MINUTES CITY OF DELANO SPECIAL WORKSHOP City Council/Economic Development Authority Tuesday, May 26, :00 PM

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1 1. CALL TO ORDER MINUTES Mayor Joe McDonald, called the Special Workshop of the Delano City Council/ Economic Development Authority of Tuesday, May 6, 2009 to order at 6:09 PM 2. ROLL CALL Members Present: Also Present: Joe McDonald, Mayor Holly Schrupp, Council Member/Mayor Pro-tem Brad Hotchkiss, Council Member Larry Bartels, Council Member Betsy Stolfa, Council Member Phil Kern, City Administrator Brian Bloch, Finance Director Vince Vander Top, City Engineer Dan Sjordal, Outworks Design Wendy Biel, Recorder 3. SPECIAL ORDER OF BUSINESS A. Review Rivertown Project. Phil Kern updated Council on the Rivertown Rowhomes, stating Jeff Vanderlinde has had multiple showings and is encouraged by this increased interest. Brian Bloch reviewed Rivertown Revenues and Expenditures for 1 st Quarter ending March 31, 2009; overall, total expenditures for 1 st Quarter 2009 exceeded total revenues. Bloch explained the variances due to vacancy of Rowhomes (revenue) compared to the increase in taxes (expenditures) plus additional commercial expenses (expenditure) dramatically affected the actual balance compared to budget expectations. Mayor McDonald requested another meeting with the Association Members of Rivertown. Bloch offered to notify all Association Members, including Mayor McDonald, Holly Schrupp and Marlene Kittock. Mayor McDonald also addressed the weed control and fertilization necessary to maintain the Rivertown courtyard area. Brad Hotchkiss suggested getting quotes on a lawn maintenance contract beyond basic mowing needs. Bloch would work with Marlene Kittock and the current company responsible for mowing and discuss further options. Any changes or additional costs will be presented to the Association during the next meeting. Page 1 of 6

2 B. Discuss letter regarding downtown activities. Mayor McDonald introduced Jon Steinmetz who had expressed intent to discuss activity in the downtown area. Mr. Steinmetz reviewed the he had sent to Council and Staff on Monday, May 18, He referred to the vandalism at his building, 100 Bridge Avenue East, over the weekend of May 9, 2009, and also reminded Council that this was the third year his building had been damaged. Mr. Steinmetz continued stating that his tenants have spoken with him regarding damages to his building and his surrounding area, as well as debris being thrown into Crow River. Stolfa asked Mr. Steinmetz what solution(s) he is requesting. He asked for a stronger presence by Wright County Sherriff s Department. Mr. Steinmetz offered his building during the overnight hours as a central location for the Wright County Sheriff s Department; more foot traffic throughout downtown, checking out alleys and parking lots, walking through Central Park area and giving the residents a physical presence. Mr. Steinmetz felt that by physically patrolling certain areas the Wright County Sheriff s Department would be able to see and hear much more activity than by riding in their cars throughout town. Mayor McDonald asked if there were specific hours outlined within the Wright County contract for the City; Staff replied that they are under contract for 16 hours per day, but there are not specific times throughout the day and night. Betsy Stolfa asked if there had been similar complaints of damages to either City or personal property lately. Larry Bartels recapped that unfortunately during spring months there is a trend that requires more surveillance; Staff will work with the Wright County Sheriff s Department and the Public Safety Committee to address this matter, specifically noting damages to Mr. Steinmetz building. Brad Hotchkiss requested that Wright County also be reminded of and to enforce the curfew ordinance. Will Haack, 2770 County Road 30, Delano MN, questioned the purpose of the Public Safety Committee and frequency of their meetings. Mayor McDonald responded to Mr. Haack s question that the Public Safety Committee purpose is to study, investigate and make recommendations regarding crime, public safety and law enforcement. They meet at least six (6) times a year; however the committee will meet more often to address any significant issues. Damages to the City Park Gazebo were also presented to Council by Deacon Bruhn, nd Street North, Delano MN. Stolfa stated that Council is aware of this and is working with Ernie Eden, Public Works Director. Bruhn continued questioning the possibility of surveillance cameras at the gazebo; Staff will look into various options available to improve safety. Page 2 of 6

3 In closing, Mr. Steinmetz reminded Council of the repeated damages to his building and the rising repair costs, and his request for an increase presence by Wright County Sheriff s Department. He offered to volunteer for a Citizen Watch Program, should one be developed. Staff and Council agreed to contact Wright County Sheriff s Department to discuss options available within the City s contract and to bring his concerns to the Public Safety Committee. C. Discuss Bridge Avenue Improvement Plan. Phil Kern opened the discussion by explaining that this item will be split into 3 entities: budget projections, scheduling, and design elements. Kern reminded Council two years ago $300,000 had been put into the budget for the aesthetics; however current plans and specs have projected costs to be between $500,000 and $600,000. Staff presented Council various alternatives that can be discussed at a later date to offset some of the additional cost. Vince Vander Top outlined the TH 12 / Bridge Avenue Project schedule. He described the various projects going on at this time: Bridge Avenue Landscape Improvements, MnDOT Phase 2 Improvements and MnDOT TH 12 Landscape Improvements. Vander Top focused on the Bridge Avenue Landscape Improvements for this meeting. He reminded Council that this schedule is flexible; however adjusting certain dates could affect future costs and contracts. Vander Top opened with Council to authorize preparation of plans and specifications by June 2; solicitation of monument proposals by June 23; Council to approve plans and specs and authorize bids by July 21; consider monument proposals by August 18; open bids for Bridge Avenue Landscape improvements by August 21; Council to consider and award contracts for Bridge Avenue Landscape and monuments by September 1; Contractor to begin by September 14; with the goal of substantial completion of the Bridge Avenue landscape improvements (dependent on MnDOT Phase 2 progress) by November Dan Sjordal, Outworks Design, presented the concept plans and drawings previously presented to the Aesthetic Committee. Mr. Sjordal described various plans and drawings outlining columns, fencing, planters, signage, and monuments. He suggested maintaining similar concepts constructed both at Bridge Avenue and Highway 12, and Highway 12 and County Highway 30. Betsy Stolfa commented that due to possible budget restraints, the intersection of Bridge Avenue and Highway 12 should be the main focal point. Brad Hotchkiss questioned the proposed materials used for this project and their weather maintenance needs. Mr. Sjordal stated that he felt confident in the quality Page 3 of 6

4 of materials. Mr. Sjordal went on to explain that this project would extend the continuity of the MnDOT TH12 Landscape plan into downtown and similar structural ideas would be continued in the Bridge Avenue Project. Bruhn questioned whether the City felt spending $300,000 on aesthetics during these economic times was the best use of the money. Mayor McDonald felt confident that this proposal was fiscally responsible and a motivating step towards updating the downtown area. The Mayor is encouraged by the interest in the Garden Club and local volunteer programs to collaborate efforts in the maintenance of downtown plantings. Hotchkiss questioned if Public Works had reviewed the plans to ensure proper care of the plantings. Staff stated they had taken into effect durable plantings for all seasons with the low maintenance, yet maintaining a quality appearance. Staff recommended presenting these options to the Council at the Regular meeting on June 2, 2009; these options would also be available on the website for residents to review. Renata Russek, 309 Bridge Avenue East, Delano MN, requested that the turning lanes at the intersection of Bridge Avenue and Highway 12 maintain visual clarity for all driving vehicles. Mrs. Russek acknowledged additional comments from residents specifying plantings should not drop or extend into the vision of traffic. Stolfa recommended considering the final placement of monuments and plantings, be allotted for any future commercial development opportunity. Holly Schrupp is of the same opinion that improvements can be considered while maintaining financial responsibility. Mayor McDonald reiterated the necessity to invest in beautifying the downtown area and support promoting the business community; he also agreed to further discussion at the Regular Council meeting on June 2, D. Updates on Budget. i. Revisit salary and wage discussion Phil Kern reported to the Council that recent actions at the State level, most importantly the failure to adopt a budget, has made it very difficult for the City to accurate project its financial balance sheet for this year or Kern stated that the corrections to the budget in January were made on an assumption of the worst-case scenario, and in fact at this time it s very likely that will be the outcome. Further, Kern stated the 2010 budget will likely have to include many of the same budget reduction measures, possibly with more reductions, in order to maintain a balanced budget. i. Revisit salary and wage discussion Page 4 of 6

5 Council agreed that salary wage would have to be discussed at a further time due to budget restraints discussed during the budget planning. ii. Review quotes for phone and data services. In an effort to minimize City expenditures, Kern reported that staff has sought quotes on the City s phone and data services. Staff will provide three quotes for Council to review and approve of at the Regular meeting on June 2, iii. Review Fire Relief contribution. Kern briefly described how the Fire Relief is funded and maintained, both by State and Local Government contributions as well as various independent fund raisers. Kern reported that the City s contribution in 2009 to the Fire Relief fund is expected to greatly exceed the budget, perhaps by as much as $22,000. Kern stated that the Fire Relief Association is aware of the issue, and the City Council in the coming month will have to decide to increase its contribution, reduce benefits, or some combination of the two. Brad Hotchkiss asked for an example payout would be if the contribution was lowered. Brian Bloch described the benefit as a set figure paid per year(s) of service, as a one time payout. For example, a fireman retiring a year ago after 25 years of service may have received a $62, payout. However if the City s contribution is less than requested this would significantly affect their benefit plan. For example, the same fireman retiring next year after 25 years of service may receive $45, payout. Bloch noted these values are to be used as examples; no specific monetary example can be given at this time. Mayor McDonald respectfully noted the incredible work of the firemen; and although this will not be an easy decision, unfortunately during these economic times many peoples retirement funds have been drastically affected. Betsy Stolfa questioned when the final decision was needed; Bloch requested by June for proper budget planning in August / September Staff recommends reviewing for final decision at the Regular Council meeting June 16, E. Discuss request for purchase of City-owned property. Phil Kern relayed a request by Charles & Linda Motzko, 1688 River Street N, to purchase a portion of property adjacent to the west side of their property. Currently this area of land is owned by the City and available for to the Public Works Department. Larry Bartels encouraged Motzko s to offer a Page 5 of 6

6 bid to the City. Brad Hotchkiss requested that if an appraisal is required, that this would be at the buyer s expense. Staff agreed with Council and will recommend Motko s proceed with their request. 4. ADJOURNMENT Motion Number (M ) Motion by Holly Schrupp, seconded by Betsy Stolfa to adjourn the special workshop of the Delano of. Motion Carried. There being no further business to discuss the special workshop of the Delano City Council/Economic Development Authority of was adjourned at 8:17 PM. Joe McDonald, Mayor ATTEST: Marlene Kittock, City Clerk Wendy Biel, Recorder Page 6 of 6