ITEM 3.2A 11.10.2014 MinutesITEM 3-2A
OTSEGO CITY COUNCIL MEETING
OTSEGO PRAIRIE CENTER
NOVEMBER 10, 2014
7:00 PM
Call to Order.
Mayor Jessica Stockamp called the meeting to order at 7:00 PM.
Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner, Tom Darkenwald, Jason
Warehime and Doug Schroeder.
Staff: Lori Johnson, City Administrator; and Connie Schwecke, Recreation Administrative
Assistant.
Pledge of Allegiance: Mayor Stockamp led in the Pledge of Allegiance.
1. Open Forum.
No items.
2. Consider agenda approval.
City Administrator Johnson requested to amend the agenda to remove item 7.1 from the
agenda.
CM Heidner motioned to approve as amended. Seconded by CM Warehime. All in
favor. Motion carried 5-0.
3. Consent Agenda. ,Non -controversial items
3.1 Approve Claims List.
3.2 Approve City Council Meeting Minutes.
A. October 27, 2014 Meeting.
B. October 27, 2014 Special Meeting,
3.3 Accept Resignation from Parks & Recreation Commissioner Brian Fahey.
3.4 Resolution 2014-75 to canvass results of the City Election.
3.5 Approve hire of Seasonal On- Call Maintenance Worker.
3.6 Approve City Code Amendment regarding requirements for subsurface sewage treatment.
3.7 Approve law firm of Campbell Knutson be retained to revise the City Personnel Manual.
CM Heidner motioned to approve as written. Seconded by CM Schroeder. All in
favor. Motion carried 5-0.
4. Administration:
4.1 Approve revised Service Agreement with ADP.
City Administrative Johnson presented the staff report. She stated when ADP recently updated
and implemented new software without City authorization, problems with interfacing of the
City's payroll system arose. She said that when the City met with ADP, it was found that the
only solution, to keep accurate payroll records and produce year end W2's, was to switch to a
different and more costly payroll software program. The previous system is no longer
supported by ADP. She indicated staff is frustrated with ADP for making the change without
proper process, the resulting payroll problems, increasing costs, and for not providing an
acceptable solution. Ms. Johnson also added the increased cost of this new software program
is $ 773.02 per month for a total cost of $1,293.17 a month. Mayor Stockamp questioned if the
City was notified by ADP or if staff noticed the discrepancies of the software. City Administrator
Johnson said that staff found the problems and ADP immediately admitted that ADP erred in
moving the City to this system. She concluded that since ADP did not give the City good
information on the changes of this software and with the higher costs, staff is requesting to
research other payroll software providers to find if there is a better and more cost effective
payroll software program for the City to use in the future.
CM Heidner motioned that staff is authorized to implement ADP Resource software
for City of Otsego payroll processing immediately. Seconded by CM Schroeder. All in
favor. Motion carried 5-0.
4.2 Schedule interview for Planning Commission Applicant.
City Administrator Johnson presented. She requested a meeting be scheduled to interview an
applicant for the Planning Commission, Roger Mord, on November 24 at 6:30pm. CM Warehime
requested that if there were any other applicants, they should be scheduled at the same
meeting as well.
CM Darkenwald motioned to schedule a meeting to interview all applicants for
November 24 at 6:30pm. Seconded by CM Heidner. All in favor. Motion carried 5-0.
5. Public Works:
5.1 Final Pay Estimate to Asphalt Surface Technologies.
City Administrator Johnson presented. She stated that City Engineer Wager is concerned that
the City maintain good working relations with this company for two reasons; first, their previous
work for the City, has been good and at a reasonable price and the second reason is that they
are the only micro -surfacing company in the state. She also stated that it was likely that the
City would need to continue to work with them in the future. CM Warehime added that the
project was completed within a couple weeks of the deadline and was in favor of keeping a
good relationship with this company.
CM Schroeder motioned to approve Final Pay Estimate to Astech Corporation of St.
Cloud, MN in the amount of $159,050.48 with liquidated damages waived for the
2014 City of Otsego Micro -Surface Project. Seconded by CM Heidner. All in favor.
Motion carried 5-0.
6. City Council Reports and Updates.
CM Warehime discussed signage issues in the City. He stated that the lights on the City
watertower off of 70th St and visible from Interstate 94 were not working. After researching
this concern, he found that there was a mal -functioning switch. He also stated that he would
like to see the lights used on the City watertower off Queens and visible from Highway 101 also
used on the 70th St watertower because they are visibly brighter and look better.
Mayor Stockamp congratulated CM Heidner and CM Darkenwald for retaining their City Council
seats.
7. Staff Reports and Updates.
7.2 Bountiful Baskets.
City Administrator Johnson presented. She stated that Bountiful Baskets was a food coop not a
food shelf and this company was asking the City to waive the costs of staffing, $700-$1,200,
per year.
CM Heidner requested more information about this company and also an option to visit
Plymouth site. After discussion, a special work session was requested for December 8 at 6:30
pm to meet with Ms. Meneley and have her available to answer questions. It was requested
that Parks and Recreation Manager Demant attend this work session as well.
CM Schroeder motioned to call a special work session to meet with Ms. Meneley and
discuss options for Bountiful Baskets. Seconded by Mayor Stockamp. All in favor.
Motion carried 5-0.
City Administrator Johnson gave an update about the Hospital District Board election and the
two top write in candidates with the same number of votes. She stated that there was a tie
between Mark Hill and Rob Vandenberg and that the Hospital District Board will determine who
will fill the seat. Mayor Stockamp requested that the final result be reported back to the Council.
8. Adjourn.
CM Darkenwald motioned to adjourn. Seconded by CM Warehime. All in
favor. Motion carried. Adjourned at 7:24 PM.
ATTEST:
Tam! Loff, City Clerk
Mayor Jessica Stockamp
Written by: Connie Schwecke, Recreation Administrative Assistant