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Home My WebLink About2012 [08] Aug 28 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, August 28th at 5:OOPM 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 Citv 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. Approval of A4enda: Symanietr made a motion to approve the agenda adding R1 Rental Committee 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 Committee where the current provisions were recommended. Frank made a motion accepting appointments for the R1 Rental Housing Committee; seconded by Wick passing unanimously. Mediation Apaointment: 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 and Wick volunteered to which Symanietz made a motion to appoint Loso and Wick,seconded by 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- bid in spring 2013. Loso made a motion to reject the bid and rebid the project for 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 Countv Road Proiect): 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 wetland clarification is a panel including Stearns County and DNR representatives. Frank made a 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 Preliminarv Budcaet: 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(St.Cloud Issue) $ 595,000 • 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 %time to 3/.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. Adiourn: As the agenda was completed the Mayor adjourned the meeting at 8:17pm. Jud W yrens A inistrator This page intentionally left blank