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HomeMy WebLinkAbout06-01-06 June 1, 2006 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, June 1, 2006 at 7:00 PM in the St. Joseph City Hall. Members Present: Mayor Richard Carlbom. Councilors AI Rassier, Ross Rieke, Renee Symanietz, Dale Wick. Administrator Judy Weyrens. City Representatives Present: City Engineer Joe Bettendorf, Director of Public Works Dick Taufen Others Present: Ryan Gideon, Bruce Berghorst, Jennifer Thienes Approve Aaenda: Symanietz made a motion to approve the agenda with the following changes: Move 7:40 Audit Move 7:10 Park Board Add 11 b Historical Society The motion was seconded by Rassier and passed unanimously. Consent Aaenda: Symanietz made a motion to approve the consent agenda as presented. a. Bills Payable - Approve check numbers 037320 - 037376. b. Pay Application - Approve Pay Application #3 for the Water Treatment Plant and authorize payment to John T. Jones in the amount of $386,383.30. c. Pay Application - Approve Pay Application #4 for the New Municipal Wells and authorize payment to Traut Wells in the amount of $1,000.00. d. Pay Application - Approve Pay Application #5 for the 2005 Northland Heights Project and authorize payment to Erin Contracting in the amount of $134,945.89. e. Change Order - Approve Change Order #1 for the 2006 Street Improvement Project resulting in an increase of $9,690.00. f. Amendment to Orderly Annexation Agreement - Authorize the Mayor and Administrator to execute the Joint Resolution for Orderly Annexation between the City of St. Joseph and the Town of St. Joseph. g. Cloudnet Antenna Lease - Authorize the Mayor and Administrator to execute the lease agreement between the City of St. Joseph and Cloudnet Inc. The motion was seconded by Wick. Discussion: Weyrens added that the Orderly Annexation Agreement should be approved contingent upon the corrected legal description being submitted with the agreement. The motion passed unanimously. Public Comments to the Aaenda: No one present wished to speak. Park Board - Centennial Shelter Update: Speaking on behalf of the Park Board, Wick stated that Park Board has been working with staff regarding the improvements to Centennial Park. Wick stated that the City has been planning for the updating of the restroom facilities for many years and funding is finally available to complete the project. The project will result in the facilities at Centennial Park meeting ADA requirements. In addition to constructing bathroom facilities, the improvements will include renovations to the kitchen, additional storage space and re-shingling. As with the Wobegon Center, the new facility will be keyed with electronic locks. Wick presented the following cost estimates for the proposed improvement: Engineers Estimate Extend foundations Demo existing roof $125-135,000 $4,000 $ 850 June 1, 2006 Page 2 of 8 Install new roof $3,000 Since the project exceeds $ 50,000, the project must be bid according to State Statute. The bid documents have been prepared by SEH and the project is scheduled to begin on September 12, 2006. Wick stated that the Park Board has completed the five year capital improvement plan and presented the following summary of scheduled improvements: . Northland Park - The Park does not have restroom facilities or a shelter. The proposed improvement would add those amenities. The project is contingent upon DNR grant funding which has been submitted for consideration. The long range plans also includes the relocation of the entrance and a walking trail similar to Klinefelter Park. The estimated cost of this project is $225- 235,000 of which the DNR grant would cover half if the City is successful in receiving the grant. . Kleinfelter Park - There has been some recent concerns with the traffic cutting through the park. As a result, they have discussed putting a berm or some trees at the southwest corner to alleviate the amount of traffic. . Millstream Park - New Playground equipment has been purchased. Estimated cost: $18,000. . Kleinfelter Park - They plan to make a trail connection from 12'h Avenue. Estimated cost: $6,500. . Hollow Park - New Playground equipment has been purchased. Estimated cost: $3,000. . Citywide bike paths and bike racks. Estimated cost: $10,000. If all the projects under consideration by the Park Board were constructed, it is estimated that funding would have to equal $415,000. The Park Board recognizes the financial constraints of the City and therefore is planning for long-range improvements. The following is a summary of anticipated funding: Park Dedication Fees Public Works Excel Grant DNR Grant TOTAL $187,350 $ 42,000 $ 68,000 $118.000 $415,350 Park Dedication (Balance) Crescent Hills (New) Industrial (New-35 Acres) Estimated Balance $179,167 $ 82,652 $ 21.000 $282,819 At this time Wick requested the Council authorize the improvements to Centennial Park authoring the advertisement for bids. In addition the Council should accept the Capital Improvement Plan of the Park Board as presented. It is understood that project completion is dependent on securing the necessary funding. There was some question as to whether or not there will be two mismatching buildings at Centennial Park or if they planned to rebuild the entire shelter. Wick stated that the Park Board would like to preserve the history of the current facility, so the existing facility will remain as is and the new facility will be constructed to complement the existing structure. Rieke made a motion authorizing the Capital Improvement to Centennial Park providing for the construction of restrooms and authoring the advertisement for bids as recommended by the Park Board. The motion was seconded by Symanietz. Rassier questioned if the Council needs to approve the five year capital improvement plan as well as the Centennial Park Improvements. Weyrens clarified that the Council should accept the Capital Improvements for the year 2006 contingent upon available funding. Rassier made a friendly amendment to accept the 2006 Capital Improvement Plan as presented by the Park Board contingent upon the anticipated revenues being received and the approval of the advertisement of bids for the Centennial Park Update. The motion passed unanimously. Auto Buv Owner - Request for Services: Weyrens advised the Council that Auto Buy Owner, located at the corner of 8th Avenue and CR75, has inquired about the availability of water and sewer services. At the time Minnesota Street was reconstructed the residents along 8th Avenue were offered the opportunity to receive utility services and they declined. To determine the probable cost of the improvement, the June 1, 2006 Page 3 of 8 Council must initiate the process and request the City Engineer to prepare a feasibility report. After the feasibility report is accepted, the Council then conducts a public improvement hearing allowing input from the residents. If the project moves forward the Council must also consider financing options and if the project should be completed in 2006 or 2007. Rassier made a motion initiating the improvement process and approving execution of Resolution 2006-_ Ordering the Feasibility Report for the proposed utility extension for 8th Avenue SE. The motion was seconded by Wick and passed unanimously. There was some discussion amongst the Councilors as to why this area did not have water and sewer services. Bettendorf stated that this is an expensive project construct due to the length of pipe extension, few residents to assess and irregular shaped lots. Rassier suggested that the City make sure that all areas of town have access to City water and sewer as well as streets that meet current design standards. ColleQeville Development Group - TIF Application: Mike Bobick and Jim Degiovanni appeared before the Council representing Collegeville Development Group (CDG). Bobick stated that Collegeville Developmetn Group is requesting authorization to utilize Tax Increment Financing for a downtown development project. CDG is proposing to construct a mixed density development on the former Krebsbach Chevrolet site. Weyrens clarified that the Council is not being asked to approve the development or Tax Increment Plan, rather if the use of TIF is appropriate and CDG should continue with the development process. Rieke spoke on behalf of the EDA. He stated that every project that applies for TIF goes through a scoring process. The EDA did a scorecard on this particular project and he stated that it scored very well. He also mentioned that this project is being supported by the EDA without any questions. Carlbom added that the City's EDA Consultant did an analysis of the project as well. On a scale of 1-5, with 5 being perfect, most projects receive a 3. This project scored a perfect 5, thus it would be a good use for TIF. Carlbom stated that this is a redevelopment project rather than an expansion project. According to Weyrens, there would be no risk to the City if TIF is utilized as the City only accepts pay-as-you-go projects so that the increment is only reimbursed after the taxes are paid. Rassier made a motion to accept the recommendation of the EDA and accept the Preliminary TIF Application authorizing the developer to move forward with a redevelopment TIF project. The motion was seconded by Rieke. Discussion: Wick mentioned that he had spoke with Smith-Strack from the EDA and she stated that this is only a Preliminary Application. Weyrens agreed and stated that right now the Council is being asked whether or not they accept the use of TIF for this project. Degiovanni added that there are several more steps to go; however, they would like to break ground late fall. He also stated that they are currently working on letters of intent for the business suites The motion passed unanimously. Crescent Hills - Preliminary Plat: Weyrens advised the Council that the Planning Commission conducted a public hearing on April 3, 2006 for the PUD entitled Crescent Hills. The matter was tabled at that time as the Planning Commission asked for some changes to the plat including the removal of a short stub street which resulted in a reconfiguration of the plat, review of the drainages for the homes abutting the Salvage Yard, relocation of a trail, and verification of floor elevations. The PUD was considered again on May 22, 2006. At that time the Planning Commission recommended approval of the plat contingent upon the removal of 5 lots - 2 in block 1; 2 in block 2 and 1 in block 3. Since that time, the developer has contacted the City and stated that they are willing to compromise and remove 2 lots. Rieke stated that he does not want the City Council to become the Planning Commission by default. He questioned why this compromise was not brought back to the Planning Commission for review before being presented to the Council. Weyrens stated that the developer has appeared many times before the Planning Commission and requested to have the matter considered by the City Council. . June 1,2006 Page 4 of 8 Rassier spoke on behalf of the Planning Commission stating that the lot frontage is the biggest concern expressed by the Commission. The Commissioners suggested that the developer remove 5 lots and make the remaining lots wider. According to the Developer, if they remove the lots, they will lose some of the character of the development. The property is difficult to develop and the removal of five lots would not make the development feasible. Carlbom questioned a couple of items addressed at the Planning Commission meeting. . Why is this piece of property being platted as a PUD? Weyrens stated that the parcel of property being developed is a difficult parcel to develop because of the topography, trees and adjoining salvage yard. For those reasons, the best development method appeared to be utilization of PUD. The PUD requirements include a minimum site of 20 acres, protection of natural resources and mixed development, all of which Crescent Hills has satisfied. . What is the issue behind developers being treated equally? Weyrens advised the Council that Lumber One is questioning why their plat was not approved with the smaller lots. She stated that originally Northland Heights was platted as straight single-family and the plat did not qualify to utilize the PUD process. The plat submitted included an average lot size of less than 9,000 square feet. The PUD requires that the density not exceed that of the underlying zoning district. Therefore, the average lot size must minimally be 11,000 square feet. Crescent Hills on the other hand, met the density requirements and requested utilization of the PUD process to protect natural features such as the woods. Weyrens stated that the City does enforce the Ordinances equally and if Lumber One would have presented a plan meeting the minimum requirements of the PUD Ordinance it would have been reviewed in the same manner as Crescent Hills. Wick questioned the tree preservation area. The property owners will own that land; however, it will not be useable land. Weyrens stated that if the property were developed using the R 1 regulations, the site would require mass grading or clear cutting of all the trees. The developer could actually increase the number of lots if developed as an R 1 site. The developer chose to preserve the trees and construct the development around preservation areas. The preservation areas are included in the average lot size, similar to Graceview Estates. Wick also questioned whether or not there are other areas of town with smaller lots and what kind of house could be built on such a lot. Weyrens stated that there are some lots in Graceview that are only 8,100-8,800 sq. ft. Ryan Gideon, Westwood, stated that it would be possible to put a house with a 2 or 3 stall garage on those lots. Weyrens clarified that a house could be built on the proposed lots in Crescent Hills. The developer is not seeking relief in setback requirements, only lot frontage. Weyrens added that the R4 portion of the development meets all lot requirements. Gideon then addressed the issue with the removal of the 5 lots. He stated that the developer remove more than two lots or the site plan does not work and the Preliminary Plat would need to be revised. A revised plat would remove the tree preservation area and would result in a loss of the wooded area. Wick questioned the relocation of the trail abutting 16th Avenue. Gideon stated that during the platting process it was noted that the trail would need to be placed on the side where the elevation would accommodate such. Wick made a motion to accept the recommendation of the Planning Commission approving the utilization of the PUD for development entitled Crescent Hills PUD and to rezone the same area as follows: R1 Single Family - Block 1 Block 2 Block 3 Lots 21-28 R 4 - Townhome Block 3 Lots 1 - 20 June 1, 2006 Page 5 of 8 The motion was seconded by Symanietz and passed unanimously. In reference to the removal of the 5 lots, Wick questioned the 60-day rule. Weyrens advised him that there is still1-month left. The Planning Commission does meet one more time before the 60-days expire and if the matter is referred back to the Commission it might be practical to meet in joint session with the Planning Commission. Rassier stated that the Planning Commission only makes recommendations to the City Council, and there are times when the Council has to make the decision and this is one of those times. Rassier stated that the developer has appeared before the Commission many times and he does not see the benefit of sending him back again. The developer has requested the Council consider the matter and that is why the issue is before the Council at this time. Carlbom concurred with Rassier and stated that this is one of the few times the Council is being asked to compromise a recommendation of the Commission. Carlbom stated that in his opinion the developer has shown why the PUD is necessary and the revised plat is a good compromise. Rieke added that the developer has previously removed 2 lots before it came to the Council at this meeting. Gideon stated that while the Planning Commission has requested larger lots the market indicates a number of people prefer smaller lots. Wick made a motion to approve the revised Preliminary Plat for Crescent Hills as submitted by MN Land Development. The motion was seconded by Symanietz. Ayes: Carlbom, Symanietz, Wick Nays: Rassier, Rieke Motion Carried 3:2:0 2005 Audit: Jennifer Thienes, KDV, approached the Council to review the City's 2005 Audit. She stated that the City has received a clean opinion from KDV which is the highest opinion a City can receive. She reviewed some of the basic funds and explained the changes from prior years. · General Fund - Thienes stated that this is the primary fund for the daily operations of the City. The fund balance atthe end of the year was $916,922.The Revenues for 2005 were $1.9 million and the Expenditures were $2 million. There were increases in the following revenue categories: licenses and permits and taxes. The following categories showed a decrease from last year: charges for services, fines and intergovernmental revenues. The following expenditures categories showed an increase for 2005: General government and public works. Public safety decreased by 8%. · Enterprise Funds - These funds are used to account for operations where the government intends that the cost of providing goods or services to the public be financed or recovered through user charges. This includes the refuse, water, sewer and storm water funds. The refuse fund has shown an operating income for the past 5 years. The 2005 operating income was $49,672. The water fund has shown an operating income in 2 of the past 5 years. The 2005 operating loss was $37,212. This is typical due to depreciation. The sewer fund is similar to the water fund in that it generally shows an operating loss due to depreciation. The operating loss for 2005 was $92,164. The storm water fund was set up in 2003. Similar to the water and sewer funds, this account may show a loss due to depreciation. The operating loss for 2005 was $18,115. June 1,2006 Page 6 of 8 According to Thienes, they found one item that is considered to be a reportable condition and that is the lack of segregation of accounting duties. The main reason for this is due to the limited number of office employees. She suggested that the City remain aware of this and continue to monitor where people job functions. Rieke made a motion to accept the Memorandum on Accounting Policies and Procedures and Internal Control and the Audited Financial Statements for the fiscal year ended December 31, 2005 as presented. The motion was seconded by Wick and passed unanimously. CITY ENGINEER REPORTS Water Treatment Facilitv: Ekola gave a brief update of the Construction progress thus far. She stated that the contract was awarded on November 10, 2005. The substantial completion date is set for April 30, 2007 with the final completion date of July 30, 2007. Based on the current progress the project should be complete before the contract completion deadline. Ekola stated that the original contract price was $5,764,932.90. Since the contract was awarded, there have been change orders already approved and most likely more to come. Ekola provided the Council with a Shop Drawing Log showing a description of all of the equipment for the project. Rassier questioned whether or not some items could be deleted to control the total cost of the project. According to Ekola, the equipment has already been ordered based upon changes approved by the Council. There were some items deleted during the design process if they were not necessary. She added that there is a contingency added to the project cost to allow for future change orders, as they are inevitable in a project the size of the Treatment Facility. PUBLIC WORKS DIRECTOR REPORTS Water Tank Evaluation: Taufen approached the Council to discuss the need for an inspection of the current water tower. He stated that the tower is 14 years old and there has only been one inspection thus far. It is anticipated that the tower would need to be repainted every 20 years. He stated that the tower is already showing signs of wear and rust. Due to the growth of the City and the fact that the City only has one tower, the best testing mechanism is by performing a live dive. Carlbom questioned when the dive would be completed and if there are local companies that perform such services. Taufen stated that it is anticipated the inspection would be done this summer. Ekola presented information from Liquid Engineering a firm specializing in drive inspections. Rassier questioned if the inspection could wait until the City has a second water tower and at that time the tower could be drained and a live dive would not be necessary. Bettendorf recommended that the Council move forward with the inspection at this time as the tower is an expensive piece of infrastructure and he sees the inspection as a protection of financial capital. Rassier made a motion to approving the expenditure to contract with Liquid Engineering to perform an internal inspection of the water tower by completing a live dive as recommended by the City Engineer. The motion was seconded by Rieke and passed unanimously. Old City Hall Update: Taufen stated that he met with Bill Wasner and Daryl Studer from the St. Joseph Historical Society to review plans for the renovation of the old City Hall. They stated that they would like to see the sliding curtain removed and replaced with a permanent wall, the corner desk removed, and the carpet repaired. The estimated cost for the repairs is $1,200 t01 ,500. Rassier questioned the heating and cooling for the building. Taufen stated that a new roof was put on about 6 years ago and new windows and painting of the exterior was completed in 2005. He stated that the heating and cooling was installed approximately 20 years ago when the building was first remodeled. Since that time, one air-conditioning unit had been replaced. Rassier suggested that the heating and cooling be evaluated again. June 1, 2006 Page 7 of 8 Weyrens stated that the summer recreation program currently uses a portion of the old City Hall to store equipment. The Historical Society will have to share space for 2006 until a new location can be determined. Rassier stated that it is his understanding that the Historical Society was unsuccessful and finding alternative space and he believes the City needs to provide space to preserve the historical artifacts of St. Joseph. Carlbom added that the College of St. Benedict did offer space to the Historical Society; however, it was not acceptable to them. Rassier made a motion to accept the bid as presented for the repairs to the Old City Hall and have the Heating and Cooling checked for repairs so that the St. Joseph Historical Society can use the facility. The motion was seconded by Wick. Discussion: Rieke questioned if the City is assuming additional property and general liability by allowing the Historical Society to lease the facility. Weyrens stated that she would need to work with the City's insurance company on those issues. The motion passed unanimously. Chlorination Update: According to Taufen, the chlorination of the City Water system seems to be going well. They are about 75% complete and there have been very few complaints thus far. 2006 Street Improvement Proiect: Weyrens added that there have been very few complaints from the residents with respect to the 2006 Street Improvement Project. MAYOR REPORTS St. Cloud Chamber Luncheon: Carlbom reported that he and Weyrens attended a luncheon with the St. Cloud Chamber as well as the Mayor and City Administrator for Waite Park. They are working on building relationships between the two cities. The next meeting will be held in July at the Stonehouse. Interqovernmental Meeting: Carlbom stated that the Intergovernmental Meeting was held on May 30 in Rockville. The League of Minnesota Cities gave a brief review of the previous legislative session. They also discussed eminent domain reform, tax issues, lack of property taxes and Local Government Aid. Downtown Revitalization Plan: According to Carlbom, the Downtown Revitalization Plan seems to be going very well with Community members volunteering to participate in the work groups. COUNCIL REPORTS SYMANIETZ Interaovernmental Meeting: Symanietz reported that she also attended the Intergovernmental Meeting in Rockville. WICK APO: Wick stated that he attended the APO meeting at which the current officers were renewed for one more year. RASSIER Planninq Commission: Rassier reported that the Planning Commission met to review some new Ordinances as well as some Ordinance Amendments. RIEKE Committee Thank-You: Rieke offered a Thank-You to all those people serving on the various special boards within the City. June 1, 2006 Page 8 of 8 ADMINISTRATOR REPORTS Sales Tax Collection: The City received the first payment for the % cent sales tax, which was approved in 2004. Weyrens stated that a special fund must be set up for the purpose of recording the collection of the tax received from the City of St. Cloud. Weyrens stated that Administration work on providing the Council with a forecast of revenue based on past trends. Rieke made a motion to authorize administration to establish special revenue fund 200 for the purpose of recording monthly sales tax collections. The motion was seconded by Symanietz and passed unanimously. Developer Fees: Weyrens stated that previously there seemed to be some questions as to how St. Joseph compared with other Cities as far as their development fees. She stated that she surveyed other cities on their fees for a development such as Northland Heights. Based on the information received so far, St. Joseph is in the same range as other area cities. Waterina Ban: Taufen stated that the capacity for the current water treatment facility is 1,000,000 gallons per day. Last Monday, the daily total was 981,000 gallons and Tuesday it was 861,000 gallons. Weyrens added that due to the hot/humid weather, the City might need to put tighter restrictions on outside watering. Currently, residents can water on the odd/even system between the hours of 7PM-7AM. She stated that it makes sense to water during those times as it is not as hot and the water will not evaporate as quickly. The next step may be to allow watering between 7-10AM and 7-10PM, still using the odd/even system. This information will be in the next issue of the Newsleader and the Police will be enforcing the ban. Upcomina Meetinas: June 14, 2006 Downtown Committees to meet at 5:00 to begin organizing Transportation Plan Open House to start at 6:00 with a presentation at 6:30 June 21,2006 Budget meeting with City Council and Department Heads to get expectations from the Council before budgets are done for 2007. Adiourn: Wick made a motion to adjourn; seconded by Symanietz and passed unanimously. -"'7~v.:L/;t/vr~tg/4J I~Ud1 Weyrens Administrator