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HomeMy WebLinkAbout1993 [08] Aug 05 {Book 04} CITY COUNCIL MEETING August 5 , 1993 7:00 P.M. AGENDA 1. Call to Order 2. Approve Agenda 3 . Approve Minutes - July 15/ 1993 4. Bills Payable 5 . Mayor Reports . 6. Council Reports 7 . OLD BUSINESS: a) Personnel Policy Manual b) Snow Removal Business District c) Star City Program d) Sewer Ordinance Amendment e) Ordinance - Council Limitation f) Plumbing/Heating Inspector Position g) Amendment to Building Inspector Contract h) Water Agreement i) Parking Lot - Annex j) Mowing of Weeds k) CSB Property Offer to the city 8 . 7:50 p.m. Ken Twit - Fire Relief Association Request 9. 8:00 p.m. OPEN TO THE PUBLIC 10. 8:30 p.m. Recess 11. 8:30 p.m. Sunset Industries - Tom Skahan 12. 8:45 p.m. CORE Community Day - Linda Sniezek . 13. 8:55 p.m. Mark Zimmer - Outdoor Liquor Permit 14. 9:00 p.m. City Engineer Reports a) Water System Improvement Application for Payment b) West Minnesota Street Application for Payment 15. Clerk/Administrator Reports a) Schools and Seminars b) Water Department Request for Doors c) Budget d) 16. Adjourn . Mayor Donald "Bud" Reber Councilors Ken Hiemenz Ross Rieke 21 First Avenue NW Bob Loso P.O. Box 668 Stephanie Hazen St. Joseph, Minnesota 56374 (612) 363·7201 City Clerk/Adm FAX # 363·0342 CITY OF ST. JOSEPH Rachel Stapleton AGENDA NOTES TO "THE COUNCIL DATE: August 2, 1993 TO, Members of the Coun~ FROM: Rachel staPlet~ 7 c. star City Corrnõission - The following individuals have agreed to be on the star City Commission: Gregg Reinhart, Bob Krebsbach, Duane Sorenson, Ken Hiemenz, S. André Marthaler, Rachel Stapleton, Mike Hazen. It is necessary for the Council to appoint these individuals to the Commission. Also the Council needs to appoint one of them as the Commissioner, to function as the Chair of the Commission. . 12. Linda Sniezek will be discussing the up caning Comnunity Day in September and asking if the Council will allow Minnesota Street to be blocked off. 13. Application for payments will be on overheads for the meeting. 14. a. I am requesting to send Judy to a seminar on the Legal Aspects of Payroll Management in Minneapolis on September 30. Registration fee is $145. I am requesting to attend Region I I I MCFOA meeting in Glenwood on August 12. 14 c. At the Truth in Taxation Hearing we are required to discuss employee compensation, for the current year, the prior year and the proposed budget year. For budget preparation would I need to know how much to allow for salary increases. I can have a draft budget prepared and delivered to you by Tuesday of next week if you should wish to hold your first n~eting on it on August 12. The proposed budget and proposed levy must be certified by September 15. 14 d. I have been discussing with the League getting an intern to assist in special projects. Enclosed in your packet are two job descriptions. Also enclosed in your packet is the management report on the audit . recommendations, along with purchase order information. - AMENDMENT CONTRACT FOR SERVICES - This Agreement is entered this ____ day of , 1993, for the purpose of amending the contract for services entered on July 20, 1988, between the City of st. Joseph and Ron Euteneuer. In consideration of the mutual promises contained herein, the parties agree as follows: 1. That the above referenced contract of July 20, 1988, is hereby extended through August 1, 1994, subject to the modifications or amendments stated herein. 2. That the compensation to be paid to Euteneuer for providing building inspection services to the City of st. Joseph shall be paid in the following manner: a. One-third of the fee to which Euteneuer is ..-. entitled shall be paid at the end of the month in ....... which the building permit application fee is received by the city of st. Joseph. b. One-third of the fee shall be paid at the end of the month in which Euteneuer performs the second inspection of the property. c. The final one-third of the fee shall be paid at the end of the month during which Euteneuer performs the final inspection and the structure is certified for occupancy (if required). 3. All other terms of the agreement of July 20, 1988, shall remain in full force and effect. CITY OF ST. JOSEPH By Its RON EUTENEUER ~ -, L: \gcn \ 15692\af072993 .251 . . . July 15, 1993 . Pursuant to due call and notice thereof, the City Council for the City of st. Joseph met in Regular Session on Thursday, July 15, 1993 at 7:00 p.m. in City Hall. MEMBERS PRESENT: Mayor Donald Bud Reber; Members of the Council Ross Rieke, Bob Loso, Stephanie Hazen, Ken Hiemenz. Clerk/Administrator Rachel stapleton. OTHERS PRESENT: Judy Weyrens, Brad Lindgren, Glen Nielsen, John Scherer, Joe Bettendorf, Gary Heltemes, Liz Fischer, Dan Zimmerman, Jeff Hinnenkamp. AGENDA: Loso made a motion to approve the agenda as presented; seconded by Hiemenz. Ayes: Reber, Loso, Hazen, Hiemenz. Nayes: None. Motion carried. MINUTES: Loso moved to approve the minutes of the June 28, 1993 meeting .: seconded by Hazen. Ayes: Reber, Loso, Hazen, Hi emenz . Nayes: None. Motion carried. Hazen moved to approve the minutes or the July 1, 1993 meeting; 4IÞeconded ~y H~emen~. Hazen, Hiemenz. Ayes. Reber, GOSO, Nayes: None. Motion carried. BILLS PAYABLE: After discussion of various bills and cost containment of publications, Loso moved to approve the bills as presented, check numbers 18515-18542; seconded by Hazen. Ayes: Reber, Loso, Hazen, Hiemenz. Nayes: None. Motion carried. TREASURERS REPORT: Deputy Clerk Judy Weyrens presented the treasurers report. She discussed the monthly revenue and expenditures, and stated that the grant reimbursement from the st. Joseph Recreational Association is shown under park monies designated as $11,927. The Council generally agreed that this money is to be included in the Park Development Fund. She also stated that it is necessary to set up a Special Revenue Fund for the DARE program. Hazen moved to establish a Special Revenue Fund for DARE; seconded by Hiemenz. Ayes: Reber, Loso, Hazen, Hiemenz. Nayes: None. Motion carried. Hazen moved to approve the Treasurers Report for June; seconded by Loso. Ayes: Reber, Loso, Hazen, Hiemenz. Nayes: None. Motion carried. - oso moved to approve the follow fund transfers as presented; seconded ~y Hazen. Transfer (From) Transfer To Amount Page 2280 July 15, 1993 . 601 - Water Fund 302 - '72 Improvement $ 20,000.00 (This transfer completes the obligation of the water fund to the '72 Improvement for borrowed money.) 302 - ' 72 Improvement 601 - Water $ 27,900.00 302 - '72 Improvement 602 - Sewer $ 34,263.85 304 - '78 Improvement 101 - General * $ 268,282.33 304 - '78 Improvement 306 - '83 Improvement $ 8,120.15 305 - '78-A Improvement 101 - General * $ 19,051.47 101 - General ** 408 - East Baker / 7th $ 33,289.01 304 - '72 Improvement 4' , - 91st Avenue $ 66,005.92 .il. * To be set aside in an account called "Debt Service Relief" ** To be expended from the desianated fund balance reserve -- . - Future streets Additionally, we are requesting to transfer the required City contribution for the water storage facility of $200,000.00. This money is set aside in the general fund, designated fund balance - Water storage. Fund 409 is the construction fund for the water storage facility. 101 - General Fund 409 - Water Storage $ 200,000.00 601 - Water Fund 309 - Water storage $ 15,000.00 (This transfer supports the bond issue for the water storage facility -- Fund 309 lS the bond fund for the facility) Ayes: Reber, Loso, Hazen, Hiemenz. Nayes: None. Motion carried. MAYOR REPORTS: 1) Mayor reported that he and Dick Taufen looked at the alley that the southern portion is proposed for vacation in Block 23 of Peter Loso's Addition. They felt that if vacation request is approved the property owner requesting the vacation should provide a location for dumping snow. The property owners abutting on the alley are all opposed to vacation except Sunset Supply who is the petitioner. They ~~quested vacation for safety reasons. 2) Matt Gi 11 i tzer complained at he thouaht the charaes of the City were too high, for cutting - - - weeds. He also thought that the City had done damage to his garden plot previously. Mayor Reber stated that he looked at the property and did not find damage. 3) Scott Harms is using the street for parking vehicles in conjunction with his autobody repair business. Clerk was Page 2281 July 15, 1993 . requested to send a letter to him requesting that he conform with agreements made when the Special Use permit was approved. 4) Mayor Reber presented a proposal from Hardrives, Inc. of $2,613, for installing a parking lot behind City Hall Annex. Loso made a motion to approve the quote as presented, with the cost to be borne by the General Fund. The motion was seconded by Hiemenz. Ayes: Reber, Loso, Hazen, Hiemenz. Nayes: None. Motion carried. 5) Mike Ryan has indicated that he intends to offer a parcel of property owned by st. Ben's to the City. 6) Interviews for the top five police officer applicants will be held on July 29. COUNCIL REPORTS - HAZEN: Hazen reported that she did not receive a report from Rachel on the management letter as requested at the June 28 meeting. Rachel stated that although many of the items have already been implemented, because she was on vacation, there simply was not enough time to prepare the report. LOSO: Loso reported that Summer Rec tee shirts have not been ordered yet. Cost for them will be about $900 and a request for funding assistance produced $309 from local organizations. Loso made a motion to purchase Summer Rec tee shirts with the donated money, and $600 to ~e taken from, the contingency fu~d; seconded by Hiemenz. .., Ayes: ReDer, Loso, Hazen, Hlemenz. Nayes: None. Motion carried. HIEMENZ: 1) Hiemenz stated he had received a letter rrom Ernest Diedrich, Associate Professor of Economics ofrering services of st John's and st Ben's students. Reber stated he received a copy of the letter and will get copies to the Council. 2) The Planning Commission recommended to deny a Special Use permit request of Jeff Hinnenkamp to allow a salvage/impound and new/used car part business. Also the City should send a notification to the property owner to clean it up. 3) Dean Wick, representing st. Ben's presented plans for a new college entrance and a new student center. A hearing on the new entrance will be held at the August Planning Commission meeting. 4) The Planning Commission recommended aDDroval or the uDdated ComDrehensive Plan and recommended to hold the ~~auired hearina~ 5) The Plannina Commission - - ~ - discussed parking hazards in the City or st. Joseph, and made the following recommendations, to change the parking regulations to increase safety for the residents and visitors of st. Joseph: I. Post Signs reading "No Parking, Loading Only 7:00 a.m. to 4:00 p.m" -- first two parking stalls on the West side of College Ave N 2. Post signs reading "No Parking" on the East side of 2nd Avenue NW -- Removing three parking stalls. 3. Remove permanently after the construction of West Minnesota .~ street the East and West stop signs on Birch street West. 4. Post the speed limit at 20 mph in Park Terrace Addition during detour. 5. Remove 'one parking stall on the North side of Date Street, Page 2282 July 15: 1993 . across from Super America. (Cars block the driveway of the resident). Loso made a motion to approve recommendation No. I of the Planning Commission; seconded by Hazen. Ayes: Reber: Loso: Hazen: Hiemenz. Nayes: None. Motion carried. Loso made a motion to approve recommendation No. 2 of the Planning Commisison; seconded by Hiemenz. Ayes: Reber: Loso: Hazen: Hiemenz. Nayes: None. Motion carried. Hazen made a motion to approve recommendations Nos. 3 through 5; seconded by Reber. Discussion - Loso felt removing the stop signs on Birch street West: increases the speed of traffic and lS dangerous for the children in the residential neighborhood and those uSlng the adjacent parks. Chief Lindgren felt removing the stop slgns would assist in moving vehicular traffic through the area: and indicated that parents are now showing responsibility for the safety of their children. He stated that accidents have been minimal on the detour area. Reber stated that the streets are public right or way: for _yehiCle traffic: and permanent r. emoval of the signs will provide for a etter flow of traffic. The streets are not to be used as playgrounds. 'tapleton stated that she felt the stop signs at Birch street and OH 52 should be replaced in order to slow traffic by the parks, to provide for the safety of the park users. Loso stated that the signs control speed through the residential neighborhood. Ayes: Reber: Hazen. Nayes: Loso. Abstained: Hiemenz. Motion carried. OLD BUSINESS I) PERSONNEL POLICY: The Attorney is reviewing the draft currently. 2) SNOW REMOVAL POLICY: Clerk to send memo to Dick Taufen that the Mayor is waiting for his recommendations. 3) SEWER ORDINANCE AMENDMENT: Tabled to next agenda: so Council may have time to review it. 4) ORDINANCE - COUNCIL LIMITATION: The Council agreed to wait for the Attorney to discuss this issue. S) PLUMBING/HEATING INSPECTOR: Council discussed creating a position of Plumbing/Heating Inspector. Advertising for the position will occur the duties of the position are prepared and approved by the Council. 6) WATER AGREEMENT: The College has not yet responded to the water agreement. 7) STAR CITY PROGRAM: Star City Program will be handled at the next meeting. 8) MOWING OF WEEDS: The Weed Inspector is gathering information on ~ this lssue. 9) BUDGET: Forms for their specific areas have been distributed to the Department Heads to prepare their budgets. Hazen stated that the Council members have not received forms yet. POLICE CHIEF REPORTS: 1) Mayor Reber thanked the Police Chief and Page 2283 Julv 15: 1993 . - Department for the patrolling and visibility which they have glven in Park Terrace Addition during the detour through it. 2) Chief Lindgren reported that the St. Cloud Times is running a story on the two DWI vehicle forfeitures to the st. Joseph Police Department. 3) He discussed problems with street parking through the detour area of Park Terrace. 4) Hazen asked on the status of hiring an officer to fill the vacancy. Brad stated that the applicants have been screened to five applicants and Veterans Preference was addressed in the initial screening. Interviews will be held at the end of the month. The Hiring Committee members have prepared a list of questions along with those used in previous interviews. They expect to have an Officer to recommend to the Council for fllre at the August 5 meeting. 5) Brad stated that he would be on vacation next week and Hazen asked how he was covering his shift. He stated that each officer will get three overtime shifts: because other officers are also taking vacation. He also asked to have the 40 hour cap on camp time waived because of the overtime. Hiemenz stated that this lssue would be addressed in the personnel policy manual. 6) Brad also discussed that the Reserve Officers covered the duty shifts required for the Parish 4th of July Celebration. He asked that the payment the ,.....t- recelves for this is ,--l~y put in a special fund for the Reserve Unit to buy additional items needed for the unit. .CATION SCHEDULES: Council requested that a memo 1.S sent to Department Heads that when a Department Head intends to be gone three days or more they should notify Members of the Council In advance. OPEN TO THE PUBLIC: Glen Nielsen: 137 9th Avenue SE: wished to discuss the letter which he received from the City requiring him to remove his fence from the City Right of Way. He stated that it has been there for 13 years, and wondered why ~ t- is necessary to move it now. Mayor Reber -'-~ stated that this matter was noticed, and when problems are noticed the City attempts to correct them. Loso stated that if the City requires this fence moved, the whole city should be inspected for R.O.W. violations, and the same enforcement required. He then moved to let the fence stay where it is located, with an agreement with the property owner that if the City needs the fence removed for access or use of the area: the property owner would bear the cost of removal. The motion was seconded by Hazen. Discussion -Mayor Reber stated that 'J.. was lL approved to have the fence moved at the last meeting. Any infringement on City property is a problem. Nielsen asked if he could possibly get a variance to allow the fence to stay where it is. Council asked for recommendation from the City Attorney. John Scherer stated that this is a policy decision and concerns to address are if it blocks vision: safety or other there are other safety problems! such as an obstruction. Ayes: Loso! Hazen. - Nayes: Reber.. Hiemenz. Motion Failed. . "-J:azen made a motion to allow Glen Neilson: up to six months to remove his fence from the R.O.W. area; seconded by Loso. Ayes: Loso! Hazen, Hiemenz. Nayes: Reber. Motion carried. Page 2284 , . July 15, 1993 SDecial Use Recuest - Jeff HinnenkamD: Mayor Reber requested that -- Planning Commission Liaison Hiemenz discuss the Planning Commissions r e c offi1ï1enda t ions on the operation of a salvage/impound and new/used car part business. Zoning Ordinance 52.21 subd 4 states, "All industrial uses shall require a special use permit. " The DrODertv is legally described as follows: ~ - ~ That part of the South 451.42 feet of the North 880.42 feet or the East 686.70 feet of the Northeast Quarter of the Northwest Quarter of Section ,., Township 124, Range 29, stearns County, Minnesota which lies ~ . southwesterly of the southwesterly right of way 1 .; of the Burlington _~ne Northern Railroad together with that part of the North 880.42 feet of the West 44.00 feet of the Northwest Quarter of the Northwest Quarter of Section 10 in said Township and Range which lies southwesterly of said r-ight of way , . -.. .1.. . . 7.15 acres. .Llne. LonLalnlng Toaether Wlth '[hat. part of said Northeast Quarter or the Northeast Quarter or Section 9 and that part of said Northwest Quarter of the Northwest Quarter of Section 10 bounded as follows: on the East by the West line of Schneider's Addition, a duly recorded plat, produced norther 1 y.: on the South by a line drawn Due West from a point on said 411hst line of said plat distant 800.00 feet northerly from its Ltersection with northerly right of way line of D.S. Trunk Highway 52.: on the West by a line drawn Darallel with and 150.00 feet westerly of, as measured at. right angles to, said west line of said plat; and on the North by the South line of the North 880.42 feet of said sections 9 and 10. Containing 1.11 acres. Rieke arrived at 8:26 p.m. Dan Zimmerman, representing Jeff Hinnenkamp discussed several issues brought up at the hearing. He stated that Jeff is in the process of purchasing the property known as the Lyman Hull property to be used for a impound and salvage yard. The Council discussed that the property needs cleaning up, possibility or ground water contamination because of the elevation anà drainage of the property, and an attraction to h' , . Mr. Zimmerman stated that this would be much more C.llaren. use desirable ....' the way the property is now. Jeff stated that he would Lnan clean the property up and fence the area facing the mobile home park. He wanted this property because it lS hidden so well. Mayor Reber stated that the Planning C offi1ï1i s s ion recommended to deny the request. Rieke asked if the Council would be willing to table the matter to meet personally on site if there lS any hope of passage. Hazen moved to support the Planning Commissions recommendations to deny the request for a special use permit of Jeff Hinnenkamp to allow an _impound/salvage yard on the above described property. Denial is based In the following findings: - 1) St. JoseDh Code of Ordinance No. 52.21 subd 4 -- AU permitted industrial uses shall require a special use permit . =-age 2285 . July 15, 1993 . 2) St. JoseDh Code of Ordinance No. 52.21 subd 4 Only industrial uses which do not have heavy odors, smoke or other obnoxious or distasteful smells or appearances, excess nOlse, excess water or sewage requirements, or hazardous wastes as '" .... .. 1 s.¡--+", and Federal statutes will be aerlnea DY __d.>-,-- 1 1 . ai.l.owec. 3) St. JoseDh Code of Ordinances No. 52.8 subd 4 ---- The proposed use WILL: a. · . . be detrimental to or endanger the public health, safety morals, comfort, convenience or general wel:Eare of the :leighborhood or City . be hazardous disturbing to existing oÍ future ... or ~. · . . neighboring uses. e. · . . will not be served adequately by streets. k. will not conform to specific standards of ~., .: . · . . Ln.l.S Ordinance applicable to the particular use. Based on these findings, the City Council denies the request for a special use permit to allow a salvage/impound lot In an industrial zone. The motion also included the requirement to follow through on an environmental impact study and cleanup. The motion 't.~as seconded by Hiemenz. Ayes: ReDer, Hazen, Hiemenz. Nayes: Loso, Rieke. Motion carried. Mr. Zimmermann asked what use the City would like for the property. Hazell recommended this is referred to the Planning Commission. Rieke discussed that if reclamation lssues were handled along with proper monitoring of t.ne water. Hiemenz stated >-, . the impact on Watab Lake LnaI. and the high water table in the area, could De adverse. Jeff stated that the area was not flooded with all this rain, and that the amount of 0": , and antifreeze which would be lost to the environment would De .J...l. minimal. Hazen made a motion to recess at 8:55 p.m. ; seconded by Rieke. Ayes: Reber, Rieke, Loso, Hazen, Hiemenz. Nayes: None. Motion carried. Mayor Reber reconvened . " ~ . at 9:10 p.m. t.ne meeLlng _JODNCIL LIMITATION ORDINANCE AMENDMENT: City Attorney discussed his reservations with this proposed amendment. His concerns were how to enforce it and who would investigate violations. Rachel instructed to call the League to get information on this issue to send to John. John will prepare recommendations. Page 2286 , . . ,]ul Y 15, 1993 . INSPECTOR: Rachel was requested to get information from the League also on the . .. . 0';: Plumbing and Heating Inspector. John will pOSlL.lOn "- write an amendment to the current Building Inspector contract to allow payment of fees for property inspection to be paid after each , . . lnSpeCL.J..on. ALLEY VACATION: Council discussed the proposed alley vacation In Block 23, Peter Loso Addition. After discussion Hazen made a motion to deny the vacation based on problems with snow removal, opposition from residents, and ' ~., property would have parking problems. The aDUL.L.lng motion was seconded by Reber. Ayes: Reber, Rieke, Loso, Hazen. Nayes: None. Motion carried. Eiemenz abstained. CITY ENGINEER REPORTS: 1) WATER IMPROVEHENT PROJECT: Joe Bettendorf presented Change Order No. 3 for CBl NaCon ~.¡hi ch increases -,-' contract by $800 :Ear a L.ne change in .... -- ..... ... ..., and completion c.eslgn ûr a tan,\\. manno 1 e, a r"""i...._~ ........c:1L..__ extension.. due to weather and late delivery of controls. Hazen made a motion to approve Change Order No. 3 ana. to allow a time extension to August 20.. 1993.: seconded by Loso. Aves: Reber, Rieke, Loso.. Hazen.. H' . " l emenz . Nayes: None. Motion carrieà.. WEST MINNESOTA STREET PROJECT: Joe Dresented Change Order No. 1 1:0 include additional gate valves.. operating rods for water .. . ~... and snutO.LI:S, storm sewer manhole and ' , Hazen made a motion to approve Change .leaa. Order No. 1 for Hardrives.. Inc. to increase the contract $2,804.80; seconded by Loso. Ayes: Reber.. Rieke.. Loso, Hazen: Hiemenz. Nayes: None. Motion carried.. EAST MINNESOTA STREET PROJECT: Joe presented an updated schedule for the East Minnesota street Project as follows: Complete plans and Specifications August 13: 1993 Advertise for b.lŒS July '<.1'. " Q("\ '<. _u.. ..L _. :J....... Receive Bids August 25.. 1993 Award Contract August 26, 1993 Begin construction September Î , 1993 Hold Assessment Hearing October 7 , 1993 Complete Underground Work October 22, 1993 Certify Assessment Roll to County November 15, 1993 Council agreed to have the schedule sent to the affected property owners in the East Ninnesota street project area, with information on deadline dates of prepayment of property owner's share or the costs. ~emenz made a motion to hold a special meeting on August ? ~ to award _0 _ e contract, for this project; seconded by Loso. Ayes: Reber, Rieke.. Loso.. Hazen.. Hiemenz. Nayes: None. Motion carried. Joe Bettendorf also discussed 1) Proposed time extension for sewer ?a.ge 2287 , . . . ' L . July 15, 1993 hookup as requested by Joel Vogel will be discussed tomorrow at a committee meeting. 2) Council stated that the Whitby House proposal has been table indefinitely. 3) There was a drainage complaint on Joseph street. There are problems there that will have to be addressed. Mayor Reber asked about drainage on East Minnesota street. Joe stated that tDe storm sewer goes to Third Avenue East, but probably could not extend It further to correct problems further east. 4) Well Number ..., is not functioning well. Leo, Dick and Joe have agreed that a L. replacement well 1.5 needed. Loso made a motion to authorize Joe to prepare a study for a replacement well; seconded by Hiemenz. Ayes: Reber, Rieke, Loso, Hazen, Hiemenz. ~'ljayes : None. Motion carried. 5) DBL Labs requested that the Council consider rescinding the hookup fees, or reVlse 'Cnem for their facilities, because of other agreements and provisions. A . . . . .. .. discuss J..' . issue also and report to corrünlt.T..ee W:'ll LnlS . , C:ounc i 1 .. 'Cne PERSONNEL POLIC:Y: Rieke made a motion to approve the Personnel Committee to meet with the City Attorney to review the drart of the revised personnel Dol i C"tl : seconded by Hiemenz. - - . Ayes: Reber, Rieke, Loso, Hazen, Hiemenz. . Nayes: None. Motion carried. City Attorney John Scherer stated that 1 .: 1 -: be OIl vacation next ne Wi.i.':' weeK. Hiemenz stated ., . he will be on military duty from August L:.na'L. away 5 through August 22. MINUTES: Rieke requested to reconsider the minutes of the July , -'- meeting. Rieke stated that on Page 2277 he voted naye on the motion to approve steve Erickson's request to purchase his gun and badge, because he felt rair market value was a lesser amount. ADJOURN: Loso made a motion to adjourn at 9:50 p.m. ; seconded by Rieke. Ayes: Reber, Rieke, Loso, Hazen, Hiemenz. Nayes: None. Motion carried.. Rachel Staplet n, MCMC Clerk/Administrator .- Page 2288 ·)10.. I fi ~ of Saint Benedict . 37 South College Avenue .. . St. Joseph, MN 56374-2099 ,J'uly- 2~,1g.93 Mayor Don "Bud" Reber 118 SE 2nd Avenue st. Joseph, MN 56374 Dear Mayor Reber: The attached appraisal of the property we discussed along County Road 75, completed in November 1988, indicates a value of $15,000. Although we can assume that property values have increased since that time, the College is agreeable to selling the described property to the City of st. Joseph for that amount. Although other people have inquired about the property, we , probably would be asking them something closer to $17,500 or $18,000. I will not negotiate with them until I hear from you. If you have any questions, please don't hesitate to contact me at 363-5509. Sincerely, ~~ Michael J. 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IZ$ ~~ ~ v..-ex: GJ"C"O bO ~ .d ~~~.-4~"'~"'D~~..,~~g~a ~ .... .. ~+> H S ::.. .... .....¡ - cd ~...¡.., § +>.d. ..,..: ........ ....~.d~....oOcdR..\. §+>~...§ Q » I... +>0 o....~~g~~Dg~ODO~~O t' .a 0 ~ .... +> V) ..;., +> 0 as , H ~ 0 \.i QI M tI DUO ».... >. R '0 CJQI ~k6~~+>""O~H~~....+>~~~g 0 .. »t .µ ;., r:>.G>CII'+>§Q .fCDD§RO .Qlþ: QlrJ Q .o~ .µ..+> o.ace+> .... a>.a .a p t ..a> ~~§~~rJ+>fi..,~~S"~~~~~ CJ .... Q :I ..01 J: ~"""'¡a """"o§~Q ""~CJOQ oaS .,.., .!J J: ~a~""~ooo ~.on.-4a ¡: ~ma> .0 .... :I IQ HO ~ .( I I' I I ~ I I :: 002 ~ ,. '" '" I "- I t "',. . I '"'' ". ~ , 't""ð.&.s~.r : 6916 " ''''1' $'.9. ..~; '" "0 . > ::, -/> .: '!: IQ " .. - -- - - - ~ '" ., ~ ç¿ ~ ~ ): I'; ¡: .., =2: '" ./ 0 Q ~ '" , a ~ '" , ..- ::¡ I: II) 0 to t) w 0 - .... a ~ CD '" 0 ~ N 'I; '" I N ~ '" 0 0 .. c 1;: 0 '" a> H '" " " II Q) aJ * ~ " .w c .µ CD It) 'CD ~ 0 a> '" C) 0 ~ bO ...: '", Q : ~ 0 ~ A .... ~ 0 M '" as CD '" In \\J 0 ^- ., ... U) II> ~ t " .. ~ I>Z'9£1 '" 3..9£, ¿ç. N '- '" t ooz I.J I , ££ I J ~ ¡ it I ,00""" / q. :: , I S ; 1° .1"1, 3 ç?, / -- I I ££/ ~/ - '. \ I ;." , OZLÞI ._. I 'j m ,.".",.... - "- '. ç¿ - ~{(i: ~' . Þ/'MN Io/.?/'M 10 .?/'M 10 ~II "" I .-;t, ;: ~,; ." SUNSET MANUFACTURING PROPOSED BUILDING ADDITION I PHASE I & II N W+E S E. ELM STREET P 1ST RENTAL R P AVE E UNIT A 0 R N.E. K P I N E G R P I A T R 12' K Y I N G L S ALLEY N PHASE I LOADING DOCK - ALLEY I 0 W 60 N P A RENTAL 1ST E -----. R UNIT -t 18' i K AVE. ) . -------- ----- -- -.--- .- I ¡ ~ PHASE II í I .. Ii ; fJ N N.E. .~ l·>~^o~~ n. 'c5~0.,-~P:."-§.2'Cc""'~,,,,. .:,} G . ~~:~~~~-"". Current 14,000 sq. ft. Phase I 3,000 " " Phase II 3,000 " " Total 20,000 " " ILAN ---.- -- --- --- - ..~ .u __ _ --------- --~-_.- - -- -.. ~ of ST. JOSEPH 21 FIRST AVENUE NW PO BOX 668 INCORPORATED IN 1890 ST. JOSEPH, MINNESarA 56374 MEMBER LEAGUE OF MUNICIPALITIES CITY OF ST. JOSEPH OUTDOOR ENTERTAINMENT PERMIT APPLICATION FORM DATE OF EVENT: s5 h1A . ø - .;J c¡ - c¡ J APPL I CANT! ORGAN I ZA 1'1 0(' ~ / 7:á ,,¿; .., - CONTACT PERSON: ,-;J1ld /( /,( ",'2..,'}1 mI e d PHONE NUMBER: 31> ~ - '7 ì N '7 ADDRESS: 7/0 J() 7' Æ 4/J" IV G /J 4. /~ /1 Mil/. TYPE OF ENTERTAINMENT: o ,} T - In,,/1 -1Jl /J §-. ',.. C L 0 (., I( ì d V '7 , / / BEGINNING/ENDING TIME FOR ENTERTAINMENT: 3 - 9 :'11'" t1, 'IJ1 I . APPROXIMATE NUMBER OF PARTICIPANTS: ,3f)~ WILL ALCOHOL BE CONSUMED: ~ES - NO BRIEF DESCRIPTION OF EVENT: .:¡ - 4;-1 Ad ~ t') ¡) ì 5> :Ie ll// '¡ ¡( ~ð ocI rJ I! 1 ~ i/.7 .h~I;; þ ,.. /1 1/ P ,/ I ìi ~ çL I ~ haL/! f'?f J A IlrylP ffe . . / ' '1 Î-;26-q> DATE For Office Use Only Requirements/Remarks: , Fee: Date of Approval City Clerk/Admin. £Q ~f le- :¡:-- V\, + e \t' V\... ~D Y, c:J e:s c:. .y,:- f + ,'- ð '-\.. S RURAL MINNESOTA PARTNERSHIP PROJECT INTERNSHIP OPPORTUNITY . ============~====:=====~===========~=====~=====~===;====== CITY: ST, JOSEPHJ MINNESOTA AGENCY: CITY OF ST. JOSEPH--ADA COMPLIANCE PROJECT CONTACT: RACHEL STAPLETONJ CLERK-ADMIN-TREASURER (612) 363-7201 DESCRIPTION: THE AMERICANS WITH DISABILITIES ACT OF 1991 (ADA) MANDATES LOCAL UNITS OF GOVERNMENT TO DEVELOP PLANS FOR ACCOMMODATING THOSE CITIZENS WITH DISABILITIESJ BOTH ACTUAL AND PERCEIVED. THE CITY OF Sr. JOSEPH IS AT THE PLANNING STAGE OF ADA IMPLEMENTATI0N~ AND IS IN NEED OF AN INTERN TO PERFORM THE FOLLOWING DUTIES: -RESEARCH ADA LEGISLATION -RESEARCH HOW OTHER COMMUNITIES HAVE DEALT WITH ADA COMPLIANCE. -WORK WITH THE ST. JOSEPH ADA COMPLIANCE COMMITTEE TO HELP IDENTIFY POSSIBLE ACCOMMODATIONS FOR THE HANDICAPPED. -SURVEY. PHYSICAL FACILITIES AND PROGRAMS FOR POTENTIAL COMPLIANCE POSSIBILITIES. -DEVELOP COST ESTIMATES FOR ADA COMPLIANCE. -ESTABLISH A PRIORITIZATION AND IMPLEMENTATION SCHEDULE FOR LONG-RANGE PLANNING. QUALIFICATIONS: THE SELECTED INTERN WILL HAVE BEEN EXPOSED TO ACADEMIC AND/OR OTHER EXPERIENCE IN AREAS OF PLANNING AND GOAL- SETTING. ÎHIS INDIVIDUAL SHOULD HAVE AN INTEREST IN ADA COMPLIANCE . AND/OR OTHER ISSUES OF INTEREST TO THE HANDICAPPED. THE INTERN WILL BE AT EASE WORKING ON VARIOUS PROJECTS SIMULTANEOUSLY UNDER THE DIRECTION OF CITY STAFF. THE INTERN WILL POSSESS EXCELLENT ORAL AND WRITTEN COMMUNICATIONS SKILLS. RURAL MINNESOTA PARTNERSHIP PROJECT INTERNSHIP O~~~~!~~!!~ =========~===========;=============;============------~--- CITY: ST. JOSEPH~ MINNESOTA _ AGENCY' CITY OF ST. JOSEPH: ASSISTANT CITY CL~RK ~ CONTACT: RACHEL 3TAPLETONJ CLERK-ADMIN-TREASURER (6~2) 363-7201 DESCRIPTION~ ST, JOSEPH IS LOCATED FIVE MILES ~5ST OF ST. CLOUD_ IN EASTERN STEARNS COUNTY. ST. JOSEPH IS IN NE~D OF AN INTERN~I~ PERFORM BASIC CITY CLERK DUTIES UNDER THE DIRECTION OF ,THE C.l.T ADMINISTRATOR, A PARTIAL EXAMPLE OF DUTIES WOULD INCLUDE. -PREPARATION OF COUNCI L MEETI NG AND PLANN I NG COMM I 5S I ON AGENDA -PREPARATION OF MAILINGS ASSOCIATED WITH PUB~!C HEARING~ -RECORD MINUTES OF COUNCIL AND PLANNING COMM1~SION MEET.NGS -AWAIR COMPLIANCE _ ~ ï -ASSIST IN FILING OF VARIANCES AND OTHER PROPERlY MATTeRS WItH THE COUNTY RECORDER _ . -ASSIST WITH THE STUDY REGARDING MERGING OF 31. JOSEPH W1TH ST. JOSEPH TOWNSHIP . -OTHER ASSIGNED DUTIES AS DIRECTED BY CITY STAFF. QUALIFICATIONS: THE SELECTED INTERN WILL HAV~ BEEN EXPOSED TO _ ACADEMIC AND/OR OTHER EXPERIENCE IN AREAS O. PLANNING AND GOAL SETTING THIS INDIVIDUAL SHOULD HAVE AN INTEREST IN A CAREER IN MUNICIPÅL MANAGEMENT, THE INTERN WILL BE AT EASE WORKING ON VARIQUS PROJECTS SIMULTANEOUSLY UNDER THE DIRECTION OF CITY STAFF. ¡HE INTERN WILL POSSESS EXCELLENT ORAL AND WRITTEN COMMUNICATIONS SKILLS. ." r ~ Mayor Donald "Bud" Reber Councilors Ken Hiemenz Ross Rieke 21 First Avenue NW Bob Loso P.O. Box 668 Stephanie Hazen St. Joseph, Minnesota 56374 (612) 363-7201 City Clerk/Adm FAX # 363·0342 CITY OF ST. JOSEPH Rachel Stapleton AUDIT MANAGEMENT REPORT IMPLEMENTATION PLAN REPORTABLE CONDITION Lack of Seareaation of Duties - The number of staff does not allow segregation of duties. MANAGEMENT SUGGESTIONS Cash - Checks which were noted made out to cash were to transfer money between accounts at the First State Bank of st. Joseph. Policy will be for all checks for transferring money between accounts will be made out to the bank or City of st. Joseph. Poolina Cash and Investments - Pooling method of cash and investments as recorrmended will be fully implemented by the beginning of the 4th quarter . (October I). Investment Schedule - We have received a sample form and Judy is adapting it to meet her needs. She feels this investment documentation will be fully implemented by the beginning of the 4th quarter. Fixed Assets - The Maintenance Department has most of their inventory completed and the Police Department is finished, with the listing and tagging. The Software Program and fixed asset inventory schedules will be fully implemented for the 1993 audit preparation. ReceiDts - Office staff have been informed of the recorrmendationsr and will write receipts in numerical order. Voided receipts will retain the original with an explanation for the void. Receipts are written the day the money is received. Standard Operating Procedures will be established for the manual, as time perrrdts. Purchasina - I prepared proposed adrrrinistrative procedures for the purchase order system and distributed to the office staff for review and corrment on July I. Purchase order forms are being prepared. We intend to have the system implemented by the beginning of the 4th quarter. ** Note - do you wish to increase the lirrdt on Council pre-approved expenditures from $50 to a higher amount? Disbursements - Recommended notation on all invoices of the following has . been implemented: Receipt of goods or services, initialed or signed and dated. Test of clerical accuracy and initialed. Invoices cancelled to avoid duplicate payment. .. (. 4... I . Account code expense charged to is noted on invoices. All invoices are reviewed for proper documentation and signed indicating the review has been made. Payroll - All timesheets are completed by employee and approved by their supervisor, prior to subrrdtting them to the Deputy Clerk. The supervisor approves the time worked incl uding any overtime or camp time / and time off taken, including camp time, sick or vacation leave. Note to Counci I - Judy and I discussed and agreed on the above schedul es and implementations. . . , ~YON 5T~TL f)~NK ftVON. MINNESOm 56310 FHONE (61])356-7331 July 28th, 1993 City of St. Joseph POBox 668 St.Joseph, MN 56374 re: Lyman Hull property Gentlemen: Thank you for your letter of July 22nd, 1993 in which you enclosed copies of the minutes of, both the Planning Committee and Council meetings. We have decided to comply with your requests. Of course we are disappointed at the outcome of I both of these meetings, because we felt we had a very good solution to a mutual problem. At the same time we can understand the frustration of your dealing with property, that has been very unsightly for many, many years. You will notice the clean up efforts, unfold in the weeks ahead. When this is complete, we will have to try again. Hopefully we will have better success at that time. Diedrich c.c. : I ~~Jv~ Mayor Donald "Bud" Reber Councilors Ken Hiemenz 21 First Avenue NW Ross Rieke Bob Loso P.O. Box 668 Stephanie Hazen St. Joseph, Minnesota 56374 (612) 363-7201 City Clerk/Adm FAX # 363·0342 CITY OF ST. JOSEPH Rachel Stapleton PUBLIC HEARING CITY OF ST JOSEPH The Planning Comrrdssion for the City of st. Joseph shall conduct a public hearing on Monday, August 2, 1993 at 8:00 p.m. in City Hall to consider relief from certain fencing requirements of the November 1990 Variance. The City Council granted a fifteen foot variance on the rear yard setback conditionally. The property owner was required to construct a six (6) foot fence along the entire west side of . the property, a four foot fence along the south 200 feet of the east side and a six foot fence on the remaining portion of the east side. The property is described as Lot One (1) and Lot Two (2); North Park Addition. The request has been subrråtted by Mark Lambert, 101 -East 5th Street, Suite 910, st. Paul, MN 56304. (j?~ Rachel Stapleton Clerk/Adrrdnistrator Note: State Law requires a mailed notice to individual properties within 350 feet of a variance, special use permit or zoning application parcel area. . ~. . I &_.-._._:~.-._._._._.-._.-._.~ o '* .' _ - CITY OF ST. JOSE ..1.... .-- '" . I I i '" I , )'" ~, I' .>~< ~ · I ' ~ I . . " I I I . ' , '2 ' 1 , í ~. ' _. ..' ·7 þ ... ,. " - '~&' -\: ~ I 30~' ~ ) , 16 C I 7~ cl ' . . ", 1 . ('I. I (" C> ! I ~ ::: ,/ ", ~ : ¡. ,~ ; ; ." _ 8 ;,,·~.t·)1 , '<: . ~ l ". .. ~o 6 ~ "'"06 . ST W DATE ST ::;: - oD I 4 ~ , ~ ' , ... I I , .... OJ,. ~ . to -.¡: "". .,';,. 17 i ~... . I.. I . .. I 121i ) ( ) '90 18 ~ i: I!~\ ~ t~~\ ! 1 E: :Þ Dzo Si·~o \. \ ~ IC . 5 4 \ F DlffiB;Q - ~ . 't; \ '" 6 7 : . 10 z ~ . ¡ ,." ", . '> ,~~O'^~; ~,. I ,.~~ ~\ II \ \ T _." .._ ~6 -:. _ ~ ~ \ \ ~ ~\ ~ 0: .~. - - , : · Mayor Donald "Bud" Reber Councilors Ken Hiemenz Ross Rieke Bob Loso Stephanie Hazen CITY OF City Clerk/Adm ST. JOSEPH Rachel Stapleton City of St. Joseph NOTICE OF HEARING The Planning Commission for the City of st. Joseph shall conduct a public hearing on Monday, August 2, 1993 at 7:30 p.m. In the St. Joseph City Hall, 25 First Avenue Northwest. The purpose of the hearing is to consider a request for a special use permit. This permi t would allow the construction of an ingress/egress to the College of St. Benedict. St. Joseph Code of Ordinances 52.22 states that streets and alleys which provide a means of ingress and egress to or from the institution shall requIre a special use permit. The property is legally described as follows: , That part of the Northwest Quarter of the Northwest Quarter in Section 15, and that part of the North Half of the Northeast Quarter in Section 16, and that part of the South Half of the Southeast Quarter in Section 9, and that part of the Southwest Quarter of the Southwest Quarter, in Section 10, all in Township 124, Range 29, Stearns County, Minnesota, lying South of the existing corporate I imi t s of the Ci ty of St. Joseph, lying West of College Avenue and lying North and East of the following described llne: Commencing at an iron monument at the Northwest corner of said Section 15 ; thence along the North line on an assumed bearing of East '. 661.35 feet; thence South 00 degrees 10 minutes West a distance of 1207 feet; thence bearing East 660 feet, more or less, to a point on the East line of the Northwest Quarter of the Northwest Quarter, in said Section 15, said point being the point of beginning of the line to be described; thence bearing West along the previously described East-West line and its Westerly extension, a distance of 3300 feet, to a point lying due South of the Southwest on Lot 5, in Auditor J corner s Subdivision No. 4, according to the recorded plat thereof, Stearns County, Minnesota; thence due North to the Southwest corner of said Lot 5 and there terminating. LESS AND EXCEPT: The South Thirteen ( 13) rods of the East Sixteen and Two- - thirds (16 2/3) rods of the North Twenty-four (24) rods of the Northwest Quarter of the Northwest Quarter ( NW 1/4 NW 1/4) of · ..a section Fifteen (15 ) in Township One Hundred and Twenty-four (124) North, of Range Twenty-nine (29) West and containing One and One- third (l 1/3) acres more or less; AND The Easterly Sixteen and Two thirds ( 16 2/3) Rods of the Southerly One and Four Tenths ( 1 . 4 ) Rods of the Northerly Eleven ( 1 1 ) Rods of the Northwest Quarter of the Northwest Quarter (NW 1/4 NW 1/4) of Section Fifteen (15 ) in Township One Hundred Twenty-four (124) North or Range Twenty-nine (29) West, according to the U.S. Government Survey thereof. The request for Special Use has been submitted by the College of St. Benedict, 37 College Avenue South, St. Joseph, MN 56374. G?~ Rachel Stapleton Clerk/Administrator ....... Note: State Law requires a mailed notice to individual properties within 350 feet of a variance, special use permi t or zoning application parcel area. - .-. ... "',., .GrJ¡·.."·j"k<·'···..hW J·····,;,i."ð!'.W.....IJ "" ·.J ¡"''''~tt~~,¡;¡iít; ,·..·.._,L.. 'to'~,··.·· "1'" ,.., t~If~~¡,t4'~"~i~I<I. \þji'N~O;w',J.p'-f!'>.f.If: "li'Î~< )''!!:'''' '·1>Jt,'~~~;'1~)IJII\:~". . .'~~ i . ,,',., : ·:·'¡'f'W'!I· "I:';' ":~;'." ·:A.;, I 1'~ãít~~~Ki:~:~r:~f~;7;: :~·::~'l)' i" i'F·:-rt '·.1::~r "1. ··,;(~)!~llrgí{ '>~]¡if:j~t" .,', .,1i¡·ff:'·¡ : :; 1\; : ',':" :,: .' r '¡:'~~,f;:«r··¡·~~~;';.'I· ~:. ·r, . . ·~:;;1·~¡!.i::·:':;.'~~·~'§~~r' ;:1.,-;':->' ,., -------,-."'1':',...-.-----.-.,.---------.. '__. i' ¡ ¡' . r· ~-a ',,\J"J..~o}.~ - / tiS ~ '····1 .: . "1'.· ." - . . . . '. . i,: I! . -~. .'; ! ~I.\d;~>~:' 1 ~-'¡.::- . '..' .1._ '"1 .. . ,'; I . ¡ ¡. '. . " - , . ! r .' I . . I . I·' , 't. ; , ',' (") :u .r .... . . . -..-----¡, r----- ~I; , "'";~J O~i" I J' I " I .... I '...... ".... '~ . 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'~" 'I ~ -I f" I " ' : .' ,1\ 11 ·:-c:.ft 0 . ." . '. "- .i!ì~:,\}, /..' ~ @~ ~ ~ "- "- 'If'- ,i" ¡1 . . . \.. , .. , .: ......'''31 " ·15 HSV ~ I . ~. ~ûI~\ \~~f;f""""i .. ' . .... :..::. r . '1,1i'" . -, '. ..- f" . . , ,~)B,H!;¡-dTTllrrmþi~ ~:~~\\0 ,,~1!1~ nr;:. WaterPro Supplies Corporation .. 15801 W. 78th Street I Waterpro Eden Prairie, MN55344-1894 .. Telephone: 612-937-9666 WATS: 800-752-8112 Fax: 612-937-8065 'ROIECT DATE ftt.A."& ¡qq;¡¡J.. -L! .t-., ..~~._,.~=~-_____~~_.-1~_J__~~._. .-; ......-.. .L__c-.__._._.:.___.~_._L.__~ .--.--.-.[--~-...-.~.-~~~-=-=:.-~--.------~~~-~~~-=.--.~~_....~. r(J~'-CilfJ·e¡p¿¿4tÄ¿-~1f/¿ff¿¡0~ , . ---.-- .----.--- ~ii1~Z~h=L£p~tþ-;¡ii£JIi~) J_J-:J_J...... ........--..... .. - ....-_. f812:~~.ef{~-~da7:Iij;~ß~:AI,~;:n- ......::.. J_-- ... -~~=._._ljllÞøk~~.-,_-.- - -- -- .---.----- - _J-- ... '-flút,ÙJ~:\?;¿¿¿(~~ik-~~zf1ø)dj~¿;µ;¡ (<PAM '.. .~~di¿.?,....~...2Þ.~.rP._//.~.¡.3~0.·' ~,~.7t,;.'~... .....' ~. 9::7~ .-t2~-u>~d"#d/f~~~~ ~~~'&~-l --.-'-"-" '-,'." .. 1)"-.:: ·Il-.··-';'·i ·..·7)··- ~---·'·······."··---¡·ø:-" . ......-: ··'7----..·'..·Y ...t___:.___.. I/JL.¿;J¿'P ~lkfl1wfddJ2Þ-t.d~~ »~.. . ......... ....~.. .... '. .....~. . ...~~......:~~..~~~¿._~........._..'...~~.~~$-d r~-/iiWP~~:;;t¡)~;j)-i:¡'J~~~rzff:ib;;~4 .. fiðr~'J. ~~ ~e /)1~ ~~~ _~ _ .- ~Lb~uÆ--_@U .___n -_ __ . _. . __ . __ - -- . - -- --' ,.Q-.--..--'-- .. -, .. - -;~4-- Vd~ ,-----.. .. .. . -----_.~------..-- ~-------.. ,--- .--,- ----------.-- - "--~ ----- ----,", ~.- .---- - .- '"--- --, --- ~. . . . . PURCHASE ORDERS REQUISITIONS: Purchase orders will be in a three part form. Requisition - purchase orders originate with the departments. The requisition - purchase order form is filled out by the department supplying the name, date of the requisition, required delivery date, suggested vendor, quantity, units, full description, unit cost (an estimate if not known) , signature of the department head, and any special instructions to the vendor. The requisition is sent to the person authorized by the City Council to approve purchases. After the purchase order has been approved, the first copy lS sent back to the department to serve as a copy for their records. If the purchase order was not approved, the entire purchase order is sent to the requesting department with the reason for denial printed on the front of the request. . The second copy is sent to the vendor if the purchase is made in person or is held by the person authorized to accept purchases to wait for the invoice. The third copy is filed alphabetically in accounting by vendor name with a confirming purchase order form (if sent) to wait for the invoice. RECEIPT OF GOODS: When goods are received by the authorized receiver, the packing slip (if any) should be attached to the corresponding purchase order (second copy) . On the packing slip (or purchase order if no packing slip) the receiver will check off the items received, date and sign. The items will be forwarded to the requesting department. The department verifies the merchandise received with their copy of the purchase order (first copy) . The department head dates and initials the packing slip (or the second copy of the purchase order) indicating that the item received is the item requested and indicating approval for payment. The approved packing slip with the attached first purchase order is forwarded to the accounting department. The requesting department may retain their copy of the purchase order (lst . copy) for future reference or purchases. DISBURSEMENT: When invoices are received by the City, they should all be matched with corresponding purchase orders, (third copy) . When the disbursement process begins, all invoices (with .. . , .. . attached third copy of (p.o. ) are matched with packing slips and first p.o. copy. If an invoice is not matched, this could give indication that the product was never received or did not meet the department specifications. The person authorized to process all claims will be aware of any invoices not received if there are unmatched packing slips and p.o. 's. After all of the documentation is matched and the checks are printed, all of the information is forwarded to the authorized check signers. COUNCIL TO AUTHORIZE: l. Person authorized by the Council to approve purchases. 2. Department Head authorization NOTE - Regular bidding and quotation rules still apply for the purchases greater than $10,000. 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Fr-':Jm "lear ------- Month THF:U "'{ear -------- Month ----------- ------- RATED Er1PLO"lEE copy ( G I 'v'EN ;. (FOP~'JAF:DED ;. TO Er1PLOYEE or,J <DATE) ----------- *********************************************************************** PART II - AUTHENTICATION <R..ä\-t::.æd pur-sonG siQMa1::.ur_ ONLY verj"..p:iG"'!!6 INITIAL COUNSEL:rNG. PART :r Data ...nc:l RATJ:NG OFFJ:CJ:ALS ) .:<, . Name 0+ hater (La-mt, Fir-.t, MI) SSN :3i J~natLlt-e ------------------------------ ------------- -------------------- :;. '"! . - - . - 0+ F:.=ttet- I)ate ¡.1. Li.:= ----------------------------------------------- -------------------- u. j'.i¿ul1E (J-r F:evi ewet- SSN :3i .;)natLlre ------------------------------ ------------- -------------------- . -. - .- Concur/Nonconcur with raters D-~te '""" 1 ,-",,-'- -' "-·""-J.:--t- _'.. __ ¡.l '_.l. \::::' UT i'\1:' ..¡ l. t::' .... t::: ---~---------------------- j ------- j --------- -------------------- c. N2.me of ¡::;~-3ted F'2t-Son <LCi\st. Fi......st., M:I) --' . elate ~,l gna-CLlt-e ------------------------------------- -------------------- ---------- o. ;\--¡ I :D-"'{EAF~ COUj\jSEL I NG DATE Initi2~ls. --------------- -------------- *********************************************************************** PART III - JOB ELEMENTS/STANDARD/OBJECTIVES (Comp~ti9'tEtd by Rdi\t8r- .and emp1oy__ at b_Qinn1.MQ o-f' r..-t:LnQ pø.....i.od) Position Title: -------------------------------------------------------- a. Daily Duties and Scope (to :i.nC~l..lde. "'''''' .app,.-opr-iata., p€9C)pJ.œ., œqL1.j. pmant ., T.ac:::i..J.::i.t1.~_ .and doo1. J. à'U-œ.) - - ----------------------------------------------------------------------- CITY OF ST. JOSEPH RATING FORt'! ~ JUL q-:: Rerpl...c::...... ...~J. pr-e"¥':1. 0'-'. ed::i. ti. en.. ' ._1 . , F'et- ~on'::; ;'~ame : F'9t- i ad - . i~o'\.iet-eO ------------------- --------------------- *********************************************************************** 4ItART III a. (Continued) PERFORMANCE RATING ( i '":' ...:' 4 ;:. ) (Cir-cle one "tr-.an_-F_r- to PART YX X >. ... ..:.. BULLET Cot1MENTS: .-------------------------------------------------------------------------- III b. Public/Human Relations: Tt-eats citizens and fellow employees ~Ji th cour-tesy ·:<.nd r-esoect. , PERFORMANCE RATING ( 1 2 4 ;;::' ) 'I~' . tr-.ansT.r- to PART YX:t) -...> ._1 \....,1r-C12 one BULLET C0ì1t1ENTS: ------------------------------------------------------------------------- I~~ Courtesy: - . . ;j.:::Ù 1 v ~'Jr-¡ et h et- thr-ough 1.l. c. t"-:r- -:t.C t:. c: e ;= c: Lt¡- "C. e~."{ on .:;. 0·3.51 S dir-ect C:leal 1 ng":; .~, i ndi t-e'=tl..·.¡ tht-OLtgh cOt-t-espondene'2. When comiTIunicating with othet...s ... employs tone 0+ \/01 ce, ot- choice 0+ ;.,¡or-,js \'Jh i eh demonstt- ate a helpful, ¡--i2sponsi ···/e atti tLtOe. F'r-ovides prompt CCJLtr-teOLtS ser-vice to CLlstomers ., ~'Jhether- the customet-s ·:<.t-e citizens or- other- employees. .ERFÛRMANCE RATING ( ... ..., -..) ..:.t (!:ir-cle CJne tr~n'ß.-rœ""" to PART yr:t) - '- BULLET Cor'1t1E!'-F3 : ------------------------------------------------------------------------- III d. AREAS OF SPECIAL EMPHASIS: PERFORMANCE RATING ( 1 '+ c::' ) (l:ircle DnE -tr---.ns-rwr- to FART YXX) ..:.. .~t .-' BULLET C0i1t1ENTS: *********************************************************************** PART IV - VALUES/RESPONSIBILITIES (C;ompJ.Q3I'ted by M:ater> COiTiPlete each qLtESt i on. (CommøUï t.œ. .(".....(9 m.andüi\'tory TO.... "Nc'" entr-:La-œ.J of=lt:i.ona.l TO.... "Yes'" ent..-i.___ ) YES NO a. Adhet-es to safety rules/ pr-ocedut-e'::; . practices and . . established r-ules . . . . . . . . . . . . . . . . . . . . . 1/ i , b. Is committed to and sh o....~s a senSE of pr-ide in the City of St. ,] osep h - wor-ks a member- of the team 2/ , / d::ï · · · · · / c. Is honest and tr-uthful in ~..¡or-d and deed. .::.'; I , · · · · · · · · · · I / d. i'1ai ntai ns high standar-ds of pet-sanal conduct on and off .L.' job. " I , / - i_ne . . . . . . . . . . . . . . · · · · · · · · · · ,,!-, I :!. Is punctual - at-r-ives and 1 ea \leS Dn time. C" ... , í · · · · · · · · · · "_1/ I PERFORMANCE RATING ( 1 .-, ..) 4 c::' ) (Cìr-cle one 1:.r<ii\ns-rwr- to PART vx:t> ..::. ._1 BULLET COMt-1ENTS: ----------------------------------------------------------------------- CITY OF ST. JOSEPH RATING FORM, JUL 9.::.. RœpJ...ct:!!P'S ....1J. prap....."i 0\..1._ eodi.i::.ioMe· .. F'.;3.Cle .'- . ~ Rated Persons i'~ame : F'et- i Dd Covet-ed ---------------- ------------------- *********************************************************************** .ART V - PERFORMANCE EVALUATION - PROFESSIONALISM (C:omp~_1:._d by R...t._r-) High Degree Low Degree .' 1 2 ...:' 4 5 1. Is clear and concise ln written communication. . . . . . 1 ( ) 2. Is clear and concise in oral communication. . . . . . . 2 ( ) '"" Possesses capacity to acquire knowledge/grasp concepts. ( ) ...;.. · "-' 4. Demonstrates appt-opt-i ate knowledge and e:":perti se in assigned tasks. . . . . . . . . . . . · · · · · · · · · · 4 ( ) 5. Performs under physical and mental stt-e':;;s. · · · · · · · 5 ( ) ò. Displays sound judgment. . . . . . . · · · · · · · · · · 6 ( 7. Is adaptable to changing si tuati ons. . · · · · · · · · · · 7 " ) 8. Self motivated; ability to keep ~·Jorking ¡"Ji thout pt-ompt:. ng 8 ( ) PERFORMANCE RATING ( 1 ...., '"" " ~ ) (e:qu.a~_ Av'Ç;l.. 0-<' 3- thr-u. EI. C:Lr-c:1œo on... ..:.. ",;¡ "1' '-" ...nd 1:.r...n1l&-F...... nt-Lmbecr- te J.~n8it V. PART VII b_J.o"",,) BULLET COi"1MENTS: *********************************************************************** PART VI - EVALUATION BY PERSONNEL COMMITTEE a. !]\/et- ·:\11 pet-f ormance. tIIÞ,( ) ( ) ( ) ( ;. ) ( Mat- k one .'1.,1 t ¡- ¿'.n ";:;.f er- no. tCJ l.j I.=" ;-1 ."' 1""""11 'v'II bel m^l) rH1"'\1 t::" 11 -:- __I "'T "_I ..:.. .. Successful ¡- a 1 ¡-- ¡-'oor b. Overall potential for advancement and j Ot- function In position of greater respon':;;ibi 1 i ty. ( ) ( ) ( ) ( ) ( ) ( t"'1ar- k one ÿ tt-ansfer no. to I,JIb F;AF~T VII below) I':..'; - 4 '-' 2 1 Successful F ai t- Poor PERSONNEL COMMITTEE Bullet Comments: *********************************************************************** PART VII - OVERALL PERFORMANCE SCALE AND RATING <Used By .....<ii\1:.e..- '1< F'er-'!Sonel. Ccmm:l.tt.......) INSTRUCTIONS: a. Compat-e actual perfot-mance agai n":;;t set standards, then b. Determine 1 evet- of achievement (Distinguished, Commendable, Competent, Adequate, ProvisionalíMarginal), USE E!)ALUA T I ON BELOl'J AS GUIDE~ then c. Rate Employee's achievement of each standard b', circling the appt-Oprl ate number and tt-ansten-i ng the same to the " FERFOF:MANCE RATING" recapped belo~·J, then d. Calculate scare for each performance by multiplying t-ate (A) times vJei ght (B) . ( . 4 v . 15i~ = . 60) , then ,l.e. ,. ----------------------------------------------------------------------- CITY OF ST. JOSEPH RATING FORM~ JUL ~'3 RC!tp1a.c::et.. ...11 pr-er......i.ou_ ed:L i:..1. cn_ : F'.:.~c::? -:- . : . . Rated Persons Name: Feriod Covet- ed --------------- ------------------- *********************************************************************** .ART VII - Continued - e. To obtain the annual achievement evaluation total the F'erfot-manee Inde~< and mark the appropriate evaluation below based on the total score. (i.e. 3.50 = Competent; The r.3ting for the period.) f. transferred PERFORMANCE RATING ACCOUNTABILITIES PERFORMANCE INDEX (ì,1JEIGHT X RATING) from IlIa. 1 ..., .'::1 4 5 Weight ., . 15% ( u . 15% =) - I. . --- ,', -- ---- from IrIb. 1 2 ~ c=: Weight ï. : 10ï. ( u .10ï. =) '-' ·oJ --- ... -- · ---- from rIle. 1 2 ...:.. .., c:: Weight ., : 15ï. ( iC'"' =) 'T '-' t'. --- " .. 4 "_I /. -- · ---- fr-om IIId. 1 2 ".;. 4 C' Weight ., : 15:,~ ( u .15ï. =) ...) '" --- -- ---- from 1 \1.. 1 2 4 ;-I)ei ¡:;ht : 1. (j~.: ¡, ,', .. 1 C)::~ =) .. - - ,. --- -- · ---- f ;--c¡m " i 2 .::+ c:: (,¡Jei ght : 1 C:-" ( .15% =) v. '-' .:. .. '-( /. " · --- -- ---- from 'J ~ 1 2 -:- .-¡ (¡.Jei ght /.. : 1 ()/~ ( u . 1 ()% =) \,l.a. --; ~ .-' --- -- ---- from tiT 1 i 2 .., c:- l.<Jei gh"c ., : 10% ( u .10% =) "./.1.0. .':'1 '+ - '" --- · . 100% Total - - - - - - - EVALUATION: (c:heek I ev"el ba'::;ed on total f r- O1"n per-fot-mance inde:·: c:olumn) --- DISTINGUISHED: (4.50-5.00) - F'et-formanc:e Consistently E~{ c: eed s All Standat-ds --- COMMENDABLE: (3. 5()-4. 5t)) - Performance Meets All Standat-ds And At Times E;.:c:eeds Some --- COMPETENT: (2.50-3.50) - Pet-formanee Meets All Standards --- ADEQUATE: (1.50-2.50) - F'et- f Ot- man c: e i"1eet s Mos t Standat-ds But Falls Short Of Some --- PROVISIONAL/MARGINAL: ( 1 . 5() Ot- 1 e·:ss) - Perfot-manc:e Bel m-J 1"1ost Standards *********************************************************************** PART VIII - PERSONNEL COMMITTEE COMMENTS Bullet Comments regarding nonc:onc:urrence with rater ----------------------------------------------------------------------- CITY OF ST. JOSEPH RATING FORM, JUL ,....,~ "7...;. Retp]. ..eu=_u ....~~ pro.,,,,:l c)..." _c:l:1-t:1<::>ns ¡::·_':i,·,o