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2020-01-21 City Council Minutes Abcrtvi11c Smol Town Living..g OW Ws. ALBERTVILLE CITY COUNCIL TUESDAY,JANUARY 21, 2020 APPROVED MINUTES ALBERTVILLE CITY HALL 7:00 PM 1. CALL TO ORDER- PLEDGE OF ALLEGIANCE Mayor Hendrickson-called the meeting to order at 7:02 p.m. 2. ROLL CALL Present: Mayor Hendrickson and Councilmembers Cocking and Olson Absent: Councilmember Vetsch & Halling Staff Present: City Administrator-PWD Adam Nafstad, City Attorney Mike Couri, Finance Director Tina Lannes and City Clerk Kimberly Hodena Others Present: Aaron Brom, Sally Dufner, Frank Halling, and Bob Zagorski 3. RECOGNITIONS—PRESENTATIONS—INTRODUCTIONS -None 4. PUBLIC FORUM There was no one present for the forum. 5. AMENDMENTS TO THE AGENDA There were no amendments to the Agenda. Motioned by Cocking seconded by Olson, to approve the Agenda as presented. Ayes: Hendrickson, Cocking, and Olson. Nays:None. Absent:Hailing and Vetsch. 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 6, 2020 regular City Council meeting minutes as presented B. Authorize the Tuesday, January 21, 2020 payment of claims as presented, except bills specifically pulled which are passed by separate motion. The claims listing has been Page 1 provided to City Council as a separate document and is available for public view at City Hall upon request C. Adopt Resolution 2020-004 approving an Off-Site Gambling Permit for the Knights of Columbus for a benefit fundraiser on January 25, 2020 at the St. Albert's Parish Center D. 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, 2020 through March 31, 2021 Motioned by Cocking, seconded by Olson, to approve the Consent Agenda as presented. Ayes: Hendrickson, Cocking, and Olson. Nays:None. Absent:Halling and Vetsch. MOTION DECLARED CARRIED. Halling arrived at 7:05 p.m. 7. PUBLIC HEARINGS—None 8. WRIGHT COUNTY SHERIFF'S OFFICE—Updates,Reports, etc. There were no updates or reports. 9. DEPARTMENT BUSINESS A. City Council 1). Committee Updates There were no updates. 2). Consideration of Vetsch Resignation Couri stated the Council has the choice to fill or leave vacant Vetsch's City Council seat. However, he recommended they formally accept Vetsch's resignation and declare the vacancy. He added that there are no requirements for how Council fills the vacancy, if they choose to do so; they can appoint tonight, advertise or interview candidates, it is entirely up to the Council's discretion. Hendrickson stated that she has called and texted Vetsch in hopes that he would reconsider,but learned that his key has already been turned in. Cocking was disappointed at hearing the resignation at the previous meeting, but realizes it is what it is. Motioned by Olson, seconded by Cocking, to accept the resignation of Councilmember Vetsch. Ayes:Hendrickson, Cocking,Hailing and Olson. Nays:None. Absent: Vetsch. MOTION DECLARED CARRIED. Motioned by Cocking, seconded by Olson, to declare a vacancy on the City Council for term ending December 31, 2020. Ayes:Hendrickson, Cocking,Halling and Olson. Nays:None. Absent: Vetsch. MOTION DECLARED CARRIED. Cocking inquired how long an appointed Councilmember would serve and Couri clarified it would be until the end of the term,rather than just to the November election. Cocking stated that his only concern with keeping the vacancy open was the possibility of not having a quorum at times to ensure City Council Meeting Minutes Page 2 Regular Meeting of Tuesday,January 21,2020 city business gets taken care of. Olson inquired what a quorum would be if there are only four members on Council and Couri replied it would still be three. Couri added that it may be difficult additionally with summer vacations, etc.,but again there are no rules stating the seat must be filled. Hendrickson suggested looking at the results of the last election, such as the person who had the highest number of votes but not elected. Hendrickson stated that would be Walter Hudson, who previously served on the City Council and is now a Planning Commissioner. She added that he had indicated interest but was also concerned about the Planning Commission seat as they do not currently have an alternate and two other terms were up at the end of last year. Cocking stated that he liked the idea of appointing someone with familiarity with the city's budgeting process as they would not need a year or two to get up to speed. Olson felt the vacancy should be filled by the end of February. Cocking inquired if the Council has to wait to appoint or if they can do so tonight and Couri replied that the Council does not have to wait. Halling would like to wait at least until the nextCouncil meeting in order to receive letters of interest. Nafstad inquired then if Council wishes staff to advertise the vacancy. Hendrickson stated she did not want to conduct interviews. Cocking was hesitant to not advertise because it would seem as if they weren't following due process. That being said,he did feel that former Councilmember Hudson was more than qualified for the seat. Nafstad stated that brings up the issue of Planning Commission terms. Two seats have expired and if Hudson were appointed, that would be a third seat on the commission to fill. He just wanted to be sure that if Hudson is appointed that they coordinate the timing of the transition to ensure that there is a quorum of Planning Commissioners to carry out planning and zoning business. Olson felt they should appoint the vacant Council seat first and then address the Planning Commission seats. Nafstad stated that practice has been for Planning Commissioners to serve until their replacements are formally approved. Cocking inquired if the city must have a Planning Commission and Couri replied that it is state law. Halling inquired if they could recruit for both the vacant seat and Planning Commission at the same time, then they would have interested persons immediately following an appointment to the Council. She would like applicants to submit their qualifications. Hendrickson reiterated that she does not want to conduct interviews at a Council meeting. She emphasized that this is a unique position that does not happen often and the vacant seat will only be for a short period of time(approximately ten months). Olson felt they do need to allow time for interested persons to submit their letters of interest. He agreed with Cocking though, that Hudson is well qualified for the seat. Cocking suggest that letters be received until end of business on January 30. Nafstad stated they could put something in the paper and Brom said it would only be in the January 30 edition of the paper but he will include it. Nafstad said that it could be put on Facebook was well. B. City Clerk 1). Set Meeting Date and Time for Local Board of Appeals and Equalization (LBAE) Hodena reported that Wright County tentatively set the LBAE meeting for Monday, April 13 at 6:00 p.m., which is not a regular meeting date of the Council. Staff suggested setting it prior to the April 6, 2020 regular City Council meeting in case they need to reconvene to a second meeting which would then be April 20, 2020. Cocking stated that he will be absent from the April 6 meeting. Olson reminded the Council that they need at least one certified member at the LBAE and he is planning on taking the training prior to the February 1 deadline. Hendrickson stated she was also City Council Meeting Minutes Page 3 Regular Meeting of Tuesday,January 21,2020 interested in taking the training. Hodena reminded Council that they need at least three members present for the meeting. Motioned by Olson, seconded by Hendrickson, to set the meeting date for the Albertville Local Board of Appeals and Equalization for April 6, 2020 at 6:15 p.m. Ayes:Hendrickson,Halling and Olson. Nays:None. Abstain: Cocking.Absent: Vetsch. MOITON DECLARED CARRIED. C. Fire—None D. Finance—None E. Public Works/Engineering—None F. Planning/Zoning—None G. Building—None H. Legal—None I. Administration 1). 2020 Appointments to Boards and Committees Hendrickson inquired if Olson was fine with continuing on FYCC and Olson replied they had rearranged the board meeting time to work for him. Motioned by Cocking, seconded by Halling, to Approve Resolution 2020-002 appointing City Council members to various boards and committees for 2020. Ayes:Hendrickson, Cocking, Halling and Olson. Nays:None. Absent:None. MOTION DECLARED CARRIED. 2). Personnel Policy—Revision to On-Call Policy Nafstad reported that currently the Public Works and Utilities employees receive$1 per hour that they are on-call ($16 per day during the work week and one and one half(1 1/2)hours at time and a half pay for weekends and holidays hours). Generally, the employees take comp time for weekend rounds and holiday time. Nafstad stated that he struggles with two items: 1) reporting on the time sheets and 2) the employees earn too much comp time and do not use, therefore losing it due to the 40-hour cap on comp time. He would like to see this changed to overtime. He stated that there is also an issue with employees taking their vacation time. Cocking stated that they want to stay competitive but really employees should be using the benefits they earn such as leave time. He inquired if there is a large liability for the city if the employee leaves. Lannes clarified benefit time is paid out if an employee should leave. Nafstad stated that even if weekend rounds and holiday time move to overtime, employees can still accrue comp time with snowplowing, city events, or watermain breaks. He stated that comp time should generally be used right away but they run into issues with having enough employees at work. He stated it is a good problem to have as that means they have good employee attendance. Cocking inquired if they should take a broader look at comp time and overtime in general,possibly resolving comp time issues permanently. Nafstad felt that this is a good resolution for the time. Cocking stated the using benefit time is critical to the overall and mental health of the city's employees and wondered if there is an incentive to use benefit time. City Council Meeting Minutes Page 4 Regular Meeting of Tuesday,January 21,2020 Hendrickson stated that when they spoke on this issue at the Personnel Committee, it was recommended the Public Works and Utilities Supervisors no longer be on the on-call rotation because of their current duties and time commitments. Nafstad stated that the revisions show an approximate increase of$8,400 to the budget (enterprise funds)but by removing the supervisors from on-call, it reduces the impact on the budget further. Motioned by Hailing, seconded by Olson, to Approve the city's On-Call Policy as amended. Ayes: Hendrickson, Cocking,Hailing and Olson. Nays:None. Absent:None. MOTION DECLARED CARRIED. 3). City Administrator's Update Nafstad reported that the State of the Cities is on Tuesday, January 28, 2020 from 11:00 a.m. to 2:00 p.m. at Rockwoods in Otsego. Nafstad reported that the I-94 Coalition will be now be coordinating the I-94 transportation lobbying with Lockridge, Grindal, Nauen P.L.L.P. He inquired if Council would like to continue lobbying with Stinson Leonard Street. He stated it may help with state aid funds, especially for clean water mandates and to switch out from the current reed beds. He informed Council the WWTP reed beds are considered a noxious weed and will need to be remedied. Olson clarified that there are no longer payments to the LGN and Nafstad confirmed those ended in 2019 and are now a portion of the dues the city pays as a member of the I-94 Coalition. Cocking inquired if there are any unused lobbying dollars that can be used for the federal level for wastewater improvements. Nafstad reported that Stinson is specific to state lobbying efforts, not federal,but there other lobbying firms out there. Nafstad reported they received the MN DNR grant money for Westwind Park. Work is currently being done on the storage tank for the WWTP improvements. Nafstad stated there will be a Parks Committee meeting next week where he will be bringing the 58'1' Street NE improvements and Central Park improvements to the committee to discuss and approve. 10. Announcements and/or Upcoming Meetings January 20 City Offices Closed, Martin Luther King, Jr. Day January 21 City Council, 7:00 p.m. January 27 Joint Powers Water Board, 6:00 p.m. Parks Committee, 7:00 p.m. February 3 City Council, 7:00 p.m. February 10 STMA Ice Arena Board, 6:00 p.m. February 11 Planning Commission, 7:00 p.m. February 17 City Offices Closed, Presidents' Day February 18 City Council, 7:00 p.m. February 24 Joint Powers Water Board, 6:00 p.m. Parks Committee, 7:00 p.m. City Council Meeting Minutes Page 5 Regular Meeting of Tuesday,January 21,2020 10. ADJOURNMENT Motioned by Olson, seconded by Cocking, to adjourn the meeting at 8:00 p.m. Ayes: Hendrickson, Cocking, Hailing and Olson. Nays:None. Absent:None. MOTION DECLARED CARRIED. Respectfully submitted, j/_—: //- /-77,4 Kimberly ,odena, City Clerk City Council Meeting Minutes Page 6 Regular Meeting of Tuesday,January 21,2020