Meeting was held at the City of West Concords Bell Tower Center
PRESENT: Mayor Jeffrey McCool, Councilmember Christina Peterson, and Councilmember Crystal Nielsen.
(Arrived at 7:00 pm)
ABSENT: Councilmember Jeffrey Burse and Councilmember Collin Ripley
ALSO PRESENT: Administrator Cory Hinz, City Clerk-Treasurer Lauren Highfill, Accounting Clerk Michelle Lee, Police Chief Shannon Boerner, and Library Director Heather Frederick,
CONSENT AGENDA
1. Approve City Council Meeting Minutes from July 13, 2023
2. Approval of Payment of Claims dated 07-19-2023 in the amount of $1,358.94
3. Approval of Payment of Claims dated 07-20-2023 in the amount of $145,993.43
4. Approval of Payment of Claims dated 07-21-2023 in the amount of $46,654.75
5. Approval of Payment of Claims dated 07-21-2023 in the amount of $18,232.71
6. Approval of Payment of Claims dated 07-25-2023 in the amount of $640.00
7. Approval of Payment of Claims dated 07-25-2023 in the amount of $16,700.67
8. Approval of Payment of Claims dated 08-11-2023 in the amount of $714.21
9. Approval of Payment of Claims dated 08-15-2023 in the amount of $46,052.10
10. Resignation Letter from City Administrator Cory Hinz (August 11, 2023)
11. Approve Personnel Committee Minutes of August 17, 2023
Administrator Cory Hinz spoke on behalf of the city regarding the Personnel Committee's decision. According to the approved minutes, the City Personnel Committee recommended an interim City Administrator for the City Council Meetings, Budget Meetings, and Personnel Committee Meetings starting Tuesday, September 12, 2023, through the successful hiring process of the new City of West Concord Administrator.
MOTION: Motion to approve consent agenda.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Christina Peterson.
Ayes: Mayor Jeffrey McCool, Councilmember Crystal Nielsen, Councilmember Christina Peterson
Nays: None
CITY BUSINESS
MOTION TO APPROVE CITY OF WEST CONCORD INSURANCE POLICY AND PREMIUMS FOR 2024: PRESENTED BY JEFF STEVENSON, STEVENSON INSURANCE, INC.
Jeff Stevenson, from Stevenson Insurance Inc., presented the 2024 City of West Concord Insurance Policy and Premiums to the City Council. The presentation included Liability Coverage, Workers' Compensation Plan, and the recommendation to select 'DOES NOT WAIVE' limits for the League of Minnesota Cities Liability Coverage Waiver Form. Overall, there is a rate increase of roughly twenty-five percent. The 2023 cost of the package was estimated at $35,000, and the 2024 cost is estimated at $44,000. Jeff Stevenson will work on breaking these premiums down by department to present at a future meeting. Jeff Stevenson will also discuss the Tort Reform at the next meeting.
Motion to approve the 2024 City of West Concord Insurance Plan presented by Jeff Stevenson, Steven Insurance, Inc.
MOTION: Motion to approve Insurance proposal.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Krystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Crystal Nielsen, Councilmember Christina Peterson
Nays: None
PRESENTATION OF THE 2022-2023 WEST CONCORD HISTORICAL SOCIETY ANNUAL GAMBLING REPORT: PRESENTED BY JEFF BUROW, GAMBLING MANAGER FOR THE WEST CONCORD HISTORICAL SOCIETY
Jeff Burow, Gambling Manager for the West Concord Historical Society, presented an overview of the Annual Gambling Report and the future gaming legislation to the City Council. Jeff Burrow pays 15% of the net proceeds; West Concord Historical Society Rents are presented monthly at the Council meeting. Based on new legislation, the State of Minnesota will give game producers guidelines to ensure gambling follows state legislation. Jeff Burrow will keep the city updated on these changes and how this will affect city gambling operations.
Informational Item
PRESENTATION OF THE 2024 CITY OF WEST CONCORD UTILITY AND STREET RECONSTRUCTION FEASIBILITY REPORT, PRESENTED BY JOE PALEN, STANTEC
The City Engineer, Joe Palen of Stantec, will present an Overview, Cost Summary, and Timeline of the 2024 City of West Concord Utility and Street Reconstruction Feasibility Report.
Stantec recommended that the 2024 Utility and Street Reconstruction be completed as presented within the Feasibility Report, assuming the city wished to proceed with any portion or all of the proposed improvements. The estimated project cost for the Irvin and Second Street Utility and Street Reconstruction project is $1,699,198.69. If the City wishes to adjust the project costs, the proposed project area targeted for reconstruction can be modified.
If the City Council wishes to construct any of the Municipal Liquor Store parking lots and Alley improvement in 2024, Stantec recommended they be combined with the 2024 Utility and Street Reconstruction to achieve better construction pricing. The estimated project cost of the Municipal Liquor Store parking Lot and Alley improvement totaled $119,775.50.
If the City Council wishes to construct any portion of the 5th Street Residential Development in 2024, Stantec recommends combining the selected portions of the 5th Street Residential Development with the 2024 Utility and Street Reconstruction to achieve better construction pricing. The estimated project cost of the 5th Street Residential Development (Phases 1, 2 and 2A) totaled $669,839.21. The costs for Phase 1, Phase 2 and Phase 2A are outlined in the following table from the 5th Street and 7th Street Residential Development Feasibility Report. The city has the option of completing only Phase 1 or Phase 2A or some combination of the proposed phases in conjunction with the 2024 Utility and Street Reconstruction Improvements.
Stantec recommended that the City meet with its financial consultant to review options and develop a financial program for these reconstruction and development projects. The Council and Staff need to determine what portions of the project costs are to be recovered through assessments, and if they wish to consider modifying the 2024 Utility and Street Reconstruction project assessment calculations to be more consistent with the 2020 assessment rates.
If the City chooses to follow its current assessment policy for the Irvin and Second Street Utility and Street Reconstruction Improvements, the total assessment to benefiting property owners is estimated to be $495,831.09, which is approximately 29.2% of the total estimated $1,699,198.69 project costs. Because of the characteristics of the street reconstruction improvement footprint, recent construction cost inflation, and the number of corners lots included in the project area, the estimated assessment rate for street improvements and drain tile connections are unusually high. As a result, the Council may want to consider reducing the assessment rate to something that is more fair and equitable and is more in line with the assessments levied for the 2020 Utility Improvements.
If the City Council wishes to reduce the proposed 2024 Utility and Street Reconstruction assessment rates for the street reconstruction and drain tile connections, the city could reduce the percentage of the cost that it would assess for both items from 50% to 35% or even 33%. Reducing the percentage of the costs to be assessed for street improvements and drain tile connections to benefiting property owners to 35% would reduce the proposed assessments to rates for both items as noted in Table 5 in the Feasibility Report. The estimated street improvements and drain tile connections assessment rates in Table 5 of the Feasibility Report are consistent with West Concord's 2020 assessment rates adjusted by a 5% annual inflation factor for the four years between 2020 and 2024. If this methodology is used, the total estimated amount to be assessed to benefit property owners totals $370,663.14, which is approximately 21.8% of the total estimated $1,699,198.69 project costs.
A project schedule was provided in the back of the Feasibility Report for planning purposes. The project schedule was reviewed at the Council meeting and included important events and timelines needed to advance the project.
Informational Item
2023 CITY OF WEST CONCORD BEAUTIFICATION INITIATIVE – POLICE CHIEF
The City of West Concord Police Chief, Shannon Boerner, presented the monthly 2023 Beautification Update.
REPORT OF OFFICERS
REPORT FROM CITY ADMINISTRATOR
The City Administrator presented the July 2023 Rent from West Concord Historical Society: $2,298.90 and the Municipal Liquor On & Off Sale Monthly Report. The Muni did well over Survival Days, and revenues were brought in at $37,750. This will help to offset future costs. The City's budget target will be reached shortly, and as a result, the current manager will cover some of the employment hours and reduce expenses.
The Mayor thanked the Administrator for his service to the City.
REPORT FROM WEST CONCORD LIBRARIAN
The library director was present to discuss current programming at the Public Library. The Rad Zoo was a hit, and the summer reading program ended with a summer Reading party with an attendance of roughly twenty-five residents. The first annual game night will be held August 25, 2023, and the library received multiple donations of games for the event. A book club will begin in the Fall, and a Saturday and Evening option will be available. Based on Council recommendation the director reached out to the non-profit 'Let's Smile Inc' out of Owatonna, and they are willing to come and do a presentation about oral hygiene at the library. The Director also met with the Dodge County Library Directors. They working to set a meeting with the county Commissioner to discuss future funding for a 3–5-year period rather than evaluating yearly. Unfortunately, funding is down $7,947.00 from the previous year, and the Library Director's goal is to get the library back on track with funding for the future. A dividend of $1,258.46 was received from SELCO for the FY2023 year, which is based on the net lending activity for interlibrary loans. In the future, all library board meetings will be open to the public. The board will determine the library budget each year to be presented to the City Council for approval. Meetings will be announced on the bulletin board at the City Hall, and meeting minutes will be posted on the City Website following each board meeting.
REPORT FROM WEST CONCORD PUBLIC WORKS
Keith Clammer explained the need to remove infected trees from Irvin Street. The Council agreed the plan was in the best interest of the City.
REPORT FROM PEOPLE SERVICES
Informational Item
REPORT FROM WEST CONCORD POLICE CHIEF
The Chief of Police, Shannon Boerner, was present to discuss the need for the City to enact a Moratorium on Cannabis in the City of West Concord until the Office of Cannabis Management and the State of Minnesota have more time to develop policies surrounding the new legislation. Many cities have chosen to enact an Interim City Ordinance prohibiting the establishment and operation of any business related to Cannabis growing, manufacturing, or sales. The Chief also explained that the City could enact an ordinance on the use of Cannabis on public property. The Council agreed that the city should go forward with the Moratorium. Currently the Council does not see the need to enact an ordinance on public use. If it becomes problematic the Council will revisit the need to have a public use ordinance.
MOTION: Motion to move forward with the attorney to create a Moratorium on Cannabis for the City of West Concord and for the City Clerk to schedule a public hearing when the Moratorium is ready.
Motion was made by Councilmember Crystal Nielsen , seconded by Councilmember Christina Peterson.
Ayes: Mayor Jeffrey McCool, Councilmember Crystal Nielsen, Councilmember Christina Peterson
Nays: None
REPORT FROM FIRE CHIEF
Chief Chad Finne was present to discuss the West Concord Fire Department's need for daytime EMT coverage on the ambulance, Monday through Friday. The Fire department recommends that the city hire two full-time EMTs to staff the ambulance during the weekdays. The Fire Chief also requests that the City provide him with copies of all billings that are related to the Fire Department.
ADJOURNMENT
Meeting Adjourned at 9:13pm
MOTION: Motion to Adjourn.
Motion was made by Mayor McCool, seconded by Councilmember Christina Peterson.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, and Councilmember Crystal Nielsen.
Nays: None
By:______________________________
Mayor Jeffrey McCool
Attest:
By:_________________________________
Lauren Highfill, City Clerk-Treasurer
