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10-25-21 Special City Council MinutesSPECIAL OTSEGO CITY COUNCIL MEETING MONDAY, OCTOBER 25, 2021 5:30 PM OTSEGO PRAIRIE CENTER Call to Order. Mayor Jessica Stockamp called the meeting to order at 5:31 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Tom Darkenwald, Tina Goede, Jeff Dahl and Brittany Moores. Present City Staff: City Administrator/Finance Director Adam Flaherty, Human Resources/Assistant City Administrator Sabrina Hille, Streets Department Manager Kevin Lamson, Parks and Recreation Director Parks and Recreation Director Demant; City Planner Daniel Licht; and City Clerk Audra Etzel. 1. Progress Report: Public Works & City Hall Facility Study. City Administrator/Finance Director Flaherty outlined the materials in the packet. Jonathan Loose and Jordan Medeiros from Wold Architects presented a progress report as included in the packet. CM Darkenwald said the Full Time Employee (FTE) numbers used for 2030 and 2040 were an estimate and the City is not required to hire the FTE numbers used. City Administrator/Finance Director Flaherty agreed the numbers are an estimate. Mr. Loose said they have discussed the FTE projections with the staff to come up with numbers; also used population projections. Mayor Stockamp noted the Prairie Center building was renovated in 2013, not 2010. Mayor Stockamp asked about the consolidation and CM Moores asked what will happen to the space if City Hall were removed from the current site? Mr. Loose said there would be cost to renovate, best to wait until the use of the building is decided. Streets Department Manager Lamson said the space is good for cold storage, but not for office space, right now the space is inefficient and the intersection is not a safe. CM Moores asked what cities toured were comparable in size? Mr. Loose said for the projected growth: Shakopee, Fridley, and Carver. Option A was reviewed. Mayor Stockamp asked about the deferred maintenance for Prairie Center. Ms. Medeiros said this is tied into the renovation and included further in the presentation. Mayor Stockamp asked if the price to purchase the land was included? Mr. Loose said the cost to purchase land is not included in the project costs, as this is unknown if needed. Option B was reviewed. CM Moores asked what is proposed for remodeling City Hall and Prairie Center deferred projects? Mr. Loose said the options all have the same end result. Mayor Stockamp noted there was no equipment stored outside at several of the city's that were toured. Mr. Loose said he believes they did have equipment stored outside, the tour was during the day and equipment was probably out in the field. The old city hall storage at CSAH 39 was discussed. Both Parks and Recreation Director Demant and Streets Department Manager Lamson agreed the equipment will last longer if not stored outside. City Planner Licht said the campus was originally planned to around the old township city hall areas of CSAH 39 and Nashua, but there were challenges with the site. Staff does store items at the Old City Hall site, but only seasonal items and not day-to-day equipment that is used. CM Darkenwald asked about the cost for cold storage. Mr. Loose said there are options that can be considered for the cold storage at the north site. CM Darkenwald said the core group did discuss the cold storage to fit projected growth going forward. City Administrator/Finance Director Flaherty this is a Page 1 of 4 MINUTES OF THE CITY OF OTSEGO SPECIAL CITY COUNCIL MEETING OCTOBER 25, 2021 useful use of space to fit current needs. City Planner Licht said both are called cold storage space, but have different options for use. Option C was reviewed, the pos and cons were similar to Option B. Ms. Medeiros reviewed the analysis and their staff feel Option A best meets the guiding principles as discussed. Their recommendation is to go with Option A. CM Darkenwald said the project was driven by Public Works needs and the analysis showed building City Hall first fits the growth plan, with the least amount of disruption. Streets Department Manager Lamson said Option B and C did not make a lot of since in the long term. CM Dahl feels Option A avoids redundancy and allows to do the project once. Mr. Loose said the takeaways: cold storage and city hall costs. The location of a new City Hall can play into the decision. If the property is not City owned, they would need an objective way to decide on the location. Mayor Stockamp said the plan is not complete, the location will need to come into play. Parks and Recreation Director Demant said during the tours the campus feel was important; not just a nice new building. Mayor Stockamp said we need to look at the end user and look at potential locations. The City Council thanked Ms. Medeiros and Mr. Loose. CM Darkenwald at 6:55 PM motioned to reconvene this special meeting following the 7 PM City Council meeting, seconded by CM Goede. All in favor. Motion carried 5-0. Attorney Dave Kendall joined the special meeting. Engineer Wanger and Streets Department Manager Lamson did not return. CM Darkenwald motioned to reopen this special meeting at 8:05 PM, seconded by CM Dahl. All in favor. Motion carried 5-0. City Administrator/Finance Director Flaherty asked to move Item 3. 3.Closed Session -Consider Offer for the Sale of Real Property (MN Statue 13D.05, Subd. 3(c). Mayor Stockamp stated this meeting will be closed in accordance to Minn. Stat. 13D.05, Subd. 3(c) to consider an offer for sale of property at PID #118-290-000010. Mayor Stockamp motioned to close at 8:06 PM to a closed session, seconded by CM Darkenwald. All in favor. Motion carried 5-0. Mayor Stockamp motioned to open the closed meeting at 8:07 PM, seconded by CM Darkenwald. All in favor. Motion carried 5-0. CM Darkenwald motioned to deny the proposal, seconded by CM Goede. All in favor. Motion carried 5-0. Mayor Stockamp motioned to close the closed meeting at 8: 12 PM, seconded by CM Darkenwald. All in favor. Motion carried 5-0. Page 2 of 4 MINUTES OF THE CITY OF OTSEGO SPECIAL CITY COUNCIL MEETING OCTOBER 25, 2021 Mayor Stockamp motioned to re-open the special meeting at 8:12 PM, seconded by CM Moores. All in favor. Motion carried 5-0. 2.2022 Budget, Tax Levy and Capital Improvement Plan Review. City Administrator/Finance Director Flaherty reviewed the Budget Meeting #9 items included in the packet. Trails Management CIP -Fund 202 Parks and Recreation Director Demant reviewed the Trails Management CIP, which was also reviewed with the Administrative Subcommittee. City Administrator/Finance Director Flaherty said they are adding $10,000 per year to keep up with the funding model. Mayor Stockamp asked if the new process will extend the life of the trails. Parks and Recreation Director Demant said yes, they are hoping the micro seal process will help extend the trails for the expected 30 years. CM Darkenwald asked if the inferred equipment is owned by the City? Parks and Recreation Director Demant said they renting the equipment. City Administrator/Finance Director Flaherty said the fund needs to be brought up by $300,000 from transfers, this will balance the budget through the next 10 years for the renewal projects. Mayor Stockamp said the survey showed the trails are important to the community. CM Darkenwald asked where the transfer funds will be coming from. City Administrator/Finance Director Flaherty said from the excess funds, this will be brought back for city council approval. The City Council concurred as presented. Park Development CIP -Fund 203 Parks and Recreation Director Demant discussed projects including (2022 and 2023 projects): •River Access Improvements -Carrick's Landing accesses •Athletic Field Improvements -Prairie Park (Rogers Ball Program has committed to $61,000 of the next 10 years for the SW Field) CM Darkenwald asked about what was included in the improvements. •Ashwood Neighborhood Park. City Planner Licht added Benzinger Homes will be dedicating funds. •Prairie Park Masterplan amenities. Parks and Recreation Director Demant said there are some grant funding to look at to expand. •Wayfinding (signage) was reviewed by the Park and Recreation and Administrative Subcommittee. There are 40 miles of trails, the signage will help with directions. SHIP Grant and funds through Park Development will help fund. This Grant will come before City Council. Mayor Stockamp asked how often the City can apply for a SHIP grant? Parks and Recreation Director Demant will check for future applications. •Land Acquisitions The City Council concurred as presented. Park Capital Equipment CIP-Fund 205 City Administrator/Finance Director Flaherty said this is tax levy funded for items the depreciate and/or need to be replaced. Parks and Recreation Director Demant reviewed the 2022-2023 proposed projects: •Park Improvements -School Knoll Park (Tennis/Basketball Courts) Page 3 of 4 MINUTES OF THE CITY OF OTSEGO SPECIAL CITY COUNCIL MEETING OCTOBER 25, 2021 CM Darkenwald asked why one tennis and basketball courts are being proposed to be removed and replaced with one each, when there were two of each before. Parks and Recreation Director Demant said there may be soil issues. CM Moores said the teachers at the school do use the park. •Soccer Field Lighting -Lehrke Complex. Staff will continue to research and look at cost sharing. City Administrator/Finance Director Flaherty said staff is working on projects and hope to have a better layout going forward. Mayor Stockamp asked about the parking lots. City Administrator/Finance Director Flaherty said there needs to be funds included going forward. CM Darkenwald asked what fund parks have been funded by. City Administrator/Finance Director Flaherty said it has been a couple different funds. Parks and Recreation Director Demant needs to create an asset management plan to stay on top of the projects. The City Council concurred as presented. City Administrator/Finance Director Flaherty noted the next Special Meeting at 5:30pm on November 8th to review Fire Reserve; Capital Improvements; Buildings and Property Maintenance; also, Jerry Striker will have an update on Fire Services. City Administrator/Finance Director Flaherty will follow up with the Core Planning Group to take a look at the cold storage and the evaluation of different locations of City Hall. 4.Adjourn.Mayor Stockamp motioned to adjourn at 9:00 PM, seconded by CM Goede. All in favor. Motion carried 5-0. ea �Qk� JssicaStockamp, Mayor ATTEST: � � Audra Etzel, City Clerk Page 4 of 4