1. Call to Order. The special meeting of the Council of the City of Rogers was called to order by Mayor Bunting at 7:00 p.m. on Tuesday, October 29, 2013 at the Rogers Community Room, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Jay Bunting, Don Hall, Rick Ihli, Darren Jakel, and Maureen Stanley.
Staff present: Jeff Carson, City Attorney; Brad Feist, Fire Chief; Stacy Scharber, Assistant City Administrator/Clerk.; Steve Stahmer, City Administrator, John Seifert, Public Works Supt.; and Lisa Wieland, Finance Director.
2. Open Forum
No persons addressed the Council during the open forum.
4. Approve Agenda
The agenda was set as submitted.
5. Consent Agenda
5.01 Approval of Resolution No. 2013 – 65, A Resolution Adopting and Confirming Assessment for City Improvement Project 1997 – 3 Against Outlot B, WJD Two Addition; 14-120-23 31 0015
5.02 Approval of Resolution No. 2013 – 66, A Resolution Adopting and Confirming Assessment for the Northdale Drainage Project (Bedrock Motors); 14-120-23 24 0008
Jakel moved, Ihli seconded a motion to approve the consent agenda. Motion carried 5-0.
6. Public Hearings
6.01 Public Hearing to Adopt the Proposed Assessment for Delinquent Sewer, Water, Recycling, and/or Storm Water Service Charges
Assistant Administrator Scharber provided background on the delinquent utility charges. Scharber stated originally 305 past due notices were mailed totaling $80,772 in delinquent charges. In October 189 Public Hearing notices were sent and to date there are 135 unpaid accounts totaling $47,250.
Mayor Bunting opened the meeting for public comment at 7:02 p.m. There was no public comment.
Ihli moved, Jakel seconded a motion to close the public hearing at 7:02 p.m. Motion carried 5-0.
Hall moved, Ihli seconded a motion adopting Resolution No. 2013–67, A Resolution Adopting and Confirming Assessment for Delinquent Sewer and Water Service Charges (2013). Motion carried 5-0.
6.02 Public Hearing to Adopt the Proposed Assessment Against 13720 Hillplace Drive
Assistant Administrator Scharber provided background on request by the property owners of 13720 Hillplace Drive to have City sewer and water installed to the property and requested that the charges be assessed.
Mayor Bunting opened the meeting for public comment at 7:05 p.m. There was no public comment.
Ihli moved, Jakel seconded a motion to close the public hearing at 7:05 p.m. Motion carried 5-0.
Jakel moved, Ihli seconded a motion adopting Resolution No. 2013–68, A Resolution Adopting and Confirming Assessment for City Water and Sewer Services at 13720 Hillplace Drive; PID #15-120-23 14 0001. Motion carried 5-0.
6.03 Public Hearing to Adopt the Proposed Assessment Against 21660 Weber Way
Assistant Administrator Scharber provided background on the property maintenance fees being assessed against the parcel.
Mayor Bunting opened the meeting for public comment at 7:05 p.m. There was no public comment.
Jakel moved, Ihli seconded a motion to close the public hearing at 7:05 p.m. Motion carried 5-0.
Stanley moved, Jakel seconded a motion adopting Resolution No. 2013–69, A Resolution Adopting and Confirming Assessment for Lawn Maintenance Service Charges at 21660 Weber Way; PID#26-120-23 24 0035. Motion carried 5-0.
6.04 Public Hearing to Adopt the Proposed Assessment Against 14096 Gadwall Lane
Assistant Administrator Scharber provided background on the debris left at the property located at 14096 Gadwall Lane. The cost of removing and disposing the debris was $1163.34. Stahmer stated the debris was located within the City right-of-way.
Mayor Bunting opened the meeting for public comment at 7:07 p.m. There was no public comment.
Hall moved, Ihli seconded a motion to close the public hearing at 7:07 p.m. Motion carried 5-0.
Ihli moved, Stanley seconded a motion adopting Resolution No. 2013–70, A Resolution Adopting and Confirming Assessment for Removal of Debris Charges at 14096 Gadwall Lane PID #13-120-23 22 0024. Motion carried 5-0.
7. General Business
8. Other Business
8.01 Discussion on Potential Purchase of Heavy Utility for Fire Department
Administrator Stahmer stated this item is on the agenda for discussion in a workshop type setting. Staff reviewed previously approved CIP plans and stated the heavy utility was in the 2011 CIP for purchase in 2014. In 2012, the line item changed to refurbish the existing truck, it is now back on for purchasing new.
Wieland provided most up-to-date Financial Management Plan (FMP) to Council. Wieland focused the attention to page 6; fire equipment. The following points were highlighted:
• $765,000 since 2003 has been donated toward equipment by pull-tabs
• Pull-tabs are at $69,000 year-to-date 2013
• Pull-tab revenue offsets all fire equipment; good joint partnership between the City and Fire Relief Association who administers the pull-tabs
Wieland then reviewed the financing proposed for the heavy utility:
• 2.12% interest rate; $56,257 annual debt with a required 5%, for an annual debt payment of $59,070 for the proposed utility vehicle for 8 years
• Staff looked into other financing through Oshkosh Capital - not same issuance cost or interest, still cheaper for City to bond
Wieland reviewed page 5 with Council, all other city equipment, stating the entire document will be reviewed with Council in a budget workshop in November. Staff discussed doing a two-year (2014-2015) equipment certificate along with the facility and truck bond to save on issuance cost.
Wieland reviewed the facilities page; page 7 with Council. Wieland described the process for issuing debt for public safety reverse referendum bonds. Council was shown where the new debt levy is tied into the front page of the FMP. Staff stated the future tax rates are based on the document today (which includes the new debt discussed tonight) and steady market values.
Staff then proceeded through Ehlers bond documents stating the Council can do any component of the borrowing that is illustrated.
Lastly, Wieland handed out a spreadsheet detailing every piece of capital equipment purchased since 2001 and reviewed the spreadsheet with Council.
Hall thanked Wieland stating it was exactly what looking for. Hall asked if it is it fair to say the City expends more than $1.1M in each biennium when previously we spent that much only once.
Wieland stated in the early years, most of the equipment was new and now we are in the mode of replacing. Hall stated when talking dollars it is alarming where we are going in next four years.
Wieland reminded Council of the population growth and development that is occurring.
Jakel stated staff did a great job pulling the information together. There are a lot of needs coming: trucks, equipment, roads, etc.
Bunting stated the same thing could have been said 10 years ago.
At this point, Chief Feist addressed the Council regarding the proposed purchase of the heavy utility vehicle. Feist stated the pride of the fire department is the $3M it that has been donated since 1985 to pay for equipment purchases. Feist then provided materials to the Council regarding the proposed truck purchase.
Feist stated the new air packs/bottles have been discussed at a couple public safety task force meetings; the truck has been discussed since March.
Feist provided an illustration of the current 2216 psi bottle and the smaller proposed 4500 psi bottles. Feist stated it is the recommendation of the department to move to the 4500 psi bottles and the packs can be retrofitted to accommodate the new bottles. Feist discussed the cost of the new system with Council stating the bottle and retrofitted pack would be approximately $3200 each.
There was discussion among staff and Council regarding the age of the existing 2216 psi bottles, the replacement of the bottles with the smaller/lighter 4500 psi system, and the need to have the equipment to fill the new bottles.
Feist stated the proposed truck purchase has the cascade system that can fill the new tanks. The existing cascade system cannot fill a 4500 psi tank.
There was discussion regarding the possibility of refurbishing the existing truck. It was determined that if the refurbished truck had a five year life span, then the City would not get the money out of a refurbished vehicle since the cascade system would need to be replaced. Feist stated when staff was first looking to refurbish the truck for $55,000 in 2011, it was staying with 2216 psi tanks.
Administrator Stahmer stated another reason for coming forward in 2014 with the truck is to get the 2011 pricing, saving $20-22,000 and to take advantage of one bond issuance – saving on issuance costs. Stahmer stated we are here tonight to provide information, not approving the purchase of the truck. The next truck in the CIP is scheduled for 2019.
Hall questioned the type of truck. Feist stated a utility truck. Hall asked if the truck goes on every call. Feist stated it depends on the call; it goes to personal injury accidents and house fires. Feist stated it is the second truck to run on all calls except for medicals.
Bunting asked if the 4500 psi bottles is the newest technology for air packs. Feist stated it is.
Stanley stated the CIP mentions a radio system, is this just for a truck or a communication system. Feist stated just the truck. Feist continued to explain the radio leases the City has with Hennepin County.
Staff asked Council if there is anything more they would like Brad to research and bring back by November 12th.
Jakel stated he realizes there is no action being requested, but asked the Council for a consensus.
Council questioned Chief Feist, what happens if the Council says no – we are not buying a truck.
Feist stated he would have to figure something out by 2016 when the bottles expire; right now there is no plan B.
There was discussion about pushing the truck forward a couple years in the CIP, but this causes spikes in the overall plan.
Bunting stated he doesn't want to push back a purchase just to delay a spike unless there is some other factor to be considered.
Stahmer stated there is no emergency for the truck by 2014, but by 2016 there is a need for the new tanks. Stahmer continued to discuss the savings in issuance cost by doing one large bond issue.
Jakel discussed the savings in purchasing the truck with 2011 pricing and discounting with cash down in May (on the chassis) against doing more than one bond issue with Ehlers for financing if we wait to purchase. Jakel stated if you consider all things, then it gets close to a six figure savings by purchasing the truck now.
Jakel then confirmed that the Public Safety Committee first heard of the truck purchase in March, 2013. This led to a discussion and request by Council to have committee meetings summarized and given to the entire Council.
Hall stated getting the safest equipment is the upmost importance.
Consensus of the Council is to have Feist put the approval to purchase on the next City Council agenda.
8.02 Discussion on Bonding Bill Application
Administrator Stahmer stated that Chief Beahen, Chief Feist and he presented the City's bonding application earlier in the day to a Legislative Committee at St. Cloud State University. Stahmer stated if the City wants to amend its original bonding bill application, the amendment would need to be submitted by the end of the week. Stahmer provided Council with a few options for amending the current application.
Council discussed the options presented to revise the application and discussed the direction the City is taking in seeking an existing structure in the City for a Police Department.
The consensus of the Council was to withdraw the existing application and not amend it.
9. Correspondence and Reports
Jakel moved, Stanley seconded a motion to adjourn at 8:47 p.m. Motion carried 5-0.
Assistant City Administrator/Clerk