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ITEM 3.2A 6.22.2015 MinutesI-rFm 3-2A OTSEGO CITY COUNCIL MEETING OTSEGO PRAIRIE CENTER JUNE 22, 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 and Jason Warehime. Absent: Councilmembers Doug Schroeder and Tom Darkenwald. Staff: Lori Johnson, City Administrator; Daniel Licht, City Planner; Ron Wagner, City Engineer; and Tami Loff, City Clerk. 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 add Item 4.4 Utility Operator Position and also handed out a map regarding Item 4.1. City Clerk said an updated Item 3.10 Resolution 2015-33 due to typo in Developer name was placed at the dais. CM Heidner motioned to approve as amended. Seconded CM Warehime. All in favor. Motion carried 3-0. 3. Consent Agenda. (Non -controversial items] 3.1 Approve Claims List. 3.2 Approve City Council Meeting Minutes. A. May 28, 2015 Special Meeting. B. June 1, 2015 Special Meeting. C. June 8, 2015 Special Meeting. D. June 8, 2015 Meeting. E. June 9, 2015 Special Meeting. 3.3 Received Commission Meeting Minutes. A. Parks & Recreation Commission May 19 2015. B. Planning Commission June 1, 2015. 3.4 Approve Annual Trail Maintenance Quote. 3.5 Approve Quilley Avenue Culvert Replacement. 3.6 Approve Ordinance 2015-04 Amending the City Code to Establish Fees for Right -of -Wad Permits. 3.7 Approve contracting with Omann Bros Inc. for patching. 3.8 Approve Resolution 2015-31 Amending Resolution 2007-44. 3.9 Approve waiving the Prairie Center Rental Fees for the Ava Inspired 5K Event. 3.10 Approve Resolution 2015-33 Adopting a Development Agreement for Riverbend South 3.11 Approve Resolution 2015-34 Adopting a Development Agreement for Kwik Trip CM Heidner noted a typo on Item 3.2D noise levels should state "decibel "in two locations. CM Heidner motioned to approved with corrections. Seconded by CM Warehime. All in favor. Motion carried 3-0. 4. Administration: 4.1 Wright County Commissioner Mark Daleiden; Otsego Levee Land. Mr. Daleiden was not in attendance. City Administrator Johnson said there is property that has come available near the levee and Mr. Daleiden was inquiring to determine if the city would be interested in participating in the purchase of the property. City Administrator Johnson stated Commissioner Daleiden stated the purchase price is around $10,000. She further stated that a County Committee will be reviewing this on Wednesday. Administrator Johnson stated this is for information only and recommended no action until after the County meeting. CM Heidner said we already own a piece of property further down for access. He said he feels we could get an easement for a lot less than $10,000. The City Council concurred to wait and see what the County decides. City Administrator Johnson to give an update at the next meeting. 4.2 2014 CAFR Report and Audit Results. A. Consider Resolution 2015-32 adopting the 2014 Comprehensive Annual Financial Report. Michael Bosl, KDV Audit Manager, presented the audit findings and the 2014 Comprehensive Annual Financial Report. He said they did issue an unmodified opinion or clean opinion and he said this is the best opinion you can receive. They also did a review of the CAFR for requirements for the GFOA certificate of achievement for excellence in financial reporting and they believe that this year's CAFR would qualify for an award once again this year. He reviewed the Communication Letter and said he is happy to report they didn't have any difficulties or disagreements. He reviewed the end of the Communication Letter some emerging issues coming up within the next few years; one thing he wanted to mention that will have an effect on you next year is implantation of GASB 68 which is related to pensions in government. Next year you will have a liability in your financial statement based on GASB 68 actuary evaluation that includes your portion of the unfunded liability of PERA. He said it will not affect your general fund or your governmental funds at all it will just be on government wide statements and your individual fund enterprise statements. CM Heidner motioned to adopt Resolution 2015-32 adopting the Comprehensive Annual Financial Statement for the Fiscal Year Ending in December 31, 2014. Seconded by CM Warehime. All in favor. Motion carried 3-0. 4.3 Street Department Staffing. A. Approve Appointment of Street Operations Foreperson. B. Authorize Advertisement of Vacant Street Department Positions. City Administrator Johnson presented staff report. CM Heidner motioned to promote Brad Sherrill to Street Operations Foreperson at Pay Grade 11, Step 6, effective June 23, 2015. Seconded by CM Warehime. All in favor. Motion carried 3-0. City Staff is recommending advertising for Maintenance I and Maintenance II positions. CM Warehime motioned to authorize the advertisement for two Street Department positions: Maintenance I and Maintenance II effective June 23, 2015. Seconded by CM Heidner. All in favor. Motion carried. City Administrator Johnson noted the job descriptions for these positions have been updated with some minor changes and will be brought back at a later date. 4.4 Utility Operation Position. City Administrator Johnson said Utility Operator Eric Moening has accepted a position at another city and has submitted his resignation; his last day will be July 1. City staff is recommending 2 advertising for the open position. CM Warehime asked what license Eric held. City Administrator Johnson said class D and he was going to be testing for his class C. She said the licensure for this position and future positions may need to be higher than the class C previously authorized. The City Council concurred. Mayor Stockamp motioned to approve advertising to fill the Utility Operator position. Seconded by CM Heidner. All in favor. Motion carried 3-0. 5. Community Development: 5.1 Rolfe Anderson: A. Conditional Use Permit to relocate an existing single family dwelling to a lot within the Ci . City Planner Licht presented the staff report. Applicant Rolfe Anderson was present with no comments. CM Heidner motioned to approve a Conditional Use Permit to allow relocation of an existing structure to 8275 Packard Avenue NE subject to the stipulations outlined in the Findings of Fact and Decision dated June 16, 2015. Seconded by CM Warehime. All in favor. Motion carried 3-0. 6. Public Works: 6.1 Water Tower Lighting. Utility Manager Neidermeier presented the staff report. He said currently at the west water tower the lights are running all night. Along with the upgrade to halide fixtures is the option for a timer. CM Warehime commented that previously we have had issue with the timer at the east water tower; he questioned what the difference is and how do we know it will not occur at the west water tower. Utility Manager Neidermeier explained it was basically a function issue once the photo eye was updated it eliminated that issue at the east tower. CM Warehime asked the annual savings if the lights are shut off. Utility Manager Neidermeier reviewed the calculated energy and cost savings as outlined in the staff report. CM Warehime said he prefers no timer and just to leave the lights on due to the minimal savings he stated he feels the water tower showcased where we are. He also questioned the savings with staff time if there are timer issues. CM Heidner said there are hours in the winter when the lights wouldn't need to be on all night. CM Heidner motioned to retrofit West Water Tower with ceramic metal halide fixtures and add timer control. Seconded by Mayor Stockamp. After discussion CM Heidner modified his motioned to not include the timer. Motion as follows: CM motioned to retro fit the West Water Tower with ceramic metal halide fixtures. Seconded by Mayor Stockamp. All in favor. Motion carried 3-0. 6.2 Mississippi Shores Street Lights. City Engineer Wagner said Elk River Municipal Utilities has contacted him; they are in the process of updating overhead power to underground along CSAH 39 to the County Park. While they are completing this work they will be upgrading the existing lights to LED and they are wondering if there are any new lights to incorporate in this section. The cost of the lights would be $1500 each and $9 a month for each street light. He stated the Public Works Subcommittee reviewed and recommended three lights at intersections as presented on attached map. CM Warehime asked if ER Utilities will continue in phases through the Mississippi Shores area. City Engineer Wagner said correct. He said the lines are coming to age so they need to replace the wires. ERMU is abiding by our ordinance that they have to go underground and while they are there, they are upgrading the poles and lights. CM Warehime questioned if we have a policy in place going forward. City Planner Licht suggested City staff work with ER Utilities to identify there phasing plans so we can include in the Capital Improvement Plan going forward so we know the schedule and the City Council can budget. CM Heidner said these are once acre lots they are pretty large lots he said he is not comfortable putting them in if the people aren't asking for them. He said he has no problem with intersections and new development with higher density. CM Warehime said he has heard from residents they really like the new lights that have already been put in he thinks the residents should be surveyed to see if they want them. City Planner Licht said we could have an information campaign. Mayor Stockamp asked is there a way to move forward with the three lights this year and then get the phasing plan and hold a public meeting with residents going forward. City Engineer Wagner said if we wanted to go back after and add some in this area we could but it's probably not going to be as inexpensive as it is this year because they would have to tie into the line. City Administrator Johnson said we can get communication out to the residents within the next week or so and get this done this year so we can get that savings from ER Utilities. Mayor Stockamp said she would like to survey the residents and not make a decision tonight. The City Council concurred. City staff to send survey letter to residents in the area questioning on if they are interested and if they would be willing to pay. City Administrator Johnson said City staff will bring back results at the July 13 City Council meeting. CM Heidner said in the new developments the developer put in the lights so they were added to the lot price when you purchase the property in these cases this comes out of the general fund he questioned on if the residents would be interested if they have to pay or a district cost. That is the question he said he has. City Administrator Johnson said you can assess for street lights. We wouldn't have time this year but could next year by going through the assessment process or setting up a district. The City Council agreed that would be part of the survey questions. 7. City Council Reports and Updates. 7.1 Approve claims list for Metro Appliance Recycling. CM Warehime will be abstaining. Mayor Stockamp motioned to approve the claims list for Metro Appliance Recycling. Seconded by CM Heidner. Motion carried 2-0. CM Warehime abstained. 7.2 Commission Liaison Updates. A Heritage Preservation Commission Liaison Mayor Stockamp. B. Parks & Recreation Commission Liaison CM Schroeder. C. Planning Commission Liaison CM Heidner. D. Public Safety Commission Liaison CM Warehime. HPC- Mayor Stockamp said there was no meeting in June. P R- Mayor Stockamp said the Commissioners looked at the park plan for the park in Wildflower Meadows development. The next meeting they will invite the neighbors for comments on the plans. Then it will be brought back to the City Council. She also gave an update on the Ava Inspired 5K. Planning Commission- CM Heidner said the Commissioners had two meetings in June; One for the Kwik Trip application and the second for the Anderson CUP on the agenda this evening. Public Safety Commission- CM Warehime said we held the joint meeting with Commissioners and the City Council in June. City Administrator Johnson contacted Sheriff Hagerty and Brian Johnson to attend the next meeting. As discussed at the meeting the fire Chiefs all agreed to submit their reports early for distribution before the meeting. M 8. Staff Reports and Updates. City Administrator Johnson gave an update on the July 8 fire advisory meeting at 6:15 PM. City Planner Licht said City staff is expecting E-8 facility application within the next two weeks. City Engineer Wagner stated the 70th Street project began on Monday. City Council to be included in the project email updates. 9. Adjourn. CM Warehime motioned to adjourn. Seconded by CM Heidner. All in favor. Motion carried. Adjourned at 8:15 PM. ATTEST: Tami Loff, City Clerk Mayor Jessica Stockamp 5