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									January 26, 2009 Regular Meeting

CITY OF MADISON OFFICIAL PROCEEDINGS MINUTES OF THE MADISON CITY COUNCIL REGULAR MEETING JANUARY 26, 2009
Pursuant to due call and notice thereof, a regular meeting of the Madison City Council was called to order by Mayor Thole on Monday, January 26, 2009, at 5:30 p.m. in Council Chambers at City Hall. Councilmembers present were: Tim Volk, Mayor Greg Thole, Maynard Meyer, Paul Zahrbock, and Rick Gail. Also present were: City Manager Matt Skaret, City Attorney Rick Stulz, Public Works/Utilities Supt. Harold Hodge, and City Clerk Kathleen Weber. AGENDA Upon motion by Volk and carried, the Agenda was approved as amended. Additions to the agenda include City Emergency Manager, Library Board Appointment, MMUA Scholarship, and LqP Racing Association. All agenda items are hereby placed on the table for discussion. MINUTES Upon motion by Gail and carried, the minutes of the January 12 th and January 15th, 2009, meetings were approved as presented. CONSENT AGENDA Upon motion by Meyer and carried, the Consent Agenda was approved as presented. Included on the Consent Agenda were copies of letters to Representative Collin Peterson and Senator Amy Klobuchar requesting that language be included in any economic stimulus bill allowing any “shovel ready” projects be eligible for additional grant funds and/or interest rate reductions in loans committed from USDA Rural Development. No responses have been received to the letters. INFRASTRUCTURE REPLACEMENT PROJECT At this time, City Engineer Dean Helstrom approached the Council to discuss the status of the Infrastructure Replacement Project. He noted that Bolton & Menk is still working on designating areas of the project that can be eliminated in an attempt to get contractor bids that will fit into the funding package offered by the USDA Rural Development. He requested that the City Council hold a special meeting next week in order to review proposed project cutbacks, and provide input and direction to Bolton & Menk on how the City would like to proceed. Councilmember Volk questioned whether City Engineer Helstrom would have an idea of project costs savings at that special meeting. Helstrom indicated that he would be able to present to the Council an estimate of project cost savings at that time. After further discussion, Council established a special meeting to be held on Tuesday, February 3, 2009, at 11:30 a.m.

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January 26, 2009 Regular Meeting

Several possible options were discussed in reducing project costs to include elimination of some portions of the project, redesign of 11 th Street and 9th Street away from urban curb and gutter, relaxation of project timelines, allowing contractors to bid on individual phases and/or the entire project, and finding local storage of excess fill material. The depth of some of the digging was also a concern, with City Engineer Helstrom noting that Bolton & Menk is looking at changing the depth as a lift station would still be needed. Mayor Thole noted that legislators should be contacted often in order to get the interest rate lowered on the USDA Rural Development loan as this is a “shovel ready” project. Councilmember Volk questioned why the engineer’s estimates were so much lower than the bids received. City Engineer Helstrom noted that it was a combination of items, not just one thing. Some items in the bids were right on with the estimates. He did note that it is sometimes beneficial to have a lower estimate as contractors will “sharpen their pencil” in compiling their bids. Councilmember Meyer expressed his opinion that project overruns are not always due to clients’ wishes as indicated by City Engineer Helstrom, and noted that there is no engineer accountability. Councilmember Gail questioned whether the Council is “all on the same page” as far as the project goes. Councilmember Volk noted that it depends on the revised numbers after the project is scaled back. As far as constituent comments, Councilmember Meyer did have someone ask whether the project could be done in phases. After further discussion, upon motion by Zahrbock and carried, all bids received on Phase I of the Infrastructure Replacement Project are rejected. Upon motion by Gail and carried, all bids received on Phase II of the Infrastructure Replacement Project are rejected. Upon motion by Zahrbock and carried, all bids received on Phase III of the Infrastructure Replacement Project are rejected. 2009 FIRE SERVICE OFFICERS Upon motion by Meyer and carried, RESOLUTION 09-10 titled “Appointment of Fire Service Officers for 2009” was adopted. This resolution would provide for the following appointments: Fire Chief – Tom Heinrich Ass’t Chief – Randy Hansen Training Officer – Scott Schake Safety Officer - Paul Engesmoe Secretary - Chuck Ronglien Treasurer – Gary Hansen

A complete copy of Resolution 09-10 is contained in City Clerk’s Book #6.

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January 26, 2009 Regular Meeting

2009 AMBULANCE SERVICE OFFICERS Upon motion by Meyer and carried, RESOLUTION 09-11 titled “Appointment of Ambulance Service Officers for 2009” was adopted. This resolution would provide for the following appointments: Ambulance Chief – David Pillatzki Ass’t Chief – Paul Engesmoe Maintenance Officer – John Buer Secretary/Treasurer – Jen Jager Training Officer – Sara Redepenning

A complete copy of Resolution 09-11 is contained in City Clerk’s Book #6. FUND TRANSFERS Upon motion by Meyer and carried, RESOLUTION 09-12 titled “Fund transfers effective January 27, 2009” was adopted. This resolution would provide for the transfer of $21,762 from the Reserve Fund to the General Fund for the purchase of a new squad car for the Police Department and a transfer of $43,500 from the Electric Fund to the Water Fund for the purchase of additional radio read meters/devices. A complete copy of Resolution 09 -12 is contained in City Clerk’s Book #6. PERSONNEL POLICY REVISION Upon motion by Gail and carried, RESOLUTION 09-13 titled “Amending the personnel manual pertaining to compensatory time” was adopted. This resolution would provide for an amendment to the City’s compensatory time policy to provide for the banking of additional compensatory time under unique circumstances to allow for accrued vacation hours to be used first so as not to lose those accrued hours. A complete copy of Resolution 09-13 is contained in City Clerk’s Book #6. MADISON PARK BOARD Upon motion by Volk and carried, RESOLUTION 09-14 titled “Madison Park Board Appointment” was adopted. This resolution would provide for the appointment of Pastor Barbara Bruneau to the Madison Park Board with her term expiring December 31, 2011. A complete copy of Resolution 09-14 is contained in City Clerk’s Book #6. LINE DEPARTMENT LOCATOR Council was presented with a quote received for the purchase of a new underground utility line locator which can be used to locate electrical, water, and sewer service lines. The current locator is 28 years old and is no longer reliable. Councilmember Meyer suggested checking with other suppliers over the internet and requested that this matter be tabled until the special meeting scheduled for February 3, 2009.

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January 26, 2009 Regular Meeting

SALE OF BUCKET TRUCK Upon motion by Gail and carried, Council authorized City Manager Skaret to advertise the City’s 1965 Line Department Bucket Truck for sale. BUDGET UPDATE City Manager Skaret informed Council that Governor Pawlenty will present his proposed state budget cuts on Tuesday, January 27 th, and that will give the City a better idea on budget amendments needed for 2009. Skaret noted that Pioneerland Library System Board met and determined that they are OK for 2009, but are worried about 2010. DNR AQUIFER TESTING INVOICE Upon motion by Thole and carried, Council authorized payment of an invoice in the amount of $5,275.53 from the MN Department of Natural Resources for work performed during the required aquifer testing in connection with the proposed ethanol plant. Council is opposed to this invoice and requested City Manager Skaret to continue contacts with Senator Kubly and Representative Andrew Falk to plead the city’s case. PUBLIC SAFETY COMMITTEE MEETING OVERVIEW Public Safety Committee Chairman Zahrbock summarized their meeting and noted that Chief of Police Stan Ross should be appointed as the City’s Interim Emergency Manager and Public Works/Utilities Supt. Harold Hodge should be appointed as Deputy Emergency Manager through June, 2009. Councilmember Volk noted that the City’s Emergency Plan coincides with the County Emergency Plan, and that the Emergency Manager and Deputy Emergency Manager should be familiar with the plan and be able to update the plan as needed. Zahrbock noted that the committee discussed Police Department operations and staffing. Chief of Police Ross was not in favor of cutting the 2 nd police officer on duty on weekends. Mayor Thole questioned whether an officer needed to be on duty before 12:00 noon. County-wide policing was briefly discussed. City Attorney Stulz noted that more cities are combining their police departments. This matter will be looked into further. WATER MAIN BREAK Public Works/Utilities Supt. Hodge informed Council that the city had a water main break on January 19th on Highway 75 South near the After Five supper club. The city crew had to work from 10:00 a.m. to 8:30 p.m.

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January 26, 2009 Regular Meeting

CITY EMERGENCY MANAGER Upon motion by Meyer and carried, RESOLUTION 09-15 titled “Appoint the City Emergency Manager” was adopted. This resolution would provide for the appointment of Chief of Police Stan Ross and Public Works/Utilities Supt. Harold Hodge as the City’s Emergency Manager and Deputy City Emergency Manager, respectively, through June, 2009. A complete copy of Resolution 09-15 is contained in City Clerk’s Book #6. MADISON LIBRARY BOARD Upon motion by Volk and carried, RESOLUTION 09-16 titled “Madison Library Board (Trustee) appointment” was adopted. This resolution would provide for the appointment of Lisa Bacon to replace Margaret Plathe on the Madison Library Board with her term expiring December, 2011. A complete copy of Resolution 09-16 is contained in City Clerk’s Book #6. MN MUNICIPAL UTILITIES ASSOC. SCHOLARSHIP Mayor Thole and Council approved contacting Lac qui Parle Valley High School and advertising in the paper the availability of $5,000 in scholarships from the MN Municipal Utilities Association. The City would accept essays written by high school seniors in regard to public power and would pick one local winner. That local essay contest winner would then be entered into the state contest. LAC QUI PARLE RACING ASSOCIATION City Manager Skaret informed Council that he had been contacted by a representative of the Lac qui Parle Racing Association to discuss outstanding bills they have with the City of Madison for fire and police services for the 2008 racing season. The Racing Association is attempting to collect delinquent and current sponsorships and will try to get the bills paid prior to the next season starting. Council noted that the Speedway is getting a good turnout of drivers, but that spectator attendance has dropped. DISBURSEMENTS Upon motion by Volk and carried, Council approved disbursements for bills submitted between January 13th and January 26th, 2009. These disbursements include United Prairie Check Nos. 44381-44483. Councilmember Meyer abstained from the vote on payments to KLQP FM Radio in the amount of $57.75, and Councilmember Gail abstained from the vote on payments to The Western Guard in the amount of $818.99.

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January 26, 2009 Regular Meeting

ADJOURNMENT TO CLOSED SESSION Upon motion by Zahrbock and carried, meeting adjourned at 6:50 p.m. to Closed Session to discuss pending litigation.

_________________________________ Greg Thole – Mayor ATTEST:

_____________________________ Kathleen Weber – City Clerk

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