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City Council Minutes 02-27-2017REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, February 27 — 6:30 p.m. Mississippi Room, Monticello Community Center Present: Brian Stumpf, Jim Davidson, Bill Fair, Charlotte Gabler, and Lloyd Hilgart Absent: None 1. General Business A. Call to Order & Pledge of Allegiance Mayor 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 • Special Meeting Minutes from February 13, 2017 Councilmember Gabler moved approval of the special meeting minutes from February 13, 2017. Councilmember Hilgart seconded the motion. Motion carried unanimously. • Regular Meeting Minutes from February 13, 2017 Councilmember Fair moved approval of the regular meeting minutes from February 13, 2017. Councilmember Davidson seconded the motion. Motion carried unanimously. C. Consideration of Adding Items to the Agenda • Mayor Stumpf added discussion in regard to the Liquor Store sign. D. Citizen Comments • None. E. Public Service Announcements • None. F. Council Liaison Updates • Highway 25 Coalition — Mayor Stumpf noted that the coalition reviewed the Request for Proposals for the Highway 25 Coalition study. The coalition voted to award the study to SRF. • The City Council workshop to discuss goals is scheduled for Tuesday, February 28 from 12 — 4 p.m. • Met with staff to discuss the Union Contract. An agreement was reached and the document was forwarded to the Union. City Council Minutes — February 27, 2017 Page 1 1 9 • There was a significant turnout at the breakfast with Torn Emmer in Big Lake. Mayor Stumpf thanked the City Council for attending. • MCC Advisory Board — Ann Mosack, MCC Director, gave a brief update. She noted that the board reviewed financials, check-in numbers, combining with the Park Commission, the age requirement to use facility independently, and the Facilities Maintenance Supervisor position that is open. G. Department Updates • Jeff O'Neill, City Administrator, provided updates on the following items: 1. Fleet Farm is going to use Prairie Conference Center to conduct their employee interviews. 2. Mr. O'Neill met with Marion O'Neill to discuss legislative issues. He will also be meeting with Sen. Bruce Anderson on March 6. 3. The Legislative Conference conducted by the League of MN Cities is scheduled for March 23. 4. The Sunday liquor sale bill passed both the House and the Senate. Mayor Stumpf commented that this would be in place by July and would like to see Randall Johnsen, Liquor Store Manager, give an update to the City Council on this item sometime in late May or early June. 5. Mr. O'Neill met with Fire Chief Mike Mossey. They discussed a future open house in regard to an upgrade to fire department, their budget, and personal protection equipment. 6. Noted that an annual report from the Wright County Sheriff's office was provided on the dais to the City Council. 7. The grant application for Art in the Park has been submitted. 8. Wayne Elam has been contacted in regard to market value of bio -solids site. • Shibani Bisson, WSB/City Engineer, announced that the City of Monticello Fallon Avenue Overpass project was recommended the award of $2.1 million by the Region 7W TAC at their February 15, 2017. This is a federally funded program. (Memo in Council Connection) • Ann Mosack, Monticello Community Center Director, gave a brief presentation on activity at the MCC in 2016. This presentation included: an overview of amenities and improvements; revenue; operations; and membership data. 2. Consent Agenda Councilmember Fair moved approval of the Consent Agenda excluding E, H, and I and the addition of 2J (moving 4B to 2J). Councilmember Gabler seconded the motion. Motion carried unanimously. A. Consideration of approving the payment of bills. Recommendation: Approved the bill and purchase card registers for a total amount of $437,303.63. City Council Minutes — February 27, 2017 Page 2 19 B. Consideration of approving new hires/departures. Recommendation: Approved hires for MCC and departures for Parks. C. Consideration of approving the sale/disposal of surplus city property. Recommendation: No report this cycle. D. Consideration of appointing a representative to the Monticello Economic Development Authority to fill commissioner vacancy of term set to expire on 12- 31-2020. Recommendation: Approved the appointment of John Morphew to the vacant EDA Commissioner position with a term expiring on 12-31-2020. E. Consideration of adopting Resolution 2017-06 stating intent to reimburse from bond proceeds for the Fallon Avenue Overpass, City Project No. 16C006. Recommendation: ITEM WAS REMOVED FROM THE CONSENT AGENDA. F. Consideration of approving the resurfacing of the Community Center walking track for a total amount of $23,750. Recommendation: Approved the resurfacing project for the walking track of Community Center for $23,750 by the lowest bidder of Anderson Ladd, Inc. G. Consideration of modifying GMEF Loan Guidelines extending timeline for real estate financing balloon payment from 5 years to 10 years. Recommendation: Approved the modification of the GMEF Loan guidelines as presented. H. Consideration of adopting Resolution 2017-07 to Advance Municipal State Aid funds for the 2016 Street Reconstruction Project, City Project No. 15CO01 and the TH 25/7 1h Street Project, City Project 15C004. Recommendation: ITEM WAS REMOVED FROM THE CONSENT AGENDA. I. Consideration of approving a request for amendment to Conditional Use Permit for Development and Final Stage Planned Unit Development for multi -tenant specialty dental facility in a B-4 (Regional Business) District. Recommendation: ITEM WAS REMOVED FROM THE CONSENT AGENDA. J. Consideration of funding a $1,500 expense for 2017 for partnership in a prairie restoration and enhancement project at the Great River Trails area and to direct for budgeting purposes an expense of $1,200 per year for three years for on-going maintenance of the restoration area. Recommendation: Approved a $1,500 expense for 2017 for partnership in a prairie restoration and enhancement project in the Great River Trails area and directed for budgeting purposes an expense of $1,200 per year for 3 years for on-going maintenance of the restoration area. City Council Minutes — February 27, 2017 Page 3 19 2A. Consideration of items removed from the Consent Agenda for discussion. E. Consideration of adopting Resolution 2017-06 stating intent to reimburse from bond proceeds for the Fallon Avenue Overpass, City Project No. 16C006. Mayor Stumpf removed the item to discuss the schedule of the project. Shibani Bisson, WSB/City Engineer, provided a brief update on the schedule. She is meeting with property owners the first week in March and plans and specifications can be expected this summer. Councilmember Gabler moved to adopt Resolution 2017-06 declaring the official intent to reimburse expenditures from the proceeds of bonds for the Fallon Avenue Overpass, City Project No. 16C006. Councilmember Davidson seconded the motion. Motion carried unanimously. H. Consideration of adopting Resolution 2017-07 to Advance Municipal State Aid funds for the 2016 Street Reconstruction Project, City Project No. 15C001 and the TH 2517Ih Street Project, City Project No. 15C004. Mayor Stumpf removed the item and expressed concern in regard to the amount of State Aid Funding being advanced. He proposed that the City request the dollar amount requested be $400,000 less than proposed. The $400,000 is the City's approximate annual allocation. Shibani Bisson commented that designating the funds only reserves the funds; this does not require that the City use the funds that were designated now. These funds could be used later. Councilmember Gabler moved to adopt Resolution 2017-07 to Advance State Aid funds for the 2016 Street Reconstruction Project, City Project No. 15CO01 and the TH 25/7t' Street Project, City Project No. 15CO04 with the stipulation that $400,000 left in and added to the balance (not drawing on the 2020 allocation). Councilmember Hilgart seconded the motion. Motion carried 4-1; Councilmember Fair voted against. 1. Consideration of approving a request for amendment to Condition Use Permit for Development and Final Stage Planned Unit Development for multi -tenant specialty dental facility in a B-4 (Regional Business) District. Angela Schumann, Community Development Director, removed the item to note that there is going to be a change in property owners but this should have no impact on the request. Councilmember Gabler moved approval of the amendment to Conditional Use Permit for Prairie Ponds PUD, including amendment to development agreement for Prairie Ponds, contingent on compliance with the findings in Resolution PC -2017-003 and those conditions specified in Exhibit Z. Councilmember Hilgart seconded the motion. Motion carried unanimously. City Council Minutes — February 27, 2017 Page 4 19 3. Public Hearings: A. PUBLIC HEARING — Consideration of adopting Resolution 2017-09 ordering improvements and authorizing_ preparation of plans and specifications for the 2017 Street Reconstruction and Utility Improvement Project, City Project 16C003. Shibani Bisson presented the 2017 Street Reconstruction and Utility Improvement Project. Within the presentation she gave an overview of the project area, the schedule, estimated costs, and assessments. Construction is expected to begin in June 2017 and be completed in September 2017. The assessment hearing will be held in October 2017. The total cost of the project is $2,272,850 with $688,006 being assessed. Residential properties are proposed to be assessed $4,600. She reviewed each project area in detail along with the costs of each area. Mayor Stumpf opened the public hearing. Shibani Bisson provided an overview of the Gillard Avenue project area. As part of the project she noted traffic calming techniques and recommendations to deal with speed issues such as dynamic speed signs and monitoring by Wright County. In addition, she reviewed a short term solution and long term solution for the CR 39/Gillard Avenue Intersection, which would include a roundabout as a long term solution. The Gillard Avenue project's total cost is $698,205 with $87,400 being assessed. The following individuals testified in regard to Gillard Avenue: Mike Ludwig, 9750 Gillard Avenue NE. Mr. Ludwig expressed concern in regard to the length of the easement saying it changed from the last meeting where it was stated to be 15 feet. Ms. Bisson responded that the 15 feet related to the widening of the road, not the length of the easement. Mr. Ludwig also questioned whether the ditches and driveways will be leveled. Ms. Bisson responded that the ditches will be regraded and the driveways will be leveled. Mr. Ludwig also questioned whether trees would be installed and noted that there is a power line. Ms. Bisson responded that certain locations will be selected for the placement of trees. Councilmember Gabler questioned whether or not the location of the road could be marked to give property owners an idea of where it will be. Ms. Bisson responded that this can be done. It is typically done before construction but could be done earlier. Brett Sullivan, 9551 Gillard Avenue NE. Mr. Sullivan expressed concern on the assessment and how the amount was determined. He commented that most of the traffic on Gillard is traveling to Sunset Ponds. Shibani Bisson provided a history of the street reconstruction program and the established assessment rate which is based on the increase of market value of the property over time. Mr. Sullivan also questioned how the landscaping is addressed. Ms. Bisson responded that the City or the City Council Minutes — February 27, 2017 Page 5 19 contractor will work with the property owner to get the property back to its original state. Mr. Sullivan noted that he didn't receive a notice of the open house. Anna Bohanon, 104 Mississippi Drive. Ms. Bohanon questioned whether or not consideration has been made for crosswalks and ADA compliant ramps. Ms. Bisson responded affirmatively that this will be included in the project. Joan Kudodo, 9804 Gillard Avenue NE. She is concerned about the speed of the traffic and is worried about safety. She wondered if the stop sign located at 97t" could be moved to River Forest Drive. John Young, 9631 Gillard Avenue NE. Mr. Young commented that the currently placed stop sign at 97th has helped with traffic speeds and the area has seen positive changes. He added that there needs to be something done at County Road 30 and Gillard Avenue. He understands the cost and the discussion between the City and the County, but this is a critical intersection. Councilmember Fair questioned whether a speed study was done. Mayor Stumpf responded that there was a study in 2015. Mayor Stumpf also recommended that a letter be sent to Wright County, from the City Council, to study the area for possibly lowering the speed limit. Shibani Bisson provided an overview of the 95t" Street, Haug Ave., and 90th Street improvement area. The total project cost is $524,953 with $156,310 being assessed. The following testified in regard to 9511 Street, Haug Avenue, and 90th Street: John Gurney, 9691 Gillard Avenue NE. Mr. Gurney commented that he would like to see the funding spent on extending 95th Street. Daren Hendrickson, 6974 9511 Street NE. Mr. Hendrickson wondered about the level of work that is being completed. Ms. Bisson responded with an overview of scheduled work. Terry Long, 9530 Gillard Avenue NE. Mr. Long had concern about the steepness of the ditch. He wondered if this would be addressed. Ms. Bisson responded that this will be reviewed. Ms. Bisson provided an overview of the Mississippi Drive Street and drainage improvements. The total project cost is $400,997 with $161,000 being assessed. The following testified in regard to Mississippi Drive: City Council Minutes — February 27, 2017 Page 6 19 Anna Bohanon, 104 Mississippi Drive. Ms. Bohanon noted that her husband is confined to a wheelchair. She commented on the fact that the road may be closed during certain times and wondered if there were going to be accommodations made for those who need access. Ms. Bisson responded that, yes, the City/Contractor will be meeting with the property owners to discuss the project. There may be delays to access to and from homes during the day but should be accessible at the end of the day. Ms. Bohanon is also concerned about standing water in her back yard. She is wondering if the drain the will help with the drainage. Ms. Bisson will be in contact with Ms. Bohanon in regard to this issue. Mike Coulter, 6906 95" Street NE. Mr. Coulter is concerned about the Gillard Avenue and County Road 39 intersection and would like to see improvements made. Mr. Coulter requested that he still have access to his property during the day. Ms. Bisson provided an overview of the Hart Boulevard West proposed improvements. Total project costs are $315,940 with $5,280 being assessed. The following testified in regard to Hart Boulevard: Walt Albold, 149 Riverview Drive #1. Mr. Albold questioned what his assessment will be. He lives in one of the townhomes. Ms. Bisson responded that his assessment will be $400. Anna Bohanon, 104 Mississippi Drive. Ms. Bohanon had a number of questions: crosswalk at stoplight; current crosswalk paint is not ADA compliant at Highland Way/Hart Boulevard; more street lighting is needed on Hart Boulevard; timing of light on Highland Way needs to be addressed; and suggested a crosswalk at County Road 39 and Hart Boulevard. Ms. Bisson responded there will be an updated trail with updated pedestrian ramp at Highland Way/Hart Boulevard. Ms. Bisson noted she will review the lighting issue on street lighting. MnDOT controls the light timing (on Highland Way) and Ms. Bisson will notify them of the potential light timing issue. Ms. Bisson provided an overview of the Sandberg Road area improvements. The total cost of the project is $118,368 of which all is being assessed. The following testified in regard to Sandberg Road: Curt Larson, 241 Mississippi Drive. Mr. Larson expressed frustration that there isn't a trail on Mississippi Drive. He and his wife walk in the ditch from Hart Boulevard to Mississippi Drive. He would like to see a trail extent to County Road 39. Mayor Stumpf commented that this may be one of the gaps in the trail system. Councilmember Fair noted that there is a base/trail snap and a suggestion should be made to the Parks Commission. City Council Minutes — February 27, 2017 Page 7 19 Jay Morrell, represents 1201 Sandberg Road. Mr. Morrell wanted clarification on the work that is going to be completed. He questioned the area on Sandberg Road that connects to Highway 25. He stated that 90 feet of this area was reconstructed when the Highway 25 project was completed. Ms. Bisson responded that, typically, it is recommended to reconstruct the whole segment of roadway. She will review this area. Mr. Morrell spoke in opposition to businesses being assessed 100%. He feels it isn't fair. Mayor Stumpf closed the public hearing. There was limited discussion among the City Council. Councilmember Gabler moved to adopt Resolution 2017-09 ordering the improvements and authorizing preparation of plans and specifications for the 2017 Street Reconstruction and Utility Improvement Project, City Project No. 16C003. Councilmember Fair seconded the motion. Motion carried unanimously. 4. Regular Business: A. Consideration of advertising position opening for Public Works Director/City En ig neerosp ition Jeff O'Neill, City Administrator, gave a brief overview. He noted that the Personnel Committee recommended that the City Council authorize a search for an individual with knowledge and experience with infrastructure development, maintenance and operations management. Currently the Finance Director is acting as Public Works Director on an interim basis. However, this arrangement was not intended to be permanent and since there may be retirements in the near future of superintendents, it is considered an adequate time to possibly fill the position. In addition, it was also recommended that the interim duties of the Public Works Director be shifted to the City Administrator with the Finance Director focusing on finance. Discussion ensued in regard to crafting a job description for what the City wants before this moves forward. Councilmember Hilgart moved to table advertising for the position and directed staff to draft a job description. Councilmember Davidson seconded the motion. Motion carried unanimously. Councilmember Gabler moved to direct responsibilities for managing the Public Works Department to the City Administrator on an interim basis and follow legal counsel advice regarding implementing a salary freeze of the Finance Director. Councilmember Fair seconded the motion. Motion carried 4-1; Councilmember Hilgart voted against. City Council Minutes — February 27, 2017 Page 8 19 B. Consideration of funding a $1,500 expense for 2017 for partnership in a prairie restoration and enhancement project at the Great River Trails area and to direct for budgeting_ purposes an expense of $1,200 per year for three years for on- oing maintenance of the restoration area. Mayor Stumpf motioned to move this item to the Consent Agenda (2j). Councilmember Fair seconded the motion. Motion carried unanimously. Other: • Mayor Stumpf requested discussion on the billboard at the liquor store. He is concerned about the appearance and that it needs updating. Councilmember Fair moved to direct staff to prepare a proposal for updating the sign reader at the Hi -Way Liquor Store. Councilmember Gabler seconded the motion. Motion carried unanimously. By consensus the meeting was adjourned at 8:52. Recorder: Jennifer Schreiber S Approved: 1 , Attest: City Administrator City Council Minutes — February 27, 2017 Page 9 19