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2017-11-20 City Council Minutes:max Nbertville ALBERTVILLE CITY COUNCIL Monday, November 20, 2017 APPROVED MINUTES ALBERTVILLE CITY HALL 1. CALL TO ORDER - PLEDGE OF ALLEGIANCE Mayor Hendrickson called the meeting to order at 7:01 p.m. 2. ROLL CALL Present: Mayor Hendrickson and Council members Hudson, Olson and Vetsch Absent: Council member Cocking 7:00 PM Staff Present: City Administrator -PWD Adam Nafstad, City Attorney Mike Couri, Finance Director Tina Lannes and City Clerk Kimberly Hodena Others Present: Deputy Ben Schaap 3. RECOGNITIONS — PRESENTATIONS — INTRODUCTIONS - None 4. PUBLIC FORUM There was no one present for the forum. 5. AMENDMENTS TO THE AGENDA Motioned by Olson, seconded by Hudson, to approve the Agenda as presented. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent. Cocking. 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 November 6, 2017 regular City Council meeting minutes as presented B. Authorize the Monday, November 20, 2017 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 Page 1 Motioned by Hudson, seconded by Olson, to approve the Consent Agenda as presenter. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent: Cocking. MOTION DECLARED CARRIED. 7. PUBLIC HEARINGS — None A. 2017 Certification Of Uncollected Utility Bills And Invoices Hendrickson opened the public hearing. Lannes reported that annually any outstanding invoices or utility bills may be certified to Wright County for assessment. Hendrickson called for comments and there were no comments. Motioned by Olson, seconded by Hudson, to close the public hearing. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent: Cocking. MOTIONDECLARED CARRIED. Motioned by Olson, seconded by Hudson, to approve Resolution No. 2017-042 entitled a Resolution Certifying the 2017 Uncollected Utility Bills and Invoices to Wright County for Collection with Real Estate Taxes. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent: Cocking. MOTION DECLARED CARRIED. B. 2017 Certification of Driveway Improvement Assessments Nafstad reported that during the 2017 street and trail improvement project, a number of driveways were scheduled to be partially replaced as part of the project. Residents with partial driveway replacement inquired about the possibility of having their entire driveway replaced rather than the planned partial replacement. Also, residents with driveways not impacted by the project also inquired about having their driveway replaced as part of the project. A special assessment option was authorized by the Council for residents who desired to make driveway improvements as part of the project. The terms of the special assessment is five years with a 5.8% interest rate. Nafstad stated there were approximately 19 residences that took advantage of the special assessment option. Nafstad stated that staff would like to look at the possibility of offering this option to other residents. Hendrickson inquired if this would be only during street construction projects and Nafstad replied that it could be an ongoing program. He stated there are a number of homes that are in need of driveway repair and this may be a good option for the residents. Hendrickson opened the public hearing and called for comments. There were no comments. Motioned by Vetsch, seconded by Olson, to close the public hearing. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent: Cocking. MOTIONDECLARED CARRIED. Motioned by Hudson, seconded by Olson, to approve Resolution No. 2017-043 entitled Resolution Adopting Driveway Improvement Assessments. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent: Cocking. MOTION DECLARED CARRIED. City Council Meeting Minutes Page 2 Regular Meeting of November 20, 2017 8. DEPARTMENT BUSINESS A. City Council 1). Committee Updates (, Planning, JPWB, Parks, Fire Board, FYCC, etc.) STMA Ice Arena Hudson reported the Board heard about temporary parking possibilities during construction of the second sheet of ice at the arena. He also reported the Board discussed expanding the contract with STMA Youth Hockey Association for advertising at the arena. He stated the group is motivated and has been consistent with advertising sales. Lannes reported that the contract would approximately double. Hudson stated a portion of the funds STMA Youth Hockey receives from the advertising contract are given to the arena and it is beneficial to operation of the arena. Hendrickson stated the group does a very nice job with the contract. B. Finance 1). Fire Relief Pension Lannes reported there are several ways the assets for the fire relief association are calculated. The City is required to fund potential fire relief pension shortfalls if the relief's assets fall below 80% of the pension liability. The annual retirement benefit for the department is $2,400 per year of service. Council may increase the amount of benefit per year of service, but Lannes clarified that once it is increased, it cannot go back down. Hendrickson questioned if the benefit goes back to all years of service per firefighter and Lannes confirmed it does. Nafstad stated the State's formula for calculating assets and liability assumes that all firefighters would cash in their pension at the same time. Hendrickson asked how Albertville compares to other cities. Nafstad stated that other Wright County departments are higher at the amount per year of service, but they vary in how each city funds the liability. Couri stated the risks involved include stock prices falling and the amount of fire aid the department receives due to its contract with Otsego. They receive more fire aid because of the larger service area. Nafstad stated the recommendation is conservative and the Council can look at another increase the following year if needed. The options before Council are to increase the pension benefit to either $2,600, $2,700 or $2,800 per year of service. Lannes stated there is more risk at $2,800. Motioned by Vetsch, seconded by Hudson, to approve Resolution No. 2017-044 Amending the Annual Retirement Benefit for the Albertville Volunteer Fire Department. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent. Cocking. MOTIONDECLARED CARRIED. 2). Server Replacement Quotes Lannes reported the City only has the ability to back up 24 hours of data on the current server. She stated that staff received two quotes for the replacement server. Nafstad inquired if there is a less expensive way to address the current needs such as utilizing the cloud. Lannes responded there is no guarantee of back up and Couri stated there are data breach concerns. Hudson inquired how long the new server would last. Lannes stated that ideally it should last about seven years and the new server would have the ability to add space to it. City Council Meeting Minutes Page 3 Regular Meeting of November 20, 2017 Motioned by Hudson, seconded by Olson, to authorize staff to accept quote from Business Ware Solutions for Server hardware, upgrade and local back-up upgrade not to exceed $40,000. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent: Cocking. MOTION DECLARED CARRIED. 3). Replacement of AudioNisual Equipment for Council Chambers and Multipurpose Room Lannes reported that the processer had recently failed that controls the audio/visual (AV) system and if it fails permanently the AV capabilities would be lost in both the Council Chambers and the Multipurpose Room. The cost of the upgrades would be $85,000 with an option to also replace the document camera for an additional cost of approximately $10,000. Hudson inquired why they wouldn't want to include the new document camera if everything else is being replaced. Lannes stated it is over ten years old. Vetsch inquired about increasing rental fees to assist in recouping the expense of the room's equipment and Nafstad replied they could certainly look at fees, which will be coming to Council for approval soon. Hudson inquired about broadcasting meetings. Lannes replied the cost is quite a bit to add the equipment and cameras needed. Couri stated that the franchise fee the City receives from Charter Communications could be used to broadcast meetings, but that means it would no longer go into the general fund. Hudson felt there could be a more economical way to broadcast Council meetings. Olson would like to amend the motion to include the document camera. Lannes suggested the amount be changed to not exceed $95,000. Motioned by Olson, seconded by Vetsch, to authorize staff to accept quote from Tierney Brothers for Audio -Visual hardware, upgrade and installation not to exceed $95,000. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent: Cocking. MOTION DECLARED CARRIED. C. Fire 1). City of Otsego Fire Protection Agreement Nafstad reported the City is nearly complete with its first five year contract providing fire protection to a portion of Otsego and the contract will expire at the end of 2017. The proposed renewal contract is for another five years from 2018-2022. Motioned by Vetsch, seconded by Olson, to approve the 2018 - 2022 Fire Protection Agreement with the City of Otsego. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent: Cocking. MOTION DECLARED CARRIED. D. Legal 1). Small Cell Wireless Collocation Agreement Couri reported there is new legislation that allows cell phone providers to install small cell wireless devices to be located within a City's right-of-way and on City owned poles or structures. These devices will be used for the next generation of cellular service. Cities may not prohibit the City Council Meeting Minutes Page 4 Regular Meeting of November 20, 2017 collocation of these devices, but can require the providers to enter into an agreement relating to terms of use. A city wishing to have this type of agreement in place must approve it by November 30, 2017. Couri reported the proposed agreement would require the following; • $150 fee per City structure used • Provide $2 million insurance coverage and lists the City as an additional insured • Repair of damage to the right-of-way • Indemnify the City Couri anticipates a large demand to collocate on City structures. Nafstad reported that an amended right-of-way ordinance and adjustment to the zoning code will be brought to the next meeting. Motioned by Hudson, seconded by Olson, to approve small wireless facility collocation agreement for attachment to Albertville infrastructure or City of Albertville managed public right of way. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent: Cocking. MOTION DECLARED CARRIED. E. City Clerk — None F. Public Works/Engineering - None G. Planning/Zoning — H. Building —None I. Administration 1). Review of Enterprise Budgets Nafstad stated the enterprise funds are business -type funds and forma Counicl action approving the budgets was not required. Lannes reported the wastewater fund is not funding depreciation. The water fund is only covering operations. She added the $1.00 increase to the base rate over five years has definitely helped. Lannes stated the stormwater fund will improve once a bond drops off. The recycling fund is healthy and will continue to increase with grant funds. Hendrickson inquired about the City's recycling tonnage per household. Lannes replied it is currently at 35 pounds per household and the goal is 43 pounds per household. 2). City Administrator's Update Nafstad reported the City must designate polling locations by year end and staff is looking for feedback on possibly moving to two polling locations. Several letters of interest have been received for the expiring term on the Planning Commission and interviews need to be set. Olson felt it better to interview with the Council as a whole rather than part of the Council. City Council Meeting Minutes Page 5 Regular Meeting of November 20, 2017 Motioned by Hendrickson, seconded by Olson, to set a workshop to interview Planning Commission candidates for December 18, 2017 at 6:30 p.m. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent. Cocking. MOTIONDECLARED CARRIED. Nafstad reported he is working on a temporary parking agreement with Don's Bus to accommodate parking during the ice arena construction. The STMA Youth Hockey Association is willing to contribute $15,000 to help pay for the agreement and the City would pay the rest. They still need to address insurance as well as paving or laying gravel at the proposed parking area. Centra Homes will be presenting a new concept for Karston Cove 4th Addition at the next meeting that would consist of single family homes. Couri reported on the history of the homeowner's association for the previous additions and that any new association would not have the same needs. The developer and the former association are at an impasse. Staff has placed the order for the new play equipment for Westwind Park in order to take advantage of fall pricing. The Parks Committee has been talking about locations for a sliding hill at Central Park and staff is looking for feedback. Nafstad showed a proposed location for the hill. 9. ANNOUNCEMENTS AND/OR UPCOMING MEETINGS November 23/24 City Hall Closed, Thanksgiving November 27 Joint Powers Water Board, 6:00 p.m. Parks Committee, 8:00 p.m. December 4 Truth -in -Taxation Hearing, 6:30 p.m. City Council, 7:00 p.m. December 11 STMA Ice Arena Board, 6:00 p.m. December 12 Planning Commission, 7:00 p.m. December 18 City Council, 7:00 p.m. December 25 City Hall Closed, Christmas Day December 26 Joint Powers Water Board, 6:00 p.m. Parks Committee, 8:00 p.m. 10. ADJOURNMENT Motioned by Olson, seconded by Hudson, to adjourn the meeting at 8:50 p.m. Ayes: Hendrickson, Hudson, Olson and Vetsch. Nays: None. Absent. Cocking. MOTION DECLARED CARRIED. Respectfully submitted, Kimberl . Hodena, City Clerk City Council Meeting Minutes Page 6 Regular Meeting of November 20, 2017