Loading...
HomeMy WebLinkAbout[04a] Minutes~' (:iTY OP ti's: J(~M I'H Council Agenda Item 4a MEETING DATE: July 17, 2008 AGENDA ITEM: Minutes -Requested Action: Approve the minutes of June 5 and 19, 2008. SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: BACKGROUND INFORMATION: BUDGET/FISCAL IMPACT: ATTACHMENTS: June 5, 2008 June 19, 2008 REQUESTED COUNCIL ACTION: Approve the minutes of June 5 and 19, 2008. June 5, 2008 Page 1 of 10 Pursuant to due to call and notice thereof, the City Council for the City of St. Joseph met in regular session on Thursday, June 5, 2008 at 7:00 PM at the St. Joseph City Hall. Members Present: Mayor AI Rassier, Councilors Dale Wick, Renee Symanietz, Steve Frank and Rick Schultz, City Administrator Judy Weyrens Citv Representatives Present: Finance Director Lori Bartlett, Public Works Director Terry Thene Others Present: Jeanie Wilkens, Sheila Rausch, J. Ebacher, Susie P, Connie D, Gloria H, Anne Redetzke, Nicole Hagesen, Kristen Blackie, Judy Forter, Sarah Athmann, Evelyn Eckroth, Brian Shields, Tenymie Roberts, Sandy Platz, Janel Bitzan, Cara Ruff, S. Paula Revier, Ellen & Bob Wahlstrom, Alicia Chapman, Kevin LaVave, Courtney Otteson, Jim Graeve, S. T. Morisette, Scott Thompson, Margo Thompson, Mariterese Woida, Diane Bublitz, S. Kara Hennes, Donald & Anita Fischer, Katherine Kraft, Sandy Trossen, Mary Ann Graeve PUBLIC COMMENTS TO THE AGENDA Cara Ruff, 3317 County Road 2, approached the Councilors to speak about the recent decision made by the Council with regards to the Human Rights Office. As a community leader, she has a passion for a Regional Human Rights and she stated that we must have a vision for all members of society. The proposal that was presented to the Council may have been a bit fuzzy; however, St. Joseph is a growing community with a lot of diversity. It is important for there to be a local presence to do outreach within the community. Ruff stated that for a claim to get processed through the human rights office in the Twin Cities, it takes over a year. She added that many people are unaware of their rights and she feels it is important to make people aware of what their rights are. Some may think that it is a duplication of services; however, Ruff advised the Council that it is not; rather it is similar to the different levels of law enforcement. She concluded by asking the Council to please reconsider this item for discussion purposes as they have an obligation to the residents of St. Joseph. Rassier advised Ruff that since the City Council has already taken action on this participation in the regional human rights office, the matter cannot be discussed again until one of the three members voting on the prevailing side of the motion request to do so. Frank clarified that Rassier, Schultz or Wick would have to make a motion to add the matter to the agenda for the matter to be reconsidered. A_ pprove Agenda: Symanietz made a motion to approve the agenda with the following changes: 3f Delegation of Authority -Moved to Administrator Reports for discussion. 3h Transfers -Moved to Administrator Reports for discussion. 3i Capital Equipment -Moved to Administrator Reports for discussion. 3a Minutes -Remove the minutes of May 8 and 28, 2008. 3i Capital Equipment -Add street striping to the Capital Equipment request. The motion was seconded by Wick. With the Consent Agenda including the approval of a premise permit gambling application, Frank questioned the requirement of 10% of the gambling profits to be spent within the specified trade area. He questioned why St. Joseph is on the lower end as many other cities require contributions as much as 80%. Weyrens advised Frank that 10% is a common requirement in this area and until recently the City only required that a certain percentage must be placed back into the Community. Historically St. Joseph has benefited with donated improvements through the service clubs and gambling proceeds. Ayes: $ymanietr, Wick, Rassier, Schultr Nays: Frank Motion Carried 4:1:0 Recess: Schultz made a motion to recess for 5 minutes; seconded by Wick and passed unanimously. Consent Agenda: Symanietz made a motion to approve the consent agenda as follows: June 5, 2008 Page 2 of 10 a. Bills Payable -Approve check numbers 000160-000171 and 040273-040393. b. Minutes -Approve the minutes of May 21, 2008. c. Gambling Application -Accept the Lawful Gambling Application for Exempt Permit for the MN Deer Hunters Association -Central MN Chapter for an event to be held at Trobec's Event Center on September 24, 2008. d. Premise Permit -Accept the application of the Central MN Sexual Assault Center to conduct Lawful Gambling at 304 College Avenue N (Holiday Gas Station). e. Treasurer's Report -Accept the April 2008 Treasurer's Report as presented. f. Moved to Administrator Reports g. Donations -Accept the donations for the Campground, Disc Golf and a Dell computer (MN Chiefs of Police Association). h. Moved to Administrator Reports i. Moved to Administrator Reports j. Conference Request -Authorize the Police Chief to attend the International Association of Police Chiefs Conference in San Diego, paying the expenses ($2,500). The motion was seconded by Wick and passed unanimously. College of St. Benedict -Saint Stock: Jessie Sun Duvall, 2001 alumnae of the College of St. Benedict, approached the Councilors as the associate director of Alumni Relations. She stated that the College is requesting an outdoor event permit to conduct an event entitled St. Stock. A similar event was conducted last year and the College is hoping to continue this tradition bringing alumnae back to St. Joseph. The event is planned for Friday, June 27 from 6pm-12am. Frank questioned if the event in 2007 created any issues or matters of concern. Weyrens stated that she was unaware of any problems and the Police Chief is recommending approval of the outdoor event. Sun Duvall stated that CSB will be providing their own security and the event is not open to the public. The entrances to the event will be monitored by security personnel and only those invited will be allowed to participate. When questioned as to the number of attendees, Duvall stated that they were anticipating 1200 and only 350 have responded. Rassier advised Sun Duvall that the music must end at midnight as last year they went beyond the times allowed by the permit. Wick made a motion to approve the outdoor event (Saint Stock) to be held at the College of St. Benedict on June 27, 2008. The motion was seconded by Symanietz and passed unanimously. KDV -Audit: Janel Bitzen approached the Council on behalf of KDV to present the findings of the 2007 Audit. • General Fund: Bitzen reported that based on their analysis, the General Fund revenues exceeded expenditures by approximately $227,000 in 2007. Of the City's total General Fund balance of $1,149,552, approximately $1,038,149 was designated for specific expenditures. The Revenues increased by 11.8%from 2006 to 2007 and the expenditures increased by 3.5% in 2007. With respect to the General Fund Revenues, Bitzen reported that the biggest increase was due to an increase in tax revenues based on the tax levy. Although the licenses and permits appeared to show a decrease in revenue, there was actually an increase. The decrease is due to the fact that franchise fees have been removed from the licenses and permits. The increase was a result of the building of the new school and the Millstream Shops and Lofts project. Intergovernmental revenues also increased in 2007 due to the increase in LGA that was received. The total percentage of the Intergovernmental Revenues and Taxes remained consistent with that of 2006. According to Bitzen, actual tax revenues came in lower than budgeted as a result of the Market Value Credit that the City received in the form of Intergovernmental Revenue. Overall, the actual revenues for 2007 were approximately $138,000 higher than budgeted. Bitzen reported that General Fund Expenditures increase slightly from 2006. The General Government expenditures increased due to an increase in professional services and salaries with the June 5, 2008 Page 3 of 10 addition of the Finance Director. She also explained that there was a decrease in Public Works expenditures due to the change in the allocation of engineering fees between funds. • Enterprise Funds: Bitten stated that the City's Enterprise funds consist of the Refuse Fund, Water Fund, Sewer and Storm Water Funds. The Refuse Fund showed a decrease in operating revenues and expenses. Similar to last year, this fund showed an overall operating loss of $13,396. The Water Fund showed an increase in revenues based on increased usage and number of customers. The Fund experienced an increase in expenditures as well due to equipment purchases. Overall, the fund showed an operating income of $121,100 (without depreciation). Bitzen reported that the Sanitary Sewer Fund showed a decrease in operating revenues due to a credit given to the College of St. Benedict and an increase in operating expenditures due to an increase in salaries and benefits. Overall, the fund showed an operating loss of $40,318 (without depreciation). The Storm Water fund showed a large increase in operating revenues mainly due to the connection fees paid by the school. Without those connection fees, the revenues remained consistent with those in 2006. The operating expenditures decreased in 2007 due to a decrease in professional services. Bitzen briefly discussed the audit findings in the Management Letter and stated that the findings noted are common for Cities the size of St. Joseph. Staff has .been working on correcting issues that can be resolved. Frank stated that there were some items mentioned in the audit that he found to be positive for the City: 1. The City's debt was reduced by $400,000+. 2. By use of a 5-year capital improvement plan, the City's spending has been conservative. 3. 6++ bond rating. He questioned the issue with having a smaller staff and the findings related to travel policies and accounting duties. Bitzen stated that staff is working to improve both of these issues. He questioned the late payments and whether they were due to the timing of the Council meetings. There was also some question relating to fees to which Bitzen replied that they should be looked at as the enterprise funds should support themselves. Frank questioned Bitten as to, in her opinion, what would be one thing that the City should do. She stated that the City should continue to work on budgeting which may be hard this year due to the new levy limits and LGA. She also stated that the City should continue to monitor the budget. With the deficiencies noted with respect to the accounting practices, Schultz questioned what is being done. Bartlett stated that staff is working on this as well as working to put a policy book in place. Bitten stated that these are not major issues as some cities will always have a finding that indicates lack of segregation of duties. Bitten thanked the Staff and Council for their time and effort in helping to prepare the 2007 Audit. Frank made a motion to accept the 2007 Annual Audit. The motion was seconded by Symanietz and passed unanimously. Monte Eastvold -Financing: Monte Eastvold, Financial Advisor, approached the Council to present the annual debt management study and review potential financial impacts of financing a new water tower. DEBT MANAGEMENT STUDY- Eastvold presented the following summary of the City debt service funds: Sewer Revenue Bonds 2001- This bond issue is paid primarily through sewer charges. If revenues are received as planned, this bond will have a positive fund balance throughout the life of the bond. G.O. Improvement Bonds 2002 -This bond issue is primarily funded through special assessments and water and sewer revenues. This bond may develop a deficit in 2014. Eastvold stated that some other June 5, 2008 Page 4 of 10 bond issues may have some additional revenue once the bond is matured and some of those funds could be transferred to this bond to cover some of the deficit. G.O. Water Revenue Refunding Bonds 2002 -This bond is payable through water rates. This bond will have a positive fund balance over the life of the bond. Eastvold stated that the City could save some interest if this bond is paid in full on the call date of 12-1-09. 700M Public Project Revenue Bond 2003 -This bond was issued to pay for the Public Works Facility. This bond currently has a deficit. Eastvold suggested transferring some money from the Debt Service Fund; however, Weyrens stated that the City is looking to fund this deficit throughout the budgeting process and designate some of the capital outlay funds to make up the deficit. 750 G.O. Improvement Refunding Bond 2003 -Eastvold stated that this bond will reach maturity on 12-1- 2011. At that time, the bond will be paid off and it is anticipated that there will be a surplus of $33,699 which can be transferred to a different bond to cover a deficit. He suggested transferring these funds to the G.O. Improvement Bond of 2002 which is expected to show a deficit. 815M G.O. Fire Hall Refunding Bond 2003 -This bond was issued to pay for the Fire Hall and is payable through contract payments with the Townships (52%) and tax levies (48%). If payments are received as anticipated, there will be a healthy fund balance. 2,135M G.O. Improvement Bond 2003 -Eastvold advised the Council that the final bond. payment for this bond will be due on 12-1-08. If payments are received as anticipated, there will be a funds balance of $110,171, which he stated a portion could be applied toward the balance of the G.O. Improvement Bonds of 2002. 590M G.O. Improvement Bond 2004 -This bond was issued to pay for some street improvements and is payable through special assessments and tax levies. The final payment will be due on 12-01-09 and if payments are received as anticipated, there will be a deficit of approximately $21,000. The additional funds from the 2,135M G.O. Bond can be used to eliminate this deficit. 280M G.O. Certificate of Indebtedness 2004 -This bond was issued to buy equipment. The final payment will be due on 12-1-08 and it is anticipated that there will be a surplus of approximately $6,965. 645M Public Projecf Revenue Crossover Refunding Bonds 2005-A -This bond was issued to refund the Public Project Revenue Bonds of 2000. Eastvold stated that this bond shows a slight deficit over the life of the bond; however, if payments are received as anticipated, it will mature with a positive fund balance. 1,655M G.O. Improvement Bonds 2005 -Eastvold stated that this improvement bond is payable through special assessments and tax revenues. This bond will maintain a healthy fund balance throughout. The City may choose to reduce the tax levy or prepay the bond to reduce the amount of bond payments. 3,100M G.O. Improvement Bonds 2005 -This bond was issued to finance improvement projects as well as transportation studies. This is a short term bond and the final payment will be due 12-1-10 and will have a healthy fund balance. The surplus from this bond can be used to eliminate the deficit of the 2002 G.O. Improvement Bond. 4,595M G.O. Water Revenue Bond 2005 -Eastvold reminded the Council that this bond was issued to fund the first portion of the Water Treatment Plant. The bond is payable through WAC charges and tax revenues. If revenues are received as anticipated, this bond will show a positive fund balance. 3,575M G.O. Water Revenue Bond 2006 -This bond was issued to finance the construction phase of the Water Filtration Plant. This is payable through WAC revenues and Water Trunk funds. If revenues are received as anticipated, this bond will have a positive fund balance. June 5, 2008 Page 5 of 10 250M G.O. Certificates of Indebtedness 2006 -Eastvold reported that this bond was issued to pay for equipment purchases and is payable through tax levies. The final payment is due on 12-1-2010 and the City should see a healthy fund balance. Wick questioned if tax levies could be adjusted to which Weyrens stated that they are reviewed annually. Eastvold added that funds can be transferred, if necessary. 2,375M G.O. Improvement Bonds 2006 -This bond issue was used to finance street and utility projects and is payable through water and sewer rates, special assessments and tax revenues. It is anticipated that this bond will show a healthy fund balance throughout. 2,875M G.O. Improvement Bonds 2007- This bond was issued to finance improvement projects and are payable through storm water revenues, special assessments and tax revenues. If revenues are received as anticipated, the City may be able to remove the annual tax levy in the last couple of years. 980M G.O. Refunding Bonds 2007 -The bond proceeds for this'bond issue were used to refinance the 1998 and 1999 Improvement Bonds. If payments are received as anticipated, there will be a positive fund balance. 290M G.O. Certificates of Indebtedness 2008 -This was a recent bond issue to finance equipment purchases. At this time, it appears that this bond will continue to show a positive fund balance. Overall, Eastvold concluded that the City is in a good position and has done a good job managing its debt. There are currently 19 bond issues and the tax levies are declining over time to allow for new bond issues. WATER TOWER FINANCING -Eastvold stated that he was asked by staff to provide preliminary financing options for the construction of a water tower with a value of approximately 2.5 million. Option 1 -The proposed bond issue would extend to 2032. with revenue sources to include: user rates, water access fees and trunk fees:.. Rather than include an growth escalated revenue stream for water access charges, a constant number has been used. WAC fees need to be used for uses other than the water tower, and using the growth method would divert all the WAC fees to one project. The schedule illustrates that the first years of the debt the fund would carry a negative balance but would recover and have a positive balance in the year 2032. Option 2 -The proposed bond issue would extend to 2028 using the same revenue sources as option 1. However, as the issue would be five years less thari`option 1, the required fees increase dramatically and the fund carries a negative balance for a longer period of time. Based on anticipated development, the cash flow balances for the first couple of years, should be accurate; however the remaining years are based entirely on a best guess for future hook-ups. Eastvold stated that the 2005 and 2006 Water Revenue bond issues show a positive cash balance and revenue from these funds could be diverted to help offset the negative fund balance. He stated that the City could eliminate some of the deficit by using excess cash flow from other funds. Weyrens advised that this was purely informational at this time. Rassier questioned how funds are transferred from one bond fund to another. Weyrens stated that as bonds are closed, the Council would approve the transferring the residual balance to a specific fund. The City has established a debt service relief fund where residual balances can be transferred. Then, as the City reviews the fund balances transfers can be made from this fund at any time the Council authorizes. Stonehouse -Noise Violation:Weyrens advised the Council that the Stonehouse received a noise violation on May 14, 2008. The noise violation was a result of outdoor music with the speakers facing the residential district. The Liquor Ordinance allows establishments to have outdoor alcohol and music without a permit provided the area is fenced. If a liquor establishment intends to have alcohol outside without the required fencing, an outdoor permit is required. This permit is approved by the City Council June 5, 2008 Page 6 of 10 and a noise and security mitigation plan must be submitted. Last year the Stonehouse applied for the permit and received the same. This year, they did not have an outdoor permit nor did they have the required permit. Therefore, there are two alleged violations, one is a liquor violation and the second is a noise violation. With regard to the liquor license violation, the owner did acknowledge that they were in violation of the Ordinance and based on the matrix, they paid a $ 250.00 fine. Since the Police Department received a noise complaint, the property owner was notified that they must appear before the City Council. As the property owner is not present at this meeting the Council must first determine whether or not a violation occurred and then consider the disposition. Schultz made a motion that a noise violation did occur at the Stonehouse on May 14, 2008. The motion was seconded by Symanietz and passed unanimously. Wick made a motion to impose a fine of $250 to the Stonehouse. The motion was seconded by Symanietz and passed unanimously. Frank questioned if the property owner is aware of the Ordinance to which Weyrens stated that she and the Police Chief met with the license hold and manager. They have agreed to construct a fence and will have it installed before the next outdoor event. PLANNING MATTERS Lot Split -Leonard Walz: Weyrens stated that. Leonard Walz has requested a lot split of his property adjacent to Hill Street. He originally owned the. property developed as Foxmore Hollow. He retained two lots along Hill Street where there were existing structures. He is now looking to add 13 feet to one of the properties, placing both lots in conformance with the Zoning Ordinance as the one lot did not meet the minimum depth. The St. Joseoh Code of Ordinance allows the City Administrator to issue a Certificate of Compliance approving the lot split if he parcel to be divided`is less than 10'acres and no more than two lots are created after the split. Frank made a motion to approve the lot split of Leonard Walz separating 13 feet from Lot 7, Block 1 Foxmore Hollow, attaching the same to Lot 6, Block 1 Foxmore Hollow and authorizing the Administrator to execute the certificate of compliance. The motion was seconded by Symanietz and passed unanimously. Non-Conforming Ordinance: Weyrens stated that the Planning Commission is continuing to review the Non Conforming Use Ordinance and it is anticipated that it will be ready for council approval in July. FIRE BOARD MATTERS Orcaanization Study: Weyrens reported that previously, the Council hired a firm to complete an Organizational Study for the Fire department. The study was to be completed within six weeks and since the firm did not meet the deadline, the Fire Board recommended the Council cancel the contract for lack of performance. The Council accepted the recommendation of the Fire Board and terminated the contract. To keep the project moving forward, the City staff completed the study internally. The study included new job descriptions as well as the incorporation of the by-laws into the Personnel Policy and amending the enabling Ordinance of the Fire Department (Ordinance 24). Frank stated that he attended one of the Fire Board meetings on behalf of Councilor Schultz and considerable work has been completed by staff to assist the Fire Board. One of the major change is the elimination of the Fire Department electing the officers. Positions will need to be posted and interested firefighters will have to apply for open positions. He added that he was a little disappointed that the entire department was not involved in the approval of the new policies. June 5, 2008 Page 7 of 10 Wick asked Weyrens to review the language in Section 401.03 regarding the scope. He also questioned Section 401.06 which makes reference to exempt employees. Weyrens stated that those would be full- time positions such as Fire Chief, etc. Wick made a motion to approve the Fire Department Job Descriptions to include Fire Chief, Assistant Fire Chief, Captain and Fire Fighter as well as the amendment to the St. Joseph Personnel Policy adding the section relating to the St. Joseph Fire Department. The motion was seconded by Symanietr and passed unanimously. Weyrens advised the Council that part of the Study process included the review of the Fire Department enabling Ordinance. The Ordinance has been updated based on the new job descriptions and personnel policy. Wick questioned whether or not the number of firefighters can increase as the City grows. Weyrens stated that the Ordinance can be amended if necessary to add additional personnel. Symanietr made a motion to authorize the Mayor and Administrator to execute the amendment to Ordinance 24, causing the same to be published. The motion was seconded by Schultr and passed unanimously. Wick made a motion to authorize the Mayor and Administrator to execute Resolution 2008-010 approving summary publication of Ordinance 24. The motion was seconded by Symanietr and passed unanimously. Weyrens stated that the Fire Board reviewed the compensation for Fire Department Officers and the Fire Board has recommended establishing the following Officer salary: Fire Chief $3,500 annually Assistant Chief $2,500 annually Captain $1,000 annually Frank made a motion to accept the Fire Board recommendation establishing the Fire Officer Salaries as presented. The motion was seconded by Symanietz and passed unanimously. Wick questioned the new process for the hiring of those positions. Weyrens stated that a subcommittee will be formed and they will be responsible for ranking and interviewing the candidates as well as making a recommendation to the Fire Board for the hiring of the chosen candidate(s). The Fire Board will then make a recommendation to the City Council. Firefighter Hire: Weyrens stated that there are currently three vacancies on the Fire Department due to recent retirements. The City received 13 applicants with qualified candidates. Since the hiring process can be expensive and time consuming the Fire Board is requesting to hire the top three candidates and establish an eligibility list with the three highest candidates not hired. Wick made a motion to accept the recommendation of the Fire Board hiring the following firefighters: Brent Terwey, Eric Gillitrer, Daryl Schoemer and establishing an eligibility list for future fire department hires that will be maintained for a period of 12 months. The candidates included on the eligibility list are as follows: Keith Louwagie, Steven Luitgens, and Greg Koutojpas. The motion was seconded by Symanietz and passed unanimously. CITY ENGINEER REPORTS Update -Proposed Water Tower: Weyrens stated that the Council previously requested SEH to provide a cost estimate to prepare dual bid documents for both a steel tower and a composite tower. City Engineer Randy Sabart presented the City with a contract amendment in the amount of $ 2,450 to prepare the dual bid documents. June 5, 2008 Page 8 of 10 Wick made a motion to approve the amendment to the contract for the new water tower increasing the contract amount by $2,450.00 to allow for the preparation of dual bid documents. The motion was seconded by Symanietz and passed unanimously. MAYOR REPORTS No Report - Rassier stated that he attended a few meetings along with some of the councilors and he would let them discuss them. COUNCIL REPORTS FRANK Human Rights Office: Frank stated that he is a strong supporter of the Regional Human Rights Office. He stated that it may not have been proper for this issue to be re-addressed as it was. He stated that, in the future, it will be discussed only if it placed on the agenda. Downtown Maintenance: Frank reported that he received several calls regarding the sidewalks downtown. He questioned Thene as to whether or not maintenance periodically checks the downtown area. Thene stated that they do, Rental Issues: Frank advised the Council that he received a phone call from a'landlord who stated that he was unaware of the future plans of the College of St. Benedict and St. John's Uriversity as well as the Ordinance changes that were approved. Frank stated that the big issue is what to do with the rental units once there are no more college students living off campus. Weyrens stated that the staff 'has been discussing options for rehabilitation and will continue to involve other groups as time progresses. At this time, the City does not have all of the details of how the schools intend to implement the new housing requirements. The College/University has been asked to provide more information to the City as well as take part in a conversation regarding the possible changes. Rassier'stated that some of the homes will be able to be transitioned into single-family homes. It will be harder for the`large complexes to adjust. 6th Avenue NW: According to Frank, he has received a request for a crosswalk to be added at 6th Avenue NW and Minnesota Street. He realizes that there is one at 5th Avenue NW. APO: Frank reported that he attended the APO meeting, but there was nothing to report. SCHULTZ Millstream -Softball Issues: Schultz stated that there have been some parking issues at the softball fields. He questioned whether or .not the grassy area can be fenced off to prohibit parking on the grass. Thene advised the Council that the;expansion of the parking lot is part of the master park plan. Thene added that, in the past, they have put up a snow fence to discourage parking on the grass and the fence was run over. He stated that parking is an issue at other parks within the City as well. WICK EDA Update: Wick stated that they have been discussing the Downtown and how it relates to the Comprehensive Plan. He also added that they have asked for an activity report, which will be presented to the Council at the next meeting. SYMAN I ETZ Park Board: Symanietz stated that she attended the recent Park Board meeting at which they had a presentation by SEH regarding the Master Park Plan. They also discussed putting concrete garbage cans in the parks as well as signs prohibiting glass in the parks as well as dog waste signs. Stearns County Municipal League Meeting: According to Symanietz, she attended the Stearns County Municipal League meeting at which they had a presentation by the County Attorney. June 5, 2008 Page 9 of 10 APO: Symanietz advised the Council that she also attended the APO meeting at which they discussed the expansion of the St. Cloud Regional Airport. Sun Country Airlines will be able to fly out of St. Cloud twice a month once the expansion is completed. Frank, who was also present at the meeting, questioned the expansion as there will be less air travel in the future. ADMINISTRATOR REPORTS AFSCME Intent to Negotiate: Weyrens advised the Council that both labor unions will be submitting their intent to negotiate as their contracts expire on December 31, 2008. She stated that she recently received the intent to negotiate from AFSCME. According to Weyrens, the Council should appoint a negotiating committee which historically consists of the Council members who are not up for re-election and the Administrator. She suggested that Wick and Frank be on the negotiathg committee. Frank questioned the number of meetings required for the negotiations. Weyrens stated that there would be a minimum of three meetings. Corridor Studv Update: Weyrens stated that the City is currently involved with three corridor studies: 1. SW Beltwav -Weyrens advised the Council that the Purpose and Need statement has been submitted to the Federal Highway Administration for review. Since that document was submitted, there have been some changes in the ruling that states that the study documents must identify the need for the road using average daily trip (ADT) information. 2. North/South/East/West Beltwav -According to Weyrens, the draft EIS has been completed. The next step is to prepare the purpose and need statement. Based on the fact that this is a future need, not a current need, it may be better to do an EAW. The EAW may be more costly than the purpose and need statement. Rassier questioned what the APO feels about this process, to which Weyrens stated they are frustrated. 3. Field Street -Weyrens reported that they have recently sent two more alternatives back for review for noise mitigation and DNR info. The PMT (Project Management Team) will be meeting on June 6 to discuss the process and anticipate the project being completed in 2008. Wick stepped down from his chair. Road Closure -Millstream Arts Festival -Weyrens stated that the Millstream Arts Committee is requesting that Minnesota Street between College Avenue and 1 ~ Avenue NW be closed for the Millstream Arts Festival. She advised the Council that, similar to in the past, they must first receive approval from Stearns County and they must provide proof of insurance. On behalf of the Millstream Arts Committee, Wick stated that last year they had approximately 1,500 people attend the event. He added that, this year, they received a grant of $4,000 from the Community Foundation. The event will be held on September 28. Schultz made a motion to, contingent upon approval from Stearns County, authorize the Administrator to execute the Street Dance Road Closure Permit Application as presented to allow the Millstream Arts Festival to utilize MN Street for the event to be held on September 28, 2008 The motion was seconded by Symanietz. Ayes: Rassier, Symanietz, Schultz, Frank Nays: None Abstain: Wick Motion Carried 4:0:1 Wick resumed his seat. 4(f) -Delegation of Authority -Requested Action: Authorize the Mayor and Administrator to execute Resolution 2008-006 authorizing the delegation to pay claims prior to Council review. Schultz questioned why the City is requesting to play claims prior to Council review. Bartlett replied that the City needs to pay claims such as payroll taxes in a short period of time and they cannot always wait for Council approval. Such payments are made as an EFT. This would also be used to avoid late fees for vendors that do not allow enough days for payment. June 5, 2008 Page 10 of 10 Schultr made a motion to authorize the Mayor and Administrator to execute Resolution 2008-006 authorizing the delegation to pay claims prior to Council review. The motion was seconded by Frank and passed unanimously. 4(h) -Transfers -Requested Action: Authorize the operating transfers as of December 31, 2007 as presented. Schultz questioned the transfer from the sewer access fund and sewer fund to the 2002 GO Bond Fund. It was stated that the purpose was to reimburse CR121 project bonds for Meadowvale lawsuit expenditure using sewer funds. Weyrens stated that these funds are directly related to the Meadowvale lawsuit which related directly to sewer. Schultr made a motion to authorize the operating transfers as of December 31, 2007 as presented. The motion was seconded by Symanietr and passed unanimously. 4(i) - Capital Expenditures -Requested Action: Authorize the purchase of a 14' mower deck and upgrade the hard drive space for the main server. Schultz questioned if the proposal for the server is purchasing a new server or updating the existing. Weyrens stated that it was not a replacement rather an upgrade to add additional hard drive space. Schultr made a motion to authorize the purchase of a 14' mower: deck and upgrade the hard drive space for the main server. The motion was seconded by Symanietr and passed `unanimously. Street Striping -Weyrens stated that the Maintenance Department would like to have the crosswalks and stop bars painted prior to the 4'h of July. In the past this service has been outsourced to a private company and the Public Works Director is requesting the same in 2008. The Capital Improvement Plan has $16,000 available and the estimated cost is $7-12,000. Wick made a motion to approve the street striping of the crosswalks and stop bars. The motion was seconded by Symanietr and passed unanimously. Sewer Use Agreement -Weyrens stated that the City has received an invoice for the design cost for the St. Cloud Wastewater Treatment Plant Expansion in the amount of $ 298,000. The Council has previously authorized execution of the joint agreement, which included the cost sharing apportionment for St. Joseph. Schultz made a motion to approve the payment to the City of St. Cloud in the amount of $ 298,000 for the construction design cost for the St. Cloud Wastewater Treatment Expansion. The motion was seconded by Symanietr and passed unanimously. Joint Meeting - PC & PB -Weyrens reminded the Council of the Joint open house of the Planning Commission and the Park Board for Park Visioning. The public is invited to participate in an exercise to help determine park needs. Adiourn - Symanietr made a motion to adjourn at 9:00 p.m.; seconded by Schultr and passed unanimously. Judy Weyrens Administrator