08-30-21 Special City Council MinutesCITY OF OTSEGO
SPECIAL CITY COUNCIL MEETING
MONDAY, AUGUST 30, 2021
5:30 PM
OTSEGO PRAIRIE CENTER
Call to Order.
Mayor Jessica Stockamp called the Special Meeting to order at 5:33 PM.
Mayor Jessica Stockamp; Councilmembers: Jeff Dahl and Brittany Moores. City Staff: City
Administrator/Finance Director Adam Flaherty; Human Resources/Assistant City Administrator
Sabrina Hille; Streets Operations Manager Kevin Lamson, Parks and Recreation Director Ross
Demant, City Engineer Ron Wagner, City Planner Dan Licht, and City Clerk Audra Etzel. Absent:
Councilmembers: Tina Goede and Tom Darkenwald.
1. 2022 Budget, Tax Levy and Capital Improvement Plan Review.
City Administrator/Finance Director Flaherty reviewed the budget meeting #6 materials which
including department budget review schedules as outlined in the packet and a tax levy
summary. Staff is seeking Council input during these budget review meetings in order to
effectively and efficiently move the budgeting process forward.
City Clerk Etzel reviewed the Administration and Elections budgets and how they align with the
strategic plan. The City Clerk's department plans to focus on staff working with ISD 728 to
establish a Polling Place Agreement, adding one to two additional polling sites, redistricting
election boundaries based on the Census, recruiting and training election judges, using election
judges to work absentee and direct balloting 46 days prior to the elections and records
management. The budget for Election Judge wages is proposed for increased pay rates and
increased hours to off -set a majority of time traditionally covered by full time staff. Staff was
asked to research the Election Judge hourly rates for Elk River, Dayton and Rogers. There is
also a proposed increase in equipment to meet the needs to set-up an additional precinct. City
Administrator/Finance Director also reviewed other expenses. The City Council concurred with
the budgets as presented.
City Administrator/Finance Director Flaherty reviewed the Prairie Center budget. There were
just a few changes for ADA accessibility. Parks and Recreation Director Demant said the ADA
transition plan prioritizes the improvements and where improvements need to happen, for
example, to lower the sinks in the bathroom. The City Council concurred as presented.
City Administrator/Finance Director Flaherty reviewed the City Hall & Public Works Building
budget. The budget was reduced based on the outcome of the building study. Improvements
are put on hold if the building is going to be repurposed. The City Council concurred as
presented.
City Administrator/Finance Director Flaherty reviewed the Old Township Site budget. Staff
budgeted for utilities. The City Council concurred as presented.
City Administrator/Finance Director Flaherty reviewed the Engineering budget. The amount is
consistent with past years budgets. Engineer Wagner addressed the speed limit sign changes
and said the State Statue changed in 2019. They estimated 130 signs to be changed for a cost
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of about $7,000 and a cost to draft policy and implement; for a total cost of about $10,000.
City Administrator/Finance Director Flaherty asked if the Council would like to budget for speed
limit changes? Mayor Stockamp said she gets a lot of calls from residents regarding speed and
speeding. Some areas have sidewalks where it is safer for pedestrians to travel. Engineer
Wagner said the City could present a citywide speed reduction by preparing a policy, resolution,
and a memo on why reducing to 25 mph. Staff will work with the subcommittees and bring
back to the City Council. The City Council concurred as presented.
Parks and Recreation Director Demant reviewed the Park Maintenance and Recreation budgets
and how both align with the strategic plan. The Parks Department has partnered with the DNR,
Wright County, ISD 728 and the City of Rogers on various projects. Staffing needs were
reviewed and their department is planning for growth, recommending adding another Parks and
Recreations Operations Coordinator. The equipment, building maintenance and safety were
also reviewed. Mayor Stockamp asked about the wages for the additional Parks and Recreation
Operations Coordinator. City Administrator/Finance Director Flaherty said $54,748 would be
the starting wage, the budget impact would be approximately $51 thousand since the hiring
timeline is for the Spring of 2022. CM Moores asked if there would be enough work for the
position? Parks and Recreation Director Demant said the new position would be planning
during the down time and helping with plowing. City Administrator/Finance Director Flaherty
explained the difference between the levels and duties. Parks and Recreation Director Demant
went over the goals and focus for the department including Capital Improvement Plan, program
surveys, and senior programs. City Administrator/Finance Director Flaherty noted the park
maintenance budget is up about $69,000 in total. Parks and Recreation Director Demant is
looking into water conservation programs to help reduce the cost of irrigation. City
Administrator/Finance Director also reviewed the recreation budget. Mayor Stockamp asked
about additional staffing. Parks and Recreation Director Demant said they are seeing growth in
their programs. Mayor Stockamp asked about revenues received for the programs. City
Administrator/Finance Director said the revenues received year-to-date are on track. CM Moores
asked if the program pricing is comparable? Parks and Recreation Director Demant said their
staff is continuing to work on affordable quality programing. The City Council concurred with
the park maintenance and recreation budgets as presented.
City Administrator/Finance Director Flaherty reviewed the Heritage Preservation Commission
budget. The City Council concurred as presented.
City Administrator/Finance Director Flaherty reviewed the Parks and Recreation Commission
budgets. This budget item is new, as this came out of Park & Recreations budget in the past.
The City Council concurred as presented.
City Administrator/Finance Director Flaherty reviewed the Planning Commission budget. The
City Council concurred as presented.
Mayor Stockamp asked if staff had any training recommendations for the commission members.
Staff will make a recommendation if trainings become available.
City Planner Licht reviewed the Planning budget and the proposed fee structure for 2022. The
numbers in the budget are not for developments but city projects; as development costs are
reimbursed through escrow accounts. City Planner Licht reviewed their rates and is proposing
an increase from their 2014 price of $125 per hour to $130 per hour for development work, the
City rate of $100 per hours will remain the same, other standard items like questions and
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zoning issues are charge at $60 per hour and costs to attend a meeting is $250 per meeting.
City Planner Licht reviewed the Comprehensive Plan update process and cost of $37,950;
explaining there are grant opportunities. City Administrator/Finance Director Flaherty said the
Comprehensive Plan is an important document, especially with the growth the City is
experiencing. Engineer Wagner said the Comprehensive Plan guides the land use, noting
changing what was planned could impact for example parks, transportation, land uses planned,
etc. The budget presented earlier to City Council does not include the Comprehensive Plan
amendment. The City Council concurred with adding the costs of the Comprehensive Plan
update to the 2022 budget.
City Administrator/Finance Director Flaherty reviewed the Interfund Transfers. There is no
budget for this item. The 2021 year-to-date numbers currently indicate that a transfer in 2022
will be likely. Additionally, he noted that the Council has a $2.4 million transfer pending for
2021, which will be reviewed during the capital improvement plan review meetings later this
fall. The City Council concurred as presented.
The City Council and staff reviewed the proposed staffing additions: Finance PT, Intern
Administration PT, Street Maintenance FT, and Park and Recreations Operations Coordinator FT.
City Administrator/Finance Director Flaherty will update the budget to include the
comprehensive plan and prepare a summary.
The Council could adopt the Preliminary Tax Levy for Taxes Payable 2022 at the September 13th
or 27th meeting. Mayor Stockamp would like to place on the September 27th meeting to allow
the two missing City Council members time to review the narratives presented tonight.
The final budget and property tax levy will not be adopted by the City Council until December,
so changes to the budget can still be made between now and then. Noted, the property tax
levy can be decreased, but the levy cannot be increased. The City Council concurred as
presented.
Mayor Stockamp motioned to call for a Special Meeting on September 13, 2021 at
6pm to review the 2022 budget and franchise fees, seconded by CM Moores. Roll
Call: In favor; Dahl, Stockamp and Moores. Against: none. Motion carried 3-0.
2. Adjourn.
Mayor Stockamp motioned to adjourn the meeting at 7:55 PM, seconded by CM
Dahl. Roll Call: In favor; Dahl, Stockamp and Moores. Against: none. Motion carried
3-0.
M or Jessica Stockamp
ATTEST: r" -'E�L
Audra Etzel, City Clerk
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