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HomeMy WebLinkAbout2009 [03] Mar 05March 5, 2009 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, March 5, 2009 at 7:00 PM in the St. Joseph City Hall. Members Present: Mayor AI Rassier, Councilors Renee Symanietz, Dale Wick, Bob Loso and Steve Frank. City Administrator Judy Weyrens City Representatives Present: City Engineer Randy Sabart, Finance Director Lori Bartlett, Public Works Director Terry Thene Others Present: Mike McDonald Public Comments: Mike McDonald, 213 13th Avenue SE, approached the Council with questions related to the bills payable for Promotion Resources. He was under the understanding that the Union Contracts that were recently approved did not include a provision for the clothing, yet there are several invoices for City apparel. Weyrens advised McDonald that those are 2008 payables. McDonald stated that that does not help the current situation. Wick advised the public that the employees did waive the clothing allowance for 2009. Frank added that they also agreed to a 0% pay raise for 2009. Approval of the Agenda: Symanietz made a motion to approve the agenda; seconded by Wick and passed unanimously. Consent Agenda: Rassier made a motion to approve the Consent Agenda. The motion was seconded by Symanietz. a. Minutes -Requested Action: Approve the minutes of the February 19, 2008 City Council Meeting. b. Bills Payable -Requested Action: Approve check numbers 041357-041387and EFT numbers 000246-000250. Discussion: Loso questioned the bills related to the St. Bens Sewer charges as this is an ongoing situation. Weyrens stated that the City is working on the Sewer Use Agreement and staff will meet again on Monday to discuss this. The motion passed unanimously. CITY ENGINEER REPORTS Comprehensive Sewer Studv: City Engineer Randy Sabart presented the Council with a revised proposal to prepare a Comprehensive Sewer Study. Sabart stated that the St. Joseph Capital Improvement Plan for the past two years has included the preparation of a Sewer Study. The proposal includes the completion of a Comprehensive Sewer Study for the growth areas in town. Sabart stated that their proposal includes a 2 prong approach: 1. Analysis -Determine what are the sewer needs based on size and layout. 2. Sanitary Sewer Model -Evaluate future development and future decision making with capital improvement regarding infrastructure. According to Councilor Frank, it is important to have these types of things ready for new businesses. Sabart explained that generally this is done on a project by project basis; however, this study would allow the City to look out further rather than to the immediate development. Frank made a motion to authorize the completion of a 20-Year Comprehensive Sewer Study at a project cost of $ 49,955. The motion was seconded by Wick. Discussion: Loso questioned whether or not the study will show the existing deficiencies as well when studying the future districts. Sabart advised Loso that they will not be analyzing the existing March 5, 2009 Page 2 of 4 system as the new areas do not impact the existing system. They plan to focus more on the immediate growth areas. The motion passed unanimously. North Corridor - Scopinq Document: Sabart stated that the Consultant working on the North Corridor Study has completed the draft environmental documents which have been submitted to the Federal Highway Administration for review. As stated at the last meeting, the Federal Highway Administration commented that the projected road demands do not meet the needs for a four lane road. Therefore, the document has been amended to still allow for the right-of-way for a four lane road, but change the purpose and need to a two lane construction. This change would move the study forward and allow the City to build at four lane road at some time in the future if the demand is present. Sabart stated that the next step is to submit the draft document to the FHWA and MnDot for review. They will then have 30 days to review the document before it is sent for agency review. The next step is the first tier of the EIS. Wick clarified that the document was updated with the maps from the Comprehensive Plan. Weyrens stated that they used the final one. Frank made a motion to authorize execution of the draft document so that it can be circulated for review and comments. The motion was seconded by Symanietz. Discussion: The draft document states that the City is currently updating its Comprehensive Plan to which Frank stated that it is already completed. Wick clarified that the City will have one more chance to make comments once it has been circulated for review. Sabart also advised the Council that construction of the North Corridor is out of the 2035 plans. The motion was passed unanimously. Sabart stated that APO staff has placed the North Corridor on the High Priority List, making it eligible for federal funding. Representative Bachman's office has requested information on this project including a project narrative. Sabart is working with the APO staff to provide the necessary information for possible accelerated funding. Finance Policies: Weyrens stated that staff has been working on preparing a financial policy book which is required under GASB standards. Finance Director Lori Bartlett stated that the polices were derived from a number of resources including the State Auditor's Office, League of Minnesota Cities, surrounding communities and national resources. Loso stated that he likes the document as it answers a lot of questions that he had. Frank stated that it is a fine document; however, he questioned the daily limit for each card as well food purchases. Bartlett stated that, in the past, the limit was $500 and it was raised to $1,000. Food purchases require a detailed receipt showing what was purchased. If there is not a receipt, the employee would be responsible for reimbursing the City. Wick stated that there were some differences between the Union Contracts and the proposed Travel Policy. Weyrens advised Wick that the Union Contract would supersede the policy itself. Symanietz made a motion to approve the financial policies as presented. The motion was seconded by Wick. Discussion: Wick questioned Bartlett whether the investment policy that was previously approved was the same as the policy included with the other financial policies. She advised him that it is the same; however, it was formatted to fit in with the financial policies. Frank questioned whether long distance calls were addressed to which Bartlett stated it was not as overnight stay is not common. The motion passed unanimously. MAYOR REPORTS - No Report March 5, 2009 Page 3 of 4 SYMANIETZ COUNCIL REPORTS Park Board: Symanietz reported that the Park Board met and they have been discussing the need for additional playground equipment. She also stated that they are hoping to get more Park Dedication Fees. WICK EDA: Wick stated that the EDA met and they had a property owner present at the meeting and they were able to have a conversations regarding future commercial/industrial development. Another property owner is scheduled to attend the next meeting. They have been continuing to work on the impact of the residency requirement of CSB and SJU. LOSO - No Report FRANK APO: Frank stated that the APO meeting was cancelled. Council Workshop: Frank reported that the Council met in a workshop session prior to the Council meeting at which they discussed various fees. As a group, they are looking at the budget and they plan to present the different alternatives to the public. He stated that every line item is being looked at. ADMINISTRATOR REPORTS Development Agreement Amendment - Coborn's: Weyrens presented the Council with an amendment to the Development Agreement for Coborn's. In 2008 the City entered into a Development Agreement between the City of St. Joseph and Coborn's. The Agreement detailed the future development requirements for the plan entitled Coborn's Realty Plat and was originated to facilitate the construction of the Centracare Medical Facility. The executed agreement included provisions at the time of a second building permit in the Coborn's Realty Plat and it was anticipated that the second permit would be that of Coborn's Store. Since that time, the City has received a request from the Central MN Federal Credit Union (CMFCU) to construct a 7425 branch facility on the lot north of Centracare. The construction of a branch facility is consistent with the proposed uses submitted with the original PUD. In order to move forward the CMFCU project, the City needs to amend the original Development Agreement to change requirement improvements tied to the second building permit to the third building permit as the requirements relate to a large retail facility, of which CMFCU is not. The requirements include: north/south access to Elm Street, balancing of the Storm Water fees and extension of WAC/SAC incentive until June 2010. Wick stated that the Planning Commission has reviewed the development plan for CMFCU and it will be a great asset to the City of St. Joseph. Wick made a motion to authorize the Mayor and Administrator to execute the amendment to the Developer Agreement between the City of St. Joseph and Coborn's Realty. The motion was seconded by Symanietz. Discussion: Loso questioned the background on this. Weyrens stated that Coborn's purchased property and divided it into three parcels: Future Coborn's site, Centra Care and an additional third building. Coborn's will still have the largest lot. The Credit Union intends to build right away and be open for business by the end of the year. The motion passed unanimously. March 5, 2009 Page 4 of 4 EDA Summary: Annually, the EDA provides the Council with a summary and that was provided to the Council and intended as FYI. Budget Items: Rassier suggested that they meet again to have more discussion relating to the budget items. Loso stated that it would be helpful for him to have numbers showing the projections for the next year or so. According to Rassier, the numbers that they have been given for 2010 are pretty realistic and the City should plan on using those numbers. Weyrens advised the Council that the Public Hearing to discuss the fees is scheduled for April 2, 2009 and the Council could consider continued discussion after this hearing. Summer Recreation Program: Weyrens reported that she met with the Boys and Girls Club regarding the Summer Recreation Program. Due to lack of participation and cost constraints, the program has been changed for 2009. The program will be an "a la carte" program which would allow children to take events that they are interested in rather than subscribing to a six week program as in the past. Events will include items such as cooking, soccer, theatre, etc. It is anticipated that the City contribution level would not exceed $ 1,200 which can be funded through the Gambling Fund. The St. Cloud Boys and Girls Club is looking for a commitment if the City is willing to be a partner with a contribution of up to $ 1,200. Frank made a motion to partner with the Boys and Girls Club for summer recreation, allowing the City to contribute up to $1,200 as well as provide copies for programs. The motion was seconded by Symanietz. Discussion: In the past, the City has budgeted up to $5,000 for summer recreation and the City paid the shortfall based on the number of St. Joseph residents. They need to start marketing their program for 2009. Weyrens added that there is a citizen who has offered to facilitate a ball program; however, she is asking that the City help to provide copies for the program. Frank suggested that summer rec information be placed on the City website. Rassier stated that he is not sure if it is a good idea to partner again with the Boys and Girls club for money. In his opinion, they need to ask the state for more funds if they are unable to fund more programs. Frank stated that when he and Margy Hughes worked on the recreation committee, they suggested budgeting $10,000 for summer recreation. That amount was then lowered to $5,000 and now to $1,200. He added that the City should offer more than the basics such as police, fire and snow removal. Residents are in need of these types of programs. He stated that the Boys and Girls Club have done a good job asking local businesses for donations. He stated that all budget items need to be on the table; however, he believes that this was already cut enough. Frank added that the City is also working on Collaborative Efforts for such programs. The motion passed unanimously. Elections: Weyrens reported that she recently attended a meeting at Stearns County relating to elections. Mark Ritchie from the Secretary of State Office was present to discuss the recount procedures. They were advised that in 2010 Election Officials should be prepared for a recount in the Governor's race. Election Officials should also be prepared to implement new voting procedures regarding absentee ballots. . Continued Discussion of Budget Concerns: The Council will meet again on April 16 at 5PM to continue their discussion on budget concerns. Ad~iourn: Symanietzlnade a motion to adjourn; seconded by Wick and passed unanimously. ~C Judy eyrer~s A~mi istrator