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ITEM 3.2D 6.8.2015 MinutesITEM 3_2L7 OTSEGO CITY COUNCIL MEETING OTSEGO PRAIRIE CENTER JUNE 8, 2015 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, Doug Schroeder, Jason Warehime and Tom Darkenwald. Staff: Lori Johnson, City Administrator; Daniel Licht, City Planner; Ron Wagner, City Engineer; Andy MacArthur, City Attorney; and Tami Loff, City Clerk. Pledge of Allegiance: Mayor Stockamp led in the Pledge of Allegiance. 1. Open Forum. City Attorney MacArthur stated the city cannot accept comments from residents for items on the agenda that the public hearings have already been closed. 2. Consider a_e�pproval. City Administrator Johnson requested to add Item 8.5 Compensation and Classification Study Consultant Consideration. CM Heidner motioned to approve as amended. Seconded by CM Schroeder. All in favor. Motion carried. 3. Consent Agenda. (Non -controversial items 3.1 Approve Claims List. 3.2 Approve City Council Meeting Minutes. A. May 26, 2015 Special Meeting. B. May 26, 2015 Meeting, 3.3 Received Commission Meeting Minutes. A. Planning Commission May 18, 2015. 3.4 Approve One Ton Truck Purchase. 3.5 Approve Agreement for PW/City Hall Land Swap. 3.6 Approve 2015 Crack Sealing Quote. CM Heidner motioned to approve. Seconded by CM Schroeder. All in favor. Motion carried. CM Darkenwald stated for the next two items; although he has no personal interest in the property he will be as he has in the past abstaining on these items and stepping down. CM Darkenwald stepped down from the dais at 7:06 PM. 4. Community Development: 4.1 Riverbend South. A. Preliminary and final plat to subdivide one commercial lot and three outlots. City Planner Licht presented the staff report. CM Heidner asked if Outlot C is fully developable. City Planner Licht stated it would be reviewed closer with the final plat. CM Heidner asked for clarification on correct Resolution number report states 2015-28 and Resolution is marked 2015-29. City Clerk Loff said the correct number is 2015-28. CM Heidner motioned to approve the Preliminary and Final Plat for Riverbend South as outlined in the Findings of Fact and Decision as presented in report dated June 1 and Resolution 2015-28 establishing a no parking zone on 72"d Street within Riverbend South. Seconded by CM Schroeder. Motion carried 4-0. 4.2 Kwik Tri). A. Conditional use permit to allow a convenience store with gasoline sales, commercial car wash and truck stop facility. City Planner,Licht presented the staff report. CM Heidner asked if the proposal is a single car wash. City Planner Licht said correct. CM Heidner asked if the 12 ft. fence will completely cover the trailer. City Planner Licht said the top portion of the trailer likely will be visible. CM Warehime asked if the proposed fence is considered sound reducing. City Planner Licht said it is a slotted metal fence which will provide privacy and the sound study provided stated the fencing would provide some reduction. Mayor Stockamp asked if Outlot A will be city property eventually. City Planner Licht said yes. CM Warehime said regarding the decimal measurements of sound for the Anoka Equine Horse Clinic is that measured with the fence being installed. City Planner Licht said the updated sound study provided this evening with 63 decimals is within the limit. CM Heidner is there some analysis of the truckers lounge capacity at one item. City Planner Licht said it was evaluated based on square footage not seating or capacity. He sated the developer has commented the site parking would be limited to the mandated 30 minute breaks. CM Warehime said he would think if the goal is 30 minutes it would be just a fueling station not a truck stop. He stated he did speak with the Wright County Sergeant in the area regarding the St. Michael Kwik Trip and he confirmed what the City Planner said that the main calls there are for gas drive off and theft. He said regarding the truck noise and the St. Michael residents in close proximately to that location there were no complaints. Mayor Stockamp said she would think the laundry facility would keep them longer than 30 minutes. CM Heidner questioned what would keep the applicant to have seating similar to Emma Krumbees Express gas station in Albertville instead of a truckers lounge. City Planner Licht said the conditions could be modified. CM Warehime said he agrees with the fueling station it would be a nice fit but doesn't agree with a truck stop. CM Heidner motioned to approve a conditional use permit for Kwik Trip, Inc. allowing development of a convenience store with motor fuel sales, truck stop, and commercial car was as outlined in the seventeen conditions in the Findings of Fact and Decision dated June 2, 2015 the same conditions recommended by the Planning Commission. Seconded by CM Schroeder. Motion carried. 4-0. Mayor Stockamp called a short recess at 8:01 PM. Meeting convened at 8:16 PM. CM Darkenwald returned to the dais at this time. 5. Public Safety: 5.1 Consider Resolution 2015-29 Adopting the Wright County Emergency Operations Plan. Albertville Fire Chief Eric Bullen noted for the City Council the next Fire Advisory Board meeting has been rescheduled for tentatively July 8. He then reviewed the recommendation to adopt Wright County's EOP. He said if the Otsego does adopt the attached Resolution; Wright County Emergency Management Coordinator Steve Berg will incorporation into County's plan. CM Warehime stated this is just for formality it doesn't take away Eric's responsibilities as the leading emergency management for Otsego. CM Warehime motioned to adopt Resolution 2015-29 adopting the Wright County Emergency Operations Plan. Seconded by CM Heidner. All in favor. Motion carried. 2 6. Annual Stormwater Pollution Prevention Plan Meeting: 6.1 SWPPP: A. City Engineer Presentation. B. Public Comments. City Engineer Wagner presented the annual report. Mayor Stockamp opened for public comments at 8:25 PM. There were no public comments. CM Darkenwald asked who this is mandated by. City Engineer Wagner said it is governed by the MPCA and it's an enforceable permit. Mayor Stockamp asked if Hakanson Anderson will be doing the inspections. City Engineer Wagner said yes. Mayor Stockamp asked whom is responsible for the private ponds the landowner or the City. City Engineer Wagner said it is under the city's jurisdiction and that is the preference. He explained the city has easements to access the stormwater ponds. 7. Public Works: 7.1 Consider Awarding Contract for 90th Street Trail. City Engineer Wagner presented staff report. He stated at a previous meeting the City Council already approved the pedestrian cross walks across 90th Street which is a separate project. CM Warehime questioned if extending culverts could be funded by the park development fund. City Administrator Johnson said yes if the culvert is part of the project. City Administrator Johnson said the total project cost with the lights previously approved would be around $75,000 and the budget was $57,000. CM Warehime motioned to approve low quote of $61,365 and award the contract for the 90th Street Trail Project to from Omann Brothers of Albertville, MN. Seconded by CM Schroeder. All in favor. Motion carried. 7.2 Consider Awarding Contract for 2015 Street Proactive Maintenance. City Engineer Wagner presented the staff report. CM Heidner said in the past we have had issues with company not finishing the work, we hold some money but not sure it covers the cost can we increase the amount we hold. City Engineer Wagner said yes and that he did have conversations with the low bidder that they still have items to need to be completed and if it continues it will go on file. CM Heidner questioned on when we bid out projects can we have a percentage we hold. City Administrator Johnson stated the City already has the right to withhold retainage to ensure the project is completed properly; it is within the City's discretion to withhold five or ten percent. She further explained that the City Engineer makes a judgment on the withholding percentage or amount when the pay estimates are submitted. No change is needed to withhold more other than for the engineer to increase the amount based on the status of the project. CM Warehime questioned the striping that was done previously on 96tH Street by the County Park; his understanding is that residents were concerned with speeding traffic and so they were striped with double yellow lines. City Engineer Wagner said yes it was done as a traffic calming device and he believes it has provided traffic calming. CM Warehime also commented it's nice to see it come in lower than the amount in the CIP. CM Warehime motioned to approve a contract with the low bid from Allied Blacktop in the amount of $230,413.89 for the 2015 Otsego Proactive Maintenance Project. Seconded by CM Heidner. All in favor. Motion carried. 8. Administration: 8 1 Consider Resolution 2015-30 Approving Alternate Dissemination of Bids and Requests. City Administrator Johnson presented. CM Heidner motioned to approve 2015-30 authorizing the use of Alternative Dissemination of Bids and Requests Per Minnesota Statutes 331A.03, Subd.3. Seconded by CM Darkenwald. All in favor. Motion carried. 3 8.2 Consider Interim Wastewater Odor Mitigation Options. City Administrator Johnson said she has been a taking many calls from residents regarding the odor issue at the east treatment facility and that resolving the odors at both facilities is an urgent matter. She stated that she was in contact with Scott Schaefer AE2S last week to make all possible process changes and to get options from him on interim steps that can be taken immediately to resolve he matter. Scott Schaefer, AE2S, presented the City Council with cost estimates for the interim odor mitigation; he reviewed the east facility costs. He is recommending taking everything out and starting over which would be faster than nursing the digesters back to health. He reviewed the costs of hauling to three different facilities. He and Utility Manager Kurt Neidermeier are recommending hauling to Big Lake and/or Buffalo. City staff still needs to confirm with Big Lake that their system can handle the haul. Mayor Stockamp asked if half could be removed or is it better to just remove all and start over. Mr. Schaefer said it would help but if it didn't resolve the issue there may be more costs that incur to haul again. CM Heidner asked how long it will take to move it. Mr. Schaefer said a week or two. Utility Manager Neidermeier estimated about 255,000 gallons. Mayor Stockamp asked how soon it can start. Utility Manager Neidermeier said he still needs to confirm with Big Lake and then as soon as possible. The City Council consensus was for the sake of the residents it should be taken care of as soon as possible. CM Heidner motion to authorize spending up to $65,000 from the Sewer Fund to haul biosolids to an outside facility, possibly either Big Lake and/or Buffalo facilities. Seconded by Mayor Stockamp. All in favor. Motion carried. Utility Manager Neidermeier said the city has received some recent complaints on the odor near the west facility. Estimates were provided for hauling for the west facility. The City Council agreed with the west facility that could be run out of normal operations with City staff to determine. CM Warehime asked how many gallons at the west plant. Utility Manager Neidermeier said 300,000 gallons per day.CM Warehime asked if it would be 8,000 gallons a week hauled. Mr. Schaefer said close they don't have that exact number. CM Warehime stated that if we need to haul more than 8,000 then we need to do it. CM Warehime asked how long it will take to get it the odor under control. Mr. Schaefer said the plan was to haul from the west to the east but then there was the odor issue on the east so we have not been able to haul like we wanted to. He said removing some from the west should help he said it is hard to estimate on time. CM Warehime stated again he just wants to make sure city staff has approval to keep going if needed. Mayor Stockamp asked the residents in the audience to pass on the plans to their neighbors. City Administrator Johnson said City staff will respond to residents that requested a return email. Additionally City Administrator Johnson stated that an update can be added to the city website under the "project" section. Resident Ed Kolenda, 7401 Large Avenue NE, recommended adding the information to the city newsletter. Resident Brenda Schultz, 5594 Raintell Court NE, lives near the east facility, thanked the City Council for their decisions for tonight as well as City Administrator Johnson for her assistance. Ms. Schultz said they are in the process of selling their home and needs something in writing from the city to include for selling and if she understands correctly there will be information provided on the city website. Mayor Stockamp said correct it will be listed under the project link. City Administrator suggested also referencing the city council minutes which will be available after June 22. City Administrator Johnson stated that if your realtor needs a 11 statement from the City, she can send something to Ms. Schultz specifically for her issue. Ms. Schultz will follow up with the City Administrator. Ms. Schultz said her second question is will the smell increase during the hauling. Mr. Schaefer said it is hard to estimate. He is not sure if the loading operation will release some odors as the tanks are drawn down. He said they will figure out how to draw them down to minimize the odor. Ms. Schultz asked is a plan to expand the east facility. City Engineer Wagner said the east plant is capable of a million gallons and we currently are received 250,000- 275,000 gallons so it is well within capacity. It's just it was overloaded with the hauling from the west facility. Mayor Stockamp thanked the residents for their comments. 8.3 Set Worksession Meeting Dates. City Administrator Johnson is recommending scheduling a worksession for the second Finance Director Interviews and Economic Development Strategies in June and the Otsego Apartments LLC TIF application in July. Mayor Stockamp motioned to call a special meeting on June 24, 2015 at 5:30 PM for second interviews for the Finance Director and Economic Development Strategies at and a special meeting on July 9, 2015 at 6:30 PM for the Otsego Apartments LLC TIF application both to be held at City Hall, 13400 901h Street NE. Motion carried 4-0. CM Darkenwald abstained. 8.4 Consider IT Purchases. City Administrator presented the recommendation from IT Consultant Rob Snavely to replace servers. CM Schroeder motioned to approve TR Computer Sales LLC quote dated June 3, 2015 for IT Equipment in the amount of $20,698 and associated installation not to exceed $7,812.50 with funding from the Capital Equipment Revolving fund. Seconded by CM Warehime. All in favor. 8.5. Compensation and Classification Study Consultant Consideration. City Administrator said the interviews of the two consultants were held this evening. She is requesting direction from the Council on selection of a consultant. The City Council consensus was to select Springsted. CM Darkenwald motioned to approve the proposal from Springsted along with the alternative Systematic Analysis and Factor Evaluation (SAFE) System Seconded by CM Warehime. All in favor. Motion carried. 9. City Council Reports and Updates. 9.1 25 Year Anniversary Request. Mayor reviewed the request from the committee for $2500 and use of the PW garage for an event to be held in November. CM Warehime questioned if the event is planning on having alcohol. Mayor Stockamp said the committee is still in talks with the Otsego Lions to serve beer. CM Heidner motioned to approve a preliminary budget of $2,500 from the Council Contingency budget for the Otsego 25th Anniversary celebration and use of the public works garage at City Hall for an event on November 21, 2015. Seconded by CM Schroeder. All in favor. Motion carried. 5 Other - CM Heidner asked if MinnMed is expanding. City Planner Licht said the city has not received a formal application. Fire Chief Eric Bullen gave an Albertville Fire Advisory Board update. 10. Staff Reports and Updates. City Administrator Johnson noted the resignation of a Street Department Maintenance II employee today. His final date of employment with the City is June 19. She said recommendations for filling this vacancy will be presented on June 22. The Council acknowledged the resignation. City Engineer Wagner said the 70th Street Precon meeting is scheduled for this Wednesday, with construction to start on the 22nd 11. Adjourn. CM Darkenwald motioned to adjourn. Seconded by CM Warehime. All in favor. Motion carried. Adjourned at 9:42 PM. ATTEST: Tami Loff, City Clerk Mayor Jessica Stockamp