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2016-02-02 City Council MinutesA1bertvijj-c Smog Town UWg. ft CRV Illy. ALBERTVILLE CITY COUNCIL Monday, February 1, 2016 APPROVED MINUTES ALBERTVILLE CITY HALL 1. CALL TO ORDER - PLEDGE OF ALLEGIANCE Acting Mayor Vetsch called the meeting to order at 7:05 p.m. 2. ROLL CALL Present: Council members Hudson, Olson, Sorensen, and Vetsch Absent: Mayor Hendrickson 7:00 PM Staff Present: City Administrator -PWD Adam Nafstad, City Planner Al Brixius, Finance Director Tina Lannes, City Clerk Kimberly Olson, Fire Chief Eric Bullen, Public Works Supervisor Tim Guimont, Maintenance Worker Mike Jenkins, Water/Wastewater Supervisor John Middendorf, and Maintenance Worker Ryan Zachman Others Present: Robert Zagorski, BJ Lawson, and Kris Jenkins 3. RECOGNITIONS — PRESENTATIONS — INTRODUCTIONS A. Years of Service Recognition for Mike Jenkins and Ryan Zachman Nafstad recognized two Public Works employees for their outstanding service: Mike Jenkins for fifteen years of service and Ryan Zachman for ten years of service. Guimont stated they have a really good team and it makes the job much easier when you have such a good team. Vetsch stated that having such a good staff means a lot and he also thanked the families of the Public Works Department for the odd hours the employees work due to plowing and being on call. 4. PUBLIC FORUM BJ Lawson, 10607 56`h Street NE, was present at the forum. Lawson stated she saw the article on the proposed Mall of Entertainment and felt it was a surprise to the community. She inquired if there had been any research and had concerns about traffic and additional services the mall would require. Hudson stated that the City had been aware of a possible development for a number of years, but no specifics. He stated they also learned of the development in the paper as well. He reported that no development application has been submitted to the City, so there is no trigger for the City to begin Page 1 any type of action. Vetsch clarified that the property in question had been rezoned a few years ago to help with a potential project. Nafstad stated that the City had entered into a confidentiality agreement with the land owners to discuss process, potential costs, and zoning; essentially big picture questions for a future development. He stated that agreement was needed because of competition in the industry. Nafstad stated that there are impact studies to be done and the public process will commence once an application is received and they move through the steps for approval. The public process will include public hearings and publications. Hudson informed Lawson the Council is cognizant of the community's heightened interest in the potential development and they realize there is a higher expectation for relaying information to the community. Lawson felt communication is very important and she would like to see a survey sent out to the community. Nafstad stated they have not done surveys in the past due to cost, but that could be considered once they receive a development application. He inquired how Lawson likes to receive information. Lawson replied that the web is good, but mail and newsletters are effective too. Brixius stated that he has encouraged the landowner to present their development concept to the City Council. 5. AMENDMENTS TO THE AGENDA There were no amendments to the agenda. Motioned by Olson, seconded by Sorensen, to approve the Agenda as presented. Ayes: Vetsch, Hudson, Olson, and Sorensen. Nays: None. Absent: Hendrickson. MOTION DECLARED CARRIED. 6. CONSENT AGENDA All items under the Consent Agenda are considered to be routine by the City staff and will be enacted by one motion. In the event an item is pulled, it will be discussed in the order it is listed on the Consent agenda following the approval of the remaining Consent items. These items will be approved by a separate motion. A. Approve the January 19, 2016 regular City Council meeting minutes as presented B. Authorize the Monday, February 1, 2016 payment of claims as presented, except bills specifically pulled which are passed by separate motion. The claims listing has been provided to City Council as a separate document and is available for public view at City Hall upon request C. Approve the annual permit renewal for Consumption and Display of liquor for the City Hall building, located at 5959 Main Avenue NE, for the period of April 1, 2016 through March 31, 2017 D. Approve Partial Payment Estimate #4 to Omann Brothers Paving, Inc. in the amount of $79,054.41 for 57`h Street NE and Utility Improvements E. Authorize the purchase of a Thermal Imaging Camera (TIC) for the Fire Department F. Approve Resolution 2016 -004 Setting Policy and Procedure for Selecting Members for the Albertville Planning Commission City Council Meeting Minutes Page 2 Regular Meeting of February 1, 2016 Motioned by Olson, seconded by Sorensen, to approve the Consent Agenda as presented. Ayes: Vetsch, Hudson, Olson, and Sorensen. Nays: None. Absent. Hendrickson. MOTION DECLARED CARRIED. 7. PUBLIC HEARINGS — None 8. DEPARTMENT BUSINESS A. City Council 1). Committee Updates (STMA Ice Arena, Planning, JPWB, Parks, Fire Board, FYCC, etc. ) Vetsch reported the Parks Committee discussed Parks Night Out and set the date for Friday, May 20, 2016. They discussed lights for ballfield three and improvements to Westwind Park. Nafstad reported that he would like to work with the City's Planner's office to create some designs for the improvements. B. Public Works/Engineering 1). Toro Mower Purchase Nafstad reported the purchase would replace equipment that is ten years old. Guimont stated they have been budgeting for the mower's replacement for ten years and it is a budgeted purchase. Guimont stated they receive good pricing off the National IPA Contract. Hudson reported that he was questioned by a resident about the price tag ($62,179.94) for the mower and why the City doesn't purchase a less expensive piece of equipment. He stated that he did see the equipment online for less, but it was used. Guimont stated if the current mower should fail, it would definitely cause issues. The current mower could also be used as backup. Hudson stated there is value to purchasing new equipment, i.e. warranty. Nafstad stated they have purchased used equipment, but usually it is for equipment they are not so dependent on and don't use so extensively. Guimont stated they frequently look at the auction sites for other equipment that is not frontline equipment. Guimont stated that one larger mower is more efficient than two staff members with smaller mowers; Hudson stated he viewed the mower online and stated it is impressive how quickly it mows. Vetsch stated the committee had discussed that the Wastewater Treatment Facility could use the other mower. Motioned by Hudson, seconded by Olson, to approve purchasing a new Toro Groundsmaster 4100 -D for the amount of $62,179.94. Ayes: Vetsch, Hudson, Olson, and Sorensen. Nays: None. Absent: Hendrickson. MOTION DECLARED CARRIED. C. Fire 1). Fire Department Update Bullen reported on the statistics for the Fire Department for 2015. He reviewed the number of hours of training the department received as well as the number of volunteer /community service hours the department has provided. He stated the volunteer hours were above 1,000 hours since April of 2015 and he felt it is important to track those hours. Sorensen stated the amount of volunteer hours is impressive. Bullen reviewed the grants received in 2015. Bullen reported on the recipients of the City Council Meeting Minutes Page 3 Regular Meeting of February 1, 2016 Fire Service awards that will be before Council in March. He stated that eleven members were nominated for the Paul Heinen Above and Beyond award, which was quite impressive and a testament to the Fire Department. He reported that Firefighter Tim Daly has announced his retirement and will be present at the Fire Service Awards. 2). Albertville /Otsego Fire Service Bullen reported that both Otsego and Albertville had signed support letters to submit an application to the MN DPS /State Fire Marshal Division for a grant to evaluate potential shared fire services for Albertville and Otsego. He reported they applied for $40,000 and received $23,000 with a match of $2,555 from the City, which will be paid from fire capital. He stated that the guideline for the joint fire service evaluation is listed directly in the grant, specific to Albertville and Otsego. Springsted, Inc. is a local company that has done previous evaluations of fire shared services in Minnesota. Springsted has agreed to complete the specifications listed in the grant. Vetsch inquired about the study timeline and Bullen stated the evaluation must be done by June 30, 2016. Nafstad clarified the City does not need to make any decisions by that time; Sorensen stated this does not bind the department at all. Bullen reported the Joint Fire Committee has suggested a Memorandum of Understanding from both Albertville and Otsego to continue to explore a potential joint fire service. Nafstad stated that the City Attorney has reviewed the agreement with Springsted and scope of the services. Sorensen stated that the City may not agree with the recommendation from Springsted and they are not bound to follow any recommendations. Bullen indicated that Springsted has worked with other surrounding communities and has seen what has worked and what has failed. Nafstad stated it is not approval of the Joint Powers Agreement. Olson inquired if there was any internal feedback from the Albertville Fire Department and Bullen indicated the department has been kept informed and he has not heard any opposition. Motioned by Sorensen, seconded by Olson, to approve the Memorandum of Understanding with the City of Otsego to continue to explore a potential Joint Powers Agreement (JPA) for Fire Services, approve the State of Minnesota Shared Services Grant Contract, and approve the proposal from Springsted, Inc. to study shared fire service. Ayes: Vetsch, Hudson, Olson, and Sorensen. Nays: None. Absent: Hendrickson. MOTION DECLARED CARRIED. D. Finance 1). 4t' Quarter Budget to Actual [Un- audited] Lannes reported that the report is a very preliminary snapshot of the budget to actual totals. There are still many moving parts to take into consideration such as journal entries, payments, etc. for 2015. 2). Server Monitoring/Maintenance Contract Lannes reported the City has previously purchased blocks of time for as needed assistance on server maintenance and IT issues from BusinessWare Solutions. She indicated the server is nearly four years old and there was a recent hard drive failure that was under warranty; as the equipment gets City Council Meeting Minutes Page 4 Regular Meeting of February 1, 2016 older, it will require more maintenance. Staff is suggesting entering into a server monitoring and maintenance agreement with BusinessWare Solutions rather than purchasing blocks of time. Motioned by Hudson, seconded by Olson, to approve entering into an annual contract with BusinessWare Solutions to monitor the City's server starting in 2016. Ayes: Vetsch, Hudson, Olson, and Sorensen. Nays: None. Absent: Hendrickson. MOTION DECLARED CARRIED. E. Building — None F. City Clerk —None G. Planning/Zoning — None H. Legal —None I. Administration 1). City Administrator's Update Nafstad reported the Arena Design Committee will be meeting from 4:00 -7:00 p.m. for the ice arena tour and the Board meeting will be moved up to 7:00 p.m. Nafstad stated that Burger King is planning an interior remodel of their building which will impact parking requirements. The Planning Commission will hold a public hearing at their next meeting for a variance in regards to the additional stalls that are needed. Brixius reported Burger King has also re- submitted an improved pedestrian crossing and management at the Albertville Premium Outlet mall was supportive of the concept. Nafstad reported that they may want to cancel the Joint Governance meeting tentatively scheduled for February 29, 2016. Olson reported that he would be absent on that date. Sorensen stated that a topic to discuss could be representation from Albertville on the School Board. He stated that all School Board members reside in St. Michael. Nafstad reported the Guardian Angels Gala is scheduled for Saturday, March 12, 2016. If there are other Council members interested, they could reserve a table. Vetsch felt this is a good fundraiser for Guardian Angels and wants to show them support in the community. Nafstad asked to be excused from the February 16, 2016 meeting as he will be on vacation and since it is a Tuesday meeting due to a holiday, there will be no consultants present. There are very few items slated for the meeting and inquired if the Council would like to cancel the meeting. At this point, the only item would be payment of claims. Sorensen's only concern would be delay on any development or action items. Nafstad stated he would let Council know the week before the meeting if the meeting is going to be cancelled. Olson inquired if they City has seen any invoices for Trailblazer Transit. Nafstad stated that Trailblazer has been operating for two years and they have yet to see an invoice. Nafstad stated ridership has been doing well and they will be opening a new facility in Buffalo next year. City Council Meeting Minutes Page 5 Regular Meeting of February 1, 2016 Olson stated that the Personnel Committee is meeting on Thursday and will be reviewing the salary survey. Nafstad stated there are no changes to the Personnel Policy, although he is having the City Attorney review how they do background checks. Nafstad stated that the administrator and consultant reviews were scheduled for directly after this meeting, and with the Mayor and City Attorney absent, inquired if they should be rescheduled. Motioned by Hudson, seconded by Sorensen, to move the administrator and consultants reviews to a meeting in March 2016. Ayes: Vetsch, Hudson, Olson, and Sorensen. Nays: None. Absent: Hendrickson. MOITON DECLARED CARRIED. 9. ANNOUNCEMENTS AND /OR UPCOMING MEETINGS February 8 * *STMA Ice Arena Board, 7 :00 p.m. February 9 Planning Commission, 7:00 p.m. February 15 Presidents' Day, City Offices Closed February 16 City Council, 7:00 p.m. February 22 Joint Powers Water Board, 6:00 p.m. February 29 Joint Governance Meeting, 6:00 p.m., St. Michael City Center March 7 City Council, 7:00 p.m. March 8 Planning Commission, 7:00 p.m. March 14 STMA Ice Arena Board, 6:00 p.m. March 21 City Council, 7:00 p.m. March 28 Joint Powers Water Board, 6:00 p.m. 25 Parks Committee, 8:00 p.m. Su M Tu W Th F Sa CC 1 2 1 3 4 5 6 7 1Ce 8 = 10 11 12 13 14 " 15 CC16 17 18 19 20 21 JP 22 23 24 25 26 27 28 xM29 31 Su M Tu W Th F Sa 1 2 3 4 5 6 cc 7 = 9 10 11 12 13 ice 14 15 16 17 18 19 20 Cc 21 22 23 24 25 26 27 JP28PK 29 30 31 10. ADJOURNMENT Motioned by Sorensen, seconded by Olson, to adjourn the meeting at 8:22 p.m. Ayes: Vetsch, Hudson, Olson, and Sorensen. Nays: None. Absent: Hendrickson. MOTION DECLARED CARRIED. Respectfully submitted, /Ll JL Kimberly . Olson, City Clerk City Council Meeting Minutes Page 6 Regular Meeting of February 1, 2016