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HomeMy WebLinkAbout[04a] MinutesAugust 2, 2012 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, August 2, 2012 at 7:00 PM, opening with the pledge of allegiance. Members Present: Mayor Rick Schultz. Councilors Dale Wick, Bob Loso, Steve Frank, Renee Symanietz. Administrator Judy Weyrens. City Representatives Present: Finance Director Lori Bartlett, Police Chief Pete Jansky, Public Works Director Terry Thene, City Engineer Randy Sabart. Others Present: Preston Eurele, Gary Grossinger, Telizia Callaway. Public Comments – No one present wished to speak. Frank made a motion to approve the agenda; seconded by Symanietz and Approval of Agenda: passed unanimously. Loso made a motion to approve the consent agenda as follows; seconded by Consent Agenda: Frank and passed unanimously. a.Minutes – Approve the minutes of July 19, 2012. 045571-045608000698-000702. b.Bills Payable – Approve check numbers , payroll EFT # nd Gambling Report – Accept the 2 Quarter 2012 Gambling Report c. Stearns County Assessor: Stearns County Assessor Gary Grossinger approached the Council to present the annual report of tax values, as the Council has appointed Stearns County as the Assessor. Grossinger presented the following 2012 Assessment Changes by property types: Residential ( 3.70%) Commercial/Industrial ( 2.56%) Apartment 2.90% Agricultural (17.89%) Grossinger discussed the process for evaluating and classifying projects as the Statute requires that the assessor actually view each property listed for taxation at a minimum interval of five years. The assessor’s office will review property more frequently if there are changes that would have an impact. Grossinger stated that the property values continue to decline as the economy changes or as improvements are added. The MN Department of Revenue requires that property assessments correlate to the market value and must be within 90 to 100% of the market value. Grossinger stated that he is frequently questioned on foreclosure rates and impacts and in 2011 St. Joseph only had 24 foreclosures with the majority of those vacant lots. In looking at New Construction history, the City hit the high-water mark in 2010 with $7 million and last year the total new home construction was $1.3 million which is reflective of the economic times. Grossinger stated that he is aware of concerns relating to tax exempt properties and public ventures such as Gorecki and leasing of dorms facilities; however they are regulated by Statute and are operating under the existing guidelines. The Assessors have discussed needed changes but it would require legislative action and that has yet to occur. Finally, Grossinger introduced Sheryl Foster who will be the Stearns County Staff contact for residential assessments. Loso questioned if the individual tax statements will be simplified so that the average resident can understand the statement. Grossinger responded that the format of the tax statement is dictated by MN Statute with oversight by the Department of Revenue. He too receives numerous calls on the format, but again this is regulated by Statute requiring legislative action to change. Frank questioned if had seen much change in the tax value and assessment rates. Grossinger responded the total tax capacity for St. Joseph has decreased approximately 1% which is better than August 2, 2012 Page 2 of 5 some of the surrounding communities. Loso stated that he has noticed that a number of communities west of St. Joseph have a significantly higher tax rate than St. Joseph. Grossinger responded that part of the increase is a result of changes to the homestead credit law and the balance is budgetary. Wick questioned when the City will receive the final market value for the 2013 tax year, to which Grossinger responded late October. Budget Discussion Weyrens stated that the City Engineer and Public Works Director have completed preparing the Capital Improvement Plan as it relates to infrastructure, ranking the top eight projects. Weyrens stated on of the difficulties in programing the repairs to the Park Terrace area is the inability to assess at least 20%. The City has the ability to issue GO Bonds provided at least 20% of the project is assessed, short of that the City could issue CIP Bonds, which have a trigger mechanism for residents to request the matter be placed on the ballot. Randy Sabart, City Engineer, and Terry Thene Public Works Director presented the following capital projects: Project 1 Sanitary Sewer Replacement under CSAH 75 2013 – The project includes replacing the sanitary sewer pipe west of Kay’s Kitchen, under County Rd 75 where the existing 20” pipe is reduced down to 12”. As St. Joseph continues to grow this becomes a bottleneck, and is a concern. As the County Rd 2 construction becomes a reality, this would be upgraded and plans are for a 42” pipe under County Rd 75. The next step would be a feasibility study considering future growth and investment. . Project 2 Street Overlays 2013 – Sabart stated that in the past the City has not considered street overlays as part of the budget as they have been special assessed with a small tax levy. While the city has prepared a Street CIP identifying street overlay or reconstruction, street projects have not been programed due to budgetary constraints. Staff is concerned that if the City does not start improving some of the streets the expected life span may be reduced to less than the expected 30 years. Project 3 Interior/Exterior Water Tower Maintenance 2013- Sabart stated the Council has previously been presented with a report illustrating needed maintenance on the water tower, delaying repairs so that financing can be considered. Originally the City had contemplated constructing a second water storage facility, but due to the economy that plan has been shelved, therefore the downing of the water tower must be coordinated with the College of St. Benedict so that the City can convert to their water supply. Loso stated that it was his understanding that the water tower antenna lease payment were set aside to cover future maintenance. Weyrens stated that the Council allocated a portion to the general fund as well as the water fund. The funds were placed in the water fund used to cover operation expenses included debt payments. Wick questioned if the refuse fund could be used to offset the water repair costs. Weyrens stated that the refuse fund has not been generating revenue for the past five years and the balance in the fund is from past years and if the funds are used for the water tower the City would not have funds for expanding or relocating the compost area. Finance Lori Bartlett stated that water rates are project for a five year time period and with the large debt payments for the treatment facility, it becomes difficult to program large expenditures in the water fund. If the rates were increased to cover the water tower repairs, the increase would be significant. Schultz questioned Sabart as to the risk to the water tower if the project is delay. Sabart responded that waiting an additional year would have low risk based on the findings in the 2006 report indicating minor corrosion. Since the City would have to rely on the College to provide water storage and distribution, the project would be designed during the winter months with construction in spring. Project 4 Park Terrace Improvements 2014 – Project to upgrade the infrastructure, Sabart commented on the financing challenges and this affects the ability to levy special assessments. Schultz August 2, 2012 Page 3 of 5 asked if the process starts all over again from the previous feasibility study. Weyrens confirmed the feasibility study wouldn’t change but questioned the Council as to whether or not they feel market conditions have changed enough to re-evaluate the projected assessments and benefit ratio. Project 5 Clinton Village Improvements 2015- The streets in Clinton Village nearing 30 years of life and should be scheduled for an overlay. Frank commented since he lives there would only ask basic concerns and when discussion gets to specifics, he would withdraw from discussion and comments. He asked when people are notified and Weyrens explained officially starts with a Public Improvement Hearing and not until something is formalized with the Council starting a feasibility study. Project 6 Northland Drive Improvements 2014–This is another improvement that has been on the CIP for a number of years. The project includes constructing a sidewalk along Northland Drive, overlying the street and repairing some storm water issues. Schultz confirmed this has been a priority for a sidewalk from the neighborhood to Wobegon Trail. Project 7 Monument Sign 2013 – Item discussed with the County Rd 2 bypass implementing or moving the monument at the same time of construction. The council generally agreed this should be a low priority item and may be completed with assistance from the area service clubs. Project 8 CBD Alley Improvements 2014 – This project includes improving the alleys in the downtown area and could be expanded to include parking or landscaping. Sabart suggested that if the City is considering expanding or remodeling the existing City facility, the alley project/improvements could be tied together for one project. Wick question projects not discussed such as the improvements/repairs to the St. Cloud Regional Wastewater facility/infrastructure. Sabart stated that he is still waiting for information from the City of St. Cloud including timeline and funding commitment. Wick stated that the project projects exceed 1.5 M and questioned how the projects will be financed. Weyrens stated that the financing part becomes difficult as the City is already aware that the total market value of the City has reduced approximately 1%, resulting in a net decrease in revenue of $ 36,000. Projects such as Northland Drive could be funded through MSA funds and other projects will have to rely on tax levies. The Council will have to balance the cost of projects versus the impact on the tax capacity rate. Frank commented on delay on second water tower, as well as questioning if items such as permanent place for the Historical Center or police garage have been included in the budget process. Weyrens and Bartlett stated the next meeting the Council will be reviewing and discussing the CIP for all departments as well as the operational budget. Weyrens reminded the Council that the preliminary budget must be submitted to the Stearns County Auditor no later than September 16, 2012. Once certified the budget can only be reduced. Administrator Reports Construction Management Services – Weyrens reported that the Facility Committee interviewed three firms to provide construction management services for the proposed Government Center. The three firms interviewed included: RA Morton, Winkleman Building and Strack Construction. All three firms were capable of managing the project with different strengths and weaknesses. While the fee was a consideration, the committee also revised and discussed the Job Superintendent, the estimating track record and process and interview impression. After considerable discussion the Committee recommended the Council extend a contract to RA Morton for Construction Management Services. Symanietz stated that after interviewing and discussing the candidates, she rated the top firm as RA Morton, this based on the recent similar projects including the City of Sauk Rapids Government Center and St. Cloud Police Headquarters. Wick concurred stating he also appreciated their program approach and interaction with subcontractors. He further stated RA Morton has considerable government project experience. August 2, 2012 Page 4 of 5 Loso questioned the fee difference between the companies. Weyrens stated that the fee component was divided into two phases, the design and construction. The design fee was a flat fee while the construction fee is based on the total project cost. While RA Morton was not the lowest contractor, they appeared to have the broadest range of experience in similar type projects as the proposed St. Joseph project. Preston Eurele,, RA Morton, approached the Council to discuss the services they provide. Eurele stated that RA Morton as the experience to deliver the project in a timely and cost effective manner. Loso questioned Eurele if the higher fee charged by his company would be recognized by the City in savings. Euerle stated he is confident that his company can generate savings with their experience and add value Frank made a motion to authorize the Mayor to execute the service agreement to the process. between RA Morton and the City of St. Joseph for construction management services. The motion was seconded by Schultz and passed unanimously. Mayor Reports CR 2 Surplus Right-of-way: Schultz reported that he attended the County Board of Commissioners Meeting at which time they considered the request of the City Engineer to sell the excess ROW property formerly occupied by Kings Express adjacent to CR 75. Schultz stated that the EDA may have interest in the considering the property. APO: Schultz reported that he attended the recent Bicycle and Pedestrian Advisory Committee meeting– Wobegon Trail update and reported that the APO has recently filled an open staff position. Council Reports SYMANIETZ Intergovernmental Meeting: Symanietz reported that she recently attended the area Cities Intergovernmental Meeting at which Secretary of State Mark Ritsche presented information on the Voter ID amendment. The meeting also included a presentation from the YMCA and City of St. Cloud regarding the proposed partnership to construct and aquatic center and the Mayor of Sartell briefly discussed the fire and events that occurred at the Verso paper mill. WICK EDA: Wick presented the Council with an overview of the recent activities of the EDA, of which included the option of applying for funding for housing rehab as in 2011. The EDA Director has indicated that she could prepare the application along with assistance from the Central MN Housing Coalition. In 2011 the Loso made a EDA had received interest from approximately 50 homeowners including rental properties. motion authoring the EDA to submit a grant on behalf of the City of St. Joseph to the Central Minnesota Housing Fund for housing rehabilitation. The motion was seconded by Symanietz and passed unanimously. Wick reported that the EDA in conjunction with the St. Joseph Chamber (Travis Moore and Mike McDonald), are in the process of completing a Business Retention Study. LOSO Park Board: The Park Board met and discussed the following: 1) Installing no golfing signs in the City parks; 2) The Wobegon Facility is undergoing maintenance repairs and the parking lot will be closed for 2 days; 3) Scenic Specialties will be planning the Cloverdale tot lot concept and work on this winter; 4) A committee has been formed to plan a winter social event; 5) Archery Range is proposed to be located near the Water Treatment; and 6) Sharon Young reported that the summer ball program included 136 participants. August 2, 2012 Page 5 of 5 FRANK Meetings: Frank reported that he too attended the Area Intergovernmental Meeting and the St. Joseph EDA Meeting as reported by Wick. Wick made a motion to adjourn at 8:30 PM; seconded by Loso and passed unanimously. Adjourn: Judy Weyrens Administrator August 16, 2012 Page 1 of 3 Pursuant to due call and notice thereof, the St. Joseph City Council met in regular session on Thursday, th August 16 at 7:00PM in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Members Present: Mayor Rick Schultz, Councilors Renee Symanietz, Dale Wick, Bob Loso and City Administrator Judy Weyrens City Representatives Present: Police Chief Pete Jansky, Public Works Director Terry Thene, Finance Director Lori Bartlett. Others Present: Tom Klein, Troy Goracke – Public Comments No one present wished to speak. Loso made a motion to approve the agenda; the motion was seconded by Approval of Agenda: Wick and passed unanimously. Loso made a motion to approve the bills payable and the motion was Approval of Bills Payable: seconded by Symanietz and passed unanimously. 2013 Preliminary Budget: Weyrens presented the Council with the proposed 2013 Budget, including the following: • Detailed listing of expenditures and revenue by object code and department • Capital Improvement Plan for each department (Police, Admin, Public Works, Fire) • Proposed Equipment Certificate for items identified in the CIP • Capital Projects - Engineering Weyrens clarified that the proposed budget includes utilization of an equipment certificate to purchase planned equipment. The Council has utilized two rotating equipment certificates and in 2013 one of two is retiring. If an equipment certificate is not utilized the equipment is still needed and will have to be programmed into the budget. Schultz questioned the proposed sidewalk projects along CR 2/College Avenue and CR 133/12 Ave SE sidewalk and if the project could be constructed into two sections, so that if one section is ready for construction it would not be delayed. Sabart responded that the construction could be completed in phases. The Council also questioned if modifications to the crossing on CR 75 would be modified to assist pedestrian traffic crossing CR 75. Weyrens stated that the Stearns County Engineer's office has indicated that they will be changing the devices and timing at CR 75 Intersections at their cost. The Council also discussed the investigating a potential overpass over CR 75 and setting aside funds for such. Weyrens stated that the CIP already includes $ 30,000 for such. Public Works Director Terry Thene discussed the needed repairs to the Minnesota Street beautification project. He stated a number of the trees have roots that have surfaced creating a potential safety hazard. In reviewing options, Thene stated that if the trees were replaced and the current pavers installed the project would cost approximately $ as an alternative the trees could be replaced and instead of pavers, stamped concrete could be used. The alternative cost is approximately $. Schultz stated that he has been questioned if all the trees needed to be replaced or possibility saved. Thene stated that the majority of trees will need to be replaced, but the project could be completed in phases. To prevent roots from surfacing in the future, the project would include iron grates that would contain any intrusion. When questioned how the project could be funded, Weyrens responded that the City has a debt issue retiring in 2012 with a residual balance of approximately $ 244,000. Once the debt is released the Council can designate the funds to any project or place in the debt service relief fund. Part of the residual could be used for the needed improvements. These same funds could be used to pay for the design documents for the Park Terrace project. If the Council wants to move the project forward the feasibility study would need to be updated with a new public hearing. If the Council opted to move to the next step, August 16, 2012 Page 2 of 3 that would consist of drafting the construction documents which would cost approximately $ 100,000. The process and documents could be completed in 2013 with an anticipated construction date of 2014. Loso stated that he would prefer that the residual balance be designated to debt service relief to help keep the taxes at a manageable level. Weyrens discussed the process of reviewing debt and planning projects around the debt schedule so that large spikes in tax rates can be avoided. In 2015 the City has debt retiring that includes large tax levies. Therefore, if a project is needed that would require a large levy, it could be constructed in 2014 with debt beginning in 2015. The City Hall facility debt will expire in 2015 which includes a levy of approximately $ 95,000. If the City opts to construct/remodel a government center with a construction cost of $ 3.5 Million, the levy would have to increase $ 65,000, in addition to the existing $ 95,000 that will expire in 2015. Weyrens stated the budget information also includes a summary of the expenditures broken into three categories: salary/personnel, repairs/main and capital. This sheet serves as an overview of the budget expenditures and compares the prior year. The final component of the budget information is the estimated impact on the tax capacity rate. The City will recognize a 1.29% decrease in market value for 2013 and the proposed budget presented to the Council represents a six (6) percent tax increase on residential homes. Loso stated that he calculates the budget increased by 12% and he would like the Council to reduce the budget to a lesser impact. Weyrens stated that the budget presented does not include an increase to the Council salary and if the Council would like to increase the salary, it must be approved before the election and will take effect in the next Calendar year. Schultz discussed the following budget concerns:  Council salaries, appears as the budget has been decreased. Weyrens responded the salary has not been decreased but the budget has been decreased based on historical trends and projected meetings for 2013. –  Membership Dues for Council has increased Bartlett stated that memberships are not decreased; rather they have been re-coded to a different portion in the budget.  Expressed a desire to include membership to the Greater St. Cloud Development  Questioned if the Salary for General Administrative includes a full time receptionist as he would like to see continuity. Weyrens stated the budget includes ¾ time staff person.  Questioned if the Police Salary item includes additional officer. Weyrens stated the th budget includes an 8 officer for six months and increase part time hours  Requested the budget include camera surveillance equipment for the parks and park development funding. Loso responded that Park Development funding is allocated through the platting process. Loso and Symanietz questioned if the budget includes the Flower project. Weyrens stated the budget does include the funding to pay for staff to water the flowers; however it was not requested by the froup that started the project. The Public Works Director included it based on recent discussions at the Council level. Both Loso and Symanietz stated that they were of the understanding it would not cost the City any funding and do not see the need to include the expenditure in the budget. Wick questioned the equipment certificate and questioned if the there is a difference if the equipment is purchased with bond residual rather than debt service. By doing this the budget for 2013 would not include a levy for 2013. The Council requested that staff provide the Council with an illustration of the impact of increasing the tax levy rate at 2 and 4 percent. The Council also discussed the impact of Waite Park annexing part of St. Joseph Township, increasing the financial impact of the City portion of the fire fund. Weyrens stated that it is anticipated that the preliminary budget will be presented for approval at the first meeting in September. Mayor Report APO Executive update - MN Department of Transportation has a major shift in funding, concerned about how the APO is allocated funding. The Metropolitan Bus lost Federal Funding for New Buses so the APO is the only funding source for the MTC. August 16, 2012 Page 3 of 3 Council Reports LOSO Fire Board: The Fire Board meet recently and approved the following: 1) spending $ 4,400 on a water softener; 2) attendance of the Fire Chief and Assistant Chief at the State Fire Chiefs convention; 3) preliminary budget with a 1.9% increase in municipal contribution; 4) continue investigating the replacement of the rescue van. – WICK No Report SYMANIETZ Joint Planning Board: The Joint Planning conducted a public hearing for a proposed plat near the north end of the Northland Development. The proposed development will consist of 62 acres and 12 dwelling units and the developer is Cory Ehlert. Symanietz stated that he Council will be receiving a packet of information as they City Council will be required to act on this matter as well. Weyrens clarified that the Joint Planning Board is the Planning authority for the St. Joseph Orderly Annexation area and their decision or final with the exception of rezoning. By MN Statute and elected body must make all final decisions on Zoning. The Memorandum of Understanding between the City / Township of St. Joseph and Stearns County identifies the process for land use matters. For rezoning matters, the Joint Planning Board conducts the public hearing and forwards a recommendation to the full City Council and Township Board. The City Council and Township Board meet jointly to consider the matter with each Board initiating separate actions. The Joint Planning Board has recommended the City and Township approved the rezoning of a portion of the Notch property from the current Urban Expansion (UE) to R5 Residential. The Council briefly discussed the project and concerns of fire/safety access and impact to future infrastructure. Symanietz also reported that the Joint Planning Board considered a request for an extended cul-de-sac for the same property for which rezoning is being sought. However, the Joint Planning Board could not take action on that matter until the City Council and Township Board acted on the Zoning. Meeting adjourned at 7:30pm. Judy Weyrens Administrator August 16, 2012 Page 1 of 3 Pursuant to due call and notice thereof, the St. Joseph City Council met in regular session on Thursday, th August 16 at 7:00PM in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Members Present: Mayor Rick Schultz, Councilors Renee Symanietz, Dale Wick, Bob Loso and City Administrator Judy Weyrens City Representatives Present: Police Chief Pete Jansky, Public Works Director Terry Thene, Finance Director Lori Bartlett. Others Present: Tom Klein, Troy Goracke – Public Comments No one present wished to speak. Loso made a motion to approve the agenda; the motion was seconded by Approval of Agenda: Wick and passed unanimously. Loso made a motion to approve the bills payable and the motion was Approval of Bills Payable: seconded by Symanietz and passed unanimously. 2013 Preliminary Budget: Weyrens presented the Council with the proposed 2013 Budget, including the following: • Detailed listing of expenditures and revenue by object code and department • Capital Improvement Plan for each department (Police, Admin, Public Works, Fire) • Proposed Equipment Certificate for items identified in the CIP • Capital Projects - Engineering Weyrens clarified that the proposed budget includes utilization of an equipment certificate to purchase planned equipment. The Council has utilized two rotating equipment certificates and in 2013 one of two is retiring. If an equipment certificate is not utilized the equipment is still needed and will have to be programmed into the budget. Schultz questioned the proposed sidewalk projects along CR 2/College Avenue and CR 133/12 Ave SE sidewalk and if the project could be constructed into two sections, so that if one section is ready for construction it would not be delayed. Sabart responded that the construction could be completed in phases. The Council also questioned if modifications to the crossing on CR 75 would be modified to assist pedestrian traffic crossing CR 75. Weyrens stated that the Stearns County Engineer's office has indicated that they will be changing the devices and timing at CR 75 Intersections at their cost. The Council also discussed the investigating a potential overpass over CR 75 and setting aside funds for such. Weyrens stated that the CIP already includes $ 30,000 for such. Public Works Director Terry Thene discussed the needed repairs to the Minnesota Street beautification project. He stated a number of the trees have roots that have surfaced creating a potential safety hazard. In reviewing options, Thene stated that if the trees were replaced and the current pavers installed the project would cost approximately $ as an alternative the trees could be replaced and instead of pavers, stamped concrete could be used. The alternative cost is approximately $. Schultz stated that he has been questioned if all the trees needed to be replaced or possibility saved. Thene stated that the majority of trees will need to be replaced, but the project could be completed in phases. To prevent roots from surfacing in the future, the project would include iron grates that would contain any intrusion. When questioned how the project could be funded, Weyrens responded that the City has a debt issue retiring in 2012 with a residual balance of approximately $ 244,000. Once the debt is released the Council can designate the funds to any project or place in the debt service relief fund. Part of the residual could be used for the needed improvements. These same funds could be used to pay for the design documents for the Park Terrace project. If the Council wants to move the project forward the feasibility study would need to be updated with a new public hearing. If the Council opted to move to the next step, August 16, 2012 Page 2 of 3 that would consist of drafting the construction documents which would cost approximately $ 100,000. The process and documents could be completed in 2013 with an anticipated construction date of 2014. Loso stated that he would prefer that the residual balance be designated to debt service relief to help keep the taxes at a manageable level. Weyrens discussed the process of reviewing debt and planning projects around the debt schedule so that large spikes in tax rates can be avoided. In 2015 the City has debt retiring that includes large tax levies. Therefore, if a project is needed that would require a large levy, it could be constructed in 2014 with debt beginning in 2015. The City Hall facility debt will expire in 2015 which includes a levy of approximately $ 95,000. If the City opts to construct/remodel a government center with a construction cost of $ 3.5 Million, the levy would have to increase $ 65,000, in addition to the existing $ 95,000 that will expire in 2015. Weyrens stated the budget information also includes a summary of the expenditures broken into three categories: salary/personnel, repairs/main and capital. This sheet serves as an overview of the budget expenditures and compares the prior year. The final component of the budget information is the estimated impact on the tax capacity rate. The City will recognize a 1.29% decrease in market value for 2013 and the proposed budget presented to the Council represents a six (6) percent tax increase on residential homes. Loso stated that he calculates the budget increased by 12% and he would like the Council to reduce the budget to a lesser impact. Weyrens stated that the budget presented does not include an increase to the Council salary and if the Council would like to increase the salary, it must be approved before the election and will take effect in the next Calendar year. Schultz discussed the following budget concerns:  Council salaries, appears as the budget has been decreased. Weyrens responded the salary has not been decreased but the budget has been decreased based on historical trends and projected meetings for 2013. –  Membership Dues for Council has increased Bartlett stated that memberships are not decreased; rather they have been re-coded to a different portion in the budget.  Expressed a desire to include membership to the Greater St. Cloud Development  Questioned if the Salary for General Administrative includes a full time receptionist as he would like to see continuity. Weyrens stated the budget includes ¾ time staff person.  Questioned if the Police Salary item includes additional officer. Weyrens stated the th budget includes an 8 officer for six months and increase part time hours  Requested the budget include camera surveillance equipment for the parks and park development funding. Loso responded that Park Development funding is allocated through the platting process. Loso and Symanietz questioned if the budget includes the Flower project. Weyrens stated the budget does include the funding to pay for staff to water the flowers; however it was not requested by the froup that started the project. The Public Works Director included it based on recent discussions at the Council level. Both Loso and Symanietz stated that they were of the understanding it would not cost the City any funding and do not see the need to include the expenditure in the budget. Wick questioned the equipment certificate and questioned if the there is a difference if the equipment is purchased with bond residual rather than debt service. By doing this the budget for 2013 would not include a levy for 2013. The Council requested that staff provide the Council with an illustration of the impact of increasing the tax levy rate at 2 and 4 percent. The Council also discussed the impact of Waite Park annexing part of St. Joseph Township, increasing the financial impact of the City portion of the fire fund. Weyrens stated that it is anticipated that the preliminary budget will be presented for approval at the first meeting in September. Mayor Report APO Executive update - MN Department of Transportation has a major shift in funding, concerned about how the APO is allocated funding. The Metropolitan Bus lost Federal Funding for New Buses so the APO is the only funding source for the MTC. August 16, 2012 Page 3 of 3 Council Reports LOSO Fire Board: The Fire Board meet recently and approved the following: 1) spending $ 4,400 on a water softener; 2) attendance of the Fire Chief and Assistant Chief at the State Fire Chiefs convention; 3) preliminary budget with a 1.9% increase in municipal contribution; 4) continue investigating the replacement of the rescue van. – WICK No Report SYMANIETZ Joint Planning Board: The Joint Planning conducted a public hearing for a proposed plat near the north end of the Northland Development. The proposed development will consist of 62 acres and 12 dwelling units and the developer is Cory Ehlert. Symanietz stated that he Council will be receiving a packet of information as they City Council will be required to act on this matter as well. Weyrens clarified that the Joint Planning Board is the Planning authority for the St. Joseph Orderly Annexation area and their decision or final with the exception of rezoning. By MN Statute and elected body must make all final decisions on Zoning. The Memorandum of Understanding between the City / Township of St. Joseph and Stearns County identifies the process for land use matters. For rezoning matters, the Joint Planning Board conducts the public hearing and forwards a recommendation to the full City Council and Township Board. The City Council and Township Board meet jointly to consider the matter with each Board initiating separate actions. The Joint Planning Board has recommended the City and Township approved the rezoning of a portion of the Notch property from the current Urban Expansion (UE) to R5 Residential. The Council briefly discussed the project and concerns of fire/safety access and impact to future infrastructure. Symanietz also reported that the Joint Planning Board considered a request for an extended cul-de-sac for the same property for which rezoning is being sought. However, the Joint Planning Board could not take action on that matter until the City Council and Township Board acted on the Zoning. Meeting adjourned at 7:30pm. Judy Weyrens Administrator August 28, 2012 Page 1 of 3 Pursuant to due call and notice thereof, the St. Joseph City Council met in special session on Tuesday, th August 28 at 5:00PM in the St. Joseph City Hall. Members Present: Mayor Rick Schultz, Councilors Steve Frank, Renee Symanietz, Dale Wick, Bob Loso and City 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: None Public Comments – No one present. Symanietz made a motion to approve the agenda adding R1 Rental Committee Approval of Agenda: and Mediation Appointment. The motion was seconded by Frank and passed unanimously. R1 Rental Committee:Schultz stated that he has contacted different individuals to serve on the fiver person R1 Rental Committee and at this time is requesting appoint of the following: Noreen Loso, Diane Weick, Cory Ehlert,Nettie Pfannenstein, and himself. Loso questioned the makeup of the proposed individuals, to which Schultz responded that Noreen Loso and Nettie Pfannenstein served on the 2000 Frank made a motion accepting Committee where the current provisions were recommended. appointments for the R1 Rental Housing Committee; seconded by Wick passing unanimously. Mediation Appointment:Weyrens reported the City Attorney has requested appointment of one or two Council members to be present for the mediation regarding case of the City of St. Joseph v. Michael Deutz. The mediation hearing is scheduled for September 25, 2012 with a time to be determined. Loso Symanietz made a motion to appoint Loso and Wick, seconded by and Wick volunteered to which Frank and passed unanimously. Sidewalk Bids: City Engineer Randy Sabart reported that the City opened bids for the 2012 Sidewalk improvements along CR 2 and CR 133. Unfortunately the City only received one bid and it was significantly higher than the Engineers estimate. In an effort to understand the lack of bidders, Sabart stated he called some of the typical contractors to inquiry why they chose not to bid the project. Some contractors indicated that they did not see the notice and others stated that they were leery of completing the project with fall quickly approaching. Most indicated that if it were a spring project they would have submitted a bid. At this time Sabart stated that he would recommend the Council reject the bid and re- Loso made a motion to reject the bid and rebid the project for spring 2013 bid in spring 2013. construction. The motion was seconded by Wick and passed unanimously. Discussion: Schultz expressed frustration as to why the project was delayed to a point where contractors did not feel they could complete before the weather changes. He questioned what the City could have done better to accelerate the process. Sabart responded that in hind sight when it appeared the City would not receive the needed easement on the east side of CR 2/College Avenue, the design to the west side of the road could have occurred sooner. Frank questioned if the sidewalk on the west side of CR 133 would be installed by McDonalds. Weyrens stated that the sidewalk will be constructed when the improvements for their site are installed, but the sidewalk will be installed from the southern property line of their property to Elm Street. Sidewalk bids – CR 2 (Stearns County Road Project): Weyrens stated that the City Engineer and City Attorney have been working on securing needed assessments for the sidewalk extension adjacent to the re-aligned CR 2. The City has not received easement rights from Bechtold, Pueringer and Shoenborn; however, Schoenborn would agree to execute an easement if the City agreed to execute an agreement not opposing the property owner from seeking rights to impact a wetland. The City Attorney has drafted an agreement that would satisfy the property owner and not place the City in liability or a position to fight for the property owner. The agreement simply states that the City will not oppose the property owners application to determine the wetlands to be incidental and the City is generally in agreement with their August 28, 2012 Page 2 of 3 development plans. Sabart stated that the area in question was developed over time when County Rd 75 was built and the culvert placement or lack of caused the area to be inundated with water. It becomes difficult to view aerial photographs to see what the terrain looked like 60 years ago. The decision on the Frank made a wetland clarification is a panel including Stearns County and DNR representatives. motion to authorize the Mayor and Administrator to execute the Easement Agreement and Easement Documents for the CR 2 Trail Easements. The motion was seconded by Loso and passed unanimously. 2013 Preliminary Budget: Weyrens and Bartlett presented the Council with revised budget data to include a summary and projected view of long term debt. The summary illustrates the existing debt and correlating tax levy, expiring tax levies and projected debt and levy impacts. In addition, a schedule illustrating proposed projects and construction years was presented as it correlates to the proposed debt schedule. Between 2013 and 2016 the following projects are anticipated:  Water Tower Repairs $ 535,000  Street Overlay $ 240,000  Equipment Certificate $ 295,000  Government Center $ 3,500,000  Sewer SIS 4 $ 595,000 (St. Cloud Issue)  Northland Drive $ 374,000  Street Overlay $ 140,000  Park Terrace Study $ 100,000  CSAH 75 Sewer Main $  Park Terrace-Construction $  Clinton Village $ 350,000 The following is a summary of Debt Expiration (2013 – 2018) Expiration Levy Issue Year Reduction 2008 Equipment Certificate 2013 $ 50,000 2000 City Hall Project 2015 $ 92,500 2010 Equipment Certificates 2015 $ 32,500 2002 Street Improvement 2017 $ 80,000 2003 Public Works Facility 2018 $ 65,000 The following is a summary of discussion items:  The Council discussed the neighborhood sewer and street schedule, special assessments, MSA fund schedule and the upcoming years’ total debt levels.  Council concerns about moving or delaying projects and levy amounts -not to bottle neck the projects and end up with more in upcoming years.  Comments by Sabart and Weyrens about the major improvements completed, the next one is the sewer upgrade by County Road 75, planning to balance between development and the utility and street upgrades.  Frank questioned the anticipated residential participation in assessments, to which Weyrens responded the CIP schedule assumes 25% which is consistent with other communities.  Wick commented on the Levy change increase of 4.39% and Bartlett confirmed there is still is a gap in revenue and expenditures of $39,000. To fill the gap looking at an additional 1% increase and 1.7M is the number to get to balance the budget. From 2012 to 2013 there is a 2.906% increase in the Tax Capacity Rate, 2013 Levy 1.7M levy compares to the 2012. Estimated new Tax Capacity Rate of 54.5484 to close the gap and balance the budget today.  Once the preliminary budget is set it can’t be increased – only reduced. August 28, 2012 Page 3 of 3  Loso questioned how the Capital Improvement Plan (CIP) numbers fit into the budget – Weyrens responded that the summary CIP cover page indicates the total capital programmed into the budget. The remaining information is past and projected revenues. All departments are responsible for planning for a five year period.  Council agreed to increase the administrative staff from ½ time to ¾ time  All departments including the EDA submitted a revised budget reducing the total Capital and budget needs.  The Council requested information on paperless packets or alternatives  Schultz and Frank discussed revenue potentials from banners advertising to compost and creation of a street light utility. The Council was in agreement to accept the preliminary budget and set the same for adoption on September 6, 2012 via the consent agenda, knowing that the Council will continue to work on the proposed budget for 2013 reducing the financial impact. As the agenda was completed the Mayor adjourned the meeting at 8:17pm. Adjourn: Judy Weyrens Administrator