ORTONVILLE CITY COUNCIL
COUNTY OF BIG STONE,
STATE OF MINNESOTA
REGULAR MEETING MINUTES
CITY OFFICE MEETING ROOM
315 Madison Avenue, Ortonville, MN
Monday, October 6, 2008
7:00 P.M.
Call to Order and Roll Call:
Mayor Blair Johnson called the Regular Meeting of the
Ortonville City Council to order at 7:00 P.M. Roll Call was taken with
the following Present: Mayor Blair Johnson, Craig Randleman, Steve
Berkner, Mike Dorry, John Cunningham, and Bob Meyer. Absent: Nick Anderson
Staff Present: City Administrator David Lang, Deputy City Clerk Susan
Lundell. Media Present: Mike Swenson (Ortonville Independent).
Others Present: Vince Robinson and Paul Olson of DSI, Susan Brickweg of
Prairie Country Consulting, OAHS Administrator Rick Ash, Chief Financial
Officer Jim Foster, City Engineer Bob Schliemann of Ulteig Engineers, EDA
Board Member Garry Swenson, Terry and Mark Block and other interested
citizens.
AGENDA
AMENDMENTS/APPROVAL:
Add Item
11.b. Library
Add Item
12.a. Telecommunications Meeting
Motion
by Cunningham, second by Randleman to approve
the Agenda as amended.
All in
favor. 6-0. MCU (Motion Carried Unanimously)
RECOGNITIONS/PRESENTATIONS/INTRODUCTIONS:
6.a.
2008 Housing Study-Development Services Inc.-Vince Robinson, Paul
Olson, Susan Brickweg.
Vince
Robinson of Development Services, Inc. provided a brief summary of the
2008 Housing Study. The primary focus was on future housing needs. The
study reported there is a need for specific types of housing, such as
senior housing. There is a need for 7 more independent living units now
plus an additional 9 units by 2013. The 2008 Housing study will be
available on the city website. Discussion and questions followed. A follow
up meeting will be held at the Clinton Memorial Building in November. A U
of M Morris demographer will review housing needs in the area.
Council
Member Nick Anderson arrived at the meeting at 7:08 PM.
CITIZENS
TO BE HEARD:
7.a.
Mark and Terry Block-Purchase of city owned lot adjacent
to the Golf Course.
At the March 17, 2008 Council
Meeting, Mark and Terry Block agreed to purchase city owned Lot Four,
Course Air First Addition at a price of $7,500.00 with the understanding
that $4,820.71 in special assessments would be put on a fifteen year
assessment roll and that the Blocks agree to build a new house on the lot
within 2 years.
Ortonville City Council Regular
Meeting Minutes October 6, 2008 Page 2 of 6
CITIZENS
TO BE HEARD: (cont.)
The Council approved the sale based
on these terms. Blocks stated the City agreed to closing on the property
within 30 days of the meeting. They reported that 5 months have passed
without a closing scheduled. In the meantime, Blocks reported that there
has been a drastic down turn in the economy and wanted to have the 2-year
time limit to build eliminated from the agreement. Questions and
discussion followed. Mayor Johnson stated that he felt there should be
some time limit on the sale and suggested 5 years. Others felt that since
the City did not hold the closing within the 30 days as agreed to at the
time of the sale, then the time limit should be dropped.
Motion by Berkner, second by
Dorry to remove the time limit for building
stipulation in the sales agreement with Mark and Terry Block for Lot Four,
Course Air First Addition, City of Ortonville. The City Attorney will
draw up a new contract.
All in favor. 7-0. MCU.
CONSENT
AGENDA:
8.a.
Approve Expenditures
8.b.
Approve Minutes of City Council Regular Meeting September 15, 2008
Motion
by Randleman, second by Anderson to
approve the expenditures.
Dorry
asked about use of the City’s credit card, moving expenses for the Clerk
Administrator and water connection fees.
Motion
carried. 5-0-2. Berkner, Johnson Abstained.
Motion
by Cunningham, second by Randleman to approve
the September 15, 2008 Council Regular Meeting Minutes.
All in
favor. 7-0. MCU.
Recommendations of Citizen
Boards, Committees and Commissions:
9.a. Utility Committee Recommendation: Appointing David
Lang as Program Administrator and Judy Roberts, Debra Ellingson and Craig
Ash as Theft Prevention Committee Members for the Red Flag Program.
Motion by Cunningham, second by Randleman
Appointing David Lang as Program Administrator and Judy Roberts, Debra
Ellingson and Craig Ash as Theft Prevention Committee Members for the Red
Flag Program.
All in favor. 7-0. MCU.
9.b. Utility Committee Recommendation: Resolution to
Refurbish 1,300 Gateway Circuit Boards at $22.00 each and Purchase 1,300
GE 1-210 Single-Phase Electric Meters with Power Supply & Com Module at
$99.00 each-$157,300.00. John
Cunningham
explained the specifics of this request. He stated to get the system
working properly we have to purchase these updates. He reported that the
2009 budget would pay for them. Dorry expressed concern that the new
system purchased a few years ago was already obsolete and has not been
used yet. Clerk Administrator Lang stated that rates may have to be raised
to recoup the costs of this update. Anderson expressed concern that the
updates would cost each utility user an additional $150.00. By consensus,
the Council voted to table this until the vendor is available make a
presentation to the Council.
Ortonville City Council
Regular Meeting Minutes October 6, 2008 Page 3 of 6
RECOMMENDATIONS OF CITIZEN
BOARDS, COMMITTEES AND COMMISSIONS:
9.c. Utility Committee Recommendation: Resolution to
Purchase 100 3-Phase GE KV2 Meters-$27,900.00.
Resolution 08-084, to Purchase 100 3-Phase GE KV2
Meters-$27,900.00.
Motion by Berkner, second by Cunningham
to Approve Resolution 08-084, Approving Purchase of 100 3- Phase GE KV2
Meters-$27,900.00. Discussion
and questions
followed.
Upon Roll Call Vote the following voted Aye: Johnson,
Cunningham, Randleman, Meyer, Berkner, Dorry, Anderson. 7-0. MCU.
9.d. Utility Committee Recommendation: Resolution to
Purchase 100 Badger Water Meter Heads Equipped with Absolute Digital
Encoders at $65.00 Each-$6,500.00
Tabled by Consensus of
the Council.
9.e. Utility Committee Recommendation: Resolution Approving
Engineering Agreement for Sanitary Sewer Forcemain along Big Stone Lake;
Street and Utility Improvements on McCloud Street-$64,000.00.
Bob Schlieman of Ulteig
Engineers discussed this project with the Council. The City has been given
approval to receive low-interest loan funds from the MN Public Facilities
Authority (PFA) for this project. The lack of easements in the area has
resulted in a large allocation for administration and legal costs. The
estimated cost of the project is $397,000.00. The deadline is March 2009
for the MN PFA loan application.
Resolution 08-085, Resolution Approving Engineering
Agreement for Sanitary Sewer Forcemain along Big Stone Lake; Street and
Utility Improvements on McCloud Street-$64,000.00.
Motion by Anderson, second by Randleman
to adopt Resolution
08-085, Approving Engineering Agreement for Sanitary Sewer Forcemain along
Big Stone Lake; Street and Utility Improvements on McCloud
Street-$64,000.00.
Upon Roll Call Vote the following voted Aye: Johnson,
Cunningham, Randleman, Meyer, Berkner, Dorry, Anderson. 7-0. MCU.
9.f. Utility Committee Recommendation: Resolution Approving
Engineering Agreement Lakeside Park Utility Extension-$22,000.00.
Motion by Randleman, second by Cunningham
to adopt Resolution Approving Engineering Agreement Lakeside Park Utility
Extension-$22,000.00.
Discussion and questions followed. Anderson stated that
Interstate Engineering did previous work on the Lakeside Park Building and
could probably finish this part of the project at a lower cost than Ulteig
Engineering. Dorry and Meyer objected stating that it would be more cost
effective to hire Ulteig Engineering as they will be working with the City
on other projects at the same time.
Randleman withdrew his motion and Cunningham withdrew the
second.
Motion by Anderson, second by Randleman
to get a quote from Interstate
Engineering for this phase of the Lakeside Park project.
Discussion and questions followed.
Motion carried. 5-2. Nay: Dorry and Meyer.
Ortonville City Council
Regular Meeting Minutes October 6, 2008 Page 4 of 6
RECOMMENDATIONS OF CITIZEN BOARDS, COMMITTEES AND
COMMISSIONS: (cont.)
9.g. Utility Committee Recommendation: Resolution Approving
Engineering Agreement to Provide Services Related to Optimizing Water
Treatment Plant-$8,500.00.
Resolution 08-086, Approving Engineering Agreement to
Provide Services Related to Optimizing Water Treatment Plant-$8,500.00.
Motion by Dorry, second by Berkner
to adopt
Resolution 08-086,
Approving Engineering Agreement to Provide Services Related to Optimizing
Water Treatment Plant-$8,500.00.
Discussion and questions
followed regarding the potential of impact of Big Stone II. Bob Schlieman
of Ulteig Engineers stated this project would optimize the Water Treatment
Plant operations. The goal would be to reduce backwash frequency and avoid
having to do major improvements to the facility. The installation of the
new smaller polymer pump was discussed.
Upon Roll Call Vote the following voted Aye: Johnson,
Cunningham, Randleman, Meyer, Berkner, Dorry, Anderson. 7-0. MCU.
9.h. OAHS Health Care Board Recommendation: Approval of
2008-09 Budget
OAHS Finance Director Jim Foster gave a report on the OAHS 2008-09 Budget.
OAHS will add 2.5 FTEs spread over 4 functional areas. Revenues are up
5.6%. Hospital rate increases are 5.2%. Expenses are up overall 7.5%.
Professional Services up 24% for a guarantee. Jim Foster also reviewed
Schedule 4. Overall, expenses will go up more than revenues; operating
margin will decrease, but OAHS is budgeted to remain profitable in fiscal
year 2009. Swing bed days in the hospital increased as the nursing home
has been full. The new patient wing of the hospital will be completed
sometime between July and September of 2009.
Motion by Dorry, second by Cunningham
to approve the 2008-09
OAHS Budget.
All in favor. 7-0. MCU.
9.i. OAHS Health Care Board Recommendation: Resolution
Approving HDR Lower Level Design & Give Building Committee the Authority
to Review & Select Plans-$20,850.00.
OAHS CEO Rick Ash
explained the value engineering reduction process that was made in the
construction package before it went out for bid. Since bids came in lower
than expected, the OAHS Board asked to add square footage back into the
Lower Level of the Hospital Rebuild. It is planned to add 1,000 to 1,600
square feet to the lower level as “shell space.” Ash estimated that the
architect and engineering fees to design the expanded lower level would be
$20,850.
Resolution 08-087, Approving HDR/Jordan Architects Lower
Level Design & Give Building Committee the Authority to Review & Select
Plans-$20,850.00.
Motion by Anderson, second by Cunningham
to adopt Resolution 08-087,
Approving HDR Jordan Architects Lower
Level Design & Give Building Committee the Authority to Review & Select
Plans-$20,850.00. Discussion
and questions followed.
Ortonville City Council
Regular Meeting Minutes October 6, 2008 Page 5 of 6
RECOMMENDATIONS OF CITIZEN BOARDS, COMMITTEES AND
COMMISSIONS (cont.)
9.i. OAHS Health Care Board Recommendation: Resolution
Approving HDR Architects Lower Level Design & Give Building Committee the
Authority to Review & Select Plans-$20,850.00. (cont.)
Resolution 08-087, Approving HDR/Jordan Architects Lower
Level Design & Give Building Committee the Authority to Review & Select
Plans-$20,850.00. (cont.)
Upon Roll Call Vote the following voted Aye: Johnson,
Cunningham, Randleman, Meyer, Berkner, Dorry, Anderson. Nay: None. 7-0.
MCU.
9.j. OAHS Health Care Board Recommendation: Resolution
Approving Group Recruitment Agreement.
Resolution 08-088, Approving Group Recruitment Agreement
with Stacy Longnecker.
Motion by Anderson, second by Randleman
to adopt Resolution 08-088,
Approving Group
Recruitment Agreement with Stacy Longnecker.
Upon Roll Call Vote the following voted Aye: Johnson,
Cunningham, Randleman, Meyer, Berkner, Dorry, Anderson. Nay: None. 7-0.
MCU.
Reports From Council Committees:
10.a. Heritage
Preservation Commission-Craig Randleman-Council
Member Randleman reported on the Northfield Preservation Conference held
on September 19 & 20. He stated the Conference provided valuable
information regarding maintenance and restoration of the downtown area.
10.b.OAHS Health Board
Report-2008 OAHS Bond Issue-Preliminary Official Statement-The
Preliminary Timetable, Capitalization Schedules, and the Debt Service
Schedules for the OAHS building project are included in the council
packets.
10.c. Utility Committee
Update-T-l Transmission Service Agreement
Council Member Nick Anderson
explained the leveling of the transmission costs from Missouri River
Energy Services (MRES). Data gathered from a survey will be used in the
upcoming T-1 (transmission service agreement) and potential corresponding
lease agreement for all members who sign the agreements.
10.d.Utility Committee
Update-Master Agreement for Professional Engineering Services-Ulteig
Engineers-The Master Agreement for Professional
Engineering Services proposed by Bob Schliemann of Ulteig Engineers
contains language that City Attorney Craig Ash would like to review before
approval. Ash will be working with Ulteig to modify the Agreement.
Unfinished Business:
11.a.
Workshop Reviewing Sanford Health Network Agreement Amendment-10-08-08.
This topic will be submitted for approval at the
next Council Regular Meeting.
11.b.
Library Steps-Bob Meyer
Council Member Meyer asked about the status of the Library Grant in the
amount of $5,000.00 awarded to the City earlier this year.
Ortonville
City Council Regular Meeting Minutes October 6, 2008 Page 6
of 6
UnFINished business:
11.b. Library Steps (cont.)
City Clerk-Administrator David Lang stated that he has been unable find a
contractor to do such a small job and would ask for an extension past the
November 1, 2008 deadline. Meyer asked, “We will not lose the grant?” Lang
stated, “No we will not.”
New Business:
12.a. Telecommunications-There will
be a meeting on Thursday, October 9, at 7:00 PM in the EDA office to
review telecommunication services available in the area. Updated
telecommunication services are needed in the area to attract businesses.
City Clerk-Administrator
Reports & Recommendations:
13.a.
Update: Small Cities Development Grant Program-Environmental Portion is
complete.
13.b.
Update: Upper MN River Regional Park Improvement Project Grant-Sewer
extension was discussed earlier this evening.
13.c.
Update: Ortonville & Big Stone County Housing Study-Posted on the Website.
13.d. League of MN Cities Regional
Meeting 10-09-08 in Wheaton-Meyer, Cunningham, Randleman and City Clerk
Administrator Lang will attend.
13.e.
Update: Planning Commission Blog Web Site-This is complete.
13.f. Sewer
Back-Up-Stephens Avenue-No decision yet on liability.
13.g.
Update: Library Steps Replacement-Clerk Administrator will ask for
extension.
13.h.
Update: RFP For Columbian Hotel, Odd Fellows Bldg & Too Mad Corner-No
proposals received. Deadline is October 15.
13.i.
Central Park Improvements Costs-Presentation will be given at Street
Committee meeting.
13.j. EDA
Site Plan-Lundell Property-Application will be completed requesting a
grant to assist in completing a study to which will lead to a site plan.
Adjournment:
Motion
by Cunningham, second by Randleman to adjourn at 8:43 PM.
All in
favor. 7-0. MCU.
APPROVED: ATTEST:
___________________
________________________
Blair
Johnson David A.
Lang
Mayor
Clerk-Administrator
