1. Call to Order. The regular work session of the Council of the City of Rogers was called to order by Mayor Bunting on November 26, 2013 at 5:30 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Jay Bunting, Don Hall, Rick Ihli, Darren Jakel, and Maureen Stanley.
Staff present: Mike Bauer, RAC Manager; Jeff Beahen, Police Chief; Gary Buysse, Liquor Operations Manager; Brad Feist, Fire Chief; Jason Greninger, IT Director; John Seifert, Public Works Supt.; Stacy Scharber, Assistant City Administrator; Steve Stahmer, City Administrator; and Lisa Wieland, Finance Director.
2. 2014/15 Equipment Needs
Finance Director Wieland provided a handout to Council regarding the 2014/2015 Equipment Certificate along with the bond issue summary. Staff proceeded through the requested equipment list with Council.
Chief Feist provided a map showing the existing civil defense sirens and the proposed locations for new sirens. Staff stated in 2007 the Council authorized a fee to be charged on a new residential unit to assist in the payment of new sirens. Staff is suggesting a rate increase and will have it presented along with the fee schedule at the next meeting.
Feist stated all new sirens will be located within road right-of-way.
Public Works Supt. Seifert provided a presentation on the requested pieces of equipment for parks and public works. Seifert first presented a vehicle condition index and proceeded through the document with Council. Seifert went through each piece of requested equipment and provided an explanation/justification for each:
• Replace 2002 Inspector vehicle 1500 (turnover)
• 2002 PKS 2500HD (turnover)
• Rear Flail
• Sidewalk Machine
• Sign Bed for Hook Truck
• Permanent Speed Signs (School)
• 2 Ton Truck
• 1995 Toro Replace
Council questioned if a plow can be added to the front of the two ton truck. Seifert said it could at a cost of approximately $7,000.
Wieland discussed the reduced amount of bonding being requested; originally $550,000 net proceeds to $540,000 net proceeds. There was discussion on putting any salvage funds into sinking funds.
Hall agreed that all residual value goes into sinking funds and discussed with staff the concept of reducing the initial cash outlay with the residual value.
Jakel commented on the nice job Seifert did by providing background and justification on each requested piece of equipment.
Wieland proceeded through the remaining items on the equipment list; 3 squads previously approved for 2014 and an additional 3 squads for 2015. Wieland stated the Council will be authorizing the purchase in the year it is budgeted for. If not purchased for the dollar amount and year presented, it needs to come back before the Council as a change in the budget. Once purchased, staff then provides information to Council as correspondence for items less than $100,000; anything over $100,000 needs to come back before the Council for prior approval.
Wieland then proceeded through the bond run provided to Council.
Jakel requested that Chief Feist come back to Council for approval prior to the purchase of the $50,000 inspector vehicle.
2. Enterprise Fund Budgets – Water, Sewer, Storm Water Utility Funds
Finance Director Wieland provided enterprise fund budgets for water, sewer, and storm water utilities to the Council.
Public Works Supt. Seifert provided an explanation regarding the water revenues and expenses, highlighting the major increases/decreases.
There was discussion regarding water conservation and irrigation for both residential and commercial/industrial properties.
Seifert proceeded through sewer utility budget and storm sewer budget.
There were no questions by Council.
Wieland discussed the change in cash on the front page of the utility budget packet with Council.
Wieland stated new utility rates will be proposed for Council approval and added that full depreciation has not been built into our existing utility rates.
3. Assessment agreements – Kinghorn and Scherber
Assistant Administrator Scharber briefly reviewed the Kinghorn assessment agreement that is included in the regular Council packet for approval on consent agenda stating it was a condition of the Developer's Agreement that Kinghorn enter into an assessment agreement with the City. Scharber stated that Kinghorn brought a signed copy of the agreement in earlier in the day.
Scharber then reviewed the Scherber assessment and easement agreement. The agreement states that Scherber will pay off all remaining assessments relating to the Industrial Boulevard levy #16915 on all of his parcels with no interest in exchange for Scherber dedicating permanent right-of-way to the City for the future extension of Industrial Boulevard to County Road 144.
Scharber asked that the assessment and easement agreement be added to consent agenda at the regular meeting for formal approval.
Jakel moved, Ihli seconded a motion to adjourn the work session at 6:56 p.m.
Assistant City Administrator/Clerk