HomeMy WebLinkAbout01-17-08January 17, 2008
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Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session
on Thursday, January 17, 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: City Engineer Randy Sabart, Public Works Director Dick Taufen, Finance
Director Lori Bartlett.
Others Present: Maritime Woida, Thom Hanssen, James Rosenberger
Approve Agenda: Symanietr made a motion to approve the agenda with the following
additions/deletions:
Add 9e Gambling Application for Exempt Permit for the Minnesota Darkhouse ~
Angling Association for event on February 1, 2008
The motion was seconded by Wick and passed unanimously.
Public Comments to the Agenda: No one present wished to comment
Consent Agenda: Symanietr made a motion to approve the consent agenda as follows:
a. Minutes -Approve the minutes of November 29 and December 13, 2007 and January 3,
2008.
b. Bills Payable -Approve check numbers 000107-000113 8 039787-039861.
c. Quarterly Finance Position -Accept the 4th Quarter 2007 financial positions as
presented.
d. Treasurer's Report -Accept the December 2007 Treasurer's Report as presented.
e. Transfer -Authorize the transfers relating to the escrow Sand Companies paid for the
2007 Jade Road project turn lanes and the fire department chargebacks.
f. Preliminary and Final Plat -Authorize execution of the final plat entitled SRM, an
administrative plat clarifying legal descriptions.
The motion was seconded by Frank and passed unanimously.
BFI/Allied Waste, Request to extend contract: Weyrens stated that, in December, BFI, the City Refuse
Hauler, requested that the City convert to the single-sort recycling program. Due to capital costs of the
recycling containers, BFI is requesting that the City enter into a new 3-year agreement with a .50 cent
increase per resident per month. Weyrens advised the Council that while the refuse hauler is only
increasing the rate .50, the City will need to increase the refuse rate $ 1.00 per month to help cover the
subsidized senior citizen refuse.
The Council has three options to consider:
1. Leave the contract in place and bid the service in October 2008 as originally planned.
2. Terminate the existing contract and enter into a new 3-year contract.
3. Terminate the existing contract, by mutual consent of BFI, and bid the service at this time.
It was noted, that resident Michael McDonald, is in favor of the new single-sort recycling program.
With reference to the service being provided to the City, Frank stated that he has heard only favorable
feedback from residents. He also added that, currently, senior citizens receive a reduced rate for refuse
service, but they must choose the smaller garbage can. According to Frank, some senior citizens have
more disposable income than some of the younger families and thus, he questioned whether or not the
City could offer a discounted rate to anyone, regardless of age, if they chose to go with the smaller refuse
container. Weyrens replied that, to offer such a discount, would create a huge funding gap which would
January 17, 2008
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need to be recouped through higher user fees or tax levies. Frank stated that if the City is offering a
discount based on financial need, it is his opinion they are targeting the wrong group of residents.
Based on the proposed change, Wick stated that he is uncomfortable starting a new contract at this time.
He questioned why there would be an increase of $1.00 to residents as they would only receive recycling
pick-up every other week and the purpose of the new recycling program is enhanced automation thereby
reducing staff time. Frank stated that although there may only be an increase of $1.00 for the first year,
they would need to look at the financial impacts over the next 2 years as well.
Schultz clarified that there are no guidelines requiring the City to bid the service before entering into a
contract. Weyrens stated that contract services do not require bidding, but it may be financially
advantages for the City to do so. Rassier stated that he too has received many calls from residents all
stating support of the refuse hauler. However, the matter before the Council is not regarding the
performance of the company, rather the financial impact of amending the current contract and as
stewards of the resident's resources Rassier concurred with Wck that the contract should not be
amended at this time.
Councilors questioned BFI representative Jamie Phenow if he would consider terminating the current
contract allowing the service to be bid by any contractor. Phenow stated that there would be no
advantages to BFI if the contract were terminated and bids are requested. Frank encouraged the City
staff to consider the rate structure if fees were reduced for residents using smaller containers.
Wick made a motion to leave the current contract in place and bid the service in October as
originally planned. The motion was seconded by Frank and passed unanimously.
CITY ENGINEER REPORTS
Update - MnDot ROW, 2003 Watermain: Sabart reported that he previously discussed with the Council
an outstanding item on the 2003 Watermain Extension project, whereby MnDot has indicated the City has
not executed the required land lease for the piping. Since the last Council meeting staff has contact
MnDot requesting to purchase the property over which the pipes are installed. If the City is required to
enter into a lease agreement, the lease will cost an estimated $ 96,000. Purchasing the property would
seem to be a better option. MnDot representatives have indicated that they are required to maintain 25
feet from the center line of the rail on each side. If the pipe is lying outside of the 25', the City is eligible to
purchase the ROW. MnDot also indicated that they will have legislation in 2008 to increase the required
footage from centerline to 50'.
MnDot has requested to meet on site to review the matter before they can commit to the purchase.
Therefore Sabart will meet with representatives of MnDot and report back to the Council. Weyrens stated
she questioned if MnDot has an established purchase rate and was told that each district has a different
price and the representative did not have St. Joseph's district before him. He indicated the price will be
similar to commercial property in the area.
Aoencv Agreement, Field Street: Sabart stated that, previously, the Council approved the 4(f) Study for
Field Street Corridor Study as well as the analysis of the minimization alternatives. As this is a federally
funded project, MnDot requires the execution of an agency agreement detailing the changes to the
original contract including funding impacts.
Frank made a motion to approve Resolution 2008-001: Resolution for Agency Agreement. The
motion was seconded by Rassier.
Discussion: Frank clarified that the amendment would not change the scope or financing of the
project and does not cause any substance/policy changes to the agreement. Sabart
responded that the amendment only authorizes the funding changes for the detailed
environmental study, 4(f), analyzing the minimization alternatives.
The motion passed unanimously.
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MAYOR REPORTS - No Report
COUNCIL REPORTS
SYMAN I ETZ
League of Minnesota Cities Planning Committee: Symanietz reported that she attended the latest
planning meeting for the LMC annual conference at which they went to see the site in Rochester where
the conference will be held.
Stearns County Municipal League: Symanietz stated that she attended the Stearns County Municipal
League meeting at which they held their election of officers. They also had a presentation by a
representative of the Great River Regional Library. She learned some interesting facts which she shared
with the Council
^ There are more libraries in the United States than there are McDonalds.
^ There are more than 30,000 cardholders in Stearns County.
^ In their library system, they have more than 900,000 items to be checked out.
^ In 2007, more than 1,000,000 items were checked out within Stearns County.
Frank stated that he recently met with Mike Williams from St. Cloud. He was amazed at how the use of
libraries is skyrocketing. He added that only 10% of the information available at the library is available on
the web. Symanietz also mentioned that several people go to the library to access the Internet as well.
WICK
Economic Development Partnership: Wick reported that the St. Cloud Partnership held a science initiative
on January 10 at the College of St. Benedict. At the last meeting, a representative from St. Cloud State
gave a brief presentation about the regional economic forecast. The presenter stated that the
representatives of the State of Minnesota indicated that we are in a recession and he stated that it may
be too quick to make that assumption as he is not sure the economy is at that point yet.
SCHULTZ - No Report
FRANK
Committee Assignments: Frank stated that he spoke with several residents who have stated that they
applied to be on different boards/commissions and were told that they would be considered when there
was an opening. Many of them feel that they were not considered for previous openings. Weyrens
advised the Council that applications are kept for 6 months, after that they would need to re-apply. Wick
suggested that the City keep a list of those interested in the various boards/commissions rather than
requiring a new application when another position becomes available.
City Website: Frank stated that he understands that it takes staff time to add additional information to the
City's Website; however, he stated that he would like to see more information and reports made available
to the public on the City's Website.
ADMINISTRATOR REPORTS
2008 Fee Schedule: Weyrens advised the Council that staff has made some significant changes to the
proposed fee schedule since it was previously presented. The proposed schedule will encompass all fees
that are charged for services within the City. Frank clarified that there will be little to no changes for
residents. Weyrens replied that the most significant changes will affect new construction and rentals.
Frank then stated that the City must be careful that costs for new construction are not too high, driving
people away from St. Joseph. Wick added that businesses are choosing not to build in St. Joseph due to
the costs to which Weyrens stated the Council may look into incentives for new businesses.
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Weyrens discussed the following changes:
^ Temporary Gambling Tax: This fee would now be charged when an application for exempt permit
is received for Council approval.
^ Charge for filling pools: Weyrens stated that the City has been receiving more and more requests
for the Fire Department to fill pools. This is a new fee as the City needs to capture those costs to
include the equipment used.
^ Accident Reports: Weyrens stated that we are only allowed to charge $0.25/page.
^ Housing/Rental: According to Weyrens, these costs have not increased in years. There seem to
be more and more inspections needed to ensure compliance thus more expenses are being
incurred.
Frank questioned whether the charges for pet licenses were changed to which Weyrens stated they did
not.
Weyrens stated that there were several changes to the costs associated with Land Use/Development.
^ Amendment/Rezoning: This fee was increased due to costs for mapping and hearing notices, etc.
^ Annexation Fees: Weyrens stated that this was broken down by whether or not the areas being
annexed are in the orderly annexation area. If the City forwards an annexation to the MN
Planning that is not in the OA area, they charge the City double, as they have to open a new file.
Therefore it makes sense to charge different fees for areas outside the OA.
^ Flood Plain: The current Ordinance requires a fee but one has never been established.
^ Interim Use Permits: Weyrens advised the Council that these fees were increased due to the
increased costs associated with publishing and mailing the public hearing notices.
^ Lawn Deposits/Escrow: This fee was added due to increasing problems with yards not being
established in some of the new developments. Weyrens stated that this is not common, but other
cities are also struggling with the same issue.
^ Preliminary Platting Fees: Weyrens advised the Council that platting fees have been changed
based on the size of the plat as it costs more for hearing notices and mailings for the larger plats
than it does for smaller ones. They will be classified as either a major or minor plat for future
plats.
^ Final Plat: A fee has been added for final plats as some developments may contain several
phases and it may take a few years before the final plat is submitted for approval.
^ Special Use Permit or Variance: Weyrens reported that these fees were increased due to the
increased costs associated with publishing and mailing the public hearing notices.
^ Site Plan Review: These costs are associated with commercial and industrial plan reviews. It
costs money for staff to review their plans and, in many cases the plans are submitted and found
to be incomplete resulting in more staff time. The Councilors requested that the fee be changed
to $250 with a $750 deposit instead. Frank questioned how long their deposit is held to which
Weyrens stated it would be held until a developer agreement is executed.
^ Storm Water Development Fee: Weyrens stated that the fee schedule will include clarification that
a development credit is applied equal to the investment that is put into the system.
^ TIF: Wick clarified that it be divided into those projects less than $750,000 and those equal to or
greater than $750,000.
^ Tax Abatement: Weyrens stated that this fee has been added to be more consistent with the
Ordinances.
^ Vacation -Public ROVI~ This fee has been changed from cost to $500 as it is becoming more
frequent.
There were also some significant changes made to the fees associated with Licenses and Permits.
^ Building Permits: The fee scheduled has been changed to give a more structured fee schedule.
Weyrens also added that the plan review fees for residential permits have been changed from
10% to 25%. Most cities charge a 65% plan review fee.
^ Compost Permits: Weyrens stated that the City will need to look at finding a new compost site as
the current site is nearing capacity. One option to extend the use of the compost area is to
change the participants that can use the area or increase the fee for adjoining Townships.
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The City has a working agreement with St. Joseph Township and it would be reasonable to
charge the same fee for both St. Joseph City and Township. St. Wendel however, does not have
an agreement with the City and has an outstanding invoice for services. Weyrens recommended
the City increase the fee for St. Wendel Township residents. The Council concurred and also
stated that the continued use should be considered before the area opens in 2009.
^ Liquor License: According to Weyrens, it has been several years since the liquor license fees
-have increased. Rassier questioned the background investigation fee and stated that it appeared
to be too high. Weyrens stated that sometimes the investigations become quite extensive and
require legal opinion. Rassier suggested that this fee be reduced and a deposit be collected as
well in the event that it becomes more extensive.
^ Inspection Fee - Class A Occupancy. Weyrens advised the Council that this is a request of the
Fire Chief due to code changes
^ May Bowle: Although this is not an annual event, the fee has been increased due to increased
alcohol enforcement that would be required if the event were brought back to St. Joseph.
^ Parade Permits: According to Weyrens, the City's former fee schedule required a fee of
$10/entry. After Council discussion, it was decided that there would be no fees associated with a
parade permit.
^ Peddlers License: It was suggested that a $25 fee be charged to those applying for a Peddlers
License. Currently, they are asked to check in with the Police Department and provide the
company name and employee names.
^ Meter Testing: Weyrens stated that this fee has been increased to $100. If the meter is tested
and there are problems, then the City is responsible for the repairs and conversely if the meters
are working, the testing fee is the responsibility of the resident.
With respect to the installation of the new meters, Frank suggested that the City provide
information in the next newsletter as to the removal of the outside meters as they will no longer
be necessary.
^ Water Shut-off/Reconnect Fee: This fee is being increased as $50 does not cover the costs of
staff to disconnect or reconnect water to a property.
^ Water Rates: Weyrens stated that this fee will change as those rates will be converted to gallons
rather than cubic feet.
^ Sewer Rates: This fee is being increased from $3 to $4 based on new features being added.
Symanietz made a motion to adopt the 2008 Fee Schedule as discussed. The motion was
seconded by Wick.
Discussion: Frank questioned why the sewer rates did not increase. Weyrens stated that the City
will be reviewing those rates this summer.
Wick questioned the increase in Council Salaries. He stated that the Council/Mayor salaries
should be increased every two years when there is a change on the Council rather than annually.
According to Frank, it is hard for elected officials to deal with their own salaries. Schultz agreed;
however, he stated that these salaries have already been approved in the 2008 budget. The fee
schedule will be amended to leave the 2008 Council salaries at the same rate as 2007.
The motion passed unanimously.
Pay Equity Report: Weyrens presented the Council with a Pay Equity Report for the City of St. Joseph.
The Minnesota Department of Employee Relations requires all municipalities to submit a Pay Equity
Compliance Report every three years. The purpose of the report is to ensure that males are being
treated equal to females. To assist with the analysis, software is provided and the City is responsible for
data entry. The report must be based on the payroll data as of December 31, 2007. Finance Director
Lori Bartlett has prepared the reported and indicated that the City is in compliance of the regulation.
Therefore, the City is required to accept the report and submit the final data to DOER.
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Symanietz made a motion to accept the Pay Equity Report as presented. The motion was
seconded by Wick and passed unanimously.
Human Rights Regional Office Update: Weyrens stated that she recently received some additional
information relating to the regional human rights office in St. Cloud. They are looking to see if St. Joseph
if comfortable with the proposed layout of the office. Weyrens added that Waite Park has discussed this
and they are not comfortable at this time. If all parties could agree, the Governor was looking to make a
proclamation on Martin Luther King Day.
Wick stated that he has similar concerns to those of Waite Park. He is concerned with the fact that the St.
Cloud office would only be able to handle input of the claim, but it would need to be investigated through
the State Office. He is also concerned with the fact that the St. Cloud Office may not be able to provide
the Educational/Outreach programs that were discussed. According to Wick, in other areas such as
Northfield, Mankato and Moorhead, there are Human Rights Commissions set up that work directly with
the State; however, they do not receive any compensation. Rassier agreed with Wick and stated that the
goals that were originally drafted by the area cities are not being met in their proposed layout. He stated it
would be a mistake for St. Joseph to agree to the layout at this time.
Wick questioned whether or not, based on MN Statutes, a group of Cities can form a commission.
Weyrens stated that they can by using a Joint Powers Agreement. Wick suggested that the City form a
Human Rights Commission within St. Joseph and offer training in the City as well. Weyrens informed The
Council that the office would be located either in Waite Park or St. Cloud as the office should be located
where public transportation is available.
Due to the urgency of the Governor's announcement, Weyrens questioned whether or not the plan is
acceptable to the Council at this time. Rassier and Wick agreed that it is not acceptable as presented
because if it cannot meet the goals, then it would not benefit the City. Although there are some
outstanding issues to work on, Frank stated that he is in favor of the regional office. He said those issues
can be dealt with over the next few months. He then stated that many of the human rights cases do not
go to court, rather mediation. He then questioned where the mediations would take place. Symanietz
reported that, currently, people can begin the complaint process online.
Capital Imarovement Plan: Weyrens stated that the Council needs to meet again to review the
Engineering CIP as well as infrastructure needs.
Public Works Director Interviews: Weyrens reminded the Councilors that they will be conducting 2"d
interviews on January 23, 2008 beginning at 7:15pm for the Public Works Director.
Gambling Application: Weyrens advised the Council that the Minnesota Darkhouse & Angling Association
is requesting the approval of their Gambling Application for a Silent Auction to be held at their event on
February 1.
Frank made a motion to approve the Application for Exempt Permit for the Minnesota Darkhouse
8~ Angling Association for an event to be held on February 1, 2008 at Trobec's Event Center. The
motion was seconded by Wick and passed unanimously.
Adjourn: Wick made a motion to adjourn at 8:45 PM; seconded by Symanietz and passed
unanimously.
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