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HomeMy WebLinkAbout2013 [05] May 02May 2, 2013 Page 1 of 6 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. Approval of the Agenda: Loso made a motion to approve the agenda; 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. 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 Page 2 of 6 (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 Page 3 of 6 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 Stud: 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 Page 4 of 6 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 the project includes lighting rom 4th 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 these issues can be worked through during design. The motion carried unanimously. Finance Director Reports OSt Quarter): Finance Director Lori Bartlett presented the 1St 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 1St quarter in spending down working capital; the audit shows 5.75 months of working capital for 2013; during the 1 St 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 Page 5 of 6 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 reversing entries; once into the 2nd 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 collections are ahead of projections. Loso made a motion to accept the 1st Quarter Financial Report 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 Page 6 of 6 The Board sponsored a Sustainability Expo on April 21St 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. SYMAN I ETZ 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. Adjourn: Frank made a motion to adjourn at 8:41 PM; seconded by Wick and passed unanimously. a Judy eyr ns Ad ' istrator