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HomeMy WebLinkAbout2020-08-26 Council WS & Meeting Minutes - Approved Approved CITY OF CENTERVILLE CITY COUNCIL WORK SESSION, COUNCIL MEETING & CLOSED EXECUTIVE SESSION August 26, 2020 5:00 p.m./6:30 p.m. Pursuant to due call and notice thereof, the City of Centerville held their regularly scheduled City Council Work Session & Council Meeting on August 26, 2020 via Zoom Videoconferencing at: https://zoom.us/j/478824301, Meeting ID: 478 824 301 with audio only available at: 312-626- 6799. The meeting was also live streamed by North Metro TV. WORK SESSION I. CALL TO ORDER Mayor D. Love called the work session to order at 5:01 p.m. PRESENT: Mayor D. Love Council Member Russ Koski Council Member Michelle Lakso (Arrived 5:26 p.m.) Council Member Matt Montain Council Member Tom Wilharber ABSENT: None STAFF: City Administrator Mark Statz Finance Director Bruce DeJong *Note that “present” is construed to mean that the noted individuals were vispibly and audibly present on the videoconference call. II. ITEMS OF DISCUSSION 1. CARES Act Funds Allocation Plan Administrator Statz stated that the City is slated to receive $304,902 in CARES funding, that the City has been approached by numerous entities for partnering/requesting funds and that the City has incurred direct and indirect costs due to the pandemic. He stated that Staff has provided a plan for discussion which encapsulates all requests. He stated that he and Finance Director DeJong have worked to contain all anticipated expenditures of the City and requests into the plan. Staff reviewed the plan. Lengthy discussion was had regarding assisting residents with basic needs (rent, mortgage payments, food shelves, etc., ensuring that accurate accounting principles were used in justifications for deeming expenditures associated with the pandemic, ensuring that no funding would need to be bore by the taxpayers if expenditures were deemed inappropriate, classifying expenditures associated with ongoing maintenance of vehicles due to purchase delays. Administrator Statz stated that the funds needed to be utilized by November 15. He stated the importance of justifying expenditures while assisting the community. City of Centerville Council Meeting Minutes August 26, 2020 Council had concerns regarding auditing of the use of the funds and accountability, concerns for a non-profit hospital requesting assistance versus usage and their location within a different County, working with those that are the most valuable partners of the City. Administrator Statz stated that public safety services have experienced potentially the most COVID-19 expenditures due to staffing, cleaning, etc. and is probably the most clear. Discussion took place regarding the County’s business grant program and its potential for being over funded, EDA’s desire to assist local businesses and COVID expenditures associated with the proposed remodeling of City Hall and Council Chambers. Council had concerns for residents meeting their needs and potential for assisting local food shelves, etc. Administrator Statz stated that partners on the listing approached the City requesting funding however, the City could reach out the local food shelves, YMCA, etc. to obtain their thoughts and understanding the regulations of the funding. 2. General Fund Budget Administrator Statz reminded Council that their deadline for a preliminary budget was September, once that is set it cannot be increased. He stated that some line items have been modified since last reviewed as the Centennial Lakes Police Department adopted their 2021 Budget with an $11,000 deduction in the City’s obligation due to citizen good behavior. He stated that the EDA is requesting $22,800 due to the blue sign program, continuation of CenterStage, purchase of banners and streetscaping. Discussions took place regarding building permit forecasts, future development, the City Hall project, proposed 1.14% increase, debt services, preference of no increase in property taxes for residents due to COVID-19, possibility of residential default on property tax collection, $50,000 contingency/Capital Outlay Fund, importance of paying off debt, discussions of salaries, and Staff/Council’s desire to have a balanced budget with no increases to taxes. Discussion ensued regarding use of the County’s Assessor versus hiring an outside Assessor and whether that would save money. Administrator Statz stated that the City several years ago went out for contractor’s to save money and believe that they are saving money compared to utilizing the County’s Assessor. Discussion also ensued regarding the use of a dedicated Engineer, going out for Requests for Proposals and use of multiple engineers versus a rotational 3-5 year contract for services. Mayor Love thanked Staff for their work and presentation. III. RECESS Mayor Love called a five (5) minutes recess at 6:29 p.m. and adjourned the Work Session. Page 2 of 8 City of Centerville Council Meeting Minutes August 26, 2020 COUNCIL MEETING I. CALL TO ORDER Mayor D. Love called the meeting to order at 6:34 p.m. ROLL CALL* PRESENT: Mayor D. Love Council Member Russ Koski Council Member Matt Montain Council Member Michelle Lakso Council Member Tom Wilharber ABSENT: None. STAFF: City Administrator Mark Statz City Attorney Kurt Glaser Finance Director Bruce DeJong *Note that “present” is construed to mean that the noted individuals were visibly and audibly present on the videoconference call. II. PLEDGE OF ALLEGIANCE III. APPROVAL OF AGENDA Mayor Love provided an opportunity for others to add or delete any items. Motion by Council Member Koski, seconded by Council Member Wilharber to Approve the Agenda as Presented. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso, Montain, & Wilharber voted in favor. Motion carried. IV. APPOINTMENTS/PRESENTATIONS 1. None V. PUBLIC HEARINGS 1. None VI. APPROVAL OF THE MINUTES 1. July 8, 2020 City Council Meeting Minutes Page 3 of 8 City of Centerville Council Meeting Minutes August 26, 2020 Council Member Koski stated that on page 5 of page 10, second paragraph should be Mayor instead of “Mayo” Love. He also stated that Council Member Montain reported on the Anoka County Fire Protection Council rather than the Centennial Fire District Steering Committee. Motion by Council Member Koski, seconded by Council Member Montain to Approve the July 8, 2020 Meeting Minute with the Aforementioned Modifications. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso, Montain, & Wilharber voted in favor. Motion carried. VII. CONSENT AGENDA 1. City of Centerville Claims through August 26, 2020 (Check #34173-34189) & (1565- 1569E) 2. Centennial Lakes Police Department Claims through August 20, 2020 (Check #13132- 13367), E2020029-2020032, Payroll Check #13352-13353 & Voided Check #13343 3. Centennial Fire District Claims through August 25, 2020 (Check #8871-8890 & E2020020-E2020021) 4. Res. #20-0XX – Easement Vacation – 1825 Main Street 5. Res. #20-0XX – Proclamation – Constitution Week 6. Res. #20-0XX – Accepting CARES Act Grant Funding (Elections – Anoka County/State of Minnesota) 7. Parks & Recreation Committee Recommendation to Accept Donation of Memorial Bench in Honor of Deceased Husband John, Ms. Hansen, 6961 Meadow Court 8. Alexandra House – Request for Funding Mayor D. Love provided an opportunity for Council to add or remove any item(s) to/from the consent agenda. Motion by Council Member Wilharber, seconded by Council Member Lakso to Approve Consent Agenda as Presented. Mayor Love desired for passing along Council’s condolences to Ms. Hansen and thanked her for her donation of the Memorial Bench. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso, Montain, & Wilharber voted in favor. Motion carried. VIII. OLD BUSINESS 1. Ordinance #106, Second Series – Amending Ordinance #105 , Second Series – Driveway Location and Width (Second Reading and Summary) Administrator Statz explained that at the last meeting which was the first reading of this ordinance and now is the second reading. Staff noticed a discrepancy in what was intended on the original ordinance and now has been corrected with this Ordinance. Mayor Love asked if any modifications had been made since the last meeting. City Administrator Statz stated that none were made. Council Member Koski stated that the Planning & Zoning Commission was steadfast Page 4 of 8 City of Centerville Council Meeting Minutes August 26, 2020 with the modifications contained in Ordinance #105 and he thanked them. He also thanked Staff for acknowledging the intent of the original ordinance and correcting the Ordinance. Motion by Council Member Koski, seconded by Council Member Lakso to Approve Ordinance #106, Second Series – Amending Ordinance #1105, Second Series – Driveway Location and Width & its Associated Summary. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso, Montain & Wilharber voted in favor. Motion carried. Mayor Love thanked Council Liaison Koski for his work and the Commission’s work on the ordinances. IX. NEW BUSINESS 1. Award Bid – City Hall Renovation Project Administrator Statz stated that bids were opened out on the front sideway with a very large response of 17 bidders. He stated that the A/V upgrades were not included, five (5) alternates were contained with a small contingency for construction add-ons if needed. He explained that additional review has calculated $187,000 of funds available which is funding in excess of the 50% of the City’s required threshold for funding of the next year’s expenses for half of the year. He felt that the $300,000 of proposed costs could be met. He stated that with the A/V upgrades the total project was estimated at $400,000. He reminded Council that the A/V upgrades were being funded through Franchise Fees which have been set aside for such purchases. He stated that the lowest base bid was $215,000 with $41,600 in alternates. He stated that $60,000 was included in the bid for engineering/architect. Administrator Statz stated that Council may desire to determine if it is appropriate to utilize the $50,000 budgeted for contingencies. Additional discussion took place regarding carpeting and HVAC as being capital improvement that are contained in the Capital Equipment Fund; funding utilized from the water, sewer, stormwater funds being acceptable for use (11%); CARES Funding and security funding available through a grant ($10,000). Administrator Statz reviewed the alternates (lobby, history wall, RTU, A/C & Furnace, lighting, parking lot lighting and in floor heating for Administrative Offices and Council Chambers. He explained that some or all of these could be included in the project depending on funding rather than add-ons during the project. Administrator Statz stated that he would recommend alternates 1, 2, 4, 6 and 7. Discussions took place regarding HVAC equipment and modification to only replace one (1) heater & A/C unit as it has failed and worked harder than the other. He also stated that the parking lot lighting could be considered in the future when the paving is completed. Administrator Statz stated that low bidder was Crawford-Merz for $256,600 including the aforementioned alternates. Council Member Lakso stated that she does not feel comfortable in the dark parking lot and believes that it is a safety issue that should be taken care of as soon as possible. Discussion ensued regarding the use of Street Funds for lighting and paving of the parking lot, use of donated lights, glare nuisance, upgrades to the front lobby and tying the area in with Council Chambers, the project, bids, appreciation for previous Council Members for diligence for spending and saving, Page 5 of 8 City of Centerville Council Meeting Minutes August 26, 2020 having the ability to fund the project with cash rather than bonding, parking lot project being contained within the Capital Improvement Project plans and it being scheduled to take place soon, construction timeline for the renovation project, concern for voters and contractor working around the public, concern for placement of parking lot lighting and engineering for same. Mr. Steve King, 1724 Sorel Street, requested clarification of the OSHA grant funding ($10,000) and CARES funding ($10,000). Administrator Statz stated that the funds slightly overlap for renovations of the front/client window and ADA accessibility along with safety features proposed for Council Chambers. He stated that they would remain separate so that appropriate accounting could be achieved. Lengthy discussion was had regarding the parking lot and lighting, including alternate #5 in the motion so that it was taken care of at this time, possibility of delaying the project due to this action, estimate of $100,000 to complete the parking lot portion of the project, partial plan for installation of the three (3) donated light installation. City Administrator Statz stated that he had received direction from Council with parking lot lighting being a priority. Motion by Council Member Lakso, seconded by Council Member Wilharber to Approve City Hall Renovation Project and Award Bid to Crawford-Merz the Base Bid with Alternates #1, #2, #4, #6 and #7 ($256,600) as Presented. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso, Montain & Wilharber voted in favor. Motion carried. X. COUNCIL/ADMINISTRATOR ANNOUNCEMENTS 1. Administrator’s Report Administrator Statz reported that he has spoken with several developers regarding smaller residential developments and apartments. He stated that a new business in the downtown area (Jiles & Jiles) has received a license from Anoka County (food) and they hope to open shortly. He stated that Centerville is a good location and businesses are succeeding. Council Reports a. Lakso – Council Member Lakso stated that she had no updates but desired to state that she is grateful for the amenities available in Centerville (trails, parks, safety, etc.) i. Parks and Recreation Committee – No report was given. ii. Centennial Fire District Steering Committee – No report was given. iii. Anoka County Fire Protection Council – No report was given. b. Wilharber – i. Economic Development Authority – Council Member Wilharber stated that the Committee is working with Ms. Michele Koch for the CenterStage Program. He stated that the Committee generally has needed to re-contact businesses to complete the video portion of the Page 6 of 8 City of Centerville Council Meeting Minutes August 26, 2020 program. He stated that he felt the program was going well otherwise. He also reported that the EDA has considered several items for future projects with their budget being reflected accordingly. (Banners for the downtown street posts, etc.) c. Koski – Thanked Ms. Hansen for the memorial bench donation in her husband’s honor and desired to also thank Alexandra House for their work and assistance to residents. i. Planning & Zoning Commission – No report given as the meeting will take place next week. ii. Centennial Fire District Steering Committee – No report given d. Montain – i. Police Governing Board – Council Member Montain reported ii. North Metro Telecommunications Commission – Council Member Montain reported that the meeting would be next week. e. Love – stated that for the last two weeks there has been an increase in petty crimes and that residents should be diligent about locking their cars and contacting the Police Department about suspicious behavior. i. Police Governing Board – Mayor Love stated that the Governing Board is discussing recent racial tensions experience in other communities and that discussions and research regarding the item have commenced with the Police Department. He stated that he believes that being pro-active on this item and that a future work session may be needed to discuss policies and procedures for handling difficult situations. ii. Economic Development Authority – No report was given. iii. Other Mayoral Reports – No report was given. XI. RECESS REGULAR CITY COUNCIL MEETING Mayor Love recessed the Regular Council Meeting at 7:43 p.m. CLOSED EXECUTIVE SESSION (PURSUANT TO MINN. STAT. 13D.03 Subd. 3(b)) City Attorney Glaser read the following into the record - This portion of the meeting is closed to develop or consider strategies for labor negotiations, including negotiation strategies or development or discussion of labor-negotiation proposals for Staff to negotiate with City employees. The closure is pursuant to Minnesota State Statute Section 13D.03, subdivision 3(b) I. CALL TO ORDER 1. Roll Call Page 7 of 8 City of Centerville Council Meeting Minutes August 26, 2020 Mayor D. Love called the work session to order at 7:45 p.m. Mayor D. Love, Council Members Russ Koski, Michelle Lakso, Matt Montain and Tom Wilharber were present along with City Attorney Kurt Glaser and City Administrator Statz. II. AGENDA ITEMS 1. Discussion of Labor Union Contract Proposal NOTE: The details of the discussion during this Session remain confidential pursuant to the attorney-client privilege. III. ADJOURNMENT Motion by Council Member Koski, seconded by Council Member Lakso to adjourn the Closed Executive Session and open the Regularly Scheduled Council Meeting. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso & Wilharber voted in favor. Motion carried. The meeting was reopened to the public at 10:28 p.m. by act of the Mayor. XII. RECONVENE REGULAR CITY COUNCIL MEETING COUNCIL MEETING (Cont’d) XIII. ADJOURNMENT Motion by Council Member Koski, seconded by Council Member Lakso to Adjourn the Regularly Scheduled Council meeting at 10:32 p.m. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso, Montain & Wilharber voted in favor. Motion carried. Respectfully submitted by City Clerk, Teresa Bender. Page 8 of 8