN WITNESS WHEREOF, the parties hereto have executed this lease this 14th day of
December, 2009.
Jeff O’Neill, City Administrator
Lessor, City of Monticello
Christian Social Services, Inc.
Lessee
Council Agenda: 12/14/09
1
5C. Consideration of adopting Resolution #2009-75 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. 2009-75
City of Monticello
RESOLUTION NO. 2009-75
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 (Dec) $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 14th day of December, 2009.
______________________________
Mayor Clint Herbst
ATTEST:
______________________________________
Jeff O’Neill, City Administrator
City Council Agenda: 12/14/09
1
5D. Consideration of adopting Resolution #2009-76 approving final payment to LaTour
Construction and accepting work on Chelsea Road from County Road 18 to Fallon Avenue,
City Project No. 06C031 (WSB,BW)
A. REFERENCE AND BACKGROUND:
The Chelsea Road Reconstruction Project included the reconstruction of Chelsea Road
from CSAH 18 to west of Fallon Avenue and realigning the Chelsea Road/Fallon Avenue
intersection.
The project was substantially completed in October 2008 with the final lift of pavement
placed on Chelsea Road and Fallon Avenue. Remaining work that has since been
completed included adjusting the elevations of certain manhole castings and gate valves
to meet the specifications for the project and minor punch list items. The contractor
completed this work late this fall.
The Council is being requested to accept the project as complete and approve final
payment to LaTour Construction, Inc. in the amount of $40,190.12. 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.
The project was funded through special assessments, development agreements
(Monticello Industrial Park), utility funds, and street reconstruction funds. An
assessment hearing was held in October 2007 with the final assessment roll adopted and
certified to the County in 2007. This final construction cost was included in the adopted
assessment roll.
City Council Agenda: 12/14/09
2
B. ALTERNATIVE ACTIONS:
1. Motion to adopt Resolution #2009-76 to accept the improvements and approve
the final payment of $40,190.12 to LaTour Construction, Inc. subject to receipt of
final paperwork.
2. Do not adopt the Resolution to accept the improvements and approve final
payment.
C. STAFF RECOMMENDATION:
Staff recommends selecting Alternative #1. By approving this project by the end of
2009, assessments will be deferred to 2013 for the Monticello Industrial Park as per the
development agreement. In order to not further delay the assessments, staff recommends
approving the project tonight.
D. SUPPORTING DATA:
Resolution 2009-76
Letter from WSB & Associates, Inc.
Copy of Construction Pay Voucher No. 12 (Final)
CITY OF MONTICELLO
RESOLUTION NO. 2009-76
APPROVING FINAL PAYMENT AND ACCEPTING IMPROVEMENTS
CHELSEA ROAD FROM COUNTY ROAD 18 TO FALLON AVENUE
CITY PROJECT NO. 06C031
WHEREAS, pursuant to a written contract with the City of Monticello awarded to LaTour
Construction Inc. of Maple Lake, Minnesota, the contractor has satisfactorily completed the work for
the improvements to Chelsea Road 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) 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 14th day of December, 2009.
___________________________
Clint Herbst, Mayor
ATTEST:
___________________________
Jeff O’Neill, City Administrator
City Council Agenda: 12/14/09
1
5E. Consideration of adopting Resolution #2009-77 approving final payment to R. L. Larson
Construction and accepting work on I-94/County Road 18 Interchange, City Project No. 04C001
(WSB, BW)
A. REFERENCE AND BACKGROUND:
Due to the complexity of the I-94 project, there have been delays in collecting the information
needed by WSB and City staff to complete the agenda item. The full item will be delivered to
Council prior to the meeting on Monday night (or sooner if available).
A1. Budget Impact:
A2. Staff Workload Impact:
B. ALTERNATIVE ACTIONS:
1. Motion to adopt Resolution 2009-77 to approve final payment to R. L. Larson
Construction and accept work on the I94/County Road 18 Project 04C001.
2. Motion to deny the Resolution.
C. STAFF RECOMMENDATION:
City staff recommends…
D. SUPPORTING DATA:
Resolution 2009-77
[other items to be listed in final copy]
City Council Agenda: 12/14/09
1
5F. Consideration of adopting Resolution #2009-74 approving final payment to
Progressive Stucco and accepting the stucco and siding work completed on the
Monticello Fire Hall, City Project #09C009. (BP)
A. REFERENCE AND BACKGROUND:
The Monticello Fire Hall stucco and siding project, City Project #09C009, has been
completed. The contractor’s final total of the project is $34,150.00. This amount
includes the council-approved change order for removal and replacement of the rotted
sheeting on the walls, roof, monument sign and outside enclosure at a rate of $35/hour
totaling 90 hours. The removal/replacement materials were purchased by the Building
Department totaling $770.01 as well as the replacement of the electrical fixtures & GFI
totaling $160.00. To date the city has compensated Progressive Stucco $17,494.50,
leaving a balance of $16,655.50. This balance shall represent the final payment and upon
council approval and acceptance of the project, the warranty period will begin.
Based upon on-site observations and the data comprising this project, it is staff’s opinion
that the work contracted has been completed as indicated, the quality of the work is in
accordance with the contract documents and the contractor is entitled to payment of the
balance of $16,655.50.
A1. Budget Impact: Final payment of $16,655.50.
A2. Staff Workload Impact: Building inspections and materials pickup.
B. ALTERNATIVE ACTIONS:
1. Motion to adopt Resolution 2009-74 approving final payment of $16,655.50 to
Progressive Stucco and accepting siding and stucco work on the Monticello Fire
Hall, City Project No. 09C009.
2. Motion to deny final payment.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1 for approval of final payment of $16,655.50 to
Progressive Stucco as outlined. The contractor’s work has been completed and inspected
by staff which meets quality, standards, and our expectations.
D. SUPPORTING DATA:
Resolution 2009-74
Lien waiver from Progressive Stucco
Copy of final invoice
CITY OF MONTICELLO
RESOLUTION NO. 2009-74
APPROVING FINAL PAYMENT AND ACCEPTING IMPROVEMENTS
FOR SIDING AND STUCCO WORK AT MONTICELLO FIRE HALL
CITY PROJECT NO. 09C009
WHEREAS, pursuant to a written contract with the City of Monticello awarded to Progressive
Stucco, Inc. of Big Lake, Minnesota, the contractor has satisfactorily completed the work for the
siding and stucco and other appurtenant work at the Monticello Fire Hall 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) Final invoice and completed W-9;
2) Lien waiver from contractor;
3) 10-year Warranty, as stated in contract.
Adopted by the Monticello City Council this 14th day of December, 2009.
___________________________
Clint Herbst, Mayor
ATTEST:
___________________________
Jeff O’Neill, City Administrator
City Council Agenda: 12/14/09
1
5G. Consideration of adopting Resolution #2009-78 approving final payment to
contractors Morton Buildings, Wes Olson Electric and Purcell Plumbing and
accepting work on the FiberNet Monticello Garage, City Project No. 09C006. (BP,
DP)
A. REFERENCE AND BACKGROUND:
City Project #09C006 FiberNet Monticello Garage has been completed. The final total of
the project is $107,075.24. This amount includes the council approved change orders to
modify from electric infrared to an electric boiler with in-floor heating system. To date
the city has compensated the contractors as follows:
CONTRACTOR
CONTRACTED
TOTAL
DOWN
PAYMENT
FINAL PAYMENT
DUE
Morton Buildings Incorporated $78,394.00 $46,080.00 $32,314.00
Purcell Plumbing and Heating $9,536.00 $2,000.00 $7,536.00
Wes Olson Electric $10,186.00 $2,650.00 $7,536.00
Building Permits charged to FiberNet $7,398.69
Public Works, installation materials;
(water/sewer/flammable trap) $1,560.55
TOTAL $107,075.24 $50,730.00 $47,386.00
The contractor balances of $32,314.00, $7,536.00, and $7,536.00 respectively, shall
represent the final payment. Upon Council approval and acceptance of the project, the
warranty periods will begin.
Based upon on-site observations and the data comprising this project, it is staff’s opinion
that the work contracted has been completed as indicated, the quality of the work is in
accordance with the contract documents and the contractor is entitled to payment of the
balances listed above for the FiberNet Monticello Garage Facility.
The Public Works Water Department assisted in reducing the total cost by installing the
water and sanitary services and the flammable waste trap into the facility, saving
approximately $1,500.00.
A1. Budget Impact: $32,314.00, $7,536.00, and $7,536.00 respectively, for a total of
$47,386.00. Staff time is not included in this cost.
A2. Staff Workload Impact: Staff had multiple hours in preparing bids, arranging
contractors, construction meetings, inspections, installation of utilities labor, and
preparing agendas.
City Council Agenda: 12/14/09
2
B. ALTERNATIVE ACTIONS:
1. Motion to adopt Resolution #2009-78 approving final payments as follows and
accepting work on the FiberNet Monticello Garage, City Project No. 09C006.
Morton Buildings Incorporated: $32,314.00
Purcell Plumbing and Heating: $ 7,536.00
Wes Olson Electric: $ 7,536.00
2. Motion to deny final payments at this time.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1 for approval of final payments to Morton Buildings
Incorporated, Purcell Plumbing and Heating, and Wes Olson Electric for contracted
services to construct the FiberNet Monticello Garage Facility.
D. SUPPORTING DATA:
Resolution #2009-78
Morton Buildings Incorporated Invoices
Purcell Plumbing and Heating Invoices
Wes Olson Electric Invoices
Building Permits
Materials Invoices
CITY OF MONTICELLO
RESOLUTION NO. 2009-78
APPROVING FINAL PAYMENT AND ACCEPTING IMPROVEMENTS
FOR CONSTRUCTION OF FIBERNET MONTICELLO GARAGE
CITY PROJECT NO. 09C006
WHEREAS, pursuant to written contracts with the City of Monticello awarded to Morton Buildings,
Wes Olson Electric, and Purcell Plumbing and Heating of Minnesota, the contractors have
satisfactorily completed the work for the construction of the FiberNet Monticello Garage and other
appurtenant work in accordance with the contracts;
NOW THEREFORE, BE IT RESOLVED BY THE CITY OF MONTICELLO, MINESOTA that
the work completed under said contracts 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) Final invoice and completed W-9;
2) Lien waivers or affidavit stating that all claims against the contractor have been fully paid;
3) IC134 verifying withholding of state income tax, if applicable;
4) Warranty, as stated in contract.
Adopted by the Monticello City Council this 14th day of December, 2009.
___________________________
Clint Herbst, Mayor
ATTEST:
___________________________
Jeff O’Neill, City Administrator
City Council Agenda: 12/14/09
1
5H. Consideration of authorizing purchase of vehicles for FiberNet Monticello (JO,DP)
A. REFERENCE AND BACKGROUND:
City Council is asked to consider authorizing the purchase of two Ford service vans from
Morries Buffalo Ford in the amount of $19,338 each and are ready for delivery. The van
style is only sold by Ford and is specially suited for the work associated with support
technicians making customer site visits. These are relatively small service vehicle that
are efficient to operate yet have sufficient capacity to transport necessary equipment and
supplies. Unfortunately, there is no longer a Ford Dealer in town from whom to get a
quote. The other quote received was from Elk River Ford in the amount of $19,374.28
per vehicle (and requires a 16 week build time).
A1. Budget Impact: The purchase of these vehicles is identified in the budget and is
at a cost less than the budgeted amount. With these vehicles in place, there are
sufficient vehicles to support technician work in the field hooking up customers.
Please note that with the reduction in staffing in the Building Department, staff
will also be shifting the 1997 Jeep from the Building Department to FiberNet
Monticello. Fibernet will be compensating the City at the blue book value for the
Jeep. This four-wheel vehicle will provide four-wheel capabilities not available
with any other vehicles in the stable.
A2. Staff Workload Impact: None.
B. ALTERNATIVE ACTIONS:
1. Motion to approve purchase of two vans in the total amount of $38,676 from
Morrie’s Buffalo Ford.
2. Motion to deny purchase and seek quotes on an alternative vehicle design from
other vendors.
In order to buy from a local dealer, Fibernet would need to select a less desirable vehicle
design. Some telecommunication companies provide a pick-up with a topper to its
technicians, which is an alternative.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1 and the FiberNet Advisory Board recommended
the purchase at their December board meeting. The van design is specially suited for the
intended use, and therefore it is not recommended to buy a different style in order to keep
the business in Monticello. At least if the purchase is from Morries’s, it is from a Wright
County dealer.
D. SUPPORTING DATA:
Vehicle Brochure
City Council Agenda: 12/14/09
1
5I. Consideration of establishing a sales Account Manager position with FiberNet
Monticello (JO, DP, TE)
A. REFERENCE AND BACKGROUND:
A staffing need has been identified by the FiberNet General Manager requiring
establishment of a full-time Account Manager position within FiberNet Monticello. The
responsibilities of this position would include managing the sales of FiberNet Monticello
products and services. This position would report directly to the FiberNet General
Manger. The Account Manager position would be an exempt position with a base salary
set between $28,000-$30,000 plus commissions up to $19,200 per year. Due to the initial
need to ramp up staff quickly, staff has advertised the opening in anticipation of formal
approval of establishment of the position. If the decision is made not to approve the
establishment of this position, we will not move forward with interviewing from
collected applications.
Funding for this position/sales activity has been identified within the boundaries of the
financial plan and thus is not an unexpected expense. The FiberNet Advisory Committee
and the Personnel Committee have reviewed this request and recommend approval by
Council.
A1. Budget impact: This is a budgeted position within FiberNet Monticello. The
associated full-time salary for this position is estimated at $47,200-$49,200 at
100% of quota.
B. ALTERNATIVE ACTIONS:
1. Motion to approve establishing the Account Manager position.
2. Motion to deny establishing the Account Manager position.
C. STAFF RECOMMENDATION:
The FiberNet Advisory Board, Personnel Committee and Staff recommend Alternative
#1 for establishment of the position of Account Manager for FiberNet Monticello for
reasons noted above.
D. SUPPORTING DATA:
Account Manager Job Description
Account Manager Commission Plan
FiberNet Monticello, Account Manager
Commission Plan
9/2009
Commissions will be paid once monthly:
Payable at the end of the month following the month earned. (Subject to chargeback)
Commissions Available:
$19,200 Annually at goal. ($19,200/12+ $1,600 available monthly commissions.
Commission Pay Outs:
49% or below of goal= $0 payout
50% or greater performance to goal will have a direct 1/1 payout correlations, capped at 100%.
Example:
38% of goal achieved= $0.00 payable (no commissions <50% goal)
52% of goal achieved= $832.00 payable (52% of $1,600)
88% of goal achieved= $1,408.00 payable (88% of $1,600)
100% of goal achieved= $1,600.00 payable (100% of $1,600)
New Hire Commission Guarantee:
1st month of employment, guaranteed commission minimum of $1,200.00 (earnings per
commission schedule, in excess of guarantee will also be paid)
2nd month of employment, guaranteed commission minimum of $1,000.00 (earnings per
commission schedule, in excess of guarantee will also be paid)
3rd month of employment, guaranteed commission minimum of $800.00 (earnings per
commission schedule, in excess of guarantee will also be paid)
Goal make-up will be determined, jointly by hired individual, GM, City Staff and FiberNet
Advisory Board. Re-evaluated semi-annually.
Account Manager
City of Monticello-FiberNet
Exempt
Title of Class: Account Manager
Effective Date: July 31, 2009
Revised Date:
DESCRIPTION OF WORK
General Statement of Duties: Performs technical and skilled tasks relating to the sales of
FiberNet Monticello products and services.
Supervision Received: Works under the general supervision of the Fiber General Manager.
Supervision Exercised: None.
TYPICAL DUTIES PERFORMED
Provides potential customers with information about FiberNet products and services.
Evaluates the market prospect and present options
Obtains new clients while maintaining and “up selling” a predetermined account list.
Utilizes prospect research and communicates the prospect landscape with staff.
Prepares professional presentations and proposals to perspective clients
Presents and closes business deals
Establishes monthly and quarterly sales goals in mutual agreement with the FiberNet
Monticello’s General Manager
Resolves issues involving FiberNet Monticello’s products and services using standard
procedures
Works closely with other departments for technical support and advice to resolve issues
Provides timely responses to internal and external customer issues/concerns
Maintains a thorough knowledge of FiberNet Monticello’s product and service offerings
Maintains a thorough knowledge of competitions offerings
Updates prospect list daily
Participates in Marketing Sales Blitz Programs
Maintains Sales Funnel and Weekly Activity Models
Participates in community events
Participates in trade shows and special events
KNOWLEDGE, SKILLS AND ABILITIES
Excellent analytical, interpersonal, technical and communication skills
Strong technical knowledge of FiberNet Monticello products and services
Considerable knowledge of competition’s offerings
Ability to meet or exceed sales goals
Excellent verbal and written skills
Considerable knowledge of Microsoft Works, Excel and PowerPoint applications
MINIMUM QUALIFICATIONS
Must have a high school degree or equivalent. A four-year degree in related field a plus but not
required. Two or more years of sales experience is required. Must be a self-starter with strong
interpersonal skills and excellent verbal and written communication skills. Must possess and
maintain a valid MN Driver’s License.
City Council Agenda: 12/14/09
1
5J. Consideration of authorizing sale of 1973 Chevrolet Fire Truck through an auction
service (SJ, TK)
A. REFERENCE AND BACKGROUND:
Earlier this year, the City purchased and placed into service a new fire truck. Now that it is in
operation, the fire department no long has use for the City’s 1973 Chevrolet Fire Truck.
Therefore, the Fire Department requests approval to sell the 1973 fire truck, which they intend
to do through an auction service. Any funds the City receives from this sale could be used as
City Council desires.
A1. Budget Impact: The funds received would be unbudgeted City revenue and could
be used as directed by City Council or put into reserves.
A2. Staff Workload Impact: The only staff impact would be for the fire department to
transport the truck to the auction.
B. ALTERNATIVE ACTIONS:
1. Motion to authorize sale of 1973 fire truck.
2. Motion to deny the sale of 1973 fire truck.
C. STAFF RECOMMENDATION:
City staff recommends Alternative 1, to authorize the sale of the 1973 Chevrolet fire truck.
D. SUPPORTING DATA:
Pictures of 1973 fire truck
City Council Agenda: 12/14/09
1
5K. Consideration of appointing Ron Hackenmueller as Chief Building Official. (TE)
A. REFERENCE AND BACKGROUND:
Interviews to appoint a new Chief Building Official were conducted on Wednesday,
December 2, 2009. Both Ron Hackenmueller and DJ Hennessey applied for the position
and were interviewed. The panel involved in the interviewing process included Mayor
Herbst and Councilmembers Wojchouski and Perrault.
While the panel was extremely impressed with both applicants, the decision was made to
appoint Ron Hackenmueller as the interim Chief Building Official with the
recommendation to Council to hire Ron Hackenmueller as the permanent Chief Building
Official. Hackenmueller’s past construction experience as well as his proven
performance record were key factors in the decision. Hackenmueller has worked in the
City of Monticello as a Building Inspector since May of 2006 and has proven himself to
be a key member of the Building Department. With qualified candidates, it is
recommended that the City Council hire from within the department.
If appointed, Mr. Hackenmueller will begin working immediately with the Community
Development Director and City Administrator to develop goals and priorities for the
Building Department.
A1. Budget impact: This position is a budgeted position for 2009 and 2010.
Workload relating to start-up of the rental licensing ordinance and storm recovery
is past the peak and it does not appear that new construction is gearing up, so no
action is proposed at this time for filling the position left vacant with
Hackenmueller’s promotion. According to Tom Kelly, this will result in a
significant reduction for the Building Department expenditures for 2010.
B. ALTERNATIVE ACTIONS:
1. Motion to approve the appointment of Ron Hackenmueller to Chief Building Official.
2. Motion to deny the appointment of Ron Hackenmueller to Chief Building Official
and direct staff to advertise externally for the position.
C. STAFF RECOMMENDATION:
The panel that interviewed the candidates recommends Alternative #1 for the
appointment of Ron Hackenmueller to the Chief Building Official position.
D. SUPORRTING DATA:
Hackenmueller Offer Letter
City Council Agenda: 12/14/2009
1
5L. Consideration of renewing contract with Peterson-Grimsmo Chapel for cemetery
caretaker services at Riverside Cemetery. (TP)
A. REFERENCE AND BACKGROUND:
The City has contracted with Peterson-Grimsmo Chapel (Roger Carlson) for caretaker
services at Riverside Cemetery for the past six years. We deal closely with funeral
homes regarding operations at Riverside Cemetery. In the past, funeral directors had
often performed caretaker duties for the Masonic Lodge when they operated Riverside
Cemetery. The Peterson-Grimsmo Chapel has performed the caretaker duties well. There
are approximately seven main duties for the caretaker at Riverside Cemetery. A copy of
the new Agreement for Services for Riverside Cemetery with Peterson-Grimsmo Chapel
is enclosed for your review.
The past contract with Peterson-Grimsmo Chapel was in the amount of $316 per month.
The new agreement with Peterson-Grimsmo Chapel is in the amount of $350 per month.
The length of the agreement is for a two-year period of time and is renewable. The
agreement may be terminated by either party with a 30-day written notice, with or
without reasons.
A1. Budget Impact: The increase of $34 per month will be offset with a slight
increase in administration rates.
B2. Staff Workload Impact: The renewal of this contract will not result in an impact
to staff workload.
B. ALTERNATIVE ACTIONS:
1. Motion to approve the new Agreement for Services with Peterson-Grimsmo
Chapel to perform those duties as listed in the Agreement for Services at
Riverside Cemetery for a lump sum of $350 per month.
2. Motion to deny the new Agreement for Services at Riverside Cemetery with
Peterson-Grimsmo Chapel.
C. STAFF RECOMMENDATION:
Staff recommends Alternative #1 to approve the Agreement for Services with Peterson-
Grimsmo Chapel as outlined. The duties taken over by Peterson-Grimsmo Chapel can
often be outside the normal working hours of the Public Works Department and those
duties are within the normal scope of operations for funeral directors and have been
performed by funeral directors in the past.
City Council Agenda: 12/14/2009
D. SUPPORTING DATA:
Copy of Agreement for Services with Peterson-Grimsmo Chapel, including the list of
services provided by the Parks Department and the Public Works Administrative
Assistant
City Council – 12/14/09
1
5M. Consideration of approving renewal of pawn shop license for Michael Helm dba
Monticello Pawn, Gun and Bargain Center, 1219 TH 25. (TK)
A. REFERENCE AND BACKGROUND:
In November of 2007, the City approved the application for a pawn shop license for
Michael Helm doing business as Monticello Pawn, Gun and Bargain Center. At that time
the City also approved an off-site storage facility at 12081 165th Street in Becker. Due to
a clerical oversight the renewal of this license was not approved until February 9, 2009.
The license is renewable annually in December.
In checking with the Wright County Sheriff’s Department, the City has not been made
aware of any issues in the operation of the business that might impact the renewal of the
license. However, in checking with the Finance Department, the business owner was
delinquent in his payments to the City on the invoices for billable transactions in the
amount of $846.95. Mr. Helm was aware of this outstanding bill and paid the City on
Wednesday, December 9th. The Community Development Department has inspected the
property and finds it to be in compliance with the provisions of his conditional use
permit. Recently, the owner installed an electronic reader board in place of his old sign.
This was done without acquiring the proper permits from the City. The City has
contacted Mr. Helm regarding this issue and he has stated he will apply for the permit
and pay the required fees.
The Council may have some concern about the timeliness of the payments for the billable
transactions. The licensee has a history of being delinquent with his payments. The
licensee could allow the monthly bills to accumulate till such time as either his license is
up for renewal or the City certifies the delinquent MARS billings to the County Auditor
(November). It should be noted that the $25 annual license fee will be billed at the end
of December and due in January. The City Attorney has addressed the issue of non-
payment of fees and has stated that the non-payment of these fees is a valid basis for not
renewing the license.
B. ALTERNATIVE ACTIONS:
1. Approve an annual pawn shop license for Michael Helm dba as Monticello Pawn,
Gun and Bargain Center located at 1219 TH 25.
2. Do not approve the pawn shop license for Monticello Pawn, Gun and Bargain
Center.
3. Other action as directed by the City Council.
C. STAFF RECOMMENDATION:
Staff recommends that the Council approve the renewal of the Monticello Pawn, Gun and
Bargain Center at 1219 TH 25 of the Council’s license for the year 2010.
City Council – 12/14/09
2
D. SUPPORTING DATA:
None.
Council Agenda: 12/14/09
1
5N. Consideration of preliminary approval of fire contract renewals with City of Otsego
and Silver Creek Township. (TK, SJ)
A. REFERENCE AND BACKGROUND:
The current three year contracts for fire protection services for half of Silver Creek
Township and a portion of the City of Otsego are set to expire December 31, 2009. The
City currently charges $51 per parcel for fire protection coverage, which generates
$22,644 from Otsego and $30,855 from Silver Creek Township.
In the past, the City has used a formula to calculate the costs per parcel to be charged,
which is based on a number of factors including the annual fixed cost to have the fire
department available along with the number of man hours spent fighting fires in each
jurisdiction. The idea behind this allocation of cost is to try and recoup the City’s cost of
having a fire department available to provide coverage and to estimate the number of
fires and man hours that will be spent in each jurisdiction based on a three year average.
Enclosed with the agenda is a summary of the calculations used to estimate the new
contract terms which indicate that between Otsego and Silver Creek, the City should try
to generate approximately $41,636 in 2010 and, if this fee was adjusted by 3% annually
for 2011 and 2012, the current charge per parcel of $51 is sufficient to cover the City’s
costs. Although the City is not currently charging Monticello Township for fire
protection services until the year 2011, if anticipated revenue from them is included, this
formula would indicate the City should have $129,999 in revenue from all three
jurisdictions. The $51 per parcel rate would generate approximately $6,615 more than
anticipated costs and would allow for some unforeseen expenditures that could occur
over the next three years.
Fire Department representatives reviewed this information and are recommending that
the City Council adopt the fee schedule of $51 per parcel for the contract renewals
effective January 1, 2010. With Council approval, new contracts will be sent to each
jurisdiction for a new three year term.
A1. Budget Impact: The City’s 2010 budget anticipates revenue of $53,000 and a
fire department expenditure budget of $197,210, which these contracts are based
on.
A2. Staff Workload Impact: On average the fire department responds to 35 calls
per year to the City of Otsego and Silver Creek Township.
B. ALTERNATIVE ACTIONS:
1. Authorize contract renewals with the City of Otsego and Silver Creek Township
for fire protection services at a per parcel rate of $51 for 2011-2013.
Council Agenda: 12/14/09
2
2. Approve contract renewals at some other rate to be determined.
C. STAFF RECOMMENDATION:
It is the recommendation of the Fire Department, Director of Finance, and staff that 3-
year fire protection contract renewals be offered to the City of Otsego and Silver Creek
Township at a rate of $51 per parcel. While this rate is anticipated to cover the City’s
cost over the next three years, future adjustments to this rate may be needed if new fire
trucks are purchased or a new or second fire hall is added. The rate proposed has not
included any unusual capital expenditures at this time other than normal annual
purchases.
D. SUPPORTING DATA:
Cost allocation summaries
City Council Agenda: 12/14/09
1
5O. Consideration of approving 2010 Wright County Annual Highway Maintenance
Agreement. (BP,TM)
A. REFERENCE AND BACKGROUND:
The annual maintenance agreement with Wright County for snow and ice control is up
for renewal. It is virtually unchanged from last year precluding compensation. This
includes portions of CSAH 75 running from Willow Street east to the intersection of
CSAH 18. It also includes snow and ice control on a portion of CSAH 39 West from the
City Public Works Facility to the junction of CSAH 75 (Broadway) and a short section of
CR 117, approximately two-tenths of a mile long running north from 85th Avenue. The
increase from 2009 to 2010 maintenance contract respectively is $1,655.94.
A1. Budget Impact: The payment from Wright County this year amounts to
$15,675.97. This payment is made to the city in December of the contracted year.
Additional expenses are budgeted in “snow and ice”.
A2. Staff Workload Impact: There is little impact on staff workload due to no
changes in this contract.
B. ALTERNATIVE ACTIONS:
1. Motion to approve the 2010 Maintenance Agreement with Wright County as
enclosed with compensation of $15,675.97.
2. Motion to deny the new agreement with the county for annual maintenance of
snow and ice removal.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1 for authorizing approval of the 2010 Maintenance
Agreement with Wright County as outlined above.
D. SUPPORTING DATA:
Letter from Wright County dated 12-1-09
2010 Wright County Highway Maintenance Agreement
City Council Agenda: 12/14/09
1
5P. Consideration of adopting Resolution #2009-73 approving a Gambling Premises Permit
application for Monticello Youth Hockey Program to conduct gambling at Chatter’s
Restaurant and Bar (JO, CS)
A. REFERENCE AND BACKGROUND:
The Monticello Youth Hockey Program is requesting approval of their Premises Permit
Application to conduct gambling at Chatter’s Restaurant and Bar starting January 1, 2010.
The group intends to conduct bar bingo at Chatter’s on Monday nights from 6:30 to 9 p.m.
James Preusse, MYH Gambling Manager, has completed the necessary applications and
submitted a financial report of their current gambling operations at Hawk’s Bar from March
2008 to March 2009.
The State Gambling Control Board requires Council to adopt a resolution approving gambling
permit applications. City staff does not find any reason that Council would not approve this
application. Mr. Preusse is planning to be present at the meeting if Council would have any
questions.
A1. Budget Impact: none
A2. Staff Workload Impact: none
B. ALTERNATIVE ACTIONS:
1. Motion to adopt Resolution #2009-73 approving the Premises Permit Application for
Monticello Youth Hockey to conduct gambling at Chatter’s Restaurant and Bar.
2. Motion to deny Resolution #2009-73.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1 to adopt the resolution.
D. SUPPORTING DATA:
Resolution #2009-73
Premises Permit Application
Lease for Lawful Gambling Activity
Gambling Report – March 2008 to March 2009
CITY OF MONTICELLO
RESOLUTION NO. 2009-73
RESOLUTION AUTHORIZING THE APPROVAL
OF A CHARITABLE GAMBLING PERMIT
WHEREAS, Monticello Youth Hockey Program Inc. has submitted an application to the City
Council of Monticello for a charitable gambling Premises Permit to conduct gambling activities at
Chatter’s Bar and Restaurant at 4181 Cedar Street in Monticello, Minnesota; and
WHEREAS, the Council is not opposed to the gambling permit being issued by the State Gambling
Control Board;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL that the application by the
Monticello Youth Hockey Program Inc. for a charitable gambling permit to conduct gambling
activities at Chatter’s Bar and Restaurant is hereby approved and the State Gambling Control Board
is authorized to process the application.
Adopted by the Monticello City Council this 14th day of December, 2009.
__________________________________
Clint Herbst, Mayor
ATTEST:
__________________________________
Jeff O’Neill, City Administrator
CERTIFICATION
I hereby certify that the above is a true and correct copy of a resolution duly passed, adopted
and approved by the Monticello City Council on December 14, 2009.
____________________________________
Jeff O’Neill, City Administrator
City of Monticello
___________________________
Date
City Council Agenda: 12/14/09
1
5Q. Consideration of selecting contractor for repairing newly discovered hail storm
related damage to various city buildings (project costs covered entirely by
insurance). (BP)
A. REFERENCE AND BACKGROUND:
City Council is asked to grant formal approval of Pro Contracting Consultants as the
General Contractor to repair structures recently identified as damaged as a result of the
storm of May 25, 2008. In seeking resources to assess the damage to City Structures, Pro
Contracting services was contacted and was very helpful in identifying additional damage
not originally found after the storm event. Pro Contracting was also instrumental in our
receiving warranted compensation on all of the additional undiscovered damage by
describing damage to the Cities’ insurance company (LMCIT) adjuster and as a result,
the City will be receiving supplementary funding for repair for additional buildings. The
expense associated with Pro Contracting services to manage the projects would be funded
via the insurance settlement.
Staff is requesting that Council approve Pro Contracting as consultant to act as a general
contractor for all of the repairs that are approved by the LMCIT. These repairs include:
damage to the Library roof, the Community Center, Wastewater Treatment Facility, Fire
Hall, farm property structures and basically every building that had reported damage on
the initial evaluation. The reportable damage so far will range from $150,000 to
$300,000; as yet the evaluation list has not been completed by the new adjuster and real
expense estimation totals may even exceed prior assessments.
It is not proposed to utilize city staff to manage the work as city staff time is not
recoverable as part of the claim. The consultant’s fee is recoverable as part of the claim
which will allow staff to concentrate on other matters. Funds that are allocated by the
LMCIT can only be used for the repair for each individual unit with claimed damage.
Claim funds cannot be held in reserve or used for other purpose due to a requirement for
a confirmed contract of repair before funds are released to the city for dispersal.
Please note that Pro Contracting Consultants will be required to follow purchasing
practices followed by city staff including requirements to obtain quotes for materials and
services on a local basis.
A1. Budget Impact: The costs for this project will be entirely paid by LMCIT
Insurance Claim #11064760. Consultant/General Contractor fees are all
recoverable under the insurance claim.
A2. Staff Workload Impact: Dependent on council action.
City Council Agenda: 12/14/09
2
B. ALTERNATIVE ACTIONS:
1. Motion to approve Pro Contracting Consultants as the General Contractor to repair
structures approved for repair thru LMCIT. Pro Contracting is to follow all
purchasing practices of the City.
2. Motion to obtain proposal and qualification from others to act as the general
contractor.
3. Motion to deny approval of a contractor at this time.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1, formally offering the work to PCC because it is a
reputable firm that was helpful in identifying roof damage at no cost early in the process,
which they were acting genuinely with a gesture that they may have the opportunity to
assist us in correcting found damage, but understood competition would also have that
same opportunity. This is a local area contractor that will hire local subcontractors with
local labor and materials to complete the work. There is no requirement to go out for
quotes from others, but in the future if the same situation arises, staff will be seeking
Council selection of a contractor via and RFP process prior to gaining a significant level
of assistance or advice. Again, the consultant’s fee is recoverable as part of the claim and
there is no cost to the city for the help.
D. SUPPORTING DATA:
Copies of the three (3) quotes received
City Council Agenda: 12/14/09
1
7. Public Hearing – Consideration of denial of Rental License and authorization for
City Attorney to take action related to non-compliance with licensing
requirements. (DJH/RH/AS)
A. REFERENCE AND BACKGROUND:
On July 27, 2007, the City adopted an ordinance requiring all rental properties to obtain a
Rental License. To obtain this license, the property owner must first submit an
application to the city, pay the appropriate fee, and then pass a compliance inspection.
Building Department staff conducts these inspections to ensure compliance with the
International Property Maintenance Code (IPMC) and the City’s Public Nuisance
Ordinance.
At the completion of the inspection, the inspector leaves a Housing Inspection
Compliance Order with the person present at the inspection (owner, owner’s agent, or the
tenant). For correction items that affect health, life, and/or fire safety, a reinspection is
required. A reinspection will also be requested by the inspector if there are significant
property maintenance issues and/or public nuisance violations. It is the owner’s
responsibility to ensure all items are corrected and to schedule a reinspection in a timely
manner. If the owner or owner’s agent is not present at the inspection, a copy of the
compliance order is left with the tenant. The owner can also obtain a copy of the order by
contacting city hall.
If the owner fails to set up an inspection or correct the items listed on the compliance
order, the city can decide to deny, suspend, or revoke the rental license. If it is determined
that the city will be denying, suspending or revoking a license, or the owner appeals the
compliance order, then the City Council must conduct a hearing on the matter (City
Ordinance § 3-16-10).
The purpose of this hearing is for the City Council to review any testimony, documents
and other evidence pertaining to properties that are to be denied rental licenses. The
owner of a property in question shall have the opportunity to address the Council at this
hearing.
There are three properties set to be denied rental license privileges due to non-compliance
with city codes. The three properties brought forward for review are in violation of the
2008 rental licensing cycle. They are:
11 Walnut Street, an Eight (8) unit apartment building owned by Jan Marie
Johnson.
524 East River Street, a single-family home owned by Marcia Ann Haney.
2661 Oak Ridge Drive, a single-family home owned by Joyce Hamaty.
A complete summary of staff actions and communications related to each property is
included for reference.
City Council Agenda: 12/14/09
2
A1. Budget Impact: Not applicable.
A2. Staff Workload Impact: Staff did make a considerable effort to assist all rental
property owners in complying with the new rental ordinance. As noted within
each property summary, for the three properties in question, staff time exceeded
that required for other rental properties.
It should be noted that for each successive rental cycle, the amount of staff time
needed for the various tasks involved with administering the ordinance is
decreasing. This is due to the rental property owner’s becoming familiar with the
ordinance and the process, and the Building Department’s streamlining of
procedures.
B. ALTERNATIVE ACTIONS:
Decision #1: Rental License for 11 Walnut Street, owned by Jan Marie Johnson
1. Motion to deny rental housing license to Jan Marie Johnson for property
located at 11 Walnut Street and direct staff to proceed with criminal
complaint.
2. Motion to direct staff to proceed with criminal complaint and table action
on rental license for 11 Walnut Street for further review.
3. Motion to approve rental housing license to Jan Marie Johnson for
property located at 11 Walnut Street.
4. Motion for other action.
Decision #2: Rental License for 524 East River Street, owned by Marcia Ann Haney
1. Motion to deny rental housing license to Marcia Ann Haney for property
located at 524 East River Street and direct staff to proceed with criminal
complaint.
2. Motion to direct staff to proceed with criminal complaint and table action
on rental license for 524 East River Street for further review.
3. Motion to approve rental housing license to Marcia Ann Haney for
property located at 524 East River Street.
4. Motion for other action.
Decision #3: Rental License for 2661 Oak Ridge Drive, owned by Joyce Hamaty
1. Motion to deny rental housing license to Joyce Hamaty for property
located at 2661 Oak Ridge Drive and direct staff to proceed with criminal
complaint.
2. Motion to direct staff to proceed with criminal complaint and table action
on rental license for 2661 Oak Ridge Drive for further review.
3. Motion to approve rental housing license to Joyce Hamaty for property
located at 2661 Oak Ridge Drive.
4. Motion for other action.
City Council Agenda: 12/14/09
3
C. STAFF RECOMMENDATION:
With the following details and outcomes in mind, staff recommends Alternative #2 in
each of the decisions.
As Council will be able to discern form the attached summary reports, much work has
been done to bring properties into compliance with the 2008 rental licensing cycle. That
same effort is being made on the 2009 cycle.
Out of approximately 460 rental properties and 1300 rental units within the city, only
three properties are presented for possible license denial. Although there are a small
number of other properties who have not yet received a license under the 2008 program,
the Building Department is actively working with those property owners to come into
compliance.
As is detailed within the summary reports on the three subject properties, the owners of
these three properties have been contacted on numerous occasions but have not made
significant attempts to come into compliance.
Staff would like to provide detail on the outcomes associated with each of the Alternative
Actions noted above as this is the first time that staff is bringing the rental ordinance
forward to the City Council for enforcement action,. Council will also want to consider
their final action within context of setting the tone for future violations.
Alternative 1: This motion would require posting of the property with a notice of action
by the Council, indicating that no person shall “reside in, occupy of cause to be occupied
that rental dwelling or unit until a license is obtained or reinstated.” Therefore, the
tenants would need to vacate the subject property. This action also provides for
proceeding with criminal prosecution of the property owner.
Alternative 2: This motion would allow the City to move forward with the criminal
prosecution of the property owner, but stays action on the actual denial of license. This
would allow the tenant to remain at the subject property while trying to work with the
property owner to resolve the licensing issues. This option may be more palatable to the
Council, although staff does have concerns whether the property owner will come into
compliance. In any case, this option allows the legal action to play out, giving the tenants
time to find alternative housing if a rental license is ultimately denied. It should be noted
that for all three of the properties, there are no imminent life/safety violations that would
necessitate immediate occupant vacation of the premises.
Alternative 3: This motion would allow the tenants to remain living at the subject
property with no criminal prosecution. Staff would not recommend this action. The
rental license process was put into place to provide for the protection and welfare of both
rental property owners and their tenants. Taking no action to enforce the ordinance could
potential set an unfavorable precedent for future enforcement.
City Council Agenda: 12/14/09
4
D. SUPPORTING DATA:
11 Walnut Street Information, including:
A. Background Summary of Rental Property Action
B. Letters to property owner from Campbell Knutson
C. Complaint –Summons
D. Photos
524 East River Street Information, including:
A. Background Summary of Rental Property Action
B. Letters to property owner from Campbell Knutson
C. Complaint –Summons
D. Photos
2661 Oak Ridge Drive Information, including:
A. Background Summary of Rental Property Action
B. Letters to property owner from Campbell Knutson
C. Complaint –Summons
D. Photos
Rental Ordinance
City Council Agenda: 12/14/09
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8. Public Hearing - Consideration of adopting Resolution #2009-72 to approve final
Tax Levy and 2010 Budget (TK)
A. REFERENCE AND BACKGROUND:
City Council and staff met several times to discuss the City’s proposed 2010 budget and
tax levy. As a result, the Council approved a 2010 preliminary levy of $7,750,000, which
was certified to Wright County for the tax notices that were mailed in November.
The proposed tax levy of $7,750,000 is the same amount as the 2009 final levy. The levy
helps fund the following funds:
General Fund $5,373,793
Library Fund 19,321
Shade Tree Fund 30,000
Community Center Fund 1,092,353
Street Reconstruction Fund 00
Debt Service Funds
2008 Sewer Refunding $496,231
2002 Improv. Bond 74,798
2005 Improv. Bond 248,724
2007 Improv. Bond 414,780
Debt Service Fund Levy 1,234,533
Total Proposed Levy $7,750,000
Since the proposed levy was adopted on September 14th, the City’s chief building official
retired and was replaced by one of the existing building inspectors. That building
inspector position will be left vacant, and the wage and benefits were removed from the
General Fund. This allows the General Fund levy to be reduced to $5,268,065 and the
total levy would be $7,644,272 which is a 1.36% decrease from the 2009 levy.
The levy helps support the City’s proposed expenditure budget, which includes both
operational and capital costs. The City’s General Fund expenditure budget is being
decreased 10.15% from the 2009 budget, the Library Fund expenditure budget is being
decreased 22.19%, Shade Tree expenditures decreased 17.97% and the MCC
expenditures are decreased 2.77%.
Revenue and expenditures changes that affect the levy include;
No cost of living increases for employees
The building inspector position and deputy clerk positions left vacant
Reduced seasonal and part-time employees budget in the streets and alleys and
parks departments
o Reduced rink hours
Reduced pathway maintenance budget by $10,000
City Council Agenda: 12/14/09
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Reduced street improvement budget by $20,000
Delayed $146,500 in capital equipment purchases
Eliminated Library program costs by $7,600 and community education by
$12,740
Reduced building permit revenues $290,000 to $235,000
Budgeted the current market value homestead credit cut by the State ($257,815)
Did not include the $242,125 increase in transition aid into the General Fund, but
instead plugged it into Capital Revolving Fund for possible equipment purchases
incase the State cuts the aid in 2010 as part of it budget balancing process
Transferred $45,000 into the General Fund from FiberNet Fund for FiberNet’s use
of the City’s construction inspector’s time
Increased water and sewer rates 5% each to cover future infrastructure
improvements
Transfer $266,000 from the Liquor Fund to support the Street Reconstruction
Fund and Library Fund
Added approximately $73,000 in tax capacity to the general tax rolls by
decertifying TIF Districts 1-26, 1-28, and 1-33 early
The County currently has the City’s tax capacity at $16,653,416, which does not include
the three TIF districts being decertified early. So when you add the tax capacity of those
three districts, the City’s tax capacity would be around $16,726,905, which is a decrease
of $56,938 from the City’s 2009 tax capacity. When the tax levy of $7,644,272 is
divided by the City’s tax capacity of $16,726,905, you end up with the City’s 2010 tax
rate, which would be 45.700% compared to a 2009 tax rate of 46.191%. This means, if a
home had a market value of $135,000 for both taxes payable in 2009 and 2010, that
property owner would see their City property taxes decrease $7 and a home valued at
$275,000 would see a decrease of $13. A business valued at $300,000 would see a
decrease of $22.
In 2009, of the 17 cities in Wright County, 11 of those cities had lower tax rates than
Monticello’s. Based on the preliminary levies of the 17 cities for 2010, only 6 cities
would have a lower tax rate than Monticello.
A1. Budget Impact: This will set the expenditure budgets for 2010 at $34,887,113
for all funds and the City’s property levy at $7,644,272.
A2. Staff Workload Impact: The budget should serve staff as a guide to expenditure
limits for 2010, but has no workload impact.
B. ALTERNATIVE ACTIONS:
1. Motion to adopt Resolution 2009-72 approving the 2010 expenditure budget at
$34,887,113 and the City property tax levy at $7,644,272.
a. This alternative reduces the levy to reflect a reduction in Building
Department expenses.
City Council Agenda: 12/14/09
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2. Motion to adopt a Resolution to approve the 2010 expenditure budget and/or tax
levy at some other amounts with the tax levy not to exceed $7,750,000.
a. Council should select this alternative if there is a desire to fund programs that
were cut, such as the equipment savings program or the library program, with
savings derived from the reduction in Building Department personnel.
Council could also select this alternative if it desires to budget for the costs
($75,000) associated with advocating for legislation addressing long term
storage of nuclear waste in Minnesota.
3. Motion not to approve the 2010 expenditure budget and/or tax levy and to call for
a special meeting to approve the budget and tax levy prior to December 29th.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1, to adopt the resolution approving the 2010
expenditure budget for all funds at $34,887,113 and the City property tax levy at
$7,644,272. However, Alternative #2 should also be strongly considered. A levy greater
than the $7,644,272 will result in an increase in the tax rate (due to decreased tax
capacity). So property owners who had their property values decreased would still see a
City property tax decrease. Also, a higher levy provides the opportunity to save for
future purchases and thus reduce potential for a spike in the tax rate in the future.
D. SUPPORTING DATA:
Resolution #2009-72
PowerPoint presentation pages
RESOLUTION NO. 2009-72
RESOLUTION ADOPTING THE 2010 BUDGET AND
SETTING THE TAX LEVY
WHEREAS, the Finance Director has prepared and submitted to the City Council a budget setting
forth therein his estimated needs of the City of Monticello for all operation and the debt service for
the fiscal year commencing January 1, 2010; and
WHEREAS, the City Council has reviewed the same and has made such changes therein as appear
to be in the best interest of the City of Monticello;
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
MONTICELLO: that the budget so submitted by the Finance Director, together with the changes
made therein by the City Council, be and same hereby is adopted as a budget for the fiscal year
commencing January 1, 2010; and
BE IT FURTHER RESOLVED by the Council of the City of Monticello that there be and
hereby is levied for the fiscal year commencing January 1, 2010, the following sums for the
respective purposes indicated therein upon the taxable property of the City of Monticello, to wit:
REVENUE
NET CERTIFIED LEVY
General
$5,268,065
Community Center
$1,092.353
Library
$19,321
Shade Tree
$30,000
DEBT RETIREMENT
Debt Service Fund
$1,234,533
CAPITAL IMPROVEMENTS
Street Reconstruction Fund
$0
TOTAL TAX LEVY $7,644,272
The above resolution was introduced by Councilmember______________ and was duly seconded
by Councilmember____________.
The following voting in favor:
.
The following voted in opposition:
The City Administrator is hereby instructed to transmit a certified copy of this resolution to the
County Auditor of Wright County, Minnesota.
Adopted by the Monticello City Council this 14th day of December, 2009.
___________________________________
Clint Herbst, Mayor
ATTEST:
_________________________________
Jeff O’Neill, City Administrator
CERTIFICATION
I hereby certify that the above is a true and correct copy of a resolution duly passed,
adopted and approved by the Monticello City Council on December 14, 2009.
____________________________________
Jeff O’Neill, City Administrator
City of Monticello
___________________________
Date
City Council Agenda: 12/14/09
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9. Consideration of approving the 2010-2014 Capital Improvement Plan (CIP) for the
City of Monticello. (TK)
A. REFERENCE AND BACKGROUND:
Staff and City Council reviewed a proposed Five-Year CIP at a workshop on October
12th. The enclosed CIP is the result of that workshop with a couple of changes. Changes
to the plan: the Farm Land Purchase on page 106 was moved from a 2010 expenditure to
2012, and the removal of a sewer system camera from 2010, as City Council approved
the camera purchase earlier in 2009.
The 2010 improvements are included in the City’s 2010 budget; however items would
still need Council approval before purchasing or going forward with projects. The capital
improvements listed for 2011 through 2014 only serve as a guide for future planning and
are not authorized until they are included in the budget and approved by Council.
Once approved, the CIP will be used by staff to complete the City’s long-range financial
plan and by having an adopted CIP, this should help the City’s efforts to obtain a higher
bond rating in the future. The CIP should also help eliminate large budget fluctuations
from one year to another and large purchases can be planned and spread out over the five-
year period. The CIP provides better financial stability for the City by planning future
capital improvements and purchases.
A1. Budget Impact: The funds for the capital equipment to be purchased and
projects to begin in 2010 are included in the 2010 operating budgets of the various
funds as identified in the CIP.
A2. Staff Workload Impact: The only staff impact the CIP has is the time it took
staff to create the CIP. At the time project or equipment purchases move forward,
there may be staff time and possibly work completed by staff at that time.
B. ALTERNATIVE ACTIONS:
1. Motion to approve the 2010-2014 CIP.
2. Motion to approve the 2010-2014 CIP with Council changes.
3. Motion to deny approval of the 2010-2014 CIP.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1, to approve the 2010-2014 CIP.
D. SUPPORTING DATA:
2010-2014 CIP document
City Council Agenda: 12/14/09
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10. Consideration of authorizing City staff to facilitate Interim (6 month) Outdoor
Storage of Large Commercial Vehicles at 101 Chelsea Road (old bowling alley site)
(JO/AS/TM)
A. REFERENCE AND BACKGROUND:
On November 23rd, the City Council approved an amendment to the Monticello Zoning
Ordinance regulations for off-street parking.
The amendment added clarification and definition to the ordinance as it pertains to
commercial vehicle storage in residential districts. The amendment specifically prohibits
large commercial vehicles in residential districts, but does make some allowances for
smaller commercial vehicles. The Council will note that commercial vehicles over 9,000
were previously prohibited in residential districts (prior to the 11/23/09 amendment).
During the discussion on the amendment, Council members did express some concern
over the short notice displacement of larger vehicles that have been parking in residential
neighborhoods in the past. As the passage of the amendment will require some level of
enforcement with regard to resident complaints, it was felt that mitigating this somewhat
unexpected displacement may warrant research.
As a means to provide temporary solution for residents needing immediate storage for
their large commercial vehicles, the Council is asked to consider authorizing staff to
move forward with additional action on designation of an interim storage site.
Although large commercial vehicles are allowed to park for a temporary period of time in
the City’s commuter parking lot, this highly visible area is not an ideal location for the
more frequent parking of these vehicles.
In reviewing other potential sites for off-street parking of larger commercial vehicles,
staff would offer the old bowling alley site (101 Chelsea Road) as the best possible
interim solution. It is a City-owned property. The site is zoned for industrial use, offers a
power source at the building, offers easy access to transportation corridors, and can
accommodate up to 6 large commercial vehicles with power.
Information on site improvements and maintenance costs are noted below.
In terms of land use approvals, if the Council would like to move forward, the City would
need to process a zoning code amendment to allow the outdoor storage of large
commercial vehicles in the I-1 District as a principal use. Then the City would apply for
the permit itself, which would be processed as a CUP. It would be recommended that the
permit expire in May, 2009. The City would most likely want to repeal the ordinance
amendment at the conclusion of the interim use permit, as principal storage of
commercial vehicles is not an ideal use for I-1 areas. If the City Council desires to
provide this outdoor storage use as soon as possible (in order to address an immediate
need), it is proposed to allow the use while the ordinance amendment is being processed.
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In terms of site usage, a simple lease agreement could be prepared outlining payment
terms and notification of termination of lease agreement should the Cit y sell the property.
In the event that Council does not want to utilize the bowling alley site, there may be
privately-owned properties that the Council would like staff to research in order to
provide recommendations to large commercial vehicles owners for interim, or even long-
term, parking solutions.
A1. Budget Impact: To prepare the bowling alley site for this possible use, the only
needed site improvement would be the installation of outdoor power sources for
vehicle plug-in. That estimate is provided for reference and totals approximately
$1450. Estimates on power usage costs have also been provided, totaling
approximately $43.20 per month.
Based on 6 vehicles using the site, the total cost per user per month would be
$391.87, but could be reduced by excluding plowing and administrative costs.
A2. Staff Workload Impact: Staff costs would be incurred in snowplowing of the
parking lot and for the administrative costs associated with the lease agreements,
billing, and collections.
B. ALTERNATIVE ACTIONS:
1. Motion to authorize action relating to use of 101 Chelsea Road as a temporary
storage option for large commercial vehicles, including:
Installation of required electrical supply source.
Preparation of a lease agreement (the Council should specify what it
wishes to include in monthly lease costs).
Application for amendment to zoning ordinance allowing outdoor
commercial vehicle storage in an I-1 District.
Application for an interim use permit for outdoor commercial vehicle
storage in an I-1 District to expire on May 1, 2009.
Establish a monthly rate of $284.87 to pay for City expenses to facilitate
winter parking. (This is the estimated out of pocket cost for the City, not
including administrative and snowplowing costs. Plowing would be done
as a last priority site.)
The lease agreement would stipulate that site use be open to Monticello
residents only.
2. Motion to authorize staff to research other private options for recommendation.
3. Motion to deny authorization of action relating to the use of 101 Chelsea Road as
a temporary storage option for large commercial vehicles.
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C. STAFF RECOMMENDATION:
If Council is inclined to move forward, staff would recommend Alternative #1 and could
immediately contact property owners on record having large commercial vehicles stored
on their residential property under the terms noted above. If at least 4 potential users are
found, City staff would proceed with the electrical work.
While storage of large commercial vehicles as a principal use on the proposed site is not
ideal in terms of current land use regulations, if Council is looking for an immediate
temporary option to offer residents, the site is under City control and offers some
advantages as noted above. Staff would recommend that as of May 1, the outdoor
storage amendment for the I-1 District be immediately repealed.
D. SUPPORTING DATA:
Project cost estimates
Copy of Zoning Ordinance excerpt showing I-1 uses
City Council Agenda: 12/14/09
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11. Consideration of authorizing the firm of Flaherty Hood to provide services
regarding Legislative Advocacy pertaining to the permanent storage of Nuclear
Waste at the Monticello Nuclear Generating Plant (MNGP) (JO)
A. REFERENCE AND BACKGROUND:
City Council is asked review the attached letter of agreement submitted by Timothy
Flaherty for legislative advocacy services pertaining to the permanent storage of nuclear
waste at the Monticello Nuclear Generating Plant (MNGP). As you know, not long ago,
despite a colossal investment in time and money, it was announced that further efforts on
development of a long term nuclear storage facility at Yucca Mountain ended after 22
years of study and effort. As a result of this action to abandon Yucca Mountain and the
resulting great uncertainty as to the date that a Federal repository might open, the
Monticello City Council adopted a resolution in support of development of legislation
addressing the need and impacts of Long-Term Nuclear waste storage in Minnesota. A
copy of the resolution is attached.
In order to facilitate the development of needed legislation, it is proposed that Monticello
join the City of Red Wing in contracting with the law firm of Flaherty Hood to represent
the two host cities at the State Legislature. Both Redwing and Monticello have a
longstanding and positive relationship with this firm through participation in the
Coalition of Utility Cities (CUC).
A1. Budget Impact: The agreement calls for payment to Flaherty Hood at the hourly
rates, but the amount for services and expenses shall not exceed $75,000 prior to
January 1, 2010. This is a joint advocacy effort which means that Redwing and
Monticello will be splitting costs and operating under the same agreement. The
funding for this work can be derived from one or a combination of the following
sources.
Transition Aid ($245,000 potential) identified for allocation but not completely
certain for allocation due to state budget uncertainties.
This amount could be added to the 2010 expenditures budget offsetting the
savings relating to the reduction in Building Department personnel.
Reserves are available
A2. Staff Workload Impact: Staff time and the efforts of Mayor Herbst and City
Council will be required in support of the legislative initiative.
B. ALTERNATIVE ACTIONS:
1. Motion to join the City of Red Wing and approve adopting a contract for
legislative advocacy services with the firm of Flaherty Hood for assistance with
developing legislation addressing extended or long term storage of Nuclear Waste
in Minnesota.
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This alternative would enable the City to move forward in development of
legislation identified in the resolution adopted on November 9, 2009.
2. Motion to deny adoption of said agreement.
This alternative should be selected if Council sees another option for addressing
this issue or prefers to take a wait and see approach.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1, that the City of Monticello join the City of Red
Wing in sharing the cost to develop legislation that addresses the long term storage of
Nuclear Waste in Minnesota. Hundreds of millions of dollars have already been spent by
Minnesotans, and about 13 million dollars a year is currently being relayed from
Minnesota rate payers through the State of Minnesota to the Federal Government for the
purpose of providing for long term storage of Nuclear Waste, yet no Federal solution is in
sight. Nowhere in the history of decision-making, relative to development of the
facilities in Monticello and Red Wing, was it ever anticipated that our communities
would become host to long term storage of nuclear waste on behalf of all that use
electricity in Minnesota. Therefore, State legislation is needed for finding storage
location alternatives or to assist the host cities with the capacity to manage and address
the impacts of long term storage of nuclear waste in our community. Hiring the firm of
Flaherty Hood appears to be a necessary step to invest in developing such legislation.
D. SUPPORTING DATA:
Copy of Letter of Agreement
Copy of Resolution adopted on November 9, 2009
News Article from Star Tribune – December 10, 2009
City Council Agenda: 12/14/09
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12. Consideration of calling for a Special Meeting during the last week of December for
approval of bills. (TK)
A. REFERENCE AND BACKGROUND:
Since the City Council only meets once in December, in the past a special council
meeting has been held to approve one last check run for the year. This last check run is
necessary to pay vendors in a timely manner and to avoid interest charges and/or late fees
and penalties on bills received after the December meeting and due prior to the first
meeting in January.
This special meeting could be held at the start of the day or at the end of the day. The
days that work the best would be Monday December 28th, Tuesday December 29th, or
Wednesday December 30th.
A1. Budget Impact: By holding this special meeting, this would avoid the City
having to pay some interest or late fees on bills that would be received after the
December 14th Council meeting and due prior to the first January Council
meeting.
A2. Staff Workload Impact: None.
B. ALTERNATIVE ACTIONS:
1. Motion to call for a Special Council Meeting on Monday, December 28th at a time
that works best for City Council members.
2. Motion to call for a Special Council Meeting on one of the other recommended
dates, at a time that works best for City Council members.
3. Do not call for a Special Council Meeting.
C. STAFF RECOMMENDATION:
The City staff supports Alternative 1.
D. SUPPORTING DATA:
None.