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2006-09-18 CC Minutes . . . ALBERTVILLE CITY COUNCIL September 18, 2006 Albertville City Hall 7:00 PM PRESENT: Mayor Don Peterson, Council members John Vetsch, LeRoy Berning, Ron Klecker, and Tom Fay, City Attorney Mike Couri, City Planner Al Brixius, Assistant City Engineer Adam Nafstad, Finance Director Tina Lannes, Wastewater Treatment Plant Superintendent John Middendorf, City Administrator Larry Kruse, and City Clerk Bridget Miller ABSENT: none Mayor Peterson called the Albertville City Council meeting to order at 7:00 p.m. followed by the Pledge of Allegiance. ADOPT AGENDA MOTION BY Council member Klecker, seconded by Council member Berning to approve the agenda as amended and on file in the office of the City Clerk. Motion carried unanimously. Adding the following: 8.A.3. Lift Station(s) 8.E.l. Resolution No. 2006-xx entitled a Resolution Releasing Special Assessment Waiver as to Outlot C, Prairie Run Addition 8.F.3. Park Trail located off of 55th Street NE 8.FA. Accept the Low Bid from Midwest Landscape for the Irrigation System at City Hall MINUTES MOTION BY Council member Berning, seconded by Council member Fay to approve the September 5,2006 regular City Council minutes as amended and on file in the office of the City Clerk. Council members Berning, Vetsch, Fay, and Klecker voted aye. Mayor Peterson abstained. Motion carried. At the Sept. 5 Council meeting it was amended to read: MOTION BY Mayor Peterson, seconded by Council member Vetsch to approve based on our contractor to do some additional building pad corrections prior to entering into a Purchase Agreement with Fraser M:\Public Data\City Council\CounciI Minutes\2006 Minutes\M 09-18-06 Final.doc . . . City of Albertville City Council Minutes September 18, 2006 Page 2 of7 Revised at the Sept. 18 Council meeting to read: Previously Read: Amended to Read: Steel. Motion carried unanimously. MOTION BY Mayor Peterson, seconded by Council member Vetsch to approve our contractor, LaTour Construction, Inc., to do some additional building pad corrections upon entering into a Purchase Agreement with Fraser Steel. Motion carried unanimously. Council's Reauest for Research - Citv-Central Park Shelter Rental Procedure Since the resignation of City staff and FYCC staff, there has been some confusion as to who is in charge of the reservation process. Staffhas contacted Sandy Greninger, FYCC Coordinator and brought it to her attention regarding the Council's concern with the reservation process. Staffis looking for Council's direction on how to proceed from here regarding the procedure relating to the City-Central Park Shelter Rental. MOTION BY Council member Fay, seconded by Council member - Klecker to accept the Finance Director Lannes' report on the City-Central Park Shelter Rental Procedures and directed staff to work with Sandy Greninger to work on the details of the City-Central Park Rental Procedures and collection of fees. Council noted that the taxpayers should receive priority over ball games that are scheduled. Motion carried unanimously. Since the 2004 resignation of City staff and the turnover in staff at the City offices and FYCC, there has been some confusion as to who is in charge of the City-Central Park reservation process. City staffhas contacted Sandy Greninger, FYCC Coordinator and brought it to her attention the Council's concern regarding the City-Central Park Shelter reservation process. Staffis looking for Council's direction on how to proceed from here regarding the procedure relating to the City-Central Park Shelter Rental. MOTION BY Council member Fay, seconded by Council member Klecker to accept the Finance Director Lannes' report on the City-Central Park Shelter Rental Procedures and directed staff to work with Sandy Greninger, FYCC Coordinator to work out the details ofthe City-Central Park Rental Procedures and the collection of fees. Council noted that the taxpayers should receive priority over ball games that are scheduled. Motion carried unanimously. City staffwill be in charge of the City-Central Park Shelter reservations and FYCC will contact the City to verify the availability of the City- M:\Public Data\City Council\Council Minutes\2006 Minutes\M 09-18-06 Final.doc . . . City of Albertville City Council Minutes September 18, 2006 Page 3 of7 Central Park prior to making reservations of the ballfields. It will be a joint effort between the City and FYCC to collect the appropriate fees. School Zone Sneed Limit Reauest Previously Read: Council directed staff to conduct additional research as to whether other surrounding communities have proper signage at elementary or school sites and to report back at a future meeting. Amended to Read: Council directed Bolton & Menk, Inc. to report back at a future meeting with a proposal. CITIZEN FORUM Mayor Peterson asked if there was anyone present that wanted to speak to the Council regarding an issue that is not on the agenda. Deb Holm, owner of 152 Club, inquired about the status on the Purchase of the Railroad Property . City Attorney Couri stated that we continue to work with the purchase of the Railroad Property. Since we conducted the ALTA Survey, there was an error with one of the legal descriptions, which requires corrections. As a revised legal description is being completed, this will result in a decrease in the amount ofland in which the city will purchase. City staff will continue to network with the downtown businesses on trading land and trying to figure out an acceptable parking plan. CONSENT AGENDA MOTION BY Council member Vetsch, seconded by Council member Klecker to approve the consent agenda pulling item C. Motion carried unanimously. A. Approve payment of claims check numbers 023280 to 023335 B. Approve Bonestroo's recommendation for request for Payment No.7 for Albertville City Hall Construction to Breitbach Construction in the amount of $269,443.75 C. Approve 152 Club Request for a Noise Permit for Saturday, October 7,2006 D. Approve application for 3.2 Malt Liquor License for the Albertville Lions for a Benefit Dinner to be held at the City-Central Park on Saturday, September 23,2006 from 5:00 p.m. to 10:00 p.m. E. Set the date of Thursday, November 9,2006 of the Canvass Board to conduct the results of the 2006 General Election to be held in the Council Chamber at 6:00 p.m. F. Approve the Bolton & Menk, Inc.'s Engineer's Recommendation of Acceptance for Towne Lakes 5th Addition M:\Public Data\City Council\CounciI Minutes\2006 Minutes\M 09-18-06 Final.doc . City of Albertville City Council Minutes September 18, 2006 Page 4 of7 ACTION ON PULLED CONSENT ITEMS Aoorove 152 Club Reauest for a Noise Permit for Saturdav. October 7.2006 Council wanted to ensure that the 152 Club owner will again take the appropriate measures regarding the Outdoor Live Music Permit. MOTION BY Council member Klecker, seconded by Council member Fay to approve the 152 Club Live Outdoor Music Permit with the condition should the city receive a complaint, no additional requests will be granted. The 152 Club must provide a waiver from the homeowner(s) within 400' to hold the Live Outdoor Music Permit, to face the band towards the railroad; therefore, directing the music away from the residential homes and to turn the music down provided a complaint comes to the Council's attention. Motion carried unanimously. CITY HALL PROJECT Aoorove Bonestroo's Emrineer's recommendation for Chan2:e Order No. I for Citv Hall Construction in the amount of $26.607 - Presentation bv Mark Forbes ofBonestroo Mark Forbes, Bonestroo Engineer reviewed the eleven (11) items noted on Change Order No.1 with the Council. . Council challenged Bonestroo as to why the City should absorb the expense for the Change Order items that were errors in the design of the building. Mr. Forbes went on to explain that Bonestroo does their best at designing buildings or projects of this size. As the actual building process begins, the majority of contractor's or other entities expect a 3-6% additional cost on change orders to occur. These change orders are a result of unexpected actual construction of the project. The City of Albertville should be proud to know that there is less that 1 % of additional costs related to the City Hall construction. MOTION BY Council member Vetsch, seconded by Council member Klecker to approve the additional sidewalk and curb, 4 inch conduit to existing City Hall, election conduits for underground utilities, elevator hoist beam, colored mortar, ductwork modifications, electrical wiring for the hand dryers, contaminated soils, credit for omitting the grease trap, and credit for omitting paint in the mechanical room at a total cost of$22,305. Council approved Bonestroo or Brietbach to continue with the installation of the random placement of the color tiles within the main level restrooms. Motion carried unanimously. Council denied the relocated mechanical pipes at a cost of $4,320 from Change Order No.1. Reauest for Council Action on the Renewal of the Cooier Lease Finance Director Lannes informed the Council that the 3-year copier lease is up for renewal. . Staffhas received a quote from Toshiba to upgrade the current copier and add a color copier to M:\Public Data\City Council\CounciI Minutes\2006 Minutes\M 09-18-06 Final.doc . . . City of Albertville City Council Minutes September 18, 2006 Page 5 of7 the lease agreement at a minimal expense. Again it would be a 3-year Lease Agreement at an estimated cost of $570 per month, which has been approved in the 2007 Preliminary Budget. MOTION BY Council member Fay, seconded by Council member Klecker to approve the Renewal of the 3-year Copier Lease upgrading the main copier model and adding a color copier to the new City Hall at a cost estimate of $570 per month. Motion carried unanimously. DEPARTMENT BUSINESS PUBLIC WORKS DEPARTMENT Wastewater Treatment Plant Reoort Wastewater Treatment Plant Superintendent Middendorfreported that only two (2) items remain to be completed on the expansion of the treatment plant. One issue that appears to be a minor problem is the sludge removal, but staffis coordinating and working with the farmer(s) to resolve the removal of the sludge. Council questioned what will happen in the future, to the sludge and potential removal for the site. Staff informed the Council that in the future the sludge will be placed on the reed beds, which will eventually need to be removed. Staffwent on to bring to the Council's attention that there are about 4-5 restrictions as to where you can place the sludge. Reauest to Hire 2007 Emolovee four months earlv due to emolovee on medical leave. (See Admin Reoort) City Administrator Kruse informed the Council that one of the Wastewater-Utility employees unexpectedly went on a medical leave of absence, which could last up to three months. City Administrator Kruse met with WWTP Superintendent Middendorf and PW Supervisor Guimont to discuss options as to how to handle the work load in the absence of the employee. 1. Hire the full-time employee that was slated for hire in March of2007 now, which if the hire process goes successful, could begin as early as November 2006. 2. Hire a licensed temporary employee to fill-in. 3. Use an existing employee and post-pone other necessary work. MOTION BY Council member Klecker, seconded by Council member Berning to approve hiring the 2007 Wastewater-Utility Department employee to potentially begin in November 2006 with a Class D Sewer License and a Class B driver's license with the ability to get a tanker endorsement within six months of hire using available 2006 budget to cover a portion of the employee expenses with the balance to come out of the Water and Sewer Fund balance. Motion carried unanimously. M:\Public Data\City Council\Council Minutes\2006 Minutes\M 09-18-06 Final.doc . . . City of Albertville City Council Minutes September 18, 2006 Page 6 of7 Lift Station Council questioned the lift station near DJ's and the landscaping. Staff reported that PW Supervisor Guimont is waiting for the annual tree and shrub sale to obtain good prices on larger or more mature trees and shrubs. BUILDING DEPARTMENT AU2:Ust Monthlv Permit Uodate Council asked if the City of Albertville is doing anything to help out the victims of the tornado in Rogers. City Administrator Kruse informed the Council that in regards to assisting with the clean-up in Rogers, the city sent PW Supervisor Guimont and PW Assistant Zachman with a pick-up and a bobcat to help clean-up the debris. Staff went on to report that there were nine (9) communities that responded to assist with the clean-up. Mayor Peterson reported that he asked the Fire Department to set up to assist. PLANNING AND ZONING City Planner Brixius stated that there would be items to present at the next Council meeting. ENGINEERING Assistant City Engineer Nafstad informed the Council that there was nothing to report on at this time. LEGAL Resolution Releasin2: Soecial Assessment Waiver as to Outlot C. Prairie Run Addition City Attorney Couri stated that the City of Albertville and the developer of the Prairie Run Addition have entered into an Agreement for Waiver of Objection to Special Assessment Associated with the 2004 Prairie Run Improvement Plans, which is dated August 6, 2004. Since this agreement has been entered into, the Albertville Medical Clinic plat has been approved and is in the process of being recorded at Wright County. The title company issuing the owner's title policy on the Albertville Medical Building has requested that the City release the Waiver from Outlot C of Prairie Run Addition. In order for the City to release the waiver, Mr. Couri has put together Resolution No. 2006-xx entitled a Resolution Releasing Special Assessment Waiver as to Outlot C, Prairie Run. M:\Public Data\City CounciI\CounciI Minutes\2006 Minutes\M 09-18-06 Final.doc . . . City of Albertville City Council Minutes September 18, 2006 Page 7 of7 MOTION BY Mayor Peterson, seconded by Council member Berning to approve Resolution No. 2006-xx entitled a Resolution Releasing Special Assessment Waiver as to Outlot C, Prairie Run Addition. Motion carried unanimously. ADMINISTRATION Written Reoort City Administrator Kruse informed the Council that staff advertised for bids for the irrigation system for City Hall. The City received one bid from Midwest Landscapes. Staff recommends accepting the bid for installation of an irrigation system for City Hall property to Midwest Landscapes in an amount not to exceed $4,949 less $350 for the water meter and backflow device, which the City will provide. MOTION BY Mayor Peterson, seconded by Council member Fay to approve bid from Midwest Landscapes to install the irrigation system on the City Hall property at a cost not to exceed $4599. Motion carried unanimously. Council inquired about the need for an additional scanner-plotter for the new City Hall. City Administrator Kruse stated that currently the largest document staff can copy or scan is 11" x 17". By purchasing an additional scanner-plotter, it will give staffthe ability to scan or potentially print documents larger than 11" x 17", example would be the City of Albertville street map, and Final plats, which are currently contracted out by other entities. Reminder that Council set Mondav. Sentember 25. 2006 at 7:00 n.m. for a City Council Workshoo to Review Fees (Fee Schedule). Rental of new Citv Hall Conference Rooms. Council Chamber. Kitchen. etc..li2:htin2: on Main Avenue NE. and Rental or Lease of the current City Hall located at 5975 Main Avenue NE City Administrator Kruse noted that in his report is a basic agenda of items to cover at the September 25 Council Workshop. ADJOURNMENT MOTION BY Council member Klecker, seconded by Council member Berning to adjourn at 8:40 p.m. Motion carried unanimously. ~ /C. lFh :::> Don Peterson, Mayor M:\Public Data\City CounciI\CounciI Minutes\2006 Minutes\M 09-18-06 Final.doc . . . Albertville City Council September 18, 2006 Attendance Page 1 PRINT Name Address City Jane Doe 1325 Any Street NE Albertville g~((\lH, ~ " y "\ ~ 6-y ')' S ~" J () - ) vI.,.., "1- ~y~ /. J, ~ M:\Public Data\City Council\2006 Public Hearing Attendance.doc