HomeMy WebLinkAbout2013 [03] Mar 21March 21, 2013
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Pursuant to due call and notice thereof, the St. Joseph City Council met in regular session on Thursday,
March 21, 2013 at 7:00 PM in the St. Joseph City Hall opening 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, Public Works Director Terry Thene, City
Engineer Randy Sabart
Others Present: Samantha Eckstad
Public Comments: Samantha Eckstad, 37 College Avenue South approached the Council to announce
that representatives of the CSB /SJU will be hosting a community craft fundraiser on April 7'h in the
HCC /Alumnae Lounge. All proceeds from the fundraiser will go to Anna Marie Alliance in St. Cloud.
Approval of the Agenda: Loso made a motion to approve the agenda adding item 6(c) water
connection. The motion was seconded by Wick and passed unanimously.
Consent Agenda: Symanietz made a motion to approve the consent agenda; seconded by Loso
and passed unanimously.
a. Minutes — Approved the minutes of January 28, 2013 and March 7, 2013.
b. Bills Payable —Approved check numbers 046382- 046421, payroll EFT #000780 - 000784 and
accounts payable EFT #001609 - 001610.
c. Treasurer's Report — Accept the February 2013 Treasurers Report.
d. Transfers — Approved the annual transfer from the Fire Fund to cover administrative costs
($11,654.73)
e. Gambling Report — Accept the 4'h Quarter Gambling Report.
f. Surplus Property — Declare the 2009 Ford Crown Vic, 1983 Plymouth Reliant and 1994
Chevy 1/2 Ton as surplus.
Finance Director Reports
Donations: Bartlett stated that the City received a donation from the Jaycees in the amount of $ 1,739.78
to fund the replacement of CPR mannequins. Loso made motion to accept the donation from St.
Joseph Jaycees for the purpose stated. The motion was seconded by Frank and passed
unanimously.
Equity Designations: Bartlett stated that the 2012 Audit field work has been completed and as part of the
year end closing process, the Council must review and confirm the proposed designated balances.
Bartlett stated that it appears the City has increased the working capital balance end the end of 2012,
with a balance equal to approximately 5.75 months of expenditures. The City fund balance policy
indicates the City will maintain a working capital balance equal to 4 to 6 months of expenditures; therefore
the preliminary audit numbers indicate the City is meeting expectations. Wick made a motion to accept
equity designations; seconded by Loso and passed unanimously.
City Engineer Reports
2013 Street Improvement — Feasibility Report: City Engineer Randy Sabart presented the Council with
the feasibility report for the proposed 2013 Street Improvement. The following streets will be impacted:
Baker Street, from 2nd Avenue SE to 7th Avenue SE; 7th Avenue SE from Baker Street to Minnesota
Street E; Ridgewood Court, from Ridgewood Road (CR 134) to the cul -de -sac, approximately 1,100 feet
west of Ridgewood Road (CR 134); Cedar Street E, from 1st Avenue NE to Northland Drive; 1st Avenue
NE, from Cedar Street to Date Street E; Date Street E, from College Avenue N (CSAH 2) to 1st Avenue
NE; Date Street W, from 1st Avenue NW to College Avenue N (CSAH 2); and 1st Avenue NW, from
CSAH 75 to Date Street W. The proposed project only will only include street improvements.
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The streets proposed for improvement have been identified in the 2008 Pavement Maintenance Plan as
candidates for improvement with the exception of Ridgewood Court. The streets are between 21 and 23
years old and preventative maintenance has been performed on the streets including seal coating and
crack sealing. At this time they need to be replaced, as they have served their useful life. In reviewing
the existing conditions it should be noted that the water main on 1St Ave NW and Cedar Street is old cast
iron that was installed between 1949 — 1950. While they should be updated, the City has tried to relate
the improvement to redevelopment. The approved CIP for the City indicates the upgrading of utilities as a
future project. This does create a dilemma, as if the City does the project at this time without updating the
utilities, the road may have to be disturbed when development occurs.
The proposed improvements include reclaiming the existing pavement and constructing new bituminous
base and wear course, replacing the sidewalk and pedestrian ramps, replacing street name /regulatory
signs, and replacing street marking on Cedar Street. The following is a summary of probable costs:
Construction $ 307,300
Contingency 30,800
Engineering 52,300
Soil Borings 3,500
Fiscal /Legal /Engineering 30,800
Total $ 424,700
The project includes assessing the property owners 60% of the cost, basing the assessment on the
existing policy, using front footage. The proposed assessment indicates a lineal footage rate of $ 20.81
for 1St Ave NW, Date Street, 1S' Avenue NE and Cedar Street; $ 27.32 for Baker Street and 7th Ave; and $
.009 per square foot on Ridgewood Court. The square foot calculation is used on Ridgewood Court due
to the irregular lot configurations.
Loso requested clarification on the proposed improvement for Ridgewood Court. Sabart responded that
the improvements are a combination of reconstruction and overlay. The majority of the road is in too poor
of a condition to overlay and must be reconstructed. The cul -de -sac near the lift station is in fair condition
and is a candidate for overlay. The Council questioned if Ridgewood Road is a private or public road.
Sabart responded that the road is public as it was originally CR 75. Over time the road has turned to
gravel and the only option is reconstruction. This area is also unique as water service is not available and
while sewer services are available, no one is connected. The sewer was installed in 1998 and the pipes
were installed in the boulevard. The Council questioned the possibility of extending water service to this
area. Sabart stated that if water were to be extended it would come east from 19" Ave SE.
Based on projected estimates, the total City cost is approximately $ 233,829 or 55 %. Wick questioned the
financing of the project and if Stearns County and the State will be assessed for property that is included
in the project. Sabart stated that he contemplated including the public entities in the assessment role, but
determined it would be difficult to prove benefit. Weyrens stated that the City will debt to pay for the
improvement cost, using the assessment and tax levy as the revenue source. The term of the bond issue
have yet to be determined as the City will issue one debt for all the 2013 projects.
Loso questioned if the City will be preparing a benefit appraisal as it is his understanding the assessment
policy requires such. Weyrens stated that the policy does not require the a benefit appraisal for each
project; rather it indicates that the assessment will relate to the benefit received from the improvement.
Sabart responded the proposed assessment role is consistent with the adopted assessment policy.
Schultz requested that staff review the assessment policy to verify that a benefit analysis is not required.
Frank stated that he supports the construction of sidewalks he is frustrated that they are not maintained
during the winter months, citing McDonalds as an example. Thene stated that he did have a discussion
with the property owners and will continue to work with them to assure they are clearing the sidewalks.
Sabart stated that he had a discussion with Stearns County about clearing the sidewalk under their
control and they informed his that they would clear the areas, but it would not be a priority.
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Fog Sealing: Sabart stated that he and Public Works Director Terry Thene have been researching
methods for extending the life of trails and one such method is called fog sealing. The application of a fog
sealant can extend the life of the trail. They are recommending the City Council approve fog sealing the
new CR 2 trail. Based on the volume of material, it is estimated the cost to be approximately $ 3,300.
Sabart stated that he would recommend contracting with Knife River to apply as they are the contractor
for the realignment project. The City can take advantage of the existing contract between the County and
Knife River as well as the project warrantee.
The Council questioned if this material could be applied to other trail sections in the City. Sabart stated
that using a fog sealant is more effective on new trails and has not been as effective on existing trails
showing wear. Loso stated concern that we don't have a short or long term plan with regards to
maintaining the older trails. Thene stated that maintenance has been completed, but it comes down to
funding. Schultz and Loso questioned if the City has a trail maintenance plan to which Sabart stated we
do not, but one could be developed.
Loso made motion to authorize the expenditure to apply a fog sealant to the CR 2, using Knife
River as the contractor; seconded by Wick and passed unanimously
Water Connection: Weyrens stated that the City was recently contacted by a new property owner who
did not know that the property he purchased was not connected to water nor had the water connection
fee been paid. In this particular case, the water lines when extended from the main into the home, but
never connected. Weyrens stated that the City as a list of property owners that are not connected to
water service and requested the City authorize notification to those property owners requiring connection
to the municipal water system. The MN Building Code as well as the plumbing and mechanical code
requires connection.
The concern of the new resident is that the City should have disclosed the lack of connection to the water
system. While the City is not obligated to disclose on assessment searches that the property is not
connected to municipal services, this can create future issues. Residents are already required to connect
to sewer services one reasonably available. The current water connection fee is $ 4,600 and if the City
were to require connection to the water system, residents could be provided a three year period to pay
the access fee.
Loso agreed that the City should require all residents to connect to the system and likes the idea of giving
them three years to make the payment. Frank questioned if there are any health reasons for requiring the
connection to which Weyrens stated she was not aware of any. Weyrens stated the argument is if they
have a working well and it's been tested, etc... why connect? We allow people to keep the water for
outside irrigation but once you have the pipes run in, you lose a little bit of control if there is cross
connections, which is a big risk to us. There are about 24 properties not connected at this time.
Loso made motion to send letter to all affected parties that they have three years with no interest
to pay the hook -up fee and connect to the municipal water system. If the pipes area already
plumbed into the house, then the connection must be made immediately, allowing for the three
year payment of the access fee. The motion was seconded by Wick and passed unanimously.
Director of Public Works Report
Vehicle Purchase: Public Works Director Terry Thene stated that the Public Works Department is
requesting approval to purchase a % ton Chevy 4 -wheel drive /extended cab for daily operation. The truck
would be purchased through the Capital Improvement Plan and is fully funded. He stated that he has
been using his personal vehicle during times when the staff needs additional vehicles and it occurs about
two months out of the year.
Wick questioned Thene as to how many vehicles the City maintains in relation to the number of
maintenance employees. Thene stated the City maintenance staff consists of eight employees and six
vehicles for daily use are maintained. Wick questioned why the proposed truck is an extended cab and if
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Thene considered a standard pickup truck. Thene stated that there are many times he has plans or items
that should not get wet; therefore the request is to purchase an extended cab. When questioned the cost
difference between an extended cab and standard cab Thene stated he did not know, but he could
research.
Loso made motion to purchase 1/2 ton Chevy, 4 -wheel drive with extended cab as requested;
seconded by Frank.
Wick made a motion to table the purchase of the % Truck until the next meeting at which time
Thene will present the cost of an extended cab and standard cab. The motion was seconded by
Mayor Schultz.
Ayes: Schultz, Wick, Frank, Symanietz
Nays: Loso Motion Carried 4:1:0
Mayor Reports
Coalition of Greater MN Cities (CGMC): Schultz reported that the CMGC continues to work on revising
the LGA formula and have been trying to find a compromise that would be acceptable to the metro cities
as well as greater MN. Schultz stated the proposed formula is not what he was hoping for, but it does
increase the aid the City would receive.
CSB /SJU Relations: Schultz reported that he and Frank along with Police Chief Jansky participated in a
forum at St. John's regarding Keg Permit and Social Host Ordinance recently adopted by the City
Council. Students had considerable questions regarding the impact of the Social Host, Keg Permit and
Disruptive Intoxication Ordinances and they were seeking clarity and the need for what they labeled
"drastic changes ". The students expressed concern with lack of communication and education for those
that would be most impacted by the Ordinances. They felt they were let down by their own
administration. The forum was well attended. One suggestion expressed at the meeting was to publish
the public hearing notices in the SJU Record when they have a direct impact on the students. Frank said
it's a two -way- street. He clarified that the annually one student from SJU and CSB are designated to be
representatives at City Council meetings. Typically they come to one or two meetings and then they stop.
Frank suggested taking small steps like putting something in their campus newsletter that they read and
doesn't cost much.
City Council Reports
SYMANIETZ: No Report
LOSO: No Report
WICK: Reported the EDA will be meeting on March 27, 2013.
FRANK: No Report
Adjourn: Loso made motion to adjourn at 8:40 PM; seconded by Symanietz and passed
unanimously.
�y
Judy eyrens
istrator