01-25-21 Special City Council MinutesSPECIAL CITY COUNCIL MEETING
OTSEGO PRAIRIE CENTER
MONDAY, JANUARY 25, 2021
Call to Order.
Mayor Jessica Stockamp called the meeting to order at 6:00 PM.
Roll Call: Mayor Jessica Stockamp; Councilmembers: Jeff Dahl, Brittany Moores, Tina Goede,
And Tom Darkenwald (*). City Staff: City Administrator/Finance Director Adam Flaherty; Streets
Operations Manager Kevin Lamson; Parks and Recreation Director Ross Demant; City Engineer
Ron Wagner; City Planner Daniel Licht; and City Clerk Audra Etzel.
This meeting is preceding 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. Interviews for Architectural Design Services and Support for the Expansion of the Public
Works Building.
City Administrator/Finance Director Flaherty outlined the process so far, starting with the
Request for Proposals in November, which the City received proposals from 17 firms. City staff
evaluated and narrowed the firms to the two finalists interviewing with the City Council this
evening.
A. CNH Architects
Quinn Hutson, Principal presented from CNH Architects, outlining the firm, the project team,
similar projects, proposed costs, and project timelines.
Council Questions:
CM Moores asked if staff stays in building, can they stay in their current work environment. Mr.
Hutson responded that needs to be considered given the tradeoffs. There is disruption. May
require two phases and potentially add costs.
Mayor Stockamp asked if they walked through the current facility? Mr. Hutson responded that
yes, clearly running out of space and it's time.
CM Darkenwald asked about Concepts presented 1, 2, and 3, where do you see this project
going — addition or separate building? Mr. Hutson responded that he doesn't have a
preconceived notion at this time, steps one and two will help determine. Current building was
built to be expanded.
B. Wold Architects and Engineers
Jonathan Loose and Jake Wollensak presented from Wold Architects and Engineers, , outlining
the firm, the project team, similar projects, proposed costs and project timelines.
Council Questions:
CM Darkenwald asked about the 6.5% cost and the reimbursable. How do they work together
and how are they separate? Mr. Loose responded that a fixed number used for all these types
of projects. Renovations tend to be more challenging. How to adapt, more intense on the
design side. The 6.5% new construction has less burden. Budgets are fixed with the City,
there is ability to adjust with the scope. Once set it is their responsibility to bring within the
budget.
Mayor Stockamp motioned to take a break at 6:58 PM to start the regular meeting
PM. Seconded by CM Moores.
Voice Roll Call: In favor; Goede, Stockamp, Darkenwald, Moores and Dahl. Against,
none. Motion carried 5-0.
Mayor Stockamp motioned to resume at 9:08 PM. Seconded by CM Darkenwald.
Voice Roll Call: In favor; Goede, Stockamp, Darkenwald, Moores and Dahl. Against,
none. Motion carried 5-0.
City Administrator/Finance Director Flaherty stated the council had the opportunity to interview
the two firms. If council could provide direction, staff could bring back an agreement at a future
meeting.
Mayor Stockamp has called their references. Wold had better cost for the money, seen past
projects within the City.
CM Moores added Wold presentation added the need for a Fire Station. Presentation was
easier to follow. Super excited about the project.
CM Dahl noted the Wold presentation was easier to follow.
CM Goede stated the Wold presentation was well put together. The verbiage used -
collaboration, community at large, culture of the community. They looked at CIP, guiding
principles that they follow, their foundation, agenda was professional, very organized. In tune
to the City. Well put together.
City Administrator/Finance Director Flaherty stated that it appears City staff should work on an
agreement with Wold and bring back to a future Council meeting for approval. The City Council
concurred.
2. Review Draft Feasibility Report for 2021 Street Renewal Project.
City Administrator/Finance Director Flaherty said Engineer Wagner is here to review the draft
feasibility for Heritage Hills.
Engineer Wagner said the Public Works Subcommittee was presented the same slides for
Heritage Hills. Originally Heritage Hills built in 1997 with 35 lots. The street PCI (Pavement
Condition Index) scored 42 out of 100 and has a history of many patches. Only 24 years old,
this is a young street, most streets hold up longer. Storm sewer rehab is needed. Budget
allows for storm sewer replacement, but not all needed. Curbing will be replaced with concrete
based on the city's standards.
Estimated total project costs $681,275, with 50/50 split = $340,638 for residents (35 lots) and
City with a cost of about $9,732.51 per property. Not likely a realistic amount, cannot assess
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more than what the property value will increase (based on the appraisal). Other way to fund is
Franchise Fee.
Administrator Flaherty noted if assessing the project, the City needs to follow Minnesota Statue
429 requirements. Franchise fees could replace the assessment process. All users would pay
the franchise fee on a monthly basis, gas and electric monthly bill. Collected over a quarter and
given to the City for street improvements. Vs. Assessment where the resident pays or finances
over 10 years with their taxes.
Council had a lengthy discussion on franchise fees vs. assessments. They want to consider how
to make the process fair. If property had appraisal once the work was done, there would be a
value increase. Council want some other options, what formula are other city's use for
assessments.
Mayor Stockamp motioned to call for a special meeting at 6pm on February 8, 2021
to continue the street renewal discussion. Seconded by Moores.
Voice Roll Call: In favor; Goede, Stockamp, Darkenwald, Moores and Dahl. Against,
none. Motion carried 5-0.
3. Adjourn.
CM Darkenwald motioned to adjourn at 10:16 PM. Seconded by CM Dahl.
Voice Roll Call: In favor; Goede, Stockamp, Darkenwald, Moores and Dahl. Against,
none. Motion carried 5-0.
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J Mayor Jessica Stockamp
ATTEST:
Audra Etzel, City Clerk
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