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HomeMy WebLinkAbout[04a] Minutes Council Agenda Item 4a MEETING DATE: October 15, 2009 AGENDA ITEM: Minutes -Requested Action: Approve the City Council minutes of October 1, 2009. SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: BACKGROUND INFORMATION: BUDGET/FISCAL IMPACT: ATTACHMENTS: Minutes -October 1, 2009 REQUESTED COUNCIL ACTION: Requested Action: Approve the City Council minutes of October 1, 2009. October 1, 2009 Page 1 of 5 Pursuant to due call and notice thereof, the City Council for the city of St. Joseph met in regular session on Thursday, October 1, 2009 at 7:00 PM in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Rassier asked the Council to take a brief moment of silence for those in the hurricane areas. Public Comments: No one present wished to speak. Approval of the Agenda: Symanietz made a motion to approve the agenda. The motion was seconded by Wick. Discussion: Rassier reminded the Council that the closed meeting has been cancelled. The motion passed unanimously. Consent Agenda: Loso made a motion to approve the consent agenda as follows with the addition of the minutes of August 12 and minor changes to the minutes of September 17: a. Minutes -Approve the City Council minutes of August 12 and September 17. b. Bills Payable -Approve check numbers 042015-042069 and EFT numbers 000325- 000329. c. Fire Relief By-Laws -Authorize the Mayor and Administrator to execute the reinstated By-Laws changing the definition of a surviving spouse. d. Transfers -Authorize the 2009 operating, residual and inter-fund transfers as presented. e. Gambling Application -Accept the Application for Exempt Permit for the CSB/SJU Ducks Unlimited for an event to be held at Sal's Baron October 20, 2009. The motion was seconded by Frank and passed unanimously. Allied Waste/Recvcle Bank Update: Rob Gensch, Midwest Regional Manager for Recycle Bank and Jamie Phenow with Allied Waste approached the Councilors to give a brief update on the Recycle Bank program. Gensch stated that Recycle Bank is now engaged in town and they are glad to be a part of the City's recycling efforts. He began by showing a brief video of their company. They appeared on Oprah back in April. Gensch added that they are working to expand their business in Minnesota. Between the Cities of St. Joseph, Sartell and Sauk Rapids, there are approximately 5,000 homes using the program. Gensch advised the Council that the residents in Sartell and Sauk Rapids are able to patronize the businesses in St. Joseph and St. Joseph residents can do the same in those cities. He then stated that there are 80,000 homes in the Twin Cities who are currently using the program as well. Gensch gave a brief presentation of the history of the recycling patterns in St. Joseph. The Recycle Bank program began in St. Joseph in April 2009. He provided the Council with a comparison of the recycling from April-August of 2009 to those same months in 2009 and stated that the numbers are up 25%. Nationally, however, the recycling numbers are down year after year. In order to be participants of the program, residents must recycle a minimum of one time each month. Currently the activation rate is 65%. Residents were sent an activation mailer and the activation rate is based on the number of residents that either called or went online to activate their recycle bank account. There is an additional 20% that are recycling who are not yet active. Gensch stated that they will be conducting an outreach effort in which they will be trying to contact those customers who are not yet active via telephone to remind them to register. He added that they would like to be at 75% active within a year. Of the rewards that have been redeemed in August, 42% remained local. Some of the local businesses that have partnered with Recycle Bank include Kay's Kitchen, Bo Diddley's and Lee's Ace Hardware. He also stated that they will be doing more outreach to add more merchants as well. They also have a Visa Card available to residents and they will be able to accrue additional rewards when visiting the participating merchants. October 1, 2009 Page 2 of 5 Phenow approached the Council to discuss how things are going from the hauler's side of things. Overall, there is less newspaper being recycled and that is due to more people reading online. He added that, nationally, tonnage is going down. This is also a result of more plastic being used than glass. The amount of material that is pulled from St. Joseph that is recyclable has leveled out around 30%. In conclusion, he stated that they, Allied Waste, have a good relationship with Recycle Bank and believes this is a good program. Symanietz stated that there are some residents whose bins are overflowing. She questioned whether or not they can request an additional recycling bin. Phenow replied that residents can request an additional cart; however, there is a charge associated with that. Gensch added that they would be glad to reward points for additional recycling. Frank addressed several questions. The normal percentage of material thrown away is about 3%. Using the new program, it is close to 6%. Frank questioned the rejection rate when using the old recycling system in which residents had to sort their recyclables. Phenow stated that it was close to 6% and that is due to the glass market as green glass is hard to get rid of. He added that some people put garbage in with their recyclables. He also added that certain plastics are hard to get rid of. Frank then stated that he has not used his points as he is saving up for something big. He questioned the possibility of having unused points given to the food shelf or any points not used by the end of the year be used for public use. Gensch stated that they take their privacy policy very seriously and do not give out information regarding individual homes. He advised the Council that they do have two programs available for giving back to the community. 1. Donation to non profits -Any 5013C Business is able to be a donation partner and it is free to participate. They simply need to fill out a form and if they are in fact a legal non-profit they can have donations made to their organization by customers. 2. Green School Program -This program is a way to reward schools who have green initiatives and is available to any entity who qualifies. Gensch stated that he encourages businesses and residents to participate in the program. Frank questioned what happens to the unused points when a resident moves. Gensch replied that people are now allowed to take their points with them. If their hauler does not offer Recycle Bank, they can apply for a Gconomy Visa and continue to earn points. Loso questioned Phenow as to the cost savings to the residents for the spring and fall curbside pickups. Phenow stated that generally 18 additional ton of trash is collected and it costs approximately $85/ton to get rid of the items plus the cost of the pickup. He added that they collect approximately 150 appliances every spring and fall. According to Phenow, the tonnage collected on those special collection days has been decreasing. Wick questioned whether the application for the Green School program is available online. Gensch replied that it is available online and October 15 is the deadline. He added that they must have a green initiative in place at the time of application. Gensch advised the Council that the College of St. Benedict just came online as a participating business. They have agreed to offer 2 for 1 ticket to winter sporting events. In conclusion, he stated that he appreciates the City's participation with Recycle Bank and Allied Waste. Police Chief Reports - No Report Finance Reports October 1, 2009 Page 3 of 5 Bartlett advised the Council that the City recently received its Police and Fire aid. She added that they will be receiving some of the state aid shortly and, in October; they will be receiving the first half of the market value credits. City Engineer Reports Comprehensive Sewer Studv: Sabart stated that the St. Joseph Comprehensive Sewer Study is complete and presented the Council with a brief overview of the Study. The focus of the Study was to develop a sanitary sewer collection system computer model for future development. This included identifying potential pipe sizes to accommodate future system flows, optimize alignment and location of future pipes and determine the need, location and preliminary pumping capacity of lift stations. They relied on information obtained in the 2008 Comprehensive Plan relating to Land Use, 2-foot contours, aerial photographs, USGS topographic maps, National Wetland Inventory Map, and main lift station sewer flow monitoring info. The study area was comprised of 6 Districts from the 2008 Comprehensive Plan Update which amounts to approximately 9 square miles. The areas included in the study area are: • District 1 -Area southwest of I-94 • District 2 -Between CR75 and I-94, W of CSAH 2 • District 14 - SE area (12th Avenue to Sauk River) • District 15 - NE area (CR75 to CR133) • Part of District 4 -West of College of St. Benedict • Part of District 5 -East of new CSAH 2 Sabart added that by using the Land Use Plan, they were able to determine flow as each land use type is associated with an estimated flow rate. He explained that they used 50 year planning rather than 20 year planning as the lifetime of the pipe is approximately 50 years. In fact, some of today's materials may last even longer. Loso questioned whether the average sewer pipe is designed for 50 years to which Sabart stated that the newer materials are and it is the expected life of the clay pipes that have been used in the past. On the East Coast, Sabart stated that some of the pipes can last nearly 100 years. They don't last nearly as longer here due to the climate conditions and the ground water. The new PVC pipes have only been on the market since the 1970's so it is not known for sure how long they will last, but they do have a better joint system. According to Sabart, the study area was reduced into 25 different sewer sheds (districts), similar to the Comprehensive Planning Districts. Using the computer model and background information, they were able to identify probable locations for future pipes, analyze anticipated wastewater flows and determine preliminary pipe size. They estimate the pipe size at 85% full to allow room for growth and change inflow. Sabart explained that the Sanitary Sewer Pipe Size Map [Figure 1 of the study] is the meat and potatoes of their efforts as it is the road map for the anticipated locations of the sewer pipes. He added that this is just a proposed arrangement and it can be adjusted to fit the development plan. There may be some lift stations needed in some areas due to hilly terrain. Sabart also addressed the portion of County Road 75 crossing to the Main Lift Station which has been identified as a critical flow location. This is a critical link and the existing pipe is a 12-inch diameter pipe. He added that this has been identified as a 2010 CIP project. According to Sabart, there are two options for the upgrade; increasing the pipe to either a 30-inch diameter or 42-inch diameter pipe. Sabart advised the Council that this is not urgent so there is time to plan ahead for the upgrade. He added that it would be better to make an early decision on infrastructure and construct the larger pipe now rather than later. When looking at the sewer flow over the past six years, Sabart stated that they were able to predict 20 years into the future. The current pump station is adequate to handle the projected increase. The lift station; however, is 20 years old and there is fear that the equipment will become obsolete before it is in need of replacement. He added that the force main will need upgrading in the future as well. In conclusion, Sabart stated that they will work to develop a flow model of the existing collection system, continue to monitor flows in the system to develop system upgrade timelines and implement a lift station annual flow testing program to confirm station pumping capacity. October 1, 2009 Page 4 of 5 There were several questions raised by the councilors. Wick questioned why they studied only certain areas and whether or not the areas closer to the City limits were already studied? Sabart stated that the existing system has not yet been studied and that will be much more labor intensive. It was stated that they used the portion of the Comprehensive Plan relating to Land Use when completing the study. Wick then questioned why the sewer map shows pipe being stubbed into open space. Sabart stated that they still looked at the St. Ben's property and indicated where the pipes could be placed to show that we have the capacity to do so. Wick then questioned why the open space near St. John's was left as open space. Sabart stated that they looked at current space that is shown as open space not areas that are "preservation" areas. Wick questioned why the area near the school and Klinefelter Park were left as open space as well. Sabart advised Wick that those areas have already been analyzed. Frank questioned when the decision has to be made regarding the size of the pipe to the main lift station. Sabart replied that it should be done within the coming year. The concern of Public Works is that the pipe is already undersized. The pipes going west or southwest will be driven either by development or preemptive plans to install utilities. Frank questioned how the sewer use plans will change if there is a shift from single family homes to more multi use homes. Sabart stated that if the land use changes, the plan will change accordingly. He added that it is important to have a land use plan to use as a guide when looking at utilities. Frank questioned how the high efficiency washers and dishwashers will affect the sewer use. He responded that by using less water, it will free up some sewer capacity. Sabart stated that they used the standard of 100 gallons/day when doing their analysis. The St. Joseph average is closer to 60 gallons/day. Rassier questioned when the Council would receive the paper copies of the aforementioned study. Sabart stated that they will make some minor changes and then have them printed and ready for distribution. Water Issues: Frank stated that they have had brownish colored water at times. Frank questioned why the water in their area has been discolored. Sabart replied that, since the new Water Filtration Plant went online, the flow in the pipes has moved in a different direction. The discoloration is due to years of accumulation in the pipes that is now loosening. Frank discussed an article that he recently read in the Tribune regarding the process that the City of Shoreview uses to flush their system. Sabart stated that he is not familiar with the routine for flushing in the City of St. Joseph. He added that because Frank is in an older neighborhood, there are fewer valves to open. Loso stated that due to the location of the Filtration Plant, everything is being back flushed. Rassier added that it is also due to the piping in his area as it is the one of the last to be replaced. Mayor Reports Joint Area Cities Meeting: Rassier reported that he, along with the rest of the Council, attended the Joint Area Cities Meeting in Rockville. Prior to the meeting, the area mayors met for an open forum at which they discussed many of the issues in St. Cloud. Overall, there were not too many regional questions. There was a presentation about the County's health system as well as an H1 N1 update. FRANK Council Reports Joint Area Cities Meeting: Frank stated that he also attended the Joint Area Cities meeting and that he was impressed by the County Health Official. He questioned whether the Police Department received their N95 masks? Jansky stated that they have received 100 masks and they will be receiving training. He added that he will be drafting a policy regarding the OSHA regulations. They will need to do this every year rather than waiting until it gets to the pandemic stage. City Codes: As many of the Cities work together on codes and fees, he stated that it would be a good idea to have a standardization of codes and fees. Bvlaw Change: Frank stated that the changes to the Fire Relief Bylaws were difficult to identify as they were not marked. Frank asked that for future changes, the changes be shown. Weyrens stated that generally the stricken copies are provided as well. October 1, 2009 Page 5 of 5 Termination of Police Officer: Frank wished good luck to the Officer that will be leaving the department. He added that there are some decisions that will need to be made regarding the open position. LOSO APO Meeting: Loso stated that he attended the APO Meeting at which they discussed the Metro Bus. He added that CSB and SJU have had discussion with them regarding the possibility of offering bus services to the students. This may lead to future discussions with the City. WICK Wind Energv Forum: Wick reported that he attended the Wind Energy Forum in Rice. There were about 60 people present and he found it to be very informative. Millstream Arts Festival: Wick thanked those that helped out with the Millstream Arts Festival. SYMAN I ETZ APO Meeting: Symanietz reported that she also attended the APO meeting at which they received an update on the Desoto Bridge. The cost of the project is anticipated at $19.8 million. The deadline is November 1 and they were told that they are on track for the project. There will be bike/walking trails along both sides of the bridge as well as four pedestrian overlooks. Administrator Reports Planning Commission Packets: Weyrens advised the Council that the Planning Commission packets for the October 5, 2009 meeting have been delivered and the information is also available on the City website. Adiourn: Loso made a motion to adjourn at 8:20 PM; seconded by Symanietz and passed unanimously. Judy Weyrens Administrator