ITEM 3.2A SCC 3.20.2013 MinutesIYEM 3..2,E
SPECIAL CITE' COUNCIL WORKSHOP
OTSEGO CITY HALL
March 20,, 2013
5.30 P
Carl to Order.
Mayor Jessica Stckrp called the meeting to order at 537 Pial.
Roll Calk, Mayor Jessica St ckamp; uncilm r b rs= Vern Heidn r, Jason Warehime and Tori
rkenwald.
Staff: Lori Johnson, City Administrator; Ron Wagner,, City Engineer; Ross Demant, Parks and
Recreation Manager and Sandy Und n ` is r, Special Licensing.
City Administrator Johnson requested Item number 3 be roved to Item number 1.
11 Soccer Fields.
City Engineer Ron Wagner reviewed the comprehensive project costs for the Otsego Soccer
Fields project. City Engineer Wagner gave an explanation of the project construction, including
phases and time lines. After discussion, City Engineer Wagner was asked to be in charge of the
soccer fields project. The request to authorize surveying will be on the Consent Agenda for the
March 25, 2 1 , City Council Meeting.
City Council discussed activity codes and hours tracked in the ADP system. Mayor Stockamp
asked that City Administrator Johnson contact ADP to set up a training session for CM Heidner,
City Administrator Johnson, City Department leads and Kathy Grover,, Finance Clerk.
t Remodeling of Prairie Center.
Parks and Recreation Manager Demant reviewed the Prairie Center remodeling project. A sub-
committee existing of Mayor Stockamp, CM Doug Schroeder, City Clerk Tari Luff and Parks and
Recreation Manager ger I a nt and two community representatives has been established. The
sub -committee would like the City Council to approve a list of used furniture and other items
currently in storage at Prairie Center to be sold, The Council requested the black steel framed
chairs that are not damaged and the rolling steel coat rack to be taken off this list. If these
iters on the list are not sold, CM warehime will look into the cost of a dumpster or a truck t
get rid of these iters. The sub -committee would also lire Council approval to work with a
consultant to help design this remodeling project. This item will be on the Consent Agenda for
the March 25, 2013 City Council Meeting.
There was discussion about the sound system and the relocation of the podium. City
Administrator Johnson stated that City Clerk Tam1 Luff is wording with the vendor o n options t
move the podium and address the microphone at the podium.
Mayor Stockamp questioned the Council on the level of involvement the Council wanted in the
project approval process. The Council stated that since the Mayor and Councilmember
Schroeder are on the subcommittee, they can make the decisions and bring items back to the
Council that Mayor St ck mp, and Councilmember Schroeder feel reed Council approval. City
Administrator Johnson indicated that Council approval of certain contracts is required. The
consensus was that the Council will approve contracts as required with the other approvals
deferred to the Subcommittee with Mayor td kamp and Councilmember Schroeder charged
with bringing items to the Council for approval as needed.
The City Council was given options for new chairs to be placed at the Council dais as requested
y the Subcommittee, The Council directed the Subcommittee to tree this decision.
Otsego Prairie f=estival.
Parks and Recreation Manager Demant reviewed the 2013 Otsego Prairie Festival and Car
Show; He stated a committeehas been set up and is excited to move forward. There was
considerable discussion as to whether this should continue as a City event or an event run by
one of the for clubs. CM Heidner is concerned that the City will end up putting in additional
monies if the Festival goes over budget and if it is e City Event in the future.: Mayor Stockamp
stated the event is important to the City and it should continue even if it is a City event. All
agreed that it is a City event for 2013. Parks and Recreation Manager Demant presented the
proposed 2013 Otsego Prairie Festival budget. He assured the Council that the budget would
e adjusted accordingly if sponsorships do not meet revenues or if expenditures are later
adjusted to be higher than anticipated. There was discussion and agreement that the Taste of
Otsego be held at a different time and not in conjunction with the Festival. The Council
accepted the budget proposal as presented. CM Darkenwald recommended the City Council set
aside $2,000 , $3.,000 of the Council Contingency Fuad in case they have cone over budget for
the Prairie Festival and Car Short The Council concurred.
Adjourn
CM mild motion to adjourn. Seconded by CM W r him . All in favor,,
Adjourned at 9:26 PMI
FXI- iF-IF
Tam! Lo fr, City Clerk
Mayor Jessica Stop