08-13-12 SCCOTSEGO SPECIAL CITY COUNCIL MEETING
OTSEGO CITY HALL
AUGUST 13, 2012
*6:00 PM
Call to Order.
Mayor Jessica Stockamp called the meeting to order at 7:26 PM.
Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner, Dan Scharber, Doug
Schroeder and Tom Darkenwald.
Staff: Lori Johnson, City Administrator; Gary Groen, Finance Director; Brad Belair, Maintenance
Supervisor; Ross Demant, Parks and Recreation Manager; and Sandy Lindenfelser, Special
Licensing Clerk.
1. 2013 Budget.
City Administrator Johnson presented a summary of items discussed at the previous budget
meeting held July 9, 2012.
City Administrator Johnson stated the Recreation, Parks, and Public Works departments will be
reviewed at this meeting. She and Finance Director Gary Groen reviewed the proposed budgets
beginning with the Recreation department. Staff reiterated that the Recreation department
budget is subject to change depending upon weather, participation, and other factors such as
program trends and demand. The programs listed are examples and the actual programs will
vary slightly with the end result remaining within the approved budget.
Parks and Recreation Manager Demant reviewed summer programs and events that are
upcoming, now in progress or completed.
The proposed parks staffing structure for 2013 was discussed. Parks upkeep was discussed
including turf maintenance, ball field maintenance and mowing. There was discussion of
allocating fees for field usage to assist in the maintenance of the ball fields. The need to
establishes fee structure instead of asking for a donation was proposed by staff. Council
agreed and requestedthat a new park fee structure be added to an upcoming Parks and
Recreation Commission agenda for discussion and a recommendation to the City Council.
The public works department budgets were discussed including the changes in department
allocation to allow for more accurate tracking of department expenditures in the future. There
was discussion of salt and sand carryover from the light winter of 2011-2012 and the resulting
savings of approximately $35,000 in that line item. The Council agreed that the 2013 budget
amount for salt and sand should remain at $75,000 and the savings should be taken in 2012
either as an additional funding source for the 2013 budget or as a year end transfer per the
City's fund balance policy.
There was discussion of turf and dead trees and replacement costs for Frankfort Park.
City Administrator Johnson reviewed property tax comparison data. She stated the City Council
needs to approve the levy at the September 10, 2012 meeting or call a special meeting for later
that week in order to have the levy resolution to the County by September 17, 2012. She
requested input from the Council on the proposed levy amount and requested direction to
prepare a levy resolution for adoption on September 10. The Council discussed the levy
including reserve fund levies and what cuts would need to be made to reduce the levy to last
year's levy amount. City Administrator Johnson stated that general fund cuts of that amount
would only be possible by cutting staff, service levels, and programs which is in conflict with
previous Council direction. The Council agreed and stated if the levy was reduced, it would
need to come from reserve fund levies. The reserve fund levy most likely to be reduced is the
fire reserve. The concerns of reducing reserve fund levies were discussed including the
difficulty in reinstating the levy at a future date. The need to fund water and sewer debt was
raised. Staff indicated the water and sewer study that will be complete by the end of October
will provide direction on the future need for levies for water and sewer debt. The Council
directed staff to prepare a resolution with the levy as proposed. The Council stated that the
proposed levy could be reduced before final adoption in December.
2. Any other items.
City Administrator Johnson presented information regarding the water damage to Otsego Prairie
Center and stated she would like to get a quote from Kinghorn on the HVAC repair. The City
Council directed City Administrator Johnson is to move forward with this item. She will report
back to the Council with the recommended repair solution and cost.
City Administrator Johnson presented additional repairs needed to the City Hall/Public Works
Building. She stated that the building out project is approximately $11,000 under budget at this
time. Repairs to the existing water system increased to $3,400 because of additional eye wash
stations that need check valves. All agreed it was unfortunate this issue wasn't identified and
resolved when the building was constructed five years ago and that it must be fixed now. A
similar issue is a mezzanine door that needs to be installed in mechanics bay at a cost of
$1,612. The Council agreed to proceed with both items. City Administrator Johnson stated that
City Engineer Ron Wagner got quotes for parking lot lights. The lights similar to the existing
lights cost around $9,000 while the shoe box lights cost around $3,200. It was agreed that
shoe box lights at a cost of approximately $3,200 are to be installed with white light bulbs like
the ones in the existing parking lot.
City Administrator Johnson presented quotes for signs identifying City Hall. The City Council
directed to proceed with the signs but to have only one logo placed on the outside.
City Administrator Johnson presented information regarding a request by Kaleidoscope Charter
School to assess the SAC/WAC fees for the temporary classroom unit. The City Council directed
preparation of an agreement with Kaleidoscope Charter School for the fees of $95,424 to be
paid on a five (5) year, 3.4% amortization schedule with the first payment beginning in 2013.
The agreement will be on the August 27, 2012, consent agenda.
3. Adjourn.
CM Scharber motioned to adjourn. Seconded by CM Darkenwald. All in
favor. Motion carried. Adjourned at 10:05 PM.
mifyor ]essica Stockamp
ATTEST:op
Sandy Lin a felser, Special censing
*immediately following the adjournment of the City Council meeting at 6:00 PM.
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