HomeMy WebLinkAbout[04a] MinutesCi7'1' OP t+T. J(~N NN
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
June 19, 2008
Council Agenda Item 4a
Minutes -Requested Action: Approve the minutes of May 8 and
28, 2008
Administration
BOARD/COMMISSION/COMMITTEE RECOMMENDATION:
PREVIOUS COUNCIL ACTION:
BACKGROUND INFORMATION:
BUDGET/FI5CAL IMPACT:
ATTACHMENTS: May 8, 2008
May 28, 2008
REQUESTED COUNCIL ACTION: Approve the minutes of May 8 and 28, 2008.
May 8, 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, May 8, 2008 at 7:00 PM at the St. Joseph City Hall.
Members Present: Mayor Alan Rassier, Councilors Dale Wick, Renee Symanietz, Steve Frank, Rick
Schultz. Administrator Judy Weyrens.
Citv Representatives Present: City Engineer Randy Sabart 8~ Steve Campbell, Finance Director Lori
Bartlett, Public Works Director Terry Thene
Others Present: Mariterese Woida, Ryan Thompson, Margy Hughes, SD Thompson, Tom Hobday, Linda
Hutchinson, Sheila Rausch, Dave Bulletz, Janelle Sietsema, Ruth Wichman, Sandy Trossen
Public Comments to the Aoenda: Sr. Mariterese Woida, 105 2"d Avenue SE, approached the Council
requesting the Council to reconsider the recent Council action declining partnership in a regional human
rights office. She stated that a regional human rights office would allow the City to be involved in the
protection of rights for St. Joseph residents at a level that is not currently available. In her opinion, it is an
opportunity to expand the services to the residents at a nominal cost. Woida further stated that she has
attended previous City Council meetings and joint area City meetings whereby St. Joseph was supportive
of a region human rights office. She encouraged the Council to reconsider the. previous Council action
and agree to be part of the creation of a regional human rights office.
Rassier stated that the Council voted on this issue at the last meeting and by majoritq~declined to
continue in the process. At some point the Council could reconsider participation. Frarik questioned
whether he could add the item to the agenda. He is aware of Roberts Rules whereby a member of the
prevailing side must move to bring the item back, but questions if that is required. Rassier stated that he
could, but it would be best to wait until a future meeting as the Council received no material regarding the
matter. He suggested that the Council discuss this at their workshop which is to be held on May 21. The
Council workshop is a public meeting; however, no public input is allowed. Symanietz advised the public
that if they had additional information they wanted the Council to review they could provide such to
Weyrens who in turn would distribute the same to the Council.
Scott Thompson, 317 12~"Avenue SE, approached the Council also requesting the Council reconsider
partnership. in the regional human rights"office. He questioned what the costs would be to the taxpayers
if St. Joseph were to join the regional humari'rights efforts.-Frank stated that it would amount to
approximately $1.50 per person. Rassier clarifieii-the'annual cost for St. Joseph is approximately $ 8,000.
Approve Agenda: Symanietr made a motion to approve the agenda with the following deletion:
Remove 5b Ordinance Amendment - 52.08 Non Conforming Use
The motion was seconded by Wick and passed unanimously.
Consent Aoenda: Symanietz made a motion to approve the consent agenda as follows:
a. Minutes -Approve the minutes of March 31, April 8, April 17 and April 28, 2008.
b. Bills Payable -Approve check numbers 000954-000159 and 040209-040281.
c. Liquor License -Authorize the Mayor and Administrator to execute the Intoxicating Liquor
Licenses for the period July 1, 2008 through June 30, 2009.
d. Application for Payment -Authorize the Mayor to execute Pay Application #19 (FINAL) for
the Water Treatment Facility and authorize payment in the amount of $10,000.00.
e. Grant Agreement -Authorize the Mayor and Administrator to execute Resolution 2008-008
Participating in the Safe and Sober Grant Program with the MN Department of Public Safety.
May 8, 2008
Page 2 of 6
The motion was seconded by Frank.
Discussion: With respect to the Bills Payable, Frank questioned why the City has three different phone
companies. Weyrens stated that TDS is used for the analog lines, US Cable is used for fhe T9 system
and Qwest is used for the direct phone lines. Wick added that there were minor corrections to the
minutes.
The motion passed unanimously.
Interim Use Permit - Andv Rose. 606 Graceview Drive: Weyrens reported that the Planning Commisison
conducted a public hearing on May 5, 2008 to consider an application for an Interim Use Permit submitted
by Andy Rose, 606 Graceview Drive. The Planning Commission unanimously recommended the Council
issue an Interim Use Permit to Andy Rose, 606 Graceview Drive; contingent upon completion of the rental
licensing process.
Frank made a motion to accept the recommendation of the Planning Commission, issuing an
Interim Use Permit to Andy Rose to operate an owneroccupied rental at 606 Graceview Drive. The
motion was seconded by Symanietz.
Discussion: Rassier questioned whether not they have already completed the rental housing inspection
process. Weyrens stated that they will complete the process once the permit is approved by the Council.
Frank questioned whether or not there were any objections, to which Weyrens responded one resident
requested clarification that the property owner will continue to reside at the residence. `'
The motion passed unanimously.
CITY ENGINEER REPORTS
Wellhead Protection Plan: City Engineer Randy Sabart updated the Council on the Wellhead Protection
Plan. SEH has been working on the plan for over the past year and had submitted a budget for the
services. Sabart stated the Minnesota Department of Health has requested additional well sampling.
The additional well sampling will increase the cost approximately $ 3,050. He stated that they were not
previously asked to do the additional sampling, but the report would not be approved without it. He added
that SEH has completed that additional sampling .and updated the calibration model as the Department of
Health will not accept the;plan without. Since this work was beyond the scope of the original project,
Sabart'requested the Council authorize an amendment to the work plan adding an additional cost of $
3,050.
Rassier clarified that this would be treated the same as a change order to an existing contract. The
Council approved the preparation of the plan knowing that it was two year process, fulfilling a State
Mandate.
Schultz questioned Sabart as to whether the additional information requested is unreasonable. Sabart
responded the he, along wish his colleagues', are of the opinion that the request is above and beyond
what is needed. However, the City cannot receive approval on the Plan unless it meets the requirements
of the MN Department of Health. Schultz also questioned whether the request for additional information
was due to a time delay on the City's part. Sabart replied that it was not; rather they simply requested
more calibration data. Wick questioned whether other cities are being asked to provide the additional
information as well. Sabart was unsure as their firm has not been asked to provide such information in the
past.
Wick made a motion to approve the amendment to the Wellhead Protection Plan increasing the
cost by $3,050. The motion was seconded by Schultz and passed unanimously.
May 8, 2008
Page 3 of 6
Water Tower Design: Steve Campbell approached the Council on behalf of SEH to discuss the design of
the proposed second water tower. He stated that in 2007 the City Council authorized SEH to begin the
design process for the construction of a second water tower to be located on the same site as the
maintenance facility. Until the recent economic slowdown, St. Joseph was experiencing a high rate of
growth and started to see the need to construct a second water tower. Therefore, in 2008 the design
process began.
Campbell also discussed the water tower assessment that was completed in 2006 on the existing water
tower. The existing tower was constructed in 1992 and is beginning to show wear and needs repair work.
In order to complete the repairs the tower will need to be out of service. Since the City was discussing
construction of a second water tower, the Council decided to wait on the repairs until the new tower is in
service.
With regard to the design of the proposed tower, Campbell stated the proposal is to construct a tower to
hold 750,000 gallons. The staff has been working with SEH'and at thistime the Council needs to make a
decision on the type of tower to be constructed. The current water tower is a steel column tower and an
alternative is a composite tower with a steel basin. With escalating steel prices, compost towers are
becoming more popular.
Sabart stated that the City of Melrose has recently constructed a composite tank with a savings of
approximately $ 50,000 as compared to a steel tank. Campbell reported that the City of Rogers accepted
bids last year for a new water tower. The.. proposed bid for a steel tower was $2.17 million:: and $2.127
million for a composite tower. He also stated that Blaine accepted bids for a new tower in February and
they saw a difference of $1.3 million for a composite versus a steel tank. The contractor in Blaine advised
the City that by the end of the year, steel prices will jump almost'20%.
Public Works Director Terry,Thene presented the Council with pictures of the Melrose tank whereby rust
is visible. Thene stated th°at a composite tank can be sealed with a coating to prevent rust and the cost is
approximately $ 10,000: The seater will provide protection for approximately 5 to 10 years. When
questioned when cities ;began build ng composite`tariks, Campbell replied that they began in the 1980's.
Melrose was the first in Minnesota to build a composite tank and now there are approximately 10-12 in
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the State.
Rassier questioned whether or not there are pia5tic tanks that can handle this type of storage capacity.
Campbell stated that there is not; however, there are;'itnderground storage tanks that are made of a
plastic material
~,
Schultz questioned Campbell to the differences between a steel tank and a composite tank. Campbell
replied that there are two main differences based on the type of structure that is constructed:
1. Composite tanks are more cost effective.
2. Steel tanks offer more storage area.
Rassier clarified that Campbell is requesting that the Council give a consensus on the concept for the
tower so he can continue in the design process. Campbell stated that he is looking to get a consensus
from the Council on the following:
• Schedule for construction
• Design/color scheme
• Ground lighting
Frank questioned how much wind a water tower can handle. According to Campbell, both steel and
composite towers are built to withstand gusts of up to 100mph. Weyrens questioned if a compost tank
provides more insulation preventing the water from freezing. Campbell stated that both bowls are made
of steel, so a mixer would be needed in the second tower, similar to the existing tower. One of the major
differences between a compost tank and steel tank is storage space. In a steel tank, the ground area in
May 8, 2008
Page 4 of 6
the inside can be used for storage. The City currently stores a generator in the existing water tower. The
Compost tower does not allow for storage; therefore, if storage is an issue, a steel tank should be
constructed.
Wick questioned the size that is needed for the new water tower. Sabart stated that the tower has been
sized to handle the growth to the North and Northeast; however, he was unsure of the boundary to the
South. Campbell stated that they generally project populations for 5-10 years when sizing a water tower.
Wick stated that he would encourage the Council to construct the second tower similar to the existing
tower. Typically the first visible sign of a City is the water tower. The existing water tower is pleasing and
a good signature for the City. While he encourages the Council to utilize the existing design, the
exception he would make is the elimination of the lighting.
Rassier questioned the timeframe for the construction of a water tower. Campbell and Sabart replied that
the timeframe depends on the weather and the availability of he construction materials. Generally, the
construction process takes 12-15 months.
Weyrens stated that the City will begin to look at different financing optionsin the near future. However,
since the design of the tower does not required construction, the Council should-continue with the design
and continue to discuss the appropriate time frame. Sabart reminded the Counclthat the repairs on the
old tower have been put on hold until the new tower is up and running to avoid running,the tower empty.
Frank commented that he agrees with Wick in the sense that he prefers a minimal design, similar to that
of the existing tower; however, he prefers the composite tower.. Wick re-stated that he prefers the current
tower design without the lighting. As the current.tower is made of steel, Frank questioned why Wick
does not prefer to switch to the composite materials.. Wick replied that he prefers the steel structure as the
public works director has issues with the composite structure based on the Melrose tower.
Campbell advised the Council that the problems that arose with the Melrose tower should not have
happened. There were some tie holes that were riot plugged that caused the rusting. Rassier also stated
that he agrees with Wick about the design; however; he also prefers the composite structure. Weyrens
suggested that SEH prepare'fhe documents showing both steel and composite materials. Campbell
stated that they will show a base bid with an alternate. Thene stated that by building a composite tower
and painting it, the colors may not match. Rassier advised Thene that if the composite structure is sealed
properly; the City is less likely to experience those same problems, but it is best to look at both options.
Weyrens_ questioned Sabart what the additional construction documents would cost if the tower is bid
dually. Sabart stated that he would provide the Council with an estimate at the next meeting.
Stn Avenue NE Improvements: Frank questioned Sabart as to the status of the repair of Stn Avenue NE.
Sabart stated that the contractor cut out the settled areas and filled them with crushed concrete, In the
next couple of weeks, they will be filling in those areas with bituminous patches and they will monitor the
area over the summer. In the fall, they will reconstruct the road to get rid of the patches. Sabart stated
that the repairs are warranty items without cost to the City.
MAYOR REPORTS
Mavor's Conference: Rassier stated that he recently attended the Mayor's Conference where the 2010
Census was discussed. The Census Bureau will be contacting the cities directly when they will be in the
area and residents should be receiving a questionnaire.
COUNCIL REPORTS
FRANK
May 8, 2008
Page 5 of 6
Liauor Issues: Based on the recent number of liquor violations, Frank questioned when the liquor matrix
was last revised. According to Frank, the current matrix has very limited criteria and he would welcome an
opportunity at a workshop to discuss the mechanism.
Fire Board: Frank reported that he attended the Fire Board meeting at which they discussed the following:
1. Two of the signal lights are CR 75 are not equipped with opticons for emergency vehicles to trip
the signal. The County Engineer had not included the equipment with the installation and the City
will be required to cost share when they are added. The City and Stearns County are
encouraged to budget in 2009 for the devices.
2. The Fire Board continues to discuss the amendment of the St. Joseph Personnel Policy to
incorporate the Fire Department By-laws and they are working on job descriptions.
3. Currently, the College of St. Benedict pays a contribution of $15,000 annually for fire department
services and Torborg questioned the need to increase that contribution based on future needs.
Rental Properties: Frank questioned how often the rental. properties are inspected. Weyrens advised
Frank that they are inspected once a year at the beginning of the license period. According to Frank, the
City may need to inspect these homes more often as many of them have code issues. Weyrens assured
Frank that the Police Chief and Public Works Director have become more involved to help regulate the
rental properties. Rassier added that the tenants have a responsibility to keep the properties up to code
as well as the owners. He also stated that the City does not have the authority to enter homes to inspect
as they wish.
€.
SCHULTZ ~°; ' ~.: ~; .
Community Clean-Up: Schultz stated that he is working on a campaign to clean up the City's parks and
trails. He would like to discuss this at the Council Workshop to get ideas on how to get the community
involved. "', ,~ ,
WICK ~ '"
Plannina Commission Update: Wick reported that the Planning Commission met and they discussed the
Amendment to Ordinance 52.08 Non-Conforming Use: The Commissioners asked for some clarification
as the Ordinance was hard to understand. This:item wasplaced on the agenda and pulled as it was not
yet approved by the Commissioners. It will be brought back to the City Council after the Planning
Commission approves the Amendment.
Wick also stated that the Planning Commission will meet on May 14th to continue their discussion of the
Comprehensive Ptan -Chapter 4 tLand Use):
SYMANIETZ
St. Cloud Area Joint Planning District Board: Symanietz stated that she attended the St. Cloud Area Joint
Planning District Board at which they discussed the following items:
• Foreclosures: There was a speaker present to discuss the steps that can be taken when a house
is going through the foreclosure process.
• Clean Water Act: Symanietz stated that the Clean Water Act will appear on the November
Ballots. This would provide for the clean-up of fakes, river and water sources throughout the
state. The money would be used to clean-up those water sources and the trails and parks near
them.
Park Board: Symanietz reported that the Park Board met to discuss the Master Park Plan. She also urged
residents to pick up after their dogs.
May 8, 2008
Page 6 of 6
APO: Symanietz advised the Council that she attended the APO Meeting at which they discussed the
Statewide Transportation Plan which was vetoed in February, but still passed. They also discussed the
earmarks that have been turned down by legislation.
ADMINISTRATOR REPORTS
Plat Extension -Northland Hills: Weyrens stated that previously the City has been working with a
Developer on a Development known as Northland Hills consisting of 10 lots extending from 4th Avenue
NE. As the developer could not complete the final plat for construction in 2008, he requested to finish the
platting process in spring of 2008. St. Joseph Code of Ordinances 54.30 Subd. 4(a) requires final plat
approval within 120 days of the preliminary plat approval. Now, with the economic slowdown, they are
requesting to delay the process until spring of 2009. The developer is also requesting to apply the platting
fees that we in place when the development was presented; not the increased 2009 fees.
Frank made a motion to accept the request for plat extension of MG: Development for the
preliminary plat entitled Northland Hills and the acceptance of applying the platting fees at the
time of application provided that the City receives a final plat application:no later than May 8,
2009. The motion was seconded by Symanietz and passed unanimously,
Master Park Plan: Weyrens presented the Council with the fins! scope of work for the master park as
presented by SEH. The schedule has been revised to reflect a completion date of AugusUSeptember.
The completion will coincide with the Comprehensive Plan completion so the two documents can be
merged. It is anticipated that the kickoff for the master park will be held on May 19, 2008.
Symanietz made a motion to hire SEH to complete a master park plan at a cost of S 41,750 plus
reimbursables. The motion was seconded by Wick and passed unanimously.
Adjourn: Wick made a motion to adjourn at 8:30 PM; seconded by Schultz and passed
unanimously.
Judy Weyrens
Administrator
May 28, 2008
Page 1 of 2
Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session
on Wednesday, May 27, 2008 at 5:00 PM in the St. Joseph City hall.
Members Present: Mayor A{ Rassier. Councilors Dale Wick, Renee Symanietz, Steve Frank, Rick
Schultz.
City Representatives Present: Public Works Director Terry Thene, Police Chief Peter Jansky
Election Precincts: Weyrens reported that with the elections scheduled in 2008 the staff has been
reviewing the election precincts and boundaries. The City is divided into three precincts:
Precinct One Person residing north of Minnesota Street and west of College Avenue
Polling location: City Hall, 25 College Avenue North (City hall)
Precinct Two Persons residing east of College Avenue
Polling location: 323 - 4t" Avenue NE (Fire: hall)
Precinct Three Persons resident south of Minnesota Street and west of College Avenue
Polling location: 37 College Avenue North (Haehn Student Center)
When Precinct Three was established the voters consisted primarily of residents of the College and/or
Monastery. Over time the precinct has grown to include more residents to include the Wilshire
Apartments, Foxmore Hollow, Morningside Acres, 29~" Street and Hitl Street. This area added between
300 and 400 voters to this precinct.
Over the years the City and District 742 has had difficulty securing a site for the election, Even though
arrangements were made a year in advance,,we could still be moved. In addition to a floating space,
parking was not convenient for the residents: The>City has an opportunity to move the precinct to the
new school on Jade Road. Weyrens stated~that she has contacted the Monastery and College of St.
Benedict.
The Monastery is supportive of the change of polling location and stated that they had to transport some
of the members at the current locatian,so that would not'be an issue: The College on the other hand, is
not support of the change.. They prefer 4o have the precinct on campus and they feel that moving the
precinct may reduce the number of students that will :vote. Weyrens stated that the relocation of the
precinct is the best for all the Voters as the space at Kennedy is large and parking is adjacent to the
precinct.
Frank stated his initial concern was moving the precinct could be seen as disengaging the students from
the voting process. He further stated that it is not uncommon to have a precinct on a College Campus;
however, he understands the rationale for requesting the precinct change. Weyrens stated that the
decision really came down to access for voters and a stable voting place. Wick and Rassier stated they
too support the precinct change and' his is a good opportunity to work with District 742.
Frank made a motion authorizing the Mayor and Administrator to execute Resolution 2008-009
Combing Precinct 1 and Precinct Three, creating a new Precinct One to include all eligible voter
residing West of College Avenue! CR 121. Further, the County Auditor is requested to notify each
affected household as required by MN Statute. The motion was seconded by Schultz and passed
unanimously.
Capital Purchases: Public Works Director Terry Thene approached the Council regarding the approval
for the construction of the salUsand storage facility. Previously the City Council approved the financing
through an equipment certificate to construct the salUsand shed. At this time Thene presented the
Council with a quote for the building and stated that the maintenance staff will prepare the site. The total
cost of the facility and site work should not exceed $ 60,000. Thene stated that he brought this matter
forward at this meeting as the vendor for the shelter, Coverall, has indicated that steel prices will be rising
at the end of the month and the quote provided will expire on May 31, 2008.
May 28, 2008
Page 2 of 2
Symanietz made a motion to authorize the expenditure of up to $ 60,000, including site
preparation for the construction of the SalUSand Facility. The motion was seconded by Wick and
passed unanimously.
Thene stated that he will be requesting the Council approve the purchase of a 14' wing deck mower.
Currently the Parks are mowed using a residential type mower with a 7' blade. The purchase of the
larger mower will save the City over 50% of time currently spent on mowing. Thene stated that he is in
the process of reviewing the Capital Improvement Plan for the Public Works Department and will updating
the CIP during the budget process. While the total dollar assigned for the CIP will not change the
equipment within may. Thene stated that he is looking at the equipment and if he can add efficiencies
with larger or different types of equipment.
Police Chief Pete Jansky stated that he will be requesting the Council authorize his attendance at the
International Association of Police Chiefs being held in San Diego November 7 - 11. Jansky stated that
he has budgeted for this conference and is only requesting to attend the International Conference every
other year. The Council agreed that this matter could be placed on -the consent agenda for consideration
at the next regular scheduled meeting.
Adiourn: Schultz made a motion to adjourn at 5120 PM; seconded by Wick<and passed
unanimously.
Judy Weyrens
Administrator