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City Council Minutes 10-24-2016REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, October 24, 2016 — 6:30 p.m. Mississippi Room, Monticello Community Center Present: Brian Stumpf, Charlotte Gabler, Lloyd Hilgart, Tom Perrault, and Glen Posusta Absent: None 1. General Business A. Call to Order & Pledge of Allegiance Mayor Brian Stumpf called the meeting to order at 6:30 p.m. with a quorum present. The pledge of allegiance was recited. B. Approval of Meeting Minutes • Regular Meeting Minutes from October 10, 2016 Tom Perrault moved approval of the regular meeting minutes of October 10, 2016. Charlotte Gabler seconded the motion. Motion carried unanimously. C. Consideration of Adding Items to the Agenda • Discussion on decorative holiday lighting was added to the agenda. D. Citizen Comments • None. E. Public Service Announcements • Rachel Leonard, Communication Coordinator, provided an update on the following events: 1. Downtown Trick -or -Treat and MCC Kiddie Parade 2. Fall Leaf pick up will take place on October 29, 2016. The City Council discussed the option of another pick up because there are many trees that still have their leaves. Staff will look into this as an option and provide an update. 3. Absentee voting for the 2016 General Election will take place on Saturday, November 5, from 10 a.m. — 3 p.m. The polling place for the election is the MCC gym, therefore, the gym and walking track will be closed on Election Day. 4. Veterans Day hours for City Hall and all other departments were stated. City Council Minutes — October 24, 2016 Page 11 8 F. Council Liaison Updates • MCC Advisory Board — Brian Stumpf noted he did not attend, however, the board discussed using CSI software to track the usage and financial information. In addition, the board discussed a possible rate increase for 2017. • Personnel Committee — Brian Stumpf noted that the committee discussed a change to the Personnel Policy which is on the agenda for this meeting. • EDA — Tom Perrault noted that the Planning Commission and the EDA participated in a walking tour of the downtown. The groups provided feedback to staff in regard to the future of downtown. Angela Schumann commented that a summary of the tour will be provided to the EDA and Planning Commission at future meetings. G. Department Updates • City Administrator Jeff O'Neill provided an update on the following items: 1. Finance Director Wayne Oberg and Rachel Leonard attended a meeting with the Great River Regional Library (GRRL) in regard to the agreement between GRRL and the City. There were amendments made and the agreement will be introduced at a future meeting. 2. There have been complaints related to parking at Otter Creek Park. There are safety concerns and the Wright County Engineer is reviewing placing "no parking" signs on the north side of the park. 3. There will be a recognition party for outgoing City Council Members Tom Perrault and Glen Posusta on December 1, 2016 at the VFW. • Mark Birkholz, Arvig Communications, provided an update on Fibernet and the transition process. He touched on customer data, bills conversion process, and budget. • Sergeant Dean Deringer provided the Wright County Sheriff's Office Quarterly Report. • Angela Schuman provided an update on the flood plain amendments and the process implemented by the City. This process included having two informal workshops with property owners in order for the City to provide information and answer questions. She noted that no formal appeals have been submitted. 2. Consent Agenda Tom Perrault moved approval of the Consent Agenda excluding items A, G, N, and R. Charlotte Gabler seconded the motion. Motion carried unanimously. A. Consideration of approving the payment of bills. Recommendation: ITEM WAS REMOVED FROM CONSENT AGENDA. City Council Minutes — October 24, 2016 Page 2 18 B. Consideration of approving new hires/departures. Recommendation: Approved the hires for the MCC and DMV and departures for the MCC, Parks, and Streets. C. Consideration of approving the sale/disposal of surplus city property. Recommendation: No report this cycle. D. Consideration of approving an application for a temporary charitable gambling permit for fundraising activity to be conducted by the American Legion Riders Post 560 on December 10, 2016 at the Monticello Legion Post 260, 304 Elm Street. Recommendation: Approved the application for a charitable gambling permit for bingo, pull -tabs and raffle to be held on Saturday, December 10, 2016 at the American Legion Post 260. E. Consideration of renewing a pawn broker license for 2017 for David Corbin Helm dba Monticello Pawn, Gun and Bargain Center at 1219 South Highway 25. Recommendation: Renewed the 2017 pawn broker license for David Corbin dba as Monticello Pawn, Gun and Bargain Center located at 1219 TH 25, contingent on the application returned from the Sheriffs Department with no adverse findings. F. Consideration of approving a change to the Personnel Policy prohibiting the use of vacation, sick, or paid time off (PTO) once notice of resignation is given. Recommendation: Approved a change to the Personnel Policy that prohibits the use of vacation, sick, or paid time off (PTO) once notice of resignation is given. G. Consideration of adopting Resolution 2016-077 accepting donations from the Wag and Walk Festival in the amount of $1,397.91. Recommendation: ITEM WAS REMOVED FROM THE CONSENT AGENDA. H. Consideration of adopting Resolution 2016-079 awarding the sale of General Obligation Street Reconstruction and Improvement Bonds, Series 2016A, in the original aggregate amount of $4,900,000; fixing their form and specifications; directing their execution and delivery; and providing for their payment. Recommendation: Adopted Resolution 2016-079 approving the sale of $499009000 G. O. Street Reconstruction and Improvement Bonds, Series 2016A. I. Consideration of approving an updated policy for utility billing winter averaging for residential sewer consumption. Recommendation: Approved the policy for utility billing winter averaging for residential sewer consumption. J. Consideration of approving a policy for utility billing zero consumption residential water meters. Recommendation: Approved the policy for utility billing zero consumption residential water meters. City Council Minutes — October 24, 2016 Page 3 18 K. Consideration of authorizing a contract with Commercial Realty Solution (CRS) for broker/listing services for four City -owned commercial real estate parcels. Recommendation: Approved the authorization to enter into a Broker Marketing -Listing Contract with Commercial Realty Solutions (CRS) for four City -owned commercial real estate parcels of land in the Jefferson Commons Development. L. Consideration of a request for Conditional Use Permits for cross parking and cross access and Financial Institution with Drive-through, Preliminary and Final Plat and Development Contract for Warnert Retail Second Addition for a Financial Institution in a B-3, Highway Business District. Applicant: Sherburne State Bank. Recommendation: Approved Resolution 2016-076 approving the Preliminary Plat and Final Plat and Development Contract for Warnert Retail 2°d Addition, based on findings in said resolution, and subject to conditions in Exhibit Z, and contingent on the vacation of drainage and utility easements for Warnert Retail and re-establishment per the approved plat of Warnert Retail 2°d Addition and approved the Conditional Use Permit for financial institution with drive-through and for cross parking and access for Warnert Retail 2°d Addition, based on findings in Planning Commission Resolution PC -2016-035, and subject to the conditions in Exhibit Z. M. Consideration of a License Agreement with Sell Real Estate Holdings, LLC/West Metro Buick GMC for directional signage. Recommendation: Approved the License Agreement with Sell Real Estate Holdings, LLC/West Metro Buick GMC for directional signage, subject to the condition that West Metro remove the existing directional sign at the second easterly access from Sandberg Road. N. Consideration of a request for a PUD Adjustment for Mills Fleet Farm. Recommendation: ITEM WAS REMOVED FROM THE CONSENT AGENDA. O. Consideration adopting Resolution 2016-079 authorizing preparation of a Feasibility Report for the 2017 Street Improvement Project. Recommendation: Approved Resolution 2016-079 authorizing the preparation of a Feasibility Report for the 2017 Street Improvement Project. P. Consideration of approving the annual Snow Plow and Ice Removal Policy for 2016-2017 Snow Season. Recommendation: Approved the Annual Snow Plow and Ice Removal Policy for 2016-2017 Snow Season with proposed changes as outlined in report. Q. Consideration of approving Resolution 2016-083 declaring the official intent of the City of Monticello to reimburse certain expenditures from the proceeds of City Council Minutes — October 24, 2016 Page 4 18 bonds to be issued by the City for the 2017 Street Improvement Project and the improvements at the intersection of 7th Street and State Highway 25. Recommendation: Approved Resolution 2016-083 declaring the official intent of the City of Monticello to reimburse certain expenditures from the proceeds of bonds to be issued by the City for the 2017 Street Improvement Project and the improvements at the intersection of 7tn Street and State Highway 25. R. Consideration of authorizing a payment of $27,055 to Coalition of Utility Cities for City Share of CUC membership dues. Recommendation: ITEM WAS REMOVED FROM THE CONSENT AGENDA. 2A. Consideration of items removed from the Consent Agenda for discussion. A. Consideration of approving the payment of bills. Tom Perrault removed the item and noted that there many items that were designated as MCC Pool and were billed to the Water Departments. These charges have been reclassified and billed to the MCC. Tom Perrault moved approval of the bill and purchase card registers for a total amount of $603,626.65. Lloyd Hilgart seconded the motion. Motion carried unanimously. G. Consideration of adopting Resolution 2016-077 accepting donations from the Wag and Walk Festival in the amount of $1,397.91. Brian Stumpf removed the item to recognize the contributors which included: CentraCare Health Monticello; Monticello Pet Hospital; Team Chiropractic; Marties Farm Service; and walk registrations, t -shirt sales, Frisbee sale, and donations from the Wag & Walk Festival. Brian Stumpf moved approval of Resolution 2016-077 accepting donations from the Wag and Walk Festival in the amount of $1,397.91. Glen Posusta seconded the motion. Motion carried unanimously. N. Consideration of a request for a PUD Adjustment for Mills Fleet Farm. Tom Perrault removed the item from the Consent Agenda and had a question in regard to the berm. The information noted that it was only going to be seeded, but his understanding was that the berm would include more than the seed. Angela Schumann, Community Development Director, responded that the developer is using a variety of seeds which have deeper root system that meets the height requirement and, in addition, a disc anchored mulch will be applied. City Council Minutes — October 24, 2016 Page 5 18 Charlotte Gabler moved approval of the PUD adjustment for the Mills Fleet Farm Addition PUD, subject to the condition that the applicant provide the required buffer plantings along the southern edge of the property and that the property owner execute the required PUD adjustment documentation. Lloyd Hilgart seconded the motion. Motion carried unanimously. R. Consideration of authorizing a payment of X27,055 to Coalition of Utility Cities for City share of CUC membership dues. Charlotte Gabler removed the item to note support of the membership. Charlotte Gabler moved approval of payment to the Coalition of Utility Cities in the amount of $27,066 for CUC membership dues for 2016/2017. Lloyd Hilgart seconded the motion. Motion carried unanimously. 3. Public Hearings: A. Public Hearing — Consideration of adopting Resolution 2016-075 approving vacation of drainage and utility easements for Warnert Retail. Angela Schumann provided a review and noted that the vacation of easements is requested to facilitate the proposed final plat of Warnert Retail Second Addition. Brian Stumpf opened the public hearing. No one testified. Brian Stumpf closed the public hearing. Glen Posusta moved to adopt Resolution 2016-075 approving the vacation of drainage and utility easements over and across Lot 1 and Lot 2, Warnert Retail subject to the conditions outlined in said resolution, including reestablishment of required easements on the final plat and proper documentation on the final recorded plat. Charlotte Gabler seconded the motion. Motion carried unanimously. B. Public Hearing — Consideration of adopting Resolution 2016-080 ap rp owing an assessment roll for delinquent miscellaneous account to be certified to the County Auditor for 2017 payable tax year. Wayne Oberg, Finance Director, provided a brief summary. Brian Stumpf opened the public hearing. No one testified. Brian Stumpf closed the public hearing. Glen Posusta moved to adopt Resolution 2016-080 approving the assessment roll for delinquent miscellaneous accounts as listed with the addition of a $75 processing fee for each item. Lloyd Hilgart seconded the motion. Motion carried unanimously. City Council Minutes — October 24, 2016 Page 6 18 C. Public Hearing__ Consideration of adopting Resolution 2016-081 approving an assessment roll for delinquent utility billing accounts to be certified to the County Auditor for 1017 payable tax year. Wayne Oberg provided a brief summary. Brian Stumpf opened the public hearing. No one testified. Brian Stumpf closed the public hearing. Glen Posusta expressed his opinion that more consideration be given for a larger discount when signing up for online payments. Discussion ensued in regard to switching from quarterly to monthly billing. Lloyd Hilgart moved to adopt Resolution 2016-081 approving the assessment roll for the delinquent utilities as presented. Tom Perrault seconded the motion. Motion carried unanimously. D. Public Hearing — Consideration of adopting Resolution 2016-082 ap roving_an assessment roll to be certified for 2017 payable tax year for 2016 Street Reconstruction Project, City Project 15C001. Shibani Bisson, WSB/City Engineer, provided an overview of the 2016 Street Projects which included street reconstruction, sidewalk improvements, and utility improvements in Area 5. The remaining work for 2016 included Phase 2 (sod installation area complete by 11/4/16; and sewer lining on 3rd Street. The remaining work for 2017: final lift of pavement on all streets except Washington Street; and Phase 2 — contractor 30 day sod maintenance and final contract completion by June 30, 2017. The assessment is proposed at a 10 -year term at an interest rate of 4%, which is less than previously proposed. In addition, interest accrual would begin October 24, 2016. If approved, a revised letter will be sent out to property owners notifying them of these changes. Single-family and 2 or 3 Multi -family properties are being assessed at a rate of $4,500 per lot/unit. Multi- family (4 units or greater) and non-residential properties are being assessed at a rate of $87.00 per front foot. The total project cost was $4,245,000 of which approximately $1,067,607 is being assessed. Brian Stumpf opened the public hearing. The following individual testified: Charles Walters, 501 East 3rd St, addressed the City Council. He was concerned about the 5% interest rate and questioned the percent that the bonds were being sold at. He wondered whether the City was profiting off of the property owners. Wayne Oberg responded that many factors are considered when setting the rate but the City is given authority to set a `reasonable' rate. In addition, the City must pay the bonds off on time whether property owners pay or not. Mr. Walters also questioned the installation of trees and why it wasn't completed by the Park Department. Ms. Bisson responded that the contractor hired the subcontractor to plant trees and the trees don't effect the assessment rate. There was no further testimony. Brian Stumpf closed the public hearing. City Council Minutes — October 24, 2016 Page 7 18 Glen Posusta moved approval of Resolution 2016-082 approving an assessment roll to be certified for 2017 payable tax year for the 2016 Street Reconstruction Project, City Project 15CO01 at an interest rate of 4% with interest accrual beginning October 24, 2016. Charlotte Gabler seconded the motion. Motion carried unanimously. Other Discussion: • Charlotte Gabler introduced discussion on hanging decorative lighting around the Monticello Community Center. She noted that Bullseye (across the street) hangs a certain type of lighting and perhaps the City could use something similar. Tom Moores responded that he will research the item and the cost and bring back a recommendation on November 14, 2016. By consensus the meeting was adjourned at 8:30 p.m. Recorder: Jennifer Schreiber Approved: Attest: C City Administrator City Council Minutes — October 24, 2016 page 8 18