HomeMy WebLinkAbout02-01-07
February 1, 2007
Page 1 of 8
Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session
on Thursday, February 1, 2007 at 7:00 PM in the St. Joseph City Hall.
Members Present: Mayor Richard Carlbom, Councilors AI Rassier, Dale Wick, Steve Frank, Renee
Symanietz, City Administrator Judy Weyrens
City Representatives Present: City Engineer Tracy Ekola, Public Works Director Dick Taufen, Police Chief
Pete Jansky
Others Present: Gary Donabauer, Quentin Donabauer, Randy Broda, Jerry & Bernice Heim, Joe &
Joanne Bechtold, Maritime Woida, S.T. Schuler, Jim Sand, Jamie Thelen, Gordon & Shirley Hove
Approve Aqenda: Symanietz made a motion to approve the agenda as presented; seconded by
Rassier.
Discussion: Rassier questioned the Pay Applications for the Centennial Park Project and the Hill Street
Project and whether or not the projects were complete. Wick stated that the Centennial Project is not yet
complete as they still have some painting to do. Weyrens added that this is not a final payment for that
project. Tracy advised Rassier that the Hill Street Project is not yet complete as there is still one item that
needs to be resolved and that will be addressed this spring. She added that this is not the final payment
for that project either. Rassier then questioned whether there will be any alcohol served at the 8t. Cloud
Heritage Quilters raffle. Weyrens stated that the request before the Council is a gambling event permit
and it is not anticipated that alcohol will be served.
The motion passed unanimously.
Consent Aqenda: Wick made a motion to approve the consent agenda as follows; seconded by
Symanietz and passed unanimously.
a. Bills Payable - Approve Check Numbers 38368 - 38409
b. Minutes - Approve the January 2007 Minutes
c. Gambling Application - Accept the Lawful Gambling Application for the Stearns
County Thundering Toms for an event to be held at the Trobec's Event Center on
March 30, 2007.
d. Gambling Application - Accept the Lawful Gambling Application for the St. Cloud
Heritage Quilters for an event to be held at the College of St. Benedict on October
6th and 7th, 2007.
e. Application for Payment - Authorize the Mayor to execute Payment Application #11
for the Water Treatment Facility and authorize payment to JT Jones in the amount
of $ 220,135.30.
f. Application for Payment - Authorize the Mayor to execute Payment Application # 9 to
RL Larson Excavating in the amount of $ 3,706.90.
g. Application for Payment - Authorize the Mayor to execute Payment Application # 4
for the Centennial Park Improvement and authorize payment to Gohman
Construction in the amount of $ 9,410.00.
h. Gambling Application - Accept the Lawful Gambling Application for the St. Joseph
Volunteer Firefighters for an event to be held at the Trobec's Event Center on April
13,2007.
i. Non Union Employees - Accept the recommendation of the Personnel Committee
finding the reviews of the non-union employees satisfactory, thereby accepting the
2007 Compensation.
j. Compensation Study - Authorize Springsted to complete a Fire Department
Organization and Compensation Study as recommended by the Fire Board at a
cost of $ 7,500.
Public Comments to the Aqenda: No one present wished to speak.
February 1, 2007
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2007 Improvements - Public Improvement Hearina: Mayor Carlbom opened the public hearing and
stated the purpose of the hearing to consider the making of the following improvements: Properties
abutting Jade Road and County Road 121-lmprovements to include street, curb, gutter, utilities, trail and
turn lanes; Properties abutting Iverson and 3rd Avenue SW - Improvements to include turn lanes on
County Road 121. In addition to Jade Road the City will consider the making of the following
improvement: Hollow Park Storm Water improvement: replacing a section of the storm sewer between
Cypress Drive, east along CR 75; Transportation Studies: North east/west corridor and the Southwest
Beltway. The improvements proposed are pursuant to Minn. Stat. 99429.011 to 429.111. The estimated
cost of the improvement is $2,900,000.
Carlbom stated that the hearing will consist of three phases:
1. The City Engineer will present the project scope, schedule and assessment
2. The hearing will be opened for questions from the public
3. The Council will have an opportunity for discussion
Due to a publishing error, the public hearing will be continued on February 15, 2007. A decision on the
improvements will not be made at this meeting. Carlbom also reminded those present that this meeting is
not to discuss the proposed assessments, rather if the improvement should be completed. Affected
property owners will have the opportunity to discuss the assessments at the public hearing that will be
scheduled later. Mayor Carlbom turned the floor over to City Engineer Tracy Ekola.
Ekola stated that the 2007 Jade Road Improvements are needed due to the construction of the new
school. It is anticipated that District 742 will begin construction in May of 2007 with substantial completion
July of 2008. The proposed improvements will include:
· New Jade Road alignment with turn lanes, curb and gutter, sidewalk and storm sewer
· Stormwater pond west of the New Jade Road alignment
· CR 121 turn lanes at Jade Road and Iverson Street
· CR 121 trail and trail lighting from Iverson Street to Jade Road
· 15 inch sanitary sewer and 12 inch water main from CR 121 Lift Station to School property
Ekola advised the Council that the turn lanes at Iverson are being constructed at this time due an
agreement made with the Developer of the Morningside Acres 2"Cl Addition. She added that those
properties to the West will be assessed for that portion of the project when they are developed.
Ekola stated that the projected costs are based on estimates and that the final costs will be determined
after the bids are received and they receive final construction costs. Those costs are as follows:
Sanitary Sewer
Water Main
Stormwater Improvements
Streets, Curb & Gutter, Sidewalk along Jade Road
CR 121 turn lanes at Jade Road
CR 121 turn lanes at Iverson Street
CR 121 trail and trail lighting
489,392.51
542,772.98
151,049.28
507,799.99
193,126.86
136,449.29
224.095.44
2,244,686.35
The projected funding for the project is as follows:
Arcon Development 1,718,191
ISD 742 390,046
Sand Company 60,038
City Funds 76.412
2.244,687
Carlbom questioned whether or not there was any concern from either Arcon or the School District as to
the costs associated with the project. Weyrens responded that both the School and Developer have been
involved in the process and are aware of the projected costs. Wick questioned how the City can be sure
that they will receive the funds from both Arcon and the School District. Weyrens advised the Council that
the City will request a letter of credit from both for 80% of the total assessment costs. The letter of credit
February 1, 2007
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is accepted only as drafted by the City Attorney. Frank questioned the number of years that a project is
assessed for. Weyrens advised him that for residential projects, they are assessed over 15 years;
however for new development, they are assessed over 5 years. Ekola added that they plan to have
substantial completion by November 2007 and final completion in July 2008 with a bid date in late May.
Carlbom opened the hearing to the public.
Jim Sand, Sand Companies, approached the Council to speak in opposition to their projected
assessments. He stated that he is concerned with the number as presented as in September of 2004
Sand Companies paid $ 40,065 for the construction of the turn lanes. They were required to escrow that
amount per the Developer Agreement and the cost was based on an engineering estimate. It was stated
that the turn lane was not constructed in 2004, as at that time they would have been required to pay the
entire amount; whereas now those costs can be split with future development. Sand stated that they
couldn't find anything in the developer agreement to state that they are obligated to pay more than the
amount escrowed in 2004. He is concerned with the increase, as he does not want to open Sand
Companies up to future costs based on market increases.
Carlbom questioned Ekola as to the methodology for determining the cost sharing of the turn lanes on
Iverson. Ekola stated that the 2004 estimate was prepared based on current product and material prices.
Over the past two years their has been a significant increase in bituminous and aggregate. The
increased cost is based on current pricing. Ekola reminded those present that the proposed assessment
roll is only an estimate and the final assessment will be prepared on the final bid price. Therefore, the
price could be reduced. With regard to the cost sharing, it was first determined what property would
benefit from the construction of turn lanes. CR 121 is a County Road and the turn lanes are required for
accessing CR 121. All the developable acreage was identified and using the current development rate of
2.2 homes per acre an apportionment was determined.
Based on Sand's concern regarding the open-endedness of the project costs, Carlbom questioned what
would happen if the project is not completed at this time. Ekola stated that prices will probably continue to
increase. Weyrens added that everyone was aware that this project was going to happen and the costs
were discussed based on estimates not final numbers. Sand Companies had the opportunity to construct
the turn lanes at the time of development and enter into a recapture agreement with the City or escrow
the funds based on estimates.
Sand then stated that he they were originally told that this would be a County project rather than a City
project and in his opinion they did not have the option to construct the turn lanes. Ekola advised Sand
that it is cost-effective to do this project along with the Jade Road Improvements. Carlbom added that the
County is involved, but this is primarily a City project due to the School. Further, Ekola stated that the
County must approve any projects that affect CR 121 as it is a County Road. Sand concluded by stating
that they feel that they have already paid for these costs and future development should be assessed the
additional costs.
Randy Broda, approached the Council to question why they are being assessed. Weyrens advised Broda
that he owns property adjacent to the project location that could be developed in the future. She stated
that there will be a charge-in-lieu of assessment that will be applied to that property and will be collected if
the property is ever developed. Carlbom advised Broda that he will benefit from the improvements if the
property is developed. Broda then questioned what can be done with that piece of property. Weyrens and
Carlbom advised him that the Comprehensive Plan identifies his property as low density single family.
Quentin Donabauer, questioned the Council what would happen if the land is not sold for a number of
years. Weyrens stated that the City is proposing to establish a charge-in-Iieu of assessment which would
be applied when and if the property is sold and/or developed. At the time of development and/or sale the
charge in lieu of assessment is reviewed and the Ordinance allows the charge to be increased by the
Engineering Index annually. The City will review the revised charges after the ENI is applied to assure
that the charge is within market rates.
February 1, 2007
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Carlbom reiterated that due to the publishing error the Council will not be taking action on the
improvement hearing. Rather the hearing will be continued on February 15, 2007 at 7:05 PM.
Symanietz made a motion to table to Public Improvement Hearing for the 2007 Jade Road
Improvements until February 15, 2007 at 7:05 PM. The motion was seconded by Wick and passed
unanimously.
Frank questioned how the issue with Sand Companies can be dealt with. Carlbom stated that it would be
best for Sand Companies to work with City Staff to come to a resolution. Minnesota Statute outlines a
process for contesting an assessment. The contention occurs when the City conducts the final
assessment public hearing.
CITY ENGINEER REPORTS
Storm Sewer Replacement: Ekola presented the Council with the final plans and specifications for the
2007 Hollow Park Improvements. The improvement will replace the existing 18" clay pipes starting at the
west end of Old Highway 52 to the Watab Creek. The existing pipe is undersized and under-capacity. In
addition a portion of the pipe has collapsed. The storm sewer replacement has been included in the five
year Capital Improvement Plan, programmed for construction in 2007. It is anticipated that the project will
be funded through the storm water utility. The project includes abandoning the existing line. The Council
has previously approved the easements for the new line placement. According to Ekola, stormwater
treatment is not required; however the project includes installation of manholes as required by the DNR.
If future development occurs within the adjacent areas ponding will be required. The proposed
improvement will not require street construction.
It is estimated the project will cost approximately $175,000. With regard to financing, Weyrens stated the
project will be financed over a five year period. The City will be asked to issue one bond which will
include all the known 2007 Improvement Projects. Ekola proposed a bid date of March 6, 2007 with the
bid being awarded within 60 days. Hopefully, the project can be started in Mayor June and the project
should take approximately 1-1 % months to complete.
Carlbom questioned if there will be any safety concerns with regard to open trenches. Ekola responded
that trenches will be open during the day and closed at night. Wick questioned what would happen if one
of the existing pipes caves in once it is abandoned. Ekola stated that the pipes are only 18" deep and the
main concern would be structural damages to the property. The one section of pipe that will be
abandoned under a structure is controlled by a previous easement agreement. This agreement clarifies
that the City will relocate the Storm Sewer line and when it is abandoned the City is not responsible for
removal of the same. It would be up to the property owner to take any necessary precautions. The
Council requested that the property owner receive written notice of the project and informing them that
the City will not be removing the abandoned line based on a previous agreement.
Symanietz made a motion to advertise for bids for the 2007 Hollow Park Storm Sewer
Replacement Project. The motion was seconded by Rassier and passed unanimously.
2007 Proposed Street Improvement Proiect: Previously, the City Engineer and the Public Works Director
have reviewed the street system and identified the condition of the City Streets. Ekola advised the
Council that portions of 8th, 9th, 10th, 11th and Able Streets are in need of repair. According to Ekola, these
streets have gone past the stage where seal coating would benefit the streets. Due to the significant
cracking, she is suggesting that this be done as a mill and overlay project. She did; however, mention that
the curb and gutter are still in good condition.
Rassier raised a few questions as to how certain properties would be assessed as this project would
include some cul-de-sacs. Ekola stated that she would review the policy before preparing the proposed
assessment roll. He also questioned 11th Avenue as it enters Klinefelter Park and how those costs would
be assessed. Ekola stated that based on the current assessment policy those properties abutting 11th
and Klinefelter Park will be assessed as a corner lot. Wick and Rassier suggested that the City also look
February 1, 2007
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into repairing some of the areas in Klinefelter Park that are cracked. Wick suggested that those costs be
presented to the Park Board for consideration.
Wick then questioned how much bituminous surface would need to be removed. Ekola stated that the
Feasibility Report wouid detail that information. Based on the condition of the streets, she stated that 8th
and Able Street may be in need of a full reclaim; whereas the others may simply be a mill and overlay
project.
Frank questioned if there would be any utility work done at this time. Ekola stated that the pipes are not
old enough for any utility work so the project will be limited to street work. Frank questioned if utility
companies are made aware of street projects so they can perform routine maintenance when the street is
opened. Ekola stated that the City notifies all utility companies whenever a project is completed.
When questioned on the cost of the feasibility report, Ekola responded that the Feasibility Report would
cost approximately $5,000 and that cost would be added to the assessments.
Rassier made a motion to approve Resolution 2007-003 ordering the preparation of the report on
improvement for the 2007 Street Improvement Project to include the Klinefelter Improvements.
The motion was seconded by Wick and passed unanimously.
PUBLIC WORKS DIRECTOR REPORTS
Motor Grader Repair: DickTaufen, Public Works Director, approached the Council regarding major
repairs to the Motor Grader. Taufen stated the City purchased the motor grader used in 1987. At the
time of purchase the machine had 12,807 hours and the City paid $ 18,850. Today, the machine has
logged 13,564 hours and the brakes are becoming spongy and should be replaced. Taufen stated that he
received a quote to replace the brakes at a cost of $ 6,662. Carlbom questioned whether there were any
repairs to this grader in the past. Taufen stated that the steering was repaired, costing approximately
$2,100. Rassier stated that if budgeted funds are not ample to replace the brakes he may have to review
the capital equipment list and push back one year the purchase of a piece of equipment.
Frank made a motion to approve the brake repairs not to exceed $6,662. The motion was
seconded by Wick and passed unanimously.
MAYOR REPORTS
APO Federal Fundina: Carlbom stated that recently the St. Cloud APO has adopted resolutions in support
of the FY 2008 federal transportation appropriations priorities for the St. Cloud Metro Area as well as in
support of State of Minnesota funding assistance for the Sauk Rapids Bridge project bond debt. They are
asking each City to support the same resolutions.
Symanietz made a motion to approve Resolution 2007-004 Endorsing St. Cloud Metropolitan Area
Federal Fiscal Year 2008 Transportation Appropriations Priorities. The motion was seconded by
Frank.
Discussion: Wick questioned whether any of St. Joseph's projects made the list. Carlbom stated
that those within the City of St. Joseph are in restricted areas and they did not meet the
necessary criteria.
The motion passed unanimously.
Symanietz made a motion to approve Resolution 2007-005 Supporting State of Minnesota Funding
for the remaining $6.8 million debt on the Sauk Rapids Bridge project. The motion was seconded
by Wick.
February 1, 2007
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Dicussion: Rassier questioned what would happen if the request for funding is not approved.
Carlbom explained that the County has already bonded for that money; however this is a unique
attempt at getting some funding from the State.
The motion passed unanimously.
North Corridor Fundina: Carlbom reported the APO has approved federal funding for the North Corridor
Tier 1 EIS, contingent upon the City providing the local match. An additional $200,000 is needed to
complete the Study which includes $140,000 federal funding and $60,000 local match by the City of S1.
Joseph. Wick made a motion to approve the local match for the future Tier 1 Environmental
Impact Study for the North Corridor. The motion was seconded by Symanietz and passed
unanimously.
AFSCME: Carlbom advised the Council that the Personnel Committee (Carlbom, Rassier, and Weyrens)
met with representatives from AFSCME to discuss the implementation of the Springsted Study for both
the City Staff and Maintenance Departments. He stated that he and the AFSCME Representative met
with each union member individually to discuss the direct impact on each employee. Carlbom stated that
there are some employees that are concerned, but overall; they are supportive of the implementation. He
stated that the Union will vote on the implementation on February 7. If the implementation is approved by
the membership, it will be presented to the Council for a vote on February 15. He concluded by stating
that the transition will affect the way the employees are organized and may take several months to be
fully implemented.
COUNCIL REPORTS
SYMANIETZ
APO: Symanietz reported that she attended the Full Board Meeting of the APO.
S1. Cloud Area Joint Cities Meetina: Symanietz thanked Sauk Rapids for the tour of their Fire Station. She
stated that at this Joint Cities Meeting, both Steve Gottwalt and Dan Severson were present in an open
forum type setting to discuss things happening at the Capital.
WICK
Downtown Committee: Wick stated that the Environmental Design Group has been working hard and
have made good progress.
Park Board: Wick reported that the Park Board met recently and discussed the updating of the existing
park pavilion at Centennial Park.
LMC Trainina: Wick reported that he attended a League of Minnesota Training Session to discuss Land
Use and Conditional Use Permits. He will provide information to the Administrator for discussion at a later
meeting.
Area Cities Meetina: At the area cities meeting, there was some discussion regarding a new aquatic
center in the S1. Cloud Area. Wick questioned whether or not he should attend those meetings. Carlbom
stated that he would encourage Wick to sit on the committee and that he would like to see the aquatic
center built in S1. Joseph. Rassier stated that not all regional projects need to be located in the City of S1.
Cloud.
RASSIER
Gamblina Concerns: Rassier stated that he is concerned with the number of gambling applications that
are being presented for approval. He would like to see better control on permits for events that are not
benefiting the City. Wick stated that those who have premise permits in the City are required to give a
February 1, 2007
Page 7 of 8
certain percentage to the City; however, that does not apply to the one-da~ exempt permits. Frank
suggested that this issue be discussed at the Council workshop on the 15 .
FRANK
St. Cloud WWTP: Frank reported that he attended a meeting at which he was advised that St. Cloud is
seeking a grant for a WWTP upgrade.
School Prooram: Frank stated that he was informed of a St. Cloud Area Parent Legislative Team that
parents in St. Joseph may want to join. Symanietz added that there is a link on the website for ISO 742.
Smokino Ban: Frank stated that there will be a statewide smoking ban for all public establishments as the
Governor already committed to signing off on that bill.
Northstar: Frank reported that he attended a meeting at which they discussed the expansion of the
Northstar to St. Cloud/Rice.
CSAH 75 Sional: Frank reported that he received several emails recently regarding the possible signal
light at the intersection of CSAH 75 and Northland Drive/4th Avenue SE. Weyrens advised the Council
that she has been working with the County Engineer to determine when the light will be constructed as
the City has already financed the improvement.
Group Homes: Frank stated that he would like to see more discussion as to how group homes are placed
within the City.
ADMINISTRATOR REPORTS
Police Policies: Weyrens stated that in the past, the Council has been involved in the updating of the
Police Policies. She stated that in other area cities, these changes are reviewed by the Police Chief, City
Administrator and City Attorney for legal purposes. She questioned whether or not the Council would like
to continue to see the changes. Rassier, Car/bom and Frank all agreed that they would like to see the
changes and they could be presented as consent items rather than discussion items.
Market Research Study: As a result of the downtown initiative, the City has agreed to work with the
College of St. Benedict to conduct a market research study to determine what types of businesses and
services would be attracted to the downtown area. If a redevelopment project is to be successful, it is
important to know what type of development to plan for. The estimated cost of the study was
approximately $20,000. Two proposals were received and both of them were higher than the estimated
cost. The Maxfield proposal came in at $35,000 and the McComb proposal came in at $38,000. After the
two proposals were reviewed, it was agreed that McComb was the preferred consultant. They were then
asked to drop their price to match that of Maxfield, to which they agreed. They were also asked to drop
the Industrial component of the Study dropping the price to $32,000. Weyrens stated that the City has
committed to funding $17,500, the St. Joseph Chamber will fund $2,500 and the College of St. Benedict
has agreed to contribute $11,000. Since St. Ben's has agreed to leave the window open for more
discussion on their contribution amount, the City will ask them to consider funding the shortfall which is
$1,000. Weyrens also advised the Council that the City has applied for funding from Stearns Electric
through the Round up Program.
Frank made a motion to accept the proposal and retain the McComb group to prepare a market
analysis as identified in the proposal. The motion was seconded by Wick.
Discussion: Frank stated that based on his experience, self-selected surveys are not always the
best source of data. He questioned who would be the project manager to which Weyrens advised him
that MDG would be the project manager.
February 1, 2007
Page 8 of 8
There was some concern as to how the two proposals were compared as they were done very different
from one another. Wick stated that the Maxfield proposal was presented in a 1-2-3 format; whereas the
McComb proposal was presented as a study evaluation. According to Weyrens, both were equal and
gathered the same amount of information. Frank questioned the titles and content of the two as the
Maxfield proposal seemed to focus more on the industrial portion. Carlbom stated that McComb has
agreed to meet the Maxfield price.
Frank also questioned the research that was done by the EDA. Carlbom explained that the EDA finished
their Expansion and Retention Survey program; however, there was not a high degree of consistency with
the program.
Rassier questioned Weyrens as to what would happen if the College will not contribute the additional
$1,000. Weyrens stated that if they will not re-consider their contribution and we do not get the grant from
Stearns Electric, the City would need to re-allocate funds. According to Rassier, the Industrial portion of
the Study will be completed as well; however, it will be done in-house rather than through a consultant.
Due to the fact that there were two bids, Wick questioned whether the City is bound by bidding laws
similar to when a street improvement project is bid. Weyrens stated that the bid laws are regulated by
amount of the project. The City can request quotes for projects under $ 50,000 and base selection on the
best-qualified quote.
Ayes: Carlbom, Wick, Symanietz, Frank
Nays: Rassier Motion Carried 4-1
Joint CC/PC Meetinq: Weyrens advised the Council that she is looking to schedule a Joint CC/PC
Meeting on February 12 at 7:00 PM to discuss the Concept Plan and TIP Program for the Collegeville
Development Group project downtown called Millstream Lofts. Weyrens stated that she would like to
break the meeting into two sections.
1. CC and PC: to review and understand the concept plan.
2. CC: to discuss the possibility of using the TIP program for financing.
She questioned whether the Council would like to have the TIF program presented at the meeting or
whether or not they could have the background information provided prior to the meeting. Carlbom stated
it would be best to provide them with the TIF background information prior to the meeting. Carlbom then
questioned whether or not the EDA would be invited to the meeting as well. According to Weyrens, they
would not be invited as they have already seen everything and they are recommending approval of the
concept plan and use of TIF.
Adiourn: Symanietz made a motion to adjourn; seconded by Frank and passed unanimously.
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