HomeMy WebLinkAbout[04a] Minutes C[TV (» s.r JOSKPH Council Agenda Item 4 (a)
MEETING DATE: November 17, 2011
AGENDA ITEM: Minutes — October 17, October 20, 2011
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 17, 2011 Minutes 4(a):3 -8
October 20, 2011 Minutes 4(a):9 -2
REQUESTED COUNCIL ACTION: Approve the Council minutes of October 17 and October 20,
2011.
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October 17, 2011
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Pursuant to due call and notice thereof, the City Council for the City of St. Joseph me in special session
on Monday, October 17, 2011 at 6:00 PM at the St. Joseph City Hall.
Members Present: Mayor Rick Schultz. Councilors Dale Wick, Renee Symanietz, Bob Loso, Steve
Frank. Administrator Judy Weyrens.
City Representatives Present: Police Chief Pete Jansky, Public Works Director Terry Thene, Finance
Director Lori Bartlett, City Engineer Randy Sabart.
Others Present: Michael McDonald
Schultz stated the purpose of the meeting is to continue ongoing discussion on various topics to foster
continued discussion. The following is a summary of discussion items.
Facilities: Wick and Symanietz updated the City Council on the facilities committee and stated that they
have met twice and requested additional direction from the City Council. The Committee indicated that if
the goal was to create a community campus to include a community center, the current City Hall site
would not be sufficient. If the goal was to create a community center that would be a separate facility,
then additional land would need to be purchased. The Committee looked at the location of rental units in
the downtown area to identify possible locations, but before further discussion requested clarification.
Loso stated that the St. Joseph Church is considering constructing a community center and questioned if
space would be available for community use. Wick stated that space the parish is looking at is relatively
small, and would have a different purpose. The Council discussed the possibility of adding on to the
current facility, utilizing additional space at the fire hall, and the existing space occupied by the Historical
Society and Food Shelf.
Schultz stated that the City needs to look to the future and determine the footprint for the City. The City
has been collecting the one -cent sales tax funds and a community center is a voter approved project. If
the City does not have a plan in place, they why should we continue to collect the sales tax? Symanietz
stated that the sales tax revenue can be used for more than just a community center. In fact, the City has
already utilized funding for park projects.
Wick and Symanietz stated that the committee reviewed the downtown area and potential areas for
redevelopment to include the El Paso site and groupings of rental homes. The Council agreed that taking
property of the tax rolls is not the first choice, but a community center could add revenue to the City.
Loso expressed concern with the operation cost of operating a community center. Schultz reiterated that
the Council needs to plan for the future and ask ourselves, where do we want to be in three to five years.
Frank stated that the Council needs to first determine if the goal of the City is have a downtown presence,
and if the answer is yes, then it becomes a matter of looking at available options. Frank stated that he
does believe that the City Hall should be included in the downtown landscape. Schultz stated that as the
City grows, there could be an advantage to locating in a growth area.
Liberty Point: Weyrens stated that the City has been approached by representatives of Liberty Point to
consider accepting Jefferson Lane and utility infrastructure as public improvements. The request is a
result of the City accepting the improvements in Graceview Estates. City Engineer Randy Sabart stated
that Jefferson lane has a paved width of 24 feet with a ROW of 30 feet. This narrow width of the road will
cause greater impediments in the future when improvements are needed.
Loso stated that he is not opposed to working with the Liberty Point Homeowners Association provided
they pay for the services they consume such as legal and engineering. The Council discussed the
impediments for future repair and additional liability and the difficulties related to the narrow streets. The
City would not be able to use a snow plow truck for removal and would be limited to using a pickup truck
with a blade. Parking is also difficult on Jefferson Lane; however they have been operating for a number
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of years without issues. The Council concurred that staff should work with representatives of Liberty
Point to see if an agreement to accept the improvements can be reached.
Park Terrace: Schultz stated that the Council needs to continue the discussion on the proposed
improvements for the Park Terrace area. The project came to a climax and the Council voted to not move
the project forward; however, the utilities are still in need of repair. Schultz stated the City has to
determine how to move forward, what is the long term /short term impact of not moving forward and what
happens if the utility lines collapse. He further stated that as a group the Council needs to come to
consensus as to what happens next.
To gain clarity Schultz stated that he asked staff to question the City Attorney what happens if the sewer
or water infrastructure fails. The City Attorney contacted the independent appraiser hired for the
assessment benefit analysis and questioned the ability to assess the cost to repair the sewer or water in
case of failure. The Attorney indicated that in the event of failure, the City will have the ability to assess a
portion of the costs as now the property does not have working water or sewer. However, that would still
not result in a higher street assessment, it would only relate to the utility that is failing. Schultz stated that
the one inch water lines are also an issue and they should be upgraded to standard water lines to provide
adequate fire protection and volume.
Loso stated that the City has varied from the assessment policy in the past as the residents along Hill
Street should have paid 100 percent of the improvement cost and were only charged 60 percent. Loso
further stated it is his opinion that the information provided by the City that stated the residents are only
be assessed for 10 percent of the cost was misleading. The feasibility report illustrated an assessment of
$ 17,000 and the City covering the cost of the service line replacement. When the benefit analysis was
prepared, the new assessment was calculated with the resident paying the service line replacement.
Therefore the resident is being financially impacted by more than $ 4,500, closer to $ 10,000. Symanietz
responded that the cost of the service line has always been the responsibility of the property owner.
Frank stated that while residents have objected to the residents being assessed less than 60 percent, the
City cannot assess for what is not allowed by MN Statute. The climate for assessments has changed and
the City needs to be aware of what can be charged and find a way to finance the balance. He further
stated that the City only received one assessor's opinion and could secure a second opinion, although the
results may be the same, but he would be willing to entertain that idea. If the City waits two or three
years the housing market may change, or the regulations may change that support a different
assessment approach.
Loso questioned if the services were improved, the City could extend services to the area near the
interstate creating shovel ready commercial lots. City Engineer Randy Sabart stated that the City had
envisioned a different long term approach to extending utilities. Extending the sewer through Park
Terrace would be a short term fix.
Schultz reiterated that infrastructure issues in Park Terrace will not go away and the City will continue to
place the project in the Capital Improvement Plan. However, he stated that if it is the intent for the City to
do nothing, then the project should be removed from the CIP. By consensus the Council agreed to
consider soliciting a second opinion on the benefit analysis for the proposed Park Terrace Improvement.
Website: Schultz discussed the need to enhance and change the existing website. Consumers today are
looking to websites and internet to complete tasks such as licensing and reservations. He stated that he
recently attended the APA Conference in St. Cloud and had the opportunity to see what the City of
Minnetonka has done to enhance their communication via their website. The City should be looking at
such items as electronic payments and a better way to communicate with the residents. Frank stated that
he would like to see the website enhanced as well and would eventually like to see live streaming of
meetings. Frank stated that the Steams County website is another example to consider for design.
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Wick made a motion to close the City Council meeting pursuant to Minnesota Statute 13D.03
subd. 1(d), 2 to discuss labor negotiation strategy and the potential purchase of the property
located at 35 College Avenue North. The motion was seconded by Loso and passed unanimously.
Adiourn_ The meeting was adjourned by consensus at 8:30 PM.
Judy Weyrens
Administrator
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October 20, 2011
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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, October 20, 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.
City Administrator Judy Weyrens.
City Representatives Present: Finance Director Lori Bartlett and Public Works Director Terry Thene,
Others Present: David Thelen and Tom Klein
Approve Agenda: Loso made a motion to approve the agenda with the addition of closing the
meeting at the end of the agenda to discuss the potential property purchase at 35 College Avenue
North. The motion was seconded by Frank and passed unanimously.
Consent Agenda: Loso made a motion to approve the consent agenda as follows:
a. Minutes - Requested Action: Approve the City Council minutes of October 6, 2011.
b. Bills Payable: Approve check numbers 044608 - 044654 and EFT numbers
000595 - 000599 (Payroll) and 001550 - 001552 -001555(Accounts Payable)
The motion was seconded by Wick and passed unanimously.
PUBLIC COMMENTS
No one present wished to speak
Public Hearing — Delinquent Accounts: Mayor Schultz opened the public hearing at which time Weyrens
stated the purpose of the hearing is consider the final assessment for outstanding invoices. The majority
of the outstanding invoices are related to weed cutting. It is customary for the City to conduct a public
hearing bi- annually to certify outstanding invoices for collection with the real estate taxes. If approved the
final assessment would be payable in one year with no interest and a certification fee of $ 40 per parcel.
Weyrens stated that she received a written objection from Kevin Johnson, 213 — 20 Avenue SE. In his
letter he objects to the services that were performed for weed cutting at his property and requests the
amount be dismissed. The Council affirmed the services were performed therefore the charges will
remain and if Johnson wish to contest the assessment, he must follow the Statutory process.
There being no one wishing to testify, Mayor Schultz closed the public hearing at 7:05 PM.
Wick made a motion to approve the resolution 2011 -033 certifying the delinquent accounts as
presented with a one installment payment in 2012, 0% interest charge, plus a $40 certification fee
per item for accounts not paid by November 18, 2011. The motion was seconded by Symanietz
and passes unanimously.
Representative Larry Hosch: Representative Larry Hosch approached the Council to discuss the last
legislative session as well as upcoming discussion for 2012. Hosch stated they had a very difficult
legislative session with a number of new legislators and a 5 million dollar deficit. Hosch stated the
budget that was ultimately approved by the Legislature was very unpopular and shifted responsibility and
decisions on local governments. He stated there was a 102 million dollar cut in local aid and what will be
paid is primarily what was certified the previous year.
Hosch stated the changes in the Market Value Homestead Credit will have a large impact on St. Joseph,
as cities with lower valued property tax base with higher residential proportion on their property tax base
are going to be disproportionately impacted. In the new program the market value exclusion will be
applied to homes under $413,000. Because approximately 90% of the homes will fall into the exclusion,
the exclusion will reduce St Joseph's tax base. To make the same amount as the previous year the tax
rate will have to be increased which will only impact commercial and industrial properties
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disproportionately. He stated he wanted to make the Council aware that it is feasible that a fix to this
legislative change could occur if a special session could come up in something such as a Vikings stadium
package in a special session.
Hosch stated police officer training reimbursement was cut by $500,000. About $3.7 million was
transferred out of the fire safety account and put to the state's bottom line. Hosch stated next year the
state will probably have a deficit although we are only in the first year of the budget biennium and they will
have the following session to try to bring the books back to balance.
Hosch indicated that there may not be a bonding bill next year. Any projects that may be potential
bonding projects need to be regional in application to be considered. It is important to get the project on
the table early. Land acquisition will be really hard unless it can be proved that it will be a long term
investment.
Symanietz questioned Hosch on behalf of the Stearns County Municipal League if there was something
that he could do to help delay or change the new sign reflectivity rules. Hosch stated that it is his
understanding that the requirement for sign reflectivity is a federal requirement and they have since
suspended the requirements.
When asked if there was one thing he could change what would that be, he responded an open adult
conversation on the current tax system. He stated by reforming how tax is applied may create a new tax
but still not cost people more. The way we raise revenues needs to be modernized without using
changes as sound bite campaign issues. He stated without being able to discuss how the tax system
should look in an honest and open way, the burden keeps getting shifted to the counties, cities, and
townships.
Frank questioned Hosch on what he thinks the district may look like after 2012. Hosch stated he thinks St
Joseph will see itself in a smaller and compact district. He believed the courts will be drawing the maps.
Frank asked Hosch for an update on the Regional Airport. Hosch stated he believed the St Cloud Airport
has the most potential than any other airport in the state, but the state level cannot make any financial
commitment.
Loso questioned Hosch what the definition of "regional" is when used with regard to the half percent sales
tax. Hosch stated the legislators added more clarity to the statue this session on what constitutes
regional and what projects apply to the regional definition. He stated he would look up the information
and forward to Weyrens. Loso then questioned if the local authority can go back on the issues when it
was voted on and make sure the intent of the city's people was correct. Hosch stated he was uncertain,
but would research and get back to Weyrens.
Mayor Schultz requested that Hosch help the City of St Joseph with plans on getting a community center.
Hosch stated that he would be very interested in helping. He also stated that it probably would not go
through this year, but the project should still be started so it is on the radar for the next year.
Mayor Schultz then questioned Hosch if there is a committee working on the LGA formula to be reworked.
Hosch stated that the LGA formula is always being reworked. He stated the City should let him know if
there are parts they believe need to be changed and he will forward for consideration.
Finance Reports — 3 Quarter Treasurer Report: Finance Director Lori Bartlett stated the cash position of
the city has increased as the City has received the first half of the property tax settlement and the first half
of the LGA in July. The City has spent about 73% of the general fund which is on target with the end of
the third quarter of the year and received approximately 51 % of the anticipated revenue which is also
typical. The City receives the LGA and property taxes in two installments, July and December.
Bartlett stated the 3 Quarter report also illustrates that the water fund is operating in conjunction with the
anticipated budget. The fund is carry sufficient funds to cover the costs for the debt service on the Water
Filtration Plat. This is partly due to the frugality of the department heads and the construction activities.
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Loso made a motion to accept the 3 Quarter Treasurer's Report. The motion was seconded by
Wick and passed unanimously.
Planning Commission Matters — Preliminary /Final Plat — Professional Plat: Weyrens stated the Planning
Commission reviewed the revised preliminary plat entitled St. Joseph Professional Plat on October 18
The revised plat changes the amount of utilities that will be constructed with phase one, only requiring
road improvements to meet the needs of the future development of Lot 1 Block 1. Weyrens stated the
City has received comments from the Stearns County Engineer, which are a requirement of platting,
indicating approval of the plat with contingencies. The contingencies center on the access design and will
be finalized with the final plat. The Planning Commission has recommended approval of the final plat
with the following contingencies:
1. The length of road section to be constructed with Phase 1, will be determined by the site plan
for the fast food restaurant.
2. The utilities will be extended beyond the paved area.
3. The Fire Hydrant and water circulation must meet the requirements of the City Engineer.
The City Engineer has reviewed the preliminary plat and acknowledges that some minor engineering
items are outstanding, but nothing of significance that would prohibit the approval of a preliminary plat.
Loso made a motion to accept the recommendation of the Planning Commission approving the
preliminary plat entitled St. Joseph Professional Plat, with the contingencies as stated above (1 -3).
The motion was seconded by Symanietz.
Discussion: Wick questioned the utilities and how far they would go on the road. Weyrens stated
the utilities would go to just beyond the paved road section. Weyrens stated that the Developer
will be required to execute a Development Agreement identifying the requirements and
expectations. When the final plat is submitted for approval it will be accompanied with a
development agreement memorializing the approval.
The motion passed unanimously.
Planning Commission Matters — St Joseph Cemetery: Weyrens presented the council with information on
the construction of a proposed storage shed to be constructed in the St Joseph Cemetery located on
County Road 121 just past the entrance to St. Ben's. She stated the parish council is requesting to
construct a structure facility 105 feet by 40 feet for storage of the 4 of July and cemetery items. The
property is zoned EE and as such there are very limited restrictions.
One of the requirements of the Ordinance requires City Council and Planning Commission approval for all
building permits in the E & E Zoning District. Due to the lack of regulations, staff recommended the
property owner secure letters of support from the adjoining property owners, which have been received,
as an alternative to soliciting feedback. Weyrens stated that application for a building permit should
include a letter from the property owner stating that the proposed facility will only be used for storage of
material and will not include occupiable space.
Loso made a motion to accept the recommendation of the Planning authorizing submittal for a
building permit for the St. Joseph Parish to construct a storage facility 105' x 40' to be used for
storage. The motion was seconded by Frank and passed unanimously.
2012 Enterprise Budget: Weyrens stated the staff has prepared the final section of the proposed 2012
budget, the enterprise funds. These funds consist of water, sewer, storm water and refuse. At this time
staff is looking for feedback from the City Council.
Frank stated that he has had a chance to review the proposed budget and in his opinion the buget
contains needed items. He did however question the Capital Improvement Plan for the CIP where it is
indicated that the storm water management plan has a projected expense of $ 5,000 but zero funds have
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been budgeted. Finance Director Bartlett responded that the City has sufficient revenue to update the
plan as needed without budgeting additional funds.
Loso stated he would like to see that when the depreciation expense is getting to the end, there would be
monies in the fund for the replacement of the items. Weyrens stated the City does budget for some
depreciation but it has been difficult, as in other Cities to capture full depreciation as the rates for services
would be much higher. Loso questioned if the rates would go up for 2012. Bartlett stated the increase
would be more in the water fund and less of an increase in the others so as to help out the water fund
more. Loso questioned if the monies of the funds are transferred between them for whatever is in need.
Bartlett stated each has its own fund and if need be they can be transferred, but the focus is to keep each
fund solvent in themselves.
Wick questioned where the status of the Park Board budget as he did not see such included in the
packet. Bartlett responded that the Park Board will be working on their proposed CIP in the next month
and as when they complete the process it will be forwarded to the City Council.
Frank questioned if the current compost site has enough capacity in anticipation of the emerald ash bore.
Public Works Director Terry Thene stated that if the City has a significant impact with large amount of
brush, the site will not be large enough. He is currently working with the surrounding Townships to see if
an alternative site can be found and the site would then become a regional compost area. As of this time
some sites have been identified but property owners have not been approached. It is anticipated the
subcommittee will have a report during the next couple of months.
Wick questioned if the 2012 Budget included issuance of an equipment certificate to which Weyrens
responded no. She stated that the next equipment certificate is anticipated in 2013. The only CIP funds
budgeted for the 2012 are projects which are to be completed in the same year. Weyrens stated that
staff has provided the Council with the final proposed budget and the 2012 budget will be the main
agenda item on November 3; therefore, if additional information is needed Councilmembers should
contact Weyrens by October 27
Mayor Schultz stated that he would like information on how the City of St Joseph could start an operation
round up and approximately how much revenue would be anticiapted. Weyrens stated that a neighboring
city does the operation round up and they would be a good starting point for questions.
Wick questioned if the City received the numbers from Stearns County yet. Weyrens stated the Impact
was just received and the City market value was considerably less than anticipated and that coupled with
the impact of the legislative changes to the tax structure, illustrates the City tax rate for 2012 to be 56 %.
The current tax rate is approximately 46 %, representing an estimated 9% increase. Weyrens stated she
would email out the Impact information as soon as the information is compiled on how other cities were
affected for a comparison.
Frank stated that even without increasing the budget, because of the market value credit, taxpayers could
expect an increase. Weyrens stated yes because of the decreased home values and the market value
credit. Bartlett stated the City of St Joseph has a large residential community so it will be impacted more
that some other communities.
Administrator Reports — Legislative Priorities: Weyrens presented the Council with the final draft of the
Legislative Priorities for 2012 as prepared by the area Mayors and Administrators (St. Cloud, Waite Park,
Sauk Rapids, Sartell, St Augusta and St. Joseph). The priorities were to be discussed by each city and
brought back for feedback to the meeting November Intergovernmental Meeting. Some of the items on
the list of priorities do not have an impact on St Joseph, but do have an impact on the area. Sauk Rapids
was asking for support in removing #19 PELRA Reform, so that item will be removed. Frank stated that
he does have an issue with a number of the items but can support the document in general terms.
The Intergovernmental meeting will be Tuesday, November 29 at Jimmy's Poorhouse with the only
agenda item being Legislative priorities. As the host City, Sauk Rapids is inviting all the legislators who
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serve the St. Cloud area. It is hoped that they can gain an understanding of the area needs and bring
that some support to the legislative session.
Surplus Fire Truck: Weyrens stated that in anticipation of accepting a bid to contrast a new fire truck, the
City will have a surplus fire truck upon delivery of the new vehicle. A nearby agency had indicated a
desire to purchase the existing fire truck; however, before the truck can be sold, it has to be declared as
surplus and advertised as such. The ad would be structured that the truck would not be available until the
City accepts delivery of the new truck and within 30 days would release the vehicle. In addition, the ad
would list a minimum bid of $ 60,000 with 5% down and the truck is sold as is.
Wick made a motion of intent to sell the surplus 1996 fire truck authorizing the sale of such with a
minimum bid f $ 60,000, 5% down payment and delivery within 30 days of the City accepting the
new pumper truck. The motion was seconded by Symanietz and passed unanimously.
Mayor's Report
APO: Mayor Schultz reported that the APO executive board met last week. They discussed
reprogramming the HPP fund to consider using all the $601,000 to go to the Beaver Island Trail because
it is shovel ready and they can start construction in the spring. The City of St. Cloud already has the rest
of the funds for this project. A Special Meeting will be held in November before the APO full board to
discuss this matter.
Council Reports
FRANK
Parking Pads: Frank reported that the parking pad ordinance needs to be discussed again. He stated
that the police department cannot enforce the ordinance. Chief Jansky stated that it is so ambiguous the
police department has nothing to use as standard. He asked that it be clarified what a parking pad is.
Mayor Schultz asked that the parking pad ordinance be added back to the future agenda.
Market Study: Frank stated he received an email from Cynthia Smith - Strack regarding a market study.
He would like to see staff hours limited to working on information for grants regarding rental properties
Wick stated he thought it the information in the email was answering the owner of the rental property and
that it was the owner of the properties that was interested in doing the market study but checking with
Cynthia Smith - Strack if there was any grant money that would possible be available.
LOSO — No report
WICK
Rental Housing Work Group: Wick stated the Rental Working Group is meeting Wednesday, October 26,
2011.
SYMANIETZ
Stearns Municipal League: Symanietz stated she went to the Stearns County Municipal League meeting.
Tourism around the Sauk River was discussed and how it could be better if the river was cleaned up.
The people bringing this issue to the meeting were directed to the DNR as that is who would handle that
area. The DNR has already started on the clean up.
Wick made a motion to close the City Council meeting pursuant to Minnesota Statute 13D.03
subd. 1(d), 2 to discuss the potential purchase of the property located at 35 College Avenue North.
The motion was seconded by Symanietz and passed unanimously.
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Adiourn: The meeting was adjourned by consensus at 9:30 PM
Judy Weyrens
Administrator
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