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HomeMy WebLinkAbout2010 [04] Apr 01April 1, 2010 Page 1 of 7 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Thursday, April 1, 2010 at 7:00 PM in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Members Present: Mayor Al Rassier, Councilors Dale Wick, Renee Symanietz, Steve Frank, Bob Loso and City Administrator Judy Weyrens City Representatives Present: City Engineer Randy Sabart, Finance Director Lori Bartlett and Police Chief Pete Jansky. Others Present: Richard Schwegel, Margaret Wurm, Tom Klein Public Comments: No one present wished to speak. Approval of the Agenda: Symanietz made a motion to approve the agenda with the following additions /deletions: 4(a) Minutes- to be discussed after consent agenda 4(f) Equity Designations — to be discussed after consent agenda Add Ethics Policy — to be discussed after consent agenda The motion was seconded by Loso and passed unanimously. Consent Agenda: Loso made a motion to approve the consent agenda as follows: a. Minutes — Moved for discussion b. Bills Payable — Approve check numbers 042658- 042706 and EFT numbers 000391 - 000395, 000488 - 000489. c. Labor Agreement — Authorize the Mayor and Administrator to execute the Labor Agreement between the City of St. Joseph and LELS. d. Final Pay Application — Authorize the Mayor to execute the final pay application for the 2005 Northland Heights Improvement, making final payment to Erin Contracting in the amount of $13,726.72. e. Transfers — Authorize the 2010 Operating Transfers. f. Equity Designations — Moved for discussion. The motion was seconded by Frank and passed unanimously. Minutes: Wick questioned the minutes of March 18, 2010 with reference to the Ethics Policy. He stated that the motion to table was not passed as a 2:2 vote it not a majority. Weyrens advised the Council that this is still an open item on the table. There were a few other minor corrections noted by both Wick and Frank. Wick made a motion to approve the minutes of March 18 and March 25, 2010. The motion was seconded by Frank and passed unanimously. Equity Designations: Frank asked for clarification on the EDA Equity Designations. He clarified that they did not spend the $9,000 that was set aside and that it was rolled over back into their pot. Bartlett stated that was correct. He stated that it is "great' that they did not spend that money. When the City is looking for every nickel, he stated that those funds should be put back into the "check roll' pot as money that is available. Bartlett advised the Council that they can make a decision to use those funds elsewhere as this is not a restricted use. Frank made a motion to approve the EDA Fund Equity Designation as presented. The motion was seconded by Symanietz and passed unanimously. Ethics Policy: Wick made a motion to table this until April 15, 2010. The motion was seconded by Rassier and passed unanimously. April 1, 2010 Page 2 of 7 Outdoor Liquor Events: Weyrens advised the Council that when the Council allowed for outdoor liquor events to go past 9:30PM, there was one provision, that a public hearing be held regarding the proposed event. She stated that the Council is now being asked to consider two events: • Sal's Bar - Senior Farewell, Saturday May 8, 2010 • St. Joseph Church, Saturday, July 3, 2010 In addition to the request for the temporary outdoor liquor permit, they are also requesting one time liquor license for the period Jul 2 -Jul 5. The purpose is to allow for the set up and tear -down of the event. Weyrens advised the Council that Senior Farewell is an event hosted by the College of St. Benedict and St. John's University at which students can gather to collect and gather to say their goodbyes. She added that the Police Chief has reviewed the request and recommended approval. According to Weyrens, the City has received no written comments regarding either matter. Richard Schwegel approached the Council on behalf of the St. Joseph Parish. Rassier opened the Public Hearing regarding the event to be held at the St. Joseph Church on Saturday, July 3, 2010. There was no one present wishing to speak regarding the event. Symanietz made a motion to close the Public Hearing for the Church of St. Joseph; seconded by Wick and passed unanimously. Rassier questioned Schwegel as to why there is a need for a 5 -day liquor permit to which Schwegel stated that they would like to have a few days for set up and tear down of the event. Wick questioned if they will provide accommodations for those neighbors that wish not to attend the event to which Schwegel stated that they would; however, no one has ever taken them up on that. Jansky advised the Council that the Police Department will conduct business as usual and liquor training will be held for those selling liquor at the event. Rassier stated that he attended the CERT graduation and was advised that their training program would like to assist, if necessary. Frank clarified that all police and clean -up costs were paid for in the past and that they will do the same this year. In addition to the outdoor liquor permit, Weyrens stated that they are also looking for permission to close a portion of College Avenue on the 3rd and Minnesota Street on the 4`h. Wick made a motion to authorize the Mayor and Administrator to execute the Temporary Outside Liquor License for St. Joseph Parish for an event to be held on July 3, 2010 between 6:00 PM and Midnight and to approve the temporary road closures for July 3 and July 4, 2010. The motion was seconded by Symanietz. Discussion: Schwegel stated that they would like to have College Avenue closed at 2PM rather than 4PM due to the fact that there is a mass on Saturday evening prior to the event taking place. The motion passed unanimously. Jody Terhaar approached the Council on behalf of the College of St. Benedict. Rassier opened the Public Hearing regarding the Senior Farewell event to be held at Sal's Bar on May 8, 2010. There was no one present wishing to speak regarding the event. Symanietz made a motion to close the Public Hearing for Sal's Bar at 7:12PM; seconded by Wick and passed unanimously. Loso made a motion to authorize the Mayor and Administrator to execute the temporary outside liquor license for Sal's Bar for an event to be held on May 7, 2010 between the hours of 9:OOPM and Midnight. The motion was seconded by Frank and passed unanimously. April 1, 2010 Page 3 of 7 Financial Advisor Reports: a. Issuance and Sale of $150.000 GO Certificates: Monte Eastvold approached the Council on behalf of Northland Securities to discuss the issuance of the equipment certificate. He stated that this is a relatively small issuance and typically it is more cost effective to notify some of the local banks to get bids. Both Central Minnesota Federal Credit Union and the First State Bank were notified and the First State Bank responded with a bid of 2.75 %. Weyrens advised the Council that this certificate will replace one that is already in place. According to Loso, the current certificate was for a larger amount and thus the impact to residents will be less. Loso questioned whether or not the funds need to be spent on the items listed. Eastvold responded by stating that, theoretically, the funds should be spent as designated. He added that the equipment purchased should meet or exceed the lifetime of the bond issue. Frank questioned whether the bid received from First State Bank is competitive. Eastvold replied that 2.75% is an attractive rate. Frank also questioned the fact that First State Bank is no longer a local bank and whether or not that had an impact on the rate. Eastvold stated that some local banks will not bid on a bond portfolio. Wick made a motion to authorize the Mayor and Administrator to execute Resolution 2010 -008 Providing for the issuance and sale of the $150,000 General Obligation Certificates of Indebtedness, Series 2010A and Levying a Tax for the Payment Thereof as well as execute the sale documents awarding the bond sale to the First State Bank. The motion was seconded by Symanietz and passed unanimously. b. Debt Management Study: Eastvold presented the Council with an annual review of the City's Debt Management Study. In his opinion, all of the debts are in good shape and if the City continues to receive tax levies and special assessments as projected, the City should see no problems in the future. He added that Bartlett prepared a comparison of the debt levied in 2010 vs. those to be possibly adopted in 2011. Her comparison shows a potential reduction in tax levy for 2011. Eastvold advised the Council that when reviews are done by either Moody's or Standard & Poor, they generally look at how fast the City pays off its debt. The current issues extend out to 2028; however, 79% of the bond issues are scheduled to be paid off within ten years. He added that when the City issues new debt, the shorter the time period, the better. Loso questioned Eastvold as to how the City's debt ratio compares to other comparable cities. Eastvold responded that, in a growing community such as St. Joseph, this is very typical. Frank clarified that it was typical and healthy. Eastvold added that when the City had its last bond rating, the rating was upgraded which means that the City is in good shape financially. In conclusion, Eastvold stated that the City is looking at a possible street project and they will discuss those rates at a later date. Bartlett thanked Eastvold for coming and presented the Council with a brief update on the PFA loan for the St. Cloud Wastewater Expansion. She received notice from the City of St. Cloud that the rates came in lower than expected at an interest rate of 1.771% rather than the estimate rate of 2.3 %. This will result in savings of approximately $315,000 for the City of St. Joseph. CITY ENGINEER REPORTS 16th Avenue SE: Sabart presented the Council with a follow -up regarding the proposed 16th Avenue SE Improvements. He stated that there are five new assessment scenarios, all of which have a final project cost of $989,200. Previously, the Council discussed the scope of the total project to include a 32' wide Urban Section Roadway along with Storm Sewer improvements. Options 1A, 1B and 1C represent assessing only a portion of the 32' wide Urban Section Roadway and the City paying 100% of the costs April 1, 2010 Page 4 of 7 for storm sewer improvements. Options 2A and 2B represent assessing only the amount of the 22' wide Reclaim & Pave costs and the City paying the balance of the total project cost. Weyrens advised the Council that if the City were to pay approximately 50% of the project costs, the annual cost would be approximately $22- $28,000 over 15 years. That; however, does not include pulling the storm water costs out of that. Weyrens added that a notice was sent to the residents notifying them of the Public Hearing which has been set for April 14. Staff needs direction as to what to present as there needs to be a reasonable estimate of the assessments. After reviewing all five options, Loso stated that he is in favor of option 1 B as he would like to see a 50/50 split. He believes that is a reasonable cost for the addition of curb and gutter. Sabart stated that they have not tried to modify the construction costs, but added that they are still seeing very aggressive pricing on grading, pipe work, etc. Bituminous prices; however, may go on the rise. Wick questioned whether the funds to pay for the storm water improvements will come from the storm sewer fund to which Weyrens stated they would. He then questioned whether the City has enough funds to keep this type of funding going for future projects. He was advised that the City collects storm water fees so that it does not have to fund storm water projects. Wick asked staff to look at future projects over the next ten years to determine if there will be enough storm sewer funds available to pay for those improvements. Weyrens added that Liberty Pointe contributed approximately $60,000 to the fund and thus those funds are being used for that same area. Frank stated that he too would like to see the impact to future projects. Loso advised Frank that that is what the money is for. According to Rassier, if in the future, the fund is not real good the Council at that time will need to make a decision based on what is available to them at that time. Due to the state of the economy, this is a good idea right now. He also likes the 32' Urban Roadway and sees the need for storm sewer improvements. He stated that option 1 B is good as he would rather have more of a 50/50 split. Weyrens advised the Council that when rates are calculated, the CIP is used to build in future projects. Option 1A Option I B Option I C' Option 2A tiorf;28 32' Wide Urban Section Roadway w/ $989,200 $989,200 $989,200 $989,200 $989,200 Storm Sewer Total Project 22' Wide Reclaim & _ _ - $404,200 $404,200 Pave Wout Drainage 100% (Urban 60% (Urban 50% (Urban 100% 60% Section w /out Section w /out Section w /out (Reclaim) (Reclaim) Storm Sewer Storm Sewer Storm Sewer Special $24,508 $14,705 $12,254 $12,319 $7,391 Assessment [Avg Lot] [Avg Lot] [Avg Lot] [Avg Lot] [Avg Lot] % of Total 81.3% 48.8% 40.6% 40.9% 24.5% Project Cost City Cost $185,050 $506,710 $587,125 $585,000 746,680 % of Total 18.7% 51.2% 59.4% 59.1% 75.5% Project Cost Weyrens advised the Council that if the City were to pay approximately 50% of the project costs, the annual cost would be approximately $22- $28,000 over 15 years. That; however, does not include pulling the storm water costs out of that. Weyrens added that a notice was sent to the residents notifying them of the Public Hearing which has been set for April 14. Staff needs direction as to what to present as there needs to be a reasonable estimate of the assessments. After reviewing all five options, Loso stated that he is in favor of option 1 B as he would like to see a 50/50 split. He believes that is a reasonable cost for the addition of curb and gutter. Sabart stated that they have not tried to modify the construction costs, but added that they are still seeing very aggressive pricing on grading, pipe work, etc. Bituminous prices; however, may go on the rise. Wick questioned whether the funds to pay for the storm water improvements will come from the storm sewer fund to which Weyrens stated they would. He then questioned whether the City has enough funds to keep this type of funding going for future projects. He was advised that the City collects storm water fees so that it does not have to fund storm water projects. Wick asked staff to look at future projects over the next ten years to determine if there will be enough storm sewer funds available to pay for those improvements. Weyrens added that Liberty Pointe contributed approximately $60,000 to the fund and thus those funds are being used for that same area. Frank stated that he too would like to see the impact to future projects. Loso advised Frank that that is what the money is for. According to Rassier, if in the future, the fund is not real good the Council at that time will need to make a decision based on what is available to them at that time. Due to the state of the economy, this is a good idea right now. He also likes the 32' Urban Roadway and sees the need for storm sewer improvements. He stated that option 1 B is good as he would rather have more of a 50/50 split. Weyrens advised the Council that when rates are calculated, the CIP is used to build in future projects. April 1, 2010 Page 5 of 7 Frank stated that some cities are changing the way in which they assess the residents as some use a formula for front footage and other use a square footage formula. Sabart concurred that there are different ways in which cities choose to do their assessments and many cities are not working to change their policies and put a policy in writing as to how they will assess the residents. Rassier stated that he believes that using the front footage is the most fair and equitable way to assess residents. The Council came to consensus that they would like staff to present option 1 B. Sabart then presented the Council with a proposed schedule for the improvement project and stated that phase one would begin in August 2010 with the final phase completed by June 2011. Symanietz questioned whether staff has had a chance to talk to the Township and ask for help. Weyrens stated that she had not yet done that. Wick stated his concern about access during construction. He questioned whether there is a plan for residents to access their property during construction, as there are several elderly residents in that area. Sabart advised the Council that they would deal with that during the design process. Rassier suggested that the City ask the contractor to try to keep it open every evening. Energy Conservation Block Grant: Sabart stated that he received an update regarding the Energy Conservation Block Grant and he was pleased to inform the Council that the project has been selected for the short list and will continue in the grant process, which means that they plan to fund a portion or possibly the entire project. Weyrens added that she spoke to the gentleman in charge of the program, and they only had one question and that was the wall pack lighting. It sounded as though everything else would be funded. POLICE CHIEF REPORTS — No Report ADMINISTRATOR REPORTS Human Rights: Weyrens advised the Council that she received a revised Joint Powers Agreement. She was advised that the budget section was left as is so that cities know how much their portion is when it comes time to start their budget process. She explained that the Joint Powers Agreement is executed by the cities involved and the Memorandum of Understanding is appointed by the Joint Powers Board and that cannot be negotiated until the Joint Powers Agreement is executed. It is recommended that two people be appointed to the Joint Powers Board. Weyrens also advised the Council that there is still some inconsistency with the termination clause and Jovanovich is still working on that. Frank questioned the numerous memos that have been received from the City Attorney. Weyrens advised Frank that the last memo is final and that the Memorandum of Understanding should mirror the Joint Powers Agreement. The agreement states that each member's contribution must be paid by January of the following year. Wick questioned whether or not the City has enough funds to float that. Weyrens replied that they do. In the past, Wick questioned the purchasing of equipment for the state. Weyrens researched that and reported that the equipment would be leased or rented from the State, no additional equipment or technology would be purchased. Frank questioned the appointment of two members to the board. Symanietz stated she would like to be on the Joint Powers Board. Loso made a motion to authorize the Mayor and Administrator to execute the Joint Powers Agreement between the City of St. Joseph and the City of St. Cloud. The motion was seconded by Frank. Discussion: Wick verified that Jovanovich's three contingencies would be included. Weyrens replied yes. The motion passed unanimously. April 1, 2010 Page 6 of 7 It is recommended that there be two elected officials on the board. Rassier stated he would like to see the Mayor along with one Council person. Wick made a motion to appoint Mayor Rassier and Councilor Symanietz to the Joint Powers Board. The motion was seconded by Frank. Discussion: Frank questioned the term for this appointment. Rassier stated that the Mayor would not be longer than two years as the Mayor has a two year term in office. Wick suggested that this be part of the Mayor's annual appointments. The motion passed unanimously. Fire Ordinance: Weyrens advised the Council that the current Ordinance does not allow for burning of natural resources, prairie grasses or brush piles. To allow for the City to continue doing such burns, the DNR has requested that the City amend the ordinance. Loso made a motion to authorize the Mayor and Administrator to execute the Amendment to the Fire Ordinance causing the same to be published. The motion was seconded by Wick. Discussion: The current Ordinance states no burning within the City limits. Frank questioned outdoor burners. Weyrens stated that recreational fires are allowed. Rassier advised Frank that outdoor burners are not allowed within the City. The motion passed unanimously. Graceview Apartment Update: Weyrens advised the Council that the Graceview Apartments are nearing the opening of Phase 1. They are looking at opening the first phase on June 1. Compost Update: Weyrens reported that the Compost will be open on Saturdays April 10 and April 17, with the regular season beginning on Wednesday April 21. Frank commented that Sartell is allowing other communities to use their compost area. Weyrens added that St. Joseph allows both St. Joseph Township and St. Wendel Township to use our compost site. Spring Clean -up: Weyrens advised the Council and residents that the annual spring clean -up will be held on Thursday May 27 and Saturday June 3. EDA Services: Weyrens reported that Cynthia, EDA Director, spoke with two different people that are willing to come in to talk to both the City Council and the EDA about delivering EDA services. MAYOR REPORTS — No Report Mayor Rassier asked Council members to contact Weyrens prior to the meeting if there are simple questions on some of the agenda items, such as an incorrect wording in the minutes. COUNCIL REPORTS Joint Cities Meeting: Symanietz reported that she attended the Joint Cities Meeting at which a representative from the Yellow Ribbon Community was there to thank them for how the program is working and for all of the support from the area cities. Central Minnesota is one of their largest supporters. They also discussed collaboration of various city services such as police, utilities, etc from City to City. LMC Conference: Symanietz stated that she was on the Planning Committee for the League of Minnesota Cities Conference which will be held on June 23 -25 in St. Cloud. Each Council member should have received something about a week ago regarding the event. Intergovernmental Meeting: Weyrens advised the Council of an Intergovernmental Retreat that is scheduled for August 31 for all of the area cities. It is expected to last about four hours. April 1, 2010 Page 7 of 7 WICK — No Report Wick questioned whether or not it is in the City's budget for the Council to attend the LMC Conference Weyrens stated it is and she can sign them up if they are interested. LOSO Parking Ordinance: Previously, Loso questioned the most recent action taken by the Planning Commission regarding the parking issues. Weyrens advised him that the last action taken was in December 2006. Loso stated that there was some additional discussion that was to have action in November 2009. FRANK Meter Tapping: Frank stated that he recently heard about people capping the meters in cities where they have City owned power companies. Snow Plowing in Private Developments: Frank reported that there is some new legislation that will allow cities to plow streets in private developments that are experiencing some financial concerns. He questioned whether staff is following this. Weyrens stated that she will look into that. Website: Frank questioned whether or not the area cities have an email notification system to notify people when there are changes made to their webpage. Weyrens advised him that the City's website does allow for that; however, it is not used as the City does not have the staff for that. Wick added that it may not be as labor intensive as one would think. Transportation: Frank stated that several people have met to discuss transportation. This will be put on the next agenda for an update to see what direction they are headed. Parks: Symanietz advised the Council that the Boy Scouts have contacted the Park Board to do some volunteer work for the parks. If anyone else is interested, they can contact Terry in Public Works. Admiourn: Wick made a motion to adjourn at 8:30PM; seconded by Loso and passed unanimously. z J dy Weyre s d nistrator