April 13, 2009

Regular Meeting

CITY OF MADISON

OFFICIAL PROCEEDINGS

MINUTES OF THE MADISON CITY COUNCIL

REGULAR MEETING

APRIL 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, April 13, 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, Public Works/Utilities Supt. Harold Hodge, and City Clerk Kathleen Weber. Absent: City Attorney Rick Stulz.

AGENDA

Upon motion by Gail and carried, the Agenda was approved as amended. Additions to the agenda include police department scheduling, Chamber of Commerce calendar sales, and museum mowing. Item 6E regarding water plant membranes will be removed. All agenda items are hereby placed on the table for discussion.

MINUTES

Upon motion by Meyer and carried, the minutes of March 23, 2009, meeting were approved as presented.

CONSENT AGENDA

Upon motion by Volk and carried, the Consent Agenda was approved as presented. Included on the Consent Agenda was an estimate from Bolton & Menk on construction of a 3rd Street cul-de-sac and the 2009 Madison Assessment Update. Regarding the EDA loan to Madison Bowl, Council was informed that a judgment for the city has been issued against the property and that there are other liens against the building as well.

POLICE DEPARTMENT SCHEDULING

Chief of Police Stan Ross approached the Council to inform them that a revised schedule has been developed for full-time officers Aaron Thoreson and Cole Weick. The officers will be scheduled for 7 consecutive 10-hour days with an additional 10 hours being worked at their discretion during that two-week pay period to reach their 80 hours worked per pay period. If unable to put in the additional 10 hours in that two-week period, they would utilize vacation time to make up the difference. As this is a change from the police union contract, a meeting has been scheduled for April 20, 2009, at 4:00 p.m. with the officers and union representative to agree to a Memorandum of Understanding. Council questioned how this schedule would affect the schedule of part-time officers. Chief Ross noted that part-time officers are only utilized to cover vacation or sick days taken by the full-time officers. Chief Ross informed Council that he has hired two additional part-time officers; and once they are uniformed and trained, he will introduce them to the Mayor and Council.

COUNTY-WIDE POLICING

City Manager Skaret informed Council that a meeting had been held today with representatives of the City of Madison, City of Dawson, City of Boyd, and Lac qui Parle County in regard to county-wide policing. A discussion was held with Pipestone County through ITV in regard to their policing program. Chief Ross expressed his opinion that county-wide policing will cost the City as much money while receiving less services. Also, there is no guarantee that city officers will be retained by the County, so local jobs will be jeopardized. City Manager Skaret noted that many questions remain concerning coverage and staffing.

MRES TRANSMISSION (T-1) SERVICE AGREEMENT

At this time, Bill Radio of Missouri River Energy Services approached the Council to explain a proposal they have developed for creating an optional Transmission Service Agreement (T-1) for members of Missouri River Energy Services who choose to participate. At present, he noted that all members have their own individual transmission agreements with wheeling rates varying greatly. By pooling the members together, all transmission costs would be thrown together and averaged out. Mr. Radio noted that Missouri River Energy Services is still working on detailed costs per member with several different scenarios. These figures will be sent out to the members by the end of April for review, and Missouri River Energy Services is hoping to have a decision from each of its members before the end of August. It is anticipated that the T-1 Service Agreement would take affect January, 2010.

It was noted that MN Valley Co-op Light and Power, who provides wheeling services for the City of Madison, has sent notice of wheeling rate increases in 2010, 2011, and 2012. City Manager Skaret estimated a 25% increase in 2010 with further increases through 2012.

Council questioned whether a member would be able to join at a later date if so desired. Bill Radio noted that there would be no guarantee in joining later, and that an application process would be established.

Mr. Radio noted that he can come back again to discuss this matter with the Council once the more detailed cost estimates are ready.

Council acknowledged receipt of a draft resolution 09-28 authorizing the lease of transmission facilities, but this matter will be tabled until the City decides whether to participate in the proposed T-1 Transmission Service Agreement.

AGGREGATION OF DEMAND RESPONSE

Council acknowledged receipt of Ordinance No. 360 titled “An Ordinance establishing an aggregation of demand response on behalf of commercial customers of the City of Madison, Minnesota”. Bill Radio of Missouri River Energy Services informed Council that this ordinance was drafted by the American Public Power Association and is meant to protect the City of Madison from marketers that would purchase commercial customers’ excess power and resell it on the open market. After further discussion, upon motion by Volk and carried, ORDINANCE NO. 360 titled “An Ordinance establishing an aggregation of demand response on behalf of the City of Madison, Minnesota” was adopted. A complete copy of Ordinance No. 360 is on file in the City Clerk’s Office.

INFRASTRUCTURE REPLACEMENT PROJECT

City Manager Skaret informed Council that a bidders’ meeting was held on April 1, 2009, at City Hall with 7 or 8 persons in attendance. Bids for Phase 1, Phase 2, Phase 3, and State Aid portion of the Infrastructure Replacement Project will be opened at 11:00 a.m. on Thursday, April 16, 2009. Councilmember Gail noted that the City of Olivia is considering a similar project for their community and noted that if the bids come in too high, they will forfeit their USDA grant and pursue the project over a 10-year period.

MN WATER AGENCY RESPONSE NETWORK

Upon motion by Meyer and carried, RESOLUTION 09-26 titled “Resolution authorizing the City of Madison, Minnesota, to be a party to the Minnesota Water Agency Response Network” was adopted. This resolution would provide for the City of Madison to enter into a mutual aid agreement with other communities authorized to establish a water, wastewater, or storm sewer utility. This mutual aid agreement would enable the City to give or receive emergency assistance in the form of personnel and/or equipment to other members in the case of an emergency or natural disaster. Execution of the agreement is free and does not obligate the City in any way. A complete copy of Resolution 09-26 is contained in City Clerk’s Book #6.

CREDIT ENHANCEMENT PROGRAM AGREEMENT

Upon motion by Gail and carried, RESOLUTION 09-27 titled “Resolution covenanting and obligating the City of Madison, Minnesota, to be bound by and use the provisions of Minnesota Statutes, Section 446A.086 to guarantee the payment of the principal and interest on the bonds and authorizing the execution of the Credit Enhancement Program Agreement” was adopted. This resolution would authorize the execution of a Credit Enhancement Program Agreement as established by a credit enhancement program created by the legislature in 2008. This program guarantees bond principal and interest payments by the State of Minnesota which gives the bonds a high rating resulting in lower interest rates. Execution of this agreement would expedite the City’s process in refunding future eligible bonds should the lower interest rate provide sufficient savings as justification. A complete copy of Resolution 09-27 is contained in City Clerk’s Book #6.

CITY-WIDE CLEAN UP

Upon motion by Meyer and carried, Council authorized city-wide cleanup for Wednesday,

May 20, 2009, with completion as needed on Thursday and Friday. Councilmember Zahrbock expressed concern over the high cost incurred by the City in providing this service. Mayor Thole noted that this is a good public relations service and helps keep the community clear of excess debris.

LEGISLATIVE UPDATE

City Manager Skaret informed Council that Governor Pawlenty and the legislature are still working on the State’s budget, and that estimates on Local Government Aid cuts vary greatly.

Administrative fines are still a contentious issue with legislators working on a bill to define guidelines relating to these fines. It was noted that the bill did not meet several of the committee’s deadlines and appears to be stalled.

Councilmember Meyer questioned the issue of cities having large reserves. City Manager Skaret noted that most cities have large cash balances at year end due to the fact that the second half of Local Government Aid and property taxes have just been received and are needed to operate for the next five or six months.

CITY MANAGER CONFERENCES

Upon motion by Meyer and carried, Council approved City Manager Skaret’s attendance at the MCMA and League of MN Cities Conferences in May and June, 2009.

LQP COUNTY EDA

Council acknowledged receipt of information for Pam Lehmann, LqP County EDA Director, in regard to a Business Retention and Expansion informational meeting to be held on Wednesday, April 22, 2009. Lehmann would like City Council and EDA members to attend if possible.

WIRELESS COMMUNICATION TOWER

City Manager Skaret informed Council that he has been contacted by Alltel/Verizon Wireless in regard to their desire to erect a new cell tower in the Madison area in order to provide better cell phone service. Skaret noted that they would possibly be interested in land in the City’s industrial park on Highway 40 East or the old lime sludge lagoon on Highway 40 West. They would need a 100’ x 100’ piece of land and would be interested in buying or leasing the property. Council felt that land along Highway 40 East would be more appropriate with Supt. Hodge noting that the City will need to check on wetland regulations on land in that area.

MADISON PARK BOARD

Council was informed that the Madison Park Board will be meeting again on Wednesday,

April 15, 2009, to discuss information gathered on additional improvements proposed for the Madison Swimming Pool.

CHAMBER OF COMMERCE CALENDARS

City Manager Skaret informed Council that the Chamber of Commerce has asked that Chamber fundraising calendars be available for purchase at Madison City Hall and at the Municipal Liquor Store. Councilmember Meyer recommended that anyone wishing to purchase a calendar should be referred to the Chamber Office located at KLQP Radio office.

LQP COUNTY HISTORICAL MUSEUM

Council was informed that a request was received from the Lac qui Parle County Historical Museum that the City of Madison mow the museum property while mowing J. F. Jacobsen Park. Supt. Hodge expressed his concern over the fact that the City will already be operating with one less summer worker due to budget cutbacks, and City Manager Skaret expressed his concern over setting a precedence on other properties. Mayor Thole commented that the LqP County Museum is definitely an asset to the City of Madison and rather than providing city personnel, he would prefer increasing their annual appropriation instead. After further discussion, Council requested City Manager Skaret to contact the museum to let them know that the City will not be able to provide mowing services due to staff cutbacks, remind them that the City does appropriate $4,000 each year toward the museum, and suggest that they contact the Private Industry Council for summer youth employment.

DISBURSEMENTS

Upon motion by Zahrbock and carried, Council approved disbursements for bills submitted between March 24th and April 13th, 2009. These disbursements include United Prairie Check Nos. 44909-45070. Councilmember Meyer abstained from the vote on payments to KLQP FM Radio in the amount of $137.75, and Councilmember Gail abstained from the vote on payments to The Western Guard in the amount of $643.61.

There being no further business, upon motion by Meyer and carried, meeting adjourned at 7:15 p.m.

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Greg Thole – Mayor

ATTEST:

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Kathleen Weber – City Clerk

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