Loading...
HomeMy WebLinkAbout2013 [09] Sep 19September 19, 2013 Page 1 of 4 Pursuant to due call and notice thereof, the St. Joseph City Council met in regular session on Thursday, September 19, 2013 at 7:00 PM in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Members Present: Mayor Richard Schultz, Councilors Dale Wck, Renee Symanietz, Steve Frank, Bob Loso and City Administrator Judy Weyrens City Representatives Present: Police Chief Joel Klein, Public Works Director Terry Thene, City Engineer Randy Sabart Others Present: Bob Herges PUBLIC COMMENTS Approval of the Agenda: Frank made a motion to approve the agenda as presented; seconded by Symanietz and passed unanimously. Consent Agenda: Symanietz made a motion to approve the consent agenda as follows; seconded by Loso and passed unanimously. a. Minutes — Approved the minutes of July 18, 2013. b. Bills Payable — Approved check numbers 046966- 0470017, payroll EFT # 000844 - 000848 and accounts payables EFT #001627- 001630. c. Treasurer Report — Accepted the August 2013 Treasurers Report. Bob Herges, Assessment Charges: Weyrens stated that Bob Herges has requested relief on the delinquent charges for an assessment that was levied in 2005. The assessments in 2005 included the improvements to the Cloverdale area, reconstructing 7th Avenue SE, extending water and sewer to a newly annexed area adjacent to 7th Avenue and providing for future service to a portion of the subdivision entitled Graceview Estates. When the property was assessed, there were two outlots labeled A and a third outlot labeled B. During this same time period the Graceview Estates Development included two partners, each with a separate interest in the outlots. In 2010 the City was contacted by one of the developers, Bob Herges, questioning if the assessment were correctly levied. During this review staff concurred with the developer and the assessments were moved between the outlots, leaving one of the outlot A's without an assessment. The following year it was determined the assessments were levied correctly in 2005 and they were placed back on the appropriate lots. During this same time period Herges purchased the interest in the Outlot where the assessments were removed, and at the time of closing when an assessment search was completed no assessments were indicated. The property closed and Herges was later notified of the past due charges. Herges is requesting the City waive the delinquent on interest charges for the years 2011 & 2012 as he was unaware the assessments had been moved back to this property. The relief his seeking is estimated to be $ 10,245.17. Weyrens stated that he is not seeking relief of the principal as the City cannot change a levied assessment. Loso stated that in his opinion the City erred and the request seems reasonable. Frank stated that in reviewing the information presented to the Council, the request seems reasonable as Herges was not notified when the assessments were changes between outlots. Weyrens stated that Herges did have some responsibility as each year he would contact the Finance Director when the tax statements came out and discuss the assessments. However, confusion was created during the moving of assessments and all parties share in the blame. Schultz questioned if there are other assessments where a similar circumstance has occurred and can this happen again. Weyrens stated that she is unaware of any other similar circumstances. With regard to the future, assessments will not be moved between lots unless approved by the City Council. Loso made a motion to relief Bob Herges the delinquent charges and Interest for the 2005 Assessment levied to Outlot. Relief is estimated at $ 10,245.17. The motion was seconded by Frank and passed unanimously. September 19, 2013 Page 2 of 4 City Engineer Reports 2013 Bituminous Overlay: Sabart reported that the contractor completed the overlay project over the past weekend. The project is substantially complete with minor shoulder /restoration and sign work to be completed. Loso stated that he was approached by one the businesses located on Cedar Street and they indicated the street was under - milled. He questioned Sabart as to whether not this is accurate. Sabart stated that it is not accurate. When completing on overlay a minimal amount of existing black top is milled as to protect the integrity of the road. Typically approximately six feet of bituminous from the curb is milled and the new asphalt is blended and matched to the curb. Schultz questioned Sabart on the height of the manholes as he noticed that on 7th Avenue there appears to be a significant drop. Sabart stated that it is a balancing act between snow removal and vehicles. For snow removal purposes, public works prefers the manholes reduced so they are not hit with the blades. They try and find a balance. Schultz estimated the drop on 7th is around three inches which seems fairly pronounced. Sabart stated he would take a second look at the manhole heights. 2013 Sidewalk Improvement: Sabart reported that is still working with the contractor to finish the outstanding items to close out the project. The contractor has indicated that they will finish the punch list items by the end of the month. College 3`d Addition: The contractor is preparing to install the final wear course for the Millstream Development. Engineer /Public Works: Sabart presented the Council with the draft Capital Improvement Plan (CIP) for Engineering /Public Works Projects. The CIP includes projects that are proposed for both short term and long term. The summary sheet identifies all potential projects and he and Public Works Director Terry Thene have prioritized the top six projects. At this time staff is looking for feedback on the Cl P and if the Council is an agreement with the prioritization and three year improvement schedule. Discussion included: • Street Overlay: Based on the street maintenance plan, and after reviewing the condition of the existing asphalt the overlay schedule for the next three years is as follows: 2014 — Northland Areas; 2015 Pond View Ridge and Clinton Village; 2016 Old Highway 52 and 4th Ave SE. All of these areas have roads that are in excess of 20 years old. Due to economic conditions, the City fell about two years behind on the maintenance schedule and the proposed schedule for the next three years puts the City back on track. Schultz questioned if he has noticed additional wear or deterioration of the roads due to the delay in maintenance. Thene stated that on Northland Drive he has noticed that the cracking has required more material and he has seen an increase in the number of cracks. Sabart stated the using Baker Street and 7th Avenue as an example, the streets did not have additional signs of wear as the crack filling and maintenance completed in priors years help stabilize the surface. Loso questioned if there is a way to gauge from year to year the additional wear so that when it comes to the assessment hearing visual data can be display. Sabart stated that becomes difficult as sometimes it is not as visual, or to some a few cracks are part of what happens to roads. Overlays are intended to extend the life of a road so a road that has potholes and large cracks is not a candidate for overlay, it needs reconstruction. • Water Tower Maintenance: (Priority 1) The Council has been discussing the need to paint the tower and complete some minor repairs. It is anticipated this project will be completed in 2014 and will require coordination with the College of St. Benedict for utilization of their water tower during maintenance. • Park Terrace Improvements: (Priority 2) The Council has authorized the update of the feasibility report which will be presented on September 23 with an anticipated public hearing in October 2013 for construction in 2014. September 19, 2013 Page 3 of 4 • Clinton Village: (Priority 3) The proposed projected will include a reclaim and pave, constructing two new layers of asphalt. The next step in this project is commissioning the feasibility report, initiating the improvement and public hearing process. • CSAH 2 Trail Extension: (Priority 4) This project has been added due to the federal funding received by the City. This project will extend the trail for the current location on new CR 2, east to connect to the sidewalk system on Minnesota Street. Northland Drive lmprovements: (Priority 5) This project is a combination of sidewalk and curb and gutter. This project is higher on the list as it is a State Aid Road and the City can utilize the existing funds. The City is at a position where out balance is high enough where the State may negatively allocate funds. Regardless of State Aid Funds, the project would still be on the list and needs attention. Loso questioned if Minnesota Street will be turned back to the City and if so when. Sabart stated that cities can only have 20% of their roads designated for State Aid Funds; however, when a City is part of a turn back process from the County and the road is part of the County MSA mileage, the City is allowed to add that mileage above and beyond the limits. He further stated there is no advantage to the City accepting the road before it is improved. Loso questioned if there is a timeframe for the turn back, to which Sabart stated most likely in 2014. CQD Alley Improvements: (Priority 6) The condition of the pavements have deteriorated and give the discussion on the proposed improvements to the City facilities, it is contemplated in the CIP that it would be timely to consider the improvements. Loso questioned the boundaries of the proposed Alley Improvements. Sabart stated the proposed improvements include the alleys between College Avenue and 15t Avenue and Minnesota Street and Ash Street. Schultz questioned the type of improvement as some alleys are already paved but have large holes or cracking. Sabart responded that in those cases the alley would be reconstructed. Schultz questioned if the alleys in the CBD such as those north of Ash Street or east of College Avenue will be considered for improvement as well. Sabart reiterated that the alleys proposed at this time are only included based on Council discussion of the improvements for the City facility, the project can always be expanded to be more inclusive. Sabart stated the projects and priority status described above are the recommendations of staff and based on previous Council discussions. Certainly other projects on the CIP are worthy of completion, it becomes a balancing act at this time. Schultz stated that some of the items such as the Water Tower are already in process, so the priority of those items are already determined or is that not the case. Sabart concurred with Schultz. Schultz further questioned if Sabart has any reason to believe that the cost of the water tower maintenance will increase due to the delay in the project. Sabart stated they have reviewed the condition of the tower and he does not anticipate costs. Thene stated that the condition of the mixer will not be known until they start the project and that could have some additional costs. When questioned as to the duration of the project, Sabart responded two to three months. Frank questioned the supply and demand of the water in the event of a hot and dry summer. Sabart stated that the City is in a better position this time as we have more capacity to pump and treat water. The City manages a water ban year round for water conservation purposes. Schultz questioned the street maintenance plan and if the Council approves the three year schedule presented above, if that places the City back on schedule, to which Sabart stated yes. Wick questioned if the Council is being asked to approve the CIP at this time. Weyrens stated that the information at this time is to start the discussion. Based on the discussion at this meeting, the CIP will be updated and discussed further. Loso questioned Sabart as to the project labeled 1437, Birch Street and if that could be part of the Park Terrace Improvements. Weyrens stated that the project is Birch Street East and affects the property abutting CR 75. Frank stated that in reviewing the CIP, he questioned the need to move a monument just because the City limits change. The monument can stay in its current location. Schultz stated that he has had some communication with a partner that is willing to look at a joint venture for an advertising sign. Loso stated that while talking about signs, the City should consider amending the sign ordinance to regulate digital billboards. September 19, 2013 Page 4 of 4 Frank stated that the EDA has discussed the downtown and if they were to consider buying property or looking at vacant property, how does that fit into the CIP. Schultz stated that the issue is the lack of shovel ready sites and how is that impacted in the budget. Weyrens stated that it would either be budgeted through the EDA or could be funded through a project and bonding. Wick requested that the future CIP summary include City contributions separate from other funding sources. Loso questioned the possibility of funding for a pedestrian bridge over CR 75. Sabart stated that those types of projects do score well in grant competition, for St. Joseph it really comes down to the what and where. The CIP does include a marker for a study to consider a crossing. Wick stated that it is his understanding that recent improvements to the timing controls has helped pedestrian crossings on CR 75. Mayor Reports APO Executive Committee: Schultz reported that the APO Executive Committee recently met and they are recommending a restructuring of the APO Policy Board. Rather than the Policy Board meeting monthly, it is proposed that the Policy Board meet three times a year. Wick questioned the membership of the Executive Committee to which Schultz stated one member from each County and City with St. Cloud have three members. Frank questioned at what time the City will grow enough to have more representation. Schultz was uncertain when or if that would happen. Wick questioned who will be responsible for making decisions to which Schultz stated the Executive Board. Schultz stated that the rationale for making the change is that most of the decisions were made at the Executive Board and rubber stamped by the Policy Board. Symanietz stated she disagreed with the proposal and feels the Policy Board has a role. Schultz stated that there are two sides to this decision and it will be discussed at the policy board meeting. Council Reports SYMAN I ETZ Facilities Committee: Symanietz stated that the Facilities Committee met recently and looked at Looking at different plans, budgets WICK — EDA will be meeting on Wednesday, September 23 at 5:00 PM. LOSO — Park Board will be meeting on Wednesday, September 23 at 6:30 PM. FRANK Animal Control: Frank stated that he recently experienced a stray cat at his residence and was surprised when he was informed by Weyrens that the City does not regulate or pickup cats. He called the Humane Society and was able to resolve the matter and in fact, they have a trap that residents can rent to help catch a stray animal. Frank stated that he encourages the City to help notify residents what options are available when the contact the City. Weyrens stated that she did check with the area Cities and Waite Park and Sauk Rapids will pick up a cat if it is captured and during business hours and Sartell will do nothing. Police Chief Reports: Chief Klein reported that the non - emergency phone line has been redirected to Stearns County Dispatch as that is a recorded line and the phone is answered by dispatchers. When residents call the non - emergency phone number they are given an option to speak to an office, the Chief or the secretary. While the office staff does a good job answer the phones, dispatchers are trained to handle the calls and there are times when it is important to have a recording of the call. Also the new officers are fully trained and working on shifts. Adiourn: Frank made a motion to adjourn at 8:15 PM; seconded by Wick and passed unanimously. Judy eyKens Ad ' istrator