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11-24-97 CCCITY OF OTSEGO WRIGHT COUNTY, MINNESOTA CITY COUNCIL MEETING 6:30 PM COUNCIL CHAMBERS OTSEGO CITY HALL NOVEMBER 24, 1997 1 Mayor La= Fournier will call meeting to order. Mayor Fournier called the November 24, 1997 City Council Meeting to order at 6:30 PM. Mayor Fournier led in the Pledge of Allegiance. b. Roll Call: Mayor Larry Fournier; Councilmembers: Vern Heidner, Mark Berning, Virginia Wendel, Suzanne Ackerman. Staff: Bob Kirmis, Assistant City Planner; John Harwood, City Engineer; Andrew MacArthur, City Attorney; Mike Robertson, City Administrator; Elaine Beatty; City Clerk/Zoning Administrator; Gary Groen, City Accountant; Judy Hudson, Deputy Clerk. Also attending was Ted Field, Bonestroo, Project Engineer. Consider Agendap rn oval. CM Wendel requested the addition under Item 9.3. Discussion of Albertville/Otsego Meeting and Road Maintenance Contract. CM Heidner requested the removal of Consent Agenda Item 5.2. Council approval of Albertville Fire Protection Agreement for 1998 and place under Item 9.3. for discussion. CM Wendel motioned to accept the November 24, 1997 City Council Agenda as amended. Seconded by CM Berning. All in favor. Motion carried. I Consider Minutes: a Special Budget Meeting of October 29,1227_ CM Berning motioned to adopt the Budget Meeting Minutes of October 29, 1997. seconded by CM Wendel. Voting For the Motion: Mayor Fournier, CM Berning, CM Heidner, CM Wendel. Abstained: CM Ackerman (She was not in attendance). Motion carried. b Regular Council Meeting of November 10, 1997, CM Heidner noted for the record, on Page 5, under Discussion of Community Recreation, the second paragraph CM Heidner noted a lot of the Rrogr ms are run out of Elk River and scheduling for Otsego could be difficult to ha_ndle.. The point he was making is it is difficult to tell when Otsego residents are in some of the programs. Mayor Fournier clarified his view under this same discussion Mayor Fournier requested CM Beming to ask about the non-residents paying higher fees_._ his intention was for Otsego residents to pay higher fees to off set the city's portion of costs. CM Heidner motioned to adopt the Council Meeting Minutes of November 10, 1997. Seconded by CM Ackerman. All in favor. Motion carried. City Council Meeting of November 24, 1997, cont'd. Page 2. C. Special Council Workshop Review Roadway Management Plan 11/17/97. CM Berning motioned to adopt the November 17, 1997 Council Workshop Minutes. Seconded by CM Heidner. Voting For the Motion: Mayor Fournier, CM Heidner, CM Wendel, CM Berning. Abstained: CM Ackerman (She was not in attendance) Motion carried. 4. Open Forum: 4-1- Special Presentation: a Gary Groen - Update on September/October Finance Mr. Groen reviewed the attached Financial Report for period January 1, 1997 through October 31, 1997 with the City Council. b Teff Bartheld - Park and Rec.Commission u ate Mr. Bartheld encouraged the Council to accept the two new applicants for this Commission. He also requested the Council consider adding a third alternative spot. Roche Martin, current Commission Member has requested an alternate position. Mayor Fournier requested these items be placed on the next City Council Agenda. Mr. Bartheld also requested a change in the Park and Rec. Commission Meetings - from the current second Tuesday of each month to the second Wednesday of each month, 7 PM starting in January 1998. There were no objections from the Council. Mr. Bartheld went over the attached information on Mighty Kids Youth Sports Grant Program and their Needs List for this Grant. He recommended application for this grant. December 30, 1997 is the deadline for application. There was Council discussion with concerns of this being a matching grant, and the distribution of the funds. Mayor Fournier directed City Administrator, Mike Robertson, to review and bring back a recommendation at the next City Council Meeting. Mr. Bartheld's last request was for the Park and Recs. Commission to start on a Holiday Lighting Project this year. They would start out with donated items for decorating the small trees this year and start purchasing the decorations on sale after the holidays. He stated there is $500.00 budgeted for this. The Council discussion was if the budget allows this. 5. Consent Agenda. 5-1. Council approval of 1997 Volunteer Recognition. Item 5.2. was removed from the Consent Agenda to Item 9.3. CM Heidner motioned to adopt the Consent Agenda. Seconded by CM Berning. All in favor. Motion carried. City Council Meeting of November 24, 1997, cont'd. Page 3. A Conditional User Permit to allow: 1 Transfer of oneep r forty (1Der 40) single family property rights, Mr. Kirmis presented the Planner's Report. CM Berning motioned to adopt the Planning Commission's Recommendation and approve the Conditional Use Permit to allow for "one per forty" transfer of development rights within an A-1, Agricultural Rural Service Zoning District subject to the stipulations listed in the Findings of Facts. Seconded by CM Heidner. All in favor. Motion carried. Mr. Kirmis presented the Planner's Report. CM Heidner motioned to accept the Planning Commission's recommendation to approve the Conditional Use Permit to allow an exception from R-3 Zoning District building material requirements construction of a pole -type building not associated with a farming operation subject to the conditions listed in the Findings of Fact. Seconded by CM Ackerman. All in favor. Motion carried. There were none. 7 Andrew MacArthur, City Attorney. 7.1. Discussion of contract regarding• Plans and specs. for wastewater treatment facilites. Mr. MacArthur stated he received the proposal for plans and specs from Bonestroo Engineers and the draft contract which he has reviewed (attached). Mr. MacArthur talked to Bonestroo's attorney today regarding certain items set forth in Mr. MacArthur's attached letter of November 19, 1997. They feel most terms can be negotiated successfully. Council decisions are needed for: 1. If Council wants to go with Bonestroo's Proposal. 2. What size of facility to be contracted for; 3. What does the Council want to do with the proposed agreement. Mr. MacArthur's recommendation, if proposal is acted on that it is contingent upon a contract being successfully negotiated, which can be done in three (3) different ways: 1. Acceptable to City Attorney 2. Bring back to the Council City Council Meeting of November 24, 1997, cont'd. Page 4. 3. To delegate to the City Administrator and City Attorney for successful negotiation and bring back to the Council. Mayor Fournier motioned to direct Bonestroo Engineering to prepare Plans and Specifications for waste water treatment facility at 200,000 gpd facility and contract be subject to the City Attorney and City Administrator's successful negotiation and brought back to the City Council for final approval. Seconded by CM Wendel. Voting For the Motion: CM Wendel, CM Ackerman, CM Heidner, Mayor Fournier. Voting Against the Motion: CM Berning Motion carried four (4) to one (1). (Discussion occurred between the motion being made the actual vote) Discussion: CM Berning questioned if another Public Hearing is required, since the site has changed, service area has changed and now Dayton might not be a part of the project. He also questioned if areas outside of the service area would receive service prior to the service area being filled. Mr. MacArthur answered he doesn't feel another Public Hearing is necessary since the final site selected is in the general site area discussed. The Public Hearing was held as if Otsego would own the plant. Dayton held their own Public Hearing. Mayor Fournier also responded, areas outside of the service area petitioning for service, will be serviced. 7-2. Discussion of contract regarding121ans and specification fors nitary sewer collection/potable water system. Mr. MacArthur noted an estimate was received for this item on October 22, 1997 at $121,000. The City's current contract with Hakanson Anderson is dated 1991 and based on that contract, the fees are in line. See Item 8.1. 7 Discussion and clarification of Albertville Road Contact, Mr. MacArthur went over the status of the Maintenance Contract. Otsego City Council needs to consider the Contract with the changes Albertville City Council needs to act on the contract. The Council discussed the changes and did not have a problem with them except for the change to Number 3. CM Wendel stated Albertville wants to be notified and therefore add to the end of this paragraph and the Albertville Council. The City Council had concerns that Albertville would also need a Resolution. Mr. MacArthur noted the Albertville City Council has not acted on their sub -committee's recommended changes. CM Berning motioned to direct City Administrator, Mike Robertson, to contact the City of Albertville to discuss this contract and resolve any issues. Seconded by CM Ackerman. All in favor. Motion carried. City Council Meeting of November 24,1997, cont'd. Page 5. 7-3.a. Item 5-2. of Consent Agenda Council approval of Albertville Fire Protection Agreement for 1998. CM Heidner motioned to table approval of the Albertville Fire Protection Agreement for 1998 until the Road Maintenance Contract has been approved. Seconded by CM Wendel. Voting For the Motion: CM Ackerman, CM Heidner, CM Wendel, Mayor Fournier. Voting Against the Motion: CM Berning Motion carried four (4) to one (1). 8 John Harwood,ityEngineer- 9-1. gine r- 8 1 Authorization for design of wastewater treatment plant and sanitary sewer collection/potahle water distribution system- Mr. ys .m_Mr. Harwood stated his memo of October 22, 1997 outlines the fees, which are in conformance with the contract they have with the city. A request is needed by motion to approve the preparation of plans and specification for the 1998 Facility. These include the trunk facilities, two lift stations, facilities connecting the lift stations and outlet them to the treatment plant. The water system is the additional well, tower and basic water trunk facility connection. He will also be coming back for 1999 Facility which will extend service, as yet, unknown first development area. The Council discussed with Mr. Harwood and Mr. Field the time line, billing and funding. It was noted by Mr. Harwood everything has been done except putting in for the funding. He advised that this be done now. Ted Field noted he is waiting for approval from the PCA of the documents submitted. Once received, funding will be applied for. He also requested Otsego's Needs Assessment, which is a condition of the loan. Mr. Harwood stated this has been done. Mayor Fournier directed Mike Robertson to coordinate these issues with the engineers to keep this project moving. CM Heidner motioned to defer decision for ordering plans and specification for sanitary sewer collection/potable water system until the first City Council Meeting in December. Seconded by Mayor Fournier. All in favor. Motion carried. 8.2. Council authorization by motion directing preparation of plans and specifications for Odean Avenue Road reconstruction (Funded 80%n ISTEA/20% MSA) John Harwood went over his attached November 18, 1997 letter with the Council. Since there will be an increase in funding level for District 3, Otsego's project could be funded earlier than currently programmed. Because of this, Mr. Harwood recommended the City Council order plans and specifications for Odean Avenue. The Council discussed concerns of just having spent money on crackfilling and funding, billing and assessments. City Council Meeting of November 24,1997, cont'd. Page 6. Mayor Fournier motioned to direct Hakanson, Anderson Associates, Inc., to proceed with the Odean Avenue design for early 1998. Seconded by CM Heidner. All in favor. Motion carried. 9-3- Any other Engineering Business. Mr. Harwood referred to Janele Taveggia's Memo of November 19, 1997 regarding cost comparison for gravel and paved roadways. John said what is needed is to get information from David Chase to find out what has been spent on roads and to take a closer look at what costs should be. The numbers in the memo are standard procedure numbers for setting up the maintenance program. This more detailed information should be available after the first of the year. 9. Council Items. 9-1- Discussion of Community Recreation Meeting - Mark Berning/Jeff Asfahl. After Council discussion of budget concerns with Community Recreation Program, a motion was made. CM Berning motioned to accept the preliminary budget as presented by the Community Recreation Board. Seconded by CM Wendel. All in favor. Motion carried. 9.2. Discuss request from residents on 96th Street NE regarding street light monthly bdlin . CM Wendel motioned that Otsego does not pay for this street lighting. Seconded by Mayor Fournier. All in favor. Motion carried. Mayor Fournier requested staff to check into if the Street Lighting Policy was approved. CM Heidner also requested for staff to check the billings from the Utility Companies for accuracy. 93_ Any --Q 9.3.a. Previously discussed. CM Wendel brought the Council up to date on issues discussed at the last meeting. CM Ackerman also attended. CM Wendel said the City of St. Michael has already vacated their portion of Kadler Avenue in order to accommodate the proposed development in that area. If Otsego vacates their portion, an access would still be in place. The sub -committee informed the Otsego representatives about a recent meeting held in Maple Grove with the NW Rail Transit System. She briefly explained a transit system is being proposed to run on the tracks that go through Otsego. City Council Meeting of November 24, 1997, cont'd. Page 7. 9.4. Mike Robertson - City Administrator's update: 9-4-a- Review of Dolicy for Purchase 6ders. Mr. Robertson reviewed his memo with the Council. CM Berning motioned to establish the Purchase Order System as recommended by Mike Robertson, Interim City Administrator. Seconded by CM Ackerman. All in favor. Motion carried. Mr. Robertson recommended for the Council to hire Robert C. Vogel & Associates to do the context study as recommended by the Heritage Commission. The 1997 balance of this Commission's budget will be carried over to 1998, giving the Commission enough funds for this project. CM Heidner motioned to hire Robert C. Vogel & Associates. Seconded by Mayor Fournier. All in favor. Motion carried. 9.5_ City Clerk's Update. Ms. Beatty reported Burt Bailey, Wright County Human Services, requested a photo of the City Council with the River Rider Bus. This would take place after the first of the year. 9.6. Consider Claims List for approval" CM Berning motioned to accept the Claims List as presented. Seconded by CM Heidner. All in favor. Motion carried. 9.7_ Adjourn by 10 PM. CM Berning questioned the lack of snow removal at 83rd Street and Marlowe Avenue. Mayor Fournier directed Mike Robertson to discuss this with Dave Chase. CM Heidner motioned to adjourn. Seconded by CM Ackerman. All in favor. Motion carried. Meeting a�dy'urned at 9:5 Attest: Elaine Beatty, City Clerk/Zoniy[4 Adm. Recorded by: Judy Hudson, Deputy City Seal cc 112497.wps (colson)