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City Council Minutes 02-26-2018REGULAR MEETING — MONTICELLO CITY COUNCIL Monday, February 26, 2018 — 6:30 p.m. Mississippi Room, Monticello Community Center Present: Mayor Brian Stumpf, Jim Davidson, Bill Fair, Charlotte Gabler, and Lloyd Hilgart Absent: None 1. General Business A. Call to Order & Pledge of Allegiance Mayor Stumpf called the meeting to order at 6:30 p.m. All members were present. B. Approval of Meeting Minutes Regular Meeting Minutes from meeting on February 12, 2018 Councilmember Hilgart moved approval of the regular City Council meeting held February 12, 2018. Councilmember Gabler seconded the motion. Motion carried 3-0-2; Councilmember Fair and Mayor Stumpf abstained. C. Consideration of Adding Items to the Agenda • Mayor Stumpf added an update on Well #4. D. Citizen Comments • Willson Burggraff, 3694 Woodside Drive, addressed the City Council in regard to his October 2017 sewer bill. Mr. Burggraff requested that the Council grant him a reprieve of bill for the amount of increase from the averages of the other months. He stated that the October sewer bill was $154 and every other month was either $38 or $39. Matt Thiesen, Water and Sewer Superintendent, commented the property's irrigation was shut off and winterized in October. Last year the city converted to monthly billing. The average monthly bill includes June, July, August and September, however, whatever water went through the meter in October the homeowner paid sewer charges on. Wayne Oberg, Finance Director, concurred that October is not an averaging month and this information was provided to homeowners through the utility bill, social media, etc. There were a few customers that did call on this issue. Staff can review this policy for 2018 and possibly expand to include October as an averaging month. This policy would then be brought before the Council for approval. Mr. Oberg commented that it would be administrative cumbersome to go back and adjust the bills, however, consideration can be given to changing the policy for future years. Councilmember Fair requested that this item be referred to staff for a recommendation. Mayor Stumpf made a motion to credit the property owner the difference in amount of October bill and the average of other monthly City Council Minutes — February 26, 2018 Page 1 18 bills (difference of approximately $110). Councilmember Hilgart seconded the motion. Motion carried 4-1; Councilmember Fair voted against for reason listed above. E. Public Service Announcements • Forms for the spring tree sale were sent out in the February utility bills and are available at City Hall. Residents can purchase up to three trees at $35/tree — as available. The fon-ns are due by March 9. • Leslie LeCuyer, Executive Director — Central MN Arts Board, presented to the City Council. She commented on the impact of art in communities and the work that the Central MN Arts Board is doing in the region. F. Council Liaison Updates • EDA — Councilmember Davidson noted that the EDA held a closed meeting on property acquisition. Approved a purchase agreement for 103 Pine Street and a letter of intent for 112 W. River Street. • Highway 25 Coalition — Jeff O'Neill stated that the coalition held an open house on February 13. There were over 100 that attended. At the last coalition meeting there was discussion on development of a Highway 25 Coalition website separate from the city. G. Department Updates • City Administrator Update — Jeff O'Neill gave an update on the following: 1. Proposed legislation on utility electric generation merits reviewing. Waiting for further review of details and Coalition of Utilities Cities recommendation. 2. Interviews for the Engineer/PW Director position will be held on March 1. 3. The City of Monticello was invited to participate on a panel selecting the new school superintendent. 4. A Fire Station pre -proposal meeting will be held on March 6 at 4 p.m. 5. Respectful Workplace Training is scheduled for March 15. • Ann Mosack, MCC Director, gave a presentation on 2017 community center activities. The presentation included program highlights, reservation highlights, facility improvements, revenue and expenditure data, and membership information. 2. Consent Ap-enda: Councilmember Fair moved approval of the consent agenda. Councilmember Davidson seconded the motion. Motion carried unanimously. A. Consideration of approving the payment of bills. Recommendation: Approved the bill and purchase card registers for a total amount of $602,219.32. City Council Minutes — February 26, 2018 Page 2 18 B. Consideration of approving new hires/departures. Recommendation: Approved the hires for MCC and Liquor Store/DMV and the departures for MCC and Liquor Store. C. Consideration of approving the sale/disposal of surplus city property. Recommendation: Approved property list as presented. D. Consideration of adopting Resolution 2018-09 accepting a donation from the Soccer Association of a Kifo water real land surface irrigation unit with a value of $10,199. Recommendation: Approved Resolution 2018-09 accepting the donation. Mayor Stumpf recognized the Soccer Association for their donation. E. Consideration of approving an application for a temporary charitable gambling permit for a raffle to be conducted by the Wright County Ducks Unlimited, Chapter 39, in conjunction with their annual banquet on May 7, 2018. Recommendation: Approved the charitable gambling permit for the Wright County Ducks Unlimited. F. Consideration of approving a Special Event Pen -nit for outdoor entertainment at River City Extreme on July 21, 2018. Applicant: River City Extreme. Recommendation: Approved the Special Event Permit for outdoor entertainment at River City Extreme for Saturday, July 21, 2018, as descried in the application materials, including exemption from the noise ordinance and notification to the adjacent neighborhood. G. Consideration of adopting Resolution 2018-10 supporting a respectful workplace. Recommendation: Approved Resolution 2018-10 supporting a respectful workplace. H. Consideration of approving amendments to the city's Personnel Policy. Recommendation: Approved amendments to the city's Personnel Policy. I. Consideration of accepting proposals and awarding mowing and maintenance services contract to Aqua Green Lawn for a three year contract at an annual cost of $15,000. Recommendation: Accepted proposals and awarded a three-year mowing and maintenance services contract with a one-year extension to Aqua Green Lawn at an annual cost of $15,000. J. Consideration of approving purchase of a 2018 Toro Procure 1298 Mechanical Turf Aerator for the Parks Department at total cost of $29,950 funded by Central Equipment (Internal Service) Fund. Recommendation: Approved the purchase of a new 2018 Toro Procore 1298 for the Parks Department through the NIPA contract for $29,950 through the Central Equipment (Internal Service) Fund. K. Consideration of approving "Music on the Mississippi", an outdoor concert series of three perfonnances located at West Bridge Park for a cost of $3,500. Recommendation: Approved "Music on the Mississippi" an outdoor concert series of three performances located at West Bridge Park for the cost of $3,500. City Council Minutes — February 26, 2018 Page 3 18 L. Consideration of adopting Resolution 2018-11 approving a preliminary and final plat and development agreement for Otter Creek 6t1i Addition. Applicant: John Chadwick Farms LLC. Recommendation: Approved Resolution 2018-11 approving the preliminary and final plat and development contract for Otter Creek Crossing 6`' Addition, contingent on compliance with those conditions specified in Exhibit Z and based on findings in said resolution. M. Consideration of approving a request for an amendment to the Assessment Agreement for Outlot C and a portion of Outlot D, Otter Creek Crossing, to be platted as Otter Creek Crossing 6t" Addition. Recommendation: Approved the amendment to the Assessment Agreement for Outlot C and a portion of Outlot D, Otter Creek Crossing, to be platted as Otter Creek Crossing 0' Addition. N. Consideration of accepting proposal by the Cuningham Group for the Walnut and River Street Corridor Plan at a total cost not to exceed $15,000. Recommendation: Accepted the proposal by the Cuningham Group for the Walnut and River Street Corridor Plan at a total cost not to exceed $15,000. O. Consideration of authorizing preparation of plans and specifications for Phase 1 of the Bertram Chain of Lakes Regional Athletic Park by the City Engineer, WSB & Associates, estimated at $373,000. Recommendation: Authorized the preparation of plans and specifications for the Phase 1 improvements at the Bertram Chain of Lakes Athletic Park by City Engineer WSB & Associates. P. Consideration of approving a three year contract extension for 2018-2020 to RES Specialty Pyrotechnics for the annual Riverfest fireworks show for a total cost of $24,900. Recommendation: Awarded a three-year contract from 2018-2020 for the annual Riverfest fireworks display to RES Specialty Pyrotechnics in an amount not to exceed $24,900. Q. Consideration of approving purchase of a new hook mounted premix asphalt heater from Stepp Manufacturing based on state contract pricing for total cost of $79,110, as budgeted in the Public Works Department budget through the Central Equipment (Internal Service) Fund. Recommendation: Authorized the purchase of a new hook mounted premix asphalt heater from Stepp Manufacturing, based upon their state contract pricing of $81,110, and to trade in the old unit in for a $2,000 deduction, bringing the final cost of the new unit to $79,110. R. Consideration of directing city staff to draft an ordinance requiring residents to use compostable leaf bags for the bi-annual leaf pickup. Recommendation: Authorized staff to draft an ordinance requiring residents to use compostable leaf bags during the spring and fall curbside leaf pickups. S. Consideration of adopting Resolution 2018-12 ordering improvements for Chelsea Road Utility and Street Improvements, City Project No. 17C001. Recommendation: Adopted Resolution 2018-12 ordering the improvements for Chelsea Road Utility and Street Improvements, City Project No. 17C001. City Council Minutes — February 26, 2018 Page 4 18 T. Consideration of adopting Resolution 2018-13 accepting improvements and authorizing final payment of $63,793.43 to Valley Paving, Inc. for the TH 25/7t" Street Intersection Improvement Project, City Project 15C004. Recommendation: Adopted Resolution 2018-13 accepting improvements and authorizing final payment of $63,793.43 to Valley Paving, Inc. for the TH 25/7' Street Intersection Improvements, City Project No. 15C004. 2. Consideration of Items Removed From the Consent Agenda for Discussion None. 3. Public Hearings A. PUBLIC HEARING — Consideration of adopting Resolution 2018-14 ordering improvements of the 7"' Street, Chelsea Road and Washington Street as related to the Fallon Avenue Overpass Project, City Project No. 160006. Shibani Bisson, WSB/City Engineer, gave a presentation on the improvements which included a project overview, estimated costs, assessments, and schedule. Ms. Bisson provided detail on the street improvements on 7t'' Street, Chelsea Road and Washington, and sidewalk/trail connections. The estimated total project cost is $8,380,664. Funding for the project includes tax abatement bonds, special assessments, and $2.1 million in federal funds awarded for project available July 11 2020. An assessment snap was displayed and assessment rates were noted. These rates were: street reconstruction - $90/front foot for multi -family residential; hill and overlay - $36/front foot for multi -family residential; and sidewalk and trails — $13.50/front foot for industrial/residential and $27/front foot for commercial. There are no assessments for bridge, roundabouts, landscaping or aesthetics as they have a regional benefit. The anticipated assessment hearing will be October 2018. A project schedule was presented with bids being opened in May, the project beginning in June 2018 with substantial completion in November 2017 and final completion in July 2019. Mayor Stumpf questioned the final completion date. Ms. Bisson noted that there won't be any work between November 2017 and April 2018. The sidewalks/trails may not be completed this year which would then require it to be completed next year. In addition, the landscaping is planned for 2019. Mayor Stumpf noted that he has an issue with assessing for sidewalks. Mayor Stumpf opened the public hearing. The following individual testified: Rob Stefonowicz, Larkin Hoffman, attorney representing the Bluffs Apartments — 7t" Street. Mr. Stefonowicz noted that his client has been working with the city on the design of the project, specifically on parking and how if effects the apartments. He requested that when the city considers plans and specifications that the their concerns are addressed. There being no further testimony, Mayor Stumpf closed the public hearing. Councilmember Hilgart moved approval of Resolution 2018-14 ordering improvements of the 7t" Street, Chelsea Road and Washington Street as related to the Fallon Avenue Overpass Project, City Project No. 16C006. Councilmember Gabler seconded the motion. Motion carried unanimously. City Council Minutes — February 26, 2018 Page 5 18 4. Regular Agenda: A. Consideration of Resolution 2018-15 approving_ plans and specifications and authorize advertisement of bids for the Fallon Avenue Overpass Project, City Project No. 16C006. Shibani Bisson, presented an animation of the future Fallon Avenue Overpass project. Ms. Bisson then detailed the plans and specifications for the project. As part of the presentation she reviewed the final bridge aesthetic design, the roundabout design on Fallon Avenue/7"' Street, the lighting, art on the bridge, city property grading, private utility coordination, and BNSF Railroad crossing. The total project cost is $8,380,664. Bids are scheduled to be opened May 2018 and construction beginning in June 2018. The project will be substantially complete — open to traffic — in November 2018. Stage 1 of construction includes bridge and Chelsea Road and Stage 2 includes finishing bridge and 7t" Street and Washington area. Each stage is scheduled out 8-10 weeks. Ms. Bisson noted that the council will be seeing a future agenda item addressing purchase of lighting. The city is currently working with a design professional that is giving options related to the city's street lighting program. Councilmember Hilgart questioned whether there could be development of the city owned parcels adjacent to the roundabout. Ms. Bisson responded that preliminary discussion has taken place among staff on the potential for possible development. Councilmember Hilgart expressed that if something could be developed the city should get it pad ready versus when the project is complete. Shibani Bisson commented on the design issue for the Bluffs Apartments. Ms. Bisson noted that conversations in regard to parking are in process. Councilmember Fair moved approval of Resolution 2018-15 approving plans and specifications and authorize advertisement of bids for the Fallon Avenue Overpass Project, City Project No. 16C006. Councilmember Hilgart seconded. Motion carried unanimously. B. Consideration of appointing Sue Seeger as Creative Arts Consultant for 2018 in an amount not to exceed $15,000. Rachel Leonard, Communications Coordinator, presented the Creative Arts Consultant Proposal. This consultant position is part of a larger project to incorporate arts into the culture of Monticello. Art has been shown to amplify economic development and create a sense of place. Ms. Leonard mentioned Monticello's vision and how the proposal fits into the city's strategic goals. Councilmember Davidson questioned whether or not the $15,000 included any other proposals for direct projects outside of the creative input by the consultant. Ms. Leonard responded that the $15,000 included time and materials for the consultant. However, the consultant may request funds from the $30,000 budgeted for downtown capital improvements in 2018. Staff recommended that Council appoint Sue Seeger as the Creative Arts Consultant. Ms. Seeger has worked for the city in the past with the creation of two City Council Minutes — February 26, 2018 Page 6 1 8 sculptures which gave her the opportunity to learn about the existing art culture in the city. Although Mayor Stumpf is supportive of Sue Seeger's work, he expressed concern in regard to appointing an individual as Creative Arts Consultant with the possibility of purchasing a product from this same consultant. Councilmember Fair moved approval of appointing Sue Seeger as Creative Arts Consultant for 2018 in an amount not to exceed $15,000. Councilmember Hilgart seconded the motion. Motion carried 4-1; Mayor Stumpf voted against for reason listed above. C. Consideration of authorizing staff to seek grant funding for flashing_ pedestrian crossing signs to be located at selected school locations, to authorize $15,000 in funding from the Capital Projects Fund for 2018, and to include improvements in the 7019 C1P Angela Schumann, Community Development Director, presented on flashing pedestrian crossing signage proposed for three intersections located near the Little Mountain, Pinewood and Middle Schools. Staff met with school district representatives to discuss pedestrian movements and priorities along the corridors fronting the schools. As part of the presentation, Ms. Schumann provided background and details of the projects. These crossings are a part of a broader safe routes to school issue. Three priority intersections were displayed: School Boulevard and Fallon Avenue; Washington Street and 3rd Street; and Elm Street and 3rd Street. Existing conditions were discussed for each intersection. Ms. Schumann noted that these are short-term improvements to the intersections. If the Safe Routes to School grant application is successful, the planning process for safe routes corridors will facilitate a larger evaluation of improvements. Councilmember Gabler moved to authorize staff to seek grant funding for flashing crossing signs to be located at selected school locations, to authorize $15,000 in funding from the Capital Projects Fund for 2018 for installation of the recommended pedestrian improvements at School Boulevard/Fallon Avenue and Washington Street/3rd Street, and to include the recommended Elm Street/3rd Street pedestrian improvements in the 2019 CIP. Councilmember Davidson seconded the motion. Motion carried unanimously. 5. Added Items: Matt Thiesen, Water and Sewer Superintendent, gave an update on issues regarding Well #4. Currently, Well #1 is scheduled for maintenance, however, problems exist with Well #4. Mr. Thiesen reviewed the dates that Well #4 were pulled for service and believes it beneficial to fix the current issues with #4 before doing maintenance on Well #1. He estimates the total cost to be approximately $8,000-$10,000. Maintenance on Well #4 is not in the budget, therefore, City Council approval to proceed with maintenance was requested. Mayor Stumpf moved to authorize staff to complete maintenance on Well #4 before the scheduled maintenance of Well #1 at a cost of City Council Minutes — February 26, 2018 Page 7 18 approximately $8,000-$10,000. Councilmember Fair seconded the motion. Motion carried unanimously. 5. Adiournment By consensus, the meeting was adjourned at 8:50 p.m. Recorder: Jennifer Schreib Approved: Attest: City Administrator City Council Minutes — February 26, 2018 Page 8 1 8