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HomeMy WebLinkAbout[04a] Minutes March 7, 2013 Page 1 of 6 Pursuant to due call and notice thereof, the St. Joseph City Council met in regular session on Thursday, March 07, 2013 at 7:OOPM in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Members Present: Mayor Rick Schultz, Councilors Renee Symanietz, Dale Wick, Steve Frank, Bob Loso and City Administrator Judy Weyrens Citv Representatives Present: Police Chief Pete Jansky, Public Works Director Terry Thene, Finance Director Lori Bartlett and City Engineer Randy Sabart. Others Present: Sandy Scholtz, Jodi Terhaar, Mike Connolly, Margy Hughes, Talezia Calloway Public Comments: Margy Hughes, 128 Able Court approached the Council to discuss the downtown hanging basket project. She stated that the flower basket project in 2012 was success and the City was reimbursed the costs that were incurred for watering and maintaining the baskets. Since the project was a success, she stated that she requested the Council included $ 2,500 in the 2013 budget to support the project. She was disappointed to learn that the budget does not reflect funding for the project; however, the project will still move forward and will include additional flower baskets. The goal of the committee is to sell between 30 and 50 baskets. Approval of the Aqenda: Loso made a motion to approve the agenda as presented; seconded by Wick and passed unanimously. Consent Aaenda: Symanietz made a motion to approve the consent agenda as follows; seconded by Wick and passed unanimously. a. Minutes—Approved the minutes of February 7 and February 21, 2013. b. Bills Payable—Approve check numbers 046331 -046381 payroll EFT#000775-000779 and accounts payable EFT#001607-001608. Public Hearin4—Outdoor LiQUOr Permits(St. Joseph Parish. Sal's Bar): Schultz opened the public hearing to consider two outdoor liquor events, one for the Church of St. Joseph for an event to be held on July 3 and 4 and the seconded for Sal's Bar for an event to be held on May 10, 2013. Weyrens stated that both outdoor events are proposed to extend beyond 9:30 PM which requires a public hearing included mailed notice to the adjoining property owners. Both events are annual events and the Police Chief has reviewed both applications, recommending approval. Sandy Scholtz, Business Manager from the Parish of St. Joseph approached the Council discussing the logistics of the annual event. The Parish is requesting to ctose College Avenue South on July 3, 2013 between the hours of 6 PM—12 PM so that concert goers can walk between the parish grounds and the concert area safely. On the 4th of July, the request of the Parish is to close MN Street between 1 S� Avenue NW and College Avenue North and College Avenue S between Minnesota Street and the east/west alley. Scholtz stated originally the Parish was requesting to close College Avenue South from Minnesota Street to Baker Street and expand the parish grounds across College Avenue. However, after meeting with the Police Chief it was determined that the activities on the 4'h of July would not need to extend beyond their property on the west side of College Avenue and the request for closure has been amended. Scholtz stated that the festivities on the 3`�of July will again include fireworks and they will work with the Police and Fire Departments for the needed security. Jodi Terhaar, Dean of Students CSB and Mike Connolly, Dean of Students SJU approached the Council to discuss the outdoor permit request of Sal's Bar. Terhaar stated that the outdoor event is a cooperative effort with the City, College/University and Sal's Bar to provide a safe environment for the students to say their farewells. It allows the students to have a place to gather with friends and disperse naturally over time rather than pouring into the streets.The event has proven to curb some of the behaviors of the past. Connolly stated that this is one of those events that have been extremely successful and the students have come to look forward to. College representatives encourage the Council to approve outdoor permit and stated that the event will be well staffed and managed with the majority of the costs being paid by the College/University. March 7, 2013 Page 2 of 6 The public hearing was closed at 7:10 PM. Symanietz made a motion to approve the outdoor liquor permit for the Church of St.Joseph to include the following: 1) Outdoor liquor license for July 3`d to extend to 12:00 PM (Midnight); 2) outdoor liquor permit for July 4th to extend to 7:OOPM; 3)approve the closure of Colle�e Avenue South between Minnesota Street and Baker Street from noon [July 3`�]to 3 AM [July 4 ]; 4) approve the closure of MN Street between 1g�Avenue NW and College Avenue from 6:00 PM t to 7:00 PM; 5)approve the road closure of Minnesota Street between 3�d Avenue NW and 16th Avenue SE for the annual 4th of July parade. 7he motion was seconded by Wick and passed unanimously. Loso questioned the process and if the road closure has been approved by Stearns County. Weyrens stated Stearns County prefers the local jurisdiction to consider the request before the application is submitted to the Highway Department. Once approved by the City, a letter is fonNarded to the County with any restrictions or conditions Loso made a motion authorizing the Mayor and Administrator to execute an outdoor event license for Sal's Bar for an event to be held on May 10,2013. The motion was seconded by Schultz and passed unanimously. Sidewalk Bids: City Engineer, Randy Sabart presented the Council with the results of the bid opening for the 2013 Sidewalk improvement. Sabart stated the City received the following bids: Concrete Idea $ 155,024.50 Gertken Bros 162,153.50 C$L Excavating 164,861.75 Ferber, Inc 172,788.25 Eagle Construction 206,829.00 Urban Companies 215,983.75 Engineers Estimate 167,197.00 All the bids have been reviewed and while Sabart stated he has not had any experience working with Concrete Idea, he did contact agencies where they have performed and received positive comments. Therefore, he requested the Council accept the bid of Concrete Idea in the amount of$ 155,034.50 and authorize SEH to begin preparation of the contract for services. . The low bid was submitted by Concrete Idea in the amount of$155,024.50. Loso questioned the timeline for the project to which Sabart responded the contract expects to begin in - May and finish in less than two weeks. Loso questioned if the sidewalk project includes additional lighting. Sabart stated that the project has been designed without lighting, but the sidewalk will be illuminated by the lights at the intersections. Schultz questioned if the trail extension on the City water tower property includes any additional lighting. Again Sabart responded that lighting has not been included, but infrastructure could be installed for the future if it is the desire of the Council. Sabart stated that he and Thene will review the proposed improvement area for potential future lighting. Loso questioned if the project will be divided into phases or if it occur as on project. Sabart responded that since the project will be completed in such a short time frame,they will be working in all areas concurrently. Loso questioned if the proposed 2013 Lift Station modifications will have any impact to the proposed sidewalk improvement, to which Sabart responded no as that project is further west. Schultz questioned how the proposed improvement will be communicated to the adjoining property owners. Sabart responded that City staff will be coordinating a neighborhood meeting to discuss the proposed improvement Loso questioned if trees adjacent to the Coborn's site will be included in the design. Sabart responded that trees have not been included as the road is County controlled and they would not support adding features that could compromise visibility. March 7, 2013 Page 3 of 6 Loso made motion authorizing the Mayor and Administrator to execute Resolution 2013-015 accepting bid for the 2013 sidewalk improvement project and awarding the project to the lowest bidder, Concrete Idea; the motion was seconded by Wick and passed unanimously. Committee Reports EDA: Wick reported that the EDA met on February 27 at which time the following items were discussed: 1) Downtown Survey results—the EDA received 29 responses out of a total of 51, resulting in a 57% return rate. Of those returning survey's, only three felt a parking problem existing in the downtown; 2) The EDA suggested that discussion on the downtown footprint should be placed on hold until the City Council determines the location of the Community Center; 3) Discussed proposed Ordinance , amendments to the Industrial Zoning District to add a provision for bio-medical industries and modifications to the exterior requirements in the Highway Business District. Loso questioned the need to add a provision for bio-medical to the Industrial Zoning District, to which , Wick stated that the City has identified the Industrial Park as an area for proposed bio-medical uses, yet the zoning district does include such uses within the guidelines. Loso questioned Wick which property owners in the survey indicated that parking downtown is an issue. Wick stated that he does not have that information available. Park Board: Loso stated the Park Board meet on February 25 and recapped the Snow Town/Joe Town , event. Both events were lightly attended and Park Board was disappointed that the Council did not attend. The Board also discussed re-inventing the Oktoberfest or promoting a camping event at Millstream and the Board is moving forward with the Cloverdale project. Department Head Reports Public Works: Thene presented the Council with an update of activities which include: 1)the department has been busy plowing snow, clearing fire hydrants, dealing with frozen storm drains, potholes, repairing equipment; 2)the ice rink was a success and is closed for the season; 3)the safety committee has started meeting;4)Sewer activities: rebuilt check valve, dealt with broken sewer service at the main lift station; 5)Water activities:well three has been acid treated, repaired valves at water plant, toured the City of Shoreview through the water treatment plant; 6) provided a historical review of total water usage. Loso questioned Sabart as to at what point does the City need to start planning a second water tower. Sabart responded that when the City expanded the well field, they also delayed the need to consider a second water tower. The staff will continue to monitor growth and water consumption to gauge timing for a second facility. Frank stated that he recently read an article where it discussed long term impacts and implications of continuing to drill new wells. Sabart stated that the industry is focusing on reuse and recharging the underground water system even with the tight regulations on the resource. Police Deoartment Reports: Jansky presented the Council with an update of activities. 1) the Police Department is completing the mandatory training including first responder and first aid certification, taser, baton, and mace; 2) he is working on updating the Police Department Policy and Procedure Manual as well as the Emergency Service Manual; 3)working on the southern emergency siren as it is out of service; 4)the officers have been busy in the schools, in particular Kennedy Community School; 5)the officers assigned to investigations have been kept busy over the past months. With regard to providing the City Council with an annual report of calls, Jansky stated that the program ' used by the agencies does not generate an activity report that could be presented. In addition, before a report for 2012 can be produced, staff must complete entering the ICR's. As of today, October through December must be imputed; however all of 2013 has been entered. Jansky stated that he did have the opportunity to review totals calls for the past three years and they are as follows: 2010—2,281 ICRs; 2011 —2,249 ICR's; 212—2,429 ICR's. - - March 7, 2013 Page 4 of 6 Elementary School met with Bob and discussed an annual report, looking at trying to create a monthly or annual report. Currently into September, do not have everything in the system. Up to date with 2013 and they are working on getting the past entries done. In the last three years, calls for service are: 2281 in year 2010, 2235 in year 2011 and 2429 in year 2012. Jansky is working on getting something out monthly until report can be generated. He will continue to work with the vendor to generate a report for the Council. Frank stated that he understands the software is used County wide and questioned if it would be feasible to contract with the vendor to see if they could program the software to generate reports. Jansky stated that it would be cost prohibitive, but he will continue working on a report. Frank stated it is his opinion that the police department is understaffed and he questioned Jansky if there is a standard measurement for determining appropriate staff levels. He stated that he found various formulas, some of which would indicate that St. Joseph should have 12 to 14 officers. Jansky stated there is no one formula that can determine the level of staffing; it is based on the work load and expectations of the community. Loso stated that financial resources are also a contributing factor. Administrator Reports Financina Proiects, 2013: Weyrens presented the Council with the following summary of proposed projects for 2013 along with the proposed revenue stream for each project: Park Terrace Feasibility Debt Service Relief $ 39,000 Lift Stations Modification Sewer Revenue $ 959,000 Street Overlay Levy/Assessment $ 218,000 Sidewalk Improvement Sales Tax $ 175,000 Communication System Sewer Revenue $ 46,218 Truck Replacement Budget/CIP $ 30,591 Copier BudgeUCIP $ 10,000 HVAC/Roof for City Hall Previous Bond $ 174,000 In addition to the projects listed above, the budget for 2013 included the issuance of an equipment certificate to fund the following equipment: Computer Replacement Fiber/Workstations $ 30.000.00 Squad Car Buy versus Lease $ 26,250.00 Digital Recorders Replace $ 2,700.00 AED Replacement $ 10,200.00 Surveillance Camera Security/Parks $ 20,000.00 Front End Loader Additional $ 162,913.00 Gator(Used) Parks $ 6,000.00 Grapple Streets $ 3,206.00 Weyrens stated that the computer upgrade and fiber include replacing workstations that are five years or older and connecting fiber to St. Cloud. Jansky stated that the one of the leased squad cars expires in 2013 and he is proposing to purchase the next vehicle rather than lease. Jansky is proposing to purchase 2013 Ford Patrol Utility vehicle and the cost of purchasing is similar to leasing; however, at the end of three years, the City will have more equity in the vehicle if it is purchased. Jansky stated that he has also been working on surveillance equipment and has been not received return calls from one of the vendors. He contacted the City of Cold Spring as they are considering similar equipment but they are in the exploratory stage as well. Schultz questioned the cost of the cameras and available technology and if this is the right time to consider surveillance or if there will be some partnership opportunities in the near future. Thene stated that he is proposing to purchase a second front end loader to add efficiencies to the snow removal service. At the same time he is recommending trading in the road grader for which he has been quoted a value of$ 18,500.00. Thene stated that the City snow removal equipment is aging and is in need of repair. He will be proposing to purchase replacement plow trucks in 2015. March 7, 2013 Page 5 of 6 Frank questioned if the City is still considering electronic devices for the Council and electronic packets. Weyrens stated that she has already secured the additional five email accounts and they will be established shortly. The cost of the IPAD has not been determined but will shortly. The cost for the equipment and setup will be funded with PEG Access fees. Frank questioned the City should be moving forward with the expense at this time. Wick stated that the cost of the devices will be offset by the savings on the cost of paper. Frank questioned if he could use his existing computer to which Weyrens stated yes. The packets will be electronically delivered and any Windows or Apple device will work. Loso questioned the need to purchase a second loader and if used loader was considered. Thene stated that he did look into a used loader that had approximately 500 hours; however, in researching the history of the equipment, it would not be a good choice for the City. He continues to look for used equipment but has not been successful to date. Thene stated that the loader would be a more efficient manner in which to plow streets and is more universal than purchasing a replacement truck. Then stated the snow fleet is aging and needs repair. The majority of the street equipment is used when purchased by the City and while the City maintains the fleet, it is still used equipment that is susceptible to breakdowns. Frank made motion to approve the 2013 Equipment Certificate list as presented with the exception of CC-13051surveillance cameras. The motion was seconded by Symanietz. Discussion: Loso questioned the levy impact of the proposed debt. Weyrens stated that the City manages two equipment certificates and the equipment certificate expiring has a value of$290,000 and the one proposed at this meeting is $ 280,000. Therefore, the levy will show a decrease in 2014 if approved as proposed. Loso questioned Thene as to the cost of purchase good used plow equipment, to which Thene stated $ 25,000-$ 35,000. Loso stated that if the plow trucks are in need of replacement, and the City has room in the certificate to add another truck, the equipment should be added. He does not want the staff driving vehicles that are unsafe. Thene stated that it is not that the vehicles are unsafe, his point is that they need repair and he is programming to replace them in 2015. Loso made a motion to amend the motion to add-the purchase of a used plow truck not to exceed $40,000.00; seconded by Schultz. Further Discussion: Wick questioned the process for purchasing the items and can items be removed if the cost does not meet the projected budget. Wick questioned the logic of approving a vehicle that was not requested by the Department and what happens if the surveillance equipment vendor provides information and technology acceptable to the City. Weyrens stated that the City is not approving the bond issue at this time, the Council is being asked to finalize and approve the equipment list provided by the Departments Heads, using the costs stated above. Since we are not ready to issue the bond, Thene would have the opportunity to further research the purchase of a front end loader and possibility a plow truck. The original motion would allow department heads to move forward with purchased that are not contested. The Police Department needs to move forward with the vehicle purchase to replace the leased vehicle that is out of service. Vote—Amendment to motion: Ayes: Schultz, Symanietz,Wick, Loso Nay: Frank Motion Carried 4:1:0 Vote—Amended motion approving fhe equipmenf list provided above with the deletion of surveillance equipmenf and addition of used p/ow truck. The equipment will be funded through the issuance of debt and the used truck and surveillance equipment will be reviewed by the Council after additional information is available. Ayes: Schultz, Symanietz,Wick, Frank Nays: Loso Motion Carried 4:1:0 Mayor Reports APO: Schultz reported that he has been spending a considerable amount of time on APO matters and duties as a member of the executive committee. The Board is experiencing some turbulence and he anticipates a special meeting to reconcile differences. - March 7, 2013 Page 6 of 6 City Council Reports SYMAN I ETZ—No LOSO—No W ICK-No FRANK—Expressed concern that the City is not a partner in the flower basket project. He stated that cooperative ventures between cities and private partners occur regularly and questions the lack of participation by the City on the flower project. The Action Group does the majority of work for the flower project and it is a benefit to the downtown area. The EDA considers downtown revitalization a goal, but yet the City does not participate in the flower project. Schultz reminded those present that the City did contribute with the EDA contributing to the brackets and the maintenance staff has assisted in many ways. Adiourn: Symanietr made a motion to adjourn at 8:40PM; seconded by Loso and passed unanimously. Judy Weyrens Administrator March 12, 2013 11 Page of Pursuant to due call and notice thereof, the St. Joseph City Council met in special session on Thursday, March 12, 2013 at 5:00PM in the St. Joseph City Hall. Members Present: Mayor Rick Schultz, Councilors Renee Symanietz, Dale Wick, Steve Frank, Bob Loso and City Administrator Judy Weyrens City Representatives Present: Police Chief Pete Jansky Others Present: Chis Hood, Robert Scott, Tom Jovanovich, Sue Kadlec. The City Council met in special session to interview the following two firms for City Attorney: Flaherty & Hood and JKA. Immediately following the interview the City Council discussed the strengths/weaknesses Wick made a motion to appoint JKA and opportunities of each firm and after considerable discussion as the City Attorney for 2013, using Flaherty and Hood for special projects. The motion was seconded by Symanietz and passed unanimously. The meeting adjourned at 7:35 PM Adjourn: Judy Weyrens Administrator January 28, 2013 11 Page of Pursuant to due call and notice thereof, the St. Joseph City Council met in special session on Monday, January 28, 2013 at 5:00PM in the St. Joseph City Hall. Members Present: Mayor Rick Schultz, Councilors Steve Frank, Bob Loso and City Administrator Judy Weyrens Others Present: Chis Hood, Robert Scott, Brandon Fitzsimmons, Jessie Sogie, Tom Jovanovich, Sue Kadlec, Bob Ruppe, Joseph Langel The City Council met in special session to interview the following firms for City Attorney. 5:00 PM Ratwick,Roszak & Maloney 5:30 PM Couri & Ruppe 6:00 PM Flaherty & Hood 6:30 PM JKA At the conclusion of the last interview the Council presented agreed to discuss the interviews at an upcoming Council meeting and the meeting was adjourned at 7:30 PM. Judy Weyrens Administrator