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HomeMy WebLinkAbout(04a) MinutesC>~'t']' OF tT.J[hLF~>H MEETING DATE: December 18, 2008 Council Agenda Item ~ ~ AGENDA ITEM: Minutes -Requested Action: Approve the minutes of November 12, November 20, December 2 and December 4, 2008. SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: BACKGROUND INFORMATION: Frank requested that portions the following minutes be rechecked for accuracy: Minutes of October 16, 2008 (paae6): "Berghorst stated that the plan gives the City an idea of what can be done in the parks. Frank questioned if there are any plans for a dog park to which Berghorst said there is. Frank added that he has never heard of a meditation park. He also stated that there is no place in St. Joseph where "kids can be kids". The City should leave more green space. Berghorst replied that Centennial, Memorial and Millstream parks all have open space. According to Frank, the City tends to over plan its activities. Anderson stated that this should be used as a tool for along-term vision of the City. Frank also questioned if there is anything unique about the City. Anderson stated that she was pleased to see that residents are really interested in trails, nature and walking. Frank: "Sometimes I think we tend to overplan all our activities." "We" was interpreted as the City rather than as people in general. Minutes of November 6, 2008 (pale 7): "Frank stated that the Planning Commission suggested that a traffic count be done and the developer is stating that the current roads are adequate. Frank questioned if they are afraid of the results if a Traffic count is done. Lenznor stated that the City can do a traffic count; however, they cannot hold the development up until it is completed. He added that a traffic count may help to determine when Field Street will be constructed." Frank: "If you feel this is adequate, are you afraid of a traffic count?" BUDGET/FISCAL IMPACT: ATTACHMENTS: REQUESTED COUNCIL ACTION: Approve the minutes of November 12, November 20, December 2 and December 4, 2008. November 20, 2008 Page 1 of 6 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Thursday, November 20, 2008 at 7:00 PM in the St. Joseph City Hall. Members Present: Mayor AI Rassier, Councilors Renee Symanietz, Dale Wick, Rick Schultz, Steve Frank, City Administrator Judy Weyrens City Representatives Present: Finance Director Lori Bartlett, Police Chief Pete Jansky, Public Works Director Terry Thene, City Engineer Randy Sabart Others Present: Mariterese Woida, Ashley Stroby Public Comments to the Agenda: No one present wished to speak. Agenda: Symanietz made a motion to approve the agenda. The motion was seconded by Wick. Add 8(d) January Council Meeting The motion passed unanimously. Consent Agenda: Symanietz made a motion to approve the consent agenda as follows: a. Minutes -Approve the minutes of November 10, 2008. b. Bills Payable -Approve check numbers 040924-041003 and EFT numbers 00445, 040418-040422. c. Transfers -Authorize the 2008 operating transfers as presented. d. Treasurer's Report -Accept the October 2008 Treasurer's Report. The motion was seconded by Wick and passed unanimously. CITY ENGINEER REPORTS Water Filtration Update: Previously, the Council hired Mazda Consultants to evaluate the beams at the Water Filtration Plant to determine if they were structurally sound as they were checking. Sabart advised the Council that the report had been received. He stated that, based on their findings, the support beams are adequate provided that the pipe load is equally distributed. When questioned if the supports can be removed, Sabart stated that he recommends waiting until the recommended repairs are completed. APO TAC: Sabart advised the Council that he attended the APO TAC meeting at which they discussed the 2035 draft financial plan. He added that there are some concerns about whether or not earmarks are a reliable revenue source as there are some congressional reps that do not support them. According to Sabart, they discussed the amount of funds available based on the split between the local and federal with the average being a 35% local match. He added that the lobbyists are suggesting that the APO begin working on a 2010 project list. Frank stated that there may be some funds available as infrastructure stimuli for roads, bridges, etc. He added that such funds may be able to be used for sewer or water projects. Sabart stated that he is working on preparing a list of potential St. Joseph projects that could be included. Cities are being asked to put a "wish list" together for projects that could be ready for bid within 90 days if funding becomes available. He stated that mill and overlay projects may be possible projects where funding would be available. Sabart then stated that past funding is unpredictable and many are looking too far out. Rassier stated that there may not be funds available for long term projects. If the City is unable to afford a project, they are looking to re-allocate those funds. November 20, 2008 Page 2 of 6 Symanietz questioned whether the North Corridor would be a possible project for funding as the process has already started. Sabart stated that that project is on track. Rassier stated that they are looking to find out if the City can afford to build the roadway if there are funds available. Frank stated that they need to listen to the lobbyists in DC with reference to earmarks. Rassier advised the Council that they need to plan for the future as funding will be done differently than it has been in the past. Sabart added that if there is a decrease in the number of earmarks, many projects will drop out. MN Dot ROW Permit: In 2003 the City extended the water main along the Wobegon Trail, a permit from MNdot was required. The City Engineer at that time was working with MNdot to secure a permit and a question arose as to the interpretation of the MNdot requirement for the City to enter into a long term lease for the infrastructure. This matter sat idle until the City applied for a permit to install the signal lights at Northland Drive/County Road 75. At this time MNdot informed Stearns County that the City has an open permit and was hesitant to issue a new permit until that matter was resolved. Sabart stated that staff has been working with MN Dot to see if it were possible to purchase excess ROW rather than pay a lease for 20 years. He stated that MN Dot is unable to sell any ROW to the City so a lease is the only option. MN Dot has agreed to offer forgiveness for the 151 two years of lease payments, thereby waiving penalties and late fees. Frank made a motion to authorize the Mayor and Administrator to execute the lease agreement between MN Dot and the City of St. Joseph providing fora 20 year lease agreement with the fee based on the approved MN Dot fee schedule. The motion was seconded by Symanietz. Discussion: Wick stated that he had some concerns with reference to the lease agreement. • Rent: He stated that he is uncomfortable with them being able to change the rate. • Cancellation: Wick questioned what would happen to the pipe if they were to cancel the lease agreement. Sabart stated that the pipe would then need to be moved. • Sale of Property: Wick stated that he would like to add a provision that, if any ROW were to be sold, the City would have first right to purchase. "The tenant will not be considered a displaced person as the expiration of this lease, and will not be eligible for any property holder or utility relocation expenses." He stated that we would then need to move the pipe if they were to cancel the lease. Sabart reminded Wick that this is standard language for a ROW lease agreement. Weyrens stated that MN Dot believes that there will be passenger rails again in the future. Frank questioned whether this item could be tabled until the next meeting. Weyrens stated that it must be approved by the end of November. Frank amended the motion as follows: To authorize the Mayor and Administrator to execute the lease agreement between MN Dot and the City of St. Joseph providing fora 20 year lease agreement with the fee based on the approved MN Dot fee schedule with the understanding that if possible, the language will be adjusted to allow the City to have the 151 right to purchase in the event that there is a sale of the property. Schultz questioned whether this agreement can be reviewed periodically. Weyrens stated that the City can ask for the opportunity to purchase the ROW on an annual basis when paying the lease. The motion passed unanimously. MAYOR REPORTS - No Report COUNCIL REPORTS FRANK November 20, 2008 Page 3 of 6 Comments from residents: Frank stated that periodically he sends information to those on his email list pertaining to the agenda to get information for discussion purposes. He stated that the following items were addressed: 1. Extension of bar hours: He has heard from the residents on Ash Street and they are not in favor of the extension of bar hours as they do not want to have noise continue an hour later. 2. Garbage: He stated that he hasn't heard of any complaints with the garbage service. The only issue is that of the single sort recycling. He added that the current hauler offers a coupon program in the cities and he questioned if their proposal included such a program for residents. 3. Comprehensive Plan: Many have indicated to Frank that there is no reason to rush the approval of the Comprehensive Plan simply because of a change in the City Council as this is an important document. SCHULTZ Fire Board: Schultz stated that the Fire Board recently reduced their budget. He added that the other updates would be discussed under Administrator Reports. WICK St. Cloud Area Economic Development Partnership: Wick reported that he attended the SCAEDP meeting at which they discussed the following: 1. The Science Initiative of Central Minnesota will be at the Life Science Convention in Minneapolis. 2. Exel Energy has proposed an electric rate increase of 5.3% for industrial users and 7.6% for residential users. He stated that a public hearing will be held for customers to discuss the increase. 3. Henry Fischer was recently named president of the National Rural Economic Partnership. SYMANIETZ - No Report POLICE CHIEF REPORTS Monthly Report: Jansky stated that the monthly report was provided to the Council for informational purposes. He reported that the number of calls has decreased over the past three years. Conference: Jansky reported that he attended the International Association of Chiefs of Police Conference in San Diego. He stated that he listened to several national and international speakers and was able to network with the Police Chiefs of other college communities. It was reassuring for him that other communities face the same problems as St. Joseph. Gold Cross: Frank questioned Jansky as to the response time for Gold Cross and whether it is getting longer due to the additional traffic on CR 75 and signals. Jansky stated that between the hours of 6:30 to 8:00 AM and 3:30 to 6:00 PM, traffic is gridlocked along County Road 75 but there have not been major issues. It would be an asset to have a Gold Cross stationed in St. Joseph. In the past, there was a Gold Cross stationed at the Sheriffs Office. Jansky stated that staff is working on this. PUBLIC WORKS DIRECTOR REPORTS Department Update: Thene stated that the crane truck was recently delivered. They also purchased a blade and wing for the loader. With the recent equipment purchases and the upcoming plowing changes, there will be staff available all day for snowplowing. Until the snow comes, staff is working on sweeping leaves off of the streets. Frank questioned the amount of salt to be used. Thene stated that they have asalt/sand mix; however, there is more salt than sand. They have purchased enough salt for the entire season. November 20, 2008 Page 4 of 6 ADMINISTRATOR REPORTS St Joseph Volunteer Fire Department -Officer Selection: Weyrens reported that the Fire Board met on November 13, 2008 and one of the agenda items included recommendation of Officers. At this meeting Fire Chief Randy Torborg stated that he would be stepping down as Fire Chief. The Fire Department only received on application for Fire Chief, Jeff Taufen, and one application for Assistant Chief, Justin Honer. Both applicants meet the requirements of the job description and the Fire Department has recommended the Fire Board recommend the Council appoint Jeff Taufen Fire Chief and Justin Honer Assistant Chief. The Fire Board also considered the applications for the Captain positions. The Fire Department has six captains all serving two years. The Department received seven applications, with only five meeting the minimum qualifications. Those meeting the requirements include: Mike Lyon, Brian Orcutt, Keith Simon, Ken Jacobson and Mark Winter. Earlier this year when the Fire Board completed the Organizational Study, it was determined that the officer positions should be rotated so that officer terms were staggered to provide consistency within the department. Therefore, at this time two captains will serve a one year term and three captains will serve a three year term. In addition, the Fire Chief and Assistant Chief are two years terms, but to stagger the terms, the Assistant Fire Chief will initially serve one year. Based on the new Organizational Structure, the Fire Board reviews all applications for officers and makes a recommendation to the Fire Board. The Fire Board then reviews the recommendation of the Fire Department making a recommendation to the City Council for ratification. At this time the Fire Board has reviewed the recommendations of the Fire Department and requested the Council ratify the officers as stated above. Symanietz made a motion to accept the fire officers as listed below and recommended by the Fire Board. The motion was seconded by Schultz and passed unanimously. Fire Chief Jeff Taufen Assistant Fire Chief Justin Honer Captains Brian Orcutt Ken Jacobson Mark Winter Mike Lyon Keith Simon 12/01109 to 12/01/11 12101/09 to 12/01110 12/01 /09 to 12/01/10 12101109 to 12/01110 12101109 to 12101110 12101 /09 to 12101/11 12101/09 to 12101111 Parkwav Business Center: Weyrens presented the Council with the final plat and development agreement for the Parkway Business Center. It is anticipated that the utilities will be constructed in spring of 2009 and they are scheduled to be installed privately. It is important for the developer to be able to market the propery and he cannot do so until the property is platted. The City Engineer has approved the final plans and the developer has executed the Development Agreement. Schultz made a motion to approve the Final Plat entitled Parkway Business Center and authorize the Mayor and Administrator to execute the Development Agreement and have the same recorded. The motion was seconded by Symanietz. Discussion: Schultz questioned what would happen to the area known as Concord Street if it were not constructed. Sabart stated that they would need to use the right-of-way vacation process. Wick questioned item 3.4 in the Developer Agreement relating to a letter of credit. He was under the impression that the City no longer accepted letters of credit. Weyrens advised Wick that they are still accepted for reimbursable fees. Schultz questioned whether or not there would be any assessments. Weyrens reported there would not as this is a private development. November 20, 2008 Page 5 of 6 The motion passed unanimously Term Limits: Weyrens stated based on the request of the Council she has gathered information from other cities relating to term limits for Boards/Commissions. The Cities of Sauk Rapids and Sartell currently have term limits. If the Council wishes to have term limits, the enabling Ordinances for the Boards and Commission must be modified. The Ordinance would then become effective upon publication. Frank stated that he sees a difference between term limits for elected officials and appointed officials. It seems as though the same people seem to be appointed over and over again. He stated that the City needs to allow for new people and new ideas. He stated he is opposed to term limits for elected officials. Rassier stated that groups such as the Sales Tax Committee may only be around for a short time; whereas, the EDA, Park Board and Planning Commission are constant. As Mayor, he has asked those whose term is expiring to reapply rather than reappoint them automatically. He doesn't see a need for term limits as he feels the application process is fair and equitable. If a person is on a board and doing a good job, how should one tell him/her that she can no longer serve? He also questioned what would happen if no one applied. Schultz then questioned how new people would be given an opportunity to serve if there are no term limits. Frank stated that the City needs to do a better job posting openings on the various boardslcommissions. He added that we should reach out to the people. Weyrens advised the Council that the openings were posted in the City Newsletter that was sent to all residents and is available online. Weyrens stated that she will bring this back at a later meeting. Schultz questioned the possibility of a ward system and when that could be considered as there is no representation from the north side of town. Weyrens stated that the City can redistrict in 2010. She suggested forming a group to look at various election issues. With respect to wards, Frank stated that St. Cloud does not have a full ward system. Rassier stated that, at some time, there may be a need for afull- time Mayor. Weyrens stated that these issues should be addressed in 2009 to be effective in 2010. January Meeting: Weyrens stated that the 15' regular scheduled meeting in January is January 1. She stated that the Council should decide whether or not they want to hold the first regular meeting. Rassier questioned the swearing in of the new members. Weyrens stated that it must be done before conducting any new business in 2009. Generally, the meeting begins with the current council conducting any old business. Then the new members are sworn in and a second meeting is held to conduct any new business. Rassier suggested waiting until the 15'h to hold the January meeting unless there is a need for a special meeting. Sales Tax Committee Update: Weyrens reported that the Sales Tax Committee met. They received a good response from the surveys that were distributed receiving 450 responses out of 1354 mailed. Upcoming Meetings: The following is a list of upcoming meetings for the 2009 budget: November 24 6:00 PM Budget Meeting December 2 7:00 PM Truth & Taxation Adjourn: Schultz made a motion to adjourn at 8:10 PM. The motion was seconded by Wick and passed unanimously. Judy Weyrens Administrator December 2, 2008 Page 1 of 2 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in special session on Tuesday, December 2, 2008 at 7:00 PM in the St. Joseph City Hall. Members Present: Mayor AI Rassier, Councilors Renee Symanietz, Dale Wick, Rick Schultz, City Administrator Judy Weyrens City Representatives Present: Finance Director Lori Bartlett, Police Chief Pete Jansky, Public Works Director Terry Thene Others Present: Patrick Flynn, Mike McDonald Public Hearing - 2009 Budget: Rassier called the Public Hearing to Order and stated the purposed of the hearing is to review the preliminary budget before final adoption. Weyrens stated that based on MN Department of Revenue guidelines, the City is not required to conduct a truth and taxation hearing. However, the City did publish a public hearing for the budget to solicit public input. The Preliminary Budget presented represents an operational budget and does not include any staff additions. Patrick Flynn, 620 Jasmine Lane, approached the Council to discuss the recent tax notice that he received. He stated that they moved into their home in April. The figures shown on his recent proposed tax statement were shocking. He stated that, last year, he purchased his home for $300,000. Last year, his property value was $332,000 and this year it shows a property value of $387,900. Based on conversations with realtors, home values have dropped 5-7% which would make his home worth $285,000, $100,000 less than what he is being taxed for. Weyrens advised Flynn that the property values are set in April and that if he had questions regarding his property values, he should contact Kelly at the Stearns County Assessor's Office. Flynn clarified that the numbers for 2007 are final to which Weyrens stated they are. He was advised that since he owns several acres of land, his land values are based on the number of developable lots. Bartlett presented the Council with a brief summary of the preliminary budget. She stated that the General Fund has an increase of approximately $44,000. The general fund is broken down by salaries and befits, repair and professional services, capital improvement, fire protection and other financing uses. Bartlett also presented the Council with a chart showing the change in expenditure by department. She added that growth in the City has slowed down. The City is showing a larger deficit than expected and they are unsure as to what services can be reduced to make up the deficit. Bartlett stated that the levy could have been as high as $1,184,236. The current levy is $1,179,551. Rassier stated that the Council has looked at these numbers and they have cut what needed to be cut, services would be next to be cut. Wick questioned whether the LGA numbers have been certified for 2009 to which Bartlett stated that they are proposed, not certified. He then questioned what would be done if the LGA were to be cut. Weyrens stated that the City would then need to look at cutting programs and services. In her opinion, this is a responsible budget for the City as all the Department Heads have reduced the budget to the minimum needs. Schultz questioned the cost to run a government to which Weyrens stated that there are different opinions as to what services are essential. The Council would need to determine what services they feel are essential and then the operation cost could be determined. Schultz agreed stating that it is both subjective and objective. If you were to ask different people, you would get different answers to what is essential for the City. Rassier suggested cutting the APO and the League of Minnesota Cities. Jansky advised the Council that the department heads have been discussing this for a long time and they are already working on contingency plans. Mike McDonald, 213 13~h Avenue SE, approached the Council as well. He stated that the numbers are not logical. He questioned whether the salaries and benefits for 2008 were overstated as the proposed budget shows a decrease in salaries and benefits. Bartlett stated that this is the general fund budget and some salaries were not included in this budget as they are charged to some of the enterprise funds based December 2, 2008 Page 2 of 2 on how the employee's time is spent. Weyrens stated that in 2008, the City allocated funds for more staff; however, there was no additional staff added. Symanietz made a motion to close the public hearing. The motion was seconded by Wick and passed unanimously. Weyrens stated that the 2009 budget will be on the agenda for December 4, 2008 under administrator reports for possible adoption as final. Adjourn: Wick made a motion to adjourn; seconded by Symanietz and passed unanimously. Judy Weyrens Administrator December 4, 2008 Page 1 of 4 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Thursday, December 4, 2008 at 7:00 PM in the St. Joseph City Hall. Members Present: Mayor AI Rassier, Councilors Renee Symanietz, Dale Wick, Rick Schultz, Steve Frank City Administrator Judy Weyrens Citv Representatives Present: Finance Director Lori Bartlett, Public Works Director Terry Thene, City Engineer Randy Sabart Others Present: Mariterese Woida, Chad Bueckers, Jamie Phenow, Darrell Hoeskstra, Jason Meier, Melissa Bueckers, Gene Bueckers, Katherine Kraft Public Comments - No one present wished to speak. Agenda: Symanietz made a motion to approve the agenda with the following changes: Add 8d Holiday decorations Change 4d Malt Liquor License -Remove the Rec Association The motion was seconded by Wick and passed unanimously. Consent Agenda: Frank and Wick addressed minor changes to the minutes of October 16 and November 6, 2008. ~ Wick made a motion to approve the consent agenda as a. Minutes -Approve the minutes of October 16 b. Bills Payable -Approve check numbers 041 c. Surplus Property -Declare the VHF radio eq the same though sealed bids. d. Malt Liquor License -Issue Malt Liquo t attached list for the license period Janu The motion was seconded by ve r 6, 2008. 65 an FT numbers 040423-040428. surplus property, offering the sale of amusement license based on the cember 31, 2009. Discussion: Wick question I se for the St. Joseph Liquor Shoppe to which Weyrens stated that license will ppro i ne with the other liquor licenses. The motion passed unanimous ITY ENGINEER REPORTS APO Tac Meeting: Sabart advised the Council that he attended the APO Tac meeting at which time they discussed the potential economic stimulus package that has been discussed on the Federal level. The APO has been helping the Cities prepare a list of projects that would qualify for the potential funding. The potential projects must be projects that could begin within a six month window. Therefore, Sabart stated that in reviewing the St. Joseph Capital Improvement Plan, he identified six projects that could be included. WFP Beams: Frank stated that he recently was in a home in which they had wood beams as large as those at the Water Filtration Plant. He noticed that there were cracks in those wood beams as well. When he asked about the cracks, he was advised that the cracking is normal. Sabart agreed. MAYOR REPORTS December 4, 2008 Page 2 of 4 Boards/Commission Applications: Rassier advised the public that applications for the various boards and commissions are due by December 28, 2008. Those whose term is up must re-apply. There are three openings on the Planning Commission and two openings on the Park Board. Weyrens stated that, so far, two have re-applied for the Planning Commission and one has re-applied for the Park Board. SYMANIETZ - No Report WICK Partnership: Wick stated that he attended the meeting for the Executive Committee for the Partnership. John O'Leary, US Department of Commerce, was present to discuss possible grants available which may be possible for St. Joseph. SCHULTZ - No Report FRANK Comprehensive Plan: Frank stated that he has received several email relating to the Comprehensive Plan. He stated that the information available on the website shows "Field Street" crossing the Monastery property. He questioned what the implications may be by showing that as the proposed route rather than the various alternatives. Refuse Bids: Weyrens presented the Council with a sumr Previously the City solicited bids for services with options The proposal required that the level of service remain cggs~ and fall clean up, appliance pickup and Christmas tree p11 Haulers were asked to bid two different levels of re~rclinc the other a two sort bin service. ~\ Rbi suits for providing refuse service. ~vidin e, two or three year contracts. ~Q what n place today. That is, a pring dust be included in the bid prices. ice, with one a single sort cart service and Weyrens stated that the lowest bid for sin se a is Allied Waste and the lowest bid for the two sort is Bueckers Sanitation. Allied Was Rassier questioned how the program w Nebraska and Pennsylvania. Jami Eden Prairie and Bloomington ell a residents $1 more/month. Phe stated Cub and Target based on the am t of 30/month in coupons and they are a started by a College Student as part o a The program works as follows: Each recycling container contains a chip which identifies the address. Each time the resident places recycling curbside, it is recorded. At the end of each month residents receive points based on the tonnage of recycling received. The total weight is divided by the number of customers, which will then provide the coupon value for each customer. Currently there is a 3% contamination rate for items recycled. With the new program, the rate would be closer to 6%, but there would be more participation. Phenow stated that if St. Joseph opted for the recycling bank program it would take approximately six months to establish. Therefore the additional $ 1 increase would not be charged until the program is fully functioning. Gene Bueckers approached the Council on behalf of Bueckers Sanitation. They offer a recycling program as well; however, residents would be required to separate the different materials as it makes a cleaner material. They currently have contracts with five other communities and offer weekly service to them as well. He stated that they could do a good job in St. Joseph. so the rvice using a new recycling bank option as well. d that the program is used in New York, Ilied Waste, stated that it is being used in cities such as e II of America. The recycling bank option would cost at residents would receive coupons for various stores such as ycling in the City. Residents would see approximately $20- choose which coupon they would like. The program was school project. December 4, 2008 Page 3 of 4 Chad Bueckers, Affordable Disposal, approached the Councilors to present the proposal for Affordable Disposal. They do offer asingle-sort recycling cart similar to that of Allied. He stated that the difference between them would be the fact that they offer a 65 gallon rather than a 60 gallon cart. They are a family owned business. They offer services to St. Augusta, Alexandria, Rice and Kimball. Bueckers stated that residents would receive new equipment and excellent customer service. Symanietz questioned whether they offer a 30 gallon cart as well. Bueckers advised the Council that they offer a 35, 65 and 95 gallon service to residents. Darrell Hoestra spoke to the Council on behalf of Waste Management. He thanked the Council for the opportunity to bid the service. He clarified that their bid would remain the same for the entire three years rather than increasing each year as the others do. They would offer a 32, 64 and 94 gallon cart as well as a single sort recycling cart for each residence. Bueckers advised the Council that they were not given the opportunity to offer a recycling incentive program to residents. Rassier stated that nothing prevented haulers from bidding incentives and Allied Waste presented the incentive with the original bid. Bueckers stated that there incentive is to "Save the Earth". He then stated that they would be taking business out of St. Joseph by offering coupons to vendors such as Cub and Target. Weyrens advised the Council that they will be polling local businesses to see if they would like to participate in the program. Frank stated that he has not yet heard any complaints about the current service provided by Allied. He questioned whether seniors would still receive a discount and whether or not the bag system could be offered to residents. Weyrens stated that seniors currently receive iscount only on the smaller cart. When questioned about offering a bag system, Weyrens stated rogram was discontinued as residents shared the service, or placed their refuse in someon c finer. However, when the sping and fall clean up occurred, they used that service. Therefo , they w benefitting from the service but not contributing to the overall cost. Schultz questioned whether they would continue t ffer a 'ng and fall cleanup as well as the appliance pickup. Weyrens stated that they would se vices. Wick questioned if the City is bound by bid gu ns and what is the process for moving forward. Weyrens stated that the City is not requ' to cept a lowest bid. The Council must accept one hauler so that the contract may be prepared. the residents have an opportunity to recapture the refuse cost by participating in the r gram. Frank made a motion to acc he bid m Allied Waste with the recycling bank option and authorize staff to prepare the c act period January 2009 through December 2011. The motion was seconded by Wick. Discussion: Schultz questione the Council as to whether they should be accepting the lowest bid as there is a lower bid out there. Symanietz advised Schultz that residents will still save money using the recycling bank option. Ayes: Rassier, Wick, Symanietz, Frank Nays: Schultz Motion Carried 4:1:0 Audit Proposals: Bartlett advised the Council that they recently solicited request for proposals for the Audit years 2008, 2009 and 2010. They received 4 bids with the lowest bidder being Larson Allen LLP. She stated that it is staff recommendation to select Larson Allen to provide auditing services for the City. Rassier questioned whether it is a problem that KDV has all of our past paperwork. Bartlett stated that the City has copies of the past audits as well as the working papers. She added that staff prepares all of the working papers. Wick made a motion to authorize the Mayor and Administrator to enter into athree-year contract with Larson Allen LLP to provide audit services. The motion was seconded by Symanietz. December 4, 2008 Page 4 of 4 Discussion: Wick questioned whether Bartlett checked references to which she stated that she did. Weyrens stated that they also checked references of those not listed. The motion passed unanimously. Final Budget 2009: Weyrens stated that final revised budget has been included in the material for this meeting and the Council needs to determine if they are ready to act on the final budget and levy or if additional time is needed. The levy presented includes a total levy of $ 1,807,881 with $ 1,167,525 for the General Fund and $ 12,026 for PERA levy. The levy supports a general fund budget of $ 2,590,481. Frank questioned the proposed LGA that helps support the General Fund Budget, and what will happen if the Legislature cuts the funding source. Weyrens stated the LGA.is estimated to be $865,754 and if the funding is reduced, the Department Heads will bring forward reduction areas. The Department Heads have already been instructed to plan for a reduction. Frank stated that the budget can be reduced, but not increased once it is approved. Weyrens stated that the budget does not necessarily approve capital spending. If LGA is cut, Rassier stated that there may need to be some staffing changes based on essential staffing needs. There will be no hiring. They may also need to look at dues for different organizations such as APO and LMC. Frank stated that the State has a $700 million shortfall. He questioned whether the City has received its second LGA payment for 2008. Bartlett stated that they have not, but it is due by December 28. Rassier stated that the City may need to make tough decisions such as a hiring freeze and eliminating staff. He hopes that LGA stays and there is no need to make those decisions. Schultz made a motion to adopt resolution 2008-013 Adopti he final budget for 2008, Collectible in 2009. The motion was seconded by Symani Discussion: Schultz questioned the additional spe ' evy fo RA. He questioned if PERA is included in the general levy. Weyrens stated th is p of th x levy and the City in the past has included this amount in the budget. The sp I y represents the recapturing of the increase funding needed to keep PERA so ent. ett advised the Council, that the PERA % is set by law. She added that PERA has incr ve past seven years. Schultz stated that sales tax funds are not accounted for to wh s stated that sales tax funds must be used for capital projects. Frank questio w th ity could use those funds for basic services if they are needed for basic services. sier ate at it would take an act of legislature. The motion passed unanimousl Holiday Decorations: Weyrens ted that a ouncil previously approved the purchase of new holiday decorations. She suggested adve 'ng t old items as surplus property in the League Bulletin. Rassier questioned whether the old items c used in other areas of town. Weyrens stated that they would need to do some work to the light pole to accommodate that. Rassier suggested that the new poles be equipped with power to allow for decorations. Frank advised the Council that the old decorations use more electricity as the new ones are all LED. Wick made a motion to declare the old Holiday decorations as surplus property. The motion was seconded by Symanietz and passed unanimously. End of Term Party: Schultz advised the Council and the public that he will be hosting an end of term party on Saturday, December 6 at the St. Joe Legion. All are welcome to attend. Ad' : Symanietz made a motion to adjourn at 8:00 PM; seconded by Frank and passed unanimously. Judy Weyrens Administrator