all right we have 6 30 we will call the monday june 14th city council meeting to order if we start with the pledge of allegiance of america and to the republic for which it stands all right that do we have any additions to the agenda tonight hearing none i'll look for a motion to approve the agenda as presented i'll make that motion we have a motion second we have a motion in a second here say aye all right motion carries 4-0 that will take us to public comments if there's anyone who would like to discuss anything that's not on the agenda please come forward all right seeing none we will close public comments and move to consent agenda is there anything on the consent agenda that needs to be pulled for further discussion hearing none only promotion to approve the consent agenda as presented i'll make that motion we have a motion do we have a second a second we have a motion a second all in favor say aye aye all the same sign motion carries four zero so with that making we'll jump right into 6a1 the 2021 long term plan all right one second all right so uh marin council in front of you this evening um is a 2021 long-term plan steve mcdonald with abdo eiken meyer and myself will be going over the 2021 long-term plan so this is something we do annually we update this document uh and it includes a comprehensive forecasted plan that gives you data such as future property tax tax rates fund balances debt product projections based on future projects and operating costs for the city uh this is the seventh year that we've done this document and with that i will uh let steve uh do a little summary of what we put together all right thank you amy mayor council um as maggie mentioned we've done this several years in a row cumulative benefit is that you're having a forward look on what you budget and what you plan to spend on capital bonding that might be related to that and other expenditures so uh some of the key uh assumptions that we make are on pages eight and nine and um the simple uh inflation assumptions on operating expenses three percent uh growth there revenue and two percent interest earnings at one percent um and then uh house the housing growth on page nine has been basically 25 units for the next five five years or the forward look so that's been pretty consistent we calculate the tax capacity or the market value from those editions plus uh the growth of tax capacity uh as well that's it drives drives that um we'll go through some of the then on page 10 we have a few other things the general fund balance policy we do forecast out the general fund expenditures and the reserve amounts uh each year now that you have the policy to transfer out 50 of whatever next year's um fund or fund balance in excess of 50 of next year's expenditures has been a transfer policy that's giving you some opportunity to fund some other capital um we highlights that from a financial standpoint the cash balance looks really good the tax rates are consistent and we'll go through yeah if we want to go jump ahead to pages 12 and 13 what we've taken is the 2020 actual amounts from the audit so your uh this is the page that highlights your tax levies and then calculates the tax rates so 1.226 million and then for 2021's budget again that you haven't set a preliminary budget so those numbers could fluctuate or change but based on what's scheduled that shows the tax levy going up to about million 255 i think the key things in there is that the first year on the 2021 bonds that you did for the fire station start their levy for for uh or 2022 and if we look out over the next four years beyond that so if you go to page 13 we can see that the the the tax levy ends up at about a million 490. um goes up as high as a million six forty one but uh the two thousand uh seven a uh sewer bonds drop off at that time so brings the tax levy down so if you go to page 14 and 15 uh it calculates the the tax rate over that that period of time so our tax rate for oh if you want to go back up one maggie the 2021 tax rate was about 48.87 about four lines down from the top okay if we go to the next page with that levy calculation that we've done it may go as high as 55 percent in 2024 but with those levees dropping off 2025 it drops back down to the current level again these are assuming growth at 3 percent and the new houses that we have it could be higher could be lower but again that's showing some consistency over that period of time okay so that highlights the the tax levy uh component the cash balances at the end of 2020 you had about 6.3 million dollars in cash in all of the city funds very bottom line pretty evenly divided between your governmental funds which are your capital reserves and your debt service and your general fund and then enterprise funds which are your water sewer and storm water those are good healthy reserves in the water and sewer and allow you to to internally finance most of the projects that are that are planned out for the next few years and i think we're able to to factor those reserves in for 2021 bond issue as well okay uh and consistent cash balances for 2022 through 2024 and then um goes up in 2025 to about 8.1 million so cash balance is pretty consistent good reserves no deficits in any of those years which is important to pay attention to as well okay the next table that we look at is the outstanding debt and at the end of the year you have um 3.9 million dollars in bonds outstanding at the end of 2020. and um as we kind of progress through the next five years you'll see the oh one thing i'd point out is that we do have the the fire station bonds up above that 2021a bonds for the 3.3 million so those are factored into 2021. if you want to go into the next page plus we have two other bond issues street bond in 2022 for 930 000 and then a parks based on the capital plan that you have in place we've plugged in that amount to fund that park project now you may or may not decide to do those capital projects but this shows if if we chose to to go through the capital plan this is what it would look like it's just one that the park commission has is they have a concept plan for right now and one of the the scenarios would be to bond for it and that just we just plugged it in for what it would do to this project oh it would be the pavilion splash pad right yep thank you so again that this is uh ongoing every year you evaluate that capital plan it's one of the nice things that as we kind of prepared for this we went through line item detail of all the capital amounts that are outstanding okay so at the end of 2025 projected bonds uh at about six million dollars okay um that so that highlights the kind of the main areas of key performance indicators so debt taxes um in cash balances now let's uh go to the graphs at the end because that'll just highlight big picture of how this all turns out and these other pages are just again replaced yeah they're supporting documents for capital projects and equipment replacement and maybe we should just hit those go back to page 20. okay so um this is the street fund and these are the scheduled capital projects for the next next five years so um in it you can see in total it's about a million dollars a year and you see the projects identified up above and i believe those all came from the city engineer yep so that came from our street project okay then let's go to 26. um oh sorry i deleted the oh okay uh go go for it about four five pages oh there uh one more back two back yep uh one more head another one another one another one there we go thanks um equipment fund uh so highlighting um the planned equipment replacements you can see that mowers tractors plow trucks those kind of things so the reasonably evenly spread spike amount in 2021 and 2025. okay let's go ahead a few more pages there fire equipment so based on the list we're provided you have generators and radios and turnout gear and replacing the rescue and pumper i think the rescue is out a few more years so it's listed but i don't think it's within that that range so 2024 is the biggest expenditure that is projected okay uh parks fund so you we mentioned the bonds before and i think around 2020 yeah 20 22 23 there's a fairly significant amount of projects in total and if those were done without bonds the fund would be negative so your choices ahead are that you either defer those projects or don't do them or issue bonds to fund them okay okay and then there's the facilities fund which is the fire station and then other community center maintenance projects okay let's see i think that's the last one oh water fund most that is what happened in 2020 and what's scheduled in 2021 so there aren't any project major projects scheduled out past that point and then let's see sewer okay so now we're into the the uh the graphs so this is the general fund and what you want to take note of here is the green line as your target so that's your 50 percent of fund balance and based on where uh projected to have a healthy cash reserve or healthy fund balance reserve in each of those years consistent in in all of them and then expenditures spiked for into our decrease from 2020 to 20 21 because of the cares act dollars so it normalizes in 2021 and on okay that this highlights the cash balance in all of those funds added together i mentioned that 2021 is about 6 million dollars and 2025 is about 8. what you're looking for here is the consistent amounts in in each of the funds you can see the general fund is that dark blue on the bottom that just stays basically the same and then the purple is our capital project so it shows that we're maintaining a decent reserve and paying for projects as we go and then the enterprise funds has the largest spike um the water and sewer generating positive cash flow and so you see some of those dark or lighter blue amounts increasing quite a bit from one year to the next and then decreasing their funding projects as you go so i'd say all of that that pattern is good um cash reserves are good and then tax rate um you mentioned again that you're around 50 in 2021 and at 2025 we'd expect it to be back down again with the bonds you've issued and the levy amounts associated with them in 2023 and 2024 there may be a spike in rates over that that period of time and then this is assuming too that we i mean we still have projects that we're going to be discussing so it's the 2022 street project and then also that park project too so this is assuming that we're doing all these projects right that'll be a good talking as you enter budget discussions so okay and then tax capacity rates compared to some similar carver county cities you can see that comparably to those other cities which also have growth issues around them your tax rate compares favorably to those but as you know one city to the next is quite a bit different okay and then this the take away from this is most of your growth is in future levies that are funding cip so that red is planned if we're going to if we're going to build a reserve for it this is what it will take from a tax levy perspective so the blue the general fund you can see that stays fairly consistent so your general fund levy is fairly flat the scheduled debt levies drop off in 2024 and 25 because of those sewer bonds being paid and replacing that somewhat with future cip dollars okay this is a combo graph that shows on the left that the amount of city taxes for an average priced house the the line or the the line on the uh right is the median home value so as the home values go up you can see that the the potential city tax amount does change in 23 and 24 but 25 is almost the same as it is in 2021 or 2020. okay and then debt balances based on the current amortization so this is just saying the amount of outstanding debt that we have at the end of the year is a certain dollar amount and about six million dollars in 2025 the biggest change is in the potential new debt that we talked about the the streets the street projects and that park project that's the purple amount that's identified and then debt per capita looks a lot like the tax per capita graph okay so that's a highlight um you know again like if you look at this from a big picture perspective the cash balance is healthy the debt is being managed through that period of time and again like i mentioned before it gives you a good opportunity to go into a budget discussion about what are your priorities over this period and then you know it's a it's a good process to continue to modify this yeah it certainly has been for the last seven years to use it quite a bit it's used yeah throughout the entire year any questions for steve no clarification eating now will we get do you have hard copies that everyone can get um i will print some yeah well thank you i appreciate it yeah thank you great work as always i always enjoy doing these they're it's fun to look forward and set it backwards sometimes all right thank you helps our planning so thank you good appreciate it bye all right maybe huh yeah maggie's 6a to a city website all right i apologize the information is switched in your packet but um so uh in front of you i'm presenting information about our current city website so as you know it is hosted by gov office this is a company that specializes in government local government websites um we updated our website last in 2017 so that design um i did include kind of what changes were made then it was a more progressive design it included more features uh such that included our uh city logo and then personalized pictures so back then the council approved that design with a three-year agreement uh contract for the amount of 8910 or uh annual or total split between three years so we were we've been paying 2 970 per year um so right now we've gone past that agreement we've been paying we just are continuing on um with that same cost that 2970 per year until we hit the six year mark if we want to otherwise we are able to update our website now that would include starting a new contract for three years we can stay with the current design as i mentioned for the same fee or we can do a premium feature and i did include in your packet some uh some visuals on what those include so um the premium features would include the secondary navigation block a carousel a mega menu and a social media bar i think it just shows the social media bar a little bit a little bit larger than it currently does because it's kind of tucked away right now but um so with that the premium website we would be signing a new agreement and that is for 666 dollars per year more so that would bring us up to 3 636 dollars annually um so i just wanted to answer any questions that i on the information i provided in the packet um i did go through some of the websites that have these features and i do think they are a little bit more user friendly they have more just more pop when you go to the front page and you're able to kind of navigate people especially with the mega menu but i'm open i'm recommending the upgrade we do have that extra funding that we would be able to fund this year in the general operating fund and then we would just budget accordingly the next years um but i'm here to answer any questions on those features my recommendation would just be to move ahead and do the upgrades i think it would make our website a little bit more i mean it's user friendly but i think some of these new features would would allow us to make it a little bit more user-friendly um but again open for any questions on on those features for residents visiting the website exactly how about for you as the operator does it help you to get things on there um it would be yeah it would be pretty similar so i am i'm the when we did this in 2017 i am familiar with the behind the scenes and i i think janelle's been doing more with it too and it would just be pretty much the same as a kind of format behind the scenes and it wouldn't be too much of a change for us to operate it and do you have any some i'm kind of looking this as kind of a phase two for our website from what you did back in 2017 right do you have plan you have things you want to see done from your standpoint on some ideas upgrades you may do or other additional things i mean do you kind of have a a a plan on what that might look like um i think the one thing i really like again is the mega menu i think right now there's a lot of like you have to scroll over to then get to another to get to another to get to another i think having it all under one section and i've again i've been kind of playing with other people's sites it's just it's cleaner people can find things quicker i think it would just help me i think for my goal would be just to clean it up a little bit more and just make it uh simpler and and more clear user friendly i do think some of those drop downs get confusing and sometimes i've had a difficult time trying to find things out as i search through it yeah i like this too because you can like the i forget what it's called i think it's the carousel you can actually um do project updates with pictures and then um you can link directly to those projects um we do have the projects on the front page it's kind of under local news but it's just a headline again it's doesn't it's not really poppy but yeah i mean i i like that especially with the projects you've got going on like the fire station and then i know the basketball court yeah as long as you have somewhat of a vision how you think you want it to look i i would be okay with it we're starting to get into quite a lot of money per year i think but right again i'm looking at this as a phase two and if it does progress to that next level i'd like to get um you know some of the pictures up there actual pictures of from town and i know we talked about that in 2017 right you know what so if you have a vision i i would be comfortable going another three-year contract but like i said i'm getting that point where it's starting to get a little spendy yeah yeah does anyone else have any questions there anything from maggie i'm not sure which one you said but i didn't i don't like the click on this to click on this to click on this yeah definitely don't think our website's very user friendly at all so yeah that's the current menu system right there yeah and i thought we made leaps and bounds in 2017 that was a huge improvement so i think if we can if we can make leaps and bounds again on the i then i think it's well worth it when the residents said i have a hard time navigating at times all right so with that um i'll look for a motion to enter into a three-year agreement that's with uh dot gov uh a gov office or gov office i don't have the total number my packet's backwards so i have to three sorry 3 636 a year for a three year contract i'll make that motion we have a motion to wait a second a second and a second any further discussion so if you can like i said meg you try to get a vision you know kind of plan together yeah make sure this doesn't fall through the cracks and keep up on it that'd be i think it'll be great okay any any other discussion all right all in favor say aye aye aye aye opposed sign motion carries four zero that will take us to six a three uh city administration city clerk promotion all right uh submarine council this evening i'm presenting information to you on a recommendation for a promotion that would promote the current deputy clerk to the city clerk position so for some time i've been working on a transition plan and timeline for this promotion uh the current deputy clerk has been in the deputy clerk position for a little over four and a half years this has been a long-term goal for this position to to transition into the city clerk uh the deputy clerk received their minnesota municipal cleric certificate certification and has done other training over the years and other training recently to get prepared for this transition additional job responsibilities will include bringing payroll back in-house processing liquor licenses communications such as the newsletter and assisting with the website and being the primary staff member that works elections uh i'm confident that the transition will go smoothly include it or and it has started to go smoothly um and so with that in your packet is an updated city clerk job description that adds the additional mentioned job duties the personnel committee met and discussed the transition and agreed to move forward with the following recommendation to the city council one it would be to approve the updated city clerk job description that adds additional mentioned job duties to to approve the promotion of the current wd clerk to city clerk and to approve the start pay at 25 per hour so with that i am available for for any questions so maggie does this take work off of you it does yeah so as part of this um transition yeah we've some of the she some of it's moving back in house and then some of it is um taking some of my duties and transferring them to this position and then i will then be available to do to focus on other projects that we're working on so right now maggie holds the city clerk title as administration clerk and those responsibilities okay because someone had so is there stuff that janelle won't be doing if she's taking work from you plus taking payroll back in-house now janelle's going to work 70 hours a week or what does that look like no i think one thing that we've been doing over the over some time is just making some things more efficient so we've um and janelle can comment on it too just some of the processes that we've been working through we have just looked at kind of how we're doing things and making them efficient more internally and so i think with that it's just been good timing again we're getting more efficient and then we're able to kind of she's able to take on more and you can comment if that's inaccurate let me know but that's kind of how i've been seeing it as we've been able to and i'm assuming there'll be a savings bringing back stuff in-house yep i do have that financial information as well we were paying aem financial solutions um roughly five thousand five hundred twenty dollars a year for that service um so we will be bringing saving money bringing payroll back in as well and if janelle takes vacation for payroll who is the backup for um that is something we do have an agreement one we have two options we have an agreement with aem financial to as a as needed basis so they would be able to take that on if janelle is gone they could do it for us um i am also i've done payroll in the past and so i would be able to take it on to i would um i could work with abdo if janelle is gone and we could get payroll completed so it's easy to do remotely too okay i just didn't want that to interfere with an event that was happening or something like that yeah it's always good to have a backup especially when there's just two of you any other questions i'll look for a motion to present the deputy city clerk with a promotion to city clerk for 25 dollars an hour i'll make that motion we have a motion we have a second a second we have a motion a second any further discussion um would that include approving the updated city clerk position in that motion we'll come back and make another one for that okay sorry that's right and then one other question on that based on transitioning now how will that can you just transition your duties over if if the position is accepted yeah for city clerk yep yep so it would just be it won't have to come to council mm-hmm okay yep okay any further discussion all in favor say hi all right oh same sign motion carries four zero so uh congratulations general we look forward to hearing hearing your response on the on the job offer oh she's got the new sign here congratulations i appreciate everything you've done yeah thank you thank you thank you uh so then with that i'll look for a motion to approve the updated uh job description that was presented in our packets i'll make that motion we have a motion we have a second a second motion a second any further discussion all in favor say aye aye aye opposed same sign motion count or zero that takes public works b1 roundabout project landscaping all right okay so mayor and console in front of you is the landscaping plan for the highway 25 roundabout project so at the april 12th city council meeting the city council approved moving forward with a monument sign that is was similar to the one that's at the salt of town mndot did approve that sign so at the may tenth meeting the city council approved the sign along with a limited use permit with mndot so we could do the construction within the roundabout so the final step is to approve the landscaping portion of the project that will include kyle it's 40 feet right 40 feet of landscaping material within the 82 foot roundabout so we did get we put together that a concept and then solicited two bids so we did get two bids for that one was thirteen thousand five hundred ninety nine and one was fifteen thousand six hundred thirty um we did budget for this out of the beautification fund um we did budget fifteen thousand so um with that staff is recommending approval of the bid from natural surroundings in the amount of thirteen thousand five hundred ninety nine for the landscaping portion of the roundabout project to be paid from the beautification fund and then this would complete all the approvals for this project so then we can get it get it going and hopefully completed within i don't know what the timeframe would be but this summer this summer any questions clarification for maggie or kyle is that a lighted sign now or a light shining on it at all no there's nothing no lighting or anything on the sign no power out there at all for anything okay more water for that matter so few ideas but isn't there a fire hydrant near there is that there a fire hydrant near there yeah there is all right no questions i'll look for a motion to accept the bid with natural surroundings for thirteen thousand five hundred ninety nine dollars for the roundabout landscape i'll make that motion do we have a second second second kyle do you have a handle or an idea what it might be going forward on an annual basis maintenance on it will it just be some mulch or replace a few plants some mulch make it pretty much we can go in there we can weed whip and cut down all these plants a lot of them are just grasses and ground nails uh perennials and stuff so we can just go mow down just like we do the current sign and then uh some mulch work every other year or even every year if you want to just freshen it up but perfect [Music] perfect any other discussion i'm hearing none all in favor say aye aye opposed samsung motion carries 4-0 6b2 upon maintenance policy and procedures all right so uh mayor and council in front of you this evening is the final pawn maintenance policy and procedures document it does have draft education materials um that i have put together and a education plan uh so as you know this is i i'll do a little bit background because i know um we do have new people on the or new members on the council um so this document has been to the city council for review on several occasions and to the public works committee so it's it's providing an in-depth detail and guidance on preventative measures and ongoing maintenance of the stormwater utility that includes the 45 pawns that we currently have in town so the document does reference our 2020 mayor stormwater pond assessment document and that goes into a lot greater detail on each pond as far as the status of what maintenance is required either now or in in the future so the policy references that document um as far as um for more detail but then it goes into kind of a summary of how we are going to use that information to maintain the pawns in the long term and short term so the document also provides an educational overview of the purpose of the system the stormwater system entry reviews a proactive and collaborative approach towards the city and private property owners so after a lot of review and discussions staff did draft a version that we feel confident effectively covers kind of our goals and vision for these for the storm water system so as as you know a lot of these ponds are have been developed with the with the um newer developments in town so they're all hitting a hitting 20 to 25 years and so what we're trying to do is is get these pawns just a future plan in place to make sure we're maintaining them properly so in collaboration with this document we did eating i've included education materials uh so that we can educate property owners uh from time to time through different methods um we really think that this is a not just a city issue but a property a private property owner issue to its collaboration to keep these these pawns uh the life span is going as as long as possible uh so we do so my education plan really is um are some documents that just summarize um they're not i yeah i i'm always open for feedback and suggestions to change them but just kind of uh i think six or seven pages that we can include in a newsletter and on the website um that's dedicated specifically for the stormwater ponds um also social media and open house sessions with property owners is key will be key as well um so i'm open to any comments as far as as the document goes and and the education materials but i think at this time this document has gone through multiple reviews and i think will provide staff at least with the appropriate guidance guidance as far as doing long-term and short-term maintenance and then it'll also provide guidance to residents as well as far as what we feel their responsibilities can be as well um i would like to see some of that get out into newsletters like you mentioned or not with the new website if there's a tab we can add in there and get some of that education out there i think would be great yeah and it doesn't look dry i mean like it yeah like i'd read that yeah and they serve a purpose the ponds serve a purpose for this community and and that education piece is huge um for everyone even if you don't live on a pond it's still very good so and like megan said we've been working on this for probably a year and a half now maybe even longer so it's coming to the public works committee more than once so i know the the pets thing when i was reading it can we put some examples of what you mean by that oh yeah yeah it was like i mean like when you say pets i think of like dogs and cats yeah yeah like i'm gonna release my dog and cat into the natural environment like that's how i when i was reading it but i know we're mainly talking about yeah no i can clarify that fish and fish and turtles and stuff not always i mean am i the only one or like no i think we should provide some examples of what we're yeah no that's because i think we have some goldfish yeah if there's anything else to that you see just send me an email but um no that's a good yeah so again very draft form i need some proofreaders but okay so are you looking for a motion to approve i am so i'm recommending let's see if i can um again and this is something that i think a lot of communities are going to start start going towards because i think we're a lot of with the growth in the last 30 years a lot more communities are trying to figure out how to navigate stormwater pond so so i think we're in a good good spot yeah so my recommendation is to approve the pawn maintenance policy and procedure document and the education plan the materials um i just i guess i'm having you approve the concept not really the materials are always subject to change i just wanted yeah okay all right i'll look for a motion to approve the pond maintenance policy and procedure document along with the education plan i'll make that motion we have a motion do we have a second a second we have a motion a second any further discussion hearing none all in favor say aye aye aye same sign motion carries four zero and kyle thank you to you for a lot of work you put in that policy too i appreciate it yeah absolutely all right maggie 6c uh 1 fire station project sign change request all right and i do have the fire chief here this evening um so in front of you this evening is a change request for the mayor fire station uh the specifically the mayor fire department building logo sign um so as part of this project the the project included a generic there's a picture right there a generic fire rescue sign and so to get it to to be more specific to the community the fire chief is submitting or has proposed a change request for the sign to be the actual mayor fire department logo so changing the sign uh does include a little additional materials and so with that amount we did submit to see what that cost difference would be and that total came back as 812 dollars um to be paid out of the contin the contingency fund of the project so um at this time as you are aware we did we have 80 000 in contingency for this project we've approved we are down we've approved two other change orders so we are down to sixty three thousand six hundred twenty one dollars and fifty cents so this project if or this change order if approved would bring it down to sixty two thousand eight hundred nine dollars and fifty cents um i did provide some project ex project expenditures that have been spent to date um andy if you're wanting to to say anything additional please feel free um but otherwise the recommendation is to approve the change request submitted by the fire chief for the logo sign and um if if approved it would be paid of the contingency fund for the fire station project good evening mayor council um yeah so we're originally it was desert they that's what brunton had put into the um more or less scope of work that particular sign we just thought it would look better having you know our our logo up on it and stuff more particular to us that's kind of what you know the logo we go by and use on everything so we felt it would be more appropriate look better on the on the side originally when we talked to him he you know we asked him about it he goes i don't think it should but he sent it to the um the sign company they said well it's going to take because it's going to be a little bit more material to do that that sign versus the other one that's the difference in the cost can you give a little history on this logo do you remember like like when we changed do you remember i was just curious i should probably uh 40 years ago um [Music] we just you know everybody towns were getting logos or whatever and we decided we'd do our own last han was the main person for us he did the artwork you know and we more or less gave ideas and that's what we came up with i think it's cool because it has history of why we have our own and it's different than a normal yep good you still good memory rod it's not that old anything else to add andy um i guess i don't have anything so just you know acid request if we could make that change or whatever and just you know i guess i feel it would be a nice touch on the building any comments i agree i think it's a good change and he gets one eye i i can see how we thought maybe that first one was kind of a placeholder as a sign the generic one that he would have put out i i get that and for eight hundred dollars i think it's money i think that would be good um i have a huge hang up on using contingency money for this on these next screen here you'll hear the same thing from me for all three of them it's it's wrong to spend contingency money on these kinds of things i just don't agree with it that's not what the money's for it's if we run into things it's not if the money is there long as it's there and budget we might as well spend it down that's not on i've never had a project where we've gone for things like this for contingency money in my 15 years i can't support that um now this one for 800 if we can't find it somewhere out of a different budget i i i probably could for 812 dollars in this case but that's not what contingent money is we spend this down and something happens we don't have our contingency money you know something unexpected it's not for these kinds of things for for misplanning it's for finding things that weren't done right now i wouldn't do it up on fifth street we have contingency money for up there and if we come to the end of the project we haven't used it i want to also go spend it that's not right to our residents it's not right it's not fair it's not what that money's for so i'm opposed from that aspect but depending on where it comes from i i do think it's a good idea to put it in a little more on all these things i'm not i'm not asking for more money than this project was was budgeted for and stuff like that i'm just asking to spend the money or be able to spend the money that was budgeted on this project but that's i'm just asking to be able to spend the money that was budget is it's not going over and above anything that has already been approved how would the residents feel on fifth street if we had contingency in austin we didn't spend it and said okay well now let's spend it out you're still getting you're still paying for it residents are paying but hey we still got it we might as well add some nicer mailboxes put in let's paint our curbs let's uh we won't do that it's it's i think it's wrong i have a problem with transparency and everyone up here should how do we tell our residents what we're spent on when it's constantly changed this is our fifth fifth or third third or fourth change that's come to us some have been uh rejected but that's just where i stand on again i think we should do it i like the idea of making the new logo um and like i said on 812 dollars am i going to get too hung up on conti i'm not going to any other anything more to add any other questions comments if not i'll look for a motion to approve the change order to the mayor logo and then as part of the motion uh what fun would it come from well i'll make the motion for the sign change to come out of the contingency budget of for eight hundred and twelve dollars perfect we have a second i'll second all right we have a motion a second any further discussion like i said for me it's transparency and and really we're held to every resident here we've talked everyone knows what this price was and contingencies were have never ever been used for this and not saying maybe it shunted but they never have and to set that precedence it worries me so do we have other options on where it can come from we have fire department funds we have general funds i mean we have there's other places well i mean i've never been part of a big project like this so for me the contingency plan i don't necessarily grasp the concept of exactly like is there the right or the wrong way my thought is this is a change order so we're still putting a sign up and we didn't realize the sign was going to be quoted differently and that so to me that's a contingency issue because we're still going to have a sign up there it's just going to cost a little bit more so for me on this situation it's still part of your contingency because the quote came in slightly off of what it originally was it wasn't something that wasn't not part that's just how i interpreted well it would be it would be no different than if we planned only to do the certain dirt work up there that we're planning on but we ran into something that it you know what we can't do this we have to ch and we've got to dig more out and do that and that's what you know contingencies you know or what your ideal i think of what the contingency is for it is something that you know changed in the project and stuff like that we're not i'm not asking i mean and if you were to go and take it from a different account it it doesn't make any difference what account that kind of comes from or whatever i'm asking to use that money that has been budgeted for this fire station to use on the fire station we have not i'm not asking to spend more money over and above that that money has been already approved and to spend on it we're not asking to spend more money on it if you get it take it out of a different fund now you are spending more money over and above what this was i don't think it's fair to our taxpayers it's it's non-transparent and it's not fair okay so i have a question on the 80 000 that came we are we received the bond money for this so it's our we can't like if we don't spend all 80 for the project what what happens to the balance does it go back and take off the bond payment like that would be my question you know like we already bonded it's already in our account it's already part of the project you know our we brought that contingency down quite a bit to get our project lower because i think they were at like nine percent and we did or like six percent and we said let's just do a three percent contingency so we bonded for that as a line item correct we did yeah so the contingency is part of the bond that we approved um i believe any money that cut any again if we get any credits in certain areas if we um if the project is less than what we thought it would be then yes we would get that money uh back and it would be unspent and so i believe i'm trying to think i'm just thinking you might not have the answer i don't have like the exact answer but i think yes that money would would somehow still be tied with the project and it would either go towards the bond payment or i would have to do a little bit more research um because i'm just trying to it goes back it just doesn't get spent it goes back and it helps every time the president every taxpayer like you just give it back to the bank and say well we didn't spend this so our bond payments less over the 30 years of the 80 000. towards one of the payments so we don't levy certain money for it right yeah it would it would go into the fund and i just think this isn't it every project we've ever done we've not used all our contingency well we're not we're right now we're not using all of that okay well i have a where there's a lot of motion in a second any further discussion we do have a motion a second all unfair say that will take us to c2 painting change request um i don't know do you want me to review it andy yeah all right so uh similar to the last one it is a change request uh this is for the interior painting of the station this would be the apparat apparatus bay walls and ceilings again the recommendation is to pay this out of the contingency fund the quote that came in for the painting of this area was 45 845 dollars so i did give you again if if the logo was uh approved i did give you a kind of rundown of what the balance would be if approved if the painting was approved at a contingency as well um so again available for any questions okay so how much is the i'm confused um so the painting the painting quote for the apparatus bay in the ceilings would be forty five thousand eight hundred forty five dollars for the change order scroll a little bit so oh i'm sorry yeah oh my gosh so why didn't we plan for this initially so we were under a very tight budget to kind of get you know because we were given a budget of 2.8 in construction costs to get it passed the architect looked at a lot of different things to see where we could cut things because we were a little bit higher where we could cut different things to uh to try and meet that 2.8 kind of mark that is one item that he pulled off you know to do that so again as we toured the fire station um you see it's um you know it's the natural gray concrete you've got you know the areas where there's metal where the the slabs are welded together and stuff like that that's kind of rusty and stuff like that i think it's and once that gets enclosed in as we talked it's going to be darker a lot darker in there is what it would be if it was freshly all painted as far as you know the thoughts of okay let's let's do it around you know down the road i think that is a going to be a worse condition you know if our tax paying residents to do it later is going to cost a lot more money to do that you know doing it at this time is going to be the most economical way to do it i think we've got it everything is nice and finished when it's done again is is my thoughts again like i said we're we're not asking to spend more money than what was allotted but i would like to be able to spend the money that we were allotted because you know there was a lot of stuff that you know there was things that we had to trim up on different things and stuff like that i don't know if you were when you were men and we do have some credits coming back from um bci on several items and if you've got that on there or not um i did not include it in this um but yeah he did confirm that there were there was about 10 000 in credits from other areas so we've got like 10 000 credits of some stuff that we did delete off of the project that will go towards that is this in line what with what the cost was on the original quote we never had an initial cost on the um of the painting or whatever okay you just said you had a budget and you were trimming things out yeah i mean he just the architect had i mean as he would he was very well aware of what pricing on everything caught i mean he pretty much kind of as he put it together pretty much nailed it on the head of what what it was going to come in on so he kind of knew what where he kind of could shrimp needed to trim stuff and stuff like that to kind of meet that that time or that that price how close to completion can we wait to do this in case there is something major that would come up so i would say just as duly i mean ideally it's going to be before the floors get epoxied you know they'd want to paint the painted and stuff like that so you don't have to worry about you know over spraying everything on the epoxied floor i have talked with bci numerous times and asking them you know do you foresee any more uses of contingency money he has said that you know in most in most projects times that they use contingency money is most of the time in dirt work and or maybe getting the structure up we're through both of those big phases most of all the other items that are on the project are items that are already ordered um and have so he said we waited to august to bring this back would it be a big issue it would okay i would think yeah no i couldn't wait that long it would be it should if it's going to get done it should be done before the floor is in the next couple weeks right yeah but it can be done in a year yeah it's just it's going to be more economical and ideal to do it beforehand council member wagner's question about why this got planned or not and your response being we had a certain number we had to be under so we had to take it out why is it appropriate to bring it back in now doesn't that seem a little because i'm not going over that amount yet with with putting that on there all right thank you that's not right all right any other questions so you don't think we can even wait another 30 days i don't recall what he said but it sounds like they're starting floors they want to start getting those wrapped up they got to put polly down put the in-floor heating do something and then pour the cement it was a couple weeks i thought he said he's gonna be pouring cement in a couple of weeks yeah that's what i thought so to me i think this is aesthetics i mean just about how it's going to look i mean i know we can talk about it's going to be dark but we have lights in there we have leds we have plenty of lighting in that bay area too i don't i don't see a need for this and he have it painted at this time and it's coming down to money it's coming down to how much we're spending and where's the project this is now one two three four this is the sixth or seventh item that's coming less than six months for more because some of it was planned didn't plan properly some of it just some of these things it's just we had it set and then also after the fact it's oh yeah let's do that let's and it just seems i'm having a hard time explaining to residents and standing behind that it just doesn't something doesn't seem right about it not with me but with that i'll look for a motion someone let make a motion to approve the painting change order for forty five thousand eight hundred forty five dollars and out of a fund i would entertain that motion well i'll make the motion for the forty five thousand eight hundred and forty five dollars to come out of the contingency fund so we can have further discussion we have a motion do we have a second i'll second we have a motion a second any further discussion yeah i'd like to know if there's an is there money in the fire department fund i mean right we went out there tonight i agree if we're gonna do it we should do it now but i also agree with dodge on the contingency piece that this should be if we run into issues so if i'd like to know if there's another fund that it can come out of the only other fund that i can think of is a fire capital fund and that's did we get a balance from our financial does it show in there um i would have to look i think it's currently at about 4 25 on i would have to confirm that but i think it's at 425 000 it's non-committed money but i mean yeah so if you look at our long-term plan it is in there um but uh yeah that's the only fun i can't really think of that it would otherwise come out of so i'm on the fence because i i agree that this 80 000 contingency we've already received the money unspent money doesn't necessarily just get it goes back to the residence but in a not not in the way of like your the projects just costing less less money i do struggle a little bit with there was reasons why we took things out of the project to get it to a budget that was worked for our city and for our financial piece so by adding all these other things in but it still doesn't go over and we have the ten thousand dollars in credits coming back and that it should be done before the project like you were stating like to do it after would just be a lot more expensive and harder to do it's just it makes me nervous to bring a fun that fun balance that low with not knowing where the project is but you're saying that bretton says most the time now at the stage we're in you're not going to see as many of those changes because a lot of that's already been placed he was he was 95 sure that there wasn't going to be anything else you know that would need or you know call for that contingency money especially of any type of about you know big value the biggest things are usually like i said in the dirt work and maybe bringing the you know the building up to structure i think that's probably accurate i mean they're they're the subject matter experts so i go right i think they are my only problem again with that is something does go wrong where are they then they're not the ones stepping up worth then holding the ball right right and then we would have to find another so we'll have a bottle see maggie typically um using change or or contingency money from projects for these kinds of things this is typical i mean like andy said it's it's mostly for unexpected caught project costs that come up when when we're doing the project so again like we had the plumbing issue we just that that came up um that we needed to make a quick change um to bring that to standard uh per state guidelines i i have to be honest i am a little concerned spending it down that much i understand the facts i under i want to trust the um the the contractor um but i am concerned with five months of this project being left that nothing would come up i just i want to be i always am more cautious and i want to be safe i get the argument but i also want to be i don't want to go over budget where we have to find money somewhere else so i would say i guess that's where that's where i'm at honestly oh the other discussion is if uh if we took it out of a a separate type of fund would um you know out of that and there does end up to be 60 000 left in contingency can we replenish that fund then uh with that afterwards i would have to look at the rules but i don't think so i think that that money like mike said it would go towards the project still it would just reduce the levy for the next year probably so if you owe let's say this year you owe your first interest payment of 50 000 the 50 000 would go to pay like so you won't have to levy for it on your the taxes and then the remaining would go next year so i think it has to stay within for auditing purposes i believe within the project all right another discussion so realistically with the 10 000 credits after the painting we'd have 20 27 ish thousand dollars yeah but it doesn't really look like that i mean it doesn't really work like that you i don't think you can just put credits into the contingency fund i think it just go i mean it goes it stays within the project it doesn't get it just doesn't get categorized as a contingency item so it'll it'll still reflect at the end of the project it'll still say yep you have credits it just won't have a an identified like and they do 10 000 worth of painting then again i don't know i think just for credits as we go we can right i mean we have to be transparent so i don't think you can just kind of roll money and into different line items it has to be pretty clear that okay this is what was budgeted for this item you got credits for it so let's say we have the million dollar project you get 20 000 credits i don't think you can just spend that like it has to it still has to be transparent where the money is going is what i'm trying to say but isn't it all part of the project in the end it is but i think it's kind of it is part of the project but it's as i mean again are you wanting are you still an improvement to the building i mean it's still going into the it's still going into the station i mean i think in the end the ten thousand credit would still use the same purpose at whatever was left of the contingency right it would it's just it would be at the end of the project so this fund balance wouldn't necessarily say 26 it would say the sixth or well whatever we're at yeah it would be 16 and then it will have like a credit of 10 000 so then whatever we do with that would go towards we'll go towards right but i mean it's something i can look into i just don't have a clear answer can we table it till july is there any possibility so we can get more information so everybody feels comfortable i mean is is that gonna be a deal breaker or like the next meeting or yeah can we bring it back at the 28th even if we need more information but to make sure everyone feels comfortable not everyone's got it yeah i mean we're losing sight who's paying for this project it's our taxpayers right to spend every dime that was budgeted boy it wouldn't be nice to come under a bunch so since when does city have to spend every dollar they get that's we're listen cited who's paying for this sorry any other discussion right like if we had ran into dirt work issues then we wouldn't be having this conversation is that what we're saying potentially yeah come on bob you can come up to the podium state your name state your name for the record state your name for the record robert carlson i was on the building committee and that's why i'm speaking because if uh the contingency fund is meant to be for unseen or unknown items i was on a building committee and i didn't know we weren't going to paint it [Music] and i don't think any council member or mayor knew that the building wasn't going to be painted on the inside so my perspective of this thing is this is an unforeseen item and you don't build this kind of building and not paint it that's ridiculous you'll be doing your cd people disservice when they walk into this three million dollar building it better look good inside and out so i rest my case all right any other discussion all right we have a motion and a second to approve the painting uh change request for forty five thousand eight hundred forty five dollars from the contingency fund all in favor say aye aye aye applause same sign that will take us to c3 mezzanine change request um oh sorry i didn't finish that sentence uh so front of you this evening is a change request for the fire station for a change in the upper mezzanine uh the in the fire station the request would be to remove 50 lineal feet of railing currently in the plans and install a steel stud and gypsum wall for the purposes of giving the fire station additional shelving space for storage this would include some electrical lighting adjustments as well um so the the cost estimate for this portion of the project would be up to ten thousand dollars the request would be to pay that out of the contingency fund i don't know if andy if you have more details on the purpose of the mezzanine i think it would again just creating the replacing the railing with a wall and being able to add more storage um so we had discussed this with bretton when we were planning on it and we talked about you know enclosing that and stuff like that at that time he said well we can enclose that because if we close that then it's considered a room up there we've got to do an elevator and different things like that as we've been doing site visits with bci and we talked about you know probably be nice to close this you know put a wall here so we can you know you know have more storage area more wall space to put racks against and whatever he's like well i think if we you know just ran across this front just gave you more wall but left it open to the rest it doesn't consider it closed in so they looked into it code wise did not find anything wrong code wise with doing that so that's why we're kind of presenting that to clo take that you know close that off so we've got some more wall space to put racking and stuff like that shelves and stuff like that for our extra turnout gear and things like that nature that's what we're i guess asking to to do so what do that say you need more storage tonight and i know this was so i mean we've got the storage space it's more s for wall space to put racking up against um you know if we have just an open railing put racking against that we are you know somebody pushing things over the edge you know you know past the um back of the shelving and stuff like that um you know could it be something that's be done down the road yeah you could be but now we're spent a bunch of money on some railing that then you're taking out so that's why we're you know asked of instead of putting that railing up there just putting a wall up along that side what's the saving and railing then the i don't know he didn't i heard the number that there kind of shot us was taking the railing off and putting the wall up yes correct and you don't think you could i mean i know we talk about storage and we make it seem like we're not talking about a bunch of stuff up there all right there's some pallet racking maybe a section exactly you know we've talked so a couple things that i've had um or ideas i've had is i've been trying to i've been looking for i have had my eyes out for some old school lockers to put up there so that every fireman can have a locker they can keep a set of clothes um you know from home in that locker and stuff like that so that when you get back from a call they can go up and they can grab their different set of clothes they could shower um you know and go home with that would be one you know thing that so we'd want some wall space to put those kind of lockers up by you know some type of shelving to keep excess turnout gear um you know we've got excess we've got a lot of blankets and stuff like that for like a mass casualty type incident we've got some supplies and different things like that we would be keeping up there as well and it just to fully utilize that area that's up there it would be nice to have a wall along there and it i mean it hides something from the bay as well then and it seems to me that out of the three things we've just discussed that would be the easiest one to do it at a later time let me just put a wall up right as far as yes i would say the only reason i bring it up now is you know if we're going to be do it why why pay for that metal railing to have to take it doctors in your are they part of the ffa right now they are not on the road no we're not even budgeted for those or anything correct yeah i've got uh i've got a friend that actually um installs school lockers and stuff like that a lot of times he'll get old take outs and stuff like that that i've been keeping my eye on so you said in the original bid when you inquired about this then they said it was like a room so it would require an elevator yeah the way we talked is you know having that second level um kind of all closed off or whatever and whether you had something up there and he said well we can't we can't close it off because it's considered a a room where public would be able to go to if if public can go up there then you would need to have an elevator if it's just storage now you don't need to have that um by closing it in doesn't make it look like it's storage but if we keep that you know open uh you know to the you know to the one side or whatever not closing it off then it's still he's they said it's still considered just storage so we don't need to have elevator and stuff like that all right any other chief one if not i'll look for a motion to approve the mezzanine change request for ten thousand dollars or not to exceed ten thousand dollars i'll make that motion to not exceed ten thousand dollars from the contingency fund so i guess i do feel like this is kind of a contingent right like you talked about it required an elevator right and clearly out of the budget at that point right if we were cutting other things so now that the structure is kind of there and you inquired and came up with a solution to get what you need without needing the elevator i mean to me i kind of feel like that is maybe not full contingent but any other discussion all right then all in favor say one other thing i would recommend and i think it would be useful is maybe we have a next council meeting have a work session and go over all this fire station stuff where we're at where all the change or is there where contingency what's changed with our ffe what's been just so we can regroup and everyone so we're just all on the same page again i think it'd be worthwhile and you know have achieved one there and just make sure we're looking at everything and see what's where we're at okay i do i would like to look further i i do agree somewhat with what uh mr carlson was saying about painting the right i do think from that aspect of the bill so i'd like to re-look at things but if we can do that at the next next two weeks thank you thank you thanks andy all right 6d one mayor rising community festival participation all right so uh and council the park commission is recommending um in order to participate in the mayor rising community festival a hydro blaster for a park commission sponsored event so at the at the may meeting park commission meeting they discussed researching in a water event option for summer uh to as a way to participate in the festival there was a lot of discussion as far as where they wanted to go with this there was 5k and other things that they've tried in the past that just haven't been successful and so after discussion discussing several options they determined that renting the hydro blaster would be fun especially on a hot possibly hot day so the commission did bring it back to the june 8th meeting for final plan details um as far as who could who could be there to manage the event and when and so they felt confident that that they would be able to move forward with this and so um and have a successful event they would also be doing putting together some flyers as far as what they're working on and handing those out to while people come and visit the station um and you said they've tied off with them a rising festival yes yep and they're okay we'll have people there running it yes yep and so um with that the park commission did recommend to the to the city council renting the equipment for two hundred dollars that includes a hundred balloons but then they wanted to just in case um up to a hundred dollars more for more balloons for that event is that just a hose it just use a garden hose to hook up to it right believe something yeah yep so we would have to probably pull something from the public works building yeah or city hall um old public works building is that white polar works building we got a hydrant and then a wall house but this will be minimal minimal work for public works yeah should be i don't know where they want to put it how does it get here um i think that they we rent it they bring it to bring it on site and then they set it up for us what about the open workspace would be no issue all right i'll look for a motion to rent the hydro blaster for the mayor rising community festival for 200 extra balloons for a hundred dollars for a grand total of three hundred dollars i'll make that motion wait a second a second a second any further discussion looks fun motion carries 4-0 all right city council reports house remember wagner anything reported no help nope she just discussed it [Laughter] nope i have nothing either i have not attended any meetings so with that uh we will be going into closed session at this time uh to the public pursuant of minnesota statute section 13d point zero three subdivision 1b to consider strategy for labor negotiations including negotiating strategies or development or discussion and review of labor negotiation proposal so with that at 8 00 pm we will go into closed session after we come out of closed session we'll open the meeting again and we'll open the door if anyone wants to rejoin