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HomeMy WebLinkAbout05.07.12 Council Minutes 7a.., COUNCIL MINUTES REGULAR May 7,2012 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson,Bartholomay,Donnelly, Fogarty, May Members Absent: None Also Present: Andrea Poehler, City Attorney;David McKnight, City Administrator;Teresa Walters,Finance Director;Randy Distad, Parks and Recreation Director;Brenda Wendlandt,Human Resources Director;Cynthia Muller,Executive Assistant Audience: 4. APPROVE AGENDA Councilmember Bartholomay pulled item 71)Bills for comment. MOTION by Fogarty, second by Bartholomay to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Proclaim Historic Preservation Month -Planning Mayor Larson proclaimed May 2012, as Historic Preservation Month. 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Fogarty, second by Bartholomay to approve the Consent Agenda as follows: a) Approved Council Minutes(4/16/12 Regular) (4/30/12 Special) b) Adopted RESOLUTION R19-12 Accepting Donations 2012 Spring Skating Festival—Parks and Recreation c) Approved Request to Waive Fees for 2012 Dew Days—Parks and Recreation d) Approved Request to Waive Rambling River Center Rental Fees—Parks and Recreation e) Approved Appointment Recommendation Rescue Lieutenant—Fire Department f) Approved Appointment Recommendation Fire Lieutenant—Fire Department g) Approved Appointment Recommendation Fire Lieutenant—Fire Department h) Approved Appointment Recommendation Parks and Recreation—Human Resources 4 Council Minutes(Regular) May 7,2012 Page 2 i) Approved Appointment Recommendation Parks and Recreation—Human Resources j) Approved School and Conference—Human Resources k) Approved Termination of Agreement with Midwest Mailing Systems, Inc., and Entering into a Two Year Agreement with Cannon Valley Printing to Provide Mailing Services for the City News and Recreation Guide—Human Resources 1) Approved Bills APIF,MOTION CARRIED. 1) Approve Bills Councilmember Bartholomay commented on the Employee Recognition Program. At the LMC meeting,the league cautioned cities that gift cards for recognition could cause some concern. City Administrator McKnight will review the issue. Councilmember May commented on the charge for the credit card there is a late fee and interest charges. She also asked about the use of the credit cards. Finance Director Walters stated if the bill is not paid on time,there will be late fees. Finance sends bills to department heads to approve, and if Finance does not receive it back in time,then it cannot be paid without approval. Receipts are needed for credit card charges. City Administrator McKnight will review the issue. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Adopt Resolution -Approve Fire Truck Purchase—Fire Department The Fire Department is requesting approval of the purchase of a Fire truck. Staff is also asking for approval of an inter-fund loan between the water fund and the general fund. The Fire Department is also requesting approval of travel expenses for the construction of the fire truck. Regarding the travel expenses, Councilmember Bartholomay asked if four members need to go. Fire Chief Pietsch stated there are seven members on the committee. They knew they could not send everyone, so decided on four members and there would be three trips. If four members are not acceptable,they will adjust. Councilmember May stated four members also caught her attention,but it is a large purchase. She agreed with no more than four members going. There will be annual debt payments of$119,000 made through a levy increase over the next five years. She noted overall it may not be a levy increase. Councilmember Fogarty hoped that Fire Chief Pietsch would be one of the four going all three times. Fire Chief Pietsch was not sure he would go all three times. 5 Council Minutes(Regular) May 7,2012 Page 3 He preferred to send as many members of the committee as possible. He will go for the pre-paint inspection. Councilmember Fogarty wanted him to at least attend the pre-paint and have at least one committee member going on all three trips. Councilmember Donnelly noted delivery is six to seven months from the date of signing. The contract will be signed in a couple weeks. Fire Chief Pietsch was hoping for delivery before the first of the year. MOTION by Fogarty, second by Donnelly to approve purchase of a Pierce Pumper Truck from Pierce at the proposed purchase price of$560,064. APIF, MOTION CARRIED. MOTION by Fogarty, second by Bartholomay to approve travel costs for four firefighters to Appleton, Wisconsin three times during the year. APIF,MOTION CARRIED. MOTION by Fogarty, second by Bartholomay to adopt RESOLUTION R20-12 authorizing an inter-fund loan from the water fund to the general fund in the amount of$63,374 to cover the cost of the truck,the fee to join HGAC and related travel expenses. City Administrator McKnight noted part of the inter-fund loan agreement is contingent upon the Water Board approval at the May 29, 2012,meeting. APIF,MOTION CARRIED. b) Adopt Resolution—Approve Re-Allocation of Fundraising and Donation Revenue Rambling River Center—Parks and Recreation The Rambling River Center Advisory Board exceeded their fundraising amount of $90,000 by$3,356.01. The Board agreed to use these excess funds and any future donations for capital improvements to the Rambling River Center rather than to operations. This money will be placed in a fund to be carried over from year to year. The Board identified several improvements to be made to the building including: 1. Remove and replace the Oak Street building entrance steel railing and concrete walkway to the entrance and the apron to the garage. 2. Sound absorption panels in the banquet room to improve acoustics. 3. Improve flooring in the arts and crafts room. 4. Purchase and install new cabinets in the coffee nook area. Councilmember May had no issue with having fundraisers. She noted we have paid staff in that facility and wondered if there was a line with having paid staff involved in the fundraisers if the Board does not want the funds used for operating costs. Parks and Recreation Director Distad stated in previous years, staff would deduct the expenses for the fundraising and the staff time would be deducted from the fundraising amount. Councilmember May was concerned with whether that is the function of paid staff. She did approve the Board's recommendation. MOTION by Bartholomay, second by Donnelly to adopt RESOLUTION R21- 12 allowing excess fund raising money of$3,356.01 plus any future fundraising or donated money to be placed into an account allowing it to be used for future 6 Council Minutes(Regular) May 7,2012 Page 4 building improvements and allowing the balance to be carried forward each year. APIF,MOTION CARRIED. 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) City Council Item Review Process-Administration At the retreat, Council talked about previewing higher level items prior to a Council meeting. Options are to bring significant items to workshops,bring back the pre-meeting, or bring items to Council meetings with no expectations of approval for the first time. City Administrator McKnight would determine the level of the item. As staff starts to prepare agendas for two or three meetings in advance, staff will provide those draft agendas to Council. 13. COUNCIL ROUNDTABLE Councilmember Fogarty: Thanked the volunteers who helped with park and pond clean-up. There are two more weeks left for curbside clean-up. Councilmember Bartholomay: Under the Consent Agenda, he noted we waived fees for permits for Dew Days and for a Yellow Ribbon event. He felt Council needed to discuss if we waive fees should it be for everyone and thus adjust the fee schedule. It could be dangerous if we waive fees for some groups and not others. If we waive fees, we need to cover the City's costs. He realized Dew Days is an economic development tool. This can be discussed during the budget discussions. Councilmember May would also like to see a better alternative to waiving fees. Councilmember Bartholomay stated he attended the Pellicci Hardware ribbon cutting last week. He and Mayor Larson also went on business visits with staff to several businesses last week. There were good comments and all said their business was up. City Administrator McKnight: Staff has received applications for a seat on the Rambling River Center Board and asked if interviews can be scheduled on May 14,2012, prior to the workshop. Council agreed. The Veterans Memorial Committee would like to meet with Council on May 21,2012,prior to the Council meeting. Councilmember May asked if staff could meet with them, and provide Council with a summary of the meeting. Parks and Recreation Director Distad stated the committee wants to provide an update on their fundraising and the agreement with the City. Councilmember May was not in favor of those types of meetings and felt it opens it up to any group or developer that wants to meet off camera. That is staff's role. Staff could provide Council with a summary and recommendation on the request. Councilmember Fogarty did not have a problem with meeting with the committee and would like an update. Councilmember Bartholomay preferred to meet with them during the regular meeting. Councilmember Donnelly stated this is the type of pre-meeting we asked for. Councilmember May did not think the purpose for pre-meetings was to meet with outside groups, but to meet with staff on 7 Council Minutes(Regular) May 7,2012 Page 5 agenda items. Mayor Larson would like them on camera to get more exposure. Staff will ask the committee to attend the regular Council meeting on May 21,2012. Mayor Larson: The State of the City Address will be May 10, 2012, at City Hall and will be taped for later broadcast. There is a lot of City information being communicated through Facebook,Twitter,Nixle, and the website. He encouraged residents to support the Farmington liquor stores. Profits do come back to the City. Residents should support local businesses. 14. ADJOURN MOTION by Fogarty, second by Bartholomay to adjourn at 7:38 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 8