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HomeMy WebLinkAbout[04a] Minutes IN u'Jm OP ST."SEM Council Agenda Item 4 (a) MEETING DATE: October 6, 2011 AGENDA ITEM: Minutes — Requested Action: Approve the minutes of the October 6, 2011 Council meeting SUBMITTED BY: Administration BOARD /COMMISSION /COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: BACKGROUND INFORMATION: BUDGET /FISCAL IMPACT: ATTACHMENTS: Request for Council Action 4(a):1 -2 October 6, 2011 Minutes 4(a):3 -8 REQUESTED COUNCIL ACTION: Approve the Council minutes of October 6, 2011 4(a):1 THIS PAGE INTENTIONALLY LEFT BLANK 4(a):2 October 6, 2011 Page 1 of 6 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Thursday, October 6, 2011 in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Members Present: Mayor Rick Schultz, Councilors Dale Wick, Renee Symanietz, Steve Frank, Bob Loso and City Administrator Judy Weyrens City Representatives Present: City Engineer Randy Sabart, Public Works Director Terry Thene, Others Present: Linda Brown, Monte Estvold, Chuck Friedrickson, Tom Herkonoff, Linda Brown Approve Agenda: Frank made a motion to approve the agenda with the following additions /deletions: 8(b) Roof, HVAC Bids 9(b) Grant Award for Fire Department The motion was seconded by Wick and passed unanimously. Consent Agenda: Loso made a motion to approve the consent agenda as foll a. Minutes - Requested Action: Approve the City Council minutes. of September 1, September 15 and September 29 2011. b. Bills Payable: Approve check numbers 044533 - 044607 and EFT numbers 000589- 000597 (Payroll) and 001550- 001551(Accounts Payable) The motion was seconded by Wick and passed unanimously. PUBLIC COMMENTS — No one present wished to speak Public Hearing — Easement Release 709 CR 75: Mayor Schultz opened the public hearing at which time Weyrens stated the purpose of the public hearing is to consider release of a stormsewer easement on the property located at 709 County Road 75. Weyrens stated that she was contacted by a closing agent seeking confinement or release of an old easement. The matter was reviewed by the City Engineer and it was determined that the property in questions does not contain any storm water infrastructure so form his perspective the easement could be released. The City mailed notices to all utility companies serving the property seeking clarification if they have infrastructure that would be impacted if the easement is released. Weyrens stated that the requested utility companies responded and indicated that only impact is the private service line. There being no one wishing to testify, Mayor Schultz closed the public hearing at 7:05 PM. Loso made a motion authorizing the Mayor and Administrator to execute the certificate releasing the storm water easement as recorded for the property located at 709 CR 75. The motion was seconded by Wick and passed unanimously. Monte Eastvold, 2011 Bond Issue: Monte Eastvold, Northland Securities, presented the Council with proposed 2011A General Obligation Bond schedules. Eastvold stated that the new debt will finance the following: pumper truck, refinance existing fire hall debt, CIP Improvements for the City Hall and Police Garage and sewer improvements. The debt issue totals $ 2,335,000 with an average interest rate of 2.10 %. Wick questioned savings realized by the City in refinancing some old debt. Eastvold stated that the savings on the refunding of the 2003 debt is approximately $ 37,000 and the savings on the 2006 issues is approximately $ 77,400. Estvold stated that the annual savings from the refinancing will negate any increase for the new debt being issued. It is advantageous for the City to combine debts to create a larger bond issue avoiding duplication of expenses. 4(a):3 October 6, 2011 Page 2 of 6 Loso questioned what bonds go away with the action taken at this meeting. Estvold stated the 2003 fire hall issue will be gone. The 2006 improvement bond will stay on the books for two more years. He also stated that part of the proceeds from the new bond which includes the 2006 (bond call date of 2014) go into an escrow account and are invested. In February 2014 the escrow is released and will pay off the balance on the 2006 issue. The city will start making payments on the new issue at that point. Loso made a motion to adopt the Resolution No. 2011 -023 to execute the contract providing for the sale of $2,335,000 General Obligation Bonds. The motion was seconded by Wick and passed unanimously. Loso made a motion and to authorize the sale of the Series A bonds to Northland Securities. The motion was seconded by Symanietz and passed unanimously, Clarification on OA Boundary: Weyrens stated that Stearns County, Environmental Services is requesting a recommendation from the City and Township regarding the zoning of property added to the Orderly Annexation Agreement in 2006. At the time the OA was amended, St. Joseph Township requested the City include the remaining property Township property to the north in the OA. While the property was added to the agreement and recorded at Stearns County, the zoning of the property was not amended to Urban Expansion. All property, with the exception of the industrial park, is zoned Urban expansion and the added property is currently zoned A -40. Weyrens stated that the wrong map was used by Stearns County for the orderly annexation area. Wick made a motion to recommend that Stearns County amend the Zoning Map to include property north of Minnesota Street in the OA to Urban Expansion. The motion was seconded by Symanietz and passed unanimously. Discussion: Frank questioned if this recommendation changes how property owners can utilize their property. Weyrens stated that action on this matter only changes the zoning and all land use matters are managed by the Joint Planning Board. If the map is not amended one section of the OA would have different regulations. Mayor Schultz questioned who gets notified when the public hearing is conducted. Weyrens stated that all property owners whose zoning classification will change from A-40 to Urban Expansion will receive a notice and have an opportunity to address the Stearns County Planning Commission. Frank questioned how many property owners would be affected and if someone was concerned about the zoning change where they would bring these concerns. Weyrens stated approximately 12 properties will be affected and if there is an objection, Stearns County would ask the joint bodies to discuss it and forward a recommendation. Loso questioned if this amendment is based on the City of St Joseph 2006 map. Weyrens stated it is based on an Orderly Annexation amendment that the City of St Joseph had recorded and the property owners were notified in 2006 that they were a part of this Orderly Annexation. Preliminary Plat — Professional Plat: Weyrens stated that the Planning Commission conducted a public hearing on the proposed Professional plat which is a replat of the Buettner Business Park. The property owner is requesting to subdivide and plat to accommodate the sale of one parcel that is proposed for fast food. The proposed plat is located in the northwest intersection of CR 133 and CR 75, directly across fro Coborn's. Weyrens stated the Planning Commission discussed the access road which divides Lot 1 from Lots 2 & 3. The preliminary plat indicates that road will extend north and south with a cul -de -sac at the end. The Planning Commission recommended approval of the plat with the understanding that the road, with the exception of the cu -de -sac would be paved completed with curb and gutter. Weyrens further stated that many of the preliminary engineering items are still outstanding but should be resolved shortly. Linda Brown, engineer for the property owner, approached the Council to discuss the preliminary plat. Brown stated that while the property owner, Central MN Federal Credit Union, is seeking preliminary plat approval for the entire plat, the design for infrastructure has centered on Lot 1. At this time Lots 2 & 3 do 4(a):4 October 6, 2011 Page 3 of 6 not have future users and the access needs are undetermined. Brown stated that the property owner is requesting relief in constructing the entire access between the Tots. Since only Lot 1 has an end user, the property owner would like to extend enough of the road section and utilities to provide access to that lot only. As other lots develop, the road and utilities would be extended. Loso questioned the access on 133 to which Brown responded that Stearns County has approved a right in /right out only. Loso stated it was his understanding that the City had already received approval from Stearns County. Weyrens stated that the City has previously received a letter from the Highway Department, but the letter is dated and the plat has changed since the original concept. Loso questioned the road coming off Elm Street as to whether it is an entrance, exit or combined. Brown stated at the very least the road would be temporary. Loso questioned if the road coming in from Elm St will eventually go through the pork chop area of Lot 1 and CR133. Herkenoff stated that there will be a parking lot and building in the area between the cul -de -sac and co Rd 133 and traffic will be designed to use Elm Street rather than accessing CR 133 directly. Symanietz is concerned about the drive way coming out from Coborn's being strait across from the pork chop entrance /exit for Lot 1. Sabart stated that one concern from the county engineers is the size of the pork chop. The intent is to make the pork chop wider so as to not invite people to drive straight across. Sabart also stated that the truck traffic should be routed to come in to access this plat from Elm Street. Frank questioned the lighting and width on Co Rd 133 with concern to ingress /egress in terms of the Coborn "s entrance. Sabart clarified that the concern of the Coborn's type apron that limits the turning area will not be in the entrance because of how the pork chop is designed. There will still be curbing and gutter for drainage but the apron would not be a part of the design. Sabart stated that lighting will be considered when the site plan is reviewed and would not be a part of the platting process. Wick questioned how the proposal of the making of the cul -de -sac road into a temporary road affects the plans and how the site plan affects the preliminary plat which affects the final plat. Weyrens stated that the Preliminary Plat provides for the dedication of right -of -way and the final plat outlines the expectations for construction of infrastructure. Wick questioned if any of the other comments made by the engineering are a concern. Sabart replied the other comments are minor and will be addressed in subsequent plat submittals and are not significant to delay this plat. Schultz asks for clarification between what the Planning Commission discussed compared to what has been proposed at this meeting. Sabart stated that the Planning Commission discussed construction of the entire access road to the bulb of the cul -de -sac and full extension of utilities. At this time the developer is only requesting to develop a portion of the street section and utilities. It is uncertain as to whether or not the developer /property owner has agreed to construct the required sidewalk. Chuck Fredricks, representing the Credit Union, stated that the sidewalk will be constructed as required by Ordinance. Wick questioned when the final plat will be presented and the procedure for approving a plat when the preliminary has changed since the Planning Commission recommended approval. Weyrens stated that since the motion of the Planning Commission was specific to the construction of the access road, the matter should be referred to the Planning Commission for reconsideration. One the Planning Commission reviews, a new recommendation will be forwarded to the Council for consideration and at that time the Final Plat will be prepared and all outstanding engineering items must be resolved. Brown questioned if a bituminous trail would be better instead of the sidewalk. Sabart stated the bituminous trail would be more expensive as it would have to be at least an eight (8) foot wide trail versus a six (6) foot wide sidewalk. 4(a):5 October 6, 2011 Page Wick made a motion to table the approval of the Preliminary Plat entitled Professional Plat until October 20, 2011, allowing the Planning Commission an opportunity to review the revised plat. The motion was seconded by Loso and passed unanimously. Variance Request, St Joseph Business Center Weyrens stated that the Planning Commission conducted a public hearing to consider a variance on the maximum allowed signage. Verizon Wireless has located into one of the suites in the St Joseph Business Center and requested a second sign to be placed on the east wall of the facility. The suite currently has a sign in the front, but they would like to advertise track that is approaching from the east. If approved the additional sign would not exceed the sign to wall coverage ratio. Weyrens stated the St. Joseph Business Center is allowed by Ordinance to construct a monument sign which would provide a second sign for the businesses located in the center. However, the property owner has indicated that the site is best served without and additional sign. The property owner would waive his right to construct the monument sign in exchange for the, addition sign for Verizon. The Planning Commission unanimously recommended the Council grant the variance with the contingency that if the property owner requests a monument sign, the second sign allowed by this variance must be removed. Further, if a second business in the center, requests an additional sign, the property owner will have to construct the monument sign, removing the additional sign granted by the variance. Loso made a motion to grant a variance allowing a second sign for Suite 5 of the St. Joseph Business Center, with the sign installed on the east wall, provided the property owner waive the right to construct a monument sign for the Center. Approval is contingent upon the following: 1. If a second business in the Business Center requests an additional sign, the property owner shall be required to construct the monument sign and the sign granted by this variance must be removed. 2. If the property owner requests a monument sign, the sign granted by this variance must be removed prior to construction of the monument sign. The motion was seconded by Wick and passed unanimously. Resolution supporting Grant Application: Weyrens stated that previously the Stearns County HRA conducted an open house to determine if residents in St. Joseph were interested in participating in a housing rehabilitation grant program. The housing rehabilitation grant program is designed to benefit low to moderate income residents and property and provides funding for maintenance needs. Weyrens stated that Stearns County has administered a number of these grants, and based on the high attendance at the open house, recommended the City move forward with submission. The EDA and Housing Task force have recommended the City Council execute a resolution of support to be included in the grant application. The resolution 2011 -022 is for the pre- application. Frank questioned who will determine how the grant funds will be divided between residential housing and rental conversion. He stated it is his opinion that the majority of funds should be made available to the residential property owners who reside in the City. Weyrens stated that the grant application is not at that level, and if the City is invited to continue in the process, the Council will have that discussion. Loso questioned who determines who gets funded. Weyrens stated that Stearns County HRA will be the grant administrator and if the City is successful, the HRA will solicit applications and the awards will selected using a lottery. . Frank made a motion to authorize Resolution 2011 -022 supporting the submittal of the pre - application to the Minnesota Department of Employment and Economic Development Program and authorizing HRA to submit and administer the grant on behalf of the City of St Joseph. The motion was seconded by Symanietz and passed unanimously. 4(a):6 October 6, 2011 Page 5 of 6 Engineer /Public Works Director Repots Root foaming: Thene requested the council to approve the expenditure of $13,352.82 for the root foaming of 8398 feet of sanitary sewer mains. The root foaming will last approximately one day and affected property owners would be notified. When questioned if the work is guaranteed, Thene responded that it is and if the foaming does not work the contractor will return a second time. Frank made a motion to authorize the expenditure of $13,35 for the root foaming of 8398 feet of sanitary sewer mains. The motion was seconded by Symanietz and passed unanimously. Update on Proiects Sabart stated City of St Cloud solicited bids on the Sauk River Crossing Interceptor Repair. They received 5 bids. St Cloud Council is meeting on October 10, 2011 and will award the contract. St Joseph's portion is approximately $219,000 with St. Clouds portion approximately $83,000. Sabart stated the County Road 2 trail and Stearns County pursuit of right of way. The public purpose meeting for condemnation for right of way is being held on Oct 10, 2011. Then a valuation of the property will be done before winter. Sabart stated on the 16 Avenue project the contractor finished the punch list and turf items and have now been completed. Final pay application will be brought before council possibly in November. Schultz questioned the status of the drainage concerns on Hill Street and if the two recent dry months have helped resolve the situation. Thene stated that he continues to work with the property owners and it was recently discovered that one of the drainage lines may have been severed. This combined with residents discharging to the ditch has elevated the water issues Administrator Reports Legislative Priorities: Weyrens stated that all the area Cities are being asked to review and comment on the draft list of Legislative Priorities. She stated that the City of Sauk Rapids has requested that the priority regarding amending PELRA be deleted from the list of priorities. Weyrens further stated that the Cities have taken the position that not all of the items on the list of priorities impact their City, but they may have a regional impact. After the Councils provide input a final list will be prepared for consideration at the Joint Area Cities meeting scheduled for November 30, 2011. Frank stated that he does have concern on some of the items, but no one item that he feels should be removed. Grand Award for Fire Department: Weyrens stated that the fire department has received an award notice from the DNR providing funding for equipment for the sixth wheel. The vehicle is scheduled to be replaced in 2011 with an estimated cost of $ 13,000. The grant funds $ 3,000 for equipment for the vehicle and is a matching grant. ` it is anticipated that the total cost of equipment will exceed $ 6,000. Symanietz made a Motion to accept the Minnesota DBR Grant in the amount of $3,000 for equipment for the six wheel. The motion was seconded by Frank and passed unanimously. Council Reports SYMANIETZ Human Rights_ Symanietz reported that the Joint Powers Board for Human Rights met and discussed the budget for 2012. The JPB approved the 2012 budget including acceptance of a block grant in the amount of $64,812 and appointed new board members to the Human Rights Commission. She also reported that the Commission is still in need of members. Frank stated that while the annual report from the Human Rights office indicated that St. Joseph only had one incident, that incident could involve more than one person as it was related to employment. He also stated that there have been three more complaints since the last report. When questioned about the status of the questions raised by Wick, Weyrens stated that she was told they would be discussed at the JPB meeting. Symanietz stated that she would contact the director. 4(a):7 October 6, 2011 Page 6 of 6 WICK EDA Matters: Wick reported on the following EDA matters: a. Rental Housing Group. Approximately 50 residents attended the open house held by the Stearns County HRA on housing rehabilitation opportunities and 40 letters of intent/interest were received. b. Local Producer Program: It is anticipated that a meeting will be held on November 2, 2011 at Kennedy Community School for information about being a local producer or end user. Cynthia Smith - Strack is distributing notices and advertising the upcoming meeting. c. The EDA has purchased and distributed cling stickers for businesses that have been assisted by the EDA. The window clings are a marketing venture to help advertise that the City has an active EDA. Mayor Reports APA Conference: Schultz reported that he attended the APA planning conference in St. Cloud and attended a seminar on paperless government. He stated that he would like the City to move in the direction of paperless and provide permitting and licensing online. Adjourn: Frank made a motion to adjourn at 8:35. The motion was seconded by Symanietz and passed unanimously. Judy Weyrens Administrator 4(a):8