03-08-21 Special City Council MinutesSPECIAL OTSEGO CITY COUNCIL MEETING
MONDAY, MARCH 8, 2021
6:00 PM
OTSEGO PRAIRIE CENTER
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 (*), and Tina
Goede. City Staff: City Administrator/Finance Director Adam Flaherty, Parks and Recreation
Director Ross Demant, Street Operations Manager Kevin Lamson, Utility Manager Kurt
Neidermeier; City Planner Daniel Licht; and City Clerk Audra Etzel. Councilmember Tom
Darkenwald arrived at 6:02 PM. City Engineer Ron Wagner arrived at 6:11 PM. City Attorney
Dave Kendall arrived at 6:40 PM.
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, Council members, and certain City staff were present in-person. Those
indicated with a (*) attended via video conference.
1. Strategic Plan — Evaluate Progress, Measure Success and Provide Direction on
Implementation.
City Administrator/Finance Director Flaherty said City Council reviewed in January at the High
Performance and Onboarding Workshop and would like to do a streamlined approach to review
with staff.
Positioning for Growth
City Administrator/Finance Director Flaherty reviewed the report card included within the
packet. No discussion on these items.
Engaging Stakeholders
City Administrator/Finance Director Flaherty reviewed the report card included within the
packet.
There was discussion on the Proactively Communicate Growth item.
The Communication Team was formed with staff members from different departments. The
group is meeting bi-weekly: looking at the website, weekly Facebook posts, and coordinating
Twitter & Instagram post. Not active on community sites. My Civic App is being used by City
Council members vs. the website, need to keep up-to-date.
Empowering the Organization
City Administrator/Finance Director Flaherty reviewed the report card included within the
packet.
There was discussion on the Establishing Organizational Values item.
Establishing Organization Values — this will take time, important as the city grows and should be
well thought-out to move forward. Two years ago Council and staff came up with what was
expected. Looking at ways to get employees connected to the strategic plan, need to
communicate updates. The addition of the Human Resource/Assistant Administrator will be a
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benefit to the employees. Will continue to build and grow the connection to the strategic plan.
Finding ways to get employees engaged to commit the extra time.
Council requested to move to Item 3. Utility Billing to fit in before the 7 PM meeting.
3 Utility Billing — Penalties for Delinquent Accounts.
City Administrator/Finance Director Flaherty said the Council suspended the 10% penalties on
utility bills last year due to COVID-19. In October 2020 increased to 5% through the February
2021 billing. Staff needs direction going forward to extend the 5% or return to the 10%. A
chart has been prepared to compare delinquent accounts receivable numbers from January
2019 — February 2021.
Mayor Stockamp motioned to continue the penalty at 5% until the end of 2021,
seconded by CM Goede. Voice Roll Call: In favor; Goede, Stockamp, Darkenwald,
Moores and Dahl. Against: none. Motion carried 5-0.
CM Darkenwald at 6:56 PM motioned to continue this special meeting following the
7 PM City Council meeting, seconded by CM Goede. Voice Roll Call: In favor; Goede,
Stockamp, Darkenwald, Moores and Dahl. Against: none. Motion carried 5-0.
Mayor Stockamp motioned to reopen this special meeting at 8:19 PM, seconded by
CM Goede. Voice Roll Call: In favor; Goede, Stockamp, Darkenwald, Moores and
Dahl. Against: none. Motion carried 5-0.
2 Pavement Management — Review and Discuss Funding Policy.
City Administrator/Finance Director Flaherty said the current pavement projects would not meet
the benefit through an appraisal. Property Taxes, Special Assessments and Franchise Fees
have been discussed at past meetings. Staff was directed to bring back analysis based on a
$1,000 cap, leaving out overlay projects.
The Capital Improvement 10 year Plan was updated, using 6,254 parcels. Council reviewed a
cash flow summary:
Over 50 years Total Annual
Model A (current) Taxes & Assessments $12,815 $256
Model B Taxes, Assessments & Franchise Fees $17,615 $352
Model C Taxes & Franchise Fees $10,474 $209
Model D Taxes, $1k Assessment & Franchise Fees $11,639 $233
There are 360 parcels to be included in the next 10 years — reconstruction and reclaim projects.
After further discussion, council wants to see a policy level change with 20% of project cost,
capped at $1,000 (Model D).
Planner Licht said staff would need to amend the ordinance and set the amount in the fee
schedule, otherwise you need to amend the assessment policy on an annual basis.
Mayor Stockamp asked what about previous assessments with amounts more than $1,000.
Engineer Wagner noted it has been 3 years since the last assessment.
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City Administrator/Finance Director Flaherty noted the new revenue through Franchise Fees
would start in 2022.
Staff will need to revise the Heritage Hill Feasibility Report to include a $1,000 assessment and
bring back to the council at the next meeting, schedule a public hearing, notify the residents,
hold public hearing, decide to move forward. With the bidding process, this will most likely
come back to Council in June.
Mayor Stockamp wants the presentation to include new formula. Biggest point is concrete curb.
This is the first time the residents will be seeing the $1,000 cap. Engineer Wagner will include
language noting this is a new policy.
City Administrator/Finance Director Flaherty will bring back:
• Ordinance amendment (need to post 10 day notice on the website)
• Policy change
• Fee schedule change
• Feasibility Report — to call for a public improvement hearing (needs to be 30 days out)
Engineer Wagner said if residents have questions, a pre -meeting can be held prior to the public
hearing or they can schedule a one-on-one appointment.
Other business — City Council looked at dates to schedule a group photo. Once scheduled, City
staff will post a notice of Quorum.
4. Adjourn.
CM Darkenwald motioned to adjourn at 9:06 PM, seconded by CM Goede.
Voice Roll Call: In favor; Goede, Stockamp, Darkenwald, Moores and Dahl. Against:
none. Motion carried 5-0.
�bhayor Jessica Stockamp
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Audra Etzel, City Clerk
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