ITEM 3.2E SCC 8.31.2015 MinutesITEM 3.2E
SPECIAL CITY COUNCIL MEETING
PRAIRIE CENTER
AUGUST 31, 2015
6:00 PM
Call to Order.
Mayor Jessica Stockamp called the meeting to order at 6:03 PM.
Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner and Doug Schroeder.
Councilmember Jason Warehime arrived at 6:05 PM. Absent: Councilmember Tom Darkenwald.
Staff: Lori Johnson, City Administrator; Andy MacArthur, City Attorney; Daniel Licht, City
Planner; Ross Demant, Parks and Recreation Director; Adam Flaherty, Finance Director; Ron
Wagner, City Engineer and Tami Loff, City Clerk.
1. Closed meeting under attorney client privilege pursuant to Minnesota Statute
13D.05, subdivision 3, b.
The meeting was closed at 6:03 PM under Minnesota Statute 13D05, Subdivision, 3, b to
discuss threatened litigation.
CM Schroeder motioned to close the closed session. Seconded by CM Heidner. All in
favor. Motion carried 4-0.
CM Schroeder motioned to re -open the regular meeting. Seconded by CM Warehime.
All in favor. Motion carried 4-0.
2. P & F Machining, Inc. Discussion.
City Administrator Johnson reviewed the P & F Machining development proposal and discussion
points as laid out in the staff report distributed at the meeting. The City Council consensus was
the City Council is flexible with up to a five year agreement on the second lot with City staff to
look at an escalator clause and with the 429 process for the feasibility study to start. The City
Council directed City staff to meet with the three adjacent property owners. City Administrator
said a Resolution to start the process for a Feasibility Study will be on a future City Council
meeting.
3. Consider Building Inspection Department Part Time Clerical Position.
City Administrator Johnson reviewed the proposed job description for the part-time Receptionist
Office Assistant. The estimated hours still to be determined around 20 hours per week. There
was discussion on who will supervise this position. City Administrator Johnson to bring back
recommendation. The City Council concurred with job description as written and agreed to
move forward with advertisement. They further agreed to hire a temp until the position is filled.
4. Special Event Permit.
City Planner Licht presented staff report outlining the special event permit request from
Minnesota Rugby Football Union to be held at the VFW on September 12 and 13.
Mayor Stockamp asked if a deputy is required to be present; she feels it's needed for safety.
City Planner Licht said it can be required as condition number four in the permit. He
recommended the following condition "The applicant shall provide traffic control during the
event as determined necessary by the Wright County Sheriffs Office and City staff."
Mayor Stockamp motioned to approve a special event permit for Minnesota Rugby
Union for an event on September 12 and 13, 2015 at the VFW Post 5518 fields
located at 7350 Quaday Avenue with addition of condition 4 as noted above.
Seconded by CM Schroeder. All in favor. Motion carried.
5. 2016 Budget.
Present at this time is Parks and Recreation Manager Ross Demant.
Park Maintenance Budget- City Administrator Johnson noted a correction to the operating
supplies; it should be $43,800 with addition of the parking lot maintenance. The City Council
agreed with one Maint II position with elimination of two 6 months Summer Seasonal. After
review the City Council concurred as presented.
Recreation Budget- There was discussion on the warming house portion and staffing of the
warming house. The City Council directed to remove the $2,800 warming house staffing and
$4,200 warming house rental. They concurred it would be funded only if the gambling funds are
received. There was discussion on having the City Attorney draft a letter to the Rogers Youth
Hockey Association regarding their premises permit and the awaited net profits to the City. The
City Council concurred with the staff increase for the Recreation Administrative Assistant
position. After discussion on the Senior Programming the consensus was for City staff to make
sure they have factored in overhead in the future. The City Council concurred with the
Recreation Budget.
Prairie Center Budget- He said he will bring samples of the recommended new furniture for the
fireside/senior center included in the Maintenance Supplies. He further stated he is
recommending continuing with PT staff and the Compass group to clean of the facility. Mayor
Stockamp said it had come to her attention that the P/R staff was paying for a thank you party
for the Compass group who volunteer to clean the Prairie Center; she said she would like to see
funds budgeted to pay for that so staff doesn't have to pay out of their pocket. The City Council
concurred around $400. City Administrator Johnson said staff will make sure that money is
allocated.
City Administrator Johnson and Finance Director Flaherty reviewed tax levy options. The
consensus was for scenario 2.
Finance Director Flaherty reviewed the new City Council special pay time sheet process. The
timesheets will be due to the City Clerk Loff the Wednesday before the first City Council
meeting and then placed on the first City Council meeting of each month.
6. Adjourn.
CM Warehime motioned to adjourn. Seconded by CM Schroeder. All in favor. Motion
carried. Adjourned at 9:16 PM.
2
Mayor Jessica Stockamp
ATTEST:
Tami Loff, City Clerk