HomeMy WebLinkAbout2003 [05] May 01
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May ,2003
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Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session
on Thursday, May 1, 2003 at 7:00 PM in the St. Joseph City Hall. !
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Citv Council Members Present: Mayor Larry Hosch. Councilors Ross Rieke, Dale Wick, Gary Utsch, AI
Rassier. City Administrator Judy Weyrens. ¡
City Representatives Present: Public Works Director Dick Taufen; Police Chief Pete Janksy
Others Present: Robbie Robinson, Janel Bitzen.
Approve Aaenda: Rassier made a motion to approve the agenda with the following changes:
Additions: 10 (c) Lease Amendment - Public Works Facility
Deletions: 5) Building Inspector Reports
Removal from Consent Agenda: 3(b) Minutes :
3(d) Basketball Court and Kit for Northland Park
The motion was seconded by Utsch and passed unanimously.
Consent Aaenda: Wick made a motion to approve consent agenda as presented.
a.
Bíl/s Payabie - Approved check numbers 32698 - 32745
Removed
b.
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c. Authorization to Begin AUAR Process - Arcon Development - Approved Resolution 2003-16
requesting authorization from the EQB to begin the AUAR process.
Removed
d.
The motion was seconded by Rieke and passed unanimously.
Public Comments: No one present wished to speak.
Basketball Court and Kit for Northland Park: Hosch stated that he requested to 'have this item removed
from the Consent Agenda for further discussion. While he is not opposed to the proposed park i I
improvements for Northland Park, he questions the timing of the expenditure. The City is faced with
proposed budget cuts and does not feel it is prudent to authorize capital expenditures at this time.
Weyrens stated that the improvements to Northland Park are being funded through Park Dedication Føes.
These fees cannot be used for anything other than Park Development. Hosch further stated it is his i
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understanding that the City is required to receive competitive bids for expenditures over $ 5,000 and i
questioned if two bids have been received. Weyrens stated that she would assure that two quotes have
been received.
,Wick made a motion authorizing the expenditure of $ 7,767 for the installation of a basketball
court and purchase of the basketball kit ($ 1,200 to $ 1,300) as requested by the Park Board with
the contingency that competitive bids are received. The motion was seconded by Rieke and I
passed unanimously. '
Minutes: Wick questioned the presentation and content of the April 17, 2003 City Council draft minutes.
He stated that while reviewing the minutes he noted a number of inconsistenciesiinaccuracies along with
improper use of words. Wick stated that he highlighted all the areas where correction is needed and I
requested they be re-drafted. Hosch questioned Wick if he would like to go through his corrections at this
time. Wick stated that due to the number of corrections needed it would not be effective to go through
I them at this time. Utsch stated that he too has some concerns with the draft minutes and stated that he
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noted a number of errors and stated that he is not ready to approve the minutes at this time. Rieke and
Rassier concurred with Utsch and Wick. Weyrens stated that she would have the minutes redrafted for
future consideration. '
May 1, 2003
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2002 Audit Report - KDV: Janel Bitzan of KDV approached the City Council to review the 2002 Annual
Financial Report. Bitzen presented the following information regarding the Financial Statement:
· No major findings were noted
· Cash Balance increased approximateiy $2.2 million with the change due bond proceeds
received and not expended.
· Special Assessment Receivables increased from $1.7 million to $3.2 million. The increase
offsets the deferred revenue. The deferred revenues will be recognized when they are
received by the City.
· Enterprise Fund fixed assets increased $3 million.
· The General Fund revenues exceeded the expenditures by approximately $ 200,000. The
increase is due primarily to the increased license and permit fees received.
· Intergovernmental Revenues were over budgeted, mostly due to the market value credit
received from the State.
· General Fund expenditures were budgeted at $1.6 million with actual expenditures
approximately $2 million. The overage is due to the purchase of the fire truck which was
budget over a period of time, expended in 2002.
· Special Revenue Fund assets and liabilities have increased due to the creation of the
Economic Development Funds, These activities have previously been reported in the
General Fund.
· Debt Service Funds Special Assessment Revenues and Expenditures have increased due
to the 2002 Improvement Projects.
Bitzan presented the following information with regard to the Management Recommendations:
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Under coilateraiization: On December 31,2002 the City did not meet the minimum
collateralization as required by Minnesota Statutes. The under collateralization was
remedied by mid January. It is the recommendation that collateral should be verified each
month when reconciling the bank accounts.
·
Be Aware of Conflicts of interest: It is a reminder that all Councilors, Board and Commission
Members abstain from voting on all contracts or transactions in which they are directly
involved or have a controlling or financial interest, to be in compliance with Minnesota
Statutes.
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Review Utiiity Biiling System Usage: City personnel should continue to review meter readings
and complete a monthly analysis of the usage numbers in order to help determine if a
problem exists. Bitzen stated that the recent detection of a major water leak resolves a large
portion of this recommendation but encourages the City to review the process of how meters
are read and the meter system used by the City.
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Create Monthiy Financial Reports for the City Council: The Council should be provided a
monthly statement showing the financial position of the City.
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Implementation of GASB Statement No. 34: The City must be ready to implement the GASB
34 statement in the year 2004. Weyrens clarified that a plan has been established and
should be irnplemented by the end of the year.
Bitzen presented the following financial analysis:
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Fund Balance for the General Fund decreased $240,000, leaving a fund balance of
approximately $1.4 million. This decrease was the result of the City's expenditure exceeding
revenue by $335,000 which is due to the payment to SI. Joseph Township and the fire truck
purchase.
Discussed the comparison between the revenue and expenditures in relation to prior years.
Refuse Funds revenues for 2002 increased 4.3%, expenditures increased 15.7%, with
retained earnings increasing $27,000.
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Water Fund operations for 2002 had its first operating loss in five years. The revenues
decreased by 16.2%, expenditures increased by 26.9% resulting in an operating loss of ,
approximately $32,000. Bitzan stated that after adding back the non-operating revenues, the
fund had a net income of $178. The City should continue to monitor the fund and rates to ¡
assure that the revenues are covering the expenditures. ¡
The past five years the Sewer Fund has shown an operating loss. In 2002 the operating I
revenues increased 7% while expenditures increased 4.5%. Bitzen stated that after adding'
back the non-operating revenues and expenditures, the fund had a ~et income of $317.
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PUBLIC WORKS REPORTS
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Hvdrant Defuser: Public Works Director Dick Taufen presented the Council with a proposal to purchase a
hydrant defuser and hose. Currently when the City flushes fire hydrants they are opened and the water
is released at full force without direction. The defuser would allow the water to be directed towards the I
street, providing a safer water release for the employee and residents walkingidriving by while the hydn;mt
is being flushed, The purchase will be funded through the water fund and budgeted safety funds., I
Rieke made a motion authorizing the expenditure of $ $ 1,100 to purchase a hydrant defuser and
25 feet of hose. The motion was seconded by Rassier and passed unanimously. I
Water Meter _ Bulk Water Sales: Taufen presented the Council with a proposal to purchase water meters
to measure bulk water sales. Currently bulk water is sold on the honor system with the contractor ¡
keeping track of the amount of water drawn. When the contractor is finished drawing water he turns his
total gallons drawn to the City Offices and the contractor is billed according to the fee schedule. i
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In an effort to account for all water that is pumped, Taufen is requesting authorization to purchase two I
meters that can be attached to hydrants to measure accurately the amount of water drawn by contractors.
When requesting to purchase bulk water all contractors would be required to use the hydrant near the I
maintenance shop and draw water through the water meter. Taufen stated that most of the area Cities
already monitor bulk water and recoup the cost of the water meter through bulk water sales. The cost:Of
each meter is approximately $ 725.
The Council discussed the need to purchase two meters and if one meter would suffice at this time. I
Rassier stated that he would prefer that bulk water be purchased at only one hydrant therefore only one
meter would be needed. Hosch concurred with Rassier and stated he would prefer to purchase one
meter at this time due to budgetary constraints.
Rassier made a motion authorizing the expenditure of $ 725 to purchase one meter for measuring
bulk water. The motion was seconded by Wick and passed unanimously. I
Discussion: Rieke questioned if there are other advantages to measuring bulk water than to
charge contractors accurately. Taufen stated that measuring bulk water would assist the Cityin
tracking pumped water which is a requirement of the Department of Natural Resources. Hosçh
requested the fee for bulk water be reviewed and adjusted accordingly.; 1
Storm Sewer Replacement: Taufen reported that the storm sewer at the intersection of 4th Avenue NW
! and Birch Street West has collapsed and is in need of repair. The estimate to repair the storm sewer!is
approximately $2,945 and includes the following: cut and replace pipe, removal of the asphalt, backfiil
and compact area. i
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Rassier stated that while he understands the pipe needs to be replaced he has concerns with how the
repairs will be funded. Weyrens stated that one option for funding would be through the contingencies of
the 2002 Street Improvement Project. Previously the Council requested the City Engineer to prepare 'a
cost estimate to paving the parking areas of Millstream Park, Monument Park and Memorial Park with the
funds being expended from the 2002 Street Improvement Project. Since that time the Engineers havß
determined that paving the parking areas of Millstream and Monument may be" cost prohibitive." I
! Therefore, Weyrens stated that releasing funds for the above me~tioned parking areas may provide for
the financing of the storm sewer repair. The Council generaIlY~I\¡;urred'\'Jith Weyrens and requested
that the City Engineer prepare the final costs to pave the parking'lolàreasto put closUre to the matter·
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Rassier made a motion to authorize the storm sewer repair only if the repairs can be funded
through the 2002 Street Improvement contingency, postponing the paving of parking lot areas if
necessary. The motion was seconded by Utsch and passed unanimously.
Monument: Taufen reported the St. Joseph American Legion Committee working on the installation of a
monument honoring Veterans has met with the Park Board to determine the final location of the
monument. It was the consensus of the Legion Committee and Park Board to locate the monument on
the west side of 2"d Avenue NW in Monument Park. The monument would be located approximately 15
feet from the driveway. it is the intent of the Committee to begin installation of the monument within the
next seven to ten days.
Water shut-off valves: Rassier stated he had some concerns from residents regarding their water shut-off
valves that are extending above the sod. Taufen stated that after the landscaping is completed the shut
off valves are lowered. Typically during construction it is best to leave the water shut-off valves extended
to prevent damage.
POLICE CHIEF REPORTS
Alcohol Compliance Check: Jansky reported the Police Department conducted Alcohol Compliance
checks on April 23, 2003. Of the eight liquor license holders, two establishments failed. Additional
information will be presented at the May 15, 2003 Council meeting.
Police Car Replacement: Jansky reported the new police car should be arriving within the next seven to
ten days. The new car is leased through the State of Minnesota Travel Management Division.
Colleae Related Activities
Pinestock: Pinestock was held on April 26, 2003 at St. John's University. The activity created
minimal citations including minor consumption and drinking in the streets.
Rassier stated he had received complaints regarding the trash along County Road 75 from the
aftermath of Pinestock and requested that either the Police Chief or Administrator contact the
property owner requesting that the property be cleaned to meet Ordinance requirements.
Senior Fareweíí: Senior Farewell is May 9, 2003 and all the necessary preparations have been
completed.
Medical Leave: Jansky reported that one of the officers is on medical leave for approximately 60-90
days.
MAYOR REPORTS
County Road 121 Sewer Issue: Hosch reported that he has been contacted by residents along County
Road 121 regarding the installation of the new sewer lines. The residents are requesting some type of
assurance that the sewer line is guaranteed and/or warranted for the useful life of a sewer line. Hosch
requested this matter be addressed by the City Engineer at the May 15, 2003 Council meeting so that the
residents can be assured they do not have a faulty sewer line. Utsch concurred with Hosch and
questioned the status of the Engineer's report regarding this matter. Weyrens stated that the necessary
information will be available at the next meeting.
CommUnity Event: Hosch reported that he attended the CommUnity Event held in St. Cloud. This event
is part of the area wide initiative to promote diversity within communities. CommUnity is an initiative of
St. Cloud Mayor John Ellenbecker and former St. Cloud Mayor Larry Meyer.
COUNCIL REPORTS
RIEKE - No Report
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May 1, 2003
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RASSIER
Movina Minnesota FAST Meetina: Rassier attended the Moving Minnesota FAST meeting sponsored by
Congressman Mark Kennedy. FAST is a transportation Initiative which includes the following: allows for
transportation expansion to relieve congestjons: expands interstates with FAST lanes; frees up critical
dollars for other priorities: promotes private sector participation.
WICK
Life Cvcle Housino Board Meetino: Wick attended the Life Cycle Housing Board meeting on April 24,
2003. The board passed minimal standards for the owner-occupied Life Cycle housing as well as a
reporting process that builders and contractors will need to complete. The Board is requesting that the,
standards and reporting process information be forwarded to all the participating City Planning i
Commissions.
St. Joseph Recreation Association: Wick reported that the St. Joseph Recreation Association met on ,
April 26, 2003 and installed approximately 300-feet of drain tile along the right field line to help alleviate
drainage issues. Wick reported that Manion's Wholesale Building Supplies donated 350-feet of drain tile
and St. Joseph Irrigation donated labor for the project. I
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Ordinance and Subdivision Books: Utsch questioned the status of the new Ordinance and Subdivision
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books. Weyrens stated the Ordinance books are in the process of being updated and will be distributed
as soon as they are received from the City Attorney. The revised Subdivision Ordinance is scheduled 10
be published and will become effective upon publication. I
ADMINISTRATOR REPORTS
Storm Water Plannino: Weyrens reported the City Administrators and City Engineers met on April 28,
2003 and discussed Storm Water Planning. Discussion included fees that are charged, including on I
going maintenance fees and construction fees. The City of St. Cloud anticipates implementing a Storr:n
Water Ordinance and Policy late 2003 with a January 1, 2004 effective date. The City of Sartell has I
already implemented a Storm water policy. The Ordinance adopted by the City of Sartell includes not ¡
only a development fee but a monthly user fee charged through the utility bill. Residents of Sartell are
charged $ 1.00 per month for the maintenance of storm water facilities. 1
Fund Transfer: Weyrens presented the Council with a proposed fund transfer in the amount of $ I
305,937.35. The transfer creates a new fund entitled Capital Purchases, fund 490. The new fund will
allow prior year budgeted funds to be tracked more efficiently and prevent general fund budget figures
from appearing distorted. The amount being requested to be transferred represents funds that have been
budgeted over the past eight years and have not been expended. .
Wick made a motion authorizing the creation of Fund 490, Capital Expenditures and transferring
$305,937.35 from the General Fund. The motion was seconded by Rassier and passed .
unanimously.
Public Works Facilitv Lease Aoreement: Weyrens requested the Council consider an amendment to the
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Lease Agreement for the Public Works Facility that would allow the St. Joseph EDA to have final authority
on all change orders. The current lease grants final authority to the City Council. Weyrens stated that in
discussing this matter with the EDA consultants, they are recommending that minimally the EDA and'City
Council jointly share final authority. '
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Hosch stated that it is his opinion that final authority of change orders should be shared equally between
the EDA and City Council. Rassier stated he supports consulting the EDA similar to consulting the I
Planning Commission for Variances and Special Uses but believ~s the City Council ,should have final
authority. Utsch concurred with Rassier and stated that he welèarriesthe input of the EDA and wou d
prefer to work together sharing authority, '
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Wick questioned if the EDA were constructing a facility for a private entity, who would have final authority
over the building costs and any requested change orders. Weyrens stated that it is her opinion that the
EDA would have final authority as they would own the building and lease the facility to a tenant. Wick I
stated that it is his opinion that the City should be consist with the procedure that would be followed if the
building were built for a non government entity,
Rieke stated that as a member of the EDA and City Council, he would prefer to have joint authority over
change orders and does not believe the EDA is seeking sole authority over change orders.
Wick stated his concern is if a change order is not approved by the EDA, can the Council override the
decision of the EDA, Hosch stated it is his opinion that the Council would need to justify the reason for
reversing the decision,
Weyrens recommended the City Council meet jointly with the EDA on May 8, 2003 at 4:00 PM at City Hall
to discuss this matter further.
Leaaue of MN Cities Conference: Weyrens reported the Annual League of MN Cities Conference will be
held in St. Cloud and additional information will be provided in the next Council packet.
Adiourn: Utsch made a motion to adjourn at 8:50 PM; seconded by Wick and passed unanimously.
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