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HomeMy WebLinkAbout2014 [01] Jan 16January 16, 2014 Page 1 of 7 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Thursday, January 16, 2014 at 6:00 PM in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Members Present: Mayor Rick Schultz, Councilors Dale Wick, Renee Symanietz, Bob Loso, Steve Frank, City Administrator Judy Weyrens City Representatives: City Engineer Randy Sabart, Finance Director Lori Bartlett, Chief Joel Klein, Public Works Director Terry Thene Others Present: Tom Klein Public Comments: No one present wished to speak. Approval of the Agenda: Symanietz made a motion to approve the agenda. The motion was seconded by Frank on the condition that items 4a and 4b are discussed separately, and line item 4.5 be removed. The motion was carried unanimously. Consent Agenda: Symanietz made a motion to approve the consent agenda minus items b and c. The motion was seconded by Frank and passed unanimously. a. Minutes — Approved the minutes of December 19th, 2013. b. Bills Payable — Approved check numbers 047339 — 047519; payroll EFT # 000884 — 000893 and EFT # 001641 — 001644 Discussion: Frank asked what the Resource Training membership fee is for. Weyrens stated that without the partnership, employee health insurance would be much more. Frank made a motion to approve Consent Agenda item 4b, Bills Payable. The motion was seconded by Wick and passed unanimously. C. Financial Report — Accepted the 4th Quarter Treasurer Report as presented. Discussion: Frank thought it would be useful to go through the 1/2 cent sales tax portion of the report. He stated that there is about a million dollars in the fund. He feels that people should know where that money is going towards. Weyrens stated that there has been $1.6 million used on parks, trails, and playground equipment. Frank stated the purpose of him going through it is so people are aware of where the money is going towards. Weyrens stated that there is an open house on January 22"d at the Great River Regional Library in St. Cloud where each city will have their own piece showing where the % cent sales tax monies are being spent. Frank made a motion to approve Consent Agenda item 4c, accepting the 4th Quarter Treasurer Report. The motion was seconded by Wick and passed unanimously. City Engineer — Public Works Director Reports TAP Grant Application: City Engineer Randy Sabart reported that in November, the Council was presented with an opportunity to apply for state funding to help finance the trail improvements. The City could utilize the find for phase III of the West MN Street Trail extension. At that time the City Council authorized submitting a letter of intent seeking funding which as subsequently been accepted. At this time if the City intends to continue in the process, a full application must be submitted. Sabart reminded the Council that Phase III of the western trail would extend from the realigned CR 2 to CR 51. Sabart stated that the City is now at the point where they need to decide if they want to complete the application for TAP. The deadline is set for the end of January. A commitment is needed for the local - match share. Typically there is an 80/20 split, where 80% is federal dollars, and 20% is paid by the city plus the soft costs which include engineering and legal fees. Sabart highlighted a section of the application where the district planner had issued some frequently asked questions. Sabart highlighted the question asking if only one project would be selected from the entire district. The response given was that it is highly likely that more than one project would be selected. Sabart stated that there is the likelihood that once the project is submitted, that it would be funded. Sabart requested that the Council make a decision whether they would like to go forward with the application for the funding for the fiscal years 2017-2018. January 16, 2014 Page 2 of 7 Wick asked what the 20% would amount to. Sabart stated that it would be $292,000.00. He added that a Resolution be executed by the Council committing to maintain the infrastructure if it were built which would then accompany the application. Schultz added that this is in the county, more so then in the City's jurisdiction. He is leery because it is County territory, he doesn't want to be responsible for maintaining it. Weyrens stated that if the property would be annexed, that it would then be a part of the city. Weyrens asked what maintenance of the trails all includes. Sabart stated that the program doesn't specifically define that the trails be maintained throughout the winter. General maintenance would include fixing any cracks or damage that may occur to the trail. Schultz made a motion to authorize the Mayor and Administrator to execute Resolution 2014 -003 authoring application for TAP funding for fiscal year 2017 -2018; and Resolution 2014 -004 agreeing to the maintenance of the trail once constructed. The motion was seconded by Frank. Aye: Schultz, Symanietz, Wick Nay: Loso, Frank Motion Carried: 3:2:0 Discussion: Loso asked where the city match money would come from. Schultz stated that it would come from the % cent sales tax fund. Sabart added that if the project is accepted for funding there is still the chance for the City to opt out. Weyrens stated that there is the possible that money could come from the regional priority money rather than from the city's funds. However, that won't be known until the regional priority is finalized. Loso feels that the city should not commit to the project as there are still other portions of the trail that have not been completed. He added that there are large amounts of money allocated to projects within the City's jurisdiction that need to be taken care of first. The city should leave it up to the County to fund. Wick asked if the state funding dollars could be transferred over to the county if the project was approved. Sabart stated that he is not aware of an instance where the title agency had been changed after funding is awarded, but he will follow up on that. Frank stated that he feels there are too many open ends with this project, so he will vote no. Wick stated the he understands the apprehension others feel about the project, however he added that the city feels that they are never on the list for funding projects. This is the chance to get 80% funded by the state. Street Li4ht Utility: Weyrens stated that at the time the City implemented the street light utility, the Council requested a review of the utility at the end of the first year. Weyrens stated that it was anticipated the utility fee would generate $ 42,000 the first year, and the actual is closer to $ 41,000. The fee was implemented easily and with minimal setup costs. Weyrens clarified that previously the fee was part of the general taxes so residents were paying the fee regardless. Implementing a utility fee actually reduced the amount that each resident and business paid as it was spread amongst all the properties regardless of their tax status. Frank asked why there was more expense then revenue. Weyrens stated that the street light utility fund paid for the electricity costs. Frank added that there were concerns from residents regarding non - profits that don't have to pay the taxes. However, they are paying the street light utility fees which meets some of the standards as to what good taxes should be. Power Pole Relocation: Weyrens stated that the Council had previously discussed relocating the power lines on Minnesota street north about a half a block. Staff had met with impacted companies to discuss the impact of moving the power lines and identify the infrastructure each company owns. After receiving all the information, it is estimated that the cost to relocate the power lines is between $ 475,000 and $ 572,000. Xcel has previously indicated that if the City opted to pursue designing the projecting so that an actual cost could be determined, the City would be required to submit a $ 5,000 retainer, which would be offset against the project if it would move to the construction stage. January 16, 2014 Page 3 of 7 Schultz stated that he is in support of spending $ 5,000 so that the project could be engineered and actual costs could be determined. Once the City has the information, he would propose to place the matter on the ballot so that the residents could decide if they wanted to incur the additional cost. This is a similar process used by the City of Sauk Rapids. Loso stated that he does not support moving forward with the estimate as in his opinion the cost is excessive for moving the poles one half block. Frank stated that he would like the ballot question to include amounts for what the resident will have to pay for the relocation. Schultz made a motion to authorize Xcel Energy to design relocating the power lines on MN Street between 1$' Ave NE and 2 "d Ave NW north one -half block, at a cost of $ 5,000. The motion was seconded by Wick. Aye: Schultz, Symanietz, Wick, Frank Nay: Loso Motion Carried: 4:1:0 Loso stated that the Council has approved over $800,000.00 already tonight. Schultz responded that the City is not committed to the money. The items will be put on the ballot and the residents will be voting whether to go forward or not. Committee Updates Park Board: Loso reported that the Park Board met on Tuesday and went over the 2014 calendar and recapped 2013. There will be a grand opening for Cloverdale Park at the end of June or July. There is a 5K to be planned in the fall for the Millstream Festival. Frank stated that from the survey results, people liked the parks; however, they wish there would be more recreational activities. Residents want to see programs that children can use. Schultz added that the 5K is one of those activities and it is sponsored by the Park Board. Police Chief Reports Part Time Officer Request: Chief Klein reported that Casey Jansky submitted his resignation effective January 14, 2014. This leaves a part time position vacant. The part time positions are needed to help provide continuous coverage and is only used to cover vacations or for special events. Klein added that the City has a reserve officer, Eric Brutger, who eligible to be licensed. He has talked to Brutger, who has agreed to pay for his own physical and psychological and will be reimbursed after one year. Klein requested the Council approve the hiring of Eric Brutger as a part time officer on an as needed basis. Loso made a motion authorizing the hiring of Eric Brutger as a part time officer on an as needed basis. The motion was seconded by Symanietz and passed unanimously. Symanietz made a motion authorizing the Mayor and Administrator to execute Resolution 2014- 001, Authorizing Enrollment in PERA. The motion was seconded by Wick and passed unanimously. Squad Car and Equipment: Klein stated that the department has four squad cars that are used daily and a reserve vehicle for emergencies. The PD is set to replace squad unit 704 which is a 2010 Ford CVPI. The vehicle is leased through Fleet Services with the State and due to be returned. The Police Department is requesting permission to replace the vehicle with a 2014 Ford Utility Patrol Vehicle similar to squad 701. Klein added that Ford no longer makes the 704, which is why they went to the Ford Utility Vehicle. The 704 has been a good vehicle to the Department. It is safer and easier to get around in the winter for the officers. The options are to purchase or lease the vehicle. The lease payment would be $568.75 /month on a 4year /90,000 mile lease from the State of Minnesota. Klein stated that leasing through the state includes everything except, insurance, gas, and tires. If there are any major mechanical problems, they are all covered by the State. The equipment is going to cost around $17,500 and will be paid for by CIP and forfeiture funds. The monthly payment will increase by January 16, 2014 Page 4 of 7 approximately $18.00. Klein requested the Council's approval to execute the lease agreement for the 2014 Ford Utility Patrol Vehicle at a cost of $567.75 per month. Frank made a motion to execute the lease agreement for the 2014 Ford Utility Patrol Vehicle at a cost of $567.75 per month. The motion was seconded by Symanietz and passed unanimously. Frank asked if the vehicle was a six or eight cylinder. Klein stated it was a six cylinder. He added that the gas mileage is between 7 -11 mpg due to City Driving. The Chevy Tahoe ranges from 5 -11 mpg for the same reason. Frank stated that he suspected marijuana will be legalized in the future and sees the forfeiture funds decreasing. Klein stated that the forfeiture funds do not come from marijuana seizures, rather DWI's and other more intense drug seizures. Administrator Reports Pay Equity: Weyrens stated that every three years, all municipalities are required to submit pay equity reports to the Minnesota Management and budget. Weyrens stated that the City payroll data was entered into the State Reporting system. Based on the required software the City is compliant with the Pay Equity requirements. Frank made a motion to accept the 2014 Pay Equity Report. The motion was seconded by Wick and passed unanimously. Frank stated that he had trouble reading through the material and thought he had seen certain areas where the City was close to not meeting the compliance requirement. Finance Director Lori Bartlett stated that the City passed the Compliance Test, and the other areas are not quite as important but need to be included in the report. Survey Results: Weyrens stated that the Council adopted resolution 2011 -014 declaring 10 performance measurements as developed by the State's Council on Local Results and Innovation. The City receives about $914.00 for issuing the survey. The format of the survey was the same and the results were similar to those of past years. Schultz made a motion authorizing the Mayor and Administrator to execute Resolution 2014 -002 accepting St. Joseph's performance measures results. The motion was seconded by Wick and passed unanimously. Discussion: Frank stated that there were eighty -nine (89) people that completed the survey and there are things to take away from their responses and comments. He added that 7 of 10 people have a positive view of the appearance of the city, the fiscal management is one of the lower categories, and the feeling of safety and quality of fire protection were very high overall. He feels that the overall maintenance of the streets including snowplowing are good overall. Frank added that at different times of the year, the quality of the water may not be the best which can be due to a lot of things. Public Works Director Terry Thene added that if there is a fire call and large amounts of water is being used, that could affect the outflow to other residents. Every July the City is required to have a Consumer Confidence Report that is posted on the website. The city also has to test for bacteria monthly and the system is flushed to remove the sediment buildup. Frank feels that inspections by the cities, counties and states are not being done correctly. Frank added that there were some interesting comments residents. He feels the concerns of the compost site need to be addressed as well as comments regarding park and recreation activities. Schultz asked if there is a way for the Council to address the comments. Weyrens stated that the City will be meeting members of the compost site and they will bring the concerns to that meeting. Liquor License Transfer: Weyrens stated that the City Council issued an intoxicating and Sunday Liquor License to Landrock Inc for the American Burger Bar for the license period July 1, 2013 to June 30, 2014. The City has since received a request from St. Joseph Hospitality Systems LLC to transfer the Liquor License for the American Burger Bar to them. Per Ordinance, the Police Chief completed a background January 16, 2014 Page 5 of 7 check and has recommended the City Council approve the License Transfer. The license period is February 1st, to June 30th, 2014. Schultz made a motion authorizing the Mayor and Administrator to execute the off sale intoxicating liquor license to St. Joseph Hospitality Systems, LLC. The motion was seconded by Frank and passed unanimously. Round Table Follow -up: Weyrens reported that the EDA conducted a round table to discuss housing and development in St. Joseph. As a result of the meeting, it was determined that while St. Joseph was fortunate and did not have large amount of foreclosed property, building in St. Joseph is more expensive purely on the cost of the lots. If the City is interested in adding incentive for housing development, the City could consider some type of incentive for new home construction. The City has a debt service fund retiring that was used in part for paying for a housing development, and this fund will have a residual balance. The City could consider waiving water /sewer access fees for new single family homes using a portion of the residual balance to cover the water and sewer costs. Before staff devotes time to creating a program, Weyrens questioned if the Council is interested in pursuing such a project. Schultz stated that at the round table there were discussions on the new construction and re- construction of housing in the City. He doesn't know if he wants to spend large amounts of time and money on the project. Schultz added that he doesn't know what the incentives may or may not be and that more discussions need to be had to figure that out and to find ways to compete with area cities. He would like staff to spend a bit of time exploring the areas, and present it to the Council to decide whether to go forward with any of the initiatives. Frank stated that he would like to continue with the progress that has already been made. Joint Legislation: Weyrens stated that the next Intergovernmental meeting is scheduled for January 28 at the St. Cloud Airport. The agenda will include two topics, Legislative Priorities and the regional sales tax project. To gather input and solicit ideas for the regional project an informational session is being held at the St. Cloud Library on January 22, 2014 between 3:00 and 7:00 with a formal presentation at 3:00 and 5:00. With regard to the legislative priorities, the list is similar as to past years with completed items removed and new items listed. While the legislature provided a provision for tax exemption for Cities, it only applies if the City is purchasing the goods. Therefore, if the City bids a project, those costs are not necessarily tax exempt. Therefore a new provision clarifying the law has been added. In addition, the City of St. Joseph should consider requesting blanket exemption for any projects constructed in 2014. Weyrens added that because the Joint Resolution is regional, not all areas need to be agreed upon by every City. Cities only have to lobby for items they support, but the resolution is an illustration that we cooperative work as a region and support one another. Frank stated that the mayor spent a lot of time in St. Paul representing the City. He added that if you look at the governor's budget, there is a piece in there for downtown development. He suggested keeping an eye on it as there potentially could be money allocated to other cities. Mayor Reports Appointments: Schultz presented the Council with the proposed 2014 appointments. He stated that the appointments have remained consistent from 2013. Wick stated that he had a couple of corrections to the appointments: • The Emergency Services Director needs to be switched to Joel Klein. • Both EDA terms for Wick and Frank need to be completed in 2015. • The location of the Joint Planning meetings need to be at City Hall January 16, 2014 Page 6 of 7 Wick questioned the meeting locations for the Joint planning Board meetings. He thought there were going to be alternate meeting places between the Township and the City. Weyrens stated that in the agreement, there is not a specific location. Wick wants to have the Joint Planning Meetings held at City Hall this year. Schultz stated that he is unsure of how much leverage the City has to make that decision. Symanietz stated that she is an alternate to many members on other committees. She added that the best way to contact her would be to call or text. Frank asked why the building inspector provider is listed as the contact under the building inspector and compliance officer. Weyrens stated that Inspectron provides the building inspector for the city through a contract. The building inspector is responsible for making sure that buildings are up to code. Loso made a motion accepting the 2014 Mayor Appointments with suggested corrections. The motion was seconded by Symanietz. Discussion: Wick stated that he will be voting no on this as he wants the Joint Planning Meetings to be held in City Hall. He also does not approve of some of the members that are representing the City as he feels that they are not representing the City's interests as much as they could. Aye: Schultz, Symanietz, Frank, Loso Nay: Wick Motion Carried: 4:1:0 Acting Mayor Election: Schultz made a motion nominating Dale Wick as acting Mayor. The motion was seconded by Loso and passed unanimously. Additional Mayor Reports: Schultz reported that on January 4th he met with Mark Bromenschenkel regarding the County Road 2 and Minnesota Street intersection. Additional discussions will need to be had regarding a final solution. Phone calls are continuously received regarding the intersection. Frank stated that intersection concerns were expressed in the comments portion of the survey, however both those intersections lie within the County's jurisdiction so there is not much the City is able to do. Schultz added that the County purchased seats from the Metrodome and they will be put in parks throughout the County. On January 8th, he spoke to the Chamber regarding items that the Council is currently working on. Joint EDA, Planning Commission. and Council Meeting: On the 13th the EDA, Planning Commission, and City Council met in a joint meeting regarding signage. There will be another Planning Commission meeting to develop more detailed sign rules. Park Terrace: Schultz has asked staff to put together some documents together that recap actions that the Council has taken over the past couple of years in an effort to bring to the Legislature to show the struggle the city is having with receiving bonding on certain projects. There may need to be more money set aside at the state level for infrastructure, specifically older infrastructure. Community Center: A request was submitted to receive bonding for the community center, however it did not make it into the Governor's Bonding Bill. Schultz stated that he will meet with representatives to continue carrying the bonding bill forward. Facility Committee — Active Recreation Center: Schultz reported that the facility committee for the recreation center will be meeting with Murray Mack of HMA to draft conceptual drawings that can be sued for funding. HMA has agreed to complete the work pro bono. January 29th, Schultz plans on meeting with Senator Bachmann's staff to discuss the needs for bonding on old and new infrastructure. January 16, 2014 Page 7 of 7 New Business Loso asked whether the option of putting up two solar light power poles on Minnesota Street had been investigated any further. City Engineer, Randy Sabart stated that he had found examples of cities where solar powered lights. Unfortunately, they are not developed enough so that they are affordable. He stated that for two solar power light poles out on Minnesota Street would be about $18,000. They are not cost - effective. The LED fixtures are continuing to be the more cost - effective option at this point. Frank stated that he had sent Sabart pictures where the lights were used. Frank added that solar powered lights are typically used in areas that have lower traffic as the lighting is not as bright as an LED. Adiourn: Motion made by Loso to adjourn at 7:30 PM; seconded by Wick and passed unanimously. r' Jud Weyrens Ad inistrator THIS PAGE INTENTIONALLY LEFT BLANK