CITY OF MADISON - DOC 2 by accinent

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									                                                                       Madison City Council
                                                                              July 13, 2009
                                                                           Regular Meeting
                                CITY OF MADISON
                              OFFICIAL PROCEEDINGS

                 MINUTES OF THE MADISON CITY COUNCIL
                          REGULAR MEETING
                             JULY 13, 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, July 13, 2009, at 5:32 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 Meyer and carried, the Agenda was approved as amended. Additions to the
agenda include City Hall painting project, American Legion bingo permit, and Fairway View
Subdivision expansion. All agenda items are hereby placed on the table for discussion.

MINUTES

Upon motion by Volk and carried, minutes of the June 22, 2009, meeting were approved as
presented.

CONSENT AGENDA

Upon motion by Zahrbock and carried, the Consent Agenda was approved as presented.

PART-TIME OFFICER BRANDON GRIMSLEY

At this time, Chief of Police Stan Ross introduced part-time officer Brandon Grimsley to the
Mayor and City Council.

CITY ASSESSOR AGREEMENT

Upon motion by Zahrbock and carried, Council authorized execution of a City Assessor
Agreement between the City of Madison and Beth Westby for a period of five years to include
assessment years 2010-2014 at a cost of $12,500 per year.

INFRASTRUCTURE REPLACEMENT PROJECT

Lund Implement:

At this time, Don Lund of Lund Implement approached the Council to discuss the possibility of
attaching Lund Implement to the City’s sanitary sewer system in conjunction with the



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                                                                          Madison City Council
                                                                                 July 13, 2009
                                                                              Regular Meeting
Infrastructure Replacement Project currently taking place. After further discussion, Council
requested City Engineer Dean Helstrom to meet with Don or Dennis Lund in regard to this
matter and determine whether this request would be feasible. Annexation of Lund Implement
property into the city limits may be required in accordance with city ordinance, and they would
be required to pay for the cost of the connection.

Madison Country Club:

Dave Pillatzki, representing the Madison Country Club, approached Council to discuss the
provision of water to the Madison Country Club. City Engineer Helstrom informed Council that
a 4” water line that had been installed prior to 1955 to serve the Madison Country Club building
was discovered on the south side of Highway 40 West. It was found that this water line is in
poor condition and may be contributing to some of the city’s water losses. Helstrom noted that
replacement of this line was not included in the project; so if the city were to replace the line, it
would be an additional project cost that would need to come out of project contingency. Two
options with estimates were presented to include installing a 6” watermain with hydrant and a 1”
water service line from 11th Avenue at an estimated cost of $32,178 or to install a 1” water
service line from 11th Avenue at an estimated cost of $11,010. It was noted that R. L. Larson
will not be doing much work in Phase III of the project this year, so there is some time to make a
decision in regard to this matter. Pillatzki indicated that this matter would need to be addressed
at the annual meeting of the Country Club membership. It was noted that the parking area of the
Madison Country Club is in the city limits so they will have a special assessment placed on their
property similar to all other buildable parcels in Madison.

Pillatzki asked about annexation of the golf course and questioned whether the City would then
pay for the water service line and what affect annexation would have on their liquor license.
City Attorney Stulz noted that the liquor license would not be an issue.

Pillatzki also questioned the fact that the Country Club is billed for garbage year round while the
County Club building is not in city limits. City Manager Skaret noted that city ordinance
requires the billing of sanitation service to customers outside city limits that utilize electricity
and/or water provided by the City.

Pillatzki reminded Council that the golf course is an asset to the City of Madison with which
Council agreed.

The matter of the water service line options will need to be addressed as the Infrastructure
Replacement Project moves along.

Wildwood Avenue:

Councilmember Meyer noted that a meeting had been held with some residents of Wildwood
Avenue in regard to their petition for better street improvements to be made to Wildwood
Avenue during the Infrastructure Replacement Project.




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                                                                          Madison City Council
                                                                                 July 13, 2009
                                                                              Regular Meeting
City Engineer Helstrom estimated an increase in costs of $11,000 to remove all bituminous on
Wildwood Avenue, provide compaction, gravel, curb replacement, and new asphalt.

Councilmember Meyer stated that the committee felt the additional expenditure of $11,000 from
project contingencies would be appropriate as Wildwood Avenue was not developed properly
when constructed and was cut into many times to add additional water and sewer service lines.
After further discussion, upon motion by Meyer and carried, Council authorized the additional
street improvements be made to Wildwood Avenue during the Infrastructure Replacement
Project at an additional cost of approximately $11,000 to be deducted from project
contingencies.

Temporary General Obligation Bond Financing:

City Manager Skaret informed Council that David Drown of David Drown Associates had
contacted him in regard to the fact that the local banks were not interested in providing financing
for the Temporary General Obligation Bonds to be utilized by the City in meeting its obligation
for non-USDA fundable portions of the project as well as water service line replacements needed
by local residents. David Drown will secure proposals on the open market and report back at the
next meeting.

Project update:

City Engineer Helstrom informed Council that progress is being made on the project and noted
that the contractors are hoping for the rain to hold off for a little longer in order to get gravel on
Park Avenue, 3rd Avenue, and Fair Street. In regard to leaving the streets open over the winter to
provide for a freeze/thaw cycle, City Engineer Helstrom noted his opinion that the City would be
better off getting the first lift of bituminous on before winter, and the contractor would have to
repair any problems in the Spring. This would provide for easier plowing in the winter and
better travel in the Spring.

Sewer Service Line Locates and Construction Materials Testing:

Upon motion by Zahrbock and carried, Council approved the payment of $1,100.00 to T.A.
Lauritsen Septic & Drain, Inc. for sewer service line locates and $5,965.83 to Braun Intertec for
construction materials testing through June 12th, 2009, as recommended by City Engineer
Helstrom.

STATE REPRESENTATIVE ANDREW FALK

State Representative Andrew Falk was present at the meeting to discuss current issues. City
Manager Skaret informed Representative Falk that the City had received notice from the MN
Department of Revenue that the City’s unallotment for 2009 totaled nearly $37,000 and
unallotment for 2010 totaled over $92,000.

Councilmember Meyer expressed his opinion that government regulatory agencies such as the
Pollution Control Agency and the Federal Communications Commission are looking at cities as



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                                                                           Madison City Council
                                                                                  July 13, 2009
                                                                               Regular Meeting
a “cash cow”; and are out to justify their jobs, not to assist cities. A change in attitude is needed.
In trying to start up an ethanol plant in Madison, the State of Minnesota got in the way rather
than helping. Representative Falk requested City Manager Skaret to send him an e-mail
detailing the situation that took place regarding the City’s water treatment plant and licensing
issues.

Councilmember Gail asked Representative Falk what the top issues are. He noted that he will be
working to get funding back to schools, and that this is a bonding year so the State will be
looking at road and bridge projects and job creation. He has also introduced a bill to repeal the
unallotment statute. Mayor Thole suggested that Representative Falk work to decrease the
interest rate on loan money the City has received from the USDA for its Infrastructure
Replacement Project.

LINE DEPARTMENT TRENCHER

Upon motion by Zahrbock and carried, Council approved the purchase of a 3’ trencher from
Lund Implement through State Contract at a price not to exceed $4,500. It was noted that the
trencher would attach to the City’s payloader and would be used to trench utility lines.

CLOSING ’91 REFUNDING DEBT SERVICE FUND

Upon motion by Gail and carried, RESOLUTION 09-47 titled “Resolution closing the ’91
Refunding Debt Service Fund and transferring the remaining fund balance” was adopted. This
resolution would provide for the closing of the ’91 Refunding Debt Service Fund #301 and
transferring of $9,770.92 to the Reserve Fund #851. A complete copy of Resolution 09-47 is
contained in City Clerk’s Book #6.

PART-TIME POLICE OFFICER PERA

Upon motion by Gail and carried, RESOLUTION 09-48 titled “Resolution declaring the
eligibility of a position that is not a full-time police officer for membership in the Police and Fire
Plan” was adopted. This resolution would provide that part-time officer John Maatz may
participate in the Police and Fire Plan for PERA. A complete copy of Resolution 09-48 is
contained in City Clerk’s Book #6.

2009 BUDGET AMENDMENTS

Upon motion by Volk and carried, RESOLUTION 09-49 titled “Budget Amendment 2009
effective July 14, 2009” was adopted. This resolution would provide for the reduction of
$36,982 in budgeted General Fund expenditures for 2009. A complete copy of Resolution 09-49
is contained in City Clerk’s Book #6.




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                                                                         Madison City Council
                                                                                July 13, 2009
                                                                             Regular Meeting
HAPPY HOUR STREET DANCE

Upon motion by Meyer and carried, Council approved a request from Chad Kranz of Happy
Hour Sports Bar to block off 5th Avenue in front of his establishment from 5:00 p.m. to 1:00 a.m.
in order to have a street dance on Saturday, July 25, 2009.

SEX OFFENDER PUBLIC INFORMATIONAL MEETING

Council was informed that a sex offender public informational meeting will be conducted by the
Department of Corrections at City Hall on Wednesday, July 15, 2009, at 6:30 p.m.

CITY HALL PAINTING

City Manager Skaret informed Council that he had obtained a quote of $530 from John Zerr of
Marshall, Minnesota, for the painting of stairway woodwork and upstairs office doors at City
Hall. Upon motion by Meyer and carried, Council recommended that Manager Skaret obtain
local quotes as well and authorized an expenditure of up to $530 for this project.

AMERICAN LEGION POST BINGO APPLICATION

Upon motion by Volk and carried, Council acknowledged receipt of and approved an application
of the American Legion Post 0536 in Nassau, Minnesota, to conduct bingo at the Lac qui Parle
County fair in September, 2009.

FAIRWAY VIEW SUBDIVISION PROPOSED EXPANSION

Council was informed that a second individual has expressed interest in the purchase of a lot in
Fairway View Subdivision if it were to be expanded as proposed. Councilmember Meyer noted
that no decision was going to be made on the subdivision expansion until the end of the
Infrastructure Replacement Project. The purchase price for the six new lots has been estimated
to be $24,900 to cover the cost of utility installation and street construction. Mayor Thole stated
that the city wouldn’t want to lose out on any more houses and questioned whether the
subdivision could be developed one lot at a time. Councilmember Volk asked whether the two
individuals would be willing to sign some form of development agreement and put earnest
money down on the purchase of a lot. He noted that the decision to expand the subdivision
would be easier if the lots were mostly committed. After further discussion, Council suggested
that the realtors be contacted in regard to the potential availability of six new lots in Fairway
View Subdivision with prospective buyers paying $5,000 in earnest money to commit to a lot.
This matter will be discussed again at the next meeting.

COUNTY-WIDE POLICING

City Manager Skaret informed Council that Lac qui Parle County Sheriff Dallas Schellberg and
County Auditor/Treasurer Jake Sieg gathered anticipated budget figures for the operation of
county-wide policing and the savings were not found to be significant. Some items included




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                                                                      Madison City Council
                                                                             July 13, 2009
                                                                          Regular Meeting
would be one-time investments and a full-time investigator would need to be hired. Skaret noted
that the numbers will be refined and another meeting will be held the end of July.

Councilmember Gail questioned whether Chief of Police Stan Ross has done anything in the
form of suggesting ways to cut down on Police Department operating expenses. City Manager
Skaret noted that wages and benefits paid to city employees make up the largest portion of the
budget; therefore, the City would have to reduce police coverage hours in order to reduce
operating costs. Council requested City Manager Skaret to check with other communities
comparable to the City of Madison to find out what police coverage hours are provided.

DISBURSEMENTS

Upon motion by Volk and carried, Council approved disbursements for bills submitted between
June 23rd and July 13th, 2009. These disbursements include United Prairie Check Nos. 45578-
45712. Mayor Thole abstained from the vote on payments to Thole Electric in the amount of
$1,367.08, Councilmember Meyer abstained from the vote on payments to KLQP FM Radio in
the amount of $127.75, and Councilmember Gail abstained from the vote on payments to The
Western Guard in the amount of $800.69.

There being no further business, upon motion by Meyer and carried, meeting adjourned at 7:40
p.m.



                                            _________________________________
                                            Greg Thole – Mayor

ATTEST:


_____________________________
Kathleen Weber – City Clerk




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