CITY OF HUDSON COMMON COUNCIL

MEETING MINUTES OF MONDAY, SEPTEMBER 19, 2005

UNAPPROVED

Meeting called to order by Mayor Jack Breault in the Council Chambers of City Hall at 7:00 p.m.

PRESENT: Mayor Breault and Alderpersons Dennis O’Connell, Paul Radermacher, Roger Riedel, Scot O’Malley and Carah Koch.

ABSENT: Alderperson Mike Laatsch was excused.

OTHERS PRESENT: Devin Willi, Catherine Munkittrick, Dennis Darnold, Randy Hanson, Jim Eulberg, Betty Caruso, Jim Frye, Angela Popenhagen, Megan Rupprt, Dick Trende, Paul Boldischar, Marie Schmidt, Gordon Conard, and others.

COMMENTS AND SUGGESTIONS FROM CITIZENS PRESENT: Mayor Breault called for comments from citizens three times; none were given.

CONSENT AGENDA: MOTION by O’Connell, second by O’Malley, to approve the following Consent Agenda items:

MINUTES: Approve the Regular Meeting minutes of 9/6/05 and the Special Meeting Minutes of 8/30/05 and 9/12/05.

Claims: Approve the following claims for payment:

Fund	Description	payables	payroll	Totals
100	General	396,436.35	117,908.43	514,344.78
230	Wisc DVL/RVL	1,188.00	0.00	1,188.00
231	SCBP-RVL Loan	378.00	0.00	378.00
410	Tax Increment Financing	15,271.99	0.00	15,271.99
450	Capital Projects	3,081.04	0.00	3,081.04
610	Sewer	31,772.94	9,723.12	41,496.06
620	Parking Utility	81.72	870.62	952.34
630	Ambulance	4,904.70	6,026.68	10,931.38
	TOTALS	$453,114.74	$134,528.85	$587,643.59

Applications for Operators Licenses: Approve the issuance of a Regular Operator’s License for the period 9/20/05 to 6/30/07 to:

Steven Michael Flasch 103 N. Grove Street River Falls, WI

Application of Hudson Area Jaycees for Temporary Class “B”/”Class B” Retailer’s License to sell beer and wine at the Oktoberfest event: Approve the issuance of a Temporary Class “B”/”Class B” Retailer’s License to the Hudson Area Jaycees to sell beer and wine at the Oktoberfest event on September 30 and October 1 and 2, 2005 in a tent on the City Hall Parking lot on Third Street.

Consider reducing the hours of the parking restrictions on Thirteenth Street: Approve reducing the hours of the parking restrictions on Thirteenth Street (currently 7:00 a.m. to 4:30 p.m.) from 7:00 a.m. to 3:00 p.m.

Consider request for speed limit sign on Trillium Way: Approve the installation of a speed limit sign on Trillium Way.

REPORTS OF CITY OFFICIALS, BOARDS AND COMMISSIONS: To place on file the Quarterly Report of the St. Croix E.M.S. Chief, and the Public Utility Commission minutes of 9/13/05.

Roll call vote, all ayes (5) – MOTION CARRIED.

Certified Survey Map for two lot commercial subdivision, 1.194 and 0.781 acre lots south of Hanley Road and east of Carmichael Road – Susan and Mike Inman: Dennis Darnold addressed Council concerning the request of Mike and Susan Inman to sub-divide their parcel located between Carmichael Road and Maxwell Drive into a two-lot commercial subdivision. The subdivision would create one lot for the car wash/fuel station and one for the retail center. Mr. Darnold noted that there is one continuous parking area between the lots and the Plan Commission recommended that a Joint Parking Agreement be prepared. He stated that such an agreement would address any parking concerns that might arise in the future, if the parcels had different property owners. He noted that the City Attorney would be reviewing and consider approving the Joint Parking Agreement between the two parties. MOTION by Koch, second by Radermacher, to approve the two-lot certified survey map proposed by Mike and Susan Inman, with execution of the CSM upon review and approval of a Joint Parking Agreement. All ayes, MOTION CARRIED.

Police Department Towing Policy – approve proposed increase in towing rates, and publish advertisement for other companies that might wish to provide towing services: riedel introduced the issue of the Police Department towing fees. He stated that Chief Trende received a letter from four of the current towing companies indicating that they would immediately be adding a fuel surcharge to each tow. The towing companies were also requesting a 5% yearly increase to their rates. MOTION by O’Malley, second by Radermacher, to approve an immediate increase in towing rates to $100 for daytime tows and $125 for evening tows. The motion intentionally did not include an automatic 5% annual increase that was requested. Legal counsel recommended amending the motion to include the need to advertise for other towing companies that might be interested. MOTION AMENDED by O’Malley, second by Radermacher, to also direct that an advertisement be published seeking other companies that might wish to provide towing services to the City in the future. In discussion, Radermacher noted that the Public Safety Committee had recommended a three-year contract. Attorney Munkittrick reviewed the Police Department Towing Policy that was adopted in 2002. She explained that the Department used a rotating list of towing companies that meet the criteria established in the policy. She noted that any towing companies that meet the criteria would be welcome to apply.

Ms. Munkittrick stated that the fee increase was appropriate, and the advertisement needed to be published. She stated that the applications would be reviewed to determine whether they meet the criteria in order to be included on the rotating list of towing companies. Ms. Munkittrick also stated that the towing fees could be reviewed at any time. She recommended approval of the towing fees and initiation of the advertisement and application process. As a point of clarification, it was noted that the fee amounts are written on the application and must be adhered to. Chief Trende also agreed to the wording of the amended motion. O’Malley pointed out that the fees are reimbursed to the City by the owners of the vehicles. All ayes, MOTION CARRIED.

Request for Cycle Cross Bike Race to be held in Lakefront Park on Saturday, November 26, 2005: Radermacher called attention to the Cycle Cross Bike Race proposed for Lakefront Park in November. He stated that they were hoping for 100 participants. He reported that a Certificate of Liability Insurance would have to be provided, and abutting property owners would have to sign waivers. Mayor Breault noted that the race proceeds would go to the Hudson Fire Department and the event would take place on snow-covered ground. MOTION by O’Malley, second by O’Connell, to approve the Cycle Cross Bike Race in Lakefront Park on November 26, 2006, pending receipt of the Certificate of Liability Insurance and signed waivers from the abutting property owners. In discussion, Riedel inquired whether a damage deposit would be required, as there was a possibility for damage to the turf in the park. MOTION AMENDED by O’Malley, second by O’Connell, to include that if damage occurs, it would be covered by the US Cycling sponsor, who would be providing the Certificate of Insurance. All ayes, MOTION CARRIED.

Review bids submitted and award contract for Grandview Park Parking LOT EXPANSION Project: Jim Eulberg reported that only one bid was submitted for the Grandview Park Parking Lot Expansion Project. The bid total was $122,397.00, which was approximately $2,400 over the budgeted amount. In discussions with the Finance Officer, it was indicated that the difference could be covered by interest revenue. MOTION by Riedel, second by O’Malley, to award the Grandview Park Parking Lot Expansion Project to Monarch Paving Co., Amery, WI in the amount of $122,397.00. In discussion, Mr. Eulberg stated that the project would be closely monitored to make sure it stays within the amount of the bid. All ayes, MOTION CARRIED.

Update on projects: Engineer Angela Popenhagen reviewed two items from the Update on Projects report. Regarding the Lighthouse at Hudson Pier, she reported that City Staff and developers met last week to look at the sealant that they propose to use for the central pond seepage problem. The developer still needs to submit the information to the Wisconsin DNR for approval. Ms. Popenhagen called attention to the Ban Tara development and stated that the base course of bituminous was complete on most of the project. She reported that work continues on signal modifications for the intersection of Center Drive and Carmichael, and noted that the signals would be timed to work with others in the area. O’Malley inquired how long the left lanes would be closed for the project, and Ms. Popenhagen replied that it should be finished within a week.

Additional information from Strategy1 Consulting, Inc. Paul Boldischar of Strategy1 Consulting, Inc. presented copies of a handout to Council members. He explained that they had prepared a proposal in response to three areas identified by Council at the September 12, 2005 Special Council meeting. Council had requested Strategy1 to provide a course of action regarding how they would proceed if they were asked to implement some of their recommendations.

The first issue concerned the current voucher and Accounts Payable process. Mr. Boldischar stated they would begin by determining comparable cities that have a purchase order system in place and ask about their experiences and time and effort involved in the process. Their next step would be to seek opinions and expertise from the ACS software company and then look internally to find out any possible limitations regarding staff, budget time and budget dollars for implementing the software module that the City already owns. Mr. Boldischar noted that if it is determined that the ACS purchase order system is not the best method to use, they would then facilitate a joint Department effort to identify alternatives to reduce duplication of efforts and streamline the current procedures.

Riedel requested the Finance Officer to explain why the purchase order system had not been implemented up to this point, and to identify any pitfalls that could occur if it were implemented. Betty Caruso stated that with the current system, Departments are able to purchase items as needed from a variety of vendors. The purchase order system would require a signed purchase order before any item could be obtained, and that may not be an effective use of the employee’s time. If the purchase order could be available electronically, that could be a timesaver. Ms. Caruso added that further investigation regarding what procedures would be established was necessary. She explained that another reason the purchase order system has not been implemented is that it would require a financial department employee to dedicate much more time to the Accounts Payable system. That would take time away from other general financial record-keeping responsibilities. Ms. Caruso stated that the proposed Strategy1 implementation process seemed to be a good approach. She suggested involving the City’s auditor in the process as well.

MOTION by O’Malley, second by O’Connell to approve the involvement of Strategy1 Consulting, Inc. for the automation or redesign of the current voucher and Accounts Payable process, at a cost not to exceed $3,200. Discussion regarding the pros and cons of the implementation process continued. Mayor Breault called for the vote: ayes (3); noes (2). MOTION CARRIED.

Mayor Breault announced that the next topic was the selection and staffing of an internal IT support person and whether Strategy1 should assist in the process. MOTION by Radermacher, second by Koch, to deny using Strategy1 Consulting to assist with the City’s search for an IT person or firm. In discussion, O’Malley expressed that this would be an extremely important position and he recommended gettomg help to make the decision. Lengthy discussion continued concerning the current computer support used by the City. Ayes (3); noes (2) – MOTION CARRIED.

The third topic for discussion was the establishment of formal IT policies and practices. Mr. Boldischar stated that they would begin by identifying controls that would be appropriate for the City of Hudson and develop procedures accordingly, with the help of Council and staff. MOTION by O’Malley, second by O’Connell, to employ Strategy1 Consulting Inc. for assistance with the establishment of formal IT security policies and practices and their implementation, at a cost not to exceed $3,200. During discussion, Riedel stated that he believed the issue should be delayed until the IT person was hired. Discussion included additional information about equipment and security policies. Mayor Breault called for a vote by show of hands: ayes (2); noes (3), MOTION FAILED.

Amendment to Municipal Code, Ch. 145-8 E. (1) regarding public notice of licenses availability – Ordinance No. 16-05: Mayor Breault called attention to the proposed Ordinance No. 16-05 that would amend Chapter 145-8 E.(1) regarding liquor license availability and publication. He stated administration believed it was Council’s intent to have this notification in place so if liquor licenses would become available, Council would have the chance to evaluate all the opportunities related to the license and the City. Attorney Munkittrick shared information that in 2001 Council adopted an ordinance which required that if a license was surrendered or not renewed, the availability would be published in the newspaper to notify the public. She also noted that if more than one license application was submitted, it could place the Council in the position of having to weigh each application, which could be a difficult situation. MOTION by O’Malley, second by Radermacher, to conduct a first reading on Ordinance No. 16-05. During discussion, clarification of the 15-day waiting period was requested. Attorney Munkittrick stated she would recheck the wording and make sure that all the statutory requirements were met and followed. All ayes, MOTION CARRIED.

Proposal for considering a second fire station: Fire Chief Jim Frye addressed the future space needs for the Fire Department and St. Croix E.M.S. Department. He provided a handout that included a possible timeline for implementation and the involvement of the participating municipalities. The document included five possible options with advantages and disadvantages of each. Chief Frye stated that a point of major concern was the availability of land. Mayor Breault suggested sharing the information with the Intergovernmental Advisory Council and returning to Council with their input. Chief Frye also pointed out that improved response time to township areas would be one benefit from a new location. The insurance service office ratings could also improve. Further discussion involved the budget concerns of the municipalities. Mayor Breault suggested inviting the participating municipalities to a future Council meeting to express their opinions about the proposal.

Appointments to Public Utility Commission and Zoning Board of Appeals: Mayor Breault announced his reappointment of Tim Caruso for another term on the Public Utility Commission. He stated that Mr. Caruso has accepted the reappointment and would appreciate continuing as a commissioner. MOTION by

O’Malley, second by Radermacher, to confirm the appointment of Tim Caruso to another five-year term on the Public Utility Commission through September of 2010.

Mayor Breault requested confirmation of his appointment of Ms. Regina Herron to the Board of Zoning Appeals. He stated that she was a City resident and a planner for Eden Prairie, MN and she wished to get involved and serve the City in this capacity. MOTION by Radermacher, second by O’Malley, to confirm the appointment of Regina Herron, 35 Cliff Ridge Court, to the Board of Zoning Appeals for the remainder of Rob Knefelkamp’s term through April of 2006. All ayes, MOTION CARRIED.

COMMUNICATIONS AND ITEMS FOR FUTURE AGENDAS: o’malley expressed thanks for the support given by citizens to the victims of Hurricane Katrina. Mr. Willi pointed out that two Hudson firefighters were helping with the relief efforts, as well. Riedel pointed out a Presidential order to lower the American flag to half-staff that had not been complied with. Mayor Breault thanked him and responded that it would be corrected.

Administrator Willi updated Council on the 2005 Budget process. He noted that the formula regarding the levy limit has been received from the State.

MOTION by Radermacher, second by Riedel, to adjourn the meeting. All ayes. MOTION CARRIED. Meeting adjourned at 8:05 p.m.

Nancy Norvold, City Clerk

I hereby certify that the City Clerk has submitted the foregoing minutes to me, and I hereby by my signature approve said minutes and all acts of the Common Council as sent forth therein.

 Jack D. Breault, Mayor