City Council Agenda Packet 01-24-2011AGENDA
SPECIALMEETING–MONTICELLOCITYCOUNCIL
Monday,January24,2011–5:30p.m.
Mayor:ClintHerbst
CouncilMembers:LloydHilgart,TomPerrault,GlenPosusta,BrianStumpf
1.CalltoOrder
2.PurposeofMeeting:Workshop-MCCBuildingImprovementsand2011Street
ReconstructionSidewalksandLighting
3.DiscussionofMCCBuildingImprovementsandProposedRFP
4.DiscussionofSidewalkandLightingoptionsfor2011StreetReconstructionproject
5.Adjournment
AGENDA
REGULARMEETING–MONTICELLOCITYCOUNCIL
Monday,January24,2011–7p.m.
Mayor:ClintHerbst
CouncilMembers:LloydHilgart,TomPerrault,GlenPosusta,BrianStumpf
1.CalltoOrderandPledgeofAllegiance
2A.ApprovalofMinutes–January10,2011RegularMeeting
3.Considerationofaddingitemstotheagenda
4.Citizencomments,publicserviceannouncements,andstaffupdates
a.CitizenComments:
b.PublicServiceAnnouncements:
1)SnowSculptureContest(2/12)
2)NAIFCtournamentwrap-up
c.StaffUpdates:
1)MCC2010YearReview
2)CGIPromotionalVideodemo
5.ConsentAgenda:
A.ConsiderationofapprovingnewhiresanddeparturesforCitydepartments
B.ConsiderationofadoptingResolution#2011-04approvingcontributionsfrom
WalmartfortheFireDepartmentandTomPerraultfortheGeneralFund
C.ConsiderationofadoptingOrdinance#522approvingtheZoningOrdinanceand
amendingtheCity’sofficialZoningMap
D.ConsiderationofadoptingOrdinance#522Aapprovingsummarypublicationof
Title10,thenewZoningOrdinanceandofficialmap
E.ConsiderationofappointingarepresentativetotheMonticelloPlanning
Commissiontofillavacancyforatermtoexpireon12/31/2011
F.ConsiderationofauthorizingRequestforProposalforMCCbuilding
improvements
G.ConsiderationofapprovingchangestotheCityBusinessHoursschedulefor2011
SPECIALMEETING
5:30p.m.–Workshop:MCCBuildingImprovementsand
2011StreetReconstructionSidewalksandLighting
H.ConsiderationofauthorizingpurchaseofnewequipmentfortheMCCFitness
Center
6.Considerationofitemsremovedfromtheconsentagendafordiscussion
7.ConsiderationofapprovingarequestforaConditionalUsePermitforaPlannedUnit
DevelopmentfortheTowneCentreSignagePlan;Applicant:BullseyeProperties/Silver
CreekDevelopment&CityofMonticello
8.Considerationofapprovingsubmissionofgrantapplicationsfor2011landacquisitionfor
BertramChainofLakes
9.ConsiderationofadoptingResolution#2011-05authorizingtheCitytobeapartyinthe
MnWARNsystem
10.ConsiderationofauthorizingtheFinanceDirectortoattendthenationalGFOA
ConferenceinMayinSanAntonio,TX
11.Considerationofadoptingthe2009CityofMonticelloTransportationPlanand
authorizingsupportingtransportationstudies
12.Addeditems
13.ApprovepaymentofbillsforJanuary24th
14.Adjournment
CityCouncilAgenda:1/24/11
1
5A.ConsiderationofapprovingnewhiresanddeparturesforCitydepartments (TE)
A.REFERENCEANDBACKGROUND:
TheCouncilisaskedtoratifythehiringanddeparturesofemployeesthathaveoccurred
recentlyinthedepartmentslisted.ItisrecommendedthattheCouncilofficiallyratifythe
hiring/departureofalllistedemployeesincludingpart-timeandseasonalworkers.
A1.BudgetImpact:(positionsaregenerallyincludedinbudget)
A2.StaffWorkLoadImpact:Ifnewpositions,theremaybesometraining
involved.Ifterminatedpositions,existingstaffwouldpickupthosehours,as
needed,untilreplaced.
B.ALTERNATIVEACTIONS:
1.Motiontoratifythehire/departuresoftheemployeesasidentifiedontheattached
list.
2.Motiontodenytherecommendedhiresanddepartures.
C.RECOMMENDATION:
BystatutetheCityCouncilhastheauthoritytoapproveallhires/departures.Citystaff
recommendsAlternative#1,fortheCounciltoapprovethehiresand/ordeparturesas
listed.
D.SUPPORTINGDATA:
Listofnew/terminatedemployees
Name Title Department Hire Date Class
Deborah Martin Customer Care Consultant FNM 1/17 PT Benefited
Name Reason Department Last Day Class
NEW EMPLOYEES
TERMINATING EMPLOYEES
Book1: 1/20/2011
CityCouncilAgenda:1/24/11
1
5B.ConsiderationofadoptingResolution#2011-04approvingcontributionsfrom
WalmartfortheFireDepartmentandfromTomPerrault (CS)
A.REFERENCEANDBACKGROUND:
Recently,theMonticelloFireDepartmentwascontactedbyWalmarttoapplyfora
communitygrantfromtheirdonationfund.FireChiefSteveJoergreceivedacheckfor
$1,000onbehalfoftheFireDepartment.Theywillbeusingthefundsforeducationand
equipmentrelatedtofirefighting.
TomPerraultplanstocontribute$250eachmonthtogointotheGeneralFund.Council
isaskedtoapprovehisdonationforJanuary2011.
Asrequiredbystatestatute,iftheCityacceptsthedonationoffunds,theCityCouncil
needstoadoptaresolutionspecifyingtheamountofthedonationanditsuse.
A1.BudgetImpact:None
A2.StaffWorkloadImpact:Staffaccountsforandreconcilesdonationscontributed
throughtheCity.
B.ALTERNATIVEACTIONS:
1.Approvethecontributionsandauthorizeuseoffundsasspecified.
2.Donotapprovethecontributionsandreturnthefundstothedonors.
C.STAFFRECOMMENDATION:
Staffrecommendationistoadopttheresolutionacceptingthecontributions.
D.SUPPORTINGDATA:
ResolutionNo.2011-04
CityofMonticello
RESOLUTIONNO.2011-04
APPROVINGCONTRIBUTIONS
WHEREAS,theCityofMonticelloisgenerallyauthorizedtoaccept
contributionsofrealandpersonalpropertypursuanttoMinnesotaStatutesSections
465.03and465.04forthebenefitofitscitizensandisspecificallyauthorizedtomaintain
suchpropertyforthebenefitofitscitizensinaccordancewiththetermsprescribedbythe
donor.SaidgiftsmaybelimitedunderprovisionsofMNStatutesSection471.895.
WHEREAS,thefollowingpersonsandorentitieshaveofferedtocontribute
contributionsorgiftstotheCityaslisted:
DONOR/ENTITYDESCRIPTIONVALUE
WalmartCorporationCash$1,000
TomPerraultCash$250(Jan)
WHEREAS,allsaidcontributionsareintendedtoaidtheCityinestablishing
facilities,operationsorprogramswithinthecity’sjurisdictioneitheraloneorin
cooperationwithothers,asallowedbylaw;and
WHEREAS,theCityCouncilherebyfindsthatitisappropriatetoacceptthe
contributionsoffered.
NOWTHEREFOREBEITRESOLVED bytheCityCouncilofMonticelloas
follows:
1.ThecontributionsdescribedaboveareherebyacceptedbytheCityof
Monticello.
2.Thecontributionsdescribedabovewillbeusedasdesignatedbythe
donor.Thismayentailreimbursingorallocatingthemoneytoanother
entitythatwillutilizethefundsforthefollowingstatedpurpose:
DONOR/ENTITYRECIPIENTPURPOSE
WalmartCorporationMonticelloFireDepartmentEducationandequipment
TomPerraultCityofMonticelloGeneralfund
AdoptedbytheCityCouncilofMonticellothis24thdayofJanuary,2011.
CITYOFMONTICELLO
______________________________
ClintHerbst,Mayor
ATTEST:
______________________________________
JeffO’Neill,CityAdministrator
CityCouncilAgenda:01/24/11
1
5C.ConsiderationofadoptingOrdinance#522approvingtheZoningOrdinanceand
amendingtheCity’sOfficialZoningMap (AS/CS)
A.REFERENCEANDBACKGROUND:
OnJanuary10th,2011,theCityCouncilwaspresentedwiththefinaldraftofthe
proposedamendmenttoTitle10ofMonticelloCityCode-MonticelloZoningOrdinance
forformalreviewandadoption.TheCouncilwasalsoaskedtoreviewandapprovethe
proposedOfficialZoningMap,whichcorrespondstothechangesproposedbythe
amendedcode.
Afterpresentationanddiscussionofthenewzoningordinanceandofficialmap,amotion
wasmadebyLloydHilgartandsecondedbyBrianStumpfforAlternative#1,which
reads:
“MotiontoadoptOrdinance#522,anamendmenttoTitle10oftheMonticelloCity
Code,MonticelloZoningOrdinance,subjecttothefollowing,andtoadopttheamended
MonticelloCityOfficialZoningMap.
a.Exemptionofsection3.7(C)–Floodplainand3.7(E)–Shoreland
b.AdoptionofcurrentTitle10,MonticelloZoningOrdinance
Chapters18(FloodPlainManagement)and27(MississippiWild
&Scenic)byreference.”
TheCouncilvoted3-1infavorofadoptingtheZoningOrdinanceandtheOfficialZoning
Map(andrepealoftheexistingordinance).ItwasunderstoodbyCityStaffthatthe
motionrequiredasupermajority(4/5)voteinordertoapprovetheamendedOfficial
ZoningMapalongwiththezoningordinance.AdoptionofthenewZoningOrdinance
requiredjustasimplemajority,whichwasmetwiththevote.
AccordingtoCityAttorneyJoelJamnik,Ordinance#522adoptingtheZoningOrdinance
andtheamendedOfficialZoningMapreceivedtheappropriatenumberofvotesfor
approval.TherequirementforasupermajorityvoteontheOfficialZoningMapapplies
onlytothoseparcelsaffectedbyrezoningchanges.
Therefore,withasimplemajorityvote,theOfficialMapwasadoptedalongwiththenew
zoningcodetext.However,inordertoaccepttherezoningofparcelswhichwere
changedrelativetothenewZoningOrdinance,Jamnikrecommendsbringingthisitem
backtoCouncilforare-voteandadoptionbyasupermajorityvote.
Tofollowthisitemisarequestforadoptionofanordinanceforsummarypublicationof
thenewzoningcodeandmap.Thisismainlyahousekeepingmatterinordertosave
moneybypublishinganabbreviatedsummaryofthenewordinanceinthenewspaper.
Thisalsorequiresasupermajorityvoteforapproval.
A1.BudgetImpact:PleaseseethestaffreportforJanuary10,2011,attached.
CityCouncilAgenda:01/24/11
2
A2.StaffWorkloadImpact:PleaseseethestaffreportforJanuary10,2011,
attached.
B.ALTERNATIVEACTIONS:
2.MotiontoadoptOrdinance#522,anamendmenttoTitle10oftheMonticello
CityCode,MonticelloZoningOrdinance,subjecttothefollowing,andtoadopt
theamendedMonticelloCityOfficialZoningMap.
a.Exemptionofsection3.7(C)–Floodplainand3.7(E)–Shoreland
b.AdoptionofcurrentTitle10,MonticelloZoningOrdinanceChapters18
(FloodPlainManagement)and27(MississippiWild&Scenic)by
reference.
2.MotiontodenyadoptionofOrdinance#522approvingtheZoningOrdinanceand
amendingtheCity’sOfficialZoningMap.
C.STAFFRECOMMENDATION:
CitystaffrecommendsAlternative#1above.Thisactionisconsistentwithprevious
actiontakenonJanuary10th,2011.
D.SUPPORTINGDATA:
Ordinance#522–ZoningCodeandOfficialMap
ExhibitA-StaffReportforJanuary10th,2011
ExhibitB-ProposedOfficialZoningMap
ExhibitC-ProposedFreewayBonusSignDistrictAppendixZoningMap
ORDINANCENO.522
CITYOFMONTICELLO
WRIGHTCOUNTY,MINNESOTA
ANORDINANCEADOPTINGTITLE10,AZONINGORDINANCEANDOFFICIAL
ZONINGMAPFORTHECITYOFMONTICELLO,ANDREPEALINGTHE
EXISTINGZONINGORDINANCE
THECITYCOUNCILOFTHECITYOFMONTICELLOHEREBYORDAINS:
SECTION1.Title10,Chapters1-17,19-26,and28-33oftheMonticelloCityCodeare
herebyrepealedasofJanuary10,2011.
SECTION2.Title10,Chapters1-8,oftheMonticelloCityCode,excludingSections3.7(C)
and3.7(E)ofChapter3,alsoknownastheZoningOrdinance,ishereby
adoptedasamendedandpreparedbytheCity’splanningconsultant,McCombs
FrankRoosAssociates,Inc.anddatedJanuary10,2011,whichisattached
heretoandincorporatedhereinasExhibit“A.”
SECTION3.ThezoningmapattachedheretoandincorporatedhereinasExhibit“B”is
herebyadoptedastheOfficialZoningMapunderTitle10,Section3.1ofthe
ZoningOrdinancefortheCityofMonticello.
SECTION4.Thisordinanceshallbeeffectiveuponitspassageandpublication.Thenew
ZoningOrdinanceandOfficialMapasadoptedwillbepostedontheCity’s
websitefollowingpublication.Papercopiesareavailableforviewingat
MonticelloCityHall.
ADOPTEDBY theMonticelloCityCouncilthis10thdayofJanuary,2011.
RE-ADOPTEDBY theMonticelloCityCouncilthis24th dayofJanuary,2011.
CITYOFMONTICELLO
ClintHerbst,Mayor
ATTEST:
JeffO’Neill,CityAdministrator
ORDINANCENO.522
January10,2011
VOTINGINFAVOR:ClintHerbst,LloydHilgart,BrianStumpf
VOTINGINOPPOSITION:TomPerrault
ABSENT:GlenPosusta
January24,2011
VOTINGINFAVOR:
VOTINGINOPPOSITION:
EXHIBIT“A”
AttachFinalZoningOrdinance
EXHIBIT“B”
AttachOfficialZoningMap
City Council Agenda: 01/10/11
1
7. Consideration of adopting Ordinance #522 amending Title 10 of the Monticello City
Code - Monticello Zoning Ordinance and amending the City of Monticello Official
Zoning Map (AS)
A. REFERENCE AND BACKGROUND:
The City Council is presented with the final draft of the proposed amendment to Title 10
of Monticello City Code - Monticello Zoning Ordinance for formal review and adoption.
The Council is also asked to review and approve the proposed Official Zoning Map,
which corresponds to the changes proposed by the amended code.
On January 4th, 2011, the Planning Commission held the last of three public hearings on
the amended code. The two previous hearings were held on November 17th, 2010 and
December 7th, 2010. During the three hearings on the code, comments were focused
mainly on the potential use allowance changes resulting from the modification of some of
the zoning districts, and general text language clarifications. A copy of the approved
minutes from the first two hearings is provided for reference regarding the public
comments. Video recording from the January 4th, 2011 hearing is available at
http://monticello-mn.pegcentral.com/, as minutes from that meeting have not yet been
prepared/approved.
At the conclusion of the hearing process, the Planning Commission unanimously
recommended adoption of the code.
The draft code and map presented for Council review incorporates all of the
recommended modifications requested by the Planning Commission.
The Code Revision Impetus
The proposed code offered for consideration of adoption is the result of over a year and a
half of work and process.
The effort to re-draft the entire Zoning Code began in fall of 2009. The initiative was a
direct result of the 2008 Monticello Comprehensive Plan update, which lays the
groundwork for land use policy for Monticello for the next twenty years.
The 2008 Comprehensive Plan recognized that it is the City’s codes and ordinances
which control actual development. State law stipulates that zoning regulations are a
critical tool for implementing the Comprehensive Plan. The 2008 Comprehensive Plan
stated that “A priority should be given to the review and updating of zoning regulations.
The vision and objectives of the Comprehensive Plan will not be achieved unless zoning
regulations are aligned with the Plan.”
In addition to the need for consistency with the Comprehensive Plan, the Planning
Commission and City Council have often struggled with outdated portions of the
City Council Agenda: 01/10/11
2
ordinance, adopting frequent amendments that eventually created a patchwork code that
was often difficult to use and understand.
As a result of this clear need for consistency and clarity, the City completed a request for
proposal process for the comprehensive revision of the zoning code in October of 2009.
The request for proposal provided clear direction on the issues that needed to be
addressed and the objectives that needed to be met for the new code.
The Updating Process
The City selected consulting firm MFRA as a result of the RFP process. MFRA and the
City began the formal Zoning Ordinance updating process in late 2009, with an open
house in November of 2009.
The code presented for your review incorporates the suggestions and comments resulting
from an intense public input and review process.
The revision process was directed by the Monticello Zoning Ordinance Revision Steering
Committee, made up of all five members of the Planning Commission and two City
Council liaisons.
The revision process was designed to be incremental, with sets of chapters and provisions
developed gradually. The actual code development followed the following schedule:
• Initiation & Scoping October/November 2009
• Administration – Chapters 1, 2, 6, 7 & 8 December 2009 To Feb 2010
• Districts & Uses – Chapters 3 & 5 March To April
• Finishing Standards – Chapter 4 June To July
• In-Depth Draft Review With Committees July To Present
• Public Hearings November, 2010 – January 2011
It is recognized that the amendment of an entire zoning ordinance is an overwhelming
process for even the most involved official or citizen to digest. The incremental drafting
approach allowed for the maximization of public input, as different opportunities for
public involvement were offered along the way.
The process sought to involve as many as possible, utilizing a variety of means to reach
out to both the general public and stakeholder organizations. These methods included:
• Kick Off Meeting Open House
• Steering Committee Meetings (12+)
• IEDC Meetings (4 meetings/2 agenda items)
• Chamber of Commerce Meetings (2)
• Email Distribution List
• One-on-one meetings
• Direct email responses
City Council Agenda: 01/10/11
3
• Newsletter & Website Updates
• Concluding Comments Open House
• Joint Planning/Council workshop
Throughout the revision process, staff provided MFRA detailed supporting memos,
which identified additional direction provided by the Steering Committee or other staff
members. In addition to this detailed staff review, the City Attorney has had an
opportunity to review and comment on the draft. The comments of the attorney have
been addressed with the draft presented for review.
Overall Code Format
The amended code presents a completely new structure for the Monticello Zoning
Ordinance. Although the ordinance remains consistent with the current City Code
format, which uses an outline structure (with letters and numbers to separate provisions),
it is much more graphically-based, with numerous new features geared towards ease-of-
use.
Ordinance structure highlights:
The most notable change has been the consolidation of code information from 33
chapters to just 8 chapters. This consolidation is an example of how the code
achieves the desired goal of clarity and ease of use.
There is a more detailed Table of Contents, providing page numbers for each and
every chapter section. The web version will also include a table of contents for
each individual chapter.
Headers are provided at the top of each page, giving users a visual reference to the
chapter and section they are reading.
The amended ordinance includes far more tables and illustrations than the
previous code. These provide a more visual means of interpreting the code, again
making it easier to utilize and understand. An index of all tables in the code will
also be added to the final version.
The new code includes cross-reference markers. When posted to the City’s
website, these will become hyperlinks which allow users to easily cross-reference
other sections with the zoning code, as well as other portions of City Code and
outside sources.
Definitions have been moved to the rear of the code, which is a more obvious and
intuitive place to find a glossary or index. A glossary of abbreviations has been
added to help users decode the many acronyms used in the text.
Overview of Chapters Modifications
City Council Agenda: 01/10/11
4
Project consultant MFRA will be providing a summary of notable amendments and
changes with a presentation on Monday evening. In addition, staff has prepared a memo
within the supporting data section, which highlights some of the features of note for each
of the eight new chapters.
DNR Review & Approval
State regulations require that the Department of Natural Resources review and approve
the Shoreland, Floodplain and Wild & Scenic provisions of the Zoning Ordinance. This
is due to the relationship of the City codes to State Statute.
Staff met with the City’s regional DNR representative, Roger Stradal, and has begun the
formal process for this review. No definitive review time period has been given,
although it is anticipated that DNR review and approval will occur after the expected
January adoption of the new code. At the time of this report, Mr. Stradal has indicated
that he has completed a majority of his review and has requested a phone conference to
review DNR comments.
Therefore, it is recommended at this time that the City Council reserve approval of the
following overlay districts until the DNR provides their comments and approval.
3.7(C) – Floodplain District
3.7(E) – Shoreland District
In regard to the Wild & Scenic overlay district, DNR has informed staff that this overlay
cannot be combined with Shoreland regulations. Although the DNR is considering
merging the two, that process has not been finalized and therefore the two must remain
separate in City ordinance.
As such, it is further recommended that the City adopt the new Zoning Ordinance as
proposed, exempting the Shoreland and Floodplain overlay districts; instead adopting
current ordinance Chapter 18 (Floodplain Management) and Chapter 27 (Mississippi
Wild & Scenic) until such time as the DNR review and approval process is complete. As
the City does not currently have a Shoreland ordinance, that portion of the code will be
adopted at such time that DNR review is complete.
After all DNR comments are addressed on each of the three noted components, the City
can adopt the new overlay provisions as provided for within the new code.
Zoning Map
With the ordinance revision, the development of a new map is necessary. The Zoning
Ordinance as proposed requires the adoption of a map and recognizes the map as the
official statement of districts.
City Council Agenda: 01/10/11
5
The Zoning Ordinance revision process yielded the elimination of two districts,
PZM/PZR (Performance Zone-Mixed/Residential) and P-S (Public/Semi-Public).
Properties currently zoned as such are proposed to be rezoned according to their base use
and/or guided Comprehensive Plan land use. A detailed analysis for this rezoning was
completed by both staff and the Steering Committee. However, it is anticipated that
future rezoning action may occur to clear up any resulting non-conformities.
The zoning map has also been amended to reflect changes in zoning district naming,
PUD boundaries, and PZ overlay areas. In addition, an appendix to the zoning map for
the Freeway Bonus Sign District, is also attached for Commission’s review and
recommendation.
Work to Come
Though much work has been completed and many improvements made, there is still
work to do.
Due to the extent of changes to the PZ and PUD regulations, staff will be preparing a set
of workshops, to be held in the coming months. The workshops will be designed to
develop a better understanding of the development process, timelines and results for both
the new PUD and PZ ordinance language. These workshops may help answer some
remaining questions about how each would be applied.
Also, as the City Council is aware, the City is in the midst of a new downtown planning
effort, Embracing Downtown Monticello. Once that effort is completed, the CCD and
CCD-R provisions of the code will require amendment.
At the conclusion of the Embracing Downtown Monticello effort, staff will evaluate the
outcomes and provide a recommendation on how to proceed with code amendments.
Finally, Planning Commission will note that there are also other areas in the code marked
“Reserved”. These areas require additional research, discussion and code language
development.
Conclusions
It is of critical importance that the City Council recognize that the code is very much a
working document. Over the course of the next six months, the Planning Commission
and Council’s agenda will likely list a regular agenda item calling for amendment to the
new code. These amendments will consist of general language clean-up, as well as more
in-depth review of code provisions requiring additional feedback. It is also
recommended that the City itself identify an audit schedule for areas it would like to
review on an annual basis, such as signage or off-street parking.
With those comments in mind, the draft presented to the City Council is representative of
the months and work and comment.
City Council Agenda: 01/10/11
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A1. Budget Impact: The City Council authorized an initial contract project expense
of $40,740 for the comprehensive amendment. In September of 2010, the
Council authorized an additional $6,000 project expense to complete the balance
of GIS mapping and PUD and PZ ordinance language.
The project remains on-budget, with expenses to date totaling $43,729.09 on the
code amendment process. Council will also recall that an initial diagnostic of the
original code was run in 2009, totaling $5,036.49.
A2. Staff Workload Impact: Staff has and will continue to spend a good deal of time
on the rewrite process. Over the next few months, staff will be working through
minor text amendments in the code, preparing workshops for the Planning
Commission and Council on the code areas noted above, and instituting/updating
new processes and public handouts as warranted by the new code provisions.
B. ALTERNATIVE ACTIONS:
1. Motion to adopt Ordinance #522, an amendment to Title 10 of the Monticello
City Code, Monticello Zoning Ordinance, subject to the following, and to adopt
the amended Monticello City Official Zoning Map.
a. Exemption of section 3.7(C) – Floodplain and 3.7(E) – Shoreland
b. Adoption of current Title 10, Monticello Zoning Ordinance Chapters 18
(Flood Plain Management) and 27 (Mississippi Wild & Scenic) by
reference.
2. Motion to adopt Ordinance #522, an amendment to Title 10 of the Monticello
City Code, Monticello Zoning Ordinance, subject to the following, and to adopt
the amended Monticello City Official Zoning Map.
a. Exemption of section 3.7(C) – Floodplain and 3.7(E) – Shoreland
b. Adoption of current Title 10, Monticello Zoning Ordinance Chapters 18
(Flood Plain Management) and 27 (Mississippi Wild & Scenic) by
reference.
c. Revisions to be determined by the Council.
3. Motion to table adoption of Title 10 of the Monticello City Code, Monticello
Zoning Ordinance and the Official Zoning Map.
C. STAFF RECOMMENDATION:
Staff and Planning Commission recommend Alternative #1 for adoption of the proposed
amendment to Title 10 of the Monticello City Code, Monticello Zoning Ordinance, and
the amendment to the Official Zoning Map, subject to any final revisions as suggested by
the City Council.
City Council Agenda: 01/10/11
7
Staff believes that the code and map, as presented, is reflective of the months of work and
effort by the Steering Committee and other stakeholders. Supporting statements can be
found in the attached resolution of recommendation.
The resolution of recommendation for adoption approved by the Planning Commission
provides more detail on the foundations for approval of the Zoning Code.
As noted in the report, staff recognizes that the ordinance proposed is a snapshot in time;
that more work and refinement are to come as the City continues to seek achievement of
its Comprehensive Plan goals and respond proactively to the changing patterns of
development and land use.
D. SUPPORTING DATA:
A. January, 2011 Draft of Title 10 - Monticello Zoning Ordinance
B. Proposed Official Zoning Map
C. Proposed Free Bonus Sign District Appendix Zoning Map
D. Chapter 18 – Floodplain Management
E. Chapter 27 – Mississippi Wild & Scenic
F. Code Amendment Overview Memo
G. Planning Commission Minutes, November 17th, 2010
H. Planning Commission Minutes, December 7th, 2010
I. Resolution #2011-01 - Planning Commission Recommendation of Adoption
J. Ordinance #522 – Title 10, Monticello Zoning Ordinance
K. Letter to DNR
L. Annotated Outline
M. Current Monticello Zoning Ordinance, available online at
www.ci.monticello.mn.us
County Hwy 75
Chelsea Rd
State Hwy 25
85th St NE
90th St N E
Linn St
Pine St
7th St
School Blvd
Riverview Dr
Cedar St
W River St
M
a
r
vi
n
R
d
Jason Ave
Dundas Rd
W Broadway St
Hart Blvd
Country La
Haug Ave NE
Elm St
W 4th St
Fenning Ave NE
Oakwook Dr
Mal lar d La
95th St NE
Fallon Ave NE
Edmonson Ave NE
Mississippi Dr
5th St
Country Club Rd
Sandberg Rd
Pe
li
ca
n
L
a
Fa lco n Dr
Fenning Ave
Walnut St
Oak Ridge Dr
Oriole La
Club View Rd
Broadway St
Hillcrest Rd
E River St
Headman La
Mill
Tr
ail
L
a
Falcon Ave NE
Wright StBenton St
Elwood Rd
Ramsey St
6th St
River Mill Dr
Wildwood Way
Hilltop Dr
Mill Run Rd
O a k V ie w L a
Farmstead Ave
Martin Dr
4th St E
3rd St E
Red Rock La
Gillard Ave NE
Maple St
Fallon Dr
Willow St
View La E
Grey Stone Ave
Marvin Elwood Rd
Fieldcrest Cir
Fairway Dr
Jason Ave NE
Vine St
M e a d o w L a
Jerry Liefert Dr
Praire Rd
Starling Dr
Palm St
Unknown or No Streetname
Fallon Ave
Golf Course Rd
Falcon Ave
Kevin Longley Dr
Craig La
Red O
ak
L
a
Front St
5th St W
Thomas Park Dr
Locust St
Mo c kingbird La
W 3rd St
Eastwood Cir
Briar Oaks Blvd
F
a
r
m
ste
a
d
D
r
Henipin St
Ei
d
er
La
Dayton St
Oak La
River Forest Dr
Meadow Oak Ave
Kampa Cir
Oa
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C
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Mill Ct
Riv er Ridge La
Garrison Ave
Oakview Ct
Dundas Cir
Kenneth La
Otter Creek Rd
Minnesota St
Eagle Cir
Crocus La
Meadow Oak La
Stone Ridge Dr
Chestnut St
12 0 t h S t N E
Darrow Ave NE
Diamond Dr
Pebble B rook D r
Widgeon La
Washington St
Bunker Cir
Homestead Dr
Thomas Cir
En
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Oak View Cir
Sandtrap Cir
Country Cir
Cheyen Ct
Old Territoral Rd
Tanager Cir
Hillcrest Cir
Osprey Ct
Acorn Cir
Balboul Cir
Sw
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Matthew Cir
E Oak Dr
St o n e R id g e C ir
Oakwood Dr
Meadow Oak Ave NE County Hwy 75
Hart Blvd
Marvin Rd
Marvin Rd
Wright St
90th St NE
Cedar St
Minnesota St
PROPOSED (DRAFT)City of MonticelloZoning Classifications
³
Zoning Districts
A-O
R-1
R-2
R-3
R-PUD
B-1
B-2
B-3
B-4
CCD
I-1
I-2
R-A (formerly R-1A)
T-N (formerly R-2A)
I-BC (formerly I1-A)
M-H (formerly R-4)
Other
Mississippi Wild, Scenic & Rec Overlay District
Overlay Districts
CCD Residential Overlay District
!
!!
!
!!
12-30-10
Performance Based Overlay District
!
!!
!
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Interstate 94
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Cedar Street
Chelsea Road
State Hwy 25
12
-
2
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-
1
0
CityCouncilAgenda:1/24/11
1
5D.ConsiderationofadoptingOrdinance522AforsummarypublicationofTitle10–Zoning
Ordinance (AS/CS)
A.REFERENCEANDBACKGROUND:
CityCouncilisaskedtoapprovesummarypublicationofTitle10forthenewzoning
ordinance.ThisallowsCitystafftoprepareanabbreviatedordinancelistingthegeneral
changesthatwereapproved,withoutpublishingtheentirenewZoningCode.
CityStaffwillpublishthenewZoningOrdinanceinitsentiretyontheCity’swebsite
under“CityOrdinances”withtheassistanceofBenGozolafromMFRA.
A1.BudgetImpact:PublishingasummaryzoningordinancewouldsavetheCity
severalthousanddollars.Thesummaryordinanceisonepage,comparedtothe
newzoningcodedocumentofapproximately450pages.
A2.StaffWorkloadImpact:Thesummaryordinancehasbeenpreparedandwould
bepublishedintheMonticelloTimes intheJanuary27th edition.
B.ALTERNATIVEACTIONS:
1.MotiontoadoptOrdinance522AforsummarypublicationoftheMonticello
ZoningOrdinance,Title10oftheCityCode.(Itshouldbenotedthatthis
requiresa4/5voteofCouncil.)
2.Motiontodenysummarypublication.
C.STAFFRECOMMENDATION:
CitystaffrecommendsAlternative#1.Itwouldsavealargeamountofmoneyby
publishingthesummaryZoningOrdinance.PapercopiesofthenewZoningCodeare
availableatCityHallforanyonethatwishestoviewacopy.
D.SUPPORTINGDATA:
SummaryOrdinance#522A–Title10,MonticelloZoningOrdinance
SUMMARYORDINANCENO.522A
CITYOFMONTICELLO
WRIGHTCOUNTY,MINNESOTA
ASUMMARYORDINANCEADOPTINGTITLE10,AZONINGORDINANCE
ANDTHEOFFICIALZONINGMAPFORTHECITYOFMONTICELLO,
ANDREPEALINGTHEEXISTINGZONINGORDINANCE
NOTICEISHEREBYGIVEN that,onJanuary10,2011,OrdinanceNo.522was
adoptedbytheCityCounciloftheCityofMonticello,Minnesota.OnJanuary24,2011,
OrdinanceNo.522wasre-adoptedbytheCityCouncil.DuetothelengthynatureofOrdinance
No.522,thefollowingSummaryOrdinanceNo.522Ahasbeenpreparedforpublicationas
authorizedbystatelaw.
TheordinanceadoptedbytheCouncilamendstheCityZoningOrdinancebyrepealing
allbuttheFloodplainandMississippiWild&ScenicchaptersoftheZoningOrdinanceand
adoptinganewZoningOrdinanceasTitle10,Chapters1-8.Thegeneralpurposeofthe
ordinanceistoadoptanewzoningmapfortheCityandadoptazoningordinancethataddresses
thefollowing:
Chapter1:GeneralProvisions
Chapter2:ApplicationReviewsandProcedures
Chapter3:ZoningDistricts
Chapter4:FinishingStandards
Chapter5:UseStandards
Chapter6:Nonconformities
Chapter7:Enforcement
Chapter8:Rules&Definitions
Aprintedcopyofthewholeordinanceisavailableforinspectionbyanypersonduring
theCity’sregularofficehours.ThenewordinancewillbepostedontheCity’swebsite
followingpublication.
APPROVEDFORPUBLICATION bytheCityCounciloftheCityofMonticello,
Minnesota,this24th dayofJanuary,2011.
CITYOFMONTICELLO
ClintHerbst,Mayor
ATTEST:
JeffO’NeillCityAdministrator
SUMMARYORDINANCENO.522A
VOTINGINFAVOR:
VOTINGINOPPOSITION:
CityCouncilAgenda:01/24/11
1
5E.ConsiderationofappointingarepresentativetotheMonticelloPlanning
Commissiontofillavacancyforatermtoexpireon12/31/2011 (AS/CS)
A.REFERENCEANDBACKGROUND:
CityCouncilisaskedtoappointarepresentativetofilloutatermontheMonticello
PlanningCommissionforthepositionthatwasheldbyLloydHilgart,whowaselectedto
CityCouncil.
ThePlanningCommissionheldopeninterviewsonJanuary11th,2011.TheCommission
receivedthreeapplicationsfortheopenpositionandinterviewedallthreecandidates.
Applicationsforeachofthethreecandidatesinterviewedareattachedforreference.
TheCommissioninterviewsincludedgeneralquestionsonlanduseanddevelopment,as
wellasexistingandfuturegrowthchallenges.Theinterviewsalsoincludedsituational
questionsintendedtohelptheCommissionunderstandhowthispotentialCommissioner
mighthandleconflictorcompromise.Eachapplicantwasaskedthesamesetof
questions.
ThePlanningCommissionrecommendstheapprovalofDanKraemerasrepresentative
withthetermtoexpireonDecember31,2011.
Intheirselectionprocess,theCommissionindicatedthatallthreecandidateswere
excellentandwellqualifiedtoserve.ChairmanRodDragstenindicatedthatthe
Commission’sfinalrecommendationwasbasedonthefollowingfactors:
1.Abilityandwillingnesstostudytheissues
2.Willingtospeakhismindanddebate
3.Willingtodedicatehimselftotheposition
4.Hadreviewedthenewordinancesandthelanduseplan
5.KnowledgeableonCity-relatedissues
6.KnowledgeableaboutCitydevelopmenthistory
7.Danwaspersistent.HehadappliedthelasttimetherewasaCommissionopening
andhaswantedtobeontheCommissionforsometime.
8.HisattitudeanddispositionwereagoodfitfortheCommission
DanKraemerresidesintheCityofMonticello.
Asafinalnote,MatthewFriehadexpressedinterestinservingontheEconomic
DevelopmentAuthority.HisnamehasbeenreferredtoMeganBarnett-Livgardforthat
position,whichclosesattheendofJanuary.BradFyleiscurrentlychairofthe
MonticelloPoliceCommission.
B.ALTERNATIVEACTIONS:
CityCouncilAgenda:01/24/11
2
1.MotiontoapprovetheappointmentofDanKraemertotheMonticelloPlanning
CommissionwiththetermendingDecember31,2011.
2.MotiontoapproveappointinganotheroneoftheapplicantsforthePlanning
CommissionwiththetermendingDecember31,2011.
3.Motiontonotapproveanappointmentatthistime.
Underthisoption,Councilcouldelecttoholdinterviewsofoneormore
applicantsforthepositiononthePlanningCommission.
C.STAFFRECOMMENDATION:
CityStaffandthePlanningCommissionrecommendAlternative#1toappointDan
Kraemertotheopenposition.
D.SUPPORTINGDATA:
CopyofapplicationforDanKraemer
CopyofapplicationforMatthewFrie
CopyofapplicationforBradFyle
CityCouncilAgenda:1/24/11
1
5F.ConsiderationofauthorizingRequestforProposalforMCCbuildingimprovements
(RH/KB)
A.REFERENCEANDBACKGROUND:
AthepreviousmeetingoftheCityCouncil,Councilauthorizedestablishmentofanad-
hoccommitteeincludingCouncilmembersPosustaandHilgartforthepurposeof
reviewingMCCbuildingmaintenanceissuesforthecommunitycenternatatoriumarea
andrecommendanappropriatecourseofactiontodeterminethenatureandsourceofthe
probleminthisareaanddeveloprepairrecommendations.
Tothisend,thesub-committeedevelopedanRFPtobesenttoselectarchitecturalfirms.
Thescopeoftheworkincludes:identifytherootoftheproblemsinthenatatoriumarea
basedonconcernsidentifiedbythecommunitycentermaintenancestaff(includesnoting
anydesignflawsorinadequaciesrelatedtotheoriginaldesign);identifyrecommended
fixes;providereasoningbehindrecommendeddesignimprovements;preparedesign
drawingsasneededtomakerecommendedrepairs;andassistwithidentifyingpotential
fundingsourcesfortheserepairslikegrants,rebateprograms,etc.
Thesubcommitteewillbeaskingsubmittingfirmstoconsidertwoadditionalitemsin
theirproposals,(1)theCommunityCenterAdvisoryBoardhaslonglookedatthe
southwestcornerofthebuildingforapotentialexpansionsosubmissionsshouldidentify
howthatmightimpacttheirrepairrecommendationsand(2)theCommunityCenter
AdvisoryBoardisaskingthatsubmittingfirmsincludeacosttodoafeasibilityreporton
thepossibilityofaddingasecondfloorfitnesscenterexpansionoverthewestend
hallwayadjacenttothewalkingtrackandfitnesscenter.
ThefinalsubmissiondatefortheRFP’swillbeFridayMarch4,2011.Thereisapre-
submittalmeetingandtourdatesetupforFebruary3rd.Oncethewinningproposalis
selected,staffwillrequestCouncilauthorizationtoenterintoacontractwiththewinning
proposerforthepurposeofpreparingplansandspecificationsforcompletingthe
recommendedimprovements.However,basedonthefundingvehiclechosentopayfor
theimprovements,apublichearingand/orgeneralelectioncouldberequiredfirst.
A1.BudgetImpact:Wehavenoprojectionsofwhattheinitialarchitect’sstudy
mightcost.Preliminaryreportsindicatethatrepairscouldrunashighas
approximately$800,000ifreplacementoftheairhandlingunitswerenecessary.
ThesubcommitteeincludesTomKellyandhewillbeinvestigatingfunding
sourcesforthisprojectasitisbetterdefined.
A2.StaffWorkloadImpact:Thesubcommittee,asidefromthetwoCouncil
members,alsoincludesJeffO’Neill,BruceWestby,RonHackenmueller,Bob
Paschke,TomKelly,KittyBaltosandBrianWeldon.Ronwillbethepointof
contactforallinquiriesonthisproject.BrianWeldonwithRonwillfacilitatethe
pre-submittalmeetingandtour,andthesubcommitteewillreviewtheRFP’safter
theyaresubmittedforfurtherrecommendationstotheCityCouncil.
CityCouncilAgenda:1/24/11
2
B.ALTERNATIVEACTIONS:
1.MotiontoauthorizetheRequestforProposalforMCCbuildingimprovements.
2.MotiontodenytheRequestforProposalforMCCbuildingimprovements.
C.STAFFRECOMMENDATION:
Citystaff,thesubcommitteeandtheCommunityCenterAdvisoryBoardrecommends
Alternative#1.Wehavesetanaggressivetimelineinkeepingwiththeurgencyofthe
improvements.
D.SUPPORTINGDATA:
RequestforProposalforNatatoriumImprovements
MCCNatatoriumImprovementsRFP
CityofMonticelloPage1of15
REQUESTFORPROPOSAL
MonticelloCommunityCenter
NatatoriumImprovements
January24,2011
MCCNatatoriumImprovementsRFP
CityofMonticelloPage2of15
TableofContents
1Introduction
In1999theCityofMonticelloconstructedanewCommunityCenterwhichincludeda
natatorium.In2009itwasdiscoveredthatthesidingandinsulationsurroundingthe
exteriorofthenatatoriumwereindesperateneedofrepair.Thepreliminaryanalysis
suggeststheproblemsstemfromwatervaporfromtheindoorpoolareapermeatingthe
wallsduetoissuesassociatedwiththeventilationsystemandalackofwatervapor
barrier.
Inordertofullyunderstandtheissuesanddevelopaplantocorrectthem,theCityis
solicitingRequestsforProposalsfromfirmsqualifiedtoidentifyandassessanysuch
issues,preparethenecessaryconstructionplansandspecificationsforthepurposeof
biddinganimprovementproject,determinetheestimatedcosts,anddevelopaproject
scheduleforconstructingtheimprovements.
2CommunityCenterNatatoriumOverview
Theexteriorwallareasofthenatatoriumtotalabout3,600squarefeet.Thewallarea
includesapproximately1,850squarefeetonthesouthside,1,400squarefeetonthe
westside,and350squarefeetonthenorthsideabovethemainentrancehallway.
Theexistingexteriornatatoriumwallsareconstructedof12”concreteblockcovered
with2”stripsofrigidinsulationbetweenZ-shapedmetalfurringstrips.Fire-treated
plywoodisscrewedintothefurringstrips,and30-poundfeltpapercoverstheplywood.
Finally,8-inchtall16gaugecoppershinglesarenailedtotheplywoodusingcopper
nails.Itshouldbenotedthatnovaporbarrierwasusedintheconstructionofthewalls.
Overtheyearsthefollowingissueshavebeennotedinthenatatorium:
Airhandlingisnotabletokeepupwithheatingrequirementsduringthe
wintermonths.
Airqualityissuesthroughouttheyear.Itisparticularlybadinthesummer
months.Complaintsincludeburningeyesandcoughing.
Inabilitytocontrolorchangesettingstoimproveairquality.
Thede-humidificationsystemseemstobeabletokeepup,exceptonhigh
humiditydays.
Weareexperiencingveryhighrepaircostsonthede-humidificationsystem.
WallsandceilinginsulationhasalowR-value.
Outsideexteriorwallshaveahighmoisturelevelcausingsidingstructureto
deteriorate.
Internalstructures;blockwallunderwaterslidestairs,railingsystemfor
waterslideplatform,alldoors,windows,roofing,metalsupportbeamshave
highlevelsofrustandwaterpoolingdeterioratingthefacilitiesintegrityand
safety.
MCCNatatoriumImprovementsRFP
CityofMonticelloPage3of15
Windowcaulkingandbackerrodsappeartobefailing,reducinginsulation
andcausingsomewindowstolosetheirseal.
Theheataffectthroughthewindowsseemshigh,raisingtheinternal
temperatureofthepoolareaforcingagreaterneedforcoolingcapacity.
3RFPInstructions,Definitions,andSchedule
Proposalsshouldbepreparedinasstraightforwardandconciseamanneraspossible,
andshouldincludeadescriptionoftheProposer’scapabilitiestosatisfythe
requirementsoftheRFP.Anyfalseorinaccurateinformationwillresultintherejection
oftheproposal.
3.1BidTitle
Thebidtitleforthisprojectis“MonticelloCommunityCenterNatatorium
ImprovementsRFP.”
3.2Definitions
PleasenotethefollowingdefinitionsoftermsasusedinthisRFP.
RequestforProposal –Thesolicitationofaformaltechnicalandcostproposal,
includingaqualificationsstatement.
Proposer –Individualorfirm,includinganyandallsubcontractors,whosubmita
formalproposalandwhichmayormaynotbesuccessfulinbeingawardedthe
procurement.
Contractor –Individualorfirm,towhichtheCityofMonticelloawardsthe
contract.
Owner –CityofMonticello
3.3ExaminationofDocuments
ProposersshouldcarefullyexaminethisRFP.ItistheProposer'sresponsibility
tobecomefamiliarwithanyfactorsthatmayimpacttheirdesignandconstruction
recommendations.ItwillbeassumedthattheProposershavecompleteda
thoroughinspectionofthenatatoriumthroughonsiteexaminations,inquiriesand
investigations.
ProposersshalladdressallitemsasspecifiedinthisRFP.Failuretoaddress
specifieditemsmaydisqualifyaProposerfromfurtherconsideration.
SubmissionofaproposalshallconstituteevidencethattheProposerhasmade
alltheabove-mentionedexaminationsandisfreeofanyuncertaintywithrespect
toconditionswhichwouldaffecttheexecutionandcompletionofthisproject.
3.4RFPModifications
TheOwnerreservestherighttomodifyorchangeanyinformationpresentedin
thisRFPasmoreinformationbecomesavailableorasarchitectural/technological
MCCNatatoriumImprovementsRFP
CityofMonticelloPage4of15
detailsarefurtherdefined.AnyRFPmodificationswillbeprovidedtoallpotential
Proposersinaletterorbyemail.
3.5ResponsibilityforCosts
TheProposershallbefullyresponsibleforallcostsincurredinthedevelopment
andsubmissionoftheproposaloranyothercostsincurredbytheProposerprior
toissuanceofanagreementorcontract.TheOwnershallnotassumeany
contractualobligationasaresultoftheissuanceofthisproposalrequest,the
preparationorsubmissionofaproposal,theevaluationofproposalsorfinal
selection.
3.6RFPInquiries
AllinquiriesandrequestsforinformationaffectingthisRFPmustbesubmittedin
writingbyfaxoremailedto:
RonHackenmueller
ChiefBuildingOfficial
CityofMonticello
Email:Ron.Hackenmueller@ci.monticello.mn.us
Fax:763.295.4404
3.7RFPSubmission
3.7.1Deadline
RFPresponsesmustbereceivednolaterthan4:30P.M.onFriday,March4,
2011.AllRFP’smustbeclearlymarked“MonticelloCommunityCenter
NatatoriumImprovementsRFP”.
Responsesreceivedafterthesubmissiondeadlinewillnotbeconsideredand
willbereturnedunopenediftheProposerisidentifiedontheenvelope.
3.7.2RFPDeliverables
Eight(8)originalboundhardcopiesandone(1)electroniccopyonCDin
AdobePortableDocumentFormat(PDF)oftheRFPresponsemustbe
deliveredinasealedpackageonorbeforethedeadlinenotedinSection
3.7.1,andmustfollowtheformatindicatedinSection3.7.4“RFPFormat”of
thisdocument.FaxedRFPswillnotbeconsidered.
Submitresponsesto:
RonHackenmueller
ChiefBuildingOfficial
CityofMonticello
505WalnutStreet,Suite1
Monticello,MN55362
3.7.3RFPQuestions
AllquestionspertainingtothisRFPmustbesubmittedinwritingbyemailor
faxto:
RonHackenmueller
ChiefBuildingOfficial
MCCNatatoriumImprovementsRFP
CityofMonticelloPage5of15
CityofMonticello
Email:Ron.Hackenmueller@ci.monticello.mn.us
Fax:763.295.4404
WrittenquestionsfromRespondentsmustbereceivednolaterthan4:30P.M.
onWednesday,February9,2011.Questionsandorrequestsforclarification
receivedafterthisdeadlinewillnotbeconsidered.TheCitywillprovidewritten
answerstoallquestionsandcirculatethequestionsandanswerstoallbidders
whohavecompletedExhibit1nolaterthan4:30P.M.onThursday,February
17,2011.
3.7.4RFPFormat
InordertofacilitatetimelyandfairevaluationofRFPresponses,astandard
responseformathasbeendevelopedandisdocumentedbelowinsection4.
AllProposersarerequiredtoformattheirRFPinamannerconsistentwiththe
RFPresponserequirements.Proposal’sthatdonotcomplywithallofthe
requirementsmayberejectedbytheOwner.
3.7.5SignatureofAuthorizedRepresentative
Aperson,whoisauthorizedonbehalfoftheProposer,mustsigntheoriginal
RFPdocumentinink,andincludetheirtitleandpositionwithinthefirm.
3.8Confidentiality
TheOwnershalluseitsbesteffortstopreservetheconfidentialityofany
businessproprietaryorconfidentialinformationsubmittedbytheProposerwhich
isclearlydesignatedassuchbytheProposer.GiventhatTheOwnerisa
municipality,ithascommitmentsandobligationssubjectto“freedomof
information”lawsorsimilarstatutorydisclosurerequirements.TheOwneris
subjecttofullcompliancewiththeselawsandstatutoryrequirements.
Compliancewiththeselawsorstatutesshallbedeemednottoconstitutea
breachofrequestedconfidentialityofagivenproposalresponsetotheRFP.If
therespondentwouldliketheCitytosignanon-disclosureagreement(NDA),
suchdocumentmustbepresentedtotheCityinsufficienttimebeforethedue
dateoftheRFPinorderfortheCitytoconsidertheNDA.However,itshouldbe
notedthatsigninganNDAdoesnotrelievetheCityofsomelegalrequirements
todiscloseinformation.
3.9EffectivePeriodofProposal
AllproposalsshallbebindingupontheProposerforninety(90)daysafterthe
proposalduedate.TheProposermaywithdrawormodifytheirproposalatany
timepriortotheduedateuponwrittenrequest,signedinthesamemannerand
bythesamepersonwhosignedtheoriginalproposal.
3.10Exceptions
ProposersagreebytheirproposaltotheRFPrequirementstoabidebythe
proceduressetforththerein.Materialmodificationsinthedescriptionor
responsibilitiesofthepartieswillnotbeaccepted.
MCCNatatoriumImprovementsRFP
CityofMonticelloPage6of15
3.11ProposalDisposition
AnyproposalsreceivedinresponsetothisRFPshallbecomethepropertyof
Owner.
3.12SelectionProcess
Ownerwillevaluateeachrespondent’sinformationtosuccessfullydeterminethe
rightfirmfortheproject.Monticellowillbethesolejudgeandhavecomplete
discretioninselectingthesuccessfulProposerandawardingthecontract.
3.13EvaluationCriteria
TheOwnerwillevaluateeachresponseandselectthewinningProposerbased
onthefollowingcriteria,innoparticularorder:
ConformingtotheRFPandspecifiedprojectapproach
Qualificationsandexperienceofthecompanyandkeystaff
AbilitytoperformandfinancialstabilityoftheProposer
Projectpricing
Projectschedule
AnyotherrelatedfactorsasdeemedcriticalbytheOwner
IfforanyreasontheOwnerandthewinningProposercannotexecutean
agreement,theOwnerwillre-evaluatetheremainingfirmsandselectthenext
qualifiedProposer.
4RFPResponseRequirements
4.1LetterofTransmittal
TheOwnerisrequiringintent-to-respondreplyfromeachfirmthatintendsto
respondtothisRFP.Pleasecomplete ExhibitI andreturnitassoonaspossible
afterreceiptoftheRFP.
WhentheProposersubmitsanRFPresponse,pleaseprovideaoneortwo-page
transmittalletterwiththefollowing:
AbriefstatementoftheProposer’sunderstandingoftheproject;
HighlightsoftheProposer’squalificationsandabilitytoperformthe
projectservices;
Thename,title,phonenumber,faxnumber,e-mailaddress,andstreet
addressofthepersonintheProposer’sorganizationwhowillrespondto
questionsabouttheRFP.
4.2TableofContents
ProvideaTableofContents(nomorethan1page).
MCCNatatoriumImprovementsRFP
CityofMonticelloPage7of15
4.3ExecutiveSummary
Provideanexecutivesummary(nomorethan2pages)withthefollowing:
WhytheOwnershouldconsidertheProposertoprovidedesignand
constructionservices;
AdvantagesofProposer’ssolution;
SynopsisofProposer’ssolutionspecifictothisRFP.
4.4ProposerInformation
4.4.1CompanyOverview
ProvideanoverviewincludingthefollowinginformationaboutyourCompany:
Companyname,dateestablished,numberofemployees,business
address,phonenumber,faxnumber,e-mailaddress;
BriefstatementoftheProposer’sbackground,demonstratinglongevity
andfinancialstability;
Strategicpartnerships;
Linesofbusinessconductedbycompany;
Descriptionofanyrecentmergersoracquisitions.
4.4.2FinancialViability
Pleaseprovideinformationastothefinancialviabilityandstabilityofyourfirm.
Howlonghaveyoubeeninbusiness?Providefinancialstatementsorother
verificationforthemostrecentfiscalyear.
4.4.3ProjectExperience
Describeanysimilarprojectsyourcompanyhasbeeninvolvedwithduringthe
pastfive(5)years.TheOwnermaycontactotherprojectownersas
references.Includethefollowingforpastprojects:
Customernameandcontactinformation(phoneande-mailaddress);
Contractstartandfinishdates;
Overallscopeoftheproject;
Proposer’sroleintheproject;
Presentstageoftheproject.
Alsodescribeanysourcesofoutsidefunding(grants,rebates,etc.)thatyour
companywasabletoidentifyandsecuretohelpfundanyprojectsduringthe
pastfive(5)years.Includethesourceofthefunding,aswellastheamount
received.
4.4.4Insurance
Respondentsmustprovidedocumentationofinsurancecoverageperthe
requirementsshowninAttachmentA.
MCCNatatoriumImprovementsRFP
CityofMonticelloPage8of15
4.4.5Audit/PublicInformation
PursuanttoChapter6.551oftheMinnesotaStatutes,thesuccessful
respondentwillberequiredtomaintainallbooks,documents,account
records,andotherevidencerelatingtoworkperformedunderanAgreement
pursuanttothisRequestforProposalandtomakesuchmaterialavailableat
respondent’sofficeatallreasonabletimesduringtheAgreementandforup
tosixyearsthereafterforauditorinspectionbytheCity,theStateAuditor,or
anyotherauthorizedindividual.Thesuccessfulrespondentwillalsobe
requiredtocomplywiththedatapracticesrequirementscontainedin
MinnesotaStatutes,Chapter13.05.
4.5ProjectDesignRecommendations
Therespondentmustprovidetheiranalysisusedtodefineallexistingissues,as
wellasthereasoningbehindtheirrecommendeddesignimprovements.Provide
abriefsummationtothefollowing.
o Providerelevantbackgroundinformationandanalysisregardingthe
existingissuescausingtheproblems,includinganysupportingdata
relatedtooriginaldesignflawsorinadequacies.
o Providerelevantbackgroundinformationforrecommendedequipmentor
processes.
o Provideprojectedlifeexpectanciesforanyrecommendedimprovements.
o Provideananalysisoftheimpactstoyourproposedimprovementsifthe
Cityweretoexpandtheentiresouthwestcornerofthebuildingadjacent
tothenatatorium.Youranalysisshouldincludepotentialimpactstoyour
recommendedconstructionmethodsandmaterials,equipmentsizingand
lifeexpectancies,andthecost-effectivenessofcompletingabuilding
expansionprojectfollowingthecompletionofyourrecommended
improvements.
o Provideananalysisofthefeasibilityofaddingasecondflooroverthe
entrancehallwayatthewestendoftheCommunityCenterforthe
purposeofexpandingtheexistingfitnesscenterarea.
4.6ProjectManagement
Therespondentmustprovideinformationtoperformtheworkasdescribed.
Provideabriefsummationtothefollowing.
o Provideinformationaboutemployeesthatwillbeworkingonthisproject.
Informationshouldincluderesumes,theirresponsibilities,qualifications
andtheiravailabilitytoworkonthisproject.
o Therespondingfirmshouldprovideanorganizationalchart.Thechart
shouldincludeallkeypersonnelandsubcontractor’sandtheirrolesand
responsibilities.
o TheOwnerwillrequireregularlyscheduledmeetingsattheCity.Such
meetingsmaybeweeklybutwillprobablybelessfrequentasdetermined
astheprojectprogresses.Areyouwillingtomeetthisrequirement?
o Therespondentshouldaddresstheamountoftimethataproject
managerwillbeon-siteanddescribehisrolesandresponsibilities.
MCCNatatoriumImprovementsRFP
CityofMonticelloPage9of15
o TheProposerwillbeexpectedtoproduceabidpackagebasedontheir
recommendedimprovementsconsistingoftherequiredconstruction
plansandspecifications.Alistoftherequiredbidpackagecomponents
shouldbeincludedanddiscussedinthissection.
o Whatqualitycontrolmeasuresdoyouhaveinplacetoensurequalityof
work?
o Whatareyourmethodsandproceduresfortrackingprojectprogress?
4.7ProjectPricing
TheProposermustprovidetheOwnerwithestimatedprojectpricingforallcosts
associatedwithengineering,construction,projectadministration,andproject
managementactivities.Theseshouldincludecostsassociatedwithanalyzing
existingissues,developingtherequiredbiddocuments(plansand
specifications),constructingtheimprovements,andadministeringandmanaging
theproject.Anycontingencycostsshouldbeclearlyidentified,asshouldcosts
requiredforpermits.
TheProposershouldprovideanyavailableinformationonpotentialoutside
fundingstreamsthatmightbeavailabletotheOwnerinregardstorecommended
improvementssuchasgrants,energyefficiencyrebates,etc.
4.8ProjectSchedule
TherespondentmustprovideatimelinewiththeirRFPresponseoutliningthe
design,biddingandconstructionprocessesfrombeginningtoend.Notethatthe
Ownerwillwanttobegindesignassoonaspracticalafterawardingthiscontract.
Pleaseverifythatyourfirmcouldbeginthedesignassoonasthecontractis
awarded.Theprojectscheduleshouldreflectanymilestonesneededtomeet
theprojecteddesign,bidandconstructionprocesses.
Ifworkistobeperformedconcurrentwithothertasksorisdependentonother
activitiestherespondentshouldclearlyidentifytheactivitieswithintheschedule.
IfanytaskormilestoneistheresponsibilityoftheOwner,pleaseprovidethis
informationinthetimetable.Alsodescribehowyourfirmwillworkwiththe
Ownertoensurethisphaseoftheprojectwillstayonschedule.
TheprojectschedulemustaccountforthefactthattheOwnerisamunicipality
andassuchhasspecificcommitmentsandobligationsasdefinedbyState
StatutesthatwillrequirethemtopublishBidNoticesandtoholdPublicHearings,
bothofwhichwillaffecttheprojectschedule.
4.9Subcontractors
Proposershavetheoptionofsubcontractingpartsoftheservicestheypropose.
Theproposalmustincludeadescriptionofanyanticipatedsubcontracting
arrangementsandtheinformationstatedbelow.ThesuccessfulProposershall
ensurefulfillmentofallcontractualprovisionsbysubcontractors.TheOwner
mustprovideapprovaliftheProposerwishestoincludeasubcontractorafter
theyhavebeenawardedthecontract.Ifyourfirmwillbeusinganyoutside
subcontractorstocompletetheproject,pleaseprovidethefollowing:
o Providethesubcontractorscompanyinformationanditsqualifications.
o Listprojectsthatthesubcontractorhascompleted.
MCCNatatoriumImprovementsRFP
CityofMonticelloPage10of15
o Describehowyoumanageyoursubcontractors.
4.10Record(As-Built)Plans
TheProposerwillbeexpectedtoproviderecord(as-built)planstotheOwner
within90daysfollowingprojectcompletion.Therecordplansshallbeprovided
intheformoftwo(2)hardcopies,nosmallerthan22”x34”,andtwo(2)
electroniccopiesonCD’s,oneofwhichshallbeinAutoCAD.DWGformat,with
theotherbeinginAdobe.PDFformat.
5AdditionalInformation
Pleaseinclude:
Anyapplicablebrochuresforyourfirmoranysubcontractors;
InformationwithregardtoProposer’sresourcesthataredeemedadvantageous
tothesuccessoftheproject.Thismightincludeothermanagementcapabilities
andexperience,generalequipmentlist,technicalresources,and/oroperational
resourcesnotdirectlyassignedtothisproject,butavailableifneeded;
Generalcommentsorsuggestions;
Solutionsketchesasappropriate;
Additionalreferences,especiallyasrelatedtoprojectsinvolvingindoorpools;
and,
OtherinformationtheProposermaydeemrelevantandusefultotheOwnerin
theevaluationoftheRFPresponse.
6GeneralProvisions
6.1RFPAcceptanceandRejection
TheOwnerreservestherighttoacceptanyRFP,torejectanyorallRFP’s,to
waiveirregularitiesorinformalitiesinanyRFP,andtomaketheawardinany
mannerdeemedinthebestinterestoftheOwner.
6.2PresentationsandSiteVisits
AnyorallProposersmaybeinvitedtomakeapresentationormakea
presentationbyconferencecall.Ifso,theOwnerwillnotifyProposerofthedate
andtimeofitspresentation.Inaddition,certainProposersmaybeaskedto
participateinoneormoresitevisitswiththeOwner’srepresentativesto
investigatetheProposer’sabilitytomeettheprojectrequirements.Allcosts
incurredbytheProposerinthepresentationsorsitevisitswillbethe
responsibilityoftheProposer.
Therewillbeapre-submittalmeetingfortheRFPtoprovideatourandmore
explanationoftheissuestobeaddressedintheproposals.Thismeetingwill
occuronThursday,February3,2011.
MCCNatatoriumImprovementsRFP
CityofMonticelloPage11of15
6.3SelectionCriteria
TheOwnerintendstoselectandcontractwiththeProposerthatdemonstrates,in
theOwner’sopinion,thehighestdegreeoftechnicalandprofessionalabilities,
competenceandmeritfortheseservices.TheOwnersevaluationswillbe
structured,systematicandfair.Monticellowillthennegotiatewiththeselected
firmoverthetechnicalaspectsofthescopeofwork,deliverables,scheduleand
fees.However,ifanegotiatedagreementcannotbereached,Monticellomay
choosetoopennegotiationswiththeProposerthatdemonstratesthenext
highestdegreeofabilities,competenceandmerit.
6.4ContractCancellation
IftheProposer’sproposalprogressestoacontractforservices,theOwner
reservestherighttoterminatealloranypartofthecontractatanytimeupon
priorwrittennoticetoProposer.Thereafter,MonticellowillpayProposer’scosts
properlyallocatedtoworkperformedpriortothetermination.
MCCNatatoriumImprovementsRFP
CityofMonticelloPage12of15
ATTACHMENTA
Bonds,Insurance
Thesuccessfulrespondentwillberequiredtocarryinsuranceofthekindandin
theamountsshownbelowforthelifeoftheproject.
CERTIFICATEOFINSURANCE
CERTIFICATEHOLDER:
INSURED:
ADDITIONALINSURED:CityofMonticello,itsofficials,employees,agents,and
representatives.
AGENT:
GENERALorBUSINESSLIABILITYINSURANCE:
PolicyNo.__________________
EffectiveDate:______________ExpirationDate:_____________
InsuranceCompany:
()ClaimsMade ()Occurrence
LIMITS:[Minimum]
BodilyInjuryandDeath:
$500,000foroneperson$1,000,000foreachoccurrence
PropertyDamage:
$200,000foreachoccurrence
-OR-
CombinationSingleLimitPolicy$1,000,000ormore
REQUIREDENDORSEMENT:Includean“allservices,products,orcompleted
operations”endorsement.
COVERAGEPROVIDED:
OperationsofContractor:YES
OperationsofSubcontractor(Contingent):YES
MCCNatatoriumImprovementsRFP
CityofMonticelloPage13of15
DoesPersonalInjuryIncludeClaimsRelatedtoEmployment?YES
CompletedOperations/Products:YES
ContractualLiability(BroadForm):YES
GovernmentalImmunityisWaived:YES
PropertyDamageLiabilityIncludes:
DamageDuetoBlastingYES
DamageDuetoCollapseYES
DamageDuetoUndergroundFacilitiesYES
BroadFormPropertyDamageYES
ALLAPPLICABLEVEHICLELIABILITYINSURANCE:
PolicyNo.__________________
EffectiveDate:______________ExpirationDate:_____________
InsuranceCompany:
(X)AnyApplicablevehicle
LIMITS:[Minimum]
BodilyInjury:
$500,000eachperson$1,000,000eachoccurrence
PropertyDamage:
$500,000eachoccurrence
-OR-
CombinedSingleLimitPolicy:$1,000,000eachoccurrence
AREANYDEDUCTIBLESAPPLICABLETOBODILYINJURYORPROPERTY
DAMAGEONANYOFTHEABOVECOVERAGES:
Ifso,list:Amount:$________________
[Nottoexceed$1,000.00]
WORKER’SCOMPENSATIONANDEMPLOYER’SLIABILITY:
Worker’sCompensationperMinnesotaStatute
Employer’sLiabilityshallhaveminimumlimitsof$500,000peraccident,$500,000per
employee,$500,000perdiseaselimit.
MCCNatatoriumImprovementsRFP
CityofMonticelloPage14of15
Contractorswith10orfeweremployeeswhodonothaveWorker'sCompensation
coveragearerequiredtoprovidetheCitywithaletterverifyingtheirnumberof
employees.
PROFESSIONALLIABILITYINSURANCE:
$1,000,000peroccurrence
$2,000,000aggregate
CONTRACTORMAYNOTBEGINWORKUNTILACERTIFICATEOFINSURANCE
COVERINGREQUIREDINSURANCEISAPPROVEDANDTHEPROJECTMANAGER
HASISSUEDANOTICETOPROCEED.INSURANCEISTOREMAININEFFECT
FORTHEDURATIONOFTHEORIGINALCONTRACTANDANYEXTENSION
PERIODS.
Shouldanyoftheabovedescribedpoliciesbecancelledbeforetheexpirationdate
thereof,theissuingcompanywillmailten(10)dayswrittennoticetothepartiestowhom
thiscertificateisissued.
Datedat:__________________________On:___________________________
By:_________________________________
AuthorizedInsuranceRepresentative
MCCNatatoriumImprovementsRFP
CityofMonticelloPage15of15
ExhibitI
AcknowledgementofRFPandIntenttoRespond
YoumustcompleteandreturnthisformasnotedintheRFPifyouwishtobe
notifiedoftheresponsestoanyquestionsaskedbypotentialProposers.
Returnthisformviafaxoremailto:
RonHackenmueller
ChiefBuildingOfficial
CityofMonticello
Email:Ron.Hackenmueller@ci.monticello.mn.us
Fax:763.295.4404
I_________________________________________
(AuthorizedIndividual)
representing_______________________________________________
(CompanyName)
verifythatIhavereceivedtheOwner’sRequestforProposalfortheMonticello
CommunityCenterNatatoriumImprovementsandthatIintendtorespondas
requested.
PleasesendmyCompanytheresponsestoanyquestionsposedbypotential
Proposersto:
Name_______________________________________
Email_______________________________________
CouncilAgenda:1/24/11
1
5G.ConsiderationofamendingtheCityBusinessHoursscheduleforChristmas
holidaysin2011 (JO/CS)
A.REFERENCEANDBACKGROUND:
CityCouncilisaskedtoreviewtheattachedtablethatidentifieshoursofoperationof
eachcityfacilityservingthepublic.ThisschedulewasformallyadoptedbyCityCouncil
onJanuary11,2010andwastobereviewedannuallyforchangesthatmightneedtobe
approvedbyCouncil.
ThechangestobereviewedandapprovedatthistimearerelativetoChristmasEveand
ChristmasDayasbothdatesfallonaweekendin2011.Eligibleemployeesearnahalf
dayholidayforChristmasEveandafulldayholidayforChristmasDay.
Usingpastpractices,itissuggestedthatthehalfdayholidayforChristmasEvebe
observedasahalf-dayfloatingholidayforemployeesthatwouldbeentitledtothetime
off.AllcityfacilitieswouldremainopenforstandardhoursonFriday.
OnSaturday,December24(ChristmasEveday),CityHall,PublicWorks,FiberNet
Head-endandDMVwouldbeclosedwiththeotherbuildingsoperatingonreducedhours
asnotedontheattachedschedule.
OnSunday,December25(ChristmasDay),allcityfacilitieswouldbeclosed.Itis
suggestedthattheChristmasDayholidaybeobservedonMonday,December26th for
CityHall,PublicWorksandFiberNetHead-end,whichwouldclosefortheday.The
othercityfacilitieswouldremainopenforstandardhoursonMonday.Thoseemployees
thatdonotgetMondayofffortheChristmasholidaywouldearnafloatingholidaytobe
usedatanothertime.
Althoughthe2011NewYear’sDayholidayisnotedontheattachedschedule,those
hourswerepreviouslyadjustedbyCouncilandobservedaccordingtothehourslisted.
B.ALTERNATIVEACTIONS:
1.MotiontoamendtheCityBusinessHoursofoperationforChristmas2011as
recommended.
2.Motiontomodifythehoursofoperationinsomeothermanner.
C.STAFFRECOMMENDATION:
StaffrecommendsAlternative#1.
D.SUPPORTINGDATA:
CityBusinessHoursproposedschedulefor2011
A B C D E F G H
Holiday City Hall Public Works Public Works FiberNet FiberNet DMV Liquor Store MCC
falls on Open to Office Open Working Head-end Open to Open to Open to Open to
Public Hrs (Contract)Working Hours Public Public Public Public
1 Standard Hours:(Fri to 2pm)(Tues to 7pm)
Monday - Friday 8am - 4:30pm 7:30am - 4pm 7:30am - 4pm 7:15am-4:30pm 8am - 5:30pm 8am - 4:30pm 9am - 10pm 5am - 10pm
2 Saturday Closed Closed Closed Closed 9am - 1pm 9am - 1pm Standard 7am - 9pm
3 Sunday Closed Closed Closed Closed Closed Closed Closed 9am - 9pm
4 Seasonal Hours:(summer)(Memorial-Labor Day)
Monday-Thursday may start earlier 5am - 9pm
Friday if heat issues 5am - 8pm
Saturday 7am - 8pm
Sunday 9am - 6pm
(observed holiday)Fri Closed Closed Closed 7:15 - 11:15am 8am - noon 9am - 4pm
5 New Years Eve 12/31/2010 Standard Standard Standard Standard Standard Standard Standard Standard
Sat 7am - 9pm
6 New Years Day 1/1/2011 Closed Closed Closed Closed Closed Closed 9am - 6pm 9am - 5pm
Mon
7 Martin Luther King Day 1/17/2011 Closed Closed Closed Closed Standard Standard Standard Standard
Mon
8 Presidents Day 2/21/2011 Closed Closed Closed Closed Standard Standard Standard Standard
Sun
9 Easter Sunday 4/24/2011 Closed Closed Closed Closed Closed Closed Closed Closed
Mon
10 Memorial Day 5/30/2011 Closed Closed Closed Closed Closed Closed 9am - 6pm 9am - 5pm
Mon
11 Independence Day 7/4/2011 Closed Closed Closed Closed Closed Closed 9am - 6pm Closed
Mon
12 Labor Day 9/5/2011 Closed Closed Closed Closed Closed Closed 9am - 6pm 9am - 5pm
Mon
13 Columbus Day 10/10/2011 Standard Standard Closed Standard Standard Standard Standard Standard
Fri
14 Veteran's Day 11/11/2011 Closed Closed Closed Closed Standard Standard Standard Standard
Thur
15 Thanksgiving 11/24/2011 Closed Closed Closed Closed Closed Closed Closed Closed
Fri
16 Thanksgiving Friday 11/25/2011 Closed Closed Standard Closed Standard Standard Standard Standard
observe Holiday for 1/2 DAY
17 Christmas Eve as:FLOATER Standard Standard Standard Standard Standard Standard Standard Standard
Sat Closed Closed Closed Closed 8am - noon Closed
17 Christmas Eve 12/24/2011 8am-noon 7:30-11:30am 7:30-11:30am 7:15am-11:15am Standard 8am - noon 9am - 4pm close at 2pm
Sun
18 Chrismas Day 12/25/2011 Closed Closed Closed Closed Closed Closed Closed Closed
observe Holiday for Mon Standard Standard Standard Standard
18 Chrismas Day as:12/26/2011 Closed Closed Closed Closed Closed Closed Closed Closed
POLICY: Modifications require Council approval. Decisions to close facilities due to inclement weather (or other reason) to be made by City Administrator
after consultation with the Department Head and Mayor.
SCHEDULE OF CITY FACILITY BUSINESS HOURS
NOTE: Friday, 12/23/2011 - offices will be open as usual
CityCouncilAgenda:1/24/11
1
5H.ConsiderationofauthorizingpurchaseofnewequipmentfortheMCCFitness
Center (KB)
A.REFERENCEANDBACKGROUND:
TheCommunityCenter’sfitnesscenterisanextremelywellusedareaofthecommunity
center.Itisanimportantamenityforourmembersandmembershipsalesaswellasfor
adultdailypasspurchasers.Ourmaintenanceandcleaningstaffmakeitahighpriorityto
ensurethattheequipmentandfitnesscenteriscleanandrunningsmoothly.Wedoalot
oftheequipmentmaintenanceourselvesunlessitinvolvestheelectronicsofapieceof
cardioequipment,thenwedohireafirmtomakethenecessaryrepairs.
InJuneorJulyof2010,theAdvisoryBoard,asapartoftheirbudgetdiscussions,
requestedthatmoneybebudgetedforreplacementandadditionalequipmentforthe
fitnesscenter.Thelasttimethatweboughtnewequipmentforthefitnesscenterwasin
2007.
AttheAdvisoryBoard’sJanuarymeeting,theyreviewedequipmentoptionsthatthey
wouldliketoseemadeincludingreplacingtwotreadmills,replacingtwoelliptical
trainers,addinganuprightbike,addingarowingmachineandaddingacouplepiecesof
liftingequipmenttothecenter.TheymadearecommendationtoCityCouncilfor
approvalofthepurchaseofthenewequipmentnottoexceed$25,000beforetaxand
shipping.
IhavebeenkeepingtrackofcustomersuggestionsandourPersonalTrainerssuggestions
aswellasthesuggestionsofourvendorsforthebestoptionstoreplaceoraddequipment.
Ibelievethatabovementionedchoicesoftreadmills,elliptical,bikesandlifting
equipmentwillbeverywellreceivedandbeneficialtoouroverallretentionofmembers.
Iamworkingwith2nd WindExercisewhichprimarilyoffersLifeFitnessEquipmentand
alsowithPushPedalPull’scorporateprogramwhichprimarilyprovidesPecor
equipment.Bothbrandsoffergoodequipmentandagoodmaintenancerecord.Weare
planningatriptotheirsalesofficewheretheyhavetheequipmentavailabletodemoin
whichweareinterested.Ourcustomersarelookingforgoodsolidequipmentthatruns
smoothlyandfitsthemwell.Beforewemakeabigpurchase,wewanttomakesure
we’regettingwhatwillmakeourcustomershappy.I’mhopingthattheCouncilwill
approvetheexpenseof$25,000plustaxandshippingknowingthattheorderwillfall
withinthatamountandbethebestchoiceofequipmentforourfitnesscenter.Iwillbe
alsoworkingwithourvendortogetagrouppurchasediscountaswellasadecenttrade-
infortheequipmentwewouldliketoreplace.IfIdonotgetagoodtrade-inamount,
thenwecanputtheequipmentupforbid.
A1.BudgetImpact:Thecommunitycenterbudgeted$30,000inthecapital
improvementbudgetforthepurchaseofnewequipmentthisyear.Evenwiththe
additionofsalestaxandshippingontopofthe$25,000,weshouldeasilyfall
belowthatbudgetedamount.
CityCouncilAgenda:1/24/11
2
TheCommunityCenterAdvisoryBoardapprovedanincreasefortherented
lockerfeeswiththeideainmindthattheadditionalrevenuewouldoffsetthecost
ofaddingequipmenttothefitnesscenterregularly.Theadditionalrevenue
expectedfromthelockerincreaseisagross$3,720peryearwhichisup$1,674
peryearover2010lockerrevenuefortherentedlockers.Thisdoesnotinclude
therevenueonthedailyuselockersthatareavailablefor.25centsperuse.
A2.StaffWorkloadImpact:Myself,SaraCahill(ourProgramCoordinator)andone
orbothofourPersonalTrainerswillbetryingouttheequipmentbeforepurchase.
Afteranorderisplaced,thereisafourtosixweekwaittimefordelivery.
B.ALTERNATIVEACTIONS:
1.Motiontoapprovethepurchaseofnewfitnessequipmentforthecommunity
centeratacostupto$25,000plustaxandshippingcosts.
2.Motiontodenytherequestforfitnessequipmentpurchase.
C.STAFFRECOMMENDATION:
CitystaffaswellastheCommunityCenterAdvisoryBoardrecommendsAlternative#1.
Thiswillhelpensurethecontinuedsuccessofthecommunitycenter’smembershipsales
anddailypasssalesaswellasthehappinessandcontinuedpatronageofthecustomersof
thecommunitycenter.
D.SUPPORTINGDATA:
Copyoftheequipmentpricequotesfrom2nd WindExerciseandPushPedalPull
CityCouncilAgenda:01/24/11
1
7.ConsiderationofarequestforaConditionalUsePermitforaPlannedUnit
DevelopmentfortheTowneCentreSignagePlan.Applicant:Bullseye
Properties/SilverCreekDevelopment/CityofMonticello (NAC/AS)
A.REFERENCEANDBACKGROUND:
ThePlanningCommissionheldapublichearingonthisrequestonDecember7th,
2010andtabledaction,seekingadditionalinformationfromtheapplicant.On
January4th,2011,thePlanningCommissionhadanopportunitytoreviewthe
additionalinformationprovidedbytheapplicantandunanimouslyrecommended
approvaloftheamendmenttoCUP,withoneminormodificationtotheapplicant’s
request.
TheapplicantsareseekinganamendmenttotheConditionalUsePermitoriginally
grantedfortheTowneCentreprojecttopermitadditionalsignageontheproperty,andto
accommodateachangetothematerials/designstandardsoriginallyapprovedaspartof
thatproject.
ThisamendmentalsocreatesaPlannedUnitDevelopmentthatisintendedtopermit
portionsoftheTowneCentresitetoincreasesignageexposuretoHighway25traffic,and
toallowadditionaluseoftheexistingfreestandingsign(theTowneCentremonument),
whichsitsonCityproperty.ThePUDstatusalsoenablestheapplicanttousethefree-
standingsignforbothTowneCentrebuildings.
Thecurrentapplicationproposesthefollowingsignprovisions:
Free-standingsignutilizingtheexistingTowneCentremonument
o Additionofmulti-tenantsignagedesignaspicturedwithinstaffreportexhibits
o 130squarefeetand22’inheight,maximum
ThePlanningCommissionrecommendsafinalsignareaof100squarefeet,
whichisconsistentwithCitysignordinance.
Ifstructuralsupportsonthecurrentsigndonotpermittheabove,theapplicantwould
likeasimilarmonumentsign,withthesamedimensions,attheproposedalternate
locationasshownontheattachedmap.
o Shouldthisalternatesignbenecessary,afinalsignplanwillbesubmittedto
thePlanningCommissionandCouncilforcomment.
o TheexistingTowneCentremonumentwouldalsobeallowedtoremainin
placeasanareaidentificationsign,whichisallowedunderthesigncode.
ThePlanningCommissionrecommendsthisitemforapproval,withthecondition
thatthesignbeconstructedofthesamematerialsastheprincipalbuilding.The
PlanningCommissionstatedthattheutilizationoftheexistingTowneCentresign
CityCouncilAgenda:01/24/11
2
isthepreferredalternative.
Applicantproposestoincludeanapproximately32squarefootchangeablecopy
boardwithineithersign.Applicantwillagreetoforgoallothertemporarysignageon
theproperty.Applicantwithdrawsrequestfor90daysoftemporarysignage.
ThePlanningCommissionrecommendsthisitemforapprovalasproposed.
Applicantisstillseekingtoallowinternallyilluminatedboxcabinetsignageonthe
TowneCentreproperty.
o Anillustrationofthesignisattached.
o Ifapproved,suchsignagewillneedtocomplywithcurrentcoderegulationfor
15%ofstreetfrontfaçade.
ThePlanningCommissionrecommendsthisitemforapprovalasproposed.
SincethetimeoftheapprovalofTowneCentre,theCityhasupdatedandrevisedits
signregulations,addingflexibilityandsignallowancestothecode.Current
regulationsprovideforthefollowing:
SandwichBoardsigns(withouttherequirementforseparatepermit)nearthe
entrancesofindividualcommercialenterprises,inadditiontootherallowed
signage(suchsandwichboardswerenotcommonlyallowed).
Permanentchangeablecopysignsofupto50squarefeetinadditiontothe
otherwiseallowablesignareainexchangeforforgoinglimiteddisplayof
temporarysignageontheproperty(previouscodeincorporatedsuchsignsintothe
maximumsignareafortheproperty).
Ifnochangeablecopysignisused,temporarysignsequalingone32squarefoot
signperbuildingforupto40daysperyearpersign(previouscodelimitedsuch
signstooneperparcel).
Oneadditionaltemporarysignperiodofupto40daysforfirst-timebusiness
openingevents(addedtotemporarysignallowances).
Totalsignareaequalto15%ofbuildingfaçadeforuptotwofrontages.
Onefreestandingsignofupto100squarefeetand22feetinheight(subjectto
otherCCDareastandards)–thesestandardsweremadeuniformthroughout
commercialdistrictsforsuchsigns.
Thefreestandingsignof100squarefeetwouldbeexemptedfromtheoverallsite
signareaallowanceifsuchsignwasconstructedasamonumentstylesign(this
newclauseincreasesthepotentialsitesignagebyallowancethe15%tobe
appliedtothewallsignageonthebuildingwithoutdeductionforthefreestanding
signsize).
Allowanceformultiplewallsignsonmulti-tenantbuildings,removingthe
previouscaponnumberofwallsigns.
CityCouncilAgenda:01/24/11
3
Amajorobjectiveoftherevisedsignregulationswastosetaconsistentstandardfor
commercialpropertythatallowedforflexibilityinsignusageanddesign.By
increasingtheflexibilityofthecode,theCitydecreasestheincentiveforapplicantsto
seekPUDapprovalsthatvarythesignallowances.
AsaPlannedUnitDevelopment,thereisnorequirementforahardshipfindingas
wouldbenecessaryforavariancerequest.Instead,PUDrequiresthattheCitymakes
afindingthatthevariation,orflexibilitygranted,fromthegeneralzoningstandardsis
donetoachievethePUDobjectiveofenhancedprojectqualityanddesign,andthat
theuniquedesignaspectsoftheprojectthatareofferedbeyondthebasicstandards
“offset”thevariationsbeingsought.Therefore,thesigndesignoptionspresented
underthisapplicationcouldbeaccommodatedbythePUD,iftheCitybelievesthat
thequalityanddesignoftheoverallsiteisbeingenhanced
Itshouldalsobenotedthattheoriginalapplicationincludedarequestforadditional
temporarysignageonsite,buttheapplicanthasmodifiedtheirrequesttoincludea
changeablecopymessageboardastheirpreferredalternative.Thisalternativeis
moreconsistentwiththesigncodeobjectivesoutlinedabove.
B.ALTERNATIVEACTIONS:
ThePlanningCommissionrecommendsalternative1below.
1.MotiontorecommendapprovaloftheConditionalUsePermitforPUD,withthe
followingconditionsasrecommendedbythePlanningCommission:
a.100squarefeet oftotalfreestandingsignareawithamaximumheightof22
feet,consistentwithcurrentsignordinanceallowances.
b.Ifstructuralsupportsonthecurrentsigndonotpermittheabove,asimilar
monumentsignwouldbepermittedattheproposedalternatelocationas
shownontheattachedmap.Thefree-standingsignwouldbeamaximumof
100squarefeetwithamaximumheightof22feet,andbeconstructedofthe
samematerialsastheprincipalbuildings.
i.Shouldthisalternatesignbenecessary,afinalsignplanwillbesubmitted
tothePlanningCommissionandCouncilforcomment.
c.Allowanapproximately32squarefootchangeablecopyboardwithinthe
finalfree-standingsign.Applicantwillagreetoforgoallothertemporary
signageontheproperty.Applicantwithdrawsrequestfor90daysof
temporarysignage.
d.ChangestothesigndesignrequirementsforTowneCentretoallowinternally-
litcabinetsigndesign.
2.MotiontorecommendapprovaloftheConditionalUsePermitforaPUDas
requestedbytheapplicant,includingthefollowingconditions:
CityCouncilAgenda:01/24/11
4
a.130squarefeet oftotalfreestandingsignarea,withamaximumheightof22
feet,aspresentedbytheapplicant.
b.Ifstructuralsupportsonthecurrentsigndonotpermittheabove,asimilar
monumentsignwouldbepermittedattheproposedalternatelocationas
shownontheattachedmap.Thefree-standingsignwouldbeamaximumof
100squarefeetwithamaximumheightof22feet,andbeconstructedofthe
samematerialsastheprincipalbuildings.
i.Shouldthisalternatesignbenecessary,afinalsignplanwillbesubmitted
tothePlanningCommissionandCouncilforcomment.
c.Allowanapproximately32squarefootchangeablecopyboardwithinthe
finalfree-standingsign.Applicantwillagreetoforgoallothertemporary
signageontheproperty.Applicantwithdrawsrequestfor90daysof
temporarysignage.
d.ChangestothesigndesignrequirementsforTowneCentretoallowinternally-
litcabinetsigndesign.
3.MotiontorecommenddenialoftheConditionalUsePermitforaPUD,basedon
findingstobeidentifiedbytheCityCouncil.
C.STAFFRECOMMENDATION:
StaffandPlanningCommissionrecommendAlternative#1.Thisalternativerepresentsa
consistentandfairapplicationofthesigncode,andwouldthereforebeconsistentwith
theregulationsappliedtootherbusinesses.Alternative1alsoaccomplishesthemajority
ofthegoalsoutlinedbytheapplicantforsignage.However,iftheCouncilbelievesthat
thesigndesignaspresentedwarrantsadditionalPUDflexibility,Alternative2permits
additionalsignageoverthatwhichiscurrentlyinplace.
D.SUPPORTINGDATA:
A.ApplicantNarrative
B.SitePlan/Survey
C.AerialPhotograph
D.ProposedFreestandingSignDesign
E.ProposedWallSignDesign
F.ExistingApprovedTowneCentreSignCriteria
G.SupplementalSignDesignInformation
H.ExtensionLettertoApplicant
City of Monticello
Sign Application
Conditional Use Permit
Planning Commission Sign:
October 1 2010
Towne Centre on behalf of all of their tenants would like to install a new sign to attract
patrons to the business. This will allow for better visibility and advertisement for the
tenants, as well as, to promote the tenants and attract patrons to locate and patronize the
businesses. Attached please find the site plan as request as well as the specifications of
the new sign.
Towne Centre would also like to adopt a new sign criteria policy for all current as well as
new tenants moving into the space. The new sign criteria policy is attached for approval.
The change allows for the addition of allowing cabinet signs, pursuant to all other
guidelines, for our tenants.
Lastly Towne Centre would also like the opportunity to provide additional temporary
sign permits for the tenants within the buildings. Since Towne Centre is condo'd, we
currently have three owners in the Highway 25 building and 1 owner for the Walnut
Street building. It is difficult to identify which owner gets to choose how the 40 days are
used and which tenant gets to use them. As units are sold/rented opportunities to rent
temporary signage may be necessary. We are asking that the commission specifically
grant each building with their own 45 day period for a total of 90 days.
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BULLSEYE PROPERTIES
517 HWY 25
MONTICELLO, MN
55362
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CORE DRILL INTO EXISTING
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ROD CONNECTERS WITH EPDXY.
MOUNT SIGN IN CENTER POLE AND
ATTACH TO EXISTING BRICK COLUMNS
FURNISH AND INSTALL ONE NEW 14'-tr WIDE
BY 6' HEIGHT MULTI-TENENT SIGN WITH
INTERNAL ILLUMINATION BY HO FLUORESCENT
LAMPS WITH RAPID START COLD WEATHER
BALLASTS.
ALL PARTS UIL LISTED AND APPROVED
Lawrence
Aign
Sample of Proposed Box Cabinet Signage
SIGN CRITERIA
Towne Centre is in the Central Community District (CCD) and follows the sign criteria stated in this document.
All signs require a permit from the City of Monticello (763) 295-2711.
CONDITIONAL USE IN COMMERCIAL DISTRICTS: The purpose is to provide aesthetic control to signage and to
prevent a proliferation of individual signs on the buildings with three (3) or more business uses. The City shall encourage
the use of single sign boards, placards, or building directory signs.
1. Shopping Center Signs:
In the case of a building where there are only two (2) or more uses and which, by generally understood and
accepted definitions, is considered to be a shopping center or shopping mall, a conditional use permit shall be
generated to the entire building in accordance to an overall site plan indicating their size, location and height of all
signs presented to the Planning Commission.
A maximum of fifteen percent (15%) of the gross area of the front silhouette shall apply to the principal building
where the aggregate allowable sign area is equitably distributed amount the several businesses. In the case of
applying this conditional use permit to a building, the building may have one (1) pylon or freestanding sign
identifying the building which is in conformance with this ordinance. For purposes of determining the gross area
of the silhouette of the principal building, the silhouette shall be defined as the area within the outline drawing of
the principal building as viewed from the front lot line or from the related public street(s).
2. Sign Criteria for Highway 25:
a. Signage is allowed only within the boundary of the tenant space.
b. Size: 15% of the gross area of the front silhouette
c. Location: above the storefront display windows or transoms. All letter signs shall be mounted in the
mortar not the brick area. Signs can be placed on all walls facing major roadways or parking lots.
d. Style: Individually mounted letters and logos.
e. Permits: All signs will requires a sign permit from the City of Monticello (763) 295-2711
3. Sign Criteria for Walnut Street:
a. Signage is allowed only within boundary of tenant space
b. Style:
i. Painted signs with exterior lighting
ii. Projecting Signs
c. Size: Painted Signs can be 15% of the gross area of the front silhouette
d. Projecting Signs are encouraged along Walnut Street
i. Shall not exceed the square footage as set forth in the City of Monticello Sign Ordinance.
ii. Sign shall be considered a wall sign for the purposes of maximum allowable sign area.
iii. Shall be attached to the building facade fronting on a public street.
iv. Shall not extend more than 12" beyond the plan of the building façade to which it is attached.
v. Shall be at least 8 feet but not more than 12 feet in height above the walking surfaces or
sidewalks
e. Permits: All signs will require a sign permit from the City of Monticello (763) 295-2711.
4. Sign Criteria for north side of Building (RR Track):
a. One sign per tenant is allowed at the rear/north entries. Those signs shall be uniform in design and contain
no advertisement, but shall identify the name and address of the tenant, and other directional information.
Such signs shall not exceed the square footage as set forth in the City of Monticello's Sign Ordinance.
Such signs should be located on the latch side, immediately along side the door opening centered at 5 ft
above the sidewalk surface.
b. Exceptions (restaurant or corner business with main entry area)
5. General Guidelines:
a. Freestanding Signs: This type of sign is prohibited.
b. Building Signs:
i. Signage guidelines in the CCD district are intended to control the size of signs in order to keep
them in scale with adjacent buildings and surrounding development.
ii. The most important guiding rule for signage design is to encourage creative graphics, economy of
text, avoidance of clutter, compatibility of style, scale and character. This message should be
easily read and direct.
iii. Display areas shall not be obstructed by window signage. Small stenciled letters, addresses or
logos can be appropriate signage in windows, but the painting of large areas of glass is prohibited.
Signs in windows or upon awnings will not be counted in the total allowable sign area but must
not exceed 25% of the window or awning area.
iv. Neon signage can be appropriate if it is detailed and located properly. Such signage should be
small in size and limited to the name of a business or product and simple graphics. Typically,
neon tubes should be mounted on a clear backing, such as glass or plexi-glass and hung in a
window or door. Neon tubes may also be used sparingly on larger signs to accent a letter or logo.
6. Address Numbers Signs:
a. A minimum of one (1) address number sign shall be required on each building in all zoning districts.
i. Location: The address numbers shall be so placed to be easily seen from the public street.
ii. Size Regulations: The address numbers shall not be less than three and one half (3 1/2) inches in
height.
iii. Material Regulations: The address numbers shall be metal, plastic or wood.
iv. Color Regulations: The address numbers shall be in contrasting color to the color of the
building/dwelling .
7. Prohibited Signs: The following Signs shall be prohibited:
a. Roof Signs: Signs erected, constructed or attached wholly or in part upon or cover the roof of a building.
b. Signs extending above the top of the building are not allowed.
c. Motion Signs: Any sign which revolves, rotates, has moving parts or give the illusion of motion.
d. Portable Signs: A sign so designed as to be movable from one location to another and which is not
permanently attached to the ground, sales display device or structure. Ordinance allows 32-40 square foot
sign lay license for 10 days, three times a year per business.
e. Air inflated devices, pennants and whirling devices or any such sign resembling the same, shall be
prohibited except when used in conjunction with grand openings.
8. Pylon Sign:
a. The erection of one (1) pylon sign for any single lot is allowed under the following provisions:
i. Location: No Setback Applies.
ii. Parking Areas, Driveways: No part of the pylon signs shall be less than five (5) feet from any
driveway or parking area.
iii. Area, Height Regulations:
SPEED AREA HEIGHT
ROAD CLASSIFICATION (MPH) (SQ FT) (FEET)
Highway 25
50 22 1000
In the case of subject property directly abutting State Highway 25, pylon sign area may range from 50 sq ft to 100
sq ft depending on total lineal feet fronting Highway 25. 3.03 feet of pylon sign area is allowed per every 10 feet
of lineal frontage with the following exceptions: 1) all properties may erect a pylon sign with a sign area of 50
regardless of front footage abutting Highway 24 and 2) the maximum pylon sign area shall not exceed 100 sq ft
regardless of total lineal footage of property abutting Highway 25.
Actual sign height is determined by the grade of the road from which the sign gains its principal exposure.
Area as determined by the formula under 3(c) above, applies to one (1) face of two (2) faced pylon sign, or two
(2) faces of four (4) faced sign etc.
ALL SIGNS, PERMANENT OR TEMPORARY SHALL BE SUBJECT TO A SIGN PERMIT
FROM T CITY AND SUBJECT TO WRITTEN APPROVAL OF LANDLORD.
CityCouncilAgenda:01/24/11
1
8.Considerationofapprovingsubmissionofgrantapplicationsfor2011land
acquisitionforBertramChainofLakes (AS)
A.REFERENCEANDBACKGROUND:
CouncilisaskedtoapproveCitysubmissionofgrantapplicationstotheDepartmentof
NaturalResourcesfor2011fundingfortheBertramChainofLakesproject.
TheCityofMonticelloandWrightCountycontinuetoworkcooperativelytosecure
StatefundingforfutureacquisitionsattheBertramChainofLakespropertyasoutlined
undertheMemorandumofUnderstanding.
For2011,theCityandCountyhavetheopportunitytoapplyforgrantsthroughthe
followingDepartmentofNaturalResourceprograms:theRegionalParkGrant,Park
LegacyGrantandNaturalandScenicGrant.Thegrantfundingsourcesincludemonies
allocatedtotheDNRthroughtheEnvironmentandNaturalResourcesTrustFundand
fundingresultingfromtheMinnesotaCleanWater,Land&Legacyamendment.
AsCouncilisaware,twoacquisitionsattheBertramChainofLakeshavealready
occurred.Thefirstacquisitionof318acreswasmadepossiblethroughan$1million
contributionfromtheLegislative&CitizensCommissiononMinnesotaResourcesanda
$200,000MetroGreenwaysgrant.Asecondacquisitionof52acreswasfundedthrough
MetroGreenwaygrantfunds.
Applicationthroughthe2011DNRgrantcycleallowstheCityandCountytocontinueto
seekStatematchfundingfortheBertramChainofLakesproject.Basedonthe
agreementinplacewithWrightCounty,ifawardedgrantfunds,theCitywouldneedto
matchthegrantawardamountinpartnershipwithWrightCounty.TheCitydoesretain
theoptionofelectingnottoacceptthegrant,ifawarded.
TheCountyBoardofCommissionersapprovedmovingforwardwiththeapplicationson
January4th ina3-2vote.
A1.BudgetImpact:Thecombinationofgrantapplicationsunderthiscyclewill
amountto$1,056,792.Therequiredmatchforthesegrantsis50%.TheCity
andCountywouldthensplitthematchamount50/50.Ifawardedthegrant,the
CityandCountywouldhaveuntil2013toprovidethematch.
ApprovalofanymatchingfundsbytheCitywouldbeaseparateactionandis
applicableonlyifgrantfundsareawarded.Ifagrantisawarded,theCity
CouncilwillbeaskedtoprovideitsshareofthematchinconjunctionwithWright
County.Thiswillbeconsistentwiththeoriginalpurchaseframework,bywhich
thestateistocontribute$9millionandWrightCountyandtheCitywill
contribute$11.5million.
CityCouncilAgenda:01/24/11
2
A2.StaffWorkloadImpact:CityandCountystaffwillcontinuetodividegrant
applicationstobalancetheworkload.Havingthebenefitofnumerousprevious
grantapplicationcyclesandinformation,thestafftimeestimatedforthis
applicationcycleisestimatedatlessthan10hours.
B.ALTERNATIVEACTIONS:
1.Motiontoapprovesubmissionofgrantapplicationsfor2011landacquisitionfor
BertramChainofLakes.
2.Motiontodenysubmissionofgrantapplicationsfor2011landacquisitionfor
BertramChainofLakes.
C.STAFFRECOMMENDATION:
CitystaffrecommendsAlternative#1.ParticipationbytheStateiscriticaltothe
financialpackageforacquisitionoftheYMCAproperty.Thegrantapplicationstothe
DepartmentofNaturalResourcesrepresentthenextstepinjointeffortstosecure
additionalStatefunding.
D.SUPPORTINGDATA:
2011DNRGrantApplicationListing
DNR Division of Parks and Trails
2011 Application Round
MNDNR, Division of Parks and Trails, 500 Lafayette Road, Box 52, St. Paul, MN 55155
Page 1
For more information, contact the staff listed after each program or click on the program name to link to the specific program information on the
DNR web page. The DNR web address is www.mndnr.gov.
Parks and Trails Legacy Grant Program
Program Name Eligible Applicants Program Focus Application
Deadline
Maximum
Grant
Parks and Trails
Legacy Grant
Program
Counties, cities,
townships, and
legislatively
designated regional
parks and trails
taxing authorities
Acquisition, development, restoration, and maintenance of park and
trail facilities that are considered of regional or statewide
significance. A detailed description of the criteria for a park or trail of
regional or statewide significance can be found on the Parks and Trail
Legacy Grant web page or by contacting program staff.
There is a 25% "cash match" for eligible elements of the project
proposal. Minimum grant - $20,000.
3/31/11 $500,000
Solar Energy
Legacy Grants
Counties, cities,
townships, and
legislatively
designated regional
parks and trails
taxing authorities
Eligible projects include purchase, installation, and subsequent
interpretation of solar energy projects within parks and on trails of
regional or statewide significance. This includes projects for solar
electric, hot water, and space heating, including air heat. All solar
energy projects must meet solar energy requirements from the
Minnesota Department of Commerce Office of Energy Security.
There is a 25% "cash match" for eligible elements of the project
proposal. Minimum grant - $10,000.
1/31/11 150,000
Contact
Information:
Park Legacy Grants
Joe Hiller, Northern Minnesota, West Metro, Phone: (651) 259-5538, Joe.hiller@state.mn.us
Audrey Mularie, Southern Minnesota, East Metro, Phone: (651) 259-5549, Audrey.mularie@state.mn.us
Trail and Solar Legacy Grants
Andrew Korsberg, Trail Program Coordinator, Phone: (651) 259-5642, andrew.korsberg@state.mn.us
Traci Vibo, Grant Coordinator, Phone: (651) 259-5619, traci.vibo@state.mn.us
DNR Division of Parks and Trails
2011 Application Round
MNDNR, Division of Parks and Trails, 500 Lafayette Road, Box 52, St. Paul, MN 55155
Page 2
Parks Grant Program
Program Name Eligible Applicants Program Focus Application
Deadline
Maximum
Grant
Outdoor
Recreation
Cities, Counties,
Townships and
Recognized Tribal
Governments
Acquisition, development and/or redevelopment of local outdoor
recreation park facilities.
A 50% cash or in-kind match for eligible elements of the project
proposal is required. Minimum grant - $5,000.
3/31/11 Variable
Regional Park Cities, Counties and
Townships outside of the
seven county
metropolitan area
Acquisition, development and/or redevelopment of regional park
outdoor recreation park facilities. A regional park should be
100+ acres with some exceptions, serve a regional clientele and
provide outdoor recreation facilities and activities that are
primarily natural resource based. A more detailed description of
the criteria for a regional park can be found on the Regional
Park web page or by contacting program staff.
A 40% cash or in-kind match for eligible elements of the project
proposal is required. Minimum grant - $20,000.
3/31/11 Variable
Natural and
Scenic Area
Cities, Counties,
Townships,
School Districts
Fee title acquisition and/or permanent easement acquisition of
natural and scenic areas.
A 50% cash or in-kind match for eligible elements of the project
proposal is required. Minimum grant - $5,000.
3/31/11 $500,000
Contact
Information:
Joe Hiller, Northern Minnesota, West Metro
Audrey Mularie, Southern Minnesota, East Metro
651-259-5538
Joe.hiller@state.mn.us
Audrey.mularie@state.mn.us 651-259-5549
DNR Division of Parks and Trails
2011 Application Round
MNDNR, Division of Parks and Trails, 500 Lafayette Road, Box 52, St. Paul, MN 55155
Page 3
Trails Grant Program
Program Name Eligible Applicants
Program Focus Application
Deadline
Maximum
Grant
Local Trail
Connections
Cities, Counties,
Townships
Develop trail connections between people and desirable locations.
Priority given to residential connections to state and regional
facilities and linking existing trail segments.
There is a 50% "cash match" for eligible elements of the project
proposal. Minimum grant - $5,000.
3/31/11 $100,000
Federal
Recreational
Trail
Cities, Counties,
Townships,
Recognized Tribal
Governments, Private
Trail Organizations
sponsored by a Local
Unit of Government
Acquisition, development, redevelopment and/or maintenance of
motorized (snowmobiles, off-highway motorcycles, all-terrain
vehicles and four-wheel drive trucks) and non-motorized (hike, bike,
mountain bike, ski, horse, in-line skate) trail, trailside or trail head
projects.
A 50% cash or in-kind match for eligible elements of the project
proposal is required.
2/28/11 $150,000
Regional Trail Cities, Counties,
Townships
Promote acquisition and/or development of regionally significant
trails. Priority will be given to projects that provide a useable trail.
A 50% cash match for eligible elements of the project proposal is
required. Minimum grant - $5,000.
3/31/11 $250,000
Contact
Information:
Andrew Korsberg – Coordinator/Statewide
Traci Vibo – Statewide
651-259-5642
651-259-5619
Andrew.Korsberg@state.mn.us
Traci.Vibo@state.mn.us
For information on the Minnesota Assistance Programs (Grant-in-Aid) for Snowmobile, Cross Country Ski, All-Terrain Vehicle (ATV),
Off-Highway Motorcycle (OHV), and Four-wheel Drive Vehicle (ORV) please see the program web pages.
DNR Division of Parks and Trails
2011 Application Round
MNDNR, Division of Parks and Trails, 500 Lafayette Road, Box 52, St. Paul, MN 55155
Page 4
Water Recreation Program
Program Name Eligible Applicants
Program Focus Application
Deadline
Maximum
Grant
Clean Vessel Act Public and Private
Marinas
Development or improvement of sanitation facilities for boaters (i.e.
pump out systems, dump stations).
Open Variable
Boating
Infrastructure
Public and Private
Marinas with Local
Government
Partnership
Development or improvement of docking facilities for transient
boats in excess of 26 feet in length.
8/1/11 Variable
Boat Access Cities, Counties,
Townships
Development and improvement of public boat accesses. Open Variable
Contact
Information:
Clean Vessel and Boating Infrastructure Contact
Casey Nelson, Acquisition and Regulatory Coordinator, 651-259-5629, casey.nelson@state.mn.us
Fishing Pier Contact
Nancy Stewart, Public Water Access and Fishing Pier Coordinator, 651-259-5616, nancy.stewart@state.mn.us
Boat Access Contact
Kent Skaar, Acquisition and Development Section, 651-259-5636, kent.skaar@state.mn.us
CityCouncilAgenda:01/24/11
1
9.ConsiderationofadoptingResolution#2011-05authorizingtheCitytobeapartyin
theMNWARNsystem (BP)
A.REFERENCEANDBACKGROUND:
CouncilisrequestedtoconsiderapprovingCitymembershipintheMNWARNsystem.
ThefollowingisadescriptionpreviouslydepictedforreviewintheDecember2010
GreenSheet.
MnWARN-MutualAid“UtilitiesHelpingUtilities”
Mutualaidagreementsarenothingnew.We’veallseentheminoperation,aconvoyof
powercompanyutilitytruckscarryingtransformersandpolesheadingtoassistanother
companyintimeofneed,afiredepartmentfightingamajorfirewithassistancefrom
otherfiredepartments.Longago,organizationssuchastheserecognizedthattheir
resourceswerelimitedandtheycouldnotdoitaloneduringmajoremergencies.Electric
utilitiesandfiredepartmentsrequiretrainedpersonnelandspecialequipmentand
materialsinordertooperateproperly.Furthermore,publichealthandwell-beingare
contingentonhowwelltheseorganizationsrespondtoanemergencyandrestorenormal
operations.
Doesthissoundfamiliar?Itshould.Howimportanttopublichealthandwell-beingis
cleandrinkingwaterandwastewatercollectionandtreatment?Howspecializedarewater
andwastewatersystems?Howmuchtrainingisrequiredtooperate,maintain,andrepair
waterandwastewatersystems?Couldawaterorwastewatersystemdoitalone?
Enter:Waterand Wastewater Agency Response Network(WARN)
SowhatexactlyisWARN?ThefollowingareFAQsfromthewebsiteofWARNCentral.
http://www.watersc.org/warn.html
1.WhatisMutualAid/Assistance?
MutualAid/Assistanceisoneagencyhelpinganotherbasedonawrittenagreement.
Theassistanceisprovidedacrossjurisdictionalboundariesintheeventofan
emergency.
2.WhatisWARN?
AWaterandWastewaterAgencyResponseNetworkisanetworkofutilitieshelping
utilitiestorespondtoandrecoverfromemergencies.
Participationisvoluntary.
Thereisnoobligationtorespond.
Thereisnocosttoparticipate.
3.WhatisthepurposeofaWARN?
AWARNestablishesanagreementandprotocolsforsharingresourcesamongwater
andwastewaterutilitiesstatewide.
AWARNprovidesaforumforestablishingandmaintainingemergencycontacts.
CityCouncilAgenda:01/24/11
2
AWARNprovidesaccesstospecializedresourcesneededtorespondtoemergencies
atwaterandwastewatersystems.
AWARNcanfacilitatetrainingthatspecificallyfocusesontheexchangeofresources
duringanemergencyordrill.
4.WhyisaWARNimportant?
Utilityresourcesarespecialized.
Utilitiesmustbeself-sufficient.
Utilitiesmustfillthegapbeforethearrivalofgovernmentaid.
5.WhatdoesaWARNprogramprovideautility?
Accesstospecialized,certified,andknowledgeableutilitypersonnel.
Accesstoheavyequipment,tools,andsuppliesusedbyutilitiesduringnormalevents.
6.WhatarethebenefitsofaWARN?
Thereisnocosttoparticipate.
WARNislikeinvestinginanocostinsurancepolicytoaccessresourceswhen
needed.
WARNincreasesemergencypreparednessandcoordination.
WARNenhancesaccesstospecializedresources.
WARNprovidesasingleagreementtoaccessresourcesstatewide.
WARNexpeditesarrivalofaid(don’thavetoworkouttheadministrativeitems;the
agreementsandWARNprotocolsworkthemoutinadvanceforyou).
WARNagreementcontainsindemnificationandworker’scompensationprovisionsto
protectparticipatingutilitiesandprovidereimbursementprotocols.
7.Howdoesautilitygetassistanceduringanemergency?
Currently,eachWARNsystemworksdifferentlydependingonpreviousagreements.
Initialaccessmaybemadedirectlytoothermembersorthroughanidentified
coordinationpoint.
Asaresultofthecontact,WARNmembersareabletomatchtheequipment,skilled
labor,andotherresourcesneededwithresourcesothermembershaveavailableby
queryingadatabase,callingmembers,orusinganinternetmessageboardto
locateresources.
EachWARNalsoprovidesfacilitationincollectingdamageassessmentandlocating
resourcesasneeds.
Publicutilitiesmayalsoaccessotherresourcesthroughlocal,state,andfederal
agencies.
8.Arememberutilitiesrequiredtorespondandsendresources?
Thereisnoobligationtorespondbutdependingonyourworkloadandlevelof
expertiseadequateresponseiswhatmakesthisprogramsuccessful.
9.Whathappensifautilitysendsresourcesandneedsthemback?
Undernocircumstancesshouldautilitysendresourcesifitimpactstheirabilityto
managedailyoperationsorresponsetoitsownemergency.
CityCouncilAgenda:01/24/11
3
Itisuptothelendingutilitytodeterminewhatresourcestosend.
Resourcesremainundertheauthorityofthesendingutility,andassuchcanbe
recalledanytime.
10.Whathappensifequipmentonloanisdamagedorstolen?
Thismaydependonyourstate’smutualaid/assistanceagreement;thelending
utilityistypicallyresponsibletohaveinsuranceincasethishappens.
11.AremutualaidandassistanceactivitieseligibleforFEMAreimbursement?
ItisimportancetounderstandhowtheFEMAprogramsworkandunderstandhow
theyapplytomutualaid/assistanceinadvance.Somekeyconsiderationsfor
FEMAreimbursementinclude:
TheassistanceisrequestedbytheApplicant;
Theworkperformedisdirectlyrelatedtothedisasterandisotherwiseeligiblefor
FEMAassistance;
Theentitycanprovidedocumentationofratesandpaymentforservices,if
requested;and
Theagreementiswrittenandwasineffectpriortothedisaster.
12.Willautilitybereimbursedfortheuseoftheirresources?
Thisdependsuponthetermsthatthelendingandborrowingutilitiesagreeupon.
Insomecasesduringafederallydeclareddisaster,FEMAmayprovide
reimbursementforequipment,fuel,andpersonnelusedinadisaster.
13.HowisWARNdifferentfromastatewidemutualaidprogram?
Statewidemutualaid/assistanceagreementsfrequentlyrequireadeclarationofa
“localemergency”toactivatetheagreement,WARNagreementsdonotrequire
declarationofanemergency,savingcriticaltimeinresponse.
Statewideprogramsdonotincludeprivateutilities,WARNagreementsdo.
Foraidtocrossstatelines,apresidentialdeclarationisusuallyrequired;WARN
agreementsdonothavethatlimitation,butrequirecoordinationwithstate
emergencymanagement.
14.Ishelpavailablefordisastersotherthanhurricanes?
WARNisavailableinalltypesofemergencies.
WARNmemberscanreceiveassistanceanytimetheirsystemneedsemergency
assistance.
15.WhoshouldbeinvolvedinhelpingdevelopaWARN?
Utilityowner/operators
Professionalassociationrepresentation
Statewaterandwastewaterprimaryagency(Statehealth,environmentalprotection,
etc.)
Stateemergencymanagementand/orhomelandsecurityagency
USEPAregionrepresentation
CityCouncilAgenda:01/24/11
4
16.WhathelpisavailabletoformaWARN?
AWWAhaspublishedaWhitePaper
AWWAwillbeholdingworkshopsacrossthecountry
EPAcanhelpwithpostworkshopremotesupportonacasebycasebasis,
dependingonavailablefundingandthespecificneedsoftheprogram.Support
couldincludefacilitationofmeetingsandworkshops,administrativesupport,
andanswertechnicalquestions.
17.Whataboutsettingupaninterstatemutualaidprogram?
CurrentlytheEmergencyManagementAssistanceCompact(EMAC)isbeingused
byallfiftystatestoshareaidacrossstatelines.Thewatersectorwillbe
workingwiththeadministratorsofEMACtoensurethatitcanbeused
effectivelyforthewatersector.
California,TexasandFloridaarethreeexamplesofstateswithaWARNagreement
inplace.Manyotherstatesareatvariousstagesofdevelopmenttowardsa
WARNagreement.
MinnesotaheldaseminaronApril26,2007thatwassponsoredbyAmericanWater
WorksAssociationandtheMinnesotaDepartmentofHealthandfundedbyEPA.
AsteeringcommitteeforMinnesotahasbeenformed.Thecommitteewillbereviewinga
draftagreementinthenearfuture.TheagreementcanbeviewedontheMnWARN
website@www.mnwarn.org .SoontheSteeringCommitteewillbeselectingregional
representativestoserveontheStateCommitteeforimplementationoftheMnWARN
program.AnyoneinterestedinservinginthiscapacitycancontactPeteMoultonatthe
SaintPeterUtilities(507)934-0670ext.774,orbyemailat petem@saintpetermn.gov.
A1.BudgetImpact:Thereisnocosttobeamember.Reimbursementsandexpenses
willbeaccordingtothemutualaidagreementoraFEMAscheduledependingon
theincident,withfederalfundsavailableinastateorfederaldeclareddisaster.
A2.StaffWorkloadImpact:TheAuthorizedRepresentativeistheonlyindividual
whocancontacttheDutyOfficertoinitiateaMnWARNeventand/oristhe
designatedindividualwhocancommitresourcesduringaMnWARNevent.
Again,thereisnorequirementtoassist.
B.ALTERNATIVEACTIONS:
1.MotiontoadoptResolution#2011-05authorizingtheCitytobeapartyinthe
MnWARNsystemandtoassignthePublicWorksDirectorastheAuthorized
Representative.
2.MotiontodenyCitymembershipintheMNWARNsystem.
C.STAFFRECOMMENDATION:
CityCouncilAgenda:01/24/11
5
CityStaffrecommendsAlternate#1tohavetheCitybecomeamemberofthisgroup,
whichwilladdtoourportfolioofemergencymanagement.TheMNWARNprogram
doesnotreplaceNIMS(whichisanemergencymanagementsystem)butitworksin
conjunctionwithandcomplementstheeffectivenessofbothsystems.Typicallythe
authorizedrepresentativepositionisassignedtotheMayor,CityAdministratororPublic
WorksDirector.
D.SUPPORTINGDATA:
Resolution#2011-05(authorizingMonticellotobeapartytoMnWARN)
MnWARNMutualAidagreement
CITYOFMONTICELLO
WRIGHTCOUNTY,MINNESOTA
RESOLUTIONNO.2011-05
AUTHORIZINGCITYOFMONTICELLOTOBEAPARTYTO
MINNESOTAWATERAGENCYRESPONSENETWORK(MnWARN)
WHEREAS,MinnesotaStatutes,Section471.59authorizesgovernmentalunitsbyagreementof
theirgoverningbodiestojointlyorcooperativelyexerciseanypowercommontothem;and
WHEREAS,MnWARNhasbeenestablishedbytheadoptionofaMutualAidAgreement(the
Agreement)amongGovernmentalUnitstoallowtheirwater,wastewaterandstormwaterutilities
toassisteachotherincaseofanemergency;and
WHEREAS,theAgreementallowsothergovernmentalunitstobecomeapartytotheAgreement
bytheadoptionofthisResolutionandsendingnoticetotheSecretaryoftheStatewide
CommitteeforMnWARN;and
WHEREAS,theMonticelloCityCouncilconsidersittobeinthebestinterestsoftheCityof
Monticello,WrightCountytobeapartytotheAgreement;
NOWTHEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMONTICELLO,
MINNESOTA:thattheCityCouncilauthorizestheMayorandCityAdministratortosignthis
resolutioninevidenceoftheintenttobeapartytoMnWARN;and
BEITFURTHERRESOLVED:thattheCityCouncildirectstheCityClerktosendacertified
copyoftheresolutionandcompletedmembershipinformationformtotheSecretaryofthe
StatewideCommitteeofMnWARN;and
BEITFURTHERRESOLVED:thattheCityofMonticelloagreestocomplywithalltermsof
theAgreement.
ADOPTEDBY theMonticelloCityCouncilthis24th dayofJanuary,2011.
CITYOFMONTICELLO
_________________________________
ClintHerbst,Mayor
ATTEST:
________________________________
JeffO’Neill,CityAdministrator
CERTIFICATIONOFRESOLUTIONNO.2011-05
STATEOFMINNESOTA
COUNTYOFWRIGHT
Iherebycertifythattheforegoingisatrueandcorrectcopyofaresolutiondulypassed,
adoptedandapprovedbytheMonticelloCityCouncilattheirscheduledmeetingonJanuary24,
2011,andrecordedinminutesofsaidmeeting.
____________________________________
JeffO’Neill,CityAdministrator
___________________________
Date
NotaryPublic:_______________________________
(STAMP)
MINNESOTAWATERAGENCYRESPONSE
NETWORK(MnWARN)MUTUALAIDAGREEMENT
ThisMinnesotaWaterAgencyResponseNetwork(MnWARN)MutualAidAgreementismade
andenteredintobytheundersignedParties.
WHEREAS,thePartiesheretoareauthorizedbylaworhomerulechartertoestablishawater,
wastewaterorstormwaterutilitiy;and
WHEREAS,thePartiesheretohaveestablishedawater,wastewaterand/orstormwaterutility;
and
WHEREAS,thePartiesrecognizethatanEmergencymayrequireAssistanceintheformof
personnel,equipmentandsuppliesfromaUtilityoutsidetheGovernmentalUnit;and
WHEREAS,thegoverningbodiesofthePartieshaveinvestigatedthefactsanddeterminedthat
itisintheirbestintereststoauthorizetheirUtilitiestoworkcooperativelywithanotherParty’s
UtilitieswhenthereisanEmergency;and
WHEREAS,MinnesotaStatutes,Section471.59authorizesthePartiesbyagreementoftheir
governingbodiestojointlyorcooperativelyexerciseanypowercommontothem.
NOW,THEREFORE,inconsiderationofthemutualcovenantsmadeherein,thePartiesagree
asfollows:
ARTICLEI
PURPOSE
ThePartiesrecognizethatinanEmergency,theirUtilitiesmayrequireAssistanceintheformof
personnel,equipmentandsuppliesfromoutsidetheareaofimpact.Thepurposeofthis
Agreementistoprovideaframework,intheeventofanEmergency,forthePartiesto
participateinanintrastateprogramformutualaidassistancetoprovidewater,wastewaterand
stormwaterutilityservices.ThePartiesauthorizetheirUtilitiestocooperativelyassistother
Party’sUtilitieswhenthereisanEmergency,subjecttothediscretionoftheRespondingParty’s
AuthorizedOfficialassetforthinArticleIV.
ARTICLEII
DEFINITIONS
A.Agreement—ThisWaterAgencyResponseNetworkMutualAidAgreement.
B.Assistance—Resources,includingbutnotlimitedtopersonnel,equipment,materialand
suppliesthataRespondingParty’sUtilityprovidestoaReceivingParty’sUtility.
C.AuthorizedOfficial—AnemployeeorofficialofaParty’sUtilitythatisauthorizedbythe
Party’sgoverningbodytorequestAssistanceorprovideAssistanceunderthisAgreement.
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D.Emergency—Anyoccurrencethatis,orislikelytobe,beyondthecontroloftheservices,
personnel,equipmentorfacilitiesofaParty’sUtility.
E.GovernmentalUnit—Acity,countyortownshipinMinnesotaoracity’spublicutilities
commission.
F.MnWARN—Theframeworkforpublicwater,wastewaterandstormwaterutilitiesin
Minnesotatoassistotherpublicwater,wastewaterandstormwaterutilitieswhenthereis
anEmergencythatrequiresAssistancefromanotherUtility.Theframeworkincludesthis
AgreementandotherresourcestobedevelopedandcoordinatedbytheStatewide
CommitteetoimplementthepurposeofthisAgreement.
G.NationalIncidentManagementSystem(NIMS)—Anational,standardizedapproachto
incidentmanagementandresponsethatsetsuniformprocessesandproceduresfor
emergencyresponseoperations.
H.Party/Parties—Oneormoregovernmentalunitsthathasawater,wastewateror
stormwaterutilitythatexecutesthisAgreementoradoptsthisAgreementbyresolution
pursuanttoArticleXIV.
I.PeriodofAssistance—TheperiodoftimewhenaRespondingPartyassistsaReceiving
Party.Theperiodcommenceswhenpersonnel,equipmentorsuppliesdepartfroma
RespondingParty’sfacilityandendswhentheresourcesreturntotheirfacility.All
protectionsidentifiedintheAgreementapplyduringthisperiod.ThePeriodofAssistance
mayoccurduringresponsetoorrecoveryfromanEmergency.
J.ReceivingParty—APartywhorequestsandreceivesAssistanceunderthisAgreement.
K.RespondingParty—APartythatprovidesAssistancetoanotherPartypursuanttothis
Agreement.
L.StatewideCommittee—ThecommitteeresponsibleforoverseeingMnWARNona
statewidelevel.
M.SteeringCommittee—TheleadershipgroupthatestablishedMnWARNandthe
developmentofthisAgreement.
N.Utility/Utilities—Awater,wastewaterand/orstormwaterutilityofaParty.
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ARTICLEIII
ADMINISTRATION
A.StatewideCommittee.
1.VotingMembers.MnWARNshallbeadministeredthroughaStatewideCommittee.
TheStatewideCommitteeshallbecomprisedofnine(9)votingmembers.Thevoting
membersoftheStatewideCommitteeshallbecomprisedasfollows:(i)anemployee
orofficialofaUtilitylocatedinRegion1oftheMinnesotaDivisionofHomeland
SecurityandEmergencyManagementRegions;(ii)anemployeeorofficialofaUtility
locatedinRegion2oftheMinnesotaDivisionofHomelandSecurityandEmergency
ManagementRegions;(iii)anemployeeorofficialofaUtilitylocatedinRegion3ofthe
MinnesotaDivisionofHomelandSecurityandEmergencyManagementRegions;(iv)
anemployeeorofficialofaUtilitylocatedinRegion4oftheMinnesotaDivisionof
HomelandSecurityandEmergencyManagementRegions;(v)anemployeeorofficial
ofaUtilitylocatedinRegion5oftheMinnesotaDivisionofHomelandSecurityand
EmergencyManagementRegions;(vi)anemployeeorofficialofaUtilitylocatedin
Region6oftheMinnesotaDivisionofHomelandSecurityandEmergency
ManagementRegions;(vii)anemployeeorofficialoftheMinnesotaRuralWater
Association;(viii)arepresentativefromtheMinnesotaSectionoftheAmericanWater
WorksAssociation;and(ix)arepresentativeoftheMinnesotaWastewaterOperator’s
Association.
a.InitialVotingMembers.Theinitialvotingmembersrepresentingthesixregionsof
theMinnesotaDivisionofHomelandSecurityandEmergencyManagement
RegionsshallbeselectedbytheSteeringCommittee.Theotherthreevoting
membersshallbeselectedbytheorganizationtheyrepresent.
b.SubsequentVotingMembers.Theappointmentorelectionofsubsequentvoting
membersshallbedoneinaccordancewithbylawstobeadoptedbytheStatewide
Committee.
c.Terms.Thetermsofthevotingmembersshallbeestablishedbythebylawstobe
adoptedbytheStatewideCommittee.
d.Changes.TheStatewideCommitteemaychangethenumberorcompositionof
thevotingmembersinaccordancewithitsbylaws.
2.AdvisoryMembers.Thereshallbeatleastsix(6)advisorymembersoftheStatewide
Committeewhoshallnotbeentitledtovote.Theadvisorymembershallconsistofa
representativetobeselectedbyeachofthefollowingorganizations:(i)theMinnesota
PollutionControlAgency;(ii)theMinnesotaDepartmentofHealth;(iii)Minnesota
HomelandSecurityandEmergencyManagement;(iv)theAssociationofMinnesota
EmergencyManagers;(v)theMinnesotaMunicipal UtilitiesAssociation;and(vi)the
LeagueofMinnesotaCities.ThevotingmembersoftheStatewideCommitteemay
changethenumberorcompositionoftheadvisorymembersinaccordancewithits
bylaws.Thetermsoftheadvisorymembersshallbeestablishedbythebylawsofthe
StatewideCommittee.
3.Officers.TheStatewideCommitteeshallhavethefollowingofficers:aChair,aVice-
ChairandaSecretary.TheinitialofficersshallbeelectedbytheStatewideCommittee
atitsfirstmeeting.Thetermsoftheinitialofficersandsubsequentlyelectedofficers
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shallbeestablishedbythebylawsoftheStatewideCommittee.Theofficersshall
havethefollowingpowers:
a.Chair.TheChairshallhavenomorepowerthananyothermemberofthe
StatewideCommitteeexceptthattheChairshallactasthepresidingofficeratall
StatewideCommitteemeetingsandmayhaveotherdutiesasassignedfromtime
totimeandprescribedbytheStatewideCommittee.
b.Vice-Chair.TheVice-ChairshallactasthepresidingofficeratanyStatewide
CommitteemeetingnotattendedbytheChairandshallperformtheChair’sduties
intheChair’sabsence.TheVice-Chairmayhaveotherdutiesasassignedfrom
timetotimeandprescribedbytheStatewideCommittee.
c.Secretary.TheSecretaryshallberesponsibleforensuringthatminutesare
preparedforallStatewideCommitteemeetings.TheSecretaryshallalsokeepall
booksandrecordsoftheStatewideCommitteeandshallgiveallnoticesrequired
bylaw,andmayhaveotherdutiesasassignedfromtimetotimeandprescribedby
theStatewideCommittee.TheStatewideCommitteemaydelegateallorpartof
theSecretary’sdutiesrequiredunderthisSectiontoanotherperson;providedthat
suchdelegationshallnotrelievetheSecretaryofultimateresponsibilityforthese
duties
4.Powers.TheStatewideCommitteeshallhavethefollowingpowers:
a.TocoordinateemergencyplanningandresponseactivitiesofUtilitiesin
coordinationwiththeemergencymanagementandpublichealthsystemofthe
State;
b.ToadoptpoliciesandprocedurestofurtherthepurposeofMnWARN;
c.Toestablishcommittees,includingregionalcommittees,toassistinimplementing
thepurposeofMnWARN;
d.Todeveloparesourcelistofpersonnel,equipment,suppliesandotherresources
thatmaybeusedtoprovideAssistance;
e.ToestablishawebsitetofacilitatetheParties’useofMnWARN;
f.Todevelopprotocols,formsorproceduresforPartiestorequestassistance;
g.Todevelopeducationalmaterials;and
h.TodeveloptrainingmaterialsandconducttrainingforParties.
5.Meetings.TheStatewideCommitteeshallholdmeetingsasfollows:
a.OrganizationalMeeting.Anorganizationalmeetingshallbeheldatatimeand
placetobedeterminedbytheSteeringCommittee.
b.RegularMeetings.Thereafter,theStatewideCommitteeshallmeetatleast
annually.AscheduleofregularmeetingsmaybeadoptedbytheStatewide
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Committeeattheorganizationalmeeting.Ascheduleofregularmeetingsmaybe
changedfromtimetotimeasdeemednecessarybytheStatewideCommittee.
c.SpecialMeetings.SpecialmeetingsoftheStatewideCommitteemaybecalledby
theChairandmustbecalledbytheChairuponwrittenrequestoftwoStatewide
Committeemembers.
d.Quorum.TheStatewideCommitteeshallnottakeofficialactionunlessamajority
ofthevotingmembersarepresentinpersonorviaelectroniccommunication.
ARTICLEIV
REQUESTSFORASSISTANCE
A.PartyResponsibility.ThePartiesshallidentifyanAuthorizedOfficialandoneormore
alternates;providecontactinformationincluding24-houraccess;andmaintaintheresource
informationrequiredcontainedinthememberinformationformtobedevelopedbythe
StatewideCommittee.ThePartiesshallupdatethisinformationasrequiredbythebylaws.
IntheeventofanEmergency,aParty’sAuthorizedOfficialmayrequestAssistancefroma
Party’sUtility.TheAuthorizedOfficialmustspecificallystatethatAssistanceisbeing
requestedunderMnWARNtoactivatetheprovisionsofthisAgreement.Requestsfor
Assistancecanbemadeorallyorinwriting.Whenmadeorally,therequestforAssistance
shallbepreparedinwritingassoonaspracticable.RequestsforAssistanceshallbe
directedtotheAuthorizedOfficialofaParty.SpecificprotocolsforrequestingAssistance
shallbeestablishedbytheStatewideCommittee.
B.ResponsetoaRequestforAssistance.AfteraPartyreceivesarequestforAssistance,the
AuthorizedOfficialshouldevaluateifresourcesareavailabletorespondtotherequestfor
Assistance.Followingtheevaluation,theRespondingParty’sAuthorizedOfficialshall
inform,assoonaspossible,theReceivingParty’sAuthorizedOfficialifitcanprovide
Assistance.IfAssistanceisprovided,theRespondingPartyshallinformtheReceivingParty
aboutthetypeofavailableresourcesandtheapproximatearrivaltimeofsuchresources.
C.DiscretionofRespondingParty’sAuthorizedOfficial.AdoptionofthisAgreementdoesnot
createanydutytoprovideAssistance.WhenaPartyreceivesarequestforAssistance,the
AuthorizedOfficialshallhaveabsolutediscretiontoprovideAssistanceortonotprovide
Assistance.AParty’sdecisiontoprovideAssistanceornotprovideAssistanceshallbefinal.
NoPartynoranyemployeeorofficerofanyPartyshallbeliabletoanyotherPartyortoany
personforfailureofanyPartytofurnishAssistanceorforrecallingAssistance.
ARTICLEV
RESPONDINGPARTYPERSONNEL
A.NationalIncidentManagementSystem(NIMS).WhenprovidingAssistanceunderthis
Agreement,theRequestingParty’sUtilityandtheRespondingParty’sUtilityshallbe
organizedandfunctionunderNIMS.
B.Control.ThepersonnelofaRespondingPartyprovidingAssistanceshallbeunderthe
directionandcontroloftheReceivingPartyuntiltheRespondingParty’sAuthorizedOfficial
withdrawsAssistance.TheReceivingParty’sAuthorizedOfficialshallcoordinateresponse
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activitieswiththeRespondingParty’sAuthorizedOfficial.Wheneverpractical,Responding
Partypersonnelshouldplantobeselfsufficientforupto72hours.
C.FoodandShelter.TheReceivingPartyshallsupplyreasonablefoodandshelterfor
RespondingPartypersonnelforAssistancethatisprovidedformorethan72hours.Ifthe
ReceivingPartyisunabletoprovidefoodandshelterforaRespondingParty’spersonnel,
theRespondingParty’sAuthorizedOfficialordesigneeisauthorizedtosecurefoodand
shelterforitspersonnelandshallbeentitledtoreimbursementforsuchexpensesfromthe
ReceivingParty.Reimbursementforfoodandsheltershallreflecttheactualcostsincurred
bytheRespondingParty.Ifreceiptsarenotavailable,theRespondingPartycannotrequest
reimbursementinexcessoftheStateperdiemratesforthatarea.
D.Communication.TheReceivingPartyshallprovideRespondingPartypersonnelwithradio
equipmentasavailable,orradiofrequencyinformationtoprogramexistingradios,inorder
tofacilitatecommunicationamongpersonnelprovidingAssistance.
E.Status.Unlessotherwiseprovidedbylaw,theRespondingParty’sofficersandemployees
retainthesameprivileges,immunities,rights,duties,andbenefitsasprovidedintheir
respectivejurisdictions.
F.LicensesandPermits.Totheextentpermittedbylaw,RespondingPartypersonnelwho
holdlicenses,certificates,orpermitsevidencingprofessional,mechanical,orotherskills
shallbeallowedtocarryoutactivitiesandtasksrelevantandrelatedtotheirrespective
credentialsduringthePeriodofAssistance.
G.RighttoWithdraw.TheRespondingParty’sAuthorizedOfficialretainstherighttowithdraw
someorallofitsresourcesatanytime.Noticeofintentiontowithdrawmustbe
communicatedtotheReceivingParty’sAuthorizedOfficialassoonaspossible.
ARTICLEVI
COSTREIMBURSEMENT
Unlessotherwisemutuallyagreedinwholeorinpart,theReceivingPartyshallreimbursethe
RespondingPartyforeachofthefollowingcategoriesofcostsincurredwhileproviding
AssistanceduringthePeriodofAssistance.
A.Personnel.ARespondingPartyshallbereimbursedforitsactualcostspaidtopersonnel
providingAssistanceduringthePeriodofAssistance.TheRespondingParty’sdesignated
supervisor(s)mustkeepaccuraterecordsofworkperformedbypersonnelduringthePeriod
ofAssistance.ReimbursementtotheRespondingPartymustconsiderallpersonnelcosts,
suchassalariesorhourlywages,includingovertime,andcostsforfringebenefitsand
indirectcosts.
B.Equipment.TheReceivingPartyshallreimbursetheRespondingPartyfortheuseof
equipmentduringaPeriodofAssistancepursuanttotheRespondingParty’srateschedule.
IftheRespondingPartydoesnothavearateschedule,theratesforequipmentusemustbe
basedontheFederalEmergencyManagementAgency’s(FEMA)ScheduleofEquipment
Rates.IfaRespondingPartyusesratesdifferentfromthoseintheFEMAScheduleof
EquipmentRates,theRespondingPartymustprovidesuchratesinwritingtotheReceiving
PartypriortosupplyingAssistance.Reimbursementforequipmentnotreferencedona
Party’sratescheduleortheFEMAScheduleofEquipmentRatesmustbedevelopedbased
onactualrecoveryofcosts.
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C.MaterialsandSupplies.TheReceivingPartymustreimbursetheRespondingPartyinkind
oratactualreplacementcost,plushandlingcharges,foruseofexpendableornon-
returnablesupplies.TheRespondingPartymustnotchargedirectfeesorrentalchargesto
theReceivingPartyforothersuppliesandreusableitemsthatarereturnedtothe
RespondingPartyinaclean,damage-freecondition.Reusablesuppliesthatarereturnedto
theRespondingPartywithdamagemustbetreatedasexpendablesuppliesforpurposesof
costreimbursement.
D.PaymentPeriod.TheRespondingPartymustprovideanitemizedbilltotheReceivingParty
forallexpensesitincurredasaresultofprovidingAssistanceunderthisAgreement.The
RespondingPartymustsendtheitemizedbillnotlaterthanninety(90)daysfollowingthe
endofthePeriodofAssistance.TheReceivingPartymustpaytheundisputedportionofthe
billinfullonorbeforetheforty-fifth(45th)dayfollowingthebillingdate.Unpaidbillsbecome
delinquentupontheforty-sixth(46th)dayfollowingthebillingdate,and,oncedelinquent,the
billaccruesinterestatthestandardrateofinterestchargedbytheRespondingPartyfor
unpaidbills.IftheRespondingPartydoesnothaveastandardrate,theinterestrateshall
betherateofprime,asreportedbythe WallStreetJournal,plustwopercent(2%)per
annum.AnyundisputedamountmustberesolvedusingtheproceduressetforthinArticle
VII.
ARTICLEVII
DISPUTES
ThePartiesagreetoactingoodfaithtoundertakeresolutionofdisputes,inanequitableand
timelymannerandinaccordancewiththeprovisionsofthisAgreement.Ifdisputescannotbe
resolvedinformallybytheParties,thefollowingproceduresshallbeused:
A.Mediation.IfthereisafailurebetweenPartiestoresolveadisputeontheirown,theParties
shallfirstattempttomediatethedispute.ThePartiesshallagreeuponamediator,orifthey
cannotagree,theStatewideCommitteeChairshallselectamediator.IftheChairofthe
StatewideCommittee,hasaconflictofinterest,thedutyforselectingamediatorshallpass
totheVice-Chair.
B.Arbitration.Ifthedisputeremainsunresolvedfollowingmediation,thedisputeshallbe
submittedtoarbitrationundertheUniformArbitrationAct,MinnesotaStatutes,Sections
572.08-.30.IfthePartiescannotagreeononeormorearbitrators,thearbitrator(s)shallbe
selectedusingthesameproceduresetforthforselectingamediator.Thedecisionofthe
majorityofthearbitratorsshallnotbebindingupontheParties.Ifthearbitrationdecisionis
notaccepted,thePartiesmaypursueanyotherlegalremedytoresolvethedispute.
ARTICLEVIII
RECEIVINGPARTY’SDUTYTOINDEMNIFY
ForthepurposesMinnesotaMunicipalTortLiabilityAct,MinnesotaStatutes,Chapter466,the
employeesandofficersoftheRespondingPartyaredeemedtobeemployees(asdefinedin
MinnesotaStatutes,Section466.01,subdivision6)oftheReceivingParty.
TheReceivingPartyshalldefend,indemnifyandholdharmless,theRespondingParty,its
officers,employees,volunteersandagentsfromallclaims,loss,damage,injury,andliabilityof
8
everykind,nature,anddescription,directlyorindirectlyarisingfromtheRespondingParty’s
AssistanceduringthePeriodofAssistance.ThescopeoftheReceivingParty’sdutyto
indemnifyincludes,butisnotlimitedto,suitsarisingfrom,orrelatedto,negligentorwrongful
useofequipmentorsuppliesonloantotheReceivingParty,orfaultyworkmanshiporother
negligentacts,errors,oromissionsbytheRespondingPartypersonnel.TheReceivingParty
shallnotberequiredtodefendandindemnifytheRespondingPartyforanywillfulorwanton
misconductoftheRespondingPartyoritsofficer,employees,volunteersoragents.Underno
circumstances,however,shallapartyberequiredtopayonbehalfofitselfandotherparties,
anyamountsinexcessofthelimitsofliabilityestablishedinMinnesotaStatutes,Chapter466
applicabletoanyoneparty.TheintentofthisarticleistoimposeoneachReceivingPartya
limiteddutytodefendandindemnifyaRespondingPartyforclaimsarisingwithintheReceiving
Party’sjurisdictionsubjecttothelimitsofliabilityunderMinnesotaStatutes,Chapter466.The
purposeofcreatingthisdutytodefendandindemnifyistosimplifythedefenseofclaimsby
eliminatingconflictsamongdefendantsandtopermitliabilityclaimsagainstmultipledefendants
fromasingleoccurrencetobedefendedbyasingleattorney.
TheReceivingParty’sdutytoindemnifyissubjectto,andshallbeappliedconsistentwith,the
conditionssetforthinArticleX.
ARTICLEIX
DAMAGETOEQUIPMENT
EachPartyshallberesponsiblefordamagestoorlossofitsownequipment.EachPartywaives
therighttosueanyotherPartyforanydamagestoorlossofitsequipment,evenifthe
damagesorlosseswerecausedwhollyorpartiallybythenegligenceofanyotherPartyorits
officers,employees,orvolunteers.
ARTICLEX
WORKERS’COMPENSATION
EachPartyshallberesponsibleforinjuriesordeathofitsownpersonnel.EachPartywill
maintainworkers’compensationinsuranceorself-insurancecoverage,coveringitspersonnel
whiletheyareprovidingAssistancepursuanttothisAgreement.EachPartywaivestherightto
sueanotherPartyforanyworkers’compensationbenefitspaidtoitsownpersonnelwhilethey
areprovidingAssistancepursuanttothisAgreement.EachPartywaivestherighttosue
anotherPartyforanyworkers’compensationbenefitspaidtoitsownemployeeorvolunteeror
theirdependents,eveniftheinjurieswerecausedwhollyorpartiallybythenegligenceof
anotherPartyoritsofficers,employeesorvolunteers.
ARTICLEXI
INSURANCE
PartiestothisAgreementshallmaintainthefollowingliabilitycoverages:(1)commercialgeneral
liability;and(2)automobileliability,includingowned,hired,andnon-ownedautomobiles.Each
policyshallhavealimitatleastequaltothemaximummunicipalliabilitylimitinSection466.04,
subd.1.Ifthepolicycontainsageneralaggregatelimit,thegeneralaggregatelimitshallnotbe
lessthandoublethemaximummunicipalliabilitylimitinSection466.04,subd.1.
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ARTICLEXII
WITHDRAWAL
APartymaywithdrawfromthisAgreementbyprovidingwrittennoticeofitsintenttowithdrawto
theStatewideCommitteeSecretary.Withdrawaltakeseffect60daysafternoticeissent.
ARTICLEXIII
INTRASTATEANDINTERSTATEMUTUALAIDANDASSISTANCEPROGRAMS
Totheextentpracticable,PartiestothisAgreementareencouragedtoparticipateinmutualaid
andassistanceactivitiesconductedundertheStateofMinnesotaIntrastateMutualAidand
AssistanceProgramandtheInterstateEmergencyManagementAssistanceCompact(EMAC).
PartiesmayvoluntarilyagreetoparticipateinaninterstateMutualAidandAssistanceProgram
forUtilitiesthroughthisAgreementifsuchaProgramwereestablished.
ARTICLEXIV
NEWMEMBERS
OtherGovernmentalUnitsmaybeaddedtothisAgreementuponapprovaloftheirgoverning
bodyasevidencedbyadoptionoftheresolutionattachedasExhibitItothisAgreementand
executionbytheGovernmentalUnit’sauthorizedrepresentatives.AGovernmentalUnitshall
notbecomeaPartytothisAgreementuntilacertifiedcopyoftheresolutionisreceivedbythe
StatewideCommitteeSecretary.TheStatewideCommitteeSecretaryshallmaintainamaster
listofallPartiestothisAgreement.
ARTICLEXV
GENERALPROVISIONS
MODIFICATION
A.Modification.NoprovisionofthisAgreementmaybemodified,alteredorrescindedby
individualpartiestotheAgreement.ModificationstothisAgreementmaybedueto
programmaticoperationalchangestosupporttheAgreement.Modificationsrequireasimple
majorityvoteofthePartiestothisAgreement.TheStatewideCommitteeSecretaryshall
providewrittennoticetoallPartiesofapprovedmodificationstothisAgreement.Approved
modificationstakeeffect60daysafterthedateuponwhichnoticeissenttotheParties.
B.SignatoryIndemnification.Intheeventofaliability,claim,demand,actionorproceedingof
whateverkindornaturearisingoutofaPeriodofAssistance,thePartieswhoreceiveand
provideAssistanceshallindemnifyandholdharmlessthosePartieswhoseinvolvementin
thetransactionoroccurrencethatisthesubjectofsuchclaim,action,demandorother
proceedingislimitedtoexecutionofthisAgreement.
C.ProhibitiononThirdPartiesandAssignmentofRights/Duties.ThisAgreementisforthe
solebenefitofthePartiesandnopersonorentityshallhaveanyrightsunderthis
Agreementasathird-partybeneficiary.Assignmentsofbenefitsanddelegationsofduties
createdbythisAgreementareprohibitedandarewithouteffect.
D.Notice.APartywhobecomesawareofaclaimorsuitthatinanyway,directlyorindirectly,
contingentlyorotherwise,affectsormightaffectotherPartiestothisAgreementshall
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providepromptandtimelynoticetothePartieswhomaybeaffectedbythesuitorclaim.
EachPartyreservestherighttoparticipateinthedefenseofsuchclaimsorsuitsas
necessarytoprotectitsowninterests.
E.EffectiveDate.ThisAgreementshallbeeffectiveafterapprovalbytheParties’governing
bodyandexecutionbytheParties’authorizedrepresentatives.
F.GoverningLaw.ThisAgreementshallbegovernedbyandinterpretedinaccordancewith
thelawsoftheStateofMinnesota.
G.Captions.ArticleandsectionheadingscontainedinthisAgreementareincludedfor
convenienceonlyandformnopartoftheAgreementamongtheParties.
H.Waivers.ThewaiverbyaPartyofanybreachorfailuretocomplywithanyprovisionofthis
AgreementbyanotherPartyshallnotbeconstruedas,orconstituteacontinuingwaiverof
suchprovisionorawaiverofanyotherbreachoforfailuretocomplywithanyother
provisionofthisAgreement.
I.Counterparts.ThisAgreementmaybeexecutedinseveralcounterparts,eachofwhich
shallbeanoriginal,allofwhichshallconstitutebutoneandthesameinstrument.
J.SavingsClause.Ifanycourtfindsanyarticle,sectionorportionofthisAgreementtobe
contrarytolaworinvalid,theremainderoftheAgreementwillremaininfullforceandeffect.
INWITNESSWHEREOF,theParties,byactionoftheirrespectivegoverningbodies,caused
thisAgreementtobeapprovedonthedatesbelow.
CityofMonticello,Minnesota
TheCityCouncilofMonticello,MinnesotadulyapprovedthisAgreementonthe24th dayof
January,2011.
By:_____________________________
ClintHerbst,Mayor
Attest:____________________________
JeffO’Neill,CityAdministrator
CityCouncilAgenda:1/24/11
1
10.ConsiderationofauthorizingtheFinanceDirectortoattendtheNationalGFOA
ConferenceinMayinSanAntonio,TX (JO/TK)
A.REFERENCEANDBACKGROUND:
CouncilisaskedtoconsiderfundingaportionofthecosttosendTomKellytothe
NationalGFOAconferenceinSanAntonio,TX.Thisrequestcanbeaccommodated
withinthetrainingbudgetfortheFinanceDirector.
TheGovernmentFinanceOfficer’sAssociation(GFOA)annuallyholdsanational
conference.The2011conferenceisMay22nd throughthe25th inSanAntonio,TX.The
conferencehasover70concurrentsessionsandtwogeneralsessionsfromSunday
afternoonthroughWednesdaymorning.Sessionscovertopicsintheareasof
Accounting,AuditingandFinancialReporting,BudgetingandFinancialPlanning,
CapitalPlanningandEconomicDevelopment(Management),DebtManagement,
TreasuryManagementandInvesting,PensionandBenefitAdministration,and
TechnologyandDigitalGovernment(seeattachmentforcurrentsessionlist).
PriortocomingtotheCityofMonticello,Tomwasabletoattendanumberofthe
nationalGFOAconferencesandfoundthemverybeneficial.Therequestisforapproval
oftheFinanceDirectortoattendtheconferenceandfortheCitytocoverthecostof
conferenceregistrationandairfare.Conferenceregistrationis$370ifpaidbefore
1/31/11and$410between2/1/11and4/12/11.Airfarecurrentlyisbetween$350and
$400.Thesetwoitemsarewithinthefinancedepartment’s2011budgetfortraveland
conferences.TomKellywouldpickupthecostofhotel,food,andothermiscellaneous
expensesinordertostaywithinbudget.
Staffdiddiscussthebenefitsofattendingnationalconferencesandwouldliketo
introducethispossibilityaspartoffuturebudgetdiscussion.Aspartofthe2012budget
discussion,Councilwillbeaskediftheywouldconsiderallowingoneortwodepartment
headstoattendanationalconferenceperyearonarotatingbasis.Althougheconomic
timesaredifficult,thepriceofattendingconferenceshasbeendecreasingwhiletheneed
fortrainingandstayingcurrentwithtrendsineachprofessionisbecomingmore
importanteveryday.
A1.BudgetImpact:ThenationalGFOAconferencewasnotincludedinthe2011
budget,butthefinancedepartmenthasabudgetof$4,400fortraveland
conferencesfor2011.TheCitycouldpayforconferenceregistrationandairfare
forthenationalGFOAconference.Withotherconferencesandtrainingthe
financedepartmentusuallyattends,thiswouldstillbewithinbudget.
A2.StaffWorkloadImpact:TheFinanceDirectorcouldbeoutoftheofficefrom
FridayuntilThursdayorFridayofthefollowingweekdependingonflights.
CityCouncilAgenda:1/24/11
2
B.ALTERNATIVEACTIONS:
1.MotiontoauthorizetheFinanceDirectortoattendtheNationalGFOAConferencein
SanAntonio,TXwiththeCitypayingconferenceregistrationandairfare.
2.MotiontoauthorizetheFinanceDirectortoattendtheNationalGFOAConferencein
SanAntonio,TXwiththeCitypayingforsomeothershareofconferenceexpenses.
3.MotiontodenyauthorizingtheFinanceDirectortoattendtheNationalGFOA
ConferenceinSanAntonio,TX.
C.STAFFRECOMMENDATION:
CitystaffrecommendsAlternative#1toauthorizetheFinanceDirectortoattendthe
NationalGFOAConferenceinSanAntonio,TXwiththeCitypayingconference
registrationandairfare.TomKellyhasbeenactiveintheGFOAformanyyears,andI
thinkwewouldallagreethattheCityofMonticelloisbenefittingfromknowledgeand
experiencegainedthroughhisparticipationinthisorganization.SendingTomtothe
NationalConferencewillsupportcontinueddevelopmentandknowledgeinthis
importantfieldtothebenefitoftheCityofMonticello.
D.SUPPORTINGDATA:
GFOAConferenceinformationandlistofsessions
CityCouncilAgenda:01/24/11
1
11.Considerationofadoptingthe2009CityofMonticelloTransportationPlanand
authorizingsupportingtransportationstudies (BW)
A.REFERENCEANDBACKGROUND:
ThecurrentversionoftheCityofMonticelloTransportationPlanwasadoptedonJune
27,1994.Sincethen,theCityhasundergonesubstantialgrowthanddevelopment
leadingtotheneedtoadoptanupdatedTransportationPlan.Anupdateddraftofthe
TransportationPlanwasdevelopedin2005butwasneverformallyadopted.Thenin
2007theCitybeganupdatingourComprehensivePlan,atwhichtimewebegantoupdate
the2005draftTransportationPlanagaininordertomakesurethatthetwoPlans
complementoneanotherandusethemostcurrentdevelopmentassumptions.The
updatedComprehensivePlanwasadoptedin2008,andoncetheupdatedTransportation
Planisadopteditwillbecomechapter6ofthe2008ComprehensivePlan.
ThemostrecentdraftoftheTransportationPlanisdatedJanuary2009.ThisPlanreflects
thenumerouschangesthathaveoccurredintheCityandthesurroundingregionsince
2005duetonewdevelopment,whichultimatelyresultedinincreasedtrafficvolumes.It
alsoreflectstheupdatedlanduseplanandgrowthprojectionsfromthe2008
ComprehensivePlan.
FollowingtheadoptionoftheCity’sComprehensivePlaninthefallof2008,thefinal
draftoftheupdatedTransportationPlanwascompletedanddistributedtothefollowing
bodiesforreviewandcomment:
CityCouncil
PlanningCommission
IndustrialandEconomicDevelopmentCommittee
ParksCommission
PoliceAdvisoryCommission
MinnesotaDepartmentofTransportation
WrightCounty
SherburneCounty
Thepublicalsohadnumerousopportunitiestoprovideinputonthe2009Transportation
Plan.Thisincludedresidents,businesses,localdevelopersandothers.TheMonticello-
BigLakeJointTransportationCommitteewasalsoofferedseveralopportunitiesto
provideinput,aswereWrightCounty,SherburneCountyandMn/DOT.
PerStateStatute,aPublicHearingwasheldduringtheFebruary3,2009Planning
Commissionmeeting,atwhichtimethePlanningCommissionconsideredallpublic
commentspriortomakingtheirrecommendationstotheCityCouncil,whichwasto
adoptthe2009TransportationPlanaftermovingtheTH25improvements,thesecond
rivercrossingstudy,andtheFallonAvenueOverpassimprovementstonumber1
priorities.SeeResolution2009-001whichisattachedassupportingdata.
CityCouncilAgenda:01/24/11
2
OnMarch9,2009,theCityCouncilconsideredadoptingthe2009TransportationPlan.
FollowingverythoroughdiscussionsontheentirePlan,theCouncilnotedconcerns
relatedtotheoptionsshownfortheneedandlocationofthesecondrivercrossing.The
Councilthereforevotedtotableadoptionofthe2009TransportationPlanuntilafterthe
CitywasabletomeetwithMn/DOT,WrightCounty,SherburneCounty,andour
neighboringcitiesandtownshipsthatwouldbeimpactedbyasecondrivercrossinginthe
area.Thiswasrequestedtodetermineiftherewasaconsensusregardingtheneedforthe
crossingandalsotodevelopaconsensusforthelocationofthecrossing.
OnJune16,2009variousCitystaffmembers,consultantsandelectedofficialsmetwith
representativesfromtheCity’sofBecker,BigLakeandOtsego;Becker,BigLakeand
MonticelloTownship’s;SherburneandWrightCounty’s;andtheMinnesotaDepartment
ofTransportation(Mn/DOT)forthepurposeofgatheringtheirinputregardingtheneed
forandthepreferredlocationofapotentialsecondMississippiRivercrossinginthe
Monticelloarea.Whileeveryoneagreedthatasecondrivercrossingwouldbebeneficial
toallinattendance,therewasnoclearconsensusonwheretherivercrossingshouldbe
located.DuringandafterthemeetingitwasclearthattheMonticelloCityCouncil
neededmoretimeandinformationtoarriveatthepreferredlocationandprocessto
considerthisimportantimprovement.ThecurrentdraftoftheTransportationPlan
presentedforadoptionrecognizesonlythatasecondrivercrossingwillbeneededat
somefuturepoint,andmakestherecommendationthatfurtherstudyisneededto
determinealocationpointandtimeofneed,etc.
ExhibitZ,attachedassupportingdata,listsalltherecommendationsofthevarious
agencies,commissionsandcommitteesthatreviewedtheTransportationPlanasnoted
above,alongwiththerevisionsrequiredtoaddressthoserecommendations.Themost
commonrecommendationmadewastomovealltheTH25improvementstothetopof
theCity’sprioritylist,includingidentifyingthepreferredlocationforasecondriver
crossingandconstructingtheFallonAvenueOverpass.
OnNovember4,2010,CitystaffandBretWeisswithWSBmetwiththeBusiness
RetentionandExpansion(BR&E)TransportationGrouptodiscusstheCity’scurrentand
proposedtransportationimprovements,thestatusoftheadoptionofthe2009
TransportationPlan,andhowthegroupmightbestbeabletoassisttheCityinsecuring
fundingforfuturetransportationprojects.Itwasdiscussedthatthe2009Transportation
Planhadnotyetbeenadopted.Itwasalsonotedthatthelocationofthesecondriver
crossingcouldimpactthealignmentoftheFallonAvenueOverpass,andthatstaffneeds
tocompleteseveralstudiesinordertoaddresstheCityCouncil’sconcerns
OnJanuary4,2011,CitystaffandBretWeisswithWSBdiscussedthe2009
TransportationPlanwiththeIndustrialandEconomicDevelopmentCommission(IEDC).
Apresentationaddressingthestatusofthe2009TransportationPlanandthetop
transportationimprovementprojectswasgiven,whichwasfollowedbyadiscussionof
howandwhytheseimprovementsneedtomoveforwardintheverynearfuture.Several
optionalstudieswerethendiscussed,alongwiththeirestimatedcosts,whichwouldallow
stafftobetteraddressCouncil’squestionsregardingthepreferredlocationofthesecond
CityCouncilAgenda:01/24/11
3
rivercrossingandtodeterminehowtheFallonAvenueOverpassshouldbeconstructed.
TheIEDCpassedaresolutiontoencouragetheCityCounciltoadoptthe2009
TransportationPlanin2011,toauthorizeworkonthestudiesneededtomovetheFallon
AvenueOverpassandtheSecondRiverCrossingprojectsforward,andtoconsider
beginningtheevaluationoftheNWAreaI-94Interchange.TheIEDCandBR&E
TransportationSubcommitteesarereadytoassisttheCitytomakeprogressonthese
efforts.
TheCityCouncilisthereforebeingaskedtoadoptthe2009TransportationPlan,
contingentontherevisionslistedinexhibitZbeingcompleted,aswellasanyother
revisionsasdeemedappropriatebyCouncil.ShouldtheCounciladoptthe2009
TransportationPlantonight,staffwillmakethefinalupdatesimmediatelyandwill
providecopiesoftheadoptedPlantoallCityCouncilandPlanningCommission
members,theappropriateCitystaffandconsultants,andothersasdeemednecessary.An
electroniccopywillalsobepostedontheCity’swebsiteforthepublic’suse.
Inaddition,staffisrequestingtheCityCounciltoauthorizeCitystaffandWSBtobegin
workingontherecommendedstudiesthatwillassistuswithidentifyingthepreferred
secondrivercrossinglocationbasedonprojectedlandusesandtheresultingtraffic
demand,alongwiththeworknecessarytomovetheFallonAvenueOverpassproject
forward.ThesestudieswouldultimatelyalsoallowtheCitytodeterminetheappropriate
alignmentoftheFallonAvenueOverpassbasedonthepotentialfordriverstouse
WashingtonStreetasanarterialroadwayifthesecondrivercrossingweretobe
constructedatWashingtonStreet.
AttachedarethreememosfromWSBandAssociatesthatwereprovidedtoand
discussedwiththeIEDConJanuary4th.Eachmemoprovidesbackgroundinformation
ontransportationprojectsthatshouldbeinitiatedin2011,thesecondrivercrossing,and
theFallonAvenueOverpass.IncludedbelowareexcerptsfromWSB’ssecondriver
crossingandFallonAvenueOverpassmemosaddressingthepurposeandestimatedcosts
forvariousstudiestheyarerecommendingtheCitytocompleteinordertoassistusin
identifyingthepreferredlocationofthesecondrivercrossingandthealignmentofthe
FallonAvenueoverpass.
SecondMississippiRiverCrossingStudies:
Inordertodeterminetheappropriatefunctionandlocationofthesecondrivercrossing,
thefollowingimmediateactionitemsshouldbeconsidered.Followingeachitemwe
haveincludedWSB’sapproximatecosttocompletetheitem.Theestimatedcostsdonot
includeanycostforgeneralworkorattendanceatmeetings.
1.GatherinputonallpotentialquestionsfromtheCityCouncilinordertofinalize
theFAQsummaryandpresentittoCityCouncil.Theplanwouldbetoshareit
withtheregionalofficialsandultimatelyatapublicmeetingoncetheCouncilis
onboardwiththeissues.-$2,500.
CityCouncilAgenda:01/24/11
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2.Prepareatablesummarizingpreviousrivercrossingstudiesandtheirresultsand
impactsonTH25.–$2,000.
3.ConductanODstudywithintheCityandtheregion.Coordinatewiththe
EmbracingDowntownMonticellostudytomakesurethedatacollectedwill
benefitbothstudies.–$15,000.
4.GetDEEDinformationanddowntownmarketdatafromtheCityonexisting
trafficpatterns.–$0 (providedbytheCity).
5.ConductanupdatedtransportationanalysisutilizingtheODstudyandDEED
information.Thiswouldincludeverifyingandupdatingtheimpactanalysisofthe
secondrivercrossingonthetransportationsystemincludingTH25.–$5,000.
6.MeetwithMonticello/BigLakeregionaltransportationcommitteetoreviewthe
resultsoftheadditionalinformationandgettheirrecommendationonageneral
locationandfunction.–TBD.
7.DevelopconceptlevellayoutsofthepotentialcrossinglocationsintheCityof
Monticello.Theselayoutswouldincludepreliminaryalignmentsandrightofway
needs.–$15,000.
FallonAvenueOverpassStudies:
Inordertodeterminethecrossinglocationandpreparethenecessarydocumentation,the
followingimmediateactionitemsshouldbeconsidered.Followingeachitemwehave
includedWSB’sapproximatecosttocompletetheitem.Theestimatedcostsdonot
includeanycostforgeneralworkorattendanceatmeetings.
1.Reviewtheexistingmodelingtodeterminetrafficpatternsandimpactswithand
withoutaWashingtonStreetrivercrossing.–$3,500.
2.UsedatafromthesecondrivercrossingODstudyorrevisedtransportationplan
modelingtodeterminetheimpactofremovinglocaltraffictotheFallonAvenue
Overpass.–$2,000-$4,000 (withorwithouttheODstudydata).
3.PreparepreliminarydesignplansandStaffApprovedLayoutforapproval
including:alignment,trafficcontrolalternatives,andpreliminarycostestimates
forFallonAvenue,7th StreetandWashingtonStreet.Thisincludespresentingthe
preferredalternativetotheCityCouncilforapproval.–$18,000.
4.CoordinateapprovaloflayoutanddocumentationwithMn/DOTandtheFHWA.
–$3,000.
Councilshouldnotethattheabovestudieswouldbecompletedinstages.Initially,
studies1through4forthesecondMississippiRiverCrossingandstudies1through3for
CityCouncilAgenda:01/24/11
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theFallonAvenueOverpasswouldneedtobecompleted.Theremainingstudiescould
thenbeauthorizedoncewemovetowardscompletionoftheinitialstudies.
Citystaffalsointendstobeginplanningdiscussionsonothervitaltransportation
improvementsthatshouldbeginin2011includingthefollowing:
TH25/CSAH75intersectionimprovements
7th Street/WalnutStreetintersectionimprovements
7th Street/TH25intersectionimprovements
7th StreetextensionbetweenElmStreetandMinnesotaStreet
NWAreaI-94Interchange
Staffwillpresentinformationontheproposedschedulesandplansforaddressingthese
projectstotheCityCouncilintheverynearfuture.
A.1BudgetImpact:IftheCityCounciladoptsthe2009TransportationPlanthere
willbeanominalimpacttothebudgetasWSBwillneedtocompletethe
necessaryrevisionsandproducePlansfordistribution.IfCouncildoesnotadopt
thePlan,stafffromtheCityandWSBwillcontinueworkingonthePlanuntil
Counciliscomfortableadoptingit.
IfCouncilauthorizesstaffandWSBtobeginworkingonthestudies
recommendedabove,theinitialcostswouldtotalapproximately$45,000.The
estimatedcostsfortheremainingrecommendedstudieswouldbe$23,000,which
wouldstillneedtobeapprovedbyCouncilaftertheotherstudiesarenearing
completion.Doyouhaveroominyour2011budgetforthesestudies,orwould
youspreadthecostsout,budgetingadditionalrequiredfundsin2012?
A.2StaffImpact:IfCounciladoptsthe2009TransportationPlantherewillbe
minimalimpactstostaffduetotheneedtocompletethenecessaryrevisionsand
toproducePlansfordistribution.IfCouncildoesnotadoptthePlan,stafffrom
theCityandWSBwillcontinueworkingonthePlanuntilCounciliscomfortable
adoptingit.
IfCouncilauthorizesstaffandWSBtobeginworkingonthestudies
recommendedabove,staffwillneedtoassistinvaryingdegreeswitheachofthe
studies.
B.ALTERNATIVEACTIONS:
1.Motiontoadoptthe2009TransportationPlancontingentontherevisionslisted
inexhibitZandotherrevisionsasdirectedbyCouncilhavebeenmade,andto
authorizetherecommendedstudiesforthesecondMississippiRiverCrossing
andtheFallonAvenueOverpass.
CityCouncilAgenda:01/24/11
6
2.Motiontodenyadoptionofthe2009TransportationPlanuntilthePlanisrevised
toincludetherevisionslistedinexhibitZandanyotherrevisionsasdirectedby
Council.
C.STAFFRECOMMENDATION:
StaffrecommendsAlternative#1,thattheCityCounciladoptthe2009Transportation
Plan,contingentontherevisionslistedinExhibitZbeingmade,aswellasanyother
revisionsasdirectedbyCouncil.ThePlanrepresentsathoroughanalysisoftheCity’s
broad-spectrumtransportationissuesandsetsaguidefortransportationdevelopmentboth
withinthecurrentmunicipalboundaryandintotheCity’splanningarea.ThePlan
providesabalancebetweentheidentificationofneededtransportationenhancementsand
thedeterminationoffinalalignmentsandimprovementsbasedonfuturestudy.The
TransportationPlanasdraftedrepresentsaframeworkfortransportationplanningand
setsoutacleardirectionforthoseitemswhichrequireadditionalstudyand
implementation.Theseitems,includingthepriorityprojectslistedabove,arenoted
withintheplanandcanbefurtherdefinedthroughfutureaction.
StaffalsorecommendsthattheCouncilauthorizethestudiesrecommendedhereinfor
thesecondMississippiRiverCrossingandtheFallonAveOverpass.Itisimportantthat
theCitycontinuetoplanforthesetransportationimprovementsforthefuturewell-being
oftheCity.Aswehavefoundinthepast,preparationisthekeytofindingfundingand
beingreadytoacceptopportunities.TheWalgreensdevelopmentandassociated
transportationimprovementsisagreatrecentexampleofsuchpreparation.
TheIEDCissupportiveandthebusinesscommunityisreadytoassisttheCityinthis
effort.Nowisthetimetoprepareandbereadyfortheopportunitiesthataresureto
come.ThiswillallowCitystafftodeterminethepreferredlocationofthesecondriver
crossingandtheproperalignmentoftheFallonAvenueOverpass,whichwillallowusto
beginmovingforwardwithanyrequiredright-of-waypurchases,andtoschedulea
secondmeetingwithourneighboringcitiesandtownshipstoadvancethesecond
MississippiRiverCrossingproject.
D.SUPPORTINGDATA:
CopyofResolution2009-001(PCrecommendsadoptionofTransportationPlantoCC)
CopyofResolution2011-03(IEDCrecommendsadoptionofTransportationPlantoCC)
ExhibitZ–2009TransportationPlanRevisionRecommendations(3/5/09)
WSBmemos(12/29/10):
IEDCTransportationMeeting
SecondMississippiRiverCrossing–LocationDeterminationProcess
FallonAvenueOverpass–PreliminaryDesign