HomeMy WebLinkAbout2013 [05] May 16May 16, 2013
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Pursuant to due call and notice thereof, the St. Joseph City Council met in regular session on Thursday,
May 16, 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, Police Chief Pete Jansky, Police Officer Joel Klein
Others Present: Janel Bitzen, Jeannie Wilkins, S. Eunice Anthony
PUBLIC COMMENTS
Jeannie Wilkins and S. Eunice Anthony, 105 Chapel Lane, approached the Council in support of the St.
Cloud Regional Human Rights Initiative. Wilkins stated that she has been supportive and followed the
initiative from the inception to when St. Joseph withdrew. She apologized that she didn't keep informed
that St. Joseph was not receiving requested information which eventually led to withdrawal. S. Eunice
stated that it is her opinion that the moral test of any society or city is what they do for the poor,
vulnerable, voiceless, and marginalized. Participating in the Regional Human Rights initiative will add to
the quality of life for the residents of St. Joseph helping those in need.
Approval of the Agenda: Wick made a motion to approve the agenda with the following corrections:
4a) Minutes — deleted
4d) Donations — add discussion
8c) Fence Extension
The motion was seconded by Symanietz and passed unanimously.
Consent Agenda: Loso made a motion to approve the consent agenda as follows; seconded by
Frank and passed unanimously:
a. Minutes - Deleted
b. Bills Payable — Approved check numbers 046553- 046611, payroll EFT # 000800 - 000804 and
accounts payables EFT #001615 - 001616.
c. Treasurer Report — Accepted the April Treasurer Report as presented.
d. Gambling and Donations — Accepted the 1st Quarter Gambling Report and Donation of $
1,943.54 from the St. Joseph Lions for the Archery Range.
e. Performance Measures — Affirmed the resolution of 2012 accepting the survey results with a
2013 date.
Discussion: Franked thanked those who contributed to the Archery Range including the St. Joseph
Lions, Archery Country, C & L Excavating and Concrete Plus.
Janel Bitzen /Kern DeWenter Viere: Janel Bitzen, Audit Manager of KDV, came before the Council to
present the 2012 Audit. The following is a summary of her presentation:
• Audit reports included: an unmodified opinion on the financial statements, no compliance findings
on the Minnesota Legal Compliance test report, no legal compliance and one internal finding (lack
of segregation of duties of internal controls) on the Government Auditing Standards of audit, and
the communications letter.
• Budgeted revenues of $ 2.4 M compared to $ 2.6 M of actual revenues; budgeted expenditures of
$ 2.4 M compared to $ 2.7 M of actual expenditures; budgeted decrease in fund balance of $
14,000; actual decrease in fund balance of $ 10,000; and year -end fund balance of $ 1.7 M.
• Presented a graphic illustration of expenditures and revenues as well as a category summary of
revenues and expenditures. Revenues decreased 4.6% and expenditures increased 6.2 %.
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• Presented a five -year historical review of tax levies, capacity and rates. The City has maintained
a stable tax capacity rate as the surrounding cities have seen higher fluctuations. The City has a
high tax collection rate of 97 %.
• Presented a two -year historical review of revenues (largest components are property taxes and
intergovernmental aids) and expenditures (most in capital outlay /public safety) by program.
• The Refuse Fund experienced a slight decrease in revenues and expenditures. It was the
smallest operating loss in the five years presented. The fund has some non - operating items, but
an overall increase in net position of $ 7,600.
• With the very dry summer, the Water Fund had a significant increase in revenues to include rates
and sales as well as a slight increase in expenditures. With the inclusion of depreciation the
water fund realized a net loss; however it was small compared to the last five years. The
statements reflect collection of approximately 65% of the depreciation expense.
• The Sewer Fund revenue was down about 6.8% due primarily to a refund to a City contract user.
The fund is covering about 16% of depreciation and net position decreased about $ 166,000.
• The Storm Water Fund has been consistent over the past five years, covering about 30% of
depreciation. There was $ 5,500 of non - operating income (special assessments and interest
income) and transferred funds for bonded improvement projects ending with a net position
decreasing to $ 84,000.
Frank stated that in reviewing the statements and listening to the presentation when speaking of
deficiencies, he did not see any major items. He understands that a small staff creates a statement
needing more segregation of duties. He specifically questioned the Police Department. Some of the
reconciliation processes are not happening. It is not that there are no controls regarding utility receipts,
but it is limited in administration. In the Police Department, there is no overlap or controls, so
reconciliation is not occurring. Again, KDV didn't find any issues.
Frank also questioned the comment in the communication letter whereby it encouraged the City to
communication with outside consultants. Bitzen stated that the comment refers to if the City would
consult with additional financial advisors that information should be conveyed to the auditor. Frank stated
that he is not clear on the comments regarding the comment regarding the water fund depreciation and
65 %. Bitzen stated that every municipality has a different perspective on what percent of depreciation is
recovered through rates. Typically depreciation is collected and when an asset has reached it useful life,
replacement funds would be available.
Loso made a motion to accept the 2012 audit; seconded by Wick and passed unanimously.
City Engineer Reports
2013 Bituminous Overlay Project: Sabart presented the Council with a resolution for advancing the 2013
bituminous overlay project approved at the public improvement hearing and moving on to soliciting project
bids. In between the hearing and the meeting, the plans have been prepared and are ready for approval.
It is anticipated that bids will be opened on June 12, 2013. After bid review the special assessments will
be adjusted and the Council will consider conducting a hearing to adopt the special assessments.
Loso made a motion authorizing the Mayor and Administrator to execute resolution 2013 -022
accepting the design for the 2013 Bituminous Overlay Project and calling for bids on the same.
The motion was seconded by Frank and passed unanimously.
Frank questioned if the recently approved sidewalk improvement is part of the 2013 Bituminous Overlay
and if residents are notified of the project. Weyrens stated that the sidewalk project is a separate project
that is nearing completion. The City Office staff did mail notices to all adjacent property owners notifying
them of the project. Sabart stated that a construction newsletter was also mailed to all adjacent property
owners and it is not anticipated to send additional correspondence.
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CR 2 Update: Loso asked for an update on the CR 2 overlay project. Sabart responded that Stearns
County is working on finalizing the CR 2 Improvement which includes re- shaping the connection between
Minnesota Street and CR 2. The detour has been posted so that the work can be completed and it is
anticipated that the work will last two to three weeks. Part of the CR 2 Project is the City trail which will be
finalized over the next two to three weeks as well. The contractor is paving the north end of the trail: the
section between Millstream Park entrance and Wobegon Trail. There's some concern of the soft
subgrade of the segment between Millstream Park and County Road 75 so that's not ready yet. The
contractor is taking the steps to prepare the final layer of blacktop of County Road 75. Loso confirmed
that the county is not doing anything with the city proper regarding Minnesota Street. Sabart responded
that negotiations are still being held and the County wanted to finish the work on CR 2 before discussion
occurs on the turn back. Sabart stated that it's in the City's best interest to wait for the current project to
be completed before discussing the turn back.
Committee Reports
St. Joseph Fire Board: Loso reported that the Fire Board met on May 8, 2013 and discussed the
following: accepted the DNR grant for funding of air pack ($ 95,000.00); authorized the use of outside
vendors to complete the routine maintenance on all fire equipment as previously it was completed by the
Maintenance staff; agreed to allow access to the DAMA Boxes to the Police Department pending
submittal of a policy for use; discussed the staffing and request to appoint two new fire fighters, Bryan
Theisen and Joe Bye.
Schultz made a motion to accept the recommendation of the Fire Department and Fire Board and
appoint Bryan Theisen and Joe Bye a pay per response fire fighters effective June 1, 2013. The
motion was seconded by Symanietz and passed unanimously.
Frank questioned the procedure of how to obtain a Dama Box. Weyrens stated that DAMA Boxes are
typically installed outside of business and a special key opens the box which contains a key for the
business. There has been a shift in use and some residents are installing them as well so that fire and
police can have access in the event of an emergency. The City Offices has applications available for
those wishing to purchase one.
Schultz questioned the yearly maintenance agreement between fire board and city staff. Is there a
budget shift necessary from our public employees to the fire board? Weyrens stated that the change in
procedure will result in an increase to the fire board and will allow City staff time to complete other tasks.
Facilities Committee: Wick reported that there was some confusion on the Facility Center versus
Community Center. The current facility committee was looking at the current facility and adding a
community room. During this discussion the term community center was used which has a different
meaning that community room. If the City intends to pursue a community center a separate committee
should be established and should consist of all residents of the City. Wick stated that he feels it is
important to continue the project that was originally proposed, adding a community room and council
chamber to the existing facility. In addition, the City has some maintenance issues that need to be
addressed before the end of 2013.
Loso made a motion to move forward with the original facility at its' current location and under the
Facilities Committee to proceed with the work as discussed last fall, planning for future needs and
staffing needs; seconded by Frank. Motion carried unanimously.
Frank made a motion to appoint five residents to form a Community Center Committee as well as
provide staff and resources to assist the committee. The Committee shall complete their analysis
within one year from appointment. The motion was seconded by Loso and passed unanimously.
Discussion: It was agreed that the solicitation of volunteers would include the Newsleader,
Website and other means as available. The deadline for accepting applications will be July 15, 2013.
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Planning Commission: Mayor Schultz reported that the committee is in the process of reviewing
ordinances. Due to the resignation of Joe Dubel, Schultz recommended the Council appoint Daryl
Schafer to the Commission. Schaefer lives within the Orderly Annexation area and within two miles of the
corporate limits.
Wick made a motion to appoint Daryl Schaefer to the Planning Commission; seconded by
Symanietz and passed unanimously.
Human Rights Commission: Weyrens reported that all the cities have been approached to reconsider an
offer by the City of St. Cloud to participate in the regional human rights office. The City of St. Cloud has
agreed to fund the office for 30 months at no cost to the area cities. If the City agrees to participate, St.
Joseph will have representation on the Human Rights Board and Commission. At this time the City of
Sartell has accepted the offer extended by the City of St. Cloud.
Loso made a motion to accept the offer of the City of St. Cloud to be a partner of the St. Cloud
Regional Human Rights Office for the time period offered by the City of St. Cloud. Participation is
at no cost to the City of St. Joseph and provides for representation on the Board and
Commission. The motion was seconded by Symanietz and carried unanimously.
Discussion: Symanietz expressed interest in continuing to represent the City of St. Joseph on the
Human Rights Joint Power Board to which Schultz stated that appointments would be made at a future
meeting. Wick stated that while he supports the Human Rights efforts, the City of St. Cloud or State of
Minnesota need to provide the reporting information to the participating cities. It was the lack of this
information along with the lack of an approved budget that resulted in St. Joseph withdrawing. He would
also like to see the following:
1. The Joint Powers Board should meet at least quarterly
2. The City should review and adopt the working budget including operation and programming.
The budget should include more than a line item for services.
3. There should be a clear definition of roles (ie. reports). Clarification should be made of the
roles of the Board, the Commission, and the Director.
4. Board /Commission meetings should be placed on the City website along with any minutes
are actions.
5. The Joint Powers Board should establish short and long term goals and begin the discussion
as to what happens at the end of 2 % years.
Administrator Reports
Police Officer Hire: With promoting Joel Klein to Police Chief, a vacancy was created in the Police
Department. In addition, during the budget process for 2013 the City agreed to add on officer to the
department with the position starting in July. Therefore, a police officer hiring committee interviewed 12
candidates and recommended the top four to the Personnel Committee for interview. The Personnel
Commission is recommending the hire of Shane Vernier and Travis Mandersheid to patrol office at step
one. Wick made a motion to hire Shane Venier and Travis Manderscheid as Police Officers
starting at step one. The motion was seconded by Schultz and passed unanimously.
Frank asked why the appointments need to be made at the Council level; is it a remnant from being a
smaller city? Weyrens responded that while the Council did give prior authority to the Personnel
Committee to start the hiring process it was unclear if the prior action authorized the hiring of the
additional officer.
Fence Agreement: Weyrens stated that she was contacted by the City Attorney regarding the planter
fence on Cedar Street and the upcoming deadline to plant and finish the fence. The deadline in the
agreement is July 1; however the property owners involved with the fence are going to mediation to
determine the property line and the City was requested to extend the deadline until after the mediation. If
mediation accepts one of the existing boundary survey's the plantings will be installed on June 4. If a
new survey is required additional time for completion is being requested. Wick made a motion to
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extend the date for planning and finishing the planter from June 1 to no later than July 1. The
motion was seconded by Loso and passed unanimously.
Mayor Reports
Fire Relief Meeting: Mayor Schultz reported that he recently attended a Fire Relief meeting whereby they
discussed the limitations on payroll dedications and changes that are needed within the fire relief. Similar
issues have arisen regarding the acceptance of donations which the board is working through.
APO: Schultz reported that the APO Full Board will be meeting on May 20 and the Executive Board will
be participating in a retreat to help foster communication and operations. The facilitator for the retreat will
be selected by the APO Personnel Committee. Finally, Schultz stated that he will be participating in the
APO Fly -in to Washington DC (June 3 — 7) to meet with the legislators and lobby for transportation
funding.
Meet and Greet: There will be a Mayor's meet and greet at the Local Blend on May 18, 2013, from 9 -10
AM.
Council Reports
LOSO
Community Sign: Loso questioned the status of the community sign to which Weyrens stated the vendor
is still in the process of soliciting partners.
FRANK
Compost: Frank stated that he recently used the new compost site and had some difficulty finding and
suggested additional signage. He stated that he also observed one of the attendants dealing with a
resident who was using one permit for multiple property owners. Frank clarified that compost permits are
issued by property and are not intended to be shared. He further stated he was impressed how
professionally the attendant at the compost site handled the matter.
Police Report: Frank stated that he had an opportunity to review the lengthy police report and notice that
the calls and reports seem to be consistent between the years provided. Regarding the lengthy police
report recently received, it looked as if things are fairly consistent between categories. With regard to gas
drive offs he questioned if there is a need for police assistance or can it be managed with the business.
Jansky stated that since license plates are involved private data is needed so the police department still
needs to be involved.
Frank questioned with the implementation of the new ordinances, is there any quick read on the social
host or keg ordinances? Chief Jansky responded that three citations were issued for violation of social
host and one citation for disruptive intoxication, which worked well. The keg ordinance may need some
work. Approximately 25 keg permits were issued. Jansky stated that he was disappointed with the
editorial in the St. Cloud Times as it distorted some of the information
Foreclosures: Frank stated that he has been following the impact of foreclosed homes in cities and
different strategies used. It appears as cities are using one of three strategies: 1) respond on a complaint
basis; 2) aggressive building inspections; 3) implementing a time frame for compliance. Frank questioned
what strategy the City utilizes. Weyrens stated that the City currently reacts on complaints for housing
safety issues but is more aggressive on grass complaints and the City weed inspector initiates the action.
It becomes difficult sometimes gaining compliance when a foreclosed property is owned by a financial
institution as the last thing they want to do is invest money in the property.
Police Chief Reports: Joel Klein thanked the Council for the opportunity to serve as the next Police Chief.
He is looking forward to working with the City Council; Chief Jansky has built a good staff and great
foundation. The world is changing constantly and the busier we get with more electronics, social media,
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and technology, the job is becoming more time and labor intensive. He thanked the Council for
appointing the eighth officer as it will help the department move forward.
Public Works Director Reports: Thene reminded the Council that the grand opening for the Archery
Range will be held on Saturday, May 18 between 10:00 — 2:00. Archery Country will be providing
equipment for people to try and Kay's Kitchen will be providing caramel rolls.
Adiourn: Loso e a motion to adjourn at 8:15 PM; seconded by Wick, and passed unanimously.
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