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HomeMy WebLinkAbout12-04-08December 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 City 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 follows: a. Minutes -Approve the minutes of October 16 and November 6, 2008. b. Bills Payable -Approve check numbers 041004-041065 and EFT numbers 040423-040428. c. Surplus Property -Declare the VHF radio equipment surplus property, offering the sale of the same though sealed bids. d. Malt Liquor License -Issue Malt Liquor, cigarette and amusement license based on the attached list for the license period January 1, 2009-December 31, 2009. The motion was seconded by Symanietz. Discussion: Wick questioned the license for the St. Joseph Liquor Shoppe to which Weyrens stated that license will be approved in June with the other liquor licenses. The motion passed unanimously. CITY ENGINEER REPORTS APO Tac Meetinca: 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. ADMINISTRATOR REPORTS Refuse Bids: Weyrens presented the Council with a summary of bid results for providing refuse service. Previously the City solicited bids for services with options of providing one, two or three year contracts. The proposal required that the level of service remain constant to what is in place today. That is, a pring and fall clean up, appliance pickup and Christmas tree pick up must be included in the bid prices. Haulers were asked to bid two different levels of recycling service, with one a single sort cart service and the other a two sort bin service. Weyrens stated that the lowest bid for single sort service is Allied Waste and the lowest bid for the two sort is Bueckers Sanitation. Allied Waste also bid the service using a new recycling bank option as well. Rassier questioned how the program works. Frank stated that the program is used in New York, Nebraska and Pennsylvania. Jamie Phenow, Allied Waste, stated that it is being used in cities such as Eden Prairie and Bloomington as well as the Mall of America. The recycling bank option would cost residents $1 more/month. Phenow stated that residents would receive coupons for various stores such as Cub and Target based on the amount of recycling in the City. Residents would see approximately $20- 30/month in coupons and they are able to choose which coupon they would like. The program was started by a College Student as part of a school project. 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. 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 a discount only on the smaller cart. When questioned about offering a bag system, Weyrens stated the program was discontinued as residents shared the service, or placed their refuse in someone's container. However, when the sping and fall clean up occurred, they used that service. Therefore, they were benefitting from the service but not contributing to the overall cost. Schultz questioned whether they would continue to offer a spring and fall cleanup as well as the appliance pickup. Weyrens stated that they would offer those services. Wick questioned if the City is bound by bidding regulations and what is the process for moving forward. Weyrens stated that the City is not required to accept the lowest bid. The Council must accept one hauler so that the contract may be prepared. Wick stated that the residents have an opportunity to recapture the refuse cost by participating in the recycling program. Frank made a motion to accept the bid from Allied Waste with the recycling bank option and authorize staff to prepare the contract for period January 2009 through December 2011. The motion was seconded by Wick. Discussion: Schultz questioned 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 Adopting the final budget for 2008, Collectible in 2009. The motion was seconded by Symanietz. Discussion: Schultz questioned the additional special levy for PERA. He questioned if PERA is included in the general levy. Weyrens stated that it is part of the tax levy and the City in the past has included this amount in the budget. The special levy represents the recapturing of the increase funding needed to keep PERA solvent. Bartlett advised the Council, that the PERA % is set by law. She added that PERA has increased over the past seven years. Schultz stated that sales tax funds are not accounted for to which Weyrens stated that sales tax funds must be used for capital projects. Frank questioned how the City could use those funds for basic services if they are needed for basic services. Rassier stated that it would take an act of legislature. The motion passed unanimously. Holidav Decorations: Weyrens stated that the Council previously approved the purchase of new holiday decorations. She suggested advertising the old items as surplus property in the League Bulletin. Rassier questioned whether the old items could be used in other areas of town. Weyrens stated that they would need to do some work to the light poles 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 Partv: 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. Adjourn: Symanietz made a motion to adjourn at 8:00 PM; seconded by Frank and passed unanimously. >~ ~ ` ~~ G ` J y eyre~ m' istrator