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Item 3.2B SCC 11.23.2020 MinutesItem 3.2 (B) SPECIAL CITY COUNCIL MEETING OTSEGO PRAIRIE CENTER NOVEMBER 23, 2020 Call to Order. Mayor Jessica Stockamp called the meeting to order at 6:00 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Corey Tanner, Jason Warehime, Tina Goede (*) Tom Darkenwald (*). City Staff: City Administrator/Finance Director Adam Flaherty (*); Utility Operation Manager Kurt Neidermeier; City Engineer Ron Wagner (*); City Planner Daniel Licht (*); City Attorney Dave Kendall (*); and Deputy City Clerk Bethany Benting. This meeting is proceeding under MN State Statute 13D.021 allowing members to appear by telephone or video conference due to the ongoing health pandemic and state of emergency. For the record, the Mayor, some Council members, and certain City staff were present in -person. Those indicated with a (*) attended via video conference. 1. 2021 Budget, Tax Levy and Capital Improvement Plan Review. Utility Operation Manager Kurt Neidermeier reviewed the 2021 Utility Budget Narrative. CM Warehime added it was also discussed at the Public Works subcommittee meeting. CM Tanner asked if the City felt they were understaffed this year due to COVID. Mr. Neidermeier said it added additional steps but he felt that there were enough staff this year. Mr. Neidermeier did explain the additional staffing needs for the upcoming years particular for a Class A license. CM Darkenwald asked for an overview on licensure/class requirements. Mr. Neidermeier said the majority of staff are able to do a lot but they would like to have additional staff with different class licensure due to growth. He mentioned there is always an option to contract out in the case of an emergency, but the cost would be a lot more. A six-month seasonal is recommended to support operations and maintenance of Treatment Facilities initiating January to encourage applications and addition of a full time hire July coinciding with the graduation of Water Environment Technologies Students. A staffing plan has been developed through 2030 and incorporated within the Utility Rate Study. Mr. Neidermeier reviewed how many City staff are licensed and how long it takes to upgrade to a Class A license. Mr. Neidermeier reviewed the projects for 2021 including the East WWWTF Biosolid building, West Wastewater Treatment Facility expansion, Water Tower Addition, Water Appropriations Review, Water System Interconnect (2022-2023-time frame), Municipal Well Preparation (adding Well 10), Drinking water and Wastewater Utility Preparedness/Response Planning (trying to verify the weaker spots and making sure there is a strong system) and Master Plan Review. CM Darkenwald asked for more information about the amount of water production and treatment options. Mr. Neidermeier explained the City has ordinances in place and are up to code. CM Tanner asked about water quality on the West system and if there has been any improvements to the issue. Mr. Neidermeier said water treatment is how it will be resolved to Page 1 of 3 Item 3.2 (13) ensure better water quality. He also verified that the City is meeting the legal qualifications and that there are no health risks. CM Warehime added there has been discussion that a temporary treatment could help water quality. Mr. Neidermeier is concerned about the volume of water the City has and how expensive it would be to treat it. The City would want to look at the cost and effectiveness. The treated water would be incorporated into the rates. Mayor Stockamp wanted clarification that it would be treating the iron and other minerals. Mr. Neidermeier said the filtration would resolve those concerns. Bottom line the filtration would resolve issues. CM Warehime explained residents are upset for paying for water that isn't cleaner. CM Darkenwald countered and said wouldn't it be cheaper to buy a filter per household every 6 months instead of the City putting in a lot of money and adding cost. Mr. Neidermeier said it is worth asking the question to see what the cost would be for a quick filtration for next year's budget. Mayor Stockamp would like to see the cost per Household for filtration verses if a resident would buy their own filter. All Councilmembers appreciated the report. City Administrator/Finance Director Adam Flaherty summarized the Capital improvement plan over the next 10 years. CM Warehime motioned to break at 6:57 PM, second by CM Tanner. Roll Call: In favor; Goede, Stockamp, Darkenwald, Warehime and Tanner. Against, none. Motion carried 5-0. CM Darkenwald motioned to call the meeting to resume at 7:33 PM, second by Mayor Stockamp. Roll Call: In favor; Goede, Stockamp, Darkenwald, Warehime and Tanner. Against, none. Motion carried 5-0. City Administrator/Finance Director Adam Flaherty continued with the Capital Improvement Plan/Operating budgets. CM Darkenwald asked about agricultural and landfill costs for biosolids. Mr. Neidermeier explained the cost. CM Darkenwald asked a question to City Administrator/Finance Director Adam Flaherty about debt service being included in the budget. Mr. Flaherty explained and identified where those costs were included in the cash flow models. City Administrator/Finance Director Flaherty reviewed the Storm Water Utility fund and noted that no rate increases were planned for 2021. CM Darkenwald wanted explanation about depreciation. City Administrator/Finance Director Adam Flaherty said the developers are putting in storm water ponds and doing the work which means the City has additional assets on the books, which generates depreciation expense. City Administrator/Finance Director Adam Flaherty went over the general fund budget and property tax levy calculations. He explained that December 14 would be the last time the council could have discussions about these topics before adoption. 2. Compensation Study Review. City Administrator/Finance Director Adam Flaherty overviewed the BakerTilly/Compensation Study Review. CM Goede wanted to clarify this same person/business did this 5 years ago. City Administrator/Finance Director Adam Flaherty said yes, however the firms name was 11/23/20 Page 2 of 3 Item 3.2 (B) Springsted at that time. CM Darkenwald wanted brief outline of all 4 options again. Mr. Flaherty explained what the council decided before was Option 2, and that Option 4 would reward employees for years of service. The Council discussed all 4 options. CM Tanner asked how can the City stay on top of being competitive. Mr. Flaherty explained each year there is a cost of living increase and those future decisions will determine whether the City's pay plan remains competitive with the market. All Councilmembers added they are needing to make a tough decision, for they have to look out for the residents/tax money while also keeping a competitive wage so City workers stay and not look elsewhere. All CM concurred that option 2 covers everything and should make all happy. City Administrator/Finance Director Flaherty clarified that adoption of the pay plan and position classifications will occur at the next City Council meeting. 3. COVID-19 (Verbal Updates). City Administrator/Finance Director Adam Flaherty went over the Governors orders and asked for direction from the City Council on consideration of maintaining all City services, but doing so without public access to City buildings. The Council doesn't like the decision of closing doors, but is all in agreeance to make sure each individual employee is safe with PPE. 4. Adjourn. CM Darkenwalld motioned to adjourn at 9:10 PM. Seconded by CM Warehime. Roll Call: In favor; Goede, Stockamp, Darkenwaid, Warehime and Tanner. Against, none. Motion carried 5-0. ATTEST: Bethany Benting, City Deputy Clerk 11/23/20 Mayor Jessica Stockamp Page 3 of 3