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ITEM 3.2D SCC 8.29.2016 MinutesITEM 3_2[> SPECIAL CITY COUNCIL MEETING OTSEGO PRAIRIE CENTER AUGUST 29, 2016 *6:00 PM Call to Order. Mayor Jessica Stockamp called the meeting to order at 6:23 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner, Doug Schroeder and Jason Warehime, Absent: Councilmember Tom Darkenwald. Staff: Lori Johnson, City Administrator; Adam Flaherty, Finance Director; Daniel Licht, City Planner; Ron Wagner, City Engineer and Tami Loff, City Clerk. 1. 2017 Budget Discussion. City Administrator Johnson reviewed the draft General Fund budgets as followed. City Council: The City Council concurred to reduce WCAT to $1,000 and to move this line item to contracted services. City Administrator Johnson stated the need to have the city code codified. She received a proposal from the League of Minnesota Cities in the amount of $25,000. She recommended that the Council do an RFP if they agree to codify the code. The City Council concurred to have City staff conduct additional research and report to the Council at a future meeting. City Administrator Johnson stated if codification is approved, funding could be allocated from the 2017 Council Contingency or the project could be delayed until 2018. Administration: City Administrator Johnson reviewed the Administration budget in detail. She reviewed an option to reduce the newsletter budget by $3,800 by using Prime Advertising. This would give the city a quarterly eight page colored newsletter with articles provided by the city and advertising for local businesses. The City Council reviewed samples of Champlin and Maple Grove newsletters. The City Council concurred and recommended inviting Prime Advertising to the October 29 Otsego businesses meet and greet. Elections: City Clerk Loff reviewed the request by Wright County to upgrade the city election tabulator machines to DS200 by the 2018 elections. The current estimated cost of each tabulator is around $6,700. She further reviewed the option to possibly purchase used refurbished machines at $1,000 off that price. City Clerk Loff is also recommending looking at adding an additional precinct in 2018. The City Council agreed as presented. This item will be reviewed further during the CIP discussion. Assessing: The City Council agreed to reduce the building permit charge from $50 to $25 when the fee schedule is approved to eliminate the GIS component and to be consistent with the County fee. Finance: Finance Director Flaherty reviewed the finance budget which included a proposal from KDV for auditing services. Finance Director Flaherty is recommending a three year contract with KDV. The City Council agreed the with finance budget as presented. Finance Director Flaherty will bring back proposal from KDV to a future consent agenda for approval. The City Council agreed with the draft budgets for Information Technology, Legal, City Hall & Public Works Building, Old Town Hall, Heritage Preservation Commission and Planning Commission as presented. Planning: City Administrator Johnson stated the need for code enforcement software. She reviewed the quote from Permit works in the amount of $8,000. This was originally budgeted in 2014 but never purchased. The City Council agreed with the planning budget with the purchase of the code enforcement software in 2016 funded by the General fund. Economic Development: The City Council agreed with this budget as presented. Finance Director Flaherty distributed property tax levy calculations. After review, the City Council suggested using the $5,512,402 levy. City Administrator Johnson discussed the fire station, debt levy included in the projections. She stated using that timeline, determining the location of the station needs to start soon. There was discussion on a fire station study. The City Council concurred to have City Administrator Johnson draft an RFP for a Fire Station Study. 2. Adjourn. CM Warehime motioned to adjourn. Seconded by CM Schroeder. All in favor. Motion carried. Adjourned at 8:27 PM. Mayor Jessica Stockamp ATTEST: Tami Loff, City Clerk *Directly following the special 5:30 pm City Council meeting.