City Council Agenda Packet 03-03-1993AGENDA
SPECIAL MEETING OF THE CITY COUNCIL
Wednesday, March 3, 1993 - 4:48 p.m.
Computer System Development Update
Projected Meeting Time: l Hour
Presentation Outline:
1. Introduction/Purpose - Update Council.
(JO)
2. Past - Pre 1990. (JO)
3. Transition - January 1990. (JO)
4. Recent past and present. (JO)
Planned Applications
Successfully Implemented
Additional ADDlications
1990
General Ledger, Budget,
Database Program - Paradox
Payroll, Utility Billing,
Recycling Program
Word Processing, Spreadsheet
Recycling Scanner/PC/
Mini Computer Interface
1991
Deputy Registrar/Motor Vehicle
Expanded Use of Paradox
Motor Vehicle Licensing
Mtg Minutes Indexing
DNR
Public Works, Inventory
Liquor Store
FormWorx
Bus System Reporting
1992
Computer Application Team Estah. Graphics - Budget Data
Query 36 - Report Writer Planning & Zoning Index
Tape Backup Pagemaker (Newsletter)
MAILS Accounts Receivable Calendar Creator
State Aid Program
Cost to operate core/planned systems established in 1990 has proven accurate.
5. Review computer system configuration. (CS)
6. Conduct walking tour. (KD)
7. Wrap-up. (JO)
S. Adjourn.
ORDER OF COMPUTER TERMINAL VISITS
Special Council Meeting
Wednesday, March 3, 1993 - 4:45 p m.
1 _ Wanda (System 36 mini computer) (CS)
• Utility billing
2. Wanda (Personal computer) (KD)
• WordPerfect
• Pagemaker
Pat (Personal computer)
• WordPerfect
• Lotus
Karen (Personal computer)
• Calendar Creator
3. 011ie (Personal computer)
• WordPerfect
4. Diane/Pat (Personal computer)
• Motor vehicle
• DNR
Vii. Karen (Personal computer)
• WordPerfect
• latus
• FormWorx
6. Cathy (Personal computer)
• WordPerfect
• Lotus
• Mmri Comm
• Paradox
• Tape backup
Karen (Personal computer)
• Paradox
TERMINAL.OltD: VM3 Page I
Pat (Personal computer)
• WordPerfect (if WK terminal is busy)
• Lotus (if WK terminal is busy)
7. Marlene (System 36 mini computer) (CS)
• Finance
8. Cathy (System 36 mini computer)
• Payroll
• Utility billing
• Finance
• Query 36
9. Jeff (Personal computer)
• WordPerfect
• Lotus
• Project Manager
• Calendar Creator
TERAIINAL.ORU: 3/3/93 Page 2
AGENDA FOR THE MEETING OF THE CITY COUNCIL
Monday, March 8, 1998 - 7 p.m -
Mayor: Ken Maus
Council Members: Shirley Anderson, Brad Fyle, Clint Herbst, Patty Olsen
1. Call to order.
1D
2. Approval of minutes of the regular meeting held February 22, 1993. S A JO
3. Citizensconunents/petitions, requests, and complaints. -� „w-,.) - Gne
g I U'�o eup. J7.iP - s,¢ `41(14-ro oK / (rw. v_ Ods 4
4. Consideration of approval of the preliminary plat of the Oak Ridge residential
subdivision.
5- Consideration of a resolution accepting plans and specifications and
authorizing advertisement for bids --Phase 111 of Cardinal Hills, and call for a
public hearing on improvement project.
6. Consideration of financing alternatives for phase III improvement project. --
Cardinal Hills.
7. Consideration of reviewing year-end liquor store financial reports.
8. Consideration of annual computer hardware maintenance agreement.
9. Consideration of granting a seasonal 3.2 beer license to the Monticello Softball
Association.
10. Consideration of appointing new employee for water/wastewuter collection
position.
11, Consideration of re -design of park building for West Bridge Park.
12. Adjournment.
MINUTES
REGULAR MEETING • MONTICELLO CITY COUNCIL
Monday, February 22, 1993 • 7 p.m.
Members Present: Ken Maus, Shirley Anderson, Clint Herbst, Brad Fyle, and Patty
Olsen
Members Absent: None
2. Consideration of approval of minutes of the regular meeting held February 8.
1993.
After discussion, a motion was made by Brad Fyle and seconded by Shirley
Anderson to approve the meeting minutes as submitted. Motion carried
unanimously.
4. Consideration of adootine a resolution nrovidine conditional authorization to
conduct a general referendum on issuance of an $850.000 general obligation
bond for financing multi-nuroose community arena.
Assistant Administrator, Jeff O'Neill, reported that representatives from the
Hockey Association, School District., and City of Monticello met on
February 10, 1993, to discuss potential methods for funding and operating a
multi-purpose arena. This group then forwarded three alternatives for
financing an arena to the Parks Commission.
At their m^.eting on February 18, 1993, the Parks Commission reviewed the
alternatives provided by the joint group and additional ideas presented by the
Hockey Association and acted to recommend that the City Council adopt a
resolution providing conditional authorization to conduct general referendum
on issuance of an $850,000 general obligation bond for financing a multi-
purpose community arena.
O'Neill went on to note that Council is not asked by the Parks Commission to
support the concept of development of an ice arena. Rather, it's asked to
authorize a general referendum to be conducted in the event the community
group organizing the effort to build a multi-purpose arena is able to accomplish
n number of steps as outlined in the proposed resolution.
Brad Fyle asked if $1,000,000 would be adequate to build a multi-purpose
facility.
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Council Minutes - 2122/93
Dennis Taylor, representing the community group, indicated that a $1,000,000
facility would be large enough to seat 1,000 people during the winter when the
ice rink is in place. During suauner mundis, it would be big enough to handle
larger groups. It would be constructed out of steel with attractive brick facing.
Jerry Shannon of Springsted, the City's bond consultant, indicated that his
company has been involved in a number of ice arena bond issues and noted
that the finance plan presented is realistic. If managed properly, the facility
would be able to pay operations expenses and finance $400,000 of the $850,000
general obligation debt.
Shirley Anderson indicated that she did not necessarily support the concept of
development of an ice arena; however, she did support the concept of
conducting a referendum as outlined in the resolution. She was also concerned
that the park budget could he impacted if the facility is funded.
Clint Herbst indicated that he was concerned about the impact of the
additional taxes on the citizens that are scraping by. Ken Maus responded by
saying that authorizing a referendum will give citizens that feel they cannot
afford the ice arena or do not like the concept the chance to vote no.
After discussion, a motion was made by Patty Olsen and seconded by Brad
Fyle to adopt the resolution as noted below:
RESOLUTION 834
RESOLUTION GRANTING CONDITIONAL AUTHORIZATION
TO CONDUCT A GENERAL REFERENDUM
ON THE ISSUANCE OF G.O. BONDS FOR
COMMUNITY ARENA
WHEREAS, Monticello City Council and Parks Commission have
reviewed various options for development and financing of a community
arena; and
WHEREAS, based on the financial performance of other similar arenas,
it has been determined that facility design and construction features
necessary to attract users and thereby generate revenue requires a
capital investment of $1,000,000 in the primary structure and fixtures;
and
WHEREAS, Monticello City Council has received a recommendation
from the Parks Commission to approve this resolution based on its
research on the matter.
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Council Minutes - 2/22/93
LET IT, THEREFORE, BE RESOLVED THAT the Monticello City
Council hereby commits to authorizing a general referendum on the
issuance of general obligation bonds in the amount of $850,000 at such
time that the following steps are achieved.
1. The Monticello Youth Hockey Association must obtain a legally
binding commitment from the Township to pay the City an
amount equal to the Township's share of debt service on $450,000
based on relative market values of the City and Township.
2. The Hockey Association shall secure $100,000 in cash and
donations to supplement the $850,000 bond and shall commit a
minimum of $50,000 in sweat equity labor toward construction of
the facility.
3. The Hockey Association shall pay for the cost to conduct the
general referendum.
4. The Hockey Association shall obtain a commitment from the
School District to provide the City of Monticello with the proposed
10 -acre community arena site, which is located at the northeast
corner of the school campus area.
5. The Hockey Association shall obtain written commitments from
various associations and organizations that desire to rent ice time
from the facility.
6. Land use issues regarding zoning, conditional use permits, and
site plan design shall be resolved prior to authorization to conduct
the referendum.
7. Miscellaneous expenses and revenue sources associated with
utilities construction, parking lot development, site preparation,
etc., shall be detailed prior to the referendum. Said expenses
shall be funded by sources other than the general obligation bond.
8. This resolution shall be valid for a period of 18 months.
9. The final community arena development budget and associated
G.O. bond amount required to finance the structure may be
amended to reflect construction cost inflation.
LET IT ALSO BE RESOLVED THAT potential funding of park facilities
development associated with Parks Commission planning and priorities
shall be set apart from the Monticello Community Arena program and
will not be affected in the event the general referendum is successful.
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Council Minutes - 2/22/93
Voting in favor: Shirley Anderson, Ken Maus, Patty Olsen, Brad Fyle.
Opposed: Clint Herbst. SEE RESOLUTION 934.
Consideration of feasibilitv of extending motor vehicle office hours.
Rick Wolfsteller reported that one of the functions available at city hall is
motor vehicle license renewal and transfer services. The motor vehicle office
is open the same hours as city hall, 7:45 a.m. to 4:30 p.m., Monday through
Friday. Since customer service is the only real product the City can provide
to its residents, Council may want to discuss the feasibility of possibly
extending the hours of service past normal city hall office hours such as
providing extended hours one evening a week or to be open on Saturdays, etc.
Ken Maus noted that the deputy registrar provides a service to consumers and
that the hours need to correspond to consumer need. He noted that by
extending hours at least one day a week, the City would be able to provide the
service during hours when the commuter would be able to utilize the service.
Brad Fyle indicated that he did not think that the later hours would result in
the City gaining any customers. People will adjust their schedule to meet the
deputy registrar hours.
Patty Olsen indicated her support for extending hours later than 4:30. She
informed Council that on occasion she has heard it requested from citizens that
the City extend motor vehicle hours.
Ken Maus stated that extending the hours should be considered an
experiment. If it is found that customer demand does not justify being open
after 4:30 on the day selected, then the old schedule can be reinstated.
Karen Doty noted that on occasion due to sick leave, vacations, etc., the deputy
registrar office will only have one person working during the evening hours.
She indicated her concern regarding the safety of a single person working the
motor vehicle desk. Rick Wolfsteller responded by saying that on the
infrequent occasions when only one deputy registrar staff person would be
available to work the evening hours, he would arrange for providing additional
employees in the building during that time.
After discussion, a motion was made by Shirley Anderson and seconded by
Clint Herbst to extend the deputy registrar hours until 6 p.m. during one day
per week as selected by Rick Wolfsteller. Voting in favor: Shirley Anderson,
Ken Maus, Clint Herbst, Patty Olsen. Opposed: Brad Fyle.
Page 4
Council Minutes - 2/22/93
Consideration of authorizing a self-defense class for female city emolovees.
Karen Doty requested that City Council consider authorizing funding for
female city employees to attend a local self-defense class. She noted that in
the course of their work, employees travel to the Twin Cities for meetings or
work alone late in the day or must work evenings such as at the municipal
liquor store. She noted she recently had the opportunity to attend a self-
defense class and found it to be very worthwhile, and the cost is very minimal
at $150 per group of 16. Doty also informed Council that the class is not
offered to men.
After discussion, a motion was made by Shirley Anderson and seconded by
Clint Herbst to authorize female employees and spouses of male employees to
attend a self-defense class taught by Terry Dehmer of the Wright County
Sheriffs Department. Motion carried unanimously.
Consideration of new shone system for public works facility.
John Simola reviewed the existing communications configuration and outlined
inefficient aspects of our current system. He also noted that the City budgeted
for a full-time secretary for public works in 1993; however, it, was determined
that hiring an additional person should be delayed until other alternatives,
including communication improvement, could be developed that would improve
staff efficiency.
Simola went on to review the Conidial system proposed by Bridge Water, the
Conidial Executec system proposed by Sherburne Telcom, and the AT&T
Partner 11 system. Simola stated that the AT&T system best fits the City's
needs. He noted that AT&T is committed to manufacturing the hardware for
this system for the next 13 years and services the hardware for the next 25
years. He also noted, however, that he would not be opposed to looking at
purchasing a system from Bridge Water Telephone if it had the same
capabilities as the system proposed by AT&T.
Wayne Mayer of l3ridge Water Telephone indicated that the system proposed
by Bridge Water does not have the functionality of the AT&T system; however,
if given more time, Bridge Water would be able to introduce a new quote on an
alternative system (North Star) that would be equal to the AT&T system and
provide costs for the new Centrax switch gear at Bridge Water.
After discussion, a motion was made by Shirley Anderson and seconded by
Clint Herbst to table consideration of this matter and request that Bridge
Witter Telephone submit u quote on an alternative phone system with
capabilities approximately equal to the AT&T Partner II system. This item is
to be tabled for a period not to exceed six months. Motion carried
Page 5
Council Minutes - 2122/93
unanimously. Ken Maus asked Wayne Mayer if he would have the information
on the system similar to the AT&T Partner 11 by the next meeting. Wayne
responded yes, he should have it.
Consideration of adopting a resolution extending an agreement by the City to
hold Lots 1 and 2, Block 1, of the Oakwood Industrial Park Second Addition,
for the H -Window Company.
Rick Wolfsteller reported that in June 1991, the Council adopted a resolution
agreeing to hold all six lots of the Oakwood Industrial Park Second Addition
for the H -Window Company's future expansion potential. The agreement
expired on December 31, 1992, and the H -Window Company has not yet made
a decision on whether to purchase the property. Wolfsteller indicated that in
response to the expiration of this agreement, he contacted Lemme regarding
the H -Window's expansion plans. Wolfsteller noted that it is his
understanding that a final decision on expansion plans will be made sometime
in May and that the H -Window Company would be able to provide the City
with an answer once and for all by June 1, 1993.
Brad Fyle was concerned that holding the property for H -Window Company
constituted a misuse of puhlic funds. If we have a chance to sell it to another
party, we should.
Clint Herbst indicated that he would hate to push H -Window Company out.
It makes sense to work with them to encourage them to stay in Monticello if
they decide to expand.
After discussion, a motion was made by Clint Herbst and seconded by Patty
Olsen to adopt a resolution agreeing to hold Lots 1, 2, and 3, Block 1, Oakwood
Industrial Park Second Addition, for an additional time period expiring
May 31, 1993, and also provide a first right of refusal for Lots 4, 5, and 6 for
the same period. Motion carried unanimously. SEE RESOLUTION 93-5.
Consideration of granting n sensonnl 3.2 beer license to the Monticello Softball
Association.
Rick Wolfsteller indicated that the Monticello Softball Association has
requested a 3.2 beer license which would allow the sale of 3.2 beer at the NSP
softball concession stand. He also noted that the City has an agreement with
the Softball Association for reimbursement of $125 per team that utilizes the
field, which equals $2,500 in 1992. Wolfsteller noted that as of this date, he
has not yet received the $2,500 fee.
After discussion, a motion was made by Brad Fyle and seconded by Clint
Herbst to table approval of the 3.2 beer license as requested. Motion carried
unanimously.
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Council Minutes - 2122/93
10. Consideration of supporting legislative action to amend on -sale 3.2 beer license
reouirements.
Rick Wolfsteller reported that once again the Council is asked to discuss 3.2
on -sale beer license regulations and requirements. He reminded Council that
at the previous meeting Council denied issuing a 3.2 beer license to the billiard
center because pool halls do not qualify for a 3.2 beer license under state
statutes.
Wolfsteller reported that Bruce Langford has requested that Betty Adkins'
office support legislation amending the current statutes which would allow pool
halls to qualify for a 3.2 beer license under state statutes. Adkins would like
to know if the City is interested in supporting such legislation.
After discussion, a motion was made by Shirley Anderson and seconded by
Clint Herbst to direct the City Administrator to inform Senator Adkins that
the City of Monticello takes a neutral position on any changes to state law that
would enable pool halls to qualify for a 3.2 beer license. The City would oppose
any special legislation enabling pool halls to qualify for a 3.2 beer license in
the city of Monticello only and not in any other city in the state of Minnesota.
Voting in favor: Shirley Anderson, Clint Herhst. Ken Maus, Patty Olsen.
Absent: Brad Fyle.
11. Consideration of setting a date for 1993 Board of Review Meeting.
After discussion, a motion was made by Shirley Anderson and seconded by
Patty Olsen to approve the date for the Board of Review meeting set for 7 p.m.,
Thursday, April 22. Voting in favor: Clint Herbst, Patty Olsen, Ken Maus,
Shirley Anderson. Absent: Brad Fyle.
12. Consideration of annual maintenance agreement with Wright Countv.
John Simola reported that for many years, the City of Monticello has
contracted with Wright County for snow and ice removal on various county
roads. Simola went on to outline the roads that are impacted by the contract.
Simola went on to recommend that the City Council authorize approval of the
maintenance agreement as outlined in alternative tl1. Simola stated that the
agreement allows us to give citizens a higher level of service than if the work
were being totally performed by the County, as we must travel certain county
roads to reach other portions of the city and generally start a few hours prior
to the County beginning their operations.
After discussion, a motion was made by Shirley Anderson and seconded by
Clint Herbst to approve the proposed 1993 maintenance agreement with
Wright County as presented. Voting in favor: Shirley Anderson, Clint Herbst,
Ken Maus, Patty Olsen. Absent: Brad Fyle.
Page 7 `
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Council Minutes - 2122193
13. Consideration of gambling license renewal --American Leeion Post 260.
After discussion, a motion was made by Shirley Anderson and seconded by
Brad Fyle to accept the summary report as presented and adopt the resolution
approving the application for renewal. Motion carried unanimously.
SEE RESOLUTION 93-6.
14. Consideration of bills for the month of February.
After discussion, a motion was made by Shirley Anderson and seconded by
Brad Fyle to approve payment of the bills as submitted. Motion carried
unanimously.
Jeff ONeill
Assistant Administrator
Page 8 ns,
s
l
Council Agenda - 3/8/93
Consideration of approval of the preliminary plat of the Oak Ridite
residential subdivision. (J.0.)
A. REFERENCE AND BACKGROUND:
Council is asked to review and consider approval of the preliminary plat of the
Oak Ridge residential subdivision as submitted by Tony Emmerich. The plat
has been prepared on behalf of Emmerich by Terry Herman of John Oliver &
Associates. The purpose of this memo is to describe the preliminary plat in
general terms and focus on issues that need special consideration by Council.
SITE PLAN REVIEW
The plat area encompasses approximately 53 acres and was originally the
southerly most portion of the original Meadow Oak planned unit development,
which was approved in 1981. The plat calls for development of 80 lots in 2
phases. The first phase will consist of 62 lots, and the second phase will
consist of 18 lots. The original planned unit development design called for
approximately 160 lots in this same area. The plat, if accepted under this
configuration, will include a 12 -acre outlot dedicated to the City. Home values
will range from $90,000 to $140,000 depending on lot desirability.
Proiect, Funding
The developer proposes that the entire cost to install utilities will be paid
directly by the developer. Utility installation includes all streets, sanitary
sewer, water, and st.omi sewer improvements associated with phase 1. In
addition, the developer will be required to install walkways located within the
boundaries of phase 1, and he will also he required to complete wetland
restoration activities. The total cost, including grading, has not been estimated
at this time. In accordance with City policy governing privately funded
developments, at the time of final platting, it will be required that the
developer provide a financial guarantee in an amount at least equal to the
estimated cost to complete the project. This guarantee will provide the City
with the assurance that the project will he completed once it is started and
provide funds necessary to execute the wetland replacement plan.
Aran Imuncts
To the west of the site lies County Road 118. The main road entering the plat
off 118 will he, aligned with Garrison Avenue. There should be no major
impact on the tuwnship area to the west and southwest of Cho plat.
Council Agenda - 3/8/93
The east side of the plat is also hounded by the township. Along this side lies
a number of large residential lots, which would not appear to be impacted by
the plat. These lots are located adjacent to phase 11 of the development.
To the north and cast side of the plat is township property owned by Floyd
Peterson. The plat as proposed provides roadway access to the Peterson
property, which will allow for future development of this relatively large area.
North of the plat is the Meadow Oak subdivision. Lots developed along the
northern boundary of the plat will be backyard neighbors to homes now
present along Oakview Lane. The Meadow Oak neighborhood will likely he
impacted due to an increase in traffic through the area. This level of traffic,
however, will be less than what would have otherwise been expected if the area
had developed under the original Meadow Oak PUD plan.
According to City Planner, Steve Grittman, it is not expected that a problem
will be created by vehicles from outside the plat cutting through the Meadow
Oak neighborhood to get to the freeway.
Wetland Imnact
A major portion of the area encompassed by Outlot A has been identified by
wildlife hiologist and wetland delineation expert, Frank Svboda, as wetland
area. Svboda was hired by the developer to assist in delineation of the wetland
areas. City staff has reviewed Svboda's report and basically agrees with his
findings as to the extent of the wetland area. In general, the plat design is
sensitive to the presence of the wetland area; however, a portion of the wetland
will he filled (.78 acres) with development of road systems and residential lots.
In keeping with the 1991 Wetland Conservation Act, the plan shows that all
wetland ureas impacted are mitigated through development of replacement
wetland areas (1.09 acres). According to the developer, all wetland areas
disturbed by grading activity and all created wetland areas will be restored
utilizing native topsoil supplemented with other native grasses.
Council is asked to make it preliminary finding as W the adequacy of the
wetland mitigation 1 replacement) plan. This plan, if acceptable to Council, will
become the basis of an application for a grading permit from the U.S. Army
Corps of Engineers. At such time that the Army Corps of Engineers grants its
approval of the grading pinn, the City can then consider providing formal
certification of the wetland mitigation plan. This certification would occur in
conjunction with the final plat. approval. This plan will he detailed further at
the meeting.
Council Agenda - 3/8/93
WETLAND/NATURE AREA OWNERSHIP, OUTLOT A
Councii is asked to make a specific recommendation as to who should own the
land area encompassed by Outlot A (12 acres). Council needs to determine
whether or not it views this property as an asset to the community, thereby
providing a public benefit; or is the property a liability and best under the
control and responsibility of private property owners located directly adjacent
to the outlot. According to the plat design proposed, Outlet A will be accessible
to the public via a 30 -ft easement coming off of the main drive through the
development. In addition, all property owners abutting the outlot will have
direct access to the area.
Both the Parks Commission and Planning Commission unanimously agreed
that the outlot is a natural amenity that should be preserved for public use as
a low -maintenance nature area. Under this alternative, public facilities would
consist of a simple wood chip trail system with no mowing of native grasses in
the area. In addition to the wetland areas in Outlot A, there are relatively
large areas with Outlot A that are considered upland areas where low -
maintenance trails can be developed (approx. 2 acres). The Parks Commission
and Planning Commission felt strongly that this area should remain accessible
for the public to enjoy. Given the strong support for hiking and hiking
facilities noted in the community survey, it makes sense to preserve this area
for such use.
It is the view of the public works department that the outlot should stay in the
hands of the adjoining property owners. The public works department is
concerned that litter will become a problem and that the department does not
have the resources to pick up the litter that may be deposited on the site by
owners of adjoining property. It is their concern that the situation that
prevails at. the 2.7 acre park at Balboul Estates will occur at this location as
well. In the spring;, the City must do a complete cleanup of the Balboul Park,
which results in collection of a truckload of garbage. After the spring cleanup,
smaller amounts of litter and debris are removed weekly when mowing occurs.
As a modification to this alternative, it bus been suggested that lot lines be
extended to the center of Outlot A making it u private area but place a trail
easement through the private lots, thereby providing access to the area. This
alternative may be the least desirable because it would provide access to the
nature aren, hut it would not guarantee a consistent type of maintenance
activity. Itcould result in an inconsistent treatment of the open areas. Some
property owners may wish to mow their property, while others will leave it
natural. Others may place fences on lot lines or place storuge buildings in the
nature area. The benefit of the area as a strictly natural amenity would,
therefore, likely be defeated by this proposal.
Council Agenda - 3/8/93
The developer argues that the Oak Ridge subdivision will not be anything like
the Balboul neighborhood. The housing values will be higher, and there will
be much more separation between housing units and the outlot area. In
addition, Outlot A will not need to be mowed. Emmerich is certain that the
conditions creating the litter problem in the Balboul neighborhood park will
not be present with the Oak Ridge neighborhood; therefore, maintenance
associated with cleaning up Outlot A at Oak Ridge will not likely be a problem.
It has also been suggested that the nature area could be a perfect candidate
for the Adopt -A -Park Program. Under this program, an individual or
community group would volunteer to pick up litter at the site on a regular
basis. A representative of Edina Realty has already expressed serious interest
in adopting the park.
Council is asked to discuss this matter at the Council meeting and determine
the proper status of this property. If Council determines that the property
should remain in private hands, then the plat will need to be amended by
extending lot lines along the perimeter of Out]ot A to a point where they all
intersect within Outlot A.
PARWIMWL SYSTEM
According to Rick, the park dedication requirement associated with this area
has been satisfied with City acquisition of the two park areas on the north side
of the original PUD area. The two parks together encompass 17 acres, which
is 10'Yr of the original PUD land area (170 acres). In order to maintain
consistency with the original PUD plan, a system of trails and roads have been
included in the design of the plat to allow easy pedestrian access to the park
areas.
At the northwest corner of the plat at Outlot It, it is proposed that a
bituminous trail he extended to Red Oak Lane. This trail leads to a potential
trail system extending to the park areas on the north side of the Meadow Oak
development area.
A trail currently exists along the eastern boundary of the Meadow Oak
development area along the roar lot lines. The plat as proposed calls for
extending this bituminous trail along the eastern boundary of the Oak Ridge
plat all the way to Ridge Drive.
Another trail segment developed with phase I includes development of a
bituminous trail between Lots IG and 18, which is located at Oakview Court.
This trail will he extended in anticipation of future extension of this trail to
Meadow Oak Circle. The trail between Lots 16 and 15 will provide residents
living in the Meadow Oak Circle area direct access to the road system and trail
Council Agenda - 3/8/93
system network. It was determined that linking phase 11 to the balance of the
Meadow Oak area via a bituminous trail was critical to complying with the
original intentofthe Meadow Oak planned unit development, which connected
all areas through right-of-ways and trails to the park areas on the north side
of the development area.
FOREST IMPACT
The proposed grading plan will have a significant impact on the existing forest
area. The grading plan as proposed cuts a swath nearly 200 ft wide in certain
places through the forest area. This aspect of the plat was of significant
concern to the Parks Commission, the Planning Commission, and the public
works department.
In response to the concern expressed by these groups, the developer has
adjusted his road grades to better match the existing terrain, thereby reducing
grading and associated tree impact, and he has indicated that he will he
making a concerted effort to save as many trees as possible in the front and
side yard ureas. The developer's engineer has stated that prior to mass
grading of the site, he will walk the site with City staff members to help in
identifying major trees that could possibly be saved in the front, side yard, and
boulevard areas. Please note that it may not be realistic to expect that a
significant portion of the trees will he saved that lire located in the areas that
will he graded, and the City has little formal control. The City can only rely
on the developer's expression of intent that an effort to save trees will be
made.
STREET SYSTEM
The street system includes a major right-of-way serving as a through street for
the development identified as Meadow Oak Drive, which matches the name of
the connecting road extending through the Meadow Oak area. This road
design features it 60-p wide right-of-way and a 36-f1 wide road surface, which
is adequate to serve its function. The other streets and cul-de-sacs feature a
5041. right-of-way and :12-A road surface. This design is consistent with the
city ordinance.
The possibility of changing the name of Meadow Oak Drive to "Oak Ridge
Drive" has been discussed. It may make sense to make this change because
the drive makes it right. angle turn, which is a logical place for a street name
change from nn addressing standpoint. In addition, identifying the major route
through the development by two different names rnay provide a subtle benefit
by giving it it lower profile as a through street.
Council Agenda - 3/8/93
SANITARY SEWER/WATER/STORM SEWER DESIGN
The City Engineer has reviewed the preliminary plans that the deveioper has
provided in conjunction with this application. He has concluded that it
appears feasible to serve the site; however, the plans presented may need
considerable adjustments prior to final approval by the City Engineer.
Preparation of detailed plans for subsequent review by the City Engineer will
be initiated at such time that the preliminary plat is approved.
OTHER ISSUES
Storm water originating at the site ultimately passes into ditch 33, which is
already at its limit in terms of storage capacity. According to the developer's
engineer, the plan as proposed is designed to limit the level of storm water
discharge to the level that now exists. Prior to final plat approval, the
developer must provide storm water calculations that will enable the City to
verify this claim. In addition, storm water run-off data will also need to be
directed to the County Engineer for his review and approval.
The County Engineer is aware of the preliminary plat and has indicated
general approval of the design; however, prior to his final approval, he will
need final grade information and plan sheetdata relating to the sanitary sewer
line extension and the road access to County Road 118. Therefore, any
approval of this preliminary plat is also subject to the approval of the final
plans by the County Engineer.
Lot 1, Block 2, does not have adequate access to a public street. The developer
has recognized this fact and has indicated that he will place a restriction
against this lot deeming it unbuildahle until the roadway in front of the lot is
completed. This road will likely be completed at such time that the h9oyd
Peterson property is developed.
ALTERNATIVE ACTIONS:
Motion to approve the preliminary plat of the Oak Ridge subdivision as
submitted and grant preliminary approval of the wetland mitigation
plan.
Final plat approval contingent on the following:
Modifications to the street names proposed as identified by
Council.
Approval of a development plan and utilities construction design
by the City Engineer.
Adoption of a development agreement and developer providing
associated financial guarantees.
Council Agenda - 3/8/93
4. Approval of the wetland mitigation plan by the Army Corps of
Engineers.
5. Final approval of the wetland mitigation plan.
6. Approval of plat and associated construction plans by the County
Engineer.
7. City Council approval of request to rezone property from PUD to
R-1.
8. Preparation of a document recorded against each lot along
Outlot A stating that Outlot A will be maintained in its natural
state and will not be mowed by the City.
Under this alternative, City Council is comfortable with edication of
(I'DOutlot A to the City of Monticello. � Cft—
Motion to approve the preliminary plat of the Oak Ridge subdivision and
grant preliminary approval of the wetland mitigation plan subject to the
developer revising the plat by extending property lines into Outlot A to
a point where they intersect. Final plat is subject to the same
conditions as noted under alternative N1.
Under this alternative, the Outlot A area would he owned and controlled
by the properties adjoining the area.
C. STAFF RECOMMENDATION:
Staff is in agreement that the basic design of the plat is acceptable, as it meets
requirements identified by ordinance; however, we do not have a unified
p)sition relating to ownership of Outlot A.
SUPPORTING DATA
Reduced copy of preliminary plat; Copy of plan showing original PUD design;
blup showing Ilalhoul Estates park area; Excerpt from community survey;
Wetland Delineation Report and grading plan available for review; Detailed
presentation wetland report and grading plan to he provided at meeting.
Gx6vUTNG 4
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EXCERPT FROM COMMUNITY RECREATION NEEDS SURVEY EXECUTIVE REPORT
PREPARED IN JUNE 1992.
THIS INFORMATION IS THE BASIS FOR PARKS AND PLANNING COMMISSION
RECOMMENDATION THAT THE CITY ACCEPT OWNERSHIP OF OUTLOT A.
Respondents were asked to rate the parks and recreational
facilities in the Greater Monticello Area on six dimensions.
Seventy-eight percent labeled the availability of parks as
"excellent" or "good," while twenty percent thought it was "only
fair" or "poor." Almost as strongly rated, the overall quality
of parks was felt to be "excellent" or "good" by seventy-six
percent and "only fair" or "poor" by twenty-two percent. The
overall availability of recreational facilities was also viewed
very positively: sixty-four percent rated it as "excellent" or
"good," while thirty-two percent felt it was "only fair" or
"poor." Parks and general availability of recreational activi-
ties, constrained by facility offerings, was viewed favorably.
However, the park and recreational facilities were found
lacking on three dimensions. Seventy-two percent rated the
availability of facilities for water activities, such as swimming
and wading pools, to be "only fair" or "poor." Nineteen percent
rated them higher. Sixty-eight percent viewed the availability
of outdoor facilities for hockey and ice-skating as "only fair"
or "poor," while seventeen percent disagreed. Similarly, sixty-
eight percent rated the availability of paths for activities like
biking and walking unfavorably, while twenty-one percent felt it
was "excellent" or "good." The perceived lack of these types of
facilities followed clearly the earlier numbers of residents
participating in related activities outside of the home.
City of Monticello residents felt their household's recrea-
tional needs were unmet in a number of areas: swimming, paths
and trails, baseball, and biking. In concept, a solid majority
were willing to increase their property taxes to finance the
construction of recreational facilities. But, this willingness
was clearly tempered by tax coats and facility preferences.
Costs and preferences, for example, were in balance on the issue
of a park bond referendum. They were clearly more at odds with
respect to an indoor ice arena or an out -door water park. And, a
civic center, with or without an ice arena, was unacceptable
primarily on tax increase grounds. In tho future, if a strong
case were made by proponents, the passage of a bond referendum
for parks could be successful. In addition, a bond referendum
for an indoor ice arena gb an outdoor writer park might come
through if a massive information or perouasional campaign were
mounted. Decision-makars will need to prioritize any referendum
sequence, though; while needs aro present, citizens do have a
very definite limit to their tolerance of tax increases for
recreational opportunities.
Council Agenda - 3/8/93
b. Consideration of a resolution accenting plans and soeci8cations and
authorizing advertisement for hids--Phase III of Cardinal Hills. and
call for a auhlic hearing on improvement protect. W.U. )
A. REFERENCE AND BACKGROUND:
The City Engineer has completed the plans and specifications and will be
presenting the plans and answering any questions at the Council meeting on
Monday. The resolution calls for opening the bids on April 2, 1993, at 10 a.m.,
with Council consideration of awarding the contract on April 12, 1993. At the
April 12 meeting of the Council, the final plat will also be considered along
with consideration of adoption of the development agreement. The resolution
includes calling for a public hearing because of the potential of assessing the
School District a portion of the cost to construct the sidewalk.
ALTERNATIVE ACTIONS:
Motion to adopt the resolution approving plans and specifications and
ordering advertisement for bids for Project 93-02C, Cardinal Hills
Phase I11.
This alternative should he selected if Value Plus Homes, Inc.,
(developers) continues to he interested in developing phase III of the
Cardinal Hills subdivision as proposed. As you know, the City has
obtained it letter of credit from the developer in the amount of $20,000,
which the City can draw on in the event the project does not proceed
heyond the bidding phase. This money would be used to pay for all City
expenses associated with preparation of plans and specifications and
execution of the bidding process. illr o y c
Motion to deny adoption of said resolution.
This alternative should he selected if the developer decides not t.o go
through with the project. If this alternative is selected, the developer
would he responsible for paying City expenses accumulated to date.
STAFF RECOMMENDATION:
Staff recommends that Council select alternative Nl if the developers continue
to he interested in completing the project as designed. If alternative 01 is
selected, City staff will begin preparation of the development agreement, which
will be, very similar to the agreements for phases I and 11.
Council Agenda - 3/8/93
In addition, City staff will be scheduling a meeting with the School District
and developers to determine a plan for financing the walkway along the north
side of School Boulevard that could potentially be installed with phase Ill of
the development. As noted during previous discussion, inclusion of the
walkway on School Boulevard in the bidding process gives the City the option
of installing the walkway at this time. Final determination as to whether or
not the walkway will actually be constructed can be delayed until the date that
the contract is awarded. Between now and contract award date, staff will be
working with the School District and the developers on developing a plan for
funding and maintaining the walkway. This plan will be presented to Council
for consideration at an upcoming meeting.
SUPPORTING DATA:
Resolution approving plans and specifications and ordering advertisement for
bids for Project 93-02C, Cardinal Hills Phase III. The City Engineer will
review the plans with Council at the meeting.
RESOLUTION 93 -
RESOLUTION APPROVING PLANS AND SPECIFICATIONS,
ORDERING ADVFRT1.9F,MFNT FQR BIDq,
AND CALLING FOR A PUBLIC HEARING ON
01PROVEM[ENT PROJECT 93.02C
WHEREAS, pursuant to a resolution passed by the Council on February 8, 1993, the
City Council accepted the feasibility report and ordered preparation of plans and
specifications for Cardinal Hills phase 111.
WHEREAS, the developer, Value Plus Homes, has petitioned for the public
improvements and deposited with the City a letter of credit in the amount of $20,000,
which is equal to the cost to prepare plans and specifications and sufficient to also
fund the cost to conduct the bidding process.
WHEREAS, the City Engineer has prepared plans and specifications associated with
installation of sanitary sewer extensions, water main extensions, bituminous paving,
curb and gutter, storm sewer, and bike/pedestrian path improvements and
appurtenant work and has presented such plans and specifications to the Council for
approval.
NOW. THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
MONTICELI,O, MINNESOTA:
1. Such plans and specifications, a copy of which is attached hereto and made a
part hereof, are hereby approved.
2. The City Administrator shall prepare and cause to be inserted in the official
paper and in the Construction Bulletin an advertisement for bids upon the
making of such improvement under such approved plans and specifications.
The advertisement shall he published for 21 days, shall specify the work to be
done, shall state that bids will be received by the City Administrator until
10 a.m. on April 2, 1993, at which time they will be publicly opened in the
Council Chambers of the City Hall by the City Administrator and City
Engineer, will then be tabulated, and will be considered by the Council at
7 p.m. on April 12, 1993, in the Monticello City Hall Council Chambers. Any
bidder whose responsibility is questioned during consideration of the bid will
be given an opportunity to address the Council on the issue of responsibility.
No bids will be considered unless sealed and filed with the clerk and
accompanied by a cash deposit, cashier's check, bid bond, or certified check
payable to the City for 5% of the amount of such bid.
Resolution 93 -
Page 2
3. The Council will consider the improvement of such street in accordance with
the report and the assessment of abutting property for all or a portion of the
cost of the improvement pursuant to Minnesota Statutes, Chapter 429, at an
estimated total cost of the improvement of $721,300.
A public hearing shall be held on such proposed improvement on the 12th day
of April, 1993, in the Council Chambers of City Hall at 7 p.m., and the clerk
shall give mailed and published notice of such hearing and improvement as
required by law.
Adopted by the Council this 8th day of March, 1993.
Mayor
City Administrator
Council Agenda - 3/8/93
6. Consideration of financing alternatives for phase III Improvement
oroiect--Cardinal Hills. (R.W.)
A. REFERENCE AND BACKGROUND
Assuming that the Council accepts plans and specifications and authorizes
advertisement for bids on phase III improvements to Cardinal Hills
subdivision, the Council will be asked to consider discussion of financing
alternatives for this improvement project.
Normally when the City is involved in constructing sewer, water, and street
improvements such as those proposed for Cardinal Hills, the City will issue
general obligation improvement bonds to finance the up -front cost of the
project. Typically, the bonds will range in length from 7-15 years depending
on the type of assessment roll we are considering. The developers of Cardinal
Hills have requested the Council consider funding phase III of their subdivision
plat internally rather than selling a bond because of their past history in being
able to repay the assessments within a year of the projects being completed.
The advantage for the developers in having the City finance the improvement.
project internally is that they would be able to save $10,000 to $15,000 in bond
Issuance cost that we normally pass on to their project cost. Assuming the
City has the money, the City could also benefit by charging an interest rate
Chat would be comparable to a bond sale rate that would also likely be higher
than what the City could invest its surplus cash for. The disadvantage for the
City could he it cash flow problem in not having funds readily available to pay
the construction cost up front, and also there would he some risk with the
developers not being able to sell its many homes as they have had during the
past few years, causing it delay in repayment to the City on the assessments.
In reviewing phase I and currently phase 11 of the Cardinal Hills development,
Value I'lus Homes has been able to repay the projected assessments in a very
rapid manner, usually within a year of the phase being constructed. For
example, (he 24 lots in phase I had improvement costs of over $202,000, which
were paid by Value flus flumes before the assessment roll was even certified
to the county for normal collection on tax statements. Phase 11 improvement
costs will total approximately $435,000; and to date, Value Plus Homes has
already paid hack to the City $182,000 in estimated assessments. Phase If
improvements have not yet been completed, and it is very possible that
phase If will also he paid in full before the assessment roll is certified for
collection beginning in 1994. Rased on the feasibility report, it is estimated
the phase III improvement cost will amount to $550,000 for the 50 -lot
subdivision.
10
Council Agenda - 3/8/93
At the present time, I do believe the City would have the ability to finance the
$550,000 cost internally after reviewing our investment schedules. If the trend
in housing construction continues in phase III as it has in the first two phases,
the City would probably be repaid within 1 to 1 1/2 years. Of course, past
history is no guarantee that the demand will be there for future phases, and
that is the risk in financing it internally. We may have to wait and collect the
assessments over a longer number of years. I do agree that if the City is
comfortable in assuming the housing trend will continue in the Cardinal Hills
development at a rapid rate, it doesn't make a lot of sense to be issuing bonds
that are spread out over 7-10 years when we are repaid within 1 or 2 years.
The City cannot repay the bonds early, and it is becoming more difficult in
today's market conditions to even invest the prepayments to earn enough
interest to cover the interest cost we are incurring on our bonded debt. Years
ago, it used to be to our advantage to have prepayments in that I was able to
invest the funds for more than what we were paying on our loans. Again, on
the negative side, we have not usually financed a project of this magnitude
internally; and if the economy did slow down, we may have to wait a lot longer
to recapture our investment. Even if this did happen, 1 do not believe it would
materially affect our cash flow operations, as the $550,000 requirement is still
only 10-1551 of our investment pool.
B. AurERNATIVE ACTIONS:
1. As part of the development agreement for phase III, the City would
agree to finance the improvement project cost in the amount of
approximately $550,000 internally.
Under this alternative, the Council is recognizing that the Value Plus
developers' past history in repaying assessments for the first two phases
has been extremely favorable and expects the improvement project to he
repaid within I to 1 1/2 years.
2. Council could continue the past practice of financing improvement
projects by the sale of general obligation improvement bonds through
Springsled, Inc./•^d
3F 5 -ll ....
. ..
C. STAFF RECOMMENDATION:
Generally speaking, if the Cardinal Hills development continues at the pace
it has over the past two years, it doesn't make sense for the City to be issuing
bunds for 5.10 years when we have been repaid in a year or less. The cost of
issuing the bonds becomes very expensive for a one or two year loan, but it
should he pointed out this is not borne by the City but passed on to the
M
Council Agenda - 3/8/93
developers as part of the assessment roll. While the City does not normally
have $550,000 laying around in a checking account, slier reviewing our
investment schedule, I feel I could arrange to have funds available to pay this
improvement project cost if the Council decides to go with alternative til.
Under option #I, the City would establish a fair interest rate, and the
developers would save the cost of selling a bond.
D. SUPPORTING DATA:
None.
Council Agenda - 3/8/93
Consideration of reviewing Year-end liquor store financial reports
(R.W.)
A. REFERENCE AND BACKGROUND
Enclosed you will find the year-end liquor store financial report outlining
revenues and expenditures for the year, along with net income. The report
compares revenues and expenditures with the previous year, 1991. Joe
Hartman, along with myself, will be at the Council meeting to answer any
questions you may have concerning this report.
To briefly summarize, sales for the year were up approximately 6.8% over last
year to $1,494,000. The cost of goods sold also increased 6%, but our gross
profit still, dollar -wise, was up $16,395 over 1991. Although the gross profit
did increase, so did expenses by $24,300, resulting in an operating income of
$143,758, which was approximately $8,000 less than last year.
When reviewing the gross profit percentages, overall gross profit percentages
of 23.2% is in line with our expectations, although we are investigating the
wine gross profit, as it appeared a little low. Overall operating income
percentage at 9.62'X; of sales is slightly under what we had hoped for in the
10%; range. As you will also note, the report indicates that $720,417 was
transferred from the liquor fund during the year. An amount of $605,417 has
heen transferred to date for the public works building expansion project, and
$115,000 has been utilized for the revolving loan fund loans to Aroplax and
part of Suburban Manufacturing's loan. After taking into account these
transfers, the liquor fund still has approximately $280,000 in funds available.
Part of the $280,000 surplus has been earmarked for additional revolving loan
funds totaling $115,000, and there will also he additional transfers necessary
when the public works building is finalized.
No specific action is needed by the Council other than review of the year-end
report as presented.
13
Current Assets:
Cash
Change Fund
Investments
Accounts Receivable
A/R - NSF Checks
Inventory
Prepaid Insurance
TOTAL CURRENT ASSETS
MONTICELLO MUNICIPAL LIQUOR
BALANCE SHEET
31Dec92
(9,095.07)
1,500.00
290,032.10
135.67
158,697.28
5,542.04
------------
446,812.02
Fixed Assets
Land & Parking Lot
Buildings
Furniture & Equipment
less: Accumulated Depreciation
TOTAL FIXED ASSETS
TOTAL ASSETS
Liabilities
Accounts Payable
Due to BDA Fund
Sales Tax Payable
Salaries Payable
Accrued Vacation/Sick Leave
Other Accrued Expenses
TOTAL LIABILITIES
RETAINED EARNINGS
TOTAL LIABILITIES AND FUND BALANCE
46,591.03
199,285.65
75,993.73
(178,453.46)
------------
143,416.95
590,228.97
2,706.85
115,000.00
1,652.25
11,561.90
(7,199.22)
123,721.78
466,507.19
------------
590,228.97
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MONTICELLO MUNICIPAL LIQUOR
REVENUE AND EXPENSES
COMPARISON FOR THE YEAR
ENDING DEC 31, 1991 AND 1992
1991 1992
YEAR-TO-DATE YEAR-TO-DATE
AMOUNT AMOUNT
SALES
Liquor
382,719
415,802
Beer
822,602
872,786
Bine
159,224
154,498
Other Merchandise
45,581
49,527
Misc Non -Taxable Sales
2,277
1,848
Discounts
(277)
----------
----------
TOTAL SALES
1,412,126
1,494,461
COST OF GOODS SOLD
(1,081,232)
----------
(1,147,172)
----------
GROSS PROFIT
330,894 23.43%
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347,289 23.24% C
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GENERAL AND ADMINISTRATIVE EXPENSE
Personal Services
Salaries
88,247
103,907
PERA
2,849
3,737
FICA
5,808
7,584
Insurance
9,392
10,111
Unemployment Benefits
20
----------
1
----------
TOTAL PERSONAL SERVICES
106,315 7.53%
125,380 8.39%
Supplies
Office Supplies
845
195
General Operating Supplie
6,183
7,490
Other Supplies
881
----------
791
----------
TOTAL SUPPLIES
7,908 .56%
8,476 .57%
MONTICELLO MUNICIPAL LIQUOR
REVENUE AND EXPENSES
COMPARISON FOR THE YEAR
ENDING DEC 31, 1991 AND 1992
1991
YEAR-TO-DATE
AMOUNT
Other Services & Charges
Professional Services
3,000
Maintenance Agreements
1,975
Communication
952
Travel -Conference -Schools
125
Advertising
7,542
Insurance
17,587
Utilities, Electric
8,457
Utilities, Heating
1,163
Utilities, Sewer & water
571
Utilities, Refuse
604
Maintenance, Equipment
1,294
Maintenance, Building
1,201
Maintenance, Other
194
Depreciation --Acquired As
19,635
Other Misc Expenses
673
TOTAL OTHER SERVICES & CH
64,974
TOTAL GENERAL & ADMIN EXPENS
179,198
TOTAL OPERATING INCOME
151,696
annnaonnaa
Other Income (Expense)
Interest Income
60,749
Cash Long/Short
(184)
Sale of Property
TOTAL OTHER INCOME (EXPENSE)
60,564
NET INCOME (EXPENSE)
212,261
an nnaca non
Transfers In/Out
(4,444)
ADJUSTED NET INCOME (EXPENSE
207,817
annnnaan8n
4.60%
12.69%
10.74%
4.29%
15.03%
1992
YEAR-TO-DATE
AMOUNT
3,225
1,500
1,013
107
4,673
20,630
9,706
1,208
619
3,117
2,790
492
19,095
1,311
69,675 4.661
203,531 13.6:
143,758 9,621
aaanaaanaa
47,486
28
47,513 3.181
191,271 12.8(
nnnannnaoa
(720,417)
(529,146)
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MONTICELLO MUNICIPAL LIQUOR
GROSS PROFIT
BY PRODUCT
COMPARISON FOR
THE YEAR
ENDING DEC 31,
1991 AND 1992
1991
1992
YEAR-TO-DATE
YEAR-TO-DATE
AMOUNT
AMOUNT
Liquor Sales
382,719
415,802
Discounts
(277)
Cost of Sales
280,639
----------
310,527
GROSS PROFIT -
LIQUOR
101,803
25.6%
----------
105,275
25.3%
Beer Sales
822,602
872,786
Cost of Sales
667,253
----------
692,620
GROSS PROFIT -
BEER
155,349
18.9%
----------
180,166
20.6%
Mine Sales
159,224
154,498
Cost of Sales
97,387
----------
107,637
GROSS PROFIT -
WINE
61,837
38.8%
----------
46,861
30.3%
Misc Sales
45,581
49,527
Cost of Sales
29,003
----------
27,990
GROSS PROFIT -
MISC TAXABLE
16,578
36.4%
----------
21,536
43.5%
Misc Non -taxable sales
2,277
1,848
Cost of sales
1,453
----------
1,587
GROSS PROFIT -
MISC NON -TAXA
825
36.2%
----------
261
14.1%
TOTAL SALES
1,412,126
1,494,461
TOTAL COST OF
SALES
1,075,735
1,140,361
TOTAL FREIGHT
COST
5,497
----------
6,811
----------
TOTAL GROSS PROFIT
330,894
0.00000.0.
23.4%
347,289
00.0.0....
23.2%
Council Agenda - 3/8/93
8. Consideration of annual computer hardware maintenance a¢reement.
(J.O., C.S.)
A. REFERENCE AND BACKGROUND:
At the request of City Council, the annual maintenance agreement for
computer hardware equipment is being presented for review prior to the
contract expiration on March 14, 1993. Staff has sent out proposals for price
quotes to renew annual maintenance. A summary of these is included for
review.
Since 1990 when computer equipment was first purchased, the City has
budgeted and provided for maintenance agreements on computer hardware and
software. Although a strong case can be made for renewing maintenance
contracts, Council may decide they do not want to continue spending the
money required for a hardware maintenance agreement.
Currently, most of the computer hardware (not under warranty) is included in
the maintenance agreement. Equipment covered under the current annual
contract price of $2,475 includes the IBM System 36 computer, 5 personal
computers, an external diskette drive, 2 wide carriage printers, 5 standard
carriage printers, and a laser printer. In addition, public works carries an
extended warranty agreement on a personal computer, printer, and modem.
This one-year agreement was included with the original purchase of the
equipment in February 1992.
The renewal agreement for 1993 would include all of the above equipment plus
one additional personal computer and an external tape backup unit, both of
which will be off warranty. The price quotes received for renewing the annual
maintenance agreement average $3,200 for complete coverage.
ADVANTAGES TO A HARDWARE MAINTENANCE AGREEMENT
• regular preventive maintenance (routine cleaning, minor repairs,
adjustments)
• assures sta(YelTiciency by minimizing down time due to computer
failure
• high priority response time in case of equipment failure
• no extra cost for travel time and mileage
• no extra cost for parts
• equipment replacement, if not repairable
14
Council Agenda - 3/8/93
free loaner equipment (if needed to replace a machine under
repair)
free technical assistance
• free phone support
Value of a Hardware Maintenance Aereement
Listed below are some comparative dollar values that we have realized from
the hardware maintenance agreement for the past year.
Preventive maintenance
3 hours 0 $68 (personal computer)
$ 204
1 hour 0 $99 (System 36)
99
repair parts
(unk)
travel: 1 hour 0 $68
68
mileage: 60 miles 0 $.30/mile
18
TOTAL
$ 389
X 4 visits
1556(value)
Renair of conamter monitor
priority response
(n/a)
"loaner" monitor
(unk)
estimated cost of repair & parts
$ 150
travel & mileage (minimum charge)
150
TOTAL
$ 300 300 (value)
Technical assist nnee/sumort
Numerous phone calls were made to vendor
none of which City was charged for
(unk)
The maintenance vendor informed us that most personal computer equipment
failures fall into the following ranges of repair costs: monitor - $150 to $200,
keyboard - $75 to $100, hard drive - $1000 to $2000. A repair to the
System J6 would most likely he much more costly; hard drive failure could run
up to $5000.
DISADVANTAGES TO A HARDWARE MAINTENANCE AGREEMENT
• cost paid up front, even if service is not used
15
Council Agenda - 3/8/93
B. ALTERNATIVE ACTIONS:
Motimi to approve renewai of an annual maintenance agreement for
computer hardware with Computer Parts & Service at the cost of $2,870
or Wybrite at $2,685.
This motion would be based on the finding that an annual maintenance
agreement is of value to the City and would guarantee timely and cost-
efficient service to the City. City staff recommends staying with the
current vendor, Computer Parts & Service, because of their proven
service record with the City. However, if Council feels that $185 in
savings is worthwhile, they should select Wybrite, who is a very
reputable vendor also. The amount allocated in the budget is $2,800.
2. Motion to deny renewal of an annual maintenance agreement for
computer equipment.
This alternative should be selected if Council feels there is not adequate
value in a hardware maintenance contract. If this option is selected,
Council should determine whether the budget amount which would have
purchased the maintenance contract should be allocated to use in case
of a needed repair of computer equipment.
C. STAFF RECOMMENDATION
Staff recommends that City Council select alernative tll. As we do not have
anyone on City staff nor the equipment necessary to maintain and repair
computer hardware, staff feels that it is in the best interest of the City to
continue the hardware maintenance agreement. Such a contract serves to
protect the City in a manner similar to a fire and catastrophe insurance policy
for city buildings and property. In the same sense that one would hope the
City never has to use their insurance policy to collect on fire damage, one
would also hope that the City does not experience a computer breakdown and,
therefore, require service under a maintenance agreement. However, the City
does gain a slight edge with a maintenance agreement (over an insurance
policy) in that the service vendor will provide preventive maintenance.
1). SUPPORTING DATA:
Copy of price quote forms sent to maintenance vendors; Summary of computer
hardware maintenance bids received.
16
MINICOMPUTER EQUIPMENT MAINTENANCE
QUAN
DESCRIPTION
IBM 5363 ASIENTRY MINICOMPUTER Model S20
5000 S/36 TSP
2601 Processor Expansion
2605 Internal Streaminy Tape Dive
IBM 5204 PRINTER
9018 Pinwheel Form Feed
5000 TSP Specify
Contact Name
Company Name
Mailing Address
MAINT QUOTE EXTENDED
2/14/93-2/14/94 MAINT QUOTE
__ dSignature
Date
TO
FROM
S
TO
FROM
S
PRINTER EQUIPMENT MAINTENANCE
QUAN DESCRIPTION
MAINT QUOTE EXTENDED
2/14/93-2/14/94 MAINT QUOTE
5 P321 To RINTERS
Type 2321
OM
_ S S
1 P351 Toshiba PRINTER
TO
Type 2351
FROM
a a
.00l
1 IBM 4019 laser PRINTER; 612K; 10ppm
TO
200 sheet legal tray
FROM
500 shoot additional drawer
$ 5
envelope feeder
1 Okidale Microline 391 Plus PRINTER
TO
SN 111A00821S4
FROM
24 pin; wide carriage
$ $
Fcontact Name Signature
lCompany Name
IMailing Address Date
Ccp �
MICROCOMPUTER EOUIPMENT MAINTENANCE
QUAN DESCRIPTION
MAINT QUOTE
EXTENDED
2/14/93-2/14/94
MAINT OUOTE
1 IBM PS/2 Model 80 80386 PERSONAL COMPUTER
TO
SN 2323Y2189: 160 MB SCSI hard drive: IAMB 3.5'
FROM
drive; 2 MB RAM; 14' VGA color display model 8518;
$
3
20 MHz; PC -DOS version 5.0: enhanced keyboard
1 IBM PS/2 Model 502 80286 PERSONAL COMPUTER
TO
60MB hard drive; 1.4MB 3.5' drive: 1 MB RAM;
FROM
Color display model 8513; PC -DOS version 3.3: IBM
a
$
S36 workstation adaptor lot model 50; IBM S36
attachment cable; IBM S36 emulation version 1.0
1 IBM PS/2 Model 502 80286 PERSONAL COMPUTER
TO
30MB hard drive: IAMB 3.5' drive; 1 MB RAM;
FROM
Color display model 8513; PC -DOS version 3.3; IBM
$
$
S36 workstation adaptor for model 50; IBM S36
attachment cable; IBM S36 emulation version 1.0
1 IBM PS/2 Model 30 286 PERSONAL COMPUTER
TO
30MB hard drive; IAMB 3.5' drive; 1 MB RAM;
FROM
Color display model 8513; PC -DOS version 3.3; IBM
$
$
5250 workstation adaptor for model 30; IBM 5250
cable assembly; IBM 5250 emulation version 2.12
1 IBM PS/2 Model 30 286 PERSONAL COMPUTER
TO
30MB hard drive; IAMB 3.5' drive; 1 MB RAM; Mono-
FROM
chrome display model 850; PC -DOS version 3.3: IBM
$
a
5250 workstation adaptor for model 30; IBM 5250
- _ cable assembly; IBM 5250 emulation version 2.12
1 CAF Technology 286112 80288 PERSONAL COMPUTER
TO
40MB hard drive: 1MB RAM; 1.44MB 3.5' drive; HD
FROM
5.25' ativo; 12mhz; serlal/parallol ports; VGA
5
i
adaptor; Samsung 14' color monitor; MS-DOS version
3.3; Emerald 3X Twin emulatlon/cabld assembly
I. 1
MICROCOMPUTER EQUIPMENT MAINTENANCE
QUAN
DESCRIPTION
1 DTK KEEN -2531 386-25 PERSONAL COMPUTER
124MB hard drive; 5MB RAM; 1.44MB 3.5' drive;
25mhz: 3 parallet/2 serial pons; Serial mouse
version 2.0; Quadlel VGA color adapter; 14' color
monitor; MS-DOS version 5.0
1 IBM PS/2 360KD 5.25' EXTERNAL DRIVE
PS/2 360 floppy drive adapter for model 50
1 Heyes 2400 baud EXTERNAL MODEM
SN A27231083379
Smertmodem 2400 Model 231 AA; RS232 cable
1 Colorado Memory Systems Jumbo 120 Model DJ -10
EXTERNAL TAPE BACKUP SYSTEM
SN BCJD001509: version 2.5
"adapters have been Installed in all PC's
except Model 80
Contact Name
Company Name
Mailing Address
( QQ
MAINT OUOTE EXTENDED
2/14/93-2114/94 MAINT QUOTE
TO
FROM
s 5
TO
FHOM
S S
TO
FROM
S s
TO
FROM
s a
Signature
Date —
9
CITY OF MONTICELLO
COMPUTER HARDWARE MAINTENANCE AGREEMENT BIDS
1993-94
IRTS&SV
COMPUTER
ENTRE
FINANCIAL
IPRODUCTS ITBMN
WYBRITE
I1992-93
DATA
�(;
FS
MINICOMPUTER: I
f
S/36 5363 Model S20
5615.00
—
—
5575.00
I $615.00
IBM 5204 Printer
$220.00
$117.60
5215.00
$220.00
I $220.00
TOTALS 1
$835.001
7.60 I
50.00
I 5215.00
50.00
$795.00
5835.00
(P.$1)
cn�wt
PRINTERS:
_
�—
(5) Toshiba 11321
(n/a)
(n/a)
(n/a) (n/a)
(n/a)
(n/a)
I (n/a)
Toshiba P351
$101.04
578.00
$225.00 I
$100.00
I $101.04
IBM 4019 Laser
$204.00
$240.00
$185.00
$190.00
I $204.00
Okidala Microline 391+
5144.00
$78.00 I
$145.00 I
$100.00
(—&,
rartuiry'1
— TOTALS
5449.04 I
$396.00 I
$0.001
$555.00
$0�
S390.00]
$305.04)
1993-94
ICOMPUTER�
AMERI-
99293
PARTS & SV
DATA
MICROCOMPUTER:
RATES
IIBM PS/2 Model 80
$400.00
$307.00
IBM PS/2 Model 50Z
$180.001
$182.00
(60M B)
.-fy)
$185.00
IBM PS/2 Model 50Z
$180.00
$182.00
(30MB)
$150.00
IBM PS/2 Model 30
$132.00
$172.00
(color)
I $180.00
$164.00
IBM PS/2 Model 30
$132.00
$172.00
(monochrome)
$200.00
CAF Tech 286112
$180.00
-
DTX Keen -2531
$192.00
-
IIBM external drive
$40.00
-
(Hayes external modem
$30.00
$84.00
(CMS tape backup
$120.00
-
TOTAIS
$1,586.00
$1,099.00
(pnW)
GRAND TOTALS
$2,870.04
$1,612.60
I (Ww"
M)
(rr1w)
ENTRE FINANCIAL
TRIMIN
WYBRITEI
99293
PRODUCTS
(®M)
RATES
$255.00
$300.00 I
(.
.-fy)
$185.00
$150.00
$180.00
$185.00
$150.00
$180.00
$164.00
$150.00
I $180.00
$164.00
$150.00
$180.00
$149.00
$200.00
$180.00
$249.00
$275.00
rananty)
$15.00
(included) (
S40.00
$28.00
$25.00(.m.
$29.00
$100.00
I (Ww"
M)
ra ty)
$0.00 $1,423.00
$0.00
$1,500.00 i
$940A01
$0.001 $2,193.00
$0.00
52,685.00 [
52,080.04
(t.nw)
Council Agenda . 3/8/93
Consideration of granting a seasonal 3.2 beer licedge to the Monticello
Softball Association. (R.W.)
A. REFERENCE AND BACKGROUND
At the previous Council meeting, no action was taken on renewing the Softball
Association's beer license for the NSP ballpark facility, as they had not yet
reimbursed the City all of the required fees for 1992.
Treasurer Mark Banyai of the Softball Association did contact me to discuss
the $2,500 remaining amount and provided a $1,000 payment toward the
balance due. Enclosed you will find a summary prepared by Mr. Banyai
mricerning the income and expenses of the Softball Association last year, which
shows tin $1,800 loss. Mr. Banyai noted that they are going to have to raise
team fees in 1993 to make up some of the shortfall frorn last year and asked
if they could have additional time to pay the remaining $1,500 balance. Mr.
Banyai noted that the Softball Association did lose a couple of Legion
tournaments that they were planning on to provide additional revenue to cover
their expenditures.
As you can see from the financial report, concession revenues amounted to
$13,900, and it appears that expenditures related to the concession stand
totaled un equal amount, $13,900. Based on their records, it does not appear
the concession stand actually made any money. In the past years, 1 do believe
the concession revenue has helped the Softball Association pay some of the
maintenance fees we have been charging them.
The previous Council action was to table the license renewal request until such
time as the 1992 fees had been reimbursed to the City; but at this time, the
Softball Association does not have the funds to cover the $1,500 balance. They
did indicate they hope to provide additional revenue through the concession
stand in 1993 and will he raising the entry fees but requested additional time
to make up the balance. I believe the Council only wanted to let the Softball
Association know that the remaining balance owing the City should not he
ignored if they wish to continue receiving a beer license. Unless the deficiency
continues year after year, I do not see any point in denying the beer license,
as it may he the only alternative available for them to raise additional funds
necessary to reimburse the City.
Council Agenda - 3/8/93
B. ALTERNATIVE ACTIONS:
1. Grant the license contingent upon receipt of necessary insurance
documents and fees with the understanding that the Association will be
granted additional time to pay the 1992 balance of $1,500.
2. Continue to deny the license renewal until all past fees are paid.
C. STAFF RECOMMENDATION:
I believe the Softball Association certainly received the message that the City
expects the Association to honor their commitment and reimburse the City all
its fees one way or the other. To withhold the license renewal at this point
may not be in the City's best interest, as the Softball Association will likely
need this concession stand revenue if they are going to meet their obligations
to the City. If we have this same problem next year, I would be more inclined
to recommend that the City withhold the license until all the fees are paid, but
the Association has in the past, except for this year, paid the amounts owed.
As a result, I would recommend the license be renewed under option #1 above.
1). SUPPORTING DATA:
Copy of 1992 Softball financial report
18
1992 MONTICELLO MEN'S SLOWPITCH INCOME REPORT
REVENUE
20 teams @ $350 $ 7,000.00
Early Bird Tournament 1,561.00
Women's Class C District Tourney 2,639.91
Concessions 6 misc. 13,926.46
TOTAL INCOME $25,127.37
EXPENSES
City of Monticello
$ 2,650.00
Phone bill, 12 months
157.92
Dram shop insurance
860.00
Softballs
1,465.45
Elk River Printing --schedules
86.80
Marties--Lime for baselines
150.11
Lindenfelser meats
889.47
Maus Foods
682.26
Jude Candy
400.42
Viking Coke
1,84 2.00
D 6 S Sales --candy 6 chips
2,390.43
MSF Sanction Fees 20 teams @ $12
240.00
MRPA Sanction Fees 20 teams @ $16
320.00
Dahlheimer Distributing
3,771.46
Umpires
3,582.00
Person to drag 6 chalk fields
516.00
People to run concessions
3,018.50
MSF District fees 2 teams @ $90
180.00
MRPA District fees I team @ $100
100.00
League trophies
384.90
MSF District shirts
1,416.00
Repair to tractor
307.70
Lights
1,000.00
Liquor license
137.50
Miscellaneous
405.67
TOTAL EXPENSES $26,954.59
TOTAL INCOME: $25,127.37
TOTAL EXPENSES: $26,954.59
NET LOSS: $ 1,827.22
Council Agenda - 3/8/93
10. Consideration of anpointing new emulovee for water/wastewater
collection position. W.S.)
A. REFERENCE AND BACKGROUND:
The City received 50 applications for the position of Water/Sewer Collection
System Operator. The selection committee, consisting of the City
Administrator, the Public Works Director, and the Water/Sewer Collection
System Superintendent, selected the top six candidates for interview. We are
currently in discussions with the top two candidates and hope to have a
recommendation for the City Council at Monday evening's meeting. In the
meantime, should you have any questions, please feel free to contact any one
of the three selection committee members.
C (4- fA
19
Council Agenda - 3/8/93
ll. Consideration of re -design of park building for West Bridge Park.
t.1.S.)
A. REFERENCE AND BACKGROUND
The City of Monticello took bids on the original park building designed by
TKDA and reviewed those bids with the City Council at the May 11, 1992,
meeting. The best bid, after some negotiation, was received from Haymaker
Construction in the amount of $78,450, which was $26,000 over our budget.
At that time, it was the consensus of Council to work with the architect to
modify the design of the building to cut costs further and look at the potential
of utilizing public works employees to assist in construction of the facility.
In working with the architect, we held informational meetings at city hall and
invited numerous subcontractors to review the plans and comment on alternate
design features. Also, we were concerned that no bids from local smaller home
building contractors were received. From that meeting, a list of potential
changes clime about which could reduce the cost of the building and bring it
closer to budget. A copy of this list is enclosed for your review. Many good
comments were received at this meeting from these smaller subcontractors.
One of the main hurdles the City faces in using local subcontractors directly
is our bonding requirement for $5,000 and above. Many small subcontractors
do not have the capabilities for this bonding requirement, and larger
contractors add additional funds to cover these requirements.
The outcome of these meetings and research was presented to the City Council
at the .July 1:1 meeting. City staff at that time asked to he able to negotinte
with TKDA for it design change in the building not to exceed $1,500 or the
authorization to be the general contractor and work with local contractors on
the project. The main difficulty as I understand it comes from the need to
have it design completed by or under the direct supervision of an architect, and
the question as to how far astray from the existing plans we can go without re-
design is not practical. At that meeting, the City Council moved to request
that TKDA re -design the warming house without the City paying additional
design costs and report back to the City Council.
We have approached 'TKDA about the re -design of Lite building. Many of the
features we wish changed could he modified through an addendum; however,
the major changes that would need to be accomplished with re -design would
be the mechanical systems, mainly the heating system. TKDA hits requested
Lill amount of $2,560 for re -design of the mechanical portion of the building and
an addendum being issued to change materials in the other areas. This price
includes re -bidding. We would not alter the basic building structure or roof
design itself TKDA fell they had expended much greater time than the
original fee fir their design work had allowed and could not do additional work
tit no cost.
20
Council Agenda - 3/8/93
It. AI.TF.RNATIVE ACTIONS
1. The first alternative is to authorize TKDA to re -design the building at
an estimated cost of $2,560 to bring the building in line with our
$52,000 budget and then re -bid the project as a whole for a summer
construction project.
2. The second alternative would be to have TKDA re -design the building
as outlined in alternative #1 but to have the City be the general
contractor on the project with the possibility of even doing a portion of
the work such as concrete flat work and interior paneling installation
to ensure thnt the project comes in at budget or below. In this case, we
would he working with local contractors trying to keep each individual
section subcontracted out to an amount less than $5,000. This may
mean that the City would purchase some of the materials direct from
the supplier and contract for labor only in some instances. The re-
design cost under this alternative would be approximately $1,950.
3. Alternate #3 would be to du nothing but demolish the existing restroom
structure, which is in poor shape and not handicap accessible, and go
without restrooms or new party building.
C. STAFF RECOMMENDATION
City staff is of the opinion that this building should still be built. This staff
recommendation also includes the previous recommendation of the Park Board.
If the City Council is adamant that the building be built at exactly $52.000 or
less, alternative #2 should result in the lowest cost. If, however, the City
Council feels that the City should not act as the general contractor and is
willing to look at getting only closer to budget, alternative M1 appears to he
more appropriate.
1), SUPPOWl'INC DATA:
Copy of Council minutes of 5/11/92 and 7/13/92; Copy of the possible re -design
consideration list; Copy of 1/26/93 letter from TKDA; Copy of the re -design cost
estimate from TKDA dated 3/5/93.
21
Council Minutes - 5/11/92
8. Consideration of bids for West Bridqe Park warminq house and
restrooms.
John Simola, Public Works Director, informed Council that the
lowest bid from Haymaker Construction is $78,450, which is
$26,000 over budget. He noted that no local home builders or
small contractors bid on the project. Simola stated that the
low bidder, Haymaker Construction, indicated that there was
some room for negotiation in their bid, especially if the City
is willing to consider some alternatives with regard to the
heating system or the wood paneling.
Clint Herbst stated that he would rather see more interest in
public use of the park before we build a new building. He
noted that it might make sense to improve the rink first and
then see if there is interest there for the building.
Brad Fyle believed that the construction of a warming house at
this location is a good Idea, but we should seriously look at
changing the building design to reduce the cost.
Clint Herbst supported the concept of the City staff doing
more of the construction work in order to reduce cost.
After discussion, a motion was made by Clint Herbst and
seconded by Dan Blonigen to reject all bids for the West Park
warming house and restrooms. Motion carried unanimously.
It wan the consensus of Council to work with the architect on
modifying the design of the building to cut costs further and
potentially utilize public works employees to assist in
construction of the facility.
C%�
Council Minutes - 7/13/92
9. Consideration of redesign of Bridge Park restroom warming
house building with the option for the City to be the qeneral
contractor for the project.
John Simola, Public Works Director, reported that he met with
Haymaker Construction, the architect, and with local
contractors in an effort to outline a plan for completion of
the Bridge Park restroom warming house in the most cost-
effective manner. Simola recommended that the Public Works
Director and Street/Park Superintendent be authorized to
negotiate a design change with TKDA not to exceed $1,500 and
to bid or quote out the individual portions of the work to
local area contractors with City staff being the general
contractor. Simola noted that he's confident that this would
bring a package back to the City Council that would be within
budget.
Dan Blonigen objected to providing additional funds to the
architect. It was his view that the City should cease working
with an architect and hire a draftsman to complete any design
changes. These design changes could then be reviewed by an
architect.
Ed Delaforest noted that a public building such as a warming
house cannot be designed in this manner according to state
statutes. State statutes require that the actual design work
be either conducted by the architect or actually done under
the supervision of an architect. Delaforest did not think
that an architect would sign off on plans that were done by
someone out of his direct supervision.
After discussion, a motion was made by Brad Fylo and seconded
by Dan Blonigen to place the West Bridge warming house project
on hold until the first of the year and authorize City staff
to request that TKDA redesign the warming house without the
City paying additional design costs. Motion carried
unanimously.
LIST OF POSSIBLE CHANGES OR CONSIDERATIONS FOR
WEST BRIDGE PARK WARMING HOUSE AND RESTROOM BUILDING
1. DOORS
The doors and frames could be changed to 18 and 16 gauge
respectively. These doors are in stock and significantly
cheaper than special order heavy duty commercial doors.
2. HARDWARE
The hardware on the doors could be changed from stainless
steel to brass or steel. Again, there would be some savings.
3. TOILET PARTITIONS
The toilet partitions as specified were found to be very
expensive. Switching to a different type of toilet partition
or possibly concrete blocks could result in significant
savings.
4. HEATING SYSTEM
We have been informed that there is approximately $5000-$6000
in savings by going to electric baseboard heat in the restroom
area and gas-fired or electric unit heater in the warming
area. Costs would be slightly less by using a residential
furnace in the restroom area versus baseboard electric.
S. PIPING
The plumbing specified for beneath the floor is cast iron.
Some savings would be realized in using PVC.
6. PLUMBING FIXTURES
Significant savings can be realized by using floor -mounted
fixtures instead of the wall -hung with carrier.
7. WINDOWS
Even though the switch was made from casement to glider
windows, the windows are not of a standard size. Significant
savings can be realized by using windows which are off-the-
shelf size.
S. MOLDINGS
There are some unique moldings being used on the building
especially in the area of the ceiling and soffit. Significant
savings can be realized by using a more conventional type of
trim board.
9. ROOF BOARD
Standards for residential homes currently allow chip board
instead of COX on the roof. Several hundred dollars can be
saved by making this change.
10. ICE AND WATER SHIELD
We have been informed that the extensive ice and water shield
incorporated into the roof design is not necessary. Cost of
adding this ice and water shield is in the neighborhood of
$700.
11. REINFORCED CONCRETE
Specifications call for wire mesh In the floors inside the
building. A few hundred dollars could be saved by deleting
this and the City has not used wire mesh inside floors of
small buildings in the past without problems.
12 SIDING
The vinyl siding to be utilized on the outside of the building
is costly. Approximately $1000 could be saved by switching to
a rough cedar which would require staining.
13. ROOF DESIGN
Several thousand dollars could be saved by switching to a more
compact roof design using a energy scissors -type truss. with
duct work no longer being required in the trusses this could
easily be done. In addition, the hip roof costs more than a
straigt gable and, by reducing the overhang two to three feet,
standard trusses could be used.
14 VENTILATION
The main vent for the warming room area should be redesigned
so that it uses little If any duct work to reach outside the
building.
15. INTERIOR PANELING
The Interior paneling inside the building appeared to be
costly in material purchase and installation. Materials
specified appeared to be number one grade or clear pine.
Contractors did not have sufficient time to go shopping for
popple paneling. Consequently, the cost was probably
inflated. The City could realize some savings either by
purchasing the paneling themselves for a lower cost getting
exactly what they want or by switching to a more economical
material which could be Installed with less labor.
TKDA
ENGINEERS ARCHITECTS PLANNERS
TOLTZ. KING. DWELL. ANDERSON
AND ASSOCIATES. INCORPORATED
I—NEW TOWER
1N 'MAR STREET
SMR PAIL NUPV*3GTA SSID14—
PNONE,11 / � PUtM11=—,
January 26, 1993
Mr. John Simola
Public Worcs Director
P.O. Box 1 147
Monticello, MN 55362-9245
Re: West Bridge Park Warming House
Monticello, MN
TKDA Commission No. 10130
Dear John:
We acknowledge receipt of your letter of 12/17/92 requesting design modifications to the above -
referenced project.
We do not believe that the difference between the estimated building construction cost and the
estimates received can be solely attributed to the design. Nnne-the-less, the following are our
retlections on the items listed in your letter.
I . Door Gauges. We have no problem changing the gauges of the doors to light duty type,
if so directed by the City, as long as the City recognizes that we were told that this
building would have to hold its own against vandals. It could be an addendum item.
2. Door Hardware from stainless steel to steel - not a problem and could be an addendum
item.
3. Toilet Partitions. The reasons, concerns and City direction of Item I are the same for
Item 3.
4. Heating System. It would take some time to analyze the suggested changes vs. costs.
Please note that if we take out the furnace supplying the warming room, we will then
have to add ventilation to meet code.
5. P1Rj" beneath the Floor from C.I. to PVC - not seen as a problem to change as an
addendum item.
6. Plumbing Fixtures to be floor mounted. A potential savings of approximately $375/toilet
may be anticipated with the possible cleaning problems. This may be an addendum item.
7. Windows to he standard sizes. The windows specified are Marvin Windows (a
Minnesota Company) and are from their catalog of standard sizes. As an addendum item
we can revise die specifications to decrease the cost by changing the glazing alit
construction of the units.
Mr. John Simola
January 26, 1993
Page Two
8. kgs shown for the interior are standard pine available from most lumber yards. For
exterior molding see Item 12.
9. Roof Sheathin¢. The cost difference between 1/2" Plywood and 1/2" Oxboard is 50
cents/4 x 8 sheet at Knox Lumber.
10. Ice and Water Shield. We cannot delete this from the roof since it is required by the
building code.
11. Reinforced Concrete. The cost of the reinforcing mesh is 30 cents/sq.ft. and may be
deleted, if requested by the City, as an addendum item.
12. $idjag. Knox price on Red Cedar siding is $29.99. The specified vinyl should be
changed to 3/8" sheathing board and a hardboard siding. The cost of the hardboard is
approximately $12.00/sdneet. This may be an addendum item.
13. Roof Design. The design of the roof, low slope and large overhanging soffit, was a major
design element put in to differentiate this building from a garage and to reflect its
position at the gateway to the City. It will take some time to investigate the cost savings
that may be/or may not be present with a scissors gable system and to detail its
connection to the building. We would propose to keep the roof design if we can
otherwise get the cost of the rest of the building down to the requested budget.
14. Interior Paneling. We don't see where the installation of the interior paneling is "costly"
mid don't know of a suppler way to install it. If the City has a known supply of the
material that they wish to use, it would be (nest for the City to buy it and the addendum
can specify the contractor to install it. Please note that the material should be tongue and
grooved by other than the G.C.
Most of the above items can be dealt with in an addendum form. A few will require some time
on our part to evaluate and reconcile. While we understand the City's desire to have this work
done at no cost to it, we have already gone over budget while assisting the City in the bidding
process and additional nneetings. We are willing to assist the City in reconciling the items listed
and preparing the addendum with revised drawings on an hourly -rate basis. We have gone too
far over already to oft'er it for free. Contmcnnally this would be considered additional services.
Please advise us on the City's response. It would be helpful to get it out soon.
Si/n�cer/e�
Peter M. Brozek. AIA
Project Manager
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COUNCEL UPDATE
March b, 1995
Bridee/freewav access funds. (J.O.)
This is a note to inform Council that City staff, including the City Engineer, is
preparing preliminary application forms for submittal to MN/DOT in application for
state and federal funds now available to finance bridge/freeway access construction
and bikeway construction. Currently, there is approximately $60 million available
statewide for bridge/freeway access funding and $7 million available for bikeway
funding. Staff will be preparing applications for development of a partial interchange
at the intersection of I-94 and County Road 118, and we will also be preparing an
application for funds to assist in financing construction of the Fallon Avenue
overpass.
A preliminary application for funds to assist in financing bikeway/walkway
development will also be prepared.
The preliminary applications will not require extensive effort to prepare. If our
preliminary applications are rated highly by MN/DOT, then staff will seek
authorization from Council to prepare formal applications.
If you have any questions, pleuse see me
INFORMATIONAL ITEM
by 011ie Koropchak
This item is to inform the City Council on the progress of the
Housing and Redevelopment Authority's (HRA) Goal: To serve as a
facilitator and to investigate the need for subsidized or market
rate congregate or assisted -living senior housing. Congregate or
assisted -living fills the housing -gap need between independent
living and the nursing home. Standard services include one daily
meal, emergency call, and building security. Optional services
include transportation, 26 -hour staffing, recreational activities,
laundry, housekeeping, etc.
In December, HRA members, Hospital Administrator Schwientek, and
Mayor Maus visited the Guardian Angels Senior Housing Campus in Elk
River. During the NAHRO Conference, the NRA Executive Director
visited senior housing projects in Eagan and Bloomington.
The HRA has identified two private developers who have expressed
interest in the development and ownership of a senior housing
project. Both developers were invited by the HRA to make a
preliminary senior housing concept presentation. Developer "A"
made a presentation to the HRA last week and Developer "B"
anticipates making a presentation the end of March.
Based upon the presentation made by Developer "A", the project will
cashflow. Therefore, the HRA views the project as viable and
having merit. Also, the HRA is encouraged by the Hospital
District's interest to investigate the possibility of providing the
standard and optional services or management necessary to complete
the congregate or assisted -living concept.
A key component of the project funding application is the
completion of a housing market study. In order to proceed with
funding, the study results must indicate a need for congregate or
assisted -living senior housing. A study has not been completed nor
is a study currently undergoing; however, local assumptions are
that a need does exist within the geographic area served by the
local health care providers.
Site selection is another very important component, as any future
plane to develop a Monticello Senior Campus may be linked to this
site. It is anticipated that the proposed congregate or assisted -
living senior housing structure would be ready for occupancy no
sooner than 1995.
Again, I repeat, the HRA was encouraged by the results of the first
presentation. I will periodically keep you informed of the
project's progreos.
CITY OF M0NRCEL10 M0NTIILY 91111 DING OEPARTMENI REPORT
IAWIl of F"uar7, 1993
REMITS a USES
Last
IRIa
Same mwh
Last Year
TMS Yob
PEFOA 19 ISSUED
M0,,Ih JAN
MorM FES
Last Year
To Date
To Date
RESIDENTIAL
MW,VM
2
7
7
11
9
Vahatbn
675200.00
$178.700.00
$274.90000
SM.20000
&W.90000
Felin
$61097
s 1.309 35
81.999 37
{2.825 36
81,?20 32
9uronar9"
{3700
1188,80
$138,95
9191.65
612620
COLDAERC1AL
Nu
2
1
1
2
3
V,I"Ion
43,500 SIT
M.000.00
871.90000
$25,40000
$9,500.00
F4w
$35.00
$81.00
82.2.10
$257.10
6118,00
S.C,-g"
$1.50
6300
$11.95
$12.45
6-50
INDUSTRIAL
NumOY
1
VA]"m
89.000.00
69.000 00
F—
$10800
610800
9urcnarpm
H SO
6-50
PLUMBINO
Nu7d-
1
3
4
8
4
F4w
$2300
675.00
610200
$14500
$0800
Bwclwpe6
$0.80
61.50
MOO
S&OD
12.00
OTHERS
MumOw
V.1.01.n
few
Burona19-
101 Al. a PEF0tl 19
8
tl
17
HT
17
TOTAL VALUAI ION
$87,70000
616-,70000
8290.80000
$410.00000
$272,40000
101 AL FEES
177097
$1,485.35
$224347
6322746
6224232
101 AL SUF1CHA116FF
6u 10
$9310
915090
6207,30
$131.20
CURRFNI LWNTH
' TEES
NUMBER TO ATE
H HA01 NAIURE
Nu
P.-
BMCn41ep
VAAYibn
T111a Yeer LA0Y-
SIn9fAFema7
7
IIM335
US GO
810120000
3
8
DML.
0
0
Muitl-FAmlry
0
0
Cornm4YC191
O
0
Rw O..g.
0
0
SW-
01
P,ax BIOpa
0
0
AL ILRATIE)WREPA91
IT 02
8
$216So
MOO
617.5m00
6
1
C--CIW
1
Ml ITS93
00
$6.000,00
3
8
In01r9r41
1
D
PLUIIAOINO
AN IVM
3
17600
1160
4
5
AGGE59ORY
61RUCTURFO
'
S"rw" Pool
0
15x'.
o
IFMPOIIARV PE IMII
0
DF MOI I/ION
0
IOl A10
11
61,403 35
933 10
11
CITY OF MONTICELLO INDIVIDUAL PERMIT ACTIVITY REPORT
MomTI of February. 1993
PERMIT
FEES
NUMBER
DESCRIPTION
TYPE
NAMFROCATION
VALUATION
PERMIT
SURCHARGE PLUMBING
SURCHARGE!
93-1979
House A garage retuning
AD
4 Corner Circle
Mark A Baa GUIaSBWm
rber
$3.700.00
$80.30
$1.85
—�
193-1980
Housewoof
AD
Lestio LerswMS E. 9roadwby
$1.500.00
$15.00
$0.50
+93-1981
House A para9e reaming
AD
DoWa Ann Munloyl2862 Oakrlew Lane
$9.300.00
$110.70
$4.65
!
193-1982
Basement niksrl
AD
Micneel $ Nana VOIV2605 Moscow Oak Lano
$1.500.00
$15.00
$0.50
I
�93-1983
Interior linen
AC
Hltlsioo Par0lership1500 Ceder St.
$8.000.00
$81.00
$3.00
$23.00
$0.50 j
193-1984
Baseman Insn
AD
David A Janet NyqulW7 Bunker Cucte
$1.500.00
$13.00
$0.50
+
193-1985
House A garage
SF
Vic Hellman Conevuction19851 Gdtarc Ave NE
$82.400.00
$504.27
$41.20
525.00
$0.50 !
193-1988
(House A garage
SF
Presligo Buildore W St. Cloud IW2532 Brun Oakes Blvd
$78.800.00
$489.88
$39.40
$27.00
50.50 I
I
TOTALS
6184,700.00
$1.290.95
991.80
$75.00
$1.501
I
I
PLAN REVIEW
I
I
I
193-1985
IHouso A garage
SF
Vic Hellman ConstructionfMI Gillara A" NE
$5043
I
193-1986
IHouae A garage
SF
Preanpe auditors of St. CloW IW2532 anar Oakes BW
$4897
1
I
I
I
I
I
I
I
TOTAL PLAN REVIEW
$99.40
I
I
I
I
�
I
I
1
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
TOTAL REVENUE
$1.558.45
I
I
i