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HomeMy WebLinkAbout2013 [04] Apr 04April 4, 2013 Page 1 of 4 Pursuant to due call and notice thereof, the St. Joseph City Council met in regular session on Thursday, April 4, 2013 at 7:00 PM in the St. Joseph City Hall opening with the pledge of allegiance. Members Present: Mayor Rick Schultz. Councilors Dale Wick, Renee Symanietz, Steve Frank, Bob Loso. City Administrator Judy Weyrens City Representatives Present: City Engineer Randy Sabart, Police Chief Pete jansky Others Present: Tom Krebsbach, Frank Ostendorf Public Comments Tom Krebsbach, Kramer Lake Road approached the Council to request the City allowing residents to use golf carts within the City limits. Krebsbach stated that he had a discussion with Police Chief Pete Jansky and he stated that when he (Krebsbach) moves to town, he will not be able to use his golf cart on City streets. He stated that a number of communities allow such and requested the Council consider amending the Ordinances. Frank Ostendorf, 615 7th Ave NE, approached the Council regarding the use of golf carts in the City. Ostendorf stated that he too owns a golf cart that is also known as a neighborhood electric vehicle and when he purchased the vehicle he was told by the Police Department they he could use it in the City. He requested that the Council clarify if they are allowed and if not, then consider amending the Ordinances to allow. Weyrens stated that she discussed the matter with Krebsbach and informed him that the matter would be considered by the staff at the monthly meeting with a recommendation to the City Council in May. Approval of the Agenda: Loso made a motion to approve the agenda with the following additions /deletions: Deleting (4a) Minutes — Approval of March 215' minutes Adding (7b) Confirmation of Meetings (including APO) The motion was seconded by Wick and passed unanimously. Consent Agenda: Wick made a motion to approve the consent agenda including deleting (4a) and adding (7b); seconded by Loso and passed unanimously. a. Minutes — Deleted b. Bills Payable —Approve check numbers 046382- 046421, payroll EFT # 000780 - 000784 and accounts payable EFT #001609 - 001610. City Engineer Reports 2013 Street Improvement Proiect: Sabart stated that since the last Council meeting he had an opportunity to review the assessment policy and verify that the City does not need to complete a benefit analysis for each project. The policy leaves it to the discretion of the Council. Sabart stated the amount being assessed is all above ground improvements which are visible and the amounts are relatedly small compared to reconstruction projects. If the Council is ready to move forward with the project, the next step would be the conducting of the public improvement hearing. Weyrens stated that a proposed schedule has been provided to the Council and it illustrates a tight schedule. The City would propose to conduct the assessment hearing immediately following the opening of bids. Therefore, if the Council conducts the improvement hearing in April and orders the improvement, the project will take approximately four to six weeks to design. Sabart stated that the earliest the project could begin is the end of July or beginning of August. April 4, 2013 Page 2 of 4 Weyrens stated the assessment roll has been reviewed by the City Attorney and he is comfortable with the proposed assessments, understanding that they are preliminary. Frank questioned the average proposed assessment to which Sabart responded that most interior lots have a proposed assessment between $ 1,500 and $ 2,500. Schultz questioned about drop dead date to complete the project. Sabart stated that the project is relatively small, with a short construction period. He would not recommend starting the project in mid - September or later. Frank made motion authorizing the Mayor and Administrator to execute Resolution 2013 -016 Receiving Report and Calling Hearing on Improvement 2013 Street Bituminous Overlay (STJOE 123390); Setting the Public Hearing for the 2013 Street Improvements for April 25, 2013 at 6:30PM at the St. Joseph Fire Hall. The motion was seconded by Symanietz and passed unanimously. Phase II CR 2 Sidewalk: Sabart stated that in 2012 St. Joseph submitted a funding application to the APO for enhancement funding for 2016 -2017 Transportation Improvement Program. The APO is now anticipating some leftover funds from a trail project in St. Cloud that would utilize 2015 dollars. There is $130,000 of excess proceeds available for the next eligible project on their list which is the Phase II CR 2 Sidewalk/Trail expansion. The estimated cost in 2016 dollars for Phase II project was $1.1 M for both segments on Phase II. The APO Director, Scott Mareck is questioning if the City has an interest in accessing the funds for construction in 2015. Based on the estimated cost the excess funding would amount to less than 15% of the project cost. Wick questioned the disproportionate cost share. Sabart stated that typically federal enhancement dollars include a larger contribution, which the City can still apply for through the enhancement funding. The APO has excess turn back funds that have to be put back into a project that qualifies for the program. St. Joseph was the first project on the list. The Council questioned Sabart if Phase II could be split into two portions, with the first segment the continuation from Minnesota Street to Cr 2. Loso also suggested that Sabart check to see if Stearns County Parks has an interest in partnering with the City. Sabart stated that he would contact Mareck to determine if the City could apply for the excess funds if Phase II were divided into two phases and report back to the Council. Schultz stated that Stearns County Parks have considerable obligations and is not sure that they would contribute, to which Sabart agreed. Director of Public Works Report Vehicle Purchase (1/2 ton truck): Thene reported that he contacted the Schweiters regarding the price difference between an extended cab and standard cab truck and the price difference is $ 1,629. Thene stated that the extended cab is important as he carries items that are weather sensitive and he also has passengers at times that would require the additional space. The total cost of the equipped truck is $ 30,591.99. Loso questioned Thene if he checked prices on a used truck due to the low usage off the maintenance staff. Thene stated that he did not check into a used vehicle as the City receives a lower price on the new trucks and can still utilize the dealer incentives. Loso stated that it is his opinion that significant cost savings would be realized but without checking he would not know. Frank made a motion to approve the purchase of a 2013 % ton Chevrolet four wheel drive extended cab truck; seconded by Symanietz. Ayes: Symanietz, Wick, Frank, Schultz Nays: Loso Motion Carried 4:1 Vehicle Purchase (Front End Loader): Thene reported that he has checked into used loaders and alternative plow truck as requested and still maintains that the most efficient piece of equipment to aid the maintenance staff in snow removal is a second front end loader. When looking at the cost of a new plow truck fully equipped, the cost is approximately $ 185,000 to $ 164,000 and the cost of a used plow truck equipped is approximately $ 41,000. Thene stated that he is not requesting authorization to purchase a plow truck at this time, as it is included in the 2015 CIP. At this time Thene requested authorization to purchase a new front end loader, trading in the grader for a total equipment cost of $ 162,970. Schultz questioned Thene as to how many hours are on the meter of the existing loader to which Thene stated he was uncertain. Thene stated that the purchase of a second front end loader would extend the life of the April 4, 2013 Page 3 of 4 existing loader as the use will be reduced. Loso stated it is his opinion that the need for a second loader has not been demonstrated and does not feel it should be purchased. Schultz stated that his concern is the cost versus hours of use and if the purchase is the best use of financial resources. Frank makes a motion authorize the purchase of a 2013 John Deere Loader 624K with wing and blade at a cost of $193,413 plus tax. The cost will be offset by $ 18,500 for the trade -in of the grader. The equipment will be funded through a combination of equipment certificate and existing CIP funding. The motion was seconded by Wick. Ayes: Symanietz, Wick, Frank Nays: Schultz, Loso Motion Carried 3:2 Cloverdale Park: Loso stated the Park Board recently met and approved the redevelopment of Cloverdale Park, setting a budget of $ 25,000. The Park Board hired Scenic Specialties to design the park and provide an estimate for construction. Thene added that a subcommittee has been established to work on the project and in an effort to reduce costs; labor from Sentence to Serve will be utilized. Frank questioned if the Park Board solicited a second bid for the design to which Thene stated they did not. Frank encouraged the City to continue soliciting competitive bids when possible for work within the City. The budget does include funding for a trail or gazebo. Schultz made a motion approving the budget of $ 25,000 to redevelop Cloverdale Park, utilizing Park Development Fees. The motion was seconded by Loso and passed unanimously. Compost Site: Thene stated that over the past months he was been working with the City of Sartell to try and establish a joint compost site. At this time it does not seem financially feasible as the City would be charged a land lease rate of $ 5,000 and the City would have to complete maintenance on the City portion of the compost area, taking the loader to the site every two weeks. Thene stated that a second site has recently presented itself and he is looking into the details. Loso made a motion to keep compost area as is and if a new site presents itself the Council will consider changing sites during the compost season. The motion was seconded by Frank and passed unanimously. Administrator Reports IPAD Purchase: Weyrens stated that she has recently spoke with other administrators and they are going the paperless route using IPAD's as the electronic device. St. Augusta is the only City considering laptops which are more costly and have a tendency to have more maintenance issues. Mike McDonald questioned the budget amount as it was higher than the actual cost of five laptops. Weyrens stated that the cost to convert to IPAD's is more the devices and includes setting up email accounts for each Coucnil Member, accessories such as Cover /screen protector and miscellaneous costs. With regard to the question McDonald raises regarding the use of PEG Access Fees, it is a legitimate expense and all communities are using the same source. Loso made a motion to transition to paperless packets, purchasing an IPAD for each member of the Council. The motion was seconded by Wick and passed unanimously. Confirmation of Meetings: Weyrens provided the following summary of upcoming meetings: April 15 (Monday) Joint Planning, City Council and Township Board 6:30 April 16th (Tuesday) Meet and greet with Police Chief candidates 4 -5:30 Council will follow -up that evening to interview the top 3 candidates at 6PM April 18th (Thursday) Council agrees to cancel unless business comes up April 25th (Thursday) Public Hearing for the 2013 Street Improvement at the Fire Hall Mayor Reports Community Center: Schultz reported that he spend the day at the Capital lobbying for funding for the St. Joseph Community Center. He testified before the Senate Finance Sub - Committee who seemed engaged in the proposal. Over the past months he has been working with Senator Michelle Fischbach to include the St. Joseph Community Center in the bonding bill, if one is to be passed this legislative April 4, 2013 Page 4 of 4 session. He presented project as two phases. The Community Center being considered as Phase I and then adding Government Center as Phase II. Total project estimated cost up to $4.11M and that could be low or high. He presented the committee with information on the disproportionate amount of tax exempt properties in St. Joseph, making it difficult to complete capital projects. This is a first step in getting the community center visible in the eyes of the legislature. Joint Meeting: Schultz thank all those who attended the recent meeting of all City Board and Commissions. He appreciated the discussion and the opportunity to hear the status of each board /commission. Army Reserve Center: Schultz reported that the Corp of Engineer is hosting a ground breaking for the Army Reserve Center on April 5 at 10:30. He encouraged Council members to attend. City Council Reports FRANK EDA: Frank reported that the EDA met recently and discussed moving the Farmers Market downtown in 2014 and modified some language in the Business Facade Grant program. LOSO — No Report SYMANIETZ — No Report WICK — No Admiourn: Loso made motion to adjourn; seconded by Wick. The meeting adjourned at 7:50 PM Judy ey Y e s Admi strator