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HomeMy WebLinkAbout[04a] Minutes March 19, 2013 12 Page of Pursuant to due call and notice thereof, the St. Joseph City Council met in special session on Wednesday, March 19, 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 and City Engineer Randy Sabart Others Present: Dick Taufen, Mary McCarney, Mike McDonald, Brad Cobb, LaNae Cobb, Mary Nimmerfroh, Margy Hughes Mayor Schultz stated the purpose of the forum is to allow for community dialogue on future plans for a community center. The City has retained an architect and engineer to work with a committee to design a community facility. The Council has reviewed the possibility of purchasing the former Kennedy School and converting the building to a government campus including recreation center, considering a new facility near the Wobegon Trail on CR 75 and expanding the existing City facility to include a community room. During this process questions have arisen as to why the City is looking a new City facilities and what is the goal of the community center/room. Wick stated that he is the chair of the Facility Committee and the committee was charged at looking at the footprint of the City for today and the future. While the term community center may be misleading, the committee has been looking at a community room where it could be rented for meetings and special events, similar to Sauk Rapids. This concept would add to the existing facility and while the intent was not to create a new government center, it was reasonable to look at expanding the existing building without first determining if the future needs could be met. The City also bonded for the needed improvements of re-roofing and upgrading the HVAC for the City Offices. If the City were to add on to the existing facility, the size of the HVAC may change. Therefore it is necessary to look at the existing facility for today and the future. The following is a summary of comments:  Questions as to why the community center has turned into the creation of new City Offices or a government center  Before moving forward the type of programing for the City must be determined. Active recreation versus a community room have different needs, attracting different residents.  This meeting is the third such meeting on the community facility and it still seems undetermined what the City is looking for or needs.  Questions as to additional staffing levels needed if an active recreation center is pursued and the cost to the tax payers. It is one thing to pay an initial capital expenditure for the facility, but the operating expenses are ongoing and in a tough economic environment the practicality needs to be considered.  Discussion on commercial kitchen versus catering kitchen. There may be an advantage to a commercial kitchen as the City could rent the facility to those who need a commercial kitchen for catering or for groups that want to conduct a food event.  Questions on whether or not the School District has been contacted to see if they would be willing to rent the gym to the City. The district currently leases the facility to two business ventures. This would allow the City to review the use of the facility before expending a large capital outlay. The Council clarified that sales tax revenue can only be used for capital and rent would not qualify. Any rental fee would have to be paid through general taxation or user fees or a combination thereof.  Philosophical question as to whether it is appropriate for the City to compete with local businesses such as the El Paso, Sal’s Bar and American Legion. All of these businesses provide space for events and food. They all pay taxes and have already seen a reduction in business due to the CSB dining and event facility. March 19, 2013 22 Page of  Other Cities such as Maynard have a community center that is used for special events, education and athletic events. The facility is modest but effective.  It is difficult to determine the needs/wants of the residents when only a small portion of residents attend information meetings.  Kids today are programmed heavily with school activities and work leaving little time for other activities. It was questioned who would really use the facility.  Parking concerns were also discussed if the current facility were to be expanded.  Questions if this is really a need at this time or a wish, especially given the tough economic times. Additional questions arose as to whether or not the St. Joseph Parish has been contacted to see what their facility is geared for and if it would be available for rent.  The existing facility is over 40 years old and everything has a life. It was questioned at what point does the City stop investing money in the building and start over. The current site of the City Hall is limited and it may be prudent to either look at a new site or look at demolishing the existing facility and starting over with a multi-level building.  A suggestion was made to start with expanding the current City facility to add a meeting room and upper level conference. The Council could then gauge the use of the facility to see if additional programming is needed. The Council agreed that programing for active recreation versus renting a room are two different concepts requiring different types of facilities. Before building a facility it must be determined the target market and the facility committee should reconvene to continue the discussion. The Council also agreed that the ½ sales tax should be spent wisely and a building should not be built to simply use the funds. The meeting adjourned at 7:00 PM Adjourn: Judy Weyrens Administrator April 1, 2013 12 Page of Pursuant to due call and notice thereof, the St. Joseph City Council met in special session on Monday, April 1, 2013 at 6:30 PM in the St. Joseph City Hall. City Council Members Present: Mayor Rick Schultz, Councilors, Steve Frank, Bob Loso and City Administrator Judy Weyrens Planning Commission Present: Chair Ross Rieke. Commissioners Gina Dullinger, Chad Hausmann, Matt Killam. (Liaison Rick Schultz) Park Board Present: Chair John Anderson. Members Jodi Keeler, Peggy Fogherty, Troy Gorake, Sharon Young, Andrew Deuhs. (Liaison Bob Loso) EDA Present: Larry Hosch, Gary Osberg, Doug Danielson (Liaison Steve Frank) City Representatives Present: City Engineer Randy Sabart, City Attorney Tom Jovanovich Mayor Schultz welcomed those present and stated the purpose of the joint meeting is to allow all Board and Commission members to meet one another and discuss the focus of each Board/Commission. PARK BOARD: John Anderson introduced himself as chair of the Park Board and stated that the Park is focusing on developing Cloverdale Park in 2013. He stated that the primary funding source for the park board is Park Dedication Fees and due to lack of development, funding has been minimal. The Cloverdale project will be managed by the Public Works Director and will include a meditational component, as outlined in the Master Park Plan. The Park Board hosted the first annual Joe Town/Snow Town event in February and will be hosting a 5K run in conjunction with the Millstream Arts Festival. By sponsoring community events the Park Board is hoping to enhance the sense of community in St. Joseph. Other projects under construction include the trail extension along the new CR 2 and creation of an Archery Range. The Archery Range is fund in large by community donations from the Lions, Archery Country and C & L Excavating. Look for a grand opening in May. EDA: Steve Frank spoke on behalf of the St. Joseph Economic Development Authority. He stated that the EDA continues to work on the downtown area with an effort of creating an active downtown. A survey was recently conducted of the property owners in the Central Business District questioning what they see as needs, barriers and what plans they have for the future. Frank stated interestingly enough, of those surveyed, and only four thought the City had a downtown parking issue. The EDA is also working on what is called the Gateway Project. This project is a proposed commercial development adjacent to I-94 both on the north and south side of Minnesota Street (formerly CR 2). The City has determined that this area should be the focal point for future growth end are looking at the alternatives to providing city sewer. The area already has water accessible. PLANNING COMMISSION: Ross Rieke introduced himself as chair of the Planning Commission and stated that the Planning Commission will be reviewing Ordinance Amendments and working with the City Council on updating the Orderly Annexation Agreement. The Planning Commission activity has reduced due to the lack of development, but they continue to be as proactive as possible. CITY COUNCIL: Mayor Schultz stated that the City Council continues to explore the possibility of constructing a Community Center. The Council has conducted information meetings or public input sessions soliciting input from residents as to what they would like to see in a community center. The focus of the facility committee recently was a government center with the addition of a community room that could be rented, similar to the fire hall. The project was delayed when concern was expressed that the Community Center should be more than a room and include active recreation. A survey in 2008 indicated that residents were looking for a water amenity, but constructing a pool is not realistic due to costs. A second need identified was a meeting room for residents to rent for family or special events. It was questioned whether or not the City had investigated the possibility of renting space April 1, 2013 22 Page of at the former Kennedy School as it could serve as a gauge as to how a new facility would be utilized. Weyrens clarified that the sales tax money can only be used for capital and rent would not qualify as a legal expenditure. Hosch stated that the City does not need to build an elaborate space, just a space that would allow parents to bring their children to burn their excess energy. He stated that as a parent to two young children, during the winter months when they cannot go outside, he takes them to crossroads just to burn energy. Those present also discussed that if a community center is constructed, it should not compete with local businesses, particularly those that handle weddings. The competition is already disadvantaged with the College advertising weddings at the Gorecki Center. Schultz stated that the Facility Committee will continue to look at the needs of the community and thanked those present for attending the special meeting. The meeting adjourned at 8:00 PM Adjourn: Judy Weyrens Administrator April 16, 2013 11 Page of Pursuant to due call and notice thereof, the St. Joseph City Council met in special session on Tuesday, April 16, 2013 at 6:00PM 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 Police Chief Candidates: Joel Klein, Dwight Pfannenstein, Erik Lee The City Council interviewed Joel Klein, Dwight Pfannenstein and Erick Lee for the position of Police Chief. The three candidates were recommended by the Police Chief Search committee. After Frank made a motion to offer the position of Police Chief to Joel Klein interviewing the candidates, with the starting date and wages to be negotiated with the Administrator. The motion was seconded by Loso and passed unanimously. The meeting adjourned at 8:30 PM Adjourn: Judy Weyrens Administrator This page intentionally left blank April 18, 2013 14 Page of Pursuant to due call and notice thereof, the St. Joseph City Council met in regular session on Thursday, April 18, 2013 at 7:00 PM 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 City Representatives Present: Police Chief Pete Jansky, Publics Works Director Terry Thene, City Engineer Randy Sabart Others Present: Shane Scavel, Sam Dipper, Kevin Wenner, Dan Pesek, Dillon Hager, Elliot Olsen, Will Moore, Jane Gengel, Sam Dittberner, Ana Nugert, Christine Gunderson, Liz Bergner, Brita Skalbelk, Christina Gervais, Margaret Paul, Hannah Seels, John Reagan, John Ltite, Reed Odoll, John Palmisano, Ben Krebsbach, Rob Sybrant, Charlie Heitner, Lke Larson, Calvin Koep, Brian Vorgason, Megan Flaherty, Joel Hergott, Justin Woodruff, Michael O’leary, Logan, Kelsy Ossendorf, Frank Osendorf, Allie McDonald, Lisa Weathers, Luke Newgaard, Ryan Yungers, Bobby Fischer, Jack Berndt, John Loaran, Chris Neuman, Katherine Hideudl, Shannon Jessen, Bridget Jessen, Jennifer Paphatsalang, Ken Farmer, Brooke Brodeus. PUBLIC COMMENTS – No one present wished to speak. Symanietz made a motion to approve the agenda with the deletion of item Approval of the Agenda: 6, Debt Management Study. The motion was seconded by Loso and passed unanimously. Loso made a motion to approve the consent agenda; seconded by Wick and Consent Agenda: passed unanimously. a. Minutes – Approved the minutes of March 21, April 4 2012. b. Bills Payable – Approved check numbers 046463-046512, payroll EFT # 000790-000794 and accounts payable EFT #001611-001614. CSB/SJU Student Representation: Shane Scavel, Sam Dipper, Kevin Wener and Dan Pesek approached the Council on behalf of a number of students from the College of St. Benedict and St. John’s University. Savel thanked the Council for the opportunity to discuss areas of concern as well as the students attending the meeting in support of the concerns. He stated that the students are frustrated with the recent Ordnance Amendments one which requires a city issued permit for all kegs and the second one entitled Social Host. Pesek stated that they recently met with Mayor Schultz and discussed the following three areas of concern: 1. Communication: A goal to improve communication between the City of St. Joseph and the schools of St. Johns and St. Bens. Students consider themselves major stakeholders in city matters, contributors to the economy, and many students are residents. A Solutions – City could advertise notices, agendas and Ordinance amendments in the school newspaper, The Record. B. Offer an unpaid “internship” to a student to help develop a social media presence, ie; Facebook, Twitter. . 2. Keg Ordinance. The students see the recent requirement to secure a City permit for all kegs as an unnecessary measure and to find out where the parties will be held. The permit process also requires the signature of the landlord and they are not always available or are unwilling to sign the permit. 3. Social Host Ordinance. It is the opinion of the students that the penalty for the recently adopted Social Host Ordinance is excessive and the punishment does not fit the crime. The fine is a Misdemeanor which carries a fine of up to $ 1,000 and follows a student for life Under this Ordinance a student hosting a party could be held responsible for minor consumption even if they did not secure the alcohol at the party. This ordinance is jeopardizing the community feeling April 18, 2013 24 Page of amongst the students and it will cause a separation between those who can drink an those wo cannot. Symanietz questioned if any of the students attended the public hearing that was conducted by the Council before adopting the Ordinances. Scavel stated that the hearing was held while they were on break so they were unaware of the opportunity. He further stated that they have discussed the lack of communication with the College/University Administration and feel that creation of social media could bridge this gap. Frank stated that he has long been an advocate for internships and questions how it could be utilized for the creation and implementation for a City presence. He stated that it was his understanding that the campus “blue screen” was used as a tool to help inform the students of the changes and perhaps the City could use this tool more often. Frank stated that he attended the Pint and Politics recently held at Brother Willies Pub and he distributed information on the Ordinances including factual information whereby over 80 MN, most Counties and half of the United States enforce a social host ordinance to curb minor drinking. Frank stated that maybe the students could do the leg work and check with cities that have implemented a Social Host Ordinance to see what pros and cons they have experienced. At this time it does not make sense to modify the Ordinance without factual support. Scavel stated that it is his opinion that St. Joseph is unique and does not have all the crime that other communities have. Therefore, it would be difficult to find a similar situation. City Engineer Reports CASH 2 Trail Update: City Engineer Randy Sabart reminded the Council that at the last Council meeting the Council discussed a funding opportunity for phase II of the CR 2 Trail extension. The APO has between $ 120,000 and $ 130,000 in excess federal funds that can be used for a qualifying project. Based on the APO funding criteria, St. Joseph should have first opportunity to use the funds as the CR 2 trail extension is the next trail to receive funding. However, the funding that is available is minimal compared to the actual cost. Therefore the Council questioned if phase II could be divided into two sections so that additional funding could be secured. The APO has indicated that as long as the trail sections have natural termini they could accept dividing phase II into two sections with the first section th extending the existing trail from 6 Ave NW to the new trail section just completed. The third phase would then extend from the new trail east to CR 51. The funding would first be available in 2016. Sabart stated that the City has yet to determine the location of the sidewalk as if it were to extend on the north side of MN Street there are a significant number of impediments. It may be easier to extend the sidewalk on the south but easements would be required. The City does not need to determine at this time the location of the sidewalk, only commit to extending the trail/sidewalk. Sabart estimated that the estimated trail cost for the first section is approximately $ 455,000 with lighting or $ 365,000 without lighting. The APO is requesting a decision by St. Joseph no later than May 15, 2013 as St. Cloud is seeking the same funding for the extension of the Beaver Island Trail. Wick questioned the next availability of federal funding to either finish the trail section or to delay the next phase. Sabart responded that the APO will be soliciting applications for funding in 2018 for which the City could apply. Other regionally significant trails would be competing for the same funds. Wick questioned if using Federal Funding would increase the cost of project to where it would not be advantageous. Sabart stated that the increased costs would be minimal as most contractors in the area use prevailing wages and that this the most significant difference. The Council requested that the necessary resolutions be prepared for Council review and decision at the next Council meeting. Police Chief Reports Policy Updates: Chief Jansky updated that all police departments in the State of MN have to have certain mandatory policies in place that are dictated by the State of MN and the POST (Police Officers Standards and Training) Board. He is in the process of updating Policy and Procedures for the St. Joseph Police Department to keep up with state statute and current standards. The proposed changes have been April 18, 2013 34 Page of reviewed by the City Attorney and his corrections have been made. Jansky stated in the past the policies and procedures have been reviewed by the Council, but in checking with the Attorney, there is no such requirement as the majority of the policies and procedures are driven by State Statute. Jansky clarified that the City Personnel Policy is a separate matter and not included in the Police Policy Handbook. Weyrens commented that policies weren’t as regulated as they are today, so the council did approve them. However, because they are driven by state statutes and guidelines, they recommend stopping the practice because it’s redundant. Wick commented that even if the council wouldn’t like a certain item, it’s likely it couldn’t be changed anyway. The Council concurred that they do not need to approve or review the Police Policies as they are amended from time to time; however if there are significant changes the Chief could provide information view his staff report. Fee Schedule Amendment: Jansky reported that he has been working on cleaning up outstanding parking tickets. His office has tickets dating back to 2009 that have not been collected. In talking to the area Chiefs, many of them use the recapture program to collect outstanding tickets. Any fees that are charged for the service is added to the ticket for collection. The process to use the service requires two separate notification. The first notice provides for 30 days to pay the fine, followed by two seven day periods after which the fine is sent to MN Recapture. The fine is as follows: the original parking ticket is $ 20.00, if not paid in 30 days it goes to $ 40.00 and an additional 7 days is provided and the fine is increased to $ 60.00; 7 days later the fine goes to $ 85.00 and if not paid it is forwarded to MN Recapture with the filing fees added for a total of $ 110.00. Jansky stated that persons receiving a parking ticket still have an opportunity to contest the ticket and the process for such is included with the parking citation. The St. Cloud Attorney’s Office handles contentions with a neutral party so the police department issuing the ticket does not have to handle the dispute. Loso made a motion to amend the fee schedule to add the parking fines as stated above and authorization to utilize MN Recapture to collect outstanding warrants. The motion was seconded by Frank. Administrator Reports Annexation: Weyrens presented the Council with two separate annexation requests. The first annexation resolution is for the property being developed by the US Corp of Engineers for the training center. This annexation meets the criteria in the Orderly Annexation Agreement so Township approval is not needed. Frank made a motion to authorize the Mayor and Administrator to execute Resolution 2013-017 authorizing annexation of the property owned by the US Corp of Engineers. The motion was seconded by Symanietz and passed unanimously. The second annexation resolution is to annex the former CR 2 ROW so the city can capitalize on the MSA (MN State Aid) funding. The proposed annexation was discussed at the recent joint City/Township meeting and the Township was not opposed provided the resolution includes language that prohibits the City from using the roadway for the purpose of meeting the contiguous annexation criteria. Loso questioned if the annexation of the ROW will impact the negotiations for the turn back and needed improvements. Sabart stated that it will not have an impact as they are two separate issues. Sabart was also questioned about the curvature of the revised intersection and if semaphores will be installed. Sabart responded the sharp curvature is temporary and when the road is finished it will be modified. With regard to the semaphores, they are not included in the project and would have to meet federal warrants Wick made a motion to authorize the Mayor and Administrator to before they would be ordered. execute Resolution 2013-017a annexing the ROW of the former CR 2. The motion was seconded by Symanietz and passed unanimously. Police Chief Hire: Weyrens reported that Joel Klein has accepted the promotion to Police Chief and she is working with the Mayor and Klein to establish a transition plan. Jansky stated that Klein will be attending the Police Chiefs conference next week to aid in the transition process. April 18, 2013 44 Page of Compost Area: Weyrens reported that the Public Works Director has been working on various options for relocating the city compost site. Thene has reached an agreement with C & L Excavating who owns approximately 3 – 5 acres of property on Ridgewood Road, approximately 1 mile north from Bee Line Marne. The following is a summary of the terms;  C & L will provide the staffing  The hours of operation will be Monday, Wednesday and Friday from 2 PM – 7 PM and Saturdays from 8 AM to 12 (noon).  The City will share the revenue recovering the administrative expenses.  The City will issue the permits charging $ 30.00 for St. Joseph City/Township Residents. If the Council approves St. Wendel could participate at a cost of $ 60.00.  The term of the agreement will be three years.  The City Attorney and insurance company will review the proposed agreement.  The College/Monastery of St. Benedict can participate at a permit cost of $ 500 each.  The old site will be cleaned and the material will be moved to the new site.  Residents will be allowed to take the compost material as in the past in small quantities.  C & L will offer for sale addition items such as black dirt and landscape material.  Compost material and tree branches will be accepted and larger limbs will be allowed provided they are cleaned.  The compost site will open on May 6 and residents will be provided a map illustrating the new location. Schultz made a motion to authorize execution of a cost sharing agreement with C & L Excavating to host and staff the St. Joseph compost site, expanding the users to include St. Wendel Township with a permit fee of $ 60.00 and St. Cloud at a permit fee of $ 45.00. The motion was seconded by Wick and passed unanimously. The Council questioned the outstanding balance of $ 10,000 owed to the City by St. Wendel Township and if the City will still collect the fee if the residents are allowed to use the compost area. Weyrens stated that at some point the City will have to extend services and at that time the fee could be collected. The only other option is taking legal action against the Township but that would be costly. TIF Assignment – Millstream Shops and Lofts: Weyrens stated that she has been approached by Collegeville Communities, developer of Millstream Shops and Lofts, with a request to execute a new TIF Assignment Note. Collegeville Communities has refinanced their secondary note as it relates to the TIF for the Shops and Lofts and since the TIF Assignment Note indicates how the TIF payments are made, a new assignment must be executed with the new financial institution. Weyrens stated that the new assignment has been reviewed by the City Bond Counsel, Mary Ippel, and she has revised the agreement Loso made a motion to authorize the to meet the needs of the City and recommends execution. Mayor and Administrator to execute the TIF Assignment Note for the Millstream Shops and Lofts, assigning payments to MinnWest. The motion was seconded by Symanietz and passed unanimously. Council Reports: Frank questioned the status of the Administrative Assistant to which Weyrens stated this is considered a personnel issue that will be addressed and she can respond to him directly. Schultz made a motion to adjourn at 8:00 PM; seconded by Wick and passed Adjourn: unanimously. Judy Weyrens Administrator May 2, 2013 16 Page of Pursuant to due call and notice thereof, the St. Joseph City Council met in regular session on Thursday, May 2, 2013 at 7:00 PM 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 City Representatives Present: Finance Director Lori Bartlett, City Engineer Randy Sabart, Publics Works Director Terry Thene Others Present: Eric Tomlinson, Kari Raber, Monte Eastvold, S. Kara Hennes, S. Mari Terese Woida, Jeanie Wilkins PUBLIC COMMENTS S. Mari Terese Woida, 104 Chapel Lane approached the Council to encourage the City Council to support and accept the offer of the City of St. Cloud to participate in the local regional human rights office. She stated that he she spoke in support of the initiative when St. Joseph first voted to participate and was discourage when two years later withdrew their support. The local office will provide training, workshops and a more immediate response to human rights services than are available today. She asked the Council to provide leadership and vision in protecting the human rights of our families and community members by voting to accept the recent invitation to join the regional human rights office. Loso made a motion to approve the agenda; motion was seconded by Approval of the Agenda: Wick and passed unanimously. Symanietz made a motion to approve the Consent Agenda; seconded by Loso Consent Agenda: and passed unanimously. Delinquent Invoices: Schultz opened the public hearing and stated the purpose of the hearing is to consider adopting a final assessment roll for delinquent invoices. Weyrens stated that twice a year the City Council conducts a public hearing to certify past due invoices which are then attached to the tax parcel for collection from the Stearns County Auditor. The outstanding balance is due in one payment with 0% interest. The total outstanding invoices is $ 10,219.59 with one property owner (Wilshire Apartments) representing $ 7,888.92 of the total. There being no one present wishing to speak, the public hearing was closed at 7:03 PM. Frank questioned whether or not the City has the ability to hold a rental license for an outstanding bill such as the City of Cloud. Weyrens stated that at this time The City only has the ability to withhold a liquor license for non-payment of City services. Frank stated that he would like Administration to pursue amending the rental license Ordinance to include expedited collection of delinquent accounts when issuing rental licenses to which the Council concurred. Frank made a motion to authorize to execute the Resolution #2013-020 adopting the final assessment roll certifying the delinquent accounts as presented with one payment in 2014 at 0% and assessing a $45.00 certification fee per item for accounts not paid by June 3, 2013. The motion was seconded by Symanietz. Wellhead Protection Plan/Part II: City Engineer Randy Sabart introduced Eric Tomlinson of Sourcewater Solution who is the consultant working on behalf of the City and completion of the Wellhead Protection Plan. Tomlinson stated that the City has been working on the completion of the Wellhead Protection Plan which is mandated requirement when operating a public water supply. The Wellhead Protection Plan includes two parks. Part I of the City of St. Joseph's Wellhead Protection Plan for its six municipal wells (Well No.'s 3-8) was completed in December 2010. This section consisted of delineating the wellhead protection area (WHPA), delineating the drinking water supply management area (DWSMA), and assessing the vulnerability of the public water supply wells. The information and data contained in Part I May 2, 2013 26 Page of (Chapters 1 through 4) of the Plan provide support and a basis for the approaches taken in addressing and managing the identified potential contaminant sources within the delineated DWSMA. When identified, management strategies were developed and consisted of site verification and locations (state databases are not 100% accurate so verification is needed), public education and any additional studies and sampling. A surface water sampling plan was developed prior to Part II in order to make the large area smaller. Sites will be sampled along with the city’s well to indicate any connection. Sabart had hoped to be able to do this at Part I stage in order to reduce the map’s large geographical area; however, the Department of Health wouldn’t allow it at that stage due to the potential connection between ground water and surface water. Part II of the Wellhead Protection Plan, for which we're conducting the public hearing, includes the following:  A review of the data elements  Results of the potential contaminant source inventory  A review of changes, issues, problems, and opportunities related to the public water supply and the identified potential contaminant sources  A discussion of the potential contaminant source management strategies and corresponding goals, objectives, and implementation plan  A review of the wellhead and source water protection evaluation program and an alternative water supply contingency strategy Once additional testing is completed, they will be able to reduce that boundary area. Schultz asked if there is a Part III. Sabart commented that Part II is the final step, nonetheless, additional testing would be ongoing as part of their goals and strategies. Tomlinson stated that a water emergency and conservation plan is developed covering what would be done if the city couldn’t use the municipal wells, followed by an evaluation process. A scheduled timeline required by the Department of Health is evaluated every two years. Education includes mailers to well and feedlot owners informing those within this area. Part includes illustrations identity the well management boundary areas and indication of vulnerability, contaminant source inventory which includes private wells, and potential contaminant sources, and permitted dump sites, tanks, storm water permits discharging to surface water, etc. Management strategies have been prioritized with the emergency response area identified by response time (one-year and three–year travel time). . There are multiple databases and data sources that document various tanks or potential contaminant sites which were researched and inventoried. The potential contaminant inventory is being developed. Part II includes what strategies will be followed to help eliminate potential contaminant risks. Schultz asked if this SEH city data or do we update the county and state agencies when this is done. Sabart and Tomlinson responded that it is all public data as researched by the Department of Health and the Department of Natural Resources. A new database has been created for the city that will be maintained, but it’s all from available data elsewhere. Initially, one of the activities was putting the dots on the big screen and reviewing institutional knowledge available when visiting with staff. Much data has the potential of being dated or inaccurate so they made a point of validating found data. Frank questioned who is responsible for the management, oversight and implementation of the items included in the plan. Sabart and Tomlinson responded that there are many agencies involved including the MPCA, MN Department of Health, Stearns County Soil and Water, Stearns County Environmental Services and Sauk River Watershed. All the agencies are available to assist the City. Public hearing opened for comments at 7:23 PM. Kari Raber, Urban Conservationist for the Stearns County Soil and Water Conservation District, spoke and had already submitted comments through formal process. She wanted to convey that Stearns County is available to support communities implementing the Wellhead Protection Plan. Her position was May 2, 2013 36 Page of created for that reason and is a large part of what she does. They assist in storm water education, feedlots, and things that fall under plan implementation. Although it needs to be initiated by the city, she’s there to answer questions and can help with process and procedures in a sometimes overwhelming task. Jerome Salzer stated that he is a neighboring farmer to three new city wells and questioned the notification process used by the City for the public hearing. After listening to Tomlinson and viewing the exhibits he has a hard time believing that more landowners would not be present at the meeting had they known. Tomlinson stated that the Statues require notification to governmental agencies and it is then up to each entity to notify their constituents. Salzer was particularly concerned about the City having the ability to limit his field irrigation or the ability to drill wells. Raber responded that it’s the state’s priority to access public water supply and a permit to drill a new well wouldn’t be an issue. High capacity wells for irrigation may become an issue as the state is trying to better understand available water quantity. According to the DNR, there have been only two high capacity wells rejected in the state’s history to date. The Department of Health is not trying to disturb water needs, but insure that it’s managed properly and identify negative impacts on the state’s water supply. Salzer was wondering how much control the city will have as he has an irrigation well about to be installed. He further stated it is his understanding that the City has priority in a dry water situation, but how much of that goes to watering lawns, even with the odd/even days? Why can’t farmers water crops? Sabart responded that in a drought situation or where the water supply is strained, similar rules apply relative to the priority from domestic consumption (high) to irrigation for yards or agriculture (middle) and non-essential uses (low). Less essential uses are managed in a drought and the city has an ordinance that covers this situation. Public hearing was closed at 7:32 PM. Wick questioned Sabart and Tomlinson if there are any other Wellhead Protection Plans in the St. Joseph Plan area. Sabart responded that both the College of St. Benedict and St. John’s University would fall within the St. Joseph Area. In addition there are some minor overlaps such as Gold’n Plump and the City of Cold Spring. Symanietz made a motion to accept Part II off the Wellhead Protection Plan as presented. The motion was seconded by Frank and passed unanimously. Debt Management Study: Monte Eastvold, Northland Securities, presented the Council with the annual Debt Management Study. The purpose of the Debt Management Study is to review the financial health of each debt service issued by the City, including revenue sources, current fund balance and project final fund balance. The report also illustrates a one page summary combining all debt issued by the City to view the required levies and financial health of the City. Estvold stated overall the City is in good financial health. A couple of the debt issues need to be monitored to assess the revenue streams and if they are adequate to support the payments. A good indication of financial health is a declining levy requirement over time and short payoffs. The City has both these characteristics. A number of debt issues will mature within 10 years and during this time the levy requirements to support the debt is also reducing. Loso questioned the Water Revenue Bonds that expire in four years and if that is final payment for the treatment facility. Eastvold clarified that the funding for the Water Treatment Facility was structured in two bond issues as a City is limited to issuing 10 million in debt, unless they are willing to issue bank unqualified bonds. Therefore since the City would have exceeded the 10 million in debt, the Water Treatment Plant debt was issued in two parts with the first part paid off in four years. Frank questioned how the City can build funds to help offset the cost of need infrastructure repair and replacement. Cities are finding it difficult to assess as the requirement to show benefit is difficult when home values are declining. Frank suggested that the City consider opting out of the recycle bank May 2, 2013 46 Page of program and use that additional .75/mo/account fee for a infrastructure fund. While he was a proponent of the program initially it is his opinion the program has become diluted and does not have much value. Eastvold concurred that financing or infrastructure has changed and as a result the Legislature has added the ability for cities to issue Street Reconstruction Bonds. This type of bond does not require assessing a minimum of 20%, in fact, a city would not have to assess any portion and they could be issued. The City is required to formally adopt a Street Maintenance Plan before using the mechanism and a public hearing would be required. Loso asked what the difference between the 429 and a reconstruction bond, benefits to the city, interest rates, etc. Eastvold responded that they are both GO bonds which are similar, but the 429 has the mandatory 20% minimum. Under a street reconstruction bond, even though 5% is assessed against the benefitting property owners, you still have to go through the 429 process, public hearings, etc. but you don’t have to meet the 20% requirements. Weyrens stated one negative is that residents have an opportunity to petition to have the project placed on the ballot or approval. City Engineer Reports CASH 2 Trail Update: Sabart reported since the April 16 Council meeting the APO has forwarded correspondence offering the City the opportunity to access the federal excess funds of $120,000- $130,000 for the extension of the CR 2 Trail. Sabart presented the Council with a resolution 2013-019 that the APO would require to formalize the city’s acceptance of excess TIP dollars. Resolution 2013- 2019 would formalize accepting the $130,000 and making a commitment to construct the project with a local expense in 2015 ($315,000). Loso made a motion to authorize the Mayor and Administrator to execute Resolution 2013-019 requesting access to the excess TIP Funding in the amount of $ 120,000 to $ 130,000 and agreeing to construct the Sidewalk with a city contribution of $ 315,000. Discussion: Schultz questioned if the project will include lighting. Sabart stated that at this time th the project includes lighting rom 4 Ave NW to CR 2. Loso expressed concern that he feels the lighting adjacent to the trail on CR 121 is excess and encouraged Sabart to review the lighting for the proposed trail. Sabart responded the illumination level can be reviewed during design for what is a typical safety lighting level. Wick questioned if the City can access the funding with the property not being located within the City limits. Sabart responded that since the City is funding the trail and has population over 5,000 the City has access to the funding. Since the trail would be constructed in the public ROW the City would not need a sponsoring agent. Additionally, the ROW being discussed is in the process of being annexed to the City. S. Kara Hennes questioned if the proposed trail will be open to snowmobilers as one of the proposed routes is adjacent to property owned by the Monastery and while they support the project and want to work with the City, they are concerned about the noise level. Sabart stated that unfortunately the City cannot prohibit access to a public ROW so the City could not prohibit snowmobilers. However, if the trail is constructed on an easement the City has more control. The exhibits shown are simply connection points and no determination has been made on which side of the road or final design. Sabart stated that The motion carried unanimously. these issues can be worked through during design. stst Finance Director Reports (1 Quarter); Finance Director Lori Bartlett presented the 1 Quarter Financial Report for 2013 and commented that 2012 statements will be at the next council meeting and are being finalized. The following is a summary of the general fund activity: Audit entries have been reversed so the activity illustrated on the statements only represent 2013 activity; there are negative revenues simply because revenues were reversed and it will take some time to collect on those; cash position includes a 1.75% rate of return on investment and cash accounts; there was a decrease in cash of $433,000 for the st 1 quarter in spending down working capital; the audit shows 5.75 months of working capital for 2013; st during the 1 quarter 23% of the general fund was expended and 2% of the revenue was received, which is typical for this time of year; the 23% looks a bit deceiving because the capital budget was transferred out into Fund 490, a capital reserve fund. May 2, 2013 56 Page of The following is a summary of enterprise fund activity: balances represent three months of expenses and 1.5 months of utilities received; Water Fund shows more revenue than expense, again because of nd reversing entries; once into the 2 quarter and paying interest payments on debt, it will follow the same trend as the other utility funds; Streetlight Utility Fund was started and fees will be collected beginning with the May utility bills; fund balance in the sales tax fund is $1.3M; Loso questioned how much of the 1.3M in the sales tax fund is dedicated or committed. Weyrens stated that the City has committed the interior trail project, approximately $ 200,000 and the extension off CR 2 approved at this meeting. The City anticipates collecting 3 M during the 13 year period and the st Loso made a motion to accept the 1 Quarter Financial Report collections are ahead of projections. as presented; seconded by Wick and passed unanimously. Committee Reports PARK BOARD Loso reported the Park Board met recently and discussed the 2013 improvement to Cloverdale Park and the upcoming grand opening of the Archery Range. Public Works Director Terry Thene reported that the improvements for the Cloverdale Project will include a combination of volunteer labor, utilizing sentence to serve, staff time and use of outside contractors. The Park Board is in the process of soliciting donations for the gazebo to help reduce the overall cost. Schultz stated that the Park Board Chair will be attending the Lions Meeting to present some ideas for service projects to include Klinefelter and Cloverdale Parks. Thene also reported that the Archery Range grand opening is scheduled for May 18 between the hours of 10:00 Am – 1:00 PM. Archery Country will have a trailer at the grand opening with different bows and arrows or participants to try. Thene encouraged the Council to attend the event. EDA Frank reported that the EDA met recently and discussed the following: current development prospects; marketing types and opportunities; the possibility of updating the artistic city map developed by the St. Joseph Chamber a number of years ago. Frank stated that the EDA will continue to work on marketing materials and creating more information for development prospects. Administrator Reports Updates: Weyrens reported that the agreement between the City of St. Joseph and C & L Excavating for the cooperation of the City Compost site has been executed and will open on May 6. Weyrens stated that the City will be reimbursed for the cost of issuing and administering the compost permits and C & L will receive the balance of the revenue and will pay for the operation of the compost area. The revenues and expenses will be reviewed at the end of the year and adjusted accordingly. Weyrens stated she is still working on securing IPADs. The City may end up purchasing the IPAD 4 as the IPAD 3 has been discontinued. If this is the case each IPAD will cost an additional $ 100.00. Mayor Reports Schultz stated that he would defer the report on the Intergovernmental Meeting to Councilor Symanietz. City Council Reports FRANK Joint Area Planning Board: Frank reported on the Quarterly Meeting of the St. Cloud Area Joint Planning District Board which is composed of Stearns County, Benton County, and most of the immediate cities. May 2, 2013 66 Page of st The Board sponsored a Sustainability Expo on April 21 which was well attended, discussed legacy funding, and rank stated he was elected Secretary of the Board. LOSO Software: Loso stated that he was recently introduced to software that stores material safety data sheets for all types of industry and meets the OSHA requirement for cities. He stated he is uncertain as to how the city staff keeps track of data sheets but it may be worthwhile to check into. It is his understanding the software is approximately $ 2,000. SYMANIETZ Intergovernmental Meeting: Intergovernmental Meeting: Symanietz reported that the Intergovernmental Meeting was held at the Sauk Rapids Government Center. The main topic at the meeting was the presentation on the local Human Rights Office. The City of St. Cloud has offered free membership to the area Cities for 30 months. The Commission of Human Rights Kevin Lindsay was present at the meeting as well to present an overview and answer any questions. WICK – No Report. Frank made a motion to adjourn at 8:41 PM; seconded by Wick and passed unanimously. Adjourn: Judy Weyrens Administrator